Training Day 1
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VIREC
Presented by Florence Osoo – Capacity Building Specialist
What is a baseline survey?
A baseline survey is a descriptive cross-sectional survey that mostly provides quantitative information on the current status of a particular situation – on whatever study topic – in a given population. Baseline surveys are an important part of any M&E process. This discussion, takes a look at the definition of a baseline study, its importance, when to conduct one and alternatives when there is no baseline. It also includes other considerations to make when conducting a baseline study. In some way, a baseline survey allows you to define where you are and where you are going, in terms of the project. Simply put, it measures key conditions (indicators) before a project begins against which change and progress can be assessed.
VIREC
Presented by Florence Osoo – Capacity Building Specialist
Importance of a baseline survey – A baseline study is done after a decision to implement a project has been made. It is done to act as a benchmark for measuring project success or failure. Baselines surveys are important to any project for they are the starting point for a project. A recommended way of starting a project is to carry out a baseline study. Through its results, a baseline serves as a benchmark for all future activities, where project managers can refer to for the purposes of making project management decisions.
Why are baselines important? Baselines surveys are important for any project for the following reasons:
It is a starting point for a project:
One important, and recommended, way of starting a project is to carry out a baseline study.
Through its results, a baseline serves as a benchmark for all future activities,..
VIREC
Presented by Florence Osoo – Capacity Building Specialist
Tools for baseline survey :
Transect Walk – A transect walk is a systematic walk along a defined path (transect) across the community/project area together with the local people to explore the water and sanitation conditions by observing, asking, listening, looking and producing a transect diagram.
The transect walk is normally conducted during the initial phase of the fieldwork. It is best to walk a route, which will cover the greatest diversity in terms of the problem that needs to be addressed.
The transect walk is conducted by the research team and community members. The information collected during the walk is used to draw a diagram or map based on which discussions are held amongst the participants.
VIREC
Presented by Florence Osoo – Capacity Building Specialist
Tools for baseline survey:
Locality Mapping – Principally, locality mapping serves as a tool to provide a visual representation of information in a particular geographical context. It is based on a stakeholder’s perception with the focus on a certain issue of interest. The regarded topics can vary: geographical and physical conditions, such as available resources and their use can be analyzed with locality mapping as well as the differentiated use of natural resources by land users and the potential dangers and threads concerning the use. For the purpose of assessing the current status, locality mapping can be used as a tool to analyze and present the identified situation of the problem/issue in a given local context.
VIREC
LIKONI CDAC Community Projects Baseline Information Gaps, Outputs, Outcomes and Impact
Project One: Construction of Two Classrooms – Mrima Primary School
School overpopulated more than 100 per class (Verification)
Exposure to COVID 19 Risks and related diseases
Overpopulation affecting teacher – student ratio hence affecting quality of teaching and performance.
Likoni sub county is a VE hotspot and, many kids including those in primary and secondary schools are radicalized and involved in juvenile criminal activities, drug abuse and general VE.
Information Gaps:
Factual figures of student totals per class segregated into male female
Factual data on school entry behaviour, school dropout behaviour and successful school completion trends and secondary school transition behaviour
How many primary schools in area Timbwani?
Birth rate Timbwani, Number of households
Status of youth engagement in jobs and other economic activities based on academic performance and successful transition to institutions of higher learning and professional development.
Recommended Action:
Head teacher to give factual figures of total number male and total female per class – School entry behaviour and school exit behaviour –
Sub County Education Office
For Birth rate data contact Sub County Health Office
Number of Households and Birthrate – KNBS – Health / IEBC
Photos required
Short video
VIREC
Construction of Administration Block – Longo Primary School
The head teacher does not have an office – old administration block dilapidated and condemned by health officials.
Currently occupying a classroom taken away from students. Again exerts pressure and inconveniencing students. Classroom also leaking
Information Gaps:
Photos required
Short video
VIREC
Construction of Two Classrooms – Vyemani Primary School
School overpopulated more than 100 per class (Verification)
Exposure to COVID 19 Risks and related diseases
Overpopulation affecting teacher – student ratio hence affecting quality of teaching and performance.
Likoni sub county is a VE hotspot and ,many kids including those in primary and secondary schools are radicalized and involved in juvenile criminal activities, drug abuse and general VE.
Information Gaps:
Factual figures of student totals per class segregated into male female
Factual data on school entry behaviour, school dropout behaviour and successful school completion trends and secondary school transition behaviour
How many primary schools in area Timbwani?
Birth rate Timbwani, Number of households
Status of youth engagement in jobs and other economic activities based on academic performance and successful transition to institutions of higher learning and professional development
Recommended Action:
Head teacher to give factual figures of total number male and total female per class – School entry behaviour and school exit behaviour –
Sub County Education Office
For Birth rate data contact Sub County Health Office
Number of Households and Birthrate – KNBS – Health / IEBC
Photos required
Short video
VIREC
Construction of Three Classrooms – Maji Safi Primary School
School overpopulated more than 100 per class (Verification)
Exposure to COVID 19 Risks and related diseases
Overpopulation affecting teacher – student ratio hence affecting quality of teaching and performance.
Likoni sub county is a VE hotspot and ,many kids including those in primary and secondary schools are School overpopulated more than 100 per class (Verification)
Exposure to COVID 19 Risks and related diseases
Overpopulation affecting teacher – student ratio hence affecting quality of teaching and performance.
Likoni sub county is a VE hotspot and ,many kids including those in primary and secondary schools are radicalized and involved in juvenile criminal activities, drug abuse and general VE.
and involved in juvenile criminal activities, drug abuse and general VE.
Information Gaps:
Factual figures of student totals per class segregated into male female
Factual data on school entry behaviour, school dropout behaviour and successful school completion trends and secondary school transition behaviour
How many primary schools in area Timbwani?
Birth rate Timbwani, Number of households
Status of youth engagement in jobs and other economic activities based on academic performance and successful transition to institutions of higher learning and professional development.
Recommended Action:
Head teacher to give factual figures of total number male and total female per class – School entry behaviour and school exit behaviour –
Sub County Education Office
For Birth rate data contact Sub County Health Office
Number of Households and Birthrate – KNBS – Health / IEBC
Photos required
Short video
VIREC
Construction of Modern Kitchen and Dining Hall with Customized Access Ramp for PWDs – Mtongwe Primary School.
Lack of a proper kitchen and adequate catering facilities, affecting efficiency, quality of food and hygiene standards. Students with special needs require quality food, and timely feeding to avoid wastage of time affecting classroom learning schedule. One of few cerebral pulse centres catering for PWDs in the Coastal region Likoni
More students expected.
Mitigating Pandemic and hygiene challenges and gaps
Information Gaps:
Population
How current catering services are affecting the students and the school program.
How the new kitchen facility will change life.
Get factual info on student population segregated into the different disability forms and the specific challenges the students face in terms of food services.
VIREC
Perimeter Wall – Peleleza Primary School
Adjacent to ocean line creek Peleleza area is a juvenile gang hot spot area – Currently school exposed to drug abuse maskanis –
VIREC
Water Well Deepening and Installation of Water Distribution Accessories – Mtaa wa Pwani Kibuyuni Bofu
Old well neglected – revived / colonial period / water available /
Current source of water – water vendors
The most adjacent area to the Base Titanium port facility.
VIREC
Water Well Deepening and Installation of Water Distribution Accessories Integrated with commercial water vending opportunities for economic empowerment of youth and women– Likoni Stadium, Likoni Pry School, Kindunguni Dispensary and Masjid Khadija Community
Huge community population depending on this water source, including Likoni pry school, Kindunguni dispensary, Likoni stadium and Masjid Khadija and community neighborhood.
Information Gaps:
Student population
Confirms water needs and frequency of water usage by the stadium facility.
VIREC
Waste Recycling Facilities in each of the 5 Wards
There is a huge garbage problem in Likoni Sub County creating a sanitation problem
Project to help generate solutions for the waste menace and in the process create economic empowerment for the youth.
Diseases outbreak due to waste dumping
Youth economic empowerment to mitigate idleness and build resilience against push pull VE factors.
Information Gaps:
Number and location of dumpsites in each ward and a build a clear picture of the problem and how it is affecting the people.
VIREC
Women and Youth Economic Fund and Blue Economy Initiatives
Poverty among youth and women (Statistics needed)
Correlation between poverty and crime
Bring out existing blue economy opportunities in Likoni and the opportunities to be exploited for economic empowerment by the youth and women.
VIREC
MONITORING AND EVALUATION CONCEPTS (MERL)
Presented by Florence Osoo – Capacity Building Specialist
What is Monitoring? The collection and analysis of information to track and compare what you planned to do versus what you actually did. Monitoring provides regular feedback that helps track costs, personnel, implementation time, organizational development, and economic and financial results to compare what was planned to actual events. Its purpose is to achieve the best possible project performance by providing feedback to project management. Monitoring can be formal or informal. Formal monitoring involves collection of data about identified indicators and performance questions. Informal monitoring involves carrying out observations in the field, gathering and sharing insights and opinions with stakeholders etc.
VIREC
When do we monitor? Presented by Florence Osoo – Capacity Building Specialist
Monitoring is an internal activity and is usually done by those responsible for project implementation It should be carried out regularly, e.g. monthly, quarterly, half-yearly or annually.
Importance of Monitoring – Monitoring provides regular feedback that helps track costs, personnel, implementation time, organizational development, and economic and financial results to compare what was planned to actual events.
VIREC
Characteristics of monitoring
It is a systematic process.
It is continuous.
It includes measuring changes through pre-determined indicators.
It also looks for changes that have not been anticipated in the project plan, including changes on context.
It analyses qualitative as well as quantitative information.
It is an essential management tool.
It enables key stakeholders to know how the work is progressing, what is working and what isn’t, and whether any changes are needed in implementation or plan.
It also emerges that monitoring can play a key role in supporting and under-pinning accountability to beneficiaries and their genuine involvement in programmes and projects.
Presented by Florence Osoo – Capacity Building Specialist
VIREC
EVALUATION
What is evaluation?
In it’s latin root – to evaluate means “to ascertain the value or worth of”.
It is concerned with determining what difference programs are making so as to motivate implementers and their supporters and renew efforts.
Evaluations are meant to learn lessons with a forward looking perspective, to influence future programming (for both current and future programs).
Presented by Florence Osoo – Capacity Building Specialist
VIREC
Criteria for Evaluation
Efficiency: The productivity in project implementation. The degree to which Inputs have been converted into Outputs.
Effectiveness: The degree to which the Project Purpose has been achieved by the project Outputs.
Impact: Positive and negative changes produced, directly or indirectly, as a result of the Implementation of the project.
Relevance: The validity of the Overall Goal and Project Purpose at the evaluation stage.
Sustainability: The durability of the benefits and development effects produced by the project after its completion
Presented by Florence Osoo – Capacity Building Specialist
VIREC
Types of monitoring and evaluation
– Assessment and Planning
– Input/Output Monitoring
– Outcome Monitoring
– Impact Monitoring
– Process Evaluation
– Outcome Evaluation
– Impact Evaluation
Presented by Florence Osoo – Capacity Building Specialist
VIREC
Assessment and planning
Collection of information and data needed to plan programs/projects and initiatives – Data may describe the needs of the population and the factors that put people at risk, as well as the context, program response, and resources available
Answers questions such as: –
What are the needs of the population to be reached by the program/initiative?
How should the program or initiative be designed or modified to address population needs?
What would be the best way to deliver this program or initiative
Presented by Florence Osoo – Capacity Building Specialist
VIREC
Input/output monitoring
Tracks information about program inputs and outputs
Collects data about individuals served, services provided, and resources used to deliver those services
Answers questions such as:
What services were delivered?
What population was served?
What staffing/resources were used
Presented by Florence Osoo – Capacity Building Specialist
VIREC
Process Evaluation
Focuses on program implementation
For instance, for number who have received HIV testing, process evaluation would give content
Time allotted for HIV sessions to encourage women to be tested
Information on barriers to HIV testing as perceived by clients and counsellors
Collects and analyses more detailed data about how the intervention was delivered, differences between intended population and population served and access to intervention
Answers questions such as:
Was the intervention implemented as intended?
Did the intervention reach the intended audience?
What barriers did clients experience in accessing the intervention?
Presented by Florence Osoo – Capacity Building Specialist
VIREC
Outcome monitoring
Tracks measures related to desired outcomes
People’s responses to a program or how they are doing things differently as a result of the project.
With national AIDS programs, outcome monitoring is typically conducted through population based surveys
For NGOs and CBOs, outcome monitoring means tracking information on program clients, such as change in behaviour, attitudes
Answers question such as:
Did the expected outcomes occur e.g. expected change in behaviour occurred; expected client use of services occurred?
Collects and analyses data to determine if and by how much an intervention achieved its intended outcomes
Attribute observed change to the intervention tested
Describes the extent of program outcomes – Indicates what might happen in the absence of the program – Methodologically rigorous requiring a comparative element
Answers questions such as:
Did the intervention cause the expected outcomes?
Presented by Florence Osoo – Capacity Building Specialist
VIREC
Impact Monitoring
Concerned with issues such as monitoring of disease prevalence and incidence e.g. HIV prevalence rate
Collects data about HIV infection at the jurisdictional, regional and national levels, or literacy rates for an education program
Answers the question: –
What long term effects do interventions have on HIV infection
Impact Evaluation
Deals with the rise and fall of disease incidence and prevalence as a function of HIV/AIDS programs or morbidity as a result of sanitation or immunization programs
Impact on entire populations can rarely be attributed to a single program or even several programs
Require a rigorous evaluation design that includes a combined effect of a number of programs on at-risk populations
Outcome verses Impact evaluation
In the case of HIV, an outcome evaluation may aim to demonstrate that a specific project has actually reduced risk behaviour, while an impact evaluation would aim to demonstrate that the change in behaviour is attributable to the project and had an impact in terms of reduced transmission of HIV.
Presented by Florence Osoo – Capacity Building Specialist
VIREC
Project Implementation Work Plan
Construction of Two Classrooms – Mrima Primary School – FY 2020/2021 – Quarter One – KSH 5,230,000 – Start Date and End Date (Details to be sought from Base Titanium)
Construction of Administration Block – Longo Primary School – FY 2020/2021 – Quarter One – KSH 4,900,000 – Start Date and End Date (Details to be sought from Base Titanium)
Construction of Two Classrooms – Vyemani Primary School – FY 2020/2021 – Quarter Three – KSH 5,500,000 – Start Date and End Date (Details to be sought from Base Titanium)
Construction of Three Classrooms – Maji Safi Primary School – FY 2020/2021 – Quarter Three – KSH 9,000,000 – Start Date and End Date (Details to be sought from Base Titanium)
Construction of Modern Kitchen and Dining Hall with Customized Access Ramp for PWDs – Mtongwe Primary School – FY 2020/2021 – Quarter Two – KSH 11,300,000 – Start Date and End Date (Details to be sought from Base Titanium)
Perimeter Wall – Peleleza Primary School – FY 2020/2021 – Quarter Two – KSH 5,700,000 – Start Date and End Date (Details to be sought from Base Titanium)
Water Well Deepening and Installation of Water Distribution Accessories Integrated with commercial water vending opportunities for economic empowerment of youth and women– Likoni Stadium, Likoni Primary School, Kindunguni Dispensary and Masjid Khadija Community – FY 2020/2021 – Quarter Two – KSH 2,300,000 – Start Date and End Date (Details to be sought from Base Titanium)
Water Well Deepening and Installation of Water Distribution Accessories – Mtaa wa Pwani Kibuyuni Bofu – FY 2020/2021 – Quarter Two – KSH 1,500,000 – Start Date and End Date (Details to be sought from Base Titanium)
Waste Recycling Facilities in each of the 5 Wards – FY 2020/2021 – Quarter Four – KSH 5,000,000 (each ward) – Start Date and End Date (Details to be sought from Base Titanium)
Women and Youth Economic Fund and Blue Economy Initiatives – FY 2020/2021 – Quarter Four – KSH – Start Date and End Date (Details to be sought from Base Titanium)
VIREC
Construction of Two Classrooms – Mrima Primary School – FY 2020/2021 – Quarter One – KSH 5,230,000 – Start Date and End Date (Details to be sought from Base Titanium)
Activities:
Public participation
Prioritisation
Budgeting
Community feedback
Project beneficiary visits
Formation of Project Committee
Bidding, Evaluation & Awarding
Project Implementation and Continuous Monitoring
Project handover
Success Story Harvesting, Documentation and Continuous Community Feedback
Outputs:
12 community engagements meetings conducted.
Draft development agreement document prepared.
Projects of high interest considered according to community needs.
2 days CDAC meeting conducted
Budget estimates for each prioritized project determined.
6 community engagement meetings conducted
Prioritized projects and budget estimates approved by the community.
Project committee formed ()
Site visit conducted and specific local project committee formed
Expression of interest and quotations received from bidders (At least 3 as per the policy)
Contract awarded, Construction site identified, construction started, monthly project monitoring sessions
Site visit with interested contractors before bidding.
Bids received, evaluated and awarded.
Winning bidder introduced to the project committee
Outcomes:
2 classrooms constructed and handed over to the school management.
Impact:
KCPE performance improved due improved learning environment – Number of students transitioning to good secondary schools improved – transition to institutions of higher learning increased – more youth constructively engaged in economic activities – crime rate lowered.
VIREC
Construction of Administration Block – Longo Primary School – FY 2020/2021 – Quarter One – KSH 4,900,000
Activities:
Public participation
Prioritization
Budgeting
Community feedback
Project beneficiary visits
Formation of Project Committee
Bidding, Evaluation & Awarding
Project Implementation and Continuous Monitoring
Project handover
Success Story Harvesting, Documentation and Continuous Community Feedback
Outputs:
12 community engagements meetings conducted.
Draft development agreement document prepared.
Projects of high interest considered according to community needs.
2 days CDAC meeting conducted
Budget estimates for each prioritized project determined.
6 community engagement meetings conducted
Prioritized projects and budget estimates approved by the community.
Project committee formed ()
Site visit conducted and specific local project committee formed
Expression of interest and quotations received from bidders (At least 3 as per the policy)
Contract awarded, Construction site identified, construction started, monthly project monitoring sessions
Site visit with interested contractors before bidding.
Bids received, evaluated and awarded.
Winning bidder introduced to the project committee
Outcomes:
Administration block constructed – Administration functions improved – Classroom returned for use by students
Impact:
VIREC
Construction of Two Classrooms – Vyemani Primary School – FY 2020/2021 – Quarter Three – KSH 5,500,000
Activities:
Public participation
Prioritization
Budgeting
Community feedback
Project beneficiary visits
Formation of Project Committee
Bidding, Evaluation & Awarding
Project Implementation and Continuous Monitoring
Project handover
Success Story Harvesting, Documentation and Continuous Community Feedback
Outputs:
12 community engagements meetings conducted.
Draft development agreement document prepared.
Projects of high interest considered according to community needs.
2 days CDAC meeting conducted
Budget estimates for each prioritized project determined.
6 community engagement meetings conducted
Prioritized projects and budget estimates approved by the community.
Project committee formed ()
Site visit conducted and specific local project committee formed
Expression of interest and quotations received from bidders (At least 3 as per the policy)
Contract awarded, Construction site identified, construction started, monthly project monitoring sessions
Site visit with interested contractors before bidding.
Bids received, evaluated and awarded.
Winning bidder introduced to the project committee
Outcomes:
Two classrooms constructed – Social distance improved to mitigate COVID 19 – Learning Environment improved.
Impact:
KCPE Performance improved.
VIREC
Construction of Three Classrooms – Maji Safi Primary School – FY 2020/2021 – Quarter Three – KSH 9,000,000
Activities:
Public participation
Prioritization
Budgeting
Community feedback
Project beneficiary visits
Formation of Project Committee
Bidding, Evaluation & Awarding
Project Implementation and Continuous Monitoring
Project handover
Success Story Harvesting, Documentation and Continuous Community Feedback
Outputs:
12 community engagements meetings conducted.
Draft development agreement document prepared.
Projects of high interest considered according to community needs.
2 days CDAC meeting conducted
Budget estimates for each prioritized project determined.
6 community engagement meetings conducted
Prioritized projects and budget estimates approved by the community.
Project committee formed ()
Site visit conducted and specific local project committee formed
Expression of interest and quotations received from bidders (At least 3 as per the policy)
Contract awarded, Construction site identified, construction started, monthly project monitoring sessions
Site visit with interested contractors before bidding.
Bids received, evaluated and awarded.
Winning bidder introduced to the project committee
Outcomes:
Three classrooms constructed – learning environment improved – COVID 19 risks mitigated.
Impact:
KCPE performance improved
VIREC
Construction of Modern Kitchen and Dining Hall with Customized Access Ramp for PWDs – Mtongwe Primary School – FY 2020/2021 – Quarter Two – KSH 11,300,000
Activities:
Public participation
Prioritization
Budgeting
Community feedback
Project beneficiary visits
Formation of Project Committee
Bidding, Evaluation & Awarding
Project Implementation and Continuous Monitoring
Project handover
Success Story Harvesting, Documentation and Continuous Community Feedback
Outputs:
12 community engagements meetings conducted.
Draft development agreement document prepared.
Projects of high interest considered according to community needs.
2 days CDAC meeting conducted
Budget estimates for each prioritized project determined.
6 community engagement meetings conducted
Prioritized projects and budget estimates approved by the community.
Project committee formed ()
Site visit conducted and specific local project committee formed
Expression of interest and quotations received from bidders (At least 3 as per the policy)
Contract awarded, Construction site identified, construction started, monthly project monitoring sessions
Site visit with interested contractors before bidding.
Bids received, evaluated and awarded.
Winning bidder introduced to the project committee
Outcomes:
Modern kitchen and dining hall with customized access ramp constructed
Impact:
VIREC
Perimeter Wall – Peleleza Primary School – FY 2020/2021 – Quarter Two – KSH 5,700,000
Activities:
Public participation
Prioritization
Budgeting
Community feedback
Project beneficiary visits
Formation of Project Committee
Bidding, Evaluation & Awarding
Project Implementation and Continuous Monitoring
Project handover
Success Story Harvesting, Documentation and Continuous Community Feedback
Outputs:
12 community engagements meetings conducted.
Draft development agreement document prepared.
Projects of high interest considered according to community needs.
2 days CDAC meeting conducted
Budget estimates for each prioritized project determined.
6 community engagement meetings conducted
Prioritized projects and budget estimates approved by the community.
Project committee formed ()
Site visit conducted and specific local project committee formed
Expression of interest and quotations received from bidders (At least 3 as per the policy)
Contract awarded, Construction site identified, construction started, monthly project monitoring sessions
Site visit with interested contractors before bidding.
Bids received, evaluated and awarded.
Winning bidder introduced to the project committee
Outcomes:
Perimeter wall constructed – school security improved
Impact:
VIREC
Water Well Deepening and Installation of Water Distribution Accessories Integrated with commercial water vending opportunities for economic empowerment of youth and women– Likoni Stadium, Likoni Primary School, Kindunguni Dispensary and Masjid Khadija Community – FY 2020/2021 – Quarter Two – KSH 2,300,000
Activities:
Public participation
Prioritization
Budgeting
Community feedback
Project beneficiary visits
Formation of Project Committee
Bidding, Evaluation & Awarding
Project Implementation and Continuous Monitoring
Project handover
Success Story Harvesting, Documentation and Continuous Community Feedback
Outputs:
12 community engagements meetings conducted.
Draft development agreement document prepared.
Projects of high interest considered according to community needs.
2 days CDAC meeting conducted
Budget estimates for each prioritized project determined.
6 community engagement meetings conducted
Prioritized projects and budget estimates approved by the community.
Project committee formed ()
Site visit conducted and specific local project committee formed
Expression of interest and quotations received from bidders (At least 3 as per the policy)
Contract awarded, Construction site identified, construction started, monthly project monitoring sessions
Site visit with interested contractors before bidding.
Bids received, evaluated and awarded.
Winning bidder introduced to the project committee
Outcomes:
Water well deepened, water tanks and other accessories installed – water scarcity mitigated
Impact:
VIREC
Water Well Deepening and Installation of Water Distribution Accessories – Mtaa wa Pwani Kibuyuni Bofu – FY 2020/2021 – Quarter Two – KSH 1,500,000
Activities:
Public participation
Prioritization
Budgeting
Community feedback
Project beneficiary visits
Formation of Project Committee
Bidding, Evaluation & Awarding
Project Implementation and Continuous Monitoring
Project handover
Success Story Harvesting, Documentation and Continuous Community Feedback
Outputs:
12 community engagements meetings conducted.
Draft development agreement document prepared.
Projects of high interest considered according to community needs.
2 days CDAC meeting conducted
Budget estimates for each prioritized project determined.
6 community engagement meetings conducted
Prioritized projects and budget estimates approved by the community.
Project committee formed ()
Site visit conducted and specific local project committee formed
Expression of interest and quotations received from bidders (At least 3 as per the policy)
Contract awarded, Construction site identified, construction started, monthly project monitoring sessions
Site visit with interested contractors before bidding.
Bids received, evaluated and awarded.
Winning bidder introduced to the project committee
Outcomes:
Water well deepened – water tanks and other accessories installed – water scarcity mitigated.
Impact:
VIREC
Waste Recycling Facilities in each of the 5 Wards – FY 2020/2021 – Quarter Four – KSH 5,000,000 (each ward)
Activities:
Public participation
Prioritization
Budgeting
Community feedback
Project beneficiary visits
Formation of Project Committee
Bidding, Evaluation & Awarding
Project Implementation and Continuous Monitoring
Project handover
Success Story Harvesting, Documentation and Continuous Community Feedback
Outputs:
12 community engagements meetings conducted.
Draft development agreement document prepared.
Projects of high interest considered according to community needs.
2 days CDAC meeting conducted
Budget estimates for each prioritized project determined.
6 community engagement meetings conducted
Prioritized projects and budget estimates approved by the community.
Project committee formed ()
Site visit conducted and specific local project committee formed
Expression of interest and quotations received from bidders (At least 3 as per the policy)
Contract awarded, Construction site identified, construction started, monthly project monitoring sessions
Site visit with interested contractors before bidding.
Bids received, evaluated and awarded.
Winning bidder introduced to the project committee
Outcomes:
5 recycling facilities acquired and distributed in the five wards (one per ward)
Impact:
Garbage menace reduced
VIREC
Women and Youth Economic Fund and Blue Economy Initiatives – FY 2020/2021 – Quarter Four – KSH –
Activities:
Public participation
Prioritization
Budgeting
Community feedback
Project beneficiary visits
Formation of Project Committee
Bidding, Evaluation & Awarding
Project Implementation and Continuous Monitoring
Project handover
Success Story Harvesting, Documentation and Continuous Community Feedback
Outputs:
12 community engagements meetings conducted.
Draft development agreement document prepared.
Projects of high interest considered according to community needs.
2 days CDAC meeting conducted
Budget estimates for each prioritized project determined.
6 community engagement meetings conducted
Prioritized projects and budget estimates approved by the community.
Project committee formed ()
Site visit conducted and specific local project committee formed
Expression of interest and quotations received from bidders (At least 3 as per the policy)
Contract awarded, Construction site identified, construction started, monthly project monitoring sessions
Site visit with interested contractors before bidding.
Bids received, evaluated and awarded.
Winning bidder introduced to the project committee
Outcomes:
Youth and women running successful livelihood programs and businesses
Impact:
Poverty reduced / general living standards improved
Resilience against radicalization and VE created.
VIREC
REPORTING
What is reporting ?
Reporting is the systematic and timely provision of essential (useful) information at periodic intervals.
Reporting provides regular feedback that helps organizations inform themselves and others (stakeholders, partners, donors, etc) on the progress, problems, successes and lessons of program implementation.
What is reported?
Progress of implementation
Problems or difficulties encountered
Successes
Lessons learnt Why reporting?
Enables assessment of progress and achievements
Helps focus audience on results of activities
Enables improvement of subsequent work plans
Form basis of decision making and learning for programs
Communicates how effectively and efficiently you are meeting your objectives
Presented by Florence Osoo – Capacity Building Specialist
VIREC
Components of a Performance Report
Components of a Performance Report
Introduction
Comparison of planned vs actual events
Administration review
Financials
Indicator data
Notable lessons, innovations, quotes
Issues requiring immediate support/attention from donor What makes a good report
Focuses on results and accomplishments
Assesses performance over past reporting period using indicators, schedules, baselines and targets
States status of progress (under/over achievement) and reason
States specific actions to overcome problems and accelerate performance
Identifies need to adjust resource allocations, indicators, targets, etc.
Discusses way forward and prospects for successful project close out or graduation
Addresses aspects of sustainability
Presented by Florence Osoo – Capacity Building Specialist
VIREC
LEARNING
What is learning?
Learning is the process through which knowledge is expanded. Learning is observable change in behavior (in this case program management and implementation) as a result of new knowledge or experiences.
What are lessons learnt?
Detailed specific information about behaviors, attitudes, approaches, forms, resources, or protocols that work to the benefit or detriment of projects. They are used to build the knowledge base of an organization and to establish a history of best and worst practices in project implementation
Presented by Florence Osoo – Capacity Building Specialist
VIREC
Virtual Resource Centre and Business Hub Reporting Template
Template link https://bit.ly/3pRNKn2
Reporting is basically a feedback mechanism for all the other processes and activities undertaken from project conception, planning, implementation and monitoring. Reporting is important firstly to the project management itself to track progress, milestones, gaps and challenges and to capture and act on lessons learnt. All other project stakeholders require regular feedback. It is a way of demonstrating accountability for the leadership roles assigned to the CDAC team, resources utilized and time spent. Regular reporting makes it possible to take timely action on project challenges and gaps to safeguard against potential huge losses.
Participants were introduced to the Virtual Resource Centre and Business Hub Quarterly and Annual reporting tool. The reporting template components include:
Email address – to receive draft access link for progressive editing of the process and receive final report once submitted. Official admin email recommended so that more than one CDAC member can receive the draft link for joint report compiling inputs and final report receipt.
Quarterly / Annual drop down selection options
Financial year and project period
Summary of all projects and activities undertaken during the reporting period – This section gives a summary of all projects and activities including project name, date, venue, objectives, accomplishments and comments. This section informs the rest of the sections in the reporting template.
Detailed project and activity reports – for each project or activity in the summary section, detailed information is captured in this section. The details include name of the project or activity, main project or activity photo, project location details (county, sub county, ward, village, GIS coordinates or PIN location. Project funding investor with room to explain partnership details where multiple investors or donors are involved. Project start and end date, current status, budgeted and expended amount, project background and justification, project outputs, outcomes and expected impact, milestones so far, gaps and challenges, lessons learnt and recommendations.
CDAC Capacity Building reporting section – this section covers details on all aspects of capacity building including office facilities and skills empowerment. For the reporting period, this section captures achievements or milestones in terms of office acquisition, office facilities and skills empowerment training activities. CDAC capacity building reporting also involves information on existing capacity challenges and gaps and prioritized capacity building activities in the next quarter.
Financial Information – This section has categorized financial reporting per the following expenditure categories:
Personnel
Travel
Program Implementation
Training and Capacity Building
Equipment
Other direct costs
For each of the above categories, reporting details required include approved budget total, expenditure through prior period and the reporting period, cumulative expenditure as at the reporting date, budget balance and burn rate.
Administration report – this section requires information on administration activities and occurrences especially changes.
Next quarter plan of activities –
General remarks and report signing –
Report attachments including documents, photos and videos
Assignment: Secretariat to use the VIREC quarterly reporting template to fill Q1, Q2 and Q3 reports.