Application Form for Funding of Water Supply Projects

WATER SERVICES TRUST FUND

APPLICATION FORM FOR FUNDING OF WATER SUPPLY PROJECTS Water Supply – Appendix 5g: Community Mobilisation and Sensitisation

APPLICATION FORM FOR FUNDING OF WATER SUPPLY PROJECTS

Guideline to Appendices:

5g: Budget Community Mobilisation and Sensitisation
5h: Kiosk Operator Training

1Introduction

This document was prepared to assist WSP staff to fill in the budget sheets:

5g: Community Mobilisation and Sensitisation.
5h. Operator Training.

This document contains short descriptions of a number of community mobilisation and sensitisation activities, which can be used to:

Create a sensitisation programme, which consists of a number ofwell-organised and well-timed activities.
Prepare budgets for the community mobilisation and sensitisation activities.

It is important to emphasise that the community mobilisation sensitisation activities presented in the tables below, as well as the descriptions of these activities (objectives, participants, etc.),are merely examples of activities that can constitute a community mobilisation and sensitisation programme. It will be up to the WSP to:

Decide which activities are relevant to the mobilisation and sensitisation of the residents in the project area(s).
Determine the number of times a specific activity has to be organised and where.
Add additional activities if deemed necessary.

It is obvious that if a specific item has to be purchased which can be used during different activities (i.e. a flipchart stand) this item should appear only once in the proposed budget.

2Description of Mobilisation, Sensitisation and OperatorTraining Activities

This section contains descriptions of a number of mobilisation, sensitisation and training activities. A well-timed and well-planned combination of these activities constitutes the overall community mobilisation and sensitisation programme.

The Operator Training Workshop should be seen as being part of the overall mobilisation and sensitisation programme.

Activity: Public Meeting(s) to Introduce the Project

Description / Public meeting(s) (Baraza) held in the project area
Objective /

Introduce the project to the residents
Identifying appropriate sites for the kiosks
How the water kiosks will be managed, supervised and operated
Explaining the advantages of consuming safe water

Target group(s) / Participant /

Residents of the project area
Special emphasis will be given on ensuring the participation of women
Measures should be put in place to allow the elderly and handicapped to attend

Initiator and organisers /

Chief/WSP/TaskTeam
Public Health Officer (PHO)
Local NGO or CBO

Contributors /

Chief and local leadership (members of TaskTeam) assist in community mobilisation
Drama/drumming group (to mobilise the residents and to play a sketch on the importance of consuming safe water)

Specific activities /

Preparation of the meeting(s)
Presentations by WSP staff
Presentation by the PHO
Presentation by the Council
Question and answer sessions
Drumming and a sketch/skit performed by the drama group
Onsite water quality tests (flocculation test) of existing sources of unsafe water

Message(s) /

Objectives of the kiosk project
Community participation concept of the project
Kiosk site identification procedure
Criteria that will be used to identify appropriate sites for water kiosks
Metering of domestic customers

Importance of consuming safe water (maji safi alya bora)
Proper water transport, water storage and use
Importance of a user-friendly and clean water kiosk

Methodology and media /

Public announcement
Drama group

Methodology /

Presentations
Giving participants the opportunity to ask questions

Required materials /

Megaphone
Drums
Water testing kit

Flipchart stand
A1 size paper, markers

Water meter
Duration /

1.5 – 2 hours

Number /

One barazaper area or one barazaper kiosk catchment area (depending on such factors as area population, distance, number of kiosks, etc.)

Costs /

Hiring of drama group
Water testing kit
Transport costs

Megaphone (if the WSP does not own one)
Flipchart stand

Activity: Public Meeting(s) to Identify Operators and Explain Kiosk Operation

Description / Public meeting(s) (Baraza) held in the project area
Objective /

Explain progress made with technical works
How the water kiosks will be managed, supervised and operated
Identification of Kiosk Operators and the criteria that will be used
Explaining the kiosk management and (customer-Operator) payment system
Announcing the commissioning date(s)
Explaining the advantages of consuming safe water

Target group(s) / Participant /

Residents of the project area
Special emphasis will be given on ensuring the participation of women
Measures should be put in place to allow the elderly and handicapped to attend

Initiator and organisers /

Chief/WSP/TaskTeam
Public Health Officer (PHO)
Local NGO or CBO (can be asked to assist in mobilisation and health message preparation)

Contributors /

Chief and local leadership (members of TaskTeam) assist in community mobilisation and obtaining a license for the meeting from the police authorities
Drama/drumming group (to mobilise the residents and to play a sketch on the importance of consuming safe water)

Specific activities /

Preparation of the meeting(s)
Drumming to attract residents
Opening address by the Chief
Presentations by the WSP staff
Presentation by the PHO (on public health)
Presentation by the Council

Question and answer sessions
Drumming and a sketch performed by the drama group
Onsite water quality tests (flocculation test) of existing sources of unsafe water

Message(s) /

Explaining the kiosk management system and (customer-Operator) payment system
Procedure and criteria used to identify groups/individuals who can operate the kiosks
Announcing the expected date of kiosk commissioning

Importance of consuming safe water (maji safi alya bora)
Proper water transport, water storage and use
Importance of a user-friendly and clean water kiosk
Metering of domestic customers

Methodology and media /

Public announcements and presentations (in Swahili)
Drama group performance

Methodology /

Presentations
Giving participants the opportunity to ask questions

Required materials /

Megaphone
Drums
Water testing kit

Flipchart stand
A1 size paper, markers, etc.
Water meter

Duration /

1.5 – 2 hours

Number /

One baraza per area or one baraza per kiosk catchment area (depending on such factors as area population, distance, number of kiosks, etc.)

Costs /

Hiring of drama group
Water testing kit
Transport costs

Megaphone (if the WSP does not own one)
Flipchart stand

Activity: Stakeholder Information and Training Meeting/Workshop

Description / Information and Training Meeting/Workshop with the local leadership, local opinion leaders and other stakeholders
Objective /

Provide information on the project
Creating awareness among local leaders and opinion leaders
Promoting hygiene

Target group(s) / Participants /

Staff of the Council
Chief
Mzee wa Mtaa
Area Councillors
Public Health Officer (PHO)
Community Health Extension Workers (CHEW)

Teachers
Staff of local clinics
Staff of the Water Services Board
Market Committee members
A number of Residents (women in particular)
Relevant CBOs and NGOs

Initiator and organisers /

Initiator: WSP
Organized by: WSP/Project TaskTeam, local NGO, Public Health Officer (PHO)

Contributors /

Non Applicable

Specific activities /

Preparation of the workshop/meeting (venue, programme, participants, catering, etc.)
Holding the workshop
Presentations are provided by the WSP, the PHO and the local NGO
Visit to the water treatment works
Active participation of participants during group work and plenary discussions

Message(s) /

The tariff
Explaining the kiosk management system and (customer-Operator) payment system
The role and responsibilities of the residents
Metering of domestic customers

Importance of consuming safe water
Importance of a user-friendly and clean water kiosk
Importance of keeping the kiosk and its surroundings clean
Transporting and storing water in the household

Methodology and media /

Presentations using a flipchart stand
Group work and plenary discussions
(Water quality) demonstrations and guided tour at the treatment works

Methodology / PHAST toolkit (see also the “Toolkit for Water Supply in Low Income Areas” )
Required materials /

Flip chart stand
A1 size paper, markers, etc.

Manila paper and pins
Reference works

Duration / 1.5 days
Number / One (1) per WSP kiosk project
Costs /

Venue
Transport (to and from the water treatment works)
Lunch and tea

Stationary (pens, flat files, markers, etc.)
Flipchart stand
Role of A1 size paper
Manila paper

Activity: Radio Programme

Description / Provide information to residents and other listeners on the WSP, the project and its objectives. (Local Radio Station)
Objective /

Provide information on the WSP and the WSB
Provide information on the project
Announce the expected commissioning date
Announce the kiosk tariff
How kiosks will be operated
Business hours of the kiosk

Explain the quality of water supplied by the WSP
Importance of consuming safe water
Importance of keeping the kiosk and its surroundings clean
Transporting and storing water at household level

Target group(s) / Participants /

All residents of the project area

Other listeners in the supply area of the WSP

Initiator and organisers /

Initiator: WSP/WSB
Prepared by the Project TaskTeam, local NGO, Public Health Officer
Implemented by the staff of the radio station

Contributors /

Non Applicable

Specific activities /

Preparation of a radio script (by the TaskTeam and staff of the radio station
Making decisions concerning the broadcasting frequency, dates and time
Radio broadcasts

Message(s) /

Role and responsibilities of the WSP
Project history
Commissioning date

Announce the kiosk tariff
How kiosks will be operated

Business hours of the kiosk

Importance of consuming safe water
Importance of keeping the kiosk and its surroundings clean
Transporting and storing water at household level
Metering of domestic customers

Methodology and media /

Mass media
(Pre-recorded) radio broadcasts broadcasted by a local radio station

Methodology /

Reaching target group through the mass media
Broadcast may include interviews with residents on the current water supply situation

Required materials /

Flip chart stand
A1 size paper, markers, etc.
Manila paper and pins

Reference works

Duration / 5 – 10 minutes per broadcast
Number / 1 – 3 broadcasts
Costs /

Preparation of radio script together with local experts (PHO) and the staff of the local radio station

Radio broadcasts (airtime)

Activity: Training of the Water Kiosk Operators

Description / Training workshop for kiosk Operators and for WSP staff responsible for the supervision of the kiosks
Objective /

Prepare the Operators for their tasks and responsibilities through a training workshop
Train WSP field staff
Involve other grassroots workers such as the Community Health Extension Workers (CHEW)

Target group(s) / Participants /

Identified Kiosk Operators
WSP field staff
Staff of the Billing Section of the WSP

Technical staff of the WSPs
Community Health Extension Workers (CHEW)

Initiator and organisers /

Initiator: WSP
Organized by: WSP/Project TaskTeam, local NGO, Public Health Officer (PHO)

Contributors /

Public Health Officer (PHO)
WSP staff

Specific activities /

Preparation of the Operator training programme
Holding the workshop
Presentations are provided by the WSP, the PHO and the local NGO
Visit to the water treatment works and to a kiosk
Active participation of participants during group works and plenary discussions

Message(s) /

Role and responsibilities of the various stakeholders (Council, WSP, WSB, Regulator and the Ministry)
Explaining the kiosk management system and (customer-Operator) payment system
Service delivery to customers
The role and responsibilities of the residents
Operator-company relations (rights and responsibilities of both parties

Importance of the contract signed between the Operator and the WSP
Procedures, sanctions, etc.
Water treatment
Importance of consuming safe water
Importance of a user-friendly and clean water kiosk
Importance of keeping the kiosk and its surroundings clean
Transporting and storing water in the household

Methodology and media /

Presentations using a flipchart stand
Group work and plenary discussions
(Water quality) demonstrations and guided tour at the treatment works

Methodology / See the “Toolkit for Water Supply in Low Income Areas” the programme and background documents for the Operator training workshop
Required materials /

Flip chart stand
A1 size paper, markers, etc.
Manila paper and pins

Reference works
Means of transport
Water meter

Duration / 1.5 days
Number / One (1) per kiosk project
Costs /

Venue
Transport (to and from the water treatment works)
Lunch and tea

Stationary (pens, flat files, markers, etc.)
Flipchart stand
Role of A1 size paper
Manila paper

Activity: Preparation and Putting Up of Posters

Description /

Preparation of small (A4-size) posters which are put up in the project area to inform residents and kiosk customers
Preparation of brochures for plots with a domestic connection (within project area)

Objective /

Inform residents and kiosk customers
Avoid the introduction of informal tariffs
Creating awareness among local leaders and opinion leaders

Target group(s) / Participants /

Residents
Kiosk customers

Kiosk Operators
Community Health Extension Workers (CHEW)

Initiator and organisers /

Initiator: WSP
Organized by: WSP/Project TaskTeam, local NGO, Public Health Officer (PHO)

Contributors /

Public Health Officer (PHO)
WSP staff

Specific activities /

Preparation of the posters (message, layout, copying)
Putting up f the posters
Organising feedback from residents, kiosk customers and Kiosk Operators

Message(s) /

Announcing the kiosk commissioning date(s)
Explaining the kiosk management system and (customer-Operator) payment system
Introducing the tariff (at commissioning) or a new tariff
Service delivery to customers
The role and responsibilities of the residents

Business hours of the kiosks
The customer complaints procedure
The role of the Kiosk Supervisor
Importance of a user-friendly and clean water kiosk and the importance of keeping the kiosk and its surroundings clean
Importance of consuming safe water and proper ways of transporting and storing water in the household
Metering of domestic customers

Methodology and media /

Posters put up at kiosks and other strategic locations within the area(s) serviced through water kiosks.

Methodology /

Each poster should only carry one or 2 messages
Language: Swahili
Text in combination with drawings

Required materials /

Drawings
A4 size paper.
Copying facilities

Heavy duty stapler and staples
Transport

Duration /

non applicable

Number /

20 – 30 posters per kiosk
One poster/brochure for each domestic connection (within kiosk project area or buffer zone)

Costs /

Services of a specialised draftsperson
Paper
Copying

Heavy duty stapler and staples
Transport

3Timing of Mobilisation, Sensitisation and Training Activities

The various activities have to be well timed and coordinated in order to have the desired impact. The following table shows an example of a community mobilisation and sensitisation programme, which contains the activities described in the previous section as well as the other activities that make up a kiosk project. It is assumed that construction works require a period of approximately 3 months.

Table 3.1:Example of a kiosk project community mobilisation and sensitisation programme (which includes a Operator training workshop)

Activity / Week / Budget required? / Remarks
No. / Description / No. / (Yes/No) / See notes below
1 / Appointment of a Kiosk Supervisor / 1 / No / (1)
2 / Formation of a TaskTeam and fist meetings of the TaskTeam / 1 / No / (2)
3 / Preparation of the detailed project work programme/timetable / 2 / No / (2) (3)
4 / Preparation of the community mobilisation/sensitisationprogramme / 2 / No / (2) (3)
5 / Stakeholder workshop / 4 / Yes / (2) (3)
6 / Preparation of kiosk management system document, Operator contract, etc. / 4 / No / (2)
7 / Identification, together with the Council, of land which can be used to construct kiosks and to extend the network / 4-6 / No / (4) (3)
8 / Public meeting to introduce the project and identify appropriate kiosk sites / 7 / Yes / (2) (Baraza)
9 / Selection of kiosk sites and obtaining the written approval of the Council to construct and operate the kiosk without having to pay a lease / 7-9 / No / (3)
10 / Preparation of construction works (disbursement of funds, procurement and tendering) and adaptation of the project budget / 7-9 / No / (2)
11 /

Start of technical works
Metering of domestic connections
Supervision of works

/ 10 / Yes / Involvement of Contractor and local unskilled labour(2) (3)
12 / Public meeting to identify Kiosk Operators and explain the operation of the kiosks / 16 / Yes / (2) (Baraza)
13 / Training of Kiosk Operators / 18 / Yes / (2) (3)
14 / Broadcasting of programme on local radio station / 18-19 / Yes / (2) (3)
15 / Integration of the kiosk system in the billing system and procedures of the WSP / 18 / No / (2) (3)
16 / Near completion of technical works/preparation of commissioning of the kiosks / 19 / No / (2)
17 / Putting up posters to inform the residents on the commissioning of the kiosks, payment method, business hours and the retail tariff / 19 / Yes / (2)
18 / Commissioning of the kiosks / 20 / No / (2)
19 / Sensitisation of customers by TaskTeam and on-the-job training of the Operators / 21 / No / (2)
20 / Day-to-day operation of the kiosks and dissolving of the TaskTeam / 22 / No / by WSP

Notes:1): The Kiosk Supervisor(s) (an existing member of staff)receive(s) an on-the-job training by participating in all project activities, including the Operator training workshop

2): Responsibility of the TaskTeam,

3): Assistance can be provided by the WSTF

4): Involvement of the Water Services Board (WSB) is necessary

3.1Preparatory Works

The activities and the programme presented in the previous section are based upon the assumption that the:

collection of data and the
needs assessment

have been carried out before the start of the project and have been included in the project proposal. The funding of these activities is not part of the project proposal (i.e. it is not included in the Application Form) of the WSP.