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Design and Implementation of an Urban Water Kiosk Project

The Step-by-Step Planning and

Implementation of an Urban Water Supply Project Using

ACTIVITY CARDS

CARD 6:

PREPARATION OF THE SENSITISATION PROGRAMMEBUDGET

(APPROACH AND EXAMPLES)

Table of Contents

CARD 6 (H): Preparing the Community Mobilisation & Sensitisation Budget

CARD 6 (I): List of the Accompanying Measures Activities & Budget (1)

CARD 6 (J): Preparing a Project Administration Budget (Example)

CARD 6 (K): Preparing a Community Mobilisation/Sensitisation Budget (Example)

CARD 6 (L): Preparing a Budget

CARD 6 (M): Preparing a Budget

CARD 6 (N): Preparing a Budget

List of Abbreviations

CARD 6 (H): Preparing the Community Mobilisation & Sensitisation Budget

Planning and Coordination of Activities
The design and implementation of a sensitisation programme is a logistical and organisational challenge. Moreover, as stated earlier, there is need to coordinate the various activities in order to assure that the various messages are understood, remembered and used/put into practice. Planning should also aim at elements, activities and messages reinforcing each other (synergy). Activity CARD 15 (B) contains a list with the estimated costs of all activities, which can be used to plan (including the preparation of a budget) and implement the various activities.
Assumptions
Activity CARD 6 (B) contains a sheet which can be used by the WSP to prepare a budget for a sensitisation programme. The sheets show the estimated costs of the design and implementation of a kiosk management system and the accompanying sensitisation programme (this means the budget does not include the construction costs, salaries and allowances of the staff of the Service Provider and transportation costs) in a low income area with a population of approximately 21,000 residents The sheet contains an example and the cost estimates presented are based upon the following assumptions:
  • All kiosks will be commissioned on the same date.
  • The same programmes, teaching packages, posters (etc.), can be used in other low income areas and other towns serviced by the Service Provider.
  • The public announcements are made by the Service Provider, using mobile PA systems.
  • Each member of the Task Team (with the exception of the staff of the Service Provider) receives a daily allowance of KSh 350.
  • When estimating the cost and duration of each activity, it was assumed that elements of the kiosk implementation programme and the sensitisation programme (such as teaching packages and poster) can be used in all/other low income areas where the Service Provider plans to introduce a kiosk system and carry out sensitisation programmes. This means, that the average costs of introducing a kiosk system will gradually decrease as more low income areas are supplied through water kiosks.

Considering Possibilities
  • When considering the possibility to diffuse messages using the local radio stations, it should be noted that such stations are not found in all Kenyan towns. A local radio station can be used, to diffuse information on the functioning of the kiosk system and the commissioning date, etc. A series of radio programmes can also be written, to inform the population about health and hygiene methods related to water supply (the need to clean recipients, transporting and storing water, treating water with Chlorine, etc.).
  • It is important to note that some activities can take place simultaneously.
  • It should be noted that the training and sensitisation workshop/programme for Service Provider staff (estimated costs: between KSh 10,000 and KSh 20,000) depending on the number of participants, the venue, etc.).

WSTF Projects and Budgeting for “Software Activities”
In case the low income water supply project is funded by the WSTF, it is important to include a budget for, what one might call the non-technical component in the project proposal.

CARD 6 (I): List of the Accompanying Measures Activities & Budget (1)

No. / Activity / QUANTITY / UNIT COST / COST
Description: / No. / KSh / KSh
1 / Project administration
2 / Data collection
3 / Preliminary meeting(s)
4 / Project Task Team activities
5 / Preparation of sensitisation programme
6 / Barazas (Water Shows)
7 / Putting up posters
8 / Mass media programme (Radio messages)
9 / Workshops
10 / Public notices/announcements (megaphone)
11 / Drama group performances
12 / Group discussions
13 / Water quality tests
14 / Programme for schools
15 / Programme for clinics
16 / Visit of WSP treatment works
17 / Commissioning of the kiosks
18 / Inauguration of the kiosks
19 / Special measures
20 / Training of Operators
21 / 2)
22 / 2)
23 / 2)
24 / 2)
25 / 2)
TOTAL:

CARD 6 (J):Preparing a Project Administration Budget (Example)

1. / Estimated Costs for Project Administration
DESCRIPTION / UNIT / QUANTITY / UNIT PRICE / TOTAL
Stationery and printing / No. / KSh / KSh
Printing papers / Reams / 500
Photocopying / Copies / 5
Toner / Cartridge / 8,000
*)
*)
Communication
Airtime / Cards / 250
Posting and courier services / Sum / 600
Internet / Hrs / 120
*)
*)
Lunch /Allowances
Task Team members / Days / 350
Project Manager / Months / 10,000
WSP Community Specialist / Months / 8,000
WSP Accountant / Months / 5,000
*)
*)
TOTAL:

Note:

  1. Composition of the Task Team: 8 persons (2 WSP staff (social & Technical), 1 Municipal / City Council Officer, Public Health Officer, 2 area residents, one (1) elder/chief and one (1) representative of a CBO or NGO
  2. Not all Task Team members are involved in every activity; for example in case of vandalism, a PHO may not be involved in such a consultation meeting.
  3. Even in cases where the WSP is implementing water supply schemes in different areas (e.g. Ongata Rongai and Ngong), one Task Team could be implementing both projects provided both areas are represented on the Task Team. E.g. the PHO in Ongata Rongai attends Task Team meetings for Ongata Rongai and the Ngong PHO participates in Ngong.
  4. Air time is ONLY provided to WSP staff (Social & Technical person) since they are directly involved in the implementation of the project.
  5. The Project Task Team allowances scheme runs up to the end of project implementation which should not exceed 3 months.

CARD6 (K):Preparing a Community Mobilisation/Sensitisation Budget (Example)

1. / Estimated Costs for Community Mobilisation and Sensitisation
Activity: / Public meeting/baraza
DESCRIPTION OF COST ITEM / SUB-ACTIVITY / UNIT / QUANTITY / UNIT PRICE (KSh) / TOTAL (KSh)
1 / Hire of mobile Public Address System / Announcements of Barazas (time, purpose & venue) in the kiosk catchment areas / Days / 1 / 8,000
2 / Drama group token / To deliver water, hygiene and health messages inform of plays during the baraza / Days / 1 / 10,000
3 / Hiring of a small tent and chairs / For the guests during the baraza / Number / 1 tent and 30 chairs / 15,000
4 / Food & refreshments for the guests / Entertaining distinguished guests like the DO & others / Number / 1 / 500
5 / A4 posters / Preparing & hanging of posters to inform residents of the barazas / Number / 1 / 30
TOTAL:
Activity: / Sensitisation
DESCRIPTION / ACTIVITY / UNIT / QUANTITY / UNIT PRICE (KSh) / TOTAL (KSh)
1 / A4 posters / Designing & putting up of posters informing residents on the safe, affordable water e.g. tariffs & distance, opening & closing hours / Number / 1 / 30
2 / School competition / Essay, poem or art competition / Number / 1 / 20,000
3 / Teaching package for schools / Copying/distributing/explaining/integrating / Number / 1 / 4,000
4 / Teaching package for clinics / Copying/distributing/explaining/integrating / Number / 1 / 3,000
5 / Group discussions / Designing questions to discuss with residents / Number / 1 / 2,000
6 / Sensitization workshop for stakeholders / A 1 day workshop for all stakeholders to chart the way for sensitization campaign / Number / 1 / 50,000
7 / Mass Media programme / Writing/recording/interviews/editing/transmit / Number / 1 / 6,000
8 / Special measures activities / Addressing vandalism / - / - / -
9 / Commissioning of kiosks / Start of kiosks operation / Number / - / -
10 / Inauguration of kiosks / Official launch / Number / - / -
TOTAL:

Note:

  1. These costs are not fixed and as a WSP you should negotiate for the best value for money.
  2. Buying lunch for the guests will depend on the timing of the meeting; if it is in the morning you may need just tea and a snack or if it’s after lunch you may need water or soft drinks.
  3. Drama group should come from the kiosk areas and thus the WSP will give them a token of appreciation after performance.
  4. Preparation of school competition may require theinput from 2 teachers in the school.
  5. The preparation of a radio program will require the input of the radio station staff.
  6. For various reasons (and for financial reasons in particular), the Service Provider may decide to select only a few elements of the total programme. For example, the successful introduction of the kiosk system in a particular town does not necessarily require broadcasting a series of radio programmes, each time the kiosks of a particular area are inaugurated. One broadcast per town is usually sufficient. School competitions can also be organised once all low income areas are connected.

CARD 6 (L): Preparing a Budget

1. / Estimated Costs of Introducing a Kiosk System
Description: / Main activities / Amount / Duration (8) / Task Team members involved (7) / Others involved
KSh / Days / Number / Number
1. Data collection / Data collection and analysis / - / 3 / 4 (2 WSPs)(9) / -
2. Preliminary meeting(s) / Organising/implementing/preparing minutes / 800 / 3 / 2 (2 WSPs)) / -
3. Activities of the Task Team / Designing/adapting programmes/planning / 5 / 6 (2 WSPs) / -
4. Series of public meetings / Organising/implementing/preparing minutes / 3 / 6 (2 WSPs) / -
5. Preparation of sensitisation campaign / Planning and preparation / 4 / 6 (2 WSPs) / 2*3 days (1)
6. Technical works / - / - / - / - / -
7. Sensitisation programme implementation
  • School competition
/ Organising/implementing / 9,500 / 6 / 3 (2 WSPs) / 3*2 days (2)
  • Teaching package for schools
/ Copying/distributing/explaining/integrating / 3,000 / 2 / 2 (1 WSP) / -
  • Teaching package for clinics
/ Copying/distributing/explaining/integrating / 3,000 / 3 / 2 (1 WSP) / -
  • Water shows (4 shows)
/ Designing/organising/implementing / 15,000 / 10 / 4 (2 WSPs) / 8*4 days (3)
  • Visits to the treatment works
/ Organising/selecting visitors/implementing / 3,000 / 2 / 2 (1 WSP) / -
  • Mass media programme
/ Writing/recording interviews/editing/transmit / 6,000 / 3 / 3 (2 WSPs) / 2*3 days (4)
  • Public announcements
/ Writing message/ implementing / 800 / 3 / 2 (1 WSP) / -
  • Training of Water Vendors
/ Organising/implementing / 3,000 / 4 / 3 (2 WSPs) / 1*1 day(5)
  • Designing and putting up posters
/ Designing/copying/putting up / 10,000 / 4 / 1 (1 WSP) / 1*4 days (6)
  • Group discussions
/ Designing questions/implementing / - / 3 / 2 (1 WSP) / -
  • Informal discussions
/ Implementing / - / 4 / 4 (2 WSPs) / -
  • Special measures and activities
/ Depending on the situation / ? / ? / ? / -
8. Preparing inauguration of kiosks / Implementation / - / 3 / 6 (2 WSPs) / -
9. Inauguration of the kiosks / Implementation / - / 2 / 6 (2 WSPs) / -
10. Intensive monitoring / Implementation / - / 7 / 6 (2 WSPs) / -
Sub total: / 54,100
Total allowances for external participants (daily allowance = KSh250/person/day) / 13,750
Remuneration Task Team (daily allowance = KSh 250/person/day) / 37,500
Total: / 105,350
1): Preparation activities may require the input of local health and hygiene education experts
2): Preparation of the school competition may require the input of 2 teachers
3): Preparation activities may require the input of a local health and hygiene education experts, or a drama group of a school or church choir
4): The preparation and broadcast of a (series of) radio programme(s) will require the input of staff members of the radio station
5): The training programme for the Water Vendors may require the input of a local health and hygiene education expert
6): Preparation activities may require the input of a professional cartoonist
7): Composition of the Task Team: 8 persons (3 WSP staff (including 1 CSA), 1 Settlement Officer, 2 residents, one (1) elder and one (1) representative of a CBO or NGO)
8): Including preparation
9): The CSA is involved in almost all activities

CARD 6 (M):Preparing a Budget

Assumptions
  • Activity CARD 15 (D) shows the costs of a comprehensive kiosk implementation and sensitisation programme.
  • For various reasons (and for financial reasons in particular), the Service Provider may decide to select only a few elements of the total programme. For example, the successful introduction of the kiosk system in a particular town does not necessarily require broadcasting a series of radio programmes, each time the kiosks of a particular area are inaugurated. One broadcast per town is usually sufficient. School competitions can also be organised once all low income areas are connected.

CARD 6 (N): Preparing a Budget

2. / Estimated Costs of Introducing a Kiosk System
Allowances
Description: / Amount / Duration / Team members involved / Remuneration TaskTeam / Others involved / Total allowances for external participants / Total costs
KSh / Days / Number / KSh / Number / KSh / KSh
1. Data collection / - / 3 / 2 (2 WSPs) / - / - / - / -
2. Preliminary meeting(s) / 800 / 3 / 2 (2 WSPs) / - / - / - / 800
3. Activities of the TaskTeam / - / 5 / 6 (2 WSPs) / 5,000 / - / - / 5,000
4. Series of public meetings / 3 / 6 (2 WSPs) / 3,000 / - / - / 3,000
5. Preparation of sensitisation campaign / - / 4 / 6 (2 WSPs) / 4,000 / 2*3 days / 1,500 / 5,500
6. Technical works / - / - / - / - / - / -
7. Sensitisation programme implementation
  • School competition
/ 9,000 / 6 / 3 (2 WSPs) / 1,500 / 3*2 days / 1,500 / 12,000
  • Teaching package for schools
/ 3,000 / 2 / 2 (1 WSP) / 500 / - / - / 3,500
  • Teaching package for clinics
/ 3,000 / 3 / 2 (1 WSP) / 750 / - / - / 3,750
  • Water shows (4 shows)
/ 15,000 / 10 / 4 (2 WSPs) / 5,000 / 8*4 days / 8,000 / 28,000
  • Visits to the treatment works
/ 3,000 / 2 / 2 (1 WSP) / 500 / - / - / 3,500
  • Mass media programme
/ 7,500 / 3 / 3 (2 WSPs) / 750 / 2*3 days / 1,500 / 9,750
  • Public announcements
/ 800 / 3 / 2 (1 WSP) / 750 / - / - / 1,550
  • Training of Water Vendors
/ 3,000 / 4 / 3 (2 WSPs) / 1,000 / 1*1 day / 250 / 4,250
  • Designing and putting up posters
/ 9,000 / 4 / 1 (1 WSP) / - / 1*4 days / 1,000 / 10,000
  • Group discussions
/ - / 3 / 2 (1 WSP) / 750 / - / - / 750
  • Informal discussions
/ - / 4 / 4 (2 WSPs) / 2,000 / - / - / 2,000
  • Special measures and activities
/ ? / ? / ? / - / - / - / -
8. Preparing inauguration of kiosks / - / 3 / 6 (2 WSPs) / 3,000 / - / - / 3,000
9. Inauguration of the kiosks / - / 2 / 6 (2 WSPs) / 2,000 / - / - / 2,000
10. Intensive monitoring / - / 7 / 6 (2 WSPs) / 7,000 / - / - / 7,000
Total: / 54,100 / 37,500 / 13,750 / 105,350

List of Abbreviations

CBO:Community-Based Organisation

CHC:Community Health Committee

CHEW:Community Health Extension Worker

CORP: Community Owned Resource Persons

CSA:Customer Services Assistant

GPS:Global Positioning System

PA:Public Address (system) such as a megaphone

WSB:Water Services Board

WSP:Water Service Provider

WSTF:Water Services Trust Fund

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Toolkit for Urban Water Supply Projects Module 3 Card 6: Sensitisation Programme Budget