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Report on Existing Feedback Practices

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Report on Existing Feedback Practices FFFeedbackFeedback methodmethodss and practices iiinin Northern and North Eastern Uganda [Based on findings of a survey carried out in the districts of Gulu, Kitgum, Pader, Kotido and Katakwi] Development Research & Training (DRT) in partnership with May 2012 1 | P a g e Feedback Mechanisms on Community Resource Needs, Quality and Relevance in Northern Uganda Acknowledgement The report identifies the existing opportunities for the communities to give information about their humanitarian and development needs and the responsiveness of various resources flows. It also assesses the extent to which various methods use beneficiary feedback on the quantity, quality and relevance of was used to improve the policy, programming and planning for subsequent programmes/projects for better humanitarian and development response. The entire chain of gathering, sorting, synthesizing and use of beneficiary feedback to improve development programmes for better outcomes in poverty and vulnerability reduction. The survey covered a sample of organizations and hence does not represent an exhaustive representation of all existing feedback mechanisms currently used or developed by all the stakeholders in the northern region. The report summarizes literature reviewed at both the district and national level; interviews with government officials at the district and lower governments and staff of non-government organizations. Information about existing methods and practices was also collected from citizens at the communities in the above mentioned districts. Development Research and Training (DRT) would like to acknowledge the officials of government (both technical and politicians), development agencies, district NGO networks and citizens that contributed their time, experience and insights for this report and their willingness to share their perspectives in the entire process. This report is based on a survey undertaken in five districts of Gulu, Kitgum, Pader, Kotido and Katakwi in the Acholi, Karamoja and Teso sub-regions of northern and north eastern Uganda. The survey was carried out as part of the activities under the Development Research and Training (DRT) /Development Initiatives (DI) partnership under the Programmes Partnership Agreement (PPA) project funded by DFID- UK. Development Research and Training / Development Initiatives, UK – DFID PPA 2012 2 Feedback Mechanisms on Community Resource Needs, Quality and Relevance in Northern Uganda Executive Summary There has been growing concern to improve the effectiveness of humanitarian and development resources through improved transparency and accountability both to donors and to affected communities. The main objective of the survey was to identify the existing opportunities to access information on resource flows and in turn feedback into policy-making and development processes. The extent to which evidence on the is utilized to improve design, delivery and information management systems for better reduction and humanitarian outcomes. The survey covered 5 districts of Gulu, Pader, Kitgum, Kotido and Katakwi in the Acholi, Karamoja and Teso sub regions of northern and eastern Uganda. Interviews were held with officials at established government structures at three levels at which decisions are made on resource allocation for service delivery. The survey assessed how beneficiary feed back from affected communities on the quality and relevance of resources to their community in meeting their humanitarian and development needs. The assessment looked at how information and feedback is gathered, sorted, synthesized and used to inform decision making in government and non-government efforts to reduce poverty and promote development. The report also uses information from literature reviewed and discussions with key informants at the national, district and community levels with officials from government, international humanitarian and development agencies and civil society. At the district and sub-county, the team interacted not only with the district local government officials in specific departments which are tasked with the role of planning and decision making but also the political leaders who play the legislative function at the various levels. For the beneficiaries at the village level, group discussions were held to ascertain their awareness of government and non government interventions but also their views and perceptions on the relevance, responsiveness and quality of available services to the peoples’ needs. Summary findings Feedback mechanisms and their functionality - opportunities for sharing information/ feedback and engaging communities in dialogue exist. Information on resources was availed to community members and feedback collected from the beneficiaries at different stages of planning, implementation, monitoring and evaluation through their local leaders who then disseminate it during community meetings and other informal means at socio-economic gatherings and written notes. Increasingly, new and innovative technologies were increasingly being adopted like mobile phones, digital Development Research and Training / Development Initiatives, UK – DFID PPA 2012 3 Feedback Mechanisms on Community Resource Needs, Quality and Relevance in Northern Uganda technologies, and different types of media. Suggestion boxes and notice boards were also evident at the district and sub-county levels. However, on the side of government, despite the existence of structures, the processes and systems for feedback have not been institutionalized and were largely subjected to the influence, goodwill and pro-activeness of the officer bearers. A number of institutional challenges like inadequate human and financial resources hindered effective gathering, documentation and dissemination of development related information to the citizens. In the case of development partners, beneficiary feedback collection and analysis was project based and hence information was used in programs and operation and did not go beyond individual project cycles. On the other hand, the citizens had pertinent issues concerning their access and provision of feedback for development. Even when the communities were consulted during the planning and budgeting process it was ad hoc and neither did they get their submitted needs addressed at all/fully nor did they get explanations why they had not been met. In cases when the response to their needs was positive, it was untimely or inadequate in terms of quantity and /or quality. This left the feedback loop incomplete and the citizens unwilling to participate in such unrewarding processes. Where information was available at sub-counties, the citizens were challenged with the distance and affordability of transport to and fro, language and formats of the available information among others. The communities also felt that they were not well positioned to give important and timely feedback since they were not fully covered by telecommunications and electricity networks, not familiar with the government budgeting and development processes and lacked the skills to understand the data/information. Recommendations Feedback channels/activities if deliberately embedded into planning, policy and programming processes of interventions and information accessed used for subsequent design, delivery and evaluation, improved outcomes would be realized. Opportunities for information sharing ought to be accessible, cost free and user friendly to the extremely poor and put into consideration their characteristics i.e. they are illiterate, have no income let alone livelihood means, they reside in the most remote rural areas among others. It was noted that the way policies were implemented at the grassroots greatly depended on the availability and competence of financial and human resources. Joint programming, implementation, monitoring and evaluation is highly likely to consolidate efforts of various humanitarian and development actors in data collection, analysis and use. Development Research and Training / Development Initiatives, UK – DFID PPA 2012 4 Feedback Mechanisms on Community Resource Needs, Quality and Relevance in Northern Uganda Openness and transparency in sharing financial and other resource data if encouraged would minimize on duplication and hence wastage of resources. Documentation/consolidating feedback to increase learning opportunities that are critical for development and adoption of methodologies that have been responsive to the needs and perceptions of the citizen. Development Research and Training / Development Initiatives, UK – DFID PPA 2012 5 Feedback Mechanisms on Community Resource Needs, Quality and Relevance in Northern Uganda Table of Contents Acknowledgement ............................................................................................................................... 2 Executive Summary ............................................................................................................................. 3 List of Tables and Figures ................................................................................................................... 8 Tables ................................................................................................................................................. 8 Table 1.1 PRDP Programmes in Northern Uganda .................................................................... 8 Table 2.1 Framework for analysis of existing feedback mechanisms ........................................ 8 Table 3.1 Existing feedback mechanisms
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