R824 TZ93
OF
UBSIAKY INTERNATIONAL REFERENCE CENTRfc FOR COMMODITY WATER SUPPLY AND SANIiATtiiN (IRC)
Phase III of the Rnnl Water Supply Programme ui Iringa, Mbeya and Rovuma Regions.
Volume 2: Appendices
Final Report of the Second Annual Joint Tanzanian - Danish Review Mission, which took place in Tanzania from 24th August to 12th September 1992.
This report contains March 1993 restricted information Danida officiar fo an s onlye i d us l . Ministry of Foreign Affairs Asiatisk Plads2 Danida Ref.No. 104.Tanz.86 DK-1448 CopenhagenK Denmark. UNITED REPUBLIC OF TANZAISTI A
Phase III of Rurae th l Water Supply Programme in Iringa, Mbeya and Ruvuma Regions.
Volume 2: Appendices
Final Report of the Second Annual Joint Tanzanian - Danish Review Mission, which took place in Tanzania from 24th August to 12th September 1992.
'IQ O'O
This report contains March 1993 restricted information Danida and is for official use only. Ministr Foreigf yo n Affairs Asiatisk Plads2 Danida Ref.No. 104.Tanz.86 DK-1448 CopenhagenK Denmark. LIST OF CONTENTS. VOLUME 2
Annex 1: Terms of Reference for the second annual joint review Danida-supportee ofth d rural water supply programme Annex 2: Programme for the second annual Joint Review Annex 3: Selected list of Persons met by the Review Mission Anne: 4 x National PlanOp/PIC - ImplementatioU n Statun o s a s 15th August 1992 Annex 5: Iringa Regio - Implementation n n Statu15to hs a s August 1992 Annex 6: Mbeya Region - Implementation Status as on 15th August 1992 Annex 7: Ruvuma Region - Implementation Status as on 15th August 1992 Annex 8: On-the-job training materials prepare y projecb d t staff as part of a training-of-trainers workshop in Njombe, 11-2 199y 2Ma 2 Annex 9: Proposed SSEr revisefo A R dTO Annex 10: Comments from Ministry of Water, Energy and Minerals, Dar es Salaam dated 7th November 1992 to draft report Annex 11: Comments from Ministr f Communito y y Development, Womens Affair Childrend san Salaas e r ,mDa dated 28th October 199 drafo 2t t report Annex 12: Lette 17tf ro h November 1992 froTeae mth m Leader rfo the 2nd Review Mission to the two Tanzanian members mentionee oth f d Review Mission (No replies receive f 28to hs a dFebruar y 1993). Annex 1 TERMS OF REFERENCE for the second annual joint review of the DANIDA-supported rural water supply programme in the regions of Iringa, Mbeya and Ruvuma of Tanzania, August - September 1992
1. Introduction Since 1979 Denmark (DANIDA) has supported a rural water supply programme in the three regions of Iringa, Mbeya and Ruvuma in the Southern Highlands of Tanzania (in the following referred to as "the Project"). As of 31 December 1990 water supply schemes have been handed over to the village governments in village7 25 regionse th n si . In July 1990 the Governments of Denmark and Tanzania have conclude agreemenw ne a d t concernin thirga d e phasth f eo Project which wilfron ru lm July 1990 until June 1995. During this phase particular emphasi places si developinn o d e gth village-based operatio maintenancd nan e syste water fo m r supply schemes foundatione ,th whicf so h have been laid during the previous phases of the Project. The Project is implemented by the Ministry of Water, Energy and Mineral followine th n (i s g referre s "MAJI"e a th o dt d )an Ministr Communitf yo y Development, Women Affair Childred san n e (ifollowinnth g referre s "MAENDELEO")a o t d . In the Plans of Operation for phase III of the Project it is stipulated that joint reviews of project implementation will be undertaken every year by DANIDA and the Government of Tanzania. Emphasigivee b o specifio nt t s si c issue eacr sfo h reviewsecone th r d .Fo joint revie issue wth e wile lb operatio maintenanced nan .
2. Objectives The objective Reviee th f wso Mission are: - assessment of project performance against stated project objectives as regards implementation of plans and achievement targetf so goalsd san ; - assessment of appropriateness and functioning of the organisational and institutional arrangements for the Project stipulated in the Plans of Operations and recommendations for possible improvements and changes; and - review of the Danish and Tanzanian contributions to the Project and an assessment of their adeguacy for achieving Plane th Operationf so n i t taske ou th t .sse 3. Output The results/output expected from the Review Mission shall be a report containing among other things: - status of project progress and of fulfilment of obligations; operationa- l recommendation proposald san enhancer fo s d project performanc remainine th n ei g perio phasf o d e III; - recommendations and proposals for further improvement in project design and on modifications to targets, objectives and plans for further implementation; and - a revised budget for the remaining period of Phase III of the Project.
4. Activities Based on a study of available documents (particularly the Government Agreement Plane , th Operatio f so phasr fo n e III, the Water Policy of the Government of Tanzania introduced in November 1991 repor199e e ,th th 1 f to join t project review, project reports and other documents relating to the Project) and meetings with relevant person reviee sth w shall include, necessarilbut tno e limitefollowine b y th o t d g aspects:
1 Communit4. y involvement - make recommendations on the organisational location village oth f e participation advisers durine gth remaining perio Phasf o d e III; revie- w gender aspect projecf so t implementation; revie- Projece th wore wf th introduction ko to f no quality control (e.g. during final inspectionsf )o village participation work; and - study the proposal made by MAJI on preparation of national strateg participatorr fo y y methodologies (PROWWESS watee th sanitatiod rn an )i n secton ri Tanzania with a view to possible Danish funding
4.2 Operation and maintenance - review work by the Project on revising the plans for setting up village-based operation and maintenance systems and make recommendations on this subject. 3 4.3 Water intake protection and environmental issues
- discuss arrangements for cooperation between the threProjece th ed tan DANIDA-supporte d projects (HIMA, Makete and Njombe) in the environmental sector in Iringa region, particular in the fields of source protection and water resource management.
4 Constructio4. watew ne rf n o suppl y schemes - review status of project implementation at the time e reviewoth f d ;an revie- w arrangement qualitr sfo y control/final inspectio schemef no s before handover.
4.5 Project organization revie- w arrangement cooperatior sfo n between MAJd an I MAENDELE nationalt Oa , regiona districd lan t level; revie- w procedure approvinr fo s g design reportr sfo village water schemes; revie- w expatriate staffing level; - review progres implementinn si trainine gth d gan human resources development plan; stud- scope increaser yth efo d involvemene th f to Ministry of Health in project implementation, e.g. e fieldith n sanitatiof so healtd nan h education; - study the feasibility of devolving responsibility for some parts of project implementation to district level, including procedure transfer sfo fundsf ro ; and - suggest procedures for revising the Plans of Operation.
4.6 Financial aspects revisea dra- p wu d e remaininbudgeth r tfo g periof o d Phase IIId ;an - review the procedures for transferring funds from the Danish Embassregione th o yt s througe hth Treasury and MAJI. 5. Method of Work e revieTh w team shall have discussions with relevant staff o f all concerned organizations, including MAJMAENDELEd an I t Oa national, regiona districd an l t level Danise ,th h Embassy, PICCOWIconsuld Uan t (Tanzania) teae .Th m will visi threl tal e project regions for field visits and detailed discussion of the issues mentioned in para 4 with staff at the local levels which have immediate responsibilit projecr fo y t implementation.
6. Compositio Revief no w Mission compositioe Th reviee th f wno mission followss shala e lb : Nominate y DANIDAb d : * Mr. Erik Sjorslev Jensen, Senior Technical Adviser, DANIDA Headquarters, team leader (water engineer) Christin. Ms * Wijk-Sijbesman eva , external consultant DANIDo t A (community educatio participationd nan , and role womenf so ) Michae. Mr * l Loft, external consultan DANIDo t A (institutional aspects, budget and financial planning)
Nominate e Governmenth y b d Tanzanif to a Sayi. C . , Mr Assistan * t Commissione Desigr rfo d nan Construction, Ministr Waterf o y , Energ Minerald an y s * Mr. L.G. Msimbe, Acting Commissioner for Community Development, Ministr Communitf o y y Involvement, Women Affairs and Children
Resource Person; * Mr. Hans Egerrup, COWIconsult, Copenhagen
7. Timing e revieTh w shall take place fro Augus4 Septembe2 2 m1 o t r 1992. The team shall present a draft report on findings, conclusions and recommendations befor departurs eit e from Tanzania.A final draft reporcopie0 2 n ti s shal presentee lb r fo d comments within 30 days after the team's return to Denmark. After receiving any comments, the final version of the report shall be completed in 30 copies. 8. Documents availabl Appendie se e 1 x
Approved by TSA 3, DANIDA/HQ, Copenhagen. Issue Royay b d l Danish Embassy Salaas e r m,Da
17 August 1992 Appendi1 x Documents made available to the Joint Tanzanian/Danish Review Mission 1992. 1. Annual Report 1991 2. Annual Budget 1992 3. Financial Report 1991 4. Status of Activities - PlanOp 1992 5. Phase III Expenditures July 1990 to April 1992, and Balance left May 1992 to June 1992 6. Proposed Revised Budge Phasr fo tI II e 7. Progress Reports for the three Regions: Januar Marco t y h 1992 April to June 1992 8. Minutes of Project Meetings in the three regions, 15 to 18 October 1991 9. Minutes of 2nd Interregional meeting on Stores and Procurement, November 1991 . Minute10 Joinf so t Project Meeting Salaams e r ,Da , November 1991 11. Minutes of 3rd Interregional Project Meeting on Transport Matters, Songea, January 1992 12. Minutes of 4th Interregional Project Meeting on Design Matters, Mbeya, May 1992 13. Minute Maji/Maendelee th f so o Supervisory Committee: * Meetin Februar- 1 g y 1992 * Meeting 2 - May 1992 14. Water Policy 1991 - Draft English Translation . Pape15 n "Expatriatro e Staffing" date Augus0 2 d t 1992 16. Current Financial Routines - 1991 17. Draft Proposal for an O&M system for the 3 regions - June 1992 prepare Inter-Regionan a y db l Task Force + Explainatory Remarks to the O&M System proposal 18. Buffer Store Value 19. Overall Transport Statistics - 1991 (Preliminary) 7 20. Pape n "Usro Privatf eo e Haulers" 21. Repor Traininn to g Activitie Projece th n si t199- 1 22. Repor Traininn to g activitie Projecte th n si , Januar 1992 Jun- e 1992 23. Report on "Decentralization of Stores" 24. Paper on "Increased Role of Ministry of Health in the Project Jul"- y 1992 25. Draft Handbook containing guidelines for planning and implementatio sustainablf o n e rural water suppld an y environmental sanitation project Iringan si , Mbeyd an a Ruvuma Regions. Third Edition, July 1992 . Expenditure26 s Januar Jun- y e 1992 27. Status Report on action items in 1991 Review Mission report 28. Position Paper on Location of VTPA's in the regions 29. Some thoughts on the future organization and management Danide oth f a Water Project dated March 1992 30. Uniform Transport Monitoring Syste Aprim- l 1992 31. Proposed Monitoring Format from Maendele Danidr fo o a Water Project dated 18th December 1991 32. Institutional Latrines 33. Desktop stud procuremenn yo Pipef to Fittings& s from SADCC region and East Africa, dated 15th July 1992 34. Paper presente Reviee th o wt d Missio f 199no RWE'y 2b s O&M Sectio Ruvumn ni a Region 35. The three year rolling Implementation Plan (1993-95), Mbeya Region brieA . f 36 repore recurrenth n to genera d tan l financial situation in the districts of Mbeya region (MAJI/Danida O&M Section, Mbeya August 1992) 37. Regional Steering Committee meeting August 19th 1992 Mbeya. Regional Water Engineer's Report 38. Regional Water Engineer's Report for the 45th Regional Steering Committee meetin hele b n 21s o do gt t August 1992 in Iringa 39. Source Protection Activitie Iringn i s a Region. September 1992 Annex 2
PROGRAMMR EFO THE SECOND ANNUAL JOINT REVIEW DANIDA-ASSISTEE OTH F D RURAL WATER SUPPLY PROJECTS IN IRINGA, MBEY D RUVUMAN A A REGION F TANZANISO A 24 August to 12 September 1992
Sun 23 Aug DANIDA-nominated member reviee th f so w tea s Salaae m r arrivmDa n i e g Au 4 2 n Mo Morn. Introductory meeting at the Danish Embassy 1200 Introductory meeting with Mrs. Rose Lugembe, Principal Secretary, Ministry of Community Development, Women Affaird san Children 1330 Lunch and introductory meetings at PICU
g Au Tu5 2 e 0900 Introductory meeting with Mr. Simon S. Mambali, Commissione Waterr fo r , Ministry of Water, Energ Minerald an y s charterey 141B 5 d aircraf Songeo t a 1620 Arrival in Songea Overnight stay in Songea (DANIDA compound and Yapinder Guest House)
g Au We6 2 d 0800 Introductory meeting with the Regional Water Engineer 0900 Cal Coln lo . F.S. Swai, Regional Commissioner, Ruvuma Region 0930 Introductory meeting wit Regionae hth l Community Development Office visid ran . tto officehiw sne s under construction 1000 Visit around Maji Yard 1030 General discussions with RWE and his staff 1130 Meeting witDistrice hth t Water Engineer and visit to his new operation & maintenance premises under construction
review.pro 1230 Lunch break 1330 Departure for Mpitimbi A & B and Namatuhi gravity schemes (handed over in 1987 and 1989, respectively): inspect intaked san DPs, meet village leaders and water committee members) 1800 Bac Songen i k a Overnight sta Songen i y a (DANIDA compound and Yapinder Guest House) g Au 080 7 2 0 u Th Meetin Majt a g i Yard: presentatiod an n discussion of paper on operation and maintenance
1030 Meeting witDistrice hth t Executive Director of Songea District
1230 Lunch break
1330 Departur Mpandangindr fo e o handpump scheme: participate in handover ceremony 1800 Back in Songea Overnight stay in Songea (DANIDA compound and Yapinder Guest House)
Fri 28 Aug Morn, No scheduled activities
1400 Discussion on draft proposal for operation and maintenance system
1500 Wind-up meeting at the Regional Water Department 1930 Reception at Songea Club Overnight stay in Songea (DANIDA compound and Yapinder Guest House)
Sat 29 Aug 100 Mbeyao t 0 r Bca ;y visi routn te o et Ngadinda village (Songeae (R)se o )t ringwell under construction 1715 Arriva Mbeyn i l a Overnight sta Mbeyn i y Mount a t Livingstone Hotel
revlaw.pro g Au 0 3 n Su Dual Programme
A (Jensen Win d va fkan 0900 Field visits to Ihombe/Iwala gravity scheme (handed ove 1986n i r Mbalizd an ) i villag Iwindn i e i group scheme (handed over in 1989), both in Mbeya (R) district, and Nanyala villag Songwn ei e group scheme (handed ove 1986n i r Mbozn i ) i district 1715 Back in Mbeya B (Loft and Msimbe) Discussions at the Maji Yard on financial and organisational issues Overnight sta Mbeyn i y Mount a t Livingstone Hotel
Mon 31 Aug 0900 Pau. Mr Call n lo Kimiti , Regional Commissioner Majod ,an r Mgere, Regional Development Director 1000 Meeting at the Maji Yard with Regional Water Engineer, Regional Community Development Officer. Regional Forest Officer and project staff on project issues Aftn. Meetings in smaller groups on selected topics 1900 Informal get-togethe Mbeye th at r a Pea k Hotel Overnight sta Mbeyn i y Mount a t Livingstone Hotel
Tue 1 Sep 0830 Group discussion on implementation capacity 1030 Group discussio operation no d nan maintenance Aftn scheduleo N . d activities Overnight sta Mbeyn i y Mount a t Livingstone Hotel
review.pro Wed 2 Sep 0900 Wind-up meeting at the Regional Water Department o Iringt r aca y 133B 0 Overnight sta Baptise Iringn i yth t a t Centre
Thu 3 Sep 0830 e actinth Cal n o gl Regional Development Director 0930 Meeting at the Maji Yard with Regional Water Engineer, Regional Community Development Officer, and project staff on project issues 1300 Lunch break
1430 Meeting continues Overnight stay in Iringa at the Baptist Centre
Fri 4 Sep 0800 Meetin Iringt ga a District Council with Mrs. Rose Matovu, Project Manager, Ms. Josephine Lemoyan, Socio-Economic Adviser, and Mr. Hallgeir Kismul, Community Participation Adviser, of the HIMA Project 0900 Meeting at the Maji Yard on operation and maintenance 1030 Visit Ugwachanyo st Tosamangd aan a village Tanangozi-Kalenge th n si a group scheme (handed ove 198n 1989d ri an 7 , respectively Isupilo t d )an o village (handpump scheme handed ove 1990n i r ) Overnight sta Baptise Iringn i yth t a t Centre p Se Sa 5 t Report-writing Overnight sta BaptisIringe n i yth t a t Centre p Se Su 6 n Mr. L.G. Msimbe leaves for Dar es Salaam Report-writing
review.pro Overnight sta e BaptisIringn i yth t a t Centre
Mon 7 Sep 0830 Cal Major-Generan o l . LupogolH , Regional Commissioner, Iringa Region 0900 Presentation and discussions of preliminary findings with selected project e Hellenistafth t a f c Clu Iringn i b a 1630 Intervie teaf wo m leade Radiy b r o Tanzania 1930 e HelleniDinneth t a r c Club hostey b d Major-General H. Lupogo, Regional Commissioner, Iringa Region Overnight sta e BaptisIringn i yth t a t Centre
p TuSe Morn e8 scheduleo N . d activities charterey 140B 0 d Salaas aircrafe r mDa o tt (approx minutes5 .7 )
Wed 9 Sep Dar es Salaam, report-writing
Thu 10 Sep Dar es Salaam (public holiday)
Fri 11 Sept 1100 Meeting with Mr. Vincent T. Gondwe, Ag. Principal Secretary, Ministry of Water, Energy and Minerals, to present findings and recommendations
1230 Meeting with Ag. Principal Secretary, MAENDELEO to present findings and recommendations
Sep2 1 tt Sa Salaas e r mDa Review team leaves
The review team was throughout its tour of the project regions accompanied by Mr. Everest Ithumbili, National Project
review.pro Coordinator, and Mr. Gulam Quraishi, Chief Technical Adviser, Projece oth f t Implementation Coordinatios e nr Da Uni n i t Pernill. Ms Salaamy b d e ,an Haubroe , Desk Officer, DANIDA Headquarters in Copenhagen, and Mr. Jakob Vinding Madsen, Programme Officer, Royal Danis s hSalaame Embassr d Da ,an n yi Han. byMr s Egerrup, Senior Water Supply Enginee, r Cowiconsult, Copenhagen.
review.pro Annex 3
Selected lis Personf to Reviee bt th ys me w Mission
Ministry of Water. Energy and Minerals (MAJI)
Mr. Vincen Gondw. tT e Ag. Principal Secretary (Assistant Commissioner for Energy Development) Mr. S. S. Mambali Commissione Water rfo r Mr. B. E. Njau Assistant Commissioner (Operatio& n Maintenance) Mr. William Ron Assistant Commissioner (Sewerag& e Drainage) Mr. E. Itumbili Project Coordinator, PICU Gula. Mr m Quraishi Chief Technical Adviser, PICU Professor Mark Mujwahuzi Senior Socio-Economic Adviser, PICU Mr. Hans Sjo Senior Technical Adviser, PICU Muhongutw. A . M . Mr a Senior Community Development Officer seconde MAENDELEy db PICo Ot U Mr. Leif Kristensen Stores and Procurements Adviser, PICU Ms. Dorothy Masawe Chief Accountant, PICU
Ministry of Community Development. Women Affairs and Children fMAENDELEO).
Mrs. Rose Lugembe Principal Secretary
Danish Embassy Salaas e r m.Da
Mr. F. Bjork Pedersen HE the Ambassador Mr. Ole Poul Hansen Minister Counsellor (Development) Mr. Jakob Vinding Madsen Counsellor (Development) Mrs. Nagy L. Kaboyaka WID Coordinator Cowiconsult (Tanzania)
Mr. Torben Bang Managing Director
Ruvuma Region
Col. F. Swai Regional Commissioner Mr. H. Z. Riwa Ag. Regional Development Director (ROD) and Regional Planning Officer (RPLO) Mr. J. Kababi Regional Water Engineer (RWE) Mr. S. J. Mwingira Regional Community Development Officer (RCDO) Mr. O. Karumba Regional Hydrogeologist Mr. Olav Haldorsen Regional Project Adviser (RPA) Car. Mr d Roland Regiona AdviseM lO& r Kaping. S . B a. Mr Village Participation Adviser (VIPA) Mr. I. M. Swai Head of O&M (Mechanical Engineer)
Songea District Office
Mr. F. S. D. Kapinga District Executive Director (DED) Mr. Wilson Mandia District Water Engineer (OWE) Mr. Stephen R. Chambo District Community Development Officer (DCDO) Members of Village Governments, Village Water Committees and Wananchi of the villages of Mpandanginbo, Namatuhi and Mpitimbi in Songea District (Rural).
Mbeva Region
. PauMr l Kimiti Regional Commissioner Major T. P. Mgere Regional Development Director Mr. B. B. Mfugale Ag. Regional Water Engineer (RWE) Mr. A. N. Luvanda Regional Community Development Officer (RCDO) Mr. G. Sanga Ag. Regional Forestry Officer (RFO) Mar. P Mro. .D Head of O&M, Transport and Workshop Mr. J. P. Gwimile Head of Design and Construction Mr. M. M. Kalindimya Regional Hydrogeologist Gregerse. O . J . nMr Regional Project Adviser (RPA) Mr. Arnfinn Wiken Regional O&M Adviser Ms. Elisabeth Christensen Village Participation Adviser (VIPA) Ms. Mariana Kyumana Ag. Head of Village Participation Sec- tion Mr. S. K. Babala Project Engineer Mawg. R . eH . Mr Project Engineer Mr. Kapyela Project Engineer
Mbeya District (Rural)
Mr. G. S. Kaduri District Water Engineer (OWE) Mr. Mwakiteleko Enock Ag. District Community Development Officer Members of Village Governments, Village Water Committees, Scheme Attendants and Wananthi of the villages of Ihombe, Iwala, Mbalizi and Nanyala.
Irinaa Region
Major General H.C.Lupogo Regional Commissioner Mr. M. T. Muro Ag. Regional Development Director Mr. J. A. Shillinde Regional Planning Officer (RPLO) Magimb. M . B a. Mr Regional Water Engineer (RWE) Mr. K. Ngu'ngu Regional Community Development Officer (RCDO) Mr. W. N. B. N. Mwaruvanda Regional Hydrologist and Project Engi- neer Mr. W. E. Lyimo Project Engineer and Project Coordina- ting Engineer Mr. H. Tesha Regional Hydrogeologist (PE - Shallow Well Programme) Ala. JacobseMr . nR n Regional Project Adviser (RPA) Ms. Birte Engelsen Village Participation Adviser (VIPA) Roge. Mr r Andersen Regiona AdviseM lO& r Jorge. Mr n Timm Interregional Workshop Adviser Mr. Barnabas Jachi Project Engineer Mr. Mohamed Kumbakumba Project Engineer (O&M), Mechanical Engineer Mr. N. G. Manyama Project Engineer, Training Manager Manjol. D . Mr o Community Development Officer (O&M) Ms. Nelly Maliva Community Development Officer, Head of VP-cell
Irinaa District
Haul. E . eH . Mr District Water Engineer (OWE)
HIMA fSoi Wated lan r Conservation Project)
Mrs. Rose Matovu Project Manager Ms. Josephine Lemoyan Socio-Economic Adviser Mr. Hallgeir Kismul Community Participation Adviser Member Villagf so e Governments, Village Water Committee Schemd san e Attendant e Villageth f o s f Ugwachanyso d Tosamagangaan a undee th r Kalinga Group Scheme, and Isupilo Handpump Scheme.
Others
Mr. Abissay Stephen Radio Tanzani Songe- a a Particpant in the Seminar with the Review Mission in Iringa on 7th Serytember 1992
From HAJIPICs e s UDa
Everes. Mr t Itumbili Project Coordinator, PICU Mr. Gulam Quraishi Chief Technical Adviser, PICU Professor Mark Mujwahuzi Senior Socio-Economic Adviser, PICU Mr. Hans Sjo Senior Technical Adviser, PICU Mr. M. A. Muhongutwa Senior Community Development Officer, seconded by MAENDELEO to PICU Ms. Dorothy Masawe Chief Accountant, PICU
From Iringa Region
Magimb. M . B a. Mr Regional Water Engineer Mr. K. A. Ng'ungu Regional Community Development Officer Ala. Jacobse. Mr nR n Regional Project Adviser Birt. Ms e Engelsen Village Participation Adviser Mr. Roger Andersen Regional O&M Adviser . NellMs y Maliwa Community Development Officer, Head of VP-cell Mr. Jorgen Timm Interregional Workshop Adviser Mr. H. E. Haule District Water Engineer, Iringa (Ru- ral) Mr. G. N. Manyama Project Engineer Mr . M . Kumbakumba Mechanical Engineer (O&M)
From Mbeya Region Mr. A. N. Luvanda Regional Community Development Officer Mr. Jens O. Gregersen Regional Project Adviser Mr. Arnfinn Wiken Regiona AdviseM O& l r Ribe. E . r Ms Christensen Village Participation Adviser Mr. D. Maro Mechanical Engineer (O&M) Mr. J. P. Gwimile Head of Design and Construction . MzandM . aMr Project Accountant
From Ruvuma Region Mr Kabab. .J i Regional Water Engineer Mwingir. J . S . aMr Regional Community Development Officer Mr. Olav Haldorsen Regional Project Adviser Mr. Benedict Kapinga Village Participation Adviser Car. Mr d Roland Regiona AdviseM lO& r Swa. B i. I . Mr Mechanical Engineer (O&M) Kaping. S . A a. Mr District Community Development Officer (Mbinga District)
Others Ms. Pernille Haubroe Desk Officer, Southern Africa Regional Division, Copenhagen Mr. Jakob Vinding Madsen Counsellor (Development) Danish Embas- sy Dar es Salaam Mr. Hans Egerrup Senior Water Supply Engineer, Cowicon- sult, Copenhagen. Helen. Ms e Reffstrup Mailer Short Term Consultant (Accounts), Den- mark DANIDA WATER PROJECT
OPKRATIOF O PN IA N
NATIONAL PLANOP/P1CU - IMPLEMENTATION STATUS AS ON 15TH AUGUST 1992
Activities Indicators Implementation Status Remarks 3.1.1 Provide fully equipped Office building occupied 1. Preliminary desig cosd nan t Funds for carrying out a major office facilities and by PICU within DCMT estimat officew madne er efo constructio t availablnno t presentea . logistical support for depl. before end 1990 buildin r Maji/PICgfo t Ua Minor additions & modifications PICU. Ubungo and preliminary have been made in existing Ubungo discussions held with offices. Architect. . Mino2 r additiond san modifications made to existing PICU offices in Ubungo en f 1990/1991do . 3.1.2 Recruit/transfer adequate Recruitmen f advisero t s Advisor position i s t followinna g -Recruitment delayed considerably, staffin r PICUfo g . and Tanzanian personneo t l dates:- partly due to delays in approval of be in position by July candidates by responsible ministries CTA - March 1990 in Tanzania. STA - June 1992 - Positio A phasew A nt no dou -Th e tim facon ey t an tha t a t SPA - in post abou senio4 3- t r Adviser posts SSEA- July 1990 have been vacant since 1 July 1990 RPA (Mbeya) - in post has some adverse effect on the RPA (Iringa) - Sept.1990 timely implementation of some VIPA (Mbeya - Octobe) r 1991 PlanOp activities. VIPA (Iringa posn i - )t VIPA (Ruvuma) - in post 3 3 (MbeyaA posn i OM - t ) 3.1.6 Co-ordinate/finalize detailed Finalize organisation charl and job Organisation charts prepared in Proposals for revised organization organization chart/job descriptions descriptions mid 1991. 1990, job descriptions for setu staffinp& g have been l fostaffal r . Agreed organisatiob jo d nan advisors prepared. Job description prepared. guides provided. for other staff under preparation. Prepare financia officd an l e Prepare financia officd an l e placn I r Maj- efo i Involves government financial management procedurer sfo management procedures for - Temporary arrangement in place procedures. routing funds to sector involved routing fund sectoo t s r institution- for other sectors through DPO institutions. third quarter 1990 - Permanent arrangement being Maendele workins oi thisn go . looked into. Involves government financial procedures. 3 3 0> X Activities Indicators Implementation Status Remarks Approve scheme designs, Approved schemes design, Scheme design approval has to be construction standard plansd an s , construction standards, plans, Continuously in progress, also done by the Ministry's Design participatd an hann ei d over participate in hand over with the involvement of the regardlesSectioM DS n ni f so inspections. inspections (continuous). Design sectio Ministre th n ni f yo size. Water MAJI) in DSM. 3.1.9 Monitor project activitied an s Quarterly report audited san d New monitoring and budgeting carr t budgeyou t controls. accounts completed. procedures and standard forms closA e follow-u l projecal n po t introduced in 1990-91. expenditure beins i s g made. 3.1.10 Promote involvemen f projeco t t Co-ordinated inter-sectoral Ongoing all relevant institutions relevant institutioas through meetings, (involve sector related such as Maendeleo, Health, coordinated inter-sectoral institution 1994y b s ) Natural Resources etc. are actively meetings. involved. Contact made with other donors etc. 3.2.1 Identif d implementatioan y n Training plan agreed upon 1991 The Training Plan for phase 3 was training plan. and implemented as scheduled. submitte Consultana y db n i t Trainin ongoins gi g continuously November 1991. Implementation in accordance with previous plae o th fs ongoingn i . plans, both through project funds 3.2.2 and Danida local funds. Develop appropriate development Communication materials field Report on communication received communication materials. tested and produced. from short-term Consultant in July Development of communication consultanc1991w Ne . bees yha n materials embarked upon in the proposed. TOR ready. regions. Efforts being mado et produce more materials. Activities Indicator Implementation Status Remarks 3.2.3 Revise guidelines/handbook on Revised village participation Revision f villago s e Participation The revised Handbook is community participation, incl. Handbook (mid 1993). Handboo committea y kb bees eha n e b o t s stil ha Drafn i ld an t duties/responsibilities for completed June 1992 Handw Ne . - commented upon. SA/VWC etc. over certificate approved, printed and distribute regionse th o dt . 3.2.4 Propose pla r interdononfo r Interdonor suppor Kurasino t t i Preliminary discussion held. Further discussions with support to Kurasini stores and store possibld san e private sector CSO and site visits to possible private sector support in support (proposal by 1991). Kurasini planned. the project regions. 3.2.5 Initiate measure r locafo s l Proposal for local production of Pending. Des studp r kto loca yfo & l Assessmen f productioo t n production of sector related sector materials by end 1991. regional procurement now ready. capacit qualitd yan f o y equipment and materials. Weil e followeb l Octoben i d r 1992 local factories for PVC visity b relevano t s t manufacturers pipes made. in SADCC region & East Africa. D (D X Activities Indicator Implementation Status Remarks 3.2.6 Develop improved handpump Improved performanc f shalloeo w -Several measures introduced by The project has also introduced technologies, shallow well design well schemes by end of 1991. the project suc s improveha d safety equipment at construction constructiod an n methods suitable construction, improved de- site stafr suce fo s us s safetfh a y for project regions. watering, well developing and boots, hard hatsafetd an s y lines. test-pumping equipment, etc. -One short-term consultant appointe Marcn di h 1991. 3.2.7 i Ul Asses criteriarevisd P san eWM , Per capita consumption agreed New design criteria including Accordin recommendatioo gt f no i incl. design. f Januaro d upoen y y nb 1991 . increase r capitdpe a consumption Annual Joint Review Mission of from 25 to 33 1 per day (August/September 1991). introduced ultimo 1991. 3.2.8 Asses possibilite sth f yo Proposal for introducing an Pending for further discussions. s recommendeA Reviee th y db w introducing a staff incentive incentive system by end of 1991. Awaiting common stand from Mission the subject should be system for project staff at aH donors. discussed upon between Head of levels. Danida and Senior GOT officials. GQ/CTA. AUGUST, 1992 PICU -DSM 3 (D X '•5 i/i S3 c o o C 3 Implementation 3 Remarks •c < U IS > r ^, pcexH( nuq,.,^y« ^l£jg 2Jfl ^ JiS?^^^ S -1 '5B.!|inia s -*.-K« K(3p3 ? i™ o -a£ " >ft -H S.'Eh a P-3 5 E'-o i*.s g Q c n • UCJ u i S 8^ £. 5 .scIS . Ill 'g-s §-8§•|"g i- «EOoS^. SI &1^ 8Jo ^' jaOU52c-3 •= 5QD.of- •s d^|2 .B- oS>,6 •o x> .2 o?5- S 1.2.4 Up-grade O&M involved staff - DMUs Commenced through different training through appropriate training, - DWE courses. including training in use of - DCDO communication matter. - CDA i M (see annex) I 1.2.5 Establish mobile maintenance units 4 DNf Iringn Ui districts3 n i a . (DMU selecten i j d districts. FMU establishment, pending future See comments on 1.2.1 less costly decision. A Project Monitoring Unit setup proposed. CPMU Backstoppind an ) g Unit (BSU) 1.2.6 Spare tood san k stocke district3 n di s are at presenter, operation according lo Stock sparepan toold san t DWE' a s s and available without dela r purchasyfo e Joina t Project decision. stores by villagers by end of 1994. Pending O&M Task Force Proposal Approval. D 3 n> X Indicators Implementation Status Remarks Activities 1.2.7 See 1.2.6 and 1.2.1. Improve Gnancial and management Accurate budgeting, well kept Done and ongoing. procedure f DWEsso ' offices incl. account plaa r cosd nfo stan establishmen f revolvino t g funr fo d recovery in 3 districts. recove f maintenanco r e costs. Account no. in Bank. Pending future decision. Proposals under preparatio appointey nb d Project Strengthen line f communicatioso n e regionaOn l monitoring unit Staff. between concerned regionaJ and provide r Districdfo t leveM O& l district institution r effectivfo s e support. monitoring. Functioning t needbu , s strengthening futurd an e elaboration. Findings from monitoring activities Monitoring carried out by i CJ communicated through RSCM to DED RWE/RCDO staff of District O&M i for subsequent action. personnel. Same as 1.2.6 to 1.2.8. Job description for attendants, Support VWC and GSC to undertake agreement made with attendants O&M responsibilities, incl. develop- village records on scheme ment of procedures for recovery of performances, bank accounts. Result'output 1.3 maintenance costs. Effective village O&M System establishe Qi D 3 (D X m Indicators Implementation Remarks Activities New attendants and equipped with . Initiate1 assigney db de th staf n o f See i.2.1 Assists approval of Train and equip SA/HPAs to become tools. Existing attendants given b traininjo trainind gan g seminars proposed O&M setup. competent caretakers. refresher courses. are ongoing. 2. Bicycles for scheme attendants 133 receive beind& g distributed. Develo adequatn pa e reporting system Break-downs reponed :o VW t timCa e between the village level and district of occurrence and to DWE within Sam s 1.3.ea 1 authorities. 72 hours. 1.3.4 Provide training/communication O&M involved villagers trained. materials for villagers, stressing Development Communication Consultanc s beeyha n propose caro dt e womens involvement. Support Unit Established in Iringa. fo r readyR thisTO . Training and Communication manual Training of Trainers ongoing and developed. training materials under preparation. Materials available when required. Training Coordinators appointed at Result/output 1.4 regional and district levels. Effective Maintenance Procedure for Institutional Latrines established. Provide communication materialn so Posters, film strips, audio-tapes, maintenancd an e us f latrineseo . booklets developed. Set; 1.3.4 Liason with Mbeyn ao material produced. 1.42 Assist villager plao t s n maintenance - Maintenance procedures defined. Result/outpu5 1. t activities of institutional latrines. e 1.3.Se 4 will base with Mbeya. Project Relevant Catchment areas protected. L5JL Support the Regional Natural Sourc protectiof eo n pla r arenfo a Resources Department to prepare a prepared and approved by RSCM. Initiate t communicatiodbu d nan pla r protectionfo f intakno e implementation is needs further catchment areas. attention and support. One lorry and one pick-up recived in 1991. (D X U1 Indicators Implementation Remarks Activities 1.5.2 Advise District council paso t sr so By-laws for protection of water Ongoing. However the subject has follow-uo t p appropriate by-laws. sources decree registered dan d during been 1. an s discussei d d with villagd ean district authorities. Suppon natural Resources Department - Demarcation established and or d villageran implemeno t s plae th tn awarenes f catchmeno s t area secured. Ongoin U.e gSe I for protection of intake catchment - Soil erosion reduced etc. Result/output 2.1 areas. Effeciency of Maji and Maendeleo regional staff to plan, implement and i 1.5.4 manage water supply/sanitation Ul Implement a communication support Seminars, workshop villagd san e facilities improved. i programm r awarenesefo s building. meetings'exhibitions arranged. Continuous actions are being undertaken bur need further improvements alse Se o. 1.3.4. 3 a 0> X Ul Activities Indicators Implementation Status Remarks Ongoingg T2 workshop participats will 2.1.1 Each individual employee with a clear later for part of this. Determine job descriptions, responsi- understanding of functional require- bilities and lines of communication ments. Ongoin regularn go , accelerated basis. l foprojecal r t involved stafd an f Organiariona descriptionb jo d an l s prepar guideb ejo r majofo s r project prepared by end of 1. involvement personnel. number of project staff trained Ongoing accordingg to proposals accordin plano gt , contained in Project Training Plan for see annex Phase ID. 2.1.2 Implement training programme according to annexed plan and earn CDO'CDAs placed in RWEs office. out orientation seminars for Established. implementation staff. 2.13 Regular updated dat waten ao r Establish village participation cell resources available when required. Ongoing on regular basis by the withiofficeE RW n . hydrolog laboratord yan y sectionn i s vehicles utiliation. RWE Office. 2.1.4 Continue region^ water quality and Ongoin regulan go r basis. quantity monitoring. Recording system base usagn do e 2.1.5 pattern introduced by mid 1. Civi storlw worne e f buildinko g Strengthen regional workshop completed. Imported steel racks capacity. received 26.1 for 5 of this building. 2.1.6 Transport of items ongoing. Improve store facilities and procedures. Activities Indicators Implementation Status Remarks 2.1.7 Transpon plan developed satisfying Draft monitoring manual prepared but Improve transpon managemenn i t departmental requirements in 5 of not vet in action. RWE office. the cases. Ongoing. Provide facilitie r planingfo s , design Implementation success rate and construction sections within maintained wit hreducea d numbef o r RWEs office. f projeco adviser d en t y periodsb . Ongoing submitte MAo dt - DSMI . Plan documen r initiafo t year3 l s ollowe ongoingd an d . 2.2.1 t uarte1s f o f preparero d en y db Result/Onput 2.2 Prepared three year rolling implenta- 1. 4 Villages provide with water tion plan and budget for RSCM 1 Phase III village H'O supplies in accordnance with WMP approval. almost ready for H'O criteria. PDR. Detailed design approval. 1 under construction 4 Social survey in progress. approvaR PD villagy b l e government. Undertake preliminary design, detailed survey and final design in accordance wit yeah3 r rolling plan. Schemes implemente hand dan d over inspection undertaken. 2.2.3 Implement projec construction in accordance with quarterly work plans and budgets baseyea3 . rdor rolling plan. D (D X Activities Indicators Implementation Remarks 2.2.4 Undertake communication activities - village water committees formed. Ongoing accordin 2.2.o gt 3 above. for village participation incl. - attendants selected. Village Participation Handbook formatio f VWno selectiod Can n of - village meeting held etc. revision is readv. scheme/Tip attendants. Latrine design developed by mid-1. Completed. Standardie latrine desig r primarnfo y schools and village dispensaries. 2.3.2 Materials provide. 1 f o d d byen See 1.3.4 ongoing. Provide promotion communication material projectso st . i oo 2.33 Village meetings, workshop and Ongoing Train and motivate villagers for exhibitions carried out. involvement in latrine construction at schools and dispensaries. a3 (D X Activities Indicators Implementation Status Remarks 2.3.4 Provided materials slabs, ventilation Materials provided and demonstration Ongoing. pipes and assist villagers to latrine complete projecn di t completed construct latrines. in project village according to quarterly implementation plan. 2.3.5 Prepar mako t e e w manuaHo n o l Manua. 12 lf prepareo d en y db Not vet see 1.3.4 your own improved latrine. i vo i 3 (D X DANTOA WATER PROJECT PIwV OPERATIOF NO N MBEYA REGION-IMPLEMENTATION STATUS AS ON 15TH AUGUST 1992 Activities Indicators Implementation Status Remarks LL1 Provide adequate office Fully equipped offic transpord an e t 1) Sketch of new of office made but Further activities postponed until facilities and logistical no construction commenced. the reassessment of the issue support. ) Vehicl2 e provide RCDo dt NovOn i 1 9 . toconclude the extent and appropriat proposee th f eo d LL2 transfer. As temporary measure, Community Development deploy positionn i O CD . office facility for O&M. CDO at graduate CDO. RWE's office is being arranged. f Juno d e en 1991 retireO e th CD t .da The reply from the Ministry of A successor not appointed yet. The Manpowe positio w opeo t rne na n region have applied twice for a CDO, the in the region should arrive before first reques s turnewa t d e dowth y nb July f thI .e answe s negativi r e 1.1.3 Ministr f Manpoweryo . once more, another solution is to Transfer VPC to support office. VP positionbCn i y 90,91 be obtained from the RDD. VIPA arrived oct. 1991. The extent and appropriatenes proposee th f so d transfer scrutinize y P1Cdb U at present. 3a n> x Activities Indicators Implementation Status Remarks 1.1.4 Establish communication lines Monthly meeting participatiod san n i Activity completed. between Maji and Maendeleo for RSCM. activitiesM O& . 1.2.1 Sign agreement between District Agreement signed. Council Majd san i for transfef o r Activity done and approved by District An O&M Task Force has been O&M facilities to OWE. concerned. In March 91. the further appointed and different O&M set-ups implementatio suspendes nwa n di have been scrutinized. A order to scrutinize different set-ups comprehensive proposa lesa r s fo l les sDistric e costlth r yfo t Councils sa costlset-uM bees yO& pha n drafted regards the recurrent expenditures. and submitted 10 PICU for further action and approval. In the meantime the monitoring and O&M support to the villages are carried out by the Regional Water Engineer's Office. Establish adequate office yard and Workshop and offices established in 1-2) Delayed bu progressn i t . r Mbeyafo s A , construction awaite sth store all districts as follows: Drawing budgetd san s approved Municipal's approval of the drawings. facilitie r OWEsfo . . Chuny14 . Mbeya a by PICU May 92. construction to PICU instructed the regions to speed 2. Kyela 5. Rungwe start July 92. up implementation. Therefore offices . Ilej6 . Mboze3 i 3-6) Drawing Budgetd san s under Rungwn i Ilcjplanned c ecar an r dfo preparations. 1993. D P n> x Aclivities Indicator Implementation Status Remarks 1.2.3 Provide logistical supporo t t 6 vehicles 60 ward motor-bikes, up- Stil commenceo t l . See comments on activity 1.2.1. Maendeleo staff at district level and grading existing office facilities at P1CU included extra cost revisen si d Awaits approval of proposed O&M belo s appropriatwa M O& r efo district level. cost estimates. set-up. PIC s initiateUha d activities. questionnaire to RCDO's. LM Up-grading O&M involved staff -DMUs Commenced Jan. 1992 and continue through appropriate training, including - OWE followin e approvegth d Training plan. f communicatioo trainin e us n gi n - DCDO Training of CDAs in Mbeya rural matter. -CDA district to be planned after the arrival (see annex) activitiesM O& r fo . O CD a f o 1.2.5 Establish mobile maintenance unit Mbeyn i s U 199y ab 4 DM n 4i 5 Not done. Pending future decision. A See comments on activity 1.2.1. (DMU) in selected districts. districts. Project Monitoring operation Unii s i t n Less costly set-up proposed. at regional level LL6 Stock spare part toold t san DWP a s s Spare toold san s stocke district4 n di s Pending O&M Task Force proposal Awaits completion of activity 1.2.2. stores. availabld an e without delar yfo approval purchase by villagers by end of 1994. 1.2.7 Improve Gnancia managemend an l t Accurate budgeting, well kept accounts Pending future decision. procedures of DWEs' offices incl. and pla cosr nfo t recovery: As for activity 1.2.6. The DEDs of establishment of revolving funr fo d Account no. in Bank. Mbeya and Kyela have agreed to recovery of maintenance costs. establish separate bank account. 3 D (D X Activities Indicators Implementation Status Remarks Strengthen lines of communication One regional monitoring unit provided Done and continued. Report e presentear s d to DWEd an s between concerned regional and for District level O&M support. DCDOs for action as appropriate. district institutions for effective The DED informee sar s necessarya d , monitoring. and also throug hmeetingsC thRS e . 1.2.9 Findings from monitoring activities Monitoring carried ouy b t Done. As for activity 1.2.8. communicated through RSCM to DED RWE/RCDO staff of District O&M for subsequent action. personnel. 1.3.1 descriptiob 1)Jo n exist. undertako t C GS ed Supporan C VW t Job description for attendants, Commence ongoingd dan . ) Mos2 t villages have bank account O&M responsibilities, incl. agreement made with attendants for O&M. developmen f procedureo t r sfo village records on scheme ) Ministr3 Districtd yan s confirmed recovery of maintenance costs. performances, bank accounts. that VWCs should be kept as sub- committees. 4) CDO for O&M not yet assigned. Trai equid nan p SA/HPAs to become New attendants and equipped with 1) on the job training and Training competent caretakers. tools. Existing attendants given Seminars ongoing. refresher 2) Bicycles for scheme attendants received and being distributed. 3 aD X Activities Indicators Implementation Status Remarks L33 Develop an adequate reporting system Breake-down reported to VWC at time Reporting system has been developed Awaits approval of proposed O&M between the village level and district of occurrence and to DWE within 72 and under implementation. set-up. See comments on activity authorities. hours. 1.2.1. Mbeya distric bo t e s usei t s da a pilot district for introduction of new 1.3.4 system. Provide training/communication involveM O& - d villagers trained Ongoing. materials for villagers, stressing - Development Communication Draft report on "DEVELOPMENT Mbeya region is following the Review womens involvement. Support Unit Establishe Iringan di . SUPPORT COMMUNICATION" Mission comments by producing its - Trainin Communicatiod gan n manual prepared in June 1991, New own communication materials. developed. consultanc bees yha n proposeR RO d- - Materials available when required. ready. Training Coordinators appointed at regional and district levels. L4JL Provide communication materials on Posters, film strips, audio-tapes, Trainin f Trainergo s ongoind gan Materials have been producen di use and maintenance of latrines. booklets developed. Training materials under preparation. connection with ongoing pilot training programme. 1A2 Materials on use and maintenance of Assist villager plao t s n maintenance - Maintenance procedures defined. VIP latrines have been produced. Procedure expected ready before end activities or institutional latrines. of 1992. Preparatio maintenancn no e procedures t readynoye t . Proceduree b o t e sar worke t based ou experience n do s from pilot training programme. (B X Activities Indicators Implementation Status Remarks L5J. Support the Regional Natural Source protection pla r arenfo a A 3 year implementation plan for 1) The input of the report from the Resources Departmen preparo t t ea prepared and approved by RSCM. Source Protection has been prepared RF s beeDha n revised. plan Tor protectio f intakno e for approva RCSMy b l . Final plan submitted ultimo 1992. catchment areas. ) Lorr2 y received Feb. 1991, Pick-up and Motorcycl Junn ei e 1991. L12 Advise District councils to pass or to By-law r protectiofo s f wateno r Ongoing. follow-up appropriate by-laws. sources decree registered dan d during 1) By-laws exist. 1990. 2) Follow-up of By-laws takes place during plantatio f catchmenno t areas. 1.5.3 Support natural Resources Department - Demarcation established and or Ongoing about 11 catchment areas and villagers to implement the plan awareness of catchment area secured. have been completed with planting of for protection of intake catchment. - Soil erosion reduced etc. seedlings. 1.5.4 Implemen communicatioa t n support Seminar, workshops and village Ongoing. VPA assigned to Source programme for awareness building. meetings/exhibitions arranged. Protection activities. Materials from 'National levelt no " provided yet. 2.1.1 Determine job descriptions, Each individual employee wit hcleaa r In progress. Organogra descriptiob Jo d man n have responsibilitie lined san f so understanding of functional been forwarded to PICU. Not ye t communication for all project requirements. coordinated by PICU. Therefore not involved stafprepard an f guideb ejo s Organizationa descriptionb jo d an l s available at regional level. for major project involved personnel. f 1990prepareo d .en y db 3 3 (D X Activities Indicators Implementation Status Remarks Implement training programme Numbe f projeco r t staff trained activitr fo s A y 1.5.2 Regional Training Plan worked out, accordin annexeo gt d placarrd nan y according to plan, Ongoin regularn go , accelalcd basis. using Project Training Plas na out orientation seminars for (see annex) "shopping list". Training startep du implementation staff. substantially since January 1992. 2JJ Establish village participation cell CDO/CDAs placed in RWE's office. 1) Ongoing, CDO in position. within RWE office. CDA0 (2 s required) 2) Ongoing, VPAs are going to CD colleges on training. 2AA Continue regional water quality and Regular updated dat waten ao r Done and continued. Inter-regional Commenced combined quality and quantity monitoring. resources available when required. committe n wateeo r quality quantity measurements of sources established. carried out regularly. 2.1.5 Strengthen regional workshop 90% vehicles utilization. Follow-up activities wil carriede b l capacity. out during Phase III. 1) Done. Present vehicle availability average just above 90%. 2^6 2) Workshop Adviser arrived May Improve store facilities and Recording system base usagn do e 1992. 2) Extension of stores planned procedures. pattern introduce 1990d mi y . db completion before end of 1992. 1) Cardex ledger system introduced and in use. ) Extensio2 f storeno s planned to commence medio 1992. 0> X Activities Indicators Implementation Remarks Improve transport managemenn i t Transport plan developed satisfying 1) Regional Transport 2) Monitoring sysiem developed in RWE office. departmental requirement 95n i s f %o Plan/Requirement d workean t dou Mbeya, approved as uniform the cases. submitted to P1CU Dec. 1991. project syste introduced man n di Departmental requirement Full filled the two other region 1992y Ma s . according to PlanOp and Budgets. OMA, is responsible for this 2) Transport monitoring system activit n DANIDyo A staff side. develope introduced dan Decn di . 1991. ) Offic3 e upgrading done. 2.1.8 Provide facilities for planing, design Implementation success rate 1) Ongoing in general. 2) Planned completion by end August and construction sections within maintained with a reduced number of 2) Office upgrade began Dec. 1991. 1992. RWE's office. f projeco adviser d en t y periodsb . Is 95% completed. 2.2.1 oo Prepared three year rolling Plan document for initial 3 years Shall only cove villages9 5 r . 1) New plan to be submitted to implantation plan and budget for prepared by end of 1st quarter of Ongoing plan 1992-1994, approved in RSCM in Aug. 1992. A revision of RSCM approval. 1990. Oct. 1991. the budget indicates that the present foreseen programme will exceed the budge approxy b t mill4 1 . . DKK, hence min.10 villages will have to be omitted unless more funds are allocated. 2) Regional Steering Committee (Feb ) agree92 . t o dno recommen d implementatio f Medim-Deeno p borehole programme. 3 3 (D X Activities Indicators Implementation Status Remarks Undertake preliminary design, detailed PDR/Delailed design approval. Ongoing. See comments for activity 2.1.1 surve finad yan l desig accordancn ni e 1) Activities in 4 new schemes have wit yeah3 r rolling plan. PDR approved by village government. Ongoing no tho t t estartee financiadu p du l contraints. 2) Village Government are involved during the preparation of PDRs (i.e. all PDRs contain statements/ minute f thso e Village Governments acceptance th f eo project/scheme). Implement project construction ni Schemes implemente hand dan d over Ongoing. See comments for activity 2.2.1 accordance with quarterly work plans inspection undertaken. and budgets based on 3 year rolling plan. 22A Undertake communication activities - village water committees formed. Ongoing. Village Participation for village participation incl. formation - attendants selected. Handbook revisio s readyni . f VWo selectiod Can scheme/hf no p - village meeting held etc. attendants. 3 CD X r Activities Indicators Implementation Status Remarks 2.3.1 Standardize latrine design Tor primary Latrine design develope mid-1990y db . Completed. Standard drawing revised and used for school and village dispensaries. construction. Cooperation organised with Ministry o Health (AFYA). 2.3.2 Provide promotion communication Materials provided by end of 1990. Ongoing. No materials have been received form materials to projects. national level e regioTh s . nha arranged production of its own materials. Trai motivatd nan e villagerr fo s Village meetings, workshop and Ongoing. involvemen latrinn i t e constructiot na exhibitions carries out. Started Feb. 1992. schools and dispensaries. o i Provided materials (slabs, ventilation Materials provide and demonstration Ongoing. Started Feb. 1992. pipes) and assist villagers to construct latrine complete projecn di t completed latrines. in project village according to quarterly implementation plan. 235 Prepare tw omanua makHo n eo l your Manual prepared by end of 1992 Not e yet1.3.4Se . . Healt Sanitatiod han juss nha t improven ow d latrine. started in Mbeya from Feb. 1992 and no experiences have been compiled yet. D (D X DAN1DA WATER PROJECT PLAN OF OPERATION RUVUMA REGION - IMPLEMENTATION STATUS AS ON 15TH AUGUST 1992 Indicators Implementation Status Remarks Activities LUL Result/output 1.1 Provide adequate office Fully equipped office and constructioe 6O%th f o f RCDOno , Community Development support office facilities and logistical transport. VIPA's offices completed and other established in regional CD office. support. logistical supports budgeted for. Vehicle providRCDOe th r efo . 1.L2 Community Development deploy graduate CDO. CDO in position. Graduate CDO in RCDO office have been deployed. Transfe tC o supporVP r t office. VPC in position. Pending. 1.1.4 Establish communication Monthly meetings and Established as required. lines between Majd an i participatio RSCMn ni . Macndeleo for O&M activities. L2JL Result/output 1.% Sign agreement between Agreement signed Postpone s "neda w modelsM O& r "fo Effective Distric supporM O& tvillag o t t e District Councils and are under evaluation by Task Force. water supplies established. Maji for transfer of O&M facilitie DWEo t s . D (D X Indicator Implementation Status Remarks Activities 1.2.2 Establish adequate office Workshop and offices establi- Constructio facilitieE DW f s ni o s yard and store facilities shed in all districts. ongoing. for DWE. 9 completed in Songea district. unduru district u sI started, Mbinga district under plannin thio gf s year. 123 Provide logistical support vehicle3 war5 s2 d motor-bikes, Office upgrade to DCDO Songea Rural lo Maendeleo staff at up-grading existing office 9 completed withiyardE .nDW district levebelod an ls wa facilities at district level. appropriate for O&M activities. i LM N> Up-grad involveM eO& d staff - DMUs Under progress, owever Proecl through appropriate training, - DWE Mobile Unil (PMU) not yet awaiting including training in use of - DCDO findings fro k orcemas . communication matter. - CDA (see annex) Establish mobile maintenance units 3 DMUs in Ruvuma (all by end of 1994 ol done only PMU operating from (DMU selecten i ) d districts. RWE at present. Awaiting proposals k orceas e fo.th r Stock spare parts and tools at DWE's Spare toold san s stocke3 n di ot yet. stores. districts and available without delay for purchase by villagers by end of 1994. 3a x ~j Activities Indicators Implementation Status Remarks 1.2. Improve financial and management Accurate budgeting, well kept ot yet established. procedure f DWEsso ' offices incl. accounts and a plan for cost establishment of revolving fund for recovery recover f maintenancyo e costs. Account no. in ank. Strengthen lines of communication One regional monitoring unit PMUs monitoring repor distributec ar t d between concerned regionad an l provided for District level O&M to DWE' DCDOd an s . district institutions for effective support. monitoring. 1.2.9 ladings from monitoring activities Monitoring carried out by PMUs monitoring report distributeo t d communicated through D RSCDE Mo t RWERCDO staff of District O&M DED. for subsequent action. personnel. 1.3.1 Suppor C tS o t d undertakWan C e ob description for attendants, Under process. O&M responsibilities, incl. develop- agreement made with attendants men f procedureo t r recoversfo f yo village record schemn so e maintenance costs. performances, bank accounts. Resultoutput 1.3 rain and equip SAP As to become w e attendant equipped an s d with Under process. Effective village O&M System competent caretakers. tools. Existing attendants given established. refresher. 3 (D X Activities Indicators Implementation Remarks 1.33 Develo adequatn pa e reporting system reak-down st tim a reportee C W o dt PMUs are operating under RWE. betwee village nth e leve districd an l t f occurrenco DWo t d Eean within Reporting system from PMU authorities. 2 hours. developed. LM Provide Irainingcommunicalion - O&M involved villagers (rained. materials for villagers, stressing - Development Communication womens involvement. Support Unit Establishe Iringan di . - rainin Communicatiod an g n manual developed. - Materials available when required. 1.4.1 Provide communication materials on - Posters, film strips, audio-tapes, Awareness meeting held with female maintenancd an e us f latrineseo . booklets developed. users. Communicatin materials have - Posters provided from Ministry of been developed. ealth (MO) ResullOutpul 1.4 Assist villagers to plan maintenance - Maintenance procedures defined. Under progres t fulno l t developedsbu . Effective maintenance procedurer sfo activitie f institutionaso l latrines. institutional latrines established 1.5.1 Support the Regional atural Sourc f protectioeo n pla arer nfo a 'Iringa Model s beeha 'n adopted Resulloutpul 1.5 Resources Departmen preparo ( t ea prepare approved dan RSCMy db . whereb suppore yw t RRD through Proect relevant catchment areas plan For protection of intake IPA. protected. catchment areas. Advise District councils to pasr so y-laws for protection of water Undertaken. follow-uo t p appropriate by-laws. sources decreed and registered 3 during 199. X -J Activities Indicators Implementation Remarks 1.5.3 Support natural Resources Department - Demarcation established and or Undertake I. y Pnb A and villagers to implement the plan awareness of catchment area secured. for protection of intake catchment - Soil erosion reduced etc. areas. ISA Implement a communication support Seminars, workshop villagd san e orestry Officer assigne s traineda n i r programme for awareness building. meetingsehibitions arranged. trainin f WCsgo . Resulloutput 2.1 Determin b descriptionseo , responsi- Each individual employee wit hcleaa r Partly Implemented. Effecienc f MAMaendeled o y an J o bilitie lined an s s of communication understandin f functionago l require- regional staf plano t f , implemend an t for all proect involved staff and ments. manage water supplysanitation prepar b guideeo r maosfo r proect Organiationa b descriptiono d an l s facilities improved. involvement personnel. prepared by end of 199. 2JL2 Implement training programme 'numbe f proeco r t staff trained Under progress according to approved according to anneed pla carrd nan y according to plan, training plan. t orientatioou n seminarr sfo (sec anne) implementation staff. 2J3 Establish village participation cell CDOCDAs placed in RWE's office. Established. within RWE office. 2.1.4 Continue regional water qualitd yan Regular updated data on water Undertaken everye yeath y rb quantity monitoring. resources available when required. hydrolog laboratord yan y sections. n> x Activities Indicators Implementation Status Remarks Strengthen regional workshop vehicles utiliation. Under progress. capacity. Improve store facilitied an s Recording system base usagn do e Under progress. procedures. pattern introduce 199d mi . y db Improve transport management in ransport plan developed satisfying Under progress. RWE office. departmental requirementf o 5 9 n i s the cases. 2.1. Provide facilities for planing, design Implementation success rate Ongoing. i constructiod an n sections within maintained with a reduced number of a\ RWFs office. advisers by end of proect period. i 2.2J. Prepared three year rolling implenla- Plan document for initial 3 years Ongoing. tion plabudged nan r RSCfo t M t uarte1s f o f rprepareo d en y db approval. 199. 2.2.2 Resulloutpu2 2. t Undertake preliminary design, detailed PDRDelailed design approval. Ongoing. 4 villages provided with water surve finad yan l desig accordancn ni e supplie accordancn i s eP withWM with 3 year rolling plan. PDR approval by village government. Carried out and ongoing criteria. 3 X -J Activities Indicators Implementation Status Remarks 2.23 Implement proect construction ni Schemes implemente hand dan d over Ongoing. accordance with quarterly work plans inspection undertaken. budgetd an s baseyea3 n dro rolling plan. 2.2.4 Undertake communication activities - village water committees formed. n goingO , illage Participatiod an n for village participation incl. - attendants selected. ook revision at its final stage. formation of WC and selection of - village meeting held etc. schemehp attendants. Resultoutpu3 2. t Siandardie latrine design for primary afrine design developed by mid- 199 Ministr f eallyo h (AA) design Institutional sanitation facilities schools and dispensaries. used constructed in 4 villages. O standarM d design used. Provided by MO. D D ft) X Activities Indicators Implementation Remarks 2=3=2 Provide promotion communcialion Materials provided by end of 199. Provided by MO. mateial proecto st . 2=3=2. rain and motive villagers for illage meetings, workshod pan Ongoing. involven latrinn i t e constructioc s s na ehibitions carried out. hools and dispensaries. 23A Provided materials (slabs, ventilation Materials provided and demonstration illagers provide local materials and pipes) and assist villagers to latrine complete proecn di t completed labour.Proect provide cement, rent construct latrines. in proect village according to pipes and corrugated iron roofing. quarterly implementation plan. i 23,5 CO Prepare manua mako t on wo le Manua lf 1992 o prepare d .en y db Under progress. your own improved latrine. n3> Anne8 x On-the-job training materials prepare projecy db t staff as training-of-trainerpara f to s worksho Njoinben pi , 11-2199y Ma 22 1. Design and construction,, piped gravity supplies Title Target group Authors Water engineering Surveyors J.Makale, J.Lumbe, survey E. Mbatta Draughting Draughtsmen K.M.Mpalala Hoconstruco wt ta Site foremen G.N.Manyama gravity scheme Masonry of waterworks Masons B.R.Makona, Y.K.M.Shillah Masonry of waterworks Ass. technicians Y.K.M.Shillah, B.R.Makona How to coordinate Scheme attendants W. Anyandwile activities during project construction Supervising Site foremen S.K.Babala construction sites The responsibility of Villlagers S.Mkandawile, P.Kioti, villagers in project E.A. Kajange implementatiod nan maintenanc schemef eo s 2. Desig constructiond nan , handpump schemes Shallow well surveying Surveyors D.Kipingo 3. Operatio maintenanced an n , gravity schemes Operating and maintain- Ward secretaries P.Golwike taining a water project iwara n d How to operate a group Ward & Div. Seer. N.Maliva scheme VWC, VG chairmen Getting cooperation of District personnel D. Manjolo district personnel on O&M of a waterscheme Tap supervision Tap attendants P.N. Likoko, E.R.N Ndyakusa (Ms) domestif Propeo attendantp e Ta rus c s S. Mukinga (Ms) points Water use Water users W.K.S.Kingari, E. Kajiba (Ms) 4. Operatio maintenenaced an n . handpumps Handpump/Well maintenance Well attendants B.Kipingo, A.Mwaveya 5. Management and financing Managin e villagth g e Village treasurers A.Mjengwa (Ms), A.Chambo, water fund A. Mahenge Ten-cell leadership Ten cell leaders P.A. Likoko, E.R.N. Ndyakusa (Ms) The rol extensiof eo n Extension staff K.Chiwaneke, A.G.Nginga e watestafth n ri f project 6. Water resources monitoring Daily gauge reading Gauge readers Y. Mpayo Hydrological operating Ass. technicians, W.J.Mwruvanda procedures for Junior Technicians Gr.IV Hydrological Technicians 7. Transport Diesel engine motor Mechanics M.Kumbakumba vehicle servicind an g maintenance Daily maintenance of Drivers, Ass, P.Meela, C.Mahawa cars Drivers Annex 9 Proposed revised TOR for SSEA. The following adjustments to the original job description are recommended: He/she will together with the Senior Community Development Officer seconde Ministre th o t dWaterf yo , Energ Minerald yan s (MAJI) froMinistre th m Communitf yo y Development, Women's Affairs and Children (MAENDELEO) be responsible for coordinating and supporting the work of the Village Participation Advisers (VIPAs Communitd )an y Development Officers (CDOs) in the RCDOs' offices on village-based operation and maintenance systems and on the components dealing with health information, sanitation and community participatio design i n constructiod nan ruraf no l water supplies. The duties of the SSEA will include: 1. Participate in supervision and monitoring of project activities, particularl e fieldth n i ys mentioned above 2. Assist in the development of sustainable operation and maintenance systems at village and village-support levels 3. Assist in developing a sustainable system for monitoring and analysin e functioningth completef go d water supplies 4. Develop a gender strategy for the project, based on the experience recommendationd san project'e th f so s fieldstaff . 5 Assis developinn ti g informatio communicatiod nan n material periodin i d san c updatin Projece th f go t Implementation Handbook . 6 Liaise with other region projectd san s engagen i d participator village-managed yan d rural water supply projects and/or in water resources management projects 7. Participate in the meetings of the Regional Steering Committee Supervisore th d san y Committtee 8. Coordinate with other involved ministries (Health, Natural Resources, Local Government) 9. Coordinate with the WID-adviser in the Royal Danish Embassy 10 Coordinate with/assis e Sectotth r Advisory Tea MAJn i m I 11. Supervise short-term consultants 563002x11 '92 09:11 ®051 46312 EMBASSY DK TZ ANNEX 10 UNTIED REPUBLIC Of TANZANIA MINISTR WATERF YO , ENERG D MINERALYAN S Tibfran*: SOKOINB : 3143*4 P.O. Box 2000. * BS DA SALAAM, •xJ •46 Novembe7 r 1992 HILAG , Royal Danish Embassy P. O.Box 9171 3 f.'CV, 1992 DAT •• Salaaa \o^ T3o-^ Attn; Ms. Birte Enaelsen <&& Re : Conments on the Draft Report of the Second Annual Joint Review Missio Rura: n l Water Supply Programm n Iringai e , Mbeyd an a Ruvutta Regions We have gone throug drafe th h t Secone reporth f dto Annual Joint Review Missiohave w ed an nfoun contente th d s very e usefuth n i l implementation of the Programme. The Ministry is in general agreement wite differenth h t recommendation e Teams th mad ;y b e however find attached with this letter few comments on the report which we feel are of importance to be considered when preparing the final draft report. Yours faithfully, Sayi, C. for Principal Secretary c.c. Ministry of Community Dev. Women's Affairs and Children, Attn: Mr. L. G. Msimbe c.c. Project Coordinator/Chief Technical Adviser, PICU Ends: 65003x11 '92 69:12 Q051 46312 EMBASSY DK 12 COMMENTE FINATH LO T SDRAF T E SECONREPORTH F DO T ANNUAL JOINT TANZANIA - DANIS* H REVIEW E RURAMISSIOTH LR FO WATEN R SUPPLY PROGRAMM N IRINGAI E , MBEY D RUVUMAN A A REGION N TANZANII S A 24TH AUGUS 12TT- H SEPTEMBER 1992 Page 7 : Itarn 2.3; Second Constraint The procedure f transferrino s g funds havt beeno en recently introduced. The procedures have been there years back. The words in brackets should be deleted. PayIte; 4 7 a2. m o substantivTw e posM AdviserO& t e holderth s f posto s s were recruited and filled only in the second half of 1991 and the third s y 1992fillewa Ma n e hala .i d on d Overalf an e on l a ther s ewa year dela n recruitini y M stafO& e f th gwhic h were th vita r fo l formulatio d preparatioan n a communit f o n y based operatiod an n maintenance system. There would have been little purpose in starting the formulation of the OtM systems before they were in place. PacIte: 8 ea 2.8. para 1: Budget The statement that accounts t beinsysteno gs i a muse s a d managemen t tcorrect no too e statements Th i l e firs. th tn i s paragraph are misleading and do not reflect the spirit indicated in Chapte Financian o r8 lfeelinr aspectsou expectatiod s i gan t I . n that these statements will be tuned down to reflect fair and actual circumstances accounte .Th s previousystes it n mpreseni d san t form have been used and are continuously being used as a management tool to a large extent, in order to compare actual expenditures against estimated design costs. Howeve agree rw e that therneea o s dt ei improve it further and efforts are being taken by the Project. Since the beginning of 1992 the project had been putting efforts in revising the accounting system to correspond with the planop activity set up, and computerizing the operations both at PICU and in the regions. az ua: la 'O'uoi looiz L./;ort^oi In that respect computers have bee nregione installeth l sal n i d and staff have been trained ready to use the new comprehensive computerized accounts system planne e introduceb o t d d early 1993 which shall permit an ongoing control of individual scheme expenditures against estimated desig nbudgew costne d ts an contro l procedures. All project implementation activities are carried out by the respective Regional Water Engineers (RWEs) who receive their funds through the Treasury. There are existing government accounts, budgeting and monitoring procedures which the Ministry is using as a management too o compart l e actual expenditures against design costs. accountine Th g system has beinalways i d g san use mako dt e detailed periodical analysis of costs to identify trends as compared to estimated costs and suggest cost saving measures in various expenditures items. The prediction of a shortfall of funds in Phase III and its magnitud bees eha n publicize projece th n di t sinc commencemene eth t 199n phasf i o I 0s suct tru a eII it sno i he tha onlt i t y surfaced d 1992imi n e statemen.Th t contradicts with statement n itei s m 8.1.4. Due to the fact that original Planop cost estimates for some activities were righw unrealistilo to froto beginnine d th m an c g compared to the scope of work, already in 1990 the magnitude of the shortfall was predicte 0 millio10 t a dn DKK, (see Annual Report 1990). in a document dated 5th January 1991 circulated to all senior project staff and at the Inter-regional Project Meeting on Financial Matters held in Mbeya 5th - 7th May 1991 attended by participants froe threth m e regions, senior officials e froth m three regions, senior officials from MAJ MAENDELEd Ian Danidd Oan a Mission the prediction of the shortfall was presented and the 2 • 65005/11 '92 09:14 ®05i 46312 U-IOA^K U I magnitud r constructiofo e n estimate 8 millio8 t a d n DKKe Th . messag a shortfal f o e s sincha l e then been repeatel al t a d meetings. The carry over of Phase II schemes should also be carefully considered when discussing achievements and programme progress in phase III. The Phase II proposal provided for the construction of 300 high- priority villages at a cost of 200 million DKK (1982 price level) to be implemented over a 5 year period. By the end of Phase II which was extended by one and a half years upto 30th June 1990, a total of 208 villages in the 3 regions were completed and handed over while schemes covering an additional 49 villages in various stages of construction have been completed and handed over during the first two years of Phase III, at a total construction cost of millio6 24 n DKK. Completion of the Phase II villages utilized the resources of the project particularl e technicath y d communitan l y participation staf wero fwh e actively engaged wit hPhase wor th villages I en I ki . This resources input shoul takee db n into account when calculating the implementation achievement of Phase III and looking into the fact that the first Phase III village was handed over in March 1992. Page 10/2 3Transfe: VVIPd f Pro an ACelRCDOn i l a The Second Joint Tanzania-Danish Review Missio s recommendeha n d tha institutionalisatioe tth communitf no y participation activities can bes e achieveb t y locatinb d g them permanentl MAENDELEn i y O through the transfer of VIPA plus the VP cell to the offices of the RCDOs, once office arrangements have been secured. :>65006 /ll '92 09:15 StJbl 4o31Z critMioi UN i MAJI is in agreement with the above recommendation which is based on the perceived need and importance of developing sustainable management systems for rural water supplies. MAJI would, however, like to draw the attention to the practical implication connected with the implementation of the above recommendation. 1. MAENDELEO at regional level might not be in favour of having VIPA and VP cell in its offices. It is therefore imperative that before making the physical transfer of VIPA and VP cell to MAENDELE importans i t assuranct Oi ge o tt e (written) from MAENDELEO willins s i tha w stafit t ne i to n hav t gi fe eth offices. 2. The recommendation to transfer VIPA and VP cell to MAENDELEO is based partly on the assumption that eventually the personnecelP V le woulth n i lemployeee db MAENDELEf so d Oan e desirpartlth o builn t eo y a sustainabld e operatiod an n maintenance system. The assumption that MAENDELEO can in the foreseeable futur e presene e stafth emplo th n P i fl V t al y cells in the three regions is untenable bearing in mind that e Tanzaniath n Government is currentl e procesth n f i o ys reducin employees it g abouy sb t 50,000. Transfe celP V lf ro will only be feasible if the Project will continue paying the VP staff who were employed by the project and are at present still bein. g it pai y db transferree b o t celP s V lha e RCDOo th dt f sI 3 .offic e there is a need of providing the RCDO with more than the 20 square metres of office space which were originally allocated in the PlanOp when it was only the VIPA who was expected to move from the Regional Water Engineer's RCDOoffice th o 13et office. 4. Because of the physical separation of RWE and RCDO staff engageprojece th n i dt plannin co-ordinatiod gan f no 365007/11 '92 09:16 ©051 46312 EM6ASSV [>K U activitie transfed san fundf ro RCDo st O from DPO whicn i s hi RWE'e th s office will demand very careful planning. Gander Aspect Projecf so t Implementation Given the importance of the issues of "Women in Development", MAJI n totaii s l Agreement wite recommendationth h e Revieth f wo s Mission on the Gender Aspects. Page 4B ; Financial aspects; Itea a. 1.3 The figures being quoted in the report for running a car as TShs 200,000 - 250,000 are not correct and do not reflect the real costs actuae Th . l cost runninf so todar ca TSh s gyi a s 1.0 million per year or 30,000 DKK/year based on 1991-1992 exchange rates and considering 25,000 km being driven in a year. The Planop allowed only 10,000 DKK/year. This shoul e lookeb d t aa a typicads l example of underbudgeting rather than overspending. Pag 1 ;5 e T^fl^ ft. 1.4 par3 a The shortfall in the discussion paper on the Estimate presented in June 1992, and estimated at about 59 million DKK was for one particular scenario under certain "optimistic" assumptions and at a somewhat lower level of service. There are more than 100 cost- centres projec e inth varioud tan s combination costf so leved san l of servic possiblee ear . s stateItwa d thaprojece tth obtaiy tma s nit cenr uptpe f to 0 o9 objective. This is due to constraints of logistics rather than finance. The actual degree of achievement in the various items in the Project will vary. For example it is envisaged that for constructio schemef no s only upt% (som o80 schemes5 e12 ) coule db achieved in the scenario presented, whereas for source protection and training upto 90% of the objectives could be achieved. 565008/11-92 09:17 ©05146312 EMBASSY Z DT K 52 ; Itfim B.I.4: last Change d improvemenan s e managementh n i t t procedures have been initiated earlier this year, and are planned to be fully operationa t Januar1s n o ly 1993. These measures include th e following: a) Standardized computerized, easy to interpret more management- oriented reporting format sbeinw whicno ge hfinalizedar . ) b Uniform, improved transport monitoring programme. c) New Budget control Procedures which will allow among many other things a comparison of total estimated scheme cost and accumulated expenditures over several years broken down into its constituent parts. fullA d) y computerized accountinw ,ne g system which will permit an ongoing control of expenditures for each scheme compared wite estimatth h e containe e detaileth n i d d designe Th . information available will permit detailed analysi costf so s on individual water schemes. ) e Computerizatio f moso n t Project activitie d traininan s f o g staff. 565009x11-92 09:17 ©05146312 EMBASSY Z DT K ^ ANNE1 1 X iMR UNHW Rmmu IAWANH O c M r croMMoriiro v v wvr.vfjrw.Nr, IVUMKN AMAIUS ANU CIIIUIREN •* £x:ti& **. * .v. 1dephott« No.: In rerfr phoe R..,. h... WMJVfW/W. 1JO/J/W K^j^ilL 2Bth Oetkber, 1992 CM«f T*chnioal Advisor, V «v A«* *....» fc . » ., Project Implementation, , • , . Coordination Unit (PICTJ), ' ': "' ' Office, Maji Ubungo, r.o. p«t 917i» j ,;.,.. M,, PA 8 SALAAR£ M cqrtiayre OH DRAFT REPORT or »D ABHPAL JOIHT TANZAHIAH- MtfttSH RCTIPV M83IOH C24/8 - 1Z/9/1992) As m«wber cf th»» above mwtionwi review tdnaion I MB somehow disturbed by wnd/or wording of p»r» 2,8i (1c»nnoT ) t recal hno t l To partielp«ited In discussions leadino gt obfj«rvaticr»s/opJnic>w being expressed in para 2.8. Although, du oth»o t e r oofwniti»-?ntei t lef, ringI t * befor vlssioe th o n held t»ic fin«l sor f de-brlofino t e session with partioipaftts frol *al eenesmcd regions havT , e eonnteroheoked with another reviewer^ Mr. R«yi, v»io also chaired the referred to de-briefing session) Becinoo lito e bo t ed cleao noto i r wit e originth h f oboerrationo s / opiniono expresse saie th d n di para . I would thus appreciate an up^at* on the matter especially seen in the light th»t tit* said pnra lead reoonmendationo t s s that oven overshadow the theme oi thii» year review mission i.e. Operatio Maintenanced nan issues. I recal h;»vo t l e boen give docunerna t entitled "Case Hiator y- 1'h s shortlall in phwse 111" in the coureeXour mission* s review work. In thnt documen beins wa g t pointei t t tha ou dshortfala t l was predicted in beginnine 199th 0- g ot phane III thu1 . s fai reconcilo t l e the the statement - s"M o trends were identiiied "Thd an e" resul s thai t t magnitude th - 199e d probled th 2di onlmi f y eo yb m surface"* II t»w document being r«ferted to in {II) above'taken into consideration, it would seem thaehortlnle th t l was largely du under-estlmationo t e . TW se eas woulth ee b becausd e shorth e t tail was identiiied right at the beginnin f implementatiogo f phasno et i woul 111 o t havS .dno s coao t beee - tove ndu r runs, it «0 ineompwhwjlble that accounts syotew are ever used for anything «lse apart ttom bein tooga f managemento l I though! t cos - tsavin g e»eruiuro8 introduced In the project/programme actually confirm to the contrar f thyo e observation made. Perhaps areviea s w missioe nw would do more Juotice to the project by directly pointing at areas of weoknesnes in the management of the project/progrg Finall onln yca yemphasisI e thafinanciae th t l shortfall lor phase III is reawould an l d welcome measure redo t situatione s th d I woul* d further reiterate that this review mlsnion's specific thene was actually Operation and Maintenance . JCVUOB. Since no specific theme was proposed for next year's review mission, m> venturT y e into euggentin programmn o ge b tha t i te Management, that would avail review member criticallo t s y look into the management aspects including issues like whether or not accounts syaten are being used as a tool of management. 565010/11 '92 09:19 ©05146312 EMBASSY DK T2 L.G. Meiflbe MB-1BE F REVIERO W TEAM c,c. Principal Secretary, Ministry of Connmity DeYelopaent, Wonen Affains and Children, 5448x P.OBo .f PAR ES SALAAM " Principal Secretary, PAR E3 SALAAM " Royal T)aniah Bnfbaosy P.O. Box 9171, PAR S3 8AIAAM - AU. . EngelaeB . n ANNEX 12 MINISTRY OF FOREIGN AFFAIRS 2 ASWTISK PUDS DK-1448 COPENHAGEN K DENMARK 0 0 0 TEL0 2 9 : 43 63 . L G. . MsimbMr e TELEX: 31292 ETRDK Ag Commissioner for Community Development TELEFAX:4531540533 MAENDELEO, Dar es Salaam CABLES: ETRANGERES through Royal Danish Embassy Das Salaare m End. Div. TSA 3 Ref. 104. Tanz 86 Date 17 November 1992 2nd Annual Joint Tanzanian-Danish Review Mission of Rurae th lf o Phas WateI eII r Supply Programmn ei Iringa f Mbeya and Ruvuma Regions Dear Mr Msimbe and Mr Sayi, Teamleadee A sth above th er Revierfo w Missiom a nI sending identical letters to the two of you for clarification of some of the comments you both have reasonfinanciae e giveth th n r no s fo l shortfallr sfo Phase III. Let me start to confirm that as you are both aware the "Executive Summar Findingn yo Recommendad san - tions" (Chapte draftes wa ) 2 rd afte Reviee rth w Mission had left Dar es Salaam. The responsibility for the wording of this chapter is thus solemnly coursf o mines i e e rese th t baseI . th f to n do report, but it has to be short and crisp - but also of course correct. You are both basicly objecting to para 2.8. As I see it the facts about the shortfall and when it was recognized are as follows: correcs i at )I t that PICU alread 199n i y 0r o beginning of 1991 was worried about the budget. I remember tha e tlatLuca. th Gulae dr d san m cam e to Copenhage Augusn i n t 199 1discuso t s this issue. They were, however, not able to substanti- ate their worries. b) This issue was, however, dealt with very thor- oughly during the 1st Joint Review in August - September 1991 witconclusioe hth n that witha cost savings plan it would be possible to reduce the costs for construction with the expected shortfal abouf lo mil5 K (Anothe1 t DK l mil7 r l DKK would come from unspend Phase II funds) Please refer to chapter 7 (especially para 7.1 of the report from that mission). MAENDELEO com- - 2 - drafe mendeth n to d versio thif no s report tbu thin o st no issue. PICU came wit 1 totaha 1 f lo pages comments but again not on this issue.(These comments are reproduced in Annex 14 to the final versioe report)th f no . MAJ neveQ IH r came with any comments. PIC) requestes c Uwa preparo dt cosea t savings plan for Phase III with a revised budget for presentee b y o b t Phas T I Danido GO dt eII d an a Februarinformem a I s ya d r 1992thifa ss .A budget materialized considerably later thay nb February 1992. d)As late as in the Annual Report 1991, dated 30 June 199 par n pagi n 2 o a2 3 e11.2. stateds 3i : "A shortfall in funds for Phase III is predicted as compared to the agreed budget between the governmen Tanzanif to Denmard millio9 aan 10 f ko n DKK. However taking into account all possible cost savings measures which have now been initi- ate appeart i d s tha totae tth l cost-savings poss- ible including inflation adjustments will almost balanc totae eth l estimated short-fall during Phase III. This implies that the major of almost goale th objectived alsf an lo Phasf so I eII could theoreticall achieved"e yb . On this basis I still find it fair to conclude that the accounts system is not been used as a management system (at least not as an efficient one), and also that the magnitude of the problem surface only by 1991-92. I shall kindly ask you to reconsider your comments especially on para 2.8 in the light of the above information. I shall be on Mission to Bangladesh untill 3rd December 1992, but I do look forward to receive your replies on my return, in order that I can produc finae eth l versioreportr ou f no . Your other comments I have no problems with. I appre- ciate that especiall shoule yw d underlin logise eth - tics involved wit transfeP e V hth e th VIPf rd o an A Cel RCDOo t l s Office. Best greetings Yours sincerely Erik f j0rsle\£ Jensen Team Leader for 2nd Review Mission MINISTR FOREIGF YO N AFFAIRS COPYING CENTER DK 1448 COPENHAGENK