CIM ASSESSMENT,

ANNUAL REVIEW

AND

ENGAGEMENT WORKSHOP

DADELDHURA

Rural Access Programme (RAP) Phase 3

September 2017

TABLE OF CONTENTS I

Document Control ...... ii Acronyms ...... iii Executive summary ...... 1 1. Background ...... 2 1.1. Objectives of Workshop ...... 2 2. PART-I: Continual Improvement Matrix (CIM) Assessment and District Annual Review: ...... 2 2.1. Continual Improvement Matrix (CIM) Assessment: ...... 2 2.2. District Annual Review: ...... 3 3. Part II: Engagement Workshop: ...... 5 3.1. Background & Context: ...... 5 3.2. Objective of the Field Mission: ...... 5 3.3. Expected Outcomes of the Mission: ...... 6 4. Summary of Activities: ...... 6 4.1. Pre-workshop activities: ...... 6 4.2. Workshop Proceedings: ...... 6 4.3. Opening Session: ...... 6 4.4. Discussion Session: ...... 7 4.5 Closing Session: ...... 9 4.6 Key Outputs of the Workshop: ...... 10 4.7 Workshop Expenditure: ...... 11 5 Challenges and Opportunities: ...... 11 5.1 Challenges: ...... 11 5.2 Opportunities:…………………………………………………………………………………………………………………………..12

APPENDICES

Appendix-1: Scores of CIM Meeting

Appendix-2: Field Itinerary

Appendix-3: Workshop Schedule

Appendix-4: List of Participants

Appendix-5: Minute of the Workshop

Appendix-6: Expenses of the Workshop

Appendix-7: Photographs

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DOCUMENT CONTROL

Document revisions and Details Signature and Date authorisation Version 26 September 2017

Summary of revisions made DRAFT

Revisions prepared by Shankar Pokharel

Revisions checked by Dilli Sitaula

Version authorised by Michael Green

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ACRONYMS

CBID Capacity Building and Institutional Development DFID Department for International Development (UK Aid) DLI Disbursement Linked Indicator DOLIDAR Department of Local Infrastructure Development and Agricultural Roads DRCN District Road Core Network

DTMP District Transport Master Plan DTO District Technical Office EI Economic Infrastructure GoN Government of HQ Head Quarters IMCW International Management Consulting Worldwide LRN Local Road Network MCPM Minimum Conditions Performance Measurement M&E Monitoring and Evaluation MOFALD Ministry of Federal Affairs and Local Development NGO Non-Governmental Organisation NRSAS Nepal Road Sector Assessment Study RAP Rural Access Programme RBG Road Building Group RM Rural Municipality RMG Road Maintenance Group RTL Regional Team Leader RTI Rural Transport Infrastructure SWAp Sector Wide Approach TA Technical Assistance UM Urban Municipality

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EXECUTIVE SUMMARY

Rural Access Programme – Phase 3 (RAP3) is a 6-year DFID funded project covering 14 Districts in Nepal. It aims to improve people’s incomes and resilience through employment, sustainable access to markets and improved access to economic opportunities. Expected outputs include improved and sustainable access due to climate resilient rural transport infrastructure, maintenance, upgrading and road/trail-bridge construction.

Out of the 14 Programme districts, RAP has under taken new road construction of 97.5 km in 4 districts, whilst the other 10 districts are focusses only on the maintenance of DRCNs as prioritised LRNs as per DTMP which is around 3,000 km along with CBID in all districts.

RAP conducts review of programme activities carried out in the district every year to share progress and achievements of the Programme with the relevant district stakeholders. Continual Improvement Matrix (CIM) assessment is another activity that is undertaken annually together with annual review for measuring the capacity of the DCC and DTO in district. In the changed context of new federal structures, RAP management envisaged to introduce itself with the newly elected local government’s representatives and decided to hold an engagement workshop together with annual review in each Programme district, for which 12 different teams (one each for 10 maintenance districts and two teams for 4 new districts). The main objectives of the engagement workshop were to identify the local development issues with a particular focus on LRN and other physical infrastructures sector and then to look out possible areas where RAP3 can provide support to the local governments in future. If some activities are beyond the scope of RAP implementation RAP shall forward to MoFALD and other donors.

This report summarises the activities undertaken within CIM, annual review and engagement workshop of district. A meeting, chaired by Officiating LDO/DTO Chief of DCC Dadeldhura, was held on 8th of Sept 2017 for CIM assessment in Dadeldhura. Due to the absence of DCC representatives at district head quarter on 8th September, only DTO representatives along with RAP DTA and CTA representatives were the attendees of the meeting. Following in-depth discussions on each thematic areas of CIM assigning unanimous scores against each of them, the meeting concluded with a total score of 8.14, which is 0.96 point more than the last year’s score. The increment in score is attributed to high scores in planning, financial management, fund disbursement and MCPM. It was heavily discussed and reminded assessors the impact of high as well as low scores and they confidently score it.

The annual review and engagement workshop was lumped into a single event that was held on 10th Sept 2017 with two separate sessions, the first session was panning and took 3 hrs time for annual review programme and the second session was for engagement workshop and took 3.5 hrs to complete the session.

The annual review session had comprised of welcome speech delivered by DTO chief/acting LDO followed by a presentation by TMO representative on overall RAP3 in Nepal and objectives of the workshop. GE has delivered the progress of last year in Dadeldhura. After presentation various questions and queries were raised by the participants, which were clarified by DTA and TMO representative. Major concerns were on Term Maintenance(TM), they need of more coverage of TM and improvement works in all 14 DRCNs.

The engagement session ended up identifying major issues and hindrances of local development through three separate group discussions and subsequent presentations. Unclear LRN policies in the changed context, weak organisational structures that lack competent human resource and office logistics/facilities, haphazard planning and implementation approach, inadequate funding weak monitoring and evaluation etc. were the major impediments identified during the group discussions.

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1. BACKGROUND:

Dadeldhura was one of the RAP 3 pilot districts for maintenance work earlier and converted in to core District from extension phase of RAP 3. DCC Dadeldhura has shown commitment to implement the plans of RAP3 by giving priority on DRCN maintenance as per the approved ARAMP. All together 14 numbers of DRCN roads are allocated budget for maintenance works, out of which 4 DRCNs are under term maintenance and 10 are under RMG works. Every year RAP3 conducts Continual Improvement Matrix (CIM) assessment and annual review to share the progress of the programme activities with the concerned stakeholders in the district together with RAP3/TMO. This year RAP3 Management has decided to hold urban/Rural Municipal Engagement Workshop (EW) together with the annual review instead of organizing two separate events, since most of the invitees of annual review would be the same for engagement workshop. Therefore, an annual review was combined into engagement workshop. The 1st half of the day being allocated for annual review and the 2nd half of the day was allocated for Engagement Workshop. During the CIM only DCC’s and DTO’s senior staff are invited where as in annual review DCC representatives, DCC/DTO senior officials, head/deputy head/executive officers from each municipality and rural municipality, concerned line agencies, representative of Contractor’s association, media persons, representatives from some of the district based institutions and RMGs had been invited to the annual review held on 10 September 2017 in Dadeldhura.

1.1. OBJECTIVES OF WORKSHOP

To review the performance and progress made during the past year (FY 073/74). To review the CIM scores, identify areas of poorer performance and solutions for ASP. To share implementation modality. To discuss the issues faced by the programme in implementation and identify solutions. To provide a platform for relevant stakeholders to come together and discuss common issues and form common understanding. Get feedback from RM/M, stakeholder/beneficiaries and incorporate fruitful suggestions on next year’s planning. Conduction of CIM

2. PART-I: CONTINUAL IMPROVEMENT MATRIX (CIM) ASSESSMENT AND DISTRICT ANNUAL REVIEW:

2.1. CONTINUAL IMPROVEMENT MATRIX (CIM) ASSESSMENT:

Continual Improvement Matrix (CIM) assessment was started from 4.0-6.0 PM at DTO’s office on 8th September, 2017. The program was conducted under the chairmanship of Mr. Ram Kumar Shrestha, officiating LDO/DE of DTO, Dadeldhura. Since all DCC’s senior staff and newly elected DCC chief and members were out of district head quarter, only DTO’s representatives participated in assessment process. RAP 3 Social Development Specialist from TMO, and RAP

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3 staffs participated in the CIM program. Mr. Shankar Pokharel from RAP3 TMO explained the objectives of the program and Mr Niran Sunwar/GE had lead the scoring process. Lot of queries were raised by the assessors and RAP as well as DTO chief made efforts to respond to their queries and concerns. Finally, all participants agreed to review the last year’s performance of district against the set criteria of CIM. Discussion was done in each sub-title, and a score was unanimously agreed upon by the floor against each sub-title. The program had a lot of interesting insights and healthy discussions. The program ended with the announcement of overall average score of 8.14. The increment of CIM score by 0.96 point compared to last year is due to the high score in planning, financial management, fund disbursement and in MCPM (8/10). The CIM meeting minutes have been presented in Appendix-1.

2.2. DISTRICT ANNUAL REVIEW: The review programme was facilitated partly by DTO chief Mr. Ram Kumar Shrestha and partly by SDS Mr Shankar Pokharel and was run under the chairmanship of Deputy Chairperson of DCC, Ms. Ratna Devi Kami. All the Mayor/Deputy Mayor and executive officer from Municipalities, Chief/Deputy Chief and Executive Officers from Rural Municipalities, and DCC chair/Deputy chair, members, DCC’s Energy Development Officer, DCC/DTO officials, Social Development Specialist of RAP 3 TMO, Media persons, representatives of Contractor’s Association and RAP 3 staffs were invited and all participated in the annual review workshop except from Parshuram Municipality since they had other important meeting the same day. Mayor from Amargadi Municipality participated for short time and his deputy and Executive Officer were busy with other important business so absent in the meeting. The program was started by the welcome speech by officiating LDO Mr Ram Kumar Shrestha along with with the nomination of workshop Chairperson Ms Ratna Devi Kami/Deputy Chief of DCC Dadeldhura. The session was followed by delivery of program objectives and short introduction of Rural Access Program 3, its objectives and plans for was delivered by Mr. Shankar Pokharel, SDS/TMO. Mr Niran Sunwar delivered an another session highlighting the objectives on ARAMP, RMGs mobilization, the term maintenance pilot, allocated budget, monitoring visits, lessons learnt, and challenges in future work , followed by a presentation on overall progress (physical and financial) of RAP3 works in Dadeldhura including CIM score and detailed activities carried out under ASP. The presentation was interrupted by the queries and complaints from the participating R/Municipalities head. Since the RAP3 Term Maintenance was being launched within two RM only, the head from other R/Municipalities were questioning the need for them to attend the EW and why the other DRCNs were opted out. After some explanation from both the GE and EW team leader Mr. Pokharel the session was back in track. After all presentations, the floor was made open for discussions. During the feedback session, the queries were further clarified by Mr. Shankar Pokharel, Social Development specialist RAP3/TMO. In response to a query about the extension of term maintenance pilot programme in all 14 DRCN, Mr Pokharel clarified that term maintenance is a pilot project and can’t extend this in all DRCN. If the result of the pilot comes positive then RAP can recommend Government of Nepal to replicate throughout the country. Feedback and suggestions from the participants were positively acknowledged by RAP 3 and it was also assured that RAP will accommodate their feedback as far as RAP policy allows to do so in the coming years. Finally the session was closed by acting LDO/DE Mr. Ram Kumar Shrestha of DCC with a note for active participation in following discussion sessions so that the real picture of district is revealed. The session was facilitated by Mr. Shankar Pokharel, EW team leader of RAP3 TMO.

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The suggestions, queries, comments, and feedback of participants are recorded in the table below.

S.N. Name Designation Comments/Feedbacks/Suggestions . Mr Bhatta, enquired main issue on selection of DRCN for Term Maintenance. Out of 14 DRCNs, only 4 DRCNs are selected for term maintenance contract. What are the criteria used to select only 4 DRCNs? If only 4 DRCNs are limited for term maintenance why were they invited for meeting as selected DRCNs do not covered the other R/Municipalities? He suggested that the programme should have focused on the representative of concerned R/Municipalities and wards where the programme has planned to invest. If programme selected earlier without Chief/ proper criteria and cannot change in this workshop we don’t Mr. Umesh want to witness and would like to boycott this workshop. 1 Prasad Rural . Response of RAP3: TMO facilitator and EW team leader Bhatta Municipality Mr. Shankar Pokharel explained the scope of the EW is not only to present on the ongoing work progress but also to assess the needs of newly formed R/Municipalities and how RAP3 can contribute in it. Further the basis of DRCNs selection was presented by GE Niran Sunwar. EW team leader requested the representatives from the various R/Municipalities to have some patience and work on the exercise that is planned for the second half of the day for EW which will focus on the needs of the newly formed R/Municipalities and understanding how RAP3 can contribute. . RAP3 must present evidence of public satisfaction during annual review. . RAP3 must increase its budget on road maintenance. . RMG person per 1.5 Km will not work in rainy season. . RAP must focus on SMG works and structural works on all DRCN roads of the district. . Coordination is necessary with Rural Municipalities and Mr. Ram Municipalities for implementation from now onwards. 2 Kumar DTO Chief . DTO suggested, RAP has been performing very well in any Shrestha form of modality that it has been working. Currently, maintenance through RMG is very praise worthy and should be continued. Besides that, it would be very good if RAP could implement improvement projects such as gravelling and blacktopping. . RAP 3 should improve coordination and coherence. . Man Bahadur Saud, Journalist queried on selection of Bhatkanda-Asigram DRCN by RAP3 as one of its DRCN for Mr Man Bdr Term Maintenance. His question was due to the fact that 3 Journalist Saud the DoR intends to have an improvement project on that road. Why two organisations have selected the same road? . Response of RAP3: It was informed to the mass that the

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DoR has not yet called tender for the said project in the discussed road. Also, during the course of selection of DRCNs for launching Term Maintenance pilot project, DoR gave no plan of working in that particular DRCN when queried about DoR plan. The situation has arisen due to the sudden budget allocation and DoR is now on its preparation for tendering the improvement project. RAP will not duplicate what DoR is doing. . Chairperson and representatives from all Rural Municipalities expressed their intention on expanding RMGs and term maintenance pilot in their respective DRCNs selected earlier (14 DRCN) with significant amount All of budget to cover upgrading works.

Participants . The response of RAP3: RAP3 has already forecasted the RMGs number in consultation with DCC/DTO Dadeldhura based on RMG guideline and forwarded the cost to the DoLIDAR. GoN is funding for RMGs and cannot change this year since budget is already published in RED BOOK.

3. PART II: ENGAGEMENT WORKSHOP:

3.1. BACKGROUND & CONTEXT: Following the signing of Bi-lateral agreement between the Government of Nepal (GoN) and the UKaid/Department for International Development (DFID) in 2015, the Rural Access Programme Phase 3 (RAP3) extension is being implemented in 14 districts1 of Nepal. After the introduction of a federal government set up and local elections in 2017, one of the important start-up activities of RAP3 extension was to introduce itself among its R/Municipal stakeholders in project Districts. This was carried out through Engagement Workshops (EW) in all RAP3 Districts. The purpose of this event, besides introducing RAP3 to R/Municipal stakeholders, it was to get important information and feedback from the municipal stakeholders on the key issues/problems that may be hindering the project implementation process, specifically related to Local Road Networks (LRN) and other physical infrastructures, which are the major thematic components of RAP 3.

To carry out engagement workshops, 12 teams were deployed in 14 Districts: one team for each maintenance District and two teams for the four new construction Districts. This report details out the activities carried out by the team responsible for Dadeldhura District. The field itinerary of the team is in Appendix-2.

3.2. OBJECTIVE OF THE FIELD MISSION: The overall objective of the field mission was to get a general idea on development status of the new R/Municipalities, their problems and needs and initiate engaging potential Municipal stakeholders in the RAP 3 implementation process. Specifically, the mission aimed at:

. Rapport building with the R/Municipal level stakeholders,

1 Nine core districts (Dadeldhura, Doti, Achham, Dailekh, Bajura, Kalikot, Jumla, Mugu & Humla) and five non-core districts (Jhapa, Morang, Sankhuwasabha, Parbat & Sindhupalchowk).

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. Informing Municipal stakeholders about the overall programme objective, scope and implementation modalities of the RAP 3, . Identifying key development issues/problems prevailing in the Municipalities in general, . Identifying general idea to resolve the existing issues/problems, . Collecting socio-economic and physical infrastructure data/information to understand the base line scenario, . Identifying local risks that may obstruct the programme implementation.

3.3. EXPECTED OUTCOMES OF THE MISSION: The mission expected to contribute to the following:

. Municipal stakeholders are acquainted with RAP 3, . Key issues/problems related to LRN and other physical infrastructures are identified, . Ways and means to resolve the problems / issues are identified, . Necessary data/information is collected to understand the baseline scenario of the Municipalities, . Local level risk identified.

4. SUMMARY OF ACTIVITIES:

4.1. PRE-WORKSHOP ACTIVITIES: The central team (Mr. Shankar Pokharel-SDS) reached Dadeldhura on 8th of September 2017, and held informal meeting with RAP district team, DTO officials and had brief discussion about the workshop. DCC officials, newly elected DCC personnel’s were out of district head quarter on 8th of September and meeting concentrated with Officiating LDO/DTO Chief. The outcomes of the meeting were:

. Workshop schedule revisited and finalised . Time, venue and participants for CIM assessment finalised. . Invitees list revisited and finalised along with whom to be invited as chief guest and chair of the workshop, . Provided support to DCC and DTA for preparing their presentation materials for the workshop, . Rural/municipalities were marked for group discussion as per their working areas . Workshop venue, logistics, breakfast and lunch were finalised. 4.2. WORKSHOP PROCEEDINGS: The EW was conducted on 10th September, 2017. The workshop succeeded the district annual review programme. The Annual review provided an introduction to the workshop. Participants were briefed about the workshop objectives and steps to be taken at the end of the annual review programme. The workshop schedule is presented in Appendix-3 and the list of workshop participants in Appendix-4 and Workshop minute is given in Appendix-5. The summary of the workshop proceedings is given below.

4.3. OPENING SESSION: This session was also chaired by Ms. Ratna Devi Kami, Deputy Chairperson, District Coordination Committee (DCC), Dadeldhura. The engagement workshop was convened after

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finishing the Annual Review under the same chairmanship of DCC deputy chairperson without closing the Annual Review session. However, the participants other than DCC body, DCC/DTO officials and head, deputy head and executive officers of RM/M were requested to leave the session after settlement of their per diem and travel allowances, but all requested to participate and LDO agreed to do so. In this session, TMO facilitator Mr. Shankar Pokharel gave a presentation on RAP’s engagement strategy highlighting the key thematic areas for discussions and group works.

4.4. DISCUSSION SESSION: The discussion session started with a brief presentation on the methodology of the workshop and its focussed areas. The entire session was facilitated by TMO facilitator Mr. Shankar Pokharel. He has briefed participants on the thematic areas that need to be discussed and the method of prioritising the issues. The participants were divided into 3 groups based on the adjustment of participating figure head from each R/Municipalities and other line agency. The representatives from sectorial government line agencies and non-governmental organizations were purposively grouped with the elected figure head of R/Municipalities. For example: Each group comprised of representative from each R/Municipalities i.e. Chairperson, vice-chairperson and Executive Officer of R/Municipalities, DTO/DCC office and other line agency. Each group members numbered around 12 people. Other invitees, who were not directly related, for example RMGs reps, were grouped equally among all three groups and according to their respective R/Municipalities so that members in all groups are more or less equal.

All 3 groups were asked to hold discussion on six thematic areas and they were assigned different places for the group exercises. The TMO representative made efforts to clarify any unclarity the participants had during the discussion session. The participants had been provided with brown paper to note their conclusions drawn from the discussion on different thematic areas for the presentation. The session lasted for about three hours. Each group had selected a representative to take note, to lead discussions and conclude discussion and presenter to present their findings on the floor. The EW team leader has facilitated each groups in discussion. Each group presented their works and sought comments and feedbacks from the plenary. The group presentations were finalised after incorporating the comments and feedbacks.

After this, all the group works are summarised by Shankar Pokharel, focussing on major problems of the district and mentioned that this will guide RAP 3 in further designing its programme activities in the district. Summary of findings of the groups are consolidated and presented in the table below.

Thematic Problems / Issues / Needs Possible solutions Area . Inconsistency in policy . Harmonisation in policy implementation implementation . Lack of resource generation and . Amend the policies and guidelines in line mobilisation procedures and to fit for the changed context. guidelines. Policy . Project cycle and implementation . Donor agencies should directly liaise with modality of donors do not serve the local level government then project the current needs of local bodies cycle to be reviewed, . Land acquisition and . Amend land acquisition and compensation policy not clear and compensation policy and land should be inconsistent. acquired based on DPR.

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. Role of local elected . Formulate M/E policy by defining roles representative for M/E not clear and responsibilities of elected reps. . Lack of appropriate HRD policy . Prepare HRD plan to determine optimum requirement staffing strength . Practice of distributing budget to all . Budget to be allocated based on the need areas and sectors without any identification giving priority to the need of regards to needs. those cannot raise their voices . Participatory and Bottom up . Revise 14-step planning process in line planning process is not taken into with the changed context and concerned Planning account and not adopted. beneficiaries to be well consulted during the planning process. . Projects are selected directly from . Stop selecting projects from central bodies central bodies without addressing without consultation with local bodies and the district need and priorities with beneficiaries and their needs. political influences. . Problem on staff mobilisation and . Staff to be deputed based on his/her their low competencies experience and expertise and enhance . Project implementation without their skills on regular basis. making DPR . Concerned agency to be enforced not to . Cumbersome procurement process build any projects without DPR. and inadequate time frame . Some flexibility in procurement to be . Poor quality control system allowed . Role and responsibilities of each individuals to be defined for assuring . Poor or no practice of making quality of works. Implementation annual work plan . Mandatory provision of annual work plan (maintenance, to be made for implementation of any upgrading, . Contribution from local beneficiaries project sustainability) not realised in real sense . Raise awareness for ownership feelings by the local beneficiaries and make mandatory provision of contribution for locally managed projects. . User groups acting as hidden contractors and no regulation to . Amend rules and regulation to control control or penalise them if poorly UCs performed. . No people participation in implementing projects . Select projects where people participation is ensured . Inadequate budget to complete . Central govt. to allocate funds based on projects the real needs of the project. . Projects are selected and . Sources of funding to be ensured before approved without ensuring the project approval and start-up fund. Funding . Budget deficit for on-going . First priority of budget allocation to be projects given to complete on-going projects. . Budget release is not on time . Central Govt. should release fund on time. . On-going projects affected by . District authority should control heavy increase in district rate unreasonable district rate increment.

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. Office building and premises not . Office building and space to be appropriate and adequate for RM constructed as per the need of RM. . Lack of office facilities (furniture, . Manage office facilities as early as equipment etc.) possible. . No clear provisions on how to use . A clear policy to be formulated on how or take ownership of existing ownership of existing infrastructures Organisational facilities of different govt. offices at including office building is transferred to Structure (GoN local level local govt. & private) . Poor information and . Upgrade existing communication facilities communication system . Inadequate strength of existing . Authorise local bodies to recruit needed staff. staff on contract basis if not avails staff . No clear policy to promote public . Develop appropriate strategies to go for private partnership (PPP with PPP model depending on the local needs INGOs, donors &private sectors). and demands . Lack of effective monitoring and . Establish effective M&E system and evaluation system implement effectively . No timely monitoring and . Depute/recruit adequate staffs, evaluation due to inadequate performance of those who involve hould manpower also be evaluated . Ineffective and inadequate . Budget should be allocated as per the monitoring and evaluation system needs. Provision of vehicle is the must. due to unavailability of vehicle/fuel. Monitoring . Inappropriate timing for fund . Budget release should be on time and release and payment . Enhance skills and capacity of those who Evaluation . No practice of performing M/E based on the realistic grounds due involve in M/E to lack of skills with monitors and evaluators . Result-based M/E with objectively . Accountability for the work carried verifiable indicators to be in place out is very poor . Implementation of feedback to rectify . Monitoring done only for formality, must be done and responsible person implementation of feedback held accountable for the task they absent. performed with provision of rewards and punishment

4.5 CLOSING SESSION: Following the presentations by each group, the facilitator invited the chair of the workshop (DCC Vice Chairperson) for her remarks and requested to close the workshop. In her closing remarks, she thanked all participants for their active participation in the programme. She also said that the main objective of the program is to develop strategies for working with Rural/Municipalities in the coming days. RM/M should coordinate with development partners to carry out development works in their areas. To do this, it is important to get feedback from all elected representatives and take decisions in a participatory manner. The workshop chairperson Ms. Ratna Devi Kami, Vice chairperson of DCC has expressed heartfelt thanks to DFID for continuing RAP in Dadeldhura and looked forward to see an intimate collaboration with the project during coming years of implementation. She also opined that RAP 3 should harmonize its activities and

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resources based on the district needs and its priorities. She hopes for RAP3 having its effect on all 7 R/Municipalities and none shall feel being left out on the process. She also highlighted on the support required for DCC itself for effective mobility and monitoring in the district. Finally, she closed the workshop expressing thanks to RAP3 for creating a common platform to share development issues and constraints prevailing in the district.

4.6 KEY OUTPUTS OF THE WORKSHOP: Key outputs of the workshop are:

. The workshop participants had a common understanding about the objectives and scope of RAP 3. . RAP3 has initiated the process of engaging key district stakeholders in different areas. . Road was considered major development issues followed by low availability of resources (fund), less competent human resources, no clear HR policy, minimal office facilities and equipment were common issues. . Newly elected personnel’s were curious and identified major issues/problems of development and set of recommendations to resolve identified issues and problems. Summary of discussion is presented below. The common issues in all thematic sectors are: . Policy issues: The newly elected local level representatives are very enthusiastic to start development work of their political territorries. Even though some statutory provisions have been put in place, necessary acts, regulation and directives required for full-fledged functioning of the local units are yet to be enforced by the central government. After enactment of necessary statutes and related rules and directives, a lot of policy related hindrances and constraints will start popping up in different areas of local development. The existing local development policies including those related to RTI needs to be revisited and amended in line with the new acts and regulation. For example an extrinsic environmental criteria to be followed (EIA, IEE ,Tree cutting), that takes very long time for formal approval. Likewise, there is no consistency about land compensation, no land use policy and many more, which hampers development at local level. . Planning process: The selection of project is based on accessibility rather than necessity. There is big problem in prioritising the projects, no coordination, planning often seems political motivated. There is lack of feasibility study and detail project report of selected projects, exclusion of voices of the voiceless and disadvantaged groups in the planning process and no meaningful participation of target beneficiaries at local level are the major problems in the local development planning. . Implementation: Plans not being implemented as per timeline, this is due to incompetent and inadequate workforce, lack of technology, tools, equipment and delayed release of budgets. In addition, politicisation of development projects, no rewards and punishment policy and very poor quality management system are major issues in project implementation. . Funding: There is very high demands vs less resources avails, there is absence of plan to raise the financial resources at local level, on the other hand R/Municipalities’ are unable to generate internal resources due to less economic activities in the district, improper utilisation of available fund, delayed fund transfer from the central Government/Ministry, lack of ownership among human resources, merging of private

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and non-Governmental sectors with local level financing system are the common issues identified in the EW. . Organisational Structure: There is insufficient and incompetent workforce avails at local level. Newly formed R/Municipalities are lacking basic infrastructures like an office building/facilities for regular functioning of their offices. Lack of proper utilization of available skills and capability, absence of proper work culture, lack of coordination within an organization itself are the common issues identified in the group works. . Monitoring & Evaluation: There is no technical assessment, no evaluation after completion of works, lacking clarity on provision of fine and incentives, lack of result-based monitoring and evaluation with sufficient documentations is a common issue. There is no mandatory provision of providing feedback to the implementation team for improvement and rectification in works performed. There does not exist a systematic approach to tracking progress and quality in development projects. M & E is carried out as a ritual just for the purpose of formalities. 4.7 WORKSHOP EXPENDITURE: The total cost of the EW, AR and CIM stands at NPR 84,728.00. Detail breakdown is presented in Appendix-6.

5 CHALLENGES AND OPPORTUNITIES:

This section deals with challenges and opportunities observed by the EW team during their Dadeldhura visit.

5.1 Challenges: 5.1.1 Weak monitoring and evaluation

In Dadeldhura, monitoring and evaluation of projects has been very weak. There is a tendency to overlook the wrongdoings with no action taken from the concerned officials. The inability to take action against the offender has led to question the effectiveness of monitoring and evaluation and system in place. Further lack of “Reward and Punishment” System has been a contributing factor in poor performance of projects in the district.

One of the group praised the RAP3 approach/initiation for charging LDs to contractors for failing to complete work on time or not failing to order correction of constructed work, no matter the cost of faulty construction.

The newly elected local bodies now wants to improve their own monitoring and evaluation system and wants to make it as effective as the RAP3.

5.1.2 Government physical infrastructure and manpower:

Dadeldhura is now suffering from proper physical infrastructure for the operation of governmental as well as newly elected local body’s office. The lack of skilled manpower is the other aspect of problem that needs overcoming at the moments. With no technical person even in the level of Sub-Engineer in newly formed R/Municipalities has been a major problem in executing physical works. The situation is further aggravated by the facts that skilled manpower undesired to work at

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R/Municipalities. Lack of proper training and motivation to currently employed staffs at R/Municipalities is the other challenge that requires overcoming.

5.1.3 Policy Harmonisation:

There is no proper policy to address the need, purpose and demand on which project is based. Further improper implementation is already in place and master plans has led to projects that are both biased and financial strain to already scarce resources. There is major lack in policy for human resource management and economic development. At present the situation remains where old rules and policy remains passive and new policies still need to be formulated. The approach of every governmental offices and different projects being different from each other has make policy harmonisation very difficult. The formulation of new master plans that will not only address the need of newly elected local bodies but also set prioritisation among all the local bodies is needed the most at the moment.

5.1.4 Financial Difficulties:

The major problems lies that the new R/Municipalities still depends on central government for the budget allocation. Inability/dilemma in consuming the resources within one’s state and fix taxation and bringing it to effect. Dilemmatic situation for agreement among local bodies, donor agencies as well as other organisation due to inadequate rules and regulations. There is a lack of coordination among the local bodies itself in setting the monetary plan.

5.1.5 Planning and implementing projects:

Policies that has been chosen and mandated are not taken into consideration while planning and executing projects as outlined. Manipulation of restricted people or groups remain prevalent in the process of project selection. Similarly incompetency at implementation level, no proper work plan and stakeholders lack of awareness for the importance of proper work plan also remains a major challenge. The culture of non-accountability to their action or lack of obligation that has been rooted deep in both implementing agency and performing agent has been a major stumbling block in proper implementation of projects. The budget usually does remains unspent by the closure of Governmental fiscal year due to incompletion of projects within stipulated time.

5.2 Opportunities:

5.2.1 Physical Accessibility:

Dadeldhura is one of the easily accessible districts. , District headquarters can be reached by driving from Nepalgunj or Dhangadhi within a day. Addition of flight in KTM- Dhangadhi sector has make the travelling to Dadeldhura much easier. The DHQ is linked with Black topped road and is operational all season. Most of the DRCNs are pliable during rainy season as well.

5.2.2 Climatic condition:

Dadeldhura has quite favourable temperate climate in general. All the VDCs can easily achieve 12 months of working season. No adverse weather during winter. Monsoon leads to farming season which may have negligible effect on the work, since most of our work is concerned with partial input of RMGs per month or contractor modality, it has minimum effect in work.

5.2.3 Development Opportunities:

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With rapid expansion of new road construction length with minimum supervision from qualified technician, the need of maintaining the newly excavated road has become more necessity and problematic. Integration of RMGs pilot project to government and assuring its sustainability within the government bodies i.e. insuring institutionalisation of RMGs will be a major achievement in long term maintenance or DRCNs in the district. Similarly, with newly elected local bodies now coming into effect introducing the concept of maintenance will allow to influence the prioritisation of maintenance over new construction.

5.2.4 Environment, climate change and Disaster Risk Reduction:

Impacts of climate variability has been experienced in the district such as failure of mango, disturbances in crop calendar due to erratic pattern of rainfall, increased temperature and so forth. However, ultimate impacts are the result of combination of climate change and erosive development and livelihood practices such as negligence of hazard/disaster risks into infrastructure and livelihood resources. Nobody is known to local weather information services which warrants establishment of robust weather station enabling access of communities and service providers to weather information. People are not much aware about the risks while taking decisions.

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Appendices:

Appendix-1: CIM summary Scores:

Baseline Thematic 2014 2015 2016 2017 S.N. Key Element score Remarks Area score score score score 2013 1.1 Asset Management priortisation 6.00 8.80 8.89 8.90 9.00 1 Planning 1.2 Asset Management Planning 6.00 8.40 8.20 8.50 9.10 2.1 Asset management implementation. 5.00 7.60 8.26 8.62 8.50 2 Technical 2.2 Road Project management 4.00 5.40 6.00 6.43 7.80 2.3 Road network condition 5.00 5.80 5.59 6.26 7.70 2.4 Road network standard 5.00 6.00 6.10 6.50 7.00 3.1 Maintenance funding 6.00 7.60 7.59 8.00 7.20 3 Financial 3.2 Financial management procedures 4.00 4.60 5.60 6.40 8.20 3.3 Fund disbursements 3.00 5.20 5.86 6.72 9.00 4.1 Institutional relationships 4.00 5.40 6.40 7.00 8.70 Institution 4 4.2 Minimum conditions Performance al - 6.00 7.75 6.00 8.00 Measurement (MCPM) Discuss on political, economic status and social concerns (eg. Chhaupadi, Social and 5 HIV Aids, caste and gender - 6.67 6.70 6.83 7.50 Political discrimination , realtion between rich and poor etc. Total 4.80 6.46 6.91 7.18 8.10

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Appendix-2: Field Itinerary

Month Date Activities Transport Mode Sept 08 Kathmandu - Dhangadi – Dadeldhura, CIM Assessment By Aeroplane / Car Sept 09 Preparation for the Workshop and coordination with DCC/LDO NA and DTO at Dadeldhura. Sept 10 Annual Review/Engagement Workshop at DAD NA Sept 11 Dadeldhura- Dhangadi-Kathmandu By Car/Aeroplane

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Appendix-3: Workshop Schedule:

10th of September, 2017,

Time Activity Responsibility Part-I. District Review: Progress, Lesson Learnt, Discussion, ASP Priorities 08:00 – 08:30 Breakfast Organiser 08:30 – 9:00 Registration of participants Jaya Raj Bhatta/SAME 09.00 – 09:05 Nomination of Chairperson & Chief Guest RKS/Officiating LDO/DE 09:05 – 09:25 Introduction of Participants RKS/Officiating LDO/DE 09:25 -09:35 Welcome Speech RKS/Officiating LDO/DE 09:35 -09:55 Workshop Objectives and back ground of RAP3 SP/EW Team Leader 09:55 – 10:20 Presentation: Support to DCC over the past year NS/GE 10:20 – 10:35 TEA BREAK Part-II. Municipal Engagement Workshop 10:35 – 11:45 Presentation: Municipal Engagement SP/EW Team Leader cum Facilitator 11:45 – 12:45 Break Out : Municipal Priority Issues, Challenges SP/EW Team Leader cum Facilitator 12:45 – 13:30 Lunch Organiser 13:30 – 15:30 Presentations by Groups on Priority Issues Participants 15:30 – 15:40 Tea Break Organisers 15:40 – 16:30 Break Out: Suggested Solutions to Prioritised SP/EW Team Leader Issues cum Facilitator 16:30 – 17:00 Closing Remarks by Officiating LDO/DTO Chief, SP/EW Team Leader and closing remarks from the Chairperson and cum Facilitator close the workshop.

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Appendix-4: List of Workshop participants:

S.N. Name Organization Designation 1 Ratna Devi Kami D.C.C, Dadeldhura Deputy chief 2 Bipin Ojha Amargadhi Municipality Mayor 3 Umesh Prasad Bhatta Ajayameru RM Chief 4 Nawal Bahadur Malla Ganyapdhura RM Chief 5 Kamaladevi Dangula Ganyapdhura RM Deputy Chief 6 Kabindra Bista Nawa Durga RM Chief 7 Ram Chandra Awasthi DCC, Dadeldhura Member 8 Ram Kumar Shrestha DCC/DTO Acting LDO/DE-DTO 9 Kalawati Bhad Amargadhi Municipality Deputy Chief 10 Chandra Devi Ayer RMG Treasurer 11 Chandra Dev Bohara Aalital RM Ward Chair Person 12 Man Bahadur Saud Nepal Journalist Association Chairperson 13 Anup Jung Pandey Energy Section DCC Energy Development Officer 14 Tek Bahadur Bhandari DCC Assistant Sub-Engineer 15 Lokendra Bahadur Bista DTO Computer Operator 16 Badrinath Sapkota Ganyapdhura RM Executive Officer 17 Keshav Raj ojha DCC Accountant 18 Narendra Singh Thagunna Aalital RM Executive Officer 19 Dipak Mahata FNCCI/Dadeldhura Treasurer 20 Khem Raj poudel Ajayameru RM Executive Officer 21 Dev Bahadur Saud Raduwa-Pardakhet RMG Chair Person 22 Harka Ram Sanbau Gaibandhe-Saleta RMG Chairperson 23 Dan Bahadur Chand Dungry-Seragaad RMG Chairperson 24 Chandra Bdr. Rokaya District Administration Office Representative 25 Harka Bahadur Bista Contractor’s Association Chairperson 26 Tek Bahadur Rana DTO Assistant Sub-Engineer 27 Shyam Prasad Bhatta DTO Assistant Sub-Engineer 28 Hikmat Bdr. Singh Nepal Journalist Association Secretary 29 Sher Bdr. Gurung Chandani Construction Representative 30 Shankar Pokharel RAP Social Devt. Specialist 31 Santosh Pandey RAP Intern Engineer 32 Sunil Kumar Sharma RAP SLT 33 Anil Kumar Dhungana RAP IoW 34 Pushpa Raj Panta DTO Driver 35 Ramesh Singh Kadal DCC Driver 36 Jay Raj Bhatta RAP SAME 37 Dambara Devi Bogati Gangkhet RMG Chairperson 38 Prakash B. Ayer RAP Intern STS 39 Bhim B. Karki Badal RMG Chairperson 40 Shiva Raj Pathak NGO Federation Dadeldhura Representative 41 Padma Bahadur Bohara Bhageshwor RM Deputy Chief 42 Lokendra Singh Negi Bhageshwor RM Executive Officer 43 Marshal Panta Nawa Durga RM Executive Officer 44 Devaki Ayer Birbetal RMG Member 45 Sapana Singh Radio Amargadi Representative 46 Santosh Kumar Khadka Ugratara Transport Chairperson 47 Damabara Oli Nawa Durga RM Deputy Chief 48 Chakra Raj Joshi District Police Office Deputy Superintendent of Police 49 Ganesh Singh Bista District Police Office Constable 50 Prem Singh Karki District Police Office Constable 51 Mahesh Pandey District Police Office Constable 52 Shiva Raj Chataut Ajayameru RM Member

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53 Kuber Singh Bhandari Contractor’s Association Office Assistant 54 Niran Sunwar RAP Graduate Engineer 55 Nar Bahadur Bista DCC Office Assistant 56 Dhruba Air District Police Office Constable

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Appendix-5: Workshop Meeting Minute:

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Appendix-6: Expenditures of Workshop:

SN Cost headings Amount in NRs 1 Allowances to Participants 42,400.00 2 Hall Rent 2,240.00 3 Food and Snacks 32,758.00 4 Stationery 4,830.00 5 CIM Meeting Allowance 2,500.00 Total 84,728.00

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Appendix-7: Photographs:

Photo 1: Acting LDO/DE Ram Kumar Shrestha delivering welcome speech and briefing the participants on RAP3 and Annual Review.

Photo 2: TMO representative delivering a presentation on municipal engagement strategy

Photo 3: GE Niran Sunwar presenting on the overall progress of RAP3 for the fiscal year.

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Photo 4: TMO facilitator Shankar Pokharel briefing the EW’s group exercise.

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Photo-5: Group Exercise

Photo-6: Group Exercise

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Photo-7: Group Exercise

Photo 8: Chairperson of Ajaymeru RM, presenting the findings of his group.

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Photo 9: Chairperson of EW, Ms. Ratna Devi Kami/DCC’s Vice-Chair delivering her closing

remarks.

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