KERALA LOCAL GOVERNMENT SERVICE DELIVERY PROJECT (KLGSDP) ANNUAL PERFORMANCE ASSESSMENT (APA) DISTRICT LEVEL TRAINING IMPLEMENTATION REPORT 1 Table of Contents Sl. Particulars Page No: No 1. Background 3 2. Training Objective 3 3. Target group 3-4 4. Mobilisation of Participants 4 5. Training Schedule 4 6. Training Manual 4 7. Programme schedule 4 8. Participation details 5 9. Achievements in a Nut shell 5 10. Photographs 6 11. Press coverage 7 - 13 Annexure – 1: Training Schedule 14 Annexure – 2: Programme Schedle 15 12. Annexure – 3 -16 : District wise Participant list 16 – 79 Annexure – 17 : Cumulative Participant list 80 2 1.Background: One of the major components under the Kerala Local Government Service Delivery Project (KLGSDP) is the Performance Grant (untied funds to 978 Grama Panchayats and 60 Municipalities) to enhance their development spending in areas of public services including maintenance of assets. The grant will be introduced over two phases. During phase 1 (year 1 & 2 of the project ie 2011 - 12) the grant will be released subject to certain basic fiduciary and procedural requirements. To access the Performance Grant for the Phase 2 (year 3 & 4 ie. 2013 – 2014), the Local Bodies are required to meet a set of Mandatory Minimum Conditions (MMC) assessed annually through a set of performance criteria. The Performance Assessment has two components – the first component assesses compliance with MMC and the second component assesses a broader set of weighted performance criteria, related to key performance focus areas in the program, on which Grama Panchayaths and Municipalities are scored each year. GPs & Municipalities are required to meet minimum score and only GPs & Municipalities which meet the MMCs and minimum performance score will receive the performance grant allocation. Vide G.O.(Rt) No.1943/2013/LSGD dated 23.07.2013, Government issued Frame Work to be followed for Annual Performance Assessment. Annual Performance Assessment (APA) of the participating Local Bodies will be carried out through Independent Agencies. One Lead Agency and three sub Agencies for carrying out Annual Performance Assessment is now on position and it is proposed to initiate performance assessment of LSGIs during October, 2013. Now, for the smooth and successful conduct of APA, the Local Body functionaries have to be oriented with the APA Frame work and its process before its commencement. Hence it is proposed to conduct 14 District level orientation training programme on APA for the LSGI functionaries (Panchayath Presidents/Municipal Chairpersons, Secretaries, Assistant Engineers, Accountants and Plan clerks) on war footing basis. 2. Training Objectives: It has been proposed to undertake the training with the following objectives i) To familiarise LSGI functionaries about Annual Performance Assessment (APA) process ii) To create awareness with regard to APA Frame work and Performance indicators iii) To equip the functionaries of LSGIs for APA 3. Target Group: APA being a new initiative, the main functionaries of LSGIs associated with various functions have to be equipped with APA Frame work and Performance indicators. Hence it 3 was proposed to impart training to 5 representatives from each Local Body namely Panchayath Presidents/Municipal Chairpersons, Secretaries, Assistant Engineers, Plan Clerks and Accountants. The target group comes to the tune of about 5,200 (1038 Local Bodies X 5). As the APA has to be initiated by October, 2013, it was proposed to conduct training at District level so as to cover all the participants within a short span of two months. 4.Mobilization of Participants: Mobilization of participants for the training program is a herculean task. The Project Management Unit & District Co ordinators of KLGSDP made intensive effort to mobilize maximum participation and the action initiated are as follows: i) Hard copy communication to all GP Presidents/ Municipal Chairpersons & Secretaries ii) E-mail communication to all GP Presidents/ Municipal Chairpersons & Secretaries iii) Communication to all 14 Deputy Director of Panchayaths to alert Secretaries in their monthly review meeting iv) Communication to 3 Regional Directors of Urban Directorate to alert Municipal Secretaries v) Direct telephone to all 1038 Local Bodies from PMU vi) Telephone & follow up co ordination by KLGSDP District Co ordinators 5.Training Schedule: APA orientation is scheduled as a one day program at District level. The program started on 16 th August , 2013 at Kollam District and ended on 8th October, 2013 at Kozhikode. 14 APA training programs were conducted within a short span of two months. The details with regard to the date and venue of District level programs are shown in Annexure – 1. 6.Training Manual: A new Training Handbook with descriptions of APA Frame work was prepared exclusively for this training. The Handbook has two parts – first part in English and the second part in Malayalam. All the participants were provided with this Handbook. 7.Program Schedule: APA Orientation training to the LSGI functionaries is carried out on the basis of a well structured Programme schedule which is appended as Annexure – 2. Training started with program briefing. To ensure the quality of subject delivery, the APA Frame work is presented by PMU Specialists themselves using power point presentations. 4 8.Participation details: The District wise participation details of trainees are given separately in Annexure 3 – 16 and the cumulative statement in Annexure – 17. Analysis of training details revealed that out of 1038 LSGIs, except two all are represented in the training programmes. The LSGIs not represented in training programme are i) Sholayur Grama Panchayath in Palakkad District and ii) Pathanamthitta Municipality in Pathanamthitta District. Thus the representation of LSGIs in the APA training is 99.81%. Altogether 4394 participants from 1036 LSGIs have attended in 14 training programmes. The highest representation is at Malappuram District programme with 463 participants followed by Palakkad District with 407. The percentage of participation level showed that Thiruvananthapuram is the highest with 100.81% followed by Kozhikode with 97.56%. The lowest percentage is at Alappuzha with 71.73%. The overall percentage of participation is 88%. The participation level of different categories is as follows: GP Presidents 664 GP Vice Presidents 58 GP Secretaries 775 GP Assistant Secretaries 81 Assistant Engineers 663 Plan Clerks 783 Accountants 867 Others (Overseers, Standing 244 Committee Chairpersons etc.) ULB representatives 259 TOTAL 4394 9.Achievements in a Nutshell • 14 APA trainings conducted within a short span of two months • A Handbook on APA developed exclusively for the training • 977 GPs out of 978 and 59 Municipalities out of 60 represented in the training • 4394 LSGI functionaries were trained representing 664 GP Presidents , 58 Vice Presidents, 775 GP Secretaries , 81 Assistant secretaries, 663 Assistant Engineers ,, 783 Plan Clerks , 867 Accountants and 259 ULB functionaries • All the sessions in 14 District level trainings were handled exclusively by PMU Specialists • Created awareness among LSGI functionaries about APA and its process • Made acceptance of APA among LSGI functionaries and equipped them to be ready for APA 5 HON’BLE MINISTER FOR PANCHAYAT AND SOCIAL JUSTICE INAUGURATES THE APA DISTRICT LEVEL TRAINING AT THIRUVANANTHAPURAM APA- TRAINING- A VIEW OF AUIDIENCE IN MALAPPURAM DISTRICT TRAINING 6 7 8 9 10 11 12 13 Training Schedule Sl. Name of District Date Venue No 1 Kollam 16.08.2013 T M Varghese Hall , Near Civil Station, Kollam 2 Kasargod 20.08.2013 Municipal Conference Hall , Kasargod 3 Kannur 21.08.2013 District Co operative Bank Auditorium , Kannur 4 Palakkad 29.08.2013 Municipal Town Hall , Palakkad 5 Thrissur 30.08.2013 Town Hall , Thrissur 6 Wayanad 03.09.2013 Municipal Town Hall , Pinangode Road, Kalpetta Kizhakkedath Tourist Home , Mariam Complex, 7 Pathanamthitta 06.09.2013 Near KSRTC Bus stand, Pathanamthitta 8 Kottayam 10.09.2013 CSI Retreat Centre , Near CMS College, Kottayam 9 Alappuzha 11.09.2013 Town Hall , Alappuzha Variankunneth Kunjahammed Haji Smaraka 10 Malappuram 24.09.2013 Town Hall , Malappuram 11 Ernakulam 26.09.2013 Thrikkakara Municipal Community Hall , Kakkanad 12 Idukki 27.09.2013 District Panchayat Hall , Painave, Idukki Thiruvananthapur Panchayat Association Hall, Vellayambalam, 13 03.10.2013 am Thiruvananthapuram Hotel New Nalanda ,A.G.Road, Near Head Post 14 Kozhikode 08.10.2013 Office, Kozhikode 14 District Level Refresher – cum – Annual Performance Assessment (APA) Orientation Programme for the LSGI Functionaries Programme Schedule Date: Venue: Time Session Resource Person 09.30 – 10.00 am Registration 10.00 - 10.20 am Inaugural Session 10.20 – 10.30 am Programme Briefing Dr.K.Krishnakumar Capacity Building Specialist, KLGSDP 10.30 am -1.15 pm Annual Performance Mr. R. Jayachandran, Finance Assessment (APA) of Local Bodies – an Management Specialist,KLGSDP Introduction to Guidelines & tools Mr.K.Vijayakumaran Procurement Specialist, KLGSDP Dr.Bindu.M.S ESMF Specialist, KLGSDP 1.15 – 2.15 pm Lunch Break 2.15 -3.15 pm Refresher on ESMF & Procurement Dr.Bindu.M.S ESMF Specialist, KLGSDP Mr.K.Vijayakumaran Procurement Specialist, KLGSDP 3.15 – 3.45 pm Programme Evaluation & Feedback Vote of Thanks District Co -ordinator, KLGSDP, 15 Name of District-Thiruvananthapuram Sl Asst No of Name of LSGI President Vice President Secretary Asst Engineer Acccountant Plan Clerk Others No Secretary