Orientation Session of KfW-LACIP Phase I-III Partner Organizations

29-30th November, 2012

Table of Contents

Introduction .................................................................................................................................... 2 Welcome address and Objectives of the Workshop ...................................................................... 3 Institutional Development .............................................................................................................. 4 Community Physical Infrastructure ................................................................................................ 6 Livelihood Enhancement and Protection ....................................................................................... 8 Environmental and Social Management Framework ................................................................... 11 Health and Education ................................................................................................................... 14 Procurement at Community level ................................................................................................. 16 Finance and Accounts ................................................................................................................... 18 Reporting Requirements and Processes ....................................................................................... 20 CPI Record Keeping ....................................................................................................................... 22 GIS Coordinates and Case Study Formulation .............................................................................. 23

Introduction

With the financial support of KFW, PPAF launched the Livelihood and Community Physical Infrastructure Project (LACI-P) in five districts of Khyber Pakhtunkhwa province of Pakistan. The districts include Chitral, Swabi, Buner, Charsadda and Dera Ismail Khan with an estimated population of four million people living in an area of 26,580 Sq. Km. The selected districts are prone to natural disasters in recent years and vulnerable to poverty due to small land holdings and exposure to poor economic opportunities. PPAF is working in partnership with local organizations and programme has been designed with the purpose to improve the quality of life of the poor and needy population and an overall improvement in social services in the areas with a key focus on physical infrastructure, health, education, and livelihood. The financial layout of the project is 31.5 million over a period of three years with an aim to target 600,000 people in five districts. The key objectives of the programme are: Increased access to and sustainable utilization of physical infrastructure by the population of the project region Increased employment and income opportunities, especially for the poor Strengthening of the local civil society and enhanced participation of the population in the decision-making process including building the target community disaster preparedness and mitigation capacities

1. Welcome address and Objectives of the Workshop Mr. Masood Khalid, Project General Manager - LACIP

The workshop was started with recitation from holy verses, and introduction of the participants. After introduction, Mr. Masood Khalid shared the objectives and scope of the two day orientation workshop. He briefly shared the background of the project as explained under introduction section. He said PPAF interventions revolve around institutions of the poor to alleviate poverty. While focusing on the LACIP, Mr. Masood emphasized on the development of Village Development Plans (VDP) for each revenue village. He encouraged the POs to do an activity of developing a before and after poster of their village with the community institutions in which they will draw the present situation of the village and how they would like to see the village after five years. In addition, he focused on Multi-Sector Planning which aims to enhance synergies between different kinds of objectives through identification, formulation, screening, ranking and programming of interventions. He said that multi-sector planning facilitate a decision making process where projects with diverse objectives compete with each other for funds from the same budget. He urged the POs to do multi-sector planning at Union Council level and once the planning is complete, all POs should coordinate to develop District Development Forum chaired by the DCO. Mr. Masood said that if POs would like to revise the implementation plans of their Operational cost (15% of the total cost), they can coordinate with the PMU. He also added on the purchase of vehicles that reconditioned vehicles can be purchased for the LACIP.

2. Institutional Development Mr. Taimur Jehangir, Senior Management Executive - LACIP

Mr. Taimur Jehangir presented with the institutional development giving the idea, introduction, set parameters, project outputs, role of institutions and its core values, challenges & way forward etc. He said the Social Mobilization is an essential first step to engage peoples participation in achieving a specific development goal through self -reliant efforts. He said this process leads to community based institutions, which are believed to be the foundation for all other interventions/components directed towards poverty alleviation and income generation.

He put the strong emphasis on understanding the objectives and core values of institutional development which are as follows: Good Governance (Exercising power and decision making for a group of people Well-being of the community depends on the choices made by the people granted this authority) Inclusion (inclusion of poor and marginalized segment of the society, minority &women) Transparency (When much is known by many & leads to greater efficiency, empowerment & less corruption) Accountability (Obligation and willingness to accept responsibility or to account for ones action, accept responsibility for it and disclose the results in a transparent manner)
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Effective Participation. Environmental Protection & Sustainability

While discussing that what PPAF want to achieve under institutional development Mr. Taimur explained the some of the key indicators are as follows: At least 50% of the households in each priority Union Council are members of COs. At least 75% of the households in targeted villages are members of Cos At least 60% of poor & poorest households in targeted communities are members of CO At least 40% of all community institution members in every priority UC are women At least 33% of communitys adults with special needs are members of CO/ WCO. At least 60% of the CO possesses financial, technical and managerial skills and capabilities. 60% of the Community institutions formed should be sustainable at the end of the project. 20% of the beneficiary population should have an increased income

Mr. Taimur also focused on development of VDPs, MSPs and establishing District Development Forums (DDFs) during his discussion.

3. Community Physical Infrastructure Mr. Waqar Hussain, Manager - CPI Unit

Mr. Waqar Hussain introduced the component of Community Physical infrastructure to the members of Partner Organizations present at the workshop. He emphasized on the massive role and importance of CPI in the KfW Project and explained that this particular component constitutes 54.83% of the total Project and as such it should be given a very high priority. Mr. Waqar discussed what the real outcome and focus of the CPI intervention should be and that the element of sustainability will only materialize once it is determined that poor communities have gained access to quality infrastructure services in the long run.

He informed the audience as to what exactly do small scale community physical infrastructures comprise of. He listed the following CPI interventions: Drinking Water Supply Irrigation Sanitation & Drainage Roads Culverts Bridges Slope Stabilization Flood Management
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The second part of Mr. Waqars presentation dealt with Project Proposals which are sent by the Partner Organizations. Mr. Waqar discussed in great detail the format for feasibility of the Project Proposal, the information that needs to be addressed in a Project Proposal and how this is a tool that needs to be used efficiently by the Partner Organizations. Mr. Waqar then went on to give clarity on the format and explained that the location map of the project, its project summary, project justification, design and cost estimates, environmental assessment, how the project will be implemented and managed along with the cost and benefit analysis need to be ensured by the Partner Organizations.

4. Livelihood Enhancement and Protection (LEP) Mr. Muhammad Basharat, Senior Management Executive - LEP Unit
Mr. Muhammad Basharat presented the livelihood program, process, wealth ranking and poverty score card. He said that the objective of Livelihood program in LACIP is to develop the capacity, opportunities, assets and productivity of community members to reduce their vulnerability to shocks, improve their livelihoods initiatives and strengthen their business operations. While discussing the process of Livelihood Program he said that situational analysis is carried out after selecting an area of priority. After that poverty score card survey is carried out to identify the individuals with need of asset transfers or livelihood trainings.

Mr. Basharat explained identification and prioritization of poor through the Poverty Score Ranking which is given below: Above Poverty Line: Household scoring 24 -100 (both inclusive) points on Poverty Score Card Poor: Household scoring 23 or less than 23 on Poverty Score Card

Vulnerable Poor: Household scoring 11- 18 points on the Poverty Score Card and meeting any one of the following additional criteria: Households headed by widows having no male child of over 18 years of age. Households headed by abandoned women. Households headed by girls/women dependent on others. Households with orphans without legal guardians Households with persons with disabilities Households headed by person over age of 60 having no male child over age of 18 Households adversely affected by natural and human made disaster and did not get any support to re-build their livelihoods. Households with persons with chronic diseases Households of schedule cast and other discriminated communities Ultra Poor/ Destitute: Households scoring 0-11 on the Poverty Score Card The detail of procurement procedure of asset transfer to ultra and vulnerable poor was explained by Mr. Basharat which is as follows: 1. Formation of Purchase Committee consisting of 4 individuals (The beneficiary/right holder, 2 CO members & 1 PO staff member) 2. Resolution from COs for the nomination of persons. 3. The procurement team shall visit nearest market and check for prices. 4. Three quotations shall be obtained in writing and all the Procurement Committee members shall sign those quotations. 5. Purchase Order shall be issued by the CO/ VO, duly signed by the committee members as well as two other members from the CO/VO, with a copy to PO field office. Otherwise a resolution from CO/VO regarding assets purchasing must showing that the beneficiary/right holder is eligible, name and cost of the asset, what will be expected change in beneficiary/right holder life after having the asset and CO willingness to give possible support for his business & monitoring at CO/VO level.
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6. PO will share comparative statement with PPAF before purchasing the assets. 7. All payments shall be made through crossed cheque in favor of the vendor. 8. Assets will be delivered to the beneficiary/right holder in a broad based community meeting which will be properly recorded like photo, report and attendance of the participants. Once the livelihood plans are developed for those individuals and after the provision of livelihood support and skill training regular monitoring and counseling is carried out to measure the impact their earnings and savings.

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5. Environmental and Social Management Framework (ESMF) Mr. Muzaffar Iqbal, Manager - ESM Unit
Mr. Muzzaffar Iqbal started the discussion with the Environmental and Social Management Framework (ESMF) which has been prepared to set out the environmental assessment procedures required by PPAF and its POs to assess the environmental consequences of PPAF interventions, with a view to preventing execution of interventions with significant negative environmental and social impacts. It also attempts at minimizing potential negative impacts by incorporating mitigations at the design stage and implementing mitigations at the implementation stage of the interventions.

He said that PPAF has signed an agreement with International Development Association on 9th June, 2009 and according to that agreement the project implementing entity shall ensure that all activities and sub-projects will be carried out in accordance with the provisions of the Environmental and Social Management Framework; and not assign, amend, abrogate or waive the Environmental and Social Management Framework or any provisions thereof if, in the opinion of the Association, such assignment, amendment, abrogation, or waiver will materially and adversely affect the implementation of the Project or any Sub-project.

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While discussing the ESMF Algorithm, Mr. Muzzaffar said that Environmental and Social Review (ESR) is the first step to identify which type of environmental assessment will be carried out for this PPAF intervention is based on the following: 1. Pakistan Environmental Protection Act 1997, and Pakistan Environmental Assessment Procedures 1997; 2. PPAF negative lists for interventions; 3. World Bank Environmental / Social Operational Policies; If the project does not coincide with the above mentioned policies or fall in the negative list for interventions, the PO needs to revise that project proposal. On the basis of the environmental and social screening, the ESMF identifies different types of environmental assessments for PPAF interventions: Environmental Review (ER) Social Review (SR); Integrated Environmental Review (IER) Initial Environmental Examination (IEE) Environmental Impact Assessment (EIA) Social Impact Assessment (SIA)

Once the environmental screening protocol is identified for the specific intervention from the Table 2.1 in Environmental and Social Management Framework (ESMF), Form A for that specific intervention is filled by the PO which confirms that there is no environmental impact from this intervention and adequate environmental mitigation measures have been proposed and costs are made part of the proposal. Mr. Muzaffar Iqbal discussed the Completion certificate of the CPI schemes. He said Completion Certificate labeled as Form-B is required to be attached with the completion report to get a confirmation from the executing PO and its team about the incorporation of the required primary and secondary information at the proposal stage and implementation of the proposed mitigation plans for each CPI. The reporting person will report in Yes or No against the two indicators. In case of reporting No the reporting person is instructed to report the reason of noncompliance. Form-B has been proposed as a standard Completion Certificate for all types of

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environmental assessments. In the case of E/SR and IER it is the maximum requirement, however in the case of IEE and EIA/SIA it is the minimum requirement. IEE and EIA/SIA can demand additional information at the completion of the project. Four persons will sign the Completion Certificate. Three belong to the PO and project teams and one person from the community organization. It is important to note that verification by the community organization person is required to confirm that the community organization understands the importance of environmental aspects and impacts and has verified that the same have been incorporated during the project implementation. He said that ESMF is disseminated among all stakeholders by capacity building of PPAF and POs in environment and social monitoring and evaluation, through carefully planned events, including seminars, workshops and roundtable discussion with communities. He added that manual for ESMF- Environmental and Social Assessment (Vol 1), ESMFReference material and User Guidelines (Vol 2) and its Urdu translation are available on PPAF website. He said that PPAF ensures the effective implementation of ESMF by enhanced environmental/social reporting, regular monitoring by ESMU and PPAF Units and outsourcing the ESMF external monitoring. At the end of his presentation, Mr. Muzaffar Iqbal discussed the institutional arrangements made by PPAF to ensure the implementation of ESMF which are establishment of an Environmental & Social Management Unit (ESMU), establishment of a PPAF Panel on Environmental & Social Management (PPESM), establishment of a PPAF Environment Committee (EC) and appointment of Environmental/Social Management Professionals in POs.

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6. Health and Education Ms. Sabeen Younis, Manager - HED Unit Dr. Sarah Khalid, Management Executive -HED Unit
Ms. Sabeen Younis from Health, Education and Disability (HED) Unit presented the vision, objectives, project process, implementation and management tools of Health and Education component under LACIP. Ms. Sabeen discussed that the aim of Health and Education component is to enhance the quality basic services to poor and marginalized, improve the health status of target communities with a special focus on maternal and child health and enhance the quality of formal education through strengthening of schools and improving retention rates.

She said that the first step of any intervention is to develop/ Strengthen existing community based institutions and/or improve government facilities. In order to achieve the objective of the Health and Education component it is insured that community is participating in decision making and their own need assessment, also linkages of the community with the public and privative sector programs, and the community is responsive towards the up keeping of health centers and schools. She added that the process of the project will be the identification and pre-feasibility of community managed health centers and school, and the adoption of public sector institutions like schools, BHUs, RHUS, civil dispensary. The next step is for preparation of
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the project and approval of the project, feasibility, cost estimation and validation are to be considered during the project preparation phase. After the project preparation and then approval of the project the next step is implementation and management phase in which MOUs are signed between POs and Health and Education departments and adopted institutions, formation of health and school management committees, signing of TOPs, and then monitoring and support of POs HMCs, SMCs.

Dr. Sara Khalid shared the checklist to monitor health interventions of POs. She shared the key indicators which should be ensured during implementing health projects.

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7. Procurement at Community Level Mr. Sohaib Majeed, Senior Management Executive - Procurement Unit
Mr. Sohaib Majeed gave a detailed presentation on the procurement processes and procedures that should be adopted by the Partner Organizations. Mr. Sohaib explained that prior to issuance of any invitation for Quotation, the community should develop a Procurement Plan for the overall sub-project activities with the help of the PO; after which the proposed procurement plan for the project shall be furnished to the PPAF Procurement Unit for its review and approval, and such a plan shall be updated every six-months during the execution of the project, and such updating shall be furnished to PPAF for its review and approval as well.

The aspect of community participation in terms of procurement was explained to the POs. In case of sub-projects under CPI, LEP and H&E), estimated to cost less than US$ 30,000 per contract; Labor may be provided by the beneficiaries at market rates Materials may be procured by the beneficiaries under contracts awarded on the basis of National Shopping procedures

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Mr. Sohaib discussed the role of the Community Procurement Committee and explained that the Community Organization (CO)/Village Organization (VO) is responsible for setting up a Community Procurement Committee consisting of at least five members (both genders preferred) for procuring works and goods. He explained that the Committee shall ensure that procurement principles and guidelines are followed and that all procurements will be guided by the principles of economy, efficiency, equal opportunity and transparency. Mr. Sohaib emphasized that the Committee must comprise of one PO representative, two members from CO and one beneficiary and the committee should maintain a register of goods and services procured, ensure quality and quantity, and obtain beneficiary and Committee members signatures. At the end of the presentation Mr. Sohaib strongly advised the POs to ensure timely disbursement of funds to the COs for smooth procurement.

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8. Finance and Accounts Mr. Tariq Iqbal, Manager Finance and Accounts
Mr. Tariq Iqbal said that as a custodian of public funds we should feel responsible in financial control and management. Government of Pakistan has made agreements with several Governments to alleviate poverty and as result the grants we receive are debt on GoP which it pays back from the taxes. So, we all should feel responsible and honest to work for the poor and marginalized to alleviate poverty.

He explained that under LACIP all POs are obliged to maintain one bank account specifically for KfW funds. There should be no mixing of funds with any other donor at PO level. In addition he said that Statement of Expenditures (SOEs) must be submitted to the Coordination Unit and after review they send it to the F&A for their review and approval. He said F&A has developed a web based SOE tracking system for its partner organizations to facilitate them with prompt feedback on their disbursement status. He said that logins will be shared with the POs very soon after which they can track the status of their SOE and reviews as well. Finance and Accounts Unit works closely with the operational and support units to facilitate the POs and ensure adherence to stipulated requirements. He also said that it is mandatory for the POs to submit their annual reports as well.

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On the second day of the workshop, Mr. Tariq Iqbal summarized his Day 1 presentation related to bank accounts and Statement of Expenditures of the POs and responded to the queries in detail.

He further discussed the monitoring framework of PPAF with the POs. He said that monitoring visits will be mandatory for the PPAF (joint monitoring by relevant units mandatory where a PO is working on more than one thematic component). The purpose of the operational monitoring visits is to ensure activities and outputs are being delivered as per implementation plan, and to highlight gaps and challenges as observed. All monitoring visits will be conducted jointly and this higher level monitoring will consist of a multi-unit team representing compliance and quality assurance and financial oversight.

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9. Reporting Requirements and Processes Ms. Sana Zeeshan Shirazi, Consultant - LACIP
Ms. Sana Zeeshan Shirazi presented the reporting requirements and processes of LACIP. She said that reports under LACIP are prepared to present an overall view of project operations in terms of outputs, outcomes, relevant financial data and any impact assessments and evaluations that may be conducted from time to time.

Discussing the financial and output reports she that these reports correspond to the budget lines, outputs mentioned in the Financing Agreement and implementation plans executed between the PPAF and the PO concerned (number of COs, VOs, CPI Schemes, Asset transfers etc). Outcome reports are reports on all outcomes indicators mentioned in the results framework attached to the Financing Agreement and QPR. For example some of the outcomes measured annually are: 60% of COs are viable and sustainable and 90% of CPI schemes are maintained at functional level etc. She presented the few examples of outcomes measured at quarterly level which are 40% of CO members are women, 60% of poorest households are members of COs, 50% of livelihood grant recipients are women, 50% of students in PPAF supported schools are girls, 40% of SMC and HMCs are women and 50% of beneficiaries of health projects are women.

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She said it is mandatory for the PPAF partners to report on monthly and quarterly basis on the indicators listed in the reporting formats in terms of outputs, financial utilization and disbursements. These reports show output and financial data comparing plans with achievements. The deadline for SMR and QPR will be last working day of each month and quarter respectively. The Short Monthly report format and issues observed in POs SMRs was discussed with the POs and their queries were responded in detail. All POs receiving PPAF assistance are required to submit up-to-date quarterly information on expenditure, outputs and outcomes in a consolidated report that reflects the POs agreement with the PPAF. The POs are required to report the physical progress highlights (Summary of developments in all components since inception), program coverage (overall picture of Project area), sector wise project developments, fulfillment of project indicators and implementation agreements, formation of COs, VOs, LSOs and other activities in Institutional Development, design and construction works of CPI schemes and livelihood activities. She said that POs should provide and explanation in the QPR when benchmarks are not reached. She also added to provide case studies and photo documentation including description of photos of representative selected activities and to allow for easy reading and understanding of the document all other detailed data, tabular information, substantiating documents have to be presented in Annexes.

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10. CPI Record Keeping Mr. Fahd Usman, Senior Management Executive - LACIP
Mr. Fahd Usman elaborated the record keeping at CO level. He emphasized to maintain and update meetings registers (Weekly/Fortnightly/Monthly), attendance record of the CO meetings, copy of Project Proposal which includes all drawings of the proposed components and cost of the project including CO share and TOP (Terms of Partnership) signed between PO and the CO. Community contribution details, resolutions passed for the release of approved funds/installments (with majority, >75%), copies and bank deposit slips of the cheques received from PO (installment cheques) and three quotations of each main items of material should also be recorded in the Project File at the CO level.

Bank statement of the CO account at the completion of the scheme (Complete), resolution of CO at the completion of the project duly endorsed by the POs representatives, visit record of POs Staff and completion certificate duly signed should also be maintained, he added to his discussion. He also shared the overall objectives of LACI-P to be achieved at end of project and also discussed the establishment of district development forum and the Do no Harm approach with all the POs.

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11. GIS Coordinates and Case Study Formulation Zeeshan Azam, Consultant - LACIP
Mr. Zeeshan Azam provided a two part presentation dealing with GIS coordinates and Case Studies. He gave an insight about GIS coordinate collection to all the Partner Organizations, demonstrating the common mistakes made by POs while sending their coordinates. The formats of the GIS coordinates were explained to the attendees as Mr. Zeeshan discussed all the different components such as CPI and LEP and what information is to be recorded on the formats along with the coordinates.

The other aspect focused by Mr. Zeeshan was the practice of POs sending relevant pictures of community organizations and all the interventions along with the specified coordinates. Mr. Zeeshan simplified this process and explained that all the pictures for the coordinates provided need to tally with the serial numbers of the coordinates provided in the format, this way each picture could be identified with its correct coordinate whether it is a CPI intervention or an individual LIP. The second part of Mr. Zeeshans presentation dealt with the formulation of Case Studies. The POs were explained that Case Studies would be used as a tool to understand and give insight to the impact of the interventions which are carried out on community level. The POs were explained that the formulation of case studies was divided into three stages of before, during and after.

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The three stages were discussed with the POs and Mr. Zeeshan explained that each PO could determine their own way of collecting raw information for the case studies and identify stand out cases from their interventions as well, but the crux of the case study will have the three mentioned elements of before, during and after in order to be a complete case study. It was further explained that it is not necessary that a significant amount of time was required to evaluate the impact of interventions and that it would be not be premature to create case studies at an earlier stage, if anything, it would instantly show whether the intervention has caused any benefit to the people or not in the short term.

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12. Questions and Answers

After the presentations by the LACIP PMU and PPAF Unit members, there were intelligent questions which arose from the Partner Organizations attendees regarding various aspects of LEP, CPI, Reporting & documentation related matters. Mr. Fahd Usman took charge in terms of answering all the relevant queries of CPI. Fahd clarified to the POs that the number of schemes per Revenue Village must be 5 in number. There was confusion regarding the fact Hamlets are perhaps not the same as Revenue Villages and the C.E.O of SERVE Mr. Ahmad Zeb also stated that in D.I. Khan, there are majority of Hamlets due to the terrain; to which Fahd Usman explained that the term Hamlets is also to be used and considered as Revenue Villages as to avoid any confusion. Mr. Fahd Usman answered queries regarding which material is to be used in the construction of Link Roads and explained that Course material is to be used and applied instead of Granular material because the Course material has more load carrying capacity, the sustainability of the road increases and there is no interlocking of the particles.

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Information and clarity regarding the District Development Forums was provided to the attendees from the POs. It was explained to them that the District Development Forums are to be used as a platform for private and public linkage creation and stake holders such as Student bodies and universities etc. are to be involved in this process in order for the whole system to bear any positive impact. The new concept of Conflict Sensitive Project Management as a DO NO HARM approach of the Project was presented to attendees. The concept was being linked with Environment and Social practice aspects but Mr. Fahd Usman provided clarity to the POs and explained that the LACIP instilled the principle of the DO NO HARM approach which meant that no such intervention in an area will be carried out which adversely and negatively affects the living conditions of the population living there. It also included the aspect of not exacerbating an already highly volatile conflict situation in an area through an intervention, thus it needed to be understood by the POs that such an approach is to be taken in to account and researched so that no negative harmful impact is brought on to an area.

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