District Capacity Building Project, Bolgatanga
Assessment of Operation and Maintenance
Personnel of Community Managed Water
Systems Trained in O&M
Presented by: Kennedy Adinbo Aganah
Assistant Water and Sanitation Specialist
August 2004
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Summary
This report presents the assessment of system managers, operators and pipe fitters of small town water
systems and area mechanics that were trained in August 2003 in operation and maintenance (O&M) at
Tamale Polytechnic and Nandom Vocational School.
The major highlights of the assessment are presented below:
♣ A low profile and hence low priority is given to preventive/routine maintenance by the water
and sanitation development boards (WSDBs). Therefore, even though most O&M staff have
acquired considerable skills in O&M, they are unable to carry out routine maintenance
mainly due to lack of funds, tools and equipment. This has led to low morale and confidence
in the application of their skills.
♣ Sanitation, which is part of the WSDB’s mandate, is also ranked low or totally neglected. A
few WSDBs carry out some form of pump site cleaning and house-to-house education on
hygiene and sanitation.
♣ Report writing and record keeping has improved significantly in most WSDBs. However, the
lack of standardised formats for keeping records is hampering the quality of records being
kept.
♣ For most WSDBs, the major benefits of the courses are in the areas of pipe laying and repairs,
houdehold plumbing, new service connections, extensions, record keeping, water distribution,
and fault diagnosis. A few gaps were identified including: inadequate knowledge in the O&M
of the solar panel, electrical panel and the diesel generating set.
The overall picture is that trainees are making significant impact in the sustainable operation of their
water systems, but need adequate funds tools and equipment as well as regular on-the-job support to be
able to achieve DISCAP’s goal of maintaining most water systems using local resources.
Assessment of O&M Trainees August 2004
i
Introduction
Despite large investments, rural/small town water supply service delivery has had a poor sustainability
record. The key reason for this is the inadequate expertise in operation and maintenance (O&M) of the
systems.
Towards this end, DISCAP forged partnerships with various training institutions in northern Ghana to
train operators of small town water supply systems in O&M.
In all, there were three groups of trainees namely:
Group 1:
Course title:
Course duration:
Training institution:
System Managers and Operators
Certificate course in Water and Sanitation Management
Eight (8) weeks
Tamale Polytechnic
Group 2:
Course title:
Course duration:
Training institution:
Pipe Fitters
Certificate course in Pipefitting
Five (5) weeks
Nandom Vocational School
Group 3:
Course title:
Course duration:
Training Institution:
Area Mechanics
Advanced course for Area Mechanics
Five (5) weeks
Nandom Vocational School
Objectives of Assessment
This assessment tries to gather the following information:
♣
♣
♣
♣
How employers/supervisors of the trainees rate their performance after the O&M training
How trainees are impacting on the sustainability of their systems
The features and directional changes in O&M and
The relevance of the training to their jobs.
Assessment of O&M Trainees August 2004
ii
Detailed Assessment and Findings
Binaba WSDB
Respondents:
1. Rev. Fr Joe Ayimdana
2. Ateni Aduku
3. Emmanuel Abenem
WSDB Member
WSDB Member
Operator/Trainee
System Operational Problems
The guiding principle for sustainable water supply delivery is effective management of
O&M, but this has been lacking resulting into some of the following:
♣
♣
♣
♣
♣
♣
♣
One of two solar panels is broken down.
Gen set has a starting problem.
Solar panel unable to provide adequate power supply for pumping.
Burst pipes from road construction and other causes take a long time to be repaired.
Only one permanent staff member.
Low revenue due to inadequate water production.
Old stand pipes that have passed their useful life (most installed in the 1960s).
Preventive / Routine Maintenance
The only routine maintenance system in place is that for the solar panel. Breakdown maintenance is being
implemented for all other components.
The constraints to putting a planned maintenance system in place are mainly lack of funds, tools and
technical expertise.
Implementation of Sanitation Activities
There is a house-to-house education on hygiene and sanitation especially around water sources. This is
done in collaboration with a Peace Corps Volunteer and the DEHU.
Course Benefits
Respondents generally agreed that trainee had improved in the following areas:
♣ Private connections
♣ Repair taps, leakages, etc. and
♣ Making extensions.
Gaps/Lapses
It was observed that the trainee needed more training on the maintenance of the solar panel and
generating set
Record Keeping
It was observed that the trainee did not previously keep any records but had recently started
keeping the following records.
♣ Customer records
♣ Production records and
♣ Operational problems and breakdowns.
He was constrained by the lack of books as he was using sheets of paper he had purchased himself.
Assessment of O&M Trainees August 2004
1
Zebilla WSDB
Names of respondents:
1. Mahama Osman
2. Elisha Assosiwini
WSDB Chairperson
Trainee/System Manager
System Operational Problems
The following were identified as the main problems facing water supply delivery:
♣ Poor water quality
♣ Frequent incidence of typhoid in area
♣ Low coverage (needs more extensions)
♣ Water shortage leading to rationing
♣ Parts of the electrical panel are worn-out and weak
♣ Most consumers are not metered
♣ Leaking pipes especially 4” and 6” pipes and
♣ Lack of spare parts.
Preventive / Routine Maintenance
There is no routine maintenance mainly due to lack of funds as well as technical expertise. The WSDB
calls upon the GWCL in the event of breakdowns.
Implementation of Sanitation Activities
The main sanitation activity carried out by the WSDB is pump site sanitation. The District Assembly
carries out most of the sanitation activities.
Course Benefits
There was a considerable improvement in record keeping.
Lapses / Gaps
Respondents did not immediately identify any gap or further training needs.
Record Keeping
Mainly financial records are being kept namely:
♣ Daily cash book,
♣ Cash impress book,
♣ Analytical cash book,
♣ Ledger book,
♣ Customer billing, etc.
Assessment of O&M Trainees August 2004
2
Binduri WSDB
Names of respondents:
1. Bukari Yamba
2. Mumunu Dickson Tokyo
3. Haruna Issaka
Chairperson
Operator/Trainee
Pipe Fitter/Trainee
System Operational Problems
The main system problems were:
♣ The newly installed diesel generating set was not operational and as such the whole system
was not operating. Operator suspected a battery fault but could not rectify it.
♣ The town has a number of hand dug wells that are heavily patronised. This situation has
resulted in low patronage for the piped system and thus low revenue.
Implementation of Sanitation Activities
Low profile given to sanitation and only pump and stand posts site were being cleaned.
Record Keeping
These records were available:
♣
♣
♣
♣
Breakdown records
Oil consumption
Water production
Hours of operation
Course Benefits
Pipe fitter was recruited with no background in plumbing. He could now make new connections and
service taps as well as other O&M jobs. However, he needs more practical training.
Assessment of O&M Trainees August 2004
3
Bawku East Municipal Assembly Area Mechanics
Names of respondents:
1. Salifu Arago
2. Paul Ndego
3. Joseph Agbango
4. Joseph Azumah
DWST
DWST
Area Mechanic
Area Mechanic
Operational Problems
Most area mechanics are face with these problems:
♣
♣
♣
♣
♣
No contracts
No means of transportation
No spare parts available
Lack of sufficient information on complaints of breakdowns to allow for proper fault diagnosis
Pump caretakers not properly trained and also not willing to work because they are not paid
Course Benefits
Area mechanics now solving complicated problems including:
♣ Replacement of cylinder
♣ Fishing of broken rods (hook end, eye, and middle)
♣ Fishing of broken plunger or foot valve
♣ Borehole casing extension
♣ Borehole casing extension
Record Keeping
The trainees keep mostly the following records:
♣ Maintenance records
♣ Sale of spare parts
Assessment of O&M Trainees August 2004
4
Pusiga WSDB
Respondents:
1.
2.
3.
4.
5.
6.
Alhaji Abubakari Salam
Amadu Musa
Issahaku Ayambila
Issaka Akuka
Safianu Imoro
Awudu Laari
Chairman WSDB
Member
Member
Member
Operator
Plumber
Major Operational Problems
♣ Storage reservoir not adequate enough to meet water demand
♣ leaking storage reservoir
Preventive / Routine Maintenance
While the board members had indicated there was a preventive /routine maintenance programme in place,
the staff said they had none. They (staff) pointed out that the Board does not recognize the importance of
having a maintenance programme in place.
Implementation of Sanitation Activities
There was an educational programme in place where WSDB educate the community on the need for
pump site cleanliness. However, they observed that the non -existence of toilets and gutters in the town is
contributing to the poor sanitation.
Course Benefits
♣ There has been an improved breakdown times since most breakdown are now being restored by
the WSDB staff who hitherto had to call on GWCL staff from Bawku to carry out most repairs.
♣ Trainees pointed out that there has an improvement in their service delivery since they can
repair leaks, record breakdown, install meters, carry out household plumbing, etc.
♣ The Operator had no previous experience in water supply delivery and was taken fresh for the
course. He has since been performing satisfactorily but needs more practical training.
Training Gaps / Lapses
The major lapse identified was the inability/difficulty in laying and jointing 6” PVC Pipes. The pipe fitter
needs to be specifically trained in this area.
Record Keeping
The WSDB had a recording keeping system in place before the trainings. However, they pointed
out that they had come to appreciate much more the importance of keeping such records.
Assessment of O&M Trainees August 2004
5
Walewale WSDB
Respondents:
1. Salifu Yidana
2. Mahama Ramatu
3. Mohammed Haruna Ibrahim
DWST Team Leader
WSDB Secretary
System Manager
System Operational Problems
♣ The system is not fully operational since one of the two boreholes is low yielding and also the
water has bad odour.
♣ There is one storage reservoir which the staff think is inadequate to service the town and since
coverage very limited an additional reservoir is needed if they are extending service delivery.
♣ Frequent power fluctuation.
♣ Low revenue collection, especially non-payment by public institutions.
♣ There is no means of transportation for the WSDB.
Preventive / Routine Maintenance
There is no routine maintenance programme in place. Operators wait for system to breakdown before
repairs are done.
Course Benefits
The System Manager was particularly impressed that he could now zone water effectively, which hitherto
was a major problem. All parts of town now get water since the pressure has gone up due to the effective
zoning. The System Manager also indicated that he could now do estimates of materials required to carry
out pipe laying and repairing pipe leaks. He previously depended on the GWCL.
Training Gaps / Lapses
Electrical panel training should be intensified. The trainee suggested that a few in operators from selected
WSDBs should be supported and trained on the electrical panel so that they could provide technical
assistance to other WSBDs.
Record Keeping
The System Manager keeps a number of records, including:
♣ Bulk meter readings
♣ Monthly reports to WSDBs (income and expenditure)
♣ Commission for caretakers
♣ VRA power consummation and
♣ Customer billing records.
Most of these reports were however not regularly updated. There were no records on maintenance work
done on the system.
Assessment of O&M Trainees August 2004
6
Savelugu WSDB
Respondents:
1.
2.
3.
4.
5.
S .I. Tuahir
Mahama Mumuni
Waa Abdulai
Karim Abdulai
Salifu Fuseini
DWST Team Leader
Financial Secretary WSDB
Pipe Fitter/Trainee
Pipe Fitter/Trainee
Pipe Fitter/Trainee
System Operational Problems
♣ The system gets its water from GWCL Tamale and the low revenue generated is mostly paid to
the supplier
♣ The only mechanized borehole is low yielding and also very far from the town and as such not
profitable to operate
♣ There is one storage reservoir which the staff think is inadequate to service the town. Since
coverage is very limited an additional reservoir is needed if they are to extend service delivery
♣ Low revenue collection, especially non-payment by public institutions.
Assessment of O&M Trainees August 2004
7
Sevelugu- Naton District Area Mechanics
Respondents:
1. S. I. Tuaihir
2. Seidu Y. Salifu
DWST Team Leader
Area Mechanic
Major Problems
The main constraints to the work of the Area Mechanic are:
♣ Lack of tools for work
♣ Capital to start business
♣ Lack of transportation
Course Benefits
Area Mechanics now solving complicated problems including:
♣ Replacement of cylinder
♣ Fishing of broken rods (hook end, eye, and middle)
♣ Fishing of broken plunger or foot valve
♣ Borehole casing extension
♣ Borehole casing extension
Record Keeping
The trainees keep mostly the following records:
♣ Maintenance records
♣ Sale of spare parts
Assessment of O&M Trainees August 2004
8
Chiana WSDB
Respondents:
1. J.B. Ayagitan
2. Alex Apechira
Secretary/System Manager
Operator/Plumber
System Operational Problems
♣
♣
♣
♣
♣
Defective meters
Frequent pipe leaks
No earth wire at pump house which may lead to a lightening strike at pump house
Low pressure in the system
Lack of spare parts
Course Benefits
♣ Able to carry out plumbing and repair pipe leaks
Assessment of O&M Trainees August 2004
9
Chuchuliga WSDB
Respondents:
1. Anoyoruk Thomas
2. Wilfred Atoabey
Board Chairman
Operator/Plumber
System Operational Problems
♣
♣
♣
♣
♣
Frequent leakages
Frequent power failures
Lack of water meters
Leaking valves
Low revenue
Course Benefits
The following O&M can now be done more expertly:
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♣
♣
♣
Repair pipe and valve leaks
Household plumbing
Diagnosing faults
Making new connections and extensions
Assessment of O&M Trainees August 2004
10
Sandema WSDB
Respondents:
1. Raphael Alangea
2. David Abendin
3. Francis Akanpinam
System Manager
Pump Attendant/Pipe Fitter
Revenue Collector
System Operational Problems
Common system problems include:
♣
♣
♣
♣
♣
♣
Power failure
Political interference from DA
Lack of transport
Low level of salaries
Lack of office furniture
Two (2) low yielding boreholes
Course Benefits
There has been a significant improvement in:
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♣
♣
♣
♣
♣
♣
♣
♣
Understanding of water distribution
Proper meter installation
Knowledge in name and functions of parts of components, tools and equipment
Proper usage tally cards
Proper starting and stopping of pumps
Good record keeping especially on revenue collection
Filling system
Writing of memos
Cash disbursal
Training Gaps / Lapses
♣
♣
♣
♣
Report writing –make it more specific or relent to WSDB reports
Roles and responsibilities for staff, Board and DAs should be intensified
Some mathematical calculations need to be simplified
Electrical panel training not adequate
Assessment of O&M Trainees August 2004
11
Paga WSDB
Respondents:
1. Amidu A. Kuvawo
2. Lambert Aweah Abongwo
Revenue Collector/Pump Attendant
System Manager/Accounts Clerk
System Operational Problems
♣
♣
♣
♣
♣
♣
♣
Low yielding borehole
Lack of stationary, no office
Old and obsolete AC pipes resulting in frequent leaks and bursts
Inadequate reservoir capacity to meet demand
No transportation
Only two staff
No salaries for staff
Course Benefits
Improved skills and knowledge in:
♣ Repair of burst pipes
♣ Laying pipes and carrying extensions
♣ Writing memos
♣ Understanding the operation of the electrical panel
♣ Meter installation
Assessment of O&M Trainees August 2004
12
Conclusions and Recommendations
Based on the information received and the documentation reviewed, there is a definitely a significant
positive impact made by trainees towards the sustainability of their water systems. There are however
some gray areas that need to be addressed in future trainings to address O&M problems and their
underlying causes more expertly.
Effective preventive maintenance programmes needs to receive much attention from WSDBs because
these programmes directly determine the sustainability of drinking water supply investments. The general
conclusions from the assessment are:
o A low profile and hence low priority is given to preventive/routine maintenance by the water and
sanitation development boards (WSDBs). Hence, even though most O&M staff have acquired
considerable skills in O&M, they are unable to carry out routine maintenance mainly due to lack
of funds, tools and equipment. This has led to low morale and confidence in the application of
their skills.
o
Sanitation which is part of the WSDB’s mandate is also ranked low or totally neglected. A few
WSDBs carry out some form of pump site cleaning and house-to-house education on hygiene and
sanitation.
o
Report writing and record keeping has improved significantly in most WSDBs. However, the
lack of standardised formats for keeping records such as maintenance and repairs, breakdowns
among others is hampering the quality of records being kept.
o
For most WSDBs, the major benefits of the courses are in the areas of pipe laying and repairs,
household plumbing, new service connections, extensions, record keeping, water distribution, and
fault diagnosis. A few gaps were however identified including: inadequate knowledge in the
O&M of the solar panel, electrical panel and the diesel generating set.
Assessment of O&M Trainees August 2004
13
Assessment of O&M Trainees August 2004
14
APPENDIX:
Assessment Ratings
Assessment of O&M Trainees August 2004
15
Assessment of O&M Trainees August 2004
16
Assessment of System Managers and Operators
Indicator
Assessment
Report Writing /
Record Keeping
♣ Keeping adequate:
> Financial records
> Production records
> Maintenance records
♣ Writing monthly/quarterly reports
Preventive / Routine
Maintenance
♣ Able to carry out most maintenance and
repairs on
> burst/leaking pipes
> valves
> reservoirs, etc.
♣ Able to carry out
> new service connections
> minor and major extensions
♣ Maintenance programme in existence and
being followed
♣ Pumping time/day
♣ Water production/month
♣ Functioning supply points
♣ Reliability (frequency and duration of
breakdowns)
System Operational
Performance
Roles and Responsibilities
♣ Clarity of roles and responsibilities
Sanitation Issues
♣ Level of WSBD’s involvement in sanitation
activities
♣ Pump site cleanliness
WSDB
Zebilla
Binduri
Pusiga
Walewale
Savelugu
Chiana
Chuchuliga
Sandema
Paga
Zebilla
Binduri
Pusiga
Walewale
Savelugu
Chiana
Chuchuliga
Sandema
Paga
4
2
4
3
3
3
2
4
3
2
3
4
4
4
3
4
4
4
Zebilla
Binduri
Pusiga
Walewale
Savelugu
Chiana
Chuchuliga
Sandema
Paga
Zebilla
Binduri
Pusiga
Walewale
Savelugu
Chiana
Chuchuliga
Sandema
Paga
Zebilla
Binduri
Pusiga
Walewale
Savelugu
Chiana
Chuchuliga
Sandema
Paga
3
2
5
4
4
3
4
4
3
4
3
5
5
5
4
4
5
5
2
2
3
2
2
2
2
3
2
Rating
Note: 1 – no impact, 2 – poor, 3 – fair, 4 – good, 5 – excellent
Assessment of O&M Trainees August 2004
17
Assessment of Pipe Fitters
Indicator
Assessment
Roles and Responsibilities
♣ Keeping adequate:
> Financial records
> Production records
> Maintenance records
♣ Writing monthly/quarterly reports
♣ Able to carry out most maintenance and
repairs on
> burst/leaking pipes
> valves
> reservoirs, etc.
♣ Able to carry out:
> new service connections
> minor and major extensions
> domestic plumbing
♣ Maintenance response time/system
downtime
♣ Pumping time/day
♣ Water production/month
♣ Functioning supply points
♣ Reliability of water system
♣ Clarity of roles and responsibilities
Sanitation Issues
♣ Level of WSBD’s involvement in
Report Writing / Record
Keeping
Preventive /Routine
Maintenance
System Operational
Performance
sanitation activities
WSDB
Binduri
Pusiga
Savelugu
Sandema
Binaba
Binduri
Pusiga
Savelugu
Sandema
Binaba
2
3
3
4
5
2
3
4
4
3
Binduri
Pusiga
Savelugu
Sandema
Binaba
2
4
4
4
3
Binduri
Pusiga
Savelugu
Sandema
Binaba
Binduri
Pusiga
Savelugu
Sandema
Binaba
4
4
4
4
4
3
3
3
3
4
Rating
Note: 1 – no impact, 2 – poor, 3 – fair, 4 – good, 5 – excellent
Assessment of O&M Trainees August 2004
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Assessment of Area Mechanics
Indicator
Assessment
Roles and Responsibilities
♣ Keeping adequate:
> Financial records
> Maintenance records
> Commercial records
♣ Report writing
♣ Able to carry out most major
maintenance and repairs
> Fishing broken pump rods
> Fishing broken plunger and foot
valve body
> Extension of borehole casings
♣ Maintenance response time/system
downtime
♣ Reliability of service
♣ Success level of enterprise
♣ Number and quality of employees
♣ Number of contracts
♣ Knowledge of credit facilities
available
♣ Clarity of roles and responsibilities
Sanitation Issues
♣ Level of involvement in sanitation
Report Writing / Record
Keeping
O&M of Hand Pumps
System Operational
Performance
Business Management
and Resource
Development
activities
District
Assembly
Rating
Savelugu-Nanton
3
Bawku East
4
Savelugu-Nanton
4
Bawku East
4
Savelugu-Nanton
3
Bawku East
Savelugu-Nanton
4
2
Bawku East
3
Savelugu-Nanton
4
Bawku East
Savelugu-Nanton
5
3
Bawku East
3
Note: 1 – no impact, 2 – poor, 3 – fair, 4 – good, 5 – excellent
Assessment of O&M Trainees August 2004
19