PRESENTATION ON THE REVIEW OF THE
PROJECT CYCLE
BY R.K.D. Van-ESS
Date: 27th September, 2011
Venue: Erata Hotel
PRESENTATION OUTLINE
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
Introduction
Objectives of the Review
Review Process
Project Cycle and issues arising
Key Findings
Conclusions/Recommendations
Introduction
 The NWCSP has been implemented through one-off stand
alone projects over the years
 Although the Programme is based on Community Ownership
and Management concerns have been raised about the longterm sustainability of the facilities delivered
 Triple-S Project is supporting Government through CWSA to
shift from one-off stand alone projects to service delivery
using the Service Delivery Approach (SDA) model
 The cardinal goals of the Project are towards improving
sustainability of water services and sector harmonisation
 The review of the Project Cycle which is the framework for the
delivery of water and sanitation facilities is one of the
activities towards achievement of the Project goals.
Objectives of the Review
 To assess the implementation of the Project Cycle across
Projects and the roles played the key stakeholders
 To help build consensus on the relevance of the Phases of
the Project Cycle and the roles of key stakeholders in
ensuring long-term sustainability of water and sanitation
facilities
 To inform the preparation of a District Operational
Manual (DOM) to serve as reference manual for District
Assemblies in the implementation decentralised WASH
services.
Review Process
 Carried out in 4 regions: Greater Accra, Central, Ashanti and
Northern Regions
 Interviews with key staff/members of key stakeholders
 Key stakeholders interviewed were: CWSA/RWST, RCC(WASH
Focal Person), DA/DWST, WATSAN Committee, WSDB, Private
Sector
The Project Cycle
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
• 1. Promotion/Identification
This is to provide information on the Project to all key stakeholders at
the National, Regional, District and Community/Town levels
Takes the form of;
 National Launch by CWSA
 Regional Start-up workshop by RWST/RCC
 District start-up workshop by RWST/DA
 Community/Town sensitization by DA/RWST
DWST assist communities/towns in identification of water and
sanitation needs
A District selection process and a signing of an MOU between the
RWST and DA witnessed by the RCC
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
2. Application
 In line with the strategy of demand-responsive approach,
communities/towns apply to the DA for project support to
address their water and sanitation needs.
 The DWST validates the information provided on the
application form
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
3. Pre-Selection
 A process of pre-selection of beneficiary communities/towns
using pre-selection criteria developed is carried out by the
appropriate committee of the DA.
 The final approval of the pre-selected beneficiary
communities/towns is to be given by the General Assembly .
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
4. Regional Approval Committee
 This is a committee of Regional Heads of key stakeholder
institutions in WASH activities chaired by the Minister/ RCD
 It is to ensure equity in the distribution of investments across
the participating districts
 It reviews and approves annual work plans, budgets and subprojects
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
5. Proposal Formulation
For Rural Communities
 A Partner Organization (PO) is contracted by DA to mobilize
selected communities to form WATSAN Committees and
provide training on WASH issues, prepare proposal and draft
Facility and Management Plan (FMP).
For Small Towns
 A consulting firm is contracted by DA to mobilize selected
towns to WSDB, training on WASH issues, carry out feasibility
studies and prepare detailed designs
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
6. Proposal Appraisal/Final Selection
 The DA supported by the RWST appraises proposal prepared
by the communities with the assistance of the PO to ensure it
meets the required standard and the feasibility of proposed
technologies.
 DA supported by RWST reviews feasibility studies report and
detailed designs
 Based on the appraisal the final list of beneficiary
communities/towns are selected
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
7.Tendering and Contracting
• DA supported by the RWST places advertisement, receive
tenders, evaluates and award contracts for the construction of
the water and sanitation facilities
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
8. Sub-Project Funding Approval and Disbursement
 Based on the signed contracts for the water and sanitation
facilities, a sub-project agreement is prepared and approved
by the RWST
 Funds are disbursed by Head office based on the agreement
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
9. Construction and Community Development
 Contractors are introduced to the communities/towns by the
DA and RWST to execute the works
 PO and consulting firm continue with WATSAN Committee
and WSDB training
 FMP is finalised
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
10. Supervision and Completion Report
 DA with support from consulting firm and RWST supervise the
construction of the works
 Communities sign off completion certificates to signify
satisfaction with the works
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
11. Post-Project Follow-up/Operation and Maintenance
 The consulting firm/PO to provide 1-year hands-on support to
the WATSAN Committee or WSDB to strengthen their capacity
in operation and maintenance as well as the management of
their water and sanitation facilities
 Funding to be provided under the project budget
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
• 12. Auditing
Post-project auditing to be carried out by:
 DA
 CWSA
 External Auditors
 To assess quality of works, quantities, funds management etc.
 DA to audit accounts of WSDBs
Promotion/
Identification
Application
Auditing
Preselection
Post-Project
Followup/Operation
and
Maintenance
Regional
approval
committee
Ongoing monitoring
and evaluation
Supervision
and
Completion
Report
Construction
and
Community
Development
Proposal
formulation
Sub-Project
Funding
Approval and
Disbursement
Proposal
formulation
Tendering
and
contracting
Proposal
Appraisal/
Final
Selection
13. Monitoring and Evaluation
An on-going activity to be carried out by:
 Communities/Towns
 DAs
 RCC
 CWSA
As an institutionalized arrangement for long –term
sustainability of water and sanitation facilities
REVIEW FINDINGS
1. CWSA has effectively played its facilitation role at the District
and Community/Town levels in the implementation WASH
projects
2. Post-Project monitoring and evaluation by CWSA is weak since
there is no formalIsed M&E system in place
3. The link between the RCC and the RWST for WASH activities is
weak
WASH projects do not feature strongly in the coordination,
monitoring and evaluation of development projects in the
regions by the RCC (we are only used as “post office”)
4. Some Projects have used PSC which are national in character
and others RAC as coordination mechanism but these cease to
exist after Projects
5. The DA has played the lead role in the implementation of
some aspects of project delivery. However procurement and
funds disbursement under some projects have been carried out
with little or no DA involvement and this has caused disaffection
at the DA
6. No formalised post-project monitoring and evaluation in place
7. WATSAN Committees/WSBDs have been formed and are
managing their water facilities.
8. Some WSDBs are not managing their systems well mainly due
to the calibre of people on the Board
9. About 80% of WATSAN Committees in Ga South District are
reported to be ineffective
10. The project cycle has not been implemented in the same way
across the different projects
12. DAs do not see themselves in full control of project
implementation
13. Serious concerns have been raised on PO performance
14.Capacity for WASH activities is weak in some Districts
15. DA sub-structures are not playing any role in WASH activities
Conclusion/Recommendations
• The Project Cycle is a useful tool for decentralised
implementation of WASH projects and Community Ownership
and Management. However there are challenges in its
implementation relating to district ownership and long-term
sustainability which need to be addressed in the paradigm
shift.
• Recommendations
• The Project Cycle should be harmonised across projects
• The roles of the decentralised structures from the regional to
the sub-district levels should be re-visited, properly defined
and formalised to guarantee long-term sustainability
• Monitoring and Evaluation during implementation and postproject should be institutionalised and formalised
• Small towns should contribute towards initial
operation and maintenance cost (1-2years) in
lieu of capital cost contribution
• Tenure of first WSDB should start from the
date the facility is handed over
• The criteria for selection of WSDB members
should be review
• PO concept should be reviewed
•
THANK YOU FOR YOUR ATTENTION