1
Water Services Trust Fund
Quick Project Completion and Handover Checklist
Introduction to the Checklist
Before a WSTF-funded project can be considered “completed”, the WSTF insists that the
Project Completion Procedure has been implemented. This procedure is presented in this
Section of the Toolkit.
This document serves to assist the WSTF Field Monitors to determine, together with the
Water Service Providers and other members of the Project Task Team, whether a WSTFfunded project is complete or not.
Each (Social, Engineering and Finance) Field Monitor has to fill in his or her own sheet.
After all sections are filled in this entire document (all 4 pages) has to be sent to the WSTF.
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Remember; a project is not complete without:
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Landscaping works having been carried out.
The construction or installation of all small features (e.g. shelves in kiosks, wave
drains, angle bars)
All necessary (facility) testing activities have been completed successfully.
The implementation of all branding and mainstreaming works.
The Final Inspection of Works has been carried out.
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WSTF/UPC
Quick Project Completion & Handover Checklist
July 2012
2
Water Services Trust Fund
Quick Project Completion and Handover Checklist
Engineering Field Monitors
No.
1
Activity
All physical works are complete
2
All physical works are of good quality
3
All project branding activities are complete
4
All project mainstreaming activities are complete
5
The WSP has submitted all “as built” drawings
6
8
A Joint Inspection of Works been carried out?
(including testing of the facilities/infrastructure)
A Final Inspection of Works has been carried out
(including testing of the facilities/infrastructure)
A Substantial Completion of Works Certificate has been issued
9
A Project Completion Report has been prepared & submitted
10
The start of the Defects Liability Period has been decided
11
A Project Completion Certificate has been issued
12
The project has been handed over
13
The FM & WSP have completed the project inventory
14
The WSP can operate the project infrastructure in a
sustainable way (from a technical (O&M) & environmental
perspective)
The FMs have prepared a detailed programme for the project
operation phase (objectives, activities, targets, duration)
7
15
Yes/No Remarks
Field Monitor (name):
Field Monitor (signature):
Date:
Checked by (name of WSP staff):
Checked by (signature of WSP staff):
Date:
Checked by (name of WSTF staff):
Checked by (signature of WSTF staff):
Date:
WSTF/UPC
Quick Project Completion & Handover Checklist
July 2012
3
Water Services Trust Fund
Quick Project Completion and Handover Checklist
Social Field Monitors
No.
1
Activity
All community-level accompanying measures are complete
2
All training activities (e.g. operators, WSP) are complete
3
All project branding activities are complete
4
All project mainstreaming activities are complete
5
The WSP has established a presence in the project area
(providing customer care services of good quality)
The WSP can operate the project infrastructure in a
sustainable manner from a social & public health perspective
The WSP is ready for the project operations phase
6
7
8
9
10
Yes/No Remarks
The community/residents/beneficiaries are ready for the
projects operation phase
The FMs have prepared a detailed programme for the project
operation phase (objectives, activities, targets, duration)
The FMs & WSP have completed the project inventory
Field Monitor (name):
Field Monitor (signature):
Date:
Checked by (name of WSP staff):
Checked by (signature of WSP staff):
Date:
Checked by (name of WSTF staff):
Checked by (signature of WSTF staff):
Date:
WSTF/UPC
Quick Project Completion & Handover Checklist
July 2012
4
Water Services Trust Fund
Quick Project Completion and Handover Checklist
Finance Field Monitors
No.
1
2
Activity
Yes/No Remarks
The WSP has accounted for all the disbursed funds (including
remaining funds)
The WSP has closed its project bank account
3
All training activities (e.g. operators, WSP) are complete
4
New yard or domestic connections, the kiosks or public
sanitation facilities (etc.) are included in the billing system
New yard or domestic connections, the kiosks or public
sanitation facilities (etc.) are properly managed (meters are
read, bills prepared on the basis of meter readings, bill are
distributed, etc.)
All project-related documents (e.g. procurement documents,
MoUs, drawings) are filed in an orderly and accessible manner
The WSP has established a lasting presence in the project area
(providing customer care services of good quality)
The WSP can operate the project infrastructure in a
sustainable manner from a financial/commercial perspective
The WSP is ready for the project operations phase
5
6
7
8
9
10
10
The FMs have prepared a detailed programme for the project
operation phase (objectives, activities, targets, duration)
The FMs & WSP have completed the project inventory
Field Monitor (name):
Field Monitor (signature):
Date:
Checked by (name of WSP staff):
Checked by (signature of WSP staff):
Date:
Checked by (name of WSTF staff):
Checked by (signature of WSTF staff):
Date:
WSTF/UPC
Quick Project Completion & Handover Checklist
July 2012