IKF ‘Seed Distribution Program Punjab’ 2014
Introduction
Flooding in the plains of the Indus basin has become a routinely incidence in Pakistan over the course of
few years. The material and emotional carnage caused by these floods is predominantly permanent and it
takes time for the affected communities to get back to normalcy. Imran Khan Foundation (IKF) has a
long history of working with the affected people in the flood affected areas of Pakistan. We here at the
foundation have over the years worked to make conscious flood-response strategy. This strategy
incorporates both ‘immediate-relief’ and long-term ‘sustainable development’ in the post-disaster
environment. The foundation has worked in flood affected areas in 2010 (across entire Pakistan), 2011
(Gilgit Baltistan) and 2012 (Sindh).
In the September of this year (2014), torrential rains coupled with the massive exodus of water from
across the border (India), resulted in severe flooding in Punjab. In response to this catastrophe, Imran
Khan Foundation was quick to mobilize its resources and formulate a holistic flood relief program. Mr.
IsfundiarKasuri along with Mr. Naseem-ur-Rehman (Former CEO) surveyed the affected areas in the
immediate aftermath with invaluable assistance from Pakistan Army. Having seen the scale of the
disaster, the foundation made sure that immediate relief (food packages) were sent to the people in the
flooded areas. The areas were divided amongst the field team members at our foundation and we starting
planning for elaborate wheat -seed distribution program.
IKF
Page 1
IKF ‘Seed Distribution Program Punjab’ 2014
IKF
Page 2
IKF ‘Seed Distribution Program Punjab’ 2014
IKF
Page 3
IKF ‘Seed Distribution Program Punjab’ 2014
Objective & Summary of Project
The objective of the ‘flood relief program’ is to provide immediate relief and also lay foundation for
future sustainable development and ‘capacity building’. We at Imran Khan Foundation realize that the
most harm in a post-flood scenario comes from the fact that people are extremely vulnerable to descend in
a vicious circle of generational poverty. Our attempts are focused at giving people a moral and financial
IKF
Page 4
IKF ‘Seed Distribution Program Punjab’ 2014
lift; helping them to get back on their own feet. In due course, our ‘seed program’ is designed to help the
farmers cultivate crops on their lands and reap the awards of a more fertile (Post-Flood) alluvial soil.
Imran Khan Foundation made a conscious decision that we were going to bypass the corrupt
bureaucratized ‘patwari’ system and work directly with the affected communities themselves. Our field
teams were deployed in the flood affected areas, Village Elders’ Networks (VENs) were formed, local
volunteers were chosen by the VENs; and these volunteers conducted the ‘need assessment’ surveys.
Once the data was brought back to the office, it was screened for duplication; tokens were generated and
subsequently distributed in the affected areas by the VENs themselves.
Once the entire preparatory work had been done; our teams went into the field and supervised the
distributions of seed. These distributions were conducted and organized by the villagers themselves and
the role of Imran Khan Foundation was of ‘supervision’ and ensuring that the aid ends up with the truly
deserving people.
Orientation
This particular session was held in the second week of September at the foundation’s Head Office in
Lahore. Present in this session, was foundation’s field representatives and the Head Office team. After a
process of brain-storming and deliberation, the foundation came up with an overall SOP for the Flood
Relief 2014 (Seed Distribution) program. In the following couple of days, a holistic ‘work plan’ was
drafted and means through which this ‘plan’ was to be implemented were established.
IKF
Page 5
IKF ‘Seed Distribution Program Punjab’ 2014
Planning
Preliminary Assessment
The area affected by the flood was surveyed by the Project Director. A total of 3 districts in Azad Jammu
Kashmir, AJK (Haveli, Rawalakot&Bagh) and 7 Districts in Punjab (Hafizabad, Sialkot, Gujranwala,
Jhang, Chiniot, Multan &Muzafargarh) were visited. (3 Districts: Haveli, Rawalakot&Bagh) .During
this initial assessment, the foundation was helped by personnel from the Pakistani Armed Forces,
prominent civil society figures and local NGOs. It was through a combination of foundation’s own
analysis and invaluable input from the local organizations that a structural basis of foundation’s Flood
Relief program 2014 were laid into conceptual framework.
The Flood Relief Program was divided into two distinct halves: Immediate Relief and an elaborate ‘seed’
program. The former half of the program was executed instantly in order to ensure that some relief was
given to people in the affected areas. Whilst immediate relief was being distributed in localized areas that
were amongst the worst hit by the flooding, the foundation that already initiated preparatory work on the
seed distribution program.
This latter ‘seed distribution program, it was decided, would be the basic crux of the Flood Relief
Program. Hence, in due course, IKF meeting was called in Lahore Head Office. During this meeting it
was established that there is an imminent need for distribution of High-Quality Wheat Seed on a total area
of 50,000 acres. This tentative figure was a total of the affected cultivated area that belongs to small landholding farmers (Less than 25 acres per farmer). The high quality seed from Punjab Seed Corporation was
IKF
Page 6
IKF ‘Seed Distribution Program Punjab’ 2014
chosen specifically to ensure that affected area could be reclaimed through a process of planting better
quality seed in the upcoming wheat sowing period.
PLAN FORMULATION
In due course, a under the direct supervision of Project Director, field team members were designated the
task of under tasking the systematic ‘need assessment’ in the affected area. The entirety of the area was
divided into 3 regions in Punjab.



( Mr. Hafeez Gujjer ) Sialkot, Pindi Bhattian and Wazirabad
( Mr. Anjum ) Jhang and Chiniot
( Mr. Usman ) Shujabad and Muzafargarh
Beneficiary’s selection criteria were proposed and finalized.





Crops adversely affected by flood.
Farmer with less than 25 acres of cultivatable land.
Beneficiary must reside in village.
Women Headed Households.
Others w/ Special Needs & Cultivatable Land.
Need Assessment Information Chart
District
Sialkot
Hafizabad
Gujrawala
Chiniot
Jhang
Multan
Muzafargarh
IKF
Union Council
1
5
1
3
5
4
3
Villages
19
55
12
9
69
19
67
Estimated Farmers
1200
7900
1300
4000
11000
6600
14600
Page 7
IKF ‘Seed Distribution Program Punjab’ 2014
IKF
Page 8
IKF ‘Seed Distribution Program Punjab’ 2014
Methodology – Detailed SOP
Acronyms:
 VEN (Village Elders Network)
 YVV ( Young Village Volunteers)
 FGD (Focused Group Discussion)
Planning
Orientation
Monitoring
Finance, Admin and
Field Program.
IKF
Execution
Program
FGD,VEN,YVV
Ordering of seed
Warehousing
Token Generation
Token distribution
Monitoring
Seed dispatched to the
field
Seed distribution
Token collection
Data sent to Lahore
HQ
Completion
Impact
Success Story
Final Reporting
Internal Audit
Efficiency
Monitoring
Follow up
Next Action
Page 9
IKF ‘Seed Distribution Program Punjab’ 2014
Detailed Description of Methodology
Focused Group Discussions:
During this first phase ‘project implementation’ in the field, foundation’s field staff went into the
affected villages and organized ‘focused group discussions’ with the members of each
community. This enabled the foundation to estimate the scale of the disaster, identify the type of
relief required and work on the possible options. After having these focused group discussions
in 7 districts of Punjab (Sialkot, Hafizabad, Gujranwala, Jhang, Chiniot, Multan & Muzzafargarh).
It was established that there was an imminent need for wheat seed in the aforementioned
areas. This was particularly because the flood had washed away farmland (figure?) and the
farmers needed assistance so they could harvest the next crop in the yearly cycle (Wheat
Crop).
Village Elders Network:
Our focus is to empower the community so that they should take the ownership of changing
their lives themselves by helping each other and volunteering with IKF.
IKF
Page 10
IKF ‘Seed Distribution Program Punjab’ 2014
To make VEN our field staff arranged a meeting with the community. Before our team went to
the village time was taken by the community so that maximum number of villagers should be
present in the meeting. On the day of meeting a village elders network was made, comprising of
6 people. VEN comprises of senior and respectable people in the village from each clan or cast,
despite the fact of wealth or influence this network is made by the villagers themselves to help
and benefit the community by taking full responsibility of working with IKF in a smooth and
transparent way.
VEN was asked to provide a list of deserving people in their areas.
Young Village Volunteers:
We tend to make a force of volunteers working for IKF at any time of disaster and follow up
action plans. For this we need young and energetic volunteers who are selected from within the
community. Their job is to help VEN in making the lists, and assist IKF in the execution of the
program. Some of these volunteers work for free but some of them are paid by the IKF.
IKF
Page 11
IKF ‘Seed Distribution Program Punjab’ 2014
Random Sampling/ Door to Door Assessment:
As soon as we received lists from VEN. Our field team and YVV’s started random sampling and
in most of the areas we had 95% error free lists. In the areas where error percentage was high
and lists were biased IKF field rep. and YVV’s went door to door assessment which means, we
saw the land ownership records, met person in real and evaluated the loss by going on their
lands to verify his loss.
Data Entry process:
Data entry process was done in the office. All the forms came in the office from the field to get
the information compiled in detailed lists. These lists were duplication free and in the meantime
head office was getting all the information on daily basis.
Token Generation/ Distribution:
After the lists made, the token generation process starts. Tokens were made in the office and
sent to the field separately village wise.
IKF
Page 12
IKF ‘Seed Distribution Program Punjab’ 2014
Distribution of tokens was done by YVV’s and IKF field representative.
Token Collection / Seed Distribution
After the distribution of the tokens beneficiaries were told about the date of wheat seed distribution from
VEN. Token holders were aligned and after bags placed in front of them tokens were collected and they
were asked to leave in a sequence.
Warehouse Mechanism
Base Warehouses
Imran Khan Foundation selected Punjab Seed Corporation (PSC) as its vendor. Furthermore, the base
warehouses were at.



Gujranwala
Sahiwal
Khanewal
Seed Shipment Details
S.No.
1
2
3
Area
Gujranwala
Sahiwal
Khanewal
No. of wheat bags dispatched
7225
14660
20990
Destination
Sialkot, Hafizabad, Gujranwala
Jhang, Chiniot
Multan, Muzafargarh,
Financial Details of Seed Payments
S.no
1
Quantity of Seed
7225 Bags
Payment
Rs. 15952800
PSC warehouse
Gujrawala
2
14660 Bags
Rs. 32369280
Sahiwal
3
21000 Bags
Rs. 41234400
Khanewal
Location
Sialkot,
Hafizabad,
Gujrawala
Jhang, Chiniot
Multan,
Muzafargarh
Field Warehouse
Instead of opting to establish one warehouse for each of the 7 districts; the foundation’s field
representatives suggested that we should have multiple warehouses in each district (Normal practice was
IKF
Page 13
IKF ‘Seed Distribution Program Punjab’ 2014
that we chose 1 warehouse per union council). The rationale behind this was to ensure that we don’t incur
extra transportation costs. (Nearer the ‘field warehouse’ is to the actual distribution point, lesser is the
cost incurred due to transportation.) The distances were so small that many a time intended ‘beneficiaries’
themselves arranged transport on combined community basis and facilitated the foundation in
transporting the ‘seed bags’ into their villages. (Distribution Point)
As for the actual locations of the warehouses; locals and VENs facilitated the foundation’s representatives
by giving their Dera’s, shops or local business centers as make shift warehouse.
IKF
Page 14
IKF ‘Seed Distribution Program Punjab’ 2014
Distribution
Tokens were distributed to the community prior to distribution; ground was marked with seating plan of
the beneficiaries. Seed bags were stored in locked locations to ensure the safety of foundation’s stock. In
some areas where the location of the field warehouse was far from the actual distribution point, the
foundation arranged transport (mostly trolleys) to load seed from the main warehouse and distribute the
bags in the villages.
After beneficiaries were arranged and seated on our seating plan, village volunteers (YVVs) took the bags
from the warehouse and kept a single bag in front of each individual beneficiary. Women and disabled
people were entertained on priority keeping in mind the local customs and norms.
IKF
Page 15
IKF ‘Seed Distribution Program Punjab’ 2014
Monitoring (under progress)
To enhance the efficiency monitoring and motivation is required. Accordingly, the foundation ensuerd
that its staff was monitored and motivated throughout the entire program. A head office person was
present in each of the 3 areas, helping and facilitating the field staff to properly implement the program.
Field Staff was also reporting to the head office on daily basis and records were being made from the data
received by the field team and cross checked with the data received from the IKF monitoring personnel
present in the field. (Daily Field Logs, Need Assessment/Distribution Sheet were updated daily)
Subsequently, the information was compiled into a MasterSheet that was presented to the Project
Director.
Detailed Chart of Distribution and impact
S.No.
1
2
3
4
5
6
7
IKF
Area
Sialkot
Hafizabad
Gujrawala
Chiniot
Jhang
Shujabad
Muzafargarh
Union
Councils
1
5
1
3
5
4
3
Villages
19
8
11
9
60
19
55
Total
Farmers/Seed
Distributed
1076
5061
1088
3941
10719
6500
14490
Approx.
Impacted
Lives
8608
40488
8704
31528
85752
52000
115920
Page 16
IKF ‘Seed Distribution Program Punjab’ 2014
(Under progress)
IKF
Page 17
IKF ‘Seed Distribution Program Punjab’ 2014
Challenges & Lessons Learned
Conclusion
IKF
Page 18