FINAL VERSION District Participatory Planning and Budgeting Process Module 2: Planning – Training Material (DPPB Process Step 1: District Development Framework) District Councillors and Staff Participant Book July 2010 MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. i FINAL VERSION SUPPORT PROVIDED BY UNITED NATIONS SOMALIA MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. ii FINAL VERSION Foreword The training modules to the District Participatory Planning and Budgeting (DPPB) Process have been developed by the Ministry of Interior with support from the UN Joint Programme for Local Governance and Decentralised Service Delivery (JPLG). This manual brings together two approaches to participatory development planning and budgeting; those that focus on the district level and those that focus on the community level. It is recognised by the Ministry of Interior and its development partners that the communities play a critical role in supporting the development of a vision for the development of the district, an important role in prioritising service delivery needs, and is a key partner in ensuring ownership on the ground to development interventions. It is also recognised by all the partners that the district council has a central mandate to deliver services and that the capacity of the district to provide overall development planning, sound financial management and budgeting, proper procurement, asset management, monitoring and evaluation is important to ensure provision of equitable services of the people in Somaliland. This module is the first of a series of training modules which addresses the topics listed above. The Ministry of Interior is proud to present this training module which aims to strengthen the ability of the district councils to design a development framework for the district. The participation by local people in the development of the framework is critical in order to ensure ownership at the local level, and also to help the council be accountable and transparent. The Ministry of Interior requests all districts to use this training module to learn how to develop a District Development Framework. This will be required in order for the district to be able to prioritise service delivery to day and over the next few years. I wish all districts well in training on the Planning Module. THE MINISTER MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. iii FINAL VERSION Table of Contents INTRODUCTION TO THE TRAINING.............................................................................................................................. VII Symbols Used ................................................................................................................................................ vii Training Overview, Modules 1-6 .................................................................................................................... ix PRE-TRAINING MEETING..........................................................................................................................................14 GETTING STARTED .................................................................................................................................................15 UNIT 1: INTRODUCTION TO THE DISTRICT PARTICIPATORY PLANNING AND BUDGETING (DPPB) PROCESS .. 16 CONCEPTS AND DEFINITIONS ....................................................................................................................................17 1.1.1 Things to know about development and planning ..............................................................................18 1.1.2 Glossary ...............................................................................................................................................19 OVERVIEW OF THE DISTRICT PARTICIPATORY PLANNING AND BUDGETING (DPPB) PROCESS ................................................20 1.2.1 What are the District Planning and Budgeting Guidelines? ................................................................20 1.2.2 More about the DPPB process .............................................................................................................21 1.2.3 Activities in the DPPB process and the District Council Meeting Schedule ..........................................29 1.2.4 What are the main roles and responsibilities in the DPPB process? ....................................................30 WHAT IS THE DISTRICT DEVELOPMENT FRAMEWORK? ..................................................................................................33 1.3.1 What is the District Development Framework and what is it used for? ..............................................33 1.3.2 What does a DDF document look like? ................................................................................................34 End of Unit 1 Exercise – Participation and Inclusion .....................................................................................34 UNIT 2: DISTRICT PLANS AND PROFILES ........................................................................................................ 35 ACTIVITY 1. AWARENESS RAISING WITH THE COMMUNITY..............................................................................................37 2.1.1 Why conduct awareness raising with communities? ...........................................................................37 2.1.2 What information should be shared with communities as part of awareness raising? ......................39 2.1.3 How does community input feed into the DPPB process? ...................................................................39 ACTIVITY 2. PREPARE DISTRICT PROFILE .....................................................................................................................41 2.2.1 What is a district profile? .....................................................................................................................41 2.2.2 What information needs to be included in the District Profile? ...........................................................43 2.2.3 How is information presented in the District Profile? ..........................................................................46 2.2.4 What is a Rapid Urban Spatial Analysis and how is it relevant to the District Profile? .......................48 2.2.5 What is a Local Economy Assessment and how is it relevant to the District Profile? ..........................49 ACTIVITIES 3 & 4. REVIEWING EXISTING PRIORITIES, PLANS AND NATIONAL REQUIREMENTS..................................................51 2.3.1 Where does the information for the DDF come from? ........................................................................51 2.3.2 National/line ministry requirements....................................................................................................52 2.3.3 Existing district priorities and plans .....................................................................................................53 End of Unit 2 Exercise – Participation Ladder ...............................................................................................56 UNIT 3: COMMUNITY INVOLVEMENT IN THE PLANNING PROCESS ............................................................... 57 ACTIVITY 5. PREPARING FOR COMMUNITY CONSULTATION .............................................................................................58 3.1.1 Who is involved in the community consultations?...............................................................................58 3.1.2 How can District Councillors prepare for community consultations? ..................................................59 3.1.3 Principles of the participatory planning and budgeting process .........................................................61 3.1.4 Managing Community Expectations....................................................................................................63 3.1.5 Defining the structure of villages and communities ............................................................................65 3.1.6 Defining the timeline for community consultations.............................................................................66 ACTIVITY 6. COMMUNITY ENTRY ..............................................................................................................................67 3.2.1 What is community entry and why is it important? ............................................................................67 3.2.2 What information needs to be shared at community entry meetings? ...............................................69 ACTIVITY 7. COMMUNITY CONSULTATION PROCESS ......................................................................................................70 3.3.1 Overview of community consultations ................................................................................................70 3.3.2 Overview of the community consultation process ...............................................................................71 MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. iv FINAL VERSION 3.3.3 Activity 7a. Collect Basic Community Information ...............................................................................73 3.3.4 Activity 7b. Present results of District Profile exercise .........................................................................75 3.3.5 Activity 7c. Identify community challenges and opportunities ............................................................76 3.3.6 Activity 7d. Vision and Goals ...............................................................................................................78 3.3.7 Activity 7e. Common Priority Areas .....................................................................................................79 3.3.8 Activity 7f. Summarise into a CPA document.......................................................................................80 3.3.9 Finalising the community consultation process ...................................................................................80 End of Unit 3 Exercise – Johari’s Window ........................................................ Error! Bookmark not defined. UNIT 4: PREPARING THE DISTRICT DEVELOPMENT FRAMEWORK ................................................................. 81 ACTIVITY 8. PREPARING THE DRAFT DISTRICT DEVELOPMENT FRAMEWORK ......................................................................82 4.1.1 What is the District Development Framework? ...................................................................................82 4.1.2 Where does the information for the District Development Framework come from? ..........................83 4.1.3 How do we prepare a draft District Development Framework? ..........................................................83 4.1.4 How do we summarise all the results of the community consultations? .............................................87 4.1.5 How do we consolidate information from all the sources to identify the main district priorities? ......88 4.1.6 How do we formulate objectives for the District Development Framework? ......................................88 ACTIVITIES 9-11. REVIEWING AND FINALISING THE DISTRICT DEVELOPMENT FRAMEWORK ..................................................90 4.2.1 Activity 9. Reviewing the District Development Framework document ...............................................90 4.2.2 What do VCs need to know about reviewing the draft DDF document? .............................................92 4.2.2 Activity 10. Adopting the District Development Framework ...............................................................92 4.2.3 Activity 11. Disseminating the District Development Framework .......................................................93 EVALUATION OF TRAINING .......................................................................................................................................95 GLOSSARY ............................................................................................................................................................96 ATTACHMENTS......................................................................................................................................................97 Attachment 1: Example District Development Framework ..........................................................................98 Attachment 2: District Profile Information .................................................................................................103 Attachment 2: Example District Profile – Unity District ..............................................................................107 Attachment 4: Example Community Priority Assessment t ........................................................................113 Attachment 5: Basic Community Information Guidance Notes ..................................................................119 EXERCISE SHEETS .................................................................................................................................................122 Exercise Sheet 1 – Identifying existing district planning information .........................................................123 Exercise Sheet 2 – Enhancing Participation Principles in our District .........................................................124 Exercise Sheet 3 – Identifying Community Challenges..................................... Error! Bookmark not defined. Exercise Sheet 4 – Pairwise Ranking Exercise .................................................. Error! Bookmark not defined. Exercise Sheet 5– Johari’s Window .................................................................. Error! Bookmark not defined. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. v FINAL VERSION List of Abbreviations CDRD CPA DDF DPPB IDP JPLG LEA LED MCH MOI RUSA VC Community Driven Recovery and Development Community Priority Assessment District Development Framework District Participatory Planning and Budgeting Internally Displaced Persons Joint Program for Local Governance Local Economic Assessment Local Economic Development Maternal and Child Health Care Clinics Ministry of Interior Rapid Urban Spatial Analysis Village Council MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. vi FINAL VERSION Introduction to the training This Participant Book is designed to assist you as an elected member of a District Council, or as a district staff member, to understand the district planning process that you will be expected to follow, in order to develop a District Development Framework that will be the basis of your district’s development activities over the next 5 years. These training materials will be subject to ongoing review and improvement, so your comments and suggestions will be very helpful, to ensure that the materials are as useful and relevant as possible. Who is this Module for? All District Councillors, including members of the Economic and Development SubCommittee. Staff of the district Planning Department (where it exists, or if not, other relevant district department). Mayor and Deputy Executive Secretary Note: This version of Module 2 is a ‘general’ version, suitable for both District Councillors and staff at the same training. Other versions will be created, which are adapted for specific groups of participants. Symbols Used You will find the following symbols in this Participant Book: Attachment Symbol: This symbol tells you there is an example format, or a table of information that you need to look at. These are located as Attachments at the end of your Participant Book. DPPB Format Symbol: This symbol tells you that there is a blank copy of a relevant DPPB format in the DPPB Format Book, which is a separate document to this Participant Book. Exercise Sheet Symbol: Some of the activities require you to complete or refer to an Activity Sheet. When you see this symbol you need to use the corresponding Activity Sheet at the end of your Participant Book. Eye Symbol: The eye symbol tells you that there is a table, diagram or example to look at below. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. vii FINAL VERSION Hand Symbol: The hand symbol indicates a point that is important to note. Question Symbol: This symbol indicates some questions for discussion or reflection. Talking Symbol: This symbol indicates there is an activity to participate in. Glossary: You will also see that some words in this Participant Book have been written in bold. These words may be unfamiliar, so they are explained in a glossary, which you will find at the end of this Participant Book. Text Boxes: ! Sometimes you will see some writing in a box with a symbol like this. This means that the information in the box is important and you should make sure that you understand it before you continue. If you do not understand, please ask your trainer. Shaded Boxes: Other important information is put into a shaded box like this, so that you will notice and read it. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. viii FINAL VERSION Training Overview, Modules 1-6 This Module 2: Planning Module is the first in a series of modules on district participatory planning and budgeting that you will participate in as part of strengthening your role as a District Councillor or staff member. Other modules are shown as follows: Table I.1 – Overview of Training Modules 1-6 Module Relevant step in DPPB Guidelines Content Module 1: Induction Module n/a – separate Induction Module document produced by MOI to guide this training. Roles and responsibilities of District Councils, Councillors and staff Module 2: Planning Module Step 1: District Development Framework How to prepare a District Development Framework Module 3: Resource Forecasting and AWPB Step 2: Forecast district resources and assess budgets Step 3: Prepare District Annual Work Plan and Budget How to forecast district revenue and expenditure How to prepare the District Annual Work Plan and Budget The process of project approval for projects included in the AWPB Module 4: Suggestion – the proposed training material on the LDF could be inserted here as the new ‘Module 4’, so that we don’t have to change the numbering of Modules 5 and 6. Module 5: Procurement and Implementation Module A Module B Module C Step 4: Implement Work Plan and budget Module 6: Monitoring and Evaluation Module Step 5: Monitoring and Evaluation What is involved in the implementation of district projects? Procurement procedures to be followed for district projects. How to conduct monitoring and evaluation of the District Development Framework and its projects. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. ix FINAL VERSION Table I.2 – Training Overview, Planning Module Unit Session Title Content Unit 1: Introduction to the Planning and Budgeting process Introductory Session: Getting Started (45 minutes) Introductions, welcome etc Aims and Objectives Expectations and Ground Rules Session 1.1: Concepts and definitions (1 hour) Exploration of the meaning and relevance of concepts such as planning and development. Activity 1.1: Concepts Brainstorm Session 1.2: Overview of the District Participatory Planning and Budgeting process (1.5 hours) Introduce DPPB process and guidelines Outline roles and responsibilities Break process down into steps and activities. Session 1.3: What is the District Development Framework? (1 hour) Outline the purpose of the DDF Become familiar with the DDF format to be used. End of Unit 1 – Participation and Inclusion Unit 2: District plans and profile Session 2.1: Awareness Raising with the community (1.5 hours) Session 2.2: Preparing the District Profile (2.5 hours) The purpose of a District Profile What information is included in the District Profile and how to collect and present it. Session 2.3: Reviewing existing priorities and plans (2 hours) What existing information and/or national priorities need to be reviewed and considered for inclusion into the DDF? End of Unit 2 – Participation Ladder Unit 3: Community Involvement in the planning process Explain the purpose of and possible methods for awareness raising with communities about the DPPB process. Communities sensitized and empowered in the target districts as part of efforts to stimulate positive change and attitude concerning their rights and responsibilities vis-à-vis their local councils. Session 3.1: Preparing for community consultation (2 hours) Identifies what preparation is required before commencing the community consultation in the villages, in particular locations and timelines for consultation. Session 3.2: Community entry (1 hour) Looks at some appropriate community entry mechanisms to be used prior to conducting community consultation. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. x FINAL VERSION Session 3.3: Community consultation process (3.5 hours) Unit 4: Preparing the District Development Framework Explores the first part of the community consultation process, including collecting basic community information and identification of community challenges and opportunities. Explains the second part of the community consultation process, including a community vision, priority areas and priority projects. Session 4.1: Preparing the draft District Development Framework (1.5 hours) How to prepare the different sections of the draft District Development Framework document and who is involved. Session 4.2: Reviewing and Finalising the District Development Framework (1 hour) Overview of steps involved in reviewing, finalising, adopting and disseminating the DDF document. Evaluation of Training 45 minutes Total training time = approximately 20 hours (5 days) MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. xi FINAL VERSION Table I.3 – Indicative Timetable This timetable is a suggested guide to the timing of the 5 day training. Note that the timetable may need to be adjusted during the training, depending on circumstances. Day 1 Time 8am-10am Session Introductory Session: Getting Started (45 mins) Session 1.1: Concepts and definitions (1 hour) 10-10.30am Break - Morning tea 10.30am Energiser 10.3512.30pm Session 1.2: Overview of the district planning and budgeting process (1.5 hours) Session 1.3: What is the District Development Framework? (0.5 hours) End of Day 1 Day 2 Time 8am-10am Session Session 1.3: What is the District Development Framework? (continued, 0.5 hours) Session 2.1: Awareness Raising with the community (1.5 hours) 10-10.30am Break - Morning tea 10.30am Energiser 10.3512.30pm Session 2.2: Preparing the District Profile (2 hours) End of Day 2 Day 3 Time 8am-10am Session Session 2.3: Reviewing existing priorities and plans (2 hours) 10-10.30am Break - Morning tea 10.30am Energiser 10.3512.30pm Session 3.1: Preparation for Community Consultation (2 hours) End of Day 3 MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. xii FINAL VERSION Day 4 Time 8am-10am Session Session 3.2: Community Entry (1 hour) Session 3.3: Community Consultation (1 hour) 10-10.30am Break - Morning tea 10.30am Energiser 10.3512.30pm Session 3.3: Community Consultation (continued, 2 hours) End of Day 4 Day 5 Time 8am-10am Session Session 3.3: Community Consultation (continued, 0.5 hours) Session 4.1: Preparing the District Development Framework (1.5 hours) 10-10.30am Break - Morning tea 10.30am Energiser 10.3512.30pm Session 4.2: Reviewing and Finalising the District Development Framework (1 hour) Evaluation of Training (45 mins) End of Day 5 – End of Training MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. xiii FINAL VERSION Introductory Session Pre-training meeting Session To provide an overview of the training. Objectives: To understand participants’ expectations of the training. It is recommended that the day before the training starts, a short session (30mins) should be held with the Mayor of the municipality, Councillors and Departmental Heads in the municipality and other relevant participants who are going for the training. This short session will serve to gauge the expectations, views and level of commitment of the participants towards the training. The trainer will provide a brief overview of the training and will examine the level of expectations and interest of the participants for the course, so if he/she finds any concerns or issues from the participants they can be discussed and resolved before the training starts. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 14 FINAL VERSION Introductory Session Getting Started Session To create a comfortable and encouraging learning environment. Objectives: To outline what the training aims to achieve and how this will happen. To provide an overview of the training. To understand participants’ expectations of the training. To set some agreed ground rules for the training. In this session you will get to know your trainer and the other participants. You will find out what the training involves and what you are expected to do. Here are some of the things that your trainer might cover in this session: Welcome Introductions Aims and Objectives of the training Training Overview and Documents Expectations and Ground Rules ‘Car Park’ for questions Questions for Reflection: Why did you come here today? What do you hope to take away from this training? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 15 FINAL VERSION Unit 1: Introduction to the District participatory planning and budgeting (DPPB) process This Unit contains the following sessions: Session 1.1: Concepts and definitions Session 1.2: Overview of the District Participatory Planning and Budgeting process Session 1.3: What is a District Development Framework? Who is this unit for? All District Councillors, including members of the Economic and Development Sub-Committee. Staff of the district Planning Department (where it exists, or if not, other relevant district department). Mayor and Deputy Executive Secretary MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 16 FINAL VERSION Session 1.1 Concepts and definitions Session To become familiar with the concepts of planning and development. Objectives: To identify how these concepts are relevant to districts in Somaliland. Questions for Discussion 1: Choose 1 of the questions below and briefly discuss in groups of 3: What is development and what does it mean for our district? What is planning and why is it important? Why is participation important in a district planning process? Your trainer will ask for your ideas when you have finished. Exercise 1.1: Reflecting on Development This activity aims to help you reflect on why development is important for our district and how a lack of development can impact on us personally and those close to us. Your trainer will guide you in this activity which asks you to consider the reflective questions and information below: Why is development important for our district? Has anyone you know ever been sick with or even died from a disease that is easily treated in other countries? Does your family or anyone you know, sometimes go without meals? Do you expect that all your children will reach adulthood? Do people you know have to bathe in or drink unclean water? These are all basic things that all of us as human beings should be able to achieve in our lives: Treating diseases Eating meals every day Feeling confident that our children can live long and healthy lives Drinking and bathing in clean water, free from disease This is why we engage in a development process. The process can be set back by: Conflict MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 17 FINAL VERSION Corruption Destruction of natural resources Gender inequality However, the process can be enhanced by: Local government and decentralised systems Careful and transparent management of public funds Sensible planning based around real needs 1.1.1 Things to know about development and planning What is Development? Development is a widely used term that can mean ‘to grow’, ‘to improve’, or ‘to build on’. Development is an ‘umbrella’ term that can include: Service provision Increasing life expectancy Management of natural resources Disease Prevention Reducing unemployment Improvement of quality of life Disaster preparedness and management Reduction of conflicts Equitable access to resources and opportunities for men and women Development is an ongoing process that can help us move from where we are now to where we want to be in the future. The development process involves many things, such as: planning working together careful management of existing resources What is Planning? Planning is a process of thinking ahead and deciding: Where are we now? What are we going to do? When and how we are going to do it? What do we need to achieve what we want to do? How much it will cost? Who is going to be involved? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 18 FINAL VERSION How will we know whether we have achieved our goal? For example, if you are planning a big celebration, let’s say for a wedding, you will need to consider the following: What form will the celebrations take? When will the wedding be and where will it be held? How many guests will be invited? What is required, for example, venue, mosque, food, drink How much will the wedding cost? Who is going to organise the different aspects of the wedding? These questions form the basis of your planning for the celebrations. Without answers to these questions, preparations for the wedding celebrations may not progress as well as hoped. Careful planning can help you anticipate what problems you may face, so that you can take action to avoid these problems. A planning process can help a district authority to make sensible decisions about projects that can be explained to the wider community. If a planning process is not followed, a District Council may find that it has problems explaining its decisions to the community, in order to demonstrate that decisions have been made in a transparent and accountable way. What is Participatory Planning? Participatory planning is a planning process that involves members of the community (both men and women) in activities such as: Collecting information. Identifying and prioritising local needs. Providing expert information, particularly about issues at a local level. 1.1.2 Glossary At the end of this Participant Book there is a glossary, which contains some important terms that you will come across in this training. Please refer to your Glossary now and ask your trainer if there are any definitions that you are not sure about. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 19 FINAL VERSION Session 1.2 Overview of the District Participatory Planning and Budgeting (DPPB) process Session Objectives: To become familiar with the District Participatory Planning and Budgeting (DPPB) guidelines that underpin the training modules. To give an overview of the DPPB process, including steps, activities and responsibilities. 1.2.1 What are the District Planning and Budgeting Guidelines? The District Participatory Planning and Budgeting (DPPB) process is a series of steps and tasks that guide District Authorities through a participatory planning and budgeting process and is relevant to development planning and budgeting in the district in the long-term (over 5 years) and short term (annually). The District Participatory Planning and Budgeting (DPPB) Guidelines is a document which guides this planning and budgeting process and is the basis of this training module and others to follow. The DPPB Guidelines were developed by the Ministry of Interior (MOI) with support from JPLG and CDRD to harmonise different approaches to development planning. Through this process, MOI has developed one planning framework for all districts and internal government transfers and external support should be channelled to support the implementation of these guidelines. The guidelines provide step by step information on the different parts of the DPPB process. These steps are expanded on in the training materials that you are now working through. The sessions in this Participant Book relate to the different tasks outlined in the guidelines. The guidelines identify 3 important outputs from the DPPB process and these are: A District Development Framework (DDF) (for 5 years but reviewed annually). A District Annual Work Plan (AWP) A District Annual Budget (linked to the Annual Work Plan) Note: an additional aim is to work towards incorporating ‘gender budgeting’ into the development of the annual budget and to ensure that the district’s DDF and AWP are gender sensitive. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 20 FINAL VERSION Each step in the DPPB process has a relevant training module, as shown in Table 1.1 below. Table 1.1: Steps in the DPPB guidelines and relevant training modules Step in the guidelines Relevant training module Step 1. District Development Framework A document outlining the 5 year vision and priorities within the district. Module 2: Planning Module Step 2. Resource forecasting and budget assessment Compile the best possible information on all financial resources available for the coming year. Step 3. District Annual Work Plan and Budget Decide which priorities in the District Development Framework should be funded in the coming year. ! This is the training module that you are currently participating in. Module 3: Resource Forecasting and AWPB Module Step 4. Implement Annual Work Plan Selected projects are planned and designed in detail and implemented. Module 5: Procurement and Implementation Modules A – Project Management B – LG Procurement C – Overview Step 5. Monitoring and Evaluation Monitoring and review of projects to feed back lessons learned into the DDF. Module 6: Monitoring and Evaluation 1.2.2 More about the DPPB process Each step in the DPPB process is part of a cycle of activities that includes planning, budgeting, implementing and then using the lessons learned to feed back into the next cycle, so that the process is improved each time it is conducted. Please look at Diagram 1.1 below, which illustrates this DPPB cycle. In addition, each step in the DPPB process can be broken down into individual activities, which need to be carried out in order to achieve the desired outputs for each step. The different activities that apply to Step 1 in the DPPB process are identified in Table 1.2 below ! Note: The timelines presented in Table 1.2 are a guide only and the timing of activities will vary from district to district. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 21 FINAL VERSION Diagram 1.1: Overview of the District Participatory Planning and Budgeting (DPPB) cycle STEP 1: COMMUNITY CONSULTATIONS ASSESS TECHNICAL AND NATIONAL REQUIREMENTS MONITORING AND LESSONSLEARNED DISTRICT DEVELOPMENT FRAMEWORK DISTRICT PARTICIPATORY PLANNING AND BUDGETING STEP 2: ASSESS RESSOURCE AVAILABILITY AND BUDGET REQUIREMENTS RESSOURCE FORECAST AND BUDGET ASSESSMENT STEP 5: ESTABLISH MONITORING SYSTEM UNDERTAKE MONITORING AND EVALUATION WITH COMMUNITIES STEP 3: PRIORITISE DISTRICT PRIORITIES AGAINST BUDGET AVAILABILITY IMPLEMENT WORK PLAN AND BUDGET STEP 4: DETAILED PROJECT DESIGN WITH COMMUNITIES PROJECT IMPLEMENTATION AND MANAGEMENT MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. DISTRICT WORK PLAN AND ANNUAL BUDGET 22 FINAL VERSION Table 1.2: Overview of Step 1 in the DPPB process Have adapted this table from an original version prepared by Amy. Suggest someone needs to review the timeline and number of days allocated for each activity to ensure is realistic. No Activity No. of days Month Persons Responsible Desired Outcome 1 Awareness raising with communities 5 -10 Jan 2 Prepare district profile 10 3 Assessment of national/ line ministry requirements 4 5 Formats required District Council MOI and facilitators (support) Communities have a clear understanding of the DPPB process in their district and their role and what to expect from it. None Feb Planning Dept staff E&D Sub-C’tee MOI (support) A completed District Profile document, which can be summarised for inclusion in the DDF. DPPB Format 2.1: District Profile Format DPPB Format 2.2: District Profile Work Plan 2 Feb Executive Secretary District departments MOI, sectors, Ministry of Planning. A brief document (1-2pp), which outlines the different national/line ministry priorities / requirements that apply to the district and its DDF. None developed. Identify existing district development plans or priorities 2 Feb Planning Dept staff E&D Sub-C’tee A compilation of as much relevant information from existing documents as possible, for inclusion in the DDF. None – relevant information will be incorporated into the DDF. Preparing for Community Consultation 1 March District Council External facilitators MOI (support) A shared understanding of the participatory process to be followed in the community consultations and the principles involved. None developed A clear understanding of which MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 23 FINAL VERSION villages/locations will be consulted and how much time will be spent in each. Appointment of Councillors to ‘consultation teams’ to locations in the district to support the conduct of the consultations. 6 7 8 Community Entry Community Consultation process (Includes sub-activities 7a-7f) Prepare Draft DDF document 1 for coordina tion meeting, 1 per public meeting location 5 per location March April 5 May Consultation teams (Facilitators & Councillors) District Mayor VCs (support) Community entry public meetings are held in each proposed community consultation location, which explain the purpose and process of the community consultation process to follow. None developed. Consultation teams (Facilitators & Councillors) VCs A Community Priority Assessment (CPA) document with attached Basic Community Information. DPPB Format 2.3: Community Priority Assessment (CPA) DPPB Format 2.4: Basic Community Information A writing team of Department of Planning Staff (1-2), District Councillors (12), Executive Secretary District Council has input on priorities and objectives MOI (support)_ A draft District Development Framework document prepared. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. DPPB Format 2.5: District Development Framework 24 FINAL VERSION 9 Review DDF document 10 Adopt District Development Framework 11 Disseminate District Development Framework 2 input days over a 2-3 week period 1 June 1 A final version of the DDF that can be sent to the District Council to adopt. Executive Secretary and E&D SubCommittee Writing team DPPB Format 2.5: District Development Framework July District Council An adopted District Development Framework document. Meeting Form 1.1: District Council meeting agenda Meeting Form 1.2: District Council meeting minutes July E&D Sub-Committee Communities in the district are all aware that the District Development Framework has been finalised and have access to viewing a copy of this document. None Note: timeline and estimated days are given as a guide only and may vary from district to district. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 25 FINAL VERSION Table 1.3: Overview of Steps 2&3 in the DPPB process Note: Activities 1-11 in the DPPB process relate to Step 1: District Development Framework and were outlined in Module 2: Planning Module. This table relates to Steps 2 & 3 in the DPPB process and includes Activities 12-22. No Activity 12 National Budget Conference 13 Revenue forecast and budget commitments No. of days Month Persons Responsible 1-2 Jun-Aug MOI facilitate Representatives from each District attend 5 Aug Administration and Finance Department E&D Sub-Committee 14 Initial Budget Assessment 5 Aug 15 Selection of priorities and projects (Prioritisation process 1) 2 Sep Desired Outcome Formats required Clear indications of what districts can expect from national budget allocations and external funding for the coming year and ideally for the following two years if possible. A table which outlines all expected revenues for the coming year and following two years where possible. A table which identifies existing budget commitments for the coming year and following two years where possible. None Administration and Finance Department E&D Sub-Committee A written assessment of the revenue forecast and budget commitment tables, which explains the information in the tables and the likelihood that the expenditures and revenues will turn out as expected. DPPB Format 3.3: Budget Assessment District Council External facilitators and MOI (support) A list of projects in priority order, based on information in the DDF, which the District Council considers to be the highest priority projects for the coming year. DPPB Format 3.4: Priority Projects for AWP MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. DPPB Format 3.1: Revenue Forecast DPPB Format 3.2: Budget Commitments 26 FINAL VERSION 16 Budget assessment of the priority projects 5 Sep A list of priority projects and their costs compared against the available funds for the district for the coming year. DPPB Format 3.4: Priority Projects for AWP Administration and Finance Department Director of Administration and Finance E&D Sub-Committee District Council 17 Prioritise projects within budget ceiling (Prioritisation process 2) 2 Sep District Council E&D Sub-Committee A draft Annual Work Plan and Budget, showing selected projects and their costs in priority order for implementation, within the funds available for the coming year DPPB Format 3.5: District AWP DPPB Format 3.6: District Annual Budget 18 DDF/Resource Forecast/AWPB Feedback Workshop 2 Oct VC Representatives District Mayor Executive Secretary Economic and Development SubCommittee Director of District Department of Planning and staff. Director of District Administration and Finance Department and staff. MOI (support) A shared understanding with community representatives of the DDF, the Resource Forecast and Annual Work Plan and Budget and the reasons behind the inclusion and prioritisation of particular projects. VC representatives are able to explain what they have learned about the DDF, the Resource Forecast and Annual Work Plan and Budget to others back in their communities. DPPB Format 2.5: DDF DPPB Format 3.1: Revenue Forecast DPPB Format 3.2: Budget Commitments DPPB Format 3.3: Budget Assessment DPPB Format 3.5: District AWP DPPB Format 3.6: District Annual Budget District Director of Administration and Finance A final version of the Annual Work Plan and Budget for adoption by the District Council. 19 Finalise AWPB 2 Sept MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. DPPB Format 3.5: District Annual Work 27 FINAL VERSION E&D Sub-Committee. 20 Adopt AWPB 1 Nov District Council An adopted District Annual Work Plan and Budget for dissemination to the wider community. 21 Disseminate AWPB 1 Nov Economic and Development SubCommittee Awareness throughout the district of the contents and progress of the district’s Annual Work Plan and Budget. 22 Project Approval Process tba NovDec Department of Planning Individual projects in the Annual Work Plan are approved by District Council. Plan DPPB Format 3.6: District Annual Budget DPPB Format DPPB Formats 3.7-3.12 Note: timeline and estimated days are given as a guide only and may vary from district to district. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 28 FINAL VERSION 1.2.3 Activities in the DPPB process and the District Council Meeting Schedule According to Law no. 23, Article 47, District Councils should meet ‘once in every two months’. In terms of the activities in the DPPB process outlined in Table 1.2&1.3 above, the following activities could be scheduled to coincide with a District Council meeting as follows: Table 1.4: Example District Council Schedule of Meetings Month Meeting DPPB Activity Role of District Council January District Council Ordinary Meeting 1/2010. Activity 1. Awareness Raising with communities February No District Council Meeting District Council Ordinary Meeting 2/2010. - Identify and discuss appropriate communication mechanisms to raise awareness with communities about the DPPB process. - No District Council Meeting District Council Ordinary Meeting 3/2010 No District Council Meeting District Council Ordinary Meeting 4/2010 No District Council Meeting District Council Ordinary Meeting 5/2010 No District Council Meeting District Council Ordinary Meeting 5/2010 No District Council Meeting - March April May June July August September October November December Activity 5. Preparing for Community Consultation Activity 8. Prepare draft DDF document Invite facilitators to attend meeting and discuss proposed plan for conducting community consultations. - - Input on priorities and objectives to be included in the DDF. - Activity 10. Adopt DDF Vote on resolution to adopt the DDF. - - Activity 15. Identify priorities and projects Discussions on objectives and projects for inclusion in AWP. - - Activity 20. Adopt AWPB Vote on resolution to adopt the AWPB. - - MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 29 FINAL VERSION 1.2.4 What are the main roles and responsibilities in the DPPB process? There are a number of individuals and bodies involved in the DPPB process. Table 1.5 below identifies these roles and responsibilities that are specific to the DPPB process. Table 1.5: Overview of roles and responsibilities in the DPPB process Individual/Body District Council Economic and Development Sub-Committee District Executive Secretary District Mayor Main roles/responsibilities Owner of the District Development Framework. Responsible to implement the District Planning and Budgeting Process. Formulates the District Development Framework, Annual Work Plan and Annual Budget Design projects, carries out procurement and supervise contracts in accordance with applicable laws, regulations, guidelines and agreements. Participatory manner allowing members of the community full access to information and the opportunity to participate in planning and in monitoring and evaluation activities. Individual councillors are responsible for liaison with community groups and for facilitation of community consultation and monitoring activities at community level. Main responsibility for oversight of the DPPB process. Article 44 of Law No. 23/2002 of Regions and District SelfAdministration Law, identifies the Executive Secretary as the chief officer of the local authority. Many of the roles of the Executive Secretary are relevant to the DPPB process, such as: To coordinate the work of the various departments and to pass on the governmental directives. To keep abreast of and to check on the work of the departments and to ensure delivery services. To lead the departments of the local government of the district. For a full list of responsibilities, refer to Law no.23 or your Induction Module. In accordance with legislation, chairs Council meetings, oversees implementation of the Budget, oversees financial management of the funds administered by the District Council in accordance with appropriate rules, regulations, guidelines and agreements. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 30 FINAL VERSION District Planning Department (where exists or if not, other relevant department) Village Councils Community Monitoring/User Groups Ministry of Interior Ministry of Finance Line-ministries Liaise with higher levels of government and with relevant development agencies on behalf of the District Authority. Implements decisions of the District Council. Responsible for preparing the District Profile. Responsible for drafting the District Development Framework as part of a team. Responsible for preparing relevant documents for the Project Approval process. Make sure that village level interests are included in the objectives of the District Development Framework. Mobilise village level participation in development planning, implementation and monitoring of development activities Monitoring implementation of District Development Framework and annual Work plan and budgets Involvement in the design, preparation and monitoring of specific development projects. Project specific, temporary, membership varies depending on project needs and features. Provide guidance on national requirements and policies to include in district work plans and budgets. Monitors and support district council in work plan and budget implementation, including financial management and reporting. Oversees capacity development support and facilitation of district councils. Ensures fiscal transfers in accordance with functions decentralised to the district level Fiduciary risk control of the district level Assist District Councils to develop projects that are consistent with sector-wide strategic planning and with sector-specific technical standards. Gives District Councils directions on national sector-specific requirements that need to be implemented by District Councils and plays advisory role to ensure that the District Development Framework is in line with the national policies and standards. Share information about planned activities where coordination or cooperation is required or relevant. Approves such District Council decisions that require sector- MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 31 FINAL VERSION ministerial consent, based on whether there is conflict with sector development planning, design conforms to relevant technical standards, any recurrent cost burden to be funded by the Ministry (for example salaries for teachers or health staff) District Tender Committee Auditor General Oversees procurement including project design activities, tendering, evaluation of tenders and recommendations for award of contract in accordance with legislation Ensure participation or observation of community members with direct interest in the project considered including women As per Article 98 of Law No. 23/2002 of regions and district selfadministration Law, inspections and audits will be carried out by: The Ministry of interior to inspect the assets and activities of the local councils, similarly the Auditor General shall be responsible for the audit of their management and finances. District Internal Audit function In accordance with legislation Development agencies, NGOs, etc. (external agencies / organisations) All development agencies active in the district are invited to participate in the planning forums. They can comment and advise on the lists of priorities and projects prepared by the District Councils at Step 3. The Agencies and the District Councils can share information about planned activities and where possible may enter into simple development cooperation agreements with the District Councils and communities. ! The DPPB Guidelines identify Step 1 in the DPPB process as the development of a District Development Framework (DDF) for your district. The rest of this Module 2: Planning Module is designed to help you develop the skills and knowledge you need to prepare a District Development Framework for your district, thus achieving Step 1 of the DPPB process. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 32 FINAL VERSION Session 1.3 What is the District Development Framework? Session Objectives: To become familiar with the purpose, content and format of a District Development Framework (DDF). 1.3.1 What is the District Development Framework and what is it used for? The DPPB Guidelines identifies Step 1 in the DPPB process as the development of a District Development Framework (DDF) for your district. The purpose of the DDF is for the district to have a shared vision of the objectives for the district’s development over the coming 5 years, as well as the priorities that need to be addressed in that time in order to achieve these objectives. The DDF is a document (approximately 15-20 pages) that: Specifies the main social and development objectives of the district. Summarises the main challenges facing the district in achieving its objectives. Defines the main priority interventions needed to achieve the objectives. The District Council will use the DDF to decide on which projects and activities to be put into their Annual Work Plan. It will be an important reference document for all stakeholders in the district, including Village Councils and citizens of the district. The DDF will act as an important accountability tool, as it will ensure that the projects chosen for the Annual Work Plan relate to the district’s objectives and contribute to the development of the district. The above information has been adapted from the DPPB Guidelines, p.6. ! The DDF is a guiding framework and not a plan, as it does not list specific actions to implement or budget lines committed. It also does not list projects or services for specific villages or communities. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 33 FINAL VERSION 1.3.2 What does a DDF document look like? A format has been developed to assist your district to develop its own DDF. The headings of the DDF format include the following: 1. Introduction 2. District Profile Summary 3. National Requirements and Priorities 4. Community Consultations 5. Main District Priorities 6. Objectives 7. Main Interventions Please look at. Attachment 1: Example District Development Framework Format at the end of your Participant Book. Your trainer will go through this format with you, so that you will be familiar with it. A blank copy of the District Development Framework format can be found in DPPB Format 2.5 – District Development Framework of your DPPB Format Book (print and electronic versions available). End of Unit 1 Exercise – Participation and Inclusion You will notice that throughout the DPPB process there is an emphasis on the participation of a wide range of stakeholders, as well as the inclusion of groups who may not normally have an opportunity to participate in these kinds of processes, for example, women, youth and marginalised groups. In this activity we will spend some time talking about why it is important to have a participatory process and why such a process should be inclusive of certain groups. Your trainer will ask you to work in groups and discuss the following questions: a) Why do you think it is important to have input from groups such as women, youth and marginalised groups into the district planning and budgeting process? b) What benefits do you think that such people could bring to the planning and budgeting process? c) What can we do to ensure that these people have every opportunity to participate fully in the planning and budgeting process? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 34 FINAL VERSION Unit 2: District Plans and Profiles This unit contains the following sessions: Session 2.1: Awareness Raising with the community Session 2.2: Preparing a District Profile Session 2.3: Reviewing District priorities and plans Who is this unit for? All District Councillors, including members of the Economic and Development Sub-Committee. Staff of the district Planning Department (where it exists, or if not, other relevant district department). District Mayor and Deputy Executive Secretary MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 35 FINAL VERSION This unit covers a number of activities relating to the development of the DDF, as shown in Diagram 2.1 below. Diagram 2.1: Overview of Activities 1-4 What are the activities? 1. Awareness Raising with the community What is involved? Carry out awareness raising on the aim and main steps of the DPPB process, including community consultation, as part of a wider civic education campaign. 2. Prepare District Profile Prepare a document containing economic and social information about the district. 2a. Rapid Urban Spatial Analysis (optional) An optional tool that can be used to give useful information for the District Profile. 2b. Local Economic Assessment (optional) An optional tool that can be used to give useful information for the District Profile. 3. Determine national/line ministry requirements Identify which national policy or line ministry requirements the district will need to include in its District Development Framework. 4. Previous consultation processes/development plans Consolidate any consultation processes on district priorities that have already taken place in the district. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 36 FINAL VERSION Session 2.1 Activity 1. Awareness raising with the community Session Objectives: To understand the purpose and methods for conducting awareness raising on the DPPB process with communities. To identify the awareness raising process as part of a wider civic education campaign for communities. Before we start the session, look back at Table 1.2 in your Participant Book, to see where we are in the DPPB process. 2.1.1 Why conduct awareness raising with communities? It is important that awareness raising is conducted with communities at the beginning of the DPPB process, to ensure that communities understand the purpose and main activities of the DPPB process, in particular the community consultation that will take place in their villages as part of the preparation of the District Development Framework. Awareness raising is an important part of ‘breaking ground’ with communities, as many communities up until now have had little interaction with their District Council. A Civic Education campaign should also be rolled out at this stage, which aims to sensitise and empower communities in the target districts as part of efforts to stimulate positive change and attitude concerning their rights and responsibilities vis-à-vis their local councils. The aim of awareness raising is that communities are fully aware of what to expect and can prepare themselves and their ideas in order to have effective input into the overall DPPB process. An important part of the awareness raising process will be to ensure that communities have realistic expectations about what the DPPB process can do for them. We will look at managing community expectations more closely in Session 3.1. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 37 FINAL VERSION A summary of information about how Activity 1. Awareness Raising should be conducted is provided below in Table 2.1. Table 2.1: Who and When? – Activity 1. Awareness Raising Who is involved in awareness raising? The awareness raising will be led by the District Council, with the collaboration of MOI and facilitators. The District Council is responsible for communicating with communities through a range of mechanisms. The MOI and facilitators are responsible for providing backstopping support and ensuring that the required activities take place. When The awareness raising campaign should be carried out in January and require approximately 5-10 input days. does this happen? What is the process? ** Note: Awareness raising on the DPPB process should link in with civic education processes within the district at the time, as this will reduce the need to conduct a separate process, thus saving time and resources.** Some steps to guide the process: 1. Organise the awareness process so it reaches the maximum number of people in each village. This includes identifying means of communication that can reach a large number of people for as low cost as possible. 2. Use appropriate awareness raising tools. Examples could include the following: Radio announcements Drama presentations Notices in public places Written material such as cartoon strips Public meetings Text messages on mobile phones ‘Free play’ radios and mp3 for group listening What is the desired outcome? What Communities in the district have a clear understanding of the DPPB process in their district and what to expect from it. Communities understand their role in the process and where and how they can have input. No DPPB formats are required for this process. formats are needed? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 38 FINAL VERSION 2.1.2 What information should be shared with communities as part of awareness raising? Communities will need to understand the following things about the DPPB process: The aim and main steps of the upcoming DPPB process The roles of the Village Councils in the process How citizens can participate in the community consultation process and what they can expect. How citizens can ensure their views and priorities are heard at the District Council level How citizens can play a role in monitoring the implementation of the plans 2.1.3 How does community input feed into the DPPB process? An important part of awareness raising will be for communities to understand that they will have many opportunities for input into the DPPB process, as shown below: Diagram 2.2: Opportunities for community input in the DPPB process Step in the DPPB process Step 1: District Development Framework (DDF) Step 2: Resource forecasting and budget assessment Desired community input Opportunities for community input Community consultations on issues, needs and priorities for the initial DDF. Provide written feedback on the DDF document. Provide assistance to review the DDF annually. Opportunities for community input Provide written feedback on the Resource Forecast and budget assessment. Involvement in ‘participatory budgeting’ activities (to be determined) Step 3: Prepare Annual Work Plan and Budget Opportunities for community input Discuss and provide feedback on the draft DDF and AWPB at a validation workshop. Step 4: Implement Work Plan and budget Opportunities for community input Community Monitoring/User Group to provide input into the design and implementation of specific projects (as far as legally or technically possible). Step 5: Monitoring and Evaluation Opportunities for community input Community Monitoring/User Groups to undertake monitoring and evaluation activities relating to project implementation and outcomes. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 39 FINAL VERSION Exercise 2.1: Community Questions and Answers This exercise aims to help District Councillors prepare for the kinds of questions that communities might have about the DPPB process and identify appropriate ways that as a District Council, you can respond to these questions. 1. You will work in groups – half of the groups will be ‘District Council’ groups and half will be ‘Community’ groups. 2. Each District Council group will sit with a Community Group and pretend that the community has just been through an awareness raising process about the DPPB process. 3. Each Community Group will develop a list of 3 questions that a real community group might have about the DPPB process and will ask their questions to their District Council group. The District Council must respond in the best way possible. Here are some examples of the questions that real communities might ask: Why is it that we always seem to be consulted but never see any results? Can you guarantee that our village will receive a project next year? We never hear anything about what is happening in the District Council. How will you keep us informed about this planning process? Your trainer will guide you with further instruction for this activity. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 40 FINAL VERSION Session 2.2 Activity 2. Prepare District Profile Session Objectives: To understand how to prepare a district profile, including the information needed and the process to follow. Before we start the session, look back at Table 1.2 in your Participant Book, to see where we are in the DPPB process. 2.2.1 What is a district profile? A district profile is a document which gives an overview of the current social and economic conditions of the district. The main purpose of the district profile is to help District Authorities to develop an understanding of the current situation in their district and to be able to anticipate what the future situation in the district might look like. The district profile also helps districts to prepare a necessary database for the participatory consultations and to identify, analyse and mobilise key stakeholders for the participatory planning process. The District Profile will vary in length from district to district, depending on the amount of existing information available. However, it is reasonable that a comprehensive District Profile might be 10-15 pages long, which will need to be summarised into 4-6 pages for the District Development Framework. To illustrate: District Profile (10-15 pages) Contains information about the current social and economic conditions of the district. DDF document (15-20 pages) A 4-6 page summary of the District Profile is produced for inclusion in the DDF. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 41 FINAL VERSION A summary of information about how Activity 2. Prepare District Profile should be conducted is provided below in Table 2.2. Table 2.2: Who and When? – Activity 2. Prepare District Profile Who is involved in preparing a district profile? When does this happen? What is the process? The staff of the District Planning Department (where it exists, or other relevant department) will be responsible for the gathering of information and writing of the draft District Profile. The Economic and Development Sub-Committee of the District Council will have an oversight role of the process, with the Executive Secretary as a secondary person responsible for follow up of this task. The Mayor will provide backstopping and support to this process. The Planning Department staff will need to liaise with the relevant district technical departments and government agencies in order to collect the relevant data for the district profile. Note that in the first year there will be support from trainers and backstopping from MOI in the first and subsequent years. The district profile should be prepared in February and should take approximately 10 input days. Note that the District Profile will be prepared initially for the initial District Development Framework and then will need to be revised annually. 1. The Economic and Development Sub-Committee meets with Planning Department staff, the heads of relevant technical departments and any relevant NGOs, CBOs and other regional government representatives (as required) to discuss the district profile. 2. The process of information gathering needs to be coordinated between the Department of Planning staff and other departments. 3. The Economic and Development Sub-Committee needs to be updated on the progress of the District Profile. 4. Make sure that for each piece of information needed: An individual is identified to collect the information A timeline of when the information needs to be ready This information can be written into the ‘District Profile Work Plan format’ (see below). MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 42 FINAL VERSION 5. Individual staff members are identified to write up the draft of the different sections of the District Profile, with support from facilitators and MOI. 6. The sections of the District Profile are collected into 1 document and circulated as a draft for comment before finalising. What is the desired outcome? What The desired outcome is a completed District Profile document (10-15 pages), which is incorporated into Section 2. District Profile Summary of the District Development Framework as a 46 page summary. DPPB Format 2.1: District Profile Format DPPB Format 2.2: District Profile Work Plan (suggest formats are developing a simple work plan form for the development of the needed? District Profile eg identify what information is needed, who is responsible to collect it and by when) These formats are located in your ‘DPPB Format Book’ The following information and examples are located at the end of this Participant Book. Attachment 2: Detailed District Profile Information (this is most relevant for Planning Staff who will be preparing the District Profile) Attachment 3: Example District Profile – Unity District 2.2.2 What information needs to be included in the District Profile? ! There is quite a lot of information identified for inclusion in the District Profile. Districts should keep in mind that they are not expected to gather this all at once, but rather their district profile will be subject to ongoing improvement each year as more and more data becomes available and new data can be added as it comes in. Table 2.3 below outlines the main areas that the District Profile needs to address. More detail about each of these areas is given in Attachment 2: Detailed District Profile Information at the end of this Participant Book. The table in this attachment also MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 43 FINAL VERSION provides a suggested format for each category and suggestions on where the required information can be sourced from. Table 2.3: Contents of a District Profile Heading What does this include? 1. Physical Environment – a District base Map 2. Social baseline Demography, clans Information on poverty, vulnerable groups, gender Health information and facilities Education information and institutions Skills base in the district (types and levels of human resources) 3. Economic profile, key assets and opportunities Available (natural) resources, status and issues Main economic sectors, economic activities, and employment structure and numbers (size of main businesses and growth potentials) Income levels in the main sectors of employment and economy Productive and service infrastructure and utilities Major bottlenecks for districts development due to infrastructure deficit Main markets and economic activity nodes/clusters in the district (or applicable regional ones) Trade flows in the district and links to regional flows Key physical geography Demographic information Location of services Physical features which have significance for local/regional planning and development Spatial structure of largest settlements (presented in enlarged inserts or separate sheet attachments to the base map) These maps will be made available from UN-HABITAT GIS unit. 4. Basic Social Services Information/data on levels of service delivery currently achieved by the District Council. Service providers (DC, PPPs, private, international assistance, etc.) and main economic indicators of the service provision. Information on current external development assistance activities in the district. Information on the main organisations working in the district, including donors, CBO/NGOs. Highlight access to these services by both men and women. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 44 FINAL VERSION 5. Key Sector Issues This section is essential as it analyses key issues of the district such as: Urban – rural linkages Institutional roles and responsibilities Privatisation and public-private partnerships Level of decentralisation Poverty and environmental issues 6. Environment / Natural Resources and Management 7. Security Information 8. Population Figures for villages Community Security Committees Number of villages per district Number of households per village Number of Village Councils, their area of influence and subcommittees and mandates Definition of a community or family. 9. Thematic Maps Gives information on the natural resources available in the district as well as their status, for example whether any are vulnerable to over-exploitation. Outlines the major challenges facing the future management of the district’s natural resources and environment. In addition to the physical environment map (point 1), thematic maps of districts should be produced in the first year and improved in the subsequent years. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 45 FINAL VERSION 2.2.3 How is information presented in the District Profile? There are 4 main ways in which data can be presented in reports like the District Profile. These are: Maps Tables Graphs Written paragraphs Suggestions about how to present the different types of data are also given in Attachment 3 – Example District Profile, Unity District at the end of this Participant Book. Note that it is not possible or even desirable to include all available information about the district into your District Profile. Otherwise, it might be difficult to identify the most relevant information amongst all the other additional information. A long report is not necessary better! It is more useful to have a shorter report that identifies the most important information about your district, than a long report which contains pages and pages of information that is not useful. The checklist below can help you identify what information should be included in the profile and what can be left out. Table 2.4: Checklist for assessing the relevancy of data 1. Does this data give us clear information about something happening in our district now, or in the future? If yes – consider including in the District Profile. If no – it should not be included. 2. Is this data from a credible source and likely to be accurate? If yes – consider including in the District Profile. If no – you may need to cross-check the data with another source to ascertain its accuracy. If this cannot be done, the information should not be included. 3. Does this data tell us anything new about the situation in the district? (or does it just reinforce information that we already If yes – consider including in the District Profile. If no – you could just make a reference to the source of the information in the District Profile, rather than including all the information. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 46 FINAL VERSION have?) 4. Is this data available in a format that is easy to understand, for example, maps, tables, graphs? If yes – consider including in the District Profile. If no – see if you can present the data as a 5. Is this data agreeable to the District Council? If yes – consider including in the District Profile. If no, seek further clarification from the District map, table or graph. If this is not possible, it may be best to leave out the information, or include it as an Annex to the main document. Council. 6. Can this data help in improving local development initiatives? If yes – consider including in the District Profile. - If no, you could make a reference to the source of the information in the District Profile 7. Is the information about what is likely to be happening in the future realistic and not too ambitious? If yes – consider including in the District Profile. If no – it may need to be modified before 8. Is this data gender disaggregated? (In other words, does it make a distinction between men and women, boys and girls?) If yes – consider including in the District Profile If no – seek further clarification from the District including in the District Profile. Council There are two other tools that can be used to assist with the development of the District Profile, the Rapid Urban Spatial Analysis (RUSA) and Local Economy Assessment (LEA). It may not be feasible to use these tools in the first attempt to develop your District Profile, but some information is provided below to familiarise you with what they involve. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 47 FINAL VERSION 2.2.4 What is a Rapid Urban Spatial Analysis and how is it relevant to the District Profile? Question: Can this tool be modified/expanded to capture rural areas as well as urban? UNHabitat to advise on this as per workshop recommendation. A Rapid Urban Spatial Analysis (RUSA) is a tool used to get a quick overview of the basic urban characteristics in selected Somali cities and towns. The purpose of this rapid assessment of the urban characteristics of the city is to: understand the basic elements of each city (or urban area). achieve a basic understanding of the current situation in the area. This will help us to identify and prioritise challenges and problematic areas and to address the most important ones first in the shortest possible time. Conducting a RUSA is a process which allows us to: have a quick understanding of the main structuring elements of a city, and the problems and opportunities. identify priority areas in the city where different problems or opportunities come together and where an integrated approach is desirable. give initial ideas on how the city should develop in the future, for example: what needs to be re-organised or restructured? what directions can the city development take or not take? Relevant information from the RUSA would be incorporated into the District Profile (in one particular section? – or just in relevant places throughout the profile? Please advise.) It is not compulsory for a district to carry out a RUSA as part of the development of its District Profile. However, it is a tool that districts might find useful in future, to assist with the process of mapping their district for inclusion in the District Profile. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 48 FINAL VERSION 2.2.5 What is a Local Economy Assessment and how is it relevant to the District Profile? A Local Economy Assessment is a tool that can be used to gather information on the economic situation in the district, which can feed into the District Profile. A Local Economy Assessment is considered to be an important step for the promotion of local economic development within districts. Local Economic Development relates to the following: Making use of a district’s local resources and competitive advantages. Creating decent jobs and stimulating economic activity in a district. Generating opportunities for business growth (for men and women) in a district. A district can conduct a Local Economy Assessment to help it do the following: Gain a clear understanding of the conditions required for business to flourish in their area. Take advantage of economic opportunities. Promote the economic, social and environmental well-being of the district. Ensure that future economic interventions are informed by a thorough assessment of the economic strengths and weaknesses of the district. A Local Economy Assessment covers both rural and urban areas of a district. Information from a Local Economy Assessment can be incorporated into a district’s District Profile document, in particular, section ‘3. Economic’ to provide important information about the economy of the district. It is not compulsory for a district to carry out a Local Economic Assessment as part of the development of its District Profile. However, it is a tool that districts might find useful in future, to assist with the process of conducting an economic assessment of their district for inclusion in the District Profile. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 49 FINAL VERSION Exercise 2.2: Analysis of Unity District Profile This activity is designed to increase your familiarity with the expected format and content of a district profile, to assist you when you come to develop a district profile for your own district. You will need to refer to Attachment 3 – Example District Profile, Unity District at the end of this Participant Book. In groups, your trainer will ask you to read the example district profile for Unity District and answer the following questions: a) List 3 natural resource issues in Unity District. Why do you think Unity District should be concerned about these issues? b) What are the main areas of economic activity in Unity District? What areas do you think have the potential for further development and why? c) What are the main service delivery issues in Unity District and who should be responsible for the delivery of these services? Your trainer will ask for group feedback when you have finished. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 50 FINAL VERSION Session 2.3 Activities 3 & 4. Reviewing existing priorities, plans and national requirements Session Objectives: To identify what sources of existing information are available in the district and how these can contribute to the DDF. To understand what national or line ministry requirements need to be taken into account when preparing the DDF. Before we start the session, look back at Table 1.2 in your Participant Book, to see where we are in the DPPB process. 2.3.1 Where does the information for the DDF come from? The District Development Framework will be the end product of information coming from a number of different sources as shown in Diagram 2.3 below. Diagram 2.3: Information sources for the District Development Framework District Profile (Activity 2) National/line ministry requirements (Activity 3) District priorities and plans prepared previously (Activity 4) Community Consultations (Activity 7) District Development Framework In Session 2.2 we looked at how to prepare a District Profile (Activity 2). In this session we will look at how national/line ministry requirements (Activity 3) and existing district priorities and plans (Activity 4) can contribute to the DDF. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 51 FINAL VERSION 2.3.2 National/line ministry requirements A district cannot act entirely on its own. The DPPB process needs to take into account that there may be things in place at national level, which the district must include in its own development planning. Such things could include: National objectives or strategies that the district must work in accordance with, for example the National Education Policy, Water Policy, Health Policy and Environment Policy. Concrete services which must be provided through the District Councils, for example, waste management services. Standards for how the District Council delivers these services (these are currently being developed by ILO). An example of a report containing relevant information for districts is the ‘Somali Reconstruction and Development Plan’ A summary of information about how Activity 3. Reviewing national/line ministry requirements should be conducted is provided below in Table 2.5. Table 2.5: Who and When? – Activity 3. Reviewing national/line ministry requirements Who The Executive Secretary and district departments will work with the MOI, the sectors and Ministry of Planning, to identify any national or line ministry requirements that the district needs to consider and prepare a brief document which outlines this information. The Economic and Development Sub-Committee should receive a copy of this document. This should happen in February and require approximately 2 input days. Relevant information needs to be obtained by the MOI from the sectors and Ministry of Planning. Regional representatives from relevant ministries need to be consulted and the district must communicate with the MOI to coordinate involvement of relevant sector Ministries to ensure the DDF is in harmony with national policies. is involved in this activity? When does this happen? What is the process? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 52 FINAL VERSION What is A brief document (1-2pp), which outlines the different national or line ministry priorities or requirements that will apply to the district and that need to be considered in the preparation of the District Development Framework. This information will be incorporated into Section 3. National Requirements and Priorities of the DDF. the desired outcome? What No DPPB formats are required for this process. formats are needed? 2.3.3 Existing district priorities and plans Some districts may already have conducted a participatory planning process, or have prepared some district plans in the past. Such documents should be used in the preparation of the District Development Framework wherever possible. A summary of information about how Activity 4. District priorities and plans should be conducted is provided below in Table 2.6. Table 2.6: Who and When? – Activity 4. District Priorities and Plans Who The district Department of Planning staff are responsible for identifying any previously prepared plans or priorities and assessing what information from these can be included in the District Development Framework. The Economic and Development Sub-Committee will have a role in overseeing this process. This should happen in February and require approximately 2 input days. is involved in this activity? When does this happen? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 53 FINAL VERSION What is the process? 1. Identify possible sources of existing district development plans or priorities, such as: District department files NGOs that have worked in the districts now or in the past External agencies that have worked in the districts now or in the past, for example, the Danish Refugee Council. 2. Review the documents against the given format for the DDF (Attachment 1 at the end of this Participant Book). 3. Identify any gaps in these existing plans where more information is needed to complete the DDF. Use the checklist in Table 2.7 below as a guide to help you assess each piece of information that you collect. What is the desired outcome? What formats are needed? A compilation of as much relevant information from existing documents as possible, for inclusion in the District Development Framework. No DPPB formats are required for this process. Relevant information will be incorporated into the DDF. Table 2.7: Checklist for assessing existing district plans Are the existing plans recent, for example, in the past 5 years? If yes – They may be useful for your DDF and should be considered further. If no – They are unlikely to still be relevant to your district’s current situation and their usefulness is limited. Do the existing plans cover the entire district area? If yes – Check that the information fits within the DDF format and if it does then it should be considered further. If no – Identify which other areas in the district need to be covered. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 54 FINAL VERSION Do the existing plans cover all relevant sectors and themes? If yes – They may be useful for your DDF and should be considered further. If no – Identify what sectors or themes must be brought in to complete the picture. Do the existing district If yes – These may be useful for your DDF and should plans have strategies be considered further. for addressing gender, HIV/AIDS, environment? Examples of some relevant documents include: ‘First steps towards Strategic Urban Planning’ documents – facilitated by UN Habitat, relevant sections include: Background Planning Strategies for Development Institutional Mapping and Territorial Diagnosis – an ILO tool used to collect LED information for some districts in Somaliland during 2005/6. Baseline study for Borama and Berbera districts on social and economic status of CDRD target communities. Exercise 2.3: Information Brainstorm Your trainer will guide you through an activity which will help you think about what information your district might already have that could be used in the planning process. You will need to refer to Exercise Sheet 1 at the end of your Participant Book to complete the activity. 1. You will work in groups of 5 or 6 and try to identify the following: What are some relevant planning documents that our district may have prepared in the last 5 years? Where can we locate this information? Who can we assign to look for this information and/or follow up? 2. Record your answers in Exercise Sheet 1. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 55 FINAL VERSION End of Unit 2 Exercise – Participation Ladder This exercise is designed to help you think about your District Council and how participatory it is when it comes to working with the wider community. Your trainer will explain the ladder below to you and then you will be asked to read the information and discuss some questions. Citizen Empowerment Citizen empowerment Delegated power Partnership Consultation Tokenism Informing Placation Non-Participation Manipulation Think about your District Council and how it works with the community: Where is your District Council on this ladder now? Where do you think your District Council can realistically be in 5 years time? Mark your places on the ladder with X ‘Rungs’ of the participation ladder – what do they represent? Non-participation 1 Manipulation: The aim is to ‘cure’ or ‘educate’ the participants. The proposed plan is best and the job of participation is to achieve support by public relations. Tokenism 2. Placation: For example, choosing of hand-picked ‘worthy people’ onto committees. It allows citizens to advise or plan, but power holders retains the right to accept or reject the advice. 3 Informing: A most important first step to real participation. But too often the emphasis is on a one way flow of information with no channel for feedback. 4 Consultation: Again a good step – includes attitude surveys, community meetings and public enquiries. But this can be often just a ‘window dressing’ ritual. Citizen Empowerment 5. Partnership: Power is redistributed through negotiation between citizens and power holders. Planning and decision-making responsibilities are shared e.g. through joint committees. 6. Delegated power: Citizens holding a clear majority of seats on committees with delegated powersAdapted to makefrom decisions. The public now has the power David to assure accountability of the Source: ‘The guide to effective participation’, Wilcox (1996) programme to them. 7. Citizen Empowerment: Community has the entire job of planning, policy making and managing a programme and the source of funds. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 56 FINAL VERSION Unit 3: Community involvement in the planning process This unit contains the following sessions: Session 3.1: Activity 5. Preparing for Community Consultations Session 3.2: Activity 6. Community Entry Session 3.3: Activity 7. Community Consultation process Who is this unit for? All District Councillors, including members of the Economic and Development Sub-Committee. Staff of the district Planning Department (where it exists, or if not, other relevant district department) District Mayor and Deputy Executive Secretary Diagram 3.1: Overview of Activities 5, 6 & 7 What are the activities? What is involved? 5. Preparing for Community Consultation Feedback on proposed consultation process, in line with principles for participatory processes, ensure village structures and timeline are clear. 6. Community Entry Identify appropriate mechanisms for entry to communities as an initial step in the community consultation process. 7. Community Consultation (Includes sub-activities 7a-7f) Conduct a participatory consultation process in villages in the district and produce a Community Priority Assessment document. (Both men and women should be consulted equally) MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 57 FINAL VERSION Session 3.1 Activity 5. Preparing for community consultation Session Objectives: To understand what is involved in preparing for community consultations, in particular village structures and timelines. To become familiar with the participatory principles that underpin the DPPB process, including community consultation and what these might look like in practice. To understand how to successfully manage community expectations during a community consultation process. Before we start the session, look back at Table 1.2 in your Participant Book, to see where we are in the DPPB process. 3.1.1 Who is involved in the community consultations? Each community consultation location should have a community consultation team made up of the following: Diagram 3.2: Community Consultation teams 1 Facilitator VC representatives 1-2 District Councillors Note: Each District Council will select among themselves which of their Councillors will be involved in the consultation process. It is not necessary for all Councillors in a District Council to be part of the consultation process. However each consultation team should include 1-2 District Councillors. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 58 FINAL VERSION 3.1.2 How can District Councillors prepare for community consultations? As we have seen, it is important that all Councillors have an understanding of the entire DPPB process and how it is to be implemented in the district. It is also important for the District Council to agree on the participatory elements of the process, particularly when it comes to conducting community consultations for the DDF. One important aspect of the community consultations will be to work with the facilitators who are hired to conduct consultations with the villages. A summary of information about how to conduct Activity 5. Prepare for Community Consultation is provided below in Table 3.1. Table 3.1: Who and When? – Activity 5. Preparing for community consultation Who External facilitators will be hired by the District Council to conduct the community consultations, along with District Councillors and Village Council members. Consider including more detail about the process for hiring these facilitators eg the need to develop TOR and have a transparent process etc MOI and the District Councillors will work with these facilitators, to prepare for the community consultations. is involved in this activity? When does this happen? Hiring of facilitators takes place in …Feb/Mar…..and will require 5 input days. Please review and amend as needed The meeting to prepare for community consultations takes place in March and requires 1 input day. Please review and amend as needed This meeting can coincide with an ordinary meeting of the District Council. What is the process? 1. MOI to arrange a meeting between the District Councillors and the facilitators who will be conducting the community consultations. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 59 FINAL VERSION 2. The facilitators should present a proposed method for conducting community consultations. These should refer to the participatory principles outlined below and show how they will be incorporated in the methods. 3. The District Council and facilitators need to determine how many villages will be consulted as part of the consultation process, with help from MOI to determine the structure of the villages in the district. 4. The District Council and facilitators need to determine timelines for community consultations, with help from MOI. Note that the timing of consultations will vary, depending on the size and location of villages and the number of villages in the district. 5. Appoint 1-2 Councillors per location, who will work with the facilitators and VCs to support the consultations in the villages. What about VCs in this process? Not practical to bring them all in to this meeting, but can we make a note to say that by this point, VCs should have already received their own training in the DPPB process and conducting community consultations? What is A shared understanding of the participatory process to be followed in the planning and budgeting process and the principles involved, particularly for the community consultations. A clear understanding of which villages/locations will be consulted and how much time will be spent in each. Appointment of Councillor teams to locations in the district to support the conduct of the consultations. the desired outcome? What No DPPB formats have been developed for this activity. formats are needed? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 60 FINAL VERSION 3.1.3 Principles of the participatory planning and budgeting process Part of preparing for community consultations in villages will be to understand the participatory principles on which the DPPB process is based. These principles need to be referred to when discussing the proposed process of community consultations, to ensure that the proposed process will incorporate and uphold the principles. These principles are explained below, as well as some real examples of how the principles could be applied in practice. 1. All citizens in the District have the right to be informed on the DPPB process and the progress of implementation. What does this mean in practice? Identify specific steps in the planning, budgeting and project implementation process where community input is important and facilitate the participation of the community at these points. Provide regular updates on the planning process and project implementation through noticeboards, community meetings and ensure that the public has access to an overview of the district budget. 2. All citizens have the right to participate in development planning, monitoring and evaluation, directly or by making their views known to their representatives. What does this mean in practice? Direct community input through community consultations and involving small groups in the monitoring and evaluation of projects in their villages. Indirect participation through adding agenda items from the community for District Council meetings, inviting members of communities to attend District Council meetings and presenting community views at such meetings. 3. Women have the right to participate equally in decision making with men, and to benefit equally from the project outputs. What does this mean in practice? Ensure that women feel comfortable and able to express their opinions in the community consultation environment where community priorities are discussed, for example, using gender separate discussion groups. Inviting women’s groups to be present at community consultations. Give additional weighting to projects which can clearly identify a particular benefit for women. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 61 FINAL VERSION 4. Development planning must be based on cross-cutting interest groups and on communities living together in local areas, and not directly on the interests of clans or blood-relationship groups. What does this mean in practice? Ensure that groups such as women’s groups, representatives of the business community, representatives from youth and marginalised people (in particular IDPs, people living with HIV/AIDS and physically challenged people) are involved in discussions on priorities and needs in the district. Be able to clearly demonstrate the groups within the community who will benefit from different priority projects. 5. All participating communities must agree to respect properly made decisions of the District Council, and to prevent any conflict arising from the planning process. What does this mean in practice? Communities should ensure they take every opportunity to participate in the planning process, so that they are satisfied with the final decisions of the District Councils. District Councils must make a concerted effort to ensure that community involvement is undertaken at all identified stages of the process. Any disagreement with the final decisions made should be addressed through the proper channels, for example, at District Council meetings. Exercise 3.1: Participation Principles Your trainer will guide you through this activity, which aims to help you think further about the participation principles presented in this session and how they apply to your district. You will need to refer to Exercise Sheet 2 at the end of your Participant Book to complete the activity. 1. You will work in groups and your trainer will assign each group 1 of the participation principles discussed above. 2. In your group, discuss the principle and complete the table in Exercise Sheet 2 with your ideas about how to enhance this principle in your district’s planning process. 3. Each group will report on its findings, which your trainer will compile into one document that can be referred to back in your district. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 62 FINAL VERSION 3.1.4 Managing Community Expectations When conducting community consultations in villages, it will be important to be mindful of what expectations communities might have about the process and the ultimate outcomes. Communities can lose faith in the planning process if they fail to see any real outcomes or benefits to their own community. However, this is often a result of communities not having a clear understanding from the start about what they can and cannot expect from the planning process. Such a situation can lead to ill-feeling between the District Council and communities and can slow the progress of development activities in the district. Hints for District Councillors to effectively manage community expectations in the community consultation process 1. Explain to communities that their contribution is just one of the sources of information that will be used to prepare the District Development Framework. Even though their contributions are valuable, there are other sources that must be considered, such as national priorities, data from the District Profile and existing district plans. 2. The district budget is not unlimited. This means that decisions will have to be made each year about which projects can be funded. It will mean that there will not be a project in each village in each year. 3. There will be many priorities and projects coming out of the consultation process, as many villages in the district will be consulted on their priorities and issues. This has to be condensed into 1 document, the District Development Framework. As a result, not all of a village’s identified priorities will appear in the District Development Framework or be implemented as projects. 4. Given the above, explain how communities can maximise their opportunities to have input into the process, for example: Make sure each village identifies individuals from their Village Council to take responsibility for development planning activities in the village. Encourage communities to follow up on the actions of the District Council. Make sure that communities stay informed about the progress of the planning process and project implementation. Be focused when identifying community priorities. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 63 FINAL VERSION 5. As a District Councillor, do not promise more to a community than what you can deliver. For example, don’t say to a community that all of their priorities will be included in the District Development Framework or that all of their project ideas will be funded, because this is unlikely to happen. ! It will be important to ensure that communities understand the above points during the consultations, as not all community priorities will appear in the final DDF document, and there will not be a project funded and implemented by the District Council in every village. Questions for Discussion 2: Share your experience about the following: Have you ever been involved in a community consultation process where problems were caused because community expectations were not matched by the outcomes of the process? What happened and why? How could the situation have been avoided? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 64 FINAL VERSION 3.1.5 Defining the structure of villages and communities One of the biggest challenges to conducting community consultations will be to have a clear idea of the structure of villages and communities on the ground in the district An analysis is needed to provide: A clear understanding of the number of villages and boundaries in the district Criteria for what constitutes a village/community/settlement and selection of which villages will be eligible for consultation process. MoI is currently reviewing the status of key communities and villages in districts based on objective criteria such as: historical background economic status population available services Based on this analysis, MOI will issue a ministerial decree on the list of villages that each district should legally have. There is general agreement on the distinction between village and community as follows: i. The village is wider than community ii. A Village can administer a number of communities iii. The Village Council (VC) should come from community representatives iv. The VC is the highest authority at the village level. v. The VC is the image of the district council at the village level. It is envisaged that other information about village structures on the ground will be captured as part of the District Profiling process. It will also be important to determine how many villages can realistically be consulted, given the time and resources available. It may be necessary to ‘cluster’ some villages together depending on their size, in order to reach as many communities as possible. (suggested criteria for ‘clustering’ as per discussions with UNICEF, 100-200 people is manageable eg if a village has less than 100 people, it can be clustered with others. For example, 2 villages with 80 people each could be clustered together (160 people), 3 villages with 50 people each, could be clustered together as a group of 3 (150 people). Also suggested a maximum of 20 ‘locations’ per district, with a ‘location’ defined as a village or cluster of villages (100-200 people). (although may need to increase number of locations for districts with a high urban population) MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 65 FINAL VERSION ! As part of the preparation for community consultations, District Councillors and facilitators will need to be clear about which villages they are going to consult and where they are located. 3.1.6 Defining the timeline for community consultations It will be important to determine how much time should be spent conducting the community consultations in the villages. The amount of time to be allocated to consultations will vary depending on: The size of the villages – consultations are likely to take longer in a bigger village, although smaller villages could be ‘clustered’ together. The location of the villages – is the village remote? Is it rural or urban? The level of knowledge and education of the people to be consulted. In locations where levels of education (or awareness of the DPPB process) are lower, more time will need to be allocated for these locations. The time of year that the consultations are taking place – for example, people have more time to contribute more in the rainy season than the dry season, but in the rainy season, access to villages becomes an issue. An estimate of 5-10 days per location was suggested in workshop discussions – please review to determine if this is realistic or too much/not enough time? ! As part of the preparation for community consultations, District Councillors will need to ensure that there are clear timelines for consultation, which are determined by the size and location of villages. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 66 FINAL VERSION Session 3.2 Activity 6. Community Entry Session To understand the importance of appropriate and effective Objectives: community entry. To identify some local mechanisms that can be used as part of an appropriate community entry process. Before we start the session, look back at Table 1.2 in your Participant Book, to see where we are in the DPPB process. 3.2.1 What is community entry and why is it important? Community entry is an important first step in conducting community consultations. Community entry is about making first contact with villages and communities, to discuss upcoming activities, in this case, community consultations. It is important to ensure that community entry mechanisms are appropriate, as these will lay the ground work for the consultations that follow. District Councils will need to identify appropriate community entry mechanisms that can be used in villages in their district. A summary of information about how to conduct Activity 6. Community Entry is provided below in Table 3.2. Table 3.2: Who and When? – Activity 6. Community Entry Who Community consultation teams (Facilitator with 1-2 District Councillors) to meet with Mayor and VC representatives (?) to arrange for community entry meetings in locations within the districts. Community consultation teams (Facilitator with 1-2 District Councillors) and VCs will conduct community entry meetings in locations in the district. is involved in this activity? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 67 FINAL VERSION When does this happen? What is the process? This process should takes place at least 2 weeks prior to the start of community consultations, in March and requires 1 input day for the meeting with the Mayor and 1 input day per location for the community entry meetings. 1. Facilitators and District Councillors hold a coordination meeting with District Mayor and VC representatives to explain what is required as part of the community entry process. (would this be 1 meeting and if so, is it realistic to bring in all VC reps? Or else would it need to be several smaller meetings?) 2. Facilitators and District Councillors need to explain the following to the Mayor and VC representatives: Community entry meetings will be held to ensure that community members understand the purpose of the consultations and process to be used, The meetings will be in the form of public meetings, covering 100-200 people per meeting. Local mechanisms of community mobilisation should be used to mobilise people for the meetings. The VCs are responsible for this. Identify the best time/place for the community entry meetings for each location, based on the locations identified as part of the ‘preparation for community consultation’. 3. Community entry public meetings are conducted by the Facilitator and District Councillor teams, with VC support, using local mechanisms of community mobilisation. What is the desired outcome? What Community entry public meetings are held in each proposed community consultation location, which explain the purpose and process of the community consultation process to follow. No DPPB formats have been developed for this activity. formats are needed? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 68 FINAL VERSION 3.2.2 What information needs to be shared at community entry meetings? Community entry meetings should share the following information: Explain the purpose and process of the upcoming community consultations. Information about the time and location of the upcoming community consultations needs to be shared and made visible in public places, such as notice boards. Full representation of the community in the consultations is very important. Identify a sub-committee of the Village Council who can continue to represent the community’s views throughout the DPPB process. Be clear about what the community can expect from the upcoming consultations and what the likely outcomes are. Avoid creating unrealistic expectations within the community. Give community members an opportunity to ask questions about the upcoming community consultations. Exercise 3.2: Questions and Answers – Community Entry True or False? Question 1. In community entry meetings, the community consultation teams (Facilitator & District Councillors) should: a) Make sure that the community is clear about the proposed time and location for the upcoming community consultation…………….True / False b) Explain what the community can expect from the community consultation process and ensure that the community does not develop unrealistic expectations……….True / False c) Tell communities they should be grateful that the District Council is coming to listen to them and they should all be involved in the consultations…………… True / False Question 2. Which of the following is an appropriate local mechanism for community entry? Circle A. or B. A. Working with the VCs to identify key people for community mobilisation to attend a public meeting about the upcoming community consultations. B. Driving around the communities with a megaphone calling out the time and location of the upcoming community consultations. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 69 FINAL VERSION Session 3.3 Activity 7. Community consultation process Session To understand the community consultation process at village level Objectives: and its desired outcomes, in particular the identification of challenges, opportunities and priority areas for intervention. Before we start the session, look back at Table 1.2 in your Participant Book, to see where we are in the DPPB process. 3.3.1 Overview of community consultations A community consultation process should be facilitated in as many locations in the district as is feasible. The aim of the process is to get an overview of the most important challenges, needs, and long-term priorities of each village for its social and economic development. The community consultation will involve a visioning process that should focus on the long term (5 years) and also identify ideas for short term projects or activities that can help the village move towards its long term vision. A summary of information about how to conduct Activity 7. Community Consultation is provided below in Table 3.3. Table 3.3: Who and When? – Activity 7. Community Consultation Who is involved in this activity? When does this happen? Consultation teams consisting of Facilitators and 1-2 District Councillors undertake a consultation process in as many villages in the district as is feasible. This will need to involve the Village Council and other community members. The consultations will take place in April and require 5-10 days per consultation group, depending on the size. (is this too many/not enough days? Please advise on timing) MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 70 FINAL VERSION What is the process? What is the desired outcome? The following points give a brief overview of the general process to be followed, which will be explained in more detail further on: 7a) Collect Basic Community Information 7b) Present results of District Profiling exercise 7c) Identify Community Challenges and Opportunities 7d) Identify Vision and Goals 7e) Identify common priorities and types of interventions 7f) Summarise into a CPA document The consultations should result in a document called the Community Priority Assessment (CPA), which is submitted to the District Council. An accompanying document is the ‘Basic Community Information’ document (5-8pp), which is attached to the CPA document. What DPPB Format 2.3: Community Priority Assessment (CPA) formats are DPPB Format 2.4: Basic Community Information needed? These formats are located in your ‘DPPB Format Book’ The following information and examples are located at the end of this Participant Book. Attachment 4: Community Priority Assessment (CPA) Example Attachment 5:Basic Community Information Guidance Notes 3.3.2 Overview of the community consultation process ! The following process and timelines outlined in Diagram 3.3 are general only and will need to be adapted depending on the needs and context of each community visited. Each of the steps outlined in the diagram are explained in more detail further on. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 71 FINAL VERSION Diagram 3.3: Overview of Community Consultations What is involved? Activity 6. Community Entry Meetings 1 day per location Before consultations commence, it is important to conduct a community entry process. We looked at how to conduct appropriate community entry meetings in Activity 6. Community Entry. 7a. Collect Basic Community Information 2 days per location Gather basic information jointly with communities, as outlined below in Table 3.4. Attach basic community information document (5-8pp) to the Community Priority Assessment document. 7b. Present results of District Profile exercise 0.5 day per location 7c. Identify community challenges and opportunities 0.5 day per location 7d. Identify vision and goals 0.5 day per location 7e. Identify common priorities and types of interventions 0.5 day per location Identify common priorities and possible projects/interventions for each of the identified priority areas. The results of the consultation, including the vision, challenges, opportunities, priorities and needs identified by the community to be included in the CPA document . 7f. Summarise into a CPA document 1 day per location Provide information about the district profile and any national requirements that need to be considered as part of the planning and budgeting process. Encourage communities to take these factors into account themselves when identifying priorities. Discuss the current situation in the community and raise issues that are affecting the community. Also identify opportunities for the community to improve its current situation. Identify the vision and goals for the community, based on the results of the group work. Separate groups should come together for this discussion. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 72 FINAL VERSION The following headings give more detail about each ‘sub-activity’ presented in the above diagram. 3.3.3 Activity 7a. Collect Basic Community Information District Councillors and facilitators work with communities (both men and women) to identify some basic information about each community that can be used to assist the process of identifying community needs and priorities. The information is not normally very detailed and might be about 5-8 pages long. This process involves the Village Council as well as representatives from the different groups within the village, in order to ensure that the perspectives of the different groups are captured from the different areas. Once collected, this basic community information will be helpful to the community to analyse its current situation now, in order to identify challenges and opportunities ahead. This information will be recorded in a separate document from the Community Priority Assessment. A copy can be attached to the Community Priority Assessment document and a copy will need to be kept safe by the Village Council Chair as a record of baseline information that can be used for comparison purposes later on. Table 3.3 below gives an overview of the basic community information to be collected. Use DPPB Format 2.4: Basic Community Information in your DPPB Format Book to record this information. ! Note that some communities will already have this kind of information available, particularly those communities who have developed a Community Profile as part of the CAP process with UNICEF. District Councillors are advised to find out about any existing community information documents before going on their consultations visits and collecting further community information. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 73 FINAL VERSION Question: It seems like some of the categories below require quite complex information, please advise on whether it needs to be simplified in some way. Table 3.4: Basic Community Information Information required What does this include? 1. Economic activities, resources and services in the community For example, the main industries and areas of economic activity in the community, as well as the resources and services available to the community. It should indicate access by women and men to economic resources and services. 2. Potential areas of conflict Any issues that might cause conflict in the community. For example, in the rural areas, villages, water and grazing are the prime potential areas of conflict. In the case of agricultural areas, boundaries and ownership of the farming land is an issue for possible communal conflict. In the urban area unoccupied land is the major area of conflict. Any project implemented in rural communities or agro-pastoral communities should identify these groups as key stakeholders in the stakeholder analysis conducted for that project. 3. Stakeholder analysis This is the identification of the key stakeholders in a community. It is important to conduct such an analysis, particularly when projects come to be implemented in the community. 4. Social exclusion assessment (gender, disability, minority, age etc) For example, the perceptions that exist in the community about diversity, access and discrimination, as well as participation of different groups in the community decision making process. It is important to recognise four dimensions to any social exclusion: exclusion from resources labour market exclusion service exclusion exclusion from social relations 5. Assessment of key livelihood strategies This includes an assessment of, resources, for example individual skills and abilities (human capital), physical capital (land, equipment) social relations, financial resources etc. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 74 FINAL VERSION It should also take into account other key components such as: Livelihood assets Policy, institutions and processes Vulnerability context 6. Analysis of key socio-economic cleavages This should indicate key socio-economic gaps within the community. 7. Environmental context For example, any pressing environmental issues facing the community and the state of its surrounding natural resources. 8. Inventory of community resources and capacities (natural, physical, institutional, social, financial and human) This relates to headings 1. and 5. above and is a list of resources the community has available as well as its own capacities. 3.3.4 Activity 7b. Present results of District Profile exercise A member of the Community Consultation team, for example, a District Council member, will need to present to the community a brief summary of the results of the District Profiling exercise conducted as part of the DDF process. This is to ensure that communities understand the purpose of preparing a District Profile and to highlight some of the important information about that District that were discovered as part of the District Profile process. ! This should be a presentation of a summary of the main points of the District Profile. Community members should be given an opportunity to ask questions about the District Profile and the process of compiling it. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 75 FINAL VERSION 3.3.5 Activity 7c. Identify community challenges and opportunities It is important to conduct an analysis of the current situation in the community, so that when people come to imagine what their community could be like in 5 years time, the vision will be based on actual realities. The process of recording basic community information will also help to guide the identification of the current situation in the community, with regard to challenges and opportunities. The community will need to identify any challenges and problems that currently exist as a result of its analysis of the current situation. Challenges and Problems Below are some examples of the questions to be answered as part of the community consultation process relating to challenges and problems: What are the 2-3 most important health problems in the village? What are the 2-3 most important problems with regard to literacy levels and the school system in the village? What is most important problem for agricultural producers and the agricultural production in the village area? What other activities do people do to earn a living and what are the major problems in these areas? Refer to Attachment 4: Example Community Priority Assessment at the end of your Participant Book for the complete list of questions. This information is recorded in DPPB Format 2.3: Community Priority Assessment in your DPPB Format Book. Once the main challenges and problems of the community as perceived by its citizens have been identified, it is also useful to investigate some of the opportunities that exist within the community to improve the current situation. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 76 FINAL VERSION Opportunities Below are some examples of the questions to be answered as part of the community consultation process relating to opportunities and positive developments and initiatives: What are the most important positive developments that have been felt in the village during the past 1-2 years? This can be in poverty health, education, economic growth, agricultural production, environment, peace/stability, or other? What have caused these positive developments? Did groups or persons within the village take some actions or initiatives which helped bring these positive developments about? What did they do? Refer to Attachment 4: Example Community Priority Assessment at the end of your Participant Book for the complete list of questions. This information is recorded in DPPB Format 2.3: Community Priority Assessment in your DPPB Format Book. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 77 FINAL VERSION 3.3.6 Activity 7d. Vision and Goals It will be important for the community to try to visualise how they would like to see the situation in their village 5 years from now. It is also useful to identify goals, that is, how the community can work towards its vision. Vision and Goals Question: how did this exercise go in the round of community consultations? Was there enough guidance for them to do this vision/goals process or is more needed? For each area listed below the community conducts a visioning exercise to describe how they would like to see their community change in the next 5 years. For example, in the case of health, how exactly does the community want to see health improved in their community over the next 5 years? Communities should also add their own additional areas of importance if these have come out of the challenges and opportunities discussions. When facilitating this process, remind the community that 5 years is not a very long time, so all visions for the community need to be kept realistic and achievable. The areas are: Health Gender issues Education Agriculture Economic development/activities/growth Peace and stability Water and sanitation Roads Environment This information is recorded in 5. Vision and Goals in DPPB Format 2.4: Community Priority Assessment in your DPPB Format Book. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 78 FINAL VERSION 3.3.7 Activity 7e. Common Priority Areas Priority Areas As a result of the vision, challenges and opportunities already identified, the community should be able to list 7-8 areas that should be given highest priority over the next 5 years in order for the village to see its vision come true. If a community has more than 7-8 areas, it will be necessary to narrow these down and rank them in priority order. A tool such as ‘pair-wise ranking’ could help to achieve this. The pair-wise ranking tool is explained in Activity 3.4 below. It is important for each community to rank its priority areas in priority order, as this will clearly show the District Council what areas each community feels is most important. For example, if all communities submit their CPA documents and they have all listed ‘health’ as no.1 priority. The District Council will get a clear message that health is the main priority across the district. The results of the identified and ranked Priority Areas are recorded in 6. Priority Areas in DPPB Format 2.3: Community Priority Assessment in your DPPB Format Book. Types of interventions/projects For each of the 7-8 priority areas identified, the community can suggest the most important types of interventions to implement, in order to move forward on these priority areas. Communities can list types of interventions and even specific projects, but Community Consultation teams must explain that not all of these will be considered by the District Council. Therefore, it is not necessary for communities to prioritise interventions or projects, but it is important for communities to rank their priority areas (which is done in the step above). Communities can put their main types of interventions into a table as part of their CPA document. Some of these interventions will be small scale and therefore not likely to be funded by the District Council. However, communities may be able to have these smaller scale interventions funded through other programs, for example, CDRD. Examples of the types of interventions that a District Council might fund include roads, schools, boreholes. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 79 FINAL VERSION Examples of the types of ‘community type’ interventions include HIV/AIDs education, small well, water kiosk. Please refer to Attachment 4 at the end of this Participant Book for an example of a table with community identified projects. The results of the identified types of interventions are recorded in DPPB Format 2.3: Community Priority Assessment in your DPPB Format Book. 3.3.8 Activity 7f. Summarise into a CPA document It will be the role of the Community Consultation team to take notes while conducting the community consultations and summarise the results of each consultation into a Community Priority Assessment Format for each location. Please refer to Attachment 4: Example Community Priority Assessment. A blank copy of the CPA format can be found in DPPB Format 2.3: Community Priority Assessment in your DPPB Format Book. 3.3.9 Finalising the community consultation process Before finishing the community consultation, the consultation team needs to reinforce to community members that even after participating in this consultation, there may not be a project in their village. However, it is important to emphasise that the community consultations will help guide the District Council in identifying objectives and priority areas, to plan for the future of the district for the next 5 years. Outline what the next steps in the process are – for example, compiling the DDF document, developing a resource forecast and an Annual Work Plan and Budget. Also highlight that it is the job of communities, through their VCs, to hold the District Council accountable – communities should receive regular updates and reports on progress and if they have not heard any news for some time, they should contact the District Council. For example, VCs are given the opportunity to provide feedback on the DDF and AWPB at the DDF/AWPB feedback workshop. VCs should receive notice about this workshop in the coming months. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 80 FINAL VERSION Unit 4: Preparing the District Development Framework This unit contains the following sessions: Session 4.1: Activity 8. Drafting the DDF document Session 4.2: Activities 9-11. Reviewing and Finalising the DDF Who is this unit for? All District Councillors, including members of the Economic and Development Sub-Committee. Staff of the district Planning Department (where it exists, or if not, other relevant district department). Mayor and Deputy Executive Secretary Diagram 4.1: Overview of Activities 8-11 What are the activities? What is involved? 8. Prepare Draft District Development Framework (DDF) Prepare an overall view of the challenges, needs, priorities and objectives of the district. 9. Review District Development Framework Feedback is invited from stakeholders on the draft DDF document in the form of written comments. 10. Adopt District Development Framework Adopt the DDF at a District Council meeting, or give instructions for amendments that will lead to its approval. 11. Disseminate and publicise final District Development Framework Provide written copies to VCs and other relevant stakeholders. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 81 FINAL VERSION Session 4.1 Activity 8. Preparing the Draft District Development Framework Session Objectives: To understand the process of consolidating information from a range of sources into one draft District Development Framework document. 4.1.1 What is the District Development Framework? In Session 1.3 we briefly looked at the District Development Framework (DDF) and its purpose. We will revisit this information now. The DDF is a 15-20 page document that: Specifies the main social and development objectives of the district. Summarises the main challenges facing the district in achieving its objectives. Broadly defines the main priority interventions needed to achieve the objectives. Lists more detailed specific investments or interventions (but not to the point of activities and detailed costings or specific locations). Defines simple indicators and targets to measure achievement of the objectives. District Councils will use the DDF to decide on projects and activities to put into the Annual Work Plan. The DDF will help to ensure that projects are chosen with a clear objective in mind for the district’s development, rather than just at random. The DDF will serve as a source of information for VCs/CDCs in order to ask questions about services or projects decided on by the District Council. Therefore, the DDF will act as an accountability tool for District Councils. Please look at Attachment 1: Example District Development Framework at the end of this Participant Book to remind yourself of the DDF format and headings. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 82 FINAL VERSION ! The DDF is not a plan as such, as it does not list specific actions to implement, or commit budget lines for certain activities. It also does not list projects or services for specific villages or communities. This specific information is identified in the development of the Annual Work Plan and Budget, which you will learn about in Module 3. 4.1.2 Where does the information for the District Development Framework come from? Diagram 4.2: Information sources for the District Development Framework In Session 1.3 we saw that the information for the DDF comes from a range of sources. This is outlined again below. District Profile (Activity 2) National/line ministry requirements (Activity 3) District priorities and plans prepared previously (Activity 4) Community Consultations (Activity 7) District Development Framework 4.1.3 How do we prepare a draft District Development Framework? In order to prepare a draft District Development Framework, information from all the above sources needs to be consolidated into 1 overview for the district. This can be a complicated task and a suggested process is outlined below. A summary of information about how to conduct Activity 8. Prepare District Development Framework is provided below in Table 4.1. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 83 FINAL VERSION Table 4.1: Who and When? – Activity 8. Prepare District Development Framework Who The draft DDF is prepared by a ‘writing team’ consisting of: District Planning Department staff (if exists, or other relevant department) (eg 1-2) District Councillors (eg 1-2) Executive Secretary The Economic and Development Sub-Committee oversees the process. MOI provides support for the DDF compilation and writing process. The District Council is responsible for making decisions about the priority areas to be included in the DDF, based on suggestions from the Economic and Development SubCommittee. The draft DDF is developed in May and requires approximately 5 input days. Needs review – please advise on whether this number of days was enough to prepare a draft DDF or if longer is needed? is involved in this activity? When does this happen? What is the process? 1. The District Executive Secretary, heads of district departments, the Economic and Development Sub-Committee and MOI representatives from the MOI Planning Department should meet to discuss how to prepare the draft District Development Framework. 2. The ‘writing team’ should be identified. These people could be given separate sections of the document to work on, for example: 1 person to write the Introduction (Section 1:Introduction) 1 person to write the District Profile summary (Section 2: District Profile Summary) 1 person to write about the national requirements and priorities (Section 3: National requirements and priorities) MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 84 FINAL VERSION 3. It is recommended that a group approach is taken to summarising the results of community consultations (Section 4: Results of Community Consultations). More detail about how to summarise this information is provided below. 4. While the above steps are taking place, the District Council will have to identify the main priority areas for the district , based on suggestions from the Economic and Development SubCommittee (Section 5: Main District Priorities). More detail on how to conduct this process is provided below. 5. The team of facilitators and district staff will need to work together in order to identify 7-8 objectives which form the vision of the district 5 years from now (Section 6: Objectives). These objectives will need to be approved by the District Council. More detail is provided below in 4.1.6 6. From each objective identified, describe the main types or projects or interventions that the District Council will try to implement in order to achieve the objectives (Section 7: Main Interventions) What is the desired outcome? The desired outcome of the process is to have a draft District Development Framework document prepared. What DPPB Format 2.5: District Development Framework formats are This format is located in your ‘DPPB Format Book’ needed? The following example is located at the end of this Participant Book. Attachment 1:Example District Development Framework ! Note that the District Development Framework does not need to be prepared every year. Once it has been developed and approved, it only needs to be reviewed annually until the end of its 5 year period. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 85 FINAL VERSION Diagram 4.3: Draft DDF preparation process District Executive Secretary Heads of district departments Economic and Development Sub-Committee MOI representatives from the MOI Planning Department The above group are responsible for steps 1-3, 5 & 7 in this process: 1. Hold a meeting to discuss how to prepare the draft DDF document and select the writing team. 2. Draft initial sections of the DDF: 1. Introduction 2. District Profile Summary 3. National requirements and priorities District Council District Council members are responsible for steps4 & 6 in the process: 3. Summarise the results of the Community Consultations and include in the draft DDF in 4. Community Consultations 4. Identify the main priority areas for the district, based on suggestions from the Economic and Development Sub-Committee and the summary of community consultations. 5. Identify 7-8 objectives, which form the vision of the district 5 years from now. Include these priority areas in the draft DDF report in 5. Main District Priorities Include these objectives in the draft DDF in 6. Objectives 6. The objectives are approved by the District Council. 7. For each objective identified, describe the main types or projects or interventions that the District Council will try to implement in order to achieve the objectives. Include these in the draft DDF in 7. Main Interventions MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 86 FINAL VERSION 4.1.4 How do we summarise all the results of the community consultations? For districts with many villages, it may be difficult to identify the main issues facing the district if there are many diverse perspectives from the communities. Section 4. Results of Community Consultations in the DDF format specifies 2-4 pages in length. This is not very long, especially if you have 50 villages or even more in your district. Therefore it will not be possible to include every piece of information from every community in this summary. The objective is to identify the ideas that come out most commonly from the community consultations and not describe each community’s ideas. The writing team will have access to all of the Community Priority Assessments that have been submitted to the District Council. These will be the tools to help you in this process. The writing team will need to summarise the following: What main challenges do the communities say they have? Try to summarise these in 7-8 overall areas. What did the consultations show to be the most important positive developments or actions in the villages to better their social and economic situation? What did the communities say were the most important needs or priorities? Try to summarise these in 7-8 overall areas of priority. Please refer to Section 4: Results of community consultations in Attachment 1: Example District Development Framework at the end of this Participant Book. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 87 FINAL VERSION 4.1.5 How do we consolidate information from all the sources to identify the main district priorities? Need more guidance here for District Councillors on how to consolidate information from the different information sources to come up with the 7-8 main district priority areas. The District Council will be responsible here to identify the main district priorities, based on all the information received so far. As shown above in Diagram 4.2, a number of sources of information need to be considered in order to identify the main district priorities. These are: National requirements and priorities The District Profile Any existing district plans or priorities Summary of community priorities As a result, 7-8 main priority areas will be identified by the District Council and some concrete examples of projects or interventions that will help meet each priority are given. 4.1.6 How do we formulate objectives for the District Development Framework? Need more guidance here for developing objectives The next step is for the Economic and Development Sub-Committee to work together in order to identify 7-8 objectives, which form the vision of the district 5 years from now The following will need to be developed: Define the vision for the district which describes the situation 5 years from now. Make sure it is linked to the national priorities but also the local needs and priorities. Describe the 7-8 objectives based on the priority areas decided by the District Council, which should be achieved in order for the vision to become reality in 5 years. Define these objectives to be significant, measurable, attainable, relevant, and time-bound, using guidance from the ‘SMART’ approach as relevant. Once developed, the objectives will need to be approved by the District Council. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 88 FINAL VERSION What is the ‘SMART’ approach to developing objectives? The ‘SMART’ approach helps us to define objectives which clearly outline what we want to achieve and by when. SMART stands for: Specific: clear about what, where, when and how the situation will be changed. Measurable: able to quantify the targets and benefits. Achievable: able to attain the objectives given the resources and capacities at the disposal of the district. Realistic: able to obtain the level of change reflected in the objective. Time bound: stating the time period in which they will each be accomplished. Questions for Discussion 3: 1. From the list below, which objective has not been written according to SMART? a) To increase adult literacy levels in men and women in Unity District from 55% to 65% by 2011. b) To reduce infant mortality rates in Unity District from 65 to 55 (per 1000 live births) by 2011. c) To improve the situation in the district by 100% over the next few years. 2. Can you identify what is not ‘SMART’ about this objective? 3. Can you give any suggestions about how this objective could be rewritten to be more ‘SMART’? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 89 FINAL VERSION Session 4.2 Activities 9-11. Reviewing and Finalising the District Development Framework Session Objectives: To understand the process for reviewing and finalising the District Development Framework. 4.2.1 Activity 9. Reviewing the District Development Framework document Once the initial draft DDF document is produced, there needs to be an opportunity for interested stakeholders to review the document and give some initial feedback. These stakeholders include: VCs District Councillors who have not been directly involved in the process of drafting the DDF. Heads of district departments MOI These stakeholders would be invited to review the draft DDF document and provide written comments to the District Council, who will incorporate any relevant feedback into the draft DDF. There will be further opportunity for VC input on the DDF at the DDF/AWPB Workshop, which we will look at in Module 3. A summary of information about how to conduct Activity 9. Review draft District Development Framework is provided below in Table 4.2. Table 4.2: Who and When? – Activity 9. Reviewing the draft DDF Who is involved in this activity? The Executive Secretary and Economic and Development SubCommittee are responsible for coordinating the process of receiving written comments from stakeholders and identifying which parts of the feedback are to be incorporated. The writing team will be responsible for making the relevant changes. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 90 FINAL VERSION When does this happen? What is the process? The review process would take place over a 2-3 week period in June. Approximately 2 input days would be needed to make the revisions. 1. Once the draft DDF document is ready, the District Council will invite interested stakeholders to review the document and provide written feedback. 2. Any interested party will need to come to the District Council office to request a copy of the draft DDF document. 3. A period of 2-3 weeks will be allowed for review and feedback. Written feedback should be submitted to the District Council office. 4. The Executive Secretary and Economic and Development SubCommittee will meet to discuss any written feedback received from stakeholders. 5. The Executive Secretary and Economic and Development SubCommittee will recommend which aspects of the feedback are to be incorporated into the document. 6. The recommended feedback will be incorporated into the draft document by the ‘writing team’ who developed the draft document. What is the desired outcome? What formats are needed? The desired outcome is for a final version of the District Development Framework that can be sent to the District Council to adopt. DPPB Format 2.5: District Development Framework This format is located in your ‘DPPB Format Book’ MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 91 FINAL VERSION 4.2.2 What do VCs need to know about reviewing the draft DDF document? VCs need to have an opportunity to review the draft District Development Framework and to ensure that their needs and concerns are broadly reflected in the document. It is important for any VCs who wish to review the DDF document to understand the following points: Not all community priorities will be reflected in the District Development Framework document. However, as a VC you need to feel there is broad agreement on the priorities that have been included in the document. National priorities and requirements will override some community priorities and as a VC you need to understand the reasons for this. The District Development Framework document only looks at district-wide issues and is not specific to each individual community (this should have been explained during the community consultations). When reviewing the DDF document, try to think about what it contains in terms of benefiting the district as a whole, rather than just your individual community. 4.2.2 Activity 10. Adopting the District Development Framework Once the draft DDF document has been reviewed and a final version has been produced, the DDF will need to be formally adopted at a District Council meeting. A summary of information about how to conduct Activity 10. Adopting the District Development Framework is provided below in Table 4.2. Table 4.3: Who and When? – Activity 10: Adopting the DDF Who The District Council will adopt the District Development Framework by resolution at a District Council meeting. This will take place in July and will require 1 input day. is involved in this activity? When does this happen? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 92 FINAL VERSION What is the process? 1. The adoption of the DDF will be included as an agenda item for the next District Council meeting. 2. A vote will be held at the meeting to adopt the DDF. 3. By this stage all Councillors should have had input into the document and be satisfied with the outcome. In the case that there are still some changes to be made, the resolution will give instructions for any amendments that need to be made in order for the document to be approved. What is the desired outcome? An adopted District Development Framework document. What Meeting Form 1.1 – District Council Meeting Agenda formats are Meeting Form 1.2 – District Council Meeting Minutes needed? These formats are located in your ‘DPPB Format Book’ 4.2.3 Activity 11. Disseminating the District Development Framework A final, important step in this process is to disseminate copies of the approved DDF document within the districts, so that stakeholders in the district will be aware that the DDF is ready and will be able to access a copy if desired. A summary of information about how to conduct Activity 11. Disseminating the District Development Framework is provided below in Table 4.4. Table 4.4: Who and When? – Activity 11. Disseminating the DDF Who The Economic and Development Sub-Committee will be responsible for ensuring that the final District Development Framework is disseminated and publicised. This will take place in July and will require 1 input day. is involved in this activity? When does this happen? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 93 FINAL VERSION What is the process? 1. Each VC will be given a copy of the DDF when they attend the DDF/AWPB feedback workshop. 2. Other relevant stakeholders who would like a copy of the document can request it from the District Council. 3. Other communication mechanisms should also be used, for example, publicising the District Development Framework through radio announcements and public meetings with community representatives announcing approval of the DDF. What is the desired outcome? What None Communities in the district are all aware that the District Development Framework has been finalised and have access to viewing a copy of this document. formats are needed? End of Module 2: Planning Module Congratulations! You have completed this Module 2: Planning Module, the first in this series of modules to assist your district to carry out the DPPB process. It is recommended that you continue to use this Participant Book as a resource to assist you in carrying out your role back in your district. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 94 FINAL VERSION Evaluation of training Session Objectives: To reflect on the training you have just completed and offer feedback for improvement. Evaluation Activity It is important for your trainer to get feedback from you as participants to assist with the ongoing improvement of the training materials and the way that the training is run. Your trainer will guide you through an activity to assist with this process. The more honest and thoughtful you are about what you have learned in the training and what could be done better, the more the training materials will be able to benefit other districts. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 95 FINAL VERSION Glossary Baseline Similar to a beginning. If you collect baseline information, it means you collect information about what something is like at the start of a process. This means you can compare the information at the end to see if things have changed or improved. Development Development is a term that can mean ‘to grow’, ‘to improve’, or ‘to build on’. Development is an ongoing process that can help us move from where we are now to where we want to be in the future. Funding allocations Refers to the ways in which funding is directed for different purposes. For example, funding which is allocated for development spending can only be used for development projects. Gender Sensitive A program, project or process which recognises and incorporates the different needs of both men and women can be described as ‘gender sensitive’. Implement To carry out activities relating to projects based on the results of the planning and budgeting process. Intervention An intervention is an activity or a process Investment Is another term for a ‘project’ and can be defined as the product of Labour (the work you do) + Input (the things you need) + Asset (the final product), for example, the construction of a school in a village is considered to be an ‘investment’. Marginalised groups This refers to groups of people who exist on the fringes of a community in the sense that they do not have access to the same resources and decision making as the rest of the community. This can include for example, IDPs, disabled people and the very poor. In some communities, women and youth can even be considered ‘marginalised’, depending on the extent to which they are excluded from important community processes. Participation A process which enables members of the community to contribute to important work in their community, by their own choice. Physical asset A structure, for example, a school building, a road, a water supply system or a health post. Prioritise / priority To put things in order – for example, projects – from most important to least important. Transparency To conduct a process in a way that everyone can see how decisions were made and that people have an opportunity to provide their input into the process. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 96 FINAL VERSION Attachments Attachment 1: Example District Development Framework Attachment 2: Detailed District Profile Information Attachment 3: Example District Profile – Unity District Attachment 4: Example Community Priority Assessment Attachment 5: Basic Community Information Guidance Notes MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 97 FINAL VERSION Attachment 1: Example District Development Framework Workshop recommendation: this format needs more detail – to be discussed and reviewed with MOI Suggestion: could conduct small focus group with 1 or 2 districts who produced good DDFs and get their specific feedback on what aspects of this format could be improved. A blank copy of this District Development Framework format can be found in DPPB Format 2.5 – District Development Framework of your DPPB Format Book (print and electronic versions available). 1. Introduction (1-2 pages) The purpose of this section is to give some background to the reader about this DDF how it was developed and how it will be useful for the district’s planning. Background: What is the DDF? Why is it being developed - what is its purpose? How the DDF was developed?: What steps did the district go through when developing the DDF? Who participated in the different activities? (number of women and men who participated) What, if any, difficulties did the district face when developing the DDF? 2. District profile summary (4-6 pages) This section is a summary of the District Profile that is compiled as part of Activity 2 in the DPPB process. We look at how to compile a District Profile in Session 2.2 of this training module. Headings 1. District Map 2. Social data 3. Economic data 4. Services 5. Key Sector Issues 6. Environment / Natural Resources and Management 7. Security Information 8. Population Figures for villages MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 98 FINAL VERSION 3. National requirements and priorities (1-2 pages) It is important for each district to consider national priorities and objectives when developing its DDF. Information about these priorities can be included here. We look at national priorities and plans in Session 2.3 of this training module. National priorities: Which national objectives or priorities must the DDF take into account and support? Management and service delivery requirements/standards: Which (if any) national level sector-specific requirements, technical specifications, or other, must the DDF include and be consistent with? What is the District Council required to undertake on behalf of the central level? What important limitations to the District Council's power or authority must the DDF take into account? 4. Results of community consultations (2-4 pages) The community consultation process is an important part of a district’s DDF. Each community that is consulted will develop a ‘Community Priority Assessment’ document. However, it will not be possible to include all of these documents in the DDF. Therefore, the people responsible for writing the DDF will need to summarise the main community needs and priorities that came out of the consultation process. We look at community consultation in Session 3.3 of this training module. Consultation process: How were the community consultations carried out? Have consultations been carried out in all villages? Were there any difficulties with the consultations which have affected their results? Community needs and challenges: What main challenges do the communities say they have? Try to summarise these in 7-8 overall areas. Do not mention every specific problem. But it is fine to mention very specific problems as examples of the overall problems. Example: Farmers in the district make very little returns on their production because it is too MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 99 FINAL VERSION difficult or costly for them to get their products to the market, it is difficult for them to obtain inputs, etc. The main roads/by-roads are in a very poor state, not maintained, do not exist, etc. Market facilities are not existing/or poor. Too many people die from diseases that could easily be treated because they are too far from health posts, or it is too difficult to get to health posts, or the health posts do not have staff with good enough skills, basic medical supplies are lacking, etc. Are there problems or challenges which are felt more in some villages than in others? Are there problems or challenges which are felt more by some groups than others (gender, marginalised groups, rural/urban, clans, etc.) Opportunities and strengths: What did the consultations show to be the most important positive developments or actions in the villages to better their social and economic situation? (look especially for initiatives that the communities have taken on their own initiative - without external support) Example: Farmers have formed informal savings and loans groups, which have helped individual farmers get access to funds that they have invested in increasing their production/productivity and incomes. Parents have collected money to fund teachers’ salaries and made it possible to put their children in school. Community priorities: What did the communities say were the most important needs or priorities for men and for women? Try to summarise these in 7-8 overall areas of priority. Mention if there are any areas or groups to which these priorities are more or less important. Example: They cannot get their products to the market, especially in the areas covered by villages X and Y. Their children are not able to go to school because teachers don't receive their MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 100 FINAL VERSION salaries. 5. Main district priorities (2 pages) We look at how the District Council identifies the main priorities of the district in Session 4.1 of this training module. Describe the 7-8 main priority areas decided by the District Council. The District Council will have made its decision about the priority areas based on the national requirements and priorities, the district profile analysis and the priorities that came out of the consultations with communities. The national requirements will have been respected and the community priorities will have been taken into account as much as possible. For each priority area give some concrete examples of projects or interventions that will help meet the priority. Example: It should be made easier and faster and less expensive to get the agricultural products to the market. This is especially the case for area(s) X and Y of the district, which means in particular the villages A, B and C. It should be made easier for citizens of the districts to have access to health posts with enough basic medical supplies and better qualified staff so that diseases can be treated more easy or faster. 6. Objectives (1-1 1/2 pages) We look at how the District Council defines the objectives of the district in Session 4.1 of this training module. Define the vision for the district which describes the situation 5 years from now. Make sure it is linked to the national priorities but also the local needs and priorities. Describe the 7-8 objectives decided by the District Council which should be achieved in order for the vision to become reality in 5 years. Define these to be significant, measurable, attainable, relevant, and time-bound, using guidance from the "SMART" approach as relevant. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 101 FINAL VERSION Example: Five years from now the majority of the population of the district should be able to get to a health post with basic qualified staff and enough medical supplies in less than XX hours. Five years from now XX villages of the district should be able to send their agricultural products, livestock etc. to market in less than 2-3 hours. Also outline the indicators and targets for achieving these objectives. 7. Main interventions (2-4 pages) We look at how the District Council identifies the main interventions required in the district in Session 4.1 of this training module. For each objective, describe the main type of interventions that the District Council will try to carry out in order to achieve the objectives (note that this section relates to main types of interventions and not specific projects in specific villages) Example: Improve health facilities in the district by setting up XX new, fully staffed and equipped health posts and making sure that YY existing health posts are staffed and equipped Improve road network in districts with by paving/upgrading XX by-roads and YY main roads in areas ZZ MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 102 FINAL VERSION Attachment 2: Detailed District Profile Information (most relevant for District Planning Staff) Heading What does this include? Suggested format for presentation Where can we find this information? 1. Physical Environment – a District base Map Key physical geography. Demographic information, for example, urban centres, villages. Natural resources and features, including rivers, agricultural areas, vulnerable areas. Could also be used to plot existing services, such as roads and water services and areas of economic activity. Recent projects could be plotted on the map to show where development activities have been concentrated. Maps Map or series of overlaying maps to highlight different sets of data. Examples of maps can be accessed from UN Habitat, such as the Strategic Urban Plans that have been developed for some districts. Demography and clans Information on poverty levels and distribution within the district. Vulnerable groups and gender. Health information and facilities, including the health situation in the district, and status of existing services and facilities. Education information and Maps Some of this information can be presented on maps, for example: demographic information, or plotting the location of existing health facilities and education institutions. 2. Social baseline Departments/government agencies relating to agriculture and environment may have maps that can be used or adapted. Other external organisations (eg NGOs) may have maps from previous planning work conducted in the district. Tables Other information should be presented in tables with written explanations below. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. Relevant Ministries and agencies at regional or at national level if not available for the district. NGOs and other community organisations. Census information if available 103 FINAL VERSION institutions, for example, the education situation and data on school facilities and services Social trends in the above data. This could include the following specific statistics: Total population Breakdown by sex and age Areas of population concentration Rate of growth/mortality Poverty Literacy/school enrolment Health indicators ( for example, infant mortality) 3. Economic profile, key assets and opportunities Trade flows Sectors, economic activities, including agriculture, employment Infrastructure (roads, bridges, ports, irrigation, transport) and utilities Main markets/economic centres in the region, clusters Economic growth potential and opportunities This could include the following specific statistics: Economic activity by sector and rates of growth over time. For example, population statistics. Graphs Some information can even be presented as graphs, especially to show changes over time, for example, rate of population growth or decline over time. Written paragraphs Some information should be presented as written paragraphs to explain what is presented in the tables and graphs. Maps Some of this information can be presented on maps, for example, location of economic activity and industry, such as agriculture and main markets. Infrastructure can also be plotted on maps to show where it is located. Relevant Ministries and agencies at regional or at national level if not available for the district, for example the Ministry of Finance. Tables Information on employment by sector/gender can be presented in table form. Graphs Graphs could be used to illustrate how the economic situation is changing over MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 104 FINAL VERSION Employment by sector/gender and rates of growth over time. time, for example, if employment in a sector is increasing or decreasing over time. Written Paragraphs For example, information about economic growth potential and opportunities can be described in written paragraphs. Also, written paragraphs can be used to explain the information presented in graphs and tables. 4. Basic Social Services Information/data on levels of service delivery currently achieved by the District Council Information/data on current external development assistance activities in the district. Information on the main organisations working in the district, incl. donors, CBO/NGOs. This could include the following specific statistics: Access to infrastructure such as: roads water electricity sanitation communication Maps Some of this information can be presented on maps, for example, plotting the location of external development assistance activities. Tables Information about access to services, for example infrastructure, can be presented in tables. Relevant Ministries and agencies at regional or at national level if not available for the district. NGOs and other external organisations. Written Paragraphs Information about the levels of services provided by the District Council and information about the main organisations working in the district can be described in written paragraphs. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 105 FINAL VERSION per capita coverage of services 5. Key Sector Issues 6. Environment / Natural Resources and Management 7. Security Information 8. Population Figures for villages 9. Thematic Maps Available (natural) resources, status and issues Main features and challenges Maps Some of this information can be presented on maps, for example, areas of natural resources and vulnerable areas. Written Paragraphs Information about main features of the natural resources in the district and challenges that the district faces in managing these resources In addition to the physical environment map (point 1), thematic maps of districts should be produced in the first year and improved in the subsequent years. Departments/government agencies relating to agriculture and environment may have maps and other information that can be used or adapted. A thematic map can be prepared to summarise and illustrate the key information in each of the above data categories. The appropriate format of maps in the first round – hand drawn or digital - is to be decided for each District, based on the current capacities and recourses in the districts. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 106 FINAL VERSION Attachment 3: Example District Profile – Unity District **Note that this example is provided for illustration purposes only and districts do not have to replicate the information here, nor the way in which it is presented.** A blank copy of the District Profile format can be found in DPPB Format 2.1– District Profile of your DPPB Format Book. 1. Physical Environment – a District base Map Gives a spatial overview of key physical geographical information about the district, but can also be used to plot other kinds of data, for example, demographic information and location of services. 1.1 Map of Unity District Success town This map would show key geographical features of Unity District. It could also have other layers, for example: Demographic information Location of services N Scale = 100km Legend = mountainous region = river MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 107 FINAL VERSION 1.2 Information to support the district map Unity District has a land area of 4000km2 and contains both a mountainous region and a low lying area. The mountainous region is approximately 1500m above sea level. Annual rainfall in the district averages 500mm. Unity District is a relatively remote location, due to its geographical formation combined with a poor road network, with roads that are sometime impassable. The population of Unity District is 250,000 people. The district has a main urban centre known as Success Town, located in the north-east of the district, with a population of 80,000. Other smaller urban centres are located across the district. Table 1 – Population of Unity District No. people No. households 250,000 45,000 Table 2 – Age of Population 0-14 years 15-64 years 46.8% 50.3% % male % female 50.1% 49.85% 65+ % living in Urban Centres 40% 2.9% Graph 1 – Population 250,000 240,000 230,000 2007 2008 2009 2. Social baseline Gives an overview of social data for the district, including poverty levels and distribution, as well as the health and education situation in the district. 2.1 Poverty levels and distribution Many households in Unity District are affected by poverty, with 47% of Unity District’s population currently living below the upper poverty line, a figure which has increased slightly over the past 3 years. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 108 FINAL VERSION Graph 2 – Poverty 47% 46% 45% 44% 43% 42% 41% 2007 2008 2009 Poverty levels are generally higher in the rural areas compared with the urban centres. 2.2 Health and education situation The following tables provide information on the current situation of health and education in Unity District. Table 3 – Illiteracy Adult males Adult females 19% 58% Table 4 – Enrolment in primary school Boys (6-15) Girls (6-15) 70% 30% Overall enrolment 60% Table 5 – Access to Health Services (health post within 4 hours) 2007 2008 Current 40% 41% 42% 3. Economic profile, key assets and opportunities This gives an overview of the economic situation in the district, including the main economic activities and employment as well as economic growth potential and opportunities. 3.1 Economic Activities The economy of Unity District depends largely on agriculture production, livestock rearing and small business activities. The district both exports to and imports from Gulf countries and these include the following: MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 109 FINAL VERSION Exports Livestock, hides and skins Imports Clothing, food, building materials, fuel, electronic materials, canned food. 3.2 Employment Most of the population of Unity District is not engaged in formal employment, with pastoral and other agricultural activities being the main source of income. Officially, the employment rate in the district is at 30%, which covers those in formal employment positions. 3.3 Economic growth potential and opportunities From various studies, the following areas of opportunity for economic growth for the district have been identified: Untapped mineral resources providing an opportunity for mining activities. Generally fertile land for farming, which could be expanded with improved agricultural practice. Areas of natural beauty with the potential for a tourism market. 4. Basic Social Services This gives information on the social and other services provided in the district and who these are provided by. 4.1 Health Services The district has the following health facilities: Hospitals Health posts Medical staff 1 (2 wards, 40 beds) 10 30 Major health service problems identified include the following 1. Lack of adequate health premises and ambulance 2. Shortage of qualified staff 3. Lack of diagnostic equipment, drugs and supplies MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 110 FINAL VERSION 4.2 Education Services The district has the following education services: Total number of students in district schools Total number of students in secondary schools Number of secondary schools Number of primary schools Number of teachers 7000 (70% boys, 30% girls) 800 (85% boys, 15% girls) 3 29 160 (80% male, 20% female) Major education problems identified include the following 1. Large class numbers (average students per class is 70) 2. Shortage of equipment such as furniture and text books. 3. Lack of maintenance of education infrastructure 4. Lack of supply of qualified teaching staff 4.3 Electricity supply Electricity supply is one of the main issues facing the district. The supply is insufficient for the needs of the district and unreliable. 4.4 Water and Sanitation These services are poorly distributed around the district, with the rural areas often having no reliable water sources or access to improved sanitation. The situation is slightly better in the urban centres. 4.5 Transport infrastructure The district does have an airport, although there is a lack of facilities and the buildings are in poor condition. Access to the airport is difficult due to the poor condition of the roads. The condition of the road networks is another urgent issue, as transportation difficulties contribute to economic problems, for example, transporting goods to markets, which prevents the district from maximising its potential for economic growth. 5. Key Sector Issues This section analyses key issues of the district such as urban – rural linkages, institutional roles and responsibilities, privatisation and public-private partnerships, level of decentralisation and poverty and environmental issues. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 111 FINAL VERSION A number of INGOs operate in the district and are responsible for the construction and operation of many of the functioning services outlined in the previous section. Currently there is weak collaboration between government institutions at the district level and those at regional and other levels. This is thought to be a key area to address in order to improve efficiency and effectiveness of service delivery at the district level. 6. Environment / Natural Resources and Management This gives information on the natural resources available in the district as well as their status, for example whether any are vulnerable to over-exploitation. It also outlines the major challenges facing the future management of the district’s natural resources. As noted earlier, Unity District has areas of scenic natural beauty and untapped mineral resources, both of which are valuable natural resources. However, there are a number of issues relating to the district’s natural resources, namely the problem of deforestation, due to the burning of trees for charcoal purposes. Other areas of the district have severe soil erosion problems, which makes agricultural production difficult in some areas. At this point in time there is no overall strategy for the district to effectively utilise its natural resources and address some of the pressing environmental issues that it faces. The development of such a strategy is seen as an important first step in protecting and managing the district’s natural resources. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 112 FINAL VERSION Attachment 4: Example Community Priority Assessment t Would like to develop this as a completed example (like the District Profile example above). Are there any good examples from year 1 of community consultations that could be adapted to include here? A blank copy of the Community Priority Assessment format can be found in DPPB Format 2.3 – Community Priority Assessment of your DPPB Format Book (print and electronic versions available). Note: The below is a broad framework for the format which can be used to finally develop the Community Priority Assessments. The format will need to be further detailed and developed by the MOI in order to be operational for the consultations in the villages. The format as shown below is not meant to be self-explanatory for the village members. It is not expected that the village members by themselves will be able to go through the process of answering the questions and fill in the tables. The tables will eventually need to be filled in by the facilitators who, using participatory methods, will work with the village members to find answers to the questions. 1. Village data a. Name of village: b. Location of village: c. Size of village area: d. Size of population (and number of women/men): e. Has a Village Council been set up? Yes/No f. Name of Village Council Chair: g. Members of Village Council (number and gender): h. Special comments about the status of the village, clarity of its area, etc: 2. Basic Community Information: Has Basic Community Information been collected for this community? Yes/No If Yes, please attach any relevant documents to this Community Priority Assessment (CPA) Form. If No, please use DPPB Format 2.4 – Basic Community Information (in DPPB Format Book) to assist with collecting this information and attach to this Community Priority Assessment (CPA) Form. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 113 FINAL VERSION 3. Challenges and problems felt by citizens Question: how were these questions used during the first round of community consultation? Do they need to be simplified further, or reduced in number? &/or do we need to explain that these are guiding questions only and facilitators can choose which ones to ask, rather than having to ask them all? What are the 2-3 most important health problems in the village? (for women and men) What are the 2-3 most important problems with regard to literacy levels and the school system (for girls/boys and women/men) in the village? What is most important problem for (female/male) agricultural producers and the agricultural production in the village area? What other activities do people (women and men) do to earn a living and what are the major problems in these areas? Is the access to markets and input supplies working well enough or what are the major challenges (for both women and men) here? How well is the water and sanitation system developed and what are the biggest challenges in getting water and sanitation services out to citizens across the village? How well is the road (bridge) system developed and what are the biggest challenges in ensuring a working road network? Are the most urgent and important access needs met? Are there special natural resource or environmental problems which are important in the village? Are there particular groups which are highly marginalised and vulnerable compared to others in the village - which? (among the groups how many are women and how many are men) Are there some of the challenges and problems above which are felt more for some groups of citizens than for others? Are they felt differently between women and men? The youth? Clans? What are the main threats to peace and stability in the community and what are their underlying causes? What do people think are the levels of poverty in the community and who is the most affected by poverty? (including % of men/women) Which 7--8 problems and challenges listed above are the most important to do something about within the next 5 years? For which groups in particular? MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 114 FINAL VERSION Opportunities and positive developments and initiatives What are the most important positive developments that have been felt (by women and men) in the village during the past 1-2 years? This can be in poverty health, education, economic growth, agricultural production, environment, peace/stability, or other? What have caused these positive developments? Did groups or persons within the village take some actions or initiatives which helped bring these positive developments about? What did they do? Did officials from the District Council, the MOI, NGOs, CBOs, or other take initiatives which caused these positive developments? What did they do? Can these positive actions or initiatives be undertaken in more locations and with more people within the village so that the positive developments spread and are shared by more? What would be the main priorities and initiatives that could be taken by the village to spread these positive initiatives? What can be done by the different groups in the village to spread these positive developments? What could be done by the District Council, MOI, and any NGOs/CBOs active in the district? Vision and goals Describe how the communities (men and women) would like to see the situation in their village 5 years from now. Describe this at least for each of the following areas (but other areas can also be mentioned): Poverty Health Gender issues Education Agriculture Economic development/activities/growth Peace and stability Water and sanitation MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 115 FINAL VERSION Roads Environment The above areas can also be based on the national level goals. Priority areas Based on the vision, challenges and opportunities listed above, list the 7-8 areas (in priority order) which should be given highest priority during the next 5 years in order for the village to be able to see its vision come true. 1. 2. 3. 4. 5. 6. 7. 8. Priority projects For each of the 7-8 priority areas list the projects or interventions that the village (men and women) sees as the most important to implement in order to move forward on the priority areas. ! Note that not all of these projects/interventions will be funded by the District Council. Please list details of these projects/interventions in the following table. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 116 FINAL VERSION Table: Details of Community Priority Projects Country Region District Village/Town Community ………………………………….. ………………………………….. ………………………………….. ………………………………….. ………………………………….. Description of Project Priority Area Sector Activities (see note) List the main activities For example culvert, bridge, school, awareness campaign etc. No. of direct beneficiaries Total cost estimate (Households) USD Relevance to village Describe how the project will benefit people and why it is important Expected environmental or social impact Describe and assess whether it has positive or negative impact, and whether it may lead to conflict 1. Water improvement project Water Water Digging the well, from distance 3 km, fixing pipeline, water tank storage, machine room, well gabions & building 5 kiosks. 1000 $36,000 People currently have limited access to water and spend a long part of their day fetching water, especially women. The social impact is positive. The environmental impact is neutral. There needs to be a clear agreement about access to the water source when finished, in order to avoid conflict over its use. 2. Construction of MCH Health Health 4000 $26,000 Access to health facilities are limited, currently people have to travel for at least 2 days to reach the nearest MCH. The social impact is positive. The environmental impact is neutral. There is no expected source of conflict. 3. Farm improvement Agriculture Agriculture Construction of Consisting of 1 room female ward, outpatient 1 room, 2 offices, 1 watchman room, 2 toilets and veranda The first 20 farms needs reconstructing their wells and purchasing 20 machines for Diesel, 1000 $40,000 Improved farming practices and infrastructure will benefit the local economy and The social impact is positive. The environmental impact is neutral. There may be some conflict over MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 117 FINAL VERSION second 10 Farms are Building gabions, and rest 5 farms also needs digging of wells 4. Housing for IDPs Poverty Housing Building 10 houses for 10 IDP families 14.6 m2 10 $40,000 promote local employment. whose farms are given first priority. This will have to be carefully managed. Housing for IDPs will help this marginalised group to improve their standard of living and create greater harmony in the village. The social impact is positive. The environmental impact is neutral. There may be some conflict over which land is allocated for this purpose and this needs to be negotiated. Indicate relevant sector by using the following codes: E. Education; W. Water Supply; S. Sanitation; H. Health; A. Agriculture; I. Infrastructure; M. Income Generation; Con. Conflict; CB. Capacity Building; T. Community Awareness Approval by Village Council Name Title Signature Date Name 1. 4. 2. 5. 3. 6. Consultation for these priority projects Title Signature Date Facilitating Partner: ____________________ Start Date:_____________ Completing Date:_____________ Name/Title: Agreement that the representatives of the Village Council for development activities participated fully in prioritising the projects, and that the projects have been presented to and is agreed to by the community Signature/Date: Certified that this list of priority projects has been developed through a consultative and participatory process involving all members (women, youth, disabled, other vulnerable members) of this community MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 118 FINAL VERSION Attachment 5: Basic Community Information Guidance Notes Question: did any communities conduct this activity as part of the consultation process? If so, how did it go? It seems like some of the categories require quite complex information – does this need to be simplified at all? These Guidance notes are designed to help community consultation teams (Facilitators and District Councillors) to collect some basic community information for inclusion into the Community Priority Assessment document. A blank copy of the Basic Community Information format can be found in DPPB Format 2.4 – Basic Community Information of your DPPB Format Book (print and electronic versions available). Heading What does this include? 1. Economic activities, resources and services in the community Write some information here about the main economic activities in the community. For example, in rural communities in Somaliland, these include farming, herding animals and charcoal 2. Potential areas of conflict Write some information here about the potential areas for conflict in the community, For example: Conflicts may arise from disputes over land use and resource use. Conflicts can also take place at various phases of the decisionmaking process. Conflicts may be different depending on whether the community is urban or rural. These issues tend to generate disputes among competing interests in communities. 3. Stakeholder analysis Write some information here about the different stakeholder groups in the community and their relationships with each other. For example: Identify relevant groups and interests within the social and community sectors. In addition, the analysis can seek out potential stakeholders to ensure proper representation in relation to gender, clan, interest and poverty. Look at the stakeholders in terms of decision making power, ability to provide information, ability to contribute to the implementation and probability of being affected by the outcome of the intervention. Also write about the level of services in the community, for example, many of the communities either have or share health, water and education facilities with other communities, which are mainly in the form of MCHs, water points and primary education facilities. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 119 FINAL VERSION Who currently dominates the decision making process in communities? 4. Social exclusion assessment (gender, disability, minority, age etc) Write some information here about: Perceptions of community diversity, access and discrimination Participation of men, women, people with disabilities, minority groups and children/young people in decision making processes and the perceptions of their ability to have influence over their lives. Ownership of personal assets by women, men, minority groups and people with disabilities. Access to employment opportunities and skills development by the different groups mentioned above. 5. Assessment of key livelihood strategies Write some information here about the different livelihood strategies in the community. This can include an assessment of, resources, for example individual skills and abilities (human capital), physical capital (land, equipment) social relations, financial resources etc. It should also take into account other key components such as: Livelihood assets Policy, institutions and processes Vulnerability context 6. Analysis of key socioeconomic cleavages Write some information here about any major gaps in socio-economic status of people (men and women) in the community. 7. Environmental context Write some information here about the environmental context of the community. Environmental issues that need to be captured include: Highlights of the environmental impact of charcoal business which is one of the key commercial practices in rural communities. Analyse impact of this on farming and grazing land as it causes soil erosion and reduced rain fall. Analysis of the environmental impact of prioritised projects on livelihood and economic wellbeing. Shortage of drinking water and its environmental impact Systematic problems such as flooding, erosion, droughts and deforestation A tool such as the Environmental Risk Assessment (ERA) tool needs to be developed as a companion to this community profiling exercise. ERA is concerned with problem finding and analysis, and is a diagnostic process which explores barriers to local development and environmental protection. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 120 FINAL VERSION 8. Inventory of community resources and capacities (natural, physical, institutional, social, financial and human) Write some information here about the different resources in the community. For example: Natural Resources: Unpolluted environment & warm climate Limited ground water sources Existence of farms and grazing land Physical resources: The existence of service facilities like schools, boreholes, heath and community centres Institutional Resources Role of local authority in community building and support Existence of administrative urban rural linkage b/w district council and VC Social Resources Traditional elders which are respected in the community Effective youth groups Effective participation of women Financial Resources Agricultural products Livestock (sheep, goat, cattle and camel) Charcoal business Small and micro-scale enterprise Programme for specific farming communities by different international organizations Existence of economic urban & rural linkages Develop a questionnaire on available community resources and capacities to gather this information. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 121 FINAL VERSION Exercise Sheets Exercise Sheet 1: Identify existing planning information Exercise Sheet 2: Enhancing Participation Principles in our District Exercise Sheet 3: Identifying Community Challenges Exercise Sheet 4: Pairwise Ranking Exercise Exercise Sheet 5: Johari’s Window MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 122 FINAL VERSION Exercise Sheet 1 – Identifying existing district planning information This Exercise Sheet is to be used in Exercise 2.3 in Session 2.3. What are the possible existing planning documents that our district may have prepared in the last 5 years? Where can we locate this information? Who can we assign to look for this information and/or follow up? 1. 2. 3. 4. 5. 6. 7. 8. 9. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 123 FINAL VERSION Exercise Sheet 2 – Enhancing Participation Principles in our District This Exercise Sheet is to be used in Exercise 3.1 in Session 3.1. What is the principle? What are the benefits of this principle for our district’s planning process? How can we enhance this principle in our district’s planning process? What are some of the constraints to enhancing this principle and how can we overcome these? In this column, write down the principle that your group has been assigned and complete the details in the other columns of this table. MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 124 FINAL VERSION MINISTRY OF INTERIOR. MODULE 2: PLANNING MODULE. PARTICIPANT BOOK. FINAL REVISED JULY 2010. 125