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Water Services Trust Fund
Field Monitors
Role and Responsibilities
Table of Contents
1. Field Monitors: Description of Status ........................................................................ 2
2. Support Provided by the WSTF Field Monitors Team ............................................... 2
3. Field Monitors: Main Tasks and Responsibilities ..................................................... 3
3.1
Support provided by the WSTF Field Monitors Team ........................................ 3
3.2
The Engineering Field Monitor ........................................................................... 3
3.3
The Social Field Monitor .................................................................................... 5
3.4
The Financial Field Monitor ................................................................................ 6
3.5
Focus on Project Operation Phase .................................................................... 7
3.6
The WSTF Field Monitors Team Leader ............................................................ 7
4. Field Monitors: Tools and Hardware ......................................................................... 7
5. Complaints Regarding the Field Monitors ................................................................. 8
6. Phasing–Out Field Monitors ..................................................................................... 8
7. Reporting by Field Monitors ...................................................................................... 8
7.1
Monthly Progress Reports .................................................................................. 8
7.2
Reporting Special Circumstances and Events ................................................... 8
7.3
RED FLAG REPORT ......................................................................................... 9
7.4
Submission of the Reports ................................................................................. 9
7.5
Feedback ........................................................................................................... 9
8. Performance Appraisal ............................................................................................. 9
WSTF/UPC
Role and Responsibilities of the Field Monitors
August 2010
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1. Field Monitors: Description of Status

All Field Monitors (FMs) have signed a contract with the Water Services Trust
Fund (WSTF).

Field Monitors are not employees of the WSTF.

There are 3 types of Field Monitors:
o Engineering Field Monitors.
o Social Field Monitors.
o Financial Field Monitors.

Each project will benefit from the services of all three (3) Field Monitors

Each Field Monitor is given a specific number of days on a project.

A Field Monitor may have been assigned a number of projects which are being
implemented simultaneously. This implies that the Field Monitors have to spent
time away from a project.
2. Support Provided by the WSTF Field Monitors Team

Field Monitors are not responsible for the implementation of the WSTF-funded
project(s).

The main tasks and responsibilities of the Field Monitors can be summed up as
follows:
o
o
o
o
o
o
o
o

Assist WSP during the preparation of project proposals to the WSTF.
Build capacity at WSP level.
Become a member of- and provide support to the Project Task Team
Provide advice to the WSP (staff directly involved in the project and WSP
management.
Facilitate the various project (related) activities.
Monitor- and report progress to the WSTF.
Report any problems and irregularities to the WSTF and to WSP
management.
Propose measures, procedures, tools, and actions (etc.) that can
contribute to the improvement of the quality of the projects and the
procedures and Toolkit developed by the WSTF.
One of the Field Monitors is appointed as the Team Leader of the WSTF Field
Monitors Team.
WSTF/UPC
Role and Responsibilities of the Field Monitors
August 2010
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3. Field Monitors: Main Tasks and Responsibilities
3.1
Support provided by the WSTF Field Monitors Team

Field Monitors are not responsible for the implementation of the WSTF-funded
project(s).

The main tasks and responsibilities of the Field Monitors can be summed up as
follows:
o Build capacity at WSP level.
o Become a member of- and provide support to the Project Task Team.
o Provide advice to the WSP (staff directly involved in the project and WSP
management.
o Facilitate the various project (related) activities.
o Monitor- and report progress to the WSTF.
o Report any problems and irregularities to the WSTF and to WSP
management.
o Propose measures, procedures, tools, and actions (etc.) that can
contribute to the improvement of the quality of the projects and the
procedures and Toolkit developed by the WSTF.

3.2
One of the Field Monitors is appointed as the Team Leader of the WSTF Field
Monitors Team.
The Engineering Field Monitor
The scope of the services of the Engineering Field Monitor will include but not
necessarily be limited to the following:
a. Ensure the Company prepares the bidding documents in line with the FIDIC
conditions of contract.1
b. Ensure the invitation of bids, bids evaluation and awarding of contract by the
Company is done transparently and in accordance to the Public Procurement
and Disposal Act 2005 requirements.
c. Ensure that the Company selects the most appropriate sites for the construction
of the water facilities while taking into account the local conditions (legal and
technical constraints and social circumstances).
d. Provide support during the preparation of the Work Plan.
e. Periodically support the Company in the inspection of works during distinct
milestones to ensure compliance to the set works specification, time and cost.
1
FIDIC =
WSTF/UPC
Fédération Internationale Des Ingénieurs Conseils (International Federation of Consulting
Engineers).
Role and Responsibilities of the Field Monitors
August 2010
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f. Ensure that the materials procured are of good quality.
g. Ensure the contract(s) signed between the Company and the Contractor(s) are
respected. Provide support to the Company to facilitate contract management.
h. Ensure that technical works are coordinated with the non-technical activities.
i.
Support the WSPs in organising site meetings and participate effectively in these
meetings to see that the bottlenecks impeding implementation of works are
overcome as soon as possible.
j.
Periodically brief the Managing Director of the WSP on the progress and the
challenges facing the implementation of works.
k. Support the WSPs in the training of the Kiosk Operators (where applicable).
l.
Assist the Company with the preparation of project commissioning. Support the
Company with the detailed inspection of the completed technical works.
m. Help to ensure that the entire project scheme, as well as each individual facility,
functions according to expectations.
n. Support the Company to ensure that the scheme is supplied with sufficient
quantities of treated water and that water pressure and water quality are
adequate.
o. Provide support to the Company enabling staff to carry out all necessary
maintenance & repair works.
p. Assist the Company with the assessment of initial wear and tear and formulate &
implement solutions.
q. Support the Company in ensuring that the Contractor respects the Defects
Liability Period.
r. Provide support to the WSP enabling them to disconnect/regularise & meter all
illegal connections.
s. Provide on-the-job training of Company staff responsible for the operation and
maintenance of the project scheme.
t. Monitor the project and report the progress made and problems faced to the
WSTF.
u. Provide support to the Company enabling them to disconnect /regularise & meter
all illegal connections.
v. Provide all necessary technical advice to the Company and/or Contractor.
w. Report poor quality of works, deviations from technical drawings and delays to
the Company, the WSB and the WSTF.
x. Prepare Monthly Progress Reports capturing the achievements of the reporting
period, the constraints/challenges faced and the reasons for the variance from
WSTF/UPC
Role and Responsibilities of the Field Monitors
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the work plan. The reports shall be submitted to WSTF and copied to WSP not
later than the 10th day of each month.
y. Advice the WSTF on actions/interventions (support measures and sanctions).
z. Report all irregularities (corruption, theft, etc.) to the WSTF.
3.3
The Social Field Monitor
The scope of the services will include but not necessarily be limited to the following:
a. Assist the WSP with the establishment of a Project Task Team.
b. Provide support during the data collection exercise.
c. Ensure that the Company selects the most appropriate sites for the construction
of the water facilities while taking into account the local conditions (legal and
technical constraints and social circumstances).
d. Provide support during the preparation of the accompanying measures
programme (identification of the necessary project community mobilisation,
sensitisation and training activities, preparation of the budget, etc.) in tandem
with the technical works.
e. Support the WSPs in implementing the accompanying measures activities.
f. Support the integration of public health and hygiene promotion in the project
areas.
g. Support the WSPs in the training of the Kiosk Operators where applicable.
h. Support the WSPs to develop and implement their customer care concept in the
project areas.
i.
Ensure that technical works are coordinated with the non-technical activities.
j.
Work with the Financial FM in supporting the WSP on the preparation for the
kiosk and/or yard tap management concept.
k. Periodically brief the Managing Director of the WSP on the progress and the
challenges facing the accompanying measures of the project.
l.
Monitor the project and report the progress made and problems faced to the
WSTF.
m. Advice the WSTF on actions/interventions (support measures and sanctions).
n. Report all irregularities (corruption, theft, etc.) to the WSTF.
WSTF/UPC
Role and Responsibilities of the Field Monitors
August 2010
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3.4
The Financial Field Monitor
The scope of the services will include but not necessarily be limited to the following:
a. Conduct an assessment of the company in respect to: Organisation structure,
setup of the finance department, accounting system in place and the
procurement processes of the Company.
b. Advice on the adequacy of the above and provide feasible recommendations on
improvements necessary.
c. Support the Company in preparation and implementation of its Procurement
Plan.
d. Support the Company in the preparation of bidding documents where applicable
and oversee the company’s procurement processes to ensure compliance with
the Public Procurement and Disposal Act 2005.
e. Support the Company in preparing financial forecasts to ensure uninterrupted
implementation of the projects due to cash-flow constraints.
f. Work closely with the Engineering Field Monitor and Project Engineer to ensure
value for money for works done before payments are made.
g. Support the Company in preparation of complete and transparent financial
records.
h. Support the Company in ensuring that the project funds are spent according to
the requirements of the funding contract and report any deviations.
i. Strengthen the capacity and performance of the Company with regard to offering
sustainable and customer-oriented services in the low income urban areas.
j. Advice the Company on how to establish a strong and lasting presence in the low
income areas.
k. Advice the Company on the best (pro-poor) customer care approach and assist
the Company with the development of such an approach.
l. Advice the Company on the best kiosk and Kiosk Operator management system.
This activity requires close cooperation with the Social Field Monitor.
m. Advice the Company on the design and implementation of an effective and
feasible project scheme monitoring and supervision approach.
n. Ensure that the kiosks and/or yard taps constructed during the project are
integrated in the Company billing system.
o. Ensure that the collection efficiency of the project scheme exceeds 95% of the
amounts billed.
p. Monitor the project and report the progress made and problems faced to the
WSTF.
q. Advice the WSTF on actions/interventions (support measures and sanctions).
r. Report all irregularities (corruption, theft, etc.) to the WSTF.
WSTF/UPC
Role and Responsibilities of the Field Monitors
August 2010
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3.5
Focus on Project Operation Phase
Whereas the support provided by the Engineering- and the Social FM to a large extent
is dictated by the project implementation cycle, the input given by the Financial FM also
takes place during the project operations phase. It is expected that once a WSP has
managed to successfully operate one water supply project, it will, without much support,
able to operate new projects simply by adopting the same management system and
principles.
3.6
The WSTF Field Monitors Team Leader
One of the Field Monitors is appointed as the Team Leader of the WSTF Field Monitors
Team. His or her (additional) responsibilities are:

Ensuring proper coordination of technical works and the non-technical project
component.

Coordinating the inputs/support provided by the Field Monitors.

Being the interface between the WSP and the Task team on the one hand and
the WSTF on the other.
4. Field Monitors: Tools and Hardware
All the tools and other soft-and hardware the Field Monitor is provided with, are to be
used to facilitate the implementation of the WSTF-funded project(s).
Each Field Monitors Team has received the following equipment from the WSTF:

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
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Three (3) laptop computers (one for each FM) and accessories.
Software: MS Office, AutoCAD, SPSS (or similar programmes), anti-virus
programme.
Three (3) external hard drives (200 GB) for backing up work documents, pictures,
etc.).
At least one (1) laser printer (a4).
At least one (1) GPS.
Three (3) copies (CD-Rom) of the Toolkit for Urban Water Supply Projects.
At least one (1) digital camera (with video capability).
Three (3) USB memory cards (2 GB).
At least 20 recordable CD-Roms/DVD-Roms.
One (1) flipchart stand and sufficient A1 paper.
Markers, pins, paper cards, etc.
WSTF/UPC
Role and Responsibilities of the Field Monitors
August 2010
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5. Complaints Regarding the Field Monitors
If a Water Service Provider (WSP) has complaints with regard to the performance of
one or more Field Monitors, WSP management may consider taking the following
actions:
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

Organise, together with the WSTF Field Monitors Team Leader, a meeting with
the Field Monitor(s) concerned. The presence of WSP staff directly involved in
the project, or other members of the Project Task Team may be deemed
necessary.
If this meeting does not have the desired impact, the WSP should contact the
WSTF.
The WSTF should respond to the complaints by organising a meeting with the
Field Monitor(s) and if necessary with the management of the WSP.
If problems are not solved the WSTF, in consultation with the FMs and WSP
management, may decide to replace the Field Monitors.
6. Phasing–Out Field Monitors
The support provided by the Field Monitors will be provided by the WSTF as long as the
Water Services Boards (WSBs) and the WSP feel there is need for the services of Field
Monitors. In other words, the support provided by the FMs will gradually be phased out
as the WSPs build up their capacity to prepare project proposals and implement &
operate water supply and sanitation projects.
7. Reporting by Field Monitors
7.1
Monthly Progress Reports
The Field Monitors will have to prepare short Monthly Progress Reports which will be
given to the management of the WSP and to the WSTF. The FMs will be asked to report
using a reporting format/template prepared by the WSTF.
In addition to written text (on progress, problems faced, etc.), the FMs are asked to
make/include digital pictures which show the progress made.
7.2
Reporting Special Circumstances and Events
The Field Monitors are expected to report on any extraordinary events that have or are
taking place and which may have a negative or positive impact upon project
implementation and operation. Events such as:
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

A sudden increase in the demand for yard connections.
Technical problems which may jeopardise adequate water supply to the project
area.
Changes in the management team of the WSP.
WSTF/UPC
Role and Responsibilities of the Field Monitors
August 2010
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7.3
Problems of conflicts within the Project Task Team which have a negative impact
upon its performance.
Changes regarding the Development Plan of the Local Authority which may have
an impact upon (e.g. the legal status of) the project area.
Social tensions of unrest within the project area.
Political interference of unrest.
Corruption.
RED FLAG REPORT
If the Field Monitors working on a project believe that specific issues such as:



Poor quality of works,
Lack of a sound accompanying measures programme,
Financial irregularities (theft or the misuse of funds),
jeopardise the successful implementation and operation of the project, they can raise a
“red flag”.
The WSTF has prepared a template (see also the Toolkit for Urban Water Supply
Projects, Module 3, Section 10) which has to be filled in and sent to the WSTF. In
addition the FMs should call or mail the WSTF to inform the UPC team on the problems.
7.4
Submission of the Reports
The reports prepared by the Field Monitors can be send by e-mail to the WSTF and to
the other Field Monitors who are part of the FM Team. Alternatively the reports can be
send to the WSTF by the Team leader of the FMs.
7.5
Feedback
Each Field Monitor should receive a feedback from the WSTF to his or her report. The
Social FM should expect a feedback from the WSTF Sociologist, the Finance FM from
the Accountant and the Engineering FM from the Civil Engineer. The Team Leaders of
the FM Teams should receive a comment from the Team Leader of the WSTF Urban
Team.
In addition to a written (e-mailed) feedback the Urban Team can also phone the Field
Monitors if additional information or clarifications are required.
8. Performance Appraisal
Once a year the WSTF will appraise the performance of all its Field Monitors. During the
appraisal the WSPs and WSBs will be asked to provide their views regarding the
support they received from the Field Monitors attached to their project(s). The appraisal
exercise will focus upon:
WSTF/UPC
Role and Responsibilities of the Field Monitors
August 2010
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
The performance of each individual Field monitor.

The quality of the support provided by the different types of Field Monitors;
Engineering, Social and Finance.

The Field Monitors support concept itself. Are projects more successful because
they receive the support from Field monitors? Do WSPs become too dependent
upon the services of Field Monitors? Is Field Monitors building capacity within the
WSP enabling the Companies to improve their service delivery to the urban
poor?
_______________________
WSTF/UPC
Role and Responsibilities of the Field Monitors
August 2010