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The process of gaining project implementation agreement

Leonellha Barreto Dillon seecon international gmbh Executive Summary Implementation simply means carrying out the activities described in your work plan.

Executing a project in the water and sanitation sector is a very complex mission, as it requires the coordination of a wide range of activities, the overseeing of a team, the management of budget, the communication to the public, among other issues.

Independent of whether it is a social project to raise the awareness and promote hygiene or it is a construction project for service delivery, there is a certain process that has to be followed. The following lines will give you an introduction into the implementation of projects in sustainable sanitation and water management, and highlights key aspects that have to be taken into account for a successful implementation Advantages Implementation gives the opportunity to see the plans become a reality Execution of projects allows end-users to have access to better services and living environment Success stories and experiences can be shared with specialists from other cities and towns, encouraging others to adopt similar approaches, which in turn may improve water resources management in the local area Disadvantages Evidence of corrupt practices in procurement will undermine the entire process and waste precious resources PHILIP et al.

It is defined by contracts, drawings, and statutes. Communities have a more practical approach to completion. Once the project produces the benefits for which they agreed to undertake it they see no reason to spend further time and money on it DFID 1998 Project implementation or project execution is the phase where visions and plans become reality. This is the logical conclusion, after evaluating, deciding, visioningplanning, applying for funds and finding the financial resources of a project.

Technical implementation is one part of executing a project. WSP 2000 The implementation of projects in sustainable sanitation and water management is complex. It requires the coordination of a wide range of activities, diverse institutional arrangementsand different time frames DFID 1998. There is not one typical project in water and sanitation, as the actions may vary from the construction of a new infrastructure, to the introduction of new ways of working.

Projects in this area cover issues such as: It is important to take into account that independently of the nature of the project, implementation takes time, usually more than it is planned, and that many external constraints can appear, which should be considered when initiating the implementation step i. Learn how to write a project proposal!

Before you can implement a project, it is imperative that you create a coherent and high-quality project proposal. We have collected the best tipps in our factsheet here. The process of gaining project implementation agreement on if you already have an established project and wish to implement it successfully.

Factsheet Block Title How to Get Started Factsheet Block Body Before implementing the action plan, it is important to ensure that all the roles and responsibilities are distributed and understood.

Technical and non-technical requirements have to be clearly defined and the financial, technical and institutional frameworks of the specific project have to be prepared considering the local conditions. The working team should identify their strengths and weaknesses internal forcesopportunities and threats external forces.

The strengths and opportunities are positive forces that should be exploited to efficiently implement a project.

Gain project approvals from the right stakeholders

The weaknesses and threats are hindrances that can hamper project implementation. Other actions need to be taken before work can begin to implement the detailed action plan, including: Scheduling activities and identifying potential bottlenecks. Communicating with the members of the team and ensuring all the roles and responsibilities are distributed and understood.

Providing for project management tools to coordinate the process. Ensuring that the financial resources are available and distributed accordingly. Realistic long-term planning of finances is key to the implementation of an action plan see also financing and sources of funding.

A communication strategy can be used to raise awareness of the positive benefits for the community, as well as explaining that there are necessary trade-offs, such as the introduction of water pricingwhich will not please everybody.

This will help to further strengthen local ownership of the plan and encourage public participation in the implementation of projects. At the end of a planning and implementation cycle, a press release is useful to highlight successful stories and announce the publication of a final document such as a water report see also media campaigns.

Expectations among stakeholders and the general public are likely to be high following the participatory approach to the development of the preceding stages of the planning process.

  • However, the implementation of a project will always be successful if management strategies and coordination guidelines are clearly defined;
  • Factsheet Block Title How to Get Started Factsheet Block Body Before implementing the action plan, it is important to ensure that all the roles and responsibilities are distributed and understood;
  • At the end of a planning and implementation cycle, a press release is useful to highlight successful stories and announce the publication of a final document such as a water report see also media campaigns.

It is therefore important that actions are visible and demonstrate tangible results early to build confidence in the process. Implementation of Engineering Projects and Service Delivery Factsheet Block Body The detailed design, tendering, and construction of the infrastructure will take place during this step. Depending on the situation and the complexity, the project might be implemented through a formal construction contract or a voluntary community approach.

Formal written contracts are required where external contractors undertake specialist construction or installation work. This work should be awarded through a competitive tender process to ensure value for money DFID 1998.

When formal contracts are used, there is the risk of leaving out the social framework and the needs of the users. In community-managed projects, the members of the community are involved in the construction and installation of the new infrastructure through voluntary labour agreements, in-kind contribution, food for work schemes, and self-help programmes where the communities are provided training and resources to carry out the work themselves NETSSAF 2008.

It is generally more cost-effective to use labour from within the community as much as possible. However, there has to be some guarantee of quality and an understanding of the scope of the work. It is useful to have a written agreement between the primary and secondary stakeholders community and government defining roles and responsibilities and also agreeing the scope of the works.

This will avoid confusion or disagreement later on in the project DFID 1998. A strategy for capacity development should be prepared in order to ensure an effective construction, operation and maintenance work.

Training activities will target technicians, masons, users, and other service providers. Whatever method is selected, the construction and installation activities must be carried out under the supervision of experts and engineers.

However, if the design includes any engineering specification, then qualified staff should be available on a full-time basis to oversee construction of the works.

The quality of work will suffer if supervision is inadequate because corners may be cut, inferior materials used, and safety compromised" DFID 1998.

The involvement of the designers is also needed during the construction stage, particularly to answer questions and make changes in the design when improvements and adaptations are required. A practical implementation plan should be prepared by the implementation team to define real time schedule of delivery of services, such as NETSSAF 2008: When the purchase of materials is completed.

When the excavation is finished. When the structures of the buildings are constructed. When the commissioning is expected. Other aspects that have to be taken into account during the construction phase are: Similarly, local materials and construction methods should be the process of gaining project implementation agreement wherever possible.

This may not always be possible, for example if rotary drilling in rock is required, but the community should be consulted because they may have their own ideas. Factsheet Block Title Implementation of Social Projects Factsheet Block Body As mentioned before, social projects are also very common in the water and sanitation field, as they usually target the human factor that is crucial for achieving sustainability of the SSWM measures.

These projects are usually related to the change of behaviours and strengthening of capacities by awareness raising campaigns, training activitiesinstitutional set-ups, etc. As these projects cover a wide range of activities that are case-specific, how the implementation will take place will vary from case to case.

However, the implementation of a project will always be successful if management strategies and coordination guidelines are clearly defined. Independent of the type of project to be carried out, a work plan is needed indicating the pursued objectives, the expected results, the activities to be developed, as well as the budget available and timeframe given.

Each of the activities has to be assigned to a particular individual, department or organisation that should have proven experience and the capacity to achieve the goals.

It is of primordial importance that the financial resources are readily available at the beginning of the action, so the members of the team have the budget to initiate the activities and cover their own expenses.

The management team should look for strategic partnerships with local leaders and spokespersons, giving institutional backup to the actions. Directors and CEOs of the leading organisation should participate in the opening ceremonies or kick-off meeting supporting the local workers, thus facilitating future activities that will be done in the field.

An activity and financial reporting procedure has to be prepared and communicated to the members of the team. It should be clear from the beginning of the action, how all the costs incurred will be reported and reimbursed.

It is important to keep procedures as simple as possible, using simple tables and template for reporting costs, field visitsinterviews, workshops, meeting minutes, etc. A controlling strategy has to be developed, in order to monitor the work done on the field. A clearly defined decision making process will set the roles and responsibilities of the members of the team: This ladder will allow for immediate correction of actions and efficient use of human resources.

Communication channels should be kept open between the field workers and the management team, making use of mobile phones, SMS, E-mails, etc. It is important to avoid overloading the team with bureaucratic procedures that nobody will follow like newsletters, long reports, weekly The process of gaining project implementation agreement, etc. Applicability Implementation is the desired step after the carrying out of a participatory planning process, as it represents the realisation of the plans and activities described in the strategy paper.