Concept and Proposal for Pilot Implementation

and Program design for ARMM School WaSH Facility Upgrade

Prepared by: ASDSW

Date: August 20 2013
Revision 1 for review by management and GIZ

Summary

This proposal documents an initial program design with associated costs and schedule. The
outputs include manuals, procedures and policies to allow GIZ to roll out the entire program
not only in ARMM but anywhere in the Philippines with ASDSW or other partners.

Also included in this process is working with Fit for Schools so as to validate at a ground level
the roll out of their EHCP program along with efforts to raise WaSH awareness within DepEd,
local government and most importantly schools and communities.

1. Objective
2. Outputs
3. Preliminary Designs of Planning and Stakeholder Workshop
3.1 Stakeholder Workshop
3.2 School Planning Process
4. Implementation Methodology
4.1 Construction and Supervision
4.2 Sustainability Mechanisms
5. Work and Financial Plan
1. Objective:
Pilot Sanitation facility upgrade program in ARMM schools. To design a program that is effective,
economic and replicable by any organization in any area.

2. Outputs:

Pilot in 20 schools
 Planning session in school to:
o Validate EHCP (Essential Health Care Program)
o Identify needs per school
o Plan implementation
o Mobilize local counterpart
 Implementation of Repairs/New Facilities
o Material purchase and supply
o Setting up organization to produce rings for septic system
o Delivery and accountability mechanisms for material delivery
o Skilled and bayanihan labor organization
o Supervision and check list sign off
 Consolidation
o Supply of cleaning supplies for start up
o School orientation policy and procedure start up (2 day sustainability Program)
o Referral system
o Manuals
o Desludging and sludge processing back up
o Region wide WaSH day to solidify institutionalization
Program Development
 Detailed design
o Planning session
o New Facility design and BOM
o Supervision documentation
o 2 days sustainability program
o Program overview documentation
 Stakeholder Inclusion Mechanisms
o Project start up and feed back workshop
 Overview of project steps with feedback from pax
 Detailed review of planning steps
 Facility Design feedback
 Role review for Pax
 Pax
 GIZ
 FIT
 ASDSW
 DepEd ARMM
 PWTF
 BDA
o Progress Reporting
o Inclusion in Pilot Evaluation workshop
 Manualization
o Process Manual for roll out by any organization
 Planning workshop and documentation
 Purchasing and delivery documentation
 Construction and supervision/Quality control documentation
 Consolidation and Monitoring
o Operation and Maintenance Manual for schools
o Sanitation addition to EHCP manual
 Pilot Monitoring Evaluation Accountability and Learning process
o Base line and key indicator design
 Meeting the needs
 Appropriateness of intervention
 Use and behavior change
 Program implementation
 Cost of Implementation (ROI)
 Logistical evaluation
 Counterparting value
 Evaluation of Manuals
o Workshop for stakeholder feedback based on MEAL.
o Updating of manuals
3. Preliminary Designs of Planning and Stakeholder workshop

3.1 Stakeholder Workshop

Time Session Objective Methods

8:00- Registration
9:00
9:00- Preliminaries Introductions, Welcome Remarks
9:15
9:15- Introduction to the EHCP program and This project Inputs GIZ, FIT and ASDSW
10:00 project and workshop intersection
Overall project outputs
Reason for the Workshop
10:00- Break
10:15
10:15- Project overview Presentation of the project overall ASDSW
12:00 design and the roles of Inputs
stakeholders Workshop for roles and
responsibilities
Plenary
12:00- Lunch
13:30
13:30- Planning session Presentation of the planning ASDSW inputs
15:00 overview process workshop and output
Workshop on: Workshop by stakeholder on
- Coordination requirements what they would input
- Realistic role and responsibility
expectations from community Plenary
stakeholders
-Linkages to other programs
15:00- Break
15:15
15:15- New Facility design Presentation and feedback on GIZ inputs and plenary
15:45 presentation acceptability and appropriateness
15:45- Next Step Presentation of next steps and ASDSW/GIZ
16:30 inclusion mechanisms
Closing message
3.2 School Planning Process

Output
 Identified work needed
 Work Plan and role definition
Preliminary work
 DepEd and School coordination
o Schedule
o Preparation of children and teachers
 Community and Local stakeholder coordination
o Orientation and invitations
 FIT coordination

Time Session Objective Methodology

8:00- Setup
9:00
9:00- Handwashing and Validation of EHCP Teachers and FIT staff to organized
11:00 Toothbrushing program demonstration with parents/B-
demonstration MLGU officials etc in attendance.
Inventory of WaSH
Children/Teacher practices and facilities Tarpaulins about WaSH for people
testimonials to review
Community
Walkthrough WaSH Gallery engagement ASDSW staff to inspect facilities

Review of WaSH facilities

11:00- Lunch Break ASDSW team to prepare for
13:00 planning with data from inspection
13:00- Planning of Come up with work  Presentation of situation
15:00 repairs/Installation plan for  Needs assessment workshop
implementation and  Presentation of options under
sustainability project
 Action Planning including
designation of responsibility
and setting up communication
protocol
15:00- Validation Results for EHCP Feedback to teachers FIT presentation based on
15:30 program and parents observations and feed back from
Teachers/DepEd
4. Implementation Methodology

4.1 Construction and supervision

Planning
The planning process will determine the scope of work as well as the responsibility that will be taken by
the community and school for construction. ASDSW will then facilitate the purchase and delivery of
materials, supervision of construction and quality control checks.

Design Issue
Note that the main issue that needs to be resolved is the design of the new toilet block. This needs
official approval by DepEd ARMM so that the schools will accept the design and there may be a need for
it to be adaptable for local conditions.

Construction Supervision and Quality Control

ASDSW would have 2 engineers supervising the 10 construction sites. A pool of skilled labor/leadmen
would be hired to manage each individual site which would use local skilled and semi-skilled labor
provided by the community as counterpart.

The engineers would be tasked to ensure that the quality of construction meets standards, ensure
material delivery is on time, trouble shooting and overall supervision. Check lists for construction and
repair would be maintained for the project.

Concrete Ring Supply

For the concrete rings for the septic tanks ASDSW is looking at options to build capacity of local
organizations to build these on site or at a central location. This would actually be an income generation
project for this organization and would also enhance them as a sanitation supplier to work within
another ASDSW sanitation marketing project which would also be leveraged into

4.2 Sustainability Mechanisms

The Planning Mechanism is the initial key to raise demand for implementation and planning
construction. However with completion of the facility there is a need to ensure that responsibility for
the upkeep of the facility is taken over by the appropriate mechanisms. Note that schools are difficult as
children, parents and teachers are transitory as children move through the education system. There is a
need to institutionalize WaSH within the system.

Manuals
Table of Contents would include:
1. Introduction to the facilities involved
2. Daily, weekly and monthly maintenance routines
a. Checklists
b. Who is responsible
c. Materials and tools
3. Maintenance and troubleshooting
4. Desludging and Sludge processing
5. Referral system for outside assistance
Engagement of all Local Stakeholders in the Process
This process is to transfer responsibility to the local community. This is a two day workshop that would
include:
 Teachers
 Children
 School Maintenance Staff
 School Admin staff
 BLGU/MLGU (WaSH Task Force or WaSH related officials)
 Parent Teacher Association
 Local informal leaders

Day Schedule Topics Remarks

1 AM Preliminaries
Direction, Goals and Objective Settings
Why and What is WASH? Hand Washing, F-
Diagram, School Water Treatment
Water Quality Monitoring
PM Cost Analysis (Cleanliness and Maintenance)
Organizational Settings (Roles and Function),
Creation of WASH Champions (WASH Clubs),
School WASH Task Force
2 AM Operation and Maintenance
Policy Formulation (Obligations and
Responsibilities)
PM 2 Year Plan (Sustainability)
Installing the Continuity
Closing Program

The Manual would be the basis of this where site specific items can be added based on the workshop.

DepEd Institutionalizing
For each region once the construction is completed a one day centralized activity ie. WaSH in Schools
day would be held. This is where teacher/children representatives would gather with key DepEd ARMM
and other key LGU officials. The work done would be presented along with the sustainability plans. This
allows DepEd to acknowledge the work done and commit to support the installed infrastructure.

This is also another venue for awareness raising for WaSH in schools and support to the EHCP work that
is ongoing.
5. Work and Financial Plan

ID Task Outputs Expenses Costs Staff Vehicle per Mngt workshop materials local
fees diem travel labor
TOTAL 3380150 1192000 632000 58750 106400 246000 1010000 135000
2 FA and Project design agreed Flights for ASDSW 19200 19200
Agreement management 2
Negotiation round trips manila
with
accommodation
Proposal completed
FA signed
First Tranche invoiced
6 Detailed Stakeholder 2 staff 10 days 70000 70000
design of Workshop sessions
Planning and materials
and Planning workshop
Stakeholder Sessions and materials
workshops
All Program Staff
Oriented and included
in project
Project Site visits and 2 staff 10 days 70000 70000
initial organization
with teachers
Base line data Vehicle 10 days 40000 40000
gathered
Perdiem 5000 5000
7 Stakeholder Invitations, Venue 4 staff 5 days 70000 70000
workshop materials
preparation Vehicle 2 days 8000 8000
Materials 10500 10500
ID Task Outputs Expenses Costs Staff Vehicle per Mngt workshop materials local
fees diem travel labor
8 Stakeholder Workshop for 30 Participant costs, 60000 60000
Workshop participants plus Venue, meals,
ASDSW Staff. accommodation
Assuming Cotabato
City
ASDSW mngt travel 34000 34000
9 Completion Update design based 6 staff 4 days 72000 72000
of Planning on workshop
design,
Complete 1 vehicle 4 days 16000 16000
material
arrangements with
purchase,
schools
coordination
Material preparation 20 schools * 2000 40000 40000
Logistical preparation
10 Planning Planning and 6 staff 10 days (3 210000 210000
Workshops implementation plans teams)
20 schools complete for all 20
schools
Includes consolidation 3 vehicles 10 days 120000 120000
of results
Per diem staff 15000 15000
12 Constructio Implementation of the Construction 800000 800000
n and Repair repairs and new Materials estimated
toilets at 40,000/school

Eng Supervision 2 staff 25 days 175000 175000

Skilled Labor (a lead 20 leadmen @ 450 135000 135000
man per school hired per day all inclusive
for project) avg 15 days per site

2 vehicles 25 days 200000 200000

Per diem staff 12500 12500
ID Task Outputs Expenses Costs Staff Vehicle per Mngt workshop materials local
fees diem travel labor
13 Sustainabilit Orientation of schools materials 20000 20000
y Program and setting up 1000/school
management systems includes cleaning
materials etc
6 staff 15 days 315000 315000
3 vehicles 15 days 180000 180000
per diem staff 22500 22500
16 Drafting Complete process and 1 staff 10 days 35000 35000
Outline of operational
Documentat Documentation for
ion review
18 Data Site visits for review of 1 staff 20 days site 70000 70000
Gathering progress and results and write up
for MEAL
Meal Report 1 vehicle 15 days 60000 60000
Per diem staff 3750 3750
21 MEAL Invitations, Venue 4 staff 5 days 70000 70000
Workshop materials
and Vehicle 2 days 8000 8000
culmination Materials 40500 40500
workshop
Preparation
22 MEAL Workshop for 30 Participant costs, 135000 135000
23 Workshop participants plus Venue, meals,
and ASDSW Staff. accommodation
culmination Assuming Cotabato
workshop City Culmination
activity for 60 more
participants
ASDSW mngt travel 34000 34000
ID Task Outputs Expenses Costs Staff Vehicle per Mngt workshop materials local
fees diem travel labor
24 Completion Complete printed 1 staff 10 days 35000 35000
25 of documentation
Documentat
Rest of project Copywriter 10 days 100000 100000
ion and
planned 10000/day
planning
rest of Printing 100 copies 50000 50000
project ASDSW mngt travel 19200 19200