Ocas 2019 Manual Final (12-12-2019)

Aga Khan Rural Support Programme
Organizations’ Capacity Assessment

Survey, 2019
MANUAL
Monitoring and Evaluation Section

Core Office, Babar Road, Gilgit
Table of Contents
INTRODUCTION............................................................................................................................................ 1
TEAMS.......................................................................................................................................................... 1
DATA COLLECTION IN THE FIELD.................................................................................................................... 2
LOCATION OF INTERVIEW...........................................................................................................................................2
SECTIONS OF THE SURVEY.......................................................................................................................................2
ENTRY PROCEDURE................................................................................................................................................3
ASSESSMENT TOOL....................................................................................................................................... 3
A. V/WO BASIC INFORMATION...................................................................................................................4
B. VILLAGE INFORMATION..........................................................................................................................5
C. PARTICIPATION AND INCLUSION.............................................................................................................5
D. LEADERSHIP & MANAGEMENT CAPACITY...............................................................................................8
E. RESOURCE MOBILIZATION & FINANCIAL VIABILITY...............................................................................10
F. OPERATIONAL COMPETENCE................................................................................................................16
DATA COLLECTION ON MONITORING FORMATS.......................................................................................... 18

C1 – VILLAGE HOUSEHOLDS’ INFORMATION........................................................................................................18
C2 – V/WO MEMBERS’ INFORMATION...............................................................................................................19
C3 – V/WO’S RECORDS SHEET......................................................................................................................21
D5 – V/WO COMMITTEE’S INFO:....................................................................................................................23
F3 – ACTIVITY SHEET.....................................................................................................................................24
Aga Khan Rural Support Programme Organizational Capacity Assessment – 2019
Introduction
The Aga Khan Rural Support Programme (AKRSP) was established by the Aga Khan
Foundation (AKF) with the objective of reducing poverty and improving the quality of life of
approximately one million people in the regions of Gilgit-Baltistan and Chitral. AKRSP’s
development approach gives primacy to the people and their abilities. It is based on the belief
that local communities have tremendous potential to plan and manage their own social
development, once they are organized and provided access to necessary skills and capital.
Hence, AKRSP introduced the participatory approach. It promoted institutional development
at the village level through village organizations (VOs) and women’s organizations (WOs)
that provided the framework for social mobilization these communities.
There are various factors that determine the effectiveness and sustainability of such
community institutions. The aim of the current survey is to evaluate the maturity level of
Village & Women organizations in the GBC region. It will also provide a detailed database of
V/WOs for AKRSP for institutional development and innovation as well as for donor
agencies. We will further evaluate under multiple key indicators the reasons for an
organization’s maturity or failure. The information collected will cover V/WO Basic
Information Village Information, Participation and Inclusiveness, Leadership and
Management Capacity, Resource Mobilization and Financial Viability and Operational
Competence.
This document serves as a guide for the Organisations’ Capacity Assessment, 2019. It gives a
detailed description of each data field on the questionnaire, and guidelines on how data fields
are to be filled.
Teams
The LSO will be responsible for liaising with village leaders and V/WO office bearers,
overseeing the selection of the enumerators and monitoring the work of the interviewers.
Your team will consist of 3-4 enumerators; 1 interviewer, 1 note taker and 1-2 data
enumerator. You will also be assigned a supervisor or a team lead. At the end of each day
s/he will collect all the filled data formats and questionnaire from team members, check the
data for accuracy and completeness. Your team will split into two; two team members will
conduct the meeting and fill out the questionnaire; while the other team member(s) will
collect monitoring data on the data collection formats with the help of a V/WO office bearer.
The office bearers are required to provide you with all the documentation related to the
organization and its processes. He should also be providing you with household information
of the organization’s members. The office bearer will help with the data formats.
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Data Collection in the field

When working in the field it is important to be organised and appear neat and tidy. You
should:
1. Be tidily dressed appropriate to where you are working;
2. Wear your survey identification card;
3. Carry with you:
a. Your mobile (smartphone);
b. A notebook and pen;
c. A few copies of the survey questionnaire;
d. The survey manual.
Data collection in the field requires particular skills. A good interviewer can ask questions in
a non-judgemental manner, listen to what is being said without expressing reactions and
maintain inter-personal dynamics. During an interview it is important for the interviewer to
keep the respondent’s trust and not to react to whatever response is given. It is necessary to
create a good, relaxed and open relationship between the interviewer and the respondent(s).
Always remember that an interviewer is not an advisor or evaluator.
When asking the questions, it is important that you maintain eye contact as much as possible,
particularly when the questions are in the polling format and while the person is giving
his/her response. You as the interviewer are expected to ensure the respondents understand
that their answers will not be held against them, and guarantee anonymity.
Location of Interview
You will travel to the designated meeting venue set by the VO office bearers within their
locality.
Sections of The Survey
The questionnaire is divided into 6 categories:

A) V/WO Basic Information
B) Village Information
C) Participation and Inclusiveness
D) Leadership and Management Capacity
E) Resource Mobilization and Financial Viability
F) Operational Competence
There are 5 separate data sheet formats which are to be filled separately while the survey is
being conducted. 1 member of the team, with the help office bearers of the VO/WO will scan
through the official documents such as the minutes register, pass books etc. and enter the
data. Each data sheet format should be filled, answering all the required data fields and
formats (if data available).
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Entry Procedure
Each category should be filled in the documented sequence, answering all the required data
fields, tables and formats (if data available). You cannot skip questions, and it is advised not
to jump through the questionnaire.
Anywhere in the survey you see this box , you can only choose one option. You are
supposed to mark the right answer with a tick () inside the box.
The questions that require information regarding members’ experience with the V/WO are
polling questions. You are required to excuse the office bearers present and hold a poll for
every question.
Your respective LSO will call for 70% of the members of the organization. If the
participation is below 30% of the total membership; abort the interview, and rearrange a visit
when the VO/WO can organize more than 30% of its members to be available.
Before starting the survey, the interviewer is required to welcome and greet the participating
members, acknowledging them for their presence. You will introduce the purpose of the
meeting and start your questionnaire.
Similarly, after completing the questionnaire you will thank the members for their time and
participation.
Assessment Tool
Tracking/Identification Information
Form Number: Date of Enumeration

(dd/mm/yyyy):
Name of Facilitator: Meeting Start Time:
Name of Note Taker: Meeting End Time:
Name of Supervisor: No. of participants

(V/WO members):
You will find this matrix at the top of the questionnaire. This is the mandatory questionnaire
tracking information which you need to fill before starting the questionnaire. The explanation
of contents is as following:
Data field Indictor Description

Form Number Unique identifier for tracking a particular questionnaire in the
database. This will be filled in by the enumerators using the
codes already given to them. The form number codes will
include digits for region, area, UC/LSO and within the UC the
unique sequential number given to a VO or WO. The office
will provide coded list of V/WOs to each enumerator allotting
his/her quota of organizations to be enumerated.
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Field superiors will cross-check these number and

subsequently the data entry operators will use these numbers in
the MIS while data punching.
Name of Facilitator You will write the name of the person conducting the
interview verbally.
Name of Note Taker You will write the name of the person filling in the survey.
Name of Supervisor Name of your team lead or the person supervising the whole
assessment process.
Number of meeting Number of members + office bearers participating in the
participants (V/WO interview. The participants of this interview should all be
members) members, non-members shall not be allowed.
Date of Enumeration Write the date of the interview.
(dd/mm/yyyy) It should be in the format mentioned (dd/mm/yyyy).
Meeting Start Time Log the time you start the interview.
Meeting End Time Log the time you end the interview.
A. V/WO BASIC INFORMATION
This is the first section of the survey. You are required to fill this before starting the rest of
the survey. It will hold the basic information of the V/WO you are attending. You are
required to fill all the data fields.
S.N Data Field Indicator Description

A1. Name of Organisation This field requires the full name of the organization.
Abbreviations are not allowed.
A2. Type of Organization Select the appropriate option using a tick (). If the
organisation is any other than a VO or WO you need to
specify the type under the option “Other”.
A3. Date of Formation Ask the office bearers and members the date of the
organisation’s formation. If available, you should also
cross check this date with any official documentation,
such as minutes register &/or financial documents.
A4. Village based / hamlet based Select according to the type area/locality of the
organisation.
A5. GPS Coordinates GPS coordinates should be taken on the location of the
meeting for this survey.
Open “GPS test app” on your mobile phone, stand
outdoors in an open space and take your reading. You
should wait for the accuracy indicator to turn Green
( 3 meter).
A6. Altitude
a) Feet From the “GPS test app”, check the calculated altitude
b) Meters and note down in meters as well as feet.
A7. Coverage of organization in This field is NOT to be field.

IDS 2015 It will be traced from IDS 2015 database during the
analysis by AKRSP staff.
A8. Number of AKRSP SMO staff Number of times the AKRSP Social Mobilizer Officer
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visit during 2019 has visited the organisation in the last year, 2019.
B. VILLAGE INFORMATION
This section holds general Village Information in which the organization is located. You are
required to fill all the data fields.
S.N Data Field Description

B1. Hamlet/Mohalla/ This is the name of the precise Hamlet/Mohalla/Sub-
Sub-village (NAME) village the VO/WO is located in.
B2. Name of Revenue Village Name of the Revenue Village (from the list
provided)
B3. Union Council Name of the union council of the region.
B4. Tehsil/sub-division Write the name of the Tehsil or Sub-division
B5. Area Office AKRSP area office
B6. District Name of the District
B7. Cropping Zone Cropping zone means agriculture defined by climatic
(Single=1, Double=2, Transitional=3) conditions. “Single” means one-time crop yield in
the year; “double” means twice a year; transitional
refers to multiple crop yields throughout the year.
Choose the appropriate option.
B8. Access to Electricity Availability of electricity in the VO/WO area.
Yes No Select YES or NO.
B9. Access to Internet Availability of Internet
Yes No (Wifi or Cellular)
If Yes: Select YES or NO.
Wifi GSM Mobile Data
B10. Type of Road connecting the Select the type of road.
village. Metalled refers to a road made of tar-coal, cement or
(1.Truckable metalled, 2.Truckable concrete.
unmetalled, 3.Jeepable metalled,
4.Jeepable unmetalled, 5.Foot track) Unmetalled road does not have any kind of tar,
cement or concrete.
B11. Type of Locality Choose the appropriate answer.
(Urban=1, Semi-urban=2, Rural=3)
B12. Type of Distance Write distance (in hours) from the organization’s
village to each of the locations in the following table.
B12.1 UC Center: B12.2 Tehsil Center:
B12.3 District Center: B12.4 Divisional Headquarter:
C. PARTICIPATION AND INCLUSION

This section assesses the participation level of members in the organization and
inclusiveness in terms of different socio-economic backgrounds in the organization.
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For the purpose of this survey, a household is defined as a group of persons who live and eat
together under one roof.
C1. Household Coverage in V/WOs

C2. Representation of sections/groups in V/WOs
*(Information for C1 and C2 to be collected from C1 and C2 data collection formats)
C3. Number of meetings, attendance of members (Information to be collected from C3 format)
These fields are to be derived from the data sheet formats filled during the survey.
C4. Membership and participation in LSO

C4.1 Does any LSO exist within the jurisdiction of the V/WO? Yes No
Select () the applicable option.
C4.2 Name of LSO: ___________________________________________________________________

If YES, write the name of the LSO in the below field.
C4.3 Membership status of the V/WO in the LSO: Registered Not registered
Select () the applicable option.
C4.4 Date of registration with LSO: _______________________

Write the date of registration in the format (dd/mm/yyyy). If not registered; write N/A (not
applicable). If “day/month” is not available, write the “year” at least.
C4.5 If not registered, then specify the reasons for non-membership:

_________________________________________________________________________________________
________________________________________________________________________________________
In this field, ask participants the main reason for non-membership, and write a brief
explanation, in clear and precise words.
C5. Engagement details with LSO: (If not registered with LSO, skip section C5)
Category Yes/No Further Details
Shares resolutions # of resolutions shared

Number of resolutions further processed by LSO Frequency
Shares progress reports formally/informally Frequency
V/WO has paid membership/registration fee to LSO Fee in PKR
V/WO holds meetings with LSO Frequency
Involves LSO in planning and implementation of initiatives Frequency
Involves LSO in meetings to mitigate issues and decision making Frequency
on development interventions and conflict resolution
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Write YES / NO for each field, and give further details in the above-mentioned formats (if
available).
If not registered with any LSO, skip section C5 completely.
C5.1 Are you satisfied with your participation within the LSO?
How many points would you give to the organization on a scale of 1-5?
Score No. of
Respondents
5 “highly satisfied”
4 “satisfied”
3 “neutral”
2 “dissatisfied”
1 “highly dissatisfied”
This is a 5-point Likert scale question. As the interviewer, you will hold a poll. Before
starting the poll, you will ask the office bearers to leave the location of the interview for a
more open vote. The question needs to be asked in a very clear manner. You are required to
separately ask; how many members will score 5; how many will score 4; how many will
score 3, and so on. The notetaker is responsible to observe the number of respondents. Be
careful for double count. Total no. of respondents should be the same as meeting participants.
You will have to do this for each phrase in the table.
C5.2 Do you think there is a need for a separate women LSO? Yes No
If yes, narrate one most important reason?
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For the first part of the question select () YES / NO. If the answer is YES, ask the
participants the most important reason in their opinion. Write down their answer in clear,
precise words.
C6. LSOs total contribution to projects/services (To be derived from F3 format)

This data field is not to be filled during the interview. It is to be derived from the data format
sheet for office use.
C7. a) Membership with

Name of Organization Purpose of Membership (nature of work)
any other organizations?
Yes No
b) If yes, membership
details:
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This data field is about the V/WO’s membership with other organizations such as NGOs,
INGO, any group or network. If the V/WO is a member select (), and give further details in
the table in part (b) of the question.
In this context “Purpose of membership” refers to the reason or purpose the V/WO became
members with these other organization.
C8. Voice and participation of members in decision-making:

Process No. of members No. of members No. of members not
agree disagree responding
V/WO members develop a consensus to decide
Few members dominate decision making
V/WO President and/or Manager decide without consulting
members
The interviewer is required to do a poll for this table. It is mandatory for this question that the
office bearers are asked to step outside of the vicinity of the interview. You are required to
read out loudly all the indicators in the table one by one and have to ask twice for show of
hands; members who agree, then members who disagree. The notetaker is responsible to
observe the number of members agreeing and disagreeing. You also need to keep a count of
those who did not respond. Be careful for double count. Total no. of respondents should be
the same as meeting participants. You will have to do this for each phrase in the table.
D. LEADERSHIP & MANAGEMENT CAPACITY
This section comprises of questions related to collective experience and experienced

leadership. This first question in this section is about the processes of leadership change and
the status of leadership in the organization.
D1. Process and Status of Leadership Change

D1.1 Has the organization framed any formal or informal rules/procedures for induction of leadership?
Yes No
You (the interviewer) are required to ask this question from the participating members and
office bearers. Select () YES if the organization has framed any such rules/procedures, if
they have not, select () NO.
D1 .2 Leadership Induction/Change
Source of verification: (Any Bylaws or Minutes register entry on last leadership change and continuity)
a) V/WO Induction Status Select ()
Leadership change once over at least 1-3 years period

Leadership change once over 4-7 years
Never changed in lifetime of organization
Not applicable as the organization was formed within the last 1 year or less
Written record of handing/taking over of responsibility available
For this table you are required ask the members the status of leadership induction, i.e the
tenure of leadership in the organization(in terms of time). Read out the options under the
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table and select the best option. Also, reconfirm the claim with the minutes register of the
organization by going through the entries to identify the process of leadership induction.
If a written record is available, select the box adjacent. IF, not leave it empty.
b) Induction Process Select ()
Through election by voting/consensus in V/WO meeting

Through nomination by members
Through nomination by office bearers
Influential selection by elites
Never thought about leadership change
Any other method adopted by organisation; specify_______________________________
This table is about the induction process, i.e the process through which the leadership is
changed and/or selected (in terms of process). Select the appropriate answer.
If the members give more than one answer, choose the latest (in practice) induction process.
If the process is not mentioned in the table, opt for the last option and specify what other
method have they used.
For the purpose of this survey, influential selection by elites means the decision was made by
few selected influential people such as a religious leader, a group of elites etc.
D2. Confidence of members in leadership capacities of office bearers
Leadership Qualities No. of No. of No. of

members members members not
agreed disagreed responding
Conflict resolution skills
Mobilizes others & can influence others
Honesty and transparency in Financial Management
Meeting facilitation skills, every member is given a chance to speak
Sensitivity towards gender issues
Follows organizational rules/norms
Ask members to raise their hands for members agreeing and disagreeing to the qualities mentioned above.
The interviewer is required to do a poll for this table. You need to read out loudly all the
indicators in the table one by one and have to ask twice for show of hands; members who
agree, then members who disagree. The notetaker is responsible to observe the number of
members agreeing and disagreeing. You also need to keep a count of those who did not
respond. Be careful for double count. Total no. of respondents should be the same as meeting
participants. You will have to do this for each phrase in the table.
D3. Qualification and training of office bearers (Information to be collected from C2 data template)
D4. Maintenance of records (Information to be derived from C3 format)
D5. V/WO committee’s information (Information to be derived from D5 data collection template)
Do not attempt these questions. The answers will be derived from data templates by the
office staff.
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D6. Human Resource Development (Initiatives Taken for Skill Provision) workforce currently available
Area of Skills No. of Men No. of

Women
Marketing
Agriculture/Farming
Livestock
Business Management/Entrepreneurship
ECD/Teacher
Tailoring/Embroidery/Handicrafts
IT/Computer Skills
Auto Technicians/Heavy Machinery
Beautician
Construction
Electrician
Social Mobilization
Other 1; Specify____________________
Other 2; Specify____________________
Other 3; Specify____________________
This table describes initiatives taken by the organization for skill provision. List down the
number of men and women who benefitted from the listed trainings. If the organization has
initiated trainings other than specified, mention the name/type and its beneficiaries.
E. RESOURCE MOBILIZATION & FINANCIAL VIABILITY
This section of the survey assesses the organisation’s capacity to mobilize resources and
viability of its financial practices.
E1. Are V/WO accounts audited? Yes No

You are required to select () YES if the accounts are audited, and NO if they are not.
a) Previous three entries:

Dates (dd/mm/yyyy) Verified through Audit Reports (Yes/No)
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In the table below list down the latest 3 dates on which the accounts were audited. Ask the
office bearers to provide you with the audit reports for each entry. If the reports are not
available, in the table mark NO in front of the specified dates.
b) Audit Services taken from during the last audit?

Audit Source Select ()
LSO
Internal (Village Accountant)
External (Audit Firm)
Other, Specify
For this table question the participants about the last audit that took place in the organization.
Select () the appropriate option from the table, if other please specify.
c) Audit reports are being shared with the members? Yes No
If YES, when was the last time the report was shared?
Date (dd/mm/yyyy): __________________________
Select () YES/NO for the first part of the question.
If YES, enquire the date. In case the “day” is not available, “month & year” would suffice.
E2. Collective V/WO Savings Information

Saving Type Member # Total Amount Placement If in bank, Account No. Members have
(1-CBSG; (PKR) (1-Bank account; Name of Bank passbooks?
2-Conventional; 2-Saving Box; Yes/No
3-Other) 3-Other)
(Check with other Passbooks are maintained and updated and tally with the savings records of organization)
You are required to examine financial documents such as passbooks and savings records for
this table. Just write the codes in the table where available (do not write the complete label).
Saving Type; refers to type of process the V/WO uses for savings, such as CBSG, savings put
in a money box (conventional), or any other method.
Member #; the number of members participating in this saving type.
Total amount (PKR); total savings collected.
Placement; the location of the money (savings).
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If the money is placed in a bank, mention the bank name and account no., if not write N/A
(not applicable) for both fields.
Passbooks; these are individual booklets with individual saving’s details.
E3. Saving Utilization

Utilization of Saving (2015-2019) Yes/No Amount Invested Year Profit Made Annual Income
(PKR) Investment (PKR) (PKR)
made
Purchase of collective asset through savings

profit
Asset 1____________________
Asset 2____________________
Asset 3____________________
Internal lending
TDR
Insurance
Project Implementation
Grants/funds provided to poor HHs
Other________________________
(To be verified through saving records, cheque books, saving books, meeting minutes, and other records)
You are required to ask office bearers for financial documents pertaining information
regarding the utilization of savings, such as saving records, cheque books, meeting minutes
etc.
HHs: households
TDR: Term deposit
a) Do the members know about their savings? Yes No

b) Is the saving information shared with the members? Yes No
c) Is individual saving accessible to members for personal utilization? Yes No
d) Confidentiality of individual saving information? Yes No
Select () YES/NO. You are required to ask the participating members only, not the office
bearers.
e) Maintenance of saving records

Type of Records Records Maintenance
(1-Well maintained & up to date;
2- Record exists but not maintained/up to date; 3-
Records do not exist)
Account ledger of savings
Personal saving books/cards
Minutes of meeting
Any other records
Note: All records have to be physically verified by the enumerator
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To fill this table, you are required to ask the office bearers to present to you all the physically
verifiable records. Use the codes given for each category in the table.
E4. Internal Lending

a) Is there an internal lending mechanism in place? Yes No
If yes,
Personnel
Collaterals
Peer pressures
Legal procedure against defaulters)
Other, specify______________________________
Select all applicable.
You can select () multiple options for this field. If any other mechanism in place, specify.
b) Is there a loan Select () YES/NO. Additional information will be derived

management committee from data templates (for office use).
in place?
Yes No
(Additional information
to be derived from template c) Loan records:
Loan Records
D5) Records Maintenance
(1-Well maintained & up to date;
2-Record exists but not maintained/up to date;
3-Records do not exist)
Record of Loan applications
Account ledger of loans
Receipt
Approval forms/vouchers
Any other records
Note: All records have to be physically verified by the enumerator
You are required to verify all types of records physically, and select option from coded list
accordingly.
d) Details of Internal lending (2015-2019)

Variables Numbers
No. of requests/applications received since 2015

No. of loans given since 2015
No. of all beneficiaries
No. of poor beneficiaries
Amount of loans dispersed - million (Rs.)
Amount of loans received - million (Rs.)
Amount of loan outstanding
Amount of loan in default
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No. of defaulters
Interest/ Mark-up Rate
Interest amount earned
You are required to confirm all the numbers by going through financial documents related to
internal lending, meeting minutes register, passbooks etc. or any other document that can
verify the authenticity of the given information.
E5. Are the members satisfied with the transparency of the Internal Lending Process?
Score No. of
Respondents
4 “satisfied”
3 “neutral”
E6. Financial resources accessed from development agencies (To be derived from F3)
Do not attempt these questions. The answers will be derived from data templates by the
office staff.
E7. Resource Mobilization, Maintenance of Internal/External Funds
a) List down all funds currently being managed by the V/WO

List down all funds currently being Total Amount Source of Funds Funds Managed by: (1-project
(1-V/WO Internal funds; 2- committee; 2-V/WO office bearers;
managed by the V/WO (PKR)
LSO; 3-external party;
3-AKRSP; 4-Other: specify)
4-Other I/NGOs; 5-Govt.; 6-
Other: specify)
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b) Are the members

Score No. of
satisfied with the
Respondents
transparency of Funds’
4 “satisfied”Utilization?
3 “neutral” How many points
2would you give to the
“dissatisfied”
1organization on a scale of 1-5?
“highly dissatisfied”
E8. Inventory of V/WOs Collective Assets
a) List of V/WO collective assets
List down all collective assets that the Amount Invested Source of Funds Worth Annual Income
V/WO has created during the last four (PKR) (1-V/WO Internal funds; (PKR) (PKR)
years (2015 -2019) 2-LSO; 3-AKRSP;
4- Other I/NGOs;
5-Govt.; 6-Other: specify)
For this table you will verify the given data with relevant documents provided by the office
bearers. Request the office bearers to present all the supporting documents.
“Collective asset” refers to assets that are community owned. They are made by the
organization through collective financing. It can be produced through accumulated savings or
any kind of external fund.
Use the specified codes where mentioned.
b) Are the members

Score satisfied with theNo.
access of
Respondents
to their collective assets?
How many points
4 “satisfied”
would you give to the
3 “neutral”
organization on a scale of 1-5?
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c) The organization
maintains records/
inventory of common
assets? Yes Verify with relevant documents provided by the office
No bearers. Request the office bearers to present all the
(Note: common assets supporting documents.
purchased through collective Select () YES/NO accordingly.
savings to be derived from
Table E-8)
F. OPERATIONAL COMPETENCE
This section holds questions regarding the organization’s operational capacity and
performance.
F1. Inventory of conflicts (in 2019):

Type of Conflicts No. of Conflicts No. of Conflicts
Resolved
Land disputes
Common property (pasture, water, community centers,
water supply, etc.)
Financial
Political
Religious
Social, external issues
Conflicts within VWO
Other Conflicts
No conflicts at all
The interviewer is required to ask the participants about the type of conflicts they have faced
since the formation of the organization. The note taker is responsible for keeping a count of
the conflicts and writing them down under the appropriate “type” in the table.
F2. a) Village development

Number of projects identified/planned in response to the needs
planning
Number has been
of projects exercised
successfully implemented
and documented? Select () YES/NO. Verify the answers with relevant
Yes No documentation provided by the office bearers.
Village Development Plan is also known as VDPs.
b) If yes,
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F3. Number and types of Do not attempt these questions. The answers will be derived
projects/services delivered from data templates by the office staff.
during the last four years
F4. Number of
organizations worked with, by
organization type
F5. Number of
beneficiaries’
F6. The
Score
individual/households No.
benefited of
activities/projects/services
Respondents
5from the projects
delivered
“Strongly by V/WO are relevant
agree”
to N
needs
4 “agree” ote:
ofF3-F5 to be derived
the community.
fromHow
3 “neutral”
F3 and D5 Data
many pointsformat.
Source of verification:
would you give to the
2 “disagree”
Minutes register, resolutions,
organization
1 “strongly disagree” on a scale of
project committees, reports,
1-5? This is a 5-point Likert scale question. As the interviewer,
accounts, agreement deeds.)
you will hold a poll. Before starting the poll, you will ask the
office bearers to leave the location of the interview for a more open vote. The question needs
to be asked in a very clear manner. You are required to separately ask; how many members
will score 5; how many will score 4; how many will score 3, and so on. The notetaker is
responsible to observe the number of respondents. Be careful for double count. Total no. of
respondents should be the same as meeting participants. You will have to do this for each
phrase in the table.
F7. Are members satisfied with process of Identification, planning, implementation, and management of
activities/services?
Score No. of
Respondents
4 “satisfied”
3 “neutral”
F8. All beneficiaries could equally access and benefit from the services.
Score No. of
17
Respondents
5 “strongly agree”
4 “agree”
3 “neutral”
2 “disagree”
1 “strongly disagree”
Data Collection on Monitoring Formats

This section provides guidelines for data collection on monitoring formats for Organizational
Capacity Assessment of V/WOs. The monitoring data has to be collected on the following set
of formats:
 C1: C1 contains data fields on village level households’ information
 C2: C2 format contains V/WO’s membership related data fields
 C3: C3 format contains data fields related to V/WO’s meeting records.
 D5: D5 format covers information about all the existing committees in a V/WO and
its practices.
 F3: F3 data format contains fields for all the activities and projects implemented in the
V/WO in the last 4 years.
The enumerator(s) from the team assigned for data collection has to start the data collection
process separately at the time of the interview. You are expected to seek help from the office
bearers of the V/WO in the identification of data and its entry. The LSO is required to inform
the office bearers to provide you with all the documentation required for these data forms.
Nevertheless, on the day of the interview it is advised to reconfirm the availability of the
required data from the office bearers to ensure completion of the forms.
Instructions against each data collection format has been narrated in the following section.
C1 – Village Households’ Information
The enumerator will collect all households’ information in this form. The V/WO office bearer
will assist the enumerator to fill the required information in this form. The list should include
all member as well as non-member households within the jurisdiction of the V/WO, i.e. if the
V/WO is a hamlet-based organization, the list will include all the households of that hamlet
irrespective of their membership in the V/WO.
Guidelines for each data field is given below:
18
Form#: Form number has to be derived from the list of V/WOs provided to the LSO. The
number has to be consistent with the number provided in the list for back tracking purposes.
Name of VO/WO: Encircle organization type, e.g. if it’s a WO, encircle WO and write the
name of the organization in the provided blank space.
Name of LSO: Write the name of the LSO carrying out the assessment.
Sub-village: Write the name of sub-village.
Village: Write the name of revenue village.
Tehsil: Write the name of tehsil.
Area Office: Write the concerned AKRSP’s area office, e.g. if the LSO jurisdiction falls
under AKRSP Gahkuch office, write down Gahkuch.
Date: Write the date of data being collected.
Enumerator: Write down the name of the person collecting data.
C1.1 Name of household head: Write the name of household head in this data field.
C1.2 Gender (1-Man; 2-Woman): Write code against household head’s gender in this data
field, i.e. if the household head is a man, write 1; and if the head is a woman, write 2.
C1.3 Father’s Name: Write the household head’s father’s name.
C1.4 CNIC: Write the household head’s CNIC number.

C1.5 Household’s members information: This data field is to capture number of household
members by age and gender.
Below 18 (male) Number of men below 18 years
Adults 18-60 (male) Number of men between 18 and 60 years of age
Above 60 (male) Number of men above 60 years
Below 18 (female) Number of women below 18 years
Adults-18-60 (female) Number of women between 18 and 60 years of age
Above 60 (female) Number of women above 60 years
C1.6 Ethnic caste: Write the ethnic caste of the household.
C1.7 Sect: Write the sect of the household.
C1.8 Economic class (1-Poor; 2-Not-poor): Write the code for economic class, i.e. if the
household is poor, write 1; if not poor, write 2.
C1.9 Number of men members in V/WO: Write the number of men members of the
households having membership in the concerned V/WO.
C1.10 Number of women members in V/WO: Write the number of women members of the
households having membership in the concerned V/WO.
19
C2 – V/WO Members’ Information
The enumerator will collect all V/WO members’ information in this form. The V/WO office
bearer will assist the enumerator to fill the required information in this form. The list should
include all members of the V/WO irrespective of their presence during the assessment
meeting.
Guidelines for each data field is given below:
VO/WO name: Encircle organization type, e.g. if it’s a WO, encircle WO and write the
C2.1 Name of member: Write full name of V/WO member in this data field.
C2.2 Father’s name: Write full name of member’s father’s name.
C2.3 Designation in V/WO (1-President; 2-Manager; 3-General Secretary; 4-

Member;5-Other): Write code against the designation of the person, i.e. if the person if
president write 1; if s/he is manager write 2; if s/he is general secretary, write 3; if s/he is
member write 4; for other cases write 5.
C2.4 Member present during the assessment meeting? Yes/No: If the member is present
during the assessment meeting, write Y; if no, write N.
C2.5 Education (Primary-1; Middle-2; Seondary-3; HS-4; Bachelors-5; Masters-6;

M.Phil. and Higher-7; Madrasa only-8; No education-9; Other-10
Write the code for member’s education, (e.g. if member has no education, write 9).
C2.6 Age: Write age of the member.
C2.7 Employment Status (1-Govt. employee; 2-Private employee; 3-Self-employed; 4-

Home-worker; 5-Daily-wage earner; 6-Farmer; 7-Student; 8-Retired; 9-Unemployed;
10-Other):
20
Select code against member’s employment status. If the member’s employment sector is not
given in the code’s list, select 10-Other and specify.
C2.8 Gender (1-Man; 2-Woman): Write code against member’s gender in this data field,
i.e. if the member is a man, write 1; and if the member is a woman, write 2.
C2.9 Affiliation with any groups: (political-1; religious-2; social-3; other-4): This data
field captures member’s affiliation information with any political/religious/social or any other
groups. Multiple code entry is allowed, e.g. if a member is affiliated with Ismaili Council as
well as is a worker of a political party, write “1,2”.
C2.10 Differently abled (Yes/No): If the member is differently abled i.e. have some physical
or mental disability, write YES, if not write NO.
C2.11 Any training availed (Yes/No): If the member has availed any training during the last
four years, write YES. If no training is availed in the last 4 years write NO.
If yes, name of training: If the member has availed any training during the last four years,
mention the training in this data field. If s/he has availed multiple trainings, mentioned all
sectors.
C2.12 Other services/benefits availed from V/WO: If the member has availed any other
service from the V/WO during the last four years, mention in this data field. If s/he has
availed multiple services, mention them all, e.g. vegetable seeds; loan.
C2.13 CNIC: Write the CNIC number of the member.
C2.14 Contact #: Write member’s contact number, it can either be landline or mobile
number.
C2.15 Current Address (1.lives in the village; 2.lives outside the village): If the member
lives in the village, write 1, if s/he has moved outside village for work or some other reason
and have been residing somewhere outside the village, write 2.
C2.16 Membership in any other organization (Yes/No): If the member is having

membership in any other organization, write Yes.
If yes, type of organization (1. VO; 2. WO; 3. YO; 4. LSO; 5. Other, specify): If the
member is having membership in any other organization, select organization type. If the type
is not given, 5 and specify the organization type.
C2.17 Name of household head: Write the name of head of the household the member is
coming from. The purpose of this data field is to connect the member with the households’
information being collecting in C1 format.
21
C2.18 CNIC of household head: Write the CNIC number of the head of the household the
member belongs to. The CNIC number field is mandatory and will serve as the unique
household identity.
C3 – V/WO’s Records Sheet
The enumerator will collect meeting records for this form. With the help of the office bearers,
you will be required to examine the minutes register and/or any other kind of documentation
holding records of meetings being planned and being held during the year 2019.
Guidelines for each data field if given below:
C3.1 Date of meeting: Examine the records and enter dates for every meeting held in the last
year (2019).
C3.2 Attendance: Write the number of members present in the meeting. Do this for every
meeting.
C3.3 Agenda for meeting: With the information from the documents write the
purpose/agenda of the meeting. Use the codes identified at the end of the data form. They are
as following:
1. Savings, 2. Project management, 3. Conflict resolution, 4. Induction of new members and
household coverage, 5. Internal Lending, 6. Linkages, 7. Culture/religious event, 8.
Education, 9. Health, 10. Farming, 11. CPR management, 12. Others: ____ (specify)
If the type of agenda is not mentioned in the codes, choose code 12 “Others” and specify the
agenda in clear and short words.
C3.4 Any Resolution developed?
22
For this section you need to identify through the records, resolutions developed and passed in
each meeting, if any.
C3.4.1 Yes/No: If a resolution is discussed/developed in the meeting write YES, if no

resolution is discussed/developed in the meeting select NO.
C3.4.2: Purpose: Identify the purpose (details) of the resolution through the records. Use the
agenda meeting codes for this data field as well.
1. Savings, 2. Project management, 3. Conflict resolution, 4. Induction of new members and
household coverage, 5. Internal Lending, 6. Linkages, 7. Culture/religious event, 8.
Education, 9. Health, 10. Farming, 11. CPR management, 12. Others: ____ (specify)
C3.4.3 Resolution implementation status: passed further? YES/NO

If yes, which organization:
Write down (from the records) if the mentioned resolution is passed. Write your answer in the
YES/NO format. If YES, further mention which organization is it being implemented
through.
D5 – V/WO Committee’s Info:
This data form is for the collection of all information regarding different types committees
formed within the organization, for the supervision of various areas of interest of the
community. This information should be verified from physical documents.
23
D5.1 Name of Committee: Write the name of the committee formed in the organization.
D5.2 Committee’s Type/Area of Interest (1. Savings; 2. Loan recovery; 3. Wildlife; 4.

Project management; 5. Education; 6. Health; 7. NRM; 8. Social/Cultural; 9. Others
(specify)): Write the committees purpose or area of concern. Code the answer under the given
options. For e.g. There is a committee for conservation of Markhor in the selected VO, you
will write the code “3” in the field.
NRM stands for Natural Resource Management.
D5.3 No. of Members: Write the number of members in the given committee. This number
is ideally the same or less than the total number members in the V/WO. But in some cases,
committees have non-V/WO member’s as well. In such a case do not confuse yourself trying
to interpret the difference, write the data as it is.
D5.4 Who initiated the required committee? (1. Self-initiated; 2. Initiated by AKRSP; 3.
Other Organization): Identify through the records how the committee is initiated. For e.g. a
committee for Markhor conservation is set up in a village with the help of a Government
agency; in that case you will choose “3” from the codes.
D5.5 If 3, name of the initiating Organization: If your answer to data field D5.4 is “3”,
write the name of the committee initiating organization.
D5.6 No. of meetings planned/needed (2019): Write the number of meetings planned by the
committee according to its needs for the year 2019. This number should be verifiable.
D5.7 No. of meetings held (2019): Write the number of meetings actually held in 2019. This
number can be less or more than meetings planned D5.6.
D5.8 Committee Records (1. Well-maintained; 2. Partially maintained; 3. Not maintained

at all): Check the committee records and write your answer accordingly. If the records show
a complete log of membership, agendas, meetings and all the other processes and activities
held by the committee records are well-maintained. If some data is missing or incomplete it
is partially maintained. If there is an empty register, or no register at all the records are not
maintained at all. Use the codes to write your answers.
D5.9 No. of Issues Raised: From the records, identify and write down the number of issues
that were raised in the committee. These can be operations and management related as well as
interpersonal.
D5.10 No. of Issues Resolved: From the records, write the number of issues resolved in the
committee. This number cannot be more than issues raised D5.9.
D5.11 Committee shares progress with (1. V/WO; 2. Donor; 3. Community; 4. LSO;
24
5. Other stakeholders (specify)): Enquire the office bearers also check records (if available).
Use as many codes as applied.
F3 – Activity Sheet
The data form is a compilation of all information regarding activities and projects
implemented in the last 4 years of the organization. The enumerator will ask for a complete
written record of all the projects and activities held.
F3.1 Title: Write the title of the activity or project.
F3.2 Area (1.Agriculture; 2.Social/cultural; 3.Skill development; 4.WASH; 5.Health;

6.Education; 7.Environment/Conservation; 8.Infrastructure; 9.Other, specify):
Write the type or area of interest of the project. For e.g. a greenhouse project would come
under agriculture, so you will write “1”.
F3.3 If skill development, specify training sector: Write down any trainings that were a
part of the activity or survey. For e.g. training for the recipients of the green house project.
F3.4 Activity Type (1.Self-initiated and self-funded; 2.Self-initiated and external resource
mobilized; 3.External initiative 4.Other, specify: Write down the type of activity or project.
F3.5 Date - Started (mm/yyyy) - Ended (mm/yyyy): From the records write down the
starting date and the end date of the project or activity.
25
F3.6 Type of Donor (1.Govt; 2.NGO; 3.Private sector; 4.LSO; 5.Other, specify): Identify
and write the type of donor funding the project or activity. If it is self-initiated and self-
funded write N/A (not applicable).
F3.7 Name of Donor Organization: Write the name of the donor organization. Write N/A if
not applicable.
F3.8 Total budget PKR (including cash and kind contributions): From the records write
down the total budget for the project or activity.
F3.9 V/WO contribution (PKR) (Internal resource mobilization): Write down the amount
generated internally by the V/WO (if any).
F3.10 Formal MoU signed (YES/NO): If a formal MoU is signed, verify with records and
write YES, if not write NO.
F3.11 Aligned with VDP (YES/NO): Check the V/WO’s documentation on the Village
Development Plan, and tally to identify if the projects/activities are according to the VDP set.
F3.12 Beneficiaries: Type of beneficiaries.
F3.12.1 Households: Write down the total number of households benefitted from the project.
F3.12.2 Men: Write down the total number of men benefitted from the project.
F3.12.3 Women: Write down the total number of women benefitted from the project.
F3.12.3 Other_________: Write down if there is any other category.
26

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Aga Khan Rural Support Programme

Organizations’ Capacity Assessment

Monitoring and Evaluation Section

DATA COLLECTION ON MONITORING FORMATS.......................................................................................... 18

Data Collection in the field

Sections of The Survey

The questionnaire is divided into 6 categories:

Form Number: Date of Enumeration

Name of Note Taker: Meeting End Time:

Name of Supervisor: No. of participants

Data field Indictor Description

Field superiors will cross-check these number and

A. V/WO BASIC INFORMATION

S.N Data Field Indicator Description

A7. Coverage of organization in This field is NOT to be field.

S.N Data Field Description

C. PARTICIPATION AND INCLUSION

C1. Household Coverage in V/WOs

C4. Membership and participation in LSO

C4.2 Name of LSO: ___________________________________________________________________

C4.4 Date of registration with LSO: _______________________

C4.5 If not registered, then specify the reasons for non-membership:

Shares resolutions # of resolutions shared

C6. LSOs total contribution to projects/services (To be derived from F3 format)

C7. a) Membership with

C8. Voice and participation of members in decision-making:

D. LEADERSHIP & MANAGEMENT CAPACITY

This section comprises of questions related to collective experience and experienced

D1. Process and Status of Leadership Change

Leadership change once over at least 1-3 years period

b) Induction Process Select ()

Through election by voting/consensus in V/WO meeting

D2. Confidence of members in leadership capacities of office bearers

Leadership Qualities No. of No. of No. of

Area of Skills No. of Men No. of

E. RESOURCE MOBILIZATION & FINANCIAL VIABILITY

E1. Are V/WO accounts audited? Yes No

a) Previous three entries:

b) Audit Services taken from during the last audit?

c) Audit reports are being shared with the members? Yes No

E2. Collective V/WO Savings Information

E3. Saving Utilization

Purchase of collective asset through savings

a) Do the members know about their savings? Yes No

e) Maintenance of saving records

E4. Internal Lending

b) Is there a loan Select () YES/NO. Additional information will be derived

d) Details of Internal lending (2015-2019)

No. of requests/applications received since 2015

E7. Resource Mobilization, Maintenance of Internal/External Funds

a) List down all funds currently being managed by the V/WO

b) Are the members

b) Are the members

F1. Inventory of conflicts (in 2019):

F2. a) Village development

Data Collection on Monitoring Formats

C1 – Village Households’ Information

C1.3 Father’s Name: Write the household head’s father’s name.

C1.4 CNIC: Write the household head’s CNIC number.

C1.6 Ethnic caste: Write the ethnic caste of the household.

C1.7 Sect: Write the sect of the household.

C2 – V/WO Members’ Information