Guidelines for Quality Control of Construction Works, Rural Water Supply

Guidelines for Quality Control of Construction Works, Rural Water Supply Guideline No. : NWSDB / RWS / GUI / 16 NATIONAL WATER SUPPLY AND DRAINAGE BOARD Prepared by Third ADB Assisted Water Supply Sanitation Sector Project December 2008 1

Table of Contents 1 Introduction 4 1.1 Objectives of the Sanitation Guidelines 5 1.2 Objectives of the Sanitation Programme 6 2 Strategy for the Sanitation Programme 7 2.1 Strategic Framework 7 2.2 Critical Factors 7 2.3 Strategic Aims 7 2.4 Project Coordination 9 3 Approach 10 3.1 Participatory Approach to Planning and Implementation 10 3.2 Demand Driven Approach 11 3.3 Formation of Sanitation Revolving Fund 12 3.4 Beneficiaries of the Sanitation Programme 13 3.5 Types of Latrines Promoted under Sanitation Programme 13 4 Implementation Methodology 14 4.1 Village Sanitation Proposal 15 4.2 Budget and Disbursements to CBOs 18 4.3 CBO disbursements to households 20 4.4 Important Points in Construction of Sanitation Facilities 22 5 Progress Review and Reporting 24 5.1 Completion Report 24 2

List of Appendices: Appendix 1: Allocation of Budget with Approximate no. of Latrine Units Appendix 2: Progress Reporting Format Appendix 3: Role and Responsibility of CBO in Sanitation Programme Appendix 4: Type Plan and Estimated Cost Appendix 5: Checklist for progress monitoring Appendix 6: Sample MoU, CBO - Beneficiaries 3

1 Introduction Improved sanitation is an important aspect of social and health development in rural areas. Every year, many people, mainly children, fall sick and some die from diarrhoea and other intestinal diseases caused by poor sanitation in rural areas in the country. The need for complementary sanitation facilities and safe drinking water supply has often not been given due consideration as basic requirement of the people. Poor sanitation and improper practices such as open-air defecation within domestic premises and in the fields are directly linked to faecal pollution of food and drinking water. Without addressing such habits and practices the anticipated improved health of the rural population will not be achieved. In the recent past many organisations have implemented a number of sanitation projects which have tried out different strategies. Some have used top down approach (supply driven) while others have used participatory approaches. Some were successful and other did not perform as anticipated. Lessons learnt from these past experiences are necessary when a strategy and approach for the sanitation component under the current project is to be formulated. In this project the participatory approach is chosen as the more sustainable and user friendly. It is important to understand the existing status of sanitation in project districts. Table 1.1. presents a summary of the sanitation status including the total population, allocation of funds and no of toilet to be construct in these districts. As can be seen from the table satisfactory sanitation in Anuradhapura and Moneragala districts are low and in Kalutara it is high. Table-.1.1: District wise Unsatisfactory Sanitation and Allocation of Funds District Rural Pop Unsatisfactory Sanitation Percentage Allocation of Funds Rs. Mill. Latrine units Kalutara 914542 210963 23% 25.2 8416 Hambantota 517137 283884 55% 47.3 15777 Puttalam 481711 210541 44% 42.9 14305 Anuradhapura 648652 391332 60% 54.9 18302 Moneragala 374720 249781 67% 50.5 16829 Kegalle 765772 330312 43% 37.8 12622 Total 3702534 1676813 45% 203.7 86251 4

Source: Guidelines for Budgetary allocation, PMU, 1999 The declared project strategy gives equal weight to water supply and sanitation. The project will provide financial assistance to construct only 86,250 latrines in the project areas against the total established demand of approximately 300,000 400,000 units. On the other hand, the health education and public awareness receives substantial funding and focuses to a very large extent on the importance of sanitation and hygiene. The aim of the health education activities is to establish and make selected rural populations aware of the connection between water, sanitation, hygiene and health. Without addressing all these elements improved health for the rural population will not materialise. There will be approximately 100 beneficiary households in each sub project under the project, i.e. a coverage of less than 50 % in the average village.. Hence, it is important to prepare criteria to select the most needy households in sub project for providing financial assistance. It is expected that the households who will be left out from the programme during selection of beneficiaries will be assisted by Sanitation Revolving Fund (SRF) established from the funds generated by community. Detailed description of formation and the functions of SRF is discussed in the later part of this document. 1.1 Objectives of the Sanitation Guidelines The main objectives of these guidelines is to: 1. describe the project policies, strategies and approach to the sanitation programme; 2. make project and PO staff aware of the implementation mechanism of the sanitation programme; and 3. describe the methodology to be followed by the CBOs in order to obtain assistance from the Project for a sanitation programme in a village sub project. 5

4. describe the methodology for implementation of the sanitation programme 1.2 Objectives of the Sanitation Programme The main objectives of the sanitation programme of this project is to: 1. provide sanitation facilities to the most needy households particularly those who do not use latrine and those who use temporary latrines; 2. promote latrine construction among those households who are living close to the water sources; and 3. establish Sanitation Revolving Fund (SRF) in order to provide possible source of financial assistance to the households who will not be included in the project assistance in the initial selection. 6

2 Strategy for the Sanitation Programme 2.1 Strategic Framework The sanitation programme will be implemented in those communities selected by the DLCCs, i.e. communities will be selected in batches throughout the project period. The sanitation programme will only be implemented in villages where water supply is improved under the project. The basis for the sanitation program is a hygiene and health education programme which will make the communities realise the importance of sanitation in combination with improved, safe water supply and improved hygiene practices. Separate Guidelines will be issued for the health and hygiene education programme. The project will plan and execute a sanitation programme that is based on a participatory approach. The approach will ensure maximum user involvement and support and develop local management. The project shall offer tested technologies for the sanitation programme. To a certain point the project s demand driven approach applies in the sense that only households i) without latrines or ii) with only temporary latrines can apply for sanitation facilities with project assistance. In order to further strengthen the sense of ownership and social dignity for the established facilities some beneficiary contribution is envisaged in cash and/or kind. This strategy has basis in the Na-tional Rural Water Supply and Sanitation Policy in which is says that beneficiary payment shall be instituted for sanitation and increase over time. 2.2 Critical Factors Many factors have been considered in formulation of the sanitation programme in this project. Critical factors would be: Allocation of funds for the sanitation programme is limited Assistance for sanitation facilities would be provided only in the GNDs where water supply facilities are constructed under the project Project assistance for the construction of latrines would limited to Rs. 3,000 per household, i.e. each household to pay in cash and/or kind approximately Rs. 3,000 In addition, it has been assumed that: 7

CBOs will be willing and able to manage the sanitation programme in their respective villages, and that CBOs are willing and able take initiatives to establish a Sanitation Revolving Fund (SRF) to meet the demand for sanitation facilities for households who have not been provided facilities at the initial stage. These assumptions may well become killer assumptions unless steps are taken to develop the CBOs, please refer section 2.3 Based on the lessons learned from previous projects and on the above critical factors the strategy of the sanitation programme can be outlined as follows: 2.3 Strategic Aims The project will provide financial assistance for construction of latrines in selected GN Divisions within the six target Districts of the project. The total financial frame for the construction activities is currently Rs. 203.7 million. The aim of the project is to assist the beneficiaries in construction of approximately 86,000 units of latrines. The technological options offered will be limited to four models of latrines. The project will use a participatory approach to the planning and implementation of the sanitation program in order to secure long term sustainability of facilities and to ensure the envisaged long term health benefits. The project will seek private sector participation in the sanitation program to the extent practical and desired by the communities, e.g. for private sector funding for expanded or continued sanitation activities within the purview of the CBO. The aim of this project is to establish an environment in which the CBOs can de-velop to the point where they will be able to manage and co-ordinate local village inputs. This will be done through an institutional development program under the project. As such the CBOs are expected to take the lead role in the implementation of the program. The project will seek the assistance and co-operation of the Department of Health in planning and implementation of the sanitation activities. 8

2.4 Project Coordination The sanitation program will run parallel to water supply and environmental activities in the selected villages/gnds. Initial community mobilisation and decision making of the community to seek assistance from the project to establish water supply and sanitation facilities forms the basis of the sanitation program, followed by a health education program which will run for the duration of the sub-project activities. Having decided to apply for assistance the sanitation program can be executed independently of other components, although coordination is necessary throughout the program. Coordination is especially required to i) ensure that latrines are constructed at locations being supplied with water, ii) ensure that households located near to water sources are receiving latrines and water supply in one form or the other and to iii) ensure that an agreed plan for water and sanitation activities in the GNDs is produced and agreed. Reference is made to the Guidelines for Sub-Project Development Vol. II (Village Participatory Planning). The POs have a central facilitative and coordinating role in the initial stages. 2.4.1 Role of PIUs It is of importance that PIUs take steps to create necessary awareness within the DIUs of their roles and responsibilities. One of such measures will be to make sure that the necessary Guidelines issued by PMU are made available to DIU officers and that they are understood by the officers. 2.4.2 Role of DIUs The role of the DIUs is to ensure that the community mobilisation process and village participatory planning process follows the Guidelines issued by PMU and the instructions issued by PIUs. This implies that DIUs have a duty to monitor the performance of the POs and to work as advisors and mediators if problems arise. In addition, the DIU has a very important function in certifying payments to the CBOs. In order to discourage CBOs to become over ambitious the DIUs will per-form a check of the progress of the latrine construction. Such check will be a spot check based on min. a 10 % sample size. The District Manager of NWSDB will issue necessary instructions for this check. The DIUs should further ensure that the beneficiary selection and management of the sanitation programme by CBOs follows the principles laid down in the Guide-lines issued by PMU. 9

3 Approach Based on the given strategies and strategic aims of the sanitation programme, appropriate mechanisms should be introduced to implement the latrine construction. Two approaches have been outlined ion chapter 2: The participatory approach The demand driven approach 3.1 Participatory Approach to Planning and Implementation The strategies in chapter 2 outline the need for a participatory approach and the adherence to elements of the demand driven approach. The participatory approach can be developed by identifying suitable partners in the planning and implementation of the programme. The partners would have to be true exponents for the us-ers/beneficiaries. In this case it has been deemed relevant to focus on the CBOs as local anchor points for the programme. If the approach is to become truly participatory the community should take a leading role in the planning and implementation of the sanitation programme on their own, however within the Guidelines provided by the project. The CBOs should manage the programme including selection of beneficiaries, disbursement of funds to the beneficiary households, motivate and assist them for the speedy construction and monitor the progress of the programme. POs and DIUs have key roles to play in this process as well, but only as facilitative and supervisory agents. 3.1.1 Need for Institutional Development of CBOs As mentioned in chapter 2 it is assumed that the CBOs are willing and able to handle such responsibilities. Irrespective of whether this assumption is valid or not it is seen as a pre-condition for the CBOs to undergo a parallel institutional development programme. No activity within the selected communities can be seen in isolation as they are all coordinated to point towards a common target. Also the role of the CBOs as managers of the sanitation programme cannot be seen in isolation. The CBOs are re- 10

quired to become responsible for the operation and maintenance of the water supply facilities provided under the project. To acquire such skills an institutional development programme needs to be launched. Similarly, the CBOs need to attain the necessary know-how to be able to plan and implement the sanitation programme. Therefore, a parallel institutional development programme will be designed to facilitate such aims. 3.2 Demand Driven Approach While the demand driven approach applied by the project in the water supply component focuses on beneficiary payments at various levels, depending on the type of technology used, the sanitation program is suggested to take a more pragmatic approach to beneficiary payment. 3.2.1 Social Aspects Opportunities should be given to the most needy households in the community to obtain financial assistance from the project. It is, however, important that the sanitation programme only considers needy households that apply for a latrine. The projects demand driven approach is an attempt to break away from former times supply driven approach where Government agencies, organisations or donors decided who would become direct beneficiaries. In the project context, and in the con-text of Government policy, it is of paramount importance that only those who are truly interested and at the same time are able to express a wish for facilities will be considered. Thus, only households without latrine or with only temporary latrines will be considered. The individual households are expected to apply to the CBO for project assistance. The applications shall be assessed by the CBO immediately and approval given on a first come, first served basis. Sometimes, arguments are made to support the hypothesis that the poorest part of the population is unable to express demand for various reasons. This argument is currently not considered valid in the project. However, the focus towards the poorest part of the population must be maintained. The project should not, however, disqualify other social groups from receiving facilities and assistance under the sanitation programme. Such scope will be there if a revolving fund is created as re-source for future sanitation activities. 11

3.3 Formation of Sanitation Revolving Fund 3.3.1 Objective of the SRF The main objective of sanitation revolving fund (SRF) would be to provide financial assistance to the households who have been left out form the project assistance dur-ing the first selection. 3.3.2 Mechanism of the SRF Initially, the Sanitation Revolving Fund will be formed with the qualifying fee collected from the beneficiary households. Each beneficiary of the sanitation programme should contribute Rs. 200, including qualifying fee from the subsidy given to them. This amount will be collected in instalments, generally from the payments made to the beneficiaries. This brings the capital in the SRF to Rs. 20,000 (with 100 beneficiary households in a village). With further contribution from the profits from the O & M of the water supply scheme the fund may sustain for a number of years, giving opportunity for most of the households in the village to acquire a proper la-trine. The capital of the SRF may be also be expanded with the assistance from the well wishers, NGOs, those who assist in sanitation programmes and also from small scale funding agencies. The concerned CBO will be able to request funds by demonstrating the initial steps taken to solve the sanitation problems in their villages, such as formation of SRF and providing assistance to few households for latrine construction. However, such replenishment of the SRF would depend heavily on the interest, commitment and work put in by the members of the CBO. The SRF provides funds to households who seek financial assistance for latrine construction. This assistance will be 25 % grant and 75 % loan on favourable conditions, repayable over maximum 10 years. Nominal interest will be charged, the CBO will decide the interest rate from year to year. The maximum financial assistance that can be provided by the SRF is Rs. 3,000 per household as beneficiary contribution in excess of 50 % of the construction costs in cash and/or kind is expected. 12

3.3.3 Beneficiary payment Communities are required to submit their Sanitation Proposal once they achieve the stipulated milestones during the first four months of the community mobilisations1. The payment of a qualifying fee of Rs 50 to the CBO for sanitation and making a formal request for the technical assistance to the project will be among the mile-stones, which decide the continuation of project. If the community has achieved the required milestones, the project (DIU) will receive and assess the Sanitation Proposal during the fourth month of Social Mobilisation. DIUs will submit the proposal to the PIU with its recommendation. Within the financial framework of the sanitation component and within the policies of the project a subsidy of Rs. 3,000 per household will be provided by the project. This implies a beneficiary payment in cash and/or kind of more than 50 % of the total cost of the latrine. 1 Refer to Guidelines for Sub-project Development, Vol. 1, Social Mobilisation, PMU Jan. 2000 3.4 Beneficiaries of the Sanitation Programme The beneficiary group of the sanitation program will be as follows: Selected households in the sub project area : i) households without latrines and ii) households with only temporary latrines. School community in selected schools (institutional latrine program) The sanitation improvements in schools will not be done from the funds allocated for village programme. There is a school programme/institutional programme, which covers the selected schools in the district. The total number of schools covered in all six districts would be approximately 200. 3.5 Types of Latrines Promoted under Sanitation Programme Four types of latrines are promoted under the Project and the beneficiaries are free to decide the latrines to be constructed according to the cost and local conditions. The project will provide type plans of the low cost latrine units to the community. The households will select the most appropriate unit for them. The advantages and disadvantages will be discussed with the community during the mobilisation especially at the small group discussions. The project promotes four types of latrines within the project districts. They are: 1. Double pit, pour flush in areas where water is plentiful 2. Direct pit, pour flush 3. Ventilated Improved Pit-Latrines (VIP) in areas where water is less, and 4. Composting toilets (initially only for the institutional program) 13

A set of type plans of above latrines will be kept at the DIU and could be provided to CBOs by the project on request (Appendix 4). 14

4 Implementation Methodology The sanitation programme should be managed locally by the CVBO. Thus, it is vi-tal for total project control that the same Guidelines apply to all sanitation programmes in all villages and in all districts. These Guidelines should not be adjusted or changed by others than PMU. If that would happen, PMU would effectively loose control with the planning and implementation of the sanitation programme. Correspondingly, only PMU should change the timing of the programme and the deadlines built into the programme. Assistance from the Health Department is required for the implementation of sanitation programme. PHI of the area could train the beneficiary households in construction of the latrines. Family Health Workers will be able to assist in field survey, planning of sanitation programme, hygiene education programme and monitoring of hygiene practices among mothers and children in the community. The Medical Officer of Health in the area could issue a directive to the field health staff for the assistance mentioned above The following framework including main activities, time of activities carried out, and the responsibilities are proposed in the implementation of sanitation programme. 15

4.1 Village Sanitation Proposal The PO should assist CBO to prepare the sanitation proposal. Data and information collected during Village Participatory Survey should be used for this purpose. Analysing the above data and information is described in para 6.8 of Guidelines for Sub Project Development Vol.1, Social Mobilisation. There are a series of steps to be taken in order to prepare the Sanitation Proposal, as described below: 16

Step 1- Analysis of village data Identify the potential beneficiaries of the sanitation programme during Village Self-Analysis (VSA). This has to be done in small group discussions. Classified lists of potential beneficiaries will be prepared and final list will be submitted at the VSA meeting organised for whole GND. Step 2- Selection of beneficiaries CBO and VCC select the beneficiary households with the assistance of PO and Health officials. The beneficiaries should probably be found among those households which do not have latrines and only have temporary latrines. Often the disadvantaged groups will be in need of latrines. Special consideration should be given to households living in sensitive areas such as catchment area of the water sources. Applications will be called from eligible households. The number of beneficiary households shall not exceed the number of allocated latrines for the GND. The limited number of beneficiaries will be selected on first come, first served basis, i.e. the application is assessed by the CBO as and when it is received and selection takes place if i) the potential beneficiary is eligible and ii) willing to contribute in accordance with the project Guidelines. A Memorandum of Understanding (MoU) must be signed by the beneficiary and the CBO, please refer to Appendix 6 for a sample MoU. Step 3-Invitation of applications Rs.50 should be paid to the CBO by the beneficiaries who have been selected. This will be a part of the deposit towards the SRF. Step 4- Display beneficiary list Display the selected name list of beneficiaries and monitor the reaction of other community members. The final list of beneficiaries should be displayed at public places such as GND office, village tea shops, main bus halts, etc. Step 5- MOU between beneficiary households and CBO MOU in a form of letter between CBO and beneficiary households with regards to the construction of latrines and proper use to be signed (specimen attached). Step 6- Sanitation Revolving Fund (SRF) Open a bank account for sanitation programme and deposit initial contribution (qualifying fee) collected from the beneficiaries. In addition, Rs. 150 will be recovered from subsidy provided to the first lot of beneficiaries and money from other sources including a part of the profits from the O & M of the water supply facilities will expand the Sanitation Revolving Fund. 17

Step 7- Preparation and submission of sanitation proposal CBO prepares sanitation proposals by following above steps. A work plan is to be prepared and included in the proposal according to the method used in disbursement of funds to households. The main component of the sanitation proposal could be: introduction social status of the households in the GND- very briefly existing water supply and sanitation status of the GND brief description and table method used to select beneficiaries status of the payment of qualify fee and establishment of the sanitation revolving fund list of beneficiaries with the type of latrine to be constructed total cost of the latrine construction work plan indicating the stages of construction of latrines on monthly basis (stages of disbursement of funds to HH for the latrine construction should used to calculate the required cash flow along with the number of latrines planned to construct monthly) monitoring of latrine construction Step-8 Submission and assessment of sanitation proposal CBO should submit the sanitation proposal to the DIU. After the preliminary review the CDO and the District Manager of PIU should evaluate the sanitation proposal. The participatory survey report submitted by the PO could be used to cross check the information in the proposal. The CBO is required to submit the proposal within four months of the project start in the village (from date of PO mobilisation in the field). Step-9 Approval from the PMU Once the sanitation proposal is evaluated by the PIU and approved by the PMU, funds are to be allocated accordingly. PIU maintain a database for sanitation programme. All information with regard to the 18

sanitation programme should be included in the databases enabling project staff to tracking the progress of the programme. Step-10 Method of disbursement of funds This is discussed in para 6.2, 6.2.1 of these Guidelines. Step-11 Construction of latrines Some volunteers consisting of village youth could assist households to construct latrines. The project should train these youth with the support of the Health Department. These volunteers will assist beneficiary households to: select a suitable location for the latrine, advise minimum distance to water sources advise on appropriate measurement to be used when excavating the pit advise on all technical aspects of latrine construction These volunteers will also assist CBO to monitor the progress of the sanitation programme. Assist beneficiaries in construction of latrine in groups, so that materials can be purchased at cheaper rates and transport could be arranged easily and at low rate. Motivate beneficiary households on completion of latrines. 4.2 Budget and Disbursements to CBOs The number of households to be provided with the sanitation facilities within a Sub Project should be decided along with the total number of sanitation facilities allocated for PS Division. Allocation of sanitation facilities for each PSs has been indicated in Appendix 1. The project contributes Rs.3,000 per beneficiary household for the construction of a latrine. This is exclusively a grant. The remaining part of the construction cost is to be paid by the household in cash and/or kind. However, beneficiary households are supposed to pay qualifying fee of Rs. 50 at the time of the submission of the application. All beneficiary households will be requested to contribute Rs. 150 voluntarily to the Sanitary Revolving Fund enabling CBOs to assist needy households those who have not been included in the first selection. The intention of creating a SRF is that the CBO in the future should have funds to cater to the immediate sanitation needs of the village. 19

The CBO should establish a Revolving Fund and open a bank account with the qualifying fee collected from the potential beneficiaries. The project will disburse funds to the CBOs account as given below. The SRF concept corresponds well with the obligation the CBO will have to operate and maintain the water supply facilities when the construction is completed. The proceeds from the O & M of the water supply facilities will be used to pay O & M but will also be used for future investments, i.e. the O & M of the water supply is expected to turn out a profit. Since the CBO is setting the price of water supply ser-vices in the village the CBO can to a large extent decide the profits. 4.2.1 First Instalment CBO will forward a request for advance payment along with the work programme stipulated in the proposal. The project should study the work programme prepared by the CBO and check the amount needed for the first two three months for the construction according to the work programme (monthly work programme in the proposal indicate the number of households construct toilets and the stages of the construction). The project will release 15 % of the total project contribution as advance payment to work as a financial buffer. Subsequent payments will be reimbursement of disbursements made by the CBO to the beneficiaries. As such the CBO will always have around Rs. 45,000 in the account. It is important that the flow of funds is not delaying the progress. 4.2.2 Monthly Instalments CDA and EA should review the progress based on the report submitted by the PO and check the accuracy of the report by spot checking in the field. A minimum sample of 10 % applies. The checking shall take place by the end of every month. If the PO report on progress is 4.2.3 Third Instalment As mentioned above balance work of the previous four months to be reviewed by the CDA/EA and calculate the funds required for coming four months. 4.2.4 Final Instalment Prior to release of the final instalment CDA and EA should assess the physical progress of the programme and recommend for payment. This assessment conducted jointly by the CBO and PO and Project staff. 20

4.2.5 Viability of Sanitation Revolving Fund and Connection to Water Supply O & M With the fairly modest payments of Rs. 200 per beneficiary household into a revolving fund it is clear that not many latrines can be constructed for this amount after. The total amount in the fund is only Rs.20, 000. With payments of Rs. 3,000 per additional latrine to be taken up under the fund only 6 7 latrines may be possible to construct. With part of this payment being grant the revolving funds will soon be exhausted and have very limited replenishment of funds. It is therefore suggested that the fund can be replenished for financial viability and future sustain-ability. It is initially suggested that the fund can be replenished with funds connected to the profits of the O & M of the water supply services. In order to create an incentive for creating and maintaining profit of the O & M of the water supply services the following models can be considered: 1. The project will pay into the SRF an amount equal to 50 % of the profit of the water supply services undertaken by the CBO. This project payment will be continued over the next two years, reducing by 15 % from the first year, i.e. 50 %- 35 %-20 % or 2. The SRF will be replenished, along with the fund for O & M of the water supply services, from possible savings on the construction of the water supply facilities. This could be designed in such a way that the CBO would have paid a percent-age of the saving from the estimate to the actual cost. This would ensure that some money would be available as starting point for both water supply O & M and the SRF. 4.3 CBO disbursements to households Disbursement of subsidy to the households will be in instalments. Table 4.1 presents a profile of financial assistance to be given to beneficiary households and the recovery of funds from each household. These recoveries will be used to form a Sanitation Revolving Fund (SRF). Table 4.1: Details of Payments from CBOs to Households and from Households towards the SRF 21

Table 4.1: Details of Payments from CBOs to Households and from Households towards the SRF Payment Expected progress HH payment HH payments to SRF Signing of Agreement by individual beneficiary with the CBO Fee for eligibility from each households - 50/- 1 Excavation of Pit and construction of foundation. 1250/- 50/- 2 Pit lining, provision of cover slab, fixing of squatting pan, connecting supper structure to the Pit 1000/- 50/- 3 Construction of super structure including roof, a door and water supply for washing hands 750/- 50/- Total payment and recovery towards SRF 3000/- 200/- CBO checks the progress and make payments in instalments to individual beneficiaries. Assistance from Health Department Field Officers could be used for this purpose. While the disbursements to the Households can follow the above table it is also important to have measures to control the time of construction. Experiences from other countries suggest that latrine construction may take years unless steps are taken to hold the households accountable for the progress. As such it is suggested that the individual households shall follow as a minimum the progress given in table 4.2. The ultimate time of completion of the various stages is also given. In case some households have not been able to complete the construction within the given deadlines other beneficiaries may be selected. Funds paid to the households, which are excluded from further support, will have to be paid back to the CBO. Notification shall be given to the defaulting beneficiary latest 1 month after default progress. 22

Table 4.2: Required Progress and Deadlines Element No. Item % Progress 1 Signing of Agreement by individual beneficiary with the CBO. Establishment of SRF and bank account 2 Excavation of Pit and construction of foundation. 40% Deadlines Max. 3 months after approval of proposal 3 Pit lining, provision of cover slab, fixing of squatting pan, connecting super structure to the Pit 4 20% Max. 5 months after approval- Construction of super structure including roof and a door 40% max. 7 months after approval. 5 Total 100% 4.4 Important Points in Construction of Sanitation Facilities The substructure of the latrines is to be completed according to the norms given in the type plans. The superstructure could be either permanent or semi-permanent. The project in general recommends permanent superstructure if it is affordable by the beneficiary. 4.4.1 Shape and depth of Latrine pits in different soil conditions The shape and depth of latrine pits will be decided according to the available space and the condition of the soil. If available space is adequate double pit latrine would be more appropriate as it could be used for longer period than an ordinary latrine. In water logged areas septic tanks may need to be constructed at a relatively high elevation in order to prevent overflowing. The new technology in sanitation Composting toilets would be one of the appropriate technologies, which could be adopted in project districts, pending pilot trials. 4.4.2 Construction Materials It is essential to use standard material in the construction of substructure. The project does not insist beneficiary households to construct superstructure with quality materials, as the main objective of the project is to motivate households to make it a habit in using toilets. It is suggested that beneficiary households could make wattle and daub walls for superstructure if a permanent superstructure cannot be afforded. Construction of walls using gunny bags, polythene and cadjan will not be allowed. Galvanised sheets or cadjans could be used for roofing. 23

The most suitable squatting pan for the simple water seal toilet would be a porcelain product as it is easy to clean and durable. Fibreglass squatting pans are getting damaged after few months and can not be cleaned easy. Therefore, the project will only allow porcelain squatting pans. Soft brushes are recommended for cleaning. 4.4.3 Standard Measurements It is essential to follow standard measurements in the construction of the latrines. This applies mostly to the placing of footrests. Footrests placed too far apart pre-vent the user from adopting a comfortable squatting position. The type plans will provide right measurements for footrests. 4.4.4 Provision for hand washing As hand washing after latrine use is strongly encouraged, it is advisable to build a small water tank attached externally to the latrine. It can have an outlet tap so that both hands could be washed simultaneously. Rainwater falling on latrine roof could be diverted to this water tank to ensure a continuous supply of water. 4.4.5 Use of disinfectants No disinfectants are recommended in cleaning this type of pour flush water seal latrines. They can react with the biological degradation process. For squatting pan cleaning either ash or soap is recommended. 24

5 Progress Review and Reporting Constant monitoring system is necessary to monitor the progress of construction of latrines in a sub project. Following parties are responsible in monitoring of the sanitation programme. The main responsibility of the monitoring will be vested with the CBO. CBO should make site visits regularly to the beneficiary households especially at the time of making payments. CBO should prepare the summary of progress monthly and submit to the PO. PO should report the progress of sanitation programme by reviewing the status of the construction. Monthly payment of POs has been linked with the reporting of the progress of sanitation programme in order to ensure the effective monitoring. 5.1 Completion Report CBO should prepare completion report of village sanitation programme with the assistance of PO. This includes followings: Sanitation status prior to project implementation ( use VPS Data) Strategy used in solving the problem Enthusiasm of beneficiary households Problems encountered during construction Currant status of the sanitation in the village Status of the SRF Future plans in solving remain sanitation problems 25

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Annex-2 Sanitation Programme - monthly progress report sheet Month:-. 1 Name of GND 2 Total no. of HH eligible for assistance 3 No. of HH received Assistance 4 No. of HH completed construction 5 No. of HH excavating pits 6 No. of HH constructing substructure 7 No. of HH constructing superstructure 8 No. of HH to receive assistance this month 9 Amount in the SRF 10 Amount required for disbursement : : : : : : : : : : 28

Role and Responsibility of CBO in Sanitation Programme Annex-3 1. Analyze Participatory Survey data and motivate beneficiary households for the construction of latrines 2. Selection of beneficiaries with the assistance of health staff 3. Formation and strengthen the Sanitation Revolving fund (SRF) 4. Preparation of Sanitation Proposal 5. Identification and training of volunteers to assist sanitation programme 6. Request funds from PIU according to the work plan submitted with the Proposasl 7. Disburse funds to beneficiary households 8. Assist beneficiaries in construction norms through volunteers 9. Monitoring and reporting the progress of sanitation programme 10. Prepare completion report of the sanitation programme. 29

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