Initial Diagnostic, corrective measure & Engagement

Initial Diagnostic, Corrective Measures & Engagement

Overview:

This document sets out the first stage of the maintenance campaign, how to implement each step, who is responsible, which documents to complete and how the coaching system works.

Key definition

Diagnosis

Identify the network problems, by assessing and documenting using the Diagnosis Checklist. The diagnosis of all WP is completed in Tikimnt and helps to define the corrective measures required.

Corrective measures

Measures that need to be conducted to solve the problems identified in the diagnosis stage.

Corrective measures can be:

• a technical action to be taken

for example - There is a pipe uncovered; the corrective measure is to build a dry wall and backfill

• or the need to re-organize the ʻPeriodic Careʼ

for example - Water point is muddy = organise daily cleaning

Grading

The grade is used to reflect the overall diagnosis results, which can be easily seen in the dashboards and reported to WWO. The grading system is explained in more detail below.

Coaching

A coaching system is an important component of the entire maintenance process and mindset, with specific actions at each step.

Corrective measure resolution engagement

A formal engagement by the federation towards the WWO of the list of corrective measures they will address during the maintenance campaign.

Calendar

This methodology deals with the maintenance related activities to be carried out in Tikimnt and Hidar as set out in the calendar below:

Diagnosis and identifying corrective measures

Diagnosis types

The diagnosis and identification of corrective measures must be carried out for all ʻFunctional Water Pointʼ of each federation.

The diagnosis of the network must be conducted from the spring down to each WP, following and checking the pipeline and structure.

A diagnosis of the structure alone (without full check of pipeline) is not a real diagnosis and will not identify the most important risks to the network, which are unburied pies, crossings of gullies and roads.

Responsibilities

Network Diagnosis must be conducted from the spring down to each WP following and checking the pipeline and the structure along the way and must be accompanied by members of the WUA.

The Water Agent is responsible for carrying out this work.

The WWO expert is responsible for coaching (transfer technical skills and mindset) and supervising the Water Agent.

The members of the WUA are present for the network diagnosis.

Documentation

The Water Agent will fill the Format n°WS3-F11-V1.0 “Diagnosis checklist” (make sure it is present and organized in the WUA Book, 1 page per structure).

The Water Agent will read aloud each line of the checklist so that all WUA members can participate and will accompany the WUA to visit where the problem might be found.

Example:

Catchment area protection: will be seen only if the team goes to see above the spring

No silt or roots in spring box: will be seen only if the spring box is open

Overflow is not clogged and in good state: will be seen only if the team goes to see downstream to the evacuation location

The team must agree that everything regarding this checklist item is perfect for the water agent to tick √.If there is the slightest issue (not perfect) the water agent has to tick X.

If there is a problem (X), the Water Agent asks the team:

• What has caused it?
• Can we organise something so this does not happen again? = correction of the periodic care
• What has to be done to solve/repair the problem? = corrective technical measure

Example:

To solve a problem, there might be the need to implement only one type of corrective measure:

• Slab of the Water point is muddy = Organisation of daily cleaning (periodic care)
• There is a pipe uncovered near to a gully = build a dry wall and backfill (technical measure)

Or it might need the combination of corrective technical measures and correction of the periodic care

• The land around the WP is severely eroded because of cattle circulation = Community work day to build dry wall and backfill the eroded area (technical measure), AND
• Organize bono committee members to make small backfill and dry wall repair every month (periodic care)

Corrective measures formalisation

Responsibilities

Once the corrective measures have been identified at the diagnosis stage, the Water Agent must document them formally.

This is done either in the field (for the network where the WWO expert is accompanying), or in the WUAF office for the other networks.

Documentation

The Format n° WS3-F12 Corrective Measure Follow-up filled in by the WWO Expert .

Grading:

The grade is used to reflect the overall diagnosis results, which can be easily seen in the dashboards and reported to WWO.

Careful: grade only does not help to know which exact actions need to be carried out. The Corrective Measure Follow-up format is the document of reference to define what has to be done.

Example :

In this case, the grade of the WP is C as there is at least 1 corrective measure that cannot be managed by the WA and the WUAF, and therefore the federation must contract an experienced mason.

However it is mandatory for the WUAF to correct the daily cleaning (implementing the WP periodic care).

For each structure the grade is filled out on the Corrective Measure Follow-up format:

The structure only grade: the grade is defined by the rules set out below for the structure itself as well as for the upstream pipeline (the pipe between the upstream structure and the WP).

• Grade A: A functional structure with no corrective measures identified (HIGHLY SUSPICIOUS) or a structure where all corrective measures have been solved.
• Grade B: A functional structure with a least one B corrective measure identified and not yet solved.
• Water Point C: A functional structure with at least one C corrective measure identified and not yet solved.
• Water Point D: A ‘non-functional’ structure

A water point inherits all the problems identified upstream and therefore, the overall WP grade is the worse of either the WP only grade or the worst upstream grade.

This overall WP grade is the one reported, as it provides information on the real condition of both the WP and the network upstream.

Coaching

To enable the successful implementation of the diagnosis, identification and formalisation of corrective measures, the following coaching system is in place:

Step 1: RTF & ARIA Coordination

Participants:

• ZTF coordinator
• Zone expert
• ARIA Zone expert

Conduct a Diagnosis and Corrective Measure Identification for one WP (Spring to WP) in one federation per Zone.

Step 2: Zone expert and ARIA Zone expert

Participants:

• WMT
• all WWO experts
• ARIA Woreda Supporters

Conduct a Diagnosis and Corrective Measure Identification for one WP (Spring to WP) in one federation per Woreda.

Step 3: ARIA Woreda Supporter → WWO expert

Participants: → Participants :

• WWO expert
• ARIA Woreda Supporter

The first Diagnosis and Corrective Measure Identification (Spring to WP) of every WWO Expert is supported by ARIA Woreda Supporter.

Step 4: WWO expert support

• WWO expert presents the approach to the federation committee
• The WWO expert will accompany the Water Agent throughout the entire process in the field, in 2 entire networks per federation (selected randomly by the Zone expert)
• The Water Agent will continue the diagnosis (with checklist) in all the networks of the federation and note details of problems identified and corrective measure proposed in a notebook.
• The WWO experts will work in the WUAF office with Water Agent to make a systematic revision and formalisation of the corrective measures for each network problem (in all networks) found by the Water Agent during diagnosis. Formalisation in the Format n° WS3-F12 “Corrective Measure Follow-up”

Documentation

As a summary the following documents must be produced at this stage:

- Diagnosis checklist filled in the field by the Water Agent: Format n°WS3-F11-V1.0 Diagnosis checklist format - The Format n° WS3-F12 Corrective Measure Follow-up filled in by the WWO Expert - The first column of the Format n° WS3-F15: Maintenance Plan - Fill the structure name and type as well as the number of corrective maintenance actions required. - The WWO expert compiles the diagnosis monitoring format Format n° WS3-F21 Monitoring – Diagnosis and shares it with the WMT and the Zone focals for monitoring.

Corrective measures resolution engagement

Working with federations

The WWO expert presents the Doc n° WS3-M11a “Presentation of diagnosis and corrective measures to Federations” to the federation committee, in the presence of the WMT, and gives them a copy.

Formalisation

Once all networks have been diagnosed and all corrective measures identified and formalised in the corrective measure follow-up format, a presentation and validation meeting is organised to present them to the WUAF and the WMT, who must then endorse and sign them.

Participants and responsibilities:

• Water Agent : will present the corrective measure
• WWO expert : will support the Water Agent
• At least 1 representative per WUA: will inform their members of the works to be carried out
• WUAF committee members: will endorse the Corrective Measures Engagement.
• Woreda Management Team : 1 member will validate the Corrective Measures Engagement

Content of the meeting:

- Network per network, the Water Agent presents all the corrective measures (supported by the WWO expert). - The federation and WUA representative must approve that these corrective measures are appropriate and engage themselves to address them → The WUAF president signs the Format n° WS3-F12 Corrective Measure Follow-up.

3. The WMT representative must validate the overall corrective measures, verify that there is no corrective measure abusively entered under the C column and sign the document.

By signing this document all parties recognise that :

• These are issues that must be addressed for the sustainability of the networks.
• That the WUA, WUAF and WWO will do everything in their power to address all the B corrective measures (otherwise the maintenance will be considered as failed in this federation).

• That the WUA, WUAF and WWO can choose to address one or more of C corrective measures to improve the water service in their Kebele (successfully implementing one or more of the C corrective measures will earn them one point on the dashboard).

Coaching

As this is an office based activity, the coaching process can be lighter:

Step 1: RTF & ARIA Coordination

Participants:

• ZTF coordinator
• Zone expert
• ARIA Zone expert

Organise a coaching session in office with only theoretical training and practical case study (role play)

Step 2: Zone expert and ARIA Zone expert

Participants:

• WMT
• all WWO experts
• ARIA Woreda Supporter

Orientation session held at Woreda Office, and a first practical session where the Zone Expert supports the organisation of the meeting on site.

Step 3: ARIA Woreda Supporter → WWO expert

The first meeting of every WWO Expert is supported by ARIA Woreda Supporter.

Step 4: Remaining meetings

WWO Expert and WMT members conduct the meetings in all remaining federations.

Documentation

The first column of the Format n° WS3-F15: Maintenance Plan can be used to help present the overall work required to the federation. Fill the structure name and type as well as the number of corrective maintenance actions required.

The WWO expert takes a picture of the signed Format n° WS3-F12 Corrective Measure Follow-up, files it and sends a copy to the Zone expert.