operator manual for lorentz solar-powered water pumps
TRANSCRIPT
Operator Manual
for
Lorentz Solar-Powered Water Pumps
Produced by
Global Partners for Development
for
The Global Water Institute at Ohio State University
and
The Global Environment & Technology Foundation
Funding for this activity was provided by
USAID, Coca-Cola Foundation, WorldServe International, and the WaterBoys
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Table of Contents
I. Introduction 3
II. Purpose of the Operator Manual 4
III. Water System Components 4
IV. Daily Pump Operations 7
V. Using PumpScanner To Access Local System Data 12
VI. Operating Water Meters 12
VII. Corrective Maintenance 14
VIII. Preventive Maintenance 16
IX. Maintenance of the Pipeline 18
X. Capital Asset Maintenance 18
XI. Recording Water Production, Water Usage and Revenues 19
XII. Revenue Handling, Accounts and Financial Reporting 20
XIII. Hiring, Scheduling and Supervising Attendants 22
XIV. District Water Manager Contacts 22
XV. Business Procedures 23
Appendices
Appendix A – Forms
Appendix B – Solar Panel Maintenance & Daily Checklist
Appendix C – Water Tank Maintenance & Daily Checklist
Appendix D – Tariff Setting & Financial Processes
Appendix E – Monthly & Annual Monitoring Form
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I. Introduction Pursuant to a Memorandum of Understanding signed by the Tanzanian Permanent Secretary for Water and Irrigation, Permanent Secretary for Energy and Minerals, Permanent Secretary for the President’s Office for Regional Administration and Local Government and The Ohio State University in October 2016, Ohio State’s Global Water Institute framed a concept for sustainable village water systems. This Operator Training Manual (the Manual) has been designed for the Lorentz Solar Powered Pumps being used by the Ohio State/WorldServe Team. The Manual was designed for use by Water Operators in rural villages. These Operators along with representatives of the village, the District Water Manager and the Superintendent for Regional Water will use this Manual to receive training on both the operational and business side of the water system operations. Apart from Water Operators, the primary audiences for this Manual are village water committees and/or CBWSOs, Village Councils, RUWASA District Managers, RUWASA technical staff, community based water system technicians, and water system employees including pump attendants. It can also be used to train local women’s groups to encourage greater involvement from women in the operations of local water systems. The manual is aligned with the intent and spirit of the Water Supply and Sanitation Act of 2019.
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II. Purposes of the Operator Manual
This Manual will be used for the following purposes:
To train Operators, village leadership, village water committees, CBWSO, RUWASA District
Water Managers and technical staff on the basic knowledge, concepts and tasks required to
safely and sustainably operate a Lorentz solar-powered village water system;
To orient and instill participant and understanding in rural water projects related to general
operations, management and maintenance of water systems particularly using Lorentz solar-
powered pumps for sustainable access to clean water by the local communities; and
To provide an ongoing reference to be kept in a safe and quickly accessible location to review
concepts and procedures as needed.
III. Water System Components
Solar Array
Solar panels provide the power to run the submersible pump. Panels are installed on frames
supported by steel structures.
Maximum output of the water system will take place for four to six hours every day around
noon. Hourly output may look something like the graph below as the pump will still operate
even though there isn’t enough power for it to pump the max possible. The output will
gradually fall off due to lower sun angles in the afternoon.
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Submersible Pump
A submersible pump is used to pump water from the bottom of the well to the holding tank. The
pump is powered by the solar array and designed to be operated daily with regular
maintenance.
Control Unit (also called a Controller or Control Box)
The control unit contains electrical and electronic components installed to automate and
monitor pump operations.
The control unit provides information to the Operator about the pump’s status and
performance.
A surge protector is positioned between the controller and the submersible pump to prevent
electrical incidents from damaging the pump.
A grounding rod is connected to the controller to prevent lightning strikes from damaging the
electrical components of the system.
The Operator may open the control unit when necessary to check the functionality and
performance of the pump. However, the control unit should not be tampered with in any way.
The control unit should not be opened unless specifically directed by a Lorentz certified
technician.
Water Meters
Water meters are precise mechanisms that accurately measure the volume of water used.
Water Source (Borehole)
A borehole is a hole drilled to a depth recommended in the geological surveyor report in order
to access and collect groundwater to be pumped into a storage tank and distributed to the
community.
A water level sensor is installed in the borehole to monitor the level of water in the borehole.
A well probe is installed in the borehole to prevent the pump from operating if the water level
has fallen below the position of the pump. Operating the pump dry will severely damage the
pump.
A splicing kit is used to adjust the level of the cables used for the water level sensor and the well
probe.
Pumping System
A solar submersible water pump and pipes are installed in the borehole to pump groundwater
into an elevated tank.
Elevated Storage Tank and Support Structure
An elevated (overhead) tank is placed on a support structure to allow storage so that water
production does not have to match water consumption over the course of a day or more.
A support structure or tower provides height for the storage tank that enables flow of water by
gravity to the distribution points.
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Contains a float switch that turns the pump off if the tank is full.
Rising Main
A pipe from the borehole transports water up an incline to the storage tank.
Distribution Network
A network of pipelines that transport water from the storage tank to distribution points.
Valves
Valves are used to control the flow of water through the pipeline, and they include gate valves,
air-valves, and non-return valves.
Control Valves
Control valves permit shutting off water while maintenance work is being carried out.
IV. Daily Pump Operations
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Instructions for Operating the Lorentz Solar-Powered Pump
The Lorentz Solar Pump system is a fully automated system. it switches itself ON when the sun
rises and OFF when the sun sets. the operator may not necessarily do anything to start the
pump unless it was manually turned OFF.
In the first picture below of the control unit, (also called the controller box) note the pump
ON/OFF switch under the left front side of the box.
The ON position and OFF position of the switch are marked next to the switch on the bottom of
the controller. This switch should always be in the ON position.
Near the controller box, find another box labeled PV Disconnect (grey box displayed below).
Move the PV Disconnect switch to the ON position.
This switch is easily accessible by opening the hinged lid at the bottom spring lock (red circle in
picture below).
After use the box should be closed and locked.
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Starting Operations in the Morning
Step 1 – Record in the Daily Business Record the water meter reading showing the amount of
water that has flowed through the meter previously.
Step 2 - Make sure any valves between the borehole and the storage tank are open.
Step 3 – The solar-direct pump will start when sufficient solar power levels are reached so long
as the controller switch is turned to the “ON” position. The PV Disconnect switch should always
remain “ON” unless a problem requires a technician to make repairs to the system.
Ending Operations Late in the Afternoon
Subtract the water meter reading taken in the morning before water is flowing from the water
meter reading at the end of the day using the Daily Business Record (Section VIII).
Attendants and operators must secure the water system and distribution points when they
depart as per the security protocol agreed upon by village leadership, CBWSO, and the operator.
Controller Light (LED) Indicators
There are five illuminated icons on the front of the controller box. Each indicator provides
information about the water system’s status depending on its color and/or activity:
The System Status light indicates if the controller is receiving power.
The Pump Status light indicates if the pump is ON.
The Source Low light indicates if the water level in the borehole is too low.
The Remote Switch light indicates the storage tank is full.
The Local Communication light indicates if a Bluetooth signal is available.
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Use the following table to interprete the meaning of each indicator light:
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During dawn, dusk and on foggy days, the lights of the controller may start flashing periodically. This
means that the controller tries to start or continue operations, but it is interrupted due to low solar
panel power output. If this occurs, no maintenance is needed. The controller will simply resume
normal operation once the power output of the connected solar panel is sufficient to supply the
controller.
Using the System Status Indicator
If the System Status indicator is green, that means the controller is switched on and power is
available.
In low-power conditions such as dawn, dusk or cloudy skies, the green light may show even if
there is not enough power to run the pump.
If the indicator is flashing, that means the pump isn’t running due to settings (e.g. the power
switch is in the OFF position).
Using the Pump Status Indicator
If the pump indicator is green, the pump is running.
A flashing green pump light indicates the pump speed (RPM) as shown in the following table.
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If the pump indicator is not lit, the pump is not running.
Using the Source Low Indicator
If the Source Low indicator is not lit, that means the water source is good.
If the Source Low indicator is red, that means the water source has dropped below the level of
the low-water probe or the water sensor has detected air in the suction pipe. If this occurs, no
maintenance is needed. After the water level recovers or the suction pipe has been refilled with
water, the pump will restart after a delay of 15-20 minutes.
If several hours pass and the pump has not restarted, call the District Water Manager who will
contact a certified Lorentz technician for assistance.
A flashing red indicator means that the controller has stopped due to a “Source Low” incident
detected earlier, and the number of flashes indicates the number of incidents that day (up to
three). Once the pump comes back on, either the same day or the next day, the operator should
turn the controller switch to the off position and then to the on position once to reset the
indicator light.
If the low source indicator is red frequently coincident to the pump turning off, that could be an
indication of a more serious problem including the aquifer running dry and the District Water
Manager should be notified.
Using the Remote Switch Indicator
If the Remote Switch indicator is red, this means a pump shutdown was triggered by the remote
switch normally indicating that the storage tank is full. The switch will automatically reset when
water has been drawn from the storage tank to make room for pumping additional water.
Using the Local Communication Indicator
If the indicator light is blue, a Bluetooth connection is active.
If the indicator light is not lit, no Bluetooth connection is active.
If the indicator light is flashing, an update to the software is underway.
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V. Using PumpScanner To Access Local System Data
PumpScanner is an App provided by Lorentz that the Operator can use to access pump status and
performance data directly from the controller. Use the following instructions to download the app
to your smartphone:
The Operator needs to have an Android smartphone with Android 4.3 or above with Bluetooth
to run the app.
When an Internet connection is available, browse to the Google Play Store.
Search for the Lorentz PumpScanner app.
Once you find the app, click “Install” to install the app on your smart phone.
After installation, click on the app. Use the following instructions to use the app:
Once it is installed, click on the app.
Once the app is open, you will see the PumpScanner Start page and its four main areas.
Click on the Settings option.
Enter the License ID 2845062930 and hit Submit.
You will need to be within three meters to
communicate with the controller via a Bluetooth
connection and with internet access.
Click on Pumps to scan for and access the local pump controller to view performance data. You will be shown a list of pumps including your local pump and a demo pump. Click on the Serial Number for your pump. The serial number can be found in the configuration documentation for each system. You will see seven choices on the Pump Data and Settings page. Click on Dashboard, Actual Data or Stored Data to access current or historical pump performance data. Do not change any Installation Settings or Operational Settings unless directed to by a Lorentz certified technician. Do not change Feature Settings or Firmware Updates unless directed to by a Lorentz certified technician. Click on Communicators to scan for and access the
local PS Communicator to access data about the local
communicator, including hardware status as well as
mobile network and local Bluetooth connectivity.
Do not change any Communicator Settings unless directed to do so by a Lorentz certified
technician.
VI. Operating Water Meters
Water meters measure the volume of water used.
The borehole water meter is located between the borehole and the raising main or between the
borehole and the storage tank if there is no rising main.
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Distribution point water meters are located upstream of the shutoff valve so that when the
water to the distribution point is shut off the meter remains fully flooded.
Reading the water meter register indicates the amount of water that has flowed through the
meter.
A Lorentz borehole water meter with data connection to the controller is pictured on the left
below.
A generic distribution point water meter with no data connection is pictured on the right below.
Daily Distribution Point Water Meter Tasks
The borehole water meter does not require any daily attention. The steps below are required daily
for the distribution point water meters at distribution point closing time.
Step 1 - When ready to open the distribution point for customers, unlock the box containing the
distribution point valve and water meter.
Step 2 - Record the meter reading – a digital value on the face of the meter. Compare to the
final reading from the previous day.
Step 3 - Open the distribution point valve slowly to allow water to flow through the meter.
Step 4 - Observe that the meter reading is changing to indicate water flow. If there is no flow,
follow Steps 5 through 9. If there is flow go to Step 10.
Step 5 - If there is no flow (meter register indicates STOP) after several minutes close the valve.
Step 6 - Check the water tank to determine if it has sufficient water in it to create enough
pressure to push water to the distribution point. The amount of water in the tank needed to
push water to each distribution point can vary widely from one distribution point to another.
Step 7 – If it is determined that the pump is working and the storage tank has sufficient water,
open the distribution point valve slowly to allow water to flow through the meter. If there is still
no flow after several minutes, close the valve.
Step 8 - Check all connections and pipeline to the distribution point for leaks. After leaks have
been fixed. Start again with Step 1.
Step 9 - If no leaks are found, go back to Step 6. If there is still no water flow through the meter,
call the District Water Manager for assistance.
Step 10 - When ready to close the distribution point to customers, close the valve.
Step 11 - When the valve is closed, record the digital value indicating how much water has
flowed through the meter.
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Step 12 - Close and lock the box containing the valve and water meter.
Below is a Daily Attendant Record, a copy of this form can be found in Appendix A – Forms.
Date
Opening Water Meter
Reading
Closing Water Meter Readin
g
Total Water
Dispensed
Cash revenu
e
Mobile deposit revenu
e
Total Revenue Collecte
d
Attendant Name
Attendant
Signature
1 March 2020
2 March 2020
3 March 2020
VII. Corrective Maintenance
Troubleshooting Common Solar Panel Failures
An overview of solar panel maintenance can be found in Appendix B.
Problem Solution
Water damage occurs when the sealant gets old
and allows water to leak in. This can lead to short-
circuiting of the solar panel.
If you can see leaking or damage, see if the
warranty on solar panels covers this
maintenance. Resealing solar panels must be
done by a qualified technician.
If a panel of glass is shattered, and there is
nothing to protect the panel, the panels will be
exposed to moisture and dirt in the air. This can
lead to reduced efficiency of the panel.
Contact the District Water Manager who will
contact a Lorentz certified technician.
Solar panel wiring has loose connections or wire
insulation is worn.
An experienced electrical engineer or technician
must secure loose connections and ensure that
no wiring is under tension. Wires with worn
installation will need to be replaced.
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Racking material and/or hardware is corroded,
damaged, deformed, or loose.
A technician should be called to repair the
damage.
Panels covered by dust or debris reduce the
output of the solar panels and cause a reduction
in water production due to insufficient power.
Panels will need to be cleaned if there has been
little rain over multiple months. This can be done
by wiping the surface with a clean cloth attached
to long broom handles. This should only be
attempted if a safe and secure ladder or other
structure is available to the Operator. Extreme
care should be taken when cleaning solar panels
several meters off the ground.
CAUTION: Lots of water must be used for
cleaning or the dust and debris will scratch the
panels and reduce panel efficiency.
Troubleshooting Water Tank Failures
An overview of water tank cleaning and maintenance can be found in Appendix C.
Problem Solution
Debris or other contaminants enter an
uncovered tank.
Drain the tank. Follow District Water Manager
instructions for tank cleaning. Flush the tank.
Install a cover on the top of the tank.
If the operator notices that people are getting
sick or there is another health scare, water
samples should be taken to the nearest water
laboratory for water chemical analysis. The
District Water Manager will provide instructions.
Cracks in the tank may result in leaks or lead to
pollution/contaminants getting into the water
supply.
Drain the tank. Follow District Water Manager
instructions for tank cleaning. Drill a hole at the
end of each crack to prevent further extending of
the crack. Using a small strip of polyethylene filler
material, fill the crack completely. Trim any
excess with a utility knife. The Operator should be
assisted by a fundi.
Rust may begin to form in older tanks. Rust can
lead to weakness in the structure or possible
contamination causing a red-color water.
Preventing: Use an acrylic paint so iron and
oxygen are not reacted together.
Fixing: Dry out infected area and scrub off all rust
and dirt in the contaminated area. Then use a
sealant and fill the hole as needed. Once dry,
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immediately paint over the area to prevent rapid
drying that will decrease strength. The Operator
should hire a fundi to do these repairs.
The following information should be recorded on the Corrective Maintenance Record contained in
Appendix A – Forms:
Component Problem Date Repaired Technician Cost
VIII. Preventive Maintenance
The following maintenance activities are to be accomplished on a regular schedule:
Component Activities Frequency Responsible
Person Supervision and Support
Borehole
1) Water quality tests Quarterly Operator RUWASA District Water
Manager
2) Well disinfection using a
process provided by the
District Water Manager
Annually Operator RUWASA District Water
Manager
Submersible
Pump
3) Checking pump performance
– is it running & whether
water flow normal based on
previous experience
Daily Operator RUWASA District Water
Manager
4) Inspecting control panel Weekly Operator RUWASA District Water
Manager
Water Tank
5) Tank Disinfection using a
process provided by the
District Water Manager
Quarterly Operator RUWASA District Water
Manager
Distribution
Lines (pipe
network)
6) Line patrolling to check for
leaks and breakages Quarterly Operator
RUWASA District Water
Manager
Solar Panels
7) Mechanical, electrical, and
performance inspection Daily Operator
RUWASA District Water
Manager
8) Cleaning dirt/dust buildup Quarterly Operator RUWASA District Water
Manager
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Distribution
Points
9) Keeping water points clean
and free from rubbish or
animal waste
Daily Attendant Operator
10) Checking meter performance Daily Attendant Operator
11) Cleaning /servicing water
meters Quarterly Attendant Operator
12) Recording meter readings Twice Daily Attendant Operator
13) Selling water to consumers Daily Attendant Operator
Administration
14) Collecting and banking
revenue Daily
Attendant/
Operator
Water Committee,
RUWASA District Water
Manager
15) Record keeping Daily Attendant/
Operator
Water Committee,
RUWASA District Water
Manager
Annual and quarterly maintenance activities listed above are recorded using the Regular
Maintenance Record form following the template below. The form is also located in Appendix A -
Forms. Daily and weekly tasks are supervised and verified by the Operator often using other forms
of documentation.
Component Activities Date
Completed
Name of Person
Completing the
Activity
Borehole
1) Water quality tests
2) Well disinfection
Water Tank
3) Check for loose bolts
and tighten as needed
4) Tank disinfection
5) Check for leaks and
repair as needed
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Solar Panels
6) Mechanical, electrical, and performance inspection
7) Clean dirt/dust buildup
IX. Maintenance of Pipeline
Main breaks: Pipeline bursts can occur at any time, and the utility (RUWASA) should have a plan for
attending to such events. This plan must be written down, disseminated to all concerned, and
RUWASA and the Operator must be in readiness to implement the plan immediately when the break
is reported. Once the break is located, determine which valve is to be closed to isolate the section
where the break has occurred, and inform all water consumers about the probable interruption of
water service and the estimated time before resumption of service.
Deteriorating pipes: Pipes deteriorate on the inside due to water corrosion and erosion, and they
deteriorate on the outside due to corrosion from aggressive soil and water moisture. Preventive
maintenance of pipes assures the twin objectives of preserving the bacteriological quality of water
carried in pipes as well as providing conditions for adequate flow through the pipelines. Pipes should
be checked annually to see if there are any leakages or corrosion/rust. The corroded pipes should be
replaced or the corroded part should be removed and the pipe recoupled. The District Water
Manager is responsible for pipe inspection and overseeing repairs.
Flushing of pipes: This is done to clean pipelines by removing impurities or sediments that may be
present in the pipe. This is particularly essential in the case of pipes carrying raw water. Routine
flushing of raw water pipelines is often necessary. It is advisable that a schedule for flushing be
prepared and followed so that water mains are flushed before the water quality deteriorates. This
should be done annually through the washout gate valves.
Flushing and cleaning of pipes:
Mechanical cleaning devices such as swabs and pigs, which can be obtained from local markets, are
sometimes used if flushing does not improve the water quality. Scrapers or brushes are used in
pipelines with hardened scales or extensive corrosion. The District Water Manager can assist in the
procurement of these materials.
X. Capital Asset Maintenance
The Operator is responsible for keeping track of any expenses incurred over the course of the
month. To help plan for the cost of maintenance and repairs, the Operator should develop a budget
in order to plan for expenses associated with the operation and maintenance of the water
infrastructure. This budget must include ongoing expenses such as paying the Operator and
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attendants, preventive maintenance such as tank cleaning, and curative maintenance such as capital
replacements needed.
A Capital Asset Replacement Budget is shown below:
Component Estimated Life Estimated Replacement
Cost ($USD)
Estimated Replacement Cost
(TSH)
Solar pump and motor 7 years $3,000 6,900,000
Solar panels 20 years $250 per panel 575,000
Controller 10 years $1,500 3,450,000
Water meter 10 years $500 1,150,000
PV disconnect switch 8 years $450 1,035,000
Solar Surge Protector 15 years $300 690,000
Float switch 10 years $250 575,000
Pressure sensor 10 years $400 920,000
Cabling 10 years $1,000 2,300,000
XI. Recording Water Production, Water Usage and Revenues
Each distribution point attendant is to collect the water tariff from every customer. Instructions for
this work are below:
Create a record of the daily business activity at the distribution point using a Daily Attendant
Record form. A template is shown below, and the complete form is contained in Appendix A -
Forms.
Create a Daily Business Record that records the amount of water metered and the total revenue
collected from all distribution points. Record water meter readings twice a day – once when the
distribution point is opened and again when it is closed. The attendant records the amount of
revenue collected. If any customers use mobile payment, the attendant records that separately.
The attendant records their name and signature each day. The template for recording this
information is shown below and an example of a monthly form is located in Appendix A - Forms.
Daily Business Record
Date Morning
Meter Reading
Evening Meter
Reading
Daily Production
Revenues Collected
Total Water Dispensed
without Revenue (in Litres)
Signature
1 March 2020
2 March 2020
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3 March 2020
4 March 2020
Daily Attendant Record
XII. Revenue Handling, Accounts and Financial Reporting
Financial processes and accounts will be determined on a case-by-case basis depending on village
circumstances. The issue of bank accounts and access will require collaboration between the village
council, village water committee and the District Water Manager. The below is an example process
and additional details need to be provided in Appendix D – Tariff Setting & Financial Processes.
The points below are best practices and should be taken into account during financial decision-
making:
Opening Water Meter
Reading
Closing Water Meter
Reading
Total Water
Dispensed
Total Water
Dispensed without Revenue
Cash Revenue
Mobile Deposit Revenue
Total Revenue Collected
Date Attendant Signature
1 March 2020
2 March 2020
3 March 2020
4 March 2020
5 March 2020
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1. Each water system should have a water revenue bank account that is separate from the village council bank account
2. The village council should not have sole access to move or withdraw money from the operating account
3. The village water committee should not have sole access to move or withdraw money from the operating account
4. If the village water committee needs to move or withdraw money from the operating account, they should coordinate with the operator and request approval from the District Water Manager.
5. The District Water Manager and the village water committee should have access to a monthly operating account bank account statement
6. If all parties can agree as to the mechanisms and oversight, and the cost is not excessive, it would be ideal if there were two separate water bank accounts: 1) the operating account where are revenues are deposited and attendant salaries, operator salary and routine maintenance are withdrawn; 2) the capital replacement account
7. If two separate accounts can be established, the District Water Manager and the village water committee should have access to a monthly bank statement for each
8. If two separate accounts cannot be established, then all parties must agree on a mechanism for tracking the portion of the water account that is untouchable except for capital asset replacement (major repairs and parts).
Operating Account
At the end of each day, the Operator collects the tariffs from the attendants and stores the cash
revenues in a secure place. At the end of each week, all revenue is deposited into a bank account,
the “Operating Account.” A mobile bank account is preferred.
Minor maintenance expenses and Operators/attendants’ salaries should be paid from the Operating
Account as agreed to in the operating budget and outlined below. Using mobile payments is
preferred.
Capital Replacement Account
At the end of each month, on a day agreed to with the Village Water Committee and village
leadership, 20% of water revenues are transferred from the Operating Account and into the Capital
Replacement Account.
Major repairs are to be paid with funds from the Capital Replacement Account after approval has
been granted by the RUWASA District Water Manager.
Operator’s Profit or Salary Account
The Operator’s salary and bonus plan should be set by the Village Council with the approval of the
District Water Manager. If there are any surplus revenues in a given month after expenses and
distributions, they should be banked so as to offset the months when demand will be lower and
operations costs will exceed revenues.
The Operator should receive an annual bonus linked to key metrics such as level of sales and
revenues, number of operational days, management of the team, etc. agreed to with the village
council
Financial Reporting Requirements:
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For all transfers, a receipt of the deposits must be sent to the RUWASA District Water
Manager and the Village Water Committee no later than five working days after transfer,
preferably in electronic form.
The Village council and the RUWASA District Water Manager must receive a report of the
prior month’s water production, sales revenues, expenses, and all account balances no later
than ten days after the end of the month.
The Village council and the RUWASA District Water Manager must have access to view
transactions and balances in the Operating Account as well as access to the Capital
Replacement Account.
When transferring funds across accounts or to pay expenses, mobile payment technology
should be used if possible.
XIII. Hiring, Scheduling and Supervising Attendants
The Operator in collaboration with the water committee is responsible for hiring attendants to operate distribution points during established time periods. In making this selection, the Operator must consider the input of those who collect water regularly. The characteristics an Operator should consider when selecting an attendant include the following:
Distance from the distribution point – the attendant should live nearby the distribution
point to avoid travel problems.
Availability – the attendant should be available to open the kiosk at the designated times
agreed to by the Village Water Committee/CBSWO.
Trustworthiness – the attendant must be trusted to handle the money given to him/her by
community members.
Willingness – the attendant must be willing to do the work for the amount of payment the
Operator provides.
Literacy and Numeracy – the attendant will need to keep detailed records of water sales and
payments, and these payments must match the water use shown on the meter.
Attendants’ salaries are typically paid on a monthly basis. However, the timing and amount are at
the discretion of the Operator, the Village Water Committee, and the RUWASA District Manager.
The Operator should maintain a record of hours worked by attendants per month using the Daily
Attendant Schedule (Appendix A – Forms) template below in order to determine how much to pay
each attendant.
Date DP #1 DP #2
0800 - 1200
DP #3
1200 - 1600
DP #4
0800 - 1200
DP #5
1200 - 1600
1 March 2020
2 March 2020
3 March 2020
4 March 2020
5 March 2020
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The Operator must monitor attendants to ensure that they are opening the distribution points at
agreed upon times and properly collecting and recording tariffs.
XIV. District Water Manager Contacts
a. Water Manager
b. Water Engineers
XV. Business Procedures/Roles & Responsibilities
Below are details of the roles and responsibilities of all parties involved in the operation and
maintenance of the water system. All records must be locked securely and all laws pertaining to
public records must be followed, including the responsibility of the Operator to share records with
community water users. A template for determining how information will be shared with the
community is included in Appendix C.
Roles and Responsibilities of the Operator
The ultimate role of the Operator is to ensure that clean water is available to the community
consistently and sustainably over time. The responsibilities associated with this role include ensuring
that:
the water pump is operational, which includes regular maintenance and contacting support
when repairs are needed;
attendants are hired to make water available to community members and collect tariffs;
revenue is banked and transferred to the appropriate accounts; and
financial and technical records are kept and shared with the Village Water Committee and
RUWASA District Water Manager.
With respect to making water available to the community, the Operator is responsible for:
ensuring that water is available from water points mutually agreed to with the Village
Water Committee and the Village Council;
ensuring that the pump at the borehole is operational for at least 8 hours a day and
operates every day of the year unless repairs are required;
working with the Village Water Committee to set the hours during which water will be
made available at each of the distribution points, such as setting morning and afternoon
schedules, with the input of those who collect water regularly (usually women);
checking water quality quarterly to ensure that water quality is within the Tanzanian
standard by working with the RUWASA District Water Manager and testing laboratories;
and
ensuring that all water system sensors and meters are working whenever the system is in
operation or water is being dispensed to customers.
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Tariff Setting and Payment Structure
The attendants should use the water meter located at the distribution point to determine the total amount that must be paid.
The recommended minimum tariff is TSH 50 for 20-liter container, but tariffs may be set and adjusted if mutually agreed upon by the Operator, the Village Water Committee, the Village Council, and the RUWASA District Water Manager.
Water for students, clinic patients, the elderly, and those with a proven inability to pay should be made available at no cost. The payment for water distributed at the primary and secondary schools and clinic are covered by the government, and payment for the elderly and financially disadvantaged are covered by the Village Water Committee.
Ownership of Assets
All water infrastructure equipment and components (i.e. the Lorentz solar pump, the solar panel array, and water storage tanks) are property of the Village and are managed by the Operator.
If new infrastructure is needed (such as new tanks, taps, or distribution lines), this should be discussed and approved by the Village Water Committee and the RUWASA District Water Manager.
Any construction should be conducted by a contractor hired by the Village Water Committee and RUWASA District Water Manager using funds from the Capital Replacement Account.
. Warranty
The warranty for the Lorentz solar-powered pump is two years. At no time should the
Operator open the control unit unless directed to do so by a Lorentz certified technician.
When water system problems occur, it’s the responsibility of the Operator to inform the
Village Water Committee and RUWASA District Water Manager about changes in
operations.
Operations and Maintenance Budget
The Operator should work with the Village Water Committee and RUWASA District Water Manager to determine to what extent maintenance costs should come out of the Operating Account managed by the water committee. For example, maintenance for and/or replacement of a single piece of equipment that does not exceed the cost of 100,000 Tanzanian shillings may come out of the Operating Account. The pump, the power generation system, the rising main, each storage tank, each distribution pipe, and each distribution point all constitute examples of what is considered “single pieces of equipment”.
Any maintenance required for a single piece of equipment that exceeds the pre-determined threshold would come from the Capital Replacement Account with approval from the Village Water Committee and RUWASA District Water Manager.
Operations & Maintenance Schedule
The Operator is responsible for maintaining a record of daily, monthly, and yearly
maintenance and for providing the Village Water Committee and the RUWASA District
Water Manager a report of the prior month’s downtime and maintenance activities no later
than ten days after the end of each month.
The Operator is also responsible for providing access to all data generated by the operations
of the water system to the Village Water Committee and the RUWASA District Water
Manager.
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To ensure tasks are done, the Operator must initial a monthly and annual form (found in
Appendix E) when the task is done. A copy of the initialed form must be provided to the
RUWASA District Water Manager and the Village Water Committee on a monthly basis.
Customer Rights, Engagement, & Reporting Avenues
All water customers should be treated with respect through the use of good language and a
positive attitude.
Tariffs must be prominently displayed at all functional public distribution points.
All customers must be able to file complaints about the water service to the Village Water
Committee and Operator, and the Operator must strive to resolve complaints from
customers within a reasonable time period. The Village Water Committee and the RUWASA
District Water Manager must develop a method by which complaints can be submitted and
resolved.
Any disputes that arise must be brought to the Village Water Committee and Village Council
to be resolved through the village’s existing processes.
Roles and Responsibilities of the RUWASA District Water Manager
Technical Support includes:
responding to the Operator’s requests for technical support and major technical repairs. If
the District Manager is unable to provide the support needed, he or she will have a list of
qualified technicians to call to provide the support needed;
giving the Operator full access to all information, plans, policies, papers, reports and data
that may be necessary or relevant for the Operator to carry out its obligations;
helping the Operator obtain all consents, permits, and licenses required by governmental or
statutory bodies, including itself, under the Laws of Tanzania;
provide Operators with instructions on an approved method for cleaning water storage
tanks and disinfecting boreholes; and
work out the details of the Operator’s compensation in consultation with the Operator,
village leadership, and Village Water Committee.
Monitoring Operations include:
reviewing reports, plans, and data sent by the Operator on operations of the water system;
visiting the water infrastructure and inspecting operations every six months (including audits
of water quality testing);
providing continuous Operator performance monitoring;
providing information on water system performance, including all sensor data, and
operations to the Regional Commissioner and the Ministry of Water; and
reviewing and signing off on monthly and annual O&M tasks to ensure they were done
according to the agreed upon schedule and provide a copy to the Village Water Committee.
Fiscal Oversight include:
monitoring transactions of the Operator’s and Village Water Committee’s bank accounts,
with respect to water system operations; and
reviewing and approving Operator requests for using funds from the Capital Replacement
Account to make major repairs and parts replacement.
Roles and Responsibilities of the Village Water Committee / CBWSO
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Operations Oversight includes:
ensuring adequate and fair water service for its village;
providing oversight of the Operator and monitoring customer satisfaction with water system
operation;
working with the Village Council and the Operator to ensure that water is available from
mutually agreed upon distribution points;
setting the hours during which water will be available at each of the distribution points and
determining the tariff rate. The Village Water Committee should ensure that the input of
those who collect water regularly (usually women) are included in setting the schedule;
providing any security in addition to the installed fencing around water system
infrastructure, in cooperation with the Village Council. Any damages that occur through
theft or vandalism are the responsibility of the Village water committee; and
auditing the performance of the Operator to ensure that:
(1) Weekly deposits are being made into the operating account;
(2) Water meters and pump system sensors are operational to verify production and
revenues;
(3) Routine maintenance is being conducted;
(4) Salaries for water system workers are being paid;
(5) Water points are available to the community;
(6) Pumping system operating time is as agreed; and
(7) Water storage requirements are being met.
Fiscal Oversight and Coordination includes:
setting up the operating account and working with the Operator to determine the dates on
which funds will be transferred to the other accounts;
transferring Operator and attendant stipends at specified intervals;
monitoring transactions and balances in the Operating Account and the Capital Replacement
Account;
reviewing copies of receipts provided by the Operator;
taking the lead in determining how to cover the costs of water consumed by the elderly and
disadvantaged;
coordinating with the national or regional government to ensure that payment for water
distributed at the primary and secondary schools and clinic is provided;
ensuring that major maintenance and new parts for the water infrastructure are requested
and accepted only from the RUWASA District Water Manager; and
reviewing the report provided by the Operator of the prior month’s water production, sales
revenues, expenses, downtime, maintenance activities and all account balances.
Collecting and Communicating Information to the Community and Government includes:
creating awareness in the community on the importance and proper use of clean water;
assisting the Operator and attendants in training customers on how to use the water
system, paying tariffs, and why tariffs are necessary;
explaining to the community/consumers the importance of not causing any damage to the
water infrastructure, works, equipment or components;
informing the Village Council and the community at large when water system problems
occur and advise them of changes in operations;
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sharing information on water system performance and infrastructure expansion with the
village assembly on a quarterly basis;
assisting the Operator with handling customer complaints;
working with the Village Council to support efforts to collect data on performance of the
water system, community attitudes and satisfaction levels, health, sanitation and hygiene,
economic activity, and agricultural practice and production;
communicating information to the government, the RUWASA District Water Manager and
the Operator as it relates to water infrastructure operations and data; and
providing the RUWASA District Water Manager access to view transactions and balances in
the Operating Account and/or Village Water Committee Account.
Shared Responsibilities of the RUWASA District Water Manager and the Village Water Committee/
CBWSO
The RUWASA District Water Manager and the Village Water Committee or CBWSO should work
cooperatively to:
review and approve Operator requests for using funds from the Capital Replacement
Account;
monitor the operations of the water infrastructure to ensure that customers have consistent
and sustainable access to water;
support the Operator in developing an operations and maintenance schedule; and
develop a method by which customer complaints can be submitted and resolved.