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REPORT OF THE PROCESS DOCUMENTATION TRAINING WORKSHOP FOR TECHNICAL STAFF

By:

IMAWESA in collaboration with

RURAL LIVELIHOODS SUPPORT PROGRAMME

(RLSP), MALAWI

1st to 5th OCTOBER 2007

By: Bancy Mati, Alex Malembo, Michael Nyoni and Jeremias Mowo

December 2007

Contact us through: The Programme Manager Improved Management in Eastern & Southern Africa (IMAWESA) ICRISAT Regional Office for East and Southern Africa Room No. F121, ILB Building, ICRAF Complex, United Nations Avenue, Gigiri, P. O. Box 39063-00623, Nairobi, Kenya Tel: +254 20 722 4554 or +254 20 722 4110; Fax: +254 20 722 4001 Email: [email protected]; Website: www.asareca.org/imawesa

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mailto:[email protected]

http://www.asareca.org/imawesa

TABLE OF CONTENTS 1.0 INTRODUCTION ............................................................................................ 1

1.1 Background..................................................................................................................1 1.2 Process Documentation Workshops .............................................................................1

2.0 FEARS, OBJECTIVE AND EXPECTATION ..................................................... 2 2.1 Objectives ....................................................................................................................2 2.2 Expectations .................................................................................................................2 2.3 Fears.............................................................................................................................3 2.4 Norms..........................................................................................................................3

3.0 FIRST PRESENTATION ................................................................................... 4 3.1 The Principles and Steps for Implementing Process Documentation............................4 3.2 Four Major Steps of the PD template:..........................................................................5

3.2.1 Step 1: Prior to any Process Task ...........................................................................5 3.2.3 Step 3: Synthesis of Findings and Insights ...............................................................6 3.2.4 Step 4: Communication of Findings and Insights and Soliciting Feedbacks...............6

4.0 CURRENT SITUATION (THE CONVENTIONAL M&E FOR LSP) ............... 8 4.1 Major Strengths ...........................................................................................................8 4.2 Major Weaknesses Of The Current Practices ...............................................................8 4.3 Recommendations on the Problems Identified .............................................................8

4.4 Mainstreaming Process Documentation in Project Implementation....................... 9 4.4 Enhancing Information Flow & Utilization for AWM .......................................... 9

4.5 Promoting Policy Support for Agricultural Water Management .................................10 5.0 WORKSHOP EVALUATION .......................................................................... 11 6.0 ANNEXES FOR THE REPORT....................................................................... 12

6.1 TYPES of Reports and Contents (Thyolo) .................................................................12 6.2 TYPES of Reports and Contents : Chiradzulu District...............................................13 6.4 District Action Plan ...................................................................................................18 6.5 NSC WAY FORWARD ............................................................................................19 6.6 Process Documentation NSC Workshop Capital Hotel, Lilongwe, MALAWI; 5th

October 2007.............................................................................................................21 6.7 Principal Secretary’s Opening Speech.........................................................................22

7.0 LIST OF PARTICIPANTS ............................................................................... 24

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1.0 INTRODUCTION 1.1 Background The Rural Livelihoods Support Programme (RLSP) is a nine year programme being co-financed by the Government of Malawi and the International Fund for Agricultural Development. The programme is being implemented in three districts of Chiradzulu, Thyolo and Nsanje in the southern part of Malawi. There is a Facilitation Unit with offices located in Blantyre and United Nations Office for Project Services (UNOPS) is the programme’s Cooperating Institution. At the National level it has a National Steering Committee which guides the programme on Government policy. The Programme has developed a lot of partnerships with a number of organizations in dealing with its core issues. These partnerships are with both local as well as international bodies. One of such bodies is Improved Management of Agricultural Water in Eastern and Southern Africa (IMAWESA). This organization deals with agricultural water management. Rural livelihoods programme deals with Agricultural and water management issues as well hence the collaboration with IMAWESA. This has seen the programme benefiting from the collaboration in a number of ways for example invited to a workshop in Mozambique and another one in Uganda on Joint Learning. 1.2 Process Documentation Workshops Rural Livelihoods Support Programme organised process documentation workshops based on the country action plans formulated during the Joint Learning workshop herd in Kampala - Uganda in 2006. These workshops were organised at District and National level. These workshops were sponsored by Improved Management of Agricultural Water (IMAWESA) as part of their support to the country specific workplans on streamlining PD in all the programme funded by IFAD in Eastern and Southern Africa. There were three District workshops and one National Workshop for the National Steering Committee which is like the board of Directors for the Rural Livelihoods Support Programme. The District Workshops were held as follows; Thyolo District 1st October 2007, Chiradzulu District 2nd October 2007, and finally Nsanje District 3rd October 2007. The National Steering Committee Workshop was herd on 5th October 2007. All the District Workshops were officially opened by the District Commissioners while the National Steering Committee Workshop was officially opened by the Secretary for Rural Development Mr. K. Kaphaizi. The workshops run a day each for the District as well as the National one. The workshop programmes are attached as annex 1 and 2 for reference on the details of the workshops. The list of participants is attached to this report as annex 7.0. The District workshops had the participants go through their Objectives, Expectations and Fears for attending the workshop. These have been summarized below for all the three Districts.

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2.0 FEARS, OBJECTIVE AND EXPECTATION The workshop participants had gone through an exercise where they were required to put down what their objectives were for attending the workshop, list down their expectations and also their fears – the things that they would not want to happen during the workshop. The exercise of going through the fears, expectations and objectives was done with the guidance of some questions which are put down in the table below. During the exercise the participants were requested to put down only one item for each of their fears, expectations and Objectives. The participant’s objectives, expectations and fears are summarised below the table of the questions used to generate the listing. 1. What are your objectives for attending the workshop 2. What are your expectations from the workshop? 3. What are your fears? (What should not happen in the workshop? 2.1 Objectives

i. Get oriented on IMAWESA ii. Enhance knowledge on water management iii. Equipped with knowledge and techniques in PD iv. Know about IMAWESA and its affiliations v. Plan for future activities vi. Equip & Add knowledge and experience vii. Develop a consolidated action plan viii. Sustain and give power to the communities on their projects ix. Learn about process documentation x. Learn PD and use it in our daily activities xi. Gain knowledge and skills to enable one work efficiently xii. Know how to record activities and report in proper channels

2.2 Expectations

- Utilize knowledge gained in collecting quality data - Be updated on the PD - new concept - Be a part of the team to go round the VDCs (after training) - Discuss how to document events in the field - Learn more on IMAWESA programmes - Understand PD key points - Learn experiences from other projects - Have practical sessions on PD - Facilitators make the workshop interesting - Trained to keep systematic records - Share knowledge on M & E during PD - Might be a new computer package - Have an improved understanding of management of Agricultural Water

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2.3 Fears

- Participants constantly moving out - No fear - Knocking off very late - May not be able to understand purpose of workshop - Material difficult and too much to cover in one day - Process may fail to trickle down to communities due to lack of support - People may not actively participate. - Failure to attend due to changes in dates - Participation and attendance will it be 100% - What will be the follow up activity - Will there be allowances at the end? - Would language from facilitators be clear? - Will you say or ask something?

2.4 Norms

- Cell phones switched off or on silent during the sessions - No smoking during the sessions - One participant talks at a time - Time keeping at all times

The objectives, expectations and fears show that the participants expected a lot from the IMAWESA workshops and that they wanted to know more about IMAWESA. The above list also shows that there was adequate information relayed to the people that were invited to attend the workshop and that the District members of staff are used to getting allowances, this may be a challenge for the officers commitment to do activities as they only do those activities that are associated with allowances without which they would not be involved.

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3.0 FIRST PRESENTATION By Jeremias Mowo The facilitator was introducing the principles of Process documentation. After going through the principles then the facilitator went on to discuss the steps that ought to be followed when doing the process documentation. This is the process documentation template. The template has four steps that have to be followed. 3.1 The Principles and Steps for Implementing Process Documentation

o Know your end users and their expectations

o Make your information effective, honest, and easy to access

o Establish collaboration and encourage expertise

o Use appropriate tools under different scenarios

o Thoroughness and focus are more important than volumes of details (keep your documents short)

Documentation should be thorough without gathering so much detail that it is hard to see the key themes. Exhaustive descriptive information without synthesis or analysis is likely to frustrate both those creating it and those trying to use it. Both those providing the information and those using it need to distinguish what is most relevant to the process documentation. There are some key words which need to be critically considered when looking at the principles of process documentation and these keys are elaborated below:

Level of Detail: Information should be written at a level of detail that meets the users’ needs, and provides accessibility to more detail if the user needs it.

Poor Usability: Not “fit for use” by process users. Many processes contain mixed information types.

Defined Sequentially: Processes are not novels. Chunking: Information should be grouped into small, manageable units Labelling: A label should be used for each “chunk” of information (people like to find things

quickly). Relevance: All the information in one chunk should relate to one main point based on that

information’s purpose and function for the user. Hierarchy: Small, relevant units of information should be organized into a hierarchy and

labelled Consistency: Wording should be used consistently for similar subject matters, labels,

formatting, etc. Integrated Graphics: Pictures, diagrams, tables, models, etc., should be used as an integral

part of the text.

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Having gone through the principles of documentation, there was now need to go through the steps for process documentation. This has got four steps to be followed. The steps are drawn to ensure that there is; Effective capture of what is taking place in the implementation of projects and, Synthesis and sharing of the generated knowledge the steps are drawn below 3.2 Four Major Steps of the PD template: Step one: Documentation prior to the start of any task Step two: Documentation immediately following the process task Step three: Synthesis of findings and insights Step four: Communication of findings and insights to stakeholders for soliciting feedback These steps are fully described below and that is the process through which the participants went through both at the District as well as at the National Steering Committee workshops. 3.2.1 Step 1: Prior to any Process Task

Document and clearly describe the objective of the activity by answering the question - What is the activity trying to achieve? If the activity is big, record and describe primary and secondary objectives.

Document and describe the approach: - What is it that will be done to achieve the objective?

What steps will be taken? Why were these steps chosen? Who will be involved, and why? 3.2.2 Step 2: Immediately Following the Process Task Update the description of the Approach:

What was actually done? What modifications were made on the approach? If so why? Describe the successes:

What worked well? What indicators were used to measure success? What factors contributed to success?

Successes

On the working of the approach

On actual achievements in the implementation of the activity

Progress Level of awareness / perceptions Decline in dependency Internalization Real benefits accrued Level of knowledge /understanding Level of participation Commitment Contribution (in kind etc) Internalization

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Describe those aspects of the task process that failed: - What were the obstacles that led to failure? Why did they occur?

Describe any insights resulting from the task: - What surprised you when you carried out this

activity? What lessons or insights can be derived from these experiences? Prior to any further activities discuss with key actors main lessons from the task:

What would be done in the same way, and what will be done differently next time? 3.2.3 Step 3: Synthesis of Findings and Insights (By higher level – e.g. PMU or Department) Compile and file reports from several activities over a given period in the form of an executive summary.

What did the team discover about the approaches used in the implementation of activities during the period under review?

What were the major feedbacks from stakeholders involved in the activities – especially with respect to success and failure?

What factors frequently determined success?

What factors frequently determined failures?

Where are the records filed (especially electronically)? Key recommendations on how to improve the overall process and practices as an input to external M&E

What worked well in the process of capturing information?

What did not work well and needs to be adjusted?

What capacity building is needed?

What do we need to do differently in the subsequent reporting periods? 3.2.4 Step 4: Communication of Findings and Insights and Soliciting Feedbacks Communication products should be prepared at useful intervals and in user friendly formats. There is need to think through in terms of how the information should be dispatched. This will depend on the target of the information. This is because each target group has its own interest and therefore the area of emphasis will be different depending on the target group. Examples of communication products

Brief: Informal memos explaining major issues uncovered through documentation activities Periodic summaries of themes or patterns in strategies, actions, and perceptions among core

stakeholder groups and across all major collaborators.

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Examples of communication products

Periodic in-depth examinations of issues that identify potential courses of action A comprehensive annual summary of participants, activities, strategies, accomplishments,

obstacles, progress toward outcome goals etc. Example of PD Soil and Water Conservation Project The first step would be to talk to the people. Make the people aware of the project even if it came from them. This is done to ensure that the people have indeed welcomed the project idea before it can be implemented. It is very important to go through this process as it would allow to have a shared understanding and have their support. There is need to make sure that the approach for the meetings is well developed and well known to all the people that would take part. Here are some of the steps that could be followed to have these meetings done;

- Seek audience with the community leadership - Identify the stakeholders/key players in the activity - Leadership to arrange for a community meeting - Define the role of the community and all stakeholders/key players.

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4.0 CURRENT SITUATION (THE CONVENTIONAL M&E FOR LSP) 4.1 Major Strengths

• Communities scrutinise their problems and prioritise them • Communities identify solutions to the prioritised issues • Communities put these in a physical form – situation maps, draw objective maps to indicate

where they want to be after three years (Normal VAP cycle according to local government) • Communities and District officials draw action plans for the identified micro projects • District Assemblies have a data base and some data available • M&E officers in place at Assembly level • Data entry clerks available in the District assemblies • Implement according to action plans • Communities are trained before they start implementation – financial management, people and

group management etc • Communities come up with monthly reports and also quarterly reports • Review meetings herd at different levels and times • Monthly reports at micro project level, Village level, VDC and ADC level • Monitoring and process documents are available- Visitors books, Minute books, Village Assets

books. 4.2 Major Weaknesses Of The Current Practices

• Inadequate support to the communities to document reports and other documents like minute book and on proper utilisation of the Visitors books

• Refresher programmes not adequately done as these are adults and require constant reminders • Officials rarely utilise the documentation by the communities and therefore the communities

do not see the need for proper and full documentation • Reports usually never submitted in time making effective submissions and planning sometimes

a problem. • Data usually not updated and very limited utilisation of the data • Very little information sharing at the District level • Very limited feedback from Ministry Headquarters and the Sector Heads to their subordinates

4.3 Recommendations on the Problems Identified

• Increase training to the communities on the need to document • Increase monitoring and supervision at all levels and stick to plans made • Enhance the utilisation of the process and monitoring books at all levels • Need for committed work and programmes to serve the deserving targets. • Implementers to stick to action plans

The Workshops had the participants go into groups to discuss the types of reports that they generate and also look at the gaps that are there in the reports that they generate. These are attached as Annexes in the report for each of the Districts. Each District again came up with an action plan to draw actions to be implemented according to the gaps that were identified in the reports generated. The action plans are also attached to the report.

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The National Steering Committee having seen that the Process Documentation is a good tool to ensure enhanced monitoring activities recommended a number of things that need to be done in order to make the process Documentation workable. These are recorded below under the different subtopics. 4.4 Mainstreaming Process Documentation in Project Implementation How to capture the knowledge/documents kept by farmers

• Observations; there is need to make proper observation of what the communities are doing in

order that proper advice is given to them and possibly make better suggestive changes to their way of implementing activities.

• Discussions with the communities would assist quite a lot in changing the mind set of the communities.

• Engage them in meetings. There is need that the programme engages the communities in discussion trying to see how best to do different types of activities

• Regular visits to farmers in their communities. These visits would assist to identify issues before they could get out of hand.

• Collecting reports and minutes of their meetings. There is need to know exactly what they have been discussing during their meetings. Check whether there indeed minutes to their meetings and then check on the resolutions that they agreed upon and see whether they are being implemented or not.

NB: The Documents can be captured as minutes and reports that can be archived or kept at the District Data bank How to make use of these documents/information

• Analysing information and synthesising information captured • make decisions out of the information • share that information with other stakeholders • analyse, interpret and make recommendation for the policy decision and future planning

How the NSC could support RLSP to implement process documentation at all levels

• Provide guidance and feedback • Monitor and make policy decision • Encourage the Programme to include PD as an activity in the annual work plan and budget • Encourage the RLSP to visit the farmers regularly • RLSP should always give feedback to NSC on PD activities • Help to strengthen M&E at the District level especially in participatory monitoring

4.4 Enhancing Information Flow & Utilization for AWM How to identify information gaps

• Uncoordinated implementation of activities, projects or programmes

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• When there is poor communication and feedback • Lack of record keeping • Literature review • Conducting baseline surveys

What we could do to promote knowledge sharing

• Identify lead agency which should coordinate • Identify resources for organising meetings • Enhancing information flow • Promote use of information • Exchange visits by farmers

4.5 Promoting Policy Support for Agricultural Water Management Who are policy makers?

• Senior Government officers (From Directors and above) • Politicians • Traditional leaders

NB: Senior Government Officers would really make a difference, they provide the technical advice What policy issues relating to AWM require urgent action?

• Identifying of lead sectors to anchor the policy • Development of the AWM policy • Harmonisation of other policies • Rainwater harvesting • Water conservation

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5.0 WORKSHOP EVALUATION The National Steering Committee underwent an evaluation of the workshop and the exercise was guided by the four question which are listed below with the summarized evaluations from the members present: 1. State one thing that you liked most. The way Facilitators handled the issues raised The objective of IMAWESA New concept of PD Interactiveness Presentation of the programme 2. State one thing that you disliked most. Time was too limited None Timing (Friday) Time management 3. Describe one key lesson you are taking home. Need for clear policy on AWM Importance of PD in Community AWM being a new concept How records can help in planning and decision making 4. Explain one thing that you will do differently as a result of this workshop. Always record processes not just the results Will always support implementation of PD Sensitise my community on AWM Keep records and share information Need for record keeping

6.0 ANNEXES FOR THE REPORT 6.1 TYPES of Reports and Contents (Thyolo) Organization/project Types of

report Sent to Feedback? Main contents Processes not

recorded Remarks

RLSP Annual NSC & UNOPS Yes Progress Finance

Socio-economic impact

Community Development

Annual Report

Ministry Headquarters/DA

Yes Progress for the year Plan of action

Quantitative data

Quarterly Ministry Headquarters/DA

Yes Progress Challenges Proposed way forward

Socio-economic impact

Monthly Ministry Headquarters/DA

Yes

Agriculture Annual Ministry Headquarters/DA

Yes Progress Finance Challenges

Updates on basic data

Quarterly ADD/DA Progress Finances Plans for the next ¼

Monthly ADD/DA Weather Food situation Inputs status Planned activities

Fortnightly ADD/DA Other Various

Stakeholders

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6.2 TYPES of Reports and Contents : Chiradzulu District Organization/project Types of

report Sent to Main contents Feedback? Do you record

Processes Remarks

Ministry of Labour Monthly Ministry Headquarters District Commissioner

Staff profile Postings District labour issues

Yes Yes eg register and placing job seekers

Quarterly Ministry Headquarters District Commissioner



Annual Ministry Headquarters District Commissioner



Ministry of water and Irrigation

Monthly Regional water Office District Commissioner

Borehole maintenance reports Drilling reports Staff Profile

Yes Yes eg Borehole Inspection

Quarterly Regional water Office District Commissioner

Borehole maintainance reports Drilling reports Staff Profile


Annual Regional water Office District Commissioner

Borehole maintenance reports Drilling reports Staff Profile


RLSP Weekly Chiradzulu District Assembly

Details and Summary of implementation Progress

Yes Yes eg Supervising micro projects,

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Organization/project Types of report

Sent to Main contents Feedback? Do you record Processes

Remarks

Monthly Chiradzulu District Assembly

Performance Assessment Condition of vehicles and equipment

Yes Yes eg Supervising micro projects

Quarterly Chiradzulu District Assembly

Performance Assessment Condition of vehicles and equipment

Yes Yes eg Supervising micro projects

Ministry of Agriculture and Food Security

Fortnightly Blantyre ADD District Commissioner Ministry Headquarters

Weather Condition Crop situation Livestock situation Land Resources Irrigation Staff Profile

No Yes eg undertaking crop estimates exercise

Monthly Blantyre ADD District Commissioner Ministry Headquarters

Weather Condition Crop situation Livestock situation Land Resources Irrigation


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Remarks

Staff Profile Quarterly Blantyre ADD

District Commissioner Ministry Headquarters



Bi-annual Blantyre ADD District Commissioner Ministry Headquarters



Annual Blantyre ADD District Commissioner Ministry Headquarters

Weather Condition Crop situation Livestock situation Land Resources

No Yes eg Collect data for crop situation

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Remarks

Irrigation Extension services Staff Profile

Police Monthly Regional Police Headquarters National Police Headquarters District Commissioner

District Crime Analysis Staff Profile Police Staff Housing

Yes Yes eg registering cases

Lack of transportation Lack of Data capture equipment

Quarterly Regional Police Headquarters National Police Headquarters District Commissioner




Annual Regional Police Headquarters National Police Headquarters District Commissioner




District Assembly Monthly Ministry of Local Government and Rural Development

Sector Summary Reports District consolidated Activity progress report

Yes Yes eg Consolidating district action plan

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Remarks

Ministry of Economic Planning and Development

Quarterly Ministry of Local Government and Rural Development Ministry of Economic Planning and Development

Sector Summary Reports District consolidated Activity progress report Financial reports


Biannual Ministry of Local Government and Rural Development Ministry of Economic Planning and Development



Annual Ministry of Local Government and Rural Development Ministry of Economic Planning and Development



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CHALLENGES AND RECOMMENDATIONS Submission of reports by sectors is untimely. There is need to re-orient sector heads on the importance of timely

Submission of reports for logical decision making by managers at the Assembly. Reports submitted are not comprehensive enough to depict the true reflection in the field. The same orientation of sector

Heads will bridge this gap Lack of action plans and work plans by sectors. There is need for all sectors to produce their annual work plans which

Will be consolidated into a district action /work plan. Problems in data management by sectors for report writing. This problem is adverse in most sectors as sectors do not appreciate the

significance of data for decision making. The same orientation would reverse the development.

6.4 District Action Plan NO ACTIVITY TIME FRAME RESPONSIBLE OFFICER 1 Write Sectors heads on Gaps noted in report writing 9-12th October 2007 District Commissioner 2 Train Sector Heads on data management, work plan/action plan

formulation and report writing 15-19th October 2007 DPD/M&E officer

3 Train Extension workers on data management, work plan formulation

and report writing 22-26th October 2007 DPD/M&E Officer/Sector

Heads 4 Submission of Quarterly, Bi-annual and Annual Work plans 29th October-2nd November 2007 Sector Heads 5 Consolidation of Quarterly, Bi-annual and Annual Work plans 5-9th November 2007 M&E Officer

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6.5 NSC WAY FORWARD

Process Documentation Follow Up Training: MALAWI NSC –Lilongwe, 5th Oct 2007

WAY FORWARD

SNo. Stakeholder

category What they should do Resources required Time-line (Deadline)

1 Farmers Keep records- agricultural activities (Crops, Livestock and Water)

• Stationery- (Pen and Book)

• Capacity building

• Stationery-30th Nov 2007 • Training on PD -start by Jan 2008 • Records by Oct 2008

2 Village Development Committee

• Awareness creation • PD of their activities •

• Stationery • Training

• Stationery-30th Nov 2007 • Training on PD -start by Jan 2008

3 Farmer Extension Workers

• Train farmers on PD • Record processes of the tasks that they are

doing • Planning training exercises/manual • Keep list of trainees

• Funds for transport • Stationery • Allowances

• Stationery-30th Dec 2007 • Training on PD -start by Jan 2008 Records by Oct 2008

4 District Staff • Supervise on PD, analyse and interpret records of VDC, farmers etc maintain data bank, give guidance and report to NSC.

• Periodic visits to farmers • Consolidate district reports • Produce reports to PFU • Distribute materials • Train FEWs • Report on PD to RLSP • Disburse funds


• June 2008 • Nov 2007 • Nov 2008

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SNo. Stakeholder category

do Resources required Time-line (Deadline)What they should

5 RSLP • Provide funding • Training • Record processes • Provide guidance • Facilitate PD • Supervise district staff and farmers on PD • Procure materials • Liaise with policy makers • Consolidate reports • Field visits • Incorporate PD in the Annual work plan and

budget • Write a proposal to NSC on incorporation of PD

• Funds • Stationery • Capacity building

• Nov 2008

5 NSC of RLSP • Provide guidance • Make decisions • Evaluation of PD activities • Approve PD proposal • Approve budget and work plan • Feedback on reports and coordination


Dec 2007

6.6 Process Documentation NSC Workshop Capital Hotel, Lilongwe, MALAWI; 5th October 2007

IMPROVED MANAGEMENT OF AGRICULTURAL WATER IN

EASTERN & SOUTHERN AFRICA (IMAWESA)

Process Documentation Follow up Training

Capital Hotel, Lilongwe, MALAWI; 5th October 2007

Workshop Programme for the National Steering Committee

DATE/ TIME ACTIVITY RESPONSIBLE

08:30 - 09:00 Registration Secretariat

09:00 – 09:15 Introductions & Welcome Alex Malembo

09:15 – 09:30 Current Situation on Process Documentation in Malawi Mike Nyoni

9:30 – 10:00 Enhancing policy support for Agricultural Water Management (AWM)

Prof. B. Mati

10.00-10.05 Invite PS to open the workshop Alex Malembo

10.05 – 10:30 Official Workshop Opening Principal Secretary

10:30 - 11:00 Coffee / tea break ALL

11:00 – 11.30 Overview and importance of Process Documentation Prof. J.G. Mowo

11:30 – 13:00 Group Discussions to cover:

Mainstreaming PD in project implementation Enhancing information flow (and utilization) on AWM Promoting policy support for AWM

All Facilitators

13:00 – 14:00 Lunch break

14:00 – 14:30 Group Reports and Plenary Discussions Mr. Malembo

14:30 – 15.00 Way forward Prof. Mati

15:00 – 15:15 Evaluation of the workshop Mike Nyoni

15:15 – 15.30 Workshop Closure Principal Secretary

15.30 Coffee/Tea Break & Departure All

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6.7 Principal Secretary’s Opening Speech OPENING SPEECH BY K. KAPHAIZI SECRETARY FOR RURAL DEVELOPMENT, AT THE PROCESS DOCUMENTATION WORKSHOP HELD AT CAPITAL HOTEL ON 5TH OCTOBER 2007.

The Programme Manager for Rural Livelihoods Support Programme, Mr. Malembo Facilitators: Professor BANCY MATI – Regional Facilitator for IMAWESA AND

Professor JEREMIAS MOWO - Members of NSC FOR RLSP Distinguished ladies and gentlemen

It is with great pleasure that I am here this morning to open this Process Documentation Workshop organized by Rural Livelihoods Support Programme in conjunction with the Improved Management of Agricultural Water in Eastern and Southern Africa (IMAWESA). Before I go further I would like to welcome our visitors to Malawi and would like you to have a nice stay in the Warm Heart of Africa The objective of the workshop is to promote the culture of documentation and enhance the capacity of the members to promote process documentation in their various projects, departments and Ministries. We are all aware that documentation is very important as a way of keeping records and a tool to monitor whether activities are moving as planned or not. However what is usually missing is the recording of how a particular activity was carried as we are more interested in the results rather than in how something was done to achieve whatever has been achieved. By not doing the record keeping on how something was done there is a lot of information that is lost on the way to the extent that one will not be able to properly identify the lessons that have been generated so far. Process documentation will therefore make this possible and therefore allow the implementers and other stakeholders modify ways of implementing activities depending on the lessons that have been learnt. Process documentation will also allow for better monitoring and evaluation of activities at all the different levels. This would reduce the level of work loads when developing progress reports. This therefore needs to be promoted at all levels and the members of the National Steering Committee can assist in doing that as they are responsible for the various Ministries and Departments represented here. As we are all aware, there has been a shift on Government Development policy framework from Poverty Reduction Strategy to Malawi Growth and Development Strategy. In this Development framework, government priority areas are; agriculture and food security, irrigation, transport and infrastructure, energy generation and supply, integrated rural development and cross cutting issues including HIV/AIDS. Allow me to say here that, if whatever the government is doing is not recorded the country will lose a lot of its information resources and History. All the lessons that would have been generated during the period of the policy’s period, will have been lost and not service the nation.

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For the goals of an institution to be achieved there must be proper records and follow up on issues. Institutional memory should not just be with the people but should also remain behind and for this to happen there must be records available for any other person to read and follow. This calls for process documentation for all the undertakings of any institution. Ladies and gentlemen, process documentation is very crucial because it enhances staff’s skills in communication, progress reporting and monitoring. It is my belief that at the end of this workshop, members of the committee will be able to use the knowledge and skills acquired during this workshop and strive to ensure that the knowledge gained is used to enhance the performance of our different projects, Ministries and Departments. Let me also at this point in time, commend the programme for working with other development partners like IMAWESA who have provided technical and financial support to hold these workshops at the District and the National Steering Committee levels. It is my sincere hope that, the facilitators have developed a programme, which will cover all the key areas in process documentation. There is also need for the facilitators to be flexible and adaptive enough in order to ensure that they ably capture issues in process documentation for Malawi. Let me also take this opportunity to thank the management of Capital Hotel for allowing this workshop to take place in their premises. Lastly, ladies and gentlemen, am sure that the time we will spend here today will be of great benefit to you as individuals, the programme, departments and the Ministries you are representing. I hope everybody will be committed and that the workshop will be taken seriously. I wish to extend the Ministry’s gratitude to IMAWESA for supporting the workshops at District and National level. As a regional organization it is not easy to come with such assistance please if possible continue to assist different stakeholders so that we can enjoy the fruits of this regional body. With these few remarks, I wish to thank you for your attention, and I declare this workshop open. Thank you.

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7.0 LIST OF PARTICIPANTS THYOLO DISTRICT ASSEMBLY NAME POSITION B. MANDERE DISTRICT COMMISSIONER G. MVULA DISTRICT SOCIAL WELFARE OFFICER N. LIMBANI DISTRICT AGRICULTURAL DEVELOPMENT OFFICER L.MLAVIWA DISTRICT FORESTRY OFFICER J.B MANASE DISTRICT LABOUR OFFICER G. MUNTHALI ACTING DISTRICT FISHERIES OFFICER M. BANDA FIELD FACILITATOR I. MOYO FIELD FACILITATOR H. KANTEMBE FIELD FACILITATOR M. MKALAPA DISTRICT FACILITATOR SAUTSO PHIRI M& E ELIDA GANDA RURAL LIVILIHOODS SUPPORT PROGRAMME MAGGIE MEYA COMMUNITY DEVELOPMENT P. MAKAWA AGRICULTURE DALITSO CHANDIRE MINISTRY OF INFORMATION STEVEN PALUMA K. FLETCHER K. MPONDA DIRECTOR OF ADMINISTRATION Chiradzulu District list NAME POSITION ADDRESS

1 J. KANYANGALAZI DISTRICT COMMISSIONER PRIVATE BAG 1, CHIRADZULU 2 S. ZUZE YOUTH OFFICER P.O BOX 413, CHIRADZULU 3 M. MAGOMBO M&E PRIVATE BAG 1, CHIRADZULU 4 A. CHILINGULO DISTRICT FORESTRY OFFICER P.O BOX 31, CHIRADZULU 5 C. NAUNJE DEM P.O BOX 29, CHIRADZULU 6 M. CHANZA DISTRICT LABOUR OFFICER PRIVATE BAG 1, CHIRADZULU 7 P. MALANGO DWO PRIVATE BAG 1, CHIRADZULU 8 P. DANKENI DISTRICT FACILITATOR PRIVATE BAG 1, CHIRADZULU 9 J. KAFWAMBA DOA PRIVATE BAG 1, CHIRADZULU

10 A. CHILONGOZI SNR HRO PRIVATE BAG 1, CHIRADZULU 11 C. CHATHA DISTRICT INFORMATION OFFICER P.O BOX 42, CHIRADZULU 12 C. KAMANGA DPW PRIVATE BAG 1, CHIRADZULU 13 F. NSEREBO POLICE P.O BOX 16, CHIRADZULU 14 M. KALIMBA RURAL LIVILIHOODS SUPPORT PROGRAMME P.O BOX 2603, BLANTYRE 15 J. MAKOKA MINISTRY OF HEALTH P.O BOX 21, CHIRADZULU 16 W.NGARUGWE POLICE P.O BOX 16, CHIRADZULU 17 G. NYIRONGO RURAL LIVILIHOODS SUPPORT PROGRAMME PRIVATE BAG 1, CHIRADZULU 18 B.MWALE RURAL LIVILIHOODS SUPPORT PROGRAMME PRIVATE BAG 1, CHIRADZULU 19 S. PHIRI M&E PRIVATE BAG 1, NSANJE 20 H.TAMBULA MINISTRY OF AGRICULTURE P.O BOX 28, CHIRADZULU 21 D. BULEYA DISTRICT ASSEMBLEY PRIVATE BAG 1, CHIRADZULU 22 L. MAPALO DCDO PRIVATE BAG 1, CHIRADZULU

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Nsanje District List NAME POSITION ADDRESS 1 T. SOLOMONI DISTRICT COMMISSIONER PRIVATE BAG 1, NSANJE 2 D. KAMWANA PARKS AND WILDLIFE OFFICER PRIVATE BAG 1, NSANJE 3 W. MATHUMULA DISTRICT HEALTH OFFICER P.O BOX 30, NSANJE 4 R. CHUNDA DWO PRIVATE BAG 1, NSANJE 5 F. KAMWENGE DISTRICT AIDS COORDINATOR PRIVATE BAG 1, NSANJE 6 H. BANDA FIELD FACILITATOR PRIVATE BAG 1, NSANJE 7 M. KABOTA FIELD FACILITATOR PRIVATE BAG 1, NSANJE 8 H. YOLAMU FIELD FACILITATOR PRIVATE BAG 1, NSANJE 9 V. MTAMBO DISTRICT LABOUR OFFICEER PRIVATE BAG 1, NSANJE

10 K. MWENERA RURAL LIVILIHOODS SUPPORT PROGRAMME P.O BOX 2603, BLANTYRE

11 SAUTSO PHIRI M&E PRIVATE BAG 1, NSANJE 12 M. LOMBE DISTRICT EDUCATION OFFICER P.O BOX 40, NSANJE 13 O.MASEKO DCDO PRIVATE BAG 1, NSANJE 14 W. DONDA ROAD SUPERVISOR PRIVATE BAG 1, NSANJE 15 C. LUHANGA DADO PRIVATE BAG 1, NSANJE 16 W. KULAPANI DPW PRIVATE BAG 1, NSANJE 17 D. BINZI MINISTRY OF AGRICULTURE P.O BOX 35, NSANJE 18 J.OCHUMA VSO/ AGRICULTURE P.O BOX 35, NSANJE 19 A. KASOTE DOA PRIVATE BAG 1, NSANJE

National Steering Committee List NAME POSITION ADDRESS

1 BESTONE CHISAMILE DIRECTOR- MINISTRY OF ENERGY AND MINES

PRIVATE BAG 350, LILONGWE 3

2 K.E. KAPHAIZI PRINCIPAL SECRETARY- MINISTRY OF RURAL DEVELOPMENT P.O BOX 30312, LILONGWE 3

3 LUCKIE SIKWESE DORO- MINISTRY OF RURAL DEVELOPMENT P.O BOX 30312, LILONGWE 3

4 F.SAKALA CRDO-MINISTRY OF RURAL DEVELOPMENT P.O BOX 30312, LILONGWE 3

5 RICHARD CHACHAME CHIEF ECONOMIST- MINISTRY OF RURAL DEVELOPMENT P.O BOX 30312, LILONGWE 3

6 W. CHILONGENI CHRM&D-MINISTRY OF RURAL DEVELOPMENT P.O BOX 30312, LILONGWE 3

7 M. BETHA MINISTRY OF RURAL DEVELOPMENT P.O BOX 30312, LILONGWE 3 8 M.KADZITAYE ECONOMIST- MINISTRY OF AGRICULTURE P.O BOX 30134, LILONGWE 3 9 C.M NYASULU MALGA P.O BOX 2394, LILONGWE

10 SIMON MULUNGU ECONOMIST- MINISTRY OF ECONOMIC PLANNING AND DEV. P.O BOX 30136, LILONGWE 3

11 S. ELISA FINANCIAL ACCOUNTANT- RLSP P.O BOX 2603, BLANTYRE 12 MIKE NYONI MRO- RLSP P.O BOX 2603, BLANTYRE 13 ALEX MALEMBO PROGRAMME MANAGER- RLSP P.O BOX 2603, BLANTYRE 14 HILDA DUNDA ADMINISTRATIVE ASSISTANT- RLSP P.O BOX 2603, BLANTYRE

15 SAUTSO PHIRI M&E OFFICER- MINISTRY OF RURAL DEVELOPMENT PRIVATE BAG 1, NSANJE