quarterly progress report no. 02 - usdp · urban sanitation development program quarterly progress...

QUARTERLY PROGRESS REPORT NO. 02

USDP‐R‐PMU‐10004

April – June 2010

Urban Sanitation Development Program

Quarterly Progress Report No. 02, April‐June 2010

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USDP‐R‐PMU‐10004

QUARTERLY PROGRESS REPORT NO. 02

April – June 2010

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CONTENTS

Table of Contents ........................................................................................................................... i

List of Annexes ................................................................................................................................ i

List of Tables ................................................................................................................................... i

List of Figures .................................................................................................................................. i

Glossary, Acronyms, Abbreviations .................................................................................................. ii

1 INTRODUCTION .................................................................................................................. 1‐1

1.1 Background ............................................................................................................................... 1‐1 1.2 Purpose of the Quarterly Reports ............................................................................................. 1‐2

2 ACTIVITIES AND ACHIEVEMENTS OF THIS PAST QUARTER ................................................... 2‐1

2.1 General progress of PPSP .......................................................................................................... 2‐1 2.2 USDP’s main events and results during the past Quarter ......................................................... 2‐1 2.3 Progress versus specified outputs and tasks ............................................................................. 2‐2

3 PLANNED ACTIVITIES FOR NEXT THREE MONTHS: JULY‐SEPTEMBER 2010............................ 3‐1

3.1 PPSP program ............................................................................................................................ 3‐1 3.2 USDP support for PPSP institutionalization and implementation ............................................. 3‐1 3.3 Quarterly work plans for PPSP and USDP ................................................................................. 3‐7

4 ISSUES AND RECOMMENDATIONS ...................................................................................... 4‐1

5 MANAGEMENT ................................................................................................................... 5‐1

5.1 General ...................................................................................................................................... 5‐1 5.2 Staffing ...................................................................................................................................... 5‐1 5.3 Meetings ................................................................................................................................... 5‐2

6 COLOPHON......................................................................................................................... 6‐1

List of Annexes

Annex 1 Status Report USDP’s Outputs and Deliverables................................................................................... 2 Annex 2 Status Report on Earlier Issues and Recommendations ....................................................................... 6 Annex 3 List of Completed USDP Reports and Documents ............................................................................... 10

List of Tables

Table 2.1 Specific activities of USDP in the reporting period (April‐June 2010) ............................................... 2‐2 Table 3.1 PPSP Program Activities and USDP Support Activities scheduled for next quarter (July‐September 2010) ...................................................................................................................... 3‐3 Table 4.1 Issues and Recommendations ........................................................................................................... 4‐1 Table 5.1 Engagement periods of international consultants in Q2‐2010 ......................................................... 5‐1 Table 5.2 Meetings/Workshops in April – June 2010 in which USDP has participated ..................................... 5‐2

List of Figures

Figure 3.1 Work plan for PPSP .......................................................................................................................... 3‐8 Figure 3.2 Quarterly work plan for USDP ......................................................................................................... 3‐9



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GLOSSARY, ACRONYMS, ABBREVIATIONS

AKKOPSI : Aliansi Kabupaten/Kota Peduli Sanitasi AMPL : Air Minum dan Penyehatan Lingkungan APBD : Anggaran Pendapatan dan Belanja Daerah APBN : Anggaran Pendapatan dan Belanja Negara AusAID : Australian Government’s Overseas Aid Program Bappenas : Badan Perencanaan Pembangunan Nasional CF : City Facilitator DAK : Dana Alokasi Khusus EHRA : Environmental Health Risk Assessment EKN : Embassy of Kingdom of the Netherlands FAQ : Frequently Asked Questions GoI : Government of Indonesia INPRES : Instruksi Presiden (Presidential Instruction) ISSDP : Indonesia Sanitation Sector Development Program KMW : Konsultan Manajemen Wilayah (Regional Management Consultant) Loknas : Lokakarya Nasional (National Workshop) MDGs : Millennium Development Goals MONEV : Monitoring and Evaluation OBA : Output Based Aid Pamsimas : Penyediaan Air Minum dan Sanitasi Berbasis Masyarakat (Community‐Based Water Supply

and Sanitation Program) PF : Provincial Facilitator PHBS : Perilaku Hidup Bersih dan Sehat (Campaign for Clean and Hygienic Behaviour) PIU : Project Implementation Unit PIU‐AE : PIU Advocacy and Empowerment PIU‐IF : PIU Institutional and Finance PIU‐T : PIU‐Technical PM : Program Memorandum PMM : Project Management Manual PMU : Project Management Unit POKJA : Kelompok Kerja PPP : Public Private Partnership PPSP : Program Percepatan Pembangunan Sanitasi (Sanitation Development Acceleration

Program) QA : Quality Assurance Rakernas : Rapat Kerja Nasional RPIJM : Rencana Program Investasi Jangka Menengah (Medium Term Investment Development

Plan) RPJM : Rencana Program Jangka Menengah (Medium Term Development Plan) RPJMN : Rencana Program Jangka Menengah Nasional (National Medium Term Development Plan) Sanimas : Sanitasi Berbasis Masyarakat SC : Steering Committee SSA : Sanitation Supply Assessment SSK : Strategi Sanitasi Kota (City Sanitation Strategy, or CSS) STBM : Sanitasi Total Berbasis Masyarakat TNA : Training Needs Assessment TOR : Terms of Reference TTPS : Tim Teknis Pembangunan Sanitasi UC‐PMU : USDP Cell at PMU UC‐AE : USDP Cell at PIU‐AE UC‐IF : USDP Cell at PIU‐IF UC‐T : USDP Cell at PIU‐T UNICEF : United Nation Children’s Fund USDP : Urban Sanitation Development Program WB : White Book



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1 INTRODUCTION

1.1 Background

Indonesia’s commitment to the MDGs, as well as a World Bank report on the adverse economic impacts of poor sanitation in Indonesia, brought the sector under increased attention of the authorities, although these drivers did not result in increased funding allocations until the current Medium Term National Development Plan. They did, however, contribute to the creation of the Sanitation Technical Team (Tim Teknis Pembangunan Sanitasi, or TTPS), a grouping of 8 Ministries with responsibilities regarding sanitation, with Bappenas as leading Agency. In 2009 TTPS launched a challenging program to scale up and accelerate sanitation planning and investments during the period 2010‐2014: Percepatan Pembangunan Sanitasi Permukiman (Accelerated Sanitation Development for Human Settlements), or PPSP. This program targets 330 cities experiencing sanitation problems and focuses on particular goals to be achieved by 2014.

PPSP provides a framework for all stakeholders in sanitation development (government departments as well as foreign donors and private sector) to align their programs and projects in the tree sub‐sectors with the goals of this national sanitation program. To accelerate urban sanitation improvements and increase the effectiveness of investments in the sector, GoI has decided to encourage all cities to apply a five‐stage process leading to the implementation of an integrated sanitation strategy (Strategi Sanitasi Kota, or SSK). In effect, the availability of an SSK has become a criterion for allocating shares in the GOI’s specific allocation grants to local government (Dana Alokasi Khusus, or DAK).

The role of the USDP will be to facilitate and further strengthen GoI institutions at the national, provincial and, indirectly, at the local level involved in implementing the PPSP. USDP will also support the TTPS with the further development of a national sanitation strategy including convincing national budget holders and international donors to invest in sanitation development based on the integrated plans prepared by the city authorities. As per Administrative Arrangement, USDP will provide technical assistance to the urban component of PPSP.

The USDP Program is a co‐operation between the State Ministry of National Planning (Bappenas), as the lead agency of TTPS, and the Government of the Netherlands represented by the Royal Netherlands Embassy. USDP provides technical assistance to PPSP and its PMU and three PIUs as established by the core ministries of TTPS, i.e. Bappenas and the Ministries of Public Works, Home Affairs and Health. The Program started on February 1, 2010 and will be completed by December 31, 2014.

The context of the USDP is determined by the Government’s Medium Term National Development Plan which is, in effect, reflected in the Roadmap for the “Accelerated of Sanitation Development Program for Human Settlements” (“PPSP”). The PPSP is meant to provide the framework for all interventions in the sanitation sector. The PPSP program will be carried out in the period 2010‐2014.

To date the average allocation of sanitation funds in the local budget (APBD) has never been higher than 1% while less than 0.18% in the provincial budget and 0.036% in the national budget (APBN) respectively, including the funds that are allocated through DAK (specific transfer from national/central government). Notable developments have been the formulation of a policy for community based drinking water and sanitation, the introduction of urban strategic sanitation planning, and piloting approaches such as sanimas and community led total sanitation. As a result, the Ministry of Public Works became active in the sanitation sector through the Community‐Based Water Supply and Sanitation Program (Pamsimas) and the Community‐Based Sanitation Program (Sanimas). The Ministry of Health carried out Community‐Based Total Sanitation (STBM) and conducted Campaigns for Clean and Hygienic Behaviour (PHBS).

In 2007, the National Sanitation Conference‐I agreed on the government’s commitment to develop sanitation in line with the MDGs. The International Year of Sanitation in 2008 was used to increase the awareness and gage the commitment of local government authorities. Subsequently, the issues and targets for future sanitation development were identified and the introduction of an integrated approach of city sanitation planning and development was launched at the Urban Sanitation Convention in April 2009.

The Government set out a number of policies and strategies to overcome various structural constraints in sanitation development. These strategies are stated in the RPJMN 2010‐2014 (5‐Years National Medium Term Development Plan).



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The Government’s 2014 milestones for sanitation development include:

• No open defecation in both urban and rural areas by providing access to off‐site sewerage systems to 10% and to on‐site sewerage facilities to 90% of the population;

• Reduction of waste generation at source, expansion of environmentally sounds solid waste manage‐ment through sanitary or controlled landfills and other safer technologies. These measures would affect 80% of the urban households;

• Reduction of water pounding in 100 flood‐prone cities/regencies with coverage of over 22,500 hectares.

PPSP aims at lifting sanitation conditions in urban and rural areas, in particular for some 330 cities that are faced most seriously with problems in one or several of the sanitation sub‐sectors. PPSP’s integrated sanitation planning and implementation approach is consisting of five more or less subsequent stages and one overall stage, i.e. 1. Awareness rising by Campaigns, Education and Advocacy activities, 2. Institutional and Regulatory Development, 3. Preparation of Strategi Sanitasi Kota (SSK), 4. Preparation of Program Memorandum, and 5. Program Implementation. The overall stage 6 relates to Monitoring, Evaluation and Guidance.

The overall aim of the USDP is to facilitate and support the implementation of PPSP. More specifically, the objectives are to:

1. Develop capacity in the PMU and PIUs responsible for implementing the PPSP in effectively managing the development of the sector together with the stakeholders at the provincial and local levels;

2. Consolidate the SSK approach for use by government facilitators and cities throughout the country, while ensuring that the SSKs address the needs of the poor and underserved citizens;

3. Support the implementation of fundable project proposals following the outcomes of the SSKs.

The USDP consultants will provide technical assistance to the PMU and the PIUs to strengthen their capacity in supporting the provinces and cities with the planning and implementation of sanitation improvements. More specifically, the technical assistance will ensure or support the following main activities:

a) The production and dissemination of technical, financial, administrative and operational guidelines for sanitation planning, program memorandum development and the implementation of sanitation improvement projects;

b) Capacity development and training of TTPS, PMU, PIUs and their facilitators and consultants at central and local government levels, such as for example the “Regional Management Consultants” which will guide and monitor the provincial facilitators and the city facilitators guiding the city working groups in SSK preparation;

c) The establishment of a national monitoring system to track progress in PPSP implementation; d) The organization of a range of national and regional meetings/workshops to exchange lessons learned and

disseminate information; e) The design of a sanitation investment strategy and framework; f) The provision of technical advice and support to a specific number of cities/regencies.

1.2 Purpose of the Quarterly Reports

Quarterly Reports represent one of the reporting mechanisms of USDP. Quarterly Reports describe the progress and achievements of the past three months, and the scheduled services and activities for the next three months, within the context of the Annual Work Plan, each year prepared in December for the next calendar year.

In addition, in each Quarterly Report Issues and Recommendations are presented.

This 2nd Quarterly Report describes the progress of USDP over the period April‐June 2010, the 2nd quarter of 2010, and the scheduled activities for the period July‐September 2010.



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2 ACTIVITIES AND ACHIEVEMENTS OF THIS PAST QUARTER

USDP is providing support services to PPSP. It operates in the context and in conjunction with PPSP. This chapter will therefore start with a section on the activities and achievements of PPSP during the reporting period from the perspective of USDP. PPSP is assumed to produce its own progress reports for the participating Ministries.

2.1 General progress of PPSP

Main activities and achievements of PPSP during the past quarter can be summarized as follows:

1. Monitoring by PMU of the two months special bridging funding, in period April‐May, for facilitators through WSP/Waspola and INDII. WSP/Waspola funded the PFs and INDII the CFs. The latter arrangement followed in principle the OBA‐Approach with rather stiff requirements on the output to be provided by the facilitators after the two months engagement period.

2. Recruitment, selection and contracting of three Consortia of Regional Consultants (“KMW”) by PU for the three PPSP Regions. The contracts were concluded in May and the KMW consortia, also incorporating all facilitators, started operations per 1 June 2010. In the period June‐December assignments and outputs are to be completed which were originally foreseen for the period February‐December 2010.

3. Preparatory activities were undertaken on advocacy, recruitment and selection of cities for Batch C (2011) for the production of White Books and SSKs, as well as of cities for the production of Program Memorandum in 2010‐2011. These preparatory activities included amongst others the formulation of a circular letter and the establishment of a program for a National Workshop (“Rakernas”).

4. A Steering Committee meeting was held on 7th May to discuss the Draft Inception Report of USDP. Following apparent perception issues at PU regarding the nature and extent of USDP’s services further internal follow‐up sessions between PMU‐PIUs and between the relevant Directors (“Echelon 2”) of the principal TTPS member were held. The latter meeting resulted in a plan to write a letter to EKN proposing amendments to USDP’s TOR. To date no such request with supporting amendment propositions has been reported to have been received by EKN.

5. Some additional staffing for PMU and PIUs, except for PIU‐T at PU which is still limited to one part‐time staff member.

6. PMU and PIUs are coordinating particular initiatives in support of PPSP such as development of INPRESS documentation and a Program Management Manual (PMM).

7. Organization and coordination of various events and workshops such as the National Networking Workshop for Cities/Regencies in preparation of their 2011 participation in PPSP (organized by PIU‐AE on 28th April), and the City Sanitation Summit VII in Bukittinggi (organized by AKOPSI, supported by PMU/PIUs and USDP, on 20‐21 May).

2.2 USDP’s main events and results during the past Quarter

The main support services of USDP towards PPSP’s development and implementation in the past quarter can be summarized as follows (for a more detailed listing against outputs and tasks see section 2.3):

1. General guidance and assistance to PMU and PIUs for their further institutionalization, desk‐to‐desk training of PIU‐staff, and support services towards the implementation of PPSP activities such as design and preparation of workshops, development of materials for workshop sessions, and facilitation of plenary and group sessions during workshops.

2. Preparation of various options for support programs, incl. training and coaching, for facilitators and KMW consortia in relation to the ongoing PPSP Stage 3 activities, i.e. establishment of City POKJAs and preparation of White Books.

3. Set‐up and activation of a helpdesk for facilitators and POKJAs where they can raise questions on problems and issues encountered. Questions and answers are coordinated by the small USDP team which seeks guidance and assistance from the various USDP experts and PIU staff for answering questions.



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4. Development of basic documentation for various initiatives such as Circular Letter to Cities/Regencies approached for participation in the PPSP 2011 activities, Guidelines for Cities regarding institutional preparation and budgeting for participation in various PPSP stages, preparation of the INPRES procedures and development of a Program Management Manual.

5. Specific support to the legal registration and further institutionalization of AKKOPSI, as well as assistance to AKKOPSI and Local Governments and City Sanitation POKJAs for Bukittinggi and Tegal regarding the preparation and implementation of the City Sanitation Summit VII in Bukittinggi and the preparation of the City Sanitation Summit VIII in Tegal.

6. Development of Approach and Methodology for the Program Memorandum Stage, including the development of a draft outline of a Program Memorandum document and suggestions for a Pilot Stage. In addition, related activities were undertaken such as initial visits to several cities and review of documents Incl. SSKs and RPIJMs) aimed at getting an overview of plans and short‐listed projects which could be further addressed in the Program Memorandum stage.

7. Various preparatory activities for the roll‐out of the Program Memorandum Stage, such as (i) initial inventory of already available procedures and guidelines related to the planning and implementation of master planning, feasibility studies, procurement and the construction and supervision of sanitation related civil works, and (ii) review of 13 available SSKs on type of listed interventions and cost estimates.

8. Development of the first specific parts of a web‐based Monitoring and Evaluation System to monitor and

consolidate the weekly‐monthly progress of the various activities of the PPSP stages at City, Provincial and National levels, as well as the development of procedures, systems and tools for Quality Assessment of intermediate and final products of various PPSP Stages, in turn enabling and contributing to Quality Assurance.

9. Updating and amending of Inception Report and compilation of first Quarterly Progress Report.

2.3 Progress versus specified outputs and tasks

The progress presented here concerns the activities implemented by USDP in the 2nd quarter of 2010, i.e. April, May and June, 2010. Main activities of PPSP and USDP during this reporting period were presented in the previous sections 2.1. and 2.2.

USDP’s activities in said period are presented in Table 2.1 below in relation to the outputs and tasks defined in the TOR.

Table 2.1 Specific activities of USDP in the reporting period (April‐June 2010)

No.

of

Output

Key Task

USDP Outputs and Key Tasks1

(Terms of Reference USDP)

USDP2

Cell

Team

Program Institutionalization and Implementation3

Activities and Results USDP

1 Output 1

Large numbers of districts/cities are able to develop poor‐inclusive district/city (‐wide) Sanitation Strategies (CSS)

1.T1 Support Government (i.e. TTPS and PMU/PIUs) in annual process of city selection (incl. support to planning and implementation of workshops, roadshows and production of publicity materials)

UC‐AE5 Team‐AE

USDP supported PIU Advocacy & Empowerment (PIU‐AE) in the recruitment and selection process of cities and regencies for the PPSP 2011 program, by giving technical assistance for the road shows and by developing workshop materials for PIU Advocacy and Empowerment.

Some 61 cities/regencies were “recruited” for PPSP 2011, and ultimately 49 cities will have to enroll in



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No.

of

Output

Key Task



USDP2

Cell

Team



the program (the selection process is to be finalized in the next couple of months). PIU‐AE also received assistance in preparing a formal letter to PMU and PIU‐IF regarding the listing of potential cities/regencies for the 2011 program to participate in the National Workshop (Lokakarya Nasional).

1.T2 Review and streamline the CSS process to enable efficient scaling up of the CSS at city level while maintaining quality and local ownership (incl. involvement of Public Works)

UC‐T Team‐SSK Team‐IP (Team SDI)

In 2010, some 41 cities are preparing White Books and SSKs. USDP is giving guidance and assistance to KMWs by administering Q&A through facilitators, reviewing intermediate WB/SSK products, transfer of skills and knowledge, reviewing the outcomes of the MONEV and QA systems. These data are used to further upgrade and streamline processes and procedures at the completion of the 2010 cycle.

A draft document on facilitation design of SSK has been developed. The draft is aimed to streamline the SSK process while SSK approach is replicated in PPSP. The draft is being discussed between PMU and PIUs for peer review.

1.T3 Train PFs/CFs via Training‐of‐Trainers and provide subsequent coaching and facilitation re. planning processes and products. Identify national/regional learning institutions to serve as long‐term resources centre(s) for the training and supply of facilitators.

UC‐IF CBT

Support PMU and PIUs in orientation of PPSP facilitators to upgrade and refresh the knowledge of PPSP facilitators in term of White Book development (in two months bridging phase period).

Provided progress‐monitoring tools as basis for weekly monitoring reporting (held on April 1, 2010 at Hotel Cemara, Jakarta).

1.T4 Provide ongoing guidance and support to CFs and PFs to ensure that CSS are of a high quality, are poor‐inclusive and lead to action plans for pro‐poor investments in priority areas.

UC‐T Team‐SSK Team‐IP CBT

USDP established mentoring teams in the middle of April to support KMWs, PFs and CFs in 3 mentor teams (i.e. Team I (Aceh, Sumatera Utara, Sumatera Barat, Sumatera Selatan), Team II (Banten, Jawa Barat, Jawa Tengah, DIY), Team III (Jawa Timur, Bali, NTB, Kalimantan Barat, Kalimantan Timur, Kalimantan Selatan)).

The Hub/Help‐desk scheme was established in the middle of April 2010 through PPSP hotline email i.e. [email protected]. The Help‐desk function is a communication medium between POKJAs, CFs, PFs and PMU or PIUs to



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No.

of

Output

Key Task



USDP2

Cell

Team



respond to questions from provinces and cities developing White Books and CSSs. POKJAs of cities/regencies and CF/PF have already been using the hotline e‐mail.

Development of White Books is ongoing in 41 Cities/Regencies.

Developed manuals and quality assurance tools for ‘White Book’ and SSK preparation, with particular attention to communication aspects and mainstreaming of poor‐inclusive and gender related issues as well as private‐sector participation (a facilitation on QA tools was conducted on May 18‐19, 2010, both re. process and product).

Finalized QA assessment of White Book for 17 cities/regencies in 6 aspects such as technical, institutional, communication & media, community empowerment (with gender & poor inclusive) & hygiene promotion, financial and Sanitation Supply Assessment (SSA)/PPP.

QA indicators consist of technical, institutional, financial, communication & media, community empowerment (including gender sensitivity and poor inclusive) aspects, private sector partnership aspects and personal hygiene aspects (which describes social and behavioral aspects).

Developed a concept note on the role of the Provincial Working Group, and the Capacity Building Model to be implemented in 6 (six) pilot province working groups.

Facilitated the PIU‐IF in developing the facilitation concept for the Provincial POKJA in channeling Sanitation Support Funds from Province to Cities (ongoing process).

Developed and implemented TNA (Training Needs Assessment) for Provincial POKJA for 15 Provincial POKJAs (from which 6 are to be selected for pilot).

Facilitated Learning Forum on White Book and CSS development for Provinces, Cities/Regencies during CSS VII, Bukittinggi.

Provide coaching clinic of PPSP regarding



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No.

of

Output

Key Task



USDP2

Cell

Team



Stage 3 for CSS VII, Bukittinggi participants.

2 Output 2

Municipalities have access to skilled human resources for sanitation advocacy, planning and the formulation and implementation of technical proposals.

2.T1 Ensure the technical capacity of the PMU/PIUs and of a high quality technical assistance to PFs/CFs and POKJAs including assistance from specialist consultants.

UC‐IF UC‐PMU Team‐IP Team‐SSK Team‐SDI

The PMU organization has been established: a supervisory team consisting of inter‐ministerial staff and a Secretariat of young professionals. Members are qualified and professional, yet routine operations need improvement. Support from USDP Cell at PMU has mainly been directed at higher TTPS levels, including advocacy to highly ranked officials, such as echelon‐2 and echelon‐1 officials.

The PIU Advocacy and Empowerment organization has been established and consists of inter‐ministerial staffs with legal letter from the Director General of the Health Ministry. All members are qualified and professionals from various parts of the Health and Home Affair Ministries. USDP’s support services include advocacy to related government officials and stakeholders.

Contributed to development of “Academic paper” and regulation for the INPRESS (PRESIDENTIAL INSTRUCTION) for PPSP.

USDP has provided three EHRA Specialists (1 Senior Specialist and 2 Junior Specialists) for training and EHRA manual development. EHRA training was facilitated in two batches to members of PIUs and Provincial POKJAs as well as PFs. PMU and PIUs staff were involved in the training as trainees to upgrade their capacity. The 1st batch was facilitated on May 11‐12, 2010. The 2nd batch was facilitated on May 18‐19, 2010.

Regular consultations and support by UC‐T and USDP Team Management to PIU‐T; Participation in meetings, workshop, training events.

UC‐AE contributed to regular PIU‐AE coordination meetings. This has resulted in publication materials that pay adequate



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No.

of

Output

Key Task



USDP2

Cell

Team



attention to community aspects, poor‐inclusive and gender related issues.

Prepared and developed training programs for TTPS, PMU/PIUs, Province, City/Regency and KMW about White Book and City‐wide Sanitation Strategy (CSS). Related draft TOR was finalized and syllabus completed; training events are scheduled for July and August.

Facilitated PIU‐IF in identifying Funding Resources in seven ministries related to PPSP (the facilitation process is still ongoing).

2.T1.1 Create enabling environment through Technical Assistance services (1.1.1‐1.1.6).

All Cells Team‐IP Team‐SSK Team‐SDI

UC‐OMU promoted to hold at least 3 Steering Committee meetings per year in order to direct principal policies and strategies in the implementation of PPSP.

Team SDI ‐> See activities under output 3 and 4.

2.T1.1.1 Community engagement, social equity (poor‐inclusive) and gender‐related issues in the planning process.

UC‐AE Team‐A Team‐SSK

Review of manual for community empowerment with gender & poor inclusive components, in support of the planning process of PPSP (ongoing).

Support (direct and indirect) provided to City/Regency POKJAs by USDP specialists:

- through Helpdesk to more than 10 cities in aspects of White Book preparation

- coached and trained cities in White Book development (i.e; Probolinggo, Mataram, Cirebon, Loksumawe, Aceh Timur, Langsa).

2.T1.1.2 Design of improved wastewater management, drainage, and solid waste management infrastructure and systems, including drafting of technical proposals (Stage 4).

UC‐T Team‐SDI

Team SDI ‐> pending, see activities output 4.

Primary information about Program Memorandum was offered to the cities during the 7th City Sanitation Summit in Bukittinggi, 21‐22 May 2010.

2.T1.1.3 Implementation including procurement and the management of physical works (Stage 5).

UC‐T Team‐SDI

2.T1.1.4 Sanitation advocacy and hygiene promotion, especially the promotion of

UC‐A Team‐A

During City Sanitation Summits USDP implements small pilots of public promotion to local



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No.

of

Output

Key Task



USDP2

Cell

Team



hand‐washing with soap. stakeholders, e.g. in the format of side events during the city sanitation summit VII in Bukittinggi.

One of the side events conducted in Bukittinggi was a “Participatory Campaign of Clean & Healthy Behavior Change”, with involvement of policy decision makers, school students and communities.

2.T1.1.5 Monitoring SSK implementation (Stages 3 and 6).

UC‐PMU Team‐SSK

In the middle of April, a first progress monitoring system was established and started to be implemented as PMU’s monitoring tool, in particular to monitor the establishment of POKJAs and the preparation of White Books (process and product)

In the period April‐June 2010, the progress‐monitoring system was implemented, and the results (weekly reports) consolidated (every Friday); feedback is provided to provinces and cities the following Monday.

2.T1.1.6 Institutional, financial and governance issues related to urban sanitation.

UC‐IF CBT

Assisted PIU‐IF to develop and finalize (i) the draft Surat Edaran (Circular Letter) from the Ministry of Home Affairs to all Cities potentially participating in PPSP, as well as (ii) the TOR for its socialization.

2.T1.2 Provide feedback and guidance on draft ‘White Books’ and CSSs.

UC‐T Team‐SSK

Support PMU in offering facilitation and coaching to Provincial and City POKJAs in Aceh (Kota Loksumawe, Kabupaten Langsa and Kabupaten Aceh Timur) in priority setting (early June 2010).

Supported PMU and PIUs in offering facilitation and coaching to various cities: Mataram, Cirebon, Probolinggo, in terms of Workshop on Sanitation situation assessment and mapping (April 2010).

The ongoing development of the “QA System and Tools” was tested and simulated for the assessment of the quality of the WB for Kota Semarang. Findings and comments on WB Kota Semarang were presented during Public Consultation of WB on June 24, 2010.

All USDP Cells contributed to the Quality Assessment of 16 Draft White Books handed over by TTPS for assessment.



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No.

of

Output

Key Task



USDP2

Cell

Team



2.T1.3 Provide direct TA in the development of project proposals or support to (local) Government appointed consultants de‐veloping master plans.

UC‐T Team‐SDI

2.T1.4 Via PMU and PIUs facilitate the inclusion of any large‐scale technical proposals in Bappenas’ ‘Blue Book’.

UC‐PMU Team SDI

UC‐PMU has reviewed the contents of the existing Blue Book (for familiarization), and UC‐PIU‐T is following up on inclusion of Banda Aceh proposals in Blue Book.

2.T1.5 Play an important role in advocacy and awareness‐raising at all levels of government.

UC‐AE UC‐PMU Team‐AE

UC‐PMU undertook advocacy not only towards Echelon‐2 and Echelon‐1 Officials, but also to the Secretaries General and Ministers of relevant ministries.

Special advocacy is also addressed to the members of AKKOPSI in promoting the mainstreaming of sanitation development among the participants of PPSP.

UC‐PMU and UC‐AE have provided support, a.o. in terms of preparation of programs and presentations, for regional and national workshops such as:

- Rapat Kerja Nasional (National Meeting) for Provincial POKJA’s;

- Lokakarya Nasional (National Workshop) selection new cities/regencies;

- City Sanitation Summit (CSS) in Tegal;

- Konferensi Sanitasi Nasional (National Conference on Sanitation), which is under preparation;

- Rembug Sanitasi Nasional (National Gathering on Sanitation), scheduled for Dec 2010.

2.T1.6 Ensure that CSSs and action plans and proposals pay full attention to: ‘hard’ and ‘soft’ issues affecting progress in urban sanitation, Institutional development, cost recovery, operation and maintenance, community engagement, gender‐related issues, social equity

UC‐T All Cells All Teams

UC‐IF is contributing considerably to the “Guidelines for Local Governments regarding Institutional Preparation and Funding reservation” as part of procedures for participation in PPSP 2011 (ongoing). . The CSS preparation at local government is to be supported by adequate local budget and POKJA. In this context the guidance for establishing a local budget for sanitation development is a very strategic point.



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No.

of

Output

Key Task



USDP2

Cell

Team



through poor‐inclusive planning, pro‐poor investments and hygiene promotion.

2.T2 Assist PMU and PIUs in providing ongoing support and guidance to all cities in PPSP: see 2.T2.1‐2.T2.4.

UC‐PMU Assisted POKJA Advocacy and Health Division‐TTPS and PMU to develop a National Communication Strategy for PPSP, and this is to be followed up by a kind of action support (ongoing).

Assisted PMU to develop Program Management Manual (PMM) for PPSP (ongoing).

Provided inputs for mainstreaming PPSP and securing PPSP budget at local level. The inputs are incorporated into the Decree of the Minister of Home Affairs No. 37/2010 on Guidance for Developing Local Budget in 2011.

Provided inputs for the Letter of the Minister of Home Affairs No. 650/2010 on the implementation of PPSP at local level.

2.T2.1 A dedicated PPSP website. UC‐PMU Team‐AE

A PPSP website has been established; it already plays its role to improve communication among the stakeholders of the PPSP program.

Communication materials, and other documents, are published at the PPSP website.

2.T2.2 Guidance notes, manuals, and other advisory material.

UC‐PMU All Cells

ISSDP’s Guidance Notes, Manuals and Reference Documents are being circulated by TTPS/PMU to all stakeholders; facilitators and POKJAs apply them in the PPSP 2010 program; monitoring of adjustments required in a next edition is ongoing.

UC‐AE produced (draft) guidelines and tool for city/regency POKJAs on communication aspects, poor‐inclusive and gender related issues.

- A draft TOR for Participatory Campaign for Sanitation Awareness, gender & poor inclusive, was prepared.

- A draft TOR for “Upaya merintis pelibatan



2-10

No.

of

Output

Key Task



USDP2

Cell

Team



swasta dalam kampanye” was prepared.

Developed draft Guidelines on Institutional Preparation and Indicative Activities for PPSP Implementation at local level.

2.T2.3 Networking events and national or regional workshops.

UC‐PMU UC‐AE All Cells

Together with TTPS and AKKOPSI, regular events and workshops, incl. related preparatory meetings, have been organized to prepare:

- National Conference on Sanitation once in two years (2011, under planning);

- REMBUG or Sanitation Gathering at national level that will be held in December 2010;

- City Sanitation Summits of AKKOPSI in Bukittinggi (April 2010), Tegal (July 2010) and Kediri (Q4‐2010); in future City Summits will be provided twice in a year at the maximum.

Communications materials have been prepared and distributed for a number of PMU/PIUs training and workshop events, as well as for City Sanitation Summits of AKKOPSI.

Draft TORs were developed for:

- Sanitation Campaign Training for City/Regency POKJAs;

- Communication Strategy Skill Training for PMU & PIUs;

- Seminar & Discussion on Mass Media & Business Sector Involvement.

- Seminar & Discussion on Public‐Private Partnership.

2.T2.4 Ensure close cooperation and good coordination with other projects and programs in the urban sanitation sector.

UC‐PMU All Cells

Based on TTPS policies, USDP has facilitated the incorporation of output of CSS documents produced by other programs and donors to be followed up under the implementation of PPSP.

Participated in meetings and workshops related to sanitation, e.g. participation in



2-11

No.

of

Output

Key Task



USDP2

Cell

Team



Workshop Grand Design of National Program on STBM and Workshop Grand Design of School Sanitation Program.

Developed draft concepts for working groups at local level in the AMPL synergy implementation phase (presented 5th April 2010 and 14th July 2010).

3 Output 3

Quality technical proposals (Program Memorandums), based on poor‐inclusive City Sanitation Strategies, developed and being implemented in at least 30 small‐ to medium‐sized cities, with municipalities playing the lead coordinating role.

3.T1 Provide technical assistance and quality assurance to both locally funded and centrally co‐funded proposals arising from SSKs, and to their implementation.

For works that can be funded by local government from their own resources or through the special allocation budget (DAK), technical preparation and implementation is a local government responsibility. In the case of larger works, these will normally be centrally co‐funded and designed and implemented by MPW.

UC‐T Team‐SDI CBT

Developed approach and methodology (draft) for PM then submitted to PIU‐T for review and comments.

Prepared a detailed implementation schedule for stages 4 and 5 for 2010 and 2011.

Prepared a detailed schedule for PM implementation in 8 cities in 2010‐2011.

Participated in several meetings with TTPS PMU and PIU‐T to discuss the PM stage.

Prepared a Brief on PM, including presentations for general use (for example at CSS Tegal).

3.T2 Ensure that program memoranda are pro‐poor, address the expressed needs of under‐served customers and work towards the national target of eliminating open defecation.

UC‐T Team‐SDI Team‐A

Reviewed available SSKs on possible investment costs for next 4 to 5 years.

Reviewed 8 available SSKs on possible PM costs, for studies and designs, in 2010‐2011 period, based on 5% cost bracket of projected investments for studies and designs.

3.T3 Facilitate small‐scale municipal pilot projects to resolve key challenges identified in SSKs.

UC‐T Team‐SDI

4 Output 4

Technical and administrative guidelines and procedures for the preparation, financing and implementation of urban sanitation investments in small‐ to medium‐sized cities, developed or



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No.

of

Output

Key Task



USDP2

Cell

Team



updated as necessary, are formally adopted and disseminated widely.

4.T1 Ensure that municipalities/provincial Governments have all necessary standard documents for implementation of PPSP Stages: see 4.T1.1 ‐ 4.T1.3.

UC‐T UC‐PMU All Teams CBT

Compiled comprehensive inventory of guidelines and procedures used by PU for PM and Implementation related activities.

Initial set‐up of procedures and guidelines for Master Plans and Feasibility Studies; carried out first inventory and gap analysis; started to develop practical guidelines on Master plans and feasibility Studies for use by city governments.

Assisted PIU‐IF to develop Institutional Guidance for Province, City/Regency POKJAs.

4.T1.1 Standard documents for City Sanitation Planning.

UC‐T Team‐SSK

Posted all (ISSDP) manuals and guidance notes for SSK development on the PPSP website (April 2010).

Distributed complimentary materials on Frequently Asked Questions (FAQ) and PPSP source/reference books to PPSP facilitators and PPSP stakeholders, especially on developing White Book and CSS.

Provided TTPS with ISSDP Manuals and Guidance Notes in a sizeable number of hardcopies. TTPS is distributing those to PPSP stakeholders.

UC‐PMU developed a draft Academic Paper for providing PPSP with INPRES status. Once formalized this will also contribute to further standardization of City Sanitation Planning.

4.T1.2 Standard documents for preparation of technical proposals (program memorandum).

UC‐T Team‐SDI

Team SDI ‐> See output 3.

Scheduled to discuss guidelines for local advocacy and hygiene promotion with PIU‐T (during the next training of SSK development, as part of KMW or training events at regional level, and other proper forums/events).

4.T1.3 Standard documents for procurement and implementation.

UC‐T Team‐SDI

Compiled listing of existing norms, standards and design criteria so as to develop practical guidelines for use by city governments.

4.T2 Provide support in sector financing; see 4.T2.1 ‐ 4.T2.4.

UC‐PMU UC‐IF CBT

Assisted UC‐PMU in updating the estimates for investments as well as operational costs for the overall PPSP program as per PPSP



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No.

of

Output

Key Task



USDP2

Cell

Team



roadmap.

Assisted PIU‐IF for identification of potential funding resources at all TTPS members, as well as related funding mechanism

Organized coordination meeting with TTPS POKJA Finance to discuss the results of the identification initiative.

Assisted PIU‐IF with conducting a Financial Demand Analysis from cities/regencies for CSS implementation, in view of providing a basis for a matching fund from central to district level based on CSS and own financing capacity of cities/regencies.

4.T2.1 Advocate for, and support government in the establishment of operational links between CSS formulation and access to finance for sanitation improvements

UC‐PMU UC‐IF CBT

4.T2.2 Clarify and communicate to local governments the available financing options and mechanisms.

UC‐IF UC‐A CBT

Started the mapping of financing options.

4.T2.3 Advocate for, and support the development of an urban sanitation investment framework at national level.

UC‐PMU UC‐IF

Provided advocacy in support of the financial framework for PPSP’s future INPRES environment (obligation of each level of government to meet the investment needs to be figure out).

Facilitated the PMU in developing the Roadmap PPSP Implementation 2010‐2014 (ongoing process).

4.T2.4 Document and disseminate nationally lessons learned from PPSP implementation and use lessons learned in advocacy to inform strategy and decision making at national level.

UC‐PMU UC‐A CBT

Interim lessons learned from PPSP implementation are being documented for discussion, review and dissemination.



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No.

of

Output

Key Task



USDP2

Cell

Team



5 Output 5

Systems are operational at national, provincial and city level for monitoring the progress of PPSP Implementation and outcome of new (urban sanitation) investments with particular reference to quality and equity

5.T1 Assist with the design of a monitoring framework for PPSP and ensure that lessons learned from the monitoring information are used to inform national strategy and decision making.

UC‐PMU Team‐ME

Initially a spreadsheet‐based MONEV form was developed and distributed to facilitators as tool to collect information on the progress of POKJAs in PPSP Cities/Regencies.

Results of the weekly monitoring are presented to the chairman of PMU as well to the Head of TTPS, Direktur Permukiman, and distributed to the PIUs.

Support was given to develop consolidation report to head of PMU and PIUs.

Supported PMU with implementing a regular feedback mechanism for progress monitoring. The system has now the status as PMU’s monitoring tool, and is currently focusing on establishment of POKJAs and preparation of White Books (process and product).

In period April – June 2010, the monitoring system was further developed; the results (weekly reports) are consolidated every Friday and feedback is provided to provincial and city POKJAs every Monday the week after.

Finalized Draft Instrument for Quality Assessment and Assurance for White Books and CSSs.

5.T2 Monitor the quality of PPSP activities to ensure quality of city planning process, as well as quality of the technical proposals (program memorandums), and the fostering of municipal ownership.

UC‐T UC‐IF All Teams

A spreadsheet‐based MONEV form was distributed to facilitators as a tool to report progress of POKJAs. White Book development started to be monitored from April onwards. Facilitators and/or POKJAs for 41 cities developing WBs report their progress weekly, and results are consolidated by PMU (in practice some problems are encountered as since the start of the KMW contracts the data flows are mainly channeled through KMW and PMU at times receives information late).

Assisted the PIU‐IF to develop tools of Monitoring & Evaluation for Institutional Preparation of city/regency POKJAs.



2-15

No.

of

Output

Key Task



USDP2

Cell

Team



Provided guidance and support to the KMW, PMU, PIU in monitoring PPSP and QA of sanitation strategy. Initial training has been given attended by nearly 20 representatives of KMW. MONEV and QA mechanism were presented.

First versions of QA forms were made available in June and have been tested to assess the quality of Semarang’s White Book. The finalized QA form for WBs has been distributed to all coordinators and WBs of 17 cities were assessed in term of content depth, conformity to outline and ownership.

Prepared first version of CSS QA and distributed to USDP consultants for internal review.

5.T3 Monitor the implementation of the CSS by the cities/regencies for the full range of activities prioritized by the CSS (e.g. including communication campaigns, pilot activities to improve O&M).

UC‐T Team‐SSK Team‐SDI Team‐ME

Supported PMU in implementing progress‐monitoring system; assisted in data consolidation, reporting and feedback to the cities.

A web based MONEV system is established to further facilitate and professionalize municipal sanitation monitoring; now enabling monitoring of progress of White Books and City Sanitation Strategies. The system will gradually be expanded to all PPSP Stages and relevant issues.

5.T4 Monitor the implementation of physical works and the outcome of new investments. (Small‐scale work will generally be managed by the municipality, with larger investments implemented by central government (via MPW).

UC‐T UC‐IF Team‐SDI Team‐ME

5.T5 Establish a system for monitoring of the technical quality of physical works being implemented (under DAK), as well as the effectiveness and equity of benefits related to these works.

Team‐ME UC‐T

Established an approach for involvement of Provincial POKJAs; developed training program plan for Provincial POKJAs in implementing monitoring and evaluation.

1 Outputs, Key Tasks (T) and Deliverables (D) as per USDP TOR relate to USDP support services towards PPSP



2-16

2 Principal Cells and Teams for particular tasks and Deliverables are indicated; in practice other Cells and Teams will also be involved

3 Deliverables relating to Program Implementation are presented in italics 4 Text between squared brackets indicate internal differences in specifications in TOR 5 Abbreviations: UC= USDP Cell; A=Advocacy (at PIU‐AE); E=Empowerment (at PIU‐AE); UC‐AE= USDP Cell at PIU‐AE;

IF=Institutional and Finance (at PIU‐IF); T=Technical (at PIU‐T); KM= Knowledge Management; CBT=Capacity Building and Training; ADV=Advocacy; ME=Monitoring and Evaluation (MONEV); IP= Institutional Preparation; SDI= Studies, Designs, Implementation; QA=Quality Assurance; FIN= Finance



3-1

3 PLANNED ACTIVITIES FOR NEXT THREE MONTHS: JULY‐SEPTEMBER 2010

USDP is providing support services to PPSP. It operates in the context and in conjunction with PPSP. This chapter will therefore start with a section on the planned activities of PPSP during the next three months as perceived by USDP based on discussions with PMU and PIUs. PPSP is assumed to produce its own reports on planned activities as well as work plans to the participating Ministries.

3.1 PPSP program

The activities planned by PMU and PIUs for PPSP for the period July‐September 2010 can be summarized as follows (for a more detailed listing of scheduled activities see Table 3.1):

Regarding PPSP institutionalization:

1. Compilation of PPSP’s Program Management Manual (PMM)

2. Finalization and consolidation of IMPRESS documents and procedures; final endorsement scheduled by end of Q3‐2010

3. Development and dissemination of information; formulation of a knowledge management system

4. Consolidation of collaboration with AKKOPSI

5. Formulation of draft sanitation development policy

6. Development of national strategy (2010) on sanitation communication

7. Promotion of more involvement in sanitation development by private sector and community

8. Establishment and mobilization of potential funding sources for sanitation development

9. Further upgrading and training of staff at PMU and PIUs

Regarding implementation of PPSP Stages:

1. Finalization of recruitment and selection of cities/regencies for PPSP‐2011 program, incl. Circular Letter, Guidelines for Local Governments on POKJA establishment and budgetary reservations, etc.

2. Inventory of needs for new facilitators for PPSP‐2011, incl. recruitment, selection and training

3. Finalization of White Books and compilation of Draft SSKs for Batch B, PPSP‐2010

4. As to Program Memorandum: decisions on approach and methodology, extent of studies and designs and their funding, piloting of PM application, training programming and implementation, and collecting lessons learned

5. Start‐up of Implementation Stage, incl. construction works and non‐technical measures

6. Further development of web‐based Monitoring and Evaluation system for all PPSP Stages and their crucial components for the local, provincial, regional and national levels.

3.2 USDP support for PPSP institutionalization and implementation

In the next quarter the following main support activities are foreseen (for a more detailed listing of scheduled activities see Table 3.1):



3-2

USDP Cell at PMU (Bappenas):

1. Continued regular support, guidance, assistance and suggestions to PMU on PPSP development. 2. Support PMU in developing the criteria for the final selection of Provinces, and Cities/Regencies for PPSP’s

2011 program. 3. Continue developing the Monitoring and Evaluation System for national, provincial, and local government

levels, in joint cooperation with PMU. 4. Develop draft Knowledge Management Strategy and system for TTPS. 5. Finalization of USDP’s Knowledge Management instruments, including a.o. USDP’s internal Sharepoint site

with document management system, and a PPSP website attached to the TTPS Sanitation Portal. Start preparing training programs to ensure utilization of the above tools for mentioned activities.

6. Preparing the TOR for a Knowledge Event on Sanitation Technologies.

USDP Cell at PIU‐AE (Ministry of Health):

1. Preparation and dissemination of Circular Letter. 2. Support to UC‐IF in developing suitable promotional materials (incl. a video program) for participating

ministries and local governments regarding PPSP’s scheduled INPRES Regulation. 3. Preparation and implementation of a Strategic Communication Workshop for Echelons 2 and 3.

USDP Cell at PIU‐IF (Ministry of Home Affairs):

1. Support the preparation and socialization of the “Circular Letter” from MOHA to all Local Governments involved in PPSP, as well as Guidelines informing them about various issues and activities, such as institutional preparation and budget reservation, required for a smooth further expansion of PPSP in the next budgetary cycle.

2. Preparations of separate training programs for staff of PMU‐PIUs and staff of KMWs. 3. Support AKKOPSI for conducting a City Sanitation Summit VIII in Tegal aimed at offering City/Regency POKJAs

comprehensive attention to and understanding of financial sources and mechanisms for the implementation of measures listed in the SSKs (PM and its implementation); in addition, strengthen AKKOPSI institutionally.

4. Support PMU to develop draft of Program Management Manual.

USDP Cell at PIU‐T (Ministry of Public Works):

1. Continued discussions with Directorate of Environmental Sanitation regarding operational PPSP issues, and manning of the PIU‐Technical (to date only one part‐time staff available); assist PPLP and PIU‐T in further internalizing the commitments and requirements from MPW for the successful implementation of PPSP.

2. Prepare a tentative cost estimate of PM preparation for 8 cities on the basis of data provided in available SSKs 3. Prepare a comprehensive technical review of 13 SSKs (11 former ISSDP 1‐2 plus Pekanbaru and Banda Aceh) 4. Provide inputs to upgrade the preparation procedures for the SSK (Stage 3) from the perspective of a smooth

transition to the preparation of the Program Memorandum (Stage 4) 5. Review ISSDP Stage D process and Manual (‘Action Programming”) and initiate further elaboration ands

integration in the PPSP process for Stages 3 and 4. 6. Provide support for the implementation of the Roadshow on Program Memorandum 7. Plan and assist with testing the PM approach, methodology and outline while preparing draft PMs in 3 to 4

pilot cities and expand this exercise to 8 cities (as soon as TTPS and PU have endorsed this) 8. Finalize the Guidelines on Financing Resources 9. Continue the preparation of Guidelines, Procedures and Templates for undertaking Master Panning,

Feasibility Studies and Detailed Engineering Design, including a review and upgrade as necessary of prevailing norms and standards for sanitation infrastructure.

The planned PPSP activities and the USDP support activities during the next quarter (July‐September 2010) are further elaborated in Table 3.1 below.



3-3

Table 3.1 PPSP Program Activities and USDP Support Activities scheduled for next quarter (July‐September 2010)

No.

PPSP Program Activities

Scheduled for next three months

Target Group

USDP Support Activities

through USDP Cells and/or Teams


incl. General Support Services

PMU USDP Cell at PMU (UC‐PMU)

1 Preparation and distribution of Circular Letter from The Minister of Home Affairs, and Guidelines for implementing PPSP program incl. establishment of POKJAs and related budgetary reservations for compilation of White Books and SSKs.

57 to 80 cities and regencies

Supporting PMU and PIU‐IF to prepare the drafts of the Circular Letter and the Guidelines.

2 Conducting of National workshop on the Guidelines for Implementing PPSP program and the development of SSK.

57 to 80 cities and regencies

Supporting the preparation of the workshop, incl. preparation of papers and presentations, and taking part in it.

3 Further development of Monitoring System for the implementation of PPSP.

14 Provinces

63 + 57 Cities and regencies

Assist and support TTPS and PMU in developing and establishing the MONEV System.

4 Dissemination MONEV System for PPSP implementation.

14 Provinces

63 + 57 Cities and regencies

Assist and support TTPS and PMU in providing 3 regional workshops to disseminate the MONEV System.

5 Finalize PPSP Program Management Manual.

Facilitate PMU in developing the PMM for PPSP Implementation 2010‐2014.

Provide inputs for PPSP Program Management Manual based on agreed Table of Contents.

6 Implementation of Training on White Book and SSK development to PMU/PIUs, scheduled at the end of July 2010.

PMU, PIUs, TTPS

Facilitate and train PMU, PIUs and TTPS staff on White Book and SSK development.

7 Assess the quality of 41 White Books, which have been developed by POKJAs .

Municipal POKJAs

Support PMU and PIUs to develop a system for Quality Assessment for White Books and SSKs.

8 Conduct training on White Book and SSK development to Provincial POKJAs.

Provincial POKJAs

Support PMU and PIUs to facilitate and train Provincial POKJAs on White Book and SSK development.



3-4

No.



Target Group





9 Monitor the implementation of the CSS by the cities/regencies for the full range of activities prioritized by the CSS (e.g. including communication campaigns, pilot activities to improve O&M)

Input is foreseen to develop indicators and protocols.

10 Monitor the implementation of physical works and the outcome of new investments. (The municipality will generally manage small‐scale work, with larger investments implemented by central government (via MPW).

Input is foreseen to develop indicators and protocols.

PIU‐AE USDP Cell at PIU‐AE (UC‐AE)

11 Collaborate with AKKOPSI to advocate the improvement of local government awareness to sanitation development

22‐36 cities and regencies

Support AKKOPSI in advocating and facilitating the participating local governments to utilize optimally the AusAID’s grant for funding action plan of SSK and sanitation investment.

12 Assist PIU‐T in developing a PM Information Program to be presented during a City Sanitation Summit or special workshop to facilitate the development of Program Memorandum

21 cities and regencies

Support and facilitate AKKOPSI to present at the CSS‐VIII in Tegal the general set‐up of Program Memorandum, and the channelling of the Infrastructure Enhancement Grant (IEG) from AusAID.

PIU‐IF USDP Cell at PIU‐IF (UC‐IF)

13 Organise the National PPSP Workshop aimed at recruitment and selection of participating cities/regencies for PPSP‐2011, incl. circular letter and Guidelines re. POKJA establishment and related budgetary reservations (scheduled for 6th August 2010)

Local Secretary and Legislative in Province and Regency/City Level

PMU and PIU TTPS and TPPAMS

Develop draft Guidelines on Institutional Preparation and Indicative Activities for PPSP Implementation at Local Level.

Give financial support for the National Workshop of PPSP Implementation at Local Level.

Support PIU‐IF in technical preparation of the National Workshop.

14 Develop the Presidential Instruction on PPSP as National Program

All the related ministries

TPPAMS, TTPS, PMU and PIUs

Develop the academic paper on the Presidential Instruction on PPSP as National Program.

Develop inputs for draft Presidential Instruction on PPSP as National Program.

Facilitate PIU‐IF in handling the workshop



3-5

No.



Target Group





All the Governors, Majors

on development the Presidential Instruction on PPSP as National Program that will be held on 18th – 20th August 2010.

15 Develop the MONEV system to monitor the development of the Provincial POKJAs.

Facilitate PIU‐IF in identifying the inputs of related ministries, PMU and other PIUs, with regard to the development of the Provincial POKJAs as well as regarding the related MONEV system.

Develop draft indicators for the MONEV system monitoring the development of the Provincial POKJAs.

16 Facilitate the process of institutional development at local level.

Facilitate PIU‐IF in developing the facilitation profile for Provincial POKJAs concerning channelling Sanitation Support Funds from Provinces to Cities.

Finalize concept note on the Role of Provincial POKJAs, and the Capacity Building Model to be implemented in 6 (six) pilot province working groups.

Try out and testing of the model in the 6 (six) pilot Provincial POKJAs through the following activities:

- Develop the instrument for capacity assessment of Provincial POKJAs.

- Hold serial thematic mini workshops with the 6 (six) pilot Provincial POKJAs. The themes of the workshop would be on organizing, communication, and monitoring and evaluating skills.

PIU‐T USDP Cell at PIU‐T (UC‐T)

17 Training/Orientation on SSK development for 3 KMWs (KMW I in Medan, KMW II in Jakarta, KMW III in Banjarmasin), will be held on July ‐ August 2010.

KMWs Experts

Support PIU‐T in implementing the training/ orientation of SSK to 3 KMWs.

18 Preparation for tender activities in recruiting KMWs (including CFs and PFs) for multiyear operation by the end of August 2010

PIU Technical

Review original TOR for KMWs and provide inputs to PIU‐T in preparing tender activities for the tender process for multiyear KMWs recruitment (including CFs and PFs recruitment).

19 Refreshment training for CFs and PFs on SSK development, in the 2nd week of August 2010.

CFs and PFs Support PIU‐T in facilitating and training the PFs and CFs regarding SSK refreshment training.



3-6

No.



Target Group





20 Workshop on system selection and technology options of sanitation (scheduled at the end of August 2010).

Provincial and Municipal POKJAs, PMU and PIUs

Support PIU‐T in facilitating and implementing the workshop on sanitation system selection and technology options.

21 Facilitate the cities in developing White Books (ongoing support)

Municipal POKJAs, CFs and PFs

Provide inputs and comments and answers/responses through the helpdesk mechanism. (Operate and consolidate the Helpdesk system).

22 Preparation of Legal form of PPSP as National Program (INPRES)

330 cities and regencies

Support TTPS and PMU in the preparation of the Academic Paper regarding the Presidential Instruction (INPRES).

23 Conduct National Workshop to disseminate INPRES for PN‐PPSP to participating Ministries and Local Governments

8 Ministries, 33 provinces, 330 cities and regencies

Support TTPS and PMU in preparing a National Workshop on disseminating INPRESS for PN‐PPSP.

24 Provide guidance and support to PMU and PIUs in implementing QA monitoring of City Sanitation Strategies.

Contribute to training programmes on specific issues related to the role of the Provincial POKJAs in the MONEV monitoring system.

Contribute to training on web‐based MONEV for City/Regency POKJAs.

Assist PMU in consolidating web‐based MONEV implementation.

25 Provide guidance and support to the KMW in developing QA work plan for cities and provinces

Support refreshment training for KMW, PF and CF with regard to SSK progress monitoring and QA of SSK document.

26 Provide guidance and support to the KMW in monitoring PPSP implementation progress.

Regular coordination with KMW in monitoring progress.

Collect inputs from PMU and PIUs in using web based MONEV.

27 Provide guidance and support to the KMW in consolidating monitoring results with PMU and PIUs.

Regular coordination with KMW in monitoring progress.

28 Provide guidance and support to the PMU and PIUs in interpretation of monitoring results of PPSP implementation.

Assist PMU in developing web based MONEV.

Collect feedback from various PMU and PIUs in using web based MONEV.



3-7

3.3 Quarterly work plans for PPSP and USDP

The quarterly work plan for the period July‐September 2010 for PPSP, as prepared by USDP for the PMU and PIUs, is presented in Figure 3.1. The quarterly work plan for USDP for the period July‐September 2010 is presented in Figure 3.2.



3-8

Figure 3.1 Work plan for PPSP



3-9

Figure 3.2 Quarterly work plan for USDP



4-1

4 ISSUES AND RECOMMENDATIONS

Main issues that have developed during the past quarter are presented in Table 4.1. The issues and recommendations reported in QPR‐1 are now presented in Attachment 1 to this report, together with their current status as far as known to us.

Several of those issues, amongst others QRP1‐13/14/15 have today still the same crucial importance to the success of PPSP.

Table 4.1 Issues and Recommendations

No Issues Recommendation Main Actors

TTPS and member Ministries

1 Improvement of coordination between TTPS, PMU and PIUs, as well as with USDP team.

Regular meetings between said stakeholders with a formal and clear Agendas and Minutes of the coordination meeting.

TTPS PMU USDP

2 Mainstreaming PPSP in a legal format under INPRES.

Setting up special Steering Committee meeting. SC TTPS

3 Overall Monitoring System development should be guided by proper PPSP Stakeholder.

The involvement of POKJA MONEV at MPW should be more pro‐active.

TTPS

4 Decision of TTPS on possibly desired adjustments to USDP’s TOR.

If adjustments are deemed necessary, then desired adjustments are to be specified and formulated by TTPS, followed by consultations with EKN. Those adjustments should be formulated as soon as possible in order to prevent further loss of time in the tight PPSP schedules, and to foster the implementation of PPSP’s Program Memorandum.

SC TTPS

5 PIUs, in particular PIU‐T, have limited staff (or Consultants) to support PPSP implementation.

Pressure from TTPS to all involved ministries to fulfill obligations with sufficient staff (if required supported by consultants) in support of PPSP implementation.

TTPS PMU PU

Program Management Unit (PMU)

6 Development of PMM of PPSP.

Establish a procedure and division of tasks between PMU/PIUs and USDP; USDP can take care of most of the write up, but essentials of PMM components are to be formulated in consultations with PMU and PIUs.

PMU USDP

7 PMU and its Secretariat, having limited capacity, may make more efficient use USDP consultants.

Regular consultations between PMU Management and USDP Management on the required support services; USDP will step up support services whenever required and fitting with available capacity and resources.

PMU Man. USDP Man.

8 Communication mechanism between PMU/PIUs and Provincial and Cities/Regencies POKJAs is still unclear.

Activate the PPSP Mailing List or Email Account for all POKJAs.

PMU and PIUs

9 Coordination and Working Mechanism between PMU and PIUs is still unclear.

Accelerate finalization of PMM. PMU and PIUs

10 USDP Staff observe that KMW consultants need more training in order to prevent that valuable time and resources are lost in “re‐inventing the wheel”.

Considering quality of intermediate products to date and the limited time available for “learning by doing”, USDP has proposed at several occasions that KMW and facilitators shall be called together more often for consultations and additional training. USDP can provide required training and coaching.

PMU PIU‐T



4-2


Availability of ISSDP Manuals and Guidelines itself does not guarantee their proper and successful application. Need for more training is also expressed by KMWs.

Program Implementation Units (PIUs)

11 Insufficiently defined MONEV and QA mechanisms between PMU‐PIUs, KMWs and facilitators. At the moment PMU has not the full information about progress and achievements of White Book development and QA results at its disposal. Communication on these data now flows from facilitators to KMWs.

PMU‐PIUs need to develop proper coordination and communication mechanisms between all parties in more detail.

PIU‐T PMU PIUs

12 Some facilitators do not communicate adequately with PMU upon request.

Patterns of formal and operational communication lines between stakeholders to be defined (also to be included in PMM)

PMU PIU‐T

13 Level of understanding on PPSP in PIU‐IF is limited to management of PIU‐IF.

PIU‐IF management needs to inform and empower the human resources of PIU‐IF in terms of Institutional, Capacity Building and Financial issues and skills in PPSP context.

The UC‐Team CBT needs to formulate specific method to accelerate the empowerment of PIU‐IF staff.

PIU‐IF UC‐Team CBT

USDP

14 Getting the same perception of the USDP ToR and its adjustments (if required).

Special road show to all POKJAs of TTPS. USDP Management PMU/PIUs

15 Split between executing (PMU/PIUs) and supporting (USDP) tasks is sometimes not so clear; requires regular consultations.

Coordinators should have regular consultations to clarify USDP position and prevent misunderstandings; this is part of the dynamics of the different roles.

USDP Management

16 Mechanism of financial support from USDP to PPSP (as event execution) needs to be agreed.

Standard mechanism should be clarified. USDP Management



5-1

5 MANAGEMENT

5.1 General

Staff engagement of USDP, in particular with regard to long‐term staff, is essentially in accordance with planning and budget. Some positions are not yet filled or open again due to early departures, such as the senior communications expert Farah Amini who has chosen to join the World Bank per early May. These positions will be reviewed and possibly be filled again once the position with PU regarding Program Memorandum and related USDP services will have been sorted out.

Procurement of hardware and software for USDP’s internet services, Sharepoint and Intranet, as well as the related installation, were completed by 1st June. By that date all necessary transfers from ISSDP environment to USDP environment were completed.

It is expected that the coordination and cooperation between PPSP and USDP will benefit considerably if PMU and USDP will start up regular joint management meetings and consultations to review together the issues needing urgent attention as well as to define remedial measures. To date several request and suggestions from USDP to this extent have remained unanswered. Similarly the cooperation will benefit if the Executive Authority will speed up the formal installation of the Technical Team as defined in the Administrative Arrangement. To date no developments can be reported on this.

5.2 Staffing

The overview of mobilization and demobilization of international Consultants, during the period of April, May and June 2010, is presented in Table 5.1.

Table 5.1 Engagement periods of international consultants in Q2‐2010

# Name Position Firm

Assignment

Start End

1 Jan Oomen Project Manager DHV 08 Mar 2010 12 Apr 2010 22 Apr 2010 08 May 2010

18 May 2010 2 John de Bresser Capacity Building

Specialist DHV 15 Apr 2010 05 May 2010

3 Rik Dierx Water and Sanitation Specialist

DHV 29 Mar 2010 22 Apr 2010

4 Mees van Krimpen Environmental and Sanitation Engineer

DHV 01 Feb 2010 03 Jun 2010 18 Jun 2010

5 Jan Kraaij DED Witteveen + Bos 29 Mar 2010 09 April 2010 21 Jun 2010 16 Jul 2010

6 Cees Keetelaar Sewerage Specialist

DHV 22 Mar 2010 23 April 2010

7 Michael van de Watering Master Planning Royal Haskoning

04 May 2010 31 May 2010 02 Jun 2010 30 Jun 2010



5-2

5.3 Meetings

An overview of the most relevant Meetings and Workshops to which USDP has contributed is presented in Table 5.2 below.

Table 5.2 Meetings/Workshops in April – June 2010 in which USDP has participated

# Date Meeting Location

April 1 7 April 2010 Preparation of AusAID Grant Program for

Sanitation and Waste Sector Setditjen Cipta Karya’s Meeting Room

2 8 April 2010

Website Update TTPS Secretariat’s Meeting Room

3 8 April 2010

Preparation for City Sanitation Summit VII, Bukitinggi

TTPS Secretariat’s Meeting Room

4 8 April 2010

Change of White Book Guidance TTPS Secretariat’s Meeting Room

5 8 April 2010

Preparation of AusAID Grant Program for Sanitation and Waste Sector

Setditjen Cipta Karya’s Meeting Room

6 12 April 2010 Draft Inception Report Preparation TTPS Secretariat’s Meeting Room

7 13 April 2010 Development of National Central Information (PIN – Pusat Informasi Nasional) AMPL

Akmani Hotel

8 14 April 2010 Advocacy Meeting of PPSP Planning Bappeda Kota Mataram’s Meeting Room

9 15 April 2010 POKJA Kota Bekasi Program Dissimilation and Consolidation

Bappeda Kota Bekasi’s Meeting Room

10 15 April 2010 Continuation of discussion AMPL synergy and explanation about RISPAM


11 15 April 2010 Preparation of Program Memorandum PIU PU’s Meeting Room 12 21 April 2010 Monitoring and Evaluasi White Book Developing TTPS Secretariat’s Meeting

Room 13 27 April 2010

Preparation of Cities and Regencies Networking National Workshop


14 28 April 2010 Cities and Regencies Networking National Workshop

Grand Alia Hotel

May 15 7 May 2010 TTPS Steering Committee meeting to discuss the

Draft Inception Report Grand Mahakam Hotel

16 10 May 2010 TTPS POKJA Financial Sector Coordination Meeting


17 20‐21 May 2010 City Sanitation Summit VII Auditorium of Bung Hatta Library, Bukittinggi

18 24 May 2010 PMU‐PIU PPSP Consolidation Meeting TTPS Secretariat’s Meeting Room

19 25 May 2010 PMU‐PIU PPSP Consolidation Meeting Regarding PPSP City/Regency Networking for 2011


20 26 May 2010 Program Memorandum PIU PU’s Meeting Room 21 26 May 2010 Review on Development and Activities

Implementation, Formalization of Jejaring AMPL’s Working Plan


June 22 1 June 2010 Coordination and Evaluation of PPSP Program

Implementation Bappeda Propinsi Jawa Timur’s Meeting Room

23 1 June 2010 PMU and PIU PPSP Coordination on Program Memorandum formalization

Dit PPLP’s Meeting Room

24 8 June 2010 PPSP UPP Advocacy Coordination Meeting D Building 4th floor. Ditjen PP & PL’s Meeting Room

25 9 June 2010 Socialization on Circular Letter of Ministry of Kaca Building 2nd floor, Ditjen



5-3

# Date Meeting Location

Home Affair and Workshop of Financial Aspect on City Sanitation Summit VIII, Tegal

Bina Pembangunan Daerah’s Meeting Room

26 14 June 2010 Essentials of USDP’s role in Program Memorandum

PIU PU’s Meeting Room

27 16 June 2010 City Sanitation Summit VIII, Tegal preparation with AKOPSI


28 18 June 2010 Internal Preparation for KMW’s Training PIU PU’s Meeting Room 29 18 June 2010 USDP Support for CSS VIII, Tegal Preparation

Meeting. Consolidation materials of TTPS, AKOPSI and PMU‐PIUs


30 28 June 2010 TTPS and PMU‐PIU Consolidation due to Socialization on Circular Letter of Ministry of Home Affair

Praja Bakti 2, 2nd floor, Ditjen Bina Pembangunan Daerah

31 29 June 2010 Discussion on Training Implementation of White Book and SSK Formalization for PMU‐PIU


32 30 June 2010 Grand Design of School Sanitation Development Workshop

Manhattan Hotel



6-1

6 COLOPHON

This document was produced by the Urban Sanitation Development Program (USDP). USDP provides Technical Assistance to the ‘Accelerated Sanitation Development for Human Settlements” Program (PPSP), a Government of Indonesia Program implemented by the TTPS, a sanitation‐oriented collaborative program between eight Ministries, with Bappenas as lead agency. PPSP is implemented through a PMU at Bappenas and three PIUs at the Ministries of Health, Home Affairs and Public Works. USDP’s services focus on facilitation and capacity building and training targeting the principle stakeholders and actors in the PPSP Program. USDP is funded by the Embassy of the Kingdom of the Netherlands.

DHV BV in association with PT Mitra Lingkungan Dutaconsult, Royal Haskoning Indonesia, Witteveen + Bos Indonesia, MottMacDonald Indonesia, IRC International Water and Sanitation Centre and PEM have been contracted to provided a range of technical services in support of the implementation of PPSP.

Your letters, e‐mails, enquiries can be forwarded to:

Urban Sanitation Development Program (USDP)

Jl. R.P. Soeroso No. 50, Gondangdia Jakarta 10350, Indonesia Phone: (62‐21) 319 35312, 319 31013, 237 28748 Fax: (62‐21) 392 4113 Email: [email protected]

For information, please also check our website: www.sanitasi.or.id

Client : Embassy of Kingdom of the Netherland, TTPS – Bappenas

Project : Urban Sanitation Development Program

Length of report : 48 Pages Including Annexes

Author : USDP Management Team

Project Manager : Jan Oomen

Project Director : Paul van Ruiten

Date : 27 August 2010

Report Status : Final

Urban Sanitation Development Program Quarterly Progress Report No. 02, April‐June 2010

1

ANNEX 1

Status Rep

ort U

SDP’s Outpu

ts and

Deliverables


2

Annex 1 Status Report USDP’s Outputs and Deliverables1

No.

Output

Deliverable

USDP Outputs and Deliverables


USDP

Cell

Team

Program Institutionalization and Implementation

Status of Outputs/Deliverables

1

Output 1

Large numbers of districts/cities are able to develop poor‐inclusive district/city (‐wide) Sanitation Strategies (CSS)

1.D1 Four annual city selection processes facilitated (number of cities selected per year to be confirmed by PMU and PIU Ministry of Public Works).

UC‐A Team‐A

1.D2 At least 40 provincial/city facilitators trained and deployed by 2014, and provide ongoing technical support and guidance.

CBT UC‐T Team‐SSK (Team‐SDI)

1.D3 By mid‐term review (early in 2012), at least 48 cities mobilised and developing SSKs.

Team‐IP Team‐SSK

1.D4 By mid term review at least 16 cities have completed SSKs and at least 32 have completed White Books.

Team‐SSK

1.D5 By 2014, at least 32 SSKs formally adopted, with implementation under‐way.

Team‐SSK Team‐SDI

1.D6 By mid term in at least 6 Provinces with more than 4 cities each, a Provincial POKJA is functioning to support the scaling up of the approach in the remaining cities, and in monitoring progress.

UC‐IF Team‐SSK

2

Output 2

Municipalities have access to skilled human resources for sanitation advocacy, planning and the formulation and implementation of technical proposals.

2.D2 By the end of Year 1, PPSP website operational and regularly updated, and providing relevant information and guidance to participating cities.

UC‐PMU

2.D3 By Mid‐term, 48 [80] cities receive regular (at least bi‐monthly) support and guidance from institutional, technical, financial and hygiene promotion specialists

Team‐SSK Team‐SDI Team‐A CBT

2.D4 By mid‐term at least four national/regional workshops have been held for networking, lesson learning and/or dissemination of

UC‐PMU Team‐A All Cells


3

information and guidance materials.

2.D5 SSKs from targeted cities are poor‐inclusive.

Team‐SSK

2.D6 SSKs contain not only sound technical analysis of sanitation needs and priorities, but also address the financial, institutional, social and behavioural aspects of urban sanitation development.

Team‐SSK CBT

3

Output 3

Quality technical proposals (Program Memorandums), based on poor‐inclusive City Sanitation Strategies, developed and being implemented in at least 30 small‐ to medium‐sized cities, with municipalities playing the lead coordinating role.

3.D1 By Mid‐term, 16 cities have developed technically sound memorandum/funding proposals based on their SSK.

UC‐T Team‐SDI

3.D2 All proposals are realistic in terms of available technical and financial resources.

UC‐T UC‐IF Team‐SDI

3.D3 All proposals include measures to address the needs of low‐income households.

UC‐T Team‐SDI Team‐A

3.D4 All proposals are technically sound and sufficiently detailed for procurement purposes.

UC‐T Team‐SDI

4

Output 4

Technical and administrative guidelines and procedures for the preparation, financing and implementation of urban sanitation investments in small‐ to medium‐sized cities, developed or updated as necessary, are formally adopted and disseminated widely.

4.D1 By end of inception (3 months), priority list of technical and operational guidance material agreed with TPPS and the three PIUs (see also 4. D2).

UC‐PMU All Cells All Teams

4.D2 Provisional list of documents to be produced and disseminated by Mid‐Term: see 4.D2.1 ‐ 4D2.7.

UC‐PMU All Cells All Teams

4.D2.1 Guidelines on local advocacy and hygiene promotion.

UC‐A Team‐A

4.D2.2 Updates to the existing SSK development manual(s).

UC‐T Team‐SSK

4.D2.3 Standard design and Cost criteria. UC‐T Team‐SDI

4.D2.4 Standard requests for Proposals, Terms of References, and Contract

UC‐T Team‐SDI


4

1 Final format of Status Report under development

Documents.

4.D2.5 Guidance on tenders and evaluation. UC‐T Team‐SDI

4.D2.6 Guidance on Public‐Private partnerships.

UC‐A Team‐A

4.D2.7 Quality Assurance Systems for Proposal (Program Memorandum) development and implementation.

UC‐PMU Team‐ME

4.D3 By Mid‐Term, available financing options and mechanisms clarified and communicated to provincial governments and cities

UC‐IF CBT

4.D4 By Mid‐Term, interim lessons learned from PPSP implementation documented and disseminated widely.

UC‐PMU Team‐A CBT

5

Output 5

Systems are operational at national, provincial and city level for monitoring the progress of PPSP Implementation and outcome of new (urban sanitation) investments with particular reference to quality and equity

5.D1 PPSP monitoring system operational at national, provincial, city/district level by end Year 1 (2010).

UC‐PMU Team‐ME All Teams

5.D2 Quality assurance system in place for SSK formulation and technical proposals by end of Year one (2010).

Team‐SSK Team‐SDI Team‐ME

5.D3 Municipal sanitation monitoring systems operational in at least 32 cities by Mid‐Term.

UC‐PMU Team‐ME

5.D4 Technical monitoring of investments under “DAK” established at national and local levels by Mid‐Term.

UC‐IF Team‐ME CBT

5.D5 Provincial sanitation monitoring systems operational in at least 8 provinces by Mid‐Term; system based on national SPMs and systems developed under ISSDP QA system applied in cities and provinces.

UC‐PMU Team‐ME CBT


5

ANNEX 2

Status Rep

ort o

n Earlier Issues and

Recom

men

datio

ns


6

Annex 2 Status Report on Earlier Issues and Recommendations


Status

TTPS and member Ministries QPR1‐1 Ministerial Decrees re.

establishment and staffing of PMU and PIUs may need to be reviewed and updated to answer to current views on their roles, tasks and responsibilities

Updates to be prepared TTPS PMU

?

QPR1‐2 Define operational framework for Program Memorandum: methodologies re. studies and designs, division of tasks between central and local government, guidelines on funding, role and status of POKJA’s, need for facilitators

Develop one or more approaches and undertake pilots

TTPS PMU USDP

No progress

QPR1‐3 Lack of information and understanding re. Administrative Arrangements for USDP between Bappenas and the Embassy of the Kingdom of the Netherlands, and the contract between the Netherlands Embassy and the Consultants Consortium

All relevant Arrangements re. USDP between Bappenas, the Embassy of the Kingdom of the Netherlands (EKN), and the Consultants Consortium need to be shared by TTPS/PMU with the Ministries participating in PPSP

Bappenas TTPS PMU

Relevant copies handed over to TTPS/PMU; no feedback re. distribution

QPR1‐4 Formal status and ownership of “SSK Methodology”

SSK concept plays an important role in PPSP. The formal status, required contents, quality, endorsement, and ownership of the “SSK Methodology” need to be formally regulated between TTPS members

TTPS (USDP)

?

Program Management Unit (PMU)

QPR1‐5 Roadmap, specifying PPSP targets only, needs to be expanded with “Who”, “When”, “How” documentation

Preparation of a comprehensive Program Management Manual (PMM), to be prepared in close cooperation between TTPS and PMU with support from USDP

TTPS PMU USDP

Table of Contents approved; TTPS/PMU have no capacity; USDP will step by step write text, each time after consultations with PMU and PIUs

QPR1‐6 Overall full time management of PPSP and its PMU require urgent upgrading in qualitative and quantitative terms

Allocate funds for a fulltime (Executive) Director, recruit and appoint such Director; preference should be given to someone with a PU background at sufficient senior level

TTPS limited progress; PMU remains weak, under‐staffed

QPR1‐7 Legal Status of PPSP as a national program (Draft INPRES documentation prepared by USDP)

INPRES documentation to be processed urgently; is most relevant for required multi‐year budgeting

TTPS PMU

Draft INPRES docs virtually completed; endorsement foreseen by end


7


Status

of Q3‐2010 QPR1‐8 Coordination between PMU and

PIUs to be improved Establish fixed meeting cycle with senior representation, formal agendas and Minutes of meeting specifying decisions and actions. Achievements, delays and substandard performance to be reported to higher echelons of participating Ministries at regular intervals

PMU PIUs

Some improvements, futher procedures required

QPR1‐9 Resources, staff and funds, at PMU and PIUs need to be expanded and increased in qualitative and quantitative terms for a program of the size of PPSP.

Formation plan on staffing (2010‐2014) for PMU and PIUs to be developed; in addition capacity building and training plan

TTPS PMU (USDP)

No progress; PIU‐T still consisting of 1 part‐time staff

QPR1‐10 Distribution of tasks and responsibilities between PMU and PIUs to be elaborated and clarified (e.g. ownership and responsibility for EHRA studies)

Integrated work plan PMU‐PIUs, PMM, distribution of operational tasks, MONEV on PMU‐PIUs activities incl. enforcement” options

TTPS PMU

?

QPR1‐11 PPSP procedures, e.g. on DAGRI’s Circular Letter to local government, require further elaboration in order to improve quality and speed of process and output

Guiding and coordinating role of PMU, based on PMM

TTPS PMU

Guidelines for PPSP 2011 over comprehensive information; further follow‐up required

QPR1‐12 Proper scheduling and budgetary planning of events/workshops

Events: annual program to be established complete with budget and funding contributions from various parties

PMU PIUs

?

Program Implementation Units (PIUs)

QPR1‐13 Resources, staff and funds, at PMU and PIUs need to be expanded and increased in qualitative and quantitative terms for a program of the size of PPSP.

Formation plan for PMU and PIUs to be developed; in addition capacity building and training plan

TTPS PMU PIUs (USDP)

?

QPR1‐14 Level of understanding of PIU staff on mobilization of authority and resources, in particular funds, within their own Ministry

Specific training for PIU‐staff PMU USDP

?

QPR1‐15 Ownership in PIUs to be strengthened

Level of delegation of responsibilities, and related deci‐sion‐making power and resources mobilization to be improved in order to enable PIUs to become creative vibrant initiating entities

TTPS PMU

?

QPR1‐16 Status of Provincial and City Facilitators

Ensure fulltime availability of facilitators in PPSP participating cities/regencies, under multi‐year contracts

TTPS PMU

Multi‐year contracts for KMWs under consideration

QPR1‐17 Information materials on PPSP need more completeness and coherence

Once the modus operandi of PPSP is elaborated in more detail in the Program Management Manual updates on information materials need to be prepared; storage at central site, with improved accessibility

PMU PIU‐A

?


8


Status

QPR1‐18 Development of Program Memorandum

Position of PU and PIU‐T re. Program Memorandum to be clarified shortly

TTPS PU

?

QPR1‐19 For the further elaboration of SSKs and development of Program Memorandum the Local Governments are in need of Guidelines and criteria for investment and funding

Formalization of Minimum Service Standards (SPM) by PU is urgently required

PU PIU‐T

?

QPR1‐20 Local Governments needs guidelines on sanitation systems and technology options which qualify for support from central government

Guidelines to be prepared by PU/PIU‐T

PU PIU‐T

?

USDP

QPR1‐21 Central system for document storage and retrieval not operational yet

Development of USDP Share point site; once completed its use will be more stimulated and enforced

USDP Sharepoint site completed; doc. Storage has started

QPR1‐22 Coherence between PIUs on operations

Information exchange between USDP Cells at PIUs so as to keep informed about developments in each PIU, and be able to pursue coherence between the PIUs

USDP Discussed during monthly MTMs; Minutes of MTMs are posted on Sharepoint

QPR1‐23 Log frame as presented in Technical Proposal needs to address in more detail the Program Memorandum Stage, and some of specified outputs and deliverables

Log frame to be updated for Final Inception Report

USDP Updated Logframe in Annex to revised Inception Report

QPR1‐24 Information on non‐availability of USDP funds for implementation of PPSP activities

Information to be circulated to PIUs by PMU, so as to prevent further misunderstandings

PMU Communicated through Cell Coordinators


9

ANNEX 3

List of C

ompleted

USD

P Re

ports and Docum

ents


10

Annex 3 List of Completed USDP Reports and Documents


Number Issued Report Title Author

USDP‐R‐PMU‐10001 April 2010 Inception Report USDP Management and Coordinators

USDP‐R‐PMU‐10002 April 2010 Quarterly Progress Report 1 USDP Management and Coordinators

USDP‐R‐PIU.T‐10003

June 2010 Required additional Procedures and Guidelines related to implementation of Sanitation Development

Jan Kraaij

USDP‐R‐PMU‐10004 August 2010 Quarterly Progress Report 2 USDP Management and Coordinators


June 2010 Laporan Overview SSK dan Identifikasi Kebutuhan Studi Lanjutan Sektor Sanitasi di 13 kota , yaitu: Jambi, Payakumbuh, Blitar, Banjarmasin, Batu, Pekalongan, Pekanbaru, Tegal, Banda Aceh, Kota Bukittinggi, Kota Denpasar, Kota Surakarta dan Kota Kediri

Team 45


June 2010 Tabulasi Overview Strategi Sanitasi Kota_13 Kota (Juni 2010)

Team 45


April 2010 Laporan Kunjungan Lapangan Dalam Rangka Penyusunan Memorandum Program_Pekalongan_Kediri_Blitar (bulan April 2010)

Team 45


April 2010 Laporan Kunjungan Kota Pendahuluan Dalam Rangka Pengenalan USDP & Memorandum Program Sektor Sanitasi_Kota Pekalongan

Team 45


April 2010 Laporan Kunjungan Kota Pendahuluan Dalam Rangka Pengenalan USDP & Memorandum Program (DRAFT) Sektor Sanitasi_Kota Blitar

Team 45


April 2010 Laporan Kunjungan Kota Pendahuluan Dalam Rangka Pengenalan USDP & Memorandum Program (DRAFT) Sektor Sanitasi_Kota Kediri

Team 45


Outline dan Format Isian Memorandum Program


April 2010 Ringkasan Eksekutif Laporan Kunjungan Lapangan Dalam Rangka Penyusunan Memorandum Program_Pekalongan_Kediri_Blitar (bulan April 2010)

Team 45


30 July 2010 Laporan Review Strategi Sanitasi Kota (SSK)_13 Kota

Team 45


May 2010 Proceeding City Sanitation Summit VII‐Bukittinggi

USDP Management and Coordinators


11


Number Issued Report Title Author


March 2010 Proceeding Rakernas Peran Provinsi USDP Management and Coordinators


April 2010 Proceeding Lokakarya Nasional – Penjaringan Minat Kab/Kota Peserta Program PPSP

USDP Management and Coordinators


4 August 2010 Pedoman Penyiapan Kelembagaan dan Indikasi Kegiatan Program Percepatan Pembangunan Sanitasi Permukiman Daerah

Team PPSP