Water Services Trust FundTraining Workshop for Field Monitors

Team Hierarchy, Communication within the Field Monitors Team & Communication with the WSTF

John Orwa (2009, updated in 2013)

1

Field Monitors: Team Hierarchy and Communication

The FM Team: Hierarchy One of the Field Monitors is appointed as the Team Leader of the WSTF Field Monitors Team. His/her (additional) responsibilities are:

•Ensuring proper coordination of technical works & accompanying measures•Coordinating the inputs/support provided by the Field Monitors•Being the interface between WSP & Task team on the one hand and the WSTF on the other •The Team Leader ensures that the FM team is present at project level and that activities of the FM team are well coordinated•Team members have to report the problems they are facing to the Team leader

2

The FM Team: Hierarchy

The FM Team Leader has the following responsibilities:

• The Team Leader ensures that the WSB and the WSP are well informed• The FM Team Leader is the contact person between the WSTF and the other

members of team• The Team Leader communicates all problems faced by the FM team to the

WSTF• The FM team leader is responsible for logistics • The FM team Leader ensures that all equipment provided by the WSTF

(computer, printer, etc.) are kept in good condition

3

Reporting to the WSTFThe Field Monitors will be working with- and reporting to the Urban

Team of the Water Services Trust Fund. The Urban Team (also known as the UPC team) is responsible for the implementation of the UPC. The Urban Team is currently composed of:

• A Civil/Water Engineer (the Team Leader of the Urban Team)• A Sociologist• A Sanitation Officer• An Accountant• The Team Leader of the Urban Team reports directly to the

Chief Executive Officer (CEO) of the WSTF

4

Reporting to the WSTF

• The Technical Field Monitor will be working closely together with the Civil/Water Engineer

• The Social Field Monitor will work together with the WSTF sociologist (Urban) • The Financial Field Monitor will cooperate with the Accountant (Urban)

5

Reporting to the WSTF• All Field Monitors report to the Team Leader of the Urban Team• Reports (using the WSTF Android App) prepared by the Field Monitors

will be checked by the Urban Team and approved by the UPC Team Leader before they are submitted to the Chief Executive Officer

• When reporting to the Urban Team, the Field Monitors will use the reporting templates prepared by the WSTF

• Specific sections have been prepared for each of the three (3) Field Monitors; Social, Engineering and Finance

6

Reporting to the WSTF• Field Monitors are part of the WSTF Urban Team. The Field Monitors

represent the WSTF in the field, at project level• Field Monitors have been recruited to ensure that all WSTF-funded

projects are implemented successfully and meet the standards of the WSTF

• Field Monitors, together with the WSP, the WSP and the other members of the Project Task Team are implementing the UPC

7

Communication with the WSTFThe Field Monitors are responsible for monitoring the WSTF-funded projects.

This activity requires frequent and in-depth communication with the Urban Team of the WSTF:

• It is important to remember that it is important to communicate frequently with each other (WSTF <->FMs)

• Problems should, if possible, be reported before they occur instead of after the implementation of the project!

• FMs can: call >>> e-mail >>> send an sms >>> communicate through reports, pictures, etc.

• The WSTF will : call >>> e-mail >>> send sms >>> communicate through reports, pictures, etc. >>> carry out monitoring visits

8

Thank You

9