PREFACE

This document "Formats for Project Documentation" presents Need assessment by the community and
request for a water supply project, Pre-feasibility/ feasibility study Report, Registration of WUSC, Detailed
design, Cost estimates, Annual programs and progress report, Community Training Records, Project
completion report, Benefit monitoring and evaluation report, Periodic reporting and evaluation of project
functioning Formats for community based water supply and sanitation schemes. This is the seventh in a series
of twelve Technical Documents which are :

Volume I : Procedural Guidelines

Volume II : Design Criteria
Volume III : Standard Drawings
Volume IV : Rate Analysis Norms
Volume V : Quantity Estimate with Schedule of Materials & Labour for Standard
Components
Volume VI : Water Quality and Simple Treatment Units
Volume VII : Formats for Project Documentation
Volume VIII : Operation and Maintenance Manual : Policy & Procedures
Volume IX : Operation and Maintenance Manual : Reference Manual
Volume X : General Specifications
Volume XI : Guidelines for Tubewell Program
(a) Community Based Shallow Tubewell
(b) Pumps
Volume XII : Pipe Fittings Requirements and Details
INTRODUCTION

All the activities through out the project cycle should be documented properly. It is proposed to record all
activities during need assessment, project implementation and operation phase of the project. Each project
file will contain following documents.

1. Need assessment by the community and request for a water supply project.
2. Pre-feasibility/ feasibility study Report
3. Registration of WUSC
4. Detailed design
5. Cost estimates
6. Annual programs and progress report
7. Community Training Records
8. Project completion report
9. Benefit monitoring and evaluation report
10. Periodic reporting and evaluation of project functioning status

1. Need assessment

Community opting for a water supply project should discuss their need for water supply project, identify the
potential water sources and agree on their participation and capital cost/operation and maintenance cost
contribution. Representatives of the community should then produce a formal request to the concerning VDC
and VDC should endorse and forward the request to DDC for pre-feasibility study. DDC will approve the
request and forward to the concerning line agencies.
The scheme request form is given in annex A

2. Pre-feasibility/ feasibility study Report

The pre-feasibility report should contain the following information

1. Identification of project area

2. Population to be served
3. Water demand - present and future
4. Present water supply and sanitation situation
5. Measured and estimated safe yield of source
6. Layout plan with tentative location of different components with approx. elevations
7. Pipe Length
8. Community participation and contribution
9. No source dispute guarantee from VDC

Checklist for the pre-feasibility study is given in Annex B

The feasibility study report of a scheme should clearly state the viability of the project in terms of technical,
social and economical aspects. Thus the report will contain tentative technical design and cost estimates of
the schemes. The base line information on socio-economic, health, hygiene and sanitation status should be
recorded so that these data could be compared later to monitor and evaluate the project benefits.
The pre-feasibility report should contain the following information
1 Salient features ( schemewise and overall)
2 Introduction
a) Project area
b) Physical Environment
3 Socio-economic condition
4 Existing water supply situation
5 Existing sanitary situation
6 Environmental impacts and mitigating measures if needed.
7 Project details
a) Proposed water sources
b) Proposed scheme layouts with relative elevation.
c) Availability of local materials
d) Tentative project cost
e) Community participation and contribution
8 Operation and maintenance of the project
9 Annexes for relevant information

The check list for feasibility study is given in Annex-D

3. Registration of WUSC

After the identification of project area and benefiting households the general meeting of the beneficiaries will
form a 9 Members Water Users' and Sanitation Committee (WUSC) with at least 2 women members. The
WUSC endorsed by VDC/Municipality will apply in a prescribed form(Anushuchi -1, Drinking water supply
regulation -2055) for registration to district water resources committee (DWRC). District water resource
committee, after nesessary examination of the application,will register and issue certificate of registration
quantifying the water to be used from the proposed source/s(Anushuchi -2 . Drinking water supply regulation
-2055).

4. Detailed design

Detailed survey and design is carried out after the projects are selected for implementation. The detailed
survey is done to collect accurate information to design and fix exact positions of different components of
the project. The detailed design report will have all information as in the feasibility study report In addition
to that it will consist of following technical details:
 Intake -site plan with contours, working drawing, Protection works,
 Transmission Main- Layout plan, ground profile, pipe design and other structure enroute.
 Treatment plant- design parameters, site plan with contours, working drawings,
 Reservoir- R.T sizing, site plan with contours, working drawings
 Distribution line- - Layout plan, ground profile, pipe design, flow diagram and other structure enroute
 Tap stand post- Location plan, drainage facilities, working drawings
 Operation and maintanance system

5. Cost estimates
It shows detail cost breakdown of different construction works in water supply and sanitation component.
The provisions for administrative cost, tools and plants and contingencies shall be made as follows: i) 5%
ii) 2% iii) 2.5% Provisions for different type of training should be made as per CHRDU norms and
guidelines and include in cost estimate. It clearly shows the cost sharing by different partners i.e. donor,
HMG, and community cost.
It shall consist of i) cost estimate ii) quantity estimate iii) Rate analysis

6. Annual programs and progress report

Annul program for individual project should be prepared considering the 2-3 years project implementaion
period. As per the approved annual program, project implementation phase will start. During project
implementation, quaterly progress report have to prepere and submit to the concerned agencies.Formats for
Annual programs and progress report will be produced as per approved formats.

7. Community Training Records

Training like any other activities in an organisation, is meant to help in the achievement of the organisational
goals.Training has to be professionalised at a faster rate. The increasing professionalisation should reflect in
the training of personnel in various kinds of skills such as organisational diagnosis, problem solving,
innovation for organisational change, data collection, data processing and interpreting the data etc.

8. Project completion report

On completion of each project a project completion report(PCR) is prepared and signed by the engineer in
charge and WUSC chairperson of the project. The PCR should contain as built record of
1 Project summary (Salient Features)
2 Comparative statement of designed and as built components and cost.
3 Layout showing road/ trail, settlement, pipe line, structures, tap stand post etc.
4 Flow diagram showing pipe size, pipe length and flow
5 Inventory of training
6 Operation and maintenance guidelines
7 List of spare parts and tools

This document will be made available to WUSC, VDC, DDC, Concerning Division /sub-division office and
regional office of DWSS. Concerning offices of DWSS will contribute these information to National
Information Management System of DWSS.

9. Benefit monitoring and evaluation report (BME)

The main objective of BME is to carryout the study on the qualitative and quantitative assessment and the
impact of drinking water and sanitation project on health, social and economic aspect of lives of the study
communities including environmental sanitation and management of the system. BME will also observe and
study the technical aspect i e.status of the system component including care, and upkeep of the system. BME
study will be carried out at least one year after transfer of management to WUSC. Formats used during
BME study are given in annex- E

Then BME study report will describe

1. The existing community management system including

o Status of meeting procedures, frequency and recording system

o Status of O & M fund, book-keeping, water tariff collection system and amount
o VMW's supervision, salary support system
o Status, care and maintenance of Tap Stand Post and other structures

2. WUSC composition in terms of awareness

o Of their roles and responsibilities

o Abilities, interest and performance
o Participation in training activities and its impact on their performace
o Involvement in the promotion of hygiene education and sanitation including their support to
health volunteers
o Frequency of users leaving the users committee

3. Specific impact on the,

i. Health of the people in relation to

o Water and sanitation related illnesses, such study should deal all major water borne
diseases like dysentery, typhoid, jaundice and other related diseases
o Change in water supply and sanitation related (Health Map) morbidity and mortality
pattern
o Improvement in general health, change to better nutritional habit
 o Inclusion of vegetables in diet (change due to practice of kitchen gardening as a result of
availability of more water)
o Increment in numbers of children attending the school (comparison with past data about
the number of absentees due to illness)

ii. Economic aspect in relation to

o Additional income through vegetable production, engagement in trade, craft industry

(By type of economic activities, increased income by household…..)
o Increased skill and employment opportunities example ……
o Reduced expenses on medicine and health care in terms of rupees and time.

iii. Social Including

o Increased leisure time for women, use of time……….

o More time for children and home, details
o Improved performance in and school attendance for girls and boys
o Improved social relations, more time for interaction with neighbors, children and
relatives
o Improved habits of male community giving more time to economic and social activities

iv. Environment of household and village level including school

o General cleanliness
o Proper waste disposal system
o Use of toilet and proper care
o Proper drainage and clean tap stand surrounding
o Protection of water points/source
o Sanitation situation of the schools in area

The points mentioned in (1) and (2) should be covered under background information of each project
and the points in (3) need to be dealt in detail and comprehensively.
Besides, BME study should also incorporate the change in the following practices due to
implementation of water supply and sanitation project.

Water and Personal Hygiene

Water

 water handling cover, container, hands

 Water storage place, container, cleanliness
 water re-use gardening
 waste water disposal soak pit, gardening, drainage
 water transport/collection change in role

Personal hygiene

 washing of hands (with adequate water and cleaning agents) before and after meal
 washing of hands after defecation (soap, ash) by all children and adults
 facilities/access to water and soap/ash to wash hands after defecation
 washing of hands after cleaning infants
 washing of hands and feet before entering house, kitchen (returning from field…)
 increased frequency of bathing (number of times)
 increased frequency of washing clothes
 visible cleanliness of children-face, hands, feet, clothes

Domestic and Environmental Hygiene

Domestic

 sweeping and cleaning of yards, floors

 chicken, dog, pigs off the yard
 dish rack
 garbage disposal pit
 drainage
 Environmental

 village path/trail/street cleanliness

 waste water disposal and drainage
 tap stand surrounding
 animal management (off the road/path/street)
 water source/protection

Social Impact

Membership in VDC Assembly/Council Membership/Involvement in

 school management committee

 village development activities
 women's group/mother's group
 NGO program
 credit program
 farmer's group, leader Kisan
 Literacy program
 taken initiative to bring socio-cultural economic, health and education change in the
community through VDC, DDC, NGOs, INGOs
 the changes in village life style, management and others.

4. Status of the system components

Recommendations for improvement4.3 Institutional Water Demand

5.
10. Periodic reporting and evaluation of project functioning status

The status of completed water supply projects under community management will be reported to
VDC/DDC and concerning line agencies annually. The report will consist on water source, water quality,
state of each component of the project and management and service delivery. The standard report format is
given in Annex.......

formats