A "water user committee" is a designated group of people (in some locations these may have other names, such as Water Management Structures). Whatever name is given to the structure, in this indicator we are referring to a designated group of people who are responsible for coordinating all aspects of the operation and maintenance (O&M) of a specific community water supply system. These people may or may not be volunteers.
"Created and/or trained" refers to newly created committees which are formed and trained (i.e. for new water systems or for existing systems that lack a committee) as well as existing committees which require training or retraining.
For the purpose of this indicator, an "active" committee is defined as
1. Having a designated group of individuals who are representative of the community and have been trained to perform as a water user committee
2. Having a written set of bylaws that guide the conduct of the committee (e.g. member roles and responsibilitiies, meeting frequency, policies guiding the operation of the water supply system, fee collection policies, policies for preventive maintenance and repairs
3, Being in compliance with its bylaws
Calculation: the percent is derived by dividing the number of water user commiittees created and/or trained by the project that are active at least three months after training by the total number of water user committees created and/or trained by the project. Both the numerator and denominator are reported as well as the percent.
Numerator - number of water user committees created and/or trained by the project that are active at least three months after training,
Denominator - number of water user committees created and/or trained by the project
The numerator will be assessed by conducting FGDs with each water user committee created and/or trained by the project. In addition, a separate FGD should be conducted with a random group of community water users which the committee represents. Questions during the FGD will be aimed at assessing whether the committee meets the definition of "active" described above - recommend an audit form is used to track compliance.
Type of water management structure
How many active members does the water management structure have? (m/f)
On what date was the management structure trained on financial management?
On what date was the management structure trained on basic maintenance?
On what date was the water management structure trained on life cycle cost analysis
Does the water management structure have a written set of bylaws that guide their conduct i.e their roles and responsibilties, meeting frequency, user fee collection policy?.
Is there evidence that the water management structure is in compliance with its bylaws?
Name and type of water infrastructure the management structure is responsible for
BASIC FINANCE MANAGEMENT ASSESSMENT
From your review of the financial records of the water management structure, which of the following level best describes the water management structure:
Level 1 - their financial records include details of money received, money spent, balance; there is evidence that financial records have been updated in the last month
Level 2 - their financial records are missing one or two of these: money received, money spent, balance; and/or financial records have not been updated within the last month
Level 3 - there are no financial records
Level 4 - they refuse inspection of financial records, or the records are not available
BASIC MAINTENANCE INDICATORS
From your review of the documentation of the water management structure, which of these levels of maintenance has the water management structure achieved?
Level 1 - they have a maintenance plan; there is evidence that the water system is checked for faults in accordance with the plan; it is evident that regular maintenance has been carried out and the water management structure can tell you the date of the last maintenance activity
Level 2 - they do not have a maintenance plan, but there is evidence that the water system is checked for faults and/or there is evidence
that regular maintenance has been carried out and they can tell you the date of the last maintenance activity
Level 3 - they do not have a maintenance plan, and the water system is not checked for faults, and regular maintenance is not carried out
Level 4 - hey refused inspection of the maintenance plan, or it was not available
LIFE CYCLE COST ASSESSMENT
From your review of the financial planning aspects of the water management structure, which of these levels have been achieved?
Level 1: they are able to cover operation and both minor and major repairs of the water point(s), and they have a plan in place to cover the full rehabilitation/replacement cost of the water point(s) at the end of their life cycle
Level 2: they are able to cover operation and both minor and major repairs BUT they do not have a plan in place to cover the full rehabilitation/replacement cost of the water point(s) at the end of their life cycle
Level 3: they are able to cover operation and minor maintenance costs
Level 4: they are unable to cover operation and/or minor maintenance costs
Looking over the recent financial records, what is the average amount of cash in the water management struture's funds (this include both the cash they hold, plus cash held in their bank account)
How much does the water management structure estimate their annual yearly running costs are to cover operational, minor maintenance, and major repair costs? Review their calculations to ensure they are realistic and include everything
4.4. How much does the water management structure calculate it will be able to collect from users of water point(s) over one year? Ensure you review how this amount has been calculated, and that it is realistic
