REHABILITATION OF RURAL WATER SUPPLY SYSTEM

Project Plan
Sitio Tarik, Villa Maria, Porac, Pampanga
REHABILITATION OF RURAL WATER SUPPLY SYSTEM

Author: HAU GS MSEM Class 2nd Trimester 2016-2017

Creation date: February 25, 2017
Last Modified: March 25, 2017
Version: 1.0

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REHABILITATION OF RURAL WATER SUPPLY SYSTEM

TABLE OF CONTENTS

INTRODUCTION………………………………………………………………………….3-8
Purpose of Plan
Background Information
Project Approach
Phases
GOALS AND OBJECTIVES…………………………………………………….............9
Business Objectives
Project Objectives
SCOPE……………………………………………………………………………………. 10-14
Scope Definition
Items beyond Scope
Projected Budget
Milestones
ASSUMPTIONS…………………………………………………………………………...15
Project Assumptions
CONSTRAINTS……………………………………………………………………………16
Project Constraints
Related Projects
Critical Project Barriers
PROJECT MANAGEMENT APPROACH……………………………………………... 17-22
Project Timeline
Project Roles and Responsibilities
Issue Management
Communications Protocols
ATTACHMENTS/APPENDICES…………………………………………………………...23

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INTRODUCTION

Purpose of Plan

This Project Plan outlines the project concept, scope, objectives, timeline and the
required resources for the implementation of the Rehabilitation of Rural Water Supply
System in Sitio Tarik, Villa Maria, Porac, Pampanga. The plan will serve as an
agreement between the Project Management Team and the representatives of the
beneficiary community. In general, the plan will act as a road map on how the Project
will be executed. This plan will also provide direction on project implementation as well
as alternatives and recommendations on how to best improve the functionality of the
Project. Thus, maximize its benefits to the target beneficiaries.
This plan will also include discussions on the following:
• Project Concept and Purpose
• Goals and Objectives
• Scope
• Roles and Responsibilities
• Assumptions and Constraints
• Project Management Approach
• Resource Mobilization
• Environmental & Social Safeguards, Technical Design Standard &
Requirement including initial Hydraulic Analysis
• Minimum Quality Assurance and Quality Control requirements
• Project duration/timeline
• Operation and Maintenance/Sustainability Plan
• Project Alternatives

Background Information

Sitio Tarik is a small Aeta community in Barangay Villa Maria in the municipality of
Porac, Pampanga. Several livelihood programs, community development and road
improvement projects are needed in order to develop and enhance the current situation
and lives of Aetas in the community. In a developing country like Philippines, indigenous
people like Aetas are considered marginalized and vulnerable due to their decreasing
population and their slowly waning culture. IPs, due to culture differences, are among
the sectors that are aloof to participate in the decision-making process in the
community, hence, are less prioritized in terms of provision of access to basic social
services and other development projects.

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It is timely however, that the Kapampangan Manalakaran, Inc. (KAMAI), a non-

government organization (NGO) has initiated a ‘Needs Assessment Activity’ in the
community on January 28 and February 25, 2017. KAMAI has also engaged the Holy
Angel University (HAU) engineering students to participate and assist during the
activity. The involvement of the academic institution plays a vital role where engineering
interventions and other expertise are seen to be necessary for a more comprehensive
assessment of the area.
The needs assessment activity focused on the three initial proposed projects of the
organization as follows:
1. Water Wheel Project
2. Community Development/Preservation
3. Electricity Generation Project
The authors agree on the need of the community for all the aforementioned
interventions. Also, by order of priority, the authors further agree that water supply
project must atop the list.
Water is one of the basic necessities in life. It is commonly used in almost all activities
most especially in household such as in cleaning, cooking, maintenance of personal
hygiene, etc. With the increasing demand of water worldwide due to the increasing
population rate, one of the biggest problem that the population is facing today is water
scarcity. It is the lack of sufficient available water resources to meet the water needs
within a specific location.
Sitio Tarik is currently experiencing the above-mentioned water crisis. For the past
years, water system has not been sustainable in the area. Access to potable water has
been so difficult causing the residents in the barangay to go back to their conventional
way of getting water – that is fetching straight from the spring source, rivers or creeks
located few minutes from the barangay proper. It is during rainy season that makes it
more dangerous and harder to fetch water from the source because of the muddy and
slippery road. This posts risks to people’s safety. This can also lead to possible
contamination of the fetched water since they are not equipped with appropriate water
carriers/containers.
At present, there is an existing water supply system in the area which was constructed
two decades ago according to the community folks. The existing system is composed of
an intake box (source), reservoir, transmission line, and a communal tap stand. The
water system is running but is not fully operational. The communal tap stand only
discharges water at a very low flow rate of 0.0275 liters per second which is insufficient
to meet the Average Daily Demand (ADD) of the households in the service area. Hence,
the need to reassess and rehabilitate the existing water system.
A water distribution system is an important part of the social infrastructure, facilitating
water transport, distribution and supply. Such system is a highly-complicated network

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that combines pipelines, pumps (if necessary) and valves. Hence, the facilities in any
such system should be continuously improved and updated based on specific plans to
maintain the stability and safety of the water supply.
While the Water Wheel Project will provide convenience to beneficiaries in carrying the
fetched waters straight to their houses, putting up a sustainable water system that will
provide continuous supply to service area must first be executed and completed prior to
provision of water wheels. Hence the need for this Project.
Demographics:
Porac is a first-class municipality in the province of Pampanga. According to the 2015
census, it has a population of 124,381 people. It was one of the largest municipalities in
the archipelago before it was divided into separate municipalities and a portion of the
well-known Mount Pinatubo is in the municipality. Due to the eruption of Mount Pinatubo
in 1991, most rivers are heavily silted by mudflow.
Villa Maria (Aetas) is one of the 29 barangays in Porac. Among its sitios is Sitio Tarik
with the following demographics:
Land area: data not available
Sitios: 3
Households: 200 HH
Total Population: Approx. 800
Households Directly Affected: 200 HH
Population Directly Affected: Approx. 800

Project Approach

Series of activities will be conducted in 3 phases:

I. Pre-Construction Phase
a. Conduct of site investigation and risk assessment/environmental scanning
b. Conduct of survey works
c. Preparation of Project proposal
d. Secure permits, clearances, legal documents
e. Preparation of Technical Documents
f. Multi-Stakeholders’ review and endorsement of proposal
g. Approval of proposal for funding
h. Procurement
i. Groundbreaking

II. Construction Phase

a. Site mobilization
b. Contract Management
c. Conduct of Joint Inspections/Multi-Stakeholder field visits

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d. Conduct of Final Inspection

e. Site demobilization

III. Post-Construction Phase

a. Preparation of Project Completion Report
b. Liquidation of Funds
c. Turn-over and Acceptance

Phase I: Pre-Construction Phase

A. Site Investigation and Environmental Scanning
In coordination with KAMAI, HAU and MLGU’s Engineering Unit, an initial site
investigation is conducted. The purpose of this is to identify design criteria and
parameters as well as to establish project assumptions and to determine constraints in
implementation and provide alternatives and mitigation measures needed to be included
during planning. Approximation of measurements are also done in this stage. However,
it is strongly recommended that a thorough site validation and risk assessment be
conducted in order to acquire additional data for a more comprehensive analysis.
B. Conduct of Survey Works
A profile survey must be conducted by technical experts preferably by a Civil Engineer
or a Geodetic Engineer in order to obtain exact values of distances and elevations of
important points from source to reservoir to tap stands. A qualified survey will also help
the designer in identifying the best route for pipelaying.
C. Preparation of Project Proposal
The preparation of Project Proposal will be spearheaded by KAMAI represented by Atty.
Vivian Dabu in coordination with local folks, M/BLGU, and partner in the academe,
HAU. The purpose of having a Project Proposal is for resource mobilization or fund
sorucing.
D. Secure permits, clearances, legal documents
Prior to start of any activity on site, the Project proponent must apply and secure the
following certifications/permits/clearances:
1. DENR’s Certificate of Non-Coverage (CNC) stating that the Rehabilitation of
Rural Water Supply System in Sito Tarik is not covered by the Philippine EIS
System (P.D. 1586)
2. Municipal Assessor’s Certificate for the record of land ownership
3. Barangay/Municipal Resolution for the authorization to utilize the lots (source and
reservoir locations) for the Project; or Deed of Donation; or Deed of sale –
whichever is applicable; and Right of Way for the pipeline route

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4. Clearance from the Municipal Engineer that the proposed rehabilitation does not
duplicate any in the MLGU’s Annual Investment Plan and that the existing water
system in the Sitio is already non-functional and needs rehabilitation

E. Preparation of Technical Documents

Based on the result of survey works, a schematic diagram and hydraulic analysis will be
prepared by a qualified expert preferably by a Civil Engineer in order to determine
appropriate water system design particularly the proper pipe sizing for the purpose of
rehabilitation.
Technical Documents
1. Schematic Diagram
2. Hydraulic Analysis
3. Program of Works

F. Multi-Stakeholders’ review and endorsement of proposal

A joint desk review of proposal is conducted to verify completeness, correctness and
consistency of technical documents. This is ideally participated by representatives from
KAMAI, HAU and the Municipal Engineering Office of Porac.
G. Approval of proposal for funding
KAMAI to lead in the endorsement of Project Proposal to potential sponsor/funder
H. Procurement
Procurement method to be used as prescribed by funder
I. Groundbreaking
Usually a ceremonial activity to signify commencement of project execution

Phase II: Construction Phase

A. Site mobilization
The contractor upon issuance of Notice to Proceed will start mobilization within days
specified by funder.
B. Contract Management
This includes the following:
i. Execution of contract in accordance with approved Program of Works
ii. Contractor’s billing and request for inspection
iii. Conduct of Multi-Stakeholder’s Joint inspection

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iv. Contractor’s compliance to comments or punch list

v. Payment to contractor

C. Conduct of Joint Inspections/Multi-Stakeholder field visits

Part of oversight function of all Project participants is the conduct of field visits to
validate progress of projects as well as monitor issues regarding implementation.
Inspections are also conducted to evaluate performance of contractor and examine
project quality.
Conduct of Final Inspection
Conducted with the same purpose as the other monitoring activities but focused mainly
on the overall quality of the project prior to acceptance.
Site demobilization
Contractor to demobilize upon acceptance of 100% completed project

Phase III: Post-Construction Phase

A. Preparation of Project Completion Report
The Project Manager to prepare full-blown completion report for submission to
funder/project sponsor
B. Liquidation of Funds
Process of liquidation in accordance to funder requirements
C. Turn-over and Acceptance
A ceremonial activity to officially turn-over the Project to the BLGU or to the formed
Operation and Maintenance activity (if any)

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GOALS AND OBJECTIVES

Business Goals and Objectives

The Rehabilitation of Rural Water Supply System in Sitio Tarik, Villa Maria aims to:
• Provide access to continuous/sustainable water supply in the service area
• Raise awareness regarding the effective use of water resources and
sanitation among the 200 household beneficiaries
• Attract more organizations to invest in the development of the area
• Provide convenience and security to community residents (accessible
location of water supply)
• Increase productivity of community people through time and energy
savings that can be allotted to other activities (reduced time for fetching
and carrying water to homes)
• Uplift the lives of community residents by providing access to basic social
services (water supply)
• Reduce poverty through sustainable development

Project Objectives

Throughout the implementation of this Project, specific goals and objectives are aimed
to be achieved as follows:
• Empower community members (Aetas) through inclusion and participation
in the decision-making process
• Promote good governance
• Capacitate community workers on construction safety and health – ensure
safety of laborers through usage of personal protective equipment
• Involve the community folks and barangay officials in the monitoring and
supervision of the project
• Generate job employment by hiring local skilled and unskilled laborers
• Minimize impact to standard business operations
• Practice transparency and accountability among community members
• Accomplish Project milestones within specified budget and timeline
• Ensure quality of the project through sound engineering practice including
conduct of materials testing
• Ensure safety of public by installing necessary warning signage and
mitigations
• Ensure compliance to the environmental and social safeguards of the
project

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SCOPE

Scope Definition

A sustainable, resilient and appropriate water system design will be adopted for this
Project. A hydraulic analysis will be ran using the acquired data during the initial site
visit. All measurements are assumed. The authors strongly recommend for a thorough
survey work in the area to determine the exact distances and corresponding elevations
of important locations such as the water source, reservoir, pipelines, and tap stands.
Below is the established scope of the Project based on the initial site investigation:
➢ Project Title: Rehabilitation of Rural Water Supply System
➢ Project Location: Sitio Tarik, Villa Maria, Porac, Pampanga
➢ Physical Target: Approx. 1.46Km.
➢ System Level: Level II (communal tap stand distribution)
➢ Project Description/Scope of Works:
• Clearing and layout
• Excavation (pipelines)
• Repair of existing reservoir (one only)
• Transmission and distribution line (pipelaying and replacement)
• Tap stand
• Backfilling
Indirect costs can also be included in the implementation of this Project as follows:
• Water bacteriological test (to ensure water is potable, free from coliform)
• Pre-engineering, survey works
• Pre-and post-engineering expenses (drafting and reproduction of technical plans)
• Materials Testing
• Contingency Fund
Future enhancements but not included in the scope of this Project Plan are:
• Upgrading of distribution line to Level III or the house to house distribution
• Construction/Tapping of another reservoir
• Adding of distribution networks or tap stands to other service areas/sitios
Identified Project alternatives/enhancements to maximize intervention in the community
are:
• Construction or rehabilitation of another system from other identified sources
o Water source 10 km. from service area (long-term)
o Water source 1 km. from service area (alternative source)

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• Water hauler innovations such as using pulley or water carts (for accessible
terrains)
• Provision of Water Wheel to community members located in furthermost sections
of the sitio (for terrains inaccessible by water carts)

Items Beyond Scope

This Project however does not include the following:

• Construction/rehabilitation of intake box (source) since the existing is still
functional as of visit
• Provision of pumping equipment and pump house on the assumption that the
system will run through gravity pressure
• Installation of water treatment amenity on the assumption that the water in the
identified source will pass the bacteriological test. Thus, chlorinator and other
treatment except filtration is not necessary
• House to house distribution lines
• Allocation for Operation and Maintenance
• Tariff setting and formulation of ordinances
• Expenses during acquisition of permits/clearances

Projected Budget

Mode of implementation Estimated required budget for this Project

By administration 2,100,000.00
By contract 2,454,000.00

Risk Assessment

The initial Risk Assessment attempts to identify, characterize, prioritize and document
a mitigation approach relative to those risks which can be identified prior to the start of
the project. The Risk Assessment will be continuously monitored and updated
throughout the duration of the project, with monthly assessments included in the status
report and open to amendment by the Project Manager.
Because mitigation approaches must be agreed upon by project leadership (based on
the assessed impact of the risk, the project’s ability to accept the risk, and the feasibility
of mitigating the risk), it is necessary to allocate time for committee meetings, dedicated
to identifying new risks and discussing mitigation strategies. The Project Manager will

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convey amendments and recommended contingencies to the committee monthly, or

more frequently, as conditions may warrant.

Initial Project Risk Assessment

The safety of drinking water depends on a number of factors, including quality of water
source, effectiveness and integrity of the transmission and distribution system, and
sustainability of supply. Hence, comprehensive hazard identification and risk
assessment must be considered as a starting point for system management.
Risk Risk Level Likelihood Mitigation Strategy
of Event
L/M/H

Project End-Product

Water quality/Safety H: Increased number Certainty Conduct testing/sampling from

of water-borne water source (bacteriology
diseases test)

Water supply quantity H: Flow rate Certainty Measure flow rate during wet
measured during dry season and dry season –
season compare data; In case of
discrepancy, adopt flow rate
during wet season

Transmission and H: Leakage Certainty Created comprehensive project

distribution lines and strategy for proper sizing of
infrastructure pipes and interconnection.
Project Definition

Narrow Knowledge Level M: Knowledgeable of Likely Assigned Project Manage to

of Users user area only assess overall implications

Consultant Project L: Well defined Unlikely Included in project plan,

Deliverables unclear subject to amendment

Cost Estimates L: Thoroughly Unlikely Amend Project Plan and

Unrealistic predicted by industry include results of survey and
experts details of project scope are
defined

Timeline Estimates M: Timeline assumes Somewhat Timeline reviewed monthly to

Unrealistic no derailment likely prevent undetected timeline
departures

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Risk Risk Level Likelihood Mitigation Strategy

of Event
L/M/H

Number of Team L: Team well versed Unlikely Project Manager and

Members in business consultant to identify
Unknowledgeable of operations impacted knowledge gaps and provide
Business by technology training, as necessary

Project Leadership

Existence of Project L: Identified and Unlikely Frequently seek feedback to

Management Committee enthusiastic ensure continued support

Absence of Commitment L: Understands value Unlikely Frequently seek feedback to

Level/Attitude of & supports project ensure continued support
Management

Absence of Commitment L: Understands value Unlikely Frequently seek feedback to

Level/Attitude of Users & supports project ensure continued support

Absence of Mid- L: Most understand Unlikely Frequently seek feedback to

Management value & support ensure continued support
Commitment project
Project Staffing

Project Team Availability M: Distributed team Somewhat Continuous review of project

makes availability likely momentum by all levels.
questionable Consultant to identify any
impacts caused by
unavailability. If necessary,
increase committmment by
participants to full time status

Physical Location of M: Team is dispersed Likely Strenghten communication

Team prevents effective among several sites mechanisms thru emails, phone
management calls and messaging

Project Team’s Shared M: Some members Somewhat Strenghten communication

Work Experience creates are already familiar likely mechanisms thru emails, phone
poor working with each other calls and messaging
relationship

Weak User Participation L: Users are part- Unlikely User Group Participants
on Project Team time team members coordinated by full time
employee
Project Management

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Risk Risk Level Likelihood Mitigation Strategy

of Event
L/M/H

Procurement L: Procurement Unlikely N/A

Methodology familiar
Methodology Used
to team
foreign to team

Change Management L: Well-defined Unlikely N/A

Procedures undefined

Quality Management L: Well-defined and Unlikely N/A

Procedures unclear accepted

Milestones
Milestones Estimated Completion Date
Pre-Construction Phase
Conduct of site investigation and risk assessment/environmental
scanning
Conduct of survey works
Preparation of Project proposal
Secure permits, clearances, legal documents
Preparation of Technical Documents
Multi-Stakeholders’ review and endorsement of proposal
Approval of proposal for funding
Procurement
Groundbreaking
Construction Phase
Site mobilization
Contract Management
Conduct of Joint Inspections/Multi-Stakeholder field visits
Conduct of Final Inspection
Site demobilization
Post-Construction Phase
Preparation of Project Completion Report
Liquidation of Funds
Turn-over and Acceptance
Note: Completion dates to be determined by Project proponent (KAMAI)

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ASSUMPTIONS

Project Assumptions

Along the process of preparing this Project Plan, the following assumptions were made:
• The Project Manager will ensure the availability of the project team members and
other resources of the Project to meet the Project’s goals and objectives and
timelines.
• The Project Management Team will coordinate with the Aetas’ representatives in
Sitio Tarik, local government unit of Porac, barangay officials and with the Project
experts. They will comply to the safety, environmental regulations and other
• The Project Management Team members will be involved in all steps of the
Project Plan, adhere to the Communications Plan and will have a timely update
of the project
• The Aeta community of Sitio Tarik will be aware of the Project. They will
cooperate and participate during Project execution by providing inputs and
recommendations.
• There will be a series of monitoring visits in Sitio Tarik by the Project
Management Team members during Project execution for its timely update and
validation of progress
• The BLGU will ensure safety and security of all stakeholders during
implementation
• Any change and issue in the project that may cause delays should be reported
and discussed to the Project Management Team
• The Project Plan may be modified to suit latest information and issues
encountered
Technical Assumptions:
1. The existing intake box (source) will be functional and sustainable for another 5
to 10 years
2. All measurements such as distance and elevations used in the initial hydraulic
analysis and schematic diagram are approximation and therefore a thorough
survey must be conducted to validate data
3. Number of households per tap stand is also assumed due to the limited
information gathered. Thus, data could vary in actual setting.
4. It is also assumed that the discharge rate at the distribution point and the water
pressure along the system is affected by several factors such as:
a. Inappropriate pipe sizing
b. Airlocks, pipe leaks and blockages
c. Discharge rate (from source) adopted during wet season thus, diminishing
water supply during dry season

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CONSTRAINTS

Project Constraints

The following Project constraints are also identified as:

• Unavailability of funds and resources
• Difficulty in accessing the Project site due to its distance from Poblacion and
difficult terrain going to source and along pipeline
• Limited data available/provided and limited time for data gathering and site
validation
• Communication barrier during execution of the Project.
• Weather interruptions during Project execution
• Lack of coordination between the Project Team members and local officials
• Lack of support from municipal local government unit, barangay officials,
community members, and/or project heads

Related Projects

There is a similar Project initiated by KAMAI and is sponsored by Coca-Cola at

barangay Inararo, Porac. Also, a long-term Water Supply System Project is being
conceptualized in barangay Villa Maria. This could result to conflicts if all related
Projects will be executed without proper coordination and alignment with one another.
Execution of these similar Projects without significant time intervals might result to
duplication of investment targeting the same beneficiaries. Hence, inefficient
management of resources.

Critical Project Barriers

• Removal of project funding due to any reasonable and valid cause by sponsor
• When Project team members are unclear of, or possess varying, priorities,
interests, outlooks, and expectations related to project activities, deliverables,
and outcomes
• Acts of war
• Extreme weather events
Occurrence of any of the above uncontrollable Project barriers will cause this Project
Plan to become invalid.

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PROJECT MANAGEMENT APPROACH

Project Timeline

Description W W W W W W W W W W W W W W
01 02 03 04 05 06 07 08 09 10 11 12 13 14
Procurement
Site
Mobilization
Clearing and
layout
Excavation
(pipelines)
Repair of
existing
reservoir
Transmission
and
distribution
line
Tap stand
Backfilling
Site
demobilization

Project Roles and Responsibilities

Role Responsibilities Participants

Funder • Reviews and approves To be identified
proposal
• Allocate funding for the
Project
• Provides directives in
reference to Project Plan
• Has an oversight function
• Conducts monitoring visits
and progress review and
evaluation
Partner Non-Government • Spearhead coordination with Kapampangan
Organization funder and locals of Sitio Manalakaran Inc.
Tarik (KAMAI) headed by
• Provides oversight Atty. Vivian Dabu
monitoring and technical
assistance support

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• Initiate discussion and

resolution on Project
execution issues and seek
for funder’s guidance
Partner Academic • Provides technical Holy Angel University
Institution assistance on Project (HAU) Engineering and
conceptualization and Architecture Faculty
execution
• Provides guidance thru HAU Graduate School
inputs from faculty and of Engineering
graduate school students
who are also field expert
Project Manager • Leads and directs the To be identified
Project Management Team
during Project execution
• Ensure the team’s
compliance to Project
conditions and processes
• Monitors progress of the
Project
• Manages resources/fund
• Convenes the PMT for
updating of Project progress,
discussion and resolution of
issues
• Consults funder regarding
issues encountered and
seek for funder’s
recommendations
• Coordinates with partner
stakeholders

Project Management • Manages and directs in To be identified

Committee accordance to Project
commitments and
deliverables
• Receives guidance from the
Project Manager
• Handles and intervenes in
resolving issues that
requires management action
and decision
• Provides directives and
instructions to
implementer/contractor

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• Provides updates to Project

Manager regularly
• Supervises, inspects and
affirms quality of the Project
Municipal Local • Enters and executes Municipal Local
Government Unit (MLGU) agreement with the funder Government Unit of
and the NGO Porac, Pampanga
• Monitors and provides
technical assistance to
BLGU and community
leaders during Project
execution
• Handles and intervenes in
resolving politically
motivated issues affecting
the implementation of the
Project
• Ensure coordination with
KAMAI, barangay officials
and residents
Barangay Local • Enters and executes Barangay Council
Government Unit (BLGU) agreement with the funder
and the NGO
• Monitors and provides
technical assistance to
community leaders during
Project execution
• Handles and intervenes in
resolving politically
motivated issues affecting
the implementation of the
Project
• Ensure coordination with
KAMAI and sitio residents
• Ensure safety of all
stakeholders engaged in
Project execution, monitoring
and supervision

Technical Experts/ • Lend expertise, provide To be identified by

Consultants technical assistance and PMT
guidance as needed
Contractor • Executes approved Program To be identified during
of Works procurement

Issue Management

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Along Project execution, variations might be inevitable in order to suit actual conditions.
In this case, changes will be necessary both in the Project Plan and in actual
implementation. Nevertheless, any change in the provisions stipulated in this plan might
have implications in the Project’s quality, resources, and timeframe. Hence, the
following protocol must be observed before proceeding with the necessary adjustments:
Step 1: Once an issue arises, the members of the Project Management
Committee or KAMAI shall document and submit report to Project
Manager
Step 2: The Project Manager shall review the report, conduct validation and
schedule for a Joint PMT-KAMAI-BLGU Meeting. Representatives from
the academe partner (HAU) can also be invited to sit down during the
meeting.
Step 3: During the meeting, the issue will be discussed and recommendations
will be provided by the technical experts for the joint body’s consensus
and approval. A request for Variation Order will be prepared by the
stakeholder concerned with the assistance of technical persons and
submit to Project Manager. Should the Committee be unable to reach
consensus on the approval or denial of a change, the issue will be
forwarded to the Funder with a written abstract of the issue, for final
resolution.
Step 4: Project Sponsor shall review the issue(s) and render a final decision on
the approval or denial of a change.
Step 5: Following an approval or denial Project Sponsor, the Project Manager
will notify the original requestor of the decision. Funder’s decision is final
and there is no petition process.

Communications Plan

Disseminating knowledge about the project is essential to the project’s success. Project
participants desire knowledge of what the status of the project is and how they are
affected. The more that people are educated about the progress of the project and how
it will help them in the future, the more they are likely to participate and benefit.
This plan provides a framework for informing, involving, and obtaining buy-in from all
participants throughout the duration of the project.
Audience
This communications plan is intended for the following:
• Project Sponsor

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• Project Manager
• Partner NGO (KAMAI)
• Partner Academic Institution (HAU)
• Municipal Local Government Unit
• Barangay Local Government Unit
• Technical Experts/Consultants
• Contractor
Communications Methodology
The communications methodology utilizes three directions for effective communication:
Top-Down. It is absolutely crucial that all participants in this project sense the executive
support and guidance for this effort. The executive leadership of the organization needs
to speak with a unified, enthusiastic voice about the project and what it holds for
everyone involved. This will be 'hands-on' change management, if it is to be successful.
Not only will the executives need to speak directly to all levels of the organization, they
will also need to listen directly to all levels of the organization, as well.
• Funder communicates to Project Manager
• Project Manager convenes and consults all members of the PMT as well as other
concerned stakeholders
• Project Management Committee communicates with technical consultants
• Technical consultants to provided recommendation to Project Manager
• Project Manager to provide all notice, memos, orders to contractor
Bottom-Up. To ensure the buy-in and confidence of the personnel involved in bringing
the proposed changes to reality, it will be important to communicate the way in which
the solutions were created. If the perception in the organization is that only the Project
Management Committee created the proposed changes, resistance is likely to occur.
However, if it is understood that all participants were consulted, acceptance seems
more promising.
• Residents participate in the consultation and decision making process
• KAMAI-HAU-BLGU coordinates both with the residents and the Project
Management Committee
• PMT listens to issues and seek for PM’s recommendation
• PM coordinates with Project Sponsors and notifies Committee and all
stakeholders regarding changes required by Funder
Middle-Out. Full support at all levels, where the changes will have to be implemented,
is important to sustainable improvement. At this level (as with all levels), there must be
an effort to find and communicate the specific benefits of the changes. People need a
personal stake in the success of the project management practices.
• Inclusive participation of all stakeholders

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• Availability of a suggestion/complaints redress mechanism initiated by PMT

Communications Mechanisms
To ensure effective communication in all levels, the following venues/activities for
feedbacking, updating, mentoring and planning are set:
Monthly Status Report: The Project Manager in coordination with all stakeholders and
technical experts prepares the monthly status report for submission to the Funder. The
report must include the following:
- Physical and Financial Status of the Project
- Challenges, Issues
- Action Taken/Action Required
- Support Needed
Bi-Monthly PMT-Multi-Stakeholders Meeting: A meeting will be conducted twice a
month in order to monitor physical progress of the Project as well as the financial status.
This is also a venue where the contractor reports on the accomplishment, challenges,
remaining deliverables, and the needed support or technical assistance for the
successful implementation of the Project.
Monthly Executive Meeting: This is the venue where the Project Management Team
meets with the Funder representatives to discuss accomplishment, resolve issues and
address different concerns.
Mobile and Internet use: All Project participants can utilize in their advantage the open
communication system through mobile and web messaging, calls, and video
conferences to ensure timely provision of guidance and technical assistance and for fast
resolution of issues.

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ATTACHMENTS/APPENDICES

Annex 1. Schematic Diagram

Annex 2. Reservoir Design
Annex 3. Pipeline Analysis

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