RSDP Activity Reporting Template - Ward Development Meeting 3 2022

DEPARTMENT OF PROVINCIAL AND LOCAL-LEVEL GOVERNMENT AFFAIRS

LOCAL LEVEL GOVERNMENT & RURAL SERVICE DELIVERY TECHNICAL SUPPORT DIVISION

RURAL SERVICE DELIVERY PROJECT

CENTRAL PROVINCIAL PROJECT OFFICE

RSDP Activity Report Template

Name of the Activity: Ward Development Meeting 3

Officer Reporting: Lynette Mamata (Community Development Worker)
Mission: Team 2 ~ Koiari Rural Local-level Government
Final Draft Date: 14th of October 2022

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Contents

Headers Page

Title Page 1
Contents 2

1 - Acknowledgement 3
2 - Glossary & Acronyms 4
3 - Executive Summary 5
3.1 - Mission Objectives and Key Activities 5
3.2 - Total Number of Participation (Attendees and Facilitators) 5
3.3 - Successes and Highlights 5
3.4 - Challenges, Issues and Need for Improvements 5
3.5 - Implementation Cost of WDM3 and Financial Acquittals 6-7
3.6 - Any Other Important Note(s) 7
4 - Introduction 7
4.1 - Mission Activity Name and Its Purpose 7
4.2 - Notable Observations and Piggybacking Activity 7
4.3 - The Background, Rationale and Objective(s) of the Mission 7-8
4.4 - Places and Dates of the Activity 8-11
5 - Outcome of the Activity: Discussion and Analysis with Statistics, Graphs, Pictures, etc. 11
5.1 - Mission Objectives Achieved and Any Other Achievements 11-12
5.2 - Key Activities Achieved as per the Mission Plan 12
5.3 - Results and Achievements of this Activity – Ward Development Meeting 3 12-16
6 - Training Evaluation (for Training Activity only) 16
6.1 - Duration of Number of Days Training (including topics and sessions covered) 16
6.2 - Approaches, Techniques, Tools and Methods used in the Training 16
6.3 - Manuals and Materials Used 16-17
7 - Finance and Acquittals 17
7.1 - Financial Reporting Table 17
7.2 - Notes to Expenditure Lines ~ Comments and Field Observations 17-19
8 - Grievances 19
8.1 - Grievances related to Activity Implementation 19-20
8.2 - Other Project Related Grievances 20
9 - Conclusion 20
9.1 - General Statement of the overall Activity Discussions 20
10 - Key Recommendation(s) 20
10.1- Detailed Proposed Actions for Scale-Up or Improvement and Address 20-21
10.2 - Relations to Specific Recommendation or Other Changes to Activity Management 21
11 - Appendices 21

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 RSDP Activity Reporting Template - Ward Development Meeting 3 2022

1. Acknowledgement

On behalf of Team 2 for Koiari rural LLG in Central province, I as the Team Leader would like to thank the Central
Provincial Project Office staff for the recommendation given to PMU for approval given to the mission team to
visit the 5 selected wards in Koiari rural LLG to coordinate and facilitate the Ward Development Meeting 3 within
the given time frame as per the schedule.

Appreciation is extended also to our development partners in the likes of the Koiari LLG administration staff, Ward
Members and Service Providers who gave their assistance and input in the accomplishment of this WDM3 mission.

The participating members of the mission team where four officers from the Local-level Government (LLG), District
Administration, Central Provincial Project Office (CPPO) and 2 local casual drivers. These officers are as listed below:

 Lynette Mamata
 Max Kidu
 Jacob Kawatalu
 Thomas Piaro
 Sabea Uwea
 Konio Womarah
- Team Leader and Koiari Rural LLG Community Development Worker (CDW)
- The Project Officer ~ Koiari Rural LLG
- The Procurement Officer ~ Central Provincial Project Office
- Health & Water Supply ~ Hiri District Administration
- Local Guide and Security Escort
- Local Guide and Casual Driver

The steps in conducting the Ward Development Meeting 3 were very challenging given that the team needed to
meet the 3 objectives and key activities of the mission plan. The task was very challenging as the team was
instructed to meet the deadlines set by the Project Management Unit (PMU) however within the localities there
were many obstacles to overcome during the implementation period of this mission.

Finally, our sincere appreciation and thank you to the respective ward communities, ward members and CDD-SC
Committees for accepting us into their wards and local communities to facliliate and coordinate the WDM3
meeting successfully.

Thanking you so much for your hospitality and Godly manner. Much appreciated by the team members and myself
as the Team Leader.

Lynette Mamata
Team Leader &
Community Development Worker (CDW)
RSDP in Koiari Rural LLG

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2. Glossary & Acronyms

Acronyms Meanings
BOQ Bill Of Quantity
CDD Community Driven Development
CDD-SC Community Driven Development Sub Committee
CDW Community Development Worker
CLUA Clan Land Use Agreement
DDA District Development Authority
DPLGA Department of Provincial & Local-level Government Affairs
DPMT District Provincial Management Team
DSIP District Service Improvement Program
ECOP Environment Code Of Practice
EOI Expression Of Interest
LLG Local Level Government
LLGA Local Level Government Assembly
LLG-DC Local Level Government Development Committee
LLGSIP Local Level Government Service Improvement Program
M&E Monitoring and Evaluation
MIS Management Information System
POM Project Operation Manual
PPC Provincial Project Coordinator
PPO Provincial Project Office
PSM Public Service Mapping
RISS Rural Infrastructure and Social Safeguard Specialist
RSDLGP Rural Service Delivery and Local Governance Project
RSDP Rural Service Delivery Project
SSP Sub Project Proposal
TF Technical Facilitator
TL Team Leader
WDC Ward Development Committee
WDG Ward Development Grant
WDM3 Ward Development Meeting 3
WFP Work and Financial Plan

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3. Executive Summary

3.1 - Mission Objectives and Key Activities

The overall objective of the Ward Development Meeting 3 activity undertaken by Team 2 under the leadership of
Community Development Worker Lynette Mamata for the nominated wards of Bisiatabu (ward 11), Bereadabu
(12), Kahitana (ward 16), Berebei (ward 17) and Varutanumu (ward 18) in Koiari Rural LLG is to:

 To validate the 5 eligible sub projects selected to be implemented in Koiari Rural LLG.
 To ensure the CDD-SC committee members and local communities fully understand the content of the
sub project proposal and their roles and responsibilities during the actual sub project implementation.
 To ensure all 5 eligible sub projects have met the prerequisites set before sub projects are implemented.

The key activities that where conducted during the visitation and dissemination during this activity exercise by the
facilitating team was:

 Conduct CDDSC Refresher for Sub Committee

 Planning Ward Development Meeting No. 3
 Validation of Sub Project Proposals
 Finalisation and Submission of Sub Project Proposal

3.2 - Total Number of Participation (Attendees and Facilitators)

The total number of participants for each of the wards during WDM3 is as listed below. The attendees can be
verified against the attendance listing for each of the individual wards which is one of the requirements needed
to ensure the validation and endorsement of the ward’s sub project proposal is approved at the LLG-DC meeting
and assembly.

No. Ward Total Population Attendees in WDM3 % of Population

1 Ward 11 - Bisiatabu 364 145 40%

2 Ward 01 - Bereadabu 590 200 34%

3 Ward 16 - Kahitana 401 200 50%

4 Ward 17 - Berebei 307 100 33%

5 Ward 18 - Varutanumu 257 106 41%

Total: 1,919 751 39%

3.3 - Successes and Highlights

 All the 5 wards were covered within the given time frame.
 All the data entry collected during WDM3 for the 5 wards were completed and uploaded on the MIS
Tablets including the 5 sub project proposals.
 The LLG Project Officer committed himself to support in carrying out the task given.

3.4 - Challenges, Issues and or Needs for Improvement

 Commitment and dedication to the mission ~ Only 3 facilitators where fully present throughout the
mission implementation especially the Team Leader & CDW for Koiari Rural LLG, the Koiari LLG Project
Officer and CPPO’s provincial Procurement Officer. The Hiri District Officer did not participate at all during
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the mission implementation. Improvements: Full commitment and dedications must be given by rural
LLG staff as well as District staff when official engaged for a RSDP field activity in the future. RSDP cannot
continue to commit funds towards these officers who have no interest in activity implementation but
rather solely wish to be part of a team for the sake of travel allowances and Per Diems.

 Transportation Hire ~ The 7 days hire on the mission plan did not meet the 13 days initially planned for
on the mission plan. The reduction in number of days hire affected the logistical arrangement for wards
within the vicinity of the Sirunumu dam catchment. Improvements: Mission Plans should be thoroughly
reviewed by concerned CDWs or PMU should appreciate the CDW’s local knowledge on the ground and
in the field before proposing cost cutting measures on mission plans.

 Transport Arrangements ~ In Berebei Ward 17 the sub project site was located in Manamiro village
which is quite a walking distance from where the team was dropped off by the dinghy. The team has to
physically walk a few hours and distance to the sub project site which was very challenging. A local
transport was engaged to provide services for 2 days to pick up the team from Sirinumu dam drop off
point to be transported to Manamiro village and back to the meeting venue in Berebei Ward 17.
Improvements: Mission Plans should be thoroughly reviewed by concerned CDWs or PMU should
appreciate the CDW’s local knowledge on the ground and in the field before proposing cost cutting
measures on mission plans.

 Local Frustrations ~ The CDD-SC members and local communities were very frustrated in the lengthy
delay in sub project implementation and vented their anger and frustration to the mission team by way
of verbal insults and physical threats. Improvements: Improvements: Any form of delay in RSDP
implementation should be formally communicated by the PMU to PPOs and then to the wards and local
communities. This will ensure all stakeholders and benefiting local communities are all on the same page
this mitigates the frustration expressed by local communities.

 MIS Uploads ~ Uploading of the MIS Data collected and entered on the tablets for the key activities
where done in a rush and at certain locations were not uploaded due to network connectivity.
Improvements: MIS data collection and uploading should be given ample timing or be done separately
as another mission to ensure focus and attention is fully given to this activity all the same.

 National Dates & Holidays ~ the expected attendees or the majority of the local communities did not
attend the WDM3 meetings as most communities gave focus to the preparation of the Independence Day
celebrations on September 16, 2022.

 Notification for Meetings ~ Ward Members, CDD-SCs and local communities expressed dissatisfaction
in regards to the notification and “toksave” disseminated before WDM3. It was expressed that the
notification for WDM3 was done very informally as such many local communities did not give priority
RSDP WDM3. Improvements: In the future, dissemination of notice of meetings should be done more
professionally and have proper directions and guidelines to ensure local communities are well prepared
for such meetings.

3.5 - Implementation Cost of WDM3 and Financial Acquittals

The total activity and logistical cost for implementing WDM3 by Team 2 in Koiari Rural LLG was K21, 370.86.
Outlined below is the summary of expenditure as per the cost centres and budget lines. The detailed acquittals
for these expenditures are reflected under Item 5. Finance & Acquittals further within this mission report. Other
observations on financial expenditure are also listed under item 5 ~ Finance and Acquittals including comments
on individual line items.

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No Cost Centre Amount

1 Travel Allowances & Per Diems 6, 515.00

2 Home Stay Allowances 1, 200.00

3 Transportation Hire 6, 160.00

4 Dinghy & Outboard Motor Hired 2, 700.00

5 Fuel and Lubricants 1, 000.00

6 Stationery 946.54

7 Medical Supplies 502.05

8 Bulk Food Rations 1, 847.27

9 Contingency 500.00

10 Total: 21, 370.86

3.6 - Any Other Important Note(s)

The sub project proposals that were validated by each of the five (5) wards only indicated the World Bank funding
component. The total sub project costs of implementation is 2 to 3 times higher the WB component and will
required additional counterpart funding from Hiri-Koiari District and Central Provincial Administration /
Government. The implementation of these sub projects and its completion will definitely depend on the
counterpart contribution on the part of the District and Province.

4. Introduction

4.1 - Mission Activity Name and its Purpose

The field mission undertaken is the final meeting under phase 3 of the implementation cycle and is termed “Ward
Development Meeting 3”. WDM3 includes providing a brief refresher training to the CDD-SC members in relation
to WDM2 to ensure the CDD-SC members are able to facilitate WDM3 for the local communities to validate their
sub project proposals in preparation for endorsement by the LLG-DC.

4.2 - Notable Observation and Piggybacking Activity

Piggybacking on the WDM3 mission is the Public Service Mapping exercise using the MIS Tablets to map public
structures and utilities within the local communities or within the boundaries of the local ward(s) under RSDP in
Koiari rural LLG.

4.3 - The Background, Rationale and Objective(s) of the Mission

The detailed objective of the mission activity is again outlined below:

 To validate the 5 eligible sub projects selected to be implemented in Koiari Rural LLG.
 To ensure the CDD-SC committee members and local communities fully understand the content of the
sub project proposal and their roles and responsibilities during the actual sub project implementation.
 To ensure all 5 eligible sub projects have met the prerequisites set before sub projects are implemented.

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The key activities that where conducted during the visitation and dissemination during this activity exercise by the
facilitating team was:

 Conduct CDDSC Refresher for Sub Committee

 Planning Ward Development Meeting No. 3
 Validation of Sub Project Proposals
 Finalisation and Submission of Sub Project Proposal

4.4 - Places and Dates of the Activity

The tentative travel arrangements as per the approved mission plan is as such:

Dates Tentative Travel Arrangements

Preparation Days  Community Mobilisation for 5 Wards that will be visited.

 Informing the WDC’S and CDD Sub-committees of the 5 Wards about the validation
exercise

Sunday  Preparation and logistical arrangements for WDM 3

September 4,  Pick up bulk rations and supplies in Port Moresby
2022  Overnight in Port Moresby

Monday  Bisiatabu Ward 11 - Depart to Bisiatabu Mission Station

September 5,  Bisiatabu Ward 11 - Conduct CDDSC Refresher for Sub Committee
2022  Bisiatabu Ward 11 - Overnight Bisiatabu Mission Station

Tuesday  Bisiatabu Ward 11 - Conduct WDM3 at Bisiatabu Mission Station

September 6,  Bisiatabu Ward 11 - Overnight Bisiatabu Mission Station
2022

Wednesday  Bereadabu Ward 12 - Depart Bisiatabu Mission Station to Fakonama village

September 7,  Bereadabu Ward 12 - Conduct CDDSC Refresher for Sub Committee
2022  Bereadabu Ward 12 - Overnight Fakonama village

Thursday  Bereadabu Ward 12 - Conduct Ward Development Meeting 3 Fakonama village

September 8,  Bereadabu Ward 12 - Overnight Fakonama village
2022 

Friday September  Kahaitana Ward 16 - Depart Fakonama village for Boredabu village
9, 2022  Kahaitana Ward 16 - Conduct Public Service Mapping
 Kahaitana Ward 16 - Depart Boredabu village for Sirimunu Dam
 Kahaitana Ward 16 - Depart Sirimunu Dam for Kahaitana village
 Kahaitana Ward 16 - Overnight in Kahaitana village

Saturday  REST AND SABBATH OBSERVATION

September 10,  Kahaitana Ward 16 - Conduct CDDSC Refresher for Sub Committee
2022
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Sunday  Kahaitana Ward 16 - Conduct WDM3 at Kahaitana village

September 11,  Kahaitana Ward 16 - Conduct Public Service Mapping in Kahaitana village
2022  Kahaitana Ward 16 - Overnight in Kahaitana village

Monday  Varutanumu Ward 18 – Depart Kahaitana village to Gorudobu village

September 12,  Varutanumu Ward 18 – Conduct CDDSC Refresher for Sub Committee
2022  Varutanumu Ward 18 – Overnight at Gorudobu village


Tuesday  Varutanumu Ward 18 – Conduct WDM3 at Gorudobu village

September 13,  Varutanumu Ward 18 – Conduct Public Service Mapping in Gorudobu village
2022  Varutanumu Ward 18 – Conduct Public Service Mapping in Ubatana village
 Varutanumu Ward 18 – Overnight at Gorudobu village

Wednesday  Berebei Ward 17 - Depart Gorudobu village for Berebei village

September 14,  Berebei Ward 17 - Conduct CDDSC Refresher for Sub Committee
2022  Berebei Ward 17 - Overnight at Berebei village

Thursday  Berebei Ward 17 - Conduct WDM3 Berebei village

September 15,  Berebei Ward 17 - Conduct Public Service Mapping at Berebei village
2022  Berebei Ward 17 - Overnight at Berebei village

Friday September  Depart Berebei village for Sirimunu Dam

16, 2022  Depart Siriamunu Dam for Port Moresby - End of Mission

The actual travel and logistical engagement encountered in the field is as such:

Dates Actual Travel and Logistical Engagement during WDM3 Implementation

Monday  No Homestay for Sunday night

September 5,
2022  Bisiatabu Ward 11 - Team Travelled from Sirianumu Village to Magere village
 Bisiatabu Ward 11 - Conduct CDDSC Refresher for Sub Committee
 Bisiatabu Ward 11 - Conduct Public Service Mapping in Village
 Bisiatabu Ward 11 - Travelled back to Sirianumu village
 Bisiatabu Ward 11 - Stayed overnight at Sirianumu village

 Bisiatabu Ward 11 - Driver and Local Guide were present during this travel
 Bisiatabu Ward 11 - Hire Car was in used – Bachus Hire Car 5 door

Tuesday  Bisiatabu Ward 11 - Team Travelled from Sirianumu village to Magere village
September 6,  Bisiatabu Ward 11 - Conduct WDM3 at Magere village Ward 11
2002
 Bisiatabu Ward 11 - Homestay at Sirianumu village (Sogeri Central)

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 Bisiatabu Ward 11 - Travelled back 10 minutes’ drive to Sirianumu village

 Bisiatabu Ward 11 - Stayed overnight at Sirianumu village ( Sogeri Central)

 Bisiatabu Ward 11 - Driver and Local Guide were present during this travel
 Bisiatabu Ward 11 - Hire Car was in used – Bachus Hire Car 5 Door

Wednesday  Bereadabu Ward 12 - Team travelled from Sirianumu village to Bereadabu village
September 7,  Bereadabu Ward 12 - Conducted CSDDSC Refresher conducted
2022  Bereadabu Ward 12 - All CDD SC members present
 Bereadabu Ward 12 - Overnight Bereadabu Ward 12

 Bereadabu Ward 12 - Driver and Local Guide were present during this travel
 Bereadabu Ward 12 - Hire Car was in used -Bachus Hire Car 5 door

Thursday  Bereadabu Ward 12 - CDD-SC members conducted WDM3

September 8,  Bereadabu Ward 12 - All community was present including Ward Member & WDC
2022
 Bereadabu Ward 12 - Stayed over the weekend at Sirianumu village Ward 12
 Bereadabu Ward 12 - Driver and Local Guide were present during this travel

Friday  Bereadabu Ward 12 - Conduct Public Service Mapping in 4 villages

September 9,
2022  Bereadabu Ward 12 - Stayed over the weekend at Sirianumu village Ward 12
 Bereadabu Ward 12 - Driver and Local Guide were present during this travel
 Bereadabu Ward 12 - Hire Car was in used - Bachus Hire Car 5 door

Saturday  No activity - Hire Car was not in use, was with the Team Leader Lynette Mamata
September 10,  No activity - Sabbath Observance, attending Worship Programs on Saturday
2022  No activity - Overnight at Sirianumu village Ward 12

Sunday  No activity - Hire car was not in use was due for Sunday 5:00 pm to return to Owner
September 11,  No activity - Driver was attending a Church Program away from home
2022  No activity - No driver to drop off the vehicle at Bachus Rent a car
 No activity - Overnight with vehicle at Sirianumu village Ward 12
 No activity - Was told to return the hire car on Monday morning

Monday  No activity - Hire car was returned to owner Bachus Hire Car Services at 8:00 am
September 12,  No activity - No vehicle to drop off Team 2 Officers at Sirinimu Dam
2022
 No activity - Arrangement was done a local Oki Dick to provide transportation
 No activity - Local Transport confirmed for pick up on Tuesday 13th September 2022
 No activity - Homestay and Overnight at Sirianumu village Ward 12

Tuesday  Travelled to Sirinumu Dam Point from Sirianumu village ward 12

September 13,  Transportation by Oki Dick for drop off at Sirinumu dam - Day 1 use
2022
 Varutanumu Ward 18 - Picked up by Out Board motor to Gorudobu village
 Varutanumu Ward 18 - Conducted CDD SC Refresher for Sub committees
 Varutanumu Ward 18 - Homestay and Overnight at Gorudobu village

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Wednesday  Varutanumu Ward 18 - Conducted Public Service Mapping in 3 villages

September 14,
2022  Berebei Ward 17 - Travelled from Gorudobu village to Wahondada village
 Berebei Ward 17 - Homestay and Overnight at Wahondada village

Thursday  Berebei Ward 17 - Travel on dinghy to 5 villages to conduct Public Service Mapping
September 15,  Berebei Ward 17 - Conducted CDD SC Refresher for Sub committees at Manamiro village
2022  Berebei Ward 17 - Conducted WDM3 by the CDD-SC members
 Berebei Ward 17 - Validation done on the same day due to Independence celebration

 Berebei Ward 17 - CDD-SC members & Community as a whole were present in WM3
 Berebei Ward 17 - Homestay and Overnight at Berebei village

Friday
September 16,  No activity - Communities participated in Independence Day celebrations
2022  Mission Team was part of the community celebration in the village

OFFICIAL MISSION DURATION ENDS ~ AS PER THE APPROVED MISSION PLAN

Saturday  No activity - Sabbath Observance and Attend Worship Programs

September 17,  Berebei Ward 17 - Homestay and Overnight at Manamiro village
2022

Sunday  Berebei Ward 17 - Depart Manamiro village for Kahaitana Ward 16 in the afternoon
September 18,  No activity - Communities participated in Independence Day celebrations continue
2022  Kanaitana Ward 16 - Homestay and Overnight in Kahaitana village

Monday  Kahaitana Ward 16 - Conduct CDD SC Refresher for Sub committees

September 19,  Kahaitana Ward 16 - Conduct Public Service Mapping for 3 villages done completed
2022  Kahaitana Ward 16 - Depart Kahaitana village for Sirinumu dam pick point

 Picked up by Local Transport (Oki Dick) and dropped off at Sirianumu village - Day 2 use
 END OF MISSION

5. Outcome of the Activity: Discussion and Analysis with Statistics, Graphs, Pictures, etc.
[Should answer and provide information on mission objectives achieved and any other achievements]
[Should answer and provide information on the Results and achievements of the activity]
[Should answer and provide information on Findings, Issues, Gaps and Challenges]
[Is there any gap or challenge directly related to the effective implementation and or delivery of the training? This
section can be outlined in sub sections for clear distinction etc.]

5.1 - Mission Objective Achieved and Any Other Achievements

No. Mission Objectives Ward 11 Ward 12 Ward 16 Ward 17 Ward 18

1 Validation Completed Yes Yes Yes Yes Yes

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CDD-SC members and local communities

understand the content of the sub project
2 Yes Yes Yes Yes Yes
proposal and their roles and responsibilities

Prerequisites of validation has been met by

3 the CDD-SC & communities Yes Yes Yes Yes Yes

5.2 - Key Activities Achieved as per the Mission Plan

No. Key Activities Ward 11 Ward 12 Ward 16 Ward 17 Ward 18

Conduct CDD-SC Refresher Training for the
1 Yes Yes Yes Yes Yes
CDD Sub Committee members
2 Conduct Ward Development Meeting 3 Yes Yes Yes Yes Yes

3 Validation of Sub Project Proposals Yes Yes Yes Yes Yes

Finalizing and Submission of Sub Project
4 No No No No No
Proposals
5 Completed Work & Financial Plan No No No No No

6 Completed Procurement Plan No No No No No

7 Completed final Sub Project Proposal No No No No No

8 Complete Attendance Listing WDM3 Yes Yes Yes Yes Yes

9 Conduct of Public Service Mapping Ongoing Ongoing Ongoing Ongoing Ongoing

5.3 - Results and Achievements of this Activity ~ Ward Development Meeting 3

During the WDM3 all the 5 wards and local communities visited where given the WDM3 Attendance Form to be
filled out while the actual meeting and validation was in progress. Annexed to this report is the actual Attendance
Form that was compiled while the information and statistics provided herein is only the summary of the relevant
data needed as per the mission’s objectives.

Table 5.3.1 - Ward 11 Bisiatabu Data

A. WARD INFORMATION

Name of Province: Central Province

Name of District: Hiri Koiari District

Name of Rural Local-level Government: Koiari Rural LLG

Name of Ward: BISIATABU WARD 11

Sub Project Title: Water Supply - Reticulation

Type of Sub Project Infrastructure

B. MEETING DATE, TIME AND PLACE

Date of Meeting: Tuesday September 6, 2022

Time Started: 10:00 am

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Time Ended: 04:00 pm

Place of Meeting: Bisiatabu Primary School

C. SUMMARY OF ATTENDANCE

Number of Participants 0-14 15-25 26-59 60 + Total

Male: 17 15 30 10 72

Female: 16 16 31 10 73

Total: 33 31 61 20 145

D. PARTICIPANTS WITH SPECIAL NEEDS

Number of Special Needs Participants 0-14 15-25 26-59 60 + Total

Male: 1 1 - - 2

Female: - - - - -

Total: 1 1 - - 2

Table 5.3.2 - Ward 12 Bereadabu Data

A. WARD INFORMATION

Name of Province: Central Province

Name of District: Hiri Koiari District

Name of Rural Local-level Government: Koiari Rural LLG

Name of Ward: BEREADABU WARD 12

Sub Project Title: Water Supply - Reticulation

Type of Sub Project Infrastructure

B. MEETING DATE, TIME AND PLACE

Date of Meeting: Thursday September 8, 2022

Time Started: 10:30 am

Time Ended: 02:00 pm

Place of Meeting: Wokabaut Market

C. SUMMARY OF ATTENDANCE

Number of Participants 0-14 15-25 26-59 60 + Total

13
Male: 21 15 50 99

Female: 25 22 34 20 101

Total: 46 37 84 33 200

D. PARTICIPANTS WITH SPECIAL NEEDS

Number of Special Needs Participants 0-14 15-25 26-59 60 + Total

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Male: 1 - - 1 ?

Female: - - - - ?

Total: 1 - - 1 2

Table 5.3.3 - Ward 18 Varutanumu Data

A. WARD INFORMATION

Name of Province: Central Province

Name of District: Hiri Koiari District

Name of Rural Local-level Government: Koiari Rural LLG

Name of Ward: VARUTANUMU WARD 18

Sub Project Title: Water Supply - Reticulation

Type of Sub Project Infrastructure

B. MEETING DATE, TIME AND PLACE

Date of Meeting: Tuesday September 13, 2022

Time Started: 10:40 am

Time Ended: 12:00 noon

Place of Meeting: Varutanumu village

C. SUMMARY OF ATTENDANCE

Number of Participants 0-14 15-25 26-59 60 + Total

Male: 9 24 27 2 62

Female: 6 9 27 2 44

Total: 15 33 54 4 106

D. PARTICIPANTS WITH SPECIAL NEEDS

Number of Special Needs Participants 0-14 15-25 26-59 60 + Total

Male: - 1 - - -

Female: 1 - 1 - -

Total: 1 1 1 - 3

Table 5.3.4 - Ward 17 Berebei Data

A. WARD INFORMATION

Name of Province: Central Province

Name of District: Hiri Koiari District

Name of Rural Local-level Government: Koiari Rural LLG

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Name of Ward: BEREBEI WARD 17

Sub Project Title: Water Supply

Type of Sub Project Infrastructure

B. MEETING DATE, TIME AND PLACE

Date of Meeting: Thursday September 15, 2022

Time Started: 11:00 am

Time Ended: 02:00 pm

Place of Meeting: Manamiro village

C. SUMMARY OF ATTENDANCE

Number of Participants 0-14 15-25 26-59 60 + Total

Male: 3 18 18 18 57

Female: 3 13 13 14 43

Total: 6 31 31 32 100

D. PARTICIPANTS WITH SPECIAL NEEDS

Number of Special Needs Participants 0-14 15-25 26-59 60 + Total

Male: 1 - 1 1 3

Female: 1 2 - - 3

Total: 2 2 1 1 6

Table 5.3.5 - Ward 16 Kahitana Data

A. WARD INFORMATION

Name of Province: Central Province

Name of District: Hiri Koiari District

Name of Rural Local-level Government: Koiari Rural LLG

Name of Ward: KAHITANA WARD 16

Sub Project Title: Water Supply - Reticulation

Type of Sub Project Infrastructure

B. MEETING DATE, TIME AND PLACE

Date of Meeting: Wednesday September 19, 2022

Time Started: 11:00 am

Time Ended: 01:00 pm

Place of Meeting: Kahitana village

C. SUMMARY OF ATTENDANCE

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Number of Participants 0-14 15-25 26-59 60 + Total

Male: 12 18 69 3 102

Female: 15 13 69 1 98

Total: 27 31 138 4 200

D. PARTICIPANTS WITH SPECIAL NEEDS

Number of Special Needs Participants 0-14 15-25 26-59 60 + Total

Male: - 1 - - 1

Female: 1 - - 1 2

Total: 1 1 - - 3

6. Training Evaluation (for Training Activity only)

[Should provide the information on - Aspects of training participants requested more emphasis - ½ page]
[Should provide the information on - Any general contentment or discontentment during the training]
[Should provide the information on - Comments on trainers and participants can be arranged as sub sections - ½
page]

6.1 - Duration or number of days of training including number of topics and sessions covered

The refresher for the CDD-SC members took a day to cover while the sub project proposal draft was covered in
brief giving highlights and emphasis on the ward’s SSP draft booklet and activity forms.

The following forms and prerequisites were re-explained to the CDD-SC members to re-understand and
appreciate the concept on how to conduct and facilitate WDM3 to the local communities as the audience.

 WDM3 Meeting Attendance Form

 CDD-SC Member’s Roles and Responsibilities
 Sub Project’s - Work and Financial Plan
 Sub Project’s - Budget Costing and Counter Funding
 Sub Project’s - Procurement Plan
 Sub Project’s - BOQ and Material Listing
 ECOPS Mitigation Measures
 Screening Forms for Environmental and Social Impacts
 Operation and Maintenance of the Sub Project
 Clan Land Use Agreement (CLUA) Form
 The Importance and use of the MIS Tablets

6.2 - Approaches, Techniques, Tools and Methods used in the Training

 Direct presentation from the bonded Sub Project Proposal

 Direct presentation from RSDP Manuals and Guides
 Diagrams and explanations on butcher paper
 Verbal discussions and explanations

6.3 - Manuals and Materials Used

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 Sub Project’s - draft Proposal (used in the validation process)

 Sub Project’s - Work and Financial Plan
 Sub Project’s - Budget Costing and Counter Funding
 Sub Project’s - Procurement Plan
 Sub Project’s - BOQ and Material Listing
 Clan Land Use Agreement (CLUA) Form

7. Finance and Acquittals

7.1 - Complete the Table below for your Financial Report

No Expenditure Lines Budget Actuals Variance Notes

1 Travel Allowance

1.1 Lynette Mamata 1, 235.00 1, 235.00 00.00 A

1.2 Thomas Piaro 1, 235.00 1, 235.00 00.00 B

1.3 Max Kidu 1, 235.00 1, 235.00 00.00 C

1.4 Carol Marava 1, 235.00 1, 235.00 00.00 D

1.5 Sabea Uwea 975.00 975.00 00.00 E

1.6 Konio Womarah 600.00 600.00 00.00 F

1.7 Sub Total: 6, 515.00 6, 515.00 00.00

2 Homestay Allowance

2.1 3 Officers per night 600.00 580.00 20.00 G

2.2 3 Officers per night 600.00 620.00 - 20.00 H

2.3 Sub Total: 1, 200.00 1, 200.00 00.00

3 Vehicle Hire 6, 160.00 6, 160.00 00.00 I

4 Dinghy & Motor Hire 2, 700.00 2, 700.00 00.00 J

5 Fuel and Lubricants 1, 000.00 860.33 139.67 K

6 Stationery 946.54 946.54 00.00 L

7 Medical Supplies 502.05 502.05 00.00 M

8 Bulk Food Rations 1, 847.27 1, 847.27 00.00 N

9 Contingency 500.00 300.00 200.00 O

10 Sub Total: 13, 655.86 13, 316.19 339.67 P

11 GRAND TOTAL: 21, 370.86 21, 031.19 339.67 Q

7.2 Notes to Expenditure Lines ~ Comments and Field Observations

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Notes Expenditure Lines Comments & Observations

Receipt # 915705 dated 03.09.22 signed off by the Team Leader ~ PMU
Note A Per Diem - Lynette Mamata did direct deposit into the individual’s bank account. For acquittal
purpose receipt done to compliment the deposit slip.

Receipt # 915703 dated 03.09.22 signed off by the Team Leader ~ PMU
Note B Per Diem - Max Kidu did direct deposit into the individual’s bank account. For acquittal
purpose receipt done to compliment the deposit slip.

Officer was replaced by the Provincial Procurement Officer and was paid
in cash by the PMU Finance (original receipt handed to PMU).
Per Diem - Carol Marava (Jacob
Note C
Kawatalu) Receipt # 915702 dated 21.09.22 signed off by Jacob Kawatalu. For
acquittal purpose receipt done to compliment the deposit slip.

Receipt # 915704 dated 03.09.22 signed off by the Team Leader ~ PMU
did direct deposit into the individual’s bank account. For acquittal
purpose receipt done to compliment the deposit slip.
Note D Per Diem - Thomas Piaro
Individual did not attend the whole WDM3 implementation activity and
was paid per diem for lack of attendance. This officer will not be engaged
for any future RSDP activities going forward.

Receipt # 0087035 dated 05.09.22 paid and signed off by Troy Edene
amounting to K350.

Note E Per Diem - Sabea Uwea Receipt # 0087035 dated 12.09.22 paid and signed off by Yobu Uwea
amounting to K625.00.

Total of K975.00 advanced paid off on these 2 receipts.

Receipt # 0087024 dated 01.09.22 paid and signed off by casual driver
Note F Per Diem - Konio Womarah
Konio Uwea

Receipt # 0087027 dated 02.09.22 paid to Timothy Michael amounting

to K480.00.
Note G Homestay - 3 Officers
Receipt # 0087033 dated 19.09.22 paid to Kila Kone amounting to
K100.00. Underpayment against this advance by K20.

Receipt # 0087032 date 10.09.22 paid to Annie Michael amounting to

K270.00 for homestay at Varutanumu Ward 18.
Note H Homestay - 3 Officers
Receipt # 0087029 dated 13.09.22 paid to Tracey Boboro amounting to
K350.00. Overpayment against this advance by K20.00

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Receipt # 030 dated 30.08.22 paid to Bacchus PNG Limited for vehicle
Note I Transportation Hired
hired for 7 days.

Receipt # 78 dated 31.08.22 paid to Geno Varuna for dinghy hired for 9
Note J Dinghy & Motor Hired
days.

Payment to supplier Victory No. 8 Limited done by Jonathan Erehe who

did not provide an official receipt to the Team Leader. Lynette to follow-
up with Jonathan on the availability of the receipt.

Prepaid fuel account opened against this advance. 6 receipts totaling to

Note K Fuel & Lubricants K860.33 acquitted to date. Balance of K139.67 should be remaining in the
fuel account.

Fuel card handed over to Provincial Procurement Officer for safe keeping
and the remaining balance in the fuel account will be kept to hold the
account until the next official activity for implementation.

Receipt # 1305150 dated 02.09.22 paid to Theodist Limited and

Note L Stationery stationery supplies received by Team Leader. Official Tax Invoice #
3126322 dated 07.09.22 totaling to K946.65

Receipt # 594514275 dated 07.09.22 paid to Stop n Shop Waigani Central

Note M Medical Supplies
and medical supplies received over the counter.

Receipt # SPM-F02-00078987 dated 02.09.22 paid to Seeto Kui Limited

Note N Bulk Food Rations
and goods received to date.

Receipt # 0087025 dated 02.09.22 paid K300 to Roger Avea for the
transportation of the bulk food items from Seeto Kui to CDW’s home at
Sogeri plateau.
Note O Contingency
Outstanding of K200 to be refunded or Team Leader will be held liable
to reimburse this amount via salary deduction.

8. Grievances

8.1 - Grievance related to Activity Implementation

 Two (2) officers and or team members received per diem and travel allowance for this mission but did not
physically make themselves available during the field mission.

 The field mission plan for travel and logistics did not meet the expectation of the actual trip when
consideration was not given for mission team to walking very long distance by road to a sub project site.

 Consideration should be given to CDWs who are residing out of town for transportation hire to be
released a day in advance before the actual travelling day for the field activity implementation.

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 Delay in processing of payments to service providers causing uncertainty as to the actual dates of activity
implementation further frustrating notification and announcements to participating ward communities in
preparation of the field activity and mission.

 Delaying in processing of payments to service providers causing disharmony in preparation for travel
logistics affecting the actual number of days allocated to implement the required activity.

8.2 - Other Project related Grievance

 Insurance and safeguards for RSDP field officers going out to local wards and communities in the most
isolated rural wards and areas.

 Security and risk allowances for RSDP field officers going out to local wards and communities in the most
isolated rural wards and areas.

 RSDP activity implementation should take into consideration national events and public holidays to avoid
local beneficiaries and communities giving focus to these events and celebrations.

9. Conclusion
[Should provide comments on the training team’s collaboration and team work for the training activity]
[Should provide restate the main setback, hindrance, any significant event during the activity etc.]

9.1 - General Statement of the overall Activity Discussions

 The overall objectives and key activities of the Ward Development Meeting # 3 for the 5 wards and local
communities within the scope of this mission was achieved during the 13 days mission plan.

 The CDD-SC members of the 5 selected wards attendance and participation has been generally
satisfactory despite the communities gearing up towards Independence Day celebrations. The CDD-SC
members have participated and delivered the expected outcome of WDM3 mission’s objectives and key
activities.

 Even though the initial introduction was met with grievances, frustrations and concerns; there was overall
cooperation from the Ward Member(s), CDD-SC members and the local communities towards the
facilitators and the general conduct of WDM3 in each of the 5 wards and local communities.

10. Key Recommendation(s)

10.1 - Provide the Detailed Proposed Actions for Scale-Up or Improvement and Address

 Forward proper formal notices to local communities regarding upcoming RSDP field activities to ensure
community engagement and full participation.

 RSDP to discontinue engaging staff and personnel from LLG Administration, District Administration and
Provincial Administration that continue to take advantage of the project by collecting travel allowance
and per diem while not physically attending to the field mission objectives.

 Central Provincial Project Office to take charge of full and detailed verification, validation and investigation
of financial acquittals and mission reports from all field officers engaged on an approved field mission.

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 Team Leaders of all field activities will be responsible for any and all fraud, financial mismanagement and
deviation from the original approved mission plan. Expenditures committed outside the scope of the
approved mission plan to be charged against Team Leaders in the absence of valid proper justification or
prior approval to deviate from CPPO or PMU.

 Team Leaders that fail to facilitate the disbursement of CASH ADVANCES in line with the Public Finance
Management Act (PFMA) or RSDP financial procedures will be penalised by way of recouping ineligible
expenditure through direct salary deductions.

 All Cash Advances MUST be witnessed by a third (3rd) party member of the mission team, signed off by
the local recipient, clearly stating the recipient’s name, date of receipt, amount of payment and the
intention of the payment. Ignorance is not an excuse, Team Leaders will be penalised by way of recouping
ineligible expenditure through direct salary deductions.

10.2 - Relations to Specific Recommendations or Other Changes to the Management etc. of the Activity

 Team Leaders of any cluster teams going out on field missions should and must be in charge of
preparation of logistics, organise and do payments to suppliers and service providers rather than 1
particular individual (CDW) forcefully taking charge of all payments and logistical arrangements for a
particular LLG (in this case Koiari LLG).

 Data capturing on the MIS tablets is an essential part of mapping public utilities in the wards and local
communities. As and when PSM will be piggybacking on other primary focal activities, additional day(s)
should be allowed within the mission plan to ensure proper and efficient data entry by the field officers.
This should take into considerations certain geographical locations where network connectivity is
unavailable and limited.

11. Appendices

 Attendance listing of the participants for each of the 5 visited Wards

 Financial Acquittals and summary of expenditure & variations

 Fully completed Sub Project Proposal for each of the 5 Wards (pending finalisation)
 Fully populated Work, Implementation and Financial Plans for ward of the 5 wards (pending finalisation)
 Fully populated Procurement Plans for each of the 5 wards (pending finalisation)

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