Danish Committee for Aid to Afghan Refugees

Golayee Wazirabad, POBox 208, Kabul, Afghanistan

Phone: (+93)(020) 223 0753

Mobile: (+93)(0) 702 882 32
E-mail: dacaar@[Link]
Website: [Link]
Table of Content Page
1. INTRODUCTION 1
1.2. Background and Features of the UNICEF PCA: 
1
2. CONCEPTS AND RATIONALE 2
2.1. Basic definitions of various words
2
2.2. Difference between Monitoring and Supervision.
3
2.3. Monitoring tools: 
3
2.4. Comparison of Monitoring and Evaluation:
4
3. PLANNING FOR MONITORING AND EVALUATION 5
3.1. Data Collection/M&E Tasks are as follow:
5
3.2. Starting Points And Steps To Follow During Monitoring
5
3.4. Information collected must be:
9
4. IMPLEMENTING M&E: PRINCIPLES AND TOOLS 9
4.1. Principles of monitoring and evaluation within the Component 1 
9
4.2. Monitoring and evaluation Tools for the Component n1 
10
ANNEXES 10
List of Acronyms
ANSA Afghanistan National Standard Authority
BOQ Bill Of Quantity
CAP Community Action Plan
CCAP Citizen Charter Afghanistan Project
CDC/CCDC Community Development Council/Cluster CDC
CANSA Central Authority of National Standard of Afghanistan
CAWSN Central Authority of Water Supply Networks
CHW Community Health Worker
CLTS Community-Led Total Sanitation
DACAAR Danish Committee for Aid to Afghan Refugees
DC Distribution Chamber
ESMF Environmental and Social Management Framework
FHAG Family Health Action Group
FP Facilitating Partner
GI Galvanized Iron
GIS Geographic Information Systems
GPS Global Positioning System
HE Hygiene Education
HDPE High Density Polyethylene Pipe
HGL Hydraulic Grade Line
HQ Head Quarter
IC Interactions Chamber
JMP Joint Monitoring Program
NGO Non-Governmental Organization
NSP National Solidarity Program
MHM Menstrual Hygiene Management
MIS Management Information System
ODF Open Defecation Free
O&M Operation and Maintenance
PCA Programme Cooperation Agreement
PCC Plain Cement Concrete
PCM Project Cycle Management
PE Polyethylene Pipe
PVC Polyvinyl Chloride Pipe
RCC Reinforced Cement Concrete
PRRD Provincial Rural Rehabilitation and Development
RVT Reinforcement Volume Tank
Ru- WatSIP Rural Water, Sanitation and Irrigation Program
RWS Rural Water Supply
UNICEF United Nations’ Children’s Fund
WASH Water, Sanitation and Hygiene
WatSan Water and Sanitation
WB World Bank
WHO World Health Organization
WSG Water and Sanitation Group
WSN Water Supply Network
WSUG Water and Sanitation Users’ Group
 Technical Monitoring Process Guidelines
To support to MRRD’s Rural Water Supply Program (2017-2020)

1. INTRODUCTION
1.1. Purpose and audience of the manual

This procedure or process manual is developed specifically to facilitate and standardize the Technical Support and
Capacity Development to MRRD’s Rural Water Supply Programme, UNICEF-PCA (Programme Cooperation Agreement).
The procedure, as used in this manual are tools created by DACAAR to help DACAAR field staff, and other stakeholders
and the community to understand the procedures to assist and facilitate activities undertaken by DACAAR for the Ru-
WatSIP/MRRD. Procedure manuals will help to clarify the mandated requirements, promote consistency in facilitation,
decision making and promote documentation of proper procedures. Each project might be technically different, needs
and capabilities are also different, procedural’s manuals are an effort to meet their unique requirements.

Flow charts or tables can clarify and improve the relationship among stakeholders and furthermore, will specify time
frame for monitoring, supervision and better coordination of the project.

Checklists and drawings will clarify the information required for implementation of the project in targeted areas.

Consistency is a necessary ingredient in any ordinance enforcement. Checklists and example can help to ensure that
requirements are not missed and standards are applied uniformly.

Procedure manuals can help to document compliance with informational and procedural

requirements and compliance with standards through the use of checklists, illustrations and flowcharts.

1.2. Background and Features of the UNICEF PCA:

The Technical Support and Capacity Development to MRRD’s Rural Water Supply Programme role to be undertaken by DACAAR in
support of the RWS program will enable the MRRD/PRRD and CDCs to ensure quality of construction of water systems construct-
ed by private sectors. The Technical Support and Capacity Development to MRRD’s Rural Water Supply Programme will be based
on accepted quality standards and existing best practices and will incorporate a strong learning and capacity building element
that would contribute to the overall improvement of the water sector in Afghanistan.

DACAAR’s role as third party monitor is limited to on-site supervision and monitoring of the construction work of water sys-
tems including tube-wells fitted with hand pumps, gravity fed systems, solar powered water networks and other water systems
constructed under the Rural Water Supply Program. As a third party monitor, DACAAR will be required to work closely with the
stakeholders in the program including UNICEF, MRRD, PRRDs, CDCs and private sector contractors.

On the onset of the program MRRD, UNICEF and DACAAR will sign a trilateral LoU detailing DACAAR’s Technical Support and
Capacity Development to MRRD’s Rural Water Supply Programme scope and role in the program. This LoU will later become an
annexure to all contracts signed between the MRRD and CDCs and CDCs and IPs for the construction of water supply systems.

For the Technical Support and Capacity Development to MRRD’s Rural Water Supply Programme to be undertaken effectively
and overall for the program to be implemented qualitatively, an agreement among the stakeholders on use of quality standards,
material specifications, Bill of Quantities (BoQs) as well as procurement rules and regulations will have to be reached. Further,
to ensure consensus among the stakeholders on the scope of the Technical Support and Capacity Development to MRRD’s Rural
Water Supply Programme, DACAAR will develop and use guidelines and tools that would be approved by MRRD and UNICEF and
shared with CDCs, private sector contractors and PRRDs in advance of the actual monitoring visits to the project sites. To ensure

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timeliness and effective coordination, monitoring plans for each water supply project will be developed and applied by the DA-
CAAR’s monitoring engineers. The plan which will use a standardized format will be tailored to each water supply project based
on the proposal and project work plan and will be shared with the CDC, PRRD and Private Sector Contractor in advance so they
know, roughly at which times during implementation, to expect the DACAAR monitors.

DACAAR’s Engineers will undertake monitoring of the ongoing projects in line with the agreed guidelines and tools and the
monitoring plan for each project. At least four visits will be undertaken which will include a) following site selection b) upon
completion of the first phase of construction c) for water quality testing d) upon completion of the project and hand over to the
community. For larger water supply projects such as gravity fed systems and solar powered networks that reach large number of
families, the monitoring visits can be increased to ensure monitoring takes place at all critical junctures during the implementa-
tion.

For each monitoring visits, PRRD representatives will be encouraged to join. Findings and improvements will be discussed on
the site with CDC and private sector contractor. Improvements will be followed up on the next visit. A report for each normal
monitoring visit will be shared with MRRD/UNICEF within two weeks of the monitoring visits with copies to related PRRD. The
entity receiving at MRRD/UNICEF level will be either a team or an individual depending on how the two organizations decide.
For monitoring visits that find critical issues that has/can prove detrimental to the project, report will be shared with MRRD/
UNICEF within one working week of the visit with specific recommendations to half project implementation until a re-evaluation
of the project takes place.

On a quarterly basis, DACAAR will submit to MRRD and UNICEF reports summarizing the status of the projects per region, and
specific meetings will be organized to discuss the progress of the RWS programme.

Twice per year (July and January), DACAAR will also submit to UNICEF the progress on the indicators indicated in the agreement
between UNICEF and USAID.

In close collaboration with RWS Technical Working Group and Steering Committee, DACAAR will further undertake semi-annual
learning exchange involving its third party monitoring staff and the staff of MRRD and UNICEF to discuss collective findings and
lessons learned from the previous phase and incorporate those into the stakeholders training as well and third party monitoring
guidelines and tools to ensure stakeholders are able to continually improve on the quality of the program.

Security and access will be key determinants in DACAAR’s ability to deliver timely third party monitoring for the projects. Where
DACAAR staff is not able to undertake visits due to security concerns, this will be shared in advance and way forward discussed
and agreed upon.

2. CONCEPTS AND RATIONALE

2.1. Basic definitions of various words

2.1.1. Monitoring: The systematic and continuous assessment of the progress of a piece of work over the time. Continu-
ously measurement of the project progress against programme objectives and goals. It involves collecting and analysing
of data/information.

Monitoring is the regular observation and recording of activities taking place in a project or a program. It is a process of
routinely gathering information on all aspects of the project.

Monitoring also involves giving feedback about the progress of the project to the donors, implementers and beneficia-
ries of the project.

2.1.2. Objective: Short-term goals whose achievement brings an organization closer to its long-term goals.

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 Technical Monitoring Process Guidelines
To support to MRRD’s Rural Water Supply Program (2017-2020)

2.1.3. Goal: The ultimate result of efforts at a large level. Achieved over the long term (years) and through combined
efforts of multiple programs.

2.1.4. IMPACT: More related to goal, or very broad-scale result over long term.

2.1.5. Purpose of monitoring:

• To make sure the quality of the project work.

• To document progress and results of project

• To provide necessary information to key management staff for timely decision taking and corrective
action (if necessary).

• To promote accountability /transparency ( to all stakeholders of a project ,beneficiaries, donors, CDC

etc)

• Analyzing the situation in the community, CDC and its project

• Determining whether the inputs in the project are well utilized.

• Make sure the quality of the project material.

• Identifying problems and finding solutions

• Ensuring all activities are carried out properly by the right people and in the right time

• Using lessons from one project experience on to another

2.2. Difference between Monitoring and Supervision.

• Supervision is for long time duration and monitoring is for short time

• Supervision is wider term which includes monitoring but monitoring doesn’t include supervision.

• In supervision there is more people touch then monitoring.

• Supervision is mostly used for people/activities and monitoring mostly used for system and projects.

• Responsibility of supervisor is much wider then monitor.

• Monitoring is mostly done independently and supervision is done internally through project and
management staff.

• Supervision is done by supervisor, monitoring is done by monitor.

2.3. Monitoring tools:

1. Work plan.

2. Field visit,

3. Check list,

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4. Observation,

5. Group meetings,

6. Individual Meetings,

7. Survey,

8. Questionnaire,

9. Interview

10. All sorts of reports.

2.4. Comparison of Monitoring and Evaluation:

Item Monitoring Evaluation

Frequency Regular, ongoing periodic
Main action Review and Measurement Assessment
Improving work efficiency Improve effectiveness, impact, future
Basic purpose programming
Adjusting work plan
Inputs/outputs, process , Effectiveness, efficiency, impact,
Focus outcomes, work plans sustainability
Routine systems, field visits, Same plus
Information stakeholder meetings, output Surveys (pre-post project)
sources reports, rapid assessments Special studies
Project/program managers External evaluators
Community workers Community (beneficiaries)
Supervisors Project/program managers
Undertaken by
Community (beneficiaries) Supervisors
Funders Funders
Other Stakeholders

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 Technical Monitoring Process Guidelines
To support to MRRD’s Rural Water Supply Program (2017-2020)

3. PLANNING FOR MONITORING AND EVALUATION

3.1. Data Collection/M&E Tasks are as follow:

• Observations

• Questionnaires

• Interviews

• Telephone interviews

• Participant log books

• Group discussion

• Focus group discussion

• Data collection

3.2. Starting Points And Steps To Follow During Monitoring

3.2.1. Before the Monitoring:

1. Preparing a monitoring plan following receipt of the project implementation plan and design from the MRRD/ PRRDs.
The monitoring will be for the targeted provinces and districts.

2. Share monitoring plan with PRRDs, CDCs and contractors to agree on the date and time of monitoring.

3. Coordination with PRRDs before the planned monitoring visits; confirm their availability to join monitoring team.

4. Documents to be prepared in advance of the visit and carried to the site by monitors ,such as, monitoring plan, appro-
priate check list, reporting format, project information, plan and design of the project.

5. Preparing of required equipment for the monitoring visit

6. Review the documents of the targeted project before starting practical monitoring.

7. Get update information about the security situation of the targeted area.

3.2.2 During the Monitoring Process:

Monitoring will be done for each water point, will undertake third party monitoring of the ongoing projects in line with the
agreed guidelines and tools. At least four visits will be undertaken which will include:

1. Following site selection,

2. Upon completion of the first phase of construction,

3. For water quality testing

4. Upon completion of the project and hand over to the community.

The monitoring visits may be increased; it is depend on the situation and project volume. For larger water supply projects such
as gravity fed water supply systems and solar powered networks that reach large number of families, the monitoring visits can be
increased to ensure monitoring takes place at all critical junctures during the implementation. For each monitoring visits, PRRD
representatives will be encouraged to join. Findings and improvements will be discussed on the site with CDC and private sector
contractor. Improvements will be followed up on the next follow up visit. Use monitoring check list for each water supply project
separately. The guidelines, work plan and other necessary tools and documents will be followed by the field engineers; the fol-

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lowing activities will be monitored:

A). Site selection: Tube Wells should be located to produce the maximum sustainable yield and well protect the water source
from contamination.

The basic principle of well selection shall be:

• The well is PUBLIC, and shall remain public forever after the implementation.

• The well shall not be close to any private compound.

• If a water point is located on donated land then the owner donated the land must sign a traditional deed of
transfer (waqf) to ensure that his donation is truly disinterested.

• The well shall be accessible primarily to women and their agreement should be existed on during site selec-
tion.

• The well shall not be visible from any main road, or a wall shall be constructed, by the community, in front of
the well in order to be secure for water collection.

• Sufficient number of beneficiary’s families, following MRRD beneficiary selection procedure for tube wells
and stand post or dug wells.

• No sources of contamination (i.e. latrines) should be located close to the water point.

• The well won’t be near to the Bazar, not in front of house’s gate to bother water collector especially the
women or girls.

• Sufficient distance from other safe water point, consider the Ru-WatSIP strategy.

• The water source will have enough distance from contamination, petrol pump and solvent.

• The agreement will be signed with the relevant community and HP mechanic or PS operator, the agreement
will be very clear and the roles and responsibility of each party will be mentioned on the agreement.

B). The drilling process: The drilling method used should be capable of clearly identifying the horizon from which samples are
collected, and allow collection of undisturbed samples. The drilling of tube well consists of the following steps:
• Site for the tube well should be selected where installation of the drilling rig is possible.
• Proper setting up the drilling rig system.
• Operation of well drilling.
• Logging (Sampling)
• Well drilling diameter (8” – 12”) depends on soil texture.
• Minimum water column in a bore well should be kept 10m, max. Dependent on geological formation of the ground strata.
• Filter pipe is 110 mm dia. PVC (class- B) B.S. 3505 – 1968. Slot size design and
Percentage of open area should be according to the drawing.
• Casing pipe is 110 mm dia. PVC (class – B) B.S.3505 – 1968.
• Gravel pack for the filter pipe should be free of soil and other materials
• Sorted 2 – 8 mm granular sizing. But for some strata it will be considered 2-6mm.
• Back filling material for casing pipe should be from the well excavated material, but it should be sieved.
• Back filling material should be without coarse granular that will damage the pipe. Back filling should be done technically.
• Types of hand pump is depending on the depth of well.
• At least 50 cm blend Casing 4’’ PVC pipe should be used at the bottom of the well.

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 Technical Monitoring Process Guidelines
To support to MRRD’s Rural Water Supply Program (2017-2020)

• PVC casing and filters will be installed inside the well in proper places.
C) - The apron construction:The apron construction will be according to the MRRD standard design; the apron construction will be
checked with the design and materials estimation. The curing process is also important for the concrete elements. For detail refer
to tube well design in MRRD technical manual.

• Capacity building/training of hand pump mechanic is a necessity

D) -The Hand Pump Installation: This is also very important part, the HP will be selected according to the well depth, and the MRRD
manual will be followed for HP installation. At the top hand pump will be installed and around pump the necessary strengthening
for avoiding infiltration inside the well, the drainage will be constructed with plain cement concrete (based on apron design). In all
cases Afridev hand pumps are recommended for the following depth:

• Less than 15 m: Afridev Kabul

• 15 – 45 m : Afridev Indus

• 45 m – 60 m : Afridev Pamir.

E) - Water test: UNICEF already briefed DACAAR on the water quality testing strategy on [Link], Arsenic and Fluoride; it is simple
tests at field level. All the equipment and supplies will be provided by UNICEF and the main responsibility will be under PRRDs. The
role of DACAAR is to ensure that the water quality tests are done before the handover of the projects to the CDCs, and the water
quality is confirmed base on WHO and Afghanistan water quality strategy. UNICEF will train PRRD engineers and DACAAR staff in
the regions.

F) - Gravity pipe scheme Project: The DACAAR’s engineers will monitor the main parts of pipe scheme projects, for this will use a
check list, the main parts of PS project is as follow:

• Catchment

• Water collector

• Pressure breakers

• Excavation, laying of the pipes and back filling

• Main line to the reservoirs

• Sub-main and branch lines

• Reservoirs construction

• Get valves and other valves

• Stand posts construction and location,

• Water pressures and distribution system.

• Beneficiary per stand post.

• Generator room construction works

• The quality of the materials and pipes used or existed project materials.

• The water quality test

• Capacity building of pipe scheme operator

• Operation and Maintenance system of the water supply project after handover to the community, a
proper system will be in place for sustainability of the project.
G) - The motorize pipe scheme project: Will use a check list for each part of the project, the following is the main parts of a mo-
torize pipe scheme:

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• Tube well

• Reservoir, mostly RCC the elevated one.

• The generator house and well house.

• The stand post construction

• The pipes laying and back filling

• The material quality

• Water quality

• The operation and maintenance system.

• Operation and Maintenance system of the water supply project after handover to the community, a proper system will be in
place for sustainability of the project.

H) - The construction work of solar powered water supply system: The checklist will be used, main parts of the solar system is as
follow:

• The source

• Reservoir construction work

• The solar panels and selection of best place for the installation of panels

• Construction boundary wall for solar systems

• Stand post construction

• Excavation, Pipe laying and back filling

• Water quality testing

• Operation and maintenance system for the sustainability of the system

• Selection of guard for protection of solar system.

• Pipe scheme operator selected and trained.

• Operation and Maintenance system of the water supply project after handover to the community, a proper system will be in
place for sustainability of the project.

For the above we have the MRRD manuals and annexes and based on that we can monitor the projects the specification and detail
is mentioned clearly and will read the relevant part of the each project and will take action accordingly.

3.2.3. After the Monitoring Process:

• The finding will be discussed with PRRDs, CDCs, UNICEF Zonal Office and IPs, sharing the recommendation with
the CDCs and IPs for the improvement of the work, and then the findings are incorporated into the reports.

• In serious design flaw and serious deviation from the BOQ during the construction the report will be shared
with Ru-WatSIP and UNICEF Zonal office.

• In serious deviation from the approved design which is detrimental to the quality of the system will report to
Ru-WatSIP and UNICEF Zonal office.

• Serious flaw in the construction of the system which are detrimental to the quality operation of the water
supply system will report to UNICEF zonal office.

• The engineer will send all the monitoring report to the project manager and copy regional managers and other

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 Technical Monitoring Process Guidelines
To support to MRRD’s Rural Water Supply Program (2017-2020)

relevant in Kabul level, the normal report they will be sent at least within two weeks, and the critical report
within one working week.

• The field engineer will share hard copy of the monitoring report with PRRDs

• The project manager will send the soft copy of the monitoring report to Ru-WatSIP and UNICEF.

• Monitoring report for each visit, at least 4 visits per water supply system.

• Quarterly monitoring consolidated report to UNICEF.

• Analysis of the report and present to the stakeholders.

• All the collected data will be entered to the data base system for well recording

3.4. Information collected must be:

• Useful and relevant

• Accurate

• Regular

• Action taken upon

• Shared

• Timely reported

3.5. Risks related to monitoring and evaluation

• Insecurity in some areas

• Less practical knowledge of the IPs in construction of water supply project,

• Less interest of PRRDs staff to join DACAAR team during monitoring visit.

• Acceptance of DACAAR’s engineers, especially in some critical situation of the projects by implement-
ing bodies.

4. IMPLEMENTING M&E: PRINCIPLES AND TOOLS

4.1. Principles of monitoring and evaluation within the Component 1
(Technical Support and Capacity Development to MRRD’s Rural Water Supply Programme)

4.1.1. The roles of DACAAR is not limited on site monitoring and supervision, the DACAAR engineers
will enhance the capacity of PRRDs, CDCs and private sector contractors to ensure good quality con-
struction of rural water supply systems.

4.1.2. DACAAR engineers will serve as site advisors to the PRRDs, Ru-WatSIP and CDCSs on the use of
construction materials which meet national standards and quality construction of rural water supply
systems by private contractors contracted by the CDCs following the national Ru-WatSIP standards
and guidelines.

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 4.1.3. DACAAR engineer will support PRRD and/or WatSIP staff at critical moment during the design
and implementation of rural water supply works.

4.1.4. Provision of technical support to and training to the staff of PRRDs, Ru-WatSIP, CDCs and
private contractors on (source location and protection, the collection of data, design, preparation
of BOQs and const estimation, orientation to the CDCs to ensure that the design and construction
adheres to the BOQ and specified in the contract, in O&M, finally quality assessment and hand over
of completed projects to the community).

4.1.4. The PRRD is encouraged to agree with DACAAR engineers on a monitoring schedule to visit the
construction work at these critical moments.

4.2. Monitoring and evaluation Tools for the Component n1

(Technical Support and Capacity Development to MRRD’s Rural Water Supply Programme):

4.2.1. Specific checklist for each water supply project

4.2.2. The monitoring reporting formats

4.2.3. Camera for photos

4.2.4. The MRRD manuals and annexes as reference to the (Technical Support and Capacity Development to MRRD’s
Rural Water Supply Programme)

4.2.5. Design, drawing and other relevant documents of the project

4.2.6. Work plan for the field visit

4.2.7. Joint plan of PRRD staff with the DACAAR engineers for the joint monitoring

4.2.8 Water quality test kit.

Following is a diagram for the monitoring and reporting process of the project:

Exceptions
Weather
No PRRD Engineer
Failed Project A Copy to PRRDs
Insecurity

MRRD
Monitoring 1. DACAAR Engineer
2. PRRD Engineer Forms Signature
DACAAR Main Database of
Plan 3. CDC
Office DACAAR
Quarterly Report

Resource Documents:

ANNEXES
1. Checklist of Specific Questions for Monitoring

2. Monitoring formats

3. Monthly formats

4. Quarterly reporting formats

5. MRRD manuals and annexes.

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 Danish Committee for Aid to Afghan Refugees
Golayee Wazirabad, POBox 208, Kabul, Afghanistan

Phone: (+93)(020) 223 0753

Mobile: (+93)(0) 702 882 32
E-mail: dacaar@[Link]
Website: [Link]