PEM 2. PLANNING MODULE

Training for Participants Date, Location, Venue

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Welcome! Welcome to PEM 2

Module!

Module Aims and ObjectivesAim: To provide relevant District Councillors and staff with an

overview and understanding of the planning process in Step 1 of the PEM cycle.

Objectives: To identify the District Development Framework (DDF) as the

main output of Step 1: Planning. To outline the activities and tasks involved in the preparation

of the DDF document, including timelines and responsibilities. To understand the principles to be applied in the preparation

of the DDF.

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Module OverviewDistrict PEM Cycle and Timeline - Recap

What is the DDF?

1.1 PEM Start Up meeting / Community Awareness

1.2 District Profile

1.3 Community Consultations

1.4 National/Sector Input

1.5 Prepare Draft DDF

1.6 Validate DDF

1.7 Finalise DDF

Module Conclusion 3

What is in the PEM 2 Module?

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Trainer to insert training timetable here

District PEM Cycle and Timeline - Recap

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Session Objectives:

To recap important points from the PEM Overview Module.

To remind participants of the steps in the PEM cycle, when they take place and who is responsible.

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e

Main activities:• District Profile • Community Consultations• National and Sector prioritiesOutput: 5 year DDFTraining Module: PEM 2. Planning

Step 1. Planning

Main activities:• National level guidance• Commence Project Appraisal /

Feasibility Studies• Forecast Revenues • Prioritisation of Projects Output: Approved District BudgetTraining Module: PEM 3. Budgeting and Investment Programming

Step 2. Budgeting

District PEM Cycle Overview

Main activities:• First selection of priorities for Work

Plan • Prepare Work Plan and Budget

Allocation• Adopt and disseminate Work PlanOutput: 3 year rolling investment programme, Annual Work Plan and Budget (AWPB)Training Module: PEM 3. Budgeting and Investment Programming

Step 3. Investment Programming

Main activities:• Design Intervention Plan• Cost estimates and BoQs• Procurement and ContractingOutput: Signed contracts, Completed and functional projectsTraining Module: PEM 4. Project Implementation

Main activities:• DDF monitoring• Work Plan and Budget

monitoring• Consultative forum with VCsOutput: M&E Reports, MISTraining Module: PEM 5. M&E

Step 5. M&E

Step 4. Implementation

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District PEM Timeline – All Years (Somaliland)St

ep 2

. Bu

dgeti

ng

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Step

3. I

nves

tmen

t Pr

ogra

mm

ing

Step

4. I

mpl

emen

tSt

ep 5

. M&

E

2.1

4.1

2.2

3.2

3.3

DDF Approved and

Disseminated

1.2

Step

1. P

lann

ing

1.1 PEM Start Up/Awareness

1.2 District Profile

1.3 Community Consultations

1.4 Draft DDF1.5 Validation of Draft

DDF

1.6 Finalise DDF

1.1

1.4

1.6

1.3

2.1 National guidance

2.2 District PER

2.3 Forecast Revenues

2.4 Prioritise Projects

2.5 Initial Budget Review

2.6 Communicate VCs

2.7 Final Budget Approval

2.3

2.4

2.5

2.6

2.7

Year 2+ Update District Profile /

Revise DDF1.5

End Q1

End Q3

3.1 3 year Investment Programme

3.2 First Selection project priorities

3.3 Prepare AWPB

3.4 Present AWPB to VCs

3.5 Adopt AWPB

3.6 Disseminate AWPB

3.4

3.5

District Budget

Adopted

AWPB Adopted and

Disseminated

4.2 & 4.3

4.4 & 4.5

4.6 & 4.7

4.8 Contracting and contract management – ongoing process throughout the year if needed.

4.1 Implementation Plan

4.2 Consult with VCs

4.3 Establish CMG

4.4 Design Intervention Plan

4.5 Cost Estimate, BoQ

4.6 Central level alignment

4.7 Submit documentation

4.8 Implement Project

Year 2+ 5.2 Ongoing monitoring process throughout AWP implementation

5.5 Ongoing - includes external monitoring, financial audit and technical audit

5.1 DDF Monitoring

5.2 AWPB Monitoring

5.3 Joint Monitoring

5.5 Finance & Administration Monitoring

5.4 Consultative Forum

Year 2+ 5.1 Ongoing DDF monitoring process

Dashed lines represent processes commencing or continuing in Year 2+ Solid lines represent processes commencing in Year 1

Year 2+ 5.3 Ongoing monitoring process including progress reports, quarterly reports.

Year 2+ 5.5 Ongoing monitoring of financial and administrative procedures

5.1 Initial set up of DDF monitoring framework and ongoing data collection.

PEM Cycle Timeline Q1-Q4

Year 2+ 5.4

3.1

3.6

End Q2

End Q4

Year 2+ Public meeting on

DDF achievements

Commencement of Project Appraisals/Feasibility Studies process – ongoing

4.8 Preparation and procurement

Year 2+ Project Appraisals/Feasibility Studies process – ongoing as needed

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District PEM Responsibilities ChartStep 5. M&EPEM Responsibilities (Somaliland) Step 1. Planning Step 2. Budgeting Step 3. Investment Programming Step 4. Implementation

StakeholderDistrict Level StakeholdersDistrict Council

Social Affairs Sub-Committee

Economic & Development Sub-Committee

Mayor

Executive Secretary

Village Council (VC)Department of Administration & Finance

District Department DirectorsDepartment of Planning

Department of Public Works

Department of Social Services/Affairs

Community Monitoring Groups

Local Civil Society Organizations

Private Sector/NGOs

The public

MOI

Ministry of Planning

Sectoral Ministries Regional Council** Ministry of FinanceAuditor-GeneralAccountant-GeneralDonors

**Has responsibility in law for approving district budgets, although in practice this is carried out by MOI.

National and Regional Stakeholders

District Level Stakeholders

What is the DDF?

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Session Objectives:

To understand the meaning of a ‘development process’ and why it is important for districts in Somaliland.

To become familiar with the purpose, content and format of a District Development Framework (DDF).

To become familiar with the important relationship between the DDF and the National Development Plan (NDP) and the planning process between the DDF and the NDP.

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The DDF is a document that: Specifies the main development

priorities and objectives of the district.

Defines the main interventions needed to achieve the objectives.

Defines simple indicators and targets to measure achievement of the objectives.

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1.1 PEM Start Up/Awareness

1.2 District Profile

1.3 Community Consultations

1.5 Draft DDF

1.6 Validation of Draft DDF

1.7 Finalise DDF

1.4 National / Sector priorities

Diagram 2: Step 1. -Developing the DDF

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District Profile Community Consultations

National/Sector Input

District Development Framework

Information Sources for the DDF

1.1 PEM Start Up / Community Awareness

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Session Objectives:

To understand the purpose and processes of a PEM Start Up meeting.

To understand the purpose of and to become familiar with the methods for conducting awareness raising on the district planning process with communities.

See Annex 2 for a PEM Start Up Meeting Agenda format.

1.2 District Profile

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Session Objectives:

To understand the purpose of a District Profile and how it relates to the DDF.

To become familiar with how to prepare a District Profile document, including information, processes and responsibilities.

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Capturing the District’s existing

situation

that defines where the

District is now and…

…incorporates into the District

Development Framework

(DDF)

What is District Profiling?

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1. Social profile

2. Economic profile

3. Environmental profile

4. Urban structure

5. Public administration

6. Transportation profile

7. Technical infrastructure

8. On-going projects

9. Development potential and constraints

10. Findings and lessons (remaining tasks) for next year

11. References

District Profile: Table of Contents

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District Profiling Process

Community Consultation

Process

Collect Secondary Source data (from

Regional Office and others)

Collect District Data (Mayor, District Departments)

Rural areas (collect data from villages)

Data Verified

District Profile

prepared and

finalised using

verified data

District Profile Data Collection Process – Example of Data Sources

1.3 Community Consultations

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Session Objectives:

To have an overview of the community consultation process, including the purpose, preparation, methodology and desired outcomes.

To understand the participatory principles that guides the community consultation process and to identify how to apply them in practice.

See Annex 4 for Community Consultation information.

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Training of ToTs Community Consultations

Analysis of collected information

The community consultation process

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The community consultation process

Districts identify

department staff to train

as 'ToTs'.

5 ToTs from each district learn how to

train the facilitators (2

week session).

Identification of district

based facilitators from local

NGOs/CBOs to conduct the community

consultations.

ToTs train the hired

facilitators to conduct the community

consultations (1 week

session).

A. Identification, Recruitment and Training of ToTs and Facilitators

'Clusters' are identified within the district (all villages within a 4-5km/1

hour walking distance).

Preparatory meeting for facilitators:

- Identify a common meeting locality for

each cluster. - Assign facilitators

to pairs and allocate cluster/s.

Conduct a community entry public meeting in

each cluster to arrange details of

the community consultation process.

B. Preparation for Community Consultations

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The community consultation process

Facilitators conduct

consultations (up to 14 days

per cluster, based on PICD

manual).

Awareness Raising and

Attitude Change stage

Community Data Gathering and Situation Analysis stage

Community Visioning and Prioritisation

Process

C. Conducting Community Consultations

Facilitators compile a

Village/Cluster Priority

Assessment for each cluster. See Annex 4c for details.

Input and analysis of data from the field.

Overall results of community consultations

Summary of the process and

results is prepared for inclusion in

Section 3 of the DDF. See Annex 1

for details.

D. Data Analysis and Report Preparation

1.4 Regional/National/Sector Input

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Session Objectives:

To understand what national or line ministry requirements need to be taken into account when preparing the DDF.

To identify what existing planning information is available in the district and how this can contribute to the DDF.

To become familiar with the important relationship between the DDF and the National Development Plan (NDP) and the planning process between the DDF and the NDP.

See Annex 5 for a national priorities document outline.

1.5 Prepare Draft DDF

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Session Objectives:

To become familiar with the process of preparing the draft DDF, including the contents and sources of information required.

See Annex 1 for a DDF format and Annex 6 for DDF preparation tools.

Identification of District Priorities (by sectors).

This information is presented in Section 5 of the DDF.

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District ProfileCommunity

Consultations National/Sector

Input

Summary in Section 2 of the DDF.

Summary in Section 3 of the DDF.

Outline national priorities in Section 4 of the DDF.

Draft District Development Framework

District Council agreement on district vision and objectives.

This information is recorded in Section 6 of the DDF.

Targets and indicators are developed to monitor progress towards the objectives. This information is recorded in Section 7 of the DDF.

Compiling the DDF

1.6 Validation of Draft DDF

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Session Objectives:

To understand the purpose and process of conducting a validation process with VCs and other stakeholders on the draft DDF.

DDF validation

workshop in Burao District

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1.7 Finalise DDF

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Session Objectives:

To understand the process required to finalise the DDF, including revisions, adoption, dissemination and publicising.

Module Conclusion

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Module Summary

Assessment Task

Evaluation

Glossary

Resources