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No 62 - Tana-Beles WME project

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1. B Kebele Level Reporting Formats and Reporting Frequency These reports are monthly reports from the kebele to woreda office of Agriculture The reports should be prepared through adding up the four weeks CWT reports separately for the individual community watersheds That is monthly report should be reported to the woreda separately for each community watershed It is not allowed to add the different community watershed reports in the kebele The DA CF is expected to check for the quality and consistency of the report coming from the communities before he she reports to the woreda In the kebele reporting format all possible activities in each output of the project are listed down with standard unit of measurement It is not allowed to change or use different unit of measurement from the one indicated in the monthly reporting format This will help for easy aggregation of the different community watersheds in the database In addition the DA CF should include other activities done or inputs supplied by the woreda etc which are not reported by the community leaders based on the lists of activities in the monthly reporting format For example nursery activities are mostly managed by the woreda or at kebele level where watershed communities involvement is limited The Responsible person for this monthly report will be the DA or the CF or both at the kebel level The DA CF is also expected to change community contributions labor and lo
2. Add to Report button The narrative information will display under your report N B This window must be used always before generating any report b c it helps to add narrative information for the report as report footer 3 6 Report Wizard This window has different options to generate different level of reports Such as yearly planning report from Community watershed up to region level and it also generate yearly quarterly and monthly report for achievements The window also uses to generate specific outcome output or activity achievements All the reports except the monthly report has two options physical or financial To open the report wizard clicks on Report Wizard button 3 6 1 To generate planning report Click on Planning Report option Select physical Activity for physical planning or Financial Activity for financial planning report Select the year 10 11 12 13 TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Tana Beles MIS database Planning Data Enty Output Level Monthly Data Entry Edit Update Data Report Footer Report Wizard Map Window New Activity Location and Current Facts Report Time Planning Repot Yearly Report Quarter Report Monthly Report Physical Avtivity Financial Activity 2003 B 31d Quarter gt Administrative and Watershed Boundary Activity Level Woreda List Region
3. Font Q s amp PO search Fates E EB Folder Sync E Paste Address CANIRAS MISData Al Tables Folders xX Name ES Useri Table E GeoDatabase A 199 Tana_water sbx Indicators z crowth_Corridor E Tana_water shp ES Indicators Table 3 HazardMap E Tana_water shp xml E Indicators Query Hydrology_Station__Maps E Tana_Water shx ml Query Indicators o Indicators E Tana_Watershed DXF in Boundary ES adadmin_Boundary Table info E Tana Watershed DxF xml ES Layers E UserName Frm EB summery Table Mapsource username Fr GenYearlyCum A E Master Copies Monthly ES ve3F tmp ES SGenveariyCum Table E Master Copies PMT E vB19 tmp OutputYearlyCum 5 Mekele data E ve20 tmp ES Outputreariycum Table D merami_c ae EA ese tmp CEET D merawi_cc1 5 veBF tmp New_Watershed_dataS VBCS tmp esse a E merami cc Fisa MEET ED merawi_cc3 WEM_Database2003 mdb y ED Mis amp Geodatabase 2 wEM Database2003 Backup ED misData DwmE Database CaB EA Indichttor Monitoring 25 Scroll down up to the last record until you get the mark 26 Past the record on the new record line Activity Code _ gt ES 39 087 00 Stone bunds a 39 088 00 SWCIWW Water ways 39 089 00 SWCICD Cut off drains 39 090 00 Fuel efficient sto E 39 091 00 Brush wood or liv i 39 092 00 SWC2GC Gabion
4. Create ExtemalData Database Tools Datasheet ESSE E Form Split Multiple rm Form Rems ES More Forms Design Aa L tank Report Report Report Query Macro R Report Wizard Design Wizard De Jl Reports j Other j Table SharePoint Table Templates Lists Design l Tables Table New Object Query Activity Code y Activit List Uni AWC3CD Cut off drains Km 15 651 00 AFSFT Planting fruit trees No 15 698 00 SWC1SO Soil bunds km 15 699 00 SWCISO Soil bunds km Create a new blank query in Design view The Show Table dialog box is displayed from which you can choose tables or queries to add to the query design E Indicators Table El Indicators Query TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline 7 Click on create in Office 2007 or click Query in 2003 8 Click query design ueries Both Activity Addmin_Boundary Engk GenYearlyCum Indicators Mw_wWatershed New_Watershed_data Output Indicator OutputYearlyCum Paste Errors Summery Summery 1 Uzer YearlyCum 9 The Show Table wizard will open 10 Select Activity 11 Click Add Button 12 The activity table is added on the window 13 Close the show table by clicking Close Activity Y CerNo Activity Code a Activit List Unit Outcome Outpul Woreda Mm L Outcome Out
5. List of Sub Watershed Listof Outcome SY List of Output lal la Kebele List of Comunity Watersheds List of Activities Generate Report Report of Output Indicators Report of Project status In Administrative and watershed boundary frame select region zone or woreda based on your report level If you want to go down in to kebele or community watershed level fill the woreda sub watershed kebele and community watershed level If you want to generate specific outcome or output click on By output or Activity Level check box 3 combo box will display for you Then select the outcome or output of your interest If you want to have all activity reports jump this step and go to the seventh step Click Generate report button to generate report that meets the selected information i e time administrative boundary outcome output and etc information 3 6 2 To generate Yearly Achievement report Click on Yearly Report option and follow step 3 to step 7 3 6 3 To generate Quarterly Achievement report Click on Quarter Report option Select time from the list of quarters and follow step 3 to step 7 3 6 4 To generate Monthly Achievement report Click on Monthly Report option and follow step 4 to step 7 3 6 5 To generate Report of Output Indicators Click on Report of Output Indicators button 3 6 6 To generate Report of Project Status Click on Repor
6. Others Specify 1 1711417141 Y 171121141 foo gt gt TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline CEPE YAA romanas fe _ 1 fo ESE CIO 1 MEC H H HH HHH O H IS S CL D EEE _ S HH H H H S exposure visits S O ol DLL OS ft ooo participated on sas visits trained 5 17 Farmers pricpeted on awareness rasnon NE dE ET 519 Total maietarmersirainea o fi io fo Administrative and manson DL pop ppp oo EEE O RS O O O O dT CU ESTE O IS IS O O O A E O IS GEE E IS O E RR O A RR A E O H EE O IS IS IO O O IO A E IO OS ESTE E IA _ prensas LH ARS RO IS IS ft tio fo yO ESTE E IA IS _ 11 onernecokneowets O dT tT H pe E NES E ES G Ie ES N uL U v e Tana Beles WME Tana Beles WME Reports No 01 No 02 No 03 No 04 No 05 No 06 No 07 No 08 No 09 No 10 No 11 No 12 No 13 No 14 No 15 No 16 No 17 No 18 No 19 No 20 No 21 No 22 No 23 No 24 No 25 No 26 No 27 No 28 No 29 No 30 Tana Beles WME Project Document July 2009 135 p Monthly Report for June 2009 8 p Monthly Report for July 2009 9 p Inception Report for project initiation period 1 6 31 7 2009 38 p Monthly Report for August 2009 33 p Quarterly Report for period 1 6 2009 30 9 2009 30 p Monthly Report for October 2009 22 p Monthly Report
7. Project Finance support and Community Contribution Yearly plan Physical Project Finance support and Community Contribution plan Quarterly planning data Physical Project Finance support and Community Contribution plan Responsible units for the task you can put different responsible units by using comma between In case of update when you fill up the Basic Information Block the selected activity planning data will be displayed on the corresponding time Your tasks are to change update the old data by the new one and click the Update button TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Tana Beles MIS database Planning Data Enty Output Level Monthly Data Entry Edit Update Data Report Footer Report Wizard Map Window New Activity Location and Current Facts Physical and Financial Plan Basic Information C New Entry Update Existing Physical Praject Finance Community Con Yea 2003 Project Period 075 o 20089 Woreda pis Yearly Plan 0 o 6636 Kebele Debre Tabor E Community Watershed Code Soragie E Quarterly Pian Outcome Outcome 1 Enhanced sustainability of futu 1st Quarter Plan 0 o o Dutcome Output Sol snd water conservation measures undertaken on cultivated 3 2nd Quarter Plan o o 0 Ai Lise Jd Quarter Pla 025 o 6696 4th_Quarter_Plan O H o Activity Cod
8. U No 31 No 32 No 33 No 34 No 35 No 36 No 37 No 38 No 39 No 40 No 41 No 42 No 43 No 44 No 45 No 46 No 47 No 48 No 49 No 50 No 51 No 52 No 53 No 54 No 55 No 56 No 57 No 58 No 59 No 60 v e Tana Beles WME Microwatershed Monitoring Programme Manual October 2010 65 p Monthly Report for November 2010 16 p Baseline for Microwatershed Monitoring Programme Report for TBIWRDP B1 component related hydrological indicators December 2010 81 p Annual Report for 2010 51 p Monthly Report for January 2011 Baseline for Tana Beles Watershed Development 1 Executive Summary by Assefa Melesse International Peer Reviewer 21 p Baseline for Tana Beles Watershed Development 2 Main Report for Natural Resources Survey 108 p Baseline for Tana Beles Watershed Development 3 Annex for Natural Resources Survey 224 p Baseline for Tana Beles Watershed Development 4 Main Report for Socioeconomic Survey 110 p Baseline for Tana Beles Watershed Development 5 Annex for Socioeconomic Survey 84 p Monthly Report for February 2011 12 p Quarterly Report for period 1 1 2011 31 3 2011 34 p Monthly Report for April 2011 20 p Monthly Report for May 2011 20 p Watershed Monitoring and Evaluation Institutionalization Strategy 32 p Quarterly Report for period 1 4 2011 30 6 2011 31 p Monthly Report for July 2011 20 p Monthly Report for Augus
9. WME Database mdb and right click on the file 7 Click on Copy and go to the desktop 8 Search the newly created folder and right mouse click on the folder and click paste Open Explore Search Open as Notebook in OneNote Sharing and Security SB winzip Groove Folder Synchronization e Norton Antivirus C Create Shortcut Delete Rename a Properties Search 1 Search the newly created folder and Open as Notebook in OneNote right mouse click on the folder Sharing and Security cD WinZip E Groove Folder Synchronization gt E 2 Click on Send to amp Norton Antivirus l 2a 2 Compressed zipped Folder E Desktop create shortcut J Mail Recipient a My Documents 78 web Publishing Wizard Create Shortcut Delete Rename 3 Click on CD Drive Properties TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline N B Do for all woreda in the same way and collect all the data on one CD 5 Updating Regional Database uy vascas TED Google Earth E pagn sl EEB aired E WaveMaker Microsoft EB arcas EB Python 2 4 El seagate Crystal Reports EB Microsoft Visual Studio 6 0 EB Microsoft Web Publishing Seagate Crystal Reports Tools Em ER EB Gas Application for Topographic DB 1 0 E Wireless Garden OS Acrobat Distiller 7 0 O Adobe Designer 7 0 He Visual Geez 20
10. it would be reported here The demonstration could be TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline either in farmers plots or on FTCs If this and the above mentioned demonstration are reported once it should not be reported in every month Activity 2 1 4 Demonstration on stabilization of physical structures similar to the above demonstrations indicate the number of demonstrations conducted in the community watershed Activity 2 1 5 Demonstration on new crop variety this demonstration concerns newly introduced crop varieties in the community watershed The newly introduced varieties could be of different kind like teff barley maize wheat etc Therefore if different demonstrations on different crops are conducted in the community watershed indicate the total number in this row It is different from activity 2 1 0 Here we only indicate demonstrations on newly introduced crop varieties Activity 2 1 6 Farmers participated in different demonstrations indicate the total number of farmers both men and women who participated in different crop related demonstration that is in all demonstrations mentioned above Activity 2 1 7 and 2 1 8 Farmers trained in different demonstrations indicate farmers trained on crop related demonstrations male and female separately in the community watershed as indicated in the reporting or data entry format Activity 2 1 9 Farmers adopted enset production numb
11. often they are used The data are reliable because they are measured and collected consistently That means there should be a well established data collection reporting storing system which will not vary when the people doing the task are changing Precision This means that the data have sufficient detail For example an indicator requires the number of individuals who participated in the implementation of the natural resources activities or SWC activities by sex and numerical value of the activities done need to correspond with the standard specification and norm of those particular individual activities An information system lacks precision if it is not designed to record such parameters Completeness Completeness means that an information system from which the results are derived is appropriately inclusive it represents the complete list of activities persons participated the inputs distributed used etc if the data is not complete it doesn t reflect the real situation and difficult for decision making Timeliness Data are timely when they are up to date current and when the information is available on time Timeliness is affected by 1 the rate at which the project s information system is updated 2 the rate of change of actual program activities and 3 when the information is actually used or required Integrity Data have integrity when the system used to generate them is protected from deliberate
12. use to enter new or update project time yearly and quarterly plan of each community watershed 7 Output level Indicators use to enter project time and yearly output level planning and also to enter quarterly achievement of each community watershed 8 Monthly Data Entry window uses to enter monthly activities of each community watersheds 9 Monthly Data Editing window uses to edit or update monthly data of each community watershed 10 Report footer window uses to enter narrative report as a footer on the main report 11 Report wizard uses to generate report in different time and level 12 Map display window uses to display GIS files TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline 13 New Activity window uses to add new activities in the community watershed 14 Location amp Current Facts shows the region and project woreda maps and photos that shows the present status of the watershed area Application of each window 3 1 Planning Data Entry 1 Click on Planning Data Entry Tana Beles MIS database DER Planning Data Enty Output Level Monthly Data Enty Edit Update Data Report Footer Report Wizard Map Window New Activity Location and Current Facts Ta b the pla nn i ng data entry i nte rface wi ll Physical and Financial Plan G New Enty Update Existing Physical Project Finance Community Con 12003 EI P
13. 5 Motor cycles provided 2 3 6 GPS provided 2 3 7 Farmers trained on improved cropping practices 2 3 8 Farmers trained on improved livestock practices 2 3 9 Farmers trained on improved natural Ny NT l E Rj 2 a 5 a 2 D 2 3 90 Total female farmers trained on improved practices 2 3 91 Total male farmers trained on improved practices Others Specify ID On fo Es o D E o tha O PS A HHT I T HE AAA ASE TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline tormprosedwetermarysermces Ju HHHH for improved veterinary Services poe 07 TESSA E e EEE SEA Etc INI AA E AE E EA E Arpa e A Ss Se H O AE AL A A A EEES EAS ESAS EE ESA 2 44 Animas treated MTT po pop Others Specify Output 2 5 Area covered with improved forage management and livestock feed development 2 5 0 Forage seedling multiplication site established 252 Fareoe e aerou RTT SH 89 YAA 2 5 4 Grazing land excluded fromfree a grazing closed S A AAA ae HC AO O LL 4 4174 1 1 feeding 257 Cepresiveray westeawinurer Joel 55 stage resdprepares LHH H H H H H H H HH H Others Specity TTT TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Output 2 6 Households participated in enhancing production of meat milk eggs and honey somos a HHH pesGuesboretma
14. EB Postgres Plus Add ons amp Java Plug in Control Panel E HYDATA 4 2 miras Tana Beles Sub Watershed Database EB WU NH 10 11 12 Click Start Click All Programs Point to TBIWRDP Click on TBIWRDP MIS System The welcome window appears Enter the appropriate Username and Password and click Ok Ifyou wantto change the password click on change password button Enter the existing password Enter the new password Confirmthe new password by enteringthe new password Click change The old password automatically changed by the new TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Change Password TER Exststingo Passsord New Password 5 The geographic location and current condition of the project area window appear From this window you can get other eight windows that perform different tasks Planning Data Entiy Output Level Monthly Data Enty Edt Update Data Report Footer Report Wizard Map Window New Activty Localion and Curen Facts Map of Amhara Region Photos of Cunent Situation in the Tana Belese Sub Watersheds Agricultural Field and Risidence Area Gelawedyios Natural Forest Land _ River Flow in Dera Woreda Gully in Agricultural Field in Dera m Tana Beles MIS database Planning Data Entry Output Level Monthly Data Entry Edit Update Data Report Footer Report Wizard Map Window New Activit i 6 Planning window
15. about the quality of information they areseeking To help project staff to ensure the quality of information collected data quality assessment guideline with details of checklist were prepared and distributed WME Report No 10 In addition to assist geo referencing of project outputs which will help to easily trace them GPS were distributed to all project woredas and training given on GIS GPS to woreda staff and on GPS use for kebele staff and CFs Data quality implies that the project performance information collected as part of the project s monitoring and evaluation system adequately represents the project s interventions activities including the quality of individual activities done and the outputs achieved at the ground Some key criteria are shown on table 2 below Table 2 Data Quality Dimensions Dimension of Data Quality Operational Definition Accuracy Also known as validity Accurate data are considered correct when the data measure what they are intended to measure Accurate data minimize errors e g recording or reporting error to a point of being negligible Accuracy refers to the closeness between the documented reported value and the true value that is intended to measure The data should be conceded with the existing norms and standards Reliability The data generated by a project s information system are based on systems and procedures that do not change according to who is using them and when or how
16. are important for learning and inward looking to the community for the next season activities Such community level annual assessment of achievements and constraints can be held at the community watershed level orkebele level to assess the overall yearly achievements and endorsement of the next year plan The community facilitators together with the DAs should facilitate such kind of monitoring processes Reporting at Different Levels Different period time frame and level reporting systems are crucial to trace progresses and constraints which may occur in the course of project implementation Reporting systems and tools were developed and tested for its functionality for more than a year to accommodate stakeholder requirements Based on this different reporting formats for different level stakeholders communities kebele woreda and RPCU level aggregation formats were designed and are in use since the project start up Gaps were assessed both at community and government structure level and recommendations were taken into account for the formats to accommodate all level information requirements Moreover different level reporting formats and reporting frequency were designed and agreed with RPCU of the Bl component A Community Level Reporting Formats and Reporting Frequency The watershed planning process is fully participatory where community represented CWT members identified and prioritized project activities in each community watershed This
17. be the number of farmers both male and female added together trained in different technologies This will include farmers trained in the FTCs in some curriculum training and farmers trained on different agricultural extension packages Activity 2 3 0 New FTC constructed though FTC construction is expected at kebele level new FTC constructed with the project support has to be reported in the community watershed where the kebelecentre is found Similarly all other activities mentioned in the reporting format under this output should be reported in the community watershed that is found at the kebele center Since some activities like FTC construction model FTC upgrading DA office construction and upgrading etc will be done at the kebele level the DA CF should include these activities in the community watershed where the kebele center is found Take the XY coordinate of the new animal health post as described in Box 1 above TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Output 2 4 Number of animals vaccinated or treated for improved veterinary service This output will be the total number of all kinds of animals cattle sheep amp goats equines poultry added together that are vaccinated or treated for different diseases parasitesin the reporting month in the specific community watershed Activity 2 4 0 New Animal health post constructed if new animal health post is constructed with the pr
18. bias or manipulation for political or personal reasons TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline V Monitoring Process Tools and System Community Level Monitoring and Evaluation Process The community level monitoring and evaluation process is aimed not only at monitoring of progresses or monitoring of implementation of activities but also for identifying bottlenecks in the implementation process It is also a basis for the community learning and capacity building process From the field assessment it is understood that most community watershed teams have set regular time for the assessment of their plan achievements Most community teams have set dates to meet twice per month while some others agreed once per month This approach to the monitoring and subsequent evaluation of activities by the community leaders or elected committee members would serve to inform the wider community about the successes and bottlenecks of project activities However such fixing of dates is not sufficient to correctly monitoring bottlenecks and general implantation process Sometimes it is conducted in an informal way Such processes are the basis for enhancing community level client interactive monitoring processes Therefore to promote grassroots level monitoring process the community facilitators should encourage and dwell much of their time in facilitating community level planning and monitoring activit
19. for November 2009 10 p Annual Report for 2009 60 p Data Quality Assessment Guideline January 2010 26 p Sensitization and Awareness Raising Strategy January 2010 24 p Monitoring amp Evaluation for Watershed Development B1 Short term Consultancy Report January 2010 95 p Monthly Report for January 2010 39 p Hydrology monitoring for Watershed Development B1 Short term Consultancy Report 1 February 2010 102 p Monthly Report for February 2010 38 p Identification of TBIWRDP B1 sub watershed hydrological monitoring sites Progress Report February 2010 22 p Quarterly Report for period 1 1 2010 31 3 2010 74 p Monthly Report for April 2010 29 p Monthly Report for May 2010 14 p Microwatershed Monitoring Programme Baseline Report 21 July 2010 69 p Quarterly Report for period 1 4 2010 30 6 2010 38 p Zefie community watershed model development plan March 2010 99 p Monthly Report for July 2010 15 p Access Roads to five hydrological stations Short term Consultancy Report 114 p Monthly Report for August 2010 Process Monitoring Short term Consultancy Report 33 p Hydrology monitoring for Watershed Development B1 Short term Consultancy Report 2 September 2010 70 p Quarterly Report for period 1 7 2010 31 8 2010 125 p Monthly Report for October 2010 23 p Organizational Development Capacity Building and Microcredit Short term consultancy report November 2010 47 p N uL
20. is activities are implemented to produce outputs These are important elements for achieving results Therefore output level reporting is equally important in the monthly reports The detail descriptions of the outputs and activities are presented below Outcome 1 Natural Resource Development and Rehabilitation Output 1 1 Community Based Participatory Watershed Development Plans and Annual Community Action Plans CAP Prepared Here indicate the number of community watershed plans and community action plans already prepared The number should correspond to the number of community watersheds who already prepared their project period and annual plans Activities under output 1 1 Activity 1 1 0 Community Watershed Plans Prepared Project period plan without annual action plans should be indicated here For instance if all project woredas covered all project sites the maximum number of community watersheds to be put as an output will be 163 that is 7 for DebreTabore town administration 76 for Fartaworeda 18 for Dera 22 for Estie 25 for Mecha and 15 for Sekela to cover all 85 026 ha of project area For kebele level reporting since we are expected to report for each community watershed separately the output level figure will be one That means communities are expected to prepare their project period plan once in the project life This is a kind of indicative plan which will be updated or revised annually with the preparation of yea
21. this output should continue to be reported in similar way Output 3 3 Self help Groups Established and Functioning on Income Generating Activities This output means the total number of different user or self help groups organized by the project and start operation or implementation of activities These could be youth groups women groups landless groups etcadded together organized with the project support in different income generating activities like beekeeping weaving fattening dairying poultry production tannery and shoe making bamboo making forestry and seedling production etc The output should not be the number of people in the groups but the number of organized groups That is the sum of self help or user groups organized in different activities in that particular watershed The numbers of groups in different activities should be indicated separately as an activity listed in the reporting format immediately under this output The total number of female and male participants in all types of organized groups should be reported on activity list 3 3 9 and 3 3 90 Here also attention should be given to avoid repeated reporting in every month the same groups or participants which will lead to overstatement of the number of participants Some examples of activities in this output are TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Activity 3 3 0 Self help groups organized in beekeeping this m
22. 04 7 Adobe Acrobat 7 0 Professional EB Leica Geosystems GIS amp Mapping G_ Microsoft Office PowerPoint 2007 BB Leica Geosystems E Microsoft Office Publisher 2007 E Garmin IY Microsoft Office Word 2007 E Microsoft office Visio 2003 fz Microsoft Office Wor 1 Insert the collected CD from woreda awn 2 Click Start Oro 3 Click Microsoft Office FE morosot ct ac 2 Microsoft office InfoPath 2007 7 Microsoft Office OneNote 2007 T Microsoft Office Outlook 2007 4 Click Microsoft Office Access All Programs Ei E AY WEM E Home create External Data Database Tools R eS EST E ie RAS Format Painter III E Tl S BR S t i mia fim E a Microsoft Access Database will open to you AH Tables ES Useri Table Indicators X Indicators Table Indicators Query E Query Indicators Addmin_Boundary ES Adamin Boundary Table 5 Double click Activity table to open the database 6 The activity Table looks like this Summery 1 A ES summeny_t Table GenYeariyCum ES ES SenveartyCum Table ve 9 mena oat ve OutputYearlyCum S N F ee A Se ES OutputreariyCum Table iea e nr fr EngkS A ESS Engks Table New Watershed datas A ES New watershed datas Ta E Imadicattor Monitoring qdo H Table Tools WEM Database2003 Database Access 2002 2003 file format Microsoft Access Home
23. 1 1 2010 11 Ethio Gis 5 ve19 tmp 3KB TMP File 8 24 2009 a exercise EB vezo tmp 3KB Tp File 8 24 2009 E GeoDatabase EB vess tmp 3KB TMP File 8 25 2009 EB Growth_Corridor 5 veer tmp 3KB TMP File 8 24 2009 HazardMap SI vecs tmp 3KB TMP pe 8 24 2009 O Hydrology_station_Maps 360 KB Microsoft Office Acc 5 17 2011 D Indicators WEM_Databasez0c an JOSKB Microsoft Office Acc 2 17 2011 Bino WWME_Database Ch Sen Wih p OKB Winzip Fie 5 29 2010 E O Layers 5 WME Database ex 24KB Application 6 7 2010 1 E N Norton Antivirus Y E E Mapsource E wie Database PC pas p 25KB POM File 4 15 2010 Master Copies Monthly Rag wME_Database vb p 2KB Visual Basic Project 5 22 2010 E Master Copies PMT E WME Database vb send To gt 1KB Visual Basic Project 12 29 2005 E E Mekele data poean 99KB Crystal Report 2 17 2011 G meren gt f Yearly _Finance Pl y CUE 12KB Crystal Report 4 12 2010 merawi_cct Arens Prv men eee 51KB Crystal Report 2 1 2010 1 G merawi_cc2 reak Physicalrpt Create Shortcut 59KB Crystal Report 3 25 2011 merawi_cc3 2 Zefit br Delete SKB DBF File 7 8 2010 1 EB miseceodetabase zen Rename 1KB PRIFie 7iefzo101 G MisData 3 zefi1 sbn IKB SBN File 74812010 1 mad De I zebn he Properties 1 KR SRX pie alta Y lt i aa ST gt Copies the selected items to the Clipboard To put them in the new location use the Paste command 6 Search the MS Access file called
24. TA E AE AA EEE pesa H MAS VO ef IS II SIA OO E FR O PRO IES sra R Pp gt O A E AE H HS Pa PAE EA AAA EAS CCEE HO MA EA E PE SR PSA TEA MEE OOOO E O POS EI E II E E O HT A PES IEA gt gt ASAS AAA AE ES AE A EE 1 6 98 1 6 98 Planting on Bunds on Bunds 1 6 99 a en sites conducted on multi purpose bamoboo jotners Specityy CT TC CT CE CT 1111141114 TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Outcome 2 Increased crop productivity production and marketing of agricultural produce and improved pasture management livestock productivity and veterinary services Output 2 1 Demonstration sites for improved cropping practices amp systems established ne ST A MEA 2 1 6 Farmers participated on different demonstrations IE e EEE E eet ES NA TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Output 2 2 Area developed with small scale irrigation 2 2 0 Diversion schemes constructed 2 2 1 Irrigation channel constructed groups 2 2 7 Households participated in micro amp small scale irrigation output 2 3 Farmers trained on improved agricultural extension services with curriculum and packages 2 3 0 New FTC constructed 2 3 1 Model FTCs upgraded 2 3 2 FTCs provided with furniture equipment 2 3 3 DA offices amp houses constructed upgraded 2 3 4 DA offices provided w ith furniture and equipment 2 3
25. Terraces km No 1 2 5 Trenches No 1 2 0 Stone bunds km 1 2 6 Waterway km 1 2 1 Soil bunds km 1 2 7 Cut off drain km 1 2 2 Stone faced soil bunds km 1 2 8 Maintenance of Bund km 1 2 3 Fanya juu km 1 2 9 Waterway maintenance km See Annex 2 for the details of activities and the respective units for each activity Note take georeference points XY coordinates for the output reported during the month as described in Box 1 above Output 1 3 Gully Treatment and rehabilitation At output level indicate the total gully affected area treated during the reporting month That means one has to show how much gully affected area in hectares being treated with different activities during that particular reporting month The output size of the area should be estimated using GPS which is in the best scenario case or in the absence of GPS expert judgment can be used for estimation In the reporting format Annex 2 immediately below this output different activities have been mentioned each of them with 1ts own separate units of measurement We have to quantify how much of these activities were done during the month to rehabilitate the hectare mentioned at output level These lists of activities are any possible activities for gully treatment In particular case one may not implement all of activities mentioned to achieve the output We should indicate only those activities which were implemented in that particular area and month Tho
26. The map extent will change to its full extent this is after zoom in otherwise the default extent of the map is full extent 7 To identify the content of the selected map click Identify button and select part of the map Small window display the information about the selected part of the map 8 To save the map as image Click Print button The save as dialog box will open then give file name and save it TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline 3 8 To Add New Activity lt Tana Beles MIS database aa Planning Data Entry Output Level Monthly Data Entry Edi Update Data Report Footer Report Wizerd Map Window NewAclivily Location and Curent Facts New Activiies Duomo Outcome One Ouipus Indcator PTE m Activiy Code New beng Unit Che 1 To open this window click on New Activity tab This window helps to add new activity list which is not in the activity list box To add new activity first you should now under which outcome and output this activity will belongs 2 Then select the outcome 3 Select output 4 Write code for the activity The code inherits takes the first three or four alphabets Code from outcome and output therefore look one of the activity code in the same outcome and output and change only the last two alphabets for the new activity 5 Type the name of new activity 6 Type the unit
27. Y G Q U No 62 Community and Kebele Reporting and Woreda Level Data Entry Guideline Bahir Dar 2012 gt a L Community and Kebele Reporting and Woreda Level Data Entry Guideline Bahir Dar August 2012 Il HI TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline TanaBeles Integrated Watershed Development Project Community and Kebele Reporting and woreda Level Data Entry Guideline Introduction This reporting guideline is part of Tana Beles Integrated Watershed Development Project Monitoring Evaluation and Reporting MER Guideline This part is taken for training or orientation of project woreda staff participating in the ArcGIS training at Kombolcha held from 20 August to 01 September 2012 The guideline contained different formats and descriptions of each activity and output in the weekly and monthly reporting It is applicable to community level weekly kebele level monthly reporting and data entry into the project database at project woreda Therefore this guideline will be used to guide community leaders and government staff at kebele level mainly Development Agents DAs and Community Facilitators CFs who are responsible for reporting of project activities and also for database experts at the project woredas Purpose of the Guideline The purpose of this guideline is e To provide guidance on the detail descriptions and conceptual meanings of activities and out
28. and if we report is again it will exaggerate the number of schools available in the watersheds It should continue for health posts renovation and supply in a similar way as we did for primary schools Output 4 3 Access Roads Constructed This output is to mean the total length or kilo meter of access roads and internal access paths newly constructed upgraded Activity 4 3 0 and 4 3 1 added together by the community with project support Individual new constructions and maintenance activities will be reported in detail according to the lists in the reporting format Activities 4 3 0 up to 4 3 6 5 Capacity Building Interventions These project supported activities are woreda level interventions which cannot be reported in any one single community watershed or kebele Such activities have to be entered into the database at woreda level These activities include woreda level trainings woreda expert DA Vet technicians etc exposure visits woreda staff DAs community members etc as listed in the reporting format After the woredas check for its consistency and quality monthly reports and community watershed annual plans will be entered into the database for each community watershed separately It indicates e Monthly achievements Physical amp Finance financial information to be filled by the woreda e Community labor and in kind contribution e Total community monetary contribution TBIWRDP WME Community and Kebele Repor
29. anged into kilometers in the monthly reporting formats which will be dealt later 2 Activities done during the week to rehabilitate degraded land like communal grazing lands hillside degraded forestry land e hectare of degraded land closed for rehabilitation 6 meter of hillside terraces constructed e number of trenches dug e number of micro basins dug TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline e meter of waterway constructed e Etc e Number of people participated male female separately should be indicated following the reporting format Similar to the above output committee members of the community have to indicate the size of land in hectares where all those activities implemented during the week to rehabilitate the degraded land 3 Activities done during the week for gully treatment and rehabilitation O cubic meter of Gabion check dam constructed O cubic meter of stone check dam constructed o ha gully planted with different plant species e Etc e Number of people participated male female separately should be indicated following the reporting format After indicating all activities done during the week to rehabilitate gully affected area community leaders finally need to indicate the size in hectares of treated gully area during the week that is the output of doing the above activities 4 New Area planting e n
30. cal material into money value by changing the total labor into person days using the standard norm for each activity and daily wage rate in the local area and market price for other in kind contributions That means to calculate labor contribution first the total number of participants male and female should be changed into Person Days usingthe standard NORM for each activity One should refer the participatory watershed development guideline of MoARD 2005 for the norms of different activities After changing the total labor contribution to person days using standard NORM multiply it by the local daily wage rate or local labor market This will give you total labor contribution in terms of money TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline To calculate material in kind community contribution particularly gravel wood like atana mager gidgida teff straw chid etc for constructing different activities like flourmill house water points gullies other IGA working places etc after quantifying these materials multiply with the local market price These two labor and material will give you the total monetary contribution of the community Detail Description of the Contents of the Reporting Formats In the monthly kebele reporting format Annex 2 the most important issue usually forgotten is reporting at the output level These are of course the purposes of doing an activity or activities That
31. checkdam i 39 093 00 SWC2RL Gully reshaping lt __ 39 094 00 SWC2LS Loose stone checl 39 095 00 SWC2PS Planting of seedli 39 096 00 SWC2TG Planting on bund ZLC Row Height N B Follow the same step for all Woreda data TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Annex 1 NG NAA PETE F400 ATF TEEht Tana Beles Integrated Watershed Development Project POZA TAAA ATE DOLE AIR TCT Pen Community Watershed Team Weekly Reporting Forrmat eran tidh 227 Name of CWT er ct PLANT OC Month or ct PEANT APENN eek 17 273 457 IA 226 write as 1st 2nd 3rd and 4th APH PEW PPL PANAN BBA com tR com AA vm Quantity No of People Local Material gt LAO Gp List of Activities by Output done During Total the Week X X gt AC Pat AZ Pr g ee Activities done on Farm land oil Bund m NDAS NTI met AL Et POPE tone faced soil bund ench 4 w m M ctivities done on gully affected area abion checkdam ESG O Es ooo O Ooo O Ooo O Oooo O Ooo O E Oooo O Ooo O Oooo Oooo O o ED na O 3 X X BEBE improved breeds distributed to be mentioned by type of breeds X EEE ater points constructed mention by type of water source X q AH A dl AHI ole TTT TET IES ELLE EEE LT H LETT ETT at TBIWRDP WME C
32. d that are within the area of influencesof the project management and the corresponding measures taken examples are poor quality of infrastructure or land treatment structures worked by the community private contractors financial issues such as late disbursement cash flow problem over expenditure absence of timely reporting etc Major implementation constraints encountered which were out of the influence of the project management Problems related to other project resources including lack of facilities or equipment transport facilties etc er Report Wizard Map Window New Activity Location and Curent Facts z Api E Lessons leamed best practices gained Explain any good lessons which can be taken as good practices for up calling and wider application Add to Report ou enter new data without opening the combo box the system will add duplicate data for the selected TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline 3 5 Report Footer This window helps to write some descriptive information about the achievements Such as narrative information about the implementation challenge encountered and lessons or best practice for scale up 1 6 7 To open the report footer window click on the Report Footer tab Select the year Select Months Write narrative information by reading the level Write challenge encounter Write lessons Click
33. d land treatment are mentioned immediately below this output Annex 2 each of these activities with standardized units We have to strictly use these units for each activity while reporting For example Sr N Activity unit 1 4 5 Stone faced soil bunds km 1 4 0 Area closure ha 1 4 6 Waterway km 1 4 1 Hillside terracing km 1 4 7 Cut off drain km 1 4 2 Trenches No 1 4 8 Maintenance of Bunds km 1 4 3 Micro basin No 1 4 9 Waterway cut of drain maint 1 4 4 Eyebrow basin No Similar to the previous outputs in other land uses take here also the GPS points for the output and the activities refer box 1 TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Output 1 5 Existing natural and planted community forests protected and sustainably managed This output concerns only community owned forests sum of natural and artificial plantations in that particular community watershed or kebele The output figure should indicate the total area of both natural and artificial plantations where that particular community agreed and developed community bylaws to protect and sustainably use it The unit of measurement as indicated in the reporting format will be in hectares Take the XY coordinate of the forest area using GPS points This can be taken in two ways 1 take the GPS points at the centre of the forest area and indicate the specific location XY c
34. e SWCICD i Km a handtools Location of Active Micro Watershed inputs Required CWS planning team DA command comm leaders Responsible Update 10 Click Update Existing option 11 Fill the basic information and select the activity list to edit then the activity code the unity and all data attached to this activity will display automatically After selecting the activity list if the activity code and the unit text is empty there is no such activity for edit So recheck your activity list 12 Correct wrong data by changing the figure or the text 13 Click the Update button 3 2 Output Level Data Entry Output Planning and Achivement Format Basic Information Plan and Achivement Planning C Achivement Planning ProjectPeriad ha Yearlv Plan MET Ist Quarter 1 Kebele Debre Tabor y 2nd Quarter 0 Community Wat amp shed Code Sorayie_B X Hd Quarter 287 2003 Months Woreda Debere Tabor Sth Quarter 20 Dutcome 1 Enhanced sustainability of future agricultural developm y Outcome Output on lt Monthly Output Achivement The Output The format TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Planning and Achievement format helps to enter output level Planning and Achievement data combined the planning and Achievement data entry Unlike other format this format combined the new entry and update This means you can use
35. e CA O O A pa A AE ql AE ESSE SE pa E AL sis ES ES 2 184 Guly reshaping andleveling MT CEE ES RO O CR SS O SEE EA E EE EE PAE AAA A My A A AE E PAE PAE AA EI re OOOO A VIO IS ES IE O VR E ES IS E O O IE per ll lolol E FRE A E FEA EA aana EY fsoawacore mE TTT TT TT H H H H E CS O A A H SS E E E E IS A O A E A A E E O H EE E O E O A O A A E E O ET E E O IS O O A O A A E O O E CEEE E E E TT E E O O H EE E IS IS IS IS IS A O A A O E O E CE O O O O A O A A E O O EEE O O E O A E A E E E O H o cnc E Others Specify Others Specify fy Output 1 5 Existing natural and planted community forests protected and sustainably managed 1 5 0 Existing forest conserved by the community A 1 5 1 Develop by law s to protect and wise use of existing forest others others specify O T f ee TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Output 1 6 New area planted by community forestry and agro forestry systems to stabilise II O A landscape and produce fuel w ood and timber 1 6 0 Establish Group Nuresry Per took rr A A E EE a SAS ESE Fa eE E PAE tal pare WA AE SEP e TT TEA EA sapos CER ES NT ASES E H AE AA pesam eS E SY ESP ES PO AA A 166 Supply other nuresry materials set LE AAA E EE PAE ANA ramo el A 2 EE ESE EE A 1 6 9 seedings raised on projectnursery No ip ALE
36. e Micro Watershed Report Footer Report Wizard Map Window New Activity Location and Current Facts Actual Physical and Finacial Implementations Monthly Physical Activity Project Fund Birr Community Contibution Birr Monthly Fainancal Utilaztion Men Labour Femal Labour Human Labour Community Contribution in Kind Stone Meter cube Gravel Meter cube Wood Material Number Te 3 Ifthe activity code and unit displayed click the combo box arrow to view the data and click on the available data The rest of the data will display for you 4 Change the incorrect data 5 Click Update button Tana Beles MIS database Planning Data Enty Output Level Monthly Data Entry Edit Update Data Report Fi Previous Report Footer 2003 Narrative Report for each output or indicator by component The narrative report should be written based on the reporting period plans and achievement It should explain the status of each output indicator and the activities done for realizing these outputs Explain in brief also what has been leading to such performance including extent of timely availability of materials finance labour community participation and coordination role played byall stakeholders Challenges Encountered or problems observed and measures taken during implementation Major implementation constraints encountered during the reporting perio
37. eans the number of organized groups not number of organized member in beekeeping in the community watershed Activity 3 3 1 Self help groups organized in weaving if there are community members organized in weaving write the number of groups organized in the community watershed Similarly continue in this way for other income generating activities mentioned until activity number 3 3 91 in the monthly reporting format Outcome 4 Enhanced Human and Capital Resources from Improved Access water Supply and Economic Social Infrastructure Output 4 1 Improved potable water sources constructed The output will indicate the total number of potable water sources constructed or developed with the project financial support That means all potable water sources added together These may include hand dug wells hand pumps springs developed or protected springs Individually the above mentioned water supply sources will be indicated as activities as outlined in the reporting format attached with this guideline Activity 4 1 0 Hand dug wells or hand pumps constructed here indicate the number of hand pumps constructed in the community watershed It should be reported in the month where the water point being completed Activity 4 1 1 spring developed and protected Indicate the number of springs developed or protected for drinking water purpose in the month where construction being completed Continue in similar way for other activities listed u
38. en different units and for data quality at project level At this level the data quality check will be quarterly The M amp E expert in RPCU level able to collect data by CD from all woreda and update the regional database and provide report for different stakeholders TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline 2 System Installation The MIS system developed using MS Access as a database Crystal report8 as a report designer and Visual studio 6 as a programming language To start the system insert the CD in your computer and follow the following installation steps 1 Insert the CD the below installation window will appear on your computer Click Ok TBIWRDP MIS System Developed by samson Setup Elo iara e TBIWRDP MIS System Developed by samson Setup p2 Welcome to the TETWRDP MIS System Developed by samson instalation program Setup cannot instal system fles or update shared fles 1 they arein use SAE 72 TBIWRDP MIS System Developed by samson Setup Begin the Installation by cickng the button below 2 Clickthe big Install button 3 Click continue button 4 Wait until the progress bar finish the installation process TBIWRDP MIS System Developed by samson Setup 5 When the installation process finished the message that shows successfully finished Click Ok TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline 6 Copy the Folder ca
39. er of farmers who received enset seedlings from the project in the community watershed Activity 2 1 90 improved seeds distributed for demonstration quantity of improved seeds of different kind in quintals distributed by the project for demonstration purpose in the community watershed both for FTC based demonstrations and for on farm plots Activity 2 1 91 improved fruit trees distributed for demonstration the project has been distributing different highland fruit seedlings to watershed communities Therefore indicate the number of distributed seedlings in the month where distribution has been made for each community watershed If different types of seedlings are distributed then the report should indicate the sum of all kinds of fruit seedlings Activity 2 1 92 and 2 1 93 indicate quantity of fertilizer in quintals and chemical in liters that is used for demonstration Activity 2 1 94 volume of compost prepared the project is expected to support communities at least in technical matters like training for quality compost making that will contribute to increased production and productivity Therefore indicate the volume of compost prepared with project support in cubic meters in the community watershed Similarly indicate the number of participants on activity 2 1 95 TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Output 2 2 Area developed with small scale irrigation This output will be the tota
40. farmers iii Woodlot planting iv Ally crop planting v Roadside planting etc The unit of measurement for all kinds of planting should be in hectares to get the output level total area planted in the reporting period 12 TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Detail Activities under this output There are lots of activities listed from 1 6 0 to 1 6 99 related to nursery management and planting in the reporting format which the community watershed team members may not know the details particularly the nursery management activities Nursery management is usually handled at woreda level Therefore the DA or the community facilitator should fill all the information with regards to nursery management activities 1f they know the details or if they lack the information it has to be filled with the woreda database management expert in consultation with the agro forestry expert The units of measurement for listed activities should be according to the reporting format or indicated in the database data entry format at the time of data entry Outcome 2 Increased Crop Productivity Production and Marketing of Agricultural Produce and Improved Pasture Management Livestock Productivity and Veterinary Services Output 2 1 Demonstration sites for improved cropping practices and systems established This output shows the total number of crop related demonstration sites conducted in the community watershed
41. for enhancing crop production and productivity It does not include demonstrations for livestock and natural resources management It is the sum of all crop related demonstrations conducted both in the FTCs and on farmers fields The number should correspond to the total number of demonstrations listed in the activity lists under this output in the reporting format The descriptions of activities under this output are presented as follows Activity 2 1 0 Demonstration on improved cropping practices in this activity indicate the total number of crop demonstrations in the community watershed on different issues like on improved agronomic management issues spacing row planting fertilizer use and rate etc Don t include irrigation and new crop variety related demonstrations here they should be reported in the next activity list Activity 2 1 1 Demonstration on irrigation water management indicate the number of irrigation related demonstrations conducted during the month The activity may continue for some months The number of demonstrations once reported should not be repeated in months where the activity has been going on Activity 2 1 2 Demonstration on high value crops it includes demonstrations conducted on fruits vegetables like potatoes and similar vegetables which are mainly produced for market Activity 2 1 3 Demonstration on malt barley if thereis any demonstration conducted on malt barley in a particular community watershed
42. for the new activity 7 Click Enter button The new activity automatically added to the activity list box 3 9 Location and Current facts 1 To open this window click on Location and current Planning Data Estiy Output Levei Monthly Data Eriy Edt Update Data Report Footer Report Wizard Map Window New Activity Localion and Cunerd Facts Fact tab Map of Amhara Repon Photos of Current Situation in the Tana Belese Sub Watersheds Agricolteral Field and Residence Area Gelawedyios Natural Forest land 2 River Flow in Dera Wornda Guily in Agricettaral Field in Dora This window shows the administrative boundary of Amhara region the geographic location of the Tana Beles sub watersheds The window also shows photos of the current situation with the sub watersheds TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline 4 1 Copying to descktop 1 Wright click on the desktop 2 Clickon New 3 Click on Folder Collecting data from Woreda by CD Arrange Icons By Refresh Paste Paste EE Groove Folder Synchronization gt t ESRI ArcGlobe Document Briefcase LT Microsoft Office Word Document L Flash Document c ESRI ArcMap Document LST Microsoft Office PowerPoint Presentation EE Microsoft Office Publisher Document H ESRI ArcScene Document a E Text Document y al Wave Sound xo Adobe Designer Document Microsoft Office Exce
43. formation from the combo box Output level indicator Activities Kebele Activity code and unit will be given automatically by the system as you enter the activity list TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Start entering Planning data Tana Beles MIS database Ee Planning Data Entry Output Level Monthly Data Enty Edit Update Data Report Footer Report Wizard Map Window New Activity Location and Curent Facts Basic Information Year Woreda Kebele Community Watershed Code Outcome Output Activit_List Outcome 5 New Enty 2003 Update Existi ing Debere Tabor Debre Tabor Sorayie B Outcome 1 Enhanced sustainability of futu Lele tel Lol La Degraded land hillside communal grazing land and Forestry lane le Cut off drains Activity Code Unit SWC3CD Km Location of Active Micro Watershed le plan units 9 Click New Entry button Project Period Yearly Plan 1st Quarter Plan 2nd Quarter Plan Jrd Quarter Dar Ath Quarter Plan Inputs Required Responsible Physical and Financial Plan Physical Project Finance 20 3000 10 1500 Quarterly Plan Hand tools Woteda DA and Community New Entry Input Required to perform this specific task Project time Long period plan Physical
44. gharsevee HHH _ a n nn TLL TLE ETE ET O sheep fattening snes _ _ __ 590 es cor states Essrapeito suprema PR tp tt 2 6 93 Female Farmers participated in different Ka A O Pe Y Y Y pl tp pp 2 6 94 Male Farmers participated in different Ka aa aa Pe Y Y Y pp tp pp others speei 1411 Outcome 3 Increased off farm and peso O O O H Output 3 1 Community Flour Mills Esmmisteenimnges H 1 III H O H H 8 10 New community tlour mil estabished No EE eels PE E AE H HO H HT H HH THH HHS business management and bookkeeping skills 3 1 4 Male committee members trained on business ehe side mills E To pe Bu Le EA E ME RR IR TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Output 3 2 HHs adopted renewable energy Lae aeaea MB C tL S pp O O O ET O O O fuel saving technologies Etsy 3 2 1 Fuel efficient stoves produced 3 2 2 HHs adopted fuel efficient stoves 3 2 3 HHs adopted biogas plant 3 2 4 Female HHs trained on production and use of 3 2 5 Male HHs trained on production and use of Output 3 3 Self help groups established and functioning on income generating activities js e 5 ee e fejza 3 3 4 Self help groups organised on tailoring 3 3 5 Self help groups organised on forestry 3 3 6 Self help groups organised on seedling production 3 3 8 women membe
45. h in the monthly physical achievement column of the reporting format Output 1 2 Soil and Water Conservation Measures undertaken on cultivated land The figure to be indicated as an output in the monthly report will be the size or the area in hectare of cultivated land that is covered with different soil and water conservation structures implemented during the reporting month It should be noted that this output is only for the cultivated land Other SWC activities implemented on other land uses like on communal grazing lands hillsides on gully affected areas should not be included in this output They have got separate reporting outputs This hectare of farm land could be estimated in different ways such as by using GPS through tracking which is the best way or estimate by converting the local units of measurement timad into hectare Box 1 Georeferencing of project activities In the TanaBeles MIS based M amp E system one of the key issue will be to make all project outputs and activities georefernced that is to take the XY coordinates of project achievements or outputs and in some cases the activities itself Each output activity will have the GPS coordinates for the precise point location of the activity if the activity is located in one specific location like water points schools health centers renovated vet clinic renovated or constructed etc OR in the other way to have the GPS coordinates for the centre point
46. ies The planning and monitoring results of the committees should be presented to the wider community of the micro watershed Generally the following issues need to be implemented in the community monitoring and evaluation process e CWTs prepare weekly report and submit to CFs DAs which the copy should be kept with the CWTs for filing Simple reporting format which considered the level of literacy and work load of CWT members prepared e There has to be an agreed timeframe for the committees to monitoring the status of project activities and input supply This could be twice or once per month in every community watershed as agreed by the committee members This has been started but should be strengthened e The community facilitators should facilitate the fixing of the dates and also the discussion process of the communities committees The roles of the CFs in such processes are important especially at the beginning until communities get familiarized with the processes and procedures of the monitoring process e This issue should be one of the key criteria in evaluating community facilitators performance TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline VI e The committee monitoring result should be displayed to the wider community with an agreed time interval particularly by end of major community activities like after completion of the SWC activities or by the end of the year These results
47. ill be easier for CWT members to write those activities rather than listing all possible activities in each output in the reporting format The format is indicated in Annex 1 Such weekly report is to be submitted to the DA or Community Facilitator CF The DA CF besides aggregating the four week reports into a monthly report will change local materials and labor contributions into monetary values based on standard Norms of each activity and local price for the material amp labor reported These weekly reports should be compiled for monthly reports to the woreda office of agriculture The DA CFs are also responsible for technically assisting and training of the CWTs like output level reports and monitoring the quality of CWT reports Here community leaders CWT members are expected to indicate lists of activities done during the week with appropriate unit of measurement differentiated on output basis For instance 1 Activities done during the week on cultivated land e meter of stone bund constructed o e meter of soil buds constructed O ossos meter of Fayna juu constructed O sas number of trenches dug e Etc Then indicate the output where all the above mentioned activities are done That is the size in hectare of cultivated land where the above mentioned activities are done during the week The units of measurement for some of the activities like soil stone bunds can be written in meters in the weekly reports but to be ch
48. is a kind of proposal which finally to get the general assembly s approval The implementation process is also led by themselves including the reporting responsibility for activities implemented within own community watershed Based on this simple weekly reporting format which considers the work load and literacy levels of CWT members was designed Annex 1 The reporting frequency was agreed to be on weekly basis as farmers could easily remember what has been done during a week Regarding the contents of the format e Itis designed from the planning format e It is designed to get reports from each individual community watershed level as data entry into the database is done for each individual Community Watershed e Each CWT Reports to the DA CF on weekly basis e The Reporting format shows Physical activities done during the week on output wise outputs to be indicated separately like hectare of land where gully treatment has been done TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline hectare of farm land different SWC activities done hectare of land seedlings planted etc Number of people participated Male amp Female Community contribution labor and local material that is only physical contributions However the rows are left open for the CWTs to list the activities done during the week As the numbers of activities to be done during the week are limited in number it w
49. l Worksheet SD winzip File S CD winzip Zipx File 4 Rename the new folder name with the woreda name and Underscore the Month E O msocache My Pictures E NIRAS ableZextract 6 0 professional PIN kassi E O Amhara region latest data sou E D480 Tana Beles Ethiopia E O Database E 0 Desktop E 3 drupal 6 16 E O ENVIA3 E 0 Ethio_GIS E O exercise E O GeoDatabase Growth Corridor E O HazardMap E O Hydrology Station Maps Indicators info IPA avers A Xd Eho GIS a exercise GeoDatabase Aj Growth_Corridor E HazardMap QHydrology_Station__Maps indicators info Layers Mapsource Master Copies PMT Mekele data O merawi_c O merawi_cc1 O merawi_cc2 O merawi_cc3 E mIstGeodatabase 5 Open the Explorer window and search the folder called NIRAS and search the folder called MISData under NIRAS MI5Data new watershed del QNRBS_TORs a Edt View Favorites Took Help ae ireda Level Data Entry Guideline Gr O P Oseas E rodas HH RES Foer sve Address CANIRASIMISData EI L Folders X Name Size Type Date Modif E Database A El Tana_Watershed DXF S69KB DXF File 7 16 2010 3 Desktop 73 Tana_Watershed DXF xml 1KB XML Document 7 16 2010 a E drupal 6 16 B UserName frm 6KB Visual Basic Form Fie 3 8 2010 8 8 G drupal 6 x dey 5 Username frx 3 810KB Visual Basic Form Bi 3 8 2010 8 gt E ENVISO E E v83F tmp 3KB TMP File
50. l area developed with different methods of irrigation example diversion spring development if the spring is used for irrigation water pump community pond private hand dug wells that are used for irrigation That is area developed with all irrigation methods will be included in the output if the project has contributed for the development or supported these irrigation methods Activity 2 2 0 diversion scheme constructed indicate the number of diversion schemes constructed in the community watershed The diversion work in one site may not be finished in one month and hence should not be reported in every month It has to be reported in one month for example after it is finished just to avoid exaggeration Activity 2 2 1 Irrigation channel constructed indicate the irrigation channel constructed with the project support in kilometers For instance if the construction takes two months then the report in one month should be the length in km which is constructed only in that particular reporting month Activity 2 2 2 Water pumps Distributed to organized farmer groups indicate the number of water pumps distributed by the project in each community watershed Other activities under this output as indicated in the reporting format should be reported in the month implemented with the respective unit of measurement Output 2 3 Farmers trained in improved agricultural extension services with curriculum and packages Here the output will
51. ling The Tana Beles MIS from the management monitoring and evaluation point of view is expected to have all the necessary information in the area of watershed development activity Specifically the system objectives are e To collect information related to all planning and implementation of activities in all community watersheds e To exchange monthly quarterly and yearly achievement report To run the MIS system four information units are identified in the entire system These are CWS team DA Community Facilitators WWT and RPCU There position and responsibility is defined as follows e Community Watershed Team CWT this unit is the source of information both for planning and achievement of activities The unit collects weekly data and they are responsible for data quality at Community Watershed level e DA Community Facilitators this unit is responsible to collect the weekly data from each CWT and aggregate the data in to monthly The unity is responsible for data quality at CWS level The unit is also responsible to transfer its monthly report for WWT team Both in CWT and DA level the data collection is based on paper format A clear reporting format for these two units is prepared and delivered WWT at woreda level e WWT this unit is responsible for monthly data quality at Woreda level and for data entry The automated data entry is stared at this level e RPCU this unit is responsible for the safe data exchange betwe
52. lled NIRAS from the CD and paste to your C Drive 7 N Bifyou are using different activity list output outcome and different community watershed list open the Microsoft Access database table from C NIRAS MISData WME_Database2003 mdb Open the Indicator and CWS Data table and remove Delete the available data or add new data At this stage the installation of system on your computer is successful The next step is to start your application 3 Application Use CQ Outlook Express Ts Administr 2 Remote Assistance windows Media Player 48 Windows Messenger 2 Windows Movie Maker EB arais Python 2 4 J B Seagate Crystal Reports EB Microsoft Visual Studio 6 0 to Wireless Garden EM Microsoft Web Publishing EB Seagate Crystal Reports Tools O Macromedia Dream a espr EB GIS Application for Topographic DB 1 0 a ma N Wireless Garden xe Microsoft Office Exed re pisa Adobe Designer 7 0 BH EB visual Geez 2004 E Adobe Acrobat 7 0 Professional a 2 Leica Geosystems GIS amp Mapping BB Leica Geosystems EB Garmin d lt Microsoft Office All Programs pan a sa EE Power Ge ez 2003 UNICODE EB Microsoft Developer Network IE The Print shop Multimedia Organizer 3 EB Sony Picture Utility E Data East ED Google Earth ED PostgresQL 9 0 E PostgreSQL E WaveMaker E Microsoft NET Framework SDK v1 1 E Macromedia E pupa E WampServer
53. munity and Kebele Reporting and Woreda Level Data Entry Guideline 14 Click on the arrow in the first cell 15 Select Activity 16 Select the second cell and select Years from list 17 Select the third cell and select Months from list 4 M Field Activity Years Months Table Activity Activity Activity Sort Show O O Criteria 2003 March or 18 Remove the tick mark from Years and Months field it is already in the Activity 19 Run the query Stone faced soil bund Make Append Update Table H Run structed in the targeted watersheds Produced ledin all project Kebeles vate Nursery query je target watershed kebeles vate Nursery esry materials d SWCI1SS SWC1SO SWC1SS SWC1icD SWCIWW SWC2LS TIFFP IWATOC IWAIS Improved sanitation FASON Estahlich and run nur New Record Delete Record E ow Height Results Qu Performs the actions specified ina 20 All records fulfill the criteria will display nin E 21 Select all records by holding shift key TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline 23 Open the regional database from C NIRAS MISData WEM_Database2003 mdb 24 Double click on Activity Table a LM WEM create External Data Database Tools File Edit view Favorites Tools Help Pe H cut a L F Format Painter orto As Se EE ES
54. nder this output Toilet construction is also indicated as an activity activity 4 1 6 under this output This will be reported if there is any form of project contribution in the form of training material financial or any form of support in the construction process The number of committee members by gender and total beneficiaries of these water points will also be indicated in the monthly report However as explained above avoid repeated reporting Output 4 2 Renovation of Buildings and Provision of Furniture Equipment and Materials for Primary Schools and Health Posts TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline The output will be the number of primary schools and health posts renovated supplied with furniture equipment and different materials that will help them enhance service delivery to the community or improving the quality of service delivery such as quality education and health care Activity 4 2 0 Primary schools renovated indicate the number of primary schools renovated or maintained with the project support in the community watershed It should be reported in the month where renovation being completed Activity 4 2 1 Primary schools supplied equipped with furniture and equipment Indicate the number of primary schools in the community watershed supplied with furniture and equipment It should be clear that if one primary school is given furniture more than once or in different years
55. of measurement Therefore these activities should also be reported when they are implemented The number of households who participated in these activities will also be reported separately as female and male participants in Activity 2 6 93 and 2 6 94 Outcome 3 Increased off farm and agricultural incomes Output 3 1 Community Flourmills Established and Managed by the Community This output indicates the number of community flourmills established with the project support If the flourmill is established at the kebele center then it can be reported in the community watershed where the kebele center is found Activity 3 1 0 New Community Flourmills Established one flourmill is established in one community watershed if it is given Therefore write figure one in that community watershed in the month where the flourmill is being established Activity 3 1 1 User group established and well function establishment of user group is expected in the community watershed where flourmill is established Since we have only one flourmill in one community watershed if it is given from the project the number of user group will be one Therefore write one in the reporting format in the month where communities established user group for their flourmill Activity 3 1 2 flourmill technicians trained if communities needed technician and supported by the project for the training indicate the number of technicians trained for that particular community wate
56. oject support in the community watershed then report it in one month either when it is started or finished do not report in every month until it is finished which will exaggerate the figures Take the XY coordinate of the new animal health post as described in Box I above Activity 2 4 1 Existing animal health post upgraded if the existing animal health post in the community watershed is upgraded or maintained then report it and also indicate its XY coordinate Activity 2 4 2 Animal health post equipped with facilities indicate the number which is necessarily one if it exists if equipments are supplied to the health post it can be for newly constructed or upgraded or simply existing one Activity 2 4 3 Animal vaccinated indicate the number of all kinds of animals vaccinated during the reporting month And also indicate the number of all kinds of animals treated for different diseases or parasites during the month in Activity 2 4 4 Output 2 5 Area covered with improved forage management and livestock feed development Indicate the sum of the area in hectare that is developed with different improved forage or livestock feed One should be sure that the project s contribution or input for the forage or feed development process in terms of providing seed seedlings cuttings etc training of farmers for improved technologies of forage or animal feed improvement Activity 2 5 0 Forage Seedlings Multiplication Sites Established if fo
57. ommunity and Kebele Reporting and Woreda Level Data Entry Guideline TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Annex 2 Tana Beles Integrated Watershed Development Project Monthly Reporting Format Woreda subwatershed Ke bele community watershed Plan for the Plan for the Monthly Beant we ae Community inkind Contribution XY project period Quarter Achiev t mpa Coordinate Planned outputs and Activities Ea physic Enac total of the contrn in Finange physical monetory output Acti ES Outcome 1 Natural Resources A Output 1 1 Community Based piel an ERR Annual Action Plans efa 1 1 2 Female farmers trained on w atershed press II 1 1 3 Male farmers trained on w atershed planning barr E O O Pp poo Output 1 2 Soil and water conservation messuecunenston encanto S 7 120stenebunas ooo def YY 17 pa HA rr 9 SA A O AR AE pesana H TT 1 17 Eme Aer AE SES LL AAA AE E a AA A EA EL AAA A E 7 ISO PO IS PI ES PS A E E IDA IO ts CE a PR A A A A O PI A 1 28 Maintenance of Bunds Pm YY po EA R E E HAM Se ie AC H ie H AAA de e o e e e Ss Reporting period TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline nato HA 9922 Rehabilitation 130 Gabion checklamconstucted MW f
58. oordinate of the forest and 11 take GPS points from the four corners of the forest or tracking the whole round of the forest area with the GPS to show the size or hectare of the forest area Activity 1 5 0 Existing forest conserved by the community if the community agreed to protect the forest then indicate the size of that forest area in the month which they agreed Once reported there is no need to report in every month the same area However if communities again agree to include some other patches of forest area to protect this new forest area still has to be reported Activity 1 5 1 Develop bylaws to protect and wise use of existing forest here indicate the number of community bylaws developed by the community to protect the forest For example if there are different patches of natural forest or artificial plantations in different gots of the same community watershed and if these communities agreed to protect separately by individual gots then the number of bylaws developed should correspond with these number of gots who agreed to protect and developed bylaws Once reported don t repeat in every month it will exaggerate the figure Output 1 6 New area planted by the community as forestry or agro forestry systems The output here will be the sum of the newly planted area in that particular community watershed with different strategies that may include i communal area or closed area planting ii backyard planting by individual
59. or from the four corners of activities that are more dispersed in nature like terraces bunds cut off drains etc In this particular case take the XY coordinate of the cultivated land where SWC activities were implemented in the reporting month using GPS points The XY coordinates can be taken from the centre of treated farm land To estimate the size of treated farm land one should walk around the cultivated land covered with different SWC structures by pointing tracking the GPS TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline The details of expected activities to be implemented ineach output are mentioned immediately below each output in the reporting format The unit of each activity is standardized in the reporting format One has to strictly use these units only Since the project database is designed based on these units of measurements it will be difficult to enter the report into the database or to aggregate the report from different community watersheds at the woreda or region level unless we use similar units indicated in the reporting format for each activity For example the lists of activities with the respective units of measurement for this particular output cultivated land are indicated below Once reported in one month a particular land should not be reported again in the subsequent months Sr Activity unit 1 2 4 Bench
60. put Woreda Kebele MW Code Exacto over VR Activity a Y CerNo Activity_Code Activit_List Unit Outcome_Output Woreda Show Table Tables Queries Both v Activity Addmin_Boundary Engk GenYearlyCum Indicators MW Watershed New Watershed dataf Output Indicators OutputVearlyCum Paste Errors Summery Summery 1 a a YearlyCum Field Table a Activity Activity a Y cero 2 Activity Code Activit List Unit Outcome Output Woreda E Monthly PF Cont A Monthly CM Con Men Labour Stone Collected Gravel Collected Wood Collected Y Cerno Activity Code Activit_List Unit Outcome_Outpul Woreda Monthly_PF_Cont AE Monthly CM Con Men Labour Stone Collected Gravel Collected Wood Collected Y Female Labour Female Labour Outcome Outcome Months Years Phy Activity Upto Phy Activity Upto Fin Activity Upto Fin Activity Upto Commu Activity L Commu_Activity_L Yearly_Phy_Cumm Yearly_Phy_Cumm Yearly Fin Cumm L Yearly_Fin_Cumm Project Period Pl i Activity Years l Project Period Pli i Activity Activity Yearly Plan_Phy k Vearly_Period_Plar Vearly_Period_Plar 1stQu phy Plan Y 4 w M U now Y Yearly Comm_Cun Y Yearhy_Comm_Cun y field Activity y able Activity Sort teria TBIWRDP WME Com
61. puts in the reporting formats and the data entry interfaces of the database e developing the capacity of watershed committee members in planning and reporting of their watershed development activities and then develop sense of ownership through time e Improve information flow monitoring and evaluation in the project e Strengthen skills in data collection organization management archiving and generally information systems for project staff and the woredas in general What Kinds of Information are needed The information to be collected about the project should be sufficient enough for optimal decision making The framework for designing the database all depends on the project logframe The details of information required in the project database with its description are indicated in the following section and the monthly reporting format The basis for such detail listing of activities and outputs in the database is the project indicators in the logframe TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline IV Information is required to capture the status of each indicator of different level output outcome and impact in the project logframe Accordingly the bases for the detail listing of activities required in the MIS database are the project indicators which are assumed for the achievement of each indicator Quality Concerns for the Data to be collected Information users have many concerns
62. rage multiplication center is established and located in the community watershed then indicate the number of multiplication centers following the reporting format Similarly all other activities immediately under output 2 5 are to be reported according to the respective unit of measurement indicated in the monthly reporting format Annex 2 Output 2 6 Households Participated in the production of meat milk egg and honey The figure in the reporting format at the output level will be the sum of all households who participated in the adoption and implementation of improved animal production practices TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline e In fattening both cattle and sheep amp goats e Dairy management e Improved breeds of animals dairy cow heifer sheep poultry e Modern beekeeping etc Activity 2 6 0 improved breeds of sheep distributed Indicate the number of sheep total of Ewes and Rams distributed during the month in the community watershed Once reported do not repeat reporting in the subsequent months Activity 2 6 0 improved poultry distributed Indicate the number of poultry distributed during the month in the community watershed Once reported do not repeat reporting in the subsequent months Other Activities that are believed to contribute to achieve this output are listed in the reporting format immediately below this output each of them with separate unit
63. rly Community Action Plans CAP Therefore while reporting put only one in the Monthly Achievement column in the month where communities prepared their project period plan It should not be reported every month or repeated at all Activity 1 1 1 Community Action Plans Prepared As explained above communities are expected to prepare annual action plans every year which is a breakdown from their project period plan This has to be prepared after assessing or monitoring of the previous year performance Therefore put 1 in the Monthly Achievement column in the month where TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline communities prepared their annual action plan This is because communities will prepare action plan once in every year The cumulative output number should correspond with the number of years that communities have prepared their action plan Activity 1 1 2 Female farmers trained on watershed planning and CAP preparation Indicate the number of female watershed community members trained on watershed planning and CAP preparation during the reporting month in the monthly physical achievement column of the reporting format for that particular community watershed only Activity 1 1 3 Male farmers trained on watershed planning and CAP preparation Indicate the number of male watershed community members trained on watershed planning and CAP preparation during the reporting mont
64. roject Period 20 3000 2000 appear tas gt Yearly Plan 10 fisoo 1000 E Z Quaneriy Plan On this window you have two options one o T s aar l enter new planning data and the second to Jd Quarter Plan 5 750 500 A E E edit or update the existing planning data e The button on the bottom of the window changes from New Entry to Update as Inputs Required Woreda DA and Community you shift from New Entry to Update Responsible Existing New Entry 2 For new data entry click New Entry In All data entry and update format there are two columns These are Basic Information and Data entry column The basic information column allows user to select from the combo box from the available information in the database whereas the data entry column allows user to enter new data and to change the displayed data in case of data update In all format the data entry format use to enter data for one specific activity at once If enter data then change the activity list Do until you finish the activity list and change the output and continue to select the activity list If you finish again change the outcome and follow the same steps Finally change the community watershed name and follow the steps As you change the CWS name the map window shows the location by yellow color Time year Community watershed code name Outcome level indicator Select the basic in
65. rs participated in all groups 3 3 9 Male members participated in all groups No SERIE EI E PO ee ee S ee ee Busness aRar LL ET TT S business management and bookkeeping skills Lara aeae S TE TT 1 1 a No business management and bookkeeping skills Jotners specityy CE CC CC Po T JJ 3 3 7 Self help groups organised on bamboo making TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Outcome 4 Enhanced human and capital resources from improved access water sa feed ese ae OOOO Output 4 1 Improved potable water bone e po ppp po 210 Hana cu welsand pures constuetes 0 PP E HH H IS IS O IO HHH H HH SH H H HH H H HH H H TT L RH ITI H VS A HT H H H TH H H ARE A 4 1 5 Establish w ater supply distribution netw ork No for rural centers 4 1 6 Toilet constructed Others Specify top ot E O O E E HS E o OS T O O O S O O E eee eee Output 4 2 Renovation of buildings and provision of furniture equipment and materials for primary schools and health posts COMO L L II AE H E E E PA SIH HHHH equipments a AA A O O O O O PR O O PE E S O O O T IE equipments pr SSIS as a mil oo Jo TE slots Pede IM 4h AO A E ESO AE ASOC 4 32 hemalacesss paths maintained wm 111 pre E TOA HD IO H EA AE SEAS AAA O OOO OOO O LO ES O ES UD LS ESA 4 35 Fords constructed MT 1 1 Pre stop Aos
66. rshed in the month where training has been given TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline Other activities under this output are listed from 3 1 0 to 3 1 5 and to be reported as indicated in the reporting format Output 3 2 Households who adopted renewable energy innovations and fuel efficient technologies Indicate the total number of households who adopted different renewable energy innovations and fuel saving technologies in the community watershed That is total number of households who are using different fuel or energy saving technologies like biogas plant fuel efficient stoves etc should be indicated as an output But while reporting care should be made not to repeat the number of those technology users in every month to avoid exaggeration Activity 3 2 0 Self help groups established on production of fuel saving stoves indicate how many self help groups like women groups or youth groups being organized in the community watershed in the month where organizing has been made it is only the number of groups not the number of members Activity 3 2 1 Fuel efficient stoves produced here indicate the number of stoves produced by different groups of the community watershed in that particular reporting month Activity 3 2 1 Households adopted fuel efficient stoves indicate the number of households who are using or start to use improved stoves in the community watershed Other activities under
67. st to generate different level amp period reports Monthly Quarterly Yearly and Project period at different levels output outcome level by CWT by kebele by Woreda sub watershed Zone Region levels The quarterly and annual reports have Report Footers which indicate justifications for any deviation main constraints and lessons learned We have to write such narrations at the time of data entry The data management personnel is expected to use the data quality assessment checklists and guideline for checking the quality of individual activities done and the quality of the data itself before entering the data The data entry and report generating interface of the project database is indicated here in the following figure The detail procedures and steps to be followed for data entry planning and achievement is indicated in the next chapter of the User Manual TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline VII User Manual for Tana Beles MIS 1 Introduction A management information system MIS is an integrated user machine system for providing information to support operations management and decision making functions in an organization The system utilizes computers manual procedures planning control and decision making and a database It is an important input at every level in the organization for decision making planning organizing implementing and monitoring and control
68. t 2011 23 p Status Assessment of Microwatershed Monitoring Programme 40 p Quarterly Report for period 1 7 2011 30 9 2011 33 p Monthly Report for October 2011 27 p Monthly Report for November 2011 28 p Annual Report for 2011 41 p Monthly Report for January 2012 30 p Monthly Report for February 2012 35 p Quarterly Report for period 1 1 2012 31 3 2012 52 p Monthly Report for April 2012 33 p Monthly Report for May 2012 34 p Mid Term Review 2012 for Tana Beles WME ArcGIS Training Manual for TBIWRDP B1 staff Kombolcha Training Course August 2012 N y oU o Y e Tana Beles WME No 61 Training on GIS Land Capability Classification Manual for the SWC purpose TBIWRDP B1 Staff Kombolcha Training Course August 2012 No 62 Community and Kebele Reporting and Woreda Level Data Entry Guideline Kombolcha Training Course August 2012 The reports can be downloaded as pdf files in http tana beleswme org
69. t of Project Status button TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline 3 7 Map Window This window uses to display maps such as community watersheds map activities from GPS collection This window has a GIS embedded capability You can zoom in zoom out pan Identify and add map layer functions The table under the map display shows the back ground table information about the active map Tana Beles MIS database Planning Data Entry Output Level Monthly Data Enty Edt Update Data Report Footer Repot Wizard Map Window 7 New Activity Location and Curent Facts o lo yt EE Available Map Data 7 BASKURA SHP DATA VALUE 595 55 307493 833713074193 Baskuis 601 601 26178 795 442426178 7 394424256178 Baskura EN 644 360 4697 1625 53504697 152553804697 Baskua 833713074193 738 442426178 Code ras Ha 0 o 17 0 1525 53504697 32 1 To open the Map window click on Map Window button 2 To add maps on the map window click Add Layers button The open dialog box will appear then select the name of the layer 3 To zoom in click Zoom in button and drag draw a rectangle in the area of your interest 4 To zoom out click Zoom out button the map display reduces its extent 5 To Pan Move the map click Pan button and press mouse down and drag the map 6 For full extent click Full extent button
70. ta simply change the activity list until you finish the activity list If you finish the activity list change the output and continue to select the activity list under the new output When you finish list of activities in the listed output change the outcome and continue to select the output and activity list If you entered all list of outcome change the community watershed name and follow the same steps as above 3 4 Monthly Data Update The layout of the monthly data update format is the same to the monthly achievement format the only difference is when you select the activity list the data attached to this activity will display for you When you select the activity list if the activity code and unity not displayed you can be sure that there is no such activity in the database in the specified time and community watershed 1 Click on Edit Update data tab 2 Fill select the basic information N B i activity TBIWRDP WM E Community E Tana Beles MIS database Planning Data Enty Output Level Monthly Data Enty Edit Update Data Basic Information Year 2003 Woreda Kebele Community Watershed Code Dutcome Months March Debere Tabor Debre Tabor Sorayie_B Dutcome 1 Enhanced sustainability of futu y Dutcome_Dutput Soil and wat er conservation measures undertaken on cultivate w Activit List Waterways Activity Code Unt Location Map of Activ
71. this format for new data entry and for updating the existing data ta N Basic Information Year Months Woreda Kebele Community Watershed Code Outcome Dutcome_Output Unit 1 2 Output Planning and Achivement Format 3 2 1 Output Level Planning Select planning option Month and Monthly Output Achievement text box automatically hide themselves Enter select the basic information Enter the project period long term yearly and quarterly physical plan The financial information is handled form the activities so here no need of entering financial information for output Click Enter button N B for updating the planning data follow the same procedures follow step one to four 3 2 2 Output level Achievement 1 Select ement option The planning format in Plan and Achivement C Planning Achivem 2003 y the right side hides itself automatically Apa Debere Tabor v e E 2 Fill select the Detre Tabor E z nformation vais B z Outcome 1 Enhanced sustainability of future agricultural developm Y 3 Enter the Monthly Output Achivement achievement figure 4 Click Enter button Enter N B follow the same steps for updating achievements data 3 3 Monthly Data Entry Click on Monthly Data Entry Tab Fill select the basic data TBIWRDP WME Community and Kebele Reporting and Woreda Le
72. ting and Woreda Level Data Entry Guideline As explained above labor to be monetized based on the standard Norm that is the number of people supposed to be used to accomplish an activity within a given area not by counting the total Number of people participated and multiplying by daily wage rate This will avoid exaggeration or overstatement of public contributions Material to be monetized based on local market price for each material item used in the activity This is the basis for entering data into the database to produce different level amp period reports that is Monthly Quarterly Yearly and Project period at different levels output outcome level CWT Woreda sub watershed Zone Region C Woreda Level Reporting Formats and Reporting Frequency These are reports generated after entering data from kebele monthly reports The reporting frequency will be on monthly bases to RPCU by email or if no internet connection the report must be sent by CD This system will be used until the web based system start to function When the web based system starts it is only keeping the time table to enter data at the end of every month Data entry and management will be done by the database expert of the NR expert in the woreda or an expert assigned by the woreda for the purpose on permanent basis After the data entered into the database on community watershed level it is up to the computer and querying to the intere
73. ugh these activities may be measured with different units to ease the aggregation at different levels 1t is standardized here in this reporting format Therefore while reporting monthly or any period reports we have to use these units The standardization of units was TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline done after discussing with regional and project woreda staff The lists of activities with individual unit of measurement are indicated as follows Sr N Activity unit 1 3 4 Gully reshaping amp leveling M 1 3 0 Gabion check dam M 1 3 5 Gully planting ha 1 3 1 Stone check dam M 1 3 6 Check dam maintenance M 1 3 2 Sack check dam M 1 3 7 Brush wood check dam maint M 1 3 3 Brush wood check dam M 1 3 8 Replanting No Note take georeference points for the output the total treated area reported during the month as described in Box 1 above Output 1 4 Degraded Land communal grazing land degraded hillside and degraded forestry land treated This is another output in the course of SWC activity implementation Similar to the above outputs what we need to indicate here is the total degraded land in hectares treated with different soil and water conservation activities Degraded communal grazing lands degraded hillside or degraded forest bush lands will be reported in this output Possible activities for degrade
74. umber of nursery sites established by community groups by the project individuals should be indicated in the community report e seedlings raised in private and groups nursery sites separately e hectare of closed land planted with seedlings e hectare of backyard land planted e hectare of woodlot planted e Ftc e Number of people participated male female separately should be indicated according to the reporting format e Size of the total area planted with different strategies on closed areas backyard planting woodlot planting allay cropping roadside planting etc Generally all activities done during the week should be reported separately in all outputs natural resources crop production livestock production water supply irrigation development road construction etc In the final right side columns of each output and activity local materials used for the implementation of each activity will be quantified by the community in their weekly TBIWRDP WME Community and Kebele Reporting and Woreda Level Data Entry Guideline report Then the DA CF should change it into money value based on the local market in the monthly report The report should also include any input distributions improved technologies distributed like improved seeds vegetables seeds improved sheep breeds fruit trees demonstration sites in the community watershed etc together with the number of HHs benefited or participated or trained
75. vel Data Entry Guideline Tana Beles MIS database Planning Data Enty Output Level Monthly Data Enty Edit Update Data Report Footer Report Wizard Map Window New Activity Location and Current Facts Basic Information Actual Physical and Finacial Implementations Year 2003 Months api Monthly Physical Activity 10 Woreda East Estie Kebele Binde Atemem Community Watershed Code Fengaga Two_E Project Fund 1000 Monthly Fainancal Utilaztion Outcome Outcome 1 Enhanced sustainability of futu Community Contribution 11500 Dutput Indicators Degraded land hillside communal grazing land and Forestry lz Activit List Cutoff drains gt Men Labour Activity Code SWC3CD Human Labour din Ko Femal Labour Location Map of Active Micro Watershed Community Contributio in Kind Collected Stone in Meter cube Collected Gravel in Meter cube Wood Material Number Enter 3 Enter the monthly physical activity achievement data 4 Enter the project and community contribution labor contribution in monetary value 5 Enter male and female labor participated for this specific activity 6 Enter the material collected for this activity 7 Click Enter Button The monthly achievement for this specific activity in specific community watershed is saved in to the database as you click the Enter button To enter the next activity da

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