World Food                                                       Government ofProgramme                                   ...
TABLE OF CONTENTS1.INTRODUCTION .............................................................................................
INTRODUCTIONThe Government of Kenya’s (GoK) Policy is to ensure that whole population is food secure all the time. Itis al...
2. PROJECT IDENTIFICATIONThe Kenya Food Security Group (KFSG) together with District Steering Group (DSG) and the District...
Commodities that are not available will be replaced with the available commodities in the following ratios: Substituting F...
The project proposal must therefore include:   - Clear indication that communities were involved in project identification...
o Ownership of criteria for inclusion or exclusion of areas and participants    o Effectiveness (both for problem identifi...
Regular Distribution/ Payment The payment will be based on the work norms (task rates achieved) by the beneficiaries. The ...
2.   Quantity of food and non food items delivered to each of the projects3.   Number of beneficiaries by age, and sex4.  ...
- Provide progress reports to DSG, WFP and the MONKOALs- Ensure proper targeting of food aid to FFA beneficiaries- Contrib...
ANNEX 1: WORKNORMSINDICATIVE WORK NORMS/TASK RATES FOR WFP FOOD-FOR-ASSETS PROJECTIMPLEMENTATION IN KENYASite clearing nor...
Project KEN3935 Food Aid to Core Activities in ASAL AreasMaintenance/Control of gullies              20m/wdRehabilitation ...
Annex 2A of the FFA Guideline ManualFOOD FOR ASSETS (FFA) CLUSTER WIDE PROJECT PROPOSAL FOMART FOR                     IMP...
1. EXECUTIVE SUMMARY      Main objective/goal of the operation      Project outputs and outcomes      Main activities  ...
4.2. Beneficiaries:   Total number of direct beneficiaries/households targeted (those to receive incentives) by location ...
Construct 40                    In Villages               10                          Ministry of   greenhouses           ...
shallow wells           Outcome 4: Reduced environmental degradation           Construct 10,000 Km               Village ,...
4.4. Log frame (operational overview of the project)                                        Intervention Logic      Object...
   Explain how gender issues and concerns will addresses. More specifically explain woe women are going to be involved at...
Oil (MT)CSB (MT)Salt (MT)TOTAL (MT)    7.2. Non-food items requirementsList the type and number of non-food-items required...
8. BUDGET    See attached spreadsheet for a detailed project budget format    Ensure detailed budget notes for every lin...
ANNEX 2B: SITE SPECIFIC PROJECT PROPOSAL FOR FOOD FORASSETS (FFA) PROJECTS1.0 PROJECT SUMMARY                             ...
PROJECT DESCRIPTION (Max 5 pages)2.0 BACKGROUND/ PROBLEM STATEMENT (Provide a brief summary of the foodsecurity problems o...
9.0 . PREVIOUS EXPERIENCE (Details of previous projects undertaken in the particular field by theCP/ NGO and the Community...
Sche13.0 FOOD REQUIREMENTS                        HH Food            Total Food Required               Food aid for       ...
ANNEX 3:PROJECT APPRAISAL CHECK LISTTo be filled by DPSC1. JUSTIFICATION AND OUTPUTS/OBJECTIVE/IMPACT OF THE PROJECT      ...
4. SUSTAINABILITY OF THE PROJECTTEST                                                               Marks       If low, com...
ADDITIONAL COMMENTS:Members (Name and Title) Reviewing the Proposal(Chairing)Name:Title:                __________________...
ANNEX 4: COMMUNITY CONTRACT (MEMORANDUM                                          OF UNDERSTANDING-MOU-BETWEEN THE KEY STAK...
ANNEX 5: PROJECT MONTHLY REPORT(Completed by Project Committee and sent to CP)1. BACKGROUNDProject Title                  ...
4. BENEFICIARIES                              Female                                    Male                              ...
ANNEX 6 A: FOOD FOR ASSETS SUMMARY SHEET (PLANNED AT THEBEGINNING OF THE PROJECT PERIOD)DISTRICT__________________________...
Other area (Ha) Related activities (Ha)a)b)Other Distance related projects (KM)a)b)PROJECT COMMITTEE MEMBERS PER DISTRICT ...
ANNEX 6 B: FOOD FOR ASSETS SUMMARY SHEET (ACHIEVED ATTHE OF THE END PROJECT PERIOD)FOOD FOR ASSETS PROJECT CATEGORIESS.No ...
Other area (Ha) Related activities (Ha)a)b)Other Distance related projects (KM)a)b)PROJECT COMMITTEE MEMBERS PER DISTRICT ...
ANNEX 6 C: MONTHLY FFA DISTRICT PROGRESS REPORT This form and a narrative report should be completed by the Cooperating Pa...
Narrative reporting sheet for FFA projects: (Max 2 pages)1. Comments on progress of FFA activities (specify project. no)2....
ANNEX 7: COOPERATING PARTNER MONTHLY DISTRIBUTION REPORT                                                                  ...
ANNEX 8: POST DISTRIBUTION MONITORING: HOUSEHOLDREPORT FORMAT     WFP/Lead Agency Household Questionnaire for Post Distrib...
SECTION 2: FOOD AID RELATED QUESTIONS (ONLY WFP BENEFICIARIES)2.1 Receipt of Food Aid Commodities            How much food...
2.3 Food Aid Utilization                 Of the food aid received, approximately what percentage was used for each of thes...
SECTION 3: HOUSEHOLD WELFARE (All Households Answer This Section)3.1 Coping Strategies               In the previous month...
FFA PROCESS  MANUALRevised 21-05-2010
FFA PROCESS  MANUALRevised 21-05-2010
FFA PROCESS  MANUALRevised 21-05-2010
FFA PROCESS  MANUALRevised 21-05-2010
FFA PROCESS  MANUALRevised 21-05-2010
FFA PROCESS  MANUALRevised 21-05-2010
FFA PROCESS  MANUALRevised 21-05-2010
FFA PROCESS  MANUALRevised 21-05-2010
FFA PROCESS  MANUALRevised 21-05-2010
FFA PROCESS  MANUALRevised 21-05-2010
FFA PROCESS  MANUALRevised 21-05-2010
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FFA PROCESS MANUALRevised 21-05-2010

  1. 1. World Food Government ofProgramme Kenya FOOD FOR ASSETS (FFA) GUIDELINES Before After For PROJECT IMPLEMENTATION TEAMS THE KENYA PROTRACTED RELIEF AND RECOVERY OPERATION Revised 21/05/2010
  2. 2. TABLE OF CONTENTS1.INTRODUCTION ........................................................................................................................................................32. PROJECT IDENTIFICATION .................................................................................................................................43. FOOD AID REQUIREMENTS FOR THE PROJECT ...........................................................................................44. PROJECT PROPOSAL/ CRITERIA .......................................................................................................................55. PROJECT APPROVAL PROCESS..........................................................................................................................66. TARGETING FOOD AID .........................................................................................................................................67. FOOD AID DELIVERIES AND DISTRIBUTION .................................................................................................78. UTILIZATION OF TOOLS ..................................................................... ERROR! BOOKMARK NOT DEFINED.9. CAPACITY BUILDING ............................................................................................................................................810. PROJECT MONITORING AND REPORTING ...................................................................................................811. PROJECT REVISION .............................................................................................................................................912. ROLES OF STAKEHOLDERS IN FFA PROJECTS ...........................................................................................9ANNEX 1: WORKNORMS .........................................................................................................................................11ANNEX 2: PROJECT PROPOSAL FOR FFA PROJECTS ....................................................................................15ANNEX 3: PROJECT APPRAISAL FORM .............................................................................................................15ANNEX 4: MEMORANDUM OF UNDERSTANDING (MOU) BETWEEN THE KEY STAKEHOLDERS ....31ANNEX 5: RC MONTHLY REPORT ........................................................................................................................32ANNEX 6 A: FOOD FOR ASSETS SUMMARY SHEET (PLANNED AT THE BEGINNING OF THE EMOPPHASE ...........................................................................................................................................................................34ANNEX 6 B: FOOD FOR ASSETS SUMMARY SHEET (ACHIEVED AT THE OF THE END EMOPPHASE) ..........................................................................................................................................................................36ANNEX 6 C: MONTHLY FFA DISTRICT PROGRESS REPORT .......................................................................38ANNEX 7: COOPERATING PARTNER MONTHLY DISTRIBUTION REPORT .............................................40ANNEX 8: POST DISTRIBUTION MONITORING: HOUSEHOLD REPORT FORMAT ................................41ANNEX 9: POST DISTRIBUTION MONITORING: COMMUNITY REPORT FORMAT ...............................45ANNEX 10: FOOD FOR ASSETS SITE MONITORING FORMAT .....................................................................47ANNEX 11: FOOD DISTRIBUTION MONITORING REPORT FORMAT .........................................................50ANNEX: 12 FINAL REPORT………………………………………………………………………………………..35ANNEX 13: INTERNAL EVALUATION OF FFA PROGRAMMES…………………………...………………..36ANNEX 14: BUDEGT FORMAT................................................................................................................................55
  3. 3. INTRODUCTIONThe Government of Kenya’s (GoK) Policy is to ensure that whole population is food secure all the time. Itis also the policy of GoK that Food for Assets (FFA) be used as the main food aid strategy wheneverpossible. The FFA project selection should be in line with the Vision 2030 and Poverty Reduction StrategyPaper (PRSP) and enhancement of food security in the respective districts. FFA activities are in line withthe Agricultural Sector Development Strategy (2009-2020) and the draft ASAL Policy documentsespecially as they relate to Natural Resource and environmental management1FFA’ is a food security strategy that meets immediate food needs and ensures building of assets for thefuture. The long lasting effect of FFA is not only for the creation of assets, but also the building of adequateskills to help people plan and manage micro-initiatives, and to continue to invest in their futures”2The vision of WFP is that of a world in which every person has access at all times to the food needed for anactive and healthy life. More specifically, WFP’s mission is to: - Save lives in emergency situation, - Improve the nutritional status and quality of life of the most vulnerable people at critical times of their lives; and - Help build assets and promote the self-reliance of poor people and communities.This mission by policy means that food aid should be used for those that lack food and that the workperformed in exchange for food results in lasting benefits for the food-insecure (ref: ILO/WFP: Guide onFood for Assets and Sustainable Employment-working document, Rome, June 1999, p. 7).FFA activities contribute to WFP’s Strategic Objective two of the WFP Strategic Plan (2008-2011): Preventacute hunger and invest in disaster preparedness and mitigation measures.These activities aim to achieve goal 2-“to support and strengthen resiliency of communities to shocksthrough safety net or asset creation, including adaptation to climate changeThe implemented FFA projects in Kenya are expected to improve food security in the Arid and Semi- AridLands (ASALs) of Kenya by having the following impacts: 1. Improved pasture and browse production 2. Improved diversification of food sources(increased crop production, incomes from gums and resins, aloe vera, and other range plants 3. Improved access to water for both human and livestock consumption 4. Reduced environmental degradation 5. Improved access to markets and other sources of food (feeder roads)WFP has joined in the debate on the possible role of Cash transfers in humanitarian and developmentwork3. The report argues that there is role for both cash and food aid in development and humanitarianactivities. The appropriateness of each type of intervention will depend on how effective the market andfinancial systems are in a given area. This guideline focuses of food aid and not cash interventions.The following guidelines for implementation of FFA projects are based on WFP FFA guide lines(mentioned above), the experiences of successful Food for Work Programmes under the Kenya EmergencyOperation Programme (EMOP-2000-2002, 2004-2009), Kenya Refugee Programme Host project inKakuma, and Disaster Preparedness Facility activities.Below find guidelines for all the stages of the FFA.1 Natural Policy for the sustainable development of Arid and Semi-Arid lands of Kenya2 WFP Food for Asset Guide3 Cash and Food Transfers: A Primer
  4. 4. 2. PROJECT IDENTIFICATIONThe Kenya Food Security Group (KFSG) together with District Steering Group (DSG) and the DistrictProject Steering Committees (DPSC), the technical arm of the DSG, will conduct a food security analysis inthe districts that will determine the areas that FFA need to be implemented.The selected FFA Cooperating Partner-CP- (selection process discussed in another document) will consultthe DSG so that the partner can start the process of project identification.The CP will use participatory process to identify viable FFA projects. CP must ensure that Communities arehighly involved in all stages of the project (Project identification, implementation and providing resources,and Monitoring & Evaluation).This is to ensure that the projects contribute to food security and thatcommunities will maintain the projects after the CP is not involved.Two methods of project identification will be used:The first option is where CPs will consult the Development Committees (on priority projects) where thesecommittees exist. The prioritized project will be verified in a public baraza called by the Chief/DO. In thismeeting the CP will rank the project using the pair wise ranking method or any other Participatory RuralAppraisal (PRA) technique. In this meeting the public will beInformed that it is only the food insecure households that will work and get food aid but the resultantproject outputs will benefit the whole community including those that did not work on them.The second option of project identification is where communities by CP representative will (whereDevelopment Committees do not exist) consult communities-using PRA techniques- on project priorities.In a public meeting, facilitated by the CP, communities will brainstorm the community problems andprojects, and will prioritize them by ranking.Communities will be encouraged (guided) to develop projects that will improve the food security of thecommunities and those that will mitigate droughts. These projects include (see Annex 6A); construction ofsmall earth dams and water pans, de-silting existing dams, hand dug wells, small-scale surface irrigation, aforestation and protection of water catchments, terracing and gabions. Capacity building activities areencouraged which may include a few days for training – Food for Training (FFT). More than 70 % of theresources (e.g. food aid and tools) will be allocated to the type of projects that have a direct impact onimproved food security.District Project Steering Committees (DPSCs) will be formed in each District and will improve projectdesign (more details in section 5).3. FOOD AID REQUIREMENTS FOR THE PROJECTThe total food aid requirement per project is a function of the volume of work (total work-norms); rationsize, and the household sizes (members per household).Household size: For these FFA projects an average size of 6 members per household will be used.Ration Size: A 50 % ration or a 75 % ration will be applied as guided by the Kenya Food SecurityGroup (KFSG)A 50 % ration will be computed as follows: The ration size is the amount of food that will be provided to aperson working on the project after s/he has completed one work norm (estimated to be completed withinone day). The daily ration for a days work (one work norm) will be 3,400 gms cereals, 600 gms of pulses,and 180 gms oil. The main rationale is for the ration to provide 50 % (1050 Kcal per person day) monthlycalorific needs for the identified food insecure household –of 6 members-(41.4 Kgs cereals, 7.2 Kgs pulses,7.2 Kgs CSB and 2.16 Kgs vegetable oil) for a household that works for 12 days(achieves 12 worknorms) A 75 % ration will comprise a the following for each work norm achieved (each working day) : 5,100gms of cereals, 900 gms of pulses, 600 CSB, and 300 gms oil. This ration will provide 75 % Kcal for thetargeted families per month (1575 Kcals per person per day).
  5. 5. Commodities that are not available will be replaced with the available commodities in the following ratios: Substituting Food Commodities Blended food and beans 1 to 1 Sugar and Oil 2 to 1 Cereal and beans 2 to 1 Cereal for oil (not oil for cereal) 3 to 1 Source: WFP Food and Nutrition HandbookPiecework is encouraged i.e. an allocation of a piece of work per household which can be done within aflexible timeframe and may include various members of the household. Where piecework is not possibleone household representative is expected to work for 12 days in a month (6 hrs per day, within this time therepresentative will complete one work norm) and receive a household ration based on the above-mentioneddaily ration. Participants are expected to work for 6 hours only so as not to disrupt beneficiaries’ regularactivities, mainly in agriculture and at household level for the women.Food incentives/rations will be distributed based on work norms achieved but not attendance to theproject sites. Every household will receive food quantities of food (or cash) based on the actual worknorms achieved. In the same project site different households will receive different quantities of fooddepending on the actual worknorms these households achieve.The Work Days will be based on the ILO work norms issued for Kenya and practical experiences gainedfrom previous FFA projects that have been implemented in Kenya. For piecework, the household is free touse as many household members as possible to complete the task. The household will be paid the agreedration when the task is completed.Food aid calculations will be made in such a way that it is clear how much food is required for workers andhow much is required for vulnerable households that may not contribute some one to work e.g Child headedHHs, HHs headed by elderly or physically challenged. It is expected that up to 20 % of HHs may not beable to contribute a worker in one project site.Work Norms: Each District Project Steering Committee (DPSC) will use worknorns as indicated inAnnex 1.4. PROJECT PROPOSAL/ CRITERIAThe CP assisted will complete the Project Proposal Format (see Annex 2). The district level ProjectSteering Committee (DPSC) will appraise the project and complete the Project Appraisal Form (Annex 3).The following are key criteria that the project must meet: - Project must be from the identified food insecure pockets of the district. - Must be a community-managed project as opposed to Public works types of Project (e. g. village water point or feeder road instead of national road or public building rehabilitation) - Community assets (e. g. Shallow wells, Dams,) must be created on public land and if done on a private land a legal document allowing public access to the produced project assets - The Project must be labor intensive and uses appropriate technology that is familiar to the community - Communities contribute resources (tools and materials) that are within their reach. - The project will be completed within the specified period. - The project must be feasible (technically feasible, manageable by the community and environmentally sound e.g. charcoal burning not acceptable). - At least 25 % of the resulting outputs must directly benefit women. - At least 50 % of the Project Committee members must be women - Project has appropriate working conditions for women e.g. timing of the project, (time of the day and day of the week) and the security situation.
  6. 6. The project proposal must therefore include: - Clear indication that communities were involved in project identification (as a proof of this the CP has to develop a Tripartite Memorandum of Understanding (MoU) e drawn between the CP and the community. (see Annex 4). The agreement stipulates the roles and responsibilities of each party. - Clear indication that food aid will not create a disincentive to local food production - Clear indication that the project will have a positive impact on the food security for in the project area - Clear plan on how the created assets will be operated and maintained after the completion of the project (e. g. for any water project: water committee appointment and the means to run the maintenance) - Clear indication that women participated in identifying the project - Clear indication how the project benefits have a potential to save labor for women5. PROJECT APPROVAL PROCESSThe CP submits the project to the District Project Steering Committee (DPSC) of the District SteeringGroup (DSG) for grading and recommendation to WFP. The District Commissioner (DC) chairs. The othermembers will be decided in the District depending on the sectors from which most projects are expected(e.g. Agriculture, Roads, and Water). The DPSC will assess the projects and will also provide technicaladvice on the project design and implementation.The DPSC will use the criteria given above in section 4 to assess the project. DPSCs will provide a detailedtechnical review of the projects and also provide a coordination of project activities to avoid duplication ofefforts by different projects. DPSC will complete the Project Appraisal Form (Annex 3).The DPSC will grade the project into one of four categories:A. Recommended with no amendments required.B. Recommended with minor (does not change the resource requirements from the beneficiaries) amendments required. The CP will amend the project and forward it to Nairobi without being reviewed again by DPSC.C. Project requires significant amendments and need to be reviewed again by the DPSC. This project will be returned to the CLP for more work and resubmitted to the District PSC.D. Project rejected. There is no need for bringing it back to the DPSC.Only projects in categories A and B together with the Project Appraisal Form (Annex 3) are sent to FFACo-ordinator (in the Ministry of Northern Kenya and other Arid Lands-MONKOALs) and a copy to WFP.To ensure a fast process, the documents will be sent via e-mail where possible and hard copies to follow.The approval and award of contract will be the National Project Steering Committee (NPSC) whosemembers include MONKOALs and WFP among other members. Projects/contract awards based on thefollowing criteria:• Cost effectiveness of the project.• Budgetary contribution of the CP• If the project address issues of food security. Does it have positive impact• Project feasibility.• Are there non food items essential and source not clearly identified and sourced• Proper calculations of food aid requirements.Once approved, the NPSC will in turn advise the CP, and DSG at the district level. The CP and WFP (onbehalf of the NPSC) will sign a contract for the implementation of the FFA project. Then CP will proceedwith the implementation of the project and advise the DPSC.6. TARGETING FOOD AIDTargeting implies selection of a) areas of intervention at National, regional or district level, and 2)Participants at community and/or household levels. Targeting requires participation of the stakeholders atvarious levels in order to achieve: o Transparency/accountability for the collection, analysis and presentation of data
  7. 7. o Ownership of criteria for inclusion or exclusion of areas and participants o Effectiveness (both for problem identification and implementation)1Geographical targeting at the national level is done by the Kenya Food Security Group (KFSG) based onfood security assessments conducted after each of the two rainy seasons.Selection of the specific participants and households to be enrolled in the FFA project will be based oncriteria for food insecurity and done in a participatory manner:Selection and Registration of BeneficiariesCommunities are advised that the participants (especially those that will receive food aid) are those that arefood insecure. The community in a public meeting develops the specific criteria for selection of foodinsecure households that will participate in the project (may be by reviewing those already developed underthe free food distribution).Sample list of selection criteria for beneficiary households4: - No cattle/livestock owned, or less than a defined small number; - Less than a defined small acreage of farmland (e.g. < 5 acres); - Very large families, HIV affected families; - No, or low food/cash crop harvest, animals not producing milk; - No fixed employment; - No food stocks held; - No petty trading or no small business; - Widows, widowers, orphans, aged, disabled; - Cattle rustling victims, displaced; - No kinship support - Single woman headed householdsThe HHs that meet the adopted criteria and are interested in participating in FFA are registered in anotebook as outlined below.Sample of beneficiary registration list: Sex of ID No. Female Male Name of HH TotalHH HH of HH Under 5- 18 Over Under 5-18 Over Head in HH Head Head * 5 yrs yrs. 18 yrs 5 yrs yrs. 18 yrs1 F Lucy Mwangi 123456 X 5 X Juma - x Daniel - X Alice - X John - X2 F Esther Ogulla 7891112 X 3 Maina - x Mary - X  ID number is recommended, but lack of it should not disqualify access to food.  Put X on the key person who will go to work on the project siteHouseholds in the register should be ranked according to level of food insecurity i.e. the most vulnerablefirst. Allocation of work (and hence food aid rations) will start with the most vulnerable coming down tothe less vulnerable. The number of households working on the project will be determined by the volume ofwork i.e. the work norms and the project duration. Communities can start more than one FFA project butmust ensure that households do not work on more than one project at any given period.7. FOOD AID DELIVERIES AND DISTRIBUTIONThe CP will request from the District Warehouse (EDP) for the amount of food as per achieved worknornsand as per the per the approved project proposal. The food will be delivered with a waybill which will besigned by at least two members of the CP. The CP will store the food on a short-term basis before it isdistributed (only if storing is absolutely necessary). The CP will distribute the food to the beneficiaries thathave worked on the project.4 Examples gathered from workshops held in different districts in Kenya.
  8. 8. Regular Distribution/ Payment The payment will be based on the work norms (task rates achieved) by the beneficiaries. The CP will keepa register that indicates the days that each beneficiary works and the amount of work norms achieved ineach workday. FFA participants will then receive a food ration based on the number of worknormsachieved.Food DistributionThe community facilitated by CP decides on distribution schedules. It is recommended that one distributionis done per month and each participant receives the food based on the number of work days (work norms)achieved.Example: Accounting for Food Total Ration (kg) Who Signature Name of Signature or HH ID No. of Work collected or thumb HH thumb print No HH Head days per Cereals Pulses Oil Salt food (Male/ print Head (September) month Female) (August) Lucy 1 123456 12 F Mwangi Esther 2 7891112 10 0 F Ogulla8. CAPACITY BUILDINGThe FFA will be implemented with an underlying aim of building the capacity of the communities to beable to analyze and solve their communal problems. A cascading approach to training is will be adopted.WFP will provide training to district level field staff (CLP, WFP and GOK staff). CLP will in turn organizetrainings for the Project Monitors and PCs.Training of the district level field staff will enable the workshop participants to:1) Explain the Project cycle2) Mobilize communities to develop viable FFA Projects using a participatory approach3) Develop a FFA project proposal4) Explain the systems and procedures that are detailed in the FFA guidelines5) Draw action plans for the development of project proposals in the districts6) Understand the need for and advantages in adopting the gender considerations required in FFA projects7) Understand basics issues of nutrition, hygiene, care and HIV/AIDSTraining of Project Monitors and RCs will seek to enable the participants to plan and implement food-for-work projects according t these guidelines. The topics will be similar to those trained at district level exceptthe depth of coverage will be lower than that of at district level. RCs and Project Monitors will on acontinuous basis be trained on technical skills required to implement major specific projects, leadershipskills, and general management of projects and record keeping.9. PROJECT MONITORING AND REPORTINGThe CP will supervise and monitor the progress of the projects. The District FFA Cordinator will furthermonitor the implementation of the projects and verify the information provided by CP. CP will provide aMonthly FFA District Progress Report (see Annex 6) to DSG/DPSC, National FFA Coordinator(MONKOALs) and WFP. The report will indicate the progress of the projects. The following are keyinformation to be included in the monthly report:1. Status of the projects (completed/ongoing)
  9. 9. 2. Quantity of food and non food items delivered to each of the projects3. Number of beneficiaries by age, and sex4. Stocks balances of food and non food items at the district store5. Physical outputs of the projects e.g. km of terraces dug, dams desisted etc6. Percentage of women participating in the project (Workdays achieved by gender)Post Distribution Monitoring (PDM) will be conducted at given intervals. The PDM will be both athousehold level (see ANNEX 8) and community level (see ANNEX 9)10. PROJECT REVISIONIf in the course of project implementation it is realized that the project requires more food due to errorsduring project design (e.g. some activities were omitted) then an addendum will be written for the projectjustifying the need for the extra food aid. This addendum will be reviewed by the DPSC and approved byNPSC. The changes will be documented and extra food required incorporated in the database. Theaddendum will be written not letter than the third quarter of the project implementation.If the communities decide not to undertake the original project and to do a totally different project then anew project proposal will be developed and will go through the whole process of approval.12. ROLES OF STAKEHOLDERS IN FFA PROJECTSCommunity- Identify the needs/projects- Prioritize the needs/projects- Provide community contributions (i.e. unskilled labor and local material) within reach- Sustaining the project assets that have been createdProject Committees- Discuss, identify and rank problems and solutions with the communities and development committees- Develop a draft FFA proposal and submit it to the CLP- Sign agreements on behalf of the community- Identify and registering the FFA target populations based on criteria for food insecurity- Organize the work on the project site- Receive and store (only if absolutely necessary) the food from CLP- Distribute the food aid to the workers/ beneficiaries based on entitlements- Monitor and report the progress of the implementation of the project- Receive, store and managing the working toolsGovernment of Kenya District Staff (Chiefs, DOs, Technical staff etc.)- Call for Public meetings to discuss project matters- Provide security of staff and food aid commodities.- Provide technical and material support to the FFA projects- DC chairs the DPSCCooperating Partner (CP)- Identify the projects- Sign the Tripartite agreement with the community- Sign the Tripartite agreement with the community- Ensure that the project proposal is appraised by DPSC and NPSC- Sign MOU/Contract with WFP- Train Project committees- Implement the project
  10. 10. - Provide progress reports to DSG, WFP and the MONKOALs- Ensure proper targeting of food aid to FFA beneficiaries- Contribute non-food items to the projectDSG/DSDDC (i.e. the technical arm to run the FFA Projects)- Coordinate FFA activities in the district including the establishment of a system to ensuring relevant knowledge, experience and resources are utilized for the benefit of the FFA programme- Provide advisory assistance to the projects- Recommend the projects (The Project Review Committees) to NPSC- Monitoring and evaluation of the projects- Provide technical review of projects in coordination with WFPNational Project Steering Committee (i.e. the technical arm of the Kenya Food Security Steering Group(KFSSG)- Coordinate FFA activities nationally.- Develop policy guidelines on FFA implementation.- Provide national coordination on the implementation of FFA
  11. 11. ANNEX 1: WORKNORMSINDICATIVE WORK NORMS/TASK RATES FOR WFP FOOD-FOR-ASSETS PROJECTIMPLEMENTATION IN KENYASite clearing norms (average m2 cleared per Work Day)Dense bush 100Medium bush 200Light bush 300Grubbing 175De-stumping: To be decided by experience and the size of stumpsExcavation norms (average m3 excavated per Work Day)Soft soil 3.1Medium soil 2.2Hard soil 1.9Very hard soil 1.3Rock 0.5Mitre drain 2.2Wheelbarrow haulage norms (average by haul distance m3 per Work Day)0 - 20 m 8.520 - 40 m 7.540 - 60 m 6.560 - 80 m 5.580 - 100 m 5.0100 - 150 m 4.5Loading, and unloading norms (average productivity rates m3)Loading 8.5Unloading 10.0Manual compaction norms (m2 per worker day)Manual compaction 18Spreading 18Culvert laying normsCulvert installation (m per worker day) 0.3Concrete (m3 per worker day) 1Masonry (m3 per worker day) 1.5WORK NORMS/TASK RATES BASED ON PAST FFA PROJECTS IN KENYAProject KEN4616 Support to Forestry Activities in Kenya:Forest ManagementLand Clearing 20wd/haStaking our 7wd/haPitting 23wd/haPlanting 250 seedlings/wdWeeding 12wd/haPruning 3wd/haThinning 14wd/haCreeper Cutting 7wd/haFirebreak clearing 20wd/kmBoundary clearing 17wd/km
  12. 12. Project KEN3935 Food Aid to Core Activities in ASAL AreasMaintenance/Control of gullies 20m/wdRehabilitation of irrigation schemes 90wd/haWater catchment area rehabilitation 200wd/haTree nursery maintenance 1000seedlings/wdFilling tubes 500-800/wdProject KEN2669/1 Arid Lands Food for WorkMaking blocks Nos. 50/wdMaking tiles Nos. 50/wdMaking poles Nos. 4pieces/wdFetching water 120liters/km/wdCarrying/collecting materials 120kg/km/wdCheck dams Nos. 5/wdTerracing 4 m/wdFencing with shrubs 6m/wdClearing garden 200m2/wdDigging/tilling garden 100m2/wdFencing garden 5m/wdMaking Maendeleo stoves Nos 2/wdAnimal transport/haul 4Mt/km/wdQuarrying 2.5 m/wdMolding Jiko Liners 8 piecesWeeding- lightly infested 400m2Weeding heavily infested 200m2Planting vegetables 200m2Pit renforcement 2.4 m2Slab making 3 people/slabFrom other ProjectsTerracing (1M Width *0.7 M deep) for soil and water conservation and Irrigation canalsSoft soil 5MMedium Soil 4MHard Soil 3MExplanation and guidelinesAll the data collected have essentially an indicative meaning and local conditions (nature of the work soil,as well as social habits) should be taken in account. Specific work norms for the project should be discussedand we are recommending the following guidelines:The work norms fixed in a project proposal should not exceed 25 % differences with the data above.Any wider difference should be precisely explained within the project proposal (cf. Technical issues) andagreed upon by relevant stakeholders.Source: Adapted from ILO, Productivity Norms for Roads Labor-based Construction, ASIST InformationService, Technical Brief No 2, Nairobi 1998, and pp.-19 - 2
  13. 13. Annex 2A of the FFA Guideline ManualFOOD FOR ASSETS (FFA) CLUSTER WIDE PROJECT PROPOSAL FOMART FOR IMPLEMENTING PARTNERS Name of organization………………. Project Period: Start Date: ……………. End Date: ……..…… District/location (of proposed intervention) Submitted By (Name) ------------------------------------------ Date -----------------Signature--------- Title: ----------------------------------- Received By (Name) ----------------------------------------- Date -----------------Signature----------- Organization: ----------------------------- Title-----------------------------
  14. 14. 1. EXECUTIVE SUMMARY  Main objective/goal of the operation  Project outputs and outcomes  Main activities  Project period  Target beneficiaries  Total budget, various sources of funds(PRRO, other partners)2. NEEDS ASSESSMENT  Problem statement and stakeholder analysis (For all project sites). In stakeholders analysis highlight clearly which other agencies are operating in the area and in which sectors.  Summarized finding of the previous food security assessment (LRA/SRA) and link the proposed project/action with the recommendations and findings of the assessment. (Indicate source of the data/report and date assessment conducted)  Project identification process, including any participatory processes used (e.g. PRA)3. ORGANIZATION/PARTNER PRESENCE IN THE PROPOSED AREA OF INTERVENTION  Organizations presence in the district/Division, give a brief overview of strategy and current activities or recent activities in the area.  Organization Structure/Organigram showing how FFA is fitted and staffed/or will be staffed.  Actions/projects ongoing and funding requests submitted to other donors/funding agencies in the same area of intervention (indicate how overlap and double funding would be avoided).4. OPERATIONAL FRAMEWORK 4.1. Project site  Exact location of the project area (include map of the project area)  Briefly describe levels of vulnerability in the project area 16
  15. 15. 4.2. Beneficiaries: Total number of direct beneficiaries/households targeted (those to receive incentives) by location and FDP Vulnerable HHs( and beneficiaries) that will not be able to contribute labor but will receive PRRO incentives Available works (receiving incentives) and those not receiving incentives Direct beneficiaries identification mechanism and criteria (Highlight the process) Describe the extent to which beneficiaries were involved in the project formulation Estimate the number of other potential beneficiaries (indirect “catchment etc) Estimate the percentage of beneficiaries Male ______% Female ________%4.3. Project Plan 4.3 a) Project Plan First year (1 September 2010 to 31 August 2011) 4.3 b) Project Plan First years (1 September 2011 to 30 April 2012) OUTPUTS LOCATION TARGET PARTNERSHIPs LABOR/Workdays /VILLAGE IMPLEMENTATION required PERIOD Start date……End date Outcome 1: Improved pasture and browse production (example) Construct 23 In Villages x, 20 of size Start date Ministry of water, Trapezoidal bunds, y, z ….bunds in Aug”10……End date Ministry of zai pits , semi village x Dec 10 Livestock, NGOs, circular hoops, 3 bunds in Donors negarims etc Village y Start date……End date Plants trees Village K, 50,000 seedlings in Village K Outcome 2: Improved diversification of food sources(increased crop production, incomes from horticulture, gums and resins, aloe-vera, and other range plants (example) 17
  16. 16. Construct 40 In Villages 10 Ministry of greenhouses z,x, h greenhouses Agriculture, of size… in AMIRAN etc village x and equip them with drip system 8 Greenhouses of size… 150 Ha of land put under small scale irrigation, Fishponds, silkworms, beekeeping , aloe vera, gums&resinsOutcome 3: Improved access to water for both human and livestock consumption (example) Construct 10 new In In Village X water pans villages…… construct a x,y,m new pan of volume In Village m construct new pan of Volume Q2 Desilt 3 existing water pans Construct 8 rock Catchments Construct 10 Sand dams Dig and Equip 20 18
  17. 17. shallow wells Outcome 4: Reduced environmental degradation Construct 10,000 Km Village , Z, 3,000 km of of Fanya Juu soil K, M fanya juu and water terraces terraces in Village Z, 4,000 Village K, 3000 Village M Gully rehabilitation Outcome 5: Improved access to markets and other sources of food (feeder roads) (example) Rehabilitate 7 Km of Feeder Roads etc Rehabilitate/construct holding grounds for livestock market Outcome 6: Improved capacity of community to implement food security projects (example) Form 10 Project Committees Train 2000 Community leaders in……. TOTAL LABOR (Work days)Sources of labor Total Workdays Required Workdays based on PRRO Incentives Workdays from Community Contribution Workdays from incentives by other stakeholders(specify) 19
  18. 18. 4.4. Log frame (operational overview of the project) Intervention Logic Objectively Verifiable Indicators Sources of Verification Risks and AssumptionsSpecific Objective(Purpose/outcome)Outputs(Result)Activities (major to monitorprogress)N/B: If more than two pages put it as an annex 4.5. Monitoring and evaluation  Baseline survey, all projects sites to be captured and be concise enough to enable measuring changes as per the log frame.  Monitoring of activities (indicate frequency, how, by whom etc. Attach monitoring plan)  Evaluation (indicate whether internal or external, when and by who)5. CROSS CUTTING ISSUES 5.1. Project sustainability  Describe the expected level of sustainability and/or connectedness/linkages with other programmes. Community ownership to be highlighted. 5.2. Environmental impacts  Highlight potential negative impacts of the proposed project and the possible measures to mitigate them 5.3. Gender mainstreaming 20
  19. 19.  Explain how gender issues and concerns will addresses. More specifically explain woe women are going to be involved at different stages of the project cycle and how they will benefit from the project results.6. PROJECT IMPLEMENTATION AND COORDINATION STRUCTURES 6.1. Coordination within the organization  Clearly indicate the implementation and coordination structure within the organizational hierarchy, right from the top management to the field/project supervision staff) 6.2. Coordination with other stakeholders  Indicate the organization/partners participation in coordination mechanisms with other relevant stakeholders, e.g. DSGs, DDC, RCs, GOK line ministries, other development partners etc)  Brief description of how the above coordination mechanisms will lead to programme synergy7. RESOURCES REQUIRED 7.1. Food requirements HH Food Ration Total Food Required for Food aid for Vulnerable Grand total food required 50/75% Workers non-working HHs By the projectCereals (MT)Pulses (MT) 21
  20. 20. Oil (MT)CSB (MT)Salt (MT)TOTAL (MT) 7.2. Non-food items requirementsList the type and number of non-food-items required for successful implementation of the project (e.g. wheel barrows, pick axes, spades, hoes, culverts, jerry cans,sisal twines, register books, measuring tapes, technical input etc.) and specify who will provide them i.e. Government, Community or WFP.Tools/Materials/Equipment Total Required Units, Numbers/Kgs Community *NGO/GoK WFP Contribution Contribution ContributionThis includes tools in the community from previous FFA activities.* Specify which Organization will provide this contribution 7.3. Human resource requirementsIndicate the types/number expertise and competencies requiredFunction Expertise/competency required Number of staff Number of months in project Comments 22
  21. 21. 8. BUDGET  See attached spreadsheet for a detailed project budget format  Ensure detailed budget notes for every line item e.g. Item, units of the items required, Cost per unit, total cost  OR if is a service e.g. transport … Item, Kms, cost per Km, total cost  Contribution from other donors. Indicate total costs, WFP contribution, Partner contribution, other stakeholders contributions 23
  22. 22. ANNEX 2B: SITE SPECIFIC PROJECT PROPOSAL FOR FOOD FORASSETS (FFA) PROJECTS1.0 PROJECT SUMMARY COOPERATINGDISTRICT: PARTNER:DIVISION: SIGNATURE OF CP: NAME OF ProjectLOCATION: Committee Chair: SIGNATURE OF PCSUBMITTED (date): CHAIR:Other Partners COORDINATES:PROJECT NUMBER: S: E:(To be completed by DPSC. The format is: first 3 letters of district name, month of approval (2 numbers) year ofapproval (2 numbers), and serial number (3 numbers). …..If it is an extension of a project from one phase to nextadd dot and number of times project extended e.g. .1, .2 means this is the first extension, .2 second extension).Coordinates taken on the center of the projectPROJECT TITLE:Name/identity e.g. KWAHO Village Dam de-silting project, Barabara Road Rehabilitation Project Soil& Water Micro- Water for AfforestationMain Project Type Conservation catchments Human/Livestock(circle one): Gulley Irrigation Access roads Other RehabilitationPROJECT SUMMARY Month 1 Month 2 Month3 Month 4 Month 5 TOTAL 3NAME OF Key output e.g. 5 Km of Road, 20,000M of dam, Km trapezoidalOUTPUT:* bundsQUANTITY OF E.g. if road 4km 4km 2km 17 km 4kmOUTPUT: 3 kmTOTAL WORKDAYS (W/D):TOTAL No OFWORKERSNo OF FEMALEWORKERSNo OF MALEWORKERS:PROJECTDAYS:**PROJECT Start Date Completion DatePERIOD: Date--------Month------Year Date--------Month------Year* E.g. Meters of terraces, Depth (meters) of shallow well, M3 of dam desilted, Km of road etc.)** Equal to W/D divided by number of targeted workers. These days should not go beyond the EMOP duration considering participants work 12 days in a month. 24
  23. 23. PROJECT DESCRIPTION (Max 5 pages)2.0 BACKGROUND/ PROBLEM STATEMENT (Provide a brief summary of the foodsecurity problems outlining the causes, and possible contributions of this project in providingsolutions. Also indicate how the community was involved in problem analysis, projectidentification and proposal development) (Max 5 lines)Important: Use PRA skills with community in the entire process.3.0 PROJECT OUTPUTS (outline the measurable output to tackle the above problem) Examples  240 km of soil conservation terraces (covering 50 Ha of agricultural land)  120 Km irrigation canals dug (covering 60 Ha).  20 Trapezoidal Bunds (amounting to 5 Ha of farmland)  12 Km feeder road from x to y opened up  Develop/rehabilitate a water pan that increase water by 10,000 M3  200 MT of food distributed to 5000 beneficiaries(This is for all projects receiving food aid)4.0 PROJECT IMPACT/OUTCOMES (Provide a summary of the expectedimpact/benefit of the planned project) Example for Agricultural project:  The water pan will reduce by 30 % the walking distances (time taken) to collect water during the dry period.  Increase (in value terms) seasonal farm production by at least 20 % percent in Borabu Village  The road will improve food supply to local markets and reduce price by 10 % differentials between village market and the alternative town market.5.0 ENVIRONMENTAL IMPACTS OF THE PROPOSED PROJECT a) Potential Negative Impacts of the proposed project i) ii) iii) b) Mitigation Measures to reduce the potential Negative Impacts i) ii) iii)6.0 BASELINE AND EVALUATION DATA COLLECTION FORMATS Using a combination of methods, collect baseline information for the project. The baselines must have indicators and information that will assist in assessing the impact of the projects7.0 PROJECT BENEFICIARIES(Describe how many workers (HHs), how many vulnerable HHs will benefit without working, and totalnumber of people that will benefit from the asset when it is completed) (max. 5 lines).8.0. GENDER STRATEGY (Explain how women are going to get involved at different stages of theproject cycle e.g. project planning, selection of beneficiaries, food distribution, as well as monitoring).State how women in particular will benefit from the project and the project output) (max. 10 lines) 25
  24. 24. 9.0 . PREVIOUS EXPERIENCE (Details of previous projects undertaken in the particular field by theCP/ NGO and the Community) (max. 10 lines)10. PROJECT MANAGEMENT AND MAINTENANCE (Illustrate the project managementstructures and explain the arrangements for the use and maintenance of the assets created by the project.For example how the water facility created will be maintained, who will take care of the recurrent costsetc. Also indicate the Department at District level which will supervise the project e.g. Water, Roads,Agriculture etc.) (max. 10 lines)311.0 RISKS AND ASSUMPTIONS.External factors: Identify factors external to your intervention which: (a) need to be in place if theoperation is to achieve the objectives identified at every level and/or; (b) could actively prevent you fromachieving those objectives. Security: Does your field operation have any written security rules and procedures? How the securitysituation in the area of operation could affect in the achievement of the programme objectives.(max. 10 lines)12.0. WORKPLAN Target Start End Average work LaborACTIVITIES norms* # Unit Month Month (W/D)** (see annex 1)SUBTOTAL:ADD 20 % CONTINGENCY:GRAND TOTAL:* The amount of work per person per day or the amount of output, which can be produced by an average person within a periodof time e.g. 50 m2 of land cleared per person per day** The W/D or Work days is equal to number of one-day rations for each activity 26
  25. 25. Sche13.0 FOOD REQUIREMENTS HH Food Total Food Required Food aid for Grand total food required Ration for Workers Vulnerable non- By the project 50/75% working HHsCereals (MT)Pulses (MT)Oil (MT)CSB (MT)Salt (MT)TOTAL (MT)* As indicated as the Grand Total above** An additional food which should not exceed 20 % of food will be added per project to cater for food insecurehouseholds that do not have members that can work in FFA projects e.g. orphans, households where parents thatare physically challenged, parents that are sick etc. The workers and the vulnerable HHs should be equal to thetotal HHs or beneficiaries allocated to the district or project sit . To get Food allocation for Vulnerables(Multiplynumber of Vulnerables..section 7.0 ration size (section 3.0).14. NON-FOOD ITEM (NFI) REQUIREMENTSList the type and number of non-food-items required for successful implementation of the project (e.g.wheel barrows, pick axes, spades, hoes, culverts, jerry cans, sisal twines, register books, measuringtapes, technical input etc.) and specify who will provide them i.e. Government, Community or WFP.Tools/Materials Total Units, Community *NGO/GoK WFP Required Numbers/Kgs Contribution Contribution ContributionThis includes tools in the community from previous FFA activities.* Specify which Organization will provide this contributionNB: Project proposal should indicate how NFI would be used /stored after completion of the FFA project 27
  26. 26. ANNEX 3:PROJECT APPRAISAL CHECK LISTTo be filled by DPSC1. JUSTIFICATION AND OUTPUTS/OBJECTIVE/IMPACT OF THE PROJECT If low, comment on the main shortcomings, risks and need forTEST Marks) clarification. 5 Marks for each test questionImpact of the project on enhancing food security in thearea(Based on established baseline and Projected change)How realistic the objectives/outputs/outcomes/baselines andthe proposed activities are /within the given timeframeMulti technology/outputs approach to food securityAppropriateness of the proposed technologiesYour assessment of impact of project on food security(Ha ofland, Volume of water, beneficiaries etc)The Project has at least five projects targeting PrimaryschoolsTotal Marks Maximum 30 Marks2. ACCESS OF PROJECT OUTPUTS BY THE BENEFICIARIES/COMMUNITYTEST Marks If low, comment on the mainAccessibility of project to beneficiaries (Are the assets shortcomings, risks and need forcreated on public land, or if not, is there a legal document clarification.guaranteeing public access to assets? 5 Marks for each test questionCommunity owned as opposed to public work (e.g. nationalroads, public buildings)Total Marks 10 % maximum3. CAPACITY OF COMMUNITY/PARTNER TO IMPLEMENT THE PROJECTTEST Marks If low, comment on the main Partner capacity (staff, vehicles, communication equipment) shortcomings, risks and need forto implement the proposed FFA projects(See attached clarification.Annexes) 5 Marks for each test questionPartners contribution to the budgetPartners ability to mobilize other partners to synergize( % ofthe budget is contributed by other partners (other than WFP)for this project evaluation carried out in the last threePositive externalyears, in the District, on Food Security interventions by theorganisation.Communities’ participation in project identification?Total Marks 25 % maximum 28
  27. 27. 4. SUSTAINABILITY OF THE PROJECTTEST Marks If low, comment on the main risks lacking controls and needEnvironmental sustainability( of the proposed project) for follow-up(Environmental Checklist or NEMA etc ). Are effective 5 Marks for each testmitigation measures/activities included for any negative questionconsequencesRisk of the project of NOT negative effects to otherlivelihoods (eg community down stream of irrigation canaletcTotal Marks 10 % Maximum5. GENDERTEST Marks) If low, comment on the main risks lacking controls and need forPotential of the project impacting positively on women? follow-up and include strategic plans to address gender concerns 5 Marks for each test questionHow favourable are the working conditions for the projectfitted for women? (e.g. the type and timing of the work andsecurity)Total Marks 10 % Maximum6. BASIC CHECKSTEST Marks) If low, comment on the main shortcomings, risks and need forQuality of project document( correct work norms used, etc clarification.How correct are the units for the outputs, targeting in the 2.5 Marks for each testproject plan, clear verifiable indicators in the logfram sec 4.4 questionTotal Marks 5 % Maximum7. DISTRICT AUTHORITIESPartner’s participation in District Steering Group meeting?Consultation with Technical District Departments (Water, Roads, Agriculture, Livestock,Fisheries , Education , Environment, etc.) during the development of this project proposal Total Marks 10 % Maximum5 Marks for each test questionGRADING OF THE PROJECT (Final %) 29
  28. 28. ADDITIONAL COMMENTS:Members (Name and Title) Reviewing the Proposal(Chairing)Name:Title: _______________________________________________Signature: _______________________________________________Date: _______________________________________________ 30
  29. 29. ANNEX 4: COMMUNITY CONTRACT (MEMORANDUM OF UNDERSTANDING-MOU-BETWEEN THE KEY STAKEHOLDERS)Between Cooperating Partner/Partner Agency of______________ District, DPSC of District, and CommunityImplementing (Title of Project) ProjectProject Period________________________________________________________This agreement specifies that the above named project is to be implemented by the above three partners.Therefore, the three parties agree to the following roles and responsibilities.The community and the Project Committee as the representative of the community will: o Provide all the labor and tools and materials within their reach o Organize the community for the implementation of the project o Receive and distribute food aid and tools and materials o Monitor the progress of the project and provide weekly progress reports o Maintain and meet the recurrent costs of the sustainability of the assets created after project completionThe Cooperating Partner (insert Name) will: o Provide food, tools and materials subject to their availability o Provide guidance in the implementation of the project o Monitor the implementation of the projectThe DPSC of District will: o Provide advisory assistance to the project o Monitor and evaluate the projectThe agreement will be in force from the date of signature by the three parties until superseded or replacedby a subsequent agreement or until either party terminates it by giving thirty (30) days written notice. In theevent of termination, communities will surrender any tools provided through the project.For Community DateName/ Title: Witness:For Cooperating Lead Partner (insert name) DateName/ Title: Witness:For DPSC DateName/ Title: Witness: ______ 31
  30. 30. ANNEX 5: PROJECT MONTHLY REPORT(Completed by Project Committee and sent to CP)1. BACKGROUNDProject Title Reporting Date:Project Number Reporting Month:District Report No:Division Work started on (date):Location Expected completion (date):2. WORK ANALYSIS Work Days Target Work Days this Total Work % of activityOUTPUT/ ACTIVITY for the project month Days to date completed 30 %*TOTAL A/B/C/O * indicate average for all outputs, Assess the project A=Ahead of schedule, B=Behind Schedule, C=Complete, O=On schedule3. FOOD AID DISTRIBUTION ANALYSISFOOD COMMODITY Total planned for the project Distributed this month Total distributed to dateCEREALSPULSESCSBOILSALTTOTAL 32
  31. 31. 4. BENEFICIARIES Female Male Total Under 5 yrs 5-18 yrs Over 18 yrs Under 5 yrs 5 to 18 yrs. Over 18 yrsNumber ofworkersNumber ofbeneficiaries5. TOOLS AND MATERIALS RECEIVED Total planned for the Distributed this Total distributed toTYPE OF TOOL project month date6. GENERAL COMMENTS BY RCComment on the reasons behind A, B, C O (see section 2, above)Name: Chairman/Secretary of RCSignature: Date: 33
  32. 32. ANNEX 6 A: FOOD FOR ASSETS SUMMARY SHEET (PLANNED AT THEBEGINNING OF THE PROJECT PERIOD)DISTRICT_____________________________ PROJECT PERIOD_________________________S.No Activity Specific Activity Project Unit Target Food Category Number Male Female (MT)1 Soil and Fanya juu Km water construction (ha) conservation Soil bund Km construction (ha) Stone bund Km construction (ha) Diversion ditch Km construction Retention ditch Km construction Composting M3 Hedgerow planting Km Grass strips Km Planting on terraces Km2 Micro- Zai pit construction No (ha) catchment Negarim construction No (ha) Trapezoidal bund No (ha) construction Semi-circular bund No (ha) construction Water spreading No (ha) bunds Retention ditch Km construction Water pan No construction (m3)3 Water Rock catchment No construction (m3) Sand dam No construction (m3) Diversion ditch Km construction Desilting (pan) No (m3) Seedling produced No Seedling planted No (Ha)4 Afforestation Loose rock Km checkdam (ha) construction Brushwood Km checkdam (ha) construction Seedling planted No (ha)5 Gully Primary canal Km rehabilitation construction Secondary canal Km construction Road construction Km Road rehabilitation Km6 Irrigation7 Access road 34
  33. 33. Other area (Ha) Related activities (Ha)a)b)Other Distance related projects (KM)a)b)PROJECT COMMITTEE MEMBERS PER DISTRICT TOTAL RCs Holding Management positions Male Female Total Male Female TotalBENEFICIARIES BY AGE AND GENDER FEMALES MALES 0-5 yrs 6-18Yrs Over 18yrs Total 0-5 yrs 6-18Yrs Over 18yrs Total 35
  34. 34. ANNEX 6 B: FOOD FOR ASSETS SUMMARY SHEET (ACHIEVED ATTHE OF THE END PROJECT PERIOD)FOOD FOR ASSETS PROJECT CATEGORIESS.No Activity Specific Activity Project Unit Target Achievement Participants Food Category Number Male Female (MT)1 Soil and Fanya juu Km water construction (ha) conservation Soil bund Km construction (ha) Stone bund Km construction (ha) Diversion ditch Km construction Retention ditch Km construction Composting m3 Hedgerow planting Km Grass strips Km Planting on terraces Km2 Micro- Zai pit construction No (ha) catchment Negarim construction No (ha) Trapezoidal bund No (ha) construction Semi-circular bund No (ha) construction Water spreading No (ha) bunds Retention ditch Km construction3 Water Water pan No (m3) construction Rock catchment No (m3) construction Sand dam No (m3) construction Diversion ditch Km construction Desilting (pan) No (m3)4 Afforestation Seedling produced No Seedling planted No (Ha)5 Gully Loose rock Km rehabilitation checkdam (ha) construction Brushwood Km checkdam (ha) construction Seedling planted No (ha)6 Irrigation Primary canal Km construction Secondary canal Km construction7 Access road Road construction Km Road rehabilitation Km 36
  35. 35. Other area (Ha) Related activities (Ha)a)b)Other Distance related projects (KM)a)b)PROJECT COMMITTEE MEMBERS PER DISTRICT TOTAL RC MEMBERS Holding Management positions Male Female Total Male Female TotalBENEFICIARIES BY AGE AND GENDER FEMALES MALES 0-5 yrs 6-18yrs Over 18yrs Total 0-5 yrs 6-18yrs Over 18yrs Total 37
  36. 36. ANNEX 6 C: MONTHLY FFA DISTRICT PROGRESS REPORT This form and a narrative report should be completed by the Cooperating Partner end of every month.. Please fill in the form on the computer, printed it, sign it and send it toDPSC, MONKOALs, WFP, Nairobi by 7th of each month District Reporting Month Reporting Officer CLP Date Signature Project Project Project Outputs Achieved Non-Food Items Distributed this W/Ds No. of Workers Food distributed this month (MT) Number Status month achieved (circle) % of activity Output Name this month Female Male A B C D E F G Cereals Pulses Oil CSB completed A B C O A B C O A B C O A B C O A B C O A B C O A B C O A B C O A B C O A B C O A B C O A B C O A B C O A B C O A B C O TOTALNB: This Monthly FFA District Progress Report should only capture information at project level. Activity level information should be kept at District level!EXPLANATORY NOTES:Project No.: Please provide project No. as given in the project proposalProject Status: circle correct option A = Ahead of schedule, B = Behind schedule, C = Completed or O = on scheduleOutput Name should be reported in measurable units e.g. Ha of land reclaimed/prepared for cultivation, km of irrigation canals built/repaired, km of road opened, # of boreholesrehabilitated, # of bridges built, # of classrooms or schools built/rehabilitated, # of health facilities built/rehabilitated, # of people trained (by gender) etc. Use more lines ifnecessaryNumber of workers: Every active worker must be counted, even if he/she has only performed one day’s work during the month. However each worker can only be counted onceregardless of workdays performed and rations received!Non food Items: A= wheelbarrows, B= Axes, spades, mattocks, pangas, hoes, C: Number of bags of cement, D: Culverts, E: Jerricans, buckets, sisal twines, F: Register books,measuring tapes; G: Other tools and instruments 38
  37. 37. Narrative reporting sheet for FFA projects: (Max 2 pages)1. Comments on progress of FFA activities (specify project. no)2. List key implementation problems encountered and corrective action taken/to be taken (specify project. no.)3. Other relevant information4. Recommendations5. Activities planned for next month6. Comments by DPSC 39
  38. 38. ANNEX 7: COOPERATING PARTNER MONTHLY DISTRIBUTION REPORT Report Number: _________________ Cooperating Partner Distribution Report Report Date: ______/_______/______ Cooperating partner details Cooperating Partner Location Project Number Activity: Distribution Site Reporting Period LOU Number Actual Number of Beneficiaries From: To: Girls 0 - 5 Girls 6 - Women Boys 0 - 5 Boys 6 - 18 Men Total years 18 years years years…………………… ………………………… Stock movements/stock details Commodity S.I. Opening Stock Receipts Distributed Food Returns Losses Closing Balance Loss reasons Number Net Gross Net Gross Net Gross Net Gross Net Gross Net Gross1 Comments:2CertificationIssued by: Received by:Title: Title: Head of Sub-OfficeSignature: Date: Signature: Date:NB: 1) A separate form should be filled for each activity (GFD, School feeding, Selective feeding, FFA/ FFA) 2) Commodities should be accounted for exactly as they appear on SIs e.g. Beans, Peas (not pulses), or Maize, Maize Meal (not cereals) 40
  39. 39. ANNEX 8: POST DISTRIBUTION MONITORING: HOUSEHOLDREPORT FORMAT WFP/Lead Agency Household Questionnaire for Post Distribution Monitoring (General Food Distribution and Food for Assets) in Kenya Follow all the instructions, carefully and make sure that your answers are legible.SECTION 1: BASIC DATA1.1 Interview DetailsProject/Programme* District Division FDP/Block/ Cluster HH NumberDate of Interview Name of Interviewer Name of Reporter___/___/___Has the HH received food aid in the last month (4 weeks)? (Circle) Yes NoAre you (respondent) the one who collect food during the last distribution? (Circle) Yes NoWere you (respondent) aware of your ration entitlements? (Circle) Yes No To be answered only by FFA Project BeneficiariesDid any household member participate in FFA in the last 4 weeks? (Y/N) Yes NoIf no member of the 1 Not applicable: Household in not registeredregistered household 2 Wage is not attractiveparticipated in FFA in the 3 Have more lucrative work elsewherelast 4 weeks give the 4 Wanted to work, but was prevented for other reasonreason 5 No able bodied adults in the household(Tick the response that is 6 Nobody in household wanted to workclosest)* Use attached List1.2 Details of Household Members HH Member Registered? Partici Approx.* Marital Sex Relationship to Occupation (Circle pates Age in Status (Circle) Household Head Respondent) in FFA Years (Enter from list)1 □ □ M F2 □ □ M F3 □ □ M F4 □ □ M F5 □ □ M F6 □ □ M F7 □ □ M F8 □ □ M F9 □ □ M F10 □ □ M F RELATIONSHIP TYPES MAIN OCCUPATIONSA Is head A Agricultural labourB Spouse of head B Livestock herdingC Child of head C Other farmD Parent of Head D Waged labour (salaried)E Grandparent of head E Waged labour (casual)F Other relation of head F Petty tradeG Adopted/fostered child G UnemployedH Friend of head H StudentI Employee of head I Infant J School Going Age but not attending school K Retired L Housewife M Domestic help N Hunting, gathering, firewood/charcoal  If the respondent does not know, ask for a rough guess, don’t leave this blank 41
  40. 40. SECTION 2: FOOD AID RELATED QUESTIONS (ONLY WFP BENEFICIARIES)2.1 Receipt of Food Aid Commodities How much food aid was received in last month Was the amount IF NOT: Reason in KG? received equal to the Given for incorrectFood Direct From From No. of Days correct ration RationsAid from FDP Gov. Friends / kin/ Food Lasted entitlement? (Circle code)Item Faith based (Tick yes) Cereals □ 0 1 2 3 4 5 Pulses □ 0 1 2 3 4 5 Oil □ 0 1 2 3 4 5 CSB □ 0 1 2 3 4 5 Salt □ 0 1 2 3 4 5KEY: REASON FOR INADEQUATE RATIONS CODENot applicable: ration was adequate 0Not enough available at FDP 1Under-scooping, or unfair distribution 2Misappropriation/diversion of food by RC 4Distribution to beneficiaries not on the register 5Verify the quantity of food received by the HH by checking food balances at the time of the visit2.2 Opportunity Cost of Food Collection2.2.1 Time taken by beneficiaries to in hours2.2.2 Time taken receiving rations and carrying home (hours)2.2.3 Payment in Ksh for transport of food to home (0 if no payment)2.2.4 Payment in Ksh for milling (include all milling related costs)2.2.5 Payment in Ksh for service rendered at the FDP if any( offloading, security, storage, scooping etc)2.2.6 What activities are sacrificed for collecting the food? (Tick the one most appropriate)Not applicable (No activities sacrificed) □Farm labour and animal husbandry □Paid labour □Domestic tasks including childcare □Leisure □Schooling2.2.6 Who collected the food aid from the distribution Adult Child Adult Child point? Male Male Female FemaleCommentsHints 2.2.1 - Ensure that this time accounts only for actual travelling hours and not time take chatting with friends along the way or passing through other places 2.2.2 This time should only account for effective waiting time and exclude early arrivals for other purposes like catching up with friends 2.2.4 Enumerators should gather further information on dynamics of milling. Do beneficiaries mill before they go home, if not how far are milling facilities from their households, if payments are made in kind then they should all be converted to cash based on the prevailing market price 2.2.6 If it is the respondent who collected food then the enumerator do not have to ask this question. This question could be answered together with the question in section one to avoid tiring the respondent 42
  41. 41. 2.3 Food Aid Utilization Of the food aid received, approximately what percentage was used for each of these purposes? If any quantity of food aid was sold Use proportional piling to derive the answers. … (answer this only if food aid was sold) Sold on Bartered Shared Brewed Saved Lost Consumed Fed to Other TOTAL Price Revenue Most Important the for other with kin for seed through by animals Received received Reason for market Items theft or household for Sale in from food ResaleFOOD AID poor membersCOMMODITY KSH/KG aid sales in (circle) storage KSHCereals 100 0 1 2 3 4 5Pulses 100 0 1 2 3 4 5Oil 100 0 1 2 3 4 5UNIMIX/CSB 100 0 1 2 3 4 5Salt 100 0 1 2 3 4 5Hints:Check totals add up to 100Check that the total income received = price times the total quantity resold KEY: REASONS GIVEN FOR RESALE OF FOOD AID REASON GIVEN CODENot Applicable: Did not resell 0Don’t have any other source of money 1Household food resources are adequate 2Food aid commodities are not appropriate 3Costs too much to take food aid home 4In need of other items 5 43
  42. 42. SECTION 3: HOUSEHOLD WELFARE (All Households Answer This Section)3.1 Coping Strategies In the previous month, has the household done any of the following? (Tick)3.4.1 Reduction in the number of meals per day □3.4.2 Skip food consumption for an entire day □3.4.3 Reduction in size of meals □3.4.4 Restrict consumption of adults to allow more for children □3.4.5 Feed working members at expense of non-working □3.4.6 Swapped consumption to less preferred or cheaper foods □3.4.7 Borrow food from a friend or relative □3.4.8 Purchase food on credit □3.4.9 Consume wild foods □3.4.10 Consume immature crop □3.4.11 Consume toxic/taboo foods □3.4.12 Food consumption of seed stock □3.4.13 Send household members to eat elsewhere □3.4.14 Withdraw child (ren) from school □3.4.15 Begging or engaging in degrading jobs □3.4.16 Individual migration out of the area □3.4.17 Household migration out of the area □3.4.18 Sale of farm implements □3.4.19 Sale of milking livestock □3.4.20 Sale of household goods □3.4.21 Disintegration of families □3.4.22 Abandonment of children or elderly □3.2 Food Consumption3.2.1 FrequencyRefer to the current month only (meals only)How many meals do your family adults (>18yrs) eat per day?How many snacks do your family adults (>18yrs) eat per day?How many meals your family members, 5 – 18 yrs eat per day?How many snacks your family members, 5 – 18 yrs eat per day?How many meals do your family children (6 – 59 months) eat per day?How many snacks do your family children (6 – 59 months) eat per day?3.2.2 Dietary DiversityHave you eaten any of the following foods in the last seven days? Indicate the number of days each of the foods have beenconsumed also indicating the primary and secondary sourceFood Days eaten in the Primary Secondary past seven days Source of food Source of foodMaize, Porridge, rice, pasta, bread and othercerealsCassava, potatoes, sweet potatoesBean, peas, groundnuts, cashew nutsVegetables – kales and cabbageFruitsBeef, goat, pork, eggs and fishMilk, mala, yoghurt, cheeseSugar and sugar productsOils, fat and butterCode Source Code Source1 From own production 5 Purchases2 Casual labour 6 Food Aid3 Borrowed 7 Barter4 Gift 8 Not applicable 44

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