prepared by Jutta Camargo Pogung Baru, Block AI/ No. 12, Sleman, 55284 Yogyakarta, Indonesia LPTP - DEWATS, Yogyakarta, Indonesia (E-mail: juttacamargo@gmail.com, jutta.camargo@cimonline.de) for Decentralized Wastewater Treatment Systems (DEWATS) for Urban Environments in Asia, 25-28 May 2011, Manila, Philippines. organized by International Water Association (IWA).

1. Knowledge Transfer and the Quality Management
System to upscale DEWATS in Indonesia and other SEA
countries
Jutta Camargo
Pogung Baru, Block AI/ No. 12, Sleman, 55284 Yogyakarta, Indonesia
LPTP - DEWATS, Yogyakarta, Indonesia
(E-mail: juttacamargo@gmail.com, jutta.camargo@cimonline.de)
1. Abstract
The objective of this report is to analyze the importance of Knowledge Management
transfer of Decentralized Waste Water Treatment System (DEWATS) technology for
the Sanitation sector in countries in South East Asia that have still insufficient
coverage of household connection to sanitation systems. It examines also how the
regional Program “Sustainable management of natural resources in South-East Asia”
linked and supported the new South East Asian (SEA) Partner in preparing, planning
and implementing new DEWATS projects during the last 3 years. One important
aspect was the knowledge transfer from the Indonesian Partners, that have already 500
DEWATS projects implemented, and how their experiences could be utilized to
support the new SEA partners. Hence a major role played the Quality Management
System (QMS), an internal DEWATS Standard that has been developed to upscale
DEWATS in Indonesia in 2006. An expert team from BORDA Yogyakarta - the QMS
Certification Body BSD - developed and conducted a variety of training programs and
set up knowledge management exchange structures to support the new SEA partner
offices in DEWATS implementations. As a result the new SEA partners could finish
their first DEWATS projects, finalize their own QMS documentation - adapted to
national standards and regulations and set up a regional SEA Certification Body, to
conduct in the future Audits of DEWATS projects by themselves.
Keywords: Quality; Up scaling; Knowledge Transfer, Monitoring
2. INTRODUCTION
The following paper is looking into the activities of BORDA SEA in the last years to
disseminate the DEWATS technology in South East Asia. The author analyzes the
important role of Knowledge Transfer for new BORDA Partners in the SEA region. One
important aspect was the fact, that the Indonesian Partners have DEWATS CBS projects
already implemented since 2002 and DEWATS SME projects since the 90ies. Hence
there has been a wide range of Knowledge Transfer activities to the new SEA Partner
offices, but this paper focus especially on the important role that played the
implementation of the Quality Management System and related activities.
The Quality Management System is a BORDA internal document with technical
standards for design, building and implementing DEWATS projects. The Quality
Management System was developed in Indonesia in 2006 because of the rapid growing
number of project implementation and to avoid a loss of quality and control during

2. project implementation. The Quality Management System was used by the Indonesian
BORDA Partners since 2007.
In 2008 the BORDA program “Sustainable management of natural resources in South-
East Asia” started to support disemination of DEWATS projects in the Philippines,
Vietnam, Cambodia, Laos and DERES and DEWAS in Southern China. The Quality
Management System was used to support many of these partners in facilitating the
planning, designing and building of their first DEWATS projects.
Consequently the paper explain how this program was involving training activities,
regular exchange of knowledge and lesson learned to facilitate the implementation of
DEWATS projects in the new partner countries successfully and sustainable.
3. BACKROUND INFORMATION AND ACTIVITIES
Set up of the Quality Management System
To develop a QMS document for DEWATS project has its origin back in 2002, when in
Indonesia the first DEWATS projects for Comunity Based Sanitation Projects were
implemented by BORDA and three local Partner NGOs. BORDA and the Indonesian
Partners working since many year together. One old Partner is LPTP in Yogyakarta,
working with BORDA since 1989 together. BALIFOKUS in Denpasar is a BORDA
partner since 2002. And the NGO Best with the main offices in Tangerang and a branch
office in Surabaya is working with BORDA since 1999 together. The national SANIMAS
program in Indonesia started at this time as a small pilot program to find out if it is
possible to implement DEWATS systems in poor and densely populated neighborhoods
in Indonesia successfully, one of the most populated Islands in the world.
For the Indonesian SANIMAS -“Sanitation solution for the Community” program,
BORDA and Partner started to build in 2003 around 4 – 6 pilot projects, at this time
financed mainly from International Donor programs (WB, AusAid, BMZ). After the
success of the projects and approval from Central and Local Government, there was a
growing demand for more DEWATS projects in Indonesia and financial support from the
Central and Local Governments. Finally DEWATS Project implementations went up to
more than 120 DEWATS projects per year in 2009. The success of the SANIMAS
program caused soon the dilemma, to implement those projects on time, with high quality
and sustainability in difficult technical and infrastructural surroundings. Soon the 3 local
NGOs could not anymore manage those high implementation numbers with the same
project quality. Beside the social preparation in all location also the technical and
financial control during project supervision was becoming more difficult.
In 2006 the growing number of projects made it necessary to start to develop the
Technical DEWATS Standard Document, an BORDA internal Quality Management
Standard (QMS) to control all project implementation steps from feasibility study,
design, construction parameter, procedures of supervision during construction until
monitoring activities. The DEWATS QMS was developed by a team of DEWATS expert
from BORDA and the Indonesian Partners. This Working Group QMS was set up in
2006 and meet regular to discuss latest technical changes, inputs and develops the yearly

3. updated QMS versions. The QMS documentation is providing Technical Standard Forms
to document and control all steps of preparation, planning and building of DEWATS
projects. The developed SOPs guide the Engineer how to use the QMS standard forms
and design parameter in all DEWATS project activities.
Set up a Certification Body (BSD) in Indonesia
In order to implement and revise the QMS and develop new documents, an internal
BORDA Certification Body – the BSD – was set up in 2006 in BORDA Indonesia. The
BSDs function is an independent unit to manage all activities for the QMS standard
documentation and the Certification of DEWATS Projects. Other tasks beside developing
the QMS documents is the regular preparation of training activities for the Partners
Engineers and to conduct internal BORDA Audit/ Label activities to certify DEWATS
projects in Indonesia. Furthermore the BSD served as a link between BORDA and the
DEWATS experts in the Indonesian BORDA Partners to exchange and circulate the latest
technical information for DEWATS project implementation. Finally after the BSD has
updated and developed a new QMS version each year, the BSD is conducting a training
to socialize and present the latest version to each Partner office in Indonesia.
Certification of DEWATS projects - Audit and Label activities
Together with the QMS document also the internal Audit and Label system for DEWATS
projects was developed and set up. The BSD prepared for this DEWATS Certification
system clear Audit/ Label guidelines and procedures. Beside instruction how to plan and
prepare the Audit, how to choose and train internal Auditors from the BORDA network,
also a training program was developed to certify staff (Design Engineers, Supervisors,
and Assistant Supervisors) in all Partner offices.
The Certification procedures and system was introduced to the Partner in Indonesia in
2007. The new procedures made it possible to control project quality in DEWATS
projects and to cope with the growing demand of projects. And the standardized QMS
procedures facilitated the preparation steps, standardized the project design and made the
implementation more efficient and transparent. Regular staff training organized and
conducted by the BSD supported the Design Engineers and Supervisors to better plan,
design and supervise the growing number of SANIMAS project implementations each
year. The QMS Certification activities of projects and staff became also a useful
instrument to identify constraints and deficiency in the partner NGOs.
The Certification steps of DEWATS projects based on 4 activities:
1. Desktop Audit: During the Desktop Audit the Partners Documentation structures is
checked if the responsible Engineer is using the QMS technical forms and instructions
properly during the project implementation.
2. Label Audit: During the Label Audit activities the Auditor together with the BORDA
Partner is conducting field visits of selected DEWATS projects to check if all QMS
standards have been implemented. Any findings are defined in the Audit Nr. I as minor or
mayor Non-conformities and those are explained to the Partner. To correct those Non-
conformities the Partner has usually one year time until the 2. Audit for the same project.
During the Audit Nr. II also effluent samples of the effluent of the DEWATS plant have
to be taken and analyzed to evaluate the performance of the treatment system.

4. 3. Staff Certification – hard competencies: The third aspect of the Audit procedures
involved the certification of Design Engineers, Supervisor and Assistance Supervisor.
After staff participated in the BSD training activities a final standardized test is conduced
and evaluated.
4. Staff Certification – soft competencies: Besides the training, also the staff needs to be
evaluated about his performance and efficiency of work during project implementations.
This is done with questionnaires that have to be filled by the Management of the Partner
office.
All Certification activities are coordinated between the BSD Auditors and the BORDA
Partner. The BSD Auditors are elected based on defined criteria. The BSD Auditors are
representatives from the Partner offices and the BORDA office in Yogyakarta. These
Auditors need to prove long experiences working in DEWATS projects. To keep the
BSDs Auditors team neutral, the Partner Auditors cross check and certify DEWATS
projects of another Partner office. Beside the task to control the DEWATS project and if
QMS standards are implemented they also give advice how to improve the projects
quality and WWTP performance.
QMS and Knowledge Management Activities:
To support better implementation of new QMS standards and Certification procedures an
important aspect was also to improve the Knowledge Management structures in the
BORDA Partners in Indonesia. Those activities started together with the SEA project
activities and aimed to set up an electronically document management system (EDMS).
The need for an EDMS based on findings during the first QMS Desktop Audit in 2008
when the Auditors noticed missing forms and planning documents in all Indonesian
Partner offices. Therefore the implementation of the administrative and technical set up
for an EDMS system was closely linked to the developing of the QMS and certification
system in BORDA SEA. After the set up of a functioning system, to manage better the
QMS documentation, also other office activities and programs were included into the
EDMS system. The program also facilitated the reporting procedures to the BMZ that
financed many project activities in the BORDA Partners.
Finally the implementation of the EDMS was one important aspect to transfer the lesson
learned of QMS implementation and knowledge from DEWATS projects in Indonesia to
the new South East Asia Partner offices.
Knowledge Transfer to the South East Asian BORDA network
In 2008 the BORDA regional program “Sustainable management of natural resources in
South-East Asia” started to support local Partner in the Philippines, Vietnam, Cambodia,
Laos, South China and Indonesia.
BORDA had already existing project cooperation’s with the local Partner ZUT in
Hangzhou, China; the YEDI office in Kunming, the IRH in Hanoi, Vietnam, the former
Partner COMPED in Cambodia and the BORDA office BNS in the Philippines. New
Partner was the BORDA office in Phnom Penh, and Lire in Laos. In 2008 the SEA
network had in total 12 Partner offices, working on DEWATS, DERES (Decentralized
Energy Supply) and DEWAS (Decentralized Water Supply) projects in 6 countries in

5. SEA. The priority for a successful support of our new and existing partners was to
develop a regional system that included training programs to involve experts from the
BORDA office in Yogyakarta and Senior Auditors from the Indonesian Partners to train
the existing and new staff in the SEA partner offices.
In 2008 a QMS training program for the new Engineers was organized in Yogyakarta to
train them in design and construction principles of the DEWATS technology. The QMS
documents were the bases for the training activities. Besides the classroom training the
participant were trained in the field and visiting existing projects, already operational but
also projects during construction – mainly around Yogyakarta.
In the next step the BSD team organized additional DEWATS trainings. Here are some of
the conducted training activities for SEA Partner:
- DEWATS & Wastewater Fundamentals Training in Cambodia 26 April – 1 May 2009
for Cambodia & Vietnam engineers
- Training & Testing for SEA DE & SEA Supervisor in Indonesia 1 – 13 February 2010
- QMS MonEv training for Supervisor in Cambodia, Laos and Vietnam, June 2010
- Auditor Training for Engineer Philippines in Cambodia - June 2010
In the LIRE office in Laos a BORDA expert from Indonesia supported the first
DEWATS project during one year. The expert facilitated all project steps from feasibility
study until hand over together with the Lao Partner and trained the Lao Project staff, how
to use and implement QMS standards.
Besides the technical training, BSD and the BORDA expert team also worked together
with the Partner office in developing their own QMS version that needed to be adapted to
the specific country standards and regulations and translated into the local languages.
Regular support and advice were given to develop a local QMS standard document.
After the partner offices started to developed their own QMS documents in 2009 the BSD
also started to involve the SEA partners in the Audit procedures. In the BNS Philippines,
a try out certification was conducted in 2009 that was linked with a training of staff about
DEWATS Audit Procedures.
Beside the training activities also a regional network with our SEA partner offices was
established to exchange knowledge, discuss technical and social question during their
first project implementation. The Knowledge Management System EDMS supported this
exchange of information, project data and facilitated from the beginning of the project the
reporting structures to the BORDA office in Yogyakarta.
Another support of our local SEA network was the introduction of Monitoring and
Evaluation procedures that had been developed in 2009 for the Indonesian projects.

6. 4. RESULTS
Achievements from the Indonesian BORDA Partners
The development and implementation of the DEWATS QMS system together with
efficient Knowledge Management Structures (EDMS) made it feasible to implement up
to 120 DEWATS projects per year in Indonesia with an equivalent number of staff. (See
info in table 1 and 2). The table shows clearly how it was possible for the partner to cope
with the fast growing demand for more project implementation each year. The QMS
system, that was developed in 2006 and implemented in 2007 made the DEWATS project
implementations more efficient and qualified the staff for the high numbers of project
under the aspect to guarantee the quality of DEWATS systems.
Table 1 – Number of DEWATS projects implemented by the Indonesian Partner
Table 2 – Number of staff in Indonesian Partner offices
Beside the Audit results shown later in table 3, the certification of DEWATS projects and
staff have several other benefits for the CBOs, the operators and the communities. During
the field visit of the Auditors, all aspects in the DEWATS system are checked in detail,
the CBO and operator get an input about the findings and an additional Operation and
Maintenance training is conducted.

7. During the second Label field visit, the effluent values are tested (COD) and analyzed if
the DEWATS effluent complies with national environmental standards or not. And
finally during the evaluation of the Audit and Label results a document to the Partner
office and the community is developed with recommendations how to solve problems in
their DEWATS project.
Achievements in other SEA BORDA Partners
SEA Certification Supervisor - Testing Results 2009 - 2010
Table 3 - The evaluation of results shown that the majority of Supervisors have a good
Knowledge of QMS and DEWATS and all trainees except one passed the final test
With the QMS training activities in the SEA partner projects and an efficient knowledge
transfer, the partner office was operational and could better identify donors, project
locations and start to implement their first DEWATS projects. The Partner in Laos and
Cambodia started to implement their first DEWATS projects in 2009 and 2010.
LIRE office, Laos:
- In 2010 the first DEWATS project could be implemented in Vientiane, NUOL
Dormitory Residents.
- In 2011 in Cooperation with Jica, one DEWATS CBS and 1 DEWATS SME in
Vientiane could be implemented. Another DEWATS projects for the Agriculture
College of Luang Praban is in planning phase.
BORDA office, Cambodia:
- In Cambodia, there are 3 DEWATS projects operation. 1. Project in Trapeang Sab
Commune, Bati District-CBS (2009), 2. Project in Kday Takoy Village, Kien
Svay District – Orphanage (2010) and 3. Project in Chroy Chang Va Commune,
Russey Keo District, SBS (2010).
BORDA SEA Partner

8. BNS, Philippines:
- The BNS have project implementation since 2006, all DEWATS SME projects: 5
projects for Slaughterhouses, 3 projects for Public Marked, 1 project for Hospital
and 1 project for Public Building.
BORDA office and ICIC office, Vietnam:
- First project implementation in 2007: Kim Bang General Hospital, 2008 projects:
Asian Animals Fund, Thanh Hoa Pediatrics, Kieu Ky commune, 2010 projects:
Ha Phong Slaughterhouse, Ninh Khanh prison.
Our SEA - Partner in Kunming and Hangzhou are not implementing DEWATS projects,
but DERES and DEWAS projects. Those partners are supported and involved in training
activities and part of the SEA network with the Knowledge Management Structures.
Additional Achievements in SEA partner offices:
Beside the training activities and project implementations some other activities could be
successful completed.
1. In 2010 the BNS in Philippines, BORDA Cambodia and LIRE in Laos have
already finalized their own DEWATS QMS document, adapted to their national
construction standards, in Cambodia also in Khmer language.
2. All partners have implemented the QMS in their new project implementation.
Hence it was possible to start to develop a regional SEA Certification Body and to
plan DEWATS Certification activities.
3. In 2010 a regional SEA - Certification body (DCCB) was established and is now
operational for all regional partner offices. The MoU between the new
Certification Body, the Partner and the BORDA office in Yogyakarta was signed.
4. Also in 2010 an Auditor Training was organized in Cambodia to train a new
Auditor from the BNS office, Philippines.
5. And for a new Cambodian DEWATS project, build in 2010, a Label I and Audit
was successfully conducted. The Lead Auditor for this activity was an Indonesian
DEWATS Expert from LPTP.
Table 4.Certification results from the first Audit and Label activity in Cambodia:
Desktop Audit
Results
Label Audit I
Nonconformity
Mayor
Nonconformity
Minor
0
1
0
7
The Auditor confirmed that the Cambodian Partner has the QMS standards in his project
implemented. Only minor problems were found and will be repaired by the Partner.

9. QMS and the MonEv activities in DEWATS projects
In 2009 the BORDA office in Yogyakarta started to develop a Monitoring and Evaluation
Program for DEWATS projects in Indonesia, to encounter problems in older DEWATS
project implementations.
This program started in 2009, when results from Audits and Supervision activities made
it necessary to improve the Monitoring and Evaluation for DEWATS projects. The QMS
procedures always had requested Monitoring activities from the Partner after the
DEWATS was operational. With the upscaling of DEWATS and a total number of
around 500 projects allover Indonesia, the Partner had difficulties to conduct the
requested QMS monitoring activities for their projects and to support older projects.
The new MonEv program is conducted in two steps:
1. Detailed Monitoring, done by BORDA Partner in the first 2 years after the DEWATS
project is operational. Focus is to check QMS standards, the effluent values and sludge
heights in the DEWATS plant, the O/M performance, the social components etc.
2. Pre-Monitoring for DEWATS systems older than 2 years, involving the Community
Based Organization (CBO) to conduct a basic technical and administrative check of
their project. Supported and coordinated is the activity by AKSANSI, the CBOs
association and since 2011 Partner of the BORDA network.
Furthermore an Evaluation system for the Monitoring results was developed. For the
evaluation of the results, a standard SOP is used to define mayor and minor DEWATS
problems. Also an IT-program was prepared to evaluate the Pre-MonEv forms. And new
forms and SOPs for Detailed Monitoring evaluation were completed. The new MonEv
program is now an integrated part of the QMS system and aims to make DEWATS
projects more sustainable and support better the CBOs, operators and Communities.
Some findings from 2010 monitoring activities in Indonesia:
Technical Problems:
1. SSS system (control chambers and pipes) not conform with QMS standards
2. Biogas is not operational, not used or not connected to the user
3. Missing or insufficient planning documents
4. Rainwater discharged in the DEWATS plants
Social Problems:
1. Low user numbers then design after operational in the CSC
2. Monthly O/M service fees are not paid by the users to the operator/ CBO
3. O+M in DEWATS is insufficient, training to operator insufficient
4. Operator and CBO performance insufficient
5. CONCLUSIONS
The SEA network will continue to work on strategies how to successfully disseminate
DEWATS technology for poor communities and SMEs in South East Asia. The number
of project implementations in the new SEA Partner reflects the success of the Knowledge
Transfer of QMS, EDMS, MonEv and other activities in the last 3 years.

10. The set up of the SEA Certification Body strengthen the new partner and is important for
future exchange and lesson learning between SEA Partners. Additional the SEA
Certification Body will be based and linked to the BSD Expert group in Yogyakarta and
working jointly on the regular revision of the QMS standards but also receive training
activities and other support.
Finally the successful implementation of QMS and developing national adapted QMS
documents make the SEA partner more independently. Also with their first successful
DEWATS projects the partners have good references to address it to new Donors or
Government Programs to support and finance future DEWATS projects.
And with the established knowledge management structures and a Database available to
all SEA Partner, they can benefit from the R+D program on DEWATS new technologies
that are conducted in the BORDA office in Yogyakarta.
Similarly the Monitoring and Evaluation Program will be further developed and
implemented in Indonesia mainly by the new Partner AKSANSI and after the results are
shared with the DEWATS Database and transferred in the training to the SEA Partner.
Future Activities for SEA Partner in 2011
1. SEA staff certification
1st
step: Testing the Engineer with scoring system– already done in 2010
2nd
step: Experiences of Engineer should be recorded and compiled
3rd
step: Soft competences evaluation by Partner Management needs to be done
2. Reviewed & Revision of the QMS documents for every country partner
3. For the Cambodian Partner the Label Audit II need to be conducted
4. For the Philippine Partner BNS the Label Audit I will be conducted
5. The new SEA Certification Body will meet and discuss tasks and activities
6. Training for new Auditors from SEA Partner will be conducted
6. REFERENCES
BSD, BORDA Yogyakarta, “DEWATS QMS Documentation and Certification
procedures”, Version 2006 – 2010
MonEv Working group, BORDA SEA, Monitoring and Evaluation program 2010, Data
from MonEv Program 2008-2010
BSD team, BORDA Certification program Indonesia, Audit and Label results 2009 -
2010.
Ludwig Sasse, DEWATS Decentralized Wastewater Treatment in Developing Countries,
Publisher BORDA, 1998.
Andreas Ulrich, BORDA Bremen, Project documentation: Sustainable management of
natural resources in South-East Asia”. 2008.

11. 7. ABBREVIATION
AKSANSI Association of the Comunity Based Organisationsg
AUSAID Australian Government Overseas Aid Program
BALIFOKUS NGO in Denpasar (Projects in Bali, Ntt and Sulawesi)
BEST Institute for Integrated Economic and Social Development
BMZ German Federal Ministry for Economic Cooperation and Development
BNS Basic Needs Services Philippines
BORDA Bremen Overseas Research and Development Association
BSD DEWATS Certification Body in Indonesia
CBO Community Based Sanitation
COD Chemical Oxygen Demand
CSC Community sanitation center
DERES Decentralized Energy Supply
DEWAS Decentralized Water Supply
DEWATS Decentralized Wastewater Treatment Systems
EDMS Electronically Document Management System
ICIC International Cooperation, Hanoi, Vietnam
LIRE Lao Institute for Renewable Energy
LPTP Center for Community Based Environmental Technology, NGO
MONEV Monitoring and Evaluation
MOU Memorandum of Understanding
QMS Quality Management System
R+D Research and Development
SEA South East Asia
SBS School Based Sanitation
SME Small and Medium Enterprizes
SSS Simplified Sewage Systems
WWP Waste Water Treatment Plant
WB World Bank
YEDI Yunnan Environment Development Institut
ZUT Zhejiang University of Technology