87716 nangarhar project construction best practices - jc - presentation #4

الله بسمالرحیم الرحمن

• By the Name of Allah that Most gracious and mercy full

http://www.unops.org/

Building Construction Best Practices Presentation #4

Nangarhar Community Infrastructure Project

Community EngagementHow to engage community stakeholders for successful

construction works and constructed facility



Community Engagement - How to engage community stakeholders for successful construction works and constructed facility

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Objectives of the Presentation To Explain

• what is community engagement. • why it is important to engage the community before start of

construction, and the process and actions to take.• why it is important to engage the community during

construction, and the process and actions to take.• why it is important to engage the community after

construction, and the process and actions to take.


Community Engagement - How to engage community stakeholders for successful construction works and constructed facility

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Objectives of the Presentation• Explain the purpose, objective, and roles/responsibilities of

community engagement in JICA IV Project. • Explain the challenges of community engagement in JICA IV

Nangarhar Project.• Recommend best practices in engaging the community for a

successful construction works and constructed facility.


Key Words used in the presentation

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Construction - the process of creating and building infrastructure or a facility.Community - the people living in a certain place (as a village or city); groups of people living in somewhat close association, and usually under common rules.Engagement - an arrangement to do something or get involved in something. The duration of an agreement or commitment.Stakeholder - a person, group or organization that has interest or concern in an organization, or project.Planning - the process of thinking about and organizing the activities required to achieve a desired goal.Implementation - the realization of an application, or execution of a plan, idea, model, design, specification, standard, algorithm, or policy.



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Prioritize - designate or treat something as being very or most important. Cooperation – the action or process of working together to the same end or common/mutual benefit.Participatory – characterized by or involving or joining with others in doing something. Design – to prepare the plans for a work to be executed.Sustainable – capable of being continued with minimal long-term effect on the environment.Work - activity involving mental or physical effort done in order to achieve a result; being engaged in physical or mental activity in order to achieve a result.



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Process - a sequence of interdependent and linked procedures which, at every stage, consume one or more resources to convert inputs into outputs. Evaluation – the making of a judgement about the amount, number, or value of something; assessment.Strategy – a plan of action designed to achieve a long-term or overall aim; a carefully developed plan or method for achieving a goal or the skill in developing and undertaking such a plan or method. Initiative – an introductory act or step; the ability to begin or to follow through energetically with a plan or task. Challenges - the situation of being faced with something that need great mental or physical effort in order to be done successfully and therefore tests a person's ability.


Key terminology to understand the presentation

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Community Engagement – the act of arranging or planning with groups of people living in close association to do something or get involved in something of duration or commitment.Community Involvement – the action or process of working together with groups of people living in close association to the same end or common/mutual benefit.Participatory Design - an approach to attempting to actively involve all stakeholders in the design process to help ensure the result meets their needs and is usable.Strategic Initiative - a carefully developed plan or method for ensuring the ability to begin or to follow through energetically with a plan or task to achieve a goal. Sustainable Cooperation – the action or process of working together to the same end to achieve a result capable of being continued with minimal long-term effect on the environment.


Community Engagement

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Purpose• To determine if the proposed activity or project is a prioritized

activity or project for the community;• To determine whether there is a need to engage the

community in the project;• To identify the community stakeholders to involved in the

activity or project;• To ensure the activity or project is implemented through a

participatory design process;• To ensure cooperation and community involvement in the

planning and implementation and evaluation of the activity or project;

• To ensure the community accepts and occupy and use the constructed facility.



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Purpose• To identify issues which may not otherwise have been

considered;• To assist the project team to gain a better understanding of

the community needs;• To strengthen relationships between the project and the

community;• To enable the community to be better informed;• To reduce the level of misconception or misinformation;• To ensure commitment and greater ownership of the final

decision by the community;• To encourage the community to put forward ideas.



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ScopeInitiate Engagement• Visit the community;• Identify community leaders and key Stakeholders;• Initiate discussions and get confirmation that the community

has prioritise the project;• Carry out participatory design and confirm community

acceptance of the project design, areas of resource allocation and community contribution;

• Identify selected community members to be involved in the construction implementation process;

• Finalise project plans, resources, participants and roles and responsibilities, duration, and evaluation and communication process, etc.



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ScopeImplement Engagement• Visit the community and meet community leaders and key

Stakeholders;• Present and introduce project team members and role and

responsibilities;• Implement site establishment plan• Carry out construction works• Hold joint (community, stakeholders, project team) inspections

and identify and agree on actions to implement for successful construction, and community acceptance of constructed facility

• Implement identified and agreed actions and works



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ScopeClose Engagement• Visit the community and meet community leaders and key

Stakeholders;• Hold joint (community, stakeholders, project team) inspections

and identify and agree on actions for successful substantial completion and handover of constructed facility;

• Hold joint (community, stakeholders, project team) inspections and identify and agree on actions for successful final completion and handover of constructed facility;

• Handover the constructed facility to the community with inauguration and media protocols;

• Report on community engagement including lessons learned;



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Considerations• Establish standard processes for community engagement;• Identify who will take lead role in facilitating the engagement

process from the project level and the community level;• Identify who needs to be involved in the planning process;• Ensure community engagement is implemented by the

relevant community representatives and stakeholders.• Ensure decision making takes account of outcomes acquired

from such processes along with relevant community culture and practices and local regulations, etc.

• Ensure community is kept informed of decisions and results coming from the engagement and project implementation

• Ensure no activity at the community level is planned or implemented without the community involvement.


Community Engagement before the start of construction

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Why• To ensure community involvement in every stage of the

project (planning, design, construction, closing and handover);

• To clarify decisions and define objectives, gather background information, plan for participation, and selection of the level of engagement;

• To select engagement techniques, and decision maker approval;

• To develop an action plan, establish evaluation measures, and identify participants in the entire engagement period;

• To ensure community participation during construction and community ownership of the constructed facility after construction



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Process• Visit the Community - identify community leaders and key

Stakeholders and initiate discussions and confirm the project is a community priority and there will be full community participation and acceptance of the constructed facility;

• Identify Project Participants - community members to be involved in the planning, design and implementation process.

• Get Community Authorization and Permit – for land use, site establishment, emergency procedures and facility location, local materials suppliers, local construction workers selection procedures, community contributions, etc.

• Finalise Project Implementation Plan – construction plans, resources, participants and roles and responsibilities, duration, and evaluation and communication process, etc.



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Action to take• Get Clarification – on the purpose of the process, the risks

and impacts of the project, the objectives and levels of the engagement, and any necessary background information of the community;

• Identify Key Stakeholders - community individual with influence, and the community leadership and support groups;

• Identify Project Participants - community members to be involved in the planning, design and implementation process;

• Identify Authorization and Permit requirements – for land use, site establishment, emergency requirements, local suppliers, local construction workers, and community contribution, and approval of the Project Implementation Plan.



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Action to take• Visit Community - set up and confirm date and time and

participants of community engagement meeting.• Conduct Quick Brief – inform community leaders and

stakeholders of the purpose of the visit, including meeting agenda.

• Conduct Meeting – confirm the project is a priority for the community; the community members to represent the community in the project implementation, and the assurance of the community participation and acceptance of the constructed facility.

• Receive Authorization and Permits – for land use, site establishment, emergency requirements, local suppliers, local construction workers, community contributions, and Project Implementation Plan.


Community Engagement during construction

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Why• To ensure community involvement in the implementation of

construction works and facility components production.• To determine community observation and conclusion on

construction works quality, defects, non-conformance, progress, and achievement, and recommendation for improvement and successful handover and acceptance;

• To assure joint agreement on construction works to be corrected and made good for community acceptance during handover;

• To ensure community participation in the evaluation and recommendations for site health and safety and environment;

• To form lasting relationships with community members and key stakeholders.



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Process• Prepare Community Engagement Plan - establish date and

time for construction inspection; and share the plan with community project representatives and key stakeholders.

• Visit Project Site - travel to community center, and meet community project representatives and key stakeholders, and share construction inspection procedures, etc.

• Carry out Construction Inspection - meet site management team and inspect and evaluate construction procedures and controls, construction and materials management activities, compliance, and the quality and progress of the works.

• Hold Community Engagement Meeting – discuss observations, expectations and recommendations from the community project representatives and key stakeholders.



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Process• Document Community Recommendations – on

construction procedures and controls, construction and materials management activities, compliance, and the quality and progress of the work.

• Plan next inspection visit - establish date and time for construction inspection; and share the plan with community project representatives and key stakeholders.

• Submit Inspection Visit Report – on observations, and recommended improvements in construction procedures and controls, construction and materials management activities, compliance, and the quality and progress of the work.

• Follow up – on implementation of inspection visit recommendations, and update community project representatives and key stakeholders.



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Action to take• Prepare Construction Inspection Plan - establish date and

time for construction inspection; and share the plan with community project representatives and key stakeholders.

• Visit Project Site - ensure to meet community project representatives before visiting the construction site.

• Document Comments & Recommendations from Community Project Representatives and Key Stakeholders on: construction works completed, ongoing, and planned; risks and issues, construction activity management

including health and safety hazards; Construction works results and expectations; Construction implementation communication and controls.


Community Engagement after construction

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Why• To confirm constructed facility requirements were achieved in

accordance to community expectations and satisfaction;• To confirm that the construction facility can be handed over to

the community, and that the community is prepared to accept the constructed facility;

• To confirm land use, site establishment plan, emergency requirements, local suppliers, local construction workers, and community contributions, and Project Implementation Plan were achieved to the satisfaction of the community;

• To confirm that there are no outstanding issues before closure of construction;

• To get community approval to handover the constructed facility and close construction works and leave the site.



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Process• Get Agreement – from community project representatives

and key stakeholders to proceed with final substantial construction inspection and handover and closure.

• Get Endorsement – to final inspection plan and schedule and the document for substantial completion and defects corrections and defects liability period;

• Plan Final Inspection Visit – plan and share visit schedule.• Visit the Site and carry out Inspection – conduct

comprehensive evaluation of the constructed facility and document substantial completion and defects punch list, and acceptance signatures, etc.

• Submit Report – report on community engagement and lessons learned.



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Action to take• Plan Project Closure – ensure community including

community project representatives and key stakeholders participate in the planning of project closure.

• Get Agreement and Endorsement – to final inspection plan and schedule and the document for substantial completion and defects corrections and defects liability period; and to proceed with the final substantial construction inspection and handover and closure.

• Visit the Site and carry out Inspection – conduct comprehensive evaluation of the constructed facility and document substantial completion and defects punch list, and acceptance signatures, etc.

• Submit Report – report on community engagement and lessons learned.


Community Engagement in JICA IV Project

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Purpose• To identify issues which may not otherwise have been

considered during the development of the proposed facility;• To gain a better understanding of local needs;• To strengthen relationships between the project and the

community including community leadership and key stakeholders;

• To establish a link to ensure and enable the community to be better informed;

• To reduce the level of misconception or misinformation;• To ensure commitment and greater ownership of the final

decision by the community• To encourage the community to put forward ideas for

successful construction.



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Purpose• To identify community members that need to be involved in

project construction management;• To establish standard processes for community engagement

in the project, and ensure those processes are implemented by the relevant community representatives and stakeholders;

• To ensure that relevant decision making takes account of the outcomes acquired from such processes along with the relevant local regulations and other culture practices and acceptable behaviour;

• To ensure where appropriate that the community is kept informed of decisions emanating from community engagement before, during, and after construction.



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Objective• To contribute to the efforts of the Government of Afghanistan

by facilitating community infrastructure rehabilitation in Behsud and Surkhrod Districts in Nangarhar Province.

• To decide to engage by answering questions to determine whether there is a need to engage the community, and to set the criteria to convince clients if it is required.

• To plan in order to clarify decisions and define objectives, to gather background information on the community, and to plan for participation, and the selection of the level of engagement;



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Objective• To design and implement community engagement by

selecting engagement techniques, the decision maker approval, the development of an action plan, the establishment of evaluation measures, and the identification of participants and the running the engagement sessions;

• To report by collating and analysing information, preparing feedback for participants, and reporting to decision makers.



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Roles and responsibilitiesUNOPS Contractor

• Participate in community engagement activities, etc.• To support and contribute to the implementation of UNOPS

Community Engagement Plan.UNOPS Community Liaison Officer

• Plan, design, implement and report on community engagement activities;

• Manage key stakeholders at the community level (CDC)• Prepare reports, feedback information and lessons learned

from community engagement activities.



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Roles and responsibilitiesUNOPS Monitoring Engineer

• Support the planning, design and implementation and reporting of community engagement activities;

• Manage community leaders and key stakeholders directly involved in the day-to-day management of construction works on the site (Contractor and Community Site Engineers, etc.).

• Support in the preparation of reports, feedback information and lessons learned from community engagement activities.



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Roles and responsibilitiesUNOPS Construction Surveyor


• Manage community leaders and key stakeholders directly involved in the day-to-day management of construction surveying works on the site (Community and Contractor Surveyor, etc.).




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Roles and responsibilitiesUNOPS QAQC Engineer


• Manage community leaders and key stakeholders directly involved in the day-to-day management of the quality of construction works on the site (Community and Contractor QC Engineers, etc.).




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Roles and responsibilitiesUNOPS Field Coordinator

• Coordinate the planning, design and implementation and reporting of community engagement activities;

• Manage community leaders and key stakeholders directly involved in the routine inspection of construction works on the site at the district level (DDA, District Governor, District Education, Principal, Clinic Director, etc.).

• Manage the preparation of reports, feedback information and lessons learned from community engagement activities.


Construction Monitoring in JICA IV Project

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Roles and responsibilitiesUNOPS Road Engineer/Project Management Associate


• Support the management of community leaders and key stakeholders directly involved in the routine inspection of construction works on the site.

• Support the preparation of reports, feedback information and lessons learned from community engagement activities.



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Roles and responsibilitiesUNOPS DPM/Senior Construction Engineer

• Recommend the plan, design and implementation and reporting strategies for community engagement activities;

• Recommend management strategy for community leaders and key stakeholders directly involved in the routine inspection of construction works on the site at the district and Provincial levels.

• Manage community leaders and key stakeholders directly involved in the management of the project (Department Heads, Deputy Provincial Governor, etc.)

• Recommend the reports, feedback information and lessons learned from community engagement activities.



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Roles and responsibilitiesUNOPS Project Manager

• Approve recommended plan, design and implementation and reporting strategies for community engagement;

• Approve recommended community engagement plans.• Approve the recommended management strategy for

community leaders and key stakeholders directly involved in the routine inspection of construction works on the site.

• Manage community leaders and key stakeholders directly involved in the management of the project (Provincial Governor, Client, Donor, UNOPS AFOH/HQ, etc.)

• Report activities and lessons learned from community engagement.



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Challenges• Security situation and issues can weaken the implementation

of community engagement strategy and plan. • Strategic planning and engagement can be ineffective if there

are no clear policies and term of reference for community and stakeholder engagement.

• Community engagement can be ineffective if there is no funding in the project award budget.

• The involvement of Contractors in community engagement can be ineffective if there is no budget and terms and conditions in the construction contract.

• Community engagement can be difficult when there is no detailed and comprehensive community engagement toolkit.



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Recommendations• Establish contact with key stakeholders in the community and

strategize for their support during insecurity in the community.• Establish strong policy and Term of Reference for community

and stakeholder engagement.• Include a budget for community engagement for every

community project. • Consider budget and terms and conditions in construction

contracts for the implementation of community projects.• Provide, during pre-construction, detailed and comprehensive

community engagement toolkit and conduct appropriate training, involving the project team and the community.


THANK YOU


87716 nangarhar project construction best practices - jc - presentation #4

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