analysis of plan implementation and management experiences of asante akim north district

1

DEVELOPMENT PLANNING IV

ANALYSIS OF PLAN IMPLEMENTATION AND MANAGEMENT EXPERIENCES OF

ASANTE AKIM NORTH DISTRICT

Presented by group six (6)

2

Introduction• Development can be achieved by drawing plans, programs and policies and implementing them.

• The implementation of a plan is one of the important stages

• Plan implementation refers to the process of determining how an initiative will be implemented and setting this out in sufficient detail to enable the policy makers to make an informed judgment about whether to proceed in the light of the risks and requirements involved (Commonwealth of Australia; 2014).

• The purpose of this assignment is to critically assess the performance of Asante Akim North District in plan implementation.

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Objectives• To aid in the assessment of the strengths and weaknesses of the medium term

district development plan prepared by the Asante Akim North District Assembly.• Municipal• To analyse the fiscal health of the assembly and its implications for plan

implementation.

• To identify and analyse factors that affect plan implementation in the district.

• To assess the current capacity of institutions under the assembly to manage the implementation of the District Medium Term Development Plan (DMTDP).

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Assessment of Plan Preparation by Asante Akim North District.

STAGES

CRITERIA

Sequence

Checks

TOOLS & TECHNIQUE USED CONSISTENCY

(in terms of output)

Vision, Mission and

Functions

N/A Vision, mission and function was not provided in the DMTDP of

AANDP. Due to this, the district may not be able to assess the extent of

achievement of their work since visions and missions helps to know

the tasks ahead.

Performance review

of DMTDP

A Matrix to assess the performance of

the MMDA from 2010 - 2013

The output was captured in the district plan. This will help to know

how far the implementation of the plan has reached and also to assess

deviations since the level of achievement is assessed.

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Assessment of Plan Preparation by Asante Akim North District Cont’d

STAGES

CRITERIA

Sequence Checks TOOLS & TECHNIQUE USED CONSISTENCY


Compilation of the

District Profile

-Design of questionnaire.

-Design of interview guides to

guide the data collection for

institutions

-Literature review of

-Key informant survey

-Observations

The plan contains the updated district

profile, Updated district spatial maps, An

analyzed state of social, economic,

political and spatial inequalities which helps to know the section of the population who are being affected by a particular situation

The plan contains the updated district

profile, Updated district spatial maps,

An analyzed state of social, economic,

political and spatial inequalities.

6


STAGES

CRITERIA

Sequence

Checks



Local/Community

Development Plans

N/

A

The district Assembly did not facilitate the preparation of the Local

Development plans which is valuable data for planning and decision

making.

Harmonisation of

community needs and

aspirations with

identified key

development gaps

N/A -A matrix showing Key Development

Problems/ Issues Harmonized under

the appropriate Thematic Areas of the

GSGDA 2010-2013

-Harmonization of District Needs

with GSGDA

The stage was consistent with the guidelines for plan preparation in

terms of output since a matrix showing key development

problems/issues harmonized under the appropriate thematic areas of

the GSGDA 2014-2017.

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STAGES

CRITERIA

Sequence

Checks



Local/Community

Development Plans

N/

A

The district Assembly did not facilitate the preparation of the Local

Development plans which is valuable data for planning and decision

making.

Harmonisation of

community needs and

aspirations with

identified key

development gaps

N/A -A matrix showing Key Development

Problems/ Issues Harmonized under

the appropriate Thematic Areas of the

GSGDA 2010-2013

-Harmonization of District Needs

with GSGDA


terms of output since a matrix showing key development

problems/issues harmonized under the appropriate thematic areas of

the GSGDA 2014-2017.

8


STAGES

CRITERIA

Sequence

Checks



Linking harmonized

Key Development

issues to NMTDPF

S

- A Matrix showing adopted issues/

problems under NMTDPF 2014-2017

The stage was not omitted in the preparation of the district’s

development plan.

Prioritization S -Identification of District Needs and

Aspirations

-Identification of development gaps.

-Analysis of the POCC


terms of output since a list of the prioritized issues including cross-

cutting issues\ and spatial dimensions was stated.

District Development

Goal

-Goals formulated to reflect the

themes of GSGDA

-Application of POCC analysis


terms of output since relevant Thematic Goals of the DA was adopted

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STAGES

CRITERIA

Sequence

Checks



Adoption of District

Objectives and Strategies

-A matrix outlining the issues, adopted

Policy Objectives and Strategies of the DAs.

The provision of a matrix outlining the issues, adopted

Policy Objectives and Strategies of the DAs is proof of

consistency in this stage.

Formulation of

Development Programmes

-Programme Matrix

-A programme Matrix outlined in the DMTDP.

Formulation of Composite

PoA

-Detailed use and description of

implementation matrices

- District Composite PoA prepared.

Preparation of District

Composite Annual Action

Plans

-Detailed use and description of

implementation matrices

-District Annual Action Plans reflecting spatial

planning interventions like SP, LPs and CAPs.

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STAGES

CRITERIA

Sequence

Checks



Adoption of DMTDP -Adopted DMTDP

Implementation of

Annual Action Plans

-Implementation Schedule There was consistency due to the presence of implementation

schedule and its linkage with the budget

Monitoring and

Evaluation (M&E)

- Quarterly and annual reports to the

NDPC and other relevant stakeholders.

There was consistency based on the NDPC M&E guidelines

since an M &E plan was prepared

Development of District

communication

Strategy/Plan

-Meeting with Political leadership,

NGO’s, CSO’S and Donors, Heads of

Department

This stage was consistent with the NDPC guidelines for the

preparation of the DMTDP in terms the preparation

Communication strategies/plans

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Strengths and Weaknesses of Plan implementation process

Criteria Strengths Weaknesses

Consistency - The plan was responsive to the needs of the

people in relation to needs prioritization,

formulation of goals and objectives,

communication strategy, etc.

-

- Vision, mission and function serves as source of direction. Due to this, the district may not be able to assess the extent of achievement of their work since it was omitted.

Vivid description was made on most of the stages in the guideline.

- Spatial development option which aids in the

effective allocation of resources and also it

helps stakeholders and other development

bodies to know the exact location of projects

was not adopted in the plan.

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Assessment of Stakeholder Participation Process Stakeholders Involved Means of Participation (Role Inclusive) Extent of Participation Performance Review Member of the DPCU, Sub

district structures, community members, decentralised departments and traditional Authorities

Public hearing Coordination of activities

Participation by consultation

Data Collection, Analysis and Harmonization

Community members, sub district structures, DPCU

Focus group discussion Participation by interaction

District Development Priorities and POCC

DPCU, sub district structure, decentralised departments

The communities and the sub district structures were not involved at this stage

-

Development Focus Decentralised Departments and DPCU

Development Goal, Projections

Decentralised Departments and DPCU

Objectives and Strategies Decentralised Departments and DPCU

Formulation of Development Programmes

DPCU The communities and the sub district structures were not involved at this stage

-

8.Design of Composite and Annual Plans and Budget

DPCU The communities and the sub district structures were not involved at this stage

-

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Plan Implementation Process

Expected Actual Gap Recommendation

Rational PoA should be based on the DMTDP under the GSGDA I, 2010-2013

–Should support the achievement of DMTDPs

- Ensuring effectively implemented, monitored and evaluated plan

-Plan implementation was based on the DMTDP under the GSGDA I, 2010-2013

-The overall performance of the Assembly during the Plan period was not encouraging

Elaboration on measure to assess monitoring and evaluation

Formation of project team DCE (Chair) District Departments, SPC, Sub-District Councils, Finance and Administration Sub-Committee, NGOs must be identified and engaged in the plan preparation team in addition to the government set up.

-supports the achievement of DMTDPs

-The District SPCs will actively participate in the selection of a preferred development option and evaluate proposed provisions for Structure Plans

- The District SPCs will actively participate in the evaluate proposed provisions for Structure Plans

Gap Analysis

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Plan Implementation Process Expected Actual Gap Recommendation

Budgeting

-Budget is to prepared using MTEF

-Mobilizing required resources for implementation categorised into three (3): taxes, non-taxes and transfers

-Budget was prepared using MTEF

-Estimation of revenue for the plan period 2014-2017 is GHc18, 693,458 and estimated cost is GH¢26,115,530

-Insufficient funds mobilized

- funding gap of GH¢ 7,422,072

- Assembly to improve its internal generation by lobbying for more support from international donors, citizens living abroad ,Floating district Bonds ,Introducing user fees or community contributions

Monitoring and Evaluation - Detail out annual action plans reflecting

spatial elements like Spatial Plan, Local

Plan, linked to the MTEF budget as well as

the M&E, workshop to finalize the AAP,

budget and M&E plan.

-Engagement of other stakeholders in M&E like District Departments, SPC, Assembly members, Sub-District Councils, Parliamentarians, Development Partners, NGOs, Private sector, CSO.

- Periodic site inspection (monthly and bi-annually on 2nd week of every month and June and November of 2015,2016 & 2017

-Quarterly Review meetings with partners on February, April, September and November of years 2015 & 2016 respectively

-

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PESTELI Analysis

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SECTOR ISSUES IMPACT ON PLAN IMPLEMENTATIONPOSITIVE FACTORS NEGATIVE FACTORS

Political -The election of UC ensures grassroots participation (11.87%)

-Good relationship between MP and the district and hence lobbies projects for communities (39.23%.)

-Change in government which leads to discontinuation of projects (42.38%)

-Political favouritism in the distribution of projects to communities (19.36%).

-Inadequate commitment towards projects based on political affiliations (16.37%).

Positive:

-ensures grassroot participation in project implementation (11.87%)

Negative:

-leads to delay in the implementation of projects and at times projects are abandoned.

Economic -Derivation of revenue through tolls from

farmers transporting produce, lumbermen

and also property rate to support projects.

(48.40%)

-Generation of funds through the payment of development levy (51.60%)

-Unemployment and low income levels hinder financial contributions towards projects by the community members. (35.82%)

-Mismanagement of funds by community leaders. (24.18%)

Positive:

-a large revenue base is derived to support plan implementation

Negative:

-hinders financial contributions towards projects by the community members.

Socio-Cultural -Cooperation and support from the traditional council. The TC headed by the chiefs provide land for the implementation of projects. (55.46%)

Taboo days prevent farmers from going to the farms and it slows down production. (54.42%)

Positive: The Traditional Council headed by the chiefs provide land for the implementation of projects

-

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SECTOR ISSUES IMPACT ON PLAN IMPLEMENTATIONPOSITIVE FACTORS NEGATIVE FACTORS

Technological -The existence of Asempa Fm, and information centres helps in easy dissemination of information about projects in the district. (100%)

-It creates unemployment since it is more capital intensive than labour-intensive (51.91%)

-Poor network with the telecommunication services makes it difficult in getting in touch with the office of the District Assembly. (48.09%)

Positive:

-Awareness creation of projects helped in easy

dissemination of information about projects in the district

Negative:

This situation in the district is very crucial since 78.09%

respondent attested to this fact and in a way makes it

difficult in getting in touch with the office of the District

Assembly.Environmental -Availability of land for projects. (58.28%)

-River bodies serve as source of water for the construction of projects. (41.72%)

-The nature of the land prevents the siting of some projects (57.02%).

-Rainfall obstructs the implementation of projects (42.98%)

Positive: Availability of land helps in the siting of

projects.

Negative: The nature of land is undulating and this will

lead to an increase in cost of project implementation.

Legal -The police service helps to curb the menace posed by Fulani herdsmen who allow their cattle to destroy farmlands. (73.64%)

The existence of Bye-laws and the judiciary help to provide an enabling environment on the implementation of projects. (26.36%)

Litigation affects the smooth implementation of plans (100%)

Positive:This helped in providing an enabling

environment on the implementation of projects.

Negative:In this case, there is difficulty in the acquisition

of lands for projects which slows down the

implementation of projects.

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POSITIVE FACTORS NEGATIVE FACTORS IMPACT ON PLAN IMPLEMENTATION

Institutional -the traditional arrangement uses its influence to organise communal labour (54.92%)

There is a problem of whom to report issues that affect project implementation to whether unit committee or chief or the assembly. (62.24%)

Positive:

-The influence traditional authority have on the

community helps in maintaining a project

-The monitoring and evaluation activity undertaken by

the institutions help detect deviations and these

deviations are rectified and corrected as soon as possible.

-It promotes transparency in the assembly.

Negative:

-Bureaucracy

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SWOT Analysis of the Various Departments/UnitsHealth Directorate

Strengths Weaknesses Opportunities Threats-Highly trained staff

Very dedicated and committed staff

Adequate staff to carry out their duties.

Capacity building programmes

-Some staff are not abreast with some requisite skills( analytical, human relations)

-Human resource development workshops can be organized by the NGOs in the district for the staff of the various departments.

-Financial and logistics support from NGO’s.

District Water and Sanitation TeamThe ability of the staff to work together as a team.

They collaborate with the Watsan in the community very often and organize workshops to train them on how to maintain the facility they have been provided with.

The staff needs more training on management and on I.T

The means of transport to carry out the duties were not readily available and was also in poor condition

-Availability of agencies such as KFC, World Vision and CWSA to help in the training, monitoring and evaluation of the institution.

The regular transfers of personnel and the reason being that it affects their flow of work.

Political interference.

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Social Welfare and Community DevelopmentStrengths Weaknesses Opportunities Threats

-Well qualified and trained staff.

Adequate logistics to help them carry out their activities.

-Adequate staff to carry out activities

Traditional authorities as well as assembly men in the area are cooperative.

-Inadequate funds to finance some of their activities

Existence of World Vision to help fund their activities.

Efforts of institutions such as NCCE and Police to improve level of participation among stake holders.

Political interference in the location of activities

Delay in the release of the DACF

District Agricultural Development Unit ( DADU)-Well trained staff

-Availability of capacity building programmes for the staff.

Presence of a market to help in marketing their goods

Adequate staff to carry out their activities. dissemination of projects through their chiefs

-Inadequate logistics for the institution to carry out their activities which slows productivity.

-Availability of the DACF for the district.

Dissemination of information on Agricultural projects through the radio stations.

-Delays in the release of the common fund

Long dry seasons pushes farming season further away

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Key Problems faced by the institutions

Challenges Suggestions

Town and Country PlanningFinancial Difficulty On time release of funds by the District assembly

Acquiring the base map is a challenge since they have to pay the survey department to get it

Base map acquisition should be free

Finance and RevenueUntrained revenue collectors Training programsLeakages Improving record keeping and accountability.

Asante Akim Disaster Prevention and Management Unit

Inadequate logistics (from transportation to office equipment) Availability of adequate logistics

Inadequate funds to run activities Adequate means of transport (a car and motor bikes)

Lack of support from the District Assembly Adequate funds to run regular projects on disaster management

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ASSESSMENT OF FISCAL HEALTH

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Trend of Internal Revenue (2013 – 2015)

2013 2014 20150.00

50,000.00

100,000.00

150,000.00

200,000.00

250,000.00

300,000.00

350,000.00

64,557.40

325,362.68

286,287.95

207,039

294,446

161,863

Trend of Internal Revenue (2013 – 2015)

Budgeted Actual

• actual revenue received in 2013 exceeded the amount that was budgeted in 2013 by 68.81%.

• In 2014 there was a 10.5% decrease in the actual revenue generated.

• The shortfall was due to low collections from revenue heads such as Rates, Fees and Fines, Licences and Rents.

• Budget Committee has proposed measures to curtail the shortfall. These include:

Intensification of the already existing Task Force, Periodic checks at the revenue barriers at Agogo and

Juansa to check under invoicing, reshuffle of the revenue collectors, Maintenance of the Revenue Mobilization Vehicle

which has been granted some time now and period Audit of Revenue collectors by the Internal Auditor.

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Internally Generated Fund (IGF) - 2014

40.30%

1.30%23.70%

16.00%

15.90%

2.90%

Sources of funds for IGF

Fees and fines Rent LandLicenses Rates Others

• The fees and fines as inflows to the assembly were seen to increase with the passing year.

• This can be related to the fact that the district has several agrarian communities in which they have markets established.

• Market fees are collected from some markets like the Agogo market, Juansa market and Hwidiem market.

• most of the produce gained from the farming activities undertaken are charged on when exporting.

• Licenses as a source of revenue to the district assembly decreased from 47094 in 2014 to 35256 in 2015.

• This is due to the inability of the revenue collectors to properly locate the informal traders

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Challenges in revenue generation• Tax evasion on the part of payersMost tax payers evade their responsibilities of paying taxes because they feel the taxes they pay are not effectively and efficiently utilized.

• Inadequate qualified and competent revenue staff or collectors.

• Poor data base on all economic activities in the district (Improper record keeping)

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Assessment of Source of funds for Asante Akim North District

• The district has received low funding from the DDF (GHC 244,805 & GHC150,218) as a result of their poor performances in the FOAT assessment.

• Decrease in DDF- might be as a result of the district being unable to implement some projects which would have qualified them for accessing more district development fund.

• Looking at 2013, it was realized that the total amount of funds dedicated to development expenditure was 5.2%

DACF DDF Feeding Grant0%

20%

40%

60%

80%

100%

120%

1

63.6

%

20.6

%

15.8

%

87.2

%

9.5%

3.3%

100.

0%

2012 2013 2014 2015

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Expenditure (Recurrent)RECURRENT

EXPENDITURE2013 2014 2015

Budgeted

Percentages

Actuals Percentages

Budgeted

Percentages

Actual Percentages

Budgeted

Percentages

Actual Percentages

Personnel Emolument (IGF)

22,200.00

9.6 28,316.11

13.7 36601.61

9.6 30674.48

6.5 60345.85

9.6 22152.85

6.5

Travelling and Transport

38,420.00

16.6 32,965.00

15.9 63343.87

16.55 47016.999

10.0 104436.39

16.55 29665.45

10.0

GeneralExpenditure

149630 64.5 127607.39

61.6 246698.17

64.45 293737.43

62.1 406736.52

64.45 212134.63

62.1

Maintenance/Repair and Renewal

5,200.00

2.2 7,194.00

3.5 8573.33 2.2 81245.89

17.2 14135.03

2.2 58675.08

17.2

Development Expenditure (IGF)

16,680.00

7.1 10,956.50

5.3 27500.67

7.2 19298.80

9.1 45340.94

7.2 13937.21

9.1

Total 232,130.00

100 207,039.21

100 382717.67

100 471973.60

100 630994.73

100 336565.22

100

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Trend of Recurrent Expenditure(2013 -2014)

Personnel emol-ument

Transport General Exp. Maintenance Development Exp.

13.7

%

15.9

%

61.6

%

3.5% 5.3%6.5% 10

.0%

62.1

%

17.2

%

9.1%

6.5% 10

.0%

62.1

%

17.2

%

9.1%

Expenditure by Type of Recurrent Expenditure

2013 2014 2015

• The inflation on petrol prices lead to the rise in transport.

• Personnel emolument increased from 2012- 2015 because the district was created in 2012 and;

• As such people were employed over the years.

• Due to this reason, the wages and salaries also increased over the years from 2012 to 2015.

Assessment of Performance in M&EInstitutions Specific Roles Expected

to be Played

Monitoring and

Evaluation Arrangements

Actual Efforts Challenges faced by

Monitoring and

Evaluation

Measures to address

Monitoring and Evaluation

Challenges

Disaster prevention

and management

unit

Undertakes quarterly

monitoring and evaluation.

-Formation of an M&E

team.

-data keeping and track

keeping of disaster zones

-The formation of

M&E team does

quarterly monitoring of

implemented projects.

-Collaborate with

NGO‟s

-Inadequate logistics.

-Inadequate funds to

run activities.

-Lack of support from

the District Assembly

-Adequate logistics.

-Adequate funds to run regular

projects on disaster

management.

Department of social

welfare and

community

development

-Collaborating with

agencies to carry out the

M&E.

-monitor projects by taking

visits to project sites twice

quarterly to assess their

development level.

-Evaluation is carried out

through peer review on

how projects are done.

-Collaborate with chief

and opinion leaders as

well as assembly men.

-Collaborate with

NGO‟s eg. World

vision to fund their

projects.

-cultural practices

always hinder project

implementation

-Inadequate funds to

carry out M&E.

- Adequate funds to carry out

M&E.

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Institutions Specific Roles Expected

to be Played

Monitoring and

Evaluation Arrangements

Actual Efforts Challenges faced by

Monitoring and

Evaluation

Measures to address

Monitoring and Evaluation

Challenges

District

agricultural

development unit

(DADU)

-Undertakes weekly

monitoring

Formation of an M&E

team.

- submit their

antennary on quarterly

bases to the DA in

monitoring.

-Financial problems

-Lack of vehicles

-Availability of Funds from

government

-Collaboration with other NGOs

so that they can fund some of

the monitoring activities

-availability of vehicles

District health

directorate

-Undertake evaluation

Projects just after

implementation.

-Evaluation is carried out

by using data chats and

field visits.

Formation of M&E team to

undertake monitoring and

evaluation.

Submission of reports on

implemented projects to

track their progress.

-collaborates with

District assembly in

monitoring and

evaluation of projects.

-inadequate Funds -Collaboration with other

clinics and NGOs so that they

can fund some of the

monitoring activities

- timely release of funds from

GOG

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Findings• Political Interference: Political interference tends to pose a challenge in smooth

implementations of the development plans in Asante Akim North district. Most of the activities of the technocrats are being controlled by the politicians especially the DCE who is at the helm of affairs.

• Resource Mobilization :Limited resources are major problems that confront most planning agencies as these resources are needed for physical manifestations of plans. All the institutions within the district are constrained by financial resources and therefore not being able to effectively implement, monitor and evaluate plans as required.

• Stakeholder Participation:The involvement of institutions in implementation and plan preparation are key to the success of development plans.

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Recommendations• Acquisition of the needed logistics needed for smooth

implementation. • The training and re-training of staff. This should be organized for all

the key institutions and other departments involved in plan implementation and management. • Stakeholders should be actively involved in project implementation so

as to have a say in how the projects should be implemented. • There should be effective utilization of the IGF. Measures should be

adopted to reduce revenue leakages by giving them a percentage on the bonus received.

33

Conclusion

• Plan Preparation, Implementation and Management is very vital in promoting development.

• This calls for the need to improve the capacity of the various institution involved and to encourage participation of various sub-structures in the Asante Akim North District Assembly.

analysis of plan implementation and management experiences of asante akim north district

Data & Analytics