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Report on Training of National and Regional Water and Health

Sector Experts /Officers on CR-WSPs Auditing and

Key Finding of CR-WSPs Auditing to Wolaita Sodo and Arba Minch town Water Supply and Sewerage

Enterprises April 11-19, 2019

WHO Ethiopia Country Office Addis Ababa, Ethiopia

April 2019

Acknowledgements

Auditing team would like to thank members of the utilities’ CR-WSP team for their cooperation to

provide necessary documents, willingness to take part in the interviews and facilitating field observation

to water supply systems.

We also extend our thanks to Unathi Jack (Consultant, training facilitator) for her guidance, facilitation

and moderation of the field works. WHO-HQ support in recruiting this experienced consultant to

facilitate the training and auditing session is highly appreciated.

Special thanks goes to MoWIE and WHO for coordinating and hosting this special training which has

strengthened the capacity of the water and health sectors at federal and regional levels to adequately

conduct CR-WSPs auditing/assessment.

Table of Contents

Acknowledgements ................................................................................................................................ i

Table of Contents ................................................................................................................................... i

Acronyms ............................................................................................................................................... ii

1. Introduction .............................................................................................................................................. 1

2. Objectives the Capacity Building Training ................................................................................................. 2

3. Methodology and Approaches .................................................................................................................. 2

3.1 Training on CR-WSPs Auditing ............................................................................................................ 2

3.2 External-Informal CR-WSPs Auditing Exercise .................................................................................... 2

4. Key Findings of CR-WSPs Audit to WSTWSSE and AMTWSSE / Utilities ................................................... 3

4.1 Training on CR-WSPs Auditing ........................................................................................................... 3

4.2 External-Informal CR-WSPs Auditing Exercises and Support Provided to CR-WSPs Teams ............... 3

4.2.1 WSTWSSE CR-WSPs Audit Findings .............................................................................................. 5

4.2.2 AMTWSSE CR-WSPs Audit Findings ............................................................................................. 9

5. Reflection of the Utilities and Training Participants ............................................................................... 12

6. Way Forward (Identified Action Points).................................................................................................. 12

Annexes ............................................................................................................................................... 14

ii

Acronyms

AMTWSSE Arba-Minch Town Water Supply and Sewerage Enterprise

AMU Arba-Minch University

COWASH Community-Led Accelerated WASH

CR-WSPs Climate resilient water Safety Plans

DfID UK Department for International Development

EFY Ethiopian Fiscal Year

EPHI Ethiopian Public Health Institute

GAA German Agro Action

GI Galvanized Iron

HDPE High Density Polyethylene

HEW Health Extension Worker

MoWIE Ministry of Water, Irrigation and Energy

PHCU Primary Health Care Unit

SNNPR Southern Nations, Nationalities and Peoples Region

SOPs Standard Operational Procedures

WHO World Health Organization

WSTWSSE Wolaita Sodo Town Water Supply and Sewerage Enterprise

WSU Wolaita Sodo University

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1. Introduction

Climate change and weather variability impacts the water sector with significant consequences. Ethiopia

has one of the most complex and varied climate in the world due to its diverse geography resulting in

drought and flood which has a direct negative impact on the quantity and quality of water for drinking,

domestic use and agriculture.

Implementation of Climate Resilient Water Safety Plans (CR-WSPs) approach means that a proactive

assessment and management of risks to drinking-water from source to consumers enables the suppliers to

manage vulnerability of the water supply systems to climate change effects and ensures the safety of

drinking water. This approach takes in to consideration impacts of climate change on the water supply

system and its effect on the consistent supply of safe drinking water supplies in required quantity and

affordability and accessibility of the water supplies.

Between 2014-2018, WHO and DFID have initiated and provided technical and financial support for

implementation of ‘'Building adaptation to climate change in health in least developed countries through

resilient WASH'' project in Ethiopia. The project has supported development of the national framework for

climate resilient water safety plans, and CR-WSPs implementation guidelines for urban and rural water

supplies, and cascaded capacity building trainings on the development and implementation of water safety

plans for urban utilities and communities. Additionally, Ethiopia with the support of this project, has

developed and implemented 31 CR-WSPs in 5 regions of the country (Oromia, Amhara, SNNPR, Tigray and

Benishangul-Gumuz) and has benefited approximately 1.25 million populations living in 14 urban and 17

rural areas.

The ongoing DFID-funded project “Delivering climate resilient water and sanitation

in Africa and Asia”, provides opportunity to build capacity of the federal water and health sector ministries

and regions on CR-WSP auditing and to initiate auditing of the CR-WSPs. Furthermore, it is believed that

information acquired from CR-WSPs auditing exercises will have a number of benefits to advance

effectiveness of CR-WSPs implementation and maintenance, and further contributes to water suppliers’

effort to comply with regulatory requirements. Additionally, audit findings will be used for revision of policy

frameworks, to advocate and to scale up CR-WSPs implementation in the country.

Therefore, the overall objective of the CR-WSPs auditing training program is to institute clear

understanding on the importance of CR-WSPs auditing, provide key national and regional experts/officers

with CR-WSPs auditing experience and to identify strengths and opportunities to improve the CR-WSPs and

to inform the revision of existing national CR-WSPs strategic frameworks, Implementation guidelines,

training manual and development of future CR-WSPs training programmes. Hence, there will be a pool of

well-informed and skilled CR-WSPs auditors at national and regional levels.

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2. Objectives the Capacity Building Training

To build the knowledge and skill capacity of water and health sector experts/officers working at

Federal ministries, NGOs, development partners and regional bureaus on the CR-WSPs auditing;

To assess CR-WSPs of the selected utilities is complete, up–to-date and climate issues are

considered in development and implementation;

To provide support to the CR-WSPs team of the selected utilities to improve their CR-WSPs.

3. Methodology and Approaches

3.1 Training on CR-WSPs Auditing

Training was commenced by welcome speech delivered by the deputy commissioner of the water

development commission of the Ministry of Water, Irrigation and Energy followed by participants’

introduction. The three days theoretical training session was conducted from April 11-13, 2019 and

has employed experiential learning approaches which include mini-presentation, small group

activity and poster presentation on each of the 10 CR-WSP steps/topics. The training was facilitated

by international consultant through the support of WHO-HQ.

Participants have internalized purposes of the CR-WSPs auditing, activities to be conducted before

(review of relevant documents), during (inception meeting, interviews and observation to the

water supply system) and after an audit (qualitative scoring and exit meeting), and tools for CR-

WSPs auditing.

3.2 External-Informal CR-WSPs Auditing Exercise

Being part of the training, a total of 14 senior officers/experts with technical background and

understanding of CR-WSPs concept, experience in developing CR-WSPs and training facilitation (5

from regional water Bureaus, 5 from Federal Ministry of Water, Irrigation and Energy, 2 from

health, 1 from WASH development partner-COWASH and 1 from WHO) were engaged in the actual

external-informal CR-WSPs auditing exercises to Wolaita Sodo Town Water Supply and Sewerage

Enterprise (WSTWSSE) and Arba Minch Town Water Supply and Sewerage Enterprise (AMTWSSE)

/utilities in the SNNP region. The CR-WSPs auditing employed participatory assessment technique

including review of previous and existing CR-WSPs documents, operational procedures/guidelines,

records and reports of the utilities, interviews with CR-WSPs teams and field observations to

improvement activities implemented in the catchment/ water supply sources (bore holes and

springs), pumping stations, water treatment units, reservoirs, distribution points and valve

chambers, and water quality monitoring laboratories. Interviews with WSTWSSE were

administered by the training facilitator and notes on responses of the CR-WSPs team were taken by

each of the participants. Participants are divided in to 6 small groups of 2-3 participants to identify

strengths and main improvement opportunities under each of the CR-WSPs steps and to

qualitatively score performances based on the guidelines. With the moderation of the training

facilitator, participants thoroughly analyzed the scores given by each small groups and finalized the

qualitative assessment. Finally, key findings (strengths and main improvement opportunities) are

identified and presented to the CR-WSPs team on the exit meeting.

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Whereas, each of the small groups are given opportunity to administer interviews to AMTWSSE CR-

WSPs team and the same procedure employed on note taking, identification of strengths and main

improvement opportunities, scoring, and presentation of key findings to AMTWSSE CR-WSPs team

members. The training facilitator was providing backstopping of the moderation during the whole

processes of auditing exercises.

4. Key Findings of CR-WSPs Audit to WSTWSSE and AMTWSSE / Utilities

4.1 Training on CR-WSPs Auditing

In sum, a total of 26 water supply and health experts/officers represented by the five regional

Water and Health Bureaus, Federal Ministry of Water, Irrigation and Energy, Ethiopian Public

Health Institute, Addis Ababa, Bahir Dar and Adama Universities, GAA from international NGO,

COWASH from development partner and from WHO have successfully attended the three days

training (Annex 1).

4.2 External-Informal CR-WSPs Auditing Exercises and Support Provided to CR-WSPs Teams

External-informal CR-WSPs auditing exercise conducted to the utilities have adequately verified

implementation status of the CR-WSPs plans, its completeness and whether the utilities have up-

dated their plans. In-depth analysis of qualitative information from reviews of existing documents,

interviews and field observation to the selected water supply systems and overall performance

status of the utilities are presented as follows (Table 1). Additionally, main strengths and

improvement opportunities specific to WSTWSSE and AMTWSSE is described under section 4.2.1

(Table 2) and 4.2.2 (Table 3), respectively. Following presentation of the key audit findings,

technical guidance was given to each of the CR-WSPs team members on how to develop CR-WSPs,

development of SOPs and improve their documentations.

Audit result shows that, on average CR-WSPs implementation performance level of WSTWSSE and

AMTWSSE is at 58.04% and 77.3%, respectively. WSTWSSE audit finding indicated that there are a

number of critical gaps in the development and implementation of the CR-WSPs and priority

attention is needed from regional and federal CR-WSPs technical team to support the utility to

review and revise the CR-WSPs , documentation and conduct similar informal audit at least once-a

year so as to support WSTWSSE to maintain CR-WSPs implementation. Whereas, findings of the

AMTWSSE auditing showed major CR-WSPs elements have been generally implemented, recording

keepings up-to-date and good progress has been made to implement the CR-WSPs. In sum, table 1

provides information to both utilities where they can make improvement specific to CR-WSPs

steps.

The feedback given on main findings of the audit up on the exit meeting was well acknowledged

and received by the utilities’ CR-WSPs team and encouraged CR-WSPs teams to discuss their

experiences/challenges related to CR-WSPs development and implementation. Additionally, the

feedback helped to draw attention to some fundamental misinterpretation of the CR-WSPs

elements such as the difference between existing control measures and additional control

measures, importance of linking priority risks -improvement plans and operational monitoring, and

the rational for water quality testing under operational monitoring and verification (compliance

monitoring).

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Table 1: Results of qualitative assessment of WSTWSSE and AMTWSSE CR-WSPs implementation (2016-2019)

Audit Areas/WSP steps Wolaita Sodo Town Water Supply Utility (WSTWSSE) Arba Minch Town Water Supply Utility (AMTWSSE)

Total Points

Audit Score

Audit Score (%)

Performance level/status Total Points

Audit Score

Audit score (%)

Performance level/status

1 CR-WSP Team 20 15 75.0 Good 20 18 90.0 Very Good

2 System Description 20 6 30.0 Priority Attention 20 14 70.0 Average

3 Hazard Identification and

Risk Assessment

24 14 58.3 Attention Needed 24 15 62.5 Attention Needed

4 Improvement Plan 12 7 58.3 Attention Needed 12 10 83.3 Good

5 Operational Monitoring 8 7 87.5 Very Good 8 7 87.5 Very Good

6 Verification NA NA NA NA 20 14 70.0 Average

7 Management Procedures 12 9 75.0 Good 12 11 91.6 Very Good

8 Supporting Programs 8 4 50.0 Attention Needed 8 7 87.5 Very Good

9 Review and Revise 8 3 37.5 Priority Attention 8 6 75.0 Good

Total Score 112 65 58.04% Attention Needed 132 102 77.3% Good

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4.2.1 WSTWSSE CR-WSPs Audit Findings

Table 2: Strengths and areas of future improvement associated with CR-WSPs implementation of the Wolaita Sodo Town Water Supply and

Sewerage Enterprise (WSTWSSE)

WSP Steps Main Strengths Improvement Opportunities

1 CR-WSP Team The utility has updated lists of the CR-WSP team members formally assigned re/presented by the utility, health, environment, NRM, and municipal offices

Get expertise support from Wolaita Sodo University (WSU) with regard to climate issues and assessments

Head of the health office and operation and maintenance, HR case team leaders are represented in the CR-WSP team and the team is chaired by the utility manager

Interviews with CR-WSP team shows that the team has convened several meetings since its establishment, but the audit team has verified that there is only one meeting minutes convened

Documentation of CR-WSP team members with their defined individual and collective roles and responsibilities and address according to the format/template in the CR-WSPs implementation guidelines

Consultation of different climate information sources to address in the review and revision of the CR-WSPs

Specification of the frequency of the CR-WSPs team in the review and revision section of the WSP, conduct and document meeting minutes and follow up implementation of action points

2 System Description

Presence of hand drawn labeled sketch map of the water supply sources, pump stations, row water reservoirs, treatment chambers, treated water reservoirs, distribution pipe systems and public fountains.

Interviews revealed that treated water is used for domestic consumption, commercial, institutional, gardening and small local industries such as Garage, production of construction materials, etc

Revision and preparation of CR-WSPs document that adequately and clearly narrate the water supply system including water uses and users, asset profile, potential for climate, environmental, and anthropological related/associated hazardous events /hazards at each water supply process steps, status of household safe water storage practices and the current and intended quality standards of the drinking water (based on water quality test results)

Updating of water supply scheme flow chart with labels from catchment to point of consumption

Segregation of the water use based on water demand for different purposes

3 Hazard Identification and Risk

Review of the risk assessment matrix shows that, Hazardous events and associated hazards at catchment/source, treatment unit, water storage

Clearly define risk assessment methodology, show clear description/ definition of the likelihood of occurrence of the particular hazardous event and its frequency and corresponding

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Assessment reservoirs, in the distribution pipe lines/systems and point of consumption are identified and documented

Existing control measures are identified and effectiveness of some of the existing control measures are validated

Risk assessment for each hazardous events and corresponding severity are conducted and priority issues (risk level) are identified and documented

Additional control measures (activities) are identified for priority issues that need intervention

aesthetic, users compliant and/or health impacts (consequences/severity)

Conduct sanitary inspection/technical assessment to water supply system from catchment to point of consumption, Clearly identify and document climate, environment and anthropologic associated hazardous events and hazards that could occur at each water supply systems (catchment/source to point of use)

Thoroughly examine the extent to which the existing control measures could minimize/remove or prevent entrance of climate related and other hazardous events in to the water supply system for each catchment/source, pumping, reservoir, treatment unit, distribution system and point of consumption

Based on the analysis of climate information, consider in risk assessment mechanism through which climate induced hazardous events (flooding and drought) exacerbate entrance of hazardous events/hazards in to the water supply system

Consider additional control measures (activities) that address all identified hazardous events and hazards stated in the risk matrix (e.g.; hazards associated with agricultural activities in the catchment)

4 Improvement Plan

The Improvement plan (additional activities that address priority risks) have been developed

Each plan activities to improve safety of the drinking water have corresponding cost and responsible body and timeline is identified and documented

Implementation of the planned physical activities is verified through presentation made by the utility, discussion/interviews and field observations to selected water supply system

Additional activities (control measures) stated in the improvement plan needs direct linking with the hazardous events and priority risks identified at each of the water supply system

Give responsibility of implementing activities related to hygiene and sanitation promotion to town public health offices (HEWs and PHCUs)

Keep records and reports that clearly show performance status of planned activities

5 Operational Monitoring

Presentations and observations made to implemented physical activities such as flood diversion structures, replacement of old GI pipe lines by HDPE pipe, renovated valve chambers, fencing around water sources and public

Prepare and implement operational monitoring plan at catchment/source, pressure lines, row water reservoir, treatment unit, clean water reservoir, distribution system and at household level that include what to monitor, when to

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water distribution points and water quality testing reports are an indirect indication of documentation of operational monitoring of planned activities

monitor (frequency), responsible unit/expert, critical limit (standard to be met), and methods to verify its implementation and current implementation status)

6 Verification Not Applicable Initiate verification (surveillance/compliance monitoring, internal auditing and structured customer satisfaction survey) by local health authority

7 Management Procedures

Raw water pumping operational procedure written in Amharic language and log book is put in place and is made accessible to the operator

Water quality lab analysis using kit method together with operational procedures/manual and parameter to be tested/monitored are put in place and accessible to the technologist

Components of the water supply system that are vulnerable to flooding, exposed to microbial contamination, frequent bursting are identified and monitored

24 hour free call system is put in place to gather information concerning supply interruption, and breakage/leakage in the pipe lines

Health authority at Primary Health care Unit, sub-city and zonal offices have functional integrated disease surveillance and response system (IDRS)

Prepare diesel generator preventive maintenance and health and safety procedures

Prepare standard operation procedure for chlorine dosing (for both shock chlorination following repair/maintenance of the system and routine disinfection), chlorination equipment maintenance, disposal of chlorination byproducts, health and safety procedures and for reservoir washing

Train respective operators on the newly prepared operational procedures and make accessible to the staff and document the SOPs

Prepare water quality testing and communication plan and include quality standards to monitored in the water quality test result recording and reporting forms

8 Supporting Programs

The utility has established water quality laboratory and is being supporting operational monitoring

Trainings has been given to pump operators, water quality experts,

Water quality experts of the regional water resource and energy bureau regularly provide technical support to the utility’s water quality laboratory (chlorine dosing and internal compliance)

Low income households survey and water supply system asset mapping are ongoing in collaboration with the

Convene regular CR-WSP team meeting , monitor action points and document it

Prepare remaining SOPs, train operators and document properly

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Wolaita Sodo University

Some of the SOPs mentioned in section 7 are developed and prepositioned

Quarterly Community meeting sessions

9 Review and Revise

not done Conduct sanitary inspection /technical assessment to water supply systems from catchment to point of consumption, re-identify hazardous events and hazards, reassess the risks, update scheme flow diagram and improvement plans and corresponding operational monitoring plans

Overall CR-WSPs implementation level (58.04%)-attention needed

Main Strengths:

CR-WSPs for Wolaita town represents a solid platform for future continuous improvement

Knowledgeable, committed and dedicated staff

95% water supply coverage to the town

High user satisfaction and confidence in the safety of the water supply

Many important field-level operational, maintenance & management activities are being carried by staff involved

Many significant risks have been identified and are being managed

Some important improvements actions have been implemented/planned (e.g. consumer awareness, Non Revenue Water(NWR) reduction, Health related incidents improvements)

Main Improvement Opportunities:

Organize available CR-WSP documents, review and revise the plan for the remaining months of EFY 2011 (2019) and EFY 2012 (2019/2020)

Document copy of the CR-WSPs, team meeting minutes, SOPs, operational monitoring, standards and water quality test results and reports.

Initiate verification (compliance monitoring by sub-regional public health laboratory, auditing and structured customer satisfaction survey)

Revitalize CR-WSPs team and keep regularity convening meetings

Revitalize technical support by Regional Water Bureau and Federal MoWIE mainly on refresher training on the national implementation guidelines, and review and revision of CR-WSPs

Plan for CR-WSP team meeting schedule and for non-regulatory informal-internal audit as part of CR-WSPs implementation operational monitoring plan

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4.2.2 AMTWSSE CR-WSPs Audit Findings

Table 3: Strengths and areas of future improvement associated with CR-WSPs implementation of the Arba-Minch Town Water Supply and

Sewerage Enterprise (AMTWSSE)


1 CR-WSP Team

Utility staff with various responsibilities from municipality, customers’ forum, women affaire, town finance and economic development, Agriculture/NRM and Health offices are represented in the CR-WSP team and

The CR-WSP team is chaired by the utility manager, Team members responsibility are defined and team meetings minutes are documented

Include investment office, Arba-Minch University and NGOs implementing WASH projects in the CR-WSP team. Good to include organization if any or experts to be consulted for matters related to climate change

Request for formal assignment of the professional to be CR-WSP team member from other stakeholders and document

2 System Description

Water supply system from catchment/source to point of consumption is clearly described. Type of sources, pump size and number, pipe line age, length, type and size, reservoirs volume,

Number of water users and uses, water demand and supply gaps, and

Existing challenges to ensure water safety at each process steps are described in detail.

Update schematic diagram of the water supply system and show hazardous events of both climate and non-climate ones

Consult different sources of climate information, analyze and describe its impacts on the catchment/source, distribution system and household levels

Keep updating of the water supply system

3 Hazard Identification and Risk Assessment

Likelihood of the hazardous events to occur is well defined and 5 X 5 risk assessment matrix is used to assess risks and risk level,

Hazardous events and hazards have been identified at catchment/source, treatment unit, reservoir, distribution system and at household level

Control measures for identified hazardous events are identified and documented

Clearly define severity/consequences that could result as a result of occurrence of the hazardous event ( aesthetic, users compliant and/or health impacts)

Identify existing control measures and thoroughly examine the extent to which the existing control measures could minimize/remove or prevent effects of climate associated and other hazardous events on the water supply system mainly on the catchment/source, pumping, reservoir, treatment unit, distribution system and point of consumption

After validation of the existing control measures, assess risk and identify additional control measures/activities

Consider additional control measures (activities) that address all identified hazardous events and hazards stated in the risk

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assessment matrix (e.g.; hazards associated with agricultural activities, expansion of factories and hotels in the catchment)

Preferable to use the national CR-WSPs implementation guideline in risk analysis (3x3 risk assessment matrix) for consistency

Climate change related risks to be analyzed explicitly throughout the water supply system.

4 Improvement Plan

Activities that priority risks are described, costs and units responsible unit for its implementation and timeline is described and documented

Clearly describe additional activities (control measures) stated in the improvement plan and directly link with identified hazardous events and priority risks determined at each of the water supply system

5 Operational Monitoring

Operational monitoring of planned activities starting from catchment/source, pumping of raw water, water reservoir, treatment unit, clean water reservoir, distribution system and at household level are well described including what to monitor, when to monitor (frequency), responsible unit/expert, critical limit (standard to be met), and methods to verify its implementation

Jointly monitor implementation of improvement plans/activities related to hygiene and sanitation promotion together with town public health offices

Good to include sanitary survey in the operational monitoring activities and the findings to be documented

6 Verification Customer satisfaction is continuously monitored, and the sub-regional public health laboratory periodically conducts water quality testing (compliance monitoring)

Create communication system with Sub-Regional Public Health Laboratory and encourage regular sharing of the water quality test results with the utility

Conduct formal internal audit to CR-WSP implementation, and region and federal team to provide technical support in this regard

Maintain customer satisfaction assessment

7 Management Procedures

Operational procedures for preventive maintenance, repair and management of the water supply system are developed including;

o SOP for microbiological, chemical and physical water quality testing, recording book and reporting formats with WHO quality standards for each that incorporated for the test results ,

o SOP for preparation of chlorine stock solution, o SOP pump maintenance and operation, etc are

Designate separate table/room for microbiological and chemical water quality testing and analysis

Prepare procedure for shock chlorination, reservoir washing, safe disposal of treatment byproducts (sludge) and electrical pumping and document

Provide training for operators on newly developed standard operational procedures/guidelines

Continuously conduct customer satisfaction survey

Designate sample collection sites on the basis on vulnerability

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prepared/updated, made accessible for operators and documented

o SOP on safety measures on handling calcium hypochlorite

Sites in the water distribution networks where frequent pipe line bursts and suspected for gross contamination (incidents) are identified, monitored and corrective measures are taken

Public water system are fenced and catchments are delineated to prevent from possible man-made and natural disaster, lab reagents are labeled, and emergency response plan is prepared and documented

Entrance in to spring water source sites is monitored by the security guards

of the water supply system considering climatic and anthropological factors and determine number and frequency of sample collection and water quality analysis taking in to total population of the town including university communities.

8 Supporting Programs

Existing SOPs are laminated and posted at operation sites,

Trainings are given to operators on existing SOPs

Training is given for utility staff on CR-WSP planning and implementation, on hygiene and sanitation promotion for HEWs, environment and utility staff

Customers’ satisfaction survey questionnaires prepared and used

Periodically conduct capacity need assessment and provide in-service training for utility staff

Include climate change related issues supporting program

9 Review and Revise WSPs

CR-WSP plan developed in EFY 2008 (2016/17) is reviewed and revised for EFY2011 (2019) and documented

Further consider climate related issues at each water supply system for review and revision of EFY 2012 (2020)

Use a 3 X 3 risk assessment matrix for the next CR-WSPs revision as per the national implementation guidelines

Keep linkage between identified hazardous event/hazards, identification and validation of the existing control measures, risk assessment, additional control measures and improvement plans

Overall CR-WSP implementation level (77.3%)-Good

Main Strengths:

Developed CR-WSPs document that follows necessary steps and requirements

CR-WSPs for Arba Minch town represents a solid platform for future continuous improvement

Knowledgeable, committed and dedicated staff

Main Improvement Opportunities:

Strengthen communication with the Sub-Regional Public Health Laboratory and begin verification (compliance monitoring)

Revitalize technical support provided by Regional Water Bureau and Federal MoWIE to the utility mainly on refresher

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90% water supply coverage to the town

Continuous assessment of customer satisfaction and developing confidence on water service delivery;

Development of SOPs for field-level operation

Computer access is not a limiting factor – write on papers to carry out tasks

Some important improvements actions have been implemented/planned (e.g. consumer awareness, NRW reduction)

Establishment of well functioning water quality testing laboratory;

Engaging relevant sectors in CR-WSPs team

training on the national CR-WSP implementation guidelines, and review and revision/updating of the CR-WSP s

Plan for WSP team meeting schedule and for non-regulatory informal-internal audit as part of CR-WSPs implementation operational monitoring plan

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5. Reflection of the Utilities and Training Participants

Training participants have reflected that they have acquired basic knowledge and skills on planning and

implementation of the CR-WSPs auditing. Note taking and scoring exercises has created opportunity to

understand detailed issues to be considered under each of the 10 CR-WSPs steps and share experiences

among participants;

Utilities have recognized that CR-WSPs is important tool that have contributed to their service delivery

improvement;

Utilities have acknowledged that the audit exercise has supported them to shade light on their gaps

related to practices on the CR-WSPs development, implementation, monitoring and documentation;

Inadequate technical support and guidance to utilities from the regional water bureau and federal

ministry is discussed to be one of observed gaps in the development, implementation of CR-WSPs and

process documentation;

Water supply system description was not fully described with system diagram, risk assessment

methodology was not consistent to the national guideline, lack of clear connection/direct linkage

between identified hazardous events /priority risks with the respective incremental improvement plan

matrix as well as knowledge gaps on the purpose of water quality testing under operational monitoring

versus compliance monitoring/verification are identified to be areas of future improvement through in-

service training for the utilities;

Gap in integrating climate change and variability information and risks in CR-WSPs development and

implementation by both water utilities.

6. Way Forward (Identified Action Points)

Prepare draft report on CR-WSPs training and auditing exercise to Wolaita and Arba Minch Towns water

supply utilities, incorporate comments of team leaders and training facilitator, share the final report with

concerned stakeholders and audited utilities and document;

Inform CR-WSPs team of the remaining urban utilities and rural water supplies involved in the piloting of

CR-WSPs implementation in the five regions to organize relevant documents including CR-WSP plans,

minutes, SOPs, records and reports;

Adapt CR-WSPs auditing/assessment tools to local context;

Conduct CR-WSPs Auditing to the remaining pilot urban utilities and community managed rural water

supplies, document lessons (best practices and challenges) and then use the finding for future scale out

and scale up of CR-WSPs implementation;

Revitalization of the Federal CR-WSPs Technical team so as to sensitize and fill the gap associated with

diminishing of institutional memory about CR-WSPs implementation among newly assigned top

leadership (ministers, state ministers and directors) which is mainly due to frequent leadership turnover

and reformation of the organizational structure;

Capacity building and technical support to regions and the utilities (refresher training and development

of comprehensive/complete CR-WSPs, revitalizing regional CR-WSPs taskforce ). The support may also

include financial support to implementing utilities and woredas.

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Ministry of Water, Irrigation and Energy to prioritize institutionalizing/mainstreaming CR-WSPs in their

regular plan (planned, budgeted, monitored and reported), and to communicate the respective regional

water bureaus for the same purpose.

Integrating climate issues at stage of study and design, construction and then in to routine operation and

management of water supply infrastructures;

Revision of the existing CR-WSPs strategic frameworks, urban and rural implementation guidelines based

on information generated from the Auditing exercises, current reform/reorganization in the key sector

ministries, and revise and integrate climate issues under each of the 10 steps of Urban managed utilities,

6 tasks of rural managed water supplies and the training materials;

Incorporation of CR-WSPs implementation in the core performance indicator of water supply utilities ,

regional water bureaus, and woreda water offices is good opportunity for scaling up implementation of

the CR-WSPs;

Organize national workshop to disseminate auditing findings and develop road map for scaling of CR-

WSPs

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Annexes

Annex 1: Lists of CR-WSPs Auditing Training participants,

S. No Full Name Organization Phone # e-mail

1 Eyob Abebe MoWIE 0911675714 [email protected]

2 Habtemariam Tilahun

SNNPR-Water Bureau 0916864668 [email protected]

3 Sisay Derso EPHI 0913020629 [email protected]

4 Hagos Gigar Tigray Water Bureau 0914759278 [email protected]

5 Yilkal Misskre Amhara Water Bureau 0918240806 [email protected]

6 Solomon Addisu Bahir Dar University 0911041030 [email protected]

7 Lake Dires Benishangul Gumuz Water Bureau

0911582837 [email protected]

8 Yared Legesse 0912129525 [email protected]

9 Ermias Worku MoWIE 0911459263 [email protected]

10 Belay Siyoum MoWIE 0912010848 [email protected]

11 Alemayehu Worku German Agro Action 0911562517 [email protected]

12 Asfaw Wondimu Oromiya Water Bureau 0911002633 [email protected]

13 Andualem Mekonnen

Addis Ababa University 0960146732 [email protected]

14 Yirgalem Esuneh MoWIE 0919997941 [email protected]

15 Ashenafi Dabese Adama Science and Tech. University


16 Goitom G/Medhin 0914728687 [email protected]

17 Nuredin Mohammed MoWIE 0912205583 [email protected]

18 Azeb Tadesse MoWIE 0913060736 [email protected]

19 Tamiru Gedefa MoWIE 0911718717 [email protected]

20 Balew Yibel MoWIE 0911561829 [email protected]

21 Semunesh Golla MoWIE 0911123708 [email protected]

22 Shewanesh Demeke MoWIE 0911375771 [email protected]

23 Asrat Bitew Amhara Health Bureau 0918021359 [email protected]

24 Mussie Hailegiorgis COWASH 0911831418 [email protected]

25 Mihretab G/Tsadik MoWIE 0912099925 [email protected]

26 Osman Yiha WHO 0911876059 [email protected]

27 Unathi Jack Consultant-Facilitator 0833624077 [email protected]

12

Annex 2. Lists of CR-WSPs Auditing team members


1 Eyob Abebe MoWIE 0911675714 [email protected]

2 Habtemariam Tilahun SNNPR-Water Bureau 0916864668 [email protected]

3 Hagos Gigar Tigray Water Bureau 0914759278 [email protected]

4 Yilkal Misskre Amhara Water Bureau 0918240806 [email protected]

5 Lake Dires Benishangul Gumuz Water Bureau


6 Yared Legesse 0912129525 [email protected]

7 Ermias Worku MoWIE 0911459263 [email protected]

8 Belay Siyoum MoWIE 0912010848 [email protected]

9 Asfaw Wondimu Oromiya Water Bureau


10 Yirgalem Esuneh MoWIE 0919997941 [email protected]

11 Goitom G/Medhin 0914728687 [email protected]

12 Balew Yibel MoWIE 0911561829 [email protected]

13 Mussie Hailegiorgis COWASH 0911831418 [email protected]

14 Osman Yiha WHO 0911876059 [email protected]

Annex 3. Lists of WSTWSSE/utility CR-WSP team members attended auditing session/exercise


1 Habtamu Fanta WSTWSSE 0904757818 [email protected]

2 Simon yana WSTWSSE 0916484942 [email protected]

3 Merihun Oche WSTWSSE 0904757858 [email protected]

4 Muse G/Selassie WSTWSSE& project 0954792032 tutimuse2000 gmail.com

5 Seifu H/Mariam WSTWSSE 0913070219 -

6 Mesfin W/Medhin WSTWSSE 0928718737 -

7 Kidst Fanta WSTWSSE 0911014194 -

8 Begide Yacob Health Sector 0916579555 -

12

Annex 4. Lists of AMTWSSE/utility CR-WSP team members attended auditing session/exercise


1 Workineh Abraham AMTWSSE 0926162152 [email protected]

2 Taffere Tadesse AMTWSSE 0988706703

3 Sileshi Getachew AMTWSSE 0911729119

4 Siyum Adane AMTWSSE 0916341767

5 Bogalech Dinbere AMTWSSE 0916878030

6 Alemayehu Aleko AMTWSSE 0954773593 [email protected]

7 Andualem Argachew AMTWSSE 0910286634

8 Adane Andreo AMTWSSE 0969613931

9 Walelign Filtamo AMTWSSE 0916602129

10 Misrak Teshome AMTWSSE 0916832288

11 Zerihun Damene AMTWSSE 0910139524

12 Meseret Belay AMTWSSE 0984667053

13 Amsalu Kebede AMTWSSE 0910981403

14 Girma Tsegaye Town Construction

office

0924539043

15 Dejene Tale Town Municipality 0910210164

16 Bahilu Kibebew Town Environmental

expert

0912459599

17 Tezera Dejene Town health office 0912123552

18 Firew Ayele AMTSSE Sanitation

project Coordinator

0916854881

12

Annex 5. Schedules for CR-WSPs training, 11-13 April 2019

A) Climate resilient water safety plan refresher training (11 April 2019)

Time Activity

08:30-09:00 Registration

09:00-09:30 Opening remarks: TBC

09:30-09:40 Workshop overview & introductions

09:40-09:50 Overview of CR-WSPs in Ethiopia (Balew Y.)

09:50-10:00 Group photo (All)

10:00-10:20 Morning break

Part 1. CR-WSP refresher training

10:20-10:35 Climate change and variability: An overview

10:35-10:45 Water safety planning for climate resilient water supplies

10:45-11:10 Supplementing the WSP team with relevant climate expertise (& group activity)

11:10-12:15 Integrating climate considerations into the system description (& group activity)

12:15-13:00 Lunch

13:00-14:15 Identifying climate-related hazards/hazardous events, assessing existing control

measures risk assessment (& group activity)

14:15-15:00 Improvement planning for climate resilience (& group activity)

15:00-15:20 Afternoon break

15:20-16:20 Developing climate-related emergency response and supporting programmes (&

group activity)

16:20-16:55

Plenary discussion: Implementing CR-WSPs in Ethiopia – challenges and

opportunities

Q&A

16:55-17:00 Recap; homework

17:00 Close of Day 1

13

B) CR-WSP audit training and impact assessment sensitization (12-13 April 2019)

12 April 2019 Time Activity

CR-WSP audit training

09h00 – 09h05 Overview of Day 2

09h05 – 09h15 Activity - CR-WSP recap

09h15 – 09h35 CR-WSP audit overview

09h35 – 09h50 Activity - Review vs. audit

09h50 – 10h00 What to do before, during and after an audit

10h00 – 10h20 Morning break

10h20 – 10h35 Activity - WSP team preparation

10h35 – 10h50 Preparation to-do list &audit plan form review

10h50 – 11h00 Scoring form review

11h00 – 11h15 Activity - match questions to key terms

11h15 – 11h30 Different means of information collection

11h30 – 12h00 Activity - WSP familiarization activity

12h00 – 12h45 Lunch

12h45 – 13h15 Activity - Pre-audit review Part I

13h15 – 13h35 Information gathering + role play

13h35 – 13h55 Activity - Pre-audit review Part II

13h55 – 14h05 What to do during the audit

14h05 – 14h20 Mock inception meeting

14h20 – 14h30 Audit scoring

14h30 – 15h00 Activity - Scoring example activity

15h00 – 15h20 Afternoon break

15h20 – 16h00 Activity - WSP scoring

16h00 – 16h15 Activity - Audit dos and don’ts

16h15 – 16h50 Plenary discussion; Q&A

16h50 – 17h00 Recap and homework

17h00 Close of Day 2

12

13 April 2019

Time Activity

CR-WSP audit training (continued)

09h00 – 09h05 Overview of Day 3

09h05 – 09h35 Initial reporting and exit meeting

09h35 – 09h50 Activity - Toolbox recap

09h50 – 10h00 Recap Q&A

10h00-10h20 Morning break

CR-WSP impact assessment

10h20 – 10h35 Introduction to CR-WSP impact assessment

10h35 – 10h50 Overview of CR-WSP process, study design and form

10h50 – 12h00 Review of CR-WSP IA form and indicators

12h00 – 12h15 Q&A

12h15- 12h45 Lunch

CR-WSP audit field trip preparations

12h45 – 13:00 Overview of program for site visits

13h00 – 15h00 Review of CR-WSPs for site visit location

15h00 - 15h20 Afternoon break

16h00 – 16h50 Review of CR-WSPs for site visit locations (continued)

16h50 – 17h00 Recap; Q&A

17h00 Close of workshop

13

Annex 6: CR-WSPs Audit Plan for Wolaita Sodo Town Water Supply and Sewerage Enterprise

Name of water supply company: Wolaita Sodo Town Water Supply and Sewerage Enterprise

Audit dates: 15-16 April 2019

Audit objective: To provide support to the CR-WSP team to strengthen the CR-WSP to ensure that it is complete, up-to-date and implemented in practice, and that climate considerations have been adequately addressed.

Type of audit: Internal External Informal Formal

Audit team member names and positions: Lead auditor – Unathi Jack (Emanti, South Africa) Trainee auditors - TBC

Proposed program: Please note that the following program may be subject to change. Flexibility from the water supplier is greatly appreciated in advance. Day 1: 15 April, 2019

Time Activity Who should participate? Purpose

08:30-09:00 Inception meeting

Auditors, upper management, CR-WSP team members

To review audit plan and objectives and to make expectations clear

9:00-11:30 Interviews Auditors + CR-WSP team members

Clarify questions from CR-WSP review, gather further information

11:30-12:00 Field site visit briefing

Auditors + CR-WSP team members

Briefing by water supplier on water supply system to be visited, for auditors to understand accuracy of CR-WSP document and implementation in practice

LUNCH BREAK

13:00-17:00 Visit to agreed field site(s)

Auditors + CR-WSP team members + appropriate operation staff

To check information in CR-WSP against situation in the field

14

Day 2: 16 April, 2019


08:30-11:00 Closed auditor session

Auditors only Complete note taking/scoring from Day 1; organize information gaps to be filled on Day 2


Final clarifications / information gathering

LUNCH BREAK


Auditors only Complete note taking/scoring; audit report; prepare for exit meeting

16:30-17:00 Exit meeting Auditors, upper management, CR-WSP team members

Review audit findings and agree on next steps

Information needed to support the audit:

1. Materials needed in advance of the audit a. Electronic copy of the current CR-WSP - This is kindly requested as soon as possible and must be received by no later the 3 April

2019.

2. Materials needed on the start of Day 1 of the audit a. Hard copy of the CR-WSP document

b. Treated / final water quality testing records for the last 12 months (including the

percentage compliance with relevant national standards for each parameter)

c. Water quality monitoring plan (if not included in the CR-WSP)

d. Consumer satisfaction and/or complaints records for the last 12 months

e. Standard operation procedures (SOPs)

f. Emergency response plan(s)

g. Staff training plan (if not included in CR-WSP) for last 12 months

h. Record of staff trained in last 12 months

i. Minutes of the CR-WSP team meetings over the past 12 months

12

Annex 7: CR-WSPs Audit Plan for Arba Minch Town Water Supply and Sewerage Enterprise

Name of water supply company: Arba Minch Town Water Supply and Sewerage Enterprise

Audit dates: 17-18 April 2019

Audit objective: To provide support to the CR-WSP team to strengthen the CR-WSP to ensure that it is complete, up-to-date and implemented in practice, and that climate considerations have been adequately addressed.

Type of audit: Internal External Informal Formal

Audit team member names and positions: Lead auditor – Unathi Jack (Emanti, South Africa) Trainee auditors - TBC

Proposed program: Please note that the following program may be subject to change. Flexibility from the water supplier is greatly appreciated in advance. Day 1: 17 April, 2019


08:00-08:30 Inception meeting

Auditors, upper management, CR-WSP team members

To review audit plan and objectives and to make expectations clear


Clarify questions from CR-WSP review, gather further information

11:00-11:30 Field site visit briefing

Auditors + CR-WSP team members

Briefing by water supplier on water supply system to be visited, for auditors to understand accuracy of CR-WSP document and implementation in practice

LUNCH BREAK

12:00-15:00 Visit to agreed field site(s)

Auditors + CR-WSP team members + appropriate operation staff

To check information in CR-WSP against situation in the field


Auditors only Complete note taking/scoring from Day 1; organize information gaps to be filled on Day 2

13

Day 2: 18 April, 2019



Final clarifications / information gathering


Auditors only Complete note taking/scoring; audit report; prepare for exit meeting

12:00-13:00 Exit meeting Auditors, upper management, CR-WSP team members

Review audit findings and agree on next steps

END OF AUDIT

Information needed to support the audit:

3. Materials needed in advance of the audit a. Electronic copy of the current CR-WSP - This is kindly requested as soon as possible and must be received by no later the 3 April

2019.

4. Materials needed on the start of Day 1 of the audit a. Hard copy of the CR-WSP document

b. Treated / final water quality testing records for the last 12 months (including the

percentage compliance with relevant national standards for each parameter)

c. Water quality monitoring plan (if not included in the CR-WSP)

d. Consumer satisfaction and/or complaints records for the last 12 months

e. Standard operation procedures (SOPs)

f. Emergency response plan(s)

g. Staff training plan (if not included in CR-WSP) for last 12 months

h. Record of staff trained in last 12 months

i. Minutes of the CR-WSP team meetings over the past 12 months

14

Annex 8: Photo of CR-WSPs audit training and field level audit exercises

Figure 1: Group exercise presentation, CR-WSPs audit training, Addis Ababa

Figure 2: Training facilitator coaching group activity, CR-WSPs audit training, Addis Ababa

15

Figure 3: CR-WSPs audit training participants prepared for actual audit exercise at Wolaita Sodo town water

utility

Figure 4: Improvement actions (fencing, retention wall and diversion structure) prevent Konto borehole water

source from flood hazard, CR-WSPs audit at Wolaita Sodo town

16

Figure 5: Training participants(auditors) visiting Konto Water treatment plant that operate successfully following

CR-WSPs implementation

Figure 6: Well functioning Water Quality laboratory at Arba Minch and Wolaita Sodo Town Water Supply and

Sewerage Enterprises following CR-WSPs implementation in the respective utilities

17

Figure 7: Visiting Protected Public Water Point after CR-WSPs improvement action (fencing) and well covered

valve chamber, Teklehaimanot area of Wolaita Sodo town

18

Figure 8 One of the Standard Operating Procedures posted in Arba Minch Spring water sources to protect the

source

Figure 9 Arba Minch Water utility manager briefly presenting utility overview to auditors and CR-WSPs team

members

19

Figure 10: Trainee auditors visiting Arba Minch water sources and look for improvement actions and future

potential risks to the source

Figure 11: Trainee auditors observing well functioning chlorine treatment house at Arba Minch water utility

Download - Report on Training of National and Regional Water and

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