Progress Report of PIS Replication Project Gwadardanida.vnu.edu.vn/cpis/files/References/PIS/Progress...PIS Replication Project Gwadar 2009 Assistance to Governance Reforms and Practice

Progress Report of PIS Replication Project Gwadar

2009

Assistance to Governance Reforms and Practice in Balochistan

B-22, Chamn Housing Scheme, Airport Road Quetta

www.agrp-b.org

Report by:

Gulzar Ahmed Gichki, Regional Project Advisor &

Bijjar Baloch, Database Administrator

A s s i s t a n c e t o G o v e r n a n c e R e f o r m s a n d P r a c t i c e s i n B a l o c h i s t a n

2 | P a g e P I S R e p l i c a t i o n i n D i s t r i c t G w a d a r

Table of Contents Approval of PIS Replication in Gwadar ......................................................................................................... 4

Background of PIS ......................................................................................................................................... 4

Objectives of PIS ........................................................................................................................................... 4

Implementation strategy of PIS Replication Project Gwadar ....................................................................... 5

MoUs with Stakeholders ............................................................................................................................... 8

Meeting with Local CSOs............................................................................................................................... 9

Selection of Partner CSO ............................................................................................................................... 9

Profile of Partner CSO ................................................................................................................................... 9

Stakeholder’s Orientation sessions ............................................................................................................. 10

District Level Orientation Workshop ...................................................................................................... 10

Tehsil Level orientation Workshops........................................................................................................ 11

Tehsil level Orientation workshop in Tehsil Jiwani ............................................................................. 11

Tehsil level Orientation workshop in Tehsil Pasni .............................................................................. 12

Tehsil level Orientation workshop in Tehsil Ormara........................................................................... 12

Recruitment of project staff: ...................................................................................................................... 13

Data Collection Training .............................................................................................................................. 13

Data Collection Process............................................................................................................................... 14

Data Validation Process .............................................................................................................................. 14

Detailed Sheet of Data Validation: .............................................................................................................. 15

Establishment of DMIC ............................................................................................................................... 15

Aims and Objectives of DMIC.................................................................................................................. 16

Training of Data Entry Operators ............................................................................................................ 16

Visit by PMU Quetta Team ...................................................................................................................... 17

Inauguration of DMIC.............................................................................................................................. 17

Visit by NPD and Secretary IT .................................................................................................................. 18

Trainings on Basic IT Skills at DMIC ......................................................................................................... 18

Recommendations for sustainability of DMIC ........................................................................................ 19

PIS Data Sharing Workshop ........................................................................................................................ 19

Proceedings ............................................................................................................................................. 19



Achievements/outcomes ........................................................................................................................ 21

Follow up action ...................................................................................................................................... 21

Annexure ..................................................................................................................................................... 22

All Services Maps .................................................................................................................................... 22

Copy of Memorandum of Understandings with District Govt. ............................................................... 27

Copy of Memorandum of Understating with CSO .................................................................................. 31

List of Participants of PIS Data Sharing Workshop ................................................................................. 35

Acronyms ................................................................................................................................................ 36

Photo Galley of PIS activities................................................................................................................... 37



Approval of PIS Replication in Gwadar Replication of Participatory Information System (PIS) project at Gwadar was approved by the

AGRPB’s Steering Committee in its meeting held on 15th November 2008 chaired by Mr. Ahmed

Bakhsh Lehri, Additional Chief Secretary Development Balochistan, attending by the committee

members and AGRPB staff.

Background of PIS AGRP-B is working on strengthening and alignment of institutions and striving to improve the

access to information for effective decision making, planning and monitoring at Provincial and

local Governments level.

The Government of Balochistan is working in collaboration with United Nations Development

Programme to assess how the delivery of public sector services in the province could be

improved through enhanced capacity of all actors of the public sector delivery mechanism.

Recognizing the need for improved public services delivery mechanism, the Project has

established a user-friendly district based participatory information system (PIS) that is being

used for planning, implementation, management and monitoring of local level public services

with active participation of beneficiary communities. The district level database facilitates the

planners and decision-makers to appraise the spatial, gender disparities, and suggest priorities

for intervention in the neglected areas. The PIS is unique in its characteristics to offer the

integrated approach on distribution of public services along with village data. Such integration

of data provides a clear picture to look on performance of public services and future

requirements of a particular community. The existing information systems in the province focus

only their own area of interest and neglect the additional information, which is vital.

Objectives of PIS The proper implementation of E-Governance would result in; better government by enabling

better policy outcomes, better governance, quality services, and greater involvement of citizens

in decision making process, contribute to economic policy objectives and advance the public

reform agenda. At the Provincial and District Levels Information and Communication

Technology deployment can increase efficiency and transparency in government services,

besides, it can increase the level of engagement of the citizens in decision-making process, to

improve delivery of public services.



The Assistance to Governance Reforms and Practices in Balochistan (AGRP-B) Project developed

a user-friendly district based Participatory Information System (PIS) with active participation of

beneficiary government departments to be used for planning, implementation, management

and monitoring of local level public services. The Project has established District Management

Information Centre and PIS has been developed in DMIC. The district level database is

facilitating the planners and decision-makers to appraise the spatial, gender disparities, and

suggests priorities for intervention in the neglected areas. The data reflects the performance of

public services and future requirements of a particular community at village through MIS and

GIS reports.

The PIS provides a very clear socio-economic picture of the communities. The geographical

information map provides an effective tool to have dialogue with the communities and make

them aware of their strengths and weaknesses. It also provides necessary information to the

government departments to concentrate on the non-functioning facilities and make them

useful with the help of community. The participatory information also provides sex

disaggregated data. The govt. line departments and NGO’s have started using PIS. The

Information collection by the CBOs, councillors, line department staff and community activist

and its utilization gave a new confidence to these stakeholders specially the community and

they realized the advantages of their role as an active partner of the development. The cost

effectiveness of the participatory information collection process and its use by the

development actors will ensure the sustainability of the Participatory Information System.

AGRP-B established District Management Information Centres (DMICs) in district headquarters

of Bolan, Loralai, Ziarat, Gwadar and Qilla Saifullah. . DMIS developed by AGRP-B imparted

regular trainings to the staff of line departments at district level. DMICs serves as information

resource centres and caters for all the information management requirements of line

departments. The information model developed by AGRP-B has been recognized at National

level by various renowned organizations and are interested to adopt it. The Government of

Balochistan has declared PIS as standard model and recommended its larger replication in the

entire province.

Implementation strategy of PIS Replication Project Gwadar The PIS replication project has been implemented as per the following approved

implementation strategy by hiring services of an experienced and reputable local CSO. The

following strategy has been devised with technical inputs and expertise of M

1



Factor Participatory Information System Services & Village Profile Data Collection by

involvement of District Government, Community Social Organizations &

Volunteers

Data

Collection

Methodolog

y / Steps

The data would be collected with assistance of District Government, Community

Social Organizations & Volunteers. However, assuring the process the AGRP-B

team would provide necessary training and technical assistance to the relevant

stakeholders. The activities to be followed are as under:

Step 1

Initial Orientation Workshop at District & Tehsil Level:

Initial Orientation workshop would be arranged at the District & Tehsil

Headquarters to give orientation on PIS and data collection methodology to the

stakeholders including District Government officials, Local government elected

representatives, CSOs & volunteers. It would be lead to better understanding

among the stakeholders regarding the objectives, implementation methodology,

and use of information in planning & monitoring of public services. The workshop

would also help in securing the cooperation of all concerned and action planning

for the replication activities.

Step 2 Signing of MoU with Potential CSO: Prior to commencing the activity potential local CSOs would be identified by

concern EDO Community Development & Project staff. An MOU would be signed

between AGRP-B and CSOs which would be counter signed by EDO CD. It would

cover the role and responsibilities of the parties involved in the MOU. (copy

attached )

Step 3

3.1 Capacity building of partner CSOs:

The partner CSOs would be given orientation on AGRP-B objectives and PIS Data

collection & validation methodology. The capacity of partner CSOs would be built

on PIS data collection and capturing of GIS coordinates. Moreover TNA of CSOs

would be carried out by the Project staff & necessary training would be provided

on financial & operational management of the project.



Step 4

Focal person Identification and secondary data provision by the line departments:

The concern departments will nominate the focal persons for data collection at district & Tehsil levels. The departments will also provide the secondary data of existing facilities to project team and partner CSO in order to assist the field team for preparing facilities data collection work plan.

Step 5

Preparation of UC Profile:

The concern CSOs would conduct initial survey of the selected Union Council with

the assistance of local notables & volunteers. The CSO of concerned Tehsil will

prepare the UC Profiles that includes: -

Name of villages in the union council Tribes living in the village Name of services available in the village Any NGO working in the village Distance of UC from Tehsil head quarter

Step 6

Facilities Data Collection:

The Data Collectors would fill facilities questionnaires, village profile questionnaire

& would capture the GIS Coordinates of the facility.

Step 7

Validation of Facilities Questionnaire;

100% facilities questionnaires would be endorsed by Union Council Nazim /

Naib Nazim in order to create ownership of the data and make it official.

25% of facilities Questionnaires would be validated by elected

representatives and officials of local government and AGRP-B project staff.

Step 8

District Management Information Center/E-Governance Center Establishment:

AGRP-B would establish DMIC at District Coordination Officer Secretariat which

would serve as district data bank at one central location. The establishment of

DMIC would also embark initiative for accelerating IT activities in District and

facilitate IT Department in establishment of Office for District IT Officer. DMIC shall



MoUs with Stakeholders In order to build ownership of the District Govt. for ensuring sustainability of the project, a

Memorandum of understanding (MoU) was signed with the District Govt. Gwadar. The DCO and

the District Nazim are the signatories. The MoU describes roles and responsibilities of both

also serve as the office of DOIT.

Step 9

Data entry & Report Generation

Data entry of PIS Questionnaires would be carried out at DMIC in the DCO Office.

The CSOs would be responsible for the data entry in the supervision of the IT

literate staff of DCO Office nominated for DMIC by the DCO.

Step 10

Information sharing and Reflection

AGRPB would conduct one district and 3 tehsil levels PIS data sharing workshops in

order to share reports (MIS/GIS) with the stakeholders in particular the District

Government Official and elected representatives.

Step 11

Training on PIS Utilization

PIS training would be imparted to Line Department Officers/Officials, District

Government representatives and CSO in order to built capacity on utilization of PIS

while conducting the monitoring, planning and management of public services.

Step 12

Periodical updating of PIS

The DMIC would operate under the supervision of the DCO as per the MOU signed

between AGRPB & District Government. The data updating & validation would be

done in line with the MOU signed between the two parties.

Focused

District

District Gwadar comprises of 4 Tehsils and 13 Union Councils catering a population of

approximately 185000 as per 1998 census report would be the focused district for the

establishment of DMIC and the PIS Services & Villages Data Collection.



parties. The MoU, requires every level support of DG Gwadar for the smooth implementation of

PIS with maximum cooperation by the beneficiary departments. (Copy attached as annex).

The second MoU was signed between the AGRPB-B and RCDC Gwadar. The RCDC had been

selected by the EDO CD as the implementing partner for the PIS project. The MoU describes

role and responsibilities of both parties. (Copy attached)

Meeting with Local CSOs A meeting with all local CSO’s of Gwadar was called at District

Naib Nazim Office on 3rd of December 2008, to brief them

about the replication of PIS Project of Data Collection of four

department services including the village profile in District

Gwadar. The meeting was chaired by EDO Community

development Mr. Aslam Baloch. The representatives of the

local CSO’s were given a Organizational evaluation Performa

developed by AGRP-B team and were asked to submit their

letter of interest and the organization’s profile in a period of

one week to the office of EDO CD.

Selection of Partner CSO As per the approved project design, In order to select an indigenous CSO as the partner for the

data collection, the NGOs/CSOs were formally requested to submit their interest through a

prescribed format provided by the AGRPB during meeting with CSO and to submit it to the EDO

Community Development, Gwadar for scrutiny and final decision keeping in view CSO’s

capacity, expertise and human resource management. The majority of CSOs present in the

meeting submitted their interest before the deadline. The EDO CD selected the Rural

Community Development Council (RCDC), Gwadar as the partner through issuance of an official

notification, whose brief introduction is as follows;

Profile of Partner CSO RCDC Gwadar is one of the most prominent and reputed NGO of the province having

registration No. 3rd registered under the Act 1961. It has tract record of implementation of

numerous projects with national and international donor. It has implementing project in



education health, awareness raising, political education, fisheries issues, theater and literature

promotion activities, established library and organizes recreational activities. It has a huge

infrastructure setup of conference hall, office for the organizational activities, library building,

schools building and health club etc with enough space for future interventions.

Stakeholder’s Orientation sessions

District Level Orientation Workshop

A district level PIS orientation workshop was organized on 3rd December 2008 in district Council hall Gwadar. More than 90 participants from different walk of life attended the event including Government officials, elected representatives, civil societies representatives, print & electronic media and EDO’s of stakeholder departments. The event was chaired by NPD of AGRP-B Mr. Muhayuddin Marri, and the chief guest was the District Naib Nazim Mr. Abdul Gaffar Hoth.

Welcome Remarks by Regional Project Advisor

The event was started with the recitation of Holy Quran. After recitation of holy Quran, Mr. Gulzar Ahmed Gichki, Regional Project Advisor, thanked the audiences for taking out time and attending the orientation workshop. He also shared briefly the objective of the orientation workshop to the guests and the project background and achievements. He also told the participants about the core objectives of the AGRPB and it is future interventions in the district. The objective, function and need of the PIS project was also shared with the participants.

Key Speech by National Project Director

Mr. Muhayuddin Marri, NPD AGRPB gave a detailed

presentation of Assistance to Governance Reforms and

Practices in Balochistan Project to the audiences, and told them

about different interventions of AGRP-B and the background of

PIS project in the province. He also told them about the

importance of PIS in planning, monitoring and management of

development in the district.

Introduction and Practical Demonstration of PIS

The Database administrator of AGRP-B Mr. Bijjar Baloch gave a detailed presentation of

Participatory information system, and physically demonstrated the usage of all components of



PIS system, including the MIS reports, district, Tehsil and Union Council level profiles,

Education, health, livestock, Health and Public Health Engineering reports. As well as the

Geographic information system component of PIS was demonstrated in Detail.

The participants showed much interested in the GIS component of PIS and appreciated the

AGRP-B efforts to replicate the system in Gwadar District.

Closing Remarks by District Naib Nazim

Mr. Abudul Ghaffar Hoth, Naib Nazim, addressed the event as the chief guest and said that

every intervention itself would not be successful until owned by the community and all other

stakeholders which will be ensured by ensuring participation of relevant elements. He also

lauded AGRPB for launching PIS project in Gwadar and ensured to extend his all out support to

AGRPB team for its successful implementation. Mr. Majid Suhrabi, Tehsil Nazim Gwadar also

addressed the event.

Question Answer Session

Finally the orientation session was concluded with the question answer session. RPA, Mr.

Gulzar Gichki and DBA Mr. Bijjar Baloch, responded to the queries of the participants about the

PIS interventions.

Tehsil Level orientation Workshops

In order to take the elected representatives and officials of line

department on board and remove their reservations about PIS,

three initial Tehsil Level Orientation workshops were held in

each Tehsil of District Gwadar, i.e Jiwani, Pasni and Ormara,

whereas a district level orientation workshop was organized in

Gwadar.

Tehsil level Orientation workshop in Tehsil Jiwani

A Tehsil level orientation workshop was held in Tehsil Jiwani of Gwadar District on 4th

December 2008. The workshop was chaired by Tehsil Nazim Mr. Akram Ramzan UC Nazim Mr.

Manzoor Ahmed Baloch. A sizable number of elected representatives, government officials,

CSO members, media personals and female participants attended the workshop.



The session started with the recitation of Holy Quran, followed by a brief on the aims and

objectives of the session, than the RPA for South region Mr. Gulzar Ahmed Gichki gave a

presentation on Assistance to Governance Reforms and Practices in Balochistan, the

background of the project, the aims and objectives, currently ongoing studies and capacity

building programs were briefed in detail.

The session was followed by DBA of AGRP-B Mr. Bijjar Baloch by giving a presentation on PIS

application and the pros and cons of PIS. After the presentation the PIS application was

physically demonstrated. The Participants appreciated the PIS application and showed their

interest in the PIS replication in their District.

Tehsil level Orientation workshop in Tehsil Pasni

A Tehsil level orientation workshop was held in Tehsil Pasni of Gwadar District on 18th

December 2008. The workshop was chaired by Mr. Ghulam Hyder UC Nazim Pasni. The elected

representatives, government officials including the TMO, DDO education, UC Secretaries, CSO

members, media personals attended the workshop.

The session started with the recitation of Holy Quran,

followed by a brief on the aims and objectives of the session,

than the RPA for South region Mr. Gulzar Ahmed Gichki gave

a presentation on Assistance to governance reforms and

Practices in Balochistan, the background of the project, the

aims and objectives, currently ongoing studies and capacity


The session was followed by DBA of AGRP-B Mr. Bijjar Baloch

by giving a presentation on PIS application and the pros and

cons of PIS, after the presentation the PIS application was physically demonstrated. The

Participants appreciated the PIS application and showed their interest in the PIS replication in

their District.

Tehsil level Orientation workshop in Tehsil Ormara

A Tehsil level orientation workshop was held in Tehsil Ormara

of Gwadar District on 21st December 2008. The workshop was

chaired by Mr. Moheem Jan Syad, Tehsil Nazim and Mr.

Musafir Ali, UC Nazim was the chief guest of the event. The

elected representatives, government officials, CSOs members,



media personal and number of female councilors attended the workshop.

The session started with the recitation of Holy Quran, followed by a brief on the aims and

objectives of the session, than the RPA for South Region Mr. Gulzar Ahmed Gichki gave a

presentation on Assistance to Governance Reforms and Practices in Balochistan, the

background of the project, the aims and objectives, currently ongoing studies and capacity


The session was followed by DBA of AGRP-B Mr Bijjar Baloch by giving a presentation on PIS

application and the pros and cons of PIS. After the presentation the PIS application was

physically demonstrated. Tehsil Nazim Mr. Moheem jan Syad and TMO Ormara Mr. Mohm

Bakhsh appreciated the PIS application and showed great interest in the PIS replication in their

District.

Recruitment of project staff: The project staff i.e. Project Manager, Field Supervisors, and Data Collectors one for each union

council have been recruited by the RCDC Gwadar. It was ensured that the entire project staff is

hired locally as per the project design. The Tehsil wise distribution of the data collectors was as

follows:

Positions Allocation

Gwadar Jiwani Pasni Ormara

Project Manager 1

Supervisors 1 1

Data Entry Operators 1

5 2 4 2

Data Collection Training A one-day training on data collection was organized for the data

collector at RCDC Gwadar aimed at imparting essential training

on how to collect data through the formats provided to the

collectors. The all 13 data collectors as well as the project

manager and supervisor attended the training. Mr. Bijjar Baloch

DBA imparted training. He showed the formats to the data

collectors and responded to their answers/queries. He also

demonstrated the GPS to the data collectors and made them

familiar with the GPS devise and its use. He practically

demonstrated that how to operate the GPS and obtained the

coordinate of a service/location. The participants took great



interest in the training. RPA also attended the training and made the participants clear on the

various issues raised by the trainees regarding the formats and data collocation methodology.

Data Collection Process The data collection process commenced on 18th February 2009. The data collection process was

very much disturbed and delayed by the heavy rains during this

period in the coastal belt of Balochistan which is mostly

comprised of district Gwadar.

The data collection included the village data, school data,

water supply schemes, health facilities and livestock facilities

data. The data collector successfully completed the task in a

short period of just two months which is a great achievement

on their part.

During the process of data collection a few difficulties were

faced which are mentioned as follows:

1. Data collection process was disturbed with heavy rains.

2. Schools were closed for winter vocations.

3. The time period for data collection was short and it needs to be extended for any future

PIS replication.

Data Validation Process

According to the approved project design and procedure,

25% of all data collected was to be validated, so that the

quality of work couldn’t be compromised and more

authentic data could be produced. For this purpose the

AGRP-B team took on board the elected representatives of

Concerned Union Councils and officials of respective

departments along with the data collector and the Field Supervisors on each validation visits.



Detailed Sheet of Data Validation: As per the approved policy,

Service name Total services Data collected Data validated Validation %age

Education 294 294 78 26%

Health 44 44 14 32%

Livestock 13 13 4 30%

PHE(water supply scheme)

32 32 10 26%

Villages 258 258 68 26%

Establishment of DMIC A District Management Information Center was established at DCO secretariat Gwadar,

equipped with latest computers and accessories. The DCO Gwadar allocated a room for DMIC at

DCO secretariat for DMIC, the room was repaired, white washed and furnished & decorated by

AGRP-B. A Wi-Fi network was established in the whole DCO secretariat.

The DMIC has been provided with following equipment

Sr. # Items Quantity

1 Branded HP Computers with 17”Acer LCD Monitors 5

2 Laser Jet Printer HP-2015 1

3 A-3 Color Printer HP 1

4 Scanner HP 1

5 5KVA Stabilizers 2

6 3KVA UPS 1

7 PTCL V-Wireless loop Set and connection 1

8 1.5 ton Air Condition 1

9 Wall Fans 2



10 Vinyl tiling 19 x 14 feet

11 White wash One room

12 Computer Tables 5

13 Computer Chairs 5

14 Executive table 1

15 Executive Chair 1

16 Visitor Chairs 4

17 Document / File Cupboards 2

18 Visitor tables 4

19 Water Dispenser 1

20 Binding machine 1

21 Large size Stapler Machine 1

22 Window Blinds 2 windows

23 Wash room Maintenance and repair One Bathroom

24 Wi-Fi Network Complete DCO Secretariat

Aims and Objectives of DMIC

AGRP-B established District Management Information Center in Project Focused Districts with

the aim to utilize them as:

Information Resource Centers

Computer Training and Capacity building of line department officials and elected

representatives.

Central hub for all IT related Activities in the District.

Field office of AGRP-B

Future office of DO IT.

Training of Data Entry Operators

After completion of data collection and data validation process the data entry operators were

trained by Computer Programmer AGRP-B Mr Akther Khilji and Database administrator Mr

Mohammad Ayub Nasir, on 26th March 2009 to 27th March 2009.



Following data entry operators were trained by AGRP-B Staff on PIS data entry Forms.

S# Name Organization

Zakir Ali RCDC

Gul Hasan Junior Clerk DCO Office

Akther Baloch Clerk EDO CD Office

Visit by PMU Quetta Team

The AGRP-B teams comprising of the NPM of the Project

Mr. Sheryar Taj, CDS Mr. Riaz Mengal, Database

Administrator Mr. Ayub Nasir and Computer Programmer

Mr. Akther Khilji visited Gwadar. During the Four Day Visit

Mr Riaz Mengal held Community meetings and Validation

visits to the three Tehsils of District Gwadar namely Pasni,

Gwadar and Jiwani. Whereas Mr Sheryar Taj, joined the

team after two days and went for Validation visit to Jiwani.

The team appreciated the quality of data collection work

and Validation process.

The team also visited the DMIC Gwadar and liked the quality of furniture and computer

hardware and equipments purchased for the DMIC Gwadar.

NPM also had meetings with stakeholders i.e. District Naib Nazim Mr Abdul Gaffar Houth, ACO

Gwadar Mr Zubair Ahmed Channa, RCDC Gwadar and EDO Education.

During the field visit to Jiwani the NPM had interaction with Local CSO namely Gunz

Development Society and Tehsil Nazim Mr Mohammad Akram and discussed the PIS project

Validated data collection process.

Inauguration of DMIC

The DMIC was formally inaugurated by Commissioner Makran

Mr. Ejaz Ahemd Buzdar accompanied by Secretary IT Mr.

Habibullah, NPM of the AGRPB Mr. Abdul Rehman Buzdar,

NPM Mr. Sheryar Taj, Associate Officer AGRPB Mr. Asif Bhati,

District Naib Nazim Mr. Abdul Ghaffar Hoth, DCO Kech Mr. Ali

Akbar Baloch, ADCO Gwadar Mr. Zubiar Ahmed Channa, EDO

Revenue Gwadar Mr. Abdul Wahid Sasuli along with a sizeable

number of journalists and members of District Assembly

Gwadar. Commissioner was given briefing by Mr. Sheryar Taj

and Mr. Gulzar Gichki, about the AGRPB intervention,



achievements and the PIS Gwadar replication project’s activities. He took great interest in the

briefing and appreciated the quality of work completed over a period of 2 months.

Visit by NPD and Secretary IT The visiting team of Project Management Unit (PMU) comprised of

Mr. Nasim Bazia, NPD, Mr. Saqib Zafar, Secretary IT Govt. of

Balochistan, Mr. Sheryar Taj, NPM, Dr. Aftab Baloch, GS, Mr.

Mohammad Akhtar Khilji, IT Specialist, accompanied by Mr. Pasand

Khan Buledi, DCO Gwadar. The guests were briefed by the RPA about

the DMIC establishment, its purpose and role in capacity building of

the Govt. officials and provision of data to the district management.

The RPA shared DMIC progress through PowerPoint with pictures of

activities. The DBA also demonstrated PIS software to Secretary IT

practically who took great interest in the software and its

applications. The DMIC sustainability was also discussed with the

Secretary IT. DCO also requested for sectioning of required positions at DMIC. The secretary IT

appreciated establishment of DMIC in Gwadar and promised for sanctioning of required post of DOIT,

data entry operator and support staff so that the DMIC could be functional and sustainable.

Trainings on Basic IT Skills at DMIC

The DMIC has been able to organize two four-day training

sessions on the basic IT skills aimed at enhancing skills of Govt.

officials on IT in order to carry out their day to day office work

more efficiently and professionally. The first training was

organized for Community Development Department’s officials

of Gwadar and Lasbella districts in which a number of 10 CDD

officials participated included five female multipurpose

workers.

While the second training session was organized for the developed department’s officials in

which 16 officials from health, education, livestock, agriculture, etc. attended.

These trainings were designed and imparted after conducting the training need assessment

(TNA) of the participants. The participant found the training informative and needful that

definitely helps them to do their daily office works in more professional way. The ADCO Mr.

Zubair Channa, visited the training and evaluated the learning process of the participants and

expressed satisfactions over the quality of training and loaded AGRPB team efforts being taken

for the capacity building of the district’s officials.



Recommendations for sustainability of DMIC DMIC should be used as a focal point for all AGRP-B interventions and declared as camp

office in south for AGRP-B Projects.

DMIC should also be a focal point for all UNDP projects working in the District.

It should be used for Establishing a Career Counseling Center

Recruitment of essential staff i.e. DOIT, data Entry operator, and support staff should be

expedite so that to ensure the sustainability of the DMIC

PIS Data Sharing Workshop

Proceedings

The PIS data sharing workshop was organized on 11th December 2009 at Gwadar chaired by Mr.

Nasim Bazia and attended by a good number of participants including Mr. Sheryar Taj, National

Project Manager AGPPB, Mr. Saqiq Zafar , Secretary IT Govt. of Balochistan, Mr. Mohammad Ali

Changezi, Director Gwadar Development Authority, Mr. Pasand Khan Buledi, District

Coordination Office Gwadar, Mr. Ghulam Farooq Baloch, Director

Finance Gwadar Port Authority, EDOs of Education, Health, PHE and

Livestock, P&F, District In charge of PHHI and NRSP, UC Nazim,

tehsil Nazim Gwadar & Pasni, TMO Gwadar & Pasni, print and

electronic media personals. The session commenced with the

recitation of Holy Qurr,aan followed by the welcome speech

and presentation of AGRPB south region by Mr. Gulzar Gichki.

He presented the south region achievements with pictures of the

activities completed in Gwadar Lasbella and Panjgoor. Later on, he

requested Mr. Sheryar Taj for sharing AGRPB background, objectives

and progress & achievements made so far. Mr. Sheryar Ta, National Project

Manager presented AGRPB presentation through slides and also shared the future

interventions expected to be implemented in south region.

After the presentation of National Project Manager, Mr. Akhtar Khilji presented the PIS data on

soft form through Google Erath. He showed the whole maps i.e. Village, Education, Health, PHE

and Livestock by elaborating the importance of PIS data in planning monitoring and

management for community development. Mr. Akhtar while presenting, shared the indicators

covered by the system against each service data. After the PIS presentation a question answers



session was held in which DCO Gwadar, Director Finance, GPA, DG GDA EDOs asked questions

and were responded by Mr. Sheryar Taj, Gulzar Gichki and Akhtar Khilji.

After the question answer session the DCO was requested to

address the event. The DCO expressed great happiness over the

completion of PIS replication project at Gwadar and showed

satisfaction overt the authentication of the data collection and

the end product in the shape of GIS maps in hard form as well as

superimposing into the Google Earth. The work of AGRPB team is

worthwhile and such efforts are required to foster the

development process through appropriate planning, decision

making, monitoring and better management of projects that

definitely ensures effective public service delivery, he expressed.

The DCO also demanded to AGRPB for the replication of following projects in Gwadar;

Automation of Local/domicile project

Automation of Arms/ammunition License

Automation of Driving License.

Incorporating PSDP schemes in PIS and Google earth

He concluded his speech with pledge that his support shall always remain with the GRPB for

replication and execution of projects in Gwadar.

After the DCO, Mr. Mohammad Ali Changezi was requested to

address the event. In his speech, he appreciated the AGRPB for

implementing PIS project in Gwadar and praised the work done

by the team. He also termed the PIS as effective tool for planning

monitoring and management of the development schemes.

After a detailed participatory discussion, services map

distribution ceremony was held during Mr. Nasim Bazia, NPD

handed over the framed maps to the all stakeholders i.e. DCO,

EDO Education, Health, Livestock, PHE, Director General GDA, and Director Finance GPA.

Finally, the PIS data sharing workshop was concluded with the vote of thanks by Dr. Aftab

Baloch Governance Specialist AGRPB who summarized the workshop by elaborating the

deliberations of the day and its impacts towards good governance and subsequently improved

public service delivery mechanism.



Achievements/outcomes

The PIS data sharing workshop has been succeeded to achieve the fowling objectives;

District Govt. Officials including DCO, local reps. print & electronic media, CSOs, have

been taken onboard and given orientation regarding the AGRPB interventions

particularly about the PIS,

Data of all services shared with the stakeholders,

The DCO is onboard prior the department use the data for planning and monitoring,

Capacity of the District officials has been enhanced on the importance of data, its usage

in planning, monitoring and execution of development projects,

The PIS end products i.e. GIS maps have been provided to the all stakeholders

PSDP schemes data would be collected and incorporated into the PIS Gwadar, by GRPB

Replication of Automation of Local/Domicile, Arms/Ammunition License, and Driving

License etc projects at Gwadar as demanded by DCO, are subject to successful

completion of pilot projects at Quetta.

The DCO would ensure periodic updating of PIS data through EDOs of concerned

department.

Secretary IT made commitment for sanctioning of posts of DOIT, data entry operator

and support staff for DMIC Gwadar.

Follow up action

After the successful organizing of PIS Data Sharing Workshop at Gwadar for the purpose of

getting onboard all stakeholders, it is pertinent to conduct the next step workshop i.e. PIS usage

workshop at Gwadar to build the capacity of all beneficiary departments on how to utilize the

PIS data for planning, decision making monitoring and better management. The aim of the said

workshop would be providing basic skills to the stakeholders making them able to properly and

effectively utilize the PIS data available at district.



Annexure

All Services Maps

Following are the GIS Maps of all services of Gwadar

Basic Public Services Map



Health Service Map



Education Service Map



Livestock Service Map



Public Health Engineering (PHE) Service Map



Copy of Memorandum of Understandings with District Govt.

Between

Assistance to Governance Reforms & Practices in Balochistan

&

District Government Gwadar

1. Parties

- District Government Gwadar,

Hereafter referred as District Government Gwadar or 1st Party

-Assistance to Governance Reforms and Practices in Balochistan,

Hereafter referred as AGRP-B or 2nd

Party

2. Background:

The Project titled Assistance to Governance Reforms and Practices in Balochistan launched by

Government of Balochistan in collaboration with the United Nations Development Program in

Pakistan. The project aims to improve Public Service Delivery by effective institutionalization of

Devolution and other Governance reforms and integration of citizens in governance process

through;

1- Strengthening and alignment of Provincial and Local Government institutions to implement

devolution and related governance reforms;

2- Improvement in access to information for effective decision-making, planning and

monitoring at provincial and local government levels;

3- Strengthening of participatory local governance mechanisms.

The Project is working for the improvement of public services delivery mechanisms .The Project

has developed and successfully implemented the Participatory Information System in five

districts of the province namely Loralai, Barkhan, Bolan, Jhall Magsi & Ziarat. It has developed

an improved version of PIS in line with BEMIS & HMIS and on demand from the district

Government Gwadar, the district has been selected as the model district for the PIS Services &

Village Data intervention.

Participatory information system consists of Management Information System and Geographical

Information System as decision support systems for planning and monitoring of public services.

The services & village data will be data & validated in collaboration with the District

Government. The data thus collected will become part of the District Management Information

System which will be placed in the Secretariat of DCO. The Official nominated by the DCO

would be the supervisor till the appointment of the DO IT



3. PURPOSE OF AGREEMENT

This MOU has been prepared for formalizing the partnership between District Government

Gwadar and AGRP-B for establishment of DMIC. The PIS data collection with assistance of

District Government and Community Social Organizations would be utilized for planning,

monitoring and management of public services in district Gwadar.

4. TERMS AND CONDITIONS COVERED UNDER THIS MEMORANDUM

District Government Gwadar (1st Party) Responsibility:

1. The District Government Gwadar will ensure that the equipment and furniture supplied

under this MOU (List attached) would be used for operation and maintenance of the

DMIC only.

2. The DCO Gwadar will provide sufficient space and rooms with electricity & telephone

for the establishment of DMIC in the premises of DCO Gwadar Secretariat.

3. Hardware installed by the Project will remain the property of AGRP-B which may be

transferred by the Provincial Government / UNDP on the closure of project to District

Government Gwadar for establishment of DO IT Office.

4. The safety & security of DMIC will be the responsibility of District Government

Gwadar & DCO Gwadar and will also be the official custodian of DMIC equipment.

5. The DCO Gwadar will depute at least two suitable officials with basic know how of IT

to be further trained by AGRP-B for the effective operation, maintenance and updating

of the services data of the DMIC. They will be responsible for the effective operation

and maintenance of the DMIC.

6. Target beneficiaries of the DMIC will be given free and easy access to avail its services;

7. Once the DMIC is established the District Government will ensure sufficient budget for

the DMIC for its operations, maintenance & annual updating of services data.

8. The District Government will ensure the availability of accurate and timely information

from the line departments to the DMIC for its annual update.

AGRP-B (2nd Party) Responsibility:

1. AGRP-B will install PIS & the necessary equipment (List attached as annex-I) for

establishing the DMIC at DCO Secretariat Gwadar.

2. AGRP-B will establish local area network in the DMIC and DCO Gwadar Secretariat.

3. AGRP-B will train the nominated staff by the District Government on PIS Data

Collection Process, Data Entry, GPS usage, & other necessary components of the PIS

for optimum utility & sustainability of the DMIC.

4. AGRP-B will collect data through local CSOs. The data collection of Education &

Health Departments will be done in line with the formats of BEMIS & HMIS already

approved from the Provincial Government.

5. The concern departments of District Government including Education, Health,

Livestock, and Public Health Engineering will be involved in the data validation

exercise.



6. AGRP-B will share the PIS data with the District Government at the conclusion of the

exercise and would install it in the District Management Information Centre to facilitate

the planning & monitoring of public services in district Gwadar.

Functions / Outcome of DMIC

Participatory Information System developed by AGRP-B will be installed and

maintained in the DMIC;

AGRP-B will initiate regular training of the government staff in the DMIC for better

usage of information and communication technology;

Regular data collection and up-dating will be maintained at the DMIC;

DMIC will serve as a permanent resource center providing information to all public

and private sector organizations, in accordance with government policies.

Training programs will be initiated at the DMIC for the best use of information in

monitoring, planning and implementation of development activities;

The information at DMIC will be periodically shared with the concerned stakeholders

both at the district and provincial level;

Proper liaison of the nominated officials from the line departments will be maintained

with the nominated officials of DMIC for smooth interchange of accurate information

for transparency and rational decision making;

DMIC will be used as a platform where all E-Government applications could be

developed, installed and maintained for and by the District Government.

List of Equipment and Furniture Items

To be Provided for Establishment of District Management Information Center at District Gwadar

S# Particulars No of Items 1 Computer Table with chair 5

2 PC 5

3 Stabilizer 5 KVA 2

4 UPS 3 KVA 1

5 Vinyl Tiling 1

6 Cat 6 Networking with 24 port switch 10/100/1000 1

7 A4 LaserJet Printer Duplex 1

8 1.5 Tone Split AC 1

9 Furniture and Fixture 1



10 Cupboard for Files/Documents 2

11 Multi Media 2000 Lumens 1

12 Full size Stapler Machine 1

13 Binding Machine 1

14 GPS for Capturing GIS Coordinates 2

15 A3 Color DeskJet Printer 1

16 A4 HP Scanner 1 17 Sundries 1

18 Wireless loop connection for internet 2

Signed by: - Date

______________________________ ___________________

I. Secretary Information Technology

Department, Balochistan

___________________________ ___________________

II. District Nazim Gwadar

________________________________ ____________________

III. District Coordination Officer Gwadar

IV. _______________________ __________________

National Project Director, AGRP-B



Copy of Memorandum of Understating with CSO

Between

Assistance to Governance Reforms & Practices In Balochistan

And

Community Social Organization

…………………………………………………………….

1. Parties

- Assistance to Governance Reforms and Practices in Balochistan,

Hereafter referred as AGRP-B or 1st Party

- CSO Rural Community Development Council (RCDC) Gwadar,

Hereafter referred as ………., Gwadar or 2nd

Party

2. Background:

The Project titled Assistance to Governance Reforms and Practices in Balochistan launched by

Government of Balochistan in collaboration with the United Nations Development Program in

Pakistan. The project aims to improve Public Service Delivery by effective institutionalization of

Devolution and other Governance reforms and integration of citizens in governance process

through;

4- Strengthening and alignment of Provincial and Local Government institutions to implement

devolution and related governance reforms;

5- Improvement in access to information for effective decision-making, planning and

monitoring at provincial and local government levels;

6- Strengthening of participatory local governance mechanisms.



The Project is working for the improvement of public services delivery mechanisms .The Project

has developed and successfully implemented the Participatory Information System in five

districts namely Loralai, Barkhan, Bolan, Jhall Magsi, Ziarat and is developing revised PIS in

line with MIS of Government line department in six districts namely Quetta, Pishin, Panjgor,

Gwadar, Killa Saifullah and Lasbela.

The Participatory Information System Services & Village Profile Data Collection will be done in

Gwadar by involvement of District Government, Community Social Organizations &

Volunteers. In this connection AGRP-B is interested to make an agreement with potential CSOs

of the district for data collection of Services, Village Profiles and Data Entry through department

specific Questionnaires which have been shared with the Provincial & District Government &

which are in line with the MIS Questionnaires (BEMIS & HMIS) of these departments with

certain value addition. The departments include Health, Education, Livestock and PHE. The

Project team would provide necessary training and technical assistance to the relevant

stakeholders. The PIS replication strategy for District Gwadar is enclosed herewith as annex

“A”.

3. Purpose of agreement

This MOU has been prepared for formalizing the partnership between CSO called RCDC

Gwadar and AGRP-B for Services & Village Profile Data Collection along with GIS

Coordinates and Data Entry of these Questionnaires in the PIS system at DMIC District

Gwadar.

4. Terms and conditions covered under this memorandum

AGRP-B ( 1st Party) Responsibility:

7. AGRP-B will conduct Initial Orientation of the Project at District & Tehsil Level in

order to provide road map for data collection activities.

8. AGRP-B will build capacity of partner CSOs on PIS data collection and capturing of

GIS coordinates.



9. AGRP-B will conduct TNA of partner CSOs and necessary training will be provided on

financial & operational management of the project.

10. AGRP-B will provide hard copies of services and village Questionnaires for data

collection.

11. AGRP-B will pay for the expenses incurred during the Data Collection, Validation &

Data Entry to the partner CSO as per the approved PIS Services Budget for Gwadar (

Copy enclosed ).

12. AGRP-B will conduct audit of payments in two segments (mid and final audit).

13. AGRP-B Staff will supervise & monitor the overall activity for ensuring the desired

quality of work.

14. AGRP-B will acquire list of facilities along with their status from line department.

15. AGRP-B will issue letter from the Provincial Government & District Government for

providing assistance to the CSOs during the data collection exercise.

CSO called (2nd Party) Responsibility:

9. The ………..shall collect facilities and village data of district Gwadar within two

months.

10. The …… shall appoint Operation/Finance Manager in order to supervise the operation

and finance matters of the activity and submit timely reports to the Project Staff.

11. The …… shall ensure that Operation/Finance Manager is keeping expenditure records

in hard and soft form which will be verified during audit.

12. Prior to commencing the data collection exercise the………. shall prepare Union

Council profile as per designed template with assistance of Union Council Nazim / Naib

Nazim.

13. The ……… shall appoint two (2) Field Supervisors, each field supervisors will be

responsible for supervision & monitoring of two tehsils of district Gwadar.

14. The ……. shall appoint thirteen (13) data collector one for each UC preferably having

their own motor bikes & locals of that particular UC

15. The ……shall appoint two (2) data entry operators in order to enter PIS collected data in

the MIS system at the DMIC.



16. The Data Collection of the village profile will be done by the SO, the information needs

to be directly collected from village active volunteers/notables.

17. The vehicles provided to the CSO will also be used for data validation by the District

Government officials & elected representatives of District Government.

18. The ……. shall ensure that data collector captures GIS coordinates of each and every

facility and village.

19. The data collector will also brief the facility In charge of the GIS Coordinates & its

purpose. In case if the facility is not functional then maximum possible information may

be collected from a reliable source of the village / notable regarding the said facility &

GIS Coordinates of the facility will be taken by the SO.

20. The CSO will also be responsible for completion of data entry in PIS in DMIC in the

supervision of nominated officials of DCO Office Gwadar.

Signed by: - Date

I. EDO Community Development Gwadar

_________________________ _________________

II. _____________________ __________________

Regional Project Advisor AGRPB

III. _______________________ __________________

Presented of CSO called………..



List of Participants of PIS Data Sharing Workshop

Sr # Name Designation Department

1 Mr. Pasand Khan Buledi DCO Gwadar

2 Mr. Asghar Ramzan DO P&F Gwadar

3 Mr. Rehmat Dashti DDCO Gwadar

4 Mr. Majid Suhrabi Nazim Tehsil Gwadar

5 Mr. Mr. Mohd Khan EDO Education

6 Mr. Nisar Ahmed DDO PHE

7 Dr. Abdul Wahid Acting EDO Health

8 Dr. Mohd Iqbal Baloch DDO Livestock

9 Mr. Abdul Wahid Sasuli EDO Revenue

10 Mr. Abdul Samad Nazim UC Naleant

11 Mr. Khudadad Wajo Nazim UC South Gwadar

12 Mr. Asif Ali Lasi DDO PHE

13 Mr. Aziz Ahmed Baloch Nazim UC Suntsar Jiwani

14 Mr. Faiz Nigori Nazim UC North Gwadar

15 Mr. Allahdad Baloch DSM PPHI

16 Mr. Rustam Ali Legal Assistant Gwadar Port Authority

17 Mr. Javed Sameen District In charge NRSP

18 Mr. Mohammd Ali Changezi Director General Gwadar Development Authority

19 Mr. Ghulam Farooq Director Finance Gwadar Port Authority

20 Mr. Mohammad Azeem TMO Tehsil Pasni

21 Mr. Noor Muhsin Journalist Eagle/Aaj News

22 Mr. Ain Qadir Journalist Vash News

23 Mr. Naseem Bazai NPD AGRPB

24 Mr. Saqib Zafar Secretary IT Govt. of Balochistan

25 Mr. Sheryar Taj NPM AGRP-B

26 Dr. Aftab Baloch GS AGRP-B

27 Mr. Akhtar Khilji DBA AGRP-B

28 Mr. Gulzar Gichki RPA AGRP-B

29 Mr. Mukhtar Ahmed DBA AGRP-B

30 Mr. Niaz Ahmed SO AGRP-B



Acronyms

ACO Assistant Coordination Officer

ADCO Assistant District Coordination Officer

AGRP-B Assistance to Governance Reforms and Practices in Balochistan

CDD Community Development Department

CSO Civil Society Organization

DBA Database Administrator

DCO District Coordination Officer

DDO Deputy District Officer

DG Director General

DMIC District Information Management Center

EDO Executive District Officer

DOIT District Officer Information technology

EDO-CD Executive District Officer Community Development

GIS Geographic Information System

GDA Gwadar Development Authority

GPS Global Positioning System

GPA Gwadar Port Authority

IT Information Technology

MIS Management Information System

MoU Memorandum of Understanding

NPD National Project Director

NPM National Project Manager

NRSP National Rural Support Program

P&F Planning and Finance

PHE Public Health Engineering

PIS Participatory Information System

PPHI People’s Primary Health Initiative

RCDC Rural Community Development Council

RPA Regional Project Advisor

TMO Tehsil Municipal Officer

TNA Training Need Assessment

UC Union Council



Photo Galley of PIS activities

Photographs of District Level Orientation Workshop



Photographs of Tehsil Level Orientation Workshop at Jiwani



Photographs of Tehsil Level Orientation Workshop at Pasni

Photographs of Tehsil Level Orientation Workshop at Ormara



Photographs of data Collection process



Photographs of data validation process



Photographs of PIS Data Sharing Workshop

