Turnover Irrigation

7/31/2019 Turnover Irrigation

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DIRECTORATE OF IRRIGATION I

DIRECTORATE GENERAL OF WATER

RESOURCES DEVELOPMENT

MINISTRY OF PUBLIC WORKS

FLOW CHARTS PROCESSES ACTIVITIES

TURNOVER OF

SMALL IRRIGATION TO

WATER USERS ASSOCIATIONS

(ENGLISH TRANSLATION)


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CONTENTS

FLOW CHARTS PROCESSES ACTIVITIES: TURNOVER OF SMALL

IRRIGATION TO WATER USERS ASSOCIATIONS NOTES ON

TRANSLATION

1. FLOW CHART OF PROCESS FOR TURNOVER OF SMALL

IRRIGATION SYSTEMS TO WUA

2. FLOW CHART OF TURNOVER PROCESS FOR GROUP A

3. FLOW CHART OF TURNOVER PROCESS FOR GROUP B

4. FLOW CHART OF TURNOVER PROCESS FOR GROUP C

5. PROCESS CHART : PRELIMINARY DATA COLLECTION

THROUGH TURNOVER PROGRAM FORMULATION

6. PROCESS CHART : FIELD INVENTORY

7. PROCESS CHART : WUA INSTITUTIONAL PROFILE

8. PROCESS CHART : SOCIO-TECHNICAL AND WUA

INSTITUTIONAL PROFILE

9. PROCESS CHART : DESIGNING IRRIGATION SYSTEM

IMPROVEMENTS (SPECIAL MAINTENANCE)

10. PROCESS CHART : WUA FORMATION AND/OR

DEVELOPMENT

11. PROCESS CHART : IMPLEMENTATION OF CONSTRUCTION

BY AGENCY FORCE ACCOUNT

12. PROCESS CHART : IMPLEMENTATION OF CONSTRUCTION

BY CONTRACTOR

13. PROCESS CHART : TURNOVER PROCESS FOR GROUP A

14. PROCESS CHART : ADMINISTRATIVE PREPARATION AND

TURNOVER OF SMALL IRRIGATION (GROUPS B & C)

15. PRELIMINARY DATA COLLECTION

16. IRRIGATION SYSTEM SELECTION CRITERIA FOR

FORMULATION OF PRIORITY SCALE

17. FIELD INVENTORY :

MEANING, GOALS AND TYPES OF DATA

DATA SOURCES AND ACTIVITIES

18. CRITERIA FOR GROUPING IRRIGATION SYSTEMS

19. TP4 COMMUNITY ORGANIZERS

20. WUA INSTITUTIONAL PROFILE

21. SOCIO TECHNICAL AND WUA INSTITUTIONAL

PROFILE

22. WUA FORMATION AND/OR DEVELOPMENT :

MEANING AND GOALS

ACTIVITIES

23. O&M ACTIVITIES DURING MAINTENANCE PERIOD

OF SPECIAL MAINTENANCE CONSTRUCTION

24. ASSISTANCE AND TECHNICAL GUIDANCE AFTER

TURNOVER :

MEANING AND GOALS

LEGAL BASIS

ACTIVITIES

25. TURNOVER OF O&M RESPONSIBILITY TO WUA

(GROUPS B&C) :

MEANING AND REQUIREMENTS

PROCESS OF ACTIVITIES


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FLOW CHART OF PROCESS FOR TURNOVER

OF SMALL IRRIGATION SYSTEMS TO WUA

Preliminary Data Collection

Formulation of Priority Scale

Field Inventory

PU

Assets and/or Rolein O&M

PhysicalCondition of the

System

Group A Group B Group C

No

Yes

Not Good

Start

List of Individual Irrigation Systems < 500ha

Program for Turnover

List of Inventory Result

Good


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FLOW CHART OF TURNOVER PROCESS FOR GROUP A

Group A

PU Section Adjusts Registry Book

Section Reports to PU Province

PRIS Reports to Ministry cq. DGWRD with cc to Province andDistrict

Assistance and Technical Guidance after Turnover

Formation and/or Development ofWUA

Registration of WUA by Bupati

Section Registry Book Adjusted

Provincial Registry Book Adjusted

WUA Formed and/or Developed

WUA Ready and REgistered

National Registry Book Adjusted


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FLOW CHART OF TURNOVER PROCESS FOR GROUP B

Group B

WUA Institutional Profile Conducted

Formation and/orDevelopment of WUA

Registration of WUAby Bupati

WUA Formedand/or Develop

WUA Ready and Registered

AdministrativePreparation

Article of Transferof Irrigation

System O&MResponsibiliy

WUA Institutional Profile

Transfer of Irrigation System O&M Responsibility toWUA

IrrigationSystem Operation and Maintenance byWUA

PU Registry Book Adjusted

Preparation for Transfer of Irrigation System Assets

Article of Transfer ofAssets

Transfer of Assets

Assets Received by WUA

Assistance and Technical Guidance afterTurnover

Inventory ofGovernment assets

Adjusted


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FLOW CHART OF TURNOVER PROCESS FOR GROUP C

Group C

WUA Institutional Profile Conducted

Formation and/orDevelopment of WUA

Registration of WUAby Bupati

WUA Formedand/or Develop

WUA Ready and Registered

Administrative Preparation

Article of Transfer ofIrrigation System

O&M Responsibiliy

WUA Institutional Profile

Transfer of Irrigation System O&M Responsibility toWUA

Irrigation System Operation and Maintenance byWUA

PU Registry Book Adjusted

Preparation for Transfer of Irrigation System Assets

Article of Transfer of Assets

Transfer of Assets

Assets Received by WUA

Assistance and Technical Guidance after Turnover

Inventory of Governmentassets Adjusted

Improvement ofIrrigation System

(Special Maintenance)

Irrigation System Functioning Well


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PROCESS CHART : PRELIMINARY DATA COLLECTION

THROUGH TURNOVER PROGRAM FORMULATION

IMPLEMENTER

ACTIVITY

DGWRD/

DOI - 1

PRIS SECTION SUB

SECTION

1. Form Sent Out2. Completion of Form3. Data Analysis

4. Data sent to PRIS5. Data Analysis and

Prioritization for Program6. Data and Program Sent In7. Provincial Data and Program

Evaluated8. Formulation of Turnover

Program9. Turnover Program Sent Out10. Field Inventory Scheduled

LEGEND : IMPELEMENTER INVOLVED


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PROCESS CHART : FIELD INVENTORY

IMPLEMENTERACTIVITY

FARMERS VILLAGE TPI SECTION SUBSECTION

1. Select Candidate InventoryImplementation Staff (TPI)

2. TPI Training on how toImplement the Inventory

3. Contact Village Head

4. Collect Data and MakeScheme of System byMeans of SystemWalkthrough

5. Fill in Inventory Form6. Turn in Results of Inventory

Implementation7. Evaluation of Inventory

Results and Grouping ofIrrigation systems

LEGEND : IMPLEMENTER INVOLVED


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PROCESS CHART : WUA INSTITUTIONAL PROFILE

IMPLEMENTERACTIVITY

FARMERS VILLAGE TP4 SECTION SUBSECTION

1. Scheduling of Profile2. Designation of TP43. TP4 Training4. Notification of Profile

Schedule to Villages

Involved5. Data Collection andAnalysis

6. Preparation of Site Map7. Dialog with Farmer Leaders8. Report of Profile to Section9. Meeting for Discussion of

Profile Results and Planning

of Continuing Activities10. Report of Profile Results

sent to PRIS



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IMPLEMENTER

ACTIVITY

FARMERS VILLAGE TP4 SECTION SUB

SECTION

1. Scheduling of Profile2. Designation of TP43. TP4 Training4. Notification of Profile

Schedule to VillagesInvolved5. Data Collection and

Analysis6. Preparation of Site Map7. Dialog with Farmer Leaders8. Report of Profile to Section9. Meeting for Discussion of

Profile Results and Planningof Continuing Activities

10. Report of Profile Resultssent to PRIS


PROCESS CHART :

SOCIO-TECHNICAL AND WUA INSTITUTIONAL PROFILE


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PROCESS CHART : DESIGNING IRRIGATION SYSTEM

IMPROVEMENTS (SPECIAL MAINTENANCE)

IMPLEMENTER

ACTIVITY

WUA TP4 SECTION PRIS CONSUL

TANT

1. Evaluation of Profile2. Farmer Requests for Design,

Funding and Priorities3. Designation of Design

Consultant4. Making of Contract5. Delivery of Results of Profile

Evaluation to Consultant6. Field Observation7. System Planning Discussion,

Integration of Farmer requestsand Prioritization

8. Field Survey9. Preparation of Preliminary

Design10. Discussion of Preliminary Design11. Finalization of Design and

Tender Documents



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PROCESS CHART :

WUA FORMATION AND/OR DEVELOPMENT

IMPLEMENTER

ACTIVITY

WUA/

FARMERS

TP4

+*

VIL.

HEAD

SUB

DIST.

CHIEF

PU

SEC

BUP-

ATI

PRIS

1. TP4 TRAINING2. Identification of Problems3. Extension About Need for WUA,

Based on Hydrological Blocks4. Inventory of Potential WUA

Leaders5. Guidance of Potential Leaders6. Meeting of Potential Leaders to

Discuss Plans for Constitution andBylaws

7. Membership Meeting toDetermine Leaders, Constitution,

Bylaws and Workplan8. Signing of Document to Form

WUA9. Process of Registration of WUA10. Registration of WUA by Bupati

LEGEND : IMPELEMENTER INVOLVED *AND RELEVANTAGENCIES


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PROCESS CHART : IMPLEMENTATION OF CONSTRUCTION

BY AGENCY FORCE ACCOUNT

IMPLEMENTER

ACTIVITY

WUA/

FARMERS

TP4 SECTION PRIS

1. Special Maintenance Design2. Designation of Construction

Implementers3. Formulation of Program for

Construction4. Provision of Materials and

storage Site5. Provision of Workers6. Implementation of

Construction7. Supervision of Construction8. Final Check of Work and Trial

Run of Structures9. Work Completion Report

LEGEND : IMPELEMENTER

INVOLVED


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PROCESS CHART : IMPLEMENTATION OF CONSTRUCTION

BY CONTRACTOR

IMPLEMENTER

ACTIVITY

FARMERS WUA TP4 PU

SEC.

PRIS CONTR-

ACTOR

1. Design and TenderDocuments

2. Designation of Contractor3. Making of Contract

4. Making of WorkAuthorization Letter

5. Preliminary Field Check6. Implementation of

Construction7. Supervision of

Construction8. Final Check of Work

9. Maintenance Period andTrial Run of Structures

10. Transfer of Work

LEGEND : IMPELEMENTER

INVOLVED


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PROCESS CHART : TURNOVER PROCESS FOR GROUP A

IMPLEMENTER DISTRICT AND BELOW LEVEL I CENTER

ACTIVITY

WUA SUBSEC/

TP4

VILL.

HEAD

SUB

DIST

CHIEF

PU

SEC.

DISTR

ICT

PRIS PROV

INCE

DG

WRD

PU

1. Categorization intoTurover Groups

2. Adjustment of Registry

Book3. Delivery of Report of

Adjustment of RegistryBook

4. Membership Meetingto Determine Leaders,Constitution, Bylaws,

and Workplan5. Signing of Document

to Form WUA6. WUA Registration

LEGEND : IMPELEMENTE

R

INVOLVED


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PROCESS CHART : ADMINISTRATIVE PREPARATION AND

TURNOVER OF SMALL IRRIGATION (GROUPS B & C)

IMPLEMENTER

ACTIVITY

WUA DIST

RICT

PROV

INCE

PU

DGWR

D

PRIS PU

SEC.

1. Preparation and Completion ofTurnover Documents

2. Preparation of Articles of

Turnover (at Center, Provinceand District levels)

3. Signing of Article of Turnoverbetween PU/DGWRD andProvince

4. Signing of Article of Turnoverbetween Province and District,for transfer to WUA

5. Signing of Article of Turnoverbetween District and WUA

6. Continuing Irrigation SystemOperation and Maintenance byWUA



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MEANING

Collection of data on investment, PU staff and WUA from all individual

irrigation systems smaller than 500 hectares.

GOALS

a. To determine the number of irrigation systems of various sizessmaller than 150 hectares and smaller than 500 ha.

b. To make more detailed identification of irrigation systems.c. To determine the number of staff (civil servants, permanent workers,

temporary workers) in each irrigation systems.d. To know what PU construction investment has occurred.

e. To determine the status of WUA development.

TYPES OF

DATA

COLLECTED

1. Physycal :a. Irrigation system nameb. Areac. Construction by PU

2. Irrigation System Managementa. PU Staff : Status and

Functionb. WUA : Formal or Traditional

DATA

SOURCES

PU Register of Irrigation Systems and other documents in the PUIrrigation Section Office

ACTIVITIES

1. Collection of Data by the Section2. Section level data analysis for turnover planning3. Provincial level data analysis for turnover planning4. Analysis of data by DOI-1 for national turnover planning

PRELIMINARY DATA COLLECTION


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IRRIGATION SYSTEM SELECTION CRITERIA

FOR FORMULATION OF PRIORITY SCALE

MEANING Conditions which must be fulfilled in determining the turnoverprogram at the central, provincial, section and irrigation system levels.

GOALS1. So that the proram for turnover fits with the scale of priorities2. To give clear direction to the implementers of turnover

PRIORI-

TIZATION

CRITERIA

1. The provinces chosen are included in the turnover program2. The number of irrigation systems smaller than 150 hectares and

smaller than 500 hectares inone province3. The number of irrigation systems smaller than 150 hectares and

smaller than 500 hectares in one Irrigation Section4. Needs for irrigation system improvement (Special Maintenance)

are not too great5. Irrigation system operation and maintenance management are

not too difficult

6. There is responsiveness from the water users and relatedgovernment agencies

7. There are water user institutions which are already active


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FIELD INVENTORY :

MEANING, GOALS AND TYPES OF DATA COLLECTED

MEANINGAnd information and data collection activity for individualirrigation systems smaller than 500 hectares

GOALS

1. Determine grouping of individual irrigation systems smaller than500 hectares based on aspects of operation and maintenance,investment sources snd physical condition

2. Collect supporting data for the profile

3. Field orientation and practical training for prospective TP44. Check data from Preliminary Data Collection5. Provide basic data for planning PU functions after turnover

TYPES OF

DATACOLLECTED

1. Name and area of irrigation system2. Name and area of villages covered3. Sources of investment in system4. Water sources

5. Diversion structure and intake6. Scheme of irrigaion system7. Irrigation system operation and maintenance8. Condition of the irrigation


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FIELD INVENTORY :

DATA SOURCES AND ACTIVITIES

DATA SOURCES1. PU Registry Book2. Results of Preliminary Data Collection3. Field sources of data/information

ACTIVITY STAGES

1. Choose candidate inventory implementation satff (TPI Tenaga Pelaksana Inventarisasi)

2. Train TPI about methods for implementing the field inventory3. Implement inventory :

a. Contact Village Headb. Collect data and make scheme of system by means of

walkthroughof irrigation system with farmers

c. Fill in inventory form

d. Deliver results of inventory implementation4. Group the irrigation systems and schedule profile

IMPLEMENTERS1. Juru Pengairan/TPI2. Irrigation Section

TIME About 10 days for 1 irrigation system


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CRITERIA FOR GROUPING IRRIGATION SYSTEMS

GROUP

A

1. No previous construction investment from PU2. No previous PU staff for system operation and maintenance3. Operation and Maintenance activities already carried out by

farmers/WUA

GROUP

B

1. Has construction investment and/or staff assistance from PU

2. Physical condition of the irrigation system is still good so thatimprovement (special maintenance) is not needed

3. Operation and Maintenance activities are done by PU and/orfarmers/WUA

GROUP

C

1. Has construction investment and/or staff assistance from PU2. Physical condition of the irrigation system is not good so that special

maintenance is needed

3. Operation and Maintenance activities are done by PU and/orfarmers/WUA


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TP4 COMMUNITY ORGANIZERSA

MEANING- TP4 are field level implementation staff for turnover activities- TP4 are recruited from irrigation juru/staff (Subsection)

CRITERIA

FOR

SELECTINGTP4

1. Minimum juniro high school education2. Preferably less than 40 years old3. In good health

4. Possesses high dedication to duty5. Easily adaptable to the local community6. Not heavily burdened by other duties while TP4

BASIS FOR

CONSIDERING

JURU

PENGAIRAN/

IRRIGATION

STAFF AS TP4

1. They know well the location and condition of the irrigation systemsin the work area

2. They have the potential to carry out a socio-technical approach3. Few transfers of personnel are required

4. Few operational activities are cheaper

TP4 DUTIES

1. Carry out WUA socio-technical and/or instituional profile2. Carry out WUA guidance and development in cooperation with

relevant agencies3. Act as a link between farmers and government (PU)

Tenaga Pembimbing Petani Pengelola Pengairan


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WUA INSTITUTIONAL PROFILE

MEANINGFull information about WUA institutions and irrigation systemoperation and maintenance roles and responsibilities

GOALS1. Identify existing system management and WUA institutions2. Gather data for WUA guidance and development

SCOPE1. Collection of data on WUA institutions2. Dialog between TP4 and farmers

INSTRUMENT

Interview Guideline for WUA Institutional Profile with topics :1. Identification of location and irrigation system site map2. Irrigation System Operation and Maintenance3. WUA institutions



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SOCIO-TECHNICAL AND WUA INSTITUTIOAL PROFILE

MEANINGFull information about technical, social and institutional aspects connected withirrigation system O&M

GOALS

1. Identify special maintenance needs in preparation for making a design inaccordance with the farmer communitys aspirations

2. Identify farmer contributions in construction3. Identify existing management and water user institutions4. Gather data for WUA guidance and development

SCOPE

1. Make maps of irrigation site, layout and cropping pattern2. Socio-technical dialog between TP4 and farmers including about structures

considered to be problems by farmers3. Identify special maintenance needs from farmers4. Identify special maintenance needs from farmers

INSTRUMENT

Interview Guideline for Socio-technical and WUA Intitutional Profile :

1. Identification of location and site map2. Cropping patern and calendar3. Water sources4. Physical structures5. System Operation and maintenance6. Water user Institutions



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WUA FORMATION AND/OR DEVELOPMENT :

MEANING AND GOALS

MEANING

A number of activities carried out to encourage the formation anddevelopment of WUAs so that they are ready to receive responsibility

for irrigation system operation and maintenance

GOALS

1. Farmers believe in the importance of having and forming WUAs

2. WUAs at turnover sites are formed, registered and ready to receiveresponsibility for irrigation system operation and maintenance

Continued...


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WUA FORMATION AND DEVELOPMENT :

ACTIVITIES

A

C

T

I

V

I

T

I

E

S

1. Training of community organizers (TP4)2. Identification of problems3. TP4 and relevant agencies explain the need for a WUA to farmers4. Inventory of potential leaders5. Guidance of potential leaders by TP4 and relevant agencies6. TP4, relevant agencies and potential leaders discuss and

formulate draft WUA constitution and bylaws and plan agenda

for meeting to form WUA7. General membership meeting to form the WUA, attended by

heads of villages involved, to select leaders and formulateconstitution, bylaws and workplan

8. WUA leaders request signatures on documents to form the WUAfrom Village Head(s) and Subdistrict Chief

9. Submission of constitution and bylaws, with P3A formation

documents appended; to the District Head for Registration, viaPU Irrigation Section office10. Registration of the WUA by the District Head (Bupati)

IMPLEMENTERS

1. TP42. Relevant agencies (according to Presidential Instruction No. 2

1984)


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O&M ACTIVITIES DURING MAINTENANCE PERIOD

OF SPECIAL MAINTENANCE CONSTRUCTION

MEANING

A stage for the testing of the functioning of structures and the transition of theoperation and maintenance duties to the WUA

GOALS

1. Test system operation and maintenance2. Transition of implementation of operation and maintenance from the PRIS

to the WUA3. Enable WUA to carry out operatioan and maintenance well

ACTIVITIES

1. Testing of structures and (if needed) repairs2. Planning of irrigation system operation and maintenance activities by the

WUA3. Operation and maintenance training

IMPLEMENTERS

1. Contractor2. WUA3. TP44. Subsection/section


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ASSISTANCE AND TECHNICAL GUIDANCE

AFTER TURNOVER : MEANING AND GOALS

MEANING

All assistance and technical guidance responsibilities which are the duty, authorityand responsibility of the Provincial Irrigation Service towards non-PU irrigationsystems in the region of work.

GOALS

Together with relevant agencies, guide and improve WUA skills in irrigation systemoperation and maintenance so that the turned over irrigation system continues tofunction well.

Guide and improve the working relationship between WUAs and PRIS in the matterof irrigation system operation and maintenance in an integrated way.

Continued...


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AFTER TURNOVER : LEGAL BASIS

L

E

G

A

L

B

A

S

I

S

1. Even though an irrigation system has been turned over to a WUA,duty, authority and responsibility concerningn water sources arestill held by the government (Law No. 11 1974 article 3, paragraphs1, 2, 3).

2. After an irrigation system has been turned over, the governmentstill has the function of guidance as given in article 10, paragraph 1,

Law No. 11 1974.

3. Formation and/or development, along with WUA guidance, arecarried out as given in Government Regulation No. 14 1987 article 4and Presidential Instruction No. 2 1984.

4. With attention to community capability, the provincial government

may give assistance in planning and construction of village andsubak irrigation systems, and in tertiary blocks, which is consideredto be difficult for the community involved. (GovernmentRegulation No. 23 1982 article 26)

Continued...


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AFTER TURNOVER : LEGAL BASIS

A

C

TI

V

I

T

IE

S

1. Together with relevant agencies guide andimprove WUA irrigation system operation andmaintenance

2. Monitor WUA activities

3. Provide technical assistance to WUAs

4. Allocate water among irrigation systems

5. Provide necessary physycal assistance that isbeyond the WUAs capacity to handle


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TURNOVER OF O&M RESPONSIBILITY TO WUA

(GROUPS B&C) : MEANING AND REQUIREMENTS

MEANING

Transfer of duty, authority and responsibilty for operation andmaintenance of small government irrigation systems to WUA.

WHAT ISTURNED

OVER

a. Irrigation system management, excep for water sourcesb. Technical documents :

1. Site map2. Scheme of the irrigation system

REQUIRE-MENTS

FOR

TURNOVE

R

a. When special maintenance construction is needed,

implementation of that activity has been finished and themaintenance period has finished also

b. The WUA organization has been formed and registered by theBupati

c. Administrative preparations are finished Continued...


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NOTES ON TRANSLATION

This is a translation of materials about the process of activities for theturnover of small irrigation systems to water user associatians. Thesematerials are intended to explain and clarify the processes andprocedures to be used in the turnover project. The materials were

prepared by the Directorate of Irrigation I, with assistance from theInternational Irrigation Management Institute and the Institute forSocial and Economic Research, Education and Information (LP3ES).

In this translation WUA is used to translate P3A (Perkumpulam PetaniPemakai Air). WUA or P3A refers to informal and traditional water user

associations, as well as to formal organizations in various formsincluding Mitra Cai, HIPPA and others.