INDUSTRIAL ATTACHMENT REPORT AT KERIO VALLEY DEVELOPMENT

AUTHORITY (KVDA) ELDORET

BY

TERER DENIS KIPKOECH

AN INDUSTRIAL REPORT SUBMITTED IN PARTIAL FULFILMENT OF THE

REQUIREMENTS OF THE COURSE BSE 308/BPM 324 FOR THE DEGREE OF

BACHALOR OF SCIENCE IN PROJECT PLANNING AND MANAGEMENT-IN

THE DEPARTMENT OF QUANTITATIVE SKILLS AND ENTREPRENEURSHIP

STUDIES, SCHOOL OF HUMAN RESOURCE DEVELOPMENT,

MOI UNIVERSITY
 PERIOD: AUGUST-OCTOBER 2013

DECLARATION

Declaration by attaché

This is my original work undertaken during my industrial attachment

at----------------------------this work has not been presented for any other award.

Name of attaché: TERER DENIS KIPKOECH

Registration No. PPM/70/15

Declaration by supervisors

This work was undertaken under my/our supervision and has been presented with our

approval

Name of industrial attachment supervisor

Designation

Name of institutional supervisor

Designation/department

ACKNOWLEDGEMENT

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My attachment at KVDA offered me valuable lessons and brought me to a close touch with

the salient features and matters pertaining to Project Planning and Management. Such lessons

cannot be attained in an ordinary class environment and are largely interplay between the

class-based inputs from my lecturers and more so from the patience and guidance I got from

the special individuals I had the rare opportunity of interacting with during my attachment

periods. My special thanks go to the KVDA as an Authority for giving me the chance of

being part of its team for a period of 3 months. I also want to thank all the officers and staff

of the Authority for helping me acquire the necessary knowledge especially Mr. Onyango

who is the Chief Planning manager who assisted much in my area of specialization. I would

like also to extend my gratitude to my lecturers, Quantitative Skills and Entrepreneurship

Department, Moi University and more so my Accessor Miss Chebii for her motherly advice

and morale that she gave me during my industrial attachment. It’s this that saw me through

the practice successful. I would also like to thank my fellow interns; Victor Chege, Bella

Wendi, Vitalis Ayego, Mercy Odima and Irene Wanjiru for their moral support during the

period

TABLE OF CONTENTS

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ABSTRACT (components) at least 200-300words only

An Industrial Attachment is a structured, credit-bearing work experience in a professional

work setting during which the student applies and acquires knowledge and skills. It involves

the application of learned skills in an organization related to the students’ major. An Industrial

Attachment should challenge the student to examine the values of the organization involved

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in the experience, and to assess the student's education as it relates to the Industrial

Attachment.

This report focuses on the activities carried out at this authority especially on the areas of

Project Planning and Management. Recommendations on the institution and on attachment

program are also highlighted in the report. During the attachment period I was able to learn to

build good rapport with colleagues and also trained myself to communicate confidently with

the other employees and also, the management. The main problem that I experienced during

the attachment period was the new lifestyle. I was not used to sitting at a desk from 9AM to

5PM. This working hours and also the living situation were so hard to adapt but finally I was

able to coop with them. In conclusion, this Industrial Attachment highly supplemented my

insights in the Projects world. It was undoubtedly a beneficial and educating experience for

me

ACRONYM

BOD- Board of directors.

DMD-Deputy managing director

KVDA- Kerio valley development authority.

KEPHIS-Kenya Plant Health Inspectorate Service

HCDA-Horticultural Crops Directorate

M.O.U-Memorandum of understanding

M.T.E.F-Medium Term Expenditure Fund

MTP-Medium-term plans

SPSS-Statistical Package for the Social Sciences

TQM- Total quality management

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RDA- Regional development authority

PR&D- Planning research & development

M&E – Monitoring and evaluation

FY- Financial year

HEP-Hydro Electric Power

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1.0 Introduction to KVDA

LOCATION

Kerio Valley Development Authority is located in Usin Gishu county in Eldoret town Oloo

street. The main offices are situated in KVDA Plaza 13 th and 14th floor. The Authority has

been mandated to implement projects that transcend administrative boundaries within KVDA

area of operation. These areas are; Turkwel region, Kerio Basin Region, Baringo Region,

Turkana Region and Samburu Region.

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HISTORY

Kerio Valley Development Authority (KVDA) is a corporate legal entity established in 1979

as a Regional Development Authority (RDA) under Cap 441 of the Laws of Kenya. The

Authority is mandated to undertake River basin conservation and management through

integrated river basin-based development programmes with the key objective of propelling

development to improve the region’s per capita income. The RDAs were established with the

objectives of creating desired regional balance in development through complementing multi-

sectoral programme and projects.

BACKGROUND

KVDA Authority is under the ministry of Devolution and is mandated by Law (Cap 441) to

plan, initiate, co-ordinate and monitor implementation of programmes and projects that

transcend administrative boundaries within KVDA's area of operation. It is also mandated to

maintain a liaison between the institutions (KVDA), Government, Private sector and other

agencies on matters of development in the area in view of limiting duplication of activities

and ensuring best use of Technical, Financial, Human and Natural resources.

STRUCTURE

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VISION

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To be a leading regional partner in integrated and sustainable economic development.

MISION

To deliver sustainable business solution in river basin development through prudent

management of resources for economic prosperity of the people.

CORE VALUES

Respectful

 Accountability
 Customer focus
 Team Work
 Creativity and Innovation
 Integrity

ORGANIZATIONAL CULTURE

Organizational culture can be defined as the system of shared actions, values, and beliefs that

develops within an organization and guides the behaviour of its members. KVDA

organization uses standards, rules, and policies to ensure the organizational culture they want

to achieve is obtained.

KVDA’s DEVELOPMENT FOCUS

KVDA was formed to promote sustainable River basin conservation and management

through integrated development. It undertakes programmes that promote environmental

conservation, water development, food security, employment creation and community

empowerment. Specific activities include co-ordination and management of water bodies

(ecosystem) including abstraction and usage of water in the region, development and

management of multipurpose dams, HEP generation, formulation of basin-wide Integrated

Regional Development Master Plans and other relevant plans, establish and manage up to-

date river basin natural resource data and information system necessary for planning and

development of the region, provision of advisory services to the National Government and

other institutions on the resource based development and investment opportunities, develop a

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broad consultative and collaborative framework with the private sector, development partners

and other appropriate agencies in developing the region through:-

(i) basin-based resource studies,

(ii) knowledge and information sharing, and

(iii) technology transfer and capacity building,

In addition, the Authority is mandated to initiate, plan, promote, implement and manage

sustainable integrated resource based investments; undertake programmes and projects that

promote resolution of basin based resource use conflicts; undertake resource mobilization and

investment activities in line with the National Government Investment Policy; and implement

relevant 16 National Government Strategic programmes and perform other related functions

and activities as may be necessary to promote and sustain socio-economic development It’s

main objective is to deliver business solutions in River basin regional development for wealth

creation and improve the living standards of the people.

PRODUCT FROM KVDA

1. KVDA Honey:

Honey production in Kerio Valley Region is based on the traditional log hive which is the

dominant beehive in the area. In the recent past enormous efforts have been put to promote

honey production using modern beehives. However, despite the efforts put in place by

various stakeholders in the beekeeping industry to modernize the methods of production not

much impact has been achieved. Over the last five years KVDA alone has produced more

than 5,000 modern beehives most of which are in use in the region.

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 2. Fruit Trees

KVDA produces high quality fruit seedlings in its nurseries located within the Kerio Valley

Basin. These projects are duly registered by HCDA.

Citrus

Varieties:

Include: Washington navel, Valencia, Tangerines and Clementine.

Mangoes

Varieties:

Kent- good quality, most popular for export, large long fruit, deep yellow

Apple- good quality, suitable for export, round fruit yellow- orange red.

Baribo- high yielder good quality for export large and long orange red. Suitable for canning.

Ngowe- good quality, most popular for export, a large long fruit deep yellow.

Batawi- good quality, large round fruit, olive green to purple in color.

3. Tree seedlings production and afforestation

KVDA propagates a number of assorted tree species which are good for conservation of

water catchment areas,

rehabilitation of degraded arid lands and for establishment of farms woodlots. This is carried

out in central Agro-forestry nurseries distributed in the region

4. Pasture production

Kerio Valley Development Authority is currently a producer of pasture seed and is registered

by KEPHIS as

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a seed merchant involved in production, processing and marketing of pasture seed. Our

flagship pasture seed is Cenchrus Ciliaris

(African Foxtail Grass) which is the grass of choice for Asal areas. The seed is packaged as

Rangeland Pasture Seed in 2kg and 10 kg packets.

OBJECTIVE OF THE ATTACHMENT

Some of the important objectives of the industrial attachment are as follows

I. to assess the interest of the student in the occupation he/she plans to undertake.
II. to expose the students to work methods not taught in the University and to provide

access to products equipment not normally available in the environment of the

University.
III. to provide the students with an opportunity to apply knowledge in real work situation

thereby closing the gap between University work and the actual practice.
IV. to make the transition from school to the world of work smoothly and to enhance

student contacts for job placement.

V. to enlist and strengthen the workers' involvement in institutional activities and in the

entire educational process of preparing the students for employment in industry.

V. to enhance industry´s satisfaction with the graduate of the Faculty in particular and

the University at large.

2.0 METHODS

 ORIENTATION

Orientation was carried out on the 1st week. During this time, were introduced to

the various departments and also the management of the Authority. We also learnt

more about the different projects under the Authority. The approach that was used

was meetings where the departments' heads each talked to us about the activities

and the factions of their respective departments.

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  ATTACHMENT WORKPLAN

Week Activity Objective Intended skills to

be acquired
one -Orientation -Understand -Knowledge on the
-Generation of mission, vision, core functions of the
attachment program values and broad authority
objectives of the -Social networking
organization skills
Two -functions of the -understand the -knowledge of the
department attached procedures in the departments in the
to department organization and
-relevance of their
activities in interrelationships
department towards -communication
realization of channels
organizational
objectives
Three -budgeting process - budget -Budget preparation
preparations skills
-Allocation and
estimation skills
-Budget
implementation

Four Performance -PC formulation and -Setting of targets

contracting setting of targets -Tabling of evidence
-Rating criteria
-Negotiation skills
Five Strategic planning -How strategic plan -Linking MTP with
aids target organization
achievement in a n strategies
organization -Strategic plan
preparation
-Contents/outline of
a strategic plan

Six Monitoring and -Relevance of M&E -M&E skills

Evaluation and how it controls -Strategic planning
implementation of -Consumer of the
the project M&E reports
-Understand
strengths, weakness,
opportunities and
threats of the
organization
Seven Work planning -Importance of work Acquire skills on:-
plan as a tool for -Preparation of a

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 M&E work plan
-How to derive work -Evaluation
plan mechanisms
-Work plan items
-Master plan
preparations

Eight Report writing -Preparation of -Formats of various

reports reports
-Giving up to date -Report writing
process of the skills
projects to guide -Reporting skills
decision making
(quarterly drawn
reports)
Nine Research -Data collation, -Data collection and
&feasibility study collection, analysis analysis using SPSS
and presentation -Problem statement
-Understanding skills
situation before -Collection and
executing a project analysis skills
-Reporting skills
Ten Proposals on -Proposal writing -Project
potential and -Deriving available identification skills
perceived projects and resource need -Designing of
for the project M.O.U
-Fundraising skills
-Presentation and
speaking skills
Eleven Stakeholder Analysis -Development of a -Communication
stakeholder skills
inventory -Negotiation skills
-Understanding
importance of
stakeholders to
projects
Twelve -Review of the -Maintain good -Public relations
activities done relation with the skills
during the officers
attachment period -Complement the
-Acknowledge the organization
organization before
leaving

3.0 ATTACHMENT DUTIES/ACTIVITIES

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  ROLES OF PLANNINING DEPARTMENTS

During the 3 months attachment, I was attached to Research and planning department which

is literally the back born of the authority. During my first week, I was introduced to the

department and informed about the various functions that it undertakes. I was also able to

learn a few about other departments

Some of the functions of the department includes the following;

♦ Formulation of both Annual Plans and long-term Plans.

♦ Preparation of Plan and Budget Link, Plan Supplement, etc.
♦ Monitoring and review of the implementation of Plan Schemes.
♦ Coordination in the matter of planning and development in the Authority
♦ Overseeing the execution of plan schemes.
♦ Coordination and overseeing the implementation of regional plans in KVDA area of

operation
♦ Collection and analysis of statistical data relating to plan programme.

2.2: SKILLS AND COMPETENCIES ACQUIRED

During my 3 months attachment period, I was involved in several activities. The success of

these activities that I was able to undertake was as a result of work plan that I was provided

during the very first day of reporting. The work plan was prepared in such a manner that each

week was scheduled with different activity. The skills and competencies acquired include;

 STRATEGIC PLANNING

I had an opportunity to learn the following;

 Strategic planning process

 Objectives of strategic planning
 Functions
 Core projects and programs
 Strategies used in implementation

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In KVDA the Strategic Plan is designed to mutually reinforce and ensure that

Government policies are translated into actionable programmes. In so doing, the

Authority will position itself to meet the new challenges for a balanced integrated

planning and sustainable development in the region. The plan provides details on the

priority projects the Authority will implement in the region to meet its overall

responsibility to the people. In order to reduce reliance on the exchequer and ensure

sustainability of the Authority, priority will be given to activities that generate revenue in

addition to focusing on core mandate.

 BUDGETING

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 On budgeting I was able to participate in budgeting process, that is was engaged in

preparation of annual budget for Cherangany Water Conservation Project.

Budget is categorized into three;

 Annual budget: This is done after every financial year which begins 1 st - 30th June the

following year. It involves income and expenditure and other recurrent expenditure.

The incomes come from government, grants, rent from KVDA plaza and sales of farm

produce.
 Medium Term Expenditure Fund (MTEF): is a three-year rolling plan for expenditure

framework. It is rolling because every year company has to factor for the next two

years.

Benefits/effectiveness of budgeting;

 It helps planning orientation

 Profitability review
 Assumptions review
 Performance evaluation
 Cash allocation and funding planning

Below is the budget process that KVDA followed during the 2017/2018 financial year;

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  MONITORING AND EVALUATION.

M&E is an embedded concept and constructive part of every project /programme design.

M&E is ideally understood as dialogue on development and its progress between all

stakeholders. During an evaluation, information from previous monitoring process is used to

understand the ways in which the project developed and stimulated change. During my

attachment I was involved in monitoring and evaluation of honey project for KVDA.

Essence of M&E: M&E has many functions for example, it provides the only consolidated

source of information showcasing project progress, it allows actors to learn from each other’s

experiences, building on expertise and knowledge, often generates (written) reports that

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contribute to transparency and accountability and allows for lessons to be shared more easily,

it reveals mistakes and offer paths for learning and improvements, it provides basis for

questioning and testing assumptions.

KVDA manages a lot of projects and this calls for intensive monitoring and evaluation of this

project. During my attachment period, I was able to look at different reports from hundreds of

projects that the authority had undertaken since the year 1987. KVDA team has extensive

experience in identifying appropriate units of analysis, treatment and control groups, baseline

equivalence establishment and control. At the core of our methodology is a participatory

approach to ensure stakeholders are involved throughout the process. The team is committed

to come up with the projects that helps the community mostly in food and water.

Below is the process that KDA usually adhere to for Monitoring and Evaluation of their

projects;

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PERFORMANCE CONTRACTING

The government of Kenya adopted the performance contracting in the year 2013 with the

aim of checking the performance of its parastatals and the institutions. The effectiveness

of performance contracting is a key input in the successful implementation of Kenya

Vision 2030 and Medium-Term Plans. The purpose of performance contract is to establish

clarity and consensus about priorities for the Corporation’s Management in order to;

 Ensure that systems are established for quality for all users of public services.
 Ensure impartiality and fairness in the process of delivery of public services.
 Ensure promotion of National Cohesion and National values.

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  Ensure continuity of public service under all circumstances.
 Establishing systems to enable innovativeness and adaptability of public services to

the needs of users.

KVDA being a government institution is required to fill and sign the contact every year so

as to help the ministry be aware of their expenditure and the projects that they are

undertaking

The criteria for rating the results is as follows

Excellent Achievement between 30% and 1005 above target. Composite score
C.S (1.0 -1.49)
Very good Achievement of the agreed targets in the performance contract up to
129.9% C.S (1.5-2.49)
Good Achievement below agreed target but 2.57% over previous year’s
achievement C.S (2.5-3.49)
Fair Achievement between 100% and 102.57% of the previous year’s
achievement C.S(3.5-3.59)
Poor Achievement below previous year’s achievement C.S (3.6-5.0)

WORK PLANNING

Work-planning is the process of determining what an Organization intends to carry out for the

term of a work cycle (i.e. annual or biennial budget calendar). Work-plans are usually

constructed within the guidance and focus of a strategic plan and should contain the

operational details that illustrate exactly what services will be delivered and to what level of

quality.

In KVDA Authority, organizational objectives are always derived from a higher-level relevant

workplan, such as that of the division or larger programme, or region, or project team. In

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some cases, the management team or a working group will identify a set of objectives that

capture the focus for the coming year. Whatever the source, the larger objectives need to be

translated to concepts and actions relevant to target group or unit. KVDA uses the SMART

methodology to write objective statements. These are:

 Specific – target a specific area or change

 Measurable – quantify or at least suggest an indicator of change or progress
 Achievable – specify goals that are reachable
 Realistic – state what results can realistically be achieved, given available resources
 Time-related – specify when the result(s) expect to be achieved

The most important step in work-planning is to ensure it is used as a management tools. A

good work-plan and an effective operational review process will drive organizational focus,

ensure individual accountability and drive desired results. In KVDA, Operational meetings

represent the most common and effective practice whereby managers and team members

routinely review and discuss the performance of core projects and/or processes. Ideally, the

performance measures should support the conversations with data and trends.

RESEARCH AND FEASIBILITY STUDIES

Market research is the process of systematically gathering, recording and analysing data and

information about customers, competitors and the market. Its uses include to help create a

business plan, launch a new product or service, fine tune existing products and services, and

expand into new markets. Market research can be used to determine which portion of the

population will purchase a product/service, based on variables like age, gender, location and

income level.

A list of questions that can be answered through market research:

 What is happening in the market? What are the trends? Who are the competitors?
 How do consumers talk about the products in the market?
 Which needs are important? Are the needs being met by current products?

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Feasibility studies are designed to answer one big question: Is this idea feasible? It usually

looks at the viability of an idea with an emphasis on identifying potential problems. For

KVDA, this process is very crucial because 100% of all their projects involves working and

consulting the communities are usually the main stakeholders in many projects.

The information that are gathered and present in your feasibility usually helps the Authority

in the following ways.

 Identify all the things you need to make the business work
 Pinpoint logistical and other business-related problems and solutions
 Develop marketing strategies to convince a bank or investor that your business is

worth considering as an investment

 Serve as a solid foundation for developing your business plan

REPORT WRITING

A report is written for a clear purpose and to a particular audience. Specific information and

evidence are presented, analysed and applied to a particular problem or issue. The

information is presented in a clearly structured format making use of sections and headings so

that the information is easy to locate and follow.

During my attachment period, I was able to go through different report for projects that the

Authority had undertaken in the recent years. One of it was the Kimwarer Multipurpose Dam

Development project that is located in Elgeyo Marakwet County, Soy Location. The project is

bounded by the Elgeyo Escarpment in the West, Kerio River in the East and Kimwarer
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Escarpment in the far South. Kerio Valley Development Authority has undertaken

preliminary feasibility study for the development of Kimwarer Multipurpose Dam

Development project with the following components:

i. Construction of hydro-power project (20 MW);

ii. Construction of the dam;

iii. Appurtenant works, access roads, hydropower plant;

iv. Developing 2,000 ha of land under Irrigation; and,

v. Development of industrial and domestic water supply to support 500,000 people.

Another project is The Arror Multipurpose Dam Development Project that is located in

Elgeyo Marakwet County, Arror Location. The area forms part of the Rift valley system, and

the proposed area for irrigation is located on the valley floor of the Kerio at an altitude

around 1000-1100 meters above mean sea level. The main Components of the project are:

1) Dam

2) Hydro-electric power plant

3) Irrigation

PROJECT PROPOSALS

A project proposal is a document that provides information about the items that should be

implemented and/or executed to achieve the desired project result. Since there are different

kinds of projects that entities can be involved in, the content and format of project proposals

also vary from one another.

TEMPLATE FOR PROJECT PROPOSAL

1. INTRODUCTION

2. BACKGROUND

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3. PROBLEM STATEMENT

4. THE PROJECT

5. OBJECTIVES

6. ACTIVITIES

7. STAKEHOLDER ANALYSIS

8. JUSTIFICATION

9. EXPECTED OUTPUT

10. PROJECT COST/BUDGET

11. SOURCE OF FUNDING

12. MARKETING

13. MANAGEMENT

14. VIABILITY

-PROJRCTED INCOME AND EXPENDITURE

-FINANCIAL ANALYSIS

-ROI, IRR, PAYBACK

15. ENVIRONMENTAL IMPACT ASSESSMENT

16. CONCLUSION

During my attachment, I was able to look at two project proposals that KVDA did for two

projects. One was the Arror Multipurpose Dam Development Project (AMDDP). The project

lies within an area that forms part of the Kenyan Rift Valley System at latitude and longitude

coordinates of 0054' to 1018' N and 350 25' to 350 40' E. The dam site is on River Arror at

about 75 Km North - East of Eldoret town and 450 Km West of Nairobi. It is near the

Sererwa village, about 3 Km North of Kapsowar town at an elevation of approximately 2180

m.a.s.l. The river catchment area at this location is 185 Km2 wide and has average annual

rainfall of 1390mm and sediment yield of 1400 to 1800 t/Km2.

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Another was the Embobut multipurpose project is situated in the Embobut River in Elgeyo

Marakwet County. Embobut river is perennial and forms a gorge as it flows down the Elgeyo

Escarpment, to the Kerio Valley floor. It is situated in Marakwet East District on the North

Western part of Kenya approximately 150 km from Eldoret Town.

STAKEHOLDER ANALYSIS

Stakeholders are all those things that need to be considered in order to achieve project goals

and whose participation and support are crucial to its success. Stakeholder analysis identifies

all primary and secondary stakeholders who have a vested interest in the issues with which

the project or policy is concerned. The goal of stakeholder analysis is to develop a strategic

view of the human and institutional landscape, and the relationships between the different

stakeholders and the issues they care about most.

A stakeholder analysis can help a project or programme identify:

The interests of all stakeholders who may affect or be affected by the programme/project;

Potential conflicts or risks that could jeopardise the initiative;

Opportunities and relationships that can be built on during implementation;

Groups that should be encouraged to participate in different stages of the project;

Appropriate strategies and approaches for stakeholder engagement; and

Ways to reduce negative impacts on vulnerable and disadvantaged groups. KVDA follows the

following process during its stakeholder analysis;

 Planning process

 Selecting and defining a policy

 Identifying key stakeholders

 Adapting tools

 Collecting and recording the information

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  Filling in the stakeholder table

 Analyzing the stakeholder table

 Using the information

Below a stakeholder analysis grid that KVDA usually applies before carrying out any

project in the region.

4.0. Conclusions

As a project management student, this attachment period really played a major role in

shaping my future. KVDA is a development Authority and mostly deals with different

projects that were very relevant to my course. The Attachment officered me a hands-on

opportunity to work in my own field. I was able to learn how my course of study applies to

the real world and build a valuable experience that makes them stronger candidates for jobs

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after graduation. KVDA can be the best place to work as a project. Working with very

experienced project managers and planners can be best way to grow as a project manager.

5.0. Recommendations

Through its different development projects, KVDA has greatly changed the lives of people

within the KVDA area. After being the Organization for a period of 3 months, I observed a

lot and below are some of my recommendation based on those observations.

 There are a lot of resources that are yet to be exploited within KVDA area of

operation for example the minerals. KVDA should work with the government in

identifying these resources from these areas.

 Another important thing is public awareness. I realised that many people even those

living in Eldoret do not know what exactly is KVDA. The organization should

therefore carry on a public awareness campaign to teach the public about the

organization so that they contribute one or two during development projects.

 Social media and website presence. The Company has a website but it is very shallow

as compared to other RDAs. Many of their links are actually not working and this

makes it difficult for people to get information and learn about the Authority. I would

recommend that the department of I.T come up with a great, user friendly website

where all of their links are real and functional.

 Based on the observations and the findings, I recommend that the employees at every

level of management should exercise the power and the duties fully as prescribed by

the law.
 Government should device a policy to guide both parastatals and non-governmental

organization in adopting Total Quality Management to increase efficacy of the

management.
 Staff motivation. The authority should include on the budget the motivational funds

this is to enhance high spirit and willingness of staff to work.

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PICTORIALS OF SOME OF KVDA ACTIVITIES

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