Professional Documents
Culture Documents
Format of The Field Report
Format of The Field Report
BY
MOI UNIVERSITY
PERIOD: AUGUST-OCTOBER 2013
DECLARATION
Declaration by attaché
at----------------------------this work has not been presented for any other award.
Declaration by supervisors
This work was undertaken under my/our supervision and has been presented with our
approval
Designation
Designation/department
ACKNOWLEDGEMENT
2
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
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
3
ABSTRACT (components) at least 200-300words only
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
4
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
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
M.O.U-Memorandum of understanding
MTP-Medium-term plans
5
RDA- Regional development authority
6
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,
1
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
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
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
maintain a liaison between the institutions (KVDA), Government, Private sector and other
and ensuring best use of Technical, Financial, Human and Natural resources.
STRUCTURE
2
VISION
3
To be a leading regional partner in integrated and sustainable economic development.
MISION
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 was formed to promote sustainable River basin conservation and management
(ecosystem) including abstraction and usage of water in the region, development and
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
4
broad consultative and collaborative framework with the private sector, development partners
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
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.
5
2. Fruit Trees
KVDA produces high quality fruit seedlings in its nurseries located within the Kerio Valley
Citrus
Varieties:
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.
KVDA propagates a number of assorted tree species which are good for conservation of
rehabilitation of degraded arid lands and for establishment of farms woodlots. This is carried
4. Pasture production
Kerio Valley Development Authority is currently a producer of pasture seed and is registered
by KEPHIS as
6
a seed merchant involved in production, processing and marketing of pasture seed. Our
(African Foxtail Grass) which is the grass of choice for Asal areas. The seed is packaged as
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
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
V. to enlist and strengthen the workers' involvement in institutional activities and in the
V. to enhance industry´s satisfaction with the graduate of the Faculty in particular and
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
7
ATTACHMENT WORKPLAN
8
M&E work plan
-How to derive work -Evaluation
plan mechanisms
-Work plan items
-Master plan
preparations
9
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
operation
♦ Collection and analysis of statistical data relating to plan programme.
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
10
In KVDA the Strategic Plan is designed to mutually reinforce and ensure that
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
BUDGETING
11
On budgeting I was able to participate in budgeting process, that is was engaged in
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;
Below is the budget process that KVDA followed during the 2017/2018 financial year;
12
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
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
13
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
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
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;
14
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
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.
15
Ensure continuity of public service under all circumstances.
Establishing systems to enable innovativeness and adaptability of public services to
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
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
16
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
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.
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.
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?
17
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
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
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
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
18
Escarpment in the far South. Kerio Valley Development Authority has undertaken
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
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
1. INTRODUCTION
2. BACKGROUND
19
3. PROBLEM STATEMENT
4. THE PROJECT
5. OBJECTIVES
6. ACTIVITIES
7. STAKEHOLDER ANALYSIS
8. JUSTIFICATION
9. EXPECTED OUTPUT
12. MARKETING
13. MANAGEMENT
14. VIABILITY
-FINANCIAL ANALYSIS
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
m.a.s.l. The river catchment area at this location is 185 Km2 wide and has average annual
20
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
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
The interests of all stakeholders who may affect or be affected by the programme/project;
Ways to reduce negative impacts on vulnerable and disadvantaged groups. KVDA follows the
Planning process
Adapting tools
21
Filling in the stakeholder table
Below a stakeholder analysis grid that KVDA usually applies before carrying out any
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
22
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
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
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
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
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
management.
Staff motivation. The authority should include on the budget the motivational funds
24
25