Professional Documents
Culture Documents
Peers for
Good
Governance
A Guidebook
on Establishing
a Program for
Replicating
Exemplary
Practices
for Local
Government
Learning from Peers for Good Governance
Copyright © 2004
Philippines-Canada Local Government Support Program (LGSP)
All rights reserved
The Philippines-Canada Local Government Support Program (LGSP) and Federation of the Canadian
Municipalities (FCM) encourage the use, translation, and adaptation and copying of this material for
non-commercial use, with appropriate credit given to LGSP and FCM.
Although reasonable care has been taken in the preparation of this handbook, neither the publisher
and/or contributor and/or writer can accept any liability for any consequence arising from the use
thereof or from any information contained herein.
ISBN 971-92687-7-8
Printed and bound in Manila, Philippines
Published by:
This project was undertaken with the financial support of the Government of Canada provided
through the Canadian International Development Agency (CIDA)
Kaakbay Project Team: Basile Gilbert, LGSP Governance Advisor (Team Leader); Ria Adapon, LGSP
Program Officer; Rizal Barandino, LGSP Program Officer; Rommel Martinez, EBJFI; Polly Dichoso, EBJFI;
Norio Alumno, LMP
Program and Guidebook Concept: Basile Gilbert, LGSP Governance Advisor; Sebastien Hamel,
Regional Manager Asia, FCM
Editorial Team: Basile Gilbert, LGSP Governance Advisor; Myn Garcia, LGSP Communications Advisor;
Ria Adapon, LGSP Program Officer
The publication of this guidebook has been made possible by support from the Federation of
Canadian Municipalities (FCM), International Center for Municipal Development, and the coordination
efforts of the League of Municipalities of the Philippines, as well as the technical support of
the Philippines-Canada Local Government Support Program with funding from the Canadian
International Development Agency (CIDA).
A JOINT PROJECT OF
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Background 1-3
Why undertake a replication program? A Wealth of Advantages 1-4
A Guidebook for Replicating Exemplary Practices in Local Governance 1-7
Objectives of the Guidebook 1-7
Who May Use the Guidebook 1-8
What the Guidebook Contains 1-9
Organization of the Guidebook 1-9
Chapter Two: Establishing a Program for Replicating Exemplary Practices in Local Governance
Task 1: Deciding to Undertake a Replication Program and Determining its Modalities 2-5
Task 2: Identifying Exemplary Practices for Replication 2-12
Task 3: Offering the Exemplary Practices to Potential Replicators and Selecting Replicators 2-18
Chapter Three: Practical Tools for Local Government in Sharing Good Practices
Contents 3-5
Acronyms 3-7
Introduction
What is Replication? 3-9
Why Replicate Exemplary Practices in Local Government:
The Big Picture 3-9
What is the Peer-to-Peer Learning Approach to Replication? 3-10
What will you Find in this Chapter? 3-11
What can your Local Government Gain from Replicating or Hosting the
Replication of an Exemplary Practice? 3-11
What else do you Need to Know about Replication? Guiding Principles of
Replication 3-14
The Replication Process using a Peer-to-Peer Learning Approach: Overview 3-15
Doing It: The Replication Process 3-16
Pre-replication 3-16
Replication Using the Three Tools 3-17
Tool 1: Documenting the Exemplary Practice 3-22
Tool 2: The Peer-to-Peer Learning Workshop Generic Agenda and Facilitator’s Guide 3-30
Tool 3: The Replication Workplan 3-39
Post Peer-to-Peer Workshop Activities: Validating and Implementing the Workplan 3-43
Monitoring and Evaluation 3-43
Chapter Four: More on M & E and Ensuring Success in Replication at the Program Level
References A-1
Appendices
(The Appendices of this manual are contained in the enclosed CD Rom)
E.1 Tool #1: Guidelines in Documenting an Exemplary Practice (for Host LGUs) A-59
E.2 Tool #2: Peer-to-peer Learning Workshop Facilitator’s Guide
and Generic Agenda A-63
E.3 Tool #3: Replication Workplan Template A-71
Learning from Peers for Good Governance fleshes out ideas and concepts, emerging as strong
mechanisms for strengthening local government around the world—it is about local government
units learning from each other and sharing good practices to improve governance.
In the era of rapid growth, local authorities are increasingly challenged to ensure the wellbeing
of their constituents by providing shelter, health and education, job opportunities, managing
land use and waste disposal, and addressing the plight of the urban poor. Local governments are
more and more influential in determining the development and future of citizens. As globalization
increases, local authorities are also finding the opportunity to get in touch with one another,
exchanging information and resources.
International organizations have recognized in these trends, the potential of city-to-city exchange
and learning for improving local governance and the wellbeing of populations. CIDA’s Philippines-
Canada Local Government Support Program (LGSP), and the Federation of Canadian Municipalities
(FCM) as a partner in the implementation of the program have pioneered in this field, by piloting
programs on structured peer-to-peer learning for local government.
LGSP’s Kaakbay Pilot Program in the Philippines involving 30 local government units, is one such
effort based on initial approaches experienced in Canada and around the world.
The success of the Kaakbay Pilot Program became evident in the concrete benefits gained by
these LGUs and their communities. Better roads and infrastructure, effective processing of local
business permits, health care reaching more people, community involvement in solid waste
management, reduced crime incidence were all positive outcomes had by LGUs. In doing so, these
LGUs acquired a deep appreciation for peer-to-peer sharing to strengthen their ability to meet
their challenges.
This guidebook is a testament to the success of peer-to-peer sharing as an approach for replicating
practices to improve local governance. It is our hope that local governments as well as the
wide range of organizations which support them in one way or another take the information
opportunity presented by this guidebook to share and produce new knowledge and greater
capacities for serving communities around the world.
7
8
foreword
Learning from Peers for Good Governance is the product of a fruitful partnership between the
Department of the Interior and Local Government (DILG), the League of Cities of the Philippines
(LCP) and the League of Municipalities of the Philippines (LMP), with the support of the
Philippines-Canada Local Government Support Program (LGSP).
Given our individual mandates, DILG, LMP and LCP have been intensively pursuing developing
local government capacities to better address issues brought about by economic and population
growth, urbanization, and poverty.
The Kaakbay Pilot Program for replicating exemplary practices in local governance has allowed our
respective organizations to work together for a common cause. We were able to pool and share
resources and information, develop coordination mechanisms, and involve LGUs in a sustained
intervention to learn from each other while building our own organizational capacities and
partnership.
Through this initiative, we developed an innovative and cost-effective approach to local capacity
development through structured peer-to-peer learning and the replication of good practices in
local governance. Given the increasing challenge of mobilizing and building capacity, the Kaakbay
approach has emerged as a viable tool for improving local governance in the Philippines.
Learning from Peers for Good Governance captures our experience in undertaking the Kaakbay
Program, as it presents the tools and processes we developed and validated, and embodies our
common goal of promoting and disseminating this approach for local capacity development.
We are convinced that there is much value in sharing the richness of the experience and allowing
others to access the tools and approaches for their own use and benefit. Learning from Peers for
Good Governance is our way of contributing to such learning.
As we endorse the benefits of sharing good practices for responsive and effective governance, we
strongly encourage the use of this guidebook by local government organizations, institutions and
local governments as they embark in developing and implementing a replication program. And
as we jointly commit our support for replication in the Philippines, DILG, LMP and LCP will extend
necessary and appropriate assistance to help ensure the success of such initiatives.
9
Finally, we would like thank the Philippines-Canada Local Government Support program for its
invaluable partnership and pioneering spirit in making this project happen.
10
acknowledgments
The following individuals and organizations made invaluable contributions to this project:
• LGSP Governance Advisor Basile Gilbert for the conceptualization, overall project management
and technical expertise throughout the implementation of the Kaakbay Pilot Program and
publication of this guidebook;
• Sebastien Hamel of the Federation of Canadian Municipalities (FCM), for having helped
conceptualize the Kaakbay Pilot Program and this guidebook;
• The Evelio B. Javier Foundation, Inc. (EBJFI) team led by Rommel Martinez and Polly Dichoso for
having contributed to the successful development and implementation of the Kaakbay Pilot
Program;
• The Philippines-Canada Local Government Support Program (LGSP) team, led by Alix Yule and
Marion Maceda Villanueva for providing direction and support;
• Marilou Sabado and Letty Tumbaga of STRIDES, Inc., and Redge Abos and Arnold Beroya for
the writing, cover design and lay-out of this guidebook;
• Myn Garcia for providing technical and creative direction, and overall supervision of the
design, layout and production of this publication;
• Li-Ann de Leon of the League of Municipalities of the Philippines (LMP) for having coordinated
the LMP involvement and support to the development of this guidebook;
• Dir. Rolando Neri of Oroquieta City, Misamis Occidental, Mayor Melquiadez Azcuna of Lopez
Jaena, Misamis Occidental, Loleimer Egos of Magsaysay, Davao del Sur, Liberato M. Undan
of Banay Banay Davao Oriental, Norio Alumno of LMP, and Polly Dichoso of EBJFI for their
participation in the Focus Group Discussion/Consultation held for the guidebook;
• The 30 local government units that participated in the Kaakbay Pilot program and whose
experience instructed the final content of this guidebook;
• And finally, LGSP Program Officers Ria Adapon and Sef Carandang for overall technical
assistance.
11
12
acronyms
AO Administrative Order
BALAK Basura Atras Linamon Abante sa Kalamboan Program
(Exemplary Practice of Linamon, Lanao del Norte)
BKK Bantay sa Kahusay Ug Kalinaw
(Exemplary Practice of Oroquieta, Misamis Occidental)
CIDA Canadian International Development Agency
DBM Department of Budget and Management
DILG Department of the Interior and Local Government
EBJF Evelio B. Javier Foundation, Inc.
EO Executive Order
EP Exemplary Practice
FCM Federation of Canadian Municipalities
LCE Local Chief Executive
LCP League of Cities of the Philippines
LGOO Local Government Operations Officer
LGSP Philippines-Canada Local Government Support Program
LG Local Government
LGU Local Government Unit
LMP League of Municipalities of the Philippines
LRP Local Resource Partner
M&E Monitoring and Evaluation
MOA Memorandum of Agreement
NSC National Steering Committee
PAC Paglilingkod Abot-Kamay Program
(Exemplary Practice of Magsaysay, Davao del Sur)
RCC Regional Coordinating Committee
SB Sangguniang Bayan (Municipal Council)
SP Sangguniang Panlalawigan/Panglunsod (City/Provincial Council)
TWG Technical Working Group
UNDP United Nations Development Programme
USAID United States Agency for International Development
VNG Association of Netherlands Municipalities or Vereniging van
Nederlandse Gemeenten
13
terms & concepts
Exemplary Practice (EP) A mechanism, process, or method that has been proven to be
an effective, efficient and relevant way of addressing a particular
issue/challenge of local governance and that can be easily
replicable by other local governments. Exemplary practices may
support local government management, administration or service
delivery and may have different levels of complexity.
Host LGU The local government whose exemplary practice has been selected
for replication and will participate in the replication process as host
to the replicating LGUs.
Replicating LGU/Replicator The local government unit replicating the identified exemplary
practice.
14
1-2
CHAPTER one
introduction to the guidebook
introduction
to the guidebook
BACKGROUND
A Missing Link
Despite the abundance of best practices examples in local
governance, however, there is a dearth of replication programs
available for local government units (LGUs) wishing to exchange
knowledge or replicate such practices. While several international
donor organizations (for example, the Federation of Canadian
Municipalities) support exchange programs between local
government in developed and developing countries, there is
almost no support for similar replication or exchange programs
among local governments in developing countries. Thus, while the
information is available and a growing number of local governments
want to learn how to improve their localities, the resources and
opportunities for such remain scarce.
1-3
A first effort at an exchange and replication program on local government best practices on
a national scale came with the implementation of the Kaakbay program in the Philippines.
The the first of its kind in the world, the Kaakbay program (arm-in-arm in Filipino) is a pilot
replication program undertaken by the League of Municipalities of the Philippines (LMP),
the League of Cities of the Philippines (LCP) and the Department of the Interior and Local
Government (DILG) supported by the Philippines-Canada Local Government Support Program
(LGSP). The program identified 6 exemplary practices (EPs) in the Philippines and brought
together 30 local government units—10 that have successfully pioneered the practices and 20
to replicate them—in a one-year replication program.
In many ways, Kaakbay illustrated how local and external resources can be pooled together
to address “the missing link.” By successfully demonstrating that knowledge exchange and
replication can be possible and viable on a national scale, Kaakbay also showed how similar
programs can be successfully undertaken.
This guidebook advocates that the replication and dissemination of good local governance
practices will have greater chances of success and sustainability when undertaken as part of a
program with an appropriate support system and structures. It offers a mechanism that can be
used by organizations working with local government units wanting to share or replicate good
practices with peers.
Why undertake a replication program? For institutions and organizations open to the idea of a
replication program, knowing its benefits and advantages may help you decide if you want to
implement such a program.
Undertaking a replication program puts you in the midst of a current trend, riding on the
wave of an idea whose time has come. Pioneered by such organizations as the Federation
of Canadian Municipalities (FCM) and the Association of Netherlands Municipalities
(VNG) , small initiatives at peer-to-peer learning and replication among cities and
municipalities are increasingly being supported by such international organizations as
the United Nations Development Programme (UNDP), Habitat, the United States Agency
for International Development (USAID) and the World Bank. Undertaking a replication
program for local government in the same country puts you on the cutting edge of such a
trend.
1-4
2. Provide the ‘missing link’ in knowledge production
and sharing.
1-5
idea and is able to mobilize people to implement it. At this experimental stage, however,
the development of an innovative idea takes time and may involve unnecessary steps.
Nevertheless, through this informal process, the idea evolves into a practice that
addresses a perceived problem resulting in greater effectiveness and/or efficiency in local
government operations. Replication will do away with the errors made the first time as it
distills the lessons from the first experience.
Thus, replication of the innovative practice can be done with greater precision; it is
therefore faster and to-the-point, generally more cost-effective than starting from scratch.
From a national policy or program point of view, the dissemination of good practices
through replication programs offers an option for reducing capacity-development and
human resources development costs. More local governments can be reached with fewer
resources. It also offers a way to promote and mainstream local cost-effective practices,
thereby reducing national expenditure required to support inefficiencies in the system.
The Kaakbay experience demonstrated that replicating local governance practices is more
effective when undertaken within a larger program for the following reasons:
• Local government units often need technical, financial and other forms of support in
undertaking replication. A program provides such a support system.
• Local government units also gain from having an external partner that can ensure
regular monitoring and evaluation of progress made in the replication process. This
often provides for an incentive to meet deadlines and tends to build effectiveness in
the implementation.
1-6
7. Offer recognized governance programs as an additional incentive to LGUs.
Most importantly, a program for replication ensures greater sustainability and impact.
Capacities of local governments, as well as those of the organizations managing such
programs are continuously enhanced. This ensures that the gains made last longer and can
impact on a larger number of local governments and communities.
Undertaking replication within a program framework also allows the optimal use of a
tried and tested replication process with simple, proactive tools. The experience of the
Kaakbay replication program in the Philippines made it possible to refine such tools and
methodologies, which are now available for general use by institutions working with local
government.
Given the many advantages of pursuing a replication program, this guidebook presents a set
of how tos in implementing a tested and structured methodology for replicating exemplary
practices in local government through a national or sub-national program. This methodology
should be able to provide a link between, on the one hand, the abundance of local
governments willing and eager to share their good practices, and, on the other hand, the even
bigger number of local government units that are demanding information and opportunities
to learn from others.
1-7
Specifically, the guidebook aims to:
A Chapter for the
Local Government Reader • Introduce more peer-to-peer methodologies of
While primarily targeting enabling capacity development in the local government
organizations, Chapter 3 of this sector
guidebook is packaged so that it • Provide various organizations with tools,
can be used by an individual local guidelines, and processes to help organize,
government unit wanting to share
or replicate a particular practice coordinate, and manage a local government
with one or more local government exemplary practice replication program
units, outside the framework of a • Present/share some of the lessons learned in
larger replication program. Chapter conducting a national program of replication of
3, therefore, while an integral part of
the guidebook, can also be distributed exemplary practices
independently to individual LGUs. • Provide specific tools and insights to LGUs
wanting to get involved in the replication
and dissemination of exemplary practices,
specifically those practices that would require a
year to replicate and entail face-to-face contact
with host and replicating LGUs
These include:
1. Leagues or associations of cities, municipalities
or other sub-national government units
2. National, provincial or regional administrative
bodies in charge of local government
3. International or national foundations and
donor institutions
1-8
What the Guidebook Contains
The guidebook serves as a valuable practical tool in establishing a replication program for
exemplary practices in local governance because it offers the following:
While the guidebook was inspired by the Filipino experience of the Kaakbay program, utmost
effort has been made to make the guidebook as generic as possible, so that it can easily
be adapted in different contexts and countries. Thus, while the guidebook is informed by a
distinctly Filipino experience, the tools and processes it presents are practical and easy-to-
follow, and can be conveniently adapted for use in other countries.
At the same time, this guidebook is specifically for the replication of practices that are
moderate-to-highly complex, meaning replication that would benefit from face-to-face
communication and exchange between host and replicating local government units and will
take from 6 to 18 months to replicate.
Chapter One provides the general introduction and overview of the guidebook.
Chapter Two describes the first three major tasks and requirements in setting up a program for
managing peer-to-peer replication.
Chapter Three is a step-by-step guide to the replication process between and among local
governments at the local level. It is also the chapter that can be used independently from the
rest of the guidebook by individual local government units wishing to undertake replication
outside of a structured program.
Chapter Four is on monitoring and evaluation at the program level. It also concludes the
guidebook with key lessons about replication from Kaakbay participants and partners in the
Philippines.
1-9
1-10
CHAPTERtwo
establishing a program for replicating
exemplary practices in local governance
2-2
establishing a program
for replicating exemplary practices
in
local governance
As a first step to establishing your own program for sharing and
replicating local governance practices, you need to determine the
program modalities that will suit your needs and situation. You also
need to acquaint yourself with the process of setting it up. This
chapter helps you do that, by providing you with:
2-3
Tasks Task Components Outputs and Tools
Outputs:
Task 3 • Developing selection criteria for replicators 1. Selection criteria for replicators
• Information dissemination 2. Information package for potential
Offering the Exemplary • Screening and selection of candidacies replicators
Practices (EPs) and selecting • Getting the commitment of replicators 3. Final list of replicators
local governments that will • Clarifying roles and responsibilities of replicators and forms of 4. Support package for selected
undertake replication support that the program can provide them replicators
• Building relations/arrangements with replicators
Task 5 • Monitoring and evaluation integrated throughout the replication Tools Needed:
Monitoring and evaluating process(program level and replication level) Program Assessment Tools
the program (program level • Joint monitoring and evaluation by host and replicating LGUs at
replication level (either self-assessment by LGUs or facilitated by
and local replication process) program implementers)
• Program support for M & E at the local government level
• Use of monitoring and evaluation tools
2-4
SETTING UP A REPLICATION PROGRAM: TASKS 1-3
TASK 1
Determining the Modalities of your Replication Program
There are advantages and disadvantages in doing it on your own as well as in forming a
partnership or consortium.
More resources can be made available to the Having more than one organization manage
program, as organizations can pool individual the program may diminish each organization’s
resources to maximize them. sense of responsibility and ownership, especially
if leadership and roles are not well-defined. This
Having a partnership/consortium manage can result in involvement tapering off for one or
the program may also lend a stronger profile/ more organizations, and the remaining group
cachet to the program and may attract funding pressured to take on most of the tasks.
agencies to provide more support.
Each institutional partner brings its own Having more than one organization manage the
strengths relative to its goals and objectives, program may give rise to conflicts or negative
networks, and organizational structure. There is dynamics that will have to be managed along
potential for synergy and complementation. the way, especially if partners are working
together for the first time.
A consortium can consolidate resources and
efforts by different groups and help avoid The decision making process may take more
duplication or multiplication of programs with time if consensus is required from institutions
similar goals and objectives. with different backgrounds and paradigms.
2-5
How Kaakbay did it:
Forming a Consortium of Institutions
The Local Government Support Program, a major capacity development program and
the flagship governance program of the Canadian International Development Agency
(CIDA) in the Philippines, recognized the need to develop replication methodologies
for local government in the Philippines. It mobilized the two main national associations
of local government, the League of Cities of the Philippines (LCP) and the League of
Municipalities of the Philippines (LMP), as well as the national agency responsible for local
government in the country, the Department of the Interior and Local Government (DILG),
to initiate a pilot program on replication with the intention of establishing a permanent
national replication program after the pilot program.
LCP and LMP represented all cities and municipalities in the country and had
solid communication networks linking their national secretariats to member local
government units throughout the country. They have both identified the replication and
dissemination of best practices as part of their strategic objectives but had not developed
the mechanisms required to implement it. The DILG was already implementing the
components of a framework to coordinate inputs of several national and international
stakeholders for the capacity development of LGUs throughout the country. The
department saw the replication of exemplary practices as one of several inter related
approaches to capacity development for LGUs in the country.
While the Kaakbay pilot program was officially implemented by three national
institutional partners, LGSP provided financial and technical assistance throughout
program implementation, assisted by the Evelio B. Javier Foundation (EBJF), a non
governmental organization primarily dedicated to local government strengthening in the
Philippines.
See Appendix A.1 for Memorandum of Agreement between LGSP, LCP, LMP and DILG.
• A decision-making/policy-making body
• An implementation team
The decision-making body will be the higher body that sets the general direction and
oversees the entire program. The implementation team is your program workhorse. It
implements the program activities, manages the day-to-day operations and activities,
2-6
provides secretariat functions, and trouble-shoots problems. It can also develop plans and
recommend policy changes for approval by the decision-making body.
Once you have set up your management structures, they will need to do the following:
• Develop objectives, principles, framework and criteria for selecting EPs and replicators,
as well as mechanisms for coordination and communication, reporting, information
dissemination, monitoring and evaluation, process documentation and others
• Manage/undertake the search and selection of EPs (including information
dissemination, screening)
• Manage and oversee the actual replication process among local governments and
ensure the achievement of program objectives within the given timeframe
• Monitor and evaluate the program
• Provide overall management and coordination of the program
• National Steering Committee (NSC)– the policy-making and oversight body for the
program; composed of 2-3 representatives of the four partner organizations (LCP,
LMP, DILG and LGSP), including the executive heads of the organizations.
• Technical Working Group (TWG)- the group undertook secretariat functions, drafted
policies for approval by the NSC, and took care of the day-to-day operations and
overseeing of the replication processes.
• Regional Coordinating Committees – composed of regional office representatives
of the DILG, LMP and LCP; undertook information dissemination and pre-screening
functions, as well as provided coordination at the regional level.
2-7
3. Formulating objectives, policies, principles and framework/criteria to guide the program
The management structure/s you set up will formulate the following for the program:
To do this, your implementing team can draft the needed documents for the decision-
making body to discuss, modify and approve.
4. Leveling off on roles and functions among those involved in the program
Leveling off on roles and functions is important, particularly if you are doing this as a
consortium. Keeping in mind the key functions that you need to undertake in the program,
level-off on roles and functions of the management structures as a whole, the individual
member-organizations, and the individual representatives.
2-8
How Kaakbay did it:
General List of Roles and Responsibilities
In the Memorandum of Understanding of the Kaakbay consortium, LCP, LMP, DILG and
LGSP committed to undertake the following roles and responsibilities:
1.1. DILG
1.3. LGSP
a. Provide financial assistance for the overall project implementation as well as for the
four (4) Replication Clusters.
b. Provide technical assistance and secretariat/administrative support for the
implementation and management of the project.
c. Designate a representative to the Project Steering Committee and play an advisory
role in the implementation of the project.
2-9
5. Developing mechanisms and systems for the following is crucial:
a) Management
b) Coordination (among partners in a consortium/partnership and among team
members (in a single organization) as well as with LGUs)
c) Monitoring and evaluation
d) Program support to hosting and replicating local governments
At this stage, you need to agree on systems and mechanisms for managing the program
and coordinating with each other. These include the following:
Tasks Two & Three of this Chapter tackle the process of identifying support mechanisms for
local government units. The process of setting up mechanisms and developing systems for
monitoring and evaluation will be taken up in Chapters 3 & 4.
6. Developing a workplan
After you have laid down the basic parameters and modalities, a good next step will be to
develop an initial workplan covering all program activities for a period of at least one year
or till a first round of replication is completed at the local government level. Developing a
workplan helps you situate the program within a concrete timeframe, identify the needs
and activities within each step of the plan as well as the resources that will be needed.
A workplan also helps identify internal and external factors that can affect program
activities (elections, local government processes like budgeting, holidays) as well as give
partners a chance to integrate the program activities within the other activities and
programs of their respective organizations.
2-10
How Kaakbay did it:
The Kaakbay Pilot Program Workplan
Activities Nov-Dec Jan- Apr- Jul- Oct- Jan-Mar Apr-
02 Mar Jun Sep Dec 04 Jun
03 03 03 03 04
Inception Phase
Formation of consortium /
management structure
Formation of National Steering
Committee
Identification of Key Areas for
Replication
Identification of Exemplary
Practices / Host LGUs
Selection of Local Resource Partners
(LRPs)
Gathering of Reference
Documentation
Selection of LGUs for Replication
Implementation of
Replication Process
Joint Inception/Exposure Workshop
(Peer-to-Peer Learning Workshop)
Establishment of Replication Project
Committees
Signing of MOAs among Replication
Clusters
Formulation of Replication Work
Plans
Implementation of Replication
Projects
Joint Mid-Project Progress
Assessment Workshop
Joint Final Assessments
Finalization of Program
Methodology Manual
Develop strategies to establish a
permanent national program based
on the pilot program experience
2-11
How Kaakbay did it:
Mobilizing Resources for the Program
Funding for the Kaakbay pilot program was primarily provided by the Philippines-Canada
Local Government Support Program (LGSP) with financial and in-kind contributions from
the two national associations of local governments-LCP and LMP. The DILG provided in-
kind contributions mainly by dedicating staff to the program. Host LGUs also provided
staff time and other resources such as meeting rooms, community volunteers, etc.
TASK 2
Identifying Exemplary Practices for Replication
To undertake TASK 2, both the implementing team and the decision-making body will have
to be involved in the tasks outlined below. You can also decide to form a smaller group with
representatives from these two bodies that will focus on the tasks involved (especially if you
are managing the program as a consortium) or have the entire implementing team undertake
it (in case you are doing it as a single organization.) These tasks are:
2-12
• Members of such a unit need to be in a position to link the identification of EPs with
the strategic orientations of the respective organizations involved.
2-13
Based on the lessons of the Kaakbay experience, it is best that you limit your choice of
exemplary practices to those that would take no more than one year to replicate. Practices
that require more than a year to replicate may entail greater difficulties to manage: local
government units may lose momentum or enthusiasm in the process and monitoring may be
less effective given the longer period.
f. Cost-effectiveness
One of the principles of replication is that it should require the least effort and amount of
resources. Thus, selected EPs should have proven their cost-effectiveness in terms of achieving
their objectives vis-à-vis the amount of resources that went into the practice.
Kaakbay developed a framework for identifying exemplary practices in local governance. The
framework and criteria focused on the following considerations:
Necessary Criteria
• LGU-initiated. The exemplary practice has been/can be initiated by a LGU at the city or
municipal level. The initiative should be sustainable and not dependent for its success,
implementation or resources on any other program/project or agency. This being the case,
the initiative should demonstrate LGU ownership and is socially accepted by its targeted
beneficiaries.
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• Proven and effective solutions to the problems encountered. The exemplary prac-
tice has operationally demonstrated and proven to be an effective response to the
identified needs of its target beneficiaries. It also means that the initiative has signifi-
cantly contributed to improving the social and material conditions of the beneficiaries.
• Least possible cost and effort to replicate. The exemplary practice does not require
huge amounts of resources or funding to replicate and is easy to implement. It’s a
“common sense idea” as opposed to a capital-intensive project. It also means the ex-
emplary practice was able to mobilize and maximize the use of indigenous resources.
Desirable Criteria
“Host” LGUs
While the exemplary practice or initiative may manifest the foregoing features or criteria,
the city or municipal LGUs who have experienced the exemplary practice and will serve as
host in the replication process, should likewise have:
• The will and interest ( LCE and SB/SP support) to take part in an institutional sharing
process
• The presence of resource people with the ability to contribute/ articulate their
experience
• Readiness to start as soon as possible so that the initiatives are completed or are
underway before the 2004 local elections
• Existing documentation of the exemplary practice preferred
See Kaakbay Framework and Criteria for Identifying EPs in Appendix A.2.
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3. Conducting the Search to Identify EPs
Once you have formulated your framework, you can begin the search for exemplary practices.
After documenting basic information on the EPs, screen the list you have made based on
your criteria and make a final list of your identified EPs.
See Kaakbay Template for Identifying and Initial Documentation of EPs in Appendix A.3.
2-16
c. Packaging information about EPs for dissemination to potential replicators
Once you have finalized your list of identified EPs, package the information about the
EPs for dissemination to potential replicators. You can do this by producing animated
audio-visual presentations (in powerpoint CD formats, for example), brochures or
pamphlets (See Appendix C for sample Kaakbay brochures). The EP package should
include most of the information that potential replicators will need:
a. Getting the institutional commitment of the host LGU to participate in the replication
process
b. Providing information on the benefits of taking part in the replication process as a
host
c. Clarifying roles and responsibilities of the host LGUs in the replication process
Roles and Responsibilities of host LGUs that need to be clarified with them include the
following:
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d. Putting together a support and incentive package for host LGUs
Forms of support can include technical assistance in undertaking specific tasks of host
LGUs (e.g. documenting their practice, facilitating the peer-to-peer learning workshop),
financial support (such as travel and accommodation expenses if needed), honoraria
for the time spent taking part in the sharing process, and any other creative approach
to providing incentives.
Kaakbay put together an information package that was disseminated to LGUs with
exemplary practices to provide details on their roles and responsibilities in the program.
See Kaakbay General Information Sheet for Host LGUs on Appendix A.4.
Task 3
Offering Exemplary Practices (EPs) for Replication and Selecting Replicators
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c. Level of capacity/readiness to replicate
This includes:
• Willingness to provide resources (human, technical, financial) for replication
• Presence of pre-requisites or pre-conditions needed to replicate a particular project
• Need for assistance. LGUs demonstrating greater need for assistance will be prioritized
in the selection.
• Demonstrate the will to replicate a specific practice. The recipient LGU should have the
daring and the intense desire and interest to pursue the exemplary practice proposed to
them. Replication should also meet their identified needs.
• Be willing to take part in an institutional cooperation process with other LGUs. The
participating LGUs will be asked to formally bind themselves in a collaborative agreement
with other LGUs to pursue the replication process. The support of the individual LGUs’
Local Chief Executive and the respective local councils will be required.
• Have the readiness to implement the exemplary practice. The recipient LGUs should
have the political support, basic capacity and required equipment, among others, as well
as the readiness to start the replication process at the soonest possible time.
• The will to provide the resources required for the replication process. While LGSP will
provide a small support fund to the Kaakbay Project, recipient LGUs are expected to buy-
in into the replication process and provide the majority of resources required as well as
other in-kind contributions
• Have a competently strong LGOO assigned in the LGU. The LGOO, with support from a
local resource partner (LRP), is expected to coach the LGU through the replication process.
The Kaakbay project will take this factor into consideration when selecting specific LGUs
for the Kaakbay project.
• Minimum pre-requisites for a specific practice already in place. The recipient LGU has
the necessary facilities, human resources and equipment required to replicate the specific
exemplary practice. Those resources are available for utilization/deployment.
• Be willing to abide by, and commit to the roles and responsibilities within the
Kaakbay replication cluster.
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2. Information dissemination
Establish strategies and modes for disseminating the information package you have
produced to potential replicators. Again, there are several ways of doing so:
• Tap your and other networks, including leagues of cities, municipalities, or provinces,
government agencies
• Advertise in commercial media or in local government newsletters, occasional
publications and websites
• Get recommendations from government agencies, leagues and other organizations
• Take advantage of existing local government events or gatherings to promote the
program
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3. Selection of applicants
Establish a selection committee that will go through the applications and compile
a shortlist of applicants. After shortlisting, the committee may invite applicants for
individual meetings or interviews or visit the areas/local governments short-listed before
finalizing the selection.
Roles and Responsibilities of replicating LGUs that need to be clarified with them include:
After undertaking Tasks 1 to 3, your management structures will be in place. You will also have
a list of exemplary practices to replicate and a group of replicating LGUs ready to begin the
replication process.
To ensure success in undertaking these first tasks, particular emphasis should be placed on
the following:
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• Adhere strictly to the criteria you have set in identifying exemplary practices and
selecting replicating LGUs. Once you agree on a criteria, stick to it. It helps avoid future
problems, such as LGUs suddenly dropping out of the process, delays and longer-
than-expected project duration, logistical difficulties, and others.
Consider good timing when implementing the program. Timing may not be everything, but it
is critical. It would be best to time the start of the program or the replication process right after
an election. This enhances prospects for the replication being completed and institutionalized,
and minimizes the chances that it will be disrupted by changes in local government leadership.
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Learning from
Peers for
Good
Governance
Practical Tools
for Local
Government in
Sharing Good
Practices
Chapter 3 of the Guidebook on Establishing a
Program for Replicating Exemplary Practices
in Local Government
Learning from Peers for Good Governance
Copyright © 2004
Philippines-Canada Local Government Support Program (LGSP)
All rights reserved
The Philippines-Canada Local Government Support Program (LGSP) and Federation of the Canadian
Municipalities (FCM) encourage the use, translation, and adaptation and copying of this material for
non-commercial use, with appropriate credit given to LGSP and FCM.
Although reasonable care has been taken in the preparation of this handbook, neither the publisher
and/or contributor and/or writer can accept any liability for any consequence arising from the use
thereof or from any information contained herein.
ISBN 971-92687-7-8
Printed and bound in Manila, Philippines
Published by:
This project was undertaken with the financial support of the Government of Canada provided
through the Canadian International Development Agency (CIDA)
Kaakbay Project Team: Basile Gilbert, LGSP Governance Advisor (Team Leader); Ria Adapon, LGSP
Program Officer; Rizal Barandino, LGSP Program Officer; Rommel Martinez, EBJFI; Polly Dichoso, EBJFI;
Norio Alumno, LMP
Program and Guidebook Concept: Basile Gilbert, LGSP Governance Advisor; Sebastien Hamel,
Regional Manager Asia, FCM
Editorial Team: Basile Gilbert, LGSP Governance Advisor; Myn Garcia, LGSP Communications Advisor;
Ria Adapon, LGSP Program Officer
The publication of this guidebook has been made possible by support from the Federation of
Canadian Municipalities (FCM), International Center for Municipal Development, and the coordination
efforts of the League of Municipalities of the Philippines, as well as the technical support of
the Philippines-Canada Local Government Support Program with funding from the Canadian
International Development Agency (CIDA).
While this chapter is part of a larger guidebook, it is also a stand alone booklet on how to
undertake a program for replicating exemplary practices (EPs) among local government
units. It is based on the experience of the Kaakbay pilot program for replicating exemplary
practices in local governance, undertaken by the Philippines-Canada Local Government
Support Program(LGSP), the League of Municipalities of the Philippines (LMP), the
League of Cities of the Philippines (LMP) and the Department of the Interior and Local
Government (DILG).
This chapter of the larger guidebook was written with these LGUs in mind. It presents
guidelines and tools in managing and supporting the replication process among local
governments doing it on their own.
ACRONYMS 3-7
INTRODUCTION 3-9
Pre-replication 3-16
Replication Using the Three Tools 3-17
3-5
Appendices
(The Appendices of this manual are contained in the enclosed CD Rom)
E.1 Tool #1: Guidelines in Documenting an Exemplary Practice (for Host LGUs) A-59
E.2 Tool #2: Peer-to-peer Learning Workshop Facilitator’s Guide
and Generic Agenda A-63
E.3 Tool #3: Replication Workplan Template A-71
3-6
acronyms
AO Administrative Order
BALAK Basura Atras Linamon Abante sa Kalamboan Program
(Exemplary Practice of Linamon, Lanao del Norte)
BKK Bantay sa Kahusay Ug Kalinaw
(Exemplary Practice of Oroquieta, Misamis Occidental)
CIDA Canadian International Development Agency
DBM Department of Budget and Management
DILG Department of the Interior and Local Government
EBJF Evelio B. Javier Foundation, Inc.
EO Executive Order
EP Exemplary Practice
FCM Federation of Canadian Municipalities
LCE Local Chief Executive
LCP League of Cities of the Philippines
LGOO Local Government Operations Officer
LGSP Philippines-Canada Local Government Support Program
LG Local Government
LGU Local Government Unit
LMP League of Municipalities of the Philippines
LRP Local Resource Partner
M&E Monitoring and Evaluation
MOA Memorandum of Agreement
NSC National Steering Committee
PAC Paglilingkod Abot-Kamay Program
(Exemplary Practice of Magsaysay, Davao del Sur)
RCC Regional Coordinating Committee
SB Sangguniang Bayan (Municipal Council)
SP Sangguniang Panlalawigan/Panglunsod (City/Provincial Council)
TWG Technical Working Group
UNDP United Nations Development Programme
USAID United States Agency for International Development
VNG Association of Netherlands Municipalities or Vereniging van
Nederlandse Gemeenten
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3-8
managing and supporting
the replication process
INTRODUCTION
What is Replication?
Replication is a systematic and supportive process that involves
learning from, and sharing with others, practices that are proven
to be effective solutions to common local government problems.
It aims to contribute to the sustainable wellbeing of citizens and
advancement of local government with the least possible cost and
effort.
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5. The replication of the innovative practice, because
Why replicate exemplary informed by previous experience, can be done with
practices in Local more precision and therefore, the replication is faster
Government? and to-the-point, generally more cost-effictive than
starting from scratch.
1. Use tested solutions to local
government problems
2. Adopt an innovative and 6. From a national policy or program point of view, the
proven way of building LGU dissemination of good practices through replication
capacities
programs offers an option for reducing capacity
3. Empower and enjoy a
participatory method of development and human resources development
capacity development costs. More local governments can be reached with
4. Contribute to greater fewer resources. It also offers a way to promote and
effectiveness and efficiency.
mainstream local cost-effective practices, thereby
5. Become more cost-effective.
6. Reduce costs. reducing national expenditure required to support
inefficiencies in the system.
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the replicators as needed, and the replicators designing and implementing their replication
projects.
Both host and replicating LGUs will jointly monitor progress in the replication process and
resolve problems and issues together.
This chapter presents the actual replication process that takes place at the local government
level, between the host LGU (the LGU that has an exemplary practice and is hosting its
replication) and the replicating LGU (the LGU replicating the practice of the host LGU). It
presents a step-by-step guide to undertaking replication and the generic, practical tools that
will be used in the process.
What can your Local Government gain from Replicating or Hosting the Replication of an
Exemplary Practice?
Local government units new to the idea of replication may be ambivalent or unconvinced of
the value of such an effort.
Others may hold the view that replicating may prove ineffective because government units
have differing situations, needs and capacities that are not transferable. As such, they may
believe that a practice that works in one area will not work in another.
Some may view replicating the practices of others as copying or imitating. Since each local gov-
ernment unit may have their own unique way of doing things and necessarily takes pride in their
own corporate initiative, they may be reluctant to replicate other LGUs’ practices as this may cast
a negative light on their efforts.
LGUs with replicable innovative practices may not see any benefit in sharing their experience;
rather, they may see it as an added burden on their resources and personnel.
However, the experiences of many local governments that have participated in replication
efforts and programs mostly testify to the manifold benefits of replication. Here are some of
them:
3-11
Benefits for LGUs Sharing their Exemplary Practice
with other LGUs
3-12
to LGU capacity development. Instead of long,
highly technical and expensive training programs
whose impact may be limited to a few individuals,
you get to learn new practices from peers, people
who are like you, who have been through the
same experiences, face the same limitations and
challenges and can share good practices firsthand. Benefits of Replicating LGUs
2. It is cost-effective.
Because you are not starting from scratch, you have
a clearer idea of the work involved, the resources
needed and the time it takes to do it. This makes
it faster and less costly. You also avoid making the
mistakes that the host may have made since you will
have the support of knowledgeable people who
have gone through the same experience.
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4. It improves governance.
Most importantly, replication can greatly improve
local governance. The experience provides multiple
opportunities for officials and personnel in both
host and replicating LGUs to gain new knowledge
and skills. They are both exposed to a greater variety
of experiences and situations beyond their locality.
Host LGUs, for example, develop newfound skills in
hosting and coaching replication. In turn, improved
capacities translate to better services, higher
revenues, more efficient administration, improved
wellbeing for constituents, and greater prospects for
growth and development.
2. Replicating is innovating.
Replicating can be a genuinely creative process.
It challenges you to expand your vision beyond
your locality and see the situations and efforts of
others. Then, it compels you to shift perspective and
skillfully transform this information into a viable,
original project that will suit your locality’s unique
needs and conditions.
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3. Don’t under-estimate the importance of the process, follow the methodology.
A structured, organized process of replicating ensures the best chances of achieving
results. First hand learning and innovative replication may diminish in value without the
benefit of an effective methodology that is properly followed by host and replicating LGUs.
Work planning is a crucial part of the replication process.
Under a replication program, it is the Management Team’s task to ensure that the
replication methodology featured in this manual is adequately adapted to guide the
replication effort. For individual LGUs, following the replication methodology will greatly
help you manage the process on your own.
The Process
Under this approach, host and replicating LGUs undergo the following process:
1. Pre-Replication
1.1. Preparing for replication
1.2. Building relations between host and replicating LGUs
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Figure A. The Replication Process at a Glance
Pre –Replication
Build Capacities for Replication (mainly for host LGUs)
Build Relations Between Host and Replicating LGUs
Actual Replication
Pre-replication
Pre-replication involves two activities: 1) preparing for replication and 2) building relations
between host and replicating LGUs.
However, initial capacity development takes different forms for the host and replicating
LGUs. LGUs hosting replication or sharing their exemplary practice with others will
need to do more work at the start of the process. Replicating LGUs will take on greater
responsibility when they are actually replicating the practice.
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Table A. Preparing to Host or Replicate an Exemplary Practice
• Ensure institutional support in hosting • Get the approval of the City Council or a
the replication of your exemplary practice similar legislative body of your intention
by passing an executive order or a similar to undertake replication in the form of a
document declaring your intention Resolution or similar order
to host other local governments in • Designate a core group of 3 to 5 members
replicating a practice pioneered by your within the LGU to take the lead in the
LGU. Allocate initial funds if required project. Ensure that team members
• Designate a team to take the lead in have the needed competence and
hosting adequate authority to make decisions
• Become familiar with the replication tools and undertake activities called for by the
and process and replication process. You can expand or
• Plan the replication activities (including change members as you go along to suit
the documentation of the exemplary the changing needs of the process
practice and the conduct of the Peer-to- • Start considering the level of effort
Peer Learning Workshop) needed for replication ( in terms of
financial, human and other resources, time
needed, etc) so that these can be planned
and appropriated
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Table B. Steps, Replication Tools and Who Will Use Them
Steps in the Replication Process Key Replication Tools Who will use the Tool?
The first two steps (and tools) will be done by the host LGU. The host LGU will document
their exemplary practice in order to share it with the replicating LGU. They will also conduct
a Peer-to-Peer Learning Workshop. During the Peer-to-Peer Learning Workshop, the spotlight
will shift to the replicating LGU, as they formulate their project workplan and then proceed to
implementing it.
In terms of a timeline, steps 1 and 2 will be two short steps that may take from 1-2 months to
complete while Step 3 will cover the rest of the replication period of 6-18 months.
Because the three steps in the replication process directly lead one to the other, the three
tools proposed by this manual are likewise designed to facilitate this connectedness and flow.
Key sections of the three tools correspond to one another and help the LGUs organize the
information in such a way to facilitate the work planning for the replicating LGUs. Abiding by
the instructions of the respective tools can therefore ensure ease and efficiency in undertaking
the replication process.
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Step 1
Documenting the Exemplary Practice using Tool 1:
Guidelines to Documenting Your Exemplary Practice (GDEP)
b. Objective:
Documenting the practice to be replicated serves the following purpose: Make
available essential information about the practice and present it in a way that will
facilitate its use by the replicating LGU in developing its work plan and implementing
its replication project
The Reference Document will help replicating LGUs understand the practice they are
about to replicate, and provide them with a ready template to modify in developing
their own replication project.
The Guidelines and their output, the Reference Document, will thus provide the
needed anchors for structured learning and implementation to take place.
3-19
the Reference Document. If no one in the organization has time to put a Reference
Document together, you may need to involve a writer or external persons (from a local
university, for example) to do it for you using Tool 1 as their guide.
In modifying any step undertaken by the host however, the writer must be sure it
will lead to the same results. Similarly, the writer may choose to identify a step that
the host may have omitted but that is common sense and appears beneficial to the
successful implementation of the project. For example, it may be good to recommend
the formation of a small project implementation team at the beginning of the project
even though the host may not have had one. Such changes would usually require a
discussion with the host LGU representatives so that they can agree on the value of the
suggested change to the implementation process.
Documenting an exemplary practice requires time and a series of interactions with the
individuals having implemented the project in the first place. Several meetings may be
required to properly document an exemplary practice.
Since different sections of the guidelines correspond to specific sessions of the Peer-
to-Peer Learning Workshop, it is important to divide the information as suggested in
the guidelines i.e. separate the rationale, objectives, implementation steps, results, etc.
Most people involved in the process, especially hosts having previously shared their
experience with others in their own manner, may not understand the importance of
dividing the information in the way the guidelines are suggesting it. The rationale for
this is to make the tool more didactic and easily understood by others.
3-20
Since local government people tend to be practical, generally need to get the job done
quickly and seldom have time to read lengthy papers, the reference document should
be short, focused on implementation and written in a simple manner. Adding visual
elements and pictures is important.
Preparing the Reference Document may be inter-related with the preparation of the
Peer-to-Peer Learning Workshop. Since the sections of the Reference Document
correspond to presentations members of the host LGU will need to do during the Peer-
to-Peer Learning Workshop, it may be easier to ask them to prepare their respective
presentations and the writer can then integrate this information in the respective
sections of the Reference Document.
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Replication Tool 1: GUIDELINES TO DOCUMENTING THE EXEMPLARY PRACTICE
Replication Tool 1:
GUIDELINES TO DOCUMENTING THE EXEMPLARY PRACTICE
Introduction
I. Background
These guidelines are aimed at helping the Local Government Unit that is hosting the replication
project (Host LGU) put together a Reference Document that will describe the Exemplary Practice. The
Reference Document will serve as the main project description to help replicating LGUs understand
the various aspects of the Exemplary Practice and how it was implemented.
If you look closely, The Reference Document has several sections which correspond to various
sections of other tools proposed for use in this Guidebook that will help replicating LGUs through the
replication process: namely: the Peer-to-Peer Learning Workshop (Tool 2) and Replication Workplan
(Tool 3). To ensure full and effective use of these tools, it is recommended that these Guidelines be
strictly followed to facilitate the completion of the next two tools.
At the same time, the Reference Document should contribute to the production, dissemination and
promotion of information about exemplary practices in local governance. It should be written so it
can be used again and again as a reference and an information source.
• Provide simple information about each step of implementing the Exemplary Practice to
facilitate the Replicating LGUs’ development of a workplan
• Provide a common reference/outline for the various stakeholders involved in the project
• Contribute to promoting innovative approaches of local government management and service
delivery among peers and stakeholders of the local government sector
The writer must develop the Reference Document in consultation with the team involved in the
actual project implementation. If the host LGU does not have a writer it can find outside resources to
develop the LGU involvement is essential.
You can add visuals (photographs, maps, charts and graphs) to help tell the story, as they are powerful
aids in helping the replicating LGUs get a fuller understanding of the project. For example, if there are no
photographs already available, make time to take new ones to complete the Reference Document.
1. Title
The title should reflect the major theme of the project and be short and to the point. It should also
include the name of the LGU
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Replication Tool 1: GUIDELINES TO DOCUMENTING THE EXEMPLARY PRACTICE
• Describe the situation before starting the project - Point out the main problems, the
consequences and the attempts to deal with them, as a rationale for the project
• Present the purpose and priorities of the project, for instance:
5. Project Results (300 words or 1⁄2 page; include photos to show some of the results)
This section should have a catchy title that highlights the main accomplishments
6. Key Implementation Steps (up to 2,400 words or 4 pages; use photos to illustrate some of the key steps)
This section of the Reference Document is particularly important to help other LGUs appreciate
the chronological chain of events in the implementation of the project. It requires that the writer/s
analyze the sequence of activities in the implementation of the project and present each step with
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Replication Tool 1: GUIDELINES TO DOCUMENTING THE EXEMPLARY PRACTICE
its respective outputs and resources. This is best done through a consultation with the project
implementation team. LGUs wanting to replicate the practice will refer to this section to determine
their own implementation plan for the replication of the practice.
Describe the main implementation steps / milestones in chronological order and provide a detailed
breakdown of the output; individuals / stakeholders involved; resources required; and tools,
procedures, systems which need to be in place for each key implementation step.
A typical LGU project may have 5 to 8 main implementation steps and each of these steps can be
broken down in more detail with a few sub steps or activities relating it.
To sum up:
Present the main Implementation Stages / Milestones in chronological order.
Each key implementation stage should be detailed with related sub steps and activities.
For each main step and/or sub step, the following should be presented:
• Main output: committee created; Training activity; Small infrastructure / equipment put in place;
Education campaign to the citizens; etc
• What procedures, tools, techniques, systems or structures need to be in place: examples: an
Executive order; committee TOR or procedures; specific forms to collect information about citizens; a
specific computer program; training modules and materials; the reconfiguration of office space; etc
• Who needs to be involved and why (LGU staff, volunteers, institutional partners, etc): (a)
describe the involvement of other institutional partners, organizations, and the community.; (b)
What was their respective role? How is it complementary to the LGU’s contribution to the project?
• What budget is required and when: estimate or provide actual costs for each component, which
requires a specific budget allocation.
• Other resources required (facilities, equipment, meeting halls, etc)
• Lessons learned, What worked / What didn’t: Throughout the implementation of the project, the
implementers may have learned from errors and successes. These lessons learned become valuable
information for other LGUs wanting to replicate the exemplary practice. For example:
(a) Some critical pre-requisites needing to be in place
(b) What should be the ideal timing of a specific activity? (for example, scheduling activities with
the agricultural community after the harvest season; establishing new procedures about
business permits in relation with the LGU licensing cycle)
(c) Ensuring community or political support
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Replication Tool 1: GUIDELINES TO DOCUMENTING THE EXEMPLARY PRACTICE
• Explain the importance and significance of the project/activities relative to the context it was
implemented in:
• Describe any general lessons learned about the whole project and their influence on
subsequent planning.
• Describe the exemplary value of this activity, and the elements that make it so.
• Indicate what type or class of LGU would most benefit from this project? What specific
conditions or target group can benefit from such a project?
• Describe which are the generic aspects/components of the project (easily transposable to
other contexts) and which ones might require more adaptation to the specific conditions of
another LGU/context
• Where relevant, identify what is the core activity or component and which components may
or may not be implemented in another LGU (for example, the composting component of a
comprehensive waste management project may be more important to some LGUs than others
because of the specific amounts of organic waste generated in their communities)
• If the project was implemented over a long period of time, provide an indication of the
minimum amount of time required to replicate it.
• Identify any known cases of successful replication of this practice by other LGUs so far
See Appendix B for sample Reference Document developed and used by Kaakbay
3-25
Step 2
Steps in the Replication Conducting the Peer-to-Peer Learning Workshop using
Process
Tool 2: The Facilitator’s Guide and Generic Agenda
1. Documenting the After documenting the exemplary practice, the host LGU needs
Exemplary Practice (by the to plan, prepare for and conduct the Peer-to-Peer Learning
host LGU) Workshop.
2. Peer-to-Peer Learning
Workshop (for host and
replicating LGUs)) a. Objectives
3. Formulating and Why a Peer-to-Peer Learning Workshop? The Peer-to-Peer
Implementing the Learning Workshop has four objectives:
Replication Workplan
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Workshop. The host LGU can decide to get the services of an external/professional facilitator
to help them facilitate the Peer-to-Peer Learning Workshop. Selected members of the host
and replicating LGUs will then participate in the Peer-to-Peer Learning Workshop.
c. Output
The actual conduct of the Peer-to-Peer Learning Workshop will be the output of using the
faciltator’s guide. The Replication Workplan will also be an output of the replicating LGU
during the workshop (Tool 3).
Under a program, the management team will The host LGUs will undertake the following tasks:
undertake the following tasks: • organize the activity and ensure logistical
arrangements
• organize the activity and ensure logistical • coordinate the invitations and ensure the
arrangements participation of relevant representatives to the
• assist the host LGU in preparing their workshop
presentation ensure participation of host and • prepare the presentations needed in various
replicating LGU teams parts of the Peer-to-Peer Learning Workshop (see
• help facilitate the workshop Tool #2) on the exemplary practice;
• assign presenters within the host LGU for each
presentation
• facilitate the Peer-to-Peer Learning Workshop
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How is Tool #2 linked to Tool #1?
The flow of the respective sessions of
the Peer-to-Peer Learning Workshop
Generic Agenda generally follows that
of the Reference Document. The various
sessions of the Peer-to-Peer Learning
Workshop introduce various aspects of
the exemplary practice in an organized
manner. Thus, if Tool #1 was properly
used and followed, the host LGU will
have a good Reference Document
that can be used as basis for their
presentation of their exemplary practice
in the various sessions of the Peer-to-
peer Learning Workshop.
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THE PEER-TO-PEER LEARNING WORKSHOP
GENERIC AGENDA
The Generic Agenda proposes a flow for the Peer-to-Peer Learning Workshop. It is recommended that
the general chronological order of the presentations and activities be followed but the organizers of the
workshop can adapt it to their specific situation with actual starting times for presentations, names of
presenters, etc. The adapted or personalized version of the agenda can be distributed to the participants from
the replicating LGUs.
PART : INTRODUCTION
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Replication Tool 2: FACILITATOR’S GUIDE TO THE PEER-TO-PEER LEARNING WORKSHOP
Replication Tool 2:
FACILITATOR’S GUIDE TO THE PEER-TO-PEER LEARNING WORKSHOP
The facilitator’s guide is the Generic Agenda with detailed notes on conducting the Peer-to-Peer Learning
Workshop for the facilitator.
Part 1: Introduction
Part 2: Appreciating the Exemplary Practice: Seeing and Analyzing
Part 3: Implementing the practice in the Replicating LGUs
PART 1: INTRODUCTION
• Host LGU
• Replicating LGU(s)
• Objectives
• Sequence of the sessions
• Support materials available
• Outputs
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Replication Tool 2: FACILITATOR’S GUIDE TO THE PEER-TO-PEER LEARNING WORKSHOP
If the replication project is part of a larger replication program, include the following sessions:
5. Overview of the Exemplary Practice (20 min; by the Mayor or prominent leader of the Host LGU)
This presentation is to provide an overview of the Exemplary practice keeping in mind that the practice
will be presented in detail during the next days.
The presentation should provide the Chief Executive’s or a prominent leader’s perspective. It is meant as a
primer to get the participants excited about the project. It should last about 20 minutes and cover:
• How did the LGU decide to implement this project? (history of the project)
• Who was the instigator? Who was the champion of this project?
• How important was this project for the LGU?
• What were the main achievements?
• Most important results and benefits of the project to the citizens
I. SEEING IS BELIEVING
1. “Exemplary Practice Title”: What is it? (60 min; by the Project Manager/head)
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Replication Tool 2: FACILITATOR’S GUIDE TO THE PEER-TO-PEER LEARNING WORKSHOP
This presentation provides the participants with a basic understanding of the practice prior to the site
visits. It should provide the information that participants need to maximize their appreciation during
the site visits. The level of detail of this presentation should take into account what was presented by
the Mayor the previous day. Depending on the project’s focus, it could present the basic concept of the
practice, and should emphasize the main implementers, stakeholders and beneficiaries.
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Replication Tool 2: FACILITATOR’S GUIDE TO THE PEER-TO-PEER LEARNING WORKSHOP
LGU Employees:
• What do you see as the most important benefits to the citizens?
• Why is this project important for the LGU? How different is the LGUs approach in this area
compared to how it was before?
• How has your work changed as a result of this initiative? Are you saving time? How is the LGU
more efficient in this area?
• What new knowledge, skills and aptitudes have you learned from this initiative?
• Are you relating to citizens in a different way?
• What would you recommend your LGU to do differently if it was to implement this project again?
The facilitator should determine if this session would add value to the learning process or not at
this particular stage of the workshop. Depending on the specific dynamics of the particular group
and their apparent appreciation and understanding of the practice, the facilitator can choose to do
this session or not. The following sessions will also allow a deepening of the understanding of the
practice through a more in-depth analysis.
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Replication Tool 2: FACILITATOR’S GUIDE TO THE PEER-TO-PEER LEARNING WORKSHOP
1. Rationale and Purpose of the Exemplary Practice (20 min; by the main Project Manager: City/
Municipal Manager / Department Head)
This session aims at helping the participants analyze and understand the situation before and
after the Exemplary Practice was implemented. From this session, the participants will be able to
formulate the Goal, Objectives and Expected Results of their Replication project in their own
context.
After the presentation, 10 to 15 minutes should be given to the participants so they can compare
how the rationale and purpose of the Exemplary Practice in the Host LGU is comparable to the
context of their own LGU. The participant thereby starts thinking about how the project can be
implemented in his/her LGU.
2. Key Implementation Steps and Related Resources (1 hr 30 min; by the main Project Manager
(City/
Municipal Manager / Department Head)
This session is particularly important to help the participants appreciate the chronological chain of
events in the implementation of the project. It requires from the Host LGU to analyze the sequence
of activities in the implementation of their project and present each step with its respective outputs,
and resources.
The session prepares the participant for developing his/her Implementation Plan to replicate the
exemplary practice.. After each key step or at the end of the session, the facilitator should provide
time for the participant to determine how those implementation steps are relevant to the recipient
LGU context. The following guide questions could be asked:
• Would those implementation steps and activities be appropriate for the recipient LGU?
• If not, what should be changed?
• What specific procedures, systems and tools need to be developed?
• Who are the people (LGU staff, community representatives, Partner organizations) you need
to involve in your LGU?
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Replication Tool 2: FACILITATOR’S GUIDE TO THE PEER-TO-PEER LEARNING WORKSHOP
For each main step and sub step, the following should be presented:
• Main output : committee created; Training activity; Small infrastructure / equipment to put in
place; Education campaign to the citizens; etc
• What procedures, tools, techniques, systems or structures need to be in place:
examples: an Executive order; committee TOR or procedures; specific forms to collect information
about citizens; a specific computer program; training modules and materials; setting up
agricultural technology for demonstration purposes; the reconfiguration of office space; etc
• Who needs to be involved / Why? (LGU staff, volunteers, institutional partners, etc)
(a) Describe the involvement of other institutional partners, organizations, and the community.
(b) What was their respective role? How is it complementary to the LGU’s contribution to the
project?
• What budget is required and when? Estimate or provide actual costs for each component,
which requires a specific budget allocation.
• Other resources required (facilities, equipment, meeting halls, etc)
• Enabling Measures, What worked / What didn’t
Throughout the implementation of the project, the implementers may have learned from errors and
successes. These lessons learned become valuable information for other LGUs wanting to replicate the
exemplary practice. For example:
* Some critical pre-requisites needing to be in place
* What should be the ideal timing of a specific activity? (for example, scheduling activities with the
agricultural community after the harvest season; establishing new procedures about business
permits in relation with the LGU licensing cycle)
* Ensuring community or political support
1. Managing the project in your LGU (30 min; by the Host LGU project manager or project team member
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Replication Tool 2: FACILITATOR’S GUIDE TO THE PEER-TO-PEER LEARNING WORKSHOP
replicating LGUs.)
In this session the participants start writing the draft workplan for implementing the replication of
Exemplary Practice in their LGU. The Facilitator presents the Project Workplan Template.
• Support system among peers (including modalities of requests to Host LGU expertise)
• Common time frame & activities
• Sharing of resources
• Mechanisms for communication/coordination
• Deriving lessons learned about replication
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Step 3
Formulating and Implementing the Replication Workplan using
Tool 3: Workplan Template
Following the presentation and sharing of the exemplary practice, the second part of the
Peer-to-Peer Learning Workshop involves the formulation of the Replication Workplan by the
replicating LGU/s, with the help of the host LGUs. Tool 3, which is a template for the Workplan is
recommended as a guide to workplan formulation.
a. Objectives
Tool 3 serves four purposes:
b. Output
The result of using this template is a WORKPLAN, which is a key document for the
replicating LGU to use as a main reference in implementing the project. The workplan
lays down the following key components for replication:
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How is Tool3 linked to Tools 1 and 2?
Tool 3 also closely follows the format/
outline of Tool 1 and 2. As such, it makes
it easier for the replicating LGU/s to
develop their own workplan; replicating
LGUs can simply follow the flow and
format of Reference Document and
materials from the presentations of the
Peer-to-Peer Learning Workshop and
convert/translate it into a Workplan with
their own innovations.
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Replication Tool 3: REPLICATION WORKPLAN TEMPLATE
Replication Tool 3:
REPLICATION WORKPLAN TEMPLATE
COVER PAGE
Title of Project
Project start date (mo, year) – project end date (mo, year)
WORKPLAN PROPER
Preamble/Executive Summary (Maximum 1 page): Give a short description of the context for this
project. Include:
• a statement on why this project is important for your LGU. How it is linked to the LGUs strategic
orientations and priorities
• description of replication process, including
2.1 Rationale
Explain why the project should be carried out. Include:
• a brief explanation of the importance of the area that the project will address for your LGU
(for example, solid waste management, traffic control, etc.)
• what is the current situation (or prevailing conditions) in your LGU (weaknesses, problems)
that the project will help address
• what capacity building needs of your LGU will this project help address.
2.2 Goal
State the aim of this project.
2.3 Objectives
State the specific objectives of the project.
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Replication Tool 3: REPLICATION WORKPLAN TEMPLATE
• Medium and long term results as consequence of the outputs (outcomes and impact)
Ex. Better accessibility to a service; better collaboration between the LGU and citizens;
increased LGU revenue; more services delivered to citizens; safer community; cleaner
environment; healthier citizens; improved living conditions for the citizens; etc
Provide the schedule and details for the activities in your project. Include key implementation
steps with corresponding completion dates in chronological order. For each step include:
GANTT CHART
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Replication Tool 3: REPLICATION WORKPLAN TEMPLATE
Evaluation
Indicate the joint evaluation plan in collaboration with the host LGU and replicating LGU (and
the program implementing team, in case of replication within a program.). Include:
5.0 Budget
Provide a budget for the project. The budget should include the direct expenditures required
for the LGU to implement the Exemplary Practice.
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Table D. How Tools 1-3 are Linked to Each Other
Allows for the documentation of Repeats the information provided Allows for the formulation
the following information about in the various sections of the of a Replication Workplan by
the exemplary practice Reference Document with the Replicating LGU based
personal touches by implementers, on and adapting from the
stakeholders and beneficiaries Reference Document and the
various Peer-to-Peer Learning
Allows for the sharing and learning Workshop presentations
of the exemplary practice following
the flow of the Reference Document
Parts of the Tool/Data Required by Parts of the Tool/Data Required by the Parts of the Tool/Data Required
the Tool Tool by the Tool
History; how the practice was History; how the practice was Context for replication, related
developed/evolved developed/evolved initiatives by replicating LGU;
description of need/importance
for replicating exemplary
practice
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POST-PEER-TO-PEER LEARNING WORKSHOP ACTIVITIES:
VALIDATING AND IMPLEMENTING THE WORKPLAN
The workplan can then serve as the overall project implementation guide, as it sets the
mechanisms, processes and activities for the project.
The draft workplan produced by the replicating LGU team that participated in the Peer-
to-Peer Learning Workshop will need refinement and approval from stakeholders and
relevant authorities. Further consultation of various stakeholders, verification of available
resources, additional budget information, further adaptation to the specific conditions of
the replicating LGU will be necessary.
The delegation that took part in the Peer-to-Peer Learning Workshop can take the lead in
consulting other colleagues, stakeholders and decision makers, adapt and build consensus
on the project workplan and finally having it approved by the appropriate authorities,
executive and legislative.
Once the workplan is refined and approved, the LGU is finally ready to replicate its choice
exemplary practice as outlined in their workplan.
In the replication process, there are four key concerns to monitor and evaluate:
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• The ability of the LGU to implement the replication process
• The results achieved and lessons learned
Replicating LGUs can do at least one or two evaluation activities (e.g. an evaluation
workshop) for a 6- to 18- month replication period to assess your accomplishments
vis-à-vis your objectives and the lessons learned by your LGU in the process, using an
assessment tool that you can develop or adapt from the one presented here.
The important thing to remember here is whether you decide on monthly monitoring
reports and one or two evaluation activities (using an assessment tool) or other
alternatives, you need to put in place a monitoring and evaluation system (with
assessment tools, procedures and timetable) that you will undertake throughout the
replication process.
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Monitoring and Evaluation Tool for Local Governments
to assess the Replication Process and Outcomes
This is a pool of guide questions that can be used by the replicating LGUs the replication process they
implemented. It can be accomplished by replicating LGUs on their own or with the help of an external
facilitator. Under a replication program, the program implementing team can organize and facilitate the
assessment activities.
• Did the practice your LGU is now replicating provide a solution to the challenge your LGU was /
is facing?
• How relevant is/was the exemplary practice in addressing the challenge your LGU was facing?
• Did the executive (Mayor) and legislative council in your LGU support the idea of replicating
the exemplary practice before you started the project? Did this contribute to the success of
the project?
II. Accomplishments/Gains
III. Difficulties/Issues
• How far did your LGU go in replicating the exemplary practice? What components/steps were
implemented? Were not implemented? Why? Will your LGU continue with the steps that were
not implemented?
• What difficulties were encountered by your LGU in replicating the exemplary practice? In using
the tools? At each implementation step?
• What measures were taken to address such difficulties?
• How successful were these measures in overcoming the difficulties?
• What recommendations would you have in case of future replication projects (or as you
continue with the replication process) to avoid these same difficulties from recurring?
IV. Factors that Facilitated / Hindered the Replication (generic to any practice)
• What are the factors that facilitated the replication of the exemplary practice in your LGU?
• What are the factors that hindered the replication of the exemplary practice in your LGU?
• What recommendations would you make to LGUs wanting to replicate an exemplary practice
initially implemented by another LGU?
V. Lessons Learned
• What lessons has your LGU (or individual members) learned in implementing this replication
project?
• How closely did you follow/use the replication tools? What deviations from/innovations in the
methodology and tools did you undertake and why?
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VI. Sustainability
• What structures/procedures/tools/systems has your LGU put in place to apply the exemplary
practice?
• How rooted are these structures/procedures/tools/systems in your LGU’s operation? Are there
legislative measures/ordinances to support these?
• What are the chances that these structures/procedures/tools/systems remain as regular
functions of the LGU?
• Are the key project implementors (departments/units, partner agencies, community
representatives) likely to remain in place as implementors/supporters of the project in the
future? Please identify.
• What needs to be done (at executive, legislative, community levels) to ensure continuity of the
new practice/budget/project finalization before and after the elections?
• From your LGU’s perspective, has this replication project been a success? Why? Why not?
• Do you believe the exemplary practice proposed to your LGU was appropriate for rapid and
effective replication? Why so?
• Upon the termination of the project, what additional support (i.e. technical assistance,
coaching, on-going inputs from host, other incentives, etc.) from external sources would your
LGU require to ensure your replication project’s completion/continuity?
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How Kaakbay did it:
Towards Sustaining Efforts
Stage 3: Application
This is where you test your LGU’s capacity by actually implementing the workplan you
have developed. This involves following the step-by-step procedure you have mapped
out, including mobilizing people and other resources, making changes when necessary
and monitoring your progress and evaluating if the practice you have replicated has
actually met its objectives and improved governance in your locality.
Stage 4: Institutionalization
After you have successfully implemented your workplan and seen for yourself the definite
benefits of the practice you have replicated, you need to take necessary measures to
institutionalize the practice, making it a permanent function of the LGU by enacting
appropriate ordinances, informing and mobilizing citizens, ensuring institutional
commitment through institutional funding and support, ensuring that it lives beyond the
terms of the current administration.
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SUMMING UP
In summing up, we need to emphasize that managing the replication process requires four
critical tasks:
1. Ensure a supportive environment and the needed institutional support for replication, in
terms of making available human, technical and financial resources for the program.
2. Clarify roles and expectations of both host and replicating LGUs, to avoid potential
conflicts, misunderstandings and delays.
3. Manage relations and dynamics between host and replicating LGUs by ensuring constant
and open communication through well-set coordination mechanisms.
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CHAPTER four
more on M & E and ensuring success in
replication at the program level
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more on M & E and ensuring success
in replication at the program level
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LGUs replicating an exemplary practice develop a workplan, you can monitor the following:
• The changes that occur in the LGU and the community as a result of replicating the practice
• The progress in undertaking replication based on the implementation steps and activities
outlined
And, by having a set of Replication Tools to follow, you are able to review the process each
step of the way, identifying which activities were followed, which were not and what the
corresponding results were.
At the program level, monitoring and evaluation focuses on the following program issues and
concerns:
Table 4.1. Key Issues and Questions for Program Level Assessment
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Program Tasks Program Issues/ Key Questions You may ask
Concerns to monitor
Identification of EPs Framework and criteria for Are the framework and criteria helping your
- ensuring participation identifying EPs organization meet its objectives? Which EPs
of Host LGUs are proving more difficult to replicate than
- providing support to expected and why? Can the criteria be improved
Host LGUs for future use? What can be done to learn more
about types of EPs to promote for replication for
different types of LGUs?
Support/incentive package for What difficulties are host LGUs having and how
host LGUs can these be addressed? What other support is
needed and the program can provide for host
LGUs?
Selection of Replicators Selection criteria for replicators Is the selection criteria appropriate and effective?
- ensuring commitment Is the criteria helping to identify the right LGUs
- providing support to for participation in the program?
replicators
Support for replicators What difficulties are replicators having and how
can then be addressed? What other support
is needed and the program can provide for
replicators?
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Program implementors in consultation with the participating
LGUs undertake program-level monitoring. This means that the
experience and information provided by the LGUs will inform the
program assessment.
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2. Developing and using standard tools for self-assessment by LGUs and for program
assessment by program implementors. (You can use or innovate from the Kaakbay
tools presented in this chapter). Structured assessments maximize learning and ensure
that lessons learned are not lost in the end.
3. Ensuring that monitoring and evaluation activities are conducted jointly between
host and replicating LGUs to maximize and sustain peer-to-peer learning and that the
results are documented and easily available for future reference.
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How Kaakbay did it
M & E by Cluster
To facilitate program implementation and monitoring, the Kaakbay program grouped
host and replicating LGUs into replication clusters. Each cluster consisted of one host
LGU and 3 to 5 replicating LGUs, all replicating the same practice in the host LGUs.
M & E activities, therefore, were also undertaken per cluster. The results were then
consolidated to inform program-level assessment.
Kaakbay program implementors facilitated the conduct of M & E activities at the LGU
level. Kaakbay developed the assessment tools and facilitated workshops where the
tools were used. The results of the assessments were then consolidated.
A key principle guiding the assessment is that both the host and respective replicating
LGUs take part in the assessment.
Mid-project Assessment
The mid-project assessment focused on assessing the effectiveness of the replication
methodology being piloted by Kaakbay. A set of guide questions were developed and
answered by each cluster in a workshop facilitated by a program monitor (members
of the Kaakbay implementing team).
At the program level, program institutional partners and implementors also reviewed
selected program issues, including the frameworks and criteria, institutional
partnerships, governance structures, LGU capacities, methodologies and processes.
The end-project assessment used another set of guide questions to assess the overall
replication process and the tools Kaakbay developed and were used by the different
LGUs.
For example, Kaakbay developed the tool presented below. The replication clusters in
the assessment workshops used the results of the posed questions to guide their M &
E process.
These questions are presented here as a pool of potential questions which may be
used or may inspire implementers of replication programs.
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KAAKBAY AND M & E TOOLS:
Getting Involved in the Program:
The Overall Replication Process Suggested by Kaakbay
• What general comments can you make about the process suggested by Kaakbay
as a mechanism to facilitate the replication of an LGU practice corresponding to
a need/challenge you have in your LGU?
• Is the period of 9 months for replicating your project an appropriate time frame
for the replication to be effective?
• Are there steps/components of the process that are not necessary?
• How close is the practice you are implementing in your LGU to the exemplary
practice that inspired it? Do you think you are really replicating the practice as it
was first implemented by the other LGU?
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The Workplan Template
• How effective was the use of this template to facilitate the development of a
workplan for your LGU to replicate the exemplary practice?
• How effective was the use of this workplan to facilitate the replication of the
practice in your LGU?
• What suggestions can you make to improve this template?
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Based on the results of the cluster assessments, the program monitors wrote progress
reports per cluster using the template below. These progress reports were then
consolidated and summarized.
Mid-project Assessment
Replication Cluster Progress Report
(Template used by program monitors)
For the end-project assessment, Kaakbay program monitors conducted cluster visits to
apply the Guide Questionnaire developed. Two questionnaires were answered, one for the
host LGUs and one for the replicators or recipient LGUs.
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End-Project Assessment
GUIDE QUESTIONNAIRE FOR THE FINAL ASSESSMENT VISITS
(for Recipient LGUs)
• Based on your workplan, what were/are the major results/ breakthroughs of the
project being replicated by your LGU?
• How far did your LGU go in replicating the exemplary practice? What components/
steps were implemented? Were not implemented? Why? Will your LGU continue with
the steps that were not implemented?
• What key/implementation steps produced the desired results? Which ones did not?
Why?
• What has been the importance (level of effort/results) of this replication project
relative to other activities of your LGU?
• Was the period (July to February) sufficient to bring the replication project to
application stage?
II. Sustainability
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GUIDE QUESTIONNAIRE FOR THE FINAL ASSESSMENT VISITS
(for Host LGUs)
• As host LGU, please estimate (in person-days) the general level of effort your LGU has
committed to the Kaakbay replication process. (mayor? senior staff? support staff?)
• What has been the value of participating in the Kaakbay replication process as host?
(staff development, visibility, knowledge gained, improvements in operation, etc.)
• Outside of the official activities of Kaakbay (i.e. Exposure Visit and Workshop, mid-
project assessment, validation visit), how much request for assistance did you receive
from recipient LGUs?
• Would your LGU want to continue acting as host for other LGUs wanting to replicate
your exemplary practice? On your own? As part of an official national replication
program?
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CONCLUSION: GOING FOR IT
Five Major Tasks to Implementing
a Replication Program
Monitoring and Evaluation rounds up the five
Task 1: Determining the modalities of major tasks in undertaking a Replication Program on
the program Exemplary Practices in Local Governance. Undertaking
each of the five tasks effectively, understanding
Task 2 : Identifying exemplary their rationale and the accompanying tools and
practices that will be offered for guidelines with an eye to innovation, will ensure the
replication success of your replication program.
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1. Ensure a demand-driven framework to replication. Replication should be a demand and a
Replication must be an expressed demand of local need. It should be something that LGUs
really want to do, are eager to do. This way,
governments. The practice LGU replicators choose to they will really be involved, they will be
replicate should represent a solution to a problem or pro-active in finding the needed resources,
situation they are seeking to resolve. The LGU replicators they will not bemoan the time, money and
you select should clearly and strongly identify the need to effort involved, and they will not be easily
discouraged when problems arise. — Lilian
replicate a particular practice. This will ensure sustained de Leon, Executive Director, League of
commitment and active participation of replicating LGUs Municipalities of the Philippines (LMP)
and, consequently, greater prospects for success. Caution
must be exercised when involving LGUs in your program.
Do not jeopardize the quality of your program because
you need to meet deadlines or expenditure targets.
Apply the criteria you set out. Poorly selected LGUs can
lead to early dropouts or lackluster participation.
2. Ensure the commitment and political will of local One of the vital elements that will ensure
government leaders in the program. its success is the political will of the local
This was a recurring lesson and insight throughout the officials, strong management team and
community support. — Hon. Melquiadez
Kaakbay program process. The lack of sustained support Azcuna, Jr., Mayor, Lopez Jaena Misamis
and political will of the mayor or chief executive and Occidental_, CAP Cluster
the local legislative body (council) can spell the failure
of a replication project. As program implementors,
therefore, leadership support and commitment needs to
be a key criterion in choosing replicators. Sustaining this
commitment through program activities that encourage
leadership participation should also be integrated in the
program.
3. Formulate relevant, appropriate and viable Developing criteria for identifying the
frameworks and criteria for identifying EPs for EPs was a very important element of our
replication. replication program. I think that if we did
not have the criteria we used or simply
Ensure that identified practices may be realistically chose practices we already knew of or
replicated by other LGUs. Poor criteria for identifying EPs the ones recognized by existing award
may result in your EPs not being suitable for replication. programs, the program may not have been
Categorize EPs in terms of their degree of complexity as successful as it was. Not all practices
are good to propose for replication. The
in being replicated (time, resources, capacities of LGU). criteria we developed made it easier
Replication makes most sense if it is cost-effective. for the program stakeholders to better
EPs that prove more difficult than expected can place appreciate what should be replicated
greater burdens on replicating LGUs in terms of time and and what shouldn’t. The criteria are also
critical to make links to the objectives of the
resources and may ultimately result in LGUs abandoning implementing organizations or to national
the project. Similarly, poorly-selected replicators may priorities. — Basile Gilbert, Governance
cause a high percentage of dropouts in the program, Advisor, Local Government Support
which will waste the time and effort put in by host LGUs Program (LGSP)
as well as the program.
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Definitely, the tools, particularly 4. Use or develop a replication process that is adapted
the way the Exposure Visit and to your clientele.
Peer-to-Peer Learning Workshop In the Kaakbay pilot program, the three interconnected
were organized, encouraged the
tools prescribed were developed based on knowledge of
mayors to replicate; it served to
inspire and educate and made the Philippine LGUs and their capacity development needs.
LCEs realize that learning from Study tours were common practice but rarely structured
another municipality’s experience to maximize fast appreciation; local government
can be a good way of resolving
officials would return to their respective towns but often
one’s problems. — Engr. Zoilo
C. Gudin Jr., City Planning and without knowing how to apply what they learned. The
Development Officer, Panabo tools address these gaps and are generic enough to be
City Davao del Sur, Balak cluster adapted to many different contexts. Thorough study and
familiarization with the three tools, their purposes and
contents, how they relate to one another, are important to
maximize their use.
We kept revisiting our frameworks, 5. Ensure that monitoring and evaluation is integral to
criteria and tools based on the program implementation.
lessons we learned and the
feedback from the LGUs. We revised
Because a replication program is an innovation,
our criteria and tools, narrowed monitoring and recording your own experience in
them down and made them program development as well as the experience of LGUs
more specific and relevant. Every replicating helps your organization build its capacity
new experience, every difficulty,
and every breakthrough showed
for undertaking similar programs in the future. It also
the way towards improving our contributes to the larger endeavor of disseminating good
tools and processes. — Rommel governance practices and building effective programs
Martinez, Executive Director, for replicating and disseminating good practices in local
Evelio B. Javier Foundation, Inc.
governance.
Given our government’s thrust 6. Ensure the effectiveness and success of your
for good governance, peer-to- replication program.
peer learning emerges as a good Enriched by their experience, LGUs that have successfully
strategy for building capacities of
replicated good practices are often eager to do more.
LGUs. It is relatively less expensive
than other modes of capacity They may even be interested in sharing their own
development because it builds experience. Thus, ensuring the effectiveness of your
its own momentum, generating program helps you achieve more than your targets
synergies between stakeholders. The
and contribute to improving governance in general.
resources you provide for an initial
program can actually spread and Successful replication will breed further replication. This
benefit many LGUs. will expand good governance practices beyond your
— Hon. Austere A. Panadero, program expectations and immediate sphere of influence.
Assistant Secretary, DILG
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references
___. 2003. A Framework for Identifying Exemplary LGU Practices for Replication. Produced under the Kaakbay
pilot program for replicating LGU exemplary practices. Philippines.
___. 2004. All for One and One for All. Building LGU Alliances for Infrastructure Development. The KABALIKAT
PALMA Infrastructure Project of the PALMA Alliance: Pigcawayan, Alamada, Libungan, Midsayap, and Aleosan,
Cotabato Province. Kaakbay Reference Document produced under the Kaakbay pilot program for replicating
LGU exemplary practices. Philippines.
___. 2002. Background and Context to City-to-City Cooperation. In City to City Cooperation: Issues Arising
from Experience.
___. 2004. Bringing Government Services Closer to People. Paglilingkod-Abot-Kamay Program, Magsaysay,
Davao del Sur. Reference Document produced under the Kaakbay pilot program for replicating LGU
exemplary practices. Philippines.
___. 2003. Cabuyao Replication Progress Report. Produced under the Kaakbay pilot program for replicating
LGU exemplary practices. Philippines.
___. 2003. Cluster Memorandum of Agreement. Produced under the Kaakbay pilot program for replicating
LGU exemplary practices. Philippines.
___. 2003. Final Assessment Visit Questionnaire. Produced under the Kaakbay pilot program. Philippines.
___. 2003. General Information for Recipient LGUs. Paper produced under the Kaakbay pilot program for
replicating LGU exemplary practices. Philippines.
____. 2003. General Observations on the Kaakbay Pilot Program So Far. Kaakbay program paper for replicating
LGU exemplary practices. Philippines.
___. 2003. Get your Business Permit in One Hour at Cabuyao’s One-Stop Shop. Reference Document produced
under the Kaakbay pilot program for replicating LGU exemplary practices. Philippines.
___. 2004. Guidelines in Documenting your Exemplary Practice. Produced under the Kaakbay pilot program
for replicating LGU exemplary practices. Philippines.
___. 2004. Inception Workshop Facilitator’s Guide. Produced under the Kaakbay pilot program for replicating
LGU exemplary practices. Philippines.
___. 2004. Inception Workshop Generic Agenda. Produced under the Kaakbay pilot program for replicating
LGU exemplary practices. Philippines.
___. 2003. Kaakbay Application Form. Produced under the Kaakbay pilot program for replicating LGU
exemplary practices. Philippines.
___. 2002. Kaakbay: Replicating LGU Exemplary Practices. Concept Paper for Kaakbay pilot program for
replicating LGU exemplary practices. Philippines.
____. 2003. Kaakbay. Replication and Dissemination of LGU Exemplary Practices. Brochure produced by the
Kaakbay program for replicating LGU exemplary practices.
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___. 2004. Making Crime Prevention Everybody’s Business, Bantay sa Kahusay Ug Kalinaw (BKK), Peace and Order
Watch, Oroquieta City, Misamis Occidental. Reference Document produced under the Kaakbay pilot program
for replicating LGU exemplary practices. Philippines.
___. 2003. Memorandum of Understanding. Kaakbay pilot program for replicating LGU exemplary practices.
Philippines.
___. 2003. Mid-Project Assessment Workshop Report. Produced under the Kaakbay pilot program for
replicating LGU exemplary practices. Philippines.
___. 2003. Mid-Project Assessment Workshop Report. BALAK Cluster. Produced under the Kaakbay pilot
program for replicating LGU exemplary practices. Philippines.
___. 2003. Mid-Project Assessment Workshop Report for CAP Replication. Produced under the Kaakbay pilot
program for replicating LGU exemplary practices. Philippines.
___. 2003. Mid-Project Assessment Workshop Report. PAK Cluster. Produced under the Kaakbay pilot program
for replicating LGU exemplary practices. Philippines.
___. 2003. Minutes of the January 20 Steering Committee meeting, Kaakbay pilot program for replicating LGU
exemplary practices. Philippines.
___. 2003. Minutes of the March 26 Steering Committee meeting, Kaakbay pilot program for replicating LGU
exemplary practices. Philippines.
___. 2003. Observations on Local Replication Process. Produced under the Kaakbay pilot program for
replicating LGU exemplary practices. Philippines.
___. 2003. PALMA Cluster Progress Report. Produced under the Kaakbay pilot program for replicating LGU
exemplary practices. Philippines.
___. 2003. Project Workplan Template. Produced under the Kaakbay pilot program for replicating LGU
exemplary practices. Philippines.
____. 2004. Purok Power for Primary Health Care. The Countryside Action Program of Balilihan, Bohol.
Reference Document produced under the Kaakbay pilot program for replicating LGU exemplary practices.
Philippines.
___. 2003. Replication cluster Progress Report Guiding Questions. Produced under the Kaakbay pilot program
for replicating LGU exemplary practices. Philippines.
___. 2003. Role of the Host LGU in the Kaakbay Replication Process. Paper produced under the Kaakbay pilot
program for replicating LGU exemplary practices. Philippines.
___. 2003. Selection Criteria for Recipient LGUs. Produced under the Kaakbay pilot program for replicating
LGU exemplary practices. Philippines.
___. 2003. Summary and Highlights of Kaakbay Methodology Assessment. Produced under the Kaakbay pilot
program for replicating LGU exemplary practices. Philippines.
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Kaakbay Participants in a Focus Group Discussion on Kaakbay Guidebook Development
27 February, 2004:
A-3
app endices
Appendix A: Sample MOU and Forms used by Kaakbay A-7
A-7
A-8
appendix A.1
Memorandum of Understanding between League of Municipalities of the
Philippines, League of Cities of the Philippines, Department of Interior and Local
Government and Philippines-Canada Local Government Support Program
THE DEPARTMENT OF THE INTERIOR AND LOCAL GOVERNMENT with main office at Francisco Gold II, Edsa
corner Mapagmahal Street, Barangay Pinyahan, Quezon City and represented in this Agreement by Honorable
Secretary Jose Lina, hereinafter referred to as the “DILG’;
THE LEAGUE OF CITIES OF THE PHILIPPINES, with its office at Suite 1209 Cityland, C 10, Tower 2, H.V. de Ia Costa
cor. Valerlo Sts., Makati City and represented by its National President, Honorable Mayor Francis N. Tolentino,
hereinafter referred to as the “LCP”.
THE LEAGUE OF MUNICIPALITIES OF THE PHILIPPINES, with its office at 265 Ermin Garcia St., Quezon City and
represented by its National President, Honorable Mayor Ramon N. Guico, Jr. hereinafter referred to as the
“LMP”;
THE LOCAL GOVERNMENT SUPPORT PROGRAM II a Philippine-Canada Bilateral Program with its office at Unit
1507, JoIlibee Plaza, Emerald Avenue, Ortigas Center
WHEREAS, DILG, LCP and LMP have the appropriate combined set of roles, responsibilities and networks to
maximize the implementation of a pilot project to experience replication methodologies;
WHEREAS, LMP during its 12th National Assembly has passed a resolution in favor of establishing a national
program for replication and dissemination of exemplary practices of local government units which include
among others development of methodologies and guidelines as well as documentation of other best
practices not so far recorded in collaboration with DILG, LCP, NEDA and funding institutions;
WHEREAS, the LCP has been implementing replication of best practices among member cities and generated
experiences and learnings from the undertaking;
WHEREAS, the DILG is promoting and encouraging LGUs to replicate exemplary practices through their LGU
Capability Building Program being implemented nationwide;
WHEREAS, a partnership between DILG, LCP and LMP will implement the KAAKBAY project and derive lessons
learned to develop a national program to address dissemination and replication of Exemplary Practices
national wide;
WHEREAS, the goal the of the program is to assist the Philippines in realizing its objectives of equitable
growth and poverty reduction through more effective local governance, with enhanced stakeholder
participation in Regions VI, IX, X, XI, XII, XIII and the Autonomous Region in Muslim M1i9~nao;
WHEREAS, the dissemination and replication of exemplary practices were established as key elements of the
LGSP Implementation Strategy;
A-9
NOW, THEREFORE, in consideration of the above premises, the parties have arrived at an understanding on
the following:
Objectives
• To develop and experience simple replication methodologies for the dissemination of “best” or
exemplary practices in the Philippines through a partnership between DILG, LCP and LMP
• To determine the best possible arrangements and mechanisms for knowledge management about
exemplary practices for replication and dissemination in the country.
• To develop a strategy to establish a national program for the dissemination of exemplary practices
in the Philippines.
a. The Kaakbay Project shall be directed and administered by a Project Steering Committee composed
of representatives from DILG, LCP, LMP and LGSP.
b. The Project Steering Committee shall be supported by a Technical Working Group to be organizec
for the purpose composed of technical staff designated by each partner.
1.1. DILG
a. Designate representative in the Project Steering Committee.
b. Contribute and share studies and examples of “best” or exemplary practices in the area of
poverty alleviation and resource mobilization.
c. Participate actively in the formulation of selection criteria, selection of host and recipient
LGUs and development of methodologies for the dissemination and replication of “best” or
exemplary practices.
d. Designate/appoint coordinator/technical staff at national and local levels who will work
with the Secretariat to implement the overall project in between meetings of the Project
Steering Committee.
e. Designate LGOO and/or provincial staff to coach and monitor the implementation of the
replication projects in LGUs.
f. Provide in-kind contribution in the implementation and management of the project.
1.2. LCP
a. Designate representative in the Project Steering Committee.
b. Designate/appoint coordinator/technical staff who will work with the Secretariat in
between meetings of the Project Steering Committee.
c. Contribute and share studies and examples of “best” or exemplary practices in the area of
poverty alleviation and resource mobilization.
d. Participate actively in the formulation of selection criteria, selection of host and recipient
LGUs and development of methodologies for the dissemination and replication of “best” or
exemplary practices.
e. Play an active role in disseminating information required to support the implementation of
the KAAKBAY Project among members.
f. Provide in-kind contribution in the implementation and management of the project.
g. Provide financial support for the implementation of 1 replication cluster in the amount
P600,000.
h. Disseminate information about the success and results of the project as well as about
specific exemplary practices being replicated.
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1.3 LMP
a. Designate representative in the Project Steering Committee.
b. Designate/appoint coordinator/technical staff who will work with the Secretariat in
between meetings of the Project Steering Committee.
c. Contribute and share studies and examples of “best” or exemplary practices in the area of
poverty alleviation and resource mobilization.
d. Participate actively in the formulation of selection criteria, selection of host and recipient
LGUs and development of methodologies for the dissemination and replication of “best” or
exemplary practices.
e. Play an active role in disseminating information support the implementation of the
required to KAAKBAY Project among members.
f. Provide in-kind contribution in the implementation and management of the project
g. Provide financial support for the implementation of 1 cluster. LMP will provide an amount
of P300,000. and will secure additional financial support from the Federation of Canadian
Municipalities (FCM) so that the total amount provided by LMP, with the support obtained
from its institutional partner, is at least P600,000.
h. Disseminate information about the success and results of the project as well as about
specific exemplary practices being replicated
1.4. LGSP
a. Provide financial, assistance up to an amount of Philippine Pesos 5 Million for the overall
project implementation as well as four (4) Replication Clusters.
b. Provide technical assistance and secretariat/administratiye support as an in-kind
contribution to the implementation and management of the project.
c. Designate representative in the Project Steering Committee and play an advisory role in
the implementation of the project.
This Memorandum of Understanding shall take effect upon its signing and shall remain in full force until the
end of the project.
IN WITNESS WHEREOF, the parties hereunto signed presents on this 21th day of February 2003 at Philippines
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appendix A.2
Framework and Criteria for Identifying LGU Exemplary Practices
This framework and criteria were developed by Kaakbay partners to guide the search for exemplary practices
INTRODUCTION
The KAAKBAY Project is a pilot experience designed to develop simple, organized and structured
methodologies for the replication of “best” or exemplary practices among local government units (LGUs)
in the Philippines. Using a methodology based on a coaching approach among peers, the project is seen
as a partnership between and among DILG, the League of Cities and the League of Municipalities of the
Philippines. The proposed project envisions institutional partnerships to be developed between one “host”
LGU and several “recipient” LGUs for the replication of a specific practice. The key partners in each replication
process are the LGUs having experienced the “exemplary practice” acting as host; the LGUs wanting to
replicate an exemplary practice as recipient LGUs; national and local league representatives; representatives
from the regional offices of DILG as well as the LGOOs associated with each municipal or city LGU.
The Kaakbay Project will involve some 16 to 20 LGUs either as host or recipient LGUs. Of this number, 75% will
be municipalities and 25% will be cities.
The project hopes to help explore the best possible mechanisms for managing knowledge on exemplary
practices for dissemination throughout the country in the future.
The Project initially will be financially supported by the Local Government Support Program (LGSP) with in-
kind contributions from DILG and the Leagues.
REPLICATION DEFINED
A systematic and supportive project implementation process that involves learning from, and sharing
with others practices that are proven and effective solutions to common and similar problems, so as to
contribute to the sustainable wellbeing of citizens and advancement of local government with the least
possible cost and effort.
In identifying exemplary practices of LGUs, preference (at least for the first phase of the project) will be on
those initiatives that focus on issues that address poverty alleviation and resource mobilization. Considered
among the priority thrusts of the national government, these issues are also among the felt needs of local
communities and are being actively pursued by all the institutional partners of the Kaakbay Project namely,
DILG, LCP, LMP and LGSP. Exemplary practices of LGUs to be considered for replication under the KAAKBAY
Project are those initiatives that possess as many as possible of the following features or characteristics:
• Municipal or city LGU-initiated. The exemplary practice should have been initiated by a LGU at
the city or municipal level. The initiative should be sustainable and not dependent for its success,
implementation or resources on any other program/project or agency. This being the case, the
initiative should demonstrate LGU ownership and is socially accepted by its targeted beneficiaries.
• Creative Use of LGC powers. The exemplary practice should demonstrate the creative use of
governmental and/or corporate powers provided to LGUs by the Local Government Code of 1991.
In the area of resources mobilization for example, these include activities such as : enactment of tax
A-12
ordinances/revenue codes; assessment and reclassification of real properties; land use planning and
land reclassification; organizing community assemblies for tax information campaigns; establishing
linkages with the private sector, NGOs and POs in generating resources service delivery, local
development programs and projects; mobilizing community-based organizations and barangay
officials in monitoring the cost-effectiveness of development program and projects as well as
establishment of local economic enterprises; local credit financing; private sector participation in
BOT/PT schemes, joint ventures, etc
• Simple and implementable in one year. The initiative is easily replicable and can progress to the
“application stage” in a relatively short timeframe. This also means that the replication must start
ASAP so that the initiatives are completed or are well underway before the next local elections.
• Proven and effective solutions to common or similar problems. The exemplary practice has
operationally demonstrated and proven over a reasonable period to be an effective response to
the identified needs of its target beneficiaries. It also means that the initiative has significantly
contributed to improve the social and material conditions of the beneficiaries.
• Demonstrated level of sustainability. The following indicators may help determine the level of
sustainability of the initiative: it has been in place for a considerable period of time; it survived the
arrival of a new administration; it has become a permanent program or structure in the LGU; the
community as well as executive and legislative bodies are involved in / supportive of it; related
legislation is in place in the LGU.
• Least possible cost and effort to replicate. The exemplary practice will not require huge amounts
of resources or funding to replicate and is easy to implement. It’s a “common sense idea” as opposed
to a capital-intensive project. It also means the exemplary practice was able to mobilize and
maximize the use of indigenous resources.
• Potential for multiplier effect or further replication. The processes and approaches of the
exemplary practice have the potential to address other needs or deliver services beyond those
originally targeted or intended. This also means that the initiative manifests a relatively high
potential for success achievement. The success of the practice demonstrated in a few LGUs may
incite other LGUs to adopt the same practice.
While the exemplary practice or initiative may manifest the foregoing features or criteria, the city or municipal
LGUs who have experienced the exemplary practice, and will serve as host in the replication process, should
likewise have:
• The will and interest ( LCE and SB/SP support) to take part in an institutional sharing process
• The presence of resource people with the ability to contribute/ articulate their experience
• Readiness to start ASAP so that the initiatives are completed or are underway before the 2004 local
elections
• Existing documentation of the exemplary practice preferred
Recognizing that playing host to other LGUs could be arduous and difficult, the Kaakbay project is proposing
a methodology that will minimize the level of effort required from the host LGU. As the initiator of the
exemplary practice, the host LGU/LCE will have the opportunity to “showcase” its good work and success,
which may prove to be an effective promotional vehicle as we approach local election time. The sharing
process will increase the LGU’s local and national visibility and can serve as a learning opportunity for staff to
develop their skill and capacities (teaching to others offers the opportunity to take a different look at what
we already know). Participating in the Kaakbay Replication Cluster can also serve as a continuous learning
process that could further enhance a LGU’s service delivery mechanism. The opportunity to host other LGUs
may eventually lead to more development partnerships and a chance at collectively addressing needs and
concerns that may seem gargantuan or insurmountable if a LGU were to address them by itself.
A-13
appendix A.3
Kaakbay Template for Initial Documentation of Exemplary Practice Used by Host LGU
Title: TITLE SHOULD DESCRIVE / REFLECT THE ESSENSE Local Government Unit(LGU):
OF THE ACTIVITY
Brief Description :
THIS SECTION SHOULD PROVIDE A SHORT NARRATIVE DESCRIPITON OF THE PROJECT OR EP, IT SHOULD
DESCRIVE:
- HOW THE ACTIVITY WAS IMPLEMENTED OR WHAT THE LGU DID TO IMPLEMENT THE PROJECT
- WHO ARE THE KEY STAKEHOLDERS, IMPLEMENTORS AND BENEFICIARIES
-DOES THE PRACTICE INVOLVE SIGNIFICANT EDUCATION OR CULTURAL CHANGE ON THE PART OF
STAKEHOLDERS FOR IT TO ACHIEVE SUCCESS?
- IT SHOULD BE WRITTEN FROM THE PERPECTIVE OF THE LGU (EX. WHICH LGU DEPARTMENT WAS
PARTICULARLY INVOLVED, WHY IS THIS PRACTICE IMPORTANT FOR THE LGU, HOW IT HELPED THE LGU
ACHIEVE ITS OBJECTIVES, ETC)
- APPROX. 2 PARAGRAPHS OR HALF A PAGE
Key Results
WHAT WERE THE MOST INPORTANT RESULTS OF THE PROJECT OR EP?
-WHAT NEW SERVICE DID THE LGU PROVIDE WITH THIS PRACTICE IN PLACE OR WHAT SERVICE WAS
ENHANCED?
-WHAT STAFF DEVELOPMENT OCCURRED THROUGH THIS PRACTICE?
-WHICH SPECICIC CITIZEN GROUPS BENEFITED FROM THIS EP?
-HOW DID THE CITIZENS BENEFIT?
5 OR 6 BULLETS IDENTIFYING WHAT ARE THE KEY STEPS OR MAJOR ACTIVITIES REQUIRED TO
IMPLEMENT THE PROJECT. THIS WILL GIVE AN LGU WANTING TO REPLICATE THIS PRACTICE AN
IDEA OF HOW EASY OR DIFFICULT THE REPLICATION MAY BE
A-14
Compliance with Selection Criteria
Region:
Sustainability
HAS THE PRACTICE BEEN SUSTAINED OVER TIME? FOR HOW LONG HAS THIS PRACTICE BEEN ON PLACE?
DID OR DOES IT HAVE FULL SUPPORT BY THE EXECUTIVE AND LEGISLATIVE BODIES, AS WELL AS THE
COMMUNITY?
DID IT SURVIVE A CHANGE IN ADMINISTRATION?
IS IT STILL PROCUCING THE LEVEL OF RESULTS ANTICIPATED?
ETC
Support to Implementation
DID THE ACTIVITIY REQUIRE SUPPORT FROM A NATIONAL GOVERNMENT AGENCY?
MUST THE PROVINCIAL GOVERNMENT GET INVOLVED?
WAS THE ACTIVITY THE RESULT OF A DONOR SUPPORTED PROGRAM?
WHAT DID THE LGU HAVE TO INVEST IN CASH OR IN-KIND?
WAS TECHNICAL ASSISTANCE REQUIRED FROM OUTSIDE SOURCES?
ETC
Impact On Citizens
WHAT IS THE IMPACT ON CITIZENS? WHAT SEGMENT OF THE POPULATION WILL BENEFIT?
HOW DIRECT IS THE IMPACT OF THIS PRACTICE ON CITIZENS?
Remarks
ANY ADDITIONAL REMARK HELPING TO DESCRIBE THE PRACTICE AND ITS POTENTIAL REPLICATION IN OTHER LGUs.
APPROXIMATE DEGREE OF DIFFICULTY TO REPLICATE?
CAN IT BE REPLICATED IN BOTH CITIES AND MUNICIPALITIES?
HAS IT ALLREADY BEEN REPLICATED?
ETC
The above criterion is meant to help analyze the practices and help guide the selection of eventual recipient LGUs. It should not
be perceived as absolute pre-requisites for the selection process.
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appendix A.4
General Information for Host LGUs
This form was disseminated to host LGUs after their exemplary practice has been identified by Kaakbay for
replication under the program
Once several Exemplary Practices are identified, they are proposed to LGUs wanting to replicate them and
Replication Clusters are formed. A Replication cluster is formed of one Host LGU and two to four Recipient LGUs.
The Host LGUs play an important role in sharing their experience with LGUs wanting to learn from them.
Recipient LGU
(Replicating)
LGOO Coaching
CLUSTER LGU REPLICATION
WORKSHOP WORKPLAN
Host LGU Recipient LGU
Exemplary Practice (Replicating)
LGOO Coaching
Recipient LGU
(Replicating)
LGOO Coaching
The 1 year replication process starts with the Peer-to-peer Learning Workshop in the host LGU and helps
determine how the practice may be replicated in other LGUs. During this workshop the host helps Recipient
LGUs learn about the key steps to implement the practice; the success factors and difficulties in implementing
it; who are the key stakeholders and how they contributed; what to avoid; how long it takes to implement;
and what are the main benefits in implementing the practice. The host also agrees with the Recipients on
how they will work together as a cluster of LGUs and what the host contribution will be help replicate the
practice. The host therefore takes part in a 1 year process starting in April-May 2003 supporting other LGUs
implement a practice the host LGU has been very successful in.
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Benefits to the Host LGU
As the initiator of the exemplary practice, the host LGU will:
• Have the opportunity to “showcase” its good work and success. In the long run, this will increase the
LGU’s local, national and even international visibility and may prove to be an effective promotional
vehicle to build additional support from constituents and perhaps even attract investors and tourists
• Host LGUs will be highly recognized for their professionalism in local governance as information
about the Kaakbay project will be disseminated though DILG, LMP and LCP newsletters, conferences
and other public information vehicles.
• Since replication methods are drawing much attention from most government agencies
and international donors, Host LGUs will be recognized for contributing to a pioneering local
government capacity development initiative and network.
• The sharing process can serve as a learning opportunity for LGU staff to develop their own skills,
capabilities and confidence as the learning process provides the opportunity to take a fresh look
at what they are doing. Teaching to others helps develop analytical and inter-personal skills.
Participating in the Kaakbay Replication Cluster can serve as a continuous learning experience that
could further enhance or multiply the Host LGU’s service delivery mechanism.
• The opportunity to host other LGUs may eventually lead to more development partnerships and a
chance to collectively address needs and concerns that may seem insurmountable if an LGU were to
address them by itself
• Being a Kaakbay host may prove to be economically advantageous. The host LGU may be able to
charge fees from other LGUs for transferring a technology that has been proven to work effectively/
successfully.
• to be a part of an institutional cooperation process. The host and recipient LGUs will bind themselves
in a collaborative agreement to pursue a replication process requiring the support of their respective
local councils or Sanggunian.
• To be willing to abide by, and commit to the roles and responsibilities assigned to them as part of
the Replication cluster
• Selected members of the Host LGUs are required to take part in 2 three-day cluster workshops and
may undertake short term (2 or 3 day) visits to share their experience. Host LGUs will therefore
mobilize staff and community/ beneficiaries for specific activities of the replication process
according to a pre-determined schedule within the one year project implementation period.
• Financial and logistical support to host LGUs for all activities they will be involved in. This includes
the cost of travel and accommodation of its staff should they be required to travel as well as the
costs of hosting representatives from other LGUs.
Kaakbay is developing a mechanism through which the host LGU may be able to be compensated
for the time of its staff taking part in the project
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• The Kaakbay Project will propose a specific methodology, provide tools and technical assistance for
the replication process. This will include processes and measures to help channel the demand for
information from the host LGU to ensure it is not over-burdened by its involvement the Kaakbay
replication process.
Kaakbay will assist the Host LGU in documenting its experience so that it can be easily shared with
other LGUs.
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appendix A.5
Selection Criteria for Replicating LGUs
Kaakbay used the term Recipient LGUs for LGUs who were selected to replicate the identified exemplary
practices. Recipient LGUs were selected based on this criteria.
• Need for assistance. LGUs in demonstrating greater need for assistance will be prioritized in the
selection.
• Demonstrate the will to replicate a specific practice. The recipient LGU should have the daring
and the intense desire and interest to pursue the exemplary practice proposed to them. Their will
to work on a replication project in a specific area should respond to one of their identified needs or
priorities.
• Be willing to take part in an institutional cooperation process with other LGUs. The
participating LGUs will be asked to formally bind themselves in a collaborative agreement with
other LGUs to pursue the replication process. The support of the individual LGUs’ Local Chief
Executive and the respective local councils or Sanggunians will be required.
• Have the readiness to implement the exemplary practice. The recipient LGUs should have the
political support, basic capacity and required equipment, among others, as well as the readiness to
start the replication process ASAP so that initiatives are completed or are well underway before the
2004 local elections.
• The will to provide the resources required for the replication process. While LGSP will provide
a small project support fund support to the Kaakbay Project, recipient LGUs are expected to buy-in
into the replication process and provide the majority of resources required as well as other in-kind
contributions
• Have a competently strong LGOO assigned in the LGU. The LGOO, with support from a local
resource partner (LRP), is expected to coach the LGU through the replication process. The Kaakbay
project will take this factor into consideration when selecting specific LGUs for the Kaakbay project.
• Minimum pre-requisites for a specific practice already in place. The recipient LGU has the
necessary facilities, human resources and equipment required to replicate the specific exemplary
practice. Those resources are available for utilization/deployment.
Be willing to abide by, and commit to the roles and responsibilities within the Kaakbay replication cluster.
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appendix A.6
General Information for Prospective Replication LGUs
Recipient LGU
(Replicating)
LGOO Coaching
CLUSTER LGU REPLICATION
WORKSHOP WORKPLAN
Host LGU Recipient LGU
Exemplary Practice (Replicating)
LGOO Coaching
Recipient LGU
(Replicating)
LGOO Coaching
The project will provide technical assistance and monitoring to help your LGU implement the replication
project and achieve the targeted results within the timeframe identified.
How can my LGU benefit from taking part in the Kaakbay project?
If one of the Exemplary Practices proposed by the Kaakbay project corresponds to a challenge your LGU is
facing, no need to reinvent the wheel. The Kaakbay project will help your LGU implement a simple project
to introduce the practice that is proven to be an effective solution to help address that challenge. Your LGU
will take part in a peer-to peer exchange project in which your staff, your Sangunian members and your
community will learn new ways of addressing common problems with less effort and at lower cost.
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Within a 1 year period or less, your LGU will have implemented and instituted the new practice. The practice
(new service to your citizens, more efficiency and effectiveness in the way you deliver a service, etc) will be
applied in your LGU and your constituents should start benefiting from it before April 2004.
If so, your LGU may apply to the project by filling in the form provided for this purpose. In the application
process, you will be required to specify which Exemplary Practice your LGU wants to replicate. The application
of your LGU must be supported by a Sangunian resolution supporting the LGU’s participation on the project.
In addition, your LGU will be required to demonstrate its commitment to the project with an appropriate
financial and/or in-kind contribution.
Time Frame
The selection process will take place between March 27 and April 25. Selected LGUs will be notified by March
26nd The first activity is the Peer-to-peer Learning Workshop. The 4 day workshop will take place between
May 15 and May 30. Your LGU will have until April 2004 to implement the replication process. The final
Assessment workshop with other cluster LGUs will occur between March 1 and April 2004.
What is my LGU’s contribution?
Your LGU’s will and commitment to implement the replication project is the key contribution to the Kaakbay
project. Staff time and community resources are the usual main contribution to the project. Your LGU may
also need to demonstrate it has the financial resources required to support the project. Those resources will
vary according to the Exemplary Practice selected.
The Kaakbay project will provide technical assistance in the project implementation as well as the costs of
your LGU representatives in the cluster workshops with other LGUs.
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appendix A.7
Application Form for Replicating LGUs
This form was disseminated together with the General Information for Recipient LGUs to potential replicators.
APPLICATION FORM
For Recipient LGUs
INSTRUCTIONS
The Kaakbay Project Steering Committee has identified a list of Exemplary Practices being proposed to
Municipalities and Cities of Regions X & XI for replication as part of the Kaakbay project. Your LGU may
determine if the replication of one of these Exemplary Practices can help address one of your LGU’s key
challenges.
If you think your LGU (a) is willing to take part in an institutional cooperation process with other LGUs;
(b) has the readiness to implement a specific exemplary practice; and (c) has the ability to provide the
resources required for the replication process, your LGU may apply as a Recipient LGU to the Kaakbay
Project. Deadline for application is on March 21, 2003. Your application may be submitted in English
or Filipino.
Should your LGU be selected, a Sanggunian Resolution supporting your LGU’s participation in the
Kaakbay project for the specific practice will be required.
For further information or assistance, please contact Mr. Danilo Lunapas, 297-2604
1. Name of LGU:
City Municipality
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3. From among the menu of exemplary practices, which specific practice is your LGU applying for? What
particular needs do you wish to address in your LGU by replicating the practice you have chosen? Why?
______________________________________________________________________________________
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______________________________________________________________________________________
______________________________________________________________________________________
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______________________________________________________________________________________
______________________________________________________________________________________
4. How does this Exemplary Practice relate to your LGU strategic orientations, priorities, or Executive
Agenda?
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5. To successfully implement the replication process, what resources required by the implementation
of the exemplary practice are readily available for deployment and utilization by your LGU (financial,
material, human)?
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7. Other comments in support of your LGU’s application to take part in the Kaakbay project?
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Your LGU may submit additional documentation in support of your LGU’s application to this project.
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appendix A.8
Sample of the Initial Documentation of an Exemplary Practice
Title: Delivering Primary Health Care Through Purok Local Government Unit(LGU):
Balilihan, Bohol
Purpose
As major component of the countryside action program, the primary health care through the purok
system intended to mobilize and organize local government, rural health unit and agencies tasked to
deliver basic services to the community.
Brief Description
The Primary Health Care through Purok is a system and mechanism for the delivery of health services under
the Balilihan Countryside Action Program (CAP). It aims to :
2. Organize team trained purok volunteers who will assist the municipal health team in maximally
providing basic services to the purok.
3. Encouragement of the design and implementation of purok-level livelihood projects such as organic
gardening, home industries, etc.
4. Involvement and mobilization of both manpower and material resources in the purok and also
networking with other government and non-government agencies for the effective planning, design
and implementation as well as monitoring and evaluation of community-based health programs.
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The Purok Primary Health Care was initially implemented in 1983 with limited scope and coverage due to
the compartmentalized view that health programs were the sole concern of the health sector. In 1988, when
the new mayor was elected (Mayor Chatto) it was expanded and transformed into Balilihan Countryside
Action Program (CAP) covering 31 barangays of the municipality.
The CAP framework departed from the usual top-down approach. The personnel in the municipality and
barangays underwent a number of training programs to equip them with new skills and attitudes before
carrying out the program. Armed with new skills and attitudes, the municipal and barangay machinery
was ready to engage the municipality as partners in development. CAP was launched with its purok
system, giving spirit to empowerment through community organizing, mobilization and human resource
development.
The target population of CAP was the 14,527 residents in 31 barangays of Balilihan. These people were
mostly marginal farmers of rice, corn and other staples.
Each of 31 barangays was divided into six (6) puroks composed of 10-25 adjacent households, resulting to
a total of 186 puroks of the entire town. The main feature of the program that mobilized the community to
participate was the construction of Kiosk made up of indigenous materials. The Kiosk had the features of a
typical home and served as a model of the members. Each Kiosk had the following:
1. Meeting/teaching area
2. Kitchen
3. Water sealed toilet
4. Seed houses
5. Compost pit/pile
6. Vegetable garden
7. Herbal garden
Key Results
The CAP has established 186 puroks with 1,302 sectoral volunteers, acting as semi-autonomous extensions
of the government. With these purok-level organizations nearly 1 out of every six adult Balilihan was a
sectoral volunteer.
Each purok had an income-generating project to augment from the municipal government and other
agencies.
At the start, construction of kiosk was merely a rallying point, a project to prove to the residents that they
could effect change through collective effort. In time, the purok kiosk served as venue for human resource
development. It was a meeting place, a classroom, and a social hall.
Once a year, the best purok per barangay was chosen. Criteria were set for the assessment of the program
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Main Implementation Steps
A. Preparatory Phase:
1. Training and Orientation of the Bureaucracy
1. Revitalizing the Purok. From loose social group, the purok was upgraded into a more functional
unit. One Barangay Council member was assigned per purok and served as its chairperson, one
Barangay Health Worker as its Vice-chairperson.
2. Purok Mobilization through Kiosk Construction. Indigenous materials were used for the
construction of purok kiosks to avoid financial burden on the volunteers. Puroks were often built
as temporary structures on the land of the Purok Chairperson.
3. Setting-Up the Organizational Structure. The Purok organizational structure is composed of the
following:
a. Chairperson
b. Vice-chairperson
c. Secretary
d. Treasurer
e. Auditor
f. 7 Sectoral volunteers representing health, agriculture, infrastructure, education, peace and
order, livelihood and environment and youth and sports.
C. Operational Phase
Puroks began holding monthly “problem-solving” meetings to discuss relevant issues on health service
delivery. In time, puroks were initiating activities that were either health-related, such as:
1. Operation Timbang
2. Nutri-Feeding for maltnourished chlidren
3. Immunization and First Aid
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Compliance with Selection Criteria
Title: Delivering Primary Health Care Through Purok Local Government Unit(LGU): Balilihan, Bohol
Region:
Sustainability
In 1997, the municipal government of Balilihan approved an ordinance institutionalizing the purok
system in every barangay. Though the purok was a highly functional extension unit under Mayor Chatto’s
administration, the purok still did not have any official and permanent role in the municipal government. It
was conceivable that a new mayor could refuse to recognize the puroks and deprive of the opportunity to
work in partnership with the government. To prevent this from happening, Municipal ordinance No.97-07
was enacted, further strengthening the CAP and assuring the community of its sustainability even after the
term of the politicians.
The purok system was even applied at the provincial level when the mayor after two terms was elected vice-
governor.
Support/Implementation
• Contribution and donation from citizens
• Technical assistance from different line agencies
• Conisederable staff time for citizen’s education activities.
Impact On Citizens
• Out of their initiatives they started all sorts of projects with little or no support from the municipal
government
• Purok became a social institution among others.
• During election, a candidate, performance in his/her respective purok became an important critierion
for voters
• It also enhanced socialization because it became social hall.
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Pre-Requisites in Place for Replication
• Barangay Council members who are willing and ready to revitalize/restructure/reorganize their puroks
and implement pilot project and share counterpart
• Available packages of training and transfer of technology programs and pool of municipal trainors for
community health volunteer workers
• Piece of land/space for each purok for the construction of temporary kiosk
• Strong desire and will of the LCE to utilize the innovative approaches in order to deliver the services to
a large number of beneficiaries/client.
• Supportive Sangguniang Bayan members
Remarks
Can be replicated in any LGU. In fact, seven municipalities of Bohol has been replicating the Balilihan Model.
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appendix A.9
LGU Replication Cluster Memorandum of Agreement
This agreement was signed by the members of the replication clusters formed among host and replicating LGUs
under the Kaakbay program. Each replication cluster consists of one host LGU and 3-5 replicating LGUs.
The Municipality __________________, host of the Exemplary Practice, represented herein by Hon._________
__hereinafter referred to as the “Host LGU”.
WHEREAS, KAAKBAY Project has been identified as a pilot experience to develop simple methodologies for the
dissemination and replication of “best” or exemplary practices in the Philippines.
WHEREAS, the recipient LGUs the municipalities of ___________ have agreed to enter into a Memorandum of
Agreement between and among as part of the institutional cooperation process in the replication process of
exemplary practice of ______________________under the KAAKBAY project.
WHEREAS, the Host LGU has agreed to assist the recipient LGUs in the replication process.
NOW, THEREFORE, in consideration of the above premises, the parties arrived at an agreement on the
following:
1. Finalize and secure LGU support for the work plan in consultation with other stakeholders;
2. Ensure the implementation of the activities outlined in the approved work plan;
7. Provide KAAKBAY Project documented information on the status of implementation of the project every
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8. Implement specific measures to ensure the institutionalization of the project beyond Kaakbay and into
THAT, the Host LGU of the exemplary practice ______________________ will designate a Senior Technical
THAT, the Host LGU and the Recipient LGUs shall initiate efforts on the following:
1. Establishment of mechanism for the exchange and sharing of learning experiences in the implementation
of innovative practices between and among themselves.
2. Serve as resource institutions for other LGUs that expressed interest in implementing their models.
3. Initiate the establishment of mechanisms for the continuation of institutional cooperation in the
dissemination and replication of exemplary practice beyond the KAABAY project.
In WITNESS WHEREOF, the parties hereunto signed presents on this ______ 2003 at ___, Philippines.
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appendix B
Reference Document
This is one of 6 Reference Documents developed by host LGUs using the Guidelines for Documenting the LGU
Exemplary Practice (Replication Tool 1) with assistance from the Kaakbay program. It documents the exemplary
practice of Oroquieta City, Misamis Oriental, one of 11 host LGUs in the Kaakbay program.
Summary
Oroquieta City in Misamis Occidental is rich in natural bounties, with rivers, waterfalls, forest areas and wildlife.
Its name, in fact, translates to “where gold is found” (in Spanish, oro means gold while quieta means “to find.”)
With rapid urban growth, however, Oroquieta slowly woke up to the growing threat to its natural wealth. Forest
areas were dwindling due to logging, wildlife was disappearing, and pollution was on the rise.
In addition to the environmental threat, Oroquieta also came to be known as a place of crime and communist
insurgency. In the 1980s, more than half of its 47 barangays were classified by the police and military as
influenced, infiltrated or threatened by insurgency and criminality.
The rise in crime and insurgency was largely caused by the presence of organized crime syndicates in
neighboring cities, inadequate police personnel, and the indifferent attitudes of residents to law enforcement.
As a result, the city was periodically rocked by waves of violence and crime, especially in the months of
September through December, as well as during elections.
Alongside these problems, however, is the city’s success record in implementing effective programs. Foremost
of these is the city-wide Barangay Self-Sufficiency Program or BSSP which not only brought about a cleaner
and ‘greener’ Oroquieta, but also improved agriculture and food security.
To sustain the gains of BSSP that were being threatened by the unstable peace and order situation, Oroquieta
launched the Bantay sa Kahusay ug Kalinaw or BKK (Peace and Order Watch). BKK is a barangay-based,
city-wide network of volunteers that carries out a two-pronged approach to crime in the city – a) crime
prevention through advocacy and a neighborhood watch and early warning system and b) a quick response
team for acting on actual crime cases in the communities.
Like BSSP, BKK has proven to be a success. It has two effective strategies – 1) barangay-based community
action and involvement using the spirit of the Bayanihan tradition (volunteerism) and 2) strong capacity
building of the barangay-based groups through special training and the provision of such equipment of
radios, patrol vehicles and operations center.
Through BKK, crime incidents in Oroquieta have gone down to 10 a month from 30-40, remarkable for a
rapidly growing city of 80,000 residents. BKK has reduced juvenile delinquency and drug abuse, as well as
petty theft and burglary. BKK has also helped hinder the Balik-Masa program of communist rebels to recruit
residents.
For its BKK initiative, the city government received an award for having the Most Outstanding Lupong
Tagapamayapa (barangay justice system). With the awakening of vigilance and the formation of structures,
preventing crime has become everybody’s business in Oroquieta.
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A. ABOUT BKK
City officials soon realized, however, that BSSP’s gains will not be sustained if it does not address its peace and
order problems. Thus, in 2000, 8 years after BSSP was launched, Oroquieta turned its attention to crime, by
launching the Bantay sa Kahusay Ug Kalinaw or BKK. While BSSP focused on developing the local economy,
BKK targeted crime response and crime prevention.
BKK Objectives
BKK had the following objectives:
1. Harness the people of the barangay in the prevention of crime, disaster preparedness and assistance
in law enforcement;
2. Revive and sustain the time-honored tradition of Bayanihan and value of cooperation among
barangay folks through volunteerism in the maintenance of peace and order;
3. Establish a mechanism in the barangay that will prevent the occurrence of crime or quick response in
solving crimes;
The first strategy is basing the initiative at the barangay level and harnessing systematic barangay-level action
around the problem. This includes 1) the formation of barangay level structures, which helped institutionalize
the program 2) structuring and systematizing the needed response, first into action and prevention, and
second, by formulating such mechanisms as a neighborhood watch and alert (early warning) systems/
groups (Alarma Tagongtong), quick response teams to respond to actual crimes (Pasa Bilis), a reporting and
documentation system (Bakukang) and a monitoring and evaluation mechanism. Anchoring the program on
the principle of volunteerism or ‘bayanihan” recognized the key role and capacity of barangay officials and
residents preventing and responding to crime.
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Along with mobilizing people around the issue of crime, the second strategy is the strong effort made to
build their capacities and mobilize resources for capacity building. Aside from undergoing training on crime
prevention and quick response, BKK volunteers are also equipped with the following:
From this framework, BKK has 2 main components: pro-active and re-active.
BKK Components
1. The Pro-active Component is focused on crime prevention. This consists of advocacy, education, organization
of a neighborhood watch structure, activation and coordination of a citizen’s alarm and feedback system
for intelligence and crime detection. The barangay-level pro-active unit has the following functions:
• Prediction. the ability to predict the likelihood of crises and emergencies through
continuous gathering/updating of information from intelligence reports and analyzing
events.
• Prevention. advocacy, organizing information drives and periodic drills to continuously
raise the alert level of the identified crime and disaster zones.
• Preparation. planning for probable crisis situations, organization and training and
stockpiling of equipment and supplies needed.
Each purok has its own pro-active unit that operationalizes the early alarm and warning system.
These volunteers constantly patrol and watch the streets and the neighborhood in the absence
of the police.
2. The Re-active Component is the quick response function for detecting crime and dealing with actual crime
incidents. This consists of organizing mobile patrol groups of Barangay Tanods and Volunteer Working
Groups that assist the police during crime scene responses. These groups constantly patrol the streets
and public areas. The Operations Center serves as coordinating center with rescue teams and a legitimate
reaction force.
Simplified Information and Warning Systems. BKK uses 3 simplified warning, information and reporting
systems:
• Pasa-Bilis – involves the instantenous relay of information at early stages of crime commission, using
community means like tricycles, vendors, habal-habal. This mobilizes community residents.
• Alarma Tagungtung is an early warning and alert code that mobilizes everyone in cases of crime or
crises.
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• BAKUKANG – is short for 4Ws and 1 H. translated from the Visayan, it stands for BA-barangay, K-kanusa
(what), U-unsa (where), K –kinsa (who), A-asa (where), N –ngano (why), G – guinsa (how).
BKK Organizational Structure. The BKK is governed by the City Peace and Order Council, headed by the mayor
with members from the law enforcement agencies and NGOs concerned with peace and order. The daily
operation is managed by the BKK Management Team chaired by the DILG Officer and co-chaired by the Chief
of Police.
CPOC
(chaired by the mayor)
CPOC Secretariat
BPOC
The other members of the BKK Management Team includes City Chapter President of the Liga ng mga
Barangay, SP Chairpersons on Peace and Order Committee and SP Appropriation Committee. The Team
Leader of the BKK Monitoring Team also sits with the BKKMT.
At the barangay level, the Barangay Peace and Order Council (BPOC) oversees the operations of the BKK.
The barangay-level BKK is composed of barangay officials, barangay tanods and citizen volunteers. General
policies and procedures for BKK operation are laid down in a barangay ordinance that are then implemented.
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Policies and Procedures that can be included in a Barangay Ordinance on BKK:
Recruitment of BKK volunteers is done by the Barangay Peace and Order Committee based on
recommendations of purok leaders. The barangay chair issues an appointment paper to BKK volunteers prior
to their deployment in their respective purok or areas of assignment and responsibility.
BKK Recruitment. BKK volunteers are recruited and accepted based on the following criteria:
Monitoring and Evaluation. The monitoring and evaluation is done by the city level organization. The BKK
Monitoring Team composed of CPOC members and ABC members conduct the following activities on a
regular basis.
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• Federated Students of Oroquieta
• Oroquieta Inter Fraternities League
• Radio Communicators Group like REACT, PASABAY, BBRA
B. Replicating BKK
BKK is now being replicated by several local governments and communities, following the key
implementation steps identified and learning from the lessons learned by Oroquieta in implementing the
project.
a. Holding consultations with key POC officials to build consensus for adopting BKK- Chief of
Police, DILG, SP chair on Peace and Order, ABC President and SP Committee on Appropriation
b. Holding a consultation with all Barangay Chairs through an ABC assembly, to orient them about
the program and get their support
d. Getting Approval and Resources for the program. The POC has to adopt the program and
endorse it to the Sangguniang Panglungsod (SP). The SP then enacts a Resolution Adopting the
Program and Appropriating a budget for implementation.
e. Conducting Barangay Action Planning for establishing and operating the BKK at the barangay
level.
a. Forming the BKK Management Team with members from the City Chapter President of the Liga
ng mga Barangay, SP Chairs on Peace and Order Committee and SP Appropriation Committee.
The Team Leader of the BKK Monitoring Team also sits with the BKKMT.
c. Organizing of BKK barangay structures in all barangays and integrating such structures in the
Barangay Council structure;
d. Enacting a barangay ordinance creating BKK, and providing for schedule of duty and duty
personnel;
e. Creating of Peace and Order Monitoring Group at the City level composed of members of the
CPOC and ABC members.
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3. Conduct Capacity Building of BKK Volunteers. BKK volunteers in Oroquieta underwent the
following seminars and training workshops:
4. Establish the Operations Center and Operationalize BKK at the Barangay Level.
After the capacity building of the BKK members, they can go into operationaling their BKK in their
barangay. This consists of the following actions:
• Boom
• Radio/cellphone
• Logbook for reporting of crimes and BKK activities
• Flashlights/searchlights
• Kitchen
• Batuta (police baton)
• Vehicle/motorcycle (optional)
a. Barangay assembly
b. Purok meetings or assembly
c. Barangay Council meetings.
d. Program Launching. All the Barangay councils, BKK volunteers, law enforcers were
mobilized to a parade with complete uniforms, slogans and streamers. The launching
culminated in a program participated in by more than 5,000 tanods, volunteers and
members of the support organizations. It was launched during the crime prevention week.
6. Undertaking Monitoring and Evaluation. The monitoring and evaluation is done by the city
level organization. The BKK Monitoring Team composed of CPOC members and ABC members
conduct the following activities on a regular basis:
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1. Strong support and commitment of the LGU leadership, especially at the beginning of the project.
4. Building all necessary structures and resources (operations center, communications network,
personnel and volunteers, recording and reporting systems, funding and other resources)
5. Constant supervision and monitoring and evaluation to identify strong and weak points and address
mistakes and shortcomings
6. Addressing crime should not stop at solving crimes committed. Prevention is always better than
cure.
3. Conducting Capacity Building for BKK 1 month Resources for training and seminars
members and volunteers. identified
*Barangay level only Technical assistance from DILG, other
sources
Est: Php 200,000
5.Conducting Information, Education and 1 month Resources for the development and
Communication (IEC) campaigns production of IEC materials
Php 5,000-10,000
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appendix C
The Kaakbay Brochure
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appendix D
Monitoring and Evaluation Guide Questions Used by Kaakbay
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appendix D.1
Mid-project Assessment Questions
These guide questions were answered by replicating LGUs per cluster as part of the mid-project assessment.
• What general comments can you make about the process suggested by Kaakbay as mechanism to
facilitate the replication of an LGU practice corresponding to a need/challenge you have in your
LGU?
• Is the period of 9 months for replicating your project seem like an appropriate time frame for the
replication to be effective?
• Are there steps/ components of the process that are not necessary?
• How close is the practice you are implementing in your LGU to the exemplary practice that inspired
it? Do you consider you are really replicating a practice that was first implemented in another LGU?
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etc) helpful to help you understand ho to implement / replicate the practice in your LGU?
• What improvements could you make about the reference document?
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appendix D.2
LGU Replication Cluster Progress Report Template
The form was used in making the cluster reports on the results of the mid-project assessment.
1. Based on the implementation of the individual work plan of the recipient LGUs, what major
outputs can be considered breakthroughs of the replication process?
2. What were the key implementation steps of the practice adopted by the recipient LGUs that have
been implemented as planned? Did these produce the desired outputs? What didn’t work?
3. What were the problems/difficulties encountered by the recipient LGUs in the implementation of
their respective work plan?
1. Based on the major outputs/breakthroughs, what are the insights (beneficial or otherwise) could
be derived from the implementation of the practice?
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appendix D.3
End-Project Assessment Guide Questions
1. What general comments can you make about the process suggested by Kaakbay as mechanism to
facilitate the replication of an LGU practice corresponding to a need/challenge you have in your
LGU?
2. Is the period of 9 months for replicating your project seem like an appropriate time frame for the
replication to be effective?
3. Are there steps/ components of the process that are not necessary?
4. How close is the practice you are implementing in your LGU to the exemplary practice that inspired
it? Do you consider you are really replicating a practice that was first implemented in another LGU?
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VI. The Cooperation Between the Host and the Recipient LGUs
1. How frequently did you relate with the host LGU in the overall replication process?
2. Did the Peer-to-peer Learning Workshop provide a sufficient amount of exchange with the host to
help you replicate or did you require further exchanges?
3. How did you collaborate after the Peer-to-peer Learning Workshop? Visits? Telephone calls? Request
for additional materials? etc
4. How important was your relationship with the host LGU to help replicate the practice.
5. What recommendations can you make about the relations with the host to support the
implementation of your replication project?
VI. Factors that Facilitated / Hindered the Replication (generic to any practice)
1. What are the factors that facilitated the replication of the exemplary practice in your LGU?
2. What are the factors that hindered the replication of the exemplary practice in your LGU?
3. What recommendations would you make to LGUs wanting to replicate an exemplary practice
initially implemented by another LGU?
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appendix E
Key Replication Tools
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appendix E.1
Tool 1: Guidelines in Documenting an LGU Exemplary Practice
Introduction
The replication and dissemination of Exemplary Practices amongst LGUs is a powerful tool for development.
Kaakbay is a project initiated by DILG, LMP and LCP proposing simple methodologies to help cities and
municipalities easily adopt best or “Exemplary Practices” experienced in other LGUs. The Kaakbay project
helps LGUs work together to replicate practices that are simple, effective and proven solutions to common
LGU challenges.
In the Kaakbay replication process, the Reference Document is the main project description document to
help recipient LGUs understand the various aspects of the Exemplary Practice and how it was implemented.
The document has several sections corresponding to various sessions of the Peer-to-peer Learning Workshop
as well as sections of the Workplan that Recipient LGUs will develop to replicate the practice in their own LGU.
It can therefore be used as a key tool in the replication process.
• Promoting innovative approaches of local government management and service delivery among
peers and stakeholders of the local government sector;
• Providing simple information about each step of project implementation to facilitate the Recipient
LGUs’ development of a workplan to replicate the practice;
• Providing a common reference / outline for the various stakeholders involved in the project;
• Maximising the effectiveness of replication and dissemination of Exemplary Practices among LGUs
in the Philippines and around the world
To ensure consistency in the way Exemplary Practices are documented and to maximize knowledge transfer,
the Kaakbay project has prepared these guidelines for those who have to write the Reference Document .
Title
The title should reflect the major theme of the activity and be short and to the point. It should also include
the name of the LGU and Province it is located in.
• Describe the situation before starting the project - Point out the main problems, the consequences
and the attempts to deal with them.
• Present the purpose and priorities of the project, for instance:
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* Satisfying basic human needs
* Involving women in the development process
* Supporting good governance, and so on
Describe the main implementation steps / milestones in chronological order and provide a detailed
breakdown of the output; individuals / stakeholders involved; resources required; and tools, procedures,
systems which need to be in placefor each key implementation step.
A typical LGU project may have 5 to 8 main implementation steps and each of these steps can be broken
down in more detail with a few sub steps or activities relating it.
To sum up:
Present the main Implementation Stages / Milestones in chronological order. Each key implementation stage
should be detailed with related sub steps and activities. For each main step and/or sub step, the following
should be presented:
• Main output
* committee created; Training activity; Small infrastructure / equipment to put in place; Education
campaign to the citizens; etc
• What procedures, tools, techniques, systems or structures need to be in place
* examples: an Executive order; committee TOR or procedures; specific forms to collect
information about citizens; a specific computer program; training modules and materials;
setting up agricultural technology for demonstration purposes; the reconfiguration of office
space; etc
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• Who needs to be involved / Why? (LGU staff, volunteers, institutional partners, etc)
* Describe the involvement of other institutional partners, organisations, the community.
* What was their respective role? How is it complementary to the LGU’s contribution to the
project?
• What budget is required and when?
* Estimate or provide actual costs for each component which required a specific budget
allocation.
• Other resources required (facilities, equipment, meeting halls, etc)
• Lessons learned, What worked / What didn’t
Throughout the implementation of the project, the implementers may have learned from errors and
successes. These lessons learned become valuable information for other LGUs wanting to replicate
the exemplary practice. For example:
* Some critical pre-requisites needing to be in place
* What should be the ideal timing of a specific activity? (for example, scheduling activities with
the agricultural community after the harvest season; establishing new procedures about
business permits in relation with the LGU licensing cycle)
* Ensuring community or political support
• Explain the importance and significance of the project/activities relative to the context it was
implemented in:
Lessons learned and replicability of the experience (300 words or 1⁄2 page)
• Describe any general lessons learned about the whole project and their influence on subsequent
planning.
• Describe the exemplary value of this activity, and the elements that make it so.
• Indicate what type or class of LGU would most benefit from this project? What specific conditions or
target group can benefit from such a project?
• Describe which are the generic aspects/components of the project (easily transposable to other
contexts) and which ones might require more adaptation to the specific conditions of another LGU/
context
• Where relevant, identify what is the core activity or component and which components may or
may not be implemented in another LGU (for example, an agricultural demo farm where some of
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the technologies presented might have a stronger impact than others, 2 or 3 technologies may be
complementary but others, while adding value, are not critical to the results or context)
• If the project was implemented over a long period of time, provide an indication of the minimum
amount of time required to replicate it.
• Identify any known cases of successful replication of this practice by other LGUs so far
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appendix E.2
Tool 2: Peer-to-peer Learning Workshop Facilitator’s Guide and Generic Agenda
Part 1: Introduction
Part 2: Appreciating the Exemplary Practice: Seeing and Analyzing
Part 3: Implementing the practice in the Recipient LGUs
PART 1: INTRODUCTION
• Objectives
• Sequence of the sessions
• Support materials available
• Outputs
• Rationale / Background
• Kaakbay: a Pilot Project
• Selection Process of Participating LGUs
• Working in a Cluster – Host & Recipients
• Project Steps
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Overview of the Exemplary Practice (20 min)
By the Mayor or prominent leader of the Host LGU
This presentation is to provide an overview of the Exemplary practice keeping in mind that the practice
will be presented in detail during the next days.
The presentation should provide the Chief Executive’s or a prominent leader’s perspective. It is meant as
a primer to get the participants excited about the project. It should last about 20 minutes and cover:
• How the LGU decided to implement this project? Whose idea was it?? (history of the project)
• Who was the instigator? Who was the champion of this project?
• How important was this project for the LGU
• What were the main achievements
• Most important results and benefits of the project to the Citizens
• SEEING IS BELIEVING
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Notes to the Presenter:
“EXEMPLARY PRACTICE TITLE”: WHAT WAS IT?
This presentation provides the participants with a basic understanding of the practice prior to the site
visits. It should provide the information participants need to maximize their appreciation during the site
visits. The level of detail of this presentation should take into account what was presented by the Mayor
the previous day. Depending on the project’s focus, it could present the basic concept of the practice, and
should emphasize the main implementers, stakeholders and beneficiaries.
• The basic concept of the project/practice; what are the most important aspects the practice; why this
project?
• What was the general/relative level of effort of the LGU to implement this project?
• Who are the implementers and main stakeholders; Who were the key LGU staff to take part in the
implementation
• Beneficiaries: Which target group was the project intended for (a specific Barangay, segment of the
LGU’s citizens, the city staff, etc.
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Notes to the Presenters:
BENEFITS OF THE EXEMPLARY PRACTICE
LGU Employees:
• What do you see as the most important benefits to the citizens?
• Why is this project important for the LGU? How different is the LGUs approach in this area
compared to how it was before?
• How has your work changed as a result of this initiative? Are you saving time? How is the LGU
more efficient in this area?
• What new knowledge, skills and aptitudes have you learned from this initiative?
• Are you relating to citizens in a different way?
• What would you recommend your LGU to do differently if it was to implement this project again?
This session allows the facilitator to do a diagnosis of the participants’ appreciation and understanding of the
Exemplary Practice so far. It also allows the participant to revise and process the observations from the visits.
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ANALYZING THE EXEMPLARY PRACTICE
This session aims at helping the participants analyze and understand the situation before and after the
Exemplary Practice was implemented. From this session, the participants will be able to formulate the Goal,
Objectives and Expected Results of their Replication project in their own context.
After the presentation, 10 to 15 minutes should be given to the participants so they can compare how the
rationale and purpose of the Exemplary Practice in the Host LGU is comparable to the context of their own
LGU. The participant thereby starts thinking about how the project can be implemented in his/her LGU.
This session is particularly important to help the participants appreciate the chronological chain of events in
the implementation of the project. It requires from the Host LGU to analyze the sequence of activities in the
implementation of their project and present each step with its respective outputs, and resources.
The session prepares the participant for developing his/her Implementation Plan in the workplan
document. After each key step, the facilitator should provide time for the participant to determine how those
implementation steps are relevant to the recipient LGU context. The following guide questions could be
asked:
• Would those implementation steps and activities be appropriate for the recipient LGU?
• If not, what should be changed?
• What specific procedures, systems and tools need to be developed?
• Who are the people (LGU staff, community representatives, Partner organizations) you need to
involve in your LGU?
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Notes to the Presenters:
KEY IMPLEMENTATION STEPS AND RELATED RESOURCES
• Main output
* committee created; Training activity; Small infrastructure / equipment to put in place;
Education campaign to the citizens; etc
• Who needs to be involved / Why? (LGU staff, volunteers, institutional partners, etc)
* Describe the involvement of other institutional partners, organisations, the community.
* What was their respective role? How is it complementary to the LGU’s contribution to the
project?
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Writing the workplan (120 min)
By a Kaakbay Technical Working Group Member /Facilitator
In this session the participants start writing the draft workplan for implementing the replication of Exemplary
Practice in their LGU. The Facilitator presents the Project Workplan Template.
In this session, the presenter talks about the potential sharing and support opportunities offered by working
as part of a cluster of LGUs. A template MOA can be introduced and signed by the cluster members.
• Support system among peers (including modalities of requests to Host LGU expertise)
• Common time frame & activities
• Sharing of resources
• Deriving lessons learned about replication
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PEER-TO-PEER LEARNING WORKSHOP GENERIC AGENDA
This form is a simply a short version of the longer Peer-to-peer Learning Workshop Facilitator’s Guide, with the
notes to facilitation taken out.
PART 1: INTRODUCTION
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appendix E.3
A.1
Tool 3: Replication Workplan Template
Title of Project
Project start date (mo, year) – project end date (mo, year)
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PREAMBLE /EXECUTIVE SUMMARY:
Include:
• a statement on why this project is important for your LGU. How it is linked to the LGUs strategic
orientations and/or Executive Agenda.
• description of Kaakbay process, including
* start date of project
* focus area of the project
* which host LGU has implemented this project successfully
* what other Recipient LGUs are replicating the project as part of the replication cluster
* brief reference to how the Peer-to-peer Learning Workshop and relations with the host
LGU helped define this workplan
• project workplan description: aim, duration, main results
(Maximum 1 page)
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1.0 PROJECT TITLE
2.1 Rationale
Explain why the project should be carried out. Include:
• a brief explanation of the importance of the area which the project will address for your LGU
• what is the current situation (or prevailing conditions) in your LGU (weaknesses, problems) that
the project will help address
• what capacity building needs of your LGU will this project help address.
2.2 Goal
State the aim of this project.
2.3 Objectives
State the specific objectives of the project.
• Key implementation steps with corresponding completion dates in chronological order. For each
step include:
A template will be provided so that LGUs can present their sequence of activities in the form of a gant chart or
“work flow”.
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Monitoring progress and reporting
Indicate a reporting schedule (usually a short progress report after each key implementation step or
project activity). The reports are used to inform the Mayor, the SB and the Kaakbay project team of project
implementation progress.
A progress report will also be presented at the Mid-project Cluster Workshop and a final report will be
presented at the Final Assessment Workshop.
Evaluation
Indicate the joint evaluation plan in collaboration with the host LGU and Kaakbay project team. Include:
5.0 BUDGET
Provide a budget for the project. The budget should include the direct expenditures required for the LGU to
implement the Exemplary Practice. It does not need to reflect staff time or in kind contributions required.
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appendix F
Sample Work Plan of a Replicating LGU
PREAMBLE/EXECUTIVE SUMMARY:
____________________________
HON. JULIO T. UY
Mayor
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1.0. PROJECT TITLE: Villanueva Primary Health Care Program through Purok
2.0. RATIONALE, GOAL, OBJECTIVES AND EXPECTED RESULTS
2.1. Rationale
• No intra-inter sectoral linkages
• Insufficient assistance to emergency needs
• Insufficient affordable drugs
• Less community participation in health related activities
2.2. Goal
Well- developed community based Primary Health Care with strong inter-sectoral collaboration, delivering
accessible, acceptable and affordable health services promoting good health habits and practices towards a
self sustaining community.
2.3. Objectives
a. To sustain better health education program towards health consciousness of Purok residents.
b. To strengthen the Purok system through volunteers.
c. To promote the design and implementation of purok level livelihood in order to augment income of Purok
residents.
d. To foster strong inter-agency collaboration and linkaging among agencies, LGU, Barangay and Purok in
delivering primary health care.
Short term:
a. Kiosks constructed in all Puroks
b. Organized cluster of households in Puroks
c. Trained LGU officials and personnel, barangay officials and Purok volunteers on Primary Health Care
Service Delivery
d. Purok system and guidelines of operations
e. Defined structure of an inter-agency collaboration
1. Preparation Phase:
• Creation of the Program
• Presentation of the program/ project outline to LCE and SB
• Project proposal/Project Outline
• Executive Order/SB Resolution
• Creation of the Management Team
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3. Capability building at the Barangay level
a. Strengthening of the ABC to enhance barangay linkages
b. Barangay administration capability building
c. Livelihood and environmental protection, peace and order, infrastructure and youth and sports
capability building and transfer of technology.
d. Yearly evaluation and planning to sustain the organization
4. Purok level
a. Purok Chairmen, Secretaries, Treasurers & Barangay Health Workers Leadership Training
b. Purok Health Workers Training on Primary Health Care for Capability Building and Technology
Transfer on health programs.
c. Establishment of Purok kiosks or activity centers
HUMAN RESOURCES:
• LCE
• SB Member
• Barangay Captain
• Barangay Kagawad/ Purok Chairpersons
• Head of Offices
• Health Personnel
• Barangay Health Worker
• Barangay Secretaries/Treasurers
RESOURCES:
Audio-visual room, funds from LGU, community contribution
MID YEAR EVALUATION: October 2003 ( Mid-Year Progress Workshop with Kaakbay Project Team and
Host LGU)
PROJECT SUPPORT ACTIVITIES BY THE KAAKBAY PROJECT TEAM AND HOST LGU:
• Countryside Action Program “ Delivery Primary Health Care Through Purok” Training and Workshops
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4.0 COORDINATION, MONITORING AND EVALUATION
Contact Person: Municipal Mayor
Core Municipal Management Team
Chairperson: Vice Mayor Bienvenido Valcurza
Vice Chairperson: Kag. Jose Oliver Ello
Secretary: Erma P. Mar
Member: Kag. Adelaida Baconguis
Member: Kag. Leocio Abejo
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Learning from Peers
for Good Governance
is a practical guide to implementing an innovative and cost-effective
approach to promoting good local governance.
It also provides three key tools that can be used by local governments in
replicating good practices independently or within a larger program.
The success of the Kaakbay experience has inspired the production of this
guidebook, as another contribution to the dissemination and promotion of
good practices in local governance.
Though culled from the Kaakbay experience, the guidebook has been
made as generic as possible, the tools and guidelines simple and easily
adaptable. Thus, it can be used to implement replication programs in
localities and countries with conditions different from the Philippines.