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CBMS Network Meeting June 20, 2004 Dakar, Senegal Attendees: Name Country Ranjan Kumar Guha Bangladesh Marie Odile Attanasso Benin Prosper Somda Burkina Faso Kim Net Cambodia Felix Ankomah Asante Ghana Smitha Aravind India Durr-e-Nayab Pakistan Celia Reyes Philippines Anne Bernadette Mandap Philippines Kenneth Ilarde Philippines Joel Bancolita Philippines Momar Balle Sylla Senegal Markus Mayer Sri Lanka Vu Tuan Anh Vietnam Martha Melesse IDRC-Canada Raman Sohal IDRC-Canada Topics of discussion: A. Submission of CBMS papers and documents to PEP website. The project leaders were encouraged to use the PEP website as a repository of CBMS research documents and materials and source of relevant literature. Thus, the leaders were encouraged to post all the available CBMS papers and documents they have in the intranet section of the PEP website. A short manual of instructions (Annex A) was distributed to assist the CBMS researchers on how to post documents in the PEP website. B. Updating of CBMS activities

1. Status of implementation. There should be a regular updating of the status of implementation for each CBMS country projects. The updating should include revisions in the CBMS design as well as activities done under the project. The updating should be done regularly and not later than every three months. Monthly updating is preferred. To facilitate the initial updating of status of all CBMS projects, a CBMS information sheet (Annex B) was circulated among the project leaders and representatives. This will be consolidated and made available to the group soon.

2. Sharing of questionnaires. There was a suggestion that all CBMS questionnaires be made

available to researchers for reference. The original version as well as an English version of the questionnaire should be uploaded to the PEP website by CBMS leaders or submitted to the CBMS Coordinating Team.

3. Cataloguing of available CBMS database. Project leaders were also requested to submit

information on available CBMS data. The leaders are also requested to submit the contact details of their local partners. The CBMS coordinating team is planning in the future to make these data available in the PEP website, either in the form of a database or in map/GIS form.

4. Institutionalization. It was also suggested that it would be also useful to document the

advances and approaches each of the country teams has been doing in terms of institutionalizing the CBMS in their respective countries.

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C. Publications

1. Documentation Paper. The CBMS network would be coming out with papers documenting the CBMS methodologies in the Philippines, Senegal, Vietnam, Nepal, Bangladesh, Burkina Faso. The suggested content of the paper is listed in Annex C. It was suggested that these papers could be disseminated for the general public in CD, in addition to the hard copies. The target submission for the documentation papers is not later than August.

2. Other Publications. Other possible topics for the CBMS publications were:

• Paper on the uses of CBMS for Vietnam, Senegal, Burkina Faso, Nepal and the Philippines. These papers would focus on the activities done with local partner. Likewise, it was suggested to come up with papers on planning and budgeting based on experience with local partners. The tentative month of submission is on August

• Technical papers. The project leaders were requested to submit to the coordinating team

available CBMS technical papers that would be published under the CBMS network.

• Poverty Profiles. The following country teams were also requested to prepare and submit poverty profiles of their respective CBMS sites: Burkina Faso, Bangladesh, Senegal, Philippines, Nepal, Sri Lanka, Vietnam, Cambodia, India,

There were also a request to find good translators (English-French) to be able to publish these documents in both French and English.

D. Training Module The following are the suggestions made for future training modules on succeeding annual meetings:

1. GIS- Use of GPS 300 US 2. Impact assessment 3. DAD for CBMS data 4. Panel data management and analysis 5. Multidimensional poverty analysis

E. Annual meetings and country visits

1. Annual Meetings/Trainings. The possibility of holding PEP general meetings every 12 months, instead of every 8 months, was discussed. It was suggested to not hold it in the months of April, June and December. The exact date would be decided by the Network leaders. If this annual general meeting is approved by the PEP Network Leaders, the CBMS network can have meetings or training workshops in between the PEP General meetings

2. Country visits. There was also a suggestion to allow other researchers to visit other CBMS

countries for the purpose of technical assistance and trainings.

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ANNEX A: Posting papers and documents in the PEP website – CBMS Intranet Section This is a short manual for posting CBMS documents and papers in the intranet section of the PEP website. The intranet section is available only to PEP members who are registered in the PEP website. It can be found under the “research projects” section of the PEP website.

This section is divided into two groups – (a) the PEP Projects, projects which were funded by PEP, and (b) National Projects, or projects supported by MIMAP.

The intranet section gives private restrictions to the access to some documents submitted to the website. This means that documents which were submitted as “private” document can only be accessed by PEP members only. PEP members can access these documents by logging in their assigned username and password. The user name and password were supplied through e-mail after registering in the PEP website.

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Who can post papers and documents in the intranet section? The following persons can post documents in the PEP website – CBMS Intranet section using their assigned username and passwords. PEP (website) administrators - John Cockburn, Araar Abdelkrim, Sonia Moreau, Jane O’Brien, Jean-Yves Duclos PEP (CBMS) supervisor – Celia Reyes CBMS Project Leaders

• CBMS Network funded projects

Bangladesh Ranjan Kumar Guha Cambodia Kim Net Ghana Felix Ankomah Asante Laos Samaychanh Boupha Pakistan Durr-e-Nayab Philippines Celia Reyes

• National funded CBMS project (MIMAP)

Burkina Faso Prosper Somda India Delampady Narayana Nepal Shiva Sharma Senegal Momar Sylla Sri Lanka Markus Mayer Vietnam Vu Tuan Anh

CBMS website coordinator – Kenneth Ilarde How to post papers and other documents in the PEP website? These are the steps in submitting and posting CBMS documents in the PEP website.

1. Login to the PEP website using your username and password. a. Go to www.pep-net.org

b. Click on

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c. Type in your username and password and then click “LOGIN”.

The above procedure will lead you to your own “Intranet Space”. The window on the left of

the screen is your main work space.

2. Posting papers in PEP Research Projects a. Click on “My PEP Research Projects” or “My National Research Project”

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Click on the project you would like to post a document. Doing so will lead you to your

project page where you could update your project information and submit your project documents and papers.

b. Now to submit a document, scroll down to the “Reports” section at the bottom of the page.

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c. Click on the button which will bring you to the new document

information page where you are required to put in required information regarding your document. It is recommended that we submit our documents in PDF format. However, we could also submit documents in MS word, excel or powerpoint files.

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d. Firstly, choose whether the document is for “public” or “private” use. Public documents can be viewed and accessed by anyone who would visit the website while private documents can only be accessed by registered members only.

e. Supply the document title and a brief description or abstract of the document.

f. Click on “Browse” to locate in your computer the document to be uploaded. A window will appear to help you locate your document.

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g. Select from among the choices the status of the document whether it is a proposal, an interim or a final report.

h. Click on the button to start uploading the document. After the upload, a notification page will be given on the status of the file transfer.

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i. Click on “Return to my main panel” at the bottom of the page and then click on “My PEP Research Projects” and then proceed to your project to check your submitted document.

For multiple document submission, just repeat the instructions in (2). Don’t forget to log out when finished uploading.

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ANNEX B CBMS Information Sheet: Country: _____________________________________ Name of respondent: _______________________________________ Data collection methodology

1. What is the unit of observation?

a. Household b. Family c. Others, specify ______

2. What is the sampling scheme?

a. Census b. Sampling c. Others, specify _______

3. Who are the enumerators at the village level? (specify position, ex. Teachers)

o ___________________ o ___________________ o ___________________

4. What are the instruments of data collection?

a. Household questionnaire b. Community questionnaire c. Focus group discussion d. Others, specify _____________________

Data processing

1. How is the CBMS survey data processed at the village level?

a. manual processing/ counting b. computerized processing c. others, specify ________________

2. How is the CBMS survey data processed at the municipal/district level?

a. manual processing/ counting b. computerized processing c. others, specify ________________

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3. Who are the data processors? (specify position ex. Teachers) At the village level

o ___________________ o ___________________ o ___________________

At the municipal/district level o ___________________ o ___________________ o ___________________

List of Indicators

1. ______________________________________________________ 2. ______________________________________________________

3. ______________________________________________________

4. ______________________________________________________

5. ______________________________________________________

6. ______________________________________________________

7. ______________________________________________________

8. ______________________________________________________

9. ______________________________________________________

10. ______________________________________________________

11. ______________________________________________________

12. ______________________________________________________

13. ______________________________________________________

14. ______________________________________________________

15. ______________________________________________________ (Please use the back of sheet if indicators are more than 15)

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Implementation:

1. What is the current status of the project?

a. planning stage (questionnaire design, identification of indicators, etc.) b. pilot-test c. community survey d. data processing e. community validation f. analysis of data g. dissemination of results h. others, specify ______________________

2. What are the site(s)/area(s) of implementation? _______________________________________________________________

__________________________________________________________________

3. Local Partner Contact Information:

a. Contact Person: _________________________ Institution: _____________________________________________________ Address: _______________________________________________________ __________________________________________________________ Telephone / Fax: _____________________________________ E-mail: ________________________Website: _______________________ b. Contact Person: _________________________ Institution: _____________________________________________________ Address: _______________________________________________________ __________________________________________________________ Telephone / Fax: _______________________________________________ E-mail: ________________________Website: _______________________

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Dissemination of results

1. How is the CBMS data disseminated?

a. databoards b. drawings c. maps/NRDB/GIS d. village books e. socio-economic profiles f. others, specify_______________

2. Who are the users of the data?

o __________________________________________ o __________________________________________ o __________________________________________ o __________________________________________ o __________________________________________

Flow of information of data results: (Please draw diagram)

ANNEX C

CBMS Network Meeting / Training Workshop January 6-10, 2003 Hanoi, Vietnam CBMS: Documentation Paper CBMS in _____ I. Background

• Role of CBMS in poverty reduction efforts of the government and/or role on local governance

• Context: decentralization: demand for local data: uses of CBMS data • Evaluation of existing monitoring systems

II. Features

A. Indicators • Rationale for the choice of indicators • Reference periods • Frequency of collection

B. Data Collection Methodology • Unit of observation • Sampling scheme (Census or sample) • Enumerators • Instruments of data collection / questionnaires

C. Data Processing and Validation Techniques • Methodology of processing data (Manual or computerized) • Approaches on data validation

D. Data Dissemination • Use of CBMS data • Dissemination methods • Data users

E. Flow of Information F. Resource Requirements G. Institutional Arrangements

III. Implementation

• Details of pilot-test • Current status • Costs of CBMS implementation

IV. Lessons Learned and Best Practices Special Study

• On indicators • On data collection methodology • On impact assessment of policy program / projects