WSP quality assurance tool Module 12 WSP quality assurance tool

Module 12 WSP quality assurance tool Session structure Introduction About the tool Using the tool Supporting materials Demonstration Exercises

Module 12 WSP quality assurance tool Introduction WSP benefits realized only through sustained effort and continuous improvement WSP QA tool main benefits: Highlights where progress is being made Opportunities for improvement

Module 12 WSP quality assurance tool Introduction Additional benefits: Offers guidance Prevents complacency Facilitates reporting Tracks progress Helps to minimize loss of institutional memory Helps to justify investments

Module 12 WSP quality assurance tool About the tool Can be used by: WSP team Water supply senior management Internal assessors etc. Applicable from the start of WSP development to full and continuing implementation Tool should be used at regular intervals, dictated by the pace of WSP implementation

Module 12 WSP quality assurance tool

Module 12 WSP quality assurance tool Based on the structure and guidance in the WSP manual WSP manual provides the information and interpretation for completing the tool

Module 12 WSP quality assurance tool Using the tool: Prerequisites Ensure management is supportive and resources are available Gather together all WSP team members, internal and external and relevant non-team members for each table Identify and gather the necessary resources to complete the evaluation (e.g. WSP manual, tool, assessment coordinator and rapporteur) Supporting information for WSP should be available should the team wish to refer to this during the exercise

Module 12 WSP quality assurance tool Using the tool: Starting the application Tool works with Excel 2003, 2007 and 2010 Macros need to be enabled If macros are disabled, click on “About the Tool” to find directions on how to enable Macros must be enabled or the tool will not work.

Module 12 WSP quality assurance tool button clicks show the different messages you may receive when macros are disabled. If macros are disabled, a red warning message should display in the tool, as shown in the first graphic. The second graphic shows the message you should receive to enable macros when you use the 2003 version of excel. The third and fourth graphics show the additional message you should receive within the tool when you use Excel 2007 and 2010

Module 12 WSP quality assurance tool Using the tool: Tool sections Menu About the tool Enter assessment Assessment results Animations on button clicks highlight the four sections of the tool: 1. Main menu page, 2. About the tool page, 3. Assessment page and 4. Assessment results.

Module 12 WSP quality assurance tool Using the tool: Menu page Animations on button clicks highlight the different parts of the main menu page. 1. name and country sections; and 2. ‘show other options’ that will provide links to the assessment results page and the following resources: WSP manual, WHO lexicon and Guidelines for Drinking-water Quality.

Module 12 WSP quality assurance tool Using the tool: Tool languages Animations on button clicks highlight how to change the language of the tool

Module 12 WSP quality assurance tool Using the tool: About the tool Contains an introduction to the tool Contains general instructions on how to use the tool

Module 12 WSP quality assurance tool Using the tool: Structure of assessment page Part 1 Table 1 – General information on the water supplier Table 2 – General information on the water supply system Part 2 Table 3 – WSP team Table 4 – System description Table 5 – Hazard ID and RA Table 6 – Control measures and validation Table 7 – Improvement plan Table 8 – Operational monitoring Table 9 - Verification Table 10 – Management procedures Table 11 – Supporting programmes Table 12 – Review of WSP Structure of assessment page broadly mirrors the modules of the WSP Manual and this training package

Module 12 WSP quality assurance tool Animations on button clicks highlight how to select a table within the tool. Highlight the following sections: question fields, assessment fields, rationale/comments fields and calculation fields (blue cells).

Module 12 WSP quality assurance tool Using the tool: Assessment page Light orange: Indicate fields that need to be filled in Light grey: Used to enter comments (e.g. why a particular answer was given) Light blue: Calculations based on answers provided in the light orange cells Dark grey: Indicates that an assessment for that particular question is not needed Red: Indicates that the assessment conflicts with an answer provided in previous, dependent questions

Module 12 WSP quality assurance tool Using the tool: Assessment page – Guidance All questions include further guidance Further explanation of the question Definition of terms Details of the WSP step Rationale for importance of the WSP step References Guidance should be reviewed to fully understand each question

Module 12 WSP quality assurance tool Animations on button clicks highlight how to view the guidance for each question. Note that the default setting in the tool is to automatically show the guidance and if the user wants to disable the guidance, they can uncheck the ‘show guidance’ box, although this is not recommended.

Module 12 WSP quality assurance tool Using the tool: Assessment page – Scoring Generally 0–4 scale 0 = not started 1 = just started 2 = Partially completed and documented 3 = Substantially completed and documented 4 = Fully completed and documented and evidence available “Not Applicable” rating is an option in certain questions

Module 12 WSP quality assurance tool Using the tool: Assessment page – Scoring It is not the intention to put too much emphasis on the exact scores obtained The aim of the scoring process is to help identify where improvements should be made and where priorities should be directed The WSP team should be involved in the assessment process to ensure accurate scoring Furthermore as the WSP approach is a continuous improvement process, obtaining the top scores should not be an end in itself and the WSP should be continually reviewed and assessed to ensure it remains effective.

Module 12 WSP quality assurance tool Using the tool: Assessment page – Quantitative questions Means of demonstrating improvements linked to WSP implementation ↑ in number of controls validated ↓ in number of incidents ↓ water quality results outside of operational limits Enables senior management or an external assessor to gain insight into the magnitude and complexity of each WSP

Module 12 WSP quality assurance tool

Module 12 WSP quality assurance tool Using the tool: Assessment page – Creating a new “assessment” question (5 minutes) Open the tool Enter a name and country Access Table 3 (WSP team) and create a new assessment-style question Notice that the new questions are distinguished by blue writing Enter scoring criteria in the comments and rationale box

Module 12 WSP quality assurance tool Using the tool: Saving and updating Save at regular intervals If using CD-ROM, save to Hard Drive (not CD) Most benefit if used periodically over time to track changes New assessments can be created for each table: to compare performance over time or between different supply systems

Module 12 WSP quality assurance tool Using the tool: Assessment results page Summary tables and graphs are generated based on the information entered in the assessment page Easy to identify progress and areas to target Graphs useful when communicating to senior management Reports can be generated in Word or PowerPoint format Reports can be exported into a separate Excel file to be customized

Module 12 WSP quality assurance tool

Module 12 WSP quality assurance tool Supporting resources User manual and CD-ROM User manual available at http://www.wsportal.org/templates/ld_templates/layout_33212.aspx?ObjectId=20686&lang=eng http://www.who.int/water_sanitation_health/publications/wsp_qa_tool/en/index1.html

Module 12 WSP quality assurance tool Using the tool: Example Work through exercises in workbook Make sure you save your work to the desktop Any problems – ask facilitator 50 minutes