FIELD VISIT PROCESS TPAs develop Monthly Work plan – all sites covered at least once per month. Field Staff (TPAs) – attend field visit with Project Field Visit Form Project Field Visit Form AND Checklist Manual

ISSUES ? FIELD VISIT PROCESS INFORMATION FEEDBACK PROCESS Step 1: TPAs develop Monthly Work plan –all sites covered at least once per month. Fortnightly, the TPA inputs the Project Field Visit Form information into the Monthly Monitoring Summary Sheet. (Step 1 and Step 2) Field Staff (TPAs) – attend field visit with Project Field Visit Form Step 1: Project Field Visit Form AND Checklist Manual Monthly Monitoring Summary Sheet – Visit Tab Project Field Visit Form, is signed/dated by Field Staff (TPAs) and a Community Representative. Project Field Visit Form is provided to TPA and signed/dated by Project Officer . Issues are immediately highlighted. Field Debriefing held in Provincial Office. No ISSUES ? Yes Project Field Visit Form is filed in individual Project File AND COPY IN FIELD VISIT RECORD BOOK TPA to inform Project Officer. Project Officer informs Project Coordinator and Program Manager for follow up

Also - If two visits in the same week, put : X X / Highlighted boxes = issue identified during site visit

ISSUES ? FIELD VISIT PROCESS INFORMATION FEEDBACK PROCESS Step 1: TPAs develop Monthly Work plan –all sites covered at least once per month. Fortnightly, the TPA inputs the Project Field Visit Form information into the Monthly Monitoring Summary Sheet. (Step 1 and Step 2) Field Staff (TPAs) – attend field visit with Project Field Visit Form Step 1: Step 2: Project Field Visit Form AND Checklist Manual Monthly Monitoring Summary Sheet – Visit Tab Monthly Monitoring Summary Sheet – Follow Up Tab Project Field Visit Monitoring Form, is signed/dated by Field Staff (TPAs) and a Community Representative. Project Field Visit Form is provided to TPA and signed/dated by Project Officer . Issues are immediately highlighted. Field Debriefing held in Provincial Office. No ISSUES ? Yes Project Field Visit Form is filed in individual Project File AND COPY IN FIELD VISIT RECORD BOOK TPA to inform Project Officer. Project Officer informs Project Coordinator and Program Manager for follow up

Project Site Monitoring Form is also completed. FIELD VISIT PROCESS INFORMATION FEEDBACK PROCESS QUALITY ASSURANCE PROCESS How to select a Random Sample for visits: Provincial team’s list project sites and numbers them from 1-20 etc… Numbers are put into a Sampling bag/box. This sampling Box is available in the office for Project Staff who will visit the field. Program Staff who want to visit the field will select a number from the box, and this is the site that will be visited. Once a site has been selected, the number is not returned to the sampling box until all sites have been visited in a given time period. Then the process starts again. TPAs develop Monthly Work plan – all sites covered at least once per month. Fortnightly, the TPA inputs the Project Field Visit Form information into the Monthly Monitoring Summary Sheet. (Step 1 and Step 2) Field Staff (TPAs) – attend field visit with Project Field Visit Form Step 1: Step 2: Project Field Visit Form AND Checklist Manual Monthly Monitoring Summary Sheet – Visit Tab Monthly Monitoring Summary Sheet – Follow Up Tab Project Field Visit Form, is signed/dated by Field Staff (TPAs) and a Community Representative. TPA provides Monthly Monitoring Summary Sheet to Project Officer at end of Month. Project Officer reviews, write monthly report and sends the Monthly Monitoring Summary Sheet to the M&E Officer AIM – complete min. 5 visits/province & can also visit other sites on same travel route. Project Field Visit Form is provided to TPA and signed/dated by Project Officer . Issues are immediately highlighted. Field Debriefing held in Provincial Office. Program Manager – aims for 1-2 ‘random’ site visits per province/month (i.e. 5-10). Project Site Monitoring Form is also completed. Project Coordinator –Prioritizes project sites with issues identified by team. However will also aim for 1-2 ‘random’ site visits per province/ month (i.e. 5-10). No ISSUES ? Yes M&E Officer consolidates 5 provincial Monthly Monitoring Summary Sheets into one document. Project Field Visit Form is filed in individual Project File AND COPY IN FIELD VISIT RECORD BOOK. TPA to inform Project Officer. Project Officer informs Project Coordinator and Program Manager for follow up Program Manager and M&E Officer update the Wat/San Project Database at the end of the month using the Monitoring Summary Sheet. Other Program Staff – (e.g. SFR, HOP) selects 2 sites per month/per province (3 for PNG) from the sampling box. HOP will attend or assign these for random site field visits