Description:
The CAP facilitation team prepares the detailed schedule and logistics of the CAP Workshop and decides on the distribution of roles and responsibilities for this preparation work.
Objectives:
To ensure that the CAP Workshop is prepared in a proper way and that the CAP Workshop Objectives can be achieved.
Method:
1. In consultation with the PMU decide on the appropriate geographic coverage of the CAP workshop.
2. CAP team members should take time to familiarize with the situation analysis document prepared for the two woredas and the four project strategies.
3. Familiarize with all the details of the Community Action Planning Guidelines for Facilitation Teams and ensure that every team member fully understands them.
4. The team leader should also be familiar with the more comprehensive versions of the CAP and CDF guidelines.
5. Familiarize with existing kushet/gott PRA profiles and other reports of the area and any other relevant documents that might be available on the situation in the kushet/gott to be visited. Discuss within the team the existing knowledge about the livelihood situation of the different vulnerable groups and prepare a brief summary of the problems and potentials for each of the vulnerable groups.
6. All team members should have participated in a CAP and micro project planning training.
7. Prepare a check list of tasks to be done and agree on who will be responsible for the different tasks.
8. Familiarize with the list below of different CAP workshop roles as facilitator, note-taker and team leader, and confirm who will take on the different roles during the CAP Workshop.
9. Subject to the team size, decide how many different socio-economic groups will be formed during the CAP Workshop. The minimum number is four groups: Female headed households, Landless youth, Male headed households without oxen and a group of mixed types of households. Should the CAP workshop facilitation team have more that nine facilitators, you might want to consider an additional group which could for instance look into the specific livelihood situation of pregnant women, girls, HIV/AIDS affected or children under five. This concerns CAP Tools 4 to 8.
10. Subject to the team size, decide how many different interest groups could be formed on the last day of the CAP workshop to start planning different micro projects. This concerns CAP Tool 10: Micro project Planning.
11. Depending on the number of groups you want to form during the CAP Workshop, prepare a detailed time schedule for the CAP Workshop, including the major CAP workshop tools (CAP tools 4 to 12).
12. Organize the information meeting in the community and prepare all the material and information needed to conduct it. Please read the CAP tool 3 “Informing the Community” as a check list to ensure that you have covered all the important aspects.
13. Make all the logistical arrangements necessary to conduct the CAP workshop.
14. Prepare all the material such as charts, pens, documentation sheets, flipcharts, pinboards which you will need for the CAP workshop.
CHECKLIST OF TASKS AND BEHAVIOUR CHARACTERISTICS FOR FACILITATION TEAM MEMBERS
1 Team Leader
Tasks:
Is responsible for the CAP team
Is responsible for all organisational and logistical matters concerning the CAP workshop in the kushet/gott
Moderates the CAP workshop and evaluation meetings within the team
Introduces the CAP-team to the community (or organises it)
Makes sure that the events can start and finish in time
Keeps an overview of the progress of the different groups and assists the sub-teams if they have any problems
Ensures women groups are facilitated by a female facilitator and joined by a female notetaker
Co-ordinates the different focus group work
Facilitates the summarising and documentation process of the smaller teams
Stays in close contact with community leaders and opinion leaders during the whole workshop
Facilitates the quick feasibility check (CAP tool 9)
Is responsible to hold an evaluation meeting with the CAP Workshop team at the end of every CAP workshop.
Attitudes/Behaviour:
Listens, observes, consults
2 Facilitator
Tasks:
Facilitates the group events, moderates the process
Finds ways of integrating dominant and quiet people
Makes sure that the group keeps to the topic but is also flexible in handling additional important information
Repeats in own words what people say in order to confirm that there is a good understanding of the discussion
Takes care of time management
Ensures that proper visualization techniques are used by participants or notetaker
Supports the note-taker in gathering all relevant information and assists him in filling the documentation sheet after the group work has finished
Is responsible to the team leader
Attitudes/Behaviour:
Keeps a low profile during the event
3 Note Taker
Tasks
Brings along paper for copying what is drawn on the charts or ground during an event and attaches a copy to the documentation sheet
Brings along the necessary material
Observes the event from the background
Writes down all important information.
Supports the facilitator directly by asking questions, if the situation requires it.
Makes a copy of any visualised subject (Ranking of Problems, Venn Diagram, PAPP Matrix, Microproject Activity Plan) on a sheet of blank paper or in the prepared Documentation Sheet.
Sits together with the facilitator and discusses the notes while filling the documentation sheet after the end of the event.
Attitudes/Behaviour:
Good observer
The role of the note-taker during the event is more of a passive one. Nevertheless he/she has the main responsibility for transforming the notes into useful results and for visualising them to the whole team
Familiar with the language used
Able to visualise and present results to the CAP facilitation team briefly and precisely
