Bishoftu CIP

የከተማና መሠረተ ልማት ሚኒስቴር
Ministry of Urban and Infrastructure
Urban Infrastructure and Institutional Development

Program (UIIDP)
Training for 18 ULGs on EFY 2015 CIP and other

Relevant Planning
Bishoftu
Sept. 2022
Content
1. Introduction
2. Objective of Joint Review Meeting
3. Scope of CIP
4. Institutions Roles in CIP Participation
5. CIP and other relevant planning calendar
6. Link of CIP with City’s strategic Objective
7. Issues needs attention
8. Plan of the next three days
1. Introduction
• Program implementation is from March 2018 to July 7, 2023
• Covers 117 ULGs and all Regional States and 6.62 million people
benefited
• UIIDP budget is US$859.5 (US$ 610.8 IDA and Government
US$248.7) Million
• The PDO is to enhance the institutional performance of
participating ULGs to develop and sustain urban infrastructure,
services, and local economic development.
• UIIDP is PfR
2. Objective of Joint Review Meeting

1. To finalize EFY 2015-17 ULGs CIP and other plan
preparation
2. To provide on job and practical training for participant
FPs
3. To understand the technical challenges of ULGs in plan
preparation and give solutions
4. ULGs will get experience from best performer ULGs and
Regions
3. Scope of CIP
• CIP is inclusive of all capital projects from all sources of fund
(UIIDP, Municipality, State, public private partnership)
• Recurrent activities such as maintenance, management of
already developed infrastructure and greenery are not part of
CIP
• Most ULGs not incorporate all State projects to CIP
• Some ULGs include recurrent activities in CIP. In some Cities
Maintenance and other recurrent activities included in CIP
and recorded in IBEX as capital
4. Institutions Roles in CIP Participation

 CIP is the city administration’s most important instrument
for realizing the city’s strategic objectives.
 Its development and implementation is the responsibility of
the mayor.
 Technically Municipality and Finance Office are responsible
to lead CIP Preparation
 CIP technical committee is responsible to prepare the detail
CIP
 CIP task force is not functional at all levels of operation
 FPs consider this activity as additional work
Organization of CIP preparation
Detail Activities Calendar Responsible
Preparation of the AMP and Tahsas 15 AMP and REP Focal

REP started (December 25) Persons
First draft of AMP and REP Tirr 30 (February 8). AMP and REP Focal
completed Persons
Initial community consultations December to CIP FP and other CIP
at kebele level to collect wish February team members
list
The budget call is made by Megabit 1 (March Finance Office
OFED with standard official 10) (Planning and
letter/memo and formats budgeting Section)
The budget defence is held Megabit 1-15 (March “
10-24).
Detail Activities Calendar Responsible
Conduct survey of wish list February- March PEs, Urban planning
projects (take measurement, FP, Safeguard, AMP,
select site, check right of CIP
issue, estimate project cost)
Technically Prepare the CIP March - April All CIP team
tables
Review and approve by city March - April City manager
cabinet
The second consultations and April – June CIP
prioritization of projects is
done at city level (chaired by
City Mayor or City Manager)
The CIP approved by city before July 15 Mayor
Council
6. Link CIP with City’s strategic Objective
From strategy to implementation: The urban planning

system
Cities development plans Regional and Federal long
and medium term Plan
Cities long and medium

term Plan
Offices Action Plan
Revenue Enhancement Plan Asset Management Plan
Capital Investment Plan and

Procurement Plan
The CIP derives from both these plans. Their key functions are to link the CIP with the
city’s physical and financial objectives.
11
CIP Pillars
7. Issues needs attention

7.1. Community participation
• The objective is to ensure citizens’ involvement and

promote good governance
• CP is required at all levels of project magt.
• Genuine CP is not practiced in most cities
• The attendance sheets seems manipulated; (similar
signatures)
• The minute records are not detail and do not show the
need identified by the communities and prioritization of
projects
7.2. Project size and Number

• Slicing of projects to very small size especially
cobblestone and drainage
• The number of projects reported by CIP,
Safeguard and Procurement need to be
consistent
7.3. Infrastructure Asset Management

• Asset Management is strategic approach to the optimal
allocation of resources for the management, operation,
preservation, and maintenance of infrastructure.
• The attention given by ULGs is not adequate
• Lack of reviewed and organized unit rates for both maintenance
and new work projects.
• Due to lack of coordination b/n IAM specialist and Project
Engineer using different unit rate for both asset valuation and new
work projects.
7.3. Infrastructure Asset Management

• Maintenance prioritization should consider all of criteria sated in
AMP manual.
• Even if center of maintenance plan is eliminating maintenance
deficit periodic and routine maintenance activities has to be
addressed very well.
• ULGs gives more focus for vehicles and office maintenance rather
than public infrastructure.
• In some cities less engagement of AMP focals in prioritization of
New Work projects.
7.4. Site selection and right off issue

 Project site should be per city’s Urban Plan i.e.
structure Plan, Strategic Plan, Basic Plan, LDP
 Ensure the selected site is proper for the function of
project objective
 Make sure that the project site have approved site plan
by responsible body
 Does the project clear of right of issue?
 If not, does the issue has already addressed?
 Project engineer, social safeguard and urban planning
FP are responsible.
7.5. Proper unit of measurement and Realistic Project unit cost

 Use the standardized unit of measurement already sent to
ULGs for common projects,
 Some ULGs use inappropriate unit eg, m2 for road, km for
bridge, m3 for retaining wall, market center in m2, etc
 Project engineers are responsible to set unit cost
 Unit cost should be estimated based on the current market and
specific site of the project
 If possible derive unit cost from detail design and specification
of the project
 The region Urban Development and Construction Bureau is
responsible for the Preparation of unit rate every quarter
7.6. Design and specification

 Detail design and specification should be prepared and
approved before approval of CIP and other Planning
documents
 For simple and common projects prepare design and spec by

own force but for big and complex projects by consultant
7.7. Projects to be included in CIP

• Include only projects You can execute not what you want
• UIIDP ends June EFY 2015, plan only what you can complete with
in the budget year
• Give priority for rolled and ongoing projects
• Give focus for cobblestone, land servicing and drainage, as we
lags behind the program target
• If plan for big and complex projects, make sure that full-fledged
feasibility study, design and specification, safeguard study report
and management plan available
Budget brought for EFY 2015
Name of ULG UIIDP budget rolled to EFY 2015 % of EFY 2015 total
UIIDP Budget
Tepi 20,716,496.65 37
Bonga 15,513,805 27
Mizan Aman 7,494,121.08 10
Assosa 38,730,526.68 48
Diredawa 126,275,066.00 29
A/Wando 8,273,952.87 22
Hawassa 60,926,916.39 19
Harar
Gambella
7.8. Conduct Financial and Economic Feasibility

• After having estimated project cost, ULGs supposed to analyze
availability of budget
• ULGs are also required to close all previous projects properly.
• Settlements of payments, and other obligations (retention)
• Proper registration of Rolled and/or ongoing projects with

their remaining financial balance
– Make sure that cash is available at Bank.
• Estimate future financial and economic benefits of the project

compared to life time cost
Income generating projects
Improve Social and economic activity of the resident
• Make sure that city matching fund and own municipal
capital budget can securely obtained.
» Revenue office of the city need first estimate the
total municipal revenue.
» Finance office of a city need first estimate near to
actual recurrent expenditure.
» Revenue – Recurrent expenditure = Capital Revenue
» Capital Revenue = city matching fund + Other
capital revenue (own municipal capital budget)
7.9. Procurement Management

•Planning templets for every category have to be properly used.
•Categorize projects in proper package, Procurement method,
document preparation. Etc. need to be considered.
•All UIIDP projects procured delivery and substantial completion
periods have to be scheduled before the end of this EFY.
•Align action plan with procurement plan
• Who prepare action plan?
 Project Engineer,
 Procurement and
 CIP focal person
7.10. Job Creation

• Temporary job creation plan need to be prepared based
manpower requirement of the project by LED FP with
the assistance of PEs
• TJC to be planned based on detail projects on table 12
per the template but summarizing is not correct
• Prepare job creation plan only for works but not goods
and consultancy
• High difference of No of Job creation plan for similar
projects
7.11. Environmental & Social impact assessment or screening

• The two main objectives of environmental and social screening are to:
• Enhance the environmental and social sustainability of proposed
project.
• Identify and manage environmental and social risks that could be
associated with a proposed project.
• Process of environmental and social screening are to
• Evaluate the Environmental and social risks associated with a
proposed activity;
• Establish the likely. Environmental and social risk category of the
activities;
• Identify opportunities to improve
• Identify mitigation measures

• The outcome of the environmental and social screening
process is to determine if and what environmental and
social review and management are required.
• The screening process aims to quickly identify those
projects where no potential environmental and social
issues exist so that only those with potential environmental
and social implications will undergo a more detailed
screening process.
• The Environmental and Social Management Framework

serve as a practical tool used by the Project to guide the
identification and mitigation of potential environmental
and social impacts
• Safeguard screening and its approval should be
completed before the commencement of the project
• It should be prepared and approved before approval of
CIP
7.12. The quality of CBP needs further improvement

• Capacity gap assessment not conducted or not cover all
thematic areas but only fake report produced ;
• The CGA report not updated or the same across all Years
• CBP not linked to the gaps identified
• City leadership and CB cell not properly involved in the process
of CBP preparation
• Quality of CB trainings provided by ULGs needs to be improved
• At the ULG level the CB activities were generally restricted
among the focal persons,
• In most ULGs the CBP is the same with CBP of previous years
7.12. The quality of CBP needs further improvement
• Regional Capacity Building Specialists are not fully

engaged in supporting ULGs in CGA & CBP preparation
• RIAs CBP lacks Capacity gap assessment report and not
timely prepared and approved
• There is redundancy of efforts by Region and ULGs
7.13. Investment Menu

• Projects to be financed by UIIDP fund should follow
investment menu (minimum condition)
• Some cities plan with UIIDP budget the ineligible

projects such as land cadaster, water and electric
installation for existing site, project supervision, etc
7.14. Quality of CIP document

• In most ULGs, Except tables the background information and
annexes are not updated with proper data,
• Modification of CIP template and omission of some tables,
• Consistency of CIP tables and alignment with AMP and REP
• Planning a single project/contract with different sources of fund
(table12).
7.14. Communication
• Poor Communication among Respective thematic area specialists
• No timely report from ULGs and RMT
1. In the next three days we will jointly review all planning

documents and safeguard reports, and make ready for approval
by council and Region
2. Ensure that CIP and other relevant City plans prepared by
integration of all FPs and be comprehesive
3. To use our time effectively, we will work including during the
night
4. At the fourth day we will come together and sum up all of our
works and conduct general discussion
5. Groups
Group 1: coordinator, CIP, LED and CB
Group 2: Project Engineer, Procurement
Group 3: REP, PFM
Group 4: Social and Environment
Group 5: AMP
6. At the fourth day every group will come with summary reports
and issues to be disused on plenary
THANK
YOU

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የከተማና መሠረተ ልማት ሚኒስቴር

Ministry of Urban and Infrastructure

Urban Infrastructure and Institutional Development

Training for 18 ULGs on EFY 2015 CIP and other

2. Objective of Joint Review Meeting

4. Institutions Roles in CIP Participation

Preparation of the AMP and Tahsas 15 AMP and REP Focal

From strategy to implementation: The urban planning

Cities long and medium

Offices Action Plan

Revenue Enhancement Plan Asset Management Plan

Capital Investment Plan and

7. Issues needs attention

• The objective is to ensure citizens’ involvement and

7.2. Project size and Number

7.3. Infrastructure Asset Management

7.3. Infrastructure Asset Management

7.4. Site selection and right off issue

7.5. Proper unit of measurement and Realistic Project unit cost

7.6. Design and specification

 For simple and common projects prepare design and spec by

7.7. Projects to be included in CIP

7.8. Conduct Financial and Economic Feasibility

• Settlements of payments, and other obligations (retention)

• Proper registration of Rolled and/or ongoing projects with

• Estimate future financial and economic benefits of the project

7.9. Procurement Management

7.10. Job Creation

7.11. Environmental & Social impact assessment or screening

7.11. Environmental & Social impact assessment or screening

7.11. Environmental & Social impact assessment or screening

• The Environmental and Social Management Framework

7.12. The quality of CBP needs further improvement

7.12. The quality of CBP needs further improvement

• Regional Capacity Building Specialists are not fully

7.13. Investment Menu

• Some cities plan with UIIDP budget the ineligible

7.14. Quality of CIP document

8. Plan of the next three days

1. In the next three days we will jointly review all planning

8. Plan of the next three days

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