716.introduction To CBMS
716.introduction To CBMS
ISSN: 3471-7102
Abstract— The lack of appropriate local established indicators and that it establishes
information about the poor hinders development data-bank at all geo-political levels within the
planning and programs, and constrains efforts to country. CBMS implementation is an Eight-
monitor change in Zambia. The Zambia Step Process:
Research and Development Centre (ZRDC) has Step 1: Advocacy/organization,
developed, tested, and implemented the Step 2: Community Capacity Building,
Community-Based Monitoring System Step 3: Data collection and field editing,
(CBMS); and is now in the process of Step 4: Data encoding and map digitization,
institutionalizing CBMS in all Councils. The Step 5: Processing and mapping,
main objectives of CBMS to be addressed in Step 6: Data validation and community
this project are: consultation,
i. To diagnose the extent of poverty at the Step 7: Knowledge (database) management,
local level (particularly at ward level), Step 8: Dissemination.
ii. Formulate appropriate plans and programs This project was carried out in line with this
to address problems, methodology in about thirty-five Local
iii. Provide the basis for rational allocation of Administrative Units (councils) across Zambia
resources, and set of indicators were formulated for the
iv. Identify eligible beneficiaries for targeted data collection tools (household questionnaires).
programs, Focus group discussions were also used in order
v. Monitor and assess the impact of to authenticate data which was collected using
programs and projects. questionnaires.
The distinctive features of CBMS are that: It CBMS has showed that good public policy
is a census of households and not a sample choices for empowering and uplifting the poor
survey, it is rooted in local government and are best made when local authorities and
promotes community participation, it uses local communities work together and are guided by
personnel and community volunteers as sound data and evidence-based analysis. This is
monitors, it has a core set of simple, well- vital for ensuring effective public spending and
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greater public accountability. Enabling and 1996 and was further refined and
Conditions for CBMS implementation are: documented in a paper by Reyes and Ilarde in
Decentralization which facilitates the adoption 1996. CBMS was implemented in Puerto
of CBMS, Political commitment is key to Princesa City in November 2001. The system
sustainability, Public participation is important, was further simplified to enable all types of
CBMS is cost-effective. CBMS empowers the local government units (LGUs) to implement
community by building its capacity to the system (MIMAP-Philippines, 2003).
participate in diagnosing the problem and CBMS evolved in the Philippines
offering solutions, CBMS improves the starting with the province of Palawan, one of
allocation of resources by making it easier to the hurdles provincial officers faced when they
prioritize interventions, CBMS increases equity began to plan the 1999 budget was lack of
in resource allocation, CBMS helps to monitor detailed municipal, village, household, and
the impact of projects and programs, thus individual level information. This led officials
contributing to poverty-reduction efforts. to the CBMS development through the IDRC
The institutionalization of CBMS is designed funded MIMAP-Philippines project. Therefore,
to enable Local Administrative Units (councils) the provincial governor issued an executive
accurately determine the magnitude of poverty order for the creation of CBMS technical
and other prevailing socio-economic problems working groups within local governments,
and to formulate programs and policies based setting the stage for its institutionalization
on regular up-to date information in order to throughout the province (Celia Reyes and Evan
provide practical solutions, increase Due, 2009).
transparency and accountability of local It was then noted in the 2004 review of
governments in resource allocation, thereby the MIMAP program commissioned by IDRC
improving governance. This project has that “Local officials acknowledged that the
demonstrated that CBMS data can be used for: community based monitoring system made
Monitoring public expenditures and donor possible by the MIMAP helped depoliticize and
programs, enabling gender-responsive strengthen the local government‟s budget
budgeting, tracking progress toward the MDGs, allocation process by providing an objective
better targeting of program beneficiaries, basis for budget prioritizing (Saumier, Habito,
sounding an early warning. & Njinkeu, 2004).
Keywords— Community Based Monitoring Community Based Monitoring System
System (CBMS), Institutionalization, (CBMS) is an organized way of collecting
enhancing, effectiveness, Local Government ongoing or recurring information at the local
Administrative Units. level to be used by local government agencies,
NGOs, and civil societies for planning,
1.0 INTRODUCTION budgeting and implementing local development
1.1 Historical development of CBMS programs as well as for monitoring and
The development of Community Based evaluating their performance. Fundamentally, it
Monitoring System started in the Philippines is a tool for improved local governance and
with a design proposed by Florentino and Pedro democratic decision making that promotes
under the Micro Impact of Macroeconomic greater transparency and accountability in
Adjustment Policies (MIMAP) phase ii project resource allocation (Celia Reyes & Evan Due,
in 1992. Reyes and Alba modified the proposed 2009).
system in 1994, initially designed to be It is a well-established demographic fact
established in sentinel areas and they that populations are dynamic in nature, being
recommended for it to be Local Government heavily influenced by the interaction of fertility,
Unit-based to ensure its sustainability. mortality and migration which consequently
Afterwards, the proposed system was pilot- determine its size. It is on this basis that the
tested in barangays and pandi, Bulacan in 1995 institutionalization of CBMS becomes vital in
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order to fill gaps in data needs for planners and train local researchers and increase community
decision makers because unlike the census of involvement and participation in local
population and housing and other surveys developmental programs. The
which are usually conducted by the Central institutionalization of CBMS creates a link
Statistical Office, CBMS is designed to provide where communities are easily mapped. For
regular and up to date information as well example, community assets such as land, water
creating a reliable data bank which can be used and forestry can be mapped to be improved or
to perform populations projections during the developed.
planning process in order to provide meaningful
and sustainable local planning and 1.2 Statement of the problem
development. Constituency Development Fund (CDF)
While scholars have long been used as schemes are decentralization initiatives which
advisors by politicians and government send funds from the central government to each
administrators, it has been on an individual constituency for expenditure on development
rather than an institutional basis (Charles projects intended to address particular local
Hirschman, 1981). The institutionalization of needs. Civil society groups have formulated a
CBMS is designed to provide timely and number of proposed reforms to address these
accurate data for good analysis and policy implementation issues including proposals to
application. Data-supported decision-making improve the representivity and capacity of the
which is a continuous process of assessing, CDF Committee and to improve and strengthen
prioritizing, planning, implementing, citizen participation and accountability
evaluating, and reporting can be easily achieved (International Budget Partnership, 2010).
through CBMS as well as taking into account To improve the chances of success,
people, issues, ethics, and broader system attention needs to be placed on some of the
effects. common areas of weakness in programmes and
The major distinctive features of CBMS projects and these are: Planning and programme
include the following: it is a census and not a definition, Stakeholder involvement,
sample survey, it is rooted in local government Communication and Monitoring and evaluation
and promotes community participation, it uses (UNDP, 2009). Development plans, based on an
local personnel and volunteers as monitors, it objective, needs driven assessment of future
has a core set of simple, well established development requirements including the
indicators and that it establishes a databank at amount of land that needs to be zoned for
all geo-political level. Moreover, the data can particular purposes, will help to build public
be disaggregated by region, gender, socio- confidence in the preparation of those plans and
economic group, age, ethnicity and other their implementation (Government of Ireland,
variables. Because the monitoring exercises are 2007).
conducted regularly and the results processed The Zambian government has
rapidly, data is useful for ongoing local consistently provided and increased
government planning. Constituency Development Fund and other
The implementation of the community grants to local authorities since its inception.
based monitoring system requires strong The philosophy behind CDF is to have a fund in
partnerships between researchers, local which communities can participate in different
government officials, and communities within processes of project identification and selection.
local administrative units and it is also The ultimate goal is to use CDF to speed up
important to indicate that enlisting and orienting development at community level by providing
the community determines success from the the much-needed infrastructure such as markets,
outset. CBMS is designed to be rooted and schools and clinics, upgrading of existing
institutionalized within local government infrastructure, works on community roads etc.
administrative units, in this regard; it is easier to CDF is administered by the Ministry of Local
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Government and Housing through a municipal the local level, to formulate appropriate plans
or local council. and programs to address problems, to provide
The administration of these funds has the basis for rational allocation of resources, to
been characterized by low levels of community identify eligible beneficiaries for targeted
participation, lack of transparency and programs and to monitor and assess the impact
accountability leading to continued of programs and projects. To diagnose poverty,
underdevelopment in the communities (Forum this project used the CBMS set of indicators.
for Youth Organizations in Zambia, 2012). The
CDF committees hardly represent local people 1.2 Community Driven Development Model
because politicians have too much authority and As a development strategy, the primary
can easily manipulate the process. objective of Community Driven Development
* CDF Committee: 9 Members: 1MP, 2 (CDD) model is to stimulate the types of
Councilors, 1 Chief representative, 1 Council changes that will promote local development.
Officer, 4 Community Members -Selected by Over the last 60 years, economic historians
MP (Evangelical Fellowship of Zambia, 2013). have studied the process of economic and social
The major problems with the Constituency change. No single factor perfectly predicts
Development Fund (CDF) include the (economic, social, political) development.
following: lack of transparency, lack of However, the institutions that frame how
community participation and undue political individuals and groups interact economically,
influence. It is evident that local people hardly socially and politically seem to be important for
participate in their local development plans, in understanding the capability of some societies
most cases they are not consulted about what to sustain development (North, D, 1981). The
needs to be done in their locality in order to primary objective of communities in the CDD
improve their living conditions and this makes strategy is to provide a common base for
local administrative units ineffective in decision making and action. There is, however,
performing their mandate. The great variation in the conceptual and practical
institutionalization of CBMS is designed to definitions of communities across CDD
resolve all the current challenges because it is to interventions.
be rooted within the local administrative units, York summarizes the foci of
it calls for wider involvement of local people Community Development Theory include the
and it establishes transparency and organization of community agencies, the
accountability in the local development process. developing of local competences, and political
This study is designed to test the action for change. Paiva calls the theories tenets
effectiveness of CBMS in enhancing the structural change, socioeconomic integration,
effectiveness of local government institutional development, and renewal Schiele
administrative units. It seeks to provide summarizes the work of Community
evidence concerning the need to institutionalize Development as collective problem solving,
CBMS as a tool for good governance and policy self-help, and empowerment. Pandey refers to
decision making. It is intended that the findings the strategies of Community Development as
generated by this project will contribute distributive, participative, and human
significantly to the body of knowledge. development. Payne refers to developing social
capital, social inclusion and exclusion, and
1.3 Objectives of CBMS capacity building (York, Paiva, Sochile, Panday
The general objective of this project is to & Panay, cited in Alison, 2009). The
test the core CBMS objectives and assess the community driven development model is the
effectiveness of the system in fighting poverty. most suitable framework under which the
Specific objectives of CBMS include the institutionalization can flourish because it is
following: To diagnose the extent of poverty at consistent with the philosophy of CBMS and
can easily be contextualized easily in Zambia.
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directives and approved ethical clearance letters generated and shared with the councils. As
for the enumerators. pointed out in the introduction, ZRDC is
Data collection: Questionnaires consistent with currently in the process of institutionalizing
the core CBMS indicators were developed for CBMS in all local government administrative
households and enumerators were identified and units.
trained to collect data in 35 wards randomly
generated, targeting 100 households in each 3. RESULTS/FINDINGS
ward. Data was collected through household a) Main profession of the head of
interviews and focus group discussions were households
also used for field data validation and Main Profession of the Percent
verification. head of households (%)
Data encoding and map digitization: Maps and Farmer 15%
photographs of an area or specific location were Trader 21.50%
generated and used to illustrate how people Civil Servants 15%
view their area: what they like or dislike or
Private sector employee 31.50%
improvements they would like to see. Data from
Other 17%
the questionnaires was also encoded and excel
data files built for analysis in statistical tools. Table 1.2 Main profession of the head of
Processing and mapping: processing is very households
vital since the results form the basis for local In this study it was clear that the majority were
planning and program implementation. Before private sector employees making 31.5% of all
processing the results, CBMS data was checked the head of households who were interviewed
for its consistency, accuracy and completeness. and these included both formal and informal
Thereafter, results obtained were digitalized on while 15% of the head of households reported
local maps to show variations among regions. that they were civil servant employees.
Data validation and community consultation:
the results were presented in a community b) Monthly budgetary allocation for food
forum where the extent of poverty in its Monthly budgetary Percent
different dimensions was assessed and allocation for food by (%)
discussed, the cause of poverty were diagnosed Households
and discussed and explained, and appropriate K100-300 28%
interventions were also identified. Knowledge K300-500 34%
(database) management: Based on the fact that K500-1000 29%
CBMS regularly collects data unlike census and Above K1000 9%
surveys, it therefore collected so much
information and this leads to creation of a Table 1.2: Monthly budgetary allocation for
databank at all geo-political levels. ZRDC is in food
the process of setting up a CBMS databank. The results showed that majority of households
Formulation of plans: based on the information allocated about K300-K500 for food on
established through CBMS, it was easier to set monthly basis making 34%, 29% of the head of
up development plan for each local community. households reported that they allocated between
CBMS makes decision making more logical K500-K1000 while 9% of the households had
because it is based on empirical evidence, it above K1000 allocated for food on monthly
calls for community involvement, rational basis. These were predominantly in the urban
allocation of resources and greater transparency areas while 28% of the households that reported
and accountability in the development process. allocating K100-K300 were predominantly in
Dissemination, implementation and monitoring: rural areas.
CBMS reported back to the local community
through forums and some reports were
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because over 82.28% of the wards were based In the statement of the problem, this project has
in urban areas. This project found that the demonstrated that CBMS is a tool for improved
majority of the head of households were male governance and greater transparency and
making 71.1% while females made up 28.9% of accountability in resource allocation and
the sample. It was also evident also that there because it collects regular data, its
were slightly more females than males making institutionalization aims to fill information gaps
50.89% and 49.11% in the households in diagnosing the extent of poverty at the local
respectively. level, determining the causes of poverty,
formulating policies and programs, identifying
3.2 Background characteristics: below is the eligible program beneficiaries, and assessing
summary of the background characteristics: the impact of policies and programs. Rational
planning and policies can be designed to
3.3 Discussion and Implication of Findings address the issues raised in the CBMS findings.
It was documented that there were slightly more The benefits of institutionalization of CBMS
females than males in Zambia making 50.98% include the empowerment of the local
and 49.01% (CSO, 2011). The malaria survey population, improved performance in local
of 2012 also confirmed the same fact in 2012 government administration, build team work
stating that females made up 52.4% and males and increase expertise, coordinated future
47.6% (Ministry of Health, 2012). This fact has developments, protection of resources, celebrate
been verified by this project, the average tradition and culture, promote healing and
household size was found to be 5.1 (LCMS, reconciliation and creation of economic
2011) while this project found it to be 4.59. The opportunity.
majority of the head of households were found In theory, the role of the central government
to be in the age group 30-34 making 17%, while and other outside agents should be to inspire
this CBMS project found that the majority of local initiatives that improve community
the head of households were still in that same welfare (Passmore, 1972). In the Zambian
age group however, making 18.17%. Therefore, context the local administrative units are not
CBMS findings generated by this project were effective in delivering local development as
very consistent with other data sources such as pointed out in the statement of the problem
census and surveys. Therefore, the CBMS hence the need to institutionalize CBMS.
methodology has a high degree to validity and This information is vital for determination of
reliability. the magnitude of households affected by
Facts brought to light through this CBMS poverty and hunger and also for policy makers
project include the following findings: 70.1% of to target the appropriate beneficiaries when the
the households reported having three meals per in certain programs that seek to reduce hunger
day, 63.2% had tap water, 57.2% had access to and poverty in targeted households.
hydro-electricity, 34% allocated K300-500 for The information gathered through CBMS is
food on monthly basis, 32.5% of the head very useful in decision making, project planning
households had tertiary education and 15% and monitoring and evaluation. When
were employed by the government. As an HIV institutionalized, the philosophy of CBMS and
preventive measure, 17.5% regularly visited its objectives will enable to strengthen the Local
VCT while 21% reported correct and consistent Government Administration system throughout
use of condoms. Therefore, it is undoubtedly Zambia. Their major problems of lack of up to
clear that the institutionalization of CBMS in date data, rational basis for allocation of
local administrative units provides a more resources, diagnosing and evaluating the
responsive basis for sound planning and magnitude of poverty, creating partnerships and
decision making in dealing with local capacity building can be done away with and
developmental issues. make the system relevant and effective.
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Working Paper 2005-05, PEP, Manila, Working paper 2005-10, PEP, Manila,
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