Developing a comprehensive MIS for WASH in the Amhara Region: achievements, challenges, and insights

Published on: 12/12/2024

The journey to develop a robust Management Information System (MIS) for water supply scheme asset management in Amhara Region has been transformative. Led by the Amhara Region Water and Energy Bureau (BoWE), with technical support from IRC WASH and funding from the Conrad N. Hilton Foundation, the initiative aimed to harness the potential of data-driven decision-making during planning, scheme management and operation. The implementation has allowed us to learn a lot from the journey and the main learnings are shared below.

Early steps: from pilot to regional initiative (2019–2022)

The initiative began in 2019 with a pilot MIS in three Sustainable WASH Programme (SWP) woredas such as Dera, Farta, and North Mecha (blog/journey-better-monitoring-system ). By 2021, the Woreda WASH MIS was operational across the three woredas, supported by essential tools such as smartphones for field data collection and PCs for data management. A comprehensive training programme, conducted between 2021 and 2023, equipped field staff with the skills to effectively use the MIS. Continuous technical support ensured smooth operation and resolved any challenges, enabling the woredas to leverage the system fully for water supply schemes asset management monitoring and informed decision-making. The pilot revealed systemic gaps in monitoring frameworks, such as reliance on outdated paper-based methods and fragmented data systems. Recognising the value of digital solutions, the  Bureau envisioned scaling the MIS across the region to more than 144 woredas.

The regional initiative officially took shape in 2022 with technical support from IRC WASH, funded by the Conrad N. Hilton Foundation. To ensure a targeted and effective approach, the Bureau established a dedicated focus team tasked to assess the existing regional monitoring framework and identify gaps. This team undertook a series of strategic actions, starting with regional WASH monitoring and evaluation assessments and facilitation of validation workshops to verify the findings. They then developed a costed monitoring and evaluation plan tailored to regional needs, ensuring financial feasibility and long-term sustainability.

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Dera, Farta and North Mecha Woreda Pilot MIS

Strengthening the foundation: scoping and collaboration (2023)

In May 2023, a scoping study brought together 21 experts from regional WASH sector bureaus to evaluate the region's monitoring and evaluation framework. The study highlighted significant challenges, such as weak integration between sectors, limited digital infrastructure, and the absence of a shared data repository. Stakeholders identified critical data needs, including coverage, non-functionality rates, and water quality indicators.

Validation workshops held in July 2023 mapped data users and explored how MIS could meet needs of all stakeholders within the WASH sector. These sessions fostered alignment among stakeholders, laying the foundation for an integrated system.

Role of the established focal team

The focal team played a pivotal role in revolutionising how water-related data is collected, managed, and utilised in the region. By leveraging the open source mWater platform, they developed innovative, user-friendly survey tools tailored to meet the specific needs of stakeholders, including field officers and decision-makers within the Bureau. These tools were designed to streamline the process of gathering real-time data about water schemes and infrastructure. Recognising the importance of collaboration, the team followed an iterative approach: they gathered feedback from different departments during the development process and used it to refine the tools, ensuring their practicality and effectiveness in the field.

This collaborative approach had multiple benefits. First, it enhanced stakeholder engagement by actively involving them in the design process, making them part of the success of the system. Second, it laid the groundwork for a robust MIS, which integrates and organises the collected data for analysis and decision-making. With this system in place, the Bureau has improved its ability to govern water supply services, plan maintenance activities, and prioritise interventions effectively. The team's efforts has also reinforced the Bureau's commitment to delivering sustainable water supply services, ultimately leading to better outcomes for communities across the region.

Building capacity and scaling implementation (2024)

IRC WASH provided a series of trainings in 2024 focused on building capacity at all levels. In March, about 23 BoWE staff participated in mWater basics and water asset registration training, followed by hands-on data collection in Bahir Dar. Advanced training in June equipped six experts with skills in data management and dashboard design. By August, asset digitisation training was extended to Bahir Dar City Water Utility staff, integrating their datasets into the regional MIS.

These efforts culminated in the migration of datasets from the pilot SWP woredas to the regional MIS in September 2024 as a duplicate. Dashboards were designed to provide actionable insights, enabling better planning, budgeting, and decision-making. On October 24, 2024, BoWE management convened with departmental teams to review progress in asset digitisation, data collection, and capacity building for town water utilities and woreda staff. The BoWE monitoring focal team reported on initiatives following advanced training sessions, focusing on strengthening data collection using the mWater platform.

The regional Water and Energy Bureau developed a Terms of Reference (ToR) to train town water utilities and woreda staff on data collection, and allocated 15 million ETB for this purpose. However, implementation was delayed due to security concerns, travel restrictions, and internet disruptions. To address this, BoWE adopted a Training of Trainers (ToT) approach to enhance the focal team’s capacity to train regional experts when conditions improve. The management emphasised the need for a coordinated approach, regular updates, and expert input to ensure successful project outcomes.

Challenges faced

The journey was not always smooth. The initiative has faced various challenges, which have provided opportunities for learning and improvement (blog/mis-strategic-decision-tool-swp-districts). The main challenges were the following:

1. Limited infrastructure: The reliance on outdated paper and Excel-based methods created inefficiencies, while the transition to digital tools required significant investments in hardware and training.
2. Capacity gaps: Many staff members lacked familiarity with digital monitoring platforms, necessitating extensive training and ongoing support.
3. Conflict and instability: Recent conflicts in the region disrupted progress, resulting in internet blockage and mobility restrictions. These issues meparticularly impacted the cascading of training to all woredas, the collection of scheme-level baseline data and the expansion of the MIS to the entire region.

 Learning from the process

1. Engaging leadership: Engaging leadership ensured that the system addressed diverse needs and fostered buy-in.

1. Flexibility is key: Iterative tool development allowed for continuous improvements based on user feedback.

1. Capacity building is non-negotiable: Training programmes and on-the-job support were essential in bridging skill gaps and ensuring effective system use.

1. Advocacy is crucial: BoWE management was engaged in a WASH advocacy effort broadcastthrough Amhara Television, were they reflected on the relevance of scheme-level data for data-driven decision-making.

1. IT equipment support:  IRC WASH Ethiopia donated two desktop computers and 15 tablets to the Amhara Regional Bureau of Water and Energy last year to enhance its monitoring and maintenance of water, sanitation, and hygiene (WASH) facilities. The donated IT equipment has enabled the Bureau to gather accurate, real-time information about water schemes, improving its capacity for planning and prioritising maintenance activities.

Additionally, IRC extended its support to three Sustainable WASH Program woredas by providing desktop computers to each woreda. This complements the two tablets that had been provided earlier, strengthening their local monitoring systems. This support allowed both the Regional Bureau and local administrators to address pressing issues more effectively, such as declining water coverage and non-functional infrastructure. By enabling better data collection and decision-making, the donation contributed to improving water access and supporting the region’s efforts to maintain sustainable water services.

Milestones achieved

• The regional government showcased the MIS initiative at a symposium in Bahirdar, garnering high-level political support. The BoWE organised a high-profile symposium, showcasing the region’s transition from paper to digital systems. The event featured platforms like mWater and garnered support from political leaders, including the Deputy Prime Minister of Ethiopia, H.E.Temesgen Tiruneh, who emphasised the importance of modern technology for economic growth and service delivery. Dr. Mamaru Ayalew, Head of the Water and Energy Bureau also outlined the Bureau’s vision to change its 60% of the paper-based data to digital (paper to digitization).

• Data from the three SWP woredas was migrated to the new regional platform as a duplicate. The final full migration, avoiding duplication, will be done by the BoWE team in consultation with  the management and key staff of the three woredas.

• The Bureau created consoles to visualise data for decision-making.

• The BoWE allocated ETB 15 million for MIS implementation, signalling a strong commitment to sustainability.

Future directions

Moving forward, the Bureau aims to expand MIS adoption across all woredas and utilities, with a focus on:

• Providing ongoing capacity-building programmes for staff. Training more town utilities on data collection and management.

• Expanding the MIS to all rural woredas and urban utilities in the region.

• Enhancing the enabling environment by fostering intersectoral collaboration and ensuring regular data updates.

• Conducting regular data quality checks.

• Develop a streamlined user management protocol covering account creation, permission levels, data flow, and sharing mechanisms, ensuring simplicity, clarity, and sustained system usage.

• Allocate resources to address funding gaps and ensure sustainability.

• Strengthening data security measures and addressing infrastructure challenges.

The MIS initiative in Amhara Region represents a significant step forward towards data-driven governance of water supply schemes. By addressing systemic challenges and fostering a culture of collaboration and learning, the region is setting a benchmark for improved WASH service delivery. The lessons learned and challenges overcome serve as a roadmap for scaling similar initiatives in other regions, ultimately contributing to improved service delivery and resource management.

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IT equipment support to BoWE, Dera, Farta and North Mecha Woredas