A MANUAL TO FACILITATE

PARTICIPATORY PLANNING ACTIVITIES

TO EMPOWER COMMUNITY IPM

Mufid A. Busyairi
The FAO Programme for Community IPM in Asia
Jakarta, 1999

Tel: (6221) 7883-2604

Fax: (6221) 78832605
Email: [email protected]
Mail: PO Box 1380, Jakarta 12013
Web: www.communityIPM.org
 Content

Participatory Planning Activity 3

0. Participatory Planning perception 5
1. Self Identification 6
2. Vision of Community IPM 7
3. Problem identification and analysis 9
4. Goal analysis 11
5. Alternative analysis 13
6. Program matrix 15
7. Stake holder analysis 18
8. Program organization 19
9. Necessity analysis 21
10. Time schedule 22

2.
 Participatory Planning Activity

Introduction

What is the  Is not that individual is brought as by invisible hand seeking of

planning? his/her own advantage to secure that of community at large
 Is what is expected contribution of his/her own work and that of
his/her fellows to the life of the community
 Is a systematical effort to solve their problem by the way to get
the ideal conditions
 Is systematical effort to create the dream of ideal condition

What is  Participatory is to take part or have a share with awareness in

participatory common with others.
and why do it?  Participatory is the educational process by doing together
 Human being is subject of him/her self, so, a decision that will
influence to their future life should be agreed by them
 Every person has equal position and access to resources
 Every person get the opportunities to actualize them selves
 Effectiveness and efficiency in management

What is the  Equality: the participant position is equal, they have the right to
principles of communicate their ideas and listened equality.
participatory  Each participant truth to other and can be truth by other.
planning  Democratic: the decisions should be decided by participant
without driving and oppression, that is better if by consensus
 Logic: the ideas should be test by logical reasoning, or
participant commonsense.
 Empiricism: the ideas should be check by empirical experiences
mostly participant's experience or feeling and seeking.
 Focus on participant problem or participant necessary not on
project needs.
 Open for critical thinking.

Who is  Every body that interested in their problem, and want to solve
participant together, want to contribute what they have, and what they can.

What is the  To increase the participant capabilities to manage their problem

goal selves by participatory and systematic ways.
 The problems be solved and managed by participant.

What is  The frame of program planning based on the goal structure e.g.
resulted the goal statement, the purpose, the results, and the activities.
 The describing of stages activities of planning
 Participant have a common idea and be aware where is their
position vis-à-vis the other group.
 Participant involves full participation

3.
 What are 0. Participatory Planning Perception
stages to do it? 1. Selves identification: who we are (what is about met us
together), how about relationship between us and other
2. Define the vision of community IPM
3. Problem identification and analyzing
4. Goal analyzing
5. Alternatives analyzing
6. Describe the program matrix
7. Identify of participant role and analyzing
8. Built the organization
9. The necessity analyzing
10. Describe the works plan

The techniques  Meta-plan technique: using media to visualize the ideas and
opinion, flexible to move
 Logical frame work building technique by way to describe the
causal-effect relationship of two or more variable.
 Visualizing the problem tree and the goal tree
 Sharing ideas and focus discussion

The tools  The stereo-form: three pieces of 2 x 1 meter

 Number of pieces card: 18 x 12 cm., about 200 pieces
 Large papers, about 20 exemplars
 Pushpin about 150 pieces
 Art-line about 25 pieces, depend on how many participant
 Paper glue and lack-band.

4.
 0. Participatory Planning Perception

Preface Before to do the steps of participatory planning activities we need

explore participant perception about participatory planning that they
have. By the way we will get same perception and way of thinking
how to do participatory planning. That will be easy more for a
discussion process and effectiveness of planning activities.

Objective  Participants prepare to involve in participatory planning activity.

 Get a common perception about participatory planning.

Material Large papers, art line 70.

Time 45 minutes

Procedure 0. Ask participant: "What they think about Participatory Planning is?"
What is planning they think, and what is participatory?" " Why do
participatory?"
1. Write all of their ideas and make clear what they say by
clarification. Facilitator helps them to describe about that.
2. Who will participate in planning activity, and why?
3. Make conclusion about it.

5.
 1. Self Identification
Preface Group perception about a things depend on who are they, where they
exist, what they have, and what they want. Its means the perception is
produced by subjectivity. So, selves-identification drives their perception.
That's way group identification has to describe before to define what their
vision and what their problem.

Objective  Participants be aware who they are, who connected with them, who is
lost and who is win in this relationship, and where their position, how
to improve this relationship situation.

Materials A number of large papers, number of art lines 70.

Time 60 minutes

Procedure 1. Preparation: be prepared the tools e.g. the large paper on board, art-
line 70.
2. Tell participant that problem perception of group depend on who are
they. So ask the participant to reflex who are they, what is the
reasoning that makes they being together, and what the matter that
makes they different with other? With whom?
3. Identify who the others has relationship with farmer and who support
them. Make clear: what does support mean? What kind of supporting?
4. Draw farmer picture in the central of the paper and the other on
around the farmer picture. Ask participant: why do they have
relationship with farmer, what do they want and what do we need,
who is benefit and who is lost, why that is happen, then what our
suggestion.
5. Write their ideas on simple table as below (see table 1)
6. Ask participant to make the conclusion and what their
recommendation based on their conclusion, then write their ideas.

table 1: Position analysis

Who are they What are they What they Who get more What our
and who support offer have get benefit suggestion
them
1.Sales-person Pesticide and Money Sales person and Listen what
supported by its usefulness pest industries their say
industry. critically
2.Politician Slogan, dream, Vote, then Politician Farmer has to
supported by … future went good negotiate
3.industries
supported by
bank.
4.Bank supported
by capital

6.
 2. Vision of Community IPM

Preface The role of vision is to pull us toward with an image of what that future
could look like. Base on vision, we will clear more to define the real and
important problem that we posed.

Objective  Available clear vision of community IPM for five years.

 Awareness toward farmer future is dependent on farmer foot.

Material Forms, large paper, art line, crayon.

Time 90 minutes

Procedure 1. Tell to participant that the plan is a systematical effort to realize the
ideal condition or the future image. So, we should have clear vision of
community IPM. But who has to build the vision of community IPM?
Expert? Official? Farmer? Together? Who is the first? Wait their
respond!
2. Now, we will build vision of our community IPM. Give to each person
one individual worksheet of vision, and ask them to fill or answer the
question individually.
3. Divide participant into small group (about 7 persons in one group),
and give them a task to discuss their vision then ask them to draw
their vision. One group one picture.
4. Plenary discussion and make conclusion for all participant. What will
participant's vision of community IPM be in five years?
5. Write their vision in simple phrase:

Our community IPM vision will be in five years is:

7.
 Worksheet

Individual worksheet of vision

Vision milestone

Direction: For each of following, develop a brief, simple phrase

1. What will your primary ecological system be in five years?

2. What will your product (quality, quantity, and kind of plant) be in five years?

3. What will your primary market and price be in five years?

4. What will your primary farmer organization be in five years?

5. What will your primary science been developed in five years?

6. What will your agriculture policy be in five years?

7. What will your farmer's role be in five years?

My Community IPM vision will be in five years is:

8.
 3. Problem identification and analysis
Preface A planning is created to solve the problem. So, identify the problems is the
important step of planning, because if we know what the problems that
we pose, we will easy to rise the solving idea. Usually problems doesn't
available by own self. That connected with other problem in any
connection. But cause and effect connection is important in this planning
to look for what the root of the problem.

Objective  Available of problem tree that produced by participant

 Participant can identify and analyze their problem

Material Large papers, number of pieces of card (4x number of participant), art
lines, glue, push pins, lack band.

Time 180 - 240 minutes.

Procedure 1. Preparation: be prepared the tools e.g. many pieces of cards, a

number of art-line, some of large paper on soft board, the glue, and
pushpin
2. Sharing ideas about what does problem mean? Then make consensus
about problem perception.
3. Ask participant to think about three important problems that they
pose, and write on the card by them selves in the simple negative
complete sentence. Ask them to put their problem cards on the stereo-
form (soft board) with pushpin.

Example: Agriculture policy unfavorable for farmer.

Farmers don't know how to build farmer science.
.
4. Participant to classify their problem statement and clarify to make
clearer, so, no many interpretations for a statement.
5. Ask participant to choose the main problem of all problems that they
had written to start problem analysis activity.
6. Ask participant: why that problem was happened, what is caused, and
what the effect of that problem. Look at the problem cards that able
on soft board, then test problem connection each other and discuss
what kind of that connection: cause, effect, or explanation.

Effect Farmer didn't

sustain

Agriculture policy
Cause unfavorable for
farmer

9.
  Put the cause bellow the effect, the effect above the cause, and
explain behind the own statement
 By the way, test all of the problem cards till each card lay in the
certain relation position as possible as.
 Glue the cards then connect by arrow line from the cause to the
effect.
 The problem tree is available
 Move the problem tree and put on the other side of the space

The Mirzaphur Farmer Problem Tree

An example

Timely
money crisis

Low
production Low
price

Field Have Water Rice Disease Rate Natural Poor Govern Have no
no rice problem: proble calamit
preparati crisis insect good ment farmer
panicle potato, m ies
on is not in dry pest rice, fish seed export organi
due to season
problem
quality policy is zation
good seeding,
cold and bed
tomato.

Have no No Can't
Have Not Techni Lack of manage thing produce
No Farmer
no plant cal technical farmer not
ment of to do the well
Plow rice problem knowledg represe
enough in the e rate seed organize
timely ntation
field control

10.
 4. Goal analysis

Preface Goal analysis is an effort to look for how does relationship among the
goals. An achieving the goal will be effect to another goal. This activity to
analyze the relationship of activity and result of the goals.

Objective  Available goal phrase as systematically as bas on the problem.

 Available the goal tree, that describe relation unity of all the goals.

Material Large papers, a number pieces of cards, art line 70, glue.

Time 90-120 minutes

Procedure 1. Preparation: look the preparation of the last activity (problem analysis
activities)
2. Tell participant that the problem is opposite of the goal or purpose,
and the problem is a condition that will not to be. That's way the
problem statement is expressed by negative sentence, the purpose
statements is expressed by positive sentence.
3. Now, ask participant to write the opposite of the problem statement.
From negative sentence into positive sentence. Distribute that job to
all participants, so, all of participant has a job: write the goal
statements.
4. Participant put their goal statement at the soft board by pushpin on
the similar position of the problem tree.
5. Test the relationship of each goal statement with other by input-out
put relation or activity and result connection. Input output connection
is the close relationship of two variables.
6. Put the input bellow the output variable till all of the goal statement
lay on the certain position.
7. Glue all the cards then make arrow line from the input variable to the
output variable.
8. That is the example of the goal tree.

11.
 The Mizaphur Famer Goal Tree
An example

Money is
available
in time

More
Farmer has
producti
high price
on

Have Have Have Free Rats Quality Modifying Good Good

good rice enough from are seed is according governm marketing
land panicle water pest & control availa to the ent system
preparati disease led ble natural policy &Comm
on problem situation for ission
farmer represen
tation

Have Good Technical Has Right Know Farmer

plow water irrigation technical
rat how to product Bargai
enough manag knowledge
manag produce seed ning to
Using
ement machinery
about:
ement seed the
irrigation Property quality party
fertilizer
The tomatoes, potato,
rice, and fish disease; rat
control, transplantation. Farmer has
strong
organization

12.
 5. Alternative analysis

Preface Alternative analysis is the method to choose the best alternative of many
alternatives that resulted by goal analysis. All of the alternatives will be
tested by certain criteria.
Objective Available criteria of measurement for decide an alternative that agreed by
participant.
Founded any alternative as a program that will be executed.
Material Large papers, art line.
Time 60 minutes.
Procedure 1. Ask participant:" What is all of the goals will be done in three or five
years? If that's okay, make the sequences of execution, which is to do
the first then the second, etc. But if all of the goals does not possible
to do, ask participant to define which is the goal level and which is the
purpose level then analyze that goal by certain criteria.
2. Ask participant to evaluate that purpose level base on criteria and
make the ranking. Example: very good (5); good (4); enough (3); bad
(2); worst (1).

Alternative analysis matrix

Criteria Purpose I Purpose II Purpose III

Contribution to the goal Very strong (5) Strong (4) Strong (4)
Manpower & skill Too enough (5) Enough (4) Able (3)
Fund resources Easy & enough Not easy but Difficult (2)
(5) enough (4)
Time spent Short (4) Very short (5) Medium (3)
Total 19 17 12

3. Make the conclusion which is the first priority or the first alternative
by discussion, then take the purpose and all of activities that relate it
4. See example below (table 2).

13.
 Table 2. Alternative analysis

Results /purpose Contribution Skill, man Technol Fund Time Total

to the goal power ogy resource spent score
1. Have a good land (1)
preparation 5 4 3 3 3 18
2. Have rice panicle (3)
5 3 3 3 3 17
3. Have enough (4)
water 5 3 3 2 3 16
4. Free from pest (8)
and disease 3 2 2 2 2 11
5. Rat controlled (1)
4 3 4 3 4 18
6. Good seed (4)
5 3 3 2 3 16
7. Modifying to the (6)
natural situation 3 3 3 3 3 15
8.Good government (9)
policy 3 1 2 2 1 9
9.Good marketing (7)
system & 3 3 3 3 2 14
transportation

By the way, participant created the rank of alternative based on five criteria. In that
case, they have nine ranking as below.
1) The first is have a good land preparation.
2) The second is rat controlled,
3) The thirst is have rice panicle,
4) The forth is quality seed is able in time,
5) The fifth is have enough water,
6) The sixth is modified and adopted according to natural situation,
7) The seventh is good marketing system and have representative commission,
8) The eight is insect pest and disease free
9) The ninth is good government policy

14.
 6. Program matrix

Preface Program matrix is short description of program or project that explain why
to do the project, what is the purpose will be reach, what is the result that
will be get, how to get it, what is the assumptions that influence that
program and what is the indicator of successfulness. Program matrix is
created based on the goal tree.
Objective  Participants produce the program matrix of the alternatives.
 One, two or three of programs matrix, depend on how many
alternative has been fixed.
Material Large papers, art line 70,
Time 120 - 180 minutes.
Procedure 1. Tell participant that we will put the alternative into the program
matrix. Program matrix is resume of the program planning that explain
the structure of logical program. The program matrix is consistence of
the goal statement, the purpose statement, the results, and the
activities.
2. Each level of the logical structure being explained by indicators of
successfulness, the evidence resources, and what the assumptions of
that level. Assumption is the out side situation that influence the
successfulness of the program.
3. Example, if the activity has done and the assumption wasn't able, the
results would be get. If the results had got and the assumption was
going on, the purpose would be get. If the purpose had got and the
assumption was going on, the goal would be touch.
4. The program matrix form as below

Program matrix
Program Indicators of Evidence Important
strategy successfulness resources assumptions
The goal

The purpose

The results

The activities Frequency When Budget Coordinator

15.
 Program matrix of farmer income rising
An example
Program Strategy Indicators of successfulness Tools of Importance
evidence assumptions
Goal  Able to use quality seed
Money is available  Can apply fertilizer in time
 Have good cloth
in time, or income  Can develop housing condition
rising  Have hand pump
 Good health
 Have irrigation machinery
Purpose  Fish production increase 10 % No global
1. More production  Wheat increase 10 % dramatic
 Rice production increase 100 kg per
33 decimal
change
 Mustered increase 8 %
 Other crops increase 5 %

2. High price  The price increase 10 %

Results Registered
1. Land preparation  Field rice is soft book  finance
is good institute
 No damage symptom in the field
2. Rat controlled  No disorder in panicle initiation
Observati supporting
3. Have rice panicle  no need purchase seed from vender on and  no damage
4. Quality seed is  healthy plant and more yield monitorin  no natural
available g report calamity
5. Have enough  have water in the land  politic
water  no damage due to calamities
Compare situation is
6. Modified &  short crop /alternative cultivation before and good
adopted to  fish cultivate pond after  good
natural situation treatment government
 get sufficient price increase 10 % Weight policy
 market under in farmer
7. Good marketing  save time
yield  different
and commission organization
system  no damage symptom are support
8. Insect pest and  no need purchase pesticide
disease free  save human health, natural enemy

 get reasonable price

9. Good  service worker coming to community
government  well communication and
policy transportation
Activities When do it Who take How many
responsible dollar
1. a. to make good field rice November Mr. Hafizar, 100
b. joint to buy cows and 1998 - 99 Mr.Sahidul,
sharing plow Mr. Samad.
1. to manage rat in the field Continue start Mr. Toeyzuddin, 200
on November, Mr. Sandis

16.
 99 Mokles,
Mr. Yousus.
2. a. to timely cultivation From now to Mr. Mojur _
b. using technology that continue rahman, Mr. Abu 100
farmer have jointly and Hana, Mr.
individually Tolebuddin.
3. a. to preserve seed From now to Mr.Taezuddin, 125
b. to learn how to produce continue Mr.Aawan 75
good seed Husen.
c. to produce good seed Mr. Salahuddin 350
4. a. to manage the water in the Continue Mr.Toeyzamal _
filed Hossein,
b. using machinery Mr. Sanaun, _
Mr. Shamu
6. a. using many crops varieties Continue Mr. Kasirudin, 50
b. to plant dike with short MrLutfarrahman, 50
variety Mr.Khanseed

7. a. to bargain the party Election time Mr. Mutthaher _

b. to push farmer representative Hossain,
in market commission Mr.Mannar,
9. to organize the farmer Continue Mr. Endadul 100

8. a. to study transplantation Continue to Mr. Bablut 50

b. to study tomato disease 2001 Afazuddin. 50
c. to study insect pest Mr.Rizaul, 50
d. to study potato disease Mr. Bisaj 50
e. to study fish disease 75
f. to observe the field regularly _
g. to apply learning results _
Total budget US $ 1 425


The budget will be resulted after necessity analysis.

17.
 7. Stake holder analysis

Preface Stake holder analysis is needed because that program will do in a certain
situation, not in empty space. In reality, the program has connection to
other group. They want to be success or fail, and of course they will
contribute to this program, good contribution or bad, big contribution or
small, important contribution or less. That is depends on what they have.
So, stake holder analysis will be describe and define who they are, what
are they potential, what are they will contribute and what are their
expectation to the program. By the way, we will build program
organization and distribute the job.
Objective  Participant know who are they, what are their capability, what their
hope to the program and what their contribution for the program.
 Distribution of job among participant to do program.
Material Large papers, art line 70.
Time 60-90 minutes
Procedure  Urge participant to identify whose will concern to the program and
who will involve in the program (participant), describe what is their
capability about, what is the role that they want to involve it, and what
they expect toward program successful.
 Ask participant fulfil their dates into the table, then identify the outer.
Make the role table

Table 3. Stake Holder Analysis

Stake Potentiality/ Expected Their Expectation What our

holder capability contribution to the program suggestion
1. NGO Have skilled staff, Practical guidance, Farmer participation Join with
…….. idealism, technical, training, learning, actively, farmer living them
information, science method, standard increase,
methods. more information. and sustainability.
2. Seed Quality and poor Good seed, High price, more Criticism to
vender and seed, good and fertilizer, customer, profit, them.
fertilizer bad fertilizer, reasonable price, farmer depends on
dealer promote pesticide. timely seed vender.
3. farmer Rice and fish plot, Sharing experience Farmer organization, Farmer should
group leadership, study join activity, sharing ideas- organize the
members plot, experiment, organizer, trainer, experience, and program by
of FFS technology. welfare. them selves
5. Bank Credit source, man Interest from Regular repayment of Criticism how
power credit, constituent. credit investment many %.
6. Skill manpower, Some technical Farmer don't know Ask them to
Agriculture expertise, seed, information mainly what they want to assist us.
department fertilizer, training, from radio and TV the program
material, but successfulness
farmer don't know

18.
 9. Program Organization

Preface If some works or some end will be reached together by a number of

individuals, we need an organization. The program we planned need any
people to do it, and any works should be done as unity and
systematically to get purpose of program. So we have to know what kind
of works will be done, who will take responsibility, when the work will be
done.
Objective Program organization created by participant.
Job distribution among participant and time schedule of program.
Material Large papers, art line
Time 120 minutes
Procedure 1. Tell to participant that we had identified about capabilities, and the
others that will involve in this program. The program activities consist
many works that should being a unity. So we need to identify what
kind of works and who will take responsibility according to their
capability.
2. Ask participant to identify what is functions should be able to do
program, and identify what the relationship among the function, be
discuss about the person that will take care in a certain function base
on the role analysis results. Make the table of structure function and
job description (see the table 4).
3. Describe relationship among the functions in the program: what is
responsible among them each other, what kind of function to each
other: what they want to find from other, and what they give for
other (see table 5)

Table 4. The Function and responsibility

Jobs Responsibility description Who is she/he
Leader/coordinator

Secretary

Financing

Executives:
1. Water management
2. Coordinator of
farmer studies
3. Seed production
4. Negotiator to party
5. Rat, pest control
manager

19.
 Table 5. Relationship
Leader Secretar Financi Water Coord. Negotia Rate Farmer
y ng manager farmer tor control
studies manager
Leader What will
given for..
What will
taken from
Secretary What will
given for..
What will
taken from
Financing What will
given for
What will
taken from
Executives:
Water What will
given for
manager What will
taken from
Coordinator What will
given for
of Farmer What will
studies taken from

Seed What will

given for
production What will
taken from
Negotiator What will
given for
to party What will
taken from
Rat control What will
given for
manager What will
taken from
Farmer What will
given for
What will
taken from

20.
 10. Necessity analysis

Preface Naturally, we have some natural resources, some thing used, and limited
money. We can use all of resources that we have as possible as, to reduce
financial spending. Necessity analysis of program is how to fix what kind
of and how many material, man power, tools that be able to do program,
and how to find it, then how much money that we have to spend.
Objective  Participant being aware natural resources meaningful to do program.
 To fix how much program budget and how to get it.
Material Large papers, art line, pieces of card
Time 60 - 90 minutes
Procedure 1. Invite participant to fix what is needed to do each activity, and how to
get it and how much money that will be spend,
2. Make table of necessity as below

Table 5. Necessity analysis

Activities Necessity How to get it How much
money
1. Rat control in 100 Bamboo One person one 0
0ne block bamboo
25 mp.,1 day Volunteer 0
10 dogs,1 day Farmer contribution 0
logistic By budget $ 100.
2. Water 2 mp.,1 week By budget $ 70.
management 200 p. cement By budget $….
50 m of sand, Find from river $…..
etc
Total $

3. To discuss finance resources and how to get it. Invite participant to do

that, then write their ideas on the matrix as below.

Table 6. Fund resources analysis

Resources Potentiality How to get Expectation
1. Districts Big Proposal 40 % of budget
2. Village Small Discussion 10 % of budget
3. Farmer Enough Awareness 25 % of budget
4. Funding Not to small proposal 25 % of budget

21.
 11.Time schedule

Preface Time schedule of program is the last of planning, then starting to

implement the program. In this step we have to fix what kind of work in
detail when will be do and who will do it, step by step.
Objective Time table of program
Material Large papers, art line.
Time Depend on kind of activity and how many jobs.
Procedure 1. Device participant into any groups according to how many activities
that will be done, or how many persons take responsible.
2. Ask each group or responsible of activity to make detail works, and
ask them to fix when they will do it
3. Make time schedule as below, then ask them to write their action plan
in the time table form.

Activities 1 2 3 4 5 6 7 8 9 10 11 12
1.Rat control:
a. Action plan discussion
b. Cut the bamboo into short stake
c. Working together in the field

2.Water management
a. observation of irrigation canal
b. maintenance of canal
c. regulation time of irrigation
d. distribution of water
e. distribution monitoring
f. evaluation

22.