PROCESS DOCUMENTATION & COMMUNICATION
From: "s. haleem"
<s.haleem@yahoo.co.in>
Date: June 5, 2008
Subject: [invites] 15june[d] Residential
Training on Process Documentation
Dear Madam/Sir,
Greetings from
GRASSROOTS!
You are invited
to register for the Residential Training on ProcessDocumentation,
sponsor the field executives in your network or partnership!
SPECIAL: We have announced DISCOUNT
for small field-based organizations.
Please write at:
grassrootsinstitute@gmail.com
Also see this
announcement on our new website:
http://www.grassroots.org.in/doc_training_vi.htm
VIth
Residential Training on
PROCESS
DOCUMENTATION & COMMUNICATION
26-30 June 2008 || Shimla
Reason
for Choosing the Training
Conventional
summative evaluation practice involving the use of before-after
measurement of results provides information on the outcomes of an
intervention. Such measurement tells us nothing about the process that connected the
outputs to the inputs and therefore provides noinsights into
why a particular outcome was achieved. It is commonly presumed that simply
replicating the same inputs undersimilarconditions will consistently
produce the same output. But practically the next social and environmental
setting will never be exactly the sameand, even if it were, intervening
forces would almost always change the outcome. So knowing only the
result provides no guidance regarding how future performance might be
improved. It is the process documentation that could help then! Process
documentation exercises greatly deepen perspectives on the context and
meaning of development action.
Otherwise too,
the project implementing personnel often lack necessary skills of
documenting
and reporting their own achievements in the projects.
Analyzing the situations, the processes of interventions made and the achievements/
outputs is difficult task for the project personnel.
Training
imparts skills of preparing varied types of documents e.g.quarterly/six-monthly/
annual progress reports, annual report of organization,
folder, newsletter, poster, manual, photo book, case book, etc. It
simultaneously inculcates skills of disseminating the documented stuff in
medium-friendly way. Visual presentation of documents is central to all types of
documents. Moreover, during the implementation of development projects
various case stories and success stories generate that can not only
reveal the processes of execution but also give rise to learning. But these
stories remain undocumented due to the lack of necessary skills at
the part of organization.
Training
program is also to impart skills among project executives of how to write case and
success stories.
Objectives
of the Training
- To sharpen
the skills of field executives on process documentation and
communication;
- To develop
professional competence in the field executives especially
belonging to development sector; and
- To
strengthen the qualitative reporting system in the field-based
organizations/projects.
Venue of the Training
PARIMAHAL
State Health
Training Centre
Pantha Ghati,
Vikasnagar
SHIMLA - 9
(Himachal Pradesh)
Medium
of the Training
The medium of
instructions will be mix of Hindi and English. Participants can speak and write
in either English or in Hindi. Those who are engaged in projects execution
in field and undertake documentation will benefit more.
Learning
Strategy - Features
- Experienced
'Resource Persons'
- Substantive
reflections of participants' own personal capacities
- Group
deliberation and experiential activities
- Handouts
and reading materials
- Visuals
and pictorials
- Residential
venue and learning practice without formal time limits
Last Date of Application / Registration
Deadline for
Application: 15 June 2008.
Deadline for Fee
Receipt: 19 June 2008
Early
applications will be given priority.
Availability of
Places
Total no. of seats: 25
The places will
be filled on first come first served basis.
Module
of the Training
Tentative module
of the training is as under:
Day.1
- Process
Documentation: Theory -Practice
- Importance
of Process Documentation
- What
should be documented?
- How to
document the process?
- Planning
of Process Documentation
- Planning a
Document for communication
- Writing
the Quarterly/ Annual Progress Report of a Project
Day.2
- Techniques
of Writing Annual Report of Organization
- Techniques
of Writing Study Report
- Techniques
of Writing Research Paper
- Techniques
of Preparation of Newsletter
Day.3
- Good
Presentation Skills
- Techniques
of Good Presentation of Documents/ Reports
- Demonstration
of Making Good Documents on Computer
- Power
Point Presentations
- Photography
and Photo Documentation
Day.4
- Importance
of Case Story in Process Documentation
- Difference
between Case Story and Case Study
- Techniques
of Case Story Writing
- Practice
of Case Story Writing
- Photo
Presentation with Case Story
Day.5
- Outreach
Tools
- Techniques
of Dissemination of Documented Information
- Website:
Application and Development
- Handling
the Press
Eligibility
to Participate the Training
NGO or Government
executives who are involved in field implementation and or documentation of
development projects should apply on prescribed Application Form. The
training is exclusively for field executives.
Participants
should be able to reside in campus during the tenure of training.
Participant
should be ready to undertake exercises once the formal training session is
over. Such exercises will usually be given to complete
during night
hours.
Participant
should be ready to follow the training schedule strictly.
Language
Requirements
Every one should have
a working knowledge of English or Hindi.
Accommodation/
Logistics
Place of training,
Parimahal, is one of the nicest locations in Shimla from where majority
of Shimla city is visible. Parimahal is, merely 200
meters walk from
Pantha Ghati bus stop in Vikasnagar (Kasumpti) of Shimla city.
Participants
will be provided with the accommodation on twin shared basis.Rooms are equipped
with linen, quilt, chair, table, etc. Modest facilitiesof bathrooms do exist
in the campus, which is built for training of field executives.
Water supply is
generally adequate in Parimahal campus. However, the possibility of
occasional interruption in water supply cannot be ruled
out, viewing the
peak tourist season and water scarcity in Shimla city. Electricity supply is
plenty. Yet, there is standby arrangement of
generator if the
power goes off. There is one TV room and newspaper facility within the
Parimahal campus. Daily cleanliness of floor, rooms
and toilets is
ensured.
Residence campus
of Parimahal is green with deodar trees, peaceful and well-connected. There
is no trouble in mobile network connectivity.
Accommodation
for participants will be available from 5 pm of 25th June'08 till 7 am of
1st July'08. Before or after this duration, the accommodation will
not be availed by the organizers. Anyone desirous to reside in Parimahal
will be his/her own responsibility at his/her own cost.
Food/
Refreshments
During the training
vegetarian food will be served. On 25th June'08, the dinner will be
served. From 26th June till 30th June, a bed tea,
breakfast, lunch
and dinner will be served everyday. No breakfast will be served on 1st July.
Tea will be served twice during 5 days of the training during sessions.
Other
Facilities
- 2 Desk top
computers for purpose of practice
- Space/
boards where the participants may display their publicity material
e.g. leaflets, brochures, study reports, books, annual reports,
CD-ROMs, newsletters, etc.
Contribution
Towards the Cost
A non-refundable
contribution of Rs. 8000 per participant is expected to be paid through DD
once the Application is approved. DD should be made in favour of GRASSROOTS
INDIA TRUST payable at New Delhi. Receipt for fee amount will be
produced.
Above nominal
contribution is towards the cost of (i) accommodation, (ii)hygienic food, (iii)
reading material kit, (iv) CD-ROM (to be provided at the end of training),
and (v) general guidance.
Fellowships
There is no
Fellowship available for applicants. However, for those who come from small
field-based organizations, the Grassroots Institute can consider little
DISCOUNT in the fee. Applicants should send a request to the Grassroots
Institute along with the Application Form.
How to Apply and
Register?
Step-I:
Applicants
should fill in the Application Form which is attached separately or can be
downloaded from
www.grassroots.org.in/catalogue/APPLICATION%20FORM%20-%20VI.doc, and submit it by e-mail grassrootsinstitute@gmail.com quickly to the Grassroots Institute.
In case of difficulty, one can request Application Form through e-mail.
Step-II:
If the applicant
is found eligible, he/she will be immediately informed and asked to send the
amount of requisite fee through Demand Draft drawn in favour of
Grassroots India Trust payable at New Delhi. The DD is to be sent by courier or
speed post to: Ms. S. Haleem, Administrator, Grassroots India Trust, 301
H-51/E, A. F. Enclave, Okhla, New Delhi – 110 025.
Step-III:
After
dispatching the DD, the applicant is expected to inform Mr. Chuni Lal at Grassroots
Institute on his mobile telephone (09418133427).
Travel/Transport
Expenses
The travel and
transport expenses to Shimla (and venue of training) and back would be taken
care of by the participant or sponsoring organization.The organizers will
not be responsible for any travel or transport expenses and or
arrangements. Applicant is required to make his/her own bookings etc.
Moreover, the organizers cannot arrange for receiving the participants at ISBT,
Railway Station or Airport of Shimla. It will be the responsibility of the
participants to reach the venue of training.
How
to Reach the Place of Training?
Best way to reach the
place of training is to catch bus from Delhi. Regular buses are
available from ISBT Kashmere Gate in Delhi to Shimla.
Buses are of
several types: ordinary state buses, semi-deluxe state buses, deluxe state buses,
deluxe luxury buses, or Volvo buses. One can get buses from Chandigarh also.
From the bus one has to get down at ISBT Shimla. After the training,
one can visit best tourist places of the country. Please note that it
is better to book buses well in advance due to heavy rush in summer
season..
Trains from
various places come till Kalka. One can travel upto Kalka by whatever connected
trains are available. From Kalka to Shimla, the narrow gauge heritage train
runs everyday. This small train is nominated for UNESCO World
Heritage, and crosses 103 tunnels in the mountains before reaching Shimla.
Shimla Railway Station is close to ISBT (Bust Stand) of Shimla.
Various domestic
flights are available to Shimla. Shimla airport is 14 km away from main city.
Airlines generally have their respective buses to drop the passengers
in main city.
Bookings for
different modes of transport may be made by contacting the following:
|| Bus from Delhi to
Shimla (9 hours journey) HPTourism:
011-23325320, 23324764TCIL: 011-23416081-85,
23418023
|| Bus from
Chandigarh to Shimla (4 hours journey)*all types of buses
are frequently available from Sector-17 Bust Station in Chandigarh (no
need of reservation)
|| Train from
Kalka to Shimla
Please see the
schedule of trains at the link:
http://wikitravel.org/en/Shimla
*Reserve your
return ticket from your travel agent or rail ticket countersin your city/town.
|| Flight
Connectivity
Please see the
schedule of flights at the link:
http://wikitravel.org/en/Shimla
*Reserve your
return ticket from your travel agent in your city/town.
How
to Reach the Venue?
There are two types
of local transports available in Shimla. One is the taxi, which is
available from Pre-Paid Booth at ISBT. One needs to buy ticket till Pantha
Ghati (Vikasnagar), where PARIMAHAL is located on hilltop just few
hundred meters away. Other is city bus, which goes till Pantha Ghati.
Contact for
General Enquiry
Mr. Chuni Lal
Grassroots
Institute
SHARA, Top
Floor, PO Building
Banjar - 175 123
Kullu (HP)
Tel:
01903-201201, 222803, 09418133427
E-mail: grassrootsinstitute@gmail.com
Websites: www.grassrootsglobal.net/gi
www.grassroots.org.in
Application Form
of training is available at:
http://www.grassroots.org.in/catalogue/APPLICATION%20FORM%20-%20VI.doc
Tourist
Attractions of Shimla
Shimla is hot
destination for tourists as it is historic city in the heart of Himalayas. Shimla
was summer capital British India. It carries the same legacy even today.
There are more than two dozens of attractions in Shimla for the tourists.
Further information can be accessed from the following websites:
http://wikitravel.org/en/Shimla
http://www.touristplacesinindia.com/shimla/tourist-attractions.html
http://himachaltourism.nic.in/shim.htm
http://himachaltourist.com/shimla/index.htm
Our
Next Trainings in 2008
# Project Planning
/Proposal Writing to be held on 28-31 July 2008
in Nainital
# Organic Agriculture
to be
held on 6-12 October 2008 in HP
# Participatory
Planning, Monitoring/ Evaluation to be held on 10-12
November 2008 in Delhi
* dates and
venue subject to change
Further
information can be obtained from Grassroots Institute:
grassrootsinstitute@gmail.com
Progress of the "Vth Residential Training" held on
22-26 April 2008 at Bajaura (Kullu) may
be seen by visiting the link:
www.grassroots.org.in/doc_training_vi.htm
Please do not
reply at this e-mail ID. Reply at:
....................................................................
GRASSROOTS
INDIA TRUST
1st Floor, 50 A,
Street 17, Zakir Nagar,
Opp. New Friends
Colony A-Block, Okhla,
New Delhi - 110
025 India
Tel:
011-26955452, 09868993710
Fax:
+91-11-26936366
E-mail: grassrootsindiatrust@gmail.com
Website: www.grassroots.org.in
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