Inform communities about project budget and objectives

Make communities aware of the intended objectives of your project and the available budget

Providing the project’s target group with clear (understandable), concrete and complete information about the available resources and intended outcomes and benefits of the project.

Purpose and link to IQC

Transparency about project budget and objectives enables the project’s target group to assess how their priorities are reflected in the project. It also allows them to participate in the budget process. In addition, it can increase contributions to the project by the target group, as they may be more willing to pay or provide in-kind contributions if they know how their money is being used. By accounting for expenditures implementing organizations can establish credibility, display their commitment to transparency, and foster confidence of the target group. Making expenditures subject to scrutiny of a project’s beneficiaries can also increase the financial efficiency of the implementing organization.

The process of informing communities about project budget and objectives can also be used to capture users concerns and generate bottom-up feedback to improve the project. Such participation is one of the main pillars of good governance, in addition to accountability, transparency and non-discrimination. (Nordmann et al. 2013; WASREB 2013; WIN 2010).

How to

1.   Define the information to be communicated

Establish a clear, concrete and complete overview of the objectives, budget and time frame of your project. Include also contact information for additional enquiries and/or complaints from community members. The table below provides an example for a project aiming to build a sanitation facility.


Project: Building an improved sanitation facility for the community
Objectives Construction of an improved sanitation facility consisting of 4 double ventilated improved pit latrines (2 for men and 2 for women) and the establishment of a maintenance plan with the community board to ensure continuous functioning of the facilities.
Budget The budget is XXX Ksh for construction works and YYY Ksh to support the establishment of a maintenance plan.
Time frame The project will be initiated on the 1st of May 2015 and completed on the 31st July 2015
Contact For further enquiries: Mobile number of CSO project manager

For complaints: Mobile number of the project funder

2.   Define who you are going to inform, when and how

Decide who are the target groups, how you will reach out to them and when you will communicate with each target group. At community level, a simple sign post at the project site or the nearest church can be more effective than putting information on a website. Explaining the projects through radio, at community meetings or local markets allows reaching illiterate populations.

Whenever feasible, collect a signature from the representatives of the community confirming that they have been informed about the project’s objectives and budget. The table below provides an example for the case of a sanitation facility.


Project: Building an improved sanitation facility for the community
Who is informed? (include signature of the representatives) All community members in the village
How? The information in the previous table will be distributed to the radio station and explained in the community meeting
When? All the information will be distributed during the month of April, before the construction works begin


References & Further Readings

  • UNICEF and FAO. 2012. A Trainer’s Manual for Community Managed Water Supplies in Kenya. Kenya.
  • 2013. Consumer Engagement Guideline. Kenya
  • WIN (Water Integrity Network). 2010. Advocacy Guide. Germany
Last updated 12 April 2018

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