This resource includes three example trackers you may wish to use to support your work. These are designed for community engagement staff, as a way to record key discussions from community visits, track progress, and capture outcomes. Using trackers will help you to:
- Be accountable to the communities you work with
- Provide the support requested by communities during your visits
- Keep track of actions and ensure that they are completed on time
- Evidence progress and requests for further support from your organisation or potential partner organisations
- Report to donors more easily
Each of these trackers are suggestions only, and should be adapted and used as is appropriate for your team and context. It may not be appropriate or required to use some of these trackers for all projects so you can pick and choose as is helpful for your work.
Keyword Search Tags
Project Phase:
Initiation Phase, Planning Phase, Implementation Phase, Exit & Evaluation Phase
Approaches for Working With Communities: Community Development Approach, Community Engagement Approach, Societal Outreach and Campaigns Approach
Project Support: Facilitator Resources, Documentation and Reporting
1. Team Action Tracker
The Team Action Tracker keeps a record of actions to be taken by staff/partner staff teams to support identified animal welfare issues. The tracker is informed by PLA activities and directly supports the community action plan.
The tracker should be populated and updated by community engagement staff. It helps to track which animal welfare issues were identified, using which PLA tools, and captures the follow up actions to be taken by the team to both support the community action plan.
| Animal Welfare Issue | PLA Tool Used | Proposed team actions / follow up | Timeline / Deadline | Status / Updates | Outcomes |
| Tetanus - interest in group vaccinations | T8 Pairwise ranking (Prioritisation exercise) Date: | Follow up in next session to see if the LSP has been contacted and how many animals have received vaccines. | Next session | Complete | 25 donkeys vaccinated on 12th June 2019 Second visit proposed for 15th August 2019 |
| Limited water for animals & people – potential water project? | T17 ‘If I were an animal’ (Issue identification) Date: | Research water saving projects/programmes within the area to be able to present the community with linkages and/or ideas during the next session. Find out if/when there are any plans to build a water source closer to the community. If there is no plan, investigate the potential for one. | Next session | Underway but not complete due to staff absence. | |
| Poor hoof care due to lack of handling and hoof care knowledge/skills | T21 Animal welfare practice gap analysis (Root cause identification) Date: | Speak with farrier and Animal Health team to arrange sensitization/training session on proper hoof care and humane handle by 30th of June. | |||
| T6 Seasonal calendar | Discuss fodder storage in next session T4 Daily activity schedule in next session to understand when men and women are available | Next session, by the end of June. | |||
| (Issue identification) Colic Flu (nasal discharge) Hoof problems | T9 Matrix scoring & ranking | Invite a vet to sensitize on colic (1st priority) during next community meeting. |
2. Project/Regional Action Tracker
The Project/Regional Action Tracker is designed to collate information from across communities to inform project/regional planning. Information included within the tracker is populated with information taken from PLA activities and community action plans from within the project/regional operational area. The Project/Regional Action Tracker can support with identifying the scale of different issues, tracking different actions/strategies planned, and recording ideas for actions to take/improvement which should be further explored. The goal is to help teams keep track of outcomes of activities with communities for greater strategic coordination and support for planning and development of projects. The utility of this resource will depend on the scale of the project/programme and may not be needed in all project contexts.
| Animal Welfare Issue | Regions & communities where issues was identified as priority | Key actions / strategies to take | Person responsible | Timeline / Deadline | Additional actions / Ideas for improvement | Status / Update |
| Feeding | Halaba: 17 communities | Regional training on proper feeding practices scheduled for 30th May 2019 | ||||
| Drought (water shortage) | Dodola: 14 communities | · Speaking to WaterAid about opportunities to link communities with water savings programmes |
3. Staff Action Tracker
The Staff Action Tracker is designed to support community engagement staff to document their community visits, activities, and action points for follow up.
| Staff Name: Community/site: | |||||
| Visit/ Meeting Date | Number of participants and equines targeted | Community engagement activities Key topics/issues discussed (incl. follow up on progress of action points/results identified in previous meeting/visit) | Identified action points and results expected to be achieved by community Persons responsible + expected achievement date | Identified actions for staff Person responsible + expected achievement date | Status / Update |
| 06/06/2019 | # Participants: # Equines: | T5 Gender roles & responsibilities | Action point/result expected: 1. Share stable cleaning activities | Action point: 1. Sensitization on hoof care & possible handling for women 2. Follow up on how sharing of stable cleaning activities are going Staff responsible: Expected achievement date: | |
| 07/06/2019 | # Participants: 10 # Equines: | T15 Cost-benefit analysis – not over-loading · Implementation costs · Cost on animal · Cost on HH if adopted or not · Benefits of mixed feed | Action point/result expected: 1. Reduce from 10 quantal/3 trips to 8 quantal/4 trips 2. Buy wheat bran in bulk to reduce cost (10 birr to 8.6 birr / kg) 3. Focus on balance loading Person responsible: Fanos & Azamach Expected achievement date: Meet to discuss in one week | Action point: 1. Check with animal welfare team that reduction in amount over more trips is good welfare 2. Make plan to collect money for bulk purchase of feed 3. Support selection of money managers 4. Provide support/training on cart balancing & feed mixing 5. Sensitizing shop keeper about over-loading 6. Identify feed sellers who are willing to sell in bulk for reduced cost 7. Revisit for support planning in 15 days Staff responsible: Expected achievement date: | |
| 07/06/2019 | # Participants: # Equines: | T14 Group inter-loaning | Action point/result expected: 1. Carry out activity in smaller groups | Action point: 1. Evaluate seed money strategy – focus seed money on direct equine-benefited activities | |
| 07/06/2019 | # Participants: 10 # Equines? | T15 Cost-benefit analysis – not over-loading: · Implementation costs · Cost on animal · Cost on HH if adopted or not · Benefits of mixed feed | Action point/result expected: 4. Reduce from 10 quantal/3 trips to 8 quantal/4 trips 5. Buy wheat bran in bulk to reduce cost (10 birr to 8.6 birr / kg) 6. Focus on balance loading Person responsible: Fanos & Azamach Expected achievement date: Meet to discuss in one week | Action point: 1. Check with animal welfare technical support staff to evaluate potential welfare implications of community’s proposed action. 2. Revisit for support planning in 15 days Staff responsible: TBD, consult with AHM and UK AW team Expected achievement date: TBD | |