Annual Work Plan 2014

Development of Management Information System for the Forestry Sector in Viet Nam

F O R M I S II

Annual Work Plan 2014

Tapio Leppänen

Chief Technical AdviserFORMIS II

FORMIS II Kick Off Seminar 20.3.2014

Email: [email protected]

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FORMIS II objective and purpose

F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam

FORMIS OVERALL OBJECTIVE

Forest resources are managed in a sustainable way based on up-to-date information and they contribute to the alleviation of poverty in the socio-economic development framework of Vietnam

FORMIS PURPOSE

A fully integrated Management Information System (MIS) for forestry decision making

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Were are we now?


A modern MIS for forestry sector

Planning

Building

Scaling up

FORMIS I

FORMIS II

• FORMIS I: 2009-2013• FORMIS II: 2013 – 2018

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Result-based approach


• Result-based approach is applied in the project planning and monitoring

• The FORMIS II project logical framework identifies 5 results

• Outputs under each result for the project (5 years) period

• Targets for each output for year 2014

• Activities are grouped under each target

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FORMIS II Results


1. Procedures, standards and mechanisms to transfer information between Vietnamese agencies

2. FORMIS Platform and tools are operational in all provinces with a focus on forest covered provinces

3. Forest sector data standardized and converted into FORMIS database and reporting forest performance indicators in place

4. Strengthened capacity for information management and collection5. Information Centre of the forestry sector / Forest IT Unit

FORMIS RESULTS

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Result 1: Procedures, standards and mechanisms to transfer information between Vietnamese agencies


Outputs of Result 1 Key targets 2014

Output 1: Standards endorsed by competent authorities

Target 1: Forest inventory standard has been revised

Output 2: Data sharing agreements between forestry agencies and between MARD, GSO and MONRE

Target 1: The data sets to be shared between forestry agencies and organisations at the central and local level have been identified

Target 2: The data sets to be shared between a) MARD and MONRE and b) between MARD and GSO have been identified

Output 3: Data governance strategy for information management

Target 1: Data governance strategy has been drafted

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Result 2: FORMIS Platform and tools are operational in all provinces with a focus on forest covered provinces



Output 1: Applications inherited from Phase I are operational

Target 1: FPD Quick Reporting System is operational, 3 pilot provinces have user accounts.

Target 2: National Forest Resource Database is operational, 15 provinces have user accounts.

Target 3: Deployment strategy for the Forest Monitoring System has been decided. Users in the 2 NFIS pilot provinces have user accounts to the system.

Target 4: VNFOREST Data Catalog is operational, all forested provinces have access.

Target 5: VNFOREST Portal is operational, all forested provinces have access.

Target 6: Improvement and integration needs of the FOMIS Web have been found out

Target 7: FORMIS Platform is consolidated

Target 8: Forest Inventory Application has been handed over to VNFOREST

Target 9: eOffice has been consolidated and handed over to VNFOREST

Target 10: Creating strategy to integrate applications to support SFM has been started

Target 11: Baseline information on the availability, relevance and quality of information to support decisions.

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Result 2: FORMIS Platform and tools are operational in all provinces with a focus on forest covered provinces



Output 2: Two new applications have been developed

Target 1: First version of the NFIS reporting application is operational. 15 provinces have user accounts to the application.

Target 2: Requirement specification for Seed management application is developed.

Output 3: Relevant information systems, developed by others, integrated into the FORMIS Platform

Target 1: The initial integration needs for applications, developed by others, have been identified

Output 4: Proposed regulations providing FORMIS system formal status in VNFOREST

Target 1: The mechanism confirming FORMIS as the information platform for VNFOREST has been decided

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Result 3: Forest sector data standardized and converted into FORMIS database and reporting forest

performance indicators in place



Output 1: Forest sector data stored in databases and accessible through standard data services

Target 1: Data integration needs assessment completed

Target 2: NFIS data collected by NFIS project are integrated into FORMIS system

Target 3: 4 cycles data are integrated into FORMIS system

Target 4: Other data are integrated into FORMIS system according to actual needs

Target 5: Guidelines for data integration exist

Output 2: Data against forest performance indicators can be electronically generated and is accessible

Target 1: Proposal for revision of forest sector indicators

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Result 4: Strengthened capacity for information management and collection



Output 1: Deployment plan for the FORMIS system

Target 1: Deployment plan for the FORMIS system exists

Target 2: Helpdesk system is available

Output 2: Increased competence of forest authorities at national, provincial and local levels in using and maintaining selected FORMIS applications

Target 1: Training plan and curricula for 2014 and 2015 are available

Target 2: A number of training courses implemented and evaluated

Output 3: Provinces have capacity to train district and commune level people to feed attribute and spatial data to FORMIS system

Target 1: ToT courses are identified

Output 4: Centrally delivered training material can be used in tailored FORMIS training. Trainers are able to modify material according to local needs.

Target 1: Training material for courses in 2014 available in the VNFOREST Portal

Output 5: ICT infrastructure Target 1: Needs for ICT infrastructure upgrade are identified

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Result 5: Information Centre of the Forestry Sector / Forest IT Unit



Output 1: The Information Centre/IT Unit has a formal status

Target 1: Proposal for establishment of the Information Centre / IT Unit is submitted

Output 2: The Information Centre/IT Unit has sufficient capacity

Target 1: Availability of the maintenance procedure for the core systems

Target 2: IT staff is capable of maintaining selected systems

Target 3: Required hardware procured

Target 4: IT governance drafted

Target 5: Forestry agencies and projects are aware of objectives and results of FORMIS project

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Key assumptions and risks


• Local ownership– Local ownership is needed to ensure that the applications to be developed are in line with

the forest policy and the objectives of the VNFOREST Implementation through VNFOREST organisation

• Sustainability of results– Financial and institutional sustainability

Increasing investment need in ICT technology Building human capacity Information Centre for Forestry Sector / IT Unit,

MARD should have the resources to maintain the installed hardware and software

• Availability of data– FORMIS II project doesn’t collect raw data although it helps projects and agencies to get

their data integrated into the FORMIS system It is vital for the project to obtain access to data from other projects and agencies to populate the applications with data

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Expertise required


Long-term experts• Chief Technical Adviser, international• Forest Information System Adviser,

international• Training and Communication

Adviser, international• Associate Forestry Adviser,

international• Associate Technical Adviser,

international• Senior IT Training Expert,

Vietnamese• Forest GIS Expert, Vietnamese• Forestry Expert, Vietnamese• Forest ICT Expert, Vietnamese

Short-term experts• ICT Expert, international• E-Governance and E-communication

Expert, international• Forest Inventory Software Expert,

international• Forest Reporting Expert, international• Poverty and Gender Mainstreaming

Expert, international

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Support staff required


Project Management Unit• National Coordinator• IT Specialist• Financial Manager• Accountant• Procurement Adviser• Administrator• Senior Interpreter/Secretary• Interpreter/Secretary• Training and Communication

Coordinator• Drivers (2)

Provincial/District Personnel• Regional Coordinators (3)• District Activity Coordinators (3)• District IT/Training Experts (3)

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Budget per category – Finland direct funding


Unit: EURO

1 Fees/Salary 1,312,8501.1 International Long Term Advisers Fee 549,7501.2 International Sort Term Experts Fee 224,0001.3 National Experts Fee 210,0001.4 Support Staff Fee 107,1001.5 Support Staff Salary 222,0002 Reimbursable Cost 319,7302.1 International Long Term Advisers 186,3702.2 International Sort Term Experts 73,2802.3 National Experts 27,1802.4 Support Staff 32,9003 Operating Cost 208,6104 Training 307,0005 Investment 98,6466 Service Contracts 195,000

Sub total 2,441,836Contingency 99,027

Total 2,540,863

BudgetNo. Category

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Budget per components – Finland direct funding


Unit: EURO

2014

1Develop procedures, standards and mechanisms to transfer information between Vietnamese agencies 108,984

2Develop FORMIS platform and applications in all provinces with a focus on forest covered provinces 623,378

3 Collect, standardize data and reporting indicators197,630

4Strengthened capacity for information management and collection 584,624

5Support to establish and operate the Information Centre of the Forestry sector/ Forest IT Unit 78,374

6 Project management 848,846Total 2,441,836

Contingency 99,027Grand Total 2,540,863

ComponentsNo.Years

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Counterpart funding, year

2014


No. Detail Unit Quantity Unit cost BudgetTotal 2,077,600

I Regular costs of PMB 1,151,600

1 Communication (telephone, fax…) Month 12 5,000 60,0002 Communication (Internet fee for servers room) Month 12 5,500 66,0003 Internet installation Unit4 Internet fee for office Month 12 3,300 39,6005 Electricity, water Month 12 12,000 144,000

6 Security, cleaning Month 12 3,000 36,000

7 Office rent Month 12 40,000 480,0008 Office repairing Lump sum 1 40,000 40,000

9 Repair, and maintain equipment Lump sum 1 50,000 50,000

10 Office equipment Lump sum 1 80,000 80,000

11Regular costs for regional coordinators (communication means, electricity, water,…) Lump sum 2 60,000 120,000

12 Other cost (stationary, accessory,…) Month 6 6,000 36,000

II Salary, allowances 570,000

1Salary for IT officer working in VNFOREST (03 staff x 4,000,000VND x 12 mm mm 36 4,000 144,000Salary for IT Working Group Lump sum 1 162,000 162,000

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Allowances for part-time officers of PMB (Director, Deputy Director, Chief Accountant, technical officer participating the project) Lump sum 1 264,000 264,000

III Activities of PMB 356,000

1 PSC meetings Unit 2 10,000 20,000

2Extended PMB meetings, Conferences, thematic workshops Unit 12 10,000 120,000

3 Internal monitoring and evaluating Unit 12 18,000 216,000

Unit: 1,000 VND

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F O R M I S IIDevelopment of Management Information System for the Forestry Sector in Viet Nam

Supported by:

Implementing Agency: Lead consultant: In consortium with:


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Annual Work Plan 2014

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