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

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

F O R M I S II

Annual Workplan 2015

Tapio LeppänenCTA

[email protected]

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Content of the presentation

1. The purpose of FORMIS II Project2. Key targets for 20153. Assumptions4. Risks5. General approach to implementing FORMIS II6. Budget

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

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FORMIS II Purpose


Institutional indicators: 1. The official status of FORMIS System: The system is confirmed as the information

platform for VNFOREST2. Usage of the system in forestry agencies: Number of organisations using FORMIS3. Usage outside MARD: MONRE and GSO access forest data through FORMIS system4. Usage by other projects: Number of projects use or share forest data through

FORMIS system

ICT Indicators: 5. Change in number of applications using FORMIS Platform6. Change in number of applications with data storage that is using or extending

FORMIS data model7. Change in number of datasets published through on-line services

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

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Shifting towards deployment of FORMIS System in the provincesPhasing the FORMIS deployment in a province

PHASE I:Province has: awareness of FORMIS system and applications; capacity to train; user accounts in the first forestry agencies

PHASE II: Province has capacity to train users in 1 or 2 applications; increasing number of users in part of the target forestry agencies & projects

PHASE IV:Province has capacity for continuous training of users; competent users in forest agencies in all the districts; sufficient ICT infra down to local level


Aim in 2015: 40 provincesreach PHASE I

PHASE III:

Province has capacity to train users in 3, 4 applications; users in several forestry agencies and –projects; users in organisations outside DARD

Aim in 2015: 18 provincesreach PHASE II

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RESULT 1: PROCEDURES, STANDARDS AND MECHANISMS TO TRANSFER INFORMATION BETWEEN VIETNAMESE AGENCIES

Output 1:Standards endorsed by competent authorities

Target: Revised forest resource information standard available for VNFOREST endorsement

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

Target 1: List and description of datasets to be shared

Target 2: Baseline information on satisfaction of users on informatino sharing

Output 3: Data governance strategy for information management

MOVED UNDER RESULT 5: IT UNIT


F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam 6

RESULT 2: FORMIS Platform and toolsWork plan 2015 for application development

Appl

icati

ons t

o be

dev

elop

ed

or in

tegr

ated

HR Application Seed management application

VNFO

REST

app

licati

ons t

o be

up

grad

ed

FPD Quick ReportingForest Resource MonitoringData Sharing

VNFO

REST

app

licati

ons

mai

ntai

ned

by F

ORM

IS II VNFOREST

PortalFORMIS PlatformForest Resource Database System

Appl

icati

ons t

o be

han

ded

over VNFOREST

eOfficeForest Inventory Web-ApplicationFOMIS web

Target 2015: Obtaining formal status to for FORMIS system through the VNFOREST approval of the ’Information Framework for Forestry MIS’.

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Result 3: Forest sector data standardised and converted into FORMIS

Work plan 2015

• NFIS data from 40 provinces available in FORMIS• Data from JICA REDD+ study available in FORMIS (nationwide

data related to Vietnam REDD+)• Forest company data available in FORMIS• List of other potential datasets for integration according to

need • Guidelines available for integration of data into FORMIS


Note: integration of data is a prerequisit to FORMIS use because FORMIS II projet does not collect data.

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RESULT 4: STRENGTHENED CAPACITY FOR INFORMATION MANAGEMENT AND COLLECTION

OUTPUT TARGETS

Output 1: Deployment plan for the FORMIS system

Target: Deployment plan approved by the FORMIS II Project Core Management Team

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

Target 1: Training plan and curricula for 2015 and 2016 approvedTarget 2: PMU and VNFOREST staff (10 persons) competent in using 2 applications (FPD Quick Reporting and the Forest Resource Monitoring System)

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

Target 1: 18 provinces have 2 capable trainers for the Forest Resource Monitoring System; 63 provinces have 1 capable trainer for the FPD Quick Reporting System; 40 provinces have trainers for Data Sharing and Forest Resource Database SystemTarget 2: IT Working groups in 53 provinces have competence to contribute to the use of FORMIS in their areas.

Output 4: Centrally delivered training material can be can be used in tailored FORMIS training

Target : Training material of courses in 2015 is available in VNFOREST portal

Output 5: ICT infrastructure

Target: The three regional offices and the Department of Information, Data & General Affairs has sufficient infrastructure


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RESULT 5: Information Centre of the Forestry sector/ Forest IT Unit

OUTPUT TARGETS

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

Target: The IT Section has been established under Information Data, General Affairs Department, VNFOREST Administrative Office

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

Target 1: Maintenance procedure for the core systems has been approved Target 2: The plan (Road Map) to achieve the necessary capability in the Department of Information, Data & General Affairs to manage the FORMIS system on sustainable basis is done Target 3: IT staff is capable of maintaining FORMIS Portal, Forest Resource Database, and New Systems: FRMS, FPD QuickReporting Application Target 4: Required hardware is procured and in use Target 5: IT governance for VNFOREST is promulgated by VNFOREST Target 6: Forestry agencies and projects are aware of objectives and results of FORMIS project Target 7: Improved communication between Hanoi & Regional Training Center ( FPD Regional) offices


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Assumptions

• VNFOREST will adopt FORMIS system• Provinces are willing to use the FORMIS

system• User agencies will have ICT infrastructure or

are willing to invest in it• Provinces can retain the competent trainers

(low turnover or trainers) • Data is available for integration• The regulations describing the working

process related to the application are accurate


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FORMIS RisksRISK MITIGATION

Insufficient data • Clarify and recognise ’intellectual property rights’ related to data and software

Competing applications from within MARD and other projects

• Agree on ’Information Framework for Forestry MIS’

• Increase awareness of FORMIS system (communication)

Administrative bureaucracy prevents from doing thinks in the smartest way

• Review administrative guidelines related to procurement, outsourcing ICT services; recruiting staff; engaging staff in FORMIS roles

Insufficient quality assurance in information system development

• Increase awareness and competence in best practices for IS development


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Generic ICT Project Risks:

A Study on Success and Failure of ICT ProjectsChaos study carried out by Standish Group in the USA


1994 2000 2004 2006 2008 2010 2012

Successful 16 % 28 % 29 % 35 % 32 % 37 % 39 %

Failed 31 % 23 % 18 % 19 % 24 % 21 % 18 %

Challenged 53 % 49 % 53 % 46 % 44 % 42 % 43 %

Standish Group studied 3682 ICT projects in 365 companies fortheir first CHAOS study about success and failure or ICT projects . After that the study has been re-done every few years. The table below shows a statistics of how many of the studied projects have been • Successful (=completed within schedule and budget) • Failed (=cancelled before completed) • Challenged (=exceeded either budget or schedule).

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Why Do ICT Projects Fail? Chaos study carried out by The Standish Group


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General approach to implementation

• User centred information system development– Working closely with VNFOREST – Understanding users requirements

• Benchmarking: learning from best practices in other countries and other agencies– Practices in forestry ICT applications– Practices in managing information system

development projects


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Budget 2015, EUR


Notes:• Allocation from contingency: EUR 36,162 to investment, EUR 4,720 to travel related to leading and monitoring• Significant increase from 2014 disbursement: 80%, EUR 1.2 million• At the end of 2015, when the project is half way through, the expenditure will be 50% of the total budget

No CATEGORIES Description Project Budget, Total Disbursement 2013 Disbusement 2014 Budget work plan 2015

Remaining, project budget/ estimated total

expenditure 2013 - 2015

1 TECHNICAL ASSISTANCE, FEES 4,321,600 424,401.00 951,987.72 1,180,611 1,764,600

1.1 International LT advisers Total 2,219,250 279,953.00 536,810.67 587,250 815,236.33

1.2 International ST experts Total 656,000 32,000.00 124,191.29 224,000 275,808.71

1.3 National LT/ST experts Total 1,446,350 112,448.00 290,985.76 369,361 673,555.42

2 TECHNICAL ASISTANCE, REIMBURSABLE COST 1,144,920 64,762.00 142,180.34 282,285 655,693 2.1 International LT advisers Total 831,890 55,916.00 111,339.45 202,995 461,639.55 2.2 International ST experts Total 223,930 8,218.00 23,441.09 34,380 157,890.91 2.3 National LT advisers & ST experts Total 89,100 628.00 7,399.80 44,910 36,162.20

3 SUPPORT STAFF, REIMBURSABLE COST 1,103,650 5,654.00 47,293.00 185,105 865,598

3.1 Support staff, salaries Total 957,000 5,454.00 40,441.00 160,000 751,105.00

3.2 Support staff, reimbursable costs Total 146,650 200.00 6,852.00 25,105 114,493.00

4 IMPLEMENTATION COST 2,694,760 84,924 397,722.80 1,077,157 1,134,956

4.1 Investments Lumpsum 244,510 58,709.00 97,462.80 128,059.00 (39,720.80)

4.2 Service contracts Lumpsum 380,000 - 12,922.00 253,918 113,160.00

4.3 Training Lumpsum 1,472,200 3,659.00 149,184.00 567,000 752,357.00

4.4 PMU Operating costs 598,050 22,556.00 138,154.00 128,180 309,160.00

5 AUDIT (MFA utilises additional and separate budget) Lumpsum - -

6 CONTINGENCY 435,070.00 387,147.20

Utilisation of contigency 3,071.00 411.00 44,441

TOTAL 9,700,000.00 582,812.00 1,539,594.86 2,769,598.62 4,807,994.52

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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:


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

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