INCEPTION REPORT FORMIS II

INCEPTION REPORTFORMIS II

F O R M I S IIPhát triển hệ thống thông tin quản lý Ngành Lâm nghiệp Việt Nam

Assoc. Prof. Dr. Võ Đại Hải, National DirectorDate: 20/3/2014

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PART I

SUMMARY OF PROJECT CORE RESULTS

DURING PHASE I

F O R M I S | Development of Management Information System for Forestry Sector

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• Name of Project: Development of Management Information System for Forestry Sector in Vietnam (FORMIS)

• Donor: Government of Finland, Trust Fund for Forestry (TFF)• Executing Agency: Ministry of Agriculture and Rural Development

(MARD)• Implementing Agency: VNFOREST• Project scope: At Centre and 3 pilot provinces: Quảng Ninh, Thanh

Hóa, Thừa Thiên Huế• Budget: 4,4 Million EUR, in which

– Finland: 2, 200,000 EUR– TFF: 1,798,636 EUR– Counterpart fund: 431, 550 EUR

• Project duration: 10/2009 – 12/2012


GENERAL INFORMATION

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FORMIS project objectiveOverall objective:

To build a modern forest information system from central to local level to provide accurate information for decision making for forest sector at all levels.

National level

Province level

District level

Commune level

Forest owner level


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Core Results during Phase I

1. FORMIS platform & applications for sharing electronic information in forestry has been successfully built;

2. Proposed standards, parameters for data and information, and sharing mechanism for forestry reporting system;

3. Conducted several training courses to strengthen the capacity of forestry staff at all levels, in terms of IT system management.

4. Supported IT infrastructures at Centre and 3 pilot provinces


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Forest Resource Database System

Main function: • Storing forest resource data in standard

format from periodic inventories • Local or national level


FOREST RESOURCE DATA 2010



Users• Goverment forestry Agencies at national-

local levels• Forest owners & managers

Current status• Ready for use• Data sharing mechnism required

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Operational Forest InventoryMain function • Data collection with Web based

application• Data transfer to central servers via

internet • Inventory analysis and production of report


FOREST RESOURCE DATA RỪNG

users• Inventory Agencies• Big Forest owners & managers• Forestry companies• Forestry Projects

Current status • Ready for field testing by users

INVENTORY METHOD FOLLOWING MARD

REGULATIONSCOMPUTER BASED SATELLITE IMAGE INTERPRETATION

WEB BASED DATA ENTRY

ENTRY WITH MOBILE PHONE IN THE FOREST

INVENTORY ANALYSIS APPLICATION

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FOREST MONITORING SYSTEM


REPORT ON FOREST CHANGE IN

FOREST STATUS PLOT

AGGREGATED REPORT; COMMUNE, DISTRICT, PROVINCE, COUNTRY

CHANGE FOREST FOR FOREST

OWNERS

Functions• Monitoring change in forest status in the

smallest aerial unit, the forest status plot• Includes also spatial data: location,

boundaries of forest

users:• Forest owners and managers• State management agencies at different

levels • Forestry projects

Current status• Prototype completed• Beta version ready for testing on the ground• Great potential for updating for different

purposes of forest reporting

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Other Information System in FORMIS built during phase I

Information system

Function Current status

Foretst map Viewing forest status map with national coverage. Selection of data layers. Zooming down to sub-compartment level.

Data collection: FIPI. Integration , map interface: FORMIS.

FPD Quick Reporting System

Sub-FPD at province level enters forestry statistics into the system. Selecting indicators from drop down menu, retrieving reports.

Conceptual reporting system: FPD. Upgraded web application: FORMIS

VNFOREST eOffice VNFOREST staff members share work programmes, documents.

Application completed by FORMIS

Data sharing Data catalog through which user can look for forest data and download it for their own use.

Application completed by FORMIS

VNFOREST Portal One gateway to all the applications and data resources.

One gateway to all the applications and data resources.

FORMIS Platform ICT platform used by IT professionals containing services used by applications.

Completed by FORMIS.


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2. Proposal for sharing mechanism

TECHNOLOGY

FORMIS PlatformVN Forest Information PortalData sharing: VNFOREST Data Catalog

STANDARDS

Forest inventory informatoin standardReporting standardSpecification for forestry map dataMetadata standard

REGULATIONS AND GUIDELINE

Regulation on transferring forest resource data (PROPOSAL)Guideline for data sharing in MARD and between MARD and MONRE (PROPOSAL)


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Sharing through FORMISOperating environment


Province level

District level

National level

FOREST RESOURCE DATA IN A CENTRALIZED SERVER AT PROVINCE OR AT NATIONAL LEVEL

Within VNFOREST Within MARD MONRE, GSO

SUB-FPD SUB-DOF DONRE & OTHERS

FOREST OWNERS FPD TEAM Environment section,

Agriculture sect & others

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3. Capacity building & IT infrastructuresBuilding competence• In total 1826 users trained• No of training courses: 27• No of training events: 68 ICT Infrustructure

Competence in forestry ICT

Competence in basic ICT

ICT Organization


ICT Infrustructure• Total value of investment: EUR 330 000 • Servers, 5• 48 desktop computers and printers, 2

laptop computers• Printer, A3, 3• GPS, 59• 15 mobile phones for testing mobile

technology• Accessories, 2• Software, 17• Local Area Network for VNFOREST office

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Cross-cutting issuesParticipation

& collaboration

Formis working groups REDD+ Network Collaboration

with projects

Gender and ethnic

minorities

Gender disaggregated

training statistics

Plan for mainstreaming of cross cutting

issues

Assessment of forest sector

indicators

SustainabilityInformation

system architechture

Data sharing will reduce data collection

Scalability & Pilot areas

FORMIS technology is

scalable

Information Standards

Information architecture


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PART II

INCEPTION REPORT- FORMIS II


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• Project Name: Development of Management Information System for Forestry Sector in Vietnam-phase II (FORMIS II).

• Donor: Government of Finland • Excuting Agency: MARD• Implementing Agency: VNFOREST• Project scope: From Central to provincial levels• Budget:

– Finland 9,7 Million EUR– Vietnam: 11.7 Billion DVN– Project duration: from 4/2013 to 4/2018


GENERAL INFORMATION

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ORGANIZATIONAL & MANAGEMNT STRUCTURE

At Central level• MARD: is the Project’s excuting, directing and implementing

Agency; it also approves all project work plans and reports ( both technical and financial reports) MARD in cooperation with donor and other concerned stakeholders to monitor project perfromance through PMU’s activities.

• VNFOREST: is implementing Agency, being responsible before MARD in managing and implementing Project.

• PMU: is a supporting unit to VNForest with responsibilities in plans building, plan submitting for approval and deployment of project activities at different levels.


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Organizational and management structure (cont.)

• Project Steering Committee (PSC) Vice Minister of MARD and Representative of Embassy of Finland are the co-chairs of PSC. PSC members are representatives from MARD, VNFOREST, MPI, GSO, MONRE, and MOF.

• IT Forestry Working Group at central level will work part time consists of representatives of concerned stakeholders from MARD, MONRE, MPI and Government Office.

AT local level• As Project will scale up nationwide, hence PMU will be in cooperation with

local authorities to implement project activities through existing administrative organizational structures at local level, without a new PMU at provincial level. Each province will have an IT working group, consisting of part time professional staff from DARD and other forestry Agencies in Province to implement project activities.


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Finance and Financial Management

1. Financial composition: Total Project budget: 10.137.530 Euro• Direct funding ODA from Gov of Finland: 9,7 million Euro, with technical

supports 4,8 Million Euro (49%) & Project Operations 4,9 Million Euro ( 51%)

• Counterpart funding: 11.7 Billion VND, serving PMU at central level ( regular payments to PMU at Central level; salary, allowance, and costs for other activities.... )

2. Financial Management:• Fund of Gov Finland: 9,7 Million Euro: in line with finacial mangement of

Governmenr of Finland. PMU in collaboration with Niras and Embassy of Finland to summit financial expenditure plans to PSC & MARD for approval.

• Counterpart Fund: 11,7 Billion VND: The Project National Director is responsible to manage, expend and clear, according to the existing regulations by the Government of VN and in line with stipulations agreed in Project documents.


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PROJECT ACHIVEMENTS

Result 1. Procedures, standards and mechanisms to transfer information between Vietnamese agencies: • Electronic data transfer within VNFOREST, external stakeholders and

FORMIS databases; Information standards for forest inventory and reporting developed and approved;

• Regulations and mechanism on data management for core process were prepared and approved

Result 2. FORMIS Platform and tools are operational in all provinces with a focus on forest covered provinces• Improved Forest resources Management Information System will be

tested, and comes into full operation in 3 pilot provinces before large scale operation at nationwide.


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PROJECT ACHIVEMENTS

Result 3. Forest sector data standardized and converted into FORMIS database and reporting forest performance indicators in place• Integrate forestry sector data and other relevant data into FORMIS system; • Supporting stakeholders in standardisation of datasets for compliance

with the FORMIS system; Refinement of forest sector performance indicators;

Result 4. Strengthened capacity for information management and collection• Prepared training material & users’ guide to FORMIS system• Carry out basic traning courses on ICT , GIS, GPS and FORMIS system at

provincial and district levels. Details of training courses will be elaborated after the training needs assesements.


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PROJECT ACHIEVEMENTS (Cont)

Result 5. Information Centre of the Forestry sector/ Forest IT Unit is established and operational.

Support VNFOREST to establsih Forestry Informatuion Centre/ IC Unit to maintain FORMIS achievments: Prepare regulations on functions, obligations, investment policies and capacity building for staff working at the Centre.


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Changes in the external factors1. Stronger Orientation towards Forest Resource Information

During the Project inception, FORMIS has put great efforts to support the Forest resources information system, based on the results of NFIS nationwide.

2. Support to the Forestry Sector Management Information System and VNFOREST Sector Restructuring

-The Trust Fund for Forests (TFF) has built a “new component” to the FORMIS II, with budget of 2.3 Million EURO to strengthen the forestry management information to support the sector restructuring. -During the inception period, FORMIS II PMU has worked closely with VNFOREST and TFF experts to formulate detailed activities of the new component, in order to accommodate the additional component.


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Revisions compared to Project documents

1. Logical framework has been improved in line with instructions given by MFA. Concrete results and relevant indicators for 5 result areas were inserted to log frame in order to support Project result-based monitoring and management.

2. Support the NFIS Programme: Following MARD’s orientations, supporting activities from FORMIS Project to NFIS have been incorporate into the Annual Work Plan. These including: technical assistance services, capacity building and investment in IT infrastructure.


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Revisions compared to Project documents3. Communication: Communication has been added in result 5

as an additional activity. During FORMIS Phase I communication was identified as an area of improvement in FORMIS system development. This is because it is vital that the forest sector stakeholders know about the objectives and results of the project.

4. Terms of Reference of the Training Event Coordinator and the Regional coordinator: FORMIS II PMU proposes to revise the terms of reference of the national Training Event Coordinator to incorporate communication activities and also to support training at a more managerial level. Regional Coordinator’s TOR will be revised to widen the education requirement beyond forestry to also cover rural development and natural resources managementF O R M I S | Development of Management Information System for Forestry Sector

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Recommendations

Need Based Planning for building

ICT- and Human capacity

The Work Plan for 2014 incorporates two important needs assessments related to the building of capacity for the use and maintenance of FORMIS system: training need assessment and the ICT infrastructure assessment. Based on the information obtained of the actual need it will be possible to prepare a more detailed plan and budget. Hence, Project PMU proposed that more detailed budgets for equipment purchasing and training could be prepared by July 2014 after needs assessments.


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PROGRESS REPORT DURING INCEPTION PHASE


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PROJECT MANAGEMENT AND ADMINISTRATION:

1. Project Managment• Decisions on PSC & PMU establishment , functions and working

mechanism have been issued • Proposal and approval for 6 part-time staff ( including leaders) from

VNFOREST to participate in Project • Recruited national experts and support staff ( IT expert; GIS

Forestry expert; Financial manager; Administrator; Interpreter; National coordinator).

2. Annual work plans• 2013 Counterpart budget plans has been approved by VNFOREST

via Decision # 148/QĐ-TCLN-KHTC on 18/8/2013.• Completed annual work plan for first year for PSC’s approval


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RESULTS OF PROJECT ACTIVITIES

RESULT 1 – Procedures, standards and mechanisms to transfer information between Vietnamese agencies• Minutes on hand over of database and applications from NFIS to

FORMIS II for integration to VNFOREST Portal has been signed.• Draft Programme and budget were made for the Benchmarking trip

to Finland . The trip was decided to be arranged during year 2014. • Recommendations for data sharing and development proposals to

the Data Sharing System were made


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RESULTS 2 - FORMIS platform and tools are operational in all provinces with focus on forest covered provinces

• Assessment of the current situation of all inherited applications from FORMIS phase I was made.

• FORMIS platform is regularly updated and maintained • The updating of the content of the VNFOREST Portal was started.• The first relevant application to be integrated into FORMIS Platform has

been identified: The dynamic reporting of the NFIS data. The application has been handed over to the FORMIS II project and converted to a web-based application .


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RESULTS 3 - Forest sector data standardized and converted into FORMIS database and reporting forest performance indicators in place• The NFIS data was imported and integrated into the Forest Resource

Database in the FORMIS Platform from the NFIS pilot provinces of Ha Tinh and Bac Kan.


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RESULT 4 - Strengthened capacity for information management and collection• The planning workshop to discuss and revise the draft of the work

plan was held in 8th October 2013 in Hoa Binh province together with key stakeholders. The Work Plan was revised after the workshop according to participant’s comments.


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RESULT 5 - Information Centre of the Forestry sector/ Forest IT Unit is established and operated

1. The TOR for the Information Centre of Forestry Sector / Forest IT Unit was drafted.

2. Communication:• The first project newsletter was written and sent to the stakeholders.• The VNFOREST Portal was started to be used as a communication channel

to publish news and other current information of the project.


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Budget Released

The estimated budget released during reporting period from May 2013 to December 2013:

• Fund from Government of Finland: 615.769 EUR • Fund from Government of Viet Nam 335 Million DVN


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CONSTRAINTS1. Disruptions between phase I & Phase II:• Disruptions occured during transitional period from Phase I to Phase II was

a reason leading to incomplete implementation of intended technical supports to FORMIS system.

2. Recruiting forestry expertise• Recruitment of Forestry expert has encountered constraint, due to limited

qualified candidates, thus also impacts the project deployment and Progress

3. Server downtime• The servers hosting FORMIS Platform and database have suffered from

frequent, weekly power cuts that have resulted in unacceptable level of downtime. As a recommended action the PMU has proposed to replace the UPS equipment to control power cuts and voltage fluctuation.


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