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INCEPTION REPORT FORMIS II

INCEPTION REPORT FORMIS II. Assoc. Prof. Dr. Võ Đại Hải , National Director Date: 20/3/2014. F O R M I S II Phát triển hệ thống thông tin quản lý N gành L âm nghiệp Việt Nam. PART I. SUMMARY OF PROJECT CORE RESULTS DURING PHASE I. GENERAL INFORMATION.

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INCEPTION REPORT FORMIS II

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  1. INCEPTION REPORTFORMIS II Assoc. Prof. Dr. VõĐạiHải, National Director Date: 20/3/2014 F O R M I S II Pháttriểnhệthốngthông tin quảnlýNgànhLâmnghiệpViệt Nam

  2. PART I SUMMARY OF PROJECT CORE RESULTS DURING PHASE I F O R M I S | Development of Management Information System for Forestry Sector

  3. GENERAL INFORMATION F O R M I S | Development of Management Information System for Forestry Sector 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: QuảngNinh, ThanhHóa, ThừaThiênHuế 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

  4. FORMIS project objective Overall 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. F O R M I S | Development of Management Information System for Forestry Sector

  5. Core Resultsduring Phase I FORMIS platform & applications for sharing electronic information in forestry has been successfully built; Proposed standards, parameters for data and information, and sharing mechanism for forestry reporting system; Conducted several training courses to strengthen the capacity of forestry staff at all levels, in terms of IT system management. Supported IT infrastructures at Centre and 3 pilot provinces F O R M I S | Development of Management Information System for Forestry Sector

  6. 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 FOREST RESOURCE DATA 2005 Current status • Ready for use • Data sharing mechnism required FOREST RESOURCE DATA 2000 F O R M I S | Development of Management Information System for Forestry Sector

  7. Operational Forest Inventory INVENTORY METHOD FOLLOWING MARD REGULATIONS Main function • Data collection with Web based application • Data transfer to central servers via internet • Inventory analysis and production of report COMPUTER BASED SATELLITE IMAGE INTERPRETATION WEB BASED DATA ENTRY ENTRY WITH MOBILE PHONE IN THE FOREST INVENTORY ANALYSIS APPLICATION users • Inventory Agencies • Big Forest owners & managers • Forestry companies • Forestry Projects Current status • Ready for field testing by users FOREST RESOURCE DATA RỪNG F O R M I S | Development of Management Information System for Forestry Sector

  8. FOREST MONITORING SYSTEM Functions • Monitoring change in forest status in the smallest aerial unit, the forest status plot • Includes also spatial data: location, boundaries of forest AGGREGATED REPORT; COMMUNE, DISTRICT, PROVINCE, COUNTRY CHANGE FOREST FOR FOREST OWNERS users: • Forest owners and managers • State management agencies at different levels • Forestry projects REPORT ON FOREST CHANGE IN FOREST STATUS PLOT Current status • Prototype completed • Beta version ready for testing on the ground • Great potential for updating for different purposes of forest reporting F O R M I S | Development of Management Information System for Forestry Sector

  9. Other Information System in FORMIS built during phase I F O R M I S | Development of Management Information System for Forestry Sector

  10. 2. Proposal for sharing mechanism F O R M I S | Development of Management Information System for Forestry Sector

  11. Sharing through FORMISOperating environment Within VNFOREST SUB-FPD FOREST OWNERS Within MARD SUB-DOF FPD TEAM MONRE, GSO DONRE & OTHERS Environment section, Agriculture sect & others National level Province level District level FOREST RESOURCE DATA IN A CENTRALIZED SERVER AT PROVINCE OR AT NATIONAL LEVEL F O R M I S | Development of Management Information System for Forestry Sector

  12. 3. Capacity building & IT infrastructures Building competence • In total 1826 users trained • No of training courses: 27 • No of training events: 68 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 F O R M I S | Development of Management Information System for Forestry Sector

  13. Cross-cutting issues F O R M I S | Development of Management Information System for Forestry Sector

  14. PART II INCEPTION REPORT- FORMIS II F O R M I S | Development of Management Information System for Forestry Sector

  15. GENERAL INFORMATION F O R M I S | Development of Management Information System for Forestry Sector 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: • Finland9,7 Million EUR • Vietnam: 11.7 Billion DVN • Project duration:from 4/2013 to 4/2018

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

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

  18. 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: 11.7Billion 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. F O R M I S | Development of Management Information System for Forestry Sector

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

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

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

  22. Changes in the external factors 1. 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. F O R M I S | Development of Management Information System for Forestry Sector

  23. Revisions compared to Project documents 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. 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. F O R M I S | Development of Management Information System for Forestry Sector

  24. Revisions compared to Project documents 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. 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 management F O R M I S | Development of Management Information System for Forestry Sector

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

  26. PROGRESS REPORT DURING INCEPTION PHASE F O R M I S | Development of Management Information System for Forestry Sector

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

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

  29. RESULTS OF PROJECT ACTIVITIES 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 . F O R M I S | Development of Management Information System for Forestry Sector

  30. RESULTS OF PROJECT ACTIVITIES 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. F O R M I S | Development of Management Information System for Forestry Sector

  31. RESULTS OF PROJECT ACTIVITIES 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 HoaBinh province together with key stakeholders. The Work Plan was revised after the workshop according to participant’s comments. F O R M I S | Development of Management Information System for Forestry Sector

  32. RESULTS OF PROJECT ACTIVITIES RESULT 5 - Information Centre of the Forestry sector/ Forest IT Unit is established and operated The TOR for the Information Centre of Forestry Sector / Forest IT Unit was drafted. 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. F O R M I S | Development of Management Information System for Forestry Sector

  33. Budget Released The estimated budget released during reporting period from May 2013 to December 2013: Fund from Government of Finland: 615.769EUR Fund from Government of Viet Nam335 Million DVN F O R M I S | Development of Management Information System for Forestry Sector

  34. CONSTRAINTS 1. 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. F O R M I S | Development of Management Information System for Forestry Sector

  35. F O R M I S IIPháttriểnhệthốngthông tin quảnlýNgànhLâmnghiệpViệt Nam F O R M I S | Development of Management Information System for Forestry Sector Nhàtàitrợ: Cơquanthựchiện: Tưvấnkỹthuật: Liêndanhvới

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