NORMATIVE FRAMEWORK

TRUST FUND PROJECT FORMAT

"Lowlands Sustainable Development and Reclamation"

(PART II: PROJECT DESIGN)

A. GENERAL BACKGROUND

1. 1. Major constraints and challenges for lowlands sustainable development and reclamation

Describe the importance of land as a resource base for agriculture. Land pressure resulting from population growth. Conflicts over land use in urban/peri-urban areas. Conflicts between arable farming and grazing for livestock production. Scope for sustainable use of land resources. Information and description of situation of lowlands development in the country.

2. Host country strategy

Concise descriptions of what strategies and objectives have been articulated by the Government concerning natural resource management and land use in particular . Relevant strategy and policy elements can be highlighted by bullet points.

3. Prior or on-going assistance in support of lowlands sustainable development

Brief information on specific programmes/projects (donors, major activities, and impact).

4. Institutional framework for lowlands sustainable development

Areas of responsibility of Government, parastatal or private institutions as they relate to lowlands sustainable development. Indication of primary responsibility for solving the problem and thus where to locate the project.

Data Needs:

Main features of the commonly distinguished agro-ecological zones.
National land resources and their present use (arable land, pastures, forest and woodland).
Population (size, distribution, growth, urban/rural, migration, growth centres).
Share between total population and total arable land/major farming systems.
Estimated loss of arable land to non-agricultural use (hectares per year).
On-going programmes and other relevant measures for sustainable land resources development.
Legal framework (list of decrees and laws concerning lowlands development).
Government objectives/policy statements relevant to lowlands development.
List of relevant completed and/or ongoing foreign assistance in lowlands development.
Organization chart of relevant ministries with budget and staffing.

Data Sources:

Ministry of Agriculture/Department of Land Resources (central and provincial levels)
Ministry of Planning/Finance
Office of FAO Representative
FAO Technical Division concerned
Farmers Groups

B. PROJECT RATIONALE-JUSTIFICATION

1. Problem to be addressed; the present situation

Concise description of the key issues that need to be addressed. The magnitude of the problems in the national context should be indicated. Scarcity of agricultural land. Competition between agricultural subsectors for the lowlands. Unsustainable use of land, lowlands in particular. Importance of agriculture as a source of livelihood that will set the stage for project design.

2. Expected end-of-project situation and sustainability of project results

A simple one or two sentence statement of the project goal is required here. Additional bullet points may highlight major objectives of the project and the key actions the Government has to take to achieve the project goal.

3. Target beneficiaries

Brief description of the major groups of stakeholders which would benefit from the project (farmers, herdsmen, foresters, urban and rural dwellers).

4. Project strategy

Explain the rationale for choosing the approach to be followed in future to overcome existing problems with lowlands development. Describe the technical and institutional activities and outputs required to reach the specific project objectives. Previous efforts undertaken by the country in developing lowlands on a sustainable basis should be cited.

5. Institutional framework and counterpart support capacity

Describe the institutional arrangements and responsibilities for project implementation, provide a description of the Government implementation agency (location, functions, organizational structure, financial and staff resources) and how the project would fit into the structure. Describe the project's organizational structure and the respective managerial responsibilities for national and international staff.

6. Reasons for assistance from FAO/Government Cooperative Programme

Text needs to document FAO's comparative advantage in being a partner with the Government in the development of lowlands.

7. Special considerations

This section can highlight special conditions of interest to the Government, the donor, FAO and the international community as a whole. These might include the need for national capacity building, sustainability of project achievements, impact on poverty alleviation, empowering women and their role in the development of the country.

8. Coordination arrangements

Indicate coordination with other parts of the Government and/or parastatal or private sector, which would have an indirect role in project implementation. There may be need for a steering committee to inform and coordinate among any overlapping responsibilities.

Data Needs:

Indicators of conflicts over use of lowlands.
Description of major groups of stakeholders.
Share of agricultural sector in GDP, agricultural exports, employment (%).
Composition of agricultural GDP by subsectors.
Key indicators of FAO's comparative advantage (examples of FAO-assisted projects in land use planning).
Basic data concerning relevant ministries, parastatals, private sector institutions.

Data Sources:

Ministry of Agriculture/Department of Land Resources (central and provincial levels)
Ministry of Planning/Finance
Office of FAO Representative
FAO Technical Division concerned
Farmers Groups

C. DEVELOPMENT OBJECTIVE

Explain how the project would contribute to accomplishing Government long-term development objectives in general and the improvement of lowlands management in particular.

Data Needs:

Development targets set for the economy with specific reference to the agricultural sector and the sustainable use of lowlands resources.

Data Sources:

Ministry of Agriculture/Department of Land Resources
Ministry of Planning

D. IMMEDIATE OBJECTIVE(S), OUTPUTS AND ACTIVITIES

1. Immediate objective 1: To facilitate the introduction of modern concepts of lowlands development and management to help reduce conflicts related to lowlands use, pressure on natural resources, and contribute to a balanced economic development.

Outputs
1.1 Output 1: A set of guidelines providing an agreed, integrated and coordinated institutional approach to lowlands use planning.

Activities
1.1.1 Activity 1: Carry out a study to examine the existing legislation and customary rules concerning lowlands allocation, tenure and use, with recommendations for changes to the legal framework where considered necessary.
1.1.2 Activity 2: Conduct a study on the current farming systems in the lowlands and identify more sustainable farming systems.
1.1.3 Activity 3: Continue implementation and coordination activities.

2. Immediate objective 2: Strengthen national capacity to apply modern concepts of lowlands management.

Outputs
2.1. Output 1: A nucleus of trained extension staff, farmers and farmers' representatives, and village and district land authorities in order to replicate the expansion of modern concepts of lowlands development and planning.

Activities
2.1.1 Activity 1: Provide training lectures on modern approaches to lowlands evaluation and land use training.
2.1.2 Activity 2: Organize national and local level workshops on lowlands management.

Data Needs:

Institutional responsibilities for land (in particular lowlands) management at central, provincial and district level.
Indicators of weaknesses in the management of lowlands.
Number of workshops held.
Number of staff/farmers/other stakeholders trained in land use matters.
Names and types of manuals or reports prepared.

Data Sources:

Ministry of Agriculture/Department of Land Resources (central and district level)/Legal Department/ Extension Service
FAO Technical Division concerned

E. INPUTS

The inputs to be provided to carry out planned activities (goods, services, personnel, vehicles, equipment) must be sufficient to produce the project outputs and to achieve the stated objectives. The description should specify: (i) international and national consultants (specialization and duration), equipment (quantity and specification), fellowships and study tours (field and duration of study) etc. and (ii) purpose for which provided. The timing and sequencing of inputs should be shown in the work plan annexed, together with a detailed description of inputs that are to be used.

Data Needs:

Details on goods (type and quantity), services (nature and length of period), personnel (specialization and duration), vehicles (type and quantity), equipment (quantity and specification) - See also Section I. "Budget".

Data Sources:

Ministry of Agriculture/Department of Land Resources

F. RISKS

Risks are generally interpreted in terms of the negative effects of unexpected events. Some mention needs to be made of the probability of the risks occurring, the effects if they do occur, and how the project has been designed to mitigate such risks.

Data Needs:

Examples of events that negatively-effected projects in the past and information on corrective measures taken at the time.

Data Sources:

Ministry of Agriculture/Department of Land Resources
Office of FAO Representative
FAO Technical Division concerned

G. PRIOR OBLIGATIONS AND PRE-REQUISITES

Describe actions to be taken by the Government for commencing the project (prior obligation) and to facilitate implementation. Discuss actions which do not effect commencement but which can cause serious disruption during implementation (pre-requisites). Actions necessary for starting up the project and ensure a smooth implementation are examples of significant actions that the Government should commit to and effect, prior to the project being funded or signed by the donor or implementing agency. If these obligations cannot be reasonably met by Government prior to commencement of the project, they can be included in the outputs, activities and inputs of the project.

Data Needs:

List of relevant policy documents and laws.

Data Sources:

Ministry of Agriculture/Department of Land Resources
Legal Department

H. PROJECT REPORTING, REVIEWS AND EVALUATION

Project monitoring and evaluation requirements are subject of discussion with the concerned donor and may vary according to budget size and donor requirements. The arrangements should conform, to the extent possible, to the general Monitoring and Evaluation Systems appropriate for FAO Trust Fund projects, as outlined in the "Guidelines for Project Formulation for Trust Fund Projects".

Data Needs:

Actual implementation of activities as compared to the work plan.
Identification of specific problems and constraints.
Project expenditures.
Recommendations for corrective measures that may be required.

Data Sources:

Project records/Project staff
Records from the Agricultural Extension Service and regional/provincial/local government
On-going participatory monitoring
Ministry of Agriculture/Department of Land Resources

I. BUDGET (PLAN OF EXPENDITURE)

Line items and formats vary with the Trust Fund Donor. Typically, a distinction is made between:

(i) Government Contribution in Kind (estimated in local currency)

Personnel
Travel
Miscellaneous/General Operating Expenses
Equipment
Premises
Training, and

(ii) Donor Contribution (estimated in US$)

Personnel
Office Travel
Contractual Services
Supplies and Materials
Furniture and Equipment
Acquisition and Improvement of Premises
Training, Fellowships, Grants and Contributions.

Data Needs:

Personnel (number of person-months and unit costs for national professional and support staff, and for international and national consultant).
Travel (number, itinerary and traveller specifications.
Cost of domestic and international travel, including DSA.
Miscellaneous/general operating expenses (a fixed rate).
Contractual services (details, duration).
Equipment (quantity and unit cost; see also list of equipment in Annex III).
Supplies and Materials (quantities and per unit cost of stationery and supplies).
Premises (description of location and current state).
Training (training needs by categories, numbers, levels, discipline, location, and cost per unit).
FAO support cost (fixed rate, which varies by type of project).

Data Sources:

Team Leader
Ministry of Agriculture/Department of Land Resources
Office of FAO Representative
UNDP
Suppliers of equipment
Travel agents

J. ANNEXES

I. Work Plan
II. Training Programme (if required)
III. Equipment/Supplies (if required)
IV. Job Descriptions (if required)
V. Logical Framework Matrix (if required)

Annex I. Work Plan

The detailed work plan, prepared by the project formulators for the entire project duration, is to show how, with the budgeted resources, project activities are to be implemented and outputs produced. For each significant activity the work plan should show the timeframe, the unit responsible and the major inputs required. The work plan is updated every year.

The work plan should be presented under the form of a timetable (bar chart), sufficiently specific to serve as a practical guide for the national experts and consultants on what activity should be carried out by who and when.

An important aspect is to define the linkages between activities which condition the overall implementation (ex. either Activity B cannot start before Activity A ends, or Activities A and B are independent).

In addition the work plan should serve as an instrument for monitoring project implementation and achievement for both the Government and FAO.

Data Needs:

Details listing of activities.
Phasing/timeframe of project activities; time estimate and logical sequence of the major project activities and input needs; linkages between activities.
Indication of responsibilities for individual project activities.
Indication of institutional responsibilities for project implementation.
Project reporting, reviews and evaluation requirements.

Data Sources:

Main body of project document
Ministry of Agriculture/Department of Land Resources
Ministry of Planning
Team Leader and Project staff
FAO Technical Division concerned

Annex II. Training Programme

This Annex is required when substantial or complex training programmes are involved. There is no fixed format for this Annex which may be drawn to whatever level of detail is needed for the project; nature and timing/duration of the intended training (workshops, seminars, fellowships, study tours).

Data Needs:

Detailed quantitative estimates of training needs, numbers, level, subject location, duration, cost estimates.

Data Sources:

Team Leader
Ministry of Agriculture/Department of Land Resources
FAO Technical Division concerned

Annex III. Equipment/Supplies

This Annex is required only in projects where the cost of equipment and supplies represent more than 10 percent of the total project cost.

Data Needs:

Nature and specification, quantity and unit cost of individual items.

Data Sources:

Assessment of availability and needs
Donors requirements
Ministry of Agriculture/Department of Land Resources
Team Leader
Local suppliers
On-going development projects
Office of FAO Representative concerned

Annex IV. Job Descriptions

This Annex should provide detailed Terms of Reference/job descriptions for international and/or national experts that would be involved in the project.

Data Needs:

Detailed listing of project personnel, indicating expertise required, location and duration of assignment.

Data Sources:

Ministry of Agriculture/Department of Land Resources
Team Leader
FAO Technical Division concerned

Annex V. Logical Framework Matrix

A useful planning, verification and document writing tool. The matrix should be prepared early in the formulation process and modified as and when need arises. Completing the matrix forces the writer to write concisely and logically when formulating objectives, critically defining indicators of achievement and the means of verification, and discussing assumptions about carrying out the activities.

Data Needs:

See Section C. "Immediate Objective(s), Outputs and Activities"; plus indicators of achievement, means of verification and assumptions for each these levels of the project hierarchy.

Data Sources:

Project request, project concept and project rationale-justification
Ministry of Agriculture/Department of Land Resources.