NORMATIVE FRAMEWORK

TCP PROJECT FORMAT

"Technical Assistance to Support the Development of a National Food Insecurity and Vulnerability Mapping System"

I. PROJECT SUMMARY

This is a comprehensive description of the problem statement (below) that provides the justification for the project and the expected outcomes and results at the end of the project.

• Main features of the project with emphasis on expected outcomes.

• Individual sections of project report

II. BACKGROUND AND JUSTIFICATION

Identify the problem for which assistance is requested and provide evidence that TCP criteria, which govern eligibility for TCP funding, are met. Text could include the following:

- Paragraph on mandate of 1996 World Food Summit.
- Paragraph on the status of food security and vulnerability in the country, describing the principal underlying causes of food insecurity and vulnerability, the population groups mostly affected, where they are located and the dimension and urgency of the problem.
- Paragraph on possible links with the national FIVIMS initiative to other actions related to integrated and coordinated follow-up to major Summits and Conferences. This paragraph needs to elaborate the links and relevance of various food and nutrition related follow-up activities, in particular at the national level.
- Paragraph on actions already taken.
- Paragraph on the need for TCP assistance (urgency and skill gaps to be addressed) and how it fits into government development plans and strategy; formulation of the need for pertinent information to generate urgent solutions for the food insecure and vulnerable groups in the country; if a follow-up project is to be formulated as part of the TCP input, mention also the potential catalytic effects of the project.

• Food security, vulnerability and nutrition indicators.
  
• Description of the socio-economic groups/areas most vulnerable to food insecurity.
  
• Description of available data and information in the country that are relevant to FIVIMS and identification of major gaps.
  
• Description of the institutional setting in which FIVIMS is going to operate, including an identification of key participating organizations.
  
• Description of action already undertaken or planned and how FIVIMS will contribute or relate to them.

• National and sub-national statistics, surveys and reports
  
• Literature review
  
• Inventory of existing information sources through interviews and reports
  
• Stakeholders analysis
  
• Initial workshop or brainstorming meeting with key informants
  
• Project and programme reports

III. OBJECTIVES OF THE ASSISTANCE

"This section will state briefly but in specific terms, the particular objective(s) which the project is expected to achieve. The project objective is defined as a specific aim to be achieved and formulated as the expected future improved situation after the successful completion of the project. The statement should be drafted wherever possible in terms permitting subsequent verification of project accomplishments." (TCP Guidelines)

The long-term development objective of the project is to reduce, and subsequently eliminate, food insecurity and vulnerability in the country, through the provision of up-to-date food security information compiled by an established national FIVIMS, to support policy development and programmes dealing with both transitory and chronic food insecurity.

The immediate objectives of the assistance are:

- (i) To develop a systematic and integrated approach for producing geo-referenced information about areas and populations in the country that are affected by, or at risk of, food insecurity and malnutrition, and regularly transmit this information to decision-makers for their effective use in making decisions for the reduction of food insecurity and malnutrition.
- (ii) To strengthen the technical and managerial capacity of national and local FIVIMS partners to support the data analysis, integration, and dissemination systems required for a responsive and operational FIVIMS.
- (iii) To improve the analytical capabilities of national and local FIVIMS partners to monitor short-and long-term changes in food insecurity and vulnerability.

• Food security measurements: prevalence and number of undernourished, nutrition status.
  
• Information products produced and their quality, timeliness and effectiveness.
  
• Use of produced information by decision-makers and their satisfaction rating.
  
• Food security programmes directed at the most vulnerable groups/areas as a consequence of information produced by the FIVIMS system.

• National statistics, FAO aggregate estimates
  
• Progress and evaluation reports
  
• Questionnaires and interviews with key decision-makers
  
• Policy papers and national plan of action

IV. PROJECT OUTPUTS (RESULTS)

"Outputs (results) to be defined in this section, are the specific products of activities undertaken, the combined use of which by project beneficiaries will achieve the objective of the project, provided assumptions about external factors are correct. They should be defined in terms that permit their verification in quantity, quality and time, and should be consistent with the project objective and design, and provide the basis for the elaboration of a clear, detailed work plan." (TCP Guidelines)

According to actions already taken and according to the situation in the country outputs can consist of a combination of the ones listed below. This list should be reviewed and outputs should be selected according to actual need. However, at the end of the process, there should be in place a national FIVIMS, i.e. a system or network of systems that meets the following seven system characteristics:

1. Provides national coverage of food security questions;
2. Is "owned" or supported by the major public and private stakeholders in the country, either national or international;
3. In both transitory and chronic situations, can provide some answer to the basic questions: who is food insecure, where are they located, and why are they in this condition?
4. Consistent with the FIVIMS conceptual framework, provides "coordinated cross-sectoral coverage" of all the major dimensions of nationally-defined food insecurity problems;
5. Produces "information products" that are used in action programmes to reduce food insecurity and vulnerability by providing useful information to those who make decisions affecting resource allocation;
6. Information provided is up-to-date and of sufficient quality to allow effective actions to be taken at the appropriate time; and
7. Monitors progress towards the meeting of goals of World Food Summit and other national and international food security, poverty-reduction, or quality of life commitments (at least implicitly).

OUTPUTS:

Output 1 - Widespread awareness of food security issues generated and potential value of FIVIMS in the specific country context clearly understood by all stakeholders.

Output 2 - A baseline food insecurity and vulnerability assessment that provides a clear identification, location, enumeration and characterization of vulnerable and food insecure population groups.

Output 3 - An integrated database and management system or system network for easy storage/retrieval, analysis and monitoring of selected key food security and vulnerability indicators.

Output 4 - A FIVIMS coordination unit established and located in a suitable ministry or institution and a national network of data providers and information users established, or an existing system adapted, that will share their datasets in exchange for access to the national FIVIMS database and analytical products.

Output 5 - A series of monitoring and assessment reports providing information on food insecurity and vulnerability at regular intervals.

Output 6 - Improved data collection, analysis and dissemination of information products that meet user needs.

Output 7 - a series of evaluation studies on the impacts of policies and programmes on reducing food insecurity and vulnerability and a series of feasibility studies providing comparative information on alternative policy options and interventions.

• X number of FIVIMS presentations held at high-level meetings.
  
• X number of FIVIMS workshops organized and attended by key representatives of national and international institutions.
  
• Promotional material (posters, brochures, guidelines, presentations) developed and disseminated.
  
• Base-line vulnerability profiling report produced within the first X months of the project.
  
• Integrated database system or network developed and operational at end of project.
  
• FIVIMS coordination unit established and operational at end of project.
  
• X number of monitoring reports/bulletins/updates produced per month/year/quarter.
  
• X number of sub-national food security and vulnerability assessment reports produced focusing on the most vulnerable areas/groups.
  
• X number of evaluation/feasibility studies undertaken.

• Project progress reports
  
• proceedings of meetings and workshops
  
• Major public and private stakeholders
  
• Ministries concerned
  
• Project personnel

V. WORK PLAN

A work plan, sufficiently specific to serve as a practical guide for the project staff on what activities should be carried out and in what sequence.

The work plan and any accompanying narrative should also serve as an instrument for monitoring project implementation and achievement for both the Government and FAO. Work plans are regularly updated as part of project implementation.

The activities should be supplemented by a timetable showing scheduling and duration of each activity. A list of possible activities organized per output is provided below.

Output 1 - Widespread awareness of food security issues generated and potential value of FIVIMS in the specific country context clearly understood by all stakeholders.

a) Formation of ACC Thematic Group on Rural Development and Food Security
b) Selection of FIVIMS as a priority area by Thematic Group.
c) Identifications of organizations/networks with experience in related activities (e.g. EWS, food aid, assistance to chronically vulnerable areas).
d) Disseminate FIVIMS guidelines and start-up materials, and obtain consensus on their applicability, with appropriate adaptations to country-specific circumstances.
e) Plan and conduct a series of awareness seminars for all potential FIVIMS partners at national and sub-national level.
f) Elaborate on possible links of national FIVIMS initiative to other actions relating to integrated and coordinated follow-up to major Summits and Conferences.
g) Designation of one or more focal points.
h) Designation or formation of national steering committee for FIVIMS.
i) Inventory of existing information systems and methodologies and identification of information gaps.
j) Preliminary selection of key indicators relevant to food security and nutritional status and appropriate data collection mechanism.
k) Identify existing information systems and institutional structures in the country, what is being done about it by whom and how.
l) Develop with all concerned institutions and organizations a multi-track communication structure and a work programme.

Output 2 - A baseline food insecurity and vulnerability assessment that provides a clear identification, location, enumeration and characterization of vulnerable and food insecure population groups.

a) Profiling the national level situation of food security in all its relevant aspects.
b) Using existing data, combined with RRA and light surveys as required, determine the size and location of food insecure and vulnerable groups more precisely, and collect information needed to complete a profile for each group.
c) Produce a profile for each vulnerable group, giving its characteristics and the causes of their vulnerability and malnutrition problems.
d) Produce a countrywide map showing the size and location of each vulnerable group in relation to geo-referenced information about underlying causal factors.
e) Reach consensus about food security problems.
f) Provide a justifiable number of food insecure people.

Output 3 - An integrated database and management system or system network established for easy storage/retrieval, analysis and monitoring of selected key food security and vulnerability indicators.

a) Explore thoroughly information needs of users of food security and nutrition information
b) Select key indicators to be monitored and define information products to be generated to meet users needs.
c) Review the existing data collection and monitoring systems together with the concerned institutions and organizations in terms of their usefulness for the FIVIMS exercise
d) Identify adaptations needed in existing information systems and databases to meet FIVIMS needs.

Output 4 - A FIVIMS coordination unit established and located in a suitable ministry or institution and a national network of data providers and information users established, or an existing system adapted, that will share their datasets in exchange for access to the national FIVIMS database and analytical products.

a) Identify existing multisectorial committees dealing with issues related to food security and nutrition in order to assess the possibility and feasibility for utilizing the existing institutional set-up in countries.
b) Identify the institutional responsibilities for FIVIMS.
c) Elaborate together with concerned institutions and organizations a possible set-up for FIVIMS institutionally.
d) Elaborate a sustainable financial set-up for the institutional arrangement.

Output 5 - A series of monitoring and assessment reports providing information on food insecurity and vulnerability at regular intervals.

a) Based on user needs, develop appropriate information product, such as bulletins or monthly briefs that reports on the food security, nutrition and vulnerability situation at frequent intervals.
b) Produce food insecurity, vulnerability and poverty maps providing easy and quick reference to the geographical distribution of the undernourishment and poverty in the country. Update at regular intervals.
c) Based on the baseline assessment determine which areas/population groups require a more detailed assessment on a priority basis.
d) Undertake a sub-national assessment based on available data complemented by primary data collection activities if necessary.
e) Compile assessment reports highlighting problem areas and recommending action programmes improving food security.

Output 6 - Improved data collection, analysis and dissemination of information products that meet user needs through.

a) Train relevant organizations and people in all techniques needed to maintain the national FIVIMS.
b) Establish capacity for decentralized management of data collection, first-round analysis and local circulation of FIVIMS products.
c) Assure a sustainable capacity to interpret the provided information correctly.
d) Develop an integrated database to consolidate information from different sources, and a dissemination strategy for FIVIMS information.

Output 7 - a series of evaluation studies on the impacts of policies and programmes on reducing food insecurity and vulnerability and a series of feasibility studies providing comparative information on alternative policy options and interventions.

a) Evaluate current policy and programmes in the area of food security.
b) Prepare and undertake feasibility studies.
c) Prepare policy options for decision-makers.

• List of activities supplemented by a timetable showing scheduling, resource requirements and duration of each planned activity.

• National executing/collaborating institutions
  
• Budget expenses

VI. CAPACITY BUILDING

A paragraph describing how the TCP assistance is expected to enhance the capacity of the organizations/units responsible for collecting, analyzing and disseminating data on food insecurity and vulnerability. It should include details of how the training activities and the use of international and national consultants and experts will contribute to building capacity in the national and sub-national institutions.

• X number of people trained in database management, mapping techniques, food security analysis.
  
• Quality and usefulness of the training.
  
• Data sharing arrangements in place.
  
• Timeliness and quality of information products produced.

• national executing/collaborating institutions
  
• training evaluation forms
  
• project progress reports

VII. INPUTS TO BE PROVIDED BY FAO

A concise description of each input under the respective numbered line items below. Sufficient detail on each budget line should be provided. The sum of related amounts of each sub-category under each line item should add up to the total for the line item. Materials and Supplies and Equipment line items should be detailed, item by item, in an annex. The number to be procured and estimated costs of each item need to be shown. Each training activity should be separately identified and costed with a brief description of the activity as well as details of location, duration and numbers of participants provided in the text or as an annex.

Personnel Services to be selected from (see TORs in separate file): (requirements should be based on a detailed assessment of existing national capacity and an identification of skill gaps):

- International Consultant specializing in food security and nutrition information systems/FIVIMS formulation/food and nutrition policies and programmes (XX p/m in XX missions)
- International Consultant specializing in Household food security/poverty or vulnerability assessment/ socio-economic survey techniques/use of participative methods, (XX p/m in XX missions)
- International Consultant specializing in design and methodology of integrated information systems/database management/use of geo-referenced mapping tools (XX p/m in XX missions)
- International Consultant (other subject matter specialists e.g. gender statistics, health statistics, market information, etc) (XX p/m in XX missions)
- National Consultant in Census/Survey Methodologies (up to 6 p/m in 2 assignments)
- National Consultant in Training/participative Communications/Participatory Methods (up to 4 p/m in one assignment)
- National Consultant in Data Processing and Use of Mapping Tools (up to 8 p/m in one assignment)
- National Consultant (other subject matter specialists as required) (XX p/m in XX missions)
- TCDT expertise (to be assessed by FAO)
- FAO Advisory Technical Services (to be assessed by FAO)
- FAO Field Visits (to be assessed by FAO)
- Local temporary support staff.

Official Travel: (up to US$XXX ) - For in-country travel for project staff.

General Operating Expenses: (up to US$XXX, including US$1 000 for the production of the Terminal Statement) - to cover all miscellaneous expenses.

Materials and supplies: (up to US$XXX) - to cover materials and supplies for training and for testing the census methodology (pilot census).

Equipment: Examples (justification for each item of equipment as well as cost estimate to be provided):

- Personal computer (PC) (US$XXX)
- Laser printer (US$XXX)
- Uninterruptable Power Supply UPS (US$XXX)
- Software (US$XXX)
- Plain paper copier (US$XXX)
- Scanners (US$XXX)
- Other equipment (US$XXX).

Training: (US$XXX) Examples (justification for each training activity as well as detailed cost estimate to be provided):

- Training on data collection and survey techniques
- Training on database management
- Training on interpretation and analysis of food security and nutrition information
- Training on use of GIS and mapping display tools (KIMS)
- Other specialized training
- Study tours to already established FIVIMS
- Two-day workshop to identify priority data to be collected for the vulnerable group profiles (30 participants max)
- Training of enumerators for (50 participants max)
- Training of trainers for (two weeks max).

Assistance with training of the national and local staff at central, regional and district levels on data entry, data processing, use of KIMS, product dissemination methods.

• Number, duration, type and cost of each input.

• FAO Representation
• Local suppliers
• FAO travel agency

VIII. REPORTING

See TCP Guidelines.

The indicators provided at the end of each section can be used for monitoring and evaluation purposes. Based on these indicators, Periodic, Technical and Mission reports are required for operational monitoring of projects so that technical and operating divisions of FAO can monitor the delivery and utilization of inputs. These reports give a TCP project the required flexibility to meet changing needs and are used to make decisions about project extensions and budget revisions. Technical reports add to the body of technical knowledge about specific diseases. A Terminal Statement is required to be prepared at the conclusion of the project.

It is essential that the project document specify who is to prepare these reports and at what intervals. This is particularly true for the Terminal Statement. If the writer of this document is not specified, the technical officer assumes this responsibility.

• Data on verifiable indicators listed at the end of each of the previous sections.
  
• Mission, backstopping and training reports.
  
• List of equipment purchased.
  
• Contracts and TORs.

• See sources identified above
  
• Project staff
  
• Project documents

IX. GOVERNMENT CONTRIBUTION AND SUPPORTING ARRANGEMENTS

This paragraph needs to clearly set out: (i) the National Institution responsible for project implementation and responsibilities of any cooperating institutions (ii) resources to be contributed by Government (iii) counterpart and field staff (iv) transport and allowances (v) designation of Government responsibility for arranging for duty-free customs clearance

See in particular TCP Guidelines, Annex I, page vii and the following excerpts:
Request must be accorded high priority by the Government, which must also ensure that the required local support facilities and services will be available and that follow-up action will be taken.

Requests must provide assurance of the fullest possible participation of the Government in project execution, through such means as the use of national institutions, personnel and resources. (Annex IVa, page i).

Each project should be supervised by a National Project Coordinator nominated and paid by the Government. National Project Professional Personnel or consultants recruited by FAO are fully accountable to the Organization and cannot be on the Government payroll at the time of their assignment. (page 10, par 46) They may not be recruited from the counterpart institution/cooperating agency. (Annex 1, page iv).

The Government will nominate a National Project Coordinator who will work fulltime for the project. The Government will further make available to the project the necessary counterpart and support staff, including field staff, to ensure the smooth implementation of the project.

The Government will make available suitable office space for staff and consultants and facilitate in-country travel of consultants and project staff. The Government will provide necessary facilities and equipment for the training components of the project.

Where necessary, the Government will provide translation and interpretation facilities.

• Government contribution in terms of cash, personnel time, facilities, vehicles, building and office space, secretarial and translation/interpretation facilities/expertise.
• Information on follow-up activities and support.

• Ministry records

X. PROJECT BUDGET

The project budget covering the FAO contribution is prepared by FAO, based on elements received from the requesting country.

• Numerical details on FAO contribution in US$ by budget line.

• National executing/collaborating agencies
• FAO travel agency
• Local suppliers

XI. ATTACHMENTS TO PROJECT AGREEMENT

1. Terms of Reference including description of required qualifications for each international and national consultant/expert and where appropriate for the National Project Coordinator.
2. Description of Advisory Technical Services and Supervisory Technical Services.
3. Description of services to be provided under contracts.
4. Description of the training programme.
5. Itemized list of equipment.
6. Itemized list of materials and supplies.

• Quantitative estimates and descriptions/specifications as relevant to the above attachment.
  
• Terms of Reference (TOR) for each national and international project staff member including FAO technical staff members contributing to the project.
  
• TORs for short-term staff inputs (weeks to several months) need to describe precise, time bound activities and outputs expected. Longer-term staff inputs should be more generally phrased to allow some flexibility and cover unforeseen occurrences.

• National Executing/Collaborating Institutions
• FAO travel agency
• Local suppliers.