NORMATIVE FRAMEWORK

TCP PROJECT FORMAT

"Crop and Food Supply Assessment Missions (CFSAM)"

I. PROJECT SUMMARY

This is a concise statement of the results stemming from the problem statement (below) that are expected by the end of the project.

Data Needs:

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

Data Sources:

• Individual sections of project report

II. BACKGROUND AND JUSTIFICATION

Identify the problem for which assistance is requested and provide evidence that TCP criteria that govern eligibility for TCP funding are met. Text should cover the following issues:

• state the precise nature of the problem/emergency;
• specify when the problem/emergency started;
• state the food security implications for the country and affected populations;
• describe local assessments of the implications, if any;
• describe actions that the Government has initiated to mitigate the problem/emergency; and
• state why TCP (emergency) assistance is needed and cannot be met from other sources.

Data Needs:

• Geographic extent of the problem/emergency.
• Importance of the affected area in terms of agricultural production.
• Estimated effect on agricultural production.
• Likely effect on the overall food supply situation.
• Likely number of people affected.

Data Sources:

• Ministry of Agriculture
• National Statistics Office
• National Relief Agencies
• Bilateral donors and Non-Governmental Organizations (NGOs)
• Farmers and traders

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 objectives for CFSAM usually include:

• assess the impact of the emergency on the agricultural sector (crops, livestock, etc.);
• identify areas affected by food shortages;
• estimate cereal output in the current crop/marketing year;
• estimate cereal stocks and utilization needs in the crop/marketing year;
• estimate cereal import requirements;
• estimate the country's capacity to import commercially in the crop/marketing year;
• estimate the cereal deficit based on supply demand analysis;
• estimate the need for food aid, if any;
• prepare a cereal supply/demand balance for the crop/marketing year;
• assess the adequacy of Government measures to cope with the consequences of an emergency and briefly identify emergency/ rehabilitation projects;
• estimate short-term agricultural input requirements (mainly seeds) and formulate emergency interventions for immediate agricultural rehabilitation for missions with TCOR;
• identify technical specifications of inputs to be provided;
• brief the representatives of the international donor community on the findings of the assessment with a view to mobilizing food, feed and other necessary assistance; and
• issue a joint FAO/World Food Programme (WFP) Special Report.

Data Needs:

• Estimates of food crops area, yield, output.
• Estimates of available grain stocks.
• Estimates of population.
• Estimates of food, feed and seed use of grains.
• Estimates of losses and other uses of grains.
• Food prices and trends.
• Estimates of grain imports and exports.
• Estimates of key macro-economic indicators of the country.

Data Sources:

• Ministry of Agriculture
• National Statistics Offices
• National relief Agencies
• UN and bilateral agencies
• NGOs
• Farmers and traders

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).

• Joint FAO/WFP Special Reports or Alerts issued to the international community.
• Briefing to Government agencies, donors and international media.
• Where assessed, on the basis of the reports, Emergency Operations (EMOPs) are normally prepared by WFP for emergency food assistance. If the value of food assistance in the EMOP is greater than US$3 million, it has to be jointly approved by the Executive Director of WFP and the Director General of FAO.

Data Needs:

• Substantive reports, documents prepared.

Data Sources:

• Ministry of Agriculture
• National Statistics Office
• National Relief Agencies
• UN and bilateral agencies
• NGOs
• Farmers and traders

V. WORK PLAN

Provide 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.

Missions should work closely with the Ministry of Agriculture and other government agencies with an initial period spent in the capital to review available information and discuss food production and supply activities with government officials and donor representatives concerned. Following this, travel is undertaken to selected areas affected by emergencies to assess the overall situation. After completing in-country assessments, a debriefing is normally provided to Government and donor representatives.

Once mission reports are cleared by Headquarters, a joint FAO/WFP Special Report or Alert is issued to the international community.

Data Needs:

• List of project activities, their logical sequence and likely duration.

Data Sources:

• Ministry of Agriculture/National Statistics Office
• National Relief Agencies
• UN and bilateral agencies
• NGOs
• Farmers and traders

VI. CAPACITY BUILDING

A paragraph describing how the TCP assistance is expected to enhance the capacity of the national organizations/units responsible for food information and early warning to conduct future assessments and how the use of international and national consultants and experts will contribute to building capacity in the national institutions.

Data Needs:

• Number of staff and/or consultants involved.

Data Sources:

• Ministry of Agriculture/National Statistics Office/National Relief Agencies

VII. INPUTS TO BE PROVIDED BY FAO

FAO normally provides an agricultural economist (team leader), an agronomist, technical backstopping by a member of staff and, where appropriate, TCDC experts and national consultants.

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.

a) Personnel services

Technical services of international and/or national experts/consultants

- International consultants/experts

- FAO Advisory Technical Services (ATS)

- National experts and consultants

- International expertise under Partnership Programmes (i.e. TCDC/TCCT or Retired experts and consultants)

- Administrative support

- Supervisory Technical Services (STS)

Priority and preference should be given to the employment of competent experts under the TCDC/TCCT programmes in countries that have signed these agreements. There are specific limits to the use of international expertise at UN rates. Project drafters are advised to consult with the TCP Unit before preparing the staffing inputs and budgets.

b) Official travel

c) Contracts, Letters of Agreements or Contractual Service Agreements

d) General operating expenses (GOE)

e) Materials, supplies and equipment:

- Materials and supplies

- Equipment

f) Direct operating cost (DOC)

g) Training:

- Study tours

- In-country workshops

- Fellowships and academic training

- Young Professionals for on-the-job training

Data Needs:

• Number, type and cost of each input (numbers of staff participating, of items, internal trips, cost per day, DSA rate, monthly consultant rate, etc.).

Data Sources:

• FAO
• WFP
• Travel agents

VIII. REPORTING

A joint FAO/WFP Special Report or Alert is issued to the international community. Based on the report, ESC will prepare a terminal letter for submission to the Government.

Data Needs:

• Findings and facts relevant to CFSAM.

Data Sources:

• Mission records
• Mission members
• Ministry of Agriculture
• National Relief Agencies
• Bilateral Agencies
• NGOs
• Farmers and traders, etc.

IX. GOVERNMENT CONTRIBUTION AND SUPPORTING ARRANGEMENTS

The government provides access to key ministries and departments for data collection, briefings and discussion of the emergency. Government officials accompany the mission to key areas affected by the emergency and food shortages.

Data Needs:

• Government contribution in terms of personnel, facilities, and translation/interpretation facilities/expertise.

Data Sources:

• Ministry of Agriculture
• National Relief Agencies

X. PROJECT BUDGET

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

Data Needs:

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

Data Sources:

• National Executing/Collaborating Institutions
• FAO
• Travel agents

XI. ATTACHMENTS TO PROJECT AGREEMENT

• Description of Advisory Technical Services and Supervisory Technical Services.
• Terms of reference including description of required qualifications for each international and national consultant/expert and where appropriate for the National Project Coordinator.

Data Needs:

• Quantitative estimates and descriptions/specifications as relevant to the above attachment.
• Terms of Reference (TOR) for each national and international consultants, including FAO technical staff members contributing to the project need to describe precise, time-bound activities and outputs expected.

Data Sources:

• National Executing/Collaborating Institutions
• FAO