NORMATIVE FRAMEWORK

TCP PROJECT FORMAT

"Strengthening Forest Fire Management"

I. PROJECT SUMMARY

This project aims to develop an effective infrastructure for fire management and to increase country capability through training programmes and involvement of local communities. The anticipated results from implementation of this proposal will be a coordinated approach to forest fire management within the framework of a participatory forest management programme through the reduction in number of human-caused fires in high risk areas Improved planning and coordination for disaster response and mitigation will be an integral component of this proposal if appropriate.

Data Needs

Main features of the project with emphasis on expected outcomes.

Data Sources

Individual sections of project report

II. BACKGROUND AND JUSTIFICATION

"This section will contain the background to the request and a brief description of the specific problem, highlighting its causes and effects, in the particular sector or subsector in which the project will be placed. It should specifically explain the sector's importance, the critical gap to be filled and the urgency of the problem to be solved in the context of the relevant Government's sector and subsector strategy and policy. It should also explain the consequences caused by non-action on this specific problem, and outline how the assistance requested will be utilized to fill a particularly urgent need which cannot be met from other sources. Mention should be made of other related activities supported by the Government or by other assistance agencies.

The justification should highlight the follow-up action expected after completion of the project and the expected project's catalytic role in connection with the Government's development efforts. It should, in particular, clarify how the Government intends to ensure realization of the planned project results in a sustainable manner, and the extent to which this will depend on national budgetary or policy decisions or funding decisions by other donors." (TCP Guidelines)

The following questions should contribute to this section:

- What are the institutions dealing with the problem to be solved, their present staffing, and their means of work? What is the main problem they are facing: lack of capacity, lack of means, other? What are their current constraints which prevent them from addressing directly the problem, without FAO support?
- How urgently is action needed? What would happen if action was not taken?
- What is the critical expertise gap that FAO would fill in?
- How would a catalytic effect be obtained?
- What is the priority attached to this request by the Government? How sustainable could be the activities proposed? What is the Government commitment to cover for recurrent and further investment costs of the institutions concerned? Are other donors committed for follow-up actions?
- How do the proposed activities complement other actions funded by the Government and/or other donors?

Data Needs

Description of the forest sector and socio-economic relevance, including details on forest cover.
Area of natural and planted forest.
Location of the forests and economic and ecological importance.
Approximation of how many cubic meters of wood are logged annually, and how much forest products contribute to the country's GAP.
Estimate of the extent of forests affected by fires, species of tree and the season.
Quantify losses due to wildfire (human lives, herds, flocks and crops) as a significant fraction of the total GNP of the country.
Indication of how the lifestyle and economy of communities relying on forest products and timber production are affected by forest fires.
Are local communities in the forested areas directly affected as they rely on fuelwood availability and lumber production?
Causes of fires where known.
Any relevant fire statistics for the preceding 5-10 years.
Any pattern emerging about the incidence and extent of fires.
Existing infrastructure for prevention and mitigation of forest fires.
Accessibility of the forests; i.e. forest roads, mountain relief pattern.
Any extremes of climate recorded in last few years contributing to forest fires.
Any policy or local regulations or laws concerned with forest fire management.

Data Sources

Ministry of Environment/Forestry/Agriculture
Meteorological Institutes
Geographic Information System ( where available)
State Civil Defense or other organization dealing with national emergencies
Universities
NGO's
Other international agencies, including other UN organizations

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 overall development objective of this assistance would be to achieve effective protection of the forests and trees outside forests thus ultimately protecting national and community interests in the forests. These objectives can be achieved through the main steps in development of a fire management plan including:

- National fire and land-use policy planning
- Fire prevention through public participation and education
- Development and implementation of a structured emergency incident management system for disaster response
- Development of a Fire Risk Assessment and Danger Rating System and database of information
- National capacity building.

Thus depending on the situation in-country, the objectives of the assistance could be as follows:

- to reduce the number of human-caused fires in high-risk areas, to improve skills in organizing disaster management, to improve planning and coordination for disaster response, to increase public involvement and interest in fire prevention, and to increase fire suppression effectiveness and safety.

Data Needs

Quantitative indicators on extent and severity of fires.
Existing land use and fire management policies.
Existing infrastructure for disaster management, especially forest fires.

Data Sources

Ministry of Environment/Forestry/Agriculture
Military where applicable (if involved in disaster intervention)

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)

1. Forest fire management plan developed:
- existing forest fire prevention and control systems evaluated
- recommendations for upgrading equipment, including meteorological equipment
- methodologies and strategies for forest fire prevention and control made
- a structured emergency incident management system developed
- fire danger rating system and database of fire information operational
- public awareness educational programmes developed.

2. Training of trainers courses carried out, and training of government staff and of local communities:
- on-site training in data collection and input carried out
- forestry management staff and policy-makers trained in all aspects of forest fire management
- participatory involvement for fire prevention.

3. Cross-sectoral policy issues affecting forest fires identified and solutions proposed to correct them.

Data Needs

Training needs assessment and level of training required.
Number of personnel to be trained.
Availability and condition of equipment for fire suppression activity, information and data collection.
Condition and number of existing fire prevention equipment, including fire towers.
Effectiveness of awareness campaigns with local communities.
Interviews with local communities.
Names and types of manuals or reports prepared.

Data Sources

Ministry of Environment/Forestry/Agriculture

V. WORK PLAN

A timetable, sufficiently specific to serve as a practical guide for the National Project Coordinator, selected by the Government, the national experts and consultants on what activity should be carried out at what time, what place and be implemented by whom.

The timetable and any accompanying narrative should also serve as an instrument for monitoring project implementation and achievement for both the Government and FAO.

Preferably, the work plan should be prepared by the TCDC/international consultants in close consultation with the National Project Coordinator and FAO Technical Officer. Adjustments can be made during the life of the TCP to take into account any dynamic processes that may occur.

The work plan may contain some of the following components of a fire management plan:

1. Assistance in the Development of Land Use and Fire Management Policy
- Identify policy aspects that significantly affect forest fires.
- Appraise existing fire policy and overall strategy.
- Make proposals for policy on the basis of the analysis provided through implementation of the project.
- Prepare a forest fire management plan.
- Propose modifications /revisions /updating of policy issues which affect forest fires.

2. Development of a Fire Prevention and Public Education Programme
- Produce information exchange through a participatory approach related to fire prevention (understanding and avoidance) for populations in rural and urban areas.
- The project team will collect and analyze the existing materials related to forest fire prevention. Proposals will be elaborated and discussed for improvement. Causes of fire and definition of prevention strategies (information packages targeted to rural and urban people) will be assessed.
- Fire awareness campaign and participatory training courses will be initiated in local communities.
- Local government and community institutions will be involved in developing fire-fighting procedures including designation of focal points.
- Directives/measures for fuel management will be assessed. The project team will check existing practices of fuel management and land clearance, and if needed, propose new directives and measures.

3. Assistance in the Development and Implementation of a Structured Emergency Incident Management System for Disaster Response
- Evaluate existing infrastructure and equipment related to fire monitoring, detection, suppression and assess their condition.
- Assess overall capacity of the national forest fire fighting system and make recommendations for an operational unit to be coordinated through fire operations center.
- Determine the existing communication material and need for human resources development.
- Improvement of the existing national measures and strategies will be made through establishment of the appropriate infrastructure, procurement of equipment and the introduction of new methodologies and approaches to fire monitoring and detection.

4. Development of a Fire Risk Assessment and Danger Rating System, and Database on Fire Information
- Assess the existing forest fire information system (data collection, storage, analysis and application) and proposals for the improvement and the standardization of fire data collection and processing. Provision of suitable equipment when needed.
- Development of a risk assessment and danger rating system on fire through data analysis.

5. National Capacity Building
- Specific in-country training courses, workshops or specialist study tours (for up to two persons only) will be offered according to the country's perceived requirements and may include:
- data input and analysis
- fire prevention, detection and fire safety
- participatory approaches in forest fire prevention and control.

Data Needs

Estimate and logical sequence of the major project activities and input needs related to time.
Fire season and availability of resources during the year.

Data Sources

Ministry of Environment /Forestry/Agriculture

VI. CAPACITY BUILDING

A paragraph describing how TCP assistance is expected to enhance the capacity of national forestry personnel and local communities to respond to protection of the forests. It should include details of how the use of such experts will contribute to capacity building in the national institution/country.

As a result of this project, the national capacity and capability for fire prevention will be strengthened. The capacity of the community to protect their forest resource through education and training in fire prevention programmes will be increased.

This project aims at strengthening national capacity for effective emergency fire prevention and management which will have far reaching effects on the local community and on the economy of the country. An infrastructure for coordinating fire management strategies will be built into the existing forest management structures including forest fire forecasting which will result in the improvement of forest production.

Forestry personnel will be trained in aspects of fire management, which will provide a core of trained personnel. It is anticipated that an awareness campaign based on participatory approach with local communities will generate goodwill between the public sector (Government Departments) and the local communities and will result in positive cooperation in the fields of fire detection, prevention, and suppression.

A National Project Coordinator will be selected for the project and will have responsibility to work with and coordinate the team comprising three national consultants, two international consultants, forestry officers and technicians.

Data Needs

Numerical data on the number of persons trained during the TCP.

Data Sources

Ministry of Environment /Forestry/Agriculture

VII. INPUTS TO BE PROVIDED BY FAO

See TCP Guidelines, Annex 1, pages iii to vi.

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.

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
UNDP
Local suppliers

VIII. REPORTING

See TCP Guidelines.

Periodic 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.

Each national and international consultant will prepare a technical report at the end of his/her assignment covering findings, conclusions and recommendations according to FAO standards and in collaboration with the National Project Coordinator. These reports will serve as the basis for preparing the project Terminal Statement, the writer for which must be specified. One year after completion of the project, the Government will prepare a report documenting follow-up actions from the project.

Data Needs

Training manuals in all aspects of fire management, including safety (to be prepared by consultants).
Findings and facts relevant to the existing fire management system, and recommendations of improvement.
Database and information system operational, and appropriate training manuals prepared.
Fire danger rating system ( if appropriate).
Consultant's itinerary, persons met, terms of reference, lists of equipment, etc.
Materials for awareness campaigns.

Data Sources

Project records
Project staff
Records from forestry authorities concerned with forest fire
Ministry of Environment/Forestry/Agriculture

IX. GOVERNMENT CONTRIBUTION AND SUPPORTING ARRANGEMENTS

This paragraph needs to clearly set out: (i) the resources to be contributed by Government; (ii) designation of Government responsibility for arranging for duty-free customs clearance, full access to laboratories and their test results, and access to the field - which may be under provincial or district authority. All need to be included in this section as they might apply.

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).

Data Needs

Government contribution in terms of cash, personnel time, facilities, vehicles, laboratories, building and office space (for workshops and other), secretarial and translation/interpretation expertise.

Data Sources

Ministry of Environment /Forestry/Agriculture

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

Team Leader, plus national and international project staff
FAO
UNDP
Equipment suppliers
Travel agents

XI. ATTACHMENTS TO PROJECT AGREEMENT

1. Description of the training programme.
2. Description of Advisory Technical Services and Supervisory Technical Services.
3. Description of services to be provided under contracts.
4. Itemized list of equipment.
5. Itemized list of materials and supplies.
6. 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 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.

Data Sources

Team Leader, plus national and international project staff
Ministry of Environment/Forestry/Agriculture