NORMATIVE FRAMEWORK

TCP PROJECT FORMAT

"Addressing (new issue or priority)
in Agricultural Research"


I. PROJECT SUMMARY

This is a concise statement summarizing the problems for which assistance is requested, the project objectives, its main activities and results that are expected by the end of the project.

Data Needs:
  • Main features of the project, including its justification, objectives, major outputs and inputs, and the overall budget.

Data Sources:

  • Individual sections of project document


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 should cover the following issues:

- describe briefly the role of agriculture in the economy of the country concerned;
- state the Government's policies and strategies for the agricultural sector and related research needs;
- describe the National Agricultural Research System (NARS), including structure, organization and management;
- indicate the institutional responsibilities, linkages and funding mechanisms for agricultural research;
- indicate the role of agricultural research in agricultural development, poverty alleviation, food security and natural resources improvement and preservation;
- indicate major orientations and focus of agricultural research, past and present, and any changes that may be required;
- discuss constraints in national agricultural research;
- describe the primary target farming system or affected groups, with special reference to low-income groups or gender impact;
- describe linkages to and collaboration with national, regional and international research institutions;
- state why the assistance is particularly urgent and cannot be met from other sources;
- state why the TCP (emergency) assistance is needed and how it fits into Government development plans and strategy.

There should be a clear element of capacity building for national research planning and/or implementation. One paragraph should state how the Government and the Ministry(ies) in charge of Agricultural Research intend to build upon the technical assistance provided. That should include the long-term and sustainable advantage that is expected to result from the TCP assistance. The Government contribution to realizing this advantage should be described.

Data Needs:
  • Contribution of the agricultural sector to the GDP, to exports and employment.
  • Importance of individual subsectors (percent shares of crops, livestock, forestry and fisheries in the agricultural sector).
  • Roles of large-scale commercial and of smallholder production.
  • Key data/information on the existing agricultural research system (organization, physical, human and financial resources, major programmes, partnerships) and its linkages to extension, producers and consumers.
  • Government objectives for the NARS.
  • List of relevant national institutions (including universities and the private sector) and major research stations.
  • List of major ongoing research programmes/projects and available technologies.
Data Sources:
  • Ministry(ies) in charge of Agricultural Research
  • Ministry in charge of Planning/Finance
  • Ministry in charge of Commerce/Foreign Trade
  • Ministry in charge of Cooperation
  • Agricultural Research Organizations/Institutions
  • Farmers and consumer groups
  • Office of the FAO Representative and other UN agencies


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)

A concise statement of the status of the agricultural research system (with reference to the particular issue or priority to be addressed by the project) to be reached by the end of the project.

Data Needs:
  • Government policy on agricultural research.
  • Quantitative indicators to monitor the research system status and project impact.
Data Sources:
  • Ministry(ies) in charge of Agricultural Research


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)

This section is a simple, concise listing, using quantitative terms, of the specific outputs expected from the project. These tangible outputs can be elaborated in bullet points.

Data Needs:
  • Type and number of documents prepared.
  • Number of workshops/seminars held.
  • Areas in which national capacity strengthened.
  • Nature of linkages established with development partners, including linkages of research with extension, producers and consumers.
Data Sources:
  • Ministry(ies) in charge of Agricultural Research
  • Ministry in charge of Cooperation


V. WORK PLAN

A timetable, sufficiently specific to serve as a practical guide for the national experts and consultants on what activity should be carried out at what time, what place and 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.

Data Needs:
  • Estimate and logical sequence of the major project activities and input needs.
Data Sources:
  • Ministry(ies) in charge of Agricultural Research


VI. CAPACITY BUILDING

A paragraph describing how TCP assistance is expected to enhance the capacity of national agricultural research experts and/or consultants and/or other stakeholders in terms of future involvement with Agricultural Research. It should include details of how the use of such experts will contribute to building capacity in the national institution/country.

Data Needs:
  • Number of national staff that would benefit from participating in working groups, workshops and/or seminars held under the project.
Data Sources:
  • Ministry(ies) in charge of Agricultural Research


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. Supplies and Materials and Equipment line items can be detailed, item by item, in an annex. The number to be procured and estimated costs of each item need to be shown. A "miscellaneous" item is not accepted but "miscellaneous laboratory glassware" is acceptable.

1. 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.

2. Official travel
3. Contracts, Letters of Agreements or Contractual Service Agreements
4. General operating expenses (GOE)
5. Materials, supplies and equipment:

Materials and supplies
Equipment

6. Direct operating cost (DOC)
7. 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:

  • Ministry(ies) in charge of Agricultural Research
  • FAO and other UN agencies
  • 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. 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 knowledge about agricultural research.

It is essential that the document specify who is to prepare these reports and at what intervals. This is particularly true for the Terminal Statement. It is recommended that the Team Leader prepare this document. In case the Team Leader cannot do it, then the technical officer assumes this responsibility.

Data Needs:
  • Operation-related data/information on specific research management problems.
  • Chronology of events.
  • Findings and facts relevant to the identification of the project.
  • Consultant's itinerary, persons met, terms of reference, lists of additional equipment etc.
Data Sources:
  • Project records
  • Project staff
  • Ministry(ies) in charge of Agricultural Research


IX. GOVERNMENT CONTRIBUTION AND SUPPORTING ARRANGEMENTS

This paragraph needs to clearly set out: (i) the resources to be contributed by the Government; (ii) designation of Government responsibility for arranging for full access to relevant information and documents 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, para 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(ies) in charge of Agricultural Research
  • Ministry in charge of Planning/Finance

 

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:
  • Former project documents
  • FAO and other UN agencies
  • Equipment suppliers
  • Travel agents


XI. ATTACHMENTS TO PROJECT AGREEMENT

1. Description of the project methodology
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 each attachment above.
  • 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:
  • Former project documents
  • Ministry(ies) in charge of Agricultural Research