NORMATIVE FRAMEWORK

TCP PROJECT FORMAT

"Decentralization of Government Services to
Small Farmers/Rural Producers"

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 which govern eligibility for TCP funding - are met. Text should cover the following issues:

- State the precise small farmer service delivery problem to-be-addressed;
- Speculate on the origin and direction of movement in the near term of this problem;
- Describe the primary affected groups, with special reference to low-income groups or gender impact;
- Indicate the main causes of the problem;
- Describe the actions that the Government has initiated to address this problem and results achieved;
- State what assistance is needed to help solve this problem and why the assistance is particularly urgent and cannot be met from other sources; and
- State why the TCP assistance is needed and how it fits into the Government development plans and strategy.

There should be a clear element of capacity building in the proposed assistance in order for the Government to respond to future needs related to the decentralized delivery of small farmer/rural producer services. One paragraph should state how the Government and the Ministry of Agriculture will build upon the technical assistance provided. This 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:

• Quantitative indicators of the small farmer/rural producer service delivery problem and its negative impact on small farmer/rural producer production and incomes.
  
• Current staffing and training of Ministry of Agriculture at central and decentralized levels.
  
• Ministry of Agriculture staff and non-staff budgetary allocations to support staffing at each level.
  
• Number of small farmers/rural producers reached by government services as a proportion of total farmer population.
  
• Quantitative measures of various services (extension, marketing and credit, etc.) delivered to small farmers/rural producers.
  
• Size, number of members and service delivery capacity of small farmer/rural producer organizations in the area.
  

• Ministry of Agriculture/Department of Agricultural Extension at central, provincial and local levels
  
• Ministry of Planning/Finance
  
• Ministry of Commerce
  
• Farmer groups and associations
  
• National university/research institution studies
  
• FAO agricultural production statistics, FAO studies in the country

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 institutional capacity-building status to be achieved by the end of the project. This status would normally include:

- Development of a national strategy for restructuring and decentralizing small farmer/rural producer support services at national, sub-national and local levels to improve their efficiency, effectiveness and public accountability in delivering demand-driven services to small farmers/rural producers;

- Completion of capacity-building methods and training materials to strengthen capacities at local levels for delivering small farmer/rural producer services;

- Strengthened technical capacities of local government staff and small farmer/rural producer organization members/leaders to form collaborative partnerships that lead to an improvement in the quality and volume of production support services to small farmers/rural producers.

Training and equipment inputs should result in: (i) improved capacity to assess service delivery problems; (ii) improved financial/fiscal management and planning skills; and (iii) improved government-NGO-farmer organization networking and partnership-building skills.

Quantitative indicators should allow verification of reaching the planned skill capacity levels and achieving stated outputs by the end of the project.

Data Needs:

• Quantitative indicators to monitor the quality and frequency of training provided to local government and farmer organization leaders, on the quality and frequency of collaborative service delivery partnerships developed and on the quality and volume of services provided to small farmers/rural producers.

Data Sources:

• Ministry of Agriculture/Department of Agricultural Extension
  
• Ministry of Cooperatives and Rural Development or equivalent
  
• Involved farmer organizations

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:

• Number of institutional analyses of rural producer organizations conducted staff/farmer organization leaders trained.
  
• Number of workshops held.
  
• Number of small farmers/rural producers reached by services.
  
• Number of small farmers/rural producers visited.
  
• Specific, quantified interventions related to farmer service delivery.
  
• Names and types of training manuals or reports prepared, training materials distributed and used.

Data Sources:

• Ministry of Agriculture/Department of Agricultural Extension
  
• Ministry of Cooperatives and Rural Development or equivalent
  
• Team Leader

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 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.

Data Needs:

• Estimate and logical time sequence of the major project activities and input needs.

Data Sources:

• Ministry of Agriculture/Department of Agricultural Extension
  
• Ministry of Cooperative and Rural Development or equivalent

VI. CAPACITY BUILDING

Describe how TCP assistance is expected to enhance the capacity of national and local level government staff and concerned small farmer/rural producer organization members/leaders to work together to more efficiently deliver small farmer/rural producer services. For example, through training of trainers, holding of local and national workshops to review restructuring proposals, direct field training activities and study tours for ministry staff.

Data Needs:

• Numerical data on training under the project.

Data Sources:

• Ministry of Agriculture/Department of Agricultural Extension
  
• Ministry of Cooperatives and Rural Development or equivalent

VII. INPUTS TO BE PROVIDED BY FAO

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

Describe concisely how 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.

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:

• Ministry of Agriculture/Department of Agricultural Extension
  
• Ministry of Cooperatives and Rural Development or equivalent
  
• FAO
  
• UNDP
  
• Local suppliers

VIII. REPORTING

See TCP Guidelines.

Where possible, reporting should be done through the use of participatory approaches. The latter require frequent consultation and participation of all stakeholders in project implementation and monitoring. This requires frequent communication and dialogue on a monthly or quarterly basis.

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.

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. If the writer of this document is not specified, the technical officer assumes this responsibility.

Data Needs:

• Operation-related performance data/information on training activities and outputs.
  
• Reports on specific problems.
  
• Consultant's itinerary, persons met, terms of reference, lists of additional equipment, etc.

Data Sources:

• Project records
  
• Project staff
  
• Participatory rural appraisal exercises
  
• Ministry of Agriculture/Department of Agricultural Extension
  
• Ministry of Cooperatives and Rural Development, or equivalent

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 relevant research and evaluation reports, policy documents, legislation, etc. 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, p. 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, p. 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 (p. 10, para. 46). They may not be recruited from the counterpart institution/cooperating agency (Annex 1, p. 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 Agriculture/Department of Agricultural Extension
  
• Ministry of Cooperatives and Rural Development or equivalent

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 Agriculture/Department of Agricultural Extension
  
• Ministry of Cooperatives and Rural Development, or equivalent
  
• Farmer/rural producer organizations