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COE/MOU System

COE/MOU Field Management

FGS presentation on 21 July 2009

Briefer: Jacob Kerzel Andersen, OIC/COE Unit

Also present:Hanna Denekew, COE desk officer

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Overview

• A reimbursement system created by member states for member states which identifies who is responsible for what related to TCC support of peacekeeping missions:– Equipment (major and minor), maintenance, and consumables– Services and standards– Loss or damage – Transportation of equipment and personnel– Inspections and verification– Reimbursement rates

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COE Management in the Field• Each mission with formed bodies should have an

integrated COE Unit:

– COE personnel in the field verifies, inspects and reports, and provides guidance on the logistics aspects of the COE/MOU system (PDVs, Recces, to UNHQ, daily in missions, etc.)

– Chief – P3/4– Team Leaders – FS 5/6/P3– COE Inspectors – FS 4/5 (may be UNV)– COE Assistants – normally local staff/UNV– Database Manager – normally an Insp/Asst– Admin Assistants – normally local staff– Military/Police staff (CAP/MAJ/Lt COL)

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COE Unit/CPMSS/SSS/LSD/DFS

Responsibilities

• Reviews Verification Reports to ensure technical compliance.

• Identifies and reports on shortfalls/surpluses in COE capabilities in field missions and assists other UN stakeholders to deal with Permanent Missions to address shortfalls/surpluses.

• Conducts global and mission specific analysis of COE capabilities in field missions and cost estimates for generic formed unit types. Develops tools to support analysis (COE Business Objects Operational Reporting, ERP/CRM).

• Develops COE related policies, procedures, guidelines and training material and programmes. (Guidelines for Field Verification and Control of COE, Disposal of COE, COE Training Modules, COE Manual, COE/MOU Management Review Boards, LogOps training).

• Reviews other guidance material to ensure conformity with COE Manual requirements i.e. Surface Transport Manual, Fuel Manual, TCC/PCC Guidelines, Force Requirements Statements, Mission COE related SOP.

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COE Unit/CPMSS/SSS/LSD/DFS

Responsibilities (continued)

• Maintains and enhances the COE Database, (the platform that supports verification report generation). Raises/amends MOU in the COE Database to allow missions to raise verification reports (for missions in start-up phase or for those temporarily unable to do so.)

• Provides advice on COE staffing for missions, prepares generic COE VA for field posts and conducts limited technical clearance functions when required (some missions are still technically unable to clear). Recommends review by FPD of candidates denied initial clearance; under certain circumstances i.e. COE/PMU staff already on-board, ex-military/police COE staff etc.

• Provides technical advice to the field and at HQ, on all LSD related aspects of the COE System, including, in conjunction with MCMS, FGS and PolDiv, COE briefings to PM representatives

• Maintains the COE Website: www.un.org/depts/dpko/coe/home.html

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The COE Unit Does Not:

• Review MOUs and attend MOU negotiations on a regular basis.

• Normally provide staff for PDV.

• Normally attend VTC or internal ‘pre-MOU’ negotiation planning meetings.

• Regularly review individual verification reports searching for surpluses/deficiencies with operational/logistic support implications -and no-one else does either! MCMS staff review all reports but do so looking for discrepancies between MOU and the reality on the ground only for reimbursement purposes.

• Take the lead in resolving surpluses/deficiencies with PM.

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Some facts• 361 formed units deployed in 14 missions with

42,541 pieces of Major Equipment. Up from 300 (+) units in 16 missions in Jan. 2008 with app. 33,300 items (almost 30% increase in ME);

• 96,372 troops under MOUs (contingent members); • Total TCC entitlements per year are $2,24 billion.

Last year it was $1,86 billion - Up by 20.43 %; Steady growth.

• Currently 164 staff involved in field verification (133 civilians, 23 military, 4 police, 4 vacant). Does not include HQ experts that participate in inspections.

• More than 2,800 annual verification reports with a wealth of information. Standard performance reports as well Big business. Large impacts.

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=MOU HOW many Personnel

WHAT MajorEquipment

WHICH SSCategories++

Contingent Troops

• Annex A of the MOU defines number of troops and soldiers kit. Numbers above those in MOU are national responsibility;

• 10% extra reimbursement for ‘Infantry’ units, 25% for ‘Logistics’ units (medical, engineering, aviation,);

• Reimbursed ‘standard troop costs’ ( $ 1,101 per month, incl. $68 for soldiers kit and $5 for personal weapon and training ammunition;

• Troop cost reimbursement may be paid without signed MOU.

• COE field personnel inspects personal equipment and verifies monthly TSR There is no COE reporting as such for annex A.

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Major Equipment

MOU WHICH SSCategories

= ++

DRYLease

WET Lease

What MajorEquipment

How ManyPersonnel

• Annex B of MOU details equipment, deployment routes, and mission factors (correctional for hardship)

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Major Equipment• TCCs allowed to bring 10% extra equipment at UN expense to ensure

serviceability of the equipment at all times. Extra equipment not reimbursed;• Painting and repainting of equipment at UN expense;• Deployment and Repatriation by UN (may be under LOA);• Special case equipment;• Mission Factors:

– Apply mission wide, equally to all TCCs; – Determined during technical survey mission (MPS), subject to periodic review;– Three conditions, each a max of 5%:

• Extreme environment;• Intensified operational conditions; and• Hostile action/forced abandonment.

• COE Inspectors inspect all major equipment and associated minor equipment, spare parts and consumables on a regular basis.

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Inspection

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Arrival Inspection – Major Equipment

• The Inspection Team will verify item by item:- Equipment category/group.- Item description.- Chassis/serial number.- UN/National registration number.- That the equipment is operational and

in serviceable condition.

• The Inspection Team will make assessment of the unit’s capability for maintenance of major equipment.

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Self-Sustainment Categories

MOU WHICH SSCategories

WHAT MajorEquipment

HOW many Troops

= ++

• CATERING

• COMMS

• OFFICE

• ELECTRICAL

• LAUNDRY & CLEANING• TENTAGE • ACCOMMODATION • MEDICAL (to Level 1)• MINOR ENGR• EOD

• OBSERVATION

• IDENTIFICATION

• NBC

• FIELD DEFENSE

• FIRE DETECTION

• FIRE FIGHTING

• MISCELLANEOUS

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• Emphasizes the CAPABILITY, allows for different levels of equipment between TCCs. Responsibility for Self-Sustainment is conditional based on the mission’s requirements and the UN’s and TCC’s capabilities.

• Must meet established STANDARDS according to COE Manual.

• MODULAR Concept: TCC can generally not be partially SS in any category

Self-Sustainment

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Catering

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Catering

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Catering – dry storage

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Catering – dry storage

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Inspections

MOU HOW many Troops

WHAT MajorEquipment

WHCH SSCategories

= ++

Inspections

Reimbursements

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Verification Reports/Inspections

• Mandatory inspections:

– Arrival Inspection (immediately upon arrival or in agreement);

– Periodic Verification Inspections/Spot Checks (Quarterly);

– Operational Readiness Inspections (semi-annually);

– Repatriation Inspection (upon repatriation)

• Aim

– Terms of MOU met by UN and TCN and MOU remains appropriate;

– Verify that equipment is serviceable;

– Verify self-sustainment standards met.

Verification reports to MCMS normally every three months

for reimbursement purposes

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COE Management in the Field

• Inspection may take from one day to a week to complete;

• Planning and Coordination for inspections vital– Minimize disruption to units;– Obtain services of technical experts; and – Admin (travel, accommodation, security, etc).

• Lotus Database used for management of equipment and reports;

• VR raised electronically and submitted with signed scanned version to MCMS/FBFD;

• For operational reasons ‘yes/no’ for self-sustainment with amplifying notes for operational assessment.

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TCC Performance• TCCs deploy personnel as agreed; • Major equipment serviceability generally high

(>90 %) with some significant exceptions (Dec. 2008): – Combat vehicles: 84%– Generators: 85%– Engineering vehicles and engineering equipment:

89%– Support vehicles (MP/CP): 90%

• Self-sustainment on average 95% satisfactory service in all categories. However, great variance. Worst are:– MONUC: 80%– UNMIL: 84%– UNMIT: 85%

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Example – ME Verification Reports

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Example – SS Verification Reports

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COE Management in the Field

• Recent step: Introduction of mandatory COE and MOU

Management Review Boards (executive level)

• Goal: To improve the effectiveness of the management of

the COE program in the field and at UNHQ;

• Implemented in UNMIL, UNMIS, MINUSTAH, ONUCI,

UNIFIL, UNMIT, and MONUC. Other missions pending;

• A requirement according to the COE Manual (2008),

Chapter 10.

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COE Management in the Field• COE/MOU Management Review Boards:

– Oversee implementation of the Mission COE program;– Review MOU compliance by Contingents and Mission;– Review adherence to verification and reporting

procedures. Review mission SOPs;– Identify optimal utilization of military/police/civilian

resources. Review and recommend cost-effective support solutions;

– Review results of ORIs, analyze shortfalls, surpluses and deficiencies. Recommend remedial actions;

– Recommend amendments to MOUs;

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COE Management in the Field• COE/MOU Management Review Boards:

– Periodically review Mission Factors;– Make recommendations to reimburse TCC/PCC

for major equipment deployed in lieu of other;– Review mission specific requirements,

standards and scales of issue for facilities, equipment and supplies;

– Review requirements and solutions for disposal of COE in the mission;

– Review and make recommendations, as necessary

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CMMRB

Composition – Chairperson: DMS/CMS or Chief Integrated Support

Services (CISS).– Deputy Chairperson: Deputy Force Commander (DFC),

Deputy Police Commissioner (DPC), Chief of Staff – Military (COS), or HQ Chief Operations Officer – Military (COPS).

– Member: Chief Logistics Officer (Military and/or Police)– Member: Chief Logistics Officer (Civil)– Member: Chief COE Officer– On call as required:

– Contingent Commander and/or Chief Logistics Officer

– Specialists from Administrative and Technical Sections

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Field ImplementationField Implementation

Important sources of information

• Manual on Policies and Procedures concerning Reimbursement and Control of Contingent-owned Equipment of Troop-Contributors Participating in Peacekeeping Missions - COE Manual (2008);

• Memorandum of Understanding (MOU) including annexes A – H;• TCC Guidelines (Annex G to MOU);• COE Home page: http://www.un.org/Depts/dpko/COE/home.html

– COE Manual in five languages;– COE Booklet – introduction to COE System;– COE abbreviations;– Links to important sites for additional information, i.e. UNITAR, DPKO,

LSD/DFS and other;• Mission specific SOPs and Logistics Instructions, CONOPS, Status of

Forces Agreement (SOFA), and ROE.

• Recommend the $50 US UNITAR COE Course!