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IRAS LAO Project Inception Workshop Report

Government of Lao People’s Democratic Republic

Executing Entity/Implementing Partner:

Ministry of Agriculture and Forestry, MAF, Vientiane, Lao PDR

Implementing Entity/Responsible Partner:

National Agriculture and Forestry Research Institute, NAFRI

United Nations Development Programme

Report (Main Text): Inception Workshop 8th

of July 2011

Vientiane Lao PDR

Project ID:00076176 / ATLAS Award ID 60492

Improving the Resilience of the Agriculture Sector in Lao

PDR to Climate Change Impacts (IRAS Lao Project)

July 27, 2011

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United Nations Development Programme

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Lao People's Democratic Republic


Table of Contents List of Standard Project Acronyms and Abbreviations ....................................................................... 3

1. Background: Project Information and Resources ......................................................................... 5 2. Map of Target Areas: Savannakhet and Xayaboury Provinces .................................................... 6 3. Introduction: Project Purpose ....................................................................................................... 7 4. Inception Workshop - Opening Remarks Implementing Agency ................................................ 8 5. Structure of the Inception Workshop ......................................................................................... 10

6. Stakeholder Involvement and Ownership .................................................................................. 12 7. Thematic Highlights and Discussion Points ............................................................................... 13 8. Specific Conclusions and Recommendations ............................................................................. 17 9. Priorities July 2011 ..................................................................................................................... 18 10. Timing Stakeholder Engagement Plan ................................................................................... 19

11. Reflection in Press and Media ................................................................................................ 20

12. Overall Conclusions ................................................................................................................ 21

Annexes (separate volume contains the documents): 1. List of Participants

2. Opening Remarks (by Mr Sisavang VONGHACHAK, DDG of NAFRI, Lao language)

3. Presentation “Status Climate Change in Lao PDR“ (Lao language)

4. Presentation “Climate Change relate Projects in NAFRI“

5. Presentation “Overview on IRAS Lao Project, part 1“

6. Presentation “Project Framework, part 2“

7. Presentation “Budgets and Work Plans“

8. Presentation “Gender Approach in IRAS“

9. Presentation “Adaptation Learning and Communication“

10. Presentation “Project Organizational Structure“

11. Presentation “Key Staff Functions“

12. Presentation “Monitoring and Evaluation Framework“

13. Presentation “Financial Management“

14. Presentation “Project and UN Audits“

15. Presentation “Overview on IRAS Lao Project“ (Lao language)

16. UNDP Project Note June 2011

The Inception Workshop demonstrated Lao ownership of the project


List of Standard Project Acronyms and Abbreviations

AA2CC Agriculture Adaptation to Climate Change

ADB Asian Development Bank

AKP Adaptation Knowledge Platform

APR Annual Project Review

ANR Agriculture and Natural Resources

ASEAN Association of Southeast Asian Nations

BCCI Biological Corridors Conservation Initiative

CC Climate Change

CCTAM Climate Change Training and Adaptation Modules

CPAP Country Strategy and Action Plan

CP/CPD Country Programme Document

CTA Chief Technical Adviser

DAFO District Agriculture and Forestry Office (MAF)

DG Director General

DLF Department of Livestock and Fisheries (MAF)

DoA Department of Agriculture (MAF)

DoE Department of Environment (WREA)

DoFI Department of Forestry Inspection (MAF)

DoL Department of Land (NLMA)

DoLUPaD Department of Land Use Planning and Development (NLMA)

DoP Department of Planning (MAF)

DoWR Department of Water Resources (WREA)

DPI Provincial Department of Planning and Investment

FAO Food and Agriculture Organization of the United Nations

GDP Gross Domestic Product

IFAD International Fund for Agricultural Development

INGO International Non Government Organizations

IP Implementing Partner

IRRI International Rice Research Institute

IUCN World Conservation Union

IWRM Integrated Water Resource Management

LAO PDR Lao People's Democratic Republic

LIP Local Integration Platform (Technical working group on province/district level)

LNMC Lao National Mekong Committee (WREA)

M&E Monitoring and Evaluation

MAF Ministry of Agriculture and Forestry

MDG Millennium Development Goals

MEA Multilateral Environmental Agreements

MPI Ministry of Planning and Investment

MRC Mekong River Commission

NABP National Agricultural Biodiversity Programme

NAFES National Agriculture and Forestry Extension Service (MAF)

NAFRI National Agriculture and Forestry Research Institute (MAF)

NAPA National Action Plan for Climate Change Adaptation

NBCA National Biodiversity Conservation Area

NGPES National Growth and Poverty Eradication Strategy

NIM National Implementation Modality

NLMA National Land Management Authority

NSDS National Sustainable Development Strategy

NSEDP National Socioeconomic Development Plan

NTFP Non-timber forest product

ODA Overseas Development Assistance

PAFO Provincial Agriculture and Forestry Office (MAF)

PIR Project Implementation Review


PIR Project Implementation Report

PLUP Participatory Land Use Planning

PM Project Manager

PMO Prime Minister Office

PPR Project Progress Reports

PSU Project Support Unit

PTF Project Task Force (Technical working group on national level)

QPR Quarterly Progress Report

REDD Reduced Emissions from Deforestation and Degradation

SDC Swiss Agency for Development and Cooperation

SEDP Socio-economic Development Plan

TABI The Agro-biodiversity Initiative

TPR Tripartite Review

UNCCD United Nations Convention on the Control of Desertification

UNDP CO UNDP Country Office

UXO Unexploded Ordinance

WREA Water Resources and Environment Administration

WWF Worldwide Fund for Nature


1. Background: Project Information and Resources

Project number and title: # 76176 “Improving the Resilience of the Agriculture Sector in Lao

PDR to Climate Change Impacts” (IRAS Project) Implementing Partner: Ministry of Agriculture and Forestry, MAF, Vientiane, Lao PDR,

through the National Agriculture and Forestry Research Institute, NAFRI

Responsible Parties (if

applicable):

1. National Agriculture and Forestry Research Institute (MAF/NAFRI) 2. National Agriculture and Forestry Extension Service (MAF/NAFES) 3. Water Resources and Environment Administration (WREA) 4. National Land Management Authority (NLMA) 5. National Disaster Management Office (NDMO) 6. Private Sector, NGOs, Mass Organizations, other GoL/MAF parties

Donors: GEF, UNDP

Project Starting date Project completion date

Originally planned

Actual Originally planned Current estimate

May 2011 10th of May 2011 April 2015 April 2015

Period covered by this report: Inception Workshop Vientiane 8th

of July 2011

Date of annual review: December 2011 (planned)

Total Budget Original Budget

(US$)

Latest Signed Revision

(US$)

12,163,998 (including Co-Finance)

Resources Donor Amount $

GEF (LCDF) 4,445,450

GoL (in-kind CoF) 378,320

GoL (parallel CoF) 4,764,969

UNDP (parallel CoF) 2,575,259


2. Map of Target Areas: Savannakhet and Xayaboury Provinces

Base map: Agriculture and Forest Coverage in Lao PDR (source NAFRI)

Xayabouly Province


3. Introduction: Project Purpose

Main Objectives of the Project

This project will contribute to achieving the following Country Programme Outcome as defined in CPAP or CPD: UNDP Laos CPAP 2007-2011 Outcome 2: Enhanced ownership and capacity for pro-poor planning, implementation and harmonized aid coordination, and disaster management Output 2.4: Increased capacity within the Government to prepare and respond to natural as well as man-made disasters at all levels Country Programme Outcome Indicators (UNDP Laos CPAP 2007-2011): Capacities on sustainable land management, drought and flood preparedness enhanced through participatory adaptation and monitoring activities in selected provinces.

Project Objective and Outcomes are aligned with UNDP’s thematic focus on adaptation to climate change and are matching or do correlate to Goal, expected Impact and Indicators of the GEF LDCF/SCCF Result-Based Management Framework Adaptation to Climate Change.

Project Objective Food insecurity resulting from climate change in Lao PDR minimized and vulnerability of farmers to extreme flooding and drought events reduced. Food insecurity resulting from climate change in Lao PDR will be minimized and vulnerability of farmers to extreme flooding and drought events will be reduced as part of an overall approach designed to introduce new adaptative techniques to farmers while encouraging a diversification of livelihood strategies at community level. This will be achieved by overcoming key policy, communication & information, institutional and economic barriers, relating to agriculture and food security as identified in the NAPA as requiring immedaite action. Thus, under Outcome 1 the information base for understanding climate risks and vulnerability will be strengthened and organised in way that it can effectively inform agricultural sector policies and planning. Outcome 2 addresses the need to develop the capacity of planners at different levels of government to use this information in the planning and allocation of resources. Outcome 3 focuses on Lao PDR’s agricultural extension services and demonstrating new techniques to build resilience at the community level including targeted training modules to ensure that these techniques take hold are become widely applied. Under Outcome 4 lessons learned and adaptation knowledge generated through the project will be systematically compiled, analyzed and disseminated nationally and internationally, thereby supporting further up-scaling and replication.


4. Inception Workshop - Opening Remarks Implementing Agency

by Mr. Sisavang Vonghachack, Deputy Director General of NAFRI

Dear Project Board members Dear Mrs. Kyoko Deputy Director Representative of UNDP in Lao PDR Distinguished Guests, Ladies and Gentlemen, It gives me great pleasure to be here today as co-chair and take the floor on behalf of the Ministry of Agriculture and Forestry, as well as NAFRI, the country’s foremost institution on agricultural research for development. On behalf of the co chair allow me to welcome this Inception workshop on “Improving the Resilience of the Agriculture Sector in Lao PDR to Climate Change Impacts (2011-2015)”. As you have know that the CC is the most concern issues in the world and this is the vital frightening as well as the most challenging for all of the nations in the world. This is the product from the human that impact that encourages the increasing of temperature. Please allow me to emphasize on a few key points and future milestones that have been achieved over the past months and years through the joint collaboration and efforts by the Government of Lao PDR, the United Nations system, and many other partners helping us to move ahead on this important issue for all our future. Lao PDR is one of the countries which have been impact from the CC. in the previous years, Laos face the increasing of flood and draught in term of frequencies as well as scale of damages and lost. The heating continue increasing, the rain are not come as usual which impact to economic, environment and life living. This is the big issues and as well as challenging job for Lao PDR for its adaptation to the CC. We still lacking of information, data base, adaptation strategy, budget, human resources, approaches, mechanical which can deal with such situation for short and long term. For such situation, the Government of Lao PDR have been continuously trying to solve the problems through the adaptation strategy by carry out policy, regulations toward the CC as well as made its decision to involve and participate in the contributing to the process cc adaption with other countries. Lao PDR ratified the UNFCCC 1995 and the Kyoto Protocol 2003. This is the contribution and participation in the environmental management and pay attention to the sustainable natural resources and such action are contributed directly to the reduction of CC. Lao Government, given the tasks to the MAF, NAFRI cooperate with UNDP in order to conduct the Improving the Resilience of the Agriculture Sector in Lao PDR to Climate Change Impacts project (IRAS/NAPAFU). The main expectations are as follows:

1: Main goal of the National Adaptation Programme of Action to Climate Change (NAPA) is to formulate urgently needed action plans for adaptation to climate change in the Lao PDR. A focus has been placed on four sectors: agriculture, forestry, water resources, public health. In this regard, 45 priority projects have been identified to implement urgent plans. The NAPA report presents a comprehensive summary of an intensive consultative process that has involved a range of stakeholder discussions and analyses to identify priority adaptation needs. The NAPA is the first step on a long road to reduce climate change induced vulnerabilities in Lao PDR


2: Since 3rd of March Lao PDR has an approved Strategy on Climate Change which reflects the government’s commitment to tackle the issues resulting from climate change with a long-term perspective. The strategy outlines adaptation and mitigation options for agriculture and food security, forestry and land use, water resources, energy and transport, industry, urban development, and public health 3. Seven Adaptation Options in Climate Change Strategy related to Agriculture & Food Security

1. Mainstreaming in agricultural policy

2. Enhancing productivity through Conservation Agriculture

3. Improving and monitoring water resources management

4. Strengthening small and medium size farming and support community based

adaptation

5. Undertake country-specific research on macro and village level

6. Enhancing information dissemination and extension

7. Improving cooperation

4. Role of NAFRI to facilitate innovation and adaptive research in agriculture

Given the limited and evolving information available on all matters related to climate change, it appears more than appropriate that NAFRI is designated to implement the IRAS/NAPAFU project “Improving the Resilience of the Agriculture Sector in Lao PDR to Climate Change Impacts (probably 2011-2015)”. Within NAFRI the unique opportunity exists to combine new knowledge on climate change with practical application on the ground, and vice versa, naturally. The highly demonstrative, innovative, experimental and explorative design of the project will underscore the link between appropriate research and actual development in the agricultural sector. 5. Importance of NAPA follow up project to put the new strategy into reality

A milestone in bringing the NAPA alive is this new project “Improving the Resilience of the Agriculture Sector in Lao PDR to Climate Change Impacts” which is the actual proof of putting theory into practice, of learning by doing, and of systematic gathering, processing and analyses of new information gained, feeding such back into the next cycles of agricultural development in Lao PDR. As the host of the implementing body, and before the start of the project, so this meeting is the priority.

Lastly, I expect that the workshop will its objectives, share your knowledge and experiences, and I would like to say thank you to the board, all participants, organizer, and special thanks to UNDP in Lao PDR for the cooperation and support budget for this meeting. On behalf of NAFRI and co-chair, I wish this Inception workshop a good progress with fruitful discussions, and declare the meeting as being opened.


5. Structure of the Inception Workshop

Objectives of the Workshops

At the end of the project inception workshops the following objectives were achieved:

Key strategic goals related to IRAS and operational issues were explained and understood.

All partners fully understood the project structure, enabling them to take ownership.

The roles, support services and complementary responsibilities of GoL agencies, UNDP CO and UNDP RCU, consultants and contractors were detailed and understood.

The roles and functions of project entities like the Project Board, the Project Task Force, the Local Integration Platform were detailed and understood

Main evaluation criteria like relevance, efficiency, effectiveness, impact and sustainability were presented and the significance for duplication and replication in the context of IRAS were understood (with focus on midterm review and final evaluation).

Outputs

Essentials for a communication approach were presented and endorsed.

Essentials for a gender mainstreaming approach were presented and endorsed.

A draft plan for meetings of the stakeholders, the Board, the PTF, and the LIP Committees was presented and endorsed.

The roles, functions and responsibilities of core project personnel were presented, reviewed and endorsed.

The basic goals of the contractual services were presented, the procurement and agreement on potential service providers was reached.

The project’s Results Framework and the work plan for the first year was presented, verified and endorsed.

The Framework for Monitoring and Evaluation was presented and endorsed, including the M+E work plan and budget, the internal M+E system, and links from the project M+E to external parties.

Financial reporting procedures and obligations were discussed, and arrangements for annual audits were presented.

The Manual on NIM Rules and Regulations was presente Agenda

Inception Workshop of the Project Improving the Resilience of the Agriculture Sector in Lao PDR

to Climate Change Impacts IRAS/NAPA Follow Up Project Venue: Settha Palace Hotel, Vientiane, 8th of July 2011

Date Topics Officer-in-charge

08:15 - 08:30 Registration Organizer

08:30 - 08:35 Introduction of Participants Master of Ceremony (MC)


Date Topics Officer-in-charge

08:35 - 08:45 Opening Remarks

Dr. Bounthong Bouahom DG of NAFRI

08:45 - 09:00 Welcome Note: GEF/UNDP and Climate Change - a General Perspective

UNDP Representative

09:00 - 09:15 NAPA and Climate Change Adaptation in Lao PDR Mr Khampadith Khammounheuang, DDG of Environment Department

09:15 - 09:25 Climate Change Related Projects in MAF and Projects in NAFRI Mr Khamphone Mounlamai PM of IRAS/NAPAFU

Group Photo

09:25 - 09:45 Coffee Break

09:45 - 10:45 Overview on the IRAS/NAPAFU Project Project Framework 1 Strategies, Objectives, Outcomes

Project Framework 2 Activities, Components, Project

Locations

Mr Khamphone Mounlamai PM of IRAS/NAPAFU Mr Manfred Staab IRAS Consultant

10:45 - 11:15 Overall Work Plan and AWP1 Mr Khamphone Mounlamai

11:15 - 12:00 Discussion, Endorsements and Recommendations All Participants

12:00 - 13:00 Lunch Break

13:00 - 13:30 Gender Mainstreaming Approach

Adaptation Learning and Communication

Mr Manfred Staab

13:30 - 14:00 Organizational Structure: Board, UNDP, Government Responsibilities, Technical Working Groups, Consultants, Contractors

Mr Khamphone Mounlamai

14:00 - 14:20 Discussion, Endorsements and Recommendations

14:20 - 14:40 Coffee Break

14:40 - 15:00 Key Staff Functions, Role of the Project Support Unit Mr Vipaka Hansana, APM

15:00 - 15:10 M+E Framework Mr Manfred Staab

15:10 - 15:30 Financial Regulations and Audits Mr Singha Ounniyom UNDP

15:30 - 15:50 Discussion, Endorsements and Recommendations All Participants

15:50 - 16:00 Conclusions and Next Steps Mr Khamphone Mounlamai

16:00 - 16:10 Closing Remarks UNDP

16:10 - 16:15 Closing Ceremony DG of NAFRI

UNDP Resident Deputy Representative and DDG NAFRI jointly open the workshop


6. Stakeholder Involvement and Ownership

Participants

There are 89 participants from GoL, UNDP, INGO, NGOs and donors. The representatives from GoL came from the Ministry of Agriculture and Forestry (MAF), the Ministry of Labour and Social Welfare (MLSW/NDMO), the Water Resources and Environment Agency (WREA), and the National Land Management Authority (NLMA). Further, technical departments from MAF, MPI, MRC, NAFES, LEAP, Department of Social Welfare attended, as well as the PAFOs Savannaket and Xayaboury. Participants from WWF, IUCN, ADB, SNV, Care-Laos, FAO, IWMI, and IRAS project staff were present. Some of the participants already participated in the project design and consultation workshops during 2010, for most of the participants the encounter with the project concept was a new experience. Full sets of project documents were distributed to the Board members and selected participants. The proceedings of the workshop were reported in local newspapers and in the Lao TV.

Opening

Mr Sisavang SIHACHAK, Deputy Director of NAFRI (representing NAFRI/NPD), and Ms Kyoko YOKOSUKA, UNDP Resident Deputy Representative, co-chaired the workshop. The chairpersons provided insights into climate change issues within the region and Lao PDR, and outlined the strategic priorities of the Lao government. The IRAS Lao Project is one of the NAPA follow-up actions that received funding from the GEF for implementation in Lao PDR, and the chairpersons appreciated the support to the NAPA programme. The chairpersons expressed their sincere gratitude to the project board, the project partners and the project team.

Thematic coverage

In collaboration with the 87 participants, the workshop covered 10 thematic areas, the discussion of each of them initiated and guided by a presentation and introduction into the subject: 1. NAPA and climate change adaptation in Lao PDR, presented by Mr. Khampadith

Khammounheuang, Deputy Director of the Environment Department, WREA, and Mr.

Siamphone Sengchandara, Head of the Climate Change Office Lao PDR

2. Climate Change related projects in NAFRI, presented by Mr. Khamphone Mounlamai, IRAS

Project Manager

3. Overview on IRAS/NAPAFU Project: objectives and activities, presented by Mr. Khamphone

Mounlamai, Project Manager and Mr. Manfred Staab, IRAS Consultant


4. Overall Work Plan and Annual Work Plan 1 for 2011, presented by Mr. Khamphone Moulami,

Project Manager

5. The Gender Mainstreaming Approach of IRAS, presented by Mr. Manfred Staab, IRAS

Consultant

6. Adaptation Learning and Communication in IRAS, presented by Mr. Manfred Staab, IRAS

Consultant

7. Organizational Structure of IRAS, presented by Mr. Khamphone Mounlaimai, Project Manager

8. Key Staff Functions and the Role of the Project Support Unit, presented by Mr. Vipaka

Halsacda, Assistant Project Manager

9. IRAS Monitoring and Evaluation Framework, presented by Mr. Manfred Staab, IRAS

Consultant

10. Financial Regulations and Audits, presented by Mr. Singha Ounniyom, Programme Analyst,

Environment Department UNDP Country Office

87 Participants worked a full day with simultaneous translation from Lao to English

7. Thematic Highlights and Discussion Points

Climate Change Adaptation in Lao PDR The importance of institutionalization and policy development across GoL agencies was emphasized. A strong Role of academia and science in the Lao Climate Change debate was requested. The cross-sectoral comprehensiveness of the NAPA approach in Lao PDR was explained. Climate Change related Projects in NAFRI The potential of the NAFRI research and project network was described. National and international links were presented. Emphasis was given on the substance of useful and cross-cutting collaboration with the NAFRI projects listed as so-called “co-financing” partners in the project document. Overview on IRAS/NAPA-FU Project: Objectives and Activities


Project strategies like policy conformity, consistency with objectives and priorities of GEF / NAPA, country ownership, country eligibility and country driven-ness, important national policies, gender approach were outlined. The comparative advantage of UNDP in the climate change discussion in Lao PDR was recognized. Links to poverty reduction and food security were emphasized. The relationships to the policies of GoL were outlined, specifically referring to the 7th NSDEP, as well as to the UN’s Development Assistance Framework. The role and function of the Responsible Partners, the importance of Memoranda of Understanding and Letters of Agreements for future project activities was discussed. Main activities were described in detail for each expected project output and outcome. Overall Work Plan and Annual Work Plan 1 for 2011 The overall work plan and the annual work plan were presented, as contained in the project document. It was understood that the pending MoUs/LoAs will decide on the volume of final budget and workplan for 2011, therefore the 4th quarter of 2011 will be most relevant for actual activities on the ground, and a demonstration of confidence building measures to partners and communities. The quarterly workplan for the 3rd Quarter 2011 was presented with all details and feedback was received. It was noted that a substantial amount of funds will target the sub-national level.

Presentation of Work Plans and Budgets by the NAFRI Project Manager

The Gender Mainstreaming Approach of IRAS A wide spectrum of gender related activities and interventions were presented for the Overall Objective Level, and for each Outcome, separately. Specific steps to be undertaken by the project management were emphasized. Gender related segregation, aggregation and analyses of data and information was seen as an essential paradigm for a research institute like NAFRI, especially for works in the agriculture sector where the socio-economic contribution of women vs. men often does not become visible in figures and facts. Adaptation Learning and Communication in IRAS “The Right Message for the Right Audience” was the central call during this session. It was understood that the project has to serve a wide range of learning and communication needs from


communities and farmers to national stakeholders to an international academic audience. Different learning and communication tools for different target groups were discussed. Organizational Structure of IRAS The organizational structure of the project consists of a slim management “backbone” with a robust monitoring component. At the same time, the project is open for stakeholders through the Project Task Force (PTF) on national level and the Local Integration Platforms (LIP) on provincial / district level. The Board has been established but the Chairperson still has to be appointed. This has been delayed due to recent personal changes on senior management level of MAF. The DG of NAFES will chair the Project Task Force (PTF), the technical working group on national level. Board members represent the core Responsible Parties implementing the activities on the ground. Project Board

Chairperson MAF: still to be nominated

Surname Given Name Position Email Address Telephone

2 Bouahom Dr Bounthong

Director General NAFRI

[email protected]

(856)021 770094 (856)020 55516540

3 Vongsiharath Mr Vongdeuane

Director General Department of Land Planning & Development

[email protected]

(856)021 213267 (856)020 22209215

4 Phommathat Mr Pasitdhat

Director General Department of Social Welfare

(856)021 219450

5 Khammounheuang Mr Khampadith

Deputy Director General Environment Department

[email protected]

(856)021 218712 (856)020 22210591

UNDP staff representing the roles of Senior Supplier and Project Assurance still has to be nominated formally.

Board members and Responsible Parties provide feedback on implementation arrangements

mailto:[email protected]




Key Staff Functions and the Role of the Project Support Unit (PSU) The ToRs for key staff were explained and the coordination and monitoring role of the Project Support Unit (PSU) was characterized. Through the PSU different groups of staff and personnel will be managed: appointed GoL staff, local consultants, international consultants, personnel inputs from sub-contractors, staff inputs from Responsible Parties. The guiding role of the PSU for organization and functioning of the PTF and the LIPs was indicated, and strong elements of financial, administrative management and technical monitoring are to be expected. It was emphasized that the project strategy for the early phase of the project is based upon a significant number of international short-term experts, bringing external experience as much as possible within one year to Lao PDR, and the approach sees the reduction to one single international staff only with the second year of project implementation. IRAS Monitoring and Evaluation Framework Complementary to the standard GEF/UNDP monitoring framework, the project will avail on additional resources for technical monitoring in the field and quality assurance of activities on the ground implemented by sub-contractors or Responsible Parties. The importance of a solid baseline survey was emphasized. The survey will take place in August 2011. Financial Regulations and Audits The project received a copy of the latest National Implementation Modalities (NIM) Manual from the UNDP Country Office a few days before the workshop. The NIM Manual guides financial, administrative and reporting procedures of the project. The NIM Manual constitutes the “Project Administrative Manual”, as described in the project document.

Representatives from UNDP explain the financial modalities and audits


An overview on financial management was given by the UNDP representative, as well as an outline on audit requirements, and results of the latest audits undertaken in UNDP projects. It was understood that IRAS may become subject to an audit within a year.

8. Specific Conclusions and Recommendations

ARIS, Scientific Research and Lao National University The participants of the inception workshop highlighted the crucial role of science in the climate change debate. ARIS Project was requested to engage in a substantial research programme, including relevant departments of the Lao National University. Climate Change related projects in NAFRI The participants of the inception workshop appreciated that the climate change related projects in NAFRI will facilitate a close collaboration and cooperation under the NAFRI umbrella. Project Management was encouraged taking active steps to assure “spill-over benefits” from these projects. Projects under “co-finance” consideration The participants of the inception workshop appreciated cross-cutting benefits will be generated by climate change related projects in NAFRI and from UNDP, considered as co-finance. Project Management was encouraged taking active steps to assure materialization of such benefits. Responsible Parties and Letters of Agreement The participants of the inception workshop expressed concerns about a complex management structure with a large number of stakeholders engaged in implementation. Project Management and PSU were requested to finalize the ‘sub-contracts’ and/or MoUs or LoAs as soon as possible, and to provide clear strategic and operational guidance throughout the implementation process. Project Board and Technical Working Groups, Organizational Structure

The participants of the inception workshop appreciated the composition of the project Board and

the functions of project staff. The early nomination of missing positions was encouraged, and the

timely establishment of the PTF and LIPs envisaged. Others members of the UN family, including

FAO and WFP, are most welcome to these workings groups.

Project Overall Work Plan, Annual Work Plan 2011, and Quarterly Work Plan 3/2011 The overall work plan (as outlined in the project document), the annual work plan 2011 and the new Quarterly Work Plan 3/2011 were endorsed by the participants of the workshop. ARIS and Project Locations The participants of the inception workshop supported the recommendation from UNDP and IRAS project management to concentrate project operations during the first phase in Savannakhet (Champhone and Outhoumphone districts) and Xayaboury provinces (Phieng and Paklai districts), and to consider Saravan province for phase two. This recommendation is mainly for logistical reasons, and to maximize beneficial “pilot effects” in the selected target areas within a short duration of time. Similar-style inception workshops for Savannakhet and Xayaboury provinces were suggested to continue promoting stakeholder engagement.


Monitoring and Evaluation Framework The significance of the baseline was underscored by participants. The international M+E Specialist to be deployed within the coming weeks will provide groundwork for the main evaluation features regarding Mid-term Review and the Final Project Evaluation. The baseline works should be seen in the light of the planned and new ‘co-financing’ projects and measures. It is of utmost importance that the baseline is able to show changes on community level within 3-4 years, and that official statistics is utilized as much as possible to sustain earlier future data lines. The early recruitment of M+E personnel, including staff for the baseline was recommended by participants. Financial Reporting, Obligations and Audit UNDP representatives outlined the key elements of financial reporting, obligations of the project and the Executing Agency, and showed results of a recently undertaken audit of a number of UN projects. The participants agreed that substantial and appropriate training of new staff is required to assure that the complex and challenging implementation mode is guided smoothly through the financial and administrative rules and regulations. A pro-active role of UNDP will help with this. Communication Strategy The participants supported the presented communication approach aiming at different stakeholder groups. The importance of a well functioning IT section within NAFRI was mentioned as foundation for long-term knowledge management. Gender Mainstreaming Strategy The participants supported the present gender mainstreaming approach with a focus on gender segregated and aggregated data, and respective analyses throughout all project activities. The engagement of Lao mass organizations (women, youth) was appreciated.

9. Priorities July 2011 a. Early closing of gaps in nomination of Board and first Board meeting in September 2011 b. Early completion of logistics, procurement, staff recruitment latest by end of August c. Early and full understanding of NIM rules and formats by project staff asap d. Careful and well planned insertion of the international M+E expert into the implementation

process by early July e. Careful and well planned implementation of project baseline survey by mid July until end of

August f. Early finalization of LoAs with Responsible Parties by mid July until end of August g. Careful and well planned insertion of other international experts (e.g. agri extension STA) into

the implementation process h. Establishment of technical working groups on provincial/district level (PTF, LIPs) asap i. Identification of selected on-the-ground interventions for implementation in 2011 before end

of September j. Early completion of QWP 4 and revision of AWP1 before end of September


10. Timing Stakeholder Engagement Plan

The workshop was informed on type and frequency of formal stakeholder involvement during full implementation period, as per project document: Frequency Implementing

Partners GoL Agencies Donors UN

Organizations Other Projects NGOS/NSAs CBOs

National level

Board Meeting 2 x per year X X X X X X X X

Formal PSU Meeting

Bi-weekly X X X

Project Task Force PTF

Bi-monthly X X X X X

Adaptation Learning Workshops

Annually X X X X X X X X

Provincial level

LIP Technical Working Group North

Quarterly X X X X X X X X

LIP Technical Working Group South

Quarterly X X X X X X X X

District / Kumban level

Local Integration Platform North

Monthly X X X X X X

Local Integration Platform South

Monthly X X X X X X

Legend:

X = statutory

X = by invitation


11. Reflection in Press and Media

The results of the workshop were reported in the local newspaper, local interest sites, and the national TV. Newspaper

The results of the workshop were reported in the national newspaper


Internet

The appearance of the project in the public is reasonably good. A systematic collection of all media events has to be organized by project management after recruitment of the Media and Communication Officer.

12. Overall Conclusions

The inception workshop was well prepared and participants were able to take ownership of the process and the project implementation features. A number of issues raised anticipate timely and more precise arrangements and interventions by project management and contributing partners in future. Financial and administrative considerations appear to dominate the overall discussion. To maintain the momentum, selected “confidence-building activities” on ground level should be implemented before the end of 2011.

lao people’s democratic republic · sedp socio-economic development plan tabi the...

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