Integrating Climate Change Risk and resilience Into Forestry Management (ICCRIFS) - MTE

Report Cover Image
Evaluation Plan:
2013-2017, Samoa
Evaluation Type:
Mid Term Project
Planned End Date:
01/2014
Completion Date:
01/2014
Status:
Completed
Management Response:
Yes
Evaluation Budget(US $):
50,000

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Title Integrating Climate Change Risk and resilience Into Forestry Management (ICCRIFS) - MTE
Atlas Project Number: 00061539
Evaluation Plan: 2013-2017, Samoa
Evaluation Type: Mid Term Project
Status: Completed
Completion Date: 01/2014
Planned End Date: 01/2014
Management Response: Yes
Focus Area:
  • 1. Others
Corporate Outcome and Output (UNDP Strategic Plan 2018-2021)
  • 1. Output 5.4. Preparedness systems in place to effectively address the consequences of and response to natural hazards (e.g. geo-physical and climate related) and man-made crisis at all levels of government and community
Evaluation Budget(US $): 50,000
Source of Funding:
Joint Programme: No
Joint Evaluation: Yes
Evaluation Team members:
Name Title Nationality
James Lenoci Mr.
GEF Evaluation: No
Key Stakeholders: GoS, CSOs, CBOs, NGOs
Countries: SAMOA
Comments: Since some of the projects that contribute to this outcome are still under implementation, the outcome evaluation management response is divided into two parts. The first part will be done before October 2014, while the second part will be uploaded when Final evaluation of ICCRIFS project is done in 2016.
Lessons
Findings
Recommendations
1 The project´s technical consultants should be fully integrated in the project work and not only produce their own products. The consultants should interact with the PMU, ONGs and extension workers and provide on-the-job training for them.
2 It is recommended that MNRE in consultation with UNDP should review the possibility of increasing some of the targets. The most logical targets to be elevated are those that already have been met and where the results would continue to increase, e.g. the number of beneficiary farmers and farmer organizations.
3 Other targets to increase are those that would improve the project´s positive environmental impact, especially areas for forest rehabilitation and agroforestry. This would however demand technical strengthening in silviculture. The Consultant recommends increasing the target for farmers participating in reforestation activities to 2,500 and the target for areas to be reforested or rehabilitated to 400 ha.
4 The project should maintain long-term staff on both islands and/or to assure long-term relations with the villages through NGOs.
5 It is recommended to redefine the boundaries for the two National Park project sites to secure high level of participation and engagement from the local population in sustainable land use planning and management. The Lake Lanoto´o site should be increased to include all villages that have any type of use of the natural resources within and close to the national park. The Mauga o Salafai site should be increased with all the areas downstream (following the watersheds) from the national park to the coast.
6 As a consequence of the previous recommendation, all new villages that would fall within the amplified limits for the project sites should be included as additional project pilot villages and target population.
7 It is recommended that the project (in collaboration with FAO, SPREP, etc.) register data that could give more information on the climate resilience of Samoan native forest species. To start with the project should study regeneration plots established under the first phase of the SamFRIS, trial plots of native species established by SPRIG and new trial plots established by the FAO and AusAID projects.
8 It is recommended to review the use of publications produced by the project and give priority to subjects that are demanded by the local stakeholders, especially training material in the Samoan language.
9 It is however not enough to translate ICCRIFS documents. Certain documents should be developed specifically for the local target groups, considering their technical skills and interest for certain topics.
10 It is recommended that the current project-by-project approach should gradually be transformed into a more permanent institutional structure with programmes led by permanent staff members. Externally financed projects would still have its place, but with the aim to support and complement the long-term programmes.
11 Regarding environmental sustainability, the project should always follow the national environmental legislation and be especially careful with infrastructure planned in or around national parks and other high biodiversity areas. Even though ICCRIFS have insignificant adverse environmental impacts, it is necessary to be alert regarding the partner organizations, e.g. MAF´s promotion and use of pesticides.
12 The project should improve follow-up and continuous dialogue with the villages, making it a clearer two-way information exchange. Local community extension workers should play an important role as the link between the project and the villages.
13 To improve participation of the local villages, national NGOs should be involved as soon as possible. The organizations WIBDI and SFA should immediately be informed that their proposals are selected for financing, so they are able to start preparing until the contracts are ready for signing. The project should however have a dialogue with them to assure better alignment with the project goals and activities, and the agreements with the NGOs should be extended until the end of the project period, if possible without a new procurement process. The project team should also discuss with the NGO umbrella organization SUNGO a role for it in capacity building for the NGOs that are participating in the project.
14 Complementary to the work of the NGOs, a fast and complete incorporation of the extension workers in the villages is important for compliance with or increase of the field targets, especially the number of beneficiaries and the areas to be covered.
15 In the area of equipment the project can be considered as low-tech and low-cost. It is recommended to invest in MIS and related GIS for project monitoring, however this should preferably be done as part of an integrated system for MNRE or at least for the Forestry Division.
16 The project should very soon start seedling production in the community nurseries, and not only use these nurseries as a storage and distribution place for seedlings transported from central nurseries. This should be followed up with technical advisory on the seedling production and reforestation, mostly through collaboration with local NGOs and collaboration and technical support from FAO.
17 It is recommended to register name, village, title, gender, date of birth, and contact data for all the participants in training activities, to follow up with additional TA and to be able to know if the farmers registered are participating in different activities. This information should be included in the project´s database linked with GIS.
18 To avoid further delays of the project, including procurement processes, it is recommended to: (i) Strengthen de PC´s direct responsibilities through delegation from CEO and ACEO, avoiding micro management; (ii) Strengthen the project´s and MNRE´s knowledge and capacity on procurement through training in the use of the procurement manual; and (iii) Strengthen the information and dialogue with the whole chain of decision-makers (entities) in the procurement processes.
19

The Consultant recommends that UNDP could offer the Government technical assistance for improving the national procurement system and capacity building on procurement. This could be done as a separate project or as consultants recruited by UNDP where the costs could be divided between many UNDP-financed projects under implementation.

20 The donor organizations should mainstream their way of working with the ministry with the goal to reduce the workload on MNRE staff and increase efficiency. It is e.g. important to assure better information exchange to assure alignment between the products of different procurement processes. It is also recommended that under auspice of the Forest Division formal links should be established between the coordinators of the MNRE forestry and agroforestry projects.
21 It is recommended to establish a complete common flowchart for all MNRE´s forestry and agroforestry projects that are considered in the design of ICCRIFS. The chart should have clearly defined sub-products and products, preferably with estimated dates.
22 The project implementation should be strengthened through a more fluent dialogue with the Steering Committee and more involvement of the Ministry of Finance (MoF) in financial monitoring, as well as closer relationships and dialogue with the Public Service Commission, Tenders Board and Attorney General to promote more efficient procurement processes.
23 The Consultant recommends that there should be a common Steering Committee and a common Technical Committee for all MNRE´s long-term forestry and agroforestry projects. This would be more efficient because there are often some of the same people participating, and it would favour integration between the projects, more efficient resource use and improved sustainability.
24 As a part of the donor coordination, the financing agencies should have access to the results frameworks for the other MNRE forestry and agroforestry projects updated at least each semester.
25 Due to the rapidly increasing UNDP-GEF project portfolio, it is recommended that UNDP should carry out a complete review of its national and regional GEF financing, and define the organizational setup and staff needs for management of the GEF portfolio
1. Recommendation: The project´s technical consultants should be fully integrated in the project work and not only produce their own products. The consultants should interact with the PMU, ONGs and extension workers and provide on-the-job training for them.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree with recommendation, although the TORs of the technical specialists are already generally integrating support to PMU and officers, as well as on-the-job training and technical workshops. This was the case for the Communication Specialist, the GIS specialist and is continuing with the Agro-forestry specialist, working hand-in-hand with the PMU staff. Each consultant has a capacity-building component in their TORs. This is despite Technical Consultants being procured on a part time basis, with legally required "deliverables", and having a limited timeframe for the project. This recommendation reinforces the need to extend the mentoring role of the Technical Advisor throughout the duration of the project. UNDP: This might be complicated from a contracting perspective, but can be possible from a programmatic point of view. Several projects with similar objectives could fund a more permanent contribution from specialists in certain areas. E.g. a GIS specialist could be funded through several GEF projects in MNRE and provide services toall of them during their implementation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Brief consultants already contracted on ensuring TORs are followed and include support and on-the-job training of technical staff and NGO staff/officers towards achieving the objectives of their respective components. 2. Review TOR of NGO contractual agreements now in procurement to ensure close collaboration with technical consultants of the project. 3. Formalize contract extension of working days for the TA over (Briefing note for approval by Project Board).
[Added: 2015/10/11]
1. PMU , Technical Advisor 2. PMU, Technical Advisor 3. Project Coordinator and Project Manager + Project Board. 2015/12 Completed UPDATE 2015: Completed. 1) most consultancies are completed and provided workshops and trainings for officers, stakeholders and community members 2) ToRs completed and MoU with Samoa Farmers Association signed and implemented. 3) TA contract extension approved and completed.
2. Recommendation: It is recommended that MNRE in consultation with UNDP should review the possibility of increasing some of the targets. The most logical targets to be elevated are those that already have been met and where the results would continue to increase, e.g. the number of beneficiary farmers and farmer organizations.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Increase targets will be difficult as the project is site specific and has the same target audience hence the same farmers and community members attend the continuing capacity building and training workshops. The total number of households in the 26 villages targeted by the project is 2,072. The current targets aim at reaching at least one and more farmer per household in each village and this is considered reasonable. The active population for the project areas is estimated at around 5,000 - 6,000 and not all are farmers, so to reach 50% of the active population, also sounds reasonable targets for a demonstration project. This recommendation is based on Table 8 of the report on Potential end results and potential compliance, but this analysis assumes % of population that are farmers or a linear progression over the years, while in fact, the project is reaching a peak in engagement and participation. In addition, there are no more than 4 farmer organizations in Samoa, so even with additional time - this will not increase. Where the numbers would need to be increased would be if the project agrees to increase the number of villages for site 2 (south Upolu) and site 3 (Savaii) or for indicators that are linear in progression. UNDP: agree

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Review targets presented in Table 8 and assess indicators that are linear and could be increased within the project parameters, objectives and budget. Submit a proposal to Project Board on findings. 2. Review and agree on increasing number of villages targeted by the project to reflect P3D engagement for the South Upolu and Savaii sites - assess number of households (Agricullture Census data) and revise overall targets if warranted.
[Added: 2015/10/11]
1. PMU and Technical Advisor and Project Board. 2. Agroforestry Officer with support from Agfro-foresttry consultant, PMU. 2015/12 Completed
3. Recommendation: Other targets to increase are those that would improve the project´s positive environmental impact, especially areas for forest rehabilitation and agroforestry. This would however demand technical strengthening in silviculture. The Consultant recommends increasing the target for farmers participating in reforestation activities to 2,500 and the target for areas to be reforested or rehabilitated to 400 ha.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: As above it will be difficult to increase target as the project has specific sites and have the same target audience and the same targeted land area. Current targets for forest rehabilitation are based on 2005 mapping data and are set for plantings voluntarily by local community members on their degraded customary land in the lowlands (for South Upolu) and in uplands (for National Parks). Experience from other rehabilitation projects in similar land tenure and village circumstances (ie. Watershed rehabilitation projects) show that an average of 20 hectares per year nationally is hard to achieve, but even more difficult to maintain and apply proper silviculture - as once planted the stands require another 5 years of maintenance - thus outside of the project period. An increase of targets could only be possible with appropriate incentives through wages for work in the current context. Where targets have been achieved, this was on Government land with financial funding from ICCRIFS and execution under Forestry Division supervision - a very different sets of parameters than with local villages. UNDP: Agree. Maybe also include targets related to how farmers are applying the information gathered in the trainings

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Review the forest rehabilitation targets on the basis of current performance of existing projects in Samoa, including sets of incentives used within the project parameters and budget. Submit findings and recommendations to Project Board. 2. To address UNDP's response - design a new indicator related to level of adoption of new practices by farmers that participated in the project - this to be part of the M&E process at the end of the project to measure success.
[Added: 2015/10/11]
1. PMU , Technical Advisor and Project Board 2. PMU, Technical Advisor 2015/12 Completed
4. Recommendation: The project should maintain long-term staff on both islands and/or to assure long-term relations with the villages through NGOs.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree however need to take into consideration national policies for recruiting project staff for long term. The project is already planning to assure long-term relations through NGOs and could possibly explore the secondment of an MNRE - Savai'I based staff based at the Maota Forestry Station - to be the dedicated ICCRIFS project staff on Savai'i, but this will require discussion and approval by MNRE and Forestry Division and would have implications on budget, including transport. UNDP: Possibility to be discussed with MNRE and also in light of other on-going projects Warning Systems is currently under draft and will aim at proposing to future donors funding options that will take into consideration this aspect as well.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Review options and costs for having a dedicated ICCRIFS staff for Savai'I in discussions with MNRE and Forestry Division.Submit findings to Project Board.
[Added: 2015/10/11]
1. Project Coordinator and Project Manager and Projec t Board. 2015/12 Completed
5. Recommendation: It is recommended to redefine the boundaries for the two National Park project sites to secure high level of participation and engagement from the local population in sustainable land use planning and management. The Lake Lanoto´o site should be increased to include all villages that have any type of use of the natural resources within and close to the national park. The Mauga o Salafai site should be increased with all the areas downstream (following the watersheds) from the national park to the coast.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: This issue was raised during the P3D model consultations, as communities adjacent to National Parks were not originally selected based on their land and watershed interactions of the NP sites. The National Park boundaries cannot be increased without approval of the project site villages as National Park is government land and village areas are customary land, but the project agrees that the project sites boundaries should be revised to be inclusive of NP and lowland customary land of participating villages. UNDP: Agree. To be discussed with MNRE also in light of other on-going projects

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Upon completion of P3D mapping for the Savai'I and South Upolu project sites, refine the mapping of project boundaries accordingly. Revise publication tempaltes and project maps to reflect new project boundaries.
[Added: 2015/10/11]
1. GIS specialist and PMU 2015/12 Completed
6. Recommendation: As a consequence of the previous recommendation, all new villages that would fall within the amplified limits for the project sites should be included as additional project pilot villages and target population.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: The project is now in its mid term it will be difficult to include new villages and engage in project activities afresh with only one year remaining to the project. However this could be upscaled in further GEF Forestry Projects for these villages or as part of an extension to the project duration. An option would be to identify activities under participation indicators where new villages and communities could benefit ie. capacity-building, training, rehabilitation using existing infrastructures and advisory services based in original villages. ie. Training manuals, publications and CLEWS. UNDP:Agree. To be discussed with MNRE also in light of other on-going projects

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Upon completion of P3D mapping for the Savai'I and South Upolu project sites, identify of new villages that could be included in the project. 2. Assess the feasibility of increasing the number of villages to be covered and participate in the project based on project activities and budget. Submit findings and recommendation to Project Board.
[Added: 2015/10/11]
1. GIS specialist and PMU 2. PMU and Project Board. 2015/12 Completed
7. Recommendation: It is recommended that the project (in collaboration with FAO, SPREP, etc.) register data that could give more information on the climate resilience of Samoan native forest species. To start with the project should study regeneration plots established under the first phase of the SamFRIS, trial plots of native species established by SPRIG and new trial plots established by the FAO and AusAID projects.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree . The project is using native species as a "non-regret" strategy for rehabiliation. Having said this, the recommendation is for starting the process of registering data to build knowledge of native species resilience and on this the project agrees with the recommendation. This is mainly a research task and should be part of the Forestry Division research program to which the project could contribute. This task could be an excellent first assignment for the new Native Forestry officer to ICCRIFS upon his/her appointment. UNDP: Agree. To be discussed with MNRE also in light of other on-going projects and the new NEMS for MNRE. What are the relevant indicators there?

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Work with research Unit of Forestry Division to develop a protocol for assessing climate resilience of native species and set-up a data base for each species. 2. Complete a study of regeneration and trial plots in Samoa and publish results/findings. 3. Prepare a proposal for FAO on a specific TA for review of native species resilience to climate change. 4. Describe new activity as part of Outcome 2.2 with indicator, target and means of verification.
[Added: 2015/10/11] [Last Updated: 2017/12/20]
1. Technical Advisor and Native Forestry Officer . 2. Native Forestry Officer and Technical Advisor 3. PMU and Project Manager. 4. Native Forestry Advisor and Technical Advisor. 2015/12 Completed mostly completed and additions below: 1) The Forestry tailored Clews products completed and developed. Climate map projections of temperature and rainfall were used to develop a published technial report on "predicted changes to vegetation communities and native samoan trees in future climate". History
8. Recommendation: It is recommended to review the use of publications produced by the project and give priority to subjects that are demanded by the local stakeholders, especially training material in the Samoan language.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: This recommendation is noted and will be acted upon. The publications are priority reports for the project. There are two key and very different audiences for publications as part of the ICCRIFS project. Local stakeholders do and will require different materials then the ones currently produced - as the ones produced so far have targeted mainly the other audience - technical officers receiving knowledge management products. This is mainly due to delays in activities, available data and information needed that will have direct benefits to local stakeholders. UNDP: Agreed. Survey with villages to get info on their views, needs and priorities?

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Assess information and training needs and priorities of local stakeholders and NGOs in relation to climate change, agroforestry, rehabilitation, CLEWS and management plans during the implementation of the project and provide list to CKMO. and PMU for consideration. 2. Review publication series and, once dtata and information is available, prioritize outputs targeted to local stakholders in Samoan language.
[Added: 2015/10/11] [Last Updated: 2017/12/20]
1. PMU, CKMO and Technical Advisor 2. CKMO and Technical Advisor 2015/12 Completed completed survey was conducted during workshops to solicit feedback from stakeholders and improve communication materials. All presentations are provided in Samoan language. History
9. Recommendation: It is however not enough to translate ICCRIFS documents. Certain documents should be developed specifically for the local target groups, considering their technical skills and interest for certain topics.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree this has been incorporated in 2014 workplan. This recommendation is noted and will be acted upon, as it has already been incorporated in the Communication Strategy developed by the project. UNDP: Agreed

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Ensure publications, posters, manuals and other awareness material are adapted to the audience targeted.
[Added: 2015/10/11] [Last Updated: 2017/12/20]
1. CKMO officer and PMU 2015/12 Completed Continue On-going until the end of the project History
10. Recommendation: It is recommended that the current project-by-project approach should gradually be transformed into a more permanent institutional structure with programmes led by permanent staff members. Externally financed projects would still have its place, but with the aim to support and complement the long-term programmes.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree for sustainability of the project and Forestry Division, but considered beyond project staff responsibilities. UNDP: Agreed. There could be a body of experts to provide advice for all CC projects in Samoa. They could be funded by combining funds from differeent projects

Key Actions:

Key Action Responsible DueDate Status Comments Documents
No action proposed by/for Project Team
[Added: 2015/10/11] [Last Updated: 2018/08/23]
No action required by Team 2015/10 Completed No action required History
11. Recommendation: Regarding environmental sustainability, the project should always follow the national environmental legislation and be especially careful with infrastructure planned in or around national parks and other high biodiversity areas. Even though ICCRIFS have insignificant adverse environmental impacts, it is necessary to be alert regarding the partner organizations, e.g. MAF´s promotion and use of pesticides.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree. This recommendation is noted. UNDP: Agreed

Key Actions:

Key Action Responsible DueDate Status Comments Documents
No action proposed other than vigilance and reporting of potential negative environmental impacts in project activities.
[Added: 2015/10/11] [Last Updated: 2018/08/23]
No action required by responsible parties 2015/10 Completed noted and not action required History
12. Recommendation: The project should improve follow-up and continuous dialogue with the villages, making it a clearer two-way information exchange. Local community extension workers should play an important role as the link between the project and the villages.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree but issue related with hiring of local community extension/liaison officer remains and this needs to be resolved as a matter of priority as per recommendation. UNDP: Agreed. See how can we get info on their views. Maybe participation in SC meetings by District represenatives?

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Finalize hiring arrangements for village assistants to ensure presence and dialogue at local level.
[Added: 2015/10/11]
1. PC and Legal and Finance Divisions/MNRE 2015/12 Completed Completed and on going till project end. Community assistants are hired during the agroforestry demo plot development as well as upland rehabilitation
13. Recommendation: To improve participation of the local villages, national NGOs should be involved as soon as possible. The organizations WIBDI and SFA should immediately be informed that their proposals are selected for financing, so they are able to start preparing until the contracts are ready for signing. The project should however have a dialogue with them to assure better alignment with the project goals and activities, and the agreements with the NGOs should be extended until the end of the project period, if possible without a new procurement process. The project team should also discuss with the NGO umbrella organization SUNGO a role for it in capacity building for the NGOs that are participating in the project.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: This recommendation is noted and agreed upon. The project needs to speed up the process of NGO engagement, but needs to do so ensuring alignment of proposed activities with the project implementation objectives and outputs. Input from the Agroforestry Specialist will be very valuable in discussions with NGOs. UNDP: Agreed to speed up engagement of NGOs. Extending conntracts depends on Govt regulations

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Review and finalize TORs of NGO's to ensure full alignment both thematic and geographic with project outputs. 2. Finalize and sign contracts with NGOs. 3. Discuss role of SUNGO for capacity-building of local NGOs - if required and submit findings to Project Board.
[Added: 2015/10/11]
1. Agroforestry specilalist, Agroforestry Officer and TA 2. PC and Legal Division/MNRE 3. PMU and PC 2015/12 Completed Mostly completed; ToRs have been finalised and MoU with Samoa Farmers Association signed and activities completed; MoU with Meti was not approved by evaluation committee based on previous perforamnce with the SAPFT Project.
14. Recommendation: Complementary to the work of the NGOs, a fast and complete incorporation of the extension workers in the villages is important for compliance with or increase of the field targets, especially the number of beneficiaries and the areas to be covered.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree. This recommedation is noted and partly agreed. The field assistant (here refered to as extension officers) have been recruited through the village councils but the project really needs to find an appropriate way to financially compensate them for the work. A large amount of funding was specifically assigned to this, but internal MNRE and Government hiring process issues still have not been resolved. This needs to be resolved with or without an increase on targets. Refer to comments on project target increases at recommendation 3. UNDP: Agreed

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Finalize hiring arrangements for village assistants to ensure presence and dialogue at local level. (Same as for Recommendation12).
[Added: 2015/10/11]
1. PC and Legal and Finance Divisions/MNRE 2015/12 Completed Completed and on going till project end. Community assistants are hired during the agroforestry demo plot development as well as upland rehabilitation
15. Recommendation: In the area of equipment the project can be considered as low-tech and low-cost. It is recommended to invest in MIS and related GIS for project monitoring, however this should preferably be done as part of an integrated system for MNRE or at least for the Forestry Division.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree. This recommendation is noted. SamFRIS is currently being upgraded and this is the GIS system that will be used by the project for baseline and monitoring of project outputs. Part of the GIS specliat contract includes the set-up of appropriate tools for this purpose. UNDP: Coordination with other projects and with NEMS monitoring system

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Assess the need for MIS or related GIS system, if not already as part of SamFRIS and submit findings to Project Board.
[Added: 2015/10/11]
1. GIS Specialist, Technical Advisor and PC. 2015/12 Completed Completed: Forestry Tailored Clews products fully integrated into the SAMFRIS database
16. Recommendation: The project should very soon start seedling production in the community nurseries, and not only use these nurseries as a storage and distribution place for seedlings transported from central nurseries. This should be followed up with technical advisory on the seedling production and reforestation, mostly through collaboration with local NGOs and collaboration and technical support from FAO.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: This recommendation is partly agreed upon in regards to the nursery production to be initiated as soon as possible, this for both agro-forestry and rehabilitation. The project believes there is sufficient local capacity within Forestry Division, MAF , USP, NGOs and other projects (after more than 30 years of forestry and nursery training) in Samoa - this is unlikely to require technical support from FAO, other than the one mentioned in recommendation 7. UNDP: Agreed. Seed production and reforestation in view of the SIDS conference UNDP: The follow up of this initiative now falls under the purview of the Ministry of Health and NHS

Key Actions:

Key Action Responsible DueDate Status Comments Documents
No specific action required other than the ones planned in the project workplan.
[Added: 2015/10/11] [Last Updated: 2018/08/23]
communities with nurseries 2016/02 Completed on going till end of project : seedling production is encouraged for community nurseries now with some operational. project is now completed. History
17. Recommendation: It is recommended to register name, village, title, gender, date of birth, and contact data for all the participants in training activities, to follow up with additional TA and to be able to know if the farmers registered are participating in different activities. This information should be included in the project´s database linked with GIS.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree. This information is already collected, apart from Date of birth, and contact data, so these will be added to the registration requirements. UNDP: Agreed

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Modify participants register and form templates to include DOB and contact details of participants while maintaining and updating database. 2. Develop a project database of location/participants/gender linked to SamFRIS.
[Added: 2015/10/11]
1. Corporate Assistant. 2. GIS specialist and PMU 2015/12 Completed completled and the register data base also includes gender information but DOB has been omitted as it is a sensitive issue.
18. Recommendation: To avoid further delays of the project, including procurement processes, it is recommended to: (i) Strengthen de PC´s direct responsibilities through delegation from CEO and ACEO, avoiding micro management; (ii) Strengthen the project´s and MNRE´s knowledge and capacity on procurement through training in the use of the procurement manual; and (iii) Strengthen the information and dialogue with the whole chain of decision-makers (entities) in the procurement processes.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree. Overall procurement process and compliance with procedures have improved drastically with new PC and lessons learned from early phase in the project. The Project Coordinator attends most Tenders Board meetings to ensure prompt reply to queries and most consultant contracts have now been signed. Training will be important for other Forestry Division projects and new GEF project staff coming on line, as well as for any new staff joining these projects. To assist with strenghtening the PC's direct responsibility, a clear set of delagation rules should be endorsed by the CEO, ACEO and the Project Board. UNDP: Include training on procurement in the AWP. Also training with UNDP. Think about having a procuremment expert in MNRE funded through different projects to speed up procurement processes

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Continue to follow due process and procedures set by GoS, Ministry of Finance, MNRE and Tenders Board for procurement of ICCRIFS goods and services. 2. Develop a protocol and delegation rules for the PC in managing the project. Submit to Project Board for approval.
[Added: 2015/10/11]
1. Corporate Assistant. 2. MNRE CEO (Project Director) and ACEO-Forestry (Project Manager) with Project Coordinator. 2015/12 Completed Completed and the revised procurement plan was approved by the project board. Trainings on project management was also conducted by UNDP including direct payments in which MoU with Government of Samoa and UNDP has already been signed.
19. Recommendation:

The Consultant recommends that UNDP could offer the Government technical assistance for improving the national procurement system and capacity building on procurement. This could be done as a separate project or as consultants recruited by UNDP where the costs could be divided between many UNDP-financed projects under implementation.

Management Response: [Added: 2015/06/21] [Last Updated: 2018/09/11]

Government: Recruitment needs to follow national procedures as per agreement of GOS and UNDP UNDP: Could be a possibility, but this would involve changes at a very high strategic level. We can only do this upon request from the Government

Key Actions:

Key Action Responsible DueDate Status Comments Documents
No action proposed by/for Project Team.
[Added: 2015/10/11] [Last Updated: 2018/09/11]
Project Team 2015/10 No Longer Applicable [Justification: project already closed]
Noted; no action required History
20. Recommendation: The donor organizations should mainstream their way of working with the ministry with the goal to reduce the workload on MNRE staff and increase efficiency. It is e.g. important to assure better information exchange to assure alignment between the products of different procurement processes. It is also recommended that under auspice of the Forest Division formal links should be established between the coordinators of the MNRE forestry and agroforestry projects.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree with the recommendation to formalize links and exchanges between coordinators of the various Forestry and GEF projects, across donors. UNDP: We use procurement processes of Govt, not ours. Coordiantion should be enhanced among projectss to align results

Key Actions:

Key Action Responsible DueDate Status Comments Documents
We use procurement processes of Govt, not ours. Coordiantion should be enhanced among projectss to align results
[Added: 2015/10/11] [Last Updated: 2018/09/11]
Project Management Unit 2015/10 No Longer Applicable [Justification: Project already Closed]
Noted; no action required History
21. Recommendation: It is recommended to establish a complete common flowchart for all MNRE´s forestry and agroforestry projects that are considered in the design of ICCRIFS. The chart should have clearly defined sub-products and products, preferably with estimated dates.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree. A flowchart of project outputs contributing to ICCRIFS would be useful from design to implementation. UNDP: Agreed

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Establish a flowchart of relationships and common products contributed by all Forestry and GEF projects to ICCRIFS as a tool for monitoring and reporting on the project activities.
[Added: 2015/10/11] [Last Updated: 2017/12/20]
1. Technical Advisor with PMU 2015/12 Completed on going till end of project ; briefing paper on ICCRIFS link to NEMS completed and approved by the Project Board. History
22. Recommendation: The project implementation should be strengthened through a more fluent dialogue with the Steering Committee and more involvement of the Ministry of Finance (MoF) in financial monitoring, as well as closer relationships and dialogue with the Public Service Commission, Tenders Board and Attorney General to promote more efficient procurement processes.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree with the recommendation and for MOF and MNRE, as well as PMU to increase dialogue, although collaboration and financial reporting is currently meeting UNDP requirements. UNDP: Agreeed. Also communication with communities should be strengthened to understand thir needs and viiews on the project to ensure sustainability. They should start taking responsibility of the project

Key Actions:

Key Action Responsible DueDate Status Comments Documents
No action proposed by/for Project Team. Comments made by UNDP are addressed through recommendations 12 and 14 above)
[Added: 2015/10/11] [Last Updated: 2018/09/11]
Project Team 2015/10 No Longer Applicable [Justification: Project already Closed]
Noted; no action requred History
23. Recommendation: The Consultant recommends that there should be a common Steering Committee and a common Technical Committee for all MNRE´s long-term forestry and agroforestry projects. This would be more efficient because there are often some of the same people participating, and it would favour integration between the projects, more efficient resource use and improved sustainability.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Agree with recommendation, but would require discussion with MNRE and MOF on the process and selection of Committee members. UNDP: Agreed

Key Actions:

Key Action Responsible DueDate Status Comments Documents
No action proposed by/for Project Team.
[Added: 2015/10/11] [Last Updated: 2018/09/11]
Project Management Unit 2015/10 No Longer Applicable [Justification: Project already closed]
Noted; no action required History
24. Recommendation: As a part of the donor coordination, the financing agencies should have access to the results frameworks for the other MNRE forestry and agroforestry projects updated at least each semester.
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: Need to discuss with other projects and donor agreements - but this would certainly improve coordination between the projects UNDP: Agreed

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. If requested ICCRIFS project could review results framework every six month and produce brief report on progress for circulation/information of MNRE and other projects.
[Added: 2015/10/11]
1. Project Coordinator and PMU 2015/12 Completed Completed: ICCRIFS provides a 6 months report to the Environment Sector and also provided a progress report to the Cabinet Development Committee (CDC).
25. Recommendation: Due to the rapidly increasing UNDP-GEF project portfolio, it is recommended that UNDP should carry out a complete review of its national and regional GEF financing, and define the organizational setup and staff needs for management of the GEF portfolio
Management Response: [Added: 2015/06/21] [Last Updated: 2015/10/11]

Government: UNDP should have capacity as the Implementing Agency as 10% of project funds are for this purpose. UNDP: The increase in portfolio is exaggerated in the report. UNDP Samoa will not be dealing with that amount of funding. Those are regional figures. Most of them depending on Fiji MCO, much bigger than Samoa

Key Actions:

Key Action Responsible DueDate Status Comments Documents
No action proposed by/for Project Team.
[Added: 2015/10/11] [Last Updated: 2018/09/11]
Project Management Unit 2015/10 No Longer Applicable [Justification: Project already closed]
Noted, no aciton required. History

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