Mid-Term Evaluation of the Strengthening climate information and early warning systems in Eastern and Southern Africa for climate resilient development and adaptation to climate change Zambia project

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Evaluation Plan:
2016-2021, Zambia
Evaluation Type:
Mid Term Project
Planned End Date:
04/2016
Completion Date:
05/2016
Status:
Completed
Management Response:
Yes
Evaluation Budget(US $):
40,000

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Title Mid-Term Evaluation of the Strengthening climate information and early warning systems in Eastern and Southern Africa for climate resilient development and adaptation to climate change Zambia project
Atlas Project Number: 74216
Evaluation Plan: 2016-2021, Zambia
Evaluation Type: Mid Term Project
Status: Completed
Completion Date: 05/2016
Planned End Date: 04/2016
Management Response: Yes
Focus Area:
  • 1. Environment & Sustainable Development
  • 2. Others
Corporate Outcome and Output (UNDP Strategic Plan 2014-2017)
  • 1. Output 1.4. Scaled up action on climate change adaptation and mitigation across sectors which is funded and implemented
Evaluation Budget(US $): 40,000
Source of Funding: Project Budget, Donor
Evaluation Expenditure(US $): 35,000
Joint Programme: No
Joint Evaluation: No
Evaluation Team members:
Name Title Email Nationality
Tamar Ron Consultant tamarron@bezeqint.net NAMIBIA
GEF Evaluation: Yes
GEF Project Title: Strengthening climate information and early warning systems in Eastern and Southern Africa for climate resilient development and adaptation to climate change �¢?? Zambia project
Evaluation Type: Mid-term Review
Focal Area: Climate Change
Project Type: EA
GEF Phase: GEF-4
GEF Project ID:
PIMS Number: 5091
Key Stakeholders: Global Environmental Facility (GEF), Ministry of Lands, Natural Resources and Environmental Protection (MLNREP), Ministry of Agriculture (MoA), Priority Line Ministries, Civil Society organizations, Private Sector, and Other Cooperating Partners
Countries: ZAMBIA
Lessons
Findings
Recommendations
1

Midterm Review recommendation 1. Urgent recruitment of the new Project Manager

2

Midterm Review recommendation 2. No-cost extension of the Project by at least 6 months, and preferably by 12 months

3

Midterm Review recommendation 3. Strengthening consultation with, and engagement of, local level stakeholders, and allocating liaison person/s for the project at the district level

4

Midterm Review recommendation 4. Adding activities for institutional capacity building of key stakeholders, and for strengthening inter-sectorial coordination

5

Midterm Review recommendation 5. Continuation and strengthening of the regional cooperation and exchange, through technical support of the CIRDA Project

6

Midterm Review recommendation 6. Revision of the indicators

7

Midterm Review recommendation 7. Accelerating implementation of the communication strategy

8

Midterm Review recommendation 8. Include in the final evaluation quantitative data collection among local communities, through simple questionnaires

9

Midterm Review recommendation 9. Include in the final evaluation a follow up on the ToC exercise

10

Midterm Review recommendation 10. Secure CI/EWS financial sustainability through national budgets and other sources

11

Midterm Review recommendation 11. Analyze needs and options for implementing an institutional reform of ZMD, and for institutional capacity building at national, district and community levels

12

Midterm Review recommendation 12. Secure continued engagement of staff trained through this project

13

Midterm Review recommendation 13. Strengthen ZMD's inter-sectorial and multiple stakeholders' communication and coordination at all levels

14

Midterm Review recommendation 14. Establish impact forecasting capacity, and build ZMD capacity to address sectorial information needs

15

Midterm Review recommendation 15. Revisit project management arrangements for improved flow between and within Project team, UNDP and Government counterpart, in order to facilitate implementation

16

Midterm Review recommendation 16. Revisit procurement procedures

1. Recommendation:

Midterm Review recommendation 1. Urgent recruitment of the new Project Manager

Management Response: [Added: 2016/10/14]

The process of recruitment has commenced with advertising and shortlisting concluded.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1.1 Shortlisted candidates to be technically assessed
[Added: 2016/10/14] [Last Updated: 2017/11/01]
UNDP Environment and Climate Change Unit 2016/06 No Longer Applicable [Justification: UNDP discussed with the Zambia Meteorological Department and it was decided not to replace the Programme Manager. Given the short duration to end of project and the initial intent of the project to build the capacity at the Meteorological Department, the departure of the Programme Manager provided an opportunity for the department to demonstrate capacity by handling the project and taking over the project interventions as part of their day to day activities which is key for sustainability.]
UNDP discussed with the Zambia Meteorological Department and it was decided not to replace the Programme Manager. Given the short duration to end of project and the initial intent of the project to build the capacity at the Meteorological Department, the departure of the Programme Manager provided an opportunity for the department to demonstrate capacity by handling the project and taking over the project interventions as part of their day to day activities which is key for sustainability. History
1.2 Interviews to be conducted
[Added: 2016/10/14] [Last Updated: 2017/11/01]
UNDP Environment and Climate Change Unit 2016/07 No Longer Applicable [Justification: UNDP discussed with the Zambia Meteorological Department and it was decided not to replace the Programme Manager. Given the short duration to end of project and the initial intent of the project to build the capacity at the Meteorological Department, the departure of the Programme Manager provided an opportunity for the department to demonstrate capacity by handling the project and taking over the project interventions as part of their day to day activities which is key for sustainability.]
UNDP discussed with the Zambia Meteorological Department and it was decided not to replace the Programme Manager. Given the short duration to end of project and the initial intent of the project to build the capacity at the Meteorological Department, the departure of the Programme Manager provided an opportunity for the department to demonstrate capacity by handling the project and taking over the project interventions as part of their day to day activities which is key for sustainability. History
1.3 Reference checks and conclusion of recruitment
[Added: 2016/10/14] [Last Updated: 2017/11/01]
UNDP Environment and Climate Change Unit 2016/07 No Longer Applicable [Justification: UNDP discussed with the Zambia Meteorological Department and it was decided not to replace the Programme Manager. Given the short duration to end of project and the initial intent of the project to build the capacity at the Meteorological Department, the departure of the Programme Manager provided an opportunity for the department to demonstrate capacity by handling the project and taking over the project interventions as part of their day to day activities which is key for sustainability.]
UNDP discussed with the Zambia Meteorological Department and it was decided not to replace the Programme Manager. Given the short duration to end of project and the initial intent of the project to build the capacity at the Meteorological Department, the departure of the Programme Manager provided an opportunity for the department to demonstrate capacity by handling the project and taking over the project interventions as part of their day to day activities which is key for sustainability. History
1.4 Project Manager in Position
[Added: 2016/10/14] [Last Updated: 2017/11/01]
UNDP Environment and Climate Change Unit 2016/11 No Longer Applicable [Justification: UNDP discussed with the Zambia Meteorological Department and it was decided not to replace the Programme Manager. Given the short duration to end of project and the initial intent of the project to build the capacity at the Meteorological Department, the departure of the Programme Manager provided an opportunity for the department to demonstrate capacity by handling the project and taking over the project interventions as part of their day to day activities which is key for sustainability.]
UNDP discussed with the Zambia Meteorological Department and it was decided not to replace the Programme Manager. Given the short duration to end of project and the initial intent of the project to build the capacity at the Meteorological Department, the departure of the Programme Manager provided an opportunity for the department to demonstrate capacity by handling the project and taking over the project interventions as part of their day to day activities which is key for sustainability. History
2. Recommendation:

Midterm Review recommendation 2. No-cost extension of the Project by at least 6 months, and preferably by 12 months

Management Response: [Added: 2016/10/14]

The no-cost extension can be granted for 12 months to enable the activities to be completed

Key Actions:

Key Action Responsible DueDate Status Comments Documents
2.1 Government make a request for an extension
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department 2016/09 Completed The request was made and the project was granted a no cost extension up to the end of Q1 2018. History
2.2 Obtain concurrency from UNDP/GEF
[Added: 2016/10/14] [Last Updated: 2017/11/01]
UNDP Environment and Climate Change Unit 2016/12 Completed The request was made and concurrence was given the GEF History
2.3 Revision of activities
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department and Disaster Management and Mitigation Unit 2016/12 Completed The project activities were reviewed in line with the challenges highlighted by the evaluation. The Project team also addressed the bottlenecks to delivery and by the end of 2017, the project has already delivered up to 95% of the available resources. History
3. Recommendation:

Midterm Review recommendation 3. Strengthening consultation with, and engagement of, local level stakeholders, and allocating liaison person/s for the project at the district level

Management Response: [Added: 2016/10/14]

There will be regular engagement with the communities in the three districts for the purpose of awareness raising of the project and climate information dissemination

Key Actions:

Key Action Responsible DueDate Status Comments Documents
3.1 Awareness of the project in the three districts (DDCC and Communities). In Sesheke there should be collaboration with PPCR
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department 2016/09 Completed Awareness of the project was done in collaboration with PPCR for harmonization of activities and reduction in duplication. History
3.2 Orientation of DDCC, DMMU and ZMD staff on climate information. This is to be done in collaboration with PPCR
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department and Disaster Management and Mitigation Unit 2016/12 Completed The Orientation of the DDCC, DMMU and ZMD was done in collaboration with the PPCR. History
3.3 Implementation of the Communication Strategy starting with the training of the staff
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department in collaboration with Disaster Management and Mitigation Unit and Ministries of Agriculture, Livestock and Fisheries. 2016/06 Completed The strategy has been developed and implementation has commenced. Activities in the strategy implemented so far include the orientation training of Members of Parliament, Traditional Leaders and Faith Based Organisations in collaboration with DMMU and the Ministry of Agriculture. History
4. Recommendation:

Midterm Review recommendation 4. Adding activities for institutional capacity building of key stakeholders, and for strengthening inter-sectorial coordination

Management Response: [Added: 2016/10/14]

Conduct training for leadership and personal development in ZMD. 2 Climate change policy has now been approved and the department of climate change shall be established and in the meantime the ICCS will continue performing the coordination role. In this regard no further action required

Key Actions:

Key Action Responsible DueDate Status Comments Documents
4.1 Senior and Middle management staff oriented in leadership and personal development training (Short courses)
[Added: 2016/10/14] [Last Updated: 2017/11/01]
UNDP Environment and Climate Change Unit 2016/07 Completed Training for Senior Staff at HQ took place in July 2017 History
4.2 Strengthening the library to include information dissemination through the electronic display system in Headquarters, Gwembe and Sesheke.
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department 2016/05 Completed The planned action was undertaken for HQ and Sesheke District. There is need to extend the same support to Gwembe District. History
5. Recommendation:

Midterm Review recommendation 5. Continuation and strengthening of the regional cooperation and exchange, through technical support of the CIRDA Project

Management Response: [Added: 2016/10/14]

Study tours and exchange visits will be organized in the region to strengthen technical capacity in information dissemination and instrument maintenance and calibration

Key Actions:

Key Action Responsible DueDate Status Comments Documents
5.1 District staff in target areas to go on a study visit on Information dissemination
[Added: 2016/10/14] [Last Updated: 2017/11/01]
UNDP Environment and Climate Change Unit 2017/12 Overdue-Initiated This has been initiated and is expected to be completed by the end of 2017 History
5.2 Instruments maintenance and calibration
[Added: 2016/10/14] [Last Updated: 2017/11/01]
UNDP Environment and Climate Change Unit and CIRDA 2017/12 Overdue-Initiated This action is also expected to be completed by December 2017 History
6. Recommendation:

Midterm Review recommendation 6. Revision of the indicators

Management Response: [Added: 2016/10/14]

Indicators to be revised to be more appropriate to project monitoring and evaluation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
6.1 Organize the meeting with stakeholders
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department 2016/05 Completed The meeting was organized and indicators revised History
.2 Present the revised indicators to the steering committee and Regional Service Centre (RSC) for endorsement
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department and UNDP Environment and Climate Change Unit 2016/06 Completed The indicators were revised, approved by the Project Steering Committee on 3rd November 2016 and presented to Regional Service Centre which endorsed them. History
6.3 Prepare an addendum to be part of the project document
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department 2016/07 Completed Following the review of indicators, an addendum to the project document which include revisions to indicators was produced and approved by the Steering Committee and Regional Service Centre. History
7. Recommendation:

Midterm Review recommendation 7. Accelerating implementation of the communication strategy

Management Response: [Added: 2016/10/14]

Finalize the strategy and start implementation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
7.1 Finalize and approve the strategy
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department 2016/05 Completed The Communication Strategy was developed and has been implemented. History
7.2 Launch the Communications Strategy
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department 2017/10 Completed The Communication Strategy was developed, launched and has been implemented. History
7.3 Training of media at National, three districts and traditional leaders
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department and Districts 2016/12 Completed Training was done during the 2017-2018 seasonal rainfall weather forecasts History
8. Recommendation:

Midterm Review recommendation 8. Include in the final evaluation quantitative data collection among local communities, through simple questionnaires

Management Response: [Added: 2016/10/14]

To put in place a system for quantitative data collection at the community level to be used for the final evaluation

Key Actions:

Key Action Responsible DueDate Status Comments Documents
8.1 Finalization of the questionnaire
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department and Southern Province PMO 2016/05 Completed Completed, questionnaire was finalised History
8.2 Training of the three district staff in administering the questionnaire
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department and Southern Province PMO 2016/09 Completed Staff in three targeted districts were trained on how to administer the questionnaire History
8.3 Dry run the questionnaires in the three districts in the set criteria
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department and Southern Province PMO 2016/11 Completed The dry run was also conducted in the three targeted districts History
8.4 Collection and compilation of the information for the baseline
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department and Southern Province PMO 2017/12 Overdue-Initiated This has been initiated and is on-going History
9. Recommendation:

Midterm Review recommendation 9. Include in the final evaluation a follow up on the ToC exercise

Management Response: [Added: 2016/10/14]

Conduct regular Theory of Change (ToC) exercise

Key Actions:

Key Action Responsible DueDate Status Comments Documents
9.1 Finalize the indicators
[Added: 2016/10/14] [Last Updated: 2017/11/01]
UNDP Environment and Climate Change and Zambia Meteorological Department 2016/05 Completed The Indicators were finalised and an addendum prepared History
9.2 Include the status in the Annual Report
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department 2016/12 Completed The indicators in the 2016 Annual Report History
10. Recommendation:

Midterm Review recommendation 10. Secure CI/EWS financial sustainability through national budgets and other sources

Management Response: [Added: 2016/10/14]

The Meteorological Bill that provides for the establishment of the Meteorological Trust Fund whose primary goal is to foster sustainability of meteorological operations has been developed and awaiting enactment into law. There is existing collaboration between WarMA and ZMD.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
10.1 Advocate for the approval of the bill
[Added: 2016/10/14] [Last Updated: 2017/11/01]
ZMD and the Ministry of Transport and Communication 2016/12 Completed The Bill has been approved by Cabinet History
10.2 Formalize collaboration with WarMa through the letter of agreement
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Acting Director ZMD 2016/05 Completed Collaboration has been strengthen and is going on with the Water Management Authority, ZMD and Government Departments which meant that there was no need for latter og agreement. History
11. Recommendation:

Midterm Review recommendation 11. Analyze needs and options for implementing an institutional reform of ZMD, and for institutional capacity building at national, district and community levels

Management Response: [Added: 2016/10/14]

The reorganization and expanded structure ZMD has been proposed in the Meteorological Bill awaiting approval 

Key Actions:

Key Action Responsible DueDate Status Comments Documents
11.1 Advocate for the approval of the Meteorological Bill into law
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department 2018/06 Overdue-Initiated The Bill has been developed and is now in the process of being submitted to Parliament for Enactment History
11.2 Training of media at National, three districts
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department 2016/12 Completed Orientation of the Media on the Bill has been done History
12. Recommendation:

Midterm Review recommendation 12. Secure continued engagement of staff trained through this project

Management Response: [Added: 2016/10/14]

The Government has a bonding policy system in place and no further action required

Key Actions:

13. Recommendation:

Midterm Review recommendation 13. Strengthen ZMD's inter-sectorial and multiple stakeholders' communication and coordination at all levels

Management Response: [Added: 2016/10/14]

ZMD will continue strengthening collaboration with key stakeholders (WarMa, Zambezi River Authority and ICCS) with information sharing. 2. ZMD has central databank and information is shared with all districts; Re orientation of district staff will be undertaken and improving connectivity to the districts. 3. ZMD would continue strengthening collaboration with Ministry of Agriculture at the district level to disseminating information to the farmers. 4. Engage with mobile service providers to be part of the dissemination of climate information mechanisms

Key Actions:

Key Action Responsible DueDate Status Comments Documents
13.1 Orientation of staff and DDCC in the three districts for climate information dissemination and utilization
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Provincial Marketing Office (PMO) 2016/06 Completed orientation of the DDCC in the three districts has been undertaken History
13.2 Further training for District Staff in sharing information
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Provincial Marketing Officer 2016/06 Completed Training has been conducted History
13.3 Meetings with mobile service providers
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department 2018/03 Overdue-Initiated This is ongoing, and a mobile service provider has been contracted History
14. Recommendation:

Midterm Review recommendation 14. Establish impact forecasting capacity, and build ZMD capacity to address sectorial information needs

Management Response: [Added: 2016/10/14]

Procurement of software for impact forecasting and training of staff. 2. Orienting the end users

Key Actions:

Key Action Responsible DueDate Status Comments Documents
14.1 Procurement of software and training of key staff in ZMD and DMMU in impact based weather forecasting and interpretation
[Added: 2016/10/14] [Last Updated: 2017/11/01]
UNDP Environment and Climate Change Unit 2018/03 Overdue-Initiated Software is in the process of being procured, thereafter, training will commence History
14.2 Orienting the end users particularly in agriculture, energy health, tourism and water
[Added: 2016/10/14] [Last Updated: 2017/11/01]
Zambia Meteorological Department 2018/05 Overdue-Not Initiated The training will be conducted once the software has been procured History
15. Recommendation:

Midterm Review recommendation 15. Revisit project management arrangements for improved flow between and within Project team, UNDP and Government counterpart, in order to facilitate implementation

Management Response: [Added: 2016/10/14]

The current system where the project manager reports to host institution and some interaction with UNDP is appropriate capacity development and oversight as well as ensuring national ownership of the project. There are no further models agreed by Government and UNDP to be tried. No further action needed.

Key Actions:

16. Recommendation:

Midterm Review recommendation 16. Revisit procurement procedures

Management Response: [Added: 2016/10/14]

This has been noted. Complex procurement and recruitment take long because of the international standard procedures. No further action is needed.

Key Actions:

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