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Strenghtening Resilience of Coastal Communities in Samoa (AF) - MTE
Commissioning Unit: Samoa
Evaluation Plan: 2013-2017
Evaluation Type: Project
Completion Date: 08/2016
Unit Responsible for providing Management Response: Samoa
Documents Related to overall Management Response:
 
1. Recommendation:

Evaluation recommendation A.1 Revise, based on budget and human resource availability, the partitioning of CIMS revisions between PPCR and AF to advance towards CIMS priorities implementation during 2016.

Management Response: [Added: 2016/11/03]

Management response: The management agrees in principle with the recommendation. It is of primary importance that the Review of CIM Plans under PPCR and AF are as compatible as possible across the board.

 Therefore, UNDP and AF-Samoa project team will make sure to prioritize the CIMP Review in 2016. MNRE have agreed to advertise for the CIMP team through their LoA with UNDP MCO. This recommendation is linked to the activities under Output 1.1

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Develop and finalize the ToRs for the CIM team leader and team of specialists.
[Added: 2016/11/03] [Last Updated: 2017/09/10]
MNRE-PUMA and UNDP 2016/09 Completed All ToRs for the CIMP team were developed according to plan and recruited via UNDP through project LoA. History
2. Advertise for the CIMP team
[Added: 2016/11/03] [Last Updated: 2017/09/10]
UNDP 2016/09 Completed All CIMP team were advertised via UNDP Procurement Site, Wilco, Samoa Observer and Public Service Commission of Samoa Website as planned. A few consultants such as the Spatial and DRM and geomorphologist were recruited in early 2017 due to limited capacity and interest received. Full team of TAs were all recruited via UNDP. History
3. CIMP team leader and Specialist to begin the review and provide monthly reports on the progress of the CIMP review and CIM activities.
[Added: 2016/11/03] [Last Updated: 2017/09/10]
MNRE-PUMA & UNDP 2016/09 Completed The Team Leader and team of specialists completed the consultation process for the 25 AF Districts. All TAs have submitted their reports in accordance with the consultation phases. Remaining to complete is the Spatial and DRM TA. The CIMP TL have submitted the prioritization list and 5 CIMPs for Satupaitea, Gagaemauga 2&3 and Gagaifomauga 1&2. Planning to submit the rest in Q4 2017 and Q1 2018. History
2. Recommendation:

Evaluation recommendation A.2Coordinate and align, between AF and PPCR, the CIMS Plan Review with various line ministries priorities and targets.

Management Response: [Added: 2016/11/03]

Management response: Agree in principle with the idea although this is already the existing practice. All the relevant Ministries are represented in the Technical Advisory Group (TAG) serving both projects and encouraging collaboration especially on areas of common interest and approach that is the CIM Plans Review.

 The MNRE-PUMA team will work with the Team Leader for the CIMP Review will make sure to coordinate, align and reflect the priorities of all line ministries in the CIM Plans.

 This is linked to the activities under Output 1.1.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Regular meetings with line ministries and PPCR team of specialists
[Added: 2016/11/03] [Last Updated: 2017/09/10]
MNRE 2016/03 Completed The TL for the AF project have been in consultation with the PPCR TL and project team in PUMA on the layout of the CIMPs to ensure they are aligned and synchronized to avoid any confusion among stakeholders i.e. communities. The TA such as Spatial and DRM have been in consultation with the PPCR GIS specialist to align the maps and legends across both projects. History
3. Recommendation:

Evaluation recommendation A.3 Mainstream the gender dimension into the CIMS revision and planned implementation priorities.

Management Response: [Added: 2016/11/03]

Management response: Agree with this recommendation.

 The CIM Review methodology requires the involvement of women and youth in the review of the CIM Plans, through the formation of standard Village CIM Plan Committees.  The methodology also includes guiding questions for village and district meetings, and includes questions on gender equality issues.  

Furthermore, the Community Engagement Plan (CEP) prepared under the PPCR, the parallel project to the AF, will guide the development, design, review, approval and implementation of community adaptation project. On that regard, the AF CIM Review Team will be tasked to ensure Gender dimension will be verified and monitored.

 This is linked to the activities under Output 1.1 and 2.1

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Include the Gender mainstreaming actions in the Inception note by the CIMP team leader
[Added: 2016/11/03] [Last Updated: 2017/09/10]
MNRE & UNDP 2016/09 Completed Gender considerations will be included in the inception report by the CIMP team leader. This is noted in the TL inception report and has also reported on gender representation in the quarterly progress reports. History
2. UNDP to organize a training session/briefing for the CIMP Review Team Leader, MNRE-PUMA and AF project staff on “integration and mainstreaming of Gender Markers into projects by the UNDP Gender Focal Point from Bangkok.
[Added: 2016/11/03] [Last Updated: 2017/09/10]
UNDP 2016/12 Completed UNDP will train/brief relevant stakeholders on UNDP’s Gender Marker and its application on the CIM Plans. UNDP has briefed the CIMP Review Team Leader on the integration of gender concerns into the process for reviewing and developing CIM Plans. UNDP prepared a meeting with the CIMP TL and the Gender Expert- Jennifer Namgyal in September 2016 where they worked on the inclusion of the gender perspectives in the CIMP review process. It was discussed that the gender aspect will be incorporated in the social section of the CIMP but not necessarily a headcount of each gender present during consultations. The questionnaires used in the review also included questions that would capture gender related data. In July 2017, a UNDP Gender Equality and Women Empowerment Training was organized and invited all project staff to attend the session relevant to project and how they can report on Gender that includes the team from PUMA-MNRE. Refer to the link for full article. http://www.ws.undp.org/content/samoa/en/home/presscenter/articles/2017/08/08/undp-strengthens-its-role-in-gender-equality-.html History
4. Recommendation:

Evaluation recommendation B.1 Revise Outcome 2 work-plan and targets (particularly in relation to road and coastal protection Km) to determine achievable targets/ activities by the programme end in November 2017.

Management Response: [Added: 2016/11/03] [Last Updated: 2016/11/03]

Management response: Agree in principle although we had intended to have the revised targets finalized as an outcome of the MTE. AF-PUMA will liaise with relevant agencies (LTA/MWTI) to determine realistic targets for improved infrastructure such as roads and coastal protection.  Although the MTE consultant hired should have identified and stated realistic target that’s achievable before November 2017.

 The AF-Technical Adviser (Ulu Bismarck) will work with the AF-Samoa Project team as well UNDP in reviewing the work plan for Outcome 2 to take into consideration the recommendation. This is particularly to align targets with available resources/budget. Once the review with all parties is completed, this will have to go through the TAG Meeting for approval.

 This is linked to the activities of output 2.1

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Conduct annual work plan revisions and determine the targets for November 2017
[Added: 2016/11/03] [Last Updated: 2017/12/20]
MNRE-PUMA 2016/12 Completed This is completed. The project has revised their AWP to include an additional 6 months that have been requested through the AF Sec for project extension. Meanwhile, the LTA and MNRE are in discussion for the roads to begin works before Nov 2017. All BOQ are ready and will be going through the Tender Board. History
5. Recommendation:

Evaluation recommendation B.2 Integrate the results of the Vaisigano catchment flood study into local and district planning, and integrate the results of Manase feasibility study into local tourism planning.

Management Response: [Added: 2016/11/03]

Management response: Agree in principal. The results from the Vaisigano catchment flood study as well as the Manase feasibility study should be consulted during the CIMP review and are able to integrate the results identified into the CIM Plans. 

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Share both studies with Samoa Tourism Authorities and advocate for their mainstreaming
[Added: 2016/11/03] [Last Updated: 2017/12/20]
MNRE 2016/12 Completed The studies have been shared with STA under the ICCRITS project and have been used for tourism planning History
6. Recommendation:

Evaluation recommendation B.3 Increase information sharing and monitoring with targeted communities (at least quarterly missions) during and upon completion of implementation.

Management Response: [Added: 2016/11/03] [Last Updated: 2016/11/03]

Management response: Agree with the recommendation in principle.

 MNRE-PUMA & UNDP to conduct quarterly site visits to the AF project sites. This can be part of the project M&E component. Both to submit one report showing the site and its progress. Whereas, information sharing with AF-Samoa districts is integrated into the CIMPs review and community engagement plan that is already developed though PPCR and have advised AF to use as well. AF-Samoa also has a Facebook Page, Twitter account and is linked to the MNRE-website as well. This is used to disseminate information to the general public on the progress and activities of AF-Samoa.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Develop a M&E plan to include Site visits
[Added: 2016/11/03] [Last Updated: 2017/12/20]
MNRE-PUMA, PMS and UNDP 2016/12 Completed MNRE-PUMA has completed this plan. They have worked with the communications specialist to include a M&E plan in the Communication Strategy. The project also conduct M&E during the project site visits through contracts with LTA to major construction sites i.e. roads and coastal protection. History
2. Develop a Communication strategy & Plan for AF-Samoa.
[Added: 2016/11/03] [Last Updated: 2017/12/20]
MNRE-PUMA Communication Offcier 2016/12 Completed A Communication Specialist has been recruited in Q3 2017 to develop the strategy.The strategy is ready for discussion in Q4 2017. History
7. Recommendation:

Evaluation recommendation C.1 Provide more regular trainings  (i.e. modules, curricula/ every quarter) to various government, district and community stakeholders in relation to CC vulnerability assessments, adaptation measures and planning (by selecting a core target and trusted groups of individuals).

Management Response: [Added: 2016/11/03] [Last Updated: 2016/11/03]

Management response: Agree with the recommendation.

 The projects will conduct trainings to multi stakeholders in relation to CC vulnerability assessment, adaptation measures and planning.  

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Conduct Training for communities through the Small Grants component with CSSP
[Added: 2016/11/03] [Last Updated: 2017/12/20]
CCSP/MNRE 2017/06 Completed This has been included in the MoU with CSSP History
8. Recommendation:

Evaluation recommendation C.2 Support the mainstreaming of climate change adaptation in key development sectors’ frameworks (Agriculture, Water, Infrastructure and Tourism) in coordination with ongoing government projects for DRR, IWRM and Tourism development.

Management Response: [Added: 2016/11/03]

Management response: Recommendation is well received.

 PUMA is well placed within MNRE to liaise, coordinate and align activities with the Environment Sector and the Water Sector that are also located within MNRE. Efforts will also be made to ensure that other sectors (Community / Transport / Health etc) will adopt CIM Plans as a national integrated framework for government and community implementation to realize CCA and DRM activities.  These same activities will be mainstreamed into their respective sector plans as well as the SDS 2016-2020. There are also parallel efforts like the PPCR, GEF etc that the project is working closely with particularly on areas of common interest.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Review Sector Plans 2016-2020
[Added: 2016/11/03] [Last Updated: 2017/09/10]
MNRE 2016/06 Completed It is envisaged that the institutional review of MNRE will inform mainstreaming process . It is envisaged that the institutional review of MNRE will inform mainstreaming process. This Institutional review is now completed and the proposed arrangement have been submitted by the government. This is under the leadership on the HR section of MNRE. It was not so much a review of sector plans as put here in the key actions but more the alignment of each division to the CIMPs. A workshop and consultation was carried out by the consultant hired to complete these talks in close coordination with MNRE HR and CEO. History
9. Recommendation:

Evaluation recommendation C.3 Support the already functioning community engagement mechanism, the Civil society support program (CSSP), to build community capacity regarding climate change resilience and adaptation planning, implementation and monitoring.

Management Response: [Added: 2016/11/03]

Management response: Agree with the recommendation.

 MNRE will finalize a MoU with CSSP to mobilize its Small Grants Component to the 25 districts under AF, using all of CSSPs processes and mechanisms already in place to align with how PPCR is also doing. 

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Finalize MoU with CSSP
[Added: 2016/11/03] [Last Updated: 2017/09/10]
CSSP/MNRE 2016/12 Completed MoU is being finalized for the operational and technical management of the support funds. MoU is being finalized for the operational and technical management of the support funds. The MoU was signed 7th December 2016 and is effective for 12 months. After signature, the recruitment of the project staff that sits at CSSP was carried and as soon as she was onboard in early 2017, the small grants have rolled out and proposals for Savaii and Upolu is now completed the evaluation stage in Q3 2017. History
10. Recommendation:

Evaluation recommendation D.1 Increase technical and planning exchanges and partnerships with current and planned projects addressing climate change in Samoa (i.e. Ridge to Reef project, PPCR,…).

Management Response: [Added: 2016/11/03]

Management response: Agree with the recommendation.

 The government has setup the Climate Resilience Investment Coordination Unit (CRICU) within the Ministry of Finance to coordinate all projects intended to improve resilience from CC and DRM. The unit is responsible to the respective Steering Committee that oversees the implementation of projects. The Technical Advisory Group that encourages partnerships and technical exchanges on the projects reports to the Steering Committee.  More frequent meetings have been convened as the projects become fully engaged in the implementation of the approved respective workplans.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Plan an introductory meeting for the two teams for CIMP review under PPCR and AF-Samoa projects.
[Added: 2016/11/03] [Last Updated: 2017/09/10]
MNRE 2016/09 Completed MNRE will coordinate this meeting for PPCR and AF projects to coordinate proposed works to have CIM Plans standardized nationwide. MNRE will coordinate this meeting for PPCR and AF projects to coordinate proposed works to have CIM Plans standardized nationwide. This is also addressed through the CC Steering committee meeting where they both report to i.e. chaired by the CEO of MoF. The introductory meeting was completed soon after the TL were onboard. History
2. The two team leaders under PPCR and AF Samoa CIMP Review will be reporting on a quarterly basis to the TAG meeting where lessons learnt and work plans are shared.
[Added: 2016/11/03] [Last Updated: 2017/12/20]
MNRE 2016/12 Completed PPCR and AF projects already reporting to the TAG and is continuously doing so at each TAG meeting through the IP. History
11. Recommendation:

Evaluation recommendation D.2 Convene more regular coordination meetings among various programme partners (MoF, MNRE, LTA, SWA, MWCSD) to strengthen technical partnerships, review programme activities progress / targets and agree on quarterly work-plans.

Management Response: [Added: 2016/11/03]

Management response: Agree with the recommendation.

 The review of progress and the approval of work plan are dealt through TAG meetings. The TAG meets on a quarterly basis but additional sessions are called when the need arises.  It is MNRE-AF project team responsibility to make sure all partners are present and represented during the TAG. AF-Project staff to plan the meeting dates according and inform all partners prior to the TAG meeting.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Conduct periodical TAG meetings
[Added: 2016/11/03] [Last Updated: 2017/12/20]
MNRE 2016/12 Completed Refer to the TAG meeting minutes. This is done quarterly and captured in the minutes. History
12. Recommendation:

Evaluation recommendation D.3 Review the financial delivery rate in June 2016 to determine the expected final programme delivery rate in November 2017, and perform a budget review accordingly to ensure at least a final 80% delivery rate by the end of the programme.

Management Response: [Added: 2016/11/03]

Management response: Agree with this recommendation.

 KVA consultant, MNRE-PUMA and UNDP should conduct a thorough review of AF-Samoa project finance and budget. UNDP will conduct a finance training inviting all the relevant parties to attend. This is also reflected in the PPR. UNDP will share the CDR with MNRE annually for their records.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Financial Review for AWP 2016 & 2017
[Added: 2016/11/03] [Last Updated: 2017/12/20]
MNRE & PMS & UNDP 2016/12 Completed A new template for project work plan was discussed and agreed to in the recent PM workshop coordinated by UNDP. The review of AWP is also done annually for the project to capture changes during implementation and mainly on component 2 with major infrastructures that require the approval from the CC Steering Committee that is chaired by MoF CEO. History
13. Recommendation:

Evaluation recommendation E.1 Align the programme targets (i.e particularly Outcome 2 targets) into respective line ministries targets, to ensure the country ownership and potential replication of climate change adaptation activities further to the programme end in 2017.

Management Response: [Added: 2016/11/03]

Management response: Agree in principle.

 This is the current approach considered whereby the priorities of line ministries are checked against the CIM Plan and project targets.  For works and infrastructure, these are revised against targets under Outcome 2.  These priorities are discussed and approved in the annual workplan with subsequent quarterly plans for actual implementation and monitoring.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Review and align project targets during the sectoral review exercise
[Added: 2016/11/03] [Last Updated: 2017/12/20]
MNRE 2016/12 Completed These are discussed in the TAG meetings whereby the works and infrastructure is aligned to the project targets and prioritized accordingly. History
14. Recommendation:

Evaluation recommendation E.2 Develop and agree on roles and responsibilities on hand-over M&E activities of programme activities among various department and line ministries (i.e. LTA, SWA, PUMA, MoF) further to programme end in 2017.

Management Response: [Added: 2016/11/03]

Management response: Agree in principle.

 Institutionalizing the CIM Plan Implementation will clarify the role of each partner and stakeholder. Furthermore, the project M&E will assist in quantifying these roles and the verification of expected targets and indicators or related activities for relevant partners and stakeholders.  It must be said however, that any implementation of works requires Development Consent from PUMA to ensure planning, environmental and social considerations are addressed. PUMA will also monitor all works/use of land to ensure compliance with the Planning and Urban Management Act 2004.  

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Institutional Review of MNRE
[Added: 2016/11/03] [Last Updated: 2017/12/20]
MNRE/Corporate Service 2016/12 Completed Consultations activity with all layers of staff in MNRE and stakeholders in progress. The Institutional review was completed in Q2 2017 and all employees and key stakeholders of MNRE were consulted by the specialist. History
Develop an exit strategy indicating the M&E roles and responsibilities
[Added: 2016/11/03] [Last Updated: 2017/12/20]
MNRE 2017/06 Completed This was captured in the report by the Institutional Strengthening Specialist where she identified the relevant ministry (and Division) and its functions in the implementation of the CIMP History
15. Recommendation:

Evaluation recommendation E.3 Develop and provide user-friendly, simple and technical manuals/ methodology for communities, local representatives at demonstration sites to monitor current activities and replicate wherever possible similar adaptation techniques.

Management Response: [Added: 2016/11/03]

Management response: Agree in principle.

 

One of the available documentation is the Community Engagement Plan that will be used to closely monitor implementation and progress of community adaptation activities. Furthermore, lessons learned and best practices generated through the adaptation implementation and related policy processes will be captured and disseminated nationally and globally. A range of knowledge management products will be developed, tailored to different user groups and disseminated through specific channels and means, including local schools, and supported by a programme communication action plan. It is expected that integrated knowledge management activities will significantly contribute to the replicability and sustainability of the programme results, reaching out to broad layers of society and generations. (Ref Prodoc Page 36, para 149)

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Develop programme communications strategy and plan
[Added: 2016/11/03] [Last Updated: 2017/12/20]
MNRE 2016/12 Completed The Communication Specialist recruited in Q3 2017 has developed the communications strategy and action plan. History

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