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Conserving Biodiversity and reducing habitat degradation in Protected Areas and their areas of influence
Commissioning Unit: Barbados
Evaluation Plan: 2017-2021
Evaluation Type: Project
Completion Date: 03/2017
Unit Responsible for providing Management Response: Barbados
Documents Related to overall Management Response:
 
1. Recommendation:

Consider intensely the political, policy, and governmental issues and structures of the country where a project will be implemented and incorporate whatever policy or governmental issues are present in the country where a project would be implemented. Take into account successful architecture of cooperation agreements from other donors as guidelines.

Management Response: [Added: 2017/12/12]

The policy and governance climate was considered in the project design, with consultation of various stakeholders, including multiple government depts.

 

MOUs are proposed to be agreed between various government departments with respect to their roles and responsibilities in project implementation; and in future project design will include such MOUs prior to finalisation of project document.

 

A communications plan will be developed to strengthen stakeholder awareness and engagement.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
MOU template to be obtained from MSD and MOUs to be drafted by January 31, 2019.
[Added: 2019/03/21]
PMU 2019/01 Overdue-Not Initiated
2. Recommendation:

Realistically budget all proposed products, processes, outputs and investments.

Management Response: [Added: 2017/12/12]

It is recognised that the design stage underbudgeted a number of activities in the project.

 

The PSC has been consulted on adjustment of activities where there have been significant variance between actual costs and budgeted amounts. Efforts will continue in endeavouring to the find the most cost effective use of resources.

 

The project will need to prioritise activities based on the most significant contribution to the achievement of project results and outcomes. The project will also seek to partner with government agencies to leverage capacities and increase efficiency. These will require more specific detailed planning and early dialogue.

 

Consideration will also be given to requesting support from the government in the next budget cycle, requiring preparation of the financial forecast and procurement plan by July 2017.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Revise MYWP for extension request to prioritize activities which have been reprogrammed from previous years
[Added: 2019/03/21]
PMU 2019/01 Completed
Request support from the government in the next budget cycle, requiring preparation of the financial forecast and procurement plans.
[Added: 2019/03/21]
PMU 2019/01 Overdue-Not Initiated
3. Recommendation:

Improve the design of indicators, keeping in mind that they should be SMART and require that the indicators are to be results-based, reflect effects, and that results indicators should reflect effect as attributable to project. Indicators should be drawn with the purpose of determining what are a project’s impacts and effects. Baseline indicators should be sought or set for all expected outputs and outcomes given that without baseline data impact or effect cannot be measured nor attributed to an intervention.

Management Response: [Added: 2017/12/12]

Review of the RRF is currently underway, examining data availability and needs and the measurability of the current indicators. Intermediate milestones will be established.

 

Ecological baselines will be established during the inventories which are underway.

 

Attention to indicators relating to social and gender impacts is also being emphasised. The scope of the socioeconomic assessment and how it will be incorporated into current activities is a matter of priority. It is noted that this has already been included to some degree in the development of the sustainable financing mechanism.

 

The M&E plan will be revisited to better reflect data collection methods, frequency, cost and sources.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Complete the review and revision of the RRF
[Added: 2019/03/21]
PMU, PM&E Analyst and Gender Focal Point 2019/04 Initiated
Establish ecological baselines as part of the marine/terrestrial inventories that are being undertaken
[Added: 2019/03/21]
PMU 2019/06 Initiated
The M&E plan will be revised to better reflect effective data collection methods, frequency, cost and sources.
[Added: 2019/03/21]
PMU, PM&E Analyst 2019/04 Initiated
4. Recommendation:

Work at the highest level to improve the relation between the St. Kitts and the Nevis implementation processes; creating protocols, letters/memorandums of understanding, and other relevant documents, with meaningful exchanges at the political and at the line ministry levels between the two islands. Use models from other cooperation processes and agreements that have worked more efficiently as examples.

Management Response: [Added: 2017/12/12]

MOUs are proposed to be agreed between various government departments with respect to their roles and responsibilities in project implementation.

 

The Heads of the key Ministries on both St Kitts and Nevis have reiterated their commitment to the process and to executing their responsibilities. Projects jointly implemented on both islands are not very common, and therefore commitment has been expressed to increase efforts at frequent open dialogue and improvement of the communication process between the PCU and the islands.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
MOUs to be drafted between government departments across St. Kitts and Nevis
[Added: 2019/03/21]
PMU 2019/04 Initiated
5. Recommendation:

Within Nevis there should be an extra and renewed effort to disseminate information about the workings of the project, the implementation modality, the role of the implementing agency of Nevis, the vertical relations within the Nevis government vis-à-vis a project of this type.  An integrated effort should be made, as well, the between and within the Nevis Implementing Entities/Responsible Partners and other line agencies within the Nevis administration.

Management Response: [Added: 2017/12/12]

There are some challenges with communication between various Ministries and their respective departments.

 

However, there are representatives from all involved departments in NIA at all project meetings and technical committees and information is circulated within the departments.

 

Efforts will continue to be made to copy PSC representatives in communications with the Directors, and regularise post-meeting reports and discussions with the Directors. Communication with Permanent Secretaries will be increased to ensure buy-in and consent at all stages at the highest levels.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
All meetings with Directors will be follow up by meeting reports
[Added: 2019/03/21]
PMU 2019/12 Initiated
Meetings with PSs will be held quarterly/monthly and reports prepared following each engagement.
[Added: 2019/03/21]
PMU 2019/12 Initiated
6. Recommendation:

Within St. Kitts there should be an increased effort to have the different line areas of government work in a coordinating matter within the realm of the project, avoiding duplication of efforts, concerting areas of work, and building upon other interventions and projects that are taken place or that have been implemented regarding protected areas (terrestrial and/or marine) within national and regional projects.

Management Response: [Added: 2017/12/12]

The Public Sector Investment Programme serves as the coordinating focal point for development projects in the federation. PSIP Committee members (representatives from each government department)  report on the status and challenges of all projects in country on a monthly basis. The monthly report is circulated to all members and PSs, which may not be further circulated. The DOE will seek to obtain these reports.

 

Currently the project has a multi-sector PSC and Technical Committees. Identify core group of stakeholders to strengthen relationship for regular info sharing

 

Relationships need to be strengthened with non-government partners e.g. tour guides, surrounding communities towards implementation of the co-management process.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Update the stakeholder mapping exercise and prepare an updated stakeholder engagement strategy.
[Added: 2019/03/21]
PMU 2019/04 Not Initiated History
7. Recommendation:

Review the log frame to bring up to date language and incorporate changes that the project has borne in its implementation period thus far.  Update also, as relevant, the indicators in the log frame.  Formally streamline the financing process and administration of the Project; streamline the products expected to meet with outputs but keeping within budget, time, and policy limitations.  Re visit ProDoc to see what is currently not being considered as a product (formally or not), and ascertain that what is still being considered is done through in a programmatic way and not happenstance.  This review and it formal acceptance by steering committee and relevant partners should accompany and be an integral part of an extension if requested.

Management Response: [Added: 2017/12/12]

A gap analysis currently underway to examine the current plans in relation to expected project results. This will contribute to an updating of the logframe, with revision of indicators and targets and setting intermediate milestones..

 

Critical activities being reviewed and remaining outputs being assessed in terms of scope, feasibility and timing

 

The updated logframe and budget should be available by next PSC meeting in June 2017, for consideration in conjunction with an extension request.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Complete a gap analysis of the current plans in relation to expected project results. This will contribute to an updating of the logframe, with revision of indicators and targets and setting intermediate milestones..
[Added: 2019/03/21]
PMU 2019/04 Initiated
8. Recommendation:

Start to generate mechanisms and processes, in particular with the support of diverse stakeholders including civil society stakeholders, in order to move the project from an emphasis on products to one that seeks outcomes, objectives, and effects. 

Management Response: [Added: 2017/12/12]

The project document includes a stakeholder analysis and articulates the need for a collaborative PA management approach. Inclusion of

stakeholders in a participatory approach of how the project unfolds will receive renewed efforts.

 

Opportunities for NGO collaboration have been identified, such as with the Sea Turtle Monitoring Network (patrols, etc); Nevis Heritage and Conservation Society (lobbying with government on promised action (accountability), legislation, communications); fishing and farming cooperatives.

 

Options for community engagement and co-management are being explored to obtain buy-in for the creation of the PAs, reduce resource use conflicts, promote understanding of ecosystem services and engender a sense of collective responsibility.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Revise the stakeholder mapping exercise and prepare an updated stakeholder engagement strategy.
[Added: 2019/03/21]
PMU 2019/04 Initiated History
9. Recommendation:

Generate a deliberation and examination (with relevant events/workshops/discussions etc.) on what should and could be a government(s) entity(ies) that administer(s) protected areas of different sorts in the country.  The discussion should include and generate organizational charts, lines of authority, what already existing entity would this administrative division respond to, what management tools and capacity –personal and institutional—it would need, what enabling norms and policy it would need to function, as well as what financial resources it would need to operate (and where they would arise from).

Management Response: [Added: 2017/12/12]

Discussions have been agreed to begin at the PS level within the respective Ministries on both islands to agree on a feasible structure of the PAA and the role of various departments that currently execute some of its functions. The discussion will focus on a ridge to reef approach, emphasising need for coordination and sustainability. Current institutional structures and capacities will also be examined.

 

Several elements of the project will be influenced by the outcomes of these discussions, including the sustainable financing mechanism (SFM), revision of the Nevis Physical Development Plan, the update of the NCEMA Bill and Marine Resources Act, and the proposed PA Act.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Background paper and recommendation to PS on an operational structure for PA management to be prepared
[Added: 2019/03/21]
Director of DOE 2019/02 Overdue-Initiated
Create a coordination mechanism among technical staff to jointly plan and report on PA management activities, including overarching objectives and TOR
[Added: 2019/03/21]
PMU 2019/04 Initiated
10. Recommendation:

Interweave developmental issues as a priority, in the products and outcomes that result and should result out of the Project, including issues of livelihoods, gender, prevention of natural resource use conflict with local communities, and the support that protected areas should sustain for development and wellbeing (tourism, fisheries, water sources) in the country.

Management Response: [Added: 2017/12/12]

Specialist support has been secured to specifically  tackle these issues, part of which is the aforementioned gap analysis.

 

Socioeconomic surveys have recently been completed (2016) through other projects, and will be further enhanced by the project as needed.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Develop TORs and conduct training in mainstreaming of gender equality, livelihood support and other human rights issues for members of the coordination group proposed under Q9
[Added: 2019/03/21]
PMU 2019/06 Initiated
11. Recommendation:

Commence to generate a sustainability plan/exit strategy where what is needed for sustaining products, outcomes, and effects is made explicit.  This strategy or plan should make overt which stakeholder(s) would assure sustainability and by what means (for example, through budget incorporations, work plan incorporations, hiring of staff, maintenance of infrastructure and other materials provided directly and indirectly by the Project.)

Management Response: [Added: 2017/12/12]

The ongoing development of the sustainable financing mechanism makes provision to directly address some of these issues.

As the SFM is being implemented in its early stages, it is anticipated that gov't may need to absorb current staff until revenue streams reach adequate levels, and the process for doing that will commence during 2017.

 

In ensuring that the PAA will be sustainable, its building and expansion will be incremental and manageable to reduce creation of dependencies on government financing. Simultaneously, the livelihoods adjustments that are anticipated to be needed will seek to ensure no displacement, and replacement with sustainable income where certain activities are prohibited.

 

The PSC has been encouraged to exert its influence in focusing on higher level results and long term usability and sustainability of the project's results.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
A sustainability plan will be completed for the project
[Added: 2019/03/21]
PMU 2019/06 Not Initiated
12. Recommendation:

Connections with other projects should be fostered. For example, other marine and terrestrial protected areas projects in the region/sub region; in particular, learning their issues, how they were handled, what were the lessons learned, and what were their results.  Formally linking with other projects in country in the same subject area should also be promoted.

Management Response: [Added: 2017/12/12]

Common approaches are being explored with GEF biodiversity projects in Dominica and Grenada.

 

Greater efforts should be made

MMA, ECMANN

SFM

 

Recommendation of the PSC that the leadership of the PSs is needed to resolve communication and conflicting activities between departments, and determine the way forward as a group

Key Actions:

13. Recommendation:

Enhance UNDP/GEF roles, in particular in technical support, quality control of products,  facilitating information and knowledge of other projects [globally, regionally, and sub regionally] that have dealt with the same subject area and had similar challenges.

Management Response: [Added: 2017/12/12]

UNDP has recently shared examples of financing mechanisms from Belize and Seychelles to inform the SFM development.

 

New monitoring tools have been developed to facilitate better monitoring of progress towards project outcomes and results-based reporting.

 

Technical support is currently being emphasised in the areas of gender and livelihoods to strengthen the people-centredness and human rights approach of the project.

 

Monthly progress meetings will be held between the PCU and the UNDP SRO team.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
UNDP to share examples of successful financing mechanism to support the development of a similar mechanism in St. Kitts
[Added: 2019/03/21]
PMU, Barbados MCO 2019/01 Completed
Deployment of new MCO monitoring tool to support planning and M&E functions
[Added: 2019/03/21]
Barbados MCO 2018/06 Completed
Complete monthly meetings between the PMU and the UNDP SRO team
[Added: 2019/03/21]
PMU, barbados MCO 2019/12 Initiated
14. Recommendation:

It is recommended that a no-cost extension, should one be requested, be granted for the Project considering the delays it had in set up as well as other delays in implementation.  The extension request should be accompanied by bringing up to date the log frame of the project as well as formalizing the streamlining and adaptive management that has taken place in the implementation and planning process (see recommendation 5 above).

Management Response: [Added: 2017/12/12]

Once the revised logframe and multi-year work plan are completed, they will be submitted in support of an 18-month extension request, as agreed by the PSC.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
Complete and submit a project extension request
[Added: 2019/03/21]
PMU, Barbados MCO 2019/01 Completed

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