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Mid Term Review: Sustainable Management of Namibia’s Forested Lands Project (NAFOLA)
Commissioning Unit: Namibia
Evaluation Plan: 2014-2018
Evaluation Type: Project
Completion Date: 08/2017
Unit Responsible for providing Management Response: Namibia
Documents Related to overall Management Response:
 
1. Recommendation:

Evaluation Recommendation A.1: Expedite gazettement process

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: The gazetting of CFs is an elaborated process. MAWF with support from NAFOLA will put in place measures to expedite gazetting, inter alia,  submitting eight of the eleven dossiers to the Attorney General’s Office for legal clearance, after which the MAWF will sign and submit the dossiers for listing on government gazette.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Write a letter to the Ministry of Justice (MoJ) towards the accelerated support for the gazetting of the CFs
[Added: 2017/12/19] [Last Updated: 2018/09/27]
PMU, MoJ and DoF 2017/09 Completed Letter on file at UNDP. Notice of Gazette attached. History
2. Appoint a technical staff member in MAWF to liaise between the MoJ and MAWF.
[Added: 2017/12/19] [Last Updated: 2018/07/26]
PMU, DoF and MET 2018/03 Completed MAWF appointed a technical person to liaise between MAWF and Attorney General. Regular follow up is being undertaken. Notes for meetings held with MoJ. History
3. Submit the remaining (2) dossiers for gazetting. These are for Onkumbula and Epukiro CFs.
[Added: 2017/12/19] [Last Updated: 2018/07/26]
PMU, DoF and MoJ 2018/11 Overdue-Initiated Dossier for one (1) CF (Epukiro) finalized and submitted for legal review at Attorney General’s Office. Dossier for one CF (Onkumbula) to be finalized and submitted end of November 2018. History
2. Recommendation:

Evaluation Recommendation A.2.: Apply interim provisions to NAFOLA targeted CFs. As suggested by DOF technical staff, recognize the interim Management Committees and allow them to receive further project support while their applications have been submitted for official gazettement.

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: In order to comply with the Forest Act, NAFOLA will support implementation of IFMPs in gazetted CFs.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Support implementation of IFMPs for the four gazetted CFs (Okongo, Uukolonkadhi, Oshaampula and Otjiu-West). Build capacity (through targeted training) of the other eight CFs to execute their constitutional mandates after they are gazetted.
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and DoF 2018/12 Completed Quarterly reports available as evidence History
3. Recommendation:

Evaluation Recommendation A.3.: Continue to explore sensible long-term policy matters including harmonization of CBNRM related laws and procedures (e.g. conservancy and CF gazettement and management, including GRN support)

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: NAFOLA and DoF will explore and publish long-term policy matters related to CBNRM.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Produce a detailed analysis on the gazetting of the CFs as a useful knowledge product. Set-up consultation mechanisms between MAWF and MET for the joint-management of the CFs and conservancies to ensure participatory and consultative endorsement of the developed dossiers by stakeholder ministries.
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and DoF 2017/12 Completed Booklet on harmonization of CFs and Conservancies available. Best Practices and lessons learned booklet on harmonization finalized by NAFOLA Project History
2. Draft post review lessons-learnt report for the harmonization of policies, procedures and management planning of conservancies and CFs through joint management committees.
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and DoF 2018/03 Completed Report available as evidence History
4. Recommendation:

Evaluation Recommendation A.4.: NAFOLA focuses dedicated amount of remaining funds to support implementation of management plans in all targeted CFs (suggested amount: +/- USD 25,000 per CF)

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: Ensure equitable allotment of funding to the target CFs in accordance with the needs and the gaps and the respective progress of implementation.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Undertake needs and gaps analysis and sustainable financing mechanisms of the respective CFs. NAFOLA support would be predominantly on sustainable capacity development efforts to increase the capacities of the CFs so that they are able to function on their own – rather than making communities dependent on projects/government funding in perpetuity. The needs and gap assessment will also contain a section on the results of the NAFOLA investigations on sustainable financing mechanisms for CFs operations
[Added: 2017/12/19] [Last Updated: 2018/08/31]
PMU and DoF 2018/07 Completed TORs for consultancy to develop long term financing for the forest sector finalized. History
2. Allocate financial resources in accordance with the needs assessment results
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and DoF 2017/12 Completed Reprioritization processes completed through the development of M&E framework for NAFOLA in Feb-March 2018 History
3. Systematically monitor the implementation of the activities prioritized for each CF in line with the M&E framework and project results framework
[Added: 2017/12/19] [Last Updated: 2018/08/07]
PMU and DoF 2018/12 Overdue-Initiated Quarterly reports available History
5. Recommendation:

Evaluation Recommendation A.5.: NAFOLA produce replicable training materials based on previous projects (e.g. KfW) and NAFOLA trainings and make available to future CF trainings (e.g. incl. on internet http://www.mawf.gov.na/community-forestry and http://www.cfnen.org.na/ - not currently operational)    

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: Package the training materials in knowledge management products. 

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1 a). Utilize available training materials including those developed during PPG phase to avoid duplication of efforts and increase resource efficiency, NAFOLA will also package and broadly share materials produced to enhance replication of practices outside the 13 CFs hot spots. b) Update CF Toolbox with new material and also upload the material on the DoF website developed by CFN. c) Coordinate and facilitate training interventions as per updated Training Action Plan with e.g. forest management bodies.
[Added: 2017/12/19] [Last Updated: 2018/08/03]
PMU and DoF 2017/12 Completed Available at this link http://www.mawf.gov.na/community-forestry All trainings pertaining to CF management has been codified. History
2. Publish knowledge management products as community forestry toolbox and on appropriate platforms (e.g. incl. on internet http://www.mawf.gov.na/community-forestry and http://www.cfnen.org.na/)
[Added: 2017/12/19] [Last Updated: 2018/08/07]
PMU and DoF 2018/10 Overdue-Initiated History
6. Recommendation:

Evaluation Recommendation B.1.: Take stock of the various demonstration projects implemented so far; undertake analysis of cost benefit, sustainability, success factors; use such analysis for follow-up planning of remaining resources and investments into innovative and financially interesting income generating opportunities for CFs. Based on the analyses identify few (potentially 2 to 4 value chains for implementation).

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response:  As recommended, NAFOLA will take stock of the various demonstration projects implemented and  use such analysis for follow-up planning of remaining resources and investments into innovative and financially interesting income generating opportunities for CFs.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Cost-benefit, feasibility and lessons-learnt assessments of investments and analysis of income generating value chains (to be read with actions under A4.)
[Added: 2017/12/19] [Last Updated: 2018/08/07]
PSC, PMU, DAPEES and DoF 2018/12 Overdue-Initiated TORs developed History
7. Recommendation:

Evaluation Recommendation B.2.: Pick projects that are in line with local level ideas and interests. There are a number of proposals that CF MCs prepared – get these pipelined e.g. with the EIF and SGP small grant facilities or NDC for independent financing. NAFOLA could provide technical support to ensure proposals are in line with CF constitutions and ideals.

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response:  Support management bodies of CFs to develop pipeline projects (responding to IFMP)  to be considered by small grants facilities e.g. EIF and SGP.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Provide technical support - develop proposal for CFs to selected projects (identified by the respective CFs) to ensure funding through Environmental Investment Fund (EIF) and UNDP Small-Grants Project (SGP) or Namibia Development Corporation (NDC) for independent financing through CFs management committees.
[Added: 2017/12/19] [Last Updated: 2018/09/27]
PMU 2018/03 Completed Grant proposal for Okongo CF approved by EIF; Project approved by SGP for Otshikushithilonde CF; Draft proposals for 3 CFs available. History
2. Collaborate with GIZ on debushing project and build on sustainable previous experiences with DEED/KfW/NNF
[Added: 2017/12/19] [Last Updated: 2018/09/27]
PMU 2018/03 Completed Report available History
8. Recommendation:

Evaluation Recommendation B.3.: Rethink CA investments in Omaheke; do not support medium scale fodder production, but focus on home garden food security measures and rangeland management instead, and as applicable. Use tractors for CFs – making firebreaks, transporting timber and non-timber forestry products, etc.

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: The overall objective of NAFOLA Project is to reduce pressure on forest resources. Conservation Agriculture (CA) was considered as one mechanism to increase crop yields in a sustainable manner, which minimizes clearing of forest areas. Since the formulation of the project, the government of Namibia has received numerous supports on CA. At MTR, NAFOLA is prioritizing its interventions and the PSC has taken a resolution to focus project resources on sustainable forestry interventions.  As a result NAFOLA will not be engaged in active CA activities. The project will collaborate with DAPEES on monitoring uptake of CA and its impact on the forest.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Resolution to be communicated to PSC and subsequently to MAWF (as the Implementing Entity)
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU, DoF and UNDP 2017/12 Completed 6th PSC minutes reflecting the deliberations History
9. Recommendation:

Evaluation Recommendation B.4.: No further payments by NAFOLA for the Auction Kraal. Government must find a solution to making the kraal operational.

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: Government agreed on funding the gaps. No further payments by NAFOLA for the construction of Auction Kraals and additional amenities. 

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. MAWF to provide commitment letter to UNDP for the funding and finalization of auction kraal which is part of the Marketing Facility
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and DoF 2017/09 Completed Letter on file at UNDP History
2. NAFOLA to collaborate with DAPEES, DVS and farmers associations to ensure that marketing plans are in place and implemented.
[Added: 2017/12/19] [Last Updated: 2018/08/07]
PMU and DoF 2018/11 Overdue-Initiated TORs finalized for consultancy service History
3. Finalize construction of the kraal
[Added: 2017/12/19] [Last Updated: 2018/08/07]
DoF 2018/10 Overdue-Initiated Delay in the disbursement of funds from MAWF. History
10. Recommendation:

Evaluation Recommendation C.1.: Replace current PSC as the members have not taken on their oversight responsibilities; include CF representatives in PSC as they are indicated in the project document as Responsible Parties; provide a clear orientation to the PSC of their roles, mandates and responsibilities.

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: Strengthen the capacity of the PSC and establish a technical advisory committee.

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1 a. Provide a clear orientation to the PSC of their roles, mandates and responsibilities to increase oversight and guidance b. Share the terms of reference (ToR) train the current PSC to ToR c. Facilitate the setting-up of the technical advisory committee for interim decision-making and setting-up an annual calendar.
[Added: 2017/12/19] [Last Updated: 2018/09/27]
PMU UNDP, PSC 2017/12 Completed History
2. Improve participation of Civil Society Organizations (CSOs) or non-governmental organizations (NGOs) such as NACSO at the PSC.
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and PSC 2017/12 Completed 6th PSC minutes reflecting this issue. History
3. UNDP representation at PSC is up to the Head of Energy and Environment as the lowest suitable designate of the Resident Representative and/or Deputy Resident Representative.
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and PSC 2017/12 Completed 6th PSC minutes reflecting this issue. History
11. Recommendation:

Evaluation Recommendation C.2.: Increase UNDP oversight function especially over financial resources and reporting.

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: Increase UNDP oversight function especially on PQA and Reporting. 

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Undertake Project Quality Assurance (PQA), Micro-assessment, SPOT Checks. UNDP to fulfill its fiduciary role to monitor/track project spending congruent to ProDoc and revised project budget.
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and UNDP 2019/02 Overdue-Initiated PQA done; Spot check not done History
2. Analytical M&E oversight function by UNDP in respect of quarterly reporting.
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and UNDP 2017/12 Completed History
3. Disbursement from quarterly to direct payments based on an approved procurement plan.
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and UNDP 2017/11 Completed History
12. Recommendation:

Evaluation Recommendation C.3.: Undertake focused re-planning for “phase 2”- remaining 2 to 3 project intervention years, in line with remaining budget; focus work on target CFs; focus interventions to actually generate meaningful impacts in the CFs, including direct support to the CF committees.

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: MAWF, PMU and UNDP will undertake a focused re-planning for the remaining project phase.  (Also refer to management responses and activities under A4 and B1)

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Obtain approval from the PSC on the adjusted annual plans
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU, UNDP and PSC 2017/12 Completed 6th PSC minutes reflecting this issue. History
2. Implement activities in strict adherence to approved annual work plan and procurement plan.
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PSC, PMU, DAPEES and DoF 2018/03 Completed Payments done against planned activities History
3. Capital investments in prioritized low cost facilities.
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and DoF, MET (CBNRM) 2019/02 Overdue-Initiated Proposal for low cost capital approved by PSC as part of 2018 AWP History
13. Recommendation:

Evaluation Recommendation C.4.: Adjust or rearrange the PMU with re-planning and budget; and arrange for a no-cost extension

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: Reduce staff complement; and no-cost extension not permissible by a UNDP HQ directive

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Realign staff complement and undertake activities through PLOs and CF management committees with strict adherence to timelines and outputs or cost-benefit analysis.
[Added: 2017/12/19] [Last Updated: 2018/09/27]
PMU, UNDP, DoF and PSC 2018/03 Completed Staff reduced from 13 PLOs to 6 PLOs; Regional Project Implementation Officer position ceased; History
2. Develop deliverable based-contracts with templates and team building exercises for re-organization
[Added: 2017/12/19] [Last Updated: 2018/09/27]
PMU, UNDP, DoF and PSC 2017/12 Completed Finalised in July 2018 History
14. Recommendation:

Evaluation Recommendation C.5.: Plan for a non-cost extension, despite the fact that limited resources are remaining – the sort of support needed now requires longer-term engagement rather than capital investments

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: The project will be implemented within the planned timeframe

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Implement activities in strict adherence to work plans to avoid delays.
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and PSC 2019/02 Overdue-Initiated Work plans and procurement plans circulated to PSC by email for endorsement. History
15. Recommendation:

Evaluation Recommendation C.6: Invest strongly into knowledge management and communication

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: As recommended, the project will invest into knowledge management and communication

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Realign project staff to make provision for a Knowledge Management Officer
[Added: 2017/12/19] [Last Updated: 2018/09/27]
PMU and MAWF 2017/10 Completed Knowledge Management Officer position filled History
2. a) Capture lessons learnt as knowledge management products. b) Identify strategic partnership with academia and agree on production of knowledge management products for current and future programming
[Added: 2017/12/19] [Last Updated: 2018/08/03]
a) PMU, MAWF b) UNDP and DoF-PMU 2017/12 No Longer Applicable [Justification: Initiative was linked to funding of students researching in NAFOLA hotspot on topic related to the objectives of the Project and has been ceased;]
History
16. Recommendation:

Evaluation Recommendation C.6.-C.7.: Develop functional and practical monitoring framework and actually invest into data collection (M&E)

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: PMU and DoF to develop the outcome-based M&E/RBM framework together with the TOC

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Develop the Terms of Reference (ToR) for the M&E framework including TOC with suggested outcomes and corresponding indicators
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and DoF 2017/09 Completed TOC available for NAFOLA and M&E framework finalised History
2. a. Procure consultant and develop an RBM and M&E framework in line with the new TOC recommendations and SDGs reporting guidelines b. Develop and update the project knowledge management plan/strategy including communication activities and stakeholder engagement c. Train the trainers on the new M&E and RBM framework to train the remaining staff complement after reorganization and CF management committees.
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU, DoF and UNDP 2018/03 Completed Reports available History
3. Outcome and results based monitoring, data (disaggregated by Gender) collection on new indicators (including SDGs) and reporting in accordance with the tracking tool (TT)
[Added: 2017/12/19] [Last Updated: 2018/08/03]
PMU and DoF 2019/02 Overdue-Initiated Training of trainer to be conducted in August 2018 History
4. Restructure PMU to include a monitoring, evaluation and knowledge management officer
[Added: 2017/12/19] [Last Updated: 2018/08/03]
PSC, PMU and DoF 2017/12 Completed PMU and DoF reviewed the structure, resulting in only seven & PLO being in place. The specific seven TORs with deliverables are available. History
5. Implement the changes to the developed M&E framework
[Added: 2017/12/19] [Last Updated: 2018/08/28]
PMU and DoF 2018/03 Completed History
17. Recommendation:

Evaluation Recommendation or Issue C.8.: Add two risks to the risk log (namely; 1) decision making, reporting and accountability of project management and 2) slow gazetting process of CFs)

Management Response: [Added: 2017/12/19] [Last Updated: 2017/12/19]

Management Response: Amend Risk Log

Key Actions:

Key Action Responsible DueDate Status Comments Documents
1. Add a specific organisational or operational risk to the UNDP’s risk register on decision-making, reporting, and accountability of project management.
[Added: 2017/12/19]
PMU and UNDP 2017/11 Completed
2. The Risk log should be updated to include the impact of slow gazetting of CFs to attainment of project targets
[Added: 2017/12/19]
PMU and UNDP 2017/11 Completed

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