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INCEPTION REPORTFORMIS II
F O R M I S IIPhát triển hệ thống thông tin quản lý Ngành Lâm nghiệp Việt Nam
Assoc. Prof. Dr. Võ Đại Hải, National DirectorDate: 20/3/2014
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PART I
SUMMARY OF PROJECT CORE RESULTS
DURING PHASE I
F O R M I S | Development of Management Information System for Forestry Sector
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• Name of Project: Development of Management Information System for Forestry Sector in Vietnam (FORMIS)
• Donor: Government of Finland, Trust Fund for Forestry (TFF)• Executing Agency: Ministry of Agriculture and Rural Development
(MARD)• Implementing Agency: VNFOREST• Project scope: At Centre and 3 pilot provinces: Quảng Ninh, Thanh
Hóa, Thừa Thiên Huế• Budget: 4,4 Million EUR, in which
– Finland: 2, 200,000 EUR– TFF: 1,798,636 EUR– Counterpart fund: 431, 550 EUR
• Project duration: 10/2009 – 12/2012
F O R M I S | Development of Management Information System for Forestry Sector
GENERAL INFORMATION
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FORMIS project objectiveOverall objective:
To build a modern forest information system from central to local level to provide accurate information for decision making for forest sector at all levels.
National level
Province level
District level
Commune level
Forest owner level
F O R M I S | Development of Management Information System for Forestry Sector
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Core Results during Phase I
1. FORMIS platform & applications for sharing electronic information in forestry has been successfully built;
2. Proposed standards, parameters for data and information, and sharing mechanism for forestry reporting system;
3. Conducted several training courses to strengthen the capacity of forestry staff at all levels, in terms of IT system management.
4. Supported IT infrastructures at Centre and 3 pilot provinces
F O R M I S | Development of Management Information System for Forestry Sector
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Forest Resource Database System
Main function: • Storing forest resource data in standard
format from periodic inventories • Local or national level
F O R M I S | Development of Management Information System for Forestry Sector
FOREST RESOURCE DATA 2010
FOREST RESOURCE DATA 2005
FOREST RESOURCE DATA 2000
Users• Goverment forestry Agencies at national-
local levels• Forest owners & managers
Current status• Ready for use• Data sharing mechnism required
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Operational Forest InventoryMain function • Data collection with Web based
application• Data transfer to central servers via
internet • Inventory analysis and production of report
F O R M I S | Development of Management Information System for Forestry Sector
FOREST RESOURCE DATA RỪNG
users• Inventory Agencies• Big Forest owners & managers• Forestry companies• Forestry Projects
Current status • Ready for field testing by users
INVENTORY METHOD FOLLOWING MARD
REGULATIONSCOMPUTER BASED SATELLITE IMAGE INTERPRETATION
WEB BASED DATA ENTRY
ENTRY WITH MOBILE PHONE IN THE FOREST
INVENTORY ANALYSIS APPLICATION
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FOREST MONITORING SYSTEM
F O R M I S | Development of Management Information System for Forestry Sector
REPORT ON FOREST CHANGE IN
FOREST STATUS PLOT
AGGREGATED REPORT; COMMUNE, DISTRICT, PROVINCE, COUNTRY
CHANGE FOREST FOR FOREST
OWNERS
Functions• Monitoring change in forest status in the
smallest aerial unit, the forest status plot• Includes also spatial data: location,
boundaries of forest
users:• Forest owners and managers• State management agencies at different
levels • Forestry projects
Current status• Prototype completed• Beta version ready for testing on the ground• Great potential for updating for different
purposes of forest reporting
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Other Information System in FORMIS built during phase I
Information system
Function Current status
Foretst map Viewing forest status map with national coverage. Selection of data layers. Zooming down to sub-compartment level.
Data collection: FIPI. Integration , map interface: FORMIS.
FPD Quick Reporting System
Sub-FPD at province level enters forestry statistics into the system. Selecting indicators from drop down menu, retrieving reports.
Conceptual reporting system: FPD. Upgraded web application: FORMIS
VNFOREST eOffice VNFOREST staff members share work programmes, documents.
Application completed by FORMIS
Data sharing Data catalog through which user can look for forest data and download it for their own use.
Application completed by FORMIS
VNFOREST Portal One gateway to all the applications and data resources.
One gateway to all the applications and data resources.
FORMIS Platform ICT platform used by IT professionals containing services used by applications.
Completed by FORMIS.
F O R M I S | Development of Management Information System for Forestry Sector
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2. Proposal for sharing mechanism
TECHNOLOGY
FORMIS PlatformVN Forest Information PortalData sharing: VNFOREST Data Catalog
STANDARDS
Forest inventory informatoin standardReporting standardSpecification for forestry map dataMetadata standard
REGULATIONS AND GUIDELINE
Regulation on transferring forest resource data (PROPOSAL)Guideline for data sharing in MARD and between MARD and MONRE (PROPOSAL)
F O R M I S | Development of Management Information System for Forestry Sector
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Sharing through FORMISOperating environment
F O R M I S | Development of Management Information System for Forestry Sector
Province level
District level
National level
FOREST RESOURCE DATA IN A CENTRALIZED SERVER AT PROVINCE OR AT NATIONAL LEVEL
Within VNFOREST Within MARD MONRE, GSO
SUB-FPD SUB-DOF DONRE & OTHERS
FOREST OWNERS FPD TEAM Environment section,
Agriculture sect & others
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3. Capacity building & IT infrastructuresBuilding competence• In total 1826 users trained• No of training courses: 27• No of training events: 68 ICT Infrustructure
Competence in forestry ICT
Competence in basic ICT
ICT Organization
F O R M I S | Development of Management Information System for Forestry Sector
ICT Infrustructure• Total value of investment: EUR 330 000 • Servers, 5• 48 desktop computers and printers, 2
laptop computers• Printer, A3, 3• GPS, 59• 15 mobile phones for testing mobile
technology• Accessories, 2• Software, 17• Local Area Network for VNFOREST office
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Cross-cutting issuesParticipation
& collaboration
Formis working groups REDD+ Network Collaboration
with projects
Gender and ethnic
minorities
Gender disaggregated
training statistics
Plan for mainstreaming of cross cutting
issues
Assessment of forest sector
indicators
SustainabilityInformation
system architechture
Data sharing will reduce data collection
Scalability & Pilot areas
FORMIS technology is
scalable
Information Standards
Information architecture
F O R M I S | Development of Management Information System for Forestry Sector
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PART II
INCEPTION REPORT- FORMIS II
F O R M I S | Development of Management Information System for Forestry Sector
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• Project Name: Development of Management Information System for Forestry Sector in Vietnam-phase II (FORMIS II).
• Donor: Government of Finland • Excuting Agency: MARD• Implementing Agency: VNFOREST• Project scope: From Central to provincial levels• Budget:
– Finland 9,7 Million EUR– Vietnam: 11.7 Billion DVN– Project duration: from 4/2013 to 4/2018
F O R M I S | Development of Management Information System for Forestry Sector
GENERAL INFORMATION
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ORGANIZATIONAL & MANAGEMNT STRUCTURE
At Central level• MARD: is the Project’s excuting, directing and implementing
Agency; it also approves all project work plans and reports ( both technical and financial reports) MARD in cooperation with donor and other concerned stakeholders to monitor project perfromance through PMU’s activities.
• VNFOREST: is implementing Agency, being responsible before MARD in managing and implementing Project.
• PMU: is a supporting unit to VNForest with responsibilities in plans building, plan submitting for approval and deployment of project activities at different levels.
F O R M I S | Development of Management Information System for Forestry Sector
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Organizational and management structure (cont.)
• Project Steering Committee (PSC) Vice Minister of MARD and Representative of Embassy of Finland are the co-chairs of PSC. PSC members are representatives from MARD, VNFOREST, MPI, GSO, MONRE, and MOF.
• IT Forestry Working Group at central level will work part time consists of representatives of concerned stakeholders from MARD, MONRE, MPI and Government Office.
AT local level• As Project will scale up nationwide, hence PMU will be in cooperation with
local authorities to implement project activities through existing administrative organizational structures at local level, without a new PMU at provincial level. Each province will have an IT working group, consisting of part time professional staff from DARD and other forestry Agencies in Province to implement project activities.
F O R M I S | Development of Management Information System for Forestry Sector
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Finance and Financial Management
1. Financial composition: Total Project budget: 10.137.530 Euro• Direct funding ODA from Gov of Finland: 9,7 million Euro, with technical
supports 4,8 Million Euro (49%) & Project Operations 4,9 Million Euro ( 51%)
• Counterpart funding: 11.7 Billion VND, serving PMU at central level ( regular payments to PMU at Central level; salary, allowance, and costs for other activities.... )
2. Financial Management:• Fund of Gov Finland: 9,7 Million Euro: in line with finacial mangement of
Governmenr of Finland. PMU in collaboration with Niras and Embassy of Finland to summit financial expenditure plans to PSC & MARD for approval.
• Counterpart Fund: 11,7 Billion VND: The Project National Director is responsible to manage, expend and clear, according to the existing regulations by the Government of VN and in line with stipulations agreed in Project documents.
F O R M I S | Development of Management Information System for Forestry Sector
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PROJECT ACHIVEMENTS
Result 1. Procedures, standards and mechanisms to transfer information between Vietnamese agencies: • Electronic data transfer within VNFOREST, external stakeholders and
FORMIS databases; Information standards for forest inventory and reporting developed and approved;
• Regulations and mechanism on data management for core process were prepared and approved
Result 2. FORMIS Platform and tools are operational in all provinces with a focus on forest covered provinces• Improved Forest resources Management Information System will be
tested, and comes into full operation in 3 pilot provinces before large scale operation at nationwide.
F O R M I S | Development of Management Information System for Forestry Sector
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PROJECT ACHIVEMENTS
Result 3. Forest sector data standardized and converted into FORMIS database and reporting forest performance indicators in place• Integrate forestry sector data and other relevant data into FORMIS system; • Supporting stakeholders in standardisation of datasets for compliance
with the FORMIS system; Refinement of forest sector performance indicators;
Result 4. Strengthened capacity for information management and collection• Prepared training material & users’ guide to FORMIS system• Carry out basic traning courses on ICT , GIS, GPS and FORMIS system at
provincial and district levels. Details of training courses will be elaborated after the training needs assesements.
F O R M I S | Development of Management Information System for Forestry Sector
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PROJECT ACHIEVEMENTS (Cont)
Result 5. Information Centre of the Forestry sector/ Forest IT Unit is established and operational.
Support VNFOREST to establsih Forestry Informatuion Centre/ IC Unit to maintain FORMIS achievments: Prepare regulations on functions, obligations, investment policies and capacity building for staff working at the Centre.
F O R M I S | Development of Management Information System for Forestry Sector
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Changes in the external factors1. Stronger Orientation towards Forest Resource Information
During the Project inception, FORMIS has put great efforts to support the Forest resources information system, based on the results of NFIS nationwide.
2. Support to the Forestry Sector Management Information System and VNFOREST Sector Restructuring
-The Trust Fund for Forests (TFF) has built a “new component” to the FORMIS II, with budget of 2.3 Million EURO to strengthen the forestry management information to support the sector restructuring. -During the inception period, FORMIS II PMU has worked closely with VNFOREST and TFF experts to formulate detailed activities of the new component, in order to accommodate the additional component.
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Revisions compared to Project documents
1. Logical framework has been improved in line with instructions given by MFA. Concrete results and relevant indicators for 5 result areas were inserted to log frame in order to support Project result-based monitoring and management.
2. Support the NFIS Programme: Following MARD’s orientations, supporting activities from FORMIS Project to NFIS have been incorporate into the Annual Work Plan. These including: technical assistance services, capacity building and investment in IT infrastructure.
F O R M I S | Development of Management Information System for Forestry Sector
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Revisions compared to Project documents3. Communication: Communication has been added in result 5
as an additional activity. During FORMIS Phase I communication was identified as an area of improvement in FORMIS system development. This is because it is vital that the forest sector stakeholders know about the objectives and results of the project.
4. Terms of Reference of the Training Event Coordinator and the Regional coordinator: FORMIS II PMU proposes to revise the terms of reference of the national Training Event Coordinator to incorporate communication activities and also to support training at a more managerial level. Regional Coordinator’s TOR will be revised to widen the education requirement beyond forestry to also cover rural development and natural resources managementF O R M I S | Development of Management Information System for Forestry Sector
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Recommendations
Need Based Planning for building
ICT- and Human capacity
The Work Plan for 2014 incorporates two important needs assessments related to the building of capacity for the use and maintenance of FORMIS system: training need assessment and the ICT infrastructure assessment. Based on the information obtained of the actual need it will be possible to prepare a more detailed plan and budget. Hence, Project PMU proposed that more detailed budgets for equipment purchasing and training could be prepared by July 2014 after needs assessments.
F O R M I S | Development of Management Information System for Forestry Sector
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PROGRESS REPORT DURING INCEPTION PHASE
F O R M I S | Development of Management Information System for Forestry Sector
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PROJECT MANAGEMENT AND ADMINISTRATION:
1. Project Managment• Decisions on PSC & PMU establishment , functions and working
mechanism have been issued • Proposal and approval for 6 part-time staff ( including leaders) from
VNFOREST to participate in Project • Recruited national experts and support staff ( IT expert; GIS
Forestry expert; Financial manager; Administrator; Interpreter; National coordinator).
2. Annual work plans• 2013 Counterpart budget plans has been approved by VNFOREST
via Decision # 148/QĐ-TCLN-KHTC on 18/8/2013.• Completed annual work plan for first year for PSC’s approval
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RESULTS OF PROJECT ACTIVITIES
RESULT 1 – Procedures, standards and mechanisms to transfer information between Vietnamese agencies• Minutes on hand over of database and applications from NFIS to
FORMIS II for integration to VNFOREST Portal has been signed.• Draft Programme and budget were made for the Benchmarking trip
to Finland . The trip was decided to be arranged during year 2014. • Recommendations for data sharing and development proposals to
the Data Sharing System were made
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RESULTS OF PROJECT ACTIVITIES
RESULTS 2 - FORMIS platform and tools are operational in all provinces with focus on forest covered provinces
• Assessment of the current situation of all inherited applications from FORMIS phase I was made.
• FORMIS platform is regularly updated and maintained • The updating of the content of the VNFOREST Portal was started.• The first relevant application to be integrated into FORMIS Platform has
been identified: The dynamic reporting of the NFIS data. The application has been handed over to the FORMIS II project and converted to a web-based application .
F O R M I S | Development of Management Information System for Forestry Sector
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RESULTS OF PROJECT ACTIVITIES
RESULTS 3 - Forest sector data standardized and converted into FORMIS database and reporting forest performance indicators in place• The NFIS data was imported and integrated into the Forest Resource
Database in the FORMIS Platform from the NFIS pilot provinces of Ha Tinh and Bac Kan.
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RESULTS OF PROJECT ACTIVITIES
RESULT 4 - Strengthened capacity for information management and collection• The planning workshop to discuss and revise the draft of the work
plan was held in 8th October 2013 in Hoa Binh province together with key stakeholders. The Work Plan was revised after the workshop according to participant’s comments.
F O R M I S | Development of Management Information System for Forestry Sector
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RESULTS OF PROJECT ACTIVITIES
RESULT 5 - Information Centre of the Forestry sector/ Forest IT Unit is established and operated
1. The TOR for the Information Centre of Forestry Sector / Forest IT Unit was drafted.
2. Communication:• The first project newsletter was written and sent to the stakeholders.• The VNFOREST Portal was started to be used as a communication channel
to publish news and other current information of the project.
F O R M I S | Development of Management Information System for Forestry Sector
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Budget Released
The estimated budget released during reporting period from May 2013 to December 2013:
• Fund from Government of Finland: 615.769 EUR • Fund from Government of Viet Nam 335 Million DVN
F O R M I S | Development of Management Information System for Forestry Sector
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CONSTRAINTS1. Disruptions between phase I & Phase II:• Disruptions occured during transitional period from Phase I to Phase II was
a reason leading to incomplete implementation of intended technical supports to FORMIS system.
2. Recruiting forestry expertise• Recruitment of Forestry expert has encountered constraint, due to limited
qualified candidates, thus also impacts the project deployment and Progress
3. Server downtime• The servers hosting FORMIS Platform and database have suffered from
frequent, weekly power cuts that have resulted in unacceptable level of downtime. As a recommended action the PMU has proposed to replace the UPS equipment to control power cuts and voltage fluctuation.
F O R M I S | Development of Management Information System for Forestry Sector