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TA To SLRA – 3rd Progress Report + 4th Invoice – JULY 2012
HFG2404 SL2010TA 20120731a RRI&GIZ 3rd Progress Report 05 Narrative Part Page 1
S L R A
Technical Assistance to Sierra Leone Roads Authority
TA to SLRA
- financed by the European Union -
3rd Progress Report
A. Narrative Part
Period: 01st February 2012 to 31
st July 2012
EuropeAid/128038/D/SER/SL EDF 10 ACP SL 04 CRiS 2010-249-387
Prepared by Consortium
Rhein Ruhr International GmbH (RRi) -Lead - and
Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH
Note: This document has been produced with the financial assistance of the European Union.
The content of this publication is the sole responsibility of the a.m. consultants –
and can in no way be taken to reflect the views of the European Union.
TA To SLRA – 3rd Progress Report + 4th Invoice – JULY 2012
HFG2404 SL2010TA 20120731a RRI&GIZ 3rd Progress Report 05 Narrative Part Page 2
Table of Contents
Acronyms / Abbreviation List .................................................................. 1
1. Introduction ........................................................................................ 1
1.1. Basic Project Date ........................................................................................... 1
1.2. Status of the Project ......................................................................................... 2
1.3. Who has prepared the report, why and how...................................................... 3
2. Executive Summary and Recommendation ..................................... 3
2.1. General ............................................................................................................ 3
2.2. Main Issues ..................................................................................................... 4
2.2.1. Institutional Capacity ................................................................................................. 4
2.2.2. Multi Donor Sector Policy Support Programme (SPSP) .............................................. 4
2.2.3. Devolution / Evolution process................................................................................... 4
2.2.4. EU-Communication and Visibility ............................................................................. 5
2.2.5. MULTI Project Management : = Milestone List --- time consciousness. ...................... 5
2.3. Recommendation for key decision makers ....................................................... 5
2.3.1. ROM Mission Report 2010, 2011, 2012 ..................................................................... 5
2.3.2. Well defined Scope of Works ..................................................................................... 5
2.3.3. Risk Management Matrix for Action Plan, Monitoring and Reporting ......................... 6
2.3.4. Road Maintenance Management UNIT with Devolution Support ................................ 6
2.3.5. Road Maintenance Administration Fund ..................................................................... 6
2.3.6. ECOWAS - Axle Load Control Measure .................................................................... 6
3. Review of Progress and Performance ............................................... 7
3.1. Policy and programme context ......................................................................... 9
3.2. Progress towards achieving objectives (overall objectives, purpose) ................ 9
3.2.1. Overall Objective ....................................................................................................... 9
3.2.2. Specific Objective / Purpose ....................................................................................... 9
3.2.3. Overal Results ........................................................................................................... 9
3.3. Activities undertaken and Results achieved...................................................... 9
3.3.1. Activitities and Results of KE #1 Project Management Specialist .............................. 11
3.3.2. Activities and Results KE # 2 GiS / Geografical Information System ........................ 11
3.3.3. Activities and Results KE #3 CMS ........................................................................... 12
3.3.4. Activities and Result NKE #1 RMMS ...................................................................... 12
3.3.5. Activities and Results NKE # 2 (i) RBDM................................................................ 12
3.3.6. Activities and Results NKE #2 (ii) Technical Specification ....................................... 13
3.3.7. Activities and Results NKE #3 PMMP ..................................................................... 13
3.3.8. EU-Communication and Visibility Actions ............................................................... 14
3.4. Resources and Budget used............................................................................ 14
3.4.1. Human Resource Input: ............................................................................................ 14
3.4.2. Financial Means / Incidental Expenditures ................................................................ 15
3.5. Assumptions and Risks – status and update ................................................... 16
3.5.1. Assumptions Results / Output .................................................................................. 16
3.5.2. Assumptions Specific Objective / Purpose / Outcome ............................................... 16
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HFG2404 SL2010TA 20120731a RRI&GIZ 3rd Progress Report 05 Narrative Part Page 3
3.5.3. Assumptions Overall Objective ................................................................................ 16
3.6. Management and coordination arrangement ................................................... 16
3.7. Financing Arrangements ................................................................................ 17
3.7.1. Supply Contract ....................................................................................................... 17
3.7.2. Works Contract ........................................................................................................ 17
3.7.3. Service Contract ...................................................................................................... 17
3.8. Key Quality / Sustainabilty Issues .................................................................. 18
4. Workplan for the next period .......................................................... 19
4.1. Results to be delivered – quantity, quality and time ....................................... 19
4.2. Activity Schedule including key milestones and lead responsibilities ............. 21
4.3. Resource Schedule and Budget ...................................................................... 22
4.3.1. Human Resources (Experts) ..................................................................................... 22
4.3.2. Incidential Expenditures (IE) .................................................................................... 22
4.4. Updated risk management plan ...................................................................... 24
4.5. Special activties to support sustainablilty ....................................................... 24
5. Annex to the Progress Report, Part A ............................................ 24
5.1. Updated Logframe TOR ................................................................................ 25
5.2. Summary performance data ........................................................................... 27
5.3. Updated Annual Workplan ............................................................................ 27
5.4. Updated Annual Resource Schedule .............................................................. 28
5.4.1. Human Resources : Fee Structure ............................................................................. 28
5.4.2. Finacial Resourcres : Incidental Expenditure (Addendum No. 1) ............................... 29
5.5. Risk Management Matrix .............................................................................. 33
5.6. EU Communication and Visibility Matrix ...................................................... 42
5.7. PCM … Strcuture of Inception / Progress and Completion Report. ................ 42
5.8. Ancilliary Information supply on CD_ROM .................................................. 42
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HFG2404 SL2010TA 20120731a RRI&GIZ 3rd Progress Report 05 Narrative Part Page 1
Acronyms / Abbreviation List
ADB African Development Bank
ACP African Caribbean Pacific Countries
AfC Agenda for Change
CD Capacity Development
COMESA Common Market for Eastern and Southern Africa
CBR California Bearing Ratio
CPM “contractual” Project Manager at SLRA
CSO Civil Society Organisation
CSP Country Strategy Paper
DAC Development Assistance Committee
DA Decentralisation Act
DCP Development Cooperation Policy
DC Disctrict Councils
EC European Commission
EC_PG EC Partner Government Monitoring
ECOWAS Economic Community of West African States
EUD Delegation of the European Union / EUDEL
GBS General Budget Support
GIS Geographic Information System
GIZ Deutsche Gesellschaft für Internationale Zusammenarbeit
GOSL Government of Sierra Leone
HQ Headquarters
ILO International Labour Organisation
IS Institutional Support
KFADED Kuwait Fund for Arab Development
LC Local Councils
LFA Logical Framework approach
MDPP Multi Donor Policy Paper
MOU Memorandum of Understanding
MOWHI Ministry of Works, Housing and Infrastructure
MSA Multi Sector Approach
MSU Mechanical Services Unit
NAO National Authorising Officer
NGO Non Governmental Organisation
NaCSA National Commission for Social Action
NRS National Road System or Network
OECD Organisation for Economic Cooperation and Development
oQSG Office Quality Support Group
RDM Road Design Manual
ROM Results Oriented Monitoring
TA To SLRA – 3rd Progress Report + 4th Invoice – JULY 2012
HFG2404 SL2010TA 20120731a RRI&GIZ 3rd Progress Report 05 Narrative Part Page 2
PCM Project Cycle Management
PFM Public Financial Management
PIA Project Implementation Arrangement
PIU Programme Implementation Unit
PM Project Management / Project Manager
PMMP Pavement Maintenance Management System
PRAG2008 ...2012 Practical Guide Version 2008 or Version 2012
QA Quality Assurance
RCS Road Condition Survey
RFA Road Fund Act
RRI Rhein -Ruhr International GmbH (Consultant)
RIP Regional Indicative Programmes
RSP Road Sector Policy
RMFA Road Maintenance Fund Administration
RMFAA Road Maintenance Fund Administration Act, 2010
RMS Road Management System
RMMS Road Maintenance Management System
RMU Road Management Unit
RTAA Road Transport Authority Act 1996
RTA Road Traffic Act, 2007
SADC Southern African Development Community
SLRA Sierra Leone Roads Authority
SLRTA Sierra Leone Road Transport Authority
SPSP Sector Policy Support Programme
SPU Strategy and Policy Unit, Office of the President
SWAp Sector Wide Approaches
TA Technical Assistance
TC Technical Cooperation
“Making Technical Cooperation more effective”
Tech Spec / TS Technical Specification for Tender Documents
TL / TA Team Leader Technical Assistance
TMS Tools and Method Series Guidelines
TOR Terms of Reference
TPM “technical” Project Managers at SLRA
WB The World Bank
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HFG2404 SL2010TA 20120731a RRI&GIZ 3rd Progress Report 05 Narrative Part Page 1
1. Introduction
The Technical Assistance to Sierra Leone Roads Authority (SLRA) is going to summarise the
basic project data, thestatus of the projct and who has prepared the report.
1.1. Basic Project Date
The Government of Sierra Leone (GoSL), presented by the National Authorising Officer
(NAO) of the European Development Fund in Sierra Leone and RRI Rhein Ruhr
International in Dortmund, Germany has signed the Contract with the subject “Technical
Assistance to Sierra Leone Roads Authority” with the idendification Number 2010-249-
387 (“the services”).
The contract has been signed in December 2010.
The Contract comprises in the order of preceedens
Basic: Special Conditions of Contract
Annex 1: General Conditions of Contract
Annex 2: Terms of Reference
Annex 3: Organization and Methodology
Annex 4: Key Experts
Annex 5: Budget Break Down Original + Addendum No. 1
Annex 6: Forms and other relevant documents
Annex 7: Report of factual findings and TOR for an expenditure Verfication.
Project Data
Tender Number EuropeAiD / 128038/D/SER/SL
EDF Programme 10 ACP SL 04
CRiS – No. 2010-249-387
Contract Amount 1.495.100,-- EUR
including Provisions Incidental Expenditure of 300.000,-- EUR
and Verification Report of 50.000,-- EUR
Commencement: 31st January 2011
Period of performance 24 months
Completion : 30th January 2013
Key stakeholder
The main key stakeholders within the Serivce contract are the Financing Authority
European Union, the Contracting Authority the National Authorising Officer and the
Supervisor SLRA. In addition the other key stakeholders comprise the consultants /
supervisors representatives, the contractors and the project affected people esp.
Compensation for land use and demolishing structures within the road reserve / right of
way.
Overall Objective
The overall objective of the insitutional development is to contribute to poverty reduction,
by enhancing road infrastructure, in line with the PRSP II pillar of economic development.
Purpose
And the purpose of this contract is to enhance the domestic capacity and to support the
definition and implementation of the road sector policy, to rehabilitate and maintain the
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HFG2404 SL2010TA 20120731a RRI&GIZ 3rd Progress Report 05 Narrative Part Page 2
classified road network as a main challenge.
R E S U L T S
This main results are stated in the contract:
R1 _ Improve / strenghten SLRA Institutional Capacity / capacity development (CD) to
plan, develop, manage and maintain the classified road network
R2 _ Benefit from a multi-donor Sector Policy Support Programme (SPSP).
R3 _ Devolve Feeder Roads – in fair and good condition – and the possibility of Urban
Roads to the District and Local Councils in context with decentralization structures.
R4 _ Apply EU-Communication and Visibility Actions
The Contract request EU-Visibility aspects in accordance to the EU publication:
www.http://ec.europe.eu/europeaid/work/visibility/index_en.htm .
Expenditure Verification Report:
The Expenditure Verification Report is being produced by the chartered accountant Emile
Kargbo Associates (EKA) and proves the eligible expenditures occurred under this
contract.
1.2. Status of the Project
A general view of the progress is given below, but please refer to details unter paragraph
No 3 : Review of Progress and Performance to date of this progress report and under
paragraph No. 2 Executive Summary and Recommendations.
In general, the progress of the project in on course
(i) with the performances of the key- and non-key experts
(ii) the with the tentative time schedule / work programme,
(iIi) within the planned spendings of the Incidental Expenditure Budget
75% of the time elapsed, 80% of the max. contract value achieved.
All experts have produced several messages, manuals, other documentations and have
transfered their skills and experiences to the SLRA engineers and have presented their
holistic results in different workshops.
In particular, the ROM-Mission has identified some specific issues in their report 2012–
dated 12.04.2012 -, that the project is hampered by the lack of a focused logframe with a
duly baseline and SMART performance indicators, given at the Tender Stage.
And a dialog could be improved both at the project and at sector working group level.
In the meantime the tripartite meetings (project level) have been resumed and works well.
And a preparatory meeting with donors and other key stakeholders took place and a donor
conference (sector level) is schedule at the MoFED for Wed., 05th September 2012.
SLRA is still tackling with the perceived lack of middle management cadre but steps
have been taken by the SLRA executive Management and the TA to SLRA to promote
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Junior Engineers to take over responsibilities and promote commitments.
The ROM-Mission requested from the TA to formalize the change of personnel with an
addendum. The addendum has been prepared and is already approved by SLRA and NAO.
And there seems to be a misunderstanding of the ROM-Assessors about the Copyright
statement. No copyright problem will arise with the PMMP / Pavement Maintenance
Management Programme with the Ghana Highway Authority due the circumstances of
PMMP-Development.
All the deficiencies, point out by the ROM-Report, are going to be rectified by the
involved stakeholders with the necessary attention and in good times.
Note: The draft / final completion report – in compliance with the Project Cycle
Management (PCM) EU-guidelines, page 115 - will contain the item “LESSONs
LEARNED”. The current paragraph “4.Workplan in the next period” of this progress
reports will be changed to paragraph “4. Lessons learned” in the draft / final completion
report. The “page 115” is attached in the ANNEX of the narrative Part A.
1.3. Who has prepared the report, why and how
RRI Rhein Ruhr International’s contractual obligation is to prepare a bi-annunally progress
report.
The report will give an overall view of the problematic situations, fiancial and human
resources, carried out activites and achieved results in compliance with the Service
Contract “TA to SLRA”.
RRI refers in the progress report to the suggested structure described in the Project Cycle
Management guidelines, page 115.
2. Executive Summary and Recommendation
2.1. General
This 3rd
Progress Report has to be provided under the Contract Agreement “Technical
Assistance to Sierra Leone Roads Authority (TA to SLRA), signed by The Contracting
Authority NAO, the Financing Authority EU-DEL and the Consortium RRI Rhein Ruhr
International GmbH (Lead) and the Deutsche Gesellschaft für Internationale
Zusammenarbeit (GIZ) GmbH .
The contract has been signed on 07th
December 2010.
The consortium RRI&GIZ received the administrative order to commence their duties on
31st January 2011.
This agreement extends over a period of 24 months and its value sums up to 1,495,100
Euro including the provisional sums for incidental expenditures (300,000 Euro) and
expenditure verification report (50,000 Euro).
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HFG2404 SL2010TA 20120731a RRI&GIZ 3rd Progress Report 05 Narrative Part Page 4
This 3rd bi-annual progress report covers the period from 01st February 2012 to 31
st
July 2012 with the narrative part (A), the financial part (B) including the invoices No. 4a,
Invoice 4b, and total overall view Invoice No. 4 with expedenditure verification report of
the chartered accountant EKA / Emile Kargbo.
2.2. Main Issues
In the 3rd
bi-annual period six experts delivered all services to match the requirements of
the expected results of the service contract, esp. described in the Terms of Reference:
2.2.1. Institutional Capacity
The Technology Transfer is mostly taken place with the day-to-day assistance of the long-
term Team Leader due to the provision of technical, contractual, administrative,
organizational project management experiences, tools, processes and methodologies.
The assignment of the other key / non-key experts – in a supporting function - is defined
more specific and easier to overview the direct activities (analyse, planning,
implementation stage) and direct produced outputs / results.
And the revival of the Road Maintenance Management System (RMMS) gives an
excellent tool to match the Functions (plan, develop, supervise, maintain, adminster,
monitor and evaluate) of the Authority to provide a safe, reliable and road network
(SLRA Mission) for an improved socio-economic development.
It is only recommended to balance out the programme design /with the human resources in
next assignments not to overstretch the advisor’s capacity with direct time consuming
project works.
The GiS, RMMS, RCS, RDM, Tech Spec, MiS and the PM-Expert have delivered good
results for enhancing the engineering and project administration in-house capacity.
2.2.2. Multi Donor Sector Policy Support Programme (SPSP)
Support in the re-definition of the Road Sector Policy, development of the performance
monitoring system of the road sector (Road Maintenance Management System – RMMS)
and to strengthen the government-led donor coordination to harmonize systems for
reporting, budgeting, financial management and procurement.
SLRA has focussed his demand on the Road Maintenance Management Systems (RMMS),
and the joint venture RRI & GiZ have delivered an operational PMMP / GiS- Geo
Databank enabling SLRA is able now, to determine an unconstraint and constraint Budget
for the Rehalbilitation of the Core Road Network (Class A + Class B).
In the fourth bi-annual period a donor conference (05th
September 2012) will be
organized for reasons of proper fungibility decisions, improving transparancy
mechanismn and decreasing transaction costs.
2.2.3. Devolution / Evolution process
The Road Fund Act and the Feeder Road Policy has to be further implemented.
The devolution process expert has presented his findings and his activity plan in his
report. to transfer the maintenance responsibility of the Urban to the District and Local
Councils. And the EU is requesting the enforcement of the Road Fund Act.
Thus monitoring of the implementation and functionier Road Fund Administration is an
essential part for future donor support.
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HFG2404 SL2010TA 20120731a RRI&GIZ 3rd Progress Report 05 Narrative Part Page 5
It is recommend that one junior engineer (proposed Emmanuel AB Lansana) will follow
up the devolution process, e.g. to communicate with the district counsil engineers and the
SLRA district / regional office engineers about the progress.
The TA-Team leader can support him in this matter.
2.2.4. EU-Communication and Visibility
SLRA and NAO are well aware about the necessary implementation of the EU
Communication and Visibility tools. This is an on-ging process and will be improved with
the Public Relation Officer (SLRA) together.
The EU-Manual gives a lot of ideas, in which areas and with which tools the Visibility
actions can be successfully applied:
www.http://ec.europe.eu/europeaid/work/visibility/index_en.htm
A EU Communication matrix is drafted and will be enhanced soon.
2.2.5. MULTI Project Management : = Milestone List --- time consciousness.
There is a demand of introducing MULTI project management methodology.
A mechanism should be established, to plan milestones / dead line well of the different
programmes and activities – well ahead – to give enough reaction time.
This could be incorporated in the Risk Management Matrix as an Action Plan,
Monitoring and Reporting Tool.
2.3. Recommendation for key decision makers
2.3.1. ROM Mission Report 2010, 2011, 2012
The NAO brought forward the ROM-Mission reports to SLRA on 11th May 2012.
Hence it is recommended to follow the the laid down Key Observations and
Recommendations laid down in the Result-Oriented Monitoring Mission Report of the
Technical Assistance to SLRA.
The Recommendations in the ROM-Report referring to the TA to SLRA are already
communicated with the key stakeholders and put in practise.
Additional information are given in the report itself.
2.3.2. Well defined Scope of Works
The previous missions of the experts for “specific tasks” have proved, how effective and
efficient a result can be achieved, if the “expected product” is well defined.
SLRA has demanded the focus on the Road Conditions Survey, the Pavement
Maintenance Management Programm with the Budgeting for Rehabilitaiton Works.
And this has been successfully completed.
In contrary, the Terms of Reference for the long term technical assistance (LTTA) are too
wide ranged described – without objectively verifiable Indicators (OVI) – that it is not
easy to asses the performance of the LTTA
However, due to the personal input of the LTTA (overtime) and the presented results it can
be judged at least qualitative: SLRA is very satisfied of the services provided by the long-
term expert (ROM-Mission Report 2011).
Hence it is recommended to define the scope of works in a duly way, either for a
Technical Assistance Programme or for all Project Descriptions of a Supply +
Installation,Service or Works contract – with objectively verifiable indicators, not only
qualified, and quantify the baseline / reference line within the project.
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HFG2404 SL2010TA 20120731a RRI&GIZ 3rd Progress Report 05 Narrative Part Page 6
Please refer to the interlocked / nested log frame in paragraph 3 Review of progress and
Performance, too.
2.3.3. Risk Management Matrix for Action Plan, Monitoring and Reporting
A Risk Management Matrix is under preparation. This Matrix should be completed and
enhanced by assigned Engineers, say two together with the LTTA / Project Management
Specialist Helmut F Giesa in the 4th
bi-annual period.
This Risk Management Matrix can assist SLRA for an Action plan (Checklist), for duly
Monitoring and appropriate Reporting reasons.
In the meantime the tripartite meeting has been resumed what gives a good source of
information and follow up of relevant issues, too.
2.3.4. Road Maintenance Management UNIT with Devolution Support
Now a SLRA-Working group has been trained to do Road Conditions Survey (RCS), to
feed the Data in the Pavement Maintenance Management Programme (PMMP) and
enabling them to determine an unconstraint / constraint budget for the Rehabilitaiton works
of the Core Road Network.
It would be of great help for the Instituion SLRA to establish a RMM-Unit to improve the
sustainability of all the efforts of the RRI&GIZ experts and the SLRA working group
members.
The RMMU can carry out necessary the annual / bi-annual road condition exercise and can
train the regional engineers and the road engineers at the District Councils and Local
Councils, which are oblighed to maintain the handed over FEEDER Roads in good and fair
conditions in conjunction with the Devolution Process.
And it is highly recommendet apply for funds from the different Donors for the RCS,
PMMP-Data Input and Budgeting of the Feeder Road Network to utilize fully the
established PMMP for the entire Road Network (Class A, Class B, Feedeer Roads F1, F2,
F3)
2.3.5. Road Maintenance Administration Fund
The RF-means have not increased progressively and they are insuffienct to cover the
maintenance needs of SLRA and District / Local Councils.
Currently fhe financial means are to low, to satisfy the SLRA-demand for a proper
rehabilitaiton of the degraded roads. The process of deterioration is ongoing.
Without fuel price increase, there will be no progress in a functional / operational road
fund administration due to the lack of available funds for the routine and periodic Road
Maintenance measures (80% for SLRA and 20% for the District / Local Councils).
2.3.6. ECOWAS - Axle Load Control Measure
ADB has provided several mobile weighbridges to SLRA. And SLRA has done some
exercises to determine the axles loads and vehicle weight along selected road corridors.
Besides SLRA have trained some engineers how to use the operational weighbridges at the
Border Post (Kambia Disrict).
Hence SLRA Engineers can be organizational attached to the RMMU to carry out load
axle controls. Or the involved stakeholders should decide, who will do it, to secure the
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investment of the Donors. As you know, an overload axle will cause a damage with the
effect of exponent 4.
Example : [ 12 ton axle / 8 ton ] exp. 4 = 5,1 damage factor against the 8 ton standard axle.
The deterioration formuale is derived from empirical test.
It means, under the pre-condition that ALL commercial vehicles would carry goods with a
axle load of a 12 tons, the life span of the road would be reduced by factor 5.
E.g., if the life span of the road with the defined pavement structure have been calculated
for a predicted traffic volume (ESA = 8 tons only) of maximum 20 years, the road would
be damaged within the nex 4 years only! (20 years divided by damage factor 5).
Axle Description overloaded
ESA / Equivalent Standard Axle with the formula
[Axle laod/ 8 Standard Axle] exp. 4
damage factor against a 8 ton standard axle
8 ton Standard Axle 1 1,0 1
9 ton actual axle load 1,125 (9/8) exp. 4 = 1,6 1,6
10 = vehicle weight of 50 tons on 5 axles
1,250 2,4 2,4 times damage
factor
11 ton actual axle load 1,375 (11/8) exp. 4 = 3,6 3,6
12 ton actual axle load 1,500 (12/8) exp. 4 = 5,1 5,1
13 ton actual axle load 1,625 (12/8) exp. 4 = 7,0 7
14 ton actual axle load 1,750 (12/8) exp. 4 = 9,4 9,4
15 = vehicle weight of 60 tons on 4 axles
1,875 12,4 12,4 times damage
factor
16 ton actual axle load 2,000 (12/8) exp. 4 = 16,0 16
17 ton actual axle load 2,125 (12/8) exp. 4 = 20,4 20,4
18 =vehicle weight of 72 tons on 4 axles
2,250 25,6 25,6 * damage factor
This small exercise shall give a glance, how important it is, to control the axle load to
prevent the damage of the Road. It is in the interest of all donors and the Government of
the Sierra Leone (GoSL) to save the investments to secure an endurable road over a long
period. Otherwise you are compelled to design the pavement layers exaggeratively thick,
what would increase the costs unjustifiable.
3. Review of Progress and Performance
In General, the description of the Terms of Reference is wide ranged described, and no
specific baselines for the monitoring of performance is given by duly SMART
performance indicators. Hence it is difficult to show objectively verifiable Indicators of the
progress and performance of the TA and their “quantified” impact to the Capacity
Development.
In addition, the interlocking / nested logframe of the PCM / page 94 shows the links
between the objectives of the policy, the sector programme (Sector Transportation /
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Subsector Highways / Roads) and the specific project (TA to SLrA / all road projects within
the responsibility of the Sierra Leonean Roads Authority) and gives an idea, how the
performance indicators should be structred.
The interlocking / nested log frames illustrated clearly the interdependencies of the
different levels.
And in particular, the involved key stakeholder EU, NAO and SLRA have different
requirements for their own defined objectives:
a. EU request deliveries from the “TA to SLRA” mostly at “policy level” ,
b. NAO requests performance mostly at “programme level” and
c. SLRA is being supported at “project Level” with an in-depth work load.
As you can identify, you have to make a big spigot to match the performance criteria of all
three levels at the same time – especially with the in-depth levels of Information / proper
research for correct technical advices at project level - . ONE Long Term Technical
Assistant (LTTA) expert cannot deal this work load within the regular working hours.
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3.1. Policy and programme context
The TA to SLRA programme is linked basically to the Institutional Support Programme in
line with the Finanical Agreement. The FA describes the Laboratory, Survey, EDP-hard
and software and Internet connection components of the Supply Contract (beneficiary
SLRA), Works Contract (Extension of Head Office) and the Service Contract (TA to
SLRA). Details are given under paragraph 3.6 of this report.
However, the wider context is the development of Sierra Leone to reduce poverty and
hence to secure a stable peace situation. Other publications could be seen in context with
the project design to achieve the sustainability of the policy, the programme and the
project:
A_ Poverty Reduction Strategy Paper (PRPS) II
B_ Agenda for Change
C_ Multi Donor Policy Paper
D_ Development Cooperation Policy
E_ Regional Integration Programs (RIP)
F_ Multi Donor Approach
G_ Country Strategy Paper (CSP)
H_ Road Fund Act
I_ Road Sector Policy
J_ Project Cycle Management (PCM) Guidelines
K_ Sector Policy Support Program (SPSP)
L_ Decentralization Act
M_ Practical Guide (PRAG) for contract procedures for EC external actions
N_ Making Technical Cooperation more Effective, guidelines #1, #2, #3, ...
3.2. Progress towards achieving objectives (overall objectives, purpose)
3.2.1. Overall Objective
The overall objective of the project is said to contribute to poverty reduction, by enhancing
road infrastructure, in line with the PRSP II pillar of economic development.
The TA to SLRA delivered services will certainly achieve this overall objective by timely
completed road infrastructures.
3.2.2. Specific Objective / Purpose
The purpose of this contract is to enhance the domestic capacity and to support the
definition and implementation of the road sector policy. The delivered results and ongoing
activities (esp. Donor Conference / Road Working Sector Group) with an intensified dialog
between the donors and all stakeholder will achieve the purposes, of course.
3.2.3. Overal Results
In the 3rd
bi-annual period, six experts carried out their missions and delivered the
requested results in compliance with the TA to SLRA service contract.
The achieved results are described in the following paragraphs
3.3. Activities undertaken and Results achieved
The entire activity schedule (see ANNEX) is filtered between the data range
“Start 01 February 2012” and “Finish 31st JUL 2012”, to reflect all Activites are being
carried out by the experts in the 3rd
bi-annual period.
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All six experts have been worked on the programme/ project and have presented their
results in five carried workshops, and in their produced manuals / documents, almost at
end of their missions.
A lot of emphasiz was given on-job training as well.
The below Ghantt Chart / Bar Chart describes all the activities, the start and finsih dates,
the duration of the mission (working days), the organized workshops of each experts.
And the Team Leader took care and made the experts and the PRO (SLRA) aware about
the importance of the application of the EU Communication and Visibility Guidelines.
The key messages were conveyed:
More, better, faster – Europe cares
The EU and SLRA delivering more and better aid together
EU cooperation that counts
The EU delivers
In particular, the six experts have carried out following activities and the achieved results:
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3.3.1. Activitities and Results of KE #1 Project Management Specialist
The TA-Team carried out the following activities in compliance with the wide-ranging
activities of the Terms of Reference and achieved the expected results.
The Team Leade coordinated all the team itself, the workshops with SLRA and carried out
his usual daily works at the Head Office or on site / site inspections with site meetings.
The Risk Management Matrix (ANNEX 5.5) indicates the areas, where the Technical
Assistant / Project Management Advisor / Team Leader is supporting the SLRA-Institution
at policy, programme and project level (see interlocked / nested log frame – PCM
Guidelines)
And he is doing the daily works, what have been described in the
progress report No. 1 and No.2 to produce results in the four following fields:
1_ Capacity Development
2_ Multi Donor Sector Policy
3_ Decentralization / Devolution and
4_ EU Communication and Visibility.
Some Documents can be reviewed in the attached CD-ROM.
3.3.2. Activities and Results KE # 2 GiS / Geografical Information System
The TA-SLRA project’s first objective to implement a ‘Graphical Interface to the PMMP
software under ArcGIS’ has been EXTENDED to include the implementation of a full
Geographic Information System (GIS). All Digital Spatial Data collected during my first
mission GPS field trips (A and B class roads centerlines with all attached geographic
features like cities, villages, bridges, culverts, major and minor junctions, ferries,
administrative boundaries) have been used as a Backbone for the implementation of the
first SLRA Geo-database.
The new SLRA Road Network of class A and B Roads has a total length of 4,070.6 km with 2,242.2 km of A-class roads and 1,828.4 km of B-class roads. Some Roads are just INEXISTANT (never existed!), others are TRUNCATED (like B-002 at Kangahun) while a few have been REDEFINED as NEW Roads.
NEW ROADS - The following roads are NEWLY Re-Defined:
• A-028: from the Mama Beh Junction to Mama Beh village
• A-029: from Pujehun to the Gobaru Junction
• A-030: from Lungi to the Lungi International Airport
• B-041: from Madina to Konta [Guinee border]
• B-042: from Malema to Sulima
• B-043: from Dodo to Bomaru
NON-EXISTING ROADS - The following roads DON’T EXIST on the field:
• A-018 (somewhere in Freetown): this road doesn’t exist at all!
• A-026-part2: between Bafodia and Kamakwie (77km)
• B-026-part2: between Kumba Yendeh and Koribondo
• B-037: this road doesn’t exist at all!
• B-043-part2: between Bomaru and Kailahun
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The Documents can be reviewed in the attached CD-ROM.
3.3.3. Activities and Results KE #3 CMS
The contract and claim management specialist Dr. Tengbe worked with an SLRA-Team
together:
Consultation with SLRA on Contract and Claims Management
Preparation of Action Plan and activity Schedule
Hill side bypass Road Project,
Lungi to Port Loko Road Project, Kenema to Pendembu Road Project
etings with SLRA staff on regular basis to transfer knowledge
And following discrepancies have been identified:
nd Consultants do not comply with Contract Documents
works. Huge time delays are encountered.
-
financing. This is particularly difficult when processing contractors interim payment
certificates, as delays are incurred when seeking approval for each donor (each with a
specified procedure)
in payment approval
ank for all projects should be
investigated.
-contract activities are sketchy and should be investigated.
All the findings / results have been presented in a workshop.
The Documents can be reviewed in the attached CD-ROM.
3.3.4. Activities and Result NKE #1 RMMS
A Training and the PMMP Manual has been set up and a Training has been carried out.
Additonally the workshop presentation has been prepared and presented together with the
PMMP Expert. The Power point presentation of the workshop and the Manual can be
reviewed in the attached CD-ROM.
3.3.5. Activities and Results NKE # 2 (i) RBDM
The Design Manual (Draft) was prepared by the TA-Expert with two assigned junior
Engineers. The Road and Bridge Design Manual comprises of four components.
1_ Geometric Design
2_ Material and Pavement Design
3_ Drainage
4_ Bridge Design.
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The result has been presented in a workshop. A softcopy of the Road and Bridge Design
Manual has been distributed to EUD, NAO, SLRA- Board of Directors, SLRA-Engineers,
The Univeristy and to the Sierra Leonean Institute of Engineers (SLIE).
All documents pertaining to the misison and workshop (Tech Spec, Power Point
presentation, …) of the RBDM-Expert can be reviewed in the attached CD-ROM.
3.3.6. Activities and Results NKE #2 (ii) Technical Specification
The Technial Specifications (Draft) was prepared by the TA-Expert Charles A Adams with
two assigned junior Engineers. The Tech Spec covers all Road and Bridge Works from
Mobilization, Earthworks, Layerworks, Asphalt works, concrete works for structures, a.s.o.
The Power Point Presentation of the workshop and the Technical Specification (Draft) can
be reviewed in the attached CD-ROM.
3.3.7. Activities and Results NKE #3 PMMP
The PMMP – Expert Kwame Ansu-Gyamfi has delivered the developed and enhanced
software on his own.
He adapted / customized the software program to the demands of SLRA.
The SLRA Working group was trained in the following fields:
The Training Programme
for RCS, RMMS, PMMP and Budgeting comprised the following components:
1_ From Road Condition Survey to the determination of road condition description
(good, fair, poor)
2_ Set-up of Annual Road Condition Report
3_ Road Maintenance Strategies
4_ Unit Cost of Works
5_ Budgeting Procedures
6_ Setup of Annual Budget
7_ Medium Term Budget and Maintenance Programming for a period of several years.
And following Results were achieved.
A_ Importation of 100% Road Registers into the PMMP database. The register in the
database is the current version, which was developed during my mission.
B_ Inclusion of a GIS-Interfacing tool in PMMP to enable data exchange between
PMMP and the GIS Platform in conjunction with the GIS Expert. Thematic maps of the
condition results for road sections and sub-sections, traffic data and on-going projects can
be generated after using this tool to extract data from the PMMP database.
C_ Training of SLRA Working Group (WG) members in the use of PMMP for Data
Collection, Inputs, Condition Analysis and Budgeting and Maintenance Programming and
Reporting.
D_ Installation of a Final Functional version of PMMP on SLRA Server.
E_ Production of PMMP installation CDs for installation of the software on other
workstations when the need arises.
F_ Production of two volumes of manuals for PMMP for modules 1 and modules 2-3
respectively. Module 1 is the Data Inputs Module and Modules 2-3, which represents the
same software is the Analysis and Budgeting Module. These manuals are expected to
serve as the main source of reference on how to use the PMMP to achieve any task that the
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software is capable of.
Facit :
All Experts have been been summarized their produced results in the five held workshops
to provide a concise idea about the results achieved about the Training, the Technologiy
Transfer to the SLRA Engineers and improved Capacity Building Process within the
Institution SLRA.
The Documents can be reviewed in the attached CD-ROM.
3.3.8. EU-Communication and Visibility Actions
The Project management Expert and the PRO (SLRA) have been organized the coverage
of ALL workshops by PRESS and TV – SLBC representatives.
Some sample of the press publications are attached in the ANNEX:
a) Road and Bridge Design Manual (RBDM) on 15th May 2012
b) Road Condition Survey (RCS) on
c) Road Maintenance Management System (RMMS) with Pavement Maintenance
Management PMM-System
d) Geographical Information System / GiS on 04th July 2012
and
e) Technical Specification on 26th July 2012
Unfortunately we could not get a video record of the broadcasted TV documentations of
the five workshops. But we are trying to receive future broadcasted videos for the
succeding five workshops up to the end of the programme Jan. 2013.
However the attached CD-ROM provides a lot of photos of the GiS- and Tech Spec
Workshop.
3.4. Resources and Budget used
In particular the following “physical” and “financial” means have been utilized in the 3rd
bi-annual period:
3.4.1. Human Resource Input:
All experts (except devolution) have carried out their missions in the last 3rd
bi-
annual period from 1st February to 31
st July 2012.
The “Input” can be seen in the below table:
Expert
Cat Function Name
Previous
period
(wd)
Actual
bi-
annual
period
(wd)
Up to
date
(wd)
KE 1 Project Management
(PM)
Team Leader
Helmut F Giesa 264 137 401
KE 2 GIS / Geographical
Information System Boon O Lam 60 47 107
KE 3 Legal Expert /
Claim Management An ill-health certificate has
been submitted by Eugene 0 39 39
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Expert
Cat Function Name
Previous
period
(wd)
Actual
bi-
annual
period
(wd)
Up to
date
(wd)
Rausch. Conseuqently replacement has t be followed.
Hence the planed January
mission is postponed.
NKE1 Road Maintenance
Management System
(RMMS)
Hans Maennchen 33 16 49
NKE2
Technique:
Road Condition
Survey (RCS)
Charles A Adams 23 46 69
NKE 3 Management Information
System (MiS) Mission foressen in
3rd bi-annual period 0 21 21
NKE 4 Decentralization /
Devloution Process Dr. Franz J Goetz 22 0 22
Total working days 402 306 708
3.4.2. Financial Means / Incidental Expenditures
The following expenditures have been occurred within the 3rd
bi-annual period.
Please see refer to the Financial Part B of the progress report / Invoice #4.
Code Description Expenditure up
to date : 31.07.2012
Expenditure current 3nd bi-annual
period
CC 1a
132.-- Euro per diem for Expatriates from 01.01.2011 : http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/documents/perdiem_201012_version_to_be_p
ublished.pdf
2.112,00 € 0 €
CC 1b 141.-- Euro per diem for Expatriates from 10.07.2011 :
http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/documents/update_10_07_2011_rectified.pdf
9.870,00 € 0 €
CC1c 209.-- Euro per diem for Expatriates from 01.01.2012 :
http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/documents/perdiems_update_12_2011.pdf
5.431,00 € 3.971 €
CC1d 225.-- Euro per diem for Expatriates from 01.July 2012
onward 2.025,00 € 2.025 €
CC 2
External Workshops - outside of place of mission - : Foreign Exchange Rate -
http://ec.europa.eu/budget/inforeuro/index.cfm?fuseaction=currency_historique¤cy=174&Language=en
6.608,78 € 0 €
CC 3 5 Internal Workshops - in Freetown - 24.106,85 € 14.866 €
CC 4 Study Tour in Africa (pref. Namibia or Ghana), schedule in
October 2012 0,00 € 0 €
CC 5 Long term Studies / Master programmes at the UK 82.153,48 € 52.084 €
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Birmingham : Daniel Wisman (Living Allowances), Abdulai Ansumana and Francis S. Bockarie (Tuition Fee, Learning
Material, Flight, ...)
CC 6 EU-Communication and Visibility :
http://ec.europa.eu/europeaid/work/visibility/index_en.htm 2.853,51 € 1.170 €
CC 7.1 Per diem SLRA-RMS-Working group : GPS-survey, Road Condition Survey
12.958,38 € 8.787 €
CC 7.2 Road Management System RMS : Rent of Equipment, Purchase of Software, Stationary, Rental of Cars, Fuel,
Lubricants, Repairs
23.608,66 € 19.074 €
Incidental Expenditure 169.702 € 99.946 €
3.5. Assumptions and Risks – status and update
If the mentioned assumptions in the contract - in context with the Logic Framework Matrix
(LFM) - will not be fulfilled, some expected result of a proper institutional support / capacity
building / multi-donor sector policy and devolution process cannot be fully achieved.
Currently some deficiencies can be identified in the institution SLRA due to the cash flow
constraints / transaction deficits from the MoFED / Road Fund Administration (FRA),
caused by the lower levy income and the process of establishment of the RFA.
The Output can only be achieved if the pre-conditions will be implemented.
Note : Negative formulated assumption are called Risks.
However the assumptions are vague “qualitative” described – hence it is difficutl to asses the
grade:
3.5.1. Assumptions Results / Output
Restructuring of institutional Framework, Restructuring of the SLRA including
recruitment, Establishment of an independent Road Fund, Privatization of the
Mechanical Service Unit (MSU), Civil Service Reform / Salary levels / attract and
maintain qualified staff, Procurement process identifies properly qualified contractors,
Government commitment to pursue decentralization process.
3.5.2. Assumptions Specific Objective / Purpose / Outcome
Stability – oriented macro-economic policy, Credible and relevant programme to
improve Public Financial, Management, Fuel Levy is progressively increased to cover full
the periodic maintenance of the classified road network, Domestic contractor increase in
number and in capability to perform.
3.5.3. Assumptions Overall Objective
Political stability continues, World oil price stabilize, Global economic remains stable.
3.6. Management and coordination arrangement
In the next months there will be a focus on the Donor Conference and Donor Coordination.
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3.7. Financing Arrangements
The Financing Agreement between the Government of Sierra Leone and the European
Union gives Institutional support in three categories:
3.7.1. Supply Contract
The Supply Contract for Lot 1 and Lot 2 comprises of Vehicles, Laboratory Equipment,
Survey Instruments, Komputer Hardware and Software with the Internet connections of
150 working places. The supply contract has been awarded and the delivery and
installation should start within the agreed time.
3.7.2. Works Contract
The works Contract for the Rehabliktation / Extension of the Head Office and regional
Offices.
The works has been awarded to the contractor and SLRA is supervising the Building
construction on it own.
3.7.3. Service Contract
The Service Contract is carried out by our Joint Venture RRI Rhein-Ruhr International
GmbH (Lead) with the Junior Parter Gesellschaft für Internationale Zusammenarbeit (GiZ)
GmbH. This Service contract is subject of this progress report.
The intial budget of the Financial Agreement of all three components for the Institutional
Support has been revised.
The new Budget is described in the below mentioned table:
Budget
initial,
decision
18496
Reallocation
and Use of
Contengenci
es
Budget
2012
Remarks to
Contracts
Services
(TA to SLRA) 1.700.000 -204.900 1.495.100
YES,
JV RRI & GiZ
Supplies (Laboratory,
Survey and SLRA-
Office Equipment,
Installation of 150 PC-
Internet Connections)
450.000 204.900 654.900
YES for
Lot 1 (Vehicles) and
Lot 2 (SLRA-Equip)
Works (Extension of
SLRA-Head Office /
Rehabilitation of
Regional Offices)
500.000 250.000 750.000 YES, MODCOM;
Supervision SLRA
Visibility 0 0
Budget within
Incidental Exp. of
TA to SLRA
Services
Audits 50.000 50.000 EU – responsible
Evaluation 50.000 50.000 EU - responsible
Contingencies 250.000 -250.000 0 ZERO
Total 3.000.000 3.000.000
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3.8. Key Quality / Sustainabilty Issues
The institutional capacity develops in the TA opinion in a satisfactory manner and has
improved in a gradual way over the last four years.
However there is still some shortfalls in the followings disciplines which needs more
attention
D01 _ Project management / Project Cycle Management
Quality Control within an Organization / Institution
D02_ Research / Traffic Volume + Development / Project preparation / Donor
Programming
D03 _ GiS / geodetically survey department. The basic geo data base has been set up, but
it needs a follow up. Additional design higway software and survey equipment is going to
arrive at SLRA. Unfortunately the specialist are not available anymore to teach and train
them with the applicaiton of the design software and the use of the high sophisticated
survey equipment (total station and GPS-
D04 _ Laboratory / geotechnical investigations / Soil Classes / Traffic Classes /
Pavement design of asphalt and concrete /
The equipment – financed by the EU – of approx. 300.000 Euro will be supplied soon,
however their should be some safety measures, to lock up the expensive equipment for
unauthorized use. And the supplied mobile weightbridges should be extensively used to
set up and bring into force a “overloading” policy.
D05_ Design department for concrete structures / bridges / drainages
A draft of the Road and Bridge Design Manual has been presented by the TA Expert.
They comments should be incorporated by assigned SLRA-Engineers.
D06_ PROCUREMENT Department / Unit : Tender Documents / Bids / Evaluation /
Award of Supply, Service and Works contracts.
In principle, the department and the attached engineers are skilled to deal with the
procurement regulations of the different donors. Additional an inter-authority evaluation
team (MoWHI, NAO, SLRA and EU-observer) has been set up.
The TA is not anymore involved in the Procurement process / Evaluation / Award of
project, despite his contractual obligation, described in the Terms of Reference.
D07_ Supervision on site / technical aspect ... Standard technical specification
The supervision of SLRA should be tighten up with a permanent Engineer (e.g. Assistant
Project Manager). In the meantima draft fo the General / Standard Technical Specification
has been drafted, to support the SLRA Engineers to refer to.
D08_ Quantity Survey (payment and measurement, financial aspects, interim payment
certificates (IPCs + invoices) with CONTRACT ADMINISTRATION.
SLRA has no proper survey equipment. Hence it is not possible to make independent
survey test to prove the measurement and payment method. It is of vital interest to control
the proper dimensions of the carried out termporarily and permant works.
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D09 _ Road Maintenance (Road Fund Act, Devolution, technical aspects,…)
The Transition phase is difficult for SLRA. The Instituion suffers from lack of funds to
rehabilitate the roads and to keep the operation on life.
D10_ Secretary to establish a control system for incoming post, outgoing post, follow up
the status of progress, and a proper archive / filing system for the use of similar project
demands. This has to been improved, e.g. by a central data base of all correspondence, with
access from the single connected PC – what will be done in the near future.
EU has provided some funds for the improvement of 150 connected desktop in a network.
And the contract has been awarded.
4. Workplan for the next period
4.1. Results to be delivered – quantity, quality and time
In principle, after the completion of the mission of the Contract / Claim Management Expert
Dr. J. B. Tengbe (Workshop 10th August 2012, last mission day), the Project Management
Specialist / Team Leader Helmut F Giesa will deliver the expected services for the fourth bi-
annual period – up to the completion of the project : 30th January 2013.
In principle the same results will be delivered as done in the previous period in the four fields
of institution capacity development, multi donor sector policy, devolution and EU-Visibility.
A. However, more efforts will be focussed on the donor coordination and the devoluton
process with the RCS + PMMP + Budgeting of the maintenance works of the entire road
network.
More and more Engineers are taking over the ownership of the processes in all project
cyles. This can be seen as a result of the daily support / on-job training, the to achieve a
good result. This and increased the level of active participation
B. EU Communication and Visibility Actions
The current information policy of SLRA and TA to SLRA has to be enhanced.
Currently the Public Relation Offiers (PRO) of SLRA is just inviting one or two press
representatives with the SLBC to cover our workshops with newspaper articles and TV-
documentations.
However, we have to be more efficient and effective with the Visibility Actions.
The Public Relation Officer (PRO) Sorie I Kanu and her assistance with the TA to SLRA
will prepared Press Release with specific informations referring to the workshop / donor
conference / site visits / press conference in advance.
And we shall invitate with the press release all newspapers, Radio Stations and the TV
SLBC. After the workshop event, we provide to jounalists / reporters, which have not
attended the events, some proper photos for their editions.
The representative of the newspaper should be grateful, that they get material for
publications, because it will help them to increase their circulation and hence their selling
revenue of their newspaper.
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Furtheron we shall improve the developed EU-Communication Matrix with the activities
in context with the EU Communication and Visibility Guidelines, page 30.
The Communication and Visibility activities shall be carried out in all project cyle
management PCM-stages from Programming, Identification, Appraisal, Financing,
Implementation, and Evaluation and Audits.
No. Communication Matrix Structure Activities already carried out
or currently in progress
Progress Done?
Y/N Communication Activities with Target groups
1. Communication Objective
Announce EU support Press / SLBC-TV Y
Information on action status Press / SLBC / Progress Reports Y
Highlight amount of EC support and context Press / SLBC-TV Y
Awareness raising Press / SLBC-TV Y
Demonstration of the impact of the TA to SLRA programme by qualitative and quantitative performance indicators
Press / SLBC-TV / Progress Reports Y
2 Type of Key Messages
The Lead donor for Sierra Leone
Press / SLBC / Progress Reports / daily communication
Y
More,better, faster - Europe cares
Key messages must be more used partly done EU and SLRA delivering more and better aid together
Cooperation that counts
The EU delivers
3 Most appropriate "Tools"
Press conferences Not yet done N
Events like workshops 9 workshops Y
Interviews at workshops partly
Information campaigns Not yet done N
Site Visits (Videos, radio spots, photo reports)
Yes, Road conditions survey and construction of highways
Y
TV Sport / SLBC workshops covered Y
Radio Reports / Radio Documentation workshops covered Y
4 Beneficiary Population / Instittuions
Information campaign Not yet done N
Formation of multi-donor committe / Road Sector Working Group
Activitities ongoing, but Donor Conference will be covered by press,
radio and TV-SLBC in progress
Students at the University (RBDM + Tech Spec)
Involved in Road Bridge Design Manual
in progress
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No. Communication Matrix Structure Activities already carried out
or currently in progress
Progress Done?
Y/N Communication Activities with Target groups
Sierra Leone Institution of Engineers (SLIE)
Involved in Road Bridge Design Manual
in progress
Local Consultants
Involved in Road Bridge Design Manual, in cooperation with SLIE
in progress
Lcal Contractors
Technology Transfer in the site meetings
in progress
District and Local Councils (Devolution of Feeder Roads)
Devolution process, but will be followed up with the PMMP+Budgeting
in progress
4.2. Activity Schedule including key milestones and lead responsibilities
The TA to SLRA has scheduled the b.m. activities in the forthcomming bi-annual period
up to the end of the project on 30th January 2013.
The excerpt of the Annual Activity Schedule (see ANNEX) - in the data range from 01
AUG 2012 to 30 JAN 2013 - shows the planned activities for the two Key Experts, in the
role of Project Management Specialist Helmut F Giesa and Contract/Claim
Management Specialist Dr. Jonathan B Tengbe..
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The most activities of the technical advise will be REPEATED in the forthcomming bi-
annual period in the four categories :
Capacity Building ongoing
Donor Coordinaiton / Donor Workshop
Devolution of Feeder Roads
EU communication and visibility actions.
One internatl workshop (Contract and Claim Management) will be planned on 10.08.2012.
And four or five external workshops have been scheduled with the coverage of the TV /
SLBC and the Press.
Special attention will be given to duly EU-Communication and Visibilty Tools at the
Donor Conference in September 2012.
The last workshop will being organized with the subject “Lessons learned” and the
submission of the FINAL Completion Report. The venue depends from the available
Incidental Budget and will be communicated in due course.
4.3. Resource Schedule and Budget
The 4th
bi-annual workplan comprises of two components human resources and financial
resources / Incidental Expenditures.
4.3.1. Human Resources (Experts)
In the 4th bi-annual period two experts are carrying out their duties in line with the
activity schedule – as attached under paragraph 4.2 Activity Schedule -.
Key Expert Function Start Finsh Duration
(wd)
Helmut F Giesa
Project
Management
Specialist, Team
Leader
01.08.2012 30.01.2013 83 wd
Dr. Jonathan B
Tengbe
Contract Claim
Management
Specialist
01.08.2012 10.08.2012 5 wd
4.3.2. Incidential Expenditures (IE)
The following table shows the available monies for the 4th bi-annual period.
Due to the EU directive that the 25.000 EURO savings of the “Provision of
expenditure verification report” cannot be used for the “Provisions of Incidental
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Expenditures” gives some financial constraints, because the TA had already planned
this amount for the institutional support in his mind.
Never mind, the TA Team Leader will closely monitor the available monies that the
agreed IE – Budget of 300.280 EURO does not overrun in the break down of the
below mentioned Cost Codes 1 to 7.
CC Description Bud-get No.
Budget / Adden-dum #1 [Euro]
IE dis-bursed
IE disburs
ed [Euro]
out-standin
g
Out- standing
monies up to
30.01.2013
Monitoring + Evaluaton (remarks
and targets for 4th bi-annual period)
1 Per diems for Expatriates for overnight stays
185
days 32.673
121
days 17.413 47% 15.260
Savings have to be done: shift
to CC3 IWS + CC7
RCS to cover the shortfall of
monies
4.381
2 External
Workshops 5 No. 38.557 1 No 6.609 83% 31.948
~ 7.980 Euro per Ext. WS
available, Workshop Lessons learned Fretown
29.000
3 Internal
Workshops 9 No. 18.980 9 No 24.107 -27% -5.127
10th WS : Contract
Management -
10.08.2012
2.350
4
Study Tour, 8 persons incl. TA ot SLRA / TL for 10 days
1 ST 48.000 0 ST 0 100% 48.000
Planned Tour: 21st
to 30th Oct. 2012
48.000
5
Long term Studies 3
SLRA Engineers
3 Eng'rs
103.500 partial 82.153 21% 21.347
shortage due to
increase tuition fee 3,300 € * 2 * 4 + 300 €
26.700
6 EU-
Communication and Visibility
n-Act. 23.000 partial 2.854 88% 20.146
EU-Vis Matrix
completed in Aug 2012 /
spending for the 5
workshops incl. Donor conference
20.146
7.1. per diem SLRA
Eng. xx 16.500 12.958 xxx N/A
xxx 7.2
Equipment / Hard and Software
xxx 19.070 23.609 xxx N/A
7 Road Survey
Cost and n-Act. 35.570 done 36.567
Com-pleted
-997€ no
additional cost will
0.-- €
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CC Description Bud-get No.
Budget / Adden-dum #1 [Euro]
IE dis-bursed
IE disburs
ed [Euro]
out-standin
g
Out- standing
monies up to
30.01.2013
Monitoring + Evaluaton (remarks
and targets for 4th bi-annual period)
PMMP occur
Sum 100% 300.280 56,5% 169.70
3 43,5% 130.577
available 4th-bi
130.577
4.4. Updated risk management plan
A Risk Management plan with the the three levels (policy, programme, project) and the
specific issues in the project cycles (identification study, formulation study, Tender
Documents, Procurement, Implementation and Phase out / Taking over – provisional / final
acceptance will be enhance in the 4th
bi-annual period.
Two Engineers should be assigned. The structure is attached in the annex.
4.5. Special activties to support sustainablilty
Special attention will be given for the Working Group RMMU and Regional / District
Engineers to devolve the Feeder Roads in good and fair condition.
The workshop in BO will be a “Sustainability TEST” of the SLRA-Working Group (Head
Office) . And a good preperation for a short presentation at the Donor Conference, to
convince the Donors, that it is necessary to put money in the Feeder Roads road conditions
survey and to assist the District Councils / Local Councils engineers with the budgeting of
the rehabilitation cost, that they can apply for the 20% of the available money of the Road
Fund (Road Maintenance Admininstration Fund).
5. Annex to the Progress Report, Part A
These annexes support the 3rd
progress report for substantiation.
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5.1. Updated Logframe TOR
INTERVENTION OBJECTIVE VERIFIABLE INDICATORS SOURCES VERIFICATION
ASSUMPTIONS
OVERALL OBJECTIVE
To enhance social and economical sustainable development of the population by the elimination of constraints to road transport and consequent reduction in cost
a) % of rural population with 2 km from an all-season mode of transport b) affordability of transport as % of income of the urban and rural poor c) %of schools with reliable access d) % of health centres with reliable access e) % of households reporting transports as a major obstacle for employment f) % of households reporting transport as a major obstacle for services g) % of km of asphalt roads in good condition h) % of km of gravel roads in good condition i) % of km of roads under a maintenance contract
Annual road condition survey(RIMS) Independent reports prepared by external experts, donors, etc
PROJECT PURPOSE
To enhance the domestic capacity and to support the definition and implementation of the road sector policy
a) Number of completed road projects in time and within 10% of the budget b) Number of road contracts following nation procedures c)Reduced number of technical assistants in SLRA
EU + NAO management reports, Independent reports prepared by external experts, donors
a)Political stability continues b)World oil prices stabilize c)Global economy remains stable
RESULTS
1. SLRA institutional capacity to plan, develop, manage and maintain the classified road network strengthened 2. Road sector eligible to benefit from multi-donor Sector Policy Support Program (SPSP) 3. Decision-makers are provided with information on the possibility to transfer the responsibilities of the Urban and Feeder Roads to District and Local Council.
1a) Administrative delays(number of days) in the management of contracts according to the contract condition, particularly: in preparation of technical specification of work contracts, in preparation of terms of reference for services contracts, in technical evaluation of tenders, in sending administrative orders, in certifying works and approving payments, in accessing contractors’ claims, in replying to contractors’ correspondence. 1b) % of SLRA staff having benefited from capacity building actions 2a) Sector policy defined at the target date 2b) Sector performance monitoring system operational at the target date 2c) Sector MTEF formulated and yearly updated 2d) Number, nature and frequency of government-led forums
Reports prepared by the Technical Assistance, evaluators and auditors EC-NAO management reports World Bank- IDA reports
a) A stability oriented macro-economic policy is under implementation b)A credible and relevant program to improve Public Financial Management is under implementation c) The fuel levy is progressively increased to adequately cover the full and periodic maintenance of the classified network.
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for intra-government, government-donor, and donor-donor coordination. 3) Devolution strategy to Districts and local Council is proposed.
ACTIVITIES
1.1 On-the-job training and support for SLRA staff at head quarters and in the regions 1.2 Specific training (Contract management, Claims and dispute road sector SPSP, ESIA) 1.3 Short-term technical assistances for urgent studies and assessment of claims and disputes 1.4 Supply of equipment and vehicles to face the budgetary and logistical constraints during the restructuring (Supply Contract, component B) 1.5 Rehabilitation of SLRA Headquarters building and construction of Regional offices 2.1 Redefinition of the Road Sector Policy for the future National Transport Strategy 2.2. Development of the performance monitoring system of the road sector 2.3 Continuous support to SLRA in financial management and accounting procedures including building capacity to formulate a Medium Term Expenditure Framework for the road sector 2.4 Strengthen government-led donor coordination to harmonize system for reporting, budgeting financial management and procurement 2.5. Improve coordination with national agencies involved in the road sector (SLRA, SLRTA, police, local authorities,.) 3.1 Study to access district and local capacities and action plan to initiate the process 3.2 Study to access the capacity and interest of the domestic construction industry.
MEANS A)Service contract, 1,700 M€ previous A.1. Technical Assistance to SLRA, 1,000 M€ A.2. Short-term experts 0,400 M€ A.3. Training 0,300 M€ B) Supply contract – 0,450 M€ C) Works contract 0,500 M€ D) Evaluation(s) 0,050 M€ E) Audit 0,050 M€ F) Contingencies 0,250 M€ Total: 3,000 M@
Remarks to the institutional Support A SERVICE Contract A1. TA to SLRA – Long term Activities: 1.1, 2.3, 2,4, 2.5 A2 Short-term experts activities 1,3, 1,5, 2.1, 2.2, 2.3 & 3.1., 3.2 A3 Training Activities 1.1+1,2 B Supply Contract Vehicles and Equipment Activity 1.4.
COSTS 1.495.100 € Contract Not split up anymore reduced 657.579 € Contract increased to B=654.900 668.931 € Contract increadrf to B=0,75 M€ 50.000 € Unchanged Budget .. 50.000 € ...unchanged Budget ... 0,000 € < decreased to B = 0 € Total = 3.000.000 €
a) Restructuring of the institutional framework of the road sector progressively completed a.1. Amendment of 1992 SLRA act a.2. Restructuring of the SLRA including recruitment of the new senior management a.3. Establishment of an independent road maintenance fund, appointment of the board of recruitment of the senior manager a. 4. Procurement process identifies properly qualified contractors. b) In the framework of the civil service reform ,salary at SLRA increase in order to attract and maintain qualified staff c) Procurement process indentifies properly qualified contractors d) Government commitment to pursue decentralization continues.
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5.2. Summary performance data
The activity time schedule and the budget schedule is attached in the ANNEX 5.1 and 5.3.
In priniciple the technology transfer had been improved dramatically, due to the fact, that
six expert has been carried out their missions between May and July 2012.
Five workshops have been organized, with an average attendance of 20 participants.
However, tensions are arising in the daily works between “giving technical advice with
strategic thinking only” and “direct voluminous time-consuming support in project
works”. It is not easy to solve this spigot issue, because without the direct involvement in
the project works (the devil is in the details) it would be pretty difficult to transfer
sophisticated knowledge within the authority.
And in the final report, the Project Management Specialist will give a detailled list of
activties and produced results, what can be seen in the context of the Risk Management
Matrix.
5.3. Updated Annual Workplan
The entire workplan of all experts has been printed out between the commencement of
31.01.2011 to the completion of the project on 30.01.2013 (Duration 24 months).
The red marked activities will be carried in the 4th
-biannual perid from 01.08.2012 to
31.01.2013.
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5.4. Updated Annual Resource Schedule
The Resources are divided in two components: Human Resources (Fee Structure) and
Financial Means (Incidental Expenditures).
5.4.1. Human Resources : Fee Structure
SLRA demanded some amendments in the disciplines, esp. the focus on the Road
Maintenance Mangement System (RMMS) with the GPS Measurement /Road Register, the
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Pavement Maintenance Management Programme and the Budgeting.
The Addendum No 1 has been revised to take the SLRA demand into account.
Fee of all experts
Performed Working
days up to date
Expenditure up to date :
31.07.2012
Expenditure current 3nd bi-annual period
Expenditure of
previous 1st+2nd bi-
annual period : 31.01.2012
out-standing wd
Key Experts
KE1 Project Management, Team Leader
401 587.465 € 200.705 € 386.760 € 83
KE2
Road Survey and Management Specialist / GiS (basic 45 days plus 15 day prolongation approved by PM / SLRA)
107 142.310 € 62.510 € 79.800 € 0
KE3 Claim Specialist / Legal Expert
39 58.890 € 58.890 € 0 € 5
Key Experts delivered
working days 547
Non Key Experts
NKE1 Road Maintenance Management System (RMMS)
49 69.090 € 22.560 € 46.530 € 0
NKE2
Road Condition Survey (RCS) + Road and Bridge Design Manual (RBDM) + Technical Specification (Tech. Spec)
69 97.290 € 64.860 € 32.430 € 0
NKE3 MIS 21 29.610 € 29.610 € 0 € 0
NKE4 Decentralization / Devolution Process
22 31.020 € 0 € 31.020 € 0
Non-Key Experts
delivered working days 161 0
Total KE + NKE input (wd) 708 796 88
Fee of all experts
1.015.675 € 439.135 € 576.540 € 129.145 €
5.4.2. Finacial Resourcres : Incidental Expenditure (Addendum No. 1)
The break down of the ANNEX V (Fees, Provisions for Incidental Expenditures and
Provisions for Expenditure Verification) of the TA to SLRA Contrat has been modified
through the Addendum #1.
An exerpt of ANNEX V, integral part of the Original Contract has been reviesed and
incorporates the Addendum No. 1, as given below.
Description No of
working days Amount
F E E inclusive Overheads for Key- and
Non-Key Experts
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KE 1 : TL Helmut F Giesa 484+0
= 484 wd
709.060 EUR
KE 2 : GiS Boun O Lam 88+15+4
= 107 wd
142.310 EUR
KE 3 : Contract Dr. Jonathan B Tengbe 88-44
= 44 wd
66.440 EUR
...NKE Senior Experts
(RMMS, RCS, PMMP, RBDM,
and Tech Spec)
132 + 29
= 161 wd
227.010 EUR
Total F E E 792+4
= 796 wd
1.144.820 EUR
Provisions for Incidental Expenditures 300.000 + 280
= 300.280 €
300.280 EUR
Provisions for Expenditure Verification 50.000 +0 50.000 EUR
Max. Contract Amount Unchanged 1.495.100 EUR
And a detailed breakdown of the modified Incidental Expenditures is given in next table –
enabling the TA to SLRA to monitor the spendings in a duly manner.
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5.4.2 B Modification of Provision of Incidental Expenditure and for Expenditure Verification (part of Addendum #1)
Status : 27 APRIL
2012 Orginal Budget Addendum 1
New
Version of
modified
Budget
Reasons / Justification
for the variation in the Budget
Cost Code Description No Unit
Rate
Initial
Budget Mod No.
Unit
Rate
additiona
l expendi
ture
Amount
(€)
IE CC1 per diem
Travel Cost /
allowances for KE+NKE
only for outside place of
mission (overnight stays) 170 141 23.970
+15 days
in the field ;
increase
of per diems
209 8.703 32.673
Increased overnights stays due to GiS-Expert
prolongation of 15 wd -> in total 185 nights; Total Expenditure due to increase of per diem
to 209 Euro: up to 31.012.2012: 93 days with
13,445 Euro; 77 days + 15 days = 92 days left @ 209 Euro = 19.228
IE CC2 External Workshop
9 External WS
9 Workshops, Duration 2
days, 20 participants
each
9 4.720 42.480
reduce no to 5 with
same
budget
7.711 0 38.557
External workshops have not taken into
account the travel allowances for SLRA engineers and drivers for three days of a two
day workshop; underestimate at all, due to
more expense in the country (availability, competition).
IE CC3 Internal Workshop
9 Internal Workshops
9 Workshops, Duration 2
days, 20 participants
each
9 1.720 15.480 1 Prov. Sum
3.500 18.980
It is recommended to held - outside of the
SLRA Office - some workshops, but a high
hire rate and miscellaneous expenses
occurs, e.g. Transport
IE CC4 Study Tour
Study Tour
Namibia demanded, 7
SLRA Engineers and
LTTA / TL
8 6.000 48.000 0 0 0 48.000 Expenses in flight and hotel
accommodation for 10 days in Namibia
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Status : 27 APRIL
2012 Orginal Budget Addendum 1
New
Version of
modified
Budget
Reasons / Justification
for the variation in the Budget
Cost Code Description No Unit
Rate
Initial
Budget Mod No.
Unit
Rate
additiona
l expendi
ture
Amount
(€)
IE CC5 University Birmingham UK
Long Term Study 3 SLRA Engineers 3 34.500 103.500 0 0 0 103.500 The tuition fee is increasing; flight and
living cost
IE CC6 EU Visibility
3 Actions acc. To EU Visibility
Guidelines 3 7.667 23.000 0 0 0 23.000
or two major visibility actions, like Donor
Conference, PMMP in the District /
Regions
IE CC7.1 per diem SLRA Eng incl. Fuel
GiS Centre-Line
Survey + Road
Condition Survey + per diems for
SLRA Engineers
200 pd for SLRA
Engineers = 10 TE; Rent
of Vehicle 75
days=7,5;Fuel = 3,0TE
1 prov 17.500 -1 3.000 -3.000 14.500
Increase of 15 days field trip due to GiS-
Expert; road condition survey needs more
financial input
Fuel, lubricant 1 prov 3.000 -1 1.000 -1.000 2.000 Repair of RRI Vehicle not foreseen, but no
hire rate for RRI vehicle
IE CC7.2 Equipment, Fuel, Software
Implementation of
the RMS / PMMP
Rental of hardware and
software for SLRA to
establish the
RMMS/PMMP,
stationary.
1 prov 23.070 -1 4.000 -4.000 19.070 Desktop not 6.000, saving over 4.000
Provisions for Incidental Expenditure (IE) 300.000 300.280
Note: Re-Allocation from Fee Budget
(5,600 Euro) to Incidental Expenditure
leads to an increase of the IE
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Status : 27 APRIL
2012 Orginal Budget Addendum 1
New
Version of
modified
Budget
Reasons / Justification
for the variation in the Budget
Cost Code Description No Unit
Rate
Initial
Budget Mod No.
Unit
Rate
additiona
l expendi
ture
Amount
(€)
FEE Adapt to surplus 1 -280 -280 280 EURO less FEE
Exp Verification Report
Provision
Expenditure
Verification
4 Reports 1 Prov.
Sum 50.000 0 0 0 50.000
EKA contract sums
up to 25.000 Euro ONLY
Provisions for Incidiental and Expenditure
Verification 350.000 Euro 350.000 EURO
5.5. Risk Management Matrix
The Draft of the Risk Management Matrix will be updated in the 4th bi-annual period.
It should provide a tool to SLRA Management enabling them to set up an Action Plan, a Monitoring Tool and a Reporting Tool.
No. Risk
(pre-condition neutral formulated)
Potential
adverse impact,
if pre-condition is not met
Risk Level
Probabilit
y High
Risk =
100%
Risk Management Strategy /
Counter Measure to prevent
the “defined” Assumption.
Responsible
Organization
/ Person
1000 POLICY LEVEL
1100 Donor Coordination / Donor Conference
/
Road Sector Working Group
No joint development plan
will be established
80% The Donor Conference can
help for a kick-off and the
Sector Working Group shall
start with works
E
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No. Risk
(pre-condition neutral formulated)
Potential
adverse impact,
if pre-condition is not met
Risk Level
Probabilit
y High
Risk =
100%
Risk Management Strategy /
Counter Measure to prevent
the “defined” Assumption.
Responsible
Organization
/ Person
Preparation –organizational matters
Agenda – Content
Fungibility
1200 Road Maintenance Administration Fund
–
Charges / Levies / Registration Fee
Timely Disbursement to SLRA No maintenance can be
done
100
%
Donors will supply temporily
some additonal funds
Transistion phase
Operation of the Fund itself 80%
Financial Means :
Increase of Fuel Price > Levy Income
increase
100
%
Proportion Administrative Costs Too high administrative
cost will reduce the
investment for the
rehablilitation works
To strenghten the
organizaitonal aspects of the
RMFA
1300 SLRA Budget for Maintenance
RCS + PMMP + Budget preparation No constraint /
unconstraint buget
proposal will
SLRA has to increase the
efforts to prepare the Budget
2000 PROGRAMME LEVEL
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No. Risk
(pre-condition neutral formulated)
Potential
adverse impact,
if pre-condition is not met
Risk Level
Probabilit
y High
Risk =
100%
Risk Management Strategy /
Counter Measure to prevent
the “defined” Assumption.
Responsible
Organization
/ Person
2100 Organizational Structure of SLRA
2101 Human Resource Development Plan
2101
2200 Ownership of the process
2300 Active Participation
Motivation and Commitment
2400 Organization and Methodology
3000 PROJECT LEVEL
SLRA-Preparation for TOR and Project
Description
Outsourcing of consultants services
Proper description of the works to being
executed
3100 Identification Study
3110 Review of the PRELIMINARY design
of the consultant
Layout, horizontal alignment – design
speed, in general: application of the
Road and Bridge Design Manual
Vertical alignment
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No. Risk
(pre-condition neutral formulated)
Potential
adverse impact,
if pre-condition is not met
Risk Level
Probabilit
y High
Risk =
100%
Risk Management Strategy /
Counter Measure to prevent
the “defined” Assumption.
Responsible
Organization
/ Person
Cross-Section
Masshaul Diagramm
3120 Survey and Data processing
Layout
Vertical alignment I Check the Design in a duly
way
Cross-sections (Cut / Fill / Borrow) incl.
Mass Haul Diagram
Drawings reflects the works to be done Wrong quantity structure
leads to an variation of
prices
Measurement and Payment Methods
explained
3120 Geotechnical Explorations / Soil Report
of Road Corridor and Borrow Pits,
available suitable material from Cut-
Sections and Borrow Pits and Quarries
and unsuitable Materil in Cut -> Spoil.
Material Sources (cut , borrow,
quarries) and Material Application in
Fill, Layerworks, Asphalt and Concrete
works. The Masshauldiagramm will
give a great help to search in the vicinity
of material application – reducing
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No. Risk
(pre-condition neutral formulated)
Potential
adverse impact,
if pre-condition is not met
Risk Level
Probabilit
y High
Risk =
100%
Risk Management Strategy /
Counter Measure to prevent
the “defined” Assumption.
Responsible
Organization
/ Person
overhaul.
3130 Quantity Structure
Bill of Quantity decribes the entire
scope of works
Bill of Quantity describes the scale of
the works
3240 Viable Time Schedule
Consultant Resources e.g. Supervision
Team Configuration and required skills
Contractors Activities / Work
programme
3290 SLRA own unindepend controls
Own Laboratory Test (best equipment
supply in the entire country – 300.000
Euro)
Own Survey Equipment with expensive
GPS Station, Total Station and
automatic levelling instruments - for
spot checks.
3200 Formulation Study
3210 Review of the FINAL design of the
consultant
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No. Risk
(pre-condition neutral formulated)
Potential
adverse impact,
if pre-condition is not met
Risk Level
Probabilit
y High
Risk =
100%
Risk Management Strategy /
Counter Measure to prevent
the “defined” Assumption.
Responsible
Organization
/ Person
Layout, horizontal alignment – design
speed, in general: application of the
Road and Bridge Design Manual
Vertical alignment
Cross-Section
Masshaul Diagramm
Drawings reflects the works to be done
3220 Survey and Data processing
Layout
Vertical alignment
Cross-sections (Cut / Fill / Borrow) incl.
Mass Haul Diagram
Drawings reflects the works to be done
Measurement and Payment Methods
explained
3220 Geotechnical Explorations / Soil Report
of Road Corridor and Borrow Pits,
available suitable material from Cut-
Sections and Borrow Pits and Quarries
and unsuitable Materil in Cut -> Spoil.
Material Sources (cut , borrow,
quarries) and Material Application in
Fill, Layerworks, Asphalt and Concrete
works. The Masshauldiagramm will
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No. Risk
(pre-condition neutral formulated)
Potential
adverse impact,
if pre-condition is not met
Risk Level
Probabilit
y High
Risk =
100%
Risk Management Strategy /
Counter Measure to prevent
the “defined” Assumption.
Responsible
Organization
/ Person
give a great help to search in the vicinity
of material application – reducing
overhaul.
3230 Quantity Structure
Bill of Quantity decribes the entire
scope of works
Bill of Quantity describes the scale of
the works
3240 Viable Time Schedule
Consultant Resources e.g. Supervision
Team Configuration and required skills
Contractors Activities / Work
programme
3300 Tender Documents
3310 Terms and Conditon of Contract
General and Special Condition of
Contract
3320 General Provisions of Contract
Proper description of the Project
3330 Standard Technical Specification
Special Technical Specifications
3340 Instructions to Tenderers
3350 Bill of Quantities
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No. Risk
(pre-condition neutral formulated)
Potential
adverse impact,
if pre-condition is not met
Risk Level
Probabilit
y High
Risk =
100%
Risk Management Strategy /
Counter Measure to prevent
the “defined” Assumption.
Responsible
Organization
/ Person
3360 Drawings
3400 Evaluation And Award of Contract
Evaluation Team Configuration is set up
in good times
Evaluation administrative and technical
Criteria grid proper defined
3500 Implementation
3510 SLRA Laboratory carries out
independent Soil and Material tests
SLRA Survey Department carries out
independent Measurements for ROW,
Centre Line and Elevation Network
along the corridor.
3520 Compensations Issues clarified
3530 Source Material / Application Material Claims extra Cost and/or
Extension of Time
90%
3540
3550
3600 Partial / Provisional / Final Acceptance
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No. Risk
(pre-condition neutral formulated)
Potential
adverse impact,
if pre-condition is not met
Risk Level
Probabilit
y High
Risk =
100%
Risk Management Strategy /
Counter Measure to prevent
the “defined” Assumption.
Responsible
Organization
/ Person
Procedure – Inventory 80%
Precedure – Tests on Completion 90%
Issuance of Certificate
3
9
0
0
SLRA Organization
MSU to be privitized 50
%
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5.6. EU Communication and Visibility Matrix
The sample of the EU communication Matrix refers to the Communication and Visibility
Manual, page 30 and is attached herewith.
5.7. PCM … Strcuture of Inception / Progress and Completion Report.
The suggested structure of main types of reports refers to the EU - Project Cycle
Management Guidelines, page 115.
Note :
The Progress Report / Annual Plan requests under paragraph
No. 4 “Workplan for the next (reporting) period.
The Completion Report (draft and final) proposes the paragraph
No 4 “ Lessons learned”.
5.8. Ancilliary Information supply on CD_ROM
A CD-ROM has been attached for further informations about the Project, the experts, the
progress report and the invoices.
The TA to SLRA is heading for a “paperless Office”
with the advanteges
a) easy access of information (search function)
and
b) protection of environment
(less cut down of trees will not increase the CO2 amount in the air).