NORMATIVE FRAMEWORK

TCP PROJECT FORMAT

"Preparatory Assistance for Agricultural Census"

I. PROJECT SUMMARY

This is a concise statement of the results stemming from the problem statement (below) that are expected by the end of the project.

Data Needs:

• Main features of the project with emphasis on expected outcomes.

Data Sources:

• Individual sections of project report

II. BACKGROUND AND JUSTIFICATION

Identify the problem for which assistance is requested and provide evidence that TCP criteria which govern eligibility for TCP funding are met. Text should cover the following issues:

- Importance of the agricultural sector in the overall economy in terms of percent of GDP, percent of population employed in agriculture, etc.
- Government strategy for the agricultural sector with reference to national/sectoral development plans
- Need for up-to-date statistical data on the structure of the agricultural sector as a pre-requisite for planning and policy decision-making, food security monitoring and other development issues (environment, role of women in agriculture, etc.)
- Present state of food and agricultural statistics and organizations responsible
- History of agricultural census taking and year of last agricultural census
- Resources currently available and planned to conduct the agricultural census
- Need for TCP assistance (urgency and skill gaps to be addressed); if a follow-up project is to be formulated as part of the TCP input, mention also the potential catalytic effects of the project.

Data Needs:

• Agriculture's contribution to GDP.
  
• Agricultural employment.
  
• Number of rural households.
  
• Number of agricultural households.
  
• Number of large/commercial farms.
  
• Other key data showing the importance of agriculture in the economy.

Data Sources:

• Ministry of Agriculture
  
• Ministry of Planning
  
• National Statistics Office
  
• Ministry of Commerce/Foreign Trade
  
• Ministry of Women's Affairs
  
• Farmers' groups

III. OBJECTIVES OF THE ASSISTANCE

"This section will state briefly but in specific terms, the particular objective(s) which the project is expected to achieve. The project objective is defined as a specific aim to be achieved and formulated as the expected future improved situation after the successful completion of the project. The statement should be drafted wherever possible in terms permitting subsequent verification of project accomplishments." (TCP Guidelines)

The long-term development objective of the project is to establish a flow of reliable and timely data and information on food and agriculture (livestock, and some aspects of fisheries and forestry may be included in some countries) in support of the national agricultural development strategy, for the effective planning and monitoring of the agriculture sector and for food security monitoring.

The immediate objective of the assistance is to ensure:

(i) a sound methodology for the agricultural census, in line with FAO recommendations, including the testing of the census questionnaires and procedures
(ii) a cadre of staff trained in all aspects of agricultural census procedures
(iii) data processing systems designed and tested
(iv) plans prepared for the data dissemination and analysis

Quantitative indicators should allow verification of:
(i) the training conducted
(ii) achieving stated outputs by the end of the project.

Data Needs:

• Quantitative indicators to monitor the training programme.

Data Sources:

• Ministry of Agriculture/National Statistics Office

IV. PROJECT OUTPUTS (RESULTS)

"Outputs (results) to be defined in this section, are the specific products of activities undertaken, the combined use of which by project beneficiaries will achieve the objective of the project, provided assumptions about external factors are correct. They should be defined in terms that permit their verification in quantity, quality and time, and should be consistent with the project objective and design, and provide the basis for the elaboration of a clear, detailed work plan." (TCP Guidelines)

This section is a simple, concise listing, using quantitative terms, of the specific outputs expected from the project. These tangible outputs can be elaborated in bullet points.

Data Needs:

• Number of staff trained.
  
• Number of workshops, seminars and training courses held.
  
• Main census instruments prepared (questionnaires, manuals, training programmes, census. work plan, tabulation plan, data processing system, etc.).
  
• Substantive reports, documents prepared.

Data Sources:

• Ministry of Agriculture/National Statistics Office

V. WORK PLAN

A work plan, sufficiently specific to serve as a practical guide for the project staff on what activities should be carried out and in what sequence.

The work plan and any accompanying narrative should also serve as an instrument for monitoring project implementation and achievement for both the Government and FAO. Work plans are regularly updated as part of project implementation.

Data Needs:

• List of project activities, their logical sequence and likely duration.

Data Sources:

• Ministry of Agriculture/National Statistics Office

VI. CAPACITY BUILDING

A paragraph describing how the TCP assistance is expected to enhance the capacity of the organizations/units responsible for food and agricultural statistics to conduct the agricultural census and the longer-term programme of food and agricultural statistics. It should include details of how the training activities and the use of international and national consultants and experts will contribute to building capacity in the national institutions.

Data Needs:

• Number of staff to be trained.
  
• Number of workshops, seminars and training courses to be held.

Data Sources:

• Ministry of Agriculture/National Statistics Office

VII. INPUTS TO BE PROVIDED BY FAO

See TCP Guidelines, Annex 1, pages iii to vi.

A concise description of each input under the respective numbered line items below. Sufficient detail on each budget line should be provided. The sum of related amounts of each sub-category under each line item should add up to the total for the line item. Supplies and Materials and Equipment line items can be detailed, item by item, in an annex. The number to be procured and estimated costs of each item need to be shown. A "miscellaneous" item is not accepted but "miscellaneous laboratory glassware" is acceptable.

a) Personnel services
Technical services of international and/or national experts/consultants
- International consultants/experts
- FAO Advisory Technical Services (ATS)
- National experts and consultants
- International expertise under Partnership Programmes (i.e. TCDC/TCCT or Retired experts and consultants)
- Administrative support
- Supervisory Technical Services (STS)

Priority and preference should be given to the employment of competent experts under the TCDC/TCCT programmes in countries that have signed these agreements. There are specific limits to the use of international expertise at UN rates. Project drafters are advised to consult with the TCP Unit before preparing the staffing inputs and budgets.

b) Official travel
c) Contracts, Letters of Agreements or Contractual Service Agreements
d) General operating expenses (GOE)
e) Materials, supplies and equipment:
- Materials and supplies
- Equipment
f) Direct operating cost (DOC)
g) Training:
- Study tours
- In-country workshops
- Fellowships and academic training
- Young Professionals for on-the-job training

Data Needs:

• Number, type and cost of each input (numbers of staff participating, of items, internal trips, cost per day, DSA rate, monthly consultant rate, etc).

Data Sources:

• Ministry of Agriculture/National Statistics Office
  
• FAO
  
• UNDP
  
• Local Training Institutions
  
• Local suppliers

VIII. REPORTING

See TCP Guidelines.

Periodic, Technical and Mission reports are required for operational monitoring of projects so that technical and operating divisions of FAO can monitor the delivery and utilization of inputs. These reports give a TCP project the required flexibility to meet changing needs and are used to make decisions about project extensions and budget revisions. Technical reports add to the body of technical knowledge about specific diseases. A Terminal Statement is required to be prepared at the conclusion of the project.

It is essential that the project document specify who is to prepare these reports and at what intervals. This is particularly true for the Terminal Statement. If the writer of this document is not specified, the technical officer assumes this responsibility.

Data Needs:

• Operations-related data/information on preparatory activities conducted.
  
• Reports on missions conducted and training activities.
  
• Lists of equipment purchased.

Data Sources:

• Project records
  
• Project staff
  
• Ministry of Agriculture/National Statistics Office

IX. GOVERNMENT CONTRIBUTION AND SUPPORTING ARRANGEMENTS

This paragraph needs to clearly set out: (i) the National Institution responsible for project implementation and responsibilities of any co-operating institutions (ii) resources to be contributed by Government (iii) counterpart and field staff (iv) transport and allowances (v) designation of Government responsibility for arranging for duty-free customs clearance

See in particular TCP Guidelines, Annex I, p. vii and the following excerpts:
Request must be accorded high priority by the Government, which must also ensure that the required local support facilities and services will be available and that follow-up action will be taken...

Requests must provide assurance of the fullest possible participation of the Government in project execution, through such means as the use of national institutions, personnel and resources. (Annex IVa, p. i).

Each project should be supervised by a National Project Coordinator nominated and paid by the Government. National Project Professional Personnel or consultants recruited by FAO are fully accountable to the Organization and cannot be on the Government payroll at the time of their assignment. (p. 10, par. 46) They may not be recruited from the counterpart institution/cooperating agency. (Annex 1, p. iv).

Data Needs:

• Government contribution in terms of cash, personnel time, facilities, vehicles, building and office space (for workshops and other), secretarial and translation/interpretation facilities/expertise.

Data Sources:

• Ministry of Agriculture/National Statistics Office

X. PROJECT BUDGET

The project budget covering the FAO contribution is prepared by FAO, based on elements received from the requesting country. See TCP Guidelines for explanatory details.

Data Needs:

• Numerical details on FAO contribution in US$ by budget line.

Data Sources:

• National executing/collaborating institutions
  
• FAO
  
• UNDP
  
• Equipment suppliers
  
• Travel agents

XI. ATTACHMENTS TO PROJECT AGREEMENT

1. Description of the training programme.
2. Description of Advisory Technical Services and Supervisory Technical Services.
3. Description of services to be provided under contracts.
4. Itemized list of equipment.
5. Itemized list of materials and supplies.
6. Terms of reference including description of required qualifications for each international and national consultant/expert and where appropriate for the National Project Coordinator.

Data Needs:

• Quantitative estimates and descriptions/specifications as relevant to the above attachment.
• Terms of Reference (TOR) for each national and international project staff member including FAO technical staff members contributing to the project. TORs for short-term staff inputs (weeks to several months) need to describe precise, time bound activities and outputs expected. Longer-term staff inputs should be more generally phrased to allow some flexibility and cover unforeseen occurrences.

Data Sources:

• Ministry of Agriculture/National Statistics Office