Development of Management Information System for the Forestry Sector in Viet Nam F O R M I S II Annual Workplan 2015 Tapio Leppänen CTA

Content of the presentation 1.The purpose of FORMIS II Project 2.Key targets for Assumptions 4.Risks 5.General approach to implementing FORMIS II 6.Budget F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam2

FORMIS II Purpose 3F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam Institutional indicators: 1.The official status of FORMIS System: The system is confirmed as the information platform for VNFOREST 2.Usage of the system in forestry agencies: Number of organisations using FORMIS 3.Usage outside MARD: MONRE and GSO access forest data through FORMIS system 4.Usage by other projects: Number of projects use or share forest data through FORMIS system ICT Indicators: 1.Change in number of applications using FORMIS Platform 2.Change in number of applications with data storage that is using or extending FORMIS data model 3.Change in number of datasets published through on-line services A fully integrated Management Information System (MIS) for forestry decision making

Shifting towards deployment of FORMIS System in the provinces Phasing the FORMIS deployment in a province PHASE I: Province has: awareness of FORMIS system and applications; capacity to train; user accounts in the first forestry agencies PHASE II: Province has capacity to train users in 1 or 2 applications; increasing number of users in part of the target forestry agencies & projects PHASE IV: Province has capacity for continuous training of users; competent users in forest agencies in all the districts; sufficient ICT infra down to local level F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam4 Aim in 2015: 40 provinces reach PHASE I PHASE III: Province has capacity to train users in 3, 4 applications; users in several forestry agencies and – projects; users in organisations outside DARD Aim in 2015: 18 provinces reach PHASE II

RESULT 1: PROCEDURES, STANDARDS AND MECHANISMS TO TRANSFER INFORMATION BETWEEN VIETNAMESE AGENCIES Output 1: Standards endorsed by competent authorities Target: Revised forest resource information standard available for VNFOREST endorsement Output 2: Data sharing agreements between forestry agencies and between MARD, GSO and MONRE Target 1: List and description of datasets to be shared Target 2: Baseline information on satisfaction of users on informatino sharing Output 3: Data governance strategy for information management MOVED UNDER RESULT 5: IT UNIT F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam5

RESULT 2: FORMIS Platform and tools Work plan 2015 for application development Applications to be developed or integrated HR Application Seed management application VNFOREST applications to be upgraded FPD Quick Reporting Forest Resource Monitoring Data Sharing VNFOREST applications maintained by FORMIS II VNFOREST Portal FORMIS Platform Forest Resource Database System Applications to be handed over VNFOREST eOffice Forest Inventory Web- Application FOMIS web F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam6 Target 2015: Obtaining formal status to for FORMIS system through the VNFOREST approval of the ’Information Framework for Forestry MIS’.

Result 3: Forest sector data standardised and converted into FORMIS Work plan 2015 NFIS data from 40 provinces available in FORMIS Data from JICA REDD+ study available in FORMIS (nationwide data related to Vietnam REDD+) Forest company data available in FORMIS List of other potential datasets for integration according to need Guidelines available for integration of data into FORMIS F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam7 Note: integration of data is a prerequisit to FORMIS use because FORMIS II projet does not collect data.

RESULT 4: STRENGTHENED CAPACITY FOR INFORMATION MANAGEMENT AND COLLECTION OUTPUTTARGETS Output 1: Deployment plan for the FORMIS system Target: Deployment plan approved by the FORMIS II Project Core Management Team Output 2: Increased competence of forest authorities at national, provincial and local levels in using and maintaining seclected FORMIS applications Target 1: Training plan and curricula for 2015 and 2016 approved Target 2: PMU and VNFOREST staff (10 persons) competent in using 2 applications (FPD Quick Reporting and the Forest Resource Monitoring System) Output 3: Provinces have capacity to train district and commune level people to enter attribute and spatial data into FORMIS Target 1: 18 provinces have 2 capable trainers for the Forest Resource Monitoring System; 63 provinces have 1 capable trainer for the FPD Quick Reporting System; 40 provinces have trainers for Data Sharing and Forest Resource Database System Target 2: IT Working groups in 53 provinces have competence to contribute to the use of FORMIS in their areas. Output 4: Centrally delivered training material can be can be used in tailored FORMIS training Target : Training material of courses in 2015 is available in VNFOREST portal Output 5: ICT infrastructure Target: The three regional offices and the Department of Information, Data & General Affairs has sufficient infrastructure F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam8

RESULT 5: Information Centre of the Forestry sector/ Forest IT Unit OUTPUTTARGETS Output 1: The Information Centre/IT Unit has a formal status Target: The IT Section has been established under Information Data, General Affairs Department, VNFOREST Administrative Office Output 2: The Information Centre/IT Unit has sufficient capacity Target 1: Maintenance procedure for the core systems has been approved Target 2: The plan (Road Map) to achieve the necessary capability in the Department of Information, Data & General Affairs to manage the FORMIS system on sustainable basis is done Target 3: IT staff is capable of maintaining FORMIS Portal, Forest Resource Database, and New Systems: FRMS, FPD Quick Reporting Application Target 4: Required hardware is procured and in use Target 5: IT governance for VNFOREST is promulgated by VNFOREST Target 6: Forestry agencies and projects are aware of objectives and results of FORMIS project Target 7: Improved communication between Hanoi & Regional Training Center ( FPD Regional) offices F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam9

Assumptions VNFOREST will adopt FORMIS system Provinces are willing to use the FORMIS system User agencies will have ICT infrastructure or are willing to invest in it Provinces can retain the competent trainers (low turnover or trainers) Data is available for integration The regulations describing the working process related to the application are accurate F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam10

FORMIS Risks RISKMITIGATION Insufficient data Clarify and recognise ’intellectual property rights’ related to data and software Competing applications from within MARD and other projects Agree on ’Information Framework for Forestry MIS’ Increase awareness of FORMIS system (communication) Administrative bureaucracy prevents from doing thinks in the smartest way Review administrative guidelines related to procurement, outsourcing ICT services; recruiting staff; engaging staff in FORMIS roles Insufficient quality assurance in information system development Increase awareness and competence in best practices for IS development F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam11

Generic ICT Project Risks: A Study on Success and Failure of ICT Projects Chaos study carried out by Standish Group in the USA 12F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam Successful16 %28 %29 %35 %32 %37 %39 % Failed31 %23 %18 %19 %24 %21 %18 % Challenged53 %49 %53 %46 %44 %42 %43 % Standish Group studied 3682 ICT projects in 365 companies for their first CHAOS study about success and failure or ICT projects. After that the study has been re-done every few years. The table below shows a statistics of how many of the studied projects have been Successful (=completed within schedule and budget) Failed (=cancelled before completed) Challenged (=exceeded either budget or schedule).

Why Do ICT Projects Fail? Chaos study carried out by The Standish Group 13F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam

General approach to implementation User centred information system development – Working closely with VNFOREST – Understanding users requirements Benchmarking: learning from best practices in other countries and other agencies – Practices in forestry ICT applications – Practices in managing information system development projects F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam14

Budget 2015, EUR 15F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam Notes: Allocation from contingency: EUR 36,162 to investment, EUR 4,720 to travel related to leading and monitoring Significant increase from 2014 disbursement: 80%, EUR 1.2 million At the end of 2015, when the project is half way through, the expenditure will be 50% of the total budget NoCATEGORIESDescriptionProject Budget, Total Disbursement 2013 Disbusement 2014Budget work plan 2015 Remaining, project budget/ estimated total expenditure TECHNICAL ASSISTANCE, FEES 4,321, , , ,180,611 1,764, International LT advisersTotal 2,219, , , , , International ST expertsTotal 656,000 32, , , , National LT/ST expertsTotal 1,446, , , , , TECHNICAL ASISTANCE, REIMBURSABLE COST 1,144,920 64, , , , International LT advisersTotal 831,890 55, , , , International ST expertsTotal 223,930 8, , , , National LT advisers & ST expertsTotal 89, , ,910 36, SUPPORT STAFF, REIMBURSABLE COST 1,103,650 5, , , , Support staff, salariesTotal 957,000 5, , , , Support staff, reimbursable costsTotal 146, , , , IMPLEMENTATION COST 2,694,760 84, , ,077,1571,134, InvestmentsLumpsum 244,510 58, , , (39,720.80) 4.2Service contractsLumpsum 380, , , , TrainingLumpsum 1,472,200 3, , , , PMU Operating costs 598,050 22, , , , AUDIT (MFA utilises additional and separate budget)Lumpsum - - 6CONTINGENCY 435, , Utilisation of contigency 3, ,441 TOTAL 9,700, , ,539, ,769, ,807,994.52

F O R M I S II Development of Management Information System for the Forestry Sector in Viet Nam 16 Supported by: Implementing Agency: Lead consultant: In consortium with: F O R M I S II | Development of Management Information System for the Forestry Sector in Viet Nam