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SC 104017 MYA: JFPR-9174 Enhancing Rural Livelihoods and Incomes Start-Up Team (SUT) Final Inception Report

November 2014

CONTENTS

Section Page

1. BACKGROUND 1

1.1 Implementation Arrangements 1

1.2 Expected Impact and Outcome 1

1.3 Participatory CDD Process 1

1.4 Project Scope and Coverage 3

2. INCEPTION OUTPUTS 4

2.1 Project Launch Workshop 4

2.2 Management and Institutions 5

2.3 Community-Driven Development 5

2.4 Procurement Arrangements 7

3. SUT WORK PLANS 7

3.1 Management and Institutions 7

3.2 Community-Driven Development 7

ATTACHMENTS

A. Implementation Arrangements 8

B. Participatory NCDDP Process 10

C. Preliminary ERLIP Process 16

D. PLW Proceedings 21

E. Ngaputaw VT Prioritization 25

F. Draft Procurement Package 28

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1. BACKGROUND

1.1 Implementation Arrangements

1 The Republic of the Union of Myanmar has received a grant in the amount of US$12 million from the Japan Fund for Poverty Reduction (JFPR) administered by the Asian Development Bank (ADB), to implement the Enhancing Rural Livelihoods and Incomes Project (ERLIP). The Ministry of Livestock, Fisheries and Rural Development (MLFRD) is the executing agency (EA) for the Project and the MLFRD Department of Rural Development (DRD) is the primary implementing agency (IA). The other IAs are noted below. GMU staff members and Township, Village Tract (VT) and Village organizational functions are in Attachment A.

Level IAUnion DRD Grant Management Unit (GMU)Township DRD Grant Implementing Unit (GIU)Village Tract Existing Development Support Committee (VT-DSC)Village Existing Development Support Committees (Village-DSCs)

1.2 Expected Impact and Outcome

2 The ERLIP design and monitoring framework (DMF) indicates the expected impact is reduced poverty and, as its name implies, the intended direct outcome is increased incomes to be achieved through improving the main agricultural 1 livelihoods of the poor in targeted areas:

Target State/Region Expected Main LivelihoodsAyeyarwady Delta Rain-fed or flooded riceCentral Dry Zone Oilseeds and pulsesShan State Horticulture (garlic, chilies)Tanintharyi Dried fish and shrimpAll Four S/Rs Aquaculture

1.3 Participatory Community-Driven Development (CDD) 2 Process

3 ERLIP will follow a participatory development process driven by the village DSCs. The starting point will be the generic World Bank financed National Community-Driven Development Project (NCDDP) process that is also being implemented by DRD (Attachment B).3 This will require adaption, as ERLIP will: (i) focus on livelihoods and incomes and (ii) cover only 16 priority VTs per township (Attachment C). Attachment C will be updated, from time to time, but the initial ERLIP CDD process, its anticipated durations and outputs are summarized below.

1 Agriculture includes livestock, capture fisheries and/or aquaculture (fisheries) as well as crop production. 2 Based on ADB experience CDD is defined as encompassing: (i) participatory planning, design and implementation,

(ii) community control of resources and (iii) monitoring and evaluation by the community. 3 NCDDP. 2014. Operations Manual: Part 1 Project Information and Part II Community Project Cycle.

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Indicative ERLIP Participatory CDD Process (1st of three annual cycles)

StageMonth

1 2 3 4 5 6 7 8 9 10 11 12

VT Orientation/PrioritizationInitial CF Orientation TrainingVillage PreparationVillage and VT PlanningSubproject PreparationSubproject ImplementationOperation and Maintenance

Indicative ERLIP Participatory CDD Process Stages and Main OutputsStage Main Outputs

VT Orientation/Prioritization 16 priority VTs selected;4

Initial CF Orientation Training 5 Community facilitators (CFs) trained for village preparation;Village Preparation Villages orientated and representatives 6 appointed;

Participatory village social assessment conducted;Village and VT Planning Village development plans prepared;

Village Tract development plans/priority subprojects approvedVillage Subproject Preparation and VT-DSC Approval

Village Technical Committee (VTC) established;Technical designs, cost estimates and procurement plans etc;Environmental codes of practice and management plans etc;Voluntary land/asset donations arranged;

Subproject Implementation Village Tract Block Grant agreements signed;Village finance, procurement + grievance sub-groups formed;Procurement, financial management, monitoring, supervision;Subproject closing and social audit (village checking);

Subproject Management Operation and maintenanceSource: Adapted from NCDDP Operations Manual (footnote 3).

4 Participatory CDD process adaptation (Attachment C) will be based on: (i) ADB Project Administration Instruction PAI 5.10: Implementing Small Projects with Community Participation,7 (ii) other relevant ADB policies and guidelines,8 (ii) experience of the Livelihood and Food Security Trust Fund (LIFT) (http://lift-fund.org/), (iii) needs of the Green Village program being

4 Three representative pilot VTs will also be selected in Ngaputaw Township, Ayeyarwady Region. 5 Between later phases CFs will be: (i) debriefed re the previous stage and (ii) trained for the next stage. 6 Village representatives are: (i) village volunteers, assisted by the CFs, and (ii) grievance focal points. 7 Available at http://www.adb.org/documents/project-administration-instructions. 8 ADB. 2012. Strengthening Participation for Development Results: A Guide to Participation for example.

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http://lift-fund.org/

http://www.adb.org/documents/project-administration-instructions


initiated by DRD, (iv) relevant NGO 9 and donor 10 experience and (v) results of ERLIP pilot implementation presently being initiated by DRD supported by the Start-Up Team (SUT).

5 The 16 priority VTs, in each township, will be provided with block grants of $24,000 per year for three years. There is an average of 800 households per VT 11 and these block grants represent either: (i) $132/household, if allocated to only one priority village/VT (ideal), or (ii) only $30/household if allocated to all villages in the VT. To achieve a multiplier effect, and increase subproject size and cost, villages will also be encouraged to contribute additional inputs. However the ERLIP participatory CDD process, with its very small subprojects, is effectively an initial village and VT capacity development catalyst (ERLIP organizational functions requiring capacity development are below). Therefore DSCs will need additional ongoing support, not financed by ERLIP, to implement the larger higher priority subprojects in their VTDPs.

Indicative ERLIP Organizational Functions Requiring Capacity DevelopmentUnion DRD(MIC to help)

Township DRD(NGO SSP to help)

VTs/Villages(NGO SSP to help)

ERLIP Management ERLIP Management Subproject managementCDD process development, adaptation, documentation ERLIP Operations Manual

Village Tract prioritizationProcess implementation: Supervision/support Facilitation Provision of objective

technical advice Social/technical audits Aggregate township/VT

Monitoring & evaluation

Process implementation VT development plans; Block grant applications Priority SP preparation; Social/environmental

due diligence/safeguard SP implementation; Operation/maintenance Monitoring & evaluation Grievance resolution

Procure support services Procurement support Village SP civil worksFinancial management Financial management Financial management

1.4 Project Scope and Coverage

6 ERLIP will cover 16 VTs in each of the following six towns:

Full ERLIP CoverageS/R Town VTs Villages Houses HH/VT Pop/VT

Ayeyarwady Ngaputaw 83 394 31,563 380 1,691Ayeyarwady Tha Baung 67 414 65,726 981 4,302Mandalay Nyaung Oo 57 188 32,201 565 2,643Magway Min Done 72 175 14,902 207 781Shan State Ywa Ngan 28 125 17,344 619 2,844

9 ActionAid. undated. Village Book: Community Led Planning and Development Processes – a training manual. 10 FAO. 2003. Guidelines on Beneficiary Participation in Agricultural and Rural Development. 11 MoIP, DoP. 2014. Population and Housing Census of Myanmar: Provisional Results. The national population of

50,213,067 people lives in 10,889,348 households, 65,714 villages and 13,619 Village Tracts. This indicates there are averages of 10,889,348/13,619 = 800 households per VT and 65,714/13,619 = nearly 5 villages per VT.

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Taninthayi Boat Pyin 19 102 9,255 487 2,640Total 6 Towns 326 1398 170991 525 2,348

7 ERLIP will be implemented in three overlapping phases as follows:

DRD Support Village DSC Support Coverage Duration +/-1 Start-up Team (SUT)

Pilot implementationCommunity Facilitators 3 representative

VTs in NgaputawNov 14 – Apr 15

2 SUT handover to MIC NGO Service Provider 2 Delta Townships Mar 15 – Aug 153 Main Implementation

Consultant (MIC)NGO Service Provider (three more packages)

All 6 Townships Jul 15 – Dec 17

8 DRD and ADB agreed that: (i) initial pilot start-up activities will commence in Ngaputaw Township and (ii) the CDD process will be implemented and developed in three pilot Village Tracts (VTs) therein. The SUT comprises individual international and national consultants, with intermittent inputs, specializing in: (a) management and institutions, (b) community-driven development (CDD), (c) procurement and (d) financial management. The SUT will help DRD to:

i. Finalize the draft ERLIP Grant Implementation Manual (GIM) and in particular:ii. Elaborate the design of the livelihood and income outputs and arrangements etc;iii. Revise the procurement plan and procure support services, vehicles and equipment etc;iv. Pilot implement, develop and document, in the form of an ERLIP Operation Manual, an

efficient and effective participatory CDD process to achieve the ERLI outcome (para 2).

2. INCEPTION OUTPUTS

2.1 Project Launch Workshop

9 The Project Launch Workshop (PLW), on 17 October 2014, consulted a broad range of government and civil society stakeholders from the six townships and four regions where ERLIP will be implemented.12 PLW proceedings are in Attachment D. The main agreements were:

i. Depending on informed demand, VT-DSCs will be eligible for block grants for either: (i) livelihood income support activities or (ii) small-scale infrastructure subprojects;

ii. Adaptation of the NCDDP process, for livelihood income support, is innovative. Its possible scaling-up, using additional ADB finance, is dependent on its successful implementation in 16 VTs per township in 2015 and 2016. In the meantime DRD will seek other co-financing sources to cover the other VTs in the six ERLIP townships;

iii. Procurement will be expedited, especially of the Ayeyarwady Region NGO support service provider (SSP) using the consultants’ qualifications selection (QCS) method.

10 Nevertheless: (i) ADB experience suggests recruitment of the main implementation consultant (MIC), using the quality and cost-based selection (QCBS) method, takes an average

12 Initial orientation meetings were also held, on 9 and 10 September 2014, with the: (a) Minister of Development Affairs, Ayeyarwady Region, (b) Director of DRD Ayeyarwady Region and (c) Director of DRD Ngaputaw Township.

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of eight months. Therefore: (ii) ERLIP is unlikely to be fully operational before the third quarter of 2015 and (iii) the present closing date (31 December 2017) will need to be extended if the third annual round of subprojects is to be completed in the 16 VTs in each of the six townships.

2.2 Management and Institutions

11 PLW participants endorsed the SUT proposal to integrate participatory monitoring and evaluation (M&E) into the CDD process/subproject implementation cycle. It was subsequently agreed that the NGO SSPs, supported by the MIC, will: (i) establish a simple M&E instrument, based on the ERLIP DMF, and (ii) ensure the collection of baseline data. The prioritization and selection of the 16 VTs per township (Section 2.3) will provide initial macro-level baseline data. Consistent with the preferred ADB approach,13 DRD GMU staff members were asked to assess their own capacity and prepare their own plan to develop GMU capacity for efficient and effective project management, procurement and financial management of ERLIP.

2.3 Community-Driven Development

12 The ERLIP impact and outcome (para 2) imply the following logical causes and effects:

Main Livelihoods Production Income Poverty

13 The top five main sources of household income are: (i) casual agricultural labor (15.7%) and sale of (ii) paddy (12.2%), (iii) beans, pulses and peanuts (11.5%), (iv) other cereals (8.7%) and (v) wild catch of fish, prawns, crabs and shellfish (8.0%).14 The main sources of income are: (a) other cereals (26.9%) in hilly areas, (b) pulses etc (22.9%) in dry areas and (c) paddy (29.5%) and fish (23.5%) in coastal and delta areas. Casual agriculture labor is particularly associated with landlessness (29.5%), poverty (25.6%) and female-headed households (19.4%). These are consistent with the ERLIP DMF (para 2) and have the following implications;

i. The ERLIP participatory CDD process should clearly engage and address the needs of two main target groups: (i) landless households, with a preponderance of female-headed and poor households, and (ii) poor land-owning households with small landholdings:

ii. Increased agricultural production will increase the need/demand for agricultural labor but specific interventions for landless households should promote increased or improved:

a. Access to agricultural land 15 and/or:b. Improve arrangements and payment for the provision of agricultural labor and:c. Increase off-farm livelihood opportunities including, but not limited to, fisheries.

14 The national area sown to monsoon rice is 13.299 million ha of which only 2.115 million ha is irrigated. The remaining 11.184 million ha (84%) is presently rain-fed.16 However, existing irrigation systems often cost +/- $1,500/ha to rehabilitate. In Myanmar, where average irrigated landholding of +/- 1.0 ha, this is +/- $1,500/household. This is an order of magnitude less than

13 ADB. 2011. Practical Guide to Capacity Development in a Sector Context.

14 LIFT. 2013. Household Survey. The proportion of households with one of these five agricultural livelihoods as their main source of income was considerably higher in LIFT areas (59.2%) than control areas (51.5%). 15 GRET. 2014. Myanmar Land Briefing: Understanding Rural Land Issues to Engage Comprehensive Policy Dialogue. Available at: http://lift-fund.org/lift-in-action/content/myanmar-land-briefing-0. 16 Steley. 2014. Rural Infrastructure Engineer (ADB TA 8215 MYA) Draft Final Report.

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http://lift-fund.org/lift-in-action/content/myanmar-land-briefing-0


the average block grant (VTBGs) if allocated to only one village/VT (para 5). Therefore present VTBGs are effectively restricted to individual structures, in existing irrigation systems, which: (i) may not increase production much and (ii) doesn’t address the primary need, for new irrigation, drainage and/or flood protection systems, on the 84% of the cropland that remains rain-fed.

15 Agricultural production interventions, other than small VTBG infrastructure subprojects, will be necessary to achieve the required livelihood/income/reduced poverty outcome (para 2). LIFT Output 1 (footnote 14) and NGOs 17 support increased agricultural production and incomes through improved production and post-harvest technologies and access to inputs and markets. LIFT support is provided as inputs (e.g., seed, credit), investments in raising productivity (e.g., tillage equipment, bunds, irrigation equipment), technical knowledge and skills (new varieties, optimal fertilizer use, pest/disease control), post-harvest management, and marketing support.

16 Given the: (i) small ERLIP VT block grants available for infrastructure improvements (para 5) and (ii) livelihood/income/reduced poverty outcome (para 2) agricultural extension and marketing (value chain) interventions are likely to prove the first priority resulting from informed inclusive VT and village decision-making. However the present GIM allocates only $3,000 for livelihoods advisory services for (infrastructure) subproject VTBGs and doesn’t provide for separate livelihood VTBGs to finance inputs and equipment etc (see Section 2.4 below).

17 The ELRI Project broad positive list (BPL) of eligible BGSPs is similar to that of the NCDDP. Both include three general types of small-scale infrastructure interventions:

i. Productive Infrastructure: Impacting directly on main livelihood, agricultural production and incomes: (a) irrigation/drainage, (b) livestock/fisheries and (c) rural markets;

ii. Intermediate Infrastructure: (d) transportation (minor access roads and jetties);iii. Social Infrastructure: Impacting directly on quality of life and poverty but only indirectly

on the main livelihoods, agricultural production and incomes: (e) health, (f) education, (g) domestic water supply and sanitation, (h) electricity and (i) community centers.

18 An option, consistent with the primary ERLIP livelihoods and income outcome, would be to restrict the “rules-of-the-game” to productive infrastructure subprojects. However, in this case the size of the small VT block grants is likely to prove a constraint to the selection of small-scale infrastructure subprojects (para 13). The preferred option, consistent with the secondary ERLIP organizational capacity development output, is to allow either: (i) livelihoods and incomes support (paras 14 and 15) or (ii) either: (a) productive or (b) social infrastructure (para 16).

19 VT Prioritization Workshop: The main purposes (why?) are to prioritize and select the: (i) 16 poorest VTs, with the lowest incomes and agricultural production etc, and from amongst these: (ii) three pilot VTs 16, that are representative of the main livelihoods and income sources of poor people in Ngaputaw Township. PLW participants suggested that, in Ayeyarwady Region, Cyclone Nargis damage assessments found a relationship between: (a) salt, brackish and fresh water agro-ecological zones (AEZs), (b) main livelihoods and (c) poverty incidence.18

20 The SUT subsequently agreed to take a principled pragmatic approach and prepare their own analysis and interpretation of priority VTs to: (i) facilitate informed inclusive decision-making

17 Oxfam. 2014. Delivering Prosperity in Myanmar’s Dry Zone: Lessons from Mandalay and Magwe.18 UNDP. 2003. Main Report on Rural Rapid Appraisal in Bogalay, Mawlamyingegyun and Laputta Townships.

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by representatives of the 83 Ngaputaw VTs (who?) and (ii) expedite implementation of pilot VTs. The draft workshop design is in Attachment E. It remains to be reviewed and revised, in the light of the results of the SUT analysis, field-tested and included in the ERLIP Operation Manual.

2.4 Procurement Arrangements

21 The SUT will help DRD procure: (i) three community facilitators (CFs), (ii) NGO support service providers (SSPs), for two Delta townships,19 (iii) Main Implementation Consultant (MIC) and remaining SSP packages and (iv) vehicles and equipment. Realistic target mobilization dates are the ends of: (i) December 2014, (ii) February 2015 and (iii) July 2015 respectively. Procurement packages (draft ToR, selection criteria and budgets etc) are in Attachment F.

3. SUT WORK PLANS

3.1 Management and Institutions

22 The SUT Team Leader/Management and Institutions Specialist (TL/MIS) has completed his main input and, with the exception of the participatory M&E system (para 10), delivered his main ToR outputs. Light ongoing intermittent management support will be provided mainly to:

i. Agree with DRD the SUT Ngaputaw VT prioritization data analysis and interpretation;ii. Revise the draft VT prioritization workshop (TPW) design (Attachment E) as a sample

(why, who, what and how etc?) for inclusion in the ERLIP Operation Manual;iii. Identify and brief potential NGO support service providers in the other four townships;iv. Support SUT procurement and financial management specialists to finalize the GIM with

subcontract agreements, disbursement methods and procurement plan with inputs etc.

3.2 Community-Driven Development

23 The SUT community-driven development (CDD) specialists will support implementation, process adaptation and documentation (ERLIP OM) in three pilot VTs in Ngaputaw Township. Their work plan will follow the participatory CDD process (Section 1.3). Subject to DRD approval of the SUT VT prioritization analysis and interpretation (para 24) the Ngaputaw VT prioritization workshop (TPW) will be held on 9 December 2014 and 2nd stage CF orientation and initial 3rd

stage (village preparation) training will commence on their recruitment by 31 December 2014.

24 Reliable estimates of poverty incidence are not available at the township-level let alone the village tract-level. The SUT are collecting VT data on agricultural land (endowments and landholding sizes) agricultural production (monsoon rice yields and cropping intensities) and other likely poverty indicators (health and education access etc). Statistical analysis of initial land data found that the cultivable land endowment (E) explains 65% of the variation in rate of landlessness (L) (significance < 0.1%) whereas landholding size (S) is redundant as S = E/(1-L).

19 NGO support services will supersede the provisions in the draft Grant Implementation Manual (GIM) for: (i) regional management consultants, (ii) community facilitators (NGOs) and (iii) livelihood advisory services for subprojects.

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Attachment A.1: ERLIP Implementation Arrangements - Staff Members of DRD Grant Management Unit (GMU)

No Name Position Title (Project) Phone

1 Dr. Zarni Minn Deputy Director Project Coordinator 09-402755888 [email protected]

2 Daw May Thet Thet Htun Staff Officer Finance Assistant 09-43142381 [email protected]

3 U Sai Soe Htay Staff Officer Infrastructure Staff 09-428213120 [email protected]

4 U Saw Sar Douk Phaw Staff Officer Safe Guard Staff 09-425010646 [email protected]

5 Daw May Myo Han Staff Officer Communication Staff 09-73130924 [email protected]

6 Daw Mai Tam Aung Seinn Deputy Staff Officer Admin Assistant 09-400302700 [email protected]

7 Daw San San Maw Deputy Staff Officer Finance Assistant 09-425365887 [email protected]

8 Daw Su Yi Phyu Sub-Assistant Engineer Procurement Staff 09-5144881 [email protected]

9 Daw Khin Thapyay Htun Upper Divisional Clerk Procurement Staff 09-403734508 [email protected]

10 Dr. Lai Lai Htay Lower Divisional Clerk Procurement Staff 09-5313251 [email protected]

11 Daw Moe Sanda Min Lower Divisional Clerk Communication Staff 09-425268935 [email protected]

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mailto:[email protected]


Attachment A.2: Implementation Arrangements - Township, VT and Village Levels

LevelExisting / Mandated ERLIP Structures

Structure Key Functions Structure Key FunctionsTownship Township

Planning & Implementation Committee (TPIC)

Township Development Plan Review of prioritized subprojects against the TDP

DRD Engineering and livelihood services

Government line departments

Engineering and livelihood services

Village Tract

Village Tract Development Support Committee (VTSDC)

Prepare village tract development plans (VTDPs)

VTSDC Prepare VTDPsReview village-identified priorities and approve subprojects/block grantsSign block grant agreement with DRD

Finance Sub-Committee

Financial reporting on use of BG funds

Procurement Sub-Committee

Undertake procurement for works, goods & services for subproject implementation

Grievance Sub-committee

Handling & reporting of grievances

Village Village Development Support Committee (VDSC) 20

Undertake village development planningPrepare village development plans (VDPs), identifying village priorities

VDSC Subproject proposal preparation (design, consultations, costs, safeguards planning, etc.)Oversee subproject implementation

Procurement/ Monitoring/O&M Subcommittees

Undertake village-level procurement, monitoring, O&M

Village Volunteers1 male and1 female

Support to village engagement during participatory assessments & village planning

Grievance focal points

Receipt and handling of grievances

20 VDSCs were established under a presidential order enacted in 2013. The elected representatives of the VDSCs have the primary responsibility of preparing village development plans.

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Attachment B: Participatory NCDDP Process 21

Stage Process Outputs Main Activities Guidelines, Tools, & Methods

Preparation Villages orientated, committees established & representatives seleced

Orientation meeting (first meeting) in the village to inform villagers about the project & the community project cycle & project procedures, establish & explain roles of committees & sub-committees, elect additional members of committees, & select village volunteers, grievance focal points & finance clerk

Train committees (VTPSC & VPSC 22) & sub-committees (Finance & Grievance at VT level; Procurement/Monitoring/O&M at village level), volunteers, grievance focal person & village clerk on their respective roles

At the orientation meeting, explain purpose of participatory village social assessment

Plenary meeting of all households in the village (at least 50% of households present to constitute a quorum, & equal representation by men & women)

Selection (either by election through secret ballot, or by appointment) of two volunteers per village

Meeting announcement made not less than 3 days before the date, and in the local language

Information materials (e.g., brochure, leaflets) about the project distributed to all households in advance

Record minutes of meetings Meeting attendance form (PC2, NCDD OM Part III) Volunteer/Village or VTDC member information form

(HR.2, NCDD OM Part III) Project cycle timetable form (PC3, NCDD OM Part III)

Community identified needs/problems, priorities & proposed subproject/s

Ascertain previous similar assessment &/or village planning done in the past 3 years; discuss need for updates

Plan & conduct participatory social assessment in the village to assess –o Current state of development in the villageo Village history & social compositiono Village needs & proposed subprojects

Discuss prospects for development & poverty reduction in the village –o Problems encountered frequently that

cause povertyo Opportunities & priorities according to need

(documented in a Village Vision form) Prepare social map, seasonal calendar,

infrastructure map, etc.

Participatory rural appraisal (PRA): (i) separate meetings with village leaders, committee members, women, livelihoods groups and other groups (ethnic, religious, youth, elderly, etc.); (ii) social mapping; (iii) seasonal calendar; & (iv) infrastructure mapping

Notes-taking for all groups meetings, with main points Reference to (i) DRD Township table on cost

estimates for various types of subprojects (rehabilitation/new, & O&M); and (ii) village-level development budgets for the current fiscal year

Encourage small villages (e.g., <10 households) to work with another/other villages

Village profile form (PC1, NCDD OM Part III) Village vision form (PC4, NCDD OM Part III) Grievance Redress form (PC12, NCDD OM Part III)

21 Sources NCDDP Operations Manual, Parts I (Project Information) and II (Community Project Cycle), of 15 Sep 2014, and Part III (Forms) of Aug 2013.22 Village Tract and Village Project Support Committees (VTPSCs and VPSCs) were established for the purpose of implementing the NCDDP.

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Planning Village development plans (VDP) prepared

Draft 3-year VDP setting out –o Participatory process to identify needs and

priorities of village/disadvantaged groupso Brief overview of state of development and

history, & social composition of the villageo Problems, needs and ideas/proposed

subprojects + priorities set by each groupo Seasonal calendar, social and

infrastructure maps

Prepare in the dominant language (Myanmar or local language) with a summary

Conduct a second village meeting (first planning meeting) to –o Discuss the VDPo Prioritize their proposed subprojects

Finalize the VDP; submit VDP & minutes of village meeting to the VTPSC


Reference to list of eligible & non-eligible subprojects that can be funded by NCDD

Criteria for prioritization of subprojects: (i) number of beneficiaries (breadth of impact); (ii) number of poor/marginalized who will benefit (poverty impact); (iii) urgency/ immediacy of need; & (iv) amount of voluntary community contribution

Record minutes of the meeting Grievance Redress form (PC12, NCDD OM Part III)

Village Tract development plan (VTDP) prepared & priority subprojects for Block Grant support selected

Convene the VTPSC to (i) review the VDPs, (ii) agree on a 3-year VTDP with a list of prioritized village subprojects, & (iii) decide on indicative allocation of the Block Grant across village subprojects

Reference to (i) list of eligible and non-eligible subprojects that can be funded by NCDD; & (ii) township plans and budgeted activities

Block grants based on VT population 23

Any subproject costing MMK 40m or above must be approved by DRD Union with no objection by WB

Block grant allocated to subproject/s, not by village At least one subproject identified by women. Community contributions to subproject costs are

encouraged, on voluntary basis. Subproject Selection form (PC8, NCDD OM Part III) Grievance Redress form (PC12, NCDD OM Part III)

23 <3,000 people - MMK 20m (about $20k), 3,001-5,000 - MMK 40m (about $40k), 5,001-9,000 - MMK 60m (about $60k) and >9,000 - MMK 120m ($120k).

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Stage Process Outputs Main Activities Guidelines, Tools, & MethodsConsider possibility for joint subprojects (covering two or more villages) subject to prior consultation & agreement by concerned villages

Concerned villages will need to form a common VPSC & sub-committees, comprising members from all concerned villages

Draft 3-year VTDP based on results of VTPSC meeting; VTPSC to approve VTDP & submit to the Township Planning & Investment Committee (TPIC) for endorsement

TPIC reviews VTDP against existing sector plans and other programs of Government and partners

In endorsing the VTDP, the TPIC commits to covering the O&M costs assigned to township administration.

DRD are informed of approved subprojects

VT-level meeting where VTPSC reports back to all villages on the endorsed VTDP & approved subproject/s to be funded from the year’s Block Grant – In case of serious complaints/concerns

regarding the priority subprojects, the VTPSC will re-assess the priorities & submit a revised VTDP to TPIC

Village representatives to the VTPSC hold separate meetings in their respective villages to discuss the VTDP & verify support of women & ethnic/religious groups


Revised VTDP/s & re-assessed priority village subprojects endorsed by TPIC will have to be reported back to all the villages.

Grievance Redress form (PC12, NCDD OM Part III)

Block grant agreements signed

VTPSC signs Block Grant Agreement with DRD Township

Final VTDP & Block Grant Agreement made available to the public at the VT office

Put up notice boards in all villages of summary VTDP & list of approved subprojects

VTPSC commits to the fiduciary, safeguards & governance standards that apply to subproject implementation under the NCDD

BG Agreement form (PC5, NCDD OM Part III) Prepare in Myanmar and local language/s

Subproject Preparation

Subproject proposal/s prepared by communities

Technical meeting at village level among VPSC, community & technical facilitators, volunteers & township engineer to (i) confirm eligibility of subproject; (ii) schedule surveys & consultation with communities; (iii) arrange support for subproject proposal (design & budgeting); & (iv) outline a workplan for subproject implementation

Subproject preparation -

Men and women receive equal pay for equal work. No child under the age of 15 years should work on the construction, rehabilitation or O&M of a subproject.

Voluntary land/asset donation guidelines provided. All land & asset donations are voluntary.

Community contributions to subproject costs are encouraged, on voluntary basis.

Subproject designed to avoid or minimize land/asset acquisition and other negative livelihood impacts.

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o Complete safeguards screening formo Prepare an ECoPs or EMP, as applicableo Discuss land/asset acquisition & other

impact on livelihoods with affected households

o Prepare technical design & cost estimate of the village subproject, including local voluntary community contributions (cash or kind), if any.

o Prepare procurement plano Collate subproject proposal documentation

including design, bill of quantities, budget, procurement plan, safeguards screening form, land/asset donation form, labor, machinery & tools requirements, implementation schedule & technical supervision plan, O&M plan

Consultation at subproject site to present and discuss the subproject documentation including the draft design, & verify villagers’ commitment to undertake O&M upon completion

Finalize subproject documentation for submission to VTPSC

VTPSC reviews & approves the subproject proposal & budget

Environmental Codes of Practices (ECoPs) and Environmental Management Plan (EMP) guidelines

VTPSC is entitled to use up to 4% of the annual block grant allocation for incidental/administrative expenses incurred by committees for managing block grants. Under exceptional circumstances, this may go up to 6% subject to prior DRD Union.

Consultation meeting at subproject site (at least 50% of affected households present to constitute a quorum, & equal representation by men and women)

Reference to DRD township unit cost tables Subproject cost overruns of up to 7% of block grant

amount may be authorized by DRD Township Office with justification. Overruns between 7-15% must be justified & require exceptional authorization from DRD Union. Any overruns greater than 15% must be justified by DRD Union & require prior WB no objection. Cost overruns will be deducted from the following year’s block grant allocation.

Record minutes of consultation meeting in the subproject site/s & the VTPSC meeting

Subproject Proposal form (PC6, NCDD OM Part III) Safeguards Screen form (PC13, NCDD OM Part III) Environmental Management Plan format

(PC15, NCDD OM Part III) Voluntary Donation form (PC14, NCDD OM Part III) Final Proposal Review form (PC7, NCDD OM Part III) Grievance Redress form (PC12, NCDD OM Part III)

Subproject Implementation

Subproject/s implemented by communities

VT FSC opens bank account at a local bank FSC makes all payments to VPSC clerc FSC sets up petty cash for incidental expenses FSC prepares monthly financial report; VTPSC

submits to DRD Township Monthly financial report posted on VT notice

board & other locations as appropriate

The FSC consists of 2-3 members (head, bookkeeper, & one member).

Authorized signatories of the bank account are the heads of VTPSC, FSC & one other VTPSC member. Withdrawals require two signatures: FSC head & one of two other signatories.

Financial Management Forms F1-F11 (OM Part III)

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Procurement Sub-committee (PSC) procures required works, goods (e.g., sand, cement) & technical services per the procurement plan, using “shopping” method with some exceptions

Public disclosure of all contracts on the village notice board

VPSC conducts regular village monitoring meetings & reports on procurement during the annual social audit

Post-reviews of selected contracts carried out by the WB

A local contractor may be engaged to carry out the works, or the community implements part or all of the works using its own resources (skilled/unskilled labor, materials, equipment) by community force account (CFA) when the VPSC will be accountable for all aspects of subproject implementation.

Contracts for works are signed by VPSC & PSC heads & include payment schedules. PSC head authorized payments per the subproject plan & payment schedule, incl. for laborers. All contracts for works must include a provision to hire local labor.

Forms P1-P8 on Procurement (NCDD OM Part III) Village Monitoring Sub-committee (MSC)

monitors progress of subproject implementation incl. safeguards measures, & organizes village monitoring meetings every two months

VTPSC prepares monthly consolidated report for all village subprojects under implementation for submission to DRD Township

Regular monitoring & supervision visits by township engineer & M&E officer, Township TA consultants, community & technical facilitators

Regular supervision visits by DRD Union and Union TA consultants

Grievance Redress form (PC12, NCDD OM Part III) Village Subproject Monitoring form (PC9, NCDD OM

Part III) VTPSC Quarterly Progress Monitoring form (PC11,

NCDD OM Part III) CF & TF Monthly Reporting format (TA1. NCDD OM

Part III)

Subproject closing - Subproject site visit & village meeting to verify

successful completion per approved/amended design, following which MSC completes final subproject inspection form which is signed by both VPSC & VTPSC

In exceptional circumstances (force majeure or a material breach of contract), the VTPSC may close a contract by completing a subproject termination form for submission to DRD Township

Final Subproject Inspection form (PC10, NCDD OM Part III)

Subproject Termination form (not available in NCDD OM Part III)

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Social Audit Social audit (village checking) undertaken

VTPSC prepares short report (using table format) summarizing activities & achievements during the cycle (noting what worked well or not) against the VTDP & the subproject/s implemented; the report will be publicly disclosed in all villages before the meeting

Half-day meeting at VT level to review the experience/s, draw lessons & make recommendations from the just completed cycle & raise any concerns

Record minutes of the meeting which heads of VTPSC & VPSCs will sign, & then publicly disclosed in all villages & sent to DRD township

Report & minutes of the meeting will be prepared in the local language/s.

Attendance in meeting will be voluntary.

Operation & Maintenance

Subproject structure/facility/other outputs operational after completion

O&M plan prepared during subproject preparation sets out O&M requirements, roles & responsibilities with respect to each infrastructure built/rehabilitated under the subproject

Village O&M Sub-committee (O&MSC) oversees implementation of the O&M plan

O&MSC sets up an O&M fund in consultation with VPSC & VT administrator

O&MSC prepares short periodic monitoring reports which are publicly disclosed on village notice boards & submitted to DRD township

The subproject O&M plan will be reviewed by relevant township/government departments during subproject preparation, implementation, completion & after a year of operation. Township engineer & relevant government line departments will provide training & technical support for O&M.

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Attachment C: Preliminary ERLIP Process

StageOutput/s

Activities How (guidelines, tools, methods, etc.) Who1/ Timing

1. VTs Prioritization16 priority VTs in Ngaputaw selected, out of which 3 representative VTs are selected for piloting of CDD process

VT-level secondary data collection & analysis based on criteria & indicators

Secondary data collection from Government departments in Ngaputaw township

Analyses of VT level indicators using percentages/ratios, averages, ranking, mapping, etc.; results to be presented & discussed at the workshop

SUT-CDDDRD Township & GIU

Done only once, at initiation of CDD process in each Project township

VTs prioritization workshop (design, preparation, conduct & documentation)

Facilitated participatory workshop to be held in Ngaputaw township, inviting representatives from all VTs, DRD and other line departments, and CSOs operating in the township, & engaging participating in sub-groups to discuss & arrive at a consensus on the 16 priority VTs

Document workshop proceedings & outcomes

DRD Union & Township, GMU & GIUSUT-CDD

DRD Union/Region endorsement of 16 priority VTs

Formal endorsement of priority 16 VTs DRD Union & Regional Gov’t.

Public disclosure Prepare an article for the DRD website Announcement on notice boards in the township, etc.

DRD Township & GIU

2. CF Orientation & TrainingCFs orientated & trained for village preparation

Prepare information materials on ERLIP for CFs orientation & for information dissemination in the VTs/villages

Update the brochure (English and Myanmar versions) prepared for the Project Launch Workshop

Prepare leaflets or video explaining the process, in Myanmar language (check available NCDD materials for possible ERLIP adaptation)

SUT-CDD & GMU 2 weeks

Compile training folder for CFs & update based on implementation experience

The training folder can initially include -o Project information – scope (components, Project townships,

parameters for support), operating guidelines (eligible & ineligible subprojects, etc.), implementing arrangements (project organizational structure, consulting services, etc.)

o The CDD process stages described in more operational detail, including how-to’s and forms adapted from NCDD, e.g., on forming/training committees & sub-committees, calling/conducting meetings, conducting participatory social assessment & village planning, etc.

o CF role, tasks & deliverables, supervision & reporting

SUT-CDD & GMU

Orientation & training of CFs Formal training (held in DRD township or GIU) Field orientation in selected VTs Arrange support to CFs (office accommodation, resources such as

CFsSUT-CDDDRD township &

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StageOutput/s


notebooks/diaries, transportation, communications, etc.) For each subsequent stage, CFs will document their experience (what

worked and did not work) to inform adaptation of NCDD OM into ERLIP Operations Manual, and will undergo training to undertake the next stage.

GIU

3. Village PreparationVillages orientated & representatives selected

Orientation Meeting (1st meeting) in the village

Half-day plenary meeting in each village in selected VTs to -o provide orientation on ERLIPo assess status of VTDSC & VDSCs, & discuss need for additional

members (to meet 40% representation by women in VDSCs and at least one woman representative in VTDSCs)

o establish sub-committeeso select volunteers, grievance focal persons & finance clerko introduce CF who will work in that VT & his/her role &

responsibilitieso plan next steps (training for committees & sub-committees,

volunteers & focal points, participatory social assessment, etc.) Quorum of at least 50% of households, with equal representation of

men and women Selection of volunteers either by election (secret ballot) or appointment Announcement of the meeting made not less than 3 days before the

date, and in the local language Dissemination of Project information materials to all households in

advance of the meeting Use NCDD forms adapted for ERLIP, e.g., Meeting Attendance and

Project Cycle Timetable

CFs with SUT-CDDVDSCs

2 weeks (covering all villages in the VT)

Train committees & sub-committees, & volunteers

Orientation on roles & responsibilities for: Committees (VTDSC & VDSCs); Sub-committees at VT level (Finance & Grievance) & village level (Procurement/Monitoring/ O&M); & Village volunteers & grievance focal points

Introduce & explain use of relevant NCDD forms/templates adapted for ERLIP

Use NCDD form on Volunteer/Village or VDSC member information (adapted for ERLIP)

CFs with SUT-CDD

Community identified needs/problems, priorities &

Check if similar assessment &/or village planning was done in the past 3 years; discuss any need for update/s

Review outputs of previous assessment &/or prepared village plan Discuss & agree with VDSC any need for update/s & plan accordingly

VDSCCFsSUT-CDD

1 month (covering all villages in the VT)

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StageOutput/s


proposal subprojects

Develop a plan for conducting participatory village social assessment & village planning

Using participatory rural appraisal (PRA) techniques, for each village -o identify the groups who will be consulted including village leaders,

committee members, women, livelihoods groups, other groups such as ethnic, religious, youth, elderly, etc.

o agree on schedule of meetings with various groupso approach to facilitation including the language to be used

(Myanmar in most cases, but also local languages if necessary) list of questions, NCDD forms adapted for ERLIP if needed (village profile, village vision), notes-taking for all groups meetings

o resources required (venue for meetings, logistics, etc.) Prepare CFs & village volunteers Information on schedule of meetings on village notice boards

VDSCCFs with village volunteersSUT-CDD

Conduct participatory social assessment & village planning

Each village in the VT will be covered in turn until all villages in the VT have been covered.

For each village, discuss, document & consolidate –o current state of development in the village,o village history & composition,o needs & proposed subprojects,o prospects for development & poverty reduction,o social & infrastructure maps, seasonal calendar, etc.

Refer to (i) DRD Township table on unit costs for various types of subprojects, and (ii) village level development budget for the current fiscal year


4. Village PlanningVillage development plans (VDP) prepared

Draft 3-year VDP Describe the participatory process to identify needs & priorities of the village, & of women & other marginalized groups

Based on the results of the participatory social assessments, set out -o Brief overview of stage of development & history, & social

composition of the villageo Problems, needs & ideas/proposed subprojects, including

priorities set by each groupo Seasonal calendar, social & infrastructure maps

Prepare in the dominant language (Myanmar or local language) with a summary


1 - 1.5 months (covering all villages in the VT)

Conduct a second village meeting (1st planning meeting) to discuss the VDP and prioritize

Plenary meeting of all households in the village (at least 50% of households present to constitute a quorum, & equal representation by men & women

VDSCCFs with village

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StageOutput/s


their proposed subprojects Finalize the VDP; submit the

VDP and minutes of village meeting to the VTDSC

Reference to list of eligible & non-eligible subprojects that can be funded by ERLIP

Criteria for prioritization of subprojects: (i) number of beneficiaries (breadth of impact); (ii) number of poor/marginalized who will benefit (poverty impact); (iii) urgency/immediacy of need; and (iv) amount of voluntary community contribution.

Record minutes of the meeting Use NCDD forms adapted for ERLIP, e.g., Grievance Redress form

volunteersSUT-CDD

Village Tract development plan (VTDP) prepared & priority subprojects for Block Grant support selected

Convene the VTDSC Meeting will (i) review the VDPs, (ii) agree on a 3-year VTDP with a list of prioritized village subprojects, & (iii) decide on indicative allocation of the Block Grant across village subprojects

Reference to (i) positive & negative lists that can be funded under ERLIP; & (ii) township plans & budgeted activities

Block grant of $24k per VT per cycle over 3 annual cycles Block grant allocated to specific subproject/s, not by village At least one funded subproject per VT per cycle was identified by

women Community contributions required at 10-15% of total subproject cost Use NCDD forms adapted for ERLIP, e.g., Subproject Selection form,

Grievance Redress form

VTDSCCFsSUT-CDD

Consider joint subprojects (covering 2 or more villages) subject to prior consultation & agreement by concerned villages

Concerned villages will need to form one Village Project Support Committee (VPSC) and one set of sub-committees specifically for the purpose of implementing the joint subproject, comprising members from all concerned villages

VTDSCCFs

Draft 3-year VTDP based on results of the VTDSC meeting

VTDSC to approve VTDP & submits to the Township Planning & Investment Committee (TPIC) for endorsement

TPIC reviews VTDP against existing sector plans & other programs of Government & development partners

In endorsing the VTDP, the TPIC commits to covering the O&M costs assigned to township administration

DRD Union & Township are informed of the approved subprojects

VTDSCCFsSUT-CDD

VT-level meeting where VTDSC reports back to all villages on the endorsed VTDP & approved subprojects to be funded from the year’s Block Grant

In case of serious complaints/concerns regarding the priority subprojects, the VTDSC will re-assess the priorities & submit a revised VTDP to TPIC

Village representatives to the VTDSC hold separate meetings in their respective villages to discuss the VTDP & verify support of women & ethnic/religious groups

Plenary meeting of all households in the village (at least 50% of

VTDSCCFsSUT-CDD

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StageOutput/s


households present to constitute a quorum, & equal representation by men & women)

Revised VTDP/s & re-assessed priority village subprojects endorsed by TPIC will have to be reported back to all the villages

Use NCDD forms adapted for ERLIP, e.g., Grievance Redress form

Block Grant agreements signed

VTDSC signs Block Grant agreement with DRD Township

VTDSC commits to the fiduciary, safeguards & governance standards that apply to subproject implementation under ERLIP

Use NCDD form adapted for ERLIP, e.g., Block Grant Agreement form

VTDSCDRD Township & GIUCFs

Final VTDP & signed Block Grant Agreement made available to the public at the VT office

Prepare in Myanmar and local language/s VTDSC

Put up notice boards in all villages of summary VTDP & list of approved subprojects

Prepare in Myanmar and local language/s VT- and V-DSCs

1/ SUT-CDD - Start-up Team – CDD sub-team; DRD – Department of Rural Development; CFs – Community Facilitators; GMU – Grant Management Unit at DRD Union; GIU – Grant Implementing Units at DRD Township; VDSC – Village Development Support Committee

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Attachment D: Proceedings of the Project Launch Workshop (PLW)17 October 2014, Sedona Hotel, Yangon

Time Summary of Main Points Remarks

Opening Remarks

To reduce poverty through enhancing the livelihood related business and agricultural production;

Joint DRD and ADB project as well as joint initiative of GoM, NGOs, INGOs, CSOs and communities;

Objective of the workshop is to discuss project design, approaches and VT prioritization process.

U Khant Zaw,

Deputy Chief Engineer, DRD

70% of the population of Myanmar lives in rural areas; Different geographic regions and main agriculture

livelihoods; Community infrastructure needs will be met by community-

driven development through the project; The communities’ capacity concerned with the agricultural

production and livelihood will be enhanced.

Mr. Hideki Wada, Second Secretary, Economic and ODA Section, Embassy of Japan

The project is based on the social economic development framework and focuses on the agricultural sector and rural economic development;

The Country Partnership Strategy is already developed; The project is for 12 Million and will enhance agricultural

production livelihoods and incomes; Using a CDD approach the project will be implemented in

16 village tracts in each of 6 townships in Tanintharyi, Shan, Ayeyarwaddy, Magway and Rakhine R/Ss.

Winfried Wicklein, Country Director, ADB Myanmar Resident Mission

Project overview

The project was approved in December 2013 and implementation started 3 months ago;

The project will be CDD project and we will emphasize the project objective targeting poverty reduction;

The project will support rural and social economic development through cash for work activities;

Project implementation will be started in Ayeyarwaddy; Village Tract development plans will be developed by

consultation with the community members; Livelihood activities targeting poverty alleviation; Systematic project and financial management systems; Will work closely with Regional/State government and

Township Development Support Committee; Will arrange for capacity building activeties for effective

implementation and will also identify for potential risks; Gender anti-curroption and other safeguard compliance

mechanisms will be implemented.

Pavit Ramachandran, Project Officer, ADB

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Implement Arrangement

At this workshop, the project design will be discussed and project management arrangements explained;

The project will promote not only small-scale infrastructure but also agricultural livelihood activities;

The CDD process will be similar with that of NCDDP; But there are differences between NCDDP and ERLIP:

o NCDDP will focus on infrastructure and will be implemented in all VTs in the township;

o ERLIP will only cover 16VTs per township and rural livelihoods and infrastructure activities;

The project will provide 24,000 USD per village tract; Whether to support social infrastructure and/or productive

infrastructure based on village demand? The SUT will help DRD develop the M&E system; Pilot implementation in 3 VTs of Nga Pu Taw Township; Conduct VT prioritization workshop in NPT Township; The village tract selection process will be conducted in

December 2014 and the SUT will support DRD; The VT development plans will be developed in March 2015

and it will implemented in May 2015; Project report in June and lessons learnt in Aug 2015.

Colin Steley, Start-Up Team Leader

Questions and Answers

Boke Pyin has 19 Village tracts and all of the VT should be included in project. ADB will consider this request;

How will ERLIP prepare for transparency and accountability? Project design based on geographical region and capacities. Will take at least two months before to develop the design.

USD 24000 will not be enough for some infrastructure sub-projects in village tract; how can you adjust for that. ADB will facilitate community-driven process and village identification.

How will you prevent corruption?The corruption protection system will be developed.

If $24000 not enough, will the project provide more? The main agricultural livelihoods will be supported.

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Priority Village Tracts

How will we select the 16 VT in one township? Past experience of ADB and NGOs will be used; Project focus: better livelihoods and incomes through the

provision of basic village infrastructure; Meeting with village leaders/representatives to gather VT

information. Communities will lead on VT selection; Secondary data will also be used and communities

attending the meeting will decide which village will more important to involve in the project.

Three pilot village tracts will be reslected by a township-level consultation workshop with key stakeholders;

Group discussion questions:o Identify additional data available at VT level?o Share relevant lessons learned and experience?

Marlene Fuentes, Start-Up Team CDD Consultant

Highlights of INGOs/De Partners

Discussion Group

Poverty, livelihood potential and access criteria may conflict?

Suggest proxy indicators – eg brackish water region where only one crop/year and artisanal fisheries is main livelihood;

MIMU (Myanmar Information Management System) is one of the main sources of data and information;

Donor density and ease of access for elimination? Danger of spotty (scatter), if choose the poorest – better to

select cluster for operational efficiency

Highlights of CSO/NGODiscussion Groups

Some VTs only have one village with 100-200 houses; Level of community participation, interest and demand; Strategic location relative to other nearby village tracts; Rapid Assessment first; Consultation with Township departments; Set specific criteria based on project requirement; Consider expansion plan even in the early stage; Key indicators – agro-ecological zones, main livelihood and

incomes, access to markets, health and education services and vulnerability to (flood & drought) disasters;

Data sources – VT administration, VDSC, CBOs/CSOs, teachers and health personnel and resource persons;

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NGO Support Services and Potential Business Opportunity

There will be 3 levels of capacity development support;o Management support for Union level DRD;o Support services for Township DRD ando VT and village level implementation support;

Proposed NGO Selection Criteria will be:o Scope of livelihood/incomes programs in R/S;o Proven track record in efficient and effective

participatory CDD process implementation at scale (16 VTs, +/- 80 villages simultaneously);

o Long-term commitment to implement Village Tract Development Plans = sustainability;

o Transparent financial management;o Reputation with GoM and NGO peers.

Want to get feedback from participants on the following;o NGOs - What would make it attractive for NGOs to

participate in ERLIP?o Two-way communicationso Support services and their procuremento Non-NGO- Coordination and collaboration

Colin Steley, Start-Up Team Leader

Questions and Answers

Do you want one NGO or one NGO per township? One NGO probably doesn’t have experience in all six townships?

Can CSO and CBOs be involved? Organizations to support implementation could be NGOs or CSOs or a consortium;

If NGOs do not have registration or MOU, can DRD support? Yes – DRD can provide recommendation for registration;

Want to know the project timeframe? Four year project; $27,000 block grants provided for 3 consecutive years

Is it only for organizations that are working in targeted areas? Competitive basis (selection criteria include local experience). Therefore need to submit proposal.

Closing Remarks

Thank you for your time contribution to this workshop, active discussions and useful suggestions. Thanks you.

U Khant Zaw, Deputy Chief Engineer, DRD

This project is the first step and we will try to do a lot of support to Myanmar and please involve actively.

Important stakeholders: government, community and CSOs; Community will expect the results of the project; their

participation will be active when they see the results; This is the learning by doing process. Don’t wait for perfect

project design. So, project time line should be adjusted and pilot project implementation start as earlier as possible;

Thanks for your active participation/contribution to the

Mr. Javed Mir,

Director, Environment, Natural Resources and Agriculture Division, Southeast Asia Department, ADB

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project.

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Attachment E: Ngaputaw Village Tract (VT) Prioritization Workshop- Draft Workshop Design -

E.1: Objectives of the Workshop

25 ERLIP will be implemented in a total of 96 village tracts (VTs), broken down into 16 VTs in each of the six Project townships. The selected 16 VTs will undergo social preparation and social assessments to identify needs, undertake village planning and develop village tract development plans (VTDPs), prioritize/identify sub-projects on livelihood/income activities and/or associated small-scale infrastructure to be supported by three annual rounds of VTBGs. The VTs Prioritization Workshop will engage representatives from all VTs in a Project township in prioritizing the 16 VTs that will be supported under the Project. This will be carried out only once in each Project township, as the initial step in ERLIP’s community project process.

26 The objectives of the Ngaputaw VTs Prioritization Workshop are:

i. Inform the representatives of all 83 VTs in Ngaputaw Township about the Project;ii. Explain the analytical methods used to prioritize the VTs, including the criteria and

indicators used;iii. Inform and explain to the participants the results of this analysis;iv. In smaller sub-groups, participants discuss the results of the analysis and select and

rank the first 20 VTs;v. Arrive at a consensus on the priority 16 VTs;vi. Inform the participants on the selection of three representative VTs out of the 16 VTs for

pilot ERLIP implementation; andvii. Inform the participants of the next steps in project implementation (for the pilot VTs and

the other 13 selected VTs).

E.2: Workshop Approach

27 The workshop is designed to involve two participatory features:

Information-sharing – being the first Project workshop to be carried out in Ngaputaw, the workshop presents an opportunity to inform all 83 VTs in the township as well as key Government and non-government partners, about ERLIP and its scope and operating framework. It is also an opportunity to provide a forward view of Project implementation, in terms of what will happen next after the event.

Collaborative decision-making – to engage and involve the participants in the process of selecting the 16 VTs based on the key criteria for Project support. The starting point will be results of the analysis of secondary VT-level data which will be presented and explained in plenary, and then further discussed in facilitated sub-groups discussions. Each sub-group will then select and rank the first 20 VTs and the sub-groups outputs will be consolidated and discussed at plenary.

28 Given the high potential for challenge or alternative views with respect to the outcome of the workshop, it is important that the workshop is conducted in an open manner that

26


encourages participants to express views and positions. Any concerns or views expressed during plenary and in the sub-groups will therefore be recorded as process notes and included in the workshop proceedings. The Workshop will be conducted entirely in Myanmar language.

E.3: Indicative Workshop Program

Time Session ResponsibleTBA Project Orientation (scope, parameters for project

support, implementation arrangements, etc.)DRD Project Director

TBA Workshop objectives and process DRD GMU Project Director

TBA Plenary presentation -Methods used – criteria and indicatorsResults of the analysis

SUT National Community Engagement Specialist (NCES)TBA Question and Answer

TBA Sub-groups discussions -Discuss the results of the analysisSelect and rank the first 20 VTs

Facilitators - DRD GMU & GIUs staff and SUT national consultantsTBA Consolidation of sub-groups outputs and VT mapping

TBA Plenary presentation and discussionsConsensus on the list of priority 16 VTs

SUT NCES

TBA Selection of three representative VTs for pilot ERLIP implementation (based on SUT considerations)

SUT NCES

E.4: Proposed List of Participants

Groups Participants 24 NumberRegion Representative of the Chief Minister 1Township Township officials – DRD, other Departments

of MLFRD2-3

Village Tracts VT Administrator or VT Development Support Committee headRepresentative Women’s group/s and other special interest groups such as ethnic groups

2 per VT

CSOs (INGOs, LNGOs, networks, etc.) working in the township/VTs

Township-based program staff 1 per CSO

Other programs/projects in the township/VTs

Township-based program staff 1 per program/project

24 Ngaputaw has a total of 83 VTs. The maximum number of participants that will be invited is 180.

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E.5: Workshop Arrangements

29 The workshop will be a collaborative effort of DRD Union GMU and Township GIU and the SUT. The Project Director from DRD Union will have overall responsibility for the conduct of the workshop. GMU and GIU staff will be mobilized to (i) support workshop administration, and (ii) serve as facilitators of the sub-group discussions with prior orientation from the national CES. The SUT CDD and other national consultants will be responsible for the workshop process and outputs, and the post-workshop actions.

E.6: Post-Workshop Tasks

30 There will be critical post-workshop steps to further ensure broad consensus:

i. Present the workshop outputs to the Chief Minister, Regional Government and to DRD Union, and seek their endorsement to any further adjustments to the final outcome.

ii. Compile the proceedings of the workshop – the full report in Myanmar language and a separate summary of the main points in both Myanmar and English languages, for dissemination to the groups represented at the workshop and other wider-audience platforms (e.g., DRD website).

E.7: Budget

31 The cost estimate for holding the workshop is $_____.

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Attachment F: Draft Procurement PackageCommunity Facilitators (CFs)

Consultant Type: Individual Source: NationalSelection Method: Individual Consultant Selection Technical Proposal: NA Selection Title: Enhancing Rural Livelihoods and Incomes Project Package Name: Community Facilitators (three)Advance Action: No Engagement Period: Six months each from about 1 December 2014 to 31 May 2015. Consulting Services Budget: USD7,000 Budget Type: MaximumEstimated Short-listing Date: 17 November 2014 Estimated Commencement Date: 1 December 2014

A. Objective and Purpose of the Assignment

32 The purpose of this assignment is for three Community Facilitators (CFs) to pilot implement and adapt the initial ERLIP community-driven development (CDD) process in three representative Village Tracts (VTs). The three CFs will assist the Department of Rural Development (DRD), Start-up Team (SUT), and village Development Support Committees (DSCs) for six person-months from 1 December 2014 to 31 May 2015. These ToR should be read in conjunction with the attached Background (Annex 1).

B. Scope of Work

33 Three CFs will assist the DRD, SUT, VT and Village DSCs to pilot implement and adapt the participatory CDD process in 3 representative VTs in Ngaputaw Township.

C. Expected Outputs

i. Pilot CDD outputs from village preparation to start subproject implementation; ii. Help adapt, develop and document the process in a draft Operations Manual;iii. Help DSCs develop their subproject management capacities through learning-by-doing

(on-the-job traning) in implementing the participatory CDD process; andiv. Handover pilot process implementation to the incoming NGO service provider

D. Minimum Qualification Requirements

34 Three CFs will be recruited separately, either directly as individuals, or through entities such as NGO(s) or firm(s). The CF’s curriculum vitae (CV) should demonstrate that he/she has the following relevant practical experience:

i. Facilitation of efficient and effective livelihood and income programs and participatory processes at scale (16 VTs and +/- 80 villages simultaneously);

ii. Work in the Ayeyarwady Delta and with its main ethnic and religeous minorities;iii. Demonstrated commitment to equitable inclusive growth and its sustainability;iv. Experience of transparent financial management will be an advantage;v. A university degree, in any relevant discipline, is also desirable.

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E. Deliverables (to be provided at the end of each CDD process stage)

Name Type

Record all participatory CDD process activities in each village; Hand written diary

Review of CDD process implementation progress and experience; Debriefing by SUT and

contribute to their reports

Identify problems/issues/constraints + agree practical remedial actions;Document the why, how, what, who and duration etc of each stage of the participatory CDD process for SUT inclusion in the ERLIP OM.

F. Schedule and Places of Assignment

35 Schedule Type: Continuous

City and Country Person-mos. Estimated Start Estimated EndOne Village Tract each (to be selected) Ngaputaw Township,Ayeyarwady Region,Myanmar

6 p-m 01 Dec 2014 31 May 2015

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