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PFMSMANAGERS' GUIDEBOOK
i
Preface
This managers’ guidebook is intended for those who are in a position to manage the entire
Provincial Forest Monitoring System (PFMS) operation in the province such as leaders in the
Department of Agriculture and Rural Development (DARD) and the Sub-Department of Forest
Protection (Sub-FPD). This guidebook describes key managerial components of the PFMS
implementation that those leaders should know to steer the overall process. For the overview of
the PFMS, readers should refer to the PFMS Implementation Handbook while, for the detail of
each PFMS component, readers should turn to individual implementation guidebooks, operation
manuals, and training materials as listed in Figure 1.
• Training Material – I (VFPT training)
• Training Material – II (FCMR training)
• Training Material – III (Database operation video for District-FPDs)
• Training Material – IV (Database operation video for Sub-FPD)
• Training Material – V (QA/QC with satellite images)
• Training Material – VI (QA/QC with random sampling)
Implementation Guidebooks
Training Materials
Forest change measurement
and reporting (FCMR)
implementation guidebook
Database management
guidebook (for District FPDs)
Village-based forest patrolling
implementation guidebook
PFMS managers’ guidebook
Database management
guidebook (for Sub-FPD)
Operation manual of the FCMR
tablet software
Operation manual of Provincial
Forest Monitoring Database
(PFM-DB) for District FPDs
Operation manual of PFM-DB for
Sub-FPD
Operation manual of QA/QC
(verification with random sampling)
Operation manual of QA/QC
(verification with satellite images)
Operation Manuals
Figure 1. Overall structure of the materials developed for the PFMS implementation
ii
Abbreviations
CPC Commune People's Committee
DARD Department of Agriculture and Rural Development
FCMR Forest Change Measurement and Reporting
FMB Forest Management Board
FMS Forest Monitoring System
FPD Forest Protection Department/Division
GIS Geographic Information System
GPS Global Positioning System
ID Identification
IT Information Technology
JICA Japan International Cooperation Agency
MARD Ministry of Agriculture and Rural Development
NFMS National Forest Monitoring System
OJT On-the-Job Training
OS Operating System
PC Personal Computer
PFM-DB Provincial Forest Monitoring Database
PFMS Provincial Forest Monitoring System
PFPDF Provincial Forest Protection and Development Fund
PPC Provincial People’s Committee
QA/QC Quality Assurance/Quality Control
QGIS Quantum Geographic Information System
Sub-DOF Sub-Department of Forest
Sub-FPD Sub-Department of Forest Protection
TF Task Force
UPS Uninterruptible Power Supply
VFPT Village-based Forest Patrolling Team
VNFOREST Vietnam Administration of Forestry
iii
TABLE OF CONTENTS
1. Overview of the PFMS Operation and Management ................................................................. 1
2. PFMS Management Workflow ................................................................................................... 2
3. PFMS Managers’ Tasks ............................................................................................................. 3
3.1. Identification of the Implementing Agency and Other Actors ............................................ 3
3.2. Establishment of the PFMS Task Force ............................................................................ 3
3.3. Organization of PFMS TF Meetings .................................................................................. 4
3.4. Preparation of Necessary Equipment and Software.......................................................... 6
3.5. Database Preparation and Maintenance ........................................................................... 9
3.6. Management of Equipment and Software ....................................................................... 10
3.7. Budget Preparation for the PFMS Operation ................................................................... 12
3.8. Human Resources Development ..................................................................................... 14
Annex1. Recommended Specification of Tablet PCs .................................................................. 16
Annex2. Recommended Specification of the Data Server ........................................................... 17
Annex3. Example of “Equipment Management Regulation” ........................................................ 18
Annex4. Indicative Cost of PFMS Training Courses .................................................................... 24
1
1. OVERVIEW OF THE PFMS OPERATION AND MANAGEMENT
Since various organizations and personnel are involved in the implementing of the PFMS, the
establishment of overall management mechanism of the PFMS is indispensable. Sub-FPD should
assume primary responsibility for developing and running this system as a leading agency.
Table 1. Overall Management of the PFMS
Activity name Overall Management of the PFMS
Implementer Sub-FPD
No. of personnel 2-3 people
Frequency As necessary
Activity detail Designate implementing organizations and officials.
Establish the PFMS Task Force.
Secure implementation budget for the PFMS operation.
Manage PFMS equipment, materials, and database.
Train necessary personnel.
Manage activity progress through regular task force meetings.
Reference manuals PFMS Managers’ Guidebook
District FPDs
(DARD)Sub-DoFSub-FPD
Province District Commune
Forest Rangers
VMB Villagers
Villages
Forest patrolling team
(w/ forest protection contract)
Report
Check & Measure
Report
Unallocated Forests
CPCs
Check & Measure
Report
Comp.
Organizations
FMB Armed-Forces
Detailed Report
Rep
ort
Ch
eck
& M
eas
ure
Forest Change Measurement and Reporting System
Measure & Report
Check
(Data Provision)
Figure 2. Overall structure of the PFMS
2
2. PFMS MANAGEMENT WORKFLOW
PFMS managers are responsible for overseeing a wide range of tasks including management of
the budget, personnel, equipment, database and work process itself.
First, PFMS managers need to develop a list of responsible personnel from relevant agencies on
the PFMS implementation. The PFMS task force (TF) should consist of these responsible
personnel.
When the responsible personnel are identified, the PFMS TF should be formulated, and the first
TF meeting must be organized immediately to kick-start its operation, introducing its objectives
and a rough work plan. It is advisable that the TF meetings are organized at least quarterly to
monitor the progress of the PFMS activities.
At the same time, PFMS managers should estimate the total budget required for the PFMS
operation including initial and running cost. At the outset, a set of equipment must be procured
(and managed well). PFMS managers should also take into account the annual running costs
including hardware, software, and database maintenance. The budget request should be sent
timely so that the operation budget for the following year can be secured.
PFMS managers should also handle the PFMS database server installation and configuration.
Setting up all hardware, software, and proper configuration of the database sever may be beyond
the IT skills of the hosting agency (e.g., Sub-FPD) and should be usually outsourced. Depending
on the technical capacity of the hosting agency, its maintenance might be done by the hosting
agency.
Apart from budget and equipment/data, PFMS managers need to develop human resources for
the PFMS operation. A series of training courses must be organized at each level. These courses
should be planned carefully so that officers in charge would be able to attend all the necessary
training courses.
Identify implementation organization and person
in charge
Organize initial TF meeting
Check status of equipment
Start relevant training courses
Estimate implementation cost and allocate budget
TF meeting for progress check
TF meeting for finalization
Jan
Feb
May
Dec
Sub-FPDの年間スケジュール
TF meeting for progress check
Sep
Figure 3. Annual PFMS management workflow
3
3. PFMS MANAGERS’ TASKS
This section describes the detail of each PFMS management task. PFMS managers need to
ensure good preparation is done to prevent potential problems during the implementation of the
PFMS.
3.1. Identification of the Implementing Agency and Other Actors
Although the PFMS is primarily the responsibility under Sub-FPD, the PFMS involves other actors
in its implementation. They would include, but not limited to:
Sub-FPD
District FPDs
Commune-based forest rangers
Commune People's Committees (CPCs)
Forest Management Boards (FMBs)
Other organizations allocated with forest (companies, armed forces, and others)
Village-based Forest Patrolling Teams (VFPTs)
When relevant actors are identified, a contact person at each organization must be determined.
The contact information including names, phone numbers, and e-mail addresses should be
compiled and managed for future use. This list should be updated regularly.
3.2. Establishment of the PFMS Task Force
Since various organizations and personnel are involved in the implementation of the PFMS, the
establishment of overall management mechanism of the PFMS is indispensable. Sub-FPD should
assume primary responsibility for establishing and running the PFMS Task Force (TF) as a
coordinating body (see Box 1).
The PFMS Task Force (TF) is a group that consists of officials from the various implementing
agencies of the PFMS, mainly FPD at different levels. By establishing the TF, vertical and
horizontal coordination among different agencies or within the same line-agency is enhanced. The
PFMS TF members should have, for instance, a shared understanding of problems, which allows
the TF to identify and execute effective counter measures.
The PFMS TF should be in principle organized at provincial level involving relevant agencies such
as Sub-FPD, Sub-Department of Forestry (Sub-DOF), Forest Management Boards (FMBs), and
Provincial Forest Protection and Development Fund (PFPDF), involving District FPDs. However,
in order to coordinate the work at commune and district levels, TFs at district level can also be
established if needed. Alternatively, at district level, regular (e.g., monthly) meetings can be
organized without establishing TFs. In any case, it is recommended to organize a general meeting
at provincial level, involving all districts at least once a year for better coordination.
4
3.3. Organization of PFMS TF Meetings
The PFMS managers then need to decide the frequency of the TF meetings. The managers
should decide the appropriate frequency of the meetings, considering the necessity of work
progress review, coordination, and trouble-shooting as well as overall costs of meeting
organization. It is advisable that the TF meetings are organized at least quarterly. As mentioned in
the previous section, the meetings can be organized either at provincial and/or district levels.
The following are the examples of meeting contents (in a year):
The First TF meeting (launching)
The initial TF meeting is intended to develop a common understanding on the PFMS
mechanism and operation as well as to specify roles of each organization/personnel involved
in its implementation and management. The participants also discuss and agree on the PFMS
annual/quarterly/monthly plan. If there are any changes in the PFMS procedures and
methodologies from the previous year, the participants should also be fully updated on them.
Follow-up TF meetings (progress management)
To check the progress of the PFMS operation, TF meetings should be organized regularly
throughout the year. The participant should review implementation progress to date as
against the plan and discuss the plan for the future (e.g., for a quarter or month). If any
problems and issues are identified in the PFMS operation, the participants need to discuss
and agree on the solutions. It is equally important to check if there are any actions (warning,
fines, and others) taken against the detected forest violations. It is vital that DARD and
Sub-DOF leaders are at present in these meetings so that the decision can be made on spot.
The Last TF meeting (wrap-up)
The participants share and review the result of the PFMS operation in a year. The participants
should also summarize the problems and issues in the PFMS operation and discuss
improvements to be made in the following year. In addition, it is desirable that the TF
members deliberate on the extent and causes of forest changes as well as possible
countermeasures to be incorporated into forest management policies and plans in the future.
5
BOX 1: A Case of the PFMS Task Force (TF) in Dien Bien Province
In Dien Bien Province, the PFMS has been conducted on a trial basis in two pilot communes in two
districts. In order to steer the piloting and share the experience learnt, an informal PFMS TF was
established. Its core members included DARD vice director; Sub-FPD head, vice head, and
officers; District FPD head and officers (in two districts); and commune-based forest rangers (in
two communes). Its associate members included officials from sub-DOF, PFPDF, Agriculture and
Forestry Planning and Design Center, and FMBs as well as a forest guard. In terms of numbers,
there were 21 TF members including 14 core members and seven associate members. The TF
has been organizing monthly meetings, in which forest change monitoring results in the previous
month were presented by commune-based forest rangers. Various PFMS operation issues such
as the shortage of survey equipment (e.g., tablets) have also been discussed and
counter-measures have been discussed and agreed on spot. By holding meetings frequently, the
PFMS operation has been coordinated and optimized well. In June 2015, Dien Bien Province has
decided to decentralize the PFMS monthly meeting to district level as the province expect to
expand the target communes for the PFMS implementation.
6
3.4. Preparation of Necessary Equipment and Software
The PFMS managers should ensure there is and will be enough equipment for the PFMS
operation. Major equipment necessary to implement the PFMS is as follows:
Table 2. Equipment and software required for the PFMS operation
Type of equipment Number of unit required
Tablet PC 1 unit per commune-based forest ranger
Carrying bag for tablet PCs 1 bag per commune-based forest ranger
Binoculars 1 unit per commune-based forest ranger
Personal computer (PC) 1 unit per province and district
Data server 1 unit per province
Uninterruptible power supply (UPS)
for the data server
1 unit per province
Tablet PC application (software) 1 license per commune-based forest ranger
PFM-DB (software) 1 license per province and district
Tablet PCs
Tablet PC is used by commune-based forest rangers for forest change measurement and
reporting in the field. Enough number of tablet PCs should be procured for commune-based forest
rangers (other organizations with allocated forest should also prepare tablet PCs for the same
purpose). The specifications of tablet PCs are described in Annex 1.
In order to protect these tablet PCs during field survey (e.g., from tablet PCs being dropped and
damaged), forest rangers must carry these tablet PCs in a protective bag and taking them out only
at each survey point.
Note that Current version of the tablet software may be updated, which would entail changes in
required specification of tablet PC. Thus, the users should carefully check the tablet software
version before selecting the suitable tablet PC model.
Binoculars
A pair of binoculars is needed when and where commune-based forest rangers are unable to
access to locations of reported forest changes.
PCs
This is used to check, compile, and manage the data stored by forest rangers at District FPDs and
at provincial Sub-FPD. PC for this purpose requires moderate specifications only rather than high
specification. The use of existing PCs in offices is recommended to minimize the additional cost of
the PFMS operation.
7
Database server
A database server is needed to store the data collected by commune-based forest rangers (or
other organizations allocated with forest) and to manage these data centrally. A server is not
cheap. Depending on the specification, it might cost some several thousand US dollars. As the
quality of the server has direct impact on the data security and safety, it is advisable to procure
reliable, trustworthy server. The recommended specifications of the database server are explained
in Annex 2.
For the initial piloting, the province would not need a server. Instead, the province can use a PC
serving as a database server (only for practice purposes). Or in some future, fit the government
decided to establish fully centralized server or regional server, then a server for each province
may not be necessary, which would reduce the cost of the PFMS operation further.
Note that power cut is still frequent in Viet Nam. In order to protect the server from power loss and
to prevent tragic data loss, a UPS should be procured and installed together with the server. The
UPS should have automatic shutdown and startup function as well.
Software installation
On tablet PCs, PCs, and the server, several applications should be installed. The following list
provides reference information on applications to be installed.
Fo
r T
ab
let
PC
(1) Tablet software
Update to latest version of the Android OS.
GPS Test application (free on Google Store) to support checking of built-in GPS and
compass functions.
Tablet Software for forest change measurement and reporting.
Fo
r P
Cs
(2) GIS software
Software: QGIS
Latest version: QGIS 2.8 Wien
Purpose: Management of GIS data with interaction with centralized database, map
compilation and reports production.
Where to download: http://qgis.org/en/site/forusers/download.html
Note: QGIS can be installed and running on all platforms, including Windows (32bit
and 64bit), Mac OS, Linux (CentOS, Ubuntu…). Users need to pay attention to
download correct version which compatible with their operating system, otherwise
the installation will be unsuccessful.
Plug-ins to extend capacity of QGIS and map layer styling templates.
8
Fo
r P
Cs
(3) Satellite image processing software
Software: Monteverdi
Latest version: 2.08
Purpose: In combination with QGIS to process Landsat-8 satellite imagery data.
Where to download: http://sourceforge.net/projects/orfeo-toolbox/
Note: Only English interface. Users need to follow the guidance carefully to operate.
(4) MBTiles data conversion software
Software: TileMill
Latest version: v0.10.1
Purpose: To convert vector and raster data to MBTiles format to be used in SQLite
database of Android-based tablet PC.
Where to download: https://www.mapbox.com/tilemill/
Note: Version 0.10.1 is the latest of TileMill, since this software is no further
developed. This version is enough to be used for converting vector and raster data,
but if users want to use latest technology on this field, please look for Mapbox-Studio
which higher technique is required. However, guidance on Mapbox-Studio is not
involved in PFM-DB operation manual.
Fo
r th
e S
erv
er
(5) Database management software
Software: PGADMIN III
Latest version: v1.20.0
Purpose: Management of Postgre-SQL/PostGIS database.
Where to download: http://www.postgresql.org/ftp/pgadmin3/release/v1.20.0/win32/
Note: If this software supposes to be run on the server, please check and make sure if
this software is not installed before, otherwise please install PgAdmin III for Centos 7.
Beside above applications, there are several QGIS plug-ins and additional applications would be
needed, and these applications are not available to download from internet. See the Provincial
Forest Monitoring Database Operation Manual for more detailed guidance.
9
3.5. Database Preparation and Maintenance
The preparation and management of spatial data and database are among the important activities
for the PFMS operation as all PFMS activities rely on these spatial data and database. Preparation
of spatial data includes the generation of one set of data layers for client-side (tablet) database
and one for server-side database.
Client-side (tablet) data layers
The following base map and layers are needed for smooth operation and navigation of tablet PCs
in the field. These spatial data must be clipped to the intended area for the survey (e.g., commune
in case a commune ranger is the user) in order to save data storage space in a tablet PC. The
data should also be converted to the compatible format (*.mbtiles) for tablet software and
well-formatted.
Baseline forest boundaries (polygon data)
Compartment and sub-compartment boundaries (polygon data)
Forest use purposes (polygon data)
Terrain layer (line data)
Satellite images (raster data - optional)
Village boundary layer (polygon data - optional)
For baseline forest boundaries, NFI&S data should be used for the first year, and updated forest
polygons should be applied from following years. If NFI&S has not been completed in the province,
alternative forest polygon data could be used as temporary measures.
For satellite images, if the province does not have high-resolution satellite images, the Google
Earth data can be used in order to support the tablet users’ navigation in the field (e.g.,
identification of landmarks).
Server-side data layers
The following spatial data layers must be stored in the server (with conversion to the server-side
database layers with correct attribute table structure).
Baseline forest boundaries (polygon data)
Administrative boundaries (polygon data separately for province, districts, and communes)
Compartment and sub-compartment boundaries (polygon data separately for each level)
Forest use purposes (polygon data)
Terrain layer (line data)
A server-side data layer for data uploading from tablet PCs
Village boundaries (polygon data - optional)
Satellite images (raster data - optional)
Baseline forest polygons must be split (clipped) by district for the use by District FPDs.
10
Database preparation is one time work that requires very high IT skills, so it is advisable for the
host agency to outsource the task. On the other hand, database maintenance is regular work that
requires medium IT skills, so the host agency may be able to handle this task after some training.
The following table lists the tasks needed for database preparation and maintenance.
Server
Database
preparation
Installation of a server OS and necessary software
Installation of database
Configuration of credentials (system administrator, manager,
provincial level users, district level users, and others)
Setup of the automatic database back-up function
Other settings/configurations for database
Server
Database
maintenance
Management of credentials at all levels
Back-up and restoration of the data when automatic system
back-up does not work
Other database maintenance works
3.6. Management of Equipment and Software
The management of equipment and software is important and requires a set of certain technical
knowledge. It is advisable for DARD/Sub-FPD to assign specific officer(s) to handle this
management task within the organization.
Tablet PCs and software
The person(s) who is in charge of managing IT equipment (“IT Managers”) should manage and
maintain all tablet PCs (including installed software) that are being used for the purpose of forest
monitoring within the province.
For tablet PCs:
Preparation of equipment (tablet PC) management sheets
Maintenance of equipment (tablet PC) logbooks
Repairing and maintenance of broken tablet PCs
Setup and registration of tablet PC credentials
For tablet PC software:
Setup, reinstallation, and upgrading of tablet PC operation system and applications
Change in credentials (in case of displacement of the tablet PC).
Before lending the equipment, each item must be properly labeled with ID numbers and properly
recorded in the equipment management sheet (i.e., item list). When borrowing the equipment, the
11
borrower should sign out in the logbook and sign again upon its return. In order to define the
overall equipment management process as well as the responsibilities of the borrowers, the
equipment management regulations should be prepared under the appropriate agency such as
Sub-FPD (an example is included as Annex3).
The steps to be followed to conduct all above management and maintenance activities are also
explained in detail in PFMS Forest Change Measurement and Reporting Operation Manual.
Server and software:
Normally, this database server is set up in an automatic mode, which includes automatic system
shutdown when the power is off and automatic startup when the power gets back. However, in
several cases, the server cannot resume automatically or experiences sudden shutdown due to
several causes (e.g., broken power supply cord, broken electric plugs, and others). In these cases,
IT managers should solve these problems. In case that these problems are beyond the capacity of
these IT managers, the issues should be resolved by service providers outside the hosting agency
(or this part can be outsourced to a service provider from the beginning).
In addition, keeping internet connection to the server up and running all the time is also important
job of these IT managers. There may be some instances where internet connection to the
database server is interrupted, and then IT managers should instantly contact the internet service
provider to solve the problem.
BOX 2: Establishment of an IT team
In order to handle all technical tasks related to IT, the establishment of an IT team is advisable in
each province (e.g., in Sub-FPD). The IT team should be in charge of all the IT related
preparation, management, and support provision as mentioned in this section although some
tasks may be able to be out-sourced.
12
3.7. Budget Preparation for the PFMS Operation
The PFMS managers should ensure there is and will be enough budget and equipment for the
PFMS operation. Major equipment necessary to implement the PFMS is as follows:
Data server
Personal computers (PCs)
Tablet PCs (with bags for their protection)
Internet environment
The major cost items for the PFMS implementation would be as follows:
Initial cost
Data server
PCs
Tablet PCs
Internet set-up
Running cost
Training fee
TF meeting fee
Salary, allowance, and transportation cost for forest change
monitoring
Salary for temporary staff (if necessary)
Internet usage fee
Cost of equipment and repairs
The launch of the PFMS entails cost of purchasing equipment listed in Table 2. In particular, a
data server installation requires high IT skills, which is outsourced to a specialized agency.
Cost of gasoline
In a field survey, forest rangers generally use a motorbike to access to the survey sites.
Gasoline is included in the operating cost.
Payment for temporary staff employment
While commune-based forest rangers generally carry out a field survey during the dry season,
in a peak season, these forest rangers alone would not be able to complete the tasks. To
some extent, this issue can be mitigated through assignment of additional forest rangers from
District FPDs. If additional assignment is not enough to cover the work, temporary
employment of commune forest guards can be another option.
Also, forest rangers who are inexperienced with IT may need technical assistance. In principle,
this task should be done with District FPD, but if needed, utilization of external human
resources should be considered.
13
BOX 3: A Case of the PFMS Implementation Cost in Dien Bien Province
For the PFMS piloting in Dien Bien Province (in two communes in two districts), the initial cost was
as follows:
Data server: VND 70 million
PCs: (Used the existing)
Tablet PCs: VND 4 million/unit (15 units were procured)
Internet: (Used the existing)
The running cost was as follows:
PFMS training: VND 77 million/one-week training (for 15 trainees)
TF meeting: VND 6 million/meeting
Monitoring operation: (Used existing resources)
Temporary staff: (Not employed)
Internet usage: (Used the existing)
It would be possible to assume that the above cost is the cost of the PFMS operation in 15
communes because the expenses included 15 tablets to be use in the 15 commune-based forest
rangers. Note that the above training cost contains expenses necessary to invite a trainer from Ha
Noi.
Cost of providing training courses
The training should be organized according to the key components as in Section 3.7, and
their cost should be calculated with budget secured for their full implementation. Depending
on the training course, they have either or both in-class and field sessions, and for the latter,
some travel costs to the field should be expected.
At the beginning, these training courses require external resource persons. From a certain
point, the officials from the province can serve as trainers. Training costs may vary
significantly or this reason. Some indicative training cost estimations are included in Annex 4.
Cost of organizing TF meetings
The total meeting cost would depend on the number (frequency) of meetings and the TF
members as well as the location/level of the meeting organization. Indicative cost parameter
for a meeting is included in Box 3.
14
3.8. Human Resources Development
The PFMS operation requires IT and other skills, so the capacity building is indispensable. As
personnel relocation is common in Vietnam, training should produce enough number of
government officials for the PFMS operation so that the relocation would not undermine its
operation in a long run. Various training courses should be organized at different levels as in Table
3. The recapture training should be also conducted at the beginning of each year refresh the
PFMS practitioners’ mind.
Although, for initial training, some resource persons from outside the province might be required;
however, each province needs to make its best effort to train its own trainers in order to secure
sustainability of the PFMS.
Table 3. Training courses necessary for the PFMS operation
Theme Content Target Duration Materials
Village-based
forest patrolling
Forest patrolling training for
VFPTs including map
reading and report writing.
VFPTs 03 two-day
sessions
Training Material – I
(VFPT Training)
Forest change
measurement
and reporting
Forest change
measurement and reporting
training using tablets.
Combination of class-room
sessions on the basic
operation of the tablet
application, field practice,
and data storage into the
database.
Commune-
based forest
rangers
02 five-day
sessions
Training Material – II
(FCMR Training)
PFM-DB
management
(district)
Using the PFM-DB and
data stored by the forest
rangers, practice
organizing and editing
forest change data and the
base map.
District FPDs 03
three-day
sessions
Training Material – III
(Database Operation
Video for District FPDs)
15
Theme Content Target Duration Materials
PFM-DB
management
(province)
Using the PFM-DB, practice
checking and approving the
data prepared by District
FPDs. Data exporting for
reporting to national level is a
part of this training.
Sub-FPD 03
three-day
sessions
Training Materials – IV
(Database Operation
Video for Sub-FPD)
QA/QC
(satellite
image
interpret.)
Verify the data from the
previous year for possible
omission and overestimation
using recent satellite images;
identify the spots requiring
additional checking by forest
rangers; and issuing
instructions to the forest
rangers.
Sub-FPD 02 five-day
sessions
Training Materials – V
(QA/QC with Satellite
Images)
QA/QC
(random
sampling)
Verify the data from the
previous year for possible
omission and overestimation
using random sampling;
identify the spots requiring
random checking by forest
rangers; and issuing
instructions to the forest
rangers.
Sub-FPD 02
three-day
sessions
Training Materials – VI
(QA/QC with Random
Sampling)
Overall
management
of PFMS
Overall management of the
PFMS including institutional
arrangement, budget,
equipment, and other topics
that the PFMS managers
need to know.
Sub-FPD 01 two-day
session
PFMS Managers’
Guidebook
16
ANNEX1. RECOMMENDED SPECIFICATION OF TABLET PCS
In theory, the tablet software can be installed and operated on any Android (version 4.0 and
higher) based smart phone or tablet PC from any manufacturers. However, in order to utilize all
the functionalities of the application, the instrument to be used to run this tablet software must
match the following specifications:
- Operation System: Android version 4.0 and higher
- Screen size: 5 inches or lager
- Back-side built-in camera
- Digital compass sensor (True North or Magnetic North)
- Wireless internet connection (Wi-Fi)
- Global Positioning System (GPS)
Note that several models of Android-based smart phones or tablet PCs are made with only a GPS
receiver, which is not fully functional with the tablet software.
The tablet PC models that have been tested with the tablet software (ver.2) are as follows:
ASUS FonePad7 (FE375CXG)
ASUS FonePad 8 (FE380CXG)
ASUS ZenFone 5 (A501CG)
ACER (Vespa B1-730)
17
ANNEX2. RECOMMENDED SPECIFICATION OF THE DATA SERVER
Recommended Specifications
Processor: Intel chipset with 2.2 GHz or higher
RAM: 8 GB or bigger
HDD: 1 TB or bigger
Internet connection: Dual port
OS: Red Hat Linux 7 (free) / Windows Server (costly)
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ANNEX3. EXAMPLE OF “EQUIPMENT MANAGEMENT REGULATION”
DIEN BIEN PROVINCIAL DARD
SUB-DEPARTMENT OF FOREST PROTECTION
No.: 319/QĐ-CCKL
SOCIALIST REPUBLIC OF VIETNAM
Independence - Freedom - Happiness
Dien Bien, 1 July 2015
DECISION
on issuing the regulation on management and use of tablets for professional tasks under Dien
Bien Sub-department of Forest Protection
HEAD OF DIEN BIEN SUB-DEPARTMENT OF FOREST PROTECTION
Pursuant to Decision No. 500/QD-UBND dated 14 June 2012 by Dien Bien PPC on the functions, tasks,
legal rights and organizational structure of Sub-department of Forest Protection (Sub-FPD);
Pursuant to Decision No. 269/QD-KL dated 12 April 2011 by Head of Dien Bien Sub-FPD on Working
Regulation of Sub-FPD and Decision No. 69/QD-KL dated 2 February 2015 by Head of Dien Bien
Sub-FPD on amendments and supplementation made to some articles of Decision No. 269/QD-KL on
Working Regulation of Sub-FPD;
Based on recommendations of Head of Sub-FPD’s Forest Protection and Management Division,
DECIDES:
Article 1. To issue with this decision the regulation on management and use of tablets for
professional tasks under Dien Bien Sub-FPD.
Article 2. To assign Heads of FPDs at municipal, district and (district-level) town level (hereafter
referred to as District-level FPDs), Heads of Sub-FPD’s line divisions and Leader of Mobile Ranger Unit
and Forest Prevention and Response Division to take responsibility to manage and guide the tablet use
as specified in the regulation herewith attached.
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Article 3. This Decision shall come into effect since the day of signing.
Heads of FPDs at municipal, district and (district-level) town level, Head of following Sub-FPD divisions:
Admin Section, Inspectorate, Legal Affairs Division, Forest Protection and Management Division, and
Mobile Ranger Unit and Forest Prevention and Response Division along with relevant individuals to
whom tablets are distributed hold responsibility for implementing this Decision./.
Recipients:
- As in Article 3;
- Dien Bien DARD (reporting);
- Sub-FPD leaders;
- File.
HEAD
Nguyen Duy Chinh
(signed and sealed)
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REGULATION
Management and use of tablets for professional tasks under Dien Bien Sub-department of
Forest Protection
(Issued with Decision No. 319/QD-CCKL dated 1 July 2015
by Head of Dien Bien Sub-department of Forest Protection)
Chapter I
GENERAL PROVISIONS
Article 1. Scope of application
This regulation regulates the management and use of tablets distributed to Forest Protection Department
at districts, cities and towns (hereafter referred to as District-level FPDs), functional divisions and Mobile
Ranger Unit & Forest Fire Prevention and Response Division under Dien Bien Sub-FPD and other forest
rangers for professional tasks of rangers.
Article 2. Principles
Agencies/ forest rangers to whom tablets are distributed shall effectively manage and use the tablets
for the specified purpose.
Article 3. Purpose of the regulation
1. To ensure the tablets will be managed for the long-term use in forest monitoring and other relevant
tasks under Sub-FPD.
2. To gradually promote the sense of professionalism in field data collection for forest protection and
development under Sub-FPD.
Chapter II
SPECIFIC PROVISIONS
Article 4. Tablets for distribution
Tablets distributed by Sub-FPD to its line divisions, District-level FPDs and its Mobile Ranger Unit are
ASUS tablets transferred from SUSFORM-NOW and ASUS tablets purchased by Sub-FPD for
professional tasks.
DIEN BIEN PROVINCIAL DARD
SUB-DEPARTMENT OF FOREST PROTECTION
SOCIALIST REPUBLIC OF VIETNAM
Independence - Freedom - Happiness
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Article 5. Management of tablets
1. Forest Protection and Management Division under Sub-FPD shall manage all tablets distributed to
Sub-FPD’s line divisions, its Mobile Ranger Unit and District-level FPDs.
2. Tablets should be distributed only to Forest Protection and Management Division and District-level
FPDs for districts where SUSFORM-NOW activities have been implemented, the distribution of tablets
to Sub-FPD’s line divisions, its Mobile Ranger Unit and District-level FPDs is made as deemed
necessary.
3. Heads of Sub-FPD’s line divisions, District-level FPD and leader of Mobile Ranger Unit shall
distribute tablets to forest rangers under their supervision.
4. Those to whom tablets are distributed must keep tablets in custody, protect them against physical
damage such as collision, breaking, wetting, and prevent the functions of tablets from being affected
due to improper use. Also, they may not distribute the tablets to the third person without permission of
Sub-FPD leaders and their direct supervisors.
5. In case of loss and damage to tablets and depending on reasons, scale and severity of the loss/
damage, the following will be applicable for handling:
In case of loss or damage to tablets due to objective reasons, those to whom tablets are
distributed must submit timely report to Head of District-level FPD or Head of Sub-FPD’s
Division in charge in order that Forest Protection and Management Division will report to Head
of Sub-FPD for handling.
In case of loss or damage to tablets due to subjective reasons such as collision, breaking or
wetting, those to whom tablets are distributed must report in writing to Head of District-level
FPD or Head of Sub-FPD’s Division in charge and pay for the purchase of a new piece of
tablet(s) as replacement. In addition, punishment as specified under Law on Cadres and Civil
Servants is also applicable.
Article 6. Use of tablets
1. Tablets distributed by Sub-FPD to its line divisions, its Mobile Ranger Unit and District-level FPDs
should be only used for field measurement of forest change and other professional activities as agreed
with the supervising agency. The use of tablets for other purposes is not allowed.
2. The use of tablets should guidance documents prepared by SUSFORM-NOW as attached with this
Regulation.
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Article 7. Handover of tablets
1. Heads or leaders of Sub-FPD’s line divisions, its Mobile Ranger Unit and District-level FPDs shall
hold responsibility to undertake the handover of tablets in a way that fits the needs of the supervising
agency.
2. Handover of tablets must fully comply with handover procedures; recording of handovers must be
done and monitored carefully by the agencies in charge.
Chapter III
IMPLEMENTATION
Article 8. Implementation
1. Responsibilities of Heads of Sub-FPD Divisions and Heads of District-level FPD
Distribute, transfer, collect and manage tablets based on the needs and tasks of the agency in
charge;
Guide users in management and use of tablets as instructed in this Regulation and other
guidance document prepared by SUSFORM-NOW and attached with this Regulation;
Request users to make a commitment on management and use of tablets with Heads of
Sub-FPD Divisions or Heads of District-level FPD at the time of handover of tablets;
Report to Sub-FPD once a month on every 25th day and annually by every December 31
st on
the management and use of distributed tablets; ad hoc reporting to Sub-FPD in case of loss or
damage to tablets is also required.
2. Responsibility of tablet users
Follow the regulation on management and use of tablets after being handed over;
Make a commitment on management and use of tablets with Heads of Sub-FPD Divisions or
Heads of District-level FPD;
Actively study the use of tablets based on guidance documents prepared by SUSFORM-NOW
and attached with this Regulation;
Report to Heads of Sub-FPD Divisions or Heads of District-level FPD once a month at the
monthly meeting of the agency in charge and annually by every December 15th on the
management and use of distributed tablets; ad hoc reporting in case of loss or damage to
tablets is also required.
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Article 9. Provision for implementation
1. This Regulation shall come into effect from 1 July 2015.
2. Heads of District-level FPDs, Heads of following Sub-FPD’s divisions: Admin Section, Inspectorate,
Legal Affairs Division, Forest Protection and Management Division, Mobile Ranger Unit and Forest
Prevention and Response Division along with relevant individuals to whom tablets are distributed hold
responsibility for implementing this Regulation.
Any potential issues during the implementation should be compiled by Forest Protection and
Management Division before being submitted to Head of Sub-FPD for amendment and
supplementation./.
ANNEX4. INDICATIVE COST OF PFMS TRAINING COURSES
(1) Summary of PFMS Training Cost
(Unit: '000 VND)
# Training Type Unit Unit Cost Quantity Amount Note
1 Data collection lumpsum 84,300 2 168,600 per 15 communes
2 Database management (dist.) lumpsum 35,900 3 107,700 per district
3 Database management (prov.) lumpsum 35,900 3 107,700 per province
4 QA/QC lumpsum 55,100 2 110,200 per province
GRAND TOTAL
494,200
(2) Training Cost (data collection: five-day training)
Participants: 20 people (15 communes + 5 others)
(Unit: '000 VND)
# Item Unit Unit Cost Quantity Total Note
1 Trainers' cost
36,500
1.1 Honorarium (main trainer) day 3,000 5 15,000
1.2 (assistant trainer) day 1,000 5 5,000
1.3 Allowance day 150 14 2,100 2 trainers x 7 days
1.4 Accommodation night 600 12 7,200 2 trainers x 6 nights
1.5 Air ticket round trip 3,000 2 6,000 2 trainers from HAN
1.6 Airport transfer round trip 600 2 1,200 2 trainers in HAN
2 Trainees' cost
30,000
2.1 Allowance day 100 100 10,000 for 20 ppl. x 5 days
2.2 Transportation round trip 200 100 20,000 for 20 ppl. x 5 days
3 Training administration cost
17,800
3.1 Meeting hall day 2,500 3 7,500 3-day classroom session
3.2 Coffee break day 600 3 1,800 3-day classroom session
3.3 Photocopy lumpsum 2,000 1 2,000
3.4 Stationery lumpsum 1,500 1 1,500
3.5 Minibus (for field work) day 2,500 2 5,000 2-day field session
GRAND TOTAL
84,300
(3) Training Cost (database management at dist. level: three-day training)
Participants: 12 people (10 from district-level + 2 from provincial)
(Unit: '000 VND)
# Item Unit Unit Cost Quantity Total Note
1 Trainers' cost
18,300
1.1 Honorarium (main trainer) day 3,000 3 9,000
1.2 (assistant trainer) day 1,000 3 3,000
1.3 Allowance day 150 10 1,500 2 trainers x 5 days
1.4 Accommodation night 600 8 4,800 2 trainers x 4 nights
2 Trainees' cost
4,800
2.1 Allowance day 100 36 3,600 for 12 ppl. x 3 days
2.2 Transportation round trip 200 6 1,200 for 2 prov. ppl. x 3 days
3 Training administration cost
12,800
3.1 Meeting hall day 2,500 3 7,500 3-day classroom session
3.2 Coffee break day 600 3 1,800 3-day classroom session
3.3 Photocopy lumpsum 2,000 1 2,000
3.4 Stationery lumpsum 1,500 1 1,500
GRAND TOTAL
35,900
(4) Training Cost (database management at prov level: three-day training)
Participants: 10 people (7 from province-level + 3 from district-level)
(Unit: '000 VND)
# Item Unit Unit Cost Quantity Total Note
1 Trainers' cost
18,300
1.1 Honorarium (main trainer) day 3,000 3 9,000
1.2 (assistant trainer) day 1,000 3 3,000
1.3 Allowance day 150 10 1,500 2 trainers x 5 days
1.4 Accommodation night 600 8 4,800 2 trainers x 4 nights
2 Trainees' cost
4,800
2.1 Allowance day 100 30 3,000 for 10 ppl. x 3 days
2.2 Transportation round trip 200 9 1,800 for 3 dist. ppl. x 3 days
3 Training administration cost
12,800
3.1 Meeting hall day 2,500 3 7,500 3-day classroom session
3.2 Coffee break day 600 3 1,800 3-day classroom session
3.3 Photocopy lumpsum 2,000 1 2,000
3.4 Stationery lumpsum 1,500 1 1,500
GRAND TOTAL
35,900
(5) Training Cost (QA/QC: five-day training)
Participants: 10 people (7 from province-level + 3 from district-level)
(Unit: '000 VND)
# Item Unit Unit Cost Quantity Total Note
1 Trainers' cost
29,300
1.1 Honorarium (main trainer) day 3,000 5 15,000
1.2 (assistant trainer) day 1,000 5 5,000
1.3 Allowance day 150 14 2,100 2 trainers x 7 days
1.4 Accommodation night 600 12 7,200 2 trainers x 6 nights
2 Trainees' cost
8,000
2.1 Allowance day 100 50 5,000 for 10 ppl. x 5 days
2.2 Transportation round trip 200 15 3,000 for 3 dist. ppl. x 5 days
3 Training administration cost
17,800
3.1 Meeting hall day 2,500 3 7,500 3-day classroom session
3.2 Coffee break day 600 3 1,800 3-day classroom session
3.3 Photocopy lumpsum 2,000 1 2,000
3.4 Stationery lumpsum 1,500 1 1,500
3.5 Minibus (for field work) day 2,500 2 5,000 2-day field session
GRAND TOTAL
55,100
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Afterword
This guidebook is among a series of outputs from the Project for Sustainable Forest
Management in the Northwest Watershed Area (SUSFORM-NOW) funded by the
Japan International Cooperation Agency (JICA).
The project is being implemented from August 2010 to August 2015 with the Ministry of
Agriculture and Rural Development (MARD), the Department of Agriculture and Rural
Development (DARD) of Dien Bien Province, and Dien Bien Provincial People's
Committee (PPC).
Any inquiry on the project should be addressed to:
JICA Viet Nam Office
Address: 11F CornerStone Bldg., 16 Phan Chu Trinh, Hoan Kiem, Hanoi, Viet Nam
Phone: 04-3831-5005