Technical Assistance Consultant s Report Project Number March Support by the36chambers


									Technical Assistance Consultant’s Report

Project Number: 40157 March 2007

Support for Strengthening the Tsunami Development Assistance Database

Prepared by Aidan Cox United Nations Development Programme (UNDP)

This consultant’s report does not necessarily reflect the views of ADB or the Government concerned, and ADB and the Government cannot be held liable for its contents. (For project preparatory technical assistance: All the views expressed herein may not be incorporated into the proposed project’s design.

United Nations Development Programme (UNDP) Project Progress Report on the Implementation of ADB’s TA-6331-REG: Support for Strengthening of the Tsunami Development Assistance Database (DAD) I. Basic Information
Total ADB contribution: $800,000 Date Letter of Agreement Signed: 4 August 2006 Implementation Period: August 2006 to July 2007 Schedule of Reporting Submissions:
Report Quarterly Report Midterm Report Quarterly Report Final Report Period to be Covered August – October 2006 November 2006 – January 2007 February – April 2007 May – July 2007 Due Date November 2006 February 2007 May 2007 August 2007 Submitted On 30 November 12 March

Acronyms Used in the Report
BRR CADREP DAD MPF OCHA Pusdatin RADA SIM TICA UNIAS UNDP UNORC Badan Rehabilitasi dan Rekonstruksi – Reconstruction and Rehabilitation Agency for Aceh and Nias, Indonesia. Capacity Development and Recovery Programme, UNDP Sri Lanka Development Assistance Database Maldives Partnership Forum United Nations Office for the Coordination of Humanitarian Affairs Data and Information Center Reconstruction and Development Agency of the Government of Sri Lanka Spatial Information and Mapping Centre of the Office of the UN Recovery Coordinator for Aceh and Nias Thailand International Development Cooperation Agency UN Information & Analysis Section of UNORC United Nations Development Programme Office of the United Nations Recovery Coordinator for Aceh and Nias

The four countries supported through this project use OECD Development Assistance Committee (DAC) international standard definitions in tracking Tsunami aid flows.1 Pledge: the grant or loan resources promised by a donor to the country over one year or a fixed number of years. Commitment: a firm written agreement to provide funds for a particular project (or to a Trust Fund). The Commitment Date is the date of that written agreement. Commitments are usually multi-year – i.e., they are designed to fund expenditures for several years.
Source: OECD DAC, Creditor Reporting System. “A commitment is a firm written obligation by a government or official agency, backed by the appropriation or availability of the necessary funds, to provide resources of a specified amount under specified financial terms and conditions and for specified purposes for the benefit of the recipient country.”; “A disbursement is the placement of resources at the disposal of a recipient country or agency, or in the case of internal development-related expenditures, the outlay of funds by the official sector.”
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Disbursement: the placement of resources at the disposal of the government, implementing agency, contractor, or Trust Fund Administrator. The Disbursement Date is the date at which those funds were made available – usually this involves the transfer of funds into the implementer’s bank account or the draw down by the implementer of funds held in an account by the donor. Expenditure: the amount spent by the Implementing partner in delivering the project. Expenditure may include both expenditure by the Implementing partner itself on equipment, salaries, etc, or the amount paid by the Implementer to a Second Level Contractor for the provision of services.



1. Development Assistance Database Technical Backstopping 1.1. Database Consultant The database consultant has played an important role in ensuring that national teams are able to produce reports in a format that better responds to the needs of decision-makers. The Microsoft Access reporting tool can also be reproduced on CD-ROM, providing another channel for dissemination of reports to actors at provincial and district levels. The Microsoft Access databases developed by the database consultant in Sri Lanka and Aceh have been maintained, and in the case of Aceh further developed to meet evolving needs, drawing on the technical documentation provided in the consultant mission report (attached). To support the preparation of Government of Sri Lanka’s 24-month report on Post-Tsunami Recovery and Reconstruction, UNDP hired an international consultant for a period of two weeks to provide technical assistance to RADA to develop key reports utilizing the DAD, drawing on the earlier work of the database consultant. The consultant also prepared analyses of how effectively assistance has been used and whether its provision is aligned with priority needs. The DAD was designated by the Government as the primary source of information for the national report to Sri Lankan citizens and tsunami donors, which served as an excellent platform to highlight the capabilities of the database.

2. National Capacity Development and Quality Control 2.1. Aid Coordination Adviser, Seconded to BRR, Aceh In late 2006, BRR internal organizational changes resulted in the Recovery Aceh Nias (RAN) database falling under new management. RAN development and maintenance is now the responsibility of the Chief Information Officer, who heads the Data and Information Center (Pusdatin), under the Secretary to BRR. The Chairman of the Rehabilitation and Reconstruction Agency for Aceh and Nias (BRR), Pak Kuntoro Mangkusubroto, endorsed that the Chief Operations Officer, Pak Eddy Purwanto, will be closely consulted in RAN implementation and continuous improvement. The Chief Operations Officer is responsible for programming and oversight of BRR’s regional offices will help ensure that RAN provides the appropriate products at the district level, and support the development of a feedback loop from districts to verify and improve RAN data. This addresses the most importance concerns highlighted in Section VI in the previous quarter’s report. The Aid Coordination Advisor seconded by UNDP to BRR provided regular inputs and advice to support the organizational restructuring, as well as mentoring the RAN Outreach Team. The Advisor also sought to reinforce partnerships between BRR and external actors, and thus 2

initiated or facilitated multi-stakeholder working groups and sub-groups for information management, with the goal of increasing coordination and enhancing the responsiveness of RAN to under needs. The main activities conducted and results achieved by the Aid Coordination Adviser in the previous quarter (November 2006–January 2007) include: Reviewed the RAN Outreach Team composition and functions and developed a new architecture for the team complete with revised job descriptions. BRR has accepted the proposed structure, which includes: one Data Management Coordinator, six Outreach Team Officers, three Outreach/Data Entry Assistants, one System Administrator, two Data Analysis/Reports Officers, one BRR Approval Administrator. Reviewed the role and function of the web content management personnel of BRR and made recommendations for Data and Information Center (Pusdatin) Head for better quality control, and posting of RAN reports on the website. Reviewed information management systems used or planned for by Sector Deputies, and made recommendations to improve internal coordination. Provided technical assistance to the development BRR internal on-budget monitoring and reporting system that will be used for on-budget project monitoring. Facilitated Information Management Working Group for CFAN meeting in December 2006. The Working Group included local government agencies such as the Electronics Data Processing Body (BPDE), the Statistics Board for Aceh (BPS), the Provincial Health Office (PHO), BRR’s Chief Information Officer, BRR Spatial Information Management Center, BRR Economics Sector, BRR External Relations Department, donors (Ausaid, USAID, GTZ, World Bank), UN Agencies and NGOs. It was decided that the working group meeting would be organized on monthly basis. The CFAN meeting has been postponed and the format and theme of the meeting is under discussion. Convened and facilitated RAN Sub-Group Meeting to obtain partner suggestions for improvement on RAN. The Sub-Group meeting was attended by UNORC, World Bank, ADB, FAO, GTZ, AUSAID, IRC, Mercy Corps, BRR and the Statistics Board. Minutes of the meeting are attached. Assisted the Pusdatin Head in engaging GTZ for support to BRR information Management and RAN. GTZ has confirmed funding for the post of Data Management Coordinator. This partnership is welcome as it demonstrates confidence in the goals of the project and provides an additional financial partnership to underpin the sustainability of the results. Shared lessons learned from RAN with other countries using the Development Assistance Database, including with Viet Nam. Worked continuously to improve reliability of RAN data by focusing on projects that had not been updated for over six months, established improved tracking system for outreach issues, removed Key Performance Indicators that were not in use. The Aid Coordination Adviser did not return to Aceh in January 2007 for medical reasons and it was confirmed in February that she will be unable to return to Aceh. UNDP has held intensive discussions with BRR senior management and with the UN Recovery Coordinator to develop revised terms of reference that match current requirements. These will be finalised in March and recruitment begin. 2.2. Aid Coordination Adviser, Seconded to Government of Maldives Tracking and analysis: DAD Maldives successfully tracks almost all tsunami assistance by value. An analysis disaggregated by sector, geographical allocation and utilization is provided on a monthly basis. The Government of Maldives intends to build on the success of DAD
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Maldives in tracking tsunami-related external assistance, and use it to manage information on all external assistance – grants and loans, tsunami-related and other development assistance. The DAD may also be used internally to track domestic resources funding the capital budget which, if it proceeds, would support closer integration of external assistance within the budget and planning processes of the Government. As Maldives is graduating from Least Developed Country status, it is important to support the Government in repositioning itself as a serious contender for budget support, which requires greater transparency than has been provided hitherto. Supporting skills development: A curriculum for training key government officials identified in the Ministries of Finance, Foreign Affairs and Planning is being implemented and training began early in 2007. This will train two staff members per ministry to become trainers of trainers. With support from ADB, IFRC, UNICEF, World Bank and UNDP, a seminar on reporting/training was held for Ministry of Foreign Affairs staff to build capacity and skills in preparing reports and project proposals and for better communications with development partners. Dialogue: The Maldives Partnership Forum (MPF) was established in 2006, drawing on analysis and recommendations prepared as part of UNDP’s package of support. His Excellency The President mentioned the Forum in his speech at the Opening session of the UN General Assembly, underlining that the Partnership Forum is seen as the principal instrument for the government to meet with its development partners. Preparations for an MPF II are taking place with strong support from resident development partners. Collaboration: Technical/Thematic Working Groups are being established under the Partnership Forum umbrella and draft terms of reference are awaiting approval by relevant ministries. The objective is better and more regular dialogue with partners, and in the longer term improved project oversight and implementation The approval of the President’s Office is need in order to institutionalise the Technical/Thematic Working Groups. 2.3. Aid Coordination Consultant, Seconded to RADA, Colombo The Aid Coordination Consultant played a pivotal role in developing the capacity of the national Aid Coordination Officers and establishing systems and processes that improved the quality of DAD data. At the request of RADA’s Chairman, the Consultant prepared an operations document that clearly articulates the functional roles of RADA’s Aid Coordination Officers as well the tasks of the DAD team. In consultation with the relevant actors, the Consultant also prepared an internal strategy paper with a framework to integrate DAD with the Ministry of Finance. The Consultant achieved the following results: Increased the number of agencies reporting to DAD Sri Lanka by identifying and training DAD data focal points. Developed the Data Quality Score Card system to monitor the quality of data provided by each agency. Developed reporting tools through the DAD Reporting Tool, an Microsoft Access database developed in collaboration with the Database Consultant. Facilitated the work of the Integrated Information Initiatives working group that was charged with assessing scope to rationalise and streamline parallel information systems within the government. With the departure of the Aid Coordination Consultant RADA and UNDP revised the terms of reference for the post to give greater emphasis to promoting a stronger partnership between RADA and Ministry of Finance External Resources Department and Ministry of Plan Implementation. RADA also wanted to include clearer reporting lines for the Aid Coordination 4

Consultant and to place a greater emphasis on the importance of knowledge sharing from the Consultant to the national staff working with the DAD. UNDP hopes to recruit this position once the finalised terms of reference are received from RADA. 2.4. Aid Coordination Adviser, Seconded to Government of Thailand The Aid Coordination Adviser completed his support to the Thailand International Development Cooperation Agency in December 2006 and provided a lessons learned and final report (attached).

3. Regional Technical Backstopping 3.1. Regional Tsunami Aid Coordination Adviser and Regional Aid Coordination and Management Adviser The Regional Tsunami Aid Coordination Adviser provided mission and technical backstopping support to tsunami affected countries until the completion of his assignment in 2006. Support provided included skills development of key government officials and desk officers in analyzing aid flows, and advice on improving overall management arrangements within the government lead agencies responsible for the DAD systems. Continued policy, management and technical support is provided by UNDP’s Regional Adviser for Aid Coordination and Management, including a mission to Jakarta and Aceh in late February/early March 2007. This resulted in the revision of terms of reference for the Aid Coordination Adviser and agreement on partnership on RAN between the Office of the UN Recovery Coordinator and BRR. In addition, feedback was sought and obtained from ADB’s representation covering Aceh on ADB’s experience of RAN and how it can be reinforced. 3.2. Regional Tsunami Aid Tracking Analyst The Regional Tsunami Aid Tracking Analyst successfully trained personnel in the tsunami affected countries during the course of his assignment, providing particularly intensive support to the needs of the BRR team in Aceh. The Analyst, Jock McKeon now works as Senior Financial Analyst with the World Bank in Aceh. The recent mission by the UNDP Regional Aid Coordination and Management Adviser and the UNDP Country Office programme manager for RAN resulted in agreement with the World Bank on a partnership between the Bank, BRR and UNDP whereby Jock McKeon will provide part-time support to the BRR Outreach Team in identifying discrepancies between RAN and World Bank data on financial flows and take steps to resolve them.


Key Activities

1. Capacity development of national aid coordination system 1.1. Aceh/Nias The inauguration of the new Governor for Aceh in February 2007 has given further impetus to the capacity building agenda. While the project will continue to support improvements in capacity within BRR, increasing emphasis will be given within the project to the transition of responsibilities and capacities from BRR to local government. This is a key component of the BRR transition plan, cognizant that BRR’s mandate is set to end in early 2009. The transition will require active outreach to relevant officials within the Governor’s Office and intensified collaboration with the provincial level offices of planning (Bapenas), statistics (BPS) and
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electronic data processing (BPDE). The project will seek to forge stronger collaboration with district level authorities through BRR’s new Program Integration and Regional Project Unit and in partnership with the UN Office of the Recovery Coordinator. Initial contacts were made with the Governor’s office, BPDE and Bappeda in the last quarter of 2006 and the first quarter of 2007. Four of the Outreach Team members trained under the project have been moved into the Program Integration and Regional Project Unit, and will bring valuable capacities to the new Unit including expertise in RAN related tasks such as donor relations, project proposal review, and project progress monitoring. The Unit seeks to support internal BRR coordination and BRR implemented projects – on-budget projects that are tasked to BRR Regional Offices and Sectoral Deputies. A staff member will be provided at the district/regional level to support better information management and coordination at the regional level. The resulting reduction in Outreach Team members under the Data and Information Center (Pusdatin) is being remedied through new recruitment initiated in late December, and which is expected to result in two additional Outreach Team members and two data analysts/reporting offices by the end of the first quarter of 2007. Sectoral Deputies and their staff have been trained in using RAN as well as the Microsoft Access Reporting Tool, which is accessible through BRR’s Intranet. The Access Reporting Tool is synchronised with the main RAN database every two weeks thereby enabling sector staff to produce a wide range of up-to-date reports. 1.2. Maldives Based on direct input and suggestions provided by the Aid Coordination Adviser the decisionmaking process for projects and for overall portfolio prioritisation and management (for domestically- as well as externally-funded investments) was revised, streamlined and approved by the President’s Office in late 2006. While the Technical/Thematic Working Groups have been formally agreed, institutionalisation requires formal endorsement from the President’s Office. The Project Appraisal Committee has requested further clarification in the relationship between the Technical/Thematic Working Groups, the Project Appraisal Committee, and the Aid Management Coordination Committee. A paper addressing this will be submitted to the Project Appraisal Committee during the second quarter of 2007, and onwards to the President’s Office. It is envisaged that the submission of project proposals will take place via the Technical/Thematic Working Groups, but this remains to be confirmed by the Project Appraisal Committee and the Aid Management Coordination Committee. Some ministries fear their decision making authority will be constrained by this reform, and this is requiring careful consultation. The Maldives Partnership Forum took place on 26 June 2006 and a follow-up matrix was finalized and implemented/used by the Government. A second MPF is tentatively scheduled for mid-May 2007. Currently debate is taking place on the MPF Agenda, but LDC graduation, environment and governance are likely to be included. A curriculum has been developed for training of civil servants to ensure long term sustainability of the aid coordination support being provided by UNDP and is currently being implemented. All DAD Maldives entries have been broken down by sector and sub-sectors. It is intended to include all Public Sector Investment Plan activities within DAD which will support alignment with the 7th National Development Plan. The Ministry of Planning and National Development and the Ministry of Finance and Treasury are currently reviewing the details of how the Public Sector 6

Investment Plan could be included within DAD Maldives. While such inclusion can greatly contribute to a more effective and efficient allocation of scarce development resources (both financial and human), it is possible that the Public Sector Investment Plan will be viewable only by Government, which would limit the contribution to enhanced transparency and accountability. 1.3. Sri Lanka Progress was achieved in building capacity for DAD Sri Lanka in three areas: Resources and Results Tracking Tool: The DAD has been successful as a tool for tracking tsunami-related financial resources. It is uniquely comprehensive in its coverage of nongovernmental tsunami-related external assistance and serves as a good complement to bilateral, multilateral, international financial institution and UN assistance coordinated by the Department of External Resources of the Finance Ministry. In addition, DAD Sri Lanka tracks a share of private sector tsunami assistance. However as a results tracking tool the DAD has only partly achieved its objective. RADA has concluded that the current output tracking and verification system needs further development during 2007. Firstly, verifiable indicators and the process of verification must be identified. Secondly, DAD Sri Lanka may require modifications to support this. Analytical Tool: Data from the DAD was used extensively in the preparation of various financial analyses for the Second Year Post-Tsunami Recovery Report prepared by RADA and the National Planning Department of the Ministry of Finance. DAD data has also been used in a range of analyses by the Government, development partners as well as the media. Monitoring Tool: the DAD has met these objectives only partially. In late 2005 and 2006, DAD Sri Lanka’s housing module successfully recorded and made easily accessible data on the progress of donor-driven (relocation) housing. The district engineers and the technical officers attached to the District Secretary’s office physically visited the sites and reported the progress of house reconstruction, and this information was incorporated into the DAD. Due to the closure of the THRU (Tsunami Housing Reconstruction Unit) offices in the districts, this could not be continued. RADA is currently requesting the help of the Capacity Development and Recovery Programme (CADREP) of UNDP to fill in the gap and maintain this publicly available information. The District Secretary requires a simple and efficient tool to monitor the tsunami recovery of all sectors to better coordination and aid effectiveness as well as provide accountability to intended beneficiaries. Improvements in output tracking and monitoring that RADA seeks to make have the potential to support this goal at the district level. DAD data quality is monitored through the Data Quality Score Card system. This is a Microsoft Access report linked to the data tables of DAD Sri Lanka. The Score Card system analyses whether each agency is providing data for the most critical fields for each project and scores them accordingly. The average Data Quality Score per agency is recorded in the Agency Monitoring Directory for easy reference and follow-up, helping the RADA team to target those agencies with a low score. These details are used proactively, to encourage organizations with low scores to improve their data. To improve the accuracy of this scorecard and thus the quality of data, it is currently being replaced by a manual check of the necessary data fields. The dissemination of information from DAD to decision-makers has been supported by improved reporting through the MS Access-based DAD Reporting Tool.

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1.4. Thailand The capacity development measures taken under the project have built sufficient capabilities within the Thailand International Development Cooperation Agency (TICA) to maintain DAD Thailand without international advisory support. DAD Thailand continues to be accessible through the website of the Royal Thai Ministry of Foreign Affairs. When required, technical assistance is provided by UNDP’s Regional Centre in Bangkok and UNDP’s contractor Synergy International Systems.

2. Establishing national web portals for easy access to aid coordination data 2.1. Aceh/Nias BRR official website,, has been restructured by the communications section of BRR in November/December 2006, and RAN database is linked to the website to promote easy public access. Direct access to RAN is available at: During the recent mission to Aceh, it was agreed with BRR’s Chief Information Officer that while provides a link to RAN, a further page is required which allows decision-makers and general users direct access to pre-prepared sectoral and geographical reports without having to enter the RAN database. This will be implemented in the second quarter of 2007. 2.2. Maldives The DAD database has been fully implemented and is accessible on-line. The Government would like to complement this with a web portal that contains pre-prepared reports, but faces an IT capacity constraint. It is hoped that this can be resolved during the second quarter of 2007. Direct access to DAD Maldives is available at: and general information at 2.3. Sri Lanka The RADA web portal obviates the need for a web designer by allowing editing of the sectoral pages independently by the relevant sectoral staff. The portal is directly integrated with the DAD, which allows all sectoral users to generate and view quick reports. These allow the portal visitors ready access to information. The portal also has archiving and discussion forum facilities allowing people around the world to get in touch and discuss various issues with the sectoral focal points. DAD Sri Lanka is accessible at and pre-prepared reports at: 2.4. Thailand With UNDP support, the Government has successfully established the DAD Thailand website and a web portal site with pre-prepared reports. DAD Thailand can be accessed at: and pre-prepared reports can be found at:


3. Regional analysis of tsunami assistance that includes sectoral distribution The four nationally-owned databases now track resources in excess of $7 billion, with details on over 2,500 individual projects (see Tables 1 and 2). Figure 1 shows the increase in information captured by the systems between November 2005 and March 2007.
Table 1: Volume of Assistance Tracked (US$m) Country Aceh-Nias Maldives Sri Lanka Thailand Regional # of Projects 1,315 86 929 228 2,558 Total Commitments 3,449 407 3,028 181 7,065 Total Disbursements 1,607 203 1,599 90 3,498 Total Expenditure 35 163 1,114 66 1,378

The data has in general increased significantly in its comprehensiveness, but differences remain among the four countries. The share of commitments that funding agencies have disbursed (directly or to their first level partners) varies from 53 per cent for Sri Lanka to 47 per cent for Indonesia (up from 41 per cent for Indonesia in the last quarter). The proportion of these disbursements that have subsequently been expended (or transferred to a second level partner) varies from 80 per cent for Maldives, to only 2 per cent in Aceh-Nias (Table 2).

Table 2: Rate at which funding is being disbursed or spent Country Aceh-Nias Maldives Sri Lanka Thailand Regional % of Commitments Disbursed 47 % 50 % 53 % 50 % 50 % % of Disbursements spent 2 % 80 % 70 % 73 % 39 % % of Commitments spent 1 % 40 % 37 % 36 % 20 %

These differences have two main causes: (i) real differences in the rate of fund usage across countries; (ii) lead authorities managing the databases have had different levels of success in capturing data from their partners. In the case of Aceh, BRR has focused on gathering nonfinancial data for project, and this is reflected in the very low expenditure figures in the RAN system. An additional Aid Coordination Adviser was recruited by BRR in September 2006, with UNDP support, to help to address this remaining challenge. However, this will take longer than hoped, due to departure of the Aid Coordination Adviser at the end of December 2006 on medical leave.
Figure 1: Total Commitments, Disbursements and Expenditure by Country

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4. Preparation of lessons learned from across all four countries Four papers have been prepared covering each of the tsunami-affected countries supported by the technical assistance project. Aceh: The Preliminary Findings and Recommendations on BRR Information Management provides a summary of the objectives of the Recovery Aceh-Nias Database and a clear set of recommendations relating to: transparency and accountability; decision-making and coordination of aid; and project and program monitoring (attached). Maldives: Preliminary lessons learned focus on the role of aid coordination in attempting to promote a shift away from supply-led aid provision to nationally-driven demand-led aid management (attached). This will be supplemented by additional analysis during the course of 2007. Sri Lanka: The Good Practice Note: Sri Lanka Tsunami Aid Coordination Tools was prepared by the Sri Lanka team and is attached as an annex to this report. The paper provides an overview of coordination challenges, use of DAD as the main tool for information management, DAD data quality assurance and the score card system, the DAD reporting tool, and measures for improved district planning and coordination. Thailand: The 18 Month Report on Recovery and Lessons Learned on the Deployment of the Development Assistance Database (DAD Thailand) provides a detailed analysis of the international assistance provided and tracked by DAD Thailand as well as lessons learned from the deployment of the DAD in Thailand (attached). Lessons learned included the importance of rapid deployment, better testing of tracking software in advance of the emergency requirement, providing IT specialist support as part of a package of support, better integration of aid tracking software with aid coordination processes and obtaining commitment from government at the start to track domestic as well as international assistance.

5. Adaptation of database to integrate budget and non-tsunami assistance 5.1. Aceh/Nias BRR requested in mid-2006 that the RAN be adapted to be able to record On-Budget as well as externally financed Off-Budget projects. This was completed, however BRR’s requirements evolved and thus BRR decided to commission a dedicated On-Budget software package to provide detailed project management capabilities that, if built into RAN, would render it excessively complex. This dedicated On-Budget monitoring database is expected to be fully operation during the second quarter of 2007. This database will record all On-Budget projects, including ADB-financed projects. BRR plans to put into place a process for periodically “harvesting” the On-Budget data fields that also exist in the RAN so that the RAN can provide a tool for transparency and coordination for all projects – both On- and Off-Budget. Subject to any technical challenges, the objective is that this will be an automated process, avoiding any need for data re-entry. BRR has agreed that RAN should serve the needs of non-tsunami as well as tsunami-affected districts, since the development needs of non-tsunami districts are, in some cases, as urgent as those of districts directly affected by the tsunami. The RAN thus has a marker built in that enables all projects to be tracked yet differentiated.


5.2. Maldives Adapting DAD Maldives to cover both on-budget as well as off-budget assistance is under active discussion.

6. Dissemination of outputs through country, regional and global mechanisms 6.1. Aceh/Nias Dissemination channels of RAN information currently include: Website BRR Intranet (Access reporting tool) Sector working groups (hard-copies to sector deputies) BRR Operation Centre Drop-in centre Ad-hoc requests via email to outreach team An important current and future mechanism by which RAN data is disseminated for decisionmakers and other users is through the Tsunami Recovery Impact Assessment and Monitoring System (TRIAMS). RAN data was used as a source in the Tsunami Recovery Indicators Package report circulated at the end of February/early March 2007, and which is an input to the TRIAMS initiative. A partnership is in place between BRR, UNDP and the UN Information and Analysis Section of the UN Office of the Recovery Coordinator to ensure that RAN data is used and disseminated where relevant by the UN Information and Analysis Section. BRR regional offices will be supported by RAN outreach team with relevant reports, and they will become additional and more important information access points for stakeholders at district level. 6.2. Maldives Dissemination channels are primarily through the main DAD website and through the provision of report hard copies on request. Discussions are taking place between the ministries of finance and foreign affairs on systematizing a mechanism for distribution of reports from the DAD to atolls and islands with limited internet access. In addition to this the Department of External Resources under the Ministry of Foreign Affairs is currently revamping their website and a major aspect of this will be improved monitoring and reporting utilizing information from the DAD. 6.3. Sri Lanka Dissemination channels of DAD Sri Lanka information currently include: Website Sector and district reports, hard copies and CD ROMs disseminated nationally and regionally Real time reports available on the website DAD data being used as the primary data for the 24 month joint tsunami report by the government and geographical partners DAD is available on a CD ROM for off line distribution Data analysis is used by the Centre for Non Governmental Sector of the Ministry of Finance, Ministry of Social Welfare and RADA for INGO/NOG coordination 6.4. Thailand

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Information from DAD Thailand is made available through the two Government websites. All information in DAD and on the TICA portal can be accessed by all via the internet, no restriction on information in the DAD exists and no passwords are required.

7. Major Project Milestones for 4 Countries Key:
Colour coding of progress provided for reporting period that falls due at current time (Report 1 and Mid-Term Report) Not completed / Not yet due Partially completed Fully completed
Report 1 Mid Term Report Report 3 Report 4






Indonesia I1. RAN adapted to include On-Budget as well as OffBudget projects Status: Both On- and Off-Budget project functions have been developed and integrated into one database enabling data analysis for both government and donor resources. About 5,000 On-Budget projects are entered into the RAN but currently only for BRR internal purposes. Housing sector projects are on an exceptional basis open to public for the purpose of combined analysis of housing construction progress. BRR has, however, implemented a dedicated On-Budget database, and by the end of Quarter 2, the goal is that RAN will populated by a regular synchronisation between the On-Budget database and RAN. I2. Outreach programme to partners: enhancing usability, functioning and reliability of RAN data Status: Supported by Aid Coordination Advisor and under the supervision of the Operations Center Manager, an outreach team of 6 persons was provided with one-to-one mentoring on donor/NGO relations for data collection and on RAN data-entry, covering both on- and off-line data entry. A drop-by center was established and supported visiting partners. Reports by sector and districts have been produced and disseminated to partners. This outreach programme will need to be sustained and extended during 2007. I3. Off-Line Data Entry deployed to all requesting implementing partners Status: Off-line data entry for both on-and off-budget projects were developed and tested with some selected partners to further improve the functionalities and user-friendliness, and distributed to all implementing partners in late 2006. An enhanced version was introduced to all stakeholders since Dec. 2006. I4. Strategic action plan in place: BRR & Information & Analysis Service collaboration on analysis Status: Aid Coordination Advisor reviewed the RAN and other BRR data / information management practices (both existing and in plan) and developed recommendations to avoid duplication and maximise the value added from each system. Coordination was promoted through various working group meetings. The Aid Coordination Advisor also provided feedback and inputs into UN Information Analysis Service activities including the Camat Reporting System development. Agreement was reached with the UN Recovery Coordinator in February 2007 for closer collaboration during 2007, including a staff secondment. I5. BRR Staff beyond Operations Center trained on RAN & broader aid and budget management Status: BRR staff from sectoral sections were trained and mentored in the use of RAN. Training in the Microsoft Access reporting tool was conducted for sectoral staff. Outreach Team members supported sectoral staff in producing customized reports from RAN for analytical work. Responsibility for On-Budget assistance has been transferred outside the Pusdatin Data and Information Centre, and thus dedicated


budget management training is provided outside of this technical assistance project. I6. Reporting tool established for Regional BRR offices, training of Regional Office staff Status: The structure and organization of the BRR regional offices has been in development during the late 2006 and a few offices were established. One pilot office was supported by one BRR officer from Operations Center in the use of RAN and other information and data related activities. Support mechanisms for BRR’s regional offices will be developed in during 2007. I7. Lessons learned prepared Status: Lessons learned prepared. I8. INTOSAI supported in preparation of methodology for Audit of Disaster Management Status: INTOSAI initiated pilot study for employing GIS component for tsunami aid, which would be implemented in Indonesia. Coordination for the pilot study team visit began in January. Study to be conducted in 2007. I9. Training workshop held for BPDE/BPS and Bappeda on using RAN data as a decision-supporting tool Status: To be planned in coordination with BRR and other stakeholders in the third and fourth reporting periods. Maldives M1. Action Plan prepared following Maldives Partnership Forum of June 2006 Status: Matrix for follow-up drafted and discussed at steering committee level with all stakeholders (Ministries of Planning, Finance, Foreign Affairs and Trade with UNDP, ADB, WB and IFRC). Currently being approved by ministries at minister level. Follow-up matrix has been finalized and approved and is regarded as an internal working document for the Government. It follows the principles of the Maldives Partnership Forum i.e. the underlying thinking that development and progress is a joint responsibility and hence partnerships are needed. Furthermore, it stresses the issues of dialogue more than monetary resources as the Government, aware of the possibility of Maldives graduation from LDC status to MIC status. A focus on development assistance in the form of grants is therefore slowly evolving into a more pro-active approach where the Government will look at the need to further diversify the economy to secure a broader revenue base from domestic sources. In building this revenue base the primary support means is most likely loans – either via development banks or commercial loans. The action plan is also reflected through the commitment to hold Maldives Partnership Forum II. M2. Lessons learned prepared Status: Preliminary paper prepared covering promotion of shift from supply-led to demand-led models of aid management. M3. Enhanced reporting tool in place to support decisionmaking and dissemination to partners Status: Decision making process amended fully in line with the suggestions made by UNDP and agreed upon by the Presidents Office. M4. Outer atolls and islands with limited internet availability benefit from better information sharing Status: Discussions ongoing with Ministry of Atolls Development utilizing distribution mechanisms of this ministry. Newsletter, SMS alerts and posters being discussed as options for information sharing. Initially a broad information dissemination campaign was planned for under the Ministry of Atolls Development. It has subsequently been decided that a printed newsletter will be developed and distributed by the Ministry of Foreign Affairs under the Department of External Resources. M5. Capital budget introduced to DAD contributing to greater transparency Status: Public Sector Investment Programme projects to be included in DAD (broadly corresponds to capital budget) to support better coordination and allocation of resources. However, current thinking in Government is that PSIP data will be viewable only by Government, and thus the focus will be on greater efficiency with only limited gains in terms of transparency and accountability. M6. DAD shifted from tsunami focus & adapted for long term devt requirements including all grants & loans

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Status: This was decided in principle at meeting of 10 October 2006 between Ministries of Planning, Finance and Foreign Affairs. Letter to be sent to all development partners (UN, IFI and bilateral partners) requesting non-tsunami project activities be entered into DAD. M7. Thematic working groups established to support the development of the 7th National Development Plan Status: Decision in principle has been taking , TORs have been finalized but TWG’s are yet to be implemented as the 7th National Development Plan upon which the TWG rely on is still being finalised. TWGs awaiting final approval from President’s Office. Sri Lanka S1. Analysis of housing data prepared integrating donor and owner led housing programmes Status: A back-end tool to integrate the owner driven data with the donor driven data was developed. However the planned link has not been put into place, as it is contingent on a decision by Government on the institutional mechanism by which donor-driven housing data will be updated – the engineers that previously provided the data are no longer in employment, though options are being examined in case UNDP can provide support for this under another project. (Background: The post-Tsunami permanent housing programme has two components: donor-driven housing and owner-driven housing. The owner-driven housing programme involves cash instalments transferred to house owners through the banking system, allowing them to repair/rehabilitate their damaged houses. The donor-driven housing programme involves construction of new houses in locations outside the buffer zone and is implemented by a wide range of development partners. All of these organisations have signed agreements with RADA for the houses they construct and RADA District Engineers used to report on the progress for each project on all construction sites. Both the agreement details and the progress reports are available in the DAD donor-driven housing module. This module has now been temporarily disconnected as the district engineers are no longer in employment and thus there is no one to provide up-to-date progress information.) S2. Outreach and integration of RADA information services with district government Status: In consultation with the district secretaries, DAD district and sectoral reports were prepared. These reports have been disseminated both at the national and district level. An introductory session on the DAD and the district reports were held for the District Secretaries from all tsunami-affected districts and feedback received at this meeting was incorporated into the next set of reports. However, only the Jaffna District Secretary currently uses these reports to monitor outputs entered into the DAD by the development partners themselves. Further progress is expected once RADA has completed its analysis of how the DAD’s output monitoring mechanism can be reinforced. S3. Lessons learned prepared Status: A Good Practice Note has been prepared identifying best practices and information management tools developed through the utilization of the DAD system in Sri Lanka. S4. DAD Sri Lanka adapted to include conflict-related as well as Tsunami projects Status: A marker flag will be introduced into DAD Sri Lanka in the second quarter, along with appropriate guidance to development partners on how to use the marker to differentiate between tsunami and conflict-related projects. S5. DAD integrated with Ministry of Finance resource and results information management systems Status: With the endorsement of the Integrated Information Initiative, agreement has been reached to field a consultant to provide practical recommendations on how to integrate DAD with the Ministry of Finance (ERD database) and other related systems (Ministry of Plan Implementation, Ministry of Nation Building). Furthermore, it is intended that a replacement DAD Aid Coordination Consultant will have a broader terms of reference that will involve sharing time with RADA and the other ministries in order to facilitate the integration. Thailand T1. 18 month analysis of use of tsunami resources prepared and distributed Status: 18 month analysis prepared in December 2007.


T2. Lessons learned prepared Status: .Thai lessons learned have been incorporated into the 18 month report. T3. Review of DAD and other databases for use of recording Thai ODA Status: Process has started with the visit to the OECD DAC and other emerging donors and will continue during 2007. T4. OECD DAC and emerging donor lessons learned on tracking Thailand ODA resources & results Status: .Mission to the OECD DAC and two emerging donors took place in September 2006 and a report prepared. Work with OECD and emerging donors will continue into 2007


Major Reports Other Than Quarterly Reports
1. 2. 3. 4. Regional Database Adviser Mission Report to Banda Aceh, Indonesia, and Regional DAD Report . Minutes of the Recovery Aceh-Nias Sub-Group recommendations for enhancing the RAN database. Meeting covering

Aceh: The Preliminary Findings and Recommendations on BRR Information Management Maldives: Preliminary lessons learned focus on the role of aid coordination in attempting to promote a shift away from supply-led aid provision to nationallydriven demand-led aid management Sri Lanka: The Good Practice Note: Sri Lanka Tsunami Aid Coordination Tools Thailand: The 18 Month Report on Recovery and Lessons Learned on the Deployment of the Development Assistance Database (DAD Thailand)

5. 6.


Utilization of Funds

Upon receipt of funds from ADB into UNDP’s account, the necessary steps were taken to ensure these funds were made available for country and regional level work taking into account the budget line allocations contained in the Technical Assistance document. In December 2007, UNDP was able to allocate additional resources to the project, which covered some costs originally paid from ADB resources during August-October 2006 period, and which resulted in a downwards revision of the statement of expenditure from the first quarter from $44,813 to $33,097. Expenditure for the second quarter (November 2006-January 2007) totals $64,408. The expenditures are concentrated in the Indonesia programme, where several milestones in the contract with the DAD database contractor were met. For Maldives, its full allocation of $26,240 out of the first tranche of ADB funds was expended during the August to October period, and thus future expenditure in Maldives is contingent on the release to UNDP of the second tranche of ADB financing. For Sri Lanka, the first allocation to Sri Lanka will be made out of the second tranche of ADB assistance. Expenditures are projected rise significantly during the Quarter covering February-April 2007. The Statement of Expenditures and Project Financial Status are both attached.

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Major Issues/Problems

1. Aceh 1.1. Progress and major issues The first quarter report highlighted that “The operational management of RAN lacks focus on priorities, data quality assurance, stringent project team management, userorientation, design and dissemination of useful information products”. It recommended a more strategic approach to management and a restructuring of the team to ensure “structure follows strategy”. Since then, BRR has completed significant restructuring, and the Chief Information Officer, Eddie Darajat, is now overall responsible for the management of RAN, among other responsibilities. The first quarter report recommended that the reporting burden be reduced from quarterly to monthly, and this has been agreed by the Chief Information Officer and the Chief Operating Officer. The recommendation that a more flexible approach be taken which involves ‘disentangling’ accurate project tracking from project approval has also been accepted by BRR. The international Adviser appointed in October 2006 was not able to continue in post beyond December 2006 due to medical reasons. While the team is well motivated and has good data gathering skills, a replacement is required urgently to help resolve remaining data accuracy issues and to help BRR develop and implement a transition strategy that will ensure local government is increasingly empowered to use the RAN. Agreements reached with BRR management to gather data quarterly and to enable project tracking to proceed even if projects have not been formally approved, need to be put into practice in the coming quarter. A dedicated web page needs to be developed to enable decision-makers and users to access pre-prepared RAN reports more easily, and without having to enter the RAN database itself. 1.2. Proposed actions to BRR senior management Finalise terms of reference for replacement adviser and initiate recruitment. Follow-up with BRR team and provide support through missions to support the translation agreed principles into actions. Ensure data burden is reduced by shift to quarterly reporting.

2. Maldives 2.1. Progress and major issues The over reliance on international consultants has to a large extent been addressed by the hiring of several new staff members in both Ministry of Finance and Treasury as well as Ministry of Foreign Affairs, Department of External Resources. A curriculum in building much needed capacity has been prepared and is currently being implemented. Discussions are currently underway in Maldives about the possibility of building on DAD Maldives achievements, and harnessing them through utilising an Aid Management 16

Platform (AMP) database provided by the Development Gateway Foundation. Further analysis is required to assess whether AMP can provide the same functionalities as DAD but at a reduced capital and recurrent costs. 2.2. Proposed actions Conduct analysis of AMP technology and cost implications of shifting from one system to ascertain if AMP can enable the Government of Maldives to track Public Sector Investment Programmes with AMP at lower cost than adding an additional module to DAD.

3. Sri Lanka 3.1. Progress and major issues The uncertainty over RADA’s future continues to be a major concern. The proposed bill to make RADA into a statutory government authority was not submitted as envisaged and the initial expectations that RADA’s mandate would be enlarged now appears very unlikely. However with the recent cabinet reshuffle, RADA has been placed under the overall purview of the Ministry of Nation Building and Development which has the mandate of coordinating all conflict-related development projects. The challenge of ensuring quality control, training existing and new officers in broader dimensions of aid management, and the urgent outreach to district level, has been compounded by the inability to hire a new Aid Coordination Consultant to date, as final approval of the terms of reference is yet to be received from RADA senior management. The security situation and the outbreak of violence has had an impact on DAD, with most of the tsunami projects in the conflict affected areas becoming stagnant. As a result, partners are increasingly having to focus on relief measures a the expense of tsunami recovery. 3.2. Proposed actions Following the placement of RADA under the purview of the Ministry of Nation Building and Development, the Ministry has indicated to RADA its willingness to utilize the DAD to capture information on conflict-related development projects. UNDP in consultation with RADA plans to expedite the recruitment of a new aid coordination consultant as well augmenting the current local capacity at RADA. As a prioritized area, UNDP plans to support DAD utilization at the district level, if possible through the District Informatics Centre. The collaboration with UNDP’s Capacity Development for Recovery Programme (CADREP) in supporting better utilization of DAD data at district level has already produced some results, but needs to be further strengthened and promoted. CADREP has dedicated staff at district level to support the utilization of DAD reports, CD-ROM installation and training for using the report in relation to coordination. In the second phase of the DAD project (which benefits from Norwegian funds for capacity development of aid coordination), UNDP aims to address the above issues and key areas listed below: Strengthening and Consolidation of DAD functionalities: The project will seek to strengthen DAD functionality and consolidate reporting capabilities to enhance its use among decision making authorities.

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The project will support Ministry of Social Welfare with customization and training for utilization of the DAD Organisation Profile Module, in which the NGO Secretariat will store and manage data on all registered NGOs. Sustainability: The quest to increase harmonization of aid coordination places increased expectations on DAD Sri Lanka. The project seeks to build increased flexibility into the DAD by providing training in the intermediate programming language underpinning DAD to enable changes in DAD to be made if required. Integration with larger Aid Coordination role: While the project seeks to strengthen the aid coordination environment in general, it will also foster greater coordination among the various information systems in operation in order to further better aid management. The project will work alongside the Tsunami Recovery Impact Assessment & Monitoring System (TRIAMS), a regional initiative to monitor recovery activities and information sharing. The project will, as part of the process of facilitating data sharing between systems, support the formulation of data standards for shared project data, and propose adherence with the support from the Integrated Information Initiative of the CADREP project.


4. Thailand Full responsibility for DAD Thailand has successfully been assumed by Thailand International Development Cooperation Agency.


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