Implementation Review Workshop
Communique
The Implementation Review Workshop was held at Kini Guest Inn, Akwanga, between March 13 and 16, 2011.
The opening ceremony was chaired by Dr. Bukar Tijani, the National Coordinator for National Programme for Agriculture and Food Security (NPAFS) who was ably represented by Mallam Sabiu Auwal (The National Operation Officer). The address of welcome was delivered by the Hon. State Commissioner of Agriculture of Nassarawa State, represented by the Programme Manager (PM) of Nasarawa State Agricultural Development Programme (ADP) Mr. J. Naphthali Dachor, who also declared the workshop open.
Other dignitaries present were PM Ondo State ADP, Mr. S.I. Olabode, PM Ekiti State ADP Mr. Olusegun Fadare and PM Ogun State ADP Mr. I.O. Phillips. Also present were the National Accountant Mrs. G.O. Usman, the Procurement Officer Mr. A.A. Adeoye, the Desk Officers, Monitoring and Evaluation Officers, and NERICA Project Accountants from the six participating States, representatives of National Cereal Research Institute, Farmers representatives from the six participating States with the exception of those from Ekiti that was absent. Others were the staff of Multinational NERICA Rice Dissemination, and representatives of print and electronic media were all in attendance, with total number of participants being about seventy. However, the PMs of Taraba and Kaduna ADPs were unavoidably absent at the meeting.
The vote of thanks was said by National Project Coordinator of MNRDP, Dr. L S Daura.
The National Operation Office, Dr. A.O. Adejobi highlighted the workshop agenda to include brief on the past activities of the project, presentation of annual reports by the Project Implementation Units, breaking into three different syndicate groups for discussion and trashing of cogent issues. The three groups were
a) Group One: Members included Programme Managers, Desk Officers and Farmers representatives. It was coordinated by Dr. A.O. Adejobi.
The agenda were:
i) How best to utilize to the Rice Mill that were to be supplied to states, and its sustainability.
ii) Issues involving the NERICA revolving fund account.
iii) The usage of NERICA Project vehicles at the State level.
iv) The relationship between the Desk office and the farmers.
v) Upgrading of NERICA rural feeder roads
vi) Any other business that can move the project forward.
b) Group two: Members were comprised of Monitoring & Evaluation Officers, and
was coordinated by Dr Mrs Ojeiomoh of NCRI.
The agenda were:
i) Effective functioning of the M&E
ii) Peculiar constraints
iii) Submission of report
iv) Training of M&E Officers
v) Studies
vi) Quick response to issues by M&E Officers
vii) Line of Communication
c) Group three: Members included the Accountants/ Procurement Officers. The group was coordinated by Mrs. G.O. Usman.
The agenda were:
i) Delay in submission of SOEs
ii) Direct payment to third party
iii) Accounting soft ware
iv) Fixed asset register
This was closely followed by presentation of the annual reports of Multinational NERICA Rice Dissemination Project, the six ADPs and NCRI. Absent was National Agricultural Seeds Council (NASC).
After each presentation the reports were thoroughly discussed and below were the observations and reactions
Observations
1) The workshop was attended by all stakeholders and the programme was well organized and articulated.
2) It was remarked that the project was able to improve on his draw-down from 20% at Midterm Review to 85% presently.
3) It was also reported that the concept note for the phase 2 of NERICA Project has been submitted by NPAFS to African Development Bank for its approval.
4) On the IFAD stop gap loan it was reported that all the necessary documents have been submitted to the appropriate channel. Approval is being awaited for subsequent implementation by MNRDP Abuja.
5) It was pointed out to MNRDP that overall achievement should have been highlighted instead of lumping up so many things under the guise of just saying it was on course.
6) Challenges/constraints to the implementation of the project should have been highlighted as foot note to clear all forms of doubts or misconceptions.
7) The target set vis-a-vis the achievement at the inception of the project was also observed to be too high. There is need therefore, to set feasible and achievable targets in future Programmes.
8) It was suggested that for the second phase of NERICA rice Project, cue could be taken from RTEP where the issue of value addition was properly integrated to address glut problem.
9) It was also observed that the issue of manpower that will enhance smooth implementation of the project was to be given all the attention it deserves at the National Project Headquarters. This was against the back drop of back log of activities that are suffering at the procurement unit due to shortage of adequate manpower.
10) The NPC MNRDP (Dr L.S. Daura) displayed the plaque of the award given to him by the Northern Students Congress to the participants and he dedicated it to the team.
11) Report preparation was resolved to be solely the responsibilities of the M&E Officers. Hence it was directed that a training programme be organized for them to sharpen their skill in this regard by MNRDP.
12) It was also observed that activities that would benefit the farmers directly should be intensified upon. This includes organizing field days, training of farmers on new technology and conduct of inter-country tours.
13) The Desk office (NERICA Official) and farmers should see themselves as partners in progress.
14) Farmers in some states – (Kaduna & Ondo) complained of not been carried along in the implementation of NERICA activities particularly as regards to:
(i) Information Dissemination
(ii) Distribution of Farm Inputs (fertilizers & Agro Chemicals).
(iii) Carting of rice seed not carried out and the once done not paid for.
(iv) No information on opening of revolving account
(v) Training – Some of the Officers satisfied their friends at expense of farmers.
14) Functions, roles, schedule of each unit (Desk Office, Monitoring & Evaluation, and Accountant) should be spelt out to avoid overlapping of function.
15) National office to copy the M & E Officer on information sent to Desk Officer.
16) Inability to access fund meant for M & E activities of monitoring, studies, report.
17) National office should ensure that fund allocated for M & E activities are released to M & E.
18) M & E should be involved in the Work plan & budget and subsequent fund allocation meetings.
19) Submission of Report
a. States should follow the National format for reporting
b. Should be timely in submission of reports
c. Yield in report should reflect output
d. Figures should be consistence.
20) Ogun NERICA has a blog where activities are posted, all states should try to emulate
B) Resolutions:
1) It was resolved that any challenge(s) the MNRDP may be facing in getting adequate response from the bank could be discussed with NPAFS who will in turn take such issues with the bank. Also applied to the supply of necessary manpower.
2) That the mill will be run on Public-Private Participation (PPP) arrangement under the supervision of Desk Office (ADP) & the National Office of MNRDP.
3) MOU will be signed between the beneficiary, NERICA Apex body & Desk Office of ADPs.
4) Emphasis will be on processing of NERICA rice before other varieties
5) Repayment made on Rice Mill should be paid into the famers’ sustainability account.
• A Committee was saddled to draft the MOU for the release & running of the Rice Mills. Attached to the communiqué is the draft of the MOU.
6) The Account was to serve as a sustainability fund for the project implementation, and to be managed by NERICA rice farmer’s apex group under the watchful eyes of the Desk Office of the ADP.
7) The farmers were asked to form themselves into an apex body in order to manage the fund in the account. Sequel to this it was jointly agreed the account be named as NERICA Apex Farmer’s Supporting Account for those that are yet to open, while those that had already opened should maintain the name the account had been opened with.
8) A letter for the opening of the account is to be issued by the National Office to Desk Office for compliance by NERICA Rice farmers apex groups.
• A Committee on the principles guiding the spending of the fund was also set-up and the details of their recommendation have been submitted to the National office directly.
9) The National Office was asked to write a letter of appeal to PMs in order to check the abuse of Project vehicles by political office holders.
10) Desk Offices are to be having regular meeting with farmers and other stakeholders in order to bridge the communication gap.
11) All issues relating to states should first be trashed at State level before bringing such to the
National Office.
12) The PM’s should take serious interest in what happen at various Desk Offices.
13) There should be mutual love/cordial relationship among stakeholders.
14) The National Office should fast-track activities on feeder roads rehabilitation and procurement of farm machineries and other equipments.
15) PM & Desk Officer to vet report from M & E and submit as at when due to avoid delay
16) The M&E Officers are not expected at the Budget review and disbursement meeting. Any input they have is to be discussed and articulated at the Desk office with the DOs and Accountants.
17) The Desk and M & E Officers are overdue for international training, just as the PMs and accountants were trained. The Procurement office was asked to put the necessary machinery into motion for the activity.
18) Studies: The following under listed studies were agreed to be conducted before ICR which is expected to serve basis for the Phase II,
They are:
- Consumption Pattern
- Acceptability
- Adoption ratio
- Comparative analysis with other rice varieties
- Impact assessment of NERICA on farmers’ groups
- Post harvest handling
Now that the project is at its terminal stage. These studies should be facilitated by inclusion in the 2011 work plan & Budget, with timeline set, by seeking no objection from the Bank.
19) National office should own a website that will incorporate all states.
20) Submission of outstanding SOEs:- It was agreed upon that all States with outstanding SOEs should submit latest by 1st of April, 2011.
21) Direct payment to third parties by the National office: The group agreed that after the engineers have certified the various jobs at the State level, the Accountant and the internal auditor should be included to equally certify all jobs carried out by contractors at State level before request for payment could be made to the National office for all direct payments.
22) Accounting Software: The group also resolved that the delay in the giving no objection for the procurement of Accounting Software and subsequent training of accounting staff on the package should be removed, because of the importance of the accounting package to the project, the group is suggesting that the National Office should source fund from counterpart/FGN fund to finance this activity.
23) All states were directed to submit the list of fixed Asset register purchased as at 31st December, 2010 to the National office on or before 31st March, 2011 for collation at National Office.
24) Payment of tax on contract/purchases of goods and services: It was resolved that all contract document passed out for approval should reflect that the contract sum is tax free at the Expression of Interest stage. (EOI). As a follow on to this, the National Office was asked to issue a letter to the Desk Officer to serve as supportive document in this respect.
The team wished to express her gratitude to the management of Kini Guest Inn, for the hospitality and accommodation. Also the appreciation is extended to Nassarawa Broadcasting Service for the broadcast of the meeting. Lastly and not the least the gratitude is extended to the management and staff of Nassarawa ADP for the logistics and to NPAFS and AfDB for their support too.
Thank you.
Osiyoye O.A.
On behalf of all participants
Communique
The Implementation Review Workshop was held at Kini Guest Inn, Akwanga, between March 13 and 16, 2011.
The opening ceremony was chaired by Dr. Bukar Tijani, the National Coordinator for National Programme for Agriculture and Food Security (NPAFS) who was ably represented by Mallam Sabiu Auwal (The National Operation Officer). The address of welcome was delivered by the Hon. State Commissioner of Agriculture of Nassarawa State, represented by the Programme Manager (PM) of Nasarawa State Agricultural Development Programme (ADP) Mr. J. Naphthali Dachor, who also declared the workshop open.
Other dignitaries present were PM Ondo State ADP, Mr. S.I. Olabode, PM Ekiti State ADP Mr. Olusegun Fadare and PM Ogun State ADP Mr. I.O. Phillips. Also present were the National Accountant Mrs. G.O. Usman, the Procurement Officer Mr. A.A. Adeoye, the Desk Officers, Monitoring and Evaluation Officers, and NERICA Project Accountants from the six participating States, representatives of National Cereal Research Institute, Farmers representatives from the six participating States with the exception of those from Ekiti that was absent. Others were the staff of Multinational NERICA Rice Dissemination, and representatives of print and electronic media were all in attendance, with total number of participants being about seventy. However, the PMs of Taraba and Kaduna ADPs were unavoidably absent at the meeting.
The vote of thanks was said by National Project Coordinator of MNRDP, Dr. L S Daura.
The National Operation Office, Dr. A.O. Adejobi highlighted the workshop agenda to include brief on the past activities of the project, presentation of annual reports by the Project Implementation Units, breaking into three different syndicate groups for discussion and trashing of cogent issues. The three groups were
a) Group One: Members included Programme Managers, Desk Officers and Farmers representatives. It was coordinated by Dr. A.O. Adejobi.
The agenda were:
i) How best to utilize to the Rice Mill that were to be supplied to states, and its sustainability.
ii) Issues involving the NERICA revolving fund account.
iii) The usage of NERICA Project vehicles at the State level.
iv) The relationship between the Desk office and the farmers.
v) Upgrading of NERICA rural feeder roads
vi) Any other business that can move the project forward.
b) Group two: Members were comprised of Monitoring & Evaluation Officers, and
was coordinated by Dr Mrs Ojeiomoh of NCRI.
The agenda were:
i) Effective functioning of the M&E
ii) Peculiar constraints
iii) Submission of report
iv) Training of M&E Officers
v) Studies
vi) Quick response to issues by M&E Officers
vii) Line of Communication
c) Group three: Members included the Accountants/ Procurement Officers. The group was coordinated by Mrs. G.O. Usman.
The agenda were:
i) Delay in submission of SOEs
ii) Direct payment to third party
iii) Accounting soft ware
iv) Fixed asset register
This was closely followed by presentation of the annual reports of Multinational NERICA Rice Dissemination Project, the six ADPs and NCRI. Absent was National Agricultural Seeds Council (NASC).
After each presentation the reports were thoroughly discussed and below were the observations and reactions
Observations
1) The workshop was attended by all stakeholders and the programme was well organized and articulated.
2) It was remarked that the project was able to improve on his draw-down from 20% at Midterm Review to 85% presently.
3) It was also reported that the concept note for the phase 2 of NERICA Project has been submitted by NPAFS to African Development Bank for its approval.
4) On the IFAD stop gap loan it was reported that all the necessary documents have been submitted to the appropriate channel. Approval is being awaited for subsequent implementation by MNRDP Abuja.
5) It was pointed out to MNRDP that overall achievement should have been highlighted instead of lumping up so many things under the guise of just saying it was on course.
6) Challenges/constraints to the implementation of the project should have been highlighted as foot note to clear all forms of doubts or misconceptions.
7) The target set vis-a-vis the achievement at the inception of the project was also observed to be too high. There is need therefore, to set feasible and achievable targets in future Programmes.
8) It was suggested that for the second phase of NERICA rice Project, cue could be taken from RTEP where the issue of value addition was properly integrated to address glut problem.
9) It was also observed that the issue of manpower that will enhance smooth implementation of the project was to be given all the attention it deserves at the National Project Headquarters. This was against the back drop of back log of activities that are suffering at the procurement unit due to shortage of adequate manpower.
10) The NPC MNRDP (Dr L.S. Daura) displayed the plaque of the award given to him by the Northern Students Congress to the participants and he dedicated it to the team.
11) Report preparation was resolved to be solely the responsibilities of the M&E Officers. Hence it was directed that a training programme be organized for them to sharpen their skill in this regard by MNRDP.
12) It was also observed that activities that would benefit the farmers directly should be intensified upon. This includes organizing field days, training of farmers on new technology and conduct of inter-country tours.
13) The Desk office (NERICA Official) and farmers should see themselves as partners in progress.
14) Farmers in some states – (Kaduna & Ondo) complained of not been carried along in the implementation of NERICA activities particularly as regards to:
(i) Information Dissemination
(ii) Distribution of Farm Inputs (fertilizers & Agro Chemicals).
(iii) Carting of rice seed not carried out and the once done not paid for.
(iv) No information on opening of revolving account
(v) Training – Some of the Officers satisfied their friends at expense of farmers.
14) Functions, roles, schedule of each unit (Desk Office, Monitoring & Evaluation, and Accountant) should be spelt out to avoid overlapping of function.
15) National office to copy the M & E Officer on information sent to Desk Officer.
16) Inability to access fund meant for M & E activities of monitoring, studies, report.
17) National office should ensure that fund allocated for M & E activities are released to M & E.
18) M & E should be involved in the Work plan & budget and subsequent fund allocation meetings.
19) Submission of Report
a. States should follow the National format for reporting
b. Should be timely in submission of reports
c. Yield in report should reflect output
d. Figures should be consistence.
20) Ogun NERICA has a blog where activities are posted, all states should try to emulate
B) Resolutions:
1) It was resolved that any challenge(s) the MNRDP may be facing in getting adequate response from the bank could be discussed with NPAFS who will in turn take such issues with the bank. Also applied to the supply of necessary manpower.
2) That the mill will be run on Public-Private Participation (PPP) arrangement under the supervision of Desk Office (ADP) & the National Office of MNRDP.
3) MOU will be signed between the beneficiary, NERICA Apex body & Desk Office of ADPs.
4) Emphasis will be on processing of NERICA rice before other varieties
5) Repayment made on Rice Mill should be paid into the famers’ sustainability account.
• A Committee was saddled to draft the MOU for the release & running of the Rice Mills. Attached to the communiqué is the draft of the MOU.
6) The Account was to serve as a sustainability fund for the project implementation, and to be managed by NERICA rice farmer’s apex group under the watchful eyes of the Desk Office of the ADP.
7) The farmers were asked to form themselves into an apex body in order to manage the fund in the account. Sequel to this it was jointly agreed the account be named as NERICA Apex Farmer’s Supporting Account for those that are yet to open, while those that had already opened should maintain the name the account had been opened with.
8) A letter for the opening of the account is to be issued by the National Office to Desk Office for compliance by NERICA Rice farmers apex groups.
• A Committee on the principles guiding the spending of the fund was also set-up and the details of their recommendation have been submitted to the National office directly.
9) The National Office was asked to write a letter of appeal to PMs in order to check the abuse of Project vehicles by political office holders.
10) Desk Offices are to be having regular meeting with farmers and other stakeholders in order to bridge the communication gap.
11) All issues relating to states should first be trashed at State level before bringing such to the
National Office.
12) The PM’s should take serious interest in what happen at various Desk Offices.
13) There should be mutual love/cordial relationship among stakeholders.
14) The National Office should fast-track activities on feeder roads rehabilitation and procurement of farm machineries and other equipments.
15) PM & Desk Officer to vet report from M & E and submit as at when due to avoid delay
16) The M&E Officers are not expected at the Budget review and disbursement meeting. Any input they have is to be discussed and articulated at the Desk office with the DOs and Accountants.
17) The Desk and M & E Officers are overdue for international training, just as the PMs and accountants were trained. The Procurement office was asked to put the necessary machinery into motion for the activity.
18) Studies: The following under listed studies were agreed to be conducted before ICR which is expected to serve basis for the Phase II,
They are:
- Consumption Pattern
- Acceptability
- Adoption ratio
- Comparative analysis with other rice varieties
- Impact assessment of NERICA on farmers’ groups
- Post harvest handling
Now that the project is at its terminal stage. These studies should be facilitated by inclusion in the 2011 work plan & Budget, with timeline set, by seeking no objection from the Bank.
19) National office should own a website that will incorporate all states.
20) Submission of outstanding SOEs:- It was agreed upon that all States with outstanding SOEs should submit latest by 1st of April, 2011.
21) Direct payment to third parties by the National office: The group agreed that after the engineers have certified the various jobs at the State level, the Accountant and the internal auditor should be included to equally certify all jobs carried out by contractors at State level before request for payment could be made to the National office for all direct payments.
22) Accounting Software: The group also resolved that the delay in the giving no objection for the procurement of Accounting Software and subsequent training of accounting staff on the package should be removed, because of the importance of the accounting package to the project, the group is suggesting that the National Office should source fund from counterpart/FGN fund to finance this activity.
23) All states were directed to submit the list of fixed Asset register purchased as at 31st December, 2010 to the National office on or before 31st March, 2011 for collation at National Office.
24) Payment of tax on contract/purchases of goods and services: It was resolved that all contract document passed out for approval should reflect that the contract sum is tax free at the Expression of Interest stage. (EOI). As a follow on to this, the National Office was asked to issue a letter to the Desk Officer to serve as supportive document in this respect.
The team wished to express her gratitude to the management of Kini Guest Inn, for the hospitality and accommodation. Also the appreciation is extended to Nassarawa Broadcasting Service for the broadcast of the meeting. Lastly and not the least the gratitude is extended to the management and staff of Nassarawa ADP for the logistics and to NPAFS and AfDB for their support too.
Thank you.
Osiyoye O.A.
On behalf of all participants
