1. INCEPTION REPORT FORMIS II
Assoc. Prof. Dr. Võ Đại Hải, National Director
Date: 20/3/2014
F O R M I S II
Phát triển hệ thống thông tin quản lý Ngành Lâm nghiệp Việt Nam

2. SUMMARY OF PROJECT CORE RESULTS DURING PHASE I
PART I
SUMMARY OF PROJECT CORE RESULTS DURING PHASE I
F O R M I S | Development of Management Information System for Forestry Sector

3. GENERAL INFORMATION
Name of Project: Development of Management Information System for Forestry Sector in Vietnam (FORMIS)
Donor: Government of Finland, Trust Fund for Forestry (TFF)
Executing Agency: Ministry of Agriculture and Rural Development (MARD)
Implementing Agency: VNFOREST
Project scope: At Centre and 3 pilot provinces: Quảng Ninh, Thanh Hóa, Thừa Thiên Huế
Budget: 4,4 Million EUR, in which
Finland: 2, 200,000 EUR
TFF: 1,798,636 EUR
Counterpart fund: 431, 550 EUR
Project duration: 10/2009 – 12/2012
F O R M I S | Development of Management Information System for Forestry Sector

4. FORMIS project objective
Overall objective: To build a modern forest information system from central to local level to provide accurate information for decision making for forest sector at all levels.
National level
Province level
District level
Commune level
Forest owner level
F O R M I S | Development of Management Information System for Forestry Sector

5. Core Results during Phase I
FORMIS platform & applications for sharing electronic information in forestry has been successfully built;
Proposed standards, parameters for data and information, and sharing mechanism for forestry reporting system;
Conducted several training courses to strengthen the capacity of forestry staff at all levels, in terms of IT system management.
Supported IT infrastructures at Centre and 3 pilot provinces
F O R M I S | Development of Management Information System for Forestry Sector

6. Forest Resource Database System
Main function:
Storing forest resource data in standard format from periodic inventories
Local or national level
Users
Goverment forestry Agencies at national-local levels
Forest owners & managers
FOREST RESOURCE DATA 2005
Current status
Ready for use
Data sharing mechnism required
FOREST RESOURCE DATA 2000
The reporting responsibilities in Vietnam are based on all the forest owners being responsible for carrying out periodic forest inventories every 5 years. In addition to this the forest owner must report on any changes that will take place during the 5 year interval in between the inventories.
Following these reporting responsibilities the FORMIS project started from developing the forest resource database system. This is a system into which forest owners and forestry agencies can store information and data on forest resources. It is a combination of spatial data showing the location and boundaries of forest areas and forest status data, which is data on on forest quality and quanty.
F O R M I S | Development of Management Information System for Forestry Sector

7. Operational Forest Inventory
INVENTORY METHOD FOLLOWING MARD REGULATIONS
Main function
Data collection with Web based application
Data transfer to central servers via internet
Inventory analysis and production of report
COMPUTER BASED SATELLITE IMAGE INTERPRETATION
WEB BASED DATA ENTRY
ENTRY WITH MOBILE PHONE IN THE FOREST
INVENTORY ANALYSIS APPLICATION
users
Inventory Agencies
Big Forest owners & managers
Forestry companies
Forestry Projects
Current status
Ready for field testing by users
FOREST RESOURCE DATA RỪNG
F O R M I S | Development of Management Information System for Forestry Sector

8. FOREST MONITORING SYSTEM
Functions
Monitoring change in forest status in the smallest aerial unit, the forest status plot
Includes also spatial data: location, boundaries of forest
AGGREGATED REPORT; COMMUNE, DISTRICT, PROVINCE, COUNTRY
CHANGE FOREST FOR FOREST OWNERS
users:
Forest owners and managers
State management agencies at different levels
Forestry projects
REPORT ON FOREST CHANGE IN FOREST STATUS PLOT
Current status
Prototype completed
Beta version ready for testing on the ground
Great potential for updating for different purposes of forest reporting
F O R M I S | Development of Management Information System for Forestry Sector

9. Other Information System in FORMIS built during phase I
Function
Current status
Foretst map
Viewing forest status map with national coverage. Selection of data layers. Zooming down to sub-compartment level.
Data collection: FIPI. Integration , map interface: FORMIS.
FPD Quick Reporting System
Sub-FPD at province level enters forestry statistics into the system. Selecting indicators from drop down menu, retrieving reports.
Conceptual reporting system: FPD. Upgraded web application: FORMIS
VNFOREST eOffice
VNFOREST staff members share work programmes, documents.
Application completed by FORMIS
Data sharing
Data catalog through which user can look for forest data and download it for their own use.
VNFOREST Portal
One gateway to all the applications and data resources.
FORMIS Platform
ICT platform used by IT professionals containing services used by applications.
Completed by FORMIS.
F O R M I S | Development of Management Information System for Forestry Sector

10. 2. Proposal for sharing mechanism
TECHNOLOGY
FORMIS Platform
VN Forest Information Portal
Data sharing: VNFOREST Data Catalog
STANDARDS
Forest inventory informatoin standard
Reporting standard
Specification for forestry map data
Metadata standard
REGULATIONS AND GUIDELINE
Regulation on transferring forest resource data (PROPOSAL)
Guideline for data sharing in MARD and between MARD and MONRE (PROPOSAL)
F O R M I S | Development of Management Information System for Forestry Sector

11. Sharing through FORMIS Operating environment
Within VNFOREST
Within MARD
MONRE, GSO
National level
Province level
SUB-FPD
SUB-DOF
DONRE & OTHERS
FOREST OWNERS
FPD TEAM
Environment section, Agriculture sect
& others
District level
FOREST RESOURCE DATA IN A CENTRALIZED SERVER AT PROVINCE OR AT NATIONAL LEVEL
F O R M I S | Development of Management Information System for Forestry Sector

12. 3. Capacity building & IT infrastructures
Building competence
In total 1826 users trained
No of training courses: 27
No of training events: 68
ICT Infrustructure
Competence in forestry ICT
Competence in basic ICT
ICT Organization
ICT Infrustructure
Total value of investment: EUR
Servers, 5
48 desktop computers and printers, 2 laptop computers
Printer, A3, 3
GPS, 59
15 mobile phones for testing mobile technology
Accessories, 2
Software, 17
Local Area Network for VNFOREST office
F O R M I S | Development of Management Information System for Forestry Sector

13. Cross-cutting issues Participation & collaboration
Formis working groups
REDD+ Network
Collaboration with projects
Gender and ethnic minorities
Gender disaggregated training statistics
Plan for mainstreaming of cross cutting issues
Assessment of forest sector indicators
Sustainability
Information system architechture
Data sharing will reduce data collection
Scalability & Pilot areas
FORMIS technology is scalable
Information Standards
Information architecture
F O R M I S | Development of Management Information System for Forestry Sector

14. INCEPTION REPORT- FORMIS II
PART II
INCEPTION REPORT- FORMIS II
F O R M I S | Development of Management Information System for Forestry Sector

15. GENERAL INFORMATION
Project Name: Development of Management Information System for Forestry Sector in Vietnam-phase II (FORMIS II).
Donor: Government of Finland
Excuting Agency: MARD
Implementing Agency: VNFOREST
Project scope: From Central to provincial levels
Budget:
Finland 9,7 Million EUR
Vietnam: Billion DVN
Project duration: from 4/2013 to 4/2018
F O R M I S | Development of Management Information System for Forestry Sector

16. ORGANIZATIONAL & MANAGEMNT STRUCTURE
At Central level
MARD: is the Project’s excuting, directing and implementing Agency; it also approves all project work plans and reports ( both technical and financial reports) MARD in cooperation with donor and other concerned stakeholders to monitor project perfromance through PMU’s activities.
VNFOREST: is implementing Agency, being responsible before MARD in managing and implementing Project.
PMU: is a supporting unit to VNForest with responsibilities in plans building, plan submitting for approval and deployment of project activities at different levels.
F O R M I S | Development of Management Information System for Forestry Sector

17. Organizational and management structure (cont.)
Project Steering Committee (PSC) Vice Minister of MARD and Representative of Embassy of Finland are the co-chairs of PSC. PSC members are representatives from MARD, VNFOREST, MPI, GSO, MONRE, and MOF.
IT Forestry Working Group at central level will work part time consists of representatives of concerned stakeholders from MARD, MONRE, MPI and Government Office.
AT local level
As Project will scale up nationwide, hence PMU will be in cooperation with local authorities to implement project activities through existing administrative organizational structures at local level, without a new PMU at provincial level. Each province will have an IT working group, consisting of part time professional staff from DARD and other forestry Agencies in Province to implement project activities.
F O R M I S | Development of Management Information System for Forestry Sector

18. Finance and Financial Management
1. Financial composition: Total Project budget: Euro
Direct funding ODA from Gov of Finland: 9,7 million Euro, with technical supports 4,8 Million Euro (49%) & Project Operations 4,9 Million Euro ( 51%)
Counterpart funding: Billion VND, serving PMU at central level ( regular payments to PMU at Central level; salary, allowance, and costs for other activities.... )
2. Financial Management:
Fund of Gov Finland: 9,7 Million Euro: in line with finacial mangement of Governmenr of Finland. PMU in collaboration with Niras and Embassy of Finland to summit financial expenditure plans to PSC & MARD for approval.
Counterpart Fund: 11,7 Billion VND: The Project National Director is responsible to manage, expend and clear, according to the existing regulations by the Government of VN and in line with stipulations agreed in Project documents.
F O R M I S | Development of Management Information System for Forestry Sector

19. PROJECT ACHIVEMENTS
Result 1. Procedures, standards and mechanisms to transfer information between Vietnamese agencies:
Electronic data transfer within VNFOREST, external stakeholders and FORMIS databases; Information standards for forest inventory and reporting developed and approved;
Regulations and mechanism on data management for core process were prepared and approved
Result 2. FORMIS Platform and tools are operational in all provinces with a focus on forest covered provinces
Improved Forest resources Management Information System will be tested, and comes into full operation in 3 pilot provinces before large scale operation at nationwide.
F O R M I S | Development of Management Information System for Forestry Sector

20. PROJECT ACHIVEMENTS
Result 3. Forest sector data standardized and converted into FORMIS database and reporting forest performance indicators in place
Integrate forestry sector data and other relevant data into FORMIS system;
Supporting stakeholders in standardisation of datasets for compliance with the FORMIS system; Refinement of forest sector performance indicators;
Result 4. Strengthened capacity for information management and collection
Prepared training material & users’ guide to FORMIS system
Carry out basic traning courses on ICT , GIS, GPS and FORMIS system at provincial and district levels. Details of training courses will be elaborated after the training needs assesements.
F O R M I S | Development of Management Information System for Forestry Sector

21. PROJECT ACHIEVEMENTS (Cont)
Result 5. Information Centre of the Forestry sector/ Forest IT Unit is established and operational. Support VNFOREST to establsih Forestry Informatuion Centre/ IC Unit to maintain FORMIS achievments: Prepare regulations on functions, obligations, investment policies and capacity building for staff working at the Centre.
F O R M I S | Development of Management Information System for Forestry Sector

22. Changes in the external factors
1. Stronger Orientation towards Forest Resource Information
During the Project inception, FORMIS has put great efforts to support the Forest resources information system, based on the results of NFIS nationwide.
2. Support to the Forestry Sector Management Information System and VNFOREST Sector Restructuring
-The Trust Fund for Forests (TFF) has built a “new component” to the FORMIS II, with budget of 2.3 Million EURO to strengthen the forestry management information to support the sector restructuring.
-During the inception period, FORMIS II PMU has worked closely with VNFOREST and TFF experts to formulate detailed activities of the new component, in order to accommodate the additional component.
F O R M I S | Development of Management Information System for Forestry Sector

23. Revisions compared to Project documents
Logical framework has been improved in line with instructions given by MFA. Concrete results and relevant indicators for 5 result areas were inserted to log frame in order to support Project result-based monitoring and management.
Support the NFIS Programme: Following MARD’s orientations, supporting activities from FORMIS Project to NFIS have been incorporate into the Annual Work Plan. These including: technical assistance services, capacity building and investment in IT infrastructure.
F O R M I S | Development of Management Information System for Forestry Sector

24. Revisions compared to Project documents
Communication: Communication has been added in result 5 as an additional activity. During FORMIS Phase I communication was identified as an area of improvement in FORMIS system development. This is because it is vital that the forest sector stakeholders know about the objectives and results of the project.
Terms of Reference of the Training Event Coordinator and the Regional coordinator: FORMIS II PMU proposes to revise the terms of reference of the national Training Event Coordinator to incorporate communication activities and also to support training at a more managerial level. Regional Coordinator’s TOR will be revised to widen the education requirement beyond forestry to also cover rural development and natural resources management
F O R M I S | Development of Management Information System for Forestry Sector

25. Recommendations
Need Based Planning for building ICT- and Human capacity The Work Plan for 2014 incorporates two important needs assessments related to the building of capacity for the use and maintenance of FORMIS system: training need assessment and the ICT infrastructure assessment. Based on the information obtained of the actual need it will be possible to prepare a more detailed plan and budget. Hence, Project PMU proposed that more detailed budgets for equipment purchasing and training could be prepared by July 2014 after needs assessments.
F O R M I S | Development of Management Information System for Forestry Sector

26. PROGRESS REPORT DURING INCEPTION PHASE
F O R M I S | Development of Management Information System for Forestry Sector

27. PROJECT MANAGEMENT AND ADMINISTRATION:
1. Project Managment
Decisions on PSC & PMU establishment , functions and working mechanism have been issued
Proposal and approval for 6 part-time staff ( including leaders) from VNFOREST to participate in Project
Recruited national experts and support staff ( IT expert; GIS Forestry expert; Financial manager; Administrator; Interpreter; National coordinator).
2. Annual work plans
2013 Counterpart budget plans has been approved by VNFOREST via Decision # 148/QĐ-TCLN-KHTC on 18/8/2013.
Completed annual work plan for first year for PSC’s approval
F O R M I S | Development of Management Information System for Forestry Sector

28. RESULTS OF PROJECT ACTIVITIES
RESULT 1 – Procedures, standards and mechanisms to transfer information between Vietnamese agencies
Minutes on hand over of database and applications from NFIS to FORMIS II for integration to VNFOREST Portal has been signed.
Draft Programme and budget were made for the Benchmarking trip to Finland . The trip was decided to be arranged during year 2014.
Recommendations for data sharing and development proposals to the Data Sharing System were made
F O R M I S | Development of Management Information System for Forestry Sector

29. RESULTS OF PROJECT ACTIVITIES
RESULTS 2 - FORMIS platform and tools are operational in all provinces with focus on forest covered provinces
Assessment of the current situation of all inherited applications from FORMIS phase I was made.
FORMIS platform is regularly updated and maintained
The updating of the content of the VNFOREST Portal was started.
The first relevant application to be integrated into FORMIS Platform has been identified: The dynamic reporting of the NFIS data. The application has been handed over to the FORMIS II project and converted to a web-based application .
F O R M I S | Development of Management Information System for Forestry Sector

30. RESULTS OF PROJECT ACTIVITIES
RESULTS 3 - Forest sector data standardized and converted into FORMIS database and reporting forest performance indicators in place
The NFIS data was imported and integrated into the Forest Resource Database in the FORMIS Platform from the NFIS pilot provinces of Ha Tinh and Bac Kan.
F O R M I S | Development of Management Information System for Forestry Sector

31. RESULTS OF PROJECT ACTIVITIES
RESULT 4 - Strengthened capacity for information management and collection
The planning workshop to discuss and revise the draft of the work plan was held in 8th October 2013 in Hoa Binh province together with key stakeholders. The Work Plan was revised after the workshop according to participant’s comments.
F O R M I S | Development of Management Information System for Forestry Sector

32. RESULTS OF PROJECT ACTIVITIES
RESULT 5 - Information Centre of the Forestry sector/ Forest IT Unit is established and operated
The TOR for the Information Centre of Forestry Sector / Forest IT Unit was drafted.
Communication:
The first project newsletter was written and sent to the stakeholders.
The VNFOREST Portal was started to be used as a communication channel to publish news and other current information of the project.
F O R M I S | Development of Management Information System for Forestry Sector

33. Budget Released
The estimated budget released during reporting period from May 2013 to December 2013:
Fund from Government of Finland: EUR
Fund from Government of Viet Nam Million DVN
F O R M I S | Development of Management Information System for Forestry Sector

34. CONSTRAINTS
1. Disruptions between phase I & Phase II:
Disruptions occured during transitional period from Phase I to Phase II was a reason leading to incomplete implementation of intended technical supports to FORMIS system.
2. Recruiting forestry expertise
Recruitment of Forestry expert has encountered constraint, due to limited qualified candidates, thus also impacts the project deployment and Progress
3. Server downtime
The servers hosting FORMIS Platform and database have suffered from frequent, weekly power cuts that have resulted in unacceptable level of downtime. As a recommended action the PMU has proposed to replace the UPS equipment to control power cuts and voltage fluctuation.
F O R M I S | Development of Management Information System for Forestry Sector

35. F O R M I S II Phát triển hệ thống thông tin quản lý Ngành Lâm nghiệp Việt Nam
Nhà tài trợ: Cơ quan thực hiện: Tư vấn kỹ thuật: Liên danh với
F O R M I S | Development of Management Information System for Forestry Sector