1. PRESENTATION OF FINDINGS GRANTEES NEED ASSESSMENT
22 MARCH 2016

2. PRESENTATION OUTLINE The presentation will reflect on the following:-
Purpose and Objectives of the Assessment
Methodology
Data Collection and Analysis
Findings
Conclusions and Recommendations

3. PURPOSE OF THE ASSESSMENT
The main purpose of the Assessment was to:
Engage with the Grantees to identify their needs
Assess the efficiency, effectiveness and relevance of the project and financial management
identify gaps and suggested measures to address the challenges.

4. SPECIFIC OBJECTIVES
The specific objectives are to: -
Identify project management problems that affect project implementation
Establish type of support needs in project facilitation
Evaluate accessibility of project support services

5. METHODOLOGY
The assessment targeted 14 on-going FCB grant recipients comprising of Community Based Organizations, academic institutions and Village Development Committees (VDCs)
 PROJECT THEME
 NUMBER
Research Projects  5
Land Reclamation Projects  3
Indigenous gardens/nurseries  2
 Natural resources management system
Restoration/Regeneration Projects 1
TOTAL 14

6. DATA COLLECTION A questionnaire was developed and administered
Ten (10) projects responded while 4 did not
The questionnaire focused on four (4) sections
Project Management - project coordination, effective communication, efficiency of technical support
Technical backstopping – competencies for engaged consultants, supervisory, management skills
Resources – assessed availability of necessary materials, labour and time.
Financial factors - efficiency in disbursements, accuracy of approved budget and efficiency in financial management.

7. DATA ANALYSIS
Data analysis was done using the Excel programme.
Frequency distribution tables and graphics are used to present data.

8. FINDINGS – Project Management
Few projects experience management factors
However, a significant number indicated that they experienced lack of technical guidance from FCB
Other cited project management issues that affect project success are: -
* Underestimation of project period
* Extreme weather conditions
* Vandalism and theft of project equipment
* Poor commitment by grantees

9. Project Management Cont’d
A significant number of projects experienced the following project management challenges:
Lack of experience (3)
Unrealistic project schedules (3)
These affected project outcome and timeous completion of projects respectively.

10. FINDINGS – Technical Backstopping
Accessibility to project support services
Easy
Difficult
FCB 70 30
Other stakeholders 50
30% indicated that they face difficulty accessing services from FCB while, for other stakeholders it was 50%

11. Technical Backstopping Cont’d
The following were the reasons cited: -
Slow implementation of projects due to the distance between the project team and the technical team
Poor relations between consultants and grantees
Unavailability of consultants to provide specialized services

12. Key Support Needs Identified Number Project Need for more funding 3
OTHER NEEDS
Grantees indicated the following needs for effective implementation of projects :-
Key Support Needs Identified
Number Project
Need for more funding 3
Improve communication 2
Assistance from extension officers
Long term funding for management and care of Tree planting projects 1
Security of project equipment

13. OTHER NEEDS Cont’d
70% of grantees indicated that they need training . Areas of need include: -
i. Financial Management
ii. Project Management
iii. Specialised skills in:- vegetable production, Food processing and hygiene and Marketing skills

14. i. Revisit the frequency of reporting, currently done monthly
OTHER NEEDS Cont’d
30% of the grantees indicated that they do not have capacity to produce reports. Grantees indicated that in order to enhance their reporting skills, FCB should: -
i. Revisit the frequency of reporting, currently done monthly
ii. Offer training on technical report writing
The challenge was mostly cited by VDCs

15. Resources Availability
Grantees indicated that challenges for inadequate resources are due to:-
inaccurate labour estimates at the proposal development stage leading to shortage of materials
failure by suppliers to deliver on time affecting the Task Order and the project completion period

16. Financial Management
A significant number of grantees indicated that change in the project scope /activities (3), price fluctuation (2) and inaccurate budget estimates (2) are experienced during project implementation. Price fluctuation is a factor which is directly linked to failure to complete projects within the planned period which ends up affected by changes in prices over time.

17. Financial Management Cont’d
Grantees indicated that FCB should consider the following items for incorporation in the project budget:
project coordinators salaries for overseeing implementation of the funded projects
procurement of project vehicle for efficient supervision and monitoring during implementation
provide food to engaged project staff during field work just like the ones engaged in Ipelegeng

18. CONCLUSIONS
Lack of experience and unrealistic project schedules are key factors affecting project implementation.
A significant number of projects do not receive adequate technical support. This results to slow implementation of projects.
The following needs were indicated as necessary for effective project implementation: -
Provision of technical assistance by extension departments who are within reach
Improvement in communication by facilitators
Provision of additional funding and security to project equipment
Extended funding for management and care of tree planting projects

19. CONCLUSIONS Cont’d Training needs were indicated as: -
Financial Management
Project Management
Specialised skills such as: - vegetable production, food processing and marketing skills
30% of the grantees indicated that they do not have capacity to produce reports and these were particularly VDCs
Challenges of resources availability (materials and labour) affected effectiveness of project delivery
A significant number of grantees indicated that change in the project scope /activities (3), price fluctuation (2) and inaccurate budget estimates (2) are experienced during project implementation.

20. RECOMMENDATIONS FROM THE ASSESSMENT
SECTION
RECOMMENDATIONS
Project management
Revisit the frequency of reporting to quarterly
Project Management team or Trusts to be trained on:
- project and financial management
- Offer training on technical report writing
Provision of technical assistance by extension departments who are within reach

21. RECOMMENDATIONS FROM THE ASSESSMENT
SECTION
RECOMMENDATIONS
Technical backstopping
Technical staff should visit projects frequently
Project coordinator should be hired to manage all the day to day activities
Financial
The fund should allow procurement of project vehicle
FCB to cover salaries for project coordinators
Extended funding for management and care of tree planting projects

22. FCB’s STRATEGY Project progress reporting
FCB has a Monitoring and evaluation strategy of in place. The strategy makes provision for close monitoring of projects and continuous feedback. Grantees are expected to report on weekly, monthly, quarterly. To manage the frequency of reporting FCB expects grantees to report progress on a monthly basis
Technical Backstopping
Consultants are sourced for Grantees on a need basis to provide guidance in project implementation.

23. FCB’s STRATEGY Cont’d Ensuring adequacy of resources
FCB expects that all proposals be submitted with a support letter from DFRR to ensure that the technical needs of the grantees are assessed and incorporated in the proposal
Also, a pre-award assessment is undertaken by FCB to ensure adequacy technically and financially.
FCB also supports specialised studies prior to funding projects e.g. soil survey for land reclamation projects (gabion structures)

24. FCB’s STRATEGY Cont’d Financial Controls
Compulsory training in project and financial management is done for all approved projects
Task Order system is used to manage project implementation (disbursements of funds based on achievement of tasks)

25. COLLABORATION
FCB seeks to collaborate with extension departments in facilitating projects because:-
they are on the ground and within reach
Will facilitate the project beyond funding to ensure sustainability
Are technocrats as such will provide technical guidance during project implementation
Will advice grantees on compliance to laws and regulations

26. THANK YOU