1. COE/MOU System COE/MOU Field Management
FGS presentation on 21 July 2009
Briefer:
Jacob Kerzel Andersen, OIC/COE Unit
Also present:
Hanna Denekew, COE desk officer

2. Overview
A reimbursement system created by member states for member states which identifies who is responsible for what related to TCC support of peacekeeping missions:
Equipment (major and minor), maintenance, and consumables
Services and standards
Loss or damage
Transportation of equipment and personnel
Inspections and verification
Reimbursement rates

3. COE Management in the Field
Each mission with formed bodies should have an integrated COE Unit:
COE personnel in the field verifies, inspects and reports, and provides guidance on the logistics aspects of the COE/MOU system (PDVs, Recces, to UNHQ, daily in missions, etc.)
Chief – P3/4
Team Leaders – FS 5/6/P3
COE Inspectors – FS 4/5 (may be UNV)
COE Assistants – normally local staff/UNV
Database Manager – normally an Insp/Asst
Admin Assistants – normally local staff
Military/Police staff (CAP/MAJ/Lt COL)

4. COE Unit/CPMSS/SSS/LSD/DFS
Responsibilities
Reviews Verification Reports to ensure technical compliance.
Identifies and reports on shortfalls/surpluses in COE capabilities in field missions and assists other UN stakeholders to deal with Permanent Missions to address shortfalls/surpluses.
Conducts global and mission specific analysis of COE capabilities in field missions and cost estimates for generic formed unit types. Develops tools to support analysis (COE Business Objects Operational Reporting, ERP/CRM).
Develops COE related policies, procedures, guidelines and training material and programmes. (Guidelines for Field Verification and Control of COE, Disposal of COE, COE Training Modules, COE Manual, COE/MOU Management Review Boards, LogOps training).
Reviews other guidance material to ensure conformity with COE Manual requirements i.e. Surface Transport Manual, Fuel Manual, TCC/PCC Guidelines, Force Requirements Statements, Mission COE related SOP.

5. COE Unit/CPMSS/SSS/LSD/DFS
Responsibilities (continued)
Maintains and enhances the COE Database, (the platform that supports verification report generation). Raises/amends MOU in the COE Database to allow missions to raise verification reports (for missions in start-up phase or for those temporarily unable to do so.)
Provides advice on COE staffing for missions, prepares generic COE VA for field posts and conducts limited technical clearance functions when required (some missions are still technically unable to clear). Recommends review by FPD of candidates denied initial clearance; under certain circumstances i.e. COE/PMU staff already on-board, ex-military/police COE staff etc.
Provides technical advice to the field and at HQ, on all LSD related aspects of the COE System, including, in conjunction with MCMS, FGS and PolDiv, COE briefings to PM representatives
Maintains the COE Website:

6. The COE Unit Does Not:
Review MOUs and attend MOU negotiations on a regular basis.
Normally provide staff for PDV.
Normally attend VTC or internal ‘pre-MOU’ negotiation planning meetings.
Regularly review individual verification reports searching for surpluses/deficiencies with operational/logistic support implications -and no-one else does either! MCMS staff review all reports but do so looking for discrepancies between MOU and the reality on the ground only for reimbursement purposes.
Take the lead in resolving surpluses/deficiencies with PM.

7. Some facts
361 formed units deployed in 14 missions with 42,541 pieces of Major Equipment. Up from 300 (+) units in 16 missions in Jan with app. 33,300 items (almost 30% increase in ME);
96,372 troops under MOUs (contingent members);
Total TCC entitlements per year are $2,24 billion. Last year it was $1,86 billion - Up by %; Steady growth.
Currently 164 staff involved in field verification (133 civilians, 23 military, 4 police, 4 vacant). Does not include HQ experts that participate in inspections.
More than 2,800 annual verification reports with a wealth of information. Standard performance reports as well  Big business. Large impacts.

8. Contingent Troops + = MOU HOW many Personnel WHAT Major Equipment
WHICH SS
Categories + =
Annex A of the MOU defines number of troops and soldiers kit. Numbers above those in MOU are national responsibility;
10% extra reimbursement for ‘Infantry’ units, 25% for ‘Logistics’ units (medical, engineering, aviation,);
Reimbursed ‘standard troop costs’ ( $ 1,101 per month, incl. $68 for soldiers kit and $5 for personal weapon and training ammunition;
Troop cost reimbursement may be paid without signed MOU.
COE field personnel inspects personal equipment and verifies monthly TSR  There is no COE reporting as such for annex A.

9. Major Equipment = + + MOU WHICH SS Categories What Major Equipment
How Many
Personnel +
WET
Lease
DRY
Lease
Annex B of MOU details equipment, deployment routes, and mission factors (correctional for hardship)

10. Major Equipment
TCCs allowed to bring 10% extra equipment at UN expense to ensure serviceability of the equipment at all times. Extra equipment not reimbursed;
Painting and repainting of equipment at UN expense;
Deployment and Repatriation by UN (may be under LOA);
Special case equipment;
Mission Factors:
Apply mission wide, equally to all TCCs;
Determined during technical survey mission (MPS),
subject to periodic review;
Three conditions, each a max of 5%:
Extreme environment;
Intensified operational conditions; and
Hostile action/forced abandonment.
COE Inspectors inspect all major equipment and associated minor equipment, spare parts and consumables on a regular basis.
Mission Factors = Environmental conditions, Intensified operational conditions and Hostile action/forced abandonment of equipment
Dry Lease is not preferable, as the easy money is in the maintenance, once the initial cost is covered.
Also, if we do maintenance, then TC is not paid for the guys, even if you have them.

11. Inspection

12. Arrival Inspection – Major Equipment
The Inspection Team will verify item by item:
- Equipment category/group.
- Item description.
- Chassis/serial number.
- UN/National registration number.
- That the equipment is operational and in serviceable condition.
The Inspection Team will make assessment of the unit’s capability for maintenance of major equipment.

14. Self-Sustainment Categories
MOU
WHICH SS
Categories
WHAT Major
Equipment
HOW many
Troops = + +
CATERING
COMMS
OFFICE
ELECTRICAL
LAUNDRY & CLEANING
TENTAGE
ACCOMMODATION
MEDICAL (to Level 1)
MINOR ENGR
EOD
OBSERVATION
IDENTIFICATION
NBC
FIELD DEFENSE
FIRE DETECTION
FIRE FIGHTING
MISCELLANEOUS

15. Self-Sustainment
Emphasizes the CAPABILITY, allows for different levels of equipment between TCCs. Responsibility for Self-Sustainment is conditional based on the mission’s requirements and the UN’s and TCC’s capabilities.
Must meet established STANDARDS according to COE Manual.
MODULAR Concept: TCC can generally not be partially SS in any category

16. Catering
To receive the Catering self-sustainment reimbursement rate the contingent must be able to feed its troops with hot and cold meals in a clean and healthy environment.
This includes:
All kitchen facilities and equipment, including supplies, consumables, dishes, cutlery for all camps.
Cold food storage (7 days) and Frozen food storage (14 days) and Dry food storage (often containers)
Hot dish washing capability in all camps
Hygienic equipment and environment
Typical shortfalls are:
Insufficient hygiene,
Lack of hot water capability in all camps,
Lack of cutlery and dishes for all personnel,
Rodents and inspects in dry storage and kitchen area, and
High temperatures in cold and frozen food storage facilities.
LPG (Liquid Petroleum Gas) for cooking equipment will normally not be issued by the mission. Diesel equipment or electrical equipment is recommended.
The above set-up may be in accordance with national standard and is thus considered suitable. However, hygiene appear sub-standard (a medical doctor to provide advice in borderline cases) and the presence of an LPG tank (Liquid Petroleum Gas) inside the kitchen represents a fire hazard. For these reasons simple improvements are considered necessary in order to be eligible for reimbursement.

17. Catering
Another example of a kitchen. The reimbursement for Catering is not dependent of standard as long as minimum standard is achieved.

18. Catering – dry storage
An example of sub-standard dry food storage where food is subject to weather, rodents, and inspects.

19. An example of dry food storage in a 20’’ container
An example of dry food storage in a 20’’ container. Food is protected from the outside but could be put on pallets and protected with insect netting dependent on accessibility for rodent and insects. Temperature often gets very high in such containers which must be taken into consideration when food is stored.
Catering – dry storage

20. xx

21. Inspections = + + MOU HOW many Troops WHAT Major Equipment WHCH SS
Categories = + +
Inspections
Reimbursements

22. Verification Reports/Inspections
Mandatory inspections:
Arrival Inspection (immediately upon arrival or in agreement);
Periodic Verification Inspections/Spot Checks (Quarterly);
Operational Readiness Inspections (semi-annually);
Repatriation Inspection (upon repatriation)
Aim
Terms of MOU met by UN and TCN and MOU remains appropriate;
Verify that equipment is serviceable;
Verify self-sustainment standards met.
 Verification reports to MCMS normally every three months for reimbursement purposes

23. COE Management in the Field
Inspection may take from one day to a week to complete;
Planning and Coordination for inspections vital
Minimize disruption to units;
Obtain services of technical experts; and
Admin (travel, accommodation, security, etc).
Lotus Database used for management of equipment and reports;
VR raised electronically and submitted with signed scanned version to MCMS/FBFD;
For operational reasons ‘yes/no’ for self-sustainment with amplifying notes for operational assessment.

24. TCC Performance TCCs deploy personnel as agreed;
Major equipment serviceability generally high (>90 %) with some significant exceptions (Dec. 2008):
Combat vehicles: 84%
Generators: 85%
Engineering vehicles and engineering equipment: 89%
Support vehicles (MP/CP): 90%
Self-sustainment on average 95% satisfactory service in all categories. However, great variance. Worst are:
MONUC: 80%
UNMIL: 84%
UNMIT: 85%

25. Example – ME Verification Reports

26. Example – SS Verification Reports

27. COE Management in the Field
Recent step: Introduction of mandatory COE and MOU Management Review Boards (executive level)
Goal: To improve the effectiveness of the management of the COE program in the field and at UNHQ;
Implemented in UNMIL, UNMIS, MINUSTAH, ONUCI, UNIFIL, UNMIT, and MONUC. Other missions pending;
A requirement according to the COE Manual (2008), Chapter 10. 27

28. COE Management in the Field
COE/MOU Management Review Boards:
Oversee implementation of the Mission COE program;
Review MOU compliance by Contingents and Mission;
Review adherence to verification and reporting procedures. Review mission SOPs;
Identify optimal utilization of military/police/civilian resources. Review and recommend cost-effective support solutions;
Review results of ORIs, analyze shortfalls, surpluses and deficiencies. Recommend remedial actions;
Recommend amendments to MOUs; 28

29. COE Management in the Field
COE/MOU Management Review Boards:
Periodically review Mission Factors;
Make recommendations to reimburse TCC/PCC for major equipment deployed in lieu of other;
Review mission specific requirements, standards and scales of issue for facilities, equipment and supplies;
Review requirements and solutions for disposal of COE in the mission;
Review and make recommendations, as necessary 29

30. CMMRB
Composition
Chairperson: DMS/CMS or Chief Integrated Support Services (CISS).
Deputy Chairperson: Deputy Force Commander (DFC), Deputy Police Commissioner (DPC), Chief of Staff – Military (COS), or HQ Chief Operations Officer – Military (COPS).
Member: Chief Logistics Officer (Military and/or Police)
Member: Chief Logistics Officer (Civil)
Member: Chief COE Officer
On call as required:
Contingent Commander and/or Chief Logistics Officer
Specialists from Administrative and Technical Sections

31. Important sources of information
Field Implementation
Important sources of information
Manual on Policies and Procedures concerning Reimbursement and Control of Contingent-owned Equipment of Troop-Contributors Participating in Peacekeeping Missions - COE Manual (2008);
Memorandum of Understanding (MOU) including annexes A – H;
TCC Guidelines (Annex G to MOU);
COE Home page:
COE Manual in five languages;
COE Booklet – introduction to COE System;
COE abbreviations;
Links to important sites for additional information, i.e. UNITAR, DPKO, LSD/DFS and other;
Mission specific SOPs and Logistics Instructions, CONOPS, Status of Forces Agreement (SOFA), and ROE.
Recommend the $50 US UNITAR COE Course! 31