PCT6

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Program coordination team meeting
10 November 2014
Venue: Ngurdoto Mountain Lodge, Arusha,Tanzania
[edit | edit source]


PCT page

Agenda[edit | edit source]

  • Ken D - IITA
  • Peter T - ILRI
  • Boni M - ILRI
  • Wubalem D - ILRI
  • Carlo A - IFPRI
  • Irmgard H-Z - IITA
  • Peter B - ILRI
  • Jerry G - USAID

Ken Intro - reminder of the TOR of the PCT


  • Overall action points
  • USAID Update
  • Africa RISING Project update

Eastern and southern Africa and West Africa

  • Research update
  • Staff update
  • Work plans and priorities

The Ethiopian highlands

  • Research update
  • Staff update
  • Work plans and priorities
  • M & E update
  • Communication update
  • Scientific Advisory Committee
  • Learning Event
  • Next PCT meeting ,Date

Overall action points[edit | edit source]

Overall action points
Action Status Status
Finalise the regional logframes WA Project document with logframe prepared but needs revision (IHZ). Ethiopia in preparation.

Once we have them; review annually. Use them into the annual/multi-annual planning cycles; use them to inform scientists. Good basis for any next phase proposals, any external evaluations (eg - the march 2015 external evaluation).
Need to make sure that this and other key documents are easy to access/listed thru website.
See events list. Send updates to Simret

ESA - done

WA - in progress (target: end Dec)
ET - in progress (target: end Dec)

Update online events lists indicators meeting in san jose (11-13 Feb)

26 jan - feb 6; csisa site tours
SI program area meeting (USAID-CIMMYT) India, BD. (Jerry)
external evaluation of the program - target JUNE 2015 (jerry action)
the HT march event - Ibadan
Learning and M&E events - same as this year (roughly)
late sep 2015 or later? - AR - 'scientific symposium' program event (not the regular review and planning) - link to preparing next phase. Combine with 'learning' and M&E events?
usual review and planning meetings
do we need something program wide engaging farmers??
2nd phase planning
usaid external review
regular review and planning
science symposium
learning and M&E events
csisa / san jose / HT event
project external review ESA
project external review ET
program 'reviews' stocktake
is there a way that training activities can include people from other countries, sometimes?

Science Advisory Group
Second meeting to be held on 14 November 2014 following a field trip to Babati research sites (on 12th), Tanzania (IHZ)

1. maybe we better change the rules so SAG members go economy and get an honorarium (instead of the reverse at present). PT to follow up.
2. Make sure that each SAG meeting has closed and joint components.

First meeting 17-18 July
Gender strategy We already decided to use HT gender strategy for AR

Ethiopia has person and implementation plan
WA and ESA going to have a person (march 2015) ... then a plan; maybe desirable to share approach and learning

SI framework and indicators Peter and Tracy have discussed this in November

-We need few specific indicators for research projects , indicators that we could measure in the short project time
We needs to be focused
-Powerpoint summary available for further diuscussion
Sustainability Indicators
AAAS Symposium (San Jose, CA, February 2015; Peter Thorne, Cheryl Palm, Sieg Snapp, Gordon Conway?).
Possibility of an add on meeting (c. 15 - 20 participants to come up with a core list of indicators for cross project application). We submit candidates beforehand.
Added, and two separate session on Monday10/11 and Friday 14/11 (IHZ)

Project and program reviews WA project evaluation took place September to October 2014. Ch. Okali was part of the review team. ToR were discussed with PCT and SAG.

ESA project evaluation is planned for February-March 2015.
Ethiopia project evaluation: Early 2015 (March?) For discussion.
after the project reviews are done, we would organize an internal stocktake/prep phase across the program
Action Jerry: try and get the external evaluation set for June 2015.
Action: Peter and Irmgard to decide dates of external reviews and team compositions. Desirable is some program-wide cross-over. Consider having a SAG member in each review team.
Undertake an internal examining/self-reflection of our program-wide activities (comms, M&E, governance, coordination, framework ...). Make a plan at the PCT of Feb 2015. Retreat after April?

New fund allocation IITA received notification for fiscal year October 2014-September 2015 (IHZ)

CONGRATS / spend spend spend

Data management and sharing Carlo 'just' shared latest version. To be discussed on Wednesday.

For now, use the ILRI CKAN platform.Data sharing policy needs to be discussed. Need to make binding for researchers on the ground; also for partners.

we need to comply with usaid (and cgiar) guidelines
issue about partner data
need to work through the access and sharing permissions and workflows, within AR, to the world.
distinguish between metadata and actual data


Action: discuss and review second draft, here, more widely.
Action: Each center to investigate their project contracts and policies for compliance with OA requirements of CGIAR and USAID ...
Action: have each center's legal office check our AR draft guidelines

USAID Update[edit | edit source]

Enter MAJOR ongoing/planned and completed tasks

Enter MAJOR ongoing/planned and completed tasks
Task Status Notes for PCT review
Possible links with BMGF Jerry in contact with various Gates staff to explore potential activities

SI program identified as high priority for joint activities
discussing links with CRP HT/DFID
Ground up maybe more feasible than top down

Funding for scaling up Various opportunities via missions that we are exploring on a continuing basis.

TZ project a great example / need to work more on other countries, eg Ghana (need to work with/thru eg IFDC maybe)
Need to find ways to frame and present specific deliverables ...
maybe potential with the Australians ... simlesa/simleza ...
All the involved country usaid missions, except maybe ghana, good contacts
Innovation platforms important with local partners

SI Innovation Laboratory KSU selected - Vara Prasad (vara@ksu.edu)

ESA Update[edit | edit source]

Enter MAJOR ongoing/planned and completed tasks

Enter MAJOR ongoing/planned and completed tasks
Task Status Notes for PCT review
2013 -2014 workplan and budget implementation completed
2014-2016 workplans and budget Workplans and budget are with Steering Committee for approval
Technical report to USAID Report for the period April to September 2014 is with Steering Committee for revision and suggestions. Will be submitted to USAID before end of November.
Project document Will be prepared before review in February (IHZ)
IP establishment R4D platforms in several locations
New partnerships USAID Africa Bureau has provided US$ 350k to IITA for contracting MSU to carry out a desk study with Zambian national partners to provide the scientific evidence base for the links between field and farm level SI interventions and climate change mitigation and biodiversity conservation. This is a 12-months project until March 2015. Follow up on-ground research is expected after evaluation of the study report. Project is implemented, inception workshops held. System Dynamics Model developed and introduced to partners during a workshop for feedback. Currently revised.
Concept note to the USAID mission in Tanzania is under preparation for scaling technologies for rice, maize, beans, vegetables, soil fertility (fertilizer), strengthening seed systems, post harvest handling (4.5-5m for 3 years).
Project approved ($2,000,000 for year 1), inception workshop and first management team meeting held end of October. Two staff positions advertised. Workplans currently finalized (IHZ)

WA Update[edit | edit source]

Enter MAJOR ongoing/planned and completed tasks

Enter MAJOR ongoing/planned and completed tasks
Task Status Notes for PCT review
Scientist visits to other countries Did not take place due to lengthy preparation of new workplan; Visit of Mali scientists to Ghana planned for August has to be postponed

Visit of Mali scientists to Ghana cancelled. People felt exhausted after the project review. Now crops are mostly harvested.(IHZ)

Project document under preparation, will be ready for the project evaluation Prepared but needs revision - end of December 2014
2013-2014 Workplan implementation ongoing (IHZ)
Technical report to USAID Currently under preparation for submission to Steering Committee. Will be sent to USAID before end of November (IHZ)
IP establishment Several R4D platforms set up / being set up
External review Took place during September and October, included field visits in Ghana and Mali and interviews with all relevant project staff and USAID missions,Draft report received.

Ethiopia Update[edit | edit source]

Enter MAJOR ongoing/planned and completed tasks

Enter MAJOR ongoing/planned and completed tasks
Task Status Notes for PCT review
Value chain studies Complete. Some reports available. Others currently being finalised.
Meher season action research c. 20 research protocols implemented across all sites after participant selection meetings.
Other initiatives Follow up with BMGF?
Technical reports Good initial meetings with GAIN around nutrition (dairy and household nutrition; biofortification)
October 2013 - March 2014 report In preparation
April-Sept 2014 report Training of local facilitators in IP maintenance and comms tools; IPs established at different levels
IP establishment IPs as potential locus for 'research on scaling'?
Planning meeting Early December 2014. Major focus on Meher season activities leading into an initial broad plan for scaling

M&E Update[edit | edit source]

Enter MAJOR ongoing/planned and completed tasks

Enter MAJOR ongoing/planned and completed tasks
Task Status Notes for PCT review
AR data management protocol Finalize data management plan by November (for PCT meeting) 2nd draft done Prepared for discussion
Actions:

PMMT training in all countries/sites
PMMT 2.0 and associated FTF indicators' aggregation (deadline met: October 31)
PMMT update

Done

Completed
Ongoing

AR baseline surveys (Implementation)

Data sharing
Data cleaning and documentation for Malawi, Tanzania, Mali, Ghana, and Ethiopia

Completed

-Ongoing

Data cleaning and documentation for Malawi, Tanzania, Mali, Ghana, and Ethiopia
Actions:

Follow up with Zambia and Wageningen team (for SIMLEZA data access); with Thom Jayne (MSU)
(for RALS data access)

Data cleaning done

Draft reports ongoing
Ongoing, analysis in 201

Collaborations:

Wageningen team
FAO: Memorandum of Understanding signed
Vital Signs
VS shared documentation on indicators, data use policy, shapefiles for TZ and Ghana
Chief scientist to review VS agricultural intensification thread and select key indicators
IFPRI aligned AR control sites with Vital Signs sites in northern Ghana
But access to VS's household-level data can become a problem
Biosight/IAMM (water, land, ecosystem integration)

Done/ongoing

-Done
-Done
-Ongoing
-Done, data on 278 plots
-completed
-Ongoing

Talks b/n IFPRI Finance and IITA/IWMI for WA and ESA M&E coordinators (positions)

SRA/Data Manager position advertised, applications being received

ESA position offered to candidate;

WA canceled for lack of funds

Annual M&E meeting preparation and organization in Arusha Completed
Paper on targeting and expected impact in Malawi submitted to ICAE and CSAE; abstract accepted for Humidtropics conference, paper in preparation Done

Comms Update[edit | edit source]

Enter MAJOR ongoing/planned and completed tasks

Enter MAJOR ongoing/planned and completed tasks
Task Status Notes for PCT review
WA poster under preparation
Wiki usage guidelines Not yet started ELB: What is this? Clarify and I'm happy to help. The wiki structure and content have been majorly overhauled over the turn of the year
Briefs preparation and publication 5 briefs have been prepared and shared for the different diagnostic approached used in the ETH highlands . another 5 brief on the research highlights are being finalized
Program framework Version 1 published

Suggest regular review and update as part of each annual learning event (living document)

ELB: This is supposed to be addressed early this year again but is not strictly a 'Comms' item
IITA comms person for ARISING Full time person now based in Ibadan
Virtual comms catchups Irregular there needs to be a discussion among the comms people during the learning event - it has been difficult to get most of the people for the monthly catch up
Half-yearly comms metrics/stats webstats
ongoing Need regular stories from all regions. ELB: However for 2013 very balanced inputs from all regions (granted, thanks to the 3 posts about Ghana, otherwise WA would be lagging behind): 8 from ESA, 10 from Ethiopia, 10 from West Africa, 10 from program level.
IITA comms person for ARISING person was recruited in November but resigned in April; position has been upgraded to IRS; interviews have been completed and offer made to a candidate
Virtual comms catchups Irregular Simret/Ewen/ comms people
Half-yearly comms metrics/stats Latest report
ongoing Need regular stories from all regions. ELB: However for 2013 very balanced inputs from all regions (granted, thanks to the 3 posts about Ghana, otherwise WA would be lagging behind): 8 from ESA, 10 from Ethiopia, 10 from West Africa, 10 from program level.
Wiki gardening/management regular (ELB) Major update done on the wiki over the turn of the year. Data management and M&E pages have to follow (ELB in touch with M&E team about this shortly) and regional project pages need to be updated by respective comms officer with regional management's help.
Documents to CGSPACE regularly updated IITA to join cgspace training late october (tbc)
Use of yammer for internal updating initiated Needs wider promotion and buy-in. (ELB) This would be a useful topic to discuss properly in a PCT at some stage - we need a good platform to share information on a regular basis, it's not a 'nice to have' it's a 'non-negotiable' for a program which has to show strong integration across components, teams and regions...
Photo sharing on flickr regularly updated Simret to follow with Catherine and Katy - to inform partners to send four-five pictures with caption
Presentations shared on slideshare regularly updated
ARISING calendar updating regularly updated
Website revision the website now has a new look , still open for comments
wiki revision we have revised the wiki See above
photo reports this is a new format we use for the ETH project where reports of field trips are reported as photo reports (PPTs)- so far 4 has been prepared and shared through slide share - other projects could also adopt this format
short video a short video is under preparation for ETH on the changes being brought by our project -will be shared once this is final
poster preparation a poster on IP is prepared for ETH
Photojournalist work ethiopia the photojournalist has started the work and completed the his first trip in Tigray region
Learning Event 2014 organized in Tanzania , September
Next learning event Virtual , discuss date and time