Fanning Systemn Support Projeot
International Programs Office of Agriculture and
Institute of Food and Office of Multisectoral Development
Agricultural Sciences Bureau for Science and Technology
University of Florida Agency for International Development
Gainesville, Florida 32611 Washington, D.C. 20523
Farming Systems Support Project
Cooperative Agreement No.: Dan-4099-A-00-2083-00
Project No. 1936-4099
Bureau of Science and Technology
Agency for International Development
University of Florida
in cooperation with
U.S. Universities (21) and Consulting Firms (5)
(DRAFT APRIL, 1985)
Establishment and management of a multi-university and multi-
disciplinary program to support USAID agricultural technical assistance has
required unique structural and operational guidelines. It is hoped that
the set of considerations that have evolved and are reported herein may
serve to assist our future and cooperative efforts. The Advisory Council
of the FSSP has been instrumental in providing guidance toward the
formalization of this manual, and many in the Support Entity Network have
contributed their ideas in support of this effort. Given that the project
is yet emerging we expect the procedural guidelines to remain subject to
revision, particularly as simpler, more efficient and workable procedures
evolve. This manual is offered here as means for better understanding this
experiment in technical assistance and to provide a framework from which we
Other cooperative programs are similar in many respects to the FSSP,
yet the FSSP engages U.S. universities cooperatively in short term support
to training, networking and technical assistance in an often misunderstood
and usually complex reality known as farming systems. The unique nature of
the effort is only so because of present needs to more fully bring
agricultural research and extension together in keeping with "Land Grant"
principles that served the U.S. so well earlier in this century.
Sharing among U.S. technical assistance entities is a goal designed to
accelerate specific bilateral contract efforts through information and
experience exchange. No procedural manual could capture this aspiration
but this manual gives the basis for the FSSP today.
Chris 0. Andrew
A. MANDATE AND ORGANIZATION . . . ..... 1
1. Purpose . . . . . * 1
2. Organization, Advisory and Support Structure. . . .. 8
a. Advisory Council . .... ........ . 8
b. Technical Committee. .. . . . . 9
c. Task & Task Groups . . . . .11
B. UNIVERSITY SUPPORT BASE. . . . . .13
1. University Agreements . . . . . .13
a. The MOA. ......... . . . 13
b. Subcontracts . . .......... .16
2. Investing in the Support-Base . .. . ... .21
3. SE Involvements . . . 21
a. Reporting and Planning . . . .. .21
b. Domestic Workshops .. . . . .25
C. AID DEMAND AND PROGRAM IMPLEMENTATION. . ... . .27
1. Request Process ... . . . * * .27
2. Program Process . ......... . . 32
D. FISCAL PROCESS AND IMPLEMENTATION. ........... . .33
1. Core and Mission Funding. . .. . . .* 33
2. SE Financial Arrangements . . . 33
3. Payments. . . . . * * .34
E. ACCESSING SUPPORT ENTITIES . .... . 37
1. Institutions. . . . ..... * *. 37
2. Individuals . ... . . . 37
a. Bio Data Base. ......... .. . .37
b. Capacity Building .. . .. 42
3. Technical Support Activities. . . .44
a. SE Technical Participation ... . 44
b. Implementing Technical Support . 44
4. Selection for Technical Support .. .. .45
5. Publishing. . ... ...... . .46
F. MANAGEMENT . . . . . . 48
1. Reporting Procedures. ... . . .48
2. Planning and Budget . . . . . 49
3. Personnel Organization. . . ... . 50
A. MANDATE AND ORGANIZATION
The Farming Systems Support Project (FSSP) is an instrument of the
Science and Technology Bureau (S&T) of the U.S. Agency for International
Development (AID) designed to provide short term technical support, in
matters of technical assistance, training, networking and state-of-the-art
synthesis in Farming Systems, to AID Missions located in Africa, Asia, the
Near East and Latin America. Such activities occur and develop in
consultation with the respective Regional Bureaus of AID.
Program responsibility is depicted by an objective heirarchy
initiated by the goal-" To help nationals develop institutions that foster
FSR/E" (Figure 1).
To Conduct Effective
Training Programs on FSR/E
A Helps to Achieve B
To Provide Technical
Assistance on FSR/E
Figure 1: Primary FSSP Program Goal / Objective Framework
This framework is supported by three further objectives: 1) "To
conduct effective training programs on FSR/E" (Figure 2); 2) "To develop
FSR/E networks" (Figure 3); and 3) "To provide technical assistance on
FSR/E" (Figure 4).
To Conduct Effective
Training Programs on FSR/E
A Helps to Achieve B
Figure 2: FSSP Training Program Objective Framework
To Schedule Time
in Training Programs
for Participants to
Learn From Each Other
To Facilitate Technology
Transfer by Less Experienced
Affiliates Visiting More
A Helps to Achieve B
Figure 3: FSSP Network Development Program Objective Framework
Continued to page 5
To Provide To Provide
TA Team Support to Team-
To Assign Re-
To Brief Team To Brief Team on
on FSSP & Aid Country Situation
SOP & Donor Strategy
Continued to page 6
Continued to page 7
To Evaluate On-
Going or Finished
To Help Define Roles
/Contexts for Needed
2. Organization, Advisory and Support Structure
The FSSP Organizational and Response Structure organogram (Figure 5)
addresses the general position of FSSP within the international research
and development system. It also provides a sketch of the advisory and
support components to the staff and director's office. This support system
is based in a university and consulting firm (Support Entities SEs)
support structure with faculty/personnel (Program Associates PAs)
providing counsel and leadership for technical assistance and training.
FSSP Organizational and Response Structure
FSSP ORGANIZATIONAL AND RESPONSE STRUCTURE
Implementation of activities occurs through the core staff, teams and
task groups formed around technical assistance, training and
state-of-the-art issues. FSSP leadership is provided by the Advisory
Council and the Technical Committee in addition to the FSSP director and
core staff. Further amplification of the roles and responsibilities for
the Advisory Council, the Technical Committee and Task Groups are discussed
below. An important component to be added to the three support elements
will be an External Evaluation Panel.
a. Advisory Council
1) Role The Council represents the SEs of the FSSP network and
is particularly concerned with operations of the Technical Committee and
implementation of the MOAs. It is primarily responsible to the Director of
the FSSP as an advisory body and a sounding board for policy purposes.
2) Responsibility A process for policy confirmation and
amendment to involve SEs through the Advisory Council was set by the
Administrative Coordinators at the 1983 Annual Meetings and reads as
Any two SEs, with signed MOAs, can present to the Advisory
Council, at least ninety (90) days prior to the Annual Meeting, agenda
items and items representing potential policy amendments for consideration
by the Director and Council and placement upon the final agenda for the
Annual Meetings. Any change requiring approval by SEs will be by a
majority vote of those SEs represented at the annual meeting, on the basis
of one (1) vote for each SE.
3) Composition The Council is composed of three members. This
small Council can easily and effectively be drawn together for decision-
making purposes. It demands "diplomatic" commitment by the members such
that timely results can be forthcoming without deferring to a larger group
of SE representatives.
4) Tenure The three Council members serve three-year staggered
terms. The three-year term includes serving the first year as an active
participant, the second year as Chair of the Council and the third year as
Vice Chair of the Council.
5) Selection Recommendations for members of the Council are
taken from the Administrative Coordinators of the FSSP and other
international program leaders. The candidates recommended are considered
by the Director and the current Council, which makes a recommendation to
the administrative coordinators of the FSSP for confirmation of a new
member at the annual meeting. Each Support Entity has one confirmation
6) Support Council members travel and per diem costs for Council
meetings are funded by FSSP. No salary is provided for Council activity.
b. Technical Committee
1) Role The Technical Committee is the only "standing committee"
of the FSSP and is advisory to the Director and core staff. The task force
concept (ad hoc committees) is employed to address technical support needs
as an instrument of the Technical Committee and core. The Technical
Committee is not a policy making body for general administration and
operation of the FSSP.
2) Responsibility Technical Committee members serve as a
technical resource base and as regional and institutional representatives
for network and communication purposes. Areas to be considered by the
Technical Committee include, but are not limited to: research, extension,
management, data retrieval and analysis, family, livestock, cropping,
agro-forestry, soil and water, infrastructure and policy systems.
a) Provide for common goals in the overall program and serve
as trustees of the systems approach and the FSSP.
b) Assists with developing guidelines and roles for task force
c) Provides direction for task group activity along with the
Advisory Council and the FSSP core with approval by the FSSP director.
d) Provides a forum for discussing concerns related to
training and technical assistance.
e) Addresses consensus building to achieve greater consistency
in the farming systems program and complementarity with broad concerns for
research and extension.
f) Considers major inter-institutional linkages for research
and extension programs through the overall network (workshops,
communication, documentation and publication by and for output of
practitioners) for adaptive research and extension.
g) Represents disciplinary interests in farming systems
through multi-disciplinary interfaces and integrated approaches to research
and extension programs.
4) Composition The Technical Committee, named on a three-year
staggered basis, includes six members from Support Entities, and members
from developing countries possibly three members each from Asia, Africa,
and Latin America. The Technical Committee is still in the process of
identifying its members from these three regions. Along with the U.S.-
based members, there will be regional subcommittees of the Technical
5) Selection Technical Committee members are identified to
provide subject matter balance along with geographic and institutional
representation. Greatest priority is given to technical capabilities,
farming systems experience, international experience, contributions to
farming systems literature, discipline base and multidisciplinary
6) Schedule The entire Technical Committee will convene
annually. It is expected that the various regional subcommittees (Asia,
Latin America, Africa, and U.S.) will meet three or four times per year.
a) U.S. Members Selection of Technical Committee members
from the U.S. is based upon recommendations by the FSSP Director for
approval by the Advisory Council. The Director will solicit nominations
from SEs through On-Networking. Clearance for individual appointments is
obtained through the respective Administrative Coordinators at the
participating entity. Selection is primarily from Program Leaders.
b) International Members The selection process for
international members includes consideration of recommendations by various
national, regional (networks, particularly, where present) and
international bodies, AID Bureaus and USAID Missions, and the FSSP network.
The final selection will be made from these recommendations by the Director
in consultation with the Advisory Council. The regional sub-committees
(Asia, Latin America, Africa) should include more than three members to
appropriately address the broad concerns in these diverse geographic
settings. Selection of the larger regional group will be similar to
selection of Technical Committee members. It is expected that these
subcommittees will be directly involved with the network activities of the
region and the FSSP.
8) Leadership A Chair of the Technical Committee is elected
annually by the Committee from the representatives within the United States
so that coordination can occur between the Technical Committee, the FSSP
Director and Advisory Council. Each regional subcommittee selects
leadership based upon an approach appropriate to the region.
9) Support Travel to the Technical Committee's annual conference
and meetings, including both transportation and per diem, is funded by
FSSP. No salary is provided for serving on the Technical Committee.
c. Task and Task Groups
1) The task-oriented approach is employed to support training,
technical assistance, networking and state-of-the-art synthesis.
2) Tasks can be performed by a single individual, several
individuals at one SE, several individuals from several SEs and non-aligned
individuals (not with an SE) working independently or with SEs.
3) Needs may be expressed to include a specific task, such as
updating or revising a training module, or a specific theme such as
concerns for linkages of farming systems to agro-forestry, integrated pest
management or research/extension programs.
4) Both tasks and themes demand a product, some being more
tangible than others.
5) The specific activities most commonly related to tasks are
those identified by the FSSP Director and core staff while theme activities
are those most closely related to technical concerns (concepts,
methodologies, research needs, institutional development, etc.), where the
FSSP Technical Committee is primarily responsible.
6) Identification of individuals to implement task and theme
assignments are made by the Director on consultation with the core staff,
and/or Advisory Council and the Technical Committee.
7) SE Program Leaders are consulted relative to (a) individuals
most qualified to serve, (b) overall institutional capability, and (c)
commitment to follow-through.
8) Final selections are made on the basis of expressed and
demonstrated capability. The bio data files and the SE capability
statements on file with the FSSP are guides in this process. Should an
effort require selection among "near equals", a competitive procedure can
be followed under supervision by the core, the Advisory Council and the
9) Funding is by the FSSP on an activity basis where a specific
desired product is well-defined and is approved through the above
10) Tasks or Task Groups are given an appropriate "sunset clause"
specifying termination time and product expectations. No task group has
standing committee responsibilities.
B. UNIVERSITY SUPPORT BASE
1. University Agreements
a. The MOA
To implement a support entity concept, the University of Florida,
as lead entity for the FSSP under S&T, initiated a Memorandum of Agreement
(MOA) for purposes of linking support entities (Universities and firms) to
the FSSP. The MOA is not a funded instrument but serves as a program
umbrella through supporting documents to which subcontracts and funding
instruments can be addressed when a specific task is to be accomplished.
The general MOA format follows.
FARMING SYSTEMS SUPPORT PROJECT
Memorandum of Agreement
The University of Florida
Pursuant to authority contained in Cooperative Agreement No. DAN-4099-
A-00-2083-00 entitled Farming Systems Support Project (FSSP), between the
Agency for International Development (AID) and the University of Florida
(UF), as "Lead Entity", a Memorandum of Agreement (MOA) between
as "Support Entity" and the University of Florida is
hereby established, with the following provisions.
ARTICLE I STATEMENT OF WORK
A. The Support Entity shall, in keeping with the intent of Title XII of
the Foreign Assistance Act, as amended, assist the Lead Entity in
implementation of the FSSP Cooperative Agreement (Attachment A) including:
1. Support to AID missions and third world institutions by providing
technical assistance, training and networking to practitioners and
managers/administrators of farming systems programs as specified in annual
plans of work (Attachment B);
2. Advancement of the state-of-the-arts in Farming Systems Research and
Development (FSR&D) which is comprised of Farming Systems Infrastructure
and Policy (FSIP) and Farming Systems Research/Extension (FSR/E). Emphasis
will be given to (FSR/E) management, organization and methodologies for the
generation, evaluation and transfer of technology to family farmers.
B. The support entity shall join other FSSP support entities in expanding
capacity for farming systems assistance through a flexible administrative
structure and, as evidence to this commitment and appended to this
1. Identified an FSSP Administrative coordinator,
2. Identified an FSSP Program Leader,
3. Identified a set of FSSP Program Associates with demonstrable
training and/or experience in farming systems documented for the FSSP, and
4. Specified FSSP program interests and institutional capabilities and
a plan for further strengthening those institutional goals associated with
farming systems work.
C. The Lead Entity, on behalf of FSSP, based on item B4 hereof, shall
facilitate the realization of opportunities to strengthen the Support
Entity's institutional capability in Farming Systems through training,
field experience, counsel on overall programs and participation in task
D. The Lead Entity, on behalf of FSSP, shall include the Support Entity in
networking among regions, countries and support entities and provide
enhanced opportunities to participate in technical assistance.
E. The Support Entity shall report annually to the Lead Entity on
activities with the FSSP and relative to developments in section B hereof;
and program associates shall participate in other reporting efforts
associated with implementation of field training and technical assistance
projects with which they are directly involved.
ARTICLE II TIME OF PERFORMANCE
The work described in Article I hereof shall commence on the date of
signing of this Memorandum of Agreement and shall continue until September
30, 1987, the termination date of the FSSP Cooperative Agreement; unless
both agreements are otherwise amended to extend beyond that date; or
unless, at anytime throughout the duration of the MOA, either party gives
ninety days prior notice of termination.
ARTICLE III COMPENSATION
This Memorandum of Agreement will serve as a general document under
which funding instruments can be directed to the FSSP Cooperative Agreement
and the University of Florida for specified tasks either of a short-term or
long-term nature. Such flexibility is recognized as desirable and
necessary for implementation of the emerging FSSP effort.
IN WITNESS WHEREOF, the parties hereto
the date indicated.
have set their hands and seals on
C.O. Andrew, Project Director
H.L. Popenoe, Director Int'l Prog.
The general subcontract form follows. It can be amended and
negotiated to fit specific institutional procedures between the SE and the
lead entity, the University of Florida.
BY AND BETWEEN
THE UNIVERSITY OF FLORIDA
This agreement, entered into this , between the
(hereinafter ) and the Institute of Food and Agricultural Sciences
at the University of Florida (hereinafter FLORIDA) to conduct activities
related to the
shall be as follows:
PERIOD OF PERFORMANCE
This agreement shall become effective on and shall
terminate on . Performance may be extended for additional
periods by the mutual written agreement of the parties.
All questions concerning administration of the Agreement should be
Dr. Robert C. Kramer Dr. Ann R. Stevens
Director of Sponsored Programs Associate Dean for Research
and Development Division of Sponsored Research
2014 McCarty Hall 219 Grinter Hall
University of Florida University of Florida
Gainesville, FL 32611 Gainesville, FL 32611
Telephone: 904/392-2356 Telephone: 904/392-4646
The Project Director at FLORIDA is named to be:
Dr. Chris 0. Andrew
Associate director for International Programs
3028 McCarty Hall
University of Florida
Gainesville, FL 32611
The Farming Systems Support Project/Cooperative Agreement, contains
statements outlining objectives and procedures to be followed by .
The FSSP/Cooperative Agreement becomes a part of this subcontract by
inclusion as Appendix A.
ALLOCATION OF FUNDS
Funds provided for covered in this agreement shall not exceed
. All purchase orders and invoices shall be in agreement with
plans of work attached as Appendix B. shall invoice FLORIDA
providing detailed expenditure documentation. Invoice
for payment should be sent to Chris 0. Andrew at FLORIDA. Questions of a
fiscal nature may be addressed to:
Mr. Gene Stivender
IFAS Contracts and Grants Accounting
2029 McCarty Hall
University of Florida
Gainesville, FL 32611
1. Technical Reports The personnel hired by will be
required to keep clear and accurate records of the procedures conducted and
data collected throughout the project period so that the progress of the
study may be readily evaluated at any time by the Principal Investigator,
Chris 0. Andrew.
2. Fiscal Report A final fiscal report of expenditures, in accordance
with the regulatory data, shall be sent to the IFAS International Programs
at FLORIDA no later than sixty (60) days after the completion date of
USAID has awarded the prime FSSP/Cooperative Agreement to Florida.
All FSSP Cooperative Agreement administration and regulatory data required
by that agency shall be applicable to this subcontractual agreement as
appropriate. USAID regulations as specified in USAID General Provisions
Cost Reimbursement Contract With An Education Institution (AID 1420-23C
(10-82)) and Additional General Provisions Cost Reimbursement Contract With
An Educational Institution (AID 1420-23D(10-82)) shall be binding upon this
agreement. assumes sole responsibility for reimbursement to
FSSP/Cooperative Agreement a sum of money equivalent to the amount of any
expenditure disallowed should the FSSP/Cooperative Agreement or an
authorized agency rule through audit exception, or some other appropriate
means, that expenditures from funds allocated to through FLORIDA
for direct and/or indirect costs were not made in compliance with the
regulations of the granting or funding agency or the provisions of this
LIMITATION OF LIABILITY
Unless specifically provided for otherwise in the statement of work,
neither FLORIDA nor any of its agents, instrumentalities, or employees will
be liable for any damages whatsoever arising out of, in the course of, or
as a result of, work called for by the subcontract.
Termination provisions will be as specific in the USAID General
Provisions (AID 1420-23C(10-82) and AID 1420-23D (10-82).
UNIVERSITY OF FLORIDA
Director of Sponsored Programs
Institute of Food & Ag. Sciences
University of Florida
2. Investing in the Support Base
There is an essential need for continued training, orientation and
strengthening in the support base for technical assistance. This support
base lies with U.S. universities, AID staff and private firms. The
following guidelines support the FSSP human resource investment stance:
a. FSSP investments are long-term investments in the sense that
strengthening U.S. capability provides a professional base for twenty-to-
thirty years as young professionals become involved.
b. Short-term investments are necessary to prepare people at short
notice for AID FSR assignments if FSSP is to perform on an increasingly
improved quality basis.
c. FSSP investments indirectly permeate the entire AID structure
including bilateral contracts, IARC investments, CRSP investments, BIFAD
strengthening activities and participant training programs.
d. Early investments in domestic workshops provide a mode for
broadening the base of resources prepared for international assignments.
e. The small investments by FSSP draw forth major investments by
universities to complement the farming systems needs of AID.
f. While no international FSSP monies should be invested directly in
domestic programs, FSSP encourages and stimulates interest in establishment
of domestic programs of FSR/E to address agricultural research and
extension concerns. This involvement will multiply capability for work
internationally and serves to give people experience and credibility as
they work in developing countries. Even though the problems are quite
distinct, the principles and methodologies have common threads.
g. The instrument provided through FSSP is one of networking in
technical assistance and training on a broad basis for extension and
research through institutional development. The concept, while similar to
the CRSPs in terms of networking, has even broader implications to address
the core responsibilities in AID programming, inclusive of training,
project design, project implementation, and project evaluation.
3. SE Involvements
a. Reporting and Planning
Each MOA SE will become directly involved in preparation of
Annual Reports and Annual Work Plans in order to capture the full dimension
of the Farming Systems work at the SEs and within the FSSP. Investments
and time are oriented to farming systems support activity in the bilateral
contracts and with the FSSP. Some of this activity is funded by the FSSP
and some by SE Strengthening Grants and Progam Support Grants. Domestic
FSR/E involvements are important in some states. Reporting and planning
relative to these activities may assist in stabilizing FSR/E investments
both domestically and internationally.
Formats for both Annual Reports and Annual Work Plans follow. An
aggregate SE report will be developed that identifies and describes the
enrichment associated with the programming for farming systems, technical
assistance and education/training efforts. The Annual Work Plan is a
companion document to the Annual Report.
The Annual Report material should be available by November 1 and
the Annual Work Plan should be available by September 15 of each year. The
reasoning for this timing is that the work plan activity can be discussed
at the Annual Meeting in Manhattan, Kansas in October. The annual report
is needed by November 1 so that a full draft of the FSSP Annual Report can
be achieved by December 1 in compliance with the FSSP/Cooperative Agreement
and to enable a final report to be submitted to USAID by January 1.
FSSP SUPPORT ENTITY
In preparing the Annual Report recall that, as an FSSP support entity,
your institution has an opportunity to support the policy/planning process
of the FSSP, show strengthening in the FS technical assistance capability,
contribute to a viable U.S. network for support of AID FS activities, show
evidence of a broader base for FSSP and FS programming with AID, and, in
general, update your MOA submission. Please do not exceed 3 pages 8 1/2 x
11 double spaced. Feel free to use this form. Support documents may be
attached if appropriate.
2. Person Preparing Report:
3. Enriching activities for Faculty in FSR/E, technical assistance and
training that can support AID farming systems and related work:
4. Direct interface with FSSP activities:
a. Technical assistance and training teams:
b. Task force activity:
5. Bilateral contract activity:
a. Opportunities and interactions with FS/FSSP and bilateral contracts:
b. Contract data:
1) FS team members in support (U.S.) and field (AID contract)
positions -- names, locations, responsibilities:
2) AID participants in U.S. needing or in FS training:
6. Program strengthening activities resulting from activities leading to
signing the FSSP MOA:
ANNUAL WORK PLAN
FSSP SUPPORT ENTITY
In preparing the Annual Work Plan recall that, as an FSSP support
entity, your institution has an opportunity to show strengthening in the FS
technical assistance capability, contribute to a viable U.S. network for
support of AID FS activities, show evidence of a broader base for FSSP and
FS programming with AID, and, in general, update your MOA submission.
Please do not exceed 3 pages 8 1/2 x 11 double spaced. Feel free to
use this form. Support documents may be attached if appropriate.
2. Person Preparing Plan:
3. Enriching activities planned for faculty in FSR/E and related
4. Potential (planned where appropriate) interface with FSSP support
activities technical assistance, training, networking, state-of-the-art
5. Potential (planned where appropriate) interface with FSSP through
b. Domestic Workshops
The Domestic Workshop series is designed to strengthen SE
involvement with the FSSP and other Farming Systems AID activities. The
timing of workshops is geared to interests of a broad range of
participants, and that scheduling is derived over a twelve-to-eighteen
month period so that a rational flow of activity can evolve.
Relative to the input that will be required to give the
qualitative dimension desired, the FSSP core will be involved with the
first offering of a given workshop. Beyond that, FSSP core staff will be
in close contact with those who are developing workshops so that core staff
can be responsive to workshop scopes by providing materials to the extent
The selection process for host institutions is not formal. All
SEs are given an opportunity to participate. Agreement to work with an SE
will follow these guidelines:
a) Commitments from the SE to early participation in the first
FSSP offering by someone who could become a workshop leader at the host
b) Consideration of timing so that delivery compliments other
FSSP activities and domestic workshop schedules. FSSP will give leadership
to the scheduling of these events throughout the year.
c) Geographical distribution that helps minimize travel costs for
participating individuals and universities.
d) Areas of expertise explicitly put forth by the SEs in the MOA
or areas of observed expertise by the core relative to the host SE.
The FSSP will support the participation of one outside person
as necessary to assist with each workshop effort. FSSP will provide
training materials including training units, audio-visual modules, FSR
Readings and FSSP Certificates. The FSSP will not provide funds to
purchase books if they are to be used in a course. The host SE should
charge a participant fee to cover the expenses of the workshop. Based on
FSSP experience, the following should be considered in determining
break-even workshop costs:
1. Cost of books.
2. Cost of meeting rooms and other space requirements, if these
must be paid for.
3. Costs involved for any banquets and/or other social functions,
4. Costs associated with vehicle rental, if needed.
5. Costs associated with salaries for support personnel.
The fee to be charged should be pro-rated based on the number of
participants (approximately 30 are suggested) enrolled in the workshop.
Participants should be expected to pay their own fees, transpor-
tation, per diem, etc., from Title XII funds, USAID, USDA, University,
personal or other sources. Support from the FSSP core, if desired, can
include helping identify resource personnel who can assist with conducting
the workshop, and provision of support materials available through the
C. AID DEMAND AND PROGRAM IMPLEMENTATION
Response mechanisms and management are addressed operationally as
detailed in Figure 6. A general discussion of the request and program
1. Request Process
The request process includes a flow from the AID Missions ultimately
to U.S. universities and consulting firms from which faculty and
consultants respond. The request channels are as follows:
a. Request by national institutions in third world country to AID/
b. Request by AID Missions to AID Bureau in Washington and/or S&T.
c. The project manager in S&T conveys the request to AID staff for
d. The S&T project manager contacts the Director with guidelines for
discussion. This contact comes through the S&T Project Manager and/or the
specific Program Assistant to a FSSP Manager/Coordinator and/or the Project
e. Program development and delivery considerations are discussed
primarily by S&T and FSSP core staff, while financial considerations are
discussed primarily, and decided upon by, the S&T Project Manager and the
FSSP Project Director.
f. An FSSP core staff member begins the process of identifying
institutions and/or individuals to meet the request.
g. Contact is made with the Program Leader (PL) and/or
Administrative Coordinator (AC) of the Support Entity where capability may
lie to meet the request, or the request is advertised to the FSSP network
through either On-Networking or On-Demand.
h. The PL and/or AC works through appropriate administrative (Dean,
Chairman, etc..) channels at the SE to obtain the services of the
designated Program Associate (PA), or short concise proposals are returned
to FSSP core by interested SEs.
i. Final team selection is determined by the FSSP Director and Core
and proposed to the Project Manager, S&T.
j. If necessary, the S&T Project Manager gains Regional Bureau and
Mission approval for the designated participants.
k. Following approval, the S&T Project Manager concurs that the FSSP
initiate implementation, or relays any final requests or changes in the
activity or implementing team.
FSSP Receives Request
for Technical Assistance
or Training Program
Continued to page 29
Figure 6: FSSP Response Management System
Continued to page 30
Continued to page 31
During this communication process it may be appropriate and
necessary for FSSP to communicate directly with the Mission to obtain
further information and refinements. This communication may come through
cable, telex and/or telephone and is communicated to project management in
This communication flow rationalizes a process and makes it as
effective as possible so that all of the needs of the proposed team are
considered. The process is established so that full support is obtained
from the SEs through proper channels to and from the AID Missions.
Omission of any link in the communication chain may lead to high Levels of
misunderstanding and reduced support from the FSSP network.
2. Program Process
Management of requests directed toward the FSSP involves questions
that arise in the request process. Some of these questions are as follows:
a. Does the request pertain to and directly involve farming systems?
b. Does the request fall within the area of responsibility and
mandate of FSSP?
c. Is the requested activity among the priorities set forth by FSSP?
d. If among these priorities, is the request a priority concern for
the FSSP and AID management relative to alternative uses for human and
e. Does the request originate from an LDC institution?
f. Does the LDC institution have a farming systems program and/or an
interest and priority in establishing the farming systems approach within
its agricultural research and extension structure?
g. Who should fund the activity- FSSP, the AID Mission, an AID
Bureau, a bilateral contract, etc...?
h. What backward linkages can be identified and should be emphasized
in the final decision on response? (Backward linkages refer to
strengthening the FSSP base and the FSR/E state-of-the-art).
i. Is the request structured or can it be structured in a form that
will make it deliverable within the capability of the FSSP organization?
Responsibility for answering these questions requires most AID input
at the beginning of the list and is reduced to almost nol AID input toward
the end of the list. FSSP core input is just the opposite. FSSP may work
in an advisory capacity on item 'a' and S&T management and Bureau
management may advise as the process approaches item 'i'. Responsibilities
generally lie along a continuum with greatest early emphasis by AID and
greatest late emphasis by FSSP core.
D. FISCAL PROCESS AND IMPLEMENTATION
1. Core and Mission Funding
The cost share process is negotiated primarily between the Project
Manager and the AID Mission or bilateral contractor with consultation from
the Project Director. These negotiations are performed on individual cases
depending upon the program request (training, networking, technical
assistance), the region (Africa, Asia/Near East, Latin America) and the
country. Funds may or may not be transferred from the Mission to the FSSP.
A goal is to minimize transaction time and cost.
General Guidelines follow in the cost share allocation decision:
a. Missions in Latin America and Asia/Near East are expected to fund
all technical assistance, training travel and per diem to networkshops.
b. FSSP will fund most preliminary needs assessment activities and
share general networkshop expenses with the Missions in Asia/Near East and
c. FSSP will fund training and technical assistance in W. Africa but
encourages strong participation where possible by Missions and bilateral
d. FSSP funds all appropriate preliminary needs assessment
activities and planning visits in W. Africa.
e. FSSP funds general costs for networkshops in W. Africa while
Missions and bilateral contractors provide travel and per diem.
f. FSSP helps support travel of W. Africans to joint E/W Africa
g. FSSP responds to needs in E. Africa primarily through CIMMYT and
generally is not involved in funding those activities.
2. SE Financial Arrangements
a. The Memorandum of Agreement (MOA) between the SEs and the
University of Florida provides the umbrella instrument for program and
fiscal interactions to implement the support concept.
b. Subcontracts are the mode for financing SE support to the FSSP
program delivery system.
c. Because of the unpredictability of the various types of demands
on the FSSP, annual budgets are usually not possible. Indeed, the
subcontract spells out general responsibilities and a maximum (not to
exceed) budget limit for the given period of time. A purchase order
process is then used to implement specific activities.
d. A specific activity budget is developed between the FSSP core
Coordinator and a representative of the SE usually the Administrative
Coordinator or designate. The budget is reviewed and approved by the
Director in consultation with the FSSP Project Manager in S&T as
e. A purchase order is "cut" based upon the activity budget against
which invoices are submitted to FSSP/UF for payment.
f. Proper documentation is called for with these invoices so that
the SE or UF, as the case may be, can successfully undergo audits.
Collaborative work with the FSSP by institutions and individuals can
be facilitated by preparing invoices to accommodate the University of
Florida, State University System and State Government procedures. FSSP
management recognizes that every state and university works with unique and
difffering procedures so accommodation is the rule in every instance
possible. The rule is to "keep it simple" while fully recognizing that
many of the fiscal bureaucracies we deal with are complex. The following
guidelines should help.
a. Travel in the U.S. paid to other institutions or entities (on all
invoicing include your Federal El Number)
1) If travel is on a Purchase Order, include P.O. Number. Travel
should be part of the approved P.O. budget.
2) If travel is not part of an approved budget, a cover letter
should be sent to the Director stating the expenses to be reimbursed and
the reason for the travel.
3) AID now allows travel in the U.S. to be at the rate and by the
method of normal institutional policy. Thus, a copy of the university
general regulations regarding reimbursement for travel for regular
employees within the U.S. as a back-up for the voucher is needed. If the
regulations change, up-dates should be sent to the FSSP Director's office.
4) Copies of hotel and other receipts, including airline tickets
are needed. Originals are not required. These should be self-explanatory.
Airfare is reimbursable at tourist or less than first-class rate.
b. International travel paid to other institutions or entities.
1) Same as a. 1).
2) Same as a. 2).
3) International travel is based on AID per diem rates for
various locations and cannot be above that rate or figured in a different
way. Per diem is based on a four (4) quarter, twenty-four (24) hour day
beginning at midnight (midnight-6AM; 6AM-noon; noon-6PM; 6PM-midnight).
The rate depends on location at the beginning of the quarter.
c. Travel in the U.S. for individuals paid directly by FSSP/UF
1) Social Security number.
2) Hotel receipts (original) single occupancy rate.
3) Tickets stubs (original) tourist or other less than first-
4) List of miscellaneous expenses (with receipts when possible).
a) Taxi fares in excess of $15.00 require a receipt.
b) Separate tips and laundry claims are not allowed, but are
assumed covered under a traveler's per diem.
c) If receipts are mislaid or lost, the following
certification can be submitted:
"I certify that I spent $ for and $
for etc. while on official business."
5) Meals are reimbursed on the basis of $21.00/day (Breakfast
$3.00; Lunch $6.00; Dinner $12.00).
6. Voucher (reimbursement) forms, completed by FSSP need to be
signed by the traveler before FSSP forwards them to processing. Two to
four weeks are required to receive a check after submission of the voucher.
d. International Travel for individuals paid directly by FSSP/UF
1) Social Security number.
2) Hotel receipts not required per diem is based on location
and USAID rates.
3) Same as c. 3).
4) Same as c. 4), but include an exchange rate.
5) Meals are included in per diem rate.
6) Same as c. 6).
7) Physical exam (required within one year of travel):
Reimbursed up to $100.00 with receipt.
8) Passport (including photos): Reimbursed with original
9) Visas (including photos): Check with travel agency or others
for any special visas required. FSSP office will process visas if given
the necessary information and your passport. Reimbursement is possible
with original receipt.
10) Immunizations: Check with health officials on those required
for country or countries of destination. Reimbursement is possible with
e. For everyone: Remember AID regulations do not allow expenditures
for coffee breaks, entertainment, banquets, etc.
f. The following form Memorandum is sent to the SE upon FSSP core
receipt of the SE voucher and supporting receipts.
FROM: Dr. Chris 0. Andrew
RE: Invoice Requesting Payment
This is to inform you that your invoice dated has arrived in
our office ( ) in the amount of $ for the
This invoice has gone to our processing department on
and should be received by you in three-to-four weeks from that date. If
there is any delay we will inform you.
E. ACCESSING SUPPORT ENTITIES
Procurement by FSSP from SEs and their respective program associates
to meet FSSP responsibilities is an open and efficient process. Every
attempt is made to draw support from the SEs. However, the primary
objective of the FSSP is to provide best quality support to host countries
through AID Missions and through the training and technical assistance
mechanisms. The institutional procurement guidelines are as follows:
a. Announcement procedures will be pursued when time allows through
On-Demand/ and On-Networking so that SEs can express their interest and
b. Core management will select an SE or a group of SEs on the basis
of qualifications, commitment and availability.
c. When time does not permit a broad-based announcement, direct
contacts will be made based on information available through MOA and
follow-up submissions on file with the FSSP.
d. Should it not be possible to meet a request from the FSSP
Network, other individuals or institutions may be called upon either within
the United States or elsewhere. However, other things being equal, support
is drawn from the SEs.
e. Where training and technical assistance can be amplified by
broadening the third world technical and human resource base by directly
involving qualified third world nationals in technical and training
capacities, emphasis is given to this approach.
a. Biodata Base
Identification of individuals for assignments that do not include
a complete institutional involvement is through the appropriate AC and/or
PL as designated by the respective SE. Notification of short-listed PAs
may be direct in cases where lead time is short and critical. PAs so
notified are responsible for notifying both their department (or unit) head
and their respective PL or AC. In addition, the FSSP Core will notify the
AC and or PL of SEs with PAs short-listed for an activity. The purpose in
following this procedure is to assure full institutional support for the
involvement of the PA with FSSP activity.
1) Requests for bio data searches are classified in two ways:
(a) those which originate from within the FSSP Network (FSSP core, SEs,
AID/Washington, and AID/Missions) and (b) those which originate outside of
the FSSP Network (non-SE universities, non-SE consultant firms, PVO's,
Peace Corps, others). The two types of requests are handled slightly
differently. Requests from the FSSP Network are treated with high
priority, while requests from outside the Network are handled on a
"time-available" basis only.
2) Secondly, requesting entities within the Network are given
both indirect access to individual PAs (through their PLs) and direct
access to each PA on a given short list. For non-network requests, only
indirect access information is released. That is, FSSP provides only the
PLs' number for contact of the short-listed PAs. Individual addresses and
telephone numbers for all independents are given in response to both
network and non-network requests.
3) For requests requiring a search of the bio data, the following
process is being used:
a) The request is received and logged-in paying as close
attention to specifying the search parameters as possible.
b) The search is run through the bio data files on the PFS
Apple program. This search includes both MOA and IND (independent non SE
affiliated individuals) files unless the searcher requests use of only MOA
or only IND individuals. This results in a long list.
c) The long list is reviewed to eliminate any individuals who
do not fit the proposed specifications. Common examples include unavail-
ability, minor (or secondary) discipline accessed, etc. Biodata forms and
C.V.s are referred to in order to further refine the list. This results in
a short list.
d) The FSSP creates a short biographical summary for all
individuals on the short list, sends this summary along with a form letter
to the requesting entity. Release of individual addresses and telephone
numbers is based on the policy outlined above.
e) If AID/Washington or an AID Mission requests the search, a
photocopy of each short-listed individual's C.V. along with the search and
form letter is included. AID completes the paperwork on selected
individuals, and this step saves time in the long run.
f) The FSSP may be requested to perform follow-up activities
for searchers on a time-available basis only. The most common of these
activities include ascertaining individuals' availability, terms of
contract (who will pay how much to whom and when) facilitation of certain
individuals (tickets, per diem), and orientations or briefings. Again,
policy here is flexible and can be negotiated with the searcher, and, if
necessary, other SEs in the FSSP network can be asked to facilitate
follow-up. The policy in fact has been to do more follow-up for foreign
based searchers than for U.S. based ones, for obvious communication
4) Ability to determine PAs with specific FSR/E experience is
severely limited. In an effort to refine each of the PAs' FSR experience
rating, a questionnaire (see attachment) is used. The information obtained
by the responses to the questionnaire is coded and added to the current
biodata formats. The following classification has been developed. The
three divisions which differentiate FSSP basic activities-Technical
Assistance, Training, and Networking--are retained. Within each of these
major divisions the experience is rated as either practical or theoretical,
depending on the type of activity specified. A coding is also available in
Technical Assistance, Training, and Networking to specify both the location
and the length of the experience. For Technical Assistance, the specific
type of activity is coded as to Needs Assessment, Project Design, Project
Evaluation or other.
General FSR Activity Codes
TA Technical Assistance
LT Long Term hands-on implementation
ST Short Term
NA Needs Assessment
PD Project Design
PE Project Evaluation
PAO Participant Add-On
NA Needs Assessment
PD Project Design
PE Project Evaluation
PR Practitioners (field level)
UN Taught university course
PAO Participant add-on
DW1 Domestic Workshop 1
DW2 Domestic Workshop 2
DW3 Domestic Workshop 3
TRW Training for trainers workshop
CRS Took FSR course at a university
SUA Set up or assisted in networking activity
PAO Participant add-on in above activity
OT Participated in a networking activity
PAO Participant add-on in the above activity
General Location and Length of Time Codes
AF Africa yr year
AS Asia mo month
LA Latin America wk week
NE Near East
For example, the following codes would mean:
The individual has practical, long term FSR
experience in Africa of two years.
The individual has practical, short term FSR
experience in Needs Assessment in Latin America of
The individual has theoretical training experience
from attending a Domestic 1 workshop.
The individual has had experience as a Participant
add-on in Latin America, setting up or assisting in a
networking activity for two weeks.
The information received is coded as above and entered into the Biodata
files. The file is amended to incorporate the information. Subsequent
searches can use above codings in key word searches. For example, a French
speaking agronomist with two years African experience in FSR implementation
could be accessed as follows:
Language Ability: 2
Regional Experience: AF/6
Technical Assistance: P/LT/AF/2yr
The Biodata questionnaire is as follows:
FSR Practical Experience Refinement Form
I. Please check one of the following:
a. I have some FSR experience
b. I have no FSR experience
(If you checked a., continue on to section II. If you checked b., do not
go on but please return the form).
II. Please check one of the following:
a. I have attended a FSSP sponsored FSR orientation workshop
b. I have not attended a FSSP sponsored FSR orientation workshop_
III. I have received:
a. Training in FSR for:
1. Myself: general orientation other (specify)_
2. Training others_
IV. I have led or assisted with:
a. Hands-on field implementation of FSR:
b. Short-term technical assistance assignment in FSR:
Needs Assessment Project Design
Proj ect Evaluation__ Other (Specify)
Needs Assessment Project Design
Project Evaluation Other
(attach sheet for additional short-term TA assignments).
a. Field level practitioners_
b. Upper (or mid) level administrators_
c. Students at university_
Please return the form to: James Dean
3028 McCarty Hall
University of Florida
Gainesville, FL 32611
b. Capacity Building
One of the mandates of the FSSP is to augment the pool of
qualified individuals by involving more of the PAs in the SE network in
various aspects of FSR.
1) Domestic workshops
One way towards achieving the goal of improving the U.S.
training and technical assistance base is via the domestic workshop (DW)
series. These workshops address a general audience of PAs.
2) Participant add-ons
A more specific (inservice experience) to upgrade people in
FSR is by sending them out at "participant add-ons" (PAO) in either
training or technical assistance activities ranging from one-to-several
weeks in length. FSSP activities present excellent opportunities for
personalized experiences for individuals from the SE network. Short term
FSR project design and evaluation efforts and training activities provide
opportunities to broaden the U.S. expertise pool for support of USAID
A PA nominated for a PAO assignment should hve a very high
commitment and probability of performing either short-term training or
short- or long-term technical assistance in a field FSR/E setting in the
immediate future. Information of this type is needed to provide a forward
look at the career plans of the potential PAOs. A cumulative "short list"
of PAs to be called upon by FSSP core management for these assignments is
available from a request for nominations of PAOs from each SEs AC and/or
The FSSP policy of PAOs is reviewed annually by FSSP core, the
Technical Committee and AID/Washington to assess its level of acceptance
and success. One measure of success would be for the multiplier effect of
this effort to lead to a documented series of field activities in FSR/E
performed by this PAO cadre.
The general procedure for PAO sponsorship is as follows:
a) The FSSP core identifies upcoming FSR/E activities which
are appropriate for PAOs.
b) The FSSP proposes a structure for the PAO activity and
clears it through the appropriate channels (a particular AID Mission, the
Project Manager, the contracting entity, etc.) Such clearance will
constitute FSSP sponsorship of the given FSR/E PAO activity.
c) The FSSP core reviews the short list of PAOs on file from
each SE, selecting those PAOs which meet the criteria for the given FSR/E
d) The core staff contacts the PLs and/or ACs of the SEs at
which these PAOs are located, requesting either the respective PL or AC to
contact the selected PAO.
e) Once a PAO has accepted participation in an FSR/E activity,
the FSSP Core will notify the appropriate institutes and individuals,
coordinating logistics of the PAOs with the main FSR/E activity personnel.
f) Logistical arrangements for the PAO will be made by his or
her SE using the information provided by the FSSP core.
g) The SE is responsible for the financial aspect of each PAO
activity including per diem, salary and air fare. Suggested sources of
funding include the use of Title XII Strengthening Grant or Program Support
Grant monies to pay for these FSSP-sponsored activities. Some exceptions
may be made in cases where a SE has absolutely no funds to dedicate to
PAOs. Financial arrangements in such cases must be worked out in advance
between representatives of the particular SE and the FSSP Director or a
FSSP core staff representative.
h) Each PAO is expected to contribute something to the
selected FSR/E activity and to submit a brief report to the FSSP. The
report should include a subjective assessment of the strengths and
weaknesses of the particular FSR PAO assignment, as well as suggestions for
improving the process.
3. Technical Support Activities
The following summarizes policy and procedural guidelines prepared
by the FSSP Advisory Council and Director relative to actions of the
Technical Committee and SEs including emphasis on the Task Force concept.
a. SE Technical Participation
Potential participation by SEs in FSSP programs includes these
1) The delivery of technical assistance and training programs.
2) Pursuit of well-defined tasks for which the desired output is
3) Pursuit of themes where the desired output is focused toward
deliniating future activities and tasks that will provide guidance and
support for the FSSP, and
4) Topic papers that address issues for which very little is
known and where the paper will be condusive to either recommendations for
tasks or discussion by theme groups.
b. Implementing Technical Support
These four participatory activities were given dimension in terms
of implementation as follows:
1) The technical assistance and training activities, to be
implemented by support entities, are structured by the request from AID for
services. These requests are further deliniated through the instruments
that are used by AID. Involvement includes careful team preparation based
upon necessary qualifications and criteria to achieve an optimum quality
2) Task activity:
a) These are performed where specific terms of reference are
given with outputs specified for purposes of directly strengthening
technical assistance and training.
b) Financial and budget commitments are made with a lead SE
responsible for the service.
3) Theme activity:
a) The effort will be evolutionary, utilizing the services of
individuals of several institutions but focusing on the best expertise
available to address a general area of concern.
b) The theme group focus will be directed by the FSSP core
and/or the Technical Committee based upon previous topic papers or direct
observations by the core and the Technical Committee.
c) One of the main purposes of a theme group will be to
identify what we know and what comes next relative to technical needs for a
d) Talented people will be identified for this activity
regardless of affiliation so that the best recommendations can be
forthcoming and directed to task activities or to specific implementation
programs by the FSSP.
e) The theme activity will operate from well-defined terms of
reference as spelled out by FSSP core with counsel from the Technical
4) Topic Papers:
a) Emphasis is on a single-focus, possibly ill-defined, but
bounded by an accepted priority concern area.
b) The time frame and financing is constrained by a
well-specified plan with emphasis on a short-term effort, usually less than
one person-month and financing usually not to exceed five thousand dollars.
c) The types of paper developed are codified depending upon
specific outputs desired including some combination of a position
statement, recommendations, identification of major concerns, identifi-
cation of actors that will either perform to further the effort in a task
manner or with a theme group, development of a supporting bibliography, and
general guides for further implementation.
4. Selection for Technical Support
Selection of institutions, individuals, and groups of individuals to
be involved in the implementation of the above activities include the
a. For topic papers, the FSSP core primarily is involved in
selecting individuals to address the topics but draws upon recommendations
from the Technical Committee. This selection is made from not only the
list of Program Associates with the FSSP but other experts that might be
available to address the issues.
b. The same procedure is followed for themes, with recommendations
again from the Technical Committee and final approval through the core.
The SEs may be called upon to suggest names for theme groups, with final
selection by FSSP core.
c. With respect to tasks, training and technical assistance
assignments, the SE selection process is as follows:
1) An announcement in On-Demand or On-Networking is made by FSSP
core that an activity is about to be undertaken and a request for a
statement of interest is called for based upon necessary requisites of the
activity, the approach to be taken and the individuals desired to meet the
terms of reference.
2) The statement of interest includes a documentation of
capability and a brief proposal not to exceed three typed pages.
3) Selections are made based on these responses or, should time
not permit an announcement, on the basis of submissions to the FSSP of MOA
documentation. The Program Associate roster developed from those
submissions will be used to identify individuals for the activity.
4) Under special circumstances, where time and/or other
conditions do not allow for the implementation of this selection process,
the decision can be made by FSSP core to go directly to an institution for
In every instance the desire of the FSSP is to obtain the best
possible services. Combinations of institutions and/or individuals from
different institutions may best serve a need. The FSSP does not become
involved in a detailed "Request for Proposal" solicitation process.
Nevertheless, every opportunity is taken to encourage participation of
qualified institutions and individuals.
Should SEs, in the process of implementation of activities,
need to refer to the FSSP C.V. database, access is available on the basis
of procedures set forth herein. Within those guidelines, every effort is
made to assist all SEs in identifying qualified people for technical
assistance or training assignments. SEs, however, should also look to
other means to augment quality and quantity of human resources for specific
undertakings. The FSSP C.V. database is limited in scope for serving needs
extensively beyond the FSSP mandate.
The working paper series, under the general auspices of FSSP,
reports observations and results concerning FSR/E, FSIP and FSR&D. The
general goal of the series is to address the state-of-the-art and report on
the various synthesis, research, and other professional interactions to
further strenthen research and development programs in farming systems. To
establish this series, FSSP policy is directed to the following:
a. FSSP core and others channel potential articles to the FSSP
Editor for board general screening for relevance.
b. The FSSP Technical Committee will play a pro-active role in
stimulating articles and in the procurement process.
c. Three members of the core are selected by the Director and Editor
to review submissions for publication.
d. The FSSP Editor will provide a format and style guide so that
submissions are consistent with appropriate publications guidelines.
e. The target audience for the working papers will be all farming
systems practitioners and managers throughout the world. Distribution,
however, will be based on a select list of recipients extended by a
follow-up through the newsletter of titles for those who care to request
1. Reporting Procedures
The purpose of reporting is:
a. To fulfill obligations of the Cooperative Agreement with USAID.
b. To communicate in the best manner possible how objectives are
c. To assist leadership in further program development, management
and administration. The validity of a particular reporting instrument is
affirmed when it makes the results useful to the FSSP and AID.
The areas covered by reports include the Annual Report, Quarterly
Reports, and Travel/Activity Reports.
Quarterly reports are focused toward team or program activities
as they evolve, and give an emerging qualitative dimension that is neither
the same as that included in the complete overview approach taken in the
Annual Report nor that of the specific detail encountered in travel/
activity reports. Thus, each reports achievements and challenges, but not
the whole spectrum of activities undertaken in the specific quarter.
Activity Reports are attached to Quarterly Reports for the quarter during
which they occur. The travel/activity reporting format addresses
responsibilities in terms of training, briefing and debriefing, technical
assistance, and include activities such such as:
1) An individual trip for whatever purpose.
2) A group activity such as project design or evaluation
3) An activity performed such as a Task Group meeting, a
Technical Committee meeting, an Advisory Council meeting, a symposium
attended or presented, etc.
4) Summary of information and contacts gained through a visit to
the University of Florida.
These activities, to the extent possible, will be reported by
Support Entities on issues related to the FSSP. This will provide an
opportunity to accelerate the Annual Report writing process and to
accelerate searches for collective experience at the core of the FSSP and
with the SEs. The format for these reports follows:
Outline of Activity/Trip Report Abstract
Date of Activity:
Objectives: (state consisely the reasons for the activity, what was planned
to be accomplished)
Accomplishments: (give detail)
Need/Problems: (evolving from within or identified by the activity)
Institutions: (full name and address)
Individuals: (include list of participants in workshops, etc., and full
name, institutional affiliation and discipline)
Publication Potential: (from activity or identified in others)
Demands on FSSP: (future needs)
FSSP commitment-promised responses:
Contribution to Inventory: (FS Project Inventory)
2. Planning and Budget
The planning and budget process evolves around the general program
mandate of the FSSP depicted in Figure 7 and is further illustrated by the
following budget categories. Specific annual budgets and plans are not
possible for the "on demand" portion of the project except where at least
one year advance warning is available.
Project I Program
Administration Management 1
Figure: 7 Planning and Budget Structure and Program Organizational Flow for FSSP.
3. Personnel Organization
Major core management tasks are structured to give individual
responsibility/authority. The tasks are A) Program Development; program
delivery in B) Africa, C) Asia/Near East and D) Latin America; resting upon
an E) information, F) training and a G) U.S. support base. Coordinators
have responsibility and authority to take action with counsel from the
Director. Co-coordinators share duties with the Coordinator and act in
their behalf when extended travel demands. Others have responsibility for
designated activities and authority to act in keeping with the overall
goals of the Co-coordinators assignments.
A. Program Development
1. TUD SOA synthesis
2. TA handbook
4. Technical committee
5. Case studies
6. Evaluation (FSR/E, Projects, FSSP)
B. Africa Program
a. short course
3. Technical Assistance
C. Asia/NE Program
D. Latin America Program
E. Information/Communication Program
Documentation (100 items)
F. Training Program
U.S. degree programs
African degree programs
Field training teams
Coord J. Jones
Support L. Walecka
G. U.S. Support Base
1. Advisory Council
2. AID relations
Washington DC liaison
3. SE Relations
4. TA Team building & prep
5. Visitor Orientation
7. Subcontracts and payments
Coord K. McDermott
Coord J. Dean
Support J. Dean
Individual responsibilities based upon the FSSP Director's
A. Susan Poats
1. Coordinator Africa
2. Networking Africa
3. FS curriculum Africa
4. Networking Worldwide
5. Case studies
B. Dan Galt
1. Coordinator Program Development
2. Co-coordinator Africa
3. Co-coordinator Asia
4. Evaluation generally
C. Jim Jones
1. Coordinator Training
2. Training Africa
3. Coordinator L.A.
D. Ken McDermott
1. Bilateral team building & prep
2. Management short course & degree course
3. Coordinator Asia
E. Steve Kearl
3. Documentation (100 items)
6. Asia support
F. Jean Dean
3. Information requests
4. Domestic workshops
5. L.A. support
6. Budget support
G. L. Walecka
1. Training support
3. Africa support