Citation
Procedural manual

Material Information

Title:
Procedural manual operational guidelines for the Farming Systems Support Project
Portion of title:
Operational guidelines for the Farming Systems Support Project
Creator:
Farming Systems Support Project
United States -- Agency for International Development
Place of Publication:
Gainesville Fla
Publisher:
Farming Systems Support Project, International Programs, Institute of Food and Agricultural Sciences, University of Florida
Publication Date:
Language:
English
Physical Description:
52 p. : ; 28 cm.

Subjects

Subjects / Keywords:
Agricultural systems -- Research -- Developing countries ( lcsh )
Agricultural extension work -- Research -- Developing countries ( lcsh )
Genre:
non-fiction ( marcgt )

Notes

General Note:
"Draft, April 1985."
General Note:
"Bureau of Science and Technology, United States, Agency for International Development and the Unversity of Florida as lead entity in cooperation with support entitites: U.S. universities (21) and consulting firms (5)."
General Note:
"Cooperative agreement no.: Dan-4099-A-00-2083-00, project no. 1936-4099."
Funding:
Electronic resources created as part of a prototype UF Institutional Repository and Faculty Papers project by the University of Florida.

Record Information

Source Institution:
University of Florida
Holding Location:
University of Florida
Rights Management:
The University of Florida George A. Smathers Libraries respect the intellectual property rights of others and do not claim any copyright interest in this item. This item may be protected by copyright but is made available here under a claim of fair use (17 U.S.C. §107) for non-profit research and educational purposes. Users of this work have responsibility for determining copyright status prior to reusing, publishing or reproducing this item for purposes other than what is allowed by fair use or other copyright exemptions. Any reuse of this item in excess of fair use or other copyright exemptions requires permission of the copyright holder. The Smathers Libraries would like to learn more about this item and invite individuals or organizations to contact Digital Services (UFDC@uflib.ufl.edu) with any additional information they can provide.
Resource Identifier:
69173244 ( OCLC )

Full Text
Fauimng Systems 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




PROCEDURAL MANUAL
Operational Guidelines for the
Farming Systems Support Project
Cooperative Agreement No.: Dan-4099-A-00-2083-00
Project No. 1936-4099
Bureau of Science and Technology
United States
Agency for International Development and the
University of Florida as
Lead Entity
in cooperation with
Support Entities:
U.S. Universities (21) and Consulting Firms (5)
(DRAFT APRIL, 1985)




PREFACE
Establishment and management of a multi-university and multidisciplinary 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 subj ect 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 can operate.
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
Director, FSSP
April, 1985




CONTENTS
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 .. .. .. .. .. .. .. . .. .. 0 13
b. Subcontracts . . . . ........... . .16
2. Investing in the SupportBase .................. 21
3. SE Involvements ... . . . ....... . . .21
a. Reporting and Planning .. . . . ........ . .21
b. Domestic Workshops . . ................ .. 25
C. AID DEMAND AND PROGRAM IMPLEMENTATION. . . . . . . . .27
1. Request Process . . . . . . . . . o .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 ENTITES .......... ........... 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. MANAGE4ENT . .. . . . . . . . . .. .. .48
1. Reporting Procedures. . ... . . . . .... .48
2. Planning and Budget . . . . . . . . . . 49
3. Personnel Organization . . . . . . . . . .50




A. MANDATE AND ORGANIZATION
1. Purpose
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 Help Nationals Develop
Institutions That
Foster FSR/E
I t
To Help International To Help A..D.o Help A.I.D. To Support
Research Centers Missions CRSPs. and BI FAD Bilateral Projects
._t t
To Help Improve Nationals' Understanding and Implementation of FSR/E
To Conduct Effective To Provide Technical
Training Programs on FSR/E Assistance on FSR/E
Legend
To Develop
IFSR/EI
A Helps to Achieve B Ne
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
To Have Selected Learners Achieve Specified Learning Outcomes
To Engage Students in Effective Learning Activities
and
To nSelect Appr THaveAppro- T o ProvideseTHaveEectve
priate Teachers Effective TUs
To Validate &
Revise TUs
Legend
TTo Develop TUs
A Helps to Achieve B
I
STo identifyOUseI To TConvene
ful Materials Workshops
FSR/E Experts Training Experts
Figure 2: FSSP Training Program Objective Framework 2




Among National. II nstittitions Information & Experiences
Legend
P,
[ard
SHssist To Assist To Cooperte To Arrange T'Circulate
Bilateral Aid Missions With IARC s. Thematic Network News
tractors and CRSP s Networkshops and Papers
To Schedule Time To Facilitate Technology
in Training Programs Transfer by Less Experienced
for Participants to Affiliates Visiting More
nd Learn From Each Other Experienced Ones
,ect Geographi- To Distribute To Select Themes To Encourage
Regions for Informative for Various Joint or CoorNetworks Resources FSR/E Networks dinated Research
To Provide To Poide
Training Technical.
Units Guidelines
Legend.
B
A Helps to Achieve B
A
Figure 3: FSSP Network Development Program Objective Framework




Continued to page 5
I
To Assemble
E I
n To Ensure Team To Ensure Team To Ensure To Ensure Team is
Knows About FSSP Includes Required Team Knows Knowledgeable of
Z>KosAotFS Team Knows
Work Packages Language, Skills, FSR/E Ag. Research, Ext.,
W cand Experiences and Training
0 t t
E
To Structure To Have
the TA Task
FSR/E Staff
< Legend and
0 To Analyze To Conduct To Maintain To Offer FSR/E
-A Helps to Achieve B Request Domestic FRS/E a Useful Refresher
M for TA Workshops Database Courses
0I
CO F
cLegend
HT To Purge To Search
LL fDartabase for New
Periodically Qualified Staff




TTo Assign ReToBIe Team I re emo
on FSSP & Aid Country Situation
SOP & Donor Strategy
Continued to pTaage 6 qI
To Brief To Brief Team on Team on Living & Working
the Task E in Country
To Review Prin- /
ciples of FSR/E: To Have Country
Methodology and Papers
Management
To Assemble
a Qualified Team
SandI




Continued to page 7
To Inform Donors To Provide
nTo De velop and To Send Flyers To Send Test Standard
on FSSP Newsletter Work Packages
To Assess the
Utility & Completeness To Do State-ofof Wotk Packages the-Art Syntheses
To Obtain To Enlist To Provide
To Debrief Useful Competent Guidance &
TA Teams Materials Synthesizers Formats for Work
To Choose the
Work Packages
to be Developed
To Survey T td
SE and Mis- ABS & CSSP
sion Staff Documents




To Provide Technical
Assistance on FSR/E
Ior
To Help Define Roles To Help Design I HelpWith GTo Evaluate On/Contexts for Needed FSR/E Projects Implementation Going or Finished
FSR/E Projects of FSR/E Projects FSR/E Projects
t t t
To Inform Donors To Provide To Provide To Provide
and Countries Proven FSSP TA Qualified Logistical
About FSSP TA Work Packages TA Team Support to Team




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
Farm Families and Farming Systems
oNational Institutions (Research, Extension, Training, Policy) Bi lateral
Pi AI ureaus and Missions Contracts
Institute nsUI
and Core SPOS SITDRC&U
Teams: T s f e technical asss t ancai Tan
Training, State-of the Arts prv ie bteA io
Cnlnti FSSP Program icat es
FSSP Program te aoes
I FSSP MOA Entities &
bother support institutions
Firms I SDA I Oter'nsttuton, I Unierste,
Figure 5: 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 SEEs of the FSSP network and is particularly concerned with operations of the Technical Committee and
8




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 follows:
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 decisionmaking 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 vote.
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.
9




3) Purpose
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 strategies.
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 Committee.
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 experience.
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.
7) Selection
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.
10




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 Technical Committee.
9) Funding is by the FSSP on an activity basis where a specific desired product is well-defined and is approved through the above
s truct ur e.
10) Tasks or Task Groups are given an appropriate "sunset clause" specifying termination time and product expectations. No task group has standing committee responsibilities.
12




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.
13




FARMING SYSTEMS SUPPORT PROJECT
Memorandum of Agreement
between
The University of Florida
and
Pursuant to authority contained in Cooperative Agreement No. DAN-4099A-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 ammended, 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.
14




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
agreement, has;
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 force endeavors.
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.
15




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 have set their hands and seals on the date indicated.
Lead Entity Support Entity
C.O. Andrew, Project Director
H.L. Popenoe, Director Int'l Prog.
b. Subcontracts
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.
16




SUBCONTRACT
TO
USAID-DAN-40 99-A-OO-2O83-OO
BY AND BETWEEN
THE UNIVERSITY OF FLORIDA
AND

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 <br /> shall be as follows:<br /> PERIOD OF PERFORMANCE<br /> This agreement shall become effective on <beginning date> and shall terminate on <end date>. Performance may be extended for additional periods by the mutual written agreement of the parties.<br /> CONTRACTS ADMINISTRATOR<br /> All questions concerning administration of the Agreement should be addressed to:<br /> Dr. Robert C. Kramer Dr. Ann R. Stevens<br /> Director of Sponsored Programs Associate Dean for Research<br /> and Development Division of Sponsored Research<br /> 2014 McCarty Hall 219 Grinter Hall<br /> University of Florida University of Florida<br /> Gainesville, FL 32611 Gainesville, FL 32611<br /> Telephone: 904/392-2356 Telephone: 904/392-4646<br /> 17<br /> <br /> <br /> <br /><br /> PROJECT DIRECTOR<br /> The Project Director at FLORIDA is named to be:<br /> Dr. Chris 0. Andrew Associate director for International Programs 3028 McCarty Hall<br /> University of Florida Gainesville, FL 32611 Telephone: 904/392-1965 WORK PLAN<br /> The Farming Systems Support Proj ect/Cooperative Agreement, contains<br /> statements outlining objectives and procedures to be followed by <acronym>. The FSSP/Cooperative Agreement becomes a part of this subcontract by inclusion as Appendix A.<br /> (name> PROJECT DIRECTOR <sub contractor> <address><br /> <phone><br /> ALLOCATION OF FUNDS<br /> Funds provided for <acronym> covered in this agreement shall not exceed <amount>. All purchase orders and invoices shall be in agreement with plans of work attached as Appendix B. <acronym> shall invoice FLORIDA (quarterly, monthly> 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<br /> Gainesville, FL 32611<br /> 18<br /> <br /> <br /> <br /><br /> REPORTING PROCEDURE<br /> 1. Technical Reports The personnel hired by <acronym> will be<br /> required to keep clear and accurate records of the procedures conducted and<br /> 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.<br /> 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 <end date>.<br /> REGULATORY DATA<br /> USAID has awarded the prime FSSP/Cooperative Agreement to Florida.<br /> 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(IO-82)) shall be binding upon this agreement. <acronym> assumes sole responsibility for reimbursement to<br /> 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 <acronym> 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 contract.<br /> 19<br /> <br /> <br /> <br /><br /> LIMITATION OF LIABILITY<br /> Unless specifically provided for otherwise in the statement of work,<br /> 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.<br /> TERMINATI ON<br /> Termination provisions will be as specific in the USAID General Provisions (AID 1420-23C(10-82) and AID 1420-23D (10-82). <CAPITAL><br /> UNIVERSITY OF FLORIDA<br /> Director of Sponsored Programs and Development Institute of Food & Ag. Sciences<br /> Sponsored Research University of Florida Date<br /> Witness<br /> Date<br /> Witness<br /> Date<br /> 20<br /> <br /> <br /> <br /><br /> 2. Investing in the Support Base<br /> There is an essential need for continued training, orientation and<br /> 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:<br /> a. FSSP investments are long-term investments in the sense that<br /> strengthening U.S. capability provides a professional base for twenty-tothirty years as young professionals become involved.<br /> 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.<br /> c. FSSP investments indirectly permeate the entire AID structure including bilateral contracts, IARC investments, CRSP investments, BIFAD strengthening activities and participant training programs.<br /> d. Early investments in domestic workshops provide a mode for<br /> broadening the base of resources prepared for international assignments.<br /> e. The small investments by FSSP draw forth major investments by universities to complement the farming systems needs of AID.<br /> 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.<br /> 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<br /> the CRSPs in terms of networking, has even broader implications to address the core responsibilities in AID programming, inclusive of training, proj ect design, proj ect implementation, and proj ect evaluation.<br /> 3. SE Involvements<br /> a. Reporting and Planning<br /> Each MOA SE will become directly involved in preparation of<br /> 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<br /> 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.<br /> 21<br /> <br /> <br /> <br /><br /> Formats for both Annual Reports and Annual Work Plans follow. An<br /> 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.<br /> 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.<br /> 22<br /> <br /> <br /> <br /><br /> ANNUAL REPORT<br /> FSSP SUPPORT ENTITY<br /> En preparing the Annual Report recall that, as an FSSP support entity, your institution has an opportunity to support the policy/planning process<br /> 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<br /> 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<br /> attached if appropriate.<br /> 1. Institution:<br /> 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:<br /> 4. Direct interface with FSSP activities:<br /> a. Technical assistance and training teams:<br /> b. Task force activity:<br /> c. Committees:<br /> d. other:<br /> 5. Bilateral contract activity:<br /> a. Opportunities and interactions with FS/FSSP and bilateral contracts:<br /> b. Contract data:<br /> 1) FS team members in support (U.S.) and field (AID contract) positions -- names, locations, responsibilities:<br /> 2) AID participants in U.S. needing or in FS training:<br /> 6. Program strengthening activities resulting from activities leading to<br /> signing the FSSP MOA:<br /> 23<br /> <br /> <br /> <br /><br /> ANNUAL WORK PLAN<br /> FSSP SUPPORT ENTITY<br /> In preparing the Annual Work Plan recall that, as an FSSP support<br /> 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<br /> FS programming with AID, and, in general, update your MOA submission.<br /> 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.<br /> 1. Institution.<br /> 2. Person Preparing Plan:_______________________3. Enriching activities planned for faculty in FSR/E and related activities:<br /> 4. Potential (planned where appropriate) interface with FSSP support activities technical assistance, training, networking, state-of-the-art synthesis:<br /> 5. Potential (planned where appropriate) interface with FSSP through<br /> bilateral contracts:<br /> 24<br /> <br /> <br /> <br /><br /> b. Domestic Workshops<br /> The Domestic Workshop series is designed to strengthen SE<br /> involvement with the FSSP and other Farming Systems AID activities. The<br /> 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.<br /> Relative to the input that will be required to give the<br /> 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<br /> can be responsive to workshop scopes by providing materials to the extent possible.<br /> 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:<br /> a) Commitments from the SE to early participation in the first FSSP offering by someone who could become a workshop leader at the host institution.<br /> b) Consideration of timing so that delivery compliments other<br /> FSSP activities and domestic workshop schedules. FSSP will give leadership to the scheduling of these events throughout the year.<br /> c) Geographical distribution that helps minimize travel costs for participating individuals and universities.<br /> d) Areas of expertise explicitly put forth by the SEs in the MOA<br /> or areas of observed expertise by the core relative to the host SE.<br /> The FSSP will support the participation of one outside person as necessary to assist with each workshop effort. FSSP will provide<br /> 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<br /> 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:<br /> 1. Cost of books.<br /> 2. Cost of meeting rooms and other space requirements, if these must be paid for.<br /> 3. Costs involved for any banquets and/or other social functions, if desired.<br /> 4. Costs associated with vehicle rental, if needed.<br /> 5. Costs associated with salaries for support personnel.<br /> The fee to be charged should be pro-rated based on the number of participants (approximately 30 are suggested) enrolled in the workshop.<br /> 25<br /> <br /> <br /> <br /><br /> Participants should be expected to pay their own fees, transportation, 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 FSSP.<br /> 26<br /> <br /> <br /> <br /><br /> C. AID DEMAND AND PROGRAM IMPLEMENTATION<br /> Response mechanisms and management are addressed operationally as detailed in Figure 6. A general discussion of the request and program process follows.<br /> 1. Request Process<br /> 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:<br /> a. Request by national institutions in third world country to AID/<br /> Missions.<br /> b. Request by AID Missions to AID Bureau in Washington and/or S&T.<br /> c. The project manager in S&T conveys the request to AID staff for consideration.<br /> 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 Director.<br /> 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.<br /> f. An FSSP core staff member begins the process of identifying institutions and/or individuals to meet the request.<br /> g. Contact is made with the Program Leader (PL) and/or<br /> 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.<br /> 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.<br /> i. Final team selection is determined by the FSSP Director and Core and proposed to the Project Manager, S&T.<br /> j. If necessary, the S&T Project Manager gains Regional Bureau and Mission approval for the designated participants.<br /> k. Following approval, the S&T Project Manager concurs that the FSSP initiate implementation, or relays any final requests or changes in the<br /> activity or implementing team.<br /> 27<br /> <br /> <br /> <br /><br /> FSSP Receives Request 1 for Technical Assistance or Training Program<br /> I Regional Coordinator Interact with Requestor to Analyze the Need<br /> Regonal Coordinator<br /> Present Analysis to Pertinent Core Staff<br /> D i pr nrDi .& R CU ncertain I R egio n al C o o rd in ato r<br /> Reject, Demure, or NoJ--. i-s the ReqouestI Suit- Obtain MoeIfo m to<br /> Pass Request abl fo FSbaiSorPnfrato<br /> +Yes<br /> Regional Coordinator Define Tasks Needed and Schedule<br /> Regional Coordinator<br /> Present Project Plan to Pertinent Core Staff<br /> others Who Should do the Proj FSSP<br /> Continued to page 29<br /> Figure 6: FSSP Response Management System<br /> 28<br /> <br /> <br /> <br /><br /> /-Director<br /> others Who Should do the Project FSSP<br /> SE<br /> or<br /> I Staff<br /> Match Required Tasks Against Data Files<br /> - RAninans inrriinto Di4r. &i R-C .<br /> Solicit Interest & Ideas Select SE and<br /> From Selected SEs Communicate Required Tasks<br /> Oir. & RC. C No<br /> Evaluate Ideas Can SE do the Work?<br /> Submitted & Select SE<br /> I ( Yes igonal Coordinator Present SE Selection & Rationale to Requestors<br /> I<br /> No Do Requestors Approve<br /> Yes<br /> Continued to page 30<br /> 29<br /> <br /> <br /> <br /><br /> Regional Coordinator<br /> Give SE Background of Request, SSOPs3.<br /> and Notebooks for<br /> IHC, Etc.<br /> Regional Coordinator<br /> Determine if<br /> Assigned Staff Need<br /> Training<br /> is Trairiing No<br /> Required<br /> <Yes<br /> Arrange Training<br /> Staff Ready<br /> S. E.<br /> Verify That H.C. &<br /> Mission Will<br /> Provide Support<br /> Needed<br /> Do All Necessary<br /> Supporters Guarantee<br /> Their Support?<br /> Yes<br /> Continued to page 31<br /> 30<br /> <br /> <br /> <br /><br /> or R.C. & S.E<br /> Determine if<br /> Regional Coordinator Something Useful<br /> Brief Staff & Can be Done<br /> Send Off<br /> S.E. R.C.<br /> Determine if In- Can Something >No<br /> Country Support is Useful be Done Abort<br /> Available Yes<br /> Advise R.C. if<br /> Project is Doable<br /> or Not<br /> S.E. S.E.<br /> Can Project Yes e be Done as Planned Proceed With Plan<br /> anand Report<br /> No3<br /> ' R.C. & S.E.<br /> Determine if Some- Staff Returned<br /> thing Useful Can<br /> be Done<br /> Director R.C.<br /> Call Team Home No Can Debrief Staff<br /> Something Useful<br /> be Done<br /> Regional CoordinatorDirect S.E. to do S.E.<br /> Alternative Tasks Prepare Reports<br /> and Report<br /> 31<br /> <br /> <br /> <br /><br /> During this communication process it may be appropriate and<br /> necessary for FSSP to communicate directly with the Mission to obtain further information and refinements. This communication may come through<br /> cable, telex and/or telephone and is communicated to proj ect management in S&T.<br /> This communication flow rationalizes a process and makes-it as<br /> 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.<br /> 2. Program Process<br /> Management of requests directed toward the FSSP involves questions that arise in the request process. Some of these questions are as follows:<br /> a. Does the request pertain to and directly involve farming systems?<br /> b. Does the request fall within the area of responsibility and<br /> mandate of FSSP?<br /> c. Is the requested activity among the priorities set forth by FSSP?<br /> d. If among these priorities, is the request a priority concern for the FSSP and AID management relative to alternative uses for human and financial resources?<br /> e. Does the request originate from an LDC institution?<br /> 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?<br /> g. Who should fund the activity- FSSP, the AID Mission, an AID Bureau, a bilateral contract, etc ... ?<br /> h. What backward linkages can be identified and should be emphasized in the final decision on response? (Backward linkages refer to<br /> strengthening the FSSP base and the FSR/E state-of-the-art).<br /> 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?<br /> Responsibility for answering these questions requI ires most AID input<br /> at the beginning of the list and is reduced to almost no: 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.<br /> 32<br /> <br /> <br /> <br /><br /> D. FISCAL PROCESS AND IMPLEMENTATION<br /> 1. Core and Mission Funding<br /> 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.<br /> General Guidelines follow in the cost share allocation decision:<br /> a. Missions in Latin America and Asia/Near East are expected to fund all technical assistance, training travel and per diem to networkshops.<br /> b. FSSP will fund most preliminary needs assessment activities and share general networkshop expenses with the Missions in Asia/Near East and<br /> Latin America.<br /> c. FSSP will fund training and technical assistance in W. Africa but encourages strong participation where possible by Missions and bilateral contractors.<br /> d. FSSP funds all appropriate preliminary needs assessment activities and planning visits in W. Africa.<br /> e. FSSP funds general costs for networkshops in W. Africa while Missions and bilateral contractors provide travel and per diem.<br /> f. FSSP helps support travel of W. Africans to joint E/W Africa workshops.<br /> g. FSSP responds to needs in E. Africa primarily through CIMMYT and generally is not involved in funding those activities.<br /> 2. SE Financial Arrangements<br /> a. The Memorandum of Agreement (MOA) between the SEs and the<br /> University of Florida provides the umbrella instrument for program and fiscal interactions to implement the support concept.<br /> b. Subcontracts are the mode for financing SE support to the FSSP program delivery system.<br /> c. Because of the unpredictability of the various types of demands<br /> 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.<br /> d. A specific activity budget is developed between the FSSP core<br /> 33<br /> <br /> <br /> <br /><br /> Coordinator and a representative of the SE usually the Administrative Coordinator or designate. The budget is reviewed and approved by the<br /> Director in consultation with the FSSP Project Manager in S&T as appropriate.<br /> e. A purchase order is "cut" based upon the activity budget against<br /> which invoices are submitted to FSSP/UF for payment.<br /> f. Proper documentation is called for with these invoices so that the SE or UF, as the case may be, can successfully undergo audits.<br /> 3. Payments<br /> Collaborative work with the FSSP by institutions and individuals can be facilitated by preparing invoices to accomodate the University of Florida, State University System and State Government procedures. FSSP<br /> management recognizes that every state and university works with unique and difffering procedures so accomodation is the rule in every instance possible. The rule is to "keep it simple' while fully recognizing that<br /> many of the fiscal bureaucracies we deal with are complex. The following guidelines should help.<br /> a. Travel in the U.S. paid to other institutions or entities (on all invoicing include your Federal El Number)<br /> 1) If travel is on a Purchase Order, include P.O. Number. Travel should be part of the approved P.O. budget.<br /> 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.<br /> 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<br /> general regulations regarding reimbursement for travel for regular employees within the U.S. as a back-up for the voucher is needed. If the<br /> regulations change, up-dates should be sent to the FSSP Director's office.<br /> 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.<br /> b. International travel paid to other institutions or entities.<br /> 1) Same as a. 1).<br /> 2) Same as a. 2).<br /> 3) International travel is based on AID per diem rates for<br /> 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).<br /> The rate depends on location at the beginning of the quarter.<br /> 34<br /> <br /> <br /> <br /><br /> c. Travel in the U.S. for individuals paid directly by FSSP/UF office requires:<br /> 1) Social Security number.<br /> 2) Hotel receipts (original) -single occupancy rate.<br /> 3) Tickets stubs (original) -tourist or other less than firstclass rate.<br /> 4) List of miscellaneous expenses (with receipts when possible).<br /> a) Taxi fares in excess of $15.00 require a receipt.<br /> b) Separate tips and laundry claims are not allowed, but are assumed covered under a traveler's per diem.<br /> c) If receipts are mislaid or lost, the following<br /> certification can be submitted: "I certify that I spent $____ for ________and $______for ________,etc. while on official business."<br /> Signature<br /> Date<br /> 5) Meals are reimbursed on the basis of $21.00/day (Breakfast $3.00; Lunch $6.00; Dinner $12.00).<br /> 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.<br /> d. International Travel for individuals paid directly by FSSP/UF requires:<br /> 1) Social Security number.<br /> 2) Hotel receipts not required per diem is based on location and USAID rates.<br /> 3) Same as c. 3).<br /> 4) Same as c. 4), but include an exchange rate.<br /> 5) Meals are included in per diem rate.<br /> 6) Same as c. 6).<br /> In addition:<br /> 35<br /> <br /> <br /> <br /><br /> 7) Physical exam (required within one year of travel): Reimbursed up to $100.00 with receipt.<br /> 8) Passport (including photos): Reimbursed with original r ecei pt.<br /> 9) Visas (including photos): Check with travel agency or others for any special visas required. FSSP office will process visas if given<br /> the necessary information and your passport. Reimbursement is possible with original receipt.<br /> 10) Immunizations: Check with health officials on those required for country or countries of destination. Reimbursement is possible with receipt.<br /> e. For everyone: Remember AID regulations do not allow expenditures for coffee breaks, entertainment, banquets, etc.<br /> f. The following form Memorandum is sent to the SE upon FSSP core<br /> receipt of the SE voucher and supporting receipts.<br /> MEMORANDUM<br /> TO:<br /> FROM: Dr. Chris 0. Andrew<br /> RE: Invoice Requesting Payment<br /> This is to inform you that your invoice dated _______has arrived in our office ()in the amount of $______ for the<br /> following:<br /> 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.<br /> 36<br /> <br /> <br /> <br /><br /> E. ACCESSING SUPPORT ENTITIES<br /> 1. Institutions<br /> 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<br /> 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:<br /> a. Announcement procedures will be pursued when time allows through On-Demand/ and On-Networking so that SEs can express their interest and capability.<br /> b. Core management will select an SE or a group of SEs on the basis of qualifications, commitment and availability.<br /> 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.<br /> d. Should it not be possible to meet a request from the FSSP<br /> Network, other individuals or institutions may be called upon either within<br /> the United States or elsewhere. However, other things being equal, support is drawn from the SEs.<br /> e. Where training and technical assistance can be amplified by<br /> 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.<br /> 2. Individuals<br /> a. Biodata Base<br /> 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.<br /> 1) Requests for bio data searches are classified in two ways:<br /> (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 37<br /> <br /> <br /> <br /><br /> "time-available" basis only.<br /> 2) Secondly, requesting entities within the Network are given<br /> 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<br /> indirect access information is released. That is, FSSP provides only the PLs' number for contact of the short-listed PAs. Individual addresses and<br /> telephone numbers for all independents are given in response to both network and non-network requests.<br /> 3) For requests requiring a search of the bio data, the following process is being used:<br /> a) The request is received and logged-in paying as close attention to specifying the search parameters as possible.<br /> b) The search is run through the bio data files on the PFS<br /> Apple program. This search includes both MOA and IND (independent non SE affiliated individuals) files unless the searcher requests use of only MOA<br /> or only IND individuals. This results in a long list.<br /> c) The long list is reviewed to eliminate any individuals who do not fit the proposed specifications. Common examples include unavailability, minor (or secondary) discipline accessed, etc. Biodata forms and<br /> C.V.s are referred to in order to further refine the list. This results in a short list.<br /> d) The FSSP creates a short biographical summary for all<br /> individuals on the short list, sends this summary along with a form letter to the requesting entity. Release of individual addresses and telephone<br /> numbers is based on the policy outlined above.<br /> 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.<br /> 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,<br /> 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<br /> 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 reasons.<br /> 4) Ability to determine PAs with specific FSR/E experience is severly 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<br /> biodata formats. The following classification has been developed. The three divisions which differentiate FSSP basic activities-Technical 38<br /> <br /> <br /> <br /><br /> 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<br /> Evaluation or other.<br /> 39<br /> <br /> <br /> <br /><br /> General FSR Activity Codes<br /> TA Technical Assistance<br /> P Practical<br /> LT Long Term hands-on implementation<br /> ST Short Term<br /> NA Needs Assessment<br /> PD Project Design<br /> PE Project Evaluation<br /> OT Other<br /> PAO Participant Add-On<br /> NA Needs Assessment<br /> PD Project Design<br /> PE Project Evaluation<br /> OT Other<br /> T Theoretical<br /> TRNG Training<br /> P Practical<br /> PR Practitioners (field level)<br /> AD Administrators<br /> UN Taught university course<br /> PAO Participant add-on<br /> T Theoretical<br /> DW1 Domestic Workshop 1 DW2 Domestic Workshop 2 DW3 Domestic Workshop 3<br /> TRW Training for trainers workshop CRS Took FSR course at a university<br /> NTWK Networking<br /> P Practical<br /> SUA Set up or assisted in networking activity<br /> PAO Participant add-on in above activity<br /> OT Other<br /> T Theoretical<br /> OT Participated in a networking activity<br /> PAO Participant add-on in the above activity<br /> 40<br /> <br /> <br /> <br /><br /> General Location and Length of Time Codes LOCATION TIME<br /> AF Africa yr year<br /> AS Asia mo month<br /> LA Latin America wk week<br /> NE Near East<br /> For example, the following codes would mean: TA: P/LT/AF/2yr The individual has practical, long term FSR<br /> experience in Africa of two years. TA: P/ST/NA/LA/2wk The individual has practical, short term FSR experience in Needs Assessment in Latin America of two weeks.<br /> TRNG: T/DW1 The individual has theoretical training experience<br /> from attending a Domestic 1 workshop. NTWK: P/PAO/LA/2wk 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 ammended 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: DISC: AGRON<br /> Language Ability: 2<br /> Regional Experience: AF/6 Technical Assistance: P/LT/AF/2yr<br /> The Biodata questionnaire is as follows: Name<br /> FSR Practical Experience Refinement Form<br /> I. Please check one of the following:<br /> a. I have some FSR experience<br /> b. I have no FSR experience<br /> (If you checked a., continue on to section II. If you checked b., do not go on but please return the form).<br /> 41<br /> <br /> <br /> <br /><br /> II. Please check one of the following:<br /> a. I have attended a FSSP sponsored FSR orientation workshop<br /> b. I have not attended a FSSP sponsored FSR orientation workshop III. I have received:<br /> a. Training in FSR for:<br /> 1. Myself: general orientation other (specify)<br /> 2. Training others<br /> IV. I have led or assisted with:<br /> a. Hands-on field implementation of FSR:<br /> 1. Where<br /> How long<br /> 2. Where<br /> How long<br /> b. Short-term technical assistance assignment in FSR:<br /> 1. Where<br /> How long<br /> Needs Assessment Project Design<br /> Proj ect Evaluation Other (Specify)<br /> 2. Where<br /> How long<br /> Needs Assessment Project Design<br /> Project Evaluation Other<br /> (attach sheet for additional short-term TA assignments).<br /> a. Field level practitioners b. Upper (or mid) level administrators c. Students at university Please return the form to: James Dean<br /> FSSP-Biodata PERF<br /> IFAS/International Programs 3028 McCarty Hall<br /> University of Florida Gainesville, FL 32611<br /> b. Capacity Building<br /> One of the mandates of the FSSP is to augment the pool of<br /> qualified individuals by involving more of the PAs in the SE network in 42<br /> <br /> <br /> <br /><br /> various aspects of FSR.<br /> 1) Domestic workshops<br /> One way towards achieving the goal of improving the U.S.<br /> training and technical assistance base is via the domestic workshop (DW) series. These workshops address a general audience of PAs.<br /> 2) Participant add-ons<br /> 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<br /> programs.<br /> 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<br /> 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 PL.<br /> The FSSP policy of PAOs is reviewed annually by FSSP core, the Technical Committee and AID/Washington to assess its level of acceptance<br /> 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.<br /> The general procedure for PAO sponsorship is as follows:<br /> a) The FSSP core identifies upcoming FSR/E activities which<br /> are appropriate for PAOs.<br /> b) The FSSP proposes a structure for the PAO activity and<br /> 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.<br /> 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 activity.<br /> 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.<br /> e) Once a PAO has accepted participation in an FSR/E activity, the FSSP Core will notify the appropriate institutes and individuals,<br /> 43<br /> <br /> <br /> <br /><br /> coordinating logistics of the PAOs with the main FSR/E activity personnel.<br /> f) Logistical arrangements for the PAO will be made by his or her SE using the information provided by the FSSP core.<br /> 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<br /> 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.<br /> h) Each PAO is expected to contribute something to the<br /> 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.<br /> 3. Technical Support Activities<br /> 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.<br /> a. SE Technical Participation<br /> Potential participation by SEs in FSSP programs includes these four activities:<br /> 1) The delivery of technical assistance and training programs.<br /> 2) Pursuit of well-defined tasks for which the desired output is well-specified.<br /> 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<br /> 4) Topic papers that address issues for which very little is<br /> known and where the paper will be condusive to either recommendations for<br /> tasks or discussion by theme groups.<br /> b. Implementing Technical Support<br /> These four participatory activities were given dimension in terms of implementation as follows:<br /> 1) The technical assistance and training activities, to be<br /> 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 44<br /> <br /> <br /> <br /><br /> product.<br /> 2) Task activity:<br /> a) These are performed where specific terms of reference are given with outputs specified for purposes of directly strengthening<br /> technical assistance and training.<br /> b) Financial and budget commitments are made with a lead SE responsible for the service.<br /> 3) Theme activity:<br /> a) The effort will be evolutionary, utilizing the services of<br /> individuals of several institutions but focusing on the best expertise available to address a general area of concern.<br /> b) The theme group focus will be directed by the FSSP core<br /> and/or the Technical Committee based upon previous topic papers or direct observations by the core and the Technical Committee.<br /> c) One of the main purposes of a theme group will be to<br /> identify what we know and what comes next relative to technical needs for a given activity.<br /> 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.<br /> e) The theme activity will operate from well-defined terms of reference as spelled out by FSSP core with counsel from the Technical Committee.<br /> 4) Topic Papers:<br /> a) Emphasis is on a single-focus, possibly ill-defined, but bounded by an accepted priority concern area.<br /> b) The time frame and financing is constrained by a<br /> well-specified plan with emphasis on a short-term effort, usually less than one persorr-month and financing usually not to exceed five thousand dollars.<br /> c) The types of paper developed are codified depending upon<br /> specific outputs desired including some combination of a position statement, recommendations, identification of major concerns, identification 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.<br /> 4. Selection for Technical Support<br /> Selection of institutions, individuals, and groups of individuals to be involved in the implementation of the above activities include the<br /> 45<br /> <br /> <br /> <br /><br /> following procedures:<br /> a. For topic papers, the FSSP core primarily is involved in<br /> 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.<br /> 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.<br /> c. With respect to tasks, training and technical assistance assignments, the SE selection process is as follows:<br /> 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<br /> 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<br /> terms of reference.<br /> 2) The statement of interest includes a documentation of<br /> capability and a brief proposal not to exceed three typed pages.<br /> 3) Selections are made based on these responses or, should time not permit an anouncement, 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.<br /> 4) Under special circumstances, where time and/or other<br /> 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 implementation.<br /> In every instance the desire of the FSSP is to obtain the best possible services. Combinations of institutions and/or individuals from<br /> different institutions may best serve a need. The FSSP does not become involved in a detailed "Request for Proposal" solicitation process.<br /> Nevertheless, every opportunity is taken to encourage participation of qualified institutions and individuals.<br /> Should SEs, in the proces of implementation of activities,<br /> 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<br /> extensively beyond the FSSP mandate.<br /> 5. Publishing<br /> The working paper series, under the general auspices of FSSP,<br /> 46<br /> <br /> <br /> <br /><br /> 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:<br /> a. FSSP core and others channel potential articles to the FSSP Editor for broard general screening for relevance.<br /> b. The FSSP Technical Committee will play a pro-active role in stimulating articles and in the procurement process.<br /> c. Three members of the core are selected by the Director and Editor to review submissions for publication.<br /> d. The FSSP Editor will provide a format and style guide so that<br /> submissions are consistent with appropriate publications guidelines.<br /> 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 copies.<br /> 47<br /> <br /> <br /> <br /><br /> F. MANAGEMENT<br /> 1. Reporting Procedures<br /> The purpose of reporting is:<br /> a. To fulfill obligations of the Cooperative Agreement with USAID.<br /> b.* To communicate in the best manner possible how obj ectives are being met.<br /> 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.<br /> The areas covered by reports include the Annual Report, Quarterly Reports, and Travel/Activity Reports.<br /> 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!<br /> activity reports. Thus, each reports achievements and challanges, 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:<br /> 1) An individual trip for whatever purpose.<br /> 2) A group activity such as project design or evaluation training, etc.<br /> 3) An activity performed such as a Task Group meeting, a<br /> Technical Committee meeting, an Advisory Council meeting, a symposium<br /> attended or presented, etc.<br /> 4) Summary of information and contacts gained through a visit to<br /> the University of Florida.<br /> 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:<br /> 48<br /> <br /> <br /> <br /><br /> Outline of Activity/Trip Report Abstract<br /> IDENTIFICATION<br /> Region:<br /> Country:<br /> Assignment:<br /> Name:<br /> Date of Activity: Team:<br /> Home Institution: Address:<br /> 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)<br /> CONTACTS<br /> Institutions: (full name and address)<br /> Individuals: (include list of participants in workshops, etc., and full name, institutional affiliation and discipline) Potential Trainers: Publication Potential: (from activity or identified in others)<br /> Demands on FSSP: (future needs) FSSP commitment-promised responses: Materials collected:<br /> Contribution to Inventory: (FS Project Inventory)<br /> 2. Planning and Budget<br /> The planning and budget process evolves around the general program mandate of the FSSP depicted in Figure 7 and is further illustrated by the<br /> following budget categories. Specific annual budgets and plans are not possible for the "on demand" portion of the project except where at least<br /> one year advance warning is available.<br /> Figre:7Pannon ude tutrn ProgramOraitonlFofrFSP<br /> Administration Management<br /> DemmingerMde<br /> T UnitsLti<br /> Asia/<br /> Near East<br /> Eniis Adminisrtv Administraivem Technical proga Program<br /> C o u n c l c o o ia t orm C o m m. i t t e A ds o i a t e 1<br /> Figure: 7 Planning and Budget Structure and Program Organizational Flow for FSSP.<br /> 49<br /> <br /> <br /> <br /><br /> 3. Personnel Organization<br /> Major core management tasks are structured to give individual<br /> 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<br /> 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.<br /> A. Program Development Coord D. Galt<br /> 1. TUD SOA synthesis L. Walecka<br /> 2. TA handbook K. McDermott<br /> 3. Guidelines D. Galt<br /> 4. Technical committee N. Flora<br /> 5. Case studies S. Poats<br /> 6. Evaluation (FSR/E, Projects, FSSP) D. Galt<br /> B. Africa Program Coord S. Poats<br /> Co-coord D. Galt<br /> Support L. Walecka<br /> 1. Networking S. Poats<br /> 2. Training<br /> a. short course J. Jones<br /> b. degree S. Poats<br /> 3. Technical Assistance D. Gait<br /> K. McDermott<br /> 4. Information S. Kearl<br /> C. Asia/NE Program Coord K. McDermott<br /> Co-coord D. Gait<br /> Support S. Kearl<br /> D. Latin America Program Coord J. Jones<br /> Support J. Dean<br /> Support E. Martinez<br /> E. Information/Communication Program Coord S. Kearl<br /> Newsletter M. Rodriguez<br /> Publication Core Committee<br /> Documentation (100 items) Kansas State<br /> Reports C. Andrew<br /> F. Training Program Coord J. Jones<br /> Support L. Walecka<br /> U.S. degree programs P. Hildebrand<br /> African degree programs S. Poats<br /> SE training J. Dean<br /> TUD management L. Walecka<br /> Team building J. Jones<br /> Train trainers<br /> Field training teams<br /> /50<br /> <br /> <br /> <br /><br /> G. U.S. Support Base C. Andrew<br /> 1. Advisory Council D. Harpstead<br /> 2. AID relations Coord K. McDermott<br /> Washington DC liaison<br /> Bilateral Networks<br /> 3. SE Relations Coord J. Dean<br /> Domestic workshops Biodata Management<br /> 4. TA Team building & prep K. McDermott<br /> 5. Visitor Orientation J. Dean<br /> 6. Budgets Support J. Dean<br /> 7. Subcontracts and payments J. Meline<br /> Individual responsibilities based upon the FSSP Director's<br /> priorities are:<br /> A. Susan Poats<br /> 1. Coordinator Africa 2. Networking Africa<br /> 3. FS curriculum Africa 4. Networking Worldwide<br /> 5. Case studies<br /> B. Dan Galt<br /> 1. Coordinator Program Development<br /> 2. Co-coordinator Africa<br /> 3. Co-coordinator Asia 4. Evaluation generally<br /> C. Jim Jones<br /> 1. Coordinator Training<br /> 2. Training Africa 3. Coordinator L.A.<br /> D. Ken McDermott<br /> 1. Bilateral team building & prep<br /> 2. Management short course & degree course<br /> 3. Coordinator Asia<br /> E. Steve Kearl<br /> 1. Newsletter<br /> 2. Publications<br /> 3. Documentation (100 items)<br /> 4. Reporting 5. Inventory<br /> 6. Asia support<br /> F. Jean Dean<br /> 1. Visitors<br /> 2. Biodata<br /> 3. Information requests<br /> 4. Domestic workshops<br /> 5. L.A. support<br /> 6. Budget support<br /> 51<br /> <br /> <br /> <br /><br /> G. L. Walecka<br /> 1. Training support<br /> 2. Reporting<br /> 3. 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