PFMS Administrator manual - vietnam-redd.orgvietnam-redd.org/Upload/CMS/Content/REDD projects/JICA... · i Preface This managers’ guidebook is intended for those who are in a position

PFMSMANAGERS' GUIDEBOOK

i

Preface

This managers’ guidebook is intended for those who are in a position to manage the entire

Provincial Forest Monitoring System (PFMS) operation in the province such as leaders in the

Department of Agriculture and Rural Development (DARD) and the Sub-Department of Forest

Protection (Sub-FPD). This guidebook describes key managerial components of the PFMS

implementation that those leaders should know to steer the overall process. For the overview of

the PFMS, readers should refer to the PFMS Implementation Handbook while, for the detail of

each PFMS component, readers should turn to individual implementation guidebooks, operation

manuals, and training materials as listed in Figure 1.

• Training Material – I (VFPT training)

• Training Material – II (FCMR training)

• Training Material – III (Database operation video for District-FPDs)

• Training Material – IV (Database operation video for Sub-FPD)

• Training Material – V (QA/QC with satellite images)

• Training Material – VI (QA/QC with random sampling)

Implementation Guidebooks

Training Materials

Forest change measurement

and reporting (FCMR)

implementation guidebook

Database management

guidebook (for District FPDs)

Village-based forest patrolling

implementation guidebook

PFMS managers’ guidebook

Database management

guidebook (for Sub-FPD)

Operation manual of the FCMR

tablet software

Operation manual of Provincial

Forest Monitoring Database

(PFM-DB) for District FPDs

Operation manual of PFM-DB for

Sub-FPD

Operation manual of QA/QC

(verification with random sampling)

Operation manual of QA/QC

(verification with satellite images)

Operation Manuals

Figure 1. Overall structure of the materials developed for the PFMS implementation

ii

Abbreviations

CPC Commune People's Committee

DARD Department of Agriculture and Rural Development

FCMR Forest Change Measurement and Reporting

FMB Forest Management Board

FMS Forest Monitoring System

FPD Forest Protection Department/Division

GIS Geographic Information System

GPS Global Positioning System

ID Identification

IT Information Technology

JICA Japan International Cooperation Agency

MARD Ministry of Agriculture and Rural Development

NFMS National Forest Monitoring System

OJT On-the-Job Training

OS Operating System

PC Personal Computer

PFM-DB Provincial Forest Monitoring Database

PFMS Provincial Forest Monitoring System

PFPDF Provincial Forest Protection and Development Fund

PPC Provincial People’s Committee

QA/QC Quality Assurance/Quality Control

QGIS Quantum Geographic Information System

Sub-DOF Sub-Department of Forest

Sub-FPD Sub-Department of Forest Protection

TF Task Force

UPS Uninterruptible Power Supply

VFPT Village-based Forest Patrolling Team

VNFOREST Vietnam Administration of Forestry

iii

TABLE OF CONTENTS

1. Overview of the PFMS Operation and Management ................................................................. 1

2. PFMS Management Workflow ................................................................................................... 2

3. PFMS Managers’ Tasks ............................................................................................................. 3

3.1. Identification of the Implementing Agency and Other Actors ............................................ 3

3.2. Establishment of the PFMS Task Force ............................................................................ 3

3.3. Organization of PFMS TF Meetings .................................................................................. 4

3.4. Preparation of Necessary Equipment and Software.......................................................... 6

3.5. Database Preparation and Maintenance ........................................................................... 9

3.6. Management of Equipment and Software ....................................................................... 10

3.7. Budget Preparation for the PFMS Operation ................................................................... 12

3.8. Human Resources Development ..................................................................................... 14

Annex1. Recommended Specification of Tablet PCs .................................................................. 16

Annex2. Recommended Specification of the Data Server ........................................................... 17

Annex3. Example of “Equipment Management Regulation” ........................................................ 18

Annex4. Indicative Cost of PFMS Training Courses .................................................................... 24

1

1. OVERVIEW OF THE PFMS OPERATION AND MANAGEMENT

Since various organizations and personnel are involved in the implementing of the PFMS, the

establishment of overall management mechanism of the PFMS is indispensable. Sub-FPD should

assume primary responsibility for developing and running this system as a leading agency.

Table 1. Overall Management of the PFMS

Activity name Overall Management of the PFMS

Implementer Sub-FPD

No. of personnel 2-3 people

Frequency As necessary

Activity detail Designate implementing organizations and officials.

Establish the PFMS Task Force.

Secure implementation budget for the PFMS operation.

Manage PFMS equipment, materials, and database.

Train necessary personnel.

Manage activity progress through regular task force meetings.

Reference manuals PFMS Managers’ Guidebook

District FPDs

(DARD)Sub-DoFSub-FPD

Province District Commune

Forest Rangers

VMB Villagers

Villages

Forest patrolling team

(w/ forest protection contract)

Report

Check & Measure

Report

Unallocated Forests

CPCs

Check & Measure

Report

Comp.

Organizations

FMB Armed-Forces

Detailed Report

Rep

ort

Ch

eck

& M

eas

ure

Forest Change Measurement and Reporting System

Measure & Report

Check

(Data Provision)

Figure 2. Overall structure of the PFMS

2

2. PFMS MANAGEMENT WORKFLOW

PFMS managers are responsible for overseeing a wide range of tasks including management of

the budget, personnel, equipment, database and work process itself.

First, PFMS managers need to develop a list of responsible personnel from relevant agencies on

the PFMS implementation. The PFMS task force (TF) should consist of these responsible

personnel.

When the responsible personnel are identified, the PFMS TF should be formulated, and the first

TF meeting must be organized immediately to kick-start its operation, introducing its objectives

and a rough work plan. It is advisable that the TF meetings are organized at least quarterly to

monitor the progress of the PFMS activities.

At the same time, PFMS managers should estimate the total budget required for the PFMS

operation including initial and running cost. At the outset, a set of equipment must be procured

(and managed well). PFMS managers should also take into account the annual running costs

including hardware, software, and database maintenance. The budget request should be sent

timely so that the operation budget for the following year can be secured.

PFMS managers should also handle the PFMS database server installation and configuration.

Setting up all hardware, software, and proper configuration of the database sever may be beyond

the IT skills of the hosting agency (e.g., Sub-FPD) and should be usually outsourced. Depending

on the technical capacity of the hosting agency, its maintenance might be done by the hosting

agency.

Apart from budget and equipment/data, PFMS managers need to develop human resources for

the PFMS operation. A series of training courses must be organized at each level. These courses

should be planned carefully so that officers in charge would be able to attend all the necessary

training courses.

Identify implementation organization and person

in charge

Organize initial TF meeting

Check status of equipment

Start relevant training courses

Estimate implementation cost and allocate budget

TF meeting for progress check

TF meeting for finalization

Jan

Feb

May

Dec

Sub-FPDの年間スケジュール

TF meeting for progress check

Sep

Figure 3. Annual PFMS management workflow

3

3. PFMS MANAGERS’ TASKS

This section describes the detail of each PFMS management task. PFMS managers need to

ensure good preparation is done to prevent potential problems during the implementation of the

PFMS.

3.1. Identification of the Implementing Agency and Other Actors

Although the PFMS is primarily the responsibility under Sub-FPD, the PFMS involves other actors

in its implementation. They would include, but not limited to:

Sub-FPD

District FPDs

Commune-based forest rangers

Commune People's Committees (CPCs)

Forest Management Boards (FMBs)

Other organizations allocated with forest (companies, armed forces, and others)

Village-based Forest Patrolling Teams (VFPTs)

When relevant actors are identified, a contact person at each organization must be determined.

The contact information including names, phone numbers, and e-mail addresses should be

compiled and managed for future use. This list should be updated regularly.

3.2. Establishment of the PFMS Task Force

Since various organizations and personnel are involved in the implementation of the PFMS, the

establishment of overall management mechanism of the PFMS is indispensable. Sub-FPD should

assume primary responsibility for establishing and running the PFMS Task Force (TF) as a

coordinating body (see Box 1).

The PFMS Task Force (TF) is a group that consists of officials from the various implementing

agencies of the PFMS, mainly FPD at different levels. By establishing the TF, vertical and

horizontal coordination among different agencies or within the same line-agency is enhanced. The

PFMS TF members should have, for instance, a shared understanding of problems, which allows

the TF to identify and execute effective counter measures.

The PFMS TF should be in principle organized at provincial level involving relevant agencies such

as Sub-FPD, Sub-Department of Forestry (Sub-DOF), Forest Management Boards (FMBs), and

Provincial Forest Protection and Development Fund (PFPDF), involving District FPDs. However,

in order to coordinate the work at commune and district levels, TFs at district level can also be

established if needed. Alternatively, at district level, regular (e.g., monthly) meetings can be

organized without establishing TFs. In any case, it is recommended to organize a general meeting

at provincial level, involving all districts at least once a year for better coordination.

4

3.3. Organization of PFMS TF Meetings

The PFMS managers then need to decide the frequency of the TF meetings. The managers

should decide the appropriate frequency of the meetings, considering the necessity of work

progress review, coordination, and trouble-shooting as well as overall costs of meeting

organization. It is advisable that the TF meetings are organized at least quarterly. As mentioned in

the previous section, the meetings can be organized either at provincial and/or district levels.

The following are the examples of meeting contents (in a year):

The First TF meeting (launching)

The initial TF meeting is intended to develop a common understanding on the PFMS

mechanism and operation as well as to specify roles of each organization/personnel involved

in its implementation and management. The participants also discuss and agree on the PFMS

annual/quarterly/monthly plan. If there are any changes in the PFMS procedures and

methodologies from the previous year, the participants should also be fully updated on them.

Follow-up TF meetings (progress management)

To check the progress of the PFMS operation, TF meetings should be organized regularly

throughout the year. The participant should review implementation progress to date as

against the plan and discuss the plan for the future (e.g., for a quarter or month). If any

problems and issues are identified in the PFMS operation, the participants need to discuss

and agree on the solutions. It is equally important to check if there are any actions (warning,

fines, and others) taken against the detected forest violations. It is vital that DARD and

Sub-DOF leaders are at present in these meetings so that the decision can be made on spot.

The Last TF meeting (wrap-up)

The participants share and review the result of the PFMS operation in a year. The participants

should also summarize the problems and issues in the PFMS operation and discuss

improvements to be made in the following year. In addition, it is desirable that the TF

members deliberate on the extent and causes of forest changes as well as possible

countermeasures to be incorporated into forest management policies and plans in the future.

5

BOX 1: A Case of the PFMS Task Force (TF) in Dien Bien Province

In Dien Bien Province, the PFMS has been conducted on a trial basis in two pilot communes in two

districts. In order to steer the piloting and share the experience learnt, an informal PFMS TF was

established. Its core members included DARD vice director; Sub-FPD head, vice head, and

officers; District FPD head and officers (in two districts); and commune-based forest rangers (in

two communes). Its associate members included officials from sub-DOF, PFPDF, Agriculture and

Forestry Planning and Design Center, and FMBs as well as a forest guard. In terms of numbers,

there were 21 TF members including 14 core members and seven associate members. The TF

has been organizing monthly meetings, in which forest change monitoring results in the previous

month were presented by commune-based forest rangers. Various PFMS operation issues such

as the shortage of survey equipment (e.g., tablets) have also been discussed and

counter-measures have been discussed and agreed on spot. By holding meetings frequently, the

PFMS operation has been coordinated and optimized well. In June 2015, Dien Bien Province has

decided to decentralize the PFMS monthly meeting to district level as the province expect to

expand the target communes for the PFMS implementation.

6

3.4. Preparation of Necessary Equipment and Software

The PFMS managers should ensure there is and will be enough equipment for the PFMS

operation. Major equipment necessary to implement the PFMS is as follows:

Table 2. Equipment and software required for the PFMS operation

Type of equipment Number of unit required

Tablet PC 1 unit per commune-based forest ranger

Carrying bag for tablet PCs 1 bag per commune-based forest ranger

Binoculars 1 unit per commune-based forest ranger

Personal computer (PC) 1 unit per province and district

Data server 1 unit per province

Uninterruptible power supply (UPS)

for the data server

1 unit per province

Tablet PC application (software) 1 license per commune-based forest ranger

PFM-DB (software) 1 license per province and district

Tablet PCs

Tablet PC is used by commune-based forest rangers for forest change measurement and

reporting in the field. Enough number of tablet PCs should be procured for commune-based forest

rangers (other organizations with allocated forest should also prepare tablet PCs for the same

purpose). The specifications of tablet PCs are described in Annex 1.

In order to protect these tablet PCs during field survey (e.g., from tablet PCs being dropped and

damaged), forest rangers must carry these tablet PCs in a protective bag and taking them out only

at each survey point.

Note that Current version of the tablet software may be updated, which would entail changes in

required specification of tablet PC. Thus, the users should carefully check the tablet software

version before selecting the suitable tablet PC model.

Binoculars

A pair of binoculars is needed when and where commune-based forest rangers are unable to

access to locations of reported forest changes.

PCs

This is used to check, compile, and manage the data stored by forest rangers at District FPDs and

at provincial Sub-FPD. PC for this purpose requires moderate specifications only rather than high

specification. The use of existing PCs in offices is recommended to minimize the additional cost of

the PFMS operation.

7

Database server

A database server is needed to store the data collected by commune-based forest rangers (or

other organizations allocated with forest) and to manage these data centrally. A server is not

cheap. Depending on the specification, it might cost some several thousand US dollars. As the

quality of the server has direct impact on the data security and safety, it is advisable to procure

reliable, trustworthy server. The recommended specifications of the database server are explained

in Annex 2.

For the initial piloting, the province would not need a server. Instead, the province can use a PC

serving as a database server (only for practice purposes). Or in some future, fit the government

decided to establish fully centralized server or regional server, then a server for each province

may not be necessary, which would reduce the cost of the PFMS operation further.

Note that power cut is still frequent in Viet Nam. In order to protect the server from power loss and

to prevent tragic data loss, a UPS should be procured and installed together with the server. The

UPS should have automatic shutdown and startup function as well.

Software installation

On tablet PCs, PCs, and the server, several applications should be installed. The following list

provides reference information on applications to be installed.

Fo

r T

ab

let

PC

(1) Tablet software

Update to latest version of the Android OS.

GPS Test application (free on Google Store) to support checking of built-in GPS and

compass functions.

Tablet Software for forest change measurement and reporting.

Fo

r P

Cs

(2) GIS software

Software: QGIS

Latest version: QGIS 2.8 Wien

Purpose: Management of GIS data with interaction with centralized database, map

compilation and reports production.

Where to download: http://qgis.org/en/site/forusers/download.html

Note: QGIS can be installed and running on all platforms, including Windows (32bit

and 64bit), Mac OS, Linux (CentOS, Ubuntu…). Users need to pay attention to

download correct version which compatible with their operating system, otherwise

the installation will be unsuccessful.

Plug-ins to extend capacity of QGIS and map layer styling templates.

http://qgis.org/en/site/forusers/download.html

8

Fo

r P

Cs

(3) Satellite image processing software

Software: Monteverdi

Latest version: 2.08

Purpose: In combination with QGIS to process Landsat-8 satellite imagery data.

Where to download: http://sourceforge.net/projects/orfeo-toolbox/

Note: Only English interface. Users need to follow the guidance carefully to operate.

(4) MBTiles data conversion software

Software: TileMill

Latest version: v0.10.1

Purpose: To convert vector and raster data to MBTiles format to be used in SQLite

database of Android-based tablet PC.

Where to download: https://www.mapbox.com/tilemill/

Note: Version 0.10.1 is the latest of TileMill, since this software is no further

developed. This version is enough to be used for converting vector and raster data,

but if users want to use latest technology on this field, please look for Mapbox-Studio

which higher technique is required. However, guidance on Mapbox-Studio is not

involved in PFM-DB operation manual.

Fo

r th

e S

erv

er

(5) Database management software

Software: PGADMIN III

Latest version: v1.20.0

Purpose: Management of Postgre-SQL/PostGIS database.

Where to download: http://www.postgresql.org/ftp/pgadmin3/release/v1.20.0/win32/

Note: If this software supposes to be run on the server, please check and make sure if

this software is not installed before, otherwise please install PgAdmin III for Centos 7.

Beside above applications, there are several QGIS plug-ins and additional applications would be

needed, and these applications are not available to download from internet. See the Provincial

Forest Monitoring Database Operation Manual for more detailed guidance.

http://sourceforge.net/projects/orfeo-toolbox/

https://www.mapbox.com/tilemill/

http://www.postgresql.org/ftp/pgadmin3/release/v1.20.0/win32/

9

3.5. Database Preparation and Maintenance

The preparation and management of spatial data and database are among the important activities

for the PFMS operation as all PFMS activities rely on these spatial data and database. Preparation

of spatial data includes the generation of one set of data layers for client-side (tablet) database

and one for server-side database.

Client-side (tablet) data layers

The following base map and layers are needed for smooth operation and navigation of tablet PCs

in the field. These spatial data must be clipped to the intended area for the survey (e.g., commune

in case a commune ranger is the user) in order to save data storage space in a tablet PC. The

data should also be converted to the compatible format (*.mbtiles) for tablet software and

well-formatted.

Baseline forest boundaries (polygon data)

Compartment and sub-compartment boundaries (polygon data)

Forest use purposes (polygon data)

Terrain layer (line data)

Satellite images (raster data - optional)

Village boundary layer (polygon data - optional)

For baseline forest boundaries, NFI&S data should be used for the first year, and updated forest

polygons should be applied from following years. If NFI&S has not been completed in the province,

alternative forest polygon data could be used as temporary measures.

For satellite images, if the province does not have high-resolution satellite images, the Google

Earth data can be used in order to support the tablet users’ navigation in the field (e.g.,

identification of landmarks).

Server-side data layers

The following spatial data layers must be stored in the server (with conversion to the server-side

database layers with correct attribute table structure).

Baseline forest boundaries (polygon data)

Administrative boundaries (polygon data separately for province, districts, and communes)

Compartment and sub-compartment boundaries (polygon data separately for each level)

Forest use purposes (polygon data)

Terrain layer (line data)

A server-side data layer for data uploading from tablet PCs

Village boundaries (polygon data - optional)

Satellite images (raster data - optional)

Baseline forest polygons must be split (clipped) by district for the use by District FPDs.

10

Database preparation is one time work that requires very high IT skills, so it is advisable for the

host agency to outsource the task. On the other hand, database maintenance is regular work that

requires medium IT skills, so the host agency may be able to handle this task after some training.

The following table lists the tasks needed for database preparation and maintenance.

Server

Database

preparation

Installation of a server OS and necessary software

Installation of database

Configuration of credentials (system administrator, manager,

provincial level users, district level users, and others)

Setup of the automatic database back-up function

Other settings/configurations for database

Server

Database

maintenance

Management of credentials at all levels

Back-up and restoration of the data when automatic system

back-up does not work

Other database maintenance works

3.6. Management of Equipment and Software

The management of equipment and software is important and requires a set of certain technical

knowledge. It is advisable for DARD/Sub-FPD to assign specific officer(s) to handle this

management task within the organization.

Tablet PCs and software

The person(s) who is in charge of managing IT equipment (“IT Managers”) should manage and

maintain all tablet PCs (including installed software) that are being used for the purpose of forest

monitoring within the province.

For tablet PCs:

Preparation of equipment (tablet PC) management sheets

Maintenance of equipment (tablet PC) logbooks

Repairing and maintenance of broken tablet PCs

Setup and registration of tablet PC credentials

For tablet PC software:

Setup, reinstallation, and upgrading of tablet PC operation system and applications

Change in credentials (in case of displacement of the tablet PC).

Before lending the equipment, each item must be properly labeled with ID numbers and properly

recorded in the equipment management sheet (i.e., item list). When borrowing the equipment, the

11

borrower should sign out in the logbook and sign again upon its return. In order to define the

overall equipment management process as well as the responsibilities of the borrowers, the

equipment management regulations should be prepared under the appropriate agency such as

Sub-FPD (an example is included as Annex3).

The steps to be followed to conduct all above management and maintenance activities are also

explained in detail in PFMS Forest Change Measurement and Reporting Operation Manual.

Server and software:

Normally, this database server is set up in an automatic mode, which includes automatic system

shutdown when the power is off and automatic startup when the power gets back. However, in

several cases, the server cannot resume automatically or experiences sudden shutdown due to

several causes (e.g., broken power supply cord, broken electric plugs, and others). In these cases,

IT managers should solve these problems. In case that these problems are beyond the capacity of

these IT managers, the issues should be resolved by service providers outside the hosting agency

(or this part can be outsourced to a service provider from the beginning).

In addition, keeping internet connection to the server up and running all the time is also important

job of these IT managers. There may be some instances where internet connection to the

database server is interrupted, and then IT managers should instantly contact the internet service

provider to solve the problem.

BOX 2: Establishment of an IT team

In order to handle all technical tasks related to IT, the establishment of an IT team is advisable in

each province (e.g., in Sub-FPD). The IT team should be in charge of all the IT related

preparation, management, and support provision as mentioned in this section although some

tasks may be able to be out-sourced.

12

3.7. Budget Preparation for the PFMS Operation

The PFMS managers should ensure there is and will be enough budget and equipment for the

PFMS operation. Major equipment necessary to implement the PFMS is as follows:

Data server

Personal computers (PCs)

Tablet PCs (with bags for their protection)

Internet environment

The major cost items for the PFMS implementation would be as follows:

Initial cost

Data server

PCs

Tablet PCs

Internet set-up

Running cost

Training fee

TF meeting fee

Salary, allowance, and transportation cost for forest change

monitoring

Salary for temporary staff (if necessary)

Internet usage fee

Cost of equipment and repairs

The launch of the PFMS entails cost of purchasing equipment listed in Table 2. In particular, a

data server installation requires high IT skills, which is outsourced to a specialized agency.

Cost of gasoline

In a field survey, forest rangers generally use a motorbike to access to the survey sites.

Gasoline is included in the operating cost.

Payment for temporary staff employment

While commune-based forest rangers generally carry out a field survey during the dry season,

in a peak season, these forest rangers alone would not be able to complete the tasks. To

some extent, this issue can be mitigated through assignment of additional forest rangers from

District FPDs. If additional assignment is not enough to cover the work, temporary

employment of commune forest guards can be another option.

Also, forest rangers who are inexperienced with IT may need technical assistance. In principle,

this task should be done with District FPD, but if needed, utilization of external human

resources should be considered.

13

BOX 3: A Case of the PFMS Implementation Cost in Dien Bien Province

For the PFMS piloting in Dien Bien Province (in two communes in two districts), the initial cost was

as follows:

Data server: VND 70 million

PCs: (Used the existing)

Tablet PCs: VND 4 million/unit (15 units were procured)

Internet: (Used the existing)

The running cost was as follows:

PFMS training: VND 77 million/one-week training (for 15 trainees)

TF meeting: VND 6 million/meeting

Monitoring operation: (Used existing resources)

Temporary staff: (Not employed)

Internet usage: (Used the existing)

It would be possible to assume that the above cost is the cost of the PFMS operation in 15

communes because the expenses included 15 tablets to be use in the 15 commune-based forest

rangers. Note that the above training cost contains expenses necessary to invite a trainer from Ha

Noi.

Cost of providing training courses

The training should be organized according to the key components as in Section 3.7, and

their cost should be calculated with budget secured for their full implementation. Depending

on the training course, they have either or both in-class and field sessions, and for the latter,

some travel costs to the field should be expected.

At the beginning, these training courses require external resource persons. From a certain

point, the officials from the province can serve as trainers. Training costs may vary

significantly or this reason. Some indicative training cost estimations are included in Annex 4.

Cost of organizing TF meetings

The total meeting cost would depend on the number (frequency) of meetings and the TF

members as well as the location/level of the meeting organization. Indicative cost parameter

for a meeting is included in Box 3.

14

3.8. Human Resources Development

The PFMS operation requires IT and other skills, so the capacity building is indispensable. As

personnel relocation is common in Vietnam, training should produce enough number of

government officials for the PFMS operation so that the relocation would not undermine its

operation in a long run. Various training courses should be organized at different levels as in Table

3. The recapture training should be also conducted at the beginning of each year refresh the

PFMS practitioners’ mind.

Although, for initial training, some resource persons from outside the province might be required;

however, each province needs to make its best effort to train its own trainers in order to secure

sustainability of the PFMS.

Table 3. Training courses necessary for the PFMS operation

Theme Content Target Duration Materials

Village-based

forest patrolling

Forest patrolling training for

VFPTs including map

reading and report writing.

VFPTs 03 two-day

sessions

Training Material – I

(VFPT Training)

Forest change

measurement

and reporting

Forest change

measurement and reporting

training using tablets.

Combination of class-room

sessions on the basic

operation of the tablet

application, field practice,

and data storage into the

database.

Commune-

based forest

rangers

02 five-day

sessions

Training Material – II

(FCMR Training)

PFM-DB

management

(district)

Using the PFM-DB and

data stored by the forest

rangers, practice

organizing and editing

forest change data and the

base map.

District FPDs 03

three-day

sessions

Training Material – III

(Database Operation

Video for District FPDs)

15

Theme Content Target Duration Materials

PFM-DB

management

(province)

Using the PFM-DB, practice

checking and approving the

data prepared by District

FPDs. Data exporting for

reporting to national level is a

part of this training.

Sub-FPD 03

three-day

sessions

Training Materials – IV

(Database Operation

Video for Sub-FPD)

QA/QC

(satellite

image

interpret.)

Verify the data from the

previous year for possible

omission and overestimation

using recent satellite images;

identify the spots requiring

additional checking by forest

rangers; and issuing

instructions to the forest

rangers.

Sub-FPD 02 five-day

sessions

Training Materials – V

(QA/QC with Satellite

Images)

QA/QC

(random

sampling)

Verify the data from the

previous year for possible

omission and overestimation

using random sampling;

identify the spots requiring

random checking by forest

rangers; and issuing

instructions to the forest

rangers.

Sub-FPD 02

three-day

sessions

Training Materials – VI

(QA/QC with Random

Sampling)

Overall

management

of PFMS

Overall management of the

PFMS including institutional

arrangement, budget,

equipment, and other topics

that the PFMS managers

need to know.

Sub-FPD 01 two-day

session

PFMS Managers’

Guidebook

16

ANNEX1. RECOMMENDED SPECIFICATION OF TABLET PCS

In theory, the tablet software can be installed and operated on any Android (version 4.0 and

higher) based smart phone or tablet PC from any manufacturers. However, in order to utilize all

the functionalities of the application, the instrument to be used to run this tablet software must

match the following specifications:

- Operation System: Android version 4.0 and higher

- Screen size: 5 inches or lager

- Back-side built-in camera

- Digital compass sensor (True North or Magnetic North)

- Wireless internet connection (Wi-Fi)

- Global Positioning System (GPS)

Note that several models of Android-based smart phones or tablet PCs are made with only a GPS

receiver, which is not fully functional with the tablet software.

The tablet PC models that have been tested with the tablet software (ver.2) are as follows:

ASUS FonePad7 (FE375CXG)

ASUS FonePad 8 (FE380CXG)

ASUS ZenFone 5 (A501CG)

ACER (Vespa B1-730)

17

ANNEX2. RECOMMENDED SPECIFICATION OF THE DATA SERVER

Recommended Specifications

Processor: Intel chipset with 2.2 GHz or higher

RAM: 8 GB or bigger

HDD: 1 TB or bigger

Internet connection: Dual port

OS: Red Hat Linux 7 (free) / Windows Server (costly)

DVD R/W

RAID system

Attached Hardware

Keyboard

Mouse

Display

UPS

18

ANNEX3. EXAMPLE OF “EQUIPMENT MANAGEMENT REGULATION”

DIEN BIEN PROVINCIAL DARD

SUB-DEPARTMENT OF FOREST PROTECTION

No.: 319/QĐ-CCKL

SOCIALIST REPUBLIC OF VIETNAM

Independence - Freedom - Happiness

Dien Bien, 1 July 2015

DECISION

on issuing the regulation on management and use of tablets for professional tasks under Dien

Bien Sub-department of Forest Protection

HEAD OF DIEN BIEN SUB-DEPARTMENT OF FOREST PROTECTION

Pursuant to Decision No. 500/QD-UBND dated 14 June 2012 by Dien Bien PPC on the functions, tasks,

legal rights and organizational structure of Sub-department of Forest Protection (Sub-FPD);

Pursuant to Decision No. 269/QD-KL dated 12 April 2011 by Head of Dien Bien Sub-FPD on Working

Regulation of Sub-FPD and Decision No. 69/QD-KL dated 2 February 2015 by Head of Dien Bien

Sub-FPD on amendments and supplementation made to some articles of Decision No. 269/QD-KL on

Working Regulation of Sub-FPD;

Based on recommendations of Head of Sub-FPD’s Forest Protection and Management Division,

DECIDES:

Article 1. To issue with this decision the regulation on management and use of tablets for

professional tasks under Dien Bien Sub-FPD.

Article 2. To assign Heads of FPDs at municipal, district and (district-level) town level (hereafter

referred to as District-level FPDs), Heads of Sub-FPD’s line divisions and Leader of Mobile Ranger Unit

and Forest Prevention and Response Division to take responsibility to manage and guide the tablet use

as specified in the regulation herewith attached.

19

Article 3. This Decision shall come into effect since the day of signing.

Heads of FPDs at municipal, district and (district-level) town level, Head of following Sub-FPD divisions:

Admin Section, Inspectorate, Legal Affairs Division, Forest Protection and Management Division, and

Mobile Ranger Unit and Forest Prevention and Response Division along with relevant individuals to

whom tablets are distributed hold responsibility for implementing this Decision./.

Recipients:

- As in Article 3;

- Dien Bien DARD (reporting);

- Sub-FPD leaders;

- File.

HEAD

Nguyen Duy Chinh

(signed and sealed)

20

REGULATION

Management and use of tablets for professional tasks under Dien Bien Sub-department of

Forest Protection

(Issued with Decision No. 319/QD-CCKL dated 1 July 2015

by Head of Dien Bien Sub-department of Forest Protection)

Chapter I

GENERAL PROVISIONS

Article 1. Scope of application

This regulation regulates the management and use of tablets distributed to Forest Protection Department

at districts, cities and towns (hereafter referred to as District-level FPDs), functional divisions and Mobile

Ranger Unit & Forest Fire Prevention and Response Division under Dien Bien Sub-FPD and other forest

rangers for professional tasks of rangers.

Article 2. Principles

Agencies/ forest rangers to whom tablets are distributed shall effectively manage and use the tablets

for the specified purpose.

Article 3. Purpose of the regulation

1. To ensure the tablets will be managed for the long-term use in forest monitoring and other relevant

tasks under Sub-FPD.

2. To gradually promote the sense of professionalism in field data collection for forest protection and

development under Sub-FPD.

Chapter II

SPECIFIC PROVISIONS

Article 4. Tablets for distribution

Tablets distributed by Sub-FPD to its line divisions, District-level FPDs and its Mobile Ranger Unit are

ASUS tablets transferred from SUSFORM-NOW and ASUS tablets purchased by Sub-FPD for

professional tasks.

DIEN BIEN PROVINCIAL DARD

SUB-DEPARTMENT OF FOREST PROTECTION

SOCIALIST REPUBLIC OF VIETNAM

Independence - Freedom - Happiness

21

Article 5. Management of tablets

1. Forest Protection and Management Division under Sub-FPD shall manage all tablets distributed to

Sub-FPD’s line divisions, its Mobile Ranger Unit and District-level FPDs.

2. Tablets should be distributed only to Forest Protection and Management Division and District-level

FPDs for districts where SUSFORM-NOW activities have been implemented, the distribution of tablets

to Sub-FPD’s line divisions, its Mobile Ranger Unit and District-level FPDs is made as deemed

necessary.

3. Heads of Sub-FPD’s line divisions, District-level FPD and leader of Mobile Ranger Unit shall

distribute tablets to forest rangers under their supervision.

4. Those to whom tablets are distributed must keep tablets in custody, protect them against physical

damage such as collision, breaking, wetting, and prevent the functions of tablets from being affected

due to improper use. Also, they may not distribute the tablets to the third person without permission of

Sub-FPD leaders and their direct supervisors.

5. In case of loss and damage to tablets and depending on reasons, scale and severity of the loss/

damage, the following will be applicable for handling:

In case of loss or damage to tablets due to objective reasons, those to whom tablets are

distributed must submit timely report to Head of District-level FPD or Head of Sub-FPD’s

Division in charge in order that Forest Protection and Management Division will report to Head

of Sub-FPD for handling.

In case of loss or damage to tablets due to subjective reasons such as collision, breaking or

wetting, those to whom tablets are distributed must report in writing to Head of District-level

FPD or Head of Sub-FPD’s Division in charge and pay for the purchase of a new piece of

tablet(s) as replacement. In addition, punishment as specified under Law on Cadres and Civil

Servants is also applicable.

Article 6. Use of tablets

1. Tablets distributed by Sub-FPD to its line divisions, its Mobile Ranger Unit and District-level FPDs

should be only used for field measurement of forest change and other professional activities as agreed

with the supervising agency. The use of tablets for other purposes is not allowed.

2. The use of tablets should guidance documents prepared by SUSFORM-NOW as attached with this

Regulation.

http://luatkhaiphong.com/Van-ban-Tieng-Anh/Law-on-Cadres-and-Civil-Servants-No.22/2008/QH12-4703.html

http://luatkhaiphong.com/Van-ban-Tieng-Anh/Law-on-Cadres-and-Civil-Servants-No.22/2008/QH12-4703.html

22

Article 7. Handover of tablets

1. Heads or leaders of Sub-FPD’s line divisions, its Mobile Ranger Unit and District-level FPDs shall

hold responsibility to undertake the handover of tablets in a way that fits the needs of the supervising

agency.

2. Handover of tablets must fully comply with handover procedures; recording of handovers must be

done and monitored carefully by the agencies in charge.

Chapter III

IMPLEMENTATION

Article 8. Implementation

1. Responsibilities of Heads of Sub-FPD Divisions and Heads of District-level FPD

Distribute, transfer, collect and manage tablets based on the needs and tasks of the agency in

charge;

Guide users in management and use of tablets as instructed in this Regulation and other

guidance document prepared by SUSFORM-NOW and attached with this Regulation;

Request users to make a commitment on management and use of tablets with Heads of

Sub-FPD Divisions or Heads of District-level FPD at the time of handover of tablets;

Report to Sub-FPD once a month on every 25th day and annually by every December 31

st on

the management and use of distributed tablets; ad hoc reporting to Sub-FPD in case of loss or

damage to tablets is also required.

2. Responsibility of tablet users

Follow the regulation on management and use of tablets after being handed over;

Make a commitment on management and use of tablets with Heads of Sub-FPD Divisions or

Heads of District-level FPD;

Actively study the use of tablets based on guidance documents prepared by SUSFORM-NOW

and attached with this Regulation;

Report to Heads of Sub-FPD Divisions or Heads of District-level FPD once a month at the

monthly meeting of the agency in charge and annually by every December 15th on the

management and use of distributed tablets; ad hoc reporting in case of loss or damage to

tablets is also required.

23

Article 9. Provision for implementation

1. This Regulation shall come into effect from 1 July 2015.

2. Heads of District-level FPDs, Heads of following Sub-FPD’s divisions: Admin Section, Inspectorate,

Legal Affairs Division, Forest Protection and Management Division, Mobile Ranger Unit and Forest

Prevention and Response Division along with relevant individuals to whom tablets are distributed hold

responsibility for implementing this Regulation.

Any potential issues during the implementation should be compiled by Forest Protection and

Management Division before being submitted to Head of Sub-FPD for amendment and

supplementation./.

ANNEX4. INDICATIVE COST OF PFMS TRAINING COURSES

(1) Summary of PFMS Training Cost

(Unit: '000 VND)

# Training Type Unit Unit Cost Quantity Amount Note

1 Data collection lumpsum 84,300 2 168,600 per 15 communes

2 Database management (dist.) lumpsum 35,900 3 107,700 per district

3 Database management (prov.) lumpsum 35,900 3 107,700 per province

4 QA/QC lumpsum 55,100 2 110,200 per province

GRAND TOTAL

494,200

(2) Training Cost (data collection: five-day training)

Participants: 20 people (15 communes + 5 others)

(Unit: '000 VND)

# Item Unit Unit Cost Quantity Total Note

1 Trainers' cost

36,500

1.1 Honorarium (main trainer) day 3,000 5 15,000

1.2 (assistant trainer) day 1,000 5 5,000

1.3 Allowance day 150 14 2,100 2 trainers x 7 days

1.4 Accommodation night 600 12 7,200 2 trainers x 6 nights

1.5 Air ticket round trip 3,000 2 6,000 2 trainers from HAN

1.6 Airport transfer round trip 600 2 1,200 2 trainers in HAN

2 Trainees' cost

30,000

2.1 Allowance day 100 100 10,000 for 20 ppl. x 5 days

2.2 Transportation round trip 200 100 20,000 for 20 ppl. x 5 days

3 Training administration cost

17,800

3.1 Meeting hall day 2,500 3 7,500 3-day classroom session

3.2 Coffee break day 600 3 1,800 3-day classroom session

3.3 Photocopy lumpsum 2,000 1 2,000

3.4 Stationery lumpsum 1,500 1 1,500

3.5 Minibus (for field work) day 2,500 2 5,000 2-day field session

GRAND TOTAL

84,300

(3) Training Cost (database management at dist. level: three-day training)

Participants: 12 people (10 from district-level + 2 from provincial)

(Unit: '000 VND)


1 Trainers' cost

18,300





2 Trainees' cost

4,800


2.2 Transportation round trip 200 6 1,200 for 2 prov. ppl. x 3 days


12,800





GRAND TOTAL

35,900

(4) Training Cost (database management at prov level: three-day training)

Participants: 10 people (7 from province-level + 3 from district-level)

(Unit: '000 VND)


1 Trainers' cost

18,300





2 Trainees' cost

4,800


2.2 Transportation round trip 200 9 1,800 for 3 dist. ppl. x 3 days


12,800





GRAND TOTAL

35,900

(5) Training Cost (QA/QC: five-day training)

Participants: 10 people (7 from province-level + 3 from district-level)

(Unit: '000 VND)


1 Trainers' cost

29,300





2 Trainees' cost

8,000


2.2 Transportation round trip 200 15 3,000 for 3 dist. ppl. x 5 days


17,800





3.5 Minibus (for field work) day 2,500 2 5,000 2-day field session

GRAND TOTAL

55,100

29

Afterword

This guidebook is among a series of outputs from the Project for Sustainable Forest

Management in the Northwest Watershed Area (SUSFORM-NOW) funded by the

Japan International Cooperation Agency (JICA).

The project is being implemented from August 2010 to August 2015 with the Ministry of

Agriculture and Rural Development (MARD), the Department of Agriculture and Rural

Development (DARD) of Dien Bien Province, and Dien Bien Provincial People's

Committee (PPC).

Any inquiry on the project should be addressed to:

JICA Viet Nam Office

Address: 11F CornerStone Bldg., 16 Phan Chu Trinh, Hoan Kiem, Hanoi, Viet Nam

Phone: 04-3831-5005

PFMS Administrator manual - vietnam-redd.orgvietnam-redd.org/Upload/CMS/Content/REDD projects/JICA... · i Preface This managers’ guidebook is intended for those who are in a position

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