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Rural Enterprises and Remittances Project Senior Management Team (SMT) Practice at RERP The consolidated 14 meeting minutes in this document showcase what key decisions, knowledge and lessons relevant to the RER project were captured from June 20th, 2018 till July 10th, 2019 at the onset of new Fiscal Year 2076/77. Government of Nepal, Ministry of Industry, Commerce and Supplies Rural Enterprises and Remittances Project(RERP) “Samriddhi” Project Management Office(PMO)- Itahari,Sunsari Prepared by Knowledge Management Section Date:10th July,2019
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Senior Management Team (SMT) Practice at RERPrerp.moi.gov.np/storage/report_file/...The Project Management Office of the Rural Enterprises and Remittances Project (RERP) is led by

Sep 21, 2020

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Page 1: Senior Management Team (SMT) Practice at RERPrerp.moi.gov.np/storage/report_file/...The Project Management Office of the Rural Enterprises and Remittances Project (RERP) is led by

Rural Enterprises and Remittances Project

Senior Management Team (SMT) Practice at RERP The consolidated 14 meeting minutes in this document showcase what key decisions, knowledge and lessons relevant to the RER project were captured from June 20th, 2018 till July 10th, 2019 at the onset of new Fiscal Year 2076/77.

Government of Nepal, Ministry of Industry, Commerce and Supplies Rural Enterprises and Remittances Project(RERP) “Samriddhi” Project Management Office(PMO)- Itahari,Sunsari Prepared by Knowledge Management Section Date:10th July,2019

Page 2: Senior Management Team (SMT) Practice at RERPrerp.moi.gov.np/storage/report_file/...The Project Management Office of the Rural Enterprises and Remittances Project (RERP) is led by

Contents

Background .....................................................................................................................................................

First SMT Meeting Minutes.........................................................................................................................

Second SMT Meeting Minutes ....................................................................................................................

Fifth SMT Meeting Minutes ........................................................................................................................

Sixth SMT Meeting Minutes ........................................................................................................................

Eighth SMT Meeting Minutes .....................................................................................................................

Ninth SMT Meeting Minutes .......................................................................................................................

Tenth SMT Meeting Minutes ......................................................................................................................

Eleventh SMT Meeting Minutes .................................................................................................................

Twelfth SMT Meeting Minutes ...................................................................................................................

Thirteenth SMT Meeting Minutes ..............................................................................................................

Fourteenth SMT Meeting Minutes .............................................................................................................

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Background The Project Management Office of the Rural Enterprises and Remittances Project (RERP) is led by the Project Manager supported by a Senior Management Team (SMT). As mentioned in the, Technical Note— Project Design Update of May 2018, the SMT supports the Project Manager in the overall coordination and delivery of the project and be jointly accountable for its overall performance in addition to their technical areas of responsibility. The SMT have prime responsibility to ensure the full coordination and alignment between the various components and sub-components so that the project is genuinely implemented as ‗one project‘. The Senior Management Team is chaired by the Project Manager and comprises:

Project Manager (Chair) Corridor Coordinators x2 Planning, M&E Coordinator Component 1 Coordinator RMSE Development Coordinator (AEC Team Leader) Decent Jobs Coordinator (HELVETAS, M&E Manager) Rural Finance Coordinator Migration Coordinator Economic Inclusion Coordinator Chief Accountant

The Knowledge Management Specialist regularly attends the SMT meetings to capture and report key knowledge and lessons relevant to the project. The meeting decided to organize SMT meeting monthly on 3

rd of Nepali calendar month on regular basis, and also

whenever important issues arises. The first SMT meeting was arranged on June 20th, 2018. Since then total 14

meetings were held at PMO. The consolidated meeting minutes in the below showcase what key decisions, knowledge and lessons relevant to the RER project were captured until July 10, 2019 at the onset of Nepali Fiscal Year 2076/77.

First SMT Meeting Minutes

ममटिंङ न:ं ०१|०७५

मिषय: Senior Management Team(SMT) बैठक

स्थान: ममटिंङ हल, आयोजना व्यिस्थापन कायाालय, ईिंहरी, सुनसरी

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मममत २०७५|०२| ०६ गतेका ददन यस ग्रामीण उद्यम तथा मिप्रेषण आयोजना(समृमि)का आयोजना प्रमुख श्री सरोज प्रसाद गुरााँगाईंको

अध्यक्षतामा बसेको Senior Management Team(SMT) को बैठकले तपमिल बमोमजमको उपमस्थमतमा छलफल गरर मनम्न

बमोमजमको मनणाय गररयो।

मस.न.ं उपमस्थमत पद

१ श्री सरोज प्रसाद गुरागााँई आयोजना प्रमुख, RERP

२ श्री मिल्ली प्र. सन्जेल लेखा प्रमुख, RERP

३ श्री भानु पमडित अ.मु व्यिस्थापक, HELVETAS

४ श्री बालमुकुन्द न्यौपाने रिंम मलिर, HELVETAS

५ श्री ररतु राज भडिारी AEC म्यानेजर, PMO

६ श्री लेख बहादरु क्षेत्री आप्रिासन संयोजक, RERP/PMO

७ श्री जय राम खड्का ग्राममण मित्त संयोजक, RERP/PMO

८ श्री सन्तोष अमधकारी ग्राममण मित्त मिज्ञ, RERP/PMO

९ श्री राकेि कुमार झा कम्पोनेन्िं १ कोअर्डिनेिंर RERP/PMO

१० श्री ध्रुि रेग्मी योजना अ.मु मिज्ञ RERP/PMO

११ श्री सुजना मधताल ज्ञान व्यिस्थापन मिज्ञ RERP/PMO

१२ श्री महम मनमध न्यौपान े तथ्याङ्क अमधकृत RERP/PMO

१३ श्री सागर दाहाल मिमत्तय व्यिस्थापन मिज्ञ RERP/PMO

१४ श्री मोमत मगरी कररिोर कोअर्डिनेिंर, RERP/Janakpur Corridor Office

१५ श्री लोकेन्र ब रािल कररिोर कोअर्डिनेिंर, RERP/K-S Corridor Office

प्रस्तािहरुः

प्रस्ताि न.ं१:- आयोजना कायाान्ियन सहयोग ममसन(८–१५ मे,२०१८)ले प्रदान गरेका Agreed Actions (Milestones) मा

आधाररत आगामी एक ममहनाको काया योजना सम्बन्धमा ।

प्रस्ताि न.ं२:- मिमिध

मनणायहर:-

प्रस्ताि नं.१ मामथ छलफल गरी सबै कम्पोनेन्िंका SMT का सदस्यहरिारा आगामम १ ममहनाका लामग काया योजना प्रस्ततु गररयो ।

एक अको कम्पोनेन्िंसाँग प्रत्यक्ष सरोकार भएका मिषयहरलाई SMT का सदस्यहरल ेसामूमहक कायाान्ियनमा जानको लामग आिश्यक

संयोजन गररन ेमनणाय गररयो । छलफल गररएको काया योजना यही मनणायसाँग संलग्न छ ।

प्रस्ताि न.ं २ मा मनम्न मिषयहर मामथ सहममत गररयो:-

क) हले्भिंासका कमाचारी भनाा प्रदिया :- आयोजना कायाान्ियन सहयोग ममसनको अमन्तम प्रमतिेदन अनुसार हले्भिंास नेपालल े

कमाचारी भनाा प्रकृया अगािी बढाउने तर कमाचारी मनयुमि भने नेपाल सरकारबािं संसोमधत संझौता स्िीकृत भएपमछ मात्र ददइने ।

ख)योजना मूल्यांकन तथा अनगुमन मिज्ञले प्रस्तुत SMT ममरिंङ्गको सम्बन्धमा आिश्यक ढााँचा तथा तामलका मिकास गरी सम्िमन्धत

सबैलाई उपलब्ध गराउने ।

ग)आगामम जषे्ठ १५ गते (बजेिं भाषण) को लगतै्त अको SMT ममरिंङ्ग आव्हान गने ।

घ)कुन ै पमन कम्पोनने्िंका महत्िपूणा मिषय कायाान्ियन मिमध अन्य कम्पोनेन्िंका कमाचारीलाई पमन जानकारी ददने उिेश्यल े SMT

ममरिंङ्गमा प्रस्तुत गना सदकन े।

ङ)क्षमता अमभिृमि तामलमका सहभागीहरले उि कायािमका मिषयमा आफ्नो अध्ययन तामलम िा भ्रमण समामि पश्चात महत्िपूणा

मसकाईलाई SMT बैठकमा प्रस्तुमत गनुा पन े।

अनुसुमच: आगामम एक ममहनाको लामग काया तामलका :-

सस.न ं क्रियाकऱाप शरुु समति अन्तिम

समति समायावधि नेितृ्व गने उत्तरदातयत्व

Component 1.1

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1 ToR Prepration for PCF and SDF Guideline finalization

19-May 22-May 4 Rakesh RK/FMT

2 ToR Prepration for Agri-Expert

19-May 22-May 4 Rakesh RK/FMT

3 Freelancer/ Agreement 23-May 23-May 1 FMT FMT

4 Study prepration 23-May 23-May 1 Rakesh MG/LR

5 Staffs Orentation 23-May 23-May 1 Rakesh MG/LR/RB

6 MC Study 27-May 2-Jun 7 MG/LR ESC-Coor

7 Desk Review, Final List of Cluster

3-Jun 6-Jun 4 MG/LR Rakesh

8 Cluster Study 7-Jun 13-Jun 7 MG/LR ESC-Coor

9 Desk Review 14-Jun 18-Jun 5 MG/LR Rakesh

10 MSP Preparation 19-Jun 24-Jun 6 Rakesh MG/LR

11 MSP Workshop 25-Jun 30-Jun 6 Rakesh MG/LR

Component 1.2

1 Orientation Workshop (ESC) 24-May 25-May 2 Ritu AEC Team

2 25-May 25-May 1 Ritu AEC Team

3 MoU between RERP and AEC 26-May 30-May 5 PMO AEC Team

4 CCI visit (Province 1) 2-Jun 8-Jun 7 Ritu AEC

5 CCI Visit (Province 2) 12-Jun 18-Jun 7 Ritu AEC Team

6 Finalization of CCI Selection 20-Jun 24-Jun 5 Ritu AEC Team

7 Finalization of ESC Operationa Manual

25-Jun 30-Jun 6 Ritu AEC Team

Component 1.3

1 MOU Finalization of TOR and submit 15-May 18-May 4 BhP BMN/BhP

2

Discussion on service procurement process( RFP call draft document) with PMO before proceeding for proceeding NOL

20-May 23-May 4 BhP BhP+BNM/H+D

S+SD/PMO

3 Interaction meeting with Industries( 2 interaction) for apprenticeship training

23-May 25-May 3 PC BMN/BhP/SBK

4 Finalization of reporting formats(financial and program)together with PMO team

30-May 1-Jun 3 BK BK/BhP

5 Call for RFP and call for pre-RFP meeting with T & Es together with PMO

8-Jun 8-Jun 1 BhP BhP/FO-PMO

6 Conduction of pre-RFP meeting and RMA training with T & Es together with PMO

11-Jun 14-Jun 4 BMN BMN/BhP/BK/F

O-PMO

7 Model and procurement process finalization apprenticeship training and approval

21-May 4-Jun 15 BMN BNM/BhP/KT/S

BC

8 Development of Trainees selection guideline (first draft)-VST

30-May 8-Jun 10 BhP SBC/BhP

9 Development of Trainees selection guideline (first draft)-Apprenticeship

30-May 8-Jun 10 BMN KT/BMN

10 Finalization of JD for vacant positions 21-May 25-May 5 BK BIKI/country

office

11 Vacancy announcement for vacant positions (11 positions)

28-May 28-May 1 BK BK/Country

office

12 Regular interaction and participation in posible field visits and interaction together with corridor and PMO

15-May 14-Jun 31 SBC/KT Cluster

Monitoring Officers

Component 2.1

1 Preparation of FIRM Guideline

21-May 9-Jun 20 FI Team Santosh

2 Consultation of with FMT and Consultant

9-Jun 15-Jun 7 FI Team Santosh

3 FBL Manual Preparation 21-May 9-Jun 20 FI Team Jay

4 FBL Manual Finalization/Consultation with FIS

9-Jun 13-Jun 5 FI Team Jay/Santosh

5 Preparation of 9-Jun 23-Jun 15 FI Team Jay

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Implementation Guidelines

6 Cooperatives Assessment Form Orientation and Distribution

4-Jun 13-Jun 10 Corridor Santosh

7 Cooperative Assessment Workshop (2 workshops)

13-Jun 21-Jun 9 Corridor Jay

Component 2.2

1 Migration Assessment & Mapping

21-May 14-Jul 55 M. TEAM PMO+CONSUL

1.1 Contract with consultants

25-May 29-May 5 MS PMO

1.2 Prepare detail Plan of Action with inception report of consultant for Migration Mapping

1-Jun 7-Jun 7 MS Consult

1.3 Migration Mapping of the districts

8-Jun 22-Jun 15 M. TEAM Consult

1.4 DRAFT REPORT 21-Jun 27-Jun 7 MS Consult

1.5 Conduction Migration Stakeholder Workshop

10-Jun 14-Jul 35 MS M. Team

1.6 Draft Report Presentation

28-Jun 28-Jun 1 MS Consult

1.7 Final report submission 29-Jun 5-Jul 7 MS Consult

2 MRC MID guideline 24-May 29-Jun 37 MS M. Team

2.1 MRC, MID operational guideline updating

24-May 30-May 7 MS M. Team

2.2 Guidelines Circulation for feedback

31-May 2-Jun 3 MS MS

2.3 Expert review 3-Jun 7-Jun 5 MS Consult

2.4 SMT discussion 8-Jun 17-Jun 10 MS SMT

2.5 IFAD no objection 18-Jun 19-Jun 2 MS PMO

2.6 PSC approval 20-Jun 29-Jun 10 MS PMO

5 MOU of RERP with IOM draft

8-Jun 12-Jun 5 MS PMO

5.1 Circulation for feedback 12-Jun 15-Jun 4 MS Thematic head

5.2 SMT discussion 17-Jun 17-Jun 1 MS SMT

5.3 Final derft 18-Jun 19-Jun 2 MS M. Team

6 MRC/MID Setup 27-May 31-May 5 MS PMO

6.1 Passport issued data collection

27-May 5-Jun 10 MS M. Team

6.2 Analysis of Data 6-Jun 7-Jun 2 MS M. Team

6.3 Prioritization of MRC/MID Location

9-Jun 13-Jun 5 MS M. Team

6.4 Location Approval by SMT

15-Jun 17-Jun 3 MS SMT

6.5 MOU with Palikas 18-Jun 17-Jul 30 MS PMO

6.5 MRC/MID Setup 19-Jul 17-Aug 30 Ms PMO+MU

Component 4.1

1 Contract with service provider for GIS

21-May 30-May 10 Dhruba Regmi PM

2 Excel Version of MIS (July-1st week)

21-May 10-Jun 21 Rohit Sita PMES

a

Develop 1st draft of planning and reporting tools in excel version (dashboard templates)

21-May 30-May 10 Rohit Sita PMES

b Sharing among the team and incorporate feedback/suggestions

1-Jun 7-Jun 7 Rohit Sita PMES

c Submit 1st draft to line manager for feedback/suggestions

1-Jun 7-Jun 7 Rohit Sita PMES

d Develop ToR for online version of M&E system

1-Jun 14-Jun 14 Dhruba Him Dhruba

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3 Finalization of survey tools for rolling baseline (August)

30-May 15-Jun 17 Dhruba Dhruba

a Review and finalize the questionnaire provided by Rakesh Ja

30-May 5-Jun 7 Him Dhruba

b Sharing among the team and incorporate feedbacks

6-Jun 12-Jun 7 Him Dhruba

c Submit 1st draft of survey tools to line manager for feedback/suggestions

12-Jun 14-Jun 3 Dhruba Dhruba

4 Support to consultant for Baseline Survey (by consultant)

1-Jun 30-Jun 30 Rohit Sita Him Dhruba

a Meeting with survey consultant team

1-Jul 2-Jul 2 Rohit Sita Him Dhruba

b Support to field visit and monitoring with consultant

1-Jun 30-Jun 30 Rohit Sita Him Dhruba

5

KM Products /Guidelines/IEC Materials, Brochure, Leaf let etc. (August)

12-May 11-May Sujana Sujana

a Prepare Summary Note of the updated project document.

21-May 27-May 7 Sujana Sujana

b Update website with related news on RERP knowledge theme.

21-May 3-Jun 14 HIM Sujana

c Finalize the draft note of updated project document in the PPP slides

21-May 3-Jun 14 Sujana PMES

d Hip pocket both in Nepali and English version.

21-May 3-Jun 14 Sujana Sujana

e

Update IFAD Asia communication platform on RERP updated redesign document.

21-May 3-Jun 14 Sujana PMES

f Sharing of KM product with team for feedback and incorporate

21-May 19-Jun 30 Sujana Sujana

g Proceeding for editing publication of Hip Pocket, identifying service provider

8-Jun 21-Jun 14 Sujana PM

फोिंोहर:

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तयार पान े

ज्ञान व्यिस्थापन मििेषज्ञ

आ.व्य.का, “समृमि” आयोजना,

ईिंहरी, सुनसरी

मममत: २०७५|०२| ०७ गते

प्रमामणत गन े

आयोजना प्रमुख

आ.व्य.का, “समृमि” आयोजना,

ईिंहरी, सुनसरी

मममत: २०७५|०२| ०७ गते

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Meeting Number:003/075

Second SMT Meeting Minutes

Meeting No: 2/075 1. Venue: Project Management Office(PMO), Meeting Hall, Itahari, Sunsari

2. Date and Time: Thursday,19th July, 2018(२०७५, साउन ३ गिे), 11:00 AM onwards

3. Subject: Senior Management Team(SMT) Meeting

4. The SMT meeting chaired by RERP “Samriddhi”, Project Manager- Mr. Saroj Prasad Guragain

made following discussion and decisions in the presence of attendees as listed below;

5. Agendas: 1. Status on progress of activities 2. Preparation for Project Steering Committee(PSC) Meeting 3. Planning workshop for 2018-19 Budget 4. Any other business agendas

S.N Name Designation

1 Mr. Saroj Prasad Guragain Project Manager,RERP

2 Mr. Dilli Pd. Sanjel Account Chief, RERP

3 Mr. Ritu Raj Bhandari AEC Coordinator, PMO

4 Mr. Lekha Bahadur Chhetri Migration Coordinator, RERP/PMO

5 Mr. Jay Ram Khadka Rural Finance Coordinator, RERP/PMO

6 Mr. Rakesh Kumar Jha Component 1 Coordinator(Supply Chain Lead), RERP/PMO

7 Mr. Dhruba Regmi P,M&E Specialist, RERP/PMO

8 Mr. Santosh Adhikari Rural Finance Specialist, RERP/PMO

9 Mr. Sagar Dahal Financial Management Specialist, RERP/PMO

10 Mr. Lokendra Bdr Rawal Corridor Coordinator, K-S Corridor Office

11 Mr. Himnidhi Neupane Data Management Officer, RERP/PMO

12 Mr. Bishnu Hari Devkota Liaison Officer, Liaison Office, Kathmandu

13 Mr. Durga Pokharel Nayab Subba, RERP/PMO

14 Ms. Sujana Dhital Knowledge Management Specialist, RERP/PMO

15 Mr. Emil Pradhan B2B Officer, RERP/K-S Corridor

16 Mr. Moti Giri Corridor Coordinator, RERP/Janakpur Corridor Office

17 Mr Chandra Bdr Waiba Accountant, PMO/RERP

18 Mr Suk Bahadur Chaudhari Province Coordinator, HELVETAS Nepal

19 Mr Bhagi Ram Tharu Migration Officer, K-S Corridor Office/RERP

20 Ms Kalawati Rai Economic Inclusion Coordinator, RERP/PMO

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6. Discussion on Agendas

a. Agenda 1 A. Service Providers 6.1.1 Service Provider HELVETAS Nepal representative Mr Suk Bdr Chaudhari updated the progress on last month of Jestha- Asad including upcoming plan.

ToR for RFP on Apprenticeship Model yet to be finalized and is in the process. TOR of Vocational Skills Training (VST) finalized. Interaction meeting with Industries and Technical School for apprenticeship training

completed and is in the bidding process. Reporting Formats submitted to PMO. Vacancy announced for 11 positions.

6.1.2 PM discussed on Amendment of Agreement with HELVETAS Nepal. The prospective time can be within 2nd week of Shrawan 2075. 7.1.1. AEC Manager Mr Ritu R Bhandari updated the progress by AEC as;

ESC Manual final draft prepared ECSs have to be officially approved, yet to be finalized Enterprise Mapping initiated Business Development Services need assessment/interaction with Palikas yet to be done.

7.1.2 The Budgeting for 2018-19 have errors on approved cost sheet as confirmed by the recent Support Mission, particularly employee’s remuneration does not match, and mistakes have to be corrected. 7.1.3 Regarding the Agreement Amendment between AEC and RERP, the formal information is expected from RERP once updated design document is confirmed by GoN line Ministries. B. Corridor Offices 8.1.1 Corridor Coordinator, Janakpur Corridor Office, Mr Moti Giri updated report on completion of coordination role on Multi Stakeholders Platform (MSPs) for Province 1 and Province 3 stakeholders on three Supply Chain Commodities namely Dairy, Fish and Vegetables.

8.1.2 Similarly reported on completion of Migration Workshops as planned in all 8 project working districts. 8.1.3 Corridor Coordinator, K-S Corridor Office, Mr Lokendra Rawal updated about Migration Workshop except in Terhathum, Siraha and Saptari. In Terhanthum, because of the internal conflict between CCIs the workshop could not happen. In Siraha and Saptari districts the workshop will be organized in the month of Shrawan 2075.

8.1.4 Likewise, K-S Corridor Office also accomplished coordination role for MSPs of the fist phase on Supply Chain Commodities (Vegetable, Fish and Dairy Products). The corridor office is preparing for clusters level MSPs.

Note: Some extra clusters have been reported by stakeholders during MSPs so that has to be screened for intervention. Next level MSPs will be further improvised as per gained experience. MSP has been successful event to gather stakeholders in one platform for discussion and dialogue with relevant stakeholders on supply chain commodities that RERP is promoting. C. Supply Chain Lead and Component Coordinator

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9.1.1 Mr Rakesh Jha, updated the progress report on Milestones as set during last support mission. The first phase of MSPs on 3 commodities (vegetables, fish and dairy product) for Province 1, 2 and 3 stakeholders altogether 6 MSPs in corridor have been facilitated.

9.1.2 Preparing for the 60 MSPs in the cluster level.

D. Rural Finance

10.1.1 Rural Finance Coordinator Mr Jay Ram Khadka and Rural Finance Specialist, Mr Santosh Adhikari jointly updated progress as;

Cooperation Selection workshop in Dhanusha and Mahottari Financial Education and Entrepreneurial Knowledge (FEEK) guideline including Training

Material/Manual prepared. Financial Education Piloting initiated for 400 person including students. A contract has been

signed on cost sharing basis with Jeevan Bikash Samaj of Morang. The discussion has been initiated with Sana Kisan Bikash Bank, NEFSCUN and Centre for

Micro Finance (CMF) regarding cooperatives capacity building, school cooperative education.

Financial Instrument for Risk Management (FIRM) Guideline prepared and submitted to IFAD Nepal, Finance Consultation Unit for review and feedback.

E. Migration 11.1.1 Mr. Lekha Bahadur Chhetri, Migration Coordinator updated progress report as below;

MoU document with IOM has been ready to be signed. The anticipated date for MoU is July 26th and 27th 2018.

Migration Stakeholders Workshop facilitation for Province 1, 2 and 3 accomplished except in Terhathum, Saptari and Siraha.

MRCs and MIDs guideline ready. MoU with Palikas will be initiated soon for 4 MRCs and 10 MIDs. Migration Mapping Study is under discussion.

Note: Priority palikas are quite interested to work together with RERP on RMSEs creation and development through remittance investment.

F. Economic Inclusion and Mobilization

12.1.1 Economic Inclusion Coordinator, Ms Kalawati Rai discussed on--participation of women and targeted groups in the MSPs and Migration Workshop. During this first phase of workshop women and disadvantaged group have seen to be very minimum participation is expected to be more participatory and inclusive in the upcoming events. 12.1.2 Collaboration with OXFAM Nepal for GALS technical support is on halt temporarily due to institutional norm between INGO and GoN. Planning workshop with OXFAM proposed on June therefore could not happen. The obstacle has been discussed in line with the Ministry and Ministry of Finance. It has been agreed that if the new project document goes ahead with the financial agreement there will not be any obstacle with OXFAM.

6.2 Agenda 2

13.1.1 Project Manager, Mr Saroj Guragain discussed about the upcoming meeting on Project Steering Committee (PSC) Meeting as planned to be arranged on 3rd week of Shrawan 2075.

6.3 Agenda 3

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14.1.1 Planning workshop for 2018-19 budgets is expected to happen on 10th and 11th of Shrawan 2075. There is need to reallocate budget in approved Line Ministry Budgetary Information System (LMBIS) and this internal planning workshop is a preparatory workshop.

The LMBIS in source [of both IFAD and GoN] including allocated budget for some activities does not match with the proposed AWPB which may create difficulty in implementation. This proposed planning workshop will help facilitate RERP in reallocating budget for 2nd Trimester onwards.

7. Any Other Business (AOB)

The separate staff meeting session was arranged to discuss about RERP internal issues. 8. Decisions:

15.1.1 All component leaders are advised to be prepared with issues to be discussed on PSC. 15.1.2 Staffs are advised to submit progress report on respective roles and designation for the staffs contract to be extended.

9. Photos

Approved by Project Manager PMO-RERP, Itahari-Sunsari Date: 20/07/2018

Prepared by Knowledge Management Specialist PMO-RERP, Itahari-Sunsari Date: 20/07/2018

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Third SMT Meeting Minutes

Meeting Number:003/075

1. Venue: Project Management Office(PMO), Meeting Hall, Itahari, Sunsari

2. Date and Time: Thursday,19th July, 2018(२०७५, साउन ३ गिे), 11:00 AM onwards

3. Subject: Senior Management Team(SMT) Meeting

4. The SMT meeting chaired by RERP “Samriddhi”, Project Manager- Mr. Saroj Prasad Guragain

made following discussion and decisions in the presence of attendees as listed below;

5. Agendas: i. Status on progress of activities ii. Preparation for Project Steering Committee (PSC) Meeting

S.N Name Designation

1 Mr. Saroj Prasad Guragain Project Manager,RERP

2 Mr. Dilli Pd. Sanjel Account Chief, RERP

3 Mr. Ritu Raj Bhandari AEC Coordinator, PMO

4 Mr. Lekha Bahadur Chhetri Migration Coordinator, RERP/PMO

5 Mr. Jay Ram Khadka Rural Finance Coordinator, RERP/PMO

6 Mr. Rakesh Kumar Jha Component 1 Coordinator(Supply Chain Lead), RERP/PMO

7 Mr. Dhruba Regmi P,M&E Specialist, RERP/PMO

8 Mr. Santosh Adhikari Rural Finance Specialist, RERP/PMO

9 Mr. Sagar Dahal Financial Management Specialist, RERP/PMO

10 Mr. Lokendra Bdr Rawal Corridor Coordinator, K-S Corridor Office

11 Mr. Himnidhi Neupane Data Management Officer, RERP/PMO

12 Mr. Bishnu Hari Devkota Liaison Officer, Liaison Office, Kathmandu

13 Mr. Durga Pokharel Nayab Subba, RERP/PMO

14 Ms. Sujana Dhital Knowledge Management Specialist, RERP/PMO

15 Mr. Emil Pradhan B2B Officer, RERP/K-S Corridor

16 Mr. Moti Giri Corridor Coordinator, RERP/Janakpur Corridor Office

17 Mr Chandra Bdr Waiba Accountant, PMO/RERP

18 Mr Suk Bahadur Chaudhari Province Coordinator, HELVETAS Nepal

19 Mr Bhagi Ram Tharu Migration Officer, K-S Corridor Office/RERP

20 Ms Kalawati Rai Economic Inclusion Coordinator, RERP/PMO

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iii. Planning workshop for 2018-19 Budget

iv. Any other business agendas

6. Discussion on Agendas Agenda 1

Service Provider HELVETAS Nepal representative Mr Suk Bdr Chaudhari updated the progress on last month of Jestha- Asad including upcoming plan.

ToR for RFP on Apprenticeship Model yet to be finalized and is in the process. TOR of Vocational Skills Training (VST) finalized. Interaction meeting with Industries and Technical School for apprenticeship training

completed and is in the bidding process. Reporting Formats submitted to PMO. Vacancy announced for 11 positions.

PM discussed on Amendment of Agreement with HELVETAS Nepal. The prospective time can be within 2nd week of Shrawan 2075. AEC Manager Mr Ritu R Bhandari updated the progress by AEC as;

ESC Manual final draft prepared ECSs have to be officially approved, yet to be finalized Enterprise Mapping initiated Business Development Services need assessment/interaction with Palikas yet to be done.

The Budgeting for 2018-19 have errors on approved cost sheet as confirmed by the recent Support Mission, particularly employee’s remuneration does not match, and mistakes have to be corrected. Regarding the Agreement Amendment between AEC and RERP, the formal information is expected from RERP once updated design document is confirmed by GoN line Ministries.

Corridor Offices Corridor Coordinator, Janakpur Corridor Office, Mr Moti Giri updated report on completion of coordination role on Multi Stakeholders Platform (MSPs) for Province 1 and Province 3 stakeholders on three Supply Chain Commodities namely Dairy, Fish and Vegetables.

Similarly reported on completion of Migration Workshops as planned in all 8 project working districts.

Corridor Coordinator, K-S Corridor Office, Mr Lokendra Rawal updated about Migration Workshop except in Terhathum, Siraha and Saptari. In Terhanthum, because of the internal conflict between CCIs the workshop could not happen. In Siraha and Saptari districts the workshop will be organized in the month of Shrawan 2075.

Likewise, K-S Corridor Office also accomplished coordination role for MSPs of the fist phase on Supply Chain Commodities (Vegetable, Fish and Dairy Products). The corridor office is preparing for clusters level MSPs. Note: Some extra clusters have been reported by stakeholders during MSPs so that has to be screened for intervention. Next level MSPs will be further improvised as per gained experience. MSP has been successful event to gather stakeholders in one platform for discussion and dialogue with relevant stakeholders on supply chain commodities that RERP is promoting.

Supply Chain Lead and Component Coordinator Mr Rakesh Jha, updated the progress report on Milestones as set during last support mission. The first phase of MSPs on 3 commodities (vegetables, fish and dairy product) for Province 1, 2 and 3 stakeholders altogether 6 MSPs in corridor have been facilitated. And corridor office is preparing for the 60 MSPs in the cluster level.

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Rural Finance

Rural Finance Coordinator Mr Jay Ram Khadka and Rural Finance Specialist, Mr Santosh Adhikari jointly updated progress as;

Cooperation Selection workshop in Dhanusha and Mahottari Financial Education and Entrepreneurial Knowledge (FEEK) guideline including Training

Material/Manual prepared. Financial Education Piloting initiated for 400 person including students. A contract has been

signed on cost sharing basis with Jeevan Bikash Samaj of Morang. The discussion has been initiated with Sana Kisan Bikash Bank, NEFSCUN and Centre for

Micro Finance (CMF) regarding cooperatives capacity building, school cooperative education.

Financial Instrument for Risk Management (FIRM) Guideline prepared and submitted to IFAD Nepal, Finance Consultation Unit for review and feedback.

Migration Mr. Lekha Bahadur Chhetri, Migration Coordinator updated progress report as below;

MoU document with IOM has been ready to be signed. The anticipated date for MoU is July 26th and 27th 2018.

Migration Stakeholders Workshop facilitation for Province 1, 2 and 3 accomplished except in Terhathum, Saptari and Siraha.

MRCs and MIDs guideline ready. MoU with Palikas will be initiated soon for 4 MRCs and 10 MIDs. Migration Mapping Study is under discussion.

Note: Priority palikas are quite interested to work together with RERP on RMSEs creation and development through remittance investment.

Economic Inclusion and Mobilization

Economic Inclusion Coordinator, Ms Kalawati Rai discussed on--participation of women and targeted groups in the MSPs and Migration Workshop. During this first phase of workshop women and disadvantaged group have seen to be very minimum participation is expected to be more participatory and inclusive in the upcoming events. Collaboration with OXFAM Nepal for GALS technical support is on halt temporarily due to institutional norm between INGO and GoN. Planning workshop with OXFAM proposed on June therefore could not happen. The obstacle has been discussed in line with the Ministry and Ministry of Finance. It has been agreed that if the new project document goes ahead with the financial agreement there will not be any obstacle with OXFAM. Agenda 2 Project Manager, Mr Saroj Guragain discussed about the upcoming meeting on Project Steering Committee (PSC) Meeting as planned to be arranged on 3rd week of Shrawan 2075.

Agenda 3 Planning workshop for 2018-19 budgets is expected to happen on 10th and 11th of Shrawan 2075. There is need to reallocate budget in approved Line Ministry Budgetary Information System (LMBIS) and this internal planning workshop is a preparatory workshop.

The LMBIS in source [of both IFAD and GoN] including allocated budget for some activities does not match with the proposed AWPB which may create difficulty in implementation. This proposed planning workshop will help facilitate RERP in reallocating budget for 2nd Trimester onwards. Any Other Business (AOB) The separate staff meeting session was arranged to discuss about RERP internal issues.

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Decisions

Component leaders are advised to be prepared with issues to be discussed on PSC. Staffs are advised to submit progress report on respective roles and designation for the staffs contract to be extended. Photos

Approved by Project Manager PMO-RERP, Itahari-Sunsari Date: 20/07/2018

Prepared by Knowledge Management Specialist PMO-RERP, Itahari-Sunsari Date: 20/07/2018

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Fourth SMT Meeting Minutes

Meeting Number:04/075

1. Venue: Project Management Office(PMO), Meeting Hall, Itahari, Sunsari

2. Date and Time: 16th September, 2018(२०७५, भाद्र ३१ गि)े,11:00 AM to 4:00 P.M

3. Subject: Senior Management Team(SMT) Meeting 4. The SMT meeting chaired by RERP “Samriddhi”, Project Manager- Mr. Saroj Prasad Guragain

made following discussion and decisions in the presence of attendees as listed below;

S.N Name Designation

1 Mr. Saroj Prasad Guragain Project Manager,RERP

2 Mr. Ritu Raj Bhandari AEC Manager, PMO

3 Mr. Lekha Bahadur Chhetri Migration Coordinator, RERP/PMO 4 Mr. Dhruba Regmi P,M&E Specialist, RERP/PMO 5 Ms. Kalawati Rai Economic Inclusion Coordinator, RERP/PMO 6 Mr. Jay Ram Khadka Rural Finance Coordinator, RERP/PMO

7 Mr. Rakesh Kumar Jha Component 1 Coordinator(Supply Chain Lead), RERP/PMO

8 Mr. Santosh Adhikari Rural Finance Specialist, RERP/PMO

9 Mr. Sagar Dahal Financial Management Specialist, RERP/PMO

10 Mr. Lokendra Bdr Rawal Corridor Coordinator, K-S Corridor Office

11 Mr. Himnidhi Neupane Data Management Officer, RERP/PMO

12 Mr. Suk Bahadur Chaudhari Province Coordinator, HELVETAS Nepal

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5. Agendas: 1. Updating Progress Status Against Milestones provided from earlier mission

during May,2018

2. Budget Release from Ministry of Industry at Province one 3. Review of TOR of CMT 4. Contract Renew 5. Implementation of Code of Conduct 6. Any other Business

6. Discussion on Agendas

Agenda 1

HELVETAS representative Mr Suk Bdr Chaudhari updated the progress against the milestone provided from the earlier supervision mission. He also informed that there is problem in finalizing the Apprenticeship model. The apprenticeship model either implement with tripartite agreement between Technical School, CCI and RERP or implement with the agreement between RERP and CCI is still under the process of discussion. Interaction with industries found the reluctance of industries through the bidding process and standard on course duration newly provisioned by CTEVT also one of issue to be discussed. AEC Manager Mr. Ritu Raj Bhandari updated the progress against milestones provided from earlier mission. He informed that ESC operational manual has been finalized and has been approved from AEC. ESCs had been establishment in selected CCIs. Data collection of registered enterprises from CSIDB/DCSIO and questionnaire survey for enterprise mapping has been completed. First level interactions with palikas of ESC districts were completed.

B. Supply Chain Lead and Component Coordinator Mr. Rakesh Jha, updated the progress report against Milestones as set during last support mission(May,2018). He had also briefly presented about how the clusters were selected (at province level) for implementation of project activities.

C. Rural Finance Rural Finance Coordinator Mr Jaya Ram Khadka and Rural Finance Specialist, Mr Santosh Adhikari jointly updated progress against the milestone. Rural Finance Coordinator Mr. Jaya Ram Khadka presented the FEEK guideline and it was suggested to update with the information that the Financial literacy classes will be provided to the

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existing formal groups where exists in the project areas and where there is no existing formal group, Financial literacy will be provided to them with making informal loose group of at least 20-25 members that will collapse once the Financial literacy classes are over.

To ease the process of fund mobilization, the joint account will be created in a bank in the name of any two members elected by all the members and RERP will be depositing fund on the same account. It was also agreed that further discussion will be done later if required.

D. Migration Mr. Lekha Bahadur Chhetri, Migration Coordinator updated progress against the milestones. It also has been agreed that the corridor offices need to share the Concept paper and MOU documents to the priority palikas before we move to signing process so that there will be more clarity to both parties prior to the documents signed. He also informed that Janakpur Corridor office has completed MOU and MRC and MID concept paper sharing to seven concerned palikas for information and mind make up before MOU signing. E. Economic and Mobilization Economic Inclusion Coordinator, Ms Kalawati Rai informed that the Collaboration with OXFAM Nepal for GALS technical support is on halt temporarily due to institutional norm between INGO and GoN. She also updated that the GALS training to GESI Specialist IFAD funded projects will be organized by RERP in January,2019 as per the GESI thematic workshop. F.PM&E and KM Planning, Monitoring and Evaluation Specialist, Mr. Dhruba Regmi informed that the M&E team has developed draft Excel Based MIS.

Agenda 2 Project Manager, Mr Saroj Guragain informed that the budget release process has been initiated and the management is working on the settlement of the issues.

Agenda 3 The ToR of CMT was reviewed and was approved with some feedbacks.

Agenda 4

The project manager, Mr. Saroj Prasad Guragain has assured that the contract renewal process will be started as soon as the budget is released. Till then we need to rely on Attendance register.

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Agenda 5 Economic Inclusion Coordinator, Ms Kalawati Rai revived about the code of conduct of RERP and its importance in the Organization.

Any Other Business (AOB): Data Management Officer informed that File Management Online System has been developed in RERP to Manage the project products (documents, videos) to overcome the scattering of files in laptops and computer as well as to overcome institutional Memory. Decisions: Corridor Management Team has been formed and was decided to work under SMT, the detail composition of CMT is as follows;

• Corridor Coordinator : Coordinator • Supply Chain Specialist : Member • M&E Officer : Member • Migration Officer : Member • Financial Inclusion Officer : Member • Economic Development Officer : Member • Provincial Coordinator, HELVETAS : Member • Province Manager, AEC : Member • Admin-Finance Officer : Member Secretary

- All the thematic leaders are requested to maintain uniformity while MOU with Palikas. - The code of conduct will be the part of upcoming Contract with the all the technical and governmental staffs. - Every document should be taken to SMT before finalizing it. - The Newly developed File Management System is to be implemented as soon as possible.

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Fifth SMT Meeting Minutes Meeting Number:05/075

1. Venue: Project Management Office(PMO), Meeting Hall, Itahari, Sunsari

2. Date and Time: 31st October, 2018(कातििक १४ गि,े वुिवार),11:00 AM onwards

3. Subject: Senior Management Team(SMT) Meeting 4. Invitees: SMT members including PMT of RERP and Partners or Service Provider i) AEC and

ii) HELVETAS Representatives 5. External Observer and Facilitator: Mr Sanjeev Kumar Shrestha, IFAD Nepal Consultant

6. The SMT meeting chaired by RERP “Samriddhi”, Project Manager- Mr. Saroj Prasad Guragain

made following discussion and decisions in the presence of attendees as listed below;

SMT Members

S.N Name Designation 1 Mr. Saroj Prasad Guragain Project Manager, RERP 2 Mr. Lokendra Bdr Rawal Corridor Coordinator, K-S Corridor 3 Mr. Moti Bahadur Giri Corridor Coordinator, Janakpur Corridor 4 Mr. Dhruba Regmi P,M&E Specialist, PMO/RERP 5 Mr. Rakesh Kumar Jha Business Development Specialist, PMO/RERP 6 Mr. Ritu Raj Bhandari AEC Manager, PMO/RERP 7 Mr. Bhanu Pandit Evaluation and Monitoring Manager, HELVETAS Nepal 8 Mr. Jay Ram Khadka Financial Inclusion Specialist, PMO/RERP 9 Mr. Lekha Bahadur Chhetri Migration Specialist, PMO/RERP

10 Ms. Kalawati Rai Targeting and GESI Specialist, PMO/RERP 11 Mr. Dilli Prasad Sanjel Chief Accountant, RERP

Prepared by:

Data Management Officer,

Date: 19/09/2018

Approved by:

Project Manager

Date: 19/09/2018

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Invitee Members

S.N Name Designation 1 Mr Sanjeev Shrestha IFAD Nepal, Consultant 2 Mr. Suk Bahadur Chaudhari 1 Number Province Coordinator, HELVETAS Nepal 3 Mr Jeeban Shrestha Migration Officer, Janakpur Corridor 4 Mr Bhagi Ram Tharu Migration Officer, K-S Corridor 5 Mr. Rohit Joshi M&E Officer, Janakpur Corridor 6 Mr. Santosh Adhikari Rural Finance Specialist, PMO/RERP 7 Mr. Himnidhi Neupane Data Management Officer, PMO/RERP 8 Ms. Sujana Dhital Knowledge Management Specialist, PMO/RERP

7. Agendas:

a. 1. Updating Progress Status Against Milestones provided from 19-28 September, 2018 Implementation Support Mission(ISM)

b. 2. Thematic Actions Plan on Weekly Basis Up to December 2018

c. 3. Any other Business

8. Agendas and Discussions

A. Service Providers

8.1.1 Service Provider HELVETAS representative Mr Bhanu Pandit updated the progress against the milestone provided from the earlier ISM. He updated about 5 milestones and actions up to December 2018 and informed the SMT members that actions are online in achieving the deadline. Further, Mr Pandit made PowerPoint Presentation on “Implementation & Monitoring Manual” on vocational skills training and shared the manual with SMT members for necessary feedback to be received by 15 Nov 2018.

8.1.2 AEC Manager Mr. Ritu Raj Bhandari updated the progress against milestones provided from earlier mission. Mr Bhandari also informed that he will coordinate with AEC Chief Executive Officer on ToR of AEC vacant positions to be provided to PMO.

C. Supply Chain Lead and Component Coordinator

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8.2.1 Mr. Rakesh Jha, updated the progress report against Milestones as set during last ISM, updated 21 Groups out of 30 Groups on Supply Chain has been formed up to the date as;

Milk Groups = 3 Fish Groups =11 Vegetable Groups =7

G. Rural Finance 8.3.1 Financial Inclusion Specialist Mr Jaya Ram Khadka and Rural Finance Specialist, Mr Santosh Adhikari jointly updated progress against the milestone. Following points were informed from Rural Finance Team:

- FEEK training manual and guidelines are being customized and will be forwarded to IFAD TA

Team for final review.

- There may arise problem of conducting financial education and entrepreneurial knowledge training in the newly formed producer groups due to heterogeneity in the members’ economic status.

- Procurement process to hire Master Trainer on FEEK is ongoing.

- After obtaining No Objection for FIRM and FEEK guideline through IFAD, it will be presented to Project Steering Committee for final approval.

H. Migration 8.4.1 Mr. Lekha Bahadur Chhetri, Migration Specialist updated progress against the milestones and shared needful strategic support in preceding the actions up to December 2018.

E. Economic Inclusion and Mobilization

8.5.1 Targeting GESI Specialist, Ms Kalawati Rai updated field experience while forming Supply Chain groups in the field and added the need to revisit group formation process; community and project needs interaction in forming groups beforehand.

F. Planning, M&E and Knowledge Management 8.6.1 Planning, Monitoring and Evaluation Specialist, Mr. Dhruba Regmi updated overall project against milestones and actions to December 2018. The overall status on weekly progress will be updated soon once received from component leaders. 8.6.2 Knowledge Management Specialist, Ms Sujana Dhital updated about the IEC materials, and informed that project Brochure will be published soon. PowerPoint Presentation on “Knowledge- Sharing Capabilities Framework” was presented in the context where project is Inducing Systematic Knowledge Sharing and Collaboration for effective implementation. This presentation in particular focused on “Enabling Environment” and “Importance of Leadership and Organizational culture” as valuable capabilities of organizational setting for Knowledge-Sharing.

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8.6.3 Data Management Officer, Mr Himnidi Neupane presented online File Management System developed by himself and informed the Project Management Team that the system can be proceeded as Knowledge Repository.

9. Any other business agendas

8.7.1 Project Manager, Mr Saroj Prasad Guragain informed that the halted budget has been released for this fiscal year. Mr. Guragain also informed that Migration Specialist; Mr Lekha Bahadur Chhetri has resigned from RERP. Resignation officially will be effective from November 4th, 2018. And wished him all the best for future endeavor! It was rigorously discussed among the meeting participants that SMT meeting has to be more strategic. Clear agendas on each theme have to be well discussed in collaborative manner with relevant team members in small groups prior to presenting the SMT meeting for meaningful discussion. The current practice of SMT seems as staff meeting; therefore staff meetings have to be arranged separately.

10. Decisions

SN Subject of Decisions Who When 1 “Implementation & Monitoring

Manual” on vocational skills developed by HELVETAS has been presented to SMT members formally and urged for feedback. HELVETAS decided to publish the manual incorporating feedback.

Relevant PMO staffs sends feedback

November 15th, 2018

2. 2.1 MoU between Local Level and RERP has to be made of uniform with Project Manager and Mayor/President as signatories. Chief Admin Officer/Admin Officer of Local Level Institution and Corridor Coordinators as witnesses. 2.2 Local Level Institution hesitating to sign the MoU with RERP, orientation program will be initiated. 2.3 Those Local Level Institution ready to sign the MoU, orientation program will be arranged after signing the MoU.

Corridor Coordinators from both (K-S Corridor and Janakpur Corridor) with Project Manager PMO Specialists with Corridor Coordinators and sub ordinates from corridors

3November,2018 after Chhat after Chhat

3. RERP/PMO will issue letter to AEC stating for – Audit Report, Payment related documents and voucher of self-attested photocopy. And for timely reporting.

PMO in coordination with AEC Manager

Soon

4. Knowledge Management Specialist KMS and DMO As soon as

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11. Photos

and Data Management Officer are responsible for uploading Documents on repository for the time being.

possible

5 Limited number of Project Brochures for eg. 1000 copies to be printed for distribution.

KMS with Admin at PMO As soon as possible

Approved by

Project Manager

PMO-RERP, Itahari-Sunsari

Date: November 1st, 2018

Prepared by

Knowledge Management Specialist

PMO-RERP, Itahari-Sunsari

Date: November 1st, 2018

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Sixth SMT Meeting Minutes Meeting Number:06/075

1. Venue: Project Management Office(PMO), Meeting Hall, Itahari, Sunsari

2. Date and Time: 23rd Nov, 2018(मसंिर ७गत,े शकु्रवार),1:00 PM onwards

3. Subject: Senior Management Team(SMT) Meeting

4. Invitees: SMT members including Project Management Team (PMT) of RERP and Partners/Service

Provider i) AEC and ii) HELVETAS Representatives The SMT meeting chaired by RERP “Samriddhi”, Project Manager- Mr. Saroj Prasad Guragain made following discussion and decisions in the presence of attendees as listed below;

SMT Members S.N Name Designation Remarks 1 Mr. Saroj Prasad Guragain Project Manager, RERP 2 Mr. Dilli Prasad Sanjel Account Chief, RERP 3 Mr. Lokendra Bdr Rawal Corridor Coordinator, K-S Corridor

4 Mr. Moti Bahadur Giri Corridor Coordinator, Janakpur Corridor

5 Mr. Dhruba Regmi P,M&E Specialist, PMO/RERP

6 Mr. Rakesh Kumar Jha Business Development Specialist, PMO/RERP

7 Mr. Bhanu Pandit Evaluation and Monitoring Manager, HELVETAS Nepal Absent

8 Mr. Jay Ram Khadka Financial Inclusion Specialist, PMO/RERP

9 Ms. Kalawati Rai Targeting and GESI Specialist, PMO/RERP Absent

Invitee Members

S.N Name Designation 1 Mr. Suk Bahadur Chaudhari 1 Number Province Coordinator, HELVETAS Nepal 2 Mr Emil Pradhan B2B Officer, K-S Corridor 3 Mr Jeeban Shrestha Migration Officer, Janakpur Corridor 4 Mr Bhagi Ram Tharu Migration Officer, K-S Corridor 5 Mr. Rohit Joshi M&E Officer, Janakpur Corridor

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5. Agendas: A. Review the status:

i) Major Milestones and Agreed Actions as of September ISM ii) Monthly Action Plans (Developed in technical support of Mr Sanjeev Shrestha)

Preparation for upcoming Mid Term Review

B. Any other business (Submitted by Thematic Lead) Supply Chain Design Report Preparation Progress Reporting: Need to submit all events reports and activities accomplished of group

formation and community orientation Discussion on Financial Education and Entrepreneurial Knowledge (FEEK) Guideline and

Manuals Migration theme: 1. MID and coverage of other component

2. IEC material, for MRC and MID for sharing The project document states women overall target to be 33 percent (which is very less) but

the target is 50 percent in case of Com 1.3. Team members need to make an internal agreement of women participation minimum 50 percent including major two positions of the groups/committees for women. This has been mentioned in the GESI strategy and guideline as well.

6. Discussions on Agendas A. Review on Status

7.1 HELVETAS representative Mr Suk Bdr Chaudhari updated the progress against the milestone provided from the earlier ISM. He updated milestones and actions up to December 2018 as; SN Milestone Remarks 1 Signing Contract with TVET

Service Providers Samriddhi-Helvetas has submitted Technical Evaluation report to Procurement committee of PMO and PMO has forwarded the report to IFAD consultant Mr Hari Dhakal for reviewing the report for further NoL from IFAD. Samriddhi-Helvetas is waiting NoL from IFAD.

2 Selection of Apprentice Training Partners

Training modality document is being developed. Need to have further discussion with PMO. Mr Balmukunda Neupane, Team Leader visiting PMO from Nov 27-Dec 2. Helvetas will finalize the training module under apprenticeship mechanism before MTR.

7.2 Mr. Emil Pradhan, as representative of AEC updated the progress against milestones provided from earlier mission as; SN Milestones Remarks 1 Recruitment of AEC Staffs for

- Capacity Development Officers- 2 positions

- Province Managers – 2 position

Vacancy Announcement Process by Recruiting Agency within November, once ToR for positions gets No Objection Letter from IFAD. AEC will be coordinating with PMO on this work.

2 Tripartite agreement of 28 CCI +2 Provincial CCI

Will be completed within the month of November.

Corridor Offices a. K-S Corridor, Itahari

Mr Lokendra Bdr Rawal, Corridor Coordinator of K-S Corridor Office, Itahari updated that;

6 Ms. Sujana Dhital Knowledge Management Specialist, PMO/RERP

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- 11 Vegetable group has been formed - 11 trader interaction organized - 9 B2B interaction organized - 5 FEEK facilitator selected - MoU signed with 8 Palikas - 1 Palika level orientation organized - 1 event of cooperative self-assessment workshop organized

b. Janakpur Corridor Office, Bardibas Mr Moti Giri, Corridor Coordinator updated as below;

- Interaction with 8 milk traders - 7 B2B interaction with trader and milk producer/farmer completed. - 3 Milk groups formed - MoU signed with 9 palikas - 6 schools selected for school level FEEK through Palikas1 event of Cooperative self -

assessment workshop organized Component Coordinator

7.3 Mr. Rakesh Jha, updated the progress report against Milestones as set during last ISM, updated altogether 30 Groups on Supply Chain has been formed including;

2 B2B of Fish 1 Multi-stakeholder platform on Medicinal & Aromatic Plants(MAPs) The details have been updated by Corridor Coordinators above.

Rural Finance 7.4. Financial Inclusion Specialist Mr Jaya Ram Khadka updated progress against the milestone.

Rural Finance guidelines; altogether 4 documents finalized was presented on SMT that includes FEEK-1, FEEK-2 Manuals, FESE Manual. These documents can be improvised after receiving field level implementation feedback.

FEEK guideline presented on SMT can be preceded for approval.

ToR of Training of Trainers for Capacity Development of Cooperative presented and discussed.

The procurement process can be further preceded with amendment of procurement plan. Sharing the Fieldwork experience Mr Khandka added that the selection of venue; logistic support seem to influence the training program. Therefore, urged project management for timely procurement.

Migration 7.5. Mr. Bhagi Ram Tharu and Mr Jiban K Shrestha jointly updated progress against the milestones 1. Altogether 13 Migration Stakeholders workshop out of 16 has been completed. The halted workshop

of Terhathum is happening on 9th Mangsir. Whereas remaining 2 workshops for Siraha and Saptari is scheduled for 14th and 16th Mangsir.

2. MoU of 1MRC (Dhankuta Municipality) and 3 MID (Chandrapur & Garuda of Rauthat District and

Manglung of Terhatum) has been signed for the MRC/MID setting up in non- SaMi local levels.

Regarding the Migration Mapping Report, RERP migration officers have sent feedback.

Economic Inclusion and Mobilization

7.5. In the absence of Targeting GESI Specialist; Ms Sujana Dhital KM Specialist updated as; SN Milestone Remarks 1 EDF team induction, training

and deployment to the clusters

Induction and training resource: Draft prepared and circulated for review. However the component leaders have not responded. There are chapters that needs to be contributed by all the component leads specifically on supply chain, FEEK and M&E.

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2 GALS (in collaboration with ASDP) mechanism to secure necessary TA/training to be agreed and detailed Action Plan Designed

Communication held with CPO and has responded to Wait and See

Planning, M&E and Knowledge Management 7.6. Planning, Monitoring and Evaluation Specialist, Mr. Dhruba Regmi informed the PMT to submit individual monthly plan, event reports of each and every activities in the field. Added developed formats made available to everyone have to be submitted regularly for efficient data and knowledge management purpose of the project. P,M&E have to revise the procurement plan, prepare ToR for PM&E system and prepare for input and output of P,M&E Software.

Project Management

7.7. Project Manager, Mr Saroj Prasad Guragain and Account Officer Mr Dilli Prasad Sanjel jointly briefed on auditing by Auditor General. Some notable points shared were; 1. Each and every program activities of project should have clear subject or title/sub-titles. 2. Once advance is received program activities have to be accomplished as soon as possible. 3. There shall not be Outstanding Expenses in coming days because of activities made on ad hock basis and improper planning.

Any Other Business Agendas 7.8 Mr Jha shared the supply chain Analysis report template and discussed on the need of completion of analysis report of selected 10 supply chain products. The reports will be collectively produced by team members, roles divided to team members are listed on decision section. In the SMT meeting members together endorsed the selection of 10 supply chain products that were already listed through CPMA. The detail is mentioned on decision section. 7.9 Mr Bhagi Ram Tharu shared about the phone conversation happened together with IOM staff that, IEC materials for MRC/MID can be published in collaboration with IOM. Further, the Government of Nepal is preparing MRC operating guideline therefore the RERP can execute the same guidelines developed by the GoN

7. Decisions

SN Subject of Decisions Who When 1 Recruitment of AEC staffs :

Vacancy announcement process by Recruiting Agency

AEC in coordination with PMO Within November

2. Orientation for Crop Calendar Supply Chain Team together with Corridor Offices

Before the intervention

3. For 10 proposed commodities of Supply Chain: analysis report (4-6 pages) will be prepared by PMT members together.

# Ginger & Goat= Emil #Onion & Potato= Lokendra #Floriculture and Watermelon = Sujana and Moti

Before MTR

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8. Photos

Eighth SMT Meeting Minutes

Meeting Number:08/075

a. Venue: Project Management Office(PMO), Meeting Hall, Itahari, Sunsari

b. Date and Time : December 25 2018 (पुष १०, मंगलबार) | 10:30 AM c. Subject: Senior Management Team(SMT) Meeting d. Participants: SMT members including PMT of RERP and Partners Representative e. External Facilitator: Mr Sanjeev Kumar Shrestha

The SMT meeting chaired by RERP ―Samriddhi‖, Project Manager— Mr. Saroj Prasad Guragain made following discussion and decisions in the presence of attendees as listed below;

# Turmeric & 4 already selected products = Kala and Rakesh

4. Internal agreement among PMT members made to ensure 50% of women participation. However project document states for 33%.

All the project management team members will have ONE understanding

Information to be shared with stakeholders soon after this understanding.

5 Rural Finance: 1. FEEK guideline presented

on SMT has been decided to proceed for approval.

2. The procurement process: on training of Trainers for Capacity Development of Cooperative can be further preceded with amendment of procurement plan. The ToR should be shared to all members for feedback.

Rural Finance thematic experts together with PMO relevant member. Rural Finance Team together with Thematic Experts.

As soon as possible. 25th November, to be finalized together with Chief Account Officer.

Approved by

Project Manager

PMO-RERP, Itahari-Sunsari

Date: November 26th, 2018

Prepared by

Knowledge Management Specialist

PMO-RERP, Itahari-Sunsari

Date: November 26tht, 2018

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SMT Members:

Invitee Members:

Agendas:

1. Review status of previous SMT meeting

2. Discussion on developing common understanding and Executing RERP MTR Mission Recommendations and Agreed Actions: Develop Action Plan

3. Revision of AWPB 2018/19 and Preliminary Planning for FY 2019/20

4. Field Office Location and Staff Placement with Assigned Roles / Responsibilities

5. Any Other Business(AOB)

6.

Discussions and agreed decisions: Agenda 1: The meeting reviewed on status of last SMT meeting agreed action held on 23 November, 2018.

Agenda 2:

The SMT

reviewed and

discussed on the

MTR recommen

dation and Agreed

actions for common

understanding and

planned detail

activities thematic

wise with designated responsibilities to accomplish

agreed actions as of February 2019.

Planned Activities / Deliverables Responsibilities Deadline

S.N Name Designation

Remarks

1 Mr. Saroj Prasad Guragain Project Manager, RERP

2 Mr. Dilli Prasad Sanjel Chief Accountant, RERP

3 Mr. Lokendra Bdr Rawal Corridor Coordinator, Koshi Sagarmatha Corridor

4 Mr. Moti Bahadur Giri Corridor Coordinator, Janakpur Corridor

5 Mr. Dhruba Regmi PM&E Specialist, PMO/RERP

6 Mr. Rakesh Kumar Jha Supply Chain Coordinator, PMO/RERP

7 Ms. Kalawati Rai Economic Inclusion Coordinator, PMO/RERP

8 Mr. Emil Pradhan Acting AEC Manager

9 Mr. Jay Ram Khadka Rural Finance Coordinator, PMO/RERP Absent

10 Mr. Bhanu Pandit Evaluation and Monitoring Manager, HELVETAS Nepal

Absent

S.N Name Designation

1 Mr Sanjeev Shrestha Consultant, IFAD Nepal

2 Mr Jeeban Shrestha Migration Officer, Janakpur Corridor

3 Mr. Santosh Adhikari Rural Finance Specialist, PMO/RERP

4 Mr. Sagar Dahal Financial Management Officer, PMO/RERP

5 Ms. Sujana Dhital Knowledge Management Specialist, PMO/RERP

SN Agreed actions Responsibility Status

1.

Recruitment of AEC staffs: Vacancy announcement process by Recruiting Agency for Capacity Development Officers- 2 positions

Province Managers – 2 position

Tripartite agreement of 28 CCI +2 Provincial CCI

AEC in coordination with PMO

PMO has received ToR of specified positions from AEC, which after review will be sent to IFAD for No Objection by 1

st week of

January.

CCI orientation on revised Samriddhi approach and roles and signing agreement planned for 1

st

week of Jan 2019.

2. Orientation for Crop Calendar

Supply Chain Team together with Corridor Offices after B2B interaction.

Activity initiated in vegetable with support of Agribusiness

3. Ensure 50% women participation in project activities, even project document states for 33%.

All the project staff will have ONE understanding. Information to be shared with stakeholders soon after this understanding.

Project has initiated to materialize as agreed in all activities

4. Rural Finance:

-FEEK guideline presented on SMT has been decided to proceed for approval.

-The procurement process: on training of Trainers for Capacity Development of Cooperative

RF thematic experts together with PMO relevant member.

As soon as possible. RF Team together with Thematic Experts.

25th November, finalized together

with Chief Account Officer.

FEEK presented and approved by SMT. Further action will be done as recommended by MTR Mission.

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Planned Activities / Deliverables Responsibilities Deadline

1.1 Supply Chain

Revisit & Collect additional information on market demand, growth potential, scale of impact and entry cost investment for credible minimum income /benefits on 4-5 prioritized commodities identified during corridor potential mapping for screening of potential additional 4-6 commodities

SC Prioritization and Validation WS (Provincial Level -2)

Ginger- Emil

Potato- Lokendra

Turmeric & Floriculture - Rakesh

Watermelon - Moti

Goat, Onion - Ajay

4 th week January

1 st week February

Finalize Supply chain report of 4 commodities and Prioritize critical area of interventions in Milk, MAPs, Fish and Vegetables commodities involving all supply chain stakeholders in multi actor settings (MSPs).

Develop Credible Investment pathways for each commodity

Respective Supply Chain Team (Moti & Ajay; Rakesh Jha and Lokendra & Emil) (Support by Sujana)

By January

Activities Fish Vegetable Milk MAPs

MSP Cluster Level 3 3 2 2

B2B Interactions 3 8 8 2

Group follow up support+ technical training

11 15 3 3

New group formation 4 10 5 5

Market led production plan preparation(groups)

3 14 3 2

No of LRPs trained 20 13 5 -

Fish + MAPs – Rakesh Mithlesh, Raj

Milk –Moti , Ajay

Vegetables – Lokendra, Emil

(Support by AEC ESC Coordinator /SC Coordinator) Note: No of LRPs are identified from already formed groups = total 38 persons will be trained

By February

Economic Mobilization Handbook development-1 (ongoing) Kala & Rakesh Jha By February

1.2 RMSEs and CCI capacity Building

Conducting re orientation workshop for CCIs and PCCIs. Emil +AEC Team Mid-January

Hiring of staffs (capacity development officers 2 and province manager 2)

Emil +AEC Team Mid February

1.3 Decent Jobs (HELVETAS)

a) Publication of Vocational Training Implementation and Monitoring Manual, training registers, monitoring checklists, Training Informative Educative and Communicative (IEC) materials

b) Broadcasting of Public Service Announcements (PSAs) for the vocational training

c) Orientation on ‗Training Implementation‘ to the contracted Training and Employment Service Providers (T&Es)

d) Development of On-line database system for Vocational Skills Training (at least basic features) and orientation to project staffs and T&Es

e) Facilitation to PMO for service contract with T&Es and implementation of vocational skills training (if No Objection from IFAD is granted at least by mid- January 2019)

f) Monitoring Training to the project staffs (Provincial coordinators, Cluster Monitoring Officers and Monitoring Officers)

g) Facilitation to PMO for service procurement for Apprenticeship training component

h) Finalization of Apprenticeship Training Implementation and Monitoring Manual

i) Recruitment of Program Officer (1) and Database Assistants (2)

RELVETAS/RERP Team Mid February

2.1 Rural Finance

a) Finalization and approval of FEEK Guidelines

b) ToR finalization and procurement of TA; Finalization of FEEK-School and FEEK-Community Manuals for Printing

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Planned Activities / Deliverables Responsibilities Deadline

c) ToR finalization and procurement initiated for Master Trainer (FEEK-Community)

Jay and Santosh

By Feb

d) Cooperatives self-assessment WS - Bhojpur, Kotang, Terathum and Okhaldhunga

e) Final Selection of Self Assessed Cooperatives (Dhanusa & Mahottari).

f) Schools Visit and Orientation on FinSES (linked with Palika orientation) -10

g) ToT event on FinSES (FEEK School) -1

h) FIRM Guidelines Finalization and submit IFAD for No Objection

i) Coop Capacity Building Guidelines Finalization (NOL obtained from IFAD)

j) ToR Finalization and Procurement initiated –Service Provider for Coop Capacity Building Program

k) Procurement of FIRM Administrator Initiated

l) ToT on FEEK 1 Facilitators of Selected Coops

m) First Batch of FEEK (through Coops) started

Migration

a) District level PMD Establishment -2 (Support by Dhruba)

Bhagiram and Jeevan in coordination /support of IOM (Support by Dhruba)

Feb Fist week

b) Federal level Migration stakeholder workshop -1 RERP(with support of IOM) Expecting for Feb 1

st week

Feb end

c) Recruitment of MRC (2) and MID (4) staff & Establishment of 2 MRCs and 4 MIDs

Palika coordination with RERP

Jan 2nd week

d) MoU in additional 2 MRC and 6 MID.

Migration Team with PMO Jan 4th week

e) Data collection on Remittance & Passport issued initiated. Migration team in support with palika

Feb 2nd

week

f) Draft IEC materials for MRCs/MIDs Migration Team (Support by Sujana)

Feb end

g) 1 st Batch RERP Orientation & Capacity building training to 6 MRC/MID staffs

(With support of IOM) 23rd

- 25 Jan

Economic Mobilization

a) Training on PPI to Project staff b) Assessment of Existing Group & Mobilization

c) Draft EDF Mobilization guideline

d) Finalize EDF Induction training materials

Kala

By Jan end

PME and Knowledge Management

a) Finalization of Farmers Diary of 4 commodities (expect technical input)

Dhruba, Rohit, Sita and Him

14th january

b) Finalization of Formats for MIS

Dhruba, Rohit, Sita and Him

18th Jan

c) 3 Palika Orientation Follow up meeting and decision on restructuring framework

Dhruba and related team Mid Jan

d) ToR finalization for MIS and Procurement of Service providers Initiated

Him, Dhruba and Procurement

3rd

Feb

e) Verification/Assessment of Group Veg 3 Milk 3 PMT 15th Jan Onwards

f) Revision of AWPB 2018/19 and Develop 1 st draft of AWPB 2019/20

PME and Theme Lead 20th Jan

g) Tablet based data collection system finalization PME team Feb 2nd

week

h) Uploading of final RERP documents in online RERP File Management System

Him Feb 7th

i) ToR for Data Management Assistants Him 30th Jan

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Planned Activities / Deliverables Responsibilities Deadline

j) Update M&E Guideline as per changed design Dhruba, Rohit, Sita, Him 30th Jan

k) Work with Province for development of AWPB Dhruba and PME team 14th Feb

l) AWPB Planning workshop PM&E team 20th Feb

m) Develop and print IEC material: file folder, Office calendar & planning diary

Sujana with PMT members By Feb 15th

n) Develop RERP Stakeholders‘ Profile& compilation of agribusiness /Pos information

Sujana with PMT members By Feb 15th

o) ExCap Approach sharing workshop to PMT Sujana Together with PPI training

p) Develop case studies and short video clips from field Sujana with CCs and Thematic Lead

By Feb

q) Finalization of Reports (Corridor Mapping, Migration Related Document, Traders Survey, Supply chain Analysis, Coop Assessment, MSP etc.) (all thematic team to provide documents)

Sujana Theme leaders share by Jan 15

th,

Finalization by Feb

r) Draft ToRs of KM Officer Sujana Jan 1st week

Project Management, Financial and Procurement

Follow up meeting at MoIC and decision on restructuring framework PM By Feb

Palikas Orientation and MoU signed –

Lokendra (12), Moti (8), Kala (3)

Moti- by Feb Mid

Lokendra- by Feb Mid

Kala by Jan end

PSC Meeting PM By Feb

a) Project Financial Report of FY 2074-75 get approved from line ministry & OAG

b) Independent Audit Report including management letter of FY 2074-75 send to IFAD

c) Facilitate and Support Thematic team budget arrangement for implementing activities

d) Revised procurement plan of FY 2075-76 get approved from IFAD e) Selection of SP to conduct 1st batch of Vocational Training get

completed f) Contract short term Procurement TA to support procurement in

period until fulltime procurement (in consultation with Hari Dhakal)

Sagar & admin/ Finance Team

By Mid Jan

Comply with all financing covenants of the Financing Agreement, Letter to the Borrower and General Conditions

Dilli Sanjel (supported by Sagar Dahal)

31st Jan

Note: Corridor coordinator will facilitate and coordinate in accomplishing planned activities besides executing activities planned under supply chain and Project Management mentioned in the table above Agenda 3: Revision of AWPB 2018/19 and Preliminary Planning for FY 2019/20

It was agreed to revise the planned activities of AWPB 2018/19 that could be implemented within current fiscal year and draft AWPB for the upcoming fiscal year 2019/20 (2075-76). The thematic team will submit and PME will compile as required. Agenda 4: Staff Placement Staff Placement at Hub/Field level: It was agreed to identify suitable strategic location for RERP field offices (2 in each corridor) besides Corridor offices and also work out staff placement of all level accordingly. Agenda 5: AOB agendas 5.1 Staff Mobility Plan: It was agreed that the travel order will be approved by PM following the submitted action/work plan. The PME team to compile the all staff monthly work plan & Admin officer to prepare mobility plan. It was also agreed to prepare board displaying Staff and vehicle movement plan.

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5.2 Economic Inclusion and Mobilization: It was agreed to assess existing 40 groups to identify the group formation is inclusive and follows the market led approach 5.3 Staff Capacity building: It was agreed to organize 3 days training on PPI to Staff including half day orientation on Experience Capitalization in Itahari. 5.4Reports/Guidelines Finalization: All study/events reports prepared by respective thematic team have to be submitted to KMS. 5.5 Technical Guidance Note /Proceeding of activities: It was agreed to draft technical guidance note as per revised

RERP document in each component/sub component for implementation by thematic team. Then the PIM will be revisited accordingly.

Decisions

Photos

SN Subject of Decisions Who When SMT Meeting Agenda No

1 Technical Guidance Note/ Proceeding of activities by component/sub component

Thematic Team By Feb 2018 Agenda 5

2 Staffs for already advertised positions to be recruited

Project Manager By Jan 2019 Agenda 5

3 Assessment of existing Groups Kalawati Rai & Dhruba

By Jan 2019 Agenda 2

4 Revision of AWPB 18/19 & Preliminary Programs Planning for AWPB 2019/20

Thematic Lead 30th Dec 2018 &

Jan 1st week 2019

Agenda 3

5 Compiling Monthly Work Updating Staff /Vehicle Mobility Plan on regular basis

PM&Es at Corridors and PMES at PMO

By 1 st week of every month

Agenda 5

Admin/Finance Officer

6 IEC Materials: Office File Folder, Planning Diary and Office Calendar prepared to be published

KMS in consultation with PMT members.

By 28 Feb Agenda 2

Approved by:

Saroj Prasad Guragain

Project Manager, RERP

Date: 6th Jan 2019

Minutes taken by: Sujana Dhital Knowledge Management Specialist Date: 6th Jan 2019

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Ninth SMT Meeting Minutes Meeting Number:09/075

I. Venue: Project Management Office(PMO), Meeting Hall, Itahari, Sunsari

II. Date and Time: Jan 9th 2019 (पषु २गिे,बुिबार)11:0AM onwards

III. Subject: Senior Management Team (SMT) Meeting IV. Participants: SMT members including PMT of RERP and Partners Representative as Invitees V. The SMT meeting chaired by RERP ―Samriddhi‖, Project Manager- Mr. Saroj Prasad Guragain made following

discussion and decisions in the presence of attendees as listed below;

SMT Members:

S.N Name Designation Remarks

Mr. Saroj Prasad

1 Guragain Project Manager, RERP

2 Mr. Dilli Prasad Sanjel Chief Accountant, RERP

Corridor Coordinator, Koshi Sagarmatha

3 Mr. Lokendra Bdr Rawal Corridor

4 Mr. Moti Bahadur Giri Corridor Coordinator, Janakpur Corridor

5 Mr. Dhruba Regmi PM&E Specialist, PMO/RERP

6 Mr. Rakesh Kumar Jha Supply Chain Coordinator, PMO/RERP

Economic Inclusion Coordinator,

7 Ms. Kalawati Rai PMO/RERP

8 Mr. Emil Pradhan Acting AEC Manager

9 Mr. Jay Ram Khadka Rural Finance Coordinator, PMO/RERP

10 Mr. Bhanu Pandit M&E Manager, HELVETAS Nepal Absent

Invitee Members:

S.N Name Designation

1 Mr Him Nidhi Neupane DMO, RERP/PMO

2 Mr Bhagi Ram Tharu Migration Officer, K-S Corridor

3 Mr. Santosh Adhikari Rural Finance Specialist, PMO/RERP

4 Mr. Sagar Dahal Financial Management Officer, PMO/RERP

5 Mr. Mithilesh K Jha M&E,KM Officer, AEC

6 Mr. Suk B Chaudhari HELVETAS Nepal, Province 1 Coordinator

7 Ms. Sujana Dhital Knowledge Management Specialist, PMO/RERP

VI. Agendas:

1. Regarding Project Management Team Members Mobility Plan

2. Planning agendas

3. Any other business

- Reviewing last agreed actions and SMT minutes

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VII. Discussions and agreed decisions: Agenda 1

A. For the mobility of project staffs not included in the action plan, it is obligatory to get approval from Project Manager in advance. Short period mobility (day or less) should be included in mobility log. Approval of TO is not necessary. While moving to the field, project staffs are required to coordinate with team and align the field activities together.

B. Corridor Offices mobility plan needs to be revised.

Agenda 2

A. The deliverables on thematic areas and individual work plan which was included on last SMT meeting minutes need revision. It should be linked with agreed action provided by last mission. The plan set for supply chain activities need coordination among the team. Therefore, Supply Chain Coordinator will arrange a coordination meeting with supply chain team members (Moti Giri, Lokendra Rawal, Emil Pradhan & Mithilesh Jha) on Thursday 10

th Jan and take lead on finalization of plan to align with agreed milestones.

B. The agreed action from last mission targeted outreach of 50 palikas till July 2019. Therefore

orientation/agreement with palikas should be aligned with Supply Chain and Migration activities. Moreover, participation from AEC and HELVETAS representatives in orientation programs must be ensured.

Agenda 3

A. After assessing the field activities of groups that are already formed, Economic Inclusion Coordinator reported that the groups that are formedneed to be reached as soon as possible for four reasons:-

1) establish close linkage between group and the project 2) to orient group members about project and

clarify on members‟ expectation 3) motivate the group members to „buy in‟ the project inclusion target 4) add or drop members; however focusing on the objective of the group dynamics.

B. ESC Coordinator of Sindhuli can support the Janakpur Corridor in project activities till his role and responsibility

is finalized by Mission in Feb. It was requested to AEC Manager to discuss with AEC for the arrangement.

C. The SMT meeting agreed to procure TA for FEEK Manual Finalization on Rural Finance.

D. Project staffs need orientation on Office Monitoring System (OMS) so that event reports are inserted in online system.

E. Finance Section requested project staffs to submit documents for advance settlement on completed activities.

Based on the planned activities in January and February and approved SPD, they should request for advance. Admin and finance officers from corridor offices have to coordinate and sit together with project staffs to ensure the documents are completed.

VIII. Decisions

SN Subject of Decisions Who SMTMeeting

Agenda No

1 Mobility Plan needs to be approved PMT Members Agenda 1

from Project Manager for short term

as well as for monthly mobility plan.

2 Procure TA for FEEK Manual Rural Finance Team with Agenda 3

Finalization Finance & Procurement

3 Information regarding the transfer of PMO in coordination with Agenda 3

ESC coordinator of Sindhuli district to AEC

Bardibas Corridor office for the time

being, will be sent to AEC then

further action need to be taken as per

the suggestion of the parties involved.

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Photo

Minutes taken by:

Sujana Dhital

Knowledge Management Specialist

Date: 10th Jan 2019

Approved by:

Saroj Prasad Guragain

Project Manager

Date: 10th Jan 2019

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Tenth SMT Meeting Minutes Meeting Number:10 /075

I. Venue: Project Management Office(PMO), Meeting Hall, Itahari, Sunsari

II. Date and Time: March 20 2019 (चैत्र ६, २०७५) | 9:00AM

III. Subject: Senior Management Team (SMT) Meeting IV. Participants: SMT members including PMT of RERP and Partners

V. The SMT meeting chaired by RERP ―Samriddhi‖, Project Manager- Mr. Saroj Prasad Guragain

made following discussion and decisions in the presence of attendees as listed below;

SMT Members:

S.N Name Designation Remarks

1 Mr. Saroj Prasad Guragain Project Manager, RERP

2 Mr. Dilli Prasad Sanjel Chief Accountant, RERP

Corridor Coordinator, Koshi Sagarmatha

3 Mr. Lokendra Bdr Rawal Corridor

4 Mr. Moti Bahadur Giri Corridor Coordinator, Janakpur Corridor

5 Mr. Dhruba Regmi PM&E Specialist, PMO/RERP

6 Mr. Rakesh Kumar Jha Supply Chain Coordinator, PMO/RERP

7 Ms. Kalawati Rai Economic Inclusion Coordinator, PMO/RERP

8 Mr. Jay Ram Khadka Rural Finance Coordinator, PMO/RERP

Invitee Members:

S.N Name Designation

1 Mr Himnidhi Neupane DMO,PMO

2 Mr Jeeban Shrestha Migration Officer, Janakpur Corridor

3 Mr. Santosh Adhikari Rural Finance Specialist, PMO/RERP

4 Mr. Bhagiram Tharu Migration Officer, K-S Corridor

5 Mr, Suk Bahadur Chaudhary PC, HELVETAS

6 Kedar Ghimire Accountant,PMP

7 Chandra Bahadur Waiba Accountant, PMO

8 Pemba Sherpa Account Officer,PMO

VI. Agendas:

J. Discussing on the details of agreed actions as shared by recent ISM. K. Any Other Business(AOB)

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VII. Discussions and agreed decisions:

Agenda 1: Discussing on the details of agree actions as shared by recent ISM It was discussed that the team needs to get in to prompt actions for the upcoming Evaluation Mission based on the agreed actions of Recent ISM

Agenda 2: AOB agendas

2.1 PPI Data Analysis: It was agreed that the GESI Specialist in support of BDS and DMO will take responsibility on PPI data Analysis. The BDS has provided the formulated excel sheet for PPI data Analysis. 2.2 Preparation of External Evaluation Mission: It was agreed that the RERP team will be focused on the agreed actions to be taken on their own theme for upcoming External Evaluation Mission. Business Development specialist presented that RERP is facilitating to provide the forest land to the group members of RERP through Ministry of Forest in Province 2 and that land is used to cultivate agro forest products. This initiation will be captured as a case. 2.3 Farmer‘s Diary: It was discussed and agreed that the farmer‘s diary will get printed and printed copies will be provided to FEEK Facilitators to capture the information of the group members. It was also agreed that FEEK facilitators will be hired for this workload. After that the data from the farmer‘s diary will be entered into the newly developed online system of farmer‘s diary. 2.4 Procuring Short Term TA for remodeling FEEK-1, FEEk-2 and FinSES: It was agreed to go for procurement process for hiring short-term to remodel and finalize the course contents of FEEK-1, FEEk-2 and FinSES. 2.5 Procuring Master Trainer to conduct ToT for FEEK-1, FEEk-2 and FinSES: It was agreed to procure Master Trainer to conduct ToT for FEEK-1, FEEk-2 and FinSES: 2.6 Procurement of Training Materials and ToT for Coop Capacity Building Proram: It was agreed to proceed procuring the training materials and ToT for coop capacity building program. 2.7 Project Partnering with Selected Coops to conduct FEEK-1: It was agreed to start partnership agreement with selected co-operatives and providing advance to conduct FEEK-1 training via Co-operatives. 2.8 Linking migration related activities with other components of RERP: It was agreed that priority should be given to migrants‘ families while forming groups and selecting commodities. For this It was also agreed to develop a mechanism to assure the representation of migrants‘ families and other targeted families while forming groups and selecting commodities. 2.9 Palika Selection: It was indicated that some of the group formation took place in non-priority Palikas of RERP (Mahadeva RM-saptari, Arnama RM-Siraha, Madhavnarayan M-Rautahat,Dhangadhimai M-Siraha, Feta RM-Bara,Chaubise RM-Dhankuta,Kerabari RM,Morang). It was discussed and agreed that the groups should not be formed in non-priority Palikas hereafter without endorsing prior in SMT. Those non Priority Palikas where groups are formed till this time will be considered as priority Palikas.

2.10 Printing calendars and brochures: It was discussed that 2000 copies of Calendar and 3000 copies of brochures of RERP need get printed.

2.11 Reporting Time: It was discussed and agreed in SMT that last 3 days and first 3 days of every month will be the reporting time of different activities that are carried out in each month. No field activities will be planned during this time frame.

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Decisions

Subjects of Decision Who When

1.Farmers Diary

1.1 Farmers Diaries will be filled out by hiring FEEK facilitators

PMES Within March 28

1.2 Vehicles will be provided for the farmer‘s diary related activities

Project Management Till March 28

1.3 Data Entry Persons to be hired and planned no. of entries will get carried out in the online system of Farmer‘s diary.

Project Management with support from PMES and DMO

Till March 28

2. Component 2.1 related activities

2.1 TOT of FEEK -2 Financial Inclusion Team After April 6

2.2 Short Term Master Trainer for FEEK 1 FEEK 2 to be procured

Project Management After April 6

2.3 Procurement of training Material and TOT facilitator(In a single Package) for co-operative capacity building programs

Project Management After April 6

2.4 Project Partnering with selected cooperatives with providing advance to conduct FEEK 1 Training via cooperatives

Project Management+ Financial Inclusion Team

After April 6

3. Component 2.2 related activities

3.1 Priority should be given to migrant families while forming groups and selecting commodities

All thematic Team Continue

4. Others

4.1 Agro Forestry activities will be captured as knowledge products

Knowledge Management Specialist and BDS

After April 6

4.2 Last 3 days and first 3 days of every month will be the reporting time and no field activities should be planned during that time.

All project Staffs Continue

4.3 Printing of 2000 copies of calendar and 3000 copies of brochures

Project Management with support of Knowledge Management Specialist

ASAP

Minutes taken by: Himnidhi Neupane Data Management Officer

Approved by: Saroj Prasad Guragain Project Manager, RERP

Date: 24th March, 2019

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Eleventh SMT Meeting Minutes Meeting Number: 11/076

I. Venue: Project Management Office(PMO), Meeting Hall, Itahari, Sunsari

II. Date and Time: 16th April, 2019 | २०७६ वशैाख ३ गि े,11:00 AM

III. Subject: Senior Management Team(SMT) Meeting IV. SMT members including PMT of RERP and Partners Representative as Invitees

The SMT meeting chaired by RERP ―Samriddhi‖, Project Manager- Mr. Saroj Prasad Guragain made following discussion and decisions in the presence of attendees as listed below; SMT Members:

S.N Name Designation

1 Mr Saroj Prasad Guragain Project Manager, RERP

2 Mr. Rakesh Kumar Jha Supply Chain Coordinator, PMO/RERP

3 Ms. Kalawati Rai Economic Inclusion Coordinator, PMO/RERP

4 Mr. Dhruba Regmi PM&E Specialist, PMO/RERP

5 Mr. Moti Bahadur Giri Corridor Coordinator, Janakpur Corridor

6 Mr. Lokendra Bahadur Rawal Corridor Coordinator, Koshi Sagarmatha Corridor

7 Mr. Bhanu Pandit M&E Manager, HELVETAS Nepal

8 Mr. Emil Pradhan Acting AEC Manager

Invitee Members:

S.N Name Designation

1 Mr Himnidhi Neupane Data Management Officer, PMO/RERP

2 Mr Jeeban Shrestha Migration Officer, Janakpur Corridor

3 Mr. Santosh Adhikari Rural Finance Specialist, PMO/RERP

4 Mr. Bhagiram Tharu Migration Officer, K-S Corridor

5 Mr. Kedar Ghimire Accountant,PMP

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6 Mr. Sanjeev Kumar Shrestha Consultant, IFAD/ACCESS

7 Mr Devraj Dhungana FNCCI/AEC

8 Ms. Sujana Dhital Knowledge Management Specialist, PMO/RERP

Agendas: 1. Updating progress on agreed actions during ISM, March 4th-14th. 2. Sharing field visit of Country Strategy and Program Evaluation (CSPE) Mission from 2-6 April and Reflections. 3. Sharing field visit with ACCESS ADVISORY team on Rural Finance Component. 4. Preparation for Project Steering Committee (PSC) meeting. 5. Recruitment of Staff 6. AWPB 2019-20 Preparation 7. Reviewing the previous SMT minutes. Any Other Business:

i) Record Keeping in repository ii) Notice Call for SAMRIDDHI FUND iii) Discussing on operation of Transition Plan provided by recent ISM iv) Recruitment and staff management issues v) Gender Action Learning System(GALS) initiation for Province 1&2 vi) GALS Mission and Second Workshop

Discussions and agreed decisions Agenda 1

Thematic lead updated on agreed actions of recent Implementation Support Mission. And planned 3 months action plans on each thematic areas. Details given in annex.

HELVETAS Nepal representative, Mr. Bhanu Pandit, M&E Manager informed Vocational Training Program under subcomponent 1.3 (decent Jobs) has started and the respective training providers have announced the public announcement for the trainees‘ application. The vocational training execution process was briefed among the SMT members that the 52 category of training is expected to start from last week of April 2019.

Agenda 2 Project staffs accompanied field visit of Country Strategy and Program Evaluation (CSPE) Mission team dated from April 2-6

th shared the

Programme and CSPE team reflections. The field visit was made to a) Belhara- Dhankuta led by vegetable supply chain team b) Dhankuta Migration Resource Center- led by Migration Team c) Visit and Interaction with state team of HELVETAS training & employment service provider Itahari- led by HELVETAS Nepal team d) Milk

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Producer Group and Traders Interaction, Arnama-Siraha, led by Milk Supply Chain team e) Mahila Cooperative Bardibas, led by Financial Inclusion team f) Everest Aroma Pvt. (medium size Rural Enterprise) & MAPS Producer Group, Bateshwor Dhanusha- led by Supply Chain team g) Site observation of SaMI, Migration Resource Centre, Janakpur –led by HELVETAS Nepal team h) Interaction with Laxmi Bank, Province Office, Bardibas - led by Financial Inclusion Team i) Interaction with Fish Traders and Producers, Bodhban, Bara- led by Fish Supply Chain team. All expressed that CPSE were satisfied with the filed activities implementation but showed their concern on the delay in recruitment of Field staff and delay in delivering Programme support despite high enthusiasm of the community.

Agenda 3 Rural Finance Specialist Mr Santosh Adhikari shared about the meeting with ACCESS Advisory's Managing Director Ron Bevacqua and Abhaya Bahadur Singh, Nepal Country Manager at PMO, Itahari along with field visit and interaction with cooperatives from 5th to 7th April. The team visited and conduct interaction with few cooperatives :Mahila Utthan Bachat Tatha Rin Sahakari Sanstha Ltd., Urlabari-7, Morang; Koshi Bachat Tatha Rin Sahakari Sanstha Ltd, Inaruwa-1, Sunsari; Global Bahumukhi Sahakri Sanstha Ltd., Rajbiraj-7, Saptari; Buddha Mahila Bachat Tatha Rin Sahakari Sanstha Ltd., Dhangadhhi Mai-10, Siraha. He also informed that ACCESS will select 4-5 cooperatives from RERP assessed cooperatives to work with under the Project funded by IFAD/FFR Grant Programme that will develop Remittance based Saving products and build qualitative and management capacity of Cooperatives for product launching. Agenda 4: The SMT meeting discussed on Project Steering Committee (PSC) Meeting agendas. It was agreed that the concerned person will draft one pager with synopsis of the document (Guidelines /Manual) and the decisions to be made on the respective agenda and submit to PM&E Specialist within 19 April (Baisakh 6,2076). The PMES will hand over to Project Manager & Liaison Officer by 22 April (Baisakh 9, 2076). Project Manager will share the agendas and seek time for PSC Meetings and also share the Synopsis of the agendas to the members of PSC beforehand for their readings. The list of documents (Guidelines /Manual) to be endorsed / approved by PSC along with Responsible person to draft Synopsis is given in table below.

SN Particulars Lead Person to draft Synopsis

1 Endorsement /Approval of Documents (Guidelines /Manuals)

1.1 Financial Instrument & Risk Management(FIRM) Manual Santosh

1.2 Sector Development Facility (SDF) Guidelines Rakesh

1.3 Samriddhi Fund Guidelines Rakesh

1.4 Financial Education and Entrepreneurship Knowledge (FEEK) for Community /Cooperatives and School Guideline (Endorsement Only)

Santosh

1.5 Cooperative Management Procedure (For Approval) Santosh

2 Financial Norms Kedar & Project Manger

3 Endorsement of RERP Staff Position (Govt. Deputed and Contracted Support staff & Experts)

Admin

4 Approval of AWPB 2019-20 PMES

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Agenda 5 The Project Director informed that the second round of screening (Presentation & oral exam) of previously announced position will be held on last week of April. He also informed that the final interview of all the positions will be held and recruitment completed by Mid-May (Baisak 2076). He also informed that interview of the EDFs will be held at corridor whereas rest will be at Kathmandu. Likewise, it was also agreed that PMEs and Admin Asst. will identify Recruitment Agency and make Vacancy Announcement for the following positions (new & vacant) lately by Mid May. Positions for Vacancy Announcement

S.N. Positions to be Fulfilled No Remarks

1 Provincial Manager (1 in each Province) 2 New Recruitment under AEC

2 Capacity Development Specialist (1 in each Province) 2 New Recruitment under AEC

3 Financial Inclusion Specialist (PMO Level) 1 Vacant since March 2019

4 Finance Specialist (PMO Level) 1 Vacant Since February 2019

5 Finance Officer (Sagarmatha Corridor ) 1 Vacant Since December 2018

6

Monitoring Officer (Janakpur Corridor) 1 Vacant Since February 2019

7 Social Mentors /Supervisors 8 New Recruitment for GALs Programme

Agenda 6: Preparation of AWPB 2019-20 It was agreed that each Component team to draft Annual work Plan and Budget as per the prescribed template for the upcoming Fiscal Year 2019-20 and submit to PME Specialist by 22 April 2019. PMES will develop AWPB by Province as well as overall compile one covering both province and PMO. It will be entered in LMBIS once the project received budget ceiling from Ministry and also submit to IFAD. Agenda 7 The meeting reviewed previous SMT meeting minutes starting from 7th to 10th meetings with objective to recheck whether the agreed decisions have been achieved or not. The status of decisions is given in Annex. Any Other Business In addition to above, Following were the agendas discussed and agreed during the meeting: Record Keeping: It was agreed to assign Mr. Himniddhi Neupane, Data Management Officer to develop and maintain filing system (Both soft and Hard copy) of all official documents as Manual, Guidelines, Mission reports along with No objection letter from IFAD. It was also agreed to provide one copy each to Admin unit. Transitional Plan: Project Director informed that he will meet concerned officials /Ministries at Kathmandu and take necessary actions and follow up accordingly to operationalize Transitional Plan. Notice Call for SAMRIDDHI FUND: RERP team worked on the type of activities for selected 4 Supply Chain Commodities: Fish, Vegetables, MAPs and Milk to be supported under Samriddhi & SDF Fund in line with interventions prioritized by MSP and the IFAD approved Fund guidelines (Details given in Annex). The team also identified the Potential clusters / areas for call for Expression of Interest /Proposal from Producers

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group/Cooperatives following the group formed so far under the project. The minimum number of HHs per group should be 25. It was agreed to draft Notice for Call for EoI /Proposal taking reference of HVAP by 24

th April. Notice Announcement to be made through Regional Newspaper by

end of April and information disseminated to wider audience through local FMs , concerned Palikas and CCIs. Cooperative Selection: It was agreed to select Partner cooperatives for working on Rural Finance Component from Supply chain Clusters and also seek involvement of Producers groups in those cooperatives.

GALS: In Province 2, GALS has been initiated in 4 groups in Sarlahi and Rauthat for Women Vegetable Groups under the Project —Accelerating Progress towards the Economic Empowerment of Rural Women (JP-RWEE). These groups were selected from the priority local level of RERP. Thus, these clusters will be considered as a piloting area for GALS and the critical mass regarding GALS multiplication will begin from this cluster for Province 2. And in Province 1, GALS working area is yet to be identified. Identification of beneficiaries will happen after group assessment of newly formed groups especially in the hill region. Similarly, Corridor Coordinator for Province 2 will prioritize local level in Sarlahi and Rauthat for MoU in the next step. It was also agreed to assess the GALs group (JP-RWEE) and link these groups into RERP vegetable supply chain. GALs Mission & Workshop: GALS mission is visiting Nepal from 28 April to 8 March when second GALS Catalyst workshop is being organized. It was agreed that among others Sita Bhattarai and Jiban Shrestha from RERP and Gender Focal Person from HELVETAS Country Office will participate in the workshop.

Decisions

S.N Agendas Decisions Responsibility Deadlines 1 PSC Meetings All documents that needs to be submitted to PSC

should be submitted as draft from each themes All thematic heads April 19th 2019

Final draft will be handover to liaison office PMES April 22nd 2019

2 Vacancy Announcement

Notice on Vacancy announcements of existing and new positions in RERP and in AEC to be published.

Project Management with support from PMES

May 14th 2019

4. Clusters Details Identify clusters for all 4 commodities covering the areas where the existing groups are formed. Also Refer clusters identified during the CPMA.

Supply Chain Lead Before 24th April

5 Draft Notice for Expression of Interest (EoI)

Notice on SDF and Samriddhi Fund to be called via local news media. Draft to be prepared taking reference from HVAP

Moti Giri By 24th April

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ANNEXES ANNEX: I Review of SMT Minutes

Meeting Number: 07/075

Meeting No: 08/075

SN Agreed actions Responsibility Status

1.

Recruitment of AEC staffs: Vacancy announcement process by Recruiting Agency for Capacity Development Officers- 2 positions Province Managers – 2 position Tripartite agreement of 28 CCI +2 Provincial CCI

AEC in coordination with PMO

Received No objection form IFAD

28 CCI completed and PCCI remaining

2. Orientation for Crop Calendar Supply Chain Team together with Corridor Offices after B2B interaction.

6 calendar in veg producers, 8 groups in Milk, 5 in Fish

3. Ensure 50% women participation in project activities, even project document states for 33%.

All the project staff will have ONE understanding. Information to be shared with stakeholders soon after this understanding.

Project has initiated to materialize as agreed in all activities

4. Rural Finance: -FEEK guideline presented on SMT has been decided to proceed for approval. -The procurement process: on training of Trainers for Capacity Development of Cooperative.

RF thematic experts together with PMO relevant member. As soon as possible. RF Team together with Thematic Experts. 25

th November, finalized together with

Chief Account Officer.

Procurement document to procure the consultant is on final stage

SN Subject of Decisions Who When Status

1 Technical Guidance Note/ Proceeding of activities by component/sub component

Thematic Team By Feb 2018 Will be forwarded by respective member by 19

th

April

2 Staffs for already advertised positions to be recruited

Project Manager By Jan 2019 Ongoing

3 Assessment of existing Groups Kalawati Rai & Dhruba By Jan 2019 Completed

4 Revision of AWPB 18/19 & Preliminary Programs Thematic Lead 30th Dec 2018 & 2019/20 will be forwarded to

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Meeting Number: 09/075

Meeting Number: 10 /075

Subjects of Decision Who When Status 1.Farmers Diary

1.1 Farmers Diaries will be filled out by hiring FEEK facilitators

PMES Within March 28 Completed for 234 people

1.2 Vehicles will be provided for the farmer‘s diary related activities

Project Management Till March 28 Completed for 234 people

1.3 Data Entry Persons to be hired and planned no. of entries will get carried out in the online system of Farmer‘s diary.

Project Management with support from PMES and DMO

Till March 28 Completed for 234 people

2. Component 2.1 related activities

2.1 TOT of FEEK -2 Financial Inclusion Team After April 6 In Process

2.2 Short Term Master Trainer for FEEK 1 FEEK 2 to be procured

Project Management After April 6 In Process

Planning for AWPB 2019/20 Jan 1st week 2019 IFAD by April 21

st

5 Compiling Monthly Work Updating Staff /Vehicle Mobility Plan on regular basis

PM&Es at Corridors and PMES at PMO

By 1 st week of every month

Ongoing

Admin/Finance Officer

6 IEC Materials: Office File Folder, Planning Diary and Office Calendar prepared to be published

KMS in consultation with PMT members.

By 28 Feb Others completed , dairy( printing ordered)

SN Subject of Decisions Who When Status

1

Mobility Plan needs to be approved from Project Manager for short term as well as for monthly mobility plan.

Project Staffs When needed In Practice

2 Procure TA for FEEK Manual Finalization Rural Finance Team with Finance & Procurement

Will be done by End April

3

Information regarding the transfer of ESC coordinator of Sindhuli district to Bardibas Corridor office for the time being, will be sent to AEC.

PMO in coordination with AEC

Further action need to be taken as per the suggestion of the parties involved.

Letter to be forwarded to AEC by End April

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2.3 Procurement of training Material and TOT facilitator(In a single Package) for co-operative capacity building programs

Project Management After April 6 In Process

2.4 Project Partnering with selected cooperatives with providing advance to conduct FEEK 1 Training via cooperatives

Project Management+ Financial Inclusion Team

After April 6 Cooperative Mgmt Procedure forwarded to IFAD for input

3. Component 2.2 related activities

3.1 Priority should be given to migrant families while forming groups and selecting commodities

All thematic Team Continue Mapping exercise from CPMA identified clusters and Migration mapping

4. Others

4.1 Agro Forestry activities will be captured as knowledge products

Knowledge Management Specialist and BDS

After April 6 Pending

4.2 Last 3 days and first 3 days of every month will be the reporting time and no field activities should be planned during that time.

All project Staffs Continue Not fully practiced

4.3 Printing of 2000 copies of calendar and 3000 copies of brochures

Project Management with support of Knowledge Management Specialist

ASAP Completed

Annex II: Agreed Action Review

Action Responsibility Original

Status Revised action / deadline Deadline

1.1 Supply chain development

Capacitate the SC team on brokering Inclusive cluster development process including MSP, B2B and B2S linkages & relationships among private sectors/agribusiness and producers‘ organizations in developing efficient and competitive supply chain.

PMO - SC 1-Mar-19 Linked to new staff recruitment who are yet not on board

15-May-19

Capacity building should include coaching and mentoring of the team besides trainings, exposures on rolling basis.

Screening of potential additional 4-6 commodities having credible market, competitive advantage and growth potential with low entry costs and investment pathways besides Fish, MAPs, Vegetables and Milk SC

PMO - SC 31-Jan-19

Partially completed for: goat, ginger, potato, onion, watermelon.

All to be completed by 31 March latest To be done: floriculture,

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identified earlier. Screening and prioritization of current and future commodities to include review of credible investment pathways and likely inclusiveness.

turmeric.

Investment cost/pathway and return on labour still to be done for original 4 – milk, veg, fish, MAPS

Identify and Prioritize critical area of interventions in the selected 7-9 commodities involving all supply chain stakeholders in multi actor settings (MSPs) and develop credible investment pathways with ample opportunity for growth and scaling up.

PMO - SC 31-Jan-19

1st priority to consolidate to end

FY18/19 existing 87 groups and cluster – with more intensive support from new EDF and supply chain team.

Consolidate existing 87 groups once staff on-board and oriented – start 15 May.

New clusters and MSP only to be developed after transition.

Market led social mobilization: Additional 200 (cumulative 240) producer groups to be mobilized and capacitated in meeting the requirements of buyers/traders demand (in all selected commodities)

PMO - SC 15-Jul-19

87 groups mobilized but lack of full staff team mean that proper follow-up up cannot be done. 87 groups to have proper

follow-up by 15 July 2019 Agreed no further expansion until full team in place and first priority is to consolidate and follow-up with current 87 groups

Orient and capacitate Provincial and Palikas level representatives/ relevant staff on MSP and cluster development process through their involvement in MSP and business interactions in building their confidence on market driven supply chain development.

PMO - SC 31-Mar-19

Actual

MoU to be in signed with at least 50 Palikas by 15 July 2019

41 palikas – total

Province 1

22 MOU signed of which 19 with full orientation (half day)

Province 2

19 MOU signed, of which 17 full orientation completed

Palikas / key provincial Gov. staff / PCCI+CCI leaders – training and introduction to core ‗inclusive cluster development‘ (HVAP) approach – including training, field visits (e.g. to Surkhet as learning route-type process)

PMO - SC 15-Jul-19

There is demand for HVAP-approach orientation mostly from traders and lead producer. So this activity should be refocused to progressive primary SC actors.

31-May-19

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Palikas are largely pre-occupied with their own activities at present, so support will be done later. mostly interested

Mobilization process – adjust process to ensure producer groups mobilization follows initial business interactions and responds to opportunities identified by the producers themselves.

PMO - SC 31 Dec 18 onwards

Recent processes have improved since MTR, but need to focus on immediate follow-up which has been difficult due to lack of staff.

Before 15 July 19- Focus on consolidating existing 87 groups with proper follow-up then

After 16 Jul 19. expand when can do proper follow-up with new EDF and SC teams

1.2 RMSE Development

Urgently complete recruitment of additional key staff as agreed in previous missions. (originally due Aug 18)

AEC 28-Feb-19

Waiting for IFAD NOL on ToR.

Permanent staff in post by 15 May.

Sent from AEC to PMO end Jan, and from PMO to IFAD for final approval around 1 Mar.

Sign new tripartite agreement between CCIs, PCCI and FNCII to cover all support and activities under Comp 1.2

AEC / PCCI 18-Nov

AEC signed updated MOU with CCIs

AEC and PCCI to sign separate agreement by 31 Mar

AEC and PCCI in process of signing separate agreement now almost complete – will include transfer of MOUs between AEC-CCI over to PCCI – so no need for separate new agreements between PCCI and CCI.

Clarify legal status of PCCI at Jul 19 and process handover accordingly.

Transfer of staff contract for ESC teams and capacity building teams to PCCI

AEC 18-Dec

To be done as soon as handover agreement signed between AEC and PCCIs (does not need to wait til Jul)

31 Mar (as above)

Capacity Assessment of CCI & Capacity AEC 19-Jan No progress yet. To be done immediately via

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Building Plan Development (originally due Nov 18)

event-based resource people in parallel to recruitment process for longer term AEC capacity building staff

Roll out of CCI capacity Development Programme (originally due Nov 18)

AEC 19-Feb No progress yet. See above

1.3 Decent Jobs

Continue to implement AWPB as planned HELVETAS 15-Jul-19

Some delay due to need for unforeseen extra step (approval of budget estimate, link to budget transfer to Prov 1 for this FY) . Budget approved 14 Feb by Prov 1.

All contracts to be signed within 31 Mar.

Financial proposal sent to IFAD in late Feb.

All other preparatory work have been done.

Training of TVET trainees to start from 15 April.

Begin piloting new models for apprenticeships HELVETAS 31-Jan-19

Preparation completed by Helvetas but PMO accounts team declined to proceed due to confusion of AM from MTR

Training service procurement initiated immediately after having final AM. Pilot to begin by end of April. PMO to support as per MTR agreement and concept note from Helvetas agreed in MTR – attached to this AM within Appendix 4.

1.4. Inclusion / Ec. Mobilization

Complete recruitment, training and mobilization of EDF teams to the field.

PMO 28 Feb – fully in field

Delayed announcement of selection of candidate. Announcement completed during the mission

In post by 15 April.

GALS: Begin initial GALS pilot implementation in Samriddhi supported palikas (approx. 2 locations per province in FY18/19)

PMO New action

Initial GALS master training started and to be concluded in May with support from IFAD HQ. This has informed specific roll-out plan.

30-Apr

GALS: Recruitment of first batch of GALs supervisors (8 Nos. including 3 in Prov 1, 5 in Prov 2.)

PMO As above 30 Jun in post

GALS: Draft ToR for International support for PMO As above 15-Apr

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GALS through HELVETAS

GALS: M&E - Design the sampling frame for conducting the GALS (groups with GALS, Group without GALS (HHS with GALS and without GALS)) – to quantify additional impacts from GALS vs other RERP interventions (e.g. KEEF 2 with SC groups)

PMO As above 30-Apr

2.1 Rural finance

FIRM – approval guidelines PMO - RF 31-Jan-19

IFAD NOL obtained, for guidelines and FIRM administrator ToR.

PSC to approve FIRM guidelines, TOR and procurement.

Need to be presented to PSC for final approval

31-Mar-19

FIRM – procure FIRM administrator PMO - RF 31-May-19

All procurement docs drafted. Awaiting approval from PSC.

PSC to approve – 31 March

Need to get NOL from IFAD for RFP as prior agreement

RFP to be sent to IFAD NOL immediately (in parallel to presenting to PSC).

22-Mar-19

Procurement process launched by 7 Apr

Completed and contract signed 15 Jul 2019

FIRM – launch FIRM into the market PMO - RF 16-Jul-19 See above From 31 Jul 2019

FEEK – Community – finalize pedagogy aspects of FEEK course design – hire short term national TA

PMO - RF 18-Jan-19

TOR and draft contract prepared but procurement not yet done. To be done as direct procurement as under threshold.

Contract signed 20 Mar

Materials finalized 31 Mar

Printing of materials by 15 April – first batch

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FEEK – Community -hire 1-2 master trainers to conduct initial 2-3 ToT trainings

PMO – RF

28-Feb-19

Direct procurement of several ad-hoc contracts for specific events using standard TOT course TOR and estimate.

1st ToT runs 2

nd week of April.

(7-21 April)

TOR and estimate for each TOT course to be reviewed and approved by the mission and attached to AM. ToT to be 25 BLFs max per ToT, 14 days.

Need to finalize number of FEEK Facilitators to be trained – due to co-location of some of 87 groups

FEEK via producer groups: start first batch with 40 PGs

PMO - RF 31-Mar-19

To start once ToT is completed Begins 28 Apr for approx. 26 weeks

FEEK via co-ops: start first batch 25 co-ops PMO - RF 31-Jan-19

First TOT batch completed for 18 co-ops in Prov 2 with NEFSCUN.

1st batch to begin training co-

op members on FEEK by 15 April

Need to conduct total of 6 TOT for approximately 150 co-ops in first set.

Procurement of ToT master trainers for remaining ToT courses for 150 co-ops – to be completed by 7 Apr.

FEEK school: short term TA to finalize course & materials

PMO - RF 18-Jan-19

In process of recruiting short term TA to finalize materials

To be finished by 8 April

TA to include materials finalization and ToT for first 2 TOT courses. ToR to attached to AM

School training is still quite a new thing, so less established partners to work with.

FEEK school: hire master trainer (short term) PMO - RF 28-Feb-19

MoU done with NEFSCUN and then will review after 3 trainings.

2 ToT courses completed by 30 Apr

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3 days ToT mostly on content.

2 TOT courses

FEEK school: start first course @ start of new school year in 20 schools

PMO - RF 1-May-19 Still mostly on track for this. 1-May-19

Remittance – coordinate with Access to provide financial support to CIT and Employee Provident Fund (EPF) to promote remittance investment products and other services to overseas migrant worker. Budget to be included in FY19/20 if not before.

PMO - RF 15-Jul-19

Agreement between CIT/EPF and RERP – with cost of TA to CIT/EPF embedded into the cost for grant from RERP to CIT/EFP - but with the partner contracting TA (e.g. ACCESS) themselves.

3-way meeting between each partner, TA providers and RERP completed by 31 Mar.

Use single source procurement for CIT and Provident Fund.

Agreement signed with 1

st

partner by 15 April. (either CIT or EFP)

Agreement signed with 2nd

remaining partner by 15 May.

Co-op development: Complete activities as in AWPB 18/19

PMO - RF 15-Jul-19

Revert to brokering linkage approach with using wholesale banks to lead/coordinate capacity building of co-ops (for example directly or via LRPs) that then leads directly to whole loans being made.

Procure Materials development and ToT as one package. ToRs as attached to this AM. RFP to be announced by 31 Mar.

Contracts signed by 30 Jun 2019

Can have different capacity build approach between different banks and provinces.

Co-op development: initiate programme of capacity building of Palikas authorities in professional supervision of co-ops and especially finance services aspects. May also include provision of laptops, software and training on co-op MIS monitoring systems.

PMO - RF 15-Jul-19 Move to next FY – palikas are pre-occupied with their own other activities.

Move to AWPB 2019/2020

2.2 Migration

Complete set-up of MRC/MID as planned in partnership with IOM.

PMO - Migration

15-Jul-19 5 set-up and 1 in process. 5 operating.

15 Jul (unchanged)

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Extra 7 MOUs signed plus 1 in process waiting for palika response

Contract-in technical support to strengthen team and follow-up coaching activities of MRC/MID

PMO 28-Feb-19

Procure short term TA for 3-6 months while long term support arrangements are procured.

Short term TA contract by 31 Mar

ToR with budget estimate are agreed by mission, now proceed to procurement

Long term support procurement RFP published 15 Apr.

Contract signed 31 Jul 2019

Agree arrangements for fully launching and continuing PMD under Provincial project modality and reflect in AWPB19/20

PMO 31-Jan-19

National-level PMD now being initiated by FEPB. RERP staff to attend but no support yet request from FEPB, so RERP can now participate but no need to lead process.

Provincial/ local learning MSP launched 31 May 2019.

Local/province MSP to be initiated, principally between RERP, SAMI and their associated palikas as informal platform for sharing knowledge and experience of improved migration service delivery under new government structures.

Additional migration actions – as agreed between RERP team and mission team in Technical Note

PMO - Various short terms action agreed to build on current good momentum in sub-component.

Initiate by 31 Mar

Palikas engagement

Mobilize additional Palikas – cumulative 50 by Jul 19

CCs 15-Jul-19 41 already MoU, expected to be 56 by Jul

15-Jul-19

Continue process to sign integrated MoU with Palikas covering overall Samriddhi partnership with each. Provincial gov should also be signatory (tri-partite) so can easily transfer in new modality

CCs 15-Jul-19 Bilateral MOUs in place. Will be transferred to Province via overall handover agreement

15-Jul-19

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Palikas – Province orientation and coordination meeting – joint large meeting to agree overall co-operation arrangements, representation of palikas in Province Steering committee, next step to strengthen coordination around Samriddhi in province

CCs Apr Delayed, now can be initiated as restricting of RERP approved

30-Apr-19

M&E

Implement 6 months M&E action plan to have fully operational M&E and MIS and rolled out to field by 30 Jun 19

PM&E 30-Jun-19

On track to meet Jun deadline. See Appendix for detailed progress and Results Management Framework

30-Jun-19

KM begin immediately process of identify best recent practice in the project and produce short comms products aimed at future potential beneficiaries (e.g. for use by EDF/SC team in mobilizing new participants)

PMO New action agreed in mission. 31-Mar-19

Procurement

Migration Study to be declared a mis-procurement and final report rejected. PMO to restart procurement following due process.

PMO 15-Jan-19 No action taken.

Initiate immediately once short-term Procurement TA specialist is on board.

Contract signed by 30 Jun 2019

Fiduciary and financial management

Complete customization of accounting software PMO 31-Jan-19 Completed

Submission of audited project financial statements prepared as per IFAD guidelines on Project Audit and management response on management letter

PMO 14-Jan-19 Completed

Comply with all financing covenants of the Financing Agreement, Letter to the Borrower and General Conditions.

PMO 31-Jan-19 Action still outstanding

PSS to meet and approve revised PIM by 15 Apr.

Procurement staff to be recruited (see abo

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ANNEX III: Agreed Action Follow Up

Mission Agreed Action

2018 2019

December January February March April May June

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

1 MIS installation

2

3

4

5

Detail Plan

Agreed action Dec Jan Feb March

Responsible Person

MIS installation W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

Preparation of the bid document Mr/Ms X

request for NO Objection (if required) Mr/Ms X

advertising Mr/Ms X

opening and evaluate the bid document Mr/Ms X

sign agreement with the winner Mr/Ms X

start the simulation of the MIS Mr/Ms X

Orient, train the project M&E team on the MIS Mr/Ms X

finalize and handover Mr/Ms X

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ANNEX IV: Monthly Report

Last month agreed action Current status Next action Responsible person Remark

MultiStakeholders Platform at Corridor Level April May June

Responsible Person Workshop W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

1 selection of the participants Rakesh Jha

2 Call for Workshop Moti Giri and Lokendra

Rawal

3 Conduct MSP Rakesh, Moti and

Lokendra

5 report writing Rakesh, Moti and

Lokendra

MultiStakeholders Platform at Cluster Level May June July

Responsible Person

Workshop W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

1 selection of the participants Rakesh, Moti and Lokendra 2 Call for Workshop Moti and Lokendra 3 Conduct MSP Supply Chain Officer 5 report writing Supply Chain Officer

Samriddhi Co investment Fund April May June Responsible Person

Grant W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

1 Call For Proposal IFAD TA and Rakesh

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2 Support in development of document IFAD TA, Rakesh, Moti

and Lokendra 3 First installment disbursement Account Officer 5 Continue of work

Capacity Development of Staffs April May June Responsible Person

Training W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

1 Finalization of Training Material Thematic team Leaders 2 Direct contract of Training Providers Procurement Team 3 Training Training for Staffs 4 Reporting Lead

CCI Capacity Assessment Workshop April May June Responsible Person

Workshop W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

1 Design of ToR AEC 2 Contract with Service Providers AEC 3 Conduct Workshop AEC 5 Submit Report AEC

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Equipment for ESC May June July Responsible Person

Support to CCI W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

1 Collection of Requirement from CCI Account

2 No objection from IFAD for advance to CCIs Account 3 Procurement of material CCI/AEC 5 Settlement of Advance CCI/AEC

Vocational Training April May June Responsible Person

Training for 5200 people by 30 partners W1

W2

W3

W4

W1

W2

W3

W4 W1

W2

W3

W4

1 Agreement with partners Helvetas 2 Identification of Trainee Helvetas 3 Startup of training Helvetas 4 Submission of recommendation Helvetas

5 Release of first installment

Project Manager

TA Support July Responsible Person

W1

W2

W3

1 Submission of SoE Helvetas

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2 WA forward to IFAD Account Officer

Training of Trainers for FEEK April May June Responsible Person

ToT W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

1 selection of the participants Santosh 2 Call for Workshop Santosh 3 Conduct ToT Service Providers 5 report writing Service Providers

Development of the training material for FE and Business Literacy April May June Responsible Person

Consultancy W1

W2

W3

W4

W1

W2

W3

W4

W1

W2

W3

W4

1 Final approval of ToR Santosh 2 Direct Contract Account 3 Modification of document Service Providers 4 Finalization of Document Service Providers 5 Submission of Guideline Service Providers 6 Final Payment Project Manager

Annex VI: Co –Investment Areas in each Supply Chain and Eligible Beneficiaries Category Note: Following detonations are used in the table W1= Window 1, W2= Window 2, W3= Window 3, Ws= Window for Service

Fish

Co- Investment Areas Eligible Beneficiaries Type of Fund

Collection/ Market center Producer Group + Market Management committee SDF

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Pumping set/water facility Producer Group Unlocking

Production & Post Harvest Management Training /Exposures Producer Group W1, W2 W3

Technical support Producer Group W2,W3

Innovative Production Technology (Bio-floc, RAS, etc.) Action Research SDF

Hatchery support Service Provider W SP,W2,W3

Aerator Service ProviderGroup W1, W SP

Air blower Service Provider/Group W1, W SP

Outlet Trader W2

Transportation Means Trader W2 W3

Marketing support Trader W2 W3

MAPs

Investment Areas Eligible Beneficiaries Type of Fund

Irrigation Group Unlocking

Agriculture Tools /Equipment’s (power tiller ) Group w1

Equipment Hiring/Barren land preparation (9 Ha.) Group w1

Production & Post Harvest Management Training Group w1,w2,w3

Technical support Group/Trader w2,w3

Certification (Only after 1 st crop cycle) Group/Trader w2,w3, SDF

Vermi Composting Group/Service w1, W -SP

Quality Planting Materials (Seed/Sapling) Individual/Trader w1

Marketing Trader W 2, W 3

Modern Distillation Unit Trader W 2, W 3

Veg

Investment Areas Eligible Beneficiaries Type of Fund

Irrigation Group Unlocking

Equipment’s / Tools (Mini tiller, planter, etc) Group w1

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Production & Post Harvest Management Training Trader/Group W1,W2,W3

Technical support Trader/Group W1,W2,W3

Poly house,Drip Group w1

Composting Group w1

Transportation Trader Collection center Production Group. MMC SDF

Certification Trader/Group W 2, W 3/SDF

Milk

Investment Areas Eligible Beneficiaries Type of Fund

Health Care Management Group W1

Training /Exposures Group/Trader W1, W2, W3

Technical Support Group/Trader W1

Breed Improvement Group W1

Fodder/forage Group W1

Grass cutter Group W2/W3

Milk Cane Trader/Processor W2/W3

Chlling Van(Milk analyzer, Generator) Trader/Processor W1

Milk Processing Trader/Processor W2/W3

Chilling Vat Trader/Processor W2/W3

Proposal development Group W1

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Photo

Prepared by Sujana Dhital Knowledge Management Specialist

Approved by

Saroj Prasad Guragain

Project Manager

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Twelfth SMT Meeting Minutes

Meeting Number: 12/076

I. Venue: Project Management Office(PMO), Meeting Hall, Itahari, Sunsari

II. Date and Time: 17th May, 2019 | २०७६ जेष्ठ ३ गिे, शुिवार III. Subject: Senior Management Team(SMT) Meeting IV. SMT members including PMT of RERP and Partners Representative as Invitees

The SMT meeting chaired by RERP ―Samriddhi‖, Project Manager- Mr. Saroj Prasad Guragain made following discussion and decisions in the presence of attendees as listed below; SMT Members:

S.N Name Designation

1 Mr Saroj Prasad Guragain

Project Manager, RERP

2 Mr. Rakesh Kumar Jha Supply Chain Coordinator, PMO/RERP

3 Ms. Kalawati Rai Economic Inclusion Coordinator, PMO/RERP

4 Mr. Dhruba Regmi PM&E Specialist, PMO/RERP

5 Mr. Lokendra Bahadur Rawal Corridor Coordinator, Koshi Sagarmatha Corridor

6 Mr. Emil Pradhan AEC Manager (In charge)

Invitee Members:

S.N Name Designation

1 Mr Himnidhi Neupane Data Management Officer, PMO/RERP

2 Mr. Santosh Adhikari Rural Finance Specialist, PMO/RERP

3 Mr. Bhagiram Tharu Migration Officer, K-S Corridor

4 Mr. Kedar Ghimire Accountant,PMP

5 Mr Suk Bahadur Chaudhari Province 1 Coordinator, HELVETAS

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6 Mr Jibachh Raut Admin Officer, Janakpur Corridor Office/RERP

7 Mr. Sanjeev Kumar Shrestha Consultant, IFAD/ACCESS

8 Ms. Sujana Dhital Knowledge Management Specialist, PMO/RERP

Agendas: 1. Review/Recap of Last SMT Meeting 2. Planning of Mr Frew, Programme Officer, IFAD South Asia visit 3. Execution of Supply Chain Fund: EoI/Notice Dissemination, and Common, Understanding on Eligible Parameters and Unit cost 4. Experience sharing on recent GALS Training cum Mission 5. CCI Capacity Assessment Workshop and Status Update of AEC 6. Updating recent happening status on Decent Employment by HELVETAS Any Other Business Agendas a. Advance Settlement b. AEC Fund Release c. NOTUS Training # Rangeli Municipality unwilling to continue MID Discussions and agreed decisions Agenda 1 Project Manager Mr Saroj Guragain updated the recent progress on Project Management:--

Letter has been forwarded from MoICS to MoF and then to Priminister office, for keeping the Project as Federal Project; the agenda to be tabled to PM Office for Endorsement.

Emphasized all SMT members tobe accountable and follow the agreed decisions of meetings in timely manner.

Recruitment of staffs on already advertised positions is on final process. Final Interview of all positions including that of EDF to be conducted at Kathmandu. Date will be finalized in consultation with the Project Director.

Regarding new recruitment of staffs, the recruiting firm‘s procurement processes has been initiated and call for EoI will be by next week.

All staff to settle the advance on timely manner and All staff and Partners Organizations should be accountable to respond on the behalf of RERP x while handling project events in the field and sharing information to different stakeholder‘s levels;

AWPB activities for FY 2076/077 have been finalized t in consultation withIFAD /ACCESS TA.

Agenda 2 IFAD Office , South Asia Program Officer Mr Frew will be visiting RERP to review ths status of Last ISM and provide necessary guidance and support for way forward from 25th to 28th May, 2019. The SMT meeting discussed to and drafted plans for field visit and meetings at PMO.

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Agenda 3 The call for EOI/Notice for Supply chain Fund has been published in National Newspaper Nagarik. The notice has been circulated to Municipalities for dissemination and also aired from local FMs too. It was agreed to held cluster level orientation in coordination with local Palikas /Ward. Discussion was held and common understanding developed on Standard Operating Procedure of Samriddhi Fund investment Window 1 Grantees proposal as below; The minimum required size /number of under enterprises be able to earn at least NRs. 180,000 per annum. Particular Window 1 Project Contribution

Proposal writing 4000 75 %

Training Event Vegetable - 5 events @ 12000/event

= NRs.60000 Milk- 2 event @12000/event =24000 Fish-3 event @1200= 36000 MAPs- 2 event @1200= 24000

75 %

Orientation/Public hearing Event- 4@2500 100%

Technical support Nrs. 12000 75%

Hoarding board (tin) 2500 100%

Management cost

Okhaldhunga, Khotang and Bhojpur 4 times and @ 5000 =20000 100%

Dhankuta, Terhathum, Udaypur 4 and @ 4000 100%

Sunsari, Morang, Dhanusha, Mahottari

Total event-4 and @ 1000 100%

Siraha, Saptari, Sarlahi, Rautaha, Bara and Sindhuli

Total event-4 and @ 3000 100 %

Agenda 4: Economic Inclusion Coordinator, Ms Kalawati Rai updated GALS workshop cum mission activities as;

SN Particulars

1. GALS field work was conducted in between 29 April – 1 May prior to the workshop 2nd – 7th May 2019. Beatrice from IFAD, Anja-ITA and Tribhuwan-TA were presented during workshop and field work at

i) Babargunj+Barathwa – Sarlahi ii) Rajpur+Gujara – Rautahat

2. Field Observation noted i) Family and Peer sharing- tools appreciable ii) 3,4 Champions identified iii) Participants need close mentoring: Facilitators required

3. GALS mentors are needed for immediate mobilization, mentor operating guideline will be prepared and endorsed from PSC meeting. Until then mentors to be hired through individual contract.

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Agenda 5: A total of 13 CCIs capacity assessment has been completed using Respiration Check tools with technical support of Hari Madan Adhikari, former staff of HVAP. The summary of the assessment is annexed. Agenda 6: HELVETAS representative Mr Suk Bahadur Chaudhari updated the Decent Employment activities. SMT members during the meeting were also clarified on the concerns raised.

SN Particulars

1 MoU with 30 TVET Service Providers have been completed

2 Announcement and Selection of Service Providers i) 86/260-Interview conducted ii) 60 – Approval for Training Commenced iii) 47 training Started;

3. Practices i) Local Govt. is actively involved in Selection/Interview Process of trainees ii) Limited participation of women in non-traditional employment iii) Inadequate trainers due to overlap of Province Ministry and training activities of the Event(project)

TVET

4 Concerns i) Clarification on the concerns raised by RERP PMO staff during observation visit /Monitoring ii) Migrant family to be given priority during selection process (Additionaiil 10 Marks to be provisioned iii)Notice published by HELVETAS/TSPs to be shared to RERP/KM iv) Poverty targeting need to be aligned with PPI.

Any Other Business

i) All thematic and component leads to make PowerPoint presentation on progress against the planned activities of previous month and plan for coming months.

ii) In Rangeli Municipality the MID has dropped due to unwillingness of the Municipality. Proposed municipality is Aath Rai of Terhathum.

iii) It was agreed to release Approved Fund under AEC/RERP as per the AWPB to AEC on trimester basis. Then AEC to execute activities in the approved annual plan only after SPD submitted being approved by the Project Manager.

iv) NOTUS Training to be managed and coordinated by RERP, tentative date June 15th onwards. Decisions

S.N Agendas Decisions Deadline

1. Staffs Recruitment Final Interview to be handled by the committee guided by PSC of the project at Kathmandu.

After meeting with MoICS

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For new staffs recruitment, recruitment Firm to be procured

Within 24th May 2019.

2. PSC Meeting Meeting to be held Soon after cabinet decision

3. EoI Notice Dissemination Ensuring Notice is well disseminated in the field. Project Staffs to mobilize through cluster level

Before deadline 26th May 2019

4. AEC Need to release AEC staffs salary, DSA and Program budget as per the LMBIS

Immediately

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ANNEXES ANNEX I: Assessment Reflection Total assessment: 13 CCIs To improve area: Entrepreneurship and business services management Range of knowledge management and quality Social diversity and inclusion Program and planning Resource mobilization and management Way forward for capacity enhancement: · Dynamic Software for account management, membership record and business service record · Website construction of all cci · Business plan training for CCIs staff project staff and some people from private sector · Facilitate for preparation periodic plan, CCI profile and personnel and financial policy · Logistic support to remaining cci (computer/laptop, printer, Daraj/table/chair etc) · Chamber Management training to all CCIs · Exposure visit to CCI team in model CCI (Narayangadh and Lekhnath CCIs.

Area Status To improve Recommendation

Account keeping system manually Software base Dynamic software -Birgunj

Periodic plan Not yet prepared 3/5/10 years plan RP should be provided on behalf of the project

Personnel and financial police

Not yet prepared prepare and implement RP should be provided on behalf of the project

Chamber Management training

Until now, this training has not been conducted

It is necessary to conduct two-day training

RP should be provided on behalf of the project

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Business Plan and SIYB Training

Not yet conducted Basic and advance TITI and IEDI

Exposure visit Not yet conducted It is useful for learning by doing

Chitwan Naranghat and Pokhara Lekhnath CCI

Website construction Not yet prepared It is necessary to construction for CCI activities and ESC information dissemination

Inbuilt with Dynamic Software

Project orientation to AEC field staff

Until, little bit confusion about program

It is necessary to conduct staff orientation with project component log-frame

AEC center office

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Photo

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Thirteenth SMT Meeting Minutes

Meeting Number: 13/076

I. Venue: Project Management Office(PMO), Meeting Hall, Itahari, Sunsari

II. Date and Time: 29th May, 2019 | २०७६ जेष्ठ १५ गिे, बुिवार

III. Subject: Senior Management Team(SMT) Meeting IV. SMT members including PMT of RERP and Partners Representative as Invitees

The SMT meeting chaired by RERP ―Samriddhi‖, Project Manager- Mr. Saroj Prasad Guragain made following discussion and decisions in the presence of attendees as listed below; SMT Members:

S.N Name Designation

1 Mr Saroj Prasad Guragain Project Manager, RERP

2 Mr. Rakesh Kumar Jha Supply Chain Coordinator, PMO/RERP

3 Ms. Kalawati Rai Economic Inclusion Coordinator, PMO/RERP

4 Mr. Dhruba Regmi PM&E Specialist, PMO/RERP

Minutes taken by Sujana Dhital Knowledge Management Specialist

Approved by

Saroj Prasad Guragain

Project Manager, RERP

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5 Mr. Lokendra Bahadur Rawal Corridor Coordinator, Koshi Sagarmatha Corridor

6 Mr. Emil Pradhan AEC Manager (In charge)

7 Mr Bhanu Pandit M&E Manager, HELVETAS Nepal

8 Mr Moti Giri Corridor Coordinator, Janakpur Corridor

Invitee Members:

SN Name Designation

1 Mr Himnidhi Neupane Data Management Officer, PMO/RERP

2 Mr. Santosh Adhikari Rural Finance Specialist, PMO/RERP

3 Mr. Bhagi Ram Tharu Migration Officer, K-S Corridor Office

4 Mr. Kedar Ghimire Accountant,PMP

5 Mr Jibachh Raut Admin Officer, Janakpur Corridor Office/RERP

6 Mr. Sanjeev Kumar Shrestha Consultant, IFAD/ACCESS

7 Ms. Sujana Dhital Knowledge Management Specialist, PMO/RERP

Agendas:

1. Review and discuss on issues and agreed actions during the Implementation Support Mission led by Mr Frew Behabtu, Program Officer, Asia and the Pacific Division- IFAD.

2. Preliminary processing, Evaluation and Appraisal of EoI/proposal received under Samriddhi fund Any other business

1. GALS debriefing and ToR of the GALS team to be recruited. 2. Communication Management- an experience sharing by HELVETAS Nepal

Agenda 1 The Implementation Support Mission (ISM) was field from 26th to 28th May 2019 to RERP (considered as a Problem Project in IFAD

Portfolio) with the objective to critically review the status of agreed actions and then provide necessary support and guidance to enhance project implementation so as to graduate from problem project. During this period, the team made field visit and also reviewed the status of agreed actions of previous Mission (ISM) held on March 2019 and critically discuss on issues /concerns to expedite the project in participatory approach. The project staff proposed solutions to address the factor hindering the project and prepared action plans along with the budget expenditure projection up to July 15 then up to December 2019, attached as annex . The meeting agreed to execute the plan with upmost priority and responsibility in timely manner and then report the status of progress against the plan to PMES and Consultant on weekly basis.

Agenda 2. The project received 202 EoIs/Proposal on various windows under Samriddhi fund and unlocking investments by 3 June, 2019 as in

table below. The meeting discussed to enter the information mentioned in the EoI/proposal in the standard evaluation template to start the

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desk review. It was agreed that once the entry is complete, the SMT member will review and evaluate the proposal as per the criteria mentioned in the guidelines and selected the eligible ones for field verification. It was also agreed that the Project Manager will form interim supply chain team/corridor level investment committee as per the Fund guidelines. The field verification will be done by the project team along with Palikas/CCI representatives with support of AEC district level staffs. .

It was also agreed that call for EoI notice date to be extended for 15 days up to 11th June, 2019. Number of EoIs/Proposal received by various windows

SN Commodity

No of EoIs/Proposal received

Total Window-1 Window

Unlocking Window-SP Window-2 Window-3

1 Fish 25 14 0 3 3 45

2 Vegetable 54 34 1 7 0 96

3 Milk 24 8 6 6 4 48

4 MAPs 5 5 0 0 3 13

Total 108 61 7 16 10 202

Any Other Business Agendas 1. Under the GALS theme, Ms Kalawati Rai made a short presentation on how GALS is implemented in the project, updated on field the

activities being implemented in two project districts i.e. Sarlahi and Rautahat, Province 2. And informed about the upcoming plan to implement in one district at Province one. Further meeting members discussed on two documents as presented by Ms Rai- a. ToR of the GALS Officer b. Supervisor Social Mentor Guideline SMT members are requested to review the document and provide feedback to make it more effective.

2. Mr Bhanu Pandit during the learning sharing session shared ‗Communication Management-An Experience‘. This session enriched SMT

meeting participants about the importance of ‗communication management‘ in institutional setting. Participants appreciated that the learning session have to be continued in the upcoming SMT meetings too.

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Photos

Meeting Number:14/0766

Minutes taken by Sujana Dhital

Knowledge Management Specialist

Approved by

Saroj Prasad Guragain

Project Manager, RERP

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Fourteenth SMT Meeting Minutes

Meeting Number: 14/076

I. Venue: Project Management Office(PMO), Meeting Hall, Itahari, Sunsari

II. Date and Time: 18th June, 2019 | २०७६ असार ३ गिे, मंगऱवार

III. Subject: Senior Management Team(SMT) Meeting IV. SMT members, IFAD/Access Consultant including Project Management Team of RERP and Partners Representative as Invitees

The SMT meeting chaired by RERP ―Samriddhi‖, Project Manager- Mr. Saroj Prasad Guragain made following discussion and decisions in the presence of attendees as listed below;

SMT Members:

S.N Name Designation

1 Mr Saroj Prasad Guragain Project Manager, RERP

2 Mr. Rakesh Kumar Jha Supply Chain Coordinator, PMO/RERP

3 Ms. Kalawati Rai Economic Inclusion Coordinator, PMO/RERP

4 Mr. Dhruba Regmi PM&E Specialist, PMO/RERP

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5 Mr. Lokendra Bahadur Rawal Corridor Coordinator, Koshi Sagarmatha Corridor

6 Mr. Emil Pradhan AEC Manager (In charge)

7 Mr Bhanu Pandit M&E Manager, HELVETAS Nepal

8 Mr Moti Giri Corridor Coordinator, Janakpur Corridor

Invitee Members:

SN Name Designation

1 Mr Himnidhi Neupane Data Management Officer, PMO/RERP

2 Mr. Santosh Adhikari Rural Finance Specialist, PMO/RERP

3 Mr. Bhagi Ram Tharu Migration Officer, K-S Corridor Office

4 Mr. Kedar Ghimire Accountant,PMO

5 Ms. Nupur Niraula Accountant,PMO

6 Mr Jibachh Raut Admin Officer, Janakpur Corridor Office/RERP

7 Mr. Sanjeev Kumar Shrestha Consultant, IFAD/ACCESS

8. Ms. Sujana Dhital Knowledge Management Specialist, PMO/RERP

9. Mr Jiban Shrestha Migration Officer, Janakpur Corridor Office

10. Ms Sita Bhattarai M&E Officer, Koshi-Sagarmatha Corridor

11. Mr. Gyaneshwor Mahato Focal Person, AEC/RERP

12. Mr Suk Bahadur Chaudari Provincial One coordinator/HELVETAS

13. Mr. Khul Bahadur Thapa Provincial Two coordinator/HELVETAS

14. Mr. Bishwa Bandhu Regmi Computer Operator

15. Ms. Barsha Timilsina Admin & Finance Assistant, Koshi-Sagarmatha Corridor

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Agendas

1. Review the status of Agreed Actions and Planned quick wins activities during the Implementation Support Mission of May 2019.

2. Present Status of EoI/Proposal received under SCF

3. Share the observations of Field Monitoring of TVET trainings and Discussion

4. Share the observations of AEC visit and Discussion

5. Skype call of Project team with Frew at 15:30 PM NST

Any Other Agendas

1. Revise the MOU between RERP and Palikas regarding the MRC&MID centers. 2. Administrative concern between corridor offices and PMO

Discussions and Agreed Decisions

Agenda 1 The Project Manager began the SMT meeting by welcoming all the participants presented on the day and advised the entire team member in implementing activities timely with utmost priority. Project Management Team members updated the progress on weekly plan agreed up to 15

th July together with the recent Implementation Support Mission (ISM) from 26th to 28th May 2019 as given in Annex II.

All the component leader including partner organizations HELVETAS and ACE presented progress (physical and financial) and upcoming planning as well in the meeting attached as Annex III.

The detail is in the annex below together in the skype meeting minutes.

Agenda 2 Supply Chain Coordinator Mr Rakesh Jha updated the present status on Number of EoIs/Proposal received by both Koshi-Sagarmatha and Janakpur Corridor offices on various windows as in the list below. The summary of this list is updated on 18

th June 2019 after

two round of advertisement notice (i.e. together with extended 15 days 2nd

notice ended on 11th June 2019)

Summary of Proposal Registered After 1st & 2nd Notice

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Total Registered proposals at Koshi- Sagarmatha Corridor

S.N. Commodity Window-1 Window Unlocking

Window-SP Window-2 Window-3 Total

1 Fish 6 2 0 2 1 11

2 Vegetable 44 26 3 6 1 80

3 Milk 4 3 0 3 4 14

4 MAPs 0 0 0 0 0 0

Total 54 31 3 11 6 105

Total Registered proposal at Janakpur Corridor

S.N. Commodity Window-1 Window Unlocking Window-SP Window-2 Window-3 Total

1 Fish 22 9 0 10 4 45

2 Vegetable 15 4 0 1 0 20

3 Milk 22 9 7 4 3 45

4 MAPs 9 6 0 0 4 19

Total 68 28 7 15 11 129

Total Proposals Received by both corridor

S.N. Commodity Window-1 Window Unlocking

Window-SP Window-2 Window-3 Total

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1 Fish 28 11 0 12 5 56

2 Vegetable 59 30 3 7 1 100

3 Milk 26 12 7 7 7 59

4 MAPs 9 6 0 0 4 19

Total 122 59 10 26 17 234

Agenda 3 Mr. Dhurba Regmi and Mr. Sanjeev Shrestha briefly shared the observations of monitoring visit of TVET training in Belka and

Chaudandhi Municipalities carried out by TSPs under 1.3 (decent jobs) and improvised the areas of improvement as suggested.

Agenda 4 Mr Kedar Ghimire, Accountant together PM&E Specialist Mr Dhruba Regmi presented the observations of AEC Account statement and financial documents in Kathmandu and Mr. Gyaneshwor Mahato, AEC Focal Person from Kathmandu clarified on the queries and findings accordingly. It was also agreed that the financial monitoring report of AEC will be forwarded to AEC head office and AEC will respond as required and follow the recommendations accordingly.

Agenda 5 RERP team had a skype meeting with Frew, Programme officer, IFAD Asia Pacific Region and discussed on the status of agreed

action of ISM May 2019 and the plan for the month of Jun16- July 15. The details of Skype meeting is attached as Annex 1.

Any Other Agendas

1. Regarding the MoU with respective Palikas where MRC&MID centers are established by the project, it has been discussed that MoU needs to be revised in the upcoming fiscal year 2076/77. For this, Migration officers of both corridor offices were advised to submit the checklist/areas to be amended in MoU to PMO by end of this FY.

2. It was agreed that Corridor office Admin & Finance Officers take overall responsibility of financial related work of respective corridors. He will check/verify all the SPD, expenditure bills, travel claim and other supporting documents are in place and ensure to be complete before submitting to PMO for advance release/settlement.

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Annexes

Annex I: Skype Meeting Details & Key Points Discussed

Date: 18 June 2019 Time: 15:30 - 17:00 Venue: Skype meeting

Attendees number: 22 Nos

Place of the meeting, Nepal India

List of participants name 1. Bashu Babu Aryal, CPO, IFAD Nepal 2. Saroj Pd. Guragain, Project Manager 3. Sanjeev Kumar Shrestha, Consultant, ACCESS/IFAD 4. RERP SMT member and Staff -20 Nos (Details in Annex)

1. Frew Behabtu (PO)

KEY POINTS DISCUSSED

Agenda 1: Status of Agreed action of ISM May 2019:

Mr. Dhruba Regmi, PME specialist on the behalf of project shared the status of the agreed actions of ISM May 2019, to be completed within June, 15 2019 as mentioned below. The status of agreed actions regarding operation issues/concerns and as of ISM May 2019 is attached as annex 2 and 3.

Actions Responsibility Deadline Status

Weekly Action Plan: Develop and execute weekly action plan for the remaining weeks of current fiscal year (up to July 15, 2019) especially focus on implementation of quick wins action plan and remaining works of AWPB

PMO and corridor office

12 June ‗19

Accomplished

Detail action plan/budget forecast Prepare the detail monthly action plan and budget forecast until the end of the December and Execute accordingly

PMO and corridor office

15 June ‗19

Accomplished

PSC Meetings: Conduct PSC meetings to approve/endorsed critical operational documents including those needed to ensure compliance with critical

PSC/PMO 20 June ‗19

Madam Secretary requested Joint Secretary (project Director) to hold the PSC meeting on 13 June. PD

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covenant of the Financing Agreement. Items require immediate PSC approval include:

a. Sector Development Facility guidelines b. Samriddhi Fund guidelines c. Financial Instrument & Risk

Management(FIRM) Guidelines d. Cooperative Management Procedure e. Endorsement of Financial Education and

Entrepreneurship Knowledge (FEEK) for Community/Cooperatives and School Guideline

f. Endorsement of RERP Staff Position (Govt. Deputed and Contracted Support staff & Experts)

g. Approval of AWPB 2019-20

informed Project Manager that he will initiate after being back to office and traveled out of Country. He will resume office by 20 June. It is expected that PSC will be held within 28 June 2019.

Staff Recruitment:

Complete the final recruitment of all positions that are at final stage of selection

MoICS/PMO 25 June ‗19

RERP has sent letter to Madam secretary, MoICS requesting to assign Project Director (Joint secretary) for the date of interview. PD, Chairperson of Recruitment Committee is out of country.

In addition, cases being filed against the recruitment process in Commission for the Investigation of Abuse of Authority (CIAA) but Project has already responded accordingly.

Project Manager will discuss the issue with Project director once he resume office and then finalize the date of interview. He expects to complete the final recruitment by end of FY (15 July, 2019).

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Mr. Frew suggested Project

Manager or any key staff to continuously follow up the respective person (Joint secretary, secretary, etc.) to accomplish the planned actions in timely manner. Mr. Bashu Aryal informed that he will accompany the Project Manager if needed to follow up Ministry and others as required.

Agenda 2: Progress and Action Plan Action Plan for June 16-July 15

Vacancy announcement for additional recruitments:

Call vacancy announcement for 4 positions (Financial Management Specialist, Financial Inclusion Specialist, M & E Officer, Admin & Finance Officer) that have resigned and vacant and recruitment of staff for various positions as procurement Officer, capacity development specialist (AEC), provincial Manager (AEC), GALs officer and GALs supervisor as agreed during MTR.

PMO 15 June ‗19

Waiting for No objection from IFAD on ToR of GALs staff forwarded to IFAD on 3 June ‗19.

It was not possible to do direct procurement. However, RERP has started the procurement process and will send RFP to shortlisted firm on 20June. It is expected that vacancy announcement will be done lately by 10 July ‘19.

Submission of Withdrawal application

Prepare and submit withdrawal application of the expenditure made by the project till second trimester. Send also that of HELVETAS

Account Officer

30 June In Process; Expected to send the WA of approx. USD. 750000 including of AEC & HELVETAS

Orientation for Account/Finance staff

Conduct orientation on project financial regulation and familiarize with key government and IFAD Financial management procedures to RERP including implementing partners as HELVETAS and AEC finance staff.

PMO 27 June ‗19

6 RERP staff will participate in NOTUS training from 27-28 June at Kathmandu.

Bashu, CPO informed that IFAD has planned to conduct Financial Management training by Mid-August.

Short Term TA

Recruitment of short-term Procurement staff, until the position is fulfilled as per the approved ToR

PMO 15 June ‗19

CVs of 5 potential candidates has been collected and reviewed. Recruitment will be done by 22 June 2019.

Outstanding actions Completion of outstanding actions as agreed during MTR and last ISM (March, 2019) except the transitional plan (see Appendix 2)

PMO As per MTR agreed actions

Status given in Annex 2 and 3 below

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Mr. Sanjeev Shrestha informed on the key progress made by RERP team during the period of June 1-15, 2019 and expenditure till June 15, 2019 as reviewed in SMT meeting held earlier on 18 June 2019 (Details in Annex 3.). He also shared that RERP will send WA request of USD approx. 700,000 including of HELVETAS within June 30 as shown in table below. Frew and Bashu suggested for sending the WA following the same way they are doing earlier.

Components Up to July 15,

2019 Expenditure till

June 30 Remarks

Projected Expenditure by July

15, 2019

1.1 Supply Chain 165,000.00 1,200.00 June '19 78,400.00

1.2. RMSE 56,945.42 173,674.37 June '19 71,062.00

1.3. Decent Jobs 594,126.77 336,117.49 Up to May 15 '19 222,692.33

1.4 Economic Inclusion 11,800.00 0.00 June '19 3,320.00

2.1 Rural Finance 85,950.00 7,500.00 June '19 18,250.00

2.2 Migration 35,580.00 33,000.00 June '19 18,700.00

3.1 M & E and KM 10,000.00 11,197.48 June '19 17,000.00

3.2 Project Management 80,000.00 273,640.00 Dec-June '19 85,500.00

Total 1,039,402.19 836,329.34 Including GoN contribution 514,924.33

He also shared the highlights of the action plan for the remaining period of current fiscal year (June 16-July 15, 2019). The details of the action plan by component and sub component is given in Annex 4. Agenda 3: Submission of AWPB RERP has prepared AWPB 2019-20 of budget NRs. 1,420,000,000 (USD approx.14.2 Millions) and entered in federal LMBIS (Line Ministry Budget Information System) including government contribution. It was agreed that RERP submit the AWPB to IFAD by 22 June 2019 for approval and used the old category since the financing agreement has not being signed to use new category.

Agenda 4: NOTUS Training IFAD is conducting NOTUS training dated from 27-28 June 2019 at Kathmandu and 6 staff from RERP will participate in the training. It was agreed to send the CVs of newly recruited Account officer to IFAD to proceed the change in account signature lately by 20 June 2019.

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Agenda 5: Financial Management Training Mr. Bashu informed that IFAD is planning to held Financial Management training to all the IFAD funded Project key staff (Project Manager, Account Officer) including partners (AEC, HELVETAS) finance staff and program head/focal to orient on IFAD financial management procedures and procurement tentatively in July -August. He requested RERP to suggest appropriate date and participants for the training by 25 June 2019.

Annex II: Status of Detail Agreed Actions during ISM May 2019 on Operational Issues/Concerns (By June 15, 2019)

S.N. Description (Issues/Planned Activities) WHO

Status End date Lead Support

A Human resource

1 Recruitment of final shortlisted Staff at PMO

81 staff of 8 different positions

Final Interview 25-Jun

PM MoICS Expected to be done within July 15, 2019

Placement of Staff 17-Jul PM

2 Complete vacant positions & additional recruitment of Staff at PMO + AEC

17 staff of 8 Positions

No Objection from IFAD 31-May PM No objection not received yet on GALS staff

Procurement of SPs 30 June PM Not being able to do direct procurement, however process initiated and RFP

Vacancy announcement 5 July Recruiting

PM

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S.N. Description (Issues/Planned Activities) WHO

Status End date Lead Support

Agency sent to shortlisted Firm

Shortlisting of candidates 15-Jul Recruiting Agency

Written & oral exam 20-Jul Recruiting Agency

Final Interview 28-Jul PM MoICS

Placement of staff 25-Aug PM

3 Staff retaining / Motivation Issues

Plan staff capacity building activities in AWPB Regular PM TA

Decisions on increment in benefits / remuneration of existing staff based on performance

31-Jul

4 Performance based Evaluation

Develop performance evaluation criteria and build consensus among the management and Staff

10-Jul TA PM

Performance evaluation of staff 15-Jul PM

B. Finance and Procurement

1 Delay in timely release of budget to Corridor office

Fuel management

Identification of service providers 30-Jun Corridor AFO Service Providers Identified in consultation

Contract with SP 16-Jul Admin

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S.N. Description (Issues/Planned Activities) WHO

Status End date Lead Support

Release of fund 1-Aug Admin

Fund release to Municipalities in timely manner

Preparation of check list 15-Jun Accountant PME Checklists Prepared and Fund release accordingly

Ensuring the document Regular Relevant staff

Submission at Corridor AFO Regular Corridor AFO

Submission at PMO for release Regular Corridor AFO

Monthly Work Plan & Mobility Plan

Prepare monthly activity /work plan of every month 1 st week every month

Staff TA Initiated

Prepare mobility plan as per the monthly work plan 1 st week every month

Admin Team staff Initiated

Approval of travel as per mobility plan Every month PM

Prepare SPD of planned activity and submit for Approval

1 st week every month

Relevant staff PM Initiated

Advance release to staff for Programme implementation

2nd Week PM Initiated

Advance request for program as per the activity plan 2nd Week PM Practiced

2 Delay in Resource Allocation and Disbursement to AEC

Submission of regular reports (monthly & trimester), Statement of Expenditure (SoE) to PMO

Each month AEC Submitted

Budget release on trimester Basis as per approved

Within 2 nd week of

PM AEC to submit SoE and

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S.N. Description (Issues/Planned Activities) WHO

Status End date Lead Support

AWPB trimester reports as required

Submission of SPD and seek approval of SPD by PMO before implementation

Regular AEC PM

3 Delay in Advance Settlement

Staff to settle advance on timely manner Within 35 day of advance

Relevant staff

4 Staff not willing to take Advance to Implement Programme

Design the format for SPD preparation with norms of GoN

7-Jun-19 Corridor AFO Accountant SPD format with Norms finalized and used accordingly

Develop SPD as per the norms Regular All Staff Initiated

5 Financial Norms not in Place

Develop Project Financial Manual 10-Jun Accountant Staff Developed

Review of Project Financial Manual 13-Jun PM IFAD Financial TA

Approval of Financial Manual by PSC 18-Jun PM Waiting for PSC Meeting

6 Lack of deputation of complete finance team (Govt. Side)

Deputation of Account Officer 16-Jun PM Account officer to Join office from 20 June 2019

Orientation /Coaching on IFAD financial management procedures (Ensure involvement of Helvetas and AEC Finance team)

27-Jun IFAD PM NOTUS training planned for 27-29 June 2019

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S.N. Description (Issues/Planned Activities) WHO

Status End date Lead Support

Consult IFAD for the support 7-Jun PM

7 Procurement (External)

Design the Procurement Plan 5-Jun PMES All Thematic Team

1 st draft of procurement plan prepared

Carry out Procurement as per the Plan 16-Jul Procurement Officer

All Team

C Project Management

1 PSC Meeting PM Endorsement of AWPB

Develop Meeting Agenda 17 May, 2019 PM Completed

Review of Agenda & documents by MoICS 25-May-19 PM LSO Completed

Call for Meeting in consultation with PD / PSC Chairperson

15-Jun-19 PM SMT / LSO

Meeting Organized & Minutes Undertaken 20 June, 2019 PM SMT / LSO Expected to be held by 28 June

2 Instability in project structure /modality & Roles/responsibilities

Revised ToR of Staff with clear roles/ responsibilities 10-Jul TA PM

MoU between project management & Staff 15-Jul PM Admin

3 Strengthening SMT practices

Agenda finalization for SMT Last week of the month

KMS SMT , TA Practiced

Regular meeting in professional manner First week of

PM SMT Initiated

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S.N. Description (Issues/Planned Activities) WHO

Status End date Lead Support

the Month

Minutes undertaken 1 Week after meeting

KMS SMT Initiated

Execution of agreed decisions in timely manner Regular SMT All Staff, TA Initiated and follow up done by PM and TA

Make presentation on specific topics/lesson learned by SMT Member on regular basis

Regular KMS SMT Initiated and HELVETAs shared on communication management

4 Inadequate Joint review meeting among Staff

Monthly meeting between Thematic team Every Month Thematic Lead

(In Presence/ From Distance)

Staff meeting (monthly/bi Monthly/tri-monthly) Trimester PM & CC All staff

Organize inter project thematic meeting 31-Jul Thematic Team

Activity planned in AWPB

5 Inadequate team work

Team building training/Events last week of August

Kala Him Planned in AWPB

Appreciate any good work initiated in the team. Regular All team All team

Social gathering and sharing of experiences within the team. (Trust building)

1 time /Year KM/GESI All team

6 Monitoring process not properly followed

Ensure implementation of Online AWPB tracking system, developed by the project and regular follow up.

Regular All staff DMO Regular Basis before settlement of Advance

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S.N. Description (Issues/Planned Activities) WHO

Status End date Lead Support

Field monitoring on regular basis by PME team Regular PME team At least 2 times /Month

7 Communication protocol (Information sharing missing)

Develop communication strategy and protocol (Internal and External)

30-Jun KM SMT In process

Annex II A: Status of Agreed Action during ISM, March, 2019 (By June 15, 2019)

Action Responsibility Deadline Status

Fiduciary issues

1) Replacement of Account Officer FCGO 31 Mar 19 Account officer has joined officially from 19 June 2019

2) Recruitment of short-term Procurement Specialist (for maximum of 6 months) as per ToR attached in Appendix

PMO 31 Mar 19 Same as above

3) PSC to urgently approve critical operational documents, including those needed to ensure compliance with critical covenant of the Financing Agreement. Items require immediate PSC approval include:

4) PIM 5) Sector Development Facility guidelines 6) Samriddhi Fund guidelines 7) major outstanding procurements

8) PSC / PMO 9) 31 Mar 19 10) PSC planned to be held on June 28, 2019

11) 12) Same as Above

13) Recruitment of Financial Management Specialist that recently resigned

14) PMO 15) 15 May 19

16) Vacancy will be announced by 10 July 2019 (Same as above)

17) Recruitment of two (2) long-term Procurement & Contracts Specialist as per ToR attached in Appendix

PMO 15 May 19 This position was planned with the provincial implementation arrangement. This will be not done as the project being considered as federal project

Operational acceleration

18) Completion of recruitment of full project team – as previously agreed

19) PMO 20) 05 Apr 19

21) Final screening of selected candidate submitted to Project. Final interview planned for 20 June, 2019 by MoICS/RERP.

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22) Same as above

23) Completion of various procurements already approved by current and past missions with PMO / MoICS as per ToR where attached in Appendix

PMO Begin immediately. Deadlines as previously agreed

Accomplished except short term TA Migration which will be done by July 30,

2019

Transitional Plan

Annex III: Key Deliverables of May – June 15 and Plan for June 16 – July 15

Major Progress of May – June Plan for June 16 – July 15

1.1 SUPPLY CHAIN

Desk review of EoI/Proposal received under various windows (W1 -122; Unlocking – 59; W SP-10, W 2-26 and W 3-17)

Technical Support for Proposal Development

Orientation on EoIs to Producer Groups /Traders

Cluster Level MSP on Fish, MAPs

Field verification of selected EoIs – 48 Nos and Appraisal and Contract -35 Nos(Guidelines to be approved)

MSP on Vegetables (Corridor Level -1; Cluster Level – 2)

MSP on Milk (Corridor Level -1; Cluster Level) – 2)

MSP on Fish (Corridor level -1)

MoU with Palikas - 7

1.2 RMSEs Development

13 CCIs assessment completed and preparation of capacity development plan.

Preparation of Progress report of AEC

Budget release from PMO to AEC

Complete remaining capacity assessment workshop and Prepare capacity development plan -17

Conduct 2 capacity development training to CCIs.

1.3 Decent Jobs

249 (96%) trainings out of total 260 training events started (120 /122 in P1 and 129/138 in P 2)

All events monitored for venue verification and/or trainee selection round and 35% ongoing training events are monitored in during training monitoring (first round)

33 training events submitted first report together with first installment claim

Vocational skill Training (9500 youths)

EOI sent to Hari Sir for Review,

Trainings targeted to start by November Apprenticeship Model One (T&Es led)-1080 youths

NoL received from IFAD on 19 June

Trainings targeted to start by November Model Two (FNCCI province office led)- 1860 youths

NoL received from IFAD on 19 June

Trainings will be started by August

1. 4 Inclusion and Targeting

ToR of GALs staff completed and send to IFAD for NoL on 3 June

Social Mentor Mobilization Guideline finalized and waiting for PSC approval

PPI training to PMO

PPI Data administration - editing, analysis and final output of the PPI data collected

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GALS Follow up, 16 Champions Identification – Completed

ToR for Statistician drafted

2.1 Rural Finance Inclusion

Short-term TA Procurement for FEEK-1/FEEK-2/FinSES

Financial Linkage Facilitation with Laxmi Bank, RBB, JBS, Saptakoshi Dev. Bank and MoU drafted

51 Coops from hill districts of P1 assessment ongoing

FEEK 1, FinSES and FEEK 2 final draft prepared by TA

MoU Drafted for Coops and FSPs on TA Support to RERP through ACCESS

5 RERP including 21 person from 5 coops and 2 FSPs participated in product development workshop, organized by ACCESS/IFAD

MoU signed with RBB and Laxmi Bank

ToT on FEEK 1

ToT on FinSES

Conduct FEEK 1 through Coops -30 events

2.2 Migration and Remittances

5 MRC/MID Setup at Jitpursimara, Kalaiya, Simraungadh, Siddhicharan, Shadananda

Fund disbursement to the Palika

Preparation for PMD and coordination with palika

Capacity building training to MRC/MID Staffs

Pre-departure Orientation Training to newly recruited staff with technical support of IOM

Participated in financial literacy training to MRC/MID and project staffs (IOM)

Preparation of guideline (migration/returnees, involvement migrants family in other component)

Staff recruitment completed (kalaiya, Simraungadh and Shadanand)

Case handling in partnership with CMIR- 32 cases handled and in process

PMD at district/cluster level (Bhojpur, Rautahat)

Amendment of MOU with Palika

Capacity building training to MRC/MID and Palika staffs of P 2 with technical support of IOM

3. Project Management

M & E Matrix Development

MIS installation Procurement process initiated

Dairy and Calendar developed and Printed

Video development ongoing

Field Monitoring

File Management System developing and testing

Procurement of Service provider for MIS system development

Annual Review Workshop

Leadership Training to staff

Media Trip to RERP Areas

Short videos on GALs and Supply chain-8

Publication of Pocket Dairy and IEC materials Hiring of Procurement

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Update OMS for entering project activities

TA

PSC Meeting

Final Recruitment of Staff (81)

Vacancy Announcement for Additional staff

Detail Action Plan for June 16 – July 15, 2019

Activity /Sub Activity

Qty

Budget (USD)

June July Responsible Person

Remarks

W3 W4 W1 W2

Budget Expenditure Projection (Total)

514924

A Comp 1.1 Inclusive Supply Chain

78400

A1 Multi Stakeholders Platform at Corridor Level on Fish, Vegetables and Milk VC

3 15000

List out of participants

3 SCT Team

SPD Development and approval

3 SCT Team

Conduct MSP

2 1 SCT Team

A2 Multi Stakeholders Platform at Cluster Level on Vegetables and Milk VC

4 3400

List out of participants

4 SCT Team

SPD Development and approval

4 SCT Team

Conduct Cluster level MSP

2 2 SCT Team

A3 Samriddhi Fund Co investment to Producers groups (as ist installment)

30 60000 PSC need to approve

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EOI Notice Publication

SCT guidelines

Technical Support for proposal development

SCT

Desk review (Window 1=122, Unlocking-59, SP-10, window 2-26 and window 3= 17)

SCT

Field verification of Selected Proposals 48 SCT +Palikas

Evaluation, Appraisal and Recommendation 30 60000 20 10 CSIC

Contract Signed with Grantees and Fund Disbursement

30 PMO

B Comp 1.2 RMSE Development

71062

B1 Capacity Assessment of CCIs 17 17000

B2 Capacity Building training to CCIs member & staff 2 10000

B2 Technical Assistance to SAMRIDDHI Project including overhead

44062

C Comp 1.3 Decent Jobs

222692

C1 Skills Training and Employment : Field verification, Monitoring and Report preparation for 1 st installment release (246 training events)

LS 137241 W3 W4 W1 W2 Provincial Coordinators, Finance Team

C2 Technical Assistance to SAMRIDDHI Project including overhead

LS 85451 Project Management (Helvetas)

D Comp. 1.4 Inclusion & Targeting

3320

1 ToT Training on PPI (Poverty Probability Index) 1 3320 KK

Preparation for SP

KK

SPD approval

SG

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PPI event

KK

2 PPI data analysis

0 KK

Data editing and management

KK/DR/HN

Data analysis and final output

KK

E Comp 2.1. Rural Finance

18250

E1 ToT trainings ON FEEK 1– Community

4500 RF Team

FEEK-1 Course Content Finalization

Hiring of Master Trainer Completed

Call Participants/Facilitators

ToT Event

E2 FEEK 2--Course content finalization 1 3500 RF Team

Agreement with Short Term TA

FEEK-2 Course Content Finalization

Hiring of Master Trainer Completed

E3 ToT trainings ON FEEK School – Community 1 3500 RF Team

FEEK-School Course Content Finalization

Hiring of Master Trainer Completed

Call Participants/Facilitators

ToT Event

6 Conduct FEEK 1 – via Coops o members 30 6750 RF Team

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MoU with Coops to conduct FEEK 1

FEEK 1 class Initiated and completed (18 hrs)

F Comp 2.2 Migration

18700

F1 Capacity Development Training to MRC/MID staff organize by IOM

1 0 Migration Team

F2 PMD establishment workshop 2 2700 Migration Team

F3 Fund release for Palikas for MRC/MIC 7 16000 Migration Team + PMO

G Comp 3. M& E and Project Management

17000

G1 MIS installation 1 W3 W4 W1 W2

Support to M&E matrix development

PMES

Call of EOI

PMES

Update Evaluation Criteria

PMES,DMO

Finalize Evaluation Criteria

PM

Opening and evaluate the bid document

PO

Sign agreement with the winner

PM

Monitor the Bidding Process

PMES,DMO

Analysis of Data from OMS

DMO

G2 Annual Review Workshop 1 5000 PMES

G3 Annual Report Preparation

PMES

G4 Leadership Training to Staff 1 5000 DMO

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G5 Website Update 1 DMO

G6 News and project activities documenting and updating regularly

KM

G7 Short Video on GALS -5 and Supply chain -3 (Fish and Vegetable)

8 1000

G8 Media Trip to RERP Areas 1 1000

G9 Publication of diary and other document 1 5000

G10 Communication and outreach protocol development 1 KM All Team

H Project Management

85500

H1 Hiring of Procurement TA

PMO

H2 PSC meeting 1 500 PMO PMES

H3 Final Recruitment of Staff

PMO

H4 Vacancy Announcement of Additional Staff

PMO

H5 Staff Salary, Travel, DSA and Admin cost LS 85000 PMO

Minutes taken by

Sujana Dhital Knowledge Management Specialist

Approved by

Saroj Prasad Guragain

Project Manager, RERP