Pakistan Punjab Irrigated-Agriculture Productivity Improvement Project (pipip) Environmental and Social Assessment Directorate General Agriculture (Water Management), Agriculture Department Government of Punjab, Lahore November 2011

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c.5Project Institutional and Implementation Arrangements

The Director General Agriculture (Water Management) (DGAWM) would be responsible for implementation of the Project and act as the Project Director of the Project. The Directorate of OFWM has demonstrated its capacity to implement such programs in Punjab. It has implemented several World Bank-, ADB- and JICA-financed projects and national programs for watercourse and high efficiency improvements. The detailed implementation arrangements are described below.

The DGAWM reports to the Secretary Agriculture of the Government of Punjab. DGAWM, as Project Director, would be responsible for all aspects of project, including technical, implementation, procurement, financial management, and overseeing the technical assistance and training program etc. The DGAWM would be supported by: (i) Director Water Management - Headquarters (DWM-HQ); (ii) two Deputy Project Directors at the Headquarters (DPD-HQ); (iii) Deputy Director at the Headquarters (DD-HQ) for implementation and coordination of work on the HEIS and precision land leveling; (iv) DD-HQ for watercourse improvements; (v) Deputy Director Finance with accounting staff; (vi) a highly qualified procurement specialist with supporting procurement staff; and (vii) support staff.

The on-farm water management function, that is water management below “mogha” (outlet from the distributary canal and command area of community watercourse that is managed by farmers), has been devolved to the District Governments under the Devolution Plan of 2001. Under this set-up, an office of the District Officer (OFWM) has been setup in all 36 districts of the Province for supervision of water management activities. The tehsil is the lowest tier of the administration where the office of Deputy District Officer (DDO, OFWM) carries out the execution of works through field staff comprising of: (i) Deputy District Officer and one water management officer; (ii) two water management supervisors; and support staff. Out of 133 tehsils in the province, offices of DDO (OFWM) have been established at 101 Tehsil Headquarters of which 83 are in irrigated area and 18 are in barani areas.

Divisional Coordination Unit (DCU). At the divisional level, a Divisional Coordination Unit (DCU) would help coordinate and supervise the project activities. The DCU would be headed by one Deputy Project Director (DPD) who will be supported by two Assistant Directors (Technical) one for HEIS and Precision Land leveling i.e. Component A of the Project and second for Watercourse Improvements i.e. component B of the project.

District Office (OFWM) would be responsible for supervision, coordination and internal monitoring at the district level. Its capacity would be strengthened by provision of incremental staff for establishing HEIS Field Teams, comprising of two Water Management Officers (WMO), one Computer Operator, one Vehicle Driver, and two surveyors and Rodmen. The incremental staff shall be recruited on a contract basis for the duration of the Project. In addition, the incremental staff comprising of Water Management Supervisors and Rodmen will be provided to DDOs (OFWM) offices as per work load/targets in various tehsils.

Project Supervision and Coordination. Several committees have been established to ensure provincial oversight and coordination in implementation at various levels:

Project Policy Committee. The Project Policy Committee (PPC) would provide planning and strategic guidance for project implementation as well as facilitate inter-agency coordination at the highest level. The PPC would be chaired by the Chairman, Planning and Development Board, Punjab with Secretaries of Agriculture, Irrigation and Power (IPD), Local Government (LG) and Finance (FD) Departments as its members.

Director General Agriculture (Water Management) will be the member/secretary of the PPC. The PPC would initially meet quarterly or as often as required. The PPC would, inter alia: (a) make policy decisions for smooth project execution; (b) ensure coordination among all stakeholders; (c) arrange bridge financing for local resources during any financial constraint from donors; (d) constitute committee/s for resolving any policy related issue; (e) modify implementation mechanism for project interventions, if needed; (f) approve criterion and mechanism for reappointment of NPIW contractual staff in proposed project; and (g) Resolve issues constraining smooth implementation of envisaged activities

Project Steering Committee (PSC). The Project Steering Committee (PSC) would be chaired by Secretary Agriculture, Government of the Punjab with Director General Agriculture (Water Management), Punjab; Chief (Agriculture) Planning and Development Department; Additional Secretary (Expenditure), Finance Department; and Additional Secretary (Tech), Irrigation & Power Department as its members. Director (Headquarters) (of the DGAWM office) would act as Secretary of the PSC. The PSC would meet quarterly to review the physical and financial progress as well as to suggest means to overcome the constraints faced in the field for execution of project activities. The PSC will (a) approve annual work plan and streamline flow of funds; (b) Monitor physical and financial progress; (c) identify the constraints in achieving targets and devise strategies for their redressal; (d) review provincial/district monitoring reports and take appropriate actions; (e) Constitute committee/s for approval of equipment specifications/standards, prequalification of supply and services companies for LASER land leveling units, HEISs, and preparation of technical proforma; (f) formulate committee/s to resolve specific issues relating to civil works, unspent funds, rates of construction materials, and make recommendations for decision by the PPC; (g) Ensure implementation of decisions of Project Policy Committee; and (h) devise mechanism for transparent monitoring of project activities.

Project Implementation Committee (PIC). The Project Implementation Committee (PIC) would be chaired by Director General Agriculture (Water Management) with Director (Headquarters), Director (Training), Deputy Directors (HQ), Deputy Project Directors (HQs), Divisional Deputy Project Directors (M&E), District Officers (OFWM), and Team Leader Project Implementation and Supervision Consultants (PISCs) as its members. The Director (Headquarters) would act as Secretary of the committee. The PIC would meet every month to review the physical and financial progress as well as to suggest means to overcome the constraints faced in execution of project activities. The major functions of PIC would, inter alia, be as follows: (a) prepare annual work plan; (b) review physical and financial progress; (c) coordinate and supervise the project activities; (d) ensure implementation of decisions of Project Steering Committee; (e) formulate mechanism for transparent external monitoring of project activities; and (f) review the monitoring reports and rectification of the shortfalls

District Implementation Committee (DIC) The District Implementation Committee (DIC) would be constituted in each district to implement the project at the district level. It would comprise of (i) District Coordination Officer who would chair the DIC; and (ii) its members who would be Executive District Officer (Finance & Planning), Executive District Officer (Agriculture), Deputy Project Director, and District Officer (OFWM) who would be Member/Secretary. The DIC is proposed to meet on monthly basis to review physical and financial progress, ensure effective project implementation, oversee proper flow of funds to WUAs, arrange transparent internal monitoring of project activities, and make recommendations to the PIC for the improving pace of implementation.

District Rate Committee (DRC). The District Rate Committee (DRC) would be constituted under the DIC to decide the rates of construction materials for improvement of watercourses and would consist of District Officer (OFWM) as Chairman and Deputy Project Director, Field Engineer (Consultant), Deputy District Officer (OFWM), as members and ADT (OFWM) would be secretary. The DRC will periodically review rates of various construction materials, fix price for different materials for clusters on geographical basis, and ensure procurement of materials within the fixed price limits.

Project Implementation and Supervision Consultants (PISCs). The project implementation and supervision consultants (PISCs) would be selected through international selection process under Component D2 of the Project. They would report to DG OFWM and check the implementation program, quality of works, delivery of works, and certify the quantities of work carried out and the payments. They would also help the DG OFWM in project planning and management, quarterly progress reporting, procurement planning, financial management and overall project management.

Monitoring and Evaluation, Technical Assistance and Training Consultants (M&ETACs). These consultants using the resources allocated for component C of the project would help (a) monitoring of the physical progress; (b) monitoring and evaluation of the Project impact; (c) technical assistance and training to the service providers for the HEIS and precision land leveling, to the individual farmers and WUAs as envisaged under component C1 and C2 of the project and described in more detail above.
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