Draft Terms of Reference for Preparation of a Business Plan for ARA-Centro, Mozambique
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1 Government of the Republic of Mozambique Government of the Republic of Zimbabwe Swedish International Development Cooperation Agency (Sida) DEVELOPMENT OF THE PUNGWE RIVER BASIN JOINT INTEGRATED WATER RESOURCES MANAGEMENT STRATEGY Draft Terms of Reference for Preparation of a Business Plan for ARA-Centro, Mozambique SWECO & Associates
2 TABLE OF CONTENTS 1 BACKGROUND OBJECTIVES General Objective Specific Objectives SCOPE OF WORK Present Situation Business Plan PROFILE OF THE CONSULTANT IMPLEMENTATION SCHEDULE General Reporting IMPLEMENTATION ARRANGEMENTS...8 Draft Terms of Reference for Preparation of a Business Plan for ARA-Centro, Mozambique Page 2
3 1 BACKGROUND The Water Law of August 3, 1991, defines the new institutional and legal framework for decentralised water resources management in Mozambique. The key institutions in this structure are the Regional Water Administrations, ARA (Administrações Regionais de Águas), with the primary aim of providing decentralised river basin management and taking responsibility for the hydrological network operations at regional level, with central coordination by the National Directorate of Water (DNA), coming under the Ministry of Public Works and Housing. ARA-Centro became effective in 1997 as the regional water administration for the central region of Mozambique, including the basins of Pungwe, Save and Buzi rivers. According to the statutes for ARA-Centro of August 25, 2004, ARA-Centro is a public institution with administrative and financial autonomy coming under the National Directorate of Water within the Ministry of Public Works and Housing. The statutes define the main tasks of ARA-Centro as: Environmental protection Provide uniform and coherent hydrological information services Improve the use of existing water resources Water conservation Cost recovery for the hydraulic structures Protect the water resources against pollution. ARA-Centro is headed by a Director General and is organised in two departments, a Technical Department and an Administration Department. A Management Council, with representatives of relevant ministries, governorates and user organisations, serves as a Board for ARA-Centro. There is also a Financial Committee which effectively is an auditing committee advisory to the Management Council and the Director General. ARA-Centro receives a basic funding from DNA, but is eventually obliged to be mainly selffinanced through the collection of water fees and levies from water users. From year 2006 the basic funding will be received directly from the Ministry of Finance. ARA-Centro is at the moment based in Beira. ARA-Centro s operations are at present mainly geared at the Pungwe river basin. Since February 2002 a major project is under way, aiming at a strategy for a Joint Integrated Water Resource Management (IWRM) of the Pungwe River Basin. The Pungwe Project is financed by the Swedish International Development Co-operation Agency (SIDA) through an agreement with the governments of Mozambique and Zimbabwe. The Pungwe Project is at present in a phase where scenarios of the future development of the Pungwe River Basin are being developed after which a joint IWRM strategy will be proposed. Efforts by the Government of Mozambique and the local staff, as supported by external assistance inputs, have gradually established the basic structures of a functioning organisation in institutional and operational terms. However, other important management Draft Terms of Reference for Preparation of a Business Plan for ARA-Centro, Mozambique Page 3
4 tools are only now being introduced (e.g. a three year rolling plan) while other tools remain to be established, in particular a Business Plan for the Centro. The general thrust of the institution building activities has been to ensure that basic operational procedures, including financial management and accounting, have been put in place. Less efforts have been spent on issues that have to do with the commercial aspects of the ARA-Centro e.g. customer relations, issuance of water permits, invoicing and payment procedures, financial management as well as the introduction of a simple management information system, etc. The provision of a Business Plan will facilitate the early introduction of the missing management tools at the same time as a firm base for the operational activities in general and the commercial activities in particular are established. 2 OBJECTIVES 2.1 General Objective The general objective for this assignment is to prepare a Business Plan clearly outlining the overall development strategy for ARA-Centro during the coming six to ten years period in terms of service providing, management, infrastructure, customers/stakeholders, finance and human resources. 2.2 Specific Objectives The Business Plan should be structured in chapters in line with the structure presented under the Scope of Work. 3 SCOPE OF WORK 3.1 Present Situation With the new Director (2003) and the approved Statutes (2004), the capacity of ARA-Centro has no doubt improved in terms of technical capacity and internal administration. Nevertheless there are still circumstances that negatively affect the motivation of staff and the efficiency of work. Apart from the problem of scarce funding, some organisational and managerial shortcomings have been pointed out, which would need to be addressed: Strategic planning and management Internal information/involvement of staff The image of ARA-Centro Work planning and performance management. Already a Monitoring Report of 2003 pointed at the need for a regular strategic planning process, in order to address and be better prepared for persistent uncertainties and serious constraints on various levels. As a possible first step in the development of a strategic planning process, ARA-Centro, with the assistance of the Pungwe Project, arranged a workshop in June 2005 on the vision of ARA-Centro in ten years time: Vision of ARA-Centro The participants, senior technical and administrative staff, agreed on the need for a rolling three years planning, in order to better stake out and follow-up the envisaged development of ARA-Centro. A model for a rolling three year planning for ARA-Centro is at present under discussion. Draft Terms of Reference for Preparation of a Business Plan for ARA-Centro, Mozambique Page 4
5 3.2 Business Plan The Business Plan should be the main basis and tool for the strategic planning and management of ARA-Centro s operations. It should develop the Vision of ARA-Centro into operational strategies forming a framework for the rolling three year and annual planning and budgeting. The Business Plan should cover issues such as: Present situation - Problems and prospects - Strengths and weaknesses The institutional environment - Institutional set-up in the national and regional water resource sector - Relations to other public institutions - Relations to other public and private stakeholders - The legal framework - National Water Policy and other relevant policy areas - National Water Tariffs - Etc. ARA-Centro - The organisational structure - Staffing - Statutes and other regulations - Institutional status, role and main tasks - Vision and mission statement - Etc. The planning process - Business plan/three year planning/annual plan and budget - Follow-up procedures - Work planning and performance management Service strategy - Development of ARA-Centro s service areas (technical and customer oriented services) - Infrastructure strategy - Performance indicators - Performance management - Customer/stakeholder relations - Public relations/image building - Future water demand Draft Terms of Reference for Preparation of a Business Plan for ARA-Centro, Mozambique Page 5
6 - The revenue base - Marketing plan Financial strategy - Financial management - Financial statements/reporting - Accounting system - Invoicing and payment procedures - The tariff system - Revenue projections - Investment programme/funding sources Capacity development - Management development - Staff training - Technical development The preparation of a Business Plan shall be carried out in close co-operation with the management of ARA-Centro and shall include but not necessarily be limited to the following tasks. Present situation Describe the present situation regarding ARA-Centro in terms of institutional structure, staffing, management, performance, capacity, planning, financial situation, customer/ stakeholder relations etc. Point at strengths and weaknesses and which key tasks or functions need to be improved. The institutional environment Describe the legal framework, national policies and strategies of relevance for ARA-Centro s operations. Describe the institutional set-up in the water resource sector nationally and regionally and the institutional interrelations. Describe also non-governmental stakeholders and their relations to ARA-Centro. Propose possible measures for ARA-Centro to strengthen relations if needed during the planning period. ARA-Centro s structure and role Describe ARA-Centro s role and main tasks based on the statutes and other regulations. Consider the possible need for the role to develop or change during the planning period. Describe ARA-Centro s structure and staffing and how it should be developed during the planning period. Describe the vision for ARA-Centro s future development and assist in preparing a mission statement. Draft Terms of Reference for Preparation of a Business Plan for ARA-Centro, Mozambique Page 6
7 The planning process Describe the content of and relations between the business plan, the three year rolling plan and the annual plan of operation and budget. Describe the planning process with time-schedules and responsibilities, including follow-up procedures, management information and reporting. Service strategy Identify and describe ARA-Centro s service areas and their main products. Identify key performance indicators for each service area. Describe the use of performance indicators as part of a performance management system. Describe the envisaged development of the different service areas during the planning period, both the more technical water resource management services and the more customer oriented services. Outline a strategy for soliciting more commercial water users to pay for their water consumption. Outline a public relations strategy to improve the image of ARA-Centro and the awareness of the need to pay for water. Financial strategy Describe the building up of a suitable financial management system for ARA-Centro including financial statements and reporting, accounting system, invoicing and payment procedures and revenue projections. Identify suitable performance indicators in the financial field. Present an Investment Programme with investments scheduled for the planning period with information of type of investment, costs, timing and source of funding Capacity development Identify the need for capacity development during the planning period regarding management, staff training, technical development and institutional development. 4 PROFILE OF THE CONSULTANT The elaboration of a Business Plan must be done in close co-operation with ARA-Centro management and staff as well as with the IWRM consultants. A special consultant team for the preparation of a business plan should contain the following specialists: An Institutional Specialist with experience of strategic planning (12 weeks) A Financial Management Specialist (8 weeks). This consultant team must rely on and make use of the substantial body of knowledge and experience within ARA-Centro and the IWRM project regarding water resource management and stakeholder relations. Draft Terms of Reference for Preparation of a Business Plan for ARA-Centro, Mozambique Page 7
8 5 IMPLEMENTATION SCHEDULE 5.1 General The Business Plan shall incorporate and be built on the water resources management Strategy now being prepared as a part of the ongoing IWRM project. It is expected that this Strategy will be finalised and approved by the Board of ARA-Centro during the first half of Although the work on the Business Plan could start prior to the formal approval of the Strategy, it should not commence prior to the submission of the Draft report scheduled for the first quarter of Reporting The following reporting requirement shall apply for this Business Plan study. Inception Report to be submitted not later than one month after the signing of the contract. Draft Business Plan to be presented three month after the submission of the Inception Report. Comments by the Client not later than 4 weeks after submission of the draft Business Plan. The Final Business Plan to be submitted not later than 2 weeks after the Consultant s receipt of the comments of the Client. 6 IMPLEMENTATION ARRANGEMENTS The consultant shall work closely with the management and staff of ARA Centro. Consultations with the National Water Directorate (DNA) in Maputo and other ARAs, in particular ARA Sul, would also be required. ARA-Centro will provide the consultant with all necessary support, including: Providing access to all necessary documents, reports, guidelines, etc, as well as concerned ARA staff. ARA-Centro will also provide office space and logistical support during at its Beira headquarters. Assist in arranging meetings with other organisations. Make arrangements for one or two Workshop Draft Terms of Reference for Preparation of a Business Plan for ARA-Centro, Mozambique Page 8
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