Capacity Building and Change Management Program

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1 Capacity Building and Change Management Program Quarterly Newsletter June 2012 What s Inside Preparing MAIL for On-budget funding Spotlight on Capacity Building in the DAILs Recent Events Institutionalizing Results-based Management Finance and Administration Training in Malaysia Process Mapping in Key Directorates What s Coming Up International Ag FairFiber optic connectivity at MAIL English & Computer Classes Note from the Chief of Party Welcome to the first edition of the USDA/ VEGA Capacity Building and Change Management Program newsletter. CBCMP is now more than half completed was the year of focus on MAIL. In 2012, we are shifting our focus to capacity building and change management at the DAILs. In His Excellency Minister Rahimi s own words, the challenge is how can we let the Afghan farmer know that MAIL is open for business in his District and has something to offer. As we move forward to meet the challenges ahead, we hope that this newsletter will serve as a forum for information exchange among CBCMP s 255 Afghan Change Management Specialists; the MAIL civil servants, the Deputy Ministers and Director Generals with whom they work; and CBCMP s external stakeholders. We invite Change Management Specialists to write articles for future editions and to tell us what information they would like to see provided. On a personal note, I never knew that spring in Kabul is so wonderful. Afghan roses have to be the prettiest in the World. It is a pleasure to be here and to work with such a strong team of Afghan professionals. - Brian Rudert, Chief of Party WHO WE ARE: The U.S. Department of Agriculture s Capacity Building and Change Management Program is a three-year program implemented by IESC under the Volunteers for Economic Growth Alliance (VEGA). Read more about us inside.

2 Page 2 Issue 1 About CBCMP The U.S. Department of Agriculture (USDA) awarded the Capacity Building and Change Management Program (CBCMP) to the Volunteers for Economic Growth Alliance (VEGA), a consortium of U.S. notfor-profit organizations, led by the International Executive Service Corps (IESC). CBCMP is working to improve MAIL's ability to provide agricultural services to Afghan farmers and herders through two primary program components. Component 1, or C1, is preparing MAIL to manage on-budget funding through targeted financial and administrative reforms. C1's activities are establishing key internal controls and increased human and systematic capacity necessary for MAIL to process and manage on-budget funding for agricultural service and development projects. Component 2, also known as C2, is focused on change management to enable MAIL to increase its service delivery. C2 is providing management, systems, and process improvements to support improved efficiency and effectiveness at MAIL and the provincial DAIL level. CBCMP began in November 2010 and is scheduled to run through November To change the process and procedures [requires] time to build and win trust; challenges are increasing day by day and we have to have commitment to embark on these challenges. - H.E. Minister Rahimi Farmers at the Balkh DAIL agricultural farm. Preparing MAIL for On-budget Funding One of CBCMP's primary focuses is on helping prepare MAIL to manage donor and Afghan Government funding on-budget. Two Ernst & Young assessments of MAIL's internal systems have indicated that MAIL has the systems to do so. Both assessments recognize the results of the support that MAIL has received under CBCMP Component 1 to improve and modernize its human resources, financial and accounting, administration, procurement, and ICT systems. The real test and vote of confidence in MAIL s systems are two new USAID programs with up to $140 million in on-budget funding for MAIL that should start implementation before the end of Both new programs combine on-budget funding with technical assistance to be provided by a contractor. The first project is the Agriculture Research and Extension Development (AGRED) program that consists of a $25 million technical services contract and $40 million in on-budget funding through MAIL. AGRED will work throughout Afghanistan with a focus on seven regional hubs. The second is the Irrigation and Watershed Management Program (IWMP), which has four components: 1) governance and capacity building, 2) water supply management, 3) water demand management, and 4) MAIL implementation of on-budget irrigation and water management activities. IWMP will focus on two river basins the Balkh River in the north and an as yet to be determined river basin in the east. It is anticipated that up to $100 million of the $150 million total would be on-budget funding through MAIL. USAID recognizes the support that MAIL is receiving from CBCMP and mandates close collaboration between the AGRED and IWMP contractors and CBCMP on MAIL capacity building activities.

3 Page 3 Issue 1 Recent Activities Institutionalizing Results-based Management IESC s partners the Institute of International Education (IIE) and Financial Services Volunteer Corps (FSVC) conducted a training for 14 MAIL civil servants in Malaysia from May 14th to 26th. Malaysia serves as a shining example of civil service reform in an Islamic country. Multiple lectures in public finance, administration, and human resources training were held by public and private lecturers as well as by two FSVC volunteer trainers from the U.S. Small Business Administration (SBA). Training was provided on public sector hiring processes, payroll processing and time sheet standing of managing activities for results and allowed for hands-on working groups where participants analyzed projects, set objectives, and developed strategies to adhere to approved development principles. 140 participants from directorates and units within each of the four MAIL program areas of Natural Resource Management, Agricultural Production Productivity, Eco- Public Finance, Administration, and Human Resources Training in Malaysia Process Mapping in Key Directorates nomic Re-generation and Change Management attended the workshops. CBCMP worked closely with the General Directorate of Planning and Policy to hold a series of four workshops on results-based management, according to the logical framework or "log frame" model. The log frame model is a methodology currently applied by the Ministry of Finance to promote effective planning, implementation and monitoring and evaluation of activities. CBCMP worked with Planning and Policy to design these workshops, which instilled an undermanagement, and procurement policies. A visit was made to the Ministries of Finance and Agriculture as well as to private sector businesses working and managing sustainable agriculture programs. What impressed the civil service participants the CBCMP delegation in Kuala Lumpur most was Malaysia s public sector anticorruption and transparency efforts. Malaysia was at one point number 170 on the international anticorruption and transparency index, but has improved its ranking to about 60. Process mapping of key service delivery processes (C2 capacitybuilding pillar four) within each Directorate is well underway. The Private Sector Development Directorate (PSD) has drafted and mapped two processes: 1) AgFair organizing and 2) reviewing business plans. Ag statistics and Knowledge Management has drafted and mapped their weekly and quarterly data collection process. Plant Protection and Quarantine (PPQ) has mapped their data collection process. Extension has mapped and re-engineered an improved seeds distribution process that has decreased the number of steps from 23 to 17. Research has MAIL leaders kicking off the series of log-frame workshops drafted and mapped their breeder seeds process. PSD, Natural Resource Management (NRM), Communication and PR, Change Management Office (CMO) and Strategic Grain Reserve continue to work on their process mapping and will submit these for review in the next 30 days. Kabul DAIL has submitted an initial draft of the cooperative process.

4 Page 4 Issue 1 What s Coming Up International AgFair CBCMP assisted MAIL to organize for the first time on its own the successful Kabul Ag Fair in March of this year, which hosted 64,000 attendees, 174 booths, and 480 farmers from 14 districts. Following the successes of this fair, CBCMP is supporting the development of the upcoming international AgFair. MAIL's Private Sector Development Directorate (PSDD) has been coordinating closely with the Confederation of Indian Industry, the Federation of Indian Chambers of Commerce and Industry, and Indian businesses to strengthen the linkages between Afghan agribusinesses and India's private sector. In partnership with CII, CBCMP's Change Management Specialists working in PSDD are organizing the upcoming international Ag Fair, which will build upon the progress of the Kabul Ag Fair held in March. The international Ag Fair will directly link companies, farmers and cooperatives in Afghanistan to companies from India, the United States and other countries in the region and will provide an opportunity for companies to showcase their products, be exposed to new technology and for business to business match CBCMP staff at the Kabul Ag Fair in March making. The three-day event is tentatively scheduled to take place during the month of September. Fiber Optic Connectivity at MAIL Constriction of the fiber optic system outside of MAIL. English and Computer Classes CBCMP's English and computer resource center, located in the HR building, will recommence English classes in the coming weeks. Instructors from American University have been providing classes to MAIL staff over the last several months along with CBCMP- You may have noticed the construction on the sidewalk on the street between Kabul University and MAIL. CBCMP is installing fiber optic connectivity at MAIL through Afghan Telecom. The fiber optic system will improve internet access by more than five times throughout all sponsored computer training to allow participants to benefit from international training, information and best practices both available online and provided by international groups in Afghanistan. English classes are set to start up again on June 15th. buildings at MAIL and will enable MAIL to host applications which support reliable and timely communication both internally and externally. Work is expected to be completed in the coming weeks The Resource Center is a key milestone and mode for my HR strategy to improve the knowledge, skills and effectiveness of MAIL employees. - Dr. Mohammad Yaqoub, MAIL HR Director

5 Issue 1 Page 5 CBCMP team and DAIL staff at the Balkh DAIL agricultural farm. Capacity Building in the DAILs During its first year, CBCMP launched capacity building initiatives in targeted directorates on Kabul MAIL campus. As the project moved into year two, it continued its work at MAIL, but expanded its focus to departments of agriculture, irrigation and livestock (DAILs) in the provinces. CBCMP is focusing on building the capacity of extension in the DAILs by concentrating on seven zonal DAIL hubs: Kabul, Nangarhar, Balkh, Paktia, Herat, Kunduz and Kandahar. In addition, CBCMP is providing ICT and staff support at the offices in all 34 provinces of Afghanistan as well as the Nangarhar Valley Development Authority (NVDA). CBCMP's approach in the DAILs is centered on four key concepts: 1) accountability, 2) mobility, 3) capacity, and 4) connectivity, which includes innovative technology solution and extension pilot programs. CBCMP is in the process of completing staffing in all provincial locations and has begun implementation of its pilot in the Kabul DAIL. Based on lessons learned from this, the piloted activities will be rolled out to the other DAIL offices. The implementation at the DAILs is off to a great start. I believe that the establishment of CBCMP staff at the DAILs will have a great impact on the DAILs ability to be effective as well as on overall US Government development efforts. - USDA Agriculture Extension Advisor Dr. Daney Jackson Balkh DAIL Director Shams resolving a dispute among farmers at the DAIL offices.

6 Scenes from the March 2012 Kabul Ag Fair

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