KINGDOM OF CAMBODIA Nation Religion King Ministry of Water Resources and Meteorology Water Resources Management Sector Development Program ADB Loan 2673-CAM and TA 7610-CAM REPORT on WORKSHOP ON OPERATIONALIZATION OF CAMBODIAN INFORMATION SYSTEM ON IRRIGATION SCHEMES (CISIS) Phnom Penh, Himawari hotel Thursday, 26 March, 2015
Contents Photograph gallery... 1 Summary... 3 1. Introduction... 5 1.1 Background... 5 1.2 Purpose of the Workshop... 6 2.0 Opening remarks... 6 3.0 Presentations... 7 3.1 What is CISIS?... 7 3.2 History of Development partners support for CISIS and perspectives... 7 3.3 Applications of CISIS for National Planning and Management of Irrigation... 8 3.4 New Budgeting Modality for O&M and linkages to CISIS... 8 4.0 Results from Discussion Groups... 9 5.0 Summing up... 11 6.0 Closing Remarks... 11 Attachment 1 Workshop Agenda... 13 APPENDIX: List of Other Attachments... 15
Photograph gallery Workshop on Operationalization of CISIS Opening Remarks by Secretary of State, H.E. Veng Sakhon, MOWRAM Introduction by Mr Ian Wood, Team Leader, CDTA Workshop opening Afternoon discussion group to allow participants to provide suggestions as to future use of CISIS Afternoon discussion group to allow participants to provide suggestions as to future use of CISIS Presentation of Discussion Group finding by Mr. Meng Pokun on behalf of MOWRAM 1
Summary of workshop highlights by Mr Ian Wood, Team Leader, CDTA Closing remark by Secretary of State H.E. Veng Sakhon, MOWRAM 2
Summary Representatives from stakeholder agencies in the water sector met on 26 March 2015, to review the progress in establishing the Cambodian Information System On Irrigation Schemes (CISIS) and map out the way forward to opening CISIS up for use. Now that CISIS data collection phase is well advanced participants expressed a strong request to open the information for wide use. 14 major irrigating provinces will have data collection and input completed by June 2015 leaving only 404 schemes in the other 11 provinces. Participants agreed that a system Administrator should manage the integrity of the system and a protocols established for keeping the data current and for accessing system standard reports and custom queries. Presentation were made on the history of the establishment of CISIS, how it functions to meet users needs and how the system interfaces with the O&M budget procedures which have been put into use by MOWRAM (IAD) and MEF for the BSP for O&M of irrigation schemes 2015 2017. In his summing up of the workshop findings Team leader of CDTA 7610-CAM challenged MOWRAM to start now to use the potential of the system for managing the investments made in irrigation development. He mentioned that with modern input methods data from new schemes can be entered quickly taking only 2 days or so for a medium scale rehabilitated scheme. This is a task that can easily be included in future contracts for all capital works. Secretary of State H.E. Veng Sakhon and National Program Director for the Water Resources Management Sector Development Program (ADB loan 2673, and TA 7610) in his closing remarks placed emphasis on the use of CISIS to help manage the 2790 schemes entrusted to MOWRAM for management. CISIS he said, should be operationalized quickly so that its inbuilt functionality can start to play a part in helping master planning for the irrigation sector as well as for rehabilitation, completion, O&M and emergency repairs. 3
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REPORT on WORKSHOP ON OPERATIONALIZATION OF CAMBODIAN INFORMATION SYSTEM ON IRRIGATION SCHEMES (CISIS) Phnom Penh, Himawari Hotel, 26 March 2015 1. Introduction 1.1 Background In June 2008 MOWRAM commenced development of CISIS with funding and technical support from the AgenceFrançaise de Développement (AFD). CISIS, housed in MOWRAM s DPIC, is a computer based information system which aims to encompass data from all of Cambodia s irrigation schemes within a unified and structured inventory. Ultimately CISIS will enable MOWRAM to plan its management of irrigation schemes and provide timely maintenance. In 2012, ADB CDTA 7610-CAM IT specialist reviewed the data base software and developed, installed and tested enhanced functionality to ensure its practical performance. In 2013, to ensure that the new surveys produce a data set of adequate completeness and accuracy, a pilot survey was carried out on 30 irrigation schemes in Siem Reap province 1. The pilot survey process included detailed analysis of the questionnaires and CISIS data entry and reporting screens. As a result, the questionnaires and data entry screen have been synchronized. Two reports are available. Report by the pilot survey service provider 2 and report by the CDTA I/T specialist 3. The report from the pilot survey confirms the processes used for data collection and data entry into CISIS are fundamentally sound. In addition the experience gained during this pilot survey was used to update the standard operating procedures and questionnaire forms before rolling out the data collection in the remaining irrigation schemes throughout Cambodia. The scheme mapping procedures are clear and suitable. 1 The pilot survey covered not only field measurements but also transfer of data into the CISIS database. Entry of data into the database was carried out within the offices of DPIC under the supervision of the Director of DPIC 2 Report on conduct a survey of 30 irrigation schemes in Siem Reap Province, Cambodia, January 2014. 3 Report on CISIS Data Entry Training, January 2013. 5
The CISIS questionnaires now comprises of 8 sections: 1) overview, 2) infrastructure construction, and rehabilitation, 3) description of scheme, 4) management, 5) financial management, 6) system operations, 7) agricultural uses, 8) technical details depending on type of scheme and 9) distribution network. In addition there is a maintenance module to assess maintenance requirements. For each of the following types of irrigation systems there is a specifically tailored section 8 and maintenance module in the questionnaire: Irrigation system with Reservoir Irrigation system with prek (Colmatage Canal) Irrigation system with Polder Irrigation system with River pumping Irrigation system with River weir Irrigation system with Boreholes In 2014 data collection was carried out for 155 schemes under Package 1. This data is currently being entered in the data based. This work will be completed in December, 2014. The data base currently contains data for 1,545 (including Package P1) out of the 2,790 irrigation schemes in Cambodia. However, data collection during the first phase of CISIS development up to 2012 are of variable quality, the data having been collected by various contractors under different projects and using different questionnaires. Those early data are to be revisited, using new and comprehensive standard questionnaire developed during the pilot phase, after completion of data collection of the remaining schemes. DPIC are committed to surveying the remaining 1245 schemes using the new questionnaire and standard operating procedures to complete the database. 1.2 Purpose of the Workshop To create awareness of CISIS as a tool to assist irrigation management in Cambodia To describe current functionality of CISIS and available data To outline procedures and systems for the application of CISIS in irrigation management To discuss potential applications and future directions The workshop agenda and participants list are included in Attachments 1 and 2, 2.0 Opening remarks Under Secretary of State, H.E. Veng Sakhon welcomed all participants and thanked development partners for supporting the development of CISIS step by step to the reach this important stage where we can now confidently approach using CISIS in many practical ways. Excellency stressed the water sector needs urgent reforms to be put in place as well as modernization to take advantage of I/T inventions. Up to now getting information on scheme infrastructure condition and functionality has not been easy but now with a systemized 6
approach through CISIS and with attention to developing skills of MOWRAM staff the way to modernizing schemes will be made easier. Excellency supported the purpose of the workshop and encouraged all participants to be involved and achieve the 4 parts of workshop purpose Team leader CDTA 7610 CAM addressed the participants and opened up the discussion topics. He emphasized the potential of CISIS to assist asset management in a good way that will bring about the economic benefits envisaged in the design of each scheme so that farmers livelihood are improved. When CISIS is operational it is natural that CISIS functionality will continue to evolve in seeking to meet the demands of the various agencies for reports and data. The inputting of the data on new large scale schemes now nearing hand-over stage will be a big challenge. Your ideas on keep CISIS relevant and up-dated will contribute greatly to making CISIS a place with live data that people can access with confidence. 3.0 Presentations 3.1 What is CISIS? Please refer to the power point presentation, Attachment 3. CISIS was conceived with the following initial objectives: To develop a nationwide information system that will be managed by MOWRAM and easily accessed by all stakeholders involved in water management and development To ensure the sustainability of irrigation schemes with farmer participation To assist in the budget process The functionality is evolving and will evolve further to meet user needs and incorporate modern I/T and remote sensing innovations CISIS involves entering data in 8 input sections for 6 types of scheme. It also contains a cost updating module for each type of asset. Scheme condition is assessed and updated by this module. CISIS version 3 now has functionality to produce a website page for each scheme that will contain a GIS scheme map (using the free Google Earth platform) and a two-part summary report. 3.2 History of Development partners support for CISIS and perspectives Please refer to Power point presentation Attachment 4. A MOWRAM irrigation scheme inventory was first prepared in 1994. This was updated in 2004 and in 2008 the terms of reference for CISIS was prepared in 2008. A range of 7
development partners assisted DPIC with data collection and by February 2012, 1089 schemes were in CISIS. Afd and ADB have provided further financial assistance and by June 2015 some 2386 schemes in 14 key provinces will be entered leaving 404 schemes in 11 provinces to be surveyed. Data input now follows standard operation rules and this has improved efficiency of data collection by trained staff of each PDWRAM The design of CISIS also includes an add-on module for assessment of social-economic benefits analysis. 3.3 Applications of CISIS for National Planning and Management of Irrigation Please refer to PowerPoint presentation in Attachment 5. CISIS condition assessment is based on measurement of the quantities involved in initial construction of the assets, measurement and calculation of the quantities and costs for repairs needed to restore to 100% condition. This data is used to calculate the % of the asset remaining and so providing a % condition rating.100% to 70 % condition is considered routine maintenance work. 70% to 50% points to the scheme slipping into rehabilitation category. Less than 50% condition the scheme is a candidate for capital works funding under the rehabilitation program. However if lees than 30% condition is measured the scheme is not consider for rehabilitation and should be written off the MOWRAM register of functioning assets. The costing module depreciates the assets at 10% per year unless O&M funding is used. MEF is requested to consider funding the day to operation of CISIS. If this is available we can easily give feed-back to donors on scheme selection for rehabilitation and provide reports on other matters CISIS is now nearly ready to open up and we will discuss more about this in the afternoon 3.4 New Budgeting Modality for O&M and linkages to CISIS Please refer to PowerPoint presentation in Attachment 6 (Khmer and English). WG7, IAD, FWUC Department developed Policy and Procedures (including Guidelines and forms) for sustainable irrigation schemes in 2014. This was endorsed by MOWRAM and MEF as part of the work on the ICC in July-August 2014. Subsequently O&M budget funds from MEF are now available to MOWRAM for USD 8 million for 131 schemes during 2015. IAD and FWUC department share the responsibility, together with the FWUC in each scheme for ensuring schemes are sustainable and produce intended economic benefits. WG7 and IAD have developed an Irrigation scheme management tool with links together these two budget segments. The process starts with taking data from CISIS for to assist in assessing which schemes will be requested for O&M budget. The number of schemes will increase year by year until all eligible schemes for O&M and strengthening FWUC are included. 8
This ArcGIS tool recognizes the differing funding sources required to be applied for for routine, periodic and completion of canals as well as for augmentation and enlargement. A medium or large scale scheme is likely to have various scheme sub-areas requiring different budget source. (Rarely has rehabilitation been carried out and a complete scheme established). The Arc-GIS tool recognizes the assets managed by PDWRAMs and FWUCs under a responsibility sharing agreement. (Usually, also includes the road assets in the command area management by Local Authorities) Human resource numbers and skills are included in the tool s layers to keep abreast of matching work load with staff capacity. In the future the Arc-GIS tool will be accessible by PIN number on smart phone and the data can be shared with FWUC and other relevant stakeholders such as local authorities. Comment: The scheme condition ranges for maintenance mentioned in this presentation were (1) Routine - 80% condition and above, (2) Periodic 60% to 80% condition and (3) Rehabilitation less than 60% condition. Currently, in CISIS, the ranges are 70% and above, 50% - 70% and less than 50%. Should the conditions ranges in the CISIS Maintenance Module be changed? 4.0 Results from Discussion Groups Participants formed into 4 groups and discussed the following 3 issues associated with operationalizing CISIS: i. How to keep CISIS relevant and updated? ii. How can different people or agencies get access to CISIS? iii. Where should CISIS be kept? 4.1. PDWRAMs Participants from the PDWRAMs provided suggestions as follows i. CISIS data should be updated each year for use for preparation of O&M annual and 3-yearly budget request a. DPIC is best to keep the data and be in-charge of data quality. However PDWRAMs should have access their provincial data to make it easy for preparation of O&M budget. ii. All requests for information from CISIS should be directed to MOWRAM iii. DPIC should be in charge of CISIS but a copy should be available in each provinces 4.2 MOWRAM Participants from the MOWRAM provided suggestions as follows i. Set up a server that will be controlled by a CISIS administrator. Updating of data will be done by relevant central departments and PDWRAMs 9
ii. iii. Suggestion was that users could register on-line or request / apply to MOWRAM to get more information The CISIS might best be contained within the MOWRAM server. Comment: the above really suggests a hosting the database online (e.g. on a dedicated server) and having the PDWRAM s log in to update and extract data. This brings up several issues: a. This is currently beyond MS Access capacity and would require CISIS to be migrated to something like SQL Server. Yes, the latest versions of Access have online capacity but it it still fairly simplistic and cannot accommodate the CISIS forms and reports that rely on VBA code. b. This contrasts with the development partners view that quality control should be a central function (see 4.1.b below). Having MOWRAM DPIC process the surveys into CISIS will allow a small team to specialize in the processing and checking of field surveys. c. Allowing the PDWRAM s to have direct access the the data may mean that data gets used/quoted before DPIC have a chance to do quality checks. 4.3 MEF MEF participant provided suggestions as follows i. After today, MEF can see CISIS is an essential tool for managing schemes (before today MEF were not aware of CISIS s existence). a. CISIS scheme code number (ID) should be used for all communication with MEF (eg for O&M budget requests) given that this is a unique identifier that has been validated by MOWRAM DPIC. Prior to DPIC s efforts, a single scheme could be double-counted. b. It will be beneficial to link fields in CISIS with capital work funding (Chapter 21 new development, extensions and rehabilitation) and current funding (Chapter 61 O&M and emergency repairs). c. CISIS reports will be very useful for MEF for example as back-grounding for O&M and rehabilitation joint inspections and for ensuring consistency on the use of the name and extent of a scheme and to have available the short history of the O&M, completion and Rehabilitation ii. MEF will request these reports after CISIS is declared operational. iii. Up to MOWRAM to decide where CISIS should be managed and administered from. 4.4 Development Partners Participants from the Development Partners provided suggestions as follows i. Important that CISIS secures a state budget funding source to ensure it will be sustainable in its operational stage. This will provide the right incentive for the CISIS DPIC team a. Local teams (PDWRAMs) should continue to collect the data 10
ii. iii. b. Control of quality should be a central function and this makes a case for processing of field surveys by MOWRAM DPIC and not via the PDWRAM s themselves. c. Having CISIS in two languages is important. Currently there is an optional Khmer/English input screen interface but the actual data is recorded in English. Should be a request protocol to extract data / reports. Alternatively, if the CISIS data is hosted on a server, a username log in is a good idea (in contrast to the process suggested in 4.1.ii above). Data should be under a 3 places back up system (expensive to replace data). Currently an automated backup to two locations is being developed and perhaps (i) a third location could be added, or (ii) the third location can be addressed in the Administrator Manual using a third-party back up software. 5.0 Summing up In his summing up of the workshop findings Team leader of CDTA 7610-CAM challenged MOWRAM to start now to use the potential of the system for managing the investments made in irrigation development. He mentioned that with modern input methods data from new schemes can be entered quickly taking only 2 days or so for a medium scale rehabilitated scheme. This is a task that can easily be included in future contracts for all capital works. Mr Ian Wood provided further points listed below: CISIS is a large system with a lot of potential users Continuity of updating will be an important step to ensure best use for new scheme development and selection of schemes for rehabilitation It is hoped that CISIS can be quickly opened up to enable the many potential users to start to get the benefit from the many hours of data collection and input. 6.0 Closing Remarks Secretary of State H.E. Veng Sakhon and National Program Director for the Water Resources Management Sector Development Program (ADB loan 2673, and TA 7610) in his closing remarks placed emphasis on the use of CISIS to help manage the 2790 schemes entrusted to MOWRAM for management. CISIS, he said, should be operationalized quickly so that its inbuilt functionality can start to play a part in helping master planning for the irrigation sector as well as for rehabilitation, completion, O&M and emergency repairs. Excellency offered further comments on the proceedings which are summarized below: The ideas and suggestions you have contributed today will be used to quickly develop the operational modality of CISIS CISIS is destined to be vital tool for management of the irrigation sector MOWRAM should organize and present an annual summing up report to show the result from the irrigation sector. CISIS can provide the data for this report. 11
Data in CISIS should live. This means DPIC must have an annual up-keep budget for CISIS Excellency expressed the strong wish that CISIS data can be widely available to all stakeholders including Development Partners to enable access to the real needs for development of the sector. 12
Attachment 1 Workshop Agenda TA 7610-CAM: Supporting Policy and Institutional Reforms and Capacity Development in the Water Sector WORKSHOP ON OPERATIONALIZATION OF CAMBODIAN INFORMATION SYSTEM ON IRRIGATION SCHEMES (CISIS) Himawari Hotel Thursday 26 March, 2015 Meeting objectives: I. To create awareness of CISIS as a tool to assist irrigation management in Cambodia II. To describe current functionality of CISIS and available data III. To outline procedures and systems for the application of CISIS in irrigation management IV. To discuss potential applications and future directions Participants: MOWRAM technical departments, PDWRAMs, Development partners, Irrigation development projects, MEF, Irrigation stakeholders Proposed Agenda TIME ITEM LEAD 8:15 8:30 Registration 8:30 8:45 Opening remarks H.E. Veng Sakhon, Chairman Secretary of State of MOWRAM 8:45 9:05 Introduction and overview Ian Wood, Team Leader, CDTA and Sideth Muong, AFD 9:05 9:50 What is CISIS? History of development; Data collection process; Facts and figures; Standard reports Greg Regan, CDTA IT / Data Management Specialist 9:50 10:40 AFD program and history of support for CISIS 10:40 11:00 Coffee break 11:00 11:30 Application of CISIS for National Planning and Management of Irrigation 11:30 12:00 New budgeting modality for O&M and linkages to CISIS. Up-dating asset condition, FWUC status, and scheme functionality and area of crops irrigated based on data collected for O&M budget preparation Stephane Brun, Consultant for TA- CISIS Chea Chhunkeat, MOWRAM Team Leader for CISIS Nhim Sovann, Department of Irrigated Agriculture 12:00 1:30 Buffet lunch 13
1:30 3:00 Discussion Groups: (i) Needs of users (ii) Future reporting (iii) Potential applications of CISIS information Groups report back to plenary session 3:00 4:00 Summary of Discussion Groups reports and suggested next steps Facilitated by Doug Flanders and Greg Regan, CDTA Ian Wood, Team Leader, CDTA 4:00 4:15 Closing remarks H.E. Veng Sakhon, Secretary of State of MOWRAM 14
APPENDIX: List of Other Attachments Attachment 2: List of Participants Attachment 3 What IsCISIS_Himiwari_2015_03_v05.pptx Attachment 4 - History of Development partners support for CISIS.pptx Attachment 5 - Applications of CISIS for National Planning.ppt Attachment 6 - New Budgeting Modality for O&M English.pptx Attachment 6 - New Budgeting Modality for O&M - Khmer.pptx 15