INTERNATIONAL WATERS
EXPERIENCE NOTES

http://www.iwlearn.net/experience








2006-003

Lessons-learned Reporting on
Demonstration Site Selection and
Design: WIO-Lab




Abstract: The challenge in this is thus to ensure that relevant technical actors are involved in the design
and review process, and that were needed capacity at the national level is attracted from supporting
institutions. The process for development and selection of demonstration projects, as applied for the WIO-
LaB project, applies very much a consultative approach. The note describes both the selection process
and criteria for selection. Projects were also ranked and selected through a transparent (non-weighted)
multi-criteria analysis, a sample of which is included. The approach is generally applicable in projects
applying a similar project management structure.



Peter Scheren
Peter.Scheren@unep.org
Addressing Land Based Activities in the Western Indian Ocean
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Lessons Learned Reporting on Demonstration Site Selection and
Design: Wio-LAB

Experience of the GEF sponsored

Addressing Land Based Activities in the Western Indian Ocean"
(UNEP/GEF WIO-LaB Project)


PROJECT DESCRIPTION
Seychelles). Its total budget is 11,413,465 USD,

of which 4,511,140 USD from GEF, 3,395,650
The Project entitled "Addressing land-based
USD in cash co-financing from the Norwegian
activities in the Western Indian Ocean" (shortly
Government, and 3,131,675 USD and 375,000
referred to as "WIO-LaB") addresses some of
USD in in-kind and cash co-financing from the
the major environmental problems and issues
participating governments and UNEP
related to the degradation of the marine and
respectively. The project is executed jointly by
coastal environment due to land-based activities
the Nairobi Convention Secretariat and the
in the Western Indian Ocean (WIO) region. The
United Nations Office for Project Services
project is designed to serve as a demonstration
(UNOPS). The total duration of the WIO-LaB
project for the Global Programme of Action for
project is 4 years (2005-2008).
the Protection of the Marine Environment from

Land-based Activities (GPA/LBA).
THE EXPERIENCE


The project has three main objectives: 1)
(a) TWM Issue: Demonstration Site Selection
Improve the knowledge base, and establish

regional guidelines for the reduction of stress to
The project is implemented under the umbrella
the marine and coastal ecosystem by improving
of the Nairobi Convention, in that it executes
water and sediment quality; 2) Strengthen the
part of the Convention's Programme of work as
regional legal basis for preventing land-based
agreed by its Conference of Parties. As such,
sources of pollution; and 3) Develop regional
the project is strongly embedded in the political
capacity and strengthen institutions for
and institutional framework of the Convention,
sustainable, less polluting development. The
and key stakeholders are those related closely
project activities include among others, a
to the Convention. Among others, the national
regional monitoring programme for water,
focal points of the Nairobi Convention are at the
sediment and biota quality, the implementation
same time the focal points for the WIO-LaB
of demonstration projects and the development
project.
of regional guidelines for the management of

municipal wastewater and physical alteration
While this existing political and institutional
and destruction of habitats, the development of
framework provides a good ground for political
regional guidelines for environmental quality
embedding of strategy formulation and (political-
objectives and standards and Environmental
level) decision-making, the capacity of the focal
Impact Assessment, and a regional Protocol on
points (technical, financial and human
Land-based Activities to the Nairobi Convention,
resources) for coordination of project activities,
and various training, educational and
including the demonstration projects, may in
stakeholder involvement activities. The final
cases be limited. Also, the focal points operating
product of the project will be a Transboundary
at a more political level, the need existed for a
Diagnostic Analysis (TDA) and Strategic Action
clear separation of technical design activities as
Plan (SAP), as well as related National
well as technical review of proposals, from
Programmes of Action (NPA) for abating the
political-level decision making. The challenge in
impacts of land-based sources activities.
this is thus to ensure that relevant technical

actors are involved in the design and review
The project involves eight countries in the WIO
process, and that were needed capacity at the
region (Kenya, Tanzania, Mozambique, South
national level is attracted from supporting
Africa, Comoros, Madagascar, Mauritius and
institutions.
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project. Despite the fact that many of the 23
(b) How was issue addressed
proposals had issues/concerns, 22 proposals

were eventually found to be at least partly
Description of selection process for
eligible and were therefore put forward to the
demonstration projects
pre-selection stage.


The process for development and selection of
5.
Review and pre-selection of
demonstration projects, as applied for the WIO-
proposals: Pre-selection of project proposals
LaB project, applies very much a consultative
was undertaken jointly by the regional Task
approach. The procedure broadly follows the
Forces on MWW and PADH. The two Task
following steps:
Forces each ranked and selected 5 priority

projects, based upon the agreed criteria. A multi-
1.
Definition of procedures and
criteria analysis was used to score the proposals
selection criteria. General procedures and
and come up with a top 10 of demonstration
criteria for selection of demonstration projects
projects. The two Task Forces reviewed and
were developed by the WIO-LaB Project
provided detailed comments on each of the
Management Unit (PMU), based upon
demonstration project proposals.
experiences from other projects and

programmes. The procedures and criteria were
6.
Detailing of proposals: Based on the
subsequently reviewed by the appropriate
review of the demonstration project proposals by
regional Task Forces (on municipal wastewater
the two Task Forces, as well as detailed reviews
management [MWW] and on physical alteration
by the WIO-LaB PMU and UNEP/GPA, detailed
and destruction of habitats [PADH]) before being
comments on the pre-selected demonstration
proposed to the first meeting of the Project
project proposals were sent to the project
Steering Committee, which officially adopted the
proponents, with clear instructions on how the
criteria. An overview of criteria used is presented
selected projects were to be updated before
below.
being re-submitted to the WIO-LaB PMU..


2.
Invitation for pre-qualification of
7.
Updating of proposals: The
proposals: The WIO-LaB PMU issued an
proponents of the selected demonstration
invitation to all National Focal Points (NFPs) to
projects updated their proposals according to
solicit and identify demonstration projects in their
the recommendations sent out by the PMU. The
respective countries. The invitation was
updated versions of the projects were received
accompanied by detailed instructions for the
by the WIO-LaB PMU and were subjected to
development of proposals, including conditions
discussion by the Project Steering Committee.
for eligibility. The invitation was copied to the

members of the appropriate project regional
8.
Final selection: The detailed project
Task Forces. The NFPs and Task Force
proposals were submitted to the Project Steering
members subsequently distributed the invitation
Committee for approval. Following discussions,
more widely at the national level. In some cases,
7 out of the total 10 projects were prioritized,
specific national stakeholder meetings and Task
based mainly on criteria of equal regional and
Force meetings were organized for this purpose.
thematic distribution.


3.
Submission of proposals: After
9.
Detailed review: Following the approval
screening at the national level, in some (but
and prioritization by the Project Steering
unfortunately not all) cases after passing
Committee, the project proposals were
through National Project Steering Committees,
subjected to a detailed review by experts from
the NFPs submitted proposals to the WIO-LaB
within and beyond the project region. Based
PMU. In total, 23 project proposals were
upon this review, proponents have been
officially received by the WIO-LaB PMU.
supplied with feedback on any outstanding

issues and concerns, as well as a way forward
4.
Screening of proposals: On the basis
to bring the project documentation up to the
of the submissions, the WIO-LAB PMU
required standard and level of detail.
screened the demonstration projects, paying

special attention to their eligibility and in
10.
Final design: Based upon the feedback
particular their relevancy to the objectives of the
from experts, the first phase of project
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implementation will be started (present stage).

Proponents may request support from the
3. Multi-focus: Projects should aim as far as
project to complete their project design,
possible at integrating the thematic
feasibility study and develop a detailed project
coverage within LBA concept.
document including Monitoring and Evaluation

(M&E) plan, and sustainability and replicability
4. Participatory nature: Projects should
strategy. Such support may be financial (up to
demonstrate development and
5% of the requested budget) or technical
implementation through a participatory
(expertise). Support packages will be developed
approach with strong ownership with all
on a case-by-case basis in interaction with the
partners including the government, the
project stakeholders.
private sector, civil society including NGOs

and the Scientific community, the projects
11.
Final go-ahead: The detailed project
should also have a gender balance;
documents will be circulated to the members of

the Project Steering Committee for final
5. Programmatic approach: Projects should
endorsement (or no-objection) before start of
be integrated in a comprehensive,
implementation of phase 2: the actual project
programmatic and, as far as possible,
execution.
strategic approach;


12.
Preparation and signing of MOUs:
6. Sustainable Development Perspective:
MOUs will be signed between the WIO-LaB
Projects should be designed taking into
PMU and the individual project proponents. The
account the need to alleviate poverty and
agreement for implementation of approved
promote economic growth;
demonstration projects would clearly state the

modalities for monitoring and evaluation of
7. Capacity Building: Projects should
activities that would be undertaken by the
integrate capacity development needs as
demonstration projects. Supervision and
part of their planned activities
monitoring of implementation of demonstration

will in first instance be with the respective
8. Maximize utilization of Regional
Project Steering Committee to be established for
expertise: Projects should aim at
each project, and secondly by the National WIO-
maximizing the utilization of local experts
LaB Steering Committee, under the direction of
and institutions;
the NFP.


9. High rate of replication: Projects should be
Criteria for selection
designed to ensure replication and

dissemination of good practices and
The selection of the WIO-LaB Demonstration
experiences.
Projects was guided, inter alia, by the following

criteria:
10. Sustainability of activities: Projects should

have activities whose benefits are
1. Global, regional, sub-regional and
sustainable beyond the life cycle of the
multinational nature of projects: The
interventions;
Demonstration Projects should clearly

respond to the environmental benefits in the
11. Promote sharing of experiences and
region and contribute to overall global
learning: Projects should aim at promoting
environmental benefits. In this respect
sharing of experiences, enhancing regional
Projects developed and selected should
co-operation and collective learning;
have a sub-regional or regional outlook or

involve several countries.
12. Performance criteria: Projects should

contain clear objectives, performance
2. Specificity: The Demonstrations projects
indicators and monitoring mechanisms;
must target the hot spots and sensitive

areas identified by the countries during the
13. Funding and Co-Financing: Only projects
Sub Saharan Medium Size Project and new
likely to attract adequate domestic funding
hot spots and sensitive areas identified
and/or external support shall be considered.
during the project implementation.
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Projects demonstrating strong co-financing
Projects were ranked and selected through a
shall be given priority.
transparent (non-weighted) multi-criteria

analysis, a sample of which is presented below.


Sample multi-criteria analysis
Criteria
Overall
Project
1
2
3
4
5
6
7
8
9
10 11 12 13 score
Project














1
Project














2
Project
3














Project














4
Project














5


In selecting projects, the Project Coordination
proposals, (v) final selection and (vi)
Unit furthermore considered the need to provide
implementation.
an appropriate balance, in:
· A conscious decision was taken to

ensure wide stakeholder involvement in
· Thematic balance: Balance between the
the identification and selection process.
thematic areas will be sought;
While this approach is lengthier and

does entail the risk of political bias, it
· Geographical balance: Balance between
does on the other hand ensure the
the 8 GEF-eligible WIO Countries.
necessary level of buy-in from all key

project stakeholders.
It should, however, be noted, that the

demonstration nature of the projects, based
Pros and cons of adopted approach
upon the thirteen criteria listed above, provided

the first basis for selection, while the `balance'
The following advantages may be formulated:
criteria was only used in second instance.
· The approach followed is very much

based upon engagement of the regional
Rationale for approach taken
stakeholders in each step of project

development. This ensures an adequate
The process as designed is based upon a
level of ownership: i.e. projects are
number of considerations:
regarded as projects for the region, not

only to the benefit of the individual
· The WIO-LaB Project management
proponents.
structure, consisting of a network of
· The process is very transparent and
NFPs, national and regional Task
therewith prevents later doubts on bias
Forces and Working Groups, and a
by the WIO-LaB PMU. Decisions are
project Steering Committee. The roles
very much made by institutional
attributed to each of these entities are
structures in which regional
based upon their respective mandates
stakeholders are represented.
within the general project management
· Projects are developed step-wise. This
structure.
ensures that the project design can be
· The common approach for tenders of
influenced and proponents can be
this nature, which generally includes the
adequately guided and assisted in
same steps: (i) definition of criteria and
preparing sound project documents. In a
procedures, (ii) invitation, (iii) pre-
region where experience is relatively
selection (short-listing), (iv) detailing of
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limited, this is not an unimportant

benefit.
REFERENCES
· The procedure foresees both in expert-

level project evaluation (Task Forces
WIO-LaB Website: www.wiolab.org
and individual experts) as well as policy-

level engagement (through the NFPIs
Contact details: Dr.ir. Peter Scheren, WIO-LaB
and National Project Steering
Project Manager, Tel:
Committees). The latter ensures that the
+254.20.7621270/1206/1250, E-mail:
projects are indeed regarded as national
wiolab@unep.org / peter.scheren@unep.org
priorities.


KEYWORDS
Nevertheless, there are also a few weaknesses

to be marked:
S Demonstration project
· The process is quite elaborate and
S Project preparation
therefore time-consuming. From the

time of the initial call-of-proposals up to

the first stage of project implementation
The Global Environment Facility (GEF)
the process has taken nearly one year.
International Waters Experience Notes series
· The selection of proposals is not only
helps the transboundary water management
based upon technical level review, but
(TWM) community share its practical
does consider political level
experiences to promote better TWM.
considerations. This automatically
Experiences include successful practices,
implies that good projects may drop out
approaches, strategies, lessons, methodologies,
as a result of considerations such as
etc., that emerge in the context of TWM.
`equal distribution between countries'.

· The identification of projects was done
To obtain current IW Experience Notes or to
by means of distribution through NFPs
contribute your own, please visit
and Task Forces, rather than
http://www.iwlearn.net/experience or email
advertisement of tenders in the media.
info@iwlearn.net.
Although some countries have managed
the distribution of the invitation for
proposals quite widely, in other cases
the dissemination of information was
rather limited. In many cases,
consequently, proposals were submitted
by institutions that were already closely
connected to the project.
· The process of screening and pre-
selection of projects on the national
level was not always adequately done.
Partly this may be attributed to a general
weakness of the NFPIs, but in some
cases also through bias from the NFPI
for certain projects.

REPLICATION

The approach is generally applicable in projects
applying a similar project management structure.
What may be defined as a pre-condition to
application of the approach is the availability of a
structure for technical review and discussion of
projects, such as a Task Force, as well as a
structure for political decision making on the
regional level, such as a Project Steering
Committee.
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