4.1 MANAGEMENT STRUCTURE AND COORDINATING MECHANISMS The management structure for the <strong>KFCP</strong> is depicted in Figures 4a <strong>and</strong> 4b <strong>and</strong> the roles of the groups in the structure are explained in Text Box 4.2. The <strong>KFCP</strong> Coordinator, who reports to the Facility Manager, manages field demonstration activities with the support of a small technical staff (the Field Management Team), the composition of which will be determined by the Managing Contractor in consultation with the <strong>Partnership</strong> Office. This team must be able to perform the tasks <strong>and</strong> functions listed in Text Box 4.1. The Coordinator supervises the work of the Implementing Partners <strong>and</strong> ensures that their activities are coordinated. <strong>KFCP</strong> Coordinating Teams at the province <strong>and</strong> district levels will ensure that field implementation is coordinated with government agencies <strong>and</strong> plans. <strong>Forests</strong> <strong>and</strong> <strong>Climate</strong> Specialists in the IAFCP <strong>Partnership</strong> Office will provide technical oversight of activities, in line with management arrangements established for the IAFCP. Further details of management arrangements for the IAFCP are described in the IAFCP <strong>Design</strong> Document. A provincial secretariat, <strong>and</strong> perhaps one at district level, will facilitate government interactions <strong>and</strong> support specific aspects of implementation. The <strong>KFCP</strong> Coordinating Committee provides guidance through the <strong>Partnership</strong> Office. The management structure should be elaborated by the <strong>KFCP</strong> Coordinator to provide details of reporting relationships <strong>and</strong> communications procedures. Planning <strong>and</strong> coordination procedures, such as the indicative list below, must be developed <strong>and</strong> elaborated through a consultative process with Implementing Partners. Coordination of Implementing Partner (IP) activities will be critically important to successful implementation of field activities because IP activities must be carefully sequenced <strong>and</strong> mutually supporting at the village/field level (see Figure 3 <strong>and</strong> Attachment 2 for the steps in this process). The partners—CARE, Wetl<strong>and</strong>s International-Indonesia (WII), <strong>and</strong> BOS—have distinct tasks, but must work in close temporal, spatial, <strong>and</strong> technical coordination to complete the interventions needed to reduce GHG emissions from peatl<strong>and</strong>s <strong>and</strong> forests. The following steps <strong>and</strong> ground rules provide a starting place for the <strong>KFCP</strong> Coordinator to build such coordination: Hold a team building exercise at beginning of implementation phase; Develop clear, mutually agreed TOR for implementing partners; Ensure that the management role of the <strong>KFCP</strong> Coordinator <strong>and</strong> his/her staff is understood <strong>and</strong> accepted by all; All partners make commitment to coordination <strong>and</strong> agree on sanctions for failing to follow coordination procedures; Negotiate ground rules for the village engagement process, including timing of interventions, especially those related to the musrenbang village planning process; Develop a guidebook for field workers describing the village engagement process <strong>and</strong> related coordination among implementing partners; Hold regularly scheduled meetings among the coordinator <strong>and</strong> IPs; Hold semi-annual planning workshops to develop integrated, six month rolling plans; Agree on how to share use of office space, guest houses, <strong>and</strong> field camps; Develop <strong>and</strong> observe communications protocols among field teams; <strong>and</strong> Develop project intranet to expedite communication, scheduling, <strong>and</strong> information sharing. A satellite connection may be needed for Mantangai. Internal Communication among the <strong>KFCP</strong> field management team (i.e., MC staff) <strong>and</strong> the implementing partners will be key to successful implementation on the ground. The Coordinator should design this system to encourage free <strong>and</strong> open telephone <strong>and</strong> e-mail communication among the partners supported by face-to-face meetings at key events, such as planning workshops, coordination meetings, <strong>and</strong> government presentations. Maintaining good communication also has a technical dimension in this remote area, requiring protocols for telephone <strong>and</strong> e-mail communication to ensure that everyone can communicate important information. There is mobile telephone reception over parts of the area. The Coordinator may wish to set up an intranet as a means to share work schedules, reports, <strong>and</strong> news from the field. A satellite link may be required in Mantangai <strong>and</strong>/or Timpah to allow regular e-mail <strong>and</strong> voice communication. 42 KALIMANTAN FORESTS AND CLIMATE PARTNERSHIP (<strong>KFCP</strong>) DESIGN DOCUMENT
FIGURE 4A. IAFCP STRUCTURE FIGURE 4B. <strong>KFCP</strong> IMPLEMENTATION TEAM STRUCTURE KALIMANTAN FORESTS AND CLIMATE PARTNERSHIP (<strong>KFCP</strong>) DESIGN DOCUMENT 43
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