Read@Home: Embedding Track and Trace in Book Supply Chains Final Country Report: Sudan Background and Key Activities The Read@Home Track and Trace to Strengthen Book Supply Chains project involved the creation of a best practices guide to implementing track and trace solutions for Teaching and Learning Materials (TLM). Support was also provided to five target countries, including Sudan, to adapt these best practices to the country context to enable the development of robust, locally-owned supply chain monitoring systems to ensure delivery of TLM to the schools and families that need them most. The following key activities were planned for Sudan: • Creation of National Consultative Group (NCG) made up of key decision makers from all relevant MoE departments and other ministries related to TLM supply or results based financing • Workshop (1-day) with National Consultative Group to map existing supply chain practices • Conduct meetings and interviews at sub-regional and local levels led by in-country staff/experts to identify on-the-ground reality of TLM delivery and distribution, connectivity and technology penetration/usage in key user groups across different geographical areas. • Workshop (up to 3 days) with National Consultative Group to step through the process of designing a Track and Trace system to monitor TLM distribution • Validation workshop (1 day) with National Consultative Group of draft country implementation blueprint and recommendations following decisions made in design workshop Project implementation was impacted by a coup in Sudan in October 2021 that led to prolonged political and social unrest in Sudan. This meant that field data collection had to be cut short, and the 3-day design workshop and 1-day validation workshop could not be organized. Creation of National Consultative Group (NCG) The Terms of Reference for the NCG were drafted by JSI/WEI and confirmed by World Bank representatives through conference calls and email exchanges in March and April 2021. The NCG was formed with members from Federal and State levels and partners. World Bank representatives assisted in identifying members and making introductions, while the Federal Ministry of Education (FMOE) ultimately selected those that would be included in the NCG. The membership of the NCG was formally established by decree by Ms. Tamador Alterifi, Undersecretary of the FMOE, in July 2021. The membership of the NCG was as follows, all of whom attended the first workshop: • Mr. Al-Moaz Faisal - Operation Manager - Federal Ministry of Education • Mr. Mahir Gareeb - Director of Planning - Federal Ministry of Education • Mrs. Fayza Alsayed - Director of Quality - Federal Ministry of Education • Mr. Mohamed Akasha - Office Manager for Undersecretary - Federal Ministry of Education • Mr. Yasir M. Ibrahim - National Center for Curriculum and Education Research • Mr. Hashim Hamza - PIU Coordinator • Mr. Mustafa El Karib - Education Specialist UNICEF • Mr. Ahmed Siddig Fadul- Director of Planning - Ministry of Education Gazira State • Mr. Abdelaziz Mohamed Yuhia - Manager of Ministry of Education West Darfur Printing House • Mr. Adil Bashir -Director of Projects - Ministry of Education Gederaf State • Mr. Hashim Mohamed-Director of Supply Chain - Ministry of Education Khartoum state • Ms. Abda Mahjooob - IT and communication officer Later in the process, the newly appointed Acting Undersecretary for the FMOE, Ms. Hanan Ibrahim, was also involved in the process, including a final validation meeting (discussed below). Team Recruitment A team of experts, including a Local Education Advisor, Local Coordinator and Local IT Advisor, was recruited in May and June 2021 to lead the implementation of the project in Sudan, with remote support and oversight provided by JSI/WEI teams. First Meeting of the National Consultative Group of Sudan for Track and Trace Project (“Workshop One”) An initial workshop was held with the NCG in July 2021. This one-day workshop involved an overview of the project and “Track and Trace” systems, as well as mapping of the existing distribution and monitoring practices in the supply chain for TLM, including necessary data collection, processes, and strengths and weaknesses. The workshop was opened by the Minister of Education and was attended by 11 NCG members from the Federal Ministry of Education (FMOE); State Ministries of Education of Gazira, West Darfur, Gadarif and Khartoum; National Center for Curriculum and Education Research; PIU; and UNICEF. The day involved seven sessions: S1 : Official opening and words of welcome S2 : Objectives and agenda for the meeting S3 : Introduction to the Read@Home Project S4 : Introduction to “Track and Trace” S5 : Mapping the book supply chain S6 : Details of the book distribution system S7 : Details on the collection and management of information Key takeaways from Workshop One included: • Books are procured by the FMOE from international and national suppliers. • Procurement normally takes place once per academic year. • All books pass through State warehouses, as well as intermediate storage points at the Locality and, where they exist, Administrative Unit levels. • Demand and distribution data is collected and communicated using paper forms and by telephone. • Key strengths of the TLM supply chain were cited as: • Government commitment • Donor support • Key weaknesses of the TLM supply chain were cited as: • Limited capacities at different levels • Lack of reliable data • Very limited/no use of technology • Limited resources, including financial resources to arrange collection/delivery of TLM • Poor infrastructure hampering storage and distribution, e.g. warehouses, roads and storage at schools • Poor communication and visibility between different levels 3 • Lack of planning • Lack of an updated/implemented textbook policy • Security concerns in some parts of the country • Buy-in for a track and trace system was high; participants signaled their interest in a comprehensive tracking system that would involve feedback from schools and potentially parents or school committees. Sub-regional and local level data collection Following the initial workshop with the NCG, a series of interviews was held with key personnel at the central levels. Additional data collection was planned with key informants at the sub-regional and local levels in order to validate and expand on the information from the NCG. The JSI/WEI team created data collection tools to be used by the Local team in these interviews, targeting those in key positions and at key steps in the TLM supply chain, including State Planning and Warehouse officials, Locality and Admin Unit officials, PTA members, School Directors, and Printing House staff. Travel arrangements for data collection were delayed by international foreign exchange restrictions encountered in Sudan, which led to difficulties in transferring funds for logistical arrangements and payment of salaries. These issues were resolved by October and a week- long data collection trip to Kassala State began on October 23 , 2021. However, following rd the coup in Sudan on October 25 , 2021, very limited data collection was possible in Kassala th State. Overall, given the extended period of political and social unrest, and the loss of internet connectivity in the country, limited data collection was possible. Following consultation with the World Bank in November 2021, it was decided to rely on data already collected during Workshop One and in interviews conducted at the central and by phone in Gazira, Khartoum, and West Darfur states, along with any supplemental information that could be collected by phone, to create a suggested design for the track and trace system in Sudan. The local team was able to conduct additional data collection by phone in Kassala State and in the Karray and Alsgana localities around Khartoum. Results from this data collection were shared with the JSI/WEI team on December 7 , 2021 after the internet had been restored in th the country. The results from this limited data collection supported the findings from the one-day NCG workshop, highlighting the lack of visibility of order status/location and the low levels of technology penetration throughout the TLM supply chain. Crucially, the potential to leverage the rapid assessment survey mechanism currently in place, which uses Kobo Toolbox for data collection and analysis, was also highlighted. While the rapid assessment survey form only captures limited TLM information – focusing only on total availability of Arabic, English, Science and Mathematics books from grades 1 to 8 – the mechanism involves the distribution of tablets and the digital entry of information at the Locality and Admin Unit levels, and the analysis of this information at the Federal level in the FMOE’s Office of Statistics. Development of Track and Trace System Design A track and trace system was designed using the results from the initial NCG workshop and the data collection. The proposed system is a variation of the First and Last Mile tracking model, which will involve the FMOE entering the total number of TLMs ordered, then State and school officials recording how many books are received via SMS using basic phones. 4 This model aims to provide increased visibility into the TLM supply chain while taking into consideration the limited technology penetration indicated during the assessment. Further, as the school-level data will not be dependent on state-level data, it will also provide flexibility if proposed changes to the educational or political structure in Sudan go ahead. This design would also allow for integration with the already-existing Kobo Toolbox system being used by the FMOE. The proposed design was presented to part of the NCG and newly appointed officials during a half-day workshop on December 29th, 2021. The meeting was led by the newly appointed acting Under Secretary for Education, Ms. Hanan Ibrahim. Overall, the proposed design was well received, in particular the possibility of leveraging the existing rapid survey and Kobo Toolbox infrastructure. The participants suggested follow-on activities could include development of a communication and outreach plan for the proposed system. The full system design is detailed in the accompanying Track and Trace system for learning materials: Sudan design report. Development of Draft Terms of Reference To help guide the creation of the technology platform for the Track and Trace system, a terms of reference document was developed containing the technical details from the system design document. This document will be used by the FMER for solicitation for external technical assistance for development of the Track and Trace system. Next steps for implementation and key challenges Implementation of the track and trace system Further discussion and validation of the design will be required with the NCG and other stakeholders in the supply chain that could not be interviewed during the assessment. This will enable the design and TOR to be refined. The interviews should include as a priority Warehouse staff in the State and lower levels, and printing house staff with the FMOE printing house, private printers and state printers. The supply chain assessment conducted as part of this activity indicated financial resource constraints, creating challenges at all levels to manage the TLM supply chain. Further discussion and clarity on the costs and funding of the track and trace system will be essential to ensure implementation and sustainability. The need for an upgrade and sustainability strategy was also flagged during the half-day workshop on December 29th, 2021. Nonetheless, the system design and draft terms of reference document place Sudan on a solid foundation for moving forward. Should Sudan wish to implement the track and trace system suggested, the terms of reference can be used in issuing a request for proposals for any technical assistance they may need in bringing the designed system to reality, including in soliciting for professional software developers. TLM Supply Chain Contextual Challenges Prior to the currently ongoing coup, Sudan was in the midst of a generational shift in its political structure, and interviews with stakeholders at all levels indicated that large shifts in the administrative structure of Sudan’s education system were being considered. As anywhere, potential changes to the administrative structure of the education system may impact the design and roll out of a track and trace system for TLMs; such changes seem particularly likely in Sudan. Changes might include redrawing or reduction of state, locality 5 and admin levels. Decentralization of the TLM supply chain might take place further, as responsibility for ordering and printing could potentially be moved to the state level. A means of maintaining overall visibility of the national supply chain will be needed, so that the FMOE can retain and enter the full quantity of TLM ordered to then be received at the State and school level. The assessment indicated that Sudan’s electronic Educational Management Information System (eEMIS) was not functioning well. Follow-on assessment and technical assistance might be valuable to make the system operational. During the half-day validation workshop on 29th December, the participants noted the network and connectivity challenges highlighted during the assessment. They proposed a meeting with Government counterparts and telecommunication companies to discuss this issue. If this goes ahead, there may be opportunities to increase coverage and/or leverage the private sector to support the track and trace system. A lack of standardized paper and electronic (Excel) reporting templates in the TLM supply chain was indicated in the assessment feedback. Each level in each state had developed their own tools to capture TLM needs and student information, and to record receipt and delivery. While the proposed track and trace system will provide increased visibility into the total numbers of books being procured and delivered in the supply chain, further discussion with FMOE and State Ministries of Education regarding standardization of forms and procedures might be warranted to strengthen the TLM supply chain. 6 Annex A: List of Interviews Name Title Contact Info Ahmed Siddig Director of Planing - Gazira State 249921917074 Hashim Hamza Project Manager - GPE Grant 249912140642 Sami Alzain Focal point for the Rapid Surevy 249123439819 Om Salama Alamin Statisic Department - Federal Ministry of 249127916441 Education Hashim Mohamed Director of Logistics, Khartoum State 249119978245 Ibrahim M Madani Logistic Manager - Khartoum Locality 249925493802 Alsir Sulieman Director of Admin & Finance - Kasala State 249123033965 Fatihia Deroushi Director of Planing - Kasala State 249995448700 Alla Adin Almubarak Ministry of Education - Kasala State Thoria Omer Store keeper - Kasala State Warehouse Mustafa Faiet Education Manager - Wad Sharfi Locality Ali Ibrahim Cluster Coordinator - Kasala State Suleiman Mohamed School Principal - Wad Sharifi Basic School 249963578375 Adel Bashir Director of Projects - Gadarif State 249912629410 Abdelaziz M Yahia State Printing House Manager - West Darfur 249912699482 Almoaz Faisal Admin & Finance Manger - Federal Ministry of 249112777420 Education Osman Al Shiekh Store Keeper - Federal Ministry of Education 249960407388 Omer Gorashi Federal Printing House - Manager 249912647280 Yagoub Koko Logistic Coordinator - Bahri Locality 249116654784 Badria Mohamed Education Manager - Bahri Locality 249124061305 Hasan Abdelazim School Principle - Saad Ibn Maaz School 249128847313 Samia Mohamed School Principle - Alkadarwo South School Ahmed Ali Algali Education Cluster Manager 249912324275 7 Hasan Abdelmoinm Albarir Printing House 249912349300 Mohamed Alfatih Arrow Printing House 249128467971 Abedelmoim Ahmed Inspector - Khartoum Locality Maryam Osman Cluster Manager - East Althora 249122024637 Asma Gourshai Emam School Priniciple - Karari Locality Aldin 8