Aide Memoire - West Africa Food System Resilience Program (FSRP) (Phase I, P172769) Implementation Support Mission with CILSS/ AGRHYMET CCR-AOS, May 13 – 14, 2024 I. INTRODUCTION 1. On May 13-14, 2024, the World Bank (WB) and CILSS /AGRHYMET CCR-AOSjointly undertook a hybrid (presential and virtual) Implementation Support Mission (ISM) for the West Africa Food System Resilience Program (FSRP). The Bank team would like to thank the Project Implementation Unit (PIU) of CILSS /AGRHYMET CCR-AOS for the participation and preparation for the mission. The objectives of the ISM were to: (i) discuss technical details on progress to date and implementation of activities of the Annual Workplan Plan and Budget (AWPB) 2024), (ii) discuss upcoming project midterm review, (iii) review progress in Monitoring and Evaluation (M&E) arrangements, and (iv) review the project procurement, financial management, and environmental and social safeguards issues. 2. The present Aide Memoire summarizes the mission’s findings and was discussed in the closing session of the mission and agreed via email in the days following the ISM. II. PROJECT DATA AND RATINGS Program data Total: US$ 15 M [IDA 920: US$ 10 M, Food Systems 2030 Trust Fund (TF) Program funding TF0B8255: US$ 5 M) Effectiveness date IDA: June 8. 2022 Closing date December 31, 2026 Total disbursement to date US$ 2.25 M (US$ 1.70 M IDA; US$ 0.55 M TF) Disbursement ratio (percentage) 15.0 Disbursement in FY’23 US$ 782,843 (IDA); US$ 226.805 (TF) Percentage of execution of AWPB 2024 14% Disbursement projection FY’24 US$ 2.695 M Detailed Ratings Previous (Nov ’23) Current (May ’24) Progress towards achievement of PDO MS MS Implementation Progress MS MS Component 1: Digital Advisory Systems for agriculture and food crisis MS MS Component 5: Project Management S S Fiduciary Management MS MS Procurement MS MS Environmental and Social Safeguards S S Monitoring and Evaluation (M&E) S S III. IMPLEMENTATION PROGRESS AND KEY FINDINGS 3. Summary: The project implementation has been significantly delayed, but with the lifting of Op. 7.30 in Niger and the recruitment of an additional procurement expert, acceleration is expected in the coming months. The team has made progress in implementing the Annual Workplan and Budget (AWPB) for 2023 and 2024. However, the political situation in July 2023 and the application of the OP 7.30 policy in Niger have impacted procurement and project implementation. The AWPB 2023 had an execution rate of 51%, and the AWPB 2024 is at 14% as of May 31, 2024. AGRHYMET has committed to accelerating project implementation at the regional level by focusing on activities directly contributing to the objective and supporting countries in their activities to achieve the Project Development Objective. 4. Dated covenant: All dated covenants are met: CILSS /AGRHYMET CCR-AOS has (i) established and maintained a PIU with seven positions. (ii) has customized the existing computerized accounting system 1 (TOMPRO 2) in line with World Bank requirements. (iii) has hired an external auditor. The results of the audit are expected by the end of June 2024. 5. Staffing: The core PIU is in place. Since the last mission, eight (8) additional expert consultants have begun their mission, including an expert in charge of Degree Programs and Continuing Education, an expert in plant protection, a junior expert in charge of developing the Harmonized Framework, a junior expert in computer science in charge of developing the ECOAGRIS platform, a junior expert in statistics and econometrics in charge of the development of the Resilience Analysis and Measurement Tool (AMR), an expert in charge of the development of the AMR interface, an expert in Communication, and a junior expert in charge of the analysis, reconciliation and transfer of fixed assets in the TOM2-PRO software. Recruitment of additional expert consultants is ongoing. 6. 2024 AWPB: AGRHYMET CCR-AOS made progress on the AWPB 2024 and will continue to implement activities until the end of the calendar year. As of May 31 2024, 49% of activities were under way, 27% were not yet commenced, and 24% of activities were completed) IV. IMPLEMENTATION OF COMPONENT 1 AND TECHNICAL DISCUSSIONS Component 1 (C1): Achievements in since last ISM and outlook until fall 2024 The implementation status of C1 is overall rated as Moderately Satisfactory. • In 2024, AGRHYMET CCR-AOS published and distributed a technical guide in both English and French. This guide systematically details its technical support to countries and training services, along with the procedures for accessing and delivering these services. • AGRHYMET CCR-AOS has initiated bilateral dialogues with countries such as Burkina Faso, Mali, and Niger to develop country-specific technical support roadmaps. These roadmaps will be finalized after a regional workshop on Component 1 topics, which will involve technical focal points of the key technical services (Meteorology, Hydrology and Agriculture) involved in implementing C1 activities in all FSRP countries. • Thematic groups of experts are being set up to strengthen regional collaboration around key C1 themes (data collection and management, and forecasting hydro-climatic extremes), • Two Public-Private Partnerships (PPPs) are being set up to help AGRHYMET CCR-AOS improve the quality and sustainability of rainfall forecast. Component 1.1 Upgrading regional food crisis prevention and monitoring systems Activity 1: Improving regional and national capacity to provide reliable information services on vulnerability, nutrition, and food security. • Since the last ISM, the Cadre harmonisé (CH) portal's user interface and accessibility have been upgraded, including a unique visual identity, e-learning resources, and data collection forms. Next, a collaborative web workspace and a mobile data collection app will be developed for managing CH data in CILSS countries. • Since the last ISM AGRHYMET CCR-AOS developed a report on the Resilience Index Measurement and Analysis (RIMA) in West Africa, identifying resilience thresholds and their relationship to RIMA variables. RIMA estimates household resilience to food insecurity, aiding targeted interventions. Results will be presented in Abidjan in June 2024 for the CH technical committee meeting. Experts in Senegal, Burkina Faso, Mali, and Niger will be trained on RIMA data collection, and a graphical user interface will be developed by year-end. • Significant progress has been made in upgrading the ECOAGRIS platform, including new modules for PREGEC, agricultural production, and market information. 2 Activity 2: Reorganization and improvement of regional and national pest and disease surveillance and management mechanisms • AGRHYMET CCR-AOS published three bi-monthly phytosanitary bulletins and trained 29 country experts, including 9 women, on PHYTOBASE, the regional pest and disease monitoring platform. By July 2024, AGHRYMET CCR-AOS, via INSAH, will provide capacity-building to FSRP countries on updated phytosanitary regulations, operationalization of regional pesticide regulations and post-harvest loss assessment techniques. Activity 3: Strengthen regional cooperation in food crisis prevention. • AGRHYMET has started high-level bilateral dialogues with the region’s meteorological services to facilitate exchange of meteorological and hydrological data with involvement of ECOWAS, the World Meteorological Organization (WMO) regional office. The dialogue has resulted in an agreement on data exchange with Togo. AGRHYMET CCR-AOS seeks to establish similar agreements with other FSRP countries and in West Africa. and West Africa. Two more are planned, namely Côte d'ivoire and Nigeria (in 2024) and Ghana is one of the interested countries. Component 1.2 Strengthening digital Hydromet and Agro-advisory services for farmers Activity 4: Improve the production of hydromet, climate, agromet and impact-based information for decision-makers, farmers, livestock breeders and other food system stakeholders. • AGRHYMET CCR-AOS contributed to the organization of regional climate fora providing seasonal weather forecasts for both Gulf of Guinea (PRESAGG) in February and Sahelian countries in April (PRESASS). • Two training programs (MSc.in Climate Change; and technician degree in agrometeorology) launched in November 2023 for a total of 48 students (of which 41 are financed through the FSRP) are underway. • Since the last ISM, AGRHYMET CCR-AOS and the Walker Institute began operationalizing a quality assurance and impact evaluation platform for training programs and upgrading curricula based on a long- term capacity development plan. Four training-of-trainers sessions are o-going for June and July to train AGRHYMET CCR-AOS personnel on the platform, with work expected to conclude by year-end. • AGRHYMET has developed a Public Private Engagement (PPE) strategy to develop regional products for rainfall monitoring and forecasting together with a private sector partner. Two potential partners have been selected and workshops to concertize collaboration models will follow in June 2024, to strengthen AGRHYMET CCR-AOS's capacity and improve its services in terms of rainfall products and automatic station management. • The acquisition foreseen for 2024 of i) didactical weather stations and ii) equipment for the planned hydromet extreme watchroom is delayed due to disagreement between AGRHYMET CCR-AOS and the suppliers on payment modalities. • By the end of the year, AGRHYMET CCR-AOS plans to provide technical support to the installation of automatic weather stations in Mali, complete a study on the rehabilitation of student dormitories, and acquire and install solar panels to supply dormitories with renewable energy. Activities 5 and 6: Support the timely provision and use of essential agro-hydrometeorological information to key users and strengthen the financial and institutional viability of regional and national institutions. • On 2024 second semester, AGRHYMET CCR-AOS plans to : o Start the development of the multi-model platform for forecasting hydro-climatic extremes across West Africa and optimizing available products and services regionally and internationally. This will require strengthening the capacities of CILSS IT and thematic experts on source codes, organizing a regional meeting for platform adoption by countries and AGRHYMET CCR-AOS, and acquiring cloud infrastructure for platform operation. Recruitment of the firm to support this development is currently being finalized. The contract is expected to be signed in July 2024. o Operationalize a watch room of hydrometeorological extremes and further develop its institutional operating model 3 • AGRHYMET CCR-AOS has developed Public Private Engagement (PPE) concept notes for weather stations management (i.e., procurement support, spare parts management, staff training, and technical support). The concept was discussed with selected countries and exchanges with potential partners from the private sector are on-going. • The hiring of a firm for the development of an economic model is on-going. V. IMPLEMENTATION OF COMPONENT 5 AND CORPORATE REQUIREMENTS 7. Component 5 : The implementation status of C5 is overall rated as satisfactory. AGRHYMET CCR- AOS provided a business report for the first 6 months of 2023 in August. 8. Communication: The mission recommended that AGRHYMET CCR-AOS step up its communication and outreach efforts regarding its FSRP activities, notably through social media, blogs, videos, and the constitution of a picture database. This includes developing a communications plan and organizing communication materials. The mission suggested creating short movies to be broadcasted on the internet highlighting the activities led by AGRHYMET CCR-AOS and how they successfully support the objective of the project, starting in 2024. 9. Financial Management (FM): The overall performance of the FM remained MS. The total amount of financing committed under the AWPB 2023 was initially about US$ 2,763,086 and has been revised to US$ 1,770,310 following the military coup in Niger of which a total of US$ 523,531.600 has been executed (51%) as of December 2023. The total amount of financing committed under the AWPB 2024 is about USD million 4,442 out of which USD 621,000 (14%) had been disbursed as of May 31, 2024. By the end of the calendar year, it is expected that the execution rate will reach 60%. The mission encourages the team to take appropriate action to lift the bottlenecks which prevent her from increasing the AWPB 2024 disbursement rate. Details are provided in annex5. 10. Procurement. The mission reviewed the status of implementation of the procurement plan and found that 59 activities had been recorded, 13 had been deleted and 28 were in the red, representing 60.86% of validated activities. The mission recommends greater effort in the implementation of the PPM and in the provision of information on the STEP, which must be up to date. The mission reviewed the status of implementation of the last mission's recommendations, and found that most had been met, while others were still in progress. The mission was informed of the difficulties encountered in carrying out certain activities, including the equipment for the Extreme weather watch room, where the supplier is demanding full payment before delivery and without guarantee. The mission recommends that the project should not give in to such demands. In view of the above, the mission judges the performance of the procurement process to be moderately satisfactory, while the associated risk is substantial. To accelerate acquisition of equipment and contracting of service providers, AGRHYMET CCR-AOS will hire an additional procurement expert. 11. Environmental and Social (E&S) Risk Management: The E&S performance of the project including GBV/ SEA/SH aspects is rated satisfactory. ARAA submitted its second quarterly report covering January to March 2024 (covering CILSS and CORAF, ARAA) and submitted a environmental and social safeguard action plan including GBV/ SEAH aspects. With regards to grievances, ARAA’s mechanism is operational and comprises of a toll-free number, email (araa.gestiondesplainte@araa.org) and cell phone/what’s app contact. No grievances have been submitted to date. As for SEA/SH, all the PIU staff and consultants (14 individuals) have signed the Code of Conduct. In addition, a GBV focal point has been appointed and its capacities will be strengthened by the regional GBV specialist on SEA/SH mitigation measures. Awareness-raising tools on SEA/SH, the code of conduct and the sensitive GRM will also be developed with the support of the regional GBV specialist. No accident/incident has been reported to date to any of the 3 institutions (CILSS and CORAF, ARAA). The World Bank recommends modifying the plan to include greater support to the countries in the form of sharing of lessons-learned/best practices and identify specific areas for tailored technical assistance or capacity-building. The Bank will facilitate the specialists’ access to the countries’ quarterly reports, aide-memoires, and support the E&S team from the three institutions in establishing a methodology to track key E&S aspects. The ESCP still needs to be disclosed. 4 12. Monitoring & Evaluation (M&E): The M&E performance was rated as Satisfactory. An update on AGHRYMET-specific indicators is provided in Annex 2. AGRHYMET CCR-AOS will systematically verify the data countries report related to C1 indicators as part of the upcoming M&E support missions and will provide guidance to countries on the methodology underlying the estimation of the number of hydrometeorological/agrometeorological information users. This will include support to update existing KoboToolbox data collection sheets in response to country needs as necessary (see also ECOWAS AM/Wrap-up notes for a comprehensive overview of the outcomes of M&E discussions). In addition, AGRHYMET CCR-AOS will support countries in implementing surveys on the satisfaction of users of hydrometeorological information services ahead of the upcoming mid-term review for phase 1 countries. Lastly, AGRHYMET CCR-AOS will organize a webinar on data collection and entry modalities linked to PDO Indicator #1 (reduction of food insecurity), for which Cadre Harmonisé data is used. Furthermore, AGRHYMET CCR-AOS will continue the impact evaluation of its information services by building on the exploratory survey completed in 2023. The mission further stressed that AGRHYMET CCR-AOS needs to implement web-based analytics, such as website trackers, to more systematically track and measure how its information services are used. 13. Mid-term review : The next mission, tentatively planned for November, will provide an opportunity to conduct the project's Mid-Term Review (MTR). AGRHYMET will need to produce an MTR report prior to the mission, and surveys will need to be conducted beforehand to measure the project's indicators. The MTR will allow for a reassessment of activities and objectives, and will suggest possible changes. An initial and final workshop will also need to be scheduled. II. AGREEMENTS • Accelerate results: The mission outlined strategies to expedite implementation in 2024 and set target results for the year. In 2024, the PIU will shift its focus from recruiting technical staff and administrative tasks to (i) executing CILSS's activities under Component 1 and (ii) providing increased technical support to FSRP countries. • Prepare technical capacity-building roadmaps with FSRP: CILSS will continue bilateral discussions with National PIUs to enhance engagement and develop country-specific capacity-building roadmaps in AGRHYMET's areas of expertise. • Provide annual workshop and travel plans: Submit the yearly plan for workshop participation and travel for training or conferences for all Project team members in advance. • Prepare the Mid-Term Review report: Complete the Mid-Term Review report before the next mission. Signed virtually: Cecile Lorillou Dr. Mahalmoudou Hamadoun Task Team Leader, WB Executive Director, AGRHYMET CCR-AOS 5 Annex 1: List of Participants NAME TITLE EMAIL CILSS Kabirou Magagi M&E Specialist kabirou.magagi@cilss.int Alhassane Agali Coordinator alhassane.agali@cilss.int Assetou Kaboré GBV Specialist assetou.kabore@cilss.int Habibou Mahaman Kelzougna Financial Specialist habibou.kelzougana@cilss.int Salifou Coulibaly Procurement Assistant salifou.coulibaly@cilss.int Moustapha Hima Procurement Specialist moustapha.hima@cilss.int Aboubakar Hadiza IT Specialist Hadiza.aboubakar@cilss.int Abdou Ali Head, Information and Research abdou.ali@cilss.int Ibrahim Nouhou Accountant ibrahim.nouhou@cilss.int Prof. Sanoussi Atta Head of Education and Training sanoussi.atta@cilss.int Rondouba Rodrigue Midebel ECOAGRIS IT Consultant rodrigue.midebel@cilss.int Oumar Famara Gueye Consultant – cadre harmonisé ofgueye@gmail.com Amadou Tawaye Ibrahim Expert Consultant in Statistics and Econometrics tawayeibrahim@yahoo.com Dr. Idrissa Maiga Consultant in phytosanitary management idrissa.maiga@cilss.int Ali Doumbia Moctar Junior consultant alidoumbiamoctar@yahoo.fr World Bank Sebastian Raphael Heinz JPO sheinz@worldbank.org Stefan Arnold Von Gruenigen Consultant svongruenigen@worldbank.org Cécile Lorillou Disaster Risk Management Specialist clorillou@worldbank.org Mamane Hassane Gabari Procurement Specialist mhassanegabari@worldbank.org Helsy Priscilla Damiano Financial Management Specialist hdamiano@worldbank.org 6 ANNEX 2: Results Framework Update Status of Project countries indicators : Status: Regional indicators _C1 7 ANNEX 3: Summary of agreed actions Actions Responsible Due Date Status Comments Technical issues 1 Solve procurement issues for the AGRHYMET June 24 Operationalizing the hydromet extreme CCR-AOS watchroom, 2 Finalize procurement for the new AGRHYMET June 24 Business Model for AGRHYMET CCR-AOS 3 Meet with companies for PPE project AGRHYMET June 24 On-going “Rainfall monitoring and forecasting� CCR-AOS 4 Finalize procurement of consultancy for AGRHYMET June 24 PPE dialogue platform CCR-AOS 5 Support of FSRP countries in establishing AGRHYMET June/July 24 PPE agreements CCR-AOS 6 Prepare country-based capacity-building AGRHYMET February 28, Ongoing Expected by end of plan for key areas in consultation with CCR-AOS 2024 July. country PIUs 7 Foster data exchange in at least two AGRHYMET additional FSRP countries CCR-AOS M&E 8 Support ECOWAS-led M&E mission to AGRHYMET October 30, Done verify FSRP countries’ data collection CCR-AOS 2024 and analysis procedures related to C1 results framework indicators 9 Provide technical support to FSRP AGRHYMET October 30, Done countries in developing and conducting CCR-AOS 2024 pre-mid-term review surveys on satisfaction levels with hydro/agromet information 10 Organize virtual information session on AGRHYMET July 30 reporting modalities related to CH-based CCR-AOS results framework indicator (reduction of food insecurity) FM and procurement 11 Hire additional procurement consultant to CILSS August 30 accelerate critical acquisitions and recruitments Communication 14 Develop a communication plan, designate CILSS/AGRH January 30, Pending, expected Communication a communication specialist, increase YMET 2024 by July 31st specialist hired Mai communication engagement especially on 1st social media Other 15 Prepare a monthly follow up of CILSS/AGRH Continuous Ongoing disbursement table YMET/WB 8 9 ANNEX 4: Summary of agreed actions of last ISM (Nov’23) 76% of agreed actions done, 5% not completed, 19% ongoing Table 1: Summary of Agreed Actions Actions Responsible Due Date Status Comments Technical issues 1 Provide feedback on the AGRHYMET CCR-AOS Dec 20, 2023 Done updated APWB including / WB discussed activities during mission 2 Provide new updated AGRHYMET CCR-AOS Dec 18, 2023 Ongoing disbursement projections 3 Finalize and share technical AGRHYMET CCR-AOS January 15, Done guide on AGRHYMET 2024 services with countries 4 Prepare country-based AGRHYMET CCR-AOS February 28, Ongoing capacity-building plan for key 2024 areas in consultation with country PIUs M&E 4 Establish the baseline for all AGRHYMET CCR-AOS January 30, Done CILSS-related indicators 2024 5 Finalize gathering AGRHYMET CCR-AOS December Done information about national 18, 2023 indicators after wrap-up mission Safeguards 6 Disclose updated ESCP AGRHYMET CCR-AOS Nov 27, 2023 Done 7 Provide updated versions of Nov 27, 2023 Done the ESF reports 8 Submit updated Safeguard Nov 27,2023 Done Action Plan (including GBV/ SEA/SH) including all ECOWAS/CILSS/ planned activities for 2024 CORAF 9 Confirm that all staff have Jan 15 Done signed CoC 10 Submit next ESF quarterly Jan 15 Done report 11 Conduct virtual session on WB Q1 in 2024 Pending Environmental and Social Incident Reporting Tool (ESIRT) FM and procurement 12 Provide feedback on the WB Jan 15, 2023 Done documentation related to the hiring of the external auditor 13 Organize session to present CILSS November Done results of internal audit 29, 2023 10 Actions Responsible Due Date Status Comments 14 Reestablish AGRHYMET’s WB/CILSS December Done client connection access to 31, 2023 TF08B8255 15 Update the configuration of CILSS February 28, Delayed Software (Tompro) the accounting software and 2024 configuration still the manual of procedures to being updated consider the modification of (migration of the financial management accounting system), rules in the CILSS area. expected by the end of June 16 Update overview table of CILSS December Done Going forward, procurement packages by 21, 2023 timeline of consultant adding contract duration of deliverables/activities consultants and total budget will be added 17 Provide WB with internal CILSS December Delayed Mission planned for audit report 21, 2023 Mai 24, report expected by June 15 18 Provide to the WB Signed AGRHYMET CCR-AOS December Done contract with Walker Institute 18, 2023 Communication 19 Develop a communication CILSS/AGRHYMET January 30, Pending Communication plan, designate a 2024 specialist hired Mai communication specialist, 1st increase communication engagement especially on social media Other 20 Finalize the Technical CILSS/AGRHYMET December Done steering committee report and 21, 2023 send to the WB 21 Prepare a monthly follow up CILSS/AGRHYMET/WB Continuous Ongoing of disbursement table 11 ANNEX 5: FM and Procurement Details FM: The overall performance of the FM remained as MS and the FM Risk Moderate. • Total amount of financing to be executed under AWPB 2023: The total amount of financing committed under the AWPB 2023 was initially about US$ 2,763,086 and has been revised to US$ 1,770,310 of which a total of US$ 523,531.600 has been executed (51%). . The total amount of financing committed under the AWPB 2024 is about USD million 4,442, out of which USD 621,000 (14%) had been disbursed as of May 31. The mission encourages the team to take appropriate action to lift the bottlenecks which prevent her from increasing the AWPB 2024 disbursement rate. • External Auditor: The external auditor conducted his mission, and the report is yet to be received. The mission strongly recommended that the report is received on time ( as of June 30, 2024) as per the agreement requirement. • Internal Auditor: The internal auditor report has not been received by the date of this input. The mission encourages the PIU to share during each supervision mission a report on internal audit and to plan discussions around this report. • IFR: The WB received semi-annual IFRs from the PIU. At the time of this supervision the team complied with the IFR submission requirement, and their reports had been deemed acceptable to the WB. • Accounting: Since January 2024, there is a new accounting framework which requires an update of the configuration of the accounting software and the manual of procedures to consider the modification of the financial management rules in the CILSS area. The PIU is continuing the software reconfiguration, the FM staff had been trained FM on using the new framework. The mission encourages the PIU to update the procedures manual to consider these changes. • Use of financial resources: AGRHYMET CCR-AOS will prioritize the use the entirety of the Trust Fund Resources of the FoodSystem 2023 Trust Fund by November 2024 (latest by March 2025). When disbursement reaches 75%, the World Bank will prepare an amendment to increase the grant amount. Procurement: The Procurement performance is considered Moderately Satisfactory, and the risks remains Substantial. • The mission reviewed the status of implementation of the procurement plan and found that 59 activities had been recorded, 13 had been deleted and 28 were in the red, representing 60.86% of validated activities. The mission recommends greater effort in the implementation of the PPM and in the provision of information on the STEP, which must be up to date. The mission reviewed the status of implementation of the last mission's recommendations, and found that most had been met, while others were still in progress. The mission was informed of the difficulties encountered in carrying out certain activities, including the equipment for the delivery room, where the supplier is demanding full payment before delivery and without guarantee. The mission recommends that the project should not give in to such demands. In view of the above, the mission judges the performance of the procurement process to be moderately satisfactory, while the associated risk is substantial. 12