FIRST TRIMESTER PROGRESS REPORT FY 2020-21

(First Steering Committee Meeting of PCGG in Presence of Honorable Chief Minister Dor Mani Poudel)

July 16, 2020–November 15, 2020

Provincial Government Office of the Chief Minister and Council of Minister Provincial & Local Governance Support Proramme (PLGSP) Bagmati Province, Nepal

November 2020

Table of Content

Abbreviations 6 1. Background 8 2. Program Objective 8 3. Program Implementation Arrangement in the Province 8 4. Key Achievement Against Target 9 5. Details on the Progress 9 6. Mainstreaming Gender Equality and Social Inclusion (GESI) 11 7. Responding to COVID-19 Pandemic 12 8. Monitoring and Knowledge Management 13 8.1 Monitoring from Program Staff- no any monitoring events from program staff 13 were conducted during this period. 13 Observation from Provincial Authority- 13 Observation from Novesian Representative- 13 Observation from NPD and NPM - 13 9. Financial Progress 14 10. Linkage and Coordination: 14 11. Issues and Challenges 14 12. Lessons Learned 15 13. Recommendations/Suggestions 15 14. Plan and Priority for Next Quarter 16 Consolidated results-based reporting against the targets of P/ASIP 16 Annex–2: 21 Reporting on Training, orientation and workshop conducted during the 21 reporting period 21 Subject of the training: Cabinet Proposal Writing 21 Place and Duration : Hetauda, 2 Days 21 Date /residential/non-residential: 2077.07.26-27 ; Non Residential 21 Resource Person / Organization providing training: Principal Secretary, Secretary 21 and Concerned High Level Official of the Province Were the Training Resource Person 21 Hands out: Provided 21 1. 22 Annex – 3 23

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Executive Summary The key progresses of the Provincial Program Implementation Unit (PPIU) during first trimester has been summarized in the following points- 1. The office of PPIU has been setup in premises of Office of the Chief Minister and Council of the Ministers (OCMCM) in Hetauda and has been operating since then. 2. Review and revise existing acts, regulations and guidelines of provincial government has been achieved. 3. Recruitment process of 7 ITOs has been ongoing. 4. SDG Localization guideline initial draft has been submitted. Finalization is ongoing. 5. Mainstreaming gender in PG and GESI strategy/ guideline formulation process in ongoing. In this regard, GESI focal person (12) has been selected from each ministries and provincial offices and trained on GESI concept, GESI mainstreaming and GESI audit. 6. Necessary coordination and linkages were made during the period with the different agencies, ministries and institutions such as Provincial Comptroller office, Provincial Ministry of Economic Affairs and Planning, Provincial Policy and Planning Commission (for formulating periodic plan) and Ministry of Social Development (for GESI Mainstreaming at provincial level). 7. Financial progress of Rs. 462,422 has been achieved during the first trimester despite the COVID-19 pandemic that has affected number of officials in OCMCM Bagmati province office. 8. Five LGs laws and regulations reviewing process is in progress. 9. Capacity Development concept note has been submitted. 10. Technical Assistance team comprising Governance and legal expert, Public finance Management expert, IT and e governance expert and Administration and Finance assistance has been deputed during the period from MoFAGA/UNDP during this period.

The key progresses of the Provincial Center for Good Governance (PCGG) during first trimester has been summarized in the following points-

1. PCGG has established at provincial level and fully operationalized with minimum infrastructure and services. Earlier, Office of the Chief Minister and Council of the Minister (OCMCM) formulated Operational Directives (Gathan and Aadesh), 2077 for establishment of the PCGG.

2. The physical infrastructure and existing assets of the Local Development Training Academy (LDTA) / Women Development Training Center (WDTC) has been officially handed over to the province government after signing on the Memorandum of Understanding (MoU) between the Ministry of Federal Affairs and General Administration (MoFAGA) and Provincial Government (PG).

3. OCMCM has deputed (for) Executive Director with two officers to operationalize and running the PCGG activities. In addition, the Technical Assistance (TA) team comprising Local Governance Expert (LGE), Capacity Development Expert (CDE), and Curriculum Development Expert (CuDE), Gender Equality and Social Inclusion (GESI) Expert and Program Associate (PA) were also deputed during the period from MoFAGA/UNDP to support PCGG.

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4. So far, two meetings of steering committee were held in presence of the Hon. Chief Minister Dor Mani Poudel and made necessary policy decisions for PCGGs such as approval of the Annual Strategic Implementation Plan (ASIP), Annual Implementation Margadarshan, Local Level (LL) Selection with their Clustering and Renovation of the PCGG building along with the Detail Project Report (DPR) /Master Plan etc.

5. PCGG launched its own official website having dynamic facilities and linking with the Provincial and Local Governance Support Program (PCGG)/Capacity Development Management Information System (CDMIS) especially for roster management. The website has been designated for the targeted audiences with the necessary information and resource facilities including download of the notices, format, terms of reference (ToR) etc. The PCGG has also published a brochure with its menu of capacity development (CD) services during the period.

6. PCGG Team has developed EoI notice and it is likely to publish shortly in national newspaper. Together with this, PCGG has been preparing the RfP documents and Terms of Reference for different activities as planned under PCGG concerned outputs.

7. PCGG Bagmati has launched its first event namely Cabinet Proposal Writing Training under output 13 for officials of PG Ministries, where more than 22 participants (Under Secretaries, Section Officers and other concerned) were participated. The detail event report has been presented in Annex-3.

8. GESI focal person (12) has been selected from each ministries and provincial offices and trained on GESI concept, GESI mainstreaming and GESI audit. 9. Preparatory works for output 7, 8, 9, 10, 11, 13 and 14 have been done with the right direction towards achieving annual milestone of the program such as developing formats, preparing concept note and proposals, selecting LL, clustering LL, formulating ToR and EoI etc.

10. Necessary coordination and linkages were made during the period with the different agencies, ministries and institutions such as Staff College (for knowledge sharing), LDTA (for receiving curricula), Public Procurement Monitoring Office (PPMO) for developing procurement module, Provincial Ministry of Economic Affairs and Planning, Provincial Policy and Planning Commission (for formulating periodic plan) and Ministry of Social Development (for GESI Mainstreaming at provincial level).

11. No financial progress has been achieved during this trimester due to newly established structure of the PCGG, the operationalization process was lately started. On the other hand, the challenges as raised by COVID19 has also stagnated the financial progress during the trimester.

12. The key issues raised and problem faced during this trimester were i) Impact of the COVID19, ii) Technical problems in Treasury Single Account (TSA) Budget System, iii) Nominal budget norms for hiring of the quality resource person, iv) Lacking of the Common Training Module and v) Insufficient Staffing in PCGG.

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13. Despite of many challenges and issues, PCGG team has realized two kinds of the leanings over the period. First, the need of systematic way to collect capacity development demands both at provincial as well as local level. Second, need of revision of the existing training norms.

14. Looking on the pandemic situation of COVID19, PCGG has suggested preparing of a protocol of COVID19 for PLGSP Team so that it would guide and ensure preventive measures for all staffs during PASIP implementation and field movements.

15. The PCGG has prioritized its next plan for second trimester such as managing the roster of the consultant; calling of the EoI along with its assessment and contractual process with the selected firms; conducting CD activities especially under output 13 and 14; and renovation of the PCGG building and preparing master plan of the PCGG premises along with the DPR.

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Abbreviations

AMEP Annual Monitoring and Evaluation Plan ASIP Annual Strategic Implementation Plan CD Capacity Development CDE Capacity Development Expert CDMIS Capacity Development Management Information System CuDE Curriculum Development Expert DPR Detail Project Report ED Executive Director GESI Gender Equality and Social Inclusion GESIE Gender Equality and Social Inclusion Expert JICA Japan International Cooperation Agency LDTA Local Development Training Academy LG/LL Local Government/Local Level LGE Local Governance Expert MoF Ministry of Finance MoFAGA Ministry of Federal Affairs and General Administration MoU Memorandum of Understanding NPD National Program Director NPM National Program Manager OCMCM Office of the Chief Minister and Council of the Minister PA Program Associate PASIP Provincial Annual Strategic Implementation Plan PCGG Provincial Center for Good Governance PG/PL Province Government/Province Level PLGSP Provincial and Local Governance Support Program PCC Provincial Coordination Committee PPD Provincial Program Director PPIU Provincial Program Implementation Units PPM Provincial Program Manager PPMO Public Procurement Monitoring Office PPRR Project on Participatory Rural Recovery RFPs Request for Proposals TA Technical Assistance ToR Terms of Reference TSA Treasury Single Account UNDP United Nation Development Program WDTC Women Development Training Center

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1. Background

Federal system is a new system for Nepal. For all Provincial and Local Governments (LGs) in Nepal, implementation of the federal system is in early stage. Providing sufficient capacity for provincial and local governments for delivering prescribed minimum level of their assigned public service responsibilities is the key challenges for the federal system.

In this connection, the Provincial and Local Governance Support Program (PLGSP) has been designed as a main vehicle through which capacity gaps will be addressed. During the program period, PLGSP is expected to provide various levels of training and support to elected representatives and staffs to address the capacity gap areas. It is envisaged that this program will strengthen provincial and local governance systems, procedures and intergovernmental relationships, to maximize benefits in terms of cooperative federalism and enhance the capacity of provincial and Local Governments (LGs) to deliver services and effectively manage development processes.

Thus, PLGSP is the national flagship program of the Government of Nepal (GoN) to build institutional, organizational and individual capacity at all levels of government, with special focus on the provincial and local levels. An umbrella program as such will provide a common framework for coordination and coherence of all governance- related program at the provincial and local levels and also accommodates other donor- funded program. Thus, PLGSP will provide a coherent approach to develop capacity under the federal system.

2. Program Objective

The general objective of the Provincial and Local Governance Support Program (PLGSP) is the attainment of functional, sustainable, inclusive and accountable provincial and local governance. There are two specific objectives of the program- First, to strengthen provincial and local governance systems and procedures, and, inter-governmental relationships to maximize benefits of cooperative federalism for Nepali citizenry. Second, to enhance the capacity of provincial and local governments to deliver services and development outcomes effectively to citizens

3. Program Implementation Arrangement in the Province

The Office of Chief Minister and Council of Minister (OCMCM) is the key responsible agency in implementation of PLGSP at province level. The Provincial Program Director (PPD) / Provincial Program Manager (PPM) are the key responsible official for overall implementation of PLGSP at province level. The Provincial Programme Implementation Units (PPIU) has been established in the Office of Chief Minister and Council of Ministers and responsible to provide technical support to provincial government and local governments. PPIU has been functioning under the guidance and direction of the Provincial Coordination Committee (PCC). The policy, institution and system support have been provided through PPIU to concerned agencies.

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On the other hand, Provincial Center for Good Governance (PCGG) functiong under the Provincial Government has been equally responsible for delivering training, orientation and capacity development activities to provincial and local government representatives and staff. The PCGG has been functioning under leadership of the ED with policy guidance and direction from its board of directives and steering committee which is chaired by Hon. Chief Minister.

4. Key Achievement Against Target

As the progresses of the most of the indicators of the log frame are in the initial stages, the corresponding output has yet to be achieved so far. Therefore, this section has been skipped and will be mentioned in upcoming trimester report. For initial progress status of each output, please refer to Annex-1.

5. Details on the Progress

Milestone relating to activity 4.1 i.e. review and revise existing acts, regulations and guidelines of provincial government has been achieved. One act and one regulation of provincial government has been formulated. For instance provincial good governance act and establishment and execution order for PCGG has been issued.

We have contributed to output 7 by facilitating Bagmati provincial government to issue executive order for PCGG.

Under output 4, OCMCM/PPIU has already prepared guideline for activity 4.2 to review existing acts and regulations prepared by LGs and provide necessary feedback for improvement. For this OCMCM/PPIU has selected 5 LGs by making inclusive of mountain, hill, & terai regions as well as urban, rural and metropolitan local governments to represent all kinds of governments. Before this OCMCM/PPIU has prepared guidelines to select LGs for this purpose and got approval from Principal Secretary.

Under output 5, Activity 5.1: Mainstream GESI in provincial governments (PGs) including formulation of GESI strategy /guideline, the OCMCM/PPIU has facilitated to to appoint GESI focal person in each provincial ministries and central provincial authorities. And OCMCM/PPIU organized a workshop to interact with GESI focal persons to mainstream GESI in their work environment, programs, policies, & Monitoring and evaluation. It also discussed on the subject of survey questions and gender responsive budgeting. The participants expressed their commitments on various action plans such as prepare GESI profile of Bagmati province, provide guideline on GESI audit, prepare GESI strategy of Bagmati province, organize training to GESI focal persons for including GESI issue while formulating plan, hold assembly of GESI focal persons every 2 months, prepare budget and program taking GESI into consideration, construct disable friendly offices, construct gender friendly toilets, provide suggestions to government to abide by the GESI commitments made in international forums and implement them in practice, ensure focal person’s office is following GESI in their offices by following all the rules and regulations, formulate

9 | P a g e operating procedures relating to GESI on provincial level, establish a mechanism to hear complain of women, initiate process to setup women toilet and put trash can in toilet, initiate to establish visitors room in chief attorney office and keep sanitizer in that room, communicate with all offices under ministries to assign GESI focal person, monitor of GESI program.

Under output 5, PPIU has prepared initial draft of SDG localization guideline with provincial target indicators and submitted to PPD for review relating to activity 5.10. After the review is done, PPIU is in the process of publishing it and distributing to local levels. Interaction meeting with representatives from ministry of economic affairs and planning, principle secretary, provincial program director, provincial policy and planning commission, PPIU and others on the issue of SDG localization, MTEF and periodic planning which was lead by provincial policy and planning commission.

Similary PPIU has already taken steps to strengthen the IT related capacity of all the ministries by helping OCMCM to appoint each IT officers in seven ministries. This is done from activity 6.1. This process is based on the guideline prepared by PPIU key personnel and the guideline is approved by PPD and principal secretary. Now 32 ITOs have been shortlisted for interview out of 276 applicants.

Trimester financial reporting has been done comprising both PPIU and PCGG expenditures.

While designing training for IT officers of Bagmati province PPIU has conducted need assessment through zoom meeting inviting local government representatives and staffs from Sindhupalchowk and Kavre districts’ local governments, designed course contents, performed necessary coordination and all other necessary technical support to PCGG.

Prepared ToR of focal contact persons of LGs relating to GESI, PFM, IT, CD and Goverance and Leal and forwarded to all local levels by the OCMCM/PPIU directing them to assign each focal person on the respective subject area to facilitate the flow of information from local levels to provincial level and between local levels to establish fair, accountable, participatory, transparent and corruption free public administration. This process is approved by principal secretary and PPD of Bagmati province. Official letter is sent by provincial government to 119 LGs.

Under output 7, PCGG has been established at provincial level and fully operationalized with minimum infrastructure and services. Earlier, Office of the Chief Minister and Council of the Minister (OCMCM) issued Operational Directive (Gathan and Aadesh, 2077) for establishment of the PCGG. The physical infrastructure and existing assets of the Local Development Training Academy (LDTA) / Women Development Training Center (WDTC) has been officially handed over to the province government after signing on the Memorandum of Understanding (MoU) between the Ministry of Federal Affairs and General Administration (MoFAGA) and Provincial Government (PG). Likewise, OCMCM has deputed (for) Executive Director with two officers to operationalize and running of the PCGG activities. So far, two steering committee meeting were held in presence of the Hon. Chief Minister Dor Mani Poudel

10 | P a g e and made necessary policy decisions for PCGGs such as approval of the Annual Strategic Implementation Plan (ASIP), Annual Implementation Margadarshan, Local Level (LL) Selection with their Clustering and Renovation of the PCGG building along with the Detail Project Report (DPR) /Master Plan etc.

Under output 8, 9, 10 and 11, PCGG team has done its preparatory works for with the right direction towards achieving annual milestone of the program such as developing formats, preparing concept note and proposals, selecting LL, clustering LL, formulating ToR and EoI etc. developed EoI notice and it is likely to publish shortly in national newspaper. Together with this, PCGG has been preparing the Terms of Reference and RfPs for different activities as planned under PCGG concerned outputs.

Under output 13, PCGG Bagmati has launched its first event namely Cabinet Proposal Writing Training under output 13 for officials of PG Ministries, where more than 22 participants (Under Secretaries, Section Officers and other concerned) were participated.

Similarly, under output 14, the team has also made few preparatory works including finalization of the list of CD activities together with the LG Associations, preparation of few training proposal. As a piloting, one training event for LGs through Zoom (Virtual) on procurement process had also conducted during this period and 27 LG staffs and representatives were capacitated.

6. Mainstreaming Gender Equality and Social Inclusion (GESI)

Gender Equality and Social Inclusion (GESI) mainstreaming is one of the important components of PLGSP program. To mainstream GESI on ASIP of the PCGG, the following activities were done during the first trimester;

Prepared Checklist for GESI Friendly Office Structure- as PCGG office is in the process of renovating, key checklist for GESI friendly office has been prepared which will be implemented soon with renovation. GESI checklists are as follows; - Separate toilet for women and men (disable friendly- commode with handle) - Availability of sanitary pads for emergency. - Bucket with cover lid in bathrooms. - Code of conduct (language, behavior related)- written flex hanging in wall. - Breastfeeding room for lactating women staff./ resting room - Time to time Gender orientation provision in office. - Zero tolerance of GBV. - Feedback and complain mechanism with confidentiality maintenance. (e.g complain box setup in different place)

Prepared GESI Mainstreaming Proposal - PCGG has prepared GESI mainstreaming concept note/proposal and provided clear guidelines to mainstream GESI in province level. The proposal ensure to mainstream GESI activities such as selecting GESI focal person, clarifying roles and responsibilities of GESI focal person, GESI audit of provincial ministries, GESI policy development of Bagmati province, capacity building activities for GESI focal person etc. This proposal has been approved by the OCMCM, Hetauda. In the basis of the proposal, GESI focal person has been selected in each

11 | P a g e ministries and provincial offices in Bagmati Province. All the GESI related activities have been lead by Ministry of Social Development at Provincial level in close coordination and guidance of OCMCM.

Disaggregated Data Format Development- PCGG have developed disaggregated data format to use in any training/workshop program organized by PCGG/PPIU. It is expected that the format will help to assess the inclusiveness status of the program during monitoring and evaluation process.

Bagmati Province GESI Profile Format Development- During the meeting with GESI focal person, it was agreed and planned to publish GESI profile of Bagmati province. Therefore, as a first step, PCGG has been working on a staff diversity profile at the provincial levels far, a format has been prepared and shared to OCMCM for the necessary inputs and feedback.

Facilitated GESI Mainstreaming Session on GESI Focal Person Workshop- On behalf of PCGG, the GESI Expert had facilitated a session on GESI mainstreaming in GESI focal person workshop. On that workshop, GESI expert has supported PCU team on preparation of the workshop contents, schedule, facilitating session and preparing report. These all activities were carried out in coordination with OCMCM, PPIU.

Key Achievements on GESI During the Reporting Period

- 12 GESI focal person has been selected from each ministries and provincial offices. - 12 GESI focal person were trained on GESI concept, GESI mainstreaming and GESI audit. - Capacity assessment of GESI focal person has been completed. - Preparatory works for output 10 has been done, Such as selecting district and local government for GESI audit, preparing TOR and EOI for GESI audit and GESI mainstreaming training etc. - Local level GESI focal person roles and responsibilities one pager has been prepared and submitted to OCMCM to select GESI focal person in local level.

Good Practices:

GESI focal person selection in provincial level is one of the good practices to mainstream gender. It helps to own GESI mainstreaming in province level and coordination and support will be continue throughout the program. Also by building their capacity on GESI mainstreaming, it helps to improve the quality of works and supports on fair decision making.

Another good practice is to discuss about GESI friendly office structure in the renovation period. When we discuss about it in the starting phase, it will help to build GESI friendly infrastructure accordingly.

7. Responding to COVID-19 Pandemic

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No any activities were conducted on responding to COVID19 during this trimester. However, follow up information on COVID19 have been taken from the Information Technology Officer (ITOs) of the selected LGs.

8. Monitoring and Knowledge Management

8.1 Monitoring from Program Staff- no any monitoring events from program staff were conducted during this period.

8.2 Monitoring from PCU/Donor/Provincial Official

Observation from Provincial Authority- Chief Minister- Hon. Chief Minister Dor Mani Poudel had visited PCGG on October, 2020 and guided to the program regarding establishment and smooth operationalization of the PCGG. Hon. Vice Chair Person of the Provincial Policy and Planning Commission had also visited PCGG on October, 2020 and provided necessary feedback to the program regarding planning and implementation of the ASIP activities and highlighted on harmonization with the provincial policies and agencies. Likewise, Principal Secretary of the Bagmati Province Dr. Man Bahadur BK and Secretary and PPD of the program Dr. Hari Lamsal had shortly visited PCGG on October, 2020 and provided necessary feedback on smooth operationalization of the PCGG activities. Observation from Novesian Representative- Mr. Raj Kumar Dhungana, donor representative from Norvegian Embassy had informally visited the PCGG on November 2020 and discussed with the ED and PCGG TA Team on strategic envisioning of the program on strengthening the federal system in Nepal. As one of the key donor representative, Mr Dhungana had also provided valuable input and feedback to the PCGG. Observation from NPD and NPM - Mr. Gopi Khanal, National Program Director (NPD) and Mr. Chiranjivi Timsena, National Program Manager (NPM) of PLGSP had visited PCGG on October, 2020 and provided quick feedback to expedite ASIP activities. On the occasion, NPD and NPM both had reminded a long run envision of PLGSP and suggested to explore the PCGG as an excellent training academy bridging the local level and provinces in line with the spirit of the constitution. 8.3 Interview Published in Online Media- Sthaniya Online Khabar had covered the kick off message of the PCGG through an in-depth interview with Mr. Dipendra Subedi, Executive Director (ED) of the PCGG. The online article as published on Sthaniya Online Khabar had highlighted on the short term and long run mission of the PCGG.

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Please Refer Article Link : https://www.sthaniyakhabar.com

9. Financial Progress On program activities, NRs. 70,150 has been spent to appoint a GESI focal person in each of seven ministries and orient them on GESI matter. NRs. 392,272 has been recorded as operating expenses on various headings. In totally Rs. 462,422 has been spent.

No financial progress has been achieved during this trimester. Due to newly established structure of the PCGG, the operationalization process was lately started. On the other hand, the challenges as raised by COVID19 has also stagnated the financial progress during the trimester. In addition, problems in budget release system of the Ministry of Finance (MoF) also created a technical problem on budget release process of the PCGG. According to the account officer of the PCGG, the budget code and budget has not been seen in the TSA Budget System of the Ministry of Finance. Due to this problem, no any budget has been released from KoLeNiKa so far though there was a few expenditure on the administrative as well as program headings during this period.

10. Linkage and Coordination:

- Coordination meeting with Staff College regarding knowledge sharing and mutual cooperation between PCGG and Staff College - Coordination with Local Development Training Academy (LDTA) regarding receiving the training module as developed by the LDTA and getting necessary support on designing of the curricula of Procurement Training Module. - Coordination with the Public Procurement Monitoring Office (PPMO) regarding the consultation on designing of the curricula of Procurement Training Module. - Coordination with Ministry of Economic Affairs and Planning and the Provincial Policy and Planning Commission of Bagmati Province for harmonization on co- funding and formulation of the periodic plan of the potential local level. - Coordination with the JICA/PPRR Project for technical support on periodic plan of the potential local level of the Bagmati Province with addressing the issue of the disaster risk reduction on the periodic plan. - Frequent virtual meeting has been held with the LGs especially, to find their response on periodic plan and making felt needs in the areas of capacity development for both elected representative es and civil servants. In this respect, PCGG has sent a Capacity Demand collection template to all LGs. - PCGG has established a functional linkage and coordination with Ministry of Social Development on GESI Mainstreaming at provincial level, which is the lead ministry in this respect.

11. Issues and Challenges

- COVID19- The multiple impact of the COVID19 has also created implementation challenges. The field movement as well as event organization has been bounded and/or slow down due to COVID19 protocols and restrictions.

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- Problems in Budget Release System- The budget code and budget has not been seen in the Treasury Single Account (TSA) Budget System of the Ministry of Finance. Due to this problem, no any budget has been released from KoLeNiKa so far though there was a few expenditure on the administrative as well as program headings during this first trimester period.

- Common Module- The same training activities has been provisioned in the ASIP of all 7 provinces meaning that they are working differently in the same training module. Looking behind the effort made by the TA Team of all the 7 provinces during this period, it is observed and realized that they all are doing the same job with more or less same way. In one way, this is wastage of the time and effort by all the provinces for the same work. Therefore, it would be efficient and much better, if there is a system that may ensure the common module for all the 7 provinces. The anticipated role of the restructured LDTA on curricula development and training module is still not clear.

- Insufficient Staffing in PCGG- As per the organogram of PCGG, the staffing number is 20 including executive director and two directors. However, only 3 staffs including (for) executive director, account officer and administrative officer are deputed from province government which is insufficient staffing to run the PCGG in terms of the workload and budget consumption. In the meantime, the first board meetings held in presence of Hon. Chief Minister had decided to manage the required staffing from Women Development Training Centers (WDTC) under LDTA. But, the existing staffs of WDTC have preferred to work under LDTA. Therefore, the next option is to mobilize the required staffs from province as soon as possible, which may take due course of time meaning that the implementation of the ASIP activities will be slow down due to insufficient staffing.

12. Lessons Learned

I.Need of Systematic Way to Collect Capacity Development Demand– both at provincial as well as local level, there is an urgent need of the systematic way to collect and assess the capacity development activities. It is expected that local level institutional self-assessment (LISA) will somehow address this issue for local level from next FY but the province will still left over for collecting its CD demands in a systematic way. Therefore, PCGG has planned during this FY to prepare a CD Framework of the province to address this issue with close consultation and participation of the provincial agencies and personnel.

13. Recommendations/Suggestions

Protocol for COVID19- Looking on the pandemic situation of COVID19, it is suggested to prepare a protocol of COVID19 for PLGSP Team so that it would guide and ensure preventive measures for all staffs during ASIP implementation and field movements.

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14. Plan and Priority for Next Quarter

Roster Management/Mobilization- PCGG will maintain and manage its roster of consultant and mobilize them as per requirement. The PCGG will launch its own website very soon calling individual for registering in the roster through the link to PLGSP roster. TA teams will also asses the existing roster manually for immediate mobilization of the consultant.

Calling Expression of Interest (EoI)/Assessment/Mobilization- there are four key activities to call EoI from interested firms/consultancies and institution. The PCGG TA Team has been preparing its support documents including Terms of Reference (ToR) and Request for Proposals (RFPs) and plan to publish EoI notices very soon. The next step will be to assess the EoI/RFPs and awarding the selected firms. PCGG will make an agreement with the selected firms and mobilize them after ToT, orientation and guidance and instructions.

Conducting CD Activities- There are lots of activities of the capacity development especially under output 13 and 14. The PCGG has planned and given a high priority to conduct these activities with its full strength during the next trimester.

Renovation of the PCGG Building/Master Plan- The then WDTC building is the PCGG main building which is under maintenance for immediate office set up. However, the second steering committee meeting of the PCGG held in presence of Hon. Chief Minister had decided to renovate the building as per the Detail Project Report (DPR). The meeting had also given a mandate to mobilize a consultant for preparation of the master plan along with the DPR of the entire premises of the PCGG. Therefore, the next focus of the PCGG will be to mobilize consultant to prepare DPR for renovation purposes of the then WDTC building and to start its bidding process for re-construction the building and to mobilize for preparation of the master plan with DPR of the entire PCGG area.

Annex -1 Consolidated results-based reporting against the targets of P/ASIP

Reporting Period: First Trimester

First Trimester Progress Status Activity Milestone Progress Remarks Target (%) Output 4. Provincial governments drafted legislation in a consultative manner Activity 4.1. Revise 3 Acts Formulated 1 act and 1 regulation. 100 3 Times and 3

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Review and revise Regulations of existing Acts, PG regulations and guidelines of PG. Activity 4.2 Review Review 5 laws Review laws prepared by 5 LGs and 33 Minutes and existing Acts and prepared by provide feedback for improvement guideline has regulations prepared LGs and provide been issued and by LGs and provide feedback for budget has been necessary feedback improvement allocated. for improvement Output 5: Modernized PG systems enable horizontal and vertical accountability to all citizens and mainstream GESI

Activity 5.1: Mainstream GESI focal person in each ministries has 33 Mainstream GESI in GESI in PG and been designated and training to them has provincial develop GESI been delivered and commitments on GESI governments (PGs) strategy action plan has been obtained. including formulation of GESI strategy /guideline Activity 5.3 Support Provincial Provincial Coordination Coordination Council Council Meeting meeting and held once a execution of decision year and decision minuted /implemented Activity 5.4 Organize Organize Coordination Meeting meetings on. of PCC of PLGSP on trimester basis trimester basis Activity 5.6 Publicize Disseminate programme and programme and progress of PG progress of PG through different twice a year means of communication. Activity 5.10 Prepare Develop SDG One SDG localization draft guideline has 33 After review is SDG localization localization been prepared and submitted to done. Publication guideline with guideline PPIU/OCMCM for their review. will be done and provincial target guideline will be indicators and distributed to LGs. provincial poverty reduction paper Activity 5.11 Reform Digitize service governance system delivery of (digitizing regular transport and services of PG and small & cottage ministries) industry office in Bagmati province Output 6: PGs manage provincial public administration functions more effectively Activity 6.1: Develop Installed IT Recruitment of 7 ITOs has been ongoing IT based information based Office and will probably be finished by December 33 Management 2020. Need assessment of ITOs from

17 | P a g e management system system in Sindhupalchowk and Kavre has been done in OCMCM OCMCM from Zoom before delivering training to them. Activity 6.10 Develop Developed HR Concept paper of human resource human resource & Institutional development plan and training policy has 25 development plan Policy been submitted to PPD. and training policy Activity 6.15 Develop Developed and internal control implemented system for PG and Internal execute it Controlling system in PG Output 7: PCGGs made operational to deliver CD service Activity 7.1: (i) Facilitate OCMCM and LDTA in PCGG 100 Establish Provincial Handover Process established at Center for Good (ii) PCGG Gathan/Adesh Formulated by provincial level 100 Governance (PCGG) OCMCM (i) For Executive Director Deputed from 100 OCMCM (ii) Steering Committee Meeting Held 100 2 Times (iii) Annual Implementation Margadarshan 100 Activity 7.2: Approved PCGG Fully Operationalization of Operationalized (iv) PCGG Staffing Fulfilled 15 3 staffs out of 20 the PCGG (v) PCGG Brochure Produced with CD 100 Menu of Services (vi) PCGG Website Developed with Roster 60 of Consultant (i) Immediate Maintenance Work Initiated 80 Activity 7.3: Steering Renovate/reconstruct Committee physical Approved to PCGG CD (ii) Prepare Master with DPR for long term infrastructure of 20 Proceed Ahead. infrastructure planning of PCGG Physical infrastructure Provincial Center for Initial Meeting well equipped Good Governance with Consultant (PCGG) -WDTC Held Jawalakhel Outline of the ToR (iii) Renovation & construction work 20 Given to the Consultant Output 8: Modernized LGs have strong administrative systems and accountable public financial management (PFM) system Concept Note Activity : Orientation 357 Members Prepared and to board members (i) Roster Preparation and Mobilization 10 oriented Under Approval and officials on RIAP from ED (ii) LG Selection Criteria Developed 100 Activity :Prepare revenue 47 LGs (iii) LG Selected and Take Approval from 100 improvement action prepared RIAP Steering Committee plan (RIAP) EoI Under (iv) Preparation of the EoI and Published 80 Publication Conduction of (i) LG Selected and Take Approval from 100 LISA in 119 LGs Steering Committee

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Activity : Introduce EoI Under LISA in local (i) Preparation of the EoI and Published 80 Publication governments Activity :MTEF Concept Note preparation Key officials and Prepared and orientation to board (i) Roster Preparation and Mobilization 10 staff of 119 LGs Under Approval members and from ED officials (i) LG Selection Criteria Developed 100 Activity :Prepared 24 LG Prepared (ii) LG Selected and Take Approval from CD plan of local 100 CD Plan Steering Committee government EoI Under (iii) Preparation of the EoI and Published 80 Publication (i) LG Selection Criteria Developed 100 Provincial Policy and Planning Commission of (ii) LG Selected with Coordination of 10 the province has Province/Stakeholders 14 LGs been coordinating Activity :Prepare formulated for formulation of periodic plan of LG Periodic Plan the periodic plan 2 meetings were held with Provincial Policy (iii) Coordination Meeting Held 100 and Planning Commission and LGs Output 9: LG systems enable horizontal and vertical accountability to all citizens Activity :Develop Concept Note internal controlling 7 LGs (i) Detail Proposal Prepared and Approved Prepared and system in 7 LG ( developed IC 20 from ED Under Approval Coaching & system from ED Mentoring) Activity Orient and (i) LG Selection Criteria Developed 100 introduce Public 47 LGs oriented Accountability Tools (ii) LG Selected and Take Approval from and adopted PA 100 ( Public Audit, Public Steering Committee and PH Hearing and Social (iii) Preparation of the Concept Note 0 Audit) Output 10: LG systems mainstream GESI in their service delivery (i) LG Selected and Take Approval from GESI 100 Activity :GESI Steering Committee mainstreamed mainstreaming in LG EoI Under in 119 LGs (ii) Preparation of the EoI and Published 80 Publication (i) LG Selection Criteria Developed 100 55 LGs Activity :Conduct (ii) LG Selected and Take Approval from conducted GESI 100 GESI audit of LGs Steering Committee Audit EoI Under (iii) Preparation of the EoI and Published 80 Publication Output 11, LG"s system enable citizen engagement and inclusive Participation Activity : Prepare Tole Land and develop citizen 40 % LGs (i) Prepared Tole Land Organization Organization engagement and adopted citizen 80 Guideline Guidelines inclusive participation engagement Drafted and guidelines for LGs

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Submitted to PCU/MoFAGA

Oitput 13: Elected representatives and civil servants at the provincial level are incentivized and trained for delivering high quality services ( 290 PG rep and PG staff )

(i) List of the CD Activities Finalized 90 Design & Deliver CD programme ( (ii) Curricula Committee Formulated 90 demand based ) for 290 PG rep and (iii) Training Curricula and Module 30 provincial elected PG staff will be Developed representatives & capacitated (iv) Training Proposal Prepared 20 Staff on following (v) Deliver CD Training on Cabinet 26 Provincial areas 100 Proposal Writing to the Provincial Officials Staffs Capacitated Output 14: LGs’ elected representatives and civil servants are empowered and trained for delivering high quality services ( 3200 LG's Rep and Staff ) (i) Finalize the list of CD activities together 90 Design & Deliver CD with the LG Associations program ( demand (ii) Explore potential Experts /Facilitators 90 based ) for 3200 LG rep (iii) Training Curricula and Module 20 provincial elected and PG staff will Developed representatives & be Capacitated Staff on following (iv) Training Proposal Prepared 20 areas (v) Deliver CD Training on Procurement 20 LG Staffs 100 Process Through Zoom (Virtual) Capacitated

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Annex–2: Reporting on Training, orientation and workshop conducted during the reporting period

Subject of the training: Cabinet Proposal Writing Place and Duration : Hetauda, 2 Days Date /residential/non-residential: 2077.07.26-27 ; Non Residential Resource Person / Organization providing training: Principal Secretary, Secretary and Concerned High Level Official of the Province Were the Training Resource Person Hands out: Provided

Particicapant Details : Gender Social Inclusion Address / Dali Name of Janajat BC S Full Name of the organization t Madhes Musli Other N Participant Me Wome Othe i hill/ hill/tara Disabilit of the n n r hill/ i m y s Participants tarai i terai

Ministry of Internal 1 Binod Gautam √ √ Affairs And Law Ministry of Saraswati Internal 2 √ √ Neupane Affairs And Law Sudarshan 3 OCMCM √ √ Dhakal 4 Ministry of Pesal Kumar Internal √ √ Pokharel Affairs And Law 5 Dipesh Khanal OCMCM √ √ 6 Ministry of social Ashok Kafle √ √ developmen t 7 Ministry of Rudra Hari social √ √ Bhandari developmen t 8 Ministry of ChandraKumar social √ √ i Banjankar developmen t

Dalit hill/ teraiDalit hill/ teraiDalit hill/ teraiDalit hill/ teraiDalit hill/ teraiDalit hill/ teraiDalit hill/ teraiDalit hill/ teraiDalit hill/ teraiDalit hill/ terai Janajati hill/ taraiJanajati hill/ taraiJanajati hill/ taraiJanajati hill/ taraiJanajati hill/ taraiJanajati hill/ taraiJanajati hill/ taraiJanajati hill/ taraiJanajati hill/ taraiJanajati hill/ tarai MadhesiMadhesiMadhesiMadhesiMadhesiMadhesiMadhesiMadhesiMadhesiMadhesi MuslimMuslimMuslimMuslimMuslimMuslimMuslimMuslimMuslimMuslim BC hill/taraiBC hill/taraiBC hill/taraiBC hill/taraiBC hill/taraiBC hill/taraiBC hill/taraiBC hill/taraiBC hill/taraiBC hill/tarai OthersOthersOthersOthersOthersOthersOthersOthersOthersOthers

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9 Bishnu Kumar Moitfe √ √ Bhandari 1 Dr. Avash Molmac √ √ 0 Koirala 1 Sukraman Rai Molmac √ √ 1 1 Dr. Sabina Molmac √ √ 2 Mishra 1 Kausal Prasad ocmcm √ √ 3 Dhungana 1 Surendra Karki MoIAL √ √ 4 1 Chiranjivi ppc √ √ 5 Prasad Poudel 1 Om Thapaliya OCA √ √ 6 1 Prem Kumar Moitfe √ √ 7 Shah 1 Umesh KC OCMCM √ √ 8 1 Hari Prasad OCMCM √ √ 9 Lamsal 2 Radhika Aryal OCMCM √ √ 0 2 Hari Humagain NJF √ √ 1 2 Sanjiv Subedi Moitfe √ √ 2 2 Ramesh 3 Kumar ocmcm √ √ Upadhyae Total 19 4 2 1 19 1.

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Annex – 3 Event reporting on training, meeting/workshop and orientation

Ministry of Federal Affairs and General Administration Provincial and Local Governance Support Program Provincial Center For Good Governance (PCGG)

Event Reporting Template

☒Training | ☐ Workshop | ☐ Meeting | ☐ Orientation (Check appropriate event type)

Name of Event: Cabinet Proposal Writing Training Date From: 11.11.2020 Date to: 11.12.2020

Venue Targeted organization ☒Provincial Government Province: Bagmati Province_ ☐District Coordination Committee ☐Metro District: Hetauda, Makwanpur ☐Sub-Merto ☐Municipality Local Government: Hetauda Sub_Metropolitancity ☐Rural Municipality ☐Ward ☐Other

Background:

Federal system is a new system for Nepal. For all Provincial and Local Governments (LGs) in Nepal, implementation of the federal system is in an early stage. Providing enough capacity for provincial and local governments to deliver a prescribed minimum level of their assigned public service responsibilities is the key challenges for the federal system.

In this connection, the Provincial and Local Governance Support Program (PLGSP) have been designed as a main vehicle through which capacity gaps will be addressed. During the program period, PLGSP is expected to provide various levels of training to elected representatives and staffs and support to address the capacity gap areas. It is envisaged that the program will strengthen provincial and local governance systems, procedures and intergovernmental relationships, to maximize benefits in terms of cooperative federalism and enhance the capacity of provincial and Local Governments (LGs) to deliver services and effectively manage development processes.

Provincial Center for Good Governance (PCGG) under Province Government is the key responsible agency for delivering training, orientation and capacity development activities especially to the provincial and local government representatives as well as civil servants. To implement this responsibility, PCGG has planned

23 | P a g e different CD activities the political representatives and civil servant as during running FY 2020/21. Looking the high demand on cabinet proposal writing from provincial ministries, the event of the cabinet proposal writing has been designated for the official of the 7 different provincial ministries targeting to the 23 participants including men (20) and women (4). Objectives : A : To capacitate provincial official on Cabinet Proposal Writing B : To enhance knowledge, skill and capacity development on decision making proposal writing

Outputs Delivered: A : 24 provincial official will capacitated on cabinet proposal writing and will enhance their knowledge, skill on decision making proposals B : The 23 participant will orient on legal framework related with the cabinet proposal writing C : The training event will directly contribute to the output number 13 of the PLGSP result framework

Methodology :

The training event was conducted for two days and the curricula, contents, training methods and resource materials as delivered during the training sessions were well defined and approved from PCGG. The event was conducted with active participation of the participants focusing more on learning by doing principle. The high level official from the provincial ministry and concerned government agencies were the training facilitators of the events. Therefore, the sessions were more practical and useful for the participants and it is expected that they may utilize their training knowledge in their working ministries immediately after the trainings. Moreover, the training sessions were designated to deliver the contents by using the following technologies and methodologies-

- Meta-card and Chart Paper - Presentation through Projector - Group Discussion and Group Presentation - Brain Storming Methods - Lecturing, Interaction and Question-Answer Methods - Hands Out Distribution Key Leanings on :

A : Theoretical knowledge on cabinet proposal writings B : Knowledge on legal framework related with cabinet proposal C : Practical aspect of the cabinet proposal writing D : Group work while writing on cabinet proposal E : Decision related with cabinet proposal and their proper documentation F : Implementation, M&E of the approved cabinet proposal

Key Feedback and Recommendations :

A : Proper and timely management of the training hall such as lighting of the hall, electricity and Projector, sound system, participant sitting arrangements, protocol of the inauguration session etc. B : Need of the refreshment training on cabinet proposal writing C : It would be better if training certificate could be given to the participants D : It would be more effective if the training materials could be given prior the training days at least one day before. E : The training would be more effective if there would be individual as well as group works taking one more days of the training period. F : The training period lacks entertainment and therefore, it is recommended for entertaining breaks during and between the session in future G : Recommend to use more technological tools during training delivery Annex 1:

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Participants List

Address / Name of Gender Social Inclusion Full Name of the SN Designation organization of the Participant Participants Men Women Other Janajati Others Ministry of Internal 1 Binod Gautam Legal Officer √ √ Affairs And Law Saraswati Ministry of Internal 2 Legal Officer √ √ Neupane Affairs And Law

Sudarshan 3 Under OCMCM √ √ Dhakal Secretary Pesal Kumar Ministry of Internal 4 Officer, 7th √ √ Pokharel Affairs And Law Comuter 5 Dipesh Khanal OCMCM √ √ Operator Ministry of social 6 Ashok Kafle Officer, 7th √ √ development Rudra Hari Ministry of social 7 Officer, 10th √ √ Bhandari development Women Chandra Kumari Ministry of social 8 Development √ √ Banjankar development Officer Project Head, Bishnu Kumar Tourism 9 MoIMAC √ √ Bhandari Development, Project Livestock Dr. Avash 10 Devlopment MoIMAC √ √ Koirala Officer Section 11 Sukraman Rai MoIMAC √ √ Officer Livestock Dr. Sabina 12 Devlopment MoIMAC √ √ Mishra Officer, 7th Kausal Prasad Section 13 OCMCM √ √ Dhungana Officer 14 Surendra Karki Officer, 7th MoIAL √ √ Chiranjivi 15 Officer, 7th PPC √ √ Prasad Poudel Hon. Chief 16 Om Thapaliya OCA √ √ Attorney Prem Kumar 17 Officer, 7th MoITFE √ Shah 18 Umesh KC OCMCM √ √ Hari Prasad Province 19 OCMCM √ √ Lamsal Secrerary Province 20 Radhika Aryal OCMCM √ √ Secrerary 21 Hari Humagain Reporter NJF √ √ A. Forest 22 Sanjiv Subedi MoITFE √ √ Officer

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Bishnu Bahadur 23 MoITFE √ √ Bhandari Ramesh Kumar Under 24 OCMCM √ √ Upadhyae Secretary Total 20 4 4 20

Annex 3: Schedule of the Event

Days Time Activities Remarks 10:00-11:00 Registration Laxmi Rokaya Inauguration Session/Introduction/Expectation Dipendra Subedi and 11:00-11:30 Collection/Pre-Test Madan Kharel 11:30-01:00 Theory on Cabinet Proposal Writing Dr. Hari Lamsal First 10:00-01:30 Snacks Break 01:30-03:00 Legal Framework on Cabinet Proposal Writing Om Thapaliya 03:00-04:30 Practical Aspect on Cabinet Proposal Writing Dr. Som Lal Subedi 04:30-05:00 Summary and Closing of the Day 10:00-10:15 Review of the Day 1 Dipendra Subedi Federal Practices on Cabinet Proposal Writing and 10:15-11:45 Radhika Aryal Interaction 11:45-01:15 Group Work on Cabinet Proposal Writing Dr. Hari Lamsal 01:15-01:30 Tea Break 01:30-02:00 Practical Session on Cabinet Proposal Writing Group Work Second 02:00-02:30 Snacks Break Provisions on Cabinet Proposal Decision and Its 02:30-04:00 Dr. Man Bahadur BK Documentation Implementation and M&E of the Approved Cabinet 04:00-05:00 Dr. Man Bahadur BK Proposals 05:00-05:15 Closing

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Still Photos

} Event Inauguration by Hon. Chief Minister Dor Mani Principal Secretary Dr. Man Bahdur BK During Poudel Training Facilitation

(For) Executive Director Mr. Dipendra Subedi As a Mrs. Radhika Aryal, Sectretary of the OCMCM Event Modulator During Training Facilitation

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Figure 1: Capacity development training to Information Technology Officers.

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