Baseline Study Report of Procurement Governance for Home Grown School Feeding Program for Sissala East District
Report prepared by Sustainable Aid through Voluntary Establishment (SAVE-Ghana) for SNV Ghana
Study Period July - September, 2012
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Table of Contents
LIST OF FIGURES PAGE NUMBERS ______4 List of acronyms ______5 1 Acknowledgements ______6 2 Executive summary ______7 2.1 Objectives ______7 2.2 Purpose of the Baseline ______7 2.3 Partnerships ______8 3 Overview of the Ghana School Feeding Programme ______8 3.1 Objectives: The immediate objectives of the programme include: ______9 3.2 Principles ______9 3.3 National level ______9 3.4 GSFP in the Sissala East District ______10 4 Introduction ______10 4.1 Overview of the Sissala East District ______10 5 Research Methodology ______12 5.1 Method ______12 5.2 Sample ______13 5.5 Data Quality Management Measures ______14 5.6 Data Analysis and Report writing ______15 5.7 Stakeholders validation ______15 6 Findings ______16 6.1 Caterers ______16 6.1.4. How Caterers get in touch with farmers ______18 6.1.5 Procedure for Receiving Contract to Supply to School Feeding ______18 6.1.6. Proposal preparation ______18 6.1.7 Procedure for Receiving Contract to Supply to School Feeding ______19 6.1.8 Contracting Procedure for Supplying to School Feeding ______19 6.1.8 Criteria for determining payments to caterers ______20 6.1.9 Membership of Business organisation ______20 6.1.10 Participation in Training on Supplies to school feeding ______20 6.1.11 Menu and Place of Cooking Meals for School Feeding Program ______21 6.1.12 Storage Facility used by Caterer to store produce (before preparation) ______21
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6.1.13. Monitoring of Storage Facility and frequency ______22 6.1.14 Application of Quality Management Measures (QMM) ______22 6.1.15 Participation in SFP coordination meetings ______23 6.1.16 Challenges faced by caterers ______23 7 MOFA & NGOs ______24 7.1 MOFA/ District Agricultural Development Units ______24 7.3 Information on cereal/Grain banks ______25 7.5 MOFA Challenges ______26 8. Farmer Based Organizations ______27 8.1 FBOs capacity, dynamism and networking ______27 8.3 Storage Facility used ______28 8.4 Storage Problems ______29 8.5 FBOs involvement level in SFP procurement process ______29 8.6 Challenges ______29 9. Traders links to farmers and SFP ______30 9.1. Storage Facility and Capacity ______31 9.3. Price Determination ______32 9.4. Challenges of traders ______33 10. Recommendations ______34 10.1. Caterers ______34 10.2 MOFA ______35 10.3 Farmer Based Organizations______36 10.4. Traders______37 12. Appendix ______38 12.1 List of Caterers and contact ______38 12.2 List of traders and contacts ______40 12.3 List of FBOs and details of contact persons ______40 12.4 List of MOFA and NGOs interviewed and contacts ______43 12.5 Table of challenges with data entry and suggested solutions ______43 12.6. Terms of Reference for the assignment ………………………………………………………………………………47
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LIST OF FIGURES PAGE NUMBERS
FIGURE 1: MAP OF SISSALA EAST DISTRICT 9
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FIGURE 7; SOURCE OF CATERER INFORMATION ON 14
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FIGURE 9: PROPOSAL 14
FIGURE 10: CONTROL OF CORRECT DELIVERY FIGURE 11: ELEMENTS CONTROLLED 15
FIGURE 11: ELEMENTS CONTROLLED 15
FIGURE 11: CATERER PARTICIPATION IN TRAINING 16
FIGURE 12: STORAGE FACILITY USED 16
FIGURE 13: FACILITY MONITORING OFFICERS 17
FIGURE 14: APPLICATION OF QUALITY MANAGEMENT MEASURES (QMM) 17
FIGURE 15: LEVEL OF CATERER PARTICIPATION IN SFP MEETINGS 18
FIGURE 16: FBO AFFILIATION TO FARMER OR BUSINESS ORGANISATION 18
FIGURE 17: RESPONSE TO NON PARTICIPATION IN COORDINATING MEETINGS 22
FIGURE 18: RESPONSE OF FBO ON STORAGE FACILITY USED 22
FIGURE 19: RESPONSE OF FBO ON STORAGE PROBLEMS ENCOUNTERED 23
FIGURE 20: RESPONSE TO QUANTITY OF COMMODITIES SUPPLIED 24
FIGURE 21: TRADER STORAGE FACILITY FIGURE 22: TRADER STORAGE CAPACITY25
FIGURE 22: TRADER STORAGE CAPACITY 26
FIGURE 23: QMM APPLIED BY TRADERS FIGURE 24: TRADER STORAGE PROBLEMS
FIGURE 24: TRADER STORAGE PROBLEMS 27
FIGURE 25: DETERMINANTS OF COMMODITY PRICES FIGURE 26: DAYS OF PAYMENT27
FIGURE 26: DAYS OF PAYMENT 31
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List of acronyms CAADP Comprehensive African Agriculture Development Programme CM Collaborating Ministries DA District Assembly DADU District Agricultural Development Unit DIC District Implementation Committee DNC Deputy National Coordinator FBOs Farmer Based Organizations GDP Gross Domestic Product GFSAP Ghana Food Security Action Plan GHS Ghana Health Services GoG Government of Ghana GSFP Ghana School Feeding Programme LCB Local Capacity Builder M&E Monitoring and Evaluation MDAs Ministries, Departments and Agencies MDGs Millennium Development Goals MiDA Millennium Development Authority MLGD Ministry of Local Government and Rural Development MDAs Metropolitan, Municipal and District Assemblies MoE Ministry of Education MOFA Ministry of Food and Agriculture MTEF Medium Term Expenditure Framework NAFCO National Food Buffer Stock Company NC National Coordinator NDPC National Development Planning Commission NEPAD New Partnership for Africa’s Development NS National Secretariat PG4HGSFP Procurement Governance for Home Grown School Feeding Program PTA Parents and Teachers Association RC Regional Coordinator SHF Small Holder Farmers SIC School Implementation Committee SMC School Management Committee SNV Netherlands Development Organization UN United Nations UNICEF United Nations International Children Emergency Fund WFP World Food Programme
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1 Acknowledgements
We would like to express our gratitude to all those who gave us the possibility to complete this report ranging from partners, collaborators, respondents and our hardworking data collection team.
We are deeply indebted to our partner SNV for the confidence in SAVE-Ghana to run this survey; especially Alimata Abu (SNV Associate Advisor for PG4HGSFP) whose help, stimulating suggestions, knowledge, experience and encouragement helped us in all the times of the data collection, entry, analysis and reporting. The practical guidance in the field was too valuable for us. It was a really good learning experience working under her.
We are also grateful to the District Chief Executive Hon. Sulemana Alijata, District Coordinating Director, Mr Mohammed A. Yakubu for their assistance during the inception stages of the assignment and also to the District budget officer, Emmanuel Kudolo for opening his door for us for the many times we knocked and provided us with all the valuable information which helped to a great extent in executing this assignment.
We would also like to thank Mr. Albert Kaguah the District Officer for Lands and Environment of MOFA, and also to all NGOs who participated with special mention to; Plan Ghana, TUDRIDEP and YARO; the information you provided us is highly appreciated without which this report will be impossible.
Also, very special thanks to the FBOs, caterers of the SFP and the traders for taking time off their busy schedules to respond to the numerous calls from our data collectors to get you to respond to the questionnaire.
Thank you for providing us the golden opportunity to work with you in this area.
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2 Executive summary The Procurement Governance for Home Grown School Feeding (HGSF) program is a four- year initiative funded by the Bill and Melinda Gates foundation through SNV-Netherlands Development Organization that is aimed at securing smallholder farmer participation in Home Grown School Feeding programs in Mali, Kenya, and Ghana. Within a period of four years, this project will enable as many as 10,000 smallholder farmers in Ghana, at least 30% women, to derive increased and stable income through effective participation in a Home Grown School Feeding program that uses open, transparent, accountable procurement practices in its implementation, affecting all stakeholders along the supply chain.
2.1 Objectives 1. To improve the HGSF procurement process and strengthen the capacity of all actors to ensure that smallholder farmers have access to the HGSF markets. 2. To enhance the supply chain governance of HGSF programs to ensure effective, transparent and accountable delivery of products across the supply chain. 3. To develop effective and participatory mechanisms for increased accountability by and for the programs’ stakeholders 4. To ensure effective monitoring and documentation of lessons learned for broad dissemination to increase the likelihood of replication/scaling-up of best practices.
2.2 Purpose of the Baseline To help us know and build what is already existing on the ground and to be able to remain focus in achieving the above objectives, SNV sought to develop a comprehensive baseline data with information collected from the key actors at all levels of the GSFP supply chain to inform the project implementation and to subsequently measure the progress made at the end.
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2.3 Partnerships Even though, SNV is the key implementer, using the capacity building approach to development and also for partnership building and the creation of broad ownership and support, SAVE-Ghana was signed on as a Local Capacity Builder (LCB) by SNV to undertake a study and gather information for the development of a baseline in the Sissala East District. To get all hands on board, therefore, a stakeholder’s sensitisation session was held in Tumu on the 18th July 2012 for purposes of introducing the Project concept and to also make known the details of the assignment to be conducted for their effective participation. The data collection tools were developed and shared by SNV, for all the categories of the sample units which comprised of; 69 Farmer Based Organizations (FBOs) (46) caterers, 7 traders, DADU MoFA, and 7 NGOs which shared a common questionnaire, the District Assembly and the Ghana Education Service also shared a questionnaire. Data collection started on 20th July, 2012. In all, a total of 9 Primary Process Days (PPDs) were used (6 days for data collection, 2 days for the entry and 1 day for analysis and report writing). The study revealed that traders, caterers, and FBOs who are major stakeholders in SFP do not participate actively in coordinating meetings of the SFP, and also do not participate in the tender process for supplying to the SFP. Top on the reasons for none participation is that, they are not invited to such meetings. Other reasons accounting for their nonparticipation in the tender process includes perceived inadequate capacity; storage challenges; inadequate credit facilities; and inadequate extension services.
3 Overview of the Ghana School Feeding Programme
The Ghana School Feeding Programme (GSFP) is an initiative of the Comprehensive African Agriculture Development Programme (CAADP) Pillar 3 of the New Partnership for Africa’s Development (NEPAD). The Programme is part of Ghana’s efforts towards the attainment of the United Nations Millennium Development Goals (MDGs) on hunger, poverty and primary education. The concept of the programme is to provide children in selected public primary schools and kindergartens in the poorest areas of the country with one hot, nutritious meal
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3.1 Objectives: The immediate objectives of the programme include:
I. Reducing hunger and malnutrition, II. Increase school enrolment, attendance and retention III. Boost domestic food production (GoG 2007, 1).
3.2 Principles 1. The GSFP was aimed to feed school children with one hot meal every school going day, prepared with locally produced foodstuff that is nutritionally adequate. It purposefully focussed on spending 80 per cent of the feeding cost within the communities hosting the school. 2. The idea being that, it will provide ready market for the small holder food crop farmers, leading to wealth creation at the rural households and community levels resulting in improved incomes, such that the poor rural households can afford the additional food intake needed to ensure the full complement of nutritional needs that will address the rampant short-term hunger, as well as contribute to reducing the problems of infant mortality and maternal health.
3.3 National level The GSFP began in late 2005 with 10 pilot schools, drawn from each region of the country. The pilot phase ended in 2006 covering 64,775 beneficiary pupils (SNV, 2008). The first phase was rolled out in 2007 spanning a period of four (4) years (2007-2010). The number of beneficiary pupils at the inception of the first phase was 413,498. In 2008 the number rose to 441,189 pupils. By 2009, coverage had reached 580,025 pupils (SNV, 2008). At the end of 2009 to 2010 academic year, beneficiary pupils had shot up to 697,416. With the fundamental aim of the Ghana School Feeding Programme contributing to boosting domestic food production and promoting food security in the country, however, reference to an inventory report of the GSFP by SNV, it was only in the Eastern region that more than 20% of food was bought from local farmers whereas in all the other regions, less than 20% of food was purchased locally (SNV, 2008). To date, linking the Ghana School Feeding
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Programme to local Agricultural production continue to remain one of the major challenges, hence the need for more efforts to be done in order to achieve that aspect.
3.4 GSFP in the Sissala East District Ghana School Feeding Programme was introduced in the District in the 2007/2008 academic year in two (2) Schools namely; Pieng and Bassisan with a population of 849 and was later scaled up to 5,411 pupils covering three (3) schools (Peing, Bassisan and Pina). Currently, the programme covers 41 primary and kindergarten schools and information from the DA indicates that as from 2012/2013 academic year, all the 55 primary and 52 kindergartens schools in the District shall be brought on board to benefit.
4 Introduction 4.1 Overview of the Sissala East District The Sissala East District was carved out of the former Sissala District in July 2004. Tumu is the district capital and is about 186km from Wa, the regional capital. It is located in the North- Eastern part of the Upper West region of Ghana, with a total population of approximately 56, 528 (pop 2010), representing 25,920 (44%) males and 28,080 (56%) females. The male/female ratio of the population is 96 males to 100 females. The district has 64 communities with a total land size of 4,744 sq km – representing 26% of the total landmass of the region. It shares boundary to the North with Burkina Faso, to the East with Kassena Nankana and Builsa Districts, to the South East with West Mamprusi District, South West with Wa East and Nadowli Districts and to the West with Sissala West District. Sissala East District falls within the Guinea Savannah vegetation belt. The vegetation consists of grasses with scattered fire resistant trees such as the Shea nut, the Baobab and Dawadawa trees. Acacia is also a common tree of this vegetation belt. Below is the District map:
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4.1.1 FIGURE 1: MAP OF SISSALA EAST DISTRICT, Source: District Health Administration-Tumu
The economy of the district is largely agrarian (69%), service and commerce fifteen percent (15%), and the industrial sector 16%. The Sissala East District is basically rural with more than eighty percent (80%) of the people living in rural settlements and is engaged in farming. The district experiences a single rainy season (May to September/October) conventional rainfall. As an agrarian economy, Agriculture and small-scale agro processing account for 85% of the labour force actively employed in that sector. As a result of the single maximum rainfall prevailing in the district, crop production is mostly done during the rainy season (May to September/October).The major crops are; maize, groundnuts, cowpea, yam, soybean, rice and Bambara beans. However, apart from farmers inability to have access to farming inputs, markets, credit facilities, technical and business education that could help to influence their capacity to produce, there is also the massive migration of the youth to the southern part of the country in search of greener pastures all because of the long dry season experienced by the district which result in less livelihood and secured incomes
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With respect to basic education, the district has a total of 153 schools made up of 55 primary schools, 46 JHS and 52 kindergartens with a total pupil population of about 17846 (9445 females, 8401 males). A total of 41 primary schools and 42 kindergartens (83) are under the GSFP with a total of 10463 pupils (5034 males, 5429 females). (SE GES statistics, 2012) Some of the schools are currently benefiting from both (WFP, GSFP) feeding programmes with WFP catering for 2 days and GSFP for the 3 days in a week. According to the DA, the feeding programme would be expanded to cover all basic schools in the district as at the commencement of the 2012/2013 academic year. Having experienced some piloted models, the GSFP is currently implemented through the Caterer model. The total number of caterers engaged in the feeding programmes in the district is 46 females with a total of about 120 cooks, all of whom are females who support in the cooking and food rations at the school levels.
5 Research Methodology 5.1 Method The method use for collecting the data was through structured interviews, using questionnaires as guides for some FBOs group leaders/representatives, heads /focal persons of organisations and departments. The target groups who the questionnaires were administered were FBOs, caterers, traders, MOFA official, DDO/DCD of the District Assembly, NGOs who are operating to improve food security and school feeding programs in the district and the Ghana Education Service as beneficiary of School feeding Programs. Basically, both quantitative and qualitative approaches were used to obtain information for analysis. Face-to-face interviews were conducted through the use of structured questionnaires. Quantitatively, the questionnaire for DA/GES and MOFA sought to capture relevant statistical data on number of schools and enrolments, storage and kitchen facilities, main crops produced in the district and quantum of each in Kilograms, number and name of caterers and employees among others. For qualitative data, the questionnaire sought to obtain the minds of interviewees on mode of caterer recruitment, mode of payments and level of farmer engagements. It also sought for information on SFP linkages to FBOs and Small holder farmers, level of involvement of actors in SFP coordinating meetings, level of competencies of actors in food handling and safety, competencies of FBOs in new farming
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5.2 Sample Out a total of 376 FBOs mobilized by the various actors, only 65 FBOs classified as active groups (registered & with Bank accounts) were interviewed; 43 caterers, 7 traders, 7 identified NGOs including the DA/GES, MOFA were covered. The major criterion for selecting the FBOs was that they needed to be registered with the District Assembly and Department of Cooperatives and should also operate a bank account or any form of savings as a symbol of existence. It was obvious to find that some communities like Kong, Nankpawie, Vamboi, Bugubelle, Pieng, Challu, Kulfuo, Nabugubelle, and Nwanduonu had more than one FBOs covered.
5.3 Baseline Study timeline The assignment was for a period of 18 days as detailed in the table below and actual commencement was from July to September 2012. One (1) day refers to 8 hours, excluding travel hours. Data collected from interviewees was from the last academic year (2011/2012) whiles data on agriculture production was from the last farming/rainy season.
Activities Duration
LCB Preparation (content and logistic issues ) 1 day
Introductory meetings with key SF stakeholders in 1 day district and confirmation of lists and contacts of key respondents
Data collectors formation/orientation 1 day Survey at caterers and traders levels, Survey at FBOs 7 days level, Survey at school level (when necessary) using
interns or enumerators Quality check of returned data forms 1 day Entry of the data collected at district level 3day Analysis of the data collected 2 days Reporting 1day Total 18 days
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5.4 Identification and Orientation of Data Collectors and Entry Clerks Eight data collectors and two data entry clerks were identified and trained on the tools to be used in the baseline development on the 17th July 2012. This was done in SAVE GHANA’s office and was co facilitated by Alimata Abu of SNV, an associate advisor to this project and Zackaria Savei Mohamadu of SAVE Ghana. All data collectors were present at the orientation, and they are:- 1. Kodimah Siita 2. Luri M Blay 3. Peter Bawa (Intern) 4. Bipuah Mohammed Sherif 5. Tia Ibrahim 6. Kanton Daniel (Intern) 7. Tommie Comfort (Entry clerk) 8. Aluboki Andriana (Entry clerk)
During the orientation programme, the data collectors were taken through the understanding and proper translation of the 5 different questionnaires to be administered. Distribution of communities, number of respondents per collector and duration for field work was done and guided by a scheduled plan put together at the training.
5.5 Data Quality Management Measures A team of SAVE-Ghana Programme officers was put together to edit all completed questionnaires in order to ensure quality requirements of the survey. Follow up calls were made to some respondents to fill in gaps, confirm their identities and also for clarity and to ascertain the information provided to data collectors. There were also follow up checks conducted on completed questionnaires that were already entered by SNV Advisor with some challenges addressed to ensure smooth entry and analysis. We therefore assume that most errors identified were corrected and some of the gaps filled in that process, as a result the margin of error in this report could be said to be very minimal. We would accept any discrepancies in the report nevertheless.
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5.6 Data Analysis and Report writing The data analysis was done with Microsoft excel and that helped the production of percentages, charts, tables and maps that facilitated writing of this report.
5.7 Stakeholders validation The credibility of the report was of serious concern as it would influence stakeholder acceptance of the report and also impact positively on the actual implementation. From the perspective of DA, the LCB and SNV, representatives from all FBO groups interviewed, caterers, traders, and DIC members, SIC circuit representatives, NGOs, core staff of the DA, Financial institutions operating in the district, regional GSFP staff, participated. The workshop was held on the 18th September 2012 at the DA conference Hall. On the whole, a total of 36 participants made up of 21 females and 15 males were present. (See appendix for participants list) attended and useful corrections, comments and insertions were made which helped to enrich the baseline report. At the end of the workshop, participants also developed an action plan from the key findings and critical issues that emerged for implementation
5.8 Challenges related to the assignment
Difficulty in obtaining information from key respondents like DA, NGOs etc Frequent transfers of DDOs affect the smooth and continuous rapport and smooth working relations at the DA levels etc. Major items were found omitted from the excel sheet provided for the data entry these inserted with the adjustment of rows and columns of the excel sheet to take care of that. Because the data tool developed is meant for the 3 countries, it was observed that there was a limit of flexibility and innovations for in-country The timing for the exercise was not very good enough as the farming season was at its inception stage and that had taken especially the FBOs to their farms. As such data collectors had to make several visits to respondents late in the evenings
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6 Findings 6.1 Caterers
6.1.1 Demographics In all, we interviewed 43 caterers, all of whom were women. In the Sissala East District there appeared to be in operation one caterer per school policy as each school has one caterer but with the exception of Falayia English/Arabic Primary School and the 31st December Women Movement Day care that pair one caterer.
6.1.1 Figure 2: Sample distribution of caterers Source: SAVE Ghana field study
6.1.2 Commodities and Rations supplied by Caterer to Schools In all, rice, beans, maize and gari are the common commodities or rations supplied by the caterers to school pupils as recorded 26%, 25%, 25%, and 23% respectively. Groundnut also recorded 1% which is mostly used as soup ingredient. All the above mentioned commodities are regularly used by all caterers interviewed with rice being the most food rations followed by beans which is usually taken with rice or as stew for Gari. The graph
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(FIG.3) BELOW EXPLAINS FURTHER:
6.1.3 FIGURE 3: RANKING OF TOP SFP COMMODITIES Source: SAVE GHANA field study
6.1.3 Source of commodities It is observed that the biggest market for caterers is the closest local market, which is the Tumu market. The caterers though they buy most of their food items in the open market, the process they go through is that, they first contact specific traders they usually buy from in the local markets. If those fail to provide their needs, then they resort to import from the local markets around and also directly from the farmers. Figure 4 below, gives a picture of the levels .
6.1.4 FIGURE 4: SOURCES OF COMMODITIES PURCHASED BY CATERERS Source: SAVE GHANA field study
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6.1.4. How Caterers get in touch with farmers The connection between caterers and farmers is largely as a result of their own initiative though the SFP introduced a small percentage of farmers to caterers. Figure 5 below, exhibits that 49% of the caterers who responded, generally use their own initiative to link up with farmers to procure whatever food items they needed. About 41% of caterers also indicated that farmers use their own initiative to get in touch with caterers in order to supply to caterers.
6.1.5 FIGURE 5: CATERERS INTERACTION WITH FARMERS Source: SAVE GHANA field study
6.1.5 Procedure for Receiving Contract to Supply to School Feeding The procedure for awarding contracts is through sole sourcing as 100% as was agreed unanimously in during the Validating workshop by the District Assembly, GES, Caterer, MoFA and NGOs.
6.1.6. Proposal preparation 100% of the caterers reported that, they have not written any proposals themselves, have not hired any consultant to write the proposal for them, and have not also been assisted by any government official. They were just called and given the contract. The following pie chart (fig.9) shows the details:
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6.1.6 FIGURE 9: PROPOSAL PREPARATION; Source: SAVE GHANA field study
6.1.7 Procedure for Receiving Contract to Supply to School Feeding Reference to figure 6 below and with the responses received, It does appears that the procedure for awarding contracts is mainly through sole sourcing as a 100% of caterers just applied and were selected (sole sourcing)
6.1.7 FIGURE 6: PROCEDURE FOR CATERER CONTRACTING Source: SAVE GHANA field study
6.1.8 Contracting Procedure for Supplying to School Feeding On how the contract negotiation was done, 55% stated that government estimates and budget were used while the remaining 45% stated that some deductions that they did not understand were made in arriving at the contract amount. On the control of correct delivery; 76% said Pre-qualification checklist was used; 16% stated that full evaluation criteria was used while 8% said the best qualified bidder was offered the job. On elements controlled; quantity specifications recorded 28%, delivery schedule recorded 20%, and qualification of bidders recorded 36%.
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These are illustrated by figure 10 and 11 found below:
6.1.8 FIGURE 10: CONTROL OF CORRECT DELIVERY FIGURE 11: ELEMENTS CONTROLLED Source SAVE GHANA field study Source: SAVE GHANA field study
6.1.8 Criteria for determining payments to caterers On the criteria used for making payments to caterers, all the caterers interviewed (100%) said it was supposed to be based on number of pupils fed but that figure is usually replaced with the enrolment figures. On the period (days) between supply of food and receipt of payments by caterer on the last time (third term), they indicated an average of 105 days. On the last but one time (second term) when they were paid, there was an average of 60 days as well as the last but two (first term) time.
6.1.9 Membership of Business organisation On caterers’ membership to business organizations, only 8% representing 2 persons are members of the Sissala Rural Bank.
6.1.10 Participation in Training on Supplies to school feeding Reference to figure 11 below, on training received by caterers, it appeared that a reasonable number of caterers have undergone orientation on the concept of supplying while training on nutrition and hygiene, only 12% have benefited. With the picture shown in Fig.11 the orientation on nutrition and personal hygiene is an area that a significant number of caterers did not benefit.
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6.1.9 FIGURE 11: CATERER PARTICIPATION IN TRAINING; Source: SAVE GHANA field study
6.1.11 Menu and Place of Cooking Meals for School Feeding Program On how the menu is decided, all caterers (100%) stated that, it is put together with the participations of all the relevant stakeholders in SFP; including the District Assembly, MOFA, and the Ghana Health Service. On where the meals are prepared, all caterers (100%) stated that they prepare their meals in their various school kitchens. In terms of financial support to improve facility however, no caterer has received any from SFP, local government secretariat, neither NGOs nor, private sector etc.
6.1.12 Storage Facility used by Caterer to store produce (before preparation) The study revealed that none of the government warehouses or silos was functioning. All were idle or have become rusting monuments. As indicated in the figure below a huge 80% of caterers store their foodstuff in school facilities; while the remaining 20% use their own facility. In terms of storage capacity, the respondents indicated both have the same average capacity of 100,000 kg each. Figure 12 below illustrates the various responses.
6.1.10 FIGURE 12: STORAGE FACILITY USED Source: SAVE GHANA field study
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For the 20% that use their own facilities, they did indicate that they have not received financial support to improve their facilities. Not all caterers encountered significant challenges with their storage facilities. Only 20% of the caterers suffer from Pests attack and that result in only 10% loss of foodstuffs between buying and preparation.
6.1.13. Monitoring of Storage Facility and frequency
In terms of regular checks on storage facilities 85% of caterers have their facilities checked by various people. Top of those that check their facilities are the District Desk officer (DDO), followed by the head teacher of the school and then the District Environmental Health officer. The following chart (figure 13) below explains it further.
6.1.11 FIGURE 13: FACILITY MONITORING OFFICERS Source: SAVE GHANA field study
6.1.14 Application of Quality Management Measures (QMM) It is a fact that Ghana as a country is yet to make use of scientific quality management measures in the agricultural sector. Out of the surveyed population, storing in sacks and then frequent drying has been noted as the number one and two quality management measures applied. Figure 14 has further details on that.
6.1.12 FIGURE 14: APPLICATION OF QUALITY MANAGEMENT MEASURES (QMM) Source: SAVE GHANA field study
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6.1.15 Participation in SFP coordination meetings On the participation in coordinating meetings, a little over half thus 54%, participated in such meetings. Out of that figure, 41% of them did so by their own initiative and the main discussions of such meetings centred on personal hygiene, food preparation and late payments. About 41% of the rest claim they have not been invited to such meetings but indicated their preparedness to attend such meetings where as 5% of the caterer respondents do not know of such meetings. The following figure (15) further shows the situation:
6.1.13 FIGURE 15: LEVEL OF CATERER PARTICIPATION IN SFP MEETINGS Source: SAVE GHANA field study
6.1.16 Challenges faced by caterers
6.1.16.1 Unfavourable Contracting process In negotiating the contract price; a significant 45% stated that some deductions that they did not understand were made in arriving at the contract amount. This is a major challenge in contracting process as most of the traders have the impression that they are not giving what they due.
6.1.16.2 Inadequate Training On the issue of training especially on personal hygiene, there is a great challenge; in that 24% of caterers did not receive any training as such one cannot be sure of the quality and safety of the rations provided to pupils by such caterers. Apart from that, the level of traders’ exposure to scientific quality management measures such as chemical treatment is very inadequate.
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6.1.16.3 Low participation to Coordinating meetings The study revealed that most caterers are usually not invited to such meetings resulting in low caterer participation in SFP coordinating meetings.
6.1.16.4 Inadequate actor Linkages There is some amount of transactions going on among and between caterers, traders and farmers but these linkages are not structured. Traders operate unconsciously with caterers just as any other customer. Admittedly, there is an amount of direct caterer and farmer transactions but that merely happens occasionally as caterers purchase most of their supplies from the local and sometimes from external markets.
7 MOFA & NGOs The Ministry of Food and Agriculture (MOFA) is the Ministry charged with the development and growth of agriculture in the country. Its primary roles are the formulation of appropriate agricultural policies, planning and coordination, monitoring and evaluation. These roles are executed through its regional and district directorates across the country. As an organisation, MOFA’s mandate seeks to achieve the following objectives:
1. Improve agriculture productivity, incomes and employment opportunities; 2. Contribute effectively to balance of payments; 3. Establish effective agricultural industry linkages; and 4. Promote balanced regional development (www.mofa.org.gov).
7.1 MOFA/ District Agricultural Development Units In the Sissala East District, by operation, the District Agricultural Development Units (DADU) provides quality extension services to farmers. The unit also facilitate the development of the private sector that can provide some capacity building, technology transfer, research, education and sensitization and the provision of mobile station services to farmers. Some NGOs in the Sissala East District namely Action Aid Ghana, Plan Ghana, SAVE-Ghana, ASUDEV, YARO and TUDRIDEP also work to complement the efforts of MOFA in the development of Agriculture and food security. Major among the interventions they offer to improve the situation include farmer mobilisation and the provision of capacity building through the use of farmer field schools and structured programmes, conduction of studies
Page 24 of 48 and researches into Agriculture issues, undertake farmer education and sensitization, provision of irrigable dams and storage facilities among others. 7.2 Agriculture production situation as well as FBOs involved Agricultural related activities are the predominant activity employing a greater proportion of the population (85%) in the district. The people practice subsistence farming with only a few engaged in commercial cotton farming. With a total farmer population of 40,000 comprising 38000 men and 2000 women, the main crops are millet, maize, sorghum, and rice. The rest are groundnut, cowpea, yam and cotton. Table 1 below shows the details of crop production in the district in 2011, thus the last farming season.
No. Commodity Quantity produced kg 1 Groundnut 12,000 2 Millet 1,170 3 Beans 1,200 4 Maize 4,252 Table 1; Production levels of some major crops in the district Source: SAVE GHANA field study
7.3 Information on cereal/Grain banks In the Sissala East District, there is a few functional grain banks been managed by the various communities and in partnership with Action Aid Ghana and ASUDEV with the capacity of 40,000 kgs (400 maxi bags) each. The District Assembly also provided a storage facility were food stuffs from the World Food Program (WFP) are stored which is managed by GES. There are also some silos and other storage facilities dotted in some communities in the district that needs rehabilitation.
7.4 SFP related Networking and Social Audit.
Largely, it appears both MOFA and the NGOs in the district play active roles in the coordinating meetings as far as the SFP is concern. The MOFA is a member of the DIC, and have played active roles in such meetings while some NGOs have also been part of general stakeholders meetings. The subject matter of such meetings as indicated, centred on the methodologies of SFP, role of stakeholders in ensuring the sustainability of the SFP, how to address the constraints for effective management of the SFP. Though MOFA and these NGOs have participated in stakeholders meetings on SFP, none has however participated in
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any social audit essentially because such forum has never been organised and also because they have never been invited to such events.
7.5 MOFA Challenges
7.5.1. Delay in adoption of new technologies and Extension Services Provision of extension services is the core role of MoFA but it was indicated that it has not been adequate. New farmer methods and technologies when introduced, are not been adopted at satisfactory rates and so most farmers still keep to their indigenous ways. The outcomes are that, promotion of these innovations by MoFA, kept repeated over years. Adoption to technological advancement by farmers is a major challenge in the districts. Given the changing nature of farming practices across Sub-Saharan Africa and in the country due to the climate change, Agriculture Extension Agents (AEAs) therefore, need to include in the provision of technical support to farmers, some networking and behavioural change programmes. In order to make this happen, AEAs need to be able to develop their capacity to update and upgrade their knowledge and skills in current trends in agricultural practices so that they could transfer same to farmers.
7.5.2. Inadequate incentives to motivate Agricultural Extension Agents According to MOFA, AEAs have over the years been few as compared to the number of farmers. With the few available, they are also not well equipped to be able to put up their best and so they are de-motivated. MOFA and stakeholders have to find ways of motivating AEAs to boost their level of commitment to their jobs to avoid them yielding to poaching.
7.5.3. Inadequate relevant Capacity/expertise AEAs lack the requisite capacity and knowledge to help smallholder farmers acquire entrepreneurial skill in order for farmers to move into commercial farming and so farmers continue to do subsistence farmer but not as a business .
7.5.4. Poor Loans/credit Repayment (recovery) In most occasions, as indicated by MOFA, most farmers default in loans repayment when they are granted them, even in the midst of successful harvest. . MoFA staff that help farmers access such credit facilities, report average recovery rates as low as 25%. Unsuccessful use and repayment of micro-finance loans and other credit arrangements is also a common problem in the sector.
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7.5.5. Inadequate sustainable funding There is dwindling funding to NGOs in recent times as such NGOs faces the challenge of scaling up and sustaining efforts in a bait to complementing MOFA to farmers and FBOs.
8. Farmer Based Organizations Famer Based Organizations (FBOs) are voluntary groups made up of individual Small Holder Farmers who share an interest in promoting their collective welfare as farmers in the areas of production, storage, marketing, advocacy and other issues that affect their wellbeing. To make meaningful impact, a number of strategic interventions have been introduced by Government through MOFA and with the support of Multi-lateral and international agencies and NGOs. The introduction of the Block farming programme among others is one of such initiatives that brought about massive farmer mobilisation in cooperative groups in the district. Throughout the district for instance, it is estimated that a total of 376 FBOs have been established for easy access to farmer support programmes, which can be said to serve as a good ground for the implementation of other the project initiatives. The main food crops are roots and tubers (cassava, yam), cereals (maize, rice, sorghum, millet) and pulses (cowpea and groundnut). 8.1 FBOs capacity, dynamism and networking In all, 72 FBOs were interviewed with an average of 30 members in each FBO. About 70% of the entire membership of the FBOs interviewed was women. Though their activities have been linked to NGOs, MOFA and private institutions, none of them FBOs interviewed have received any form of training related to SFP in this regard. In terms of their dealings or affiliations to national level farmer or business organizations, only 16 FBOs are affiliated to the regional farmer network through to the national level farmer organization. Figure 16 below shows details of FBO affiliation activities
8.5.2. FIGURE 16: FBO AFFILIATION TO FARMER OR BUSINESS ORGANISATION Source: SAVE GHANA field study
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8.2 Participation in coordinating meetings Majority of the FBOs have not participated in coordinating meetings of the SFP with the major reason being that they have not been invited to such meetings. Figure 17 below shows further details.
8.5.3. FIGURE 17: RESPONSE TO NON PARTICIPATION IN COORDINATING MEETINGS Source: SAVE GHANA field study
8.3 Storage Facility used Among the 72 FBOs interviewed, 35 of them use their own facilities to store their produce before supplying to the market and that included selling to caterers on the SFP and that also applies to only FBO that got awarded. The absence of public storage facilities including those of the ‘buffer stock’ adversely affects crop cultivation. As such, the private sector which includes farmers and traders has the responsibility of storing produce to overcome the “availability gap” and prevent high prices in the post-harvest period. They have not also received any form of support to improve their facilities though the District Environmental Health officer checks their facilities on monthly basis. Below (fig 18) shows responses received;
8.5.4. FIGURE 18: RESPONSE OF FBO ON STORAGE FACILITY USED
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Source: SAVE GHANA field study
8.4 Storage Problems With regards to challenges FBOs encounter with their storage, top on the list is weevil attacks; followed by rodents, moulding and pilferage. Figure 19 below shows more details on that.
8.5.5. FIGURE 19: RESPONSE OF FBO ON STORAGE PROBLEMS ENCOUNTERED Source: SAVE GHANA field study
8.5 FBOs involvement level in SFP procurement process On FBOs involvement in the procurement process, it is worth mentioning that out of the 65 FBOs interviewed, only one presented a quotation to supply 20 maxi bags (2000 kg) of maize to the tune of One thousand and two hundred Ghana Cedis (Ghc 1,200.00), got awarded but could not comply as a result of the inability to meet quality standard, time schedule, coupled with transport and storage challenges.
8.6 Challenges
8.6.1 Inadequate Technical and entrepreneurship training for farmers Most often referred to as extension services and sometimes referred to as agriculture advisory services) include the broad range of mediums and factors that influence a farmer’s behaviour. The provision of such information, entrepreneurship skills development that can contribute to the attitudinal changes towards new learning is said to be inadequate.
8.6.2 Inadequate Extension services Most extension services are primarily focused on providing technical education but not linking technical information to skills development for marketability. That is so because there are limited extension staffs on the field to facilitate such match making between the farmers, trader and caterers
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8.6.3 Inadequate farming Inputs Inputs include land, improved seeds, fertilizer, tractors services, and physical infrastructure such as access roads and dams for off farm activities. Inputs are said to be inadequate in supplies due to other constrains such as costs, timing and non-availability and Women smallholder farmers are the most affected.
8.6.4 Inadequate access to financial markets/credit Farmers’ level of income highly determines their ability to invest largely in farming as a business and to even want to sell to caterers who are likely to buy on credit. However, the farmers groups contacted, also mentioned lack of access to long term credit facilities that can help them increase their production levels. The few, who make attempts to access these facilities, complain of untimely release of funds, high interest rates, cumbersome application process and unrealistic demand for collateral security and that prevented them from securing credits.
8.6.5 Inadequate access to markets Looking at the actors in the supply chain in the agriculture sector there are a few that provide smallholder farmers access to market. Markets are often not structured to enable farmers to negotiate for fair prices. Largely market prices on food stuff are usually determined by the middle-men, input dealers, aggregators who are often profit oriented. Apart from the fact that access to ready market is limited to farmers, the low profitability farmers earn also discourages them from venturing into commercialisation. But it can be said that, with a structural arrangements in place, the small holder farmer could benefit from stronger match making activities.
9. Traders links to farmers and SFP In all, eight (8) traders were introduced to the data collection team by the caterers, as those that supplied commodities to them and all the eight were interviewed. These traders, all women, are scattered all over the district operating in largely four (4) local markets namely Tumu, Bugubelle, Nabugubelle and Nwanduonu. Apart from these markets, these traders also operate in external markets such as Gwollu, and Jeffisi markets both in the Sissala West district as well as other markets in Burkina Faso. Though the traders do not operate in
Page 30 of 48 isolation, there is no form of association of traders that supply to the SFP. The major commodities they trade in include rice, beans, and oil while that of vegetables is tomatoes. Figure 20 below gives some details of supplies (kg) made to Schools in 2010/2011.
9.5.2. FIGURE 20: RESPONSE TO QUANTITY OF COMMODITIES SUPPLIED Source: SAVE GHANA field study Largely, there is no mechanism that link traders to farmers. Farmers usually take the initiatives of reaching out to potential buyers who could be a trader, to sell their produce to them. However, in situations where traders urgently needed some commodities which are not readily available in the market, then they call on farmers at the farmer gates to buy and in turn sell to the caterers. Caterers therefore indicated the traders as their first contact point when in need of supplies. There is no formalized written contractual agreement between caterers and traders on terms of payment or pricing rather transactions are done based on mutual trust and sustained relationship.
9.1. Storage Facility and Capacity All traders use their own facilities to store their stock before selling or supplying to the caterer for SFP. They indicated that none of them received any form of support to improve their facilities though the District Environmental Health Officer checks their facilities on monthly basis. The major storage challenges reported by traders surveyed were about the risk of future price unpredictability, uncertainty in returns on stored stock and pilferage.
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9.1.1. FIGURE 21: TRADER STORAGE FACILITY FIGURE 22: TRADER STORAGE CAPACITY Source: SAVE GHANA field study Source: SAVE GHANA field study
9.2. Application of Quality Management Measures On the application of quality management measures, it appeared that the best method of preserving their stock is by storing in sacks and frequent drying. This perhaps is due to the fact that most traders have not been exposed to the other methods of quality management like chemical treatment. In order of severity as on the list of challenges with storage facilities is rodent, pest attacks and moulding
Figure 23 below shows mostly used quality management measures by traders. While figure 24 shows problems traders encounter with storage.
9.2.1. FIGURE 23: QMM APPLIED BY TRADERS FIGURE 24: TRADER STORAGE PROBLEMS Source: SAVE GHANA field study Source: SAVE GHANA field study
9.3. Price Determination There appeared to be in operation an open market system as such the forces of demand and supply together with the bargaining power of farmers, traders and caterers comes to play in the determination of prices. Technically, the farmer decides what to produce, what quantity and how much to sell to traders and even how much to store for future security.
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Once this is done, the farmers and the caterers and/or traders negotiate on the price based on their bargaining power. All parties (farmers, traders and caterers) at the stage enter into the negotiation with clear objectives of making profit whiles also ensuring quality. Negotiation is an important skill that all actors (the trader, farmer, and caterer) need to possess and use. It is a skill that is learnt through training. The figures below give responses on how prices are determined
9.3.1. FIGURE 25: DETERMINANTS OF COMMODITY PRICES FIGURE 26: DAYS OF PAYMENT Source: SAVE GHANA field study Source: SAVE GHANA field study
9.4. Challenges of traders
9.4.1 Inadequate adequate Storage facilities There is inadequate storage space for them to stock more to be able to meet high demands. They also reported of rodents, pests and pilfering as problems with their storage, and that culminates in caterers having to resort to external markets.
9.4.2 Inadequate Training on quality management
In terms of modalities in supplying to SFP, all eight traders interviewed indicated that they have not received any training in that regard and so applies to training on quality management measures. The study shows that the only quality management measures applied by the traders is storage in sacks and also occasional drying.
9.4.3 Unstructured Linkage with SFP The study found out that though some minimal level of linkage occur between traders and Farmer Based Organizations (FBOs), out of the 72 FBOs interviewed none of the groups actually indicated any linkage to SFP as a structured market.
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9.4.4 Participation to SFP coordinating meetings Traders have not also participated in coordinating meetings of the SFP. This is largely due to the fact that they have not been invited to such meetings. Traders again indicated that they do not as well have any dealings with any financial institutions.
10. Recommendations 10.1. Caterers
10.1.1. Contracting process The process of contract negotiating in arriving at the contract amount should be made more open and understandable to caterers most especially; as most of them do not understand what is taken into consideration
10.1.2. Training and regular health checks The quality of food prepared is an issue of high importance as such caterers should actually be screened and if found healthy given further training especially on personal hygiene before final recruitment to supply food to a school. These trainings and screening should not be one off but must be followed by regular refresher training for all food handlers. The training should be broadened to encompass records and simple book keeping and group dynamics.
10.1.3. SFP Coordinating meetings Coordinating meetings promote ownership, sustainability and value for money and so therefore should be made compulsory for all actors within the value chain. It could also serve as a platform where issues emanating from the various actors, schools and within the communities they operate can be identified, discussed and resolved. It is also crucial to ensure their attendance and participation by sending out invitations and making follow ups.
10.1.4. Linkage to the SFP market Reference to the expansion of SFP to cover all schools in the district, it is therefore necessary for FBOs to tap into SFP as a ready market. NGO that are operating within the Agriculture and food security sector need to fashion support in creating linkages and match making activities between the farmer groups and caterers.
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10.1.5. Formation of caterer Association and Networks It is often said that there is strengthen in numbers, flowing from that we suggest that caterers consider forming an association to champion their issues with stakeholders in the SFP to engineer collaborative problem solving.
10.2 MOFA The goal of the MOFA is to create an environment for sustainable growth and development in the Agriculture Sector that would ensure Food and raw material security; secured employment and sustainable incomes; reduce poverty and create wealth. To that effect, MOFA needs to adopt new approaches and Framework that would support the effective functionality of AEAs for broad based Agriculture Extension services.
10.2.1Agricultural policy A sound agricultural policy and strategy is need to create more opportunities to entice especially the youth to go into farming in order to mitigate rural urban migration and to also increase food production to meet the growing needs of SFP
10.2.2 Adopt Innovative Extension services Training and re training of AEAs to enable them provide some innovations and facilitate new technology transfer to farmers that would adequately address the effects of the rapid climate change and in response to changing needs of the market. AEAs to also constantly update their knowledge in the value-chain approach in extension services (from yields, productive & technologies to profitability, market opportunities and cost/benefit analysis) as well as adopting a farmer based approach to extension work (from knowledge dissemination to coaching, exploration, facilitation)
10.2.3. Relationship building Establish a platform where producers, farmer sponsors and stakeholders, farmers and private suppliers of goods and services can effect networking and match making.
10.2.4 Expand/establish awards for best AEA/staff MoFA needs work with donors and sponsors to establish incentives schemes that would to encourage and facilitate staff to put up their best.
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10.2.5 Irrigation facilities There is the need to have adequate irrigation facilities to promote and enhance agricultural activities during the long dry/off season period. In the communities where dams are already provided, the communities need education on how to turn them into job opportunities.
10.3 Farmer Based Organizations
10.3.1. Technical and Business Education Improve entrepreneurial skills and knowledge of farmers to enhance their output and general orientation and attitude towards farming.
10.3.2. Increase number of AEAS to improve Extension services Improve number of field staff to reduce the high farmer- AEA ratio and also improve their capacity on current trends so that they can impact same to the farmers who are mostly in the rural areas
10.3.3. Improve availability of and access to farm Inputs Ensure that adequate Inputs such as land, improved seeds, fertilizer, tractors services, are available and on time and are affordable for farmers and most especially advocating for women’s access to encourage them to venture into the male dominated crops which are required for SFP in the district.
10.3.4. Access to credit facilities and other inventory facilities Support Smallholder farmers to gain access to credit and inventories minimal requirements and reduced interest rates. 10.3.5. Promoting SHF Access to markets Support SHFs to have adequate information on the various market opportunities including SFP and help create such linkages including SFP as a ready market.
10.3.6. Improve access to and use of proper Storage facilities One important aspect of a grain bank programme is that it allows farmers to get credit using the deposited grain as collateral. MOFA should facilitate the rehabilitate the silos and grain banks in the district. They should also work to strengthen the capacity of the management teams on storage management and book keeping skills.
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The following is a chart that shows how all this interconnect.
10.3.7. FIGURE 27 –FACTORS THAT HELP PROMOTE AGRICULTURE AND HOW THEY INTERCONNECT Source: SAVE-Ghana field survey
10.4. Traders
10.4.1. Improve the Storage facilities There is the need to support traders involved in supplies to caterers to improve their storage facilities. This is necessary if they are to be active in the SFP value chain.
10.4.2. Training on grain quality management The traders should be involved in training programs with caterers. This is necessary as it would enable them understand the modalities of supplying to the SFP and of the quality dimensions to be able to undertake appropriate quality management measures.
10.4.3. Creating structured Linkage Facilitate stakeholders’ linkage of FBOs to caterers and traders. This is necessary to enable them tap into the huge market that the SFP value chain offers.
10.4.4. Participation to SFP coordinating meetings Traders should also be involved in coordinating meetings of the SFP. They should be invited as active stakeholders.
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11 Conclusion
Though SAVE-Ghana faced some challenges initially which was basically at the data entry stage, the general impression is that, the survey was very successful. Based on the findings, the accession that smallholder farmers and caterers of the SFP are operating efficiently given the constraints that they currently face can no longer be overemphasized. Linking 10,000 smallholder farmers of at least 30% women in Ghana to the huge market of the Home Grown School Feeding program to derive increased and stable income through effective participation in an open, transparent and accountable procurement practices require the combined effort of all SFP stakeholders. Apart from working to overcome these challenges revealed in the study report including the frequent delays of GSFP funds releases to Caterers alongside regularising their recruitment to meet the PPA standards, Small holder farmers’ capacity needs to be improved; whiles their access to credit and inputs at affordable interest rates and favourable terms require urgent attention. Farmer education on the concept of supplying to the SFP and mobilising support to establish and improve storage facilities and practices are also critical to enhance the achievement of the stated objectives of the project.
12. Appendix
12.1 List of Caterers and contact
No Name of caterer Name of school Contact number 1. Hajia Lubabatu Kong Primary School 0208500834 2. Ajua Afriyie Kowie KG 0208374489 3. Salifu Fatatu Bugubelle Primary School 0546762599 4. Rahinatu Dawuda Sakai Primary 0208296339 5. Kwota Victoria Sakia Pri School 0208296339 6. N-Yo Farida Sakalu Pri School 0245868502 7. Mageret Badji Jijen Pri School 0245846502 8. Rabiatu Iddrisu Nankpawie Pri School 0547848854 9. Bahowie Mariama Dangi Primary School 0204105322 10. Ayi Naasolo Sentie Primary School 0207805743
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11. Kenkeni Y.Fatima Regular Baptist Primary 0540534150 12. Felicia Aratuo Kassana Primary School 0207461201 13. Yakubu Mariam United Primary School 0208536202 14. Adam Sylvia Egala Primary School 0246923290 15. Munirata A Beeta T I Ahmadiyya Primary 0209673428 16. Fatima Yahaya Oak International 0208299313 17. Mahama Adishetu 31st December 02070111503 18. Salamatu Nabong Lilixia Primary School 0208914485 19. Amdia Sinto Alidu Pina Primary School 0547067841 20. Kenkeni Kate Haruna Pieng Primary School 0207718245 21. Jane Abavire Bassisan Primary School 0208392716 22. Samata Basia Kunchorgu Primary School 0249398568 23. Nandzo Bushira Dimajan Primary School 0209433105 24. Kanyi Mary Nabugubelle Primary School 0549735153 25. Hafuo Nasolo Nabugubele Primary School 0549735153 26. Rashida Salifu Baatiu Nmanduanu Pri School 0207381379 27. Batong Mariama Banu Primary School 0208952692 28. Tani Rose Tapo Nabulo Primary School 0206435092 29. Fadela Nurudeen Bichemboi Primary School 0207181624 30. Naomi Bakete Abuga Tarsor/Kulfuo Primary 0201790222 31. Alijata Guni Wuru Primary School 0205654340 32. Sulemana Hawa Gwosi Primary School 0208785888 33. Haasi Ama Challu Primary School 0541385323 34. Alima Faatuo Duu East Primary School 0540887005 35. Alijata Kartuo Dauda Santijan Primary School 0200623696 36. Mariama Nabie Kwapung Primary School 0201381678 37. Asamiru Hafuotie Fachoboi Primary School 0208446473
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38. Kanchonge Appiah Kroboi Primary School 0208351481 39. Laugah Assibi Taffiasi Primary School 0203263925 40. Bannu Beatrice Dolibizon Primary School 0205654363 41. Elham Musah Komo Primary School 0242077718
12.2 List of traders and contacts
No Name of trader Caterers/school supplied Contact number 1 Adjoa Appiah Nmaduanu Primary 0207697793 2 Ibrahim Rukaya Bugubelle Primary 0207073328 3 Alhassan D. Asana Challu And Bandei Primary 0203258767 4 Ibrahim Barikisu Sakai Primary 0207999940 5 Dawuda Rahinatu Nmaduanu School 0208296339 6 Tahiru Cynthia Dangi And Kong Primary 0206962405 7 Danladi Barikisu Nankpawie Primary 02069620240
12.3 List of FBOs and details of contact persons
No Name of FBO Name of Name of contact Contact number community person 1. La-Amuna Nabulo Samata Francis - 2. Achoudogo Nabulo Babugu Fatima - 3. Lakendogo Nabulo Bushiru Dakui - 4. Nabuljan Nabulo Chambre Shaibu 0207416685 5. ljigeleni Nabulo Braimah Shaiu - 6. Baduonjan Nabulo Baduonbie Bawule - 7. Bulanii Nabulo Abudu Batong - 8. Lachodogo Nabulo Aboro Musah - 9. Dibala Nabugbelle Kalbie Latif 0205640450 10. Kavejan Vamboi Baga Daniel 0201857987
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11. Lakenworon Dolibizone Nyile Sulemani 0207508371 12. Boribi Nabulo Boribi Fuo - 13. Tuotuorung Tarsor Mariama 0203535678 14. Lapeidongo Dolibizone Issahaka Bachopon 0200767889 15. Nabaljan Nabulo Pentu Salia - 16. Boribi Tarsor Vene 0244760087 17. Latuadorgorkuhia Tarsor Ayishatu Bukari - 18. Lapedorgorle Bujan Fati Dramani 0207790304 19. Lapedorgorle Bujan Zanabu - 20. Madina women group Pulima-Madina Amina 0205640532 21. Pulima central farmers Pulima Mohammed Dimmie 0206417985 22. Lakanworun Nabugbelle Karimu Sulemani 0205640532 23. Agondo Nabugbelle Namei bavia 0240120032- 24. Lachoudaga Nabugbelle wisiratia 0542390426 25. agharakandogo Nabugbelle Sakina 0248104988 26. niimagdogo Nabugbelle Wiisikandei 0241595481 27. lapedongo Vamboi Wiayuka 0241766419 28. Achoudoga Vamboi Amina 0241734673 29. Achoudogo Dolibizone achoudogo 0245279875
30. Akandogo Nabulo Lapedongo 0240777196 31. achoudogo Nabulo Ibrahim situru 0245360396 32. wiisikandei Nankpawie Iddrisu Afisatu 0541580102 33. sifiasi Kong Azakia Mori 0206686262 34. lachoudoga Kong Hafisa Iddrisu 35. sipiasi Kong Magaamuna 0206686262- 36. lakanworun Kong lakanworun 0205640532 37. kanjejen Kong Karimu Sulemani 0205640532 38. Havonkendei Tarsor Mohammed Dimmie 0205640532 39. Twanu Amina Tafiasi Twanu Amina -
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40. gwarikan Tarsor Osuman Ali Chebe - 41. Kavejan Tafiasi Kavejan - 42. Lakenworon Tafiasi Lakenworon - 43. Latuadogorkuhia Bujan Latuadogorkuhia 0201400162 44. Wiisi - Akpaa Nmanduanu Wiisi - Akpaa - 45. Wufaliakor Nmanduanu Wufaliakor - 46. Amape Nmanduanu Amape - 47. Bisimenang Nmanduanu Bisimenang - 48. Atomuna Nmanduanu Atomuna 0205640450 49. Dibala Nmanduanu Dibala - 50. Lachodogo Nmanduanu Lachodogo - 51. Bulanii Dagni Bulanii - 52. Baduonjan Dagni Baduonjan - 53. Lajigeleni Dagni Lajigelen i 0207416685 54. Nabaljan Tarsor Sala Adamu 0249364179 55. Lakendogo Bujan Iddi 0247416931 56. Achoudogor Bujan Lafatu George 0245908490 57. La-Amuna Bujan Batong Valeri 0241614093 58. gaandamie Kulfo Saaka Halutie - 59. niworie Pieng Fatimah Hamia 054620250 60. kanvialoron Peing- Cholo Alandu Abosiwie - 61. labenpan Challu Modesta Tanmak 0206602139 62. kanyire Peing Luri Dimah Issah 0542808559 63. kanworoun Challu Mahama Nagbeele 0547137255 64. nchowia Pulima Safura Amadu 02012221891 65. Yayoro Challu Rabi sumaila 0206415313
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12.4 List of MOFA and NGOs interviewed and contacts
No Name of respondent Name of organization Contact number 1 Kaguah A Albert MOFA 207105878 2 Mahamudu Zacka S SAVE-Ghana 209003033 3 Benning Justice YARO 267736307 4 Abu Adama Plan Ghana 208303379 5 Jonathan Lanidune TUDRIDEP 208266545
12.5 Table of challenges with data entry and suggested solutions
FORM QUESTION/ NUMBER ISSUES IDENTIFIED What was suggested to address the situation MOA/NGO Q 6.1.2 - # of cereal Options for responses are rather “Yes”or There was an attempt to change banks that exist ----- “No” but the question requires number (a the options to figures instead of figure) of cereal/grain banks. The option “Yes” or “No” but because it is for entry should have been open to formatted we could not succeed. enable us to enter a figure as per the response or options in terms of figures % columns in General It was also observed that responses that Applying a format to all all the forms required percentages are not formatted percentage (%) columns in order to get accurate and reliable calculated figures would be helpful Q3 – Details of Under each of the commodities Work on that to bring about agricultural production mentioned along, responses to indicate consistency in the responses --- the number of M/F involved in the entered in the entry tool by production of each commodity is open to removing the format enable us put the actual figure. But under Cowpea, its rather formatted to 1 or 0 (thus just indicate male or female) which seems inconsistent to the required response needed Q1 - details of Per the responses received, “Plantain” is Replaced plantain with commodities and not a typical commodity mentioned by Groundnuts in all cases rations supplied …. respondents in both Wa East and Sissala East Q1 – Quantity per As per the table, response to “quantity” is We were of the view that commodity expressed in “bags” The team quantities be expressed in remembered that in Tamale it was one of Kilograms, of which 50kg is equal the contentious issues we were to agree to a mini bag of rice & 100kgs to a Caterer form on but unfortunately we were unable to maxi bag of maize etc revisit that. The view is that “Bag” as the unit of measure could be relative, since there are a variety/different sizes of bags used for cereals/grains Q15.2 - cost of produce No column/provision is made in the entry Though a column could have been per term… tool for the responses received as per the created to capture the responses questionnaire to be entered provided. However, the feeling of
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others is that fixing/creating a column for it locally will affect/distort the general template and eventually the analysis nationally. It therefore needs the LC’s attention Q 1 - Name of school - No provision is made for multiple Can additional columns be supplied by caterer response in cases where a caterer created/inserted to take care of supplies to more than one school caterers with two schools and for and with different/multiple two locations? By doing that locations however, the other vital - This situation will also arise in information such as number of regions where one can find two or rations etc would be totalled and more caterers in one school which put under their various columns has high enrolment figures Q 11 - % of lose - Absence of column for quantity lose Suggestion was to create/fix a (calculate) to enable easy calculation of the % column to capture quantity lose in order to enable the accurate calculation (formatting) to be done Q6.2 – Have you - No questions was asked about any In the entry tool, 6.2 should received financial training received by trader reflect “trader receive financial support to improve support to improve facility” then your facility one of the formatted options of “Yes” or “No” will be chosen Q4 – How do you - Going to the entry tool, the ones What was suggested was to tick determine the price of formatted do not have “Trader “others” and specify by writing Farmer farm produce impose” as an option but rather “Trader impose” organisations “FBO impose” which also do not Form appear on the questionnaire. Q18.3 - No provision is made for responses to this question to be entered but rather skipped to Q18.5 Can LCBs extend that by adding All of Q19 – Q 19.3 - The entry tool ends at Q18.5 thus some columns to continue so that (who convenes the meeting?) the responses to these questions Provisions for all responses to these could be captured questions are totally left out in the entry tool. TRADER Form Q1 – which - Again multiple response is not Suggested solution is to enter schools/caterer are catered for especially for traders each as separate entities you supplying serving more than just one caterer
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12.6 Terms of Reference
TERMS OF REFERENCE FOR LOCAL CAPACITY BUILDERS SUPPORTING THE DISTRICT BASELINE DEVELOPMENT AND THE ORGANIZATION OF SOCIAL AUDITS FOR PROCUREMENT GOVERNANCE FOR HOME GROWN SCHOOL FEEDING PROGRAMS IN GHANA June 2012
1. Background
The Procurement Governance for Home Grown School Feeding (HGSF) project is a four-year initiative funded by the Bill and Melinda Gates foundation that is aimed at securing smallholder participation in Home Grown School Feeding programs in Mali, Kenya, and Ghana.
In Ghana, the project team is working in close collaboration with the Ministry of Local Government and Rural Development (MLGRD), the Ghana School Feeding Programme National/Regional secretariats, implementers of farmer-to-market access programmes, local partners, farmer based organizations, District Assemblies and the private sector, with the ultimate goal of enhancing smallholder farmers (SHF) access to the Ghana School Feeding Programme.
It is expected that the project will enable 10,000 smallholder farmers (made up of at least 30% women) in 20 districts to directly derive increased and stable incomes through effective participation in Home Grown School Feeding programs that use open, transparent, and accountable procurement practices in their implementation, hence affecting all stakeholders along the supply chain.
Districts will be introduced in a phased approach, starting with 5 in the first year in the following – Ga West in Greater Accra Region, Karaga and East Gonja in the Northern Region and Sissala East and Wa East in the Upper West Region.
The project aims at the following main objectives:
5. To improve the HGSF procurement process and strengthen the capacity of all actors to ensure that smallholder farmers have access to HGSF program structured market opportunities.
6. To enhance the supply chain governance of HGSF programs to ensure effective, transparent and accountable delivery of products across the supply chain.
7. To develop effective and participatory mechanisms for increased accountability by and for the programs’ stakeholders
8. To ensure effective monitoring and documentation of lessons learned for broad dissemination to increase the likelihood of replication/scaling-up of best practices.
To achieve the above objectives, one of the three key approaches that will be used is Information gathering to produce relevant baseline information and share lessons learnt from the project. The baseline data collection is actually fundamental to inform the project implementation and to measure the progress made at the end, in each of the following key thematic areas of the project: improvement of the school feeding procurement process, enhancement of the Home Grown School Feeding supply chain and promotion of good governance with the development of social audit.
The Procurement Governance for Home Grown School feeding Program team has started the collection of some data during the various district entries organised between March and May 2012. The support of local development organisations (Local Capacity Builders) is requested to complement the work done, and to develop a comprehensive Baseline data in each of the project implementing districts.
Moreover, the same support will be needed to implement activities related to the objective 3 of the project mentioned above which focuses on the development of effective and participatory mechanisms for increased accountability by and for the programs’ stakeholders.
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2. Purpose of ToR The purpose of this Terms of Reference (ToR) therefore, is to describe the conditions and responsibilities of the Local Capacity Builder (LCB) to be contracted by SNV to implement two types of assignments: 1) Contribution to the baseline development: 2) Organising and making functional social audit bodies at district and community levels to participatory review, discuss and assess the HGSF progress and achievement of benefits for the targeted groups. This ToR thus serves as the fundamental guideline for the LCB in the execution of the assignments.
2.1 Specific other objectives of the assignment are: 1. To allocate well qualified personnel to specific districts for the region they have taken responsibility for in the Procurement Governance project and ensure that they receive the training from the National Project Office. 2. To establish linkages with GSFP and other necessary stakeholders at District and Regional levels for purpose of ensuring their orientations, capacity and involvement in the specific steps of the Procurement Governance Project. 3. Develop the work plan for their district in consultation with SNV Project Advisor. The leadership of the CSO have to ensure regular review of the progress and undertake corrective measures for delays or poor implementation. If needed, the SNV Project Advisor should be contacted. 4. Ensure the communication to and the participation of identified ZUTA Level Forum members, SICs, DICs, FBOs and mobilise community participation for monitoring and participation in social audits 4. Ensure data is collected by its staff in a qualitative and participatory manner. Ensure and verify filing of the forms during and after the process of data collection. 5. Do quality check of forms filled, and data entry in districts in consultation with district Actors as well as do data analysis and generate report for the district. 6. Be available for meetings with the SNV or when required.
3. Scope of Work Each of the selected LCBs will be requested to implement in the selected district of the project, the two assignments:
(3.1)Contribution to the baseline development: The LCB is to undertake data collection activities and help in the data entry and analysis leading to the production of a comprehensive baseline for the Procurement Governance for Home Grown School Feeding Program in Ghana. Using a set of questionnaires/ tools available, the LCBs will collect primary data from the following key actors: 1) Farmer Based Organisations (FBOs) 2) Ghana School Feeding Programme Caterers, 3) Traders/ suppliers. 4) District or school level 5) MOFA,NGO
In each district the questionnaire will be administrated to cover all caterers and traders/suppliers involved in school feeding. In the case of the FBOs an assessment tool will be done with the LCB and district actors to ascertain how many FBOs to interview each district. In addition to the questionnaires for the three key actors mentioned above, a 4 and 5 above questionnaire are meant to capture information at the school and district levels. Caterers and MOFA and key Agriculture NGOs in the districts may be able to give responses to most of the questions in that form. However, when necessary, the LCB will have to find a way to collect the missing data.
The LCB is to ensure that the data collected is entered and analysis is done in the district in close relation with MOFA, GSFP regional secretariat, and the DDO. The LCB is required to produce a report at the end of the assignment.
(3.2) Organising and making functional social audit bodies at district and community levels: Within its district coverage area, each LCB will have to facilitate the operationalisation of Social Audit bodies or create social audit bodies where they do not exist and make them functional. In most of the project implementing districts, ZUTA structures were put in place in 2010 with the Independent Civil Society Organisation Monitoring and Evaluation (ICSO M& E) project. Thus, in the districts where they are established, the LCBs will have to build on them through refreshers and orientations on the concept and the importance of the agricultural linkage in the GSFP.
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In close collaboration with the SNV PGHGSFP team members, they will facilitate training workshops, and monitor the implementation of action plans developed, to enhance the capacity of ZUTA members and local government officers in handling and organising district level social audit. Eventually, the LCBs will also facilitate 3 community level social audits in each district and produce a report on the completed assignment. In the coming years, other districts will be added gradually in phases depending on the outcomes of this first collaboration, the LCBs selected may be asked to expand into new project implementing districts.
4. Management and coordination of the assignment
SNV after holding an orientation meeting with the LCB on the two assignments, will support the LCB to take off by organizing an initial stakeholder consultation meeting, informing the district authorities about the assignments and to ensure their buy-ins for a smooth implementation of the assignments. For the baseline development at each district level, the LCB shall involve, in the assignment implementation stages the regional GSFP secretariat, MoFA at the regional level /DADU and the District Assembly (especially the DDO and the DIC). As much as possible, the experience of IFDC in data collection using ICT tools in the districts level will be sought with the support of the SNV /PGHGSFP team members. For both assignments, the LCB shall work closely with the responsible project team member in the region and is expected to share with her/him on a regular basis briefing paper on progress being made.
5. Reporting and Deliverables The LCB will report at the regional level to Project Advisor and their activities will be coordinated at the national level by the Project Country Coordinator. The LCB will ensure the following deliverables: Submit an Activity/Work plan with dates for first assignment (within 5 days of receipt of TORs and before contract is signed). Work plan for the second assignment can be discussed and submitted at a later date. Orientation for data collectors Data collection (FBOs, Caterers, Traders, MOA, NGOs in Agric) The entry of the data collected at district level The data analysis at district and regional level Production of the baseline report Governance bodies/ZUTAs enhanced in each district with action plan developed One district level social audit event facilitated Three community level social audits facilitated Production of monitoring of action plan report
6. Duration of the assignment
The expected duration of the first assignment is 18 days per district as detailed in the table below, starting from 22nd June to the 10th July. One (1) day refers to 8 hours, excluding travel hours.
Activities Duration LCB Preparation (content and logistic issues ) 1 day Introductory meetings with key SF stakeholders in 1 day district and confirmation of lists and contacts of key respondents Data collectors formation/orientation 1 day Survey at caterers and traders levels, Survey at 7 days FBOs level, Survey at school level (when necessary) using interns or enumerators Quality check of returned data forms 1 day Entry of the data collected at district level 3day Analysis of the data collected 2 days Reporting 1day Total 18 days
For the second assignment the expected duration is 19 days as per the table below, starting from mid- July to November 2012
Activities Duration (days) Refresh and strengthen the capacity of ZUTA 6 (2days preparation, 3 members and local government officers to handle days’ workshop, 1 day to
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and organise social audits. report Monthly Coaching from the LCB. 4 (1 day per month )
Organise the district social audit 4 (2 days to prepare, 1 day for the event and 1 day for the report). 3 community level social audits 5 (1.5 day to organise and 1 day x 3 communities for the SA event. 0.5 day for the report ) Total 19 days
7. Qualification and experience required
The assignment will be awarded to the most competent LCB based on its track record, availability, and extent of creativity and knowledge of the subject matter and district terrain .Considering the quantum of work to be done on the field, the LCB must assure the availability of at least 2 staff/resource persons fully responsible and constantly available for the assignments to be undertaken. However, due to unforeseen circumstances, the absence of one should not negatively affect the smooth implementation of the program.
It is expected that the LCB team shall possess the following qualities:
• Familiarity of the District being applied for • Good representation in the district with an office or a contact person with good communication skills Having an operational team capable to deliver within the time frame required • Good experience in data collection, entry and analysis. • Good skill in community mobilisation and in partnership development with local Authorities • Good knowledge in social audit concept • Excellent written and oral communication skills in English • Appreciable knowledge about the Ghana School Feeding Programme will be an advantage It should have sufficient number of trained staff with competence in M & E
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