SUDAN MULTI-DONOR TRUST FUND - NATIONAL MULTI-DONOR TRUST FUND - SOUTH PROJECT PROPOSAL DOCUMENT FOR A PROPOSED GRANT FOR PHASE II

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1 SUDAN MULTI-DONOR TRUST FUND - NATIONAL MULTI-DONOR TRUST FUND - SOUTH PROJECT PROPOSAL DOCUMENT FOR A PROPOSED GRANT FOR PHASE II IN THE AMOUNT OF US$22.0 MILLION TO THE GOVERNMENT OF NATIONAL UNITY GOVERNMENT OF SOUTH SUDAN FOR THE The Fifth Population Census of Sudan Prepared and Presented by: The Central Bureau of Statistics Southern Sudan Commission for Census, Statistics and Evaluation 26 JUNE 2007 Sudan Multi Donor Trust Fund 1

2 Final Project Proposal Fifth Population Census of Sudan Applicant: Brief Description: Project Development Objective: Sector: Location: Total Project Cost: Implementing Agency (ies) Implementing Period: Contact for further information Central Bureau of Statistics (CBS), Khartoum; Sudan and Southern Sudan Commission for Census, Statistics and Evaluation (SSCCSE), Juba, Southern Sudan The Interim National Constitution (INC) and the Comprehensive Peace Agreement (CPA) have both provided for the Population Census to be conducted in the second year of the Interim Period, while the general elections to be conducted not later than the fourth year of the Interim Period. The conduct of the population census is not only a constitutional obligation, but it is a critical exercise for effective implementation of the CPA as well as facilitating the democratic governance in the Sudan. This project is to support the Fifth Population Census of Sudan to be conducted according to international scientific standards in order to produce credible and accurate results. These results will be used for realizing the political, economic, social and environmental objectives enshrined in the INC and CPA. Given the lack of credible socio-economic data as a result of protracted conflict that inhibited any sound census to be conducted in Sudan, the Fifth Population Census is expected to provide for the first time the commonly agreed upon baseline and benchmark data for social, economic and political development planning in the post-conflict period. It will also provide a new basis for sampling frame for the implementation of much-needed household surveys such as household budget survey, agricultural census, labour force survey and annual light monitoring survey of key indicators related to poverty eradication strategy and MDGs. Information and Statistics The project will cover the 15 states of Northern Sudan and 10 states of Southern Sudan The preliminary cost estimate for all Sudan works out to US$102.9 million comprising US$ 68.5 million for North Sudan, US$ 34.4 million for Southern Sudan. It is provided in the CPA that the Government of National Unity shall avail the resources for the population census with assistance from the international community and it will substantially cover about 67 percent of the total cost. The amount required from MDTF for this final phase (II) is $ 22.0 Million. The Central Bureau of Statistics and the Southern Sudan Commission for Census, Statistics and Evaluation have been mandated by the INC and CPA to conduct the population census with technical support from United Nations Population Fund (UNFPA). The project will cover the years 2007 and It will be implemented through two phases; the preparatory phase and the enumeration. The enumeration of the population is expected to take place in January 2008, given that all preparatory activities are in place in a timely manner. Central Bureau of Statistics, Khartoum, Sudan Southern Sudan Commission for Census, Statistics and Evaluation, Juba, Southern Sudan, 2

3 ABBREVIATIONS AND ACRONYMS CBS: CEDEJ: CPA: CTA: CST: EA: FMR: GIMPA: GONU: GOSS: IAPSO: ICB: IDP: IEC: ILO: INC: JAM: LCB: LIB: LICUS: M&E: MDTF: MDG: MOFNE: NCB: NGO: PCC: PFM: PA: SA: SBD: SSCCSE: SOE: TA: TOR: TWG: QCBS: UNOPS: UNFPA: Central Bureau of Statistics Centre for Studies and Documentation in Economic and Social Sciences Comprehensive Peace Agreement Chief Technical Advisor Country Technical Services Team Enumeration Area Financial Monitoring Report Ghana Institute of Management and Public Administration Government of National Unity Government of Southern Sudan International Agency Procurement Services Office of the UN International Competitive Bidding Internally Displaced Persons Information, Education and Communication International Labour Organization Interim National Constitution Joint Assessment Mission Limited Competitive Bidding Limited International Bidding Least Income Countries Under Stress Monitoring & Evaluation Multi Donor Trust Fund Millennium Development Goals Ministry of Finance and National Economy National Competitive Bidding Non Governmental Organization Population Census Council Public Financial Management Project Account Special Account Standard Bid Document Southern Sudan Commission for Census, Statistics and Evaluation Statement of Expenditures Technical Assistance Terms of Reference Technical Working Group for the census Quality and Cost Based Selection United Nations Office for Project Services United Nations Population Fund 3

4 TABLE OF CONTENTS A. GOALS, STRATEGIC CONTEXT AND RATIONALE... 5 a. Key Development Goals:... 5 b. Rationale for MDTF Involvement:... 5 B. PROJECT DESCRIPTION AND COMPONENTS... 6 a. Project Development Objectives... 6 b. Project Components (major activities)... 6 C. RESOURCE MOBILIZATION a. Available Funds b. Census Operational Budget c. Justification for increase in census operational budget d. Disbursement of Census Funds in e. Project Costs by Component f. Quarterly Disbursement Schedule in D. INSTITUTIONAL AND IMPLEMENTATION ARRANGEMENTS a. Institutional Arrangements b. UNFPA Technical Support Role c. Technical Working Group (TWG) d. Population Census Support Units (PCSUs) e. UNFPA Monitoring Role f. UNFPA MDTF Management Role E. FUNDING COMPONENTS a. Management Structure F. PROCUREMENT ACTIVITIES UNDERTAKEN BY UNFPA: a. Procurement of Goods: b. Operational procurement arrangements: c. Procurement staffing requirements: d. Procurement Risks: e. Appraisal of UNFPA s Proposed Procurement Arrangements G. FINANCIAL MANAGEMENT ARRANGEMENTS a. Implementation Arrangements in North Sudan b. Implementation Arrangements in South Sudan c. Appraisal of UNFPA s Proposed Financial Management Arrangements H. MONITORING AND OBSERVATION a. Monitoring Milestones and Indicators b. Sustainability and Critical Risks: I. SOCIAL ISSUES J. ENVIRONMENTAL ISSUES LIST OF TABLES Table 1 Schedule of Activities 9 Table 2 Budget Summary by Activity 15 Table 3 Sudan: Census Budget (US$), Table 4 Quarterly Disbursement Schedule for Phase II Funds by MDTF and GONU in Table 5 Critical Risks and Risk Mitigation Measures.41 4

5 Cover Sheet: Assistance to the Fifth Sudan Population Census The project comprises of pre-enumeration activities such as advocacy, household listing and mapping, training of field staff, preparation of questionnaires, enumeration manuals and their finalization, pilot census etc, enumeration and post-enumeration activities such as data entry, editing, processing, tabulation, analysis and evaluation of data. The enumeration will take place throughout the country during a two-week period and will follow international standard procedures and practices. Following the enumeration, the data will be processed and a database with key census tabulations at the national and state levels and for geographic areas will be established. In addition, the results of the census will be disseminated through publications and through electronic media. It is expected that the results will be widely used by planners, policy makers, humanitarian relief agencies, international organizations and researchers. A. GOALS, STRATEGIC CONTEXT AND RATIONALE a. Key Development Goals: 1. Peace, Sustainable Development and Poverty Eradication are the key development goals in Sudan after twenty years of war. 2. More Equitable allocation of resources between regions is another development goal. 3. Southern Sudan had been in a state of neglect for over twenty years, and there is a need for the South to catch up with the development of the North. 4. To identify the vulnerable populations such as internally displaced persons, refugees, nomadic population, female headed households, people living in slums and squatter settlements, etc., for mounting poverty alleviation programs by the government and for relief, rehabilitation and development efforts of non-governmental organizations. It is now 14 years since the last population census was carried out in There is an acute need for updated baseline data on demographic, socio economic and environmental related aspects for national, sub-national levels as well as for small areas which can be provided only by a population census. The Comprehensive Peace Agreement (CPA) has emphasized the need for a population census as the basis to review power sharing, wealth sharing and a more equitable allocation of resources and to bridge the sub-national development gaps. This census will serve the Government strategy which aims to identify the root causes of under development, poverty and regional disparities and address these causes through sound planning and informed decision making. b. Rationale for MDTF Involvement: Undertaking a comprehensive, objective, accurate and credible population census in a vast country like Sudan is both complex and expensive. Emerging from a prolonged war, Sudan does not have the resources to cover all the costs of the census. Moreover Sudan requires the technical know-how for planning and implementing a census which should meet the above requirements. MDTF involvement is absolutely essential if Sudan has to achieve its development goals. UNFPA has been identified by the CPA as the major partner to the national authorities for the census project. While the ownership and the prime responsibility of the census rests with the Government of Sudan, UNFPA is expected to provide the technical backstopping, national capacity development and coordination among different stakeholders. 5

6 B. PROJECT DESCRIPTION AND COMPONENTS a. Project Development Objectives The immediate objective of the Fifth Population Census is to produce reliable and accurate demographic, economic, social and The long-term objective is to develop capacities within Sudan for collecting, processing, analysing, disseminating and utilising data from environmental related data that can be used as benchmark for development planning. This project will enable the primary target groups- the government, the international development community and the community providing humanitarian assistance to have accurate and reliable data to formulate, update and monitor their plans. The census project will result in sustainability of data collection and analysis in the future through increased capabilities, better sampling frames for future surveys, quality maps, and expanded data processing facilities. These constitute the major components of an integrated national statistical system. In addition to the statistical outputs of the project which include tabulations, graphs, databases at subnational level, analytical reports, and population projections, the project will provide locality and household lists, GPS coordinates for all localities and facilities such as schools, health centres and water points and updated maps. Above all, the census will provide an updated and comprehensive sampling frame for future surveys. As the project progresses, these outputs will become available in stages. The progress of the project will be reflected in the availability of these outputs. The increased capacity of the statistical institutions will be reflected in the number of trained personnel available for future statistical activities. b. Project Components (major activities) A population census is the total process of collecting, compiling, evaluating, analyzing and publishing or otherwise disseminating demographic, economic and social data pertaining, at a specified time, to all persons in a country. The essential features of a population census are individual enumeration, universality within a defined territory, simultaneity and defined periodicity. The population census is the largest data collection undertaking in a country by a government. Not only does it cover the whole country, but it also provides information on every person, from the newly born babies to the oldest person in the country as well as for nationals and non-nationals. The population census provides information on the geographic and administrative distribution of the population in addition to the demographic and socioeconomic characteristics of all the people in the country. The data from the census are classified, tabulated and disseminated so that political leaders, election officials, planners, national organizations including NGOs and civil society, regional and international organizations can use the data in decision-making. Census results can also be used for review of power sharing such as allocation of parliament seats by administrative sub-divisions. However, utilization of census results in the election process should be at the aggregate levels. Micro level data (individual records) shall be protected by the Statistical Act and will not be used for any other purpose except for research and statistical analysis. The census process involves four main phases: Pre-enumeration, Enumeration, Data Processing and Dissemination. The pre-enumeration phase involves the undertaking of various activities, which will 6

7 ensure that the whole population will be covered during the actual census count (enumeration). These activities include: Planning will include the following key activities: (i) Setting up a census organization structure, including offices, which will oversee the whole operation. (ii) Preparing a comprehensive census work-plan. (iii) Preparing a comprehensive budget for the whole census operation. (iv) Having in place a legal basis for undertaking the census. (v) Preparation, testing and finalization of the census tools. These include the questionnaires and all the relevant instructions manuals and guidelines. (vi) Identification and recruitment of the census staff at various levels. (vii) Putting in place a census advocacy and publicity strategy to ensure that both political and other leaders as well as the general public are well informed about the census in order for them to provide full support and cooperation in the census operation. (viii) Having in place a reliable transport network to facilitate the enumeration area demarcation exercise and the census count as well as other field operations. (ix) Preparing a training program for all the census field staff. Geographical preparations will include the following key activities: (i) Mapping the whole country and identifying all population settlements. (ii) Delineation of census Enumeration Areas (EAs) in order to ensure complete coverage and to avoid over coverage during the census count. (iii) Listing of dwellings and quick household counts in all EAs (iv) Prepare EA summaries to be used for manpower needs and logistics for enumeration. The enumeration phase will include the following key activities: (i) Recruitment and training of all field staff on the process of census enumeration. These include field Principal Trainers, Trainers, Field Coordinators and Field Officers Supervisors, Interviewers (enumerators) and editors and coders. (ii) Transportation of all census materials to the field. These include the questionnaires. (iii) Allocation and deployment of all field staff to their respective areas of enumeration. (iv) Listing of dwellings and households in all enumeration areas (v) Actual census enumeration. (vi) Collecting and transporting and storing all completed census questionnaires to the place of data capture centres. The data processing phase will involve: (i) Scanning data /entry, (ii) processing, (iii) tabulation, and (iv) analysis Finally the dissemination phase involves the dissemination of the final census results to all from the highest level of the state to local communities and individuals. The census process will require enormous resources personnel, materials and equipment, transport, etc. For this reason, Government commitment and support is essential. Timely disbursement of resources is also essential to ensure adherence to the very tight census schedule of activities. 7

8 A special meeting on the census was convened at the Presidency on 24 th March President Bashir, First Vice President Kiir, Vice President Taha and three Ministers of State in the Presidency including General Bakry, the Population Census Council Chairman, met with Prof. Awad of CBS and Chairman Isaiah of SSCCSE. The main recommendations were:- Census date of November 2007 will not be changed except there is an emergency MOFNE to be instructed to pay up all GONU obligations to the census The ethnicity question should be replaced by a regional grouping question (North Sudanese or South Sudanese). The distribution will be used for power and wealth sharing rather than de facto presence in North or South Sudan. The South Sudan Population Census Council has requested an amplification of the question to reflect origin from the nine 1956 Provinces (Northern, Khartoum, Central, Eastern, Kordofan, Darfur, Upper Nile, Bahr Elghazal and Equatoria). Following the meeting at the Presidency, the Governors Forum in South Sudan also discussed the census date and suggested that November was not suitable in the South as it would still be wet in some places and preferred a date within the first quarter of At a meeting with the Minister of State in the Presidency held on Saturday 16 th June with participation by the UNFPA, World Bank, EC, CBS and SSCCSE, the census date was also discussed. The Minister indicated that they were awaiting a formal proposal of the census date from the Population Census Council and that the proposed date would be confirmed. The proposed date now being discussed is January Table 1 below indicates specific start and end dates for the various activities described above. 8

9 Table 1 SCHEDULE OF ACTIVITIES January 2008 Enumeration # STAGES ACTIVITIES START END 1 PREPARATORY 1.1 Legal, Organizational, Fund Raising Sep-05 Dec Geographic Preparations Listing, Mapping Jan-06 Dec Demarcation of EAs and House numbering Jan-06 Dec Preparation of Census Tools Sep Jul Institutional Arrangements and Logistical Preparations Sep-05 Aug Advocacy Sep-05 Dec Pilot Census including Pre-Test 15-Apr Apr Finalization of Census Enumeration Plans Dec-06 Jul Procurement of Census Equipment and Materials Jan-06 Nov Procurement of Enumeration Supplies Jan-07 Nov Establishment of Data Processing Centers Sep-06 Sep Distribution of Supplies Nov-07 Jan Identification of transportation means Jul-07 Oct Identification and listing of training Centers Jul-07 Aug Sampling for the Long Questionnaire Jul-07 Nov-07 2 CENSUS ENUMERATION 2.1 Recruitment of Field Staff Sep-07 Nov Training of Field Staff Nov-07 Jan Assignment of Tasks and Nov-07 Jan-08 Deployment of Field Staff 2.4 Census Field Enumeration 15-Jan Jan Retrieval and Storage of Feb-08 Feb-08 Questionnaires from Field 3 DATA PROCESSING 3.1 Recruitment of Data Processing Staff Oct-07 Dec Training of Data Processing Staff Jan-08 Feb Processing of Short Questionnaire and Production of Tables Feb-08 Apr Processing of Long Questionnaire and Production of Tables May-08 Sep Production of Fact Sheets and Flyers May-08 Feb Preparation of Analytical Volumes May-08 Apr-09 4 DISSEMINATION 4.1 National Launching of Results from Short Questionnaire May-08 May State Launching of Results from Short Questionnaire Jun-08 Jun Launching of State Tabulations May-08 Oct Launching of Analytical Volumes Feb-09 Feb Launching of Fact sheets and Flyers Dec-08 Feb Development of Sampling frame Mar-08 Aug Further Analysis of Census Results Jan-09 Dec-09 9

10 C. RESOURCE MOBILIZATION a. Available Funds The table below shows the distribution of GONU and donor funds for the census as agreed to during the Appraisal Mission of February FIFTH SUDAN POPULATION CENSUS BUDGET DISTRIBUTION BY DONOR ( ) 1AMOUNT (USD$) PERCENTAGE GOVERNMENT OF NATIONAL UNITY 40,720, MULTI DONOR TRUST FUND 33,000, DANIDA 6,370, EUROPEAN UNION 4,759, UNFPA 1,048, US CENSUS BUREAU (USAID) 4,000, FRENCH COOPERATION 2,467, CEDEJ (EU) 246, NETHERLANDS 221, GRAND TOTAL 92,836, Provisional planning figures 10

11 b. Census Operational Budget The operational budget for the census has seen a significant increase in the approved budget of February 2006 from $73 million to $102 million based on new proposals submitted by the CBS and SSCCSE in February 2007 based on experiences in the field during the year. This has been the case especially for the SSCCSE as it tried to recruit personnel for field mapping and the experience with the Sudan Family Health Survey. FIFTH SUDAN POPULATION CENSUS BUDGET SUMMARY FOR FEBRUARY 2006 AND FEBRUARY 2007 (USD$) ACTIVITY FEB 2006 FEB 2007 DIFFERENCE PLANNING 2,417,367 6,346,000 3,928,633 CENSUS CARTOGRAPHY 13,302,139 18,151,400 4,849,261 ENUMERATION 27,319,750 46,237,320 18,917,570 DATA PROCESSING 4,215,400 4,215,400 - FINAL RESULTS 1,207,154 1,207,154 - DISSEMINATION 1,549,611 1,549,611 - ADVOCACY 1,040,000 5,382,000 4,342,000 VEHICLES AND TRANSPORTATION 13,524,410 11,259,950-2,264,460 DATA PROCESSING EQUIPMENT 4,000,000 4,000,000 - CARTOGRAPHIC EQUIPMENT 2,494,000 1,908, ,000 OFFICE EQUIPMENT 246, ,000 - PROJECT MANAGEMENT 2,405,158 2,405,158 - GRAND TOTAL 73,720, ,907,993 29,187,004 11

12 c. Justification for increase in census operational budget A. Planning The GONU allocated $2.2 million (CBS) and $1.7 million (SSCCSE) for the construction of states statistical offices. The total of $3.9 million has resulted in an increase of $2.4 million as the original budget was for $1.4 million to be used for construction. The budget for the operation of the Population Census Council (PCC) and its various committees at national, regional, state and county level has increased from $174,867 to $1,446,000. The increase is largely explained by the frequency of meetings at the 95 Mahalias in the North and the 79 Counties in the South. B. Census Cartography The acquisition of satellite imagery and base maps is the major increase with an estimated cost of $2.0 million. Helicopter and Fixed Wing Aircraft rentals ($1.0 million) have also been budgeted for the movement of mapping teams in especially difficult terrains particularly in the South because of mines, insecurity and the rainy season. Fuel and maintenance ($3.5 million) has simply now been shifted into this category and reflects the current higher operational costs in the field C. Census Advocacy The increase of $4.3 million covers the proposal which has been prepared by the Media and Advocacy Committee (MAC) which is one of the PCC committees in both, North and South and which became operational after the February 2006 appraisal D. Enumeration A major component for the increase in the cost of enumeration ($5.8 million out of the $18.9 million) is the rate of payment for training and enumeration and the provision of accommodation during training for participants. The absence of housing in the post-conflict environments of Southern Sudan means that trainees have to be housed in hostels etc during training even though such training is provided close to their counties. Another major component for the increase in the cost of enumeration is the printing of census documents (long questionnaire and manuals) and the production of enumeration materials (caps, jackets, satchels etc.). This accounted for an increase of $11.5 million. The third major component for the increase is the provision of fuel for the almost 4,500 vehicles that will be used during the two week enumeration period and the rental of helicopters and fixed wing aircraft for the movement of materials and personnel before, during and after the enumeration at a cost of $7.0 million. 12

13 During the MDTF Appraisal Mission for Phase II in June 2007, budget lines were again revised but the overall revised figure of $102,297,993 was maintained. The budget revision took into consideration the actual costs of enumeration materials procured for the pilot census. This led to a reduction in the budget line for procurement of enumeration materials. The savings were then transferred to the budget line for vehicles. Additional funds for vehicles were also added from the MDTF component resulting in the final analysis of an allocation of $5,000,000 for the procurement of vehicles and boats (30 Hardtops and 75 boats each for North and South). This revised budget distribution is shown below in summary form. FIFTH SUDAN POPULATION CENSUS BUDGET SUMMARY FOR FEBRUARY 2006 AND JUNE 2007 ACTIVITY FEB 2006 JUNE 2007 DIFFERENCE 1 PLANNING 2,417,367 6,346,000 3,928,633 2 CENSUS CARTOGRAPHY 14,302,139 17,149,050 2,846,911 3 ENUMERATION 28,584,210 43,544,670 14,960,460 4 DATA PROCESSING 4,215,400 4,215,400-5 FINAL RESULTS 1,207,154 1,207,154-6 DISSEMINATION 1,549,611 1,549,611-7 ADVOCACY 1,040,000 5,382,000 4,342,000 8 VEHICLES AND BOATS 11,259,950 16,259,950 5,000,000 9 DATA PROCESSING EQUIPMENT 4,000,000 2,695,000-1,305, CARTOGRAPHIC EQUIPMENT 2,494,000 1,908, , OFFICE EQUIPMENT 246, , CAPACITY BUILDING PROJECT MANAGEMENT 2,405,158 2,405,158 - GRAND TOTAL 73,720, ,907,993 29,187,004 d. Disbursement of Census Funds in 2006 Disbursement of census funds started in the middle of the year according to agreed schedules except for Netherlands and UNFPA funds which were available at the start of the year. GONU started disbursing funds in May 2006, DANIDA in April 2006, the EU also in May 2006 and the MDTF in October However the failure by GONU to disburse the remaining $5.1 million had the greatest impact on the 13

14 census as it delayed the start of mapping, slowed down mapping operations (fuel and salaries) and resulted in the postponement of the pilot census. FUND 2006 % ALLOCATION DISBURSED BALANCE DISBURSED GONU 14,300,000 9,200,000 5,100, MDTF 12,400,000 9,000,000 3,400, EU 2,008, ,987 1,186, DANIDA 2,847,649 2,458, , NETHERLANDS 221, , UNFPA 351, ,078 29, TOTAL 32,129,312 22,023,580 10,105, * All figures are provisional up to six months after year s end e. Project Costs by Component According to the JAM Report, the cost of the population census was estimated to be US$ 59.2 million comprising of US$ 43.8 million for Northern Sudan and US$15.4 million for Southern Sudan. However, the appraisal mission working closely with CBS, SSCCSE and UNFPA reviewed the JAM estimates and in lieu with the absolute lack of infrastructure in the South and other new developments, came up with new estimates of US$44.2 million for the North and US$29.5 million for the South, giving a total of US $73.7 million in February The budget was further revised in February 2007 taking into account the experience of implementing field mapping in the South and the Sudan Family Health Survey which required higher training and remuneration costs in the South. The new total is $102.9 million. A summary of the census budget by activity is shown below in Table 2. Also, a breakdown by year, source of funding, GONU, MDTF - N and S, and beneficiary - - CBS and SSCCSE, is shown in Table 3. The Government of National Unity has committed itself to provide 67% percent of the cost of the census, which is equivalent to US$ 68.5 million. However, there is a gap in funding that needs to be bridged by the donors as agreed during the Oslo Conference and the JAM process. Thus, this project proposal is requesting MDTF to earmark US$22.0 million for the census for 2007, of which US$12.0 million will be allocated to CBS and US$10.0 million to SSCCSE. This would encourage GONU to commit its resources with the added confidence that the international community is ready to support and complement its efforts. 14

15 Table 2 BUDGET SUMMARY BY ACTIVITY ACTIVITY COST (US$) 1 PLANNING 6,346,000 2 CENSUS CARTOGRAPHY 17,149,050 3 ENUMERATION 43,544,670 4 DATA PROCESSING 4,215,400 5 FINAL RESULTS 1,207,154 6 DISSEMINATION 1,549,611 7 ADVOCACY 5,382,000 8 VEHICLES AND BOATS 16,259,950 9 DATA PROCESSING EQUIPMENT 2,695, CARTOGRAPHIC EQUIPMENT 1,908, OTHER EQUIPMENT 246, PROJECT MANAGEMENT 2,405,158 GRAND TOTAL 102,907,993 15

16 Table 3. SUDAN: Census Budget (US$), TOTAL GONU 14,285,080 22,000,000 32,222,913 68,507,993 MDTF 12,400,000 22,000, ,400,000 26,685,080 44,000,000 32,222, ,907,993 CBS 15,891,048 23,000,000 19,333,748 58,224,796 SSCCE 10,794,032 21,000,000 12,889,165 44,683,197 26,685,080 44,000,000 32,222, ,907,993 CBS GONU 8,571,048 11,000,000 19,333,748 38,904,796 SSCCE GONU 5,714,032 11,000,000 12,889,165 29,603,197 GONU 14,285,080 22,000,000 32,222,913 68,507,993 CBS MDTF 7,100,000 12,000, ,100,000 SSCCE MDTF 5,300,000 10,000, ,300,000 MDTF 12,400,000 22,000, ,400,000 TOTAL 26,685,080 44,000,000 32,222, ,907,993 The table above shows that the total cost of the census for 2007 is US$ 44.0 million. This includes both GONU and MDTF shares and will be financed as follows: GONU (US$ 22.0 million), MDTF - N (US$ 12.0 million), and MDTF - S (US$ 10.0 million). It is critical for the implementation of the census that these amounts are made available immediately to allow the launching of large scale mapping with up to 15 teams in all states, the intensification of census advocacy and publicity, and the procurement of enumeration materials. The table also shows that the total cost of the census in 2008 is US$ 32.2 million. This cost will be met entirely by GONU. The cost will cover training, enumeration, data processing, analysis and dissemination of the results. 16

17 f. Quarterly Disbursement Schedule in 2007 The table below (Table 4) shows the quarterly disbursement schedule for both MDTF and GONU funds which takes into consideration the schedule for the payment of $30.0 million already confirmed by GONU between June and September It is expected that GONU will also pay the remaining balance of $24.2 million before the end of November 2007 to ensure that the census enumeration takes place in January 2008 as planned. The MDTF funds ($22.0 million) have to be provided to the UNFPA by 30 July 2007 to ensure timely procurement and delivery of the enumeration materials to Khartoum and Juba 17

18 Table 4 Quarterly Disbursement Schedule for Phase II Funds by MDTF and GONU in 2007 JUNE 2007 JULY - SEPT 2007 OCT - DEC 2007 Table 2 BUDGET SUMMARY BY ACTIVITY GONU MDTF GONU MDTF GONU MDTF ACTIVITY COST (US$) 1 PLANNING 2,280,028 1,446, ,028 2 CENSUS CARTOGRAPHY 13,149,050 5,000,000 7,573, ,000 3 ENUMERATION 38,942,048 8,709,950 10,292,350 19,939,748 4 DATA PROCESSING 3,415,400 1,889,000 1,526,400 5 FINAL RESULTS 1,207,154 1,207,154 6 DISSEMINATION 1,549,611 1,549,611 7 ADVOCACY 5,382,000 2,500,000 2,882,000 8 VEHICLES AND BOATS 5,000,000 5,000,000 9 DATA PROCESSING EQUIPMENT 1,695,000 1,695, CARTOGRAPHIC EQUIPMENT 0 11 OTHER EQUIPMENT 0 12 PROJECT MANAGEMENT AND CONTINGENCIES 3,602,622 3,602,622 GRAND TO TAL 76,222,913 7,500, ,500,000 22,000,000 24,222,

19 D. INSTITUTIONAL AND IMPLEMENTATION ARRANGEMENTS a. Institutional Arrangements With the peace agreement and formation of the institution of the Presidency of the Republic, the preparations for the census have been stepped up. A Presidential decree has been issued, and the Population Census Council and relevant committees established. A Technical Working Group (TWG) which has been functioning informally has now been transformed into the technical committee for the census. The TWG held several meetings in 2005 and 2006 with the participation of all national and international stakeholders and drafted the technical proposals for the approval of the Population Census Council. The Interim National Constitution (INC) has provided that the census should be completed during the second year of the Interim Period that commenced on July, 9, 2005, and this would mean that the census should be carried out in The CPA provides a provision that six months before the end of the period referred to above, the Parties shall meet and review the feasibility of the dates set out to complete the census. Critical factors in the decision about the census date are: the availability of resources, both domestic and international, and the ability of the statistical authorities to complete their preparations ahead of the census date. An important consideration is the rainy season, which can hamper census operations, particularly in the South. Given the above factors, the TWG has recommended that enumeration be conducted no later than November The Presidency at a recent meeting on 24 th March 2007 has indicated that it is sticking to this date except there is an emergency. However, this date should be confirmed following a review by the CPA signatories. The Government of National Unity (GONU) and the Government of Southern Sudan (GOSS) are both responsible for the undertaking of the census. The CBS and the SSCCSE have been mandated to execute the census program in the North and the South, respectively. A Presidential Decree will form the legal basis for undertaking the census by setting the census date etc. In the meantime, a census structure has been established to ensure an effective, efficient and transparent execution of the census operation. Various committees, mainly as policy organs, have been established at national, state and local levels by GONU and GOSS. The Director General of CBS is the national Census Controller, with the Chairman of the SSCCSE as his deputy. A census structure for the CBS already exists. This is made up of a census executive director and deputy director with supporting administrative, financial and logistical units. Parallel structures exist at state and local government levels. A structure, similar to that of the CBS, is in the process of being established at the SSCCSE. Already the SSCCSE has recruited fourteen graduates to be posted to the state s statistical offices to cover technical issues. In the area of management a Director of Finance and Administration has been recruited and adverts have been put out for human resource managers and accountants. The CBS already started preparations to conduct the fifth population census in However, this census was rescheduled to after the signing of the CPA in order to have one national census. These preparations covered the various dimensions of the census operations. However, these are now out of date for use in the planned census. The only advantages are the added experience to the CBS staff members and the existence of limited census infrastructure. The SSCCSE in the South has made significant strides to improve on its capacity since the signing of the CPA, but it still has a long way to go. This implies that more financial and human resources should be deployed for the census operations in the South to make up for the capacity gap. It should be mentioned here that in spite of the fact that there are two national implementing agencies, the same census 19

20 methodology including concepts, principle, definitions and the whole census operation will be applied across the whole country, i.e. both North and South. The census is one project to be implemented by two agencies under one institutional structure that combines technical and financial resources from GONU and GOSS. UNFPA is playing the coordinating role to ensure that technical standards in this approach is adopted and implemented nationwide. In order to coordinate implementation of the census work between the CBS and the SSCCSE, a Population Census Council (PCC) was established by the President (Presidential Decree No. 2/2006, dated January 7, 2006). PCC has been established as the highest political and decision-making authority that will oversee the implementation of the census and its membership includes most key stakeholders including representatives of governments at national, Southern Sudan and states levels. PCC has the following duties and responsibilities: 1. Mobilization of all necessary resources for the census. 2. Overseeing performance and receiving progress reports from the various committees. 3. Endorsement of census questionnaires contents, general census plans and structures. 4. Ensure that all levels of government facilitate the constitutional obligation assigned to CBS and SSCCSE in conducting the population census in the country. 5. Approval of overall census budgets. 6. Approval of the final census results. The council operates through specialized committees including the Technical Working Group (TWG), Advocacy and Publicity Committee, Financial Committee, Monitoring and Observation Committee. These committees will report to the Council on progress regarding their duties and responsibilities as set forth in Annex II. The work of such committees is facilitated by the preparatory work of the Technical Working Group (TWG) composed of members from the CBS and the SSCCSE with technical backstopping from UNFPA and others. The GOSS also by a Presidential Decree has in September 2007 established several census committees coordinated by the Southern Sudan Population Census Council (SSPCC) which reports to the PCC in Khartoum. The CBS and SSCCSE are the implementing agencies of the population census throughout Sudan. Implementation processes will be through a hierarchical structure for each of them that identifies duties and responsibilities at all levels of implementation. b. UNFPA Technical Support Role CPA, GONU and GOSS, all recognize the leading role of UNFPA in technical support, and resource mobilization for population censuses. This role emerges from the long history of UNFPA s support to all forms of population data collection activities, and from the attention given by UNFPA to use of statistics and indicators in programming as well as in monitoring and evaluation processes. UNFPA will play a crucial role in supporting the implementation of the forthcoming census to ensure that it meets nationally and internationally credible, acceptable and comprehensive standards. In order to meet these criteria, UNFPA will perform the following technical functions: 1. Technical backstopping structure, which includes recruitment of CTA and his two deputies (one for North and one for South) and other human resources and logistical needs. This task also includes the design of quality assurance methodologies and observatory role for census implementation. 2. Coordination, which includes arrangement of several coordination meetings between national and international stakeholders, inside and outside Sudan. 20

21 3. Training, which includes conducting several initial training courses and other capacity building activities that are not included in the census implementation plan. 4. Advocacy, which includes basic capacity development of the national counterparts for future advocacy and awareness raising activities. 5. Analysis, publication and dissemination of the data. The UNFPA Sudan Country Office has been provided with technical backstopping by the UNFPA Country Technical Services Teams (CST) based in Amman, Jordan and Addis Ababa, Ethiopia. It should be noted that UNFPA will not use MDTF funds in the fulfilment of the above technical tasks. The sources of funding for UNFPA s technical support to the population census will be from DANIDA, EC, French Cooperation and the Netherlands, in addition to its own resources. The key stakeholders CBS and SSCCSE have participated in project preparation. In addition the project had the benefit of consultation with the experts from the US census Bureau, EC and French Cooperation, and CEDEJ. UNFPA is coordinating the work of all the different agencies participating in the project, so that there is no duplication of effort or wastage of resources. The United Nations Population Fund (UNFPA) coordinates the activities of the CBS, SSCCSE and census technical assistance providers to ensure that there is one census with harmonized methodologies and instruments. This is ensured through the following activities:- c. Technical Working Group (TWG) An ad-hoc technical advisory forum known as the Technical Working Group (TWG) has been established to provide timely technical support and guidance to the census implementing agencies namely the CBS and the SSCCSE as well as to the Population Census Council, throughout all stages of the census planning, implementation, monitoring and national capacity development. The TWG epitomizes the true spirit of the one Sudan census as its membership includes representatives from the CBS and SSCCSE, GONU, GOSS and international technical advisors (UNFPA, US Census Bureau, French Cooperation, Statistics Norway, CEDEJ). The TWG is co-chaired by the Director- General, CBS and the Chairman, SSCCSE with the UNFPA CTA serving as the Secretary. The operations of the TWG have been the most successful of the census operations to date. The TWG was established in 2005 by the UNFPA to harmonize all census instruments and methodologies. The TWG will aim to strengthen the M&E aspects of the project to serve as an early warning system that would detect technical issues leading to delays in implementation. This would also ensure enough attention to quality during implementation. The TWG since its establishment has held meetings in Khartoum, Port Sudan and Nairobi in 2005 and in 2006 held meetings in Khartoum, Rumbek, Juba, El Obeid, and Malakal. The TWG achieved the following in 2006:- Finalization of the census mapping manuals and listing forms Finalization of census questionnaires Finalization of enumeration and training manuals for enumerators and supervisors Selection of OMR for the scanning of the short questionnaire Selection of pilot census areas in all 25 states with 1,000 households per state 21

22 Finalization of all logistical arrangements for the implementation of the pilot census Developed an outline plan for data processing d. Population Census Support Units (PCSUs) The current UNFPA census support system which operates under the overall supervision of the UNFPA Representative is headed by a Chief Technical Advisor with four deputies, two based in Khartoum (for the Central Bureau of Statistics, CBS), one based in Rumbek and the other based in Juba (for the Southern Sudan Commission for Census, Statistics and Evaluation, SSCCSE). Short term international consultants have been recruited in the areas of GIS/Cartography, Advocacy, Census Enumeration and Data Processing. There is an International UNV providing support in cartography to the SSCCSE. The UNFPA CSTs in Jordan and Ethiopia also provide technical backstopping to the PCSUs when requested to do so. There are several national staff in advocacy, finance, logistics and census technical operations. There are currently four PCSUs. One of these is located within the CBS headquarters in Khartoum and will be headed by a Census Operations Manager. The other is located within the CBS Census Office and is headed by the DCTA for the North. The third PCSU is located within the SSCCSE headquarters in Juba and will be headed by a Census Operations Manager and the fourth PCSU is located within the Census Operations Centre of the SSCCSE at Rumbek and is headed by the DCTA for the South. UNFPA is increasing and diversifying its technical support in Two international GIS specialists have been recruited and UNFPA is in the process of recruiting data processing specialists for the CBS and SSCCSE. Demographic Analysis specialists will also be recruited in 2008 for the CBS and SSCCSE The CBS has provided additional office space for the CTA and his coordinating office staff to be located in the CBS headquarters next to the offices of the Census Controller and the SSCCSE Liaison Office which is also located on the CBS premises. This will improve on the dialogue among the three offices (CBS, SSCCSE and UNFPA) as all three will now be under one roof thereby improving coordination. e. UNFPA Monitoring Role UNFPA has provided additional support from UNFPA regular resources for the recruitment of two international Census Operations Managers who will be fielded at CBS (Khartoum) and SSCCSE (Juba) to manage the non-technical components of the UNFPA census support. This will free up the Chief Technical Advisor and the two DCTAs for more technical monitoring of the census. It should be noted that while monitoring and observation processes will be conducted by the MOC using independent individuals, groups, institutions and organizations (using prepared guidelines), quality assurance will be the responsibility of the CBS, SSCCSE and UNFPA. Several monitoring, observation and quality assurance measures are built into the project, including: 1. Monthly and ad hoc reports by the project directors and other senior census staff. 2. Field visits reports. 3. Reports of monthly review meetings of the TWG. 4. Reviews by UNFPA at each phase of the project, Preparatory, Census Implementation, Data Processing and Publication phases. 5. Monitoring and observers reports. 6. The national project directors of the two institutions (CBS & SSCCSE) will produce periodic progress reports in collaboration with UNFPA. 22

23 f. UNFPA MDTF Management Role UNFPA as part of a new recommendation by the MDTF technical secretariat, which has been endorsed by the PCC and the respective ministries of finance of GONU and GOSS, will now also manage the MDTF funds for both the North and South. This expanded role ensures that both technical and financial management are firmly under the control of one UN agency. This ensures better coordination and avoids overlap and duplication. To expedite implementation and ensure that UNFPA capacity is used in tandem with its mandate, the MDTF funds will be used only for the printing of enumeration manuals/questionnaires, the production of training and enumeration materials, the purchase of additional vehicles/boats and the procurement of scanning machines, software and technical support. All these bulk procurements will be handled centrally at UNFPA HQ. The UN Country Team (UNCT) in Sudan at a recent meeting agreed to provide support to the census process as part of its contribution to the peace process in Sudan. It has established a working group led by UNFPA to periodically discuss census operations. UNFPA has also been requested to submit a detailed request for assistance to each agency and then hold discussions to finalise and agree on such assistance. The EU and DANIDA have also established a census management group together with the CBS, SSCCSE, MIC and UNFPA which will meet monthly to discuss census issues in general and EU and DANIDA funded components in particular. 23

24 E. FUNDING COMPONENTS The components of the census in 2007 which will be funded by the MDTF are distributed as follows: CENSUS ACTIVITY SUB-ACTIVITY TOTAL $ CBS $ SSCCSE $ PLANNING Office Supplies and Equipment 834, , ,611 MAPPING Mapping Consumables 576, , ,000 ENUMERATION Printing of Final Census Documents 3,179,750 1,811,250 1,368,500 Production of Enumeration Materials 7,112,600 4,206,300 2,906,300 VEHICLES AND BOATS Procurement of Vehicles and Boats 5,000,000 2,500,000 2,500,000 SCANNING EQUIPMENT 1,695,000 1,100, ,000 SUB - TOTAL 18,397,378 10,305,967 8,091,411 UNFPA Administrative Charges (7%) 1,287, , ,399 Incremental Operating Costs 494, , ,680 Total 20,179,914 11,158,425 9,021,490 Contingency (5%) 1,008, , ,074 Grand Total 21,188,910 11,716,346 9,472,564 Rounding Up 22,000,000 12,000,000 10,000,000 All other components will be funded by GONU. 24

25 a. Management Structure UNFPA Sudan Country Office (CO) aims at recruiting two International Census Operations Managers and one Budget Comptroller, all of whom will work under the supervision of the Chief Technical Advisor for the Census Project. The Operation Manager, North will be assisted by five staff: one Procurement Specialist and one Procurement Assistant, one Finance Specialist, one Finance Assistant and one Driver. The Operations Manager, South, will be assisted by the same five positions as described above plus one IT assistant. UNFPA will try every effort to have all people in place for all posts for the North and South Sudan by 15 July and 31 July 2007 respectively. Below is a short description of the terms and references of each of these functions and an organigram showing the whole structure of the Census project. 25

26 26 Finance Assistant VACANT Logistic Assistant VACAN Driver VACANT Finance Specialist VACANT Census Operations Manager Chief Technical Adviser (CTA) Deputy CTA (North) Census Operations Manager (North) Deputy CTA (South) Rumbek (south) Logistician VACANT Projec Associat (Advocacy) t e Project Associate (Technical) Procurement Specialist VACANT Logistic Assistant Finance Assistant VACANT Project Associate (Advocacy) Project Assistant Project Associate (Advocacy) Project Assistant VACANT Driver Project Associate (Advocacy) VACANT Project Associate (Technical) VACANT Driver Driver VACANT Budget Controller EU DANIDA UNFPA MDTF