Key Stakeholders

Key Stakeholders

The detailed key institutions and stakeholders considered for the institutional arrangement of PERG are as follows:

1. High Power Steering Committee (HPSC): 

HPSC will act as the highest decision-making body for the project at the Government of Gujarat level. It will be outside the autonomous structure of the Society established at state level for project implementation. The Chief Secretary will chair the HPSC meetings. 

The roles and responsibilities of the HPSC include approving the Operation Manual including Financial Rules and Accounting Procedures, endorsing annual plan of operation and annual budget of the project, advising and resolving issues and problems related to financial flow from the state government to the project, facilitating convergence and coordination of project with other government departments and taking up policy related matters of the project.

2. Governing Body (GB):

GB will be highest decision-making body within the society. The Additional Chief Secretary (Forests & Environment) will chair the GB meetings.

GB will rigorously review the project progress vis-à-vis annual plans and will monitor the status of disbursement. It will review the functioning of the PMU (society) regularly and guide PMU to prepare proposals for the HPSC. The key roles and responsibilities of the GB will include empowering PMU to disburse funds for project implementation as per annual plans, as well as delegate financial authority to the Chief Project Director required for day-to-day functioning, deciding and approving proposals on procurement of Goods & Services as required under the Project, monitoring physical and financial progress of the project regularly and approving contractual posts, remuneration, and allowances etc., submitted by the Executive Body.

3. Executive Body (EC):

EC will provide enabling environment for sharing proposals on any areas of project functioning, and will encourage the members to provide new ideas, views, and concerns. Member-Secretary of EC will keep systematic records and the proceedings of all such meetings. Following will be the key roles and responsibilities:

• Develop Operation Manual including Financial Rules and Accounting Procedures, policies and guidelines etc.

• Decide and approve proposals on procurement of Goods & Services as required under the project

• Prepare APO in consultation with field level offices of PMU

• Closely monitor the physical and financial progress of the project by organizing regular meetings with field level offices and suggest next plan of actions.

Prepare modifications and/or changes in components/subcomponents of the project (as described in M/D) with justification, when required, and submit to Governing Body for onward submission to JICA/DEA, GoI for concurrence and approval.

Whereas, PMU under guidance from EC will keep track of the project implementation regularly, and will be responsible to provide day-to-day guide, issue instructions, prepare guidelines and manuals, develop and execute capacity development plan, establish and operate M&E, GIS/ MIS and project accounting systems, undertake field visits, bring out publications to highlight achievements, disseminate project information, maintain project website and provide-hand holding support in field, in almost all respect to ensure efficient implementation of the project.

4. Project Management Unit (PMU):

PMU will be headed by Chief Project Director (CPD) in the rank of APCCF or above. S/he will also act as CEO of the society and will act as Vice chairperson in the Executive Committee of the society. CPD will be supported by a team of officers and professionals and the Project Management Consultants (PMC).

The PMU will manage the project funds, extend funds to the implementing units, guide and supervise project implementation to achieve results within stipulated timeframe adopting the prescribed processes, collate and consolidate the expenditure statements from field offices, and prepare Statement of Expenditures (SOEs) for getting reimbursement of claims from JICA.

As a part of the society, PMU will also establish Circle Coordination & Supervision Units (CCSUs), Divisional Management Units (DMUs), and Range Management Units (RMUs) that will work as extended arms of PMU, and support project implementation and supervision while working along with the departmental functions, and with the JFMCs/ EDCs as well.

5. Project Management Consultants (PMC):

As a part of the project design and institutional arrangements, a team of experienced professionals will be procured and deployed at state level as project management consultants (PMC) to assist PMU in managing the project and to extend required technical guidance for limited number of years. The team composition of PMC will carry skill set and experience to complement and supplement PMU initiatives, provide technical support in preparing guidelines and procedures as well as provide an independent view on project implementation.

6. Circle Coordination and Supervision Unit (CCSU):

CCSU will be established at circle level, and will function as the dedicated and extended wing of the PMU for coordination and supervision of implementation and as a subordinate office of the autonomous society. CCSU will be headed by a CF/ CCF rank officer, designated as Regional Project Coordinator (RPC), and supported by professional staff to be hired from open market and deployed by PMU at circle level.

This office will function as a link between the PMU and DMUs that will have the main responsibility for implementing the annual plans, and will extend all technical inputs and guidance to support DMUs for planning, technical drawing specifications and estimates, preparing and facilitation procurement of goods and services including preparing tender/ bid documents as well as compilation of information and monitoring. The RPC will also facilitate fund flow for execution of plans in timely manner. The RPC will also be responsible for supervising and guiding the works carried out by specialized agencies/ resource organizations or NGOs, and facilitate convergence at the district level.

7. Divisional Management Unit (DMU):

DMU will be established at division level, and will function as the dedicated and extended wing of the PMU for planning and implementation the activities, and as a subordinate office of the autonomous society. DMU will be headed by a Divisional Project Officer (DPO) who is in the rank of DCF in the Forest Department. S/he will facilitate project implementation at the divisional level, and will also extend all technical inputs and guidance to RMUs within their jurisdiction and at field level.

DPO will be responsible for supervising and guiding the works carried out by specialised agencies/ resource organisations or NGOs, facilitate convergence at the district level, extend support for preparing annual plans, estimates etc. He will will assist in maintaining the project accounts, and timely prepare SOEs for onward submission and also monitor, supervise and follow-up with the subordinate offices, and provide guidance on documentation and reporting the physical and financial progress.. In addition, DMU will also be involved to channelize funds to JFMCs/ EDCs through as system of ‘Fund Advice Note’ to be prepared and recommended by RMU and forwarded by RPO to DMU for releasing funds to JFMCs/ EDCs.

8. Range Management Unit (RMU):

RMU will be created as an extended arm of the DMU and as a part of PMU. RMU will be headed by Range Project Officer (RPO) in the rank of Ranger or above in the Forest Department.

RPO will facilitate project implementation at the range level and will also be responsible for supervising and guiding the works carried out by the subordinate field functionaries as well as JFMCs/ EDCs, and facilitate convergence at the block level.

9. Joint Forest Management Committee (JFMC)/Eco Development Committee (EDC):

JFMCs and EDCs constituted in project areas will be engaged. Wherever necessary, new JFMCs/ EDCs will be constituted to work in different landscapes in the project areas. In addition to the NGOs/ Resource Organizations, JFMCs/ EDCs will identify local person who can qualify to act as Field Facilitator for the project duration. S/he will be guided by the project teams to handhold and extend support to these community institutions for project implementation and reporting.