4. PLANNING

4.1 Network Planning

(55) Figure 3 gives the generalized network planning for the development of NIFR and its 5 research stations. The network planning has been based on the following main principles:

1. In developing the research stations, the NIFR should deal with one station at a time in order not to overload the capacity of the organization and to enable proper attention to be given to the work.
2. In dealing with the research stations, first priority is given to FARS, Mymensingh, as that station is in an advanced stage of construction. Second priority has to be given to BARS, Satkhira, as brackish-water culture has a high priority. Next comes RFRS, Chandpur. It is, however, assumed that the construction programme will not affect the ongoing research. Thereafter attention is given to Cox's Bazar, as that station is very much in need of re-organization and coordination. The FTRS, Chittagong will receive the lowest priority.

Below a description is given of the network activities, using the same coding as is used in Figure 3.

A. Establishment of the NIFR organization

A1. Rent temporary office in Dhaka. It is considered necessary and it is assumed that NIFR headquarters will be housed in or in the vicinity of Dhaka. Per 1 June 1985 an office should be rented with a space of 225 m², see (53).

A2. Appointment initial staff, The first group of persons assigned to NIFR will establish and assist in establishing the organization of NIFR and develop and assist in developing the 5 research stations. Per 1 June 1985 the following staff should be appointed: Director, Chief Research Wing, Chief Programme Division, Chief Coordination Division, Design Engineer, Chief Administration and Finance, Bookkeeper, Secretary, Typist, Office Boy, See (51).

Fig 3 - Generalized network planning

A3. Detailed planning of Organization. A detailed plan for the organization of NIFR will be drawn up, including staffing, job rating, job description, phasing of staffing, administrative and technical procedures for planning and monitoring, etc.

A4. Planning of training. A detailed plan will be prepared for training, including overseas training, indicating persons to receive training, type, duration and location of training and costs.

A5. Development of Organization. The organization of NIFR will be further developed on the basis of the guidelines set forth in the detailed planning report referred to under (A-3). Development will also include overseas and on-the-job training of staff.

B. Development FARS, Mymensingh

B1. Preparation detailed plan of operations. As FARS is in an advanced stage of development, this station should received attention first. A detailed plan of operation will be established, including detailed organization (organizational chart, staffing, budgeting, procedures), detailed research programmes and projects (description of projects, staffing, facilities, budget, proposed source of financing, phasing, monitoring and evaluation procedures) and a detailed training schedule (identification of persons, type, location and duration of training, budgeting).

B2. Construction and procurement, It is assumed that by 1 November 1985 the facilities in FARS will be operational.

B3. Recruitment and initial training of staff. The station should not start immediately with full-scale research activities. First the level of basic knowledge and practical experience of the staff should be raised. An 8-month period of intensive classroom and on-the-job training is envisaged. Also scientific staff from the other stations may receive part of their training here.

B4. Full operations. FARS is expected to be fully operational, inclusive of well-trained staff, per 1 July 1986. From that moment on, research programmes and projects will be started gradually in accordance with the detailed plan of operation (B-1) and depending on the research funds available.

C. Development BARS, Satkhira

C1. Availability of Site. It is assumed that per 1 November 1985 a positive decision will have been made with respect to the availability of the Benerpota site. At that time, surveys and investigations will be started. The site only needs to become physically available as of 1 October 1986, when construction will begin.

C2. Preparation of detailed plan of operation. This will include detailed plans for organization, research programmes and projects, and training, including staffing, budgeting, financing, phasing, etc.

C3. Preparation of design and tender documents. This will comprise 3 stages: (a) surveys (soil survey, topographical survey, hydrological investigations), (b) preliminary design (design criteria, lay out, preliminary cost estimates) and (c) detailed design, specification of equipment and tender documents.

C4. Tender procedure. Construction of BARS will be tendered. The total procedure including advertising, tendering, evaluation of bids and negotiation of contract is expected to take about 4 months.

C5 Construction, installation, procurements. This is expected to take 18 months. Construction will be done in two stages: during stage [a] (about 10 months), the basic facilities will be construted, allowing on-the-job training of personnel to be started. During stage [b] the rest of the work will be completed.

C6. Recruitment and initial training of staff. Two training periods will be distinguished. In period [a] scientific staff will receive overseas training and training at FARS and at Headquarters. Maintenance staff will be assigned to BARS to be present during construction, installation and procurement. If necessary, special on-the-job training will be organized for them during that period. During period [b] the full scientific and maintenance staff will receive intensive classroom and on-the-job training at BARS.

C7. Incorporation of Shrimp Demonstration Farm. Upon completion of all facilities on 1 September 1987 the Shrimp Demonstration Farm near Satkhira will be moved to BARS. For that purpose a training centre for farmers and demonstration ponds and facilities will be built on the Benerpota site. Construction will take place parallel with the construction of BARS.

C8. Full operation. BARS and Shrimp Demonstration Farm are expected to be fully operational per 1 September 1987.

D. Development of RFRS, Chandpur

D1. Preparation detailed plan of operation, see B1 and C2.

D-2. Preparation designs and tender documents, see (C3)

D-3. Tender procedures, see (C4)

D-4. Transfer of Fish Technologist Laboratory to FTRS, Chittagong. This should be done before construction starts in Chandpur. It will mainly consist of transferring staff.

D-5. Construction, installation, procurement. This is expected to take one year. As RFRS is an existing station, the work can continue as usual in the meantime.

D6. Recruitment and initial training of staff. Before embarking on a full-scale research programme, an 8-month period of intensive classroom and practical training in riverine fisheries will be provided. For this purpose a riverine fisheries specialist (long-term) will have to be engaged.

D7. Riverine Fisheries Programme. This programme will be carried out in three stages. During stage [a] ongoing research will be continued. During stage [b], a realignment of research staff and research programmes will take place. After the scientific and technical staff have received a full training (D7), a start will be made with a full-scale riverine research programme. The riverine fisheries specialist referred to under (E6) should assist in starting up this programme.

D8. Full operation. Early in 1988 the station will be fully operational.

E. Development MFRS, Cox's Bazar

E1. Preparation of detailed plan of operation. Programmes and projects in Cox's Bazar suffer from insufficient planning, coordination and implementation. The detailed plan of operations will include a plan for integration and redefinition of ongoing projects.

E2. Integration of ongoing projects. This has, at present, the highest priority in Cox's Bazar. After this situation has been clarified, programmes for construction and training may be considered.

E3. Full operation of the station as Cox's Bazar is not expected before the end of 1988.

F. Feed Installation FTRS, Chittagong

F1. Availability of Space. The FTRS in Chittagong will have a limited scope and it is not considered justified to construct a special building for this station. Space should be found, preferably at the premises of the Bangladesh Fisheries Development Corporation. In total the following space should be required: Feed milling room 70 m², feed and ingredient storage room 100 m², laboratory support space 70 m² and 3 office rooms.

F2. Preparation of a detailed plan of operation. See (B1) and (C2).

F3. Preparation of Specifications. The station will be equipped with feed technology and quality-control equipment and laboratory instrumentation. Specifications of equipment and instruments will be prepared.

F4. Tender and Installation. The equipment and instruments referred to under (F3) will be tendered and installed. The total procedures, including invitation of contractors, submission of bids, negotiation of contract, international transportation and installation, will take about 8 months.

F5. Recruitment and training of staff. Senior research staff should receive overseas training in feed technology and nutrition and quality control [a]. After installation of the feed technology and quality control equipment, scientists and technicians will receive intensive on-the-job training [b].

F6. Full operation. In August 1987 the station can start the first full-scale research programme.

4.2 Consultancy staffing

(56) Fig. 4 gives the time planning of the international and national specialists. The time input of the specialists is summarized in Table 6.

A number of points should be noted in conjunction with the figure and its associated table:

Fig 4 - Schedule for Consulting Services

Table 6 - Consultancy staffing

1. The staffing schedule in Fig. 4 is based on the generalized network planning of activities in Fig. 3. Changes in the network planning will result in changes in the schedule for Consultancy Services.

2. The staffing schedule in Fig. 4 is based on the staffing defined in the UNDP Project Document BGD/83/010/B/01/12 dated August 1984. There is, however, general agreement that additional staff will be required, see (57).

3. The staffing schedule in Fig. 4 does not include the services of a local engineering firm for the preparation of design and tender documents and for supervision of construction of BARS and RFRS, see (59).

(57) The tasks of the national and international consultants will be to advise and assist the management of NIFR in the establishment and development of NIFR and its 5 research stations, to train research staff, to assist in the establishment and implementation of research programmes and to monitor the research effort. A coordinating role will be played by the Research Programme Planning specialist and the Farming Specialist, as shown in the TOR below.

In Annex B generalized task descriptions are given of the national and international consultants mentioned in Figure 4 and Table 6. It will be the task of the Research Programme Planning Specialist to prepare detailed task descriptions before such personnel are assigned.

The Terms of Reference (TOR) for the Research Programme Planning Specialist and for the Farming Systems Specialist are reproduced here.

(i) TOR: Research Programme Planning Specialist

His general task will be to assist the management of NIFR in planning the organization and work programme of NIFR. In particular he will have the following special tasks:

1. Detailed planning of NIFR.

   He will, in close consultation with the management of NIFR draw up a detailed plan for the organization of NIFR, including a description of departments and sections (functions, procedures) and staffing (job rating, job description, phasing of staffing).

2. Planning work schedules.

   He will assist the management of NIFR in preparing and updating detailed work schedules, including an overall network planning showing the interconnection between the various activities. The generalized network planning in Figure 3 of Technical Assistance Report No. 1, 1984 will serve as a starting point for this work.

3. Monitoring and evaluation.

   He will monitor progress made in developing NIFR as an effective research organization. He will analyse bottlenecks in the progress of the work and propose measures to overcome such difficulties. He will evaluate the need for additional technical assistance not provided for under the present project.

4. Terms of Reference.

   He will prepare detailed Terms of Reference for national and international personnel to be assigned to NIFR under the present project and for additional specialist if so required.

5. Reporting.

   He will have final responsibility for all reporting leading to a Research Master Plan by the national and international specialists under the present project; he will be assisted by the Farming Systems Specialist. He will also report on the progress of the work to the Director of NIFR, the World Bank and FAO/UNDP.

(ii) TOR: Farming Systems Specialist

His general task will be to assist the management of NIFR in developing and strengthening the NIFR and its 5 projected research stations. In particular he will have the following special tasks:

1. Plans of Operation.

   He will coordinate the preparation of detailed plans of operation for each of the 5 research stations. Short-term expatriate specialists will contribute towards these plans of operation which will include detailed proposals for the organization of the research stations (organizational chart, staffing, budgeting, procedures) and detailed research programmes (objectives, staffing, facilities, budgets, proposed sources of financing, phasing and procedures for monitoring and evaluation).

2. Supervision of engineering

   He will advise and supervise the engineering with respect to BARS, Satkhira and RFRS, Chandpur. The engineering, including preparation of detailed designs and tender documents and supervison of construction, will be conducted by a local engineering firm. The Farming System specialist will instruct the engineering firm with respect to the engineering to be conducted; he will have the support of a short-term expatriate pond engineering specialist.

3. Development of Planning and Monitoring section.

   He will assist the management of NIFR in developing the Planning and Monitoring Section of the projected Programme Division of NIFR. As this section is considered a basic and indispensable tool for the management of research, much emphasis will be laid on its proper development, with considerable attention to staffing and training of staff and development of planning and monitoring procedures.

4. Development of the Training Section.

   He will assist the management of NIFR in developing the Training Section. The task of this section will be to train extension officers and in doing so take into consideration training programmes provided by other bodies. This section will be an important channel through which the research findings of the stations are conveyed to the users, that is to the fish-farmers and fishermen. Therefore much emphasis will be laid on the proper development of this section.

5. Detailed programme for training.

   He will analyse the need for training of headquarters staff of the NIFR and staff of the 5 research stations, and will prepare detailed programmes for training of individual specialists. Each training programme will include objectives of training, locations (s) of training, time schedule and budgeting. As a general basis for training programmes, he will prepare an overview of relevant theoretical and on-the-job training facilities and courses in the region.

6. Coordination of short term specialists

   He will coordinate the input of short-term specialists and assist in integrating their work into the activities of NIFR.

(58) The task of developing NIFR, establishing the 5 research stations and implementing an effective research programme at the required level, is a considerable one. In view of the present limited availability of highly trained and experienced research staff, technical assistance will be required in addition to the technical assistance provided under the present contract and planned in Figure 4 and Table 6. It is strongly urged that long-term technical assistance be arranged as indicated below. The additional staff required is shown in Table 7.

Table 7 - Proposed additional expatriate staff

1. NIFR Headquarters. In the plan in Figure 4, long-term technical assistance by the farming Systems Specialist is arranged for a period of one year. This seems to be rather short for the amount of work and organizational development to be accomplished. It is advisable to assign an international specialist per July 1986 for a period of 3–4 years, as advisor to the Deputy Director Research Wing, unless the person appointed to the position of Deputy Director Research Wing is considered to have the required seniority, experience and effectiveness in dealing with research planning and co-ordination. It should be stressed here, that the effectiveness of the management of the Research Wing will, to a large extent, determine the success or failure of fisheries research in Bangladesh.

2. FARS, Mymensingh. To allow proper management of this new station the following actions are proposed:

   1. Send two university graduates for overseas practical training for a period of 6 months each. One to gain experience in pond farming, the other to work with pen and cage culture. They should return to Bangladesh to take part in the operation of the station in mid 1986.

   2. Assign a pond culture specialist per November 1985 for a period of 3 years.

   3. Assign a pen/cage culture specialist per mid 1986 for a period of two years.

3. BARS, Sathkhira. Research into brackish water culture is new to Bangladesh and no senior national specialists are available to operate this station. Three actions are proposed:

   1. Send two or three University graduates for overseas training for a period of at least one year. They will make up the nucleus of the scientific staff of BARS. They should return to Bangladesh to take part in the on-the-job training starting mid 1987.

   2. Assign an international hatchery specialist per January 1987 for a period of two and a half years.

   3. Assign an international brackish water aquaculture specialist per January 1988 for a period of two years.

4. RFRS, Chandpur. The planning in Figure 4 provides for short-term consultancy over a period of 5 years. This, however, will not be sufficient to make RFRS and efficient and continuous operation.

   The following is proposed:

   1. Send two university graduates for overseas training for a period of at least one year. They will make up the nucleus of the scientific staff of RFRS.

   2. Assign a scientific fisheries specialist to RFRS in mid 1986 for a period of two years.

5. MFRS, Cox's Bazar. For the time being no technical assistance is proposed. The results of the Plan of Operation and of the integration of projects should be awaited first (57-D).

6. FTRS, Chittagong. For the time being no technical assistance is proposed beyong the assistance provided under the present project.

7. Short-term specialists. It is advisable to make available additional short-term specialist in fisheries statistics, training of extension officers, engineering for brackish water ponds and water quality aspects, as required.

8. Donor Meeting. NIFR will establish research programmes and projects, which may be submitted to international and bi-lateral donor organizations for financing. It is suggested that the same be done by the Fisheries Master Plan Team for other projects. It is also proposed that the NIFR and the Department of Fisheries establish a combined list of projects for submission to donor and lending organizations. Finally, it is proposed that a meeting of donors be called late 1985 or early 1986 to coordinate technical assistance and financial grant fisheries projects.

(59) For the establishment of BARS and RFRS, detailed designs and tender documents should be prepared and construction should be properly supervised. This should be done by a group of architects and engineers working as one team. It is, therefore, advised that this task be assigned to a reputable local engineering firm. The international consultants will provide general guidelines and criteria including lay-outs of ponds and infrastructure, and type and functions of structures and buildings. Detailed Terms of Reference for the engineering firms will be drawn up by the Research Programming Specialist in 1985.

In Table 8 the costs of engineering have been calculated as follows:

• Design and tender documents: Taka 1 200 000, which comes to 2.2 % of the construction costs estimated by IBRD.

• Supervision of Construction: Taka 1 540 000, which amounts to 3.5 % of the estimated construction costs.

The above mentioned costs are consultants' preliminary estimates: they should be determined definitively by the Client in direct negotiation with an engineering firm.

The costs for engineering are included in IBRD's estimate of construction costs.

It is recommended that funds be made available for engineering and that an engineering firm be selected before October 1985.

Table 8 - Engineering costs, in Taka