2.1 DEVELOPMENT OF MAIN PROJECT PROPOSAL
2.2 PREPARATORY ACTIVITIES AT THE NATIONAL LEVEL
CAN - Cocoa Association of Nigeria
CEPLAC - Comissäo Executiva do Plano da Lavoura Cacaueria (Brazil)
COCOBOD - Ghana Cocoa Board
CRIN - Cocoa Research Institute (Nigeria)
CSSVD - Cocoa Swollen Shoot Virus Disease
FMA - Federal Ministry of Agriculture (Nigeria)
FMC&T - Federal Ministry of Commerce and Tourism (Nigeria)
FOS - Federal Office of Statistics (Nigeria)
ICAS - International Consultant in Agricultural Statistics
ICCO - International Cocoa Organization
LOA - Letter of Agreement
NPD - National Project Director
PA - Preparatory Assistance
The concept of this project emerged from discussions within the International Cocoa Council and its subsidiary bodies on the implementation of the economic provisions of the International Cocoa Agreement, 1993, relating to cocoa production. Under these provisions, exporting member countries are required to implement production-management programmes which will influence or control expected future trends in national production levels.
It was recognized that, for such production-management programmes to be effective, the participating countries would need to develop capabilities in resource-management of their cocoa sectors. The essential components of a system for such resource-management are a capacity for the collection of detailed information on the sector so that a profile of the various characteristics of, and current developments in, the sector is available and kept up-to-date, and the ability to analyse and interpret such information in order to determine the action to be taken. Of particular relevance is the ability to quantify expected future trends in national cocoa production in the medium to long term, and to assess the quantitative effects of any measures taken on national production.
In most cocoa-producing countries the information available on their cocoa-production sectors is sparse, and very little quantitative information exists on recent developments. The absence of this information also means that there has been little scope within the countries for the development of quantitative analytical skills applied to the use of such information. Consequently, it was decided to formulate a project to address these problems.
In consultation with the International Cocoa Organization (ICCO), a number of its exporting member countries formulated national projects along the lines agreed, and these proposals were compiled by ICCO for review by the International Cocoa Council. After due consideration of these proposals by the Council at its fifty-second regular session held in September 1995, it was decided that a preparatory phase project would be required in order to initiate some essential preparatory activities prior to conducting the main body of the work and to rationalize and combine the individual sub-projects into an overall project proposal suitable for submission to potential donors. FAO was requested by ICCO to collaborate in this exercise and, as a result, a proposal for a preparatory phase was formulated.
ICCO obtained funding for the resultant project GCP/INT/632/COA, Preparatory Assistance for Cocoa Tree-Stock Survey, from the Government of the Netherlands. Five countries - Brazil, Cameroon, Côte d'Ivoire, Ghana and Nigeria - were signatories to the Project Agreement at the end of January 1996 and the project was jointly implemented by the ICCO and FAO, with FAO having responsibility for the execution of the project. In September 1997, the Government of Brazil indicated that it no longer intended to participate in the project and in follow-up activities, owing to other priorities for work in the cocoa-production sector.
The project had an initial duration of 9 months and a total budget of $US 172 584, including $US 18 000 directly operated by ICCO to cover travel costs. In July 1996, the total budget was increased to $US 232 440 (including $US 20 000 directly operated by ICCO to cover travel costs) to provide funds for additional preparatory activities and the duration of the project was extended through 1997 to allow sufficient time to complete these activities.
In each participating country a counterpart institution was nominated to act as government implementing agency. A National Project Director was also nominated to coordinate project activities at the national level. In most cases, the government implementing agencies were the Ministries of Agriculture/Cocoa Marketing Boards of the participating countries.
Project inputs included advisory technical services from the FAO Statistics Division totalling some three months of staff time during the project. In each of the participating countries, a Letter of Agreement (LOA) was drawn up to provide funds in support of essential preparatory activities at the national level. An international consultant in agricultural statistics (ICAS) was also provided for three months in three missions, as well as one national consultant each in Ghana and Nigeria. Other inputs included the provision of equipment and technical backstopping. Under the extension of the project, national consultants were engaged in Cameroon, Côte d'Ivoire and Nigeria (2) to undertake an in-depth study of existing data sources relevant to cocoa tree-stocks.
The development objective of the project was to establish a lasting equilibrium between production and consumption of cocoa in the medium and long term, based on a Production-Management Plan.
The immediate objectives of the project were to:
- formulate a detailed proposal (including core and national components) for a survey on cocoa tree-stocks in the main producing countries as the basis for collecting up-to-date information on the world's current and potential production capacity for cocoa;
- conduct essential preparatory activities started in participating countries; and
- under the project extension, document and evaluate existing data sources pertaining to cocoa production capacity in each participating country, for the benefit of the work of ICCO on the Production-Management Plan, and to set up a framework for the continuation of such work, which would also be of benefit in the preparation and follow-up of the surveys.
In order to develop the main project proposal, FAO/ICCO missions were fielded to each of the participating countries, between February and May 1996, to review the earlier proposal prepared by ICCO and the Governments in 1995.
Following these visits, a project formulation framework was developed for the main project, describing the strategy proposed and including outline proposals for a national cocoa tree-stock survey and the establishment of a cocoa information system in each of the five participating countries, as well as an interregional programme support and coordination component. This formulation framework was completed in July 1996 and considered at the September 1996 meeting of the ICCO Production Committee.
Following the agreement of the Committee on the strategy and outline for the main project, detailed proposals were formulated for each of the national sub-components as well as the interregional sub-component. These draft working documents (objectives, outputs, activities, work plans, inputs, budgets and timetables) were sent to the respective countries in October 1996 for consideration and comment by the national authorities. The proposed budgets presented components for funding through government counterpart contributions, co-financing (government extra-budgetary resources) and external financing.
To facilitate the discussions on these documents and to review project activities, an FAO mission was fielded to the four West African countries in November 1996. During these visits, considerable discussion took place, particularly on the Cocoa Information System sub-components (these sub-components had not been discussed in detail during earlier visits, owing to time constraints).
Following a review of the main project proposal at the ICCO Production Committee Meeting in December 1996, and in view of difficulties in attracting the necessary external and co-financing, a decision was taken by ICCO to develop an outline of an alternative scenario for the main project based on a reduced budget. This second outline proposal was completed in June 1997 and presented to potential donors for consideration. Following the decision by Brazil to withdraw from the project, the outline proposal for the main phase was further revised in December 1997 to reflect this reduction in the number of participating countries from five to four and to accommodate further budget reductions.
Based on an assessment of the individual country's needs during the ICCO/FAO missions, a strategy for the implementation of the preparatory activities in each country was developed during a technical meeting between ICCO and FAO in May 1996. Instead of using national consultants, as originally proposed, it was decided to support the preparatory activities in each country through Letters of Agreement (LOAs). It was also decided to seek additional project resources to document and evaluate existing data sources pertaining to cocoa production capacity, in each participating country, for the benefit of the work of ICCO on the Production-Management Plan, and to set up a framework for the continuation of such work, which would also be of benefit in the preparation and follow-up of the surveys.
To provide the necessary technical support to the activities in the four West African countries, an international consultant in agricultural statistics was recruited to undertake a series of technical support missions. The first mission of the ICAS was undertaken between 25 July and 22 August 1996. Among other activities, this mission followed up on the signing of the LOAs and assisted with the recruitment of the national consultants. It also provided technical advice and assistance related to the implementation of the preparatory activities, in particular the preparation of sampling frames.
A second round of visits was undertaken between 22 September and 20 October 1996 to review activities and provide technical assistance, as required. A specific task for the consultant was to participate, where necessary, in the evaluation of candidates for the post of national consultant for the extension phase of the project and to assist in defining guidelines for the activities to be implemented by the national consultant during this phase.
A third and final round of visits was undertaken between 22 January and 25 February 1997 to review the project's progress and provide technical guidance on the activities being undertaken in each country. The opportunity of these visits was also taken to follow up on the proposals for the main project.
The activities undertaken in the individual countries were as follows:
During discussions with the Comissäo Executiva do Plano da Lavoura Cacaueria (CEPLAC) in April 1996, the activities and work plan for a cocoa tree-stock survey in Brazil were reviewed and a budget was prepared for undertaking the work necessary to obtain the information required for the Production-Management Plan.
As part of the preparations for conducting this survey in Brazil, the need for a computerized register of all cocoa farms in the country was identified which would contain information on: Name of Owner, Name of Farm, Location, Area of Cocoa by Age Group and Variety, Percentage of Cocoa Abandoned, Percentage Infected with Witches Broom and Total Production. A Letter of Agreement was prepared in support of this activity, specifically for:
- updating the lists of cocoa farmers;
- establishment of a computerized register of cocoa farmers;
- coordination of activities at the national and regional levels (Bahia, Pará and Rondônia); and
- preparation of a technical report on the design of the register.
In addition, financial provision was made for the purchase of one microcomputer system for CEPLAC's Regional Office in Pará to facilitate this work.
During the course of the project, other priorities for work in the cocoa production sector emerged in Brazil and the Government indicated that it no longer planned to participate in the project. In the event, therefore, no activities took place under this LOA.
Based on the findings of the FAO/ICCO mission to Cameroon in March 1996, one of the major constraints identified was the lack of a suitable sampling frame on which to base the cocoa tree-stock survey. In view of this, it was decided to focus the preparatory activities in Cameroon on the development of such a sampling frame and a Letter of Agreement was prepared accordingly. The main activities supported by the LOA were:
- preparation of a sampling frame for the cocoa tree-stock survey based on existing maps and information;
- collection of additional field information and updating of the sampling frame;
- computerization of the database for the sampling frame;
- preparation of a first draft of the survey questionnaire; and
- preparation of a detailed technical report relating to the construction of the sampling frame.
In addition to the LOA, funds were provided for the purchase of a microcomputer system and some cartographic materials.
All the above activities were completed according to the LOA and up-to-date lists of the villages in the cocoa producing regions were compiled and computerized. A report on the activities undertaken under the LOA was also prepared.
As with Cameroon, based on the findings of the FAO/ICCO mission to Côte d'Ivoire in February 1996, the major constraint identified was the lack of a suitable sampling frame on which to base the cocoa tree-stock survey. In view of this, it was also decided to focus the preparatory activities in Côte d'Ivoire on the development of such a sampling frame and a Letter of Agreement was prepared accordingly. The main activities supported by the LOA were:
- preparation of a sampling frame for the cocoa tree-stock survey based on existing maps and information;
- collection of additional field information and updating of the sampling frame;
- computerization of the sampling frame database;
- a data needs assessment as an input to the survey and the cocoa information system;
- preparation of a first draft of the survey questionnaire; and
- preparation of a detailed technical report relating to the construction of the sampling frame.
In addition to the LOA, funds were provided for the purchase of a microcomputer system.
All the above activities were completed according to the LOA. Up-to-date lists of the villages in the cocoa producing regions were compiled and computerized and a report on the activities undertaken under the LOA was prepared.
The joint ICCO/FAO mission to Ghana took place at the end of April/beginning of May 1996. In discussions with the Ghana Cocoa Board (COCOBOD) on data availability, it appeared that, while some of the information required could be obtained from the Cocoa Swollen Shoot Virus Disease (CSSVD) programme being implemented by the Cocoa Board, it would still be necessary to conduct a sample survey in order to cover all the base-line data requirements.
One major technical constraint for conducting such a sample survey was the quality of the sampling frame. It was, therefore, decided to assist the Cocoa Farm Information Notebook Exercise (Farm Register) being established by the Cocoa Services Division, COCOBOD, in order to obtain a reliable list frame that could be used as a basis for the cocoa tree-stock survey. This assistance focused on providing technical support to design and implement the training programme and data processing for the Cocoa Farm Information Notebook through a Letter of Agreement in support of the following activities:
- preparation of a work plan for the preparation and conduct of the farm register operation;
- design of technical documents for data collection;
- conduct of a training programme for supervisors and field staff;
- computerization of systems, processing of data and initiation of a database; and
- preparation of reports.
In addition to the LOA, technical support was provided by the FAO Regional Statistician in Accra, as well as a two-month national consultancy in data processing. Two microcomputer systems, for the establishment of the Cocoa Farmer's Register, were also provided by the project.
Although the activities progressed satisfactorily, the large volume of information to be collected and processed meant that the work took far longer than expected. Given the priority attached to the establishment of this computerized register, resources available under the project extension to document and evaluate existing data sources pertaining to cocoa production capacity were instead used to ensure that work on the register could be completed. At the time the preparatory assistance (PA) project came to an end, all the data had been entered and edited and the summary results were being produced. Reports on the LOA and the national consultancy were prepared.
The joint ICCO/FAO mission to Nigeria took place in April 1996. In discussions coordinated through the Federal Ministry of Commerce and Tourism (FMC&T), the activities and work plan for a cocoa tree-stock survey in Nigeria were reviewed and a budget prepared. A Technical Committee for Cocoa Statistics was formed to integrate the ideas and experiences of all sectors of the cocoa industry in Nigeria, including representatives from the Federal Ministry of Agriculture (FMA), the State Ministries of Agriculture, the Federal Office of Statistics (FOS), the Cocoa Research Institute (CRIN), the Cocoa Association of Nigeria (CAN) and the FMC&T.
As part of the preparations for conducting a cocoa tree-stock survey in Nigeria, it was considered important, and necessary, to develop sampling and data collection methodologies for the survey and to test them with a pilot survey. The pilot survey was not intended to collect information which could be used as indicative statistics about cocoa, but rather to test the questionnaire, the training programme and training manuals, the data collection procedures and the data processing techniques.
The Technical Committee recommended that September/October was the optimal time of the year for the survey and that the FOS should expand its current agricultural data collection programme to place stronger emphasis on cocoa. By increasing the sample size in the areas where cocoa is concentrated, it was hoped that the quality of the data on cocoa would be reliable and that a cocoa tree-stock survey could be integrated with the annual agricultural survey.
A Letter of Agreement was prepared to provide support to the following activities:
- preparation of a work plan for the pilot survey;
- identification and documentation of the frame to be used for a cocoa tree-stock survey;
- development of a tabulation plan and subsequent draft questionnaire to be tested in the pilot survey;
- preparation of training manuals for enumerators;
- development of a methodology for sample selection, data collection and processing, which would be used in a cocoa tree-stock survey;
- conduct of a training programme for members of the Technical Committee and selected enumerators who would carry out the pilot survey;
- conduct of the pilot survey;
- processing and tabulation of the data from the pilot survey;
- evaluation of the activities, documentation and questionnaire used in the pilot survey; and
- preparation of reports.
In addition to the LOA, the project made available the services of a national consultant in agricultural statistics for two months to provide the necessary technical support.
Under the FMC&T's direction, the work was carried out by the FOS with technical support from the national consultant. All the activities were completed according to the LOA and the pilot survey proved a very valuable exercise in preparation for the main survey.
Reports on the activities undertaken under the LOA and the national consultancy were prepared.
During the implementation of the PA project, it became apparent that, although ICCO had access to some country data pertaining to cocoa tree-stocks, this information was not comprehensive. As a result, it was considered important that an in-depth study be undertaken in each participating country to document and evaluate existing data sources pertaining to cocoa production capacity. In order to undertake this work, provision was made in a project extension for a one-month national consultancy in each of the five participating countries, as well as technical support and backstopping.
In the event, three countries completed this additional activity; namely Cameroon, Côte d'Ivoire and Nigeria, and reports were prepared. In Ghana, the resources available under the project extension were used to ensure that the work on the register would be completed, as this was considered the main priority of the PA project. In Brazil, owing to a change in government priorities, no activities took place under this extension phase.
The project played an important role in developing a strategy for the collection of base-line data on cocoa tree-stocks in the main cocoa producing countries and in defining the need for a cocoa resource-management service to monitor the evolution of national cocoa tree-stock and to develop and utilize quantitative techniques for the analysis of national cocoa production resources.
While a considerable amount of work was done on developing a proposal for the main phase of the project, it did not prove possible, during the project, to secure the necessary funding commitments which would have enabled the development of a full project proposal. This was despite the fact that three separate outline proposals were formulated. Considerable work was also undertaken to develop a full project proposal based on the first outline; however, this was not continued because of the uncertainty of the funding situation and the subsequent changes in the methodology and budget.
The preparatory activities, supported by the project, were successfully completed in the four West African countries. In Cameroon and Côte d'Ivoire, work on establishing a sampling frame was started. In Ghana, the project assisted with the computerization of a Cocoa Farmer's Register and in Nigeria the project assisted with the preparation and conduct of a pilot cocoa tree-stock survey to test the design and methodology for the main survey. During the course of the project, other priorities for work in the cocoa production sector emerged in Brazil and the Government indicated that it no longer planned to participate in the project. In the event, no activities took place in Brazil apart from the review of the main phase project proposal.
The documentation of existing sources of data pertaining to cocoa production capacity was successfully completed in Cameroon, Côte d'Ivoire and Nigeria. In Ghana, the resources available for this activity were instead used to complete the work on the Cocoa Farmer's Register, which was considered the priority activity. No activities took place in Brazil, related to the project extension.
During the project, the main phase project proposal underwent a number of changes, primarily to make the project more cost-efficient and to reduce the amount of funding required. In order to achieve this, a change in the methodology of data collection was proposed by ICCO. Reductions were also made in a number of the inputs, in line with this proposed change in methodology, and to reduce the overall costs. Once funding has been identified for the main phase, it is recommended that the methodology of the cocoa tree-stock survey be revisited, prior to the development of a full project proposal.
The main project will consist of two major components, namely, to conduct cocoa tree-stock surveys for the purpose of obtaining base-line data, and to establish cocoa resource-management services to continually update, analyse and use the data. In development terms, these two components are closely linked in that the cocoa tree-stock surveys provide base-line data for the resource-management service to work on and develop, and in doing so the resource-management service ensures that the information generated by the surveys remains relevant and useful to the analysis of developments in future years.
With regard to the tree-stock surveys, different situations and possibilities exist within each country, and the final development of a project proposal for the main project should fully evaluate and take account of such local conditions and ensure close coordination between the two components. In some countries it is recognized that the possibility might exist to obtain the necessary data as part of the next national agricultural census programme. Where an agricultural census is being planned, it is recommended that the final project design fully explore possible savings in the utilization of resources by combining the survey with the national agricultural census.
There is a need in all the countries involved in the preparatory assistance project for further external assistance to support the conduct of the cocoa tree-stock surveys and the setting up of the cocoa resource-management services. In order for the resource-management services to be sustainable, a strong commitment will also be required by the participating countries to provide facilities, staff, equipment and operating funds over the long term.
PROJECT STAFF
Dates of Service
Name Function Starting Date Concluding Date
FAO Statistics Division (part-time)
A.D. Marshall Senior Officer Jan. 1996 Dec. 1997
J.Q. Rijks Statistician Jan. 1996 Dec. 1997
N. Keita Statistician Jan. 1996 Dec. 1997
F.D. Baker Statistician Jan. 1996 Sept. 1996
G. Coker Regional Statistician (RAF) Jan. 1996 Dec. 1997
ICCO Economics and Statistics Department (part-time)
J. Vingerhoets Head Jan. 1996 Dec. 1997
A. Brewer Econometrician Jan. 1996 Dec. 1997
N. Mistry Statistician Jan. 1996 Dec. 1997
International
K.S. Gbeblewoo Consultant 25 July 1996 22 Aug. 1996
25 Sept. 1996 20 Oct. 1996
22 Jan. 1997 25 Feb. 1997
National
H. Sona Ebai NPD1
/ - Cameroon March 1996 Dec. 1997
M. Acoupo NPD - Côte d'Ivoire March 1996 Dec. 1997
G.K. Onyinah NPD - Ghana June 1996 Dec. 1997
N. Balogun NPD - Nigeria March 1996 Dec. 1997
T. Ayissi Consultant (Cameroon) Nov. 1996 Dec. 1996
M. Keita Consultant (Côte d'Ivoire) Oct. 1996 Dec. 1996
K. Gyeke-Amoako Consultant (Ghana) Aug. 1996 Nov. 1997
J.B. Coker Consultant (Nigeria) Aug. 1996 Oct. 1996
J.K. Balogun Consultant (Nigeria) Feb. 1997 March 1997
Akinwale Ojo Consultant (Nigeria) Feb. 1997 March 1997
MAJOR ITEMS OF EQUIPMENT PROVIDED
Cost
Quantity Item ($ US)
1 Micro-computer system (Cameroon) 5 000
1 Micro-computer system (Côte d'Ivoire) 5 000
2 Micro-computer system (Ghana) 8 000
DOCUMENTS PREPARED DURING THE PROJECT
Project Profile, programme proposal for cocoa tree-stock surveys and information systems in the main cocoa-producing countries. FAO/ICCO, July 1996. 13 pp.
Report on Technical Support Mission (1) to Côte d'Ivoire, Cameroon, Nigeria and Ghana. K.S. Gbeblewoo, August 1996. 26 pp.
Report on Technical Support Mission (2) to Côte d'Ivoire, Cameroon, Nigeria and Ghana. K.S. Gbeblewoo, October 1996. 25 pp.
Working Document No. 2A - Programme proposal for cocoa tree-stock surveys and information systems in the main cocoa-producing countries - Sub-component BRAZIL. FAO/ICCO, October 1996. 15 pp.
Working Document No. 2B - Programme proposal for cocoa tree-stock surveys and information systems in the main cocoa-producing countries - Sub-component CAMEROON. FAO/ICCO, October 1996. 15 pp.
Working Document No. 2C - Programme proposal for cocoa tree-stock surveys and information systems in the main cocoa-producing countries - Sub-component CÔTE D'IVOIRE. FAO/ICCO, October 1996. 15 pp.
Working Document No. 2D - Programme proposal for cocoa tree-stock surveys and information systems in the main cocoa-producing countries - Sub-component GHANA. FAO/ICCO, October 1996. 15 pp.
Working Document No. 2E - Programme proposal for cocoa tree-stock surveys and information systems in the main cocoa-producing countries - Sub-component NIGERIA. FAO/ICCO, October 1996. 14 pp.
Working Document No. 2F - Programme proposal for cocoa tree-stock surveys and information systems in the main cocoa-producing countries - Sub-component INTER-REGIONAL. FAO/ICCO, October 1996. 8 pp.
Rapport technique et comptable sur la Lettre d'Accord, Cameroon, October 1996. 7 pp., plus annex.
Rapport technique sur la Lettre d'Accord, Côte d'Ivoire, October 1996.
Rapport technique de la mission de consultation nationale, Côte d'Ivoire, December 1996. 56 PP., plus annex.
Final report on cocoa tree-stock pilot survey, Nigeria, January 1997. 63 pp.
Report on Technical Support Mission (3) to Côte d'Ivoire, Cameroon, Nigeria and Ghana. K.S. Gbeblewoo, February 1997. 38 pp.
Système d'information sur le cacao. T. Ayissi, Cameroon, February 1997. 22 pp.
Bibliography on cocoa data collection. Akinwale Ojo, Nigeria, March 1997. 33 pp.
Report of national consultant on the 1996 cocoa tree-stock pilot survey in Nigeria. J.B. Coker, Nigeria, March 1977. 6 pp.
The data collection activities during the last twenty years related to statistics on cocoa production capacity in Nigeria, J.K. Balogun, Nigeria, May 1997. 14 pp.
Formation of Cocoa Information Unit - Function and Organizational Structure, J.K. Balogun, Nigeria, May 1997. 10 pp.
Project Profile, project for resource management of cocoa production in major cocoa-producing countries, incorporating base-line surveys of cocoa tree-stocks, ICCO/FAO, July 1997. 18 pp.
Report of national consultant. K. Gyeke-Amoako, Ghana, November 1997. 3 pp., plus annex of computer programs.
Revised Project Profile on the resource-management of cocoa production in major cocoa-producing countries, ICCO, November 1997.
