311

INTERNATIONAL TROPICALTIMBER COUNCIL

Distr.
GENERAL
ITTC-JC(XLV)/2 – Annex II
26 September 2011
ENGLISHFORTY-SEVENTH SESSION
14-19 November 2011
La Antigua Guatemala, Guatemala

META-EVALUATION OF PREVIOUSLY EVALUATED ITTO
PROJECTS
Lessons learned & good practices towards sustainable
management of tropical forests
Summary Report
8. Forest information systems

Markku Simula, Hosny El-Lakany and Ivan TomaselliPage 2
THEMATIC SUMMARY REPORT No. 8
Forest Information Systems

1.

INTRODUCTION

There is currently a lack of systematic and reliable information on forest resources and forest-basedindustries in many countries. There is also a need for further development of forest information systems
which can support policy and market development for sustainable forest management and associated further
processing of tropical timber and timber products. Improved transparency on forest sector would greatly
facilitate international efforts against illegal logging and illegal timber trade. Adequate information isnecessary for governments in assessing performance and revising forest policies and regulations. Both thepublic and private sectors need sufficient information for decision making on investments.
ITTO has supported many countries to develop Forest Information Systems (FIS) together with various
activities in this area including training, collection, compilation and dissemination of information and otherrelated activities. The purpose has been to improve availability and quality of information on the forest sector.
ITTO coordinates with member countries and other international organizations the collection, compilationand dissemination of information on tropical forests, industrial production and trade of tropical timberproducts.
These actions have been taken in view of achievement of the ITTA objective (i) Strengthening the capacity ofmembers for the collection, processing and dissemination of statistics on their trade in timber and informationon the sustainable forest management, and objective (h) Improving market intelligence and encouraging
information sharing on the international timber market with a view to ensuring greater transparency andbetter information on markets and market trends, including the gathering, compilation and dissemination oftrade related data, including data related to species being traded.

2.

KEY ISSUESThe quality of planning, supervision, monitoring and evaluation is often weak due to lack of sufficient
information on forest resources, production and markets, and environmental values and services offorests.

The quality of data is often weak, not least because of manual systems used in data collection andprocessing. The credibility of FIS relies on the accuracy and timeliness of the data processed and theinformation disseminated.

The value added of processed statistical data is still largely limited. Comprehensive data analysis has not
yet been given due attention. Therefore, FIS inputs to policy development and decisions have often
remained limited. In order to have a full impact on policy reform and management decisions, an effectiveplanning and control system is needed. FIS needs to go beyond mere data capture and correction oferrors to include analysis and effective dissemination mechanisms.

In many countries, the national FIS is understood as a tool for the government. However, forest andmarket information is needed by the private sector and other stakeholders but their needs are not always
recognized.

Inconsistencies of data produced by different government agencies create confusion among stakeholders
and can lead to unnecessary conflicts in pursuing policy objectives.

Lack of equipment and qualified personnel for the processing, analysis, validation and dissemination of
information is frequently observed; the status of information units can be low and its budgetary resources
limited. This is often due to the fact that the top management has not realized the value of information
systems as a management tool.

The scattered and dispersed nature of the forest information among the different institutions andgeographic levels of the country represents a particular challenge for FIS development.

Page 3Due to limited available resources, many national FIS have been developed through a piecemeal
approach focusing on certain elements (e.g. timber tracking, industrial wood consumption). Various FIS
components are not therefore integrated within the same modular framework and data inconsistencies
are common, reducing its value for supervision and monitoring.

Dissemination of statistical information suffers from delays and may not be directed to all the relevanttarget groups. This undermines the benefits from the investment in information systems. Data collectedfrom the field is not reported back to middle management that perceives itself as a simple provider ofinformation rather than as an effective user in day-to-day decision-making process.

3.

LESSONS LEARNED

Project designIn view of the dynamics and complexities of the forest sector, the design of national forest information
system projects, should allow sufficient flexibility to facilitate technical and administrative adjustment overtime.

The FIS design should be targeted at meeting information needs of different stakeholders.

To limit the scope of FIS projects, their strategy could initially be based on minimum requirements andthe entire systems can be built up by phases through a modular approach within a comprehensive FIS
framework.

The entire FIS scope can be extensive and may include such elements as forest inventory data on
different levels, concessions, community forests, reforestation activities, industries, non-timber forest
products, wildlife and hunting, prices, markets, etc.

Project implementation
Many projects targeted at improving data capture and processing have found that annually publishing
information on timber production and trade supplied by the concessionaires and the timber industry
companies is not sufficient for effective sectoral control and administration. It is necessary to have acloser and more frequent control of the source data supplied by the private sector and to establish field
check procedures.

The implementation of a FIS project requires the involvement of multidisciplinary and well trained
personnel, with a capacity to transfer their knowledge. An experienced team, good working conditions
and good personal links with the production sector has resulted in efficient project implementation. The
core project team can be relatively small but needs in-depth understanding on the sector combined withknowledge on information technology.

Compilation of statistical information into reports is the first phase which needs to be complemented byanalysis of data. Studies based on statistical analysis add value to the information generating insights forpolicy design, organizational development, and investment opportunities in the forest sector.

The transfer of a new technology that requires change in work procedures may initially cause fears andresistance to change. It is important to effectively communicate on the objectives and the expected
situation to maintain confidence and enhance cooperation among the involved parties.

In the specification of the equipment, growing demands due to improved awareness and skills of potential
users should be anticipated in order to accommodate increasing volumes of data to be handled in thefuture.

Sufficient funds should be allocated for training, with emphasis on database managers, to ensure theefficiency of the system, to be more autonomous in solving day-to-day problems, and to have anexposure to new developments. Training is also needed on the use of webpages.

Page 4
To ensure effective management and project sustainability, a stable team of qualified personnel isrequired as frequent key staff rotation has disrupted many development efforts.

A number of FIS projects have extensively relied on external expertise, creating a continued dependence
on their inputs. The same can happen if the project software is based on tailor-made applications rather
than relying on those which are broadly used in forest organizations for other purposes.

Use of hand computers for field-level data capture can reduce problems of data accuracy andconsistency in forest inventory and field control of timber harvest. Concessionaires should be encouraged
to adopt this kind of technology.

Security policies and procedures are needed for FIS control including automatic back-up copies of thesystem, which should be kept outside the facilities of the institution.

If the FIS is not properly institutionalized and the status of the information unit remains marginal, theproject’s sustainability is endangered.

The interaction of the forest authority with the industry staff can be developed to ensure timely supply ofdata to FIS.

A good forest information system can be adjusted to also cover the needs of other areas. The experience
gained and the lessons learned can help in the building up and operation of new systems of information(e.g. biodiversity or other environmental aspects) for the country.

The use of electronic means is important to improve the dissemination of the information, but printed
material is still often necessary for reporting on main indicators.



Implement dissemination and outreach procedures at all levels related to the information resources(database) and statistics available through the system, so that they can be used by different users andcan generate actions that will contribute to the consolidation of the system;

4.

GOOD PRACTICES

Project designFIS projects require detailed planning. They would benefit from being part of clear national/ organizational
strategies to improve information systems.

Flexibility is often needed to ensure effective implementation in changing conditions.

A limited number of strategic requirements can be focused on in the initial phase of building up of
information systems.



In decentralized institutional setting, sub-national bodies can be given a broader role than just datacollection.

Phasing of this kind of projects can be risky due to risks related to institutional or organizational changes.
Also overambitious scope and targets should be avoided.

Strong government commitment is necessary for achieving the targeted results and awareness need tobe created among top management on the strategic importance of reliable up-to-date information.

Technical aspects


Spatial information is a key aspect of any FIS which needs to be integrated with Geographic Information
Systems.

Land holding and tenure arrangements and regulatory requirements should be considered in the FIS
design.

Four basic sub-systems need to be covered: data collection, data processing and storage (data base),
data analysis, and dissemination and access to data.

Page 5

Modular approach can be useful for individual sub-systems of information on specific topics, butinteraction, coordination and compatibility among various data bases need to be ensured. Also, theintegration of statistical, economic and forest data is necessary and provides effective management andcontrol tools.

Specific measures are often needed for acceptable quantification of illegal forestry operations and theproduction and raw material use of the informal sector (e.g. periodic sample-based surveys).

Reconciling data on timber flows in different stages of the logistic chain is important for data consistency.

Consideration of statistical requirements of reporting to ITTO and other international bodies in the FIS
design will allow cost-efficient reporting in due course.

Clarity on conversion factors from log to sawnwood is needed from the beginning; particularly those
applied for import and export data.



Statistical theories and methods can improve and optimize data collection and analysis.

Building up consistent time-series on critical indicators adds value to the information produced.

In decentralized systems, appropriate communication technology can ensure better links among different
levels of organization.

Engaging the private sector and other stakeholders, and providing results to them contributes to theirsupport to improved systems.

Compatibility of the designed FIS with the budgetary framework is necessary.

Clarity of responsibilities among participating organizations and their different levels is critical foreconomic efficiency.

Systems depending on external expertise and services tend to have low cost-efficiency and can sufferfrom unexpected risks.

Capacity building and dissemination

Building up statistical information capabilities of the participating organizations may require specialefforts.

Training should cover all the levels, including data collectors and users of data.

Training is also often needed for effective dissemination.

Wide dissemination in different forms to all relevant stakeholders is desirable including yearbooks,
information bulletins, newsletters, CD-ROMs, web portals, and other interactive means; these different
ways are complementary.

Implementation arrangements


Project steering group has a particularly critical role to ensure effective implementation of FIS projects
due to the need for inter-agency coordination and cooperation.

Multidisciplinary working groups and thematic sub-groups can be helpful in working out the detailed FIScomponents.

Effective interrelationship among available skills (experienced, high-level personnel), the required
technological levels (specialized hardware and software) and efficient organization and management of
the project is a key factor of success.

Private sector can be effective in implementation if the government does not have sufficient staff andcapacity, and when flexibility is needed in implementation.

Page 6Sustainability

FIS needs to be institutionalized and supported with adequate budgetary and staff resources. The
information unit in forest agencies needs a clear mandate and appropriate place in the organization toensure its continuous role.

Sustainability of FIS projects requires strengthening links with the involved parties, comprehensive
system manuals, reliability of information, effective dissemination, and established procedures ofstatistical analysis.

An agreed follow-up and monitoring arrangement can help ensure sustainability.

Effective dissemination of results showing the value of information produced contributes to sustainedstakeholder support to operation of the information systems.

Specific exit strategies in the project design and during implementation are often required for ensuring
sustained operation of the FIS.

Regional-level sharing of experiences through networking is helpful for further development of thenational FIS.

SOURCESThis thematic summary is based on the ex-post evaluation reports of the following projects:
PD 29/96 Rev.1 (M)PD 34/94 Rev.1 (M)PD 27/95 Rev.3 (M) II
1
PD 56/00 Rev.3 (M)PD 27/95 Rev.3 (M) II
2
PD 24/95 Rev.1 (I)PD 35/94 Rev.4 (M,I)
PD 167/91 Rev.1 (M)REINFORCEMENT OF THE NATIONAL SYSTEM FOR THE COLLECTION ANDPROCESSING OF FOREST STATISTICS AND SUPPORT FOR THE TRAININGOF FIELD UNITSESTABLISHMENT AND IMPLEMENTATION OF A FOREST STATISTICALINFORMATION SYSTEMESTABLISHMENT AND OPERATION OF A FOREST STRATEGICINFORMATION CENTER (CIEF) PHASE II STAGE 1ENHANCEMENT OF THE FOREST STATISTICS INFORMATION ANDMANAGEMENT SYSTEM (STATFOR) THROUGH THE INTEGRATION OF TWOCOMPUTER MODULES: COMPILATION OF MANAGEMENT INVENTORY DATAAND MANAGEMENT OF EXPORT LOG LUMBERYARD (GABON)ESTABLISHMENT AND OPERATION OF A FOREST STRATEGICINFORMATION CENTER (CIEF) PHASE II STAGE 2THE IDENTIFICATION, PROPERTIES AND USES OF THE TROPICAL TIMBERIMPORTED TO CHINA FROM LATIN AMERICAFOREST PRODUCTS MARKETING ORGANIZATION FEASIBILITY STUDYDIAGNOSIS AND EVALUATION OF THE BRAZILIAN FORESTRY SECTOR