Managing Information for Local Environment in Sri Lanka

Managing Information for Local Environment in Sri Lanka - MILES - Colombo, June 2003 Bernd Decker

MILES is a technology partnership between Munich, Germany Vitoria-Gasteiz, Spain SLILG, Sri Lanka

The partners are n City of Munich Department of Health and Environment (co-ordinator) n Sri Lanka Institute of Local Governance n City of Vitoria-Gasteiz Environment Studies Centre of Vitoria-Gasteiz (CEAM) n Rupprecht Consult Gmb. H, Cologne (sub-contractor)

What initiated the MILES project? n n n The need for better information management in municipalities; The wish for better information sharing on practically implemented management information systems; Existence of the SCP EPM process and the EMIS tool; European Commission launched new programme which allows information sharing (October 2002); Submission of proposal in Jan 2003 and selection of proposal in April 2003; Contract signature and official start of the project: 31 May 2003 with a duration of two years;

Integration with past and existing initiatives

The mission of the MILES project is to contribute to the practical exchange of environmental knowhow and best practice between urban policy actors in the European Union and Asia in order to cross-fertilise local development processes

. . . through three strategic objectives Creating technology and capacity building partnership between cities; n Promoting participatory and democratic decision making in environmental planning and management; n Initiating long-term strategies for take-up and largescale implementation of proven and appropriate environmental technologies and concepts. n

The MILES operational objectives n n n to adopt and transfer environmental and spatial information management concepts based on Open Source technology; to train municipal practitioners and community stakeholders in environmental planning, information management and spatial analysis based on a ´Trainer of Trainers´ approach; to facilitate the development of municipal planning tools based on various existing and newly created environmental infos; to prepare for strategic exploitation and further take-up of project results by involving high-level actors; to conduct an independent evaluation exercise and to promote the project results; and to arrange for effective project delivery

MILES outputs Adapted mapserver based on Open Source technology n Training of trainers programmes n Application of environmental management information systems in Sri Lanka municipalities n Take-up guide for wider use of the system within the region n

The beneficiaries are actors and decision makers in municipalities in Sri Lanka (and more generally in Asia), especially environmental and technical experts and community representatives; n decision makers and multipliers from cities, international donor institution representatives, and networks; and n multipliers and other stakeholders within and outside Sri Lanka, particularly municipal and other associations, the specialised press and global municipal networks. n

MILES funding and support MILES total budget is about 767. 498 Euro n European Commission provides 460. 021 Euro grant (60% support) n The EC contribution is shared among the partners n Funding mechanism of the European Commission n. Europe. Aid n. Asia Pro Eco

Asia Pro Eco Components Component (max duration in months) Max. grant EC contribution No of grants 1. Diagnostic (24): Benchmarking Studies Other diagnostic studies 500. 000 60% 2. Technology Partnership (24): Training courses Training material Seminars Publications Networking activities Technology pavillions 50. 000 500. 000 25. 000 500. 000 3. Demonstration: Feasibility Studies (12) Demonstration projects (36) Demonstration projects in LDCs 500. 000 50% 500. 000 15% 700. 000 20% 8 3 500. 000 75% 6 4. Policy Reinforcement 5. Networking Support 60% 60% 60% 15 12 12 4 6

Technology Partnership n Building capacity for technology transfer • Training courses; • Training material (preparation and updating of documentation and manuals); • Seminars, workshops; • Publications (specialised, layman); • Technology co-operation and contacts (incl. professional exchanges, institutional twinning), networking and observatory (e. g. of sustainable and responsible investments) activities; • Technology promotion and pavilions. Project proposals including a combination of three or four activities under this component will be given priority. Training courses, training material and publications are expected to either prepare or follow up the other activities.

Local Application Support Trainig of Trainers Adaptation and Transfer Inception and Profiling The MILES work packages: Strategic Exploitation Evaluation and Dissemination Project Management Month 1. . . 24

Workpackage 1: Inception and Profiling Common understanding between project partners n Municipalities for local application support n Successful start-up of the project n • Activity 1. 1: Profiling • Activity 1. 2: Selection of municipalities • Activity 1. 3: Project launching seminar Jun 03 Dec 03 Jun 04 Dec 04 May 05

Workpackage 2: Adaptation and Transfer n n n Internationalise Munich toolkit Metadata facilities for geographical data Clearinghouse techniques for mapserver Technical documentation Integrated webserver • • Jun 03 Activity 2. 1: Adaptation of software Activity 2. 2: Pre-installation tasks Activity 2. 3: Software installation Activity 2. 4: Mapserver enables webserver Dec 03 Jun 04 Dec 04 May 05

Workpackage 3: Training of Trainers Enhance training capacities of SLILG n Build EMIS capacities of municipal practitioners n Integrate community representatives in a municipal information system n • • Jun 03 Activity 3. 1: Preparation of content Activity 3. 2: Training of Trainers at SLILG Activity 3. 3: Training of municipal practitioners Activity 3. 4: Sensitisation of community representatives Dec 03 Jun 04 Dec 04 May 05

Workpackage 4: Local Application Support Set up EMIS in municipalities n Supporting environmental management frameworks in municipalities n Integrate community knowledge for pro-poor strategies n • • • Jun 03 Activity 4. 1: Setting up local systems Activity 4. 2: Transformation of Environmental Profiles Activity 4. 3: Development of EMFs Activity 4. 4: Integration of community knowledge Activity 4. 5: Community Tools Dec 03 Jun 04 Dec 04 May 05

Workpackage 5: Strategic Exploitation Mechanism for political anchoring n Platform for multi-donor co-operation n • Activity 5. 1: Policy Advisory Group • Activity 5. 2: Donor co-operation • Activity 5. 3: Technology Pavilion Jun 03 Dec 03 Jun 04 Dec 04 May 05

Workpackage 6: Evaluation and Dissemination Quality control the project objectives n Professional dissemination of project results n Mainstream lessons of experiences n • • • Jun 03 Activity 6. 1: Project evaluation Activity 6. 2: Website, newsletters and exhibitions Activity 6. 3: Virtual Seminar Activity 6. 4: Take-up Guide Activity 6. 5: Final Workshop Dec 03 Jun 04 Dec 04 May 05

Workpackage 7: Project Management Effective delivery of project deliverables n High quality project results n Transparent and efficient co-ordination n • • • Jun 03 Activity 7. 1: Project management, finances Activity 7. 2: Local Project Office Activity 7. 3: Project reports and risk management Activity 7. 4: Internal quality control Activity 7. 5: Procurement of equipment Dec 03 Jun 04 Dec 04 May 05

MILES Project deliverables n n n n Profiling and Inception Report Technical Set-up Guide GIS and Mapserver software Training materials for To. T Strategy Maps Municipal EMFs Community Handbook and Toolkit Final Evaluation Report Project Website Newsletters Take-up Guide Management Reports, Financial Reports Consortium Agreement Project Handbook

Management structure European Commission Local Co-ordinator Vitoria-Gasteiz Project Co-ordinator Munich WP 2 WP 5 WP 7 Policy Advisory Group Local Co-ordinator SLILG WP 1 WP 3 WP 4 WP 6 Rupprecht Consult Municipalities Local Steering Committee Project Management Committee

MILES Workplan

Issues to be discussed n n n Setting up local project office Workplan and budget Consortium Agreement Structure of Inception Report Organisation of Policy Advisory Group Launching Seminar