ESUA - CICT PROJECT | Sokoine University of Agriculture

Milestone Status

Background
Enhancement of Sokoine University of Agriculture in utilizing information and communication Technology (ESUA-CICT) project originates from the agreement of the two governments i.e. United States of America and United Republic of Tanzania. On July 26, 2005, the United States of America, through the United States Agency for International Development (USAID), and the Government of the United Republic of Tanzania (GoT), through the Ministry of Finance, executed Strategic Objective Grant Agreement No. 621-0012 (SOAG), which is “To increase incomes of Small Farmers in Selected Agricultural Commodity Sub-Sectors”. This two parties agreed to work together to achieve:: (1) Increased production of selected agricultural commodities and (2) Increased access to markets in selected community agricultural commodities.

Section A.2. of the SOAG provides that USAID, from time to time, would issue Implementation Letters to furnish additional information about matters stated in the SOAG. On September 15, 2014, USAID issued an implementation letter (IL) number 621-IL-14-00011 with an estimated total value of $2,394,336. This IL specified the activities that would be performed by the GoT through the Sokoine University of Agriculture (SUA), and the terms under which the fixed amount reimbursement will be made. Accordingly, this IL confirms and records the mutual understanding between USAID and the GoT as represented by Ministry of Finance and Vice Chancellor of SUA, who is fully responsible for carrying out these activities. this is a direct grant to SUA.

The grant is also a result of Tanzania being designated as priority country for the Feed the Future (FtF) program. FtF is a major U.S. Government program that aims to address the root causes of global hunger by sustainably increasing agricultural productivity to meet the demand for food, supporting and facilitating access to markets, and increasing incomes for the rural poor so they can meet their food and other needs, including reducing malnutrition. With this renewed emphasis on agriculture as the driver of food security and economic growth, increased importance is
placed on developing effective and sustainable interventions and accurately accounting for results and development impacts.

USAID/Tanzania’s FtF goal is to reduce poverty by increasing agricultural sector growth in target areas. This five-year program targeting staples (maize and rice) and horticulture aims to increase food security in households in the target value chains by increasing productivity, trade, and household income, while reducing malnutrition.

Research and training is a key component of the program, and FtF intends to build capacity for training and research at SUA so they can produce the next generation of agricultural leaders, armed with innovative and practical agricultural research, that can lead and sustain agricultural transformation in Tanzania. The implementation of the FtF initiative, including the research and training component, also contributes directly to country Comprehensive Africa

FtF’s multi-year strategy for Tanzania identified SUA as one of the key institutions to be supported under FtF’s research and training component. SUA, with the assistance of USAID, identified key constraints to their training and research goals and prioritized investments for potential USAID support, including investments best undertaken though a direct grant rather than through USAID’s capacity building project at SUA (known as iAGRI and led by Ohio State University). Those priorities included: 1) enhancing ICT capacity; 2) strengthening the national agricultural library; 3) building utilities infrastructure (water and electricity); and 4) reviving the Institute of Continuing Education.

Nature of the Support and its Value
As mentioned earlier, SUA realized the need of enhancing its capacity in utilizing ICT applications. This is due to the challenges that SUA has been facing such as incomplete and inefficient local area network; ageing fibre optic cable, inadequate and ill-equipped computer laboratories; lack of integrated information systems; slow Internet connectivity; lack of ICT building leading to inadequate teaching space and proper housing of ICT facilities; unreliable power supply; inadequate number of ICT staff; inadequate number of servers and information security systems; inadequate state-of-the-art software and hardware; inadequate ICT skills and awareness among staff and students.

The USAID grant is expected to improve, among other things, the use of ICT in teaching, research, outreach and administrative functions. Effective application of Information and Communication Technologies (ICT) in the core academic (i.e. teaching, learning, research, and outreach) and administrative functions of the universities is very vital in the transformation of higher education. This will contribute to the increased agricultural productivity and access to market by smallholder farmers through making the future leaders and enhanced research activities.

The expected outputs of ESUA-CICT under implementation letter number 621-IL-14-00011 include increased teaching and management effectiveness as well higher research productivity by providing reliable and dependable ICT systems. Specifically outputs include:

Buildings connected with fibre-optic cable including the replacement of the ageing ones to improve connectivity for teaching, research and administrative functions.
Staff and students are aware of Free and Open Source Software (FOSS)
Staff and Students trained in ICT including FOSS and using those skills in teaching, research and outreach
State-of-the art hardware installed and functioning reliably
Computer laboratories are fully functional
FOSS-based information systems such as e-learning system, human resource management systems are in use for University functions
Servers for such uses as email, e-learning, students records, human resource, and accounting/financial are acquired, installed and configured
A study on how to establish a full integrated information system is conducted. Furthermore, whenever possible a portion envisaged system will be implemented
Electric power backup and UPS for server rooms and computer labs acquired and installed
A fully functional recovery room and an automated data backup schedule established
Reliably functioning video conferencing facilities

Milestones and Implementation
ESUA-CICT has 27 milestones. Implementation begun in November 2014. Table 1 summarizes the status of implementation of the activities in form of milestones. The details of the milestones are listed in Table 2. Currently there are 9 milestones which have been completed and 6 milestones are being implemented. The rest 12 milestones are waiting for equipment from USA.

Table 1: Summarized status of implementation milestones

Completed	On Progress	Waiting for Equipment from USA	Total
9	6	12	27

However, 12 milestones have got the contractors already but can not be implemented at the moment due to the fact that equipment from USA are not yet delivered.

Table 2: Milestones Status Under Enhancement of SUA Capacity in Utilizing Information and Communication Technology (ESUA-CICT) Project funded by USAID
ID	Milestone	Technical Specifications	Status
1	Inception Report	An Inception Report will assess the current status of SUA’s ICT system, and identify what is needed to establish a modern, well-maintained, and sustainable ICT system that will effectively serve the training, research and administrative needs of SUA. The report will include current and proposed network designs and drawings, identifying infrastructure, hardware, software, and training needs. The report will identify how planned investments to improve these areas will enhance SUA’s learning, teaching, research and administrative functions. The report will address the risks to meeting project goals, including those identified in the 2011 Public Financial Management Risk Assessment Framework (PFMRAF) Report conducted by Deloitte, and how those risks will be addressed. The report will also specify how the project’s planned investments will be properly maintained and secured (physical and network security) in the coming years, in order to maximize impact and sustainability. The report will include a performance management plan using USAID indicators where appropriate.	Completed
2	ICT Policy Implementation Plan	Update, revise and adopt ICT Policy and implementation plan. An implementation plan for SUA’s updated ICT Policy will specify activities necessary in order to improve ICT project governance, ICT procurement, ICT human resources, hardware/software platforms, ICT change management, and ICT systems security. The implementation plan will include a timeline, resources and responsible parties for achieving activities required to successfully implement SUA’s updated ICT Policy, which is currently being developed and reviewed by SUA and affected stakeholders. Print, distribute and make e-copies of the ICT Policy available to students, faculty and staff.	Completed
3	Outfitting the buildings at SUA to improve connectivity for research, teaching, and administrative functions.	Replacement of fiber-optic cable, with securely protected fiber backbone connecting all buildings.	Waiting for equipment from USA. The contract has been signed.
4	Establish single unified network across all campuses and training facilities by installing network equipment inside buildings.	Network connections installed, switches and routers configured. Two campuses linked with efficient, protected and secure wired and wireless connection.	Waiting for equipment from USA. Contractor have already started Indoor UTP cabling.
5a	Rehabilitating and fully equipping the existing computer laboratories and their network infrastructure.	Renovation of Computer Lab MCLB2 at SUA Main campus (Year 1).	Waiting for equipment from USA. Procurement process is on progress
5b	Rehabilitating and fully equipping the existing computer laboratories and their network infrastructure.	Equipping of Computer Lab SMCCLAB at SMC Campus (Year 1).	Waiting for equipment from USA. Procurement process is on progress
5c	Rehabilitating and fully equipping the existing computer laboratories and their network infrastructure (Year 2).	Renovation of Computer Lab SGBLB1 at SMC Campus (Year 2).	Waiting for equipment from USA. Procurement process is on progress
5d	Rehabilitating and fully equipping the existing computer laboratories and their network infrastructure (Year 2).	Renovation of Computer Lab SGBLB2 at SMC Campus (Year 2).	Waiting for equipment from USA. Procurement process is on progress
5e	Rehabilitating and fully equipping the existing computer laboratories and their network infrastructure (Year 2).	Renovation of Computer Lab SGBLB3 at SMC Campus (Year 2).	Waiting for equipment from USA. Procurement process is on progress
6a	Establish a functional and effective SUA Email system for all Academic and non-academic staff.	Secure Email system accounts established for SUA Staff to effectively communicate.	Completed
6b	Establish a functional and effective SUA Email system for all Academic and non-academic staff (Year 2).	Secure Email system accounts established for SUA Staff to effectively communicate. (Year 2)	Waiting for equipment from USA. Procurement process on progress
7a	Establishing video conferencing to facilitate distance learning/teaching and interface with international organizations.	Video conferencing facilities installed and secured at main Campus.	Waiting for equipment from USA. Contracting process is ready.
7b	Establishing video conferencing to facilitate distance learning/teaching and interface with international organizations.	Video conferencing facilities installed and secured at Solomon Mahlangu Campus.	Waiting for equipment from USA. Contracting process is ready.
8a	Acquiring and installing electric power backup in the server rooms and computer laboratories for equipment protection and uninterrupted teaching.	Electric power backup and UPS for server rooms and computer labs acquired, installed, secure and functioning.	Contract has been signed ready to begin work
8b	Acquiring and installing electric power backup in the server rooms and computer laboratories for equipment protection and uninterrupted teaching (Year 2).	Electric power backup and UPS for server rooms and computer labs acquired, installed, secure, and functioning (Year 2).	Contract has been signed ready to begin work
9	Establish recovery rooms to avoid data loss and improve reliability of connectivity.	A fully functional and secure recovery room and an automated data backup schedule established.	Waiting for equipment from USA
10	Acquire, install and configure servers for use in teaching, research, outreach and administrative functions.	Servers for e-mails, e-learning, students records, website, and teaching material acquired, installed, configured, secured, and functioning.	Waiting for equipment from USA
11a	Install a free and open-source software (FOSS)-based Information System.	FOSS-based IT system identified, acquired, customized and functioning for University students and faculty.	1. Student Mobile Payment system → Completed
11b	Install a FOSS-based Information System (Year 2).	FOSS-based IT system identified, acquired, customized and functioning for University students and faculty. (Year 2).	On progress 1. Customization Integration of SUASIS and Finance system. 2. Installation of Journal Systems completed. 3. In collaboration with iAGRI and BSU, an electronic document management system EDMS is being developed
12	Conduct a study on how to deploy an Integrated Information system at SUA.	Study report completed, and an implementation plan on a fully integrated and reliably working information system developed. The report and implementation plan will address the integration of student information systems, examination processing, human resource management, financial information systems, library information systems, research, project and consultancy systems, procurement and asset management, health information systems, document tracking systems, and security information systems. Report and implementation plan will include recommended options for SUA to pursue, with a schedule of activities and associated cost estimates.	A report is being finalized
13a	Hold workshops to create awareness among staff and students on Free and Open Source Software (FOSS).	A workshop / seminar conducted so that staff and students (at least 60 participants receive a minimum of two days of training) are educated and aware of Free and Open Source Software.	Completed
13b	Hold workshops to create awareness among staff and students on Free and Open Source Software (FOSS) (Year 2).	A workshop / seminar conducted so that staff and students (at least 60 participants receive a minimum of two days of training) are educated and aware of Free and Open Source Software (Year 2).	Completed
14a	Training of staff and students to provide reliable services and sustainability.	At least 200 staff and students adequately trained on ICT systems- competence in the use of FOSS and ability to effectively use information systems will be evidenced by the successful completion of the training course.	Completed
14b	Training of staff and students to provide reliable services and sustainability (Year 2).	At least 200 staff and students adequately trained on ICT systems- competence in the use of FOSS and ability to effectively use information systems will be evidenced by the successful completion of the training course (Year 2).	Completed
15a	Training of ICT Technical staff to provide reliable, sustainable services.	ICT technical staff trained on proper management and security of ICT systems (CISCO Networking, FOSS Systems Administration, etc.). At least 2 trainings conducted, and at least 4 SUA technical staff trained in Linux /Unix system administration and as Certified Cisco Network Associates (CCNA).	Completed
15b	Training of ICT Technical staff to provide reliable, sustainable services (Year 2).	ICT technical staff trained on proper management and security of ICT systems (CISCO Networking, FOSS Systems Administration, etc.). At least 2 trainings conducted, and at least 4 SUA technical staff trained in Linux /Unix system administration and as Certified Cisco Network Associates (CCNA). (Year 2).	On progress
16	Conduct a study on retention mechanisms for ICT staff.	A study report completed and an implementation plan on retention mechanisms for ICT staff established. Report and implementation plan will include recommended options for SUA to pursue, with a schedule of activities and associated cost estimates.	Data is being collected

Achievement and Impacts
The overall impact includes increasing efficiency and effectiveness of teaching, research, outreach and administration activities. As mentioned before there are 9 milestones which have been accomplished. The inception report has laid a foundation for implementation of most milestones especially design and drawings of the network.

Table 3: Achievements and Impact of (ESUA-CICT) Project funded by USAID
ID	Milestone	Achievement and Impact
1	Inception Report	a). The inception report laid a foundation of what is needed to establish a modern and well maintained and sustainable ICT system that will effectively improve teaching, research, outreach, and administrative functions. b). The report provides network designs, drawings, infrastructure, hardware, software and training needs. c). Inception report provides a risk mitigation plan. d). The report also provides mechanisms for proper maintenance security, and sustainability to maximise the impact of the investment.
2	ICT Policy Implementation Plan	The implementation plan has the following impact (i) it provides guidance on ICT matters; (ii) it communicates strategies to various actors including staff of all levels, students and developmental partners; (iii) it helps in prioritizing resources and (iv) it provides direction from plan to action thereby helping in the evaluation process; (v) it aligns the efforts from all actors so that priorities can be the same for all stakeholders
6a	Establish a functional and effective SUA Email system for all Academic and non-academic staff.	Improvement in performance and increased reliability, coverage and availability of SUA emails. In addition 171 staff have been sensitized on the use of SUA emails.
11a	Install a free and open-source software (FOSS)-based Information System.	Six queues that were necessary for new students to register have been removed. Queues that were at CRDB branches during registration have been cut by approximately 50% thereby increasing efficiency of the process The tedium that required SUA accountant manually enter deposit slip to our system has been removed resulting into cutting down operation cost in terms of improving efficiency and avoid entry errors. Better control of students fee payments
13a	Hold workshops to create awareness among staff and students on Free and Open Source Software (FOSS).	A total of 103 staff (25) and students (78) participated in the workshop. These has improved awareness among staff and students whom can be good ambassadors in using powerful solutions provided by FOSS which are economically viable.
13b	Hold workshops to create awareness among staff and students on Free and Open Source Software (FOSS) (Year 2).	A total of 130 staff (55) and students (75) participated in the workshop. These has improved awareness among staff and students whom can be good ambassadors in using powerful solutions provided by FOSS which are economically viable.
14a	Training of staff and students to provide reliable services and sustainability.	Completed (no statistics yet)
14b	Training of staff and students to provide reliable services and sustainability (Year 2).	Completed (no statistics yet)
15a	Training of ICT Technical staff to provide reliable, sustainable services.	A total of 20 ICT staff have been trained in accomplishing this milestone. Out these, 9 ICT staff have been trained with CCNA while 11 ICT staff have been trained with Linux System Administration. This contributes to the sustainability and improved performance of managing systems.

Sustainability
This project is intended to catalyze application of ICT at SUA. It is expected that by the end of the project, ICTs services will be improved and implemented through the university plans. This is because both the SUA ICT Policy and Corporate Strategic Plan put emphasis on integrating ICT into teaching, research, outreach and administrative functions.

In terms of funding ICT matters at SUA, the university has established a developmental fund using internally generated funds such as students’ fees that are expected to increase with increased enrollments. With this arrangement ICT matters will be funded accordingly.

One of the constraint in Tanzania is high prices of bandwidth aggravated by inadequate ICT infrastructure. SUA is now connected the National Fibre-Optic backbone. This is expected to considerably lower bandwidth prices to affordable levels by the University in a long run.

Furthermore, use of proprietary software is significantly expensive compared to free and open source software (FOSS). While proprietary software expensive, they are not superior to FOSS solutions. This is the reason for many governments in the world are adopting FOSS. SUA's policy is FOSS. Adopting FOSS will reduce software costs by high percentage that could be up to 75% and protect computers from virus attacks. Furthermore FOSS solutions have other advantages including more security, avoidance of vendor lock in, and provision of scalability opportunities.

Capacity building of ICT staff and users will be incorporated into the university training programs. This will go hand in hand with development of retention mechanism for ICT staff who have been leaving the University. A successful retention mechanism will enable the University to maintain the expected improvement.

Prospects for future Support and Areas
Prospects for future support includes areas that are not covered in the current implementation letter. Outputs implementable in year 3 and 4 depending on funds availability include:

Increased space for teaching, research, service delivery and housing ICT facilities through constructing an ICT building
SUA TV coverage expanded to at least 60% of the entire country
E-Learning and Distance Learning Facilities available for staff and students
Accessible and well organized Institutional Repository established
Entire campus covered by a reliably functioning intercom system
Library and ICT facilities equipped with functioning Security and CCTV systems
All campuses linked with efficient network connection
Increases use of ICT applications by continued integrating information systems to teaching, learning and administration thereby increased research activities and better SUA graduates.

Key Challenges in Implementation
In implementing activities the challenges include the following:

Delayed delivery of equipment from USA is hindering continued accomplishments of the remaining milestones
Inadequate space for teaching, research, service delivery and housing ICT facilities through constructing an ICT building
Unfamiliarity with fixed reimbursement system leading to use of a lot of time in ironing out some issues.

Way forward
In implementing activities the challenges include the following

It is recommended that equipment from USA be delivered as soon as possible to allow timely accomplishments of milestones.
It is recommended that USAID agrees to fund phase II which need to include increasing of space by constructing a building for ICT

Milestone Status

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