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Annex 3. CHIESA Project Communications Plan 2014–2015 1. Current Situation/Background The Climate Change Impacts on Ecosystem Services and Food Security in eastern Africa– Increasing Knowledge, Building Capacity and Developing Adaptation Strategies (CHIESA) Project is a research and development project funded by the Ministry for Foreign Affairs of Finland. The project is coordinated by the International Centre of Insect Physiology and Ecology (icipe) in Nairobi, Kenya and it started in February 2011 with a six-month inception phase. The initial performance period was launched in August 2011, so activities have now been implemented for three years and four months. The CHIESA Project will end in July 2015, but the Steering Committee of the project has decided to apply a no-cost extension from the donor for six additional months (until December 2015) to finalize the work and to achieve the set objectives. The performance under the research-oriented work packages has progressed at different rate but overall most of the project-supported scholars have completed their data collection and currently analyze data sets and summarize and publish their results in peer-reviewed journals. Internal communication of results has not been very efficient despite several efforts to request and make the scholars to share their raw data and findings among the different components even before those results are published. Due to the lack of a comprehensive dissemination and communication strategy, activities with the beneficiaries of the project have been implemented on an ad hoc-basis. In the CHIESA Project, communication has largely been integrated with capacity building activities (Annex 4 of the Annual Report 2013–2014). Additionally, communication has been carried out through digital media (internet), radio and TV, awareness-raising seminars, conference presentations, policy briefs and other publications. 2. Overall Communications Objectives Adequately inform the public and private sectors in East Africa on the effects of climate change on ecosystem services and food security. Active and effective communication of the research findings and new knowledge created in the CHIESA Project on climate change impacts is needed to develop remedies and adaptation options in collaboration with the stakeholders. 3. Communications Objectives A. Internal communications objectives: 1) Information transfer - Support multidisciplinary research and understanding of the phenomena by sharing data sets and findings among the work packages/project partners - Generate new scientific findings and provide new information to fill critical gaps on knowledge related to climate and land use change impacts on ecosystem services - Improve coordination of activities by informing work packages/project partners on achieved results, on-going and planned work - Ensure appropriate interventions by keeping work packages/project partners informed on the existing policy framework and strategies 2) Awareness raising - Build and maintain the recognizability of the CHIESA Project in the project partner organizations by sharing materials and organizing activities - Improve efficiency by avoiding unnecessary and overlapping actions within and across work packages/project partners November 2014 Page 1 of 8 3) Dialogue - Provide opportunities for work package/project partner input into key activities including planning, design, decision-making, implementation and monitoring and evaluation - Build relationship, trust and ownership of the project among project partners - Communicate the needs, concerns and perceptions of the work packages/project partners - Maintain and develop a common vision on the project 4) Outcome - Increase the use of project results among the work packages/project partners - Enhance practical support within and across the work packages/project partners - Support planning and management of day-to-day project activities B. External communications objectives 1) Information transfer - Increase the knowledge of beneficiaries on the impact of climate change on ecosystems services and food security in the Eastern Afromontane Biodiversity Hotspot - Support the development of climate change adaptation options and strategies by sharing research results and findings with the stakeholders - Improve capacity of NARES to address climate change problems by giving them data and training on how to use it for analyses, modeling and future planning - Enhance preparedness of stakeholders to cope with the impacts of climate change through technology transfer and dissemination of best practices 2) Awareness raising - Build and maintain the recognizability and credibility of the Project in the stakeholder organizations - Increase public awareness about climate change and importance of sustainable management of ecosystems and their services for food security - Inform stakeholders about the appropriate methods and practices for climate change adaptation - Facilitate stakeholder involvement and response to upcoming project activities 3) Dialogue - Provide opportunities for stakeholder input into key activities including planning, design, decision-making, implementation and monitoring and evaluation - Identify and develop adaptation strategies in cooperation with beneficiaries to be implemented through action plans in the target areas - Build relationship, trust and ownership of the project among stakeholders - Communicate the needs, concerns and perceptions of the stakeholders and other end users - Develop and agree on a common vision on the project actions and interventions - Ensure appropriate interventions by involving stakeholders which are responsible of implementing existing policy framework and strategies 4) Outcome - Achieve stakeholders’ practical support of the project - Influence policies and decision-making through the stakeholders - Improve the success of implementation of new practices which help adaptation to climate change - Encourage positive media coverage of the project activities - Facilitate beneficiaries’ access to project outputs after the performance period 4. Target Audience Communities and farmers (small-scale farmers growing maize, crucifers, avocados and coffee) in the studied mountain and highland ecosystems in Ethiopia, Kenya and Tanzania. Farmers’ associations, water users associations and other CBOs. Special needs group leaders. Youth group leaders. Special focus on women farmers. November 2014 Page 2 of 8 Extension agents and government officers (agriculture, livestock, water, forestry, environment, planning, education). Teachers and the pupils in local primary, secondary and technical schools (principals and science teachers) Mass media (science-reporting journalist in TV, radio and internet) State and local government institutions (elected representatives, government officials, county governors, chiefs, politicians, MPs) National agricultural research and extension services (agricultural research organizations, universities and research institutes). Professional people, such as directors, scientists, research assistants & scholars and technicians. NGOs Private sector (industrial and commercial business owners, plantations and forestry companies, parastatal organizations, media house owners General public in Ethiopia, Kenya and Tanzania. 5. Key Message per Target Audience Communities and farmers: The synergy of climate change (increasing air temperatures and variability in rainfall) and land use change has caused disruptions to functional biodiversity in Afromontane agroecosystems. These disruptions may lead to more frequent and more serious insect pest outbreaks and thus negatively affect food security of small-scale farmers. Use of synthetic pesticides on the farms is not a sustainable option as it also harms the populations of useful insects, such as pollinators and natural enemies of the crop pests. Farmers should adopt practices based on Integrated Pest Management (IPM), which provides means for biological control of crop pests, helps restore and maintain habitats for the parasitoids and reduce dependency on synthetic pesticides. Conservation agriculture techniques may be combined with IPM to help support biological control of pests and diseases. Key themes: 1) enhancement of biological control and IPM to tackle emerging pests and diseases, 2) conservation agriculture, and 3) irrigation and water resource management Extension agents and government officers: In addition to the risk of more frequent and more serious pest outbreaks, the farming and pastoral communities experience the challenge of increased occurrence of floods and droughts due to climate and land use changes. Therefore, a shift towards a framework of Integrated Land and Water Resource Management for Sustainable Agriculture will be necessary to meet and balance competing demands for natural resources to provide food, water and livelihoods, as well as for conservation of flora and fauna. Multi-stakeholder involvement is crucial to achieve effective and sustainable joint management at different scales. Water User Associations and Community Forestry Associations (and equivalent CBOs in the target areas) need information and government support in implementation of the policies and new management structures on-the-ground. The results and projections for land use change and climate change by the CHIESA Project provide information for the extension agents and government officers to be used in the discussions and formulation of site-specific integrated land and water resource management plans in collaboration with the CBOs. Key themes: 1) enhancement of biological control and IPM to tackle emerging pests and diseases, 2) conservation agriculture, 3) Integrated Land and Water Resource Management, and 4) monitoring and forecasting Teachers and pupils: Climate change should be given emphasis in the school curriculum as its impacts on ecosystems and livelihoods may, according to the current scientific knowledge, intensify by 2050 when today’s pupils manage their households and resources to feed their families. Learning about the climate change impacts, mitigation and adaptation at the young age will build the knowledge and capacity of the citizens to cope with the negative effects and to November 2014 Page 3 of 8 utilize the emerging opportunities. Schools can be the centers for local monitoring of climate change and critical natural resources, such as water. Establishing on-the-ground monitoring tools for rainfall and water quality will add value to the teaching on climate change given at schools and provide hands-on exercises for the pupils on how to monitor some key parameters. Key themes: 1) climate change impacts on ecosystems and livelihoods, 2) water quality assessment, 3) climate change mitigation and adaptation, and 4) monitoring rainfall Mass media: There is a need to improve the quality of the climate change reporting in the mass media through training of journalists through refresher courses. The science-reporting journalist should be more aware of the scientific basis of climate change, its causes/drivers and consequences/impacts so that they may avoid misinformation in the articles, news and broadcasts. Improving the quality of climate change reporting in the mass media helps distributing the correct messages to the general public and building awareness which is based on scientific facts rather than imagination and hearsay. Key themes: 1) scientific basis of climate change and its impacts on ecosystems and livelihoods, 2) concepts and available facts, and 3) climate change mitigation and adaptation State and local government institutions: Scientific results (summarized in policy briefs, manuals and brochures), land use and climate projections/models, and risk maps (pests, droughts and floods) for the target areas generated by the CHIESA Project will help the state government to formulate policies on climate change adaptation and mitigation. The local government institutions may use the available results for implementing the existing policies and strategies, developing land use plans, interventions and actions to address the most vulnerable areas and communities. Key themes: 1) land use and climate change projections/models, 2) risk maps for early warning, and 3) climate change adaptation options and strategies National agricultural research and extension services: The immediate practical application level of the CHIESA project targets this audience through direct collaboration in implementing research and field activities, participation in capacity building (academic degree training of their staff members/ short training course, workshops and seminars), and sharing data sets, models, articles and other project results. Research collaboration and capacity building will develop and upgrade on-the-ground capacity of these organizations to address climate-related problems through research, monitoring and extension activities. Their knowledge and skill to use latest scientific tools and methods for analyzing and modeling climate, land use and biodiversity is improved. As a result, they are better equipped to serve their countries in providing information for climate change adaptation and mitigation. Key themes: 1) managing climate-related risks through models, 2) capacity building on land use change detection and modeling, economic valuation of ecosystem services, impact assessment on biodiversity and habitats, research on functional ecosystem services, pest management and pollination, and water resources assessment, and 3) development and support the implementation of climate change adaptation options and strategies Private sector: Private sector (businesses and individual entrepreneurs) play an important role in the economy by for example, providing goods, services and employment for a large number of people in eastern Africa. Simultaneously, the private sector also utilizes and competes on the available natural resources, such as water, in the target areas. The private sector is not November 2014 Page 4 of 8 immune to the impacts of climate change and needs to be well informed on the projected changes in the future in order to be able to adapt their operations and protect their assets from the negative impacts. However, the private sector may also use the project results for responding to the emerging opportunities with new products and services, such as climatefriendly or climate-resilient labeled products. Information (risk maps, climate and land use scenarios, etc.) disseminated to the private sector will help them make informed decisions on investments, relocation of activities, and even to consider shifting to a more water and energy efficient technology as part of the climate change mitigation and adaptation strategy. The private sector must be involved in the design, planning and implementation of the Integrated Land and Water Resources Management framework in the target areas. Communicating the project results with them may be used as an incentive to them to be more closely involved in the process. Key themes: 1) land use and climate change projections/models, 2) risk maps for early warning, and 3) Integrated Land and Water Resource Management, and 4) potential commercial utilization of project findings General public: Raising awareness of the general public on climate change impacts on ecosystem services and food security is an important step in enhancing preparedness of the communities. Dissemination of science-based information through mass media, internet and social media may influence the decisions of individuals on the selection of farming practices, natural resource use and management and pest control technologies. The general public needs to understand that climate change will not only bring negative impacts but also new opportunities may emerge in the future and lead to new innovations, businesses and jobs. Clear messages on the research findings, risk maps and climate projections allow the general public to shape their opinion on the required directions and actions at different levels, and help plan the future of their livelihood with risk management and adaptation to the various impacts under climate change. Key themes: 1) scientific basis of climate change and its impacts on ecosystems and livelihoods, 2) climate risks and projections, and 3) climate change mitigation and adaptation 6. Communications Mix and Timeline The Work Package (WP) leaders and researchers will be responsible for the majority of communications activities, particularly the dissemination of research products. WPs are expected to maintain dedicated communications and/or knowledge broking staff, and who will have a role in facilitating this. Communities and farmers communications mix Community seminars (presentation of project results and discussion) Public meetings (sensitization and awareness raising) Targeted workshops (community-based CC adaptation action plan development) Site visits and demonstration trials (IPM, irrigation and ILWRM) Synthesis products and tools targeted at particular areas and sites Training and occasional lectures (farmer field schools, short courses) Conferences and annual project meetings (farmer representatives invited) TV and local radio (broadcasts on project activities and outreach) Newspaper (articles on the project) Web site (project web site with digital resources) Videos (DVDs distributed to libraries and community centers) Personal contacts by scientists Extension agents and government officers communications mix Training manuals (guides for IPM, conservation agriculture and ILWRM) November 2014 Page 5 of 8 Brochures, articles, posters, reports (general information and research results) Targeted workshops (e.g. community-based CC adaptation action plan development) Site visits and demonstration trials (IPM, irrigation and ILWRM) Synthesis products and tools targeted at particular areas and sites Training and occasional lectures (seminars and short courses) Conferences and annual project meetings Data sets, models and scenarios (graphs, maps and other visualizations) Web site (project web site with digital resources) Mailing lists (email communication of news and activities) Personal contacts by scientists Teachers and pupils communications mix Tools and training manuals (guide for water quality assessment) Brochures, articles, posters, reports (general information and research results) Targeted workshops (e.g. community-based CC adaptation action plan development) Site visits and demonstration trials (weather station sites and making rain gauges) Training and occasional lectures (short courses) TV and local radio (broadcasts on project activities and outreach) Newspaper (articles on the project) Data sets, models and scenarios (graphs, maps and other visualizations) Web site (project web site with digital resources) Mailing lists (email communication of news and activities) Personal contacts by scientists Mass media communications mix Brochures, articles, reports (general information and research results) Press releases Targeted workshops (CC reporting – demystifying the concept) Site visits (ILWRM, IPM) Training and occasional lectures (short courses) Web site (project web site with digital resources) Mailing lists (email communication of news and activities) Personal contacts by scientists State and local government institutions communications mix Synthesis products and tools targeted at particular line areas within government (policy briefs, risk maps, climate and land use projections) Brochures, articles, posters, reports (general information and research results) Targeted workshops (e.g. community-based CC adaptation action plan development) Site visits and demonstration trials (IPM, irrigation and ILWRM) Regular personal contacts with key officials Conferences and annual project meetings Policy seminars (consultations on policy frameworks) Data sets, models and scenarios (graphs, maps and other visualizations) Web site and social media (project web site with digital resources, Facebook) Supervisory Board Meeting (annually to review and approve annual technical and financial reports, and annual work plan and budget National agricultural research and extension services communications mix Academic degree training and supervision (Ph.D. and M.Sc.) Hands-on training and field research activities Synthesis products and tools targeted at particular research components (policy briefs, risk maps, climate and land use projections) Brochures, journal articles, posters, reports (general information and scientific results) Tools and training manuals (from various project components) Scientific seminars (presentations and discussion on project results) Targeted workshops (e.g. community-based CC adaptation action plan development) Site visits and demonstration trials (IPM, irrigation and ILWRM) November 2014 Page 6 of 8 Personal contacts by scientists Conferences and annual project meetings Data sets, models and scenarios (graphs, maps and other visualizations) Web site and social media (project web site with digital resources, Facebook) Research networks and platforms Private sector communications mix Briefing sessions (with senior scientists) Synthesis products and tools targeted at particular line areas within government (policy briefs, risk maps, climate and land use projections) Brochures, articles, posters, reports (general information and research results) Targeted workshops (e.g. community-based CC adaptation action plan development) Site visits and demonstration trials (IPM, irrigation and ILWRM) Training and occasional lectures (seminars and short courses) Conferences and annual project meetings Web site (project web site with digital resources) Mailing lists (email communication of news and activities) Personal contacts by scientists General public communications mix TV and local radio (broadcasts on project activities and outreach) Newspaper (articles on the project) Brochures, articles, posters, general reports (information and research results) Web site and social media (project web site with digital resources, Facebook) Exhibitions (e.g. Farmer’s day & Save the Earth Expos) Internal communications mix Scientific reports and articles Skype meetings Phone calls Face-to-face meetings (Steering Committee meeting – WP managers bi-annually) Email communication Web site and social media (project web site with digital resources, Facebook) Ordinary mail (letters, invitations and documents) Annual project meeting and conferences Bi-annual technical and financial reports 7. Promotion Promotion of the created and established communication products is carried out in various events using project partners’ and work packages’ assistance. Participation in international scientific networks and conferences provides an effective medium to promote project communication through brochures, policy briefs, posters and presentations in digital and printed format. Digital newsletters of the international networks, such as the Mountain Partnership, have been used to promote the project. Email invitations have been sent to the stakeholders and project partners to join the digital media communication through the web site and Facebook. Phone calls and printed invitation letters have been used to contact those target audiences who do not have access to the internet/email. For them, printed versions of communication materials have been prepared and distributed. National exhibitions addressing climate change or agriculture in Kenya and Tanzania have also been participated by the CHIESA project staff to promote our activities and results to the end users. November 2014 Page 7 of 8 8. Budget The CHIESA Project is funded by the Ministry for Foreign Affairs of Finland. The available project budget for communication (in the end of July 2014) is 133 218 euros. In addition, there is an overhead share of 10%, making the total budget 146 540€. Out of this, 33 711€ is reserved for salaries, 24 855€ for dissemination in the target areas, 25 886€ for production of training materials, 3 308€ for printing and publishing, 40 310 for training events, seminars and workshops, and 13 680€ for international and local travel. This budget will be revised for the Annual Work Plan 2014–2015 and some of the remaining contingency funds will be transferred to the dissemination activities to ensure that enough funds are available for this key component. The remaining budget for printing and publishing is quite small so additional funds will have to be budgeted there. 9. Evaluating Success Evaluation of CHIESA Project communication is based on two methods: 1. Formative evaluation - Stakeholder analysis (questionnaire and discussion meetings with the focus groups) carried out in January 2015 2. Summative evaluation - Outcome assessment (focus group feedback and behavioral observation) carried out in July 2015 Due to the lack of a communication plan in the project, evaluation of communication can only be carried out using the information on the target groups’ needs which has not been collected on a systematic way before November 2014. The new project media assistant will launch the evaluation in the beginning of 2015. November 2014 Page 8 of 8