Outline Terms of Reference

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Process card 6

Outline for terms of reference of a SEAN application

[1. Introduction] [2. Main objectives] [3. Focus] [4. Justification of using and applying the SEAN methodology] [5. Integration with socio-economic issues] [6. Expected outputs] [7. Actors/Participants involved and participatory methods applied] [8. Main activities and time frame] [9. Budget available] [10. Job description for moderator] [11. Job description for SEAN expert]

These ToR are outlined during the preparation phase 1, but may be adjusted as a result of the scoping workshop (phase 2). Specifications as regards the fieldwork (phase 3) must be made during phase 2. Explanations on various issues mentioned hereunder are being given with the relevant specifications on process card 1 mainly – the preparation phase. In case the use of SEAN is limited to a scoping workshop only, there is not yet need to fully work out these ToR. This can eventually be done at a later stage.

1. Introduction.

Should cover relevant contextual issues and conditions of the region and/or sector concerned (physical, socio-economic, political and institutional background). Included must be a brief overview of available information: resource persons, relevant documents (e.g. environmental action plan, environmental profile, EIA studies, project documents), and relevant institutions (projects, NGOs, research, government...). See checklist 8 (PDF).

2. Main objectives (examples):

to support policy formulation / strategy development of an NGO or governmental structure;
to support a Governmental Administration to define their (sustainable development) policy or strategic plan (in case of need for support to formulate operational plans, this must be stated);
to integrate environmental issues into existing development policy or strategic plan (focus on environmental issues);
to support development of an integrated sustainable development policy or strategic plan.

Specifications are required as regards the status of existing policies (SEAN used to adjust existing policies or to develop a relatively new policy), ownership and institutional rooting.

3. Focus:

geographical level of application: regional, national, sub-national or local; administrative or ecological / bio-regional boundaries;
within the geographical limitations, emphasis can be given to a certain sector (e.g. forestry), a certain theme (e.g. buffer zone around national park, land-use planning zone), or a certain target group (e.g. a certain minority ethnic group, or gender issues).

Specifications are required as regards the linkages with decentralisation processes.

4. Justification of using and applying the SEAN methodology.

Key questions to address are: Why was SEAN chosen as part of an integrated analysis and as a planning tool (see presentation part 1.4 for comparison with other tools)? To what extent are conditions for successful application met? Who is interested to use results of the SEAN process, for what purpose, where and when? Who is or will be the owner(s) of the process? How can one be sure that there is real commitment? What are opportunities or chances for success? What are the expectations and chances for follow-up? What other planning tools and experiences are available?

5. Integration with socio-economic issues.

The process of integrating environmental issues with other issues (social, gender, economic, institutional) to develop an integrated sustainable development policy should be clearly defined. How this will be done, what other social and economic analyses are available or will be undertaken, simultaneously or after the SEAN, and how will integration be achieved? What other tools will be used? What other analyses are already available? How will integration of gender aspects be guaranteed/

6. Expected outputs.

Good definition of expected concrete (‘hard’) end-products: reports and strategic inputs to formulate policies and strategic plans, possibly operational plans. Make sure the level of detail of the resulting strategic plan is well defined and agreed upon. Indication of expected process-oriented (‘soft’) outputs: e.g. training, capacity building, conflict resolution. Give sufficient attention to the SEAN process, with concrete outputs serving as reference points. Possible linkages with internal evaluation process of organisations involved.

7. Actors / participants involved:

Definition of the various actors and participants involved, their roles, their possible representation and expected responsibilities in follow-up. In all following categories attention should be given to gender experience, gender sensitivity and gender expertise.

SEAN owner(s)
Steering person(s) / structure
Technical person(s) / structure (optional)
SEAN executing team
SEAN moderator (see for detailed tasks hereunder)
SEAN expert (see for detailed tasks hereunder)
Co-ordinating person(s) / structure
SEAN workshop participants
SEAN stakeholders
Consultants, resource persons

8. Main activities and time frame

Both extremes from as little as one month or as long as 2 years have been observed and can be useful, depending upon the set objectives. Specifications must be given as regards activities, outputs, timing and locations for execution of the SEAN phases 1 to 5 (as indicated in process cards 1 to 5). Indications of how use will be made of available sources of information.

9. Budget available for the whole process and/or for distinct phases, including external costs and backstopping.

In most cases costs will include:

consultancies fees
travel costs
workshops costs
printing etc. costs
communication and networking
allowances for participants

10. Job description for moderator

Profile: Someone with capabilities and experience in networking and negotiation with various actors / social groups, preferably also with conflict resolution. He/she is responsible for supporting and guarding the SEAN process in terms of the active involvement and commitment by the various parties (actors) involved, ranging from local level leaders to higher level politicians. The moderator knows the region / sector concerned. The moderator should have good negotiation capabilities, be neutral, be gender sensitive and acceptable to various parties involved. The moderator is part of the SEAN executing team, possibly also the team leader.

Among the specific tasks of the moderator should be mentioned:

to make sure during the process the objectives of the SEAN process are clear to everyone;
to inform all relevant parties involved on progress of the SEAN process, the results and the conclusions and insights generated, and to lobby for adherence where relevant;
to be alert on rumours and judgements on the SEAN process and make sure incorrect judgements are corrected in time;
to negotiate between different parties involved where relevant;
be alert on gender biases and biases on ethnical groups or political issues;
to establish linkages between the different institutions and organisations involved (including different institutional levels);
to select relevant participants to workshops and co-ordinate fieldwork;
to take over roles of the SEAN expert in case he/she does not participate in workshops (see below).
during planning phase, to assure transparency and that no information is being lost, arguments and criteria to set priorities are noted, all information is documented for future use, reporting and justification of decisions taken.

11. Job description for SEAN expert

Profile: An independent person with much experience in working with the SEAN methodology. He/she is responsible for introducing, supporting and guarding the SEAN process in terms of its contents and methodological steps and its process phases. The SEAN expert does not necessarily know the region or sector concerned. The SEAN expert advises and trains the SEAN executing team. He/she need not be present within the region during the whole SEAN process, but should be available for advice if the need arises during the whole SEAN process.

Among the specific tasks of the SEAN expert there are:

to make sure at the onset and during the process the principles and objectives of SEAN and the workshop(s) are clear and the steps are consistently applied;
to facilitate application of the SEAN methodological steps in a sufficiently flexible way and to suggest appropriate adjustments to local conditions if required;
in application of the SEAN phases, to strike a balance between the SEAN process and the concrete outputs;
to assure environmental issues are properly dealt with all along the process and are not neglected in final stages of formulating strategic orientations, and to assure integration of socio-economic, gender and other relevant issues;
during scoping workshops, to assure information is documented on opportunities (to be worked out in step 7), promising actions (to be worked out in steps 8 and 9), gaps in knowledge and issues requiring further research (to be worked in step 9); [this role might be taken over by the SEAN moderator in case the SEAN expert does not participate in the scoping workshop]