Mission  on Project Harmonization Meeting with VietNam ( 01 December 2008, Hanoi, VietNam)

 CISCAI PCU Team Meeting with Prof Thai, Mr Vu The Binh and Mr Son. Dr Aban introduced himself as a new Project Coordinator and explained briefly the focus of the visit: 3 objectives: 1st to introduce himself to the stakeholders in Viet Nam.  2nd objective was to revise the time line and to synchronize the content of the project, as well as the problems and constraints faced by NetNam and the 3rd to promote the AF financial rules and regulation and the CISCAI Reporting Forms.

Prof Thai conveyed his main concerns: first one was coordination amongst stakeholders in Viet Nam, i.e: NIHE (Min of Health), DAH (Min of Agriculture) and CIREN (Min of Natural Resources).  He informed that it was the first time having work relationship with ASEAN Foundation and how we coordinate in international relationship in mutual benefits.  Net Nam would arrange meetings with relevant stakeholders while CISCAI PCU Team in Ha Noi and meet with them face to face.  He also stressed that Net Nam would be transparent in managing the project both program and financial issues and has no intention to take any advantage.  As well, he informed that there was a leadership change in NIHE and it will involve also with the staff personnel involved there, while for DAH and CIREN, the personnel are remain the same.

Dr Aban would like to know whether there were modifications related to the time frame of the activities and the targets.  Mr Binh confirmed that NetNam would like to modify the time frame as results of some changes: i.e: the delay of the project contract and the personnel changes in Viet Nam side.

Prof Thai also informed the NetNam would be also changed from the state owned to become privatized company; the deadline given by the PM Office would be in Dec 2008.  Dr Aban would like NetNam to document all the changes on black on white in oder to have good records for the purpose of audit late in two and three years.  Prof Thai agreed on this.

Dr Aban asked how we should handle re the cooperation with NIHE, DAH, and CIREN.  Mr Binh answered that they already forwarded the contract and support documents to them.  He informed that NetNam has good cooperation with CIREN and DAH, and has to rebuild the connection with the new Deputy Director of NIHE.

Dr Aban questioned regarding Technical Papers on WiMax Network and GIS Technical Design and the User Need Report.  Mr Binh answered that he would discussed the Technical Design on WiMax today with the CISCAI Team.  While the Technical Papers on GIS Design could be discussed tomorrow with the CIREN Team.  The User Need Report will be done by NIHE. 

Mr Binh requested that all the activities would be frozen up to end of Jan 2009 after the Viet Nam Traditional New Year and would start in February 2009.  As from now up to end of Jan 09, NetNam would concentrate on the preparation of the MOU amongst the stakeholders and the small research.   As well, he informed that NetNam has established new bank account for CISCAI Project, and no expenses incurred up to now, it could be monitored as well through the banks website.

Prof Thai informed that WiMax is still in experimental stage and should be complied with Viet PT and Viet Tel.  Net Nam has tested Thai Net design and can buy as promotion price.

Bambang asked whether NetNam has a problem with IP Star and the sustainability of the project.  Dr Aban offered possible alternative link with Japanese Satellite and initiate to discuss the cooperation with JAKSA or WINS. 

Prof Thai informed that Net Nam had no cooperation with them, we could propose this issue to the Ministry of Science and Technology.  Binh added that we need license for using Satellite Service and the IP Star is the only available company that can provide it for us and it has been tested here. 

Dr Aban distributed the Wifi phone for NetNam, Mr Binh in order to establish an effective communication between NetNam Office and CISCAI Jakarta.

Meeting with NIHE 2.30PM

The Deputy Director of NIHE introduced the new staff assigned to be involved in CISCAI Project.  They are:  Prof Yen is the head of the Epidemiology, Dr He is the Epidemiologist and Dr Ye is responsible for the data surveillance.  DD would like to have the introduction of the CISCAI project and what the roles and contribution of NIHE. Dr Aban introduced himself as the new CISCAI Project Coordinator, assigned to this project in October 2008 and the rest of the team. There are two major components in the CISCAI: one part is related to the technical design on Network and the 2nd part is GIS System.  We are now on the process of adjusting the time frame of the activities and also the targets, and we also introduced the SOP of Financial and Procurement Process and the standardized report format.  We have established the information exchange monthly teleconference and the CISCAI Information & Communication, in order to develop an effectively communication system. The Head explained that they need specific objective in order to have an effective project. Prof Yen would like to know the activities undertaken in Sapa and Vientiane.

Mr Binh explained that the proposal was developed in 2006.  There were two activities that were done:  1st meeting related to the WiMAX system, it was held in Sapa in April 2008, NIHE was represented by Dr Luat. The 2nd meeting was regarding the User Need Assessment Training conducted in Lao in July 2008.  Dr Luat attended this meeting as well.  Mr Binh informed that the activities introduced WIMAX for rural development.  CISCAI works on the advance technology on the network using satellite.

He also requested NIHE to work on User Need Study.  We need to form a team to work together with NetNam and Min of Animal Health on this issue.  It can be done after Lunar New Year in February 2008.  During this month up to Feb 2008, we should do a preparation.  In Lao, he learned that NIHE has experience in surveillance study.

Prof Yen informed that NIHE is the leading institute in VietNam in surveillance and prevention system.  NIHE has established AI system and trained the field workers to survey and report the AI case.  It should be reported in 24 hours.  The system is receiving reports daily, weekly and monthly.

 Dr Aban informed that this projects focus is AI issues but later on it can be used for other diseases. Mr Binh informed that the systems among beneficiaries are different.   Technical design is different, in VietNam, it will be mobile WiMax, while in Lao, it will be Fixed WiMax.  For Thailand, their duties are to provide the back stopping and consultancies for WiMax Network.

Dr Aban informed that the CISCAI Project does not have intention to change the existing system setup concerning AI issues.  CISCAI would like to enhance and improve the existing system in connection with the ICT.

The Deputy Director informed that NIHE has no power to declare the emergency disease, it is responsibility of the Ministry of Health.  As well, he informed that NIHE is only covering the northern part of VietNam, that is a pilot area should be discussed in more detail.

Bambang explained related to the GIS system, as it is related to the data management system.  There will be a pilot system and tabletop exercise.   CISCAI AI system may be implemented in the border area.

Dr Aban informed that we already established CISCAI website, therefore all the partners involved should have own account.  The File Server is repository all documents, ie Technical and Final documents.  We also have monthly teleconference. 

Mr Binh would like to have the preparation on the User Need Assessment, and issuing MOU with the stakeholders in Viet Nam.DD would like to have the CD on the User Need Assessment Study in Vientiane. Mr Binh informed that the NetNam will establish the link between NetNam and NIHE. DD explained that they have a good internet connection and video teleconference; also he took a tour within the institute.

2 December 2008, Tuesday

 Meeting with Dr Trang, Dept of Animal Health, Veterinary, Binh, Dr Aban, Bambang & Anti.

Dr Aban introduced himself and the purpose of the visit.  Dr Trang described in detail the structures of the Department of Animal Health down line to the Dept of Veterinary, and the personnel involved in the CISCAI Project.  As well, he described the Disease Information System (DIS) established by the Government of Viet Nam.  Dr Aban asked regarding the DIS, how mean and how long it takes for communicating system from farmers to the Dept of Veterinary.  Dr Trang said it should be within one day by fax, motorbike, phone calls.  They have set up a hotline system for farmers and the fieldworkers. Dr Trang informed also the Dept of Veterinary has grants from USAID, UNDP and FAO since 2003 to work together on AI.

Bambang asked regarding the reporting system if there is an outbreak in one area.  Dr Trang answered that the Sub Dept would be responsible to assign the staff /personnel to deal with the situation to the community.  They have set up Veterinary network; and have assigned two veterinary officers in each area that are paid by each local government.

Dr Trang explained that they have formed the working group, and now is waiting for the action from NetNam and PCU CISCAI.  He suggested that there should describe clearly the terms of reference of each agency in VietNam. It should be in the form of the MOU/agreement.

Dr Aban informed also the communication system established, ie: the CISCAI website, three file servers and teleconference meeting.

Dr Trang asked the official formality of each personnel involved and the roles in CISCAI Project and also the budget involved for VietNam component.

Binh explained that NetNam has drafted the letter of agreement (VietNam: Protocol) among NetNam with Dept of Animal Health (DAH), Ministry of Agriculture,  NIHE (National Institute of Health Epidemiology) and CIREN.  It will be scheduled in December 2008.

Dr Trang questioned if there is the additional allowance for personnel doing two roles at the same time.  Dr Aban answered that it will be reviewed on case by case and brought to the ASEAN Foundation for the approval.

2 December 2008, at 3pm

Meeting with the Director CIREN, Mr Zung and the Staffs

Mr Zung introduced himself and the CIREN, institution under the Ministry of Natural Resources.  They are working on GIS issues for the whole VietNam. Maps of Viet Nam and Lao will be supplied by the CIREN at no cost. 400 layers in VietNam, 12 layers with Lao PDR. Dr Aban asked whether CIREN/NetNam has already considered alternative for the field workers who has no WIMAX/Internet connection.  Binh informed that initially this project was designed in the central government and how we enhance the existing AI Response System.  We tried to develop tools for Field Workers to report and response to higher level up to the central level or the Minister. Mr Zung informed that the GIS System can use GPRS.

Binh informed that the workplan in December and January is binding the organizations involved in one Protocol.  The User Need Assessment will be done in February 2008. Bambang asked the Technical Papers on WiMax and GIS. Binh will submit them before the end of the Year 2008.

3 December 2008, 09.30 am

Mr Binh, Mr He,  Mr Son, Dr Aban, Bambang and Anti

Mr Binh would like to shift the time frame of the project from July 2008 to 01 October 2008. Contract Signing for the local stakeholders: NIHE, DAH and CIREN included with NetNam from now up to 3rd week of January 2009 (20 Jan 09). Mr Binh will be available for Wimax Training around mid Feb to Mar 2008.