Ministry of Water & Energy
Tana and Beles Integrated Water Resources
Development Project
Design, Development & Support in
Implementation & Operation of a
Basin Information System
Design Report
(Final version)
Volume 2: Institutional and Organisational arrangements
June 2012
I n g e n i e r i e            Kalcrow
Volume 2 Institutional and Organisational arrangementsMinistry of Water & Energy — Tana and Beles Integrated Water Resources Development Project
TABLE OF CONTENT
Table of Content
List of Figures
List of Tables
Acronyms
1
w
1.GENERAL CONTEXT.................................................................................... 1
1.1          Analysis of current legal and institutional framework linked with the HIS /
BIS
1.1.1     General legal framework linked with the HIS / BIS
1.1.1.1    Overall Political, Constitutional, Legal-Administrative Framework 1.1.1.2    Framework Policy for Water Resources Management and BIS 1.1.1.3    Specific Water and Water related Legislation
1.1.2     Specific legal framework and institutional set-up governing HIS / BIS development and management
1.1.2.1    The Abbay Basin High Council and Authority 
1
1
1
2
3
6
6
1.1.2.2    The Ministry of Water Resources and Energy and its Directorates and Branch Offices  most  concerned  by  HIS-BIS  Reorganization  of  the  MoWE  through  the
BPR
1.1.2.3    The National Meteorology Agency 
1.1.2.4         The Geological Survey of Ethiopia
1.1.2.5    The Environmental Protection Authority 
1.1.2.6    The agencies accountable to the Ministry of Finance and Economic Development with relevance with HIS / BIS
1.1.2.7    The Ministry of Communications and Information Technology 
1.1.2.8    Other key stakeholders and relevant legal framework for HIS / BIS development and management
1.2   Analysis of main current institutional dysfunctions in relation with future functions of HIS/BIC
1.3   Analysis of Stakeholders general needs/expected outputs in relation to the
BIS
13
25
33
34
36
39
39
40
40
2.       HYDROLOGICAL INFORMATION SYSTEM (HIS) -
CONCEPTUAL AND DESIGN FRAMEWORK......................................... 43
2.1   Data requirement for the HIS
2.2   HIS Conceptual framework
2.3 General concepts and definitions regarding networks design
43
43
44
Design, Development & Support in Implementation & Operation of Basin Information System - Design Report Volume 2: Institutional and Organisational arrangementsMinistry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
3. HIS - HYDROMETRIC NETWORK DETAILED DESIGN - STAKEHOLDERS...................................................................................47
3.1   Development of the study
3.2   Specific Stakeholders
3.3   Analysis of main current institutional dysfunctions in relation with functions
of HIS/BIS
3.3.1      Scoping and analysis                 of mandates 
3.3.2      Identification of main        institutional dysfunctions 
3.4   Identified Needs
3.5   Proposed Improvements
3.5.1      Proposed institutional   set-up and related action plan
3.5.2      Proposed Business Process for data collection and processing
3.5.2.1     Without transfer of hydrometric network administration to the Abbay Basin
Authority 
3.5.2.2     With transfer of hydrometric network administration to the Abbay Basin Authority 
47
47
47
48
48
51
51
51
53
53
53
4. HIS - METEOROLOGICAL NETWORK DETAILED DESIGN - STAKEHOLDERS................................................................................... 55
4.1   Development of the study
55
4.2   Specific Stakeholders
55
4.3   Analysis of main current institutional dysfunctions in relation with functions
of HIS/BIS
56
4.3.1      Scoping and analysis                 of mandates 
56
4.3.2      Identification of main        institutional dysfunctions 
56
4.4   Identified Needs
59
59
4.5   Proposed Improvements
59
4.5.1      Proposed institutional   set-up and related action plan
4.5.2      Proposed Business Process for data collection and processing Meteorology 61
4.5.2.1     Without transfer of meteorological network administration to the Abbay Basin
Authority 
4.5.2.2     With transfer of meteorological network administration to the Abbay Basin Authority 
61
61
5. HIS - GROUNDWATER MONITORING NETWORK DETAILED DESIGN - STAKEHOLDERS.................................................................. 63
5.1   Development of the study
5.2   Specific Stakeholders
5.3   Analysis of main current institutional dysfunctions in relation with future functions of HIS/BIS
5.3.1      Scoping and analysis     of mandates 
5.3.2      Identification of main institutional dysfunctions 
5.4   Identified Needs
63
63
64
54
54
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5.5          Proposed Improvements
5.5.1     Proposed institutional set-up and related action plan
5.5.2     Proposed Business Process for data collection and processing
5.5.2.1     Without transfer of hydrogeological network administration to the Abbay Basin Authority 
5.5.2.2     With transfer of hydrogeological network administration to the Abbay Basin Authority
67
67
68
68
6. HIS - WATER QUALITY MONITORING NETWORK DETAILED
DESIGN - STAKEHOLDERS..................................................................... 70
6.1   Development of the study
6.2   Specific Stakeholders
6.3   Analysis of main current institutional dysfunctions in relation with future functions of HIS/BIS
6.3.1     Scoping and analysis of mandates 
6.3.2     Identification of main institutional dysfunctions 
6.4   Identified Needs
6.5   Proposed Improvements
6.5.1     Proposed institutional set-up and related action plan 6.5.2     Definition of the Business  Processes 
6.5.2.1    Definitions 
6.5.2.2    Proposed Business Process for data collection and processing
6.5.2.3    Steering of water quality monitoring
6.5.2.4     Organization of seminars on the water quality monitoring network 82 6.5.2.5 Establishment of a partnership with the Universities 
6.5.2.6 Regular training of the sampler agents and chemists 
70
70
71
71
71
75
75
75
77
77
78
79
82
82
6.5.2.7    Regular cross calibration between the laboratories 
82
6.5.2.8    Initialization of Bio-Monitoring
82
6.5.2.9    Defining Ethiopian environmental norms for water quality 
82
7. HIS - ECOLOGY/ENVIRONMENT MONITORING NETWORK
DETAILED DESIGN - STAKEHOLDERS.................................................. 83
7.1   Introduction
7.2   Development of the study
7.3   Specific stakeholders for environnemental monitoring
7.4   Analysis of main current institutional dysfunctions in relation with future functions of HIS/BIS
7.4.1     Scoping and analysis of mandates 
7.4.2      Identification of main institutional dysfunctions 7.4.3     Institutional arrangements      to be proposed
7.5   Proposed institutionnal improvements
7.5.1     Aquatic Ecology - Fauna, Flora and Ecosystems 7.5.2     Terrestrial Ecology Fauna
7.5.3     Terrestrial Ecology Flora
33
33
83
84
84
87
87
88
88
89
90
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7.5.4     Agricultural Land Use
7.5.5      Land Cover Changes 
7.5.6      Soils and Land Degradation
7.5.7     Air Quality 
8. BIS - INFORMATION COLLECTION AND DISSEMINATION -
91
91
91
93
EXISTING SITUATION ANALYSIS.......................................................95
8.1   Analysis of main current institutional dysfunctions in relation with future functions of HIS/BIS
8.1.1      Scoping and analysis of mandates 
8.1.2      Identification of main institutional dysfunctions 8.1.3      Proposed action plan
8.2   Proposed institutional set-up and related action plan
8.3   Analysis of Stakeholders data inputs to the bis
8.3.1      Identification of data sources 8.3.2      Proposed action plan
8.4   Data
inputs to the BIS
95
95
99
99
99
100
100
101
101
9. BIS - PROPOSED INSTITUTIONAL ARRANGEMENTS AND BUSINESS PROCESSES.................................................................. 107
9.1   Main organizational recommendations regarding ABA and SBBOs
9.1.1     Abbay Basin Authority's functions regarding Basin Information management 107 9.1.2      Abbay Basin Authority's current establishment progress 
9.1.3      Proposed organizational adjustments of ABA and SBBOs 9.2   ABA Internal business processes related to HIS-BIS
9.2.1      General Business Process 
107
109
110
115
115
9.2.1.1     General BP between SBBO and ABA Headquarters related to HIS-BIS 115
9.2.1.2     BP within ABA Headquarters 
9.2.2     Specific Business processes 
9.3   External business processes
9.3.1      Organization of HIS-BIS external business processes 9.3.2      List of MoU to be concluded
9.3.3     Contents of the operational procedures 
115
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ANNEXES
1A.   An extensive consultation process
IB.    Meetings with stakeholders and client held during the design phase
1C.   Stakeholders needs in relation to the BIS
9A.    Internal    business    processes    for    HIS/BIS    System    implementation    and operation
9B.    External    business    processes    for    HIS/BIS    System    implementation    and operation
i
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FIGURES & TABLES
Figures
Figure 1-1: Overall Organizational Structure of the ABA.............................................................................. 9
Figure 1-2: Organizational chart of ABA Headquarters in Bahir Dar..........................................................10
Figure 1-3: Organizational chart of a Subbasin Branch Office...................................................................11
Figure  1-4:  Core  processes  and  support  processes  whose  designation  has  been  changed  or
modified...............................................................................................................................15
Figure    1-5:    Core    processes    and    support    processes    whose    designation    as    well    as 
Responsibilities have been changed or modified................................................................ 16
Figure 1-6: Core processes and support processes that are newly created..............................................16
Figure  1-7:  Sharing  out  of  the  hydrometric  stations  located  in  Abbay  Basin  among  Hydrology 
Branch Offices....................................................................................................................19
Figure 1-8: natonal Meteorological Agency Organizational         Structure..............................................29
Figure  1-9:  Sharing  out  of  the  meteorological  stations  located  in  Abbay  Basin  among  NMA
Branch Offices....................................................................................................................32
Figure 1-10: Stakeholders expectations from the BIS in terms      of output data....................................41
Figure 2-1: Framework for network analysis and redesign....................................................................... 45
Figure  3-1:  Proposed  business  process  for  surface  water  data  management  with  respect  to
the recommended institutional set-up option...................................................................... 54
Figure 4-1: Proposed meteorological data business process...................................................................62
Figure 5-1: Ground water data - business process...................................................................................69
Figure 6-1: Water quality data - proposed business process................................................................... 79
Figure 6-2: Water quality steering committee role.................................................................................... 81
Figure 7-2: Terrestrial Ecology (Fauna) Monitoring flow chart..................................................................89
Figure 9-3: Terrestrial Ecology (Flora and Land Cover) Monitoring          flow chart................................90
Figure 7-4: Soil Management and Land use Monitoring flow chart.......................................................... 92
Figure 7-5: Air Quality Monitoring flow chart............................................................................................ 93
Figure 8-1: Synthetic diagram of possible data inputs to the BIS from different stakeholders 100
Figure 9-1: Overall Proposed Organizational Structure of the ABA..........................................................HI
Figure 9-2: Proposed Organisational chart of ABA Headquarters in            Bahir Dar.......................... 112
Figure 9-3: Organisational chart of a Sub_basin Branch Office............................................................. 113
Figure 9-4: Organizational chart of a Field Office...................................................................................114
Tables
Table   3-1:   Breakdown   of   mandates   and   business   processes   regarding   surface   water
management.......................................................................................................................49
Table 4-1: Breakdown of Mandates and Business Processes regarding meteorology............................. 57
Table    5-1:    Breakdown    of    Mandates    and    Business    Processes    regarding    groundwater
management.......................................................................................................................65
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Table 6-1: Breakdown of Mandates and Business Processes regarding water quality management
Table 6-2: Data processes definition Table 7-1: Breakdown of Mandates and Business Processes regarding environment and
ecology
Table 8-1: Breakdown of Mandates and Business Processes regarding Basin Information
Management96 Table 8-2: Indicative Database103
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ACRONYMS
ABA
ABoA ABoFED ABoME ABoWR ADPFSPCO AEPLAUB AMESD ARBO ARF AWLR BBoA BBoFED BEPLAUB
BBoWRME BoA BoFED BeSBBO BHC
BIC BIS BPR CASE CSA CPWF DAPS DDR DDS DESA DSS EEPCO EGRAP EMA ENGDA ENIDP ENPM ENSAP ENTRO EPA EPLAUB EEPCO EMA ENIDP EPA ESIA ET EUWI EWRIS FIR FPEW GIITD GIRWI GIS GoE GW GWD GSE
H&DAD
Abbay Basin Authority
Amhara Bureau of Agriculture
ABoFED Amhara Bureau of Finance and Economic Development
Amhara Bureau of Mines and Energy
Amhara Bureau of Water Resources Development
Amhara Disaster Prevention Food Securty Project Coordination Office Amhara Environment Protection, Land Administration and Use Authority African Monitoring for Sustainable Environment & Development
Abbay River Basin Organization
Area Reduction Factor
Automatic Water Level Recorders
Benishangul Gumuz Bureau of Agriculture
Benishangul Gumuz Bureau of Finance and Economic Development Benishangul Gumuz Environment Protection, Land Administration and Use Authority
Benishangul Gumuz Bureau of Water Resources, Mines and Energy Bureau of Agriculture
Bureau of Finance and Economic Development
Beles Sub-Basin Branch Office
Basin High Council
Basin Information Centre
Basin Information System
Business Process Re-engineering
Computer Aided Software Environment
Central Statistical Agency
Challenge Program for Water and Food
Data Acquisition, Processing and Storage System
Draft Design Report
Data Dissemination System
Department of Economic and Social Affairs
Decision Support System
Ethiopian Electric Power Corporation
Ethiopian Ground Water Resources Assessment Program
Ethiopian Mapping Authority
Ethiopian National Groundwater Database
Eastern Nile Irrigation and Drainage Project
Eastern Nile Planning Model
Eastern Nile Subsidiary Action Program
Eastern Nile Technical Regional Office
Environmental Protection Authority
Environmental Protection and Land Use Bureau
Ethiopian Electricity Power Corporation
Ethiopian Map Agency
Ethiopian Nile Irrigation & Drainage Project
Environment Protection Agency
Environmental and Social Impact Assessment
Evapotranspiration
European Water Initiative
Ethiopian Water Resources Information System
Final Inception Report
Flood Protection Early Warning
Geo Information & Information Technology Directorate
Global Initiative for Rationalizing Water Information and Monitoring Systems Geographic Information System
Government of Ethiopia
Ground Water
Groundwater Directorate
Geological Survey of Ethiopia
Hydropower & Dams Administration Directorate
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Volume 2: Institutional and Organisational arrangementsMinistry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
HDA                Hydrological Design Aids
HWQD            Hydrology & Water Quality Directorate
HIC                 Hydrological Information Center
HIS                  Hydrological Information System
IAEA               International Atomic Energy Agency
ICT                  Information and Communication Technology
I&DD               Irrigation & Drainage Directorate
IMD                 Information Management Departement
ix
IMS
Information Management System
IRBM
Integrated River Basin Management
IS
Information System
ITMC
Information Technology Management Center
IWMI
International Water Management Institute
IWRM
Integrated Water Resources Management
KMS
Knowledge Management System
LAN
Local Area Network
MCA
Multi-Criteria Analysis
MIS
Management Information System
MoA
Ministry of Agriculture
Moll
Memorandum of Understanding
MoWE
Ministry of Water & Energy
NBI
Nile Basin Initiative
NMA
National Meteorological Agency
PASDEP
Plan for Accelerated Sustained Development to End Poverty
PDO
Project Development Objective
PME
Planning & Monitoring Expert
PMF
Probable Maximum Flood
PMP
Probable Maximum Precipitation
RBO
River Basin Organization
SBBO
Sub-Basin Branch Office
SDS
Spatial Data System
SRS
System Requirement Specifications
SW
Surface Water
TaSBBO
Tana Sub-Basin Brane Office
TBIWRDP
Tana and Beles Integrated Water Resources Development Project
ToR
Terms of Reference
UAP
Universal Action Plan
UN
United Nations
VSAT
Very Small Aperture Satellite Dish
WAN
Wide Area Network
WFD
Water Framework Directive
WPLUCD
Water Permits Licensing & Utilization Control Directorate
WQ
Water Quality
WRA
Water Resources Administration
WRDP
Water Resources Development Program
WSDP
Water Sector Development Program
W&SD
Water & Sanitation Directorate
Design, Development & Support in Implementation & Operation of Basin Information System - Design Report
Volume 2: Institutional and Organisational arrangementsMinistry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
1
1. General Context
1.1 Analysis of current legal and institutional framework linked with
THE HIS / BIS
1.1.1   General legal framework linked with the HIS / BIS
1.1.1.1   Overall Political, Constitutional, Legal-Administrative Framework
The overall Political, Constitutional, Legal-Administrative framework  is  the context within which government bodies at federal and regional levels function. To the extent that Ethiopia is a federal country with states having their own legislative, executive and judicial branches power in the country can be said to be quite decentralized. In such a decentralized system the need for cooperation and coordination should be an essential element of the way things are done or achieved whenever the issues at hand require the involvement of the desperate parts  of government. Thus, the work  of establishing the HIS-BIS must take this  into consideration all the time as  regards  the involvement of the regional governments and their constituent parts as the most important of stakeholders.
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1.1.1.2 Framework Policy for Water Resources Management and BIS
Description
The framework policy's objectives are the following:
► Development of the water resources of the country for economic and social benefits of the people, on equitable and sustainable basis.
► Allocation and apportionment of water based on comprehensive and integrated plans and optimum allocation principles that incorporate efficiency of use, equity of access, and sustainability of the resource.
► Managing and combating drought as well as other associated slow on-set disasters through, among others, efficient allocation, redistribution, transfer, storage and efficient use of water resources.
► Combating and regulating floods through sustainable mitigation, prevention, rehabilitation and other practical measures.
► Conserving, protecting and enhancing water resources and the overall aquatic environment on sustainable basis.
It is  clear that the attainment of these objectives  depends  to a great extent on the availability of scientific, economic, social and environmental information and data to base decisions pertaining to water resources development and management.
The general water resources management policy part of the framework policy states specifically that building and strengthening the necessary capacity, among others, in terms of facilities, information systems and research and studies is one of the policy directions to be followed for the better and more efficient management of water resources.
More importantly the framework policy has a specific section (section 2.2-Volume 1 which is the part dealing with cross -cutting issues and the sub-section is 2,2,4) regarding the policy to be followed with respect to Water Resources Management Information systems, Monitoring, Assessment and Auditing. According to the policy statements in this section water resources information is to be managed on the basis of project and sector information, management information systems, technical information and public information systems. The system to be developed is to be coherent, efficient and streamlined process of information management in the water sector consisting of:
► defining and incorporating: data collection, processing, analysis and dissemination;
► determining the requirements of: human, technology, data and financial resources;
► identifying the users typography, information requirements;
► defining information requirements of users;
► identifying sources of information; and
► recognizing the link between properly managed water resources and the availability of viable information systems and to develop a practical, coherent, well designed and smoothly functioning Ethiopian  Water  Resources  Information  Systems  (EWR1S),  by  establishing  the  EthioDian  Water
Resources Information Center (EWRIC).                                                             3
ANALYSIS
Thus, although the policy does not seem to mention specifically HIS-BIS it is information system which is comprehensive, user oriented and effective is 
seen together with other statements emphasizing the need for integrated water p A
p water
that an
basin approach to most information required for the water sector is certainlv thp'
mana9ement a
y me rignt direction forward.
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An examination of the Ethiopian Water Resources  Policy  clearly  sets  out the need for and information system that will promote integrated water resources  management although it does  not mention specifically  BIS. However, since the policy, in promoting the integrated water resources  management, has  implicitly  and accepted the need for a basin approach to water resource management, there is  no doubt that the need for a basin-based information and data system is a necessity.
1.1.1.3   Specific Water and Water related Legislation
Description
The most significant and very important federal legislation as regards the IWMR is Proc. 197/2000 which is still the legal framework governing law in as far as water resources management is concerned.
This  proclamation sets  out some of the basic  principles  of water resources  management including Integrated Water Resources Management. By virtue of this proclamation the new MoWE still has, among others, the following powers and duties include the following:
► Ensuring water resources are managed according to the provisions of the Federal laws In force and, pursuant to the highest social and economic benefits of the Ethiopian people in accordance with the provisions  of  the  Ethiopian  Water  resources  Policy,  Basin  Master  Plan  Studies  and  water  resources laws;
► Planning, management, utilization and protection of water resources;
► Issue permits and certificates of Professional Competence;
► Ensure that studies relating to water resources development, protection, utilization and control have
been carried out;
► Require submission of plans and proposals from any person who apply for a permit to undertake any 
kind of water works and approve, reject, or amend such plans and proposals;
► Establish quality standards for surveys, design and specification of Water Works, (which include any 
man made works, such as dam construction, diversion, transportation, measurement or any kind of construction built or to be built), as well as standards for the construction of Water Works necessary 
for the development of water resources; it shall also supervise compliance of water works with the established standards;
►  Prepare  directives,  in  consultation  with  public  bodies  concerned,  in  order  to  ensure  that  water resources are not polluted and hazardous to public health and environment;
► Issue directives pertaining to the safety of hydraulic structures for the prevention of damages caused by dam water to dams, persons, property and crops;
► Cause, in consultation with the public bodies concerned, the Issuance of quality or health standards which enable it to entertain an application for permit to discharge or release polluted water into water resources;
► Give an order or rectification or suspension of water works which are incompatible or Inconsistent with the  Ethiopian  water  resources  policy,  relevant  basin  master  plan  studies  and  water  resources legislative framework; and ensure its Implementation;
►  Issue  directives,  regarding  water  use  restrictions  in  a  situation  of  water  shortage  emergency  and supervise the implementation of the same.
By  virtue of this  Proclamation and for the purpose of implementing it the former MoWR has  issued Council of Ministers  Regulation 115/2005. This  is  a regulation dealing in large part with the administration of a permit system regarding water use and the construction of water works  and the discharge of waste In to water bodies. It consists of provisions dealing with the following nine areas:
► Water Resources Utilization Permits;
► Water Works Permits;
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► Waste Discharge Permits including the power of Entry (monitoring and control) Inspection and taking samples with respect to water quality ;
► Certification of Professional Competence;
► Establishment of Water User Associations;
► Various fees and Charges connected with the administration of the permit system;
► Dispute Settlement;
► Obligation of furnishing information.
As recently as 2003 (EC) a new legislation re-defining the powers and duties of Federal level Executive bodies and other institutions has been enacted. This legislation is Proclamation 691/2010. The MoWR has been newly established as the Ministry of Water and Energy (MoWE) taking over responsibility for energy matters from the former Ministry of Mines and Energy as well as the responsibilities regarding rural electrification formerly are belonging to the MoARD and the Ethiopian rural Energy Development and Expansion as per Proclamation 317/1995 (EC) as regards Rural Electrification. The Proclamation also makes it clear that other laws in operation as regards water resources and energy will continue to be operational under the auspices of the newly re-organized MoWE. Thus, Proclamation 197 which was issued in the year 2000 as the Ethiopian Water Resources Management Framework Proclamation, and other laws that have been in existence before the re-organization such as the Proclamation establishing the Abbay Basin Authority are still valid.
According to Article 26 (1) of Proclamation 691/2010, the re-organized ministry has the following powers and duties:
► Promote the development of water resources and energy;
►  Undertake  basin  studies  and  determine  the  country's  ground  and  surface  water  resources potential in terms of volume and quality, and facilitate the utilization of same;
►  Determine  conditions  and  methods  required  for  the  optimum  and  equitable  allocation  and utilization of water bodies that flow across or lie between more than one regional states among various uses and the regional states;
►  Undertake  studies  and  negotiations  of  treaties  pertaining  to  the  utilization  of  boundary  and trans-boundary water bodies, and follow up the implementation of same;
► Cause the carrying out of study, design and construction works to promote the expansion of medium and large scale irrigation dams;
► Administer dams and water structures constructed by federal budget unless they are entrusted to the authority of other relevant bodies;
► In cooperation with appropriate organs, prescribe quality standards for waters to be used for various purposes;
► Support the expansion of potable water supply coverage; follow up and coordinate the implementation of projects financed by foreign assistance and loans;
► Undertake studies concerning the development and utilization of energy; and promote the growth and expansion of the country's supply of electric energy;
► Promote the development of alternative energy sources and technologies;
► Set standards for petroleum storage and distribution facilities and follow up the enforcement of same- re the proper execution of functions relating to meteorological services;
► Issue permits and regulate the construction and operation of water works relatino tn bodies referred to in paragraph c) and (d) of this sub-article;
ai,ng t0 water
► In cooperation with the appropriate organs, determine the volume of petroleum reserve and ensurp that it is maintained;
► Ensure the proper execution of functions relating to meteorological services.
Design, Development & Support in Implementation & Operation of Basin Information System - Design Report Volume 2 Institutional and Organisational arrangementsMinistry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
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The powers and duties given to the ministry of Water Resources and the Ministry of Mines, with respect to energy, by  the provisions  of other laws  currently  in force and with respect to rural electrification, to the ministry  of Agriculture and Rural Development and Ethiopian Rural Energy  Development and Promotion Center Under Proclamation No. 317/2003 are hereby  given to the Ministry  of Water and Energy
The new powers and duties of the new Ministry of Water and Energy do not contain some of the powers and duties  stated in the previous  Proclamation stating the powers  and duties  of the former MoWR. However, it should be noted that those powers  that have been omitted are contained in Proclamation 197/2000 and so, there is  not harm done. The powers  and duties  that have been omitted are the following:
► Prepare draft laws concerning the protection and utilization of water resources;
►  Make appropriate studies concerning water tariff and upon approval collect bulk charges for water use under sub-article (1) of this article;
► Prepare plans that help to properly utilize water resources for development purposes supervise their implementation upon approval;
►  Provide all the assistance deemed necessary with regard to water resources development;
► Sign international agreements relating to trans-bound ary rivers in accordance with the law follow up
their implementation;
On the other hand Sub Articles 1, 3, 5, 9 and ten of the old Proclamation remain valid while the rest are new additions mostly referring to the energy part of the new Ministry's powers and duties.
Both Proclamation 691/2010 which is  the latest legislation defining the powers  and duties  of the Executive Organs  of the Federal Democratic  Republic  of Ethiopia, and Proclamation 197/2000 give the present MoWE the power to delegate its powers and duties to Federal, Regional and other appropriate bodies if it finds  it necessary  for the efficient execution of its  duties. (Articles  8(2) of Proclamation 197/2000 and Article 10 (7) of Proclamation 691/2003)
ANALYSIS
An examination of the environment regarding water and water related legislation shows that, while there may  be some issues  regarding mandates  that may  need to be resolved either administratively  of by amendments to existing laws, the basis of a BIS approach to the collection of water and water related data and information as  part of the implementation of an integrated water resources  management approach, has been laid out firmly in both Proclamation 197/2000 and the Proclamation that provides the framework for the establishment of basin high councils and authorities, Proc. No 534/2007
As far as Proclamation 197/2000 is concerned it was enacted with the objective of:
► Ensuring the utilization and protection of the country for purposes of application to the highest social and economic benefits;
► Carrying out the follow-up and supervision of the conservation and protection of the water resources;
► Preventing any harmful effect to water resources; and
► Ensuring proper management of water resources.
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Although the Proclamation sets  out the duties  and responsibilities  of the former MoWR, these responsibilities are now transferred to the MoWE. It lays down, among others, the broad and general principles that are intended to guide water resource management in the country. A Council of Ministers Regulation (NO. 115) known as the Ethiopian Water Resources Management Regulations but deals largely with a water use, water works construction and waste water discharge permits administration system. According to Proclamation 197/2003 water is the common property of the people of Ethiopia. (Art. 5) and shall be used only for beneficial use to provide the highest social and economic benefit to the population of the country. The preferred approach towards the realization of the objectives of beneficial use is the formulation and implementation of Master Plan studies and creating an appropriate legal framework
Water use is regulated by a permit system. However, no permit is required to dig water wells by hand or use water from hand dug wells as well as to use water for traditional irrigation, artisanal mining and for traditional animal rearing and water mills.
In addition to establishing a permit system for the use of water, the construction of water works and the discharge of waste into water resources this proclamation requires the establishment of an inventory of water resources identifying and describing the occurrence, availability, location, amount and quality of water resources and the seasonally expected demand as well as periodically compile data on consumptive and non-consumptive uses.
The approach that is appropriate to Implement the concepts of integrated water resources management is the basin approach where the study, planning and implementation of water use will be taken within the basin as a hydrologic unit and the implementation of development projects will be based on such plans.
1.1.2  Specific  legal  framework  and  institutional  set-up  governing  HIS  I  BIS development and management
1.1.2.1 The Abbay Basin High Council and Authority
1.1.2.1.1 Legal framework
Proclamation no 534/2007 about River Basin Council & Authorities
The Proclamation no 534/2007 has been enacted recently by the Federal Parliament and issued in the Negerit Gazetta (n °. 40 July 23.rd. 2007). The Proclamation provides for the establishment of river basin organizations for Ethiopian river basins. It lays down the objectives and powers and duties of River Basin High Councils  and the Authorities designed to serve as the executive entity /secretariat of the High Councils policies and directives.
The objective of establishing the High Councils and Authorities is to promote and monitor the integrated water resources management process in the river basins falling under their jurisdictions with a view to using of the basins' water resources for the socio-economic welfare of the people in an equitable and participatory manner, and without compromising the sustainability of the aquatic ecosystems (see the Preamble and the acknowledgment of the necessity to establish river basin councils and authorities as the main mechanism to achieve integrated water resource management).
Proclamation 534/2007 (23 /07/2007) stipulates in Part Two (River Basin High Councils and Authorities), Article 9 (Powers and Duties of Basin Authorities), that a Basin Authority shall the powers and duties to:
►    Bullet   6:   "collect,    compile,    analyze    and    disseminate    information    for   proper   planning, administration and steering of water resources in the basin"
►  Bullet  7:  "develop  and  use  a  river  basin  model  in  order  to  guide  and  support  its  basin  water resources strategic planning and water administration function"
►  Bullet 12: "undertake studies, surveys and researches that are deemed necessary to carry out its functions"
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In  Part  Three (Water use permits, information system and river basin plans) of the  same proclamation, Article 16 (Basin Information System):
►   Bullet   1:   "Every   River   Basin   Authority   shall   develop   and   use   management   oriented   basin information  system,  in order to guide and support the basin water resources strategic planning and water management functions."
► Bullet 2: * A basin information system shall encompass at least the following key indicators:
a) The quantity and quality of water resources of the basin,
b) The aquatic ecosystem of the basin,
c) The level of the water demand within the basin,
d) The existing and planned major water infrastructures
e) The main interventions or projects that may have impact on the water resources,
f)  The existing water uses; and
g) Stakeholders of the basin.
►   Bullet   3:   "A   River   Basin   Authority   shall   have   to   address   adequately   the   issue   of   data harmonization at federal level, whiled developing and using the basin information system"
In Part Three (Water use permits, information system and river basin plans) of the same proclamation, Article 17 (Information exchange):
► Bullet 1: "A River Basin Authority shall havez in accordance with directives to be issued by the Ministry, provide stakeholders with information contained in the basin information system";
► Bullet 2: "Any person shall have the duty to provide a River Basin Authority with information that is found useful for the basin information system";
► Bullet 3: A River Basin Authority shall cooperate with the relevant federal and regional bodies for the installation and improvement of effective data monitoring networks in the basin.
► Bullet 4: "A River Basin Authority may develop and run its own data-monitoring network"
As a conclusion, this proclamation:
► provides legitimacy for ABA to develop and run the BIS,
► mentions the need of a directive to be issued by the Ministry to regulate BIS information dissemination to the stakeholders,
► stresses on the duty for any person to provide information to the BIS,
► as far as data monitoring networks are concerned, permits either the cooperation of the ABA with other bodies or the possibility to develop its own network.
Regulation 151/2008 for establishment Abbay Basin High council and Authority
Regulation-151/2008  providing  for  the  establishment  of  the  Abbay  Basin  High  Council  and  Abbay  Basin Authority (ABA) was issued on the 12th of May 2008.
By this regulation, the Abbay High Council and Authority is established as an autonomous public organ having its own legal personality.
According  article  4,  the  Authority  shall  have  its  head  office  in  Bahir  Dar  and  may  have  Sub-Basin Branch Offices (SBBO). This acronym will be used for the whole report.
The  powers  and  duties  of  the  Authority  are  exactly  the  same  than  the  ones  listed  In  the  Proclamation 534/2007.
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1.1.2.1.2 Current institutional set-up
Current organizational structure
The Abbay Basin Authority, as discussed above is established by regulation (Regulation-151/2008) to administer the water resources  of the basin and had been formally  created in March 2011 with the recruitment of the Director General of the headquarters.
On the next pages are shown 3 charts for:
►  The  overall  organizational  structure.  Until  now,  the  headquarters  in  Bahlr  Dar  had  been  set-up and  two  Sub-basin  Branch  Offices  in  Bahir  Dar  (for  Tana  sub-basin)  and  in  Assosa  (for  Beles sub-basin),
►   The   organizational   structure   for   the   headquarters.   At   the   moment   of   the   design   report
1
preparation (October 2011), only the following technical posts had been filled :
► The director General,
►  In  the  Planning  and  M&E  department:  the  Head  of  Department,  the  Water Resources  Development  Specialist,  the  Development  Planner,  the  Agricultural Specialist and the Economist,
►  In  the  Information  Management  Department:  the  Head  of  Department,  one hydrologist,  one  environment  /  water  quality  specialist,  the  head  of  Basin Information Centre, the senior database / MIS / GIS Specialist,
► In the Water Resources Administration Department: the Head of Department, the environmental Specialist and the Water Resources Specialist.
►  The  organizational  structure  for  the  Sub-basin  Branch  Offices.  At  the  moment  of  the  design report preparation (October 2011), only the following technical posts had been filled:
►  For  Tana  SBBO:  I)  the  head  of  Branch  office,  ii)  the  M&E  specialist,  iii)  the environment specialist and iv) a hydrologist (who resigns recently).
► For Beles SBBO: i) the head of Branch office, ii) the M&E specialist, iii) a GIS technician, iv) the financial aid, v) the socio-economist and vi) the WR specialist, vil)  the  planning  specialist,  viii)  the  environment  specialist,  ix)  the  procurement specialist.
The headquarters of ABA are facing some difficulties to fill all the posts, especially for the BIC due to the high requirements of the positions and the level of proposed salary (based on standard civil servant salary).
The Tana and Beles Sub-Basin Branch Offices had hired staff based on contractual basis with financial support of TBIWRDP, until now but will have to use the same standard as the ABA / HQ after March 2013, which constitutes a factor of risk for the permanency of the current human resources.
1 An additional department is to be created for the Koga Irrigation Scheme Management.
Design. Development & Support in Implementation & Operation of Basin Information System Design Repo'd Volume 2: Institutional and Organisational arrangementsMinistry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
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Figure 1-1: Overall Organizational Structure of the ABA
(Abbay Basin High Council
Adhpc Standing Committee for X1^
■ Adhoc Standing Committee for X3
Abbay Basin Authority^
Notn
1; The number of Held Offices per Branch office has been shown as two. The actual figure
Abbay Basin Authority -
will be decided after a detailed Investigation of how the hydrological network will bo
operated. One Bunch office may have more field office* and personnel than another. It Is
Overall Organisational
possible also for a Branch office to double as a field office if logistically approporiato.
Structure
Design, Development & Support in Implementation & Operation of Basin Information System - Design Report
Volume 2. Institutional and Organisational arrongomonlsFigure 1-2: Organizational chart of ABA Headquarters in Bahlr Dar
soartary )---- 1 Director General )
Administrative and Financial Support Services
Head Administrative and Financial Support Services
Secretary )
n~~
:l
High Council Socrotariat
Head: Financial Division )
Chief Accountant
( Hoad Secretariat }-. __________________
Head. Human rosourcos and General Services Division )
—■       . -------------------------- — -
———- -
------ -------------------- ------- ~f "
Procurement , HR and
Officers (2) training officer
f------------------  --------- »          >— Secretary
1
s
/ Communication . / Support \ J Assistant                  } X Staff )
1                1----        ~1
. Recurrent
i         Budgot
\ Accountants (2)
Senior
Cashier A
Assistant
Copilnl \ |
Budget
Accountants (2)
Transportation
1 Services Officer
Planning and MAE Dopartmont
Head: Planning ond /'
M A E Department J Secretary
/ ** Waler Resources \
Development Specialist
Information Managomonl Department
i Head Information Man.rgrmont O Mri n.?nt •— 
rt
-err tor/
X
Hydrometry Division
Basin Information Cs-rtre
, Hoad. Basin
■-j Information Centro
Z              Watershed              \
‘ Management Specialist
—(       MAE Specialist 1
—■ Development Planner '
—( Agncullural Specialist
, ~Hood: Hydrometry___________
\                Division
— Hydrologist* (2)
—{ Hydrogeologist? (2) )
Hydrological / GIS
H  _ Tochmaanfe (2]_
, P Socrt tery 
/I PRA-ishon ,
)
, HydrologisVMc <
librarian
Seri ior Database J MIS . cis Sptctaf '.t
I Legal Expert^- ----- ------■
Water Rosourcos Administration
Department
Hood: Waler Resources
Administration
Department
/' Environmental \
XSpecialist
1
Environment / Water '
Quality Spccai’sls (21
i
I
Walor Pormll
Issuance
' Coordinator J
Walor Rosourcos
~~~V specialist /
Waler Charges
Issuance
Coordinator
—(
Economist
' beat's-.t J MIS7 \ '' glSSpndfti.si^ /
L
1
•
Sociologist
MetoorolcghJi )
■ GlSTccnnJan )
Administrative
' Assistant
/Administrative \
Assistant
K
Environmental        "        \
Specialist/
Lr Power Spodollst
Inslnimentation /
Maintenance
O-urr. ‘ :
|
Technicians (2)
Website \
1 ___ Specialist ) ,
"------------------------------------------ -'
___________________________________ /
______________________________ X
Abbay Basin Authority Organisational
Structure for Headquarters
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Figure 1-3: Organizational chart of a Subbasin Branch Office
Head: Branch A
Office )
r
----- \ General Services
z
( Administrator )
r
( Accountant ) (
Cashier    "
)    ,    S,,py '
I
r t Staffs
_____  J (guards, d
drivers,
cleaners etc >
y
Ar
Information
Management Unit
Ar
Planning and
MAE Unit
Monitoring and Evaluation Specialist
Hydrometry
Team 1
(Chief Hydrologist^ C Hydrologist J—
I Hydrogeologisly—
Environment / \
Waler Quality I— 
Specialist )
A
Basin
Information
Centra
Planning
Specialist
/ Socio economist
C
C
’Natural Resource Scientist
f Basin \
Information
I Centre
^Coordinator y
/     Hydrologist/A \ modeller )
y -Gis         \
Water Resources
Administration Unit
Water Resources \ Specialist2            )
Environmental . Specialist2 )
Waler Permit \ / Waler
Issuance
Coordinator
\ Technician y
Instrumentation \
/Maintenance I— 
Technician )
Administrative \
Chargos Issuanco
\ Coordinator ’ Adrnln \ / Admin \
x----------------------------
N<rteS
1 Hydrometry Team based in
2; Unit Head may be either the
Branch and associated Field Offices
Water Resources w Environmental
Specht.
3. Assume 2 Hyd/c4oficj1
Irc>y><uns & field Assrstants at
B/anch Office and each Field Ofke
3
Z HydrologicaP \
\Tedinldans (6),/
____J
Assistant J
■i
( Fleid \
r
I Assistants (6)J
y
y
\ Assistant^/ \ Assistant /
Abbay Basin Authority Organisational Structure
for Branch Offices
Design, Development & Support in Implemontotlon & Operotion of Bosin Information System - Design Report
Volume 2: Ifisl/tutionol and Oigonisationnl orrungomontsMinistry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
Main current activities and constraints for development of those activities
The Water Resources Administration Department did not yet start any activities in water permit issuances and charges collection because of the lack of the regulation and related guidelines. The regulation under preparation will provide a basis  for the payment of water charges  for various water uses.
The Hydrometry Division of the Information Management Department is not fully recruited and is still depending on a clarificatio’n about the future of the Hydrology Branch Offices of the MoWE (see next section).
Some of the Basin Information Centre staff of the Information Management Department had been recruited recently. The recruitment of high skilled staff (like MIS/ GIS, modeller, etc.) is expected to be a constraint.
It is expected that the posts of the Planning and M&E Department will be the less difficult to fill and that this department will be the first to be operational.
1.1.2.2 The Ministry of Water Resources and Energy and its
Directorates and Branch Offices most concerned by HIS-BIS Reorganization of the MoWE through the BPR
The former Ministry of Water Resources Development which is now designated as the Ministry of Water Resources and Energy with the addition of energy responsibilities, has undergone in the past various reorganizations. These stages consisted of geographically based structures (i.e- at regional and sub-regional office levels), Matrix  based structures  (at operations  and project levels), functional (at head office departmental levels) and the current process-oriented and team based organizational (BPR) stage.
Based on the current changes in the Ministry's responsibilities and taking into account problems encountered during the calibration, testing and implementation phases  of the Business Processes Reengineering designed for the various  departments, the ministry  categorized
identified   the   core   processes   and   support   process   under   as   follows   (source:   MoWE:
Organisational structure and manpower planning, December 2010):
► Those that can continue as before without any changes;
► Those that can continue as before but with changed modified designations;;
► Those whose designation as well as responsibilities has changed/ modified
► Those that are newly created.
The result of the categorization as described above is the following:
Those that can continue as before:
► Boundary & Transboundary Rivers Affairs Directorate (Core Process),
► Bio-fuel Development Coordination Directorate (Core Process),
► Water Supply & Sanitation Directorate (Core Process),
► Irrigation and Drainage Directorate (Core Process),
► Petroleum Products Institutions Standardization Directorate (Core Process),
► Public Relations and Communication Directorate (Support Process),
► Audit Directorate (Support Process),
► Procurement, Finance and Supply Directorate (Support Process),
► Service Supplies Directorate(Support Process).
Those whose designation has been changed or modified:
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► Basins Administration Directorate (Core Process),
► Ground Water Directorate (Core Process),
► Water Utilization Permits, Licensing and Administration Directorate (Core Process),
► Energy Studies and Development Monitoring Directorate (Core Process),
► Planning and External Relations Coordination Directorate(Support Process)
► Research and Development Directorate(Support Process),
► Alternative Energy Development Di recto rate (Co re Process),
► Alternative Energy Transfer Directorate(Core Process),
► Change Management Directorate(Support Process),
► Legal Affairs Directorate (Support Process).
Those whose e designation and responsibilities has changed or modified:
► Hydropower and Dams Administration Directorate (Core Process),
► Sector Support Coordination Directorate (Support Process),
► Geo Information & Information Technology Directorate (Support Process),
► Women and Youth Affairs Directorate (Support Process),
► Human Resources Management Directorate (Support Process),
► Ethics Follow-up Directorate (Support Process).
Those that are Newly Created:
► Hydrology and Water Quality Directorate (Core Process),
► HIV/AIDS Prevention and Control Office(Support Process),
► Environmental Impact and Community Development Directorate (Support Process),
The Ministry now has 16 core processes and 12 Support work processes. The tables below are intended to provide information, among others, regarding former and new designations and the reasons which led to changes, modifications or new creations.
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Figure 1-4: Core processes and support processes whose designation has been changed or
modified
Former Designation           New Designation |
Reason for Change
j
Basins Master plan Preparation and Implementation Monitoring directorate
Basins
Administration Directorate (Core Process)
To make the designation short and reflect its over all responsibility only
Ground Water Resources Development and Study Directorate
Ground Water Directorate (Core Process)
To make the designation short and reflect its over all responsibility
Water Permits Licensing and Utilization Control Directorate
Water Permits and Administration Directorate
To make the designation short and reflect its over all responsibility
Energy Development and monitoring
Information
Administration
Energy Studies and Development Monitoring Directorate (Core Process)
Since information collection is an input to studies related to energy there is no need to have "Information" in the designation. The change was to make the designation short and reflect its over all responsibility
Policy and Planning Directorate
Planning and External Relations Coordination Directorate (Support Process)
Since policy is implemented by the other work processes and since this directorate has also the function of seeking financial and technical support thus requiring contact with external bodies such as donors and other development partners the designation need to be adjusted.
Water Resources Research and Development Directorate
Research and Development Directorate (Support Process)
The change was made to reflect the fact that the Ministry's research and Development activities are not confined only to water resources
Alternative Energy Study and Development Core Process
Alternative Energy Development Di recto rate (Core Process)
To make the designation short and reflect its over all responsibility
Alternative Energy Transfer and Dissemination Core
Process
Alternative Energy Transfer Directorate (Core Process)
Dissemination should be carried out by technology developers. The main function of this work process is to transfer technology to technology developers.
Work Process 
Improvement
Directorate
Change
Management Directorate (Support Process)
Since at present changes in work processes are mainly carried out by the work processes themselves the responsibility of the directorate is to lead the change. Hence the need to change the designation
Legal Affairs and Advisory Services Directorate
Legal Affairs Directorate (Support Process)
To make the designation short and reflect its over all responsibility
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Figure 1-5: Core processes and support processes whose designation as well
as Responsibilities have been changed or modified
~,
Former Designation
New Designation
New
Responsibility
Reason for change
1
j Dam and Hydropower Directorate
1
Hydropower and Dams
Administration Directorate (Core Process)
The Administration of hydropower and irrigation dams
In the past, the Directorate was carrying out activities related to a limited extent to the safety of hydropower dams. It was felt necessary to strengthen this activity and transfer all dam administration activities under this Directorate
Sector Support and Capacity building
Directorate
Sector Support Coordination Directorate (Support Process)
Coordination of capacity building except in cases of regions which require special support in which case it will be involved in capacity building
The change was caused because human resources development activities are now carried out by Human resources management Directorate and actual sector support is being provided by the relevant work processes..
Water
Resources Information
Provision
Directorate
Geo Information & Information Technology Directorate (Support Process)
Responsibility for Geo -information
and IT
The functions of this new directorate used
to be carried out under the water Resources Information Provision Directorate but have now come under this New Directorate
Gender Affairs Directorate
Women ar.d Youth
Affairs Directorate
(Support Process)
Mainly Youth Issues
The change was made because the directorate has now a wider responsibility of ensuring that the polices, laws and development programs and projects take into account issues pertaining to women and youth
Human
Resources Management Directorate
Human Resources Management Directorate (Support Process)
Wider responsibility entailing Human Resources Development
The change was made because this directorate is now made responsible not only human resources management but for human resources development activities including human resources capacity 
building.
Ethics Officer
Office of Ethics Follow-up (Support Process)
This change was made the former designation reflected the individual who is doing the activity rather than the activity itself and also because it was found essential to strengthen it by upgrading it to an Office level.
Figure 1-6: Core processes and support processes that are newly created
Former Designation
Water Resources Information Provision Directorate , (mcluded- Meta Data base, Remote
i sensing, GIS, IT and
New Designation
New
Responsibility
Hydrology and Water Quality Directorate (Core Process)
Water Quality
Reason for Change
Hydrology and Water Quality Functions were severed from the former Directorate for more effective functioning
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Former Designation
New Designation
New
Responsibility
Reason for Change
Hydrology)
None- New
HIV/AIDS Prevention and Control Office(Support Process)
HIV/AIDS Prevention and Control
No Change- New
None- New
Environmental Impact and Community
Development DirectoratefSupport
Process)
Environmental Impact and Community Development
No Change- New
1.1.2.2.1       The MoWE Directorates mostly concerned by HIS-BIS
1.1.2.2.1.1       Hydrology a nd Water Quality Directorateand Hydrology Branch Offices
Hydrology and Water Quality Directorate
This is one of the major generators of information in the MoWE. The following are its duties and powers (source: MoWE: Organisational structure and manpower planning, December 2010):
► Collecting, compiling and analyzing data with respect to the quantity and quality of surface and underground water, placing such data in a data base in a manner that makes them ready for use;
► Preparing an annual hydrological bulletin for use by consumers;
► Studying  networks  and  technologies  for  the  collection  of  surface  water  and  ground  water data and implementing and improving the same;
►  Preparing  standards  and  supervising  the  implementation  of  organizational  approaches, strategies, directives and standards;
►  Using  hydrological  modeling  to  predict  floods,  provide  early  warning  and  provide,  as necessary statements and recommendations for those (bodies) that are concerned;
►  Undertaking  studies  that  will  make  possible  the  prevention  and  control  of  dangers  from flooding,  submitting  recommendations  that  are  designed  to  minimize  such  dangers  and following up their implementation;
► Establishing a water quality laboratory and providing laboratory services;
Although this  directorate appears  to be as  one of the major generators  of information in the MoWE it now has  a narrow scope confined as  it is  to hydrological and hydrology  related functions and the establishment of a water quality laboratory to provide services in determining water quality of waters that are brought to it.
The H&WQ Directorate is on the process to elaborate a data dissemination protocol aiming at precising guidelines  regarding the type of data to be delivered, the dissemination mean, the duties  of the customers  and the overall administration of the process  (possible service charges...). The H1S/B1S data dissemination protocol to be designed for the ABA will have to be consistent with this latter one.
The Hydrology Branch Offices in NRS
The  Bahir  Dar  Hydrology  Branch  Office  is  monitoring  47  hydrometric  stations  (3  of  them  are not operational) including 8 outside of the Abbay Basin (included in Tekeze basin).
The current human resources  are very  limited with only  one head of branch office and one technical assistant to monitor the full network  (supported by  44 observers). Various announcements to recruit additional staff (10 posts in total, among which 6 technicians) were not successful but the process Is still ongoing.
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Due to this lack of human resources, maintenance frequence had been increased from 3 times a year to once a year. The data collection for the stations is done every 4 mon s.
The   Debre   Markos   Hydrology   Branch   Office   is   monitoring   40   hydrometric   stations,   all included in the Abbay Basin.
The current human resources are very limited with only one technician acting as head of the branch office to monitor the full network (supported by 38 observers). Various announcements to recruit additional staff (10 posts in total, among which 6 technicians) were not successful but the process is still ongoing.
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Figure 1-7: Sharing out of the hydrometric stations located in Abbay Basin among Hydrology Branch Offices
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The National Flood Forecasting Centre
The National Flood Forecasting Centre (NFFC) has been recently established within the MoWE in order to undertake the flood forecasting mandates  of the MoWE: "Using hydrological modeling to predict floods, provide early  warning and provide, as  necessary statements  and recommendations  for those (bodies) that are concerned". This  is  hosted by the Hydrology and Water Quality Directorate at the MoWE in Addis Ababa. It has been established in order to operate a flood forecasting model, developed by ENTRO under the Flood Preparedness and Early Warning project.
The FPEW project is one of the fast-track projects identified for priority action under the Eastern Nile Subsidiary Action Program (ENSAP), implemented by ENTRO, as part of the Nile Basin Initiative (NBI). The development objective of the FPEW project is to reduce human suffering and damages from, and capture the benefits of, flooding in the Blue Nile River basin. The project focuses  on flood risk  management and non-structural approaches  to managing the impacts of floods. The FPEW project enhances regional collaboration and improves national capacity  in the mitigation, forecasting, warning, emergency  preparedness, and response to floods in the Eastern Nile basin.
Nested within these project components, and particularly  key  to flood preparedness  and emergency response, is the Flood Risk Mapping for Pilot Areas Consultancy, which seeks to: (i) identify high-risk areas in the Tana Basin within Ethiopia, (ii) produce flood risk maps, and (iii) conduct flood risk assessments for the pilot areas within the Blue Nile Basin in Ethiopia. A flood risk  assessment for flood plains  surrounding Lake Tana in Ethiopia has  been performed, including topographic  data collection and surveying, terrain modelling, hydrologic  analysis, hydraulic modelling and analysis, flood hazard mapping, economic data collection and damage analysis, and vulnerability and risk assessment. This study gave birth to a flood forecasting model based on meteorological, hydrological and hydraulics modules whose aim is to undertake flood forecasting and early warning in real-time basis. At the time being (October 2011), this application is hosted by, and operational at, ENTRO. During the rainy season, ENTRO forwarded flood forecasting maps every three days to the NFFC at the MoWE, who was responsible for the warning to the local population.
The operation of the tool is currently under transfer to the NFFC. 3 Hydrologists have just been appointed to run the FPEW application and fully handover the forecasting and early warning activities.
In order to improve the precision of short-term rainfall forecasts, the FPEW project also includes the installation of a Radar in Bahir Dar. An agreement has been signed between NMA and MoWE (representing the NFFC) defining the breakdown of duties and responsibilities  regarding its procurement, its installation and its operation.
1.1.2.2.1.2       Basins Administration Directorate
The duties and responsibilities of the Basins Administration Directorate include (source: MoWE:
Organizational structure and manpower planning, December 2010):
►  Planning the functions of the directorate & present reports of its performance;
►  Identifying the basins needing a Master Plan and prepare these Master Plans based on development policy of the government;
►  developing ideas for the strategy and policy of the sector concerning the directorate based on the development policy of the government and work for its implementation;
►  Revising and updating master plan studies timely as per the existing guidelines;
►  Coordinating water sector developmental activities and monitor their implantation, as per Master Plan;
►  Studying integrated water resources management system and work for its proper implementation;
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►  Establishing and institutionalize, step by step, basin authorities in the country when it is needed;
►   Working  with  concerned  entities  for  the  implementation  of  watershed  development activities;
►  Working in cooperation with regions and other concerted stakeholders;
►  Studying and developing guidelines for the proper handling, registering, protection and utilization   of   wetlands   and   their   integrated   development   with   other   water   sector activities;
►  Studying for the proper handling and development of water bodies, lakes, costal of river sides, well fields and ground water resources and follow proper implementation;
►   Monitoring  and  conforming  that  any  water  development  activities  to  be  implemented constitutes a system of watershed protection of the basin;
►  Developing proposal for soliciting funds for watershed/basin development activities and implement same when approved;
►   Designing  systems  and  mechanism  for  the  utilization  of  the  master  plan  studies  for developmental investment programs by concerned organs;
►  Developing and utilizing basin water resources allocation and utilization balance models;
►    Coordinating and creating awareness about the use and implementation of integrated basin master plans;
►   Organizing  documents  of  those  basins  whose  master  plans  are  already  studied  and work for their proper utilization;
►  Including Women and Youth Affairs as well as HIV/AIDS Control activities in its process. The  Basins  Administration  Directorate  relies  on  24  professional  staffs:  a  Director,  a  Water Resources Engineer, an Irrigation Engineer, a Civil Engineer, a Hydro geologist, a Geologist, a Land Use Expert, a Livestock Resources Expert, an Agricultural Expert, a Soil Expert, a Soil & Water Management Expert, a Tourism Expert, a Health Science Expert, an Energy Expert, a GIS Expert,  a  Forestry  Resources  Expert,  an  Environmentalist,  a  Sociologist,  two  Watershed Management Experts, an Ecologist, a System Modeller, a Hydrologist, and an Economist.
1.1.2.2.1.3      Water Permits and Administration Directorate
Duties and Responsibilities of the Water Permits and Administration Directorate include (source:
MoWE: Organizational structure and manpower planning, December 2010):
►  Planning of the process's functions and reporting its performance;
►   Developing  ideas  for  the  strategy  and  policy  of  the  sector  concerning  the directorate based on the development policy of the government and work for its Implementation;
►   Studying  and  designing  water  protection  and  proper  utilization  as  well  as  system  of monitoring and implementing when approved;
►  Introducing water utilization system that is based on water permit system and creating mechanism for community awareness;
►  Providing Water Permits for water resources development, utilizations and producing bottled water;
►  Monitoring water resources activities that it is up to the permits given and take corrective actions;
►  Collecting water use fees from water users;
►  Collecting , organizing , developing and updating data base management system of water resources professionals, practitioners, consultants and contractors;
►  Designing and introducing guidelines, manuals and procedures and monitoring its implementation by the concerned users;
►  Providing competence certificates to water resources professionals, consultants, practitioners and contractors after assessing their documents;
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►   Monitoring and controlling the construction of water resources infrastructures that they are undertaken as per the permits and licenses provided;
►  Working in cooperation with concerned stakeholders;
►   Preparing  guidelines  for  determining  the  quality  of  unclean  (polluted  water)  to  be released into water bodies and monitoring its application and taking corrective actions for any mishaps;
►   Providing licenses and permits for the release of treated water to water bodies and monitoring the release are as per the permits given as well as taking corrective actions when problems arise;
►   Checking  that  the  affairs  of  women,  youth  and  disabled  as  well  as  HIV/AIDS  are including in any activity of the process;
The Water Permits and Administration Directorate relies on 26 professional staffs: a Director, a Water Permit/Licensing Expert, a Water Quality Management Expert, a Geologist, a Hydrologist, a Hydrologist, a Sociologist, two Economists, an Environmentalist, a Water Resources Modeller, a Geo technical Engineer, a Sanitary Engineer, an Agronomist, an Assistant Licensing Expert, a Data Encoder, and a Licensing Document Preparation and Documentation Worker.
This is an administrative directorate which today is more focused on water permit delivery for water consultant engineenng company  and constructors  (including drilling). Water permit for water abstraction is  depending on a regulation about water charges under preparation at the time of the preparation of the present document.
It is expected to administer a water permit system as well as ensure that water resources are used as per permit conditions and taking any corrective measures required. Its functions include preparing directives /guidelines regarding effluent that can be released into water bodies by virtue of permits, popularizing such guidelines, supervising their implementation and taking appropriate corrective measures. Moreover, it is expected to accept review and, as appropriate, approve, requests for permits to release treated /polluted water into water bodies supervising adherence to the same and ensuring that appropriate corrective measures are taken. Obviously carrying these functions require making decisions based on relevant data and information which it will require and therefore is a consumer of information and data.
In the specific case of Abbay basin, it is clear, based on the Proclamation 534/2007 (article 9, bullet 5) that the issuance of water permit (for water use and water works) is  a power of the ABA (without prejudice to the power given to Regional State by law).
When the ABA (Water Resources  Administration Department) will start the effective implementation of water permit issuance, this directorate will have to provide information of the water permits already issued.
At this  moment, the ABA will be fully  responsible for permit issuance (for water use and
water    works)    but    will    have    to    circulate    information    regularly    to    the    central    Water
Permits and Administration Directorate (in accordance with bullet 2 of article 15 that says "a RBA shall have the duty to transmit to the Ministry information compiled with respect of the issuance of permits).
1.1.2.2.1.4       Geo Information & Information Technology Directorate
According to a document provided by the director of this directorate, its powers and duties are the following:
►   Establish   and   implement   an   integrated   geo-information   and   Information   technology management system;
►  Devise methodologies of geo-information and information technology data collection and processing system and put in place guidelines and standards and implement the same,
►  Compile  water  and  energy  resource  information  from  various  information  sources  and provide service to user communities as desired,
► Work in coordination with the Regions and other stakeholders,
► Undertake studies for an improved administration, management and handling of data and information,
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► Compile and analyze collected geo-informatlon datasets and store It into a database system to make it accessible for the services,
► Undertake natural resources and environmental meta-database development and coordinate the activities of partner/participating institutions,
► Generate information processing, utilization, handling and dissemination guideline,
► Undertake modern computer and information technology studies to allow the Ministry benefit from the implementation of the new technology and follow-up control the implementation of the same,
►  Provide  geographic  information  system,  remote  sensing  and  cartographic,  services  and update GIS information,
►  Store  river  basin  information  and  update  those  information  in  coordination  with  the respective stakeholders,
►  Organize  administer  and  update  the  website  of  the  Ministry,  and  provide  services  on computer and related facilities installation and maintenance,
► Modernize the library ad documentation services of the Ministry of Water and Energy,
► Prepare large scale maps of developments by the Ministry and disseminate the same to the respective stakeholders/sections,
► Provide access to information of the Ministry to the Regions and other developers,
► Mainstream the woman's youth and HIV/AIDS prevention and control and the issues of the disabled.
This  directorate is  another major generator of information and data. It mainly  deals  with the generation of geo-information by  organizing, establishing and implementing a comprehensive geo-information, GIS, remote sensing and cartography  system. In addition it has  the duty  of ensuring the proper functioning to the Information system used in the ministry.
To these end it will prepare directives (guidelines) and standards to be use in the collection of Geo-information, GIS, remote sensing and cartography as well as Information Technology, carry out the analysis and compilation of data and information and store such information in a data base, including data pertaining to river basins  that have been studied and updated in coordination with other relevant organs. Its functions also include the organization of water and energy data/information by collecting such data from various information sources and providing it to users as necessary. The data base is to be used for providing the information stored therein to users such as the regional states and developers as necessary.
This directorate has 40 employees and is organized with 4 teams:
► GIS and Remote Sensing team,
► Information Technology,
► Meta-Database,
► Library and documentation.
1.1.2.2.1.5       Boundary and Trans Boundary Rivers Affairs Directorate
Duties and Responsibilities of the Boundaries and Trans Boundaries Rivers Affairs Directorate include (source: MoWE: Organisational structure and manpower planning, December 2010):
►  Planning of the process functions and submit reports of its performance;
►   Studying  legal  usages,  political  ,  socio-economic  and  environmental  situations  of  the boundary and transboundary rivers of the country, initiates policy ideals and strategies and flow its implementation;
►   Coordinating,  supporting  and  monitoring  national  and  regional  institutions  established related with boundary and transboundary rivers;
►  Working in cooperation with federal and regional stakeholders;
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►   Devising strategies on trans-bounday rivers usage & administration are implemented in accordance & manner that protects the interest as well as the national integrity of the country;
►   Consulting, advising and drafting policies and proposals for negotiations with riparian countries In accordance with internationally agreed and nationally accepted water laws and principles and based on government policies;
►  Coordinating & participating in the negotiations & renegotiations in relation to the rights & fair allocation of water among riparian countries based on approved strategies;
►  Organizing forums & discussions between professionals as well as other technicians on the  Trans-boundary  Rivers  to  share  useful  ideas  regarding  trans-boundary  river administration and utilization.
►   Coordinating  and  preparing  reports  on  discussions  held  locally  &  abroad  regarding Trans-boundary Rivers,
►  Develops a strategy to make the public aware about agreements reached & programs developed among riparian countries of the Trans-boundary Rivers; implement the same when approved ,
►  Collects information on other countries experience that is useful for negotiation, strategy development and store the information appropriately,
►   Follows  up  the  implementation  of  international  and  regional  agreements  &  laws regarding trans-boundary Rivers that are accepted by Ethiopia.
The Boundaries and Trans Boundaries Rivers Affairs Directorate relies on 10 professional staffs: a Director, a Sociologist, an Environmentalist, a Watershed Expert, a Hydrologist, an Economist, an Engineer, a Junior Hydro Politician, a Hydro Politician, and a Historian.
1.1.2.2.1.6       Groundwater Directorate
Duties   and   Responsibilities   of   the   Groundwater   Directorate   include   (source:   MoWE:
Organisational structure and manpower planning, December 2010):
►  Planning of the process's functions and reporting its performance;
►  Developing ideas for the strategy and policy of the sector concerning the directorate based on the development policy of the government and work for its implementation;
►  Studying and mapping the ground water resources potentials of the country;
►  Developing guidelines the management and utilization of the ground water resources of the country and monitoring its proper implementation;
►   Studying and preparing the ground water resources of the country to be utilized for various development activities;
►  Creating strong relationship with concerned institutions working on watershed protection for designing and maintaining the proper ground water resources recharging system;
►  Studying and presenting proposal for building the capacity of professionals, consultants contractors, drilling companies engaged in searching and extraction of ground water resources and implementing same when approved;
►   Preparing guidelines for proper utilization of various ground water explorations and production;
►   Introducing  those  areas  that  are  already  studied  of  their  ground  water  resources potentials to various developers engaged in various development activities;
►  Studying the relations of the ground water resources of the country with productivity and public health;
►  Organizing the ground water resources of the country in different areas;
►   Preparing  a  monitoring  tools  and  systems  for  identifying  the  quantity  qualitv  and distribution   of   the   ground   water   resources   of   the   county   and'   monitor   its implementation;
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►  Carry out studies and regarding the country's groundwater potential and make a map of such ground potential;
►  Study the relationship between ground water with productivity and health;
►  and establish a monitoring system that will help provide information regarding the
quality and quantity of ground water.
►  Preparing suitable technologies of ground water resources and devising means of how they will reach to users;
►  Working in collaboration with regional and other concerned stakeholders;
►  Checking that the affairs of women, youth and disabled as well as HIV/AIDS are
including in any activity of the process;
The Groundwater Directorate relies  on 22 professional staffs: a Director, a Hydro geologist, three Hydro geologists, three Geologists, three Geophysists, a Water Resources Engineer, two Water Quality  Expert, a Hydraulics  Engineer, an Environmentalist, two Sociologists, two Economists, a Contract Engineer and a Data Encoder.
1.1.2.2.1.7       Environ mental Impact and Community Development Directorate
This newly established directorate has been entitled to endorse part of EPA's mandates. The duties  and responsibilities  of the Environmental Impact and Community  Development
Directorate include (source: MoWE: Organizational structure and manpower planning, December
2010):
25
►
Insuring that an Environment and Social Impact Assessment study is carried out for
MoWE's projects :
✓ A detailed Environment and Social Impact Assessment study for high-scale
project
s A baseline Environment and Social Impact Assessment study for medium-scale
projects
s No Environment and Social Impact Assessment study for small-scale projects.
►
Giving clearance for every Environment and Social Impact Assessment studies related to
MoWE's projects;
►
Working in collaboration with other MoWE's directoraes to insure that AIDS concerns are
taken into consideration;
►
Working in collaboration with other MoWE's directoraes to insure that Gender concerns 
are taken into consideration;
►
Working in collaboration with other MoWE's directoraes to insure that Climate Change
and Clean Development Mechanisms are considered;
The
E
nvironmental  Impact  and  Community  Development  Directorate  relies  on  5  professional
staffs: a Director, 1 Senior Experts, 1 Environmentalist, 1 Senior Experts,CDM expert, 2 medium level Environmentalists, 2 Junior Environmentalists, 1 Environmental Economist, 1 Excutive secretary and 1 office assistant.
1.1.2.3 The National Meteorology Agency
1.1.2.3.1       Legal framework
The National Meteorological Services Agency, accountable to the Ministry of Water and Energy, was established with the Proclamation n°201 of 1980, promulgated during the Military Regime. An amendment of this  Proclamation is  under preparation but will not modify  the power and duties but only the structure in relation with BPR.
The purposes of the Agency (article 6) are:
► to give meteorological services;
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► to control air pollution and maintain the natural balance of the air; and
► to discharge better, Ethiopia's international obligations regarding meteorological activities The Powers and Duties (article 7) are:
► establish and operate a national network of meteorological stations designed to
represent various climate regions of Ethiopia and to satisfy the needs of various national development plans and activities;
► collect all meteorological data;
► exchange meteorological data in accordance with international agreements to which Ethiopia is a party;
►   exchange   and   operate   communication   systems,   in   accordance   with   the   law,   for   the collection and dissemination of meteorological data;
► publish and disseminate analyzed and interpreted data and meteorological forecasts;
►    give   advance   warnings   on   adverse   weather   conditions;   disseminates   advice   and educational   information   through   the   mass   media;   and,   provide,   upon   request, meteorological services to any person;
►   collect   and   centrally   administer,   notwithstanding   the  provision  of  Article  5   of  this proclamation, any meteorological data collected by any person in the country;
► control the pollution and maintain the natural balance of the air in the country;
►    permit   any   person   to   register   and   collect   meteorological   data   when   it   deemed necessary;
► ensure the implementation of international agreements regarding meteorology which are ratified by the Government;
► undertake meteorological studies and research; implements fruitful results thereof;
► collect fees and charges for the services it renders after having them determined by the appropriate government office;
► represent the government in any meetings, conference or seminars concerning meteorology;
► enter into contract;
► sue and be sued in its own name; and
► own, possess, pledge, and sell, exchange or transfer property in any other manner for the attainment of its purposes.
The article 8 is  dealing with delegation of Authority and states  that: "the Agency  may delegate part of its power and duties to any government office or mass organization to the extent necessary for the efficient carrying out of its activities."
The   article   14   is   dealing   with   prohibition   states   that:   "no   person   shall   collect   or
disseminate meteorological data without the permission of the Agency".
As a conclusion, this proclamation:
► is clear on NMA's power and duties on meteorological data collection and dissemination,
► states that no person shall collect or disseminate meteorological data without the permission of the Agency (article 14) which means that formal agreement from NMA will be necessary to collect and / or disseminate meteorological data.
► but, at the samejime, delegation of authority is possible (article 8).
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1.1.2.3.2       NMA Data policy
The Meteorological services delivery procedures in NMA are the following:
► All routine and daily weather forecasts may be requested through telephone. However, if such requests are continuous the Agency may require the user to make a formal written application.
► All requests for meteorological data shall be submitted to the Data Management and Dissemination Department (DMDD) in written application.
► All requests are evaluated by DMDD. If the application refers to more than five years of
daily   data,   the   department   has   the   right   to   consult   top   management   for   approval.
All  other  requests  are  investigated  and  approved  by  DMDD.  The  department  may supplements some consultation service if there need be.
► After a through analysis, the DMDD will pass the request to Data Users Team. The Team leader will take a record of the application in the computer and forward it to team members. The team leader may supplement some consultation if necessary. The users have the right to get the data either in a hard or soft copy. But the current database system of NMSA is not well organized. Bulks of data are not computerized. As a result, we provide data mainly in a hard copy.
► The team members will make sure whether the requested data is found in electronic or
manual format in conjunction with other teams and departments. If the requested data or information are ready to be delivered, they will request users to pay 80 Birr (eighty Birr) in
advance. If the data are not kept in the way to be delivered to the users, the data should be prepared in appropriate format. Preparation of the data may take more than a month
depending on the amount of dataset requested. Then the payment procedure will take place.
► The users need to make the payment at Budget and Finance Service of the Agency (Bole). If they do so, manual data will be photocopied and prepared for users and electronic data will be prepared in diskettes.
► Users can collect the data after making complete payment.
According to proclamation NO. 201/83 article 7/12, the Agency has the power and duties to collect fees and charges for services it renders after approval by appropriate government office. However, Organizations and activities that are to be provided with service free of charge are enumerated hereunder.
► Policy Makers Organs:
► Prime Minister Office
► Councils of Central and Regional Governments
► Council of ministers
► Head Offices of Ministry of Water Resources
► Ministry of Defense
► Ministry of Finance and Economic Development
► Research activities:
► Research and studies projects that are to be carried in collaboration with the Agency
► Research projects that are directly beneficial to the Agency.
► Research activities not financed by the government, local, or international donor organizations; and those not intended for commercial purposes.
► Natural disaster prevention and early warning systems
► Meteorological data that is required for early warning and prevention of natural disaster.
► Public safety
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►  Meteorological information that provides early warning on hazardous weather conditions, advice and other educational programmes to be disseminated through the mass media.
► International exchange of meteorological data
►  In  accordance  with  international  agreements  and  regulations  of  World  Meteorological Organization unrestricted and non-discriminatory exchange of meteorological data are to be rendered to all member of World Meteorological Organization.
► Organization having meteorological data exchange agreement with the Agency.
The responsibilities of customers are:
►      Provisions     of     meteorological     data     are     the     sole     responsibility     of     National
Meteorological Agency under the proclamation establishing the Agency, No. 201/81. Any person who contravenes this provision by disseminating meteorological data shall be held responsible by law and the Agency has the right, in accordance with the powers and responsibilities vested upon it by law, to withhold any or all-meteorological information.
► On using the Agency's data in publications or otherwise should always acknowledge the
Agency as source.
► The agency may not be obliged to entertain requests made for meteorological data from any meteorological station since the date of establishment of any particular station.
► The users must submit copy of their research papers or output, when they use meteorological data, to the Agency.
As a conclusion, this policy:
► Shall permit the Basin Information Centre of ABA to get data for free if an agreement is signed with NMA
► BIC shall respect the NMA data policy. It implies that BIC will not disseminate raw data to third  parties  (for  example  through  the  web-site),  will  acknowledge  source  and  transmit copies to the output of HIS-BIS.
1.1.2.3.3       Existing agreements signed by NMA
NMA is involved in several agreements with different national and international institutions like, for example, Ministry  of Agriculture / Research of Institute, World Food Program, FAO, Universities, World Meteorology Organization, etc. These agreements are formalized through Memoir of Understanding signed by both parties.
1 1.2.3.4       Reorganization of the NMA through the BPR
The consequence of BPR at this level was to reduce the number of department from:
► four  departments  before  the  BPR:  i)  Analysis  and  forecast,  ii)  Data  management  and Dissemination, iii) Basic meteorology and iv) Aeronautical meteorology)
► to three departments after the BPR: i) Analysis forecasting team, Meteorological climatology and iii) Aeronautical meteorology.
The dissemination of information is done currently through different vehicles:
► bulletins (with different frequencies: 10 days, month and seasonal data),
► direct provision of data to users against services charges (for example, 1 year data of rainfall is 3 ETB, 1 year data for relative humidity is 26 ETB). The fact that this provision of data creates some revenues has to be taken into account in the design of HIS-BIS
► a website is under design.
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Figure 1-8: natonal Meteorological Agency Organizational Structure
29
NMA human resources reach around 858 professional staffs () including every level of qualified staffs from Certificate to PhD.
Existing projects at NMA
The projects concerning observation at NMA are of a primary importance for the HIS design. They involve short to medium term modifications that must not be ignored.
NMA observation master plan
In view of its mandate and mission, the NMA shall design a reliable strategic master plan of the various meteorological station networks that cover representative areas of the country, for
years 2001-2015. This master plan, to be implemented all over the country, will result in:
►  An increase of the total number of stations (more than 100).
►  Increase of AWS (Automatic Weather Stations), from 20 to 200 (mostly upgrade of conventional stations)
►  About 80 upgrades from station 4 to 3.
For the reinforcement of the coverage, the main priority is to cover areas in Ethiopia where the density  is  very  low. Tana and Beles  are not in these priorities. Nevertheless, there are possibilities of upgrading. At the moment, the precise location of the future changes (creation and/or upgrading) is not known. The repartition is known only by region (Woreda). As the area of responsibility of the regional branch covers several woredas, the changes in the Tana-Beles area itself are not known.
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The most important impact on the HIS is that, during the 2011-2015 period, all the class 1 stations will be transformed into automatic weather stations (120 stations in 2015). As we plan, through HIS, to upgrade class 3 or 4 into class 1, or create class 1, this change must be considered in terms of stations requirements (see extended discussions in paragraph 2.2
Volume 1).
Weather radar at Bahir Dar
The project of radar In the area of Bahir Dar, initiated and supported through the Tana Beles Flood Early Warning Project, is now in an active phase: an action plan has been defined, aiming at an operational stage for December 2012. In the current stage, the location of the radar is to be defined in the forthcoming months. We can assume that this location will be designed to maximize the visibility on the Tana Basin.
The interactions with HIS are obvious:
►  Beyond the primary role of the radar for short-term forecasting of flash floods, it can be a mean of measuring precipitation over Lake Tana, over which we cannot install rain gauges. This application will be useful both for real-time and for climatology issues.
►  The HIS future network could bring precious information to validate the radar rainfall accumulation (and real-time calibration by FEWS rain-gauges).
For data collection, dissemination and validation, several options are still open at NMA, and will be defined later on. In any case, only NMA will have the skill to achieve it. In the framework of this project, we should consider this kind of data as "data provided by stakeholder".
Pilot experiment with AWS (Automatic Weather Stations)
Up till now, weather observation in Ethiopia had not telemetry equipment.
For a new project funded by the FAO, automatic recording and transmitting stations had been installed in the Afar and Oromiya regions (20 stations), one year ago. The hardware and transmission technology are provided by Adcon (Austria). They are fully equipped with weather stations, self-powered, and the information is transmitted via GPRS to NMA HQ, every 15 minutes if needed. The cost of this type of transmission is moderate (500 ETB/station/year). After one year, the functioning appears correct. Nevertheless, sensitivity to GPRS coverage and stability is critical for some stations.
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Rainfall satellite measurements
The remote sensing unit of NMA is  working on SRA (satellite Rainfall Assessment), that can provide estimated rainfall accumulation every  ten days. The project is  delivered by  the University  of Reading through an agreement with NMA. This  could be interesting additional information, especially beyond the radar range, and between rain-gauges.
At  the  moment,  this  project  is  postponed  because  some  parts  of  the  software  is  not  provided  to NMA. It is scheduled to be resumed soon (in the next coming weeks).
Like  for  the  radar  images,  the  data  collection,  dissemination  and  validation  will  be  carried  out  by NMA. The status of the images should be viewed as "data provided by stakeholder7’.
Hydrology Branch Offices
NMA relies  on Regional Branch Offices  for day-to-day  operation of the meteorological network and data collection. 13 NMA Regional Branch Offices  are established in each National Regional State, responsible for every  stations  located in the Region. Therefore, meteorological stations located in Abbay basin are controlled by three different NMA BO: Bahir Dar in Amhara, Assosa in Benishangul Gumuz, Adama in Oromia and Addis Abeba (see Figure 1-8).
Bahir Dar Branch office
Bahir Dar Branch Office is  responsible for 156 meteorological stations. Among these stations, 53 are located in the North-East part of the Abbay Basin. This total also includes 5 stations found in upper Beles Basin (BGNRS), In Assosa Branch Office control area, which have been handed over for practical reason of accessibility. Bahir Dar NMA Branch Office relies on 73 staffs, including 11 meteorologists, 6 officers, the remaining being observers.
Assosa Branch office
Assosa Branch Office is  responsible for 26 meteorological stations. Among these stations, 15 are located in the West part of the Abbay  Basin. This  total also includes  5 stations  found in upper Beles  Basin and which have been delegated to Bahir Dar Branch Office for practical reason of accessibility. Operation and Maintenance of around 60 stations, located in Western Oromia, under the responsibility  of Adama Branch Offices  have been delegated to Assosa Branch Office
for  practical  reason  of  accessibility.  Assosa  NMA  Branch  Office  relies  on  75  staffs,  including  11
meteorologists,  1  meteorological  technician,  4  officers,  2  professional  observers,  the  remaining being observers.
Adama Branch office
Adama  Branch  Office  is  responsible  for  356  meteorological  stations.  Among  these  stations,  86
are  located  in  the  South  part  of  the  Abbay  Basin.  Operation  and  Maintenance  of  around  60
stations, located in Western Oromia, both inside and outside the Abbay  basin, under the responsibility  of Adama Branch Offices  have been delegated to Assosa Branch Office for practical reason of accessibility. Adama NMA Branch Office relies  on 55 staffs, including S meteorologists, 5 officers, the remaining being observers.
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Figure 1-9: Sharing out of the meteorological stations located in Abbay Basin among NMA Branch Offices
Legend
NMA Meteorological Station*
-------- Rrver*
•       Melee Station* outude Abbay Ba*n controlled by A*o*a RBO
Tane-Belt* Gvbtxvn*
•       Me'.ec Staton* in Abtay Ba»tn comroGcd by Aaoea RBO
•       Metoo Station* outside Abbay Ba*m controlled by Babir Dar RBO
0 15 30     60     90    120
■ZKJMHZZZZflIM Km
Tana
•       Mateo Staton* in Abbay Basin controlled by Ban* Dar RBO
t* Meteo stelon* out*0» Abbay Ba»ri controlled by Adama RBO
•      Meteo Station* m Abbay Batin «x* to lied bf Adame RBO
•       Meteo Slaton* tn Abbay Beam controled by Addia Abeba RBO
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1.1.2.4 The Geological Survey of Ethiopia
The Ethiopian Geological Survey  (GSE) was  established in 1982 by  proclamation No 230/1982 and re-established in March 7th 2000 by  proclamation No 194/2000. It is  accountable to the Ministry of Mines.
The objective of the GSE is  to undertake studies  and surveys  about the earth's  crust and mineral contained in it, applying earth science techniques  and to prospect for, explore, and, as the case may be estimate and delineate mineral deposits.
The Mandates of the GSE include:
► Carry out geological mapping, prepare and publish geological maps
► Conduct, ground and airborne geophysical surveys and remote sensing studies
►  Carry  out  exploration  and  conduct  studies  on  earth  and  water  bodies  to  collect  basic information  of  minerals,  oil  and  natural  gas,  hydrology  engineering  geology,  and  when  the circumstances so require, estimate and delineate mineral deposits
►  Investigate  volcanic  activity,  earth-quakes,  landslides  and  meteorites  and  any  other  related natural  phenomena  as  may  be  required  for  the  attainment  of  its  objectives  and  inform, where appropriate those concerned of its findings
► Train its personnel, in accordance with the short and long term needs of the survey
►  Collect  and  own  information  related  to  earth  science  studies,  and  may  make  it  available  to users with or without payment, as the case may be, and also publish and distribute journals
► Require and obtain any information relevant to its activities from any sources
►  Participate  in  all  meetings,  conferences  and  seminars  related  to  earth  sciences  representing the government
► Charge fees for any service it renders in accordance with general government directives
As  a general Objective the GS, Data Center Core Process  has  the objective of Collecting and owning information related to earth science studies, and make it available to users  with or without payment, as the case may be, and also publishing and distributing journals.
Currently  the Geological Survey  of Ethiopia is  organized into 7 core processes  (CP): Ground Water Assessment CP, Mineral Exploration CP, Basic Geo Science CP, Geo Thermal Assessment CP, Geo Hazardous  Investigation CP, Geo Physics  CP, Drilling CP, among which Basic Geo Science CP carried out by the Geo Science Data Center and Ground Water Assessment CP are directly related to the HIS/BIS functions.
1.1.2.4.1 Basic Geo Science CP: the Geo Science Data Center
The Geo Science Data Center has Two case teams:
► Geo Science Data Collecting, Organizing, Disseminating Case ,
► Geo museum and Core Archives Case Team
There  is  professional  virtual  team  consisting  of  members  from  the  two  case  teams  working  on promotion documents. The Geo Science Data Center is entitled to :
► Collect, organize and disseminate geo science data of the country;
► Promote mineral and petroleum resources potential of the country;
► Provide timely and modern library and information services which support R & D in earth sciences;
► Organize modern Geological Museum & Core Achieve;
► Publish occasional (brochures, bulletin, memoir, etc) and periodical materials (news letters and annual reports
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►    Provide   audiovisual   support   for   conferences,   workshops,   symposiums   and   seminars organlzed/hosted by GSE.
The Center has 17 staff members:
► 1 Process Owner;
►  2 GIS & Remote Sensing Experts;
►  2 Information Experts
► 3 Geologists
► 1 Editor
► 2 Librarian
► 3 Cartographers
► 1 Secretary & Data Encoder
► 2 Photo Copy Operators
►  1 Library Attendant
1.1.2.4.2         Groundwater Assessment Core Process
The Specific activities of the Ground Water Assessment Core Process:
► To prepare an integrated hydro geological map and reports of the country by indicating the potential reserve of ground water in-terms of its depth, volume and quality;
►  To  prepare  the  hydrochemistry  map  that  indicates  the  ground  water  quality  with  its  spatial distribution and potential use (domestic use, irrigation, industries, etc);
► To conduct detail ground water investigation in large scale (which includes but not limited to: geophysical  investigation,  drilling,  pumping  test  analysis,  water  quality  determination...)  and prepare and provide the necessary documents to the customers;
►  Reveals the possible events and occurrence of pollution and over-pumping of groundwater (if any)  to  decision  makers  by  conducting  the  follow-up  investigation  and  monitoring  of  ground water utilization;
►  Carries  out  hydro  geophysical  and  hydro  geo  chemical  investigation  to  locate  potential aquifers for the purpose of domestic water supply, irrigation or industry based on customers request;
The Ground Water Assessment CP has currently a total of 17 hydro-geologists (8 M Sc and 9 B Sc) and 6 hydro geo physists. It also uses staffs from other CPs who are specialized in various disciplines  such as  water laboratory  technicians, regional geological mapping, etc. However the BPR Study recommends 45 professionals
1.1.2.5 The Environmental Protection Authority
FEDERAL LEVEL
This Authority, initially established in 1995 pursuant to Proclamation 9/1995 for the purpose of environmental protections regulations and monitoring for the sustainable use or to
environmental resource, was later re-established in 2002 by Proclamation No.295/2002.
The objective of the Authority  is  to formulate policies, strategies, laws  and standards, which foster social and economic development in a manner that enhances the welfare of humans and the safety of the environment sustainable, and to spearhead in ensuring the effectiveness of the process of their implementation.
In relation with information management system, Its powers and duties includes the following:
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►      Establish     an     environmental     information     system     that     promotes     efficiency     in environmental     data     collection,     management     and     use     in     consultation     with     the competent agencies;
►   Coordinate,   promote   and,   as   may   be   appropriate,   carry   our   research   on   environmental protection;
►  Enter  any  land,  premise  or  any  other  place  that  falls  under  the  federal  jurisdiction,  inspect anything  and  take  samples  as  deemed  necessary  with  a  view  to  discharging  its  duty  and ascertaining  compliance  with  environmental  protection  requirements  in  accordance  with  the provisions of the relevant laws;
►  Prepare  and  avail  to  the  government  as  well  as  the  public  a  periodic  report  on  the  state  of the environment of the country;
Regional Level
Part Three of the Environmental Protection Organs  Establishment Proclamation No. 295/2002 (Arts  15) provides  for the establishment of independent regional environmental agencies  that shall, based on the environmental policy  of Ethiopia and the Conservation Strategies  and with public  participation, be responsible for coordinating the formulation, implementation, review, revision of regional conservation strategies  and to carry  out environmental monitoring, protecting and regulating. .Regional Environmental Agencies  are expected to ensure the imp11lementation of federal environmental standards  or, as  may  be appropriate, issue and implement their own no less  stringent standards.. Moreover they  have the function of preparing reports  on the respective state of the environment and sustainable development of the respective states and submit them to the Federal EPA.
Pursuant to the above prescriptions  the ANRS and BGNRS has  established the EPLAUB, an authority  with powers  and duties  pertaining to environment as  well as  land administration and utilization. It s objectives are laid out as follows:
►  Ensuring  that  matter's  pertaining  to  the  region's  socials  and  economic  development  activities are  carried  out  in  a  manner  that  will  protect  the  welfare  of  human  beings  as  well  as sustainable protect, develop and utilize the resources;
►  Creating  conducive  atmosphere  by  which  the  management,  administration  and  use  of  rural land   of   the   region   could   be   appropriately   carried   out   pursuant   to   federal   &   regional constitutions.
The environmental related powers and duties of the EPLAUB are the following:
► Prepare proposals of environmental strategies and laws of the region based on the federal environmental policy and implement upon approval;
►  Develop  systems  that  enable  to  evaluate  environmental  impact  assessment  and  follow  up  & monitor the implementation;
►   Carry   out   studies   and   adopt   implementing   strategies   for   the   rehabilitation   of   degraded ecological areas and fight against desertification;
► Study the use and management of the regional biodiversity of recourses, natural and
manmade    heritage    and    parks    strategies    and    regulations    assist    and    monitor    their implementation by concerned organs once they are approved;
►  Educate  the  communities  so  that  they  preserve  their  environment  in  better  condition.  Design and   implement   incentives   and   regulatory   methods,   disseminate   useful   experiences   and skills;
►  Prepare  environmental  standards  of  the  region  in  line  with  the  federal  level  environmental standards and ensure its applications by the appropriate bodies up on approval;
►    Establish   a   system   to   organize   a   data   base   for   environmental   land   administration and   use   of   the   region   and   collect   and   analyze   and   disseminate   information   to   the users;
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As   far   as    land    management    is   concerned,   It   has   some   of   the   following   duties   and responsibilities:
► Study and .register, the type and size of the land of the region; administer and follow up on
the use, control and evaluate its effectiveness in coordination with the concerned organs,
► Study land of the region's and determine land use, if necessary disseminate this information
to users ;
► Conduct simple cadastral survey, and issue map, and a book of certificate, to each land
holder with a mention of the plot, size and its adjacent border's;
►  Evaluate  and  approve  the  .use  plan  of  private  investors  prior  to  their  starting,  development activity on land;
►   Study  the  use  and  management  of  the  regional  biodiversity  of  recourses,  natural  and manmade    heritage    and    parks    strategies    an    regulations    assist    and    monitor    their implementation by concerned organs once they are approved;
►   Establish  a  system  to  organize  a  data  base  for  environmental  land  administration  and use of the region and collect and analyze and disseminate information to the users.
1.1.2.6 The agencies accountable to the Ministry of Finance and
Economic Development with relevance with HIS I BIS
1.1.2.6.1         Central Statistics Agency
This   Central   Statistics   Agency   is   accountable   to   the   Ministry   of   Finance   and   Economic Development (Proclamation 691/2010).
According to Article 7 of Proclamation 442/2005 the Powers and Duties of the Statistical Agency are as follows:
►   Collect  and  cause  the  collection  of  statistical  data  through  censuses,  sample  surveys, administrative  records  and  continuous  registration,  process,  compile  analyze,  publish  and disseminate the results thereof;
►  Prepare  periodically  short,  medium  and  long-term  national  statistical  programs  and  draft budget  and  upon  approval,  execute  the  programs  within  the  given  budget  and  monitor  their implementation by other government agencies and institutions;
►  Provide  advisory  services  on  statistical  activities  to  government  agencies  or  institutions  and private organizations upon request;
►  Undertake  studies  and  research  with  to  statistical  methods  and  ensure  the utilization of the results thereof;
►   Provide  appropriate  basic  short-term  training  to  personnel  of  government  agencies  and institutions,  non-governmental  organizations  and  the  private  sector  who  are  engaged  in statistical activities;
►  Issue and follow up implementation of programs and directives with a view to improving the county's statistical system and to avoid duplication of efforts in statistical activities;
►  Prescribe the system for the collection, compilation, classification and flow of statistical data; determine the type and particulars of statistical data to collected and the period of collection and monitor the execution of same;
► Maintain internationally accepted standards with respect to the statistical data collected in
the country in order to make them comparable to data produced by other countries 
international organizations and the United Nation;
►  Ensure that the data collected through national censuses and surveys meet the demands of regional states;
► Upon, request provide assistance in guiding and coordinating the statistical work of reoional states with regard to matters pertaining to the collection, organization analysis and preparation of publication and dissemination of statistical data- and follow i,n
establishment of statistical registration system;
'
p lne
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►  Solicit  financial,  material  and  technical  support  from  other  countries  and  international organizations for carrying out statistical activities and submit the same for the approval of the Ministry;
► Cooperate with international organizations, government agencies and institutions and other organizations, after making them cover certain costs and setting priorities in undertaken specific surveys falling outside the scope of its plans and programs;
► Provide the necessary advice to statistical training institutions in the use of external technical assistance program including fellowships in training in all branches of statistics;
► Design and monitor the implementation of statistical recording and reporting systems to be followed by government agencies or institutions and other organizations;
► Collaborate  with national professionals associations in the fields of statistics and related disciplines and sponsor statistical conferences as appropriate;
► Require payment of service charges for the dissemination of survey and census results and for accessing raw data;
► Advise the government on all matters of statistical activities;
► Perform such other activities assigned to it under other provisions of the Proclamation or by other relevant laws; and ensure the application of statistical laws, regulations and directives.
1.1.2.6.2       The Ethiopian Mapping Agency
This  Agency  is  also  accountable  to  the  Ministry  of  Finance  and  Economic  Development (Proclamation 691/2010).
According to Article 6 of the quite old Proclamation 193/1980, which has not yet been changed, although a new draft has been submitted to the Council of Ministers, the powers and duties of the Ethiopian Mapping agency are the following are mainly carrying out aerial photographing, surveying and mapping activities and studies as well as research in geography. It publishes general as well and special purposes maps and prepare and distribute technical journals relating to activities in which it is engaged in.
Its  enabling  proclamation  also  gives  it  powers  and  duties  pertaining  to  the  carrying  out  of research in such areas as geography and the preparation of national or regional atlases
Moreover it is  endowed with the power to supervise and coordinate aerial photographing, surveying and mapping activities  and geographic  studies  and research undertaken by  any person. As well as preserve and cause the preservation of geodetic ground control points in the country fixed to determine direction, distance and height. It has also to find ways and means by which all geographic  studies  and research, surveying mapping and such other pertinent information could be collected and centrally administered.
If appears that it can authorize other qualified persons to undertake surveying or aerial photographing or mapping activities only in cases where the agency itself cannot meet requests 
for such services besides having the power to certify persons to engage in mapping and
surveying or aerial photographing activities besides having the legal right to fix and collect
service fees after approval by the government.
A provision requiring the agency to delegate to the appropriate government office its power to engage in in surveying, mapping, aerial photographing and similar activities  keeps  open the possibility that arrangements can be made, if found practical, with basin authorities, to carry out such activities within their respective jurisdictions. On the other hand, however, it may be more practical for the agency  to undertake the required tasks  on request from the basin authorities and provide relevant data and information to be part of the BIS.
However, the Agency is now in the process of replacing Proclamation 193/1980 with a new proclamation that they  believe will provide them with new powers  and duties  that will incorporate remote sensing and related activities. They  have already  submitted a draft Proclamation designed to accommodate their new functions to the Council of Ministers.
According to article 6 of this draft Proclamation the following powers and duties are proposed for the Agency as the county's Geo-spatial information center.
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► Establish national geodetic control points that shell serve as the basis for any surveying and mapping  activities  in  Ethiopia  with  the  required  order,  prescribed  distance  and  places  and preserve and control and renew the geodetic control points;
► Undertake surveying activities on its own initiation or upon request by others and collect and document, analyze and disseminate the result;
►  Undertake  aerial  photography  on  its  own  initiation  or  upon  request  by  others  and  collect  , document, analyze and disseminate the same;
►  Receive collect document analyze and disseminate remotely sensed data on its on intimation or upon request by others;
►  Prepare  ,  produce  and  disseminate  special  purpose  maps  on  Its  own  initiation  or  upon request by others;
►   Undertake   the   revision   of   different   scale   maps   so   that   they   can   depict   the   current information;
► Prepare the standards for photogrammetry, cartography, remote sensing and surveying;
►  Collect  organize,  coordinate,  control  and  assure  the  quality  surveying,  mapping  and  remote sensing  products  done  by  others  in  compliance  with  country's  surveying,  mapping  and remote sensing regulation;
►   Prepare  standards  for  the  certification  of  professionals  engaged  in  surveying,  mapping, remote sensing and geospatial information system activities in the country;
►  Prepare  print  and  disseminate  national  Atlas  and  prepare,  print  and  disseminate  regional, sub-regional, and atlases on peculiar thematic areas on its own initiation or upon request by others;
► Establish, control and coordinate the Ethiopian National Spatial Data infrastructure;
► Collect place names from the field, annotate the place names on maps, prepare database for place names and disseminate gazetters;
►   Undertake  presentation  of  international  and  regional  boundaries  on  maps  following  and approval  by  the  pertinent  government  body  and  render  technical  assistance  to  responsible bodies to delineate demarcate and administer the boundaries;
►   Give   consultancy   services   in   surveying,   mapping   and   remote   sensing   activities   to governmental    and    non-governmental    organizations    that    are    users    of    geo    spatial information;
►   Set  training  programs  and  conduct  training  to  produce  skilled  man  power  capable  of efficiently executing surveying, mapping and remote sensing activities;
►  Undertake  research  studies  on  the  different  disciplinary  engagement  of  the  Agency  and prepare and disseminate journals;
Fix  price  in  accordance  with  the  principle  of  cost  sharing  and  upon  approval  of  the  minister collect fees for the service the agency renders;
According to a draft proclamation submitted already  to the Council of Ministers, the Ethiopian Mapping Agency  intends  to change itself into the "Ethiopian Surveying, Mapping and Remote Sensing Agency". The preamble of the draft emphasizes the need for a central archive of aerial photographs, maps, remote sensing data and anything related with geo-spatial information and making it available nationally in a coordinated and integrated manner.
The draft proclamation is  intended empower the Agency, among other things, to collect Geo spatial information and become ac  center, at the national level for such information. Thus  the issue that requires consideration is whether the MoE and the River Basin High Councils need to generate such information themselves  or acquire it from this  specialized agency  any  geo information that is relevant to their other activities or commission the Agency or buy its services in this  respect if the information sought is  not carried out in the course of carrying out the normal activities of the agency. It should be noted that the new draft law of the agency gives allows it to provide consultancy services in surveying, mapping and remote sensing activities to governmental and non-governmental organizations  that are users  of geo spatial information ac well as collect fees and charges for its services.
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1.1.2.7    The Ministry of Communications and Information Technology
The  Ministry  of  Communications  and  Information  Technology  will  play  a  important  role  for  HIS  / BIS especially to develop standards and procedures for data use and dissemination.
In the Proclamation 691/2010, its powers and duties includes, between others:
►   Set   and   implement   standards   to   ensure   the   provision   of   quality,   reliable   and   safe communication and information technology services,
►  Facilitate  the  creation  of  institutional  capacity  for  the  effective  implementation  of  information technology development policy,
► Facilitate the creation of fast and affordable information access,
►  Follow-up,  and  provide  necessary  support  for,  the  implementation  of  modern  information network between and within federal and regional government institutions,
►  Ensure  mission  critical  systems  and  services  in  public  sector  are  computerized  and  online services are gradually available users,
►  Support  the  coordinated  and  secured  information  flow  and  exchange  between  government institutions, follow up their proper applications.
1.1.2.8   Other key stakeholders and relevant legal framework for HIS I
BIS development and management
1.1.2.8.1       Other stakeholders
Other key stakeholders will play a important role especially as data providers like:
►   Ministry  of  Agriculture  (former  Ministry  of  Agriculture  and  Rural  Development)  at  federal level and at regional level (for ANRS, BGNRS and ONRS), including fisheries aspects,
► The Ethiopian Electric Power Corporation (EEPCo),
► Ministry of Transport for navigation sector,
►  Ministry  of  Communications  and  Information  Technology  which  plays  a  important  role  in setting  and  implementing  standards  to  ensure  the  provision  of  quality,  reliable  and  safe communication and information technology services,
► Tourism Commission at federal level and at regional level,
► Etc.
1.1.2.8.2        NBI data and Information Sharing and Exchange Procedures
As  the  HIS-BIS  will  be  linked  with  Tana-Beles  DSS  and  Nile  DSS,  it  is  recommended  to  use these procedures as references for the HIS-BIS procedures. The main documents are:
► The Nile Basin Data and Information Sharing and Exchange Interim Procedures (July 2009)
and;
The Operational Guideline for Implementation of the Nile Basin Interim Procedures for Data
and Information Sharing and Exchange (June 2010).
1.1.2.8.3        Ethiopian legal framework for copyright and Neighboring Rights
Protection
The Proclamation n°410/2004 about Copyright and Neighboring Rights  Protection will be a reference for HIS-BIS dissemination of data. This  proclamation concerns  (article 2. about definition) between others, the database defined as  "aggregate of information, articles, numerical or diagrams  which is  systematically  constructed, so that such information can be searched for with the aid of a computer".
The proclamation also covers:
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► The reproduction, broadcasting and other communication to the public for informatory
purpose  (which  will  be  one  of  the  purpose  of  BIC  even  if  a  restricted  access  is  create (article 13).
► The reproduction and adaptation of computer programme (article 14).
1.2   Analysis  of  aaain  current  institutional  dysfunctions  in
RELATION WITH FUTURE FUNCTIONS OF HIS/BIC
Whether   and   how   each   function   related   to   each   sub-component   of   the   HIS/BIS   system   is fulfilled through the current institutional arrangement has been extensively analysed.
All along this institutional analysis, the following definitions will be used:
►   Should   a   function   not   be   covered   by   any   mandate   of   any   institution,   the   situation   is considered as a gap
►   If  the  mandates  of  several  institutions  fulfil  a  single  function  with  the  same  goal,  the situation is considered as an overlap.
►  Finally,  several  institutions  may  either  partly  carry  out  the  same  function  or  carry  out  the same   function   with   different   aims.   In   such   a   case,   the   situation   is   understood   as   a duplication of efforts/means.
Identified  gaps,  overlaps  and  duplications  of  efforts/means  are  depicted  in  the  "present  situation analysis'1 section of each thematic domain: section 3.3 for surface water, 4.3 for meteorology,
5.3   for groundwater, 6.3 for water quality, 7.4 for environment and 8.1 for the BIS tool.
For each sub-component, different institutional arrangement options are proposed to optimize
the business processes. These recommendations are detailed in the "Proposed Upgrading" section of each thematic domain: section 3.5.1 for surface water, 4.5.1 for meteorology, 5.5.1
for groundwater, 6.5.1 for water quality, 7.4 for environment and 8.1 for the BIS tool.
1.3  Analysis  of  Stakeholders  general  needs/expected  outputs  in RELATION TO THE BIS
During the inception phase an analysis of stakeholder needs with respect to the BIS was carried out. The purpose of the analysis  is  to identify  the stakeholders' needs  with respect to the BIS, i.e. the outputs  they  expect to get from the BIS. This  participative process  based on questionnaires  and several interviews  with different experts  (refer to the Final Inception Report for more details) was extended all along the design phase (see Annex 3B).
The information collected about the currently  used IMS, the currently  implemented IM policies and on-going technology  development projects  guided the HIS/BIS design so that consistency between the future BIS and existing IM systems is insured. General expectations with respect to monitoring networks, information management, information exchange, BIS data outputs  have been identified throughout the stakeholders' interviews:
►  A strengthening and an upgrading of the hydrometric, meteorological, water quality and environment observation networks are expected.
►  The BIS is also expected to ease data exchange between all water management related organizations, at regional, national and international levels.
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► Finally, the analysis of the results from the 40 questionnaires shows that there is a great demand  for  improved  information  at  Basin  level  (as  well  as  at  sub-basin  levels).  The type  of  information  that  would  be  required  by  the  stakeholders  from  the  BIS  covers  a wide  spectrum  of  data  that  ranges  from  typical  hydrological  data  to  agro-socio-economic variables.  This  information  includes  raw  and  processed  data,  real-time  and  near  real time  data  as  well  as  archived  data  such  as  documents,  study  reports,  maps  and  other knowledge   products.   The   requested   information   consists   either   in   data   characterizing the  situation  of  the  water  resources  at  a  given  time  (hydrometric,  meteorological,  water quality  and  environment  data  provided  by  the  HIS)  or  in  data  about  the  water  uses, water     demand     and     water     availability     (hydropower,     irrigation,     water     supply). Stakeholders  expectations  have  been  classified  depending  on  the  data  type  they  are interested  in  (Figure  1-9).  The  consultation  results  helped  the  design  of  the  HIS/BIS. Extensive details are given in Annex 1C.
Figure 1-10: Stakeholders expectations from the BIS in terms of output data.
Bahir Dar
IWMI
ENTRO
g       BBOARD
ersltV                          B&TRAD
^ABoME -
pnnn
WPLUC°
H&DAD
- GIITD
l&DD
n
EM A
EEPCO
cS/>L
JRRDD 27 W&SD
——
Note: ABoA Amhara Bureau of Agriculture, ABoFED Amhara Bureau of Finance and Economic  Development, ADPFSPCO Amhara Disaster Prevention Food Securty  Project Coordination Office, AEPLAUB, Amhara Environment Protection, Land Administration and Use Authority, ABoME Amhara Bureau of Mines  and Energy, ABoWR Amhara Bureau of Water Resources  Development, BBoA Benishangul Gumuz  Bureau of Agriculture, BBoFED Benishangul Gumuz  Bureau of Finance and Economic  Development, BEPLAUB, Benishangul Gumuz  Environment Protection, Land Administration and Use Authority, BBoWRME Benishangul Gumuz  Bureau of Water Resources, Mines  and Energy, CSA Central Statistics  Agency, EEPCO Ethiopian Electricity  Power Corporation, EMA Ethiopian Map Agency, ENIDP Ethiopian Nile Irrigation & Drainage Project, EPA Environment Protection Agency, GIITD Geo Information & Information Technology  Directorate, GSE Geological Survey  of Ethiopia, GWD Groundwater Directorate, H&DAD Hydropower & Dams Administration Directorate, HWQD Hydrology  & Water Quality  Directorate, I&DD Irrigation & Drainage Directorate, 1TMC - MoA Information Technology  Management Center - Ministry  of Agriculture, WPLUCD Water Permits Licensing & Utilization Control Directorate, W&SD Water & Sanitation Directorate.
Source: Consultant.
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2. Hydrological Information System (HIS) - Conceptual and Design Framework
2.1 Data requirement for the HIS
Within the scope of IWRM a very wide range of information is needed. This information is not limited to water quantity and quality. Some understanding of other natural resources, and how these resources are being used and relate to water resources, is also needed.
To detect changes and trends it is necessary to have a clear picture of the baseline situation from existing historic data and new data to be collected. The baseline data serves two purposes. Firstly, since there is few information in terms of baseline knowledge (in particular on water quality and environment), there is a need to establish a clear and relatively detailed picture of the reference situation and associated natural fluctuations. Secondly, it is only once this is done that it will be possible to identify and explain trends away from the baseline.
The  key  parameters  to  be  considered  in  establishing  an  understanding  of  the  baseline  or reference situation should include:
►  An understanding of the hydrological characteristics (annual mean, median, maximum, minimum flows, standard deviation, days of flow above and below certain thresholds etc) of the surface water system at certain points. This requires an analysis of the discharge data for a large number of gauging stations.
►   An  understanding  of  the  normal  fluctuations  of  groundwater  levels  at  key  points representing the main aquifers of the basin. Presently, available data is very limited
►  A clear picture of surface and groundwater quality at different times of the year (in particular during the rainy/flood seasons and the dry season).
►  A good picture of sediment transport at different points of the surface water system as well as the particle size distribution of the suspended sediments. Such monitoring will indicate   whether   land   erosion   trends   are   deteriorating   or   whether   watershed management programs are having a positive effect.
►  Finally, a good knowledge of the various environmental components related to water: aquatic  and  terrestrial  fauna  flora,  soil  degradation  and  vegetation  cover,  and  air quality.
2.2 HIS Conceptual framework
For both Tana and Beles Sub-Basins, a Hydrological Information System (HIS) has to be set-up for the collection, processing and storage/retrieval of data on:
► quantity and quality of available surface and groundwater resources,
► meteorology,
► environmental characteristics of the basins,
The proposed large investment in the HIS for the Tana and Beles sub-basins should serve as a pilot for the rest of the Abbay basin and other basins. To ensure that expansion is possible, the proposed HIS for each sub-basin should fit in the future overall HIS framework of the ABA. The principle should be that a basin-wide HIS is established at a certain minimum level of detail and that the HIS of each sub-basins fits within the overall framework but operates at the required higher level of detail. That higher level of detail should reflect the specific existing and likely future needs of the sub-basin as they relate to both resource management, and environmental protection and conservation.
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The same principle will hold for the development of water resources  management models  which s  ould be both valid at the basin-wide level and at the more detailed level of nested sub-basin models.
At the basin level, the previous  work  carried out in setting up an Abbay  Basin water resources model provided a useful starting point for the design work. Since this  modeling exercise had to use all existing data in the basin, it provided an excellent insight into the shortcomings  of the hydrological network and the data generated from this network.
Most preparatory  modeling work  carried out by  the ABA was  concentrated on the quantitative aspects  of the surface water resources. However, the monitoring and modeling of water quality is  obviously  also critical. The water quality  network, including the sediment monitoring network, has  to be combined with the surface water network  and modeling efforts  should be integrated as  far as  possible. This  is  advisable not only  for reasons  of practicality  but also because water quality  and sediment transport should be linked to the discharge at the time of sampling plus knowledge of whether the hydrograph was in the rising or recession limb.
Regarding the rain gauge network  shortcomings  in the Abbay  basin, the acquisition of rainfall data from satellite sources  to supplement data from the ground-based network, was  considered particularly useful for flood forecasting.
Development of the HIS is not limited to guidelines on where stations should be located but also
details how they should be operated. It is envisaged that in future the River Basin Organizations 
are primarily responsible for the operation and maintenance of the monitoring networks, and
the data-collection, -processing and -storage of all relevant data and information.
Standards  will be developed to ensure that the HIS systems  at the Sub-Basins  Branch Offices level are fully integrated with the system at the ABA level. Adequate support and training in the operation ana maintenance of the HIS systems is a prerequisite.
Attention has to be paid to the development of protocols for data-collection, and pre-processing, data-analysis, -quality  control, -dissemination etc. These can be implemented and fully  tested, modified as necessary and made operational.
2.3  General concepts and definitions regarding networks design
The observation networks  are designed and operated to address  a single objective or multi objectives. Examples  are water-resources  assessment, development plans, design of water related infrastructure or flood protection.
A  particular  hydrological  station  or  gauge  may  be  included  in  more  than  one  network.  For example,  both  rain  gauges  and  stream  gauges  might  be  included  in  a  flood  early  warning network.
The  different  networks  to  be  included  in  the  HIS  are  somewhat  arbitrarily  categorized  as follows:
►  Hydrometric network:
s Streamflow stations
✓    Water level stations
✓   Sediment stations
►  Groundwater network
►  Meteorological network:
✓    Rainfall stations
✓    Evaporation stations
►  Water quality network
►  Ecological network
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Ideally, a network  design would be based on a maximization of the economic  worth of the data to be collected. However, water-resources  decision making is  usually  based on the available data.
Important aspects in monitoring specific variables are:
►   The monitoring location and frequency
►   The duration of the monitoring period
►   The required accuracy of the observations
The more information is  available; the better a decision can be made. However, the marginal worth of additional information decreases  with the amount of information that is  available. The basic  network  should provide a level of information that is  necessary  to initiate planning for the economic development of the water resources and at the same time avoid any gross mistakes in water-resources decision making.
Obviously, it is  very  important that the observations  from every  station are high quality  data. Even if the installation of a station is  adequate, its  records  may  be of little value if it is  not operated correctly. To maximize the cost effectiveness  of the network  and considering budget limitations, primary  or base stations  are differentiated from secondary  stations. The principal stations  provide a basis  for monitoring long-term trends  in hydrological conditions  in the region (caused by  for example climate change or land-use changes), whereas  the secondary  stations are operated only  long enough to establish a stable relationship with one or more of the base stations.
Figure  4-1  lays  out  the  steps  taken  in  conducting  the  review  and  redesign  of  the  existing hydrological networks (source: Guide to Hydrological Practices; WHO No. 168, 1994).
Figure 2-1: Framework for network analysis and redesign
| INSTITUTIONAL SET-UP -------------
45
------- -------------- PURPOSES OF THE NETWORK ----------
_______ 4_____
______ 4______
| OBJECTIVES OF THE NETWORK^---
_____4____
| ESTABUSH PRIORITIES H----------
-------------- 1 ASSESS EXISTING NETWORKS]----►
4
| NETWORK DESIGN |--------------►
____ J____
| OPTIMIZE OPERATIONS |-------- ►
------ 1 BUDGET |
____ 4____
| IMPLEMENTATION |>--------------►
_____4____
---------- Duvet ImKopec
---------- Feedback mecnaniwne
r—J—.
| REVIEW |--------------------------
Institutional set-up: Identification of the roles  and aims  of all of the stakeholders  involved in various  aspects  of water resources  management. Communication links  between these organizations will be improved to ensure coordination/integration of data-collection networks.
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Purposes  of the network: The purposes  of the network  in terms  of the users  and uses  of the data has  been identified. These obviously  are strongly  depending on the needs  of the various stakeholders.
Objectives  of  the  networks:  Based  on  the  purpose  of  the  networks,  an  objective  or  set  of objectives has been established in terms of information required.
Establish  priorities:  When  there  is  more  than  one  objective,  priorities  have  been  set  for  later evaluation.
Assess  existing networks: Information on the existing network  has  been compiled and Interpreted to determine how to upgrade the current networks  in order to fulfill the previous objectives
Network  design:  Depending  on  the  available  information  and  the  objectives  defined,  the  most appropriate network-design technique or techniques has been applied.
Optimize operations: A significant portion of the cost of data collection is  contained within the operational procedures. This  includes  the various  types  of instruments, frequencies  of station visits  and measurements, and structure of field trips. The minimum-cost operational procedures have been adopted, avoiding redundancies of visits.
Determine  costs:  Based  on  the  identified  network  and  operational  procedures,  the  cost  of  the operation of the network has been established.
Implementation: The re-designed network will be implemented in a planned manner.
Review networks: Since a number of the above components are variable in time, a review can be required at the instigation of any particular component — for example, changes in users or uses or changes in the budget. To be ready to meet such changes, a continuing review process is essential.
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3. HIS - Hydrometric network detailed design - Stakeholders
3.1 Development of the study
The collection, monitoring, and analysis of hydrometric data will have a significant role in the implementation of the Ministry  of Water and Energy's  'Tana and Beles  Integrated Water Resources Development Project' (TBIWRDP).
For the Hydrological Information System - Basin Information System (HIS/BIS), it is proposed that hydrometric data gathered from numerous stakeholder organizations within the Amhara National Regional State (ANRS), the Benishangul Gumuz National Regional State (BGNRS) and at the Federal level, will be acquired at regular intervals. Data will then be verified, analyzed, and disseminated to the Abbay Basin Authority (ABA), its Sub-Basin Branch Offices (SBBO), and other bodies.
The sharing of groundwater data will enable the ABA and SBBOs to contribute to an Integrated, iver Basin Management and Development program. In this section of the Design Report we provide a program for surface water monitoring improvements as a component of the HIS.
During the Inception Phase a review of surface water monitoring assessment documents, reports and projects within the Tana and Beles basins were made. Discussions were held with, or information gained from, principal stakeholders.
The present Design Phase of the project prepares a program for surface water monitoring at key sites. The proposed monitoring strategy  includes  institutional set-up recommendations, staff and training requirement with respect to the proposed business process, and a costs estimate.
3.2 Specific Stakeholders
The   presentation   of   the   legal   and   institutional   context   (section   1.1)   showed   that   the stakeholders specifically involved in surface water monitoring are:
►  Hydrology and Water Quality Directorate (MoWE) and its Hydrology Branch Offices
► Geo Information and Information Technology Directorate (MoWE)
► Abbay Basin Authority and its Sub-Basin Branch Offices
►  Regional Bureaus of Water Resources (Amhara) and Water Resources, Mines and Energy (Benishangul Gumuz)
These stakeholders' general duties and responsibilities were presented in section 1.1 of this report and their specific mandates with respect to surface water monitoring are detailed in the following section (3.3).
3.3  Analysis of main current institutional dysfunctions in
RELATION WITH FUNCTIONS OF HIS/BIS
The first section will consist on an analysis of mandates based on legal and statutory documents for the key functions of the HIS-BIS. The second section will identify the main gap, overlap and duplication of effort. Further in this chapter (section 3.5.1), different institutional arrangements for the HIS-BIS operation will be discussed based on the gaps and overlaps identified here below.
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3.3.1    Scoping and analysis of mandates
This analysis is shown on the table on next page (Table 3-1).
3.3.2    Identification of main institutional dysfunctions
Analysing  the  breakdown  of  mandates  with  respect  to  water  surface  management  (Table  3-1) brings the following conclusions:
►  The  technical  choices  related  to  development  and  upgrading  fall  under  the  responsibility  of the  Hydrology  and  Water  Quality  Department  (MoWE),  what  insures  definition  of  standards and consistency in measurement devices/guidelines at national level.
►   Equipment  procurement  is  a  duty  of  the  Ministry  of  Water  and  Energy.  The  MoWE  is  the owner of the equipment.
►    The  hydrometric  network  monitoring  is  currently  carried  out  by  the  Hydrology  Branch Offices  of  the  Hydrology  and  Water  Quality  directorate.  This  duty  could  also  be  part  of  the mandates   of   the   Abbay   Basin   Authority,   which   "may   develop   and   run   its   own   data- monitoring network". Should the ABA be assigned of this mandate, an overlap would appear which  would  have  to  be  solved  by  adequate  institutional  arrangements  (see  discussion  of different options on next section).
►    Several  Federal  and  Regional  stakeholders  are  involved  in  data  collection,  validation, proceeding  and  storage:  i)  Hydrology  and  Water  Quality  Directorate,  ii)  Geo  Information and Information Technology Directorate, iii) Abbay Basin Authority and iv) Regional Bureaus of Water Resources. These institutions keep records of these data in order to populate their own databases and ensure proper implementation of their specific mandates. Therefore, this is considered as a duplication of efforts that could be avoided though cooperation.
►     Hydrometric   data   dissemination   and   related   communication   systems   are   part   of   the responsibilities of the Hydrology and Water Quality Directorate at Federal level but fall under ABA's duties regarding the basin level. HWQ Directorate is entitled to establish, manage and disseminate   a   national   hydrology   database   whereas   ABA   is   entitled   to   compile   and disseminate basin level information for planning, administration and steering of groundwater resources.  Appropriate  cooperation  appears  necessary  between  these  two  stakeholders  to avoid duplication of efforts in this regard (see next section).
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Table 3-1: Breakdown of mandates and business processes regarding surface water management
Breakdown of mandates and business processes regarding surface water management
Key Functions with
respect to HIS/BIS
implementation and
operation
Federal L
evel
River Basin Level
Regional Level (Both
ANRSand BGNRS)
Hydrology & WQ
Directorate and Regional
Branch Offices (MoWE )
Geo Information &
Information
Technology Directorate
(MoWE)
Abbay Basin Authority
SubBasin Branch Offices
BoWR
Technical choice and instrumentation procurement
Instrumentation Property
- Studying networks and technologies for the collection of surface water data and implementing and improving the
1
same
- A River Basin Authority may develop and run its own data- monitoring network2
Observation network operation & maintenance / monitoring
Study technology and structures 
1
for surface water investigation .
- Design and develop methods, standarts, rules and regulations for gathering data and information concerning surface water resources and work for proper Implementation1
- A River Basin Authority shall cooperate with relevant federal and regional bodies for Installation and improvement of effective data monitoring networks In the basin, may develop and run its own data- monitoring network2
(Information Management Dt / Hydrometry Division)
- Any ABA's powers and duties regarding observation networks monitoring which may be delegated by ABA Head Quarters to ABA SBBO. (Information Management Unit / Hydrometry Team)
Data collection and
transmission
Data proceeding and validation / Data Quality
- Collect, organize, process, analyze, Interpret and store In database all hydrometric data related to surface water quantity and quality1
- Collect, compile, analyse, and disseminate information for proper planning, administration and steering of water resources of the
1
country .
Data analysis (HDAs)
- Collect, compile, analyse, and disseminate Information for proper planning, administration and steering of water resources in the basin”.
(Information Management Department / Hydrometry 
Division)
- Any ABA's powers and duties regarding observation networks monitoring which may be delegated by ABA Head Quarters to ABA SBBO. (Information Management Unit / Hydrometry Team)
- Collect, organizes, Interprets and analyzes water resources Data
- Undertake study of groundwater potential of the region
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Breakdown of mandates and business processes regarding surface water management
Key Functions with
respect to HIS/BIS
Federal Level
River Basin Level
Regional Level (Both
ANRSand BGNRS)
Implementation and
operation
Hydrology & WQ
Directorate and Regional
Branch Offices (MoWE)
Geo Information &
Information
Technology Directorate
(MoWE)
Abbay Basin Authority
SubBasin Branch Offices
BoWR
Data storage and historical data management / Archiving
Data dissemination and
exchange
1
• Exchange hydrometric data ;
- Establish and Operate communication systems (or collection and dissemination of hydrometric data1
• Publish and disseminate anallzeri | and Interpreted hydrometric data1
• Any ABA's powers and duties regarding data dissemination If decided as such by the Basin High Council.
'The text included in this chart is extracted from official documents {approved proclamations, regulations, and official mandates) that have been provided by the relevant stakeholders to the consultant during the Stokeholders Needs and Business Processes Analyses
* Extracted from 'Organisational Structure and Manpower Planning' document, 2010, Government of Ethiopia } Extractedfrom Proclamation No.234/2007
5 Extracted from Regulation No. 128/2008
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3.4  Identified Needs
The inception phase and the existing situation review have shown that the main identified needs related to surface water monitoring is  to review and optimize the institutional set-up and business  processes  defining duties  and resposabilities  regarding data collection, validation, analysis and dissemination among the different involved stakeholders will be a priority.
3.5  Proposed Improvements
3.5.1 Proposed institutional set-up and related action plan
In relation to the previous  analysis, the main issue for HIS Hydrology  is  to decide on which institution shall administer the hydrometric  network  in the future when ABA HQ and SBBO will be in place.
Several options can be designed according to the respective role of Hydrology Branch Offices (H and WQ directorate of the MoWE) and of the ABA.
Option 1: Responsibilities remains fully at Hydrology Branch Offices level
Synthesis of the option
Hydrometric network administration remains under Hydrology and Water Quality Directorate responsibilities
Implications of this choice
Need of a program of capacity building of HBO/HWQ Directorate to improve capacities  (staff and budget) for better O&M of the stations and to guarantee high reliability of data
Need to set-up a MoU between ABA / HWQ directorate for data transfer and use. This  MoU will have as  an appendix  the "Operational HIS BIS Procedures for Data and Information Sharing, Analysis and Dissemination"
Advantages
Disadvantages
No need to recruit staff for
ABA for hydrometric team
Not in line with decision of Proclamation 534/2007 (creation of River Basin Authority) which promotes  the basin approach and not in line with central decision on ABA organization chart.
No   guarantee   for   ABA   Basin   Information   Centre   that   data   will reach required reliability.
Option   is   dependent   on   uncertain   increase   of   capacities   of   the Hydrology Branch Office
Risk    of    difficulties    to    reach    agreement    on    the    Memoir    of Understanding
Ease data collection thanks  to a distribution of SBBOs  and Field Offices  more adapted to the sub-basins  geography  and access compared to the current distribution of H&WQ Branch Offices distribution.
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Option 2: Responsibilities remains at Hydrology Branch Offices with cooperation
WITH ABA HYDROMETRIC TEAMS
_____________
Synthesis        of        the option
Hydrometric  network  administration remains  under Hydrology  and Water Quality  Directorate responsibilities  (including procurement) but ABA will recruit staff and will cooperate on this network administration
Implications                of this choice
Need of hydrometric staff recruitment at Abbay Basin Autorithy
Need to set-up a MoU between ABA / HWQ directorate for cooperation procedures. This  MoU will have as  an appendix  the "Operational HIS BIS Procedures for Data and Information Sharing, Analysis and Dissemination"
Advantages
Disadvantages
Hydrology   Branch   Office   staff   remains   in the same institution
Duplication    of    human    resources    and    budget    which creates a risk of poor efficiency
No need of HBO capacity  building
programme
Risk  of  difficulties  to  reach  agreement  on  the  Memoir of Understanding
Option 3: Responsibilities transferred to the Abbay Basin Authority
Synthesis of the option
Responsibilities transferred to Abbay Basin Authority
='
Implications               of this choice
Organization    of    transfer    for    staff,    operational    budget    and    equipment, including data produced and stored until the date of the transfer
No    need    of    directive    or    regulation    because    the    existing    framework permits delegation of authority within the MoWE.
Need to organize the business process between ABA and central office of Hydrology and Water Quality Directorate for data dissemination.
Advantages
Disadvantages
In line with decision of Proclamation 534/2007 (creation of River Basin Authority) which promotes  the basin approach and in line with central decision on ABA organization chart.
Some stations  are outside Abbay  basin (8 for Bahir Dar). They  will be administered by  the ABA and will be transferred when Basin Authority  will be created (example of Tekeze basin for some stations  managed by  Bahir Dar Branch Office)
Improvement     of     work     conditions     for     current staff in HBO/ HWQ directorate
Need to organize transfer of staff, equipment and operational budget which can take some time.
Increased guarantee for ABA Basin Information Centre that data will reach required reliability and easy access.
Increased monitoring frequency  thanks  to a more adapted localization of the SBBOs.____________
Consultant’s Recommendations
Based on the specific needs identified during our stakeholders consultation and field visits and according to the respective pros and cons, the consultant recommends to go in for option 3.
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3.5.2 Proposed Business Process for data collection and processing
53
All data processing (and currently  also pre-processing) is  carried out by  the Hydrology  and Water Quality  Directorate of MoWE. The question is  when ABA should take over this  processing function for the stations  within the Abbay  basin. So-doing would be part of a logical chain of data handling. While there are certain constraints  and arguments  for not following this  route these can be overcome.
The Hydrology  and Water Quality  Directorate has  a role to play  in keeping a national archive of all hydrological data and controlling the quality  of these data. The Hydrology  and Water Quality Directorate operates  a database to store the data and to process  the data. Sharing rights  to enter and modify  data in this  database could be problematic  and it will be necessary  to set up a system of protocols which could make this possible.
3.5.2.1  Without  transfer  of  hydrometric  network  administration  to  the Abbay Basin Authority
For this HIS Hydrology, the business process are the following:
► The Hydrology Branch Offices of the Hydrology and Water Quality Directorate are in charge
of  data  collection  (except  for  FEWS  stations  whose  data  are  automatically  tele-transferred  to the HBO) and maintenance of all hydrometric stations,
► The SBBO / Hydrometric Team (or HIC) are in charge of hydrological primary processing
based on the data provided by the HBO,
► The IMD of ABA HQ are in charge of hydrological secondary processing (basin wide)
► The IMD of ABA HQ are in charge of hydrological tertiary processing (Field of DSS).
►  The  Hydrology  and  Water  Quality  Directorate  keeps  an  updated  copy  of  the  ABA  databases, thus maintaining a national database.
3.5.2.2  With  transfer  of  hydrometric  network  administration  to  the Abbay Basin Authority
For this HIS Hydrology, the business process are the following:
►  The  SBBO  /  Hydrometric  Team  (or  HIC)  are  in  charge  of  data  collection  (except  for  the  FEWS stations     whose     data     are     automatically     tele-transferred     to     the     SBBO)     through     the hydrological technicians and field assistants,
►   The   SBBO   /   Hydrometric   Team   (or   HIC)   (instrumentation   /   maintenance   technicians)   are   in charge for maintenance of all hydrometric stations,
► The SBBO / Hydrometric Team (or HIC) are in charge of hydrological primary processing,
► The IMD of ABA HQ are in charge of hydrological secondary processing (basin wide)
► The IMD of ABA HQ are in charge of hydrological tertiary processing (Field of DSS).
►  The  Hydrology  and  Water  Quality  Directorate  keeps  an  updated  copy  of  the  ABA  databases, thus maintaining a national database.
The consultant provided pros  and cons  of each Institutional options  for hydrometric monitoring (refer to section 3.5.1). On this  basis, choice recommendations  were articulated. Therefore, the following diagram illustrates  the business  processes  related the recommended option.
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Figure 3-1: Proposed business process for surface water data management with respect to the recommended institutional set-up option.
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4. HIS - Meteorological network detailed design - Stakeholders
4.1 Development of the study
The collection, monitoring, and analysis of meteorological data will have a significant role in the implementation of the Ministry  of Water and Energy's  ’Tana and Beles  Integrated Water Resources Development Project' (TBIWRDP).
For the Hydrological Information System - Basin Information System (HIS/BIS), it is  proposed that meteorological data gathered from NMA at the Federal level, will be acquired at regular intervals. Data will then be verified, analyzed, and disseminated to the Abbay  Basin Authority (ABA), its Sub-Basin Branch Offices (SBBO), and other bodies.
The sharing of meteorological data will enable the ABA and SBBOs  to contribute to an Integrated River Basin Management and Development program. In this  section of the Design Report we provide a program for meteorology monitoring improvements as a component of the HIS.
During the Inception Phase a review of meteorology monitoring assessment documents, reports and projects  within the Tana and Beles  basins  and at National Level were made. Discussions were held with, or information gained from, principal stakeholders (NMA).
The present Design Phase of the project prepares  a program for meteorological monitoring at key  sites  (network). The proposed monitoring strategy  includes  institutional set-up recommendations, staff and training requirement with respect to the proposed business process, and a costs estimate.
4.2  Specific Stakeholders
The   presentation   of   the   legal   and   institutional   context   (section   1.1)   showed   that   the stakeholders specifically involved in meteorological data monitoring are:
►  National Meteorological Agency and its Regional Branch Offices
►  Abbay Basin Authority and its Sub-Basin Branch Offices
These stakeholders' general duties  and responsibilities  were presented in section 1.1 of this report and their specific  mandates  with respect to meteorology  monitoring are detailed in the following section (4.3).
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4.3   Analysis of main current institutional dysfunctions in
RELATION WITH FUNCTIONS OF HIS/BIS
The first section will consist on an analysis  of mandates  based on legal and statutory  documents for the key  functions  of the HIS-BIS. The second section will identify  the main gap, overlap and duplication of effort. Further in this  chapter (section 4.5.1), different institutional arrangements for the HIS-BIS operation will be discussed based on the gaps  and overlaps  identified here below.
4.3.1    Scoping and analysis of mandates
This analysis is shown on the table on next page (Table 4-1).
4.3.2    Identification of main institutional dysfunctions
Analysing    the    breakdown    of    mandates    with    respect    to    meteorology    network    administration (Table 4-1) brings the following conclusions:
►    NMA  is  currently  the  only  institution  responsible  for  every  functions  related  to  meteorology networks  operation.  Should  the  ABA  rely  on  the  following  mandate  "may  develop  and  run  its own   data-monitoring   network'*   to   establish   and   monitor   a   meteorology   network,   an   overlap would  appear  with  NMA's  duties  regarding  the  technical  choice,  equipment  procurement  and property, network operation and maintenance, data collection and data validation.
►   Data  storage,  analysis  and  dissemination  fall  under  NMA's  responsibility  at  Federal  level  and fall  also  under  ABA's  duties  regarding  the  basin  level.  ABA  and  National  Flood  Forecasting Centre   requires   real-time   meteorological   data   for   HIS/BIS   operation.   Therefore,   a   business process  will  have  to  be  organized  between  the  two  institutions  to  ensure  the  required  data sharing mechanism.
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Table 4-1: Breakdown of Mandates and Business Processes regarding meteorology
Key Functions with respect to HIS/BIS
implementation and operation
Federal Level
River Basin Level
NMA HQ and Regional Branch Offices
Abbay Basin Authority
SubBasin Branch Offices
Technical     choice     and     instrumentation procurement
Instrumentation Property
- A River Basin Authority may develop and run its own data-monitoring
network2
Observation       network       operation       & maintenance / monitoring
- Establish and Operate a national network of stations designed to represent various climatic regions’
- Establish and Operate communication systems for collection and dissemination of meteorological data’
- A River Basin Authority shall cooperate with relevant federal and regional bodies for installation and improvement of effective data monitoring networks in the basin, may develop and run Its own data-monitoring network2
(Information Management Department / Hydrometry Division)
- Any ABA's powers and duties regarding observation networks monitoring which may be delegated by ABA Headquarters to ABA SBBO.
(Information Management Unit / Hydrometry Team)
Data collection and transmission
- Collect all meteorological data’
Data   proceeding   and   validation   /   Data Quality
- Control and centrally administer any meteorological data collected by any person In the country’
Data analysis (HDAs)
- Undertake meteorological studies’
Data      storage      and      historical      data management / Archiving
- Control and centrally administer any meteorological data collected by any person In the country1
- Collect, compile, analyse, and disseminate Information for proper planning, administration and steering of water resources in the basin2,3. (Information Management Department / Hydrometry Division)
- Any ABA's powers and duties regarding observation networks monitoring which may be delegated by ABA Head Quarters to ABA SBBO.
(Information Management Unit / Hydrometry Team)
Data dissemination and exchange
- Exchange meteorological data’ ;
- Establish and Operate communication systems for collection and dissemination of meteorological data1
- Publish and disseminate anallzed and Interpreted meteorological data1
•The text Included in this chart Is extracted from official documents (approved proclamations, regulations, and official mandates) that have been provided by the relevant stakeholders to the consultant during the Stakeholders Needs and Business Processes Analyses
* Extracted from Proclamation No. 201/1980
^Extracted from Proclamation No.53<1/2007
^Extracted from Regulation No. 158/2008
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4.4   Identified Needs
The   inception   phase   and   the   existing   situation   review   have   shown   that   the   main   identified   needs 
related   to   meteorological   monitoring   is   to   review   and   optimize  the   institutional   set-up  and  business 
processes     defining     duties     and     responsabilities     regarding     equipement     procurement,     network 
operation    and    maintenance,    data    collection,    validation,    analysis    and    dissemination    among    the
different involved stakeholders will be a priority.
4.5   Proposed Improvements
4.5.1 Proposed institutional set-up and related action plan
The  main  issue  is  to  decide  on  the  institution  to  administer  the  meteorological  network  in  the  future
when ABA HQ and SBBO will be in place.
Two  options  can  be  designed  according  the  respective  role  of  Meteorological  Branch  Offices  (of  the
NMA,   agency   accountable   to   the   MoWE)   and   of   the   ABA.   This   case   is   different   from   the
administration   of   the   hydrometric   network   because   the   institutional   and   organizational   design   of
the   ABA   did   not   include   meteorological   team   recruitment.   Only   two   options   will   be   envisaged   (not
three like for the hydrometric network).
Option 1: Responsibilities remains fully at Meteorological Branch Offices level
Synthesis of the
option
Meteorological    network    administration    remains    under    NMA    (central    and branch office) responsibilities
Importance of strong implication of the NMA in the design and
Implications
this choice
of
procurement activities for new equipment on the frame
project
Meteorological    stations    acquired    on    the    frame    of    this transferred to NMA for installation and operation.
Need to set-up a MoU between ABA and NMA to clarify
of the present project will be procedures for
data communication and use when HIS-BIS will be in place at ABA. This MoU will have as  an appendix  the "Operational HIS BIS Procedures for Data and Information Sharing, Analysis and Dissemination"
Need to set-up a MoU between NMA and National Flood Forecasting Centre
for real time data dissemination
Advantages
Disadvantages
Easy   implementation   because   the   institutional   set-up for NMA did not change
The ABA Basin Information Centre will depend on an external institution for these data
In  line  with  the  design  of  the  ABA  which  had  never included the transfer of this responsibility
Risk  of difficulties  to reach agreement on the Memoir of Understanding and/or to have a non-satisfactory  implementation of the terms of agreement
ABA  will  not  have  to  be  in  charge  of  complicated data analysis (like for aeronautical sector)
As NMA remains in charge, ABA will not be
responsible for real time data dissemination to the National Flood Forecasting, which is  preferable for
ABA.
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No need to recruit staff for ABA for Meteorological team
Option 2: Responsibilities transferred to the Abbay Basin Authority
Synthesis of the
option
Responsibilities transferred to Abbay Basin Authority
Implications              of this choice
Importance of strong implication of the NMA in the design and procurement activities  for equipment acquired on the frame of the present project
Meteorological    stations    acquired   on   the   frame   of   this   project   will   be transferred to ABA for installation and operation
Organization of transfer for staff, operational budget and existing equipment, including data produced and stored until the date of the transfer from NMA to ABA. The article n°8 of the Proclamation 201/1980 about delegation of Authority could be used.
Need to set-up a MoU between ABA and NMA to clarify  procedures  for data communication and use when HIS-BIS will be in place at ABA. This  MoU will have as  an appendix  the "Operational HIS BIS Procedures for Data and Information Sharing, Analysis and Dissemination"
Need  to  set-up  a  MoU  between  ABA  and  National  Flood  Forecasting  Centre for real time data dissemination
Advantages
Disadvantages
Increased guarantee for ABA Basin Information Centre that data will reach required reliability, rapid and easy access.
Need    to    organize    transfer    of    staff,    equipment    and operational budget which can take some time.
Not in line with the design of the ABA which had never included the transfer of this responsibility
ABA will have be responsible for real time data dissemination to the National Flood Forecasting
Need to recruit staff for ABA for Meteoroloqical team
ABA will have to be in charge of complicated data analysis (like for aeronautical sector) or this functions will remains at the NMA which means that some staff will have to remain at NMA.
Some stations  are outside Abbay  (around 70) and will be transferred when a Basin Authority  will be created (example of Tekeze basin for around 20 stations managed by Bahir Dar Branch Office)
Consultant’s Recommendations
Based on the specific needs identified during our stakeholders' consultation and field visits and according to the respective pros and cons, the consultant recommends going in for option 1
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4.5.2    Proposed Business Process for data collection and processing Meteorology
61
4.5.2.1  Without  transfer  of  meteorological  network  administration  to  the Abbay Basin Authority
For this HIS Meteorology, the business process are the following:
► The NMA Branch Offices are in charge of data collection (except for FEWS stations) and maintenance of all meteorological stations,
► The SBBO / Hydrometric Team (or HIC) are in charge of hydrological (including meteorological data processing) primary processing based on the data provided by the NMA Branch Offices,
► The IMD of ABA HQ are in charge of hydrological secondary processing (basin wide)
► The IMD of ABA HQ are in charge of hydrological tertiary processing (Field of DSS).
4.5.2.2  With  transfer  of  meteorological  network administration  to  the Abbay Basin Authority
For this HIS Meteorology, the business process are the following:
► The SBBO / Hydrometric Team (or HIC) are in charge of data collection (except for FEWS
stations) through the hydrological technicians and field assistants,
► The SBBO / Hydrometric Team (or HIC) (instrumentation / maintenance technicians) are in
charge for maintenance of all meteorological stations,
► The SBBO / Hydrometric Team are (or HIC) in charge of hydrological (including meteorological
data processing) primary processing,
► The IMD of ABA HQ are in charge of hydrological secondary processing (basin wide)
► The IMD of ABA HQ are in charge of hydrological tertiary processing (Field of DSS).
The consultant provided pros  and cons  of each institutional options  for meteorological monitoring (refer to section 4.5.1). On this  basis, choice recommendations  were articulated. Therefore, the following diagram illustrates the business processes related the recommended option.
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Figure 4-2: Proposed meteorological data business process
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5. HIS - Groundwater monitoring network detailed design - Stakeholders
5.1  Development of the study
63
The collection, monitoring, and analysis  of groundwater data will have a significant role in the implementation of the Ministry  of Water and Energy's  'Tana and Beles  Integrated Water Resources Development Project' (TBIWRDP).
For the Hydrological Information System - Basin Information System (HIS/BIS), it is  proposed that groundwater data gathered from numerous  stakeholder organizations  within the Amhara National Regional State (ANRS), the Benishangul Gumuz  National Regional State (BGNRS) and at the Federal level, will be acquired at regular intervals. Data will then be verified, analyzed, and disseminated to the Abbay  Basin Authority  (ABA), its  Sub-Basin Branch Offices  (SBBO), and other bodies.
The sharing of groundwater data will enable the ABA and SBBOs  to contribute to an Integrated River Basin Management and Development program. In this  section of the Design Report we provide a program for groundwater monitoring improvements as a component of the HIS.
During the Inception Phase a review of groundwater monitoring assessment documents, reports and projects  within the Tana and Beles  basins  were made. Discussions  were held with, or information gained from, principal stakeholders.
The present Design Phase of the project prepares  a program for groundwater monitoring at key sites  (network). The proposed monitoring strategy  includes  institutional set-up recommendations, staff and training requirement with respect to the proposed business process, and a costs estimate.
5.2  Specific Stakeholders
The    presentation    of    the    legal    and    institutional    context    (section    1.1)    showed    that    the stakeholders specifically involved in groundwater monitoring are:
►  Hydrology and Water Quality Directorate (MoWE) and its Hydrology Branch Offices
►  Geo Information and Information Technology Directorate (MoWE)
►  Groundwater Directorate (MoWE)
►  Geological Survey of Ethiopia (GSE)
►  Abbay Basin Authority and its Sub-Basin Branch Offices
►  Regional Bureaus of Water Resources (Amhara) and Water Resources, Mines and Energy (Benishangul Gumuz)
The National Groundwater Assessment Program (EGRAP) was also taken in consideration.
These stakeholders' general duties  and responsibilities  were presented in section 1.1 of this report and their specific  mandates  with respect to groundwater monitoring are detailed in the following section (5.3).
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5.3   Analysis of main current institutional dysfunctions in
RELATION WITH FUTURE FUNCTIONS OF HIS/BIS
The first section will consist on a analysis of mandates based on legal and statutory documents 
for the key functions of the HIS-BIS. The second section will identify the main gap, overlap an duplication of effort. Further in this chapter (section 5.5.1), different institutional arrangemen s 
for the HIS-BIS operation will be discussed based on the gaps and overlaps identified here
below.
5.3.1    Scoping and analysis of mandates
This analysis is shown on the table on next page (Table 5-1).
5.3.2    Identification of main institutional dysfunctions
Analysing the breakdown of mandates with respect to HIS Groundwater management (Table 5-
1) brings the following conclusions:
► The technical choices related to development and upgrading shall fall under the responsibility
of    the    Groundwater    Directorate    (MoWE),    what    warranties    definition    of    standards    and consistency in measurement devices/guidelines at national level.
► Equipment procurement is a duty of the Ministry of Water and Energy. The MoWE is the
owner of the equipment.
► The Groundwater Directorate is entitled to "establish a monitoring system that will help
provide information regarding the quality  and quantity  of groundwater". No permanently established and systematic groundwater monitoring is  currently  carried out. The information is  generated through occasional measurement campaigns  carried out through projects/studies investigation by GD and Geological Survey of Ethiopia.
►   Based   on   its   legal   mandates,   the   ABA   is   entitled   to   undertake   this   function   within   its hydrological   boundaries.   Nevertheless,   some   aquifers   will   have   boundaries   that   will   exceed the   ABA   area   of   intervention   (hydrological   boundaries   for   surface   water).   In   the   transfer   of groundwater  network  administration  is  done  to  ABA,  it  is  advisable  that  ABA  be  assigned  to the whole aquifers (even outside of ABA area of intervention).
►     Many    Federal    and    regional    stakeholders    are    involved    in    data    collection,    validation, proceeding      and      storage:      Groundwater      Directorate,      Hydrology      and      Water      Quality Directorate,     Geo     Information     and     Information     Technology     Directorate,     Abbay     Basin Authority,   Regional   Bureaus   of   Water   Resources   and   Geological   Survey   of   Ethiopia.   These institutions  keep  records  of  these  data  in  order  to  populate  their  own  databases  and  ensure proper    implementation    of    their    specific    mandates.    Therefore,    this    is    considered    as    a duplication of efforts that could be avoided though cooperation.
►     Groundwater    data    dissemination    and    related    communication    systems    are    part    of    the responsibilities   of   the   Groundwater   Directorate   (through   ENGDA   database)   and   Geological Survey  of  Ethiopia  (through  ENRAEMED  database)  at  federal  level  but  also  appears  among ABA's  duties  at  basin  level.  To  be  more  precise,  the  Groundwater  Directorate  and  GSE  are entitled  to  establish,  manage  and  disseminate  a  national  hydrology  database  whereas  ABA  is entitled   to   compile   and   disseminate   basin   level   information   for   planning,   administration   and steering    of    groundwater    resources.    Appropriate    cooperation    appears    necessary    between these two stakeholders to avoid duplication of efforts in this regard.
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Table 5-1: Breakdown of Mandates and Business Processes regarding groundwater management
Breakdown of Mandates and Business Processes regarding groundwater management
Key Functions with
respect to HIS/BIS
implementation
and operation
Federal Level
River Basin Level
Regional Level
(Both ANRS
and BGNRS)
Hydrology & WQ
Directorate and
Local Branch Offices 
(MoWE)
Groundwater
Directorate (MoWE)
GSE
Geo Information &
Information
Technology Directorate
(MoWE)
Abbay Basin Authority
SubBasin Branch Offices
BoWR
Technical choice and instrumentation
procurement
Instrumentation
Property
A River Basin Authority may develop and run its own data-monitoring network3
Observation network operation & maintenance / monitoring
- Set legal frame-work that enables efficient utilization of the resources with
appropriate management and monitoring systems1
establishing a monitoring system that will help provide information regarding the quality and quantity of ground water1
- A River Basin Authority shall cooperate with relevant federal and regional bodies for Installation and Improvement of effective data monitoring networks In the basin, may develop and run its own data- monitoring network3
i Information
Management
Department)
- Any ABA's powers and duties regarding observation networks monitoring which may be delegated by ABA Head Quarters to ABA SBBO. (Information Management Unit)
Data      collection      and transmission
Data     proceeding     and validation / Data Quality
- Collect, organize, process, analyze. interpret and store in database all hydrometric data
- Collect,
compile, analyse, and disseminate Information
- Collect, compile, analyse, and
disseminate Information  for  proper planning,
- Collect, compile, analyse, and disseminate Information for proper planning, administration and steering of water
- Any ABA's powers and duties regarding observation networks monitoring which may be delegated by ABA Head
- Collect,
organizes. interprets and analyzes water resources Data
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Breakdown of Mandates and Business Processes regarding groundwater management
Key Functions with
respect to HIS/BIS
implementation
and operation
Federal Level
River Basin Level
Regional Level
(Both ANRS
and BGNRS)
Hydrology & WQ
Directorate and
Local Branch Offices 
(MoWE)
Groundwater
Directorate (MoWE )
GSE
Geo Information R
Information
Technology Directorate
(MoWE)
Abbay Basin Authority
SubBasin Branch Offices
BoWR
Data analysis (HDAs)
related to groundwater water quantity and quality1
- Assess the ground water potential of the country In space and
time1
Quarters to ABA SBBO. (Information Management Unit)
- Undertake study of groundwater potential of the
region
Data storage and historical data management / Archiving
about
groundwater resources of the country through ENRAEMED Database7.
administration and steering of water resources of the
1
country .
resources in the basin34. (Information
Management
Departement)
Data   dissemination   and exchange
*The  text  included  in  this  chert is  extracted  from official  documents  (approved  proclamations, regulations, ond  official  mandates} that have  been  provided  by  the  relevant stakeholders to  the consultant during the Stakeholders Needs and Business Processes Analyses :
* Extracted from 'Organisational Structure ond Manpower Planning' document, 2010, Government of Ethiopia ‘Extracted from Proclamations No. 230/1982 ond No. 194/2000
3 Extracted from Proclamation No.534/2007 4 Extracted from Regulation No. 1S8/200S
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5.4  Identified Needs
Knowledge   related   to   groundwater   resources   characteristics   in   the   Abbay   basin   are   very   basic 
and  no  regular  monitoring  is  currently  performed.  As  a  result,  very  few  data  are  available  about
the    study    area.    Taking    into    account    this    present    situation,    reviewing    and    optimizing    the
institutional    set-up    and    business    processes    defining    duties    and    responsabilities    regarding
equipment     procurement,     network     operation     and     maintenance,     data     collection,     validation,
analysis and dissemination among the different involved stakeholders will be of high priority.
5.5  Proposed Improvements
5.5.1 Proposed institutional set-up and related action plan
The   main   issue   is   to   decide   on   the   institution   to   administer   the   hydrogeological   (groundwater)
network in the future when ABA HQ and SBBO will be in place.
Two  options  can  be  designed  according  the  respective  role  of  Ground  Water  Directorate  of  the
MoWE and of the ABA.
The   consultant   had   not   considered   as   an   option   the   transfer   of   the   hydrogeological   network 
administration   to   the   Geological   Survey   because   it   does   not   appear   clearly   in   its   power   and
duties.   On   the   contrary,   the   powers   and   duties   of   ABA   and   of   the   Ground   Water   Directorate
allow them to be in charge of this function.
Option 1: Hydrogeological network administration assigned to Ground Water
Directorate of
Mz ow
Synthesis of the
option
Hydrogeological     network     administration     assigned     to     Ground     Water Directorate of MoWE
Implications of this
choice
Hydrogeological water points constructed (wells, boreholes, etc.) and monitoring equipment acquired on the frame of the "Detailed Groundwater Investigation and Monitoring of the Tana and Beles  Sub basins project" will be transferred to GW Directorate.
Need to organize Groundwater Branch Offices or delegate the monitoring of this  network  to another institution: Hydrology  Branch Offices or another institution (University, laboratories, etc.)
Need to set-up a MoU between ABA, Groundwater Directorate and Geological Survey to clarify  procedures  for data communication and use when HIS-BIS will be in place at ABA. This  MoU will have as  an appendix  the "Operational HIS BIS Procedures for Data and Information Sharing, Analysis and Dissemination"
Advantages
•
Disadvantages
No need to recruit staff for ABA for Hydrogeological team
Need to install Ground Water Branch Office or need to reach agreement with another institution locally (hydrology  branch office or other) which can be costly and time consuming
The   ABA   Basin   Information   Centre   will   depend   on   an external institution for these data
Risk  of difficulties  to reach agreement on the Memoir of Understanding and/or to have a non-satisfactory implementation of the terms of agreement
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Option 2: Hydrogeological network administration assigned to Abbay Basin
Authority
Synthesis of the
option
Hydrogeological    network    administration    assigned    to    Abbay    Basin
Authority 
—
Implications of this
choice
Hydrogeological water points constructed (wells, boreholes, etc.) and monitoring equipment acquired on the frame of the "Detailed Groundwater Investigation and Monitoring of the Tana and Beles  Sub basins project" will be transferred to ABA.
Need to set-up a MoU between ABA, Groundwater Directorate and Geological Survey to clarify  procedures  for data communication and use when HIS-BIS will be in place at ABA. This  MoU will have as  an appendix  the "Operational HIS BIS Procedures for Data and Information Sharing, Analysis and Dissemination"
Advantages
Disadvantages
No need to install Ground Water Branch Office or to reach agreement with another institution locally (hydrology branch office or other)
Need to recruit staff for ABA for Hydrogeological team
Increased guarantee for ABA Basin Information Centre that data will reach required reliability, rapid and easy access.
Risk  of difficulties  to reach agreement on the Memoir of Understanding and/or to have a non-satisfactory implementation of the terms of agreement
In line with decision of Proclamation 534/2007 (creation of River Basin Authority) which promotes  the basin approach and in line with central decision on ABA organization chart.
Consultant’s Recommendations
Based  on  the  specific  needs  identified  during  our  stakeholders*  consultation  and  field  visits  and according to the respective pros and cons, the consultant recommends going in for option 2.
5.5.2   Proposed Business Process for data collection and processing
5.5.2.1 Without transfer of hydrogeological network administration to
the Abbay Basin Authority
For this HIS Groundwater, the business process are the following:
►  The  Groundwater  Directorate  is  in  charge  of  data  collection  with  the  team  of  technicians  and field assistants and maintenance of all hydrogeological network,
►  The  SBBO  /  Hydrometric  Team  (or  HIC)  are  in  charge  of  hydrological  primary  processing based on the data provided by the Groundwater Directorate,
► The IMD of ABA HQ are in charge of hydrological secondary processing (basin wide)
► The IMD of ABA HQ are in charge of hydrological tertiary processing (Field of DSS).
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5.5.2.2 With transfer of hydrogeological network administration to the Abbay Basin Authority
For this HIS Groundwater, the business process are the following:
► The SBBO / Hydrometric Team (hydrogeologist) (or HIC) are in charge of data collection
with the team of technicians and field assistants,
► The SBBO / Hydrometric Team (or HIC) (instrumentation / maintenance technicians) are in
charge for maintenance of all hydrogeological network,
► The SBBO / Hydrometric Team (or HIC) are in charge of hydrological primary processing,
► The IMD of ABA HQ is in charge of hydrological secondary processing (basin wide)
► The IMD of ABA HQ is in charge of hydrological tertiary processing (Field of DSS).
The consultant provided pros  and cons  of each institutional options  for groundwater monitoring (refer to section 5.5.1). On this  basis, choice recommendations  were articulated. Therefore, the following diagram illustrates the business processes related the recommended option.
Figure 5-1: Groundwater data - business process
RAW DATA COLHCTIOH
Sub-Basin Branch Office
OATAEORMATIHG
(AlAfomul)
STORAGE
Internet dissemination
/■ «-       'J*1
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PROCrSSHIG AHO IHOIf Alons
ELABORATION (iKondand ll>l<d
______ piocenlng) ______________.)
STORAGE
LORMLAXOHRDCTURX
... wctoiib...
Design, Development & Support in Implementation & Operation of Basin Information System - Design Report Volume 2 Institutional and Organisational arrangements70
Ministry of Water & Energy — Tana and Beles Integrated Water Resources Development Project
6. HIS - Water quality monitoring network
detailed design - Stakeholders
6.1   Development of the study
The collection, monitoring, and analysis  of water quality  data will have a significant role in the implementation of the Ministry  of Water and Energy's  'Tana and Beles  Integrated Water Resources Development Project' (TBIWRDP).
For the Hydrological Information System - Basin Information System (HIS/BIS), it is  proposed that hydrometric  data gathered from numerous  stakeholder organizations  within the Amhara National Regional State (ANRS), the Benishangul Gumuz  National Regional State (BGNRS) and at the Federal level, will be acquired at regular intervals. Data will then be verified, analyzed, and disseminated to the Abbay  Basin Authority  (ABA), its  Sub-Basin Branch Offices  (SBBO), and other bodies.
The sharing of water quality  data will enable the ABA and SBBOs  to contribute to an Integrated River Basin Management and Development program. In this  section of the Design Report we provide a program for water quality monitoring improvements as a component of the HIS.
During the Inception Phase a review of water quality  monitoring assessment documents, reports and projects  within the Tana and Beles  basins  were made. Discussions  were held with, or information gained from, principal stakeholders.
The present Design Phase of the project prepares  a program for water quality  monitoring at key sites  (network). The proposed monitoring strategy  includes  institutional set-up recommendations, staff and training requirement with respect to the proposed business process, and a costs estimate.
6.2   Specific Stakeholders
The    presentation    of    the    legal    and    institutional    context    (section    1.1)    showed    that    the stakeholders specifically involved in water quality monitoring are:
►  Hydrology and Water Quality Directorate (MoWE) and its Hydrology Branch Offices
►  Geo Information and Information Technology Directorate (MoWE)
►  Groundwater Directorate (MoWE)
►  Geological Survey of Ethiopia (GSE)
►  Abbay Basin Authority and its Sub-Basin Branch Offices
►  Regional Bureaus of Water Resources (Amhara) and Water Resources, Mines and Energy (Benishangul Gumuz)
►  ANRS & BGNRS Regional Bureaus of Agriculture
These stakeholders' general duties  and responsibilities  were presented in section 1 1 of this report and their specific  mandates  with respect to water quality  monitoring are detailed in the following section (6.3).
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6.3  Analysis of main current institutional dysfunctions in
RELATION WITH FUTURE FUNCTIONS OF HIS/BIS
The first section will consist on a analysis  of mandates  based on legal and statutory  documents for the key  functions  of the HIS-BIS. The second section will identify  the main gap, overlap and duplication of effort. Further in this  chapter (section 8.5.1), different institutional arrangements for the HIS-BIS operation will be discussed based on the gaps  and overlaps  identified here below.
6.3.1   Scoping and analysis of mandates
This analysis is shown on the table on next page (Table 6-1).
6.3.2   Identification of main institutional dysfunctions
Analyzing   the   breakdown   of   mandates   with   respect   to   water   quality   management   (Table   6-1) brings the following conclusions:
►   The  technical  choices  related  to  the  development  of  a  water  quality  monitoring  fall  under  the responsibility  of  the  Ministry  of  Water  and  Energy  at  both  federal  and  regional  levels.  Indeed, water   quality   management   is   broke   down   to   several   bodies:   the   Groundwater   Directorate (MoWE)  is  in  charge  of  the  groundwater  quality,  the  Hydrology  and  Water  Quality  Directorate is   responsible   for   surface   and   groundwater   quality   management   and   finally   Regional   Bureaus of   Water   Resources   are   entitled   to   undertake   water   quality   management.   The   breakdown   of tasks  could  be  optimized  in  order  to  warranty   the  definition  of  standards  and  consistency  in measurement devices/guidelines at national level for both surface and ground water quality.
► Equipment procurement is a duty of the Ministry of Water and Energy. The MoWE is the
owner of the equipment.
►    The   Groundwater   Directorate   is   entitled   to   "establish   a   monitoring   system   that   will   help provide    information    regarding    the    quality    and    quantity    of    groundwater".    No    particular mandate   is   allocated   to   other   stakeholders   regarding   surface   water   quality   monitoring   except from    "Water   Quality   Management"   duties   given   to   H&WQD   and   BoWR.   No   permanently established   and   systematic   water   quality   monitoring   is   currently   carried   out.   The   information is       generated       through       occasional       measurement       campaigns       carried       out       through projects/studies  investigation  by  H&WQD,  GD,  GSE  and  BoWR.  Based  on  its  legal  mandates, the   ABA   is   also   entitled   to   undertake   this   function.   For   instance,   TaSBBO   initiated   regular water quality analysis campaigns in Tana Sub-basin.
►   Many   federal   and   regional  stakeholders  are  involved  in  data  collection,  validation,  proceeding and    storage:    Groundwater    Directorate    (?),    Hydrology    and    Water    Quality    Directorate,    Geo Information     and     Information     Technology     Directorate,     Abbay     Basin     Authority,     Regional Bureaus   of   Water   Resources   and   Geological   Survey   of   Ethiopia.   These   institutions   keep records    of    these    data    in    order    to    populate    their    own    databases    and    ensure    proper implementation   of   their   specific   mandates.   Therefore,   this   is   considered   as   a   duplication   of efforts that could be avoided though cooperation.
►    Water    Quality    data    dissemination    and    related    communication    systems    are    part    of    the responsibilities    of    the    Geo    Information    and    Information    Technology    Directorate    at    federal level   but   also   appears   among   ABA's   duties   at   basin   level.   To   be   more   precise,   the   Geo Information   and   Information   Technology   is   entitled   to   establish,   manage   and   disseminate   a national   hydrology   database   whereas   ABA   is   entitled   to   compile   and   disseminate   basin   level water    quality    information    for    planning,    administration    and    steering    of    water    resources. Appropriate     cooperation     appears     necessary     between     these     two     stakeholders     to     avoid duplication of efforts in this regard.
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Tdble 6-1: Breakdown of Mandates and Business Processes regarding water quality management
Breakdown of Mandates and Business Processes regarding water quality management
Key Functions
with respect to
HIS/BIS
implementation
and operation
Federal Level
River Basin Level
Regional Level (Both ANRS and BGRS)
Hydrology & WQ
Directorate and
Local Branch Offices
(MoWE)
Groundwater
Directorate
(MoWE)
Geo Information &
Information Technology
Directorate (MoWE)
Geological Survey
of Ethiopia (GSE)
Abbay Basin Authority
Subbasin Branch
Offices
BoWR
BoA
Technical choice
and
instrumentation procurement
- Establishing a water quality laboratory and providlnq
Instrumentation Property
laboratory services
- A River Basin Authority may develop and run its own data- monitoring network3
Observation network operation & maintenance / monitoring
- A River Basin Authority shall cooperate with relevant federal and regional bodies for installation and Improvement of effective data monitoring networks in the basin, may develop and run its own data- monitoring network3 (Information
Management
Department)
- Any ABA's powers and
duties 
regarding observation networks monitoring which may be delegated by ABA Head Quarters to ABA SBBO. (Information Management
Unit)
Data collection and transmission
- To conduct detail ground
water
investigation In large scale (which includes but not limited to: geophysical Investigation, drilling, pumping test analysis, water quality determination...) and prepare and provide the necessary documents to the customers2
- Undertake Water Quality management
Data proceeding and validation / Data Quality
- Collect, organize, process, analyze, interpret and store In database all hydrometric data related to surface and ground water
- Collect, compile, analyse, and
disseminate information for proper planning, administration and steering of water
- Collect, compile, analyse, and disseminate information for proper planning, administration and steering of water resources in the
- Any ABA's powers and
duties 
regarding observation networks monitoring
- Supervise the implementation of directives in cooperation with the concerned bodies issued regarding the control of damage caused by the depletion of natural resources and the prevention of water soil and air pollution in the region formulate and Implement soil and water conservation strategies
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Breakdown of Mandates and Business Processes regarding water quality management
Key Functions
with respect to
HIS/BIS
implementation
and operation
Federal Level
River Basin Level
Regional Level (Both ANRS and BGRS)
Hydrology & WQ
Directorate and
Local Branch Offices
(MoWE )
Groundwater
Directorate
(MoWE)
Geo Information &
Information Technology
Directorate (MoWE)
Geological Survey
of Ethiopia (GSE)
Abbay Basin Authority
Subbasin Branch
Offices
BoWR
BoA
Data analysis
(HDAs)
quality1
Data storage and historical data management 1 Archiving
which may be delegated by ABA Head Quarters to ABA SBBO. (Information Management
Unit)
Data   dissemination and exchange
- Collect,
organize, process, analyze, interpret and store in database all data related to ground water quantity and
quality1
resources of the
1
country .
basin3,4.
(Information
Management
Department)
•The text included in this chort is extracted from official documents (various proclamations, regulations, and officiol mandates) that have been provided by the relevant stakeholders during the Stakeholders Needs and Business Processes Anolyses
1 Extracted from 'Organisational Structure and Manpower Planning' document, 2010, Government of Ethiopia 2 Extracted from Proclamations No. 230/1982 and No. 194/2000
3 Extracted from Proclamation No.534/2007
4 Extracted from Regulation No. 158/2008
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6.4    Identified Needs
The inception phase and the existing situation review have shown that the main identified needs related to water quality monitoring is to review and optimize the institutional set-up and business processes  defining duties  and responsabilities  regarding equipment procurement, network operation and maintenance, data collection, validation, analysis  and dissemination among the different involved stakeholders.
6.5    Proposed Improvements
6.5.1 Proposed institutional set-up and related action plan
The 3 options identified by the consultants are proposed in the following part. In each case, the ABA/ SBBO will be in charge of the samples.
Option 1: performed fully by ABA/ SBBO
Synthesis of the
option
ABA/SBBO is responsible for the whole process with his own equipment and laboratory
Implications of this choice
Purchase  all  the  equipment  for  each  SBBO  (in  situ  and  laboratory equipments)
Install a reference laboratory for each Sub-Basin Branch Office Recruit sampler agent and chemists for the laboratory
Train the sampler agent and the chemists
Advantages
Disadvantages
ABA  will  have  the  mastery  of  the  entire chain of analysis by the SBBO
High cost of implementation
Possibility of creating a reference analysis office close to the basin
No use of existing resources
Limit  the  time  to  transfer  samples  to  the laboratory (especially for Beles basin)
Risk of timely implementation
Allow to SBBO to perform other rapid water quality control in case of emergency
Limit  the  set  up  of  a  reference  laboratory  in Assosa
Permit     to     start     quickly     with     field equipments
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Option 2: performed jointly by ABA/ SBBO and Reference laboratory
—-------------------
1------------------------ ------------------------------------------------------------------------------------------------------------------------------- -
Synthesis of the
option
ABA/SBBO in charge of baseline parameters analysis
ABA/SBBO in charge of the bacteriological analysis
A reference laboratory in charge of other analysis (Metals, pesticides etc...)
Implications of this choice
Purchase equipment for each SBBO (in situ and spectrophotometers) Install a small laboratory for each Sub-basin Branch Office
Recruit sampler agent who is also chemist for the analysis
Bring the samples to the reference laboratory of the zone
Train the sampler agent
Strengthen the reference laboratory (Human resources, equipment and training)
Advantages
Disadvantages
Permit to start quickly the monitoring network with field equipments
Partial uses of existing laboratory resources in the Tana Basin
Mastery of the baseline parameters in chain of analysis for the SBBO
Limit the set up of a "reference regional
laboratory" which is important in a global view.
Possibility of creating an analysis office close to the basin
Limit  the  initial  investment  to  set  up  the network in a baseline level
Limit  the  time  for  transfer  samples  to  the laboratory (especially for Beles basin)
Allow the set up of a reference laboratory in Assosa-
Allow  the  SBBO  to  performed  other  quick water quality control in case of emergency
Option 3: performed fully by reference laboratory under the management of ABA/
SBBO________________ _______________________________________
ABA/SBBO in charge of in situ analysis
Synthesis of the option               Reference laboratory in charge all the analysis with his own equipment and laboratory
Purchase field equipments for each SBBO (in situ)
Recruit sampler agent
Procedures to be set up to bring in short time period the samples Implications of this choice to the reference laboratory of the zone
Train the sampler agent
Strengthen    the    reference    laboratory    (Human    resources,
equipment and training)
Advantages
Disadvantages
Very limited initial investment for the SBBO
No mastery in chain of analysis for the SBBO
Quickly operational in Tana Basin
Long time of implementation for Beles basin
Allow to set up a "regional laboratory" for Beles area
High constraint to bring quickly the samples to the laboratory (especially for Beles)
No reference analysis office close to the basin for Beles area
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Volume 2 Institutional and Organisational arrangementsMinistry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
Consultant’s Recommendations
Based  on  the  specific  needs  identified  during  our  stakeholders*  consultation  and  field  visits  and according to the respective pros and cons, the consultant recommends going in for option 2.
For the water media
77
Sub
Basin
Selected
option
Most important implication of this choice
Short term
Set up an analysis office in TaSBBO at Bahir Dar
Tana
Option 2
Medium
term
Strenghten the reference  laboratory in Bahir Dar and start specific analysis (pesticides, metals etc...)
Obtain     an     international     accreditation     for     the laboratory
Long term
none
Short term
Set up an analysis office in BeSBBO at Pawe
Beles
Option 2
Medium
term
Set  up  a  reference  laboratory  in  Assosa  and  start specific analysis (pesticides, metals etc...)
Long term
Obtain  an  international  accreditation  of  the  Assosa laboratory,
For the sediment Media
Sub
Basin
Selected
option
Justification of this choice
■
Tana
Beles
Samples made by SBBO Analysis made by the EPA in Addis Ababa
Actually, only the Addis Ababa EPA is able to analyze a good scope of parameters on the sediment media. Those analysis are made every 3 years. The external conditions of transport are easy and acceptable to send the samples in Addis Abeba.
6.5.2   Definition of the Business Processes
6.5.2.1 Definitions
According to the purposes of the water quality monitoring network, the processes can be divided into 4 parts:
Table 6-2: Data processes definition
Sub process
Definition
Field processing
The field  process  is  related to data acquisition in the field and data
Input in the HIS Database (DAPS)
First processing
This process is related to data analysis and valuation at the "station level"
Second processing
This  process  is  related  to  data  analysis  and  valuation  at  the  "basin level"
Third processing
This process is related to data modelling at the "basin level"
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6.5.2.2     Proposed Business Process for data collection and processing
6.5.2.2.1      With transfer of water quality monitoring to the Abbay Basin Authority
For this HIS Water Quality, the business process are the following:
► The SBBO / Hydrometric Team (or HIC) is in charge of sampling, in situ analysis, baseline parameters   analysis,   bacteriological   analysis   and   other   analysis   (Metals,   pesticides,   etc...) (water quality field and primary processing),
► The IMD of ABA HQ is in charge of water quality secondary processing (basin wide)
► The IMD of ABA HQ is in charge of water quality tertiary processing (Field of DSS).
6.5.2.2.2      Joint management of water quality monitoring between the Abbay Basin Authority
and a Reference Laboratory
For this HIS Water Quality, the business process are the following:
► The SBBO / Hydrometric Team (or HIC) is in charge of sampling, in situ analysis, baseline parameters analysis, bacteriological analysis (water quality field and primary processing),
► The reference laboratory is in charge of additional analysis (Metals, pesticides, etc ..)
► The IMD of ABA HQ are in charge of water quality secondary processing (basin wide)
► The IMD of ABA HQ are in charge of water quality tertiary processing (Field of DSS).
6.5.2.2.3       With transfer of water quality monitoring to the Reference Laboratory
For this HIS Water Quality, the business process are the following:
► The SBBO / Hydrometric Team (or HIC) is in charge of sampling and in situ analysis (field processing),
► The reference laboratory is in charge of baseline parameters analysis, bacteriological analysis and other analysis (Metals, pesticides, etc...) (primary processing)
► The IMD of ABA HQ are in charge of water quality secondary processing (basin wide)
► The IMD of ABA HQ are in charge of water quality tertiary processing (Field of DSS).
The consultant provided pros  and cons  of each institutional options  for water quality  monitoring (refer to section 6.5.1). On this  basis, choice recommendations  were articulated. Therefore, the following diagram illustrates the business processes related the recommended option.
Design. Development & Support in Implementation & Operation offta. , T-------------- ------------------------
Volume 2: Institutional and Org
an salional .... "
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arrangementsMinistry of Water & Energy - Tana and Beles Integrated Water Resources Development Project Figure 6-1: Water quality data - proposed business process
79
SAM PUNGS BASIC ANALYSIS
-Basin Branch Office
DATA FORMATING
(ARA Format)
Reference
Laboratory
ANALYSIS
I
FIRST PROCESSING AND VALIDATION
____________________1
STORAGE
----------------■ iHPUTFir ’ * -
nl____________________ ______ ______
—
STORAGE
Abbay Basin Authc rity
[ CtHTRAUZATWH/OISSCMIKATION |
Internet dissemination
PROCESSING ANO INDICATORS
ELABORATION (second And third
processing)
STORAGE
REF EREN TULLS, STANDARDS,
NORMS AND STRUCTURE OF
__________________
6.5.2.3   Steering of water quality monitoring
A steering committee for the quality measurement network will be constituted. It will incorporate all the partners of the ABA, a representation of donors and people from research. The meetings of this  steering committee will be scheduled throughout the year and the orientation for the implementation of the network for monitoring water quality will be set out and planning of quality measurement campaigns be defined. They must be watchful for the validity of the results.
We felt it useful to emphasize the urgent need to have strong steering of quality measurement network and to specify the elements required in order to implement this network and develop it over time.
In our opinion, water quality  measurement should not only  be based on technical and methodological tools but also on strong steering by the ABA. That way, it would be durable, and positioned as a real help to decision making for all partners of the Basin. In this context, it seems essential to initialization of the measurement network, to establish a strategic steering committee in which partners  from academia take an important part in validation of results, and recommendations about future directions for the future of the water quality monitoring network. The steering committee aims to:
►  discuss the progress of the implementation of the network
► validate the results obtained
►  propose new guidelines for monitoring the network
►  propose further studies to improve the monitoring network
► discuss problems and to provide solutions.
The steering committee has to meet at least twice a year and must take into account scientific and technical partners (researchers and field samplers) from all areas involved in the Abbay basin.
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Ministry of Water & Energy-Tana and Beles Integrated Water Resources Development Project
Similarly, it is necessary to hold meetings at least annually, among all field samplers so that
sampling techniques are compared and errors are corrected. Refresher sessions should be provi
to learn sampling and analysis of river water.
The ABA will carry  a great responsibility  in the dissemination of information and facts  to enable partners  and technical staff to ensure proper functioning of quality  measurement network. Also, it is  essential that the ABA communicates  all the technical manuals  to its  partners  and also all associated references  (station sheets, on-site analytical protocol, sampling methods, etc.). This dissemination of information is  primarily  intended for technical staff and more widely  to staff with direct link  to the measurement network, but it seems  equally  important that the ABA make this information available for wider consultation.
Other communication should be conducted (access  to download sampler's  technical manual, provision of safety  precautions  for collection and dissemination of popularized elements  on the parameters of water quality, etc.)
In this context, the ABA shall also be responsible for the quality of data that are reassembled by the field technical staff. It needs  to develop competent human resources  fully  dedicated to this issue, to control quality of results. The ABA may also consider building on the structures of regional research in order to support it in its efforts to improve the quality of information. This aspect would increase its credibility with partners.
From our point of view, before moving from a new monitoring phase, the following conditions must be met:
►   The  steering  committee  has  to  be  operational  and  involved  in  discussions  about  the measurement network,
►  A coordinator must be in place and attached to the ABA, and a sampler agent for each sub basin  must  be  trained  to  the  quality  measurement  network  mastering  techniques  of sampling  and  analyzing  water,  and  means  of  centralization  and  data  mining  must  be mastered also,
►   The  sampling  teams  have  to  be  operational  and  have  effective  tools.  They  will  have perfectly  mastered  sampling  and  analysis  of  water  techniques  and  be  able  to  train  other sampling officers,
►   Technical  (hardware,  software,  etc.)  and  financial  resources  for  achieving  the result must be acquired and associated training provided,
► The results acquired during the initial phase have to be validated, from a scientific point of view, by the steering committee,
► All details are released by the BIS
All  these  organizational  conditions  are not  to be overlooked  and are  themselves  an  issue in  the implementation of water quality measurement network.
This   steering   committee   will   be   the   main   coordinator   among   the   water   oualitv   involved stakeholders, as shown in the following figure:                                                                         Y
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Volume 2 Institutional and Organisational arrangementsMinistry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
81
Figure 6-2: Water quality steering committee role
i*............................
: Universities and
: research centers
ODO
□□□ □OD
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ihlr Dar
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Ethiopian Protection
Agency (EPA)
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□□□ □□□
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University of Gondar
(ba an pa ria mart)
I
Arco.co an avuaireoan
cr> nc tra cf me tun
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<vatar quaJty
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Abbay Basin Authority
Lahore tones $
Branchs and fields offices
Watar Qua:<> tamp r\j ava
in atj ina\ki
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Volume 2: Institutional and Organisational arrangements2
Ministry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
6.5.2.4 Organization of seminars on the water quality monitoring network
We propose organizing regular information seminars on the network managed by ABA and SBBO, and the goals, prospects and first results. These seminars are intended for.
► Members of the ABA,
► Samplers,
► Partner laboratories,
► National agencies responsible for water quality,
► Institutes and research organizations,
► International donors,
6.5.2.5   Establishment of a partnership with the Universities
To improve the knowledge and practices and to determine new standards for Ethiopia, we stress this important goal. In our view it could be a real asset for the water quality monitoring network. It will offer the guarantee of a large stakeholder involvement and be a key to better understanding the geochemical functioning of the water quality in Ethiopian rivers and aquifers. It is an important step.
6.5.2.6    Regular training of the sampler agents and chemists
Each year the sampling practices should be assessed by the ABA. The ABA should give a training session to sampler agents. It will increase the durability of the system.
6.5.2.7 Regular cross calibration between the laboratories
Every year, ABA should do an assessment of laboratory practices. One way is to give the same sample to each laboratory to compare the results. It will give more weight to this approach if an international laboratory from another country can be involved in this way (for example partnership with a Canadian or French laboratory).
6.5.2.8    Initialization of Bio-Monitoring
During  the  first  step  of  the  water  quality  monitoring  network,  we  recommend  starting  a  doctoral thesis about the network. In our view the Bahir Dar and/or Gondar University should play this role.
The short / medium term objectives will be:
► To set up a well-adapted and easy to use sampling method for the Abbay (may be extended to the Nile),
► To sample, to determinate and to identify the macro-fauna of the area,
► To write a reference book about the Abbay (or Nile) macro-fauna that can be used by every taxonomist of the basin,
► To define a biological valuation methodology about Abbay macro-fauna
The overall objective is to define the framework for the biological assessment of the Abbay sub basin.
6.5.2.9 Defining Ethiopian environmental norms for water quality
In the same approach as in Bio Monitoring, it is important to define environmental standards about environmental health. These norms should be established according to the natural bio-oeooranhiral context of the Abbay  sub-basin. A step has  already  been proposed with our first Xork  on thJ definition of the Bio-geographical context. In our view this  work  should be led bv  thp fpa
(according to their actual mandate). We recommend close work with the Universitv nf
r.
and  the  University  of  Gondar  to  facilitate  the  research  studies  focused  on  these  envimXml^i
norms.
environmental
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7. HIS - Ecology/Environment monitoring network detailed design - Stakeholders
7.1   Introduction
The collection, monitoring, and analysis  of environmental and ecological data will have a significant role in the implementation of the Ministry of Water and Energy's 'Tana and Beles Integrated Water Resources Development Project' (TBIWRDP).
For the TBIWRD Subcomponent Al: the Design, Development & Support in Implementation & Operation of a Basin Information System (BIS), it is  proposed that environmental data gathered from numerous stakeholder organizations within the Amhara National Regional State (ANRS) and at the Federal level, will be acquired at regular intervals. Data will then be verified, analyzed where this required, and disseminated to the Abbay Basin Authority (ABA), its Sub Basin Branch Offices (SBBO), and other bodies.
The sharing of environmental data will enable the ABA and SBBOs to contribute to an Integrated River Basin Management and Development program. In this section of the Design Report we provide a program for environmental and ecological monitoring as a component of the HIS.
7.2    Development of the study
During the Inception Phase a review of known environmental assessment documents, reports and projects  within the Tana and Beles  basins  were made. Discussions  were held with, or information gained from, principal stakeholders. Field visits were made to various parts of the Beles  and Tana catchments  (the latter one being locally  termed the 'Tana Corridor') and knowledge of this area gained in past few years was utilized to prepare this design.
The present Design Phase of the project prepares a program for environmental and ecological monitoring at key sites (network). Where possible, the locations of appropriate older data will be used and this will be the case for vegetation surveys made by Prof. Zerihun Woldu in the Tana basin, and aquatic biology surveys made in the Beles basin and Lake Tana by Dr Seyoum Mengistou. Thus, often the future monitoring program will have to start from fresh at a new baseline. Closer links were made with stakeholders and the other specialist members of the BIS team, in order to be coordinated with their own monitoring programs.
7.3   Specific stakeholders for environnemental monitoring
The   presentation   of   the   legal   and   institutional   context   (section   1.1)   showed   that   the stakeholders specifically involved in environmental monitoring are:
►  Amhara Bureau of Agriculture and Rural Development (ANRS BoA)
► Amhara Region Agricultural Research Institute (ARARI)
► Amhara Environmental Protection, Land Administration & Use Bureau (EPLAUB)
►  Amhaa Design and Supervision Works Enterprise (ADSWE)
►  Fishery and other Aquatic Life Research Center, Bahir Dar
►  Bahir Dar Fisheries and Agriculture Research Center, University of Bahir Dar
►  Environmental Impact and Community Development Directorate - MoWE (EI&CD Directorate)
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These stakeholders' general duties and responsibilities were p^ent^
report  and  their  specific  mandates  with  respect to  env.ronmental  monitoring are  detailed following section (7.4).
7.4       Analysis  of  main  current  institutional  dysfunctions  in RELATION WITH FUTURE FUNCTIONS OF HIS/BIS
The first section will consist on a analysis of mandates based on legal and statutory documents for the key functions of the HIS-BIS. The second section will identify the main gap, overlap and duplication of effort. Further in this  chapter (section 7.5), different institutional arrangements for the HIS-BIS operation will be discussed based on the gaps  and overlaps  identified here below.
7.4.1  Scoping and analysis of mandates This analysis is shown on the table on next page (Table 7-1).
'detailed in the
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Table 7-1: Breakdown of Mandates and Business Processes regarding environment and ecology
Key Functions with respect to
HIS/BIS implementation and
operation
Breakdown of Mandates and Business Processes regarding environment and ecology
Federal Level
River Basin Level
Regional Level (Both ANRS and BGRS)
EI&CD Directorate
EPA
Abbay Basin Authority
SubBasin Branch Offices
Board
EPLAUB
Technical choice and instrumentation procurement
Instrumentation Property
-  A  River  Basin  Authority  may develop and run its own data-
monitoring network1
Observation   network  operation & maintenance / monitoring
- A River Basin Authority shall cooperate with relevant federal and regional bodies for installation and improvement of effective data monitoring networks in the basin, may develop and run its own data-monitoring network1
(Information Management Department)
- Any ABA s powers and duties regarding observation networks monitoring which may be delegated by ABA Head Quarters to ABA SBBO.
(Information Management Unit)
Data collection and
transmission
Data proceeding and validation / Data Quality
Data analysis (HDAs)
- Supervise the implementation of directives in cooperation with the concerned bodies issued regarding the control of damage caused by the depletion of natural resources and the prevention of water soil and air pollution in the region formulate and Implement soil and water
conservation
strategies
Data storage and historical data management / Archiving
- Any ABA’s powers and duties regarding observation networks monitoring which may be delegated by ABA Head Quarters to ABA SBBO.
(Information Management Unit)
Data dissemination and
exchange
- Collect, compile, analyse, and disseminate environment, ecology and
community development (AIDS, Gender, etc) information for proper planning, administration and steering of water resources
- Establish a system to organize a database for environmental data ;
- collect, analyze and disseminate information to users
- Develop systems that enable to evaluate environmental Impact and follow-up & monitor its Implementation
- Rehabilitation of degraded ecological areas
- Collect, compile, analyse, and disseminate Information for proper planning, administration and steering of water resources In the
basin1,2.
(Information Management Department)
- Establish a system to organize a database for environmental data ;
- collect, analyze and disseminate information t< users
- Develop systems that enable to evaluate environmental impact and follow-up & monitor its
- Rehabilitation of degraded ecological areas
'The text Included in this chort Is extracted from official documents (various proclamations, regulations, and official mandates) that have been provided by the relevant stakeholders during the Stakeholdei Needs and Business Processes Analyses
1 Extracted from Proclomotion No. 534/2007
2 Extracted from Regulation No. 158/2008
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7.4.2 Identification of main institutional dysfunctions
Analysing the breakdown of mandates with respect to environment and ecology management (Table 7-1) brings the following conclusions:
►  The  technical  choices  and  equipment  procurement  related  to  the  development  of  a environment and ecology monitoring fall under the responsibility of the Ministry of Water and Energy. The MoWE is the owner of the equipment.
► As far as the establishment of a monitoring strategy (sampling and indicators analysis) is concerned, no stakeholder is entitled to strictly handover such a regular monitoring. The NRS Bureau of Agriculture is entitled to "supervise the implementation of directives In cooperation with  the  concerned  bodies  regarding  the  control  of  damage  caused  by  the  depletion  of natural resources and the prevention of water soil and air pollution in the region, formulate and  implement  soil  and  water  conservation  strategy.  ",  what  can  be  considered  as monitoring  of  ecological  indicators.  BoA  and  some  other  stakeholders  (ARARI,  EPLAUB, Fisheries and Aquaculture Research Center, Fishery and Other Aquatic if Research Center are although involved in environment/ecology monitoring through selective projects whose aims cover ecological indicators assessment. Based on its legal mandates, the ABA is entitled to undertake  the  establishment,  operation  and  maintenance  of  this  environment  and  ecology monitoring  strategy.  For  instance,  TaSBBO  initiated  regular  soils  and  sediments  analysis campaigns in Tana Sub-basin.
►  On  the  contrary,  many  federal  and  regional  stakeholders  are  involved  in  data  collection, validation,  proceeding  and  storage:  Environment  Protection  Authority,  NRS  bureaus  of EPLAUB and NRS bureaus of Agriculture have the duty to establish a system to organize a environmental  and  ecological  database  and  compile  related  data  in  order  ensure  proper implementation of their specific mandates. Therefore, this is considered as a duplication of efforts that could be avoided though cooperation.
► Environment and ecology data dissemination and related communication systems are part of the responsibilities of the EPA at federal level and of the NRS bureaus of EPLAUB at regional level.  ABA  is  entitled  to  compile  and  disseminate  basin  level  environment  and  ecological information   for   planning,   administration   and   steering   of   water   resources.   Appropriate cooperation appears necessary between these stakeholders to avoid duplication of efforts in this regard
7.4.3   Institutional arrangements to be proposed
The main issue is to decide on the institution to administer the environment/ecological network in the future when ABA HQ and SBBO will be in place. Indeed, ecological monitoring is wide and available expertises are spread between several institutions both at National and Regional Level (AA & BD Universities, BoA, EPLAUB, Fisheries, Research Institutes). Based on this assessment, the consultant attempted to gather every available competence for each ecological indicator to be monitored in order to design and establish virtual expertise & monitoring units  under the joint management of ABA and other relevant institutions.
The consultant had not considered as  an option the transfer of the full ecological network administration to EPLAUB because it does not appear clearly in its power and duties. On the contrary, the powers and duties of ABA allow them to be in charge of this function.
Therefore, a monitoring unit and related institutional arrangements will be suggested for each indicator to be managed (refer to section 7.5).
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7.5    Proposed institutionnal improvements
7.5.1 Aquatic Ecology - Fauna, Flora and Ecosystems
All the work needs to be assessed using the latest quantitative field techniques, and added into the Ecopath model. Around Lake Tana the work should be coordinated by a joint Lake Tana task force managed by the Biology Departments of the University of Bahir Dar and University of Addis Ababa, and also the Fishery and Other Aquatic Life Research Center, Bahir Dar. All of these have many years of experience studying and monitoring the waters of Lake Tana and the Nile. Key focal point contact is Dr Seyoum Mengistu at Addis Ababa University. A flow chart for the proposed project initiatives is shown in Figure 7-1. An Aquatic Ecology (fauna - flora) Unit should be set up in Bahir Dar to manage data and implement projects. This is likely to be within the existing aquatic research institutions in Bahir Dar with support of AA university.
Figure 7-1: Aquatic Ecology (Fauna & Flora) Monitoring flow chart
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7.5.2    Terrestrial Ecology Fauna
Bird counts have been coordinated by the Ethiopian Wildlife and Natural History Society (1996) and it is recommended this continues. The collaborative support of BirdLife International is very Important to maintain the continuity  of these surveys. The project will need to contact the EWNHS, to seek their cooperation in making future surveys and providing data to the BIS and other stakeholders. The Biology Department of Addis Ababa University should be contracted to conduct a study of frog populations in wetlands, and larger mammals in the Beles, every five years. A flow chart for the proposed project initiatives  is  shown in Figure 7-2. A Terrestrial Ecology (fauna) Unit should be set up to manage data and implement projects.
Figure 7-1: Terrestrial Ecology (Fauna) Monitoring flow chart
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7.5.3    Terrestrial Ecology Flora
Previous surveys have been made by university researchers, such as Prof. Zerihun Woldu of the Department of Botany, Addis  Ababa University, and this  trend should be continued with botanical experts brought in from the universities and especially the National Herbarium (Addis Ababa) to make the survey. The coordinating body  for this  assessment though should be the land cover unit that is suggested will be placed in the BoA. Mt Choke is little known at present and some ongoing research for a PhD has just started (Addis Ababa Univ) that will provide a long transect through this  area. A flow chart for the proposed project initiatives  is  shown in Figure 7-3. It is suggested that a Terrestrial Ecology (Flora) and Land Cover Unit be set up in BoA to perform these tasks.
Figure 7-2: Terrestrial Ecology (Flora and Land Cover) Monitoring flow chart
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7.5.4    Agricultural Land Use
We propose therefore that the ANRS and the TB BIS establishes a unit that will provide this accurate picture for land cover (necessarily linked to land use). It is recommended that the GIS capability  of the BoARD is upgraded to handle the acquisition and processing of data, with additional staff to process all new data and pass it to the BIS. Necessarily, the Amhara Design and Supervision Works  Enterprise (ADSWE), and Amhara Environmental Protection, Land Administration & Use Bureau (EPLAUB) will be closely associated with this project and share the workload. A flow chart for the proposed project initiatives is included in Figure 7-4. A Land Use / Land Degradation Unit in BoARD should be set up to manage data and feed information top the BIS.
7.5.5    Land Cover Changes
We propose therefore that the ANRS and the TB BIS establishes a unit that will provide this accurate picture for land cover (necessarily  linked to land use). As  for the land use assessments it is suggested that BoARD is the key body for coordinating this work: it is here that the raw data on land cover is acquired from the regions. ADSWE and EPLAUB will be closely associated with the assessments, share the workload, and given the large areas  involved, perhaps with one having responsibility for the Tana and the other for Beles at first: later the activities in the Beles will need to be based in that area. A flow chart for the proposed project initiatives is included in Figure 7-3. Within BoA it is suggested that a Land Cover Unit be set up to perform these tasks.
7.5.6    Soils and Land Degradation
The Bureau of Agriculture in Bahir Dar should be the coordinating body for soil work relating to land degradation. ARARI also may have research interests at sites which could be utilised: a refined search of work will be made post-inception. The soil and water laboratory of the Amhara Design and Supervision Works Enterprise (ADSWE) aims to become a regional hub of excellence for analytical work. Being an Enterprise analytical work has a cost to the customer (currently EPLAUB, ARARI, BoA and others). A flow chart for the proposed project initiatives is shown in Figure 7-4. Within BoA it is suggested that a Land Use and Land Degradation Unit be set up to perform these tasks.
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Figure 7-3: Soil Management and Land use Monitoring flow chart
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7.5.7 Air Quality
EPLAUB would be the normal body responsible for data collection and analysis. The topic would make for useful MSc and PhD research topics, at the University of Bahir Dar or another research group. A preliminary work plan flowchart is shown in Figure 7-5. An Air Quality Unit would need to be established and could be combined with the meteorological data collection network upgrading.
Figure 7-4: Air Quality Monitoring flow chart
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8.   BIS  -  Information  collection  and  dissemination
- Existing situation analysis
8.1     Analysis  of  aaain  current  institutional  dysfunctions  in RELATION WITH FUTURE FUNCTIONS OF HIS/BIS
8.1.1  Scoping and analysis of mandates This analysis is shown on the table on next page (Table 8-1).
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Table 8-1: Breakdown of Mandates and Business Processes regarding Basin Information Management
Breakdown of Mandatesand Business Processes regarding Basin Information Management
Key Business
Processes with
respect to HIS/BIS
implementation and Hydrology & WQ
Federal Level
River Basin Level
Water Utilization and
operation          1  Directorate and Local       Permits Administration
Geo Information & Information
Technology Directorate (MoWE)
National Meteorology
Agency HQ and Branch
Offices
Central Statistics Agency             Abbay Basin Authority
SubBasin Branch
Offices
Regional Level (Both AN RS and BGRS)
i
BoWR EPLAUB BoFED j
Branch Offices (MoWE)
Directorate (MoWE)
Water Uses and
contextual data
collection
Monitoring water resources activities that t is up to the permits given and take corrective actions;
- Collecting , organizing , developing and updating data base management system of water resources professionals,
practitioners, consultants and contractors;
- Store / Collect data regarding basins that have been studied and in coordination with other relevant organs update the same
- i. Collect and cause the collection of statistical data through censuses, sample surveys, administrative records and continuous registration, process, compile analyze, publish and disseminate the results thereof
- A River Basin Authority has to be provided by any person with information that is found useful for the BIS  (Water resources Administration Department)
1
- Any ABA's powers and duties regarding BIS key business processes which may be delegated to
SBBO.
(Information Management Unit/ Basin Information Centre)
- Collect actual water uses data at subbasin level
(Information Management Unit / Water Resources Administration Unit)
- Undertakes irrigation operation, administration and control activities of the Bureau.
- Administers the water resources potential of the region and ensures its conformity with the national as well as regional development
plan
- Collects, organizes. Interprets and analyzes water resources data
- Provides licenses and permits for the water resources construction and consulting firms
- Establish a system to organize a data base for environmental
land
administration and use of the region and collect and analyze and disseminate Information to the users
- It collects information about the region's
natural resources, production, population, science and technology distribution and transfer
for
concemed bodies.
Tertiary Level
Processing:
modelling (Water
allocation, DSS,
Flood early warning)
- Using hydrological modeling to predict floods, provide early warning and provide, as necessary statements and recommendations for those (bodies) that are concerned;
- Develop and use a river basin model in order to guide and support its basin water resources strategic planning and water
administration functions1,2
(Information Management Department / Basin Information Center)
Spatial Data
Processing
- Organize GIS, remote sensing, cartography services and provide the services; update GIS data
- Every River Basin Authority shall develop and use management oriented basin information system .
- A basin information system shall encompass the quantity and quality of water resources of the basin, the aquatic ecosystem of the basin, the level of the water demand within the basin, the existing and planned major water infrastructures, the main interventions or projects that may have impact on the water resources, the existing water uses and stakeholders of the
basin1.
(Information Management Department / BIC)
1
1
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River Basin Level
Regional Level (Both ANRS and BGRS)
1
Central Statistics Agency
Abbay Basin Authority
SubBasin Branch
Offices
BoWR
EPLAUB
BoFED
- Collect and cause the collection of statistical data through censuses, sample surveys, administrative records and continuous registration, process, compile analyze, publish and disseminate the results thereof
A River Basin Authority shall have to address adequately the issue of data harmonization at federal level, while developing and using the BIS .
- A River Basin Authority shall provide stakeholders with information in the BIS1. (Information Management Department  /  Basin  Information Center)
3
- Establish a system to organize a data base for environmental
land
administration and use of the region and collect and analyze and disseminate information to the users
n
provided by the relevant stakeholders during the Stakeholders Needs and Business Processes Analyses
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8.1.2 Identification of main institutional dysfunctions
Analyzing  the  breakdown  of  mandates  with  respect  to  Basin  Information  Management  (Table  8-1) brings the following conclusions:
►          Depending  on  the  type/nature  of  data,  many  stakeholders  compile  data  relevant  to  the  BIS. The   water   uses   stocklisting   and   administrations   are   undertaken   by   the   Water   Utilization   and Permits  Administration  Directorate  (MoWE).  According  to  ABA's  mandates,  this  function  is  likely  to be  taken  over  by  ABA  at  basin  level  in  the  near  future.  Regarding  contextual  data  collection,  the responsible  institutions  are  the  Geo  Information  and  Information  Directorate  (MoWE)  and  Central Statistics  Agency  at  national  level  and  NRS  bureaus  of  Agriculture,  Water  Resources  and  Finance and  Economic  Development  at  regional  level.  These  institutions  are  potential  data  provider  to  ABA, which  is  in  a  position  to  be  provided  such  data,  regarding  its  mandates  C'a  River  Basin  Authority has   to   be   provided   by   any   person   with   information   that   is   found   useful   for   the   BIS*).   The exhaustive  list  of  required  data  and  suggested  business  processes  to  arrange  data  sharing  will  be presented in following next chapters: 8.3. Data Inputs & 9.Proposed institutional arrangements.
►           As   far   as   water   resources   modelling   is   concerned,   the   Hydrology   and   Water   Quality Directorate  is  responsible  for  modelling  related  to  flood  prediction  and  early  warning  wheras  ABA  is entitled  to  "develop  and  use  a  river  basin  model  in  order  to  guide  and  support  its  basin  water resources   planning   and   administration*.   This   breakdown   of   missions   appears   coherent   to   the consultant,  even  if  the  flood  forecasting  center  related  to  Tana  subbsin  could  be  delegated  to TaSBBO medium-term.
►           Geo   Information   and   Information   Technology   Directorate   is   responsible   for   spatial   data processing   ("GIS,   remote   sensing   and   cartography   services*)   at   national   scale.   Through   the development  of  a  sound  Basin  Information  System,  ABA  is  legitimate  to  undertake  such  activities at  basin  level.  This  breakdown  of  missions  does  not  appear  to  be  a  source  of  conflict  to  the consultant.
► Geo Information and Information Technology Directorate are entitled to disseminate MoWE-
owned data at national level. Through the development of a sound Basin Information System, ABA
is also legitimate to make available data included in the BIS. If this breakdown of missions does 
not appear to be a source of conflict regarding water data, the dissemination of meteorological
data, national statistics and economic indicators could interfere with NMA's, CSA's and NRS
Bureaus of Finance and economic development mandates.
8.1.3  Proposed action plan
Operational guidelines  are suggested In section 9.2.3, as  a framework  to re-organize and optimize BIS-related data flows: (among which data collection): "Operational HIS-BIS Procedures  for Data and Information Sharing, Analysis and Dissemination'1
8.2    Proposed institutional set-up and related action plan
Responsabilities  of BIC for the BIS management are described below. These tasks  are detailed on the internal businesses  for HIS/BIS system implementation and operation (Annexe 9b). The BIC is responsible for:
►  Spatial Data System management and GIS analyses
►  Collecting, formatting and validating spatial data by third-party
►  Third-level data processing: Water quality modeling per river, lake or aquifer, Environment modeling (ecopath), Water allocation model (Tana-Beles DSS, Nile-DSS),
► Tana-Beles water information system (web portal) management
►  Overall coordination of data sharing and exchange:
►  Data request reception and clearance
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8.3  Analysis of Stakeholders data inputs to the bis
8.3.1    Identification of data sources
The BIS will rely on three levels of information, to be populated in the BIS database:
►          Sequential  data,  which  collection  will  be  undertaken  by  the  HIS,  with  respect  to  the  surface water     and     groundwater     resources     quantity     and     quality     monitoring,     meteorological     and environmental  data.  They  consist  in  historical  and  real-time  meteorological,  surface  water,  ground water  and  water  quality  time  series,  and  will  describe  the  water  resources  status  at  a  given  time. They  also  consist  in  data  about  water  demand,  ie  volumes  required  by  irrigation,  hydropower  (dam operation rules) or water supply.
►          IS  data  related  to  key  basin  resources  and  users,  such  as  socio-economic  variables, agricultural   data,   environmental   and   land   use   data,   etc.   comprise   mostly   secondary   (static   or random  reception)  data  that  will  be  obtained  from  other  stakeholders,  such  as  CSA,  BoA,  EPLAUB, BoWR, BoFED, NMA and others.
►          Finally,  spatial  data  related  to  the  BIS  is  already  and  will  continue  to  be  obtained  from various sources and also directly collected and digitized.
The stakeholders  consultation, carried out during the inception phase and completed in design phase, allowed identification of the data that could be provided to the BIS by  each of them (details given in Figure 8-1 and in Table 8-2, below). Key  experts  have then assess  the quality  and potential use of these data and analyzed options  for data exchange and possible protocols, to be implemented in the next implementation phase.
Extensive   details   about   each   data   type   (nature,   spatial   reference,   attributes,   and   source)   and related providers identified during the consultation are given in Table 10-2.
Figure 8-1: Synthetic diagram of possible data inputs to the BIS from different stakeholders
r
■BBoWRME/J
ABo WRD
GIITE
11WQD
jd
situation data "
BBoWRME EEPCO
/PLUCD
l&DD
BBoA
1TWC
MoZJ
•s.
Woteruse^data .4?
ABoAL
ENIDP Amm
Contextual
ADPFSPCO
BEPLAUA
ABoFED BBoFED
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Note: ABoA Amhara Bureau of Agriculture, ABoFED Amhara Bureau of Finance and Economic  Development, ADPFSPCO Amhara Disaster Prevention Food Securty  Project Coordination Office, AEPLAUB, Amhara Environment Protection, Land Administration and Use Authority, ABoME Amhara Bureau of Mines  and Energy, ABoWR Amhara Bureau of Water Resources  Development, BBoA Benishangul Gumuz  Bureau of Agriculture, BBoFED Benishangul Gumuz  Bureau of Finance and Economic  Development, BEPLAUB, Benishangul Gumuz Environment Protection, Land Administration and Use Authority, BBoWRME Benishangul Gumuz  Bureau of Water Resources, Mines  and Energy, CSA Central Statistics  Agency, EEPCO Ethiopian Electricity  Power Corporation, EMA Ethiopian Map Agency, ENJDP Ethiopian Nile Irrigation & Drainage Project, EPA Environment Protection Agency, GIITD Geo Information & Information Technology  Directorate, GSE Geological Survey  of Ethiopia, GWD Groundwater Directorate, H&DAD Hydropower & Dams  Administration Directorate, HWQD Hydrology  & Water Quality  Directorate, I&DD Irrigation & Drainage Directorate, ITMC - Mo A Information Technology  Management Center - Ministry  of Agriculture, WPLUCD Water Permits  Licensing & Utilization Control Directorate, W&SD Water & Sanitation Directorate.
Source: Consultant.
8.3.2     Proposed action plan
Operational guidelines  are suggested in section 9.2.3, as  a framework  to organize BIS-related data flows: (among which data dissemination): "Operational HIS-BIS Procedures  for Data and Information Sharing, Analysis and Dissemination"
8.4 Data inputs to the BIS
The following table (10-2) gathers  every  data that have been assessed as  necessary  to populate the BIS database. Data are ranged depending on their type, their spatial reference and their attributes. To each data type corresponds  one or several stakeholders  that have been identified during the extensive consultation process to be potential data provider to the BIS.
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Table 8-2: Indicative Database
Type of Data and
information
Water resources
Groundwater
Rainfall, temperature, evaporation time series
Runoff, Infiltration, evapotranspiration, consumptive use
estimation
Flows time series
Groundwater time scries
Characteristics of monitoring stations (period of record, time series of parameters measured)
Basln/Sub-basln runoff characteristics
Spatial water balance estimation (Inflows, uses, losses,
recycled water, etc.)
Other natural disaster vulnerability (floods, droughts)
:-----------IftMlWdlnH sections/Cross Sections of rivers
Key aquifer areas. Uses, Sustainable yields
Pump type (diesel/electrtc; deep/shallow, phvate/pubhc, HP)
Estimation of actual extraction rates, commanded area, nvg
area Irrigated
•    Isohyets/lsotherms    by    month    and    annual    avg. for all years of record available
Basin, Subbasln/catchment boundaries
Rlver/stream network
Rainauage/Cllmate stations
Flood hazard mapping
Drouqht-affacted areas
Floodplain map contours for various return periods
Groundwater aquifer details and existing fence diagrams, lithology, depth to water contours (for all available data for the last 10 years)
Public & Private Tubewells Groundwater Block classification (dark, grey,
etc.)
GW classification history. Depth to groundwater, Ground
e'evatlo
n
Groundwater quality measurement structures
•
Water quality parameters (also Incl. hardness, fluoride, etc.)
Pump test results
Characteristics of structures (Including yr of construction,
cost, safety, condition as available)
Dams/Barrages/Other storage
Canal netv/ork (Including minor level)
Time series of water demands
Irrlgatlon/Dralnage networks
Storage characteristics (primary purpose, capacity -
Hve/dead storage, area-storage, depth-storage curves.
Data collection networks
Inn rate nn»rjllnn rille* hlc*nrtral mnnthlv Inflrtwt
Hydropower characteristics (installed capacity, head,
discharge, generation, price, load factor, factor of utilization)
Canal command areas
Water-related Structures
Irrigation application efficiencies, conveyance efficiencies
Cropped areas
estimation
Water Intake capacities
Existing and proposed reservoirs
Functional Irrigation, Pood control and
multipurpose Irrigation schemes
Hydropower schemes (Ind. Run of river
schemes) - existing and proposed
Lift Irriqatlon/pump canal schemes
Drtp/Sprlnker Irrigation system pilots
Water supply Intake structures
Watershed management program Investments
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Type of Data and
information
HIS Data Bate
Other Infrastructures
IS Data Bim
Type of transport infrastructure (e.g. highway, rural
road, etc.)
Transmission capacity, age, losses, status
Power trade
Installed Capacity (MW), Power generation (MWh) Mobile/Land Phone 8t Internet connectivity
Fibre optics connectivity
Land degradabon
Deforestation/ afforestation
Eros>on/sedimentation rates
Areas (current and trends where available)
Soil characteristics
Elevations
Watershed Audit
GIS Data Base
Transport (airports, rail, roads, ports,
navigation)
Power transmission/ Interconnection
Non-hydro power plants (including other
renewable energy systems)
Information/Communication
Landcover/landuse patterns (ind. Urban, pen-
urban, agricultural, Irrigated, forested, wetland,
waterlogged, sodic, saline, and other areas) - using
lexisting maps and through remote sensing
Soil type
Topography/Elevation (Contours/DEM)
Potential areas for watershed/infiltration
management For siltation/recharge
|
!
j
;
Geologic types/characteristics
Any national-level data
Avg. soil moisture levels (monthly)
Spatial evaporation estimates
Cropped areas by season and source of irrigation -
current and historical trends
Irrigated areas (commercial and subsistence;
pump & gravity)
Crop yields/ Crop water requirements
Ralnfed areas
Recession agriculture
Organic agriculture
Cropping patterns
Distribution of Indigenous and medicinal crops
Fertillzer/Pestidde/other agrochemical use
Fertilizer/pesUdde use, prices, trends
Integrated pest management/ integrated nutrient
management use
Crop suitability (e.g. based on interpretation of soil,
climate, land data)
Spatially distributed farm budget component estimation (by season, crop and type of irrigation)
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Type of Data and
Information
HIS OataBue
IS Data Base
Flaura Fauna aquatic medio
Flaura Fauna terrestrial media
Biodiversity and fisheries indicators
Industry type and classification
Industrlal/power water use (from records or estimated by loroxv Indicators) and return flows
Industrial water pollution estimates
Ecology and Environment lAlr quality
|             Water quality for key parameters - current status and trends I [(e.g. dissolved oxygen, BOD, COD, temperature, pH, dissolved [solids, suspended matter, nitrogen/nltratcs, heavy metals, [pesticides, toxics, total and fecal conforms, oils, floating wastes,
letc.)
Ecologically sensitive areas
Protected areas
Biodiversity
Industrial location (for all major Industries
and block-level summaries for other Industries)
Water quality monitoring sites
I- In-stream and recreation use - key locations
Wetlands (water-spread areas with seasonal
variations)
|
In-stream water use requirements estimation (e.g. for
[ecological/wetland, community use, washing requirements, fish [production, navigation, recreation, etc.)
Administrative
Persistent organic pollutant uno
Census data (Including time series on population, tribes, Iteracy, employment/ socio-economic/ labour characteristics,
Poverty characteristics
Cun-ent service levels (eg. electricity, water supply,
[sanitation!
Type (public/prlvate; specialization); # students, «
Ifacultv
Major activities related to the Tana Sub-basin waters
Access to safe water, Access to adequate sanitation Per capita water availability (although this needs to be
lused carefullv!
Poverty levels and trends, Income distribution,
[empowerment indicators
[• 
Life expectancy, Public health
Administrative units
Citles/Towns
[• Villages
Universities/ Schools/ Research
Centers/NGOs/Water User Associations
Administrative boundaries
[•           Tribal distribution
Boundaries of Social Institutions (e.g. User
Associations, Civil Society Organizations, Local
[Governments!
!• Households
I
Socio-economic and demographic characteristics
I-
Overall economy. Equity, etc.
Social Development
I
Decentralization (Incl. fiscal decentralization)
r
Livelihoods, occupations, employment/ unemployment
r
Literacy/ education levels, Age distribution
I*
Resettlement/Rehabilitatlon associated with projects
Consultation notes, Local priorities, Local governance
[Indicators
r Self-help groups, women's groups, user associations
Tribal populations, Cultural heritage, cultural property
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GDP (trends, composition, growth)
Trade (domestic, EN regional, other)
Administrative boundary Tourist areas
Major exports/ imports / services (and trends)
Investments (e.g. Foreign Direct Investment, EN
reaional. etc.)
Public spending In different sectors (and trends)
Access to credit
Investment climate indicators
Tourist flows (local, EN regional, and other)
Consumption/Savings Indicators
Economy
Remittances from abroad
Prices/Tarlff structures (e.g. for water supply, irrigation,
etc.)
Area of different types of watershed Investments
(afforestation, field bunds, check dams, gully plugs, etc.) - unit
costs/employment/llvelihood changes, erosion/sedimentatlon
changes due to investments
Major agriculture markets/ Avg. Market Prices
Agriculture value-added
Industrial pollution control cost estimates
Industrial value-added estimates
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9.  BIS - Proposed institutional arrangements and business processes
Analyzing the scope and functions of the H1S/BIS system (chapters 1. & 8.) it is highlighted that ABA and SBBOs will manage a wide range of data paths. They will, indeed, play a key role regarding raw data collection describing the basin resources situation at a given time (HIS), regarding basin water uses data management and regarding basin information dissemination. The detailed features of the HIS/BIS tool being now dearer, organizational adjustments of ABA and SBBOs can be worked out in order to enable an optimum operation of this tool. Business processes have also to be designed to ensure a smooth and efficient information management from field data collection to processed data dissemination. The proposed HIS-BIS business processes include:
► ABA and SBBOs organizational arrangements
►  ABA  internal  business  processes  (between  ABA  Headquarters  and  SBBOs,  and  within  different department, divisions and team of the ABA),
► External business processes: between ABA and other institutions.
9.1  Main organizational recommendations regarding ABA and SBBOs
The ABA being a newborn organization, it is normal that improvements are still required regarding its institutional integration in the Ethiopian institutional framework. However, the faster this  integration could be, the faster the recognition of the ABA's roles and functions will be.
9.1.1    Abbay  Basin  Authority’s  functions  regarding  Basin  Information management
This section is a reminder of the legal framework description presented in section 1.1.2.
Proclamation no 534/2007 about River Basin Council & Authorities
The Proclamation no 534/2007 has been enacted recently by the Federal Parliament and issued in the Negerit Gazetta (n.° 40 July  23*. 2007). The Proclamation provides  for the establishment of river basin organizations for Ethiopian river basins. It lays down the objectives and powers and duties of River Basin High Councils and the Authorities designed to serve as the executive entity /secretariat of the High Councils policies and directives.
The  objective  of  establishing  the  High  Councils  and  Authorities  is  to  promote  and  monitor  the integrated  water  resources  management  process  in  the  river  basins  falling  under  their  jurisdictions with a view to using of the basins’ water resources for the socio-economic welfare of the people in an equitable   and   participatory   manner,   and   without   compromising  the  sustainability  of  the  aquatic ecosystems  (see  the  Preamble  and  the  acknowledgment  of  the  necessity  to  establish  river  basin councils and authorities as the main mechanism to achieve integrated water resource management) Proclamation   534/2007   (23   /07/2007)   stipulates   in   Part   Two   (River   Basin   High   Councils   and Authorities),  Article  9  (Powers  and  Duties  of  Basin  Authorities),  that  a  Basin  Authority  shall  the powers and duties to:
► Bullet 6: 'collect, compile, analyze and disseminate information for proper olannina administration and steering of water resources in the basin"
► Bullet 7: "develop and use a river basin model in order to guide and support its basin wator resources strategic planning and water administration function"
p 9'
water
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►  Bullet  12:  "undertake  studies,  surveys  and  researches  that  are  deemed  necessary  to  carry  out  its functions*
In   Part   Three   (Water   use   permits,   information   system   and   river   basin   plans)   of   the   same proclamation, Article 16 (Basin Information System):
►   Bullet   1:   "Every   River   Basin   Authority   shall   develop   and   use   management   oriented   basin information  system,  in  order  to  guide  and  support  the  basin  water  resources  strategic  planning and water management functions."
► Bullet 2: * A basin information system shall encompass at least the following key indicators:
h) The quantity and quality of water resources of the basin,
i)  The aquatic ecosystem of the basin,
j)   The level of the water demand within the basin,
k) The existing and planned major water infrastructures
l)  The main interventions or projects that may have impact on the water resources,
m) The existing water uses; and
n) Stakeholders of the basin.
►   Bullet   3:   "A   River   Basin   Authority   shall   have   to   address   adequately   the   issue   of   data harmonization at federal level, whiled developing and using the basin information system*
In   Part   Three   (Water   use   permits,   information   system   and   river   basin   plans)   of   the   same proclamation, Article 17 (Information exchange):
►  Bullet  1:  "A  River  Basin  Authority  shall  have,  in  accordance  with  directives  to  be  issued  by  the Ministry, provide stakeholders with information contained in the basin information system";
►   Bullet   2:   "Any   person   shall   have   the   duty   to   provide   a   River   Basin   Authority   with information that is found useful for the basin information system";
►  Bullet  3:  A  River  Basin  Authority  shall  cooperate  with  the  relevant  federal  and  regional  bodies for the installation and improvement of effective data monitoring networks in the basin.
► Bullet 4: "A River Basin Authority may develop and run its own data-monitoring network*
As a conclusion, this proclamation:
► provides legitimacy for ABA to develop and run the BIS,
►   mentions  the   need  of  a  directive   to  be  issued  by  the   Ministry  to  regulate  BIS  information dissemination to the stakeholders,
► stresses on the duty for any person to provide information to the BIS,
►  as  far  as  data  monitoring  networks  are  concerned,  permits  either  the  cooperation  of  the  ABA  with other bodies or the possibility to develop its own network.
regulation 151/2008 for establishment Abbay Basin High council and Authority
Regulation-151/2008  providing  for  the  establishment  of  the  Abbay  Basin  High  Council  and  Abbay Basin Authority (ABA) was Issued on the 12lh of May 2008.
By  this  regulation,  the  Abbay  High  Council  and  Authority  is  established  as  an  autonomous  public organ having its own legal personality.
According  article  4,  the  Authority  shall  have  its  head  office  in  Bahlr  Dar  and  may  have  Sub-Basin Branch Offices (SBBO)
The powers and duties of the Authority are exactly the same than the ones listed in the Proclamation 534/2007.
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9.1.2 Abbay Basin Authority’s current establishment progress
Current organizational structure
109
The Abbay Basin Authority, as discussed in section 1.1.2.1, is established by regulation (Regulation- 151/2008) to administer the water resources  of the basin and had been formally  created in March 2011 with the recruitment of the Director General of the headquarters.
►  Overall  organizational  structure.  Until  now,  the  headquarters  in  Bahir  Dar  had  been  set-up and two  Sub-basin  Branch  Offices  in  Bahir  Dar  (for  Tana  sub-basin)  and  in  Assosa  (for  Beles sub-basin),
►    Organizational    structure    for    the    headquarters.    At   the   moment   of   the   design   report
2
preparation (October 2011), only the following technical posts had been filled :
► The director General,
►  In  the  Planning  and  M&E  department:  the  Head  of  Department,  the  Water Resources  Development  Specialist,  the  Development  Planner,  the  Agricultural Specialist and the Economist,
►  In  the  Information  Management  Department:  the  Head  of  Department,  one hydrologist,  one  environment  /  water  quality  specialist,  the  head  of  Basin Information Centre, the senior database / MIS / GIS Specialist,
►  In  the  Water  Resources  Administration  Department:  the  Head  of  Department, the environmental Specialist and the Water Resources Specialist.
►   Organizational   structure   for   the   Sub-basin   Branch   Offices.   At  the  moment  of  the  design report preparation (October 2011), only the following technical posts had been filled:
►  For  Tana  SBBO:  i)  the  head  of  Branch  office,  ii)  the  M&E  specialist,  iii)  the environment specialist and iv) a hydrologist (who resigns recently).
►  For Beles SBBO: i) the head of Branch office, ii) the M&E specialist, iii) a GIS technician,   iv)   the   financial   aid,   v)   the   socio-economist   and   vi)   the   WR specialist,  vii)  the  planning  specialist,  viii)  the  environment  specialist,  ix)  the procurement specialist.
The headquarters of ABA are facing some difficulties to fill all the posts, especially for the BIC due to the high requirements  of the positions  and the level of proposed salary  (based on standard civil servant salary).
The Tana and Beles Sub-Basin Branch Offices had hired staff based on contractual basis with financial support of TBIWRDP, until now but will have to use the same standard as the ABA / HQ after March 2013, which constitutes a factor of risk for the permanency of the current human resources.
An additional department is to be created for the Koga Irrigation Scheme Management.
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Main current activities and constraints for development of those activities
The Water Resources  Administration Department did not yet start any  activities  in water permit issuances  and charges  collection because of the lack  of the regulation and related guidelines. The regulation under preparation will provide a basis  for the payment of water charges  for various  water uses.
The Hydrometry  Division of the Information Management Department is  not fully  recruited and is  still depending on a clarification about the future of the Hydrology  Branch Offices  of the MoWE (see next section).
Some of the Basin Information Centre staff of the Information Management Department had been recruited recently. The recruitment of high skilled staff (like MIS/ GIS, modeler, etc.) is  expected to be a constraint.
It  is  expected  that  the  posts  of  the  Planning  and  M&E  Department  will  be  the  less  difficult  to  fill  and that this department will be the first to be operational.
9.1.3    Proposed organizational adjustments of ABA and SBBOs
As part of the design phase, the Consultant has analyzed the ABA's and SBBOs* current organograms and makes proposals regarding the staff requirement for managing the BIS:
►  In  the  SBBO  /  BIC  (included  in  the  initial  organizational  chart),  a  modeler  may  not  be  necessary. The BIC in the ABA HQ would do any data processing and modeling and could provide the BIC of the SBBO any necessary data.
► The consultant would suggest renaming the ABA / Hydrometry division and the SBBO /
Hydrometry  team as  Hydrology Information Centre both in ABA and SBBO to better reflect actual activities  undertaken by  this  division/team. These are indeed in charge of every  thematic activity related to HIS: hydrometry, meteorology, groundwater, water quality and environment.
►   The  staff  of  the  SBBO  Hydrology  Information  Center  is  suggested  to  be  reviewed  as  well. Hydrologist  and  hydrogeologist  positions  could  be  merged  since  one  staff  is  deemed  enough  to cover  activities  related  to  surface  and  ground  water  monitoring  at  sub-basin  level.  Hydrological technicians and field assistants are proposed to be field offices.
►  ABA  is  in  a  position  to  establish  Field  Offices,  under  the  responsibility  and  supervision  of  the SBBOs,  in  order  to  carry  out  field  data  collection  and  processing.  At  the  current  stage  of  ABA implementation,   the  SBBOs  only  control  a  single  sub-basin.  Once  the  three  SBBOs  will  be established  (Bahir  Dar,  Assosa  and  Nekemte)  and  once  the  Tana-Beles  BIS  will  be  upscaled  at Abbay basin level, it is foreseen that SBBOs will also handover the management of the other sub basins,  so  that  the  whole  Abbay  basin  will  be  managed  (source:  various  stakeholders'  interviews). Therefore   Field   offices   will   be   established   in   order   to   efficiently   operate   every   observation networks  (HIS:  hydrometry,  meteorology,  groundwater,  water  quality  and  environment)  in  every sub-basins. These field offices will be hosted in the SBBOs for Beles, Didessa and Tana sub-basins and at locations to defined for the other sub-basins (in Pawe for Beles SBBO?, in Debre Markos for Tana SBBO?, ...).
►  The field office staff is suggested to include at least 2 hydrometry units consisting in 1 hydrological technician,  1  field  assistant  and  1  driver;  and  one  water  quality  unit  consisting  in  1  chemist technician, 1 driver and 1 cleaner. These units forming a field office will be supervised by the chief hydrologist, head of the Hydrological Information center of the SBBO.
These staff and organization arrangements  integrate every  staffing requirement suggested in each HIS thematic  detailed design chapters  (sections  Volume 3-Chapter 2.5.5 for hydrometry, Volume 3- Chapter 3.5.4.for meteorology, Volume 3- Chapter 4.6.4. for groundwater, Volume 3- Chapter 5.5.4.2.for water quality, Volume 3- Chapter 6.5. for environment and Volume 4-Chapter 1.8.1 for the BIS tool management). These recommendations  are summarized in updated organization charts  of overall ABA structure, ABA HQ, SBBO, and field office (Figures 9-1 to 9-4).
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Figure 9-1: Overall Proposed Organizational Structure of the ABA
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Figure 9-2: Proposed Organisational chart of ABA Headquarters in Bahir Dar
ABBAY BASIN AUTHORITY (ABA) - HEADQUARTERS (BAHIR DAR)
F Head of Adm / A
"X
<------------- -
DIRECTOR
GENERAL
^Financial Scrvlcesj
Secretariat
Office Head
J
Head ol Financial
Division
(
Hoad of Human Resources and]
General Services Division J
_______
______
Communication
assistant
J
—k
3
\
HIGH COUNCIL SECRETARIAT OFFICE
/Procurcmonn /HR A Tralnlnm f GS and Office '
Officer J offlcor J ^Facilities Officor^
^Support staff
ADMINISTRATIVE & FINANCIAL SERVICES
•------ ►_II___
Head of
Department
Secretory
Head of
Department
^Secretary \
Head of
Department
Water Resources
Development
Specialist
Watershed
Management
Specialist
X
Monitoring and
Evaluation
Specialist
Agricultural
Specialist
Environmental
Water Resources
Specialist
_____________ >
Specialist
<______________ >
Wator Permit
Water Charges
Issuance
Coordinator
Collection
-
Division Hoad
(Chlof Hydrologist)
r Hydrologist/
meteorologist (2)
( Hydrogoologlst (2)
f Hydrological / GIS
I technician (2) J
X
Hydrologist WQI
Modellor Spoclallat
11
II
J1
I T Spoclallat
Coordinator
r'
Dotabaso I IS /GIS
— Sociologist
Spoclallat
Development
Planner
I f Environment / Water
I [ quality Spoclallat (2)
J I I/Information
I Specialist
Admlnlstratlvo
Administrative
__________ z
assistant
V ___________
assistant
Specialist
.
' ^Maintenance technician (2)J I J
’ V if Data
PLANNING & MONITORING AND ^EVALUATION DEPARTMENT
Hydrological" InTormation confer
J I controller
1V
Basin Information Confer
INFORMATION MANAGEMENT DEPARTMENT
WATER RESOURCES ADMINISTRATION DEPARTME
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Figure 9-4: Organizational chart of a Field Office
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9.2     ABA Internal business processes related to HIS-BIS
The description will be separated in two:
►  General Business Process,
►  Specific Business Process by topic.
►  Operatonal guidelines
9.2.1   General Business Process
The internal business processes for HIS/BIS system implementation and operation is in annex 9A.
9.2.1.1      General BP between SBBO and ABA Headquarters related to HIS-BIS
9.2.1.1.1        BP between HQ’s HIC and SBBOs’ HIC
The business processes include:
► The SBBO / Water Resources Administration Unit will collect data about water permit
issuance    and    regulation    (water    policy    information)    and    send    them    regularly    to    the    WRA Department of ABA Headquarters,
►   The  SBBO  /  Hydrometric  team  (or  HIC)  and  more  particularly  the  field  offices,  when  established, will   be   in   charge   of   the   data   quality   control   and   transfer   to   the   ABA   HQ   for   the   ones collected    at    their    level    like    manual    hydrometric    stations,    for    example    (if    the    transfer    of responsibility is done from Hydrology Branch Office to SBBO).
►   The  SBBO  I  Hydrometric  team  (or  HIC)  will  also  be  in  charge  of  the  data  quality  control  and transfer   to   the   ABA   HQ   for   the   ones   generated   by   other   parties   like   some   data   about water quality (analysis performed by reference laboratory) or for environment and ecology.
►    The   HQ   HIC   shall   provide   to   the   SBBO   HIC   the   validated   data   and   information   generated through second level processing analyses and which are relevant to their sub basin.
9.2.1.1.2            BP between HQ's BIC and SBBOs' BIC
To be developed during implementation phase
► The HQ's BIC may delegate data and information dissemination to the SBBO's BIC for the data
and information relevant to their sub basin
►  SBBO's BIC share with HQ's BIC any data or information collected about water uses, economy,
agriculture, environment.
►   Any  second  and  third  level  processing  analyses  shall  remain  at  Head  Quarter  level  to  satisfy  the Quality   Insurance   Plan   and   avoid   any   contradictive   result   and   conclusion.   This   is   especially   the case   for   the   support   to   the   WRAD/WRAU   consisting   in   evaluating   the   potential   impact   of   a project. This skill remains among HQ's BIC madandates.
9.2.1.2    BP within ABA Headquarters
The ABA Headquarters organizational chart was reminded in Table 9-2.
9.2.1.2.1 BP between Information Management Department (IMD) and the other departments The business processes include:
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►Between  the  Basin  Information  Centre  (BIC)  of  the  IMP  and  the  Water  Resources  Administration Department (WRD):
►   The   WRD   shall   provide   to   the   BIC   regularly   all   the   information   about   water   permit issuance    (new    permits    issued    with    water    withdrawals    characteristics,    water    release, location    of    water    user,    etc.),    water    charges    process    and    water    policy    activities (historical   water   uses   if   different   with   water   permit   like   the   water   used   in   hydropower infrastructures,   etc.).   Data   and   information   exchange   shall   be   done   with   genuine   templates and formats.
►    The  BIC  shall  supervise  dissemination  of  these  data  and  information  through  the  Tana-Beles information System.
►    The   BIC   shall   provide   support   to   the   WRD   for   decision   making   for   new   water   permit issuance using the HIS-BIS (based on inputs Tana-Beles DSS):
•   WRAD   collects   water   permit   requests   and   submit   each   request   to   the   BIC.   The project     characteristics     (location,     proposed     water     abstraction,     proposed     water releases, etc) shall be provided.
■   The   BIC   performs   a   scenario   evaluation   through   the   Tana-Beles   DSS   and   the BIS,   aiming   at   assessing   potential   impacts   of   the   requesting   project   on   water resources quality and quantity.
• The BIC provides the conclusions to the WRAD.
- The WRAD decides about water permit acceptance or refusal.
► Between the BIC of the IMP and the Planning and M&E Department (PME):
►    The   BIC   will   provide   support   to   the   PME   Department   for   all   the   planning   activities   at short,   mid   and   long-term   horizons   (River   Basin   Plan)   using   HIS-BIS   /   TB   DSS.   The modelling  of  Basin  Scenario  Development  shall  be  one  of  the  main  outputs  used  by  the  PME Department.
►     The   BIC   will   provide   support   to   the   PME   Department   for   Monitoring   and   Evaluation activities.  The  PME  will  define  its  M&E  indicators  and  will  organize  BP  with  the  BIC  to  fulfil the M&E system.
►     On   the   other   hand,   the   PME   Department   will   provide   the   BIC   with   all   results   and decisions    taken    on    the    development    planning    of    the    Abbay    Basin    (approved    River Basin Plan approved by Government after ABA High Council submission).
►    The  PME  Department  will  also  provide  to  the  BIC  all  relevant  studies,  information  and  data that can be collect or generate by the activities of the PME team.
9.2.1.2.2       BP within the Information Management Department
The   business   processes   include   the   following   BP   between   the   Basin   Information   Centre   and   the Hydrometry Division (or suggested HIC):
►    The   experts   of   the   Hydrometry   Division   (or   HIC)   will   provide   the   BIC   with   some   data   and information   when   no   automatic   transmission   is   done.   This   will   be   detailed   in   next   section (Specific   BP)   and   concern,   between   other,   water   quality   data,   groundwater   data,   environment and ecology data coming from SBBO or other stakeholders (Universities, etc.);
►   The  Hydrometry  Division  (or  HIC)  will  also  provide  support  to  the  BIC  for  quality  control  data process   especially   for   basin   wide   approach.   The   hydrometric   team   of   the   SBBO   will   do   data quality  control  at  sub-basin  level  while  the  hydrometric  team  at  ABA  HQ  will  do  it  at  basin  wide level.
►   The  Hydrometry  Division  (or  HIC)  will  also  provide  technical  support  to  the  BIC  team  for  the tools (HIS-BIS and TB DSS) operation, development and improvement.
► The BIC will provide data from the HIS-BIS (and Tana-Beles DSS) to the Hydrometry Division
(or HIC) for any  hydrological analysis  (surface and groundwater), water quality  analysis  and meteorological analysis. The results  of these analyses (basin wide) shall be published through the BIS if considered relevant.
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9.2.2    Specific Business processes
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For each HIS sub-component, different business  processes  are proposed on the basis  of the recommended institutional arrangement option. These recommendations  are detailed in the "Proposed Upgrading" section of each HIS sub-component design chapter: refer to section 3.5.2 for surface water, 4.5.2for meteorology, 5.5.2 for groundwater, 6.5.2 for water quality  and 7.4 for environment.
9.3 External business processes
The    Memorundum    of    Understanding    and    Guidelines   for    HIS/BIS    system    implementation    and operation is in annex 9B.
9.3.1  Organization of HIS-BIS external business processes
On institutional aspects, the external business processes will be organized based on:
►   Memoir  of  Understanding  (MoU)  signed  between  the  ABA  and  several  other  institutions  (see  list in next section),
►   As   an   appendix,   each   MoU   will   have   the:   Operational   HIS-BIS   Procedures   for   Data   and Information Sharing, Analysis and Dissemination.
9.3.2  List of MoU to be concluded
MoU to be concluded with:
► Hydrology and Water Quality Directorate,
► Groundwater Directorate,
► Geo Information and Information Technology Directorate
► National Meteorological Agency,
► Environmental Protection Authority
► Universities (AAU, BDU, ..)
► Geological Survey of Ethiopia
► ANRS & BGNRS Bureaus of Agriculture
► ANRS & BGNRS Bureaus of Water Resources
► Ethiopian Electricity Power Corporation
► Etc...
Contracts to be concluded with
► Laboratories (water quality),
► Etc.
9.3.3   Contents of the operational procedures
Operational  HIS-BIS  Procedures  for  Data  and  Information  Sharing,  Analysis  and  Dissemination  will include:
► Objective of the guidelines ;
Design. Development & Support in Implementation & Operation of Basin Information System118
Ministry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
► Acronyms and Definition of terms;
► Presentation of HIS-BIS structure, with list of inputs data and outputs,
► Procedures for transmission of inputs data to the HIS-BIS for all the main functions
(hydrology, meteorology, groundwater, water quality, environment and ecology, water uses):
►  Forms and formats for data transfer,
►  Frequency of transfer,
►  Data quality control,
►  etc.
► Procedures for transmission of inputs data to the HIS-BIS for contextual data (agriculture,
livestock, forestry, fisheries, tourism, transport...) :
►  Forms and formats for data transfer,
►  Frequency of transfer,
►  Data quality control,
►  etc.
► Procedures for data access by institutions involved in HIS-BIS operation (MoWE
directorates, NMA, GSE, etc.) for all the different types of data,
►  Definition of restricted access by type of users,
►  Cost of data preparation,
►  Data quality,
►  Workflow for accessing data and information,
►  Indicative Processing Times,
►  Templates for data transmission.
►    Procedures    for    HIS-BIS    outputs    access    by    institutions    involved    in    HIS-BIS    operation (MoWE   directorates,   NMA,   GSE,   etc.)   for   all   the   different   types   of   outputs   (reports,   analysis, graphs, etc.),
►  Definition of restricted access by type of users,
►  Cost of data preparation,
►  Data quality,
►  Workflow for accessing data and information,
►  Indicative Processing Times,
►  Templates for data transmission.
► Guidelines for data access and HIS-BIS outputs by third-party:
►  Definition of restricted access by type of users,
►  Cost of data preparation,
►  Data quality,
►  Workflow for accessing data and information,
►  Indicative Processing Times,
►  Templates for data transmission.
Design. Development & Support in Implementation & Operation of Basin Information System - Design Report Volume 2: Institutional and Organisational arrangementsMinistry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
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ANNEXES
------------ ------- ---
Design. Development & SuPP°^2 fnstitutronal and Organisational arrangements
,  rf in implementation & Operation ol Basin Informalion System - Design ReportII
Ministry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
Annex 1A: An extensive consultation process
During the inception phase an analysis  of stakeholder needs  with respect to the BIS was  carried out. The purpose of the analysis  is  not only  to identify  the stakeholders' needs  with respect to the BIS, i.e. the outputs  they  expect to get from the BIS, but also to find out what relevant information they  could provide to the BIS in support of IWRM. This  consultation process  has  been extensively continued all along the design phase. Moreover, the business  processes  of the major stakeholders involved in water management were reviewed, in order to assess  what business  process  will be supported by  the BIS. The results  of this  consultation process  have guided the design of the HIS and the different components of the BIS.
A  participative  process  was  carried  out.  Two  types  of  questionnaires  were  designed:  one  for  specific water-related   institutions   and   another   one   for   other   institutions.   A   blank   questionnaire   is   available in   Annex   1.   This   questionnaire   was   filled   by   each   stakeholder   and   completed   by   a   detailed consultation   lead   by   specific   experts.   More   than   40   stakeholders   both   at   regional,   national   and international levels were met and 32 filled questionnaires have been received by the project team.
Regional,   national   and   international   stakeholders   whose   business   process   and   needs   regarding   the BIS have been assessed during this consultation process are listed in Figures 4-1 and 4-2 below.
Figure 3A-1: National and international stakeholders interviewed in the framework of the needs analysis.
IWMI
ENTRO
Ministry of Water
and Energy
D&HD
GWID
LWUCD
B&TRAD
ENIDP
WRSC8D
Note: Abbreviations of organizations names are explained in Table 4-1.
Design. Development & Support in Implementation & Operation of Basin Information Volume 2: Institutional ana Organisational arrangements
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Figure 3A-2: Regional stakeholders interviewed in the framework of the needs analysis.
r ^BoARD^ ”
board
BoFED
BoWRD
BoFED
Benshangulgumz Regional
Institutions
Amhara Regio
nal
Institutions
DPFSPCO
EPLAUA >1
Arba Minch
University
Abay Basin
Authority
dWHBb Research
River Basin
SSP* Institutes
Organisations
Bahlr Oar
University
Design. Development & Support in Implementation & Operation ol Basin Information SystemV
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■I
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H
U
d
d
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Ministry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
ANNEX   1B:   MEETINGS   WITH   STAKEHOLDERS   AND   CLIENT   HELD DURING THE DESIGN PHASE
Table 3B-1: Meetings held during the design phase of the project
Stakeholder
Name
Consultant Expert
Date
l
MoWE - Basin Administration Directorate
Team Leader, Institutional Expert, HIS deputy Team Leader, Project Coordination Engineer
2
MoWE - Geo          [Team Leader, Institutional | Information &         Expert, HIS deputy Team Information             Leader, Software Technology            Developper, Project Directorate             Coordination Engineer
Continously during June - November 2011
Continously during June - November 2011
3
MoWE - Hydrology Team Leader, Institutional and Water Quality Expert, HIS deputy Team Directorate &           Leader, Project
Continously during June - November 2011
Continous discussion with client J Institutional arrangements regarding the BIS, Technical feedback about the Consultant's proposals______ Technical feedback about the Consultant's proposals, institutional
arrangements regarding the BIS
Technical feedback about the
Consultant's proposals, Institutional arrangements regarding the BIS
,■»
5
y
HBOs 
MoWE - " Groundwater Directorate
MoWE - Water Permits Licensing & Utilization Control Directorate
ABA
j'Coordination Engineer
;
__
' it
. • • ■ ■
Software Developper, Project Coordination Engineer
Feedback about ENGDA, institutional arrangements regarding the BIS
5
Institutional Expert, Project Coordination Engineer
11
Sevral  times  in  | June & September 2011_ ] September 2011
i
—---------------------------------------------------------------- --- >- —
Institutional arrangements regarding the '
6
Team Leader, Institutional Expert, HIS deputy Team Leader, Hydrometrist, Water Quality Expert, Project Coordination Engineer ,
Sevral times in June, September & October 2011
i
7 TaSBBO
1
fl fl l fl 1
I I
1
Team Leader, Institutional 1 Expert, HIS deputy Team Leader, Hydrometrist, Water Quality Expert, Project Coordination Engineer, _ _
Team Leader, Institutional i Expert, Water Quality Expert, Project Coordinantion Engineer, Team Leader, Institutional Expert, HIS deputy Team Leader, Hydrometrist, Meteorology Expert, Project Coo rd i nation Enginee r Team Leader, Project Coordination Engineer
Team Leader, Software Developper, Project Coordinantlon Engineer
Sevral times in June, September • & October 2011 .
i
Sevral times in June & October 2011
Technical feedback about the Consultant's proposals, institutional arrangements regarding the BIS, involvement in implementation phase
Technical feedback about the Consultant's proposals, Institutional arrangements regarding the BIS
J
J J■1 XS?I
£5* -J
’i
BeSBBO
i .^\
Technical feedback about the Consultant's proposals, institutional arrangements regarding the BIS
NMA & RBOs
Sevral times In ■ Discussions about breakdown of tasks June - November] regarding equipement procurement,
2011
network management, data
j dissemination policy and Institutional J .arrangements regarding the BIS
i_
_
SD
•J £
!
10    SOGREAH
i
June 2011
NBI
I
j
Details about groundwater investigations, and planned drilling activities ; Continuous update about Sogreah's study progress through emails communication
I
Discussions to understand tft wayThe ?'^
7
MoWE - National NDSS office
Team Leader, Software Developper, Project Coordination Engineer
Continously in June & July 2011
I_____ ..
Continously in June & July 2011
NDSS is designed and about possible infaces with BIS Follow training on NDSS^ ■___
Discussions to understand the way the application of the NDSS to the Tana- Beles basins is designed and about possible jnfaces^with.BIS .
Design. Development & Support in Implementation & Operation of Basin Information System - Design Report
Volume 2. Institutional and Organisational arrangementsMinistry of Water & Energy — Tana and Beles Integrated Water Resources Development Project
Annex 1C: Stakeholders needs in relation to the BIS
Table 3C-1 Stakeholder needs for BIS
Stakeholder Name
1
L
MoWE - National Meteorological Agency
[(NMA)
2         MoWE    -    Eastern    Nile Irrigation    and    Drainage Project (ENIDP)
3 MoWE - Geo Information
Expected Outputs from BIS
Strengthen    hydro-meteorological    observations    and communication network.
Hydrological Data, GIS Data.
Watershed   information   (catchment   characteristics   -
and
Information
ungauged
catchments).
Technology      Directorate (GIITD)
4        MoWE   -   Hydrology   and Water  Quality  Directorate (H&WQD)
Climatologic data. All spatial data related to land & water. Strengthen hydrological observations and communication network.
5
6
7
MoWE          -            Basin
Administration   Directorate
(BAD)
MoWE   -   Hydropower   &  Any data useful for dams/reservoirs management. Dams           Administration
Directorate (HDAD)
MoWE - Water Resources , Research & Development Directorate (WRRDD)
Research documents, studies, reports.
1
8
,’MoWE - Boundary  & Information on trans-boundary  rivers  (hydrological data,
•Transboundary           River flora & fauna...) i Affairs' Directorate (BTRAD) Unk up W(th NBI
9       MoWE - Water Permits Water availability, water demand and water quality data.
Licensing & Water
■ Utilization               Control Directorate (LWUCD)
L_
10    | MoWE - Water Resources Focus on emerging regions; require basin comprehensive
Support & Capacity Building data on irrigation, dams and water supply information
Directorate (WRSCBD)
system of the region in order to identify gaps and
constraints in relation to the directorate's activities (IMS,
j water supply coverage...).
11     MoWE - Ground Water All gr
oundwater related data.
Directorate (GWD)
’t
12     MoWE - Irrigation & Spatial and temporal availability of both surface and sub-
j Drainage Directorate (IDD) surface water, land use, actual and planned demands of the different water users, socio-economic and development plans of land, water and energy projects.
13
r.....      . . L._     ........
14     MoARD - Information and All agricultural related data, including land use soil
Technology Management agronomy,
livestock 
'
Centre (1TMC)
All information needed for crop early warning systems
Ethiopian Mapping Agency Updated data and satellite imageries (EMA)
>i
i.—.—.
GSE
Groundwater (Groundwater and surface water ^formation for improving
Design. Development & Support in Implementation & Operation of Basin Information Systemvi
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No          Stakeholder Name
Expected Outputs from BIS
J
17
18
19
,J
Resource Assessment Core Process & Geo Science Data Centre
the knowledge of the ground resources (to know the depth, the yield, quantity  and quality  of waters  and other parameters...).
Understanding the recharge of ground water.
Improve the data collection for improving the final products (studies, maps...).
Environmental Protection Authority (EPA)
All environmental related data.
.                     7.\j
20
Central Statistical Agency (CSA)
Ethiopia    Electric    Power Corporation (EEPCO)
r
r ... 1 : .       . '      M ' /' <■'^<'7' 1/
---------------- _ . —.--------------------------------------------.y ,
&        .       .        .................................. .               ... L..i 7
1       Amhara  Bureau  of  Water Resources      Development (BoWRD)
2       Amhara Bureau of Mines & Energy - Water Resources Development           Process
(BoME)
3       Amhara       Environmental Protection,                 Land Administration      &    Use Bureau (EPLAUB)
Improved access  to the primary  data collection. Strengthen water-related observations  and communication network.
Hydropower potential of rivers  in the basin; the
data/information is  required in order to develop micro
hydropower
projects.
Surface and groundwater resources  of the basin; the information is  required for the production of bottled water licences.
Improved access to the primary data collection.
Strengthen  water-related  observations  and  communication network.
1
Amhara        Bureau        of Agriculture (BoA)
Improved access  to water-related data : rainfall , river flow, GIS, hydrological and GIS Data, Cartography, Land Cover and Change, Climatology
5       Amhara Bureau of Finance &  Economic  Development (BoFED)
6       Amhara Disaster Prevention &  Food  security  Program Coordination               Office (DPFSPCO)
Improved access to water-related quality data.
Hydrological flood forecasting information. Map of risk areas  to be flooded in rainy  season, past history  of flooding.
7
8
i
Amhara       Design       and Supervision                Water Enterprise (ADSWE) Benshangulgumz
Environmental Protection, Land Administration & Use Bureau (EPLAUB) Benshangulgumz Bureau of Finance      &       Economic Development (BoFED) Benshangulgumz     Bureau of Water, Mines and Energy Resources      Development (BoME)
•- ■ / ■ ■
Improved access  to the primary  data collection (water?, related data, socio-economic  data); Strengthen water-related observations  and communication network.
9
10
Improved access to water-related quality data
Improved access to socio-economic and water-related data : Population Distribution, Surface & Ground WR Potentials, Water Demand, Socio-economic, Well Studies, Topo-maps, Water Points, etc
11
Benshangulgumz  Bureau
of Agriculture (BoA)
Improved access to water-related data : rainfall , river flow, GIS, hydrological and GIS Data, Cartography, Land
Cover and Change, Climatology
Design. Development & Support in Implementation 4 Operation of Basin Information System - Design Report
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No            Stakeholder Name
1      (Eastern Nile Technical : Regional Office (ENTRO)
i
.,L_.
2     Nile Basin Initiative (NBI) -
j Water                Resources Development            Project
f(WRDP)
3      ; International                Water Management          Institute (IWM1) - Head of Nile Basin and East Africa
Expected Outputs from BIS
In the future, there could be opportunities to link the BIS to the ENPM, flood assessment and other tasks. The centralization of data in the BIS is seen as a plus point for ENTRO which could easily have access to this data.
In the future, there could be opportunities to link the BIS to the Nile DSS. The centralization of data in the BIS is seen as a plus point for NBI which could easily have access to this data.
Information on the Blue Nile River Basin that could be used by IWMI.
1 Regional
Agricultural General hydrological data, soil, climate, and vegetation
Research Institutes in Bahir characteristics including land use/cover characteristics at
. Dar (ARARI)
! Bahir Dar University (BDU)
(fine resolution.
2
1
1
Interested in output from BIS, especially in the context of the ongoing creation of the Blue Nile Water Institute inside the Bahir Dar University.
3
EL .
'   Addis   Ababa   University j(AAU)
Arba      Minch      University (AMU)
Source: Consultant. Information gathered throughout the extensive consultation and stakeholders
needs analysis, carried out during inception and design phases.
Design, Development & Support in Implementation & Operation of Basm Information SystemMinistry of Water & Energy - Tana and Beles Integrated Water Resources Development Project
ANNEX 9A: INTERNAL BUSINESS PROCESSES FOR HIS/BIS SYSTEM
IMPLEMENTATION AND OPERATION
See document / file: "ABA_Internal_Business_Processes_19_06_2012" .
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ANNEX 9B: EXTERNAL BUSINESS PROCESSES FOR HIS/BIS SYSTEM IMPLEMENTATION AND OPERATION
See documents / files:
"Operational
Guidelines_Hydrology_ABA_19_06_2012"
Agreement__Hydrology_ ABA_19_06_2012".
"Operational
Guidelines_NMA_ABA_19_06_2012"
Agreement_NMA_ABA_l 9_06_2012".
"Operational
guidelines_GW_ABA_19_06_2012"
Agreement_GW_ABA_19_06_2012".
"Operational
Guidelines_GSE_ABA_19_06_2012"
and and and and
"Procedures
"Procedures
"Procedures
"Procedures-
Agreement_GSE_ABA_ 19_06_2012".
"Operational Guidelines_Thirdparties_ABA_19_06_2012".
"Operational  Guidelines_NRS  &  BGNRS  Bureau  of  Agriculture_ABA_19_06_2012"  and  "Procedures- Agreement_NRS & BGNRS Bureau of Agriculture_ABA_19_06_2012".
"Operational
Guidelines_EPA_ABA_ 19_06_2012"
Agreement_EPA_ABA_ 19_06_2012".
"Operational
Guidelines_EEPCO_ABA_19_06_2012"
Agreement_EEPCO_ABA_l9_06_2012".
"Operational
Guidelines_ABA_UoBD_19_06_2012"
and
and and
"Procedures
"Procedures
"Procedures-
Agreement_ABA_UoBD_l 9_06_2012".
"Operational Guidelines_ABA_ UniversityOfAddis_19_06_2012" and "Procedures- Agreement_ABA_UniversityOfAddis_19_06_2012".
"ABA_Laboratories_Contract_19_06_2012".
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Internal Business Processes
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Table of Contents
1. NATURE OF MODIFICATIONS BROUGHT TO REVISION 0
.3
2.     INTRODUCTION.............................................................................................................................................. 3
2.1.      Background..................................................................................................................................... 3
2.2.      Purpose of the document............................................................................................................. 3
3.     ACRONYMS AND DEFINITIONS................................................................................................................. 4
3.1.     Acronyms..........................................................................................................................................4
3.2.     Definitions........................................................................................................................................4
4. BUSINESS PROCESSES WITHIN ABBAY BASIN AUTHORITY HEAD QUARTERS............................ 5
4.1.     BP WITHIN IMD....................................................................................................................................5
4.2.     BP BETWEEN IMD AND WRAD............................................................................................................ 7
4.3.     BP BETWEEN IMD AND PMD............................................................................................................... 7
4.4.     BP BETWEEN WRAD AND PMD.......................................................................................................... 8
5. BUSINESS PROCESSES WITHIN ABBAY BASIN AUTHORITY SUB-BASINS BRANCH
OFFICES..................................................................................................................................................................... 8
5.1.     BP WITHIN IMU................................................................................................................................... 8
5.2.     BP BETWEEN IMU AND WRAU............................................................................................................ 9
5.3.     BP BETWEEN IMU AND PMU............................................................................................................... 9
5.4.     BP BETWEEN WRAU AND PMU............................................................................................................ 9
6. BUSINESS PROCESSES BETWEEN ABBAY BASIN AUTHORITY HEAD QARTERS AND SUB
BASINS BRANCH OFFICES....................................................................................................................................9
6.1.     BP BETWEEN HQ’S IMD AND SBBOs’ IMU............................................................................................ 9
6. /. /. BP between HQ's H/C andSBBOs' H/C.......................................................................................... 9
6. /. 2. BP between HQ's BIC and SBBOs ’ BIC....................................................................................... 10
6.2.     BP BETWEEN HQ'S PMD AND SBBOs’ PMU......................................................................................]0
6.3.     BP BETWEEN HQ’S WRAD AND SBBOs' WRAU................................................................................. 10
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1. Nature of modifications brought to revision 0
Wrinting of the guideline and its procedures.
2. Introduction
2.1. Background
The Abbay  Basin Authority  is  an EFDRE River Basin Organisation established under the Ministry  of Water and Energy's  management, namely, "to promote and monitor the implementation of intergated water resources  management process  in an equitable and participatory  manner in the Abbay  Basin" (Regulation-n°151/2008). Several programs  and projects  are currently  under varying stages  of implementation under Abbay  Basin Authority that contribute towards the realization of the Ethiopian Water Resources Management Policy and its  implementation stratefy  for River Basin Integrated Development Master Planning. Two inter-related sub-basins that fall within the jurisdiction of ABA are the Tana and Beles sub-basins. These two sub-basins  can have separate sub-basin branch offices, Tana (TaSBBO) and Beles Sub-basins Branch Offices (BeSBBO), housed within and managed by the ABA’s  proposed Bahir Dar and Asossa Branch Offices  respectively. The TaSBO and BeSBO assist with the allocation of water efficiently  across  sectors  and in developing and managing the water resources of the sub-basin in a holistic way within the framework of the basin as a whole and in line with the IWRM principle of “subsidiarity”.
The rational water resources  management in Tana and Beles  sub-basins, as  well as  the Abbay  Basin as  a whole, calls  for a sound “Basin" Information System (BIS) covering all water-related data, including not only all information on the characteristics and availability of water resources  but also data on existing and projected water demand in all sectors, including ecological and environmental demands  (stabilization of ecological processes^ provision of environmental services, biodiversity  conservation, in-stream flow requirements^ etc). Recognizing the need of such reliable and processed information and aiming at easing this information sharing, the Abbay Basin Authority developed an operational HIS/BIS system for Tana and Beles sub-basins, involve the Abbay Basin Authority and its branch offices as well as several other key stakeholders. The Abbay Basin Auhtority and its branch offices are responsible for its  proper implementation and operation. For this  purpose, Interal Business Processes have been developed.
The primary  objective of the Internal Business  Processes  is  to organize tasks  and activities to be undertaken by the ABA a smooth HIS/BIS operation. The aim is to precisely describe the responsabilities  breakdown and the interrelations  between ABA’s  departements  and branch offices to define a proper workflow
2.2. Purpose of the document
This  document presents  the detailed business  processes  to be undertaken by  ABA for implementing the HIS/BIS network monitoring, data collection, data validation, data analyses, data sharing and data & information dissemination procedures.
This Business Process document is intended for internal use by all ABA staff.
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3.   Acronyms and Definitions
3.1. Acronyms
BIS           Basin Information System
HIS           Hydrological Information System
IS              Information System
ABA          Abbay Basin Authority
SBBO       Sub-Basin Branch Office
TaSBBO   Tana Sub-Basin Branch Office
BeSBBO  Beles Sub-Basin Branch Office
WRAD/U Water Resouces Administration Departement / Unit
IMD/U       Information Management Departement / Unit
PMD/U      Planning and Monitoring Departement I Unit
HIC            Hydrological Information Center
BIC            Basin Information center
3.2. Definitions
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information
quality
Format
Forms
Metadata
Data provider
Representations of facts, in a formalized manner, suitable for communication, interpretation or processing
Processed and interpreted data
Attribute of data and information that describes the completeness; usefulness, accuracy and integrity of data
Refers to the specific layout the data has been organized for
end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is data about data. In the context of this agreement, metadata is defined as  to constitute those pieces  of information that are required to describe the data and information being transferred. Examples  of such metadata include source of data, time window, unit of measurement and data quality parameters^
Any institution that maintains BIS relevant data in some form
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4.   Business Processes within Abbay Basin Authority Head Quarters.
4.1. bp within IMD
The HIC is responsible for:
► Managing interfaces between SBBOs data collection platforms and ODM Databases 
in the two sub basins.
► Hydrological, meteorological, groundwater and water quality secondary processing
(HDA tools, basin wide).
► Collecting, formatting and validating time series data provided by third-party
► HIS database management at Abbay basin level.
► HIS data pre-processing before third-level analysis process by the BIC.
The BIC is responsible for:
► Spatial Data System management and GIS analyses
► Collecting, formatting and validating spatial data by third-party
► Third-level data processing:
J Water quality modeling per river, lake or aquifer
J Environment modeling (ecopath)
✓ Water allocation model (Tana-Beles DSS, Nile-DSS),
► Tana-Beles water information system (web portal) management
► Overall coordination of data sharing and exchange
Z  The  BIC  shall  serve as the  coordinating  body for all data exchange and sharing. Therefore all data requests shall be addressed to the BIC.
z   All data sent in response to any request shall be addressed to the BIC. The BIC shall  forward  the  data  received  to  the  resquesting  entity  within  the  Abbay  Basin Authority.
v'  The  BIC  shall  designate  a  focal  person  to  handle  all  data  sharing  and  exchange transactions and avail the contact detaiks of the focal person to interested parties.
J   The   BIC   shall   develop   and   maintain   metadata   on   all   available   data   and information within the BIS database and avail the same to potential users through appropriate communication media (e.g. the Abbay Information System, IS).
/ The BIC shall maintain updated archive of data transfer transactions  and provide annual report on data exchange activities  to the ABA’s  higher management (Information Management Departement Head and Director General).
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J Data sharing shall be restricted to ABA Head Quarters and shall not occur at SBBos level
J The scope of data covered by this guideline cover both HIS and BIS databases, without prejudice to any  special agreement entered with any  data provider regarding data dissemination. Accordingly, Appendix 2 presents a non-exhaustive list of data and information types covered by this guideline.
► Data request reception and clearance
s  The  BIC,  upon  receipt  of  data  requests,  shall  acknowledge  receipt  of  such requests to requesting entities.
✓ The BIC shall designate someone within ABA responsible for preparing the data: responsibility of the BIC
Z The BIC, after reviewing of the requests, shall provide feedback to requesting entities. Such feedbacks shall constitute, at a minimum, whether the data request is complete or some vital information is lacking, whether or not the requested data is available and estimated period of time required for processing request and availing data requested.
Z  For  data  that  are  not  readily  available,  the  responsible  ABA  department  shall advice the BIC whether such data can be collected as per the requests made and also on the arrangements that need to be made to collect, process and avail the data requested
z  The  BIC  and/or  responsible  ABA  department  shall  avail the requested data in form/format that facilitates its best utilization for the intended purpose.
z Upon receipt of the data requested/Once the data are prepared, before they are forwarded to requesting entities, the BIC shall update their database on data transfer transactions.
The business processes include the following BP between the Basin Information Centre and the Hydrometry Information Center
> The experts of the HIC provide the BIC with some data and information when no automatic transmission is done. This will be detailed in next section (Specific BP) and concern, between other, water quality data, groundwater data, environment and ecology data coming from SBBO or other stakeholders (Universities, etc );
> The HIC also provides support to the BIC for quality control data process especially for basin wide approach. The hydrometric  team of the SBBO do data quality  control at sub-basin level while the hydrometric team at ABA HQ do it at basin wide level.
>  The Hydrometry Division HIC also provides technical support to the BIC team for the tools (HIS-BIS and TB DSS) operation, development and improvement.
>  The BIC provides data from the HIS-BIS (and Tana-Beles DSS) to the HIC for any hydrological analysis (surface and groundwater), water quality analysis and meteorological analysis. The results of these analyses (basin wide) shall be published through the BIS if considered relevant.
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4.2. BP BETWEEN IMD AND WRAD
The workflow between IMD and WRAD is mainly restricted to interralations between BIC and WRAD.
► The WRAD shall provide support to the BIC regarding water uses monitoring.
✓  The WRAD shall provide regularly  to the BIC all the data and information about water permit issuance (new permits  issued with water withdrawals characteristics, water release, location of water user, etc.), water charges process and water policy activities (historical water uses if different with water permit like the water used in hydropower infrastructures, etc.). Data and information exchange shall be done with genuine templates and formats.
J  The  BIC  shall  supervize  dissemination  of  these  data  and  information  through the Tana-Beles Information System.
► The BIC shall provide support to the WRAD for decision making for new water permit
issuance using the HIS-BIS (based on inputs from Tana-Beles DSS):
J  WRAD  collects  water  permit  requests  and  submit  each  request  to  the  BIC. The  project  characteristics  (location,  proposed  water  abstraction,  proposed water releases, etc) shall be provided.
✓ The BIC performs a scenario evaluation through the Tana-Beles DSS and the BIS, aiming at assessing potential impacts of the requesting project on water resources quality and quantity.
J The BIC provides the conclusions to the WRAD.
Z The WRAD decides about water permit acceptance or refusal.
4.3. BP BETWEEN IMD AND PMD
(To be further developed during implementation phase)
►  The BIC will provide support to the PME Department for all the planning activities at short, mid and long-term horizons (River Basin Plan) using HIS-BIS / TB DSS. The modelling of Basin Scenario Development shall be one of the main outputs used by the PME Department.
►  The BIC will provide support to the PME Department for Monitoring and Evaluation activities. The PME will define its M&E indicators and will organize BP with the BIC to fulfil the M&E system.
►  On the other hand, the PME Department will provide the BIC with all results and decisions  taken  on  the  development  planning  of  the  Abbay  Basin  (approved River Basin Plan approved by Government after ABA High Council submission).
► The PME Department will also provide to the BIC all relevant studies, information and data that can be collect or generate by the activities of the PME team.
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4.4. BP BETWEEN WRAD AND PMD
Out of the scope of this project' not related to HIS/BIS implementation or operation
5.   Business Processes within Abbay Basin Authority Sub-basins Branch Offices.
5.1.  BP within IMU
The SBBO HIC is responsible for:
►   data  collection  (except  for  the  FEWS  stations  whose  data  are  automatically  tele transferred  to  the  SBBO)  through  the  hydrological  technicians  and  field  assistants. Including   sampling,   in   situ   analysis,   baseline   parameters   analysis,   bacteriological analysis for water quality monitoring. (Field Office)
►  maintenance of all hydrometric stations and hydrogeological network. (Field Office)
►  The field operators will be in charge to enter measurement and sampling results into ODM Database. (Field Office)
►  data quality control for the data collected in the sub-basin
►  data quality control for the data generated by other parties like some data about water  quality  (analysis  performed  by  reference  laboratory)  or  for  environment  and ecology.
►    Hydrological,   meteorological,   groundwater,   and   water   quality   primary   processing (HDA tools, at station scale).
►  The  hydrologist/GIS  specialist  will  be  in  charge  to  manage  stations repository  in  the ODM  Database  and  rating  curves  data,  to  validate  time  or  derive  time  series  in  the ODM database and check the data transmission from Sbbo level to ABA level.
The SBBO BIC is responsible for:
►  Collecting data and information about water uses, in the sub basin.
►  If requested by HQ's BIC, assisting for data and information request clearance and data & information sharing, exchange or dissemination.
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5.2.      BP BETWEEN IMU AND WRAU
To be developed during implementation phase
5.3.      BP BETWEEN IMU AND PMU
To be developed during implementation phase
5.4.      BP BETWEEN WRAU AND PMU
Out of the scope of this project: not related to HIS/BIS implementation or operation
6.     Business Processes between Abbay Basin Authority Head Qarters and Sub-basins Branch Offices.
6.1.    BP BETWEEN HQ’S IMD AND SBBOs’IMU
ABA's HQ
f
HIC
___ ---------
PROCESSING ANO INDICATORS
ELABORATION (second 4evd
processing)
if----- --- STcRS^’ '1
ABA's SBBO^
f f*0a$5lHG ANO VAUDATION
—  ----- — - ------- V-.  1 .
DATA FORMATING
(ABA Fo< nut)
RAW DATA COUCCTION
6.1.1.      BP between HQ's HIC and SBBOs' HIC
► The SBBO HIC is in charge of the transfer to the HQ HIC of the data collected at their sub basin level, validated and processed at the first level (surface watern groundwater and meteorological data).
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►  The  SBBO  HIC  is  also  in  charge  of  the  transfer  to  the  HQ  HIC  of  the  data generated by other parties, validated and processed at first level, such as water quality  data  (analysis  performed  by  reference  laboratory)  or  for  environment  and ecology  data  (raw  data  collection  performed  by  Virtual  Monitoring  Units  involving multiple stakeholders.
►  The  HQ  HIC  shall  provide  to  the  SBBO  HIC  the  validated  data  and  information generated through second level processing analyses and which are relevant to their sub basin.
6.1.2.   BP between HQ's BIC and SBBOs ’ BIC
To be developed during implementation phase
►  HQ's BIC may delegate data and information dissemination to the SBBO’s BIC for the data and information relevant to their sub basin
►  SBBO’s BIC share with HQ's BIC any data or information collected about water uses, economy, agriculture, environment.
► Any second and third level processing analyses shall remain at Head Quarter level to satisfy the Quality Insurance Plan and avoid any contradictive result and conclusion. This  is  especially  the  case  for  the  support  to  the  WRAD/WRAU  consisting  in evaluating  the  potential  impact  of  a  project.  This  skill  remain  among  HQ’s  BIC madandates.
6.2.   BP BETWEEN HQ’S PMD AND SBBOs’PMU
Out of the scope of this project: not related to HIS/BIS implementation or operation 6.3.   BP BETWEEN HQ’S WRAD AND SBBOs’ WRAU
Out of the scope of this project: not related to HIS/BIS implementation or operation
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March 2012HIS-BIS - Water Quality & Environment Monitoring - Sample Analysis.
Services contract for water quality and soil analyses
THIS AGREEMENT dated _J_Jis entered between:
7
(1) The EFDRE Abbay Basin High Council and Authority (hereinafter 'the Authority ) a legal entity the address of which is "EFDRE Abbay Basin Authority, North western region NWR-409-Bahir Dar, Bahir Dar 02 16 Government and which is represented by; and
(2) The Amhara Water Design Supervision Enterprise (hereinafter 'AWDSE') a legal entity the address 
of
; and
which
is 
and              which
is 
represented              by 
Preamble
a.   The Service Provider is [NAME] Laboratory.
b.    The Customer is [NAME] Abbay Basin Authority established in accordance with "River Basin Councils   and   Authorities   Proclamation   No.   534/2007"   that   is   responsible   for   the   water resources monitoring and administration in Tana and Beles sub basins .
c.    The  Parties  wish  to  conclude  this  memorandum  of  understanding/agreement  in  accordance with Article 17 of River Basin Councils and Authorities Proclamation No. 534/2007.
The parties agree as follows:
1. Acronyms and Definitions of terms
1.1.        Acronyms
BIS
Basin Information System
HIS
Hydrological Information System
IS
Information System
ABA
Abbay Basin Authority
SBBO
Sub-Basin Branch Office
TaSBBO
Tana Sub-Basin Branch Office
BeSBBO
Beles Sub-Basin Branch Office
AWDSE
Amhara Water Design and Supervision Enterprise
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1HIS-BIS - Water Quality & Environment Monitoring - Sample Analysis.
1.2.         Definitions of terms
In this Agreement, the following words shall have the following meanings:
Data
Information
Data  and  Information quality
Format Forms
Metadata
Sampling Water media Sediment media Soil media Analysis
Representations   of   facts,   in   a   formalized   manner,   suitable   for communication, interpretation or processing
Processed and interpreted data
Attribute  of  data  and  information  that  describes  the  completeness; usefulness, accuracy and integrity of data.
Refers to the specific layout the data has been organized for end users
Forms  of data transfer refer to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is  data about data. In the context of this  agreement, metadata is defined as to constitute those pieces of information that are required to describe the data and information being transferred. Examples  of such metadata include source of data, time window, unit of measurement and data quality parameters.
Process  undertaken  to  isolate  a  representative  fraction  of  a  whole part
Water sample representing the river/lake quality at the time and site of sampling
Sediment  sample  representing  the  pollution  accumulated  overtime  in the river/lake sediment.
Soil  sample  representing  the  soil  pollution  at  the  time  and  site  of sampling.
Process   undertaken   to   determine   specific   parameters   related   to sample's characteristics
2.      Term of Agreement
This agreement shall enter into effect on the above written date and shall continue in force for a period of 3 years, ending on[DATE].
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2HIS-BIS - Water Quality & Environment Monitoring - Sample Analysis.
3. DUTIES OF THE CUSTOMER
•      The  Customer  is  responsible  for  the  sampling  on  the  field,  for  the  transportation  from  the sampling  location  to  the  laboratory,  and  for  the  samples  storage  before  delivery  to  the Service  provider.  Any  problem,  such  as  delays,  no  cool-enough  storage,  occurring  before reaching the laboratory falls under ABA's responsibility.
•      With   respect   to   the   sampling,   the   Authority   is   responsible   for   insuring   the   successful implementation   of   its   quality   insurance   plan   during   the   field   measurement   and   the transportation. This quality insurance plan will be provided to the AWDSE's laboratory, as an attachment to this agreement.
•      The  Customer is responsible for providing  templates and formats to the Service Provider for analyses  results  and  data  exchange  to  insure  their  suitability/compatibility  with  the  HIS/BIS databases.
•      The  Customer  is  responsible  for  data  validation  and  is  therefore  responsible  for  the  quality of any data entered into the HIS/BIS databases.
4. Duties of the Service Provider
•      The  laboratory/Service  Provider  is  responsible  for  the  samples  storage  conditions,  upon reception  from  ABA  and  until  the  Customer  withdraw  them.  Samples  storage  conditions  are described  below  in  clause  #7  and  further  detailed  in  the  Quality  Insurance  Plan,  attached  to this agreement.
•      The  laboratory/Service  Provider  shall  share  and  come  to  an  agreement  with  the  Customer regarding a Quality Insurance Plan for samples storage and analyses. The service provider is responsible for its proper implementation.
•      The  service  provider  shall  deliver  the  analyses  results  using  ABA's  templates  and  formats, according to clause #8 of this agreement.
•     The service provider shall allocate necessary equipment and staff to insure that analyses are performed according to national and international standards. Training sessions shall be
organized if deemed necessary.
•      The  laboratory  should  precise  in  its  assurance  quality  plan  the  time  between  the  receipt  of the sample and the analysis.
.  The  Service  Provider  is  responsible  for  the  analyses  results.  The  customer  can  therefore  ask any further clarification about the process, if deemed necessary.
5. Sampling and Transportation
a) Definition
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3HIS BIS - Water Quality & Environment Monitoring - Sample Analysis.
3 different media will be sampled:
The water media: water sample representing the river/lake quality at the time and site of sampling.
The sediment media: sediment sample representing the pollution accumulated over time in the river/lake sediment.
The soil media: soil sample representing the soil pollution at the time and site of sampling. b)           Number of Sampled Sites:
For water media
8 in Tana sub basin 6 in Beles sub basin
c)   Sampling frequency:
The sampling frequencies are:
For sediment media
8 in Tana sub basin 6 in Beles sub basin
For Soil Media
30 sites over Tana and Beles 
sub basins
g»] AyP 1          ■ fit '-i*J: -1
*
Minimum: 6 times a year
Highly recommended 12 times a
year
1aHMbMI *]           1 TuTi J ly 1114 Minimum: 1 analysis cam
every 5 years
paign
Minimum: 1 analysis 
campaign every 5 years
Optimum: 24 times a year              Optimum: 1 analysis cam every 3 years
paign
d)           Estimated number of analyses per year
According to the sites number, sampling frequencies and the parameters to be investigated, the average number of analyses to be ordered per year is estimated to be the following:
For water media
From 2,500 to 10,000 per year
For sediment media
Around 450 every 3 to 5 years
For Soil Media
Around 900 every 5 years
6.      Parameters to be analyzed and analysis methodology
The parameters to be analyzed by the Service Provider and the analysis methodology to be followed
are the following:
For water and sediment media:
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4HIS-BIS- Water Quality & Environment Monitoring - Sample Analysis.
Baseline parameters
Nutrients/ General parameters
Parameter
Unit
Analysis Methology
pH
pH Unit
Conductivity
Micro Siemens /cm
Dissolved 02
Mg/I d’O2 and ratio of saturation as %
Clarity
meter (Secchi disc)
Turbidity
NFU unit
Colour
mg / L Pt
TDS
mg / L
ODOUR
BOD5
mg / L of 02
COD
mg / L of 02
Dissolved Organic Carbon
mg / L of C
Total Organic Carbon
mg / L of C
Kjeldahl Nitrogen
mg / L N
Ammonium
mg / L NH4
Nitrites
mg/L NO2
Nitrates
mg / L NO3
Orthophosphates
mg / L PO4
Total Phosphorous
mg / L de P
Geochemical background /activities Impact
- . •• • . r
Chlorides
mg / L Cl
Sulfates
mg / L SO4
Bicarbonates
mg / L HCO3
Calcium
mg / L Ca
Magnesium
mg / L Mg
Sodium
mg / L Na
Potassium
mg / L K
Hardness (by calculation) TH
’F
TAC (by calculation)
•F
Dissolved Silica
mg / L SiO2
Dissolved Aluminium
pg / L Al
Dissolved Iron
pg / L Fe
Dissolved Manganese
pg / L Mn
ADVANCED LEVEL PARAMETERS
These molecules are metals, pesticides, polycyclic aromatic hydrocarbons (PAHs), benzene, alcohol, etc. the presence of these molecules is very closely linked to pollution.
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5HIS-BIS - Water Quality & Environment Monitoring - Sample Analysis.
Contaminant parameters
Germs
Unit
Analysis methodology
Total Coliforms
Thermotolerant Coli.
Pathogenic Staphylococci
Faecal Streptococci
Bact spore sulfito-red
For soil MEDIA:
The contract should define the time between the receipts of the sample by the laboratory, the
analysis of the parameter and the data delivery to ABA.
Soil parameters
1 Unit
Analysis methodology
1
7.      Samples Storage
The Customer is  responsible for sampling and samples  storage until delivery  to the laboratory (Service provider). From the delivery  time, the service provider must store the samples  in the conditions  agreed with the customer: samples  shall be stored below 4°C, before and after the analyses in order to be compatible with national and international standards.
8.      Analysis and Results Delivery Schedule
The analysis process shall not occur more than 1 month after the reception of the samples by the Service Provider. Once the analyses are performed, the data preparation and exchange with ABA 5/28/2012 7:23:00 PM
6HIS-BIS - Water Quality & Environment Monitoring - Somple Analysis.
shall  not  occur  more  than  2  months  after  the  reception  of  the  samples  by  the  service  provider. Specific delivery schedules are detailed in the Quality Insurance Plans.
9. Rate and method of payment for water & soil analyses
a)    The Customer shall pay analyses fees in respect of the number of analyses performed under this Agreement at a rate to be specified.
b)    The  Customer  shall  pay  [30%]  of  the  total  estimated  value  of  the  water,  sediment  and  soil analyses  fees  in  respect  of  the  number  of  analyses  to  be  performed  on  signature  of  the Annual/5-year    Contract.    Subsequent    payments    shall    be    made    in    installments    in    6
month/yearly  periods  from the date of the end of each analyses  campaign on the basis  of invoices  rendered by  the Service Provider that shall describe the nature and number of analyses performed.
c)    In the event that the Customer fails  or refuses to accept delivery of analyses results made available in accordance with the Contract, such a refusal shall not relieve the Customer of its duty to pay analyses fees in respect of such analyses duly performed.
10.    Suspension of delivery arising out of default
The Service Provider may  temporarily  suspend the water and soil analyses  for the Customer in the event that the Customer is more than six months late in paying outstanding fees, in the absence of a written agreement between the Parties postponing or varying the payment timetable.
11.    Penalty on delinquency in payment
The Service Provider shall be entitled to charge interest at the rate of 0.05 % of the debt amount due for each day of delay.
12.    Permit, license or authorization conditions
The provisions  of this  Agreement shall comply  with any  conditions  contained in any  permission, license or authorization required, in accordance with legislation, to be held by  the Service Provider relating to water and soil analyses.
13.    Force majeure
Neither Party shall have any liability or be deemed to be in breach of this Agreement for any delays or failures  in performance of this  Agreement which results  from circumstances  beyond the reasonable control of that Party. The Party  affected by  such circumstances  shall promptly  notify  the other Party  in writing when such circumstances  cause a delay  or failure in performance and when they cease to do so.
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7HIS-BIS - Water Quality & Environment Monitoring - Sample Analysis.
14.    Agreement’s detailed implementation
The practical implementation of this  agreement's  clauses  is  detailed in the Water Quality Monitoring —  Quality  Insurance Plan" documents, in which Quality  Insurance Procedures  are detailed for each party.
15.    Agreed documents
Every  corresponding letters, minutes  of meetings, schedules  and appendixes  related to this agreement, as  well as  the Quality  Insurance Plan aiming at smooth implementation of the HIS-BIS Procedures for Water Quality Monitoring, will be part of this agreement.
16.   Amendment of the Agreement
This  agreement  may  only  be  amended  in  writing  signed  by  the  duly  authorized  representatives  of the parties.
17.       Termination of the Agreement
This Agreement may be terminated on the grounds that:
a)   the legal right of the Service Provider to analyze water and soil that is to be performed pursuant to the Agreement has been cancelled in accordance with the applicable legislation;
b)   the Customer or the Service Provider have persistently failed to comply with the terms of the contract;
c)   the Parties have mutually agreed to this;
d)   other grounds provided by law.
18.    Conflict resolution
In  case  mutual  agreement  cannot  be  achieved  through  discussion,  disputes  shall  be  resolved  by  the court in accordance with the procedure provided for by the EFDRE government laws.
19.       Renewal of the Agreement
Not less  than twelve months  before the expiry  of this  Agreement the Customer may  request the Service Provider to enter into a new agreement which shall be in substantially the same terms as this Agreement save that the analyses number and parameters to be analyzed shall be subject to review
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8HIS-BIS - Water Quality & Environment Monitoring - Sample Analysis.
Agreed by the parties through their authorized signatories
EFDRE Abbay Basin High Council and Authority
Name:
Signature:
Date:
Seal:
ADSWE Laboratory
Name: Signature
Date:
Seal:
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Operational HIS-BIS Guideline for Data and Information
Sharing, Analysis and Dissemination with Addis Ababa
University
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Table of Contents
1.    NATURE OF MODIFICATIONS BROUGHT TO REVISION 0.................................................................... 3
2.    OBJECTIVES OF THE GUIDELINES........................................................................................................3
3.     ACRONYMS AND DEFINITIONS.............................................................................................................. 3
1.1.    ACRONYMS................................................................................................................................................... 3
1.2.     Definitions...................................................................................................................................................3
4.     ENVIRONMENT MONITORING ADMINISTRATION................................................................................ 4
5.     DATA AND INFORMATION SHARING.....................................................................................................4
l .3.     Data i ransfer from AAU to ABA............................................................................................................. 4
1.4.     Templates/Formats for manual data transfer between ABA and UoAA......................................... 4
6.     IT EXPERT ISE - BACKSTOPPING TEAM............................................................................................... 4
7.     DATA DISSEMINATION PROTOCOLS.....................................................................................................5
8.    GUIDELINES ON ACCESSING DATA AND INFORMATION FROM ABA-BIS DATABASE BY
THE UNIVERSITY OF ADDIS ABABA................................................................................................................5
9.     DATA QUALITY AND METADATA............................................................................................................. 5
10.      COST OF DATA PREPARATION............................................................................................................ 5
Agreed by the parties through their authorized signatories
EFDRE Abbay Basin High Council and Authority
University of Addis Abeba
Name:
Signature:
Dale:
Seal:
Name:
Signature:
Date:
Seal:
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\           Toam
Guideline ABA-BIS11
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1.   Nature of modifications brought to revision 0
Wanting of the guideline and its procedures.
2.         Objectives of the guidelines
The primary objective of this Operational Guideline is to expedite the smooth and consistent implementation of the HIS-BIS cooperation agreement between ABA and the Addis Ababa University for data and information sharing and exchange.
3.   Acronyms and Definitions 1.1. Acronyms
BIS            Basin Information System
HIS
Hydrological Information System
IS
Information System
ABA
Abbay Basin Authority
SBBO
Sub-Basin Branch Office
TaSBBO
Tana Sub-Basin Branch Office
BeSBBO
Beles Sub-Basin Branch Office
UoAA
University of Addis Abeba
1.2. Definitions
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information
quality
Format
Forms
Metadata
Representations of facts, in a formalized manner, suitable for communication, interpretation or processing
Processed and interpreted data
Attribute of data and information that describes the
completeness; usefulness, accuracy and integrity of data.
Refers to the specific layout the data has been organized for
end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is data about data. In the context of this agreement, metadata is defined as  to constitute those pieces  of information that are required to describe the data and information being transferred. Examples  of such metadata include source of data, time window, unit of measurement and data quality parameters.
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Third Party
Data provider
Within the scope of this agreement, ‘third party’ refers to any regional,   federal   and   international   organizations   that   may request access to the data and information available in the BIS Any institution that maintains BIS relevant data in some form
4.         Environment monitoring administration
Tasks forces are planned to be deployed to endorse the monitoring of each environmental parameters. These tasks  forces  involve different relevant institutions  directly  acting for monitoring strategy definition, sampling, and data analysis. Addis Ababa University and its Biology Department will avail their expertise and contribute to Aquatic Ecology & Terrestrial Fauna monitoring. These monitorings belong to the environmental program planned to be implemented through HIS.
AAU will provide specific expertise to these two task forces and take part twice a year to the coordination meetings
5.         Data and information sharing
1.3, Data transfer from AAU to ABA
At BIS implementation stage. University of Addis Ababa shall provide ABA database with historical and contextual data in Tana and Beles subbasins that enter in HIS/BIS thematic :
-    Hydrological, meteorological, groundwater, water quality time series.
-    Hydrological, meteorological, groundwater, water quality data analyses and modeling results.
Environmental, agricultural, water uses information.
-    Modelling and tool operation experience sharing
1.4. Templates/Formats for manual data transfer between ABA and UoAA To the extent feasible, the data providing entity shall avail the data in a form and format commonly used to archive the data by the data providing entity . either in soft copies (either though automated transfer thanks to the VPN connection, or on CDs if not possible) or in hard copies.
6.    IT EXPERTISE - BACKSTOPPING TEAM
AAU shall constitute a backstopping team to support ABA and SBBOs  for HIS/BIS development strategy  in different fields  : IT, Water resources  management, Environment protection, etc. With respect to IT, AAU could host CUAHSI and Hydrodesktop national expertise office.
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7.   Data Dissemination Protocols
Historical data and information provided to the BIS and the data and information generated thanks  to the HIS and stored in both HIS/BIS and University  of Addis  Ababa shall be disseminated by both parties.
8.     Guidelines on accessing data and information from ABA-BIS database by THE UNIVERSITY OF ADDIS ABABA.
For any data or information that Addis Ababa University may be interested in, Addis Ababa University shall follow the standard guidelines on accessing data and information from ABA- BIS by any Third-Party.
9.        Data quality and Metadata
The data provider makes reasonable efforts to ensure that the data provided are accurate. Where required, the data provider shall include together with any data it avails to the data requester such information as would be needed to highlight the quality of the data or specific part thereof.
For smooth and efficient processing of data request, all data request shall include minimum set of information about the data requested, i.e. metada. provides minimum set of metadata for different categories of data.
10.      Cost of data preparation
Readily available data shall be availed to data requesting entity free of charge.
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Guideline ABA-BIS09
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Operational HIS-BIS Guideline for Data and Information
Sharing, Analysis and Dissemination with the Bahir Dar
University
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Guideline ABA-BIS09
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Table of Contents
1.     NATURE OF MODIFICATIONS BROUGH! TO REVISION 03
2.     OBJECTIVES OF THE GUIDELINES3
3.     ACRONYMS AND DEFINITIONS3
1.1.       ACRONYMS3
1.2.      Definitions3
4.     ENVIRONMENT MONITORING4
1.3.      Environment Monitoring Administration: Institutional set-up and Orgnisational
PROVISIONS 4
1.4.      MONITORING LOCATIONS4
1.5. MONITORING PROGRAM4
1.6.     Field Equipment4
1.7.     Laboratory Equipment and Analyses5
1.8.      Data Processing5
1.9.      Incorporation in the BIS5
5.     GIS AND IT SUPPORT SERVICE5
6.     DATA AND INFORMATION SHARING5
1.10.
Low Cost Image Reception Station - Data Sharing5
1.11.
Weather radar project5
1.12.
minimum metadata requirements for data transfer5
1.13.
TEMPLATES/FORMATS FOR MANUAL DAI A TRANSFER BETWEEN ABA AND UOBD6
7.     DATA DISSEMINATION PROTOCOLS6
8.     GUIDELINES ON ACCESSING DATA AND INFORMATION FROM ABA-BIS DATABASE BY THE UNIVERSITY OF BAHIR DAR6
9.     DATA QUALITY AND METADATA6
10.       COST OF DATA PREPARATION
Agreed by the parties through their authorized siqnatories
EFDRE Abbay Basin High Council and Authority
University of Bahir Dar
Name:
Signature:
Date:
Seal:
Name:
Signature.
Date:
Seal:
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Guideline ABA-BIS09
Revision 0
1.    Nature of modifications brought to revision 0
Wrinting of the guideline and its procedures.
2.    Objectives of the guidelines
The primary objective of this Operational Guideline is to expedite the smooth and consistent implementation of the HIS-BIS cooperation agreement between ABA and Bahir Dar University for IT expertise sharing, for Environment monitoring and for data and information sharing and exchange.
3.   Acronyms and Definitions 1.1. Acronyms
BIS            Basin Information System
HIS
Hydrological Information System
IS
Information System
ABA
Abbay Basin Authority
SBBO
Sub-Basin Branch Office
UoBH
University of Bahir Dar
1.2. Definitions
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information
quality
Format
Forms
Metadata
Third Party
5/25/2012 3:33:00 PM
Representations  of  facts,  in  a  formalized  manner,  suitable  for communication, interpretation or processing
Processed and interpreted data
Attribute    of    data    and    information    that    describes    the completeness; usefulness, accuracy and integrity of data.
Refers  to  the  specific  layout  the  data  has  been  organized  for end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is data about data. In the context of this agreement, metadata is defined as  to constitute those pieces  of information that are required to describe the data and information being transferred. Examples  of such metadata include source of data, time window, unit of measurement and data quality parameters.
Within  the  scope  of  this  agreement,  'third  party’  refers  to  any regional, federal and international organizations that may
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Data provider
request access to the data and information available in the BIS. Any institution that maintains BIS relevant data in some form
4.        Environment Monitoring
1.3. Environment Monitoring Administration: Institutional set-up and Orgnisational provisions
Tasks forces are planned to be deployed to endorse the monitoring of each environmental parameters. These tasks  forces  involve different relevant institutions  directly  acting for monitoring strategy  definition, sampling, and data analysis. Bahir Dar University  and its Biology  Department will avail their expertise and endorse part the Aquatic  Ecology monitoring This  monitoring belongs  to the environmental program planned to be implemented through HIS.
BDU is coordinating the task force in association with the Fishery and Aquatic Life Research Center in Bahir Dar and the biology department at the Addis Ababa University. Guidelines and best practices will be provided by EPA.
1.4. Monitoring Locations
The monitoring of the aquatic ecology of the TB area will cover faunal and floral ecosystems. It is arguably the most important of all the environmental and ecological monitoring activities that will be made. A meaningful network of monitoring stations should be established over this very large and varied region. Sites should be located in and around the lake, and on the rivers. As a preliminary estimate we suggest five sites in the lakes, two in the wetlands to the east of Lake Tana, another four in the four main rivers draining into Lake Tana and three in the Beles River: a total of 14 major monitoring sites. Final location to be determined by Dr Seyoum Mengistou in collaboration with other biological stakeholders in Bahir Dar.
1.5. Monitoring program
Monitoring staff will necessarily be aquatic biologists from the local research centres: the Fishery and Other Aquatic Life Research Center (a part of the ARARI) in Bahir Dar; the Bahir Dar Fisheries and Aquaculture Research Center, University of Bahir Dar: four specialists in aquatic biology (fisheries, fauna, flora, limnology). Specialist advice also from the Biology Dept, of Addis Ababa University (AAU) should be involved. We suggest six-monthly checks at sites  to start with to establish the seasonal changes, with once-yearly  technical coordination visit with AAU. With 14 sites to cover this will be a substantial field operation. Each site in the Tana watershed area will require about one day for access and collection of materials For the Beles because of poor access this may take longer.
1.6. Field Equipment
Sampling materials for fisheries and biology of lake and river waters include boats nets sampling scoops, jars and preserving chemicals. Motor transport will be required to access the river sites We suggest the field equipment is renewed I rehabilitated at the start of the monitoring phase, and following an audit.
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1.7. Laboratory Equipment and Analyses
The laboratories at the research centres have a wide range of equipment. Coordination with ABA is  required since contracts  will be entered with laboratories  for water quality and soil analyses.
1.8.      Data Processing
Fish data will include catches  and estimates  on present population sizes. Monitoring data from aquatic flora and fauna surveys will list species as numbers within a habitat. Methods will need to be devised to estimate total population sizes  and any  trends  in populations arising from interaction with other factors: pollution and changes to water quality. Dr Seyoum advised that a repeat sampling programme in Lake Tana covering the aquatic biology would take some three months to analyze and report. Data will be entered in the Ecopath model.
1.9. Incorporation in the BIS
The  BIS  will  include  a  database  with  all  previous  assessments  of  the  status  of  aquatic ecosystems of Lake Tana and adjacent parts of the TB area.
5. GIS AND IT SUPPORT SERVICE
BDU has been supporting ABA for IT and GIS expertise since its establishment.
BDU experts will assist and contribute to the implementation of HIS/BIS. They will be invited to Training of Trainers phase to contribute afterwards to ABA staff training. Their expertise about IT and GIS questions will be expected on a ‘on demand" basis.
6.         Data and information sharing
1.10.    Low Cost Image Reception Station - Data Sharing
Satellite images  collected at the “Low Cost Reception Station" installed at BDU shall be shared with HIS/BIS at a relevant and regular time scale. These images could be a powerful tool for ABA to monitor environment, land cover changes, water levels, etc etc.
1.11.    Weather radar project
The weather radar project to be implemented at BDU will be part of the Flood Early Warning System. ABA and SBBOs monitor the meteorological stations used to measure rainfalls and to feed the early warning system and are key stakeholder in the system. Data generated by the weather rader shall be shared with ABA, as agreed with NMA.
1.12.       MINIMUM METADATA REQUIREMENTS FOR DATA TRANSFER
Table 5. Detailed meteorological categories of data and minimum metadata requirements for data transfer:
Table 1: Categories  of data and minimum metadata requirements  for data transfer
(example):
Station type
Data Category
Minimum set of metadata
Weather radar data
Rainfall observation map
- Location of measurement point (preferably as geographic 
coordinates)
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Station type
Data Category
Minimum set of metadata
- Data and time of measurement
- Unit
- Whether measurement is instantaneous or average over a
period
- Explanation of any of symbols
1.13. Templates/Formats for manual data transfer between ABA and UoBD To the extent feasible, the data providing entity shall avail the data in a form and format commonly used to archive the data by the data providing entity : either in soft copies (either though automated transfer thanks to the VPN connection, or on CDs if not possible) or in hard copies.
7.        Data Dissemination Protocols
Historical data and information provided to the BIS and the data and information generated thanks  to the HIS and stored in both HIS/BIS and University  of Bahir Dar shall be disseminated by both parties.
8.        Guidelines on accessing data and information from ABA-BIS database by THE UNIVERSITY OF BAHIR DAR.
For any data or information, University of Bahir Dar may be interested in, University of bahir Dar shall follow the standard guidelines on accessing data and information from ABA-BIS by any Third-Party.
9.        Data quality and Metadata
The data provider makes reasonable efforts to ensure that the data provided are accurate. Where required, the data provider shall include together with any data it avails to the data requester such information as would be needed to highlight the quality of the data or specific part thereof
For smooth and efficient processing of data request, all data request shall include minimum set of information about the data requested, i.e. metada. provides minimum set of metadata for different categories of data.
10. COST OF DATA PREPARATION
Readily available data shall be availed to data requesting entity free of charge.
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Guideline ABA-BIS08
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Operational HIS-BIS Guideline for Data and Information
Sharing, Analysis and Dissemination with the Ethiopian
Electricity Power corporation
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Table of Contents
1.     NATURE OE MODIFICATIONS BROUGHT TO REVISION 0....................................................................... 3
2.     OBJECTIVES OF THE GUIDELINES.................................................................................................................. 3
3.      ACRONYMS AND DEFINITIONS.........................................................................................................................3
2.1.       Acronyms............................................................................................................................................................. 3
2.2.       Definitions........................................................................................................................................................... 3
4.
WATER USE MONITORING
2.3.      Monitoring ni i works Administration: Institutional set-up and Orgniszationai. provisions
4
2.4.      Manual dai a iransi er i ROM EEPCO to ABA.................................................................................................. 4
2.1.       Auioma i fd data transfer from EEPCO to ABA.........................................................................................4
4
2.2.       Dl 1AIIEDC ATEGORII S Ol DATA AND MINIMUM Ml TAD ATA REQUIREMENTS FOR DAI A TRANSFER............................................. 5
2.3.       TEMPLATFS/FORMATSIOR MANI AL DATA TRANSFER BETWEEN ABA                    AND EEPCO..................................... 5
5.    DATA DISSEMINATION PROTOCOLS
6.  GUIDELINES ON ACCESSING DATA AND INFORMATION FROM ABA-BIS DATABASE BY
5
THE EEPCO.................................................................. -.................................................................................................... 5
7.  DATA QUALITY AND METADATA
8. COST OF DATA PREPARATION...
5
5
Agreed by the parties through their authorized signatories
EFDRF. Abhaj Basin High Council and Authority
Ethiopian Electricity Power Corporation
Name:
Signature:
Dale:
Seal:
Name:
Signature:
Date:
Seal:
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Guideline ABA-BIS08
Revision 0
1.   Nature of modifications brought to revision 0
Wrinting of the guideline and its procedures.
2.         Objectives of the guidelines
The primary objective of this Operational Guideline is to expedite the smooth and consistent implementation of the HIS-BIS cooperation agreement between ABA and the Ethiopian Electricity Power Corporation for data and information sharing and exchange.
3.   Acronyms and Definitions
2.1. Acronyms
BIS           Basin Information System
HIS            Hydrological Information System
IS              Information System
ABA          Abbay Basin Authority
SBBO       Sub-Basin Branch Office
H&WQ      Hydrology and Water Quality Directate (MoWE)
EEPCO Ethiopian Electricity Power Corporation
2.2.  Definitions
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information
quality
Format
Forms
Metadata
Representations  of  facts,  in  a  formalized  manner,  suitable  for communication, interpretation or processing
Processed and interpreted data
Attribute     of     data     and     information     that     describes    the completeness, usefulness, accuracy and integrity of data.
Refers  to  the  specific  layout  the  data  has  been  organized  for end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is data about data. In the context of this agreement, metadata is defined as  to constitute those pieces  of information that are required to describe the data and information being transferred. Examples  of such metadata include source of data, time window, unit of measurement and data quality parameters.
Third Party                         Within the scope of this agreement, ‘third party’ refers to any
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Data provider
regional, federal and international organizations that may request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
4.         Water Use Monitoring
2.3. Monitoring networks Administration: Institutional set-up and Orgniszational provisions
Abbay Basin Authority is empowered, by law, to monitor and administer any water use in Tana and Beles sub basins Once the proclamation will be issued, ABA will be entitled to deliver water permits aiming at sharing responsibly available water resources and at insuring environment requirements To do so, ABA is currently implementing and will manage the HIS/BIS system whose purpose is monitoring both available water resources (rainfall, lake level, river flows) and water abstractions  & releases  operated by  users. Each user is expected to install water flow and water quality measurement devices at the inlet and out let of their infrastructure. These devices will be directly connected to the HIS/BIS system.
2.4. Manual data transfer from EEPCO to ABA
At BIS implementation stage, EEPCO shall provide ABA database with exisiting dams' characteristics, operation rules  and actual historical water uses  data in Tana and Beles subbasins:
-    Tana-Beles Water Transfer (intake and outlet)
Chara Chara Weir (intake and outlet)
-    Tis Isat I & II diversion weirs (intake and outlet)
Grande renaissance (Millenium) Dam (intake and outlet)
These  data  shall  include  detailed  categories  of  data  and  minimum  set  of  metdata  as described in the following chart
In addition, EEPCO shall provide ABA’s HQ and SBBOs with detailed information about any hydropower-related future projects  with a potential impact on water demand and water quality: dams, weirs, water abstraction infrastructure, hydropower station. As  per ABA’s mandates, this information shall be provided at the ealiest definition stage : pre-feasability study  level Definition of planned monthly  water abstractions, dams  operation rules, environmental impact assessment, project schedule (start of works, commissioning, etc) shall be described.
2.1. Automated data transfer from EEPCO to ABA
All along BIS operation, EEPCO shall configurate remote measurement devices, connected to the HIS/BIS, to transfer water abstractions and releases flows automatically, in a real-time (or near real-time, ie one week delayed) manner, for strategic infrastructures:
Tana-Beles Water Transfer (intake and outlet)
-    Chara Chara Weir (intake and outlet)
-    Tis Isat diversion weirs (intake and outlet)
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- Grande renaissance (Millenium) Dam (intake and outlet)
2.2.      Detailed categories of data and minimum metadata requirements for DATA TRANSFER
Table   2:   Categories   of   data   and   minimum   metadata   requirements   for   data   transfer (example):
Hydropower water use
-   River  flows  abstracted  at  HPS intake (m3/s)
-    River  flows  released  at  HPS outlet
- Dam operation rules
- Sampling of water abstracted and released      and      water      quality analysis.
- Location of measurement point (preferably as geographic coordinates)
- Data and time of measurement
- Unit
- Whether measurement is instantaneous or average over a period
- Explanation of any of symbols
2.3.      TEMPLATES/FORMATS FOR MANUAL DATA TRANSFER BETWEEN ABA AND EEPCO
To the extent feasible, the data providing entity shall avail the data in a form and format commonly used to archive the data by the data providing entity : either in soft copies (either though automated transfer thanks to the VPN connection, or on CDs if not possible) or in hard copies.
5.   Data Dissemination Protocols
Historical data and information provided to the BIS and the data and information generated thanks to the HIS regarding hydropower shall not be disseminated by ABA.
6.   Guidelines on accessing data and information from ABA-BIS database by the EEPCO
For any other data or information that EEPCO may be interested in, EEPCO shall follow the standard guidelines on accessing data and information from ABA-BIS by any Third-Party.
7.   Data quality and Metadata
The data provider makes reasonable efforts to ensure that the data provided are accurate. Where required, the data provider shall include together with any data it avails to the data requester such information as would be needed to highlight the quality of the data or specific part thereof.
For smooth and efficient processing of data request, all data request shall include minimum set of information about the data requested, i.e. metada., provides minimum set of metadata for different categories of data.
8.        Cost of data preparation
Readily available data shall be availed to data requesting entity free of charge.
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Operational HIS-BIS Guideline for Data and Information
Sharing, Analysis and Dissemination with the Geological
Survey of Ethiopia
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1. NATURE OF MODIFICATIONS BROUGHT TO REVISION 0 
2.     OBJECTIVES OF THE GUIDELINES............................................................................................................ 3
3.     ACRONYMS AND DEFINITIONS3
2.1.      ACRONYMS3
2.2.      Definitions3
4.     MONITORING NETWORKS MANAGEMENT4
2.3.      Monitoring networks administration: Institutional set-up and Orgniszational provisions Error! Bookmark not defined.
2.4.      Stations to be monitored by aba4
2.5.      STATIONS WHOSE MONITORING REMAINS LINDER H&WQ DIRECTORATE AND ITS HYDROLOGICAL
Branch Offices (MoWE)’s responsibilityError! Bookmark not defined.
2.6.      Automated transfer from aba to G W directorate4
2.7.      Manual transfer from GW directorate to ABA4
2.8.      Detailed categories of data and minimum metadata requirements for data transfer5
5.     GROUNDWATER DATA DISSEMINATION PROTOCOLS5
6.     GUIDELINES ON ACCESSING DATA AND INFORMATION FROM ABA-BIS DATABASE BY THE GW DIRECTORATE6
7.     DATA QUALITY AND METADATA6
8.     COST OF DATA PREPARATION6
Agreed by the parties through their authorized signatories
EFDRE Abbay Basin High Council and Authority
EFDRE Geological Survey of Ethiopia
Name:
Signature:
Date:
Seal:
Name:
Signature:
Date:
Seal:
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Revision 0
1.  Nature of modifications brought to revision 0
Wrinting of the guideline and its procedures.
2.  Objectives of the guidelines
The primary objective of this Operational Guideline is to expedite the smooth and consistent implementation of the HIS-BIS cooperation agreement between ABA and the Geological Survey of Ethiopia (GSE) for data and information sharing and exchange.
3.  Acronyms and Definitions 1.1 Acronyms
BIS
Basin Information System
HIS
Hydrological Information System
IS
Information System
ABA
Abbay Basin Authority
SBBO
Sub-Basin Branch Office
H&WQ
Hydrology and Water Quality Directate (MoWE)
GW
Groundwater Directate (MoWE)
1.2 Definitions
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information
quality
Format
Forms
Metadata
Representations  of  facts,  in  a  formalized  manner,  suitable  for communication, interpretation or processing
Processed and interpreted data
Attribute     of     data     and     information     that     describes     the completeness; usefulness, accuracy and integrity of data.
Refers  to  the  specific  layout  the  data  has  been  organized  for end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is data about data. In the context of this agreement, metadata is defined as  to constitute those pieces  of information that are required to describe the data and information being transferred. Examples  of such metadata include source of data, time window, unit of measurement and data quality parameters.
Third Party                          Within the scope of this agreement, third party' refers to any
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Data provider
regional, federal and international organizations that may request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
4.  Groundwater Monitoring network management
1.3 Groundwater Stations to be monitored by ABA
The administration (ie. Maintenance and Operation) of every  groundwater monitoring stations, existing or to be established, located in Tana and Beles subbasins will be endorsed by the Authority. The groundwater monitoring stations monitored by ABA in Tana and Beles subbasins area are the following :
Table 1: Groundwater stations
No
Location
Depth (m)
Status
'Longitude (DD)
Latitutde
(DD)
1
Bahir Dar
40.4
Existing
37,17
11,68
2
Bullen well 2 (new well) near thanker
-
Existing
36,06
10,58
3
Dabu Kokele
45
Existing
36,14
11,24
4
Dangila
122
Existing
36,85
11,26
5
Durbete New Borehole
94
Existing
36,98
11,36
6
Hamusit BH (Old)
270
Existing
37,55
11,77
7
Yifag
40
Existing
37,76
12,08
8
Moenco Toyota BH
-
Existing
37,39
11,59
9
Pawe 46 village
31
Existing
36,27
11,25
10
Pawe research center
72
Existing
36,41
11,32
11
Tuni BH 2
48
Existing
36,26
10,93
12
Debre Tabor
150
Existing
38,03
11,87
13
DW6 well of Dashen Barwery
232
Existing
37,42
12,50
14
Dibate borehole 2
120
Existing
36,27
10,78
1
Ribb-Gummara
500
To be drilled
37,64
11,94
2
Megech area
300-400
To be drilled
37,34
12,36
3
Bahir Dar
500
To be drilled
37,31
11,59
4
Merawi Wotet Abay
200
To be drilled
37,19
11,42
5
Belaya area
100
To be drilled
36,30
11,39
6
Work eda
89
To be drilled
36,57
11,37
1.4 Manual transfer from GSE to ABA
At BIS implementation stage, GSE shall provide ABA database with historical and contextual geological and hydrogeological data related Tana and Beles subbasins, especially data form ENGDA or ENREAMED databases.
All  along  HIS/BIS  operation,  GSE  shall  provide  ABA  any  data  generated  under  GSE's responsability through projects or studies and that are relevant to ABA’s mandates
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Any historical data shall include detailed categories of data and minimum set of metdata as described in the following chart (Refer to chapter 4.6, Table 2).
1.5 Manual transfer from ABA to GSE
After implementation, once the BIS will be operational, ABA shall provide a special access to GSE for any  data deemed necessary  for GSE's  activities  and mandates  This  manual transfer shall occur at a relevant and regular time scale (every month) to enable a regular update of GSE databases  (such as  ENGDA or ENREAMED) related to groundwater time series. These historical data shall include detailed categories  of data and minimum set of metdata as described in the following chart (Refer to chapter 4.6, Table 2).
1.6 Detailed categories of data and minimum metadata requirements for data TRANSFER FROM ABA TO GSE:
Table  2:  Detailed  categories  of  data  and  minimum  metadata  requirements  for  data  transfer from the ABA's HIS database:
Station type
Data Category
Minimum set of metadata
- Water Level (m) (data recording and collection every Xdays/months by ABA staff)
Groundwater
- Location of measurement point (preferably as geographic 
coordinates)
- Data and time of measurement
- Unit
- Whether measurement is instantaneous or average over a
period
- Explanation of any of symbols
station
- Water quality  parameters  (data recording and collection every Xdays/months by ABA staff)
- Location of measurement point (preferably as geographic 
coordinates)
- Data and time of measurement
- Unit
- Whether measurement is instantaneous or average over a
period
- Explanation of any of symbols
1.7 TEMPLATES/FORMATS FOR MANUAL DATA TRANSFER BETWEEN ABA AND GSE
To the extent feasible, the data providing entity  shall avail the data in a form and format commonly used to archive the data by the data providing entity : either in soft copies (either though automated transfer thanks  to the VPN connection, or on CDs  if not possible) or in hard copies.
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5.  Groundwater Data Dissemination Protocols
Historical data and information provided to the BIS and the data and information generated thanks to the HIS and stored in both HIS/BIS and GW databases shall be disseminated by both parties
6.   Guidelines  on  accessing  data  and  information  from  ABA-BIS  database  by
GSE.
For any data or information different from groundwater timeseries and that GSE may be interested in, GSE shall follow the standard guidelines on accessing data and information from ABA-BIS by any Third-Party.
7. Data quality and Metadata
The data provider makes reasonable efforts to ensure that the data provided are accurate. Where required, the data provider shall include together with any data it avails to the data requester such information as would be needed to highlight the quality of the data or specific part thereof.
For smooth and efficient processing of data request, all data request shall include minimum set of information about the data requested, i.e. metada.
8.  Cost of data preparation
Readily available data shall be availed to data requesting entity free of charge.
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Guideline ABA-BIS03
Revision 0
Operational HIS-BIS Guideline for Data and Information
Sharing, Analysis and Dissemination with the Groundwater
Directorate of Ministry of Water and Energy
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Guideline ABA-BIS03
Revision 0
Table of Contents
1.     NATURE OF MODIFICATIONS BROUGHT TO REVISION 0............................................................... 3
2.     OBJECTIVES OF THE GUIDELINES.......................................................................................................... 3
3.     ACRONYMS AND DEFINITIONS.................................................................................................................3
2.1.       Acronyms................................................................................................................................................................... 3
2.2.       Definitions................................................................................................................................................................. 3
4.     MONITORING NETWORKS MANAGEMENT.......................................................................................... 4
2.3.       Monitoring nli works Administration: Institutional set-up and Orgniszational provisions Error! Bookmark not defined.
2.4.       Stations io be monitored by aba.......................................................................................................................... 4
2.5.       Si ATIONS WHOSE MONITORING REMAINS UNDER H&WQ DIRECTORATE AND ITS HYDROLOGICAL
Branch Offices (MoWE)’s responsibilityError! Bookmark not defined.
2.6.       Automated transfer from aba io GW directorate....................................................................................... 4
2.7.       Manual transfer from GW directorate to ABA.............................................................................................4
2.8.       Detailed categories of data and minimum metadata requirements for data transfer.................. 5
5.     GROUNDWATER DATA DISSEMINATION PROTOCOLS..................................................................... 5
6.     GUIDELINES ON ACCESSING DATA AND INFORMATION FROM ABA-BIS DATABASE BY THE GW DIRECTORATE........................................................................................................................................ 6
7.     DATA QUALITY AND METADATA-............................................................................................................6
8.     COST OF DATA PREPARATION................................................................................................................... 6
Agreed by the parties through their authorized signatories
EFDRE Abba> Basin High Council and Authority
EFDRE Ministry of Water & Energy,
Groundwater Directorate
Name:
Signature:
Dale:
Seal:
Name:
Signature:
Date:
Seal:
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Guideline ABA-BIS03
Revision 0
1.  Nature of modifications brought to revision 0
Wrinting of the guideline and its procedures.
2.  Objectives of the guidelines
The primary objective of this Operational Guideline is to expedite the smooth and consistent implementation of the HIS-BIS cooperation agreement between ABA and the Groundwater Directorate of Ministry of Water and Energy for data and information sharing and exchange.
3.  Acronyms and Definitions 1.1 Acronyms
BIS
Basin Information System
HIS
Hydrological Information System
IS
Information System
ABA
Abbay Basin Authority
SBBO
H&WQ
Sub-Basin Branch Office
Hydrology and Water Quality Directate (MoWE)
GW
Groundwater Directate (MoWE)
1.2 Definitions
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information
quality
Format
Forms
Metadata
Representations  of  facts,  in  a  formalized  manner,  suitable  for communication, interpretation or processing
Processed and interpreted data
Attribute     of     data     and     information     that     describes     the completeness; usefulness, accuracy and integrity of data.
Refers  to  the  specific  layout  the  data  has  been  organized  for end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is data about data. In the context of this agreement, metadata is defined as  to constitute those pieces  of information that are required to describe the data and information being transferred. Examples  of such metadata include source of data, time window, unit of measurement and data quality parameters.
Third Party                         Within the scope of this agreement, 'third party' refers to any
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Data provider
regional, federal and international organizations that may request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
4.  Groundwater Monitoring network management
1.3 Groundwater Stations to be monitored by ABA
The administration (ie. Maintenance and Operation) of every  groundwater monitoring stations, existing or to be established, located in Tana and Beles subbasins will be endorsed by the Authority. The groundwater monitoring stations monitored by ABA in Tana and Beles subbasins area are the following :
Table 1: Groundwater stations
No
Location
Depth (m)
Status
Longitude
(DD)
Latitutde
(DD)
1
Bahir Dar
40.4
Existing
37,17
11,68
2
Bullen well 2 (new well) near thanker
-
Existing
36,06
10,58
3
Dabu Kokele
45
Existing
36,14
11,24
4
Dangila
122
Existing
36,85
11,26
5
Durbete New Borehole
94
Existing
36,98
11,36
6
Hamusit BH (Old)
270
Existing
37,55
11,77
7
Yifag
40
Existing
37,76
12,08
8
Moenco Toyota BH
-
Existing
37,39
11,59
9
Pawe 46 village
31
Existing
36,27
11,25
10
Pawe research center
72
Existing
36,41
11,32
11
Tuni BH 2
48
Existing
36,26
10,93
12
Debre Tabor
150
Existing
38,03
11,87
13
DW6 well of Dashen Barwery
232
Existing
37,42
12,50
14
Dibate borehole 2
120
Existing
36,27
10,78
1
Ribb-Gummara
500
To be drilled
37,64
11,94
2
Megech area
300-400
To be drilled
37,34
12,36
3
Bahir Dar
500
To be drilled
37,31
11,59
4
Merawi Wotet Abay
200
To be drilled
37,19
11,42
5
Belaya area
100
To be drilled
36,30
11,39
6
Work eda
89
To be drilled
36,57
11,37
1.4 MANUAL TRANSFER FROM GW DIRECTORATE TO ABA
At BIS implementation stage, GW Directorate (MoWE) shall provide ABA database with historical and contextual geological and hydrogeological data related Tana and Beles subbasins, especially data form ENGWIS database. Any historical data shall include detailed categories of data and minimum set of metdata as described in the following chart (Refer to chapter 4.6, Table 2).
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All along HIS/BIS operation, GW Directorate shall provide ABA any data generated under its responsability through projects or studies and that are relevant to ABA’s mandates
1.5   Automated transfer from ABA to GW directorate, through MoWE’s
SECONDARY STATION
After implementation, once the BIS will be operational, ABA shall organize an automated transfer of groundwater qualitative and quantitative data towards MoWE’s secondary station, ie H&WQ directorate national database, at a relevant and regular time scale (every  3 months). GW Directorate shall access these data directly to MoWE’s secondary station.
1.6   Detailed categories of data and minimum metadata requirements for data transfer
Table 2: Detailed categories of data and minimum metadata requirements for data transfer from the ABA's HIS database:
Station type
Data Category
Minimum set of metadata
- Water Level (m) (data recording and collection every Xdays/months by ABA staff)
Groundwater
- Location of measurement point (preferably as geographic 
coordinates)
- Data and time of measurement
- Unit
- Whether measurement is instantaneous or average over a
period
- Explanation of any of symbols
station
- Water quality  parameters  (data recording and collection every Xdays/months by ABA staff)
- Location of measurement point (preferably as geographic 
coordinates)
- Data and time of measurement
- Unit
- Whether measurement is instantaneous or average over a
period
- Explanation of any of symbols
1.7   Templates/Formats for manual data transfer between ABA and MoWE Groundwater directorate
To  the  extent  feasible,  the  data  providing  entity  shall  avail  the  data  in  a  form  and format
commonly used to archive the data by the data providing entity : either in soft copies (either
though automated transfer  thanks to the VPN connection, or on CDs if not hardcopies.
r
pos
sible or in
7
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5.  Groundwater Data Dissemination Protocols
Historical data and information provided to the BIS and the data and information generated thanks to the HIS and stored in both HIS/BIS and GW databases shall be disseminated by both parties.
6.  Guidelines on accessing data and information from ABA-BIS database by the GW Directorate.
For any data or information different from groundwater timeseries and GW Directorate may be interested in, GW Directorate shall follow the standard guidelines on accessing data and information from ABA-BIS by any Third-Party.
7. Data quality and Metadata
The data provider makes reasonable efforts to ensure that the data provided are accurate. Where required, the data provider shall include together with any data it avails to the data requester such information as would be needed to highlight the quality of the data or specific part thereof.
For smooth and efficient processing of data request, all data request shall include minimum set of information about the data requested, i.e. metada Appendix X provides minimum set of metadata for different categories of data.
8.  Cost of data preparation
Readily available data shall be availed to data requesting entity free of charge.
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Guideline ABA-BIS01
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Operational HIS-BIS Guideline for Data and Information
Sharing, Analysis and Dissemination with the Hydrology and
Water Quality Directorate of Ministry of Water and Energy
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Guideline ABA-BIS01
Revision 0
Table of Contents
1.    NATURE OF MODIFICATIONS BROUGHT TO REVISION 0-......................................................-
2.     OBJECTIVES OF THE GUIDELINES---
3.     ACRONYMS AND DEFINITIONS
3.1. ACRONYMS
3.2. Definitions............................................................................................................................................................................ 3
4. MONITORING NETWORKS MANAGEMENT4
4.1.     Monitoring networks Administration: Institutional set-up and Orgnisza tional provisions
4
4.2.       Stations to be monitored by ABA4
4.3.       Stations whose monitoring remains under H&WQ Directorate and its Hydrological
Branch Offices (MoWE)’s responsibility10
4.4.       Real-time / near real-time data transfer from automated stations10
4.5.                      Manual                  transfer                 from&WQ              Directorate                 to                 ABA10
4 6. Manual transfer from ABA to H&WQ Directorate10
4.7.       Detailed categories of data and minimum metadaT/X requirements for data transfer10
4.8.       TEMPLATES/FORMATS FOR MANUAL DATA TRANSFER BETWEEN ABA AND H&WQ DIRECTORATE12
4.9.       Data transfers between H&WQ Directorate and ABA - Synthesis12
5.      HYDROLOGICAL,  GROUNDWATER  AND  WATER  QUALITY  DATA  DISSEMINATION PROTOCOLS
6.     GUIDELINES ON ACCESSING DATA AND INFORMATION FROM ABA-BIS DATABASE BY
the: h&wq directorate
7.     DATA QUALITY AND METADATA~............................................................................................................. 13
8.     COST OF DATA PREPARATION ....................................................................................................................13
9.     TRAINING ........................................................................................................................................................... 13
Agreed by the parties through their authorized signatories
EFDRE Abbay Basin High Council and Authority
EFDRE National Meteorological Services Agcncv
Name:
Signature:
Date:
Seal:
Name:
Signature:
Dale:
Seal:
6/19/2012 8 55:00 AM
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J''
\ Abbay Basin
v.       Team
'
Guideline ABA-BIS01
Revision 0
1.   Nature of modifications brought to revision 0
Wrinting of the guideline and its procedures.
2.         Objectives of the guidelines
The primary objective of this Operational Guideline is to expedite the smooth and consistent implementation of the HIS-BIS cooperation agreement between ABA and the Hydrology & Water Quality Directorate of Ministry of Water and Energy for data and information sharing and exchange.
3.   Acronyms and Definitions
3.1. Acronyms
BIS
Basin Information System
HIS
Hydrological Information System
IS
Information System
ABA
Abbay Basin Authority
SBBO
Sub-Basin Branch Office
TaSBBO   Tana Sub-Basin Branch Office
BeSBBO   Beles Sub-Basin Branch Office
H&WQ      Hydrology and Water Quality Directate (MoWE)
3.2. DEFINITIONS
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information
quality
Format
Forms
Metadata
Representations of facts, in a formalized manner, suitable for communication, interpretation or processing
Processed and interpreted data
Attribute of data and information that describes the
completeness; usefulness, accuracy and integrity of data.
Refers to the specific layout the data has been organized for
end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is data about data. In the context of this agreement, metadata is defined as  to constitute those pieces  of information that are required to describe the data and information being transferred. Examples of such metadata include source of data, time
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Third Party
Data provider
Operational Guidelines - MoWE - Hydrology
and Water Quality Directorate                      _
window, unit of measurement and data quality parameters. Within the scope of this agreement, 'third party' refers to any regional, federal and international organizations that may request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
4.     Monitoring networks management
4.1.   Monitoring networks Administration: Institutional set-up and Organisational provisions
H&WQ Directorate and its Hydrology Branch Offices shall delegate its mandates in terms of "Collecting, compiling and analyzing data with respect to the quantity and quality of surface and underground water, placing such data in a data base in a manner that makes  them ready for use" to the Abbay Basin Authority for Tana and Beles subbasins. Hydrology Branch Offices currently entitled by H&WQ for those mandates in Tana and Beles subbasins will be party or fully merged to ABA’s SBBOs and Field Offices. HBOs staffs, budget and equipment will be transfered to ABA’s SBBOs and Field Offices according to the stations’ share falling under ABA’s responsibility.
4.2.   Stations to be monitored by ABA
The administration (ie. Maintenance and Operation) of every hydrometric, groundwater and water quality monitoring stations, existing or to be established, located in Tana and Beles subbasins will be endorsed by the Authority. Moreover, ABA may also endorse the administration of such stations whose location is outside of Tana and Beles subbasins but whose location makes difficult and unrelevant the administration by any other HBOs. In addition to these stations, ABA will also assume the management of the Flood Early Warning Stations planned to be implemented in Tana subbasin. Therefore the hydrometric, groundwater and water quality monitoring stations monitored by ABA in Tana and Beles subbasins area are the following :
Table 1: Hydrometric stations
No
Station name
Station
type
Latitude
(DD)
Longitude
(DD)
111001
Lake Tana at B. Dar
H
11.60
37.39
111004
Lake Tana at Gorgora
H
12.2402
37.3016
111011
Lake Tana at Kunzila
H
11.90
37.00
???
Gondar reservoir
H
12.52
37.47
???
Koga reservoir
H
11.34
37.14
???
Ribb reservoir
H
12.05
38.00
111003
Koga nr. Merawi
H+Q
11.3718
37.0437
111010
Angareb nr. Gonder
H+Q
12.6453
37 4821
?
Kerari nr. Addis Zemen
H+Q
12.1197
.
37.8399
111014
Gelda nr. Ambessame
H+Q
11.709
37.6379
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111015
Ribb nr. Gasai
H+Q
11.8
38.15
111016
Gemero nr.Maksegnit
H+Q
12.3905
37.551
111017
Fegoda nr Arbgebeya
H+Q
11.6287
37.7577
111018
Garno nr. Infranz
H+Q
12.2365
37.6283
111021
Killittie nr. Durbete
H+Q
11.4771
36.9559
1110212'
Amen at Dangila
H+Q
11.26
36.85
113O3321
Quashini nr. A. Kidame
H+Q
11.20
36.87
111002
G. Abbay nr. Merawi
H+Q+S
11.3642
37.035
111005
Ribb nr. Addis Zemen
H+Q+S
11.9939
37.711
111006
Gumara nr.. B. Dar
H+Q+S
11.8383
37.6364
111007
Megech nr. Azezo
H+Q+S
12.4872
37.4473
111009
Upper Rib nr. D.Tabor
H+Q+S
12.04
37.99
111019
G. Abbay at Chimba
H+Q+S
11.7062
37.1684
111020
Dirma at Kola Diba
H+Q+S
12.4271
37.3262
112003
Abbay at Bahr Dar
H+Q+S
11.59
37.41
116004
G. Beles nr. Mandura
H+Q+S
11.1658
36.3383
116005
Main Beles at Bridge
H+Q+S
11.1997
36.3265
???
Beles at Dangur
H+Q+S
11.14
35.83
???
Lower Beles u/s Renaissance reservoir 1
H+Q+S
11.06
35.45
???
Lower Beles u/s Renaissance reservoir 2
H+Q+S
11.1327
35.4708
???
Upper Beles d/s tailrace HP
Q+H
11.77
36.86
Table 2: Groundwater stations
No
Location
Depth (m)
Status
Longitude
(DD)
1
Bahir Dar
Latitutde
(DD)
40.4
Existing
37,17
2
11,68
Bullen well 2 (new well) near thanker
-
Existing
36,06
3
Dabu Kokele
10 58
45
Existing
36,14
4
Dangila
,
11 24
122
Existing
36 85
5
Durbete New Borehole
,
11 26
94
Existing
,
36 98
16
Hamusit BH (Old)
11 36
270
Existing
,
37,SS
7    Yifag
,
11 77
40
Existing
8    Moenco Toyota BH
,
37,39
37 76
,
12 08
-
Existing
9
Pawe 46 village
11 59
31
Existing
36 27
10
Pawe research center
,
11 25
72
Existing
,
36,41
11
Tuni BH 2
11 32
48
Existing
36,26
12   Debre Tabor
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,
10 93
150
Existing
38,03
,
11,87
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13
DW6 well of Dashen Barwery
232
Existing
37,42
12,50
14
Dibate borehole 2
120
Existing
36,27
10,78
1
Ribb-Gummara
500
To be drilled
37,64
11,94
2
Megech area
300-400
To be drilled
37,34
12,36
3
Bahir Dar
500
To be drilled
37,31
11,59
4
Merawi Wotet Abay
200
To be drilled
37,19
11,42
5
Belaya area
100
To be drilled
36,30
11,39
6
Work eda
89
To be drilled
36,57
11,37
Table 3: Water Quality Stations
Id
Location
Objective
Vocation
Level
Oflmp
Longitude
(DD)
Latitude (DD)
0
Downstream Before Lake Tana
Water & Sediments
Impact
1
37,3682
12,2641
4
Downstream Before Tana Lake
Water & Sediments
Impact
1
37,1145
12,2457
7
Downlream Before Tana Lake
Water & Sediments
Impact
1
37,5833
11,9902
14
Before Tana Lake
Water & Sediments
Impact
1
37,5042
11,8909
15
Tana Lake
Water & Sediments
Lake
1
37,3002
12,0196
16
Exit of the Tana Lake Before Bahir Dar
Water & Sediments
Trend
1
37,4105
11,6188
17
Downstream Before Lake Tana
Water & Sediments
Impact
1
37,1200
11,8358
30
Basin Head
Water
Baseline
1
36,8480
11,7421
32
After irrigation zone - After confluence
Water & Sediments
Impact
1
36,2726
11,1483
33
After Dangur planned dam* before irrigation zone
Water & Sediments
Impact
1
35,8278
11,1336
45
After Bahir Dar
Water
Impact
1
37,4086
11,5895
3
Before Irrigation Zone
Water
Trend
2
37,0998
12,3156
9
After Megech planned dam - Before Irrigation
Zone
Water & Sediments
Impact
2
37,4491
12,4792
10
After Ribb planned dam
Water & Sediments
Impact
2
37,9840
12,0472
12
After Confluence
Water & Sediments
Trend
2
37,7689
11,7864
21
After Gigel Abbay Planned dam in irrigation zone
Water & Sediments
Impact
2
37,0042
11,4810
26
Upstream befor irrigation Zone
Water
Trend
2
36,9987
11,3395
31
After upper Beles Planned dam
Water & Sediments
Impact
2
36,7414
11 6759
35
Basin Head
Water
Baseline
2
35,5888
,
10,6906
37
Before Dangur Planned Dam
Water
Trend
2
36,0299
11,0067
38
In irrigation zone
Water
Trend
2
36,4877
i 11 4461
43
After Irrigation Zone
Water & Sediments
Impact
2
37,3075
,
12 2623
47
After Merawi
Water
Impact
2
37,1458
,
11,4240
52
Downstream before confluence with Beles
Water
Impact
2
36,3314
11 1593
57
After irrigation zone Before confluence
Water & Sediments
Impact
2
36,2947
,
11 1722
61
After Irrigation zone
Water & Sediments
Impact
2
37,5796
,
12 1575
63
After confluence - Before irrigation zone
Water & Sediments
Trend
2
37,0200
,
11 3707
64
In irrigation zone
Water
Trend
2
37,7156
,
11 9977
6
Before irrigation Zone
Water
Trend
3
37,8057
,
12 0251
11
CMO
After gumara planned Dam
o/nto baa-ao am
Water
Impact
3
37,7992
,
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Id
Location
Objective
Vocation
Level
Oflmp
Longitude
(DD)
Latitude (DD)
13
In the irrigation zone
Water
Impact
3
37,6384
11,8395
18
19
After Koga planned Dam in irrigation zone
Water & Sediments
Impact
3
37,1752
11,2071
After Jema Planned dam - Before irrigation zone
Water & Sediments
Impact
3
37,1292
11,3450
23
In irrigation zone
Water
Trend
3
37,1182
11,6520
41
After Addis Zemen
Water
Impact
3
37,7634
12,0913
44
After city Koiadiba
Water
Impact
3
37,3204
12,4075
51
After Chagny planned dam
Water & Sediments
Impact
3
36,5814
11,1079
53
In irrigation zone
Water
Trend
3
35,3627
10,8836
59
Before Tana Lake After irrigation zone
Water & Sediments
Impact
3
37,3958
12,2770
1
Basm Head
Water
Baseline
4
37,5263
12,6152
2
Basin Head
Water
Baseline
4
37,0483
12,3854
5
Basin Head
Water
Baseline
4
38,1844
11,8156
8
Basin Head
Water
Baseline
4
38,1009
11,7209
20
Basin Head
Water
Baseline
4
37,2689
11,1023
22
Basin Head
Water
Baseline
4
37,2653
11,1979
24
Basin Head
Water
Baseline
4
37,0796
11,0950
25
Basin Head
Water
Baseline
4
36,9325
11,1281
27
Basin Head
Water
Baseline
4
36,8535
11,3671
28
Basin Head
Water
Baseline
4
37,9831
11,6609
29
Basin Head
Water
Baseline
4
37,8915
11,8649
40
42
—I
Basin Head
Water
Baseline
4
37,8240
12,1759
Basin Head
Water
Baseline
4
37,3425
12,5251
46
Basin head
Water
Baseline
4
37,1733
11,3909
48
Before confluence. After irrigation zone
Water
Impact
4
37,0630
11,5509
49
Before Gilgel dam, after Welet-Abay & irrigation
Water
Impact
4
37,0134
11 4351
50
Basin Head
Water
Baseline
4
36,7653
,
11,1814
54
Before Confluence
Water
Trend
4
37,7827
11,7843
55
Before Confluence
Water
Trend
4
37,7868
11 7629
56
Before Confluence
Water
Impact
4
36 9858
,
11 4737
58
After Maksegnit
Water
Impact
4
,
37,5300
,
12 3818
60
After Twon Enfranz
Water
Impact
4
37,6237
,
12,2218
Table 4: Flood Early Warning System (FEWS) stations
Label
Station Name
Station
Nature
Sub-Basin
Latitude
(DD)
Longitude
(DD)
EM02R
Enjebara Pal
Rain Gauge
Elevation
(m)
Gilgel abbay
10,9800
36,9200
2 670
EM03R
Merawi
Rain Gauge
Gilgel abbay
11,4100
37,1500
EM04R
Sekela
2 003
Rain Gauge
Gilgel abbay
11,0000
37,2200
2 690
EM05R
Arb Gebeya
Rain Gauge
Gumara
11,6300
37,7400
1 800
EM06
Addis Zemen
Rain Gauge
Ribb
12,1300
37,7800
EM06R      Hamusit
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1 850
Rain Gauge
Gumara
11,7800
37,5500
1850
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Label
Station Name
Station
Nature
Sub-Basin
Latitude
(DD)
Longitude
(DD)
Elevation
(m)
EM07R
Mekane Yesus
Rain Gauge
Gumara
11,6000
38,0600
2 384
EM08R
Woreta
Rain Gauge
Gumara/Ribb
11,9200
37,6800
EM09R
Amba Giogis
Rain Gauge
Megech
12,7700
37,6000
2 900
EM10R
Gonder
Rain Gauge
Megech/Regional
12,5500
37,4200
1967
EM11R
Bahar Dar
Rain Gauge
Regional/Lake Tana
11,6000
37,4200
1770
EM12R
Gassaie
Rain Gauge
Ribb
11,7900
38,1400
2 936
EM13R
Debre Tabor
Rain Gauge
Ribb/Gumara/Regional
11,8500
38,0100
2 690
EM16
Dangeta
Rain Gauge
Gilgel abbay
11,2500
36,8300
2000
EH01R
Kola Diba
Rain Gauge + Water Level
Dirma
12.4800
37,3300
EH02R
Chimba
Rain Gauge + Water Level
Gilgel Abbay
11,7000
37,1600
EH07
Merawi
Rain Gauge + Water Level
Gilgel Abbay
11,3700
37,0300
EH08
Azezo
Rain Gauge + Water Level
Megech
12,4800
37,4500
EH21
Bahir Dar
Rain Gauge + Water Level
Gumera
11,8300
37,6300
Figure 1: Location map and breakdown of hydrometric stations between ABA and H&WQ Directorate
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4.3.   Stations whose monitoring remains under H&WQ Directorate and its Hydrological Branch Offices (MoWE)’s responsibility
The administration of any  other hydrometric, groundwater and water quality  monitoring stations outside of the project area or whose location do not make it difficult or unrelevan , remain under H&WQ directorate and its  HBOs  responsibility. (Please refer to Figure 1 for details).
4.4.   Real-time data transfer from FEWS stations to ABA and H&WQ
Directorate
FEWS stations collect water level and rain gauge every XX minutes and transfer the data automatically every XX minutes to both the Bahir Dar Central Station (ABA) and to H&WQ Directorate (MoWE) secondary station for flood forecasting purpose.
4.5.   Automated transfer from ABA to H&WQ directorate
After implementation, once the BIS will be operational, ABA shall organize an automated transfer of hydrometric  groundwater and water quality  data towards  H&WQ directorate national database (MoWE's secondary station) at a relevant and regular time scale (every 3 months). These historical data shall include detailed categories of data and minimum set of metdata as described in the following chart (Refer to chapter 4.7, Table 5).
4.6.   Manual transfer from H&WQ Directorate to ABA
At BIS implementation stage, H&WQ directorate shall provide ABA for available historical data related to every existing hydrometric, Groundwater and Water Quality stations located in Tana and Beles  subbasins  area (see Tables  1 to 3). These historical data shall include detailed categories of data and minimum set of metdata as described in the following chart (Refer to chapter 4 7, Table 5).
In addition, ENGDA and ENRAEMED databases, which H&WQ Directorate is responsible for shall be shared with ABA.
All along HIS/BIS operation. H&WQ Directorate shall provide ABA any data generated under its responsabihty through projects or studies and that are relevant to ABA’s mandates.
4.7.   Detailed categories of data and minimum metadata requirements for data
TRANSFER
Table 5: Detailed categories of data and minimum metadata requirements for data transfer:
Station type FEWS
Data Category
Rainfall         (mm)         (data recording    every    5min    ;    data transmission every 15min)
Water     Level     (m)     (data recording    every    5min    ;    data transmission every 15min)
AWLR+             -Water Level (m) (data recording
Minimum set of metadata
- Location of measurement point (preferably as geographic coordinates)
- Data and time of measurement
- Unit
- Whether measurement is instantaneous or average over a period
- Explanation of any of symbols
■ Location of measurement
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Station type
Data Category
Minimum set of metadata
Turbidity
every Xhours ; data transmission every Xhours)
- Turbidity (data collection every Xhours ; data transmission every Xhours)
(preferably as geographic 
coordinates)
- Data and time of measurement
- Unit
- Whether measurement is instantaneous or average over a
period
- Explanation of any of symbols
AWLR
- Water Level (m) (data recording every Xhours ; data transmission every Xhours)
- Location of measurement point (preferably as geographic 
coordinates)
- Data and time of measurement
- Unit
- Whether measurement is instantaneous or average over a
period
- Explanation of any of symbols
Staff Gauge
- Water Level (m) (data recording every Xhours by an observer; data collection every  X months  by ABA staff)
- Location of measurement point (preferably as geographic 
coordinates)
- Data and time of measurement
- Unit
- Whether measurement is instantaneous or average over a
period
- Explanation of any of symbols
Groundwater station
- Water Level (m) (data recording and collection every  Xdays/months by ABA staff)
- Location of measurement point (preferably as geographic 
coordinates)
- Data and time of measurement
- Unit
- Whether measurement is instantaneous or average over a
period
- Explanation of any of symbols
Water
Quality
Station
- Water quality  parameters  (data recording and collection every Xdays/months by ABA staff)
- Location of measurement point (preferably as geographic
coordinates)
- Data and time of measurement
- Unit
- Whether measurement is instantaneous or average over a
period
- Explanation of any of symbols
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4.8.      Templates/Formats for manual data transfer between ABA and H&WQ
Directorate
To the extent feasible, the data providing entity shall avail the data in a form and format commonly used to archive the data by the data providing entity : either in soft copies (either though automated transfer thanks to the VPN connection, or on CDs if not possible) or in hard copies.
4.9.  Data transfers between H&WQ Directorate and ABA - Synthesis Hydrological, Groundwater and Water Quality Data Transfer Protocols within BIS framework
Real-timedata transfer for FEWS Statons
-
Historical data transfer at
implementation stage of tne BIS
HIS OB
Hydrometry
Groundwater
Water Quality
---------- X---------
H&WQ National DB
Tana & Beles existing
Hydrometric. Goundwater
Water quality stations
Automated transfer of data from Automatic Wfcter
Level Revoder stations - Hydrometry
FEWS
Mjn&jed by ADA
HISDB
Hydrometry
Meteorology
r
rd
n A
PAWLR^
HISDB
Hydrometry
I
H&WQ National DB
Tana - National Flood
Forecasting Center
I
▼
H&WQ National DB
Tana & Beles Hydrcmetnc
Data
Automated leletransmission
Manual transmission (hard or
soft copies
Hydrological, Groundwater and Water Quality Data Transfer Protocols within BIS framework
Regular automated transfer for non automated stations every 1 to 6 months -
Hydrometry
HIS DB
v— Staff Gauge
Regular automated transfer for non- automated stations every 1 to 6 months -
___________ Grou ndwa te r
Regular automated transfer for nor>-
automated stations every 1 to 6 months -
Water Quality
HIS DB
X- UjnaaM t»y ASA
Hydrometry
Groundwater
WQ stabon
fey ABA
X____ ——________ J
HISDB
► Water Quality
O
§
X
Y
H&WQ National DB
Tana & Beles Hydrometnc
Data
—
------------------------- 1________________
H&WQ National DB
Tana & Beles Groundwater
Data
___________I____________
H&WQ National DB
Tana & Beles Water Quality
Data
Automated leletransmission
Manual transmission (hard or
soft copies
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5.   Hydrological, Groundwater and Water Quality Data Dissemination Protocols
Historical data provided to the BIS and the data generated thanks to the HIS and stored in both HIS/BIS and H&WQ databases shall be disseminated by both parties.
6.   Guidelines on accessing data and information from ABA-BIS database by the H&WQ Directorate.
For any  data or information different from hydrometric, groundwater and water quality time series and which H&WQ Directorate may be interested in, H&WQ Directorate shall follow the standard guidelines on accessing data and information from ABA-BIS by any Third-Party.
7.        Data quality and Metadata
The data provider makes reasonable efforts to ensure that the data provided are accurate. Where required, the data provider shall include together with any data it avails to the data requester such information as would be needed to highlight the quality of the data or specific part thereof.
For smooth and efficient processing of data request, all data request shall include minimum set of information about the data requested, i.e. metada. Appendix X provides minimum set of metadata for different categories of data.
8.        Cost of data preparation
Readily available data shall be availed to data requesting entity free of charge.
9.        Training
ABA will appoint observers  for staff gauge new stations  and hydrometric, groundwater and water quality professionnal technicians in the Field Offices in order to maintain and operate the ABA-owned hydrometric, groundwater and water quality monitoring network.
H&WQ Directorate (MoWE) shall organize training sessions  addressed to the Authority's selected observers and professional candidates and give certificates for those attending And if it is necessary give short training at the stations during installation.
10. RESPONSABILITIES TRANSFER - TRANSITION STRATEGY
As  per sections  4.1 to 4.3 of this  guideline, the mandates, budget, staff and equipment related to hydrology, groundwater and water quality monitoring of Tana and Beles sub basins will be transferred gradually  from the H&WQ Directorate to the Abbay  Basin Authority  to enable maximum stability and continuity of the currently performed monitoring.
Initial Phase
At ABA's  establishment (march 2011) hydrology, groundwater and water quality  monitoring mandates  were endorsed by  H&WQ Directorate at Federal Level, relieved by  Hydroloaical Branch Offices  (HBOs/ Nonetheless, groundwater and water quality  monitoring" we re no performed on a regular basis but only selectively through projects due to the lack of staff and budget resources
TRANSITIONAL Phase (currently under implementation)
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ABA's  establishment  initiates  the  transition  phase.  Once  ABA  appointed  key  staff  for  both headquarters and SBBOs, regular water quality monitoring started to be undertaken in Tana Basin. Sampling, analysis and data storage are performed every three months by TaSBBO Further  implementation  of  the  transitional  phase  includes  water  quality  monitoring  in  Beles sub basin as it is currently performed in Tana sub basin and groundwater monitoring in both sub basins since this monitoring is currently not carried out by H&WQ directorate:
Activities
- Sampling and analysis in Beles sub p basin
□ - Data analysis, storage and
z> dissemination in Beles sub basin O
Ct
LU
- Regular transfer of data collected by SBBOs   to   H&WQ   national   water quality database
- Quantitative and qualitative sampling and analysis in Tana & Beles sub
h basins
5 - Data analysis, storage and
o dissemination in Tana & Beles sub basins
O - Regular transfer of data collected by 0 SBBOs to H&WQ national water
groundwater database
Minimal requirements
-     Staff   appointment   to   constitue   the   field office’s water quality unit
- Laboratory set-up
- Equipment purchase
- Precise stations positioning
-   Requirement  fulfilled,  can  be  implemented for data collected in Tana sub basin.
-     Staff   appointment   to   constitue   the   field office's hydrometry unit
- Equipment purchase
- Precise stations positioning
-     Sampling   and   data   collection   must   be implemented first
> O
o —I o
or 0 >
-     HBOs   conversion   preparation   : budget and staff reallocation
-     SBBOs'   and   field   offices’   staff training
-       Follow-up   of   HIS   equipement purchasing process.
-   Staff   appointment   to   constitue   the   field office's hydrometry unit
Minimal requirements to move to Final Phase
Transitional phase's activities have
staff appointment and staff training.
to be implemented in both sub basins, especially
Hydrology monitoring budget & ABA are precisely defined. It is field offices of the SBBOs.
staff transfer modalities from H&WQ directorate to recommended that HBOs are fully integrated into the
by H&WQ directorate and ABA.
Final Phase
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Memorandum of understanding and related Operational Guidelines 
guidelines   have to be signed
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The final phase will mainly be characterized by the transfer of hydrology monitoring mandate, budget, staff and equipment from H&WQ directorate (HBOs) to ABA (SBBOs). It’s recommended that this  transfer occurs  when monitoring equipement procured through the HIS/BIS project are delivered by  the provider. This  would indeed insure that the staff is trained on-the-job with the new equipement and that SBBOs are fully empowered to endorse operation and maintance of the new hydrology  monitoring system. Consequently, the data transfer protocols between H&WQ and ABA are implemented, as per the detailed procedure agreed in sections 4.4 to 4.9.
The complete transition strategy is summarized in the following table
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li li li II II to
li to
toGROUNDWATER              WATER QUALITY                 HYDROLOGY
Responsabilities transfer from H&WQ Directorate to Abbay Basin Authority for Tana-Beles - TRANSITION STRATEGY
Initial Phase
Transitionnal Phase (Currently) y
Final Phase
H&WQ Dir. - HBOs
ABA - SBBOs I H&WQ Dir. - HBOs
•
H&WQ Directorate
Network monitoring
J         Network monitoring
;»
• 
Ma-xMW        Budget Staff               Eou^wneT.
s
i
1            Mandate       B./dget
Abbay Basin •  “" Equipment
ABA-SBBOs ;
t
• : • 
*
• Authority Is not
i
Data Storage. Analysis 
and Drssemmation
»
i
<
•
i
i
i
Abbay Basin
Authority is under
establishment
Data Storage, Analysis 
and Dissemination
.
Mandate       Budget Staff              Equipment
I
Network monitoring
Mandala       Budget
Stiff
Equipment
Waler quality monitoring is not earned out
on a regular basis • Data are collected
through projects
I
»
I
I
I
•
I
Data Storage, Analysis 
and Dissemination
M*nd    il«    Budget
Staff Equpmanl
I
I
«
I
I
a
a
a
a
i
a
i I I I I
i
a
i
i
i
i
i
•
t
i
i
i
t
Data Storage. Analysis and
Dissemination al National Scale
Mnndalfl
SUIT
Oudgel
Equ pmenl
ABA -SBBOs
Network monitoring
Mnodale      Budget
Stiff             Equlpmonl
Data Storage, Analysis and Dissemination
Mandate       Budget
Sluff Equipment
I
<
I
I
Data Storage, Analysis and
Dissemination at National Scale
Mind*’*
Staff
Budget
Ecu. pmenl
»
I
I
I
Network monitoring
Mondi’o       BudQot
Staff             Equipment
Data Storage. Analysis and Dissemination
Mandate      Budget
Staff Equipment
I
I
I
Network monitoring
Mandate       Budget
Stoll Equipment
Groundwater monitoring is not carried out
on a regular basis‘Data are collected
through projects
"I
I
I
•
I
I
I
•
«
I
I
•
•
I
I
I
I
I
I
I
I
I
----------- f
i
i
i
I
«
I
I
I
I
I
I
I
I
•
•
I
I
•
I
JL
Groundwater monitoring Is not earned out
on a regular basis ;Data arc collected
through projects
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
•
•
I
I
•
J
Dola Storage. Analysis and
Dlssemlnollon at National Scaio
Mandalo
Oudgal
Equpment
I
9
I
9
•
•
I
I
•
Data Storage, Analysis
and Dissemination
Mandelo       Budget
5toff Equpmanl
I
..
•
I
I
X
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Operational HIS-BIS Guideline for Data and Information Sharing, Analysis and Dissemination to Third Parties
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Table of Contents
1.    NATURE OF MODIFICATIONS BROUGHT TO REVISION 0............................................................... 3
2.     INTRODUCTION............................................................................................................................................. 3
2.1.        Background......................................................................................................................................................................... 3
2.2.        Purpose of ti ie document............................................................................................................................................ 3
3.     ACRONYMS AND DEFINITIONS................................................................................................................ 4
3.1.        Acronyms............................................................................................................................................. 4
3.2.        Definitions........................................................................................................................................... 4
4.     GUIDELINES ON ACCESSING DATA AND INFORMATION FROM BIS DATABASE...................... 5
4.1.        General Guidelines...........................................................................................................................................................5
Overall Coordination of Data Sharing and Exchange........................................................................ 5
4.1.2.       Eligibility.............................................................................................................................................. 3
7. /. 3.      Preparation and Submittal of Data Requests........................................................................................5
4.1.4. Processing of the Requests.........................................................................................................................6
4.2.
Forms and Formats for data transfer.................................................................................................................. 6
4.3.
Costs of data preparation............................................................................................................................................6
4.4.
Data quality......................................................................................................................................... 6
4.5.        WORKLFOW FOR ACCESSING DATA AND INFORMATION................................................................................................ 7
4.6.............................................................................................................................................................................................................. 8
5.     MINIMUM METADATA................................................................................................................................. 8
6.     TEMPLATES FOR DATA REQUESTS......................................................................................................... 8
7.     APPENDICES.................................................................................................................................................... 9
7. l. Appendix 1: Flow charts of data request processing.............................................................................................. 9
7.2.        APPENDIX 2: DETAILED TI IEMATIC CATEGORIES OF DATA AND MINIMUM METADATA REQUIREMENTS (A reorganiser en Data Category / Metadata ?)............................................................................................ 11
7.3.       Appendix 3: Data request forms................................................................................................................................. 15
Agreed by the parties through their authorized signatories
EFDRE Abbay Basin High Council and Authority
9999999999999
Name:
Signature:
Date:
Seal:
Name:
Signature:
Dale:
Seal:
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1. Nature of modifications brought to revision 0
Wrinting of the guideline and its procedures.
2. Introduction
2.1.      Background
The Abbay  Basin Authority  is  an EFDRE River Basin Organisation established under the Ministry  of Water and Energy's  management, namely, "to promote and monitor the implementation of intergated water resources  management process  in an equitable and participatory  manner in the Abbay  Basin" (Regulation-n°151/2008). Several programs  and projects are currently under varying stages of implementation under Abbay Basin Authority that contribute towards the realization of the Ethiopian Water Resources Management Policy and its  implementation stratefy  for River Basin Integrated Development Master Planning Two inter-related sub-basins that fall within the jurisdiction of ABA are the Tana and Beles sub-basins. These two sub-basins  can have separate sub-basin branch offices, Tana (TaSBBO) and Beles Sub-basins Branch Offices (BeSBBO), housed within and managed by the ABA's  proposed Bahir Dar and Asossa Branch Offices  respectively. The TaSBO and BeSBO assist with the allocation of water efficiently across sectors and in developing and managing the water resources of the sub-basin in a holistic way within the framework of the basin as a whole and in line with the IWRM principle of “subsidiarity".
The rational water resources  management in Tana and Beles  sub-basins, as  well as  the Abbay  Basin as  a whole, calls  for a sound “Basin” Information System (BIS) covering all water-related data, including not only all information on the characteristics and availability of water resources  but also data on existing and projected water demand in all sectors, including ecological and environmental demands  (stabilization of ecological processes’, provision of environmental services, biodiversity  conservation, in-stream flow requirements^ etc). Recognizing the need of such reliable and processed information and aiming at easing this  information sharing, the Abbay  Basin Authority  developed Operational Guidelines  for sharing and exchange of data and information.
The primary objective of the Operational Guidelines is to facilitate, through provision of necessary data and information, the successful implementation of development projects and strategy of any water-related stakeholder in Tana and Beles subbasins. When requested the River Basins Councils and Authorities proclamation stipulates that, Abbay Basin Authority 
"shall provide stakeholders with information contained in the basin information system"
2.2.  Purpose of the document
This  document presents  the Operational Guidelines  for implementing the BIS data sharinq and dissemination procedures. It primarly  focuses  on the workflow for accessing data that have been generated, processed and archived in the BIS database by  any  stakeholder It lays  down the procedures  for data access  and responsabilities  of key  actors  under the context of data and information sharing and exchange.
This Operational Guideline is intended for use by all individuals and institutions access data and information in the BIS database.
that shall
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3. Acronyms and Definitions 3.1. Acronyms
BIS
Basin Information System
HIS
Hydrological Information System
IS
Information System
ABA
Abbay Basin Authority
SBBO
Sub-Basin Branch Office
TaSBBO
Tana Sub-Basin Branch Office
BeSBBO
Beles Sub-Basin Branch Office
NMA
National Meteorological Services Agency
3.2. Definitions
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information
quality
Format
Forms
Metadata
Third Party
Data provider
Representations  of  facts,  in  a  formalized  manner,  suitable  for communication, interpretation or processing
Processed and interpreted data
Attribute     of     data     and     information     that     describes     the completeness; usefulness, accuracy and integrity of data.
Refers  to  the  specific  layout  the  data  has  been  organized  for end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic  transfer of data, form of data transfer also refers  to the specific  electronic  data format the data shall be prepared and transferred
Is data about data. In the context of this agreement, metadata is defined as to constitute those pieces of information that are
required to describe the data and information being transferred. Examples of such metadata include source of data, time
window, unit of measurement and data quality parameters.
Within the scope of this  agreement, 'third party'  refers  to any regional, federal and international organizations  that may request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
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4.         Guidelines on accessing data and information from BIS database.
4.1.   General Guidelines
4.1.1.  Overall Coordination of Data Sharing and Exchange
The Basin Information Center (BIC) within the Information Management Departement at the Abbay Basin Authority head quarters shall serve as the coordinating mechanism for all data exchange and sharing. Therefore all data requests shall be addressed to the BIC.
All data sent in response to any request shall be addressed to the BIC. The BIC shall forward the data received to the resquesting entity within the Abbay Basin Authority.
The BIC shall designate a focal person to handle all data sharing and exchange transactions and avail the contact detaiks of the focal person to interested parties.
The BIC shall develop and maintain metadata on alia available data and information within the BIS database and avail the same to potential users through appropriate communication media (e g. the Abbay Information System, IS).
The BIC shall maintain updated archive of data transfer transactions  and provide annual report on data exchange activities  to the ABA’s  higher management (Information Management Departement Head and Director General).
Data sharing shall be restricted to ABA Head Quarters and shall not occur at SBBos level
The scope of data covered by  this  guideline cover both HIS and BIS databases, without prejudice to any  special agreement entered with any  data provider regarding data dissemination. Accordingly, Appendix  2 presents  a non-exhaustive list of data and information types covered by this guideline.
4.1.2.  Eligibility
Any third-party  (individuals, organizations) shall be granted access to the BIS database for undertakings  (policies, programs, projects) which have direct benefits  to Tana and Beles subbasins development.
4.1.3.   Preparation and Submittal of Data Requests
All data requests by eligible entities shall indicate the intended purpose for which the data is requested.
Data requests  shall contain minimum set of information describing the requested data (metadata) to enable timely processing of the requests. Examples of such set of metadata are described in section 5 of this guideline
All  data  requests  shall  indicate  preferred  forms  and  formats  in  which  the  data  shall  be delivered.
All  data  requests  shall  be  cleared  by  the  designated  focal  point  before  they  are  further processed.
Clearance  of  data  requests  by  the  focal  point  shall  consider  the  following  criteria  at  a minimum:
a.  Completeness of information
b.  That requested information/data is relevant for the purpose it is intended for
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4.1.4.   Processing of the Requests
The  BIC,  upon  receipt  of  data  requests,  shall  acknowledge  receipt  of  such  requests  to requesting entities.
The   BIC   shall  designate   someone  within  ABA  responsible  for  preparing  the  data, responsibility of the BIC
The BIC, after reviewing of the requests, shall provide feedback to requesting entities. Such feedbacks shall constitute, at a minimum, whether the data request is complete or some vital information is lacking, whether or not the requested data is available and estimated period of time required for processing request and availing data requested.
For data that are not readily available, the responsible ABA department shall advice the BIC whether such data can be collected as per the requests made and also on the arrangements that need to be made to collect, process and avail the data requested
The BIC and/or responsible ABA department shall avail the requested data in form/format that facilitates its best utilization for the intended purpose. Guidelines on forms and formats for data transfer are given in section 4.2 of this guideline
Upon receipt of the data requested/Once the data are prepared, before they are forwarded to requesting entities, the bIC shall update their database on data transfer transactions.
The data requesting entity, upon receipt of data requested, shall, acknowledge receipt of data and information to BIC. Such acknowledgements  may  also include feedback  on completeness of the data received and any other remarks on the received data.
4.2.   Forms and Formats for data transfer
To the extent feasible, the BIC and/or responsible ABA department shall avail the data in a form and format indicated in the data request. If this  is  not feasible, the BIC and/or responsible ABA department shall avail the data in a form and format commonly used to archive the data by the data providing entity. The transfer mean shall be either in soft copies (emails, on CDs) or in hard copies.
4.3.   Costs of data preparation
Readily available data shall be availed to data requesting entity free of charge.
Where required, the cost for preparation of data shall be borne bu the data requesting entoty. Such costs  include those incurred to prepare photo copies  of data in hard copies  and shipment costs.
4.4.   Data quality
The data provider makes reasonable efforts to ensure that the data provided are accurate. Where required, the data provider shall include together with any data it avails to the data requester such information as would be needed to highlight the quality of the data or specific 
part thereof.
H
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4.5. WORKLFOW FOR ACCESSING DATA AND INFORMATION IN THE BIS DATABASE BY THIRD- PARTY
The key steps that shall be followed to access data from the BIS database by Third-party are described below:
a.          Data requesting entity prepares and submits request: the eligible Third-Party requesting  data prepares a new request (or update previously lodged request) and submits  to  the  Basin  Information  Center  (BIC)  at  the  Abbay  Basin  Authority  for clearance and further processing.
b.   The  BIC  clears  data  request:  upon  receipt  of  data  request,  shall  acknowledge receipt of request, shall archive the same for future reference, and shall review the request to assess:
i.      If the data request is relevant to intended purpose for which it is requested
ii.     If the data request is complete and no vital information lacking that makes processing of the request no possible
iii.     If the data is available in the BIS database
Provided  that  the  above  conditions  are  met,  the  BIC  clears  the  data  request  and forwards the request to the relevant ABA department that holds the data requested
If the above conditions  are not fulfilled, the bIC returns  the data request to the requesting Third-Party with a feedback as to why the data requestconnot be further processed.
c.   The  BIC  forwards  the  data  request  to  the  relevant  ABA  department:  the  BIC. upron  clearance  of  the  data  request,  sends  the  request  to  the  relevant  ABA department that holds the data requested
d.    ABA   department   reviews   and   processes   request:   the   ABA   department,   upon receiving the request from the BIC, shall
i.     Review and estimate the time duration required to avail the requested data
ii.     Provide feedback to the BIC on the time required to prepare and avail the data
iii.     Prepare requested data and avail the data to the BIC
IV. If the data request connot be further processed dir to lock of major information required or some other reason, the ABA department shall provide feedback to
the BIC on the specific reason as to why the data request connot be
processed
e.  The BIC forwards response to data requestiong Third-Party: upon receivinq the
data from the ABA department, the BIC shall forward the data received to the data requesting Third-Party.
If the data requested (or parts thereof) is not readdy available or cannot be processed further, the BIC shall provide the feedback on the same to the data requesting Third- Party
f. Data/or feedback received by data requesting Third-Party: the data
Third-Party, upon receipt of the data and/or feedback from the BIC shall
requesting
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i.      If the data requested are received, inspect the data received and acknowledge receipt of data to the BIC
ii.      If required, update the request as per the feedback from the BIC and resubmit
its request
4.6. Indicative Processing Times
Table 1 presents  indicative processing times  and relevant forms  to be filled as  part of the
data transfer transaction. Relevant forms are available in Appendix 3.
No
Key Steps in Process
Forms to be filled
Indicative duration
(business days)
a.
Prepare request
Form 1: Data request Form 2: Details on data requested
Variable
b.
Acknowledge receipt of request
1
c.
Clear and approve request
3
d.
Inspect data and provide feedback on completeness of request and estimated time for providing data
2
e
Process request and provide dala/information
15
f.
Acknowledge receipt of data and provide feedback on data received
3
5.         Minimum metadata
For smooth and efficient processing of data request, all data request shall include minimum set of information about the data requested, i.e. metada. Appendix  2 provides  minimum set of metadata for different categories of data.
6.   Templates for data requests
Data requesting entities  shall fill out specific  sections  of appropriate forms  provided in Appedix 3 to provide information that shall facilitate the processing of requests and utilization of data availed.
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7.    Appendices
7.1. Appendix 1: Flowcharts of data request processing
Workflow for accessing data and information in the BIS database by Third-Party
Prepare new request or update previous request <
and submit to the BIC/ABA
JV__
Acknowledge receipt, archive request for future
reference
Clearance cnteria satisfied ?
Yes 
_
Forwards the data request to the relevant
ABA departement
Provide feedback to
requesting entity
<2
learance criteria satisfied ?
———
Provide Feedback to the
BIC about prcessing time
Prepare and send
requested data to the BIC
Prepare and send
requested data to the BIC
▼
Feedback received
V
Data received
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Workflow for accessing data and information in the BIS database by Third-Party
&
C
<1)
CZ
CD
Prepare new request or
7/5
<D
3
update previous request
O*
and submit to the BIC/ABA
<D
i—
ro
ro
Q
Acknowledge receipt,
archive request for future
reference
’E
O
£
3
<
in
C
Clearance criteria
Provide feedback to
CO
co
satisfied ?
requesting entity
>>
_o
-O
<
Prepare and send
requested data to
requesting entity
e
(D
O)
c
in
0)
3
O'
0)
ro
ro
Q
Data received
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March 20127.2.   Appendix  2:  Detailed  thematic  categories  of  data  and  minimum  metadata  requirements  (a  reorganiser  en  Data  Category  / Metadata ?)
Type of Data and
inionnation
IS Data Base
Water resources
HIS Data Base
I-            Rainfall, temperature, evaporation time series
I* Runoff, Infiltration, evapotranspiration, consumptive use
I estimation
I-            Flows time series
I-            Groundwater time series
I Characteristics of monitoring stations (period of record, time
(series of parameters measured)
|
|
Basln/Sub-basIn runoff characteristics
Spatial water balance estimation (Inflows, uses, losses,
(recycled water, etc.)
I- Other natural disaster vulnerability (floods, droughts)
|-
longitudinal serrions/Cross Sections of Hvers
Groundwater
(•             Key aquifer areas. Uses, Sustainable yields
I- Pump type (dlesel/electnc; deep/shalfow, prlvate/public, MP)
I Estimation of actual extraction rates, commanded area, avg
(area Irrigated
GW classification history. Depth to ground water, Ground
elevation
[• Water quality parameters (also Incl. hardness, fluoride, etc.)
Pump test results
GIS Data Base
• Isohyets/lsotherms by month and annual avg.
for all yean; of record available
Basin, Subbasin/catchment boundaries
River/stream network
Rainouage/CHmate stations
Flood hazard mapping
Drought-affected areas
Floodplain map contours for various return
periods
Groundwater aquifer details and existing fence
diagrams, lithology, depth to water contours (for all
available data for the last 10 yeora)
Public & Private Tubewells
Groundwater Block classification (dark, grey,
etc.)
Groundwater quality measurement structures
♦ Characteristics of structures (including yr of construction,
cost, safety, condition as available)
Time series of water demands
Storage characteristics (primary purpose, capacity -
Dams/Barrages/Other storage
• Canal network (Including minor level)
Irrlgatlon/Dralnage networks
llve/dead storage, area-storage, depth-storage curves,
‘
Data collection networks
r»r« nn»r*tlnn nll»a hlatnrlrnl mnnlhlv Inflnua
* Hydropower characteristics (Installed capacity, head,
discharge, generation, price, load factor, factor of utilization)
•
Canal command areas
Water-related Structures
Irrigation application efficiencies, conveyance efficiencies
estimation
•
Cropped areas
Water Intake capacities
‘
Existing and proposed reservoirs
•
Functional  Irrigation,  Pood  control  and
multipurpose Irrigation schemes
•              Hydropower  schemes  (Incl.  Run  of  river
schemes) - existing and proposed
Uft imgatlon/pump canal schemes
□np/Sprlnker Irrigation system pilots
Wator supply Intake structuroi
Watershed management program Investments
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Type of Data and
Information
HIS Data Base
IS Data Base
GIS Data Base
Other Infrastructures
Type of transport infrastructure (e.g. highway, rural
road, etc.)
Transmission capacity, age, losses, status
Power trade
Installed Capacity (MW), Power generation (MWh) Mobile/Land Phone & Internet connectivity
•             Fibre optics connectivity
Transport (airports, rail, roads, ports,
navigation)
Power transmission/ interconnection Non-hydro power plants (including other
'cncwable energy systems)
Tnformatlon/Communlcation
Land-related
Land degradation
Land cover
Deforestation/ afforestation
Erosion/sedirnentation rates
Areas (current and trends where available)
Soil characteristics
Elevations
Watershed Audit
Landcover/landuse patterns (Ind. Urban, peri urban. agricultural, Irrigated, forested, wetland, waterlogged, sodic, saline, and other areas) - using existing maps ard through remote sensing
Soil type
Topography/Elevatlon (Contours/DEM) Potential areas for watershed/lnfiltration
management for siltation/recharge
Geologic types/characterlstlcs
Any national-level data
Avg. soil moisture levels (monthly) Spatial evaporation estimates
Agriculture
Cropped areas by season and source of irrigation - current and historical trends
Crop yields/ Crop water requirements
Organic agriculture
Distribution of indigenous and medicinal crops
Fertillzer/pesticide use, prices, trends
Integrated pest management/ integrated nutrient
management use
Crop suitability (e.g. based on Interpretation of soil,
climate, land data)
Spatially distributed farm budget component estimation (by season, crop and type of irrigation)
Irrigated areas (commercial and subsistence; pump & gravity)
Ralnfed areas
Recession agriculture
Cropping patterns
Fertilizer/Pesticide/other agrochemical use
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Type of Data and
information
HIS Data Bate
Flaura Fauna aquatic media Flaura Fauna terrestrial media
IS Data Base
Biodiversity and fisheries indicators
Industry type and classification
Industrial/power waler use (from records or estimated bf
oroxv Indicators) and return flows
Industrial water pollution estimates
Ecology and Environment |Air quality
I             Water quality for key parameters - current status and trends |(e.g dissolved oxygen, BOD, COD, temperature, pH, dissolved [solids, suspended matter, nitrogen/nitrates, heavy metals, [pesticides. toxics, total and fecal conforms, oils, floating wastes,
letc.)
I             In-stream water use requirements estimation (e.g. for Lcological/wetland, community use, washing requirements, fish I production, navigation, recreation, etc.)
GI3 Data Bate
Eco'oglca'ly sensitive areas
Protected areas
Biodiversity
Industrial location (for all major Industries and block-level summaries for other Industries)
Water quality monitoring sites
In-stream and recreation use - key locations
Wetlands (water-spread areas with seasonal variations)
Administrative
Administrative units
Gties/Towns
Villages
Universities/ Schools/ Research
Centers/NGOs/Water User Associations
Administrative boundaries
Tribal distribution
Boundaries of Social Institutions (a.g. User Associations, Civil Society Organizations, Local Government*)
Households
Social Development
Persistent organic pollutant use
Census data (including time series on population, tribes, lleracy, employment/ socio-economic/ labour characteristics.
Poverty characteristics
Current service levels (e.g. electricity, water supply,
anltation)
Type (public/prrvate; specialization); a students, a
acultv
Major activities related to the Tana Sub-basin waters
Access to safe water. Access to adequate sanitat on Per capita water availability (although this needs to be
sed carefullv)
Poverty levels and trends. Income distribution,
mpowerment indicators
Ufe expectancy. Public health
Socio-economic end demographic characteristics
Overall economy, Equity, etc.
Decentralization (Ind. fiscal decantra'izaUon) Livelihoods, occupations, employment/ unemployment
Literacy/ educat or levels, Age distribution
AoMtt/ement/Rehabllltatlon associated with projects Consultation notes. Local priorities, Local governance
ndicators
Self-help groups, women's groups, user associations Tribal populations, Cultural heritage, cultural property
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Trade (domestic, EN regional, other)
Tourist areas
Major exports/ Imports / services (and trends)
Investments (e.q. Forelqn Direct Investment, EN
reoion.il. etc.)
Public spending In different sectors (and trends)
Access to credit
Investment climate Indicators
Tourist flows (local, EN regional, and other)
Consumption/Savlngs indicators
Economy
Remittances from abroad
Priccs/Tariff structures (e.q. for water supply. Irrigation,
etc.)
Area of different types of watershed Investments
(afforestation, field bunds, check dams, qully plugs, etc.) - unit
costs/employmont/livellhood changes, eroslon/sedlmentat'on
changes due to investments
Major agriculture markets/ Avg. Market Prices
Agriculture value-added
Industrial pollution control cost estimates
Industrial value-added estimates
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7.3.  Appendix 3: Data request forms
ABBAY BASIN AUTHORITY Form 1: Data Request Form
1. Date and Reference
Date of Request
Request Reference No
Request Approval: data approval and signature
Date request received by ABA
2. Information on Data Requester
Name and Adress of Organization
Name:
Physical Address:
Name and
address of Contact Person
Name
Tel:
Fax:
Email:
Physical Address:
3. Details on Data Requested
Purpose for which data is requested (use attachments if needed)
For request from MoWE organizations, provide the name of Directorate / Project for which the data is requested
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ABBAY BASIN AUTHORITY
Form 2: Details on Requested Data
1. Reference
Name of Data Requester
Request Reference No
Date of request
2. Types of data requested
2.1.      Hydrological Information System (HIS) Data
Location
Time
window
For use by Data Provider
No
Type of data requested
Lat
Long
Sub-Basin or
watershed name
Time step
(daily, monthly,
instantaneous,
etc)
Start
date
End
date
Data availability (Indicate the
availability of data)
1
Hydrological
List specific data requested here
2
Meteorological
List specific data requested here
3
Groundwater
List specific data requested here
4
Water Quality
List specific data requested here
5
Ecology / Environment
List specific data requested here
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1. Reference
Name of Data Requester
Request Reference No
Date of request
2 Types of data requested
2.2.      BIS Data
■     :            :          —       :        —7            —                     ~                 —
No
Data Category
Sub-basin and/or
geographic region
Date of
publication or
observation
For use by Data Provider
Data Availability
(indicate the availability of data)
1
Water permits and water uses
2
Infrastructures
3
Economy
etc
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Mnrch20l2HIS-BIS - Draft Agreement ABA/Addis Ababa University
HIS-BIS cooperation agreement for Data and Information sharing, analysis and Dissemination
THIS AGREEMENT dated _J / is entered between:
(1) the EFDRE Abbay Basin High Council and Authority (hereinafter 'the Authority') a legal entity the address of which is "EFDRE Abbay Basin Authority, North western region NWR-409-Bahir Dar, Bahir Dar02 16 Government and which is represented byj
(2)  the  Addis  Ababa  University  (hereinafter  'the  AAU')  a  legal  entity  the  address  of  which  is and which is represented by;
Preamble
a.   As per the River Basin Councils and Authorities Proclamation No. 534/2007 (Article 17), the Authority "may develop and run its own data-monitoring network", has to be provided by "any  person with the information that is found useful for the basin information system", "shall  cooperate  with  the  relevant  federal  and  regional  bodies  for  the  installation  and improvement  of  effective  data  monitoring  networks  in  the  basin"  and  "shall  [...]  provide stakeholders with information contained in the basin information system".
b.   The primary objective of this agreement is to provide a general frame for data sharing between the BIS and Addis Ababa University, as a data provider and a data user, as expertise provider  and  as  environment  monitoring  team  member.  Specific  HIS-BIS  Operational Guidelines will expedite the smooth and consistent implementation of this agreement.
c.   The Parties wish to conclude this memorandum of understanding/agreement in accordance with Article 17 of River Basin Councils and Authorities Proclamation No. 534/2007.
The parties agree as follows:
1. Acronyms and Definitions of terms
1.1.        Acronyms
BIS
Basin Information System
HIS
Hydrological Information System
ABA
Abbay Basin Authority
MOWE
Ministry of Water & Energy
SBBO
Sub-Basin Branch Office
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AAU            Addis Ababa University
1.2.        Definitions of terms
In this Agreement the following words shall have the following meanings.
Data
Information
Data and Information quality
Format Forms
Metadata
Third Party Data provider
Representations    of    facts,    in    a    formalized    manner,    suitable    for communication, interpretation or processing
Processed and interpreted data
Attribute   of   data   and   information   that   describes   the   completeness; usefulness, accuracy and integrity of data.
Refers to the specific layout the data has been organized for end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic  transfer of data, form of data transfer also refers  to the specific  electronic  data format the data shall be prepared and transferred.
Is  data about data. In the context of this  agreement, metadata is defined as  to constitute those pieces  of information that are required to describe the data and information being transferred. Examples  of such metadata include source of data, time window, unit of measurement and data quality parameters.
Within the scope of this  agreement, 'third party' refers  to any regional, federal and international organizations  that may  request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
2.  Term of Agreement
This agreement shall enter into effect on the above written date and shall continue in force Option 1: for a period ofyears, ending on
Option 2: for indefinite time.
3.  Powers, functions and duties of each party 1.3.      Powers, functions and duties of the Authority
The Authority shall: 5/25/2012 3:50:00 PM
2HIS-BIS - Draft Agreement ABA/Addis Ababa University
Disseminate data provided by Addis Ababa University to Third Parties.
-     Provide access to HIS/BIS system to Addis Ababa University for data and information exchange.
1.4.    Powers, functions and duties of the University of Addis Ababa
Addis Ababa University shall:
Provide  the  Authority  with  historical  and  contextual  ecological  monitoring  data  in  Tana  and Beles sub basins in order to populate ABA's HIS & BIS databases.
Actively  Contribute to the Lake Tana task  force and to the Terrestrial Ecology  (Fauna) Unit whose mandates  are: monitoring Aquatic  Ecology  and monitoring Terrestrial Fauna in Tana and Beles sub basin as part of the HIS monitoring system.
Provide expertise, as  a backstopping team, for HIS/BIS development strategy  in different fields  : IT, Water resources  management. Environment protection, etc. With respect to IT, AAU could host CUAHSI and Hydrodesktop national expertise office.
-    Access the BIS owned data and information through the standard data and information
request procedure defined by the Authority.
1.5.    Common Powers, functions and duties of the two parties
The  two  parties  will  collaborate  to  insure  efficient  data  dissemination  so  that  the  outputs  benefit both parties.
4.  Agreement’s detailed implementation
The practical implementation of this  agreement's  clauses  is  detailed in "Operational HIS-BIS Guideline for Data and Information Sharing, Analysis  and Dissemination with Addis  Ababa University".
5.  Agreed documents
Every  corresponding  letters,  minutes  of  meetings.  Operational  Guidelines  and  appendixes  related  to this agreement will be part of this agreement.
6.  Conflict resolution
In case mutual agreement cannot be achieved through discussion, disputes shall be resolved by the court in accordance with the procedure provided for by the EFDRE government laws.
5/25/2012 3:50:00 PM
3HIS-BIS - Draft Agreement ABA/Addis Ababa University
7.  Amendment or Termination of the Agreement
This  agreement  may  only  be  amended  or  canceled  in  writing  signed  by  the  duly  authorized representatives of the parties.
Agreed by the parties through their authorized signatories
EFDRE Abbay Basin High Council and Authority
Name:                                                                         Name:
Signature: Signature:
Date:                                                                           Date:
Seal:                                                                           Seal:
University of Addis Ababa
5/25/2012 3:50:00 PMHIS-BIS - Draft Agreement ABA/University of Bahir Dar
HIS-BIS cooperation agreement for Data and Information sharing, analysis and Dissemination
THIS AGREEMENT dated _J / is entered between:
(1) the EFDRE Abbay Basin High Council and Authority (hereinafter 'the Authority') a legal entity the address of which is "EFDRE Abbay Basin Authority, North western region NWR-409-Bahir Dar, Bahir Dar 02 16 Government and which is represented by____________ ____________and
(2)       Bahir    Dar    University    (hereinafter    'BDU')    a    legal    entity    the    address    of    which    is and which is represented by
Preamble
a.    As per the River Basin Councils and Authorities Proclamation No. 534/2007 (Article 17), the Authority  "may  develop  and  run  its  own  data-monitoring  network",  has  to  be  provided  by "any  person  with  the  information  that  is  found  useful  for  the  basin  information  system", "shall   cooperate   with   the   relevant   federal   and   regional   bodies   for   the   installation   and improvement  of  effective  data  monitoring  networks  in  the  basin"  and  "shall  [...]  provide stakeholders with information contained in the basin information system".
b.    The  primary  objective  of  this  agreement  is  to  provide  a  general  frame  for  data  sharing between the BIS and the Bahir Dar University, as a data provider and a data user, as a IT and GIS   expertise   provider   and   as   a   meteorological   and   hydrological   monitoring   projects manager.  Specific  HIS-BIS  Operational  Guidelines  will  expedite  the  smooth  and  consistent implementation of this agreement.
c.    The  Parties  wish  to  conclude  this  memorandum  of  understanding/agreement  in  accordance with Article 17 of River Basin Councils and Authorities Proclamation No. 534/2007.
The parties agree as follows:
1. Acronyms and Definitions of terms
1.1.        Acronyms
BIS
Basin Information System
HIS
Hydrological Information System
ABA
Abbay Basin Authority
MOWE        Ministry of Water & Energy 5/25/2012 3:35:00 PM
1HIS-BIS - Draft Agreement ABA/University of Bohir Dor
SBBO         Sub-Basin Branch Office
BDU           Bahir Dar University
1.2.        Definitions of terms
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information quality
Format Forms
Metadata
Third Party Data provider
Representations    of    facts,    in    a    formalized    manner,    suitable    for communication, interpretation or processing
Processed and interpreted data
Attribute   of   data   and   information   that   describes   the   completeness; usefulness, accuracy and integrity of data.
Refers to the specific layout the data has been organized for end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic  transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is  data about data. In the context of this  agreement, metadata is defined as  to constitute those pieces  of information that are required to describe the data and information being transferred. Examples  of such metadata include source of data, time window, unit of measurement and data quality parameters.
Within the scope of this  agreement, 'third party' refers  to any regional, federal and international organizations  that may  request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
2.  Term of Agreement
This agreement shall enter into effect on the above written date and shall continue in force. Option 1: for a period ofyears, ending on.
Option 2: for indefinite time.
5/25/2012 3:35:00 PM
2HIS-BIS - Draft Agreement ABA/University of Bohir Dor
3.  Powers, functions and duties of each party
1.3.     Powers, functions and duties of the Authority
The Authority shall:
Insure special access to HIS/BIS tool and databases to Bahir Dar University.
Disseminate data provided by the University of Bahir Dar to Third Parties.
1.4.     Powers, functions and duties of the the University of Bahir Dar
Bahir Dar University shall:
Share  with  ABA  data  and  information  generated  trough,  and  provide  direct  access  to  the ABA to, the following experimental projects:
J the weather radar project to be implemented at BDU under the Tana Flood Early 
Warning System;
J the Low Cost Image Reception Station (satellite project) developed at BDU's Institute
of Technology.
Provide GIS expertise and any  required IT support for the implementation and operation of the HIS/BIS tool. Terms  of references  of this  GIS & IT support service is  defined in the Operational Guidelines, attached to this agreement.
-    Actively Contribute to the Lake Tana task force whose mandate is monitoring Aquatic 
Ecology in Tana and Beles sub basin as part of the HIS monitoring system.
-     Access the HIS-BIS data and information through a special access procedure defined with the Authority.
1.5.    Common Powers, functions and duties of the two parties
The  two  parties  will  collaborate  to  insure  efficient  data  dissemination  so  that  the  outputs  benefit both parties.
4.  Agreement’s detailed implementation
The practical implementation of this  agreement's  clauses  is  detailed in "Operational HIS-BIS Guideline for Data and Information Sharing, Analysis  and Dissemination with the Bahir Dar University".
5.  Agreed documents
Every corresponding letters, minutes of meetings, Operational Guidelines and appendixes related to this agreement will be part of this agreement.
5/25/2012 3:35:00 PM
3HIS-BIS - Draft Agreement ABA/University of Bahir Dar
6.   Conflict resolution
In case mutual agreement cannot be achieved through discussion, disputes shall be resolved by the court in accordance with the procedure provided for by the EFDRE government laws.
7.   Amendment or Termination of the Agreement
This  agreement  may  only  be  amended  or  canceled  in  writing  signed  by  the  duly  authorized representatives of the parties.
Agreed by the parties through their authorized signatories
EFDRE Abbay Basin High Council and Authority
Bahir Dar University
Name:
Name:
Signature:
Signature:
Date:
Date:
Seal:
Seal:
5/25/2012 3:35:00 PM
4HIS-BIS - Draft Agreement ABA/EEPCO
HIS-BIS cooperation agreement for Data and Information sharing, analysis and Dissemination
THIS AGREEMENT dated _/ / is entered between:
(1) the EFDRE Abbay Basin High Council and Authority (hereinafter 'the Authority') a legal entity the address of which is "EFDRE Abbay Basin Authority, North western region NWR-409-Bahir Dar, Bahir Dar 02 16 Government and which is represented by___________ _____________ J ar)d
(2) the EFDRE Ministry of Water and Energy, Ethiopian Electric Power Cooperation (hereinafter 'the
EEPCO') a legal entity the address of which is represented by__j
Preamble
and which is
a.    As per the River Basin Councils and Authorities Proclamation No. 534/2007 (Article 17), the Authority  "may  develop  and  run  its  own  data-monitoring  network",  has  to  be  provided  by "any  person  with  the  information  that  is  found  useful  for  the  basin  information  system", "shall   cooperate   with   the   relevant   federal   and   regional   bodies   for   the   installation   and improvement  of  effective  data  monitoring  networks  in  the  basin"  and  "shall  (...)  provide stakeholders with information contained in the basin information system".
b.   The Ethiopian Electric Power Corporation (EEPCo) is responsible for generating, transmitting, distributing  and  selling  of  electric  energy  throughout  the  country.  More  than  90%  of  the electric  energy  being  generated  through  hydropower,  EEPCo  is  a  major  water  user  at national  scale.  As  manager  of  Tana-Beles  (450MW)  and  Tislsat  (l&ll,  150MW)  hydropower plants EEPCo stands for a major water user in Tana and Beles sub basins as well.
c.    The  primary  objective  of  this  agreement  is  to  provide  a  general  frame  for  data  sharing between  the  BIS  and  the  EEPCO,  as  a  data  provider  and  a  data  user.  Specific  HIS-BIS Operational   Guidelines   will   expedite   the   smooth   and   consistent   implementation   of   this agreement for data and information sharing and exchange.
d.    The  Parties  wish  to  conclude  this  memorandum  of  understanding/agreement  in  accordance with Article 17 of River Basin Councils and Authorities Proclamation No. 534/2007.
5/24/2012 7:39:00 PM
1HIS-BIS - Draft Agreement ABA/EEPCO
The parties agree as follows:
1. Acronyms and Definitions of terms
1.1.        Acronyms
BIS
Basin Information System
HIS
Hydrological Information System
ABA
Abbay Basin Authority
MOWE
Ministry of Water & Energy
SBBO
Sub-Basin Branch Office
EEPCO
Ethiopian Electricity Power Corporation
1.2.    Definitions of terms
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information quality
Format Forms
Metadata
Third Party
Data provider
5/24/2012 7:39:00 PM
Representations   of   facts,   in   a   formalized   manner,   suitable   for communication, interpretation or processing
Processed and interpreted data
Attribute  of  data  and  information  that  describes  the  completeness; usefulness, accuracy and integrity of data.
Refers to the specific layout the data has been organized for end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic  transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is data about data. In the context of this agreement, metadata is 
defined as to constitute those pieces of information that are required
to describe the data and information being transferred. Examples of
such metadata include source of data, time window, unit of
measurement and data quality parameters.
Within the scope of this  agreement, 'third party' refers  to any regional, federal and international organizations  that may  request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
2HIS-BIS - Draft Agreement ABA/EEPCO
2. Term of Agreement
This agreement shall enter into effect on the above written date and shall continue in force.
Option 1: for a period ofyears, ending on-------------------------- •
Option 2: for indefinite time.
3.    Powers, functions and duties of each party
1.3.     Powers, functions and duties of the Authority
The Authority shall:
Work, in a cooperative manner, at the establishment of a water-uses rule aiming at sharing available water resources  between interested users  and minimizing potential environmental impacts
-     Disseminate data generated under the Authority's responsibility to Third Parties.
1.4.     Powers, functions and duties of the EEPCO
The EEPCO shall:
Provide the ABA with dam and hydropower water use data in Tana and Beles sub basins in order to populate ABA's  BIS database. Such data comprise detailed information about any energy-related activities  with a potential impact on water demand and water quality  (further details in the Operational Guideline).
-      Provide the Authority with dams' characteristics in Tana and Beles basins area in order to populate ABA's HIS database.
-     Communicate any EEPCO operated discharges related to existing infrastructures in Tana and Beles  sub  basins  to  the  Authority  in  a  real-time  manner.  Fully  contribute  to  water  use monitoring mandate of the Authority.
-      Communicate  any  information  about  dams'  characteristics  and  planned  water  demand  of future projects in Tana and Beles subbasins to the Authority.
-      Include  and  finance  in  any  project  a  measurement  device,  to  be  connected  to  HIS/BIS system,  aiming  at  monitoring  water  abstractions  and  water  releases  both  in  terms  of quantity and quality.
-      Work, in a cooperative manner, at the establishment of a water-uses rule aiming at sharing available  water  resources  between  interested  users  and  minimizing  potential  environmental impacts.
-      Access  the  BIS  owned  data  and  information,  through  the  standard  data  and  information request procedure defined by the Authority.
5/24/2012 7:39:00 PM
3HIS-BIS - Draft Agreement ABA/EEPCO
1.5. Common Powers, functions and duties of the two parties
The two parties will collaborate to insure efficient data dissemination so that the outputs benefit
both parties.
4.   Agreement’s detailed implementation
The practical implementation of this  agreement's  clauses  is  detailed in "Operational HIS-BIS Guideline for Data and Information Sharing, Analysis and Dissemination with the Ethiopian Electricity Power corporation".
5.   Agreed documents
Every  corresponding  letters,  minutes  of  meetings,  Operational Guidelines and appendixes related to this agreement will be part of this agreement.
6.   Conflict resolution
In case mutual agreement cannot be achieved through discussion, disputes shall be resolved by the court in accordance with the procedure provided for by the EFDRE government laws.
7.   Amendment or Termination of the Agreement
This  agreement  may  only  be  amended  or  canceled  in  writing  signed  by  the  duly  authorized representatives of the parties.
Agreed by the parties through their authorized signatories
EFDRE Abbay Basin High Council and Authority Ethiopian Electricity Power Corporation
Name:
Name:
Signature:
Signature:
Date:
Date:
Seal:
Seal:
5/24/2012 7:39:00 PM
4HIS-BIS - Draft Agreement ABA/Environmentol Protection Authority
HIS-BIS cooperation agreement for Data and Information
sharing, analysis and Dissemination
THIS AGREEMENT dated _J_Jis entered between:
(1) the EFDRE Abbay Basin High Council and Authority (hereinafter 'the Authority') a legal entity the address of which is "EFDRE Abbay Basin Authority, North western region NWR-409-Bahir Dar, Bahir Dar 02 16 Government and which is represented by1 and
(2) the Environmental Protection Authority (hereinafter 'the EPA') a legal entity the address of which
is______________________________ and which is represented by;
Preamble
a.    As per the River Basin Councils and Authorities Proclamation No. 534/2007 (Article 17), the Authority  "may  develop  and  run  its  own  data-monitoring  network",  has  to  be  provided  by "any  person  with  the  information  that  is  found  useful  for  the  basin  information  system", "shall   cooperate   with   the   relevant   federal   and   regional   bodies   for   the   installation   and improvement  of  effective  data  monitoring  networks  in  the  basin"  and  "shall  [...]  provide stakeholders with information contained in the basin information system".
b.     EPA's  main  function  is  to  formulate  environmental  strategy,  policy  and  guidelines.  This function   includes   mandates   such   as   "Managing   environmental   exchange   system",   and "Establish  an  environmental  information  system  that  promotes  efficiency  in  environmental data  collection,  management  and  use  in  consultation  with  the  competent  agency".  Clear interactions may appear with HIS/BIS system, as far environment monitoring is concerned.
c.     The  primary  objective  of  this  agreement  is  to  provide  a  general  frame  for  data  sharing between  the  BIS  and  the  Environmental  Protection  Authority,  as  a  data  provider  and  a  data user. In addition, EPA will be involved in the environment monitoring carried out by the ABA in  the  Tana-Beles  sub  basins.  Specific  HIS-BIS  Operational  Guidelines  will  expedite  the smooth  and  consistent  implementation  of  this  agreement  for  data  and  information  sharing and exchange.
d.    The  Parties  wish  to  conclude  this  memorandum  of  understanding/agreement  in  accordance with Article 17 of River Basin Councils and Authorities Proclamation No. 534/2007.
5/23/2012 5:22:00 PM
1HIS-BIS - Draft Agreement ABA/Environmentol Protection Authority
The parties agree as follows:
1.  Acronyms and Definitions of terms
1.1.        Acronyms
BIS             Basin Information System
HIS             Hydrological Information System ABA            Abbay Basin Authority
MOWE        Ministry of Water & Energy
SBBO         Sub-Basin Branch Office
EPA            Environmental Protection Authority
1.2.    Definitions of terms
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information quality
Format Forms
Metadata
Third Party Data provider
Representations of facts, in a formalized manner, suitable for
communication, interpretation or processing
Processed and interpreted data
Attribute of data and information that describes the completeness;
usefulness, accuracy and integrity of data.
Refers to the specific layout the data has been organized for end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic  transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is  data about data. In the context of this  agreement, metadata is defined as  to constitute those pieces  of information that are required to describe the data and information being transferred. Examples  of such metadata include source of data, time window, unit of measurement and data quality parameters.
Within the scope of this  agreement, 'third party' refers  to any regional, federal and international organizations  that may  request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
5/23/2012 5:22:00 PM
2HIS-BIS - Draft Agreement ABA/Environmental Protection Authority
2.    Term of Agreement
This agreement shall enter into effect on the above written date and shall continue in force.
Option 1: for a period ofyears, ending on.
Option 2: for indefinite time.
3.   Powers, functions and duties of each party
1.3.     Powers, functions and duties of the Authority
The Authority shall:
Transfer the data for every  ecological parameters  monitored through the HIS system (Aquatic  ecology, terrestrial ecology  - Fauna and Flora, Agriculture Land Use, Land Degradation, Land cover changes and Air quality) in Tana and Beles subbasins to EPA every 
months.
Disseminate   environmental   data   generated   under   the   Authority's   responsibility   to   Third Parties.
Disseminate data provided by the EPA.
1.4.     Powers, functions and duties of the EPA
EPA shall:
Provide the ABA with contextual environmental data in Tana and Beles subbasins in order to populate ABA's HIS and BIS databases.
-       Provide   support   to   each   Task   Force   established  to  monitor  environmental  parameters (Aquatic   ecology,   terrestrial   ecology   -   Fauna   and   Flora,   Agriculture   Land   Use,   Land Degradation, Land cover changes and Air quality) in Tana and Beles subbasins. EPA's inputs is expected to consist in
-      Access  the  BIS  owned  data  and  information  through  the  standard  data  and  information request procedure defined by the Authority.
1.5.     Common Powers, functions and duties of the two parties
The  two  parties  will  collaborate  to  insure  efficient  data  dissemination  so  that  the  outputs  benefit both parties.
4.   Agreement’s detailed implementation
The practical implementation of this  agreements  clauses  is  detailed in "Operational HIS BIS Guideline for Data and Information Sharing, Analysis  and Dissemination with the Environmental Protection Authority".
5/23/2012 5:22:00 PM
3I)HIS-BIS - Draft Agreement ABA/Environmental Protection Authority
5.  Agreed documents
Every  corresponding  letters,  minutes  of  meetings,  Operational  Guidelines  and  appendixes  related  to this agreement will be part of this agreement.
6.  Conflict resolution
In case mutual agreement cannot be achieved through discussion, disputes shall be resolved by the court in accordance with the procedure provided for by the EFDRE government laws.
7.  Amendment or Termination of the Agreement
This   agreement   may   only   be   amended   or   canceled   in   writing   signed   by   the   duly   authorized representatives of the parties.
Agreed by the parties through their authorized signatories
EFDRE Abbay Basin High Council and Authority                 Environmental Protection Authority
Name;
Signature:
Date:
Seal:
Name: Signature
Date:
Seal:
5/23/2012 5:22:00 PM
4HIS-BIS - Draft Agreement ABA/Geological Survey of Ethiopia
HIS-BIS cooperation agreement for Data and Information
sharing, analysis and Dissemination
THIS AGREEMENT dated _J / is entered between:
(1) the EFDRE Abbay Basin High Council and Authority (hereinafter 'the Authority') a legal entity the address of which is "EFDRE Abbay Basin Authority, North western region NWR-409-Bahir Dar, Bahir Dar 02 16 Government and which is represented by* aRd
(2) the Geological Survey of Ethiopia (hereinafter 'the GSE') a legal entity the address of which is
and which is represented by_________________________________________ ______________ ;
Preamble
a.    As per the River Basin Councils and Authorities Proclamation No. 534/2007 (Article 17), the Authority  "may  develop  and  run  its  own  data-monitoring  network",  has  to  be  provided  by "any  person  with  the  information  that  is  found  useful  for  the  basin  information  system", "shall   cooperate   with   the   relevant   federal   and   regional   bodies   for   the   installation   and improvement  of  effective  data  monitoring  networks  in  the  basin"  and  "shall  [...]  provide stakeholders with information contained in the basin information system".
b.    As  per  the  proclamation  No.194/2000,  GSE  is  empowered,  through  its  "Ground  Water Assessment  Core  Process",  to  "undertake  hydrological  mapping  of  the  basin",  "undertake detailed  hydrological  activities",  "drill  test  wells",  and  "manage  the  ENRAEMED  Database  to facilitate  Natural  Resources  and  Environment  data/information  exchange  in  Ethiopia,  and involving   data   collection,   generation,   storage   and   dissemination".   These   mandates   and activities   are   directly   related   to   the   HIS/BIS   functions.  Interactions  and  synergies  have therefore to be developed to avoid duplication of efforts.
c.     The  primary  objective  of  this  agreement  is  to  provide  a  general  frame  for  data  sharing between  the  BIS  and  the  GSE,  as  a  data  provider  and  a  data  user.  Specific  HIS-BIS Operational   Guidelines   will   expedite   the   smooth   and   consistent   implementation   of   this agreement for data and information sharing and exchange.
d.    The  Parties  wish  to  conclude  this  memorandum  of  understanding/agreement  in  accordance with Article 17 of River Basin Councils and Authorities Proclamation No. 534/2007.
The parties agree as follows:
5/22/2012 4:43:00 PM
1HIS BIS - Draft Agreement ABA/Geologicol Survey of Ethiopia
1. Acronyms and Definitions of terms
1.1.        Acronyms
BIS              Basin Information System
HIS
Hydrological Information System
ABA
Abbay Basin Authority
MOWE
Ministry of Water & Energy
SBBO
Sub-Basin Branch Office
GSE
Geological Survey of Ethiopia
1.2.        Definitions of terms
In this Agreement the following words shall have the following meanings.
Data Information
Representations    of    facts,    in    a    formalized    manner,    suitable    for communication, interpretation or processing
Processed and interpreted data
Data and Information               Attribute of data and information that describes the completeness;
quality
Format
Forms
Metadata
Third Party Data provider
usefulness, accuracy and integrity of data.
Refers to the specific layout the data has been organized for end users
Forms  of data transfer refer to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic  transfer of data, form of data transfer also refers  to the specific  electronic  data format the data shall be prepared and transferred.
Is data about data. In the context of this agreement, metadata is 
defined as to constitute those pieces of information that are required
to describe the data and information being transferred. Examples of
such metadata include source of data, time window, unit of
measurement and data quality parameters.
Within the scope of this  agreement, 'third party* refers  to any regional, federal and international organizations  that may  request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
2.  Term of Agreement
This agreement shall enter into effect on the above written date and shall continue in force. 5/22/2012 4:43:00 PM
2HIS-BIS - Droft Agreement ABA/Geological Survey of Ethiopia
Option   1:   for   a   period   ofyears,   ending   on   _____,• 
Option 2: for indefinite time.
3.   Powers, functions and duties of each party
1.3.     Powers, functions and duties of the Authority
The Authority shall:
-    Transfer the data (timeseries) for every groundwater parameters generated by the stations 
in Tana and Beles subbasins under the Authority's responsibility to the GSE every month in
order to enable updating GSE's national databases (such as ENGDA and ENREAMED).
Disseminate historical data provided by the GSE to Third Parties.
Disseminate data generated under the Authority's responsibility to Third Parties.
1.4.     Powers, functions and duties of the Geological Survey of Ethiopia
The GSE shall:
Provide the Authority  with historical data for groundwater parameters  that are deemed necessary for the stations located in Tana and Beles basins area in order to populate ABA's HIS database.
-     Transfer any data or information related to hydrology, groundwater or geology in Tana and
Beles subbasins to the Authority. GSE shall share ENGDA and ENREAMED databases.
-     Access the BIS owned data and information related to groundwater through the operational guidelines attached to this document.
-     Access the BIS owned data and information, not related to groundwater, through the
standard data and information request procedure defined by the Authority.
1.5.     Common Powers, functions and duties of the two parties
The  two  parties  will  collaborate  to  insure  efficient  data  dissemination  so  that  the  outputs  benefit both parties.
4.    Agreement’s detailed implementation
The practical implementation of this  agreement's  clauses  is  detailed in "Operational HIS BIS Guideline for Data and Information Sharing, Analysis  and Dissemination with the Geological Survey 
of Ethiopia".
Y
5.    Agreed documents
Even,  corresponding  letters.  minutes  o<  meeting  Operational  Guidelines  end  appendixes  related  to this agreement will be part of this agreement.
5/22/2012 4:43:00 PM
3HIS-BIS - Draft Agreement ABA/Geological Survey of Ethiopia
6.  Conflict resolution
In case mutual agreement cannot be achieved through discussion, disputes shall be resolved by the court in accordance with the procedure provided for by the EFDRE government laws.
7.  Amendment or Termination of the Agreement
This  agreement  may  only  be  amended  or  canceled  in  writing  signed  by  the  duly  authorized representatives of the parties.
Agreed by the parties through their authorized signatories
EFDRE Abbay Basin High Council and Authority                      Geological Survey of Ethiopia
Name:
Name:
Signature:
Signature:
Date:
Date:
Seal:
Seal:
5/22/2012 4:43:00 PMHIS-BIS - Draft Agreement ABA/GW Directorate MoWE
HIS-BIS cooperation agreement for Data and Information
sharing, analysis and Dissemination
THIS AGREEMENT dated _J_Jis entered between:
(1) the EFDRE Abbay Basin High Council and Authority (hereinafter 'the Authority) a legal entity the address of which is "EFDRE Abbay Basin Authority, North western region NWR-409-Bahir Dar, Bahir Dar 02 16 Government and which is represented by; and
(2)    the  EFDRE  Ministry  of  Water  and  Energy,  Groundwater  Directorate  (hereinafter  'the  GW Directorate')        a        legal        entity        the        address        of        which        isand        which        is represented by;
Preamble
a.    As per the River Basin Councils and Authorities Proclamation No. 534/2007 (Article 17), the Authority  "may  develop  and  run  its  own  data-monitoring  network",  has  to  be  provided  by "any  person  with  the  information  that  is  found  useful  for  the  basin  information  system", "shall   cooperate   with   the   relevant   federal   and   regional   bodies   for   the   installation   and improvement  of  effective  data  monitoring  networks  in  the  basin"  and  "shall  [...]  provide stakeholders with information contained in the basin information system".
b.    In  accordance  with  the  "Organizational  structure  and  manpower  planning  document,  MoWE, December  2010",  the  GW  Directorate  is  entitled  to  "Studying  and  mapping  the  groundwater resources  potentials  on  the  country"  and  "Establish  a  monitoring  system  that  will  help provide information regarding the quality and quantity of ground water".
c.    The  primary  objective  of  this  agreement  is  to  provide  a  general  frame  for  data  sharing between  the  HIS/BIS  and  the  GW  Directorate,  as  a  data  provider  and  a  data  user.  Specific HIS-BIS  Operational  Guidelines  will  expedite  the  smooth  and  consistent  implementation  of this agreement for data and information sharing and exchange.
d.    The  Parties  wish  to  conclude  this  memorandum  of  understanding/agreement  in  accordance with Article 17 of River Basin Councils and Authorities Proclamation No. 534/2007.
5/22/2012 3:03:00 PM
1HIS-BIS - Draft Agreement ABA/GW Directorate MoWE
The parties agree as follows:
1. Acronyms and Definitions of terms
1.1.        Acronyms
BIS
Basin Information System
HIS
Hydrological Information System
ABA
Abbay Basin Authority
MOWE
Ministry of Water & Energy
GW
Groundwater Directorate - MoWE
1.2.    Definitions of terms
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information quality
Format Forms
Metadata
Third Party Data provider
Representations   of   facts,   in   a   formalized   manner,   suitable   for communication, interpretation or processing
Processed and interpreted data
Attribute  of  data  and  information  that  describes  the  completeness; usefulness, accuracy and integrity of data.
Refers to the specific layout the data has been organized for end users
Forms of data transfer refers to the media (electronic or otherwise) with which the data requested is being transferred between entities. In the case of electronic transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is  data about data. In the context of this  agreement, metadata is defined as to constitute those pieces of information that are required to describe the data and information being transferred. Examples of such metadata include source of data, time window, unit of measurement and data quality parameters.
Within the scope of this  agreement, 'third party' refers  to any regional, federal and international organizations  that may  request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
5/22/2012 3:03:00 PM
2HIS-BIS - Draft Agreement ABA/GW Directorate MoWE
2.     Term of Agreement
This agreement shall enter into effect on the above written date and shall continue in force
Option 1: for a period ofyears, ending on--------------------- _•
Option 2: for indefinite time.
3.     Powers, functions and duties of each party
1.3.     Powers, functions and duties of the Authority
The Authority shall:
-     On behalf of the MoWE, be responsible for operation and maintenance for groundwater qualitative and quantitative monitoring in Tana and Beles sub basins.
-     On behalf of the MoWE, be responsible for groundwater qualitative and quantitative data collection, validation, processing, storage and dissemination for data generated in Tana and Beles sub basins.
In order to avoid duplication of efforts  and optimize groundwater monitoring, ABA shall endorse monitoring network  operation and maintenance and data collection, validation, processing, storage and dissemination forTekeze Basin.
-      Transfer  the  data  (time  series)  for  every  groundwater  parameters  generated  by  the Groundwater monitoring network in Tana and Beles sub basins to the GW Directorate every month to enable GW directorate to populate and update the national ENGWIS database about Tana-Beles and Tekeze catchments.
Disseminate historical data provided by the GW Directorate to Third Parties.
-    Disseminate data generated under the Authority's responsibility to Third Parties.
1.4.      Powers, functions and duties of the GW Directorate of the MoWE
The GW Directorate shall:
-    Provide the Authority with historical data for groundwater parameters about Tana and Beles sub basins that are deemed necessary to populate ABA's HIS database. More specifica lly, GW Directorate shall share data from ENGWIS database with ABA.
-     Transfer to the Authority any future useful data and information related to groundwater that may be generated through ENGWIS or any other projects in Tana and Beles sub basins.
-     Access the BIS owned data and information related to groundwater through the operational guidelines attached to this document.
-      Access  the  BIS  owned  data  and  information,  not  related  to  groundwater,  through  the standard data and information request procedure defined by the Authority.
5/22/2012 3:03:00 PM
3HIS-BIS - Draft Agreement ABA/GW Directorate MoWE
1.5.    Common Powers, functions and duties of the two parties
The two parties will collaborate to insure efficient data dissemination so that the outputs benefit both parties.
4.   Agreement’s detailed implementation
The  practical  implementation  of  this  agreement's  clauses  is  detailed  in  HIS/BIS  Operational Guidelines for groundwater monitoring and data sharing".
5.   Agreed documents
Every corresponding letters, minutes of meetings, Operational Guidelines and appendixes related to this agreement will be part of this agreement.
6.   Conflict resolution
In case mutual agreement cannot be achieved through discussion, disputes shall be resolved by the court in accordance with the procedure provided for by the EFDRE government laws.
7.   Amendment or Termination of the Agreement
This  agreement  may  only  be  amended  or  canceled  in  writing  signed  by  the  duly  authorized representatives of the parties.
Agreed by the parties through their authorized signatories EFDRE Abbay Basin High Council and Authority            EFDRE Ministry of Water & Energy,
Groundwater Directorate Name:                                                                     Name:
Signature:
Date:
Seal:
Signature
Date:
Seal:
5/22/2012 3:03:00 PM
4HIS-BIS - Draft Agreement ABA/H&WQDirectorate MoWE
HIS-BIS Cooperation Agreement for Data and Information Sharing, Analysis and Dissemination
THIS AGREEMENT dated _J_Jis entered between:
(1) the EFDRE Abbay Basin High Council and Authority (hereinafter 'the Authority') a legal entity the address of which is "EFDRE Abbay Basin Authority, North western region NWR-409-Bahir Dar, Bahir Dar 02 16 Government and which is represented byJ and
(2) the EFDRE Ministry of Water and Energy, Hydrology and Water Quality Directorate (hereinafter
'the H&WQ Directorate') a legal entity the address of which is ____________________ __ ________ and which is represented by; and
Preamble
a.  As per the River Basin Councils and Authorities Proclamation No. 534/2007 (Article 17), the Authority "may develop and run its own data-monitoring network", has to be provided by "any person with the information that is found useful for the basin information system", "shall  cooperate  with  the  relevant  federal  and  regional  bodies  for  the  installation  and improvement of effective data monitoring networks in the basin" and "shall [...] provide stakeholders with information contained in the basin information system".
b.  In accordance with the "Organizational structure and manpower planning document, MoWE, December 2010", the H&WQ Directorate is entitled to "Collecting, compiling and analyzing data with respect to the quantity and quality of surface and underground water, placing such data in a data base in a manner that makes them ready for use; Studying networks and technologies for the collection of surface water and ground water data and implementing and  improving  the  same;  Preparing  standards  and  supervising  the  implementation  of organizational approaches, strategies, directives and standards.".
c.   This memorandum of understanding/agreement was prepared to enable the Authority to undertake  its  activities  related  to  monitoring  networks  and  Basin  Information  System management in the Tana and Beles sub-basins (Abbay Basin?). The primary objective of this agreement is to provide a general frame for data sharing between the BIS and the H&WQ Directorate, as a data provider, a data user, and as the responsible body for national hydrology database administration. Specific HIS-BIS Operational Guidelines will expedite the smooth and consistent implementation of this agreement for data and information sharing and exchange.
d. The Parties wish to conclude this memorandum of understanding/agreement in accordance with Article 17 of River Basin Councils and Authorities Proclamation No. 534/2007.
6/19/2012 8:56:00 AM
1hiS-BJS - Draft Agreement ABA/H& WQDirectornte MoWE
The parties agree as follows:
1. Acronyms and Definitions of terms
2. Acronyms
BIS
Basin Information System
HIS
Hydrological Information System
IS
Information System
ABA             Abbay Basin Authority
SBBO          Sub-Basin Branch Office
TaSBBO     Tana Sub-Basin Branch Office
BeSBBO     Beles Sub-Basin Branch Office
H&WQ        Hydrology and Water Quality Directorate - MoWE
1.1.         Definitions of terms
In this Agreement the following words shall have the following meanings:
Data Information
Representations   of   facts,   in   a   formalized   manner,   suitable   for communication, interpretation or processing
Processed and interpreted data
Data and Information              Attribute of data and information that describes the completeness;
quality
Format
Forms
Metadata
Third Party
usefulness, accuracy and integrity of data.
Refers to the specific layout the data has been organized for end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is being transferred between entities. In the case of electronic transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is  data about data. In the context of this  agreement, metadata is defined as to constitute those pieces of information that are required to describe the data and information being transferred. Examples of such metadata include source of data, time window, unit of measurement and data quality parameters.
Within   the   scope   of   this   agreement,   'third   part/   refers   to   any regional, federal and international organizations that may request
6/19/2012 8:56:00 AM
2HIS-BIS - Draft Agreement ABA/H&WQDirectorate MoWE
Data provider
access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
3.      Term of Agreement
This agreement shall enter into effect on the above written date and shall continue in force
Option 1: for a period ofyears, ending on---------------------- -
Option 2: for indefinite time.
4.      Powers, functions and duties of each party
1.2.    Powers, functions and duties of the Authority
The Authority shall:
-     Get approval from the H&WQ Directorate to produce, purchase from abroad or to get from donation or any other means any hydrological (hydrometry, groundwater & water quality) measurement and / or related equipment.
Secure funding for any new stations establishment, meteorological equipment, instruments, spare-parts procured for its own activities and projects.
On behalf of the MoWE, be responsible for operation and maintenance for hydrometric, groundwater and water quality monitoring in Tana and Beles sub basins. For this purpose, the Authority  shall endorse Hydrological Branch Offices  mandates, activities, staff and budget related to stations located in Tana and Beles sub basins.
-     On  behalf  of  the  MoWE,  be  responsible  for  hydrometric,  groundwater  and  water  quality data collection, validation, processing, storage and dissemination for data generated in Tana and Beles sub basins. For this purpose, the Authority shall endorse Hydrological Branch Offices mandates, activities, staff and budget.
-     In order to avoid duplication of efforts and optimize hydrometric, groundwater and water quality  monitoring,  ABA  shall  endorse  measurement  network  operation  and  maintenance and data collection, validation, processing, storage and dissemination forTekeze Basin.
• Assign well trained professional technicians in addition to HBOs staff for network operation and maintenance, data collection, data validation, data processing and data storage in HIS Database for stations network under ABA responsibility.
-      Transfer  the  data  (time  series)  for  every  hydrometric,  groundwater  and  water  quality parameters generated by the stations in Tana and Beles sub basins to the H&WQ Directorate every 3 months.
-     Dissemination of data provided by the H&WQ to Third Parties is under the responsibility of the Authority.
6/19/2012 8:56:00 AM
3HIS-BIS - Draft Agreement ABA/H&WQDirectorate MoWE
Dissemination of data generated under the Authority's responsibility to Third Parties is the responsibility of the Authority.
Operate and maintain the Flood Early Warning System, ie maintain stations equipment and communication network in the Tana Subbasin to insure Real-Time data transmission to the National Flood Forecasting Center under H&WQ responsibility. Automated data collection and transmission shall be designed to work in real time, with changing time step duration depending on the hydrological situation (on or off flood event).
1.3.      Powers, functions and duties of the H&WQ Directorate of the MoWE
The H&WQ Directorate shall:
Provide the Authority  with required technical expertise regarding the HIS hydrometric, groundwater and water quality monitoring networks design carried out in the framework of the HIS/BIS project, supervise technologies  and equipment selection to ensure coherence with national guidelines and give approval.
Provide the Authority with required technical expertise regarding remote data collection and transmission system design carried out in the framework of the HIS/BIS project, supervise technologies and equipment selection to ensure coherence with national guidelines and give approval.
Provide the Authority  with hydrometric, groundwater and water quality  equipment and teletransmission equipment technical specifications  and with required technical expertise regarding the HIS meteorological equipment procurement. The Directorate shall give approval.
Be   responsible   for   the   Tendering   Procedure   aiming   at   procuring   HIS   meteorological equipment.
The MoWE remains the owner of the existing stations and the newly proposed for HIS/BIS implementation purposes.
Provide maintenance and operation guidelines and best practices to the Authority.
Organize training sessions addressed to the Authority's selected observers and professional candidates and give certificates for those attending. And if it is necessary give short training at the stations during installation.
Provide necessary advice about stations protection and security.
Provide the Authority  with historical data (time series) for hydrometric, groundwater and water quality parameters that are deemed necessary for the stations located in Tana and Beles basins area in order to populate ABA's HIS database.
Access  the  BIS  owned  data  and  information  related  to  hydrology,  groundwater  or  water quality, through the operational guidelines attached to this document.
6/19/2012 8:56:00 AM
4HIS-BIS - Draft Agreement ABA/H&WQDirectorate MoWE
- Access the BIS owned data and information, not related to hydrology, groundwater or water quality,  through  the  standard  data  and  information  request  procedure  defined  by  the Authority.
Share data generated by the Weather Radar with ABA, Hydrometric Information Center.
Compile hydrological, groundwater and water quality data collected by ABA in Tana and Beles sub basins to maintain a national database.
Endorse, through the National Flood Forecasting Center, the operation of the Flood Early Warning System: ie remote data collection from the FEWS stations, data analysis, related modeling activities and related warning procedures. Publish Flood Forecast Bulletins in order to warn endangered population in the Tana Sub basin.
1.4.   Common Powers, functions and duties of the two parties
The  two  parties  will  collaborate  to  insure  a  smooth  and  efficient  implementation  of  the  HIS meteorological monitoring network so that the outputs benefit both parties.
H&WQ Directorate and the Authority agree on the transition strategy for mandates, staff, budget and equipment transfer, detailed in the Operational Guidelines.
5.      Agreement’s detailed implementation
The  practical  implementation  of  this  agreement's  clauses  is  detailed  in  "HIS/BIS  Operational Guidelines for hydrological monitoring and data sharing".
6.      Agreed documents
Every corresponding letters, minutes of meetings, Operational Guidelines and appendixes related to this agreement, as well as the operational HIS-BIS guidelines aiming at smooth implementation of the HIS-BIS Procedures  for data and information sharing and exchange, will be part of this agreement.
7.      Conflict resolution
In case mutual agreement cannot be achieved through discussion, disputes shall be resolved by the court in accordance with the procedure provided for by the EFDRE government laws.
8.      Amendment or Termination of the Agreement
This  agreement  may  only  be  amended  or  canceled  in  writing  signed  by  the  duly  authorized representatives of the parties.
6/19/2012 8:56:00 AM
5HIS-BIS - Draft Agreement ABA/H&WQDirectorate MoWE
Agreed by the parties through their authorized signatories EFDRE Abbay Basin High Council and Authority EFDRE Ministry of Water & Energy, Hydrology
and Water Quality Directorate
Name:                                                                          Name:
Signature:
Signature:
Date:
Date;
Seal:
Seal:
6/19/2012 8:56:00 AM
6HIS-BIS - Draft Agreement ABA/NMA
HIS-BIS cooperation agreement for Data and Information
sharing, analysis and Dissemination
THIS AGREEMENT dated _J / is entered between:
(1) the EFDRE Abbay Basin High Council and Authority (hereinafter 'the Authority^) a legal entity the address of which is "EFDRE Abbay Basin Authority, North western region NWR-409-Bahir Dar, Bahir Dar 02 16 Government and which is represented by; and
(2) the EFDRE National Meteorological Services Agency (hereinafter 'the Agency^) a legal entity the
address          of          which          is ; and
Preamble
and          which          is          represented          by 
a.   As per the River Basin Councils and Authorities Proclamation No. 534/2007 (Article 17), the Authority "may develop and run its own data-monitoring network", has to be provided by "any  person with the  information  that is  found useful for the basin information system", "shall  cooperate  with  the  relevant  federal  and  regional  bodies  for  the  installation  and improvement  of  effective  data  monitoring  networks  in  the  basin"  and  "shall  (...)  provide stakeholders with information contained in the basin information system".
b.   In accordance with the Establishment Proclamation No. 201 of 1980 (Article 8), the National Meteorological Services Agency is entitled to "delegate part of its powers and duties to any government office or mass organization to the extent necessary for the efficient carrying out of its activities".
c.    This memorandum of understanding/agreement was prepared to enable the Authority to undertake  its  activities  related  to  monitoring  networks  and  Basin  Information  System management in the Tana and Beles sub-basins (Abbay Basin?). The primary objective of this agreement is to provide a general frame for data sharing between the BIS and NMA, as a data provider and user. Specific HIS-BIS Operational Guidelines will expedite the smooth and consistent   implementation   of   this   agreement   for   data   and   information   sharing   and exchange.
d.   The Parties wish to conclude this memorandum of understanding/agreement in accordance with Article 17 of River Basin Councils and Authorities Proclamation No 534/2007.
The parties agree as follows:
5/21/2012 4:36:00 PM
1HIS BIS - Droft Agreement ABA/NMA
1. Acronyms and Definitions of terms
1.1.        Acronyms
BIS
Basin Information System
HIS
Hydrological Information System
IS
Information System
ABA
Abbay Basin Authority
SBBO
Sub-Basin Branch Office
TaSBBO
Tana Sub-Basin Branch Office
BeSBBO
Beles Sub-Basin Branch Office
NMA
National Meteorological Services Agency
1.2.    Definitions of terms
In this Agreement the following words shall have the following meanings:
Data
Information
Data and Information quality
Format Forms
Metadata
Third Party Data provider
Representations  of  facts,  in  a  formalized  manner,  suitable  for communication, interpretation or processing
Processed and interpreted data
Attribute of data and information that describes the completeness; usefulness, accuracy and integrity of data.
Refers to the specific layout the data has been organized for end users
Forms of data transfer refers to the media (electronic or otherwise) with which the data requested is being transferred between entities. In the case of electronic transfer of data, form of data transfer also refers to the specific electronic data format the data shall be prepared and transferred.
Is data about data. In the context of this agreement, metadata is defined as to constitute those pieces of information that are required to describe the data and information being transferred. Examples of such metadata include source of data, time window, unit of measurement and data quality parameters.
Within the scope of this  agreement, 'third party7 refers  to any regional, federal and international organizations that may request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
5/21/2012 4:36:00 PM
2HIS-BIS - Draft Agreement ABA/NMA
2.    Term of Agreement
This agreement shall enter into effect on the above written date and shall continue in force
Option 1: for a period ofyears, ending on--------------------
Option 2: for indefinite time.
3.    Powers, functions and duties of each party
1.3.     Powers, functions and duties of the Authority
The Authority shall.
Get permission from the Agency to produce, purchase from abroad or to get from donation or any other means any meteorological equipment.
-     Secure funding for any new stations establishment, meteorological equipment, instruments spare-parts procured for its own activities and projects.
-      Be  responsible  for  the  Tendering  Procedure  aiming  at  procuring  HIS  meteorological equipment.
Be the owner of the new stations and equipment proposed to be established within the HIS/BIS project and which do not match with the NMA's masterplan (Tana and Beles basins area).
Endorse  acceptance  of  new  equipment  and  new  stations  provided  through  the  HIS/BIS project and installed by the selected supplier.
-     Assign  well  trained  observers  for  data recording  at Class  3 &  Class  4  stations, whose operation is under ABA's responsibility.
Assign well trained professional technicians for maintenance and operation of stations under ABA's responsibility.
Endorse the maintenance of owned meteorological stations provided through the HIS/BIS project and which ABA is responsible for according to NMA's standards (for instance, the stations have to remain free of grass or any surrounding vegetation ; manmade obstacles should further than 10 times their height).
-     Endorse the operation (data collection, data validation, data storage, data analysis) of owned meteorological stations provided through the HIS/BIS project and which ABA is responsible for.
-    Own the data generated by its own meteorological stations
-      Transfer  the  data  (timeseries)  for  every  climatologic  parameter  generated  by  its  own meteorological stations to the NMA every 3 months.
-     Disseminate data provided by the Agency to Third Parties
-     Disseminate meteorological data generated and owned by the Authority to Third Parties.
5/21/2012 4:36:00 PM
3HIS-BIS - Draft Agreement ABA/NMA
If any unusual weather phenomenon happens on the places of meteorological stations like flood, dust wind, rainfalls  which cause damage, hail storm, tide, and damage of thunderstorm or drought including natural disaster, the Authority  shall register time of starting and time of ending, report with available communication directly or indirectly to the Agency as fast as possible.
Operate any new station for a minimum of 5 years at the same place. If the monitoring has to be stopped, the Authority  shall inform the Agency  12 months  ahead. Every  equipment and instrument remains the Authority's property.
Own,   operate   and   maintain   the   Flood   Early   Warning   System   including   stations, communication network and data analysis, in the Tana Subbasin.
Publish  Flood  Forecast  Bulletins  in  order  to  warn  endangered  population  in  the  Tana Subbasin.
1.4.   Powers, functions and duties of the Agency
The Agency shall:
Provide  the  Authority  with  required  technical  expertise  regarding  the  HIS  meteorological network design carried out in the framework of the HIS/BIS project and give approval.
Provide the Authority with meteorological equipments technical specifications and with
required technical expertise regarding the HIS meteorological equipment procurement. The Agency shall give approval.
Remain the owner of the existing stations located in Tana and Beles basins area, even if some of them are proposed to be upgraded for HIS/BIS implementation purposes.
Endorse  acceptance  of  the  new  equipment  aiming  at  completing  or  upgrading  existing stations located in Tana and Beles basins area
Continue maintenance and operation of existing stations in Tana and Beles Basins, as per current NMA's policies and practices.
Endorse  establishment,  maintenance  and  operation  of  new  stations  appearing  within  NMA Development Masterplan, as per current NMA's policies and practices.
Organize training sessions addressed to the Authority's selected observers and professional candidates and give certificates for those attending. And if it is necessary give short training at the stations during installation.
Provide necessary advice about meteorological station protection and security.
-      Provide  the  Authority  with  historical  meteorological  data  (time  series)  for  climatological parameters that are deemed necessary for the stations located in Tana and Beles basins area in order to populate ABA's HIS database.
-      Access  the  BIS  owned  data  and  information,  not  related  to  meteorology,  through  the standard data and information request procedure defined by the Authority.
Share data generated by the Weather Radar.
5/21/2012 4:36:00 PM
4HIS-BIS - Draft Agreement ABA/NMA
Disseminate meteorological data generated and owned by the Authority to Third Parties or any meteorological data according to NMA's mandate and data sharing policy.
1.5.    Common Powers, functions and duties of the two parties
The  two  parties  will  collaborate  to  insure  a  smooth  and  efficient  implementation  of  the  HIS meteorological monitoring network so that the outputs benefit both parties.
4.   Agreement’s detailed implementation
The  practical  implementation  of  this  agreement's  clauses  is  detailed  in  "HIS/BIS  Operational Guidelines for meteorological monitoring and data sharing".
5.   Agreed documents
Every corresponding letters, minutes of meetings, Operational Guidelines and appendixes related to this agreement, as well as the operational HIS-BIS guidelines aiming at smooth implementation of the HIS-BIS Procedures  for data and information sharing and exchange, will be part of this agreement.
6.   Conflict resolution
In case mutual agreement cannot be achieved through discussion, disputes shall be resolved by the court in accordance with the procedure provided for by the EFDRE government laws.
7.   Amendment or Termination of the Agreement
This  agreement  may  only  be  amended  or  canceled  in  writing  signed  by  the  duly  authorized representatives of the parties.
Agreed by the parties through their authorized signatories
EFDRE Abbay Basin High Council and Authority EFDRE National Meteorological Services Agency
Name:                                                                      Name:
Signature:                                                                Signature:
Date:                                                                        Date:
Seal:                                                                         Seal:
5/21/2012 4:36:00 PM
5HIS-BIS - Draft Agreement ABA/ANRS & BGNRS bureau of Agriculture
HIS-BIS cooperation agreement for environmental cooperative monitoring and for Data and Information
sharing, analysis & Dissemination
THIS AGREEMENT dated __/_Jis entered between:
(1) the EFDRE Abbay Basin High Council and Authority (hereinafter 'the Authority') a legal entity the address of which is "EFDRE Abbay Basin Authority, North western region NWR-409-Bahir Dar, Bahir Dar 02 16 Government and which is represented byJ ar,d
(2) the ANRS & BGNRS bureaus of Agriculture (hereinafter 'BoA') a legal entity the address of which is______________ ______________ and which is represented by;
Preamble
a.   As per the River Basin Councils and Authorities Proclamation No. 534/2007 (Article 17), the Authority "may develop and run its own data-monitoring network", has to be provided by "any  person  with  the  information  that  is  found  useful  for  the  basin  information  system", "shall  cooperate  with  the  relevant  federal  and  regional  bodies  for  the  installation  and improvement  of  effective  data  monitoring  networks  in  the  basin"  and  "shall  (...)  provide stakeholders with information contained in the basin information system".
b.   The Bureau of Agriculture is the national state body responsible for agriculture, forestry and fisheries management at regional scale. Possible synergies between ABA's mandates and BoA's activities and projects have been identified for HIS/BIS implementation.
c.   The primary objective of this agreement is to organize an adequate collaboration between BoA and ABA aiming at avoiding duplication of efforts and at sharing expertise regarding Land Cover, Land Use, Land Changes and Soil Degradation monitoring.
d.    This  agreement's  objective  is  additionally  providing  a  general  frame  for  data  sharing between the BIS and the ANRS & BGNRS bureaus of Agriculture, as a specific data provider and user. Specific HIS-BIS Operational Guidelines will expedite the smooth and consistent implementation of this agreement for data and information sharing and exchange.
e.   The Parties wish to conclude this memorandum of understanding/agreement in accordance with Article 17 of River Basin Councils and Authorities Proclamation No. 534/2007.
9/4/2013 4:33:00 PM
1HIS-BIS Draft Agreement ABA/ANRS & BGNRS bureau of Agriculture
The parties agree as follows:
1. Acronyms and Definitions of terms
1.1.         Acronyms
BIS                Basin Information System
HIS                Hydrological Information System
ABA              Abbay Basin Authority
MOWE          Ministry of Water & Energy
SBBO           Sub-Basin Branch Office
BoA              ANRS & BGNRS bureau of Agriculture
1.2. Definitions of terms
In this Agreement the following words shall have the following meanings:
Data
Information
Data   and   Information quality
Format Forms
Metadata
Third Party Data provider
Representations    of    facts,    in    a    formalized    manner,    suitable    for communication, interpretation or processing
Processed and interpreted data
Attribute   of   data   and   information   that   describes   the   completeness; usefulness, accuracy and integrity of data.
Refers to the specific layout the data has been organized for end users
Forms  of data transfer refers  to the media (electronic  or otherwise) with which the data requested is  being transferred between entities. In the case of electronic  transfer of data, form of data transfer also refers  to the specific  electronic  data format the data shall be prepared and transferred.
Is data about data. In the context of this agreement, metadata is 
defined as to constitute those pieces of information that are required
to describe the data and information being transferred. Examples of
such metadata include source of data, time window, unit of
measurement and data quality parameters.
Within the scope of this  agreement, 'third party' refers  to any regional, federal and international organizations  that may  request access to the data and information available in the BIS.
Any institution that maintains BIS relevant data in some form
9/4/2013 4:33:00 PM
2HIS-BIS - Draft Agreement ABA/ANRS & BGNRS bureau of Agriculture
2.   Term of Agreement
This agreement shall enter into effect on the above written date and shall continue in force.
Option 1: for a period ofyears, ending on--------------------------- .
Option 2: for indefinite time.
3.   Powers, functions and duties of each party
1.3.     Powers, functions and duties of the Authority
The Authority shall:
-      Transfer  the  data  for  every  ecological  parameters  relevant  to  BoA's  activities  and  monitored through  the  HIS  system  (Aquatic  ecology,  terrestrial  ecology  -  Fauna  and  Flora,  Agriculture Land  Use,  Land  Degradation,  Land  cover  changes  and  Air  quality)  in  Tana  and  Beles subbasins to BoA everymonths.
-       Transfer   water   uses   and   water   permits   related   to   agriculture   and   managed   under   its responsibilities to BoA everymonths..
-       Disseminate   environmental   data   generated   under   the   Authority's   responsibility   to   Third Parties.
Disseminate data provided by the BoA to Third Parties..
1.4.     Powers, functions and duties of the ANRS & BGNRS bureaus of Agriculture
The ANRS & BGNRS bureaus of Agriculture shall:
Provide the ABA with contextual environmental data in Tana and Beles sub basins in order to populate ABA's  HIS database. Such data comprise historical Land Use, Land Cover, Land Changes, and Soil degradation.
-  Provide  the  ABA  with  agricultural  data  in  Tana  and  Beles  sub  basins  in  order  to  populate ABA's  BIS  database.  Such  data  comprise  detailed  information  about  any  agricultural-related activities  with  a  potential  impact  on  water  demand  and  water  quality  (further  details  in  the Operational Guideline).
- Fully contribute to environmental monitoring organized within ABA's HIS system framework:
z Manage "Terrestrial Ecology - Flora & Land Cover Changes Unit" and implement
planned monitoring activities in Tana and Beles subbasins..
z Manage "Land Use & Soil Degradation Unit" and implement planned monitoring
activities in Tana and Beles subbasins.
Include and finance in any  project a measurement device, to be connected to HIS/BIS system, aiming at monitoring water abstractions  and water releases  both in terms  of quantity and quality.
9/4/2013 4:33:00 PM
3HIS-BIS - Draft Agreement ABA/ANRS & BGNRS bureau of Agriculture
Access  the  BIS  owned  data  and  information  through  the  standard  data  and  information request procedure defined by the Authority.
1.5. Common Powers, functions and duties of the two parties
The two parties will collaborate to insure efficient data dissemination so that the outputs benefit both parties.
4.   Agreement’s detailed implementation
The practical implementation of this  agreement's  clauses  is  detailed in "Operational HIS-BIS Guideline for environmental cooperative monitoring for Data and Information Sharing, Analysis and Dissemination with the ANRS & BGNRS bureaus of Agriculture".
5.   Agreed documents
Every corresponding letters, minutes of meetings, Operational Guidelines and appendixes related to this agreement will be part of this agreement
6. Conflict resolution
In case mutual agreement cannot be achieved through discussion, disputes shall be resolved by the
court in accordance with the procedure provided for by the EFDRE government laws.
7. Amendment or Termination of the Agreement
This  agreement  may  only  be  amended  or  canceled  in  writing  signed  by  the  duly  authorized representatives of the parties.
Agreed by the parties through their authorized signatories
EFDRE Abbay Basin High Council and Authority  ANRS & BGNRS bureau of Agriculture
Name:
Name:
Signature:
Signature:
Date:
Date:
Seal:
Seal:
9/4/2013 4:33:00 PM
4

Summery

Summary: Tana and Beles Basin Information System Design Report

Tana and Beles Basin Information System (BIS) - Design Report Summary

1. General Context

Legal and Institutional Framework

Proclamation 534/2007 establishes River Basin Authorities with powers to collect and manage water resource data
Multiple stakeholders involved including MoWE, NMA, GSE, EPA, and regional bureaus
Current system shows gaps, overlaps and duplication of efforts in data management

Stakeholder Needs

Strong demand for improved hydrological, meteorological, water quality and environmental data
Need for better coordination between institutions
Expectations include real-time data, historical archives, and decision-support outputs

2. Hydrological Information System (HIS) Framework

Comprehensive system needed for surface water, groundwater, meteorology, water quality and ecology
Network design considers both base stations (long-term) and secondary stations (short-term)
Proposed as pilot for eventual basin-wide implementation

3. Key Monitoring Networks

Hydrometric Network

Currently managed by MoWE Hydrology Branch Offices
Recommend transferring responsibility to Abbay Basin Authority (ABA)
Proposed business process includes data collection, validation, processing and dissemination

Meteorological Network

Currently exclusively managed by National Meteorological Agency (NMA)
Recommend maintaining NMA responsibility with improved data sharing agreements

Groundwater Network

Currently no systematic monitoring
Recommend assigning responsibility to ABA with technical support from Groundwater Directorate

Water Quality Network

Proposed joint management between ABA and reference laboratories
Includes steering committee, training programs and quality control measures

Ecological Monitoring

Proposed virtual expertise units combining ABA and research institutions
Covers aquatic ecology, terrestrial fauna/flora, land use, soils and air quality

4. Proposed Institutional Arrangements

ABA to serve as central hub for basin information management
Sub-Basin Branch Offices (SBBOs) to handle local data collection
Memoranda of Understanding needed with all data providers
Clear business processes defined for data flow and quality control