69
Mekong River Commission Funded by: Technical Assistance from: World Meteorological Organisation The Mekong Hydrological Cycle Observing System Mekong-HYCOS A Hydrological Information System in the Mekong River Basin FINAL REPORT May 2012 – V2

The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

  • Upload
    others

  • View
    5

  • Download
    0

Embed Size (px)

Citation preview

Page 1: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong River Commission

Funded by: Technical Assistance from:

World Meteorological

Organisation

The Mekong Hydrological Cycle Observing System

Mekong-HYCOS

A Hydrological Information System in the Mekong Riv er Basin

FINAL REPORT

MMaayy 22001122 –– VV22

Page 2: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 2 /69

FINAL REPORT May 2012

Mekong HYCOS Project Final Report

Contents Amendment Record This report has been issued and amended as follows: Revision Date Designation of revision Authors

1 01/02/2012 Draft Final report – Daniel Jouve Jean-Pierre Bricquet

2 01/05/2012 Final report – with complements from MRCS Daniel Jouve Jean-Pierre Bricquet Sothea Khem

3

Page 3: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 3 /69

FINAL REPORT May 2012

TTAABBLLEE OOFF CCOONNTTEENNTTSS

1. BACKGROUND AND INTRODUCTION........................ ................................................6

1.1 Objectives and organization of the project..............................................................................................................6 1.1.1 Objectives................................................................................................................................................................6 1.1.2 Organization............................................................................................................................................................6

1.2 Purpose and origin of this document .......................................................................................................................9

2. ACTIVITY SCHEDULE.................................. ..............................................................10

2.1 Workplan..................................................................................................................................................................10

2.2 Inception phase ........................................................................................................................................................11 2.2.1 Project implementation .........................................................................................................................................11 2.2.2 Pre-selection of the Hydro-met stations ................................................................................................................11 2.2.3 Field visit and final selection.................................................................................................................................11 2.2.4 Design of Hydrometeorological equipment ..........................................................................................................14 2.2.5 Design and specifications of the Civil Work.........................................................................................................14 2.2.6 Memorandum of Understanding / Terms of Reference with countries .................................................................15

2.3 Construction and Installation Phase......................................................................................................................16 2.3.1 Civil work for hydro-meteorological stations .......................................................................................................17 2.3.2 Procurement and installation of hydrometric and telemetry equipment................................................................17 2.3.3 Standard Operating Procedure (SOP)....................................................................................................................17 2.3.4 Commissioning of Hydrometeorological stations .................................................................................................18

2.4 Follow-up and Maintenance Phase ........................................................................................................................19 2.4.1 Objectives of the Follow-up phase........................................................................................................................19 2.4.2 Sustainability of the MRC Hydrometeorological Network ...................................................................................19 2.4.3 Independent evaluation of the project ...................................................................................................................24 2.4.4 Study tour and exchange visit in Europe...............................................................................................................24

2.5 Database enhancement – Receiving stations .........................................................................................................25

2.6 Trainings and Meetings...........................................................................................................................................26 2.6.1 Trainings ...............................................................................................................................................................26 2.6.2 Meetings................................................................................................................................................................29

2.7 Reports......................................................................................................................................................................32 2.7.1 Project Document..................................................................................................................................................32 2.7.2 Project Implementation Plan .................................................................................................................................32 2.7.3 Draft and Final MoUs/ToR ...................................................................................................................................32 2.7.4 Terms of reference for equipment .........................................................................................................................32 2.7.5 Progress Reports....................................................................................................................................................33 2.7.6 Minutes of Trainings, Workshops, PCC and Operator Meetings ..........................................................................34 2.7.7 Reports of Field Mission .......................................................................................................................................34 2.7.8 Design and Specifications of Civil work...............................................................................................................34 2.7.9 Technical Reports and User Guides ......................................................................................................................34

Page 4: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 4 /69

FINAL REPORT May 2012

3. WORKPLAN, STAFFING SCHEDULE AND BUDGET............. ..................................34

3.1 Workplan..................................................................................................................................................................34

3.2 Staffing Schedule .....................................................................................................................................................36 3.2.1 Regional Staff : .....................................................................................................................................................36 3.2.2 National Staff ........................................................................................................................................................36 3.2.3 International Staff..................................................................................................................................................37

3.3 Financial status ........................................................................................................................................................38

4. ACHIEVEMENT OF EXPECTED ACTIVITIES OF THE PROJECT .. ..........................41

4.1 TECHNICAL ASPECTS ........................................................................................................................................41 4.1.1 Equipment solution ...............................................................................................................................................41 4.1.2 Telemetry solution ................................................................................................................................................44 4.1.3 Stations installed ...................................................................................................................................................45 4.1.4 Data Management and real time data ....................................................................................................................54

4.2 INSTITUTIONAL AND MANAGEMENT ASPECTS............... .........................................................................59 4.2.1 Role played by the participating countries ............................................................................................................59 a) Participation in the installation of equipment of Line agencies.................................................................................59 b) Regional and National data bases ..............................................................................................................................59 4.2.2 Role played by the Project Management Unit (PMU) at MRCS...........................................................................60 4.2.3 Role played by the Technical Assistance (TA) .....................................................................................................60 4.2.4 Role played by the World Meteorological Organization (WMO).........................................................................60

4.3 Outputs and Indicators ...........................................................................................................................................61 4.3.1 Component 1-Frame work for cooperation ...........................................................................................................61 4.3.2 Component 2-Regional strengthened hydro-meteorological network...................................................................61 4.3.3 Component 3- Regional hydrological information system....................................................................................62 4.3.4 Component 4- Capacity building, training (and promotion of public awareness).................................................62

5. CONCLUSION AND RECOMMENDATIONS..................... .........................................63

5.1 Hydrometeorological Network ...............................................................................................................................63

5.2 Data management and Real time data...................................................................................................................64

5.3 Sustainability of MRC hydrometeorological network..........................................................................................65 5.3.1 MoU/ToRs ............................................................................................................................................................65 5.3.2 Operation and Maintenance of stations .................................................................................................................66 5.3.3 Field Data Collection ............................................................................................................................................66 5.3.4 Regional and National Database ...........................................................................................................................66 5.3.5 Real-time data to the MRC-RFMMC....................................................................................................................67 5.3.6 Trainings ...............................................................................................................................................................67 5.3.7 Human Resources..................................................................................................................................................68 5.3.8 Budgetary Allocation ............................................................................................................................................68

Page 5: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 5 /69

FINAL REPORT May 2012

List of Acronyms MRCS Programmes and Units

MRC Mekong River Commission MRCS Mekong River Commission Secretariat FMMP Flood Management and Mitigation Programme (MRC programme) IKMP Information and Knowledge Management Programme NAP Navigation Programme RFMMC Regional Flood Management and Mitigation Centre TSD Technical Support Division

National Mekong Committees and NHMs

NMC National Mekong Committees NHMS National Hydrological and Meteorological Services (in MRC Member Countries)

Others

AHNIP Appropriate Hydrological Network Improvement Project (an AusAID funded project) AFD Agence Française de Développement HYCOS Hydrological Cycle Observing System Mekong HYCOS Mekong Hydrological Cycle Observing System MoU Memorandum of Understanding ToR Term of Reference OFDA Office of U.S. Foreign Disaster Assistance PCC Project Coordination Committee PD Project Document PIP Project Implementation Plan RSC Regional Steering Committee SOP Standard Operating Procedures WHYCOS World Hydrological Cycle Observing System WMO World Meteorological Organization

Technical Staff

CNR Compagnie Nationale du Rhône IRD Institut de Recherche pour le Développement

PMU Project Management Unit TA Technical Assistance (CNR + IRD)

Page 6: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 6 /69

FINAL REPORT May 2012

11.. BBAACCKKGGRROOUUNNDD AANNDD IINNTTRROODDUUCCTTIIOONN

1.1 Objectives and organization of the project

1.1.1 Objectives

The MRC in cooperation with the World Meteorological Organization (WMO) is currently implementing the Mekong-HYCOS Project (The Mekong Hydrological Cycle Observing System Project), funded by the French Development Agency (AFD) and the French-GEF (FFEM). The main objective of the Mekong-HYCOS project is to establish an efficient, reliable and accurate timely hydrometeorological data collection and transmission system at basin level, while also strengthening relevant national and regional capacities. This information is shared among the MRC’s four member countries of Cambodia, Lao PDR, Thailand and Viet Nam. The Mekong-HYCOS project is establishing a basin wide hydrometeorological information system, which spatially covers mainstream and main tributaries of the Mekong river system. Initially, under the Mekong-HYCOS project, more than 20 hydrometeorological stations were expected to be upgraded ; finally, more than 30 stations were installed on the Mekong tributaries and stations on the mainstream were upgraded. The Mekong-HYCOS system is integrated into the existing MRC monitoring system, while improving the national hydrological networks and river monitoring/forecasting capacities.

The project is managed under the Information and Knowledge Management Programme (IKMP) in the Technical Support Division (TSD) of the MRC Secretariat. It shall be ensured that all data collected basin wide are made securely available in a timely manner at the Regional Flood Management and Mitigation Centre (RFMMC) in Phnom Penh. Each country is responsible for the operation and maintenance of its part of the system with the support and coordination of the MRC. The member countries are responsible for flood forecasting within their own territory and committed to sharing relevant data and information as part of the Mekong-HYCOS project.

1.1.2 Organization

The organization of the project is based on the active implication and participation of the MRC member countries (Cambodia, Lao PDR, Thailand and Viet Nam). These countries indeed have a major role to play since they are owners of the measurement stations and responsible for their upkeep and maintenance, that they play an essential role in piloting the project within the Project Coordination Committee, and they shall obviously be the first to benefit from the project. Everyday management of the project shall be delegated to MRCS through the Project Management Unit. The team of international consultants shall also play a major role of technical assistance and training of the teams of experts and both regional and national operators.

Page 7: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 7 /69

FINAL REPORT May 2012

Figure 1: Organization of the projet.

(1) Project Coordination Committee (PCC)

Initially the PCC was called Regional Steering Committee (RSC) but it was renamed by the IKMP Steering Committee on 30th November 2007. The Mekong-HYCOS PCC is composed of members from participating countries, their implementing agencies, the executing agency, the partner agency and the donor. It is the supervising body of the project. Its role is to ensure project coherence and to oversee project policy, strategy, and implementation. The TOR of the PCC is provided in Appendix 1 on the CD.

(2) Executing Agency (MRC)

The Mekong River Commission (MRC) is the executing agency for the project. It is responsible for day-to-day coordination and management of the project activities. MRC set up a Project Management Unit (PMU) under the Information and Knowledge Management Programme (IKMP) in the Technical Support Division (TSD) of the MRC Secretariat (Vientiane).

Project Coordination Committee:

Executing Agency: MRC Partner Agency: WMO

Donors: AFD/FFEM National Coordinating Agencies: NMCs

Implementing Agencies: NHMCs Donors

National Coordinating Agencies

• NMC Focal points Implementation Agencies

• National Hydromet Services o Cambodia o Lao PDR o Thailand o Vietnam

Project Management Unit

• Project Manager

• Asset Manager

• Regional Database Expert

• Secretary Technical Assistance

•Int’l Team Leader

•Int’l Telemetry Expert

•Int’l Database Expert Equipment Supplier

•Int’l Equipment Supplier Expert

Steering Committee of Information and Knowledge Management Programme (IKMP)

in MRCS

Page 8: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 8 /69

FINAL REPORT May 2012

(3) Partner Agency : World Meteorological Organizat ion (WMO)

The role of WMO consists in facilitating data and information exchange and providing technical support and guidance so as to ensure that Mekong-HYCOS is consistent with other HYCOS projects and meets the global objectives of WHYCOS.

(4) National Coordinating Agencies

The National Mekong Committees (NMCs) are the Coordinating Agencies for the project. They are responsible for the coordination of the NHMs’ activities during the project. NMC Focal Points have been nominated at the beginning of the project:

• Cambodia : Mr. Khemlin KU (CNMC) - For line agency : Mr Yin Savuth (DHWRs),

• Lao PDR : Mr Phetsamone Khanophet (LNMC) For line agency : Mr Khanmany Khounphonh (DMH)

• Thailand : Mr Suchart Sirijungsakul (TNMC), For line agency : Ms. Wandee Pattanasatianpong (DRW)

• Vietnam : Mrs Nguyen Thi Ky Nam (VNMC) For line agencies: 1) Mr. Nguyen Nam Duc, (SRHMC) 2) Mr. Tran Quang Hao, (CRHMC) 3) Mr. Nguyen Trong Thanh, (MCSII).

(5) Implementing Agencies

The National Hydrological and Meteorological Services (NHMS) are the implementing agencies or “line agencies” for the project. They have the primary responsibility for implementation of the project: staff for project activities, establishment of the project’s components, operation and maintenance, etc.

(6) Project Management Unit (PMU)

The PMU is the dedicated organizational technical unit of the Executing Agency (MRC). It coordinates the project activities implemented by the participating countries, foster regional cooperation in sharing basin-wide flood data and information, and provide a forum for exchange of expertise. It works in close collaboration with the technical assistance provided by the International Consultants Team. This Unit has been established only for implementation of the project, and will cease to exist at the end of the project. The major part of its responsibilities will be transferred to the IKMP. PMU shall then provide them with on-the-job training to ensure the sustainability of the project.

(7) Technical Assistance (TA)

The TA is provided by an international consultants team from CNR/IRD. It is responsible for the overall coordination and supervision of technical assistance required for implementation of the Mekong-HYCOS project. It also ensures a role of technical back-up for the national and regional teams. This training role is ensured by

Page 9: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 9 /69

FINAL REPORT May 2012

selected seminars, on the one hand, and by everyday accompanying action for the technical teams, on the other hand. It is this major direction that will guarantee the sustainability of the measurement system after the end of the project. The Technical Assistance is made up of:

• International Team Leader: Daniel Jouve, CNR,

• International backstopping and telemetry expert: Jean-Pierre Bricquet, IRD,

• International Database Expert: Thierry Valéro, IRD, The Technical Assistance started its mission on 8th January 2007.

(8) Equipment Supplier

After an international tendering process, OTT Company was selected for Supply of Hydrometeorological/Telemetry equipment and services of Equipment Supplier Expert. OTT Company provided equipment to the 4 countries as defined by the Terms Of Reference elaborated by MRCS assisted by CNR/IRD. The Equipment supplier expert shall ensure the effective and efficient installation and functioning of hydrometeorological stations from the collection of data on the field to the reception on data terminals. He is working in full consultation and agreement with the MRCS. He shall also ensure that the line agencies and MRCS staff will acquire the technical capacities to operate the stations. The Equipment Supplier Experts are:

• For the 1st step of installation phase: Mr Michel Sévêque, Degreane Horizon Company

• For the 2nd step of installation phase and for the upgrading of AHNIP stations: Mr Kheng Hoi Lee, OTT Malaysia

1.2 Purpose and origin of this document

The objective of the final report is to provide on the one hand the schedule of the project and the main outputs as expected and described in the Project Document, and on the other hand the difficulties encountered during the project and recommendations for the sustainability of the network.

That report should be a stand alone document and comprehensive enough with accessibility to the main reports, proceedings and technical documents elaborated during the project.

Thus, the hard copy of the Final Report only includ es the Main Report, while the soft copy provided on CD refers to Appendices available on th e CD.

Page 10: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 10 /69

FINAL REPORT May 2012

22.. AACCTTIIVVIITTYY SSCCHHEEDDUULLEE

2.1 Workplan

The project was planned for five years from January 2007 to December 2011 and finally will last until 2012. The mobilisation phase started in January 2007 with the input of Technical Assistance from CNR/IRD ; the project manager was hired in September 2006. The inception phase (including mobilization) lasted 16 months. This phase included:

- The implementation of the national and regional project’s structure and organisation: project teams, review of activity schedule, establishment of the Mekong-HYCOS PCC;

- The pre-selection, field visit and final selection of the hydro-meteorological stations; - The design of civil work and definition of the equipment required per station; - Tendering and contracting:

o for hydro-meteorological equipment, including a telemetry system, o for the civil engineering work of the stations (per country)

- The preparation and signature of MoUs/ToRs for “Management of MRC Hydrometeorological Network" wider than the planned MoU on the ownership and O&M of the HYCOS Network,

- The preparation and signature of MoUs/ToRs for construction of civil works The construction and installation phase began in May 2008 and was split in 2 steps due to the rainy season. It was supposed to finish at the end of 2009 but 3 stations remained to be installed in 2010. This phase included:

- The building by the supplier of the hydro-meteorological station equipment; - The preparation of documents for tax exemption purposes; - The construction of civil work at each station; - The procurement and installation of hydro-meteorological equipment at the sites; - The Regional Trainings, the National trainings in each of the 4 countries; - Installation and testing of equipment and provision of on-the-job/site training; - Commissioning of installed stations by the PMU and the TA from CNR/IRD.

The follow up and Maintenance phase started in January 2010 and will be over at the end of the project The objective of this phase is to assure proper maintenance and training to the local staff and therefore to make the project more sustainable. Twice a year, for the field visits and data terminal inspections, the International Team Leader and of the Telemetry and Backstopping Expert with the Equipment Suppier Expert from OTT alternatively provided their input for the field visit and data terminal inspection. It allowed for national and regional staff to gain operational experience in the use and maintenance of the equipment. Moreover during this period an extension of the project was decided due to remaining funds.

Page 11: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 11 /69

FINAL REPORT May 2012

2.2 Inception phase

This phase was essential; it allowed the preparation and organisation of the system of measurements in the best way possible. The International Consultant Team shared their approach to the setting up of the project with the Project Management Unit and the NHMs. As with all aspects of the project, both national and regional personnel training were emphasized. 2.2.1 Project implementation

The project started with technical meetings between 18th and 23rd January 2007 with WMO as technical support and guidance. These meetings allowed the Project staff to communicate with people working on other projects linked with Mekong-HYCOS (IKMP, AHNIP, FMMP, NAP, WUP). The first two months of mobilization allowed the project team to become operational; particularly the Project Management Unit (PMU) and the Technical Assistance Package . During this period, the PMU ensured:

- That the staff was identified and available for the project, at both regional and national levels (NHMs and NMC’s) and updating and validation of the activity schedule.

- The updating and validation of the activity schedule. Minutes of technical meetings are provided in Appen dix 2 on the CD. 2.2.2 Pre-selection of the Hydro-met stations

A first list of to be visited station was established with the NMCs during the elaboration of the Project document. This list was discussed in December 2006 during the National Consultation with NMCs. The 1st Mekong-HYCOS meeting (18-23 January 2007) permitted the discussion about the stations and finally, the TA in close relation with the PMU, defined the stations to be visited before the final choice is made. The stations chosen for the pre-selection list are: (i) reference stations having long periods of observation, (ii) stations presenting good hydraulic characteristics, (iii) stations presenting proven national interest: forecasting of floods, low water levels, energy, resources, etc…,(iv) stations presenting a regional interest: forecasting of floods, low water levels, navigation, energy, resources balance, etc…, (v) stations located in such a way that they dispose of a homogeneous geographical network. 2.2.3 Field visit and final selection

The PMU and TA visited an approximate number of 45 sites and selected a final list of about 22 stations to be upgraded or completely installed in priority 1 and 14 stations in priority 2. As a matter of fact, most of the stations to be upgraded are existing ones, except for the stations at the river mouth of the Mekong and Bassac where one or two new stations may be installed. The field mission was organised by the Project Management Unit in collaboration with the National Mekong Committees and NHMs. A good organization of this field mission was essential for the continuation of the project. The date of field visit to the NMCs and the NHMs were:

- Lao PDR 16-23 March 07 - Viet Nam 25 March-02 April 07 - Cambodia 02-11 April 07 - Thailand 17 -23 April 07

Page 12: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 12 /69

FINAL REPORT May 2012

For the choice of the location of the measurement station, various parameters have been taken into account such as: (i) Ease of access, which is important in order to guarantee regular monitoring of the station; (ii) The stability of the station’s site and the measurement devices in relation to the risks of erosion and submersion linked to the floods; (iii) The “securing” of the station, in order to avoid risks of vandalism; (iv) The presence of an observer is often useful for the same reasons.

During field visits, the MRCS project team was accompanied by national and local teams and had transmitted their specific know-how. They provided clarifications or were briefed on: (i) the criteria for choosing a site for a hydro-meteorological measurement station and the types of equipment to be chosen; (ii) the telemetry system; (iii) risks of vandalism and means of minimising it and (iv) the evaluation of equipment performance.

During the field visits and the meetings with national staffs, some recommendations were given by the Mekong-HYCOS team about the ranking of the different stations. Final decision concerning the stations has been taken during the National Consultations, the Regional Workshop and the PCC Meetings. It was decided that the priority 1 stations will be improved for sure while only some priority 2 stations will be improved depending on the availability of project budget. In the framework of Mekong-HYCOS it is also planned to include 2 tidal stations for Navigation Program (NAP) in Viet Nam. The objectives of these 2 stations are to provide to the captains/pilots real time water levels at the estuaries. As the large ships can pass the bar at sea during high tide, the exact water level needs to be known to both the master of the incoming vessel and the pilot who will guide these large vessels in. A number of vessel groundings have occurred simply because this information was missing. During functioning, the two tidal/navigation monitoring stations will provide real time data of the water levels which are very important for the ship’s masters, skippers, ship owners to efficiently plan their voyage and reduce the waiting time for entering from sea at the river mouth and to be able to pass the bar exactly at the highest water level. NAP will pay the costs for equipment and civil work, while Mekong-HYCOS project will cover the first three years of the operations of these stations. These 2 stations are :

- Cua Tieu located at the river mouth of the Mekong River. This station replaces Vam Kehn station initially planned to be the tidal station and visited during the field mission,

- Dinh An located at the river mouth of the Bassac river. Map with priority 1, priority 2 and AHNIP stations is reported in Figure 1, After the visit of each potential station, PMU and TA prepared the reports of field mission with the list of station to be upgraded. The reports of field mission in each country is giv en in Appendix 3 on the CD.

Page 13: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 13 /69

FINAL REPORT May 2012

Figure 1 : Location Map of Mekong-HYCOS agreed stat ions

Page 14: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 14 /69

FINAL REPORT May 2012

2.2.4 Design of Hydrometeorological equipment

After the field visit, the TA, assisted by the Project Asset Manager, prepared the design of the Telecommunication system, database/data transmission and equipment per station and per data terminal. The following has been taken into account:

- International standards (Whycos Guidelines, WMO Guide to Hydrological practices and Iso standards),

- Local conditions.

Station equipment in terms of measurement and telemetry devices were insured to be compatible with:

- the identified needs in terms of acquisition and transmission and data in real time, - the equipment already used by the countries, - the river flow conditions of the mainstream river or tributary under extreme conditions

(equipment service life and maintenance difficulties). In particular, experience from the AHNIP was taken into account

After that, they drew up the terms of reference (TOR) for tendering for the hydrolometeorological stations and data Terminal equipment including also Telemetry and database/data transmission software and equipment supplier expert. The tender documents (based on AFD standard forms including contracts for MRCS comments and approval) were prepared by the TA assisted by the Project Manager and the Procurement Unit of MRC. Then, the tendering process for hydrometeorological equipment occurred from the 23rd August to 12th October. Contracting and ordering were prepared by Procurement Unit of MRC assisted by the Project Manager and TA. The negotiation with OTT company was held on 14-15 February 2008 and the contract was signed in April 2008. The Invitation for bids for Supply of Hydrometeorol ogical/Telemetry equipment and services of Equipment Supplier Expert is given in Appendix 4 on the CD. 2.2.5 Design and specifications of the Civil Work

In the same way, the TA prepared the design and specifications of the civil work for countries approval. The Design and Specification have been issued for the civil work and infrastructure construction for each station. The NHMs were implicated in the process through National Consultations. MoU/ToRs were signed between MRC and coutries for Construction of Civil Work in April 2008. Then the tender documents were prepared by Thailand and Vietnam and quotations prepared by NHMs in Lao PDR and Cambodia who made by themselves the civil works. The MoU/ToRs for the construction of civil work are given in Appendix 5.1 for Cambodia, Appendix 5.2 for Lao PDR, Appendix 5.3 for Thailand , Appendix 5.4 and 5.5 for Vietnam on the CD.

Page 15: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 15 /69

FINAL REPORT May 2012

2.2.6 Memorandum of Understanding / Terms of Refere nce with countries

A MoU/ToR for Management of MRC Hydrometeorological Network wider than the initially planned MoU/ToR for ownership and responsibility of the Operation and Maintenance of the Mekong-HYCOS network was drafted based on AHNIP experience and the comments of country groups during the 1st Regional Workshop (RWS). It was presented and discussed during the 2nd National Consultations. The general objective of this MoU/ToR is to implement the "Guidelines for Management of the MRC Hydrometeorological Network" and to ensure the long-term sustainable management and operation of the MRC Hydrometeorological Network. According to the financing agreement with the Donor, the final version of MoU/ToR should be signed by the parties concerned before any installation of the equipment. The four MoU/ToR were signed with countries in April 2008. The MoU/ToRs for the Management of MRC Hydrometeoro logical Network are given in Appendix 6.1 for Cambodia, Appendix 6.2 for Lao PDR , Appendix 6.3 for Thailand, Appendix 6.4 for Vietnam on the CD.

Page 16: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 16 /69

FINAL REPORT May 2012

2.3 Construction and Installation Phase

Initially, the Construction and Installation Phase was planned during the first half-year 2008. However, due to the number of stations planned to be improved (more than 30 instead of 20 based on budget available and less civil work to be done), National Consultations needed for facilitating decision process, the Inception Phase took more time. Thus, it was proposed to manage the construction phase in 2 steps:

a) The 1st Step in 2008 consisted in construction and installation of some priority 1 stations, agreed with countries, with the following Workplan: • Contracting and ordering of equipment in April 2008,

• Upgrading or construction of civil work by each country between May-July 2008,

• 1st Regional Training last week of June 2008, • Installation of equipment and on the job training in July-August 2008,

• Commissioning of works by the PMU and the Technical assistance in September, October 2008

• Concerning the Database issue, consistency between AHNIP and HYCOS is sought: receiving stations with the same software, HYDMET developed by Hydmetsoft was planned in first step;

• Standard Operating Procedures (SOP) were provided to NHMs at the end of the 1st step of installation and presented during the 1st Operator Meeting on 7th August 2008.

b) The 2nd Step consisted in construction and installation of other priority 1 stations and priority 2

stations agreed with countries with the following Workplan: • Construction of Civil work: by each line agency, between November 2008 and March 2009,

• Equipment : installation of hydrometric and telemetry equipment between March and July 2009,

• Visits for commissioning of works in Cambodia and Lao PDR by the PMU and the Technical assistance were held in June 2009,

• Several trainings are planned: o 2nd Regional Training and 2nd Operator Meeting (11-13 February 2009), o National Trainings: Cambodia (12-13 March 2009), Lao PDR (20-21 May 2009),

Thailand (01-03 July 2009), Viet Nam (15-16 June 2009), o Trainings on the field during the installation of stations,

• Database: evaluation of existing data management system in coherency with IKMP policy – The 1st mission of International Database Expert was held in March 2009 ; the 2nd mission in September 2009.

Due to the delay of civil work for construction of 3 remaining stations, a field installation of these stations were carried out in July – August 2010.

Page 17: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 17 /69

FINAL REPORT May 2012

2.3.1 Civil work for hydro-meteorological stations

As soon as the MoUs/ToR were signed and sub-contractors were selected, the civil engineering works for the hydro-meteorological stations begun (May 2008). In the initial plan, these works should not last more than 5 months in total and for all 4 countries. However, due to the 2008 rainy season, only some stations were able to be built in first step; the second step was planned during the next dry season in 2009. The equipment installation phase begun towards the end of the works and the equipment suppliers could benefit from the assistance of NHMs (cables and wiring, welding, fixing of the equipment, etc.). During the construction and installation phase, the role of the PMU and the TA was particularly to make sure that the works go smoothly. 2.3.2 Procurement and installation of hydrometric a nd telemetry equipment

As the contract with equipment supplier (OTT Company) was signed at the end of April 2008, the supplier built the 1st priority stations in May 2008. A lead time of about 6 weeks was envisaged between the shipment and reception of the equipment which was delivered to countries at the end of June 2008. Once received, the equipment became the property of the NHMs. A special effort was made by countries in order to prepare the documents for tax exemption for the Equipment supplier shipment company and thus avoid blockage of the equipment which could lead to important delays. The 1st step of installation phase was prepared by the International Team Leader and the Project Manager. It was carried out from June and August 2008 by the equipment supplier, under the supervision of the Project Management Unit. Initially, it was planned to proceed with the installation of all the 20-25 stations in 4 months i.e. with about 5 stations per month. However, due to the delay, 10 stations (with few civil work to prepare, easy access) were installed in first step. The other stations were installed in second step between March and July 2009. After that 3 stations remained to be installed ; they were installed in 2010. Telemetry equipment at the level of the measurement station should be installed at the same time as the hydrometric and rain gauge instruments. Receiving stations (computers, telecommunication systems, installation of the database, etc.) shall be improved in the 4 national reception centres as well as at the MRCS in Vientiane and the RFMMC in Phnom Penh to support the new remote transmission system, mostly the capability to receive SMS and implement a FTP server for GPRS. Reports of stations installation are given on the C D in Appendix 7.1 for the 1 st step, in Appendix 7.2 for the 2 nd step and in Appendix 7.3 for the 3 rd step (upgrading of AHNIP stations). 2.3.3 Standard Operating Procedure (SOP)

SOP were prepared by the Equipment Supplier Expert from OTT and the Telemetry Expert from CNR/IRD and provided to the countries at the end of the 1st step of construction phase and presented during the 1st Operator Meeting. Lessons learned from AHNIP showed that SOP should be as simple as possible, and translated in the 4 national languages to ensure a better comprehension by local staff.

Page 18: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 18 /69

FINAL REPORT May 2012

SOP provided in 2008 are given in Appendix 8.1 and a simplified version provided during the 3rd Regional Training is given in Appendix 8.2 on the CD. 2.3.4 Commissioning of Hydrometeorological stations

Commissioning is a very important activity in the construction and installation process as it enables the project inspection to achieve the technical conditions desired by MRC and the riparian countries, as well as the end users. The purpose of commissioning is to ensure that the completed installation is inspected, ‘set to work’, tested, adjusted and configured so that, when handed to the countries, the equipment is operated in accordance with the design specifications and provides the conditions intended by the project. It will also demonstrate that the installed equipment complies with the intent design, as outlined in the design specifications. If the commissioning has been correctly carried out, on the day of handover the countries would have: (i) a full, operational equipment, in each station with all test results documented and witnessed; (ii) full operating and maintenance instructions available and (iii) the countries maintenance staff fully trained in efficient operation and maintenance of the equipment. The commissioning missions are carried out by the Mekong-Hycos Project Manager assisted by the TA of CNR/IRD, joined by Line Agencies. 3 commissioning missions have been carried out for the Mekong-HYCOS stations:

- from 14th September to 11th October 2008 for commissioning of stations installed in 1st step; - from 7th June to 22nd June 2009 and from 17th January to 11th February 2010 for

commissioning of stations installed in 2nd step; Moreover, the 6th PCC decided to request CNR/IRD to commission the AHNIP stations. This commissioning held in 2011:

- in May 2011 for stations in Laos, Cambodia and Vietnam, - in September 2011 for stations in Thailand, - and in February 2012 for the 2 stations in China.

Commissioning reports are provided in Appendix 9.1 (called 1 st Interim Report), 9.2, 9.3, 9.4, and 9.5 on the CD.

Page 19: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 19 /69

FINAL REPORT May 2012

2.4 Follow-up and Maintenance Phase

2.4.1 Objectives of the Follow-up phase

This follow-up phase for sustainability of the project was planned to last 3,5 years. However, due to the split of installation phase in 2 steps, this phase has lasted 2,5 years starting from January 2010. During this phase the Project Management Unit has been still assigned on the project and the international experts have returned twice a year. These assignments have been the occasion for ensuring good management and maintenance of the measurements network, good technical knowledge on the part of the local, regional and national staff, and to continue the training effort and knowledge transfer. This phase would also permit the gradual transfer of the financial responsibility for the upkeep and maintenance of the measurement stations and the data handling and transmission system, from the MRC (project financing) to the NHMs (sustainability of national financing). In this way, the national participation in upkeep and maintenance costs had to increase from 0% in year 2 of the project to 25%, 50% and 75% in years 3, 4 and 5. However, depending on the installation phase, remarks from countries and budget availability, this gradual transfer was postponed for one year. Details of the gradual transfer of maintenance costs is described in the MoU/ToR signed with countries for “Management of MRC hydrometeorological Network”. The MRC must continue its role as co-ordinator for the search for financing to ensure this maintenance. In this respect the roles of the MRC are the following:

- To find sources of financing to ensure these budgets are met, - To share out this budget between the various NHMs, under the MOU conditions.

This last phase has been also the occasion to carry out a summary report of the work accomplished with the various national and regional parties involved, as well as to envisage any possible follow-ups to the projects. The reports of field inspections carried out during the follow-up phase and the evaluation of stations performance are provided in Appendix 10 on the CD 2.4.2 Sustainability of the MRC Hydrometeorological Network

During the implementation of the Mekong-HYCOS project, MRCS emphasized the importance of a sustainable MRC Hydrometeorological Monitoring Network. Originally the network was composed of 17 automatic AHNIP (Appropriate Hydrological Improvement Project) stations which provided near real-time data from the Mekong mainstream, completed by the 32 Mekong-HYCOS (Hydrological Cycle Observation System) stations. In August 2008, a Project Proposal on Integration and Sustainability of the MRC Hydro-meteorological Monitoring Network and Database System was submitted to AFD aiming at securing financial assistance to develop a comprehensive strategy, capacity building and data base establishment to ensure long-term viability and sustainability of the network This Project Proposal is reported in Appendix 22.1 on the CD.

Page 20: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 20 /69

FINAL REPORT May 2012

At the end of the Mekong-HYCOS construction and installation phase, it has been found that some planned activities related to office rent, satellite transmission system and the equipment inspection visits prior to purchasing required less funding than budgeted. Based on the remaining fund in the Mekong-HYCOS project, six new activities have been proposed as follows:

- Activity 1: Upgrading of AHNIP stations, - Activity 2: Extension of National Database Experts for Cambodia and Lao PDR, - Activity 3: Discharge Measurements, - Activity 4: Capacity Building (Training of trainer and Observer staff in the 4 riparian countries) - Activity 5: Commissioning of AHNIP stations, - Activity 6: Hydro-met network ownership and handover plan - Activity 7: Spare-part for the MRC hydro meteorological network.

These activities were presented for the 1st time in the document prepared by IKMP in 2010, “Proposal on utilisation of remaining fund of the Mekong-HYCOS project for sustainability of MRC Hydrometeorological Network”. As a No Objection Advice from AFD was requested before carrying out these activities, IKMP detailed and justified these activities. They were presented and discussed during the 5th, 6th and 7th PCC meeting. These activities have been implemented or under implementation after approval by AFD. The final version of the Proposal on utilization of remaining fund is reported in Appendix 22.2 on the CD a) Activity 1: Upgrading of AHNIP stations The major technical issue to be addressed is the fact that the AHNIP technology did not provide data streams that are fit for purpose. They were unreliable and not of the required accuracy, particularly for forecasting activities. Then, based on Mekong-HYCOS project experience, it was proposed to resolve the problem by upgrading the AHNIP stations equipment to Mekong-HYCOS–WMO standards thereby realising a single integrated (49 stations) regional network that would be capable of data provision at the local, national and international scales. It was agreed that (i) AusAid would contribute to the procurement of equipment from OTT company, (ii) AFD would pay the installation and commissioning of the stations (iii) IKMP and FMMP would assume the O&M costs. Equipment was ordered by MRCS to OTT in March 2010 and the installation was performed by OTT in July-August 2010. The cost for the upgrading of AHNIP stations supported by the Mekong-HYCOS project (installation of the lot 3 of the contract between MRCS and OTT – equipment is paid by IKMP) is 40 300 Euros including 16 weeks of International Equipment Supplier input that complement the initial 36 weeks (lot 1 and lot 2 of the contract between MRCS and OTT). The concept note developed for upgrading of AHNIP s tations is reported in Appendix 22.3 on the CD The Report of upgrading of AHNIP stations is given on the CD in Appendix 7.3 on the CD

Page 21: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 21 /69

FINAL REPORT May 2012

b) Activity 2: Extension of National Database Exper ts for Cambodia and Lao PDR In order to support database system to Lao PDR and Cambodia, two National database experts were hired in September 2009 for a 1 year period:

� One National database expert based in DHRW in Phnom Penh, Cambodia and � One National database expert based in DMH in Vientiane, Lao PDR

The MRCS requested assistance from the AFD in the form of continue supporting two database experts for 19 months (Starting from 1 September 2010 to 31 March 2012) for integration of the Mekong-HYCOS system into the national database system. The total amount for the extension of NDBE from September 2010 to March 2012 was estimated at 30 000 Euros. c) Activity 3: Discharge Measurements The initial data provided by the Mekong-HYCOS stations were rainfall and water level. In order to provide discharge information at 24 stations in the member countries, (Cambodia, Lao PDR, Thailand, and Vietnam) for modelling and flood forecasting, the elaboration of rating curves is essential. At least 8 measurements for different water levels are needed to draw a relevant rating curve for the calibration of one station. However calibration could take 2 years if no high water levels appear during the first year. During the period of the project (2.5 years) up to a total of 16 measurements per station should therefore be done. The measurements have been done by national staff using available equipment from nearby hydro meteorological monitoring stations. This work has been coordinated with the Discharge and Sediment monitoring carried out by the countries to ensure use of same standards and operational procedures. Equipment currently in use includes Acoustic Doppler Current Profilers (ADCP) and current meters. ADCP can also provide cross section but is difficult to use on tributaries. Therefore cross sections have to be measured manually and current meters used for discharge monitoring. Based on surveys in some of the selected stations, most of the existing current meters were old and out of date. Therefore, the discharge measurement activity has proposed to include one set of current meter equipment for each country. The training in relation to the measurement has been done at the station as vocational training at the first measurement. The training would ensure that same standards and procedures are used, like number of points in profiles, data collection methods etc. All training is evaluated in writing and verbally at end of the training session. The discharge measurement tasks should start in June 2011. The total amount for this activity was estimated at 105 000 Euros. The TOR for discharge measurement in the 4 countrie s is reported in Appendix 22.4 on the CD d) Activity 4: Capacity Building (Training of train er and Observer staff in the 4 riparian

countries) The “capacity building for operation and maintenance of OTT Hydrometeorological equipment” organized during the construction and installation phase of the Mekong-HYCOS project has provided

Page 22: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 22 /69

FINAL REPORT May 2012

basic skills for HYCOS observers but still has not been sufficient to ensure long term sustainability. This together with the need to capacity building former AHNIP observers requires a new combined capacity building effort. The objective of the task is to improve the performance of local observers and enhance good operation and maintenance and to ensure the sustainability and ownership of the MRC Hydrometeorological Network. It will be implemented by organizing training workshops and capacity building for national technical staffs and the staff of the Hydrology team at MRCS as regional training of trainers and national training of observers. 5 days of Regional Training and 3 days of national trainings are planned ; the Regional training should be planned in July 2011 and National trainings in August 2011. The total amount for this activity was estimated at 65 000 Euros. The concept note for complementary trainings is rep orted in Appendix 22.5 on the CD e) Activity 5: Commissioning of AHNIP stations Mekong-HYCOS project initially consisted of 32 hydrological stations located in Mekong tributaries in the four member countries. Most stations started operation during 2009 with equipment supplied by OTT. At the end of August of 2010, the 17 “Appropriate Hydrological Network Improvement Project” (AHNIP) stations had been upgraded to Mekong-HYCOS equipment standards and all stations together became one network called “MRC Hydro-met Network or MRC real time network”. Thus, currently MRC real time network consists of 49 stations, 12 in Cambodia, Lao PDR and Vietnam, 11 in Thailand and 2 in China. Commissioning of the upgraded AHNIP stations have been done accordingly. The objectives of the task for commissioning stations are (i) to inspect all upgraded AHNIP stations and based on technical observations to document station functionality, (ii) to inspect 5 HYCOS stations and based on technical observations to document station functionality (iii) make action plan for handling any issues identified during commissioning. The commissioning mission has been organized by the Mekong-Hycos PMU with NHMS assisted by the TA from CNR/IRD. The total amount for this activity was estimated at 20 000 Euros. Commissioning reports for upgrading AHNIP stations are provided in Appendix 9.4 and 9.5 on the CD. f) Activity 6: Hydro-met network ownership and hand over plan The handover leads to Country ownership and full responsibility of the hydro-meteorological network, which will further pave the way for long-term sustainability. The handover is an immediate activity that started in 2011 so that the countries can set up the budget for managing the hydro-meteorological network before the current management TOR/MOU will expire in 2012. Hand over strategy: The present situation shows the different economic status in the countries which reflects the ownership possibilities of hydro-met network. Through various meetings in the past, the handover idea has been discussed. It was found that Thailand and Vietnam can pioneer the handover while Cambodia and Lao PDR will follow later. Thailand and Vietnam have strongly confirmed their

Page 23: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 23 /69

FINAL REPORT May 2012

commitment in their contributions for the transitional O&M for the stations. Cambodia and Lao PDR have agreed in principle but still have difficulties in mobilizing their financial resources to cover the O&M cost of the network. Therefore, MRCS is still coordinating and providing the O&M cost for the two countries. Schedule for Handover Plan:

Activities Thailand (11stations)

Vietnam (12stations)

Cambodia (12stations)

Lao PDR (12stations)

National Meeting 04 Apr 2012 Aug 2011 April.2012 May.2012

Field Visit Expecting in May-2012

Two weeks in Sept. 2011

Expecting in Dec-2012

Expecting in Dec-2012

Reporting to NMC

Expecting in May-2012 10 Nov. 2011

Expecting in Dec-2013

Expecting in Dec-2013

Signing ceremony

Expecting in May 2012

7 Mar.2012 2013

Handover planned in 2013

2013 Handover planned

in 2013 The total amount for the national consultations was estimated at 40 000 Euros. g) Activity 7: Spare-parts for the MRC hydro meteor ological network The Hydrology team of the Information and Knowledge Management Programme (IKMP) has the development objectives to ensure the sustainability of MRCS hydro-meteorological network in the four member states of the Mekong River. During operation of the stations in 2009-2010 it has been evident that spare parts should be readily available to ensure continuous operation and maintenance of hydro-met network in the four member countries. In order to ensure the sustainability of the MRC real time network, the proposed set of spare-parts for each member state is indispensible. Asset Manager/Hydrology team is responsible for managing the spare parts, maintaining the inventory, and delivering spare parts in accordance with the request from the countries. MRCS should update the inventory list and periodically inspect spare parts. The Hydrology team is responsible for developing Guidelines and a regulations for spare-parts use and distribution. Based on a consultation meeting in each country, the procurement of spare parts is based on 25% coverage of the existing stations in each country. The total amount planned for spare parts was around 32 000 Euros. The TOR for spare parts handling is provided in App endix 22.7 on the CD

Page 24: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 24 /69

FINAL REPORT May 2012

2.4.3 Independent evaluation of the project The evaluation of the project is carried out by an independent evaluation team at the end of the follow-up phase, at least two months prior to the end of the Project. This evaluation includes technical and financial issues. The auditor(s) will visit the PMU and the participating countries and will report to the PCC. The maximum updated corresponding budget would be 80 000 Euros. The TOR for the final evaluation is reported in App endix 11 on the CD. 2.4.4 Study tour and exchange visit in Europe The Study tour and exchange Visit aimed at strengthening knowledge and build up capacity of Mekong River Commission and its Member Countries in development of hydro-meteorological network The study tour to France and Germany took place from 16 to 23 October 2011. The 14 participants of the study tour are staff of MRC and members of the 4 riparian countries, who are familiar with hydro-met networks, in particular with the newly installed Mekong HYCOS network, data exchange procedures and trans-boundary water related issues. It was organized by the International Office for Water (OIEau). The main objective of the tour was to exchange views and experiences, and discuss sustainable solutions for an array of water related issues encountered by trans-boundary River Basin Organisations (RBO). It was planned to not only visit the head quarters and hear views of the management of the entire operation, but also to visit specific operational units and sites such as meteorological and hydrological stations, navigational locks, operations of reservoirs, monitoring systems for water quality and ecological parameters. Particular emphasis was given to hydro-meteorological (HM) data acquisition, processing, quality assurance and utilisation, and on the costs and benefits of these activities. Moreover, the tour has helped to initiate benchmarking and sharing of experience with other transboundary River Basin Organizations (RBOs) on governance mechanisms, regional information network, sustainable funding of RBOs and existing relationships between International Commissions and RBOs. The following organisations were visited during the Tour:

- French Ministry of Ecology, Sustainable Development Transport and Housing including French Flood Forecast Service, Paris;

- International Office for Water (OIEau), Paris; - International River Basin Organization (INBO), Paris; - International Commission for the Protection of the Rhine, Koblenz, Germany; - GRDC – Global Runoff Data Centre at the bfg – Federal (German) Institute of Hydrology in

Koblenz, Germany; - Rhin-Meuse Water Agency, Metz; - Compagnie Nationale du Rhône (CNR) headquarters, Lyon and field visit in Rhône basin

The Report of the study tour is provided in Appendi x 24 on the CD.

Page 25: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 25 /69

FINAL REPORT May 2012

2.5 Database enhancement – Receiving stations

Once the telemetry systems were defined for all of the stations, it would then be necessary to proceed with the adaptation or improvement of the database systems. In order to preserve the regional coherence of the project, it is essential that the different countries dispose of the same data storage and processing tool. Currently, most NHMs use the HYDMET system, developed within the framework of the AHNIP project. A consistency of data management for AHNIP and HYCOS projects is sought in order to strengthen the MRC Hydrometeorological Network. During the first step of the project (2008-2009) real-time data were collected and store with the HYDMET software already used by NHMs. However, for data acquisition, the telemetry software of the equipment supplier should be considered. The Hydras 3 software from OTT has been implemented at MRCS and at the NHMs in the 4 countries for data downloading from the field and evaluation. In the initial PIP, it has been planned that the International Database Expert (IDE) assisted by the Regional Database Expert (RDE) would ensure the installation and correct functioning of the Mekong-HYCOS system in the current system of the MRC, in the 4 countries of the project. During his 8 weeks input, the IDE should also have an essential training role with the regional database expert as well as with experts from the NHMs. This task was initially planned between April and June 2008. This has been postponed to 2009 with 2 missions: the first one in March 2009 and the second one in September 2009. The first mission focused on (i) the Master Catalogue understanding implemented by IKMP for hydrometorological data and information, including metadata, (ii) Data terminal Software analysis and MRC IT current status and strategy and (iii) Drafting diagram for Strategic Plan (more detailed analysis of Data Terminal with potential improvements, including contractual clauses - System Analysis perspective - Year Book production - Software Engineering and remote work technology). The second mission focused on (i) FTP server synchronization between FMMP and IKMP in line with ‘Vital services’ for HYCOS data to be used for Flood forecasting, (ii) make evaluation of national intranet and internet servers, LAN… and will make appropriate recommendations for the data management, backup issues…and (iii) train the Regional and National Database experts. The final report of the IDE is provided in Appendix 12.1 on the CD In second step, a concept note on Data Management Policy/Strategy has been developed by IKMP and shared with NMCs and Line Agencies including members of Technical Assistance and Coordination Team (TACT). Moreover The concept note on Data Management Policy/Strategy and several technical manuals for ftpreader, trigger, Online QA, Converter and realti me monitoring are provided in Appendix 12.2 on the CD.

Page 26: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 26 /69

FINAL REPORT May 2012

2.6 Trainings and Meetings

2.6.1 Trainings

As already mentioned, transfer of knowledge and technology is an essential aspect of the project in view of the fact that the sustainability of the Mekong Hydrological Cycle Observing System largely depends on the capability of the regional and national staff to operate and maintain the network (data collection and processing). The training component includes:

- On the job training, - National and regional training

While training in the installation, operation and maintenance of the above equipment enhance their understanding, specific training are given in issues specific to the maintenance of station equipment, real-time data monitoring, transmission and processing systems. This focus on the need to ensure a timely and appropriate response to critical situations. Through on-the-job training and special training sessions the PMU, TA from CNR/IRD and the Equipment Supplier Expert ensure that all equipment and software can be operated by the national and regional staff and that maintenance procedures are established. a) On-the-job trainings

The TA from CNR/IRD and the Equipment Suppier Expert train local staff in the installation, maintenance and operation of both the field and office equipment. During all phases of installation and maintenance the MRC and Countries allow for at least one and a maximum of three technical staff to be present. To be complete, on-the-job trainings were first addressed by the international experts (CNR/IRD and OTT) to the Project Manager, the Asset Manager and the regional experts at the beginning of the project; then, the regional experts should again be able to transfer this knowledge to the national experts. b) Formal On-Site Training Courses/Seminars

During the installation phase, formal sessions of on-site training were held at regional and national levels .

- A first regional 4-day training took place just before the equipment installation from 23 to 26 June 2008. It allowed “trainers” from each country to get to know and fully master new equipment technology. It was conducted by the International Supplier Expert, the International Team Leader, and the staff from PMU. People that participated in this session were “trainers”. Actually, they had to understand English very well and be able to translate their knowledge into their native language for their colleagues. They were mainly the same people as those who participated in the same training course session during the implementation of the AHNIP project. So it was easier for them to understand the courses. Minutes of the 1 st Regional Training are provided in Appendix 13.1 on the CD.

Page 27: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 27 /69

FINAL REPORT May 2012

- A second regional 3-day training took place just before the 2nd step of installation phase from 11 to 13 February 2009. It allowed the International Experts from CNR/IRD and OTT to apply the Standard Operation Procedures presented during the Operator meeting in August 2008. Initially planned at the end of the equipment installation phase this training was a good opportunity to prepare the second step of installation phase and the National Trainings. It allowed “trainers” and “trainees” from each country to carry out a synthesis and exchange experience. Minutes of the 2nd Regional Training are provided i n Appendix 13.2 on the CD.

- 4 national training courses took place during the installation of the hydrometric and telemetry system: Cambodia (12-13 March 2009), Lao PDR (20-21 May 2009), Thailand (01-03 July 2009), Viet Nam (15-16 June 2009). They were held in English by the same staff as those for regional training (International Supplier Expert, TA and PMU). “Trainers” who were at the regional session were then able to translate it into their native language for the national staff. The theme of this course was: Equipment installation and operation & maintenance. Minutes of the National Trainings are provided in A ppendix 13.3 on the CD.

During the follow-up phase according to the Proposal on utilization of remaining fund, a Regional Training was performed and 4 National Trainings are planned:

- The 3rd Regional Training for trainers took place in Phnom Penh from 13th to 15th December 2011 for Cambodia, Lao PDR and Thailand and from 3rd to 5th January for Vietnam. It was conducted by Mr Lee, the equipment supplier expert and Mr Ronan O Maitiu a country Manager from OTT Company. The objectives of this training were: (i) To improve the familiarity to the service and increase the professional work skills on Hydrological Telemetry Network Management for sustainability ; (ii) To establish work-plan for Network Management Training and improve the Standard Operation Procedure (SOP) to both MRC and relevant line agency for sustainable Operating and Maintaining (O&M) ; (iii) To train Trainers for the lineagencies technical and observer staff to become focal points of knowladge in hydromet network O&M. Regional training of trainers was conducted in English. The training was considered on the refreshment of OTT equipment and its installation as well as operating and data management software using Hydras 3, Hydras 3Rx and FileZilla). The Hydras 3/Hydras 3Rx software package were installed and demonstrated to all trainees from different line agencies, provincial official as well as the MRC/ Hydro-Team. Based on this Regional Training for trainers, a National Training for observers/operators is expecting to be conducted at each Mekong member country for network sustainability of the Hydro-meteorological station. The following topics were proposed: (1) Introducing OTT equipment, type of sensor and its operational software ; (2) Repairing/installing/replaceing of spare-parts ; (3) Cheked data logger and its configuration programme ; (4) Data handling and management through Hydras 3, Hydras 3 Rx and FileZilla ; (5) Upgrading SOP for O&M. Minutes and documents of the 3 rd Regional Training are provided in Appendix 13.4 on the CD.

- 4 national training have been planned from February to May 2012.

Page 28: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 28 /69

FINAL REPORT May 2012

The following table summarizes the number, date, objectives and number of participants for the trainings:

Type of training Date Place objectives Participants

1st Regional Training

23-26 June 2008

MRCS Vientiane

- Presentation and Utilisation of the Mekong-HYCOS Project equipment - Presentation and utilization of datamanagement software (HYDRAS III, HYDMET)

20 from countries (managing officers) 8 from MRCS 1 from CNR/IRD ; 1 from OTT

1st Operator Meeting

7 August 2008 Udon Thani

- Presentation of 1st lessons learnt from stations installation (OTT and countries) - Presentation and utilization of SOPs

20 from countries (managing officers) 5 from MRCS 1 from CNR/IRD ; 1 from OTT 1 from WMO ; 1 from AFD

2nd Regional Training/

Operator Meeting

10-13 February 2009

Siem Reap

- presentation of outcomes of equipment installation phase 1 and SOP - sharing experience and lessons learnt in operating and maintenance of the Mekong-HYCOS and AHNIP networks - improvement of understanding about operation and Maintenance of the Network

16 from countries (managing officers) 8 from MRCS 1 from CNR/IRD ; 1 from OTT

3rd Operator Meeting

23-24 March 2010

Luang Prabang

Operational and Network Management Training Hydro-met equipment and software Upgrading SOP for O&M

16 from countries (managing officers) 6 from MRCS 1 from CNR/IRD ; 1 from OTT

1st NT Cambodia 13-14 March

2009 Kompong Cham

Training on the equipment, SOP, Operation and maintenance in National Language

6 Heads of Center and 18 observers 1 from MRCS ; 1 from OTT

1st NT Laos 20-21 May

2009 Takhek

Training on the equipment, SOP, Operation and maintenance in National Language

6 Heads of Center and 18 observers 1 from MRCS ; 1 from OTT

1st NT Thailand 1-3 July 2009 Chiang Rai

Training on the equipment, SOP, Operation and maintenance in National Language

3 trainers from DWR/NMC 20 participants: (10 Hydrological Officers and 10 observers) 2 from MRCS ; 1 from OTT

2nd NT Vietnam 15-16 June

2009 Pleiku

Training on the equipment, SOP, Operation and maintenance in National Language

5 Heads of Center and 18 observers 1 from MRCS ; 1 from OTT

3rd Regional Training

13-15 December

2011

3-5 January 2012

Phnom Penh

Cantho

13 participants from Cambodia, Laos, Thailand, 5 MRCS, 3 OTT 11 participants from Vietnam, 1 MRCS, 1 OTT

2nd NT Cambodia 1-3 February

2012 Kratie

Training on the equipment, updated SOP, Operation and maintenance in National Language

7 Heads of Center 12 as Observers 3 from CNMC 1 from MRCS

2nd NT Laos 28-29

February, 2012

Luang Prabang

Training on the equipment, updated SOP, Operation and maintenance in National Language

10 from DMH 12 as Observers 2 from LNMC 1 from MRCS

2nd NT Thailand 13-14 March ,

2012 Chiang Saen

Training on the equipment, updated SOP, Operation and maintenance in National Language

16 from DWR 16 as Observers 5 from TNMC 1 from MRCS

2nd NT Vietnam May 2012 Ban Methout

Training on the equipment, updated SOP, Operation and maintenance in National Language

??

Page 29: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 29 /69

FINAL REPORT May 2012

2.6.2 Meetings

a) Mekong-HYCOS Project Coordination Committee (PCC )

The Mekong-HYCOS PCC is the highest supervising body of the project. Its responsibility is to ensure project coherence and consistency with strategy, and implementation in accordance with the WHYCOS objectives and Guidelines as well as National procedures. The Mekong-HYCOS PCC decides on any changes to the plan of activities as described in the project document, approves the work plan, budget and monitors risks, quality and timeliness. During the project implementation period (2007), the PMU and TA:

- established the Project Coordination Committee (PCC), by sending official letters to each party (MRCS, WMO, NMCs, NHMs, the donor), asking them to nominate their representative member of the RSC,

- drafted the Terms of Reference of the PCC and - prepared the draft final version of the TOR

The Roles and responsibilities of the Mekong-HYCOS PCC are to:

• Endorse the official project documents and submit to the IKMP SC for approval • Endorse Inception, Interim, final reports and revised work plan and budget,

• Determine strategies to ensure that the objectives of the project are fulfilled during the implementation stages,

• Facilitate different interests among participating countries and implementing agencies,

• Evaluate project progress and impacts through project monitoring progress reports,

• Provide strategic guidance, coherence and recommended actions to increase effectiveness and impacts of the project implementation.

• Provide a linkage with national, regional and global organizations as required. After approval of TOR of Mekong-HYCOS PCC by the IKMP Steering Committee, the 1st Mekong-HYCOS PCC meeting took place on 30th January 2008. A previous meeting took place after the Regional Workshop on 19rd July 2007 at Don Chan Palace in Vientiane, Lao PDR. The Mekong-HYCOS PCC meetings are convened every six month; 9 meetings have been planned during the Mekong-HYCOS project. At that time, 8 PCC meetings were held:

1) 30th January 2008, at Army Hotel in Hanoï, Viet Nam, 2) 8th August 2008, at Charoensri Hotel in Udon Thani, Thailand, 3) 23rd February 2009, at Apsara Angkor Hotel in Siem Reap, Cambodia, 4) 22nd September 2009, at Landmark Hotel in Bangkok, Thailand, 5) 8th-9th February 2010, at Santi Resort in Luang Prabang, Lao PDR, 6) 20th – 21st September 2010, at Intercontinental Hotel in Ho Chi Minh City, Vietnam, 7) 18th – 19th April 2011, at Landmark Hotel in Bangkok, Thailand, 8) 4th – 5th October 2011, at MRCS/OSP in Phnom Penh, Cambodia 9) 26th – 27th March 2012, at MRCS/OSV in Vientiane, Lao PDR

Minutes of PCC meetings are provided in Appendix 14 on the CD.

Page 30: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 30 /69

FINAL REPORT May 2012

b) Operator (OP) Meetings

As scheduled, starting from the beginning of the Construction Phase, every six months, an Operator Meeting should be organised. The objectives of Operator Meetings are to obtain feedback from the national operators on the current status of the network, problems encountered and to find solutions to the problems. The first Operator Meeting was held on 7th August 2008. All commentaries and recommendations emitted during the Operator Meetings should be included in the Minutes of the Mekong-HYCOS PCC Meetings, and transmitted to the PMU for action. Moreover, with a care for exchanges of experience and information, the PMU shall be invited to participate in one or two Operator Meetings organised by the WMO within the framework of other HYCOS projects. The Mekong-HYCOS project Manager participated to the Whycos International Advisory Group (WIAG) organised in Geneva in February 2009. Field visit of an hydrometeorological network outside the region could be included for consideration depending on the availability of funds. The Project Management Unit is responsible for the organization of the Operator Meetings; At that time, 3 Operator meetings were held:

1) 7th August 2008, at Charoensri Hotel in Udon Thani, Thailand 2) 11th-13th February 2009, at Angkor Holiday Hotel in Siem Reap, Cambodia 3) 23rd -24th March 2010, at Phousi Hotel in Luang Prabang, Lao PDR

Minutes of Operator meetings are provided in Append ix 15 on the CD. c) Regional Workshop

Following the visit to the stations, a 2-days Regional Workshop was organised (17-18 July 2007) with the various national players involved in order to obtain a validation and consensus concerning:

- The definitive choice of stations to be installed and improved. - The choice of telecommunications and data transfer system - The definitive list of the equipment necessary per station - The definition of the necessary civil engineering work - The ownership (NHMs) and responsibility of the Mekong-HYCOS stations in terms of cleaning

and maintenance. A temporary version of the Memorandum of Understanding (MOU) will be drafted jointly by the various partners of the Lower Mekong Basin.

The PMU was responsible for the organization of the Workshop; The International Consultant Team was in charge of Technical inputs for the Workshop and minutes of meetings. At the end of the project (end of 2011), another regional workshop will take place in order to:

- Carry out a summary report on the Mekong-HYCOS project - Propose a plan to ensure the sustainability of the Mekong-HYCOS network. - Give the direction for any future improvements to the project. It could be, for example, the

development of advanced flood forecasting models, or the condensing of the hydro-meteorological network.

Minutes of the 1 st Regional Workshop are provided in Appendix 16 on t he CD.

Page 31: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 31 /69

FINAL REPORT May 2012

d) National Consultations

In order to involve the participating NHMs and National Mekong Committee in the several steps of the project, it was decided by the Technical Support Division of MRCS to organize National Consultations. These National Consultations were not planned initially in the Workplan but very useful for facilitating the progress of the project During the year 2007, National Consultations held in May-June firstly, in October-November secondly. Other National Consultations were planned during the last quarter of 2009 for the finalization of installation phase.

Page 32: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 32 /69

FINAL REPORT May 2012

2.7 Reports

2.7.1 Project Document

The Project Document is the reference for the implementation of the project. It was finalised in March 2008 by the PMU and TA and validated by the 4 countries. It defines the new design of the project and contains a reviewed activities schedule. The Project Document is provided in Appendix 17 on the CD. 2.7.2 Project Implementation Plan

The draft Project Implementation Plan (PIP) was provided by the TA to MRC in February 2007, discussed with countries during the National Consultations and Regional Workshop. The PIP was agreed by the 1st PCC meeting held in Hanoï on 30th January 2008 subject to the further improvement taking into consideration comments from the meeting. The meeting recommended that the document has to be updated from time to time when necessary. This important document detailed information on the activities schedule and the workplan of the project. But this document is not fixed and might change according to the circumstances. The last version of PIP is provided in Appendix 18 on the CD. 2.7.3 Draft and Final MoUs/ToR

During the Inception phase, MRC decided to prepare a wider MoU/ToR than the planned MoU/ToR on the Ownership and O&M of the Network. This MoU/ToR is called “MoU/ToR for management of MRC hydrometeorological Network”. It was drafted by the TA, discussed with countries and was validated in April 2008 by the four countries before the Construction and Installation Phase. An other MoU/ToR between MRC and countries was prepared for the Construction of Civil work because countries are responsible for construction of stations. It was validated in April-May by the four countries. The MoU/ToRs for the construction of civil work are given in Appendix 5 on the CD. The MoU/ToRs for the Management of MRC Hydrometeoro logical Network are given in Appendix 6 on the CD. 2.7.4 Terms of reference for equipment

After the field visit, the International Team Leader drew up the terms of reference (TOR) for tendering for the hydrological and telemetry equipment. The Invitation for bids for Supply of Hydrometeorological/Telemetry equipment and services of Equipment Supplier Expert was published in August 2007. It is given in Appendix 4 on the CD.

Page 33: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 33 /69

FINAL REPORT May 2012

2.7.5 Progress Reports

a) Progress Monitoring Reports

These reports are issued from the PMU assisted by the International Team Leader and provided every six months: They cover:

- Progress during the previous six months. - Any changes to the planned programme (to compare progress with the programme presented

in the inception report or earlier reports.) - Any special milestones achieved. - Any problems encountered and solutions attempted. - Programme of activities for the coming six months - Programme showing project completion.

They also contain all the minutes of field visits made by the Project Manager, the TA or the NHMs. Moreover, based on MRCS rules, after each mission on the field, the PMU has provided a Back To Office (BTO) report. b) Inception Report

At the end of the Inception Phase, the TA produced an Inception Report. This includes: - A detailed work plan, including staffing schedules, - Details of equipment procurement and field activities for each Party.

The Inception Report is given in Appendix 19 on the CD. c) Interim and Final report

Since the project is long-lasting (5 years), an interim report is planned in the Project Document and was issued at the end of equipment installation. As the Construction and installation Phase is split in 2 steps, a first Interim report was provided in December 2008 with achievements during the 1st step of installation phase. The second Interim Report, stand alone and comprehensive enough to allow a reading without referring to other documents, was provided after installation of stations in September 2010. At the end of the project a draft final report has to be prepared. This report set out what has been achieved during the project and the degree to which the goals of the project have been satisfied. The report should also identify any differences from the programme and the reasons for the differences. It should describe the achievements of the project, contain a summary of the technical components as well as conclusions and recommendations. The courses should cover:

- A summary of all project activities. - Dates of completion of specific tasks - Dates when personnel were present. - A list of all technical reports and summaries of their contents. - A review of all equipment and techniques tested during the project with observations on their

suitability for future use including factors such as capital cost, running costs, ease of operation and maintenance accuracy, reliability, etc.

This final report should then be submitted to the Mekong-HYCOS PCC for approval.

Page 34: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 34 /69

FINAL REPORT May 2012

2.7.6 Minutes of Trainings, Workshops, PCC and Oper ator Meetings

At each of the formal Training, Workshops, PCC and Operator Meetings, separate minutes are produced by the PMU and the TA when present including documents that are used and distributed by the lecturers (see 2.6.1 and 2.6.2). 2.7.7 Reports of Field Mission

After each field mission (assessment of stations, installation phase…) a report is prepared by the PMU and the TA when present. It should contain list of participants, main findings, difficulties need to overcome and the recommendations. (see 2.2.3, 2.3.2, 2.7.5a). It was the Back To Office Reports prepared by the project manager. 2.7.8 Design and Specifications of Civil work

The TA from CNR/IRD prepared a document for design and specifications of the civil work in September-October 2008. It has been presented to the countries during the 2nd National Consultations. This document contains the list of hydrometeorological stations per country, details of works to be done for each station, installation plans, and pictures of the site. It was included into the MoU/ToRs for the construct ion of civil work (see Appendix 5 on the CD). 2.7.9 Technical Reports and User Guides

As each of the main topics of the project is completed, a separate technical report is produced. These reports should be self contained and written in such a way that they can form appendices to the final report. The following technical reports and documents have been produced:

- Report on station installation and rehabilitation – see appendices 7.1 and 7.2 on the CD; - Report on sensor and dataloggers installation – see appendices 7.1 and 7.2 on the CD; - Report on installation of transmission equipment – see appendices 7.1 and 7.2 on the CD; - Report on installation of data management equipment and software - see appendix 12 on the

CD; - User guide for sensors and dataloggers – see appendix 20 on the CD; - User guide for transmission – see appendix 20 on the CD; - User guide for data management and processing – The HYDMET Manual provided by

Hydmet Soft is reported in appendix 21 on the CD .

33.. WWOORRKKPPLLAANN,, SSTTAAFFFFIINNGG SSCCHHEEDDUULLEE AANNDD BBUUDDGGEETT

3.1 Workplan

The updated Workplan with Staffing Schedule of the PMU and International experts is given in Table 1:

Page 35: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 35 /69

FINAL REPORT May 2012

YEAR

Workplan Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar

Work Programme Project Months--> 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63

1. INCEPTION PHASE

1.1 Mobilisation

1.2 Project Implementation Structure & Organisation1.2.1 Finalise National and Regional project teams

1.2.2 Activities schedule : first review

1.2.3 Establishment of the Regional Steering Committee

1.3 Hydro-meteorological Stations

1.3.1 Finalise list of proposed stations per country to visit and Prepare the field trip

1.3.2 Field visit to each selected station

1.3.3 Finalise list of stations per country to be equiped (regional workshop to finalise)

1.3.4 Design civil work required per station (regional workshop to finalise)

1.3.5 Finalise list of equipment per station/per country and draft the specification of the equipment (regional workshop to finalise)

1.4 Tendering & Contracting

1.4.1 Prepare the TOR for hydro-meteo station equipment including telemetry system

1.4.2 Prepare the Specifications for civil works and tendering and contracting per country

Preparation of Specifications (PMU MRCS)

Tendering for civil works (Line agencies)

1.4.3 Tendering for hydro-meteo station equipment supply

1.4.4 Contracting and ordering for hydro-meteo station equipment including telemetry

1.5 Memorandum of Understanding/ Terms of Reference

Prepare and sign on the MoU/ToR between the countries-MRCS :

- for construction of civil work

- for Management of MRC Hydrometeorological Network

2. CONSTRUCTION AND INSTALLATION PHASE

2.1 Civil Works (Sub-contractors)

2.1.1 Construct civil work at each station (including final check by PMU)

2.1.2 Participate in installing the hydro-meteorological equipment at the sites

2.2 Procurement, Installation & Commissioning of Eq uipment

2.2.1 Build up of hydro-meteo station equipment

2.2.2 Prepare documents for customs clearance and tax exemption

2.2.3 Shipment, custom clearance and delivery to beneficiaries

2.2.4 Install, set-up, test & on-the-job/site training in the 4 countries

2.2.5 Data Terminal : installation, test & on-the-job/site training

2.2.6 Commissioning

2.3 Standard Operating Procedure

2.3.1 Prepare SOP for operation of the technical system and equipment

2.4 AHNIP Stations Upgrading

2.4.1 Build up - - shipment - custom clerance and delivery

2.4.2 Install, set-up, test & on-the-job/site training in the 4 countries

2.4.3 Commissioning

3 FOLLOW UP- MAINTENANCE PHASE

3.1 Field visit and the data terminal inspection

3.2 Develop an operation and maintenance policy bas ed on MoUs/ToR

3.3 Discharge Measurements

3.4 Handover plan of Hydromet Network to member co untries

4. Data Bases Enhancement-Receiving Stations

4.1 Install receiving equipment & software

4.2 Enhancement of data terminal, databases

5. Training and Meeting

5.1 On-the-job/site and follow up Training

5.2 National Trainings (4), Regional Trainings (2), WorkShops (2) WS RT RT NT NT NT NT RT NT WS

5.3 Other Meetings (9 Project Coordination Committee Meeting (PCC) and Operator Meeting (OP)) PCC PCC PCC/OP PCC PCC PCC/OP PCC PCC PCC/OP PCC

5.4 Familiarization visit in France

6. Reports

6.1 Project Implementation Plan (PIP)

6.2 Final Project Document (FPD) FPD

6.3 Draft and final MOU on the Owner ship and O&M of the Network DMOU FMOU

6.4 TOR for equipments including telemetry, TOR

6.5 Progress Reports (PR) - Inception, Interim and Final Reports (InR-IR-FR) PR PR/InR PR IR PR PR PR PR IR PR PR PR FR

6.6 Minutes of Meetings (4 Nat.Trainings, 2 Reg.Trainings, 2 WorkShops) WS RT RT NT NT NT NT RT NT WS

6.7 Report of Field missions

6.8 Design and Specifications for civil work

6.9 Minutes of Project Coordination Committee and Operator meetings

6.10 User Guides (UG) and Technical Reports (TR) UG TR TR

7. STAFFING

7.1 Project Management

7.1.1 Project Manager = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

7.1.2 Project Asset Manager xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx

7.1.3 Regional Database Expert = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

7.1.4 Secretary = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = =

7.2 Technical Assistance

7.2.1 Int'l Expert Team Leader and Hydrologist Fiel d (ITL) xxx xxxx xxxxx xxxx xxxxx xxxx xxxx x xxxx xxx xxxxx xxx xxxx xxx xxxx x x xx xx xxxx x xx xxx xxx xx xxx xx

7.2.2 Int'l Expert on Telemetry & Backstopping (ITB ) xxx xxx xxx xx x x xx x x xx xx x xxx xx xx xx xx xxxx xxx xx

7.2.3 Int'l Database Expert (IDB) xxx xxx xx

7.3 Equipment Supplier

7.3.1 Int'l Equipment Supplier Expert (IES) xx xxxxx x x xxxx x xxx xx xx x x xx x xxxx xxxx xxx xxx xxxx xxxx

Legend : "x" one week, "=" one monthone month = 4 weeks

2011 20122007 2008 2009 2010

Page 36: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 36 /69

FINAL REPORT May 2012

3.2 Staffing Schedule

The staffing schedule is summarized as follows: 3.2.1 Regional Staff :

No Description Inputs

(months)

1 MRC Staffs Project Manager Project Asset Manager (in Kind) Project Secretary (in Kind)

60 40 60

2 Regional Database Expert (RDE, at PMU) 24

3.2.2 National Staff

No Description Inputs

(months)

1 National Mekong Committee Focal Points in Cambodia (in Kind) 6

2 National Mekong Committee Focal Points in Lao PDR (in Kind) 6

3 National Mekong Committee Focal Points in Thailand (in Kind) 6

4 National Mekong Committee Focal Points in Vietnam (in Kind) 6

5 National Database Expert at MOWRAM, Cambodia 12+18

6 National Database Expert at DMH, Lao PDR 12+18

Page 37: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 37 /69

FINAL REPORT May 2012

3.2.3 International Staff

Technical Assistance from CNR/IRD

Pers-weeks Function/ Name

Starting date

Ending date Allocated Utilized Remaining

Remarks

International Team Leader

08-Jan-07 30-Jun-08 81.3 65 Working at MRCS

Daniel JOUVE 12-Dec-08 18-Dec-08 1 Working at MRCS

18-Feb-09 27-Feb-09 1.5 Working at MRCS, PCC meeting Siem Reap

14-Sept-09 01-Oct-09 2.8 Working at MRCS, PCC meeting Bangkok

sept-09 Sept-10 1 Backstopping to the project from France

13-Sept-10 01-Oct-10 3 Working at MRCS, Stations Performance evaluation - PCC meeting Ho Chi Minh City

16-Apr-11 29-Apr-11 2 Working at MRCS, Update PIP, Proposal for project extension - PCC meeting Bangkok

30-Jan-12 16-Feb-12 2.7 Working at MRCS, Preparation of Draft Final Report- Commissioning stations in China.

25-Mar-12 29-Mar-12 1 Working at MRCS – PCC Meeting Vientiane

Apr-12 Nov-12 1.3 0 Preparation of Final Report – Participation to Symposium, PCC Meeting in Siem Reap

Telemetry Expert

10-Jan-07 30-Jan-07 41.3 3

Jean Pierre BRICQUET

14-Mar-07 08-Apr-07 3.71 Field visit to Lao PDR, Vietnam and Cambodia

17-Apr-07 27-Apr-07 1.57 Field visit in Thailand, working at MRCS

18-Jun-07 10-Jul-07 3.29 Working at MRCS

12-Nov-07 04-Dec-07 3.29 Working at MRCS

28-Jul-08 10-Aug-08 2 SOP, Operator & PCC meeting in Udon Thani

14-Sept-08 11-Oct-08 4 Commissioning, working at MRCS

07-Feb-09 13-Feb-09 1 MRCS, Regional Training Siem Reap

07-Jun-09 22-Jun-09 2.5

Commissioning, working at MRCS

17-Jan-10 11-Feb-10 4 Commissioning, MRCS, PCC meeting Luang Prabang

Sept-09 Sept-10 1 Backstopping to the project from France

17-Jan-11 10-Feb-11 4.00 Follow-up mission and fixing stations - Cambodia

15-May-11 01-June-11 2.60 Stations Commissioning

17-Sept-11 07-Oct-11 3.00 Stations Commissioning – PCC meeting Phnom Penh

Apr-12 Nov-12 2.34 0 Final Follow-up mission – Participation to Symposium, PCC Meeting in Siem Reap

Database Expert 23-Mar-09 11-Apr-09 8 3 Working at MRCS

Thierry VALERO

14-Sept-09 09-Oct-09 5 0 working at MRCS, visit of data terminals in Cambodia, Lao PDR, Vietnam, Thailand

Page 38: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 38 /69

FINAL REPORT May 2012

Equipment Supplier experts:

Pers-weeks Function/ Name

Starting date

Ending date Allocated Utilized Remaining

Remarks

Equipment Supplier Experts

36+16 Lot 1 and Lot 2 ordered in 2008 (36 weeks) + Lot 3 ordered in 2010 (16 weeks)

Michel Sévêque 16-June-08 15-Aug-08 9 43 Regional Training, Installation of stations in Cambodia, Lao PDR, Thailand, Vietnam, PCC meeting in Udon Thani

Lee Kheng Hoi 10-Feb-09 14-Feb-09 1

28-Feb-09 04-Apr-09 5 Installation of stations in Cambodia, Lao PDR,

15-Jun-09 14-Jul-09 5 Installation of stations in Thailand, Vietnam,

15-Aug-09 25-Aug-09 1.6

17-Sept-09 22-Sept-09 1

03-Nov-09 10-Nov-09 1

09-Jan-10 12-Jan-10 0.6

19-Jan-10 23-Jan-10 1

22-Mar-10 25-Mar-10 0.6

30-June-10 24-Aug-10 8 Replacement of AHNIP equipment – upgrading HYCOS stations

23-Jan-11 29-Jan-11 1 Field Work in Cambodia

20-Feb-11 28-Mar-11 5 Field work for upgraded new firmeware in Cambodia and Lao PDR

10-Jul-11 04-Aug-11 3.7 Field work for upgraded new firmeware in Thailand, Vietnam and China

12-Dec-11 16-Dec-11 1 Regional Training in Phnom Penh, MRC/OSP

02-Jan-12 09-Jan-12 1 Regional Training in Can Tho, Vietnam

30-Jan-12 10-Feb-12 2 Field work in Laos for fixing stations

11-Feb-12 16-Feb-12 1 Mission to China

Apr-12 Nov-12 3.5 0 Final Follow-up missions – Participation to Symposium, PCC Meeting in Siem Reap

3.3 Financial status

The total budget funded by AFD/FFEM is: 3,000,000 Euros

(1) Mekong-HYCOS Project Management Unit 500,000 Euros (2) Mekong-HYCOS –General 2,500,000 Euros

A project budget with expenditure up to December 2011 is reported in the Table 2.1 and Table 2.2.

Page 39: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 39 /69

FINAL REPORT May 2012

Total Total Already Already Final estimated

Budget Budget PAID PAID amount Contingencies

CZZ 3008 / 1306 CZZ 3035 31. Dec. 2011 31. Dec. 2011

EURO EURO EURO US $ EURO EURO EURO

108,744.00 70,000.00 89,285.71 38,744.00 108,744.00 0.00

confirmed revised

2Project Technical Assistance (by Int'l Experts) -CNR

620,997.00 confirmed: 363,522.05 510,059.64 257,474.95 620,997.00 5,206.80

481,095.00 240,851.22 332,388.07 240,243.78 481,095.00 -2,743.78

exchange rate!

245,148.00 233,450.42 322,174.55 11,697.58 245,148.00 -1,697.58

exchange rate!

668,941.00 346,752.39 478,537.56 322,188.61 668,941.00 789.23

exchange rate!

513,038.00 458,281.49 632,453.92 54,756.51 513,038.00 23,667.69

exchange rate!

80,000.00 11,614.44 16,028.57 68,385.56 80,000.00 8,614.44

8 MRCS Support Cost 221,089.00 143,490.13 198,024.35 77,598.87 221,089.00 0.00

9 Miscellaneous -Contingencies 42,043.00 18,905.00 13,476.66 18,598.54 28,566.34 60,948.00

2,500,000.00 500,000.00 1,881,438.80 2,597,550.91 1,099,656.20 3,000,000.00

Balance: EUR 1,118,561.20 2,597,550.91 EUR 3,000,000.00

7Independent Evaluation, Audits and Film

GRAND TOTAL (EUR)

4Training cost, DSA for the NMC and Line Agencies & ASD & Transport

5Procurement of equipment and software

6Equipment (civil work & installation), and O&M

1Project advisory and global monitoring by WMO Agency

3Project Management Unit and Office expense

No. Description theoretically Un-disbursed fund

Table 2.1- Mekong-HYCOS General

Page 40: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 40 /69

FINAL REPORT May 2012

Total Budget CZZ 3008 / CZZ 1306

Total Budget CZZ 3055

Already PAID by 31. Dec.

2011Remaing funds

Disbursment planned

EURO EURO EURO EURO EURO

1Project advisory and global monitoring by WMO Agency

108,744.00 70,000.00 38,744.00 38,744.00

2Project Technical Assistance (by Int'l Experts/consultants) -CNR

620,997.00 363,522.05 257,474.95 262,681.75

3 Project Management Unit and Office expense 481,095.0 0 240,851.22 240,243.78 124,500.00

4Training cost, DSA for the NMC and Line Agencies & Field Allowance and Transportation Cost

245,148.00 233,450.42 11,697.58 48,000.00

5 Procurement of equipment and software 668,941.00 346, 752.39 322,188.61 188,977.84

6 Equipment (civil work & installation), and O&M 513,0 38.00 458,281.49 54,756.51 78,424.20

7 Independent Evaluation and Audits 80,000.00 11,614.44 68,385.56 42,000.00

8 MRCS Support Cost 221,089.00 143,490.13 77,598.87 81,602.16

9 Miscellaneous -Contingencies 42,043.00 18,905.00 13,47 6.66 47,471.34 47,847.33

2,500,000.00 500,000.00 1,881,438.80 1,118,561.20 912,777.28GRAND TOTAL (EUR)

No. Description

Table 2.2- Mekong-HYCOS-PMU

Page 41: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 41 /69

FINAL REPORT May 2012

44.. AACCHHIIEEVVEEMMEENNTT OOFF EEXXPPEECCTTEEDD AACCTTIIVVIITTIIEESS OOFF TTHHEE PPRROOJJEECCTT

4.1 TECHNICAL ASPECTS

4.1.1 Equipment solution

According to WMO guidelines for a HYCOS project, a HYCOS hydrological network station should be equipped for measuring the following set of parameters:

a) Precipitation; b) Water level, for rivers, to be converted to flow rate via a calibration table.

A basic network of 49 Data Collection Platforms (DCPs) have been installed in the 4 countries (Cambodia, Lao PDR, Thailand and Viet Nam), located at benchmark hydrological stations, equipped with automatic sensors for the measurement and transmission in real-time, through the GPRS. These 49 upgraded stations have been each equipped with 2 hydro-meteorological parameters: Water level , rain gauge TB3 and 2 maintenance parameters: Internal Temperature and Battery voltage. All sensors are connected to a shelter forming an “intelligent” data collection system and on-site data logger. The main advantages of such a system as compared to other solutions are:

a) Elimination of human error in the reading of instruments; b) Minimization of gaps caused by observation failure; c) Direct transfer of the digital data into electronic databases.

Successful and sustainable Mekong-HYCOS implementation requires the use of appropriate technology for a particular site. The instruments installed are standard, simple, maintainable at a reasonable cost and appropriate for their intended functions, with a high level of demonstrated reliability and robustness. Variations in climatic conditions and technological and infrastructure facilities available in the participating countries have to be given due consideration while selecting the project equipment.

The possibility of theft and vandalism has been considered when selecting instruments and the location of stations. The most successful protective measure to combat theft and vandalism is to deploy a local observer to watch over the station who also takes gauge plate readings at regular intervals as a crosscheck. In the Framework of Mekong-HYCOS project, 3 types of Water Level sensors have been chosen according to the different locations: bubble, Radar Level sensors and Shaft Encoders:

• The first type of sensor proposed for the project is Bubble sensor with micro-compressor (CBS from OTT Company) is installed as the main sensor of Mekong-HYCOS. This system is reliable, simple to install, and to maintain. It’s a technology well known by the NHS of the 4 countries,

• The second type of sensor proposed for the project is the Radar (RLS from OTT Company) sensor, which can be implemented only at some stations with a bridge or tidal stations. This sensor is extremely reliable and well protected during extreme events. It is unaffected by floating debris or sediment build-up. The installation is inexpensive and the maintenance cost is also reduced. A waterproof housing (IP 67) is needed to avoid water and humidity, and minimize the risks of vandalism.

Page 42: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 42 /69

FINAL REPORT May 2012

• The third type of sensor proposed for the project is the shaft encoder (SE 200 from OTT Company). This type of sensor is easy to install on some sites with existing stilling well or where it is appropriate (in Mekong River Delta).

Concerning the rain gauge sensor, the TB3 (from Hydrological Services PLY LTD) has been chosen as it is well known by the NHS of the 4 countries. The datalogger installed in all stations is the Duosens (from OTT Company) with display and operating button. The essential functions are the collection, storage, processing, control and transmission of data.

Installation of Bubble sensor

Equipment in the Shelter

Duosens CBS

Modem

Battery Solar charge

controller

Page 43: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 43 /69

FINAL REPORT May 2012

Radar sensor

Shaft encoder

Rain Gauge TB3 with Tipping Buckets

Page 44: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 44 /69

FINAL REPORT May 2012

4.1.2 Telemetry solution

Transmission of data in near real time is a prerequisite for flood warning and management.

For the remote transmission system, GPRS (using GSM network and Internet) is used instead of satellite system and could be strengthened in the future by WMO’s GTS. GPRS data transmission enables high-speed remote data transfer virtually on demand. Logged data can be retrieved over the Internet from the wireless datalogger via the GPRS modem.

Using GSM system also gives more flexibility than radio or satellite systems. We may have two ways of working: “push” or “pull” that mean the station send automatically the data (push system) or we call the station to download the data (pull system, like AHNIP Project Network).

To transfer data to the regional center and to countries, and to follow the comments made by the AHNIP Evaluation Consultant in July 2005 in his report called “Consultancy mission for the assessment of the MRC/AHNIP Telemetry system”, the « push system » has been preferred. So the stations send the data to a terminal. It is easy to set the data logger of the stations to send at regular time step to a data terminal (a Computer server for example). But it is also possible to download data from the station (as AHNIP practice) and to send a new “setup program” to the datalogger.

This system can also manage automatic warnings: generate alarms, activate warning signs and send text messages to cell phones to alert staff in case of key events or threshold exceeding.

A GSM modem, able to work with GPRS network, is connected to the logger. It’s a dual band modem (EGSM900/1800 MHz) designed for data, fax, SMS and voice applications. It is linked to the logger through a Serial Interface and support AT commands.

The principle of data flow is shown in the next graph

In September 2011, during the follow-up mission of CNR-IRD, JP Bricquet found that OTT had updated the firmware of the duosens. It is possible to send data to 2 FTP server. It was then decided to use this opportunity to send data of each station at the same time to the concerning country and to MRC FTP Server.

Page 45: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 45 /69

FINAL REPORT May 2012

4.1.3 Stations installed

32 stations have been installed in the framework of Mekong-HYCOS project and 17 former AHNIP stations have been upgraded with the same equipment and data transmission as Mekong-HYCOS design. They constitute the MRC Hydrometeorological Network. All stations have been commissioned by MRCS assisted by the TA from CNR/IRD and the National Hydrometeorological Services, most of them with final acceptance and some with partial acceptance (see Table 3 ). Map with the location of MRC Hydrometeorological stations is reported in Figure 1. The list of stations with equipment, date of installation, date of commissioning and remarks is reported in the Table 3. A summary of remarks made during the commissioning and works done after reception is reported in Table 4. The performance of stations is analyzed every week by the hydrology team who provided a table and figures with stations performance (see Figure 2 and Table 5).

Page 46: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 46 /69

FINAL REPORT May 2012

Table 3: Summary of hydrometeorological stations in stalled in the 4 countries

Full Code Latitude Longitude

1 092600 Jinghong JH Lancang/Mekong R 22.02741 100.78923 China WL/R/T/BV Bubble GPRS (China line) Solar panel 29-07-2010 14-02-2012 Accepted

2 092980 Man'an MA Bu Yuan L 21.91511 101.26623 China WL/R/T/BV Bubble GPRS (China line) Solar panel 30-07-2010 13-02-2012 Accepted

3 350101 Ban Kengdone BKD Se Bang Hieng L 16.18703 105.31282 Lao PDR WL/R/T/BV Bubble GPRS (ETL) Solar panel 26-03-2009 16-06-2009 Accepted

4 120101 Ban Mixai BMI Nam Khan L 19.78576 102.18276 Lao PDR WL/R/T/BV Bubble GPRS (ETL) Solar panel 23-07-2008 29-09-2008 Accepted

5 270502 Ban Nape BNA Nam Phao R 18.30456 105.07337 Lao PDR WL/R/T/BV Radar GPRS (ETL) Solar panel 31-03-2009 16-06-2009 Accepted

6 430106 Ban Veunkhen VKH Se Kong R 14.81920 106.80566 Lao PDR WL/R/T/BV Bubble GPRS (ETL) Solar panel 26-07-2008 27-09-2008 Accepted

7 011201 Luang Prabang LP Mekong L 19.89266 102.13389 Lao PDR WL/T/BV Bubble GPRS (ETL) Solar panel 02-07-2010 26-09-2011 Accepted

8 320107 Mahaxai MHX Se Bang Fai L 17.41790 105.19847 Lao PDR WL/R/T/BV Bubble GPRS (ETL) Solar panel 04-03-2009 15-06-2009 Accepted

9 100102 Muong Ngoy MNG Nam Ou L 20.57210 102.61702 Lao PDR WL/R/T/BV Bubble GPRS (ETL) Solar panel 06-03-2009 19-06-2009 Partially

10 013901 Pakse PS Mekong R 15.09951 105.81320 Lao PDR WL/R/T/BV Bubble GPRS (ETL) Solar Panel 25-03-2009 21-05-2011 Accepted

11 230113 Phiengluang PLU Nam Ngum L 19.56853 103.07133 Lao PDR WL/R/T/BV Bubble GPRS (ETL) Solar panel 09-03-2009 20-06-2009 Partially

12 320101 Se Bangfai SBF Se Bang Fai L 17.07652 104.98537 Lao PDR WL/R/T/BV Bubble GPRS (ETL) Solar panel 29-03-2009 16-06-2009 Partially

13 350105 Sopnam SNA Se Bang Hieng R 16.68745 106.21484 Lao PDR WL/R/T/BV Bubble GPRS (ETL) Solar panel 27-03-2009 15-06-2009 Partially

14 011901 Vientiane KM4 VTI Mekong L 17.93093 102.61578 Lao PDR WL/R/T/BV Bubble GPRS (ETL) Solar panel 21-07-2008 25-09-2008 Accepted

15 290113 Ban Had Paeng BHP Nam Sonkhram L 17.67586 104.28632 Thailand WL/R/T/BV Bubble GPRS (AIS) Solar panel 09-07-2009 22-01-2010 Accepted

16 050115 Ban Mai Bua Daeng BMD Nam Kok L 20.02346 99.95909 Thailand WL/R/T/BV Bubble GPRS (AIS) Solar panel 30-07-2008 20-01-2010 Accepted

17 290102 Ban Tha Kok Doeng TKD Nam Sonkhram R 17.86592 103.77494 Thailand WL/R/T/BV Radar GPRS (AIS) Solar panel 08-07-2009 21-09-2011 Accepted

18 011903 Chiang Khan CK Mekong L 17.89971 101.67018 Thailand WL/R/T/BV Bubble GPRS (AIS) Solar panel 03-08-2010 22-09-2011 Accepted

19 010501 Chiang Saen CS Mekong R 20.27430 100.08840 Thailand WL/R/T/BV Bubble GPRS (AIS) Solar panel 06-08-2010 24-09-2011 Accepted

20 13801 Khong Chiam KC Mekong R 15.32186 105.49321 Thailand WL/R/T/BV Bubble GPRS (AIS) Solar panel 05-08-2010 20-09-2011 Accepted

21 013402 Mukdahan MH Mekong R 16.58285 104.73289 Thailand WL/R/T/BV Bubble GPRS (AIS) Solar panel 04-08-2010 20-09-2011 Accepted

22 013101 Nakhon Phanom NP Mekong L 17.42511 104.77371 Thailand WL/R/T/BV Bubble GPRS (AIS) Solar panel 04-08-2010 21-09-2011 Accepted

23 012001 Nong Khai NK Mekong L 17.88144 102.73220 Thailand WL/R/T/BV Shaft encoder GPRS (AIS) Solar panel 02-08-2010 21-09-2011 Accepted

24 070103 Thoeng THO Nam Mae Ing R 19.68837 100.18696 Thailand WL/R/T/BV Radar GPRS (AIS) Solar panel 05-07-2009 20-01-2010 Accepted

25 150101 Wang Saphung WSP Nam Loei R 17.29953 101.77634 Thailand WL/R/T/BV Shaft encoder GPRS (AIS) Solar panel 03-08-2010 22-09-2011 Partially

26 550102 Battambang BTA Sangker L 13.09208 103.19989 Cambodia WL/R/T/BV Radar GPRS (Mobitel) Solar Panel 18-03-2009 10-06-2009 Accepted

27 033401 Chaktomuk BCH Bassac R 11.56286 104.93523 Cambodia WL/BV Bubble GPRS (Mobitel) Solar Panel 15-07-2008 22-09-2008 Accepted

28 020106 Kompong Luong KL Ton le Sap Lake 12.57662 104.20779 Cambodia WL/R/T/BV Shaft encoder GPRS (Mobitel) Solar Panel 17-07-2010 23-05-2011 Partially

29 640102 Kompong Speu KSP Prek Thnot L 11.45625 104.49606 Cambodia WL/R/T/BV Radar GPRS (Mobitel) Solar Panel 16-03-2009 10-06-2009 Accepted

30 610101 Kompong Thom KTH Stung San R 12.71483 104.88792 Cambodia WL/R/T/BV Radar GPRS (Mobitel) Solar Panel 16-07-2008 23-09-2008 Accepted

31 014901 Kratie KT Mekong L 12.48141 106.01762 Cambodia WL/R/T/BV Bubble GPRS (Mobitel) Solar Panel 19-07-2010 22-05-2011 Accepted

32 450101 Lumphat LPH Sre Pok L 13.50102 106.97129 Cambodia WL/R/T/BV Bubble GPRS (Mobitel) Solar Panel 22-03-2009 13-06-2009 Partially

33 020102 Prek Kdam PK Ton le Sap West bank 11.81117 104.80678 Cambodia WL/R/T/BV Shaft encoder GPRS (Mobitel) Solar Panel 16-07-2010 23-09-2008 Accepted

34 430102 Siempang SPA Sekong R 14.11527 106.38777 Cambodia WL/R/T/BV Bubble GPRS (Mobitel) Solar Panel 23-03-2009 21-05-2011 Accepted

35 530101 Sisophon SSP Sisophon R 13.58664 102.97645 Cambodia WL/R/T/BV Bubble GPRS (Mobitel) Solar Panel 28-06-2009 22-05-2011 Accepted

36 014501 Stung Treng ST Mekong L 13.53223 105.95019 Cambodia WL/R/T/BV Bubble GPRS (Mobitel) Solar Panel 20-07-2010 21-05-2011 Azccepted

37 440102 Voeun Sai VSA Sesan L 13.96843 106.88482 Cambodia WL/R/T/BV Bubble GPRS (Mobitel) Solar Panel 21-03-2009 13-06-2009 Accepted

38 451305 Ban Don BDO Se Re Pok R 12.89789 107.78319 Vietnam WL/R/T/BV Bubble GPRS (Viettel) Solar panel 21-07-2009 03-02-2010 Accepted

39 39803 Can Tho CTH Bassac R 10.05280 105.78714 Vietnam WL/R/T/BV Shaft encoder GPRS (Mobifone) Solar panel 06-07-2008 19-09-2008 Accepted

40 985204 Cau tieu CTI Mekong in sea 10.27972 106.78222 Vietnam WL/T/BV Radar GPRS (Vinaphone) Solar panel 10-07-2008 21-09-2008 Accepted

41 039801 Chau Doc CD Bassac R 10.70522 105.13348 Vietnam WL/R/T/BV Shaft encoder GPRS (Vinaphone) Solar panel 14-08-2010 26-05-2011 Accepted

42 985401 Dinh An DAN Bassac in sea 9.53083 106.36778 Vietnam WL/T/BV Radar GPRS (Vinaphone) Solar panel 12-07-2008 20-09-2008 Accepted

43 450701 Duc Xuyen DXU Krong Kno L 12.29638 107.97553 Vietnam WL/R/T/BV Bubble GPRS (Viettel) Solar panel 19-07-2010 03-02-2010 Accepted

44 450502 Giang Son GSO Krong Ana L 12.51115 108.18234 Vietnam WL/R/T/BV Shaft encoder GPRS (Viettel) Solar panel 19-08-2009 25-05-2011 Partially

45 440201 Kontum KTU Dak Bla R 14.34739 108.03416 Vietnam WL/R/T/BV Bubble GPRS (Viettel) Solar panel 17-07-2009 02-02-2010 Accepted

46 019804 My Thuan MTH Mekong R 10.27535 105.92632 Vietnam WL/R/T/BV Shaft encoder GPRS (Vinaphone) Solar panel 13-08-2010 25-05-2011 Accepted

47 019803 Tan Chau TC Mekong R 10.80047 105.24778 Vietnam WL/R/BV Shaft encoder GPRS (Vinaphone) Solar panel 13-08-2010 26-05-2011 Accepted

48 985203 Vam Kenh VKE Mekong L 10.27430 106.73714 Vietnam WL/R/T/BV Shaft encoder GPRS (Vinaphone) Solar panel 09-07-2008 21-09-2008 Accepted

49 980601 Vam Nao VN Vam Nao R 10.57865 105.36337 Vietnam WL/R/T/BV Shaft encoder GPRS (Vinaphone) Solar panel 14-08-2010 26-05-2011 Accepted

Note : WL = Water LevelR = RainfallT = Air Temperature inside equipment shelterBV = Power supply baterry DC voltage

N° Station CodeRiver-bank Left/Right

River AcceptanceDate of

InstallationDate of

Commissioning

Station Name

Power Supply

Coordinates (WGS84)(WGS 84) Country WL Sensor Data TransmissionParameter

Page 47: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 47 /69

FINAL REPORT May 2012

Table 4 : Summary of remarks made during the commis sioning and works done after reception

N° Code Name Remarks during commissioning Work done after reception

1 092600 Jinghong Gasline of CBS is too long and with counter slope Civil works are planned for extension of the Gasline to measure low flow levels

Gasline was too short, needed to extent into a minimum level. New deep rang CBS was installed for flood season

2 092980 Man'an Gasline of CBS is too long and with counter slope Keep existing gasline. WL and rainfall data were good recoding

3 350101 Ban Kengdone SOPs missing Log book missing Bamboos to be cut as requested by design

SOP and log note were translated into Laos Cutted some branches of bamboos trees

4 120101 Ban Mixai No logbook Housing is not a storage room (cleaning and maintenance SOP) Observer to be trained (in Lao) how to adjust water level

SOP and log note were translated into Laos An old observer’s still working on that station

5 270502 Ban Nape

SOPs missing Log book missing Location of sensor not the correct one (at the 11th barrier instead of 13th)

SOP and log note were translated into Laos Rearranged sensor in numbering order Re configured DuoSen programme

6 430106 Ban Veunkhen

Benchmark not establish Logbook missing Extension of antenna (done September, 28th) Some trees to be cut Cleaning around the station Extension of pipes to 2.500 on staff gauge with good fixation of sensor

Planned to survey datum of staff-gauge SOP and log note were translated into Laos Extended pipe as recommended

7 011201 LuangPrabang

Install an electric ground connection SOPs missing Logbook missing Connect AHNIP external antenna Open 2 windows with net

Installed elect. Ground connection SOP and log note were translated into Laos Opened 2 windows with net

8 320107 Mahaxai

SOPs missing Log book missing Cut trees around Move rain gauge to the other corner, elevated by 1 meter

SOP and log note were translated into Laos Reinstalled OTT toolbox, after submerged by flood in 2011

9 100102 MuongNgoy

Log book missing SOPsmissing Radar sensor in error (error3, error 1) Error in DUOSENS, cannot download configuration, error message in WBSLAO.exe To be upgraded

SOP and log note were translated into Laos Installed CBS sensor, Problem of internet signal covering area

10 013901 Pakse

Clear trees around the station SOP missing Adjust horizontality of TB3 No official logbook

SOP and log note were translated into Laos Clear tree surrounding area

11 230113 Phiengluang

Log book missing SOPs missing No respect of design: remove old shelter Rain gauge location Sensor fixation Clear the area (bamboos not cute)

SOP and log note were translated into Laos Still using the old shelter Clear and cuted bamboos

12 320101 Se Bang Fai

SOPs missing Log book missing Problem of sensor (jumps) to be clarified (firmware, location of sensor, iron bridge?) Possible influence of the pears on the measurement(beam of measurement) Location of sensor to be changed between pears upstream part of the bridge as presented in the design Possibly change communication protocol from SDI12 to RS485

OSP and log note were translated into Laos Still using testing CBS for recording WL

13 350105 Sopnam

SOPs missing Log book missing Stairs and Staff gauge not extended Gasline not fixed Sensor not fixed on extended Gasline (in sediment) Cut trees and grass around Rain Gauge as indicated in the design

OSP and log note were translated into Laos Planned to extend the stairs and staff-gauge Clear and cutted some tree branches

Page 48: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 48 /69

FINAL REPORT May 2012

14 011901 Vientiane KM4

Good fixing of the galvanized tube into the house (avoid angles) Extension of the galvanized tube and gas line Benchmark to be establish Staff gauges to be checked (some elements moving) Logbook missing Electric ground connection missing

OSP and log note were translated into Laos Elect. Ground already connected

15 290113 Ban Had Paeng

Staff gauges to be installed from the river and numbered Gas line to be reinstalled (existing too short) Benchmark missing Electric ground connection to be connected Mosquito net to be improved (smaller mesh) Cut the tree

16 050115 Ban Mai BuaDaeng SOP not present

17 290102 Ban ThaKokDoeng SOP not in the station Wrong setup (storage Delta), modified by JP Bricquet

18 011903 Chiang Khan

Use the external antenna Use stronger cable for electric ground connection Element 12 to 14 to be aligned (today inclined at an angle of 10°)

19 010501 Chiang Saen

SOPs missing Logbook missing Install solar panel instead of battery charger as numerous power cuts Replace cable of the raingauge, ensure a good cable protection Use the external antenna (need connecting adaptor)

20 13801 KhongChiam

Cable used for the electric ground connection too thin, increase thickness SOPs missing

21 013402 Mukdahan

Use the external antenna (need an adaptor to connect) Benchmark? Adjustment of water level every week

22 013101 NakhonPhanom External antenna (existing but not connected)

23 012001 NongKhai

Fix the solar panel Move the whole station to the DWR station (500 meters upstream), change for a CBS

24 070103 Thoeng

Change the staff gauges for more recent design (actual every 2 cm) SOP not in the station

25 150101 Wang Saphung

Not in conformity with the design, after request of local staffs. Changed for SE200 Stilling well not fully vertical Stilling well installed upstream of the bridge and lot of debris creating turbulences, Sensor installed under the cabinet hosting the logger, not useful for intervention Fuse (spare part) of the modem is missing SOPs missing Logbook missing Strong recommendation to follow the original design and to install a CBS sensor in the house build especially for the project

26 550102 Battambang Install mosquito net to avoid insect inside the house Log book missing SOPs are not present into the shelter

27 033401 Chaktomuk

Benchmark to be done Staff gauges to be replaced Better electrical ground connection Refer to civil works (see design of stations) Add 4 vents to reduce internal temperature

28 020106 KompongLuong

Replacement of staff gauges is imperative (missing elements, other in poor condition) Clear horizontal connecting pipe Install a new counterweight Install net (birds nest)

Page 49: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 49 /69

FINAL REPORT May 2012

Install electric ground connection

29 640102 KompongSpeu Installation of a net to avoid bird’s nest on the shelter Log book missing SOPs not present in the shelter

30 610101 Kompong Thom Logbook missing

31 014901 Kratie

Improve electric ground connection Improve or replace staff gauges especially lower part (not readable) Check regularly humidity monitor

32 450101 Lumphat

Installation of a net to avoid insects in the house Log book missing SOPs not present in the shelter Trees to be cut as explained in the design Rain gauge to be installed within the fence and not on the roof of building, refer to the design (rain gauge was installed on the roof by lack of electric cable) Clean the staff gauges Cut the grass within the stairs

33 020102 PrekKdam Improve electric ground connection Reduce internal temperature (by opening windows with net)

34 430102 Siempang

Move the rain gauge to a better location Re-fix staff gauges (element 5 to 7) Add an element 1-2

35 530101 Sisophon None

36 014501 Stung Streng

Replace staff gauges Add a net Clean rain gauge

37 440102 VoeunSai

Installation of a net to avoid insects and other in the house Log book missing SOPs not present in the shelter Trees to be cut as explained in the design Extend elevation of rain gauge by 1.5 m due to the new building nearby

38 451305 Ban Don

Electrical ground connection should be improved Local staff to be trained Adjust water level more often (every Monday for example)

39 39803 Can Tho

Problems of data transmission to be checked with GSM provider Install external antenna to increase efficiency of transmission (only 77 % today) Painting of solar panel support and rain gauge support Logbook missing

40 985204 Cautieu Electrical ground connection Logbook missing Install staff gauges

41 039801 Chau Doc Change the cable of the solar panel to the shelter (to small)

42 985401 Dinh An Problems of data transmission to be checked with GSM provider Electrical ground connection Logbook missing

43 450701 DucXuyen

SOPs missing Sensor not in water, to be extended by 2 meters pipe, just downstream the rock Install electrical ground connection Change the scaling to “positive values only”, so scaling can be adjusted to reflect absolute water level MSL

44 450502 Giang Son

Revert position of SE200 for better accessibility Move the rain gauge to SW corner of stilling well’s house Protect the stairs with gabions Install an electric ground connection SOP missing Benchmark to be added

45 440201 Kontum

Sensor under sediment Pipe should be fixed along the stairs, linked with the stairs, then the sensor should be attached to a vertical pipe Replace existing PVC by galvanized pipe. SOPs missing

Page 50: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 50 /69

FINAL REPORT May 2012

Technical staff not trained Adjust water level every week Station working well, except sensor under sediment. Purge of the system (pump on CBS) should be done every week for 10 minutes Change the scaling to “positive values only”, so scaling can be adjusted to reflect absolute water level MSL

46 019804 My Thuan None

47 019803 Tan Chau

Cut the trees in the South of the station or extend the pole of the rain gauge There is a problem with the sensor: when we record high water levels, we have the same values between chart recorder and OTT equipment. When it is the low water level, we have a systematic difference of 4 cm between the 2 systems. We have noted that the measuring range of the SE200 sensor provided is only 1m as indicated on the box of the SE200

48 985203 VamKenh None

49 980601 VamNao Change the cable of solar panel to shelter as the actual one is not accurate

Figure 2. Example of stations performance evaluatio n in 4 countries (29Aug - 8Sept 2010) Cambodia

Page 51: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 51 /69

FINAL REPORT May 2012

Lao PDR

Thailand

Page 52: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 52 /69

FINAL REPORT May 2012

Vietnam

Page 53: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 53 /69

FINAL REPORT May 2012

No. Station ref. Stations. Codes Station Name River Country ZeroGauges Type of sensor Stations' status Possible ProblemsFixing and cheking

1 AHNIP 014501 Stung Streng Mekong KH 36.790 Bubble √√√√

2 AHNIP 014901 Kratie Mekong KH -1.080 Bubble √√√√There were spike during high water

levelFixed

3 AHNIP 020102 Prek Kdam Tonlesap KH 0.080 shaft encoder √√√√

Transmitted data with spike, bubble

might be covered by sidmentFixed

4 AHNIP 020106 Kompong Luong Tonlesap KH 0.640 Bubble √√√√Wire of shaft encoder was cut, need to

replace urgentlyFixed

5 HYCOS 440102 Voeun Sai Sesan KH Bubble √√√√6 HYCOS 450101 Lumphat Sre Pork KH Bubble √√√√7 HYCOS 033401 Bassac Chaktomouk Bassac KH -1.020 Bubble √√√√8 HYCOS 610101 Kompong Thom Stung San KH radar √√√√9 HYCOS 550102 Battampang Stung Sangker KH Bubble √√√√

10 HYCOS 430102 Siempang Se Kong KH Bubble √√√√11 HYCOS 640102 Kompong Speu Prek Thnot KH Bubble √√√√ Replaced of Radar

12 HYCOS 530101 Sisophon Sisophon KH Bubble √√√√13 AHNIP 011201 Luang Prabang Mekong LA 267.200 Bubble √√√√14 AHNIP 013901 Pakse Mekong LA 86.490 Bubble √√√√

15HYCOS 011901 Vientiane Mekong LA 158.040 Bubble √√√√

with small spikes, sidment may cover

bubble sensorFixed

16 HYCOS 100102 Muong Ngoy Nam Ou LA Bubble xThe oriffce is above the water level

Fixed but not working

properly

17 HYCOS 120101 Ban Mixay Nam Khan LA Bubble √√√√Transmiited with small spikes, maybe

buble or tube problems Fixed

18 HYCOS 230113 Phiengluang Nam Ngum LA Bubble √√√√ Fixed

19 HYCOS 320107 Mahaxai Se Bang Fai LA Bubble √√√√

20 HYCOS 320101 Se Ban Fai Sebangfai LA Bubble √√√√The oriffce is above the water level Fixed

21 HYCOS 270502 Ban Nape Nam Phao LA Bubble √√√√with smail spikes, bubble may be

covered by sidmentFixed

22 HYCOS 350105 Sopnam Se Banghieng LA Bubble √√√√

23 HYCOS 350101 Ban Keng Don Se Banghieng LA Bubble √√√√with small spikes, sidment may cover

bubble sensorneed

24 HYCOS 430106 Veun Khen Sekong LA Bubble √√√√25 AHNIP 010501 Chiang Saen Mekong TH 357.110 Bubble √√√√

26 AHNIP 011903 Chiang Khan Mekong TH 194.120 Bubble √√√√send negative values(-32m of HH),

problem with sensorFixed

27 AHNIP 012001 Nong Khai Mekong TH 153.650 Bubble √√√√Need to move and

replace for Bubble

sensor

28 AHNIP 013101 Nakhon Phanom Mekong TH 130.960 Bubble √√√√29 AHNIP 013402 Mukdahan Mekong TH 124.130 Bubble √√√√30 AHNIP 013801 Khong Chiam Mekong TH 89.030 Bubble √√√√

31 HYCOS 050115 Ban Mai Bua Daeng Nam Kok TH Bubble √√√√Need to move for a

new location

32 HYCOS 070103 Thoeng Nam Mae Ing TH 359.100 radar √√√√with spike, it may be radar sensor

problems

33 HYCOS 150101 Wang Saphung Nam Loei TH Bubble √√√√Need to move and

replace for Bubble

sensor

34 HYCOS 290113 Ban Had Paeng Nam Songkhram TH Bubble √√√√with small spikes, sidment may cover

bubble sensorFixed

35 HYCOS 290102 Ban Tha Kok Daeng Nam Songkhram TH 134.890 radar √√√√Transmitted with big spikes, it may be

radar sensor problemFixed

36 HYCOS 440201 Kon Tum Dak Bla VN 0.000 Bubble √√√√Transmitted with big spikes ,it may be

firmware problemFixed

37 HYCOS 451305 Ban Don Serepok VN Bubble √√√√send very big data(169m of HH), it

need to adjust ZerogaugeFixed

38 HYCOS 450502 Giang Son Krong Ana VN shaft encoder √√√√no data tranmitted due to delay of civil

workFixed

39 HYCOS 450701 Duc Xuyen Serepok VN Bubble √√√√40 HYCOS 019804 My Thuan Mekong VN 0.000 shaft encoder √√√√41 HYCOS 985203 Vam Kenh Mekong VN 0.000 shaft encoder √√√√42 HYCOS 039803 Can Tho Bassac VN 0.000 shaft encoder √√√√43 HYCOS 985204 Cua Tieu South China Sea VN radar √√√√

44 HYCOS 985401 Dinh AnSouth China Sea

VN radar √√√√with some spike during a day, firmware

or radar problemsFixed

45 AHNIP 039801 Chau Doc Bassac VN 0.000 shaft encoder √√√√46 AHNIP 980601 Vam Nao Vam Nao VN 0.000 shaft encoder √√√√47 AHNIP 019803 Tan Chau Mekong VN 0.000 shaft encoder √√√√48 AHNIP 092600 Jinghong Mekong CN 543.000 Bubble √√√√49 AHNIP 092980 Manan Manan CN Bubble √√√√

Table 5: List of stations and their performance

Page 54: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 54 /69

FINAL REPORT May 2012

4.1.4 Data Management and real time data

a) 1st step: use of Hydmet software As MRC and NHMS already managed hydrometeorological data with the HYDMET software implemented at MRC in the framework of AHNIP project, it was decided to use this software for Mekong-HYCOS project during the 1st step of Construction and Installation Phase and to evaluate it during this period. Thus, only few adaptations of the software have been needed to download Mekong-HYCOS data: implementation of the GPRS OTT protocol. These adaptations were made by HydMet-Soft Company which developed HYDMET.

HydMet-Soft Company is a group of hydrologists having experiences at Hydrological Center of the Mekong River (under SRHMC) and IT experts working at Can Tho University

The justification for entering into a direct contract with HydMet Soft instead for a competitive procurement procedure is that HYDMET has been well established in MRC and is in use for both the AHNIP and the Mekong-HYCOS project. Likewise, staffs in line agencies and the MRCS are trained in the use and operation of the system. The introduction of a new system would necessitate efforts in changing the instrument-reporting interface of the software and re-training of a larger number of technical staff to familiarize them with the operation of the new system. However, the sustainability of HYDMET and the use of a sustainable software from a Company should be considered

HYDMET software includes two main components namely TelemetrySystem and ManualSystem. TelemetrySystem function is used for AHNIP and Mekong HYCOS networks dealing with automatic data which is measured automatically with equipment, while ManualSystem function is used for management and sharing of manual data which observed manually with staff gauge and raingauge.

ManualSystem component of the HydMet software includes functions as listed below: 1. Data entry and edit: Manual data (staff gauge reading and rainfall) is able to be entered,

corrected, and deleted easily on the tabular. While entering data of current date, a graph of latest 20 days is shown for checking data trend. Automatic checking can be setup to prompt with sound or color change if data is out of range (minimum and maximum) or rising/falling rate is higher than a specific value. Data is managed with Access database.

2. Data export: Manual data is able to be exported to text file, Excel, special HydMet. Export function can be scheduled at specific interval and time.

3. Send manual data to MRC: Manual data from the beginning of last month or last year is able to be sent to two specific FTP address, one at RFMMC in Phnom Penh (as priority) and another at MRCS office in Vientiane (as back up). Sending progress and result can be seen.

4. Get manual data from MRC: Manual data from the beginning of last month is able to be get from two specific FTP address, one at RFMMC in Phnom Penh (as priority) and another at MRCS office in Vientiane (as back up). Getting progress and result can be seen. Getting data from FTP can be scheduled.

5. Record and display date & time to send manual data to MRC from each line agency 6. Demonstrate manual data in graph: Data of each station will be shown in a specific order to

compare data of current year with last year, maximum, minimum. This function can be scheduled.

7. SMS functionalities:

Page 55: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 55 /69

FINAL REPORT May 2012

• Is able to receive SMS which is prepared and sent manually by the field observer; then data in text format is decoded, imported to database and sent to the MRCS automatically; a short message can be sent back to the field observer to confirm the result.

• Is able to send several SMS to respective mobile phone number. Each SMS consists of maximum of 160 characters. History and result of sending SMS is recorded and display. Sending progress can be seen.

• In practical, flood bulletin or any information with respective mobile phone number in Excel is able to be converted to several SMS and then sent one by one to the users.

8. Basic Network management function: New network, station and related information are able to be added, corrected and deleted.

Telemetry component of HYDMET software, includes 14 following functions 1. Network Information:

- Manage network, meta data - Edit station information: name, code, country, long, lat, … - Show network, station on map and picture

2. Graph: - Show data in graph including water level, rainfall, discharge - Data period and specific station can be selected.

3. Tabulation - Create the table containing water level data of whole network in the last 10 days. - Good quality data is in blue; not good quality data is in red…

4. Summary Report: - Create a table containing the latest telemetry water level data points, rainfall data, discharge

data, data age and data quality of whole network, 5. RealTime

- Automatically download telemetry data from MRCS FTP site atrequired period and merge to database.

- Automatically create the daily report in text and Excel format and upload to Public FTP site for common users at required period.

- Automatically download Chinese in text format from FTP, merge to database and then upload to FTP in binary file.

- Showing data in graph by region or country. - Automatically record the time to receive data from the country. - Upload and distribute data quality via FTP

6. Data Review - Viewing data in graph and table including water level, rainfall, difference between telemetry

and manual data, quality code - Quality code (from 0 to 5) can be edited easily - Specific station and period can be selected. - Checking data accuracy in comparison of telemetry and manual data.

7. Data Export: - Telemetry data can be exported to txt or csv with common format in station group, country

group … 8. Workbench:

- Telemetry data can be edited, validated with effective and powerful tool. - Archive data

9.Demonstration:

Page 56: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 56 /69

FINAL REPORT May 2012

- Automatically show data station by station in graph, containing telemetry data, manual data (average, last year, this year), differences, rainfall and 4 sustainability indicators (reliability, timeliness, accuracy, quality)

10. Data Quality - Show data quality in table. - Data quality can be edited manually by clicking the mouse.

11. Time to Receive data: - Show time to receive data from country in table.

12. Monthly View: - Show data at specific month in graph and tabular including telemetry data, manual data, 4

sustainability indicators 13. Monthly Report

- Prepare a monthly report of specific month, including the summary, detailed calculation of 4 sustainability indicators (reliability, timeliness, accuracy, overall quality)

14. China (For China only) - Analyze and merge telemetry data from specific text format receiving from Jinghong and

Manan via satellite and landline telephone to database - Create a report containing telemetry data and rainfall - Upload data to MRCS FTP site with intelligent checking to clarify whether data is uploaded

successfully or not.

Displays of HYDMET Software

Page 57: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 57 /69

FINAL REPORT May 2012

b) 2nd step: development of a data management strategy In second step, a concept note on Data Management Policy/Strategy has been developed by IKMP and shared with NMCs and Line Agencies including members of Technical Assistance and Coordination Team (TACT). Moreover Concerning Real time data, the principle of data management is as follows: HYCOS data is send via GPRS from data loggers at the monitoring stations and received on MRCS FTP server. Real time data requires real time monitoring. Two type are established:

- A ‘Trigger ’ for check of timely and reliable receipt of data by the FTP server. This includes log files with overview of all stations with listings of issues like missing time synchronization, late receipt of data, no data transmissions etc. Log files are produced real time every 15 min 24/7.

- An online Quality Assurance of data, transforming raw data to QA level 1 where illegal values are removed, missing records added etc. This is also done within 15 min, includes MC and XML formats, and after this process, data from stations sending timely and reliably can be used for flood forecasting, online display of water level etc. Raw data cannot under any circumstances be used for any purpose.

Transforming real time data from QA level 1 to level 2 and 3 is done offline pr. week. Level 1, 2 and 3 data is added to the Master Catalogue (MC) (Using Geo Network) and is then available for user access. Dataset, metadata, graphics and log files are included available. The relational databases are also updated pr. week and can be downloaded from the MC. The data arriving on the FTP server is backed up via the established backup system. Raw data is stored aside other raw datasets and is only available for QA managers. Real time trigging and QA level 1 data can be produced locally, ex at FMMP or a national agency but until proper training has taken place this will happen at MRCS. Training for FMMP and national line agencies is a high priority in IKMP work plan 2010. Level 1, 2 and 3 datasets are available via the MC. For users requesting constant updating of local copies of these datasets, automatic updating / synchronization can be established, if staff and technical resources / installations are locally available.

Page 58: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 58 /69

FINAL REPORT May 2012

Displays from the MRC Portal

Raw Real time data

On FTP server Via GPRS from Level 1 datasets /

15m

Online Trigger

Online QA level 1

Log file / 15 min

Near real time use: • Flood forecasting

• Real time web display

• ………

Operational action on errors

Level 2 datasets / 7d

Level 3 datasets /7d

To MC

To relational DB

Back up

PORT

AL

Page 59: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 59 /69

FINAL REPORT May 2012

4.2 INSTITUTIONAL AND MANAGEMENT ASPECTS

As 1.1.2, the organization of the project is based on the active implication and participation of the MRC member countries (Cambodia, Lao PDR, Thailand and Viet Nam). The implementation of Mekong-HYCOS project is also in collaboration with WMO. 4.2.1 Role played by the participating countries

The successful implementation of the Mekong-HYCOS project had to rely on the active participation of National Hydrological Services as well as Line agencies concerned. In general terms, all the four riparian countries participated in the project implementation to a satisfactory degree, even though the individual levels of performance differ. It can be said that the good will and the strong political commitment by the member countries at the highest Government levels contributed very much to the recorded successes. The designated national agencies responsible for hydrological services, namely, the Department of Hydrology and River Works of Cambodia, The Department of Hydrology and Meteorology of Lao PDR, Department of Water Resources of Thailand and Southern Region Hydromet Services and Central Highland Region Hydromet Services of Viet Nam provided the required national staff who carried out the project activities on a day-to-day basis. They also provided various cooperation, especially during the field mission on installation of equipment. a) Participation in the installation of equipment o f Line agencies

Personnel of the NHSs carried out field installation of equipment with assistance from members of the 4 participating countries. The participating countries provided also cooperation and support for the civil works of stations construction, which were carried out by NHSs before installation of the equipment. However, there were some delays in carrying out the required civil works before installation of equipment. Most of these civil works took much longer than expected in part due to rainy saison, even though they involved limited actions such as bidding process or building small shelters for instruments. b) Regional and National data bases

Besides the Regional Data Base maintained at the Secretariat Office, each country was required to establish its own national data base consisting of validated data from the national networks. Work to establish these data bases is continuing in the participating countries but, as explained already, the data is still not fully validated. All the countries have had one or two of their people trained in data handling and they should be able to keep their data bases up to date. In the few cases where the trained personnel have left their national hydrological services, their colleagues who have been working with them should take over the databases. During time the preparation of Mekong-HYCOS Project document in 2005, it was found that the national data operators were not yet familiar with the operating software used at the Secretariat and the national data terminals did not work well, especially Cambodia and Lao PDR. In Vietnam and Thailand, such expertise exists in any line agencies. However, in Cambodia and Lao PDR, there is a

Page 60: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 60 /69

FINAL REPORT May 2012

lack of database experts in the line agencies. Therefore, the Mekong-HYCOS project has provided the necessary budgets for these two countries to hire database experts for conducting the necessary tasks in the line agencies where terminals are installed during the beginning stage starting from September 2009 and end on September 2010. An extension has been agreed from September 2010 to the end of the project. 4.2.2 Role played by the Project Management Unit (P MU) at MRCS

The Project Management Unit (PMU)) had a key role in the Project as shown by the 1.1 (6). It was charged with implementation of the project (installation of stations in collaboration with participating countries, OTT experts), receiving and disseminating data in real time, creating a regional database and capacity building. The PMU had to serve as a focal point of a regional network grouping all the participating countries. It implemented the project under the supervision of WMO and with the support of Technical Assistance by CNR/IRD. However some difficulties were faced after the departure of Mr Liko Solangkoun after moving of IKMP to Phnom Penh and a Project Manager dedicated at 100% to the project was not found. Dr Sothea Khem, operational hydrologist has played this role in complement of other tasks. 4.2.3 Role played by the Technical Assistance (TA)

The main role of TA was to assist the PMU to implement the Mekong-HYCOS project. However, they had some responsibility for several tasks:

- Technical Assistance for development/improvement of a regional Hydrometeorological network,

- Support to the PMU in the organization of training/meeting activities as requested by MRCS,

- Participation to the commissioning missions with on the job training 4.2.4 Role played by the World Meteorological Organ ization (WMO)

The role of WMO was to supervise and facilitate the implementation of the Mekong-HYCOS project and to provide a technical and scientific support to the PMU and to the participating countries. WMO has a long experience in the exchange of environmental data at the global, regional and national levels, which could be used for the benefit of the implementation of programmes for exchange of data such as GTS, the one included in the Mekong-HYCOS Project.

Page 61: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 61 /69

FINAL REPORT May 2012

4.3 Outputs and Indicators

4.3.1 Component 1-Frame work for cooperation

Outputs Indicators Verification

� Existing Regional and National policy frameworks for cooperation endorsed.

� Establish a Project Management Unit at the MRCS & National Mekong HYCOS Data terminal.

- Acceptance of the Project Implementation Workplan,

- Fund raising and signing of funding agreements,

- Establishment of the Project Coordination Committee,

- Memorandum of Understanding countries/MRC established,

- Memorandum of Understanding among the NHMs and National Mekong Committees established at the national level,

- Project facilities established within the MRCS,

- All technical staff recruited one month before the project implementation begins for the PMU,

- Mekong-HYCOS focal point created in the NHMs.

- Updated workplan and PIP validated by the PCC meetings

- Signature by AFD and MRC in May 2006 - Elaboration of TOR for the PCC and Establishment of PCC in 2007

- MOU/ToR were prepared in 2007 and signed in April 2008

- Mekong-HYCOS project under Information and Knowledge Management Program - Project Manager recruited in September 2006 - 1 focal point has been designated for each NMC

4.3.2 Component 2-Regional strengthened hydro-meteo rological network

Outputs Indicators Verification

� Improve the Mekong River Basin monitoring and forecasting system.

� Build up related capacity in operating and maintenance of the system in the long run.

- Number of Upgraded hydro-meteorological stations all over the four participating countries,

- Number of Data Collection Platforms and telemetry systems installed and commissioned within the first two years of the project,

- Number of Telemetry systems installed and operational at Mekong-HYCOS stations,

- Date of Debut of communication links established between Mekong-HYCOS stations and National and Regional HYCOS Data Terminals,

- Number of Mekong-HYCOS stations used for flood forecasting at i) National and ii) Regional level,

- O&M Budgets available in NHMs for Mekong-HYCOS stations.

- 47 stations installed or upgraded : 45 stations with water level and rainfall, 2 tidal stations- and 2 stations in China - 5 data terminals and 10 stations in 2008 – 20 more stations in February 2010, 19 more stations in August 2010 - 49 stations with Teletransmission by GPRS - July 2008 - Need to be completed before the end of the project - O&M Budget available and provided to countries in 2008 and 2009 based on number of stations installed

Page 62: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 62 /69

FINAL REPORT May 2012

4.3.3 Component 3- Regional hydrological informatio n system.

Outputs Indicators Verification

� Upgrade/enhance regional database and telecommunication network;

� Upgrade/enhance national data collection, processing, databases and archiving systems;

� Data Sharing: Real-time (raw) data are shared only between the project partners while validated data are shared with the general public

- Date of Installation of receiving station at the Regional project Data terminal (MRCS in Vientiane and RFMMC in Phnom Penh) and dedicated software,

- Enhancements of existing regional database in liaise with MRC/GIS-Database unit,

- Date of Installation of receiving stations at the national project terminals and dedicated software,

- Enhancement/development of national databases in liaise with the regional centre (at least one database per country is improved in terms of hardware and software ),

- Raw Data are retrieved from the telecom system(s) for x stations,

- Raw data are screened and verified by Flood Forecast teams,

- Verified data are validated by National experts.

- July 2008 – HYDMET software used for data collection , - replaced by the Hydras3 protocole in 2010 - Hydmet considered in 1st step of the project – sustainable software under consideration by IKMP: Hydras3 from OTT Company and Online, - July 2008, - Hydmet considered in 1st step of the project – sustainable software under consideration by IKMP, - 47 stations in the LMB – - 2 stations in China (June-Oct) - Ready to use near real time hydro-met data for flood forecasting - QA/QC at regional level,

4.3.4 Component 4- Capacity building, training (and promotion of public awareness).

Outputs Indicators Verification

� National and regional staff/institution capacity strengthened.

� Provide and disseminate hydrological information to the users in liase with the FMMP programmes;

� (Promotion of public awareness: NOT related to HYCOS project because ISLAND and OFDA projects already in charge)

- At least 2 persons per Line Agency trained in Mekong-HYCOS instrumentation and one in database management

- Validated data are transmitted to MRC and other National organisations upon existing agreements.

- Information obtained from Mekong-HYCOS stations will be furbished through the MRCS to the institutions/projects in charge of info dissemination which should prepared and disseminated public awareness brochures to relevant National agencies and relevant beneficiaries

- Several regional and national training organised - under consideration by IKMP through Data management policy and strategy - Information available on the MRCS Website

Page 63: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 63 /69

FINAL REPORT May 2012

55.. CCOONNCCLLUUSSIIOONN AANNDD RREECCOOMMMMEENNDDAATTIIOONNSS

5.1 Hydrometeorological Network

The Construction and Installation Phase ended mid-2010 with the installation of some Mekong-HYCOS remaining stations and the upgrading of AHNIP stations. All stations were commissioned by MRCS assisted by TA and NHS. Based on lessons learned during this phase, several recommendations can be made for the continuation of the project. At the moment the situation is globally good with a rate of data reception of around 90 %. The visited stations installed are working correctly and the data recorded since the start-up of the stations were saved with HYDRAS3 software. For some of them equipped with a radar sensor, an internal problem was noted. This point has been solved by OTT except for 2 stations at Moung Ngoy and Pakse where needed to replace modems. Transmission of data by GPRS is running well, even with have some failure in the connexion but reception at the MRC FTP site shows a ratio higher than 85 %. Bad values are analysing every week by the MRC hydrology team. Concerning the technical aspects, the installations were on the whole in conformity with the plans which had been provided, although certain problems remain to be fixed like: - Logbook and SOP to place in the station It is extremely important to have those documents

in the station for a good monitoring of activities at the station and a proper use of the equipment by the observer. The log book is the most important document of the station. Any action should be noted in the log book to monitor the life of the station. SOPs should be revised and present in any station, not only at the regional office and have to be laminated for protection.;

- Electric ground connection should be improved to ensure a better dissemination of lightning, in respect of the design. A simple cable plugged into the ground is not enough. It should be improved by the line agencies as soon as possible otherwise there are risks of failure or destruction of the station, in case of lightning

- Nets should be installed for all stations to prevent the presence of insects in the building and - Some benchmarks are missing and some staff gauges should be checked. Countries shall follow recommendations of the commissioning visits. Civil works must imperatively be completed in accordance with the provided indications. The rehabilitation of the staff gauges is also an essential point. This work concerns the Lines Agencies but must be reviewed by the Hydrology Team of MRCS so that the installation of the hydrological equipments can be done under the best conditions. In the interim report it was emphasized that globally, the level of knowledge of the observers is poor. That makes difficult for them, without additional trainings, to do the basic work needed at the station. Actually, supervision by more trained officers visiting regularly the stations is a must and should be encouraged for the sustainability of the MRCs network. Thus it was decided by the PCC to use some remaining funds for trainings focused on SOP.

Page 64: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 64 /69

FINAL REPORT May 2012

Any observer should be trained in order to maintain the stations in good conditions and to adjust regularly the water level. Trainings of observers in national language is crucial for the maintenance of the network.. Adjustment of water level by local observer (difference between data logger and sensor is significant) should be carried out every week. This will limit further data corrections. The SOP have been updated and simplified in order to verify that the local observer makes this verification. Regular visit to the stations by the Lines Agencies is extremely important. Every three months is a minimum. This point was already mentioned in the SOPs and the MoUs. Line agencies should be fully aware of their duties.

5.2 Data management and Real time data

During the 1 st step of installation phase it was agreed to use the HYDMET software to download and display data from MRC FTP site. As already said, the advantages of using this software were: (1) HydMet has been well established in MRC and is in use for both the AHNIP and the Mekong-HYCOS project; (2) Staffs in line agencies and the MRCS are trained in the use and operation of the system; (3) The introduction of a new system would necessitate efforts in changing the instrument-reporting interface of the software and substantial re-training of a larger number of technical staff to familiarize them with the operation of the new system Likewise, HydMet is fully integrated with the database management system of MRC that creates the core hydrometeorological database on the basis of data transferred to the database management system through HydMet. Requirements driven demand for such a system with complex functions are increasing in line with growing hydrometeorological observation networks operated jointly by MRC and line agencies. This requires periodic updating of the entire data management system. Efficient and effective operation of the MRC hydrometeorological network also requires that technology, equipment and operating processes are fully integrated between the different network components established by different projects and institutions. Consequently, the MRC data management system needs to be interoperable with related data management systems of the line agencies through the establishment of software that complies to agreed (meta)data standards, protocols and procedures. That’s why in second step, MRCS decided to develop a suite of tools for real time data collection, data quality assurance and dissemination to users through the Master Catalog. Actually, the MC has been implemented in line with IKMP policy and strategy that aims at enhancing standardization and interoperability of data management and database systems throughout the MRC and country-based partner organizations (i.e. NHMs). A concept note on Data Management Policy/Strategy has been developed by IKMP and shared with NMCs and NHMS. The note aims to address the issues as follows:

- The MRC Network data comprises two hydro-meteorological dataset series, Water Level and Precipitation. Data are integrated in the MRC Information System, particularly; the data

Page 65: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 65 /69

FINAL REPORT May 2012

acquired from HYCOS system will be stored and managed under MRC Master Catalogue after it has been Quality Assured and classified with relevant levels.

- Raw data from HYCOS stations is being Quality Assured real time to level 1 (automatically) and made available for uses by FMMP for flood forecasting and real time display on the MRC website.

- Data then are further Quality Assured by IKMP for identifying any significant gaps or spikes. Quality assurance will be applied to the data with levels 1, 2, 3 and then stored in the MRC Master Catalogue once per week.

The Mekong-HYCOS Data management and real time data shall be in line with this policy. This strategy has been implemented and data are collected by MRC, Quality assured and provided on the MRCS Website.

5.3 Sustainability of MRC hydrometeorological netwo rk

Mekong- HYCOS project is not only the improvement of a hydrometeorological network, it is also the setup of a real observatory of water resources. That means this network intends to monitor the Mekong basin for a period of at least 10 or 15 years. It is anticipated that the Mekong-HYCOS project should run long after 2012 and should be integrated in a wider view of the water management. The issue of sustainability of the project, once the external support will come to an end, is very important. Sustainability will, to a large extent, depend on the continued operation and maintenance of the stations, collection of field data and maintenance of the regional database, availability of sufficient financial resources and logistics and continued availability of human resources within the NHSs of the participating countries. In addition, the sustained interest and commitment of the participating countries will be a very important element towards sustainability of the project. This commitment could be secured by demonstrable benefits that the countries could obtain from the project. Some of these benefits include timely availability and accessibility to data for flood and drought forecasting and warning and water resources management; hydrometeorological products of relevance to the countries and at regional level, training opportunities for staff of NHSs and improved performance of the NHSs to meet the needs of their countries. 5.3.1 MoU/ToRs

Sustainability of MRC Hydrometeorological Network is described in and ensured by the “MoU/ToRs for Management of MRC Hydrometeorological Network” which are agreements between MRC and countries. The general objective of this MoU/ToR is to implement the "Guidelines for Management of the MRC Hydrometeorological Network" and to ensure the long-term sustainable management and operation of the MRC Hydrometeorological Network. This MoU/ToRs describe the role, responsibilities of each party and needed resources for its application.

Page 66: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 66 /69

FINAL REPORT May 2012

5.3.2 Operation and Maintenance of stations

During the field installation, it was found that stations have been vandalized (2 stations). The acts of vandalism are mainly removal/stealing of solar panels and galvanized pipes from the stations. In order to safeguard the station equipment,. local communities should be involved through creation of awareness to be watchdogs for the station. The O&M activities described in the MoU/ToRs shall be followed by countries and especially:

(i) Provision of adequate spare parts and missions to project sites to change out faulty equipment,

(ii) Repair of faulty equipment, (iii) Quarterly performance inspections to the monitoring stations to perform standard operating

and maintenance procedures, equipment calibration and testing, (iv) Documentation and archive practices where common standard/format is applied, (v) Specialized training of National Hydrometeorological Asset manager and Data Centre

Operator when a new technology is introduced. It is considered that building of in-house capacity for maintenance and repair of equipment within MRCS will contribute to sustainability of the project. . 5.3.3 Field Data Collection

One major pre-requisite for continued field data collection and therefore sustainability of the project is the continued access to the WMO GTS. From the project document, the involvement of WMO in the project as supervisor and provider of technical and scientific support, combined with ownership of the WHYCOS concept by WMO, it can be concluded that the GTS will continue to be available to the project. Beyond the technological infrastructure for collecting and transmitting the data, the contribution of the countries in monitoring field equipment, downloading data from the stations using Hydras 3 Rx, quality control of data collected from the field and updating rating curves are essential elements to ensuring field data collection. There is strong evidence in the riparian countries visited that these activities are going on and a commitment that they will continue. The only exception is Lao PDR and Cambodia, which is still handicapped by lack of personnel. 5.3.4 Regional and National Database

One of the main objectives of the Mekong-HYCOS project is the sharing of hydrological data and information on real time or near real time basis. The vehicle for delivering such data within the Mekong-HYCOS project is the combination of the regional database (RDB) and the National Database (NDB). The RDB and the NDB have been established under the Mekong-HYCOS project. However, one important aspect of the RDB should be completed. The validation of data, which is expected to give credibility to data on the RDB, shall be done, for reasons given that use of data from this database involves some risk, since its validity has not been ascertained. Much as some of this data may be valid in its present country, this has to be verified through comparison with data obtained through other means. It is well understood that hydrological data from the RDB would be used in the design of various water resources projects. It would therefore be risky to invest huge amounts of funds in infrastructure on the basis of non-validated data.

Page 67: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 67 /69

FINAL REPORT May 2012

To build confidence in the RDB, the validation of the data by the participating countries must be carried out regularly. This will have the added advantage of correcting any problems with the configuration of their computers and/or advising on their data quality control procedures. Development and adoption of a standardized procedure for validation of data, including frequency of validation, will be useful and is strongly recommended. It is also recommended that the NHSs immediately validate data currently, since this requires minimum effort to achieve. The Quality Assurance/ Quality Control is now implemented at MRCS through Quality Assurance levels 1, 2 and 3. As this suite of tools has been internally developed by MRCS, MRCS has to ensure that the RDB expert and MRCS hydrology team will be able to manage this on the long term in order to insure the sustainability of the MRC Hydromet network data management. 5.3.5 Real-time data to the MRC-RFMMC

The Mekong-HYCOS and upgrading AHNIP system provide real-time data to the MRC-RFMMC. IKMP should continue to liaise with the Regional Flood Management and Mitigation Centre (RFMMC) in to investigate their data needs. The implementation of QA/QC level 1 means that the MRC Hydrometeorological Network will have the functionality to supply all the data requirements that the RFMMC believe they will need in order to operate the flood forecasting model that they have already developped.

5.3.6 Trainings

3 Regional Training, 2 Operators meeting and 2x4 National trainings were provided to MRCS and countries. General 'on-the-job' training of additional field staff by Technical Assistant (TA) and OTT expert was also provided during field installation of OTT equipment Training and more importantly, development of in-country capacity within the participating countries are a key objective that needs to be achieved to sustain the project. It is therefore recommended that after completion of the project, regularly trainings for observers should be organized by countries assisted by MRCS hydrology team to ensure sustainability of the MRC Hydrometeorological Network.

Page 68: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 68 /69

FINAL REPORT May 2012

5.3.7 Human Resources

The non stability of Hydrology team under MRC is a concern. The threat of losing such staff to the MRCS as well as line agencies exists. Some could also be lost temporarily by leaving for further training, re-assignment or career progression within their agencies.

a) MRC human ressources

The project considers the resolution of the issue of maintaining technical and management capacity within the MRCS, NMCs and concerned line agencies as the matter of utmost importance. That will permit IKMP to build up a group of 3 or 4 people (as indicated in the IKMP Programme Document), able to conclude the whole of the activities of any hydrological service, and also provide advices to the lines agencies. Senior hydrologist, data manager and analysis, operational hydrologist, network manager are among the necessary profiles.

b) NMCs and NHMS human resources

A key principle of the Mekong-HYCOS project is to maximize the participation and technical capacity of NMCs and line agencies, so that they are willing and able to continue the project activities after project funding terminates. The likelihood of post-project sustainability varies considerably among the countries of the region. The Project is conceived and designed to maximize the likelihood of sustainability in all participating countries, but it cannot realistically be guaranteed. Some countries will be able to stand-alone such as Vietnam and Thailand; others will require on-going assistance such as Lao PDR and Cambodia.

c) On-going assistance

The project recognises that formal technical training sessions are not all that is required to assist personnel consolidate, apply and practice their new skills. Then, AFD agreed to fund an ongoing assistance program that would be an alternative to the traditional expertise system. This permanent presence from a Technical Advisor in Hydrology will bring advice, training, and guidance to a new technical officer as the new officer carries out his day to day duties. The TOR and the main tasks assigned to the Technica l Advisor in Hydrology are reported in Appendix 23 on the CD . 5.3.8 Budgetary Allocation

The major issue with respect to investment in infrastructure such as hydrometric networks is that the operation and maintenance costs are highly centralised within the National Hydrology and Meteorology Services and similar, while the National benefits are widespread and long term. In the short term therefore it is very difficult to demonstrate the benefits to national water resources planning, flood and drought management and mitigation and so forth. In effect, as soon as the donors cease funding there is no immediate perceived national benefit from ongoing investment Hydrometric information is fundamental to the planning, operation and management of water resources infrastructure and the implementation of flood defence strategies. The data network is greatly valued by those who use it, yet the assignment of a monetary or economic value is problematic. Data managers are often frustrated by the need to continue to justify a network, particularly in developing countries with their inevitable major constraints on National Budgets.

Recent review of the hydrometric programs and networks showed that the cost/benefit ratio of hydrometric resources ranged between a minimum of $5 and a maximum of $20 for each $1 invested.

Page 69: The Mekong Hydrological Cycle Observing System Mekong-HYCOScommunity.mrcmekong.org/documents/supporteddocument/Final-Ev… · HYCOS Hydrological Cycle Observing System Mekong HYCOS

Mekong-HYCOS Project Page 69 /69

FINAL REPORT May 2012

Placing such figures before prospective donors, the investment already made in establishing the system is already very considerable, then continuing donor investment to support operation and maintenance activities over the long term is a very attractive use of funds in terms of underpinning long term regional development in the widest sense.

Operating and maintaining the integrated network, managing and disseminating the data as well as routinely applying it in flood forecasting, environmental monitoring and the investigation of trans-boundary issues, for example, is surely a key remit of the MRCS. The network would amount to a strategic regional resource for the provision of hydro-meteorological data.

In response to the MOU/TOR for management of MRC hydrometeorological net work, the NHSs of all the participating countries are making provision based on the budget allocated under MOU/TOR for the Mekong-HYCOS project.

Some countries have, but others do not have, adequate budgetary allocations to meet the cost of routine monitoring of stations and other logistics. Others have insufficient ground transportation. A bigger concern is that, after the end of the project, how to ensure that the countries have the capability to cover the O&M cost for the long run.

This concern was raised by stakeholder, especially development partners on the sustainability of the HYCOS network beyond 2012. The following issues have been addressed:

- A financial plan on sustainability of the MRC river monitoring network was developed and has been widely shared with member countries in a numbers of IKMP meetings (PCC, TACT and SC). The final draft of the plan has been presented for approval at 7th SC meeting of IKMP in September 2010 and submitted to MRC Joint Committee in November 2010 for consideration.

The JC meeting in November 2010 has taken note a final draft report of the Mekong -HYCOS project and suggested to follow up the ongoing project as planned.

- It has been planned that for all stations in Thailand and Vietnam, there will be no further additional financial support for O&M from MRC beyond 2012. Then a hand over plan is under implementation for the network to Thailand and Vietnam for their full ownership. Preparation is being made by IKMP to hand over the network to Thailand and Vietnam by mid 2012.

- Due to their relatively weaker economic position, MRC decided to cover these costs in Cambodia and Lao PDR for a slightly longer transition period (around 4 years more). Funding from Finland under IKMP 2011-2015 is one of the options to address this issue.