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Deutsche Gesellschaft für

Internationale Zusammenarbeit (GIZ) GmbH

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E

I

Project:

Information Matters: Capacity Building for Enhanced Reporting and Facilitation of International Mutual Learning through Peer-to-Peer Exchange.

The project is funded by the BMUB International Climate Initiative.

Responsible:

Rocio Lichte

Kirsten Orschulok

Oscar Zarzo Fuertes

Authors (Ricardo Energy & Environment)

Sina Wartmann

John Watterson

Raúl Salas Reyes

Gill Wilkins

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GIZ expressly dissociates itself from such content.

On behalf of

Federal Ministry for the Environment, Nature Conservation, Building and Nuclear Safety, Berlin.

GIZ is responsible for the content of this publication.

Eschborn, July 2016.

Contents

Introducing the BUR Process Guidance Tool

What is this tool for?

A brief introduction to BURs, ICA and MRV systems

How to use this tool

Step 1: Getting started: Appointing the BUR coordination team

Step 2: Taking stock: Identify existing MRV structures, processes and capacities

Step 3: Making a Plan: Plan for the BUR compilation and the MRV system set-up

Step 4: Implementation: Compilation of the BUR and set up of the MRVsystem

Step 5: Get ready to learn from others: Preparing for the ICA

Step 6: Applying lessons learnt: Improvement over time

Glossary

Annex I – Printable versions of questions and predefined answers

Introducing the BUR ProcessGuidance Tool

What is this tool for?

This tool will help you prepare for the process of compilinga BiennialUpdate Report (BUR) andpreparing for undergoing the International Consultation and Analysis (ICA).In the following we will also refer to these activities as the BUR process.

This tool has been developed based on the experience gained and country-feedback received during the Information Matters Phase 1 (IM) project, which aims to strengthen capacities for enhanced climate change reporting. More information on the project can be found in the green box at the end of the introduction and at the Information Matters website, here. The tool specifically focuses on the process aspects of compiling BURs and undergoing the ICA, aiming to help you understand what the key steps are, what to consider in implementing these steps and understanding the potential duration of these steps under your specific national circumstances, to allow for smoother planning. The tool does not aim to provide detailed guidance on the specific requirements related to BURs and ICA or on the implementation of the key steps. For this purpose it provides references directing you to other tools, guidance and publicly available information.

The tool is aimed at countries which have not compiled a BUR before or have, for the compilation of their first BUR, relied on external consultants and thus might have limited capacity, institutional structures and processes related to the necessary data collection, management, compilation and review for the BUR – generally referred to as measurement, reporting and verification (MRV) system. Therefore, the tool suggests that, while a country compiles its BUR, it also sets up its MRV systems, i.e.designs and implements the relevant institutional structures and processes and creates the relevant capacities. This would allow forthcoming BURs to be compiled more smoothly. Countries might of course choose to set up their BUR and MRV systems differently. Despite taking this specific approach, the tool can also be helpful for countries that have compiled a BUR already and mostly done so based on government capacities. For these countries the tool can help improvethe existing BUR process or setting-up or improving their MRV systems.

Within countries, the tool targets staff in institutions likely to be responsible for the coordination and/or compilation of the BUR, e.g. the Ministry of Environment or an Environment Agency. Within these institutions the tool aims to support both managerial staff, allowing them to gain an overview of key process steps and estimations of time required for each step, as well as operative staff, supporting implementation of the steps, by presenting action to be taken under each step, lessons learned to be considered as well as helpful guidance and tools in implementing each step.

It is recommended to already have a basic understanding of the BUR process and MRV before starting to use this tool. To help with gaining this basic understanding, theforthcoming section provides a short introduction to BURs, MRV and ICA as well as references to sources of information presenting these topics in more detail.Further key terminology used in this tool is explained in a glossary.

A brief introduction to BURs, ICA and MRV systems

BURs provide an update of the information presented in National Communications (NCs), in particular, on national greenhouse gas (GHG) inventories, mitigation actions, constraints and gaps, including climate change related support needed and received (finance, capacity building and technology transfer). They should be reported to the United Nations Framework Convention on Climate Change (UNFCCC) every two years. BURs supplement and enhance the level of reporting in the NCs and provide transparency to the reporting of country-specific climate-relevant information. Specific information to be covered by BURs includes:

• a description of national circumstances,
• institutional arrangements related to MRV,
• a summary of the national GHG inventory, with the latest year to be covered maximum four years earlier than the year in which the BUR is submitted,
• mitigation policies and actions, including a description of actions, their objective, status of implementation, relevant assumptions, estimated GHG reductions and information on market mechanisms,
• information on financial, technology and capacity building needs and support received, including at least an overview of financial support received from the Global Environmental Facility (GEF), bilateral sources, multilateral sources (including in due course the Green Climate Fund), including for the preparation of the current biennial update report.

Table 1 below provides further information on BUR requirements, guidance on BUR compilation as well as on the provision of funding for the BUR compilationby the GEF.

The ICA process aims to increase the transparency of mitigation actions and their effects by conducting an analysis of a country’s BUR. It will help countries improve their BURs over time and obtain capacity building support for this purpose, where needed.The process consists of two steps: a technical analysis conducted by a team of technical experts (TTE) in consultation with the country concerned, and a facilitative sharing of views session at a workshop organised under the Subsidiary Body for Implementation (SBI) under the UNFCCC. Information sources detailing requirements as well as process steps can be found in Table 1 below.

MRV is a concept that can be applied to a wide range of issues. In the context of the BUR it means that data and information related to the above listed BUR contents is collected and assessed (M), the results are transparently reported (R) and internal review by the teams compiling the BUR help ensure the quality of data and reporting (V). The external analysis as part of the ICA process also helps ensure the quality of data and reporting. An MRV system is the synthesis of all institutional structures, capacities and processes necessary for carrying out the MRV activities. Depending on the data you collect, an MRV system can provide much more information than is required for just the BUR. Even though it should be possible to move ahead with your BURin the absence of a well-established MRV system, such a system has a number of benefits, which will help you to sustain your reporting and reducing the level of efforts for subsequent BURs.Guidance documents providing further information on MRV systems and their set-up are listed in Table 1 below.

1

Table 1.Tools and guidance which support this BURProcess GuidanceTool

You can find information about this … / …in this or at this… / …which is located
Guidelines for the preparation of BURs / UNFCCC website / Here– from page 39
Modalities and guidelines for international consultation and analysis / UNFCCC website / Here– from page 43
Guidelines for the preparation of National Communications by non-Annex I countries / UNFCCC website / Here – pages 2-12
Examples of BURs already submitted to the UNFCCC / UNFCCC website / Here
The ICA process / ICA preparation guidance prepared under the Information Matters project “Preparing for the ICA Process: Required efforts and capacities needed” / Here
The ICA process / UNFCCC website / Here
MRV Handbook / UNFCCC website / Here
MRV – the key components of MRV and the three pillars of MRV / MRV tool: How To Set up National MRV Systems / Here
MRV framework for developing countries / UNFCCC website / Here
Prioritising actions to develop MRV systems / GIZ Stock Taking Tool / Here
Preparing a BUR in line with the UNFCCC reporting guidelines / GIZ BUR template / Here
Quality Assurance (QA) and Quality Control (QC) / MRV tool / Here– pages 87-88
IPCC 2006 GHG inventory software / The Intergovernmental Panel on Climate Change (IPCC) website / Here
Policy and Action Standard / World Resources Institute (WRI) GHG Protocol Website / Here
GEF guidelines for financing BURs / GEF policy guidelines / Here
Technical and financial support for BURs information / UNFCCC Technical & Financial support under the climate change convention leaflet / Here

1

How to use this tool

This tool will guide you through the main steps that are needed to prepare and report the BURs, set-up your MRV system, and prepare you for the ICA process which occurs after you have submitted the BUR.It will also help you improve your BUR and the related MRV system over time.

In order to do so, the tool defines 6 steps for the above mentioned processes. Figure 1 shows the steps as well as the main tools, templates and guidance that can be used to support the steps. Since the BUR is a biennially recurring requirement,the steps in this tool present a cycle, with Step6 feeding back to Step 1.

Figure 1. The six main steps

The steps have been defined based on experiences made under the Information MattersPhase 1 project. BUR requirements under the UNFCCC do not define specific steps to be taken for the compilation of the BUR. The definition of the steps is thus only a recommendation to facilitate structuring the process. Countries might choose to define key steps for compiling their BUR differently. For example, countries might decide to carry out improvements (Step 6) directly after the submission of the BUR (as part of Step 4).

Capacity building is relevant throughout a number of steps, including Step 1 and Steps 4-6.As it is of cross-cutting nature, capacity building is not addressed as a separate step, but related information is provided within the description of each step.

For each step, the tool provides information on the relevance of the step for the BUR process and the main actions to be implemented as part of this step. Furthermore it informs you about relevant issues to be considered before implementing the step and helps you estimate the time required to complete each step based on your national circumstances.

Good practice and lessons learnt from the Information Matters project are highlighted in boxes throughoutthe steps. The boxes are particularly important asthey will help you to concentrate on the key issues for improving the quality and transparencyof your BUR.

It is possible to start using this tool at any step as appropriate, e.g. if you have already started preparing your BUR, you may chose, for example, to go directly to Step 4, which focuses on the compilation of the BUR and setting up the MRV system. However, the tool will be most useful to you, if you proceed through it step by stepfrom the beginning.

Estimating the time required for the six steps of the BUR process

This tool also helps you estimate the duration for each single step as well as for the entire process. This estimation of time is based on experiences under the Information Matters project in four selected countries. Estimated times will vary based on your national circumstances - existing experiences related to the BUR process and MRVsystems - as well as relevant institutional structures, capacities and processes in your country. The times should only be taken as indicative estimates.

Full functionality for the estimation of time required can only be guaranteed if you have MS Office 2013 installed on your computer. Thorough testing has only been conducted for this version. The time estimation might, however, potentially work with other MS Office versions as well.

The necessary information about your country is collected through a number of questions in the tool. For each question, a drop-down menu with a list of possible answers is provided. To estimate the time duration please do the following:

1. Please answer the general questions in Table 2below.Then press the button “Transfer answers” at the bottom of the table.
2. In each of the six steps presented in this tool you will find a table with questions specific to the step. Please answer these questions. After completing each table, please press the “estimate the duration” button under the table. The estimated duration for the step will be calculated and displayed below the table.
3. Once you have calculated the duration for all six steps, you can create an overview of time duration for each step and calculate overall time required. In the section ‘Overview of time required for the six steps’ please pressthe button “overall time required”. The time required for each step,as well as the total time requiredwill be displayed in a table.

Where users prefer to work with a printed version of the document, they will not be able to use the interactive functionality of estimating the duration of time required for each step. They can, however, consider the questions and select the most appropriate answers, by using the tables in Annex I which presents all questions and predefined answers in a printable format.

Table 2. General questions on national circumstances relevant for the estimation of the time required for preparing the BUR

Question / Select your answer …
Have you compiled a BUR before and if so, have you compiled your previous BUR using consultants? / Choose an item.
Are the necessary financial resources for the BUR compilation in place? / Choose an item.
Has a coordinating institution for the overall BUR process been named? / Choose an item.
Is there strong political buy-in for the BUR and its MRV system? / Choose an item.
Do you have an established national greenhouse-gas inventory system? / Choose an item.
Do you have a system including processes and methods for tracking mitigation actions? / Choose an item.
Do you have a system including processes and methods for tracking support received and/or required? / Choose an item.

Please note that the answers in this table will be used as an input for estimations of time required later on in this document, therefore, no immediate result will be generated when you click on the button “Transfer answers”.

Step 1: Getting started: Appointing the BUR coordination team

What is this step?

This step will “initiate” the BUR process. It provides guidance for the appointmentof an effective BURcoordination team. If you already have a coordination team, you should review the composition of the team to ensure it still fulfils its role and has the necessary mandate to carry out its work effectively.

The coordination of the BURis a key task. It is crucial to receive “buy in” for the BURcompilation from the relevant stakeholders at the very beginning of the BURcompilation process. The coordination team must understand all of the components of the BURprocess, including the BURrequirements and the work needed to create the BUR, as well as ensure BUR quality, and submit it to the UNFCCC.

Why is this step important for the compilation of your BUR?

A strong coordination team with clear roles can help ensure that you will be able to create a BURefficiently. This is of course most relevant for your first BUR (or if previous BURs have been compiled using external consultants). The team should be given the mandate and have real power and capacity to coordinate andto appoint technical experts or teams to deliver the content for the BURand to cooperate with other relevant stakeholders (e.g. ministries as required for the BURprocess). Make sure that at least one team member has been given the responsibility for overall quality control, and for developing a simple, effective quality plan.