Government of Kingdom of Denmark Government of Republic of Botswana

Ministry of Foreign Affairs National Conservation and Strategy Agency

Danida Department of Water Affairs
Ref No: 104.Botswana.1.MFS.8 Harry Oppenheimer Okavango Research Centre

Okavango Delta Management Plan

Research, Data Management and Training
Hydrology and Water Resources

Capacity Building in DWA

August 2003

Scanagri Denmark A/S

DHI Water and Environment
Hedeselskabet
Geographic Resource Analysis and Science A/S
CSIR
Liebenberg and Stander
Engineering Hydrological and Environmental Services
Okavango Delta Management Plan Research and Water Resources

OKAVANGO DELTA MANAGEMENT PLAN

RESEARCH, DATA MANAGEMENT AND TRAINING
AND
HYDROLOGY AND WATER RESOURCES

CAPACITY BUILDING IN DWA

List of Contents

1 INTRODUCTION

2 APPROACH
2.1 Introduction
2.2 Preparation
2.2.1 Staff Selection
2.2.2 Needs Assessment
2.2.3 Progress Monitoring
2.2.4 External Support

3 OUTPUTS

4 ACTIVITIES

5 INPUTS
5.1 Human Resources
5.2 Computing Resources
5.3 Financial Resources

ANNEX A - COMPUTING REQUIREMENTS

Capacity Building in DWA page i

Research and Water Resources Okavango Delta Management Plan

List of Figures
1 Project Activity Schedule

page ii Capacity Building in DWA

Okavango Delta Management Plan Research and Water Resources

1 INTRODUCTION
The Department of Water Affairs (DWA) is the host organisation in the
Government of Botswana for the Hydrology and Water Resources component of
the Okavango Delta Management Plan (ODMP). This component has two main
outputs:
(1) Enhanced monitoring of the quantity and quality of water in the delta,
and improved data management in DWA;
(2) A computer based Integrated Hydrologic Model, and the capacity in
DWA to operate and maintain the model.
The enhanced information base and the model will be applied to address key issues
of relevance to the management plan, such as the impact of water resources
developments upstream of the delta, surface and ground water abstraction from the
delta, and physical interventions in the Delta.
Various hydrologic models of the delta have been developed in the past, though as
they were developed for a specific task and lacked an institutional base, none is
presently operational.
With its mandate the long term management of the water resources of the delta,
DWA has been identified as the institutional base for the development, operation
and maintenance of the hydrologic model. At present, DWA does not have the
capacity or capability to manage the model, and this has to be developed in the
course of the project.
DWA is presently setting up a Modelling Unit in the Hydrology Division in the
Headquarters in Gaborone. The unit will be equipped with computers, and manned
by permanent DWA staff. The Modelling Unit will be supported by the project
Team Leader, international short term experts and national experts. In the course of
establishing the model and initial applications, the national and international
experts will pass on their expertise to the DWA staff through both formal and
informal procedures.
The following sections set out the programme for the training of and technology
transfer to the DWA staff.

2 APPROACH

2.1 Introduction
The approach to training and technology transfer will be carried out on three fronts:
(1) Formal courses given in the Modelling Unit by the international experts
in their respective specialities, assisted by the national experts. This will
provide the DWA staff with the basic theory and practical skills to enable
their full participation in the model development and application.
(2) On-the-job training to develop the basic skills in the context of learning
through doing. The DWA staff will be closely involved throughout in all
activities, including data collection and processing, model set up and
calibration, model application to development scenarios and evaluation
of results.

Capacity Building in DWA page 1

Research and Water Resources Okavango Delta Management Plan

(3) Overseas training for DWA staff who have shown a particular aptitude
for the tasks, and honed their skills to a high degree through close
involvement with the project activities.

2.2 Preparation
2.2.1 Staff Selection
Staff for the Modelling Unit are currently being selected by DWA. It is proposed
the staff for the unit will number from five to seven, and comprise both senior and
experienced water resources engineers and hydrologists, and junior staff who have
shown particular promise and enthusiasm to acquire the new modelling skills.
The two categories will complement each other: the senior staff providing a wealth
of knowledge and experience of the hydrology and hydraulics of Botswana and the
delta; and the junior staff bringing an ability to learn quickly and adapt readily to
the new technology and tasks.
The junior staff should be totally free of other responsibilities within DWA, while
the senior staff should be free to devote substantial and sufficient time to the work
of the Modelling Unit such that they are fully acquainted with the work, and can
direct the junior staff in their activities.

2.2.2 Needs Assessment

Following the selection of the staff for the Modelling Unit, a training needs
assessment will be carried out. This will be conducted by the management of the
Hydrology Division and the Team Leader, who will jointly interview the proposed
staff and assess their present experience and that required for the Modelling Unit.
The formal training programme will be tailored accordingly.

2.2.3 Progress Monitoring

The progress of the staff of the Modelling Unit in assimilating the data management
and modelling technology will be assessed periodically by the managers of the
Hydrology Division and the Team Leader, and by the ODMP Project Management
Group. Any need for a change in emphasis or direction, or additional resources will
be identified, and corresponding recommendations made.

2.2.4 External Support

The DWA Modelling Unit will be established in the context of the present project,
and in addition to the guidance and supervision from the international consultants,
will have the support of national consultants. A close association with the
university and HOORC will also be developed to provide support on the academic
front.
The national consultants will be actively involved in setting up the Integrated
Hydrologic Model, and at the end of the Project they will be well placed to offer
prompt support in the case any particular problem arises which the DWA staff are
unable to handle, or to supplement the capacity should there be temporary or even
longer term staff shortages.

page 2 Capacity Building in DWA

Okavango Delta Management Plan Research and Water Resources

HOORC research staff already have considerable expertise in hydrologic

modelling, and should be involved closely in the activities of the modelling unit.
They may also provide support to the longer term activities of the modelling unit.
The hydrologic software which will be employed for the delta model has general
and widespread applicability, and is under continual development at DHI. For the
first year after the project, DHI will provide “hotline” support and upgrades.
Thereafter, support is available at an additional cost.
The sustainability of the Modelling Unit will be enhanced if it is seen as
functioning in the wider context of firstly the Botswanan and secondly the
international water and engineering fields. As the need arises, support should be
taken from the national consultants, the university and HOORC, and DHI. Staff of
the Modelling Unit should be encouraged to present their work firstly in the arena
of the ODMP, then to national engineering organisations, and finally to regional
and international organisations, in cooperation with university researchers and
national consultants.

3 OUTPUTS
In the context of the immediate project objective: Improved water resources
planning, monitoring and evaluation in the Okavango Delta, based on an enhanced
capacity of the Department of Water Affairs, the outputs from the DWA Capacity
Building will be:
(1) A Modelling Unit in DWA with core staff trained in the development
and application of the Integrated Hydrologic Model for the ODMP.
(2) The capability within DWA to maintain and operate the Integrated
Hydrologic Model for the implementation of the ODMP.
(3) Strong linkages with the university and consultancy sectors in Botswana,
such that the unit may draw on additional local support to meet
temporary staff shortages, to address specific problems, and to expand
into new areas of model development.
(4) Links with the international water and environment sector, including
DHI, which can offer wide ranging intellectual support in the model
application to the internationally recognised Okavango Delta.

4 ACTIVITIES
The staff of the DWA Modelling Unit will be closely involved in all activities
relating to the Hydrology and Water Resources component. A tentative schedule of
these activities is presented in figure 1.

Data Collection and Processing

The staff of the DWA Modelling Unit will be engaged full time for the duration of
the project. The foundations of the mathematical model of the delta lie in the
collection and processing of monitoring data. As an essential part of the on-the-job
training, the DWA staff will work alongside the national and international
consultants in collecting, processing and evaluating the existing available data.

Capacity Building in DWA page 3

Research and Water Resources Okavango Delta Management Plan

Monitoring Programme
Based on the evaluation of the presently available data, recommendations will be
made concerning the improvement and expansion of the network of climatic,
hydrometric, hydrogeologic and water quality stations. As DWA will operate and
maintain these stations in the long term, it is essential that the staff are fully
involved in preparing the programme.

Staff Training
While among the staff of the Modelling Unit will be well qualified and experienced
hydrologists and engineers, their exposure to advance mathematical modelling may
be limited. The continuous on-the-job training will be complemented by formal
training courses in each component of the model, hydrology, surface water and
ground water.
Following the appointment of the staff to the unit, a needs assessment will be
carried out jointly by DWA and the Team Leader. Based on this, formal courses
will be tailored to be given by the international experts, assisted by the national
experts, in each of their respective specialities.
Following the set up of the Integrated Hydrologic Model, a further assessment will
be made, and staff selected for overseas training. This will broaden the scope,
allow greater depth in the theoretical aspects, and expose the trainees to a wider
range of trainers and applications of the tools and techniques.

Remote Sensing
The development of the Topographic Model of the delta is a highly specialised
activity which will be carried out in Denmark based on remote sensing. The
international remote sensing expert will make presentations of his work in
Gaborone, and these should be attended by the staff of the modelling unit, such that
they are well acquainted with the basis of the Topographic Model. A visit to the
remote sensing consultants in Denmark will also be part of the overseas training
course.

Integrated Hydrologic Model

The staff of the DWA Modelling Unit will work alongside the international and
national consultants in setting up and calibrating the Integrated Hydrologic Model.
The wealth of knowledge and experience of the senior DWA staff of the delta will
be a vital contribution to setting up and calibrating the model. With the basis on
their formal training, the staff will develop their skills learning through doing, also
having the freedom to experiment and try out new ideas, with the guidance of the
international experts.
The DWA staff should be assigned to a specific area of the model (data
management, systems management, hydrology, river hydraulics, ground water)
according to their qualifications and experience, and focus on acquiring specialist
skills in that area. Nonetheless, all staff should be involved in all modelling areas,
in order that they can stand in if one or other of their colleagues is absent.

page 4 Capacity Building in DWA

Okavango Delta Management Plan Research and Water Resources

Model Applications
The DWA staff will provide valuable assistance in formulating the scenarios which
will be applied to the Integrated Hydrologic Model for the Okavango Delta
Management Plan, in particular for scenarios relating to upstream water resources
developments, local water supply schemes, channel dredging and reed cutting. The
DWA staff will be closely involved in running these and other scenarios through
the model, and in evaluating the projected impacts.
The DWA staff should also play a major role alongside the consultants in
presenting the results of the model to the other components of the ODMP, the
Project Management Group, and other concerned organisations.

Reporting
Reporting is an essential part of the Project, and the DWA staff should both
contribute to and also vet reports prior to their submission to the Project
Management Group.

5 INPUTS

5.1 Human Resources

The DWA Modelling Unit should be manned full time by six core staff:
• A Unit Manager
• Three Hydrologist Engineers with primary responsibility for
Hydrology, River and Flood Plain Hydraulics, and Ground Water
respectively
• A Data Manager
• A Systems Operator
In order to cover for individual staff who are absent for a short or longer period,
each staff member will be acquainted with the tasks and responsibilities of the other
members, and be capable of carrying out their tasks. The background,
responsibilities and tasks for each position is set out in the following sections.

Unit Manager
The Unit Manager should have broad experience of managing a unit, and of
computing systems, hydrology, river hydraulics and ground water. The manager
should also be familiar with the hydrology and topography of the Okavango Delta.
The manager will have the responsibility to manage the centre efficiently, ensuring
that all the staff of the unit are capable and perform their individual duties, and that
the hardware and software are properly maintained. The manager will be
responsible for maintaining links with other concerned organisations such as the
ODMP PMG, HOORC, DMS, DGS, etc.

Hydrology Modeller
The Unit Hydrology Modeller will be experienced in hydrology and computing
systems, and will participate in particular in the development of the Hydrologic
Capacity Building in DWA page 5
Research and Water Resources Okavango Delta Management Plan

component of the Integrated Hydrologic Model. In the longer term, the Hydrologist
will have the responsibility to operate and maintain this component. The
Hydrologist will also participate in the development of the other model components
(hydraulics and ground water), and in the overall integration of the three
components.

Hydraulic Modeller
The Hydraulic Modeller will be experienced in river hydraulics and computing
systems, and will participate in particular in the development of the River and
Flood Plains component of the Integrated Hydrologic Model. In the longer term,
the Hydraulic Modeller will have the responsibility to operate and maintain this
component. The modeller will also participate in the development of the other
model components (hydrology and ground water), and in the overall integration of
the three components, and support this activity in the absence of the key person
involved.

Ground Water Modeller

The Ground Water Modeller will be experienced in hydrogeology and computing
systems, and will participate in particular in the development of the Ground Water
component of the Integrated Hydrologic Model. In the longer term, the Ground
Water Modeller will have the responsibility to operate and maintain this
component, and also the complete integrated model. The modeller will also
participate in the development of all model components (hydrology and
hydraulics), and in the overall integration of the three components, and support this
activity in the absence of the key person involved.

Data Manager
The Data Manager will be experienced in data management, including GIS, and
computing systems. The Data Manager will be closely involved in setting up the
hydrologic and topographic databases for the Integrated Hydrologic Model, and be
responsible for managing the database. The manager will also participate in the
development of the model components (hydrology, hydraulics and ground water),
and in the overall integration of the three components, and support these activities
in the absence of the key person involved.

System Operator
The system operator for the Modelling Unit will be experienced in computing
systems and databases, including GIS. The operator will be responsible to ensure
the computers and the network function smoothly, including routine maintenance,
system backup, upgrades, etc. The operator will also participate in the development
of the model components (hydrology, hydraulics and ground water), and in the
overall integration of the three components, and support these activities in the
absence of the key person involved.

5.2 Computing Resources

A network of personal computers and peripheral devices is required to set up and
run the mathematical model of the Okavango Delta. The recommended hardware

page 6 Capacity Building in DWA

Okavango Delta Management Plan Research and Water Resources

and software is set out in Annex A. These will be purchased from DWA project
funds, excepting one copy of the modelling software to be purchased from project
funds.

5.3 Financial Resources

Financial resources for the local components of the Capacity Building programme
such as staff costs, books and publications, reproduction of training materials and
local transport may be drawn from the overall DWA budget for the Okavango Delta
Management Plan.
The overseas training component (see section 4) may be funded from the Danida
project funds. An indication of the costs for a one month training course in
Denmark for four staff of the DWA Modelling Unit is given below (DKK).

Table: Budget Estimate for Overseas Training (DKK)

ITEM UNIT COST QUANTITY AMOUNT
Staff preparation 120,000 1.5 months 180,000
and support
Computer rental 3,000 1 3,000
(trainer)
Computer rental 3,000 4 12,000
(trainees)
Printing, copying, - Lump sum 5,000
communications
Lunch at DHI 100 20 days 2,000
Local travel 500 20 days 10,000
SubTotal 212,000
International travel 12,000 4 48,000
Living expenses 4,000 30 days 120,000
SubTotal 168,000
TOTAL 380,000

Capacity Building in DWA page 7

Research and Water Resources Okavango Delta Management Plan

Figure 1: Project Activity Schedule

RESPONSIBILITY 2003 2004 2005
ACTIVITY Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr
PRIMARY SECONDARY May Jun Jul Aug Sep Oct Nov Dec

1 Data Collection and Processing

1.1 Collect Available Data FS IM

1.2 Process Available Data FS IM

4
1.3 Evaluate Available Data FS IM

2 Monitoring Programme
2.1 Climatic Data OS FS 5 milestone with no of Working Paper

2.2 Surface Water Data OS FS

2.3 Ground Water OS FS, IM

5
2.4 Pollution SD FS

2.5 Implement Programme DWA

3 DWA Modelling Unit

1
3.1 Specify Computer Equipment JAM

3.2 Procure Computer Equipment DWA

3.3 Appoint Staff to Modelling Unit DWA

2 9
3.4 Assess Training Needs JAM DWA
3
3.5 Presentation on Modelling Concept JAM TVJ, PBH,
HGE
3.6 Staff Training in DWA
3.6.1 Hydrology Modelling TVJ FS
3.6.2 Surface Water Modelling JAM FS
3.6.3 Ground Water Modelling PBH IM
14
3.7 Overseas Training JAM

4 Remote Sensing
4.1 Collect Available Information MKS

4.2 Assess Available Information MKS

6
4.3 Set Out Project Methodology MKS

4.4 Select and Order Additional Data MKS

4.5 Preliminary Classification MKS

4.6 Preliminary Delta Topography MKS

4.7 Final Classification MKS

4.8 Working Topographic Model MKS

4.9 Interaction with Hydrologic Model MKS

8
4.10 Final Topographic Model MKS

Capacity Building in DWA page 8

Okavango Delta Management Plan Research and Water Resources
Figure 1: Project Activity Schedule (cont)
5 Sediment Transport and Geology
5.1 Research Sources MJM

5.2 Collect and Evaluate Data MJM

7
5.3 Delta Geology and Morphology MJM

6 Integrated Hydrological Model

6.1 SVAT TVJ FS

6.2 Rainfall-Runoff Model TVJ JAM, FS

6.3 Surface Water Model JAM FS

6.4 Sediment Transport Model HGE MJM

6.5 Ground Water Model PBH TVJ, IM

10
6.6 Integrated Model TVJ IM

7 Model Applications
11
7.1 Prepare Scenarios JAM FS, IM

7.2 Preliminary Scenario Applications

7.2.1 Water Supply JAM PBH, FS, IM
7.2.2 Dredging JAM FS
7.2.3 Reed Cutting JAM FS
7.2.4 U/S Water Resources JAM FS
7.2.5 Climate Change TVJ FS
12
7.3 Presentation of Model and Results JAM TVJ, PBH, HE,
FS, IM
13
7.4 Refine Model and Scenarios JAM TVJ, PBH, HE,
FS, IM

8 Reporting
8.1 Inception JAM BS

8.2 Progress JAM BS

8.3 Final Report JAM BS

May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr
2003 2004 2005
DWA Dept of Water Affairs
FS Francis Sefe
HE Hans Gustav Enggrob
IM Israel Mabua
JAM Alasdair Macdonald
MJM Margaret Joan McFarlane
MKS Mikael Kamp Sørensen
OS Ole Smith
PBH Per Bøgelund
SD Steen Dahl
TVJ Torsten Jacobsen

Capacity Building in DWA page 9

Research and Water Resources Okavango Delta Management Plan

ANNEX A

COMPUTING REQUIREMENTS

Introduction
A network of personal computers and peripheral devices is required to set up and run the
mathematical model of the Okavango Delta. The recommended hardware and software is
set out in the following sections. The specifications may be taken as indicative, depending
on DWA’s own requirements and what is readily available on the market.
The figure shows the layout of the computers on the network. The ODMP computer
system is connected to the DWA LAN via a hub. This will enable communication among
the project computers to proceed efficiently without disturbing the DWA LAN, and also to
continue functioning in the event of a failure on the DWA LAN.

Hardware
Personal Computers
A network of five personal computers is required to establish and operate the mathematical
model. The computers will be assigned the following primary tasks:
(1) Hydrology
(2) Rivers and flood plains
(3) Ground water
(4) Data processing
(5) Backup
The specification for all five computers should be identical. In this way, if one fails any
other may take over its tasks. The following is the specification:
• CPU Pentium IV 2.0GHz
• 1024 Mb RAM
• Video card 1280x1024 by 16 million colours, with 32Mb SDRAM
onboard memory
• 3.5” 1.44Mb diskette drive
• 52xCD-ROM drive
• 19” non-interlaced type monitor, capable of displaying at least 16 million
colours at a resolution of 1280x1024
• 100Gb Hard disk
• 100Mbps LAN network card
• Mouse
• Standard Microsoft Windows compatible 101 keyboard
Capacity Building in DWA page 10
Okavango Delta Management Plan Research and Water Resources
Peripherals
The following peripheral devices are required.
CD Writer: two 16xCD write devices (integrated)
Tape Drive: 100Gb DAT backup device
Switching Hub: 8x10/100Mbps ports, and network cabling
Printer: three A3 inkjet printers
Scanner: A4 flatbed scanner
Projector: 1024x768 resolution, PC compatible
UPS: uninterruptible power supply with the capacity to run the five computers for
30 minutes
Miscellaneous: printer cartridges (12 sets), backup tapes (10), recordable CDs,
printer paper (A4 and A3, normal and photo quality)

Software
System
The operating system software on each computer will be either Windows 2000
Professional or XP. Microsoft Office should also be installed for data processing,
presentations and reporting, and virus protection software which can be updated.

Modelling
The modelling software that will be employed by the project is the integrated MIKE SHE –
MIKE 11 system, developed by DHI Water and Environment. The software is modular.
The MIKE SHE modules necessary for the ODMP are:
• Main water movement module (WM)
• GIS Converter and GeoEditor (GIS)
And for MIKE 11:
• Rainfall-runoff (NAM)
• Hydrodynamic (HD)
• Structure operations (SO)
• Advection-dispersion (AD)
• Sediment transport (ST)
• GIS interface (GIS)
The project has a budget for one installation, subject to the approval of the Project
Management Group. It is recommended that the complete software is installed on three
computers. Thus DWA should procure an additional two MIKE SHE – MIKE 11 systems.
A quotation from DHI is provided over, including a university research license for
HOORC.

Capacity Building in DWA page 11

Research and Water Resources Okavango Delta Management Plan

GIS
GIS is required both to set up the mathematical model and to present the results, as well as
general data analysis and presentation. Run time licences are available from DHI along
with the modelling system, or complete installations may be obtained from ESRI. Three
systems will be required.
DHI’s present modelling systems run with ArcView 3.x. The systems are being developed
for ArcView 8.x, and should be available in around one year.

Figure: Layout of Computers for ODMP

Model Room

Surface Ground
Hydrology
Water Water

Data
Backup
Processing

Short Term
Team
HUB International
Leader
Experts

DWA LAN DWA LAN

Capacity Building in DWA page 12

Okavango Delta Management Plan Research and Water Resources

Quotation for DHI Software (Euro)

ITEM DESCRIPTION 1st COPY 2nd COPY 3rd COPY HOORC
MIKE SHE Enterprise main module 9,995
15,743 15,743 11,245
MIKE 11 Enterprise HD+SO+DB+RR+AD 14,995
MIKE SHE GIS GeoEditor + Converter 1,495 1,047 1,047 748
MIKE 11 ST sediment transport 2,395 1,677 1,677 1,198
MIKE 11 GIS GIS interface 3,995 2,797 2,797 1,958
SubTotal 32,875 21,263 21,263 15,148
ArcView run time license 1,000 1,000 1,000 1,000
ArcView SA run time license 1,850 1,850 1,850 1,850
ArcView 3D run time license 1,850 1,850 1,850 1,850
SubTotal 4,700 4,700 4,700 4,700
TOTAL 37,575 25,963 25,963 19,848

Notes (1) The first copy provides separate MIKE SHE and MIKE 11 systems, and will be met
from Danida funds.
(2) ArcView licenses are required for MIKE SHE and MIKE 11 GIS. These may be
sourced independently.
(3) There is no discount on ArcView run time licenses. DHI passes on the amounts totally
to ESRI.
(4) The HOORC copy is at a 50% discount, and as such is strictly limited to educational
and research purposes.

Capacity Building in DWA page 13

Research and Water Resources Okavango Delta Management Plan

Capacity Building in DWA page 14