Workshop Report

TO DEVELOP STRATEGIC PLAN OF LOK VIRSA AND INDICATORS FOR

INSTITUTIONAL COOPERATION BETWEEN LOK VIRSA AND THE
DIRECTORATE OF CULTURAL HERITAGE, NORWAY

Organised by

LOK VIRSA, ISLAMABAD

Sponsored by

ROYAL NORWEGIAN EMBASSY, ISLAMABAD

Designed and conducted by

RAFIQ JAFFER

INSTITUTE OF SOCIAL SCIENCES LAHORE

JUNE 2003
1. Introduction and TORs

Lok Virsa is about to embark on a long-term partnership with relevant Norwegian

institution(s) to implement various programmes in the field of culture under a
proposed institutional cooperation framework. To take this process forward the
Norwegian Embassy offered Lok Virsa assistance in planning the institutional
cooperation to address issues pertaining to institutional capacity building as well
as facilitating common projects, identified primarily by the Pakistani side, but also
taking into account the priorities on the Norwegian side.

It was decided that Lok Virsa would carry out a planning exercise from 29-31
May 2003 at the Lok Virsa premises facilitated by Mr. Rafiq Jaffer, Director
Institute of Social Sciences, Lahore (consultant). The planning exercise was
planned to help Lok Virsa define its strategic objectives and if possible tentative
outputs of the different elements of institutional cooperation.

The consultant was assigned to carry out the following specific tasks:

1. Review relevant documentation.

2. Have preliminary meeting in Islamabad
3. Design, prepare and conduct workshop
4. Review and finalise the outputs
5. Write a report of the workshop.

2. Workshop Participants

The following staff of Lok Virsa participated in the three-day workshop:

1. Dr. Adam Nayyar, Director

2. Mr. Khalid Javaid, Director, Research & Publication
3. Mr. Shamim Akhtar, Deputy Director
4. Mr. Saeed Ahmad Khan, Deputy Director
5. Mr. Naseemullah Rashid, Director Media Centre
6. Mr. Athar Rasul, Deputy Director, Publication

In addition Ms. Shamim Zaidi, Director, participated on the first day.

3. Workshop Process

Initially Dr. Adam Nayyar welcomed the participants to the workshop. He invited
the Director, Directorate for Cultural Heritage, Norway, to give an overview of the
role of the Directorate and possible areas of institutional cooperation between the
Directorate and Lok Virsa. This presentation was followed by considerable
discussion.
Next the consultant explained the objective and process of the workshop. He
placed before the participants the different objectives of Lok Virsa as defined in
the Lok Virsa Ordinance, 2002 (the objectives had been written up on different
cards). The consultant arranged the cards with the help of the participants in a
logical order, helping to separate inputs, outputs, purpose and goal.

In the next step participants identified the indicators for the objectives at different
levels. This was the crux of the workshop, and generated considerable
discussion. Once the indicators had been defined those areas were identified
which would involve Norwegian cooperation and support, while areas were also
identified where Lok Virsa would contribute to institutional support to Norway.
The Director, Directorate for Cultural Heritage, contributed to this discussion.

The next step involved identifying the means of verification of the different
indicators. Participants also identified the risks involved in achieving the
objectives.

On the last day participants developed action plans for the different projects,
including activities, responsibilities, time frames, and a tentative budget. This
task could not be completed because of the shortage of time, but it was agreed
that the task would be completed in-house in the following week.

4. Workshop Outputs

The main output of the exercise was the development of a Five Year Strategic
Plan for Lok Virsa. The same is given in Annex One. The other major output
was the Lok Virsa Master Plan (see Annex Two).
ANNEX ONE
Five-Year Strategy Plan for Lok Virsa
Introduction
The National Institute of Folk and Traditional Heritage (Lok Virsa) has grown
since its inception in 1974 to a premier cultural institution of Pakistan. However,
planning has been undertaken from year to year, based on the expected annual
grant-in-aid from the government of Pakistan.
A five-year strategy plan is being formulated for Lok Virsa in collaboration with
NORAD to commence in 2004. This plan is based on the Lok Virsa Ordinance
2002, which is the primary document outlining the establishment, governance,
functions, powers and financing of the institute. Initial short and basic facilitation
for strategy planning was provide by NORAD. This document is not a strategy
plan, but points at future directions.

Goal and Purpose: Functions, Powers and Funding

The salient functions, powers and funding of the institute are extracted below
with implications for the five-year plan. The extracts have been prioritized and
shortened to generate a vision for the 5-year strategy plan. For the purpose of
planning, 11 functions and 4 sources of funding have been identified as operative
elements to be viewed as goals. (for a detailed account, see Annexure 1:
Sections 3, 4 and 15 of the Lok Virsa Ordinance 2002).

Functions and Powers (extract)

1. establishment of centres of excellence
2. studies, research, collection, documentation, preservation and
dissemination of traditional culture
3. activate existing institutions and build new institutions
4. cultural complexes and museums
5. cultural industries, craft galleries, artisan villages
6. festivals
7. training and technical assistance for own staff and civil society
8. Dissemination of traditional culture through modern media
9. forge mutually beneficial private-public sector partnerships;
10. cultural heritage in development, education, literature, poverty alleviation
and human rights
11. Employees welfare

Funding Sources
1. grant-in-aid from federal, provincial and municipal bodies and corporations
2. donations from any person, body, association or organization;
3. sale proceeds from the Institute’s products, programmes and activities
4. private-public partnerships.
Output 1: Lok Virsa as a Centre of Excellence
The establishment of Centres of Excellence is one of the key mandates of the
institute, for which it is essential for Lok Virsa itself to first be recognized as a
Centre of Excellence by the Government of Pakistan. The prime purpose for this
output is to operationalize each element of the Lok Virsa mandate over a period
of five years.
This is the central strategy of the Lok Virsa Five-Year Plan. Two important
elements of this output are:
► Upgrading existing staff through training and incentives
► Induction of experienced and qualified professionals

Objectively Verifiable Indicators (OVIs)

By Year 2, Campus Master Plan Developed and Implemented
By Year 3, Folklore Training Centre Established
By Year 3, Design Centre Established
By Year 4, a network of 6 District Cultural Centres established for municipalities
in the four provinces, Azad Kashmir and the Northern Areas
By Year 4, a computer data base for recordings and crafts of an international
standard created
By Year 4, a Lok Virsa website containing cultural information, MP3 & video clips
launched and fully operational with feed from the archives
By Year 4, collaboration with educational institutions operationalized and
productive
By Year 4, Lok Virsa recognized as Centre of Excellence by the Government
By Year 5, 30 internees trained for District Cultural Centres
By Year 5, cultural industries established: 4 films, 12 CD/DVDs, 5 books and 5
exhibitions on traditional heritage disseminated, promoting pleasure,
entertainment, tolerance, gender sensitivity, human rights and development
By Year 5, 16 festivals held: 5 national, 6 provincial and 5 international

Assumptions
Permission to upgrade existing staff received from board
Permission to induct professionals received from board
Funding is present

Collaboration with NORAD

As Pakistan’s premier cultural institution located at the federal capital, Lok Virsa
is strategically placed to act as a facilitator and catalyst for NORAD’s
collaboration with other cultural institutions of Pakistan apart from receiving
support to institutionally strengthen the institute.
Lok Virsa may, as part of the 5-year plan, facilitate
NORAD’s approved cultural initiatives in Pakistan
Norwegian/Pakistani organizations working in Norway on Pakistan’s culture
Bona-fide Norwegian scholars working on culture in Pakistan
In addition, NORAD support for the following is indicated:

► The Lok Virsa Master Plan

► Digitizing of Lok Virsa audio and visual archives
► The creation of a second floor on the museum building to house
archives, storage space and a courtyard. This enhancement will
have a traditional envelope visible at considerable distance.
► The creation of a testing and conservation laboratory for the
heritage museum
► A South-South Dialogue, where facilitation would be provided to
Lok Virsa for cultural and institutional interaction with analogous
institutions in the region as well as in South Africa.
► A study on the roots of Norwegian-Pakistanis
► A film on integration, assimilation and conflict resolution of a
Pakistani-Norwegian family filmed on location in Pakistan and
Norway
► An educational pack for Norwegian children highlighting Pakistan’s
cultural heritage
► A cluster of projects already presented in outline to NORAD
► Reprinting and Translation of Works by Norwegian Authors on
Pakistan
► Music and Craft Festival of Pakistan in Norway
► Travelling Exhibition of Pakistani Arts and Crafts in Norway
► The Viking Achievement – Travelling Exhibition to Pakistan
ANNEX TWO:

Programme Title:
MASTER PLAN DESIGN AND IMPLEMENTATION FOR LOK VIRSA CAMPUS
Implementing Institution:
National Institute of Folk and Traditional Heritage (Lok Virsa)
Description of the Programme
The programme aims at surveying existing conditions at the Lok Virsa Campus,
designing a Master Plan and implementing it for the Campus.
Request and Background for request
Request
Lok Virsa requests support for survey, design and implementation of the Master
Plan.
Background for request
Since its inception in 1974, Lok Virsa has grown over 30 decades from a small
rented apartment to a sprawling campus covering about 9 acres (36 000 sq m) of
fenced space on gently sloping land. The legal cover accorded to Lok Virsa as an
entity was a government resolution, which was insufficient to address the
institution’s expanding role.
Extreme shortage of resources over the years resulted in an organic semi-
planned amorphous growth emanating from elements of ad-hocism (disjunctive
incrementalism), as the institution’s future as a corporate entity remained
uncertain and all planning needs were met from the normal budget as and when
the opportunity presented itself.
Since September 2002, the Lok Virsa Ordinance passed by the Government of
Pakistan has given the institution a corporate identity and empowered it with a
set of 15 functions and powers (Article 4 of the Ordinance).
This new mandate empowers Lok Virsa to work for the traditional culture of a
nation of 140 million people. As a result, the current plan and layout of the Lok
Virsa campus has become dysfunctional and not in harmony with the new
mandate.
There is thus a need to update and redesign the master plan of the Lok Virsa
Campus with a view to integrate and accommodate future expansion in a logical
and harmonious manner, opening and expanding public spaces and display
modules while concentrating administrative space. This is an indispensable pre-
requisite for the implementation of a 5-year strategy plan, which is currently being
formulated by the institution. The master plan is thus a powerful planning tool for
all future projects.
Previous Support and Experience
Previous support and experience was based on modest estimates of the earlier
master plan, which envisaged a limited role for Lok Virsa. The growth of the
institute as a public service utility was the result of the vision, experience and
motivation of the staff and employees of Lok Virsa. There is a felt need for
revisiting the earlier plan and updating it, but resources are lacking.

Brief Description of the Programme

The programme contains three outputs that are consecutive:
Survey of existing conditions, which will feature a topographical survey of the
entire campus area and the area beyond the roads outside the current fence
perimeter. The survey will generate a Computer Aided Design (CAD)
topographical plan of the campus area at 1 ft (30 cm) contour intervals. The
topographical survey will document and show each tree, building, open structure,
service lines, invert levels and all man-made incursions on the land. The
topographical survey will be augmented by a hydrological and soil survey for
assessing soil and water quality, soil resistivity, soil mechanics, and water table
carrying capacity
Design of a new master plan will be based on the survey and carried out with the
aid of qualified and experienced architects, who together with Lok Virsa staff will
form the panel of experts for the design. They shall develop the master plan on
the basis of present and future needs assessment, salvage value or retention of
existing buildings, soft landscaping, flora and fauna, planting of hardy plants for
greening the campus. They will also recommend the location of a tube well to
ensure irrigation and an autonomous water supply for the campus.
Implementation of the master plan will commence after approval of the design
by the municipal authorities. This will include all external services, including open
display spaces, fiberglass dioramas, perimeter inspection paths, pavements,
pathways and public spaces.
Procurement Procedure
After obtaining permission from the Lok Virsa Board of Governors, the required
surveys, design and works will be advertised as tender notices in the Pakistani
daily press. After the bids have been received, they will be opened in public in a
transparent manner. The best (i.e., adhering the closest to the specifications
advertised) in each category will be selected and a supply order/work order will
be given to the successful parties. Supervision and quality control will be
undertaken by a panel of expert architects and planners.
Duration
The programme is expected to be completed within 9 months.

Cost Estimate and Financing Plan

See Chart entitled “Lok Virsa Master Plan: Cost Estimate and Financing Plan”
NORAD’s Contribution Rs 37,039,421
Assessment
The scope and quality of the underlying analysis and planning activities:
Consistency and realism
The programme is consistent with the Lok Virsa functions and powers outlined in
its charter. In order to implement its mandate for the future, the institute
realistically requires a high quality, well-planned and uncluttered master plan as a
launch pad for the smooth generation and implementation of all future
programmes.
Goal, Objective, Outputs, Inputs: See Logframe and Activity Chart
Relevance
The priority accorded to the proposed programme in national plans and
budgets:
There is no specific priority accorded to the programme, apart from the
government’s desire to ensure a higher quality of output from public institutions
based on experienced and qualified service.
Coherence with Norwegian policies and principles, general and sector
specific:
For NORAD assessment
Justification of the programme in relation to user’s need and priorities:
Without a coherent master plan for Lok Virsa, the current status-quo will prevail,
which is inadequate for future forward planning and programming. The rapid
expansion of the institute needs urgent direction in terms of physical planning
and layout of the campus in order to maximize benefits to the general public.
Assessment of the potential for utilising Norwegian resources:
Norwegian resources will be utilized to generate a culture landscape for the
premier federal cultural institution of Pakistan. The resources will create a
planning tool for the future.
Sustainability
A high quality master plan if followed should contain immanent sustainability. The
use of Norwegian resources to induct planners and architects of the highest
quality and integrity in a transparent transactional manner will ensure
sustainability. The master plan once completed will not require regular donor
inputs and will continue as a self-sustaining monument to Pakistan-Norwegian
co-operation.
Economic/financial aspects
The existing annual budget of Lok Virsa is adequate to ensure the sustainability
of the programme in perpetuity.
Policy Support Aspects
The Lok Virsa Charter embodied in the Lok Virsa Ordinance 2002 ensures policy
support for the future.
Socio-cultural and gender aspects:
The master plan ensures the perpetuation of a socio-cultural public space in the
federal capital of Pakistan. Gender participation has always been encouraged in
all Lok Virsa programming and the annual festival held at the campus is famous
for the highest women’s participation of any festival on this scale held anywhere
in Pakistan.

Environmental aspects:
Degradation of the natural environment is a serious issue in Pakistan. The
master plan will ensure the sensitive choice of hardy indigenous flora to conserve
the environment.
Institutional aspects, including assessing the Partner’s administrative
capacity:
The institution is a stable organization possessing both administrative and
technical capacities. Administratively, the institute is headed by an experienced
and qualified cultural administrator and folklorist supported by a staff of 2
qualified anthropologists, 2 museologists, 3 designers, 2 engineers and 4
technicians. Capacity building is ensured by university internees and volunteers
from the arts and social sciences.
Technological aspects:
Adequate technical expertise will be tapped for the survey, design and
implementation by planners, architects, environmentalists and engineers.
External Risk Factors
Natural calamities:
Earthquakes: the master plan will not be significantly affected by earthquakes
Flooding: the topography of the land is gently sloping and is vulnerable to soil
erosion, which has increased in recent years. The master plan will ensure the
anchoring of the soil to arrest erosion.
Man-made disasters
War: there are no arrangements in place to protect the campus during war time.
Rioting: the distant location of the campus from any human settlements makes
rioting a remote probability. Adequate policing measures are in place.
Pollution: pollution levels at the campus location are well below WHO standards
and are not expected to worsen within the next ten years. Adequate flora planting
has been planned in the programme
Power outages: will not affect the integrity of the master plan.
Responsibilities and Procedures
Organisational requirements and implementation procedures including
quality control systems:
Quality control systems are built into the design and implementation phase by
ensuring the best available architects and planners.
Reporting, Accounting, Auditing:
Procedures for Annual Meetings, Formative Process Research, Reviews
and Evaluations:
Annual meetings of the Lok Virsa Board of Governors are mandatory and follow
laid-down procedure of meeting once each year.
Formative process research is carried out to determine the specifications and
requirements of any proposed programme. The programme is reviewed in the
annual meeting and evaluated for approval or rejection.
Conclusion
Recommendation:
As the first step to the creation of a medium and long-term strategy for Lok Virsa,
this foundation stone is the edifice for future traditional cultural planning in
Pakistan.
Main obligations and conditions for support:
Overall budget with annual breakdown, indicating NORAD’s contribution,
other donor’s contributions and Partner’s contribution.
See Chart entitled “Lok Virsa Master Plan: Cost Estimate and Financing Plan”
Main obligations and conditions to be completed with by the Partner when
designing and implementing the Programme, with a view to minimising
risks and ensuring sustainability:
Listed in External Risk Factors above
Reporting, disbursements and reviews
Reporting
NORAD shall receive progress reports and the statement of accounts for the
programme as follows:
Phase Planned Duration Progress Report and
Statement of Accounts to
NORAD from Lok Virsa
Survey September-October 2004 December 2004
Design November 2004-January March 2005
2005
Implementation February 2005-June 2005 August 2005

Disbursements
Disbursements under this contract will take place upon receipt of written
requests.
 LOGICAL FRAMEWORK:
MASTER PLAN FOR LOK VIRSA

OBJECTIVES OBJECTIVELY MEANS OF ASSUMPTIONS

VERIFIABLE VERIFICATION
INDICATORS
GOAL By month 9, a Physical Master Plan
“To establish centres of harmoniously designed observation approved by
excellence …”(Article Lok Virsa Campus for authorities
4(i)) implementation of Lok
“To do all such other Virsa’s Functions and
things as are Powers (Mandate)
necessary to the
advancement of the
objectives”(Article
4(m))
PURPOSE By month 9, planning, Observation Administrative
Creation of Updated survey and will, expertise
Master Plan of Lok Virsa implementation and supervision
complete capacity
remains at
current level
OUTPUTS 1. By month 1, Topographic, Resources
1. Topographic Survey topographic survey hydrological available for
of Lok Virsa Campus of campus complete and soil survey survey and
done 2. By month 1, reports physical works
2. Hydrological and Soil hydrological & soil Approved
Survey of Lok Virsa survey of campus master plan
Campus done complete submitted by
3. Master Plan designed 3. By month 3, panel panel of
4. Landscaping and of experts creates experts
External Services of and approves Observation
Lok Virsa Campus Master Plan Design and physical
Completed 4. By month 9, all verification of
landscaping/externa external
l services of campus services works
in place
INPUTS Surveyors Tender
Survey costs Physical Planners Documents and
Design costs External Service supervisory
Construction costs Supervisors observation
 LOK VIRSA MASTER PLAN – ACTIVITY AND RESPONSIBILITY CHART
(MONTHS)
ACTIVITY RESPONSIBLE 1 2 3 4 5 6 7 8 9
Output 1: Topographic Survey of Lok Virsa Campus
1.1 Prepare project introduction and tender documents Director
1.2 Invite bids for detailed CAD drawing topographic survey – natural & man made features Tender Committee
1.3 Commission parties for topographic survey Supervisor
1.4 Completion of Topographic Survey Supervisor
Output 2: Hydrological and Soil Survey of Lok Virsa Campus
2.1 Prepare project introduction and tender documents Director
2.2 Invite bids for hydrological and soil survey Tender Committee
2.3 Commission parties for hydrological/soil survey Supervisor
2.5 Completion of hydrological/soil survey Supervisor
Output 3: Master Plan Design
3.1 Nominate Panel of Experts based on Expertise and Experience Planning Committee
3.2 Commission Panel of Experts (Architects & Planners) for Master Plan Design Architect & Planner
3.3 Finalization & Submission of Master Plan Design by Panel of Experts Architect & Planner
3.4 Approval of Master Plan by Authorities Municipality
Output 4: Landscaping and External Services of Lok Virsa Campus
4.1 Prepare project introduction and tender documents Architect & Planner
4.2 Invite bids for all external services – soft landscaping, open air museum, etc Tender Committee
4.3 Commission parties for external services Supervisor
4.4 Supervision and Completion of External Services Architect & Planner
 MASTER PLAN FOR LOK VIRSA – COST ESTIMATE AND FINANCING PLAN
ACTIVITY PRs
Output 1: Topographic Survey of Lok Virsa Campus
1.1 Prepare project introduction and tender documents
1.2 Invite bids for detailed CAD drawing topographic survey – natural & man made features
1.3 Commission parties for topographic survey
Survey of Existing Conditions and creation of CAD drawn topography at 1ft intervals, including - but not limited to -
1.4 documentation of each built structure, tree, incursions, service lines, invert levels, etc. 250,000
Output 2: Hydrological and Soil Survey of Lok Virsa Campus
2.1 Prepare project introduction and tender documents
2.2 Invite bids for hydrological and soil survey
2.3 Commission parties for hydrological/soil survey
Completion of hydrological/soil survey - soil quality, water quality, water table depth and specific hydrology of enclosed of
2.4 Lok Virsa Campus 100,000
Output 3: Master Plan Design
3.1 Nominate Panel of Experts based on Expertise and Experience
3.2 Commission Panel of Experts for Master Plan Design
Finalization of Master Plan Design by Panel of Experts including needs assessment, salvage value of existing structures,
3.3 soft landscaping needs - Planning Consultancy @ 5% of Total External Services cost 1,666,170
3.4 Approval of Master Plan by Authorities
Output 4: Landscaping and External Services of Lok Virsa Campus
4.1 Prepare project introduction and tender documents
4.2 Invite bids for all external services – soft landscaping, open air museum, etc
4.3 Commission parties for external services
Completion of External Services for 9 acres (392,040 sqft) @ Rs 85/sqft, including soft landscaping, pavements, inspection
4.4 paths, open air museum, fibreglass dioramas, hardy green tree species, public spaces, etc. 33,323,400
4.5 Boring and installation of water lift pump for irrigation (15 inch bore) with 100 Kva transformer 1,200,000
4.6 Supervision and design implementation services @ 1.5% of total cost 499,851
TOTAL 37,039,421
 Annexure: Excerpt from the Lok Virsa Ordinance 2002:
4. Functions and Powers of the Institute,- The functions and powers of the
Institute shall be-
(a) to engage in research, systematic collection, documentation, scientific
preservation, projection and dissemination of oral tradition, folklore and
other aspects of indigenous cultural heritage;
(b) to aim at strengthening and nurturing the roots of Pakistan culture and
to achieve fundamental objectives regarding its rediscovery and
reinterpretation to project the true identity of Pakistan.
(c) To establish cultural complexes and museums for the purpose of
displaying living arts and crafts, cultural artifacts and rare objects from
all parts of Pakistan;
(d) Establish cultural industries, art and craft galleries, artisan villages and
to hold and organize festivals;
(e) To retrieve advance knowledge of the general public and promotion of
cultural heritage and cultural industries of Pakistan;
(f) To carry out studies, investigations, surveys, to collect data to prepare
feasibility report about schemes, projects and programmes to the extent
required for fulfilling the objects;
(g) To arrange and provide training and technical assistance to its staff as
well as participating NGOs and community based organizations,
educational institutions through training programmes, purchase of
existing services, workshops, seminars, publications, and training
programmes and scholarships within Pakistan or in such other
countries as the Board may deem appropriate;
(h) To improve knowledge, understanding and practices of different
aspects of indigenous cultural heritage and to devise ways and means
for a broader dissemination through employment of modern media
technologies;
(i) To establish centres of excellence and to activate existing institutions
and build or innovate new institutions and forge mutually beneficial
private-public sector partnerships;
(j) To prepare and implement such other plans and programmes to
promote cultural heritage of Pakistan;
(k) To promote cultural heritage such that it plays its rightful role in
developmental issues such as economic reforms, investment, industry,
education, literature, poverty alleviation, human rights and human
development;
(l) To cause to be prepared and implemented such schemes and
programmes for the promotion of welfare of its employees;
(m) To do all such other things as are necessary or incidental to the
promotion or advancement of the objects of the Institute.