Understanding Inventory and Evaluation for Conservation Professionals

If you're a conservation professional working with farmers to install ag conservation practices, chances are you have heard the term Inventory and Evaluation (I&E). Did you know that I&Es are not necessarily standardized or that their content and format can vary significantly? Factors including the region, preparer, scope, size, and complexity of the issues involved can lead to different outcomes and sometimes confusion for those executing the plans. This article will help to explain what an I&E is and provide some tips for reviewing and determining if I&Es are adequate for the farms you are working with.  

I&Es are a detailed assessment of farm resource concerns and the combination of one or more planned best management practices (BMPs) to address these concerns. I&Es are part of the planning process, providing a detailed description of a proposed conservation project and its anticipated costs. These are critical components for obtaining funding, and the accuracy of an I&E will later dictate the successful implementation of the project. I&Es should only be prepared by experienced planners.

I&Es begin with a visit to the farm. An evaluation of the farmer's goals, objectives, resource base, and operation informs both what factors are causing the observed resource concerns and what can be done to solve them. When reviewing the I&E report, pay close attention to the following:

• Operator's goals and objectives
• Existing conditions (resource concerns)
• Data collected
• Photos

The summary report is the work product resulting from the I&E. This report must clearly describe the farmer's operation and needs. The existing conditions often include one or more resource concerns that the farmer is requesting assistance with. Proposed recommendations must fit within the farmer's operational context, management capabilities, and budget. Including photographs will greatly aid those who need to review the report but are unfamiliar with the site. Data should be collected on the type and number of animals, existing waste handling strategies, animal concentration areas, feed areas, crop production, and sensitive areas such as water well locations, wetlands, streams, and other items affecting water quality. Surveys and measurements should be taken of the site to allow for quantities to be estimated. Various solutions should be discussed with the farmer during the site visit. These initial conversations will aid the selection of conservation BMPs that will work for their operation, reducing unexpected consequences later in the process.

Back in the office, the planner will then develop the necessary calculations, documentation, and sketches to provide a concept plan. The concept plan is essentially a partially completed design for the proposed BMPs. This should include enough information to make informed estimates of project costs. The following items should be included with supporting documentation in the I&E report:

• Proposed conservation BMPs and quantities
• Proposed design calculations and supporting documentation
• Planview maps and proposed BMP locations
• Standard drawings and construction notes that will impact project costs
• Opinion of estimated costs

Planview maps and standard drawings are often the most effective tools for communicating with the farmer about how their operation will change. Maps should be clear and provide enough detail to understand where BMPs will be installed. The report should summarize management considerations for the newly installed BMPs and evaluate this need with the overall operational requirements.  For example, if manure storage is being proposed, an access road may be needed to provide a way for the farmer to empty the new storage. When reviewing these sections, be sure to consider if the proposed BMPs fit the operator's goals and objectives.

An opinion of estimated costs for the system should also be provided. This will include all construction costs associated with the planned BMPs. Other costs such as survey, engineering, and permits should also be mentioned or evaluated. Cost opinions should be provided for each BMP or component. The report should provide context around the development of the opinion of costs and describe any alternatives that were evaluated during the process. When making recommendations to the farmer or preparing contract documents, it is essential to assess the cost estimate for accuracy. Inaccurate cost estimates can lead to projects exceeding planned budgets, requiring contract amendments and other burdens on the farmer and partners. A complete I&E developed in partnership with the farmer will significantly improve the project’s likelihood of successful implementation.  The following questions should be asked:

• Are conservation practice quantities provided and depicted on plan view sketches?
• Are descriptions provided for the development of the opinion of costs?
• How much time has passed since the opinion of cost was developed?
• Were costs based on regional or local rates?
• Does the opinion of cost include prevailing wage?
• Does the opinion of cost include contingency?

I&Es may come in different shapes and sizes, but they should include all the components discussed here to be effective. If you are reviewing an I&E and have questions, reach out to the planner, State Conservation Commission, Center for Ag Conservation Assistance Training, or NRCS for help.