TERMS OF REFERENCE FOR THE PROVISION OF SCIENTIFIC SERVICES TO THE IOTC
Scientific Services to be provided:
A short term consultancy (8 months) is required for the following activities:
Development of an electronic reporting and data storage system to support the Indian Ocean Tuna
Commission Regional Observer Scheme
Background
The Indian Ocean Tuna Commission (IOTC) is an intergovernmental organisation responsible for the
management of tuna and tuna-like species in the Indian Ocean. Recognising the limited quantitative data
provided for many stocks under the Indian Ocean Tuna Commission Agreement and the poor quality of
much of these data, supporting the IOTC Regional Observer Scheme is a high priority for reducing the
level of uncertainty associated with the status of many target stocks and associated bycatch species. While
some observer data are currently reported to the IOTC Secretariat, the non-electronic and unstandardised
format of data submissions, which are currently often provided in formats such as Word, pdf or scanned
documents, are not conducive to data management or analysis. This project will develop an e-data
reporting and management system for IOTC CPCs1 to improve the consistency, efficiency, quality,
timeliness and accuracy of data reporting and management for analysis. This project is targeted
particularly at developing coastal State CPCs which have not yet developed observer data collection and
management processes and will be an important capacity building tool for these countries.
Justification
WWF’s Global fisheries programme, Smart Fishing Initiative (SFI), focuses the WWF network on tuna,
as it is the most traded seafood commodity by volume, and supports a wide array of coastal communities
and foreign fishing fleets. Tuna are highly migratory species requiring high levels of regional cooperation
to achieve effective long term sustainable management. The Indian Ocean has the world’s second highest
catches of principal market tuna (19.5% in 2010, Food and Agricultural Organisation) and also a
relatively high proportion of developing nations, including coastal east Africa, the Indian subcontinent,
and the western edge of Asia. With this predominance of developing coastal states in the Indian Ocean,
the need to protect livelihoods, build communities and ensure food security is critical, yet there is limited
ability to manage the resource effectively.
WWF, through the SFI, work in close cooperation with Indian Ocean coastal states with the goal of
working together to address obstacles which stand in way of sustainable tuna fishing throughout the
region. Encouraging and assisting, where possible, Indian Ocean coastal states in improving their fisheries
is key to WWF’s efforts in the region and India represents one of the focal points in this regard.
1
IOTC Contracting Parties and Cooperating Non-Contracting Parties
WWF and its partners have been also working closely with the IOTC Secretariat to support robust
management of fishery resources and capacity development. This project is well aligned with these aims
and will facilitate the improved collection of fisheries data.
Project overview
The IOTC Secretariat is currently working to address the issues identified through revising the observer
data reporting processes and supporting the training of national scientific observers. This project will
support these activities and strengthen the scheme through the development of a user-friendly, e-reporting
interface and data management system to facilitate the management of incoming observer data.
There will be 5 main phases of work:
1) Development of regional database for storage of data reported at the regional level, according to
IOTC data reporting requirements, to be held at the IOTC Secretariat.
2) Development of database for storage of data collected nationally, according to IOTC data
collection requirements.
3) Development of a user-friendly electronic interface for data reporting based on the IOTC
observer forms.
4) Trial, testing and review of e-reporting tool.
5) Development of final version of e-reporting tool and roll-out.
The final output will be an electronic data reporting and management system whereby observers can enter
data as per the current observer data collection forms 2 into a document such as a smart-pdf for each
fishing trip and set. Once this is complete, it can be sent to the responsible CPC for review. Once the data
have been verified as correct, two export functions can be used to export the data to a format that can be
directly uploaded (i) to the national database (all information collected) and (ii) to the regional database (a
subset of these data). A set of queries will also be established for the national database so that the data
required to be reported at the regional level can also be exported directly from here as an alternative. The
process is illustrated in Figure 1.
Figure 1. Schematic of the data reporting system
2
www.iotc.org/science/regional-observer-scheme-science
Programme of Work
Phase 1 – Regional database
The consultant will develop a SQL-server database for the management of data reported at the regional
level, reflecting IOTC data reporting requirements, to be held at the IOTC Secretariat. This database will
be closely aligned with the other databases held at the Secretariat to ensure consistency across all data
areas, including codes and units. Technical leads at NOAA, IATTC, SPC, and WCPFC will be consulted
at the outset in order to build upon and incorporate best existing practices and to ensure maximum
harmonization of relevant architectural elements. The consultant will produce a draft design of the
possible architecture for review and feedback prior to development of the database. The final database
will be provided with a detailed user manual.
Phase 2 – National database template
The consultant will develop a database template (in Microsoft Access) for storage of data required for
collection at the national level, reflecting IOTC data collection requirements. This will be very similar to
the regional IOTC Secretariat database but will have more data fields, given the more detailed data stored
at the national level. This will also allow for direct exporting of the more summarised data required for
reporting as an alternative to direct export from the e-reporting forms. The consultant will produce a draft
design of the architecture for review and feedback prior to development of the database. The final
database will be provided with a detailed user manual. This is designed to be used and developed by
CPCs where there is no database system in place as part of the capacity building process. Both the
regional and national databases will contain a set of extensive error checking functions to avoid common
data entry problems. These will be iteratively developed and extended further over time in order to be
applicable to all CPCs and to capture necessary information for all gear types and additional fields
required by future IOTC resolutions, if applicable.
Phase 3 – Development of e-reporting interface
The consultant will develop a user-friendly electronic interface through which observers can record and
transmit data that is currently recorded on paper, in Word documents or Excel. E-reporting is now
becoming mainstream as a method for collecting data, managing and processing for timely analysis so a
range of potential systems should be reviewed and considered, including the smart pdf manager
eTUNALOG3 or eTUBS4 used by SPC.
The main interface will be user-friendly and straightforward to use and will therefore facilitate accurate
data submissions. The interface will have ‘help’ notes which support the user in identifying what type of
information is needed for each field in more detail and diagrams to facilitate understanding. There will
also be an option for more experienced users to ‘hide’ these notes. The templates will include some
recommended data entry fields and some mandatory entry fields, based on the IOTC agreed minimum
data requirements.
This project aims to use software that is free or very low cost and readily accessible to promote
widespread use of the tool. The system design must be flexible enough to be updated at intervals to allow
for future changes in data collection and reporting requirements. This will also facilitate the uptake by
3
www.spc.int/oceanfish/en/ofpsection/data-management/spc-members/e-reporting/379-etunalog-smart-pdf-manager
4
www.spc.int/Oceanfish/en/ofpsection/data-management/spc-members/e-reporting/380-etubs-on-board-observer-entry
other RFMOs which can adapt fields where necessary based on differences in data collection and
reporting requirements.
The system must provide an opportunity for CPCs to review observer data prior to submission, such as
through the ability to save and email a file which can then be edited by the reviewer and the observer who
initially input the data. The system will also provide error checking functions such as specified parameter
boundaries, missing fields and some automated calculations. Flexibility is again required here to allow for
additional data entry checking processes to be added as new data entry errors are spotted over time.
The system will allow a number of forms to be completed for each observer trip and a number of data entry
pages to be completed for each form (dynamic addition/deletion of form pages). It will be possible to add
codes, for example, for new species. It will have a feature for automatic completion of data from previous
forms for data fields such as date and set number in order to save time.
There will be an export feature for the submission of data in electronic format. This might be an export
function from a smart pdf to convert the data into xml format which can then be easily emailed and
uploaded into the databases. Two export functions will be required to generate the subset of data
corresponding according to the different national and regional reporting requirements.
Phase 4 – Trial, testing and review of e-reporting tool
A draft version of the e-reporting tool and databases will be presented to the IOTC Secretariat for review at
this stage with a draft user manual. A set of training materials will also be produced to introduce and
explain the system to users. A workshop will then be a carried out in one or two selected CPCs to
demonstrate the e-reporting tool and national database system as a pilot with the associated manuals. This
workshop will be used to identify problems users have with the system, to fix any bugs and to design any
necessary modifications. The draft e-reporting tool and database will also be sent to at least three expert
reviewers for comments and further modifications will be made based on these inputs.
Phase 5 – Development of final version of e-reporting tool and roll-out
All reviews and feedback provided will be considered and evaluated in detail by the project managers and
a final agreed set of amendments and modifications will be completed for the final version. The final
version of the e-reporting tool and data management system will be completed and formally endorsed by
the IOTC. This will be provided in an editable format to enable translation.
Project Deliverables and Due Dates
See above for more detailed description of deliverables.
Expected timeline for deliverables :
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SQL-server database to be developed and integrated into the IOTC databases
Microsoft Access database template developed for national data storage
Draft e-reporting interface
2x pilot trial workshops completed
Final product with user manual
Required Completion Date:
1st May 2016
1st June 2016
1st August 2016
1st September 2016
1st November 2016
Project Timeline and Breakdown of work
Timeline
Mar
2016
Apr
May
Jun
Jul
Aug
Sep
Oct
Regional database
Phase 1 – regional database
National database
Phase 2 - national database
E-reporting interface
Phase 3 – e-reporting interface
Expert review
Phase 4 - review and trial
Pilot trial (workshop x 2)
Phase 5 - final development and roll out
revisions, bug fixes, ammendments
Final product & user manuals
Breakdown of work
While interested parties may submit a proposed breakdown of work differing from that proposed, it
should be noted that the available budget will not likely exceed the total number of days below (147) and
that the consultant is expected to be able to begin work in March 2016.
Phase of work
Consultant Days
Phase 1- regional database
Regional database
30
Phase 2- national database
National database
15
Phase 3- e-reporting interface
E-reporting interface
40
Phase 4- review and trial
Peer review improvements
12
Pilot trial (workshop x2)
20
Revisions, bugfixes, amendments
20
Final product & user manuals
10
Phase 5- final development and roll-out
147
Project Budget
Available funding for this grant falls within the typical budget for a FAO consultant. Interested parties are
therefore encouraged to not submit proposals exceeding typical FAO consultant rates.
The duties above may be completed remotely, though it is expected that the consultant will visit the IOTC
Secretariat in the Seychelles at the inception of the project. The consultant is also expected prepare for
and travel to workshop in two IOTC member states (destination TBD).
Key Qualifications
UI/UX expert and database developer with fisheries experience
The consultant will report to WWF (Dr Wetjens Dimmlich) and to the IOTC Secretariat (Dr Sarah Martin /
Mr James Geehan). Final sign off of all deliverables will be made by the Interim Executive Secretary, Dr
David Wilson. The Project will also be coordinated with the Food and Agriculture Organization of the
United Nations (FAO) Information Technology Division (CIO) who will provide advice and assistance in
the design and implementation of the Project outputs.
Expressions of Interest:
Deadline for Submission: 16 February.
Please email your application/CV to Secretariat@iotc.org with heading:
ROS E-REPORTING AND DATA MANGEMENT PROJECT