Final Technical Reportacpfish2-eu.org/uploads/results/ACP-Fish_C5-FTR - v2.pdf · Evaluation of the...

Evaluation of the regional information and

knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme

Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)

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Final Technical Report

ACP-FISH II PROGRAMME

EVALUATION OF THE REGIONAL INFORMATION AND

KNOWLEDGE INTERVENTION FOR FISHERIES MANAGEMENT

AND TRADE FUNDED BY THE ACP FISH II PROGRAMME

Project ref. N° (OV-5.3-X3)

Region: ACP

Countries: SRFC/CSRP members; FCWC; COREP members; LVFP; IOTC; CRFM; and SPC members

27 NOVEMBER 2013

A project implemented by:

IBF International Consulting

Subcontractor




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TABLE OF CONTENTS LIST OF TABLES, FIGURES AND PHOTOGRAPHS............................................... 3

LIST OF ANNEXES ........................................................................................... 3

ACKNOWLEDGEMENTS .................................................................................. 4

ABBREVIATIONS AND ACRONYMS.................................................................. 5

EXECUTIVE SUMMARY ................................................................................... 9

1. BACKGROUND .................................................................................... 12

2. APPROACH TO THE ASSIGNMENT ....................................................... 14

3. COMMENTS ON TERMS OF REFERENCES ............................................. 18

4. ORGANISATION AND METHODOLOGY ................................................ 19 4.1. DELIVERY OF TERMS OF REFERENCE .................................................................................... 19 4.2. CONDUCT AND DETAILS OF THE ASSIGNMENT INCLUDING VISIBILITY ACTIVITIES ............................... 21 4.3. PHASES OF THE IMPLEMENTATION...................................................................................... 21

4.3.1. PHASE 1: THE EVALUATION PHASE .............................................................................. 21

4.3.2. PHASE 2: THE WORKSHOP PHASE ............................................................................... 23

4.3.3. PHASE 3: THE REPORTING PHASE ............................................................................... 25

5. CONCLUSIONS AND RECOMMENDATIONS .......................................... 25

6. ANNEXES (TO INCLUDE ALL TECHNICAL OUTPUTS) ............................. 26 6.1. TERMS OF REFERENCE ............................................................................................ 26 6.2. INCEPTION REPORT ................................................................................................ 26 6.3. SURVEY PROJECT MANAGER/COORDINATOR ................................................................ 26 6.4. SURVEY USER ....................................................................................................... 26 6.5. INTERVIEW GUIDE FOR COORDINATORS ...................................................................... 26 6.6. INSTITUTIONS AND INDIVIDUALS CONSULTED ................................................................ 26 6.7. IREW PPT TEMPLATES FOR C5 IMPLEMENTED PROJECTS AND FURTHER ACTIONS TO BE CONSIDERED

IN THE FUTURE .................................................................................................................... 26 6.8. WORKSHOP REPORT .............................................................................................. 26 6.9. EVALUATION REPORT ............................................................................................. 26 6.10. PICTURES FROM THE IREW ..................................................................................... 26 6.11. BIBLIOGRAPHY CONSULTED IN THE EVALUATION OF THE C5 PROJECTS. ................................. 26 6.12. TECHNICAL OUTPUTS (E.G. POST IREW BROCHURE, FINDINGS AND RECOMMENDATIONS PPT) .. 26




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LIST OF TABLES, FIGURES AND PHOTOGRAPHS

Table 1 Projects Funded under Component 5 Table 2 Realized Timeline Table 3 TOR Deliverables Table 4 ACP Fish Received Document Tracker

LIST OF ANNEXES

Annex 1 Terms of Reference

Annex 2 Inception Report

Annex 3 Survey Project Manager/Coordinator

Annex 4 Survey User

Annex 5 Interview Guide for Coordinators

Annex 6 Institutions and Individuals Consulted

Annex 7 IREW PPT Templates for C5 Implemented Projects and Further Actions to be considered in the Future

Annex 8 Workshop Report

Annex 9 Evaluation Report

Annex 10 Pictures from the IREW

Annex 11 Bibliography

Annex 12 Technical Outputs (E.G. Post IREW Brochure, Findings and Recommendations PPT)




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ACKNOWLEDGEMENTS

The present report has been prepared by New Frontier Services within the framework of the above mentioned ACP Fish II project. This project was carried out in strict collaboration with the ACP Fish II Team, the different local focal points and ACP Fish II Regional Managers. The key Experts and other representatives of the Consultants wish to express their deep gratitude to all the people who – by means of their participation, their kindness and their dedication – contributed to making this assignment into a successful event, as well as a pleasant and enriching experience.




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ABBREVIATIONS AND ACRONYMS

ACIAR Australian Centre for International Agriculture Research

ACP African Caribbean Pacific

ACS Association of Caribbean States

ADB Asian Development Bank

AdP Administration des Pêches

ANAF Aquaculture Network for Africa

BAD Banque Africaine de Développement

CARICOM Caribbean Community

CARIFIS Caribbean Fisheries Information System

CARIFORUM Caribbean Forum of African, Caribbean and Pacific States

CEBEVIRHA Commission Économique du Bétail, de la Viande et des Ressources Halieutiques

CERMES Centre for Resources Management and Environmental Studies

CFP Coastal Fisheries Programme

CI Conservation International

CLME Caribbean Large Marine Ecosystem

CMF Content Management Framework

CMMs Conservation and Management Measures

CMS Content Management System

COREP Commission Régionale des Pêches du Golfe de Guinée

CPCO/FCWC Comité des Pêches du Centre Ouest du Golfe de Guinée (Fisheries Committee for the West Central Gulf of Guinea)

CPUE Catch Per Unit Effort

CRFM Caribbean Regional Fisheries Mechanism

CRISP Coral Reef Initiatives for the Pacific

CRM Customer Relationship Management

CSME CARICOM Single Market and Economy

CSP Comité de Suivi du Projet

CSRP Commission Sous Régionale de Pêches

CSS Cascading Style Sheet

CTA The Technical Centre for Agriculture and Rural Cooperation

CTI Coral Triangle Initiative

CU/UC Coordination Unit




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DB Database

DGPA Direction Générale de la Pêche et de l’Aquaculture

DPM Management of Marine Fisheries

EC European Commission

EDF European Development Fund

EEZ Exclusive Economic Zone

EPA European Partnership Agreement

EPIRB Emergency Position Indicating Radio Beacon

ESDU Environment and Sustainable Development Unit

EU/UE European Union

FAME Fisheries Aquaculture and Marine Ecosystems (Division of SPC)

FAO Food and Agriculture Organisation

FCWC Fisheries Committee for the West Central Gulf of Guinea

FFA Forum Fisheries Agency

FIBA International Foundation for the Banc D’Arguin

FIS Fisheries Management Information System

FETA Fisheries Education and Training Agency

FLMMA Fiji Locally Managed Marine Areas

ForSec Pacific Islands Forum Secretariat

FSM Federated States of Micronesia

FTR Final Technical Report

GB Giga Byte

GDP Gross Domestic Product

GIS Geographic Information System

IAP /PAI International Action Plan

ICCAT International Commission for the Conservation of Atlantic Tunas

ICT Information and Communication Technologies

ICT4D Information and Communication technologies for Development

IOTC Indian Ocean Tuna Commission

IR Inception Report

IS Information System

ISP Internet Service Provided

IT Information Technologies

ITR Interim Technical Report

IUU Illegal Unreported Unregulated

KE1 Key Expert 1




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KE2 Key Expert 2

KEs Key Experts

KMFRI Kenya Marine and Fisheries Research Institute

LVBC Lake Victoria Basin Commission

LVFO Lake Victoria Fisheries Organisation

MB Mega Byte

MCS Monitoring, Control and Surveillance

MDG / OMD Millennium Development Goals

NaFIRRI National Fisheries Resources Research Institute

NAP/PAN National Action Plan

NEPAD Nouveau partenariat pour le développement de l’Afrique

NGOs Non-Governmental Organisations

OFCF Overseas Fisheries Cooperation Fund

OFP Oceanic Fisheries Programme

OECS Organisation of Eastern Caribbean States

OER Organisation Economique Régionale

OJT Training on-the-job

ORP Organisation Régionale de Pêche

ORT Other Recurrent Transactions

PAF-NEPAD Partenariat pour les pêches africaines

PAS Plan d’Action Stratégique

PDDAA Projet pour le Développement durable de l’Agriculture en Afrique

PICTs Pacific Island Countries and Territories

PITIA Pacific Islands Tuna Industry Association

PIMRIS Pacific Island Marine Information System

PMU Programme Management Unit

PNA Parties to the Nauru Agreement

PNG Papua New Guinea

PSPA Programme d’Appui au Secteur des Pêches et de l’Aquaculture

REOs Regional Economic Organizations

RFBs Regional Fisheries Bodies

RFMOs Regional Fisheries Management Organisations

RFU /UFR Regional Facilitation Unit

RIS Regional Information System

RPWA Regional Programme for West Africa

RTC Regional Technical Unit




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RWG Regional Working Group

SARNISSA Sustainable Aquaculture Research Networks in Sub Saharan Africa

SEAFO South East Atlantic Fisheries Organisation

SMART Specific, Measurable, Attainable, Relevant and Time bound

SOPAC South Pacific Applied Geo-science Commission

SPC Secretariat of the Pacific Community

SPREP South Pacific Regional Environment Programme

SRAP Sub-Regional Action Plan

SRFC Sub-Regional Fisheries Commission

TA Technical Assistance

TAFIRI Tanzania Fisheries Research Institute

TNC The Nature Conservancy

ToR/ TdR Terms of Reference

TT Technical Team

UI User Interface

UNDP United Nations Development Programme

UNEP United Nations Environment Programme

UNESCO United Nations Educational, Scientific and Cultural Organisation

USP University of the South Pacific

UTL Uganda Telecom Limited

UWI University of the West Indies

USD United States Dollar

VDS Vessel Day Scheme

WCPFC Western and Central Pacific Fisheries Commission

WECAFC Western Central Atlantic Fishery Commission

WG (Fisheries) Working Group

WSIS World Summit on the Information Society

WWF World Wildlife Fund




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EXECUTIVE SUMMARY

The EU-funded “Evaluation of the Regional Information and Knowledge Intervention for Fisheries Management and Trade” within the ACP Fish II Programme has a main objective to increase awareness of regional fisheries, economic integration bodies and ACP Secretariat/Fisheries Mechanism on information and knowledge exchange. It specifically seeks to increase awareness on information and knowledge exchange on the topic of fisheries management and trade, thereby proposing new initiatives linked to the ACP Fish II projects implemented under Component 5.

The extent to which the visualized results were achieved is summarized below:

Result 1: Key interventions under Component 5 are evaluated

All mentioned projects (see table 1 below) were evaluated based on the comparison of the ToRs and the Final Technical Reports. Not all Technical Reports were provided at the beginning of Phase 1. To complete this evaluation, the TL and KE2 (with the support of KE3) developed two specific surveys that were sent out to a list of experts that participated in the implementation of the C5 project. These surveys were sent by email. Based on the responses received through the surveys, further interviews were carried out to consolidate the information and collect feedback on the benefits and challenges of the project.

Table 1 Projects funded under Component 5

RFB Title and main outputs/activities Current status End date Budget

CRFM Capacity strengthening of CRFM and its member states for information and knowledge sharing on sustainable management of the fisheries sector in the Caribbean region

Implementation 24/04/13 196.038

LVFO Strengthening the capacity of LVFO and its member states in regional information sharing and communication for the sustainable management of the Lake Victoria fisheries.

Implementation 30/04/2013 142,916




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IOTC Development of an online database for the Indian Ocean Tuna Commission (IOTC) Conservation and Management Measures

Completed 19/09/2012 41,300

SPC Building capacity of ACP member states of the Secretariat of the Pacific Community (SPC) in information sharing and communication for fisheries management

Implementation Oct 2013 186,914

COREP Technical Assistance for capacity building of COREP: information sharing on sustainable fisheries and trade of fish products in Central African sub-region

Tendering Aug 2013 49,871

SRFC Technical Assistance for capacity building of SRFC


FCWC Technical Assistance for capacity building of FCWC


FCWC & SRFC

Workshop on the rationalisation of approaches and policies of the RFBs and Regional Economic Bodies.

Finalizing TOR 90,000

The results that had been obtained during the desk analysis, the surveys and the interviews were then organised into a document that was circulated amongst the IREW participants before the workshop, in order to receive their feedback.

Result 2: Key ACP Fish II results and experiences in enhancing regional information sharing for fisheries management are shared with collaborating regional fisheries bodies and regional economic integration bodies

To achieve this result the experts organised an Inter-Regional Evaluation Workshop (IREW) where the findings and recommendations were presented to and validated by the principal stakeholders (regional fisheries bodies, focal points and regional economic integration bodies).




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Result 3: Future opportunities and areas of support are identified, assessed and validated

This result was obtained through different sources such as the technical final reports of the different projects, the surveys, and the telephone interviews. These were then complemented by the discussions and the work carried out during the IREW working sessions on day two of the IREW. The validation aspect took place on the last day of the event.




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1. BACKGROUND

In July 2013, the ACP Fish II programme launched a tender procedure for contracting the services and expertise needed to carry out the evaluation of the Component 5 of the ACP Fish II Programme. The contract was awarded to the Belgian consultancy IBF Consulting with the private company New Frontier Services as subcontractors, on the basis of the conditions in the tender dossier, following the successful conclusion of a procurement procedure.

The specific objective of this assignment was to increase awareness of regional fisheries, economic integration bodies and ACP Secretariat/Fisheries Mechanism on information and knowledge exchange (specifically related to fisheries management and trade) and to propose new initiatives linked to the ACP Fish II projects implemented under Component 5. The assignment thus involved: (i) the evaluation of projects implemented under the Component 5 of the ACP Fish II Programme, (ii) the sharing of the results and experiences of the collaborating regional fisheries bodies and regional economic integration bodies, and (iii) the identification, assessment and validation of future opportunities and areas of support.

The composition of the team of experts provided by New Frontier Services was as follows:

Mr. Seán J. Burke, Knowledge Management Specialist and Team Leader

Mr Gertjan De Graaf, Fisheries Management Specialist and K2

Mrs. Bernardita Cárdenas, Event Coordinator and K3

In support of the team of key experts in charge of the evaluation, New Frontier Services made the following internal resources available:

Ms. Augusta Sica aided in the backstopping and supporting of the three consultants in the management of the interviews and other logistic tasks, during the preparation of the evaluation and of the IREW.

The Projects that have been funded under Component 5 and that have been evaluated are shown below in table 1.




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Table 1 Projects Funded under Component 5

RFB Title and main outputs/activities Current status End date Budget

CRFM Capacity strengthening of CRFM and its member states for information and knowledge sharing on sustainable management of the fisheries sector in the Caribbean region

Implementation 24/04/13 196.038

LVFO Strengthening the capacity of LVFO and its member states in regional information sharing and communication for the sustainable management of the Lake Victoria fisheries.


IOTC Development of an online database for the IOTC Commission Conservation and Management Measures

Completed 19/09/2012 41,300

SPC Building capacity of ACP member states of the SPC in information sharing and communication for fisheries management

Implementation Oct 2013 186,914

COREP Technical Assistance for capacity building of COREP: information sharing on sustainable fisheries and trade of fish products in Central African sub-region

Tendering Aug 2013 49,871

SRFC Technical Assistance for capacity building of SRFC


FCWC Technical Assistance for capacity building of FCWC


FCWC & SRFC

Workshop on the rationalisation of approaches and policies of the RFBs and Regional Economic Bodies.

Finalizing TOR 90,000




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2. APPROACH TO THE ASSIGNMENT

Based on the “specific activities” listed in the ToR (despite the constraints of time and access to information), a work plan was set up according to the three logical phases provided:

The Evaluation Phase: This phase consisted of designing, conducting and reporting on the evaluation of the interventions supported by the ACP Fish II, in regard to information exchange in fisheries through Regional Fisheries Bodies. The objective of this phase was to establish how far the ACP Fish II Programme had come in achieving the revised objectives for Component 5.

The Workshop Phase: This phase consisted of organising and facilitating the Inter Regional Evaluation Workshop (IREW), to validate and build on the results of the evaluation obtained in the previous phase.

The Reporting Phase: While this phase is presented as the final phase in the assignment of the ToR, it was implemented in an ongoing manner throughout the entire assignment. This phase consisted of completing the draft Evaluation report based on the desk research, the surveys and the telephone interviews presented during the IREW for validation. This also included the comments and feedback that were provided by the key stakeholders attending the IREW. The final evaluation report further contained the workshop report, as well as the ACP Fish II CU feedback.

In order to have a clear overview and efficient execution of the implementation during the run-up to this assignment, the 11 activities listed in the ToR were broken down into much more detailed activities.

The realized timeline (as shown in the next table) respected for the most part the original timetable as included in the ToR. The order of execution ended up being almost the same with minor differences as a result of the limited amount of time during the preparation and organisation of the IREW. The IREW was moved up in order to improve the quality/price ratio in terms of the workshop venue, catering, translation, equipment, and to allow a better timeframe for negotiations, with room for corrections. In spite of the shift of the IREW initiation, some products that had originally been planned as part of the IREW conference bag and Welcome package were impossible to obtain due to time constraints on the supplier end. Among these products was the delegate bag printed with the 6-colour logo of the ACP Fish II. This technically required a minimum of 30 working days to be processed plus two days to be delivered and would be very expensive as the minimum order number was 50 (when only a maximum of 30 delegate bags was thought to be needed). Another discrepancy with the original timeline was the late reception of the three final technical reports on the C5 implemented projects, which lead to a delay of the submission of the Evaluation report, and consequentially a delay of the draft version of the final Technical report.




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Table 2 Realized Timeline

ACP Fish II Component 5 Evaluation of the regional information and knowledge sharing interventions for fisheries management and trade

Working plan Aug-2013 Sep-2013 Oct-2013 Nov-2013

Phase I

Briefing Meeting with ACP Fish II CU in Brussels

Gathering documentation, tracking received documents

Design Work Plan to be approved by the ACP Fish II CU

Design strategic framework

Analysis of received documents

Draft inception report

Submit inception report

Design surveys (S1 PM & S2 Users)

Design telephone interview questionnaire

Mass mailing the surveys

Tracking responses and analysing provided data

Telephone Interviews

Design and write draft Evaluation report

Providing Draft Evaluation report for feedback

Phase II

Workshop participants

Provide initial list of possible participants

Review and approval of list by ACP Fish II CU

Design the email invitation

Generate the mass mailing for the email invitation

According to email invitation answer provide formal invitation

Send formal request of participation to the organisations granting participants authorisation

Generate the participants’ confirmation list

Contact participants on their flight itinerary




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Working plan Aug-2013 Sep-2013 Oct-2013 Nov-2013

List of confirmed itineraries sent to travel agency

Send of invitation letter for obtaining visa

Send bought flights to participants

Last minute travel changes and requirements

Workshop venue

Hotel / conference venue research, availability on number of rooms and capacity of conference rooms

Hotel / conference visits

Hotel / conference request of quotes

Technical equipment, list of technical equipment, request of quotes, selection of supplier

Simultaneous translation, translation cabins and equipment request of quotes, selection of supplier

Workshop Catering and Hospitality

Welcome breakfast, selection menu, request of quotes, selection of offer providing better quality/price ratio per pax

Coffee breaks

Lunch menus

Welcome cocktail

Welcome package (selection of chocolates, welcoming card, guidelines and plan of conference)

Conference bag (printing files, docs, promotion USBs, etc)

Workshop printed material

Graphic designer list of documents, quotes and selection of better offer

Off-set, electronic printers quotes and selection of better offer quality /price ratio

Workshop content design, moderation and validation

Design of workshop programme outlining the different sessions for the 3-day event

Validation of the evaluation findings with the presentation of the different projects by their PMs

RFBs and REBs vision of information and knowledge sharing supporting the implementation of the ACP Fisheries Mechanism Strategic Plan of Action for Fisheries and Aquaculture

Preparation and provide PowerPoint templates for the participants (FR & EN)

International Regional Evaluation Workshop IREW 29th- 31st October 2013




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Design and writing of the workshop report

Delivering workshop report

Phase III

Complete the Evaluation report

Writing draft technical report

Delivering draft technical report

Prepare and submit final technical report

Delivering final technical report

Preparing Final Report

Delivering Final Report




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3. COMMENTS ON TERMS OF REFERENCES

The NFS team found that the ToR was generally well-conceived, covered all risk elements of this evaluation and lined up with the quality of the requested evaluation. While limited discussions/clarifications on the ToR were needed on the technical tasks/activities, the approach to the IREW required a clear strategic framework. Concern was hereby raised on the limited amount of time for the IREW organisation and implementation.

In order to deal with these concerns, the TL and K2 created an internal strategic framework for internal discussion and the K3 began the organisation of the IREW earlier than originally suggested in the ToR.

As for the ToR, the results that were requested as part of this assignment were that:

- Key interventions under Component 5 are evaluated.

- Key ACP Fish II results and experiences related to enhancing regional information sharing for fisheries management are shared with collaborating regional fisheries bodies and regional economic integration bodies.

- Future opportunities and areas of support are identified, assessed and validated.

All of these were completed during the assigned timeline for implementation.




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4. ORGANISATION AND METHODOLOGY

4.1. DELIVERY OF TERMS OF REFERENCE

All the activities specified in the ToR were carried out and completed in a thorough manner. Concise comments are provided herewith:

Table 3 TOR Deliverables

No. Activity specified in the ToR How delivered through the assignment

1 Inception Activities

Briefing meeting with the ACP Fish II CU in Brussels and agree on a detailed workplan;

Collect all relevant background material, related reports and background information on the Component 5 implementation and relevant information and knowledge exchange systems;

Devise Work Plan for the assignment to be approved by the ACP Fish II CU

The briefing meeting took place in Brussels on August 23rd 2013, with the ACP Fish II CU at the ACP Fish II office, and a detailed workplan was agreed upon. During the meeting the first batch of relevant background material on the C5 implementation was provided.

A second meeting to gather inside information on the C5 projects was organised on Brussels on September 4th 2013, where several members of the ACP Fish II Team were interviewed on the management of the C5 Interventions (administrative, communication, implementation level)

2 Review and analyse related reports and background information on the Component 5 implementation

An initial document tracker was designed to monitor the different documents received from the ACP Fish II and the ones that were still pending, as several C5 implementations were not completed yet.

3 Design evaluation tools and methodology, including key evaluation questions, for the survey with RFBs;

The NFS team designed an internal strategic framework and two different surveys (PM & Users) to gather information from different perspectives, as implementer and as final beneficiary.




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4 Conduct the evaluation survey with stakeholders

The NFS team generated a mass mailing list of users and PM from the different documents received (beneficiaries and stakeholders) and from the list the ACP fish II CU provided on Focus Points and RFB. The surveys were sent by email on October 2nd 2013 to both groups. Based on the surveys responses telephone interviews with the PMs or relevant stakeholders were organised, in order to complete the information gathering

5 Prepare a draft Evaluation Report of the Component 5 intervention

The draft evaluation report was prepared compiling all gather information and according to the agreed strategy with the ACP fish II

6 Prepare and distribute all necessary background materials, draft documents and summaries to be provided to the Workshop participants ahead of the event itself

The Draft Evaluation Report as well as a ppt template for presenting the C5 implemented project was sent to all participants before the IREW. The NFS team designed a general evaluation findings ppt, as well as a work in progress ppt on lessons learnt, and finally one on the needed forward actions for the participants (for the break-out sessions)

7 Organise and make all logistical arrangements (including travel arrangements, transportation for participants as necessary, venue) for the Inter-Regional Evaluation Workshop (IREW) in Brussels (estimated duration of 3 days with an indicative number of participants of 25)

All logistical arrangements were done by the NFS team and the IREW was held in Brussels, Belgium on October 29th-30th & 31st 2013 at the NH Hotels du Grand Sablon. In total 27 participants attended the IREW. Details of the workshop are given in Section 4.2 below and the material for the workshop is provided in annexes VII, VIII

8 Facilitate all the sessions in the Workshop

The NFS team facilitated and moderated all the sessions of the IREW

9 Prepare a Workshop Report on completion of the activity

The NFS team prepared and delivered the Workshop report on November 6th 2013.




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10 Revise the Evaluation report of the interventions in Component 5 on the basis of input from the Workshop

The NFS team revised and completed the evaluation report of the interventions in C5, based on the input gathered during the IREW and on the feedback from the participants. The revised evaluation report was provided on November 29th 2013

11 Prepare and submit draft Final Technical Report

The TL prepared and submit the draft final

4.2. CONDUCT AND DETAILS OF THE ASSIGNMENT INCLUDING VISIBILITY

ACTIVITIES

The following communication and visibility activities were carried out with the support of ACP Fish II inside knowledge, particularly of Ms Cristina Gonzales who suggested to contact the following individuals:

Ms Isolina Boto from CTM Brussels, however this was without success.

Euronews mentioned that during the dates of the ACP-Fish II IREW, a bigger event was being held in Brussels for the EU-AU cooperation, thus they could not confirm coverage of the IREW.

Mr Iustinian Pop, EC project manager from DG DEVCO, who secured the participation of Mr Antonio Recca, head of section DG DEVCO and Mr Kristofer Du Rietz from DG MARE.

Given the importance of the results of the C5 implementations, the NFS team proposed to provide the ACP Fish II with a post evaluation brochure and power point presentation for dissemination and visibility purposes.

4.3. PHASES OF THE IMPLEMENTATION

4.3.1. Phase 1: The Evaluation Phase

This phase – as per ToR – consisted of several actions that were tackled by the different experts according to their sector of expertise. These actions were generally carried out in parallel in order to move forward faster.

a) Inception: Activities were initiated by the briefing meeting in Brussels with the ACP Fish II CU on August 23rd. During this meeting the experts tweaked the ToR according to the ACP Fish II CU clarification and a working plan was agreed upon. A second meeting was also arranged to interview the ACP Fish II team on their experience of managing the C5 projects.




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Between the briefing meeting and the second meeting, held on September 4th 2013, an internal document was developed to provide a strategic framework on the information and knowledge sharing in fisheries management analysis, wherein the thought process was implied in the structural design of the IREW workshop. In the second meeting the TL and K3 gathered information from the ACP Fish II CU on their experience of managing the implementation of the C5 projects. After this meeting the TL and K2 concentrated on producing the draft inception report.

b) Review and analysis of the related report: A number of documents were reviewed and analysed. These documents included the ToRs, the Draft Technical Reports and the Final Reports from the 8 different projects implemented under Component 5.

The table below shows the documents received during the implementation of this evaluation.

Table 4 ACP Fish II Received Document Tracker

Project code ToR Technical

Final Report

Final Report

Org/Body

WA 5.2 B22 yes yes FCWC

WA-5.1-B23 yes yes SRFC

WA-5.1-B24 yes yes yes CPCO

CA 5.1 B19 yes yes COREP

PAC 5.1 B19 yes yes SPC

CAR 5.1 B22 yes in FTR Draft FTR CRFM

EA 5.1 B21 yes yes LVFO

EA 5.2 B22 yes in FTR yes IOTC

TA to RMs in Info Systems in 8 RFBs_2011

yes detailed intervention according to regions

Ok provided FTR yes

Legend Aug-Sep Oct Nov

The TL presented the inception report to the ACP Fish II CU.

c) Design evaluation tools and methodology: Two different surveys were developed, one for the users and another for the project managers (PM)/co-ordinators. An interview questionnaire was also developed for the telephone interview of the PM /Co-ordinators, whose survey provided interesting information, as they were willing to contribute with further feedback.




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d) Conduct the evaluation surveys: This activity was composed of several steps, subdivided into three main tasks. These were a) sending the surveys: the generation of two mass mailing lists, one for the users and another for the PMs, the drafting of the introductory email, and the attachment of the specific survey, b) following the response: by sending a reminder email to those that have not yet provided their survey, tracking the received answers and c) encoding of the survey answered. Based on the PM’s responses, key stakeholders were interviewed by telephone using the interview guide for Coordinators of the ACP Fish II programme. The interviews were incorporated into the information gathered via the surveys. This allowed for a clear view of the success stories, as well as the lessons learned and challenges faced during the C5 implementation.

Based on this first evaluation phase the NFS team wrote the draft evaluation report, which was initially sent to the ACP Fish II CU for feedback and to serve as an interim evaluation report.

4.3.2. Phase 2: The Workshop Phase

The specific tasks of this phase covered various actors and aspects of the workshop.

First, there were the main actors, i.e. the workshop participants. A comprehensive list of the participants needed to be reviewed and approved by the ACP Fish II CU (25 persons).

A first informal email requesting the participation of the target person was sent out, in order secure relevant actors. The formal invitations were then designed and sent out to the individuals that confirmed interest in participating, as well as the formal request of participation to the organisation responsible for granting the participant authorisation to attend the IREW (when needed). Once these steps were completed, the confirmation list was generated and the individuals were contacted as to start organizing travel itineraries. The formal invitation letter for obtaining participants’ visas to the Schengen territory/Belgium was then written and provided. In some cases, a specific invitation and an introductory letter were directly faxed to the Belgian Embassy, in order to facilitate the procurement of the visa.

Secondly, all aspects related to the workshop venue needed to be arranged. This consisted of a thorough hotel research with an initial organisation of physical hotel visits, based on the conference space requirement and number of hotel rooms available during the dates of the IREW. If the visit was positive, quotes were requested and a selection of the hotel and conference rooms was made depending on the ratio quality/price. A list of the technical equipment needed on the day of the event was required as well, with a request of quotes and a selection of a supplier. As for the simultaneous translation, again, translators, translation cabins and equipment were required, with a request of quotes and a selection of a supplier.

The third aspect in the organisation of the workshop was the catering and hospitality. This included the selection of the menus to be served during the 3-day event, a request of quotes and the selection of the offer with the best quality/price ratio per person regarding the i)




pg. 24

welcome breakfast, ii) the coffee breaks and the lunch menus, iii) the welcome cocktail and iv) the welcome package (the latter specifically required a selection of chocolates).

A fourth matter of importance within the Workshop Phase was arranging the printed material required for the workshop. This included its design, quotes from the graphic designer and a selection of the best offer. Also, an off-set/electronic printer needed to be arranged, with a note of the quotes and the best offer for the related IREW material that needed to be printed, as well as the delegation bag, the USB keys and other promotional material for the IREW

Fifthly, the workshop content design, moderation, and validation were to be arranged, starting with the Workshop Programme outlining the different sessions for the 3-day event. Taking the strategic framework into consideration that was developed during the evaluation phase, it was clear that the IREW would prove to be most valuable if it was strategic and forward looking, aiming to review the results of the Component 5 activities and providing success stories, lessons learned, and challenges; if it formulated future needs at national and regional level; if it identified major issues to be covered by regional strategic action plans for the long-term and sustainable sharing of fisheries information; and if it integrated the implementation of the ACP Fisheries Mechanism Strategic Plan of Action for Fisheries and Aquaculture.

The IREW thus focussed on:

1. Presenting the C5 projects results and learning, and associated knowledge sharing with

other C5 projects

2. Updating C5 project stakeholders and RFB stakeholders on developments at the

international framework

3. Setting out the component steps/framework involved in getting to fisheries

information/intelligence sharing at the regional and international levels

4. Locating the C5 project outputs and results within this strategic framework through a

facilitated discussion

5. Discussing/brainstorming what actions could be possible to follow-up on the C5 projects

and allow the ACP regions to progress further down the road to real fisheries

data/information sharing

6. Facilitating the development of actions to be taken by regional stakeholders as a follow

up the workshop.

Further, the validation of the findings needed to be given shape. The RFBs and REBs vision of information and knowledge sharing supporting the implementation of the ACP Fisheries Mechanism Strategic Plan of Action for Fisheries and Aquaculture was addressed, and the Power Point templates for the participants (FR & EN) were prepared.




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Sixthly, The International Regional Evaluation Workshop was held in Brussels from the 29th to the 31st October 2013 at the NH- Hotel du Grand Sablon, back-to-back with the NFFP Workshop on the value of African fisheries and aquaculture, Brussels, Belgium, on October 31st and November 1st 2013.

The final task within this second phase was to finalize the Workshop Report.

4.3.3. Phase 3: The Reporting Phase

The conclusions, recommendations and validation of the evaluation findings that were presented during the IREW, plus the direct feedback from the participants, were all incorporated into the Final Evaluation report that was submitted to the ACP Fish II.

The draft technical report was produced and presented within the time extension agreed upon with the ACP Fish II CU.

5. CONCLUSIONS AND RECOMMENDATIONS

This evaluation was carried out successfully. The three main results to be achieved, as specified in the ToR – (i) Key interventions under Component 5 are evaluated, (ii) key ACP Fish II results and experience in enhancing regional information sharing for fisheries management are shared with collaborating regional fisheries bodies and regional economic integration bodies, (iii) Future opportunities and areas of support are identified, assessed and validated – were produced with much participation and with the full approval of the stakeholders.

Overall, the evaluation has shown that the 8 ACP fish II C5-supported project are projects that have been driven by the RFBs themselves and executed for their respective regions. The commitment and ownership witnessed by the evaluation team in its consultations with project stakeholders suggests that there is a very strong base on which to further build upon these promising results.

The Evaluation Recommendations include the Phase I Evaluation Report recommendations that have been validated during the IREW workshop discussions and developed in much more detail for each of the specific Component 5 projects. Following the group and individual brainstorming work carried out during the IREW workshop, key actions were identified by RFB stakeholders that are in need of follow-up as to ensure their continued success in their respective C5 project development, in the short, medium and long-term.




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6. ANNEXES (TO INCLUDE ALL TECHNICAL OUTPUTS)

6.1. TERMS OF REFERENCE

6.2. INCEPTION REPORT

6.3. SURVEY PROJECT MANAGER/COORDINATOR

6.4. SURVEY USER

6.5. INTERVIEW GUIDE FOR COORDINATORS

6.6. INSTITUTIONS AND INDIVIDUALS CONSULTED

6.7. IREW PPT TEMPLATES FOR C5 IMPLEMENTED PROJECTS AND FURTHER

ACTIONS TO BE CONSIDERED IN THE FUTURE

6.8. WORKSHOP REPORT

6.9. EVALUATION REPORT

6.10. PICTURES FROM THE IREW

6.11. BIBLIOGRAPHY CONSULTED IN THE EVALUATION OF THE C5 PROJECTS.

6.12. TECHNICAL OUTPUTS (E.G. POST IREW BROCHURE, FINDINGS AND

RECOMMENDATIONS PPT)

Final Technical Reportacpfish2-eu.org/uploads/results/ACP-Fish_C5-FTR - v2.pdf · Evaluation of the...

Documents

Transcript of Final Technical Reportacpfish2-eu.org/uploads/results/ACP-Fish_C5-FTR - v2.pdf · Evaluation of the...