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BLACK SEA SCENE CONTRACT RICA 022868 of 40 DELIVERABLE NA2-1a MINUTES KICK OFF MEETING

SIXTH FRAMEWORK PROGRAMME: Structuring the European Research Area

Specific Programme RESEARCH INFRASTRUCTURES ACTION

Contract for an INTEGRATING ACTIVITY implemented as CO-ORDINATION ACTION

Black Sea SCENE-Black Sea Scientific Network

Proposal/Contract no.: 022868 Start date of contract: 1 December 2005 Ending date of contract: 30 November 2008

Deliverable NA2-1a: Minutes Kick Off Meeting 29-30-31 March 2006 Haarlem, the Netherlands


Participants: REPRESENTATION LIST

BLACK SEA SCENE KICK OFF MEETING

PR

Participant name Participants Kick Off meeting

1 Marine Information Service, Leidschendam, The Netherlands Sub-contractor MARIS

MARIS NL Peter Thijsse Peter Davis M. Teohareva

2 International Bureau of Environmental Studies, Brussels, Belgium

IBES BE Jean Klerkx Svetlana Kolobova

3 Institute of Meteorology and Water Management, Maritime Branch, Gdynia, Poland

IMWM PL Wlodzimierz Krzyminski

4 Norwegian Institute of Water Research, Oslo, Norway

NIVA N Tor Bakken

5 Netherlands Organization for Applied Scientific Research, National Geological survey, Utrecht, the Netherlands

TNO-NITG

NL Cees `Laban

6 Fieldware International Ecological Development plc., Newbury, United Kingdom

FIED UK Paul Goriup

7 Ukrainian Scientific Centre of the Ecology of Sea, Odessa, Ukraine

UkrSCES UA Inessa Loyeva Richard Lisovsky

8 Marine Hydro-physical Institute of Ukrainian National Academy of Science, Sevastopol, Ukraine

MHI UA Alexey Khaliulin Eugeny Godin

9 Ukrainian Scientific and Research Institute of Ecological Problems, Kharkiv, Ukraine

USRIEP UA Alex Kousine Kateryna Utkina

10 Odessa National University, Odessa, Ukraine

ONU UA Igor Suchkov Nataliia Kovalova

11 Moscow State University. Moscow, Russian Federation

MSU RU Alik Alioutdinov

12 State Oceanographic Institute, Russian Academy of Science, Moscow, Russian Federation

SOI RU Alexander Korshenko

13 Southern Branch of the P.P. Shirshov Institute of Oceanology Russian Academy of Science, Gelendzhik, Russian Federation

SBSIO-RAS

RU Ruben Kosyan Alisa Kosyan

14 P.P. Shirshov Institute of Oceanology Russian Academy of Science, Moscow, Russian Federation

SIO-RAS RU Tamara Shiganova Alexander Mikaelian Svetlana Pakhomova

15 Institute of Limnology Russian Academy of Science, St. Petersburg, Russian federation

ILRAS RU Sergei Ryanzhin

16 Space Research Institute Russian Academy of Science, Moscow, Russian Federation

IKI-RAS RU Olga Lavrova Marina Mityagina Tatiana Bocharova


REPRESENTATION LIST BLACK SEA SCENE

KICK OFF MEETING

PR


17 All Russian Research Institute of Hydro-meteorological Information – World Data Centre B, Obninsk, Russian Federation

RIHMI-WDC

RU Eugeny Vjazilov

18 Middle East Technical University, Institute of Marine Sciences, Erdemli, Turkey

METU-IMS

TR Sukru Besiktepe

19 Sinop Fisheries Faculty of Ondokuz Mayis University, Sinop, Turkey

OMU-SFF

TR Levent Bat Murat Sezgin

20 Black Sea Technical University of Marine Sciences, Trabzon, Turkey

BSTU TR Mr Kadir Seyhan Mr Ercan Kose

21 Institute of Oceanology Bulgarian Academy of Science, Varna, Bulgaria

IO-BAS BG Snesjana Moncheva

22 Technical University Varna, Varna, Bulgaria

TUV BG Kiril Tenekedjiev

23 Institute of Fisheries and Aquaculture, Varna, Bulgaria

IFA BG Violeta Velikova Vesselina Mihneva

24 National Institute for Marine Research and Development “GRIGORE ANTIPA”, Constanta, Romania

NIMRD RO Claudia Coman

25 National Institute of Marine Geology and Geo-Ecology, Bucharest, Romania

GeoEco Mar

RO Gabi Ion

26 Iv. Javakhishvili Tbilisi State University, Tbilisi, Georgia

TSU GE Kakha Bilashvili

27 M. Nodia Institute of Geophysics Georgian Academy of Science, Tbilisi, Georgia

IG-GAS GE Avtandil Kordzadze Demuri Demetrashvili

28 Department of Hydrometeorology of the Ministry of Environmental Protection and Natural Resources, Tbilisi, Georgia

DH-G GE George Kordzakhia George Jaoshvili

28 “SAKNAPIRDATSVA” Georgian Coastal Protection Scientific-Industrial Center of Research and Governance of Coastal Formation Processes, Tbilisi, Georgia

GCP GE Tariel Beridze

30 Black Sea NGO Network, Varna, Bulgaria

BSNN BG Emma Gileva Dan Manoleli

31 Institute of Biology of the Southern Seas, Sevastopol, Ukraine

IBSS UA Yuriy Tokarev Oleksandra Sergeyeva

32 Hellenic National Oceanographic Data Centre, National Centre for Marine Research

HNODC-NCMR

EL Stathios Balopoulos Mrs.S. Iona


REPRESENTATION LIST BLACK SEA SCENE

KICK OFF MEETING

PR


European Commission RICA EU Anna-Maria Johansson

ADBO 31 March afternoon ADBO MEMBER Slovenia SL Monika Peterlin ADBO MEMBER Ukraine UA

Yaroslav Movchan Yuliya Bondarenko

ADBO MEMBER BSEP UA Oksana Tarasova ADBO MEMBER ICPDR A Michaela Popovici ADBO MEMBER MIN

V&W NL Ben van de Wetering

ADBO MEMBER IODE UA Vladymyr Vladymyrov ADBO MEMBER MIN

V&W NL Richard Jorissen

WEDNESDAY 29 MARCH 1. Introduction EU Project Officer The project officer for Black Sea SCENE is Mrs. Anna-Maria Johansson. Mrs. Johansson explained that the project is falling under the Sixth Framework Programme, RTD-DG Research, Structuring the European Research Area Specific Programme, Research Infrastructure Action. Black Sea SCENE is an Integrating Activity implemented as a Co-ordination Action. Black Sea SCENE and its networking activities is strengthening the Black Sea research infrastructure. The contract number for Black Sea SCENE is RICA 022868. 2. Introduction and backgrounds of Black Sea SCENE The contract starting date of Black Sea SCENE is 1 December 2005 and project end will be 30 November 2008, resulting in project duration of 3 years. On the following pages the objectives and short description of the Networking activities is shown.


BLACK SEA SCENEBLACK SEA SCIENTIFIC NETWORK

SPECIFIC OBJECTIVES BLACK SEA SCENE (1):

To

To

To

To

establish a Black Sea Scientific Network of leading environmental and socio-economic research institutes, universities and NGO’s from countries around the Black Sea, that will meet in regular Workshops, together with partners from EU member states

discuss and to tune the content and coherence of the NetworkingActivities

monitor and to evaluate the progress of the Networking Activities

discuss and to prepare long term arrangements for sustaining the Black Sea SCENE network and the Black Sea virtual data and information infrastructure


SPECIFIC OBJECTIVES BLACK SEA SCENE (1):

To

To

To

To

establish a Black Sea Scientific Network of leading environmental and socio-economic research institutes, universities and NGO’s from countries around the Black Sea, that will meet in regular Workshops, together with partners from EU member states

discuss and to tune the content and coherence of the NetworkingActivities


discuss and to prepare long term arrangements for sustaining the Black Sea SCENE network and the Black Sea virtual data and information infrastructure



Participants Overview

11- MSU, Russian Federation12- SOI, Russian Federation13- SBSIO-RAS, Russian Federation14- SIO-RAS, Russian Federation15- IL-RAS, Russian federation

16- IKI-RAS, Russian federation17- RIHMI-WDC, Russian federation

1- MARIS,The Netherlands2- IBES, Belgium3- IMWM, Poland4- NIVA, Norway5- NITG-TNO The Netherlands6- Fieldware, United Kingdom7- UkrSCES, Ukraine8- MHI, Ukraine9- USRIEP, Ukraine10- ONU, Ukraine

18- METU-IMS, Turkey19- OMU-SFF, Turkey20- BSTU, Turkey

24- NIMRD, Romania25- GeoEcoMar, Romania26- TSU, Georgia27- IG-GAS, Georgia28- DH-G, Georgia29- GCP, Georgia

31- HNODC-HCMR, Greece

21- IO-BAS, Bulgaria22- TUV, Bulgaria23- IFA, Bulgaria

30- BSNN, Bulgaria

BLACK SEA SCENE – BLACK SEA SCIENTIFIC NETWORKNETWORKING ACTIVITY NA1: MANAGEMENT OF CA

PARTICIPANTS


BLACK SEA SCENE – BLACK SEA SCIENTIFIC NETWORKNETWORKING ACTIVITY NA2 : Black Sea SCENE

Workshops

Specific objectives

To

To

To

To

To establish a Black Sea Scientific Network of leading environmental and socio-economic research institutes, universities and NGO’s from the countries around the Black Sea, that will meet in regular Workshops, together with partners from EU member states:

discuss and to tune the content and coherence of the Networking Activities


discuss and to prepare long term arrangements for sustaining the Black SeaSCENE network and the Black Sea virtual data and information infrastructure

stimulate mutual capacity building by exchanging experiences in datamanagement, DQC and DQA


Workshops

Activities Black Sea SCENE

The Black Sea SCENE group will meet but at least 2 times per year and in total 7 times over the project duration of 3 years.

7 semi-annual Workshops will be dedicated to discussing, planning, tuning and monitoring the activities of NA3, NA4, NA5 and NA6. The project

Coordinator will lead the meetings and will give attention to the progress of each of the Networking Activities (NA3 -> NA6).



Workshops

In addition 2 extra technical workshops will be organized, dedicated to transfer and training of representatives of regional partners in adopting and applying international and EU data quality control and data management principles, in

connection with NA3, NA4 and NA5 :

Data Quality Control and Data Quality Assessment WorkshopAs part of NA3 the partners have prepared an overview and comparison of

existing DQC methods, as applied by partners for environmental data, and DQC practices in EU member states.

Data Management Workshop

• How

• How

• How

Technical experts will meet to get a better understanding of theinfrastructure and to discuss and to agree how to achieve a goodconnection between the Black Sea infrastructure and their local

institute’s infrastructure.

• How to implement (semi)-automatic procedures for updating and maintenance of the meta directories

to make use of XML formats for easier exchange of metadata

to organize and to format local datasets

to install internet protocols for direct linking, etc.


BLACK SEA SCENE – BLACK SEA SCIENTIFIC NETWORKNETWORKING ACTIVITY NA3 :Inventory of Data Quality

Control (DQC) methods within Black Sea countries and EU and Data Quality Assessment on partners data

Specific objectives:

To

To

determine the present quality of Black Sea datasets, managed by the regional partners, through inventory of Data Quality Control methods, comparison with EU standards and practices, and Data Quality Assessments at partners

harmonize the future quality of datasets by exploring and adopting common DQC and DQA methods (Workpackage NA3).

BLACK SEA SCENE – BLACK SEA SCIENTIFIC NETWORKNETWORKING ACTIVITY NA 4:Harmonization and

conversion of partner’s data and information to internationally agreed metadata formats and data

exchange formats

Objective:

EDMED-EDMERP-CSR-SOCIO-ECONOMIC DATA-MAPPING DATA-COMMON DATA INDEX ENTRIES

To adopt and to implement internationally agreed protocols for cataloguing and exchanging Black Sea datasets, by collecting meta data and using XML formats for populating standardized

meta-directories, and preparing exchange formats for the data sets, managed by the regional partners.


BLACK SEA SCENE – BLACK SEA SCIENTIFIC NETWORKNETWORKING ACTIVITY NA5 :Development Black Sea

virtual data and information infrastructureTo develop and to implement a Black Sea virtual data and information infrastructure, including a Black Sea regional portal, to facilitate the access to metadata and distributed datasets, managed by the regional partners .

BLACK SEA SCENE – BLACK SEA SCIENTIFIC NETWORKNETWORKING ACTIVITY NA 6: Public Awareness,

Promotion, Dissemination and Exploitation, including Promotion and Dissemination Workshop

Objective

To promote, to disseminate, to maintain and to plan future exploitation of the Black Sea SCENE virtual data and information infrastructure,

inter alia by increasing the public understanding, awareness and knowledge about the Black Sea environment, to illustrate the important role and impact

of the Black Sea SCENE infrastructure.

3. Contract Issues All partners are strongly recommended to read very thoroughly the contract including Annex I (Description of Work) and Annex II (General Conditions). These documents can also be downloaded from the EXTRANET http://www.blackseascene.net/v_forum/password.asp . To access the EXTRANET you need a user ID and password, both already provided to the project partners.

http://www.blackseascene.net/v_forum/password.asp


In the contract under article 1 is for each partner stated which persons are authorized to sign project documents. For example the annual cost statement must be signed by one of these authorized persons. If one or both authorized persons are replaced within your organization, draft an official letter on official letter paper and write whom will be the new authorized person(s) including function within the institute. This official letter must be addressed to the EU, however sent to the coordinator P.G.J. Davis, who will forward the letter to the EU Commissioner Anna-Maria Johansson. Additional Cost Basis The 6FP rules for AC within 6FP are clear: only NON PERMANENT staff can declare labour costs. However, the AC partners forwarded the following request: If the PERMANENT staff is carrying out the project activities in their free time in additional hours, are they than allowed to declare labour costs? There is an example of GeoEcoMar within 6FP, that the EU Financial department approved this construction, unless on the cost statement as well as in their internal bookkeeping is registered “additional hours. ACTION: IO-BAS will make proposal for AC cost basis to Project Coordinator whom will forward it to Anna-Maria Johansson. She will contact the Financial Section about it and inform the PC. Labour hours during workshops (network meetings) The labour hours for attending the workshops MAY NOT be declared on the cost statement! Only travel and subsistence’s can be declared. If you look at the Description of Work, you will see in the man month table of NA2 that only MARIS and IBES as managers/coordinators can declare labour hours. All other partners are zero. Advanced Payment Each partner will receive an advanced payment of 38 % of their funding to be transferred in week 13/14. After 1 year the first annual cost statement must be submitted to the EU, and well within 45 day after finishing the first year. So for Black Sea SCENE the cost statement must be submitted to EU before 15 January 2007. This implicates that each partner must submit their cost statement to the project coordinator before 15 December 2006. The PC, who is responsible for all cost statements must check partner’s cost statement as well as produce total overviews. No excuses for delay are accepted. Each partner must make enough time available for filling in their cost statement in the period 1- 15 December 2006. The cost statement must be emailed to the PC on 15 December. When the PC has checked the cost statement he will inform partner by email and if ok he will ask partner to mail by DHL/TNT the signed and stamped cost statement forms. EU-Rules for next (advanced) payments As mentioned the First Advanced Payment will cover 38 % of partner’s total funding, covering partner’s costs for the first 18 months of the project. When partner has spent after 1 year LESS that 70 % of the first advanced payment, partner will not receive a new advanced payment for the second year. However, if partner is over passing this


70% threshold within a certain number of months (for example <6 months) after finishing of the first annual period, the partner can submit a new cost statement, however this time financial audit certificate must be included). When partner has spent more than 70 % of the first advanced payment, it will receive a new advanced payment for the second year, taking into account articles 8 and 9 clause 39. The last payment covering 20 % of partner’s funding will be paid by the commission after project end after approving the final reports and results of the project. Article 8 -Payment modalities

1. The Community financial contribution to the project shall be paid to the coordinator on behalf of the contractors in accordance with the following provisions:

a) the consortium shall determine the allocation of each tranche of the Community financial contribution between the contractors, in accordance with this contract and any relevant provisions in their consortium agreement. b) the payment of the Community financial contribution to the coordinator discharges the Commission from its obligation to make this payment to the contractors. c) the coordinator shall distribute the Community financial contribution without unjustified delay. However, the initial pre-financing shall not be distributed to the contractors until the minimum number of contractors required by the Rules for Participation have acceded to the contract.

2. The Community financial contribution shall be paid in accordance with the provisions of Article II.28 and the following:

� .(a) pre-financing of 760,000.00 EUR (seven hundred and sixty thousand Euro and zero Cents ) of the estimated Community financial contribution corresponding to the first reporting period and the first six months of the subsequent reporting period indicated in the table of estimated breakdown of costs for this period in Annex I, within 45 days following the date of entry into force of the contract. � .(b) within 45 days following approval by the Commission of the reports related to each reporting period: i) a payment which settles the amounts justified and accepted during the reporting period.

ii) pre-financing of 80.00% of the estimated Community financial contribution corresponding to the subsequent period and the first six months of the period following, indicated in the table of estimated breakdown of costs for this period in Annex I.

Where the amount justified and accepted for the reporting period is less than the pre-financing already paid to the consortium, that part of the pre-financing is re-qualified as a payment and the Commission shall deduct the difference from the subsequent pre-financing.

Where the amount justified and accepted for the reporting period is more than the pre-financing already paid to the consortium, the pre-financing is re-qualified as a payment and the Commission shall add the difference as a complementary payment at the time of the payment of the subsequent pre-financing. � .(c) within 45 days following approval by the Commission of the reports relating to the last period and the final reports referred to in Article II.7, the Commission shall pay a final payment for that period. (d) Any payment at the end of a reporting period accompanied by an audit certificate shall be considered as final, subject to the results of any audit or review, which may be carried out pursuant to the provisions of Article II. 29. Total pre-financing may not exceed 80% of the Community financial contribution or, where final payments referred to in paragraph d have been effected, of the difference between the Community


financial contribution and those final payments. � .(e) Where no comments, changes or substantial corrections to any of the project activity reports or financial statements are required or where the Commission approves the reports more than 45 days after reception, the Commission shall make the appropriate payment within 90 days of receipt of the project activity reports and associated financial statements. Where substantial comments, changes, further information or adjustments are requested by the Commission within this period, the delay is suspended upon notification by the Commission. The remainder of the 90 day payment period begins again only after submission by the contractors of the required information.

Article 9 -Special clauses

The following special conditions apply to this contract:

Special clause 5.

1. 1. A mid-term review shall be held after P2. 2. 2. At least two months before the end of P2, the Commission shall communicate to the consortium in accordance with Article 11 the modalities of the mid-term review, including, where appropriate, any meeting it may propose to convene and that it may request the consortium to organise.

Costs incurred by the consortium in relation to the mid-term review shall be eligible under the activity referred to in Article II.2.4.

Special clause 31.

Notwithstanding the provisions of Article II.19.1.c, costs related to the negotiation of the contract, incurred during the duration of the project are not eligible costs of the project.

Special clause 39.

Notwithstanding the provisions of Article 7.2 of this contract, contractors requesting a Community financial contribution for one or more reporting periods of less than 150,000 EUR, need not submit an audit certificate, until the cumulative request for Community financial contribution is equal to or exceeds 150,000 EUR for the reporting periods for which an audit certificate has not yet been submitted. In all cases an audit certificate shall be submitted at the latest 45 days after the final reporting period. This final audit certificate shall cover all period/s for which an audit certificate has not been previously submitted.

Daily Allowance It is recommended to work with a fixed Daily Allowance (DA). MARIS will provide the Netherlands governmental DA list for all countries over the world, mainly based on UN/EU rates. If partner is not working with a DA, be aware that you have to save receipts of hotel bills, diner, lunch and transport. On the cost statement you only can declare the amounts of these bills without VAT. The EU is not funding VAT!!! In case of applying fixed DA you do not have to save receipts of hotel and catering because all is included in the DA. Transport receipts In case of (national and/or EU) financial audit you have to handover copies of flight tickets including boarding cards, train tickets and other transport (taxi) receipts.


Exchange rates Partners which do not have the EURO as national currency, first have to fill in the amounts of money within the annual cost statements in their national currency. Then they have to converse it to EURO’s. For the exchange rates partners must use those of the website of the European Journal and apply the exchange rate of the first day of the month after the end of the concerning cost statement period. Thus for the first annual cost statement the exchange rate of 1 December 2006 must be applied. Mid-term assessment About 2 years after project start the Commission will organize a so-called mid-term assessment in Brussels. Within this assessment the results of the project so far will be judged by the Commission with external advisors and compared with the contract activities as described in the Description of Work. The mid-term assessment must be attended by the project coordinator, the NA task leaders and a small number of partners. The Commission will inform in time the PC about the time, procedure and content of the mid-term assessment. 4. Relationship SeaDataNet and Black Sea SCENE

Towards a panTowards a pan--europeaneuropeaninfrastructure infrastructure

for marine data & informationfor marine data & informationby by

ir ir Dick M.A. Schaap Dick M.A. Schaap –– MARIS MARIS


Backgrounds

Marine data & information management is very important: • to assist science• to safeguard data & information for future use• to support policy making, management, research, design,

engineering and operations by government, science andindustry

MDM has become a professional discipline and service:• a large diversity in types of data• a large number of organisations, engaged in data acquisition• a large range of computer technologies• an increasing output and data volumes of new instruments • the costs of marine data acquisition are high

National Oceanographic Data Centres

Europe has National Oceanographic Data Centres and Focal Points, skilled and experienced in Marine Data Management

More than 12 years ago a closer cooperation was initiated:• to achieve a more cost effective approach to ocean and

marine data & information management

• to fulfill the growing demand for these services and support from scientists and other communities

• to stimulate more use of data & information resources and more interaction and transfer between users and providers

• to build a strong and state-of-the-art European capacity


1994 - 1998: EC MAST Data Committee

EC-MAST Programme:• MAST Data Committee of NODC’s • Code on Data Management in MAST projects

Results:• more awareness of marine data management• integration in plans and projects• initiating a range of projects:

• compiling large international environmental data sets• creating data thematic networks.

Lifting overall status and quality of MDM in Europe

1998 - 2002 European Network for Oceanographic Data & Information

ManagementSeptember 1998: MAST Data Committee converted into EURONODIM network

Concerted action of 16 National Oceanographic Data Centres from 14 countries + EC

• To provide users with a central overview and better access to ocean and marine data & information in Europe.

• To exchange experience and to cooperate in development, promotion and implementation of data & information management practices and methods.

• To disseminate these practices to other institutes and networks


EURONODIM Partner countries

EURONODIM results

Network of partner websites and a central portal website www.sea-search.net with an array of catalogues, overviews and links.

More awareness in user community and more partnerships with EURONODIM partners to handle data management

Partners successful in initiating, joining and supporting various data and network initiatives with their data management and dissemination skills, like MEDAR-MEDATLAS, EUROCORE, EDIOS, EUROPHLUKES, EUMARSIN, OMEX, EUROSEISMICS, CANIGO and others.


Sea-Search project (2002-2005)

Pan-european dimension (from 14 to 30 countries)

Network expanded with NODC’s and MDC’s from Denmark, Poland, Lithuania, Estonia, Latvia, Russia, Bulgaria, Romania, Ukraine, Georgia, Turkey, Israel, Malta, Cyprus, Croatia, and Morocco.

• adopting the mechanisms and populate the meta-data directories of Sea-Search

• exchange of experiences between present and new partners concerning dm practices and methods.

• new partners contribute to dissemination of Sea-Searchand its products in their countries

Sea-Search Partner countries


Sea-Search further activities

•Adoption of new technologies for metadirectories: • adoption of open standards ISO19115 • adoption of XML• adoption of Geographical Search and Presentation

•Explore options of high-bandwidth communication networks

•Development of a number of online Data Access pilots

•Development of Common Data Index (CDI) meta-databaseto individual datasets, held at partner databases

•Seek further cooperation and exchange with OperationalOceanography, RS, CZM communities, Regional Conventionsand EEA (Water Framework Directive – Marine Strategy)

Sea-Search results


Sea-Search – EDMED example




Sea-Search results

•European Directory of Marine Organisations: EDMO ( >1.000 Data holding and research organisations)

•Pilot Common Data Index: CDI (10 pilot partners; ca. 100.000 entries)

•Direct data access pilots – via CDI

•Evaluation of High Bandwidth Communication


Sea-Search – EDMO example

EDMED EDMERP CSR EDIOS ORG CDI

BODC MARIS BSH BODC MARIS MARIS

Research Institutes, Data Holding Centres, Monitoring agencies, .. All over EUROPE

National collation by Sea-Search partnersl

XML

XML

XMLXML AccessAccess AsciiOnline OnlineAscii Master CMS

Web

WebWebWebWeb

Web

Map

Map

Map

Print PrintPrint

Print PrintData onlinePrint Data online

Cross matrixICES

Java Tools

Java ToolsJava Tools


Sea-Search Common Data Index

•Index to individual data sets at partner databases

•XML exchange format

•ISO19115 compliant

•Fully documented format incl libraries

•Javatool for generating XML records at partners

•Dynamic user interface

•Pilot with 10 partners and ca. 100.000 entries

Sea-Search – CDI example


Next step: SeaDataNet 2006 - 2010

• Further development of Sea-Search structure into pan-european and harmonised infrastructure for archival and provision of marine environmental data, including:

Further development and updating of meta directories

Improved integration of metadata in partner systems and automatic exchange

Harmonisation of quality of datasets

Harmonisation of exchange formats of datasets

Next step: SeaDataNet 2006 - 2010

Apply standards ISO19115, OpenGIS

Create full and transparant data access for users by internet from CDI to data at partners

Streamlining overall process from data acquisition, QC andstorage to online dissemination and distribution

Adopting overall standard QC protocols

Providing standard automated data & information products


SeaDataNet objectives

• Funded by EC Research Infrastructures programme : 8.75 Million Euro

• 46 partners

• Project manager = IFREMER

• Technical manager = MARIS

• Involvement and cooperation with IOC-IODE, ICES, JRC, EuroGOOS, …

SeaDataNet


SeaDataNet

Web browser

Analysis program

SafeguardingCatalogues

Data discovery

Quality control

Data sets aggregation

Product generation

USER

OBSERVING SYSTEMS

Models output

Land Data Systems

Atmospheric Data System

ANALYSIS & MODELLING

Positioning BlackSeaSCENE

• 25 partners from Black Sea countries

• NODC’s and MDC’s from Black Sea countries involved in SeaDataNet and BlackSeaSCENE and will provide linking pin

• SeaDataNet develops basic formats and infrastructure

• BlackSeaSCENE adopts and strengthens regional network for populating the metadatabases and for integrating the network in local institutes, thus building a strong presence of Black Sea in SeaDataNet

• Building a Regional Black Sea portal front in BlackSeaSCENEwith backbone from SeaDataNet

• Technology transfer and capacity building in MDM 5. Preliminary consultation NA5 Workgroup Partners: TUV, MSU, RIHMI-WDC, MARIS, METU-IMS (cooperation with IBSS) The goal of the meeting was to find out the capabilities of the partners involved. The purpose is that a similar system to products of Sea-Search (EDMED, EDMERP, CSR, EDMO, CDI) is to be developed by the Black Sea partners, with support from MARIS.


The system that is foreseen and came up during the preliminary meeting is illustrated in the drawing in the attachment. This illustrates the three step approach: 1. Development of a local database that is suitable for export to the Central Metadatabase. 2. Build BSS-portal functionalities that query the Central Metadatabase 3. Add possibilities of access to local data via CDI (Common Data Index) portal. Not all partners will reach point three, but some will. We will start the first year at the basis with EDMED, EDMERP en CSR, feeding the Central Metadatabase of Sea-Search/SeaDataNet and building applications on this. When looking at the capabilities of the partners we might come to the following division of work: MSU: Develop search application including webGIS. The request to Alik Alioutdinov is to work following OpenGIS standards and integrate a standard mapserver. The EU prefers this method. RIHMI-WDC: Support partner with CDI files/development portal applications TUV and METU-IMS: Build specific products with Black Sea data, available for all partners. Actions before Varna meeting: - MSU study possibilities of following OpenGIS - MARIS set up draft specifications for the portal applications.


THURSDAY 30 MARCH 6. Networking Activity NA1: Management of Coordination Activity

BLACK SEA SCENEMANAGEMENT STRUCTURE

A. Project Coordination Group (PCG) –Networking Activity NA1: Management of CA

*Overall scientific and financial management and coordination board of the BlaSea SCENE*Decision making body for Black Sea SCENE regarding scientific and technicalactivities and hereto related financial and person power planning, including decmaking about priorities*Monitoring of progress of all scientific and technical activities within the NetwoActivities of Black Sea SCENE, including taking of remediation actions in case of delay in progress

The Project Coordination Group, chaired by the Project Coordinator, will consisBlack Sea Country Partners USRIEP (Ukraine), SBSIO-RAS (Russia), TSU (Georgia), METU-IMS (Turkey), and GeoEcoMar (Romania)Leader Networking Activities NA2 and NA3 (IBES)Leader Networking Activities NA4 and NA5 (MARIS)Leader Networking Activity NA6 (IO-BAS (Bulgaria)EU Member State partners NIVA and IMWM


Advisory Board (ADBO)The Project Coordination Group will be assisted by an Advisory Board (ADBO),

consisting of:Black Sea Secretariat, Pollution Monitoring and Assessment Officer

of the Black Sea CommissionRepresentative of the Secretariat ICPDR International Commission for

Protection of the Danube River Secretariat/UNOVDirector Water of RWS-RIKZ Dutch Ministry of Transport, Public Works and

Watermanagement, Directorate General of Public Works and Water ManagementIOC-IODE International Oceanographic Data and Information Exchange,

Head IODE Project OfficeUkrainian Ministry of Environmental Protection, Former EU, Head of Directorate

of Biotic, Land and Water Resources, Commissioner of the Black Sea Commission

Dutch Ministry of Transport, Public Works and Watermanagement, DG Water, formerly involved in developing the European Marine Strategy'

Institute for Water of the Republic of Slovenia, environmental specialist and acquainted with Mediterranean Ecosystem

Representative of the HELCOM Secretariat (Helsinki Commission –dealing with the Baltic Sea and comparable with Black Se Commission)-

Mrs. Hanna Burakowska from the Regional Water Development Authority Gdansk Poland



B. Daily Management of the CAThe Daily Management will be carried out by a Project Office, located at partner

MARIS under responsibility of the project Coordinator MARIS.

The Project Office has the following management tasks:Overall financial and person power planning, in cooperation with the

Project Coordination GroupMonitor, evaluate and control the overall progress of the project and its

Networking Activities towards its objectivesCoordination of remediation plans for delayed and or unsuccessful

networking activitiesCoordination and finalizing of all required reports, including progress and

financial (costs statements) reports to the Commission.Ensure quality control of all the deliverables

Organization of Project Coordination Group meetingsOrganization of Advisory Board meetings

Overall legal, financial, administrative, contractual managementOverseeing the promotion of gender equality and watching over ethical issues

Maintaining communication with the Commission through the Project Coordinator

BLACK SEA SCENE

MANAGEMENT STRUCTURE

C. Networking Activity ManagementEach Networking Activity NA2 -> NA6 comprises a selection of partners, whereby NA2 will include all partners and involve Workshops, where allpartners will meet. Each Networking Activity NA2 -> NA6 is coordinated by a leader that will monitor and guide the progress of that activity by regular communication to the partners concerned. Tuning and coordination at project level will be undertaken in the Project Coordination Group, whichis joined by all NA leaders, and in bilateral communication with the Project

coordinator. If required, a NA leader can decide to organize a Working Groupmeeting, involving a selection of partners of the specific Networking Activity,e.g. in order to prepare specifications. In the overall budget provisions are taken for a number of these meetings next to the NA2 Workshops.

Structure for the decision makingThe decision making within the PCG will be open discussions, with minutesabout the discussions and motivation of the decisions taken. All Black Sea

SCENE partners will be informed about the decisions made. The minutes of the concerning meetings will be available to them.


7. Networking Activity NA3: Inventory of DQC methods within Black Sea countries and EU and DQA on partner’s data

Networking activity NA3: INVENTORY OF DQC METHODS WITHIN DATANetworking activity NA3: INVENTORY OF DQC METHODS WITHIN DATA

Preliminary to definition of DQC methods :

• Which kind of data do we intend to assemble?

All kind of data, but……

• Which priorities in data collection?

Priorities imposed by end-users?

• Where are the data?

Only with <32 Black Sea Scene partners? Or also with other partners?

• Which kind of data do we intend to assemble?Which kind of data do we intend to assemble?

All kind of data, but……

Kind of datasets/

-Classical parameters

-Environmental parameters: - “passive”

- “active”

CONTRACT RICA 022868 of 40 DELIVERABLE NA2-1a MINUTES KICK OFF MEETING

Catalogue Sub-catalogue Climate Data Maps Coverage area data

Meteorology Data Maps Coverage area data

Bathymetry Data Maps/depth lines Coverage area data

Buoys Locations, Coverage area data (country)

Geology Locations sampling points/tracks; Geological maps; Sample/Core Data; Seismic data; Other data; Coverage area data

Morphology/sedimentology Maps; Data (erosion, etc); Coverage area data

Hydrology Data; Maps; Coverage area data

Oceanography/Oceanology Data Physical Oceanogr.; Data Chemical Oceanogr.; Other data; Coverage area data; Monitoring cruise reports

Monitoring stations Location Biological stations; Locations Hydrolog. stations Locations Meteorolog. Stations; Coverage area data

Geography Geographical maps; Coastlines; Coverage area data (country)

Oil-and gas industry Location Exploration fields Exploration figures Location Exploitation platforms Exploitation production figures Coverage area data (country)

Shipping Location Shipping routes/ harbors Shipping cargo figures Shipping movement figures Coverage area data (country)

Fishery Location Fishing areas Location Nursery rooms Location Spawning grounds Catchment figures Coverage area data (country)

Marine aggregates LocationExtraction areas Extraxtion figures Extraction licenses/ licenses procedures Coverage area data (country)

Sustainable Energy Locations wind- and wave energy platforms Coverage area data (country)

Telecommunication Locations elecommunication cables

Waste disposal Locations areas for sea waste disposal Locations sewage disposal Coverage area data (country)

Tourism Locations tourist areas Coverage area data (country)

Other industrial uses of the Black Sea

Kind of industrial use Coverage area data (country)

Socio-economic data Nature of data Coverage area data (country)

Legislation Environmental laws Gas-and oil industry Commercial fishery Marine aggregates extraction Shipping Conventions Others

Remote Sensing data Data Coverage area data (country)

Thematic Maps Maps Coverage area data (country)

Mammals Locations Appearance areas Map mammals distribution Counting’s Coverage area data (country)

Birds Locations Appearance areas Map distribution birds Counting’s

Reptiles and other animals Location Appearance areas Map distribution reptiles Counting’s Coverage area data (country)

BLACK SEA SCENE


METEOROGICAL DATAPHYSICAL ENVIRONMENTHYDROGRAPHICAL DATAPHYSICAL PARAMETERSCHEMICAL PARAMETERSBIOLOGICAL PARAMETERSENVIRONMENTAL DATA

Land-based sources of pollution• sewage and urban run-off• urban solid wastes• persistent organic pollutants (POPs)• heavy metals• organohalogen compounds• radioactive substances• nutrients• suspended solids• hazardous wastes

Habitat destruction and physical alteration• shoreline construction and alteration• wetland and salt-marsh alteration• marine waters and coastal watershed alteration

Emerging issues • biological invasions• overexploitation of fisheries resources• expansion of aquaculture• increasing appearance of Harmful Algal Blooms (HABs).

Off shore and marine-based pollution• petroleum hydrocarbons from shipping activities• marine litter

NATURAL HAZARDSSeismicityTsunamis

•• Which priorities in data collection?Which priorities in data collection?

Priorities imposed by end-users?

• Scientists• Economic actors• Environmental monitoring


•• Where are the data?Where are the data?

Only with <32 Black Sea Scene partners?Or also with other partners?

Which partners: scientific groups, international projects?How to obtain these data?

In order to get an appropriate overview of data and information available at partner’s organization as well as at other organizations within partner’s country (potential national data source holders) an inquiry will be carried out, in which besides nature of data also information will be asked about format, storage, applied data quality procedures, etc. A second questionnaire is dealing with national and international projects in which partners were and still are involved. Action: IBES and MARIS will draft questionnaires which will be distributed to partners around half April. In the second workshop meeting end of June 2006 in Varna each partner must give a presentation of his filled in questionnaire. 8. Networking Activity NA4: Harmonization and conversion of partner’s data and information to internationally agreed metadata formats and data exchange formats. Demonstration is given of EDMED (European Directory of Marine Environmental Datasets), EDMERP (European Directory of Marine Environmental Projects) and CSR (Cruise Summary Reports), as well as CDI (Common Data Index) developed within the 5FP SeaSearch project.

• NA4-1: EDMED - Dataset metadata directory • NA4-2: EDMERP - Project metadata directory, and CSR - cruise summary

reports • NA4-3: Collecting of socio-economic data and maps • NA4-4: CDI - Common data index


European Directory of Marine Environmental Datasets – EDMED ( >3.300 Datasets ; >630 Data holding centres)

European Directory of Cruise Summary Reports – CSR (>37.000 Cruises)

European Directory of Marine Environmental Research Projects – EDMERP (>1.250 Projects: >300 Institutes)

European Directory of Marine Organisations – EDMO (>1.000 institutes, data centres, monitoring agencies)

Pilot Common Data Index – CDI (ISO19115 XML) (>100.000 entries, 10 pilot data centres) Metadata collection starting points

• Partners collect data in their own formats. DQ will be assured in NA3 • Data will always stay in partners possession and servers! • Through metadata make data searchable and ensure that data can be found • Where possible make data directly accessible • Follow internationally agreed metadata formats.

NA4-1: EDMED - Dataset metadata European Directory of Marine Environmental Datasets. Metadata describing available datasets in a general way. Collection via:

• EDMED MS Access database or • XML following the ISO19115 metadata standard. (For partners having own

database) MS Access database is collated by the national collators (MHI, RIHMI WDC, Metu-IMS, IOBAS, NIMRD, and TSU), who supply this to central database. XML files sent directly to BODC - Dedicated Javatools provided. NA4-2: EDMERP - project metadata European Directory of Marine Environmental Research Projects

• Metadata describing Marine Environmental projects that have taken place in the last decennia.

• Collection via

– EDMERP MS Access database – or in near future online content management

• MS Access database is collated by the national collator, who instructs regional

partners and supplies data to central database NA4-2: CSR - cruise summary reports

• Metadata describing scientific expeditions with research vessels following CSR (former Roscop) standard


• Collection via – CSR Online – or per XML

The national collator instructs regional partners. NA4-3: Collecting of socio-economic data and maps

• Collecting in agreed format. • Display socio-economic data via portal website (NA5). Make overview of data

including available formats. • Mapping applications from NA5 will set up format for supply of maps.

NA4-4: CDI - Common data index Common Data Index - Highly detailed index to individual datasets managed by partners (EDMED is larger scale)

• Indexing existing datasets and provice access to the data • Metadatabase must be prepared (or generations of CDI files done) • File server with data may be set up for access (as next step).

No start untill 2nd Workshop Sea-Search Common Data Index

• Index to individual data sets at partner databases • XML exchange format • ISO19115 compliant • Fully documented format incl libraries • Javatool for generating XML records at partners • Dynamic user interface • Pilot with 10 partners and ca. 100.000 entries

EDMO European Directory of Marine Organisations:

• Automatic result of previous directories • Provide links for a marine organisation to available information in all services

NA4: First actions before next workshop NA 4-1 EDMED: 1. Prepare overview of available datasets (via EDMED forms) 2. Prepare factsheet on datamanagement and archive systems. NA 4-2 EDMERP & CSR: 1. Prepare overview of available projects 2. Prepare overview of available cruises NA 4-3 Socio economic data: Prepare overview of available data within institute for presentation on web.


FRIDAY 31 MARCH 9. Networking Activity NA5: Development Black Sea virtual data and information infrastructure.

• NA5-1: Developing the Project website = First release of Black Sea web portal • NA5-2: Drafting a Conceptual Design for the infrastructure • NA5-3: Developing and integrating the Black Sea virtual data and information

infrastructure components NA5-1 Developing the Project website = first release of Black Sea web portal Role partners: MARIS will lead the project website development and provide the forum application. MSU, RIHMI-WDC, METU-IMS and TUV will contribute. Current website structure:

• Basic information on project • Partner details • Contact • Support for partners (Extranet forum)

NA5-1 Project website - Forum

• Support for partners during project (closed communication)

• Discussions and uploading & downloading of project documents, between project partners

• A (semi) open Forum, where partners and users of the website can

communicate and upload&download relevant documents. Semi -> open to view, respond only after registration.

NA5-2 Drafting a Conceptual Design for the infrastructure The conceptual design will be a co-production by the technical partners MSU, RIHMI-WDC, METU-IMS and TUV, lead by MARIS.

• MSU will detail the GIS-based geographic user interface and presentation of socio-economic data & information;

• RIHMI-WDC will focus on the Common Data Index interface and the updating mechanisms;

• METU-IMS and TUV will consider the local connectors at the regional partners.

NA5-3: Developing and integrating the Black Sea virtual data and information infrastructure components The development and implementation will be a co-production by


the technical partners MSU, RIHMI-WDC, METU-IMS and TUV, lead by MARIS. MSU: Implement the GIS-based geographic user interface and presentation of socio-economic data & information; RIHMI-WDC: Develop the Common Data Index interface and the updating mechanisms; METU-IMS and TUV: Support the implementation of the local connectors in cooperation with the regional partners. Demo CDI portal http://www.sea-search.net/cdi - Related to NA4-4 10. Networking Activity NA6: Public Awareness, Promotion, Dissemination and Exploitation, including Promotion and Dissemination Workshop For the content of this agenda point see “Presentation NA6” JOINT MEETING PROJECT COORDINATION GROUP – ADVISORY BOARD Participants: Project Coordination Group. ADBO:

• Black Sea Secretariat, Pollution Monitoring and Assessment Officer of the Black Sea Commission, Mrs. Oksana Tarasova

• Representative of the Secretariat ICPDR International Commission for Protection of the Danube River Secretariat/UNOV, Mrs. Michaela Popovici

• Director Water of RWS-RIKZ Dutch Ministry of Transport, Public Works and Watermanagement, Directorate General of Public Works and Water Management, Mr. Richard Jorissen

• IOC-IODE International Oceanographic Data and Information Exchange, Head IODE Project Office, Mr. Vladimir Vladymyrov

• Ukrainian Ministry of Environmental Protection, Former EU, Head of Directorate of Biotic, Land and Water Resources, Commissioner of the Black Sea Commission, Mr. Yaroslav Movchan and Mrs. Yuliya Bondarenko

• Dutch Ministry of Transport, Public Works and Watermanagement, DG Water, formerly involved in developing the European Marine Strategy, Mr. Ben van de Wetering

• Institute for Water of the Republic of Slovenia, environmental specialist and acquainted with Mediterranean Ecosystem, Mrs. Monica Peterlin

The Project Coordinator presented a summary regarding the backgrounds and planned activities of he Black Sea SCENE project. Next a discussion took place about the involvement of the ADBO in the project. The following points arises from ADBO point of view:

http://www.sea-search.net/cdi


• Data which can be used for decision makers are required and very important; in general it is concerning not raw data but processed data and information.

• Decision making requirements are of great importance for policy development.

• On one hand you have data required for science and on the other hand data required for decision making.

• Take into account data as result of other EU, NATO and GEF projects, like ARENA, ASCOBOS, CRIMEA, etc.

• Very important is comparability of data quality and harmonizing of data formats.

• There is a need for improvement of socio-economic data. In general Black Sea SCENE will contribute to the wishes of the ADBO. Black Sea SCENE provides an additional network for the Black Sea Commission and is willing to cooperate in any way with the Black Sea Commission/Black Sea Secretariat. The right modus for this cooperation should be discussed on the short term. The next ADBO meeting will be over about 1 year, probably in April 2007. NEXT BLACK SEA SCENE NA2 WORKSHOP: 21-24 JUNE IN VARNA BULGARIA WHICH WILL BE ORGANIZE BY THE INSTITUTE OF FISHERIES AND AQUACULTURE FROM VARNA. THE DATA QUALITY CONTROL AND DATA QUALITY ASSESSMENT WORKSHOP WILL BE ORGANIZED END OF OCTOBER, MOST PROBABLY IN ATHENS GREECE.


ACTION LIST ACTIONS TO BE CARRIED OUT FOR THE NEXT NETWORK WORKSHOP 21 – 24 JUNE 2006 IN VARNA BULGARIA BLACK SEA COUNTRY PARTNERS

• INVENTORY OF BLACK SEA PARTNER’S (NA4-1) - MARINE ENVIRONMENTAL AND SOCIO-ECONOMIC DATA AND INFORMATION - DATASETS (EDMED), INCLUDING OVERVIEW OF AVAILABLE FORMATS, STORAGE, - DATA MANAGEMENT/ARCHIVE SYSTEMS WITHIN INSTITUTE, INCLUDING OVERVIEW OF DATABASE/SYSTEM SET UP, KIND OF DATA STORED, ACCESSIBILITY (RESTRICTIONS) - DATABASES AND DATABASE SYSTEMS DEVELOPED WITHIN 5FP PROJECTS SUCH AS CRIMEA, ARENA,

IBES and MARIS will draft questionnaires which will be distributed among partners around half April. In the second workshop meeting end of June 2006 in Varna each partner must give a presentation of his filled in questionnaire:

• PRODUCING OF OVERVIEWS BY BLACK SEA COUNTRY

PARTNERS TO BE PRESENTED ORALLY DURING THE NETWORK WORKSHOP OF JUNE

- MARIS WILL PRODUCE OVERVIEW FORMATS AND DISTRIBUTE IT BY EMAIL DURING APRIL - BLACK SEA COUNTRY PARTNERS WILL FILL IN THESE OVERVIEWS AND PRESENT IT DURING THE WORKSHOP OF JUNEMARIS

EDMED: Overview of available datasets (via EDMED forms) EDMERP & CSR: Overview of available projects Overview of available cruises Socio economic data: Overview of available data within institute for presentation on web. Databases: Overview on data management/archive systems within partner’s organization including structure, nature of data stored, available data-formats, etc.

MARIS

• DEVELOPMENT WEB-PORTAL – PROJECT WEBSITE (NA5-1) - WEBSITE WILL BE LAUNCHED AND DEMONSTRATED

DURING THE JUNE WS MEETING


• APRIL: MINUTES OF MARCH NETWORKING WORKSHOP • MAY: PRODUCTION OF FIRST SHORT PROGRESS REPORT (NA1-

1a) FOR THE COMMISSION IO-BAS TOGETHER WITH PROJECT COORDINATOR

• DEVELOPMENT OF PROMOTION AND DISSEMINATION STRATEGY (NA6-1)

• DRAFTING OF PROMOTION AND DISSEMINATION PLAN TO BE PRESENTED AND DISCUSSEN DURING THE JUNE WORKSHOP (NA6-1)

End of May there will be a bilateral meeting about these subjects in Varna Bulgaria. ACTIONS TO BE CARRIED OUT FOR THE DQC AND DQA 3 DAYS WORKSHOP OF END OCTOBER 2006 BLACK SEA COUNTRY PARTNERS AND EU PARTNERS

• INVENTORY OF DATA QUALITY CONTROL AND DATA QUALITY ASSESSMENT PROCEDURES/METHODS WITHIN BLACK SEA COUNTRIES (NA3-1)

• NVENTORY OF DATA QUALITY CONTROL AND DATA QUALITY ASSESSMENT PROCEDURES/METHODS WITHIN THE EU COUNTRY PARTNERS/EU (NIVA, NITG, IMWM, FIED, HNODC-HCMR, GEOECOMAR AND IBES: IBES WILL COORDINATE THIS ACTION, COLLECT THE INFORMATION AND PRODUCE EUROPEAN OVERVIEW (NA3-1)

• DURING THE DQC/DQA: - PRESENTATION OF EACH BLACK SEA COUNTRY

PARTNER OF THEIR INVENTORY/OVERVIEW - PRESENTATION OF EUROPEAN DQC/DQA

PROCEDURES/METHODS BY IBES - COMPARISON OF DQC/DQA PROCEDURES/METHODS

WITHIN BLACK SEA COUNTRIES AND EU MEMBER STATES

- HARMONIZATION POSSIBILITIES AND REQUIREMENTS OF BLACK SEA COUNTRY DOC/DQA METHODS TOWARDS EU PRACTIZES

- AGREEMENT ON HARMONIZATION AND HOW TO APPLY ON BLACK SEA PARTNER’S DATA: DISCUSSION AND AGREEMENT ON DATA QUALITY CLASSIFICATION METHOD FOR BLACK SEA PARTNER’S DATA

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