Strengthening Fisheries Management in ACP...

"Strengthening Fisheries Management in ACP Countries"

Project Funded by the European Union. “This publication has been produced with the assistance of the European Union. The contents of this

publication are the sole responsibility of ”PBLH International Consulting SPRL” and can in no way be taken to reflect the views of the European Union.” “The content of this document does not necessarily reflect the views of the concerned governments.”

Final Technical Report

Strengthening the capacity of CRFM and its member states for information and knowledge sharing on sustainable management of fisheries in the

Caribbean region

Project ref. N° CAR-5.1-B20 Region: Caribbean

May 13th 2013

A project implemented by:

Strengthening the capacity of CRFM and its member states for information and knowledge sharing on sustainable management of fisheries in the Caribbean region

Strengthening the capacity of CRFM and its member states for information and knowledge sharing on sustainable management of fisheries in the Caribbean region. Final Technical Report by PBLH International Consulting SPRL 2 of 40

Table of contents

TABLE OF CONTENTS ....................................................................................................................... 2

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

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

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

1 EXECUTIVE SUMMARY ............................................................................................................ 6

2 BACKGROUND ............................................................................................................................ 7

2.1 ABOUT THE CRFM ................................................................................................................... 7 2.2 ABOUT THE PROJECT ................................................................................................................ 7

3 APPROACH TO THE ASSIGNMENT ....................................................................................... 8

3.1 PHASE 1: INCEPTION PHASE: CONSULTATIONS AND ANALYSIS ................................................. 8 3.2 DESK WORK .............................................................................................................................. 9 3.3 REGIONAL TECHNICAL CONSULTATION ................................................................................... 9 3.4 DRAFT INTERIM TECHNICAL REPORT ..................................................................................... 10 3.5 PHASE 2: IMPLEMENTATION PHASE AND TRAINING PREPARATION .......................................... 11 3.6 PHASE 3: TRAINING PHASE: TRAINING WORKSHOPS AND FINAL REPORTS ............................... 13

3.6.1 On-job trainings in St Vincent and Belize................................................................ 13 3.6.2 Finalizing the website and tools development ......................................................... 13 3.6.3 Regional Training Workshop (St Vincent and the Grenadines) ............................... 14 3.6.4 User manuals ........................................................................................................... 15

4 COMMENTS ON TERMS OF REFERENCES ....................................................................... 16

5 ORGANISATION AND METHODOLOGY .............................................................................. 16

5.1 DELIVERY OF TERMS OF REFERENCE ...................................................................................... 16 5.2 CONDUCT AND DETAILS OF THE ASSIGNMENT INCLUDING VISIBILITY ACTIVITIES .................. 17

6 CONCLUSIONS .......................................................................................................................... 18

7 RECOMMENDATIONS .............................................................................................................. 18

8 ANNEXES .................................................................................................................................... 20

ANNEX 1 – TERMS OF REFERENCE ..................................................................................... 20 ANNEX 3 – INSTITUTIONS AND INDIVIDUALS CONSULTED ........................................... 37 ANNEX 4 – CD/DVD .................................................................................................................... 40 ANNEX 5 – USERS GUIDE ........................................................................................................ 40 ANNEX 6 – USERS MANUAL .................................................................................................... 40 ANNEX 7 – ADMINISTRATORS MANUAL .............................................................................. 40


List of tables, figures and photographs Table1 – Tools Developed – p.14 Table 2 – Activities Delivery – p.17

List of annexes ANNEX 1 – Terms of Reference ANNEX 2 – Itinerary ANNEX 3 – Institutions and individuals consulted ANNEX 4 – CD/DVD including the following documents:

0. Inception Report with annexes 1. ICT Communication Strategy 2. Plan for Website Upgrade 3. Revised 2010 Draft Communication Strategy 4. OJT Programme and Training presentations 5. Workshops programmes, lists of participants and presentations 6. Communication and visibility supports and analysis 7. Photographs

ANNEX 5 – Users Guide ANNEX 6 – Users Manual ANNEX 7 – Administrators Manual


Acknowledgements The Project Team wishes to thank all those who helped us during field missions in setting up interviews and collecting and analysing information.


Abbreviations and acronyms

ACS Association of Caribbean States

ACP African Caribbean Pacific

CLME Caribbean Large Marine Ecosystem

CARICOM Caribbean Community

CARIFIS Caribbean Fisheries Information System

CARIFORUM Caribbean Forum of African, Caribbean and Pacific States

CERMES Centre for Resources Management and Environmental Studies

CRFM Caribbean Regional Fisheries Mechanism

CSME CARICOM Single Market and Economy

CU Coordination Unit

EC European Commission

EDF European Development Fund

ESDU Environment and Sustainable Development Unit

FAO Food and Agriculture Organisation

FIS Fisheries Management Information System

GDP Gross Domestic Product

ICCAT International Commission for the Conservation of Atlantic Tunas

ICT Information and Communication Technologies

ICT4D Information and Communication Technologies for Development

IT Information Technologies

OECS Organisation of Eastern Caribbean States

RFU Regional Facilitation Unit

UNEP United Nations Environment Programme

UNESCO United Nations Educational, Scientific and Cultural Organisation

UWI University of the West Indies

USD United States Dollar

WECAFC Western Central Atlantic Fishery Commission

WSIS World Summit on the Information Society


1 Executive summary "Strengthening the capacity of CRFM and its member states for information and knowledge sharing on sustainable management of fisheries in the Caribbean region" is an EU-funded technical assistance project within the ACP Fish II Programme, that was designed to:

- Contribute to the sustainable and equitable management of fisheries in ACP regions, thus leading to poverty alleviation and improving food security in ACP States

- Strengthen the capacity of the Caribbean Regional Fisheries Mechanism (CRFM) and fisheries administrations of CARIFORUM States in fisheries information and knowledge sharing.

The project had the following expected results that have now all been achieved:

- The Draft Communication Strategy and Plan for the CRFM has been reviewed and finalised (focusing on ICT component) with the stakeholders;

- The CRFM website is updated, expanded and operational, in line with the agreed Strategy and supported by relevant manuals and training;

- National representatives of CARIFORUM states have been trained in using new CRFM website and online interactive tools.

Together with the revisited strategy and new ICT strategy, a complete set of ICT tools and website have been set up. Before the end of the project, CRFM staff and partners already actively use the new website, the intranet and tools such as the CRFM dgroups.org communities. This is an indicator that the project has been quite successful thanks to:

- a correct assessment of the CFRM needs and existing capacities in house and among stakeholders

- the participation of the beneficiary and its stakeholders during the assessment and strategy definition as well as the implementation, content dissemination and training

- an adequate choice of tools and applications carefully considering the existing capacity to maintain and sustain them within the CRFM

- the maximum automation of tasks required to maintain and manage the updated CRFM website in order to allow CRFM staff to focus on content development and publication

- the organisation of a smooth and seamless transition (as for new CRFM emails and web domain), and the focus, when training or choosing tools, on concrete uses, applications and support to enhance exiting collaboration and communications processes (instead of the technology for itself). Training in skills related to e-communications or managing virtual groups was more important than focusing on the software used for it.

The key functionalities of the new collaboration tools are

- On-line discussion board

- e-groups (technical e-group, fisherfolk e-group, management e-groups)

- Video conferencing for presentations delivery, training and discussions

- Possibility to create and access depository of fisheries data and information

- CRFM pages on the major social networks sites (Facebook, Twitter, Youtube, SlideShare)

- On-line documents storage, sharing and real time on-line editing tools New functionalities of the upgraded website

- User access management allowing drafting and editing of content from the frontend

- Events management with attachments, invitation and registration functionalities


- Ability to upload library documents to the website and facilitate download by target readership

- Ability to execute extended website searches

- Links to all FAs, regional organizations, and other national departments with interest in fisheries; regional and international legal fisheries instruments

- Possibility to post comments to published news and documents

- Introduced a tagging system for published documents and articles

- Integrated electronic newsletter functionality

- Syndicated fisheries news reader

- Integrated project management module However, there is now an immediate need for the CRFM executive staff to encourage all users and partners to invest some time to explore and use all the tools made available for concrete tasks, until the learning curve is passed. It is recommended to hire a resource person to increase CRFM knowledge management and communication facilitation capacity to make the most out of these new tools, developing and disseminating content, facilitating and organising a growing sustainable flow of communications as well as helping catalyse online collaboration with partners and stakeholders.

2 Background

2.1 About the CRFM

The Caribbean Regional Fisheries Mechanism (CRFM) was officially inaugurated on 27

March 2003, following the signing of the “Agreement Establishing the CRFM” on February

4, 2002. The goal of this inter-governmental organization is “To promote and facilitate the

responsible utilization of the region's fisheries and other aquatic resources for the economic

and social benefits of the current and future population of the region”. The CRFM consists of

three bodies – the Ministerial Council; the Caribbean Fisheries Forum; and the CRFM

Secretariat. Its mission is to promote and facilitate the responsible utilisation of the region’s

fisheries and other aquatic resources for the economic and social benefits of the current and future population of the region.

The CRFM had two offices (Belize and St Vincent) and staff are split between them. There

is just IT resource person in Belize, and an external consultant for PR. Tasks related to web

content management are performed by Belize staff and publications and library maintenance

from St Vincent office.

2.2 About the project

According to the ToRs, the overall objective and the purpose of this project are:

- To contribute to the sustainable and equitable management of fisheries in ACP regions, thus leading to poverty alleviation and improving food security in ACP States

- To strengthen the capacity of the Caribbean Regional Fisheries Mechanism (CRFM) and fisheries administrations of CARIFORUM States in fisheries information and knowledge sharing.

In line with the ToRs, the expected results are:


- Draft Communication Strategy and Plan for CRFM reviewed and finalised (focusing on ICT component);

- CRFM website updated, expanded and operational, in line with the agreed Strategy and supported by relevant manuals and training;

- National representatives of CARIFORUM states trained in using new CRFM website and online interactive tools.

3 Approach to the assignment

3.1 Phase 1: Inception phase: Consultations and analysis

The first inception / field mission included:

- The kick-off meeting at the CRFM office in Belize

- The revision of documents and the CRFM website

- National consultations in Belize, Trinidad and Tobago, Barbados, Saint Vincent and Grenadines to asses and evaluate the ICT subsector opportunities and current state of affairs

- Drafting the inception report To start the 1st field mission, the key experts held a kick-off meeting at the CRFM office in Belize with the participation of CRFM top management and technical staff as well as the ACP FISH II staff. At the kick-off meeting, the list of key stakeholders to be interviewed during the first field mission was revised and agreed on, namely the fisheries administration (Belize, Trinidad and Tobago, Barbados, Saint Vincent & the Grenadines), scientific and/or research organisations related to fisheries, national fisher folk organisations, the EU Delegation in Barbados, and the CRFM Eastern Caribbean Office in Saint Vincent and the Grenadines. Annex 3 indicates the contacts made on the spot. The itinerary of the experts can be found in Annex 2. During the national consultations the experts identified the following key documents that were collected and reviewed during the first mission:

- Draft CRFM Communication Strategy, 2010

- Agreement establishing the Caribbean Community Common Fisheries Policy

- CRFM administrative Report Annual work plan and budget (1st April 2012 to 31st March 2013)

- Caribbean Network of Fisherfolk Organisations (CNFO) Communication strategy, October 2012

- Overview of the Status of Performance of CARIFIS in CRFM Member States, and Options for the Way Forward. CRFM Technical & Advisory Document – Number 2012/4

- CRFM Secretariat Operations Manual, 2010

- Different leaflets and promotional materials prepared by CRFM Secretariat

- Training materials for CARIFIS The national consultations enabled the experts to assess the following points:

- Collaboration and communication processes between stakeholders

- Needs assessment of the beneficiaries and CRFM stakeholders

- Information sharing and communications tools used by stakeholders


- Data collection and reporting tools used

3.2 Desk work

After this first field mission, the experts carried out home-based work to:

- Review different documents collected during field meetings and consultations

- Followed up on additional contacts indicated by stakeholders (calls, mail)

- Analyse different web-based resources identified during consultations

- Assessed CRFM needs for upgrading of website hosting plan, increase of bandwidth

- Identified international best practices of using information and communication technologies in international organisations similar to CRFM

- Reviewed ICT components and interactive tools used by CRFM and their benchmarking with best international practices to guide implementation

- Selected the Content Management System to use

- Identified technical solutions to index the CRFM materials (pdfs in particular)

- Revised the Draft CRFM Communication Strategy, in light of all the findings and identified needs

- Prepared the validation workshop

In parallel, PBLH logistics expert prepared all logistics to organize the technical regional validation workshop. The Inception Report submitted can be found in Annex 4. Two weeks afters inception report was approved, the experts finalised and submitted to the CRFM and the PMU

- The draft updated communication strategy (that was proposed to be validated at the Regional Technical Consultation in Belize). The ICT communication strategy can be found Annex 4.

- A plan for the upgrading of website, the hosting plan, and increase of bandwidth (Annex 4)

3.3 Regional Technical Consultation

The first phase was completed with the Regional Technical Consultation held in St Vincent the 28th – 29th January 2013. The objective of the Regional Technical Consultation was to review and endorse the CRFM Communication Strategy as improved by the Consultants. The revised Strategy presented addressed issues described in the ToRs such as the assessment of the current situation facing information exchange in the region, update of the stakeholder's matrix and specific communication/collaboration objectives for each targeted audience. The consultation workshop included the following sessions: Session 1: Review of communication objectives at the light of CRFM strategic plans - The framework: CRFM Strategic plans / CCFP implementation, to Communication strategy to ICT in communication and collaboration - Embedding ICTs into CRFM operations: - Proposed aim and objectives of the ICT component of the communication strategy - Prioritising activities of the ICT action plan and evaluation of results


Session 2: Review of the stakeholder matrix - Review stakeholder list: add /merge or delete stakeholders. Why? - Review the desired support from stakeholders and actions towards them. Are the proposed Information and Communication actions relevant and sufficient to attain these? - Are all theses communication tools relevant and needed? Session 3: Drafting the data sharing policies and protocols - What has to be shared electronically (data, reports etc) - Information meta-sharing - By whom is it produced, formatted, validated and published? - By whom it has to be accessed and what for - Formats, licences and rights of use or re-use Session 4: CRFM website upgrading and communication tools - Review of the required changes to the website - Proposed website structure and content - Selection of required communication tools - Validation of the CRM ICT communication framework Session 5: From information sharing to collaborative work: how each stakeholder will organize resources and put into practice - Web roles and profiles - Current sharing and collaboration modalities and results - Limitations and constraint to enhanced regional collaboration - Selection of required collaboration and data sharing tools - Roles and responsibilities of CRFM and the partner institutions Session 6: Capacity building plan (March 2013) - Training needs assessment - Who should attend training and why - Review and validation of training program The programme and list of participants can be found in Annex 4. The participants of the technical consultation workshop validated the presented assessment of CRFM needs regarding implementation of the revised Communication Strategy, reviewing of the stakeholders’ matrix, the proposed ICT strategy, identified key aspects of data sharing policy, CRFM website upgrading plan, communication, collaboration and data sharing tools proposed for implementation, and validating and preparing the training plan, that was later implemented. Within this demand driven process leading to the development of the upgraded website and implementation of new ICT tools, the stakeholders agreed with the proposals made by consultants and suggested several adjustments which were discussed and integrated into the updated Implementation Plan.

3.4 Draft Interim Technical Report

The Draft Interim Technical Report was produced after the validation workshop (St Vincent January 2013) and prior to the final end-user workshop of March 2013.


It is important to note that, during inception phase, after having assessed the needs, the experts reviewed the exiting Draft Communication Strategy (Haynes, 2010) to integrate the finding and ICT component in it. Given the complexity of documenting the ICT strategy within the framework existing Communication Strategy which holds its own logic and elements and the experts deemed to develop a new document named "ICT component strategy and action plan for the implementation of the CRFM Communication strategy (2013)". This document was used as the basis for the validation workshop held in St Vincent on January 28th - 29th, 2013 and was completed thereafter integrating all stakeholders' comments and inputs. During a meeting held with CRFM director and ACP Fish II advisor, at the end of the January 2013 validation workshop, the experts proposed to consider this ICT Strategy as a stand-alone document and to append it to the existing 2010 Draft Communication Strategy – rev 2013, which was also reviewed with stakeholders during the validation workshop. This proposal was validated. The Draft Interim Technical Report was prepared to wrap 3 attachments, in accordance with the recommendations of the ACP Fish II Regional Facilitation Unit that requested that "The

documents (...) should be included in one document clearly presented as the ITR with the contents list

including all documents. The main narrative of the ITR would be very simple perhaps 2 or 3 pages

but will put the three attached documents in context and allow cross-reference. (..) The Draft

Communications Strategy (originally by C Haynes) has been revised and the Communications

Strategy (Focusing on ICT component) prepared by the KEs (..) will be an Annex to that document.

The Detailed Plan for the CRFM website upgrade can then be included into this structure":

1. The revised CRFM Draft Communication Strategy (originally 2010 - now revision

2013)1. The main update in this document is the addition of a specific objective related to the ICT strategy, and an in-depth revision of the stakeholders' matrix (that includes definition of what and how to interact with the different stakeholders).

2. The "ICT component of the CRFM Communication Strategy and the action plan for the implementation (2013)"2, updated after the January validation workshop and completed after the March end users workshop.

3. The Detailed Plan for the CRFM website upgrading3

3.5 Phase 2: Implementation phase and training preparation

After the validation workshop, the experts started the implementation phase with the following activities:

- website upgrading (redesign of the website structure, implementation of new Content Management System, design of the website layout, transfer of existing documents, creating of new modules) , procurement of ICT tools (trial subscription to communication and collaboration tools provided in “software as a service” model), and negotiation for increase of Internet access bandwidth by Internet service providers for both CRFM offices according to the proposals and budget estimates made in the Interim Technical Report;

- on the job and training workshop-related materials and drafting the manuals (for webmaster and content managers and for end users), and

- workshops logistics.

1 See Annex 4

2 Ibid

3 Ibid


As result, the following improvements have been made:

- Internet bandwidth increased in CRFM Belize office from 2 Mbps up to 8 Mbps and in CRFM Saint-Vincent office from 4 Mbps up to 8 Mbps using ADSL technology. In addition, experts initiated negotiation with BTL to allow CRFM Belize office to benefit from a dedicated line for Internet access which allows usage of Voice-over-IP communication technologies;

- The upgraded CRFM website has integrated the following new functionalities: Open Source Content Management System, access level system to the website content and functionalities customised to CRFM types of stakeholders, predefined forms for publishing of website content, tagging system for content and documents, website version for smart phones and tablets, integrated electronic newsletter facility, calendar of CRFM and other events, extended website search, syndicated fisheries news reader, integrated visitors analytics dashboard, module for management of CRFM and other training events, register of international and regional events, directory of related technical assistance projects, directory of websites of National Fisheries Authorities, directory of e-mailing lists, facility to manage extended personal profiles, automated sharing of content on CRFM social networks, automated translation of the website content into French, Spanish and Dutch, RSS (really simple syndication) mechanism to share information from the CRFM website on the CNFO website, mechanism to automatic gathering of information about scientific publications, mushups of bibliographical resources from different websites, integrated project management facility;

- New communication and collaboration tools implemented: directory of electronic forums and virtual groups (DGroups), virtual working group on CARIFIS software and others, CRFM pages on the major social networks (Facebook, Twitter, SlideShare, YouTube, Vimeo), CRFM on-line documents depository (GoogleDisk), corporate real time on-line documents editing tools (GoogleDocs), crfm.net e-mail addresses and possibility to use Google Mail interface for e-mails management, on-line communication tool (GoToMeeting), web conferencing tools (MConf, GoToWebinar), directory of resources to manage depositories of fisheries statistical data, directory of Open Data resources.

The draft of upgraded CRFM website was proposed to revision of CRFM secretariat employees during the On-the-Job trainings in Belize and in Saint Vincent. After this, the participants of the Regional Training seminar in Saint Vincent also contributed to reviewing the draft website. In conclusion, a validation meeting was hold with the CRFM Directors and the Secretariat employees after the completion of this training. A list of 34 requirements for improvement of the website was drafted and agreed. During the On-the-Job training, the upgraded website was reviewed by the CRFM staff and the functionalities were checked and amendments made before the Regional training. The OTJ training was used to populate the upgraded website with test content. Staff of the CRFM secretariat was directly involved in reviewing the style, format and the content of the upgraded website. As the result of several iterations of the website improvements, CRFM Secretariat agreed with the changes being made.


3.6 Phase 3: Training phase: Training workshops and final reports

3.6.1 On-job trainings in St Vincent and Belize

The experts carried out the third field mission starting with the on the job trainings, delivered in the CRFM St Vincent office from March 18th to 22nd by the Team Leader and in the CRFM Belize office from March 12th to 20th by the Key Expert 2. The final days of training in Belize on March 21st and 22nd were delivered by both experts together. The focus of the OJT was on the management of the web site and tools and the definition of the processes (to produce and publish content, manage the web site and the other tools administration, moderation and facilitation of virtual communities etc). It became processes were at the same time, web site tools and content organisation were fine tuned, responsibilities over content, communication and tools management were defined, and CFRM staff in both locations trained to manage and administer all the tools. The regional training for the end users was then for the stakeholders to learn how to use all these tools, including web site content upload, and the national fisheries page, publications, data sharing and e-group management (in case some of the would manage virtual communities) The programme included the following modules:

- Website content administration

- Website maintenance

- Communication tools

- Collaboration tools

- Data sharing tools Working sessions with the CRFM Director and CRFM Secretariat senior staff allowed to adjust the structure of the updated CRFM website and to define roles of key people of the CRFM Secretariat. All the roles and responsibilities are detailed in the manual for maintenance and management, sections 6 and 7, as well as each virtual group community and tools moderator/administrator. The team leader interactions were centred in defining responsibilities, back office processes (who manages content, how etc.), content and configuration of the online tools to be presented the following week to the end users. (Annex 4 - CD - Slides of the detailed on the job training programme for CRFM administrators )

3.6.2 Finalizing the website and tools development

During the last days of the on job training, the Key Expert 2 finalized the website and the interactive tools required according to the observations and feedback made during the trainings sessions.

All these tools should all be operational and have been tested by the CRFM or partners.(click

on the links or the tool logo to access the services) Table 1 – Tools developed


A Comprehensive CRFM website, that includes CRFM documents and reports (including all those from the old site that have been linked. Scientific Publications and statistics Events agenda and organiser, project management tool, Fisheries Newsfeeds Newsletters, Etc.

http://www.crfm.net/

A complete Intranet system for CRFM staff using Google Apps for Business, ready to share documents drive, agenda, contacts, mails, internal groups, etc.

http://google.com/a/crfm.net

15 CRFM virtual Communities on dgroups.org for Scientific and technical working groups CARIFIS user help community, executive board and forum (private spaces) Carifis software users, etc. have been set up

http://dgroups.org/cta/crfm

3 accounts for CRFM Video conferencing, - MCONF free tool for videoconferencing and

webinars tools, - GotoWebinar for webinars and virtual education - Gotomeeting for videoconferencing

https://mconf.org/spaces/crfm/

Accounts or pages on the main social networks namely Twitter, Facebook, Youtube and Slideshare

https://twitter.com/CaribFisheries

https://www.facebook.com/CarFisheries

http://www.youtube.com/user/TheCRFM

http://www.slideshare.net/CRFM/ The selected following data sharing tools - Open Refine to clean data files - Google Fusion table to share, merge and

compare table and data bases and - To Create visualisations with IBM Many Eyes

3.6.3 Regional Training Workshop (St Vincent and the Grenadines)

The Regional Training Workshop was successfully held in Saint Vincent and the Grenadines from March 25th to March 27th. The workshop practical learning objectives were defined as to have participants learn to

- Search, access and comment articles and publications on the CRFM website

- Draft content for publication and/or collaborate in editing CRFM content


http://google.com/a/crfm.net

http://dgroups.org/cta/crfm

https://mconf.org/spaces/crfm/

https://twitter.com/CaribFisheries

https://www.facebook.com/CarFisheries

http://www.youtube.com/user/TheCRFM

http://www.slideshare.net/CRFM/


- Share or disseminate content (with CRFM, or from CRFM to others) over social networks

- Organize or promote events online

- Maintain their country profiles pages

- Get or provide online training

- Get updates, alerts news and newsletters from CRFM

- Participate in task forces, working groups, scientific committees or communities (discussions or exchanges, collaborative drafting, or articulation, data sharing)

- Use the tools to facilitate collaborative projects management

- Share and manipulate data

- Get support and exchange good practices using CARIFIS software A participatory approach was implemented to ensure the stakeholders' appropriation of the outcomes and their ownership of the tools developed, and although according to the feedback, the follow use and end of workshop survey this was achieved, follow up will be needed to ensure continuous use of the web and tools by stakeholders. This workshop targeted concepts of e-knowledge management, online collaboration and on the techniques to facilitate collaboration, online discussion, and technical groups. Hands – on activities were conducted on live ICT tools The training included the following sessions4

- Session 1: ICT systems overview

- Session 2 Hands on training on the web site

- Session 3: Hands on training: Projects and events

- Session 4: Online synchronic exchanges

- Session 5 Data sharing

- Session 6: Carifis support group

- Session 7: online collaboration According to the participants' evaluations and the CRFM staff feedback, the workshop fully fulfilled the objectives and expectations. The workshop's programme and participants list can be found Annex 4. Following the Regional Training Workshop, a session with senior CRFM secretariat officers was organised to discuss findings and wishes for adjustment of the CRFM website and the ICT tools. The required adjustments were implemented after return of Key Experts from the last workshop and field mission Upon request of the CRFM Secretariat staff and CRFM stakeholders, the Key Experts have provided technical assistance and backup on the usage of the upgraded CRFM website in

the weeks following the workshop, a mentoring support to the CRFM staff.

3.6.4 User manuals

After the Workshop the consultants finalised the (1) end user and (2) web administration manual, and added a (3) user guide/map to the CRFM tools. Those outputs can be found in - Annex 5 – Users Guide of the CRFM ICT tools - Annex 6 – End users manual

4 See Annex 8 – Slides of the users' training Programme


- Annex 7 Administrators manual According to the ToRs and the Inception Report, after comments from the CRFM and the CU/RFU were provided, the end user manuals were translated into Spanish and French.

4 Comments on Terms of References The terms of reference were reviewed during the kick-off meeting at CRFM headquarters in Belize on Nov. 19th 2012, and some clarifications were made. No major issue was raised on the interpretation of the ToRs. It was agreed that the project would be implemented over 5 months with a start on November 19th, 2012, divided into three main phases and that the expert team will pursue three field missions in the Caribbean. Key deadlines and dates and workshop sites were agreed during the kick-off. The proposed amendments to the ToRs were: (a) a change of the date of delivery of the Inception report, (b) to use 2 of 5-day on-job training (Belize and St Vincent) for data/documents migration tasks executed together by CRFM web/data managers and KEs, and (c) to translate only the end users manuals out of the two manuals, as all software and applications to be used by the administrators are English-speaking only.

5 Organisation and Methodology

5.1 Delivery of Terms of Reference

Table 2 – Activities delivery

1 Be briefed by ACP Fish II programme and CRFM staff and officers;

The inception meeting was held in Belize Nov 19th

2013 with CRFM key staff and ACP fish II PMU. ToRs were reviewed in detail, key stakeholders and documents identified, workshops and field missions planned for. Details can be found in the inception report.

2 Conduct background literature review and consultations and analysis to enable an assessment of the information sharing activities and communication of CRFM and a critical review of the 2009 Communication Strategy for CRFM;

Regional field mission was conducted with key stakeholders in Belize, Trinidad and Tobago, Barbados, and St Vincent and the grenadines, during months of November and December 2012 Documents were reviewed short after, Results ate in the inception report and the technical reports (new ICT strategy and web plan) delivered mid January 2013

3 Prepare a revised draft Communications Strategy for CRFM (focusing on ICT communications and the website component);

These were delivered before workshop of January, and finalised after SVG workshop, integrating the stakeholders' inputs.

4 Organise and facilitate one Regional Technical Consultation in Belize (20 people, 2 days) of key fisheries and IT stakeholders to review and endorse the CRFM Communication Strategy as improved by the Consultant;

The regional. Workshop held in St Vincent end of January 2013 with the participation of 20 key fisheries and IT stakeholders to review and endorse the new ICT strategy and the revise the CRFM Communication Strategy

5 Upgrade CRFM website using CMS software to include, inter alia, the tools

The new web site was developed, reviewed and finalised. It is fully operational and visible online at


identified in the agreed Communication Strategy. A number of these tools are noted in section 4.1.1 The cost of software, licenses and improved bandwidth can be procured using the incidental budget;

the URL www.crfm.net All required communication and collaboration tools have been procured and made available to the CRFM Secretariat and stakeholders in Intranet mode.

6 Prepare one manual for maintenance and management of the new website (for webmaster & administrators at CRFM) and one manual for users of the website produced;

Both manual were prepared and submitted for validation to the CRFM secretariat and PMU staff

7 Develop training outline and deliver OJT training (up to 5 days) to webmasters, administrators and technical staff at CRFM Secretariat in Belize and Saint Vincent and the Grenadines

The experts carried out the third field mission starting with the on the job trainings, the Team Leader delivered in St Vincent March 18

th to 22

th

and Key Expert 2 in Belize from March 12th to 20

th,

and both together in Belize March 21 and 22nd

.

8 Training workshop – train participants in using the new CRFM website; where comments are provided by countries, update website and finalize the design of the website. Participants - CARIFORUM states and other resource institutions using the new CRFM website; participants should be one Senior Fisheries Officer and one Technical staff member responsible for the actual implementation (e.g. Communications officer or Data Manager) of information exchange activities within the FA. The training workshop for 3 days with 35 participants from CARIFORUM states, CRFM, CNFO, UWI-CERMES will take place in Saint Vincent and the Grenadines;

The Regional Training Workshop was successfully held in Saint Vincent and the Grenadines from March 26

th to 28

th 2013 with the participation of 33+

35 participants from CARIFORUM states. The training included the following session

- Session 1: ICT systems overview

- Session 2 Hands on training on the web site

- Session 3: Hands on training: Projects and events

- Session 4: Online synchronic exchanges

- Session 5 Data sharing

- Session 6: Carifis support group

- Session 7: online collaboration

9 Prepare Training Report including all materials prepared and used;

The reports have been prepared and are presented as annexes to this documents

10 Prepare Final Technical Reports as required.

This document is the Final Technical Reports

11 The draft Communication strategy (focusing on IT) will be translated into French and Spanish. The User Manuals for the regional training will be available in French and Spanish.

Pending

5.2 Conduct and details of the assignment including visibility activities

The following communication and visibility activities were carried out in close collaboration with the CRFM and the consultant: - Press Releases dissemination to national and regional stakeholders



- Press Conferences at the beginning of each workshop involving fisheries officials The Press Releases along with two reports describing the communication results can be found Annex 4 in the folder 6. 6 Conclusions Before the end of the project CRFM staff and partners are already actively using the web site, the intranet and tools as the CRFM dgroups.org communities.

The following measures and approaches have been taken to try to ensure the success of the

assignment to

- a correct assessment of the CFRM needs and existing capacities in house and among stakeholders

- the participation of the beneficiary and its stakeholders during the assessment and strategy definition as well as the implementation, content dissemination and training

- choosing tools and applications considering carefully the existing capacity to maintain and sustain them within CRFM

- the organisation of a smooth and seamless transition (as for new CRFM emails and web domain, old documents were kept in the old site and linked from the new one), and

- the focus, when training or choosing tools, on concrete uses, applications and support to enhance exiting collaboration and communications processes (instead of the technology for itself). Training in skills related to e-communications or managing virtual groups was more important than focusing on the software used for it.

To fully measure of the success of the initiative , CRFM needs to monitor the use of its Intranet (mail, documents sharing, use of calendar and else) the web site (visits, uploads, events. Fisheries pages updated by stakeholders and new content created) and the working groups dgroups communities activity, over a few months period.

- The initiative raised interest among the CRFM stakeholders on the tools and uses of modern ICTs to manage knowledge sharing, collaboration among partners and selected audience communications, but also that capacity and know how in the region Fisheries Department is low. The project has set up the structures and the facilities and provided the functionalities – but it is only the users it the CFRM staff and the Officers in the Caribbean get gradually empowered and use that can a success of the results.

7 Recommendations There is an immediate need for CFRM executive staff to encourage all users and partners to invest some time to explore and use all the tools made available for concrete tasks, until the learning curve is passed. An additional recommendation is to hire a permanent "CRFM knowledge manager", who can manage the virtual communities, the website content, and moderate and animate forums, blogs, and social networks. That person should be a proficient or expert user of the ICT tools and the website administrator manager, but not necessarily an IT person. Rather someone knowledgeable of the issues, shareholders and work of CRFM, and who can work on developing and disseminating data and content, facilitate and organise sustainable flow of communications as well as help catalyse online collaboration .


The integrated visitors’ statistics allow monitoring and evaluation of the upgraded CRFM website by different groups of stakeholders. Also, another measure of results achieved through the usage of the new ICT tools will be number of people subscribed at different CRFM virtual groups, participating in activities of on-line scientific and working groups, visiting and liking CRFM social networks pages. As the overall result of this project will be increased efficiency and productivity of collaboration between CRFM stakeholders, increased visibility on the Web of CRFM activities in the region. CRFM secretariat should undertake an internal evaluation of the usage of the new tools after the initial period of 6 months. This timeframe is sufficient to estimate the uptake both by CRFM collaborators and users.


8 ANNEXES

ANNEX 1 – TERMS OF REFERENCE

ACP Fish II – Strengthening fisheries management in ACP states

9 ACP RPF 128 Accounting No. RPR/006/07 – EDF IX

Strengthening the capacity of CRFM and its member states for information and knowledge sharing

on sustainable management of fisheries in the Caribbean region

(CAR-5.1-B20)

TERMS OF REFERENCE

1. BACKGROUND INFORMATION ............................................................................................ 21

1.1 BENEFICIARY COUNTRY ......................................................................................................... 21 1.2 CONTRACTING AUTHORITY .................................................................................................... 21 1.3 RELEVANT COUNTRY BACKGROUND ...................................................................................... 21 1.4 CURRENT STATE OF AFFAIRS IN THE RELEVANT SECTOR ......................................................... 22 1.5 RELATED PROGRAMMES AND OTHER DONOR ACTIVITIES ........................................................ 22

2. OBJECTIVE, PURPOSE & EXPECTED RESULTS .............................................................. 25

2.1 OVERALL OBJECTIVE .............................................................................................................. 25 2.2 PURPOSE ................................................................................................................................. 25 2.3 RESULTS TO BE ACHIEVED BY THE CONSULTANT ................................................................... 25

3. ASSUMPTIONS & RISKS .......................................................................................................... 25

3.1 ASSUMPTIONS UNDERLYING THE PROJECT INTERVENTION ..................................................... 25 3.2 RISKS ...................................................................................................................................... 25

4. SCOPE OF THE WORK ............................................................................................................ 26

4.1 GENERAL ................................................................................................................................ 26 4.2 SPECIFIC ACTIVITIES ............................................................................................................... 27

5. LOGISTICS AND TIMING ........................................................................................................ 29

5.1 LOCATION .............................................................................................................................. 29 5.2 COMMENCEMENT DATE & PERIOD OF IMPLEMENTATION ....................................................... 29

6. REQUIREMENTS ....................................................................................................................... 29

6.1 PERSONNEL ............................................................................................................................ 29 6.2 OFFICE ACCOMMODATION ...................................................................................................... 32 6.3 FACILITIES TO BE PROVIDED BY THE CONSULTANT ................................................................ 32 6.4 EQUIPMENT ............................................................................................................................ 32 6.5 INCIDENTAL EXPENDITURE ..................................................................................................... 32 6.6 EXPENDITURE VERIFICATION .................................................................................................. 33

7. REPORTS ..................................................................................................................................... 34

7.1 REPORTING REQUIREMENTS ................................................................................................... 34 7.2 SUBMISSION & APPROVAL OF REPORTS .................................................................................. 35

8. MONITORING AND EVALUATION ....................................................................................... 35


8.1 DEFINITION OF INDICATORS .................................................................................................... 35 8.2 SPECIAL REQUIREMENTS ........................................................................................................ 35

1. BACKGROUND INFORMATION

1.1 Beneficiary countries

The beneficiary countries for this contract are: CARIFORUM countries and the CRFM Secretariat.

1.2 Contracting Authority

ACP Fish II Coordination Unit

36/21 Av. de Tervuren

5th Floor

Brussels 1040, Belgium

Tel.: +32 (0)2.7390060

Fax: +32 (0)2.7390068

1.3 Relevant country background

The CARIFORUM group of countries includes 14 CARICOM member states (Antigua and Barbuda,

The Bahamas, Barbados, Belize, Dominica, Grenada, Guyana, Haiti, Jamaica, St. Kitts and Nevis,

Saint Lucia, St. Vincent and the Grenadines, Suriname, and Trinidad and Tobago) and the Dominican

Republic. The group was established, in July 1973, through the signing of the Treaty of Chaguaramas.

The group was based around two concepts: the Caribbean Community and the Common Market. The

Community was a system to enhance the development and implementation of national policies by

ensuring they were set in a regional framework. There was no supranational authority of the

community which enabled relatively straightforward passage through the national institutions. The

second component was the Common market involving trade and investment integration which had to

be very loosely phrased to ensure the membership of a highly diverse group of states. A smaller group

of the smaller island nations (Antigua and Barbuda, Dominica, Grenada, St. Kitts and Nevis, Saint

Lucia, St. Vincent and the Grenadines, Montserrat and Turks and Caicos and British Virgin islands)

established the Organization of the Eastern Caribbean States (OECS) in 1981 to follow an even deeper

integration programme. In 2001, through the signing of the Revised Treaty of Chaguaramas (the

Revised Treaty) CARICOM members formally agreed and adopted the Caribbean Single Market and

Economy (CSME). Integration in the Caribbean context has remained a challenge and the external

environment has been particularly unforgiving in the period since the revised treaty of 2001.

The 12 island states and 3 larger coastal nations (Belize, Guyana and Suriname) are positioned around

the Caribbean Sea with USA to the north, the Atlantic Ocean to the east, Central and South America to

the west and south. Although there are many similarities in the grouping around culture and history,

their geography may be very different and the present-day social and economic indicators such as

population, per capita income, life expectancy etc. vary enormously, so much so that a distinction is

drawn in membership, identifying less developed countries (LDCs) for special treatment. This

situation of geography and history is a constant challenge to the CARICOM group. Economic

performance within the group also varies, with 2010 seeing strong growth for Suriname (3.8%) and

Guyana (3.6%), contrasting with negative growth recorded for Haiti (-5.1%) and an average of the

non-south American members of 2% for the year5.

5 Caribbean Centre for Money and Finance, June 2011 Newsletter.


There are 48 potential maritime boundaries by CARICOM Member States, which enter into 8

maritime boundary delimitation treaties with some boundaries demarcated in both the Caribbean Sea

and the Atlantic Ocean. Guyana and Barbados established a zone of cooperation in the overlapping

outer limits of their jurisdiction. The EEZs of many islands are not fully delimited owing to the close

proximity of neighboring states.

1.4 Current state of affairs in the relevant sector

CARIFORUM states recognize CARICOM as the main vehicle for economic integration in the region,

established in 1973 the founding treaty of Chaguaramas and revised in 2001 to reflect new situations

and objectives. In March 2003, the regional economic integration was given a fisheries component as

CARICOM established the Caribbean Regional Fisheries Mechanism (CRFM) to promote and

facilitate the responsible utilization of the region’s fisheries and other aquatic resources for the

economic and social benefits of the current and future population of the region. The objectives of the

CRFM are: (a) the efficient management and sustainable development of marine and other aquatic

resources within the jurisdiction of Member States; (b) the promotion and establishment of

cooperative arrangements among interested States for the efficient management of shared, straddling

or highly migratory marine and other aquatic resources; and (c) the provision of technical advisory and

consultative services to fisheries divisions of Member States in the development, management and

conservation of their marine and other aquatic resources.

Whilst CRFM may support and bring together a large proportion of the countries in the region, it does

not include all countries in the Caribbean region in its membership. The lack of a unified fisheries (or

other natural resources) management authority in this part of the world is also noted and reflects some

of the issues in broader economic integration. There are a range of bodies responsible to some extent

(spatial or species specific) for fisheries management (e.g. ICCAT, OECS/ESDU, and WECAFC).

There is also the support of development partners (e.g. UN and EU, bilateral partners) to various

economic groupings or fisheries bodies or groups of states.

The institutional environment in the region is no more complex that the ocean environment in the

region including the Caribbean Sea (2.6 million km2) and the central Atlantic region off the coasts of

Latin America, from Suriname to Trinidad and Tobago (310,000 km2). The living resources in the

Caribbean Sea include queen conch, spiny lobster, crabs, mollusks, penaeid shrimps, turtles, marine

mammals, and a variety of fish species such as reef fish, small and medium sized coastal pelagic

species, large migratory pelagic species, and deep slope snapper and groupers. The nature of fisheries

in this region, which stretches from Suriname to Belize and The Bahamas, is varied. It ranges from

pelagic stocks off Trinidad and Tobago, shrimp and ground fish off Guyana and Suriname, reef

species of the Eastern Caribbean, and conch and lobster stocks of Jamaica, The Bahamas, and Belize.

Fish production in CARIFORUM countries was approximately 170,000 MT (average 2001-2006) with

an estimated value of over USD 450 million. The per capita consumption of fish in the region is

between 23-25 kg.

The structure of the sector is characterized by a large artisanal fishery where fishers operate on a

small-scale basis utilizing small boats and limited gear technology (traps, cast nets, and hook and line).

Countries like Barbados, Guyana, Suriname and Trinidad and Tobago have industrial fleets of large,

modern, capital-intensive vessels which operate mainly in offshore areas and targets lobster, conch,

shrimp, tuna, and flying fish. Artisanal catches are sold mainly on the domestic market, while

industrial catches are processed and exported. The recreational fishery includes domestic and

international sport fishing.

The fisheries sector is important for the Caribbean Forum of ACP States (CARIFORUM) as it

provides employment, contributes to food security and export earnings. The sector employs over

182,000 persons, directly and indirectly, mostly from rural villages which lack other income earning

opportunities. The sector earns over USD 150 million per year from exports and saves the region three

times in foreign exchange since the volume of production is four times the volume of export. It


accounts for up to 8% of some member state's GDP. The fisheries sector is a major source of protein in

rural communities which have a higher percentage of poverty than the national average. Fishing in the

region complements tourism by providing alternative livelihood options such as tour guiding and

fishing tournaments.

The Caribbean is experiencing enormous challenges in the management of the fisheries resources,

namely: the inadequate capacity to formulate and implement fisheries policies, development and

management strategies; insufficient institutional capacity and resources to support effective

stakeholder participation in fisheries management; insufficient data and manpower for research and

management; and the continued rise in illegal, unreported, and unregulated fishing, both by local and

external vessels that threatens stock sustainability, with the countries having inadequate essential

resources to police their territorial waters. In a region with the geography and history as described

above, and fisheries problems becoming increasingly acute, extra commitment is required if future

resource degradation is to be avoided.

The Agreement establishing the Caribbean Community Common Fisheries Policy (CRFM, 2011) was

recently approved at the 4th CRFM Ministerial Council and identifies a range of key actions through

which member states may ensure sustainable fisheries. Under Article 11, Statistics and Research, some

of the information – related to challenges facing the region and the Competent Agency - is clear and

the relevant parties are required to:

“(a) collect and compile fisheries catch and fishing effort, registration and licensing data as well as

biological, ecological, economic, social, aquaculture and any other relevant data;

(b) conduct research in order to:

i) ascertain the status of fish stocks;

ii) determine the effects of environmental changes on fisheries and aquatic ecosystems;

iii) analyse the effectiveness of management and conservation measures;

iv) evaluate the social and economic performance of fisheries and aquaculture;

v) determine the development potential of underutilised and unutilised fisheries resources; and

vi) otherwise contribute to the fulfilment of an objective of this Agreement;

(c) Develop and maintain national and regional databases relating to (a) and (b) and develop and

adopt appropriate standards for data and information sharing; and

(d) Analyse data and information collected and, subject to any confidentiality requirements, to

disseminate it periodically to Participating Parties and the Competent Agency

(CRFM, 2011)6”

Article 16, Dissemination of Information, deals with aspects of information management related to

sharing of statistical data on fisheries, management programmes, national and regional activities and

involves participation not just by the member states to the Agreement but also by NGOs and other

stakeholders. Clearly the recent adoption of the Agreement recognises the importance of information

of the future management of fisheries resources in the region and envisages a strong role for the

regional fisheries body. Furthermore, Participating States have undertaken to prepare a Protocol on

Data and Information Sharing as part of this agreement (page 13).

The CRFM Secretariat, supporting seventeen member states, is heavily and increasingly dependent on

ICT for effective information sharing and communication. In 2009 the CRFM Secretariat initiated the

preparation of an Information and Communication Strategy and Plan as an overarching framework

document to guide the orderly development of its knowledge exchange and sharing functions. A draft

Communication Strategy was prepared in 2010.

6 Agreement establishing the Caribbean Community Common Fisheries Policy, CRFM, 2011, p8.


However, as ICTs develop and new regional agreements are made, the CRFM must ensure its own

operational documents and standard procedures are in line with regional perspectives and to this end

the Communication Strategy requires updating, with specific focus on the IT component. Similarly, as

technologies and platforms develop there is a need to continually update systems and content to

facilitate exchanges between group members and the CRFM website, which will be updated in line

with the identified objectives in the Strategy.

1.5 Related programmes and other donor activities

A number of fisheries-related regional and international agencies operate in the Caribbean region.

They include:

The main regional body, CRFM, is an inter-governmental organization to promote and facilitate

management, conservation and responsible utilization of the region’s fisheries and other aquatic

resources for the economic and social benefits of the current and future population of the region;

The Organization of Eastern Caribbean States/Environment and Sustainable Development Unit

(OECS-ESDU) – assists member states in the sustainable use of natural resources to ensure the

sustainability of the livelihoods of the people of the OECS, including biodiversity management,

protected areas, and environmental management and planning;

Western Central Atlantic Fishery Commission (WECAFC) of the Food and Agriculture

Organization (FAO) – contributes to improved governance through institutional arrangements, and

collects, exchanges, and disseminates statistical, biological, environmental, and socio-economic

data;

Association of Caribbean States (ACS);

United Nations Educational, Scientific and Cultural Organization (UNESCO) and United Nations

Environment Programme (UNEP) – currently implementing the project “Strengthening

Management of the Shared Living Marine Resources of the Caribbean Large Marine Ecosystem

(CLME) and Adjacent Regions. The project aims to assist Caribbean countries improve

management of shared living marine resources through an ecosystem level approach;

The International Commission on Conservation of Atlantic Tuna (ICCAT) - plays an important

role in managing tuna and tuna-like species in the region.

In the conduct of the assignment, the consultant is expected to liaise with the mentioned programmes

or institutions, when appropriate, in order to gather relevant information, to ensure cooperation with

the projects/programmes and to avoid overlapping of activities.

International assistance specifically to the information sub-sector has been limited but there are a

number of key initiatives and the implementation of this task must complement these ongoing

activities. Such initiatives include:

CARIFIS is the Caribbean Fisheries Information System and is a fisheries database currently

being used in the member states of the Caribbean Regional Fisheries Mechanism (CRFM).

The CARIFIS database is used to store information on fishers, fishing vessels, fish catch, and

data collected through biological research programmes;

The GEF funded Caribbean Large Marine Ecosystem project which aims to develop a

comprehensive governance framework for Caribbean living marine resources focusing on

spiny lobster, reef fish, large pelagic, flyingfish, and shrimp and groundfish. The countries are

participating in the implementation of the shrimp and groundfish fishery and the flyingfish

and large pelagic fisheries case study;

ICT4D: A programme in the Directorate of Trade and Economic Integration (TEI) within the

CARICOM Secretariat. The goal of its work programme is to advance the development of the

people of the Caribbean Community using Information and Communication Technologies

(ICT) as a catalyst for the transformation of the Community into a knowledge-based society

and to this end they have completed a strategy7 to achieve these objectives.

7 The Regional Information and Communication Technology (ICT) for Development Strategy, CARICOM


2. OBJECTIVE, PURPOSE & EXPECTED RESULTS

2.1 Overall objective

The overall objective of the ACP Fish II Programme is to contribute to the sustainable and equitable

management of fisheries in ACP regions, thus leading to poverty alleviation and improving food

security in ACP States.

2.2 Purpose

The purpose of this contract is to strengthen the capacity of CRFM and fisheries administrations of

CARIFORUM States in fisheries information and knowledge sharing.

2.3 Results to be achieved by the Consultant

The Consultant will achieve the following results as part of this assignment:

1. draft Communication Strategy and Plan for CRFM reviewed and finalised (focusing on ICT

component);

2. CRFM website updated, expanded and operational, in line with the agreed Strategy and

supported by relevant manuals and training;

3. National representatives of CARIFORUM states trained in using new CRFM website and

online interactive tools.

3. ASSUMPTIONS & RISKS

3.1 Assumptions underlying the project intervention

The need for improvements of fisheries information systems of the CRFM has been expressed by the

ACP Fish II Focal Point for CRFM at different stages: initially in the Regional Needs Assessment

Workshops in 2009 and then at different stages as the implementation modalities for Component 5

have been formulated. The CRFM representatives were actively involved in studies and assessments in

the first part of the implementation phase for Component 5 and were part of the assessment visits

made during the second assessment phase.

The assumption is that the beneficiary states in CARIFORUM and the CRFM Secretariat itself, are

well aware of the intervention and are prepared to allocate official hours to its implementation.

National fisheries administrations are expected to enable the identified participants to attend the

training event. Although use of the features in the upgraded website does not require internet access in

the offices, as they can be used outside of the place of work, for maximum utility there should be

connectivity in all FA in member states.

3.2 Risks

Since ACP Fish II is a demand-driven Programme, it is expected that counterpart institutions take all

the necessary measures to ensure the fulfilment of their obligations and responsibilities as set forth

under this project. Failure to meet that requirement is likely to result in the project not achieving the

expected results.

Risks for implementation of this contract are minimised, since the intervention has been indentified in

cooperation with and endorsed by the CRFM on a number of occasions. However, a sudden change in

the political will of FA and/or Government might negatively affect the assignment implementation,

limiting its impact. To prevent such a risk the participatory planning approach adopted in the

development of this intervention will continue throughout the implementation of the assignment, to

ensure the full ownership by local stakeholders and the development of activities and methodology

always coinciding with the FA’s approach.


4. SCOPE OF THE WORK

4.1 General

4.1.1 Project description

This assignment will provide focused support to the CRFM Secretariat and Member States to agree

and document goals and targets for the IT component of its Communication Strategy and then, deliver

technical assistance to upgrade and maintain a website whilst providing training to fisheries officers in

an effort to maximise the use of the new found facility and tools. The support from ACP Fish II to the

CRFM will contribute to the achievement of the management goals stated in the recently adopted

Agreement establishing a Common Fisheries Policy8.

The revision and development of the draft Communication Strategy9 is expected to provide clear

objectives in terms of information sharing and communication and a clear identification of target

groups and their information needs. It is anticipated that the revision of the Communication Strategy

should build on the current draft document but will target particularly the ICT component, elucidate

strategies to be followed and include steps to be taken to maximise the opportunities presented in the

ICT sub-sector. The revision will focus on the ICT component and clearly set out how, in the next 3 –

5 years, the CRFM Secretariat will utilise the opportunities presented by the IT sub-sector to better

deliver services to the member states and carry out the mandate provided in the CRFM agreement and

the Common Fisheries Policy document. The KE team will consult with the Fisheries Administration

in Trinidad and Tobago (as host of the Fisheries Management Information System – FISMIS10

) and

the UWI/CERMES in Barbados as part of this review process. As part of the consultation process with

the CRFM, the KE team will visit the CRFM Eastern Caribbean Office in Saint Vincent and the

Grenadines. This Communication Strategy will clearly set out the current situation facing information

exchange in the region (e.g. in existing region-wide initiatives such as CARIFIS, CLME and others),

the required changes in the website, the target audience for the changes and the objectives of making

the changes. Capacity building requirements, to be partially implemented in this assignment, will also

be addressed in this strategy. The Communication Strategy will be prepared in line with international

best practice and will be completed during the first phase of the assignment. The first phase will be

completed with a Regional Technical Consultation in Belize at which the draft strategy is reviewed by

Technical Officers.

The second phase of the assignment will involve the upgrade of the CRFM website using CMS

software and development of associated systems in line with the direction agreed in the

Communication Strategy. Whilst the detail of the website upgrade remains to be elucidated by the

revised ICT/Communication Strategy, it is expected that the Consultant should consider adding the

following tools to the system:

a. The ability to upload all library documents to the website and facilitate download by target

readership;

b. The ability to facilitate website searches;

c. The ability to offer translation of text on website pages into French, Spanish, and Dutch

(not text of documents);

d. Online discussion (discussion board) and the ability to share and edit documents;

e. Video conferencing (similar to MSN chat) for presentations delivery of training and

discussion;

f. Blog to post comments and possible e-groups (e.g., technical e-group, fisherfolk e-group,

management e-group);

g. The ability to access depository of fisheries data and information;

8 Agreement Establishing the Caribbean Common Fisheries Policy, CRFM, 2011 9 Draft CRFM Communication Strategy, Carmel Haynes, 2010 10 FISMIS: a database system comprising a series of bibliographic databases and references and is art of the CRFM “system”


h. Links to all FAs, regional organizations, and other national departments with interest in

fisheries; regional and international legal fisheries instruments; and any other based on the

advice of the experts;

i. Profile page for different topics/issues/working groups where registered users can join

different groups and share data and documents, and discuss/collaborate on key topics.

The training component for key system managers and users in the region will develop capacity in the

use of the updated CRFM website and various website tools to facilitate improved knowledge

exchange at the regional level. As an additional benefit, the training will develop the capacity of

participants to refine their own websites (which can be linked to the CRFM Secretariat’s site) for FAs.

A user manual will be prepared for staff of the FAs of the CARIFORUM states using the CRFM

website for regional information sharing.

As such the training component will be conducted in two parts:

Firstly, on-the-job training will be provided (to CRFM Secretariat staff including the webmaster) to

ensure the capacity to manage and maintain the revised website exists within the CRFM team. The

staff will be trained in management and user tasks such as how to develop simple YouTube type video

and slide presentations for uploading and display on the website. This on-the-job training will be

conducted at the CRFM Secretariat offices in Belize and St. Vincent and the Grenadines providing an

opportunity for the system to be tested at both sites.

Secondly, key users and managers from the member states will be trained in using the revised website,

particularly the use of online interaction tools, to ensure that opportunities for information and

knowledge exchange are maximised. One Senior Fisheries Officer and one Data

Manager/Communications Officer from each country will participate in the training. The training will

be based on the manual prepared.

The Key Expert team will be supported by another expert tasked to organise, execute and report the

implementation of the Regional Technical Consultation and the Regional Training.

4.1.2 Geographical area to be covered

The project will cover Antigua and Barbuda, Barbados, The Bahamas, Belize, Dominica, Dominican

Republic, Grenada, Guyana, Haiti, Jamaica, St. Kitts and Nevis, Saint Lucia, St. Vincent and the

Grenadines, Suriname, and Trinidad and Tobago as members of CARIFORUM.

4.1.3 Target groups

Target groups for this project are officers of the CRFM Secretariat in Belize and Saint Vincent and the

Grenadines, representatives of national fisheries management institutions with a direct role and

responsibility in information management.

4.2 Specific activities

4.2.1. Specific activities

The Consultant will undertake the following activities:

1. Be briefed by ACP Fish II programme and CRFM staff and officers;

2. Conduct background literature review and consultations (with visits to regional and national

databanks such as UWI – CERMES (Barbados) and FISMIS (Trinidad and Tobago)) and

analysis to enable an assessment of the information sharing activities and communication of

CRFM and a critical review of the 2009 Communication Strategy for CRFM;


3. Prepare a revised draft Communications Strategy for CRFM (focusing on ICT

communications and the website component);

4. Organise and facilitate one Regional Technical Consultation in Belize (20 people, 2 days) of

key fisheries and IT stakeholders to review and endorse the CRFM Communication Strategy

as improved by the Consultant;

5. Upgrade CRFM website using CMS software to include, inter alia, the tools identified in the

agreed Communication Strategy. A number of these tools are noted in section 4.1.1 The cost

of software, licenses and improved bandwidth can be procured using the incidental budget;

6. Prepare one manual for maintenance and management of the new website (for webmaster &

administrators at CRFM) and one manual for users of the website produced;

7. Develop training outline and deliver OJT training (up to 5 days) to webmaster, administrators

and technical staff at CRFM Secretariat in Belize and Saint Vincent and the Grenadines;;

8. Training workshop – train participants in using the new CRFM website; where comments are

provided by countries, update website and finalize the design of the website. Participants -

CARIFORUM states and other resource institutions using the new CRFM website;

participants should be one Senior Fisheries Officer and one Technical staff member

responsible for the actual implementation (e.g. Communications officer or Data Manager) of

information exchange activities within the FA. The training workshop for 3 days with 35

participants from CARIFORUM states, CRFM, CNFO, UWI-CERMES will take place in

Saint Vincent and the Grenadines;

9. Prepare Training Report including all materials prepared and used;

10. Prepare Final Technical Reports as required.

The draft Communication strategy (focusing on IT) will be translated into French and Spanish. The

User Manuals for the regional training will be available in French and Spanish.

4.2.2. Communication and project visibility

a) ACP Fish II projects should follow the EU requirements and guidelines for communication

and visibility available on the Programme website at http://acpfish2-

eu.org/index.php?page=templates&hl=en. The CU will provide ACP Fish II templates for

various communication products.

b) When validation workshops (where technical documents are presented to stakeholders for

validation) are needed, given their importance for disseminating the results of the Project and

ACP Fish II Programme the following activities will be requested:

1) The Consultant will provide all necessary information in press-release style

(“information note”) on the project objectives and results, the activities to undertake,

the main axes or strategic goals proposed and the future role of the beneficiaries;

2) The RFB will receive the information note at least 3 days before the workshop,

through their Government communication/press bodies or officials, in order to

mobilise local media and to assure full coverage of the event. Financial support to

media coverage is included in the “Incidental Expenditure”. Receipt(s) of the incurred

cost for media coverage will be required to verify the costs incurred.

c) The consultant will provide photographic record of the workshop activities.

http://acpfish2-eu.org/index.php?page=templates&hl=en



4.3 Project management

4.3.1 Responsible body

The Coordination Unit (CU) of the ACP Fish II Programme, based in Brussels, on behalf of the ACP

Secretariat is responsible for managing the implementation of this assignment.

4.3.2 Management structure

The ACP Fish II Programme is implemented through the CU in Brussels and six Regional Facilitation

Units (RFUs) across the ACP States. The RFU in Belize City, Belize, covering ACP Member States in

the Caribbean region will closely supervise the implementation of this intervention and equally

monitor its execution pursuant to these Terms of Reference. For the purposes of this assignment, the

ACP Fish II Programme Coordinator will act as the Project Manager.

All contractual communications including requests for contract modifications or changes to the Terms

of Reference during the execution period of the contract must be addressed with a formal request to

the CU and copied to the RFU. Beneficiaries’ support for these changes is required.

4.3.3 Facilities to be provided by the Contracting Authority and/or other parties

Not applicable

5. LOGISTICS AND TIMING

5.1 Location

The place of posting will be Belize City, Belize. Missions are expected to be carried out to CRFM

Eastern Caribbean Office in Saint Vincent and the Grenadines (two visits), UWI/CERMES (Barbados)

and the Fisheries Division (Trinidad and Tobago). The Regional Technical Consultation will be held

in Belize City and the Training Workshop will be carried out in Saint Vincent and the Grenadines.

5.2 Commencement date & Period of implementation

The intended commencement date of this assignment is 21 August 2012 and the period of

implementation of field activities will be five (5) months from the date of signature of the contract.

Please refer to Articles 4 and 5 of the Special Conditions for the actual commencement date and period

of implementation.

6. REQUIREMENTS

6.1 Personnel

6.1.1 Key experts

All experts who have a crucial role in implementing this assignment are referred to as key experts. The

profiles of the key experts for this contract are as follows:

Key Expert 1: Communication Specialist and Team leader

Qualifications and skills


Degree, or equivalent experience in communications, communications management,

marketing strategies, or a field directly related to the assignment;

The expert should have a high level of proficiency in written and spoken English.

Preferably experience as a Team Leader.

General professional experience

Minimum of 8 years of international experience in communications planning and

management;

Demonstrated communication, report writing and project management skills.

Specific professional experience

Previous experience (minimum 3 assignments) in strategic planning in information

management and communication and/or involvement in developing fisheries information

systems and strategies and/or websites with online interaction tools;

Experience working in the Caribbean and completion of assignments in the fisheries or natural

resources sector will be an advantage;

Experience in carrying out consultancy assignments for the EU or other equivalent

international development organisations (minimum 3 assignments).

The indicative number of missions, requiring overnights, for this expert will be 3. There will be in-

country field visits outside the normal place of posting not requiring overnights for this expert.

Key Expert 2: Information Technology Specialist


A degree or equivalent practical experience, in Information Technology and/or Information

Management Communications or New Media;

The expert should have a high level of proficiency in written and spoken English.


Minimum 5 years of international experience in web design, development and maintenance;

Excellent communication, report-writing.


Minimum 3 years of international experience in web design, development and maintenance,

with track record of successful web design activities;

Preferably previous experience in the Caribbean region and experience in fisheries and/or

natural resource management projects.

The indicative number of missions, requiring overnights, for this expert will be 3. There will be in-

country field visits outside the normal place of posting not requiring overnights for this expert.

Indicative number of working days by expert and task

No. Indicative Task

Key Expert

1 (Days) Key Expert 2

(Days)

1.1 Briefing by ACP Fish II and preparatory activities, reviews 2 2

1.2 Consultations for update of Communication strategy (IT

focused) 9 5

1.3 Regional Technical Workshop 3 2

1.4 Provision of advice 3 3


1.5 Upgrading of website 0 13

1.6 Preparation of users manuals and on the job training 5 10

1.7 Training preparation, delivery and reporting 10 7

1.8 Team Leader tasks 5 0

1.9 Project technical reporting 5 2

Total 42 44

Additional information

a) Key Experts are expected to spend at least 60% of the total indicative number of working days

in the countries covered by this assignment;

b) Note that civil servants and other staff of the public administration of the beneficiary country

cannot be recruited as experts, unless prior written approval has been obtained from the

European Commission;

c) The Consultant must complete a timesheet using the ACP Fish II template provided by the CU

at the start of the implementation period. The Consultant is entitled to work a maximum of 6

days per week. Mobilisation and demobilisation days will not be considered as working days.

6.1.2 Other experts

The Consultant may hire, for a period not exceeding 10 days, the services of a specialist Event Co-

ordinator to organise the events required for the successful completion of this assignment. More so

than in other ACP Regions the degree of organisation and co-ordination required to arrange, execute

and report regional meetings and trainings involving inter-island travel in the Caribbean region,

demands that specific local expertise be mobilised to ensure that these tasks do not reduce the

effectiveness of the technical inputs from the Key Experts.

The expert will have the following profile:


High School diploma in Administration or equivalent;

Fluency in spoken and written English


At least three years of experience in event management and coordination.


Experience in the Caribbean region;

Expertise in event communication is an advantage.

The indicative number of missions outside the normal place of posting requiring overnights for this

expert is 1. There will be in-country field visits outside the normal place of posting that do not require

overnights for this expert.

CVs for experts other than the KE are not examined prior to the signature of the contract. They should

not have been included in tenders. The Consultant shall select and hire other experts as required

according to the profile identified in these Terms of Reference. They must indicate clearly which

profile they have so it is clear which fee rate in the budget breakdown will apply. All experts must be

independent and free from conflicts of interest in the responsibilities accorded to them.


The selection procedures used by the Consultant to select these other experts shall be transparent, and

shall be based on pre-defined criteria, including professional qualifications, language skills and work

experience. The findings of the selection panel shall be recorded. The selected experts shall be subject

to approval by the Contracting Authority.

Note that civil servants and other staff of the public administration of the beneficiary country cannot

be recruited as experts, unless prior written approval has been obtained from the European

Commission.

6.1.3 Support staff & backstopping

Backstopping costs are considered to be included in the fee rates of the experts.

6.2 Office accommodation

Office accommodation of a reasonable standard will be provided by the CRFM in Belize.

6.3 Facilities to be provided by the Consultant

The Consultant shall ensure that experts are adequately supported and equipped (transport, laptop,

printing services, internet and appropriate communication tools). In particular it shall ensure that there

is sufficient administrative, secretarial and interpreting provision to enable experts to concentrate on

their primary responsibilities. It must also transfer funds as necessary to support its activities under the

assignment and to ensure that its employees are paid regularly and in a timely fashion.

If the Consultant is a consortium, the arrangements should allow for the maximum flexibility in

project implementation. Arrangements offering each consortium member a fixed percentage of the

work to be undertaken under the contract should be avoided.

6.4 Equipment

No equipment is to be purchased on behalf of the Contracting Authority or beneficiary country as part

of this service contract or transferred to the Contracting Authority or beneficiary country at the end of

the contract. Any equipment related to this contract which is to be acquired by the beneficiary country

must be purchased by means of a separate supply tender procedure.

6.5 Incidental expenditure

The Provision for incidental expenditure covers the ancillary and exceptional eligible expenditure

incurred under this contract. It cannot be used for costs which should be covered by the Consultant as

part of its fee rates, as specified above. Its use is governed by the provisions in the General Conditions

and the notes in Annex V of the contract. It covers:

a) KEY EXPERTS

Travel costs and subsistence allowances for missions, outside the normal place of posting and

requiring overnights, to be undertaken as part of this contract;

Travel costs for field visits for the Key Experts (car or boat rental, fuel and domestic flights or

other appropriate means of transport).

b) WORKSHOP/TRAINING/CONSULTATIONS ORGANISATION

The cost of organisation of the Regional Technical Consultation Training Workshop including

cost for venue, communication and media activities, transport (domestic travel or car or boat

rental to/from);


The payment of a lump-sum to participants requiring an overnight stay to cover accommodation

and meals. This lump-sum payment will be up to 150 EUR and must not exceed the published

EU per diem rate for the country;

The payment of a lump sum, up to 20% of the published EU per diem rate for the country, to all

participants not requiring an overnight stay, to cover the cost of transport and meals;

In the two cases above, an attendance list signed by each participant and a separate list stating that

the lump-sum was received (with an indication of the amount) shall be used to justify the

expenditure.

c) FUNDING OF NATIONAL ADMINISTRATION/REGIONAL FISHERIES BODIES

OFFICERS ACCOMPANYING KEY EXPERTS ON MISSIONS

Exceptionally, the cost of flights, accommodation and meals for the representatives of

fisheries administrations or regional fisheries bodies who may accompany the Key Experts on

regional or national missions under the following conditions:

i) Request of a prior approval to the CU, attaching to this request the declaration issued

by fisheries administrations or regional fisheries bodies stating that the cost of this

extra activity for their officers cannot be covered given the internal budget

restrictions. The CRFM should acknowledge, despite this, the need of the attendance

of its officer for effective project implementation; ii) The total cost for accommodation and meals based on actual cost (invoices to be

provided) cannot exceed the EU per diem rate for the country;

iii) If private or administration’s means of transport are used by the representatives of the

fisheries administrations or regional fisheries bodies accompanying the Key Experts on

national missions, fuel cost will be reimbursed upon receipt of the officer’s

reimbursement request based on distance travelled and local price for fuel per unit.

d) TRANSLATION

Interpretation and translation services for French and Spanish participants in the training;

Translation of the draft Communications Strategy (focusing on ICT) to French and Spanish;

Translation of website user and training manuals to French and Spanish.

e) OTHER

The cost of software, licenses and improved bandwidth (for up to 24 months) necessary to

achieve the immediate project results and purpose;

The costs of instructional materials (e.g. prepared manuals) and tools as an integral component

for the training event;

The cost of producing communication items, printing charts, maps and other technical

documents outside normal editing formats to be used in Consultation and Training;

The cost of producing up to fifteen extra copies of the Final Technical Report, to be presented

to the Regional Fisheries Body.

The Provision for incidental expenditure for this contract is EUR 102.698,00 This amount must be

included without modification in the Budget breakdown.

8.1 6.6 Expenditure verification

The Provision for expenditure verification relates to the fees of the auditor who has been charged with

the expenditure verification of this contract in order to proceed with the payment of further pre-

financing instalments if any and/or interim payments if any.

The Provision for expenditure verification for this contract is 1.500,00 EUR. This amount must be

included without modification in the Budget breakdown. This provision cannot be decreased but can

be increased during the execution of the contract.


7. REPORTS

7.1 Reporting requirements

Please refer to Article 26 of the General Conditions. There must be a final report, a final invoice and

the financial report accompanied by an expenditure verification report at the end of the period of

implementation of the tasks. The approved Final Technical Report (FTR) must be annexed to the Final

Report (FR). The final report must be submitted to the CU after receiving the approval of the Final

Technical Report (FTR). Note that this final report is additional to any required in Section 4.2 of these

Terms of Reference.

The Final Report (FR) shall consist of a narrative section and a financial section. The financial section

must contain details of the time inputs of the experts, of the incidental expenditure and of the provision

for expenditure verification.

To summarise, the Consultant shall provide the following reports:

Name of report Content Time of submission

Inception Report Maximum of 10 pages in

length including an analysis of

existing situation and

workplan for the project.

No later than 10 days after

the first Expert arriving in

the place of posting for the

first time to the CRFM, RFU

and CU. Comments, if any,

on the IR must be provided

within 5 days from receipt;

Interim Technical Report

(ITR)

To include agreed

Communication Strategy

(focusing on ICT) and detailed

plans for the website upgrade.

No later than 10 days after

the Regional Technical

Consultation to the CRFM,

RFU and CU. Comments, if

any, on the IR must be

provided within 5 days from

receipt.

Draft Final Technical

Report

Description of achievements,

problems encountered,

recommendations and

technical proposals suggested

by the consultant and all

technical deliverables.

Within one week of the

experts leaving the country

on conclusion of the

assignment. to the CRFM,

RFU and CU. Comments on

the draft FTR, if any, must

be provided by the RFU, CU

and CRFM within 14 days

Final Technical Report Draft FTR, taking into account

changes and comments from

the RFU, CU and CRFM.

Within 10 days after

receiving comments on the

DFTR. If no comments on

the report are given within

the time limit of 14 days, the

DFTR shall be considered as

the FTR.

Final Report Short description of

achievements including

Within 1 month of receiving

the approval of the FTR.


problems encountered and

recommendations and

suggestions; together with the

Final Technical Report and a

final invoice and the financial

report accompanied by the

expenditure verification

report.

The formats of technical reports are available on the ACP Fish II web site at http://acpfish2-

eu.org/index.php?page=templates&hl=en. All technical reports must follow the requested templates.

7.2 Submission & approval of reports

One electronic copy of the reports referred to above must be submitted to the Project Manager

identified in the contract. Two hard copies of the approved Final Technical Report (FTR) must be

submitted to the Project Manager identified in the contract (CU), one hard copy to the RFU and two

hard copies to the CRFM. The original and a hard copy of the Final Report (FR) must be submitted to

the CU together with its annexes and supporting documents. All Reports must be written in English.

The Project Manager is responsible for approving the reports. The cost of producing such material will

be included in the fees.

8. MONITORING AND EVALUATION

8.1 Definition of indicators

The results to be achieved by the Consultant are included in Section 2.3 above. Progress to achieving

these results will be measured through the following indicators:

i. Quality of experts (in terms of demonstrated skills and experience) fielded

ii. Speed of mobilisation to the beneficiary country will indicate a positive start of the

assignment;

iii. Identification of methodology, issues and problems as recorded in the Inception Report;

iv. Reported involvement and degree of satisfaction of the stakeholders in conduct of activities;

v. Level of attendance at the technical consultation and regional training session;

vi. Nature and quality of training evaluation reports from participants;

vii. Technical quality and functionality of the website;

viii. Number and nature of comments received on the Draft Final Technical Report;

The Consultant may suggest additional monitoring tools for the contract duration.

8.2 Special requirements

Not applicable.




ANNEX 2 – ITINERARY

Inception Phase

Both Experts followed the same schedule for their first mission on the field that enabled them

to carry out the necessary consultations and data and documentation revision.

Date Activity

19/11/2012 Communication Strategy and website revision – Belize

20/11/2012 Kick-off meeting in Belize

21/11/2012 Travel to Trinidad and Tobago and preparation of Inception Report

22/11/2012 Meetings with Stakeholders – Trinidad and Tobago

23/11/2012 Meetings with Stakeholders – Trinidad and Tobago

24/11/2012 Communication Strategy and website revision – Trinidad and Tobago

25/11/2013 Travel to Barbados

26/11/2012 Meetings with Stakeholders - Barbados

27/11/2012 Meetings with Stakeholders - Barbados

28/11/2012 Travel to Saint Vincent and preparation of Inception Report

29/11/2012 Meetings with Stakeholders – Saint Vincent and the Grenadines

30/11/2012 Meetings with Stakeholders – Saint Vincent and the Grenadines

Flight home KE2

01/12/2012 Communication strategy revision – Saint Vincent and the Grenadines,

Flight home TL 9

Implementation Phase

The implementation phase was carried out first separately and then jointly by the two key

experts. The division of the technical team between Belize and Saint Vincent allowed an on-

job training for both CRFM offices as well as a common tools revision and finalization before

training users during the Regional workshop in Saint Vincent and the Grenadines.

Date Activity

10/03/2013 Arrival in Belize – KE2

12/03/2013 Finalize website and tools development – Belize (KE2)

13/03/2013 On-job training – Belize (KE2)



18/03/2013 On-job training – Belize (KE2) and Saint Vincent (TL)

19/03/2013 On-job training – Belize (KE2) and Saint Vincent (TL)

20/03/2013 On-job training – Saint Vincent (TL) and travel to Belize – (KE2)

21/03/2013 On-job training – Saint Vincent (TL and KE2), finalize website (KE2)

22/13/2013 On-job training – Saint Vincent (TL and KE2), finalize website (KE2)

23/11/2012 Prepare technical aspects of Regional Training Workshop – Saint Vincent

(TL and KE2)

25/03/2013 Cariforum Regional Training Workshop – Belize (TL and KE2)




ANNEX 3 – INSTITUTIONS AND INDIVIDUALS CONSULTED

BELIZE: Nov 19-21 Date, Organization Persons

CRFM

November 20, 2012, 9h00 Princess Margaret Drive, P.O. Box 642 Belize City, Belize, Central America Tel: 501-223-4443

Mr Milton Haughton, Executive Director [email protected] Mr Delmar Lanza, Finance and Administration Manager [email protected] Ms Sherlene E. Audinett Senior Secretary [email protected] November 20, 15h30 Mr Lorne Solis, Web designer [email protected]

ACP Fish II RTU

November 19, 2012, 9h00 Fisheries Compound, P.O. Box 1944, Princess Margaret drive Belize City, Belize, Central America Tel: 501-223-2974

Ms Sandra Grant, Regional Manager Caribbean Office [email protected] Mr John Purvis, Fisheries Policy Expert [email protected]

Belize Fisheries Authorities

November 20, 2012, 14h00 Fisheries Compound Princess Margaret Drive, Belize city, Belize

Mr. George Myvett, aquaculture coordinator, Senior fisheries officer [email protected]

CNFO

November 20, 2012, 15h00 Executive Secretary of the Belize Fishermen Cooperative Association Regional coordination of the Caribbean Network of Fisherfolks Organisation (CNFO)

Ms Nadine NEMHARD

Regional Administrator of the CNFO [email protected]

Belize Telemedia Limited

November 21, 2012, 9h45 Corporate headquarters St. Thomas street P.P. Box 603, Belize City, Belize Tel: (+501) –223 8162

Mrs Zoila Casanova Hope, Sales Manager [email protected] Mrs Tiffany Wagner, Sales Representative [email protected]

TRINIDAD: Nov 22-23

Trinidad and Tobago Fisheries Division

November 22, 2012, 9h00 Fisheries Extension Office 35 Cipriani Boulevard Newtown Port of Spain Trinidad, West Indies Tel. (868) 623-8525/6028

Mrs Chan Anshin, Director Ms. Lara Ferreira, Fisheries Officer [email protected] Ms. Elizabeth Mohammed, Senior Fisheries Officer, [email protected]

Research Unit of Fisheries Division

November 22, 2012, 12h00 FISMIS, Chagaram, Trinidad

Ms Aisha, FISMIS Library Manager Mrs, Fisheries Data Entry person

CANARI Communication by e-mail and phone (no face to face meeting)

Mrs Keisha Sandy, Technical Officer - [email protected] Mrs Celeste Chariandy, Senior

mailto:[email protected]










Building 7, Unit 8, Fernandes Industrial Centre Eastern Main Road, Laventille, Trinidad, West Indies Phone: 1-868-626-6062 Fax: 1-868-626-1788 http://www.canari.org E-mail: [email protected]

Technical Officer - [email protected] Nicole Leotaud, Executive Director - [email protected]

CNFO-CU and TTUFF

November 23, 2012, 10h00 Caribbean Network of Fisherfolk Organizations / Trinidad and Tobago Address: Upper Village, Blanchisseuse, Trinidad Tel: 868 374 7520

Mr Joslyn Lee Quay, CNFO-CU Deputy [email protected]

UWI /CIRP

November 23, 2012, 15h00 University of West Indies

Dr Kim Mallalieu [email protected]

BARBADOS Nov 26-27

Barbados Fisheries Division

November 26, 2012, 9h30 Ministry of Agriculture and Rural Development, Fisheries Division, Princess Alice Highway, Bridgetown, Barbados Tel: (246) 427 8480

Mr Stephen Willoughby, Executive Director, [email protected] Mrs Joyce Leslie, [email protected] Mr Adriel Jackman, Fisheries Assistant, [email protected] Mr Chris Parker, Fisheries Officer

FAO

November 27, 2012, 9h00 FAO Subregional Office for the Caribbean United Nations house / FAOSLC, Marine Gardens, Hastings, Chris Church, BB11000, Barbados (1 + 246) 426 7111/426 7110

Raymon VanAnrooy, Fisheries and Aquaculture Officer, [email protected]

BANUFO fisherfolks

November 28, 2012, 11h00 Barbados National Union of Fisherfolk Organizations, c/o Fisheries Division, Princess Alice Highwayg, St. Michael, Bridge Town, Barbados, Tel: 246 268 7168, 246 433 BARNUFO 246 426 5189

Mrs Vernel Nicholls, President, [email protected]

EU Delegation

November 29, 2012, 15h15 EU Delegation Barbados Hastings Main Road, Christ Church, Barbados, West Indies Tel (1-246) 434 8501

Mr Koen Rossel-Cambier, Project Officer, [email protected] Mr. Zissimos Vergos, Head of Social Development Section [email protected]

UWI CERMES

November 29, 2012, 13h00 Centre for Resource Management and Environmental Studies (CERMES), University of the West Indies, Cave Hill Campus, St Michael, Barbados, W.I, BB11000 Telephone: (246) 417-4316, Fax: (246) 424-4204 E-mail: [email protected]

Mrs. Hazel Oxenford, Professor [email protected] ; Patrick McConney, Professor [email protected]

http://www.canari.org/

















ST VINCENT: Nov 29 to Dec 3

CRFM

Thursday 29, 2012, 9h00, 14h00

CRFM Secretariat Kingstown, St. Vincent and the Grenadines Halifax Street, Kingstown, St Vincent and the Grenadines Tel: +1-784-457-3475

Dr. Susan Singh-Renton, Deputy Executive Director, [email protected]

Mrs. June Masters, Statistics and Information Analyst, [email protected] Mr Turd Philips, Fisheries Management Mrs Pam Guibson, Executive Secretary

Fisheries Division of Saint Vincent and the Grenadines

Thursday 29, 2012, 11h30 Ministry of Agriculture, Forestry and Fisheries Kingstown, St. Vincent and the Grenadines Tel: (784) 456 2738

Mrs Jennifer Cruickshan-Howard, acting Chief Fisheries Officer Mrs Raymond Ryan, Executive Director Mrs Sharine-Jadine Jackson, Senior Fisheries Assistant on Data [email protected]

Fisher folks Association:

Thursday 29, 2012, 15h30 Kingstown Fish Market

Mr Eocen Victory, President, cell: 784 529 2127 [email protected] , [email protected]








ANNEX 4 – CD/DVD

The following documents can be found on the CD:

0. Inception Report with annexes

1. The final ICT Communication Strategy

2. Plan for Website Upgrade

3. Revised 2010 Draft Communication Strategy

4. OJT Programme and Training presentations

5. Workshops programmes, lists of participants and presentations

6. Communication and Visibility Reports and Supports

7. Photos

ANNEX 5 – USERS GUIDE

The Users guide can be found as a separate document (Document 1).

ANNEX 6 – USERS MANUAL

The Website end users manual can be found as a separate document (Document 2).

ANNEX 7 – ADMINISTRATORS MANUAL

The Administrators manual can be found as a separate document (Document 3).

Strengthening Fisheries Management in ACP...

Documents

Transcript of Strengthening Fisheries Management in ACP...