Regional Observer Coordinators Workshop ROCW2009 16 23 September

Regional Observer Coordinators Workshop (ROCW-2009) 16 -23 September 2009, Noumea, New Caledonia TOAD - A future Observer Administration System … Oceanic Fisheries Programme (OFP) Secretariat of the Pacific Community (SPC)

Presentation Outline 1. TOAD – Tuna Fisheries Observer Administration Database System • • What is TOAD ? Distinction to TUBS … 2. Components • • • Human Resource Management Financial Management Asset (equipment) Management Operations Management Reporting 3. Requirements Definition • An exercise aimed at getting your opinions (“requirements”) for the design of TOAD

TOAD Tuna Fisheries Observer Administration Database System • • • A system to facilitate the work of Observer Coordinators A system designed to be used by Observer Coordinators only Common requirements from regional and national observer programme coordination • TOAD is distinct to TUBs • • TUBS is used to entry the data collected by observers TOAD is used to facilitate the management of observer programmes

TOAD Tuna Fisheries Observer Administration Database System Potential Components in TOAD • • • Human Resource Management Financial management Asset (equipment) Management Operations management Reporting

TOAD Tuna Fisheries Observer Administration Database System Human Resource Management Observer staff information • Personal details • • • Qualifications • • • Full Name, Address, other contact details, passport details, physical attributes, etc. Scanned passport details (secure), indicators to highlight when passports expire, etc. Course name, period conducted and details Course type (e. g. Observer, Debriefing, Senior observer trainer, tertiary education, etc. ) Result (A score or some indication of level attained, for e. g. high-level pass, average Pass, Fail, etc. ) Indicator of importance to observer work (level 1 -5 ? ? ) Work History / Experience (including current position as observer) • • • Employer details Period of employment Type of work (e. g. Observer, debriefer, senior observer, port sampler, data entry clerk, other, etc. ) NOTES on achievements, references, etc. during this work Contract details

TOAD Tuna Fisheries Observer Administration Database System Financial Management • Observer Programme budget • • • Salaries Operational budget Equipment budget Observer staff salary management ? ? Operational finance management ? ? Equipment finance management ? ? . . . or is this likely to be dealt with by the Finance section of your organisation. . .

TOAD Tuna Fisheries Observer Administration Database System Asset Management • Asset Register • • Serial number for each equipment Equipment categories (Computers, calipers, forms, GPS, etc. ) Annual maintenance check date Annual status on working order Depreciation schedule Assets Order scheduling Links to Financial Management component • Equipment budget, financial management • Estimation of equipment cost Data forms stock control

TOAD Tuna Fisheries Observer Administration Database System Operations Management • Observer Placement Management • • • Training Course Management • • Entry and maintenance of flight and transit schedules (itineraries) Costing (link to financial management system) Entry and maintenance equipment required and provided (links to asset management) Procedures/Policy information (e. g. Observer placement policies, transit/travelling requirements by country, etc. ) Link to observer trip information in TUBs Entry/Maintenance of the list of courses conducted and planned (for your programme only) Status (i. e. finished, planned, etc. ) Link to your observers who have/will attend this course Debriefing Management • Entry/maintenance of the status of Debriefing work required/completed (Schedule)

TOAD Tuna Fisheries Observer Administration Database System Reporting • Observer staff management • • Financial reporting • • • Budgets versus actual spending (by category of cost item) Projected costs for next year Asset cost projections (will depend on the extent of coverage of financial management within TOAD) Asset management • • • List of observers using several selection criteria based on experience and/or qualifications Annual observer performance reporting Annual debriefer performance reporting List of current assets and planned depreciation by category of asset Data forms stock control report(s) Asset usage report Depreciation schedule (for planning future asset purchases) Operations management • • Breakdown of costs by operations category (observer travel, training courses, etc. ) Annual Activity Summaries (Observer activity, training, debriefing, etc. . by various categories. . . )

TOAD Tuna Fisheries Observer Administration Database System REQUIREMENTS DEFINITION Small Groups Exercise : Using the list of potential “requirements” provided, discuss the following points within your groups and compile your response which will be presented in plenary: (i) List additional requirements you think should be included in the TOAD, based on what happens in your countries and/or what you would like to see included in this system; (ii) Highlight where a requirement in the list should not be included in TOAD (and why…); (iii) Indicate the priority (high, medium or low) for inclusion of each component in TOAD

GROUP 1: Steve (FSM) Philip Launoa Falasese Peter S. GROUP 4: Derek Timoci Ian Tony T. Oliver Deirdre GROUP 2: Donna Asi Jason Manesseh Steve (Am. Samoa) Tim P. GROUP 5: John K. Manoi John M. Ambrose Siosifa Charles TOAD Tuna Fisheries Observer Administration Database System GROUP 3: Gordon Kalo John V. Tanuvasa Netani