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Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 1
Final Technical Report
ACP-FISH II PROGRAMME
EVALUATION OF THE REGIONAL INFORMATION AND
KNOWLEDGE INTERVENTION FOR FISHERIES MANAGEMENT
AND TRADE FUNDED BY THE ACP FISH II PROGRAMME
Project ref. N° (OV-5.3-X3)
Region: ACP
Countries: SRFC/CSRP members; FCWC; COREP members; LVFP; IOTC; CRFM; and SPC members
27 NOVEMBER 2013
A project implemented by:
IBF International Consulting
Subcontractor
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 2
TABLE OF CONTENTS LIST OF TABLES, FIGURES AND PHOTOGRAPHS............................................... 3
LIST OF ANNEXES ........................................................................................... 3
ACKNOWLEDGEMENTS .................................................................................. 4
ABBREVIATIONS AND ACRONYMS.................................................................. 5
EXECUTIVE SUMMARY ................................................................................... 9
1. BACKGROUND .................................................................................... 12
2. APPROACH TO THE ASSIGNMENT ....................................................... 14
3. COMMENTS ON TERMS OF REFERENCES ............................................. 18
4. ORGANISATION AND METHODOLOGY ................................................ 19 4.1. DELIVERY OF TERMS OF REFERENCE .................................................................................... 19 4.2. CONDUCT AND DETAILS OF THE ASSIGNMENT INCLUDING VISIBILITY ACTIVITIES ............................... 21 4.3. PHASES OF THE IMPLEMENTATION...................................................................................... 21
4.3.1. PHASE 1: THE EVALUATION PHASE .............................................................................. 21
4.3.2. PHASE 2: THE WORKSHOP PHASE ............................................................................... 23
4.3.3. PHASE 3: THE REPORTING PHASE ............................................................................... 25
5. CONCLUSIONS AND RECOMMENDATIONS .......................................... 25
6. ANNEXES (TO INCLUDE ALL TECHNICAL OUTPUTS) ............................. 26 6.1. TERMS OF REFERENCE ............................................................................................ 26 6.2. INCEPTION REPORT ................................................................................................ 26 6.3. SURVEY PROJECT MANAGER/COORDINATOR ................................................................ 26 6.4. SURVEY USER ....................................................................................................... 26 6.5. INTERVIEW GUIDE FOR COORDINATORS ...................................................................... 26 6.6. INSTITUTIONS AND INDIVIDUALS CONSULTED ................................................................ 26 6.7. IREW PPT TEMPLATES FOR C5 IMPLEMENTED PROJECTS AND FURTHER ACTIONS TO BE CONSIDERED
IN THE FUTURE .................................................................................................................... 26 6.8. WORKSHOP REPORT .............................................................................................. 26 6.9. EVALUATION REPORT ............................................................................................. 26 6.10. PICTURES FROM THE IREW ..................................................................................... 26 6.11. BIBLIOGRAPHY CONSULTED IN THE EVALUATION OF THE C5 PROJECTS. ................................. 26 6.12. TECHNICAL OUTPUTS (E.G. POST IREW BROCHURE, FINDINGS AND RECOMMENDATIONS PPT) .. 26
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 3
LIST OF TABLES, FIGURES AND PHOTOGRAPHS
Table 1 Projects Funded under Component 5 Table 2 Realized Timeline Table 3 TOR Deliverables Table 4 ACP Fish Received Document Tracker
LIST OF ANNEXES
Annex 1 Terms of Reference
Annex 2 Inception Report
Annex 3 Survey Project Manager/Coordinator
Annex 4 Survey User
Annex 5 Interview Guide for Coordinators
Annex 6 Institutions and Individuals Consulted
Annex 7 IREW PPT Templates for C5 Implemented Projects and Further Actions to be considered in the Future
Annex 8 Workshop Report
Annex 9 Evaluation Report
Annex 10 Pictures from the IREW
Annex 11 Bibliography
Annex 12 Technical Outputs (E.G. Post IREW Brochure, Findings and Recommendations PPT)
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 4
ACKNOWLEDGEMENTS
The present report has been prepared by New Frontier Services within the framework of the above mentioned ACP Fish II project. This project was carried out in strict collaboration with the ACP Fish II Team, the different local focal points and ACP Fish II Regional Managers. The key Experts and other representatives of the Consultants wish to express their deep gratitude to all the people who – by means of their participation, their kindness and their dedication – contributed to making this assignment into a successful event, as well as a pleasant and enriching experience.
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 5
ABBREVIATIONS AND ACRONYMS
ACIAR Australian Centre for International Agriculture Research
ACP African Caribbean Pacific
ACS Association of Caribbean States
ADB Asian Development Bank
AdP Administration des Pêches
ANAF Aquaculture Network for Africa
BAD Banque Africaine de Développement
CARICOM Caribbean Community
CARIFIS Caribbean Fisheries Information System
CARIFORUM Caribbean Forum of African, Caribbean and Pacific States
CEBEVIRHA Commission Économique du Bétail, de la Viande et des Ressources Halieutiques
CERMES Centre for Resources Management and Environmental Studies
CFP Coastal Fisheries Programme
CI Conservation International
CLME Caribbean Large Marine Ecosystem
CMF Content Management Framework
CMMs Conservation and Management Measures
CMS Content Management System
COREP Commission Régionale des Pêches du Golfe de Guinée
CPCO/FCWC Comité des Pêches du Centre Ouest du Golfe de Guinée (Fisheries Committee for the West Central Gulf of Guinea)
CPUE Catch Per Unit Effort
CRFM Caribbean Regional Fisheries Mechanism
CRISP Coral Reef Initiatives for the Pacific
CRM Customer Relationship Management
CSME CARICOM Single Market and Economy
CSP Comité de Suivi du Projet
CSRP Commission Sous Régionale de Pêches
CSS Cascading Style Sheet
CTA The Technical Centre for Agriculture and Rural Cooperation
CTI Coral Triangle Initiative
CU/UC Coordination Unit
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 6
DB Database
DGPA Direction Générale de la Pêche et de l’Aquaculture
DPM Management of Marine Fisheries
EC European Commission
EDF European Development Fund
EEZ Exclusive Economic Zone
EPA European Partnership Agreement
EPIRB Emergency Position Indicating Radio Beacon
ESDU Environment and Sustainable Development Unit
EU/UE European Union
FAME Fisheries Aquaculture and Marine Ecosystems (Division of SPC)
FAO Food and Agriculture Organisation
FCWC Fisheries Committee for the West Central Gulf of Guinea
FFA Forum Fisheries Agency
FIBA International Foundation for the Banc D’Arguin
FIS Fisheries Management Information System
FETA Fisheries Education and Training Agency
FLMMA Fiji Locally Managed Marine Areas
ForSec Pacific Islands Forum Secretariat
FSM Federated States of Micronesia
FTR Final Technical Report
GB Giga Byte
GDP Gross Domestic Product
GIS Geographic Information System
IAP /PAI International Action Plan
ICCAT International Commission for the Conservation of Atlantic Tunas
ICT Information and Communication Technologies
ICT4D Information and Communication technologies for Development
IOTC Indian Ocean Tuna Commission
IR Inception Report
IS Information System
ISP Internet Service Provided
IT Information Technologies
ITR Interim Technical Report
IUU Illegal Unreported Unregulated
KE1 Key Expert 1
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 7
KE2 Key Expert 2
KEs Key Experts
KMFRI Kenya Marine and Fisheries Research Institute
LVBC Lake Victoria Basin Commission
LVFO Lake Victoria Fisheries Organisation
MB Mega Byte
MCS Monitoring, Control and Surveillance
MDG / OMD Millennium Development Goals
NaFIRRI National Fisheries Resources Research Institute
NAP/PAN National Action Plan
NEPAD Nouveau partenariat pour le développement de l’Afrique
NGOs Non-Governmental Organisations
OFCF Overseas Fisheries Cooperation Fund
OFP Oceanic Fisheries Programme
OECS Organisation of Eastern Caribbean States
OER Organisation Economique Régionale
OJT Training on-the-job
ORP Organisation Régionale de Pêche
ORT Other Recurrent Transactions
PAF-NEPAD Partenariat pour les pêches africaines
PAS Plan d’Action Stratégique
PDDAA Projet pour le Développement durable de l’Agriculture en Afrique
PICTs Pacific Island Countries and Territories
PITIA Pacific Islands Tuna Industry Association
PIMRIS Pacific Island Marine Information System
PMU Programme Management Unit
PNA Parties to the Nauru Agreement
PNG Papua New Guinea
PSPA Programme d’Appui au Secteur des Pêches et de l’Aquaculture
REOs Regional Economic Organizations
RFBs Regional Fisheries Bodies
RFMOs Regional Fisheries Management Organisations
RFU /UFR Regional Facilitation Unit
RIS Regional Information System
RPWA Regional Programme for West Africa
RTC Regional Technical Unit
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 8
RWG Regional Working Group
SARNISSA Sustainable Aquaculture Research Networks in Sub Saharan Africa
SEAFO South East Atlantic Fisheries Organisation
SMART Specific, Measurable, Attainable, Relevant and Time bound
SOPAC South Pacific Applied Geo-science Commission
SPC Secretariat of the Pacific Community
SPREP South Pacific Regional Environment Programme
SRAP Sub-Regional Action Plan
SRFC Sub-Regional Fisheries Commission
TA Technical Assistance
TAFIRI Tanzania Fisheries Research Institute
TNC The Nature Conservancy
ToR/ TdR Terms of Reference
TT Technical Team
UI User Interface
UNDP United Nations Development Programme
UNEP United Nations Environment Programme
UNESCO United Nations Educational, Scientific and Cultural Organisation
USP University of the South Pacific
UTL Uganda Telecom Limited
UWI University of the West Indies
USD United States Dollar
VDS Vessel Day Scheme
WCPFC Western and Central Pacific Fisheries Commission
WECAFC Western Central Atlantic Fishery Commission
WG (Fisheries) Working Group
WSIS World Summit on the Information Society
WWF World Wildlife Fund
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 9
EXECUTIVE SUMMARY
The EU-funded “Evaluation of the Regional Information and Knowledge Intervention for Fisheries Management and Trade” within the ACP Fish II Programme has a main objective to increase awareness of regional fisheries, economic integration bodies and ACP Secretariat/Fisheries Mechanism on information and knowledge exchange. It specifically seeks to increase awareness on information and knowledge exchange on the topic of fisheries management and trade, thereby proposing new initiatives linked to the ACP Fish II projects implemented under Component 5.
The extent to which the visualized results were achieved is summarized below:
Result 1: Key interventions under Component 5 are evaluated
All mentioned projects (see table 1 below) were evaluated based on the comparison of the ToRs and the Final Technical Reports. Not all Technical Reports were provided at the beginning of Phase 1. To complete this evaluation, the TL and KE2 (with the support of KE3) developed two specific surveys that were sent out to a list of experts that participated in the implementation of the C5 project. These surveys were sent by email. Based on the responses received through the surveys, further interviews were carried out to consolidate the information and collect feedback on the benefits and challenges of the project.
Table 1 Projects funded under Component 5
RFB Title and main outputs/activities Current status End date Budget
CRFM Capacity strengthening of CRFM and its member states for information and knowledge sharing on sustainable management of the fisheries sector in the Caribbean region
Implementation 24/04/13 196.038
LVFO Strengthening the capacity of LVFO and its member states in regional information sharing and communication for the sustainable management of the Lake Victoria fisheries.
Implementation 30/04/2013 142,916
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 10
IOTC Development of an online database for the Indian Ocean Tuna Commission (IOTC) Conservation and Management Measures
Completed 19/09/2012 41,300
SPC Building capacity of ACP member states of the Secretariat of the Pacific Community (SPC) in information sharing and communication for fisheries management
Implementation Oct 2013 186,914
COREP Technical Assistance for capacity building of COREP: information sharing on sustainable fisheries and trade of fish products in Central African sub-region
Tendering Aug 2013 49,871
SRFC Technical Assistance for capacity building of SRFC
Implementation 13/04/2013 45,120
FCWC Technical Assistance for capacity building of FCWC
Implementation 01/05/2013 35,870
FCWC & SRFC
Workshop on the rationalisation of approaches and policies of the RFBs and Regional Economic Bodies.
Finalizing TOR 90,000
The results that had been obtained during the desk analysis, the surveys and the interviews were then organised into a document that was circulated amongst the IREW participants before the workshop, in order to receive their feedback.
Result 2: Key ACP Fish II results and experiences in enhancing regional information sharing for fisheries management are shared with collaborating regional fisheries bodies and regional economic integration bodies
To achieve this result the experts organised an Inter-Regional Evaluation Workshop (IREW) where the findings and recommendations were presented to and validated by the principal stakeholders (regional fisheries bodies, focal points and regional economic integration bodies).
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 11
Result 3: Future opportunities and areas of support are identified, assessed and validated
This result was obtained through different sources such as the technical final reports of the different projects, the surveys, and the telephone interviews. These were then complemented by the discussions and the work carried out during the IREW working sessions on day two of the IREW. The validation aspect took place on the last day of the event.
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 12
1. BACKGROUND
In July 2013, the ACP Fish II programme launched a tender procedure for contracting the services and expertise needed to carry out the evaluation of the Component 5 of the ACP Fish II Programme. The contract was awarded to the Belgian consultancy IBF Consulting with the private company New Frontier Services as subcontractors, on the basis of the conditions in the tender dossier, following the successful conclusion of a procurement procedure.
The specific objective of this assignment was to increase awareness of regional fisheries, economic integration bodies and ACP Secretariat/Fisheries Mechanism on information and knowledge exchange (specifically related to fisheries management and trade) and to propose new initiatives linked to the ACP Fish II projects implemented under Component 5. The assignment thus involved: (i) the evaluation of projects implemented under the Component 5 of the ACP Fish II Programme, (ii) the sharing of the results and experiences of the collaborating regional fisheries bodies and regional economic integration bodies, and (iii) the identification, assessment and validation of future opportunities and areas of support.
The composition of the team of experts provided by New Frontier Services was as follows:
Mr. Seán J. Burke, Knowledge Management Specialist and Team Leader
Mr Gertjan De Graaf, Fisheries Management Specialist and K2
Mrs. Bernardita Cárdenas, Event Coordinator and K3
In support of the team of key experts in charge of the evaluation, New Frontier Services made the following internal resources available:
Ms. Augusta Sica aided in the backstopping and supporting of the three consultants in the management of the interviews and other logistic tasks, during the preparation of the evaluation and of the IREW.
The Projects that have been funded under Component 5 and that have been evaluated are shown below in table 1.
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 13
Table 1 Projects Funded under Component 5
RFB Title and main outputs/activities Current status End date Budget
CRFM Capacity strengthening of CRFM and its member states for information and knowledge sharing on sustainable management of the fisheries sector in the Caribbean region
Implementation 24/04/13 196.038
LVFO Strengthening the capacity of LVFO and its member states in regional information sharing and communication for the sustainable management of the Lake Victoria fisheries.
Implementation 30/04/2013 142,916
IOTC Development of an online database for the IOTC Commission Conservation and Management Measures
Completed 19/09/2012 41,300
SPC Building capacity of ACP member states of the SPC in information sharing and communication for fisheries management
Implementation Oct 2013 186,914
COREP Technical Assistance for capacity building of COREP: information sharing on sustainable fisheries and trade of fish products in Central African sub-region
Tendering Aug 2013 49,871
SRFC Technical Assistance for capacity building of SRFC
Implementation 13/04/2013 45,120
FCWC Technical Assistance for capacity building of FCWC
Implementation 01/05/2013 35,870
FCWC & SRFC
Workshop on the rationalisation of approaches and policies of the RFBs and Regional Economic Bodies.
Finalizing TOR 90,000
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 14
2. APPROACH TO THE ASSIGNMENT
Based on the “specific activities” listed in the ToR (despite the constraints of time and access to information), a work plan was set up according to the three logical phases provided:
The Evaluation Phase: This phase consisted of designing, conducting and reporting on the evaluation of the interventions supported by the ACP Fish II, in regard to information exchange in fisheries through Regional Fisheries Bodies. The objective of this phase was to establish how far the ACP Fish II Programme had come in achieving the revised objectives for Component 5.
The Workshop Phase: This phase consisted of organising and facilitating the Inter Regional Evaluation Workshop (IREW), to validate and build on the results of the evaluation obtained in the previous phase.
The Reporting Phase: While this phase is presented as the final phase in the assignment of the ToR, it was implemented in an ongoing manner throughout the entire assignment. This phase consisted of completing the draft Evaluation report based on the desk research, the surveys and the telephone interviews presented during the IREW for validation. This also included the comments and feedback that were provided by the key stakeholders attending the IREW. The final evaluation report further contained the workshop report, as well as the ACP Fish II CU feedback.
In order to have a clear overview and efficient execution of the implementation during the run-up to this assignment, the 11 activities listed in the ToR were broken down into much more detailed activities.
The realized timeline (as shown in the next table) respected for the most part the original timetable as included in the ToR. The order of execution ended up being almost the same with minor differences as a result of the limited amount of time during the preparation and organisation of the IREW. The IREW was moved up in order to improve the quality/price ratio in terms of the workshop venue, catering, translation, equipment, and to allow a better timeframe for negotiations, with room for corrections. In spite of the shift of the IREW initiation, some products that had originally been planned as part of the IREW conference bag and Welcome package were impossible to obtain due to time constraints on the supplier end. Among these products was the delegate bag printed with the 6-colour logo of the ACP Fish II. This technically required a minimum of 30 working days to be processed plus two days to be delivered and would be very expensive as the minimum order number was 50 (when only a maximum of 30 delegate bags was thought to be needed). Another discrepancy with the original timeline was the late reception of the three final technical reports on the C5 implemented projects, which lead to a delay of the submission of the Evaluation report, and consequentially a delay of the draft version of the final Technical report.
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 15
Table 2 Realized Timeline
ACP Fish II Component 5 Evaluation of the regional information and knowledge sharing interventions for fisheries management and trade
Working plan Aug-2013 Sep-2013 Oct-2013 Nov-2013
Phase I
Briefing Meeting with ACP Fish II CU in Brussels
Gathering documentation, tracking received documents
Design Work Plan to be approved by the ACP Fish II CU
Design strategic framework
Analysis of received documents
Draft inception report
Submit inception report
Design surveys (S1 PM & S2 Users)
Design telephone interview questionnaire
Mass mailing the surveys
Tracking responses and analysing provided data
Telephone Interviews
Design and write draft Evaluation report
Providing Draft Evaluation report for feedback
Phase II
Workshop participants
Provide initial list of possible participants
Review and approval of list by ACP Fish II CU
Design the email invitation
Generate the mass mailing for the email invitation
According to email invitation answer provide formal invitation
Send formal request of participation to the organisations granting participants authorisation
Generate the participants’ confirmation list
Contact participants on their flight itinerary
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 16
Working plan Aug-2013 Sep-2013 Oct-2013 Nov-2013
List of confirmed itineraries sent to travel agency
Send of invitation letter for obtaining visa
Send bought flights to participants
Last minute travel changes and requirements
Workshop venue
Hotel / conference venue research, availability on number of rooms and capacity of conference rooms
Hotel / conference visits
Hotel / conference request of quotes
Technical equipment, list of technical equipment, request of quotes, selection of supplier
Simultaneous translation, translation cabins and equipment request of quotes, selection of supplier
Workshop Catering and Hospitality
Welcome breakfast, selection menu, request of quotes, selection of offer providing better quality/price ratio per pax
Coffee breaks
Lunch menus
Welcome cocktail
Welcome package (selection of chocolates, welcoming card, guidelines and plan of conference)
Conference bag (printing files, docs, promotion USBs, etc)
Workshop printed material
Graphic designer list of documents, quotes and selection of better offer
Off-set, electronic printers quotes and selection of better offer quality /price ratio
Workshop content design, moderation and validation
Design of workshop programme outlining the different sessions for the 3-day event
Validation of the evaluation findings with the presentation of the different projects by their PMs
RFBs and REBs vision of information and knowledge sharing supporting the implementation of the ACP Fisheries Mechanism Strategic Plan of Action for Fisheries and Aquaculture
Preparation and provide PowerPoint templates for the participants (FR & EN)
International Regional Evaluation Workshop IREW 29th- 31st October 2013
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 17
Design and writing of the workshop report
Delivering workshop report
Phase III
Complete the Evaluation report
Writing draft technical report
Delivering draft technical report
Prepare and submit final technical report
Delivering final technical report
Preparing Final Report
Delivering Final Report
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 18
3. COMMENTS ON TERMS OF REFERENCES
The NFS team found that the ToR was generally well-conceived, covered all risk elements of this evaluation and lined up with the quality of the requested evaluation. While limited discussions/clarifications on the ToR were needed on the technical tasks/activities, the approach to the IREW required a clear strategic framework. Concern was hereby raised on the limited amount of time for the IREW organisation and implementation.
In order to deal with these concerns, the TL and K2 created an internal strategic framework for internal discussion and the K3 began the organisation of the IREW earlier than originally suggested in the ToR.
As for the ToR, the results that were requested as part of this assignment were that:
- Key interventions under Component 5 are evaluated.
- Key ACP Fish II results and experiences related to enhancing regional information sharing for fisheries management are shared with collaborating regional fisheries bodies and regional economic integration bodies.
- Future opportunities and areas of support are identified, assessed and validated.
All of these were completed during the assigned timeline for implementation.
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 19
4. ORGANISATION AND METHODOLOGY
4.1. DELIVERY OF TERMS OF REFERENCE
All the activities specified in the ToR were carried out and completed in a thorough manner. Concise comments are provided herewith:
Table 3 TOR Deliverables
No. Activity specified in the ToR How delivered through the assignment
1 Inception Activities
Briefing meeting with the ACP Fish II CU in Brussels and agree on a detailed workplan;
Collect all relevant background material, related reports and background information on the Component 5 implementation and relevant information and knowledge exchange systems;
Devise Work Plan for the assignment to be approved by the ACP Fish II CU
The briefing meeting took place in Brussels on August 23rd 2013, with the ACP Fish II CU at the ACP Fish II office, and a detailed workplan was agreed upon. During the meeting the first batch of relevant background material on the C5 implementation was provided.
A second meeting to gather inside information on the C5 projects was organised on Brussels on September 4th 2013, where several members of the ACP Fish II Team were interviewed on the management of the C5 Interventions (administrative, communication, implementation level)
2 Review and analyse related reports and background information on the Component 5 implementation
An initial document tracker was designed to monitor the different documents received from the ACP Fish II and the ones that were still pending, as several C5 implementations were not completed yet.
3 Design evaluation tools and methodology, including key evaluation questions, for the survey with RFBs;
The NFS team designed an internal strategic framework and two different surveys (PM & Users) to gather information from different perspectives, as implementer and as final beneficiary.
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 20
4 Conduct the evaluation survey with stakeholders
The NFS team generated a mass mailing list of users and PM from the different documents received (beneficiaries and stakeholders) and from the list the ACP fish II CU provided on Focus Points and RFB. The surveys were sent by email on October 2nd 2013 to both groups. Based on the surveys responses telephone interviews with the PMs or relevant stakeholders were organised, in order to complete the information gathering
5 Prepare a draft Evaluation Report of the Component 5 intervention
The draft evaluation report was prepared compiling all gather information and according to the agreed strategy with the ACP fish II
6 Prepare and distribute all necessary background materials, draft documents and summaries to be provided to the Workshop participants ahead of the event itself
The Draft Evaluation Report as well as a ppt template for presenting the C5 implemented project was sent to all participants before the IREW. The NFS team designed a general evaluation findings ppt, as well as a work in progress ppt on lessons learnt, and finally one on the needed forward actions for the participants (for the break-out sessions)
7 Organise and make all logistical arrangements (including travel arrangements, transportation for participants as necessary, venue) for the Inter-Regional Evaluation Workshop (IREW) in Brussels (estimated duration of 3 days with an indicative number of participants of 25)
All logistical arrangements were done by the NFS team and the IREW was held in Brussels, Belgium on October 29th-30th & 31st 2013 at the NH Hotels du Grand Sablon. In total 27 participants attended the IREW. Details of the workshop are given in Section 4.2 below and the material for the workshop is provided in annexes VII, VIII
8 Facilitate all the sessions in the Workshop
The NFS team facilitated and moderated all the sessions of the IREW
9 Prepare a Workshop Report on completion of the activity
The NFS team prepared and delivered the Workshop report on November 6th 2013.
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 21
10 Revise the Evaluation report of the interventions in Component 5 on the basis of input from the Workshop
The NFS team revised and completed the evaluation report of the interventions in C5, based on the input gathered during the IREW and on the feedback from the participants. The revised evaluation report was provided on November 29th 2013
11 Prepare and submit draft Final Technical Report
The TL prepared and submit the draft final
4.2. CONDUCT AND DETAILS OF THE ASSIGNMENT INCLUDING VISIBILITY
ACTIVITIES
The following communication and visibility activities were carried out with the support of ACP Fish II inside knowledge, particularly of Ms Cristina Gonzales who suggested to contact the following individuals:
Ms Isolina Boto from CTM Brussels, however this was without success.
Euronews mentioned that during the dates of the ACP-Fish II IREW, a bigger event was being held in Brussels for the EU-AU cooperation, thus they could not confirm coverage of the IREW.
Mr Iustinian Pop, EC project manager from DG DEVCO, who secured the participation of Mr Antonio Recca, head of section DG DEVCO and Mr Kristofer Du Rietz from DG MARE.
Given the importance of the results of the C5 implementations, the NFS team proposed to provide the ACP Fish II with a post evaluation brochure and power point presentation for dissemination and visibility purposes.
4.3. PHASES OF THE IMPLEMENTATION
4.3.1. Phase 1: The Evaluation Phase
This phase – as per ToR – consisted of several actions that were tackled by the different experts according to their sector of expertise. These actions were generally carried out in parallel in order to move forward faster.
a) Inception: Activities were initiated by the briefing meeting in Brussels with the ACP Fish II CU on August 23rd. During this meeting the experts tweaked the ToR according to the ACP Fish II CU clarification and a working plan was agreed upon. A second meeting was also arranged to interview the ACP Fish II team on their experience of managing the C5 projects.
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 22
Between the briefing meeting and the second meeting, held on September 4th 2013, an internal document was developed to provide a strategic framework on the information and knowledge sharing in fisheries management analysis, wherein the thought process was implied in the structural design of the IREW workshop. In the second meeting the TL and K3 gathered information from the ACP Fish II CU on their experience of managing the implementation of the C5 projects. After this meeting the TL and K2 concentrated on producing the draft inception report.
b) Review and analysis of the related report: A number of documents were reviewed and analysed. These documents included the ToRs, the Draft Technical Reports and the Final Reports from the 8 different projects implemented under Component 5.
The table below shows the documents received during the implementation of this evaluation.
Table 4 ACP Fish II Received Document Tracker
Project code ToR Technical
Final Report
Final Report
Org/Body
WA 5.2 B22 yes yes FCWC
WA-5.1-B23 yes yes SRFC
WA-5.1-B24 yes yes yes CPCO
CA 5.1 B19 yes yes COREP
PAC 5.1 B19 yes yes SPC
CAR 5.1 B22 yes in FTR Draft FTR CRFM
EA 5.1 B21 yes yes LVFO
EA 5.2 B22 yes in FTR yes IOTC
TA to RMs in Info Systems in 8 RFBs_2011
yes detailed intervention according to regions
Ok provided FTR yes
Legend Aug-Sep Oct Nov
The TL presented the inception report to the ACP Fish II CU.
c) Design evaluation tools and methodology: Two different surveys were developed, one for the users and another for the project managers (PM)/co-ordinators. An interview questionnaire was also developed for the telephone interview of the PM /Co-ordinators, whose survey provided interesting information, as they were willing to contribute with further feedback.
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
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d) Conduct the evaluation surveys: This activity was composed of several steps, subdivided into three main tasks. These were a) sending the surveys: the generation of two mass mailing lists, one for the users and another for the PMs, the drafting of the introductory email, and the attachment of the specific survey, b) following the response: by sending a reminder email to those that have not yet provided their survey, tracking the received answers and c) encoding of the survey answered. Based on the PM’s responses, key stakeholders were interviewed by telephone using the interview guide for Coordinators of the ACP Fish II programme. The interviews were incorporated into the information gathered via the surveys. This allowed for a clear view of the success stories, as well as the lessons learned and challenges faced during the C5 implementation.
Based on this first evaluation phase the NFS team wrote the draft evaluation report, which was initially sent to the ACP Fish II CU for feedback and to serve as an interim evaluation report.
4.3.2. Phase 2: The Workshop Phase
The specific tasks of this phase covered various actors and aspects of the workshop.
First, there were the main actors, i.e. the workshop participants. A comprehensive list of the participants needed to be reviewed and approved by the ACP Fish II CU (25 persons).
A first informal email requesting the participation of the target person was sent out, in order secure relevant actors. The formal invitations were then designed and sent out to the individuals that confirmed interest in participating, as well as the formal request of participation to the organisation responsible for granting the participant authorisation to attend the IREW (when needed). Once these steps were completed, the confirmation list was generated and the individuals were contacted as to start organizing travel itineraries. The formal invitation letter for obtaining participants’ visas to the Schengen territory/Belgium was then written and provided. In some cases, a specific invitation and an introductory letter were directly faxed to the Belgian Embassy, in order to facilitate the procurement of the visa.
Secondly, all aspects related to the workshop venue needed to be arranged. This consisted of a thorough hotel research with an initial organisation of physical hotel visits, based on the conference space requirement and number of hotel rooms available during the dates of the IREW. If the visit was positive, quotes were requested and a selection of the hotel and conference rooms was made depending on the ratio quality/price. A list of the technical equipment needed on the day of the event was required as well, with a request of quotes and a selection of a supplier. As for the simultaneous translation, again, translators, translation cabins and equipment were required, with a request of quotes and a selection of a supplier.
The third aspect in the organisation of the workshop was the catering and hospitality. This included the selection of the menus to be served during the 3-day event, a request of quotes and the selection of the offer with the best quality/price ratio per person regarding the i)
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 24
welcome breakfast, ii) the coffee breaks and the lunch menus, iii) the welcome cocktail and iv) the welcome package (the latter specifically required a selection of chocolates).
A fourth matter of importance within the Workshop Phase was arranging the printed material required for the workshop. This included its design, quotes from the graphic designer and a selection of the best offer. Also, an off-set/electronic printer needed to be arranged, with a note of the quotes and the best offer for the related IREW material that needed to be printed, as well as the delegation bag, the USB keys and other promotional material for the IREW
Fifthly, the workshop content design, moderation, and validation were to be arranged, starting with the Workshop Programme outlining the different sessions for the 3-day event. Taking the strategic framework into consideration that was developed during the evaluation phase, it was clear that the IREW would prove to be most valuable if it was strategic and forward looking, aiming to review the results of the Component 5 activities and providing success stories, lessons learned, and challenges; if it formulated future needs at national and regional level; if it identified major issues to be covered by regional strategic action plans for the long-term and sustainable sharing of fisheries information; and if it integrated the implementation of the ACP Fisheries Mechanism Strategic Plan of Action for Fisheries and Aquaculture.
The IREW thus focussed on:
1. Presenting the C5 projects results and learning, and associated knowledge sharing with
other C5 projects
2. Updating C5 project stakeholders and RFB stakeholders on developments at the
international framework
3. Setting out the component steps/framework involved in getting to fisheries
information/intelligence sharing at the regional and international levels
4. Locating the C5 project outputs and results within this strategic framework through a
facilitated discussion
5. Discussing/brainstorming what actions could be possible to follow-up on the C5 projects
and allow the ACP regions to progress further down the road to real fisheries
data/information sharing
6. Facilitating the development of actions to be taken by regional stakeholders as a follow
up the workshop.
Further, the validation of the findings needed to be given shape. The RFBs and REBs vision of information and knowledge sharing supporting the implementation of the ACP Fisheries Mechanism Strategic Plan of Action for Fisheries and Aquaculture was addressed, and the Power Point templates for the participants (FR & EN) were prepared.
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 25
Sixthly, The International Regional Evaluation Workshop was held in Brussels from the 29th to the 31st October 2013 at the NH- Hotel du Grand Sablon, back-to-back with the NFFP Workshop on the value of African fisheries and aquaculture, Brussels, Belgium, on October 31st and November 1st 2013.
The final task within this second phase was to finalize the Workshop Report.
4.3.3. Phase 3: The Reporting Phase
The conclusions, recommendations and validation of the evaluation findings that were presented during the IREW, plus the direct feedback from the participants, were all incorporated into the Final Evaluation report that was submitted to the ACP Fish II.
The draft technical report was produced and presented within the time extension agreed upon with the ACP Fish II CU.
5. CONCLUSIONS AND RECOMMENDATIONS
This evaluation was carried out successfully. The three main results to be achieved, as specified in the ToR – (i) Key interventions under Component 5 are evaluated, (ii) key ACP Fish II results and experience in enhancing regional information sharing for fisheries management are shared with collaborating regional fisheries bodies and regional economic integration bodies, (iii) Future opportunities and areas of support are identified, assessed and validated – were produced with much participation and with the full approval of the stakeholders.
Overall, the evaluation has shown that the 8 ACP fish II C5-supported project are projects that have been driven by the RFBs themselves and executed for their respective regions. The commitment and ownership witnessed by the evaluation team in its consultations with project stakeholders suggests that there is a very strong base on which to further build upon these promising results.
The Evaluation Recommendations include the Phase I Evaluation Report recommendations that have been validated during the IREW workshop discussions and developed in much more detail for each of the specific Component 5 projects. Following the group and individual brainstorming work carried out during the IREW workshop, key actions were identified by RFB stakeholders that are in need of follow-up as to ensure their continued success in their respective C5 project development, in the short, medium and long-term.
Evaluation of the regional information and
knowledge interventions for fisheries management and trade funded by the ACP Fish II Programme
Project Funded by the European Union A project implemented by (Contractor) Logo company (Subcontractor)
pg. 26
6. ANNEXES (TO INCLUDE ALL TECHNICAL OUTPUTS)
6.1. TERMS OF REFERENCE
6.2. INCEPTION REPORT
6.3. SURVEY PROJECT MANAGER/COORDINATOR
6.4. SURVEY USER
6.5. INTERVIEW GUIDE FOR COORDINATORS
6.6. INSTITUTIONS AND INDIVIDUALS CONSULTED
6.7. IREW PPT TEMPLATES FOR C5 IMPLEMENTED PROJECTS AND FURTHER
ACTIONS TO BE CONSIDERED IN THE FUTURE
6.8. WORKSHOP REPORT
6.9. EVALUATION REPORT
6.10. PICTURES FROM THE IREW
6.11. BIBLIOGRAPHY CONSULTED IN THE EVALUATION OF THE C5 PROJECTS.
6.12. TECHNICAL OUTPUTS (E.G. POST IREW BROCHURE, FINDINGS AND
RECOMMENDATIONS PPT)