Local Data Management System

Introduction:

One of the pressing challenges in Marine Protected Area management is setting up and maintaining a

local data management system that clearly lays out recording, summarizing/analyzing, reporting/feeding

back and data banking processes of key results indicators. While a data management system have

shown to work in some sites, there appears to be issues on either of the following: unclear measures,

absence of tools/methods, erratic membership, lack data storage and untapped use/purpose i.e. for

adaptive management. In fact data management could mean many different things with little or no feed

back to management. In most sites, data management refers to the recording of biophysical status, fish

catch monitoring results or apprehensions and enforcement activities. In some, they refer data

management as a one shot deal collection i.e. conducted only once in a year during fishery registration.

And in worst cases, data are less likely used as inputs during adaptive or strategic planning workshops.

Nevertheless, the most common issue is the lack of local personnel who can oversee the entire data

management system from recording to storing and discontinuity of personnel who are assigned per step

of the system. These issues can result into miscommunications among MPA managers/enforcers within

the ManCom, poor support from the LGU/department heads and a not so good perception by the

general community members. Eventually, if these issues continue, the whole management will collapse

thus adding to the annual average of 15% of MPAs experiencing management failures in the Philippines.

Setting up and maintaining a data management system is not an easy task but having one will surely

assist MPA managers in taking a headstart in communicating important and critical pieces of the status

of MPA enforcement, biophysical status and management at a regular basis. Second, this will improve

check and balance and accountability among managers/enforcers thus enhancing feedback. And last,

this will boost the morale of enforcers having their roles and functions laid out and being the forefronts

in conservation for food security. With this data management system, measures are agreed,

tools/methods were laid out, people resources will be trained/capacitated and data will be used for

adaptive and long term local planning purposes.

Here, we propose a data management system that primarily involves the MPA enforcers, Local

Monitoring Team representatives, CFs, ACFs and the whole organizational and operational structure

organized for the Marine Protected Area. This will involve 4 big steps, 1. Recording, 2.

Summarizing/Analysing, 3. Reporting/Feeding back, and 4. Storing. Particularly, this system will be

closely tied to the ongoing Pride Campaign in a given locality to achieve the following objectives:

1. Provide Conservation Fellows [CFs] a step by step process in updating the local data

management tool

2. Provide CFs a simple updating and reporting process on MPA management

3. Ensure that non-KAP measures are captured to describe how did the campaign fare

4. Provide a mentoring/coaching guide for MPA managers

Expected output per month:

1. Summarized logbook entries [1 pager];

2. Summarized documentation/attendance sheets of meetings/workshops [1 pager];

3. Accomplishment report [1 pager]; copies furnished to MAO/MENRO, Mayor’s Office, ManCom;

and

4. Data Management Tool informed and shared to PPMs and/or uploaded in RarePlanet at

quarterly basis for the review month.

Persons/offices involved in the data management system:

1. MPA enforcers/deputized fish wardens who will alternately inform the logbook and summarize

the entry of the logbook. They will also produce a simple accomplishment report to be shared to

the CF and ACF and to the whole ManCom on a monthly basis.

2. Local Monitoring Team who will consolidate the logbook entries. They will assist the MPA

enforcers/deputized fish wardens in consolidating logbook entries and draft an accomplishment

report for the ManCom.

3. The ManCom-who will compile all records/reports presented by the MPA enforcers and

monitoring team during the regular monthly meeting. The ManCom is also responsible in

discussing and deliberating the contents the summary and eventually draft a monthly

accomplishment report for the MAO/MENRO and Mayor’s Office.

4. CF and ACF who will mentor the MPA enforcers and Local Monitoring Team members in logbook

updating and summarizing; and who will update the Data Management Tool spreadsheet.

5. PNP who may share their police blotter entries to the MPA enforcers/local monitoring team for

consolidation of monthly reports.

6. The general public-who will become the source of information using the hotline or thru personal

communication with the MPA guards/ManCom.

7. MAO/MENRO [Municipal Agriculture Office/Municipal Environment and Natural Resource

Office]-this office will become the final repository of all information i.e. the data hub.

8. The Mayor’s Office-will be furnished with a copy of the accomplishment report.

Documents needed and/or sources data:

1. Data Management Tool. An excel spreadsheet used to capture agreed metrics set forth for

tracking for each campaign status.

2. Logbook-a primary source of information lodged in the guardhouse and maintained by MPA

enforcers.

3. Issue and violations map-a simple base map showing MPA boundaries and the strategic areas of

concern i.e. common locations intruded, type of gear used and etc.

4. Monitoring board-a white board or tarpaulin installed in the guardhouse showing guarding

schedule, monthly activities, list of apprehensions and areas of concerns.

5. Documentations/attendance sheets on meetings/activities/ and workshops and policies drafted

relating to the Campaign.

6. Police blotter-a recording tool lodged in the PNP office that may capture fishery related issues

involving apprehensions and violations

7. Hotlines-a dedicated phone/cell phone number or radio frequency that is accessed by the

general public to report/communicate MPA related issues involving non compliance and

intrusions.

8. Personal communications-a report based on personal talk on MPA related issues involving non

compliance and intrusions.

When to update data and report: Monthly [every 4th week of the Month or a few days before the regular

monthly ManCom meeting]

Who will meet? The Management Committee [about 5 to 10 individuals] with representatives from the

MPA enforcement team and Local Monitoring Team.

Monthly Updating Steps:

[1.] a. MPA enforcers and LMT members inform the logbook, monitoring board, issue and

violations map, hotlines, police blotter and etc; b.CF and ACF keep documentations meeting

and activity

[2.] MPA enforcers and LMT summarizes logbook entries and information comng from other tools ; CF and

ACF summarizes documentations of key activities [attendance, number of men vs. women] and capture

other measures such as number of volunteers, amount of donations, new policies passed

[3.] MPA enforcers, LMT, CF and ACF meet and present summaries of

reports to the Barangay Council, the Management Committee [at monthly

basis] and to the TWG at quarterly basis

[4.] ManCom, Representatives from MPA enforcers, monitoring team with

the guidance of CF/ACF write and furnish copies of reports to the

MAO/MENRO, Mayor's Office, TWG and the Barangay Council

[5.] CF and ACF to inform Data Management Tool and

share to PPM at monthly basis and uploaded to

RarePlanet at quarterly basis

1. Inputting of information in logbook and gathering of meeting documentations

a. MPA enforcers and Local Monitoring Team members will input entries in the logbook

[see appendix for the format and sample entries], issue and violation map, monitoring

board and others on the following information:

i. Number of guarding hours per person

ii. Number of gasoline used for the month

iii. List if paraphernalia turned over to who

iv. List of activities conducted/performed by the MPA guards on duty

v. Number of guards in a day/month

vi. Number of visitors

vii. Provenance of visitors

viii. Purpose of visit

ix. The details of apprehension

x. List of actions/processes taken by guards when there are intruder sightings

xi. List of processes the enforcers will do when there is apprehension

xii. Other activities the MPA guards conducted during duty hours

xiii. Location of critical areas

xiv. Number of reports thru hotline

xv. Number of reports thru personal communication

xvi. List of guarding schedule for the month

xvii. List of targeted activities for the month and accomplishments

b. CF and ACFs will gather and review all meeting/activity/workshop documentations

which will inform the following:

i. List of meetings/activities/workshops conducted;

ii. List of attendees to meetings/activities/workshops;

iii. List of ManCom members in every meeting;

iv. List of women participants;

v. List of men participants;

vi. List of fisherfolk participants;

vii. List general community member participants;

viii. Workshop evaluation responses [pre and post];

ix. List of volunteers showing interest to support MPA [non ManCom members];

x. List of drafted support policies for MPAs; and

xi. List of venues used for MPA discussions [market, church

2. Data summary

a. MPA enforcers/LMT members summarize/get totals of the numbers entries from the

logbook into chunks. Example:

i. Number of hours of guarding in a month [ex: 720 hours];

ii. Average number of hours in guarding per month [ex: 8 hours];

iii. Number of failed attempts to intrude MPA [ex: 7];

iv. Number of apprehensions [ex: 10];

v. Number of cases filed [ex: 2];

vi. Number of intruders from neighboring barangays [ex: 6];

vii. Number of intruders from other municipalities [ex: 13];

viii. Number of pumpboats passing thru the NTZ [ex: 20]; and

ix. Number of gasoline [in liter] used in a month [ex: 11.

b. CF and ACF will summarize the number of attendees and key discussion

i. Number of meetings/activities/workshops conducted

ii. Number of attendees to meetings/activities/workshops

iii. Number of ManCom members present in a meeting for the month

iv. Number of women participants

v. Number of men participants

vi. Number of fisherfolk participants

vii. List general community member participants

viii. Workshop evaluation responses [pre and post]

ix. Number of volunteers showing interest to support MPA [non ManCom

members]

x. Number of drafted support policies for MPAs

xi. Number of venues used for MPA discussions [market, church

3. Presentation of summary reports during the regular monthly Management Committee meeting

a. MPA enforcer representative and LMT representative will report summarized logbook

entries using powerpoint slides or manila paper as stated in Number 2a. CF need to

guide LMT or MPA enforcer representative on the format of the presentation.

b. CF and ACF will report items in Number 2b. If no number is reported for each of the

categories in Number 3 then just report 0 [zero] where applicable.

4. Writing of consolidated report [see appendix for the format]. After the presentation of

summary, the ManCom secretary will capture comments and consolidate all information and

reflect it in a simple one pager written report. This report will be signed by ManCom chair.

Multiple copies of the report will be printed and furnished to the MAO/MENRO, Office of the

Mayor, ManCom Secretary.

5. CF and ACF [potentially with the help of MPA enforcers and or LMT representative] will now sit

down and update the Data Management Tool spreadsheet then share to PPMs at monthly basis.

Roles and functions:

1. Conservation Fellow

a. Ensure that an ACF is installed to assist CF in monitoring;

b. Oversee the processes in updating the Data Management Tool;

c. Oversee the recording of logbook;

d. Oversee all activities relating to monitoring

e. Mentor the MPA guards in data entry in logbook

f. Oversee the overall process in data updating and reporting

g. Mentor the ManCom secretary in writing a one pager report [consolidated summary of

numbers]

h. Inform the DMT and share to PPMs at monthly basis; upload in RarePlanet at quarterly

basis

2. Local Monitoring Team

a. Conduct a regular check of the logbook and the MPA guards/enforcers [weekly]

b. Consolidate summary of reports prepared by the MPA enforcers and LMT members.

These reports include all records in the logbook [number of hours of guarding, number

of apprehensions, number of intrusions, number of intrusions converted into

apprehension, number of apprehensions converted into court decisions], police blotters,

accomplishments for the month such as number of gasoline uses, salient

points/discussions during monthly meetings.

3. MPA enforcers/deputized fish wardens

a. Inform the logbook, monitoring board,

b. Record all activities during guarding

c. Prepare summary of logbook

d. Coordinate with PNP for support and access to the police blotter

4. Management Committee

a. Prepare an accomplishment report based on the summaries presented by the MPA

guards and observations of the monitoring team at monthly basis

b. Provide assistance to the MPA guards and monitoring team

c. Present updates to the TWG at quarterly basis

d. The chair will call and preside the monthly meeting

Monitoring tools and how to set up and maintenance:

Tools How to set up How to maintain

Violation and issue Maps

1. Meet with ManCom for the design 2. Finalize design and print or paint

[tarpaulin, plywood, cartolina/cardboard]

3. Install in Barangay Hall, guardhouse, MAO and PNP office

4. Create a clear SOP as to handling, placement and people involved in populating/updating it

5. Assign numbering/coding of issues; assign numbers and codes to logbook pages

Quarterly updating during ManCom meeting

Monitoring board 1. Meet with ManCom for the design 2. Finalize design and print or paint

[tarpaulin, plywood, cartolina/cardboard]

3. Install in in Barangay Hall, guardhouse, MAO and PNP office

Monthly updating, write in logbook the sender and message, use codes in sending messages, change codes as often if possible to avoid familiarity by violators

Hotlines 1. Meet with ManCom for the recording/reporting and responding flow, people involved, materials, and the dissemination of hotline numbers

2. Establish a hotline number [and the hardware i.e. Cellphone], disseminate information on the flow thru billboards

3. Establish a logbook for recording 4. Conduct regular checking of the flow

and records 5. Triangulate and validate reports

budget for load and materials, create an SOP in managing the hotlines, transfer logbook entries to separate report forms

3 logbooks [daily time record, violations and apprehensions, visitors]

1. Meet with ManCom to discuss the logbook system, needed personnel, materials and start date.

2. Establish a logbook system that includes recording and reporting. Buy good quality logbooks and reinforce with binder; cover with plastic for more protection

3. Orient users [MPA enforcers, some monitoring team members]

4. Store in a secure, climate proof place [guardhouse]Conduct weekly checking of logbooks

5. Backup the entries in logbook 6. Prepare monthly summary 7. Integrate with the law enforcement

plan

Police blotter 1. Meet with PNP in the locality and discuss the need to tap/access police blotter record i.e. fishery related

2. Establish coordination with at least 1 designate PNP personnel who will handle fishery related issues or communicate with the ManCom or MPA enforcers

3. Establish updating/reporting of police blotter vis a vis enforcement updates

4. Prepare back-up and consolidate entry into databank/useable format for easy retrieval

5. Contact PEDO/invite them to lecture on police blotter and reporting

6. Prepare laymanize/standardize report 7. Attach this report as annex in any

other reports-like ManCom reports

Minutes of meetings [TWG and ManCom and Enforcement Team]

1. Meet with ManCom and set up processes on things to do before, during and after the meeting. If possible, come up with a simple documentation/reporting-inventory of assets, fuel expenses top issues of the month, summary of apprehension/intrusions etc.

2. Agree on meeting dates, documenter and agenda

3. Agree on the reporting process from the committees

4. Agree on a simplified monthly accomplishment report that will capture the whole meeting.

Transfer inputs into a safe place; Don’t just lend pertinent documents to anybody without checking it out; Monitor status of equipment and supplies

Appendix __. Reporting Format (To LGU/Network) (this could be the basis in releasing their incentives)

Rare Marine Protected Area

Brgy. Belderol, Tagbilaran City

MONTHLY ACCOMPLISHMENT REPORT

January __, 2013

For the month of January 2013, this is the report of the MPA Management Committee on the status of

the Rare Marine Protected Area:

A. Status of CLE Assets including Guardhouse and Marker Buoys: Ang kapote, flashlight kompleto

pa. Dunay klaro nga turn over sa mga gamit gikan sa muTime-out paingon sa muTime-in. Ang

radio ok pa. Ang guardhouse kinahanglan na ilisan ug isa ka pligo nga atop.

B. Patrol Boats and Fuel/Oil: Ang patrol boat daghan sisi. Nabali ang katig kay kusog ang balod sa

dahikanan. Nakagamit mi ug 20 ka litro nga gasoline kay sige mi patrolya.

C. Apprehensions Recorded: Sigon sa Makita sa logbook sa bulan sa Enero dunay 15 ka pumpboat

nga nadakpan. Ang tanan detalye naa sa logbook.

D. Highlights of Activities and Accomplishments: Amo giayo ang tarik sa pumpboat.

Nakapanghinlo mi sa mga sisi sa buya. Nakadakop mi ug 15 ka mananagat nga nisulod sa MPA.

E. Issues and Concerns: Gahi ug ulo ang mga nadakpan, kay bisan gibadlong musulod gyud. Kulang

ang among budget sa gasoline karon bulana. Naay mga miembro sa Enforcement Team/Bantay

Dagat nga wala muduty.

F. Others: Naghulat mi sa dugang pundo gikan sa OMA aron makapadayon ang among patrolya.

Submitted this ____ of January 2013.

Prepared by:

Berong Gonsales

Team Leader Received by: (LGU – MAO or FT); PNP by COP

Appendix __. Suggested logbook formats.

Suggested Format for Daily Time Record Logbook

Etsa Oras Pangalan Unsa ang giturn-over/unsa ang gidawat

Activities/observations Pirma

In Out

November 21, 2012

4:10 PM Jimmy Romo Vicente Mayor

Among gidawat ang teleskopyo, pito, pumpboat, kapote ug flashlight gikan kang Kapitan Ruben ug Kapitana Ching

Si Jimmy Romo ug Vicente Mayor dili pa magsulat diri kay mao pa man pagsulod nila. Adto na sa sunod nga linya diin paingon na sila mo OUT.

Pirma diri ni Jimmy ug Vicente

November 22 3:30 PM Jimmy Romo Vicente Mayor

Among giturn-over ang teleskopyo, pito, pumpboat, kapote ug flashlight ngadto kang Pabling Borja ug Jefry Garcia

1. Nagkuha mi ug sisi sa mga boya

2. Nanguha mi ug dap ag sa sanktuaryo-20 kanuok among nakolekta-among gilubong sa mga balas ang mga dap-ag

3. Nakakita mi ug 3 ka pumpboat nga niagi sa sa may buffer zone

4. Among gibadlong ang mga nanagat sa lilang. Isa ka pumpboat, tulo ka tawo ang namokot nga taga Esperansa. Sila mao si Jose Rizal ug Diosdado makapagal. Wala pa silay nakuha nga isda. Amo silang gipapirma diri sa logbook nga dili na muosab. Amo sila giingnan nga muatobang sa Kapitan ugma.

Pirma diri ni Jimmy ug Vicente

3:15 PM Pabling Borja Jefry Garcia

Among gidawat ang teleskopyo, pito, pumpboat, kapote ug flashlight gikan kang Jimmy Romo ug Vicente Mayor.

Si Pabling Borja ug Jefry Garcia dili pa magsulat diri kay mao pa man pagsulod nila. Adto na sa sunod nga linya diin paingon na sila mo OUT.

Pirma ni Pabling Borja ug Jefrey Garcia

November 23 2:50 PM Pabling Borja Among giturn-over ang 1. Among gibadlong ang Pirma ni

Jefry Garcia teleskopyo, pito, pumpboat, kapote ug flashlight ngadto kang Loloy Antigua ug Simon Santos

mga nanagat sa lilang. Isa ka pumpboat, tulo ka tawo ang namokot nga taga Esperansa. Sila mao si Jose Rizal ug Diosdado makapagal. Wala pa silay nakuha nga isda. Amo silang gipapirma diri sa logbook nga dili na muosab. Amo sila giingnan nga muatobang sa Kapitan ugma.Nagkuha mi ug sisi sa mga boya

2. Nakakita mi ug 3 ka pumpboat nga niagi sa sa may buffer zone

3. Nanguha mi ug dap ag sa sanktuaryo-20 kanuok among nakolekta-among gilubong sa mga balas ang mga dap-ag

Pabling Borja ug Jefrey Garcia

3:00 PM Loloy Antigua ug Simon Santos

Among gidawat ang teleskopyo, pito, pumpboat, kapote ug flashlight gikan kang Pabling Garcia ug Simon Santos.

Si Loloy Antigua ug Simon Santos dili pa magsulat diri kay mao pa man pagsulod nila. Adto na sa sunod nga linya diin paingon na sila mo OUT.

Pirma ni Loloy Antigua ug Simon Santos

Suggested Format for Visitors Logbook

Date Pangalan Organization-Katungdanan-Address

Tumong/tinguha Pirma

December 29, 2012

Pablo Rojas Rare-Tagbilaran Bohol

Magobserve sa sitwasyon sa tibuok MPA

January 14, 2013 Divina Lade Rare-Tagbilaran Bohol

Makig istorya sa mga kababayin-an

February 4, 2013 Brooke Sadowsky Rare-Tagbilaran Bohol

Makig istorya sa mga kababayin-an

Suggested Format for the Apprehensions Logbook

Page from DTR logbook/Date/Time

5 Ws and 1 H

Detalye Pirma

Page 20/ November 12/9:15 PM

Unsa: 1 ka pumpboat; color Pula ug puti nga dunay marka nga BAD BOYS sa parka nisulod sa NTZ; ang ilang gamit pukot nga pino ug mata para balo, 16 ka dupa ang gitas-on sa pukot

Kanus-a: November 12, 2012 alas 9:15 ang oras; kusog ang balod ug ulan-ulan

Kinsa: Ang sakay sa pumpboat mao si Fermin Tuyom [40 anyos] ug Rico Pusit [39 anyos]

Asa/Taga asa:

Nadakpan namo sila dapat sa buya sulod sa NTZ; sila taga pikas Munisipyo

Ngano: Wala sila kabalo nga naa na sila sulod sa NTZ

Gi-unsa: Gipaadto namo sa sa guardhouse aron tagaan ug pahinumdum ug amo sila gipapirma nga dili na muosab

Page 27/ January 16/1:38 AM

Unsa: 1 ka pumpboat; color Pula ug puti nga dunay marka nga BAD BOYS sa parka nisulod sa NTZ; ang ilang gamit pukot nga pino ug mata para balo, 16 ka dupa ang gitas-on sa pukot

Kanus-a: November January 16, 2012 ala 1:38 ang oras sa kaadlawon; kusog ang balod ug ulan-ulan

Kinsa: Ang sakay sa pumpboat mao si Fermin Tuyom [40 anyos] ug Rico Pusit [39 anyos]

Asa/Taga asa:

Nadakpan namo sila dapat sa buya sulod sa NTZ; sila taga pikas Munisipyo

Ngano: Wala sila kabalo nga naa na sila sulod sa NTZ

Gi-unsa: Amo sila gidakop ug gipaatubang sa kapita kay ikaduha nanila ni nga pagpanamastamas sa among NTZ