Regional Observer Coordinators Workshop ROCW2009

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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)
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Presentation Outline

• TOAD Tuna Fisheries Observer Administration
  Database System
• What is TOAD ?
• Distinction to TUBS
• Components
• Human Resource Management
• Financial Management
• Asset (equipment) Management
• Operations Management
• Reporting
• Requirements Definition
• An exercise aimed at getting your opinions
  (requirements) for the design of TOAD

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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

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TOAD Tuna Fisheries Observer Administration
Database System

• Potential Components in TOAD
• Human Resource Management
• Financial management
• Asset (equipment) Management
• Operations management
• Reporting

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TOAD Tuna Fisheries Observer Administration
Database System

• Human Resource Management
• Observer staff information
• Personal details
• Full Name, Address, other contact details,
  passport details, physical attributes, etc.
• Scanned passport details (secure), indicators to
  highlight when passports expire, etc.
• Qualifications
• 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

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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 ...

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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

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TOAD Tuna Fisheries Observer Administration
Database System

• Operations Management
• Observer Placement 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
• Training Course Management
• 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)

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TOAD Tuna Fisheries Observer Administration
Database System

• Reporting
• Observer staff management
• List of observers using several selection
  criteria based on experience and/or
  qualifications
• Annual observer performance reporting
• Annual debriefer performance reporting
• 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 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 ... )

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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
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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
GROUP 3 Gordon Kalo John V. Tanuvasa Netani
TOAD Tuna Fisheries Observer Administration
Database System