United
Nations
Global
Environment
Environment
Programme
Facility
UNEP-GEF WIO-LaB PROJECT
ADDRESSING LAND BASED ACTIVITIES
IN THE WESTERN INDIAN OCEAN
Information Management Strategy for the
Eastern African Coastal and Marine
Environment Clearinghouse Mechanism
Report
Prof. Timothy M. Waema
P.O. Box 15742, GPO
00100, Nairobi, Kenya
waema@uon.ac.ke
2006
First published in Kenya in 2006 By the United Nations Environment Programme.
Copyright 2006, United Nations Environment Programme
This publication may be reproduced in whole or in part and in any form for
educational or non-profit purposes without special permission from the copyright
holder provided acknowledgement of the source is made. UNEP would appreciate
receiving a copy of any publication that uses this publication as a source.
No use of this publication may be made for resale or for any other commercial
purpose without prior permission in writing from the United Nations Environment
Programme.
UNEP/GEF WIO-LaB Project Management Unit
United Nations Environment Programme
United Nations Avenue, Gigiri,
P.O Box 47074, Nairobi, Kenya
Tel: +254 020 621248/621270
Email: wio-lab@unep.org
Website: wiolab.org
DISCLAIMER:
The contents of this report do not necessarily reflect the views and policies of UNEP
or the GEF. The designations employed and the presentations do not imply of any
opinion whatsoever on the part of the UNEP, or of the GEF, or of any cooperating
organization concerning the legal status of any country, territory, city or area, of its
authorities, or of the delineation of its territories or boundaries.
Cover illustration:
For citation purposes this document may be cited as:
UNEP, 2006. Information Management Strategy for the Eastern Africa Coastal and
Marine Regional Clearing House Mechanism: Final Report prepared by Timothy M.
Waema. UNEP/GEF/WIO-LaB/CHM Report/2006
UNEP/GEF/WIOLAB/CHM Report/2006
Table of Contents
Executive Summary ....................................................................................................................... iii
1. Introduction................................................................................................................................ 1
1.1 Background........................................................................................................................... 1
1.3 Methodology ........................................................................................................................ 3
2. Analysis of Results and Findings............................................................................................... 5
2.1 Review of Existing Eastern African Regional Coastal Database ........................................ 5
2.2 Existing and Potential Users ................................................................................................ 9
2.3 Data/Information Needs and Sources .................................................................................. 9
2.4 Capacities of National Institutions..................................................................................... 10
2.5 Summary of Findings......................................................................................................... 12
3. Information Management Strategy .......................................................................................... 13
3.1 Information Management Framework ............................................................................... 13
3.2 Vision and Mission ............................................................................................................ 14
3.3 Objectives .......................................................................................................................... 14
3.4 Principles............................................................................................................................ 15
3.5 Information Management Strategies.................................................................................. 15
3.5.1 Content Strategy (Information Requirements)............................................................ 15
3.5.2 Institutional Framework Strategy ............................................................................... 18
3.5.3 Human Resources Strategy ......................................................................................... 19
3.5.4 Technology Strategy ................................................................................................... 20
3.5.5 Sustainability Strategy ................................................................................................ 20
3.6 Practical Next Steps ........................................................................................................... 21
4. Conclusions.............................................................................................................................. 23
5. Recommendations.................................................................................................................... 24
References..................................................................................................................................... 27
Annexes......................................................................................................................................... 28
Annex 1: List of Persons Interviewed...................................................................................... 29
Annex 2: List of Stakeholders Who Completed the Questionnaire......................................... 30
Annex 3: Questionnaire for an Information System for the Nairobi Convention for the
Protection, Management and Development of the Marine and Coastal Environment of the
Eastern Africa Region............................................................................................................... 31
Annex 4: Results of the Workshop on Regional Clearing House Mechanism ........................ 38
Annex 5: Names and Addresses of Participants of the Regional CHM Workshop.................. 45
Annex 6: Questionnaire Analysis Results................................................................................ 48
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List of Acronyms and Abbreviations
ACEP
African Coelacanth Ecosystems Programme
AOA Africa
Ocean
Atlas
ASCLME
Agulhas and Somali Current Large Marine Ecosystem
AU African
Union
CBO
Community Based Organization
CC Collaborating
Centre
CD Compact
Disk
CENECARTA
National Remote Sensing & Cartography Centre
CNRE
Chercheur au Centre National de Recherches sur l'Environnement
COP
Conference of Contracting Parties
CHM
Clearinghouse Mechanism
DEWA
Division of Early Warning and Assessment of UNEP
DCPI
Division of Communications and Public Information
EAF/14
Eastern Africa coastal and marine environment resources database and atlas project
EAC
East Africa Community
GEF
Global Environment Facility
GIS Geographic
Information
System
GPA
Global Programme of Action for the Protection of the Marine Environment from Land-
based Activities
GPS
Geographical Positioning System
ICT
Information and Communications Technology
IMS
Institute of Marine Sciences
IOC
Inter-Governmental Oceanographic Commission of UNESCO
IT Information
Technology
IUCN
The World Conservation Union
KMFRI
Kenya Marine and Fisheries Research Institute
MPA Marine
Protected
Area
MoU Memorandum
of
Understanding
NEMA
National Environment Management Authority of Kenya
NC Nairobi
Convention
NEPAD
New Partnership for Africa's Development
NFI National
Focal
Institution
NFP National
Focal
Point
NGO Non-Governmental
Organization
NN National
Node
NODC
National Oceanographic Data Centre
ODIN-AFRICA
Ocean Data and Information Network of Africa
SADCO
South Africa Data Centre for Oceanography
SDI
Spatial Data Infrastructure
SWIOFP
South Western Indian Ocean Fisheries Project
ToR
Terms of Reference
UN United
Nations
UNDP
United Nations Development Programme
UNESCO
United Nations Scientific and Cultural Organization
UNEP
United Nations Environment Programme
UPS
Uninterruptible Power Supply
WIO West
Indian
Ocean
WIO-LaB
GEF Project: Addressing land-based activities in the Western Indian Ocean
WIOMSA
Western Indian Ocean Marine Sciences Association
WWF-EAME
World Wildlife Fund - Eastern Africa Marine Eco-Region
WWW World
Wide
Web
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Executive Summary
The WIO-LaB Project, which addresses some of the major environmental problems and
issues related to the degradation of the marine and coastal environment due to land-based
activities in the Western Indian Ocean (WIO) region aims to improve the existing web-based
information system for the Contracting Parties Nairobi Convention (the Eastern African
Coastal and Marine Resources Database). The database will also serve as a Regional
Clearinghouse House Mechanism (CHM) for the Global Programme of Action for the
Protection of the Marine Environment from Land Based Activities (GPA). A consultancy
assignment was created to develop an information management strategy for the development
of CHM. In executing this assignment, data was collected through interviews with key
persons from the region and other key stakeholders, review of relevant documents and similar
websites. Questionnaires were also administered on key stakeholders in member countries of
the Nairobi Convention as well as other stakeholders. Additional information was collected
during a Regional Workshop on the development of the Regional CHM for the Nairobi
Convention that was held in Nairobi, Kenya in the period 9-11 May 2006.
The key findings of this assessment are as follows:
(a) The level of access of the existing Eastern African Regional Coastal Database is very
low. The key reasons are that (i) most people are not aware of its existence, (ii) most
data/information is out of date, (iii) most institutions in the WIO region do not provide
data/information for the database update and (iv)some institutions do not have the
necessary ICT facilities to access it.
(b) Most respondents accessed other websites, especially ODIN-AFRICA and WIOMSA as
an alternative or in addition to the existing Eastern African Regional Coastal Database.
(c) There was an overwhelming support for enhancing the existing Eastern African Regional
Coastal Database into a Regional CHM.
(d) The majority of the national institutions that responded to the questionnaire had a
functional computer network infrastructure, with access to the Internet. However, some of
the institutions did not have a computer network, had limited or no access to the Internet
and did not have appropriate computer-based information system for managing coastal
and marine resources, which is a challenge in establishing a Regional CHM.
(e) About 50% of the institutions surveyed did not have adequate ICT staff to support
information systems for coastal and marine management. There was overwhelming
support for the need to train staff in the CHM focal institution on content management,
content uploading and use of the Regional CHM.
The key conclusions of the assessment are as follows:
(a) The level of access of the existing Eastern African Regional Coastal Database is very
low. In addition, respondents had a high preference for other websites, especially ODIN-
AFRICA and WIOMSA. This preference was largely because the existing Eastern
African Regional Coastal Database did not contain pertinent data/information and was
not up-to-date.
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(b) The information requirements of the various categories of users are different and the
proposed CHM must ensure that the format/structure and method of presentation of the
information suits each category of users.
(c) There was concern over the sustainability of the WIO CHM. Several strategies for
sustainability have been proposed. Key among these is the commitment of financial
resources by both governments and national focal points, continuous relevance of the
CHM to national and regional issues, the continuous updating of the data and information
and appropriate human and ICT resources at the national CHM focal points.
(d) There were limited partnerships and collaborations between organizations or programmes
with related objectives. There is need for the WIO CHM to partner and collaborate with
institutions and programmes with related objectives in order to avoid wastage of
resources and to exploit the synergies, amongst other benefits.
The following are the recommendations of the assessment:
(a) Linkages with related initiatives: As recommended in the report of the Regional
CHM workshop, it is recommended that formal linkages be established with other
similar or related initiatives in the WIO region. Specifically, given the overlap with
the Africa Ocean Atlas (AOA) being developed under the auspices of IOC's
ODIN-AFRICA framework and the positive consultations already taking place, a
formal MOU should be developed as a matter of urgency. Linkages with other related
initiatives can be brought on board as the respective collaborations mature.
(b) Institutional framework: In order for the WIO CHM to serve the Nairobi
Convention, it is important that the implementation and operation of the regional CHM
is continuously linked to the needs/programmes of the various countries in the
framework of the Nairobi Convention. It is therefore recommended that the human
resources administering the regional node be funded from the Convention. However,
the operations of the Regional node should be supervised by the most appropriate
UNEP Division, e.g. DEWA or DCPI. At the national level, a national node will be
designated with staffing as defined in human resource strategy in section 3. In addition,
it is recommended that National Working Groups be created to improve on
coordination and synergy at the national level. The membership of the working group
should ensure representation of all key institutions that will provide data/information,
including representation of relevant ministerial departments, such as the departments in
charge of environment, natural resources, planning and national statistics; faculties or
schools in universities or research institutes in charge of marine/coastal research;
NGOs/CBOs working in coastal and marine management; regional programmes based
in the country, etc.
(c) Selection of national focal institutions: Given that the IOC-UNESCO ODIN-
AFRICA's National Oceanographic Data Centres (NODCs) are already operating in
most of the participating countries and given the significant overlaps between these
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initiatives, it is recommended that the national nodes for the CHM should be made to
coincide with these centres. The NODCs are:
Centre National de de Documentation et de Recherches Scientifiques
(CNDRS) Comoros
Kenya Marine and Fisheries Research Institute Kenya
Institut Halieutique et des Sciences Marines, Université de Toliara
Madagascar
Mauritius Meteorological Services Mauritius
Instituto Nacional de Hidrografia e Navegaçao (INAHINA) Mozambique
Seychelles Fishing Authority Seychelles
Institute of Marine Sciences, University of Dar Es Salaam Tanzania
The decision in regard to this exercise should be made by the participating national
governments who are contracting parties (COP) to the Nairobi Convention. However,
the criteria for designation of the CHM national node developed during the CHM
regional workshop should be used, with the provision that priority be given to making
the CHM national nodes coincide with the NODCs. Where this is not possible, a
collaborative mechanism should be developed to facilitate collaboration between the
CHM national nodes and the NODC. In certain instances, it may be necessary that staff
required for CHM operations could be appointed from both institutions. For example,
the Data Coordinator can be from the CHM national node while the Geospatial
Information Expert can be appointed from the NODC.
(d) Technological and human capacities of national focal institutions: Given the
varying technological and ICT human capacities of the potential NFIs, it is
recommended that an assessment of the existing technological and ICT human
capacities of the chosen NFIs is carried out. This assessment would enable the
appropriate intervention to be designed for a successful CHM implementation. For
example, some of the national nodes might have no capacities and may require
assistance from the regional node in order to set up national web sites that would be
linked to the CHM. Specifically with respect to human capacity, there is a need to
train staff in the CHM focal institution on content management, content uploading
and use of the Regional Clearing House Mechanism and to carry out awareness
campaigns to increase the level of usage of the WIO CHM.
The technological and human capacities outlined in the regional CHM workshop
should be expounded to become the criteria for assessment. Ultimately, the national
nodes will have uniform staffing and have a similar set of facilities and tools. For the
nodes below the national nodes, the national node should be able to provide
technological and human capacity support, where necessary, especially in data
collection.
(e) Updating the WIO CHM: The strategies to ensure the Regional CHM is updated
regularly include strengthening the data collection capacities of institutions that
collect data, regular updating of the central national data node, ensuring national focal
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institutions are motivated to compete in updating their sites and placing the mandate for
updating with the specific institutions that generate data.
(f) Data sharing: The Regional CHM workshop identified three levels of data sets that
could be shared: regional data sets (e.g. meteorological data, ocean currents, etc.),
national data sets (available upon request) and site specific data. It was suggested that
the national/site specific data of regional importance should be highlighted on
regional web site and the open access data be stored at a regional level. It was further
suggested that the nationally owned data should be stored at the national level. All
data sets are candidates for sharing and it would be up to the countries and institutions
to decide on best options of sharing their data.
It is recommended, in line with the Regional CHM recommendation, that the lessons
from ARSIE (Association de Réseaux des Systèmes d'Informations Environnemental)
on a data sharing mechanism at national level should be sought. These lessons would
guide in the development of the data sharing policy and mechanism at national levels,
subject to the exigencies of prevailing national data sharing policies. It is further
recommended, again in line with the Regional CHM agreement, that a working group
consisting of ACEP, WIO-LaB, IOC-UNESCO and other interested parties be
established to discuss meta-data formats for data documentation and sharing.
(g) Design of the Regional CHM: The design of the Regional CHM must be based on
the requirements in this report.
(h) Leadership of CHM: One of the key reasons why the existing EAF-14 database had
challenges in meeting the expectations of stakeholders was lack of leadership. It is
critical that the WIO CHM has strong and visible leadership at both regional and
national levels. The leadership will ensure that sufficient sense of urgency in updating
the CHM and stakeholders are engaged and involved in the project. The leadership
will also continuously communicate to ensure that the stakeholders have a clear
understanding of the CHM and the benefits it delivers.
(i) CHM implementation: The conceptualization of the WIO CHM has been very
participative. It is critical that the implementation of the Regional Clearing House
system continues to have the same level of participation of the stakeholders. This will
create a high level of commitment to and ownership of the CHM at the national level,
which in turn will certainly contribute to its sustainability. In addition participation, the
implementation of CHM should be phased out, with a careful choice of the first phase.
This choice must be made to ensure that it demonstrates the value of the Regional
CHM; builds momentum for future project activities; generates interest and
enthusiasm from both end-users and stakeholders; delivers tangible and visible
benefits; addresses an important, pertinent or urgent information need; and can be
clearly communicated to stakeholders. This will assist the CHM in gaining further
resources and support, and in turn enhance its sustainability.
(j) Practical next steps: The practical next steps in sub-section 3.6 should be
implemented immediately to raise the commitment of the stakeholders, to increase the
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ownership of the CHM at all levels and to build momentum to handle the more
difficult long-term actions.
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1. Introduction
1.1 Background
The UNEP/Nairobi Convention stakeholders, in developing the 20042007 work programme
and framework, tasked the Convention's Secretariat with the responsibility of establishing an
information system to meet the needs of Contracting Parties in implementing the Action Plan
for the protection, management and development of the marine and coastal environment of
the Eastern African Region. The Countries in the WIO Region that are Contracting Parties to
the Nairobi Convention are the States of Comoros, Seychelles, Madagascar, Mauritius,
Mozambique, Reunion (France), Somalia, Kenya, South Africa and Tanzania.
Access to and use of the increasingly diverse, comprehensive data and information on coastal
and marine environment is required by Contracting Parties to the Nairobi Convention in order
to deal with the vast array of policy, management, scientific and other practical issues. To
accomplish this, the Nairobi Convention needs to be able to compile and link disparate sets of
data and information to create the required information base and develop access services to
quickly provide information to decision-makers.
In working with partners, a comprehensive capability is required by the Nairobi Convention
to collect, integrate and analyze the rich data collections available in the Western Indian
Ocean region and present the results in forms that specialists and non-specialists can
comprehend. Within this context, the Nairobi Convention, through the WIO-LaB Project
entitled "Addressing land-based activities in the Western Indian Ocean" embarked on the
development of a web-based information clearinghouse mechanism, building upon the
existing Eastern African Coastal and Marine Resources Database and Atlas established under
the Nairobi Convention (www.unep.org/easternafrica). The existing Coastal and Marine
Database has challenges, as will be explained later, in facilitating the Western Indian Ocean
countries to fully participate and benefit from national and cross-border activities and
enabling these countries to readily have access to scientific, technical, environmental, legal
and policy level information essential for the sustainable development of their coastal and
marine environment.
The WIO-LaB Project addresses some of the major environmental problems and issues
related to the degradation of the marine and coastal environment due to land-based activities
in the Western Indian Ocean (WIO) region. The project was launched in Madagascar in July
2004 during the fourth meeting of the Contracting Parties to the Nairobi Convention. The
project is implemented by the United Nations Environment Programme (UNEP) and is
regarded as a demonstration project for the UNEP's Global Programme of Action for the
Protection of the Marine Environment from Land-based Activities (GPA). The project
represents a strong partnership between the Eastern African countries including the Island
states of the Western Indian Ocean (Kenya, Tanzania, Mozambique, South Africa,
Madagascar, Seychelles, Comoros and Mauritius), and has three main objectives: 1) Reduce
stress to the ecosystem by improving water and sediment quality; 2) Strengthen regional legal
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basis for preventing land-based sources of pollution; and 3) Develop regional capacity and
strengthen institutions for sustainable, less polluting development.
As one of the activities, the WIO-LaB Project aims to improve the existing web-based
information system for the Nairobi Convention (the Eastern African Coastal and Marine
Resources Database), which will also serve as a Regional CHM Node for the Global
Programme of Action for the Protection of the Marine Environment from Land Based
Activities (GPA), and will be a repository for coastal and marine data and information for the
Eastern Africa coastal region, including geospatial and socioeconomic data, oceanographic
data, marine ecological data, etc.
1.2 Terms of Reference
The objective of the consultancy was to develop an information management strategy that
will be adopted by UNEP/WIO-LaB Project and Nairobi Convention for the improvement the
existing EAF-14 web-based information system. The terms of reference of the consultancy
were as follows:
Review the current status of the Eastern African Regional Coastal Database and
existing plans for upgrading thereof.
Identify and classify existing and potential users of the information system, at the
national, regional and international levels.
Define data and information needs for the different user groups, including the format
in which such data and information should be made available, using experiences from
similar information systems as well as interviews with representative stakeholders
where needed.
Review technological developments and potential technological limitations for
different user groups as a basis for the design of the web-based data and information
system. Where appropriate, assess other ways of making data- and information
available to users.
Identify potential third-party sources of data- and information, including national and
regional institutes, as well as international organizations and projects active in the
region
In cooperation with the WIO-LaB Project Management Unit, consult potential third
party sources of data- and information in order to establish ways in which such data-
and information could be made available through the web-based data and information
system, either as pure data, or as meta-data.
Review the proposed structure of the data and information system from an
Information Management point of view, and provide relevant advice for improvement
in this regard.
Review and advice on ways in which long-term sustainability of the web-based data
and information system could be ensured.
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Review the proposed capacity building and awareness building activities related to the
data- and information system, and provide advice with regard to the nature, approach
and content of such activities and finally,
Participate in a regional workshop (in Nairobi) to discuss the results of this
assignment and agree on the way forward with regard to the establishment of the data
and information management system.
The expected outputs were:
1. A report presenting the results of the assignment, including advice and
recommendations with regard to the issues reviewed and assessed as per the above
terms of reference, constituting an Information Management Strategy, and,
2. A regional workshop to discuss the results of this assignment and agree on the way
forward with regard to the establishment of the data and information management
system.
1.3 Methodology
The assessment to fulfill the above terms of reference involved interviewing key staff in
UNEP, desk review of relevant documents, review of similar websites, survey using a self-
administered questionnaire and a regional workshop of stakeholders. These methods of data
collection are outlined below.
(a) Interviews: Interviews were conducted with staff from UNEP/DEWA, the WIO-LaB
Project Management Unit, the Nairobi Convention Secretariat and other key
stakeholders. Annex 1 shows the names of persons who were interviewed.
(b) Desk Study of documents: Relevant documents on the UNEP/Nairobi Convention
and WIO-LaB Project as well as other relevant documents were reviewed. The
reference section shows the list of the documents that were reviewed.
(c) Websites review. In a desk-study, the status of the existing UNEP/Nairobi
Convention Eastern African Regional Coastal Database was reviewed. In addition,
websites that have comparable objectives were reviewed over the Internet. The
following are some of the key web-sites that were reviewed:
http://www.gpa.unep.org
http://www.wiomsa.org
http://www.odin-africa.net
http://www.africanoceans.net
http://www.unepscs.org
http://www.biodiversity-chm.eea.europa.eu
http://www.biodiv.se
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(d) Questionnaire. A questionnaire was designed to collect data from key stakeholders in
the member countries of the Nairobi Convention. This questionnaire was distributed
by the WIO-LaB Project Management Unit to all the Collaborating Institutions and
other regional and international partners. The questionnaire was also completed by
members of the WIO-LaB Project Steering Committee during the second regional
meeting that was held on March 7, 2006 in Mombasa, Kenya, as well by most
participants of a regional planning workshop held at UNEP Headquarters in Nairobi,
Kenya, on May 9-11, 2006. Annex 2 shows the list of stakeholders who completed
the questionnaire. The questionnaire itself is attached as Annex 3.
(e) Workshop. A regional workshop on the development of an Eastern Africa Coastal
and Marine Environment CHM was held in the period 9-11 May 2006 at UNEP
Headquarters in Nairobi, Kenya. The goal of the workshop was to seek opportunities
and agree on strategies for development of a consolidated, regionally coordinated and
integrated Regional CHM for the exchange of data and information on the coastal and
marine environment, for the Nairobi Convention, through establishment of synergies
with other regional initiatives. These issues were central to the consultancy
assignment and the outcome of the workshop is presented in Annex 4. More details
can be found in the Report of the CHM Regional meeting.
The above methods of data collection were effective in that the interviews targeted the most
relevant people, with those who were missed out in the interviews making their contributions
during the Regional CHM workshop. Further, the questionnaires and the Regional CHM
workshop collected similar data/information, achieving a reasonable degree of triangulation
of data/information. Finally, data was collected from a representative cross section of
stakeholders, from managers during the WIO-LaB Project Steering Committee regional
meeting to the technical personnel from regional/international institutions and national
governments during the CHM Regional meeting. Additional ideas were obtained by
reviewing the contents of websites with comparable objectives.
This report gives the analysis and findings of the data collection exercise in the next section.
The following section then synthesizes the results in an Information Management Strategy.
The next section gives the conclusions of the assignment. The final section provides
recommendations for action.
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2. Analysis of Results and Findings
The detailed results of analysis of the completed questionnaires, as referred to under point (d)
above, are presented in Annex 6. These results are shown question by question as per the
questionnaire given in Annex 3. Annex 4 presents the results of the workshop, as referred to
under point (e) above. In this section, we shall extract from these annexes the necessary
results to report the findings in line with the terms of reference.
2.1 Review of Existing Eastern African Regional Coastal Database
In 1993, UNEP initiated, within the framework of UNEP's Regional Seas Programme, the
project entitled the "Eastern Africa Coastal and Marine Environment Resources Database
and Atlas." The project, which is also referred to as Eastern Africa Action Plan project
number 14 (i.e EAF/14), was implemented by UNEP's Division of Early Warning and
Assessment (DEWA). It focused on the Eastern Africa Region, with countries that
participated being Kenya, Tanzania, Mozambique, Seychelles, Comoros, Madagascar and
Mauritius.
The overall goal of EAF 14 Project was to improve the understanding of Eastern Africa's
coastal and marine resources and its multiple uses through correct and usable information,
careful management and planning, accessible information, and public awareness on the
vulnerability of resources. The objectives of the project were the assessment of the coastal
and marine resources through:
(i) Strengthening the capacity of national institutions in the collation of data on the
coastal and marine environment, and in the storage, management and retrieval of
such information;
(ii) Development, together with national institutions and the wider community, an
electronic database system as a management tool towards integrated coastal zone
management;
(iii) Development, together with national institutions and the wider community, coastal
resources maps;
(iv) Strengthening the capability of national institutions in the use and management of an
electronic database system and coastal resource maps
(v) Creating awareness and facilitating the participation of the private sector, the
academic fraternity, NGO's, the wider community and the general public, in the
decision-making regarding the management of coastal and marine resources,
through the provision of data and information in the form of a coastal resources
atlas.
The information that was to be compiled in the database included:
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Physical Environment (Climate, Oceanography, Geomorphology, Hydrology,
Landcover)
Biological Resources (Fauna, Flora, Conservation)
Mineral Resources
Cultural And Recreational (Historical/Archeological sites, Recreation and tourism)
Socio-Economic Environment (Population, Industry, Fisheries, Ports and shipping,
Administration)
In 1996, the pilot phase of the project was evaluated and the conclusion was that the project
was still relevant to end users and had a potential for creating a sizeable impact on the
management of coastal and marine resources in Eastern Africa. The project was completed in
2002. Its key achievements were:
a) Established geospatial databases in the region through institutional capacity building and
training to promote effective utilization of environmental information and computer
technologies at the national level,
b) Developed operational Geographic Information System (GIS) coastal databases installed
in the government-designated collaborating institutions in the participating countries,
c) Produced and distributed comprehensive national assessment atlases on the status of
coastal resources of Kenya (1998), Tanzania (2001) and Comoros (2002),
d) Public awareness campaigns that generated public interest in environmental issues
leading to:
acceptance and active participation of all stakeholders supporting the Nairobi
Convention,
development of a significant scope for horizontal exchange of information through
a prototype website and online database that currently provides diversified
information, data, and a demo version of internet mapping, and
creation of an enabling environment for relevant policy making as was evidenced
by the enactment of a marine protected area by Parliament in Tanzania.
The following are the results of the review of the existing Eastern African Regional Coastal
Database.
(a) Access (see B1-B6 of Annex 6)
Of the 29 people who completed questionnaires, more than 50% (16) had never accessed the
existing EAF-14 database. The key reasons for not accessing the database were lack of
knowledge on the existence of the database and lack of Internet access in some of the
institutions. A review of the database showed that the average number of hits on the website
per day or per month was very low. Indeed, the questionnaire results show that those who had
access accessed the database very infrequently (see part B3 in Annex 6). Table 1 below
shows that even with the few hits, only about 10% or less comes from the WIO region
(assuming the rest of the world includes significant part of the region). This is an indication
that the database is visited more by people outside the WIO region.
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Table 1: Access to the existing Eastern African Regional Coastal Database by countries
Country
No. of pages viewed
Percent
from April 3, 2003 to
May 5, 2006
United States (and UN)
1740
49.6 %
United Kingdom
220
6.3 %
The Netherlands
179
5.1 %
France 162
4.6
%
South Africa
152
4.3 %
Belgium 152
4.3
%
Canada 104
3.0
%
Kenya 86
2.5
%
Israel 75
2.1
%
Italy 73
2.1
%
Unknown 38
1.1
%
The rest of the world
526
15.0 %
Total
3507
100.0 %
Also, those who access the database generally do not do so to update the information but
rather to access content (see part B4 in Annex 6). The key uses of the accessed content were
stated to be (see part B5 in Annex 6):
To know what other countries are doing
To help develop projects
To inform on-going research activities
To inform decision making processes
The database was found to contain maps and GIS data, pictures, journal articles, few
published reports and a limited number of contacts. It was suggested that it could be more
useful if it included the following (see Annex 4 and part B6 in Annex 6):
Description of the data using some of the established meta data management standard
parameters.
Information on national and regional legal instruments or laws.
Information and contacts of relevant national and regional organizations.
Current information on status of conservation, management and development of
coastal and marine resources
Information on best practices and demonstration projects.
More regional data on marine biodiversity data.
More scientific data.
Similar amounts of data for all WIO countries (some countries have more data than
others).
More spatial data would be advantageous since users tend to rely on such data and
specific maps for various purposes.
Newsletter for new information and reports.
A portal for key literature and reports for the Nairobi Convention.
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Promotional materials of the national nodes.
Online fora for guided discussion of relevant issues.
Disaster management plans.
(b) Challenges
Interviews and analysis of the questionnaires (see part B7 in Annex 6) indicated that the
following are the key challenges facing the existing regional database:
No new updates for several months/years. As a result, the content is inappropriate or
not useful.
Lack of incentives or obligatory mechanisms for collaborating institutions to update
the website.
Local institutions are not aware of the database.
ICT capacity problems in collaborating institutions, including Internet access and
required skills to access.
Inadequate funding (largely because there has been no proposals for funding from the
Nairobi Convention).
No clear institutional structure for administering and managing the website.
The EAF/14 project in DEWA did not have any institutional link to the Nairobi
Convention, which it was supposed to support.
At the same time, participating countries/institutions had their challenges, which had negative
implications for the EAF-14 regional database. The regional workshop established the
following challenges at the national levels:
Lack of specialized human skills.
Need to harmonize existing data to avoid overlaps and ensure ease of data exchange
(e.g. compatibility of database platforms).
Data sharing is limited.
Inadequate ICT infrastructure, including lack of GIS facilities in most national
institutions and poor maintenance of existing ICT facilities.
Lack of policies and standards on information management. In particular, lack of
information and data exchange policy at both institutional and national levels.
The marine biodiversity is not well studied (thus limited content).
Existing data is dispersed in several institutions and most often is not available at the
national level.
Lack of financial and logistical resources in the existing facilities.
Poor dissemination and marketing of environmental data and information.
Lack of sustainable programmes.
Inadequate commitment of stakeholders.
Lack of harmonisation of indicators / indices / parameters / units of measurement and
methodology.
Inadequate co-ordination, networking and collaboration among various institutions.
Inadequate capacity to analyze the collected data into useful information applicable in
decision making processes.
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2.2 Existing and Potential Users
The current users of the existing regional database are very few. They constitute largely
research agencies or institutions. Key users in these institutions are the scientists as well as
M.Sc. and Ph.D. students in "Western" countries (see 2.1 (a) above). If however the existing
database is enhanced and made a true Regional CHM, the potential users could be
categorized as shown in Table 2 below (see Annex 4 and parts B8 & C7 of Annex 6):
Table 2: Potential users of a regional Clearing House Mechanism
Category Potential
users
1. Central and local government
Policy makers, Policy implementers, Coastal &
marine resource managers
2. Research and academic institutions
Scientists, Researchers and Students
3. Community (NGOs, CBOs)
Coastal & Marine Resource Managers, Public
4. Private sector
Consultants, Chief Executives and Managers of
private firms
5. Media Media
Managers,
Journalists
6. Partners (national, regional and
Technical and Programme staff, Conservationists
international)
2.3 Data/Information Needs and Sources
The survey findings show a high preference by respondents for ODIN-AFRICA and
WIOMSA websites as alternatives for access to appropriate coastal and marine content (see
part C1 in Annex 6). The respondents access these websites to access the following key data
and information (see C2 in Annex 6):
Coastal and marine resources (maps, coastline topography, marine bio-diversity
database, GIS info, climate data, currents...)
Up-coming events or news
On-going research activities in the WIO region
Funding sources or calls for proposals for funding
The fact that respondents were able to access ODIN-AFRICA and WIOMSA websites
implies that Internet access in those participating institutions is not the reason why the
Nairobi Convention System was not visited by people in the region. This is corroborated by
information given in 2.1 (a) and (b) above.
The respondents of the questionnaire overwhelmingly agreed that the following are the key
benefits of enhancing the current regional database to become a Regional CHM (see part C3
in Annex 6):
Access to relevant marine and coastal environmental data and information.
Increased collaboration among partners and stakeholders.
Raised awareness on marine and coastal environmental issues.
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Getting informed of what is happening.
The key data/information required to establish the Regional CHM and the possible sources
are summarized in Table 3 below (see parts C4 and C5 in Annex 6).
Table 3: Data/Information required for the Regional Clearing House Mechanism and its sources
Data or information
Source
1. All Nairobi Convention
UNEP/NC Secretariat , National Focal Points
initiatives/projects
2. Relevant scientific publications
Scientific journals, scientists, universities, relevant national institutions
(e.g. KMFRI, IMS, CNRE, ORI and INRAPE), regional projects (e.g.
ODIN-AFRICA)
3. Technical reports
Research institutions (e.g. KMFRI, AIDE, CNDSRS), regional
progammes/bodies (e.g. ODIN AFRICA, WIOMSA), Data Centres, UN
Agencies
4. Policy analysis documents
Research/Development institutions, govt. depts & ministries (e.g. Min.
of Environment), regional institutions (e.g. Indian Ocean Commission,
NEPAD, etc.)
5. Socio-economic data
Research/ development institutions, national statistical offices, relevant
govt. depts.
6. Environmental challenges or
Institutions with GIS Depts, research institutions (e.g. KMFRI, IMS,
hotspots and GIS data
CNRE, ORI, INRAPE), regional programmes/bodies (e.g. ODIN-
AFRICA, WIOMSA)
7. Trends in ecosystem
Research institutions (e.g. KMFRI, IMS, CNRE, ORI, INRAPE), govt.
management in an area
depts & ministries (e.g. Min. of Environment), regional
programmes/bodies (e.g. ODIN-AFRICA, WWF, IUCN WIOMSA)
8. Raw scientific data, meta data
Hydrographic offices, National Data Centres, ESRI, Research
institutions (e.g. KMFRI, IMS, CNRE, ORI, INRAPE)
9. Relevant projects or activities
Partners, National Focal Points
being carried out by partners
10. Land use and land cover
Aerial photographs & satellite maps, land use maps, topographical sheets
11. Research projects
Donor funded projects, Research institutions (e.g. KMFRI, IMS, CNRE,
ORI, INRAPE)
2.4 Capacities of National Institutions
The following are the results of the review of the technological and human capacities of
national institutions (see parts D1 D8 of Annex 6).
(a) Technological capacities
From the questionnaire survey, the majority of the national institutions had a computer
network and a functional network infrastructure. However, of the 29 respondents, 24% (7)
indicated that their institutions did not have a computer network (see part D2 in Annex 6).
The same seven (7) respondents confirmed that their institutions had computers which were
not networked. In addition, just more than 50% (4) of the seven (7) pointed out that their
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institutions had a dial-up connection to the Internet while another three (3) indicated they had
no Internet connection at all. The rest had leased analog or digital Internet connections using
a variety of media and with varying speeds of connection (see parts D3 and D4 in Annex 6).
Finally, about 10% (3) respondents indicated that their institutions had no computer-based
information systems to collect, process, store and disseminate data/information on marine and
coastal resources. Of these three, two (2) are the same institutions which did not have a
computer network.
Although only a few of the respondents were from national focal institutions which are
involved in the development of the regional CHM, the lack of computer networks, Internet
connections and information systems for management of marine and coastal resources in
some of the institutions represents a challenge in establishing a Regional CHM. In general,
the survey questionnaire established that the technological challenges are lack of a corporate
database platform, lack of an appropriate computer-based information system for managing
coastal and marine resources and lack of or limited Internet connection (see part D7 in Annex
6).
The regional CHM workshop recommended that the designated national focal institution for
the Regional CHM should have the following ICT technical capacities:
Good and functional equipment hardware and software requirements for all the data
custodians (computers, plotters, scanners, printers, GPS, etc.).
Reliable internet access (preferably 24/7) with appropriate bandwidth.
Good back-up system (data storage media and devices, mirrored onsite storage, offsite
data storage), Uninterrupted Power Supply (UPS), all backed up by a good Data
Storage Policy.
Workable IT plans
It will therefore be necessary to carry out an audit of the existing institutional ICT
infrastructural capacities at designated national CHM focal institutions. The results of such an
audit would provide an objective indication of where an intervention may be required in order
to make the national nodes ready for CHM implementation.
(b) Human capacities
In about 50% of the cases, the institutions that responded to the questionnaire indicated that
they had internal dedicated or part-time staff to support their information systems for coastal
and marine management. However another 50% had only external persons (contractors or
consultants) or no one supporting their information systems for coastal and marine
management (see part D6 in Annex 6). Of the four (4) institutions that did not have any staff
(internal or external), two (2) are the same institutions that did not have a network.
Overall, the most critical challenge is the lack of dedicated data/information management
personnel. Other key human resource capacity challenges include lack of leadership in
information and communication technology, lack of ICT skills amongst most potential users
and lack of awareness of the role of ICT amongst institution's management (see part D8 in
Annex 6).
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Almost all respondents of the survey questionnaire agreed that the key ICT human capacities
to be built in the national CHM focal institutions to ensure regular updating of the CHM are
dedicated and trained content manager, training on uploading onto the web-based CHM, and
training on the use of the CHM. In terms of raising awareness to ensure wide usage of the
CHM, the respondents of the questionnaire identified the following strategies (see part E3 in
Annex 6):
Organize awareness campaigns, workshops or seminars for policy makers and new
and existing users.
Wide distribution of promotional materials, e.g. leaflets, CDs, brochures, posters, user
manuals, etc.
Public awareness campaigns using a variety of media.
Advertising (e.g. publicity and news articles) in key national and regional marine
electronic websites and links to database.
Wide and regular distribution of an electronic newsletter.
2.5 Summary of Findings
The following is a summary of the findings:
(a) The level of access of the existing Eastern African Regional Coastal Database (EAF-14)
was very low. The key reasons are that most people are not aware of its existence and
most data/information is out of date. Also, most institutions do not provide
data/information for the database update and some institutions do not have the necessary
ICT facilities to access it.
(b) Most respondents accessed other websites, especially ODIN-AFRICA and WIOMSA as
an alternative or in addition to the existing Eastern African Regional Coastal Database.
(c) There was an overwhelming support for enhancing the existing EAF-14 regional database
into a Regional CHM for Nairobi Convention, largely because the stakeholders believed
the CHM had benefits in their efforts to manage and protect the coastal and marine
environment. The data/information required for this mechanism and its sources were
identified as shown on Table 3.
(d) The majority of the national institutions that responded to the questionnaire had a
functional computer network infrastructure, with access to the Internet. However, some of
the institutions did not have a computer network, had limited or no access to the Internet
and did not have appropriate computer-based information system for managing coastal
and marine resources, which is a challenge in establishing a Regional CHM.
(e) About 50% of the institutions surveyed did not have ICT staff to support information
systems for coastal and marine management. There was overwhelming support for the
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need to train staff in the CHM focal institution on content management, content
uploading and use of the Regional CHM.
3. Information Management Strategy
3.1 Information Management Framework
The information management strategy recommended in Section 3 is based on the framework
shown in Figure 1 below.
Figure 1: Information management framework
Information
Construct meaning
management
construct
1. Vision
A vision is a shared image of what an entity wants to become
within a broad time horizon. It answers the question: "What
will success look like"?
2. Mission
A mission defines the basic reasons for the existence of an
entity and helps legitimize it in its environment. It captures
the broad purpose and functions of the entity to achieve the
purpose.
3. Principles
These are the key notions or rules to ensure that information
management activities are effective and successful
4. Objectives
Objectives give what is to be achieved in a broad time
horizon. Guided by the principles, the objectives should be
able to achieve the vision and mission of the entity.
5. Strategies
Strategies are statements that set how the entity will achieve
its objectives. Information management strategies should
address content, people, processes, technology and
institutional arrangements for successful implementation
6. Practical next
These are the short-term actions or commonly referred to as
steps
"quick wins". They require minimal resources, are visible,
are in line with the objectives and strategies and can be
implemented in the short term. They provide evidence that
the entity is on track to achieve the long term vision,
facilitate commitment from the stakeholders and build
momentum towards the more longer term actions.
Based on the above framework, the information management strategy of the Regional CHM
is described below.
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3.2 Vision and Mission
(a) Vision
The suggested Vision of the WIO Region Clearing House Mechanism for Nairobi
Convention is:
To be a sustainable first port of call for information on the coastal and marine
environment in the Western Indian Ocean Region
(b) Mission
The suggested Mission of the WIO Region Clearing House Mechanism for Nairobi
Convention is:
To provide accurate and relevant data and information for improved management and
protection of the coastal and marine environment in the Western Indian Ocean Region
3.3 Objectives
The Clearinghouse Mechanism should promote the advertising, discovery, access,
dissemination and use of information and data held by many organizations using the Internet.
The regional workshop recommended that the proposed WIO Region Clearing House
Mechanism should serve the interests of the Contracting Parties of the Nairobi Convention
and act a node of the UNEP/GPA CHM. To this extent, and in line with the vision and
mission above, the objectives of the WIO CHM are:
(a) To support the collection of timely and relevant data and information from
appropriate CHM nodes;
(b) To facilitate access to information and data (actual data or metadata) by stakeholders;
(c) To provide search engine facilities for relevant web resources, with ratings on their
usefulness for different subjects or themes;
(d) To provide communication and discussion fora relevant for all stakeholders; and
(e) To avail data and information to support decision-making in the field of the
management and protection of the coastal and marine environment of the WIO
Region;
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3.4 Principles
The key principles that will govern the operation of the proposed Regional Clearing House
Mechanism are:
(a) There should be a broad participation of all key stakeholders.
(b) Lower level nodes will collect and store data working under the guidance of the
national nodes.
(c) The national nodes will act as coordinating bodies to facilitate data sharing between
national institutions.
(d) The national nodes will set the data/information sharing policies and required meta
data standards.
(e) Data and information should be kept relevant, accurate and up to date.
(f) Data and information ownership is at the lower level nodes that generate it.
(g) General data or meta-data and information will be freely and readily accessible to
stakeholders who need it. Lower level nodes however have a right to deny access to
specific data which they consider to have significant intellectual value or charge
appropriately for its access.
3.5 Information Management Strategies
3.5.1 Content Strategy (Information Requirements)
The information requirements of the potential users of the Regional Clearing House
Mechanism are as recommended in Table 4 below:
Table 4: Information requirements of the Regional CHM
Users Information
requirements
Central and local government
Reports and data on economic activities of various parts of the
(policy makers)
coast
Reports and/or outlines of on-going research projects/activities
Technical reports
Reports on coastal and marine environmental status and
challenges in various countries
Processed data, graphics, maps, etc
Links to government websites with relevant socio-economic
information
Static maps/GIS maps
Information on demonstration projects
Newsletters from partner institutions
Calendar of meetings in the WIO Region and elsewhere
UNEP/Nairobi Convention publications
Information on Nairobi Convention initiatives or projects
Long-term development plans and strategies of key
institutions
Information on other ongoing initiatives and projects
Annual reports of key institutions in the WIO Region
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Users Information
requirements
Research and academic
Reports and /or outline sof on-going research
institutions
projects/activities
Technical reports of various research /assessment activities
Reports on environmental status and challenges in
participating countries
Raw and processed data, graphics, maps, etc
Links to government websites with relevant socio-economic
information
Static and dynamic maps/GIS maps
Information and data on demonstration projects
Newsletters of partner institutions
Calendar of meetings in the WIO Region and elsewhere
Existing opportunities for research collaboration
Information on research grants/consultancies
Research publications (journal papers, reports, conference
proceedings, etc)
UNEP/Nairobi Convention publications
Reports and summaries of research outputs
List of scientific publications with links to full articles, where
possible (and where possible, full articles)
Contacts of other researchers and scientists, sorted by areas of
research
Research institutions annual reports
Discussion forums on specific disciplines
Community (NGOs & CBOs)
Newsletters of partner institutions
Calendar of meetings in the WIO Region and elsewhere
Index of all NGOs & CBOs
Reports and data on economic activities of various parts of the
coast
Outline of on-going research projects/activities
Summary of technical reports
Technical reports of various research /assessment activities
Reports on environmental challenges in various parts of the
coast
Processed data, graphics, maps, etc
Links to government websites with relevant socio-economic
information
Static maps/GIS maps
Information on demonstration projects
UNEP/Nairobi Convention publications
Information on community projects
Private sector
Reports and data on economic activities of various parts of the
coast
Summary of technical reports
Reports on environmental challenges in various parts of the
coast
Processed data, graphics, maps, etc
Links to government websites with relevant socio-economic
information
Static maps/GIS maps
Information on demonstration projects
Information on Nairobi Convention initiatives or projects
Long-term development plans and strategies of key
institutions
Information on other ongoing initiatives and projects
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Users Information
requirements
Media
Reports and data on economic activities of various parts of the
coast
Outline of on-going research projects/activities
Summary of technical reports
Reports on environmental status and challenges in
participating countries.
Processed data, graphics, maps, etc
Links to government websites with relevant socio-economic
information
Static maps/GIS maps
Information on demonstration projects
Newsletters of partner institutions and projects
Calendar of meetings in the WIO Region and elsewhere
UNEP/Nairobi Convention publications
Information on Nairobi Convention initiatives or projects
Long-term development plans and strategies of key
institutions
Information on other ongoing initiatives and projects
Annual reports of key institutions in the WIO Region
Partners (national, regional
Reports on economic activities of various parts of the coast
and international)
Outline of on-going research projects/activities
Summary of technical reports
Reports on environmental status and challenges in
participating countries.
Processed data, graphics, maps, etc
Links to government websites with relevant socio-economic
information
Static maps/GIS maps
Information on demonstration projects
Newsletters of partner institutions and projects
Calendar of meetings in the WIO Region and elsewhere
UNEP/Nairobi Convention publications
Information on Nairobi Convention initiatives or projects
Long-term development plans and strategies of key
institutions
Information on other ongoing initiatives and projects
Annual reports of key institutions in the WIO Region
The format and the means of presentation of the above information to the various users was
not sought through the questionnaires. The format or structure of the information required by
each user group and its technological limitations is proposed in Table 5 below based on
experience with other systems. The table also summarizes the recommended methods of
presentation of the information to the various users.
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Table 5: Proposed format/structure and methods of presentation of information to users
Users Format/
Technological
Methods of information
structure of
limitations of users
presentation
information
Central and local
Summaries
May only appreciate
Static GIS maps
government (policy makers)
Trends
the role of technology
Graphs, tables and other
Community (NGOs and
Highlights
in their business
charts
CBOs)
Feature
May use desk top
Static text
articles
applications, access
Private sector
Internet and
communicate
Media
electronically
Partners (national, regional
and international)
Research and academic
Summaries
None
Static and dynamic GIS
institutions
Trends
maps
Highlights
Graphs, tables and other
All details
charts
Static and interactive
text
The key strategies to ensure that the regional CHM is kept up-to-date are (partly from part E4
in Annex 6):
Strengthen the capacities of institutions that collect data to do this and update the
central national data node. For more effective updates, this capacity building support
should be tied to actual updating exercises.
A mechanism should be put in place for the national focal institutions to compete in
updating. This mechanism may involve competition for access to additional resources.
Mandate to update the system should be given to the specific institutions that generate
data through memoranda of understanding with the national nodes.
3.5.2 Institutional Framework Strategy
The Regional CHM will depend on a decentralized process of gathering, organizing and
managing information in a network of national nodes. At the centre of this network is the
regional node. This node will be located at UNEP under the auspices of the Nairobi
Convention Secretariat. The coordination and management of the Regional CHM must be
integrated into the Nairobi Convention structures. It is therefore recommended that the human
resources administering the regional node be funded from the Convention. However, the
operations of the Regional node should be supervised by the most appropriate UNEP Division,
e.g. DEWA or DCPI. With this integration, the Nairobi Convention should then be able to
drive sustainably the development and operation of the WIO CHM.
The next level in the network is the national nodes. These nodes will be in designated
national focal institutions. The roles of these institutions will be:
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To identify useful data from lower level nodes.
To define the roles of lower level nodes and assign responsibilities for data collection
(e.g. which institution collects what data).
To act as coordinating bodies to facilitate data collection and sharing.
To facilitate data and information integration.
To manage data according to national priorities.
To undertake data quality control.
To publish metadata on agreed standards from the various sources.
In order to improve on coordination and synergy at the national level, it is recommended that
national working groups be created. These would involve focal points of different national
institutions and projects. In countries where there are existing inter-agency environmental
Working Groups and Inter-Ministerial Committees, efforts should be made to facilitate
collaboration with the national CHM Working Group.
The national nodes should have a similar suite of facilities and tools in order contribute
effectively in the mechanism. The recommended staffing at each national node is as outlined
in the human resource strategy below.
The institutions below the national nodes form the next layer of nodes. These are the
institutions that collect and collate data in line with guidelines provided by the national node.
3.5.3 Human Resources Strategy
The Regional CHM workshop recommended that the chosen national focal institutions
should have the following minimal human resource capacities:
A dedicated Information and Database Coordinator in the national node with a good
knowledge of the technical aspect of data management e.g. data formats. The
Coordinator may not necessarily sit at the node but must be available to it. The
Coordinator will also be responsible for identification of capacity-building needs for
the institutions that are part of the national node. Coordinators without the
appropriate knowledge/skills should be trained and strategies be devised to facilitate
subsequently passing of knowledge to the members of the national node. The
Coordinator will also have the role of establishing linkages with the regional CHM
node.
The Data Coordinator should preferably have staff with the following expertise:
Library cataloguing.
Data management capability.
Geospatial information expertise.
Database design expertise.
However, in addition to addressing the human resource situation in national nodes, it is
important to address the regional human-capacity required for sustainability of the system.
The responsibility of administering the existing Eastern African Regional Coastal Database
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has so far been the UNEP's Division of Early Warning and Assessment (DEWA), which is
not part of the division's core business. The recommendation here is that the CHM should be
integrated into the Nairobi Convention programmes in line with the recommendations of the
fourth COP meeting of 2004. In this respect, a CHM Administrator (a management
information specialist) should be established as a resource of the NC Secretariat. This
resource can then be supervised by the most relevant division in UNEP. This will be DEWA
in the initial period given the long history and the interest and commitment this division has
exhibited with the existing East African Coastal and Marine Resource Database and Atlas.
However, in the longer term, the supervision of the resource should be transferred to DCPI,
whose mandate is more relevant to the functions of the CHM.
The CHM Administrator would work with national node Data Coordinators to ensure the
CHM is always up-to-date and provide the necessary on-line support to the National Data
Coordinators.
3.5.4 Technology Strategy
The WIO CHM needs to be linked to the systems in the national nodes in order to facilitate
easy update of the CHM and exchange of information between the CHM and national
systems. In this respect, it is necessary to ensure seamless integration with these systems. The
technologies chosen for implementation must therefore have open standards. In addition, the
user interfaces should be "human-friendly" and they should present a consistent "look-and-
feel" across all applications, including standard navigation and page layouts. This will
increase user acceptance of the CHM and reduce the need for extensive user training.
3.5.5 Sustainability Strategy
It is one thing to implement the proposed CHM but quite another to ensure its operations are
sustainable. It is critical that the operations of the CHM are sustainable from financial,
technical and organizational points of view. The stakeholders must ensure that the system is
sustainable on long-term basis; otherwise it would become an unsuccessful project that fails
to deliver the expected benefits. Partly based on some of the ideas of the regional CHM
workshop, the recommended sustainability strategies are:
(a) Commitment and ownership by national governments and focal institutions: As
a part of its commitment to the Nairobi Convention, each government is expected to
facilitate the appointment of a national focal institution and to provide part funding of
the CHM activities in this institution. In addition, each national focal institution is
expected to institutionalize the regional CHM requirements into the national
development programs and mobilize appropriate financial resources. More
specifically, governments will have to provide for financial resources to sustain their
national CHM operations. This commitment will have to be obtained at the highest
level of the Nairobi Convention, i.e. Conference of Contracting Parties. At the same
time, national CHM focal institutions will have to create a budget for their CHM
operations.
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(b) Tangible and visible benefits of the WIO CHM: The CHM will be supported by
the WIO-LaB Project until 2008. However, for participating governments to commit
resources beyond this period and sustain the regional system, it is critical that the
system demonstrates its usefulness and relevance by producing tangible and visible
benefits in addressing national and regional coastal and marine issues. These benefits
may include increased visibility or exposure in the WIO region, enhanced
cooperation, new funding opportunities arising from new cooperations, income
generation opportunities arising from ability to sell data and services, and so on.
(c) Relevant and up-to-date data/information: It is critical that Regional CHM is
relevant to the needs of users. It is therefore important that there is regular feedback
from users in order to ensure that data/information remains relevant to their
requirements. In addition, there should be regular updates to ensure the
data/information contained in the CHM is always up-to-date.
(d) Regular review: The requirements of the users of the CHM are dynamic. It would
therefore be important to facilitate regular monitoring and review of the regional
system in order to meet the changing needs of various users.
(e) Collaboration: The WIO CHM will loose value if it duplicates what is being done by
other projects and/or programmes in the WIO Region. It is therefore crucial that effort
is made to secure mutual collaboration with other regional/global programs,
initiatives and other CHMs, e.g. IOC-UNESCO's ODIN-AFRICA framework.
(f) Dedicated and skilled human resources: It is not possible to sustain the regional
CHM system without dedicated human resources both at the regional and national
level institutions. It is therefore recommended that a CHM Administrator is funded
from Nairobi Convention programme budget and that dedicated personnel as
proposed in the human resource strategy above are funded at the national focal
institution level. These personnel must have the pertinent skills as well as clear roles
and responsibilities or job descriptions, linked to the regional and national CHM
mandates, respectively.
(g) Appropriate ICT infrastructure in national nodes: The WIO CHM will not be
reality without an appropriate ICT infrastructure in national nodes. This infrastructure
includes appropriate hardware and software to support national coastal and marine
resource management and a fast connectivity to the Internet.
3.6 Practical Next Steps
The following are the key next steps.
(a) Develop and sign an MOU on collaboration with the IOC's ODIN-AFRICA
framework.
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(b) Carry out research on what other related regional initiatives or programmes are doing,
what data/information can be shared and the nature of collaboration with the
respective institutions. This research could initially be undertaken by UN volunteers.
(c) Recruit a Systems Administrator (an information management expert) to develop and
implement the CHM and build the necessary technical and user capacity. This
Administrator will be responsible to the Nairobi Convention Secretariat but will be
initially supervised by DEWA. This person must be retained on a full-time basis or on
such a part-time basis as is necessary to transfers the knowledge to a lower level full-
time resource person.
(d) Finalization of the selection of CHM's national nodes by the Contracting Parties
(COP) to the Nairobi Convention. Using the criteria developed during the CHM
regional workshop, the Project Management Unit of the UNEP/GEF WIO-LaB
Project should work with the Nairobi Convention and the National Focal Points to
finalize the designation of outstanding cases.
(e) Appoint the national Data Coordinators, who would provide the required leadership
of the CHM during implementation and into operational usage. The national
governments must be involved in these appointments.
(f) Develop and sign MOUs with designated national nodes. Funds would then be
transferred based on the terms and condition specified in the signed MOUs.
(g) National governments to integrate CHM into national environmental planning and
create a budget to support national CHM activities from 2008.
(h) Carry out an assessment of the existing technological and ICT human capacities of
the chosen CHM national nodes to determine the intervention required during the
system implementation. The assessment should be done using agreed criteria, the
basis of which was developed during the regional CHM workshop. This assessment
could be carried out by UN Volunteers. ICT facilities and human capacity building
for each national node would be based on this assessment.
(i) Develop a data sharing policy and mechanism at national levels. This policy should be
discussed and agreed upon by the national stakeholders.
(j) Develop and distribute promotional material on the CHM and compile the first
newsletter of the WIO CHM. This could be carried out by UN Volunteers.
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4. Conclusions
The conclusions presented in this section are based on the assessment made. Specifically,
they are based on analysis of the questionnaires and interviews as well discussions during the
Regional CHM workshop.
(a) The level of access of the existing Eastern African Regional Coastal Database (EAF-
14 Database Project) was very low. In addition, respondents had a high preference for
other websites, especially ODIN-AFRICA and WIOMSA. This preference was
largely because the EAF-14 database did not contain pertinent data/information and
was not up-to-date.
(b) The information requirements of the various categories of users are different and the
proposed CHM must ensure the format/structure and method of presentation of the
information suites each category of users.
(c) There was concern over the sustainability of the WIO CHM. Several strategies for
sustainability have been proposed. Key among these is the commitment of financial
resources by both governments and national focal points and continuous relevance of
the CHM to national and regional issues. Also, there is a need for continuous
updating of the data and information and appropriate human and ICT resources at the
national CHM focal point institutions.
(d) There were limited partnerships and collaborations between organizations or
programmes with related objectives. There is need for the WIO CHM to partner and
collaborate with institutions and programmes with related objectives in order to avoid
duplication of effort and wastage of limited available resources and to exploit the
synergies, amongst other benefits.
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5. Recommendations
From the assessment, the implementation of the WIO CHM has some challenges. Key among
these are leadership, commitment and ownership of the CHM at both regional and national
levels; institutional framework at both regional and national levels; human and ICT resource
capacities at national and sub-national nodes; partnerships and collaborations with related
initiatives; and data sharing. The recommendations given in this section are meant to address
these challenges and ensure successful implementation of the WIO CHM. They are based on
the assessment made as well as on the Consultant's experience in implementing information
systems in organizations.
(a) Linkages with related initiatives: As recommended in the report of the Regional CHM
workshop, it is suggested that formal linkages be established with other similar or related
initiatives in the WIO region. Specifically, given the overlap with the Africa Ocean Atlas
(AOA) being developed under the auspices of IOC-UNESCO ODIN-AFRICA
framework and the positive consultations already taking place, a formal MOU should be
developed as a matter of urgency. Linkages with other related initiatives can be brought
on board as the respective collaborations mature.
(b) Institutional framework: In order for the WIO CHM to serve the Nairobi Convention, it
is important that the implementation and operation of the regional CHM is continuously
linked to the needs/programmes of the various countries in the framework of the Nairobi
Convention. It is therefore recommended that the human resources administering the
regional node be funded from the Convention. However, the operations of the Regional
node should be supervised by the most appropriate UNEP Division, e.g. DEWA or DCPI.
At the national level, a national node will be designated with staffing as defined in human
resource strategy in section 3. In addition, it is recommended that National Working
Groups be created to improve on coordination and synergy at the national level. The
membership of the Working Group should ensure representation of all key institutions that
will provide data/information, including representation of relevant ministerial departments,
such as the departments in charge of environment, natural resources, planning and national
statistics; faculties or schools in universities or research institutes in charge of
marine/coastal research; NGOs/CBOs working in coastal and marine management; regional
programmes based in the country, etc.
(c) Selection of national focal institutions: Given that the IOC-UNESCO ODIN-AFRICA's
National Oceanographic Data Centres (NODCs) are already operating in most of the
participating countries and given the significant overlaps between these initiatives, it is
recommended that the national nodes for the CHM should be made to coincide with these
centres. The ODIN-AFRICA NODCs are:
Centre National de Documentation et de Recherches Scientifiques (CNDRS)
Comoros
Kenya Marine and Fisheries Research Institute Kenya
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Institut Halieutique et des Sciences Marines, Université de Toliara
Madagascar
Mauritius Meteorological Services Mauritius
Instituto Nacional de Hidrografia e Navegaçao (INAHINA) Mozambique
Seychelles Fishing Authority Seychelles
Institute of Marine Sciences, University of Dar Es Salaam Tanzania
The decision in regard to this exercise should be made by the participating national
governments who are contracting parties (COP) to the Nairobi Convention. However, the
criteria for designation of the CHM national node developed during the CHM regional
workshop should be used, with the provision that priority be given to making the CHM
national nodes coincide with the NODCs. Where this is not possible, a collaborative
mechanism should be developed to facilitate collaboration between the CHM national
nodes and the NODC. In certain instances, it may be necessary that staff required for CHM
operations could be appointed from both institutions. For example, the Information and
Database Coordinator can be from the CHM national node while the Geospatial
Information Expert can be appointed from the NODC.
(d) Technological and human capacities of national focal institutions: Given the varying
technological and ICT human capacities of the potential NFIs, it is recommended that an
assessment of the existing technological and ICT human capacities of the chosen NFIs is
carried out. This assessment would enable the appropriate intervention to be designed for
a successful CHM implementation. For example, some of the national nodes might have
no capacities and may require assistance from the regional node in order to set up national
web sites that would be linked to the CHM. Specifically with respect to human capacity,
there is a need to train staff in the CHM focal institution on content management, content
uploading and use of the Regional Clearing House Mechanism and to carry out awareness
campaigns to increase the level of usage of the WIO CHM.
The technological and human capacities outlined in the regional CHM workshop should
be expounded to become the criteria for assessment. Ultimately, the national nodes should
have uniform staffing and have a similar set of facilities and tools. For the nodes below
the national nodes, the national node should be able to provide technological and human
capacity support, where necessary, especially in data collection.
(e) Updating the WIO CHM: The strategies to ensure the Regional CHM is updated regularly
include strengthening the data collection capacities of institutions that collect data, regular
updating of the central national data node, ensuring national focal institutions are motivated
to compete in updating their sites and placing the mandate for updating with the specific
institutions that generate data.
(f) Data sharing. The Regional CHM workshop identified three levels of data sets that could
be shared: regional data sets (e.g. meteorological data, ocean currents, etc.), national data
sets (available upon request) and site specific data. It was suggested that the national/site
specific data of regional importance should be highlighted on regional web site and the
open access data be stored at a regional level. It was further suggested that the nationally
owned data should be stored at the national level. All data sets are eligible for sharing and
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it would be up to the countries and institutions to decide on best options of sharing their
data.
It is recommended, in line with the Regional CHM recommendation, that the lessons from
ARSIE (Association de Réseaux des Systèmes d'Informations Environnemental) on a data
sharing mechanism at national level should be sought. These lessons would guide in the
development of the data sharing policy and mechanism at national levels, subject to the
exigencies of prevailing national data sharing policies. It is further recommended, again in
line with the Regional CHM agreement, that a working group consisting of ACEP, WIO-
LaB, IOC-UNESCO and other interested parties be established to discuss meta-data
formats for data documentation and sharing.
(g) Design of the Regional CHM: The design of the Regional CHM must be based on the
requirements in this report.
(h) Leadership of CHM: One of the key reasons why the existing EAF-14 database had
challenges in meeting the expectations of stakeholders was lack of leadership. It is critical
that the WIO CHM has strong and visible leadership at both regional and national levels.
The leadership will ensure that sufficient sense of urgency in updating the CHM and
stakeholders are engaged and involved in the project. The leadership will also
continuously communicate to ensure that the stakeholders have a clear understanding of
the CHM and the benefits it delivers.
(i) CHM implementation: The conceptualization of the WIO CHM has been very
participative. It is critical that the implementation of the Regional Clearing House system
continues to have the same level of participation of the stakeholders. This will create a high
level of commitment to and ownership of the CHM at the national level, which in turn will
certainly contribute to its sustainability. In addition participation, the implementation of
CHM should be phased out, with a careful choice of the first phase. This choice must be
made to ensure that it demonstrates the value of the Regional CHM; builds momentum
for future project activities; generates interest and enthusiasm from both end-users and
stakeholders; delivers tangible and visible benefits; addresses an important, pertinent or
urgent information need; and can be clearly communicated to stakeholders. This will
assist the CHM in gaining further resources and support, and in turn enhance its
sustainability.
(j) Practical next steps: The practical next steps in sub-section 3.6 should be implemented
immediately to raise the commitment of the stakeholders, to increase the ownership of the
CHM at all levels and to build momentum to handle the more difficult long-term actions.
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References
1. UNEP, 2006. Addressing Land-based Activities in the Western Indian Ocean.
Report of the First Regional Workshop on the Development of a Clearinghouse
Mechanism and Information Sharing System on Eastern African Coastal and Marine
Environment Resources. UNEP /GEF/ WIO-LaB/CHM.1/2006
2. UNEP, 2005. UNEP-GEF WIO-LaB Project Annual Report 2005, UNEP-GEF WIO-LaB
Project Management Unit, Nairobi, Kenya
3. UNEP, 2006. Summary of the Eastern African Coastal and Marine Environment
Resource Information System Project (Project no. EA/1025-06-02)
4. UNEP, 2006. Addressing Land-based Activities in the Western Indian Ocean.
Report of the Second Meeting of the Regional Steering Committee Meeting.
UNEP/GEF/WIO-LaB/PSC.2/2006
5. UNEP. 2004. Report of the Fourth Meeting of the Contracting Parties to the Convention
for the Protection, Management and Development of the Marine and Coastal
Environment of the Eastern African Region, Madagascar.
6. The Nairobi Convention, 2002-2003 Reports, UNEP, Kenya, August 2003.
7. Eastern Africa Atlas of Coastal Resources, UNEP, Kenya, 1998.
8. Convention for the Protection, Management and Development of the Marine and Coastal
Environment of the Eastern African Region and Related Protocols, United Nations, 1985
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Annexes
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Annex 1: List of Persons Interviewed
1. Dr. Peter Scheren, Project Manager, UNEP/GEF WIO-LaB Project
2. Dr. Johnson Kitheka, Project Officer/Environmental Scientist, UNEP/GEF WIO-LaB
Project
3. Mr. Dixon Waruinge, Programme Officer, Regional Seas (Nairobi and Abidjan
Conventions), Division of Environmental Conventions, UNEP
4. Mr. Mwangi Theuri, Associate Programme Officer, Division of Early Warning and
Assessment (DEWA), UNEP
5. Ms. Ulrika Gunnatz, Junior Programme Officer, Regional Seas (Nairobi and Abidjan
Conventions), Division of Environmental Conventions, UNEP
6. Dr. Julius Francis, Executive Secretary, Western Indian Ocean Marine Science
Association (WIOMSA)
7. Ms. Jackline Uku, Research Scientist, Kenya Marine and Fisheries Research Institute
(KMFRI)
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Annex 2: List of Stakeholders Who Completed the Questionnaire
Name Institution/Programme
Country
1. Aboubacar Anabelle
Environmental Research
Comoros
2. Hachime Abderemane Biodiversity Conservation
Comoros
3. A. Fouad
Marine Parc (CBO)
Comoros
4. Farid Anasse
Environment Institute
Comoros
5. Yahaya Ibrahim
CNDRS
Comoros
6. Hamza Abdou Azali
INRAPE
Comoros
7. Ahmed Ali Mouridi
INRAPE
Comoros
8. Joseph Masinde
National Environment Management Authority (NEMA)
Kenya
9. Harrison Ong'anda
Kenya Marine & Fisheries Research Institute (KMFRI)
Kenya
10. Jackline Uku
Kenya Marine & Fisheries Research Institute (KMFRI)
Kenya
11. F. Tom Otieno
DRSRS
Kenya
12. Jean Roger
Office National pour l'Environnement
Madagascar
Rakotoarijaona
13. Satyanand Buskalawa Ministry of Environment
Mauritius
14. Simao Joaquim
National Remote Sensing & Cartography Centre,
Mozambique
CENECARTA
15. Joseph Rath
Pollution Control and Environmental Impacts Division,
Seychelles
Department of Environment, Ministry of Environment &
Natural Resources
16. Rodney Quatre
SCMRT MPA
Seychelles
17. Abirami S. Pillay
Department of Environment, Ministry of Environment & Seychelles
Natural Resources
18. Francis Coeur De
Centre for GIS, Ministry of Land Use and Habitat
Seychelles
Lion
19. Riaz Aumeeruddy
Seychelles Fishing Authority
Seychelles
20. Rudy van der Elst
Oceanographic Research Institute
South Africa
21. Carl K. Wainman
Southern African Data Centre for Oceanography
South Africa
22. Lucy Scott
African Coelacanth Ecosystem Programme
ACEP/ASCLME,
South Africa
23. Christopher Muhando Institute of Marine Sciences, University of Dar-es-
Tanzania
salaam
24. Desiderius Masalu
Institute of Marine Sciences, University of Dar-es-
Tanzania
salaam
25. Melita Samoilys
IUCN
IUCN
26. Julius Francis
WIOMSA
WIOMSA
27. Modesta Medaid
WWF EAME Programme
WWF
Note:
It is to be noted that two of the hard copy questionnaires got lost while moving offices.
However, the data from these questionnaires had been analyzed. It is only for purposes of
compiling this annex that the questionnaires were not available.
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Annex 3: Questionnaire for an Information System for the Nairobi
Convention for the Protection, Management and Development of the Marine
and Coastal Environment of the Eastern Africa Region
The Project entitled "Addressing land-based activities in the Western Indian Ocean"(herein referred to
as "WIO-LaB") addresses some of the major environmental problems and issues related to the
degradation of the marine and coastal environment due to land-based activities in the Western Indian
Ocean (WIO) region. The project is designed to serve as a demonstration project for the Global
Programme of Action for the Protection of the Marine Environment from Land-based Activities. As
one of the activities, the WIO-LaB Project aims to improve the existing web-based information
system for the Nairobi Convention (the Eastern African Coastal and Marine Resources Database),
which will serve as a regional CHM node for the Global Programme of Action (GPA) for the
Protection of the Marine Environment from Land Based Activities, and will host a geospatial and
socioeconomic data repository for the Eastern Africa coastal region. The objective of collecting data
through this questionnaire is to come up with the requirements to improve the existing web-based
information system for the Nairobi Convention and develop an information management strategy,
especially how such a system can be sustained in the longer term. The requirements and the
information management strategy will then be the basis for the implementation of the system to
facilitate the ability of the countries to readily access scientific, technical, environmental and legal
information essential for the sustainable development of their coastal and marine environment.
A. General
1. Date:
Name of Interviewee:
2. Institution: Position:
3. Role:
4. Type of institution
(Fill in the appropriate choice{separate with commas for multiple choices})
a. National government
b. Local
c. Other
d. International e. Non-
government
governmental
organization
Governmental
organizations
Organization
(NGO)
f. Community-based
g. Private sector
h. Academic/
i. Other
Organization (CBO)
Research
(specify)
Institutions
5. City/Town:
Country:
B. Existing Eastern African Regional Coastal Database (www.unep.org/easternafrica)
1. Do you access the existing Eastern African Regional Coastal Database? YES (Y) or NO (N)
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(Fill in the appropriate choice)
2. If NO, please explain why.
(Fill in the appropriate choice{separate with commas for multiple choices})
a. No knowledge of the
b. Lack of
c. Limited IT
d. Other (specify)
existence of the database Internet access in human capacity in
my institution
my institution
Please go to Section C after answering the above question, otherwise continue below.
3. If YES, how frequently, on average, do you access the database?
(Fill in the appropriate choice{separate with commas for multiple choices})
a. Several times in
b. Once a
c. Once in
d. Twice e. Once
f. Other (specify)
a month
month
a quarter
a year
a year
4. Why do you access the database?
(Fill in the appropriate choice{separate with commas for multiple choices})
a. To update
b. To access data c. To find out
d. Other (specify)
the database
& information
what is available
5. How do you use the information extracted from the database?
(Fill in the appropriate choice{separate with commas for multiple choices})
a. To inform
b. To know what c. To help
d. To inform
e. Other (specify)
decision
other countries
develop projects
on-going
making
are doing
research
processes
activities
6. In your view, what data or information is missing in the database?
7. What key challenges has the database system faced over the years?
(Fill in the appropriate choice{separate with commas for multiple choices})
a. System no longer
b. Database is
c. No new
d. Data and
e. No incentives for
sending periodic
inaccessible
updates for
information is not collaborating
email alerts on new
several
relevant or is
centres to update
updates
months/years
outdated
the website
f. Local institutions
g. Limited IT
h. Other (specify)
are not aware of the
capacity in
database
collaborating
institutions
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8. If the database was improved or upgraded, who are the potential users?
(a) In your institution?
(b) In your country?
(c) At regional/international level?
C. Enhanced Web-based Information System for the Eastern Africa Coastal Region
1. Which web-based marine and coastal information systems do you regularly access?
(Fill in the appropriate choice{separate with commas for multiple choices})
a. Odin
b. African
c.
d. UNEP GPA e. Other (specify)
Africa(ODIN-
Oceans.net(AfricanO
Wiomsa(wio
clearing
AFRICA.net)
ceans.net)
msa.org)
house(gpa.unep
.org)
2. What data or information do you access from these information systems?
3. What benefits would you expect from an enhanced information system for the Eastern Africa
Coastal Region?
(Fill in the appropriate choice{separate with commas for multiple choices})
a. Increased
b. Get
c. Raised
d. Access to
e. Other
collaboration among
informed of
awareness on
relevant marine and (specify)
partners and
what is
marine and coastal
coastal
stakeholders
happening
environmental
environmental data
issues
and information
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4. What are the key data/information required to establish such a system?
(Fill in the appropriate choice{separate with commas for multiple choices})
a. All Nairobi
b. Relevant
c. Technical d. Policy analysis
e. Socio-economic data
Convention
scientific
reports
documents
initiatives/projects
publications
f. Environmental
g. Trends in
h. Raw
i. Relevant
j. Links to partners
challenges or
ecosystem
scientific
projects or
hotspots (GIS format) management in data
activities being
an area (GIS
carried out by
format)
partners
k. Other (specify)
5. Where could the data/information in 4. above possibly come from?
Type/nature of
Source
Type/nature of
Source
data/information
data/information
a)
d)
b)
e)
c)
f)
6. What data/information do you produce that can be useful for such an information system?
7. Who are the possible users of the data/information that will be uploaded by your institution into
the Eastern Africa Coastal and Marine information system?
(Fill in the appropriate choice {separate with commas for multiple choices})
a. Policy makers
b. Policy
c. Researchers,
d. International e. Non-
implementers
scientists and students
organizations
Governmental
Organizations
(NGOs)
f. Community-based
g. Private
h. Other (specify)
Organizations
sector
(CBOs)
organizations
8. What data/information would your institution wish to access from such an information system?
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D. Institutional Capacity
1. Are the computers in your institution connected together into a network? YES (Y) or NO (N)
(Fill in the appropriate choice)
2. How would you best describe the network infrastructure in your institution?
(Fill in the appropriate choice {separate with commas for multiple choices})
a. An integrated network b. Isolated local area c. Isolated local area
d. One or two local
of personal computers
networks with servers networks with no
area networks which
with servers (application, for specific networks
servers (application,
do not cover all
web, mail, etc.) and
web, mail, etc.) and no
offices/spaces
software
software
e. Personal computers
f. No personal
g. Other (specify)
which are not networked
computers
3. What type of Internet access does your organization have?
(Fill in the appropriate choice {separate with commas for multiple choices})
a. None
b. Dial- c. Leased analog d. Leased digital e. Other (specify)
up
line
line
4. What is the highest Internet connection speed available to your organization?
(Fill in the appropriate choice {separate with commas for multiple choices})
a. 64 Kbps
b. 128 Kbps
c. 256 Kbps
d. 512 Kbps
e. 1,024 f. > 1,024 Kbps
Kbps
5. What technologies does your institution have to collect, process, store and disseminate data and
information on marine and coastal management?
(Fill in the appropriate choice{separate with commas for multiple choices})
a. Integrated
b. Web-
c. Geographical
d. Non-web-
e.
f. None g.
Other
management
based
information
based
Excel
(specify)
information
databases
system
databases
tables
systems
6. What technical human capacity do you have to support your information systems (IS) for marine
and coastal management?
(Fill in the appropriate choice {separate with commas for multiple choices})
a. Dedicated b. Staff from other
c. Outsourced
d.
e. None
f.
Other
IS personnel
departments on part-
contractors
Occasional
(specify)
time basis
consultants
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7. Outline the key technological challenges that your institution has in collecting, processing,
storing and disseminating data/information on marine and coastal management.
(Fill in the appropriate choice {separate with commas for multiple choices})
a. Lack of a
b. No or
c. Lack of
d. No access e. Other (specify)
computer-
limited access
database
to computers
based system to the Internet
software
8. Outline the key human resource challenges that your institution has in collecting, processing,
storing and disseminating data/information on marine and coastal management.
(Fill in the appropriate choice{separate with commas for multiple choices})
a. Lack of
b. No dedicated
c. Lack of
d. No ICT
e. Other (specify)
leadership in
data/information
awareness of
skills amongst
information &
management
the role of ICT most potential
communication
personnel
users
technology (ICT)
E. Sustainability Strategy
1. What in your view are the possible sources of sustainable funding for the operations and
management of the web-based information system?
2. What capacity should be built in the institutions charged with regularly updating the system?
(Fill in the appropriate choice{separate with commas for multiple choices})
a. Dedicated and
b. Training on
c. Training
d. Other (specify)
trained content
uploading onto on the use of
manager
the web-based
the web-
database
based
database
3. What awareness campaigns should be put in place to ensure optimal use of the information
system?
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4. What strategies should be put in place to ensure that data and information is always up-to-date?
(Fill in the appropriate choice{separate with commas for multiple choices})
a. Mandate to
b. Capacity
c. Resource
d. Other (specify)
update the system
building for
allocation for
from institutions
institutions that
institutions that
that generate data
update the system update the system
5. What strategies should be put in place to ensure that the system is sustainable in the longer term?
(Fill in the appropriate choice{separate with commas for multiple choices})
a. Involvement of stakeholders b. Adequate capacity in
c. Regular review of the system to
in system enhancement
the institutions that
ensure relevance to emerging
update the system
challenges
d. Relevant and up-to-date
e. Other (specify)
content
Please return the completed questionnaire to the following address:
Prof. Timothy Waema
School of Computing and Informatics
University of Nairobi
P.O. Box 30197, Nairobi, Kenya
e-mail: waema@uon.ac.ke
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Annex 4: Results of the Workshop on Regional Clearing House Mechanism
A regional workshop on the development of an Eastern Africa Coastal and Marine
Environment Clearinghouse Mechanism (CHM) was held in the period 9-11 May 2006 at
UNEP Headquarters in Nairobi in Kenya. The meeting was attended by 25 delegates from
Western Indian Ocean Region countries participating in the implementation of WIO-LaB
Project, namely South Africa, Mozambique, Tanzania, Kenya, Seychelles, Comoros,
Madagascar and Mauritius. The meeting was also attended by representatives of international
and regional organizations and programmes including WIOMSA, NEPAD, IOC-UNESCO,
ODIN-AFRICA, SADCO, WWF-EAME, ASCLME, SWIOFP and ACEP. The goal of the
workshop was to seek opportunities and agree on strategies for development of a
consolidated, regionally coordinated and integrated Regional CHM for the exchange of data
and information on the coastal and marine environment, for the Nairobi Convention, through
establishment of synergies with other regional initiatives. The following is an outline of the
key outcomes that are relevant to the consultancy assignment.
A4.1 Regional initiatives
Similarities and differences between regional initiatives
Projects such as ACEP, ASCLME, SWIOPF are or will all be generating databases on
more narrow issues which can be integrated within the CHM. In this regard it was
noted there was need for collaboration and or integration between these databases.
CHM may overlap with Africa Ocean Atlas (AOA) being developed under the ODIN-
AFRICA Framework. AOA is more general for a broader base of users. There are
however differences in operational structures and functions as well as products and
outputs of CHM and ODIN-AFRICA's AOA. The CHM for the Nairobi Convention
has a unique niche since it focuses on the needs of participating governments and the
focus would specifically be on the dissemination of data and information to the
governments of the countries that are contracting parties to the Nairobi Convention. It
was recommended that further analysis and communication between the two systems
will be initiated to avoid duplication
Options for CHM
Countries can be organized to collect information and contribute the same centrally.
Where countries cannot provide information and if information is not on the web, they
can put it on a national website or institutional websites. CHM would provide a link to
national institutional website. CHM would support national websites.
A4.2 What is the value of the CHM
Exploiting the synergies in multiple benefits.
Cost effective in duplication of data and also efforts of collection of data
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Standardization for regional analysis and error reduction.
CHM acts as a guiding mechanism to assist the National Nodes in getting the software
license, working methodologies and coordinating process.
CHM have a general purpose data and links to other data from regional and national
nodes - the links leads to marketing of the national nodes.
Harmonization of methodologies between countries which improves networking
capabilities and information sharing.
Certain regional donor agencies may be attracted for data.
Promotion of regional cooperation and development.
To facilitate priority areas for action for coastal management areas.
Adds value to national programmes.
Links to other CHM should be provided like ACHM, CBT and other MEA's.
Announcement of funding opportunities.
A4.3 What are the roles and responsibilities of the CHM?
Serve the interests of the Nairobi Convention member states.
Facilitate access to information and data (actual data or metadata) from national and
regional projects, for governments (build on the EAF/14 project).
Provide coordination for regional initiatives.
Act as a list of directories of:
o Experts (scientists, stakeholders, institutions)
o Metadata
o Data
Provide a search engine for relevant web sites, with ratings on their usefulness for
different subjects or themes.
Act as a catalyst for capacity building in the region.
Provide assistance to country nodes (financial, technical).
Communication (email list-server) but language diversity must be considered.
Provide linkages to national nodes and relevant resources in line with the key
thematic areas of the Nairobi Convention.
Provide decision-support for policy-making.
A4.4 What are the products and services of the CHM?
Central server that can also serve national nodes that do not have the ability to host
their own sites, while their capacity is built up to take this over.
Map server.
Publication of metadata.
Newsletter for new information and reports.
Portal for key literature and reports for the NC.
Promote/publicize the services of national nodes.
Provide an online forum for guided discussion of relevant issues.
Provide information about each country (on the website).
Provide information on disaster management plans.
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A4.5 Who are the end-users of existing regional coastal and marine information
systems?
Managers/practitioners
National and regional programmes
Policy makers (central and local governments)
Policy makers
Researchers & scientists (research institutions & universities)
Students
Consultants
Media
Public
NGOs
Other stakeholders
A4.6 Who are the end-users of existing national coastal and marine information
systems?
Resource managers
Policy makers & other government managers
Private sector
Education institutions
Scientific community
Consultants
Regional and international institutions
Public
The National organizations and institutions
Local authorities
NGOs
Local communities
Development projects
Pollution control agencies
A4.7 What are the challenges of existing regional coastal and marine information
systems?
Databases are scattered in several projects.
Data not in easily accessible format.
Limited GIS-based information systems.
Limited or lack of adequate human capacity, especially data management specialists.
Most data still in Grey literature.
Irregular updating.
Absence of clearly defined strategy for data and information management.
General lack of institutional standards and data management.
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A4.8 What are the challenges of existing national coastal and marine information
systems?
Lack of specialized human skills.
Need to harmonize existing data to avoid overlaps and ensure ease of data exchange
(e.g. compatibility of database platforms).
Data sharing is limited defining clear strategies for data sharing.
Inadequate ICT infrastructure, including lack of GIS facilities in most national
institutions.
Lack of policies and standards on information management. In particular, lack of
information and data exchange policy at both institutional and national levels.
The marine biodiversity is not well studied (thus limited content).
Existing data is dispersed in several institutions and most often is not available at the
national level.
Lack of financial and logistical resources in the existing facilities.
Poor dissemination and marketing of environmental information.
Lack of sustainable programmes.
Inadequate commitment of stakeholders.
Harmonisation of indicators / indices / parameters / units of measurement and
methodology.
Inadequate co-ordination, networking and collaboration among various institutions.
Inadequate capacity to analyze the collected data into useful information applicable in
decision making processes.
Maintenance and replacement of existing equipment.
A4.9 National institutional framework for managing coastal and marine information
systems
Considerations for national institutional framework
Ensure that data management activities are coordinated between existing NODCs and
NC national and regional task forces.
With respect to linking regional projects on a national level, it was noted that it was
important to create national working groups involving focal points of different national
institutions and projects in order to enhance coordination and establish synergies
between various related activities at national level. It was noted that where in some
countries, inter-agency environmental working groups and inter-ministerial committees
exists, effort should be made to facilitate collaboration
Work with the NC to ensure that the national governments support the concept of
CHM.
Look at other CHMs when defining the structure.
Institutional arrangements
The structure should recognize the distributed nature of the CHM - centralized
services at regional level and more specialized service at national level.
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In order to ensure provision of services at national level, it was noted that it would be
important for countries to come up with a development plan that clearly defines the
requirements of the national nodes.
The national nodes should also strive to obtain buy-ins from regional partners such as
UNDP, World Bank and other multilateral agencies. They could become members of
the CHM. With strong basis on a national level, regional entities will follow.
Strengthen national basis and then scale up to regional level, keeping the process open
and participatory.
Nodes could be different things in different countries depending on national
structures. It is possible to have more than one coordinating agencies.
Request the participating national governments, who are contracting parties (COP) to
the Nairobi Convention, to confirm and formalize the national centre or node.
Proposed structure
CHM nodes in each country (that are the same as, or closely linked to NODCs) in a
focal institution, with a focal contact person.
Recommended roles of national data centres as the key national institutional framework
National Data Centre (NDC) acts as coordinating body to facilitate other institutions
in data sharing and NOT to collect data.
NDC is to manage data according to national priorities.
Spatial Data Infrastructure (SDI) can be used as a mechanism to assist in the
coordination.
Identify existing data externally and once the data is available, the NDC facilitates
integration.
Define role of lower level nodes in data collection (which institution is collecting
what data metadata base, locate experts on quality control).
Publish (and enforce?) metadata on agreed standards from the various sources (lower
level nodes to hold the data).
Set polices to define and assign responsibilities to the institutions which can
themselves be defined as a node.
A4.10 What human resources will be required at National Nodes?
A dedicated Data Coordinator in the NN with a good knowledge of the technical
aspect with regards to data e.g. data formats, etc. The Data Coordinator may not
necessarily sit at the node but must be available to it. The Coordinator will also be
responsible for capacity building for the institutions under the NN. The Coordinator
without the appropriate knowledge/skills can be trained and consequently pass on the
knowledge. The coordinator will also have the role in coordinating with the regional
node.
The Coordinator will have staff with the following expertise:
Library cataloguing
Data management capability
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Geospatial information expertise
Database design expertise
A4.11 What ICT resources will be required at National Nodes?
Good and functional equipment hardware and software requirements for all the data
custodians (computers, plotters, scanners, printers, GPS)
Reliable internet access (preferably 24/7) with appropriate bandwidth
Good backup system (data storage media and devices, mirrored onsite storage, offsite
data storage, Uninterrupted Power Supply (UPS), all backed up with a good Data
Storage Policy. Storage by default ensure sustainability
Workable IT plans
A4.12 Recommended sustainability strategies
(a) Commitment and ownership by national governments e.g. institutionalized part
funding, appointment of appropriate NFIs, ...
(b) Commitment by the national focal institutions e.g. institutionalization into national
development programs research priorities and needs, resource mobilization
(c) Adequate human, financial and ICT capacities in national focal institutions
(d) Relevant and up-to-date data/information
(e) Collaboration with other regional/global programs, initiatives & other CHMs, e.g.
IOC-UNESCO's ODIN-AFRICA framework
(f) Willingness and commitment of development partners (UNESCO, UNEP, etc)
(g) Dissemination of information to resource users and other key stakeholders in a way
that is appropriate
(h) Information produced is used for policy formulation, decision-making processes,
etc.
(i) CHM work plan is integrated into Nairobi Convention work plan
(j) CHM to support the implementation of the mandates of NFIs
(k) Regular monitoring and review of CHM system
(l) Information provided adds value to stakeholder activities
(m) Constant communication and exchange of information between NFIs
(n) Permanent structure for CHM at regional level
(o) Dedicated staff at NFI with appropriate incentives
A4.13 Relevant Recommendations
1. Representatives of Participating Countries and international/regional organizations
recognized the importance of the Regional Clearinghouse Mechanism as a facility for
exchange and sharing of information in the Western Indian Ocean Region and agreed to
fully participate in and support this initiative.
2. Participants took note of the national and regional data and information management
initiatives focused on coastal and marine resources/environment, based upon the
presentations made by participating countries and regional organizations including
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NEPAD, IOC-UNESCO ODIN-AFRICA framework, ACEP, WWF-EAME, SADCO,
WIOMSA, among others, and recognized the need for CHM project to establish links with
such initiatives at both national and regional levels.
3. Participants took note of the current status of the EAF-14 Eastern Africa Coastal and
Marine Resources Database and efforts initiated by UNEP (Nairobi Convention/WIO-LaB
Project and DEWA) to improve/update the system in order to play an expanded role of a
Clearinghouse Mechanism.
4. In order to ensure its relevancy and sustainability, the CHM should be owned by the
national focal institutions in the WIO region and be responsive to the needs of the various
categories of stakeholders/users at both national and regional levels.
5. The CHM should ideally be built upon the existing national institutional frameworks and
mechanisms and participating countries should explore strategies of ensuring long-term
sustainability of the system through mobilization of support from the respective
governments and other stakeholders.
6. While recognizing the importance of using the existing National Oceanographic Data
Centres of IOC-UNESCO ODIN-AFRICA framework as the focal Points for the CHM, it
was decided that the National Focal Points for the UNEP/Nairobi Convention should
facilitate consultation at national level in regard to the designation of an appropriate
national institution as a CHM focal point, based upon criteria developed during the
meeting.
7. A Technical Working Group composed of ODIN-AFRICA, ACEP, DEWA representatives
and other interested parties, be constituted at regional level to review the existing metadata
formats and recommend the most appropriate standard metadata format that will be
adopted by the Clearinghouse Mechanism.
8. Reviewed and adopted with amendments the draft implementation plan for the
development of the Clearinghouse Mechanism.
9. Representatives from participating countries agreed to widely share the outcome of this
meeting with relevant national institutions and organizations at the country level.
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Annex 5: Names and Addresses of Participants of the Regional CHM
Workshop
Comoros
Mr. Farid ANASSE
Chef de département SIG
Comoros
Tel (269)736388, Mobile:(269)327068
E-mail: farid_anasse@yahoo.fr
Kenya
Mr. Harrison ONG'ANDA
Kenya Marine & Fisheries Institute
P.O. Box 81651-80100, Mombasa, Kenya
Tel: 254 41 475157, Fax: 254 41 475157, Mobile: 254 722 787916
Email: honganda@kmfri.co.ke
Mr. Tom OTIENO
GEO information Officer
DRSRS, P.O. Box 47146-00100, Nairobi, Kenya
Tel: +254 723433794
E-mail: otieno_tom@yahoo.com
Mr. Joseph MASINDE
Environment Management and Information System
National Environment Management Authority
P.O. Box 67839-00200, Nairobi, Kenya
Tel: +254 20 605522/7
E-mail: jmasinde@nema.go.ke
Madagascar
Mr Jean Roger RAKOTOARIJAONA
Office National pour l'Environnement
Director of Environmental Information
Email: jroger@pnae.mg
Mobile:+261 32 07 822 10
Mr Rahetindralambo RAKOTO
Office National pour l'Environnement
GIS expert
Tel: +261 20 22 259 99
E mail: rakoto@pnae.mg
Mauritius
Mrs S. Meeheelaul,
Acting Divisional Environment Officer
Information and Education Division
Department of Environment, Ministry of Environment
Tel: (230) 212 4385, Fax (230) 212 6671
Email : smeeheelaul@mail.gov.mu
Mr S. Buskalawa
Environment Officer
Ministry of Environment and NDU
4th Floor, Ken Lee Tower,
Barracks Streets, Port Louis, Mauritius.
Tel: (230) 210 6186, 210 5751, 789 4670
Fax: (230) 211 9178, 210 7109
Email: sbuskalawa@mail.gov.mu
Mozambique
Mr. Simao Pedro Santos JOAQUIM
National Remote Sensing & Cartography Centre
CENECARTA
Av. Josina Machel, 537 R/C Dto Maputo
Maputo, Mozambique
Tel: 258 21 300486/ 21 324789
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Fax: 258 21 321959
Email: simao_joaquim@yahoo.com.br, sjoaquim@tvcabo.co.mz
Seychelles
Ms. Abirami.S.PILLAY
System Analyst
Environmental Engineering Section (EES), Department of Environment,
Ministry of Environment and Natural Resources (MENR), P.O. Box 445,
Botanical Gardens, Mt Fleuri
SEYCHELLES
Tel. +248 670 418, Fax. +248 610 647
Email: a.pillay@env.gov.sc
Mr Francis Coeur DE LION
Director - Centre for GIS
Ministry of Land Use and Habitat, Victoria, Mahe
Tel: +248 28 44 44 (office) +248 722754 (mobile)
Fax: +248 225187
Email: fcoeurdelion@mluh.gov.sc
South Africa
Mr. Carl WAINMAN
Southern African Data Centre for Oceanography
C/O Institute for Maritime Technology
P O Box 181 Simon's Town, South Africa
Tel: +27 21 786 8248, 0827733677
E-mail: ckw@imt.co.za
Tanzania
Dr. Christopher MUHANDO
Institute of Marine Sciences, University of Dar-es Salaam
P.O Box 668, Zanzibar
Tel: 255-24- 2232128/2230741, Fax: 255-24-2233050
Email: muhando@ims.udsm.ac.tz
IOC-UNESCO
Mr. Mika ODIDO
Intergovernmental Oceanographic Commission of UNESCO
UNESCO Nairobi Office, UNON Complex Gigiri Block C
P.O. Box 30592, 00100 Nairobi, KENYA.
Tel: [254] 20 7623830, Fax: [254] 20 7622750
Email1: m.odido@unesco.org
Email2: m.odido@ODIN-AFRICA.net
Dr. Desiderius MASALU
ODIN-AFRICA Project Representative
Institute of Marine Sciences (IMS)
P.O. Box 668, Zanzibar, TANZANIA
Fax No: 255 (0) 24 2233050, Tel No: 255 (0) 24 2230741
Email: masalu@ims.udsm.ac
ACEP/ASCLME
Ms. Lucy SCOTT
Information Manager
ACEP, Port Elizabeth, South Africa
Telephone: +27 (0) 82 879 5006
Email: L.Scott@ru.ac.za
SWIOFP
Mr. Harrison ONG'ANDA
Kenya Marine and Fisheries Research Institute
P.O. Box 81651-80100, Mombasa, Kenya
Tel: 254 41 475157, Fax: 254 41 475157
Mobile: 254 722 787916
Email: honganda@kmfri.co.ke
WWF
MS. MODESTA
Eco-Regions Programme
WWF-Eastern Africa Regional Programme Office (EARPO)
P. O. Box 63117, Dar es Salaam, Tanzania
Tel: +255-22-2775346, Fax: +255-22-2775535
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E-mail: angusaru@wwftz.org
WIOMSA
Dr. Julius FRANCIS
Executive Secretary, WIOMSA
P. O. Box 3298, Zanzibar, Tanzania
Tel: +255-24-2233472/2234597, Fax: +225-24-2233852
Email: julius@wiomsa.org / secretary@wiomsa.org
UNEP/DEWA
Mr. Johannes AKIWUMI
Division of Early Warning and Assessment (DEWA)
United Nations Environment Programme (UNEP)
PO Box 30522 Nairobi, Kenya
Tel: 254 20 7624214, Fax: 254 20 7624315
email: Johannes.akiwumi@unep.org
Mr. Mwangi THEURI
Division of Early Warning and Assessment (DEWA)
United Nations Environment Programme (UNEP)
PO Box 30522 Nairobi, Kenya
Tel: 254 20 7622020, Fax: 254 20 7624315
email: mwangit@unep.org
Regional Information
Prof. Timothy WAEMA
Management Systems
School of Computing and Informatics
Consultant
University of Nairobi, P.O. Box 30197, Nairobi, Kenya
e-mail: waema@uon.ac.ke
UNEP/Nairobi Convention Mr. Dixon WARUINGE
Programme Officer
Regional Seas (Nairobi and Abidjan Conventions)
Division of Environmental Conventions, UNEP
P.O. Box 47074, Nairobi, Kenya
Tel: +254-020-7623130, Fax: +254-020-7623130
Email: dixon.waruinge@unep.org
Ms. Ulrika GUNNATZ
Junior Programme Officer
Regional Seas (Nairobi and Abidjan Conventions)
Division of Environmental Conventions, UNEP
P.O Box 47074, Nairobi, Kenya
Tel: +254-020-7621247, Fax: +254-020-7623130
Email: Ulrika.gunnartz@unep.org
UNEP-GEF WIO-LaB
Dr. Peter SCHEREN, Project Manager
Project Management Unit
UNEP-GEF WIO-LaB Project Management Unit
P.O Box 47074, Nairobi, Kenya
Tel: +254-20-7624612, Fax: +254-20-7623928
Email: peter.scheren@unep.org
Dr. Johnson U. KITHEKA
Project Officer/Environmental Scientist
UNEP-GEF WIO-LaB Project Management Unit
P.O Box 47074, Nairobi, Kenya
Tel: +254-20-7624612, Fax: + 254-20-7623928
Mobile: +254-733-777293
Email: johnson.kitheka@unep.org
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Annex 6: Questionnaire Analysis Results
Question
A4. Type of institution
National
National
Other
International
NGO CBO Private
Academic/
Total
responding
government
government
governmental
organization
sector
Research
organizations
Institutions
16 1 1 1
4 1
1 4
29
A5. Country of
Comoros
Seychelles
Madagascar
Mauritius
Mozambique Kenya
South
Africa Tanzania
Regional
Total
institution
institu-
tions
7 5 1 2
1 5
2 2
4
29
B1. Do you access the
Yes No
Total
existing Eastern African
Regional Coastal
Database?
13
16
29
B2. If NO, please
No knowledge of
Lack of
Limited IT
Access to other
Out of date
Restricted
Total
explain why.
the existence of
Internet
human
databases that
and inactive
acess/
the database
access in my
capacity in my
satisfy needs
syntax errors
institution
institution
11 5 1 1
1 1
20
B3. If YES, how
Several times in
Once a month
Once in a
Twice a year
Once a
Total
frequently, on average,
a month
quarter
year
do you access the
database?
5 4 3 0
2
14
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B4. Why do you access
To update the
To access
To find out
To check
To see if it
Total
the database?
database
data &
what is
updates,
has
information
available
especially maps
improved
0 8 5 1
1
15
B5. How do you use
To inform
To know what
To help
To inform on-
We do not
Total
the information
decision making
other
develop
going research
use the
extracted from the
processes
countries are
projects
activities
information
database?
doing
4 7 5 5
1
22
B6. In your view, what
data or information is
missing in the
database?
1 Description for the data using some of the established meta data management standard parameters
2 Database is largely incomplete, superficial and fraught with too many errors or non-updated information
3 Updating of the data base is lagging behind, hence more data archeology and entry is required
4 National and regional legal instruments or laws
5 Information and contacts of relevant national and regional organizations
6 Current information on status of conservation, management and development of coastal and marine resources
7 Information on best practices and demonstration
projects
8 More specific data would be useful
9 More regional data on marine biodiversity data
10
Scientific
data
11 Data with reference to Seychelles
12 More spatial data would be advantageous since users tend to rely on such data and specific maps for various purposes
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B7. What key
System no
Database is
No new
Data and
No
Local
Limited IT
Being up to
Lack of
challenges has the
longer sending
inaccessible
updates for
information is
incentives
institutions
capacity in
date and
internet
database system faced
periodic email
several
not relevant or is
for CCs to
are not
CCs
relevent
connectio
over the years?
alerts on new
months/years
outdated
update the
aware of the
n
updates
website
database
2 3 4 2
7 5
2 1
1
B8a. If the database
was improved or
upgraded, who are the
potential users in your
institution?
1 Technical and programme staff in marine programmes
2 Research
officers
3 It would need to be superior to our own system before we make use of it
4
Students
5 Academic staff
6
Scientists
7 Chief executive and other decision makers
8 WWF field sites
9
Consultants
10
Public
11 GIS units in ministry of Environment, SFA, SCMRT, ICS
12 Division dealing with town & country planning and land use
B8b. If the database
was improved or
upgraded, who are the
potential users in your
country?
1 Coastal resource managers
2 Decision generators and makers
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3 International organizations
4
Students
5 Academic members of staff
6 Scientists and researchers
7 Same as in B8a. above
8 Government planners and
managers
9
NGOs
10 Regional programmes and
projects
11
Consultants
12
CBOs
13 General public
14
Policy
makers
15 MLUH, MENR, Parastals of government of Scychelles
16 Several ministries e.g. Min of Land Use & Habitat and Min of Environment & Natural resources
B8c. If the database
was improved or
upgraded, who are the
potential users at
regional/international
level?
1
Researchers
2
Managers
3
Policy
makers
4
CBDS
5 Regional research programs and organisations (e.g. WIOMSA, SWIOFP, ASCLME, IOTC, etc)
6 Same as in B8b. above
7 Decision generators and makers
8 International organisations
9
Students
10 Academic members of staff
11 Scientists and researchers
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12 Coastal zone institutions
13
Governments
14
NGOs
15 Users or consumers
16
Global
conservationists
17
Consultants
18 Indian Ocean Commision, SADC, African Union (Regional), UN bodies, Educational institutions
19 Private sector (international)
C1. Which web-based
Odin Africa
African
Wiomsa
UNEP GPA
FAO, IOTC,
SADCO NOAA, None
Total
marine and coastal
(Odinafrica.net)
Oceans
(wiomsa.org)
clearing house
IUCN
ESRI, IAO
information systems do
(AfricanOcean
(gpa.unep.org)
(global),
you regularly access?
s.net)
Fishbase
UBC
Fisheries
centre
15 5 15
6
1 1 1 5
49
C2. What data or
Frequency
information do you
access from these
information systems?
1 Up coming events or news
6
2 Call for papers
1
3 Funding sources or calls for proposals for funding
3
4 On-going research activities in the WIO region
5
5 Information on research and
1
grants
6 Coastal and marine resources (maps, coastline topography, marine bio-diversity database, GIS info, climate data, currents...)
9
7 Capacity building programs Odin Africa and Wiomsa
2
8 Fishery status reports
1
9 Data management tools and tutorial from ODINAFRICA
1
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10
Meta
data
1
11 Training courses opportunities
1
12
Directories
1
13 Contact
2
information
14 Publications (reports, papers, ...)
2
15 Conferences and meetings
1
16
Consultants
1
17 Just to see what they have
C3. What benefits
Increased
Getting
Raised
Access to
Monitoring
Depends on
would you expect from
collaboration
informed of
awareness on
relevant marine
and
what is
an enhanced
among partners
what is
marine and
and coastal
evaluation
meant by
information system for
and stakeholders happening
coastal
environmental
and
'enhance'
the Eastern Africa
environmental
data and
decreased
Coastal Region?
issues
information
duplication
23 19 23 24
1 1
C4. What are the key
All Nairobi
Relevant
Technical
Policy analysis
Socio-
Environ-
Trends in
Raw
Relevant
Links to
Contacts and
data/information
Convention
scientific
reports
documents
economic
mental
eco-system
scientific
projects or
partners
HR profiles
required to establish
initiatives/
publications
data
challenges or
mgnt in an
data
activities
such a system?
projects
hotspots
area
being
(GIS format)
carried out
by
partners
22 20 21 17
17 22
19 13
20
16 3
C5. Where could the
All Nairobi
Relevant
Technical
Policy analysis
Socio-
Environ-
Trends in
Raw
Relevant
Land use
Research
data/information in C4.
Convention
scientific
reports
documents
economic
mental
eco-system
scientific
projects or
and land
projects
above possibly come
initiatives/
publications
data
challenges or
mgnt in an
data, meta
activities
cover
from?
projects
hotspots,
area
data
being
GIS data
carried out
by
partners
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Source NC Secretariat
Scientific
Research
Research/
Research/
Institutions
Research
Hydrographic Partners Aerial
photo
Donor
(UNEP),
journals,
institutions
development
develop-
with GIS
bodies (e.g.
offices
& satelite
projects,
National focal
scientists,
(e.g. KEMFRI,
institutions,
ment
depts,
KEMFRI),
(hydro.
maps, topo
national
points
universities,
AIDE,
Govt. depts &
institutions,
research
national
parameters),
sheets ?
institutions
relevant
CNDSRS),
ministries (e.g.
national
agencies,
bodies (e.g.
WIO-LaB,
national
regional
Min. of
statistical
personal
DRSRS)
Data
institutions
progs/bodies
Environ.),
offices,
knowledge,
Centres,
(e.g. KEMFRI,
(e.g. ODIN
regional
relevant
regional
ESRI,
NEMA),
AFRICA,
institutions (e.g.
govt depts
progs/bodies
Universities
regional
WIOMSA),
NEPAD)
(e.g. ODIN
projects (e.g.
Data Centres,
AFRICA,
ODIN
UN bodies
WIOMSA)
AFRICA),
SCIRUS
C6. What
data/information do you
produce that can be
useful for such an
information system?
1 Relevent scientific publication and enviromental challenges (sea grass eco-system)
2 State of the coast report - mangove monitoring (GIS data)
3
Habitats
4 Most of the information in C4.
above
5 GIS Data on costal resources, data on ecological studies, oceanograpic data obtained from IOC-UNESCO data exchange programs
6 Marine resources and costal pollution data/information plus selected indicators (e.g. coastal water quality, marine fish biodiversity)
7 Summary project reports already sent to UNEP
8 Data on state, pressure and responses on coastal and marine
environment
9
Scientific
publications
10 Research institutions annual
reports
11 Technical reports (e.g. on
fisheries)
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12 On-going research activities
13 Maps (land use maps, topographic maps)
14 Policy
documents
15 Acts and laws
16
Socio-economic
data
17 Specific development to individual
plots
18 Raw
data,
graphs
19 National marine biodiversity data
20 Marine resources database
21
GIS
data
22 Biodiversity data, oceanographic data,
23 Brochures and newsletters
24
Fisheries
management
C7. Who are the
Policy makers
Policy
Researchers,
International
NGOs CBOs Private Decision
possible users of the
implementers
scientists and
organizations
sector
makers
data/information that
students
organi-
will be uploaded by
zations
your institution into the
Eastern Africa Coastal
and Marine information
system?
27 19 29 19
21 14
17 1
C8. What
Frequency
data/information would
your institution wish to
access from such an
information system?
1 On-going projects to avoid duplication of work
3
2 Information on funding sources
1
3
Historical
data
1
4 Environment and fisheries relevant information
1
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5 Nairobi Convention initiatives or projects
7
6 Relevant scientific publications
13
7 Technical reports or papers
7
8 Raw
scientific
1
data
9 Environmental challenges in the area, methods of prevention and attenuations or elimination of pollution used, trends, ...
4
10 All data types useful to research and training
1
11 New and emerging issues on marine and coastal resources
1
12 Electronic GIS data (enviromental data, land cover, socio-economical data, boundry, oceanographic data, ...)
8
13 Socio-economic
data
4
14 Processed data, graphs, trends, etc.
1
15 News e.g. from newsletters
1
D1. Are the computers
Yes No
in your institution
connected together into
a network?
21 7
D2. How would you
An integrated
Isolated local
Isolated local
1-2 local area
Personal
No personal
Total
best describe the
network of
area networks
area networks
networks which
computers
computers
network infrastructure
personal
with servers
with no
do not cover all
which are
in your institution?
computers with
for specific
servers and
offices/spaces
not
servers and
networks
no software
networked
software
19 2 1 0
7 0
29
D3. What type of
None Dial-up
Leased
Leased digital Wireless Satellite Broad-band
Total
Internet access does
analog line
line
your organization
have?
3 4 5 7
7 1
2
29
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D4. What is the highest
64 Kbps
128 Kbps
256 Kbps
512 Kbps
1,024 Kbps
> 1,024 Kbps
Not sure
Total
Internet connection
speed available to your
organization?
8 4 3 5
0 4
3
27
D5. What technologies
Integrated
Web-based
Geographical
Non-web-based
Excel tables None
does your institution
management
databases
information
databases
have to collect,
information
system
(access, ..)
process, store and
systems
disseminate data and
information on marine
and coastal
management?
15 10 22 10
11 3
D6. What technical
Dedicated IS
Staff from
Outsourced
Occasional
None Trained Staff on part
human capacity do you
personnel
other
contractors
consultants
researchers
time basis
have to support your
departments
and
information systems
on part-time
technicians
(IS) for marine and
basis
coastal management?
11 6 5 10
4 2
1
D7. Outline the key
Lack of a
No or limited
Lack of
No access to
No
None Funding
Optimized
Unreliable
technological
computer-based
access to the
database
computers
dedicated
networks
Internet
challenges that your
system
Internet
software
staff in-
access
institution has in
house
collecting, processing,
storing and
disseminating
data/information on
marine and coastal
management.
11 7 12
1
1 3 1 1
1
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D8. Outline the key
Lack of
No dedicated
Lack of
No ICT skills
Lack of an
Lack of ICT
None Limited
ICT
Limited
human resource
leadership in
data/informati
awareness of
amongst most
ICT budget
staff
skills
ICT staff
challenges that your
information &
on
the role of ICT
potential users
development
institution has in
communication
management
programs
collecting, processing,
technology (ICT) personnel
storing and
disseminating
data/information on
marine and coastal
management.
9 15 5
7
1 2 2 1
1
E1. What in your view
are the possible
sources of sustainable
funding for the
operations and
management of the
web-based information
system?
1 Institutions - financial or in kind support & consultancies to do work ordinarily done by expatriates
2
2 Partners (technical & financial support)
1
3 National and regional collaborative
projects
3
4 Government & international partners (latter to provide seed funding)
1
5 Institution (income generation, mainstreamining in budgets, etc.) &
3
partners
6 Institution, partners, government & national & regional projects/initiatives
1
7 Govt, program/project and private sector
1
8 UNEP regional seas & Nairobi Convention
2
9 Govt, UNEP & international partners (seed money from the latter)
3
10 If services are outstanding and significantly better then others
1
11 Being an integral part of Nairobi Convention programmes
1
12
Government
1
13 UNEP/Nairobi
Convention
1
14 The web based information system should be programme instead of project which is carried on only for a certain duration of period 1
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E2. What capacity
Dedicated and
Training on
Training on
Structured
Funding
should be built in the
trained content
uploading
the use of the
training
institutions charged
manager
onto the web-
web-based
programs for
with regularly updating
based
database
critical number
the system?
database
of personnel,
key equipment
and software
21 20 17
1
1
E3. What awareness
Frequency
campaigns should be
put in place to ensure
optimal use of the
information system?
1 Wide and regular distribution of an electronic newsletter
3
2 Wide distribution of promotional materials, e.g. leaflets, CDs, brochures, posters, user manuals, etc.
6
3 Identify product linked to national policies and develop at least one or more of the management products
1
4 Advertising (publicity, news articles, ...) in key national & regional marine electronic websites & links to database
4
5 Formation of staff and equipment in data processing in national
1
institutions
6 Sensitize persons in charge of Ministry of environment, NGOs and students on the existence of this database
1
7 Organize awareness campaigns, workshops or seminars for policy makers and new and existing users
7
8 Provide thershold capacity for staff to provide trainning and support for users
1
9 Provide incentives for users
1
10 Usefulness of the new system
1
11 Consultation and negotiations with govt bodies and institutions as well as with existing programmes
1
12 Public awareness campaigns using a variety of media
5
E4. What strategies
Mandate to
Capacity
Resource
Make data and
System is
Regular
System
should be put in place
update the
building for
allocation for
information
part of
meetings at
managed
to ensure that data and
system from
institutions
institutions
demand driven.
Nairobi
NFPs to
by outsour-
information is always
institutions that
that update
that update
Usage will
Convention
verify and
ced centre
up-to-date?
generate data
the system
the system
create pressure
programs
validate
for updates &
activities in
the managers
updating
will appreciate
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22 19 24
1
1 2 1
E5. What strategies
Involvement of
Adequate
Regular
Relevant and
Adoption of
Integration of
Review set
Serious
Good ICT
A
should be put in place
stakeholders in
capacity in the
review of the
up-to-date
a common
system
indicators
content and
support
secondary
to ensure that the
system
institutions
system to
content
policy by
update in NC
funding
NFPs
system is sustainable in enhancement
that update
ensure
NFPs &
country
the longer term?
the system
relevance to
govts
programmes
emerging
challenges
22 21 20 17
1 1 1 1
1
1
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