decisions/recommendations

General Information

Expert Information

IODE-XXIV Decisions and Recommendations and their approval at IOC-XXIX

IODE-XXIV Decisions and Recommendations

Decisions

Decision IODE-XXIV.1: REVISION OF THE TERMS OF REFERENCE OF THE IODE QUALITY MANAGEMENT FRAMEWORK PROJECT TO ACCOMMODATE ADUs

Decision IODE-XXIV.2: THE IODE MANAGEMENT STRUCTURE

Decision IODE-XXIV.3: IODE PROJECT AND ACTIVITY PERFORMANCE EVALUATION

Decision IODE-XXIV.4: OCEAN DATA AND INFORMATION SYSTEM

Recommendations

Recommendation IODE-XXIV.1: REVISED TERMS OF REFERENCE OF THE JOINT IAMSLIC/IODE GROUP OF EXPERTS ON MARINE INFORMATION MANAGEMENT IN A TRANSITIONAL CAPACITY

Recommendation IODE-XXIV.2: THE UNESCO/IOC PROJECT OFFICE FOR IODE IN OOSTENDE, BELGIUM

Recommendation IODE-XXIV.3: ESTABLISHMENT OF THE IODE PILOT PROJECT OBIS EVENT DATA FOR SCIENTIFIC APPLICATIONS (OBIS-EVENT-DATA)

Recommendation IODE-XXIV.4: ESTABLISHMENT OF THE OCEAN DATA AND INFORMATION NETWORK FOR THE WESTERN PACIFIC REGION (ODINWESTPAC) PROJECT

Recommendation IODE-XXIV.5 : IODE ASSOCIATE INFORMATION UNIT (AIU)

Recommendation IODE-XXIV.6: IODE WORK PLAN AND BUDGET FOR 2017-2019

Draft decisions for IOC-XXIX

Draft Decision of IOC-XXIX IOC STRATEGIC PLAN FOR DATA AND INFORMATION MANAGEMENT (2017-2021) (agenda item 6.2.2):

Draft Decision of IOC-XXIX IOC COMMUNICATION AND OUTREACH STRATEGY FOR DATA AND INFORMATION MANAGEMENT (agenda item 6.2.1)

DECISIONS BY IOC-XXIX REGARDING IODE

6.2 DATA MANAGEMENT

6.2.1 International Oceanographic Data and Information Exchange: 24^th Session of IODE, 28-31 March 2017, Kuala Lumpur

Prof Yutaka Michida (Japan), IODE Co-Chair, introduced this item and informed the Assembly on the outcome of the 24th Session of the IODE Committee and recommendations to the Assembly regarding an IOC Communication and Outreach Strategy for Data and Information Management and an IOC Strategic Plan for Data and Information Management for 2017–2021 to be discussed under item 6.2.2.
The Committee continued to focus its attention on the re-structuring of IODE. In this regard, the Committee adopted two decisions: (i) on a new IODE management structure that takes into account the gradual abolishment of Groups of Experts; and (ii) on the establishment of the IODE project and activity performance evaluation. This will bring into IODE the concept of Results Based Management (RBM) allowing well-documented procedures for the setting up, regular performance evaluation and metrics, and closing of projects. It was expected that this would allow for improving overall efficiency and prioritization amongst more than 20 IODE projects (global and regional).
The Committee also recommended the establishment of IODE Associate Information Units (AIUs) as a structural element of IODE, as parallel elements for marine information management to the IODE Associate Data Units (ADUs) which had already proven to be successful with 20 units established since 2013. The AIU should enable the development of a new large community of marine information professionals, which will be essential in providing the information component in SDG 14 (and others). In this regard, collaboration between IODE and IAMSLIC (International Association of Aquatic and Marine Science Libraries and Information Centers) will be continued and expanded.
The Committee expressed great satisfaction with the work done by the Ocean Biogeographic Information System (OBIS), including the OBIS-ENV-DATA pilot project. It noted the high-level visibility and public awareness it received through its contribution to Marine Scientific Research at the United Nations General Assembly (A/RES/70/235 and A/RES/71/227), and the recent request from the Convention on Biological Diversity (Decision COPXIII/12, December 2016) to: (i) establish a partnership with OBIS to facilitate training opportunities for incorporating new information and new consideration of existing information in future description of areas meeting the EBSA (Ecologically or Biologically Significant Marine Areas) criteria, including both scientific and traditional knowledge; and (ii) provide links from the EBSA repository to the data and information from EBSA areas in OBIS.
The Committee welcomed the collaboration agreement between Group on Earth Observations Marine Biodiversity Observation Network (GEO BON/MBON), GOOS Biology and Ecosystems Panel (GOOS BioEco) and OBIS in which the three initiatives agree on the key and central role of OBIS in fostering wider data sharing, data curation and aggregation in order to streamline the feeding of integrated and quality controlled datasets into models and forecasts. However, considering the challenges for IODE/OBIS to respond to the increasing demands on OBIS to support several international processes with the current limited resources it has, the Committee strongly encouraged IOC Member States to increase their support to the OBIS secretariat and the national, regional and thematic OBIS Nodes, which they host, that contribute data, technical infrastructure and scientific expertise. It also called on its members to inform their national UN representatives about IODE and its OBIS to ensure better awareness and support.
Prof Michida regretted that only about half of the 148 IOC Member States have established a National Oceanographic Data Centre (NODC) or ADU. He strongly advocated for the development of NODCs or ADUs, as well as AIUs, reminding the requirement for reliable data and information within the framework of the SDGs.
Prof Michida further called the attention of the Assembly to the increasing role of IODE as a cross-cutting programme, servicing the data and information needs of a variety of IOC programmes and projects.
The Committee expressed its great appreciation to the Government of Flanders (Kingdom of Belgium) for its continued support to IODE through the IOC Project Office for IODE in Ostend, Belgium. Noting that the MoU (2012–2016) between the IOC and the Government of Flanders had expired in December 2016, the Committee called on the parties concerned to renew it.
Regarding regional activities, the Committee welcomed the renewed interest for IODE in the WESTPAC region and formally established the ODINWESTPAC (Ocean Data and Information Network for the Western Pacific region) project. In this regard, the Committee thanked China for its active role in the development process and for the considerable support provided to various meetings in the region. Noting the termination of ODINAFRICA, the Committee invited African Member States to develop project proposals to ensure that the expertise, products and services developed during the past ODINAFRICA projects are not lost and continue to contribute to the sustainable management of Africa coastal areas. The Committee welcomed progress made by the ODINBLACKSEA and ODINCARSA-LA projects. Regarding the latter, the Committee welcomed the progress made by the Caribbean Marine Atlas (Phase 2—CMA2) in building a regional marine atlas and its sharing of expertise and infrastructure resources, thereby adhering to the IOC Capacity Development Strategy. In addition, CMA2 shared its expertise with the African Coastal and Marine Atlas (ACMA). Regarding the IOCINDIO region the Committee recommended the re-activation of the ODINCINDIO project and invited the Islamic Republic of Iran to take the lead in this effort.
The Committee expressed its great appreciation for the work carried out by the OceanTeacher Global Academy (OTGA) project and in particular the establishment of OTGA Regional Training Centres (RTC) in Belgium, Colombia, Senegal, Kenya, Mozambique, India and Malaysia (with a few more to be established in the near future) allowing training at the regional level, involving local lecturers, using relevant languages and reaching a higher number of learners. The Committee noted with appreciation that several of the new RTCs were already invited to host courses on behalf of other projects and organizations.
Prof Michida further informed the Assembly of the proposed “IOC (IODE) Communication and Outreach Strategy for Data and Information Management” which aims at improved communication of IODE activities to partners and stakeholders by defining a robust framework for communication and outreach activities, placing the global and regional presence of IODE at the forefront of coastal and marine knowledge management.
Prof Michida also informed the Assembly about the discussions held by the Committee regarding the follow-up to the audit of the IOC, in particular audit recommendation 15 “to construct a universal information system and ocean data portal, along with a cost-benefit analysis prepared in advance by the IODE project.” Through Decision IODE-XXIV.4, the Committee will work with existing stakeholders to improve the accessibility and interoperability of existing data and information and contribute to the development of a global ocean data and information system, to be referred to as the IOC Ocean Data and Information System, leveraging established solutions where possible. In this regard, the newly established IODE inter-sessional working group, tasked with finalizing the concept paper for the Ocean Data and Information System, welcome feedbacks from this Assembly on the draft concept paper (IOC-XXIX/2 Annex 3 Add. II).
The Assembly expressed strong support for the IODE programme and its importance for data and information sharing as well as its services to other IOC programmes.
The Assembly thanked the Government of Malaysia for successfully hosting and supporting the 24^th Session of the IODE Committee.
The Assembly expressed its great appreciation to the Government of Flanders (Kingdom of Belgium) for its continued support of the IOC Project Office for IODE, hosted by the Flanders Marine Institute (VLIZ) in Ostend, Belgium, as well as for the considerable financial support to the Caribbean Marine Atlas and the OceanTeacher Global Academy projects.
The Assembly called for Member States to establish National Oceanographic Data Centres (NODC), IODE Associate Data Units (ADU) and/or IODE Associate Information Units (AIU), if such facilities were still lacking, to further complete the IODE global data and information exchange network. The Assembly, noting the IODE Quality Management Framework (QMF), further called for existing NODCs and ADUs to apply for formal accreditation.
The Assembly further called on Member States to further develop and support Ocean Data and Information Networks (ODINs) to enhance communication, sharing of data and information and to share capacity at the regional level.
The Assembly expressed its support for the proposed development of an Ocean Data and Information System (ODIS) concept paper and stressed that ODIS should focus on leveraging existing efforts. While noting that the final document is planned to be submitted to it at its 30^th session in 2019, the Assembly requested delivery of a progress report at the 2018 Session of the Executive Council as well. The Assembly also stressed the need to involve GOOS, JCOMM and other IOC programmes, both at the global and regional levels, in the ODIS concept paper development process.
The Assembly, while noting the impressive achievements of OBIS since it was adopted by IOC/IODE in 2009, noted that both human and financial resources were insufficient to allow OBIS to further develop as needed, and called on Member States to provide extra-budgetary support.
The Assembly welcomed the lead role of IODE in the development of the IODE Communication and Outreach Strategy, and called on other IOC programmes to follow this example.
The Assembly welcomed the hosting of Regional Training Centres (RTCs) by Member States within the framework of the OceanTeacher Global Academy project as these will considerably increase IODE and partner programme training opportunities in the regions and further promote regional collaboration.
The representatives of 18 Member States took the floor. The following Member States chose to provide records of their plenary intervention on this agenda item for the informational annex to the meeting report: ___________.
The Assembly adopted Decision IOC-XXIX/6.2.1.

International Oceanographic Data and Information Exchange

The Assembly,

24^th Session of IODE, 24–28 March 2017, Kuala Lumpur, Malaysia

Having examined the Executive Summary and Report of the 24^th Session of the IOC Committee on International Oceanographic Data and Information Exchange (IODE-XXIV) (28–31 March 2017, Kuala Lumpur, Malaysia), the recommendations and the decisions contained therein (IOC/IODE-XXIV/3s),

Agrees to the IODE Work Plan for 2018–2019 (Recommendation IODE-XXIV.6) and to consider it in the overall IOC Programme and Budget draft resolution XXIX-(11.1);

Endorses the Report of the 24th Session of the IOC Committee on International Oceanographic Data and Information Exchange and the recommendations contained therein;

II
IOC Communication and Outreach Strategy for Data and Information Management

Recalling Decision IODE-XXIII.3 for the Establishment of an Inter-sessional Working Group to Create an IOC Communication and Outreach Strategy for Data and Information Management,

Acknowledging the importance of the need for greater visibility and understanding of its activities and achievements for the management of data and information,

Noting the growing number of international marine science related organizations and the importance to clearly state IODE’s unique role in data and information management,

Recognizing that:

(i) IOC must work with Member States, governments, partner organizations, academia and industry, to articulate the global benefits to society and required funding to build and sustain the ocean observing data and information system,
(ii) IOC has a strong mandate for communication and outreach with a variety of stakeholders, including the general public,
(iii) IOC needs to communicate regularly with its community as well as having a strategy on how to be engaged in ocean community data and information activities, cooperate and expand its membership,

Endorses the IOC Communication and Outreach Strategy for Data and Information Management as given in document IOC/IODE-XXIV/6.3;

Agrees that the Plan should be:

(i) published and distributed widely and used as a framework for communication and outreach activities throughout the programmes and projects of the IOC, and
(ii) regularly reviewed and revised by the IODE Committee, in close consultation with all IOC programmes;

III
Draft Concept for an Ocean Data and Information System

Recalling Recommendation 15 of the IOC External Audit that called for a universal information system and ocean data portal, and Decision IODE-XXIV.4 that established an inter-sessional working group to finalize the concept paper of the IOC Ocean Data and Information System and draft a “cost-benefit analysis” document which expresses the advantages/benefits of such a global system,

Having considered the draft concept paper submitted by IODE at its 24^th session and contained in document IOC-XXIX/2 Annex 3 Add. II,

Requests Member States to provide comments and suggestions to the IODE Secretariat, not later than December 2017;

Instructs the IODE inter-sessional working group to further develop the concept paper for the IOC Ocean Data and Information System, taking into account, inter alia, the results and functioning of the IODE Ocean Data Portal as well as comments and suggestions received from Member States, and submit the final document to the Assembly at its 30th session in 2019 together with a draft implementation plan, supported by a cost-benefit analysis as feasible.

6.2.2 Strategic Plan for Ocean Data Information Management

Prof Yutaka Michida (Japan), IODE Co-Chair, introduced this item. He recalled that the previous “IOC Strategic Plan for Oceanographic Data and Information (2013–2016)” had expired. An IODE inter-sessional working group established in 2015, chaired by Dr Lesley Rickard (UK) and Mr Greg Reed (Australia), was tasked with updating the Strategic Plan for the coming years.
Prof Michida informed the Assembly that the IOC Strategic Plan for Data and Information Management is for all data collected in IOC programmes. The vision is to achieve “A comprehensive and integrated ocean data and information system, serving the broad and diverse needs of IOC Member States, for both management and scientific use.” The concept of delivering a data and information service for the “global ocean commons” (i.e. global public good) is central to this vision. The objectives of the Strategic Plan are to: (i) facilitate and promote the exchange of oceanographic data and information in compliance with the IOC Oceanographic Data Exchange Policy (IOC Resolution XXII-6); (ii) deliver a comprehensive distributed data system that can receive data collected by all IOC programmes and projects and deliver them in a uniform and transparent way to all users; (iii) deliver a system that can collect bibliographic and factual information from all IOC programmes and projects and deliver them in a uniform and transparent way to all users; and (iv) ensure alignment with, and contribution to, both the IOC’s Medium-Term Strategy, 2014–2021, and with the UN’s 2030 Agenda for sustainable development, in particular SDG 14 on the ocean.
Five expected requirements are identified on the long-term: (i) improved ability to integrate national, regional and global data systems; (ii) improved capability and functionality of systems in the centres managing oceanographic data and information; (iii) promotion of free and open access to oceanographic data and information and adherence to the IOC Oceanographic Data Exchange policy; (iv) improved access to quality data and information needs of both the scientific users and society at large; and (v) strengthened capacity to manage oceanographic data and information.
The JCOMM Co-President welcomed the development of the ODIS concept paper and informed the Assembly that JCOMM-5 will adopt the JCOMM data management strategy, which will draw value from the IOC Data, and Information Management Strategy.
The representative of one Organization took the floor. The following Organization chose to provide records of its plenary intervention on this agenda item for the informational annex to the meeting report: ___________
The Assembly adopted Decision IOC-XXIX/6.2.2.

IOC Strategic Plan for Data and Information Management, 2017–2021

The Assembly,

Recalling:

(i) IOC-XXVII/Dec.5.3.4 which adopted the IOC Strategic Plan for Oceanographic Data and Information Management (2013–2016) and also agreed that the Plan should be regularly reviewed and revised by the IODE Committee, and

(ii) Resolution XXII-6 which adopted the IOC Oceanographic Data Exchange Policy,

Recognizing that:

(iii) the IOC Oceanographic Data Exchange Policy is compatible with other international relevant data-exchange policies that promote free and open access to data, such as WMO Resolution 40,

(iv) IODE has developed a global network of National Oceanographic Data Centres, Associate Data Units, information centres and related networks, representing a considerable pool of expertise in data and information management and sharing,

(v) many IOC Member States have developed distributed networks of data management facilities involving IODE, as well as other centres, to deal with a wide variety of ocean observations,

(vi) IOC and WMO have established close, efficient and effective collaboration in ocean data management, and

(vii) the IOC Committee for IODE and JCOMM have established a number of joint mechanisms to advance ocean data management.

Noting with appreciation that the IOC Data and Information Management system resulting from this strategy will deliver:

(i) assembled, quality controlled and archived data on a diverse range of variables according to scientifically sound and well-documented standards and formats,

(ii) timely dissemination of data on a diverse range of variables (observations and model outputs) both on real-time and delayed modes depending on the needs of user groups and their technical capabilities (automatic dissemination as well as “on demand”), and

(iii) easy discovery and access to data and information on a diverse range of variables and derived products (including forecasts, alerts and warnings) by users who have a broad range of capabilities.

Considering that the objectives of the IOC Strategic Plan for Data and Information Management for 2017–2021 are to:

(i) facilitate and promote the exchange of oceanographic data and information in compliance with the IOC Oceanographic Data Exchange Policy,

(ii) deliver a comprehensive distributed data system that can receive data collected by all IOC programmes and projects and deliver them in a uniform and transparent way to all users,

(iii) deliver a system that can collect bibliographic and factual information from all IOC programmes and projects and deliver them in a uniform and transparent way to all users, and

(iv) ensure alignment with, and contribution to, both the IOC’s Medium-Term Strategy 2014–2021, and with the UN’s 2030 Agenda for sustainable development, in particular the dedicated sustainable development goal for the ocean (Conserve and sustainably use the oceans, seas and marine resources for sustainable development),

Endorses the IOC Strategic Plan for Data and Information Management 2017–2021 as given in document IOC/IODE-XXIV/6.2;

Agrees that the Plan should be:

(i) published and distributed widely and used as a basic data strategy throughout the programmes and projects of the IOC; and

(ii) regularly reviewed and revised by the IODE Committee, in close consultation with all IOC programmes.

Decision IODE-XXIV.1

REVISION OF THE TERMS OF REFERENCE OF THE IODE QUALITY MANAGEMENT FRAMEWORK PROJECT TO ACCOMMODATE ADUs

The IOC Committee on International Oceanographic Data and Information Exchange,

Noting the Recommendation IODE-XXII.18 (Establishment of the IODE Quality Management Framework Project) with the following objectives:

(i) provide the overall strategy, advice and guidance to NODCs to establish organizational quality management systems for the delivery of oceanographic and related data, products and services,
(ii) initiate and review existing standards and Manuals and Guides with respect to the inclusion of quality management procedures and practices,
(iii) apply the necessary capacity development activities to ensure accreditation of NODCs according to agreed criteria in order to bring all NODCs to a minimum agreed level,

Further noting that the number of Associate Data Units (ADU) is growing and ADUs are contributing data to NODCs and the OBIS portal as data providers, and the importance for ADUs to meet the IODE accreditation requirements,

Decides that ADUs can apply for accreditation under the IODE-QMF and those ADUs that meet the IODE accreditation requirements will be awarded the status of Accredited IODE Associate Data Unit,

Instructs the SG-QMF to update the IODE Quality Management Framework for National Oceanographic Data Centres. (IOC Manuals and Guides 67) to include accreditation requirements for ADUs.

Encourages Member States to nominate experts having expertise in implementing quality management systems for management of oceanographic data to the SG-QMF,

Strongly encourages NODCs and ADUs to develop Quality Management Systems for their Centres and to apply for IODE accreditation,

Invites Member States with a well-developed QMS in place to share experiences, expertise and documentation with other Member States developing or planning such systems.

Decision IODE-XXIII.2

THE IODE MANAGEMENT STRUCTURE

The IOC Committee on International Oceanographic Data and Information Exchange,

Recalling decision IODE-XXIII.1 to establish an inter-sessional working group to examine options for enhancing and possibly restructuring IODE to achieve an efficient and optimal use of human and financial resources and better communications of IODE activities to our partners and stakeholders,

Recognizing the need for strong and active leadership of the IODE programme, as well as for active liaison between IODE and international scientific and operational marine programmes,

Taking into consideration the recommendation of the inter-sessional working group,

Decides to replace the IODE Officers with the IODE Management Group (IODE-MG) with the terms of reference described in Annex A.

Annex A to Decision IODE-XXIV.2

Terms of Reference of the IODE Management Group (IODE-MG)

Objectives

The IODE-MG will have the following terms of reference:

(i) Be responsible for reviewing progress of the work plan and budget approved by the IODE Committee and adjusting them as required,

(ii) Oversee the assessment of IODE projects and activities and recommend their endorsements when these meet the agreed evaluation criteria,

(iii) Evaluate for efficacy the existence of any existing IODE groups formed by the IODE Committee.

Membership

The membership of IODE-MG will comprise up to six members:

(i) The current two IODE Co-Chairs,

(ii) One expert on data management (IODE-DM),

(iii) One expert on information management (IODE-IM),

(iv) One or both past IODE Co-Chairs (to be agreed by past Co-chairs), and

(v) Head of the IODE Project Office (non-voting member).

The IODE-MG may seek the advice of subject matter experts, project chairs, and others as appropriate to help formulate its decisions and recommendations.

The IODE-MG will reach decisions by consensus of its voting members. IODE-MG members should not participate in decisions that relate to a project on which there may a perceived conflict of interest.

Term of IODE–MG members

Co-chairs, elected by IODE Committee every two years for a two-year term, renewable once.
Past Co-chairs – until new Co-chairs are elected.
IODE-DM, IODE-IM members are nominated by IODE national coordinators, in consultation with NODCs, ADUs and AIUs, and the members should be associated with an IODE structural element. Nominations for IODE-DM and IODE-IM members are reviewed and members selected by the MG, based on subject matter expertise and needs identified by the Committee in the workplan, IODE-DM, IODE-IM members will serve for a two-year term, renewable once.

Roles and responsibilities:

IODE Co-chairs

Chair IODE sessions and inter-sessional meetings
Manage the progress of IODE implementation
Ensure timely and complete production of documentation for Committee Sessions
Help communicate IODE-MG decisions in a timely manner to the community
Represent IODE at meetings of relevance to IODE

IODE past Co-chair(s)

Advise the IODE Co-chairs and the IODE-MG on IODE matters
Provide continuity considering past experience
Represent IODE at other fora as requested by the IODE-MG

Data Management (IODE-DM) member

Advise the IODE-MG concerning overall IODE data management matters
Represent IODE in JCOMM data management, as required
Represent IODE on data management groups as requested by the IODE-MG considering resources (e.g. Ocean Observations Panel for Climate [OOPC], Global Ocean Observing System [GOOS])
Represent IODE at other fora as the need arises
Inform the IODE community on relevant data management activities
Ensure liaison with IODE projects and activities (e.g. OBIS, WOD, GTSPP, etc.)

Information Management (IODE-IM) member

Advise the IODE-MG concerning overall IODE information management matters
Represent IODE on information management groups as requested by the IODE-MG considering resources (e.g. IAMSLIC, ASFA, etc.)
Represent IODE at other fora as the need arises
Inform the IODE community on relevant information management activities
Ensure liaison to IODE projects and activities

Decision IODE-XXIV.3

IODE PROJECT AND ACTIVITY PERFORMANCE EVALUATION

The IOC Committee on International Oceanographic Data and Information Exchange,

Noting the projects and activities approved for funding by the IODE Committee do not, in general, include performance indicators to monitor progress,

Further noting that currently IODE manages over thirty global and regional projects, some of which have been continuous for several years, and in some cases without clearly defined deliverables,

Acknowledging the urgent need to develop and implement a harmonized mechanism for deciding and reporting on IODE projects and activities,

Taking into consideration the recommendation of the inter-sessional working group,

Decides that proposals for all IODE projects and activities will follow a consistent process cycle, described in Annex A, Annex B and Annex C, which includes project and activity proposals using a template with relevant information, a merit-based proposal evaluation criteria, and a process for evaluating the performance of on-going projects and for endorsing or terminating projects based on metrics,

Instructs the IODE-MG to review existing projects and activities, based on the new proposal process, and organize the orderly implementation of projects and activities under the new system.

Annex A

Process for proposing projects and activities

Definitions

Within the context of IODE, the following definitions are used:

IODE Pilot Project: An exploratory effort with limited duration (e.g., 1-2 years) requiring complete or partial direct IODE financial funding as well as project office management in-kind support. A pilot project cannot be extended/renewed: if successful then a proposal can be submitted for an IODE project.
IODE Project: A temporary effort with limited duration (e.g., 1-2 years) requiring complete or partial direct IODE financial funding as well as project office management in-kind support. Projects can be renewed using a new proposal application process at the discretion of the IODE-MG.
IODE Activity: A temporary effort with limited duration (e.g., 1-2 years extended as decided by the IODE-MG) requiring only IODE project office management in-kind support with defined objectives or purpose (no funding). Activities can be in the form of institutional endorsements that draw favourable attention to IODE as an organization, and help IODE to explain how it contributes to IOC objectives.
IODE persistent project: a long-term effort (requiring complete or partial direct IODE financial funding as well as project office management in-kind support) or activity. Such long-term efforts need to be reviewed by the IODE management group at the same frequency as other projects and activities. Current examples include OBIS, WOD, GTSPP, GOSUD, OceanDocs, OceanExpert, etc.

Anyone from the IODE community can propose activities and projects following the procedure outlined:

The IODE Project Office will provide timely announcements, on the IODE web page and via email calling for project and activity proposals, from the IODE community,
Guidelines will be provided describing the proposal submission process (guidelines, including estimate of available funds) to the IODE Project Office using a standard template,

Template

The template for all project and activity proposals will include the following and other aspects as feasible as decided by the IODE Management Group:

Proposed title of project or activity
Description of the alignment with IODE strategy and vision
The benefits to the IOC/IODE community
Proposed starting and end date (except for persistent projects)
Project leader, project team members
Budget (total budget, available resources, budget requested from IODE)
The project/activity plan
The goals and objectives
The timeline, milestones, and deliverables
How will the results be shared with the IOC/IODE community
Optional: Does the project or activity have endorsements or support from the IOC/IODE community or other national, regional, or international programmes (this can be added as appendices to the proposal)?
All proposals should be signed by the Project Leader and project team members.

Process

The process for proposals of projects and activities proposals will include the following and other aspects as feasible as decided by the IODE Management Group:

The IOC Project Office for IODE will check proposals for compliance with the proposal template. Proposals that do not comply will be returned to the submitter with a note explaining what is missing. Submitters have 10 working days to re-submit. Failure to re-submit within that period results will result in rejection of the proposal.
Re-submitted proposals are checked for compliance with the proposal template. Proposals that were re-submitted but still do not comply are rejected. The submitters will be informed of this by email.
All proposals that comply with the proposal template are sent to the IODE-MG by email, with a request to review and score the proposals, not later than a given deadline.
IODE-MG will review and evaluate proposals using the Proposal Evaluation Criteria (Annex B). IODE-MG may select a pool of independent or subject matter experts from the IODE community to provide peer-review comments regarding proposed project and activities.
The IODE Co-chairs will collect the evaluations for all proposals from all members of the IODE-MG, calculate the average score for each proposal, rank the proposals by their average score, and prepare a summary table according to descending scores including title, score and evaluation comments.
The IODE Co-chairs will send the summary table with the members of the Management Group requesting approval the summary table.
Members of the IODE-MG will review the summary table and inform the IODE Co-chairs of their approval. If one or more of the members disagrees then the IODE Co-chairs should be informed immediately so necessary correction(s) can be made.
The IODE Co-chairs will prepare a working document for the upcoming IODE Committee Session including the reviewed proposals, the summary table with scores and evaluation comments.
The IODE Co-chairs will submit the working document to the Head of the IOC Project Office for IODE, who will post the document on the web site for the upcoming IODE Committee Session. The outcome of the proposal review process will be made public in a timely manner.
Based upon the above deadlines the total process will require approximately 80 working days. Taking into account the deadline for submission of working documents this means that step 1 should start no later than 1 September of the year preceding the IODE Committee Session.

Annex B

Process for evaluating projects and activities proposals

The IODE-MG will use the following criteria to assess the fitness for purpose of a project proposal or activity within the context of IODE objectives. Each member of the evaluation panel will score the proposal with 4, 2, or 0 points based on their individual evaluation. Scores from all members will be added and a project must receive an average score of 60% or more to be considered for recommendation by the IODE-MG to the IODE committee.

Proposal evaluation criteria

The process for evaluation of all proposals will include the following and other aspects as feasible as decided by the IODE Management Group:

Does the project or activity target one or more IODE objectives? Are there strong arguments to justify this assertion?

Score: 4. The arguments are strong and the support is clear,

Score: 2. The projector activity appears to target one or more objectives, but arguments are weak,

Score: 0. The project or activity does not seem to support an IODE objective or the arguments are unconvincing.

Are there tangible commitments from participating participants and countries?

Score: 4. Commitments are clear and documented by letters of support

Score: 2. Commitments are clear, but documentation is lacking

Score: 0. Commitments are unclear or documentation is lacking

Do the project or activity deliverables enhance IODE activities?

Score: 4. Deliverables are easily identified with IODE deliverables?

Score: 2. Deliverables are clear but not easily connected to IODE deliverables

Score: 0. Deliverables are unclear or do not connect to IODE deliverables

Is there strong support from IODE stakeholders for the deliverables of the project?

Score: 4. Documented support from, or participation of stakeholders

Score: 2. Some weakness in documented support or stakeholders are absent

Score: 0. Support is not documented and stakeholders are absent

Are there clear performance metrics for the project?

Score: 4. Metric are well explained and relevant to evaluating project against deliverables

Score: 2. Some metrics are poorly explained and it is unclear how they can be used in evaluating performance

Score: 0. Metrics are poorly defined or cannot be used to evaluate performance

Does the project need financial or other support from IODE to meet its objectives?

Score: 4. No support is required

Score: 2. Some non-financial support is desirable

Score: 0. Full financial support is crucial to the project

Does the project or activity fill a gap in IODE activities?

Score: 4. The gap is well described as is how the project addresses it

Score: 2. The argument that there is a gap is not strong, or the project is now clear as to how the gap is addressed

Score: 0. Neither the argument of the gap, not the way the project addresses it is well presented

Is there a strong governance model for the project (e.g., plan is actionable and realistic)?

Score: 4. The model is well described and appears quite workable given the participants

Score: 2. The model is well described, but there is some doubt of its workability

Score: 0. The model is poor

Overall, how strong is the project or activity proposal?

Score: 4. Well described, and well received by many IODE members

Score: 2. Well described but has more limited member support

Score: 0. The proposal or activity did poorly in gaining IODE member support

Annex C

Process for evaluating projects and activities

IODE projects and activities will be evaluated once every year based on annual reports using an evaluation or performance criteria.

IODE-MG members may choose to serve on an evaluation panel, or nominate expert(s) to carry out the evaluation on their behalf. Once the evaluation is done, a concise, written report of results will be available to IODE members no later than two months after the annual reports are received. Annual project and activity reports with information required to evaluate degree of progress shall be submitted to the IODE-MG. No evaluation panel member may provide an evaluation of a project or activity in which they are involved.

IODE-MG will use the criteria below to evaluate project and activity performance as appropriate. Results of the evaluation will be anonymized and shared with proponents. Project and activity evaluations will be circulated to IODE members.

Performance evaluation criteria

The process for performance evaluation of all projects and activities will include the following and other aspects as feasible as decided by the IODE Management Group:

Are there annual reports?

Score: 4. Annual reports are produced each year and on time

Score: 2. There is a gap in annual reporting, or they are delivered later than expected,

Score: 0. Annual reporting is missing

Do the reports explain annual milestones and deliverables, and present measurable results of progress towards them?

Score: 4. Objectives are clear and mostly documented as achieved

Score: 2. Objectives are clear but documentation of achievements is weak

Score: 0. Objectives are poorly stated or achievements are unclear.

Are the project objectives still aligned with those of IODE?

Score: 4. Objectives are still well aligned

Score: 2. There is some misalignment that can be corrected

Score: 0. Objectives are misaligned with IODE objectives

Are participants in the proposal actively engaged based on documentation in the reports?

Score: 4. Reports document continuing active involvement by participants

Score: 2. Reports appear to show some fall off in participant involvement

Score: 0. Involvement by members is greatly reduced.

Were the expected results obtained?

Score: 4. Reports document that the objectives were achieved or likely to be achieved (results driven)

Score: 2. Reports show partial success but achievement to date suggest that objectives will likely be met

Score: 0. Reports indicate little measure of success or promise that results will be obtained.

Performance evaluation actions

(i) Projects or activities that do not receive a positive evaluation (<60% of maximum score) will be notified of what actions need to be taken to improve performance and given an appropriate time frame for improvement.
(ii) Projects or activities that receive a negative evaluation will be subject to a recommendation to the next Session of the IODE Committee to have IODE endorsement withdrawn. The project or activity may not continue to operate as an IODE project or activity nor funds expended unless an approved performance improvement plan is developed and approved by the IODE-MG. Proposers may submit a new project request for funding.

Metrics for success

All IODE projects and activities, whether on-going or proposed, should provide clear evaluation criteria that meet IODE-MG defined elements.

(i) A progress report outlining achievements based on the proposed work to date, while a final report outlines what has been accomplished.
(ii) If projects or activities do not provide an annual report or if progress is less than satisfactory with respect to deliverables, then these projects or activities shall not be considered for another funding cycle unless clear actionable remedies are put in place.

For example, if a project or activity did not provide stated deliverables or meet objectives for which funding and/or IODE Project Office support was made available then this could be considered as a metric for not recommending further support or endorsement.

Decision IODE-XXIV.4

OCEAN DATA AND INFORMATION SYSTEM

The IOC Committee on International Oceanographic Data and Information Exchange,

Recalling that a team of external auditors was engaged by UNESCO in 2016 to undertake an audit of aspects of Intergovernmental Oceanographic Commission (IOC) operations,

Noting the recommendation of the external auditor that a draft resolution be submitted to the IOC Assembly calling for Member States to work together, with the support of IOC, to construct a universal information system and ocean data portal, along with a cost-benefit analysis prepared in advance by IODE,

Noting further the need for IODE and external collaborators to work together to effectively address the challenges to facilitate the development of a universal view of the marine data and information landscape,

Taking into account, and building upon, the work carried out by the JCOMM/IODE ETDMP and the IODE Ocean Data Portal,

Recognizing there is a major component of the ocean data and information system landscape not linked to the IOC and there is a need to collaborate with those communities/systems in order to achieve improved accessibility, unrestricted use and interoperability of data and information,

Decides that IODE will work with existing stakeholders, linked and not linked to the IOC, to improve the accessibility and interoperability of existing data and information, and to contribute to the development of a global ocean data and information system, to be referred to as the IOC Ocean Data and Information System, leveraging established solutions where possible,

Decides further to establish an inter-sessional working group to finalize the concept paper for the Ocean Data and Information System, with the Terms of Reference attached in Annex A to this Decision.

Annex A

Terms of Reference of the Inter-sessional Working Group to develop a concept paper for the Ocean Data and Information System

Objectives

The objective of the Inter-sessional Working Group for the Ocean Data and Information System (IWG-ODIS) is to finalize concept paper.

The IWG-ODIS will:

(i) Prepare a brief introductory document summarising the Ocean Data and Information System Concept Paper (IOC/IODE-XXIV/6.2.1, 19 March 2017), including general proposal of benefits and impacts, for the 29th session of the IOC Assembly in June 2017;

(ii) Identify and recommend a strategy to move towards the implementation of a universal marine data and information system in response to the 2016 external audit of the IOC and its activities;

(iii) Further develop the concept paper to construct a universal information system and data portal, to be known initially as the IOC Ocean Data and Information System (ODIS), based on the Ocean Data and Information System Concept Paper (IOC/IODE-XXIV/6.2.1, 19 March 2017) and feedback from the 29^th Session of the IOC Assembly;

(iv) Liaise and collaborate with other IOC programmes and with JCOMM, to ensure ODIS is inclusive and supports stakeholders at all levels;

(v) Develop a cost-benefit analysis for ODIS to determine potential infrastructure, development, implementation, and maintenance costs;

(vi) Define the scope of ODIS in areas such as content coverage, system coverage and search, access, and visualization capabilities;

(vii) Finalize and submit the Concept Paper for consideration and approval by IODE-XXV.

Membership

Membership of the group shall include representatives from IODE, GOOS, HAB, MPR, and JCOMM. External collaborators will also be invited to contribute to IWG-ODIS. The IWG-ODIS will carry out its work electronically. Representatives from IODE will include Belgium, IODE Co-Chair (Ms Cyndy Chandler), Netherlands, Canada, USA, Australia, Mexico.

Recommendation IODE-XXIV.1

Revised terms of reference of the Joint IAMSLIC/IODE Group of Experts on Marine Information Management in a transitional capacity

The IOC Committee on International Oceanographic Data and Information Exchange,

Recalling Recommendation IODE-XXII.1 establishing the Joint IODE/IAMSLIC Group of Experts on Marine Information Management,

Acknowledging the past accomplishments of the Joint IODE/IAMSLIC Group of Experts in Marine Information Management,

Recognizing the need to move IODE towards a new management structure,

Noting the importance of marine information to the IOC Strategic Goals,

Recommends to continue the GE-MIM in a transitional capacity until the 25^th Session of the IODE Committee in 2019 but revising its terms of reference as follows:

(i) Promote amongst the marine information community applications to join IODE as IODE Associate Information Units (AIU),
(ii) Design the AIU Application Form and Process,
(iii) Review and approve (as appropriate) applications of AIU candidate centres,
(iv) Identify suitable joint activities between IODE and IAMSLIC,
(v) Draft terms of reference for the proposed IODE working group on marine information management, for submission to IODE-XXV,

Membership will be renewed and comprise up to 8 members, including:

(i) Four members nominated by IODE
(ii) Four members nominated by IAMSLIC.

Recommendation IODE-XXIV.2

THE UNESCO/IOC PROJECT OFFICE FOR IODE IN OOSTENDE, BELGIUM

The IOC Committee on International Oceanographic Data and Information Exchange,

Recalling

(i) Resolution XXII-7 which accepted with appreciation the offer of the Government of Flanders (Kingdom of Belgium) and the city of Oostende to host the IODE Project Office,

(ii) Resolution XXII-1 which adopted the Guidelines for the Establishment of IOC Decentralized Offices, subsequently published in Document IOC/INF-1193,

Noting with appreciation

(i) the positive results of the external review by UNESCO of the IODE programme and its IOC project Office for IODE (2002-2006), the positive assessment of the performance of the IOC Project Office for IODE by the IODE Committee during its nineteenth Session, and the positive outcome of the review of the performance of the IOC Project Office for IODE as part of the external review of the Flanders Marine Institute,

(ii) that the IOC Project Office for IODE has exceeded the expected implementation of its objectives:

the successful development and hosting of data/information products/services such as web sites including the IOC web sites, IODE OceanDocs, IODE OceanExpert, IODE Ocean Data Portal,
the successful development and hosting of the training system OceanTeacher and OceanTeacher Global Academy,
the successful provision of training over the past 10 years of more than 2000 learners from more than 100 countries at the Project Office, as well as the high appreciation expressed by students on the quality of the courses and the facilities,
the establishment of an excellent international meeting and conference centre.

(iii) the considerable financial support provided by the Government of Flanders (Kingdom of Belgium) to the IOC in general and to the IOC Project Office for IODE and the excellent in-kind support provided by the Flanders Marine Institute (VLIZ),

(iv) the complementary nature of the activities carried out at the Project Office and the financial support provided by the Government of Flanders (Kingdom of Belgium) through the UNESCO/Flanders Fund-in-Trust for the support of UNESCO's activities in the field of Science (FUST),

(v) the contribution by the IOC Project Office for IODE (as the IODE secretariat and Meeting & Training Facility) to the further development of Ocean Data and Information Networks in developing regions,

(vi) the efficient and effective management of the Project Office and the professionalism of its Staff,

Considering that the Office in Oostende is now assisting fully in the implementation of the IODE Programme, including the regional implementation of the IODE Programme,

Expressing its profound gratitude to the Government of Flanders (Kingdom of Belgium) and the Flanders Marine Institute (VLIZ) for:

(i) the considerable support provided, both financially and by hosting of the Project Office, as from April 2005,

(ii) the offer to continue hosting and supporting the Office in Oostende, Belgium,

Recommends that:

(i) the IOC Project Office for IODE be continued,

(ii) the offer of the Government of Flanders (Kingdom of Belgium) to continue hosting the Office in Oostende, Belgium, on the same terms as the previous MOU, be accepted,

(iii) the Memorandum of Understanding between UNESCO/IOC and the Government of Flanders (Kingdom of Belgium) through the Flanders Marine Institute (VLIZ) be renewed in accordance with the offer of the Government of Flanders (Kingdom of Belgium).

Recommendation IODE-XXIV.3

ESTABLISHMENT OF THE IODE PILOT PROJECT OBIS EVENT DATA FOR SCIENTIFIC APPLICATIONS (OBIS-EVENT-DATA)

The IOC Committee on International Oceanographic Data and Information Exchange,

Welcoming the successful development of an information technology solution for the management and exchange of biodiversity observation data that include environmental measurements by OBIS through the 2-year IODE pilot project OBIS-ENV-DATA in 2015-2017,

Noting that the OBIS-ENV-DATA technology solution addressed not only combined biological and environmental data, but also incorporates details about sampling methods and effort, including the implementation of identifiers to reference standard vocabulary for the parameters involved in biological, environmental, and sampling details. This expanded OBIS's capacity for biological details and enabled OBIS to organize, aggregate, and link ocean observation events using "event hierarchy". OBIS now refers to this complete combination of data features, including biological, environmental, sampling details and event hierarchy, as "OBIS Event Data".

Recommends the establishment of OBIS-EVENT-DATA as a pilot project of IODE, with limited duration (2 years), and with the terms of reference as attached in annex A to this Recommendation,

Recommends the establishment of the IODE Steering Group for OBIS-EVENT-DATA, with the terms of reference as attached in annex B to this recommendation,

Invites OBIS nodes, NODCs and ADUs to express their interest in joining this new activity by sending a letter (by email) to the Steering Group chair before 31 May 2017,

Annex A

Terms of Reference of the IODE OBIS-ENV-DATA Project

Objectives

The main objectives of this project are to (i) enhance the scientific applications of OBIS Event Data with the aim to support data and information product development within the framework of GOOS and GEOBON MBON, (ii) select early adopters of OBIS Event Data from among the marine biodiversity monitoring communities of Practice, (iii) further validation/evaluation of OBIS-ENV-DATA, (iv) develop data products and applications, (v) develop training packages for scientists and (vi) report results at IODE-XXV in 2019.

The following institutions expressed interest:

CENPAT-CONICET/ArOBIS, Argentina
CSIRO/AU-OBIS, Australia
SCAR/AntOBIS, Belgium
VLIZ/EurOBIS, Belgium
HCMR/MedOBIS, Greece
NIWA/SWP-OBIS, New Zealand
NIOZ, The Netherlands
UkrSCES/Black-Sea OBIS, Ukraine
GBIF, Denmark
MBON Florida Keys National Marine Sanctuaries project, USA

Annex B

Terms of Reference of the IODE Steering Group for OBIS-EVENT-DATA (SG-OBIS-EVENT-DATA)

Objectives

The Steering Group coordinates the project, and members report on the activities and progress towards the expected outcomes, or problems encountered, as defined in the work plan (working document IOC/IODE-XXIV/3.4.1.1). The chair will report to the IODE Officers and the IODE Committee.

Membership

The Steering Group membership includes a representative of each participating institution and will be chaired by Mr Francisco Hernandez (Head Data Centre, VLIZ) and assisted by Mr Ward Appeltans (Project Manager, IODE/OBIS secretariat).

Recommendation IODE-XXIV.4

ESTABLISHMENT OF THE OCEAN DATA AND INFORMATION NETWORK FOR THE WESTERN PACIFIC REGION (ODINWESTPAC) PROJECT

The IOC Committee on International Oceanographic Data and Information Exchange,

Recalling that:

(i) the IODE Committee, during its 18th Session (Oostende, Belgium, 26-30 April 2005), decided to abolish the system of IODE Responsible National Oceanographic Data Centres (Resolution IODE-XVIII.1) and the system of IODE Regional Coordinators (Resolution IODE-XVIII.2), and requested that NODCs participating in Ocean Data and Information Networks (ODIN) would assume the functions of former RNODCs, and further requested that the functions of the IODE Regional Coordinators be included in the terms of reference of the relevant IODE ODIN;
(ii) the IOC Sub-Commission for the Western Pacific (IOC/WESTPAC) expressed, at its Sixth Session (NhaTrang, Vietnam,23 – 27 May 2005), its strong interest in developing an ODIN for the WESTPAC region and adopted the recommendation SC-WESTPAC-VI.2 on the establishment of an Inter-sessional Working Group to prepare, as appropriate, a project proposal for an Ocean Data and Information Network for the region including a possible work plan, deliverables, timelines and required resources;
(iii) the Preparatory meeting toward the establishment of ODINWESTPAC, Tokyo, 5-6 December 2006, prepared a pilot project proposal for an Ocean and Data Information Network for the WESTPAC region, for submission to the 19th Session of the IODE Committee (Trieste, Italy, 12-16 March 2007) for adoption; and
(iv) the handover of project leadership from Japan Oceanographic Data Center (JODC) to National Marine Data and Information Service (NMDIS) of China at the Seventh Session of IOC/WESTPAC (Kota Kinabalu, Sabah, Malaysia, 26–29 May 2008).

Noting with appreciation the strong support by NMDIS for the preceding pilot project,

Noting further the future excellent opportunity to cooperate with the IOC Sub-Commission for the Western Pacific in improving regional capacity for ocean data and information management,

Establishes the ODINWESTPAC Project with terms of reference as attached in Annex A, as well as a Steering Group of which terms of reference are attached in Annex B

Establishes the ODINWESTPAC Advisory Group with terms of reference as attached in Annex C

Decides that ODINWESTPAC will enhance the communication and technical collaboration with existing data and information systems and the proposed IOC Ocean Data and Information System.

Confirms the nominations, by the First ODINWESTPAC Advisory Group Meeting (Tianjin, China, 27-28 January 2017), of Dr Shi Suixiang, the Deputy-Director of NMDIS to be the Project Coordinator,

Requests member states of the IOC/WESTPAC to actively participate in the project,

Invites all IOC Programmes and other relevant organizations to collaborate with ODINWESTPAC,

Encourages the Project Coordinator to establish close communication and cooperation with IOC/WESTPAC Intergovernmental Sessions to serve the needs of member states in the region,

Further encourages member states of the IOC/WESTPAC and donors to support this project by providing financial and/or in-kind support towards the implementation of this project.

ANNEX A

Terms of reference of the IODE ODINWESTPAC Project

The Ocean Data and Information Network for the Western Pacific Region (ODINWESTPAC) has been one of the projects of the International Oceanographic Data and Information Exchange programme (IODE) of the Intergovernmental Oceanographic Commission of UNESCO (IOC). It brings together more than twenty countries in WESTPAC to address the challenges faced in accessing data and information for coastal management.

ODINWESTPAC was initiated to provide an effective capacity building framework, to promote regional collaboration in marine data and information and products sharing, to develop cooperation with other ODINs and international and regional projects/programs, and to provide data and information services mainly for the WESTPAC member states and other users.

ODINWESTPAC constitutes a capacity building strategy, linking training, equipment and operational support in a regional context, products and service oriented and using a multi-stakeholder approach.

Objectives

Develop a marine data and information network that will promote data and information exchange and collaboration between WESTPAC member states and with the global IODE network;
Provide a number of marine data and information products, ocean knowledge to serve the needs of WESTPAC member states and other ODINs and IODE members in data and information management, oceanographic research, marine environmental protection, marine hazards prevention and mitigation, etc.;
Develop cooperation with other international and regional projects in data and imformation collection, processing, management and service;
Implement relevant capacity building activities which specifically relate to ocean data and information management and service.

ANNEX B

Terms of Reference of the IODE Steering Group for the ODINWESTPAC Project

Objectives

To provide strategic direction and oversight to the project to ensure that it meets its aims and objectives;
To ensure that the ODINWESTPAC meets the needs of users of data and information;
To ensure that the ODINWESTPAC builds on and adds value to existing national and regional collaboration for marine observation and data and information management;
To review and approve the action plan/ workplan of ODINWESTPAC and ensure that the ODINWESTPAC activities carried out during the intersessional period are consistent with the action plan/workplan;
To oversee the work of the Project Coordinator and Advisory Group.

Membership

Members of the Steering Group for the ODINWESTPAC Project include:

IODE national coordinators for oceanographic data management, IODE national coordinators for Marine Information Management, all from the WESTPAC region Member States,
In an observer capacity, ADU contact points, AIU contact points, all from the WESTPAC region Member States,
Chair, IOC Sub-Commission for the Western Pacific (WESTPAC)
Representative of UNESCO/IOC Project Office for IODE,
Head, UNESCO/IOC Regional Secretariat for WESTPAC,

The Project Coordinator shall serve as the chairperson for the Steering Group.

ANNEX C

Terms of Reference of the Advisory Group for the ODINWESTPAC Project

Objective

The ODINWESTPAC Advisory Group aims to facilitate the ODINWESTPAC activity. For this purpose, the ODINWESTPAC Advisory Group has the responsibility to provide scientific and technical advice on development, planning and implementation of the project to the Project Coordinator.

Composition

The ODINWESTPAC Advisory Group, composed of the Project Coordinator and some experts in relevant disciplines of marine data and information management (and other experts could be invited to join the AG meeting). The Project Coordinator will select up to six experts from a pool of volunteers. The selection of members will take into account balanced representation of geographical distribution of the WESTPAC member states, gender, and the basis of their professional expertise. Additional experts may be consulted as needed. The Project Coordinator should contact ODINWESTPAC National Focal Point, the related IODE National Coordinators, and other sources of expertise, to identify the expert pool based on the experts’ willingness. The term of experts in the ODINWESTPAC Advisory Group is two years in office, with the option to renew.

Chairperson

The Project Coordinator shall serve as the chairperson for the Advisory Group. The chairperson shall be responsible for representing the Advisory Group and reporting to the ODINWESTPAC Steering Group. The chairperson shall report to the IOC Committee on International Oceanographic Data and Information Exchange (IODE) and IOC/WESTPAC, at their respective regular sessions, as the Project Coordinator.

Operation of the Advisory Group

The Advisory Group should conduct its business by emails and telecommunication means. It may organize face to face meetings if necessary, in order to facilitate discussion among members.

Responsibilities

Provide technical advice on
- - The future development of the ODINWESTPAC;
- - A short- and long-term strategic plan associated with Ocean Data and Information Network (ODIN);
- - Assess the requirements for the implementation of the project, including approaches to identifying and mobilizing these requirements;
- - Review the present status of the project and identify the challenges faced and potential improvements;
- - Make necessary recommendations towards the project and to advise the participating countries to facilitate progress;
- - Facilitation of cooperation among member states in the region.

Membership

The initial membership of the Advisory Group for the ODINWESTPAC Project was agreed at the First Session of the Advisory Group for the Ocean Data and Information Network for the WESTPAC region (ODINWESTPAC), Tianjin, China, 27-28 January 2016 and recorded in IOC Workshop Report No. 274.

Recommendation IODE-XXIV.5

IODE ASSOCIATE INFORMATION UNIT (AIU)

The IOC Committee on International Oceanographic Data and Information Exchange,

Acknowledging the success of the IODE Associate Data Units (ADU) as key partners in realizing the IODE objectives,

Noting the importance of including the wider ocean information community as key stakeholders of the IODE,

Noting further the growth of ocean research and observation programmes and projects, and the necessity for these projects to establish data and information models,

Stressing the need to share, provide discovery and access to and to preserve all ocean research and observation information,

Noting the importance of standardization and interoperability of data and information systems across the ocean research and observation communities,

Recalling that IODE presently has no direct communication with individual marine science libraries and information centres resulting in minimal engagement,

Recommends the establishment of IODE Associate Information Units (AIUs) as a structural element of IODE with the following Terms of Reference:

IODE Associate Information Units (AIUs) shall:

(i) Be national projects, programmes, institutions or organizations, or regional or international projects, programmes, institutions or organizations (including academia) that carry out marine information management functions,

(ii) Be staffed by at least one marine information professional (by qualification or experience),

(iii) Receive information on, and contribute to, IODE standards and best practices related to marine information management,

(iv) Be welcomed to participate in ocean data and information management training, organized within the framework of the IODE OceanTeacher Global Academy programme,

(v) Participate in IODE workshops and projects,

(vi) Share expertise with other AIUs,

(vii) Be invited to share new digital initiatives implemented within the AIUs

(viii) Provide advice and where appropriate become an IODE Project member

(ix) Receive assistance, upon request, from IODE, on matters related to marine information management,

(x) Closely link with the IODE National Coordinator for Marine Information Management if existing

(xi) Agree to display IODE logo on appropriate marine information output

(xii) Agree to make available information management documentation (standards, practices, guides,…) used by the AIU for the wider marine science library and information community,

Invites any marine science related project, programme, institution or organization that is willing to comply with the above-mentioned Terms of Reference to apply to join IODE as an IODE Associate Information Unit (AIU) by providing the following information:

(i) name and contact information of the AIU contact point(s);
(ii) name and contact point of the head of the applicant entity;
(iii) description of the national, regional or international project, programme, institution or organization;
(iv) brief description of information services/products/digital initiatives provided by the entity;
(v) description of staff and skills/expertise;
(vi) metrics on budget and collections;
(vii) for projects: expected lifespan of the project and indication of plans for the archival/preservation of the information output;
(viii) letters of support;
(ix) required capacity building, training that IODE could contribute;
(x) on the existing relationship with IODE.

Invites IOC Member States to actively promote AIU membership,

Further recommends that applications for AIUs shall be reviewed by the Joint IODE/IAMSLIC Group of Experts on Marine Information Management (in a transitional capacity) and approved by the IODE-MG (by email or during IODE-MG meetings).

Recommendation IODE-XXIV.6

IODE WORK PLAN AND BUDGET FOR 2017-2019

The IOC Committee on International Oceanographic Data and Information Exchange,

Having reviewed its programme implementation requirements for the period 2017-2019,

Being aware of the continuing financial crisis faced by UNESCO and its IOC,

Re-emphasizing the importance of high-quality oceanographic data and information, products and services for scientific, observation and ocean based disaster warning and mitigation programmes of the Commission, for Member States, the private sector and other users,

Noting the important role of IODE in JCOMM and the growing collaboration with, and contribution to other IOC Programmes and activities, demonstrated by joint development of products and services as well as capacity development activities, responding to the IOC Strategic Plan for Oceanographic Data and Information Management,

Expressing great appreciation to the Government of Flanders (Kingdom of Belgium) for hosting and supporting the IOC Project Office for IODE and for its continuing and increasing financial support to IODE, the Russian Federation for its support through the hosting of the Partnership Centre for the IODE Ocean Data Portal in Obninsk, as well as to other donors and Member States who are providing financial and in-kind support for IODE,

Appreciating the in-kind support for the IODE Programme provided by Member States through establishing and maintaining IODE Data Centres, OBIS nodes and Associate Data Units, provision of experts, through the provision of valuable ocean data and information products and services, and through financial and in-kind contributions to IOC,

Calls on Member States to provide financial support to the IOC Special Account, earmarked for IODE, or in-kind support through the secondment of experts to the IOC Project Office for IODE or to the IODE secretariat;

Requests to the IODE Co-Chairs to bring to the attention of the next Session of the IOC Assembly, the IODE Programme and Budget for the period 2017-2019, as attached in the Annex to this Recommendation.

(ANNEX WITH BUDGET TABLE NOT INCLUDED HERE)

Draft Decision of the 29^th Session of the IOC Assembly (Agenda item 6.2.2)

IOC STRATEGIC PLAN FOR DATA AND INFORMATION MANAGEMENT (2017-2021)

The Intergovernmental Oceanographic Commission,

Recalling:

(i) IOC-XXVII/Dec.5.3.4 which adopted the IOC Strategic Plan for Oceanographic Data and Information Management (2013-2016) and also agreed that the Plan should be regularly reviewed and revised by the IODE Committee, and

(ii) Resolution XXII-6 which adopted the IOC Oceanographic Data Exchange Policy.

Recognizing that:

(i) the IOC Oceanographic Data Exchange Policy is compatible with other international relevant data-exchange policies that promote free and open access to data, such as WMO Resolution 40,

(ii) IODE has developed a global network of National Oceanographic Data Centres, Associate Data Units, information centres and related networks, representing a considerable pool of expertise in data and information management and sharing,

(iii) many IOC Member States have developed distributed networks of data management facilities involving IODE, as well as other centres, to deal with a wide variety of ocean observations,

(iv) IOC and WMO have established close, efficient and effective collaboration in ocean data management, and

(v) the IOC Committee for IODE and JCOMM have established a number of joint mechanisms to advance ocean data management.

Noting with appreciation that the IOC Data and Information Management system resulting from this strategy will deliver:

(i) Assembled, quality controlled and archived data on a diverse range of variables according to scientifically sound and well-documented standards and formats,

(ii) Timely dissemination of data on a diverse range of variables (observations and model outputs) both on real-time and delayed modes depending on the needs of user groups and their technical capabilities (automatic dissemination as well as “on demand”), and

(iii) Easy discovery and access to data and information on a diverse range of variables and derived products (including forecasts, alerts and warnings) by users who have a broad range of capabilities.

Considering that the objectives of the IOC Strategic Plan for Data and Information Management 2017–2021 are to:

(i) Facilitate and promote the exchange of oceanographic data and information in compliance with the IOC Oceanographic Data Exchange Policy,
(ii) Deliver a comprehensive distributed data system that can receive data collected by all IOC programmes and projects and deliver them in a uniform and transparent way to all users,
(iii) Deliver a system that can collect bibliographic and factual information from all IOC programmes and projects and deliver them in a uniform and transparent way to all users, and
(iv) Ensure alignment with, and contribution to, both the IOC’s Medium Term Strategy for 2014-2021, and with the UN’s 2030 Agenda for sustainable development, in particular the dedicated sustainable development goal for the ocean (Conserve and sustainably use the oceans, seas and marine resources for sustainable development).

Endorses the IOC Strategic Plan for Data and Information Management 2017-2021 as given in document IOC-XXIX/2 Annex […],

Agrees that the Plan should be:

(i) Published and distributed widely and used as a basic data strategy throughout the Programmes and Projects of the IOC, and

(ii) Regularly reviewed and revised by the IODE Committee, in close consultation with all IOC programmes.

Draft Decision of the 29^th Session of the IOC Assembly (agenda item 6.2.1)

IOC COMMUNICATION AND OUTREACH STRATEGY FOR DATA AND INFORMATION MANAGEMENT

The Intergovernmental Oceanographic Commission,

Recalling Decision IODE-XXIII.3 for the Establishment of an Inter-sessional Working Group to Create an IOC Communication and Outreach Strategy for Data and Information Management,

Acknowledging the importance of the need for greater visibility and understanding of its activities and achievements for the management of data and information,

Noting the growing number of international marine science related organizations and the importance to clearly state IODE’s unique role in data and information management,

Recognizing that:

(i) IOC must work with Member States, governments, partner organizations, academia and industry, to articulate the global benefits to society and required funding to build and sustain the ocean observing data and information system,

(ii) IOC has a strong mandate for communication and outreach with a variety of stakeholders, including the general public,

(iii) IOC needs to communicate regularly with its community as well as having a strategy on how to be engaged in ocean community data and information activities, cooperate and expand its membership,

Endorses the IOC Communication and Outreach Strategy for Data and Information Management as given in document IOC-XXIX/2 Annex […],

Agrees that the Plan should be:

(i) Published and distributed widely and used as a framework for communication and outreach activities throughout the Programmes and Projects of the IOC, and
(ii) Regularly reviewed and revised by the IODE Committee, in close consultation with all IOC programmes

Details: Created on: Monday, 03 July 2017 09:09; Last Updated on: Monday, 10 July 2017 14:54