This third project progress report covers the period from October 1st through to December 31^st, 1997. During this period, the Pilot Network Program (PNP) phase of the project was launched in four of the six participating countries. The Project Team also continued with the development, enhancement and content of the new Caribbean Environment Programme (CEP) Web site. The new Web pages were made available to the public on December 15^th at the new permanent CEP Web address: http://www.cep.unep.org.

These initiatives were the major focus of activity during this period:

• Continued design and development of the Internet-based Information Management System structure and content;
• Further in-depth orientation and training of project personnel;
• Completion of new internal/external computer server installation and commissioning;
• Initiation of the Pilot Network Program with missions taken to four countries;
• Launching of the CEP Web site on a temporary host provided by the EROS Data Center, USAID and UNEP GRID Sioux Falls.

The following sections of this report will examine, in greater detail, the status of execution and achievement of objectives, project costs, bidding and contracts, and compliance with contractual clauses. The large number of attachments provides considerable background information in addition to meeting contractual reporting obligations.

The overall goals and objectives of the project are being achieved in general accordance with the approved Project Workplan (Revision 1.1, March 1997). As detailed in the last Progress Report (April 1 – September 30, 1997), significant progress had been made towards achieving the objectives identified for Sub-Project I, especially Phases I and II. The period covered by this Progress Report moves the project into Phase III, the Pilot Network Program.

Most tasks and activities associated with Sub-Project I, Phase III and Sub-Project II, as planned for this reporting period, have been started. Nonetheless, as of December 31^st 1997, a number of the Project tasks and activities remain some two to three months behind the planned dates outlined in the Workplan timetable. Despite efforts to overcome the delays that were identified in the last progress report, the Pilot Network Program has taken longer to be initiated. Notwithstanding the enthusiasm, commitment and resources dedicated to the project by most of the PNP countries, the elapsed time to reach decisions and to complete relatively simple tasks with the countries is proving to take longer than expected. Given that this has been experienced relatively early in Phase III, it now seems doubtful that further significant time savings can be achieved.

Despite the Phase III activities being behind schedule, it is the opinion of the Project Team that this will not negate the achievement of the overall goals and objectives established for the project. Ultimately it will be Sub-Project II (Technical Advisory Services) that will, perhaps, have some activities reduced in scope. However, should additional funding be obtained, the TAS Phase could be made even stronger and projects could be initiated with more countries than is currently anticipated.

The revised timetable (Appendix I: Table 1) provides a self-explanatory snapshot of the major tasks and activities, including planned start and end-dates, and the implementation status as of December 31, 1997.

A detailed status and accounting of project developments is provided in the section below. The numbering system (4.01.1, 4.01.2 and so on), corresponds to that used in the Project Workplan to identify the major tasks and activities. The same numbering schema is used in the revised timetable (Appendix I: Table 1).

4.01.1   Project Requirements and Implementation Strategy

Task completed – see Progress Report #1.

4.01.2   Development of the Project Workplan

Task completed – see Progress Report #1.

4.01.3   Human Resources Planning

Task substantively completed – see Progress Report #2

Planned Tasks and Activities: Additional short-term expertise will be recruited in the next reporting period. These resources could include Web database and page creation experts and additional resources to assist in writing and editing Web page content. A Terms of Reference will be developed to acquire the services of an Internet networking expert to advise on any additional necessary software and hardware required, and to setup the external system with appropriate security software, access controls, network efficiency and other related issues.

4.01.4   Funds and Budget Planning

A first disbursement of funds has been received and a revolving fund established with the Bank. The Project financial accounts have been kept up-to-date in accordance with IDB and UNEP procedures. As required by the Technical Cooperation Agreement, a financial report was prepared and submitted to the Bank in November 1997. A second disbursement of funds was also requested at the end of November. However, this disbursement was not released due to minor administrative problems with the submitted documents.

As discussed in detail in Section III, the project expenditures are well within the planned budget. Effective management procedures and ongoing efforts to be fiscally responsible should help the project to remain fully within budget.

Planned Tasks and Activities: The CAR/RCU Financial Officer will resolve problems with the second disbursement request and it will be re-submitted by mid-January, 1998.

4.01.5   Project Information and Promotion

The launch of the new CEP Web page has provided an important vehicle for disseminating news and information about the project. The December 15^th inauguration was relatively low-key; a more vigorously publicized event will be organized late in the first-quarter of 1998. Each issue of CEPNews, which is widely distributed in hardcopy, as well as being available for viewing or download on the Web page, has a section about the Project. Most effort during this reporting period, however, has been dedicated to the continued design and creation of content for the new Web pages and the Web-based information management system.

New MS PowerPoint-based presentations were prepared to provide an overview of the Project and the Pilot Network Program process. Presentations were formally presented to potential donor agencies, the Advisory Group for the Caribbean Environmental Network (CEN) Project, and to visiting experts and representatives of various organizations. Numerous presentations and demonstrations were also given to the Pilot Network Program focal points, many government agencies, and non-governmental organizations in Dominican Republic, Jamaica, Nicaragua and Venezuela.

Planned Tasks and Activities: Efforts will be made to have the CEPNET site promoted by other Web sites including UNEP headquarters; ROLAC; partner and affiliated organizations, institutions and projects; Island Resources Foundation and other non-governmental organizations; and various search sites. The first issue of CEPNews in 1998 will feature an article updating the major project activities and development of the Pilot Network Program. Project personnel will also participate in relevant forums such as seminars, workshops and conferences to promote the project and to establish additional partnerships.

4.01.6   Future Plans and Implementations

The Project Manager and the Co-ordinator of UNEP, Caribbean Environment Programme, have had several meetings about obtaining additional funding for the Project. The Project is being continually promoted in various potential donor/lender forums and in meetings with other organizations.

Planned Tasks and Activities: Additional potential funding sources, such as the Canada International Development Agency, the World Bank, the Caribbean Development Bank, and others, will continue to be solicited to help to raise additional funds for use in the Technical Advisory Services phase and longer-term continuation of the project. The Project Manager and the Co-ordinator will prepare a proposal document early in 1998.

4.02.1   Project Initiation Workshop

Task completed – see Progress Report #1.

4.02.2   Technical Advisory Group (TAG)

All members of the TAG are now reachable by e-mail. There has been some activity and exchange of views between members using e-mail in the latter months of 1997. The Project Manager distributed the last Progress Report and other information to all members of the group. The TAG was also solicited to provide advice as to the timing of the next formal meeting. The members were also queried as to whether the next meeting should be combined, once again, with the PEC (see below).

Planned Tasks and Activities: The next TAG meeting will be scheduled for late-February 1998. It is the view of the Project Team that substantive progress with the PNP needs assessments and country workplans should be complete, for at least two of the PNP countries, before this meeting is held. The Project Team will initiate more frequent project news and updates to the TAG and also encourage a more active dialogue between all members.

4.02.3   Programming and Evaluation Committee (PEC)

No PEC activities were conducted in this reporting period.

Planned Tasks and Activities: The next meeting of the PEC will likely be scheduled for late February 1998 along with the TAG, or in March if it is to be held independently. As with the TAG, inter and intra-communications still requires improvement. The Project Team will initiate more frequent news and updates to the PEC.

4.03.1   Internal CEP Hardware and Software

The internal server was switched from the temporary home on a high-end workstation (which now hosts the Geographic Information System software) to a more properly configured computer server system in early October (see specifications attached to the last Progress Report). The switchover was virtually without any impact or downtime for the CAR/RCU users. In order to facilitate more efficient writing and editing of word-processing documents, Spanish and French electronic dictionaries/grammar checkers were acquired and fully integrated with the MS Office 97 suite of software. An HP scanner was also acquired for use by the project team and the office for inputting graphics for scanning documents to be placed on the Web pages.

Planned Tasks and Activities: A colour printer will be acquired as soon as possible in early 1998.

4.03.2   Internal CEP Training

CEPNET personnel received training in HTML Web authoring and conversion/creation techniques in early October 1997. Most project staff and the Information Assistant participated in a three-day metadata standards and training course as part of the GRID/EDC installation and training component of the ‘fast-track’ project. The System Administrator and the GIS Expert were also extensively trained on issues pertaining to the uploading and maintenance of Web pages and the many pieces of software associated with the metadata databases, the search engines and clearinghouse nodes. In other training related activities, the GIS Expert attended a one-day seminar on storm surge models (see attached mission report).

Planned Tasks and Activities: No formal training activities are planned for the next reporting period.

4.03.3   CEP Databases

An evaluation of the large CAR/RCU Programme and Implementation Management System (PIMS) database was undertaken to determine the feasibility of converting to more modern and technologically advanced software such as MS Access. Various translators and converters were developed and much of the database is now MS Access compliant. Considerable work remains, however, in order to build better field relationships and query capabilities. The database, which is now called the CEP Experts and Contacts Database (ECD), will also be further developed to be accessible over the Web.

Work is proceeding in incorporating or developing direct links to the four databases identified in the Technical Cooperation Agreement.

Planned Tasks and Activities: Work will continue with all of the databases discussed in this section.

4.03.4   Spatial Databases

The Project Team, and in particular, the GIS Expert, have begun to document and repatriate all spatial information and database holdings of CAR/RCU. The databases will be both searchable and downloadable over the CEPNET Web server. In addition, the prototype Web-based GIS, as developed under the ‘fast-track’ contract, is being evaluated and the applications will be improved and modified appropriately.

Planned Tasks and Activities: Additional demonstration Web-based GIS applications will be developed depending on the functionality of the Web-GIS software. Work will be ongoing to make the spatial data available over the Internet.

4.04.1   External CEPNET Web Server

The new external server has been commissioned and is fully operational for internal access and Intranet applications. However, the issue of a connection to the Internet remains unresolved. Telecommunications of Jamaica (TOJ) has not yet responded to the formal request for price concessions. Nor has TOJ provided an implementation schedule or other information that has been requested in writing and numerous phone calls. The Project Team is working closely with the International Seabed Authority (ISA), another UN agency in the same building as CAR/RCU, to exert additional pressure on TOJ to respond as-soon-as-possible. Other alternatives, such as satellite-based communications through the UN in New York, are also being explored along with ISA.

There has been interest by the Dominican Republic, ROLAC, and others in hosting a mirror site of our Web pages. The technical, logistical and other issues of hosting mirror sites will continue to be evaluated. Reciprocal offers to mirror other sites on the CEPNET Web server will also be considered.

The temporary arrangement to have the CEPNET Web site hosted on a server owned by USAID residing at the EROS Data Center in Sioux Falls is working very well. As planned, the new Web site at www.cep.unep.org was launched on December 15^th. User feedback has been very positive.

Planned Tasks and Activities: Efforts to resolve direct Internet connectivity will continue until a fully satisfactory solution is found. Cost and bandwidth are the two major issues. Discussions will be held regarding the possibility of establishing mirror sites at strategic locations. Additional Web software, and some hardware components, may be required for the dedicated access when it becomes available. Other issues, including security and network efficiency will also be addressed. An Internet networking expert will be contracted to advise on these issues (see Section 4.01.3).

4.04.2   Query Engine and Metadata Databases

The EROS Data Center (EDC) and the Project Team continued development of the customized query engine and metadata input tools. In cooperation with the EDC, CEPNET undertook the translation of the Meta-Lite software interface into Spanish and French. Extensive training was provided by the EDC in early October.

Some of the query engine and metadata creation tools are still being developed or enhanced for Windows NT platforms. There are numerous technical considerations concerning the porting of some of the software from UNIX systems to the NT systems which are prevalent in the Wider Caribbean Region. The EDC team continues to provide support in this area. It is hoped that all necessary software will be operational for NT environments by the 2^nd quarter of 1998. Until then, query operations will be conducted over multiple servers – this process is totally transparent to the user making queries.

The project to develop a translator that will take FGDC compliant metadata and convert it to the UNEP metadata standard is underway at GRID Sioux Falls and the EDC. This translator will facilitate needed compatibility between CEPNET and other UNEP metadata databases.

Planned Tasks and Activities: The FGDC to UNEP metadata translator will continue to be developed. Work to populate additional metadata is on-going. The Project Team continues to work with the EDC to identify an appropriate visual geographic search tool to complement the existing search methods. Discussions will continue with projects and programs throughout the region to promote metadata standards and to ensure search compatibility.

4.04.3   Web Links Database

Information and site links are being collected on a continuous basis. The CEPNET Web pages have many cross-links to appropriate other Web sites. The Project Team will identify and acquire appropriate link verification software to regularly ensure that links are valid.

The International Year of the Ocean will be a featured section of the Web pages during the 1^st quarter of 1998. Links pertaining to this topic will be compiled and maintained.

Planned Tasks and Activities: Links verification software will be evaluated and acquired as soon as possible. Permission to develop direct links to selected databases will be sought in the coming months.

4.04.4   Web-Based Geographic Information System

At the initiation of the Project Team, ESRI has developed an acquisition and very favorable pricing structure of their Web-based GIS products for UNEP GRID and GRID compatible sites (such as CEPNET). In this regard, the Project has proceeded to acquire the ArcView Internet Map Server software. Nonetheless, an evaluation of the beta version of this software pointed to significant functionality deficiencies. It is hoped that the release version of the software, which should be received in early 1998, will provide improved functionality over the beta version.

Planned Tasks and Activities: The Web-based GIS software will be installed and configured on the CEPNET external server upon arrival. An evaluation will be carried out and the current Web applications will be modified and enhanced as much as possible. The Project Team will continue to interact with ESRI to effect improvements to the technology.

4.04.5   Information (Databases, Documents, Reports)

Considerable effort during the current reporting period was dedicated to the creation of information for the new Web pages. All of the Project Team and many CAR/RCU staff have been busy writing and editing the Web pages content. The development of content of the English pages is proceeding rapidly; however, the Spanish and French content is lagging considerably. A priority is to have the Spanish and French homepages translated. Efforts to speed-up the translation of documents and information will be identified.

Planned Tasks and Activities: The Project Team and other CAR/RCU staff will continue to write and edit content for the Web pages. The scanner will also enable the inclusion of older reports, documents and text, as well as supporting graphics. There will be increased effort to prepare Spanish and French content.

4.05.1   Pilot Network Program Participation Assessment

Formal contact was made with each of the six Pilot Network Program (PNP) countries. All six of the countries (Barbados, Dominican Republic, Jamaica, Nicaragua, Trinidad and Tobago, and Venezuela) expressed pleasure that the PNP phase of the project was finally underway and have given verbal commitment to participate in the PNP.

The Project Manager and the Consultant Trainer (Spanish) undertook missions to Venezuela, Dominican Republic and Nicaragua during this reporting period. Each of these countries was anxious to begin the PNP phase and was very supportive and helpful in organizing the meetings and logistics for the missions. All three countries have begun work on the Needs Assessment task. See attached mission reports for further information.

The Project Manager and the Consultant Trainer (English) had several meetings with the Jamaica Focal Point office, which is the National Resources Conservation Authority. Jamaica was also anxious to begin the PNP phase and have committed resources to begin the Needs Assessment.

Both Barbados and Trinidad are hoping to participate in the PNP phase. However, they were unable to meet during this reporting period because of the unavailability of their key personnel. It is hoped that missions to both countries can be organized in early 1998. The Project Manager has expressed concern that this phase of the project must begin as-soon-as-possible in order to meet critical project deadlines.

Planned Tasks and Activities: The Project Team will aggressively work with all of the PNP countries to complete the Needs Assessment and begin development of the Country Workplans. Missions are planned to Barbados, Trinidad and possibly to Nicaragua. All PNP countries will also again be asked to formally re-confirm their participation in the project.

4.05.2   Needs Assessment

The Project Team developed detailed spreadsheets in digital form and hardcopy, along with comprehensive documentation (see attached Needs Assessment Documentation and Spreadsheets) to assist in conducting the country needs assessments. All spreadsheets and documentation were prepared in both English and Spanish. The completed information will be evaluated by the Consultant Trainer, the country coordinator, and other Project Team members as necessary. An evaluation report will be prepared with and for each of the countries. The evaluation information, however, will primarily be used to develop the Country Workplan.

As discussed in the previous Section, the Needs Assessment is underway in four of the six PNP countries. It was hoped that at least two assessments would have been completed by mid-December; however, with the holiday season and other activities, such as elections, some countries lost momentum. It is now anticipated that two Needs Assessments will be complete by mid-January and the other two by the end of January. During the missions to Barbados and Trinidad, strong encouragement will be given to initiating and completing the Needs Assessments as quickly as possible.

Planned Tasks and Activities: Encourage rapid completion of the Needs Assessment in all PNP countries. Evaluation and a country report will also be completed as quickly as possible.

4.05.3   Country Workplans

The Project Team has prepared a draft format and outline for the Country Workplans. No significant activity will take place until the evaluation of the Needs Assessment is completed.

Planned Tasks and Activities: Complete two Country Workplans by mid-February, another two by early-March and the remaining two by mid-March.

4.05.4   IMS Implementation

Initiation of this activity is dependent on completion of the Country Workplans.

Planned Tasks and Activities: Each Country Workplan timetable will determine when the IMS tasks and activities are initiated. It is possible that some activities could begin in March 1998.

4.05.5   Training

Initiation of this activity is dependent on completion of the Country Workplans.

Planned Tasks and Activities: Each Country Workplan timetable will determine when the Training tasks and activities are initiated. It is possible that some activities could begin in March 1998.

4.05.6   Database Development

Initiation of this activity is dependent on completion of the Country Workplans.

Planned Tasks and Activities: Each Country Workplan timetable will determine when the Database Development tasks and activities are initiated. It is possible that some activities could begin in March 1998.

4.05.7   Program Sustainability Plan

Task not started.

Planned Tasks and Activities: This activity is not scheduled to begin until July 1998.

4.05.8   ‘State Of The Coast’ Report

Initiation of this activity is dependent on completion of the Country Workplans.

Planned Tasks and Activities: Each Country Workplan timetable will determine when the ‘State Of The Coast’ Report tasks and activities are initiated. It is not likely that significant activity will take place in the next reporting period.

4.06.1   Technical Advisory Services: Consulting Services

Task not started.

Planned Tasks and Activities: Although the Technical Advisory Services Sub-Project is scheduled to begin in January 1998, significant activity will not take place until the PNP phase of the Project is well established. Nonetheless, a number of countries in the Wider Caribbean Region have already expressed strong interest in the Project and would like to initiate activities as-soon-as-possible. The Project Manager will follow-up on requests and continue to seek additional funds and resources to carry out this phase of the Project.

4.06.2   Technical Advisory Services: IMS Implementation

Task not started.

Planned Tasks and Activities: This activity is not scheduled to begin until May 1998.

4.06.3   Technical Advisory Services: Training

Task not started.

Planned Tasks and Activities: This activity is not scheduled to begin until May 1998.

4.06.4   Technical Advisory Services: Demonstration Projects

Task not started.

Planned Tasks and Activities: This activity is not scheduled to begin until May 1998.

As was discussed in the previous Progress Report, overall project expenditures were less than planned expenditures for the 1997 fiscal year. In fact, the Project under-spent by almost $200,000 with the IDB component, while the UNEP component was virtually on budget. The primary reason for under-spending was due to the late hiring of most of the project personnel, and the subsequent late start of the Pilot Network Program and costs associated with the staff, travel, equipment component and contingencies. These saved monies will be fully utilized, however, in fiscal year 1998.

Planned commitments in 1998 include significantly increased expenditures for non-expendable equipment such as computer hardware and software for the Pilot Network Program countries. These items, plus higher than originally anticipated travel costs, will offset the expenditure savings realized in 1997. The increase in planned travel will particularly benefit the initiation of the Technical Advisory Services, which was previously very under-funded.

The information in Appendix I, Tables 2 and 3, provides an updated summary of the planned expenditures in comparison to the expenditures and commitments made up to December 31, 1997.

The rules and regulations of both UNEP and IDB guide bidding and contracting procedures. The CAR/RCU Administration/Funds Officer works closely with his counterparts at the Bank in order to ensure that proper procedures are followed. In most cases, a competitive bidding process is used to acquire goods and services. Full details of individual bidding and contracts are provided to the Bank at appropriate times such as when requests for disbursement are made. Contracts were let for the following goods and services in this reporting period:

• Colour scanner for CEPNET (December 1997);
• ESRI ARC/INFO for Windows NT software (October 1997);
• ESRI ArcView 3 (3 copies in October 1997);
• Spanish and French electronic dictionaries/spelling and grammar software for MS Office 97.

It is anticipated that there will be a bidding process, with contracts subsequently let, for the following major goods and services to be acquired in the next six months:

• Web-based GIS software for CEPNET (January 1998);
• Colour printer for CEPNET (January 1998);
• Dedicated Internet access line (February 1998);
• Computers, software and peripherals for Pilot Network Program country implementations (February – April 1998);
• Web / Internet consultant (February 1998);
• GIS software for Pilot Network Program country implementations (February – April 1998); and,
• Specialized expertise to assist in the writing and editing of the CEPNET web page contents (February – March 1998).

The project has met all contractual clauses applicable to this reporting period.

A financial report, specifying the sources of funds and the use of the IDB contribution and UNEP-CAR/RCU counterpart, was prepared and submitted by the CAR/RCU Finance Officer at the end of November 1997. At the same time, a request for disbursement was prepared and submitted. Subsequently, in late December, the Bank requested that some changes, additions and other documentation be provided before the disbursement request can be officially processed. This information will be sent to the Bank as early as possible in January 1998.

It is projected that there will be full compliance with future conditions and contractual clauses as they come due. There are no special reports required during the next reporting period.

The Project has finally entered into the most exciting phase of working with the governments and other institutions in the Wider Caribbean Region through the launch of the Pilot Network Program. The high level of enthusiasm of the participant countries indicates that the objectives and approaches set forth in the Project Workplan are appropriate to the needs of these and many other areas in the region. Already, a number of countries have expressed strong interest in the Technical Advisory Services. It is anticipated that there will be a lot of demand for the activities associated with the launching of the TAS later this year. One of the challenges in the coming months will be to determine an appropriate method for prioritizing TAS activities.

The Project Team is also very heartened by the praise being given to the newly launched Web site. As the depth of information content and data continues to increase, and further functionality is added, the Web pages will become a pre-eminent source of coastal and marine environmental information for the Wider Caribbean Region. The clearinghouse capabilities will be an important tool for governments, non-governmental organizations and researchers worldwide to locate and obtain regional data and information. The priority being given to working closely with other developments in the region will also help to foster the implementation of common standards and the sharing of data and information. Such cooperation will have added benefits of reducing duplication of effort and development while increasing the collective impact in specific organizations and in the region as a whole.

Finally, it should be clearly stated that mechanisms to ensure the continuation of the Project, beyond the time and funding currently available, should be an immediate priority activity for the project management team. The challenge will be to creatively pull together appropriate funds while establishing partnerships and meeting the needs of the governments and other stakeholders. The Caribbean Environment Programme is uniquely positioned in the Wider Caribbean Region to undertake such an activity.

1. Mission Report for Installation and Training (EROS Data Center)
2. Final Report for Development of a CEPNET Web Server (EROS Data Center)
3. Training and Installation Notes/Materials (EROS Data Center)
4. Mission Report to Venezuela and Dominican Republic
5. Mission Report to Jamaica Computer Society Conference, Jamaica
6. Mission Report to Storm Surge Modeling Workshop, Jamaica
7. Mission Report to Caribbean GIS Users Conference, Trinidad
8. Mission Report to Nicaragua
9. CEPNET/IDB Project Overview Presentation (English)
10. CEPNET/IDB Project Overview Presentation (Spanish)
11. Needs Assessment Documentation and Spreadsheets (English)
12. Needs Assessment Documentation and Spreadsheets (Spanish)

Table 1: Revised Timetable and Status of Tasks and Activities, as of December 31, 1997