This fourth project progress report covers the period January 1st through to March 31^st, 1998. As with previous reporting periods, the project continued to advance satisfactorily albeit with slower than hoped for response from some of the Pilot Network Program (PNP) participant countries. Nonetheless, efforts were made to meet with the countries concerned and to increase their level of commitment and participation in the project. The PNP phase, especially the completion of the PNP needs survey, needs analysis and country workplan preparation continued in earnest in all six PNP countries.

The following initiatives were the major focus of activity during this period:

• Frequent consultations with all participant Pilot Network Program countries, especially with the designated country coordinator(s), via e-mail and telephone;
• Missions to three PNP countries in order to achieve high-level commitment and support of the Project and to resolve coordination issues;
• Assessment of the needs surveys and preparation of the draft country workplans;
• Hosting of the 2-day Technical Advisory Committee Meeting; and,
• Consultations with other regional networking projects.

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 attachments provide additional background information and they are also required to meet 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). Significant progress had been made towards establishing the Pilot Network Program objectives as identified in Sub-Project I, Phase III. As of March 31, all PNP countries had completed and submitted the Needs Assessment materials provided by the project team. All six PNP country workplans are well advanced, with those of Jamaica and the Dominican Republic submitted as draft documents to their country implementation teams. Additionally, work was begun on the development of training course materials and tentative training course dates were scheduled and submitted to all PNP countries. Considerable thought was also given to the generic content and possible Web publication possibilities of the State of the Coast demonstration projects.

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 March 31^st 1998, 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 activities are taking longer to execute than either planned, promised or expected. The most significant delays have been encountered in the delivery of satisfactorily completed needs survey information to the CEPNET Project Team. Although two needs surveys were delivered by the promised due dates in early February, the remaining surveys only arrived in mid to late-March. This subsequently caused delays in undertaking the needs analysis and development of the four country workplans.

As was stated in Progress Report #3, it is the opinion of the Project Team that the accumulated delays will not negate the achievement of the overall goals and objectives established for the project. The Technical Advisory Services, by necessity, is the phase of the project that will be compromised. However, the strong foundation and success of the Phase I activities will ensure that a viable and adequately funded TAS will be possible in the latter months of the project and certainly in future phases for which funding is currently being sought.

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 March 31, 1998.

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 previous Progress Reports

Planned Tasks and Activities: No additional resources were contracted during this reporting period. However, lengthy discussions were held with the Institute of Sustainable Development, in Canada, for the provision of a graduate Intern position under a CIDA funded program. The Intern, with education and skills in environmental issues, Web design and implementation and other technical expertise will begin in early June for a minimum 6-month period, with the project only having to fund a housing stipend. It is still planned 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. The networking expert will only be contracted when the issues concerning the CEPNET dedicated Internet access are resolved.

4.01.4   Funds and Budget Planning

A revised second disbursement request was submitted in late February. There has been no official response from the Bank, as of the end of this reporting period, indicating that there might be any significant problems with the request. However, there has been informal communication requesting additional information and advising that the formal response was being prepared and should be received in early March.

The project expenditures continue to be well within the planned budget.

Planned Tasks and Activities: A third disbursement request will be made, likely in early June. As well, there will be discussions with the Bank as to using IDB resources, in the PNP countries, to assist in the coordination and delivery of hardware and software during the IMS implementation phase in May and early June.

4.01.5   Project Information and Promotion

The CEP Web page continues to receive unsolicited high accolades from users from around the world. As well, recent presentations to various forums have resulted in considerable praise and commendation on the information content, ease of use, and the overall look of the Web site. Further discussions and demonstrations to potential user groups in some of the PNP countries has further excited these users and has resulted in increased requests to participate in the country implementation teams.

Presentations were made to potential donor agencies, the Technical Advisory Group meeting on February 19 - 20, potential country implementation team members in Barbados, Trinidad and Venezuela, to the SIDSNET Caribbean Consultation Meeting in Trinidad, to the University of the West Indies seminar series in the Department of Marine Sciences and to visiting experts and representatives of various organizations.

Effective project information and promotion is clearly only possible when appropriate resources are available to initiate these activities. Nonetheless, it is recognized that more effort needs to be expended in this area. The addition of the Intern position should enable the Project Team to spend more time on focussed promotional activities.

Planned Tasks and Activities: The present means of promoting the project will continued to be used, including articles in CEPNEWS and the participation of Project Team members in various training sessions, seminars, workshops, advisory group meetings and so on throughout the region. Other promotional activities will be dependent on resource availability, but this will be a priority.

4.01.6   Future Plans and Implementations

Additional discussions have been held with potential donor organizations for the continuation, expansion and consolidation of the project. It is felt that there is significant interest in the developments to the extent that the project team has been encouraged to develop a draft proposal that can be used to facilitate more formal discussions.

Planned Tasks and Activities: A draft proposal has been prepared and will be submitted to the Canadian International Development Agency in early April. As well, a specific proposal for Technical Advisory Services funding for an implementation in Cuba will be prepared by mid-April. Additionally, a more generic proposal will be prepared for use in discussions planned with other potential donor organizations during a mission to Europe by the CAR/RCU Co-ordinator in May.

4.02.1   Project Initiation Workshop

Task completed – see Progress Report #1.

4.02.2   Technical Advisory Group (TAG)

The 2^nd TAG meeting was held in Kingston on 19 – 20 February. All but one of the TAG members were able to attend. Additionally, the meeting benefited from the participation of two observers, one from UNEP ROLAC and the other from the Caribbean Plan of Action for Climate Change (CPACC) project.

Planned Tasks and Activities: The next TAG meeting is scheduled for May 26 in Port of Spain, Trinidad so as to coincide with a regional meeting called the Sea Forum. This date will enable the Project to invite a larger cross-section of regionally important observers to obtain additional inputs on the project developments. However, at the time of writing, the date for the Sea Forum has still not been finalized – this could impact on the proposed date for the TAG meeting. The TAG members and IDB will be consulted as necessary.

4.02.3   Programming and Evaluation Committee (PEC)

No PEC activities were conducted in this reporting period.

Planned Tasks and Activities: Discussions will be held between the Project Team and the IDB to determine needs and timing for the next PEC meeting. The discussions will include issues such as holding a combined PEC and TAG meeting and improvement of communications.

4.03.1   Internal CEP Hardware and Software

An HP colour printer was acquired for printing colour documents and presentations, especially on film for use with overhead projectors.

Planned Tasks and Activities: An electronic projector will be acquired for use in the PNP training program. Additional computer memory, graphics software and increased hard-drive capacity will be ordered for several of the computers used by the Project Team in support of the IMS and Web site implementations. An additional workstation will also be ordered for the incoming Intern position. More printer memory for the HP 6P laser printers will also be acquired in order to get around severe limitations in printing larger documents such as the Country Workplans.

4.03.2   Internal CEP Training

No internal CEP training activities were conducted during this reporting period.

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

4.03.3   CEP Databases

Work continues in incorporating or developing direct links to the four databases identified in the Technical Cooperation Agreement. Severe technical difficulties have been encountered in developing direct Web access, on the CEPNET server, to many of the databases. However, as this report is being written, possible solutions have been identified and implementation and testing is beginning.

Planned Tasks and Activities: Work will continue with incorporating and enhancing the various databases and making them accessible over the Internet and the CAR/RCU Intranet.

4.03.4   Spatial Databases

Several spatial databases are expected to be delivered to the Project Team during the next reporting period. These include a Marine Protected Areas Database and a SPAW Species Database, both of which were developed under contracts initiated and substantially funded by the CAR/RCU SPAW and CEPNET Sub-Programmes.

Planned Tasks and Activities: Web-based GIS applications will be developed for all of the new spatial databases. Of course, metadata will also be created as quickly as possible.

4.04.1   External CEPNET Web Server

The cost for a local dedicated Internet connection for the external CEPNET Web server remains one of the most difficult issues facing the project. Cable and Wireless Jamaica Limited (formerly Telecommunications of Jamaica) finally provided their pricing ‘concessions’ for a 128 Kb line – the pricing was only provided after numerous phone calls and another urgent written request. The quoted prices can only be described as absurd in comparison to known prices in other countries within the Wider Caribbean Region. CAR/RCU simply cannot afford the monthly access charges demanded by the company. Other possible alternatives to Cable and Wireless are being explored.

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 continues to be working very well. They are willing to assist until a satisfactory solution to the dedicated line issue can be found.

Planned Tasks and Activities: Many concurrent activities are underway to find a satisfactory pricing solution. Several Internet Service Providers are preparing proposals and the Project Team is investigating direct satellite linkages. The Project Manager is also participating in several external initiatives that seek to build a cooperative solution along with other organizations that are having similar difficulties, including the University of the West Indies and other UN agencies.

4.04.2   Query Engine and Metadata Databases

There have been no significant developments in this area during this reporting period. The Project Team and the EROS Data Center continue to collaborate on technical issues and in the development of proposals to further expand the clearinghouse concept.

Along with GRID Sioux Falls and the EROS Data Center, CEPNET is participating in several other proposals to develop translators for the FGDC metadata standard to the soon-to-be-adopted ISO metadata standard. Work is continuing on the FGDC to UNEP metadata translator. The same group is also actively working to ensure that solutions are found to ensure that all of the gateway and clearinghouse software will be operable with the Windows NT operating system.

Planned Tasks and Activities: The Project Team, as the leading proponent for a regional metadata standard, is increasingly being asked to provide advice and to actively participate in various meetings, seminars, workshops and advisory groups throughout the region. Metadata will form a very important component of the upcoming training sessions for the PNP Countries. Priorities are being identified for developing the metadata for additional CAR/RCU databases.

4.04.3   Web Links Database

The Project Team has identified link verification and maintenance software that will be acquired and evaluated in the next reporting period.

Planned Tasks and Activities: Permission to develop direct links to selected databases will be sought. A prototype of the CEPNET links database will be finalized and tested on the CEP Intranet, and launched on the CEP Web site as soon as possible.

4.04.4   Web-Based Geographic Information System

The Web-based ESRI ArcView Internet Map Server software, the official release version, arrived and was installed late in the reporting period. The installation and configuration of the software has been completed on the external Internet server, although there still is no external access to the server because of the connectivity issues. Considerable testing and evaluation of the software will be required before specific applications can be developed and deployed.

Planned Tasks and Activities: The EROS Data Center and UNEP GRID Sioux Falls will be consulted with regards to further cooperation in developing Web-based GIS applications. Meetings are also planned with ESRI personnel and the local ESRI product distributors. Additionally, discussions are being held with other regional organizations that are looking into Web-based GIS implementations. The GIS Expert is currently evaluating and prioritizing existing databases for the development of appropriate applications.

4.04.5   Information (Databases, Documents, Reports)

The creation and translation of Spanish and French Web-site content continues to be a difficult and time-consuming problem. The Web-site information, particularly dynamic documents such as CEPNEWS, are added regularly while other content is added on a ‘soon-as-possible’ basis once final text is received by the Project Team.

Planned Tasks and Activities: The Project Manager will be forming and chairing a CAR/RCU working group to evaluate the translation and other issues, and to derive appropriate near-term solutions to speed up the document creation process.

4.05.1   Pilot Network Program Participation Assessment

Missions were undertaken to both Barbados and Trinidad in late-January and early-February. Both countries have eagerly committed their support and the necessary resources to the PNP implementation. Despite the relatively late start for these countries, both the Project Team and the Country Implementation Teams believe that the PNP phase will be successful.

A second mission to Venezuela was also taken in late March. This action was necessitated because of significant changes in the makeup of the Country Implementation Team and, in particular, because of a necessary change in the Country Coordinator. The new Coordinator and several key Implementation Team members had not been involved nor previously exposed to the project by the Consultant/Trainer and the Project Manager. The mission also provided an opportunity to present the project to several other potential users and/or partners in follow-on phases.

Planned Tasks and Activities: An additional mission to Nicaragua is being planned for mid-May in order to meet with new Implementation Team members and possible data providers and to conduct in-depth discussion about the logistics of including a rural area, such as Bluefields, in the PNP development.

4.05.2   Needs Assessment

The survey forms have been received from all six PNP countries. The first arrived in early February, with the last arriving on March 26. The receipt dates are:

• 2 February  Nicaragua
• 3 February  Dominican Republic
• 16 February  Jamaica
• 19 March  Venezuela
• 25 March  Trinidad
• 26 March  Barbados

The Project Team is pleased with the quality and detail of the responses. Nonetheless, considerable additional communication is required in order to fully understand some of the information and to discuss various scenarios while preparing the workplans.

Planned Tasks and Activities: The analysis of the information will be integrated into the Country Workplans.

4.05.3   Country Workplans

Preparation of the country workplans is underway in earnest. Draft documents were sent to the country coordinators in the Dominican Republic and Jamaica in late March. The workplans have evolved into comprehensive documents that clearly define the roles and responsibilities, resources provided by both the Project Team and the country, target deadlines and other relevant information. The remaining workplans will all be sent as draft documents to the respective countries before the end of April.

With the emphasis on ongoing dialogue and communications, it is thought (and hoped) that the workplans will not contain significant ‘surprises’ for the Country Implementation Teams. It is therefore anticipated that most of the workplans can be finalized, approved and signed off by both the Government authorities and the Project authorities by a mid to late-May timeframe.

Planned Tasks and Activities: The main activity is to complete and finalize all workplans by mid-May. The country coordinators and their implementation teams will be encouraged to aggressively provide feedback and to seek appropriate approvals for the documents. In order to achieve the PNP goals in the remaining time available, concurrent PNP activities, such as training, will continue to be implemented even though the workplans are not finalized.

4.05.4   IMS Implementation

The IMS implementation will, by necessity, begin after completion of the workplans. However, planning for hardware and software acquisitions and some activities will have to be conducted concurrently. Most of the PNP countries are already beginning to hold regular Implementation Team meetings and are starting to assemble databases and content information. The Consultant/Trainers are frequently interacting with the Country Coordinators and key Implementation Team personnel on the IMS implementation issues.

Planned Tasks and Activities: Each Country Workplan timetable will determine when the IMS tasks and activities are initiated.

4.05.5   Training

Training has been identified as one of the cornerstone activities of the country implementations. In many cases the IMS implementation cannot begin until appropriate training has been completed. It is therefore a matter of some urgency that training be conducted as-soon-as-possible in the implementation phase and, possibly, before the Country Workplans have been officially signed.

The Project Team has been developing a training strategy and general course outlines. Decisions about the best approach to conducting the courses, the necessity for contract trainers and related issues have also been made. Proposed dates for Web-site design and HTML introduction, and in-depth metadata training, have been drafted and forwarded to each of the PNP countries. These courses will be conducted in May and June in order to leave sufficient time for the IMS implementation, database development and remaining activities including the State of the Coasts report.

Planned Tasks and Activities: The GRID/EROS Sioux Falls metadata experts will be contracted, via a Memorandum of Understanding, to assist in the training of the metadata portion (3-days) of the 5 day training program. Discussions concerning training logistics and cost proportioning with the PNP Countries are underway. Training materials are being prepared and necessary equipment, such as an electronic projector, are being acquired.

4.05.6   Database Development

Initiation of this activity will begin as-soon-as-possible in each PNP country.

Planned Tasks and Activities: The Consultant/Trainers will work closely with the Country Implementation Teams to effect the necessary database development activities.

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 significant advancement of the IMS implementation and database development. The Project Team, with input from the Technical Advisory Group, has developed a proposed template and guidelines for the preparation of the ‘State Of The Coast’ Report. Discussions are ongoing to encourage the Country Implementation Teams and the Consultant/Trainers to actively continuing the planning of this important deliverable. It should be added that all of the PNP countries are very enthusiastic about this phase of the project.

Planned Tasks and Activities: Each Country Workplan timetable will determine when the ‘State Of The Coast’ Report tasks and activities are initiated.

4.06.1   Technical Advisory Services: Consulting Services

Although this phase of the project has not been officially launched, the Project Team is receiving considerable requests for assistance for Project-type activities ranging from metadata, to databases, to Web-site design, to Web-based GIS. Whenever possible, the appropriate Project Team member will provide advice and participate in the requested activity which includes attendance at meetings, seminars, workshops and advisory groups.

Planned Tasks and Activities: A database will be created to keep track of TAS related activities. The Project Team will continue to participate in the provision of consulting services, training, IMS implementation and demonstration projects as appropriate for the available resources and time.

4.06.2   Technical Advisory Services: IMS Implementation

See 4.06.1 above.

Planned Tasks and Activities: See 4.06.1 above.

4.06.3   Technical Advisory Services: Training

See 4.06.1 above.

Planned Tasks and Activities: See 4.06.1 above.

4.06.4   Technical Advisory Services: Demonstration Projects

See 4.06.1 above.

Planned Tasks and Activities: See 4.06.1 above.

Project expenditures continue to fall well within the planned expenditures as outlined in the last Progress Report. The Project is fully on-target with regards to the overall budget. The planned activities for the next reporting period will also be consistent with the prudent fiscal management history of the project funds.

There will be a considerable increase in project expenditures over the May, June and July time period. This upcoming phase will include the purchase of the necessary hardware and software for each of the PNP countries (as mutually agreed to in the PNP Country Workplans). As well, there will be considerable travel during this period in order to conduct the training sessions. Both of the Consultant/Trainers and the GIS Expert will be involved in aspects of the training. Additionally, the Project will be bringing on the services of metadata specialists from GRID/EROS, which will involve both salaries and travel expenses. The initiation of some TAS related activities, such as Project Team involvement in meetings, seminars, workshops and advisory groups will also attract additional travel expenses.

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 continue to guide bidding and contracting procedures. Contracts were let for the following goods and services in this reporting period:

• Colour HP inkjet printer for CEPNET (March 1998);
• ESRI ArcView Internet Map Server (Web-based GIS) software (March 1998).

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

• Dedicated Internet access line (May / June 1998);
• COREL DRAW graphics software (April 1998);
• Computers, software and peripherals for Pilot Network Program country implementations (April / May 1998);
• Web / Internet consultant (May / June 1998);
• 6-month Intern position (housing stipend only).

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. The necessary information was finally compiled and sent to the IDB in early March.

It is projected that there will be full compliance with future conditions and contractual clauses as they come due. A draft Terms of Reference for the external evaluation will be prepared and submitted to the IDB as soon-as-possible. There are no other special reports required during the next reporting period.

The Project Team remains very pleased with the progress of the overall Project and highly committed to the successful implementation of the remaining tasks and activities. Both the spirit and the contractual obligations of the project are being met. Although there will be many major challenges in the months ahead, we are confident that the combined skills, knowledge, enthusiasm and professionalism of the PNP countries and the Project Team will surmount the obstacles and proceed with haste to complete the task at hand.

Without question, it is critical that funding be found to further the consolidation and long-term sustainability of the work undertaken directly with the user areas in the six PNP countries. The user areas must continue to use the information management tools in their day-to-day work for improved decision making and expanded applications. It is also important to use the project developments as a catalyst to broaden the project foundation and philosophy to other user groups within the same department(s), as well as to appropriate additional departments, agencies and organizations. And of course, it is essential to expand the developments to as many governments and organizations as possible within the Wider Caribbean Region.

The Co-ordinator of the Caribbean Environment Programme and the Project Manager will be devoting considerable resources to securing funding for the future phases of the CEPNET programme. It is hoped that the recognized successes of the project will lead to a positive response with potential donors. Several proposals have been prepared and others are being drafted. There will also be consultations with the IDB to ascertain the possibility of obtaining additional support for future phases.

1. Mission Report to Barbados
2. Mission Report to Trinidad
3. Mission Report to the SIDSNET Caribbean Consultation Meeting
4. Mission Report to Venezuela
5. Report of Technical Advisory Group Meeting #2

Appendix I

Table 1: Revised Timetable and Status of Tasks and Activities, as of March 31, 1998