"Strengthening Fisheries Management in ACP Countries"
Final Report
Support for the development of an improved fisheries information system in Mauritius
9 ACP RPR 128 Accounting No RPR/006/07 – EDF IX
RFU Southern Africa
MAURITIUS
27 February 2012
Assignment by Pierre PERIES
“This publication has been produced with the assistance of the European Union. The contents of this publication are the sole responsibility of the author and can in no way be taken to reflect the views of the European union” “The content of this document does not necessarily reflect the views of the Project Funded by the European concerned governments.” Union
Support for the development of an improved fisheries information system in Mauritius
Table of contents
Acknowledgements ...... 4 Abbreviations and acronyms used ...... 4 1. Executive summary ...... 5 2. Terms of reference ...... 6 2.1. Comments and delivery of the terms of reference ...... 6 2.2. Approach to the assignment ...... 7 3. Main report ...... 8 3.1. Introduction ...... 8 3.2. Assessment of the existing information and fisheries data management in place in Mauritius ...... 9 3.2.1. Fishing vessels licensing ...... 10 3.2.2. Coastal fishery service and fishermen management ...... 11 3.2.3. Fishery management and statistics ...... 13 3.2.4. Aquaculture ...... 19 3.2.5. Import/Export section and FPS port inspections...... 20 3.2.6. Processing industry and Competent Authority ...... 23 3.3. FIS Design...... 25 3.3.1. The contacts manager...... 28 3.3.2. The fishing-units registry ...... 32 3.3.3. Database requirements for the licensing section ...... 36 3.3.4. The trips and catches section ...... 38 3.3.5. Port Entry Application ...... 40 3.3.6. Inspections and infractions section ...... 42 3.3.7. Import section ...... 44 3.3.8. Export section ...... 46 3.3.9. Documents section ...... 48 3.3.10. Technical sections ...... 49 4. Conclusions and recommendations ...... 53 Annexes ...... 55 Annex 1: Terms of Reference ...... 55 Annex 2: People and organizations/department consulted ...... 59 Annex 3: Itinerary ...... 60 Annex 4: References used ...... 60 Annex 5: Documents ...... 61 Annex 5.1: Port Access Application ...... 62 Annex 5.2: Port State Inspection ...... 63 Annex 5.3: Inspection of landings/transshipments of fish ...... 65 Annex 5.4. Foreign fishing vessel licensing ...... 66 Annex 5.5: National fishing vessel licensing ...... 67 Annex 5.6: Coastal fisherman registry ...... 68
Project Funded by the European Union and implemented by Pierre PERIES
2
Support for the development of an improved fisheries information system in Mauritius
Annex 5.7: Fisherman Continuous Record Book ...... 69 Annex 5.8: Import permit application and import permit ...... 70 Annex 5.9: Landing Permit ...... 71 Annex 5.10: Export Authorization ...... 72 Annex 5.11: MFR geographical regions and fish landing stations ...... 73 Annex 5.12: Logbook for Longline Fishing ...... 74 Annex 5.13: Logbook for Purse Seine Fishing ...... 75 Annex 5.14: IOTC Port Inspection Report ...... 76
List of diagrams, figures and photographs
Figure 1: Mauritius fisheries administrators and actors ...... 9 Figure 2: Canard net fishing operation ...... 12 Figure 3: the fish landing station of Albion on the West Coast of Mauritius ...... 14 Figure 4: Paper files for the EU IUU Catch certificates validation stored at the One Stop Shop ...... 22 Figure 5: General scheme of the new FIS ...... 26 Figure 6: Simplified entities diagram of the contacts and fishermen registry ...... 30 Figure 7: Simplified entities diagram of the fishing-units registry ...... 34 Figure 8: Detail of the identification characteristics of a coastal boat ...... 35 Figure 9: Simplified entities diagram of the licenses section ...... 37 Figure 10: Simplified entities diagram of the trips and catches section ...... 39 Figure 11: Simplified entities diagram for the port entry application ...... 41 Figure 12: A reefer unloading fish at Port Louis ...... 41 Figure 13: Simplified entities diagram for the inspections and the infractions ...... 43 Figure 14: Simplified entities diagram for the imports section ...... 45 Figure 15: Simplified entities diagram for the exports section ...... 47 Figure 16: Entities diagram of the documents section ...... 48 Figure 17: Simplified entities diagram of the products codes ...... 50 Figure 18: Simplified entities diagram of the countries and ports codes ...... 51 Figure 19: Simplified entities diagram of the units’ codes ...... 51 Figure 20: Simplified entities diagram of the geographic objects codes ...... 52
Project Funded by the European Union and implemented by Pierre PERIES
3
Support for the development of an improved fisheries information system in Mauritius
Acknowledgements
I would like to acknowledge the support that I had from Mr Mauree, director of fisheries, Mr Soondron, principal fishery officer and all the staff of the MFR I met, Mr Thepault of the Competent Authority and Mr Liewes and his staff from Princes Tuna.
Abbreviations and acronyms used
Abbreviations Description Comment
CA MFR Competent Authority DB Database DSO MFR Divisional Scientific Officer EEZ Exclusive Economic Zone FAD Fish Aggregation Device FIS Mauritius Fisheries Information System FP MFR Fisheries Post FPS MFR Fisheries Protection Service GIS Geographic Information System GRT Gross Registered Tonnage IOTC Indian Ocean Tuna Commission IUU Illegal, Unreported and Unregulated LU MFR Licensing Unit MCS Monitoring Control and Surveillance MFR Ministry of Fisheries and Rodrigues OS Operating System PFO MFR Principal Fishery Officer RFMO Regional Fisheries Management e.g. IOTC Organization STO MFR Senior Technical Officer TO MFR Technical Officer TOR Terms of reference VMS Vessel Monitoring System
Project Funded by the European Union and implemented by Pierre PERIES
4
Support for the development of an improved fisheries information system in Mauritius
1. Executive summary
A preliminary briefing with the MFR directors, principals’ officers and the consultant agreed on the TORs of the mission and the final objectives the Mauritius FIS should reach. A work methodology has been proposed and shall start with the visit of the relevant ministry divisions, the MFR officers most involved in the fisheries data processing, industry actors and other relevant organisms closely related with the fisheries data.
The main divisions of the MFR dealing with fisheries data have been visited and their roles explained to the consultant. A few other stakeholders have also been visited such as the processing industry to assess what data exchanges are currently in place with the MFR entities.
This assessment confirmed that, in Mauritius, the fishery is well supervised and a lot of officers are involved in its regulation and monitoring. However, each team of the MFR works with their own data and procedures. The only data aggregation is made when the Annual Report is written. For this work, every officers involved arrange and submit the data they are responsible for and everything is compiled in the report.
The current fisheries information of Mauritius is not organized as a system stricto sensus. A lot of procedures are paper based and follow a document control and signatures path from one officer to the next. Lots of similar and duplicate information is used in each division without harmonization and sharing. The data that are stored on Excel workbooks deals essentially with fisheries statistics and various listings. Besides, lot of information is not present in computers at all and, furthermore, no database is currently in use.
The first objective of the new FIS is to collect and unify all the data used by the various entities and actors of the fisheries. It should also be a tool to improve and accelerate the procedures in place at the MFR (applications, submissions, authorizations, etc.). The second objective of the FIS is to keep and store the fishery data and the history. This storage should be reliable, secure and usable. The third objective of the FIS is to permit instant and easy reporting of any kind of information related to the fisheries.
The current Mauritius fisheries data handling does not meet any of the 3 objectives above; thus a complete new FIS will be proposed and its design presented in the following pages. This system shall be built around a central database and uses a web interface with a user customized control panel from where access to different sections will be enabled/disabled/restricted depending on the status and the rights of the user that is logged in.
The new FIS is described with its main functionalities; the presentation is split into main sections that have been determined from the assessment phase of the mission. These sections consist in: Contacts, Fishing-units, Licenses, Trips and catches, Port entry and exit, Inspections, Imports and Exports.
Project Funded by the European Union and implemented by Pierre PERIES
5
Support for the development of an improved fisheries information system in Mauritius
For each section, a simplified database model is proposed to illustrate the data relation that should be set inside each section and between the different sections of the FIS.
Some technical aspects are exposed after the functional description of the main data sections that deals with predefined data used into the system.
2. Terms of reference
2.1. Comments and delivery of the terms of reference
Terms of reference How delivered through the assignment (has it been (key activities from the ToR) done? Or how has it been met – as a clear basis for evaluation – summary text only as details will be included in other parts of the report) 1 Brief with Regional Manager for Southern Formal Skype exchanges with the Regional Manager Africa (RM for SA) of ACP Fish II and with and preliminary meeting with MFR DSO was held end of MFR January 2 In consultation with MFR, establish a A large number of MFR officers have been consulted technical team which will be involved in the during the assessment phase of the project and involved project implementation during the discussion about the methods and possible improvements with the consultant. 3 Collect relevant information and propose a The work plan has been decided during the inception work plan and brief methodology to carry meeting. See 2.2. Approach of the assignment below for out the assessment. The methodology more details. should be proposed in the first 10 days of the assignment and approved by ACP Fish II and MFR 4 Make an assessment of the existing Most of the stakeholders of the Mauritius FIS have been information and data management visited and the result of these visits feeds the first part of structure, software and procedures in place the main report. at MFR 5 Proposing/adopting revision to the current The procedures are well set up but are mostly paper software and procedures used for the based with a lot of courier exchange. information system and set up an A few computer products are used for the fishery data information portal if applicable management (Excel, MAUCAS and SPSS). Excel is only used as a data repository and report builder, MAUCAS and SPSS are used for the processing of sampling data. The software’s and procedures will not be revised as such but shall be included in the new FIS proposal. 6 Conduct on-the-job training activities aiming Training was not relevant in the current system, the staff at strengthen MFR capacity of is able to fulfill the mission they have been given. efficient/effective data collecting and
Project Funded by the European Union and implemented by Pierre PERIES
6
Support for the development of an improved fisheries information system in Mauritius
analysis 7 A new FIS is designed and set up. After the assessment of the current data management procedures have been investigated, a complete new FIS is proposed. However the setup (i.e. the implementation) of the new FIS will not be carried out within the 22 days of this assignment as it is a consequent task that must be performed by a team of programmers and users. This point has been agreed by both the MFR, the consultant and the CU. 8 A selected group of MFR staff is trained (on As stated previously, the staff does not need training the job training) on data management and within the current fisheries information system. However FIS utilization.* a training session should be organized when the new FIS will be operational.
2.2. Approach to the assignment
The assignment undertaken by the consultant followed the steps described below:
1 – Visit to relevant offices and locations where people are involved in the fisheries data collection and/or fisheries data processing.
2 – During the visits, the consultant has been briefed about the missions of the staffs and the day-to- day work with fisheries data in order to give a good understanding on the current procedures and data flows.
3 – These visits have been the opportunity for the consultant to assess the procedures and the tools used, and for the staff to discuss and suggest enhancements for their daily duties, issues were also identified at this step.
4 – For each visits, a small report has been written by the consultant and checked with the persons who briefed him. It ensures that everything has been understood and the outputs agreed. Some corrections and additions have been made at this step. The assessment phase of the mission consists in the compilation and the synthesis of these reports.
5 – Then, a draft general report has been prepared and submitted to the director, DSOs, PFOs with the assessment of the current fisheries information system and the technical design of the new FIS. When finalized, this report will be submitted to MFR and ACP Fish II.
Project Funded by the European Union and implemented by Pierre PERIES
7
Support for the development of an improved fisheries information system in Mauritius
3. Main report
3.1. Introduction
Mauritius EEZ has a reasonable stock of various fish, including pelagic and demersal species. Main fisheries include the island-based coastal fisheries (lagoon and off-lagoon), Fish Aggregating Device (FADs) fishery (off-lagoon), the offshore demersal fishery of the banks of the Mascarene Plateau and the Chagos Archipelago, and the tuna fishery in the Western Indian Ocean (industrial fisheries). There is also an aquaculture production for about 350 tons of fish per year. Currently the fisheries sector contributes approximately 1.9% to GDP (mainly from the services and processing sectors), but over the last four years, export of fish and fish products has increased by around 26% in terms of value and 12% in terms of quantity. The value added from local fishing manufacturing and wholesale activities is about USD 50 million while that from tuna processing is approximately USD 70 million. The value of domestic fisheries production is approximately USD 11 million. Fisheries in Mauritius are under the mandate of the Ministry of Fisheries and Rodrigues (MFR). The MFR technical services under the ambit of the Fisheries Administration consist of three components namely; (a) Fisheries Policy, Planning and Management (b) Marine Ecosystem, Conservation & Aquaculture Research and (c) Fisheries Research, Management, Development & Training. The key goals of these components are to develop and manage the Fisheries and Marine Resources for an optimum sustainable yield, to facilitate import-export activities, to provide a service to fishing vessels and to monitor fishing vessels operating in the EEZ. Research is carried out by the Albion Fisheries Research Centre (AFRC), set up in 1982 by the Government. The protection of the marine resources is under the Fisheries Protection Service that works closely with the National Coast Guard (NCG) in Monitoring Control and Surveillance. The MFR also works in constant coordination with the Board of Investment (BOI) and private sector, in the framework of the government strategy to create a centre of excellence in the area for services and processing related to fish and fish products.
Although the MFR is relatively well staffed and organized, high level specific expertise in some areas (including fisheries data analysis and IT) is lacking and has limited financial resources. This situation partially hampers its capacity to develop efficient and effective fisheries management tools, including an appropriate Fisheries Information System (FIS). To help meeting the ever-growing and challenging information needs of the MFR there is a need to set up an efficient and effective FIS as to provide quality fisheries information and data to enable developing, implementing and evaluating fishery management activities and plans.
The FIS will be based on the current information collection and management tools of available fisheries statistics. FIS will guide in sustainable fisheries management decisions.
Project Funded by the European Union and implemented by Pierre PERIES
8
Support for the development of an improved fisheries information system in Mauritius
3.2. Assessment of the existing information and fisheries data management in place in Mauritius
The assessment that has been carried out was from the MFR sections and other actors that have been visited. The figure below summarizes the organisms involved in the fisheries in Mauritius.
artisanal Aquaculture fishermen industry
FPS research and port management inspections
licensing one-stop shop F I S Ministry secretary National statistics vessel Processing agents industry fishmongers Industrial & = MFR import export semi-industrial fisheries = fishery actors
Figure 1: Mauritius fisheries administrators and actors
Project Funded by the European Union and implemented by Pierre PERIES
9
Support for the development of an improved fisheries information system in Mauritius
3.2.1. Fishing vessels licensing
The License Unit (LU) of the MFR handles the foreign and national fishing vessel licensing. These vessels are over 24m in length. Vessels under 24m are all national and fall into the FPS responsibility.
Foreign vessels licensing
A lot of licenses are delivered under Fishing Agreements (Japan, Europe and Seychelles). With EU, the licenses are delivered through the European Delegation. With Japan, the licenses are delivered thanks to the Japan Tuna Fishery Cooperative Association (JFTCA).
Applications for licenses outside fishing agreements (e.g. Taiwan, Belize, Indonesia, Malaysia, etc) are channeled through a local vessel agent.
Every application is initially sent by the representative of the vessel to the LU either by email, private courier service or post mail. When the application is received, the LU officer opens a paper folder at MFR with the vessel name. Then the application is examined and must pass through a number of controls: mandatory documents, previous licensing history, logbooks submission, IOTC active list, VMS registration, etc. Then the folder goes through a number of officers up to the Permanent Secretary, each of them adding their recommendations. The approval of the Minister responsible for Fisheries is then sought. Once the Minister approves, the final approval is sought from the Prime minister’s Office. Moreover, the Commissioner of Police also has to state that there is no objection to the issue of the fishing license. Once the approval of the Prime Minister and the no-objection of the Commissioner of Police are received, the Agent is requested to effect payment by electronic means. When payment is confirmed the license is prepared and the DSO of the Licensing Unit recommends the issue of the license which then goes to the Permanent Secretary for signature. When the license is signed, the original is sent to the agent and copies are dispatched to National Coast Guards (NCG), Fisheries Monitor Center (FMC) and Port Control Unit (PCU).
All licenses are issued for a minimum period of 90 days and can consequently be extended against payment of the appropriate fees for additional periods of 30 days up to a maximum of an additional 270 days. After that, a new application for a fresh license has to be made. Every licensee has to submit the logbooks within 90 days of expiry of the license. After expiry of the license, the logbooks are verified and if found correct, the deposit fee is then refunded.
National vessels licensing
All national fishing boats less than 24 m are registered with the FPS and fishing vessels above 24 m are registered with the Shipping Division of the Ministry of Public Infrastructure, Land Transport and Shipping.
Differences between Mauritian license and foreign license: (i) For Mauritian vessels/boats, approval is sought up to the Minister’s level only
Project Funded by the European Union and implemented by Pierre PERIES
10
Support for the development of an improved fisheries information system in Mauritius
(ii) The Commissioner of Police is not requested to give his clearance (iii) Licenses fees (where payable) are directly paid at the counter of the Ministry and not through electronic means.
However the listing status of the vessel is not checked but other documents are required: insurances policies certificates for the crew and the vessel, hull and machinery certificates, transponder status, etc. There are no licenses fees for Mauritian vessels less than 150GRT.
Recreational fishing boats are registered at the Tourism Authority and the MFR does not deal with them. These boats consist of private sport fishing boat and personal pleasure boats.
Key figures
About 200 licenses are delivered every year for the foreign fishing fleet. One license processing is done within 2 weeks. About 10 vessels agents were active in 2011. Licenses are also delivered for the Mauritian semi-industrial fishing fleets (about 25 boats) and to the vessels involved in the industrial banks fishery (4 vessels).
Issues and potential improvements within the new FIS
- The main issue with the current licensing process is the paper exchange that it involves. The licensing process could be performed online as long as every officer has access to the relevant information about the vessels and previous recommendations when they have to give their own recommendations.
- The agent could also apply online for a license (or for an extension); an email alert to the LU officer could be triggered when a license has been submitted online.
- The officers have to perform verifications on the vessels (like IOTC listing, licenses history, etc.). If these data were available online, the process would be faster and stronger. Thus every relevant document on the vessel and the license should also be digitalized and attached in the FIS either at the vessel level or at the license level.
3.2.2. Coastal fishery service and fishermen management
The fishermen and their activities are monitored by the Fisheries Protection Service (FPS). Main missions are to keep the fishermen registry, to follow the registration of fishermen, to license specific gears, the registration of the coastal fishing boats and the licensing of the fishmongers. These activities take place in the 15 Fisheries Posts (FP) installed around the island and data are centralized back at the MFR.
Project Funded by the European Union and implemented by Pierre PERIES
11
Support for the development of an improved fisheries information system in Mauritius
Fishermen registry and bad weather allowance
Each month, the fishermen must update their fishing card (see annex 5.6) at their FP to be able to continue their activity and benefit the bad weather allocation (Rs.239/day) from the Government.
To apply as a fisherman, application is made at the nearest FP and the person is monitored by the FPS which includes the record of his landed catch for a period of six months. The FP sends data about the fishermen at MFR on paper courier for consideration. It is to be noted that no new fisherman has been registered since 2006.
The FPS is in charge of the management of the bad weather allowances and makes the link in order to enable the bank branches to transfer the money to the fishermen account when they claim the indemnity.
Banks fishermen registry
The FPS keeps a register of the bank fishermen. Active bank fishermen benefit a winter allowance and their activity is also recorded on their fishing book (see annex 5.7).
Artisanal fisheries licenses
For net operation: These licenses are delivered to enable a group of fishermen to use a specific and designated gear in the coastal area between March 1st to September 30th. These gears are either large nets (used by day) or gill nets (used by night). The large net is operated by 10-20 registered fishermen while gill net is operated by 5-6 registered fishermen.
Figure 2: Canard net fishing operation
The license is subject to a number of rules that must be followed; large nets and gill nets are registered on a quarterly basis while canard nets are registered on a monthly basis. However it is to
Project Funded by the European Union and implemented by Pierre PERIES
12
Support for the development of an improved fisheries information system in Mauritius
be noted that the canard nets are authorized only during the months of March, April, August and September during the net fishing season. For bait gear operation: These are individual licenses that enable an off lagoon fisherman to operate a small net designated to catch small fish as bait. These licenses are one year valid and are also subject to a number of conditions.
Fishmonger licenses
These licenses allow a company or an individual to import and sell fish products. They are delivered by the FPS at MFR.
Key figures:
- 2200 fishermen and boats are registered - 5 gillnets are in use - 15 large nets (seines) are in use - 200 bank fishermen - 4 bank vessels The FPS keeps also records of their activities such as petrol consumption, infractions reported, mileage driven, fees paid, etc.
Issues and potential improvements within the new FIS:
Every beginning of month, the bad weather allowance must be calculated for each fishermen from each FP. It is a time consuming work that is performed at the MFR as each fishermen must be checked, recorded on Excel with his bank details. Then these reports must be posted to each bank head office (and the head offices re-distribute to each relevant local branches) for the control and the authorization of payment of the fishermen. In the mean time the commercial banks must be notified that the Central Bank has transferred the required amount. All the correspondences with the banks are done on paper.
Each Fisheries Post send to Port-Louis paper updates about the fishermen and licenses status.
The FIS should connect each of the FP to enable live update of these data and the FPS in Port-Louis to easily retrieve the information required for their monthly activities. However most of these stations lack of DSL connection, computers and the officers IT skills must be strengthening through training.
The FPS would also make a good use of a mapping tool inside the FIS to localize FP area of jurisdictions, main fishing zones, marine parks, FADs and fishermen activities around the island in order to concentrate the control effort on the areas of interest.
3.2.3. Fishery management and statistics
These activities take place at AFRC and at FiTEC and are split into:
Project Funded by the European Union and implemented by Pierre PERIES
13
Support for the development of an improved fisheries information system in Mauritius
Coastal fisheries Banks fisheries FAD fisheries Industrial pelagic fisheries
3.2.3.1. Coastal fisheries data management
The coastal fisheries mission is to control and monitor the coastal fisheries which include the lagoon fisheries and off-lagoon fisheries. 5 enumerators are in charge of landing data sampling and are distributed in one of the 3 regions of Mauritius (3 strata: North, East and West). Every week, one officer monitor one random fish landing station (which represent about 10 boats/day and about 80 Kg of fish). Over a period of one month, between 20 and 25 stations are sampled by the 5 enumerators. Specific gears (such as winter LN and GN) are also monitored by the officers.
Figure 3: the fish landing station of Albion on the West Coast of Mauritius
The sampling results are written down on a Daily Catch Form where the boat, the number of fishermen and the catches are entered. The common species are divided into 6 categories. At the end of the month the forms are entered into MAUCAS software (Mauritius Catch Assessment Survey) for analysis. It outputs a raw text file and a paper print-out for each assessment performed (region and month).
The paper outputs are entered into Excel, and the Excel data merged to obtain general statistics about the fishery on a regional monthly basis, on a country monthly basis and on an annual basis. Price data are also collected from the fishmongers operating on the island and the price data entered into Excel as well. Other figures are computed into Excel such as Catch per fisherman day, catch per boat landing, etc.
Special reports are prepared for: National statistics, FAO, Ministry of environment and for the MFR annual report.
Project Funded by the European Union and implemented by Pierre PERIES
14
Support for the development of an improved fisheries information system in Mauritius
Key figures
More than 2000 boats are registered but only 800 are regularly fishing. About 100 daily catch survey forms are collected every month
Issues and potential improvements within the new FIS
- MAUCAS software runs only on one computer and uses a DOS interface. No spare computer exists for the software backup. Each output files are saved on the MAUCAS computer and on the computer that run Excel.
- The paper output from MAUCAS is typed into Excel, this step can generate errors.
- The survey data should be entered into a database and the system able to compute those data up to the complete fishery statistics assessment (i.e. replacing MAUCAS). Reporting will also be easier if performed from a database system.
3.2.3.2. Banks fisheries management
The mission of this team is to collect and report fisheries data performed by the Mauritian semi- industrial fishery operating in the Mauritian EEZ.
This fishery is divided into different categories: - Shallow water Banks fishery (Saya de Malha, Nazareth, Chagos, Albatross) - Deep water snapper and grouper fishery - St Brandon fishery - Semi industrial fishery Different gears are in use: traps, lines, etc.
Catch are divided into 3 categories according to the preservation process: - Fresh and chilled - Gilled-gutted and frozen - Salted Each process has a conversion factor to calculate the related fresh fish weight (x2 for salted and x1.2 for frozen). Species from the salting process cannot be identified back and build a group of species named white fish which may also contains serranids and sometime red fish.
Sampling is carried out when the vessels are back in Port Louis. Each Bank (fishing areas) is sampled and all the logbooks are collected.
The logbooks are centralized in Albion and verified against the VMS, and then they are entered into Excel.
Project Funded by the European Union and implemented by Pierre PERIES
15
Support for the development of an improved fisheries information system in Mauritius
Sampling and logbook data are used on a monthly basis to assess the species composition of the catches. This work is undertaken into Excel. The data are also used to manage quotas and to perform other scientific studies. Microsoft Excel and Word are also used to generate reports that are sent to: - MFR (annual report) - National Statistic Office - FAO
Key figures
- Fleet composition: 7 vessels active in the Banks fishery, 8 carrier vessels operate with St Brandon and about 7 vessels engaged in the semi-industrial chilled fish fishery. - 200 fishermen are involved in this fishery - The fishery generates about 5000 tons of catch but a potential of 10000 has been estimated.
Issues and potential improvements within the new FIS
- All the data processing is made within Excel. Logbook data and sampling data should be entered into a database system and the processing performed within. Exports for reporting will be safer and faster from the database and must be Excel friendly for the officer to deliver any reporting (graphs, tables, etc.)
- Mapping functionalities should also be added to plot the vessels logbook and to plot the VMS positions on the same map. The logbooks verification will be easier with it.
3.2.3.3. FAD Fisheries monitoring and management
Mauritius has about 20 working fish aggregation devices (FAD) around the island; most of them are located on the west side. About 120 boats with 2 or 3 fishermen regularly fish under these FAD; each boat is associated to a Fish Landing Station (FLS) and must land the catch at their FLS. About 300 tons of pelagic fish are caught per year under these devices.
4 officers (enumerators) are in charge of FAD catch and effort data collection. Each officer samples one FLS every week, the FLS are elected randomly according to their importance (number of boats associated that places them into stratum 1 or stratum 2).
Data (pieces and weight) are collected per day, per boats and per specie (as on the Daily Catch Survey Data Form). At the end of each month, the officers bring the filled forms back at FiTEC to be checked, entered and processed into SPSS (Statistical Pack for Social Sciences). This software performs some controls and rebuilds the total FAD fisheries data from the sampled data. Reports are generated and sent to the MFR for annual reports and national statistics.
Project Funded by the European Union and implemented by Pierre PERIES
16
Support for the development of an improved fisheries information system in Mauritius
Remarks: - Currently, discussions are running to decide whether any registered boat can fish under the FADs (which is currently the case) or only a pre-selected fleet would be allowed to use the FADs. - Officers do not have a regular access to computer and Internet when performing their daily duties at the FP. - Collected data need to be error checked at FiTEC before being used. - There is only one officer left for the use of SPSS as the other officers who have been previously trained moved to other positions.
Key figures
- 20 FADs - 120 boats (2-3 fishermen per boat) - 300 tons of pelagic fish caught per year
Issues and potential improvements within the new FIS
- There is a double entry of the data (first at the fish landing station by the enumerators, second by computer staff at FiTEC). However, the data have to be cross-checked and SPSS formatted by other officers, this double entry is necessary and it is not relevant to skip it. It would also be technically complicated for the officers to use a computer to input the data at the FLS.
- Either the SPSS computed catch and effort data would be exported into the new FIS as the catch and effort of this fishery has to be taken into account for the MFR and for the National Statistics (SPSS must be checked to see whereas it can export computerized data back to the boat-month unit which would be better to keep in the new FIS) or the new FIS should be able to handle the total fishery assessment from the sampling data collected and entered.
3.2.3.4. Tuna fisheries management
One mission of the pelagic fisheries management team consists in collecting and checking all the industrial fishing fleet logbooks and the swordfish semi-industrial fishery. The licensed vessels must send their activity logbooks and provide the MFR with the following information: - Fishing location. - Efforts. - Catch details at the fishing location. The logbook layout depends on the fleet (see annex 5.13 purse seine logbooks and annex 5.12 long-line fleet logbooks)
The logbooks positions are checked at the FMC and then they are entered into Excel. A previous software (FINSS) was used to input the logbooks but it does not work anymore. Only two officers are in charge of all the data entry.
Project Funded by the European Union and implemented by Pierre PERIES
17
Support for the development of an improved fisheries information system in Mauritius
Another mission of the pelagic fishery is to sample the landings performed at Port Louis fishing harbor. The samplings aim at analyzing the fish specie composition of the catch performed by vessel on each trip. It consists in between 100 and 200 fish per vessels.
Reporting is also an important mission of the tuna fisheries management and many data are required: - IOTC annual report: MFR need to provide the active vessel lists and their characteristics. IOTC ask also for tuna species catch and effort computed on a 5° geographic grid. - Monthly report (of the semi-industrial fisheries activity are provided on a 1° geographic grid basis. - Annual report for the Ministry
Key figures: - About 300 logbooks per year are processed at the pelagic fishery unit of AFRC - Over 5000 tuna related fish (skipjacks, yellowfins, bigeyes) are measured through sampling every year - A three-month trip of one fishing vessel requires about 1 hour of work to be entered into Excel.
3.2.3.5. The Fishery Monitoring Centre
The FMC has two missions:
- Logbooks control The logbooks sent by the vessel representative are checked at the FMD in AFRC. The objective is to check if the logbook declarations match the positions recorded on the VMS. This procedure is manual: the VMS database is queried and the results are compared to those written on the logbooks. It is a time consuming task and the control of 50 logbooks eat up about one week. Each logbook control generates a 3-pages paper report that is sent to the ministry in Port Louis.
- Real time fishing vessels monitoring The officers at the FMS have to report any anomalies in a fishing vessel behaviors reported on the VMS GIS system. The VMS software collects and plots all the vessel positions on a two-hour basis. These data are kept into a background database.
The FIS should be able to query the VMS database on demand or to store historical VMS reports. The time resolution for this storage can be much lower than the two-hour provided by the operational VMS.
Project Funded by the European Union and implemented by Pierre PERIES
18
Support for the development of an improved fisheries information system in Mauritius
3.2.4. Aquaculture
The aquaculture section of the MFR performs research and provides freshwater species juveniles to the industry (prawn and tilapia). The industry produces about 500 tons of fish products. Most of the production comes from the floating cages that grow a few salt water fish species (red drum, sea bream and rabbit fish).
The MFR keeps track of the industry orders and exports on Excel files. The aquaculture is not linked with other MFR section and runs as an independent section.
The FIS should be able to store the aquaculture statistics. The exportation would manage the production statistics and the MFR facilities production should be included in the FIS to enable the production statistics storage.
The main improvement of including the aquaculture in the system is to ease end-user reporting.
Project Funded by the European Union and implemented by Pierre PERIES
19
Support for the development of an improved fisheries information system in Mauritius
3.2.5. Import/Export section and FPS port inspections
The FPS mission is to perform port state inspections of the fishing vessels/carriers and the import/export section to manage all fish and fish products importations and exportations.
3.2.5.1. PORT ACCESS APPLICATION AND INSPECTIONS
To gain port access, any foreign vessels have to apply for port access. The vessel agent is in charge of submitting the application with details on the vessel, purpose of access, fishing licenses details, trip information, species details, etc. These data are recorded in a specific form (see annex 5.1: Form A: Application Form for Port Access for Foreign Fishing Vessel). The form is sent to the FPS officer by email or by fax.
The FPS officers implement Port State Control Measures and control landings from all fishing vessels entering the port to ensure that the fish has been caught in line with the National and International Fisheries Conservation and Management Measures. A landing permit is issued by the FPS after investigation and checks on the catch.
The investigation consists in checking a number of items that are recorded on a specific paper form (see annex 5.2: Form B: Port State Inspection): - Vessel details provided by the agent - Extra details on the vessel and the crew - Fishing licenses details - Transshipments activities - Fishing areas details
The details of the products are also registered in a specific form (see Annex 5.3: Form C: Inspection on landing/transshipment of fish) during the investigation, the details of fish retained on board is also recorded.
If an infringement has been observed, it is recorded here. Then the captain and the inspectors sign the form.
The inspection by the FPS Officers is necessary before any landing or transshipment could occur. If everything is in order, the inspectors deliver an authorization to unload.
The inspectors keep track of the vessel inspections in Excel sheets: 3 types of sheets are used: - Records of entries in and exits out of the vessel in the Mauritius EEZ - Inspections forms (form A, B and C) - IOTC port inspections report that are asked by IOTC
Project Funded by the European Union and implemented by Pierre PERIES
20
Support for the development of an improved fisheries information system in Mauritius
Note: A number of other controls are made on the fishing vessels at quay by customs, immigration and health. The control of a vessel takes about half an hour.
3.2.5.2. IMPORTATIONS
For any fish importation, the importer has to apply at the import/export unit of the MFR for an import permit prior to land the fish on the Customs territory (see annex 5.8). He has to specify the product name (specie common and scientific names), preservation process, quantity, country of origin, name of exporting establishment, approval number of establishment, brand name, mode of transport, expected date of shipment, type of packaging and the name and flag state of fishing vessels from which the fish/products is intended for import. The person or the company applying for an import permit must have a valid Trade license, a Fishmongers’ license and Food Handlers’ Certificate.
Then the import/export unit of the MFR processes the application and when it is approved, the permit is prepared and submitted to the finance section. Then the importer collects the permit at the finance section after payment of the appropriate import fee.
Any fish or fish product landed in Mauritius is inspected by an officer at the ports of entry (Airport/port). An import landing permit is issued to allow removal of the consignment from the Custom compound.
In case the products are imported/landed by fishing vessels/carrier, the consignments are inspected by an officer from the import/export unit and an import landing permit is issued to allow removal of the product from the Custom compound (the products are also checked by officers of the FPS as all fishing vessels entering or leaving the port shall be inspected and cleared by the FPS officers).
All consignments of fish imported for processing and re-export to EU shall be accompanied by a catch certificate issued by the competent authority of the Flag State of the fishing vessel. Officers of the import/export unit based at the One Stop Shop control the catch document.
All data concerning the import are registered in Excel files with details on the company, the products, origin, permit number, date landed, product type, quantity, and the responsible officer of the import/export unit who issued the landing permit.
Note: The import permit is to be removed soon. Consequently, the importers will need to be registered at the MFR and would then import fish/products upon payment of an annual import fee as may be prescribed. The import/export unit will continue to control import of fish by inspecting the consignments of fish/products at the ports of entry.
3.2.5.3. EXPORTATIONS
Project Funded by the European Union and implemented by Pierre PERIES
21
Support for the development of an improved fisheries information system in Mauritius
Any fish/fish products that are to be exported are also subject to an export permit (annex 5.10). The export application is processed and approved at the MFR, and then the company receives a letter within 5 days from the date of the receipt of the export application. The final export authorization is issued at the port after verification of the products and the export documents by the officers.
Export permits / export authorizations are registered in Excel files at the MFR. Main data consist in company name, products details, origin, date of export, destination, name of fishing vessels, date fish was landed in Mauritius, place of storage and Custom bill of export.
All consignments of fish exported to the EU are accompanied by a catch certificate issued by the competent authority of the Flag State of the fishing vessel along with a processing statement from the processing company; both documents have to be validated by the officers of the import/export unit. The data for the processing statement is registered in excel files and details all products to be shipped out of Mauritius.
Figure 4: Paper files for the EU IUU Catch certificates validation stored at the One Stop Shop
Key figures
90% of the fish products imported are re-exported to foreign countries (processed and not processed), 10% of the importations are for the local consumption. Between 150 and 200 import permits are delivered monthly. About 150 export permits are delivered monthly. About 150 entities (companies and fishmongers) are involved in the fish import/export business. About 50 vessels inspections are performed every month About 200 processing statements from the industry are received every month
Project Funded by the European Union and implemented by Pierre PERIES
22
Support for the development of an improved fisheries information system in Mauritius
Issues and potential improvements within the new FIS
- Notices of arrival, entry/exit in/out EEZ and port access application could be made online within the new FIS provided the agent has a secure access; it would enable automatic notifications that would trigger messages to the authorities (on the FIS or by email to the inspectors). VMS could enable automatic notifications of vessel entering/leaving the EEZ.
- Forms A, B and C contain data that are duplicated or triplicated (especially about the vessel identifications characteristics). A form generator within the FIS could pre-fill these details instead of hand-writings and then printed out before the inspections occur. After inspection, filled forms should also be entered into the FIS and shared between relevant officers.
- When inspections forms are in the FIS, data mining will be faster and more reliable; specific queries will gather required data from the database for the different reporting needs (MFR, IOTC, etc.).
- Products catch certificates storage should also be made within the FIS.
- A time consuming work consist in checking every processing statements submitted by the fish industry against the catch certificates, moreover it generates tons of paper for the history and traceability requirements of the European Union. The FIS should collect the statements provided by the industry and handle the linkage between the initial catch certificate and the products due to exportation.
- Import and export permit delivery procedure must be fast, they are already fast but would be faster within an information system. Application for import and/or export could be submitted online, processed online and available for the control authorities.
- Close links with the Competent Authority, Customs and MFR exist around imported and exported products. The FIS should make the connections between these entities and enable fast communications. The FIS should also set up a user friendly environment to manage imports, exports and industry processing statements.
3.2.6. Processing industry and Competent Authority
The Competent Authority depending on the Ministry of Fisheries is responsible for the sanitary quality of the fish products along the processing steps in Mauritius (imports, storage, processing and exports). To be imported or exported every product must have a health certificate which is delivered by the CA.
For products to be exported to EU an online system already exists as TRACES, where the competent authorities can validate products to be exported on a specific web based system.
Within the new FIS, the CA should be alerted of any shipment to be controlled during the validation process of products import or export authorizations.
Project Funded by the European Union and implemented by Pierre PERIES
23
Support for the development of an improved fisheries information system in Mauritius
Established health certificates should also be linked to import and exports authorizations and related shipments thank to the import or export documents tables (see above) and the CA officers able to authorize or retain the consignment for further process.
Project Funded by the European Union and implemented by Pierre PERIES
24
Support for the development of an improved fisheries information system in Mauritius
3.3. FIS Design
The FIS aims at interconnecting all the fishery actors to enable fast and reliable data exchange. Figure 2 above shows that some actors are directly linked to the FIS and some other not directly linked. Actors directly linked would need access rights to the system as the other would interact thanks to a registered user of the system.
Many other actors are more or less involved in the fisheries but will not be integrated in the proposed FIS design. These actors are out of the scope of this mission and their relations with the FIS are not direct enough. This is the case of the tourism authorities who deliver recreational fishing boat licenses, the customs which keeps also track of the imports and exports, the ministry of environment, banking establishments, some RFMOs, etc.
The FIS will try to address the two opposite objectives below: - encompass all the data complexity and handling of the Mauritius fisheries - propose a simple technical solution to maximize input/output performances and to ease administration and reporting.
The new Mauritian Fisheries Information System has to be centralized around a single database and should use a web based frontend hosted on a powerful server. Each user would have specific access and rights into the system.
Such a configuration permits easy management of the system as all source codes and data are in the same place and can be managed remotely. On the contrary a software-desktop system would call for intervention on each computer with all the problems generated by hardware, OS maintenances and virus protection. Moreover an Internet system enables real-time data access. The drawback of a web based system is that an internet connection is always required to operate it. The table below compares the 2 configurations:
Desktop based system Web based system Data exchange Delayed and need complex Instantaneous synchronizing procedures Ease of access Can work offline Needs an internet connection
Security Safer as the system is installed on local Require to set up login and password computers but vulnerable to hacking and and a strong security policy. virus if the computer is not properly maintained. Maintenance Cumbersome due to issues related to Fast and centralized, any update is OS update or hardware changes. automatically available to all users Updates call for local IT intervention
Project Funded by the European Union and implemented by Pierre PERIES
25
Support for the development of an improved fisheries information system in Mauritius
The figure below show the FIS main structure
users
internet
FIS Frontend
user logged in
User System Export preferences codes Fishery data management Section2 and details management settings General Section1 Section2 SectionX reporting
output output output
in in in
put put put
FIS database
Figure 5: General scheme of the new FIS
The technical output presents the main sections and their functionalities that must be implemented in the new FIS. The presentation of these sections will be illustrated by a design proposal of the corresponding database structure and the main entities that should be created.
Technical information on all the database entities diagrams
- For all the table entities of the databases, the fields added by and added date will be used to keep track of the users who added the data and when it has been done.
- The design already proposes important fields. Each field name is composed of: a) A 3 words prefix that gives the type of content it will store b) An underscore (field names should never contain spaces) c) A short prefix that give a clue of the data section the field is related to d) The data name the field is supposed to handle e) Brackets that explicit the type of data of the field.
Project Funded by the European Union and implemented by Pierre PERIES
26
Support for the development of an improved fisheries information system in Mauritius
Example: The field named int_ctcId (autonum-pk) in the contact section gives the following information: - int = integer number - ctc = contact (data from/for the contact section of the system) - ID = unique identifier (i.e. the contact number into the FIS) - autonum-pk = automatic generated integer number – this number is also the primary key of the contact (number is unique within the table and is indexed in the database engine).
- Some fields are foreign keys within section tables. Foreign keys imply that the ID is generated by another table of the database and that the value of the key relate to a record from the other table.
Project Funded by the European Union and implemented by Pierre PERIES
27
Support for the development of an improved fisheries information system in Mauritius
3.3.1. The contacts manager
This section contains all the contacts (named persons) that are registered within the FIS. The notion of contacts includes: - The MFR officers - The fishermen - The support sector and stakeholders - The FIS users
As listed above, this section deals also with the users’ management. The users are the contacts who can use the FIS. Each user has a login and password plus specific rights and privileges within the FIS.
Notes on rights: Rights are given to user for a specific section of the FIS. For example a user can have a READ/WRITE right in the licensing section but only a READ right in the vessel section. It will allow him to add and modify licenses and only to read information about vessels. Rights are also related to different types of SQL query which interact from the frontend with the database content. Rights should be simple values and could be set as follow:
Right Value Related queries types ADMIN 10 ALL READ/ADD/EDIT 5 SELECT, INSERT, UPDATE READ/EDIT 2 SELECT, UPDATE READ 1 SELECT NONE 0 NONE
These rights will be activated through login and impacted at the frontend level; if somebody has a read right in a section, then he will be able to access the data of the system but will not be able to perform update or addition. If the user has no right within a section of the FIS, then this section (and all the data it handles) will not be available to him.
The system shall also help the users involved in applications processing by alerting them that they have to input something for the process to continue. Alerts should be summarized on the user’s control panel and so, the users should also have the possibility to set email alerts from this section.
The table below describes the main actions that can be performed within the contacts manager of the FIS.
Main entries Access limited to Actions description
My details - Current user Edit personal details and information Read self log Configure alerts Users management [9] - Section manager Edit/add users and their rights under the manager’s responsibility Read logs Users management [ALL] - System administrators Add/Edit any user and rights Read logs
Project Funded by the European Union and implemented by Pierre PERIES
28
Support for the development of an improved fisheries information system in Mauritius
Contacts management [51] - Section officers Add/Edit contacts related to the section
FP fishermen activities management - FPS section officers of the Fisheries Add/Edit fishermen activities (Fisheries [44] Post Post and Bank activities)
Fishermen details management - FPS DSO Add/Edit any fishermen [ALL] - System administrators
Organisms management - DSO Add/Edit organisms - System administrator
Example: A FPS officer wants to add a fisherman at a Fisheries Post (FP). When connected to the FIS, he has access to 3 entries of the contacts manager: My details Contacts management [51] FP fishermen details management [44] The 51 figure is the number of contacts the officer has access to. It counts the officers he is responsible for [7] and the fishermen registered at the FP [44]. In order to add a coastal fisherman, he first will add a contact from the Contacts management entry and then from the Fishermen activities management register this contact as a fisherman of the FP with the registration date.
Project Funded by the European Union and implemented by Pierre PERIES
29
Support for the development of an improved fisheries information system in Mauritius
The figure below shows the main entities that are related the contacts manager
tbl_ctcContacts tbl_ctcorgContactOrganism tbl_orgOrganisms
int_ctcId (autonum-pk) int_ctcorgId (autonum-pk) int_orgId (autonum-pk) str_ctcName (text) int_ctcId (num-fk) str_orgName (text) str_ctcTitle (text) int_orgId (num-fk) str_orgAcronym (text) str_ctcAddress (text) str_ctcorgComments (text) str_orgAddress (text) int_ctcCountry (num) dat_ctcorgBeginDate (date) str_orgWebsite (text) str_ctcEmail (text) dat_ctcorgEndDate (date) str_orgComments (text) … … …
int_ctcAddedBy int_ctcorgAddedBy int_orgAddedBy dat_ctcAddedDate dat_ctcorgAddedDate dat_orgAddedDate
tbl_fsmFishermenActivity
tbl_ctcDocuments int_fsmactivityId (autonum-pk) int_ctcId (num-fk) int_ctcdocId (autonum-pk) str_fsmActivityLocation (str) int_ctcId (num-fk) str_fsmActivityType (str) int_docId (num-fk) str_fsmActivityDetails (str) str_ctcdocComment (text) dat_fsmActivityStart (date) … dat_fsmActivityEnd (date) str_fsmRegOfficer (str) int_ctcdocAddedBy str_fsmComments (text) dat_ctcdocAddedDate …
int_fsmAddedBy dat_fsmAddedDate
tbl_usrLogs tbl_usrUsers tbl_usrRights
int_usrlogId (autonum-pk) int_usrId (autonum-pk) int_usrrightId (autonum-pk) int_usrId (num-fk) int_ctcId (num-fk) int_usrId (num-fk) dat_usrlogFirstLoginDate str_usrUsername (text) str_usrrightSection (text) (date) str_usrPassword (text) int_usrrightValue (num) int_usrlogLoginCount (num) str_usrStatus (num) str_usrrightComments (text) dat_usrlogLastLoginDate str_usrEmail (text) … (date) … … int_usrrightAddedBy int_usrAddedBy dat_usrrightAddedDate int_usrlogAddedBy dat_usrAddedDate dat_usrlogAddedDate
Figure 6: Simplified entities diagram of the contacts and fishermen registry
The contact (prefixed ctc) can be linked to organisms through tbl_ctcorgContactOrganism table. The Banks fishermen will be linked to the fishing company at this level. The begin date and end date can be specified in case the contact has worked for different companies.
Project Funded by the European Union and implemented by Pierre PERIES
30
Support for the development of an improved fisheries information system in Mauritius
Digital documents can also be attached to any contact through tbl_ctcDocuments table (e.g. identity card photo).
The fishermen (prefixed fsm) registry is stored in a specific table tbl_fsmFishermen and contains all the fishermen registered as Banks fishermen or as coastal fishermen. Their activities are recorded here and will be used to compute the bad weather allocation and the winter allocation.
Examples: For a fisherman registering at his fisheries Post, the field would take the values below: fsmactivityId ctcId str_fsmactivityLocation activityType activityDetails activityStart activityEnd regOfficer 1029 1384 Mahebourg Monthly 2011-03-10 2011-03-10 Vimal Fisheries Post registration
For a bank fisherman record, the fields would take the values below: fsmactivityId ctcId str_fsmactivityLocation activityType activityDetails activityStart activityEnd regOfficer 165 726 Nazareth bank Fishing 120 Kg 2011-04-18 2011-05-13 Sunil catches
All the users (prefixed usr) are stored into tbl_usrUsers table and their rights within the FIS are stored into tbl_usrRights table.
Table tbl_usrLogs is a table that stores the technical activities of each user. It will be used by the sections administrators to see their users’ behavior. Each user will also be able to read his log. This table is automatically filled with the users’ login/logout actions from the frontend.
Project Funded by the European Union and implemented by Pierre PERIES
31
Support for the development of an improved fisheries information system in Mauritius
3.3.2. The fishing-units registry
The fishing-units’ registry stores all the data relative to the objects that produces or carries fishes within the FIS. These units are of different types and can be small boats, industrial fishing vessels, groups of persons, aquaculture installations, individual fishermen, etc. The table below proposes examples to classify the fishing-unit types: - Between 100 and 199 the objects are vessels. - Between 200 and 299 the type a group of persons. - Between 300 and 399 single fishermen types. These types should be handled as code in the FIS (more on codes in the technical sections).
Fishing unit type Description Comment number
100 vessel 110 Coastal boat (<24m) 120 Semi industrial vessel (>24m) 130 Industrial vessel (>24m)
200 group of persons
300 individual
400 aquaculture infrastructure
The fishing-units registry has to be managed by different users: - At the MFR; inspectors need to update data relative to the fishing vessels when performing inspections, the licensing unit must be able to update data about a vessel and its ownership, the logbook unit has to be able to download VMS position for a trip of a vessel, etc. - Outside the MFR; vessel owners/agents must be able to add vessels (and update details) they are responsible for. For example, when applying for a license, the agent must be able to update the data about the vessel and its operating team, eventually to add a new vessel to be licensed if it is not already registered within the FIS.
The fishing-units list available to the logged-on user should be depending on his status and rights. The list should also propose sorting and filtering functionalities to help the user in finding a specific unit.
Fishing-units list preset examples Important sort and filter criteria
Vessels under foreign licenses Flag Main gear (purse-seine / longline / reefer) Vessel name Registration number Vessels under national licenses Bank exploited Main gear Vessel name
Project Funded by the European Union and implemented by Pierre PERIES
32
Support for the development of an improved fisheries information system in Mauritius
Registration Number Coastal gears Gear (long net / gill net) Fisheries post
Coastal fishery boats Registration number Fisheries post Registration Number Gear used (line, trap, etc.) Individual fisherman Fisheries post Employer organism Gear used (trap, spear, pole, net, etc.) Name Id number
Once a fishing unit is selected the user will have access to the entries described below.
Main actions Access limited to Actions description Sub actions
Fishing unit details management - Vessel agents physical characteristics - MFR officers identifiers gears
Operators management - Vessel agents - MFR officers Link document to the fishing-unit (eg. Documents upload - Port inspectors officers Photo)
Stores important changes to the History - MFR officers fishing-unit
Trips and catches (link) See trips and catches section
Licenses (link) See licenses section
Inspections (link) See inspections section
Project Funded by the European Union and implemented by Pierre PERIES
33
Support for the development of an improved fisheries information system in Mauritius
tbl_fuOperators
tbl_fuFishingUnits int_fuoperatorId (autonum- pk) tbl_fuCharacteristics int_fuId (autonum-pk) int_ctcId (num-fk)
int_fuType (num) int_fuoperatorRoleId (num) int_fuchrId (autonum-pk) str_fuComment (text) str_fuoperatorDateStart int_fuId (num-fk) … (date) str_fuchrItem (text) str_fuoperatorDateEnd (date) str_fuchrValue (text) int_fuAddedBy … str_fuchrUnit (text) dat_fuAddedDate … int_fuoperatorAddedBy
dat_fuoperatorAddedDate int_fuchrAddedBy dat_fuchrAddedDate
tbl_fuHistory
tbl_fuWellsPlan int_fuhistoryId (autonum-pk) int_fuId (num-fk) tbl_fuDocuments int_fuwellId (autonum-pk) str_fuhistoryItem (text) int_fuId (num-fk) str_fuhistoryValue (text) int_fudocId (autonum-pk) str_fuwellCode (text) str_fuhistoryDateStart (date) int_fuId (num-fk) str_fuwellDetails (text) str_fuhistoryDateEnd (date) int_docId (num-fk) … … str_fudocComment (text) … int_fuwellAddedBy int_fuhistoryAddedBy dat_fuwellAddedDate dat_fuhistoryAddedDate int_fudocAddedBy dat_fudocAddedDate
Figure 7: Simplified entities diagram of the fishing-units registry
All fishing unit should be uniquely registered into tbl_fuFishingUnits table with the latest up-to-date information.
The fishing unit operators table (tbl_fuOperators) is linked to the contacts manager (by int_ctcId) and is used to record the persons responsible of the fishing unit operations and their role (agents, owners, captains, etc.) during a specific period (between a starting date and an end date).
Any kind of descriptive characteristics of the current fishing units are stored in the table tbl_fuCharacteristics. The content of this table is limited to 3 technical fields to enable a maximum flexibility: - item: it contains the characteristic item - value: it contains the characteristic value - unit (if applicable): it gives the unit of the value
Project Funded by the European Union and implemented by Pierre PERIES
34
Support for the development of an improved fisheries information system in Mauritius
Example: The vessel identified by fuId=91 could generate the following records in the tbl_fuCharacteristics table:
int_fuchrId int_fuId str_fuchrItem str_fuchrValue str_fuchrUnit 102 91 Radio Call Sign EPRT 103 91 IMO Number 123456 104 91 Length 68 meter 105 91 Gross tonnage 120 cubic meter 106 91 Vessel name Goeland III 107 91 VMS identifier 5584 108 91 VMS system INMARSAT 109 91 Flag French
All the characteristic items could be stored in a specific table that could be part of the codes section (see part 3.3.10).
Table tbl_fuWellsPlan will be used for specific vessels which store the products into different compartments of the vessel (reefers, large purse seines).
Important changes of the characteristics should also be recorded into tbl_fuHistory table like names changes, flags changes, etc.
Like in other sections, digital documents can also be linked to the fishing-unit (e.g. pictures of vessels, photos of identification characteristics, etc.).
Figure 8: Detail of the identification characteristics of a coastal boat (Main color, hull material, name and registration number)
Project Funded by the European Union and implemented by Pierre PERIES
35
Support for the development of an improved fisheries information system in Mauritius
3.3.3. Database requirements for the licensing section
The licensing section must encompass all the information used for a license and its lifetime. Licenses that are dealt within this system are either fishing licenses, fishermen licenses or fishmonger licenses.
Licenses application are received at the MFR and processed within the MFR (in the case of foreign vessel fishing licenses, the ministry has to approve it).
When received at the MFR, the applicant for a license has to be registered within the contacts manager and may become a user of the FIS for other application types (product importations or products exportation). The licensing officer will be responsible of this user management.
The TO provide the details of the license and the license processing can start and go through a number of validation steps within the FIS. Each step will be recorded in the FIS and mainly consists of an officer recommendation and validation and then it goes to the next officer. On submission, an email alert shall be triggered to the next validating officer for him to continue the process.
The licenses processing depends on the type of license (foreign vessel fishing licenses, national vessel fishing licenses, Fishmongers and fish traders license)
Main action Access limited to (rights) Actions description
License details management - Licensing unit officers (R/E/A) Licenses application must be sent to - FPS officers (R/E/A) the relevant offices at the MFR. Details - inspectors (R) are entered by the TO.
Conditions - Licensing unit officers (R/E/A) - FPS officers (R/E/A) - inspectors (R)
Status - Licensing unit officers (R/E/A) - ministry secretary (R/E/A) - inspectors (R)
Documents - Licensing unit officers (R/E/A) - FPS officers (R/E/A) - inspectors (R)
Scheme:
Project Funded by the European Union and implemented by Pierre PERIES
36
Support for the development of an improved fisheries information system in Mauritius
tbl_licStatus
tbl_licLicenses int_licstatusId (autonum-pk) int_licId (num-fk) tbl_licConditions int_licId (autonum-pk) str_licstatusType (text)
int_licType (text) str_licstatusBy (text) int_liccondId (autonum-pk) int_fuId (num-fk) str_licstatusComment (text) int_licId (num-fk) int_ctcId (num-fk) … str_liccondWhat (text) dbl_licFeeValue (num) str_liccondWhen (text) str_licFeeUnit (text) int_licstatusAddedBy str_liccondWhere (text) … dat_licstatusAddedDate str_liccondHow (text) str_liccondDescription (text) int_licAddedBy … dat_licAddedDate tbl_licDocuments int_liccondAddedBy dat_liccondAddedDate int_licdocId (autonum-pk) int_licId (num-fk) int_docId (num-fk) str_licdocComment (text) …
int_licdocAddedBy dat_licdocAddedDate
Figure 9: Simplified entities diagram of the licenses section
The main table tbl_licLicenses keeps track of the licenses and generates a license identifier (int_licId) every time a new license is created. This table is linked to the fishing-units registry because licenses can be delivered to a fishing-unit (int_fuId). It is also linked to the contacts registry (int_ctcId) as licenses can be delivered to an organization (individual, group or company).
Table tbl_licStatus stores the history of the license (from application to termination). Every time something is added to the history of the license, it generates a new line. The processing of the license delivery of the MFR will be managed and stored in this table.
The activities (what, where, when and how) allowed by the license are stored in tbl_licConditions; of course a single license may have multiple conditions. The where condition can be linked to the geographical objects section (see technical sections / geographic objects codes)
Table tbl_licDocuments stores the digital documents related to the licenses. It is linked to the document system of the FIS.
Project Funded by the European Union and implemented by Pierre PERIES
37
Support for the development of an improved fisheries information system in Mauritius
3.3.4. The trips and catches section
This section contains the data related to the fishing trips performed by a fishing-unit. The trip is defined by a period, the trip occurs in one or several zones and products are harvested in each zone.
The zones can either be a large single area, a FAD position or a number of geographical plots recorded on a GPS. They are also closely related to the geographic objects codes.
For the semi-industrial and industrial fishing fleet, logbooks must be provided to the fisheries protection service and checked at the Fishery Monitoring Center (FMC), the products registered here will be those recorded on the logbooks entries.
The FIS must have connection with the VMS in order to collect the relevant trip track of the vessel. This collection should allow the FMC officer to see on a map both the logbook positions and the VMS reports. This shall make the control work of the officer much easier.
The effort should be provided at the zone level (e.g. 2 hand poles with 2 hooks on each, 100Km long lines with 2000 hooks, etc.).
Main entries Access limited to (rights) Actions description
Trip details - Fisheries management officers Licenses application must be sent to (R/E/A) the relevant offices at the MFR. Details - Port inspectors (R/E/A) are entered by the TO.
VMS tracks - FMC officer (R/E/A) Automatic VMS collection should be triggered by the FMC officer.
Products (catches) - Licensing unit officers (R/E/A) - ministry secretary (R/E/A) - inspectors (R)
Project Funded by the European Union and implemented by Pierre PERIES
38
Support for the development of an improved fisheries information system in Mauritius
tbl_trpTrips tbl_trpZones int_trpId (autonum-pk) int_fuId (num-fk) int_trpzoneId (autonum-pk) tbl_trpProducts dat_trpStartDate (date) int_trpId (num-fk) dat_trpEndDate (date) str_trpzone (text) int_trpprodId (autonum-pk) str_trpComment (text) int_fuWellId (num-fk) int_trpzoneId (num-fk) … dbl_trpzoneLon (num) str_trpprodType (text) dbl_trpzoneLat (num) dbl_trpprodQuantity (dbl) int_trpAddedBy str_trpzoneEffort (text) str_trpprodUnit (str) dat_trpAddedDate dat_trpzoneDateStart (date) … dat_trpzoneDateEnd (date) … int_trpprodAddedBy dat_trpprodAddedDate int_trpzoneAddedBy dat_trpzoneAddedDate
tbl_trpDocuments tbl_trpSampling tbl_trpVMStracks int_trpdocId (autonum-pk) int_trpsplId (autonum-pk) int_trpId (num-fk) int_trpzoneId (autonum-pk) int_trpzoneId (num-fk) int_docId (num-fk) int_trpId (num-fk) str_trpsplSpecieName (text) str_trpdocComment (text) str_trpzoneVMSLon (num) dbl_trpsplSpecieWeight (dbl) … str_trpzoneVMSLat (num) str_trpsplUnit (str) dat_trpzoneVMSTime (datetime) … int_trpdocAddedBy … dat_trpdocAddedDate int_trpsplAddedBy int_trpzoneAddedBy dat_trpsplAddedDate dat_trpzoneAddedDate
Figure 10: Simplified entities diagram of the trips and catches section
This scheme enables the recording of any type of catches realized anywhere and stored in any well of a large fishing vessel (tbl_trpZones and tbl_trpProducts), it also enables storage of logbooks data that are sent by licensed vessels authorized to fish in the Mauritian fishing grounds. Catch samplings can also be recorded in this scheme (sampling of the coastal fishery and sampling of the industrial fishery).
Product is a generic term and can deal with processed sea food (dried mixed fish species), specific fish species or mix of species. The products types are managed in a specific section of the FIS (see technical sections / products codes). Each product must have a quantity associated (weight and unit, pieces, etc.).
Project Funded by the European Union and implemented by Pierre PERIES
39
Support for the development of an improved fisheries information system in Mauritius
3.3.5. Port Entry Application
The vessel agents need to provide a port access application before the foreign fishing vessel enter Port Louis (see annex 5.1: form A Port Entry Application). This application is to be filled online. When submitted, the port authorities and the inspectors must be alerted by email plus have visible notifications from the FIS interface.
The PEA is closely related to the fishing-unit registry and the agent shall check/add the vessel details when submitting a new PEA. Agents shall have access to the entries described below:
Main entries Access limited to (rights) Notes
Port Entry Application - Vessel agent (R/E/A) - Port inspectors (R) - Port authorities (R)
Vessel details - Vessel agent (R/E/A) The agent should be able to add a vessel if the applied vessel is not registered in the system. The agent has only access to the vessels under his responsibility (this information is registered at the fishing-units’ operators level).
Licenses - Vessel agent (R/E/A) The agent must provide the relevant fishing licenses details if not already registered in the FIS
Products details - Vessel agent (R/E/A) - Port inspectors (R)
When applying, the vessel agent can link a vessel from the fishing-units registry to the application, or, in case the vessel does not exist in the system, the agent will be asking to create the vessel in the system and provide its characteristics as on the Port Entry Application.
Most of the time, the vessel will already be registered in the system and the vessel details won’t need to be provided every time an application is submitted. Thanks to the FIS, current fishing licenses of the vessel would also be readily available.
The scheme below describes the Port Entry Application (pea) section and its link within the FIS.
Project Funded by the European Union and implemented by Pierre PERIES
40
Support for the development of an improved fisheries information system in Mauritius
tbl_peaApplications tbl_peaProducts int_peaId (autonum-pk) int_ctcId (num-fk) int_peaprodId (autonum-pk) int_fuId (num-fk) int_peaId (num-fk) str_peaPurposes (text) str_peaProductType (text) str_peaFishingAuthorization dbl_peaProductQuantity (dbl) (text) str_peaProductUnit (text) str_peaPortOfOrigin (str) … str_peaTripDateStart (date) str_peaTripDateEnd (date) int_peaprodAddedBy str_peaTripCaptain (text) dat_peaprodAddedDate dat_peaArrivalDate (date) …
int_peaAddedBy dat_peaAddedDate
Figure 11: Simplified entities diagram for the port entry application
Table tbl_peaProducts may optionally be filled from Electronic logbook declaration. This procedure will not be detailed here as the specs of this system were not available at the time of the mission.
Figure 12: A reefer unloading fish at Port Louis
Project Funded by the European Union and implemented by Pierre PERIES
41
Support for the development of an improved fisheries information system in Mauritius
3.3.6. Inspections and infractions section
Inspections are realized by fisheries protection officers. At the port, inspections are performed when a fishing vessel arrives (in this case, the inspection can be linked to the related port access application). Around the coastline, inspections are realized by the officers of the fisheries posts.
Inspections are performed by an inspector recorded in the contacts manager. Depending on the type of inspection, it is related to a fishing unit or an area. An inspection can result in one or several cases (i.e. infractions).
In the case of a fishing unit (a vessel calling at port), the inspectors have to check the products declared in the vessel wells. Those products are already detailed in the Port Entry Application (see above).
Main entries Access limited to (rights) Notes
Inspections details - FPS officers (R/E/A) The port inspector should be able to generate an - Port Inspectors (R/E/A) inspection record based on the PEA or from a vessel selected in the Fishing-units registry.
Inspections areas - FPS officers (R/E/A) A specific port (e.g. Port Louis) or a specific - Port Inspectors (R/E/A) geographical area (from the geo entities registry).
Products details - FPS officers (R/E/A) Products details that have been inspected should be - Port Inspectors (R/E/A) entered by the officer. Automatic controls against the PEA declaration can be performed.
Inspections documents - FPS officers (R/E/A) Any relevant documents collected during the inspection, - Port Inspectors (R/E/A) it can also store photo evidences of infractions.
Infractions - FPS officers (R/E/A) - Port Inspectors (R/E/A)
Project Funded by the European Union and implemented by Pierre PERIES
42
Support for the development of an improved fisheries information system in Mauritius
tbl_inspPortInspections tbl_inspInspections tbl_inspProducts
int_portinspId (autonum-pk) int_inspId (autonum-pk) int_inspprodId (autonum-pk) int_inspId (num-fk) int_inspectorId (num-fk) int_inspId (num-fk) str_portinspItemName (text) str_inspType (text) str_inspprodDestination (text) str_portinspItemValue (text) int_paaId (num-fk) str_inspprodType (text) str_portinspItemUnit (text) int_fuId (num-fk) dbl_inspprodQuantity (dbl) str_portinspItemNewValue (text) str_inspOffice (text) str_inspprodUnit (text) str_portinspItemNewUnit (text) dat_inspDateStart (date) … … dat_inspDateEnd (date) str_inspComments (text) int_inspprodAddedBy int_portinspAddedBy … dat_inspprodAddedDate dat_portinspAddedDate int_inspAddedBy dat_inspAddedDate tbl_inspInfractions tbl_inspAreaInspections int_infrId (autonum-pk) int_areainspId (autonum-pk) int_inspId (num-fk) int_inspId (num-fk) tbl_inspDocuments str_infrCaseDetails (text) str_inspArea (text) int_ctcId (num-fk) str_inspReport (text) int_inspdocId (autonum-pk) str_infrPersonName (text) … int_inspId (num-fk) str_infrPersonContacts (text)
int_docId (num-fk) dbl_infrFeeValue (dbl) int_trpzoneAddedBy str_trpdocComment (text) str_infrFeeUnit (text) dat_trpzoneAddedDate … …
int_inspdocAddedBy int_infrdAddedBy dat_inspdocAddedDate dat_infrAddedDate
Figure 13: Simplified entities diagram for the inspections and the infractions
The type of inspection is defined in tbl_inspInspections, 2 types of inspections are performed at the MFR: Port inspections of a fishing vessel and area inspection from a fisheries post.
Table tbl_inspPortInspections stores all the items checked during the inspections. In case of a vessel inspection, previously recorded items and values are automatically filled from the vessel details when the inspection is added. The inspector has the possibility to input new items and to correct previous items.
Table tbl_inspProducts will be used only in the case of fishing units who did not make a proper Port Entry Application (in which case the products details are already available).
Table tbl_inspInfractions will be filled only in the case of an infraction reported. All infraction must be linked to the corresponding inspection. An inspection can lead in several infractions.
Since 2010, the IOTC ask for inspection reports for each tuna fishing vessel being inspected in the Indian Ocean Region. Annex 5.14 shows the layout of the reports to be submitted. All data required in this report should be available in the FIS and a query should collect them all.
Project Funded by the European Union and implemented by Pierre PERIES
43
Support for the development of an improved fisheries information system in Mauritius
3.3.7. Import section
This part of the FIS will manage the dataflow involved in the importation of fish products performed by the industry actors. Imports will essentially be fish products carried by vessels arriving at Port-Louis. The importation is a 3-step procedure: 1- The importer must apply for an importation permit (Annex 5.8). 2- The importer needs to obtain his importation permit (Annex 5.8) 2- A landing permit must then be issued for the products to be unloaded in Mauritius (Annex 5.9).
Imports are subject to a number of controls and procedures to ensure health safety and responsible fishing. When the import is authorized, the authorities issue a landing permit. The import permit and the landing needs: - An export/import license - Product quality certificate (Competent Authority) - Catches certificate (Established between the inspection and the vessel representative)
The intended landed products comes from either a single fishing trip or several fishing trips. Reefers may unload products from several fishing trips (and eventually different fishing vessels). This information has to be stored in the FIS and it will help in keeping track of the chain of custody. Each trip products must also come with a catch certificate for EU exportation requirements.
Main actions Access limited to (rights) Notes
Application submission for an - Importer (R/E/A) import permit. - MFR import/export officers (R) - MFR Finance section (R/E/A)
Licenses - Importer (R) The importer must attach his relevant import/export license to any application.
Product details - Importer (R/E/A) Products to be landed in Mauritius for - MFR import/export officers (R) local processing - CA officers (R)
Import and landing permit - Importer (R) Processing steps of the import permit status management - MFR import/export officers (R/E/A) and the landing authorization - MFR finance section (R/E/A) - CA officers (R/E/A)
Document attachments - MFR import/export officers (R/E/A) - CA officers (R/E/A)
Printing out of an Import Permit - MFR import/export officers and printing out of a Landing Permit
Project Funded by the European Union and implemented by Pierre PERIES
44
Support for the development of an improved fisheries information system in Mauritius
tbl_impPermits tbl_impProductsOrigin
int_impId (autonum-pk) int_imppopId (autonum-pk) int_ctcId (num-fk) int_impId (num-fk) tbl_impStatus int_licId (num-fk) int_trpId (num-fk)
… int_fuWellId (num-fk) int_impStatusId (autonum-pk) str_impComments (text) int_impId (num-fk) int_impAddedBy str_prodCatchCertificate (text) str_impstatusDescription (text) dat_impAddedDate … str_impstatusComment (str)
dat_impstatusOfficerTimeStamp int_imppoAddedBy (date) dat_imppoAddedDate int_impstatusOfficerId (num-fk) …
int_impstatusAddedBy dat_impstatusAddedDate
tbl_impProducts
int_impprodId (autonum-pk) tbl_impDocuments str_impprodName (text) dbl_impprodQuantity (dbl) int_impdocId (autonum-pk) str_improdUnit (text) int_docId (num-fk) … int_impStatusId (num-fk) str_impdocType (text) int_impprodAddedBy str_impdocComment (text) dat_impprodAddedDate …
int_impdocAddedBy dat_impdocAddedDate
Figure 14: Simplified entities diagram for the imports section
Products detailed in tbl_impProducts are the estimated weights of fish provided by the vessel agents. Exact products details (specie composition, category and weights) are not available at the importation application time (REF iuu doc).
The tripId value in tbl_impProductsOrigin makes the link between the products to be landed and the fishing trip that made the catches. A catch certificate number (str_imppoCatchCertificate) may be associated to all the products coming from a specific trip, this certificate is mandatory for catches to be processed and exported to EU countries.
Documents can be attached to a specific step of the permit processing (e.g.: a veterinary certificate attached to the landing permit permission step).
Project Funded by the European Union and implemented by Pierre PERIES
45
Support for the development of an improved fisheries information system in Mauritius
3.3.8. Export section
This section keeps track of the fish products export applications that are made by the industry. The MFR has to validate any fish products exportation before authorizing it. Even the products transiting in Mauritius (without processing) need an export authorization.
The CA has to certify that the products to be exported are safe and will participate in the permit approval processing.
Note: For exports to EU countries, an EC online service for veterinary certificates of fish product exists (TRAde Control and Expert System – TRACES). The exporter has to apply online for every product he needs to export and the Competent Authority has to validate it. As a consequence, a double entry of certificates from the CA will be necessary for the FIS and for TRACES.
Main entries Access limited to (rights) Notes
Export permit application and - Exporter (R/E/A) processing - MFR import/export officers (R)
Licenses - Exporter (R) The exporter must attach his relevant import/export license to any application.
Exported product details - Exporter (R/E/A) Products to be exported out of - MFR import/export officers (R) Mauritius - CA officers (R)
Permit status - Exporter (R) - MFR import/export officers (R/E/A) - CA veterinary (R/E/A)
Project Funded by the European Union and implemented by Pierre PERIES
46
Support for the development of an improved fisheries information system in Mauritius
tbl_expPermits tbl_expProductsOrigin
int_expId (autonum-pk) int_exppopId (autonum-pk) int_ctcId (num-fk) int_expId (num-fk) tbl_expStatus int_licId (num-fk) int_imppopId (num-fk)
… int_orgId (num-fk) int_expStatusId (autonum-pk) str_expInvoiceRef (text) int_expId (num-fk) int_expAddedBy str_prodCatchCertificate (text) str_expstatusDescription (text) dat_expAddedDate str_expComments (text) str_expstatusComment (str) … dat_expstatusOfficerTimeStam
p (date) int_exppoAddedBy int_expstatusOfficerId (num-fk) dat_exppoAddedDate …
int_expstatusAddedBy dat_expstatusAddedDate
tbl_expProducts
int_expprodId (autonum-pk) str_expprodName (text) tbl_expDocuments dbl_expprodQuantity (dbl)
str_exprodUnit (text) int_expdocId (autonum-pk) … int_docId (num-fk)
int_expstatusId (num-fk) int_expprodAddedBy str_expdocComment (text) dat_expprodAddedDate …
int_expdocAddedBy dat_expdocAddedDate
Figure 15: Simplified entities diagram for the exports section
Products to be exported can come from various origins: - If they come from an importation, then the related import product origin should be referred in int_imppopId field (which can link a the vessel trip). If the imported products have already been detailed, then tbl_expProducts table should be auto filled. - If they come from the aquaculture industry, then the aquaculture farm organism should be referred in int_orgId field.
Processed fish products by the industry come with a processing statement issued by the company, this processing statement is used to check that all the fish processed come from regular fishing. The MFR computes these processing statements and control that the final products quantities can be linked back to the fresh fish catches weight.
The FIS will enable this control thanks to the import and export system tables. Queries will be able to check that the correct weights have been processed (within the error margins of the initial catch estimates).
Project Funded by the European Union and implemented by Pierre PERIES
47
Support for the development of an improved fisheries information system in Mauritius
3.3.9. Documents section
This part of the FIS contains all the data relative to digital documents (pictures, videos, pdf, etc.). These documents are files that are uploaded and stored in folders of the website files system. All the documents will be recorded in a single table. The files must not be embedded in the database to prevent conversions and DB overload issues. The file name is enough for the interface to link the proper document. Thanks to this system, a document can be used several times in different section of the FIS without having to duplicate the file.
The file association between a specific section’s records is made at the section level; as described previously, most of the sections have tables to link digital documents.
tbl_docDocuments
int_docId (autonum-pk) str_docFileName (text) str_docTitle (text) str_docDescription (text) str_docAuthor (text) …
int_docAddedBy dat_docAddedDate
Figure 16: Entities diagram of the documents section
Project Funded by the European Union and implemented by Pierre PERIES
48
Support for the development of an improved fisheries information system in Mauritius
3.3.10. Technical sections
These sections deal with the management of the predefined data that we will call codes. The FIS must contain a number of predefined data so that the user will just have to select it instead of creating it again and again. These data will be available and selectable at the input time from the frontend.
The codes must be managed by a restricted number of users of the FIS and shall prevent the creation of multiple similar data that will be used within different sections of the FIS. The codes are also mandatory to ensure data homogeneity.
The managers of the codes should be able to understand how works the database and will be responsible of the codes quality. At least one officer per MFR division should have knowledge of the database and have the rights to manage (add/edit/delete) codes that will be used by all other users. This officer can be entitled Division System Administrator (DSA).
3.3.10.1. Fish products codes section
This section will be used to manage all the fish products that are used within the sections of the FIS that use fish products data (import, landings, catches, etc.). Products are characterized by: - A species group: the species group consists in one or several species. - A processing method: the processing method describes the product preservation process and must give the corresponding fresh fish ratio for users to be able to compute back the fresh fish weight which is the standard used for data exchange and reporting (e.g. gutted fish need to be multiplied by 1.2 to obtain whole fish weight).
The main actions of the fish products codes management are listed below:
Main action Access limited to (rights) Actions description
Specie management - DSA (R/E/A) Addition/deletion of fish species codes used in the FIS
Specie illustrations addition/deletion - DSA (R/E/A) Specie image management
Species groups creation/deletion/edition - DSA (R/E/A) Species group creation/deletion
Process creation/deletion/edition - DSA (R/E/A)
These codes should not change very often, and this section should be less and less used as the FIS matures.
Project Funded by the European Union and implemented by Pierre PERIES
49
Support for the development of an improved fisheries information system in Mauritius
tbl_prodProcess tbl_prodProducts tbl_prodSpeciesGroup
int_processId (autonum-pk) int_prodId (autonum-pk) int_speciegroupId (autonum-pk) str_processName (text) int_speciesgroupId (num-fk) str_speciegroupName (text) str_processDescription (text) int_processId (num-fk) str_speciegroupComment (text) … str_prodName (text) … dbl_prodFFRation (num) int_processAddedBy … int_prodsgAddedBy dat_processAddedDate dat_prodsgAddedDate int_prodAddedBy dat_prodAddedDate
tbl_prodDocuments tbl_prodSpecies tbl_prodSpeciesGroupComposition
int_proddocId (autonum-pk) int_specieId (autonum-pk) int_prodsgcId (autonum-pk) int_specieId (num-fk) str_specieScientificName (text) int_speciegroupId (num-fk) int_prodId (num-fk) str_specieCommonName (text) int_specieId (num-fk) str_proddocComment (text) … … … int_specieAddedBy int_prodsgcAddedBy int_proddocAddedBy dat_specieAddedDate dat_prodsgcAddedDate dat_proddocAddedDate
Figure 17: Simplified entities diagram of the products codes
Species group composition is detailed in tbl_prodSpeciesGroupComposition table.
Table tbl_prodSpecies contains only single and strictly identified/named species.
3.3.10.2. Countries and ports codes section
These codes list the countries and the fishing ports that are used within the FIS. Ports are linked to countries. The managers of this section should be able to perform the following actions:
Main action Access limited to (rights) Actions description
Port creation/deletion/edition - Division system administrator
Country creation/deletion/edition - Division system administrator
Port/Country association - Division system administrator
Project Funded by the European Union and implemented by Pierre PERIES
50
Support for the development of an improved fisheries information system in Mauritius
tbl_codeCountries tbl_codePorts
int_cnyId (autonum-pk) int_portId (autonum-pk) str_cnyName (text) str_portName (text) num_cnyISOCode (num) int_cnyId (num-fk) str_cnyISOLong (text) … … int_portAddedBy int_cnyAddedBy dat_portAddedDate dat_cnyAddedDate
Figure 18: Simplified entities diagram of the countries and ports codes
3.3.10.3. Units’ codes section
Every unit in use can be registered here. However one standard unit for each type must be defined and for all the other units of the same type, the conversion factor to the standard must be provided.
Main action Access limited to (rights) Actions description
Unit creation/deletion/edition - Division system administrator
Like with the products codes, these codes should rapidly become final; the users should not need a new unit to be created every day.
tbl_codeUnits
int_unitId (autonum-pk) str_unitType (text) str_unitName (text) str_unitAbbreviation (text) int_unitFISstandardId (num-fk) dbl_unitFISConvFactor (num) …
int_unitAddedBy dat_unitAddedDate
Figure 19: Simplified entities diagram of the units’ codes
Example: In the example below, the FIS weight unit standard has been arbitrary set to kilograms.
unitId unitType unitName unitAbbreviation unitFISStandardId unitFISConvFactor 1 Weight Kilogram Kg 1 1 2 Weight Metric ton T 1 1000 3 Weight Pound Lb 1 0.4536
Project Funded by the European Union and implemented by Pierre PERIES
51
Support for the development of an improved fisheries information system in Mauritius
3.3.10.4. Geographic objects codes section
All geographical entities that are used within the FIS will be stored here. The geographical entities are zone in the FIS and they will be called from here when needed.
For example, the license section will use a zone to define the geographical area permitted in the where condition of the license. To be optionally used within GIS, the zones need to be geo-referenced.
Main action Access limited to (rights) Actions description
Geographic objects creation - System administrator Creation of new zones
Geographic objects association - DSA (R/E/A) Functionalities enabling association of - FMC (R/E/A) a zone inside another.
tbl_codeZone tbl_geoobjectDetails
int_zoneId (autonum-pk) int_geoobjectId (autonum-pk) str_zoneName (text) dbl_geoobjectCoordinates (num) int_parentzoneId (num-fk) dbl_geoobjectArea (num-fk) … int_geoobjectAreaUnit (code) … int_zoneAddedBy dat_zoneAddedDate int_geoobjectAddedBy dat_geoobjectAddedDate
Figure 20: Simplified entities diagram of the geographic objects codes
Example: Mahebourg lagoon can be registered as a single zone and its contour details provided in table tbl_geoobjectDetails. Its closest parent zone can be the MFR East Coast area (see Annex 5.11), which can have the Mauritius 12 nautical miles area as a parent, the later can also have Mauritius EEZ as parent and so on. Thanks to this structure, zones can be encased in each other and zone-based geographical queries will be possible.
Table tbl_geoobjectsDetails contains the coordinates of the zone. These coordinates draw a polygon.
Project Funded by the European Union and implemented by Pierre PERIES
52
Support for the development of an improved fisheries information system in Mauritius
4. Conclusions and recommendations
Conclusions
The current assignment did not deal with Rodrigues or Agalega fisheries data. The FIS design that has been proposed should handle the Rodrigues data at the same level of specifications that of Mauritius.
Besides, the current FIS proposed is enough generalized that is should be able to handle fishery data from other and various countries. If not, it could provide a strong basis for other countries fishery data management needs.
Technical recommendations for the new Internet based FIS
Database: Open source web database MySQL or PostGreSQL
Server: High specs server hosted by a professional hosting company (Europe or USA). The server should be able to handle 10 users connected and querying simultaneously.
Language: Open source PHP, HTML/CSS
Extra modules: Google Map or Google Earth plug-in for GIS display, images resizer and uploader.
Web space requirement: It will essentially depend on the digital documents quantity (the DB fishery data are text based and would not generate space issues). Below is an assessment of expectable figures:
Items Number Documents Document size kilobyte (type) Total size kilobyte per/item Fishing units 6000 2 200KB (color digital 1M Mpixels photo) 2 400 000 Contacts 3000 1 100KB (passport digital 0.1 Mpixels photo) 300 000 Licenses 300/y 1 300KB (hi-res pdf docs) 90 000/y Inspection 50/y 3 300KB (hi-res pdf docs) 500 000 … Minimum total ~3 300 000
This very rough assessment calls for 3.3 GB immediate storage space; 100 GB is recommended and should be very comfortable for several years.
Implementation recommendations
Besides the programmers, a technical team must be involved in the FIS development and should include at least one technical officer of the MFR per main division for functionality testing.
Project Funded by the European Union and implemented by Pierre PERIES
53
Support for the development of an improved fisheries information system in Mauritius
A few MFR officers should also have a technical understanding of the system (databases structures and frontend organization to be able to identify problems and have enough rights to perform critical data updates.
Two persons of the MFR should have total administration rights and to be able to modify any data in the system (including access to database structures and frontend source code).
The FIS setup would require programmers with a good understanding of the fisheries and with strong database and web design skills. The total time to implement the system as described in this report should be around 6 months (180 days) and 2 programmers are recommended to perform this task to (i) prevent total ownership by one person, (ii) bring better usability as the system would be build by 2 persons with different approaches and angles (especially within the web interfaces layout).
Project Funded by the European Union and implemented by Pierre PERIES
54
Support for the development of an improved fisheries information system in Mauritius
Annexes Annex 1: Terms of Reference
Assignment Title Support for the development of an improved fisheries information system in Mauritius (max. budget €10,000) Workplan activity Activity Number 1.5, Project No. B.8, Budget Line 1050000 Supervisor CU (administrative) Technical Supervisor RFU Manager and Ministry of Fisheries and Rodriguez - Mauritius Background to the Mauritius EEZ has a reasonable stock of various fish, including pelagic and demersal assignment species. Main fisheries include the island-based artisanal fisheries (lagoon and off-lagoon), Fish Aggregating Device (FADs) fishery (off-lagoon), the offshore demersal fishery of the banks of the Mascarene Plateau and the Chagos Archipelago, and the tuna fishery in the Western Indian Ocean (industrial fisheries). Currently the fisheries sector contributes approximately 1.9% to GDP (mainly from the services and processing sectors), but over the last four years, export of fish and fish products has increased by around 26% in terms of value and 12% in terms of quantity. The value added from local fishing manufacturing and wholesale activities is about USD 50 million while that from tuna processing is approximately USD 70 million. The value of domestic fisheries production is approximately USD 11 million. Fisheries in Mauritius are under the mandate of the Ministry of Fisheries and Rodriguez (MFR). The MFR technical services under the ambit of the Fisheries Administration consist of three components namely; (a) Fisheries Policy, Planning and Management (b) Marine Ecosystem, Conservation & Aquaculture Research and (c) Fisheries Research, Management, Development & Training. The key goals of these components are to develop and manage the Fisheries and Marine Resources for an optimum sustainable yield, to facilitate import-export activities, to provide a service to fishing vessels and to monitor fishing vessels operating in the EEZ. Research is carried out by the Albion Fisheries Research Centre (AFRC), set up in 1982 by the Government. The protection of the marine resources is under the Fisheries Protection Service that works closely with the National Coast Guard (NCG) in Monitoring Control and Surveillance. The MFR also works in constant coordination with the Board of Investment (BOI) and private sector, in the framework of the government strategy to create a centre of excellence in the area for services and processing related to fish and fish products. Although the MFR is relatively well staffed and organized is lacking high level specific expertise in some areas (including fisheries data analysis and IT) and has limited financial resources. This situation partially hampers its capacity to develop efficient and effective fisheries management tools, including an appropriate Fisheries Information System (FIS). To help meeting the ever-growing and challenging information needs of the MFR there is a need to set up an efficient and effective FIS as to provide quality fisheries information and data to enable developing, implementing and evaluating fishery management activities and plans. The FIS will be based on the current information collection and management tools of available fisheries statistics. FIS will guide in sustainable fisheries management decisions. Issues to be addressed The Ministry has managed to put in place an information system where information is stored and retrieved for analysis and reporting. However, the system efficiency is still to be improved. Main problems are:
Project Funded by the European Union and implemented by Pierre PERIES
55
Support for the development of an improved fisheries information system in Mauritius
1. The current process for data collection and validation is cumbersome, since many entities are involved and the pathway for validation is complicated and not linear:
o Data on fish catch and fishing efforts in the artisanal fishery, banks fishery are collected by enumerators posted around the island and from logbooks submitted by local and foreign vessels. The data are compiled and analyzed by the Fisheries Research Division at AFRC using different software (MAUCAS developed by FAO for artisanal fisheries and FINNS software for the banks fisheries ) and data are stored on excel files.
o Other research and development activities within the Ministry generate a huge amount of data which are stored in different formats
o Information related to licenses, clearances, VMS, imports and exports are also compiled on excel files. Even though the Ministry has recently set up an electronic platform to enable the application for on-line permits, the platform is not yet operational.
2. The FIS requires an electronic platform to integrate the data generated from the various activities.
3. The Ministry lacks capacity in the fields of fisheries data handling and IT and staff skills need to be improved.
The delivery of technical assistance to the MFR will therefore enable to revise the current data management system and to ease the set up of the FIS. The Consultant will use a participated approach involving the collaboration and participation of the staff of the Ministry in both the analysis and reorganization phase and promoting on-the-job training activities to a selected group of staff. Activities of the The consultant will: consultant 1. Brief with Regional Manager for Southern Africa (RM for SA) of ACP Fish II and with MFR; 2. In consultation with MFR, establish a technical team which will be involved in the project implementation; 3. Collect relevant information and propose a work plan and brief methodology to carry out the assessment. The methodology should be proposed in the first 10 days of the assignment and approved by ACP Fish II and MFR; 4. Make an assessment of the existing information and data management structure, software and procedures in place at MFR; 5. Proposing/adopting revision to the current software and procedures used for the information system and set up an information portal if applicable; 6. Conduct on-the-job training activities aiming at strengthen MFR capacity of efficient/effective data collecting and analysis Expected outputs A new FIS is designed and set up;
A selected group of FMR staff is trained (on the job training) on data management and FIS utilization.
Format of each report Structure: Title page Table of contents List of annexes, List of Tables, List of Figures, List of photographs/pictures
Project Funded by the European Union and implemented by Pierre PERIES
56
Support for the development of an improved fisheries information system in Mauritius
Abbreviations and acronyms Executive Summary (1 to 2 pages) Main report (up to 20 pages) Conclusions and recommendations (each recommendation must be preceded by a conclusion) linked to the main report Annexes Annex 1 Terms of reference Annex 2 Programme and people met (including contacts) Annex 3 Itinerary Annex 4 Technical ouptut (as required)
Any relevant information on the submission of reports for the ACP FISH II Programme can be found at: http://acpfish2-eu.org/index.php?page=templates&hl=en Report to be reviewed MFR and ACP Fish II RM for SA/ Coordination Unit to make and provide comments on the by draft within 14 days. Duration Indicative task No of day a. Briefing and preparatory work 2 b. Assessment and information analysis 3 c. Stakeholders visits (AFRC and other locations) 3 d. Revision to the current software and procedures used 5 e. FIS design 5 f. Training “on the Job” 2 g. Reporting 2 Total working days per KE 22
Start date 28th November 2011 Completion dates for Final report will be submitted 14 days after assignment has been completed. reports and fee A 30% advance may be paid on the signing of contract to support the operational activities. payment schedule The balance will be paid on approval of the Final Technical Report (including the agreed Case Study) once the Consultant submits the final invoice together with two copies of the FTR. This is a Global price contract with a lump sum payment with no per diems, travel expenses or incidentals claimed. All these cost are already included in the budget of the contract. Experience and The study will be undertaken by an IT/Data management expert. The selected consultant qualification of the should be able to demonstrate a successful track record of consultancy engagements in a consultant field related to this Terms of Reference.
Qualifications and skills • A degree or equivalent in a relevant subject area (e.g. Economics, Statistic, Information Technologies, Engineering); • The expert should have a high level of proficiency in written and spoken English. General professional experience • Minimum 5 years of experience in data management, statistics and ICT; • Good communication, report-writing and project management skills. Specific professional experience • Previous experience in design, setting up/revision of fisheries data/information management systems; • Previous experience in conducting training activities for the set up and management fisheries information systems;
Project Funded by the European Union and implemented by Pierre PERIES
57
Support for the development of an improved fisheries information system in Mauritius
• Experience in the region/country.
The indicative number of working days for this expert is 22.
Location and travel Based in Port Luis with field visits to AFRC and other relevant institutions/offices of the MFR.
Project Funded by the European Union and implemented by Pierre PERIES
58
Support for the development of an improved fisheries information system in Mauritius
Annex 2: People and organizations/department consulted
Name Title Organism Division Location Mr MAUREE Director MFR LICI 4th MFR Fisheries policy, planning and LICI 4th Mr SOONDRON PFO management Mr NALLEE DSO MFR Fishery management AFRC Mr BEEHARRY DSO MFR Licensing unit, import-export LICI 1st MFR Fisheries research, development FiTEC Mrs RATHACHAREN PFO and training MFR Fisheries research, development FiTEC Mr CHOORAMUN DSO and training Mr MAMODE SO MFR Licensing unit LICI 1st Mr NUNKOO STO MFR Inspections LICI 1st Mrs LIM SHUNG TO MFR Inspections Seafood Hub Mr DEGAMBUR SO MFR Fishery management (bank) AFRC Mr DABY PTO MFR Import-export LICI 1st Mr NEERMUL SO MFR Fisheries planning LICI 4th Mr JEETAH SO MFR Import-export LICI 1st Mr KHADUN SO MFR Fishery protection (coastal) AFRC Mr GHOORHOO TO MFR Fishermen LICI 1st Mr BAULJEEWON DSO MFR MCS, FPS LICI 4th Mr CAULLEE SO MFR FAD Fisheries FiTEC Mr KAWOL TO MFR Fisheries management AFRC Mr SUNASSEE SO MFR Fisheries Monitoring Centre AFRC Mr MOOTOOSAMY SO MFR Aquaculture AFRC Mr THEPAUT Adviser MFR Competent Authority Seafood Hub Mr RAMASAWMY Inspector MFR Port inspection Seafood Hub Mr GROODOYAL MFR Competent Authority Seafood Hub Mr SEENAUTH NS National statistics LICI 3rd Mrs KOUSSA NS National statistics LICI 3rd Mr MATHURA Officer MFR FPS La Preneuse FP Managing PTM PTM Mr LIEWES Director Mr HURLOLL Manager PTM Sales PTM Mr DOUADY Manager PTM Quality PTM Mr MAPARA Officer PTM Import-export PTM
Project Funded by the European Union and implemented by Pierre PERIES
59
Support for the development of an improved fisheries information system in Mauritius
Annex 3: Itinerary
As the consultant was based in Mauritius the itinerary and travels for the implementation of the mission was limited to Mauritius and consisted in a number of visits to Port Louis, Albion and to some other parts of the main island.
Annex 4: References used
Annual Report 2009 Fisheries Division, Ministry of Agro Industry, Food Production and Security – Republic Of Mauritius.
EU Regulations on IUU fishing, policy and with reference to tuna processing in Mauritius, BARNES C., ARDILL D. September 2010.
Fisheries Integrated Statistical System (FINSS) User Manual, COI-IOC – CTOI-IOTC, v.3. October 2008.
Project Funded by the European Union and implemented by Pierre PERIES
60
Support for the development of an improved fisheries information system in Mauritius
Annex 5: Documents
Project Funded by the European Union and implemented by Pierre PERIES
61
Support for the development of an improved fisheries information system in Mauritius
*
Annex 5.1: Port Access Application
Project Funded by the European Union and implemented by Pierre PERIES
62
Support for the development of an improved fisheries information system in Mauritius
Annex 5.2: Port State Inspection
Project Funded by the European Union and implemented by Pierre PERIES
63
Support for the development of an improved fisheries information system in Mauritius
Project Funded by the European Union and implemented by Pierre PERIES
64
Support for the development of an improved fisheries information system in Mauritius
Annex 5.3: Inspection of landings/transshipments of fish
Project Funded by the European Union and implemented by Pierre PERIES
65
Support for the development of an improved fisheries information system in Mauritius
Annex 5.4. Foreign fishing vessel licensing
Project Funded by the European Union and implemented by Pierre PERIES
66
Support for the development of an improved fisheries information system in Mauritius
Annex 5.5: National fishing vessel licensing
Project Funded by the European Union and implemented by Pierre PERIES
67
Support for the development of an improved fisheries information system in Mauritius
Annex 5.6: Coastal fisherman registry
Project Funded by the European Union and implemented by Pierre PERIES
68
Support for the development of an improved fisheries information system in Mauritius
Annex 5.7: Fisherman Continuous Record Book
Project Funded by the European Union and implemented by Pierre PERIES
69
Support for the development of an improved fisheries information system in Mauritius
Annex 5.8: Import permit application and import permit
Project Funded by the European Union and implemented by Pierre PERIES
70
Support for the development of an improved fisheries information system in Mauritius
Annex 5.9: Landing Permit
Project Funded by the European Union and implemented by Pierre PERIES
71
Support for the development of an improved fisheries information system in Mauritius
Annex 5.10: Export Authorization
Project Funded by the European Union and implemented by Pierre PERIES
72
Support for the development of an improved fisheries information system in Mauritius
Annex 5.11: MFR geographical regions and fish landing stations
Project Funded by the European Union and implemented by Pierre PERIES
73
Support for the development of an improved fisheries information system in Mauritius
Annex 5.12: Logbook for Longline Fishing
Project Funded by the European Union and implemented by Pierre PERIES
74
Support for the development of an improved fisheries information system in Mauritius
Annex 5.13: Logbook for Purse Seine Fishing
Project Funded by the European Union and implemented by Pierre PERIES
75
Support for the development of an improved fisheries information system in Mauritius
Annex 5.14: IOTC Port Inspection Report
Project Funded by the European Union and implemented by Pierre PERIES
76