Inter-American Biodiversity Information Network (IABIN)

MEDIUM-TERM WORK PLAN 

Prepared for Submission to the
IABIN Interim Executive Committee

Second Consultative Meeting

Montreal, Canada

June, 1999
 
 
 

ACKNOWLEDGMENT

 

This work plan was prepared by Bonnie C. Carroll, Information International Associates, Inc., Oak Ridge, Tennessee. Funding for this study was provided by the United States Agency for International Development, Project #598,0780, "Environmental Support Project," under an Interagency Agreement with the U.S. Department of the Interior. Project management was provided by the International Biological Informatics Program of the U.S. Geological Survey.


 

TABLE OF CONTENTS

1.0 BACKGROUND

1.1 Mission and Vision
2.0 BASELINE AND REQUIREMENTS
2.1 Governance Structure
2.1.1 Intergovernmental Convener (Diplomatic Host)
2.1.2 National Focal Points
2.1.3 Membership Council
2.1.4 Executive Committee
2.1.5 Network Hub
2.1.6 Technical Working Groups
2.1.7 Trust Fund Entity2.2 Membership
2.3 External Relationships and Partnerships
2.4 Technical Configuration and Standards Development
2.5 Capacity Building and Training
2.6 Financial Sustainability
2.7 Building Network Content
3.0 PHASES FOR IABIN DEVELOPMENT

4.0 DESCRIPTIONS OF WORK EFFORT BY AREA OF DEVELOPMENT

4.1 Governance and Membership
4.2 External Relationships and Partnerships/Promotion of IABIN
4.3 Financial Sustainability
4.4 Technical Configuration and Standards Development
4.5 Capacity Building and Training
4.6 Building Content
5.0 CONCLUSIONS

APPENDIX 1: Interim Activities from the IABIN Launch Meeting through Approval of the Recommendations from That Meeting

1.0 BACKGROUND

IABIN was formally approved as Initiative 31 of the Santa Cruz Summit (December 1996). This initiative was approved at the highest level of governments with the implementation left to the technical experts of the nations. At Santa Cruz, Brazil agreed to take the initial organizing responsibility for an international meeting to launch IABIN. During the period of January 1997-April 1999, considerable background work was done to build up to an IABIN Launch Meeting. There were many informal bilateral and multi-lateral discussions. The Organization of American States (OAS) hosted two meetings of experts to begin to define IABIN in operational terms and to assist Brazil in developing the agenda for the IABIN Launch.
 

1.1 Mission and Vision

Initiative 31 defines the IABIN as establishing, "an Inter-American Biodiversity Information Network, primarily through the Internet, that will promote compatible means of collection, communication, and exchange of information relevant to decision-making and education on biodiversity conservation..."

In fact, IABIN as a "network" has multiple facets. On one face, it is an Internet-based resource with common infrastructures and content held together by commonly agreed to standards. A second facet is an institutional and human network or a forum where the countries of the Americas can come together to facilitate developing and sharing of biodiversity information. This sharing process includes identifying data requirements, facilitating data identification and access, and capacity building as a prerequisite to accomplish other goals.

The vision of the IABIN infrastructure is that it will be an open, self-sustaining network where users needing biodiversity information can find quality, relevant information in a timely manner.
 

2.0 BASELINE AND REQUIREMENTS

Since IABIN is just beginning its implementation, it is important to provide a common baseline of understanding of where it is today and then to present the requirements that would form the basis of the Work Plan for the next 24 months.
 
 

2.1 Governance Structure

In preparation for the IABIN Launch Meeting, a background study was commissioned with the support of the U.S. Agency for International Development. Dr. John Busby, of the Biodiversity Conservation Information System, undertook the study. Most of the study recommendations were accepted at the IABIN meeting and the broad outlines of a governance structure was recommended. The details of the structure and operation will have to be further developed after approval of the base concepts. The governance background paper's detailed recommendations should be revisited in this context.

Also at the Brazil meeting, an Interim Executive Committee was established to carry through the requirements of governance to the first IABIN membership meeting. These include preparing the recommendations from the IABIN Launch Meeting to the OAS and maintaining the momentum generated from that meeting. Assuming the recommendations to the OAS will be approved, it also includes planning for the first official meeting of the IABIN Focal Points. This is expected to then organize itself into the first Membership Council meeting (see Membership Council below).

Requirements

2.1.1 Intergovernmental Convener (Diplomatic Host)

IABIN will operate under the umbrella of a host organization. The specific responsibilities for the host are to:

It was recommended that the Organization of American States be the IABIN Convener since it already has the mandate to follow up on the Plan of Action of the Santa Cruz Summit. Specifically, the IABIN initiative was assigned to the Unit for Sustainable Development and Environment by the OAS Secretary General. The Unit for Sustainable Development has, in fact, been instrumental in moving the IABIN initiative forward both by convening experts meetings and providing funding support for the interim IABIN development activities.

2.1.2 National Focal Points

The foundation of national participation in IABIN is to be through a focal point structure. National Focal Points are formally designated by governments through the appropriate diplomatic channels to the OAS. The roles of the focal points are to:

The request for nations to appoint IABIN Focal Points was first made by OAS at the recommendation of its first meeting of IABIN experts in October 1998. The call was again sent out in preparation for the IABIN Launch meeting. In conjunction with approval of the recommendations from Brazil, OAS will need to inform the governments of the Americas of the actions taken and, again, request the appointment of IABIN Focal Points for attendance at the first IABIN Council meeting.

2.1.3 Membership(1) Council

The IABIN Focal Points will operate through a Membership Council comprised of all named National Focal Points. In addition, the Council may include representatives from international agencies and relevant institutions of hemispheric or international scope. The exact size of the Council and the criteria for selecting non-focal point members will need to be determined, but, for practical purposes, the Council should not exceed 50. Also, the policies and procedures for operation of the Council and other IABIN bodies need to be established.

The Council is policy focused. It has the authority to make decision and take action on behalf IABIN. The main functions of the Council will be to:

The Council should meet once a year and more frequently if needed.

Requirements

2.1.4 Executive(2) Committee

In order to effectively guide the operations of IABIN and execute the decisions of the Council, a smaller governing body is needed. This will be called the Executive Committee and will consist of between seven and nine members drawn from the Council.

Membership on the Executive Committee should be based on the following characteristics:

Its functions include: Requirements The Executive Committee should be in regular contact and meet on a regular basis.

2.1.5 Network Hub

In order for IABIN to operate effectively, it must have a support staff dedicated to the development of IABIN. The staff will form the Hub or Secretariat for IABIN. The Hub can be located at any National Focal Point or institution and can be relocated as required. It is not intended to become a bureaucracy or to create an edifice. It should be headed by an Executive Secretary. The estimated initial size of the Hub should initially be three people. The staff should be multi-lingual.

The functions of the Hub include:

2.1.6 Technical Working Groups

In order to accomplish the technical work of IABIN, Technical Working Groups (TWG) will be established as needed and for specific tasks and of specific duration. Any IABIN member can propose a TWG to the Executive Committee which will have the authority to recognize it and ask the Hub to assist in supporting its formation. The Chair will be selected by the Executive Committee based on technical competence and need not be associated with an IABIN member organization. In this way, broad expert participation can be encouraged. Similarly, the composition of the TWG will also be at the discretion of the Executive Committee. It is expected that some TWG will have money for their operations. The Executive Committee will oversee the management of such funds.

Requirements

2.1.7 Trust Fund Entity

Based on the experience of the Inter-American Water Resources Network (IWRN), it may be advisable to establish a Trust Fund entity that will both assist in generating funds from all sectors and receive funds for purposes that the governing bodies of IABIN determine. The Trust Fund should be a not-for-profit entity.

The IABIN Council needs to consider the establishment of such a fund in the context of the plan for the long-term sustainability of IABIN. It should consider whether an existing non-government organization (NGO) could operate on IABIN's behalf or whether a dedicated organization should be established similar to the IWRN.

Requirements


2.2 Membership

It is the intent that IABIN have broad participation from all sectors of society, including government, academia, non-governmental organizations, and the private sector.

Membership in IABIN will differ from technical participation in that there will be a set of requirements that must be met to be a "member" with voting rights on the Council.

Requirements


2.3 External Relationships and Partnerships

From its earliest formulation, IABIN was to build upon such initiatives as the Clearinghouse Mechanism (CHM), Man in the Biosphere Network (MABNET) Americas, and Biodiversity Conservation Information System (BCIS). Through close cooperation with ongoing CHM activities, IABIN has been discussed as a model for a regional implementation of the CHM. IABIN is represented on the CHM Informal Advisory Committee and the CHM Secretariat is invited to IABIN discussions. The CBD has endorsed on many occasions regional activities for the CHM and discussions have been ongoing regarding possible GEF (Global Environment Facility) funding for IABIN developments. Ongoing discussions have also taken place with MABNET and BCIS, with the later being commissioned to provide its expertise on the IABIN governance study.

At the IABIN Launch Meeting, one of the working groups focused on how to position IABIN to build on existing efforts. One of the results of that discussion was the development of criteria for the identification of possible collaborators. These are:

Specific criteria to evaluate their likely value and commitment to cooperation include their ability to: The processes or mechanisms for developing cooperation were defined as: This is important because it is the key cooperators that should have seats at the Council and representation on the Executive Committee.

An initial list of cooperators was made and it was recommended that there be a systematic evaluation and prioritization of how advances in cooperation should proceed. A preliminary matrix was developed for this purpose.

Requirements

In addition to cooperation with other Biodiversity Information Initiatives, it was also recommended that there be some mechanism developed for public participation. It was also suggested that there should be cooperation with initiatives in other related fields of international priority including energy, water, and others. This can be closely related to international conventions on priority global environmental concerns. The OAS already has a strategy of gaining public involvement and this should be evaluated for application to IABIN.

Requirements

Also in the context of building relationships, the topics of users and target audience for IABIN need to be addressed. Although this was not a focus for working group discussion in Brazil, it was addressed in the keynote addresses as well as at the earlier experts meetings. In October, 1997, the IABIN experts discussed at length the constituencies of IABIN in terms of both contributors and users.

Requirements


2.4 Technical Configuration and Standards Development

IABIN will be a managed network. It will have a distributed Internet-based architecture with a "hub" both in the institutional coordination sense and in terms of network services. For the former, this means a dedicated staff to support the technical standards development process that must strive to establish top-down goals and guidelines. It also means that there will be an IABIN hub node on the network that will support the efforts of the other independent nodes. The hub node could have such responsibilities as developing and maintaining or coordinating the development of directories of people, programs, and biodiversity information resources. Initially, the hub will coordinate and support the management of communications like listservs and the IABIN Home Page, although these may be developed or hosted by any IABIN participant. Working in conjunction with IABIN members, the Hub will also facilitate obtaining additional resources or network capabilities to meet the defined needs. According to the World Conservation Monitoring Centre (WCMC) model, which is cited by the IABIN Governance Paper, the hub in a managed network is a facilitator, not controller, of the network. It serves the collective interest that includes the stimulation of bilateral and multilateral efforts of its network members. The details of the architecture of the IABIN network need to be developed in the context of this managed network model.

The other input into the technical configuration of IABIN has to do with building pilot projects from the bottom up. As we develop pilots, a number of technical issues will arise. A paper on the technical issues faced in the development of the plan for an Invasive pilot is an example.

Requirements


2.5 Capacity Building and Training

In preparation for the IABIN Launch meeting, a study of Internet connectivity in Latin America and the Caribbean was undertaken.(3) The data show that there are significant differences in infrastructure capacity among the IABIN countries. Lack of connectivity is a significant challenge in many regions.

At the Brazil meeting, a working group on Capacity Building and Connectivity recommended a plan of action to develop a capacity building activity as an integral part of IABIN development. The first suggestion was to create a permanent Capacity Building Working Group within the IABIN Governance Structure. The Group would define minimal system requirements for effective participation in IABIN. Then a diagnosis of existing national capacities would be undertaken to include institutional, infrastructure and human resources. Based on the baseline assessment, a Training Program should be developed to include such things as:

Specific training topics that were suggested included Internet services, metadata administration, system administration. It should be oriented to both users and data providers.

Once the training is implemented it is important to have a monitoring system to evaluate success. Similarly, there should be a continuous feedback loop so the training plans remain relevant and opportunities continue to be identified.

As a result of the first Interim Executive Committee Meeting, suggestions arose to support the objectives stated by the Capacity-building Working Group. The Executive Committee recommended that, in conjunction with each Council Meeting and to the extent reasonable with Technical Working Group activities, special capacity building events should be planned. Most of these will revolve around training. Another option might be exchange of personnel.

Requirements


2.6 Financial Sustainability

One of the biggest challenges to any international cooperative undertaking is its ability to be financially sustainable. For IABIN, this has two components. First, there has to be a source(s) for continuing funds for the operation of the Hub. Although it is not intended that the Hub become a major central operation, it is also clear that there are costs associated with coordination and support for decentralized, voluntary participation. Second, there must be a way to encourage and sustain the contribution of resources by all members in terms of their internal funding for activities which are de facto their in-kind contribution to the development of IABIN.

Since the network will be built through the efforts of all its partners, IABIN itself should not be viewed as a source of funding for projects. Rather it is a facilitating mechanism to aid it's members and its projects find support for IABIN-related activities.

Such support can come from many sources including:

The idea was raised at the IABIN Launch Meeting that IABIN functions should be able to contribute to the financial sustainability of the network. Income might be obtained from the sale of web services, etc. However, it should be cautioned that this should not detract from IABIN's core work of facilitating access to biodiversity information across the Americas. Any charging for services might be done by a subsidiary organization.

It was also the suggestion of the experts in Brasilia that IABIN consider having a Trust Fund entity that would facilitate the receipt, management and expenditure of funds for IABIN operations (see governance section above).

The following were identified by the Brazil Working Group as potential sources of funds:

Requirements


2.7 Building Network Content

From the earliest meetings of experts on IABIN, it was clear that the development of pilot projects was the way to begin to build substance and content of the network. It was a way to gain an understanding of the issues as well as practical building blocks for network growth. During the OAS experts meetings a number of pilots were suggested. Ones on Invasive Species and Neotropical Flora had the interest of participating countries. Based on actions taken as a result of the OAS sponsored IABIN experts meeting plans for a few pilot projects were already being developed by interested countries. The status of these pilots were presented at the IABIN Launch meeting and discussions of pilots was a major focus of that meeting.

The result of the expert deliberations on pilot projects was that IABIN as an entity should not choose or prioritize among potential pilots to the exclusion of others. Rather it is a facilitating mechanism for countries, organizations, or groups that find a common interest and wish to undertake joint efforts. Through it's governance structure and especially Technical Working Groups, pilot projects can be developed.

One of the key interests of the experts in Brasilia was to develop a set of criteria for consideration of developing IABIN pilot projects. Table 1 lists those criteria.
 
Table 1. CRITERIA FOR IABIN PROJECT SELECTION

Advance technical objectives

Advance creation of the network (e.g., how much data is potentially added)

Adds value: regional/subregional extension and scope

Addresses transnational issues and resources

Addresses real problem: opportunities

Is relevant for decision-making (especially Environment/Natural Resource ministries)

Is achievable, realistic, and measurable

Is Scalable

Can attract funding

Supports interdisciplinary approaches

Involves multiple institutions (local, indigenous communities, NGOs, et al.)

Links to other efforts 

Advances education or public awareness

Furthermore, a list of common issues of priority interest among the experts was developed for additional consideration. The list is provided in Table 2.
 
Table 2. COMMON ISSUES OF PRIORITY INTEREST AMONG IABIN EXPERTS

Issue Oriented

Biological surveys

Neotropical flora 
Migratory birds 
Amphibians 
Neotropical fishes 
Soil micro-organisms 
Public health
Emerging and re-emerging disease, e.g. Hanta virus 
Bio-agricultural/Commercial
Invasive species
Pollinators 
Transgenic organisms 
Wild species or varieties of domestic plants 
Marketing biodiversity 
Ecosystems
Coral Reefs 
Infrastructure Oriented

Land management

Land conversion/forest fragmentation 
Protected areas 
Biodiversity information and expertise
Collections catalog 
Taxonomic checklists 
Hemispheric monitoring systems 
Controlled vocabularies and metadata development 
Network infrastructure
Digital libraries 
Software tools 
Education and Public awareness

As a result of the expert discussion, the following sample initiatives were suggested as having high potential for cooperation and further refinement as IABIN pilot projects.

In addition, it was suggested that IABIN should encourage subregional information networks including: These are meant as starting points and do not limit members from developing other common interests.

It was determined at the IABIN Launch meeting that a process is needed to seek additional projects and cooperation. A three-month period is proposed to expand and refine project proposal. The steps include identifying specific projects of interest, identifying leaders/co-leaders for each project, establishing an interim technical review group to advise preparation of proposal (via Internet), and developing a standard proposal format. Proposals should have sufficient information for presentation to funding agencies.

Requirements


3.0 PHASES FOR IABIN DEVELOPMENT

In reviewing the baseline and challenges facing IABIN, the next 24-month period can be divided into four phases. Each phase builds on the previous one. It should be noted that, although there is a major developmental emphasis in each phase, all areas of development are interrelated and progress concurrently to some degree. We consider the IABIN Launch Meeting and the follow-up two months until the issuance of the Work Plan as a starting point and have described the baseline in the previous sections. The next 24 months should begin with developing the governance structure and the involvement of governments and organizations as IABIN members. The technical work efforts then need to be structured and projects need to be undertaken. Once a number of pilot projects begin to populate the infrastructure, the next phase in IABIN development will be to concentrate on the integration across individual pilots into a unified network. This integration will result from addressing technical issues raised during the development of pilots as well as from the development of the technical architecture and standards work. As the network reaches a critical mass, we will then need to focus on upgrading and unifying user interfaces and views to the IABIN resource network. Many of the legal and institutional issues will become evident along the entire development process, but these will become increasingly focused as the network becomes more mature. The end result of the 24-month effort will be a demonstration system of IABIN with access through a user-friendly front end.

PHASES OF IABIN DEVELOPMENT, 1999-2001

The work plan has been divided into six areas of development. Through these areas, the goal is to have a proof of concept, operational network by the end of 2001.

Table 3 provides a chronological overview of the major products of the Work Plan by area of development. Section 4 provides the descriptive details for completing the milestones.

However, in order to begin the Mid-Term Work Plan, a number of interim activities must be carried out to keep up the momentum gained from the IABIN Launch Meeting through to the formal approval of the recommendations from the OAS meeting referred to earlier. These activities are precursors to the Mid-Term Work Plan and are summarized in Appendix 1.
 
 


Table 3. Chronological overview of the major Products of the Work Plan by area of development - Year 1
Quarter/Area of Development October-December 1999 January 00-March 00 April-June 00 July-September
Governance and membership OAS Request appointment of FP 

OAS Endorse IABIN Implementation Recommendations

OAS convene first IABIN Membership Council Meeting

Election of Executive Committee/First Meeting

Hold first TWG Meetings

Selection of Interim IABIN Hub 

Approve criteria for non-national FP membership in IABIN

ExCom Meeting in conjunction with SBSTTA5

Approve policies and procedures for IABIN governance Annual review of IABIN progress 

Mid-term Work Plan revision

IABIN Executive Committee Meeting

External Relationships and Promotion of IABIN  Set up TWG

IABIN Exhibit Completed(4)

Complete plan for external partnerships including other conventions Major revision and upgrade of IABIN Home Page  
Financial Sustainability Set up TWG

Business Plan For IABIN(5)

Develop options for long-term sustainability FY00 Program Budget Submission to OAS Submit Proposal to GEF
Technical Configuration and Standards Development Set up TWG

Complete World Bank Project on Harmonizing Metadata Initiatives

Assessment of Required IABIN Information Content and Systems Standards  Present Draft Architectural Model  Set up mechanism to manage technical configuration
Capacity Building and Training Set up TWG and complete plan begun in Brasilia

Workshop in conjunction with Council Meeting

Complete Work Bank project on Training in Distributed Database Technology and Synthetic Analytical Applications(6)

Workshop in conjunction with SBSTTA5    
Building Content Set up TWG on pilots

Establish content priorities

Complete pilot project work from the World Bank: Invasives and Survey of New World Holdings

Pilot Project TWG Meeting

Develop "Species Analyst" Pilot Project(7)

Establish IABIN directories of information and institutional Resources

TWG meetings and status reports on pilot projects

Assess the status of content on IABIN and Plan for future developments in terms of pilot integration

 
 

Table 4. Chronological overview of the major products of the Work Plan by area of development - Year 2
Quarter/Area of Development October-December 00 January 01-March 01 April-June 01 July-September 01
Governance and membership Second annual IABIN Membership Council meeting 

Election of new members to Executive Committee

Executive Committee meeting

Review of IABIN Hub Executive Committee meeting Revise IABIN Work Plan for 2002-03
External Relationships and Promotion of IABIN  Hold workshop on information resources supporting biodiversity and environment-related conventions Revise plan for external partnerships   Develop plan for public participation in IABIN
Financial Sustainability     FY02 Program Budget Submission to OAS Document status summary of efforts to date and long-term financial plan
Technical Configuration and Standards Development Develop specifications for user friendly IABIN front-end Review of technical issues Revised architectural model and development plan Complete user friendly IABIN front-end for biodiversity information
Capacity Building and Training Workshop in conjunction with Council Meeting     Assessment of current capacity and impact of IABIN
Building Content TWG meetings   Major revision and upgrade of directories Roll-out of IABIN Demonstration System

 

4.0 DESCRIPTIONS OF WORK EFFORT BY AREA OF DEVELOPMENT
 

4.1 Governance and Membership

OBJECTIVES

Year 1: Establish the framework of operations for IABIN and set up the initial governance structure.

Year 2: Have a fully functioning governance structure and a FY02-03 Plan of Work.

ACTIVITIES

In the interim period from the IABIN Launch Meeting until the approval of the recommendations for IABIN operation, much preliminary work will need to be done (see Appendix). The Interim Executive Committee is meeting in conjunction with SBSTTA4 (June 25-26, 1999). Going on the assumption that OAS will approve the IABIN recommendations, the the Interim Committee will begin planning for the first IABIN Council meeting to be held soon after OAS endorsement.

Following endorsement, in the last quarter of 1999, a number of governance activities need to take place to draw on the momentum from Brazil and the OAS approval. It will be up to OAS to convene the first Council meeting. OAS will need to encourage all nations of the region who have not already done so to appoint an IABIN focal point. There will be many critical things on the agenda for the first Council meeting that will require preparation. These include:

Since the operational work will be the responsibility of the Executive Committee, supported by the Hub, this group will need to maintain a strong focus during the first year of operation. It is suggested that they meet quarterly. To the extend that this will not be possible, communication via electronic discussions will have to be strong and well developed. An infrastructure will have to be set up to support the communications until the Hub is formally established. After the first year, the Executive Committee can go to a less frequent meeting schedule, but it should be at least bi-annual during Year 2.

An important order of early business for the Executive Committee will be the establishment of the IABIN Hub. A sub-committee should be established to develop the specifications for the Hub and develop terms of reference for selection of the Hub. This should happen expeditiously and the selection of the Hub is ambitiously projected for the first quarter of 2000. An interim support effort will need to be established at the first Executive Committee meeting. Resources should be identified for accomplishing the interim activities as well as for supporting the first year of operation of the Hub.

By the second quarter of 2000, the Policies and Procedures for IABIN governance should be completed and approved by the Council. The Council may wish to set up a special TWG to develop these or may delegate this to the Executive Committee. This decision should be made at the first Council meeting. Similarly, criteria for non-national membership in IABIN need to be developed and approved. This should be completed by the end of the first quarter of 2000.

The Technical Working Groups will be established as needed, but the need for some has already been established at the IABIN Launch Meeting. These include the ones for Capacity Building, External Relationships, Pilot Project Oversight, and specialized groups to support the pilot projects that have already been initiated. It is also suggested that, in order to accomplish the work laid out, a TWG must be established for investigating options for financial sustainability that will work closely with the Executive Committee. If resources become available to commission a study of this area, then the TWG could serve to advise on the study. The TWG should hold initial meetings as quickly as possible. To the extent that some are set up in the interim, they could meet in conjunction with the first Council meeting.

By the third quarter of 2000, IABIN will be completing its first year of its start-up phase. The first annual review of progress should be made and documented. The Mid-Term Work Plan should be revised to take into consideration the evolution of events.

In the third quarter of 2000, the second Membership Council should be held. At this time, the Annual Progress Review and revised Work Plan should be discussed and approved. Election of new members to the Executive Committee should take place. (It is assumed that there will be a rotation of part of the membership each year.)

By the end of the first quarter of 2001, the Hub will have completed its first year of activities. It should be reviewed and priorities established. The Executive Committee will determine how to continue the support activities of the Hub on the longer term basis.

Finally, by the end of the third quarter of 2001, IABIN will have completed its 2-year start-up phase and a major revision of the Work Plan for 2002-2003 will be needed to move it from a demonstration system to a fully operational network.
 

4.2 External Relationships and Partnerships/Promotion of IABIN

OBJECTIVES

Year 1: Have IABIN as a visible initiative for Biodiversity Information Sharing on the Web and through an exhibit. 2) Develop a Plan for Partnerships.

Year 2: Have a plan for public participation in IABIN that supports the education mission stated in Initiative 31.

ACTIVITIES

As was noted previously, at the IABIN Launch Meeting, the Working Group on External Relationships and Partnerships began to outline some criteria for establishing partnerships and membership in IABIN. There are three distinct categories in which relationships need to be assessed, prioritized, and pursued. First, Initiative 31 mandates the establishment of relationships with the CHM, BCIS, and MABNET. There are already ongoing activities and these should be documented and formalized.

Second, it is important to evaluate IABIN activities, particularly in regard to how they relate to other biodiversity information initiatives beyond the three mentioned. An initial effort was made by OAS in cooperation with The Nature Conservancy to develop a database of Biodiversity Information Networks. The ICONS system also has an inventory of initiatives as do some of the national biodiversity centers. It would be useful to develop an inventory of related activities and make it part of the content building activities of IABIN (see below). Then, as part of the building of external relationships, a workshop on information resources supporting biodiversity and related conventions could be held in the last quarter of 2000 (or possibly scheduled at another time in connection with another appropriate international meeting). This would bring visibility to IABIN's goals and objectives and help focus the effort on building partnerships as well as to identify content for the development of IABIN. As a result of this workshop, a revised plan for external relationships should be developed.

Finally, there was some discussion of the public view of IABIN. As recommended at the OAS Experts meetings, the initial focus for IABIN must be on the technical contributors and the users of biodiversity information. This will be the major thrust in the first two years of development. However, by the end of the second year, a plan for public participation should be developed. This will provide some insight into how IABIN could be scaled up from a demonstration system to a fully operational hemispheric biodiversity information network.

In terms of general visibility of the ongoing work efforts of IABIN, there are two tangible products that will be developed. First, the IABIN Web Site, initially funded by the World Bank in conjunction with the IABIN Launch Meeting, will continue to be developed. It is the intent of IABIN to internationalize and distribute it as much as possible. Each nation that wishes to participate will be linked to the site and can contribute information. The U.S. already has such a linkage established with the Brazil site and can serve as a model of the decentralized but cooperative manner in which content can be developed. By the second quarter of 2000, a major review and revision of the Web Site should be undertaken to make sure it supports IABIN, as it will have evolved by that time. Second, an exhibit on IABIN will be developed by the end of 2000. This exhibit development was also part of the 1999 World Bank funding for IABIN. This exhibit will demonstrate the Internet technologies that will be used in IABIN development, but will also be used in conjunction with promoting participation in IABIN at various meetings and discussions.

A TWG should be established that will follow-up on the initial effort from Brazil and these other activities.
 

4.3 Financial Sustainability

OBJECTIVES

Year 1: Lay out a Strategy for the Long-term Sustainability of IABIN.

Year 2: Have a Major GEF IABIN Program in Place.

ACTIVITIES

During its development phase, IABIN was supported by funding from the OAS, the U.S. Agency for International Development, the World Bank, the Brazilian government, and in-kind contributions from nations of the hemisphere. IABIN has received some funding from the World Bank and is likely to have continued funding from OAS for base support of the activities of the 2-year start-up phase. Each year in July, a program budget will need to be submitted to OAS to request and justify base funding. An increasing number of nations of the hemisphere have committed to the development of IABIN and will support it with in-kind contributions to varying levels of their capacities. However, it is clearly necessary to look at options for the long-term sustainability of the network. One of the proposed projects for World Bank funding was a Business Plan for IABIN. If this project is funded, it will be completed by December 1999 and would help to set the practical parameters for what might include long-term funding. In any case, from the Brazil meeting of April 1999, some initial options for funding were identified. These and other inputs should be used to develop options and recommendations for the Executive Committee and Council on long-term funding options.

From the earliest discussions of IABIN and its role as a model of regional implementation of the CHM, the idea to seek GEF funding for a major IABIN development project has been discussed. This idea was presented at the Brazil meeting and a number of nations expressed interest in participating. A target date of the third quarter of 2000 has been set for the submission of a GEF proposal. This is significant lead time because it will require national endorsements and will also be a stronger proposal once IABIN governance and technical infrastructures are in place. It should be noted that a GEF proposal must not necessarily have the participation of all nations, but, rather, only those that wish to participate on a regional basis will go forward.
 

4.4 Technical Configuration and Standards Development

OBJECTIVES

Year 1: Establish an IABIN architectural model, define IABIN standards, and set up a configuration management program.

Year 2: Complete and demonstrate a user friendly IABIN front-end that can be used to locate, manage, and use biodiversity information.

ACTIVITIES

Because IABIN will be a decentralized, managed network, it is important to lay out some top down guiding concepts so that the bottoms up decentralized contributions can be most effectively coordinated. An overall architectural model should be specifically defined and documented. The draft should be developed by the end of the second quarter of 2000. Once the model is approved, a mechanism needs to be set up to manage the developing configuration of the network. This configuration management is a way to continually update the architectural model. This is especially important since there will be rapidly changing technologies; ever increasing, but unevenly distributed technological capacities of various participants; and growing requirements and content evolution.

Within the context of the architectural model, an assessment should be made of the options for types and specific standards guidance that would be helpful to the organizations wanting to connect with IABIN. Metadata is always an initial key standard in the development of information networks. There are already many metadata initiatives in process in the hemisphere. The World Bank has funded an initiative to begin to identify and harmonize these initiatives for IABIN. This work will be completed by the end of 1999. The overall assessment of standards should also be completed by the end of the first quarter of 2000 to provide input to and receive feedback from the development of the architectural model.

Once the basic technical configuration is established, there should be a focus on developing a user friendly front-end interface to the IABIN network. Specifications should be developed by the end of 2000 and should be implemented for testing by the third quarter of 2001 for the public roll-out of IABIN.

Finally, it is expected that a number of technical issues will arise throughout the initial definition and development activities. Some technical issues have already been identified through the Invasives Pilot Project. By the first quarter of 2001, a review of the status of technical issues should be made. These will feed into the technical configuration management process and will result in a revised Architectural Model and development plan by mid-2001.

In order to manage the activities relating to the technical configuration and standards, an Architecture Technical Working Group should be established at the first Council Meeting at which technology experts should be invited to participate.
 

4.5 Capacity Building and Training

OBJECTIVES

Year 1: Establish a program of training and capacity building for IABIN members and hold the first workshops.

Year 2: Develop an assessment of the changing biodiversity information management capacities of IABIN members and the impact of IABIN on those capacities.

ACTIVITIES

It was clear from the output of the IABIN Launch Meeting that a Capacity Building and Training Technical Working Group should be established as part of the initial governance configuration and should begin its planning with the output from Brazil. Also at the first Interim Executive Committee meeting in Brazil, the need for ongoing training and capacity building was recognized. At the Executive Committee meeting, it was suggested that with each major IABIN governance meeting, there should be an adjunct capacity building/training activity. This should begin with the first Council meeting in 1999 and become part of the planning process for Council each year. It was also suggested that IABIN cooperate with other interested parties and put on joint workshops. The January 2000 SBSTTA meeting of the CBD was suggested as a target since many of the IABIN participants are also involved with SBSTTA. In May 1998, IABIN was a cosponsor with BCIS of a Global Biodiversity Forum Workshop on Biodiversity Information Systems in conjunction with the CBD Conference of Parties. This was successful and could be reviewed as a cooperation success story.

In addition to workshops, the World Bank has proposed a capacity building program that would develop distributed database development and management skills for technical staff from three to five countries in the Americas. This will build on the very successful project from the North American Biodiversity Information Network (NABIN) that has developed a data set analysis tool called the "Species Analyst." This tool is used to predict species distributions based on biodiversity information from distributed databases linked through standard protocols. The species focus for NABIN has been on birds. Staff from different countries would come to Kansas to learn tools, techniques and technologies. They would then be able to implement the Species Analyst in their home institutions. Once the training is completed, the follow-on effort should define the species of mutual interest and evolve into a pilot project for IABIN. Each country could then add its data to the system and build a mutually reinforcing network that would become part of the IABIN network.

By the end of IABIN's 2-year start-up phase, an assessment of the current capacities for biodiversity information management and the impact of IABIN and its activities should be made. This will form the basis of the 2002-2003 Work Plan for IABIN.
 

4.6 Building Content

OBJECTIVES

Year 1: Complete initial directories for IABIN and at least two pilot projects that provide initial IABIN content.

Year 2: Begin the integration of content across the pilot projects and roll-out the IABIN Demonstration System.

The heart of the development of IABIN is the building of information content covering the biodiversity of the Americas. Because the field is varied and complex, the most effective way to add content is through the development of pilot projects on thematic areas of high interest to IABIN members. This approach was recognized from the beginning and was a major direction established at the OAS Experts' meetings. The Pilot Projects Working Group at the IABIN Launch meeting developed a substantial list of areas for which an information management project could be very valuable. Because pilots are viewed as the foundation for IABIN content, it is critical that a Pilot Project Technical Working Group be established as soon as possible and set to work on developing a mechanism to facilitate successful pilots and ensure braod participation, It should also proceed rapidly to define the criteria for a project to use the IABIN name. The Pilot Project TWG should be formally established at the first Council and, to the extent possible, interim work following up on the efforts in Brazil should be encouraged by the Interim Executive Committee.

The two pilot projects that began as a result of the OAS meetings, Invasive Species and Neotropical Flora, are ones that will continue due to the interests of IABIN participating nations. For the Invasives pilot, a major effort will be continued under the sponsorship of the World Bank and work will be completed by the end of 1999. The World Bank will also be sponsoring a second pilot project to be completed by the end of 1999. The results of these two pilot projects will be reported to the Pilot Projects Technical Working Group and the Executive Committee in January 2000. The output of these activities will then have to be evaluated in the context of the developing architectural model and standards and this will provide an excellent opportunity to test some of the proofs of concept for IABIN development.

As soon as the Technical Working Group on Pilots is formally established, it should set three processing in motion: 1) complete the development of criteria for defining an IABIN pilot project (by the end of 1999), 2) begin to develop content priorities and set up specific pilot project working groups on those areas which have member interests and commitment (first quarter of 2000), and 3) establish an overall plan and assess the status for the development and integration of the pilots into IABIN (by the third quarter of 2000). The Pilot Projects TWG should meet at least quarterly. These meetings can be done electronically, but opportunities for face-to-face meetings should be created as resources are available.

Concurrent with the development of pilot projects, there will also be a need for the development of directories of biodiversity information and institutional resources of the hemisphere. This will include directories of biodiversity information resources that should be developed by the Hub but in close cooperation with the Pilot Projects TWG and others. As noted previously, the OAS and ICONS already have collected data in this area. A resource directory of all the key people and institutions should also be developed to facilitate cooperation and as a tool to identify where to get assistance on particular issues. The initial set of IABIN resource directories should be developed by the Hub by the middle of 2000. The directories will need regular updating and upgrading as the other parts of IABIN evolve. A major upgrade of directories should be done in mid-2001.

By the end of the first two-year period, the IABIN directories and the integration of the pilot projects should be made accessible through the user friendly front end being developed under the auspices of the Architecture TWG. This combination will be presented as the IABIN Demonstration System. There should be a product "roll-out" in conjunction with a major biodiversity event that should be planned by the Executive Committee, as the overseer of the TWGs and the operational development of IABIN.
 

5.0 CONCLUSIONS

This two-year plan of work toward the development and demonstration of IABIN by September 2001 is a very ambitious undertaking, given the wide variety of requirements, capabilities and commitments that need to be made at the hemispheric level. From the commitment of the Ministers of the hemisphere in December 1996 through the work of technical experts in 1997 and 1998, to the IABIN Launch meeting in Brazil in 1999, there has been a common commitment to the importance of developing IABIN.

The overall target of a roll-out demonstration in late 2001 should help to bring focus into the future IABIN activities. The official approval of the IABIN implementation recommendations by OAS in October 1999 and the first IABIN Council meeting that should immediately follow it will be the turning points around which to capture the work that has been done and then move forward in a more formal and focused manner.

This plan provides a road map for this forward movement. It is based on the continuing commitments of the nations of the region and assumes that resources to support an IABIN Hub will be forthcoming.
 


 

APPENDIX 1

INTERIM ACTIVITIES FROM THE IABIN LAUNCH MEETING THROUGH APPROVAL OF THE RECOMMENDATIONS FROM THAT MEETING
 

Summary of Actions

A. Obtain funding from the OAS for support of IABIN in the year 2000.

B. Obtain endorsement from the Inter-American Committee on Sustainable Development (CIDS) of the OAS.

C. Approve a Mid-term Work Plan for IABIN.

D. Convene an IABIN Council meeting for the end of the year.

E. Identify potential new members to the IABIN Council.

F. Establish and maintain a mechanism of communication with IABIN Focal Points.
 

Month by Month Plan(8)

June:

A. Prepare a draft proposal document for OAS FY 2000 funding to review at the IABIN Interim Executive Committee Meeting in Montreal. The proposal format should reflect information on each country's participation and allocate a portion of the total funding being requested to each participating country.

A. Agree on a procedure to solicit assistance from the IABIN Focal Points for letters of support from countries and institutions participating in the network.

B. Prepare a draft report on IABIN recommendations to circulate among the IABIN Interim Executive Committee members.

B. Prepare draft TORs defining scope/role(s) of IABIN Council, Executive Committee and Host to be included in the IABIN Recommendations Report.

B. Establish deadlines for submission of comments and preparation of final IABIN Recommendations Report.

C. Review and approve the IABIN Mid-term Work Plan.

D. Agree on a procedure to start planning an IABIN Council Meeting at the end of the year.

F. Obtain copies of Terms of Reference of the IABIN projects funded by the World Bank to post them in the IABIN web site.
 

Important dates in June:

June 25-26: Second meeting of the IABIN Interim Executive Committee. Place: Montreal, Canada. Organizers: Vanderlei Canhos, Bonnie Carroll, Barbara Bauldock.
 

July

A. Contact the IABIN Focal Points to ask for their assistance in obtaining letters of support for the IABIN proposal to the OAS. Letters should specify the name and address of the agency that is sending the letter, a point of contact, and the nature of each institution's participation in IABIN (e.g., conduct a pilot project, attend a seminar, etc.). Environment Ministries may also need to contact their country's technical cooperation agency to ensure confirmation of their country's participation by their Mission to the OAS.

A. Prepare the final IABIN proposal to the OAS.

A. Submit the IABIN proposal to the OAS. The proposal must be submitted to Mr. Leonel Zuñiga, Executive Secretary of the Inter-American Council for Integral Development (CIDI) by a member country's Mission to the OAS. Deadline: July 15, 1999.

A. Submit letters of endorsement for the IABIN proposal to the OAS with copies to the submitting country's OAS Mission. Letters can be addressed to Mr. Leonel Zuñiga, Executive Secretary of the Inter-American Council for Integral Development (CIDI). Deadline: July 25, 1999.

B. Prepare a final IABIN Recommendations Report to the OAS.

B. Submit the IABIN Recommendations Report to Ambassador Albert Ramdin, Chair of the Inter-American Council for Integral Development (CEPCIDI), with a copy to the Chair of the Organizing Committee of the Inter-American Committee on Sustainable Development (CIDS) and the Office of Sustainable Development of the OAS.

D. Communicate with the IABIN Focal Points to ask for offers and suggestions of places/dates for an IABIN Council meeting and solicit ideas on items for the agenda.

F. Post the Terms of Reference of the IABIN projects funded by the World Bank on the IABIN web site.

F. Establish a discussion listserv for IABIN Focal Points.
 

Important dates in July:

July 15: Deadline for submission of request for funding proposal to the OAS.

July 25: Deadline for submission of endorsement letters to the OAS.
 

August

D. Circulate among members of the IABIN Interim Executive Committee a compilation of suggested agenda items and offers of places to host the IABIN Council meeting.

D. Select the location and dates for the IABIN Council meeting.

E. Draft Terms of Reference for a study that establishes criteria and identifies organizations that could add value to the network by becoming members of IABIN.

E. Contract out the study to identify potential new members for the IABIN Council.

F. Post the unofficial IABIN Recommendations report to the IABIN web site.

F. Post the IABIN Mid-term Work Plan to the IABIN web site.
 

September

D. Start the coordination of logistics for first IABIN Council meeting with the host country representative.
 

October

D. Issue invitations for the first IABIN Council meeting.

D. Decide on an agenda for the IABIN Council meeting.

E. Circulate results of the contract study on potential new members for the IABIN Council and compile a list of organizations that will be invited as observers to the IABIN Council meeting.
 

Important dates in October:

1st week in October: Meeting of the Inter-American Committee on Sustainable Development (CIDS) of the OAS, who will decide on OAS endorsement for IABIN.
 


Footnotes

1. The original name given to this group by the Governance Working group was Advisory Council. It was recommended that the name be changed to Membership Council since the group will not only "advise" but will also set policy for IABIN.

2. The original name given to this group by the Governance Working Group was the "Steering" Committee. It was strongly recommended that the name be changed to Executive Committee since the group is responsible to execute the policy decisions of the Council.

3. The Study on Internet Topology and Connectivity in the Americas by Eric Arnum can be viewed at http://iabin.bdt.org.br/document/internet.

4. World Bank funded project.

5. Subject to World Bank Funding.

6. Subject to World Bank funding.

7. Subject to World Bank funding.

8. Letters to the left of activities key to the actions in the Summary, above.