Terms of Reference for the FREP Information Management System (FREP IMS) Working Group
July 14, 2005
Background
The objective of the FRPA Evaluation Program (FREP) is to determine if forest and range policies and practices in British Columbia are achieving government’s objectives for FRPA resource values, with a priority on environmental parameters and consideration for social and economic parameters, where appropriate.
Resource stewardship monitoring (RSM) and effectiveness evaluations (EE) are the key components of FREP. Resource stewardship monitoring activities are carried out at the District or Regional level and consist of routine and extensive overview type monitoring of on-the-ground forest practices to assess whether resource value objectives and/or Forest Stewardship Plan objectives and strategies are being achieved and/or can be improved. Resource stewardship monitoring provides valuable information on the status, trends and implementation issues related to specific resource values at the local level. This information identifies “red flags” that may require further investigation and helps focus the efforts of more detailed investigations.
Effectiveness evaluations are the more intensive investigations. Based on red flags raised during stewardship monitoring, the more scientifically rigorous evaluations will assess the impact of results and strategies on the 11 resource values identified under FRPA.
Purpose
The purpose of the FREP Information Management System (FREP IMS) Working Group is to provide guidance toward development and implementation of a provincial Oracle based Information Management System that will be used by a wide variety of stakeholders in the FRPA Resource Evaluation Program. Specifically, the FREP IMS working group will oversee the “Requirements Gathering” Phase (Phase 1 of a multiphase project) that includes requirements gathering on; the capture, storage, analysis and reporting out on resource stewardship monitoring activities undertaken primarily by districts and regions, as well as the more intensive effectiveness evaluation projects primarily conducted by regions and headquarters. Other stakeholders and their needs will also be identified during Phase 1.
It is envisioned that a wide range of stakeholders will use the system for a variety of purposes related to protection of resource values. The requirements of the system are driven by the needs of its many potential end users, as follows:
Resource stewardship monitoring:
· District staff: to record, manage and evaluate “routine” and “extensive” monitoring data required to evaluate government objectives as expressed at the district level; assist in monitoring results and strategies within a Forest Stewardship Plan; and raise “red flags” on issues that may require further investigation.
· District, Regional and Branch staff: to review reports of compiled district information and evaluate how objectives are being met at a regional and provincial level.
· Regional and Branch staff: to identify those areas which require “intensive” evaluations (e.g. those “red flags” raised by District resource stewardship monitoring).
· Other stakeholders and partner agencies: to use data and reports on resource values pertaining to their organization and mandate.
Effectiveness Evaluations:
· Stakeholders and other partner agencies conducting effectiveness evaluations on the 34 priority evaluation questions identified by the FREP working group
· Stakeholders and other partner agencies conducting effectiveness evaluations on “red flag” resource issues raised under resource stewardship monitoring.
· “Outside stakeholders” – to be clarified during the requirements gathering process.
· Stakeholders and other partner agencies having access to data and/or results from existing effectiveness evaluation projects.
· Other stakeholders and partner agencies, to use data and reports on resource values pertaining to their organization and mandate.
Reporting Relationships
The FREP IMS working group reports to the FRPA Resource Evaluation Working Group and the Information Management Group (IMG).
Responsibilities:
In order to achieve the purpose for FREP IMS the following is a list of specific responsibilities for Phase 1 of this multiphase project:
· Identify stakeholders that will potentially use FREP IMS
· Determine government (eg. district, regional and provincial) business requirements for FREP IMS
· Determine external (Industry, Academia, ENGO’s, other) business requirements for FREP IMS
· Plan and conduct interviews with appropriate stakeholders for the various phases of development, testing and implementation of FREP IMS
· Determine the appropriate budget and activities for development, testing and implementing FREP IMS
· Submit Business Requirements document to Executive for sign-off
· Facilitate communication and liaison between FREWG, IMG and the FREP IMS working group
· Act as spokesperson to district, regional and other stakeholders on the status of requirements gather stage of FREP IMS
· Provide recommendations to FREWG regarding FREP IMS working group membership.
· Liaison with other existing Ministry information systems and IMG to ensure a seamless integration of FREP IMS into these Oracle based systems
Principles of Membership
The following is a set of core principles for those participating, or contributing to, the FREP IMS working group.
· Commitment to the objectives of FREP as specified in the FRPA Resource Evaluation Charter and the FREP IMS “Master Project Plan” and full participation in the responsibilities of the FREP IMS as specified in this TOR.
· Willing to commit the time required to complete Phase 1 of this project
· Willing to objectively consider all working group member’s views even if different from their own and/or current thinking
· Willing to interact and communicate with other working group members in an open, honest and respectful manner.
· Committed to the FREP IMS decision-making process and principles
Decision making
The FREP IMS will strive to operate by consensus and collaboration. Decision making will be through a process of problem identification, assembling of facts, brainstorming, evaluating solutions, obtaining commitment to solutions and continuous improvement.
Team Members
Frank Barber – Project Manager
Shirley Mah – Research Branch
Denis Collins – Coast Forest Region
Richard Thompson – Ministry of Environment
Thomas Chen – Quality Assurance
John Gallimore – Information Management Group
Susan Elo – Requirements Gathering Consultant
Audrey Roburn – Communications Consultant
Meetings – scheduled weekly as needed