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Terms of Reference
Joint Information Services Review
Council of Regional Organisations of the Pacific (CROP)
The Forum Leaders established the Council of Regional Organisations of the Pacific, CROP (formerly the South Pacific Organisations Coordinating Committee, SPOCC) in 1988 with the mandate to improve cooperation, coordination, and collaboration among the various intergovernmental regional organisations to work toward achieving the common goal of sustainable development in the Pacific region.
2. CROP functions as (i) a coordination mechanism between the heads of the regional organisations in the Pacific, and (ii) a high-level advisory body, to provide policy advice and may assist in facilitating policy formulation at national, regional and international level.
3. CROP takes advantage of opportunities to pool and share expertise and resources to optimise benefits to member countries and territories. Where CROP sees the need, it establishes specific working groups with clear terms of reference to address important emerging or on-going priority issues of cross cutting nature.
CROP Working Group on Harmonisation
4. The CROP Working Group on Harmonisation was originally established as a mechanism for the participating CROP agencies to adopt a “harmonised” approach to their remuneration principles and practices. Recently the scope of the working group was expanded to include any aspects of the business that might reasonably fall under the responsibilities of the Corporate Services Directors. The size and shape of the CROP Working Group on Harmonisation changes, therefore, depending on the nature of the project being undertaken.
5. For this, the Joint Information Services Review, the participating CROP agencies are:
• Pacific Islands Forum Fisheries Agency (FFA)
• Pacific Islands Forum Secretariat (PIFS);
• Secretariat of the Pacific Community (SPC);
• Secretariat of the Pacific Islands Applied Geoscience Commission (SOPAC); and
• Secretariat of the Pacific Regional Environment Programme (SPREP).
6. The librarians of the CROP agencies have formed a working group called CLAIM (CROP Libraries, Archives and Information Management). This group has met twice since the end of 2007 and keeps in contact by email. It has conducted a review of relative staffing levels, budgets, staff qualifications, equipment, internet, catalogue systems, collection status and training needs at FFA, PIFS, PPA, SOPAC, SPC, SPREP and SPTO. Specifically relevant to the Joint Information Services Review would be the discussion the group has had about standardising operational budgets, professional standards, preservation and digitisation.
7. CLAIM has also discussed how to improve collaboration amongst CROP libraries in terms of inter-library loan functions, the possibility of a centralised CROP catalogue and a potential consortium for on-line data bases.
Background
Pacific Islands Forum Secretariat (PIFS)
8. PIFS has been working through a reform process over the past five years which has included a restructuring of their work teams and efforts to facilitate a more empowered, team-based work place focused on developing an organisation recognised for its excellence through its people, culture, structures and systems working together to achieve the Forum Secretariat’s mission and realise the Leaders’ vision.
9. Currently, PIFS Information Services’ primary role is the provision of library and registry services for the Secretariat. Its key outputs are dissemination of relevant information to staff and other stakeholders, managing the internal branding of the Secretariat, and providing the necessary systems to safeguard the library collection and the registry files.
10. The Team Leader Information Services has resigned and the services are currently being provided by two permanent and one temporary staff (all of which are recruited locally). Before recruiting for a replacement Team Leader it is considered prudent to evaluate the information requirements of PIFS, to consider how best these can be delivered, what skills are required, which will also determine whether the position should be recruited locally or regionally.
11. In this context, PIFS considered it timely to undertake a review of its Information Services. The participating CROP agencies recognised that it was also timely to review their own Information Services functions given there are potential synergies and savings through a combined review.
Pacific Islands Forum Fisheries Agency (FFA)
12. FFA’s Library Services is part of the Information Technology Unit which comes under the Fisheries Operation Division. The Library is managed by a librarian recruited locally. The Librarian is also responsible for the archiving, management and information dissemination functions.
13. FFA recently completed a records management review which covered overall records management policy for FFA, describing policies and accountabilities governing both print and electronic records. The review also looked at the adequacy of the records and document management systems currently in place.
14. Following this review, FFA is working towards improving its document and knowledge management systems. The first step is to develop an interactive online centralised repository for corporate documents. This project will be undertaken in the 2008/09 financial year.
Secretariat of the Pacific Community (SPC)
15. SPCs Library is part of a group of “Programme Support Services”, which also includes SPCs ICT section, Publications section, Interpretation and Translation section and the organisation’s Strategic Engagement, Policy and Planning Facility.
16. The SPC Library includes the main library in Noumea , and a much smaller and less well resourced library based in Suva . With the opening of the SPC North Pacific Office in Pohnpei and other decentralisation plans of the agency, there are plans to grow collections in other regional and national offices. The Library serves the needs of all SPC staff in all locations, as do the other sections of this group.
17. The Library is managed by the Librarian/Archivist based at SPC Headquarters in Noumea . This position is an internationally recruited post. The other positions in the Library are locally recruited.
18. The Registry is part of Corporate Services (which also includes Human Resources, Property Management and General Administration) and currently only services Noumea . The Registry has an excellent reputation for its management of paper documents and records. However, SPC does not yet have a proper system for the management of electronic documents and records.
19. The Registry is managed by a locally recruited position.
20. The Archives function within SPC, while strongly linked to the Registry, is currently the responsibility of the Librarian/Archivist, based in Noumea . A qualified archivist has been hired on a fixed-term contract to write and implement a retention and disposition schedule for the archives. This project should be completed in June 2009 and is considered to represent best practice.
21. There is currently no central management of registry or archives functions in Suva , or any of the other offices.
22. The Publications section oversees editing, layout, printing (SPC has an in-house printery) and distribution, and also manages copyright matters and collaborates closely with the Library concerning the creation of CIPs (Cataloguing in Publication). The section is staffed with a mix of internationally and locally recruited staff. Currently, all staff are based in Noumea and serve the needs of all SPC staff, although a plan exists to expand in Suva when resources become available.
23. SPC is particularly interested in this Joint Information Services Review because of its desire to improve information services in locations other than Noumea , to learn from international best practice and to explore further collaboration with the CROP.
Secretariat for the Pacific Islands Applied Geoscience Commission (SOPAC)
24. SOPAC is currently reviewing its ICT functions and structure with the objective of producing a medium term ICT Strategic Plan. The review is taking into consideration the Regional Institutional Framework (RIF) process which is currently underway. It is also taking into consideration, the Joint Information Services Review.
25. SOPACs Library/Publication Section and Registry is part of Corporate Services. Library Services has been using KOHA which is an open source internet based library system since 1997.
26. SOPAC uses INDESIGN (Adobe) for publication purposes. Mass printing is outsourced. Like SPC, the Library/Publication section manages copyright issues.
27. Registry manages their documents (electronic and hard copy) manually. The SOPAC ICT Review is expected to recommend an Electronic Document and Records Management System. It is possible that it could be developed in-house.
28. SOPAC has recently engaged two new ICT staff with a software development background (with strong emphasis on .NET development tools) with the objective of strengthening and enhancing its current Information and Database Systems.
Secretariat of the Pacific Regional Environment Programme (SPREP)
29. SPREP’s Library and Information Resource Centre is part of Corporate Services which also includes SPREP’s ICT, Publications, Media and Registry Sections.
30. The Library is managed by the Information Resource Centre Manager (IRC Manager). This position is an internationally recruited position. The IRC Manager is supported by one assistant librarian position which is recruited locally.
31. The IRC Manager is also a member of SPREPs Island Ecosystems Programme and plays an active role in supporting SPREP programme activities with responsibility for managing information related projects. These have included the EU funded Pacific Environment Information Network (PEIN) project [2000-2008], and the information component of the UNEP MEA Capacity Building project [2009-2010]. Responsibilities include in-country assistance, capacity building and creation and management of targeted knowledge resources.
32. The IRC Manager maintains and develops the library component of the SPREP website.
33. The Library uses DB Textworks/WebPublisher Pro library software to manage its collection and make it available online to staff and members.
34. The Registry has well developed systems for managing paper documents and also email correspondence. SPREP however, does not yet have an integrated system for the management of electronic documents and records.
35. The Registry is managed by locally recruited positions.
36. The Archives function within SPREP is shared by the Registry and Library. There is not a dedicated archives position.
37. The Publications section oversees editing, layout, printing, and also manages copyright matters and collaborates closely with the Library concerning the creation of CIPs (Cataloguing in Publication) and ISBNs for SPREP documents. The Library is responsible for storage, management and dissemination of hardcopy publications. The Information Resource Centre Manager maintains online access to SPREPs electronic publications via a modified access database that is accessible via the SPREP website. The Publications Officer is an internationally recruited position.
Other Reviews
38. The CROP agencies are planning to undertake two other directly relevant joint reviews. One will be a review of the Information Communication Technology functions, and the other will focus specifically on the design and implementation of an electronic document and records management system.
Purpose and Focus
39. This project has two main purposes:
a. Within in each of the participating CROP agencies, look at how the Information Services functions are currently provided, what might be done better, what could be done differently and whether what is being done meets the needs of the agencies, both now and into the future. This will lead to determining what skills and resources are required, what size the teams should be, and how the teams should be structured.
b. Across the participating CROP agencies, consider whether synergies and opportunities for harmonisation exist.
40. The focus of the Joint Information Services Review is on the following functions: library, print publications, registry and archives. As noted above, the agencies are planning to commission a separate study on an electronic document and records management system.
Terms of Reference
41. The terms of reference for this project are to:
a. Examine and report on trends in international best practice (including emerging trends) with respect to records and information management, intellectual property and knowledge management, and provide advice on the impact of these trends;
b. Review each of the participating CROP agencies information services requirements including delivery mechanisms, identify any gaps between the current level of service provided and the service that is required and make recommendations as to how these gaps might be addressed;
c. Review the current work-flow and work-processes within each of the participating CROP agencies to identify efficiency gains or possible customer service improvements if these exist and make recommendations for improvement;
d. Make recommendations as to what roles, skills, qualifications and organisational structure are required for the Information Services functions to be delivered efficiently and cost-effectively;
e. Make recommendations regarding synergies, shared services and opportunities for harmonisation across the participating CROP agencies; and
f. Comment on any other associated issues that might arise.
Methodology
42. The consultant will conduct the review in as highly consultative manner as possible and will be expected to meet with senor management and staff in Apia (SPREP), Honiara (FFA), Noumea (SPC), and Suva (PIFS, SOPAC and SPC).
43. The project will be overseen by the CROP Working Group on Harmonisation. The consultant will report to the Working Group through PIFS which will, for contractual purposes, be the consultant’s client.
44. The consultant will take the following broad approach in completing the terms of reference:
a. Consult widely, on-site, with the participating CROP agencies and their relevant staff;
b. Identify and analyse options, and present recommendations to meet the terms of reference;
c. Brief the participating CROP agencies on preliminary findings and recommendations;
d. Prepare a draft report for circulation to the participating CROP agencies; and
e. Prepare a final report within two weeks of receipt of any feedback.
Reporting Requirements
45. The principal output of the Joint Information Services Review will be a comprehensive report addressing the terms of reference. It will include recommendations based on well-argued and substantiated review findings and experience.
46. The final report will include an Executive Summary of no more than six pages (including a list of recommendations), the main body of the report no more than 50 pages, and any essential annexes. The report will also include a list of abbreviations and acronyms used in the report and, attached as annexes, a list of persons consulted during the review, a description of the review methodology, and short field visit reports.
47. The structure of the report will closely follow the terms of reference and it must be clear from the report how the terms of reference have been addressed.
48. Recommendations are expected to focus on, and be limited to, the main issues.
Timetable
49. The timetable is to be determined by the consultant, in consultation with the Forum Secretariat’s Director Corporate Services and will be undertaken during September and October 2009. It is anticipated that the project will be completed within two months of starting.
Request for Proposal
50. A proposal is requested that should include the following:
a. A summary of the consultant’s competence and experience;
b. An outline of the proposed methodology and timeframes;
c. Confirmation of the ability to deliver to the timetable; and
d. Detailed costings of the proposal.
51. Proposals are to be emailed to Stephanie Jones, Director Corporate Services stephaniej@forumsec.org.fj (telephone +679 3312600) by 4.00pm 20 th June 2009 . Consultants submitting a proposal are responsible for confirming that it has reached Stephanie by the due date and time.
Further Information
52. Requests for further info rmation should be addressed via e-mail to:
Stephanie Jones
Director Corporate Services
Pacific Islands Forum Secretariat
Telephone: (679) 331 2600