ࡱ>  bjbj ___BQ!!1010101010E0E0E08}0d0<E0Qj11(E1E1E1{3{3{3 Q"Q"Q"Q"Q"Q"Q$ UWFQ10{3Y3"{3{3{3FQ1010E1E1[Qg6g6g6{3v10E110E1 Qg6{3 Qg6g6L Ob3^M QqQ0QM^WXO4WX4 O O&WX100O{3{3g6{3{3{3{3{3FQFQ5{3{3{3Q{3{3{3{3WX{3{3{3{3{3{3{3{3{3! .: Limited Distribution IOC/IODE-XXV/5.5  Oostende, 21 January 2019 Original: English INTERGOVERNMENTAL OCEANOGRAPHIC COMMISSION (of UNESCO) Twenty-fifth Session of the IOC Committee on International Oceanographic Data and Information Exchange (IODE-XXV) and Scientific Conference Tokyo, Japan, 18-22 February 2019 PROPOSED MODALITIES FOR THE PERFORMANCE REVIEW OF THE IOC PROJECT OFFICE FOR IODE Submitted by the IODE Secretariat Background The current MoU between the Flanders Marine Institute (VLIZ) will expire on 31/12/2021 and, in order to renew the MoU, a performance review will be required as mentioned Article IV (Line management, Reporting and Review of the MoU which states: 5. A review of the performance of the UNESCO/IOC Project Office for IODE shall be organized once, and prior to the expiry of this Memorandum of Understanding. The evaluation shall be submitted for approval to the IODE Committee that oversees the Project Office activities. The IODE Committee may, as it deems necessary, recommend the renewal or extension of this agreement and will submit this Recommendation to the next available Session of the IOC Assembly or Executive Council. In order for the IODE Committee provide its advice to the 31st Session of the IOC Assembly in 2021 the review will need to be completed preferably before 31 December 2020 so the report can be submitted to the 26th Session of the IODE Committee in February/March 2020. Scope A similar review requirement existed for the Partnership Centre for the IODE Ocean Data Portal based in Obninsk, Russian Federation of which the MoU expired on 27 March 2018. It is therefore recommended to use a methodology similar to the review carried out for that centre. It is therefore recommended to assess the following areas: Organizational performance 1.1 How effective is the organization in moving towards the fulfillment of its mission organizational performance (outputs and outcomes, major achievements, productivity, etc.) clients served, quality of services and products performance of products and services 1.2 How efficient costs vs services provided staff turnover, outputs 1.3 If it has kept its relevance adaptation of mission meeting stakeholders needs adaptation to environment 1.4 Financial viability Enabling environment policies legislation regulations funding allocation decisions technological literacy infrastructure and utilities major stakeholders (clients, donors, beneficiaries, etc.) Organizational motivation 3.1 Organizations history establishment major achievements major struggles changes in size, program, etc. major projects and funding 3.2 Mission evolution of mission statement organizational goals role of mission in shaping the organization articulating research and research products Organizational capacity 4.1 Strengths and weaknesses leadership strategic planning business model financial planning governance facilities and technology management HR plans The reviewers should take into account the following terms of reference of the IOC Project Office for IODE as included in the MoU (as detailed in Article I of the MoU): 1. The main purpose of the UNESCO/IOC Project Office for IODE shall be: to establish a creative environment facilitating the further development and maintenance of IODE Projects, services and products with emphasis on improving the efficiency and effectiveness of the data and product/service stream between the stage of sampling and the user; to assist in strengthening the capacity of Member States to manage oceanographic data and information (by organizing relevant training and the capacity building related activities) and to provide ocean data and information products and services required by users; to liaise and maintain links with relevant UNESCO/IOC programmes and other projects as relevant to the projects implemented by the UNESCO/IOC Project Office for IODE; to establish and maintain links with other relevant organizations, institutions and programmes in order to promote cooperation with the UNESCO/IOC Project Office for IODE. Methodology It is recommended to compose a small team of not less than two reviewers from the IODE community who are familiar with the objectives and requirements of the IODE programme but are not directly involved in the activities of the IOC Project Office for IODE. The reviewers should review at least the following documentation: MoU Annual reports Reports for the IODE Officers meetings Reports to the IODE Committee Reviews of the IODE programme Reviews of IODE projects managed by, or implemented by the IOC Project Office for IODE IOC Project Office for IODE Management System documentation (including IOC Project Office for IODE Business Plan) Learner feedback from training courses held at the IOC Project Office for IODE Promotional material The reviewers should undertake one or more visits to the IOC Project Office for IODE to meet with the Office staff, representatives of the Flanders Marine Institute (VLIZ) and, if deemed necessary, with representatives of the Government of Flanders (Kingdom of Belgium). A first draft report should be prepared by 1 December 2020 for review by the IODE management group. The final report should be prepared by 15 January 2021 for submission to the IODE Committee during its 26th Session (including a draft recommendation).     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