ࡱ> [ dbjbj** HbHby))77(7(7(7Dl7l7l778l7[dl;\@JAJAJAC C C$u:(7C~C~C"CC(7(7JAJA4 O O OC`(7JA(7JA OC O OƺJAb EZ+0[ HƺƺT(7 CC OCCCCCMlCCC[CCCCCCCCCCCCC)N 5: ADDENDUM 1 A review of the potential for pooling reports of the Intergovernmental Oceanographic Commission (IOC) to its governing bodies This document was prepared by a consultant in response to Recommendation 2 of the audit report that requires the IOC to, in liaison with the respective governing bodies, conduct a study of the potential pooling of periodic reports to the governing bodies of the United Nations, UNESCO, the Commission and its subsidiary bodies. Background An external audit of the Intergovernmental Oceanic Commission (IOC) was conducted in April 2016. According to the audit report, during the last two years, the Secretariat had to produce at least 50 reports of various types, while also contributing to the information of Member States and IOC partner institutions, which accounts for a significant and growing share of the Commissions work. Producing these reports represents significant workload, which was previously the responsibility of a Deputy Executive Secretary and a Professional staff member but was transferred in 2011 to the Commissions Section Heads and Executive Officer (EO, who also assumes a combined Finance and Administrative Officer function). According to the auditors, the material covered is often the same and the questions are similar. Recommendation 2 of the audit report therefore requires the IOC to, in liaison with the respective governing bodies, conduct a study of the potential pooling of periodic reports to the governing bodies of the United Nations, UNESCO, the Commission and its subsidiary bodies. In response to this recommendation, in early 2017, the IOC commissioned an external consultant to assess the feasibility of the external auditors recommendation. The external consultant held discussions with IOC Section Heads to help refine the scope of work for the study. During these discussions, the consultant reviewed the recommendation of the auditors and discussed each Section Heads perspective on what a potential pooling of reports would involve. There was consensus that pooling should be considered with respect to the content of the various reports as well as the number of reports. The primary aim of the pooling would be to reduce the workload involved in collecting and producing the required information. The primary users of the review findings are IOC staff (mainly Section Heads) responsible for collecting and reporting information and relevant governing bodies staff who receive and process the periodic reports. Review approach The study assessed the feasibility of the external auditors recommendation by reviewing the reports listed in Annex 2 of the audit report (Attachment 1) and determining to what extent (if at all) the reported information and/or the reports themselves could be streamlined. A review that studied all the reports of varying length, complexity and technical detail that were prepared by IOC staff over the last two years was not possible to undertake given resource constraints. Section Heads and the EO were therefore asked to consider Annex 2 of the External Audit Report and indicate which reports merited inclusion given the study objective. Based on the views shared by Section Heads and the EO, this review focused its efforts on the reports to the United Nations, UNESCO General Conference, and Secretariat reports to IOC Governing bodies and Reports of the IOC Assembly and Executive Council. This constitutes 19 documents listed in Annex 2 all reports listed under headings A, B, C, and E in the Annex and the first five reports listed under heading D of the Annex. Three other reports were added after discussions with the Section Heads and the EO, which were considered to have been erroneously omitted from Annex 2. Hence, a total of 22 documents were included in this review. In effect, therefore, the technical reports from the IOC subsidiary bodies to the IOC governing bodies (mentioned under heading D of the Annex) were excluded from this review. The rationale for excluding these reports is that they are more technical in nature and therefore are unlikely to be candidates for pooling as each report has its own requirements for specific technical data and has a specific target constituency. Moreover, a review of technical reports would require a consultant who is more familiar with the content of the technical documents. Importantly, the objective of the study was not to conduct the discussions required to negotiate the pooling of the reports. If the consultant found that there is a reasonable amount of information that can be pooled, IOC staff would be required to conduct further discussions to negotiate this pooling with relevant governing bodies. Equally, it was understood, as part of the final scope of work for this assignment, that the review might find that the proposed pooling of reports is not feasible. Findings Of the 22 reviewed documents, 11 documents were excluded from consideration. Eight of these 11 documents were meeting/session proceedings. Given that session proceedings are essentially a record of issues discussed at each session and therefore are specific to said session, session proceedings were excluded from consideration for pooling as the broad contents of such reports cannot be pre-determined or recycled/re-used, which is a necessary requirement for pooling. An additional three of these 11 documents (document number 6, 8, and 12 in the Annex) were excluded from consideration because they are not in fact routine reports that can be considered for pooling. Document number 6 in the Annex is the Status of list of experts for the purposes of article 2 of Annex VIII (Special Arbitration) to the Convention. The document is essentially a list of experts in each of the fields of (1) fisheries, (2) protection and preservation of the marine environment, (3) marine scientific research, and (4) navigation. The document is very specific, fairly straightforward and relatively easy to produce. However, since this information is not presented in other reports, it is not a candidate for pooling. Document number 8 in the Annex is the Programme of Work of the Convention on Biological Diversity. Document number 12 is an Update on the status of the IOC primary subsidiary bodies. All of these documents have very specific content, which does not align with other activity level reporting that was considered for pooling. Of the remaining 11 reports, five are reports on very specific topics, which cannot be changed or amended for the purposes of pooling. The reports in question are: Report to UNFCCC SBSTA on ocean observation adequacy through the Global Climate Observing System (GCOS) Report of the UN Secretary General on oceans and law of the Sea: covers marine debris and plastics Global Sustainable Development Report (IOC contributes one chapter to this report) Report of the Secretary-General Follow-up to and implementation of the SIDS Accelerated Modalities of Action (SAMOA) Pathway and the Mauritius Strategy for the Further Implementation of the Programme of Action for the Sustainable Development of Small Island Developing States Reports of the Executive Secretary on Budget Implementation to the Assembly/Executive Council Information produced for two of these reports (Report of the UNFCCC SBSTA and the Global Sustainable Development Report) may very well be used to produce other reports but, given that the reports are produced every four to five years, pooling with other, more frequently produced reports is not considered feasible. The Report on SAMOA and the Mauritius Strategy, the Report of the UN Secretary General on Oceans and the Law of the Sea, and the Report on the Budget Implementation are annual reports on very specific topics and therefore, not candidates for pooling. In the final analysis, there were therefore only six reports out of the 22 that were included in the review that could be considered for the pooling exercise. These include Report of the Intergovernmental Oceanographic Commission on its activities (20142015) to the UNESCO General Conference (biennial, with prior approval by the IOC Assembly) Reports of the Executive Secretary on the work accomplished since the previous session to the Assembly/Executive Council (annual) Online reporting to UNESCO via SISTER (every six months, prior to Executive Board sessions) Programme Implementation Report (PIR) to the UNESCO Executive Board (EX/4)(every six months, prior to Executive Board sessions) Strategic Results Report (SRR) to the UNESCO Executive Board (EX/4)(once every programme quadrennium for the Spring session of the Executive Board of the 3rd year of every quadrennium) Published Biennial Report of Commission (previously annual) At first glance, it appears that the Report of the IOC on its activities and the Report of the Executive Secretary on Programme Implementation (work accomplished since the previous Governing Body session) can be pooled because both reports provide an annual update on IOC activities and are similar in format (reporting by function), even though the timeline for the former is somewhat later in the year (submitted July of each year) than the latter (submitted May of each year). In fact, perhaps because of the similarity in format and content, pooling is already taking place. Since both reports are contributed to by all Section Heads with the information being consolidated by the EO of the IOC, wherever appropriate and feasible, the Section Heads and EO are recycling the information presented in the Report on Programme Implementation for the Report of the IOC on it activities. Further pooling is not possible. The published Biennial Report of the Commission is another report that could be pooled with the above two reports because of its similar functional level formatting (even though it is different in audience and therefore its style from the above two reports). Given that the biennial reports are published every two years, the above two reports could form the basis of the biennial report. Another candidate for pooling is the online reporting to UNESCO via SISTER. SISTER reporting was presumably excluded from the original list (Annex 2) by the auditors because it is more of a management tool to facilitate reporting rather than a final report itself. SISTER is a results based management (RBM) template whereby all responsible management staff report on workplans and implementation against these plans by expected result. However, there exists a printed version of the report: this is the EX/4 Programme Implementation Report (PIR), which is prepared for each Executive Board session (every six months). It draws largely on the online reporting in SISTER but is more elaborate and analytical, following the evolving Boards requirements for information. Another recently introduced printed report, which uses the information provided in SISTER as its basis, is the Strategic Results Report (SRR). The SRR is a new development: the first one was completed for the 199th session in the spring of 2016. These two reports were erroneously omitted from the Annex prepared by the external auditors. To the extent possible, the information provided in SISTER and, by extension, in the PIR and the SRR is already being recycled to populate the Report of the IOC on its activities to the UNESCO General Conference and the Report of the Executive Secretary on Programme Implementation. However, reporting for SISTER is largely quantitative (rather than narrative/qualitative) and restricted to certain number of characters per response item. As such, the potential for further recycling the information presented in SISTER for the other two reports is limited. According to the EO, if the largely quantitative and space restricted reporting in SISTER were complemented by a more comprehensive qualitative/analytical report (a 1-2 pager), the SISTER reporting (which is done every six months) would form a better basis for the Reports to the UNESCO General Conference, the Report of the Executive Secretary on Programme Implementation and the Biennial Report of the Commission. To be implemented, this will require consensus amongst the Management Team (Executive Secretary, Sections Heads and EO). If there is an agreement to try this on a pilot basis in 2018, the potential benefits (time savings) will need to be carefully assessed. It should be noted that the six-monthly reporting in SISTER at the level of Expected Results builds on the lower levels of reporting on each regular budget activity or extrabudgetary projects. At the same time, extrabudgetary projects also have their own reporting timeline and specificities, defined by the agreements with the donor. Given the considerable workload in terms of reporting for a rather small Secretariat, careful consideration needs to be applied so as not to increase it unnecessarily. Conclusion One of the important findings of the study is that of the 41 reports that were listed in the Annex of the external audit report, less than half are what one would refer to as periodic information reports, which are submitted at regular intervals. The rest were session proceedings, working documents, and other information documents. In fact, the bulk of the documents listed in Section D of the Annex includes such documentation. Apart from Section D, the majority of reports in the other sections (A, B, C, and E) which were included in this review are session briefings as noted in the previous section. Moreover, the majority of the remaining documents are not eligible for pooling because they are either (a) not routine reports or (b) reports on very specific topics/themes. In summary therefore, it seems that there is limited potential for pooling of the various reports that are produced by the IOC for its governing bodies of the United Nations, UNESCO, the Commission and its subsidiary bodies. Of the 22 documents reviewed, only 6 appear to have some potential for pooling. Unsurprisingly, wherever it is possible to recycle/reuse information, this is already happening, as Section Heads and the EO (who is responsible for consolidating the contributions of the Section Heads) are aware of the potential to use certain reports to form the basis of other similar reports. However, further pooling of these reports, beyond what is already happening, is not feasible. While the potential for pooling of the various reports produced by the IOC is low, below are some additional considerations for reporting that were observed by the consultant and/or highlighted by Section Heads and the EO. For what was referred to as higher level reporting to the governing bodies of the United Nations, UNESCO, and the Commission, reporting by function (rather than theme) was considered to be more useful. However, it was acknowledged that field staff might be less comfortable with functional reporting as compared to headquarters staff. In this case, it may be useful to create further sensitization of functional level reporting amongst field staff. The recent (810 February, 2017) meeting of the Management Team and Heads of the Regional Sub-Commissions Secretariat and PPO is seen at HQ as a first positive step in this direction. Functional reporting is currently reflected in the following six reports: Report of the Intergovernmental Oceanographic Commission on its activities (20142015) to the UNESCO General Conference Reports of the Executive Secretary on Programme to the Assembly/Executive Council (report on work accomplished since the previous session). Online reporting in SISTER Programme Implementation Report (EX/4) Strategic Results Report (SRR) to the UNESCO Executive Board (EX/4) Published Biennial Report of the Commission It was also felt that for higher-level reports, regional reporting should be mainstreamed into the main report, as relevant under each of the IOCs six functions, rather than be part of a standalone regional section (Function E and/or F) which is currently the case in many reports. It is true that the IOC produces a lot of documentation in the form of periodic reports, session briefings, specific theme related reports and working documents. In that sense, it is very similar to many other UN bodies and other international agencies. The reporting is further complicated/augmented by the fact that it has a multi-reporting structure and therefore has reporting requirements for several governing bodies. The double governance related to the IOCs status, as a body with functional autonomy within UNESCO is one of the examples. As such, it is difficult to consider a reduction in the number of reports that are generated. Given the fact that pooling from the perspective of reducing the number of reports and recycling the content of reports is not feasible beyond what is already happening, it may be useful to further study the systems of data collection at IOC. The purpose of this would be to organise data collection centrally (in terms of periodicity and content) in such a manner that required higher-level reports could be more easily produced (perhaps through a more qualitative version of SISTER). Investigating how best data collection can be streamlined could be the topic of an internal assessment in the future. Attachment 1 Annex 2 of External Audit Report (edited to specify nature of document) Report No.Report NameNature of documentA- IOC reporting to the United Nations: 1Report to UNFCC SBTSTTTA on ocean observation adequacy through the Global Climate Observing System (GCOS):  HYPERLINK "http://www.wmo.int/pages/prog/gcos/Publications/GCOS-195_en.pdf" http://www.wmo.int/pages/prog/gcos/Publications/GCOS-195_en.pdfStatus/activity report, specific topic2Report of the UN Secretary General on oceans and law of the Sea (annual):  HYPERLINK "http://www.un.org/depts/los/general_assembly/general_assembly_reports.htm" http://www.un.org/depts/los/general_assembly/general_assembly_reports.htmActivity report, specific topic3Global Sustainable Development Report (annual):  HYPERLINK "https://sustainabledevelopment.un.org/globalsdreport/2015" https://sustainabledevelopment.un.org/globalsdreport/2015Activity report4Report to the Ad Hoc Working Group of the Whole on the Regular Process for Global Reporting and Assessment of the State of the Marine Environment, including Socioeconomic Aspects (annual) Report of the Sixth Meeting (A/70/418) with links to all six languages  HYPERLINK "http://www.un.org/ga/search/view_doc.asp?symbol=A/70/418" http://www.un.org/ga/search/view_doc.asp?symbol=A/70/418 Session proceedings5United Nations Open-ended Informal Consultative Process on Oceans and the Law of the Sea  HYPERLINK "http://www.un.org/depts/los/consultative_process/consultative_process.htm" http://www.un.org/depts/los/consultative_process/consultative_process.htmSession proceedings6Status of List of experts for the purposes of article 2 of Annex VIII (Special Arbitration) to the Convention (biannual)  HYPERLINK "http://www.un.org/depts/los/settlement_of_disputes/experts_special_arb.htm" http://www.un.org/depts/los/settlement_of_disputes/experts_special_arb.htmNot a report7Report of the Secretary-General -Follow-up to and implementation of the SIDS Accelerated Modalities of Action (SAMOA) Pathway and the Mauritius Strategy for the Further Implementation of the Programme of Action for the Sustainable Development of Small Island Developing States  HYPERLINK "http://www.un.org/ga/search/view_doc.asp?symbol=A/70/269&Lang=E" http://www.un.org/ga/search/view_doc.asp?symbol=A/70/269&Lang=EActivity report, specific topic8Programme of Work of the Convention on Biological Diversity (Marine and coastal, ad hoc )  HYPERLINK "https://www.cbd.int/marine/resources.shtml" https://www.cbd.int/marine/resources.shtml Cannot be considered a reportB- IOC reporting to UNESCO General Conference [IOC Statutes Art. 3.2; Rule of Procedure 49.2]: 9Report of the Intergovernmental Oceanographic Commission on its activities (2014-2015):  HYPERLINK "http://unesdoc.unesco.org/ulis/cgi-bin/ulis.pl?lin=1&catno=233915" http://unesdoc.unesco.org/ulis/cgi-bin/ulis.pl?lin=1&catno=233915 Activity reportC- IOC Secretariat reporting to IOC Governing Bodies: 10Annual or biennial reports:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=48" http://ioc-unesco.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=48Activity report11Reports of the Executive Secretary on Programme and Budget implementation to the Assembly/Executive Council [IOC Rules of Procedure 8.1(b) and (c); 49.1]: (last reports:  HYPERLINK "http://www.ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=17326" http://www.ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=17326 (programme);  HYPERLINK "http://www.ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=17209" http://www.ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=17209 (Budget)11aReport of the Executive Secretary on the work accomplished since the previous session:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15183" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15183Activity report11bReport on Budget Execution (2014) : http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15107 and corrigendum  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15536" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15536 Financial reportD- IOC Subsidiary Bodies reporting to IOC Governing Bodies (parent bodies) [IOC Rule of Procedure 48.3]: 12A Biennial update on the status of the IOC primary subsidiary bodies provides the structure and information of IOC Primary Subsidiary Bodies (every two years) (IOC/INF-1322):  HYPERLINK "http://www.ioc.unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15514" http://www.ioc.unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15514Specific topic reports(1) Regional 13IOC Sub-Commission for the Western Pacific (WESTPAC): See for example latest report:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15533" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15533Session proceedings14IOC Sub-Commission for the Caribbean and Adjacent Regions (IOCARIBE):  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15534" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15534Session proceedings15IOC Sub-Commission for Africa and the Adjacent Island States (IOCAFRICA):  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15535" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15535Session proceedings16IOC Regional Committee for the Central Indian Ocean (IOCINDIO):  HYPERLINK "http://unesdoc.unesco.org/images/0021/002183/218394e.pdf" http://unesdoc.unesco.org/images/0021/002183/218394e.pdfSession proceedingsIn addition to the reports of each regional subsidiary body, a meeting of the regional subsidiary bodies is organized before each Assembly in Paris and reports to it [Res. XXV-2]. Last report:  HYPERLINK "http://www.ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15569" http://www.ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15569 Session proceeding(2) Technical International Oceanographic Data and Information Exchange (IODE) 17IODE Committee meetings (report to IOC Assembly) Session proceedings HYPERLINK "http://www.iode.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=6" http://www.iode.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=618IODE Committee meeting working documents  HYPERLINK "http://www.iode.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=8" http://www.iode.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=8Working documents not reports19IODE Groups of Experts reports (report to IODE Committee) 200 EX/20.INF.2 page 47  HYPERLINK "http://www.iode.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=29" http://www.iode.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=29Specific topic reports20IOC/IODE Circular Letters (formal communication with IOC Member States)  HYPERLINK "http://www.iode.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=7" http://www.iode.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=7 Not reports21IOC Oceanographic Data Exchange Policy  HYPERLINK "http://www.iode.org/index.php?option=com_content&view=article&id=51&Itemid=95" http://www.iode.org/index.php?option=com_content&view=article&id=51&Itemid=95 This is not a report. This is a reference document22IOC Strategic Plan for Oceanographic Data and Information Management (2013-2016)  HYPERLINK "http://www.iode.org/index.php?option=com_content&view=article&id=423&Itemid=107" http://www.iode.org/index.php?option=com_content&view=article&id=423&Itemid=107 This is not a report. This is a reference document23IODE Reviews (2004/2005 and 2007)  HYPERLINK "http://www.iode.org/index.php?option=com_content&view=article&id=67&Itemid=110" http://www.iode.org/index.php?option=com_content&view=article&id=67&Itemid=110 Not a regular report. Occasional document24FLANDERS UNESCO SCIENCE TRUST FUND (FUST) Project Reviews  HYPERLINK "http://fust.iode.org/project-reviews" http://fust.iode.org/project-reviews Not a regular report. Occasional documentGlobal Ocean Observing System (GOOS) 25Reports of meetings of the GOOS Steering Committee and its Executive group  HYPERLINK "http://ioc-goos.org/index.php?option=com_oe&task=viewEventDocs&eventID=1629" http://ioc-goos.org/index.php?option=com_oe&task=viewEventDocs&eventID=1629Session proceedings HYPERLINK "http://ioc-goos.org/index.php?option=com_oe&task=viewEventDocs&eventID=1468" http://ioc-goos.org/index.php?option=com_oe&task=viewEventDocs&eventID=1468)26GOOS Regional Council  HYPERLINK "http://www.ioc-goos.org/index.php?option=com_oe&task=viewEventDocs&eventID=1686" http://www.ioc-goos.org/index.php?option=com_oe&task=viewEventDocs&eventID=1686)Session proceedings27JCOMM Sessions (intergovernmental, joint with WMO)  HYPERLINK "http://www.jcomm.info/index.php?option=com_oe&task=viewEventDocs&eventID=761" http://www.jcomm.info/index.php?option=com_oe&task=viewEventDocs&eventID=761)Session proceedings28JCOMM Management Committee  HYPERLINK "http://www.jcomm.info/index.php?option=com_oe&task=viewEventDocs&eventID=1695" http://www.jcomm.info/index.php?option=com_oe&task=viewEventDocs&eventID=1695  HYPERLINK "http://www.jcomm.info/index.php?option=com_oe&task=viewEventDocs&eventID=1409" http://www.jcomm.info/index.php?option=com_oe&task=viewEventDocs&eventID=1409)Session proceedings29GCOS Steering Committee  HYPERLINK "http://www.wmo.int/pages/prog/gcos/Publications/GCOS-196_en.pdf" http://www.wmo.int/pages/prog/gcos/Publications/GCOS-196_en.pdf)Session proceedingsThen advisory / working groups include: in GOOS: 3 disciplinary panels (physics, biogeochemistry, and biology/ecosystems) in JCOMM: 3 programme areas (observations, services and forecast systems, and data management), and expert teams under the programme areas (see full list at  HYPERLINK "http://www.jcomm.info/index.php?option=com_oe&task=people&Itemid=18" http://www.jcomm.info/index.php?option=com_oe&task=people&Itemid=18)The GOOS Steering Committee, JCOMM Management Committee, and the GCOS Steering Committee report to the IOC Assembly every 2 years to receive guidance. Each is co-sponsored (GOOS and GCOS by IOC/UNESCO, WMO, UNEP, and ICSU; and JCOMM by WMO and IOC). Last reports:  HYPERLINK "http://www.ioc-unesco.org/index.php?option=com_oe&task=viewEventDocs&eventID=1576" http://www.ioc-unesco.org/index.php?option=com_oe&task=viewEventDocs&eventID=1576 Meeting proceedingsIntergovernmental Panel on Harmful Algal Blooms (IPHAB) 30IPHAB reporting to Assemblies:  HYPERLINK "http://hab.ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=11025200" http://hab.ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=11025200  HYPERLINK "http://hab.ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15249" http://hab.ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15249Session proceedings31All IPHAB session documents with full and detailed reporting on all HAB related activities by IOC and partners:  HYPERLINK "http://hab.ioc-unesco.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=137" http://hab.ioc-unesco.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=137  HYPERLINK "http://hab.ioc-unesco.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=159" http://hab.ioc-unesco.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=159Session proceedings 32IOC-SCOR GEOHAB Reporting to IPHAB and Assemblies:  HYPERLINK "http://hab.ioc-unesco.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=73" http://hab.ioc-unesco.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=7333All HAB related documentation and reporting:  HYPERLINK "http://hab.ioc-unesco.org/index.php?option=com_oe&task=documents&Itemid=10" http://hab.ioc-unesco.org/index.php?option=com_oe&task=documents&Itemid=10Various34Implementation of Integrated Coastal Area Management Programme (ICAM) Strategy (Has no intergovernmental structure but report to each IOC Assembly by decision of the Assembly)  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15402" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15402Progress/activity reports(3) Regional and technical (Intergovernmental Coordination Groups for regional tsunami warning systems and global coordination): 35Pacific Tsunami Warning and Mitigation System (PTWS). (Last report:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15449" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15449)Session proceedings36Tsunami and other Coastal Hazards Warning System for the Caribbean and Adjacent Regions (ICG/CARIBE EWS). (Last report:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15565" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15565)Session proceedings37Indian Ocean Tsunami Warning and Mitigation System (ICG/IOTWMS). (last report  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15495" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15495)Session proceedings38North-eastern Atlantic and Mediterranean (NEAMTWS) Tsunami Warning and Mitigation Systems (last report:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15324" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15324)Session proceedings39and the Working Group on Tsunamis and Other Hazards Related to Sea-Level Warning and Mitigation Systems (TOWS-WG) (last report:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15515" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15515) Session proceedingsE- Reports of the IOC Assembly and Executive Council Reports of the Assembly and Executive Council sessions are published on UNESDOC:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_wrapper&view=wrapper&Itemid=100003" http://ioc-unesco.org/index.php?option=com_wrapper&view=wrapper&Itemid=1000034028th Assembly (2015):  HYPERLINK "http://ioc-unesco.org/index.php?option=com_wrapper&view=wrapper&Itemid=100003" http://ioc-unesco.org/index.php?option=com_wrapper&view=wrapper&Itemid=100003Session proceedings4147th Executive Council (2014):  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=14087" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=14087Session proceedingsTo see webpage of IOC Governing Bodies sessions:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_content&view=category&layout=blog&id=29&Itemid=124" http://ioc-unesco.org/index.php?option=com_content&view=category&layout=blog&id=29&Itemid=124 Attachment 2 Rapid assessment for pooling (Technical reports of Section D in Annex 2/Attachment 1 not included) Report No.Report NamePrepared bySubmitted toFrequency of submissionCommentsCandidate for poolingA- IOC reporting to the United Nations: 1Report to UNFCCC SBSTA on ocean observation adequacy through the Global Climate Observing System (GCOS):  HYPERLINK "http://www.wmo.int/pages/prog/gcos/Publications/GCOS-195_en.pdf" http://www.wmo.int/pages/prog/gcos/Publications/GCOS-195_en.pdf Head IOC/OOS (A. Fischer) on behalf of Steering Committee of GCOS)Various/ PublicEvery 5 years as it forms the basis of the implementation planThis Status Report provides an account of the current state of the global observing system for climate and an assessment of the progress that has been made in developing the system over recent yearsTechnical and comprehensive. Parts of it can be recycled as a basis for other documents perhaps but its periodicity does not lend itself to much re-use. 2Report of the UN Secretary General on oceans and law of the Sea (annual):  HYPERLINK "http://www.un.org/depts/los/general_assembly/general_assembly_reports.htm" http://www.un.org/depts/los/general_assembly/general_assembly_reports.htmHead IOC/MPR (J. Barbiere)UN General Assembly and States Parties Annual, submitted in September of each yearComprehensive report on specific topic/theme chosen each year most recent one was on marine debris and plastics.No, specific topic3Global Sustainable Development Report:  HYPERLINK "https://sustainabledevelopment.un.org/globalsdreport/2015" https://sustainabledevelopment.un.org/globalsdreport/2015Head IOC/MPR (J. Barbiere)Responsible UN staffPreviously annual but recently changed to every 4 yearsIOC contributes one chapter in this report No, very specific format and content. Not a candidate for pooling also because of periodicity 4Report to the Ad Hoc Working Group of the Whole on the Regular Process for Global Reporting and Assessment of the State of the Marine Environment, including Socioeconomic Aspects. Report of the Sixth Meeting (A/70/418) with links to all six languages  HYPERLINK "http://www.un.org/ga/search/view_doc.asp?symbol=A/70/418" http://www.un.org/ga/search/view_doc.asp?symbol=A/70/418 Head IOC/MPR (J. Barbiere)UN General Assembly Annual22 page session proceedings of annual session. No5United Nations Open-ended Informal Consultative Process on Oceans and the Law of the Sea  HYPERLINK "http://www.un.org/depts/los/consultative_process/consultative_process.htm" http://www.un.org/depts/los/consultative_process/consultative_process.htmHead IOC/MPR (J. BarbiereUnited Nations General AssemblyAd-hoc Submitted in July 2016 Session proceedings No6Status of List of experts for the purposes of article 2 of Annex VIII (Special Arbitration) to the Convention (biannual)  HYPERLINK "http://www.un.org/depts/los/settlement_of_disputes/experts_special_arb.htm" http://www.un.org/depts/los/settlement_of_disputes/experts_special_arb.htmVarious? on website3 lists have a 2016/2017 date and one was provided/updated in 2002.A list of experts in each of the fields of (1) fisheries, (2) protection and preservation of the marine environment, (3) marine scientific research, and (4) navigation. Seems fairly straightforward and easy to produce.No, in fact this is not a report. To be removed from list7Report of the Secretary-General -Follow-up to and implementation of the SIDS Accelerated Modalities of Action (SAMOA) Pathway and the Mauritius Strategy for the Further Implementation of the Programme of Action for the Sustainable Development of Small Island Developing States  HYPERLINK "http://www.un.org/ga/search/view_doc.asp?symbol=A/70/269&Lang=E" http://www.un.org/ga/search/view_doc.asp?symbol=A/70/269&Lang=E Head IOC/MRP, based on internal UNESCO and IOC GB reportingUnited Nations General AssemblyAd-hoc (?) Submitted Aug 201518 page report to provide an update on the implementation of the Samoa Pathway as well as the initial findings of the review of the Joint Inspection Unit.Specific report on a set topic. Not a candidate for pooling B- IOC reporting to UNESCO General Conference [IOC Statutes Art. 3.2; Rule of Procedure 49.2]: 9Report of the Intergovernmental Oceanographic Commission on its activities (2014-2015):  HYPERLINK "http://unesdoc.unesco.org/ulis/cgi-bin/ulis.pl?lin=1&catno=233915" http://unesdoc.unesco.org/ulis/cgi-bin/ulis.pl?lin=1&catno=233915EO/IOC, with inputs from all sectionsGeneral Conference of UNESCOSubmitted in July of each year Brief 6-page report of activities by function and expected result. Brief but probably quite time-consuming to prepare as the information presented represents main achievements in the implementation of UNESCOs Medium Term Strategy.In format and content, it is quite similar to report 14 but is submitted 2 months later. The information from report 13 is already being recycled for this report. 10Reporting on programme implementation through SISTER for the on-line report. All management staff. ER level by Section Heads and EOUNESCO BSPEvery six months for the PIR (cumulative within the quadrennium)SRR once in the quadrenniumFor the on-line reporting in SISTER a results based management (RBM) template based report on workplans and implementation per expected result.Some of the information provided in the on-line reporting is being recycled or elaborated by Section Heads and EO in the printed versions, but other reports are much more narrative in nature so further pooling not possible. 11EX/4 Programme Implementation Report (PIR) prepared for each ExBoard session  HYPERLINK "http://www.unesco.org/fileadmin/MULTIMEDIA/HQ/BSP/images/189%20EX4%20Annex%20online%20report%2028-02-2012.pdf" http://www.unesco.org/fileadmin/MULTIMEDIA/HQ/BSP/images/189%20EX4%20Annex%20online%20report%2028-02-2012.pdfAll management staff. ER level by Section Heads and EOEvery six months for the PIR (cumulative within the quadrennium)For the printed PIR, templates are provided by BSP, with modifications determined by MS requirements.12Strategic Results Report (SRR)  HYPERLINK "http://www.unesco.org/new/fileadmin/MULTIMEDIA/HQ/BSP/pdf/199ex4partIB" http://www.unesco.org/new/fileadmin/MULTIMEDIA/HQ/BSP/pdf/199ex4partIB All management staff. ER level by Section Heads and EOFor the spring session of the third year of the Programme quadrenniumSRR is a new development, the first one done for the 199th session in the spring of 2016. The objective of the SRR report, requested by UNESCO Governing bodies, is to assess, half-way through the programme quadrennium the relevance, effectiveness and efficiency of UNESCOs programmatic approach. As such, it serves as a source of lessons learned and informs the proposals for the next cycles Programme and Budget. The SRR is a new development and is further used for the drafting of the Programme and Budget proposals for the next period.C- IOC Secretariat reporting to IOC Governing Bodies: 13Annual or biennial reports:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=48" http://ioc-unesco.org/index.php?option=com_oe&task=viewDoclistRecord&doclistID=48EO, coordinating input from all sectionsPreviously annual and since 2012, biennialA 50-page report for public consumption formatted by Function/high level objectiveOther reports can contribute to this report .Reports in Section B and Report 14 given similar format and content (although this report is different in style because of its intended audience)14Reports of the Executive Secretary on Programme implementation to the Assembly/Executive Council [IOC Rules of Procedure 8.1(b) and (c); 49.1]: Report of the Executive Secretary on the work accomplished since the previous session:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15183" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15183Coordinated by EO with input from all sectionsIOC Assembly and Executive Council sessionsAnnual, reporting activities from April 2014 to May 2015, submitted in June. The Assembly meets once every two years, the EC meets every year.8 page report similar in format to Number 9 but has a bit more detail in certain sections (to incorporate more budget related commentary in most cases). The detailed version of this report is 25 pages Some of the information from on-line (SISTER) and printed EX/4 reports is re-used here, but obviously much more detailed information is expected by IOC Governing bodies. Thus further pooling is not possible. This report already serves as basis for report 9 and further pooling is not possible15Reports of the Executive Secretary on Budget implementation to the Assembly/Executive Council [IOC Rules of Procedure 8.1(b) and (c); 49.1]: Report on Budget Execution (2014) :  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15107" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15107 and corrigendum  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15536" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15536 AO/IOC, in consultation with BFM IOC Assembly and Executive Council sessionsAnnualFinancial reportNoD- IOC Subsidiary Bodies reporting to IOC Governing Bodies (parent bodies) [IOC Rule of Procedure 48.3]: 16A Biennial update on the status of the IOC primary subsidiary bodies provides the structure and information of IOC Primary Subsidiary Bodies (every two years) (IOC/INF-1322):  HYPERLINK "http://unesdoc.unesco.org/images/0022/002268/226802E.pdf" http://unesdoc.unesco.org/images/0022/002268/226802E.pdf BiennialUpdated the link as it is invalidNo, specific topic(1) Regional 17IOC Sub-Commission for the Western Pacific (WESTPAC): See for example latest report:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15533" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15533None of the regional reports are candidates for pooling as they are meeting proceedings18IOC Sub-Commission for the Caribbean and Adjacent Regions (IOCARIBE):  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15534" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15534None of the regional reports are candidates for pooling as they are meeting proceedings19IOC Sub-Commission for Africa and the Adjacent Island States (IOCAFRICA):  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15535" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=15535None of the regional reports are candidates for pooling as they are meeting proceedings20IOC Regional Committee for the Central Indian Ocean (IOCINDIO):  HYPERLINK "http://unesdoc.unesco.org/images/0021/002183/218394e.pdf" http://unesdoc.unesco.org/images/0021/002183/218394e.pdf The link is for a report from 2005!E- Reports of the IOC Assembly and Executive Council Reports of the Assembly and Executive Council sessions are published on UNESDOC:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_wrapper&view=wrapper&Itemid=100003" http://ioc-unesco.org/index.php?option=com_wrapper&view=wrapper&Itemid=100003Published on the IOC web-siteAnnual based on occurrence of assembly and councilBoth the reports in this section are session reportsNo, not relevant as not reports, but meeting proceedings2128th Assembly (2015):  HYPERLINK "http://ioc-unesco.org/index.php?option=com_wrapper&view=wrapper&Itemid=100003" http://ioc-unesco.org/index.php?option=com_wrapper&view=wrapper&Itemid=1000032247th Executive Council (2014):  HYPERLINK "http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=14087" http://ioc-unesco.org/index.php?option=com_oe&task=viewDocumentRecord&docID=14087To see webpage of IOC Governing Bodies sessions:  HYPERLINK "http://ioc-unesco.org/index.php?option=com_content&view=category&layout=blog&id=29&Itemid=124" http://ioc-unesco.org/index.php?option=com_content&view=category&layout=blog&id=29&Itemid=124  Salvatore Arico (Ocean Sciences, Head IOC/OSS), Thorkild Aarup (Tsunami Support Unit, Head IOC/TSU), Henrik Enevoldsen (Harmful Algal Bloom Programme), Julian Barbire (Marine Policy and Regional Coordination, Head IOC/MPR), Peter Pissierssens (Data and Information Exchange, Head IOC/OST), Albert Fischer (Ocean Observing Systems, Head IOC/OOS).  A rapid assessment matrix of the reviewed documents presents a tabular summary of this section in Attachment 2.     Restricted Distribution IOC-XXIX/2 Annex 3 Add. Paris, 13 June 2017 English only INTERGOVERNMENTAL OCEANOGRAPHIC COMMISSION (of UNESCO) Twenty-ninth Session of the Assembly UNESCO, Paris, 2129 June 2017 Items 3.2.2 and 11.1 of the Provisional Agenda AUDIT OF IOC by external auditor of UNESCO: draft implementation plan IOC-XXIX/2 Annex 3 Add.1 page PAGE \* MERGEFORMAT4 IOC-XXIX/2 Annex 3 Add.1 page PAGE \* MERGEFORMAT5 IOC-XXIX/2 Annex 3 Add.1 IOC-XXIX/2 Annex 3 Add. 1 page PAGE \* MERGEFORMAT10 IOC-XXIX/2 Annex 3 Add.1 page PAGE \* MERGEFORMAT9 IOC-XXIX/2 Annex 3 Add. 1 page PAGE \* MERGEFORMAT11 IOC-XXIX/2 Annex 3 Add. 1 page PAGE \* MERGEFORMAT14 IOC-XXIX/2 Annex 3 Add.1 page PAGE \* MERGEFORMAT13   @k ۾}qbP>#h_;/hM5OJQJ^J_HtH#h_;/h_;/5OJQJ^J_HtHhVhV_HmH sH tHhV_HmH sH tHh>mH sH hk2hVmH sH hj.hV^JaJh_;/^JaJh?^J_H h_;/^J_H h_;/h_;/^JaJhq5:B*^JaJphh_;/h_;/5:^JaJ#h_;/h_;/5:B*^JaJphhV>*^JaJhq>*^JaJ  :5#gdyKtkd$$IflVk 6PE0244 laytV@$E&P#$-D/IfM gd?@$ 7$E&P#$/Ifa$gd_;/@$ 7$E&P#$/Ifa$gdV  ,n !$a$gd_;/ 7d&dG$Pgd_;/$a$gd_;/ 7d&dG$PgdVgdV =>%()c#Q$R$7'd(e()Ξ{jYjYG#h_;/h_;/OJQJ\^JmH sH  h_;/h_;/OJQJ^JmH sH  h_;/h_;/OJQJ^JmH sH .h_;/h_;/B*CJaJfHphq h_;/h_;/CJaJ#jh_;/h_;/5H*U_HtHh_;/h_;/5OJQJ\^Jh_;/h_;/OJQJ\^J#h_;/h_;/5OJQJ^J_HtH%jh_;/h_;/0J=OJQJU^Jh_;/h_;/OJQJ^J!!&"""#R$&7''e((A))8*-U/$ & F+d^`a$gd_;/\$ & F+dx*$G$a$gd_;/ $xG$a$gd_;/$a$gd_;/\$ & F*d*$^`a$gd_;/m$$ & F*dxa$gd_;/ $xa$gd_;/)))^0 1#1+3-3_33s:~:t;==>>>?%AAABBCDD E E1E2EuEõãuauauPuuu h_;/h_;/OJQJ^JmH sH &h_;/h_;/5>*OJQJ^JmH sH  h_;/h_;/OJQJ^JmH sH h_;/h_;/OJQJ^Jh_;/h_;/5>*OJQJ^J#h_;/h_;/5OJQJ^J_HtHh_;/h_;/CJH*\aJh_;/h_;/CJ\aJh_;/h_;/CJaJ#h_;/h_;/OJQJ\^JmH sH &h_;/h_;/H*OJQJ\^JmH sH U/ 135s:~:-<=E@%ACdDD E2EvEEFCI\$ & F,d*$^`a$gd_;/m$\$ & F,dx*$G$a$gd_;/ $xG$a$gd_;/$a$gd_;/ 7d&dG$Pgd_;/$a$gd_;/uEvEEJ4JKKKKK L!LJLKLLLMLOLLL M MＮngnXngHX=g=jh?h2Uh?h25CJOJQJaJh?h2CJOJQJaJ h?h2"h?h25CJOJQJ\aJ.h2h25OJPJQJ^J_HhmH sH +h25>*OJPJQJ^J_HhmH sH h@vxB*OJQJ^JphhmB*OJQJ^Jph&h_;/h_;/5>*OJQJ^JmH sH  h_;/h_;/OJQJ^JmH sH  h_;/h_;/OJQJ^JmH sH CIKKKKKL L Ld$Ifgd?$ dG$a$gdm&$ 7}d-D1$7$8$G$H$M ^}a$gdm&$ 7}d-D1$7$8$G$H$M ^}a$gd_;/$a$gd_;/ L!L"LKLLL`RRRd$Ifgd?kd$$Ifl4F?7&! t0&    44 lapyt?LLMLOLLKMrMbTTTTd$Ifgd?kd?$$IflF?7&! t0&    44 lapyt? 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