Observer program management structures will differ from country to country and are largely a reflection of local conditions and manpower resources. In the Canadian Scotia-Fundy Region twelve people (includes data entry and administrative support staff, project manager, and project and scientific authorities) are attached to the program, either on contract or as government employees. However, looking only at the operational aspect which is charged with delivering a quality data package, then five key people are involved: project manager, data quality coordinator, two field technicians, and a secretary (figure 31). Together, these five people operate the program and maintain the working standards of the observer corps. The responsibilities assigned to each of these members assures the attainment of consistent data quality and timely delivery. Before delineating these individual responsibilities it is worthwhile outlining the functions of the scientific and project authorities.
The dual mandate of the observer program, i.e. compliance monitoring and biodata collection, was described in Part II. It should be evident at this point that the duality of purpose makes this not only a very cost effective operation but also that the two roles are very compatible and that to do one without the other would be a serious waste of potential. The onus for defining the scope of the project, establishing work plans and deployment strategies, maintaining budgetary control, liaison with industry and foreign fishing representatives, initiating deployments and collating data for access by user groups (scientists and managers) rests with the project and scientific authorities. The working relationship between these two people, one from the Research Branch and one from the Operations Branch, guarantees that the observer program is a joint effort able to meet the needs of both groups while simultaneously enhancing the cross-flow of information and knowledge.
Utilizing a flexible team approach each member of the management group is prepared to participate in the administration and control of all the essential components of the work plan.
The Project Manager is responsible for the overall administration of the Program. In this context, his principal mandate will be the attainment of program objectives. To ensure that he fulfills this mandate, he is accorded authority over and is ultimately accountable for:
| (1) | Performance of the Data Quality Coordinator to ensure that: | ||
| - | A quality trip report and data package is delivered; | ||
| - | Research is conducted into data collection methods, to facilitate identification and solving of problems interfering with the collection of quality data; | ||
| - | Observer knowledge and expertise is maintained through continuing education and evaluation; | ||
| - | Observer corps strength is maintained through training of new observers. | ||
fig. 33 Observer Program Management Structure (Atlantic Canada)
| (2) | Performance of the Field Technicians to ensure that: | ||
| - | They assist him in the design, analysis and preparation of field and special enforcement and scientific reports, as well as fishery by fishery summaries and other management technical reports; | ||
| - | They effectively assist the Data Quality Coordinator in the assignment of trip requirements (i.e. briefings), and the verification of trip reports and data packages (debriefings); | ||
| - | Observer performance is effectively monitored at sea; | ||
| - | The Department is provided with a timely report summarizing their observations while in the field; | ||
| - | They contribute to continuing education and new observer training under the immediate supervision of the Data Quality Coordinator. | ||
| (3) | The design and preparation of technical reports. | ||
| (4) | Liaison with Project and Scientific Authorities. | ||
| (5) | General administration including call ups, deployments, payroll, travel arrangements, scheduling of briefing and debriefing, meetings, deliveries, design and administration of internal reporting system, monitoring of program funds, and conformance to work plan. | ||
| (6) | Personnel administration, including discipline, grievances, job enrichment, recruitment and attrition. | ||
The Data Quality Coordinator will report to the Project Manager while exercising the principal operational mandate for data quality. In addition, he will have the following specific responsibilities:
| (1) | Data Quality Control | ||
| - | To brief observers; appropriately tasking the collection of data in accordance with stated requirements. | ||
| - | To verify trip reports and data packages in the context of briefing instructions; to evaluate trip specific performance. | ||
| (2) | Evaluation of Data Collection Methods | ||
| - | To identify inaccurate or unreliable data collection methods. | ||
| - | To establish appropriate methodologies for their investigation. | ||
| - | To provide recommendations in the medium of a report regarding modifications to methods of data capture. | ||
| (3) | Reports and Fishery Summaries | ||
| - | To assist the Project Manager and Field Technicians with the
analysis of observer data pertaining to the compilation of reports on specific fisheries or specific operational areas (i.e. product types). | ||
| (4) | Training | ||
| - | To assist the Project Manager with continuing education and new observer training. | ||
The two field technicians will be assigned the following responsibilities:
| (1) | Field Projects | ||
| - | To identify potential enforcement or scientific problems and establish appropriate methodologies for data capture to clearly define such areas. | ||
| - | To assist in the definition, design, execution and report preparation phases of field projects with special enforcement or scientific objectives. | ||
| (2) | Special Reports and Fleet Summaries | ||
| - | To conduct analysis and correlation of observer data and prepare special reports on specific fisheries on a country by country basis. | ||
| - | To compile reports on specific operational areas (i.e. fish meal, product types, sampling areas). | ||
| (3) | Data Quality Control | ||
| - | To assist the Data Quality Coordinator, when required, with briefings and debriefings. | ||
| (4) | Performance Monitoring | ||
| - | To go to sea on a routine basis to monitor observers' working habits and task completion schedules; and to prepare reports summarizing their observations. | ||
