Local Data Management System - RarePlanet

Local Data Management System
Introduction:
One of the pressing challenges in Marine Protected Area management is setting up and maintaining a
local data management system that clearly lays out recording, summarizing/analyzing, reporting/feeding
back and data banking processes of key results indicators. While a data management system have
shown to work in some sites, there appears to be issues on either of the following: unclear measures,
absence of tools/methods, erratic membership, lack data storage and untapped use/purpose i.e. for
adaptive management. In fact data management could mean many different things with little or no feed
back to management. In most sites, data management refers to the recording of biophysical status, fish
catch monitoring results or apprehensions and enforcement activities. In some, they refer data
management as a one shot deal collection i.e. conducted only once in a year during fishery registration.
And in worst cases, data are less likely used as inputs during adaptive or strategic planning workshops.
Nevertheless, the most common issue is the lack of local personnel who can oversee the entire data
management system from recording to storing and discontinuity of personnel who are assigned per step
of the system. These issues can result into miscommunications among MPA managers/enforcers within
the ManCom, poor support from the LGU/department heads and a not so good perception by the
general community members. Eventually, if these issues continue, the whole management will collapse
thus adding to the annual average of 15% of MPAs experiencing management failures in the Philippines.
Setting up and maintaining a data management system is not an easy task but having one will surely
assist MPA managers in taking a headstart in communicating important and critical pieces of the status
of MPA enforcement, biophysical status and management at a regular basis. Second, this will improve
check and balance and accountability among managers/enforcers thus enhancing feedback. And last,
this will boost the morale of enforcers having their roles and functions laid out and being the forefronts
in conservation for food security. With this data management system, measures are agreed,
tools/methods were laid out, people resources will be trained/capacitated and data will be used for
adaptive and long term local planning purposes.
Here, we propose a data management system that primarily involves the MPA enforcers, Local
Monitoring Team representatives, CFs, ACFs and the whole organizational and operational structure
organized for the Marine Protected Area. This will involve 4 big steps, 1. Recording, 2.
Summarizing/Analysing, 3. Reporting/Feeding back, and 4. Storing. Particularly, this system will be
closely tied to the ongoing Pride Campaign in a given locality to achieve the following objectives:
1. Provide Conservation Fellows [CFs] a step by step process in updating the local data
management tool
2. Provide CFs a simple updating and reporting process on MPA management
3. Ensure that non-KAP measures are captured to describe how did the campaign fare
4. Provide a mentoring/coaching guide for MPA managers

Expected output per month:
1. Summarized logbook entries [1 pager];
2. Summarized documentation/attendance sheets of meetings/workshops [1 pager];
3. Accomplishment report [1 pager]; copies furnished to MAO/MENRO, Mayor’s Office, ManCom;
and
4. Data Management Tool informed and shared to PPMs and/or uploaded in RarePlanet at
quarterly basis for the review month.
Persons/offices involved in the data management system:
1. MPA enforcers/deputized fish wardens who will alternately inform the logbook and summarize
the entry of the logbook. They will also produce a simple accomplishment report to be shared to
the CF and ACF and to the whole ManCom on a monthly basis.
2. Local Monitoring Team who will consolidate the logbook entries. They will assist the MPA
enforcers/deputized fish wardens in consolidating logbook entries and draft an accomplishment
report for the ManCom.
3. The ManCom-who will compile all records/reports presented by the MPA enforcers and
monitoring team during the regular monthly meeting. The ManCom is also responsible in
discussing and deliberating the contents the summary and eventually draft a monthly
accomplishment report for the MAO/MENRO and Mayor’s Office.
4. CF and ACF who will mentor the MPA enforcers and Local Monitoring Team members in logbook
updating and summarizing; and who will update the Data Management Tool spreadsheet.
5. PNP who may share their police blotter entries to the MPA enforcers/local monitoring team for
consolidation of monthly reports.
6. The general public-who will become the source of information using the hotline or thru personal
communication with the MPA guards/ManCom.
7. MAO/MENRO [Municipal Agriculture Office/Municipal Environment and Natural Resource
Office]-this office will become the final repository of all information i.e. the data hub.
8. The Mayor’s Office-will be furnished with a copy of the accomplishment report.
Documents needed and/or sources data:
1. Data Management Tool. An excel spreadsheet used to capture agreed metrics set forth for
tracking for each campaign status.
2. Logbook-a primary source of information lodged in the guardhouse and maintained by MPA
enforcers.
3. Issue and violations map-a simple base map showing MPA boundaries and the strategic areas of
concern i.e. common locations intruded, type of gear used and etc.
4. Monitoring board-a white board or tarpaulin installed in the guardhouse showing guarding
schedule, monthly activities, list of apprehensions and areas of concerns.
5. Documentations/attendance sheets on meetings/activities/ and workshops and policies drafted
relating to the Campaign.

6. Police blotter-a recording tool lodged in the PNP office that may capture fishery related issues
involving apprehensions and violations
7. Hotlines-a dedicated phone/cell phone number or radio frequency that is accessed by the
general public to report/communicate MPA related issues involving non compliance and
intrusions.
8. Personal communications-a report based on personal talk on MPA related issues involving non
compliance and intrusions.
When to update data and report: Monthly [every 4 th week of the Month or a few days before the regular
monthly ManCom meeting]
Who will meet? The Management Committee [about 5 to 10 individuals] with representatives from the
MPA enforcement team and Local Monitoring Team.
Monthly Updating Steps:
[1.] a. MPA enforcers and LMT members inform
the logbook, monitoring board, issue and
violations map, hotlines, police blotter and etc;
b.CF and ACF keep documentations meeting
and activity
[5.] CF and ACF to inform
Data Management Tool and
share to PPM at monthly
basis and uploaded to
RarePlanet at quarterly basis
[2.] MPA enforcers and LMT summarizes logbook
entries and information comng from other tools ; CF and
ACF summarizes documentations of key activities
[attendance, number of men vs. women] and capture
other measures such as number of volunteers, amount
of donations, new policies passed
[4.] ManCom, Representatives from
MPA enforcers, monitoring team with
the guidance of CF/ACF write and
furnish copies of reports to the
MAO/MENRO, Mayor's Office, TWG
and the Barangay Council
[3.] MPA enforcers, LMT, CF and ACF
meet and present summaries of
reports to the Barangay Council, the
Management Committee [at monthly
basis] and to the TWG at quarterly
basis

1. Inputting of information in logbook and gathering of meeting documentations
a. MPA enforcers and Local Monitoring Team members will input entries in the logbook
[see appendix for the format and sample entries], issue and violation map, monitoring
board and others on the following information:
i. Number of guarding hours per person
ii. Number of gasoline used for the month
iii. List if paraphernalia turned over to who
iv. List of activities conducted/performed by the MPA guards on duty
v. Number of guards in a day/month
vi. Number of visitors
vii. Provenance of visitors
viii. Purpose of visit
ix. The details of apprehension
x. List of actions/processes taken by guards when there are intruder sightings
xi. List of processes the enforcers will do when there is apprehension
xii. Other activities the MPA guards conducted during duty hours
xiii. Location of critical areas
xiv. Number of reports thru hotline
xv. Number of reports thru personal communication
xvi. List of guarding schedule for the month
xvii. List of targeted activities for the month and accomplishments
b. CF and ACFs will gather and review all meeting/activity/workshop documentations
which will inform the following:
i. List of meetings/activities/workshops conducted;
ii. List of attendees to meetings/activities/workshops;
iii. List of ManCom members in every meeting;
iv. List of women participants;
v. List of men participants;
vi. List of fisherfolk participants;
vii. List general community member participants;
viii. Workshop evaluation responses [pre and post];
ix. List of volunteers showing interest to support MPA [non ManCom members];
x. List of drafted support policies for MPAs; and
xi. List of venues used for MPA discussions [market, church

2. Data summary
a. MPA enforcers/LMT members summarize/get totals of the numbers entries from the
logbook into chunks. Example:
i. Number of hours of guarding in a month [ex: 720 hours];
ii. Average number of hours in guarding per month [ex: 8 hours];
iii. Number of failed attempts to intrude MPA [ex: 7];
iv. Number of apprehensions [ex: 10];
v. Number of cases filed [ex: 2];
vi. Number of intruders from neighboring barangays [ex: 6];
vii. Number of intruders from other municipalities [ex: 13];
viii. Number of pumpboats passing thru the NTZ [ex: 20]; and
ix. Number of gasoline [in liter] used in a month [ex: 11.
b. CF and ACF will summarize the number of attendees and key discussion
i. Number of meetings/activities/workshops conducted
ii. Number of attendees to meetings/activities/workshops
iii. Number of ManCom members present in a meeting for the month
iv. Number of women participants
v. Number of men participants
vi. Number of fisherfolk participants
vii. List general community member participants
viii. Workshop evaluation responses [pre and post]
ix. Number of volunteers showing interest to support MPA [non ManCom
members]
x. Number of drafted support policies for MPAs
xi. Number of venues used for MPA discussions [market, church
3. Presentation of summary reports during the regular monthly Management Committee meeting
a. MPA enforcer representative and LMT representative will report summarized logbook
entries using powerpoint slides or manila paper as stated in Number 2a. CF need to
guide LMT or MPA enforcer representative on the format of the presentation.
b. CF and ACF will report items in Number 2b. If no number is reported for each of the
categories in Number 3 then just report 0 [zero] where applicable.
4. Writing of consolidated report [see appendix for the format]. After the presentation of
summary, the ManCom secretary will capture comments and consolidate all information and
reflect it in a simple one pager written report. This report will be signed by ManCom chair.
Multiple copies of the report will be printed and furnished to the MAO/MENRO, Office of the
Mayor, ManCom Secretary.

5. CF and ACF [potentially with the help of MPA enforcers and or LMT representative] will now sit
down and update the Data Management Tool spreadsheet then share to PPMs at monthly basis.
Roles and functions:
1. Conservation Fellow
a. Ensure that an ACF is installed to assist CF in monitoring;
b. Oversee the processes in updating the Data Management Tool;
c. Oversee the recording of logbook;
d. Oversee all activities relating to monitoring
e. Mentor the MPA guards in data entry in logbook
f. Oversee the overall process in data updating and reporting
g. Mentor the ManCom secretary in writing a one pager report [consolidated summary of
numbers]
h. Inform the DMT and share to PPMs at monthly basis; upload in RarePlanet at quarterly
basis
2. Local Monitoring Team
a. Conduct a regular check of the logbook and the MPA guards/enforcers [weekly]
b. Consolidate summary of reports prepared by the MPA enforcers and LMT members.
These reports include all records in the logbook [number of hours of guarding, number
of apprehensions, number of intrusions, number of intrusions converted into
apprehension, number of apprehensions converted into court decisions], police blotters,
accomplishments for the month such as number of gasoline uses, salient
points/discussions during monthly meetings.
3. MPA enforcers/deputized fish wardens
a. Inform the logbook, monitoring board,
b. Record all activities during guarding
c. Prepare summary of logbook
d. Coordinate with PNP for support and access to the police blotter
4. Management Committee
a. Prepare an accomplishment report based on the summaries presented by the MPA
guards and observations of the monitoring team at monthly basis
b. Provide assistance to the MPA guards and monitoring team
c. Present updates to the TWG at quarterly basis
d. The chair will call and preside the monthly meeting

Monitoring tools and how to set up and maintenance:
Tools How to set up How to maintain
Violation and issue
Maps
Monitoring board
Hotlines
3 logbooks [daily time
record, violations and
apprehensions,
visitors]
1. Meet with ManCom for the design
2. Finalize design and print or paint
[tarpaulin, plywood,
cartolina/cardboard]
3. Install in Barangay Hall, guardhouse,
MAO and PNP office
4. Create a clear SOP as to handling,
placement and people involved in
populating/updating it
5. Assign numbering/coding of issues;
assign numbers and codes to logbook
pages
1. Meet with ManCom for the design
2. Finalize design and print or paint
[tarpaulin, plywood,
cartolina/cardboard]
3. Install in in Barangay Hall, guardhouse,
MAO and PNP office
1. Meet with ManCom for the
recording/reporting and responding
flow, people involved, materials, and
the dissemination of hotline numbers
2. Establish a hotline number [and the
hardware i.e. Cellphone], disseminate
information on the flow thru
billboards
3. Establish a logbook for recording
4. Conduct regular checking of the flow
and records
5. Triangulate and validate reports
1. Meet with ManCom to discuss the
logbook system, needed personnel,
materials and start date.
2. Establish a logbook system that
includes recording and reporting. Buy
good quality logbooks and reinforce
with binder; cover with plastic for
more protection
3. Orient users [MPA enforcers, some
monitoring team members]
4. Store in a secure, climate proof place
[guardhouse]Conduct weekly checking
of logbooks
Quarterly updating during
ManCom meeting
Monthly updating, write in
logbook the sender and message,
use codes in sending messages,
change codes as often if possible
to avoid familiarity by violators
budget for load and materials,
create an SOP in managing the
hotlines, transfer logbook entries
to separate report forms

Police blotter
Minutes of meetings
[TWG and ManCom
and Enforcement
Team]
5. Backup the entries in logbook
6. Prepare monthly summary
7. Integrate with the law enforcement
plan
1. Meet with PNP in the locality and
discuss the need to tap/access police
blotter record i.e. fishery related
2. Establish coordination with at least 1
designate PNP personnel who will
handle fishery related issues or
communicate with the ManCom or
MPA enforcers
3. Establish updating/reporting of police
blotter vis a vis enforcement updates
4. Prepare back-up and consolidate entry
into databank/useable format for easy
retrieval
5. Contact PEDO/invite them to lecture
on police blotter and reporting
6. Prepare laymanize/standardize report
7. Attach this report as annex in any
other reports-like ManCom reports
1. Meet with ManCom and set up
processes on things to do before,
during and after the meeting. If
possible, come up with a simple
documentation/reporting-inventory of
assets, fuel expenses top issues of the
month, summary of
apprehension/intrusions etc.
2. Agree on meeting dates, documenter
and agenda
3. Agree on the reporting process from
the committees
4. Agree on a simplified monthly
accomplishment report that will
capture the whole meeting.
Transfer inputs into a safe place;
Don’t just lend pertinent
documents to anybody without
checking it out; Monitor status of
equipment and supplies

Appendix __. Reporting Format (To LGU/Network) (this could be the basis in releasing their incentives)
Rare Marine Protected Area
Brgy. Belderol, Tagbilaran City
MONTHLY ACCOMPLISHMENT REPORT
January __, 2013
For the month of January 2013, this is the report of the MPA Management Committee on the status of
the Rare Marine Protected Area:
A. Status of CLE Assets including Guardhouse and Marker Buoys: Ang kapote, flashlight kompleto
pa. Dunay klaro nga turn over sa mga gamit gikan sa muTime-out paingon sa muTime-in. Ang
radio ok pa. Ang guardhouse kinahanglan na ilisan ug isa ka pligo nga atop.
B. Patrol Boats and Fuel/Oil: Ang patrol boat daghan sisi. Nabali ang katig kay kusog ang balod sa
dahikanan. Nakagamit mi ug 20 ka litro nga gasoline kay sige mi patrolya.
C. Apprehensions Recorded: Sigon sa Makita sa logbook sa bulan sa Enero dunay 15 ka pumpboat
nga nadakpan. Ang tanan detalye naa sa logbook.
D. Highlights of Activities and Accomplishments: Amo giayo ang tarik sa pumpboat.
Nakapanghinlo mi sa mga sisi sa buya. Nakadakop mi ug 15 ka mananagat nga nisulod sa MPA.
E. Issues and Concerns: Gahi ug ulo ang mga nadakpan, kay bisan gibadlong musulod gyud. Kulang
ang among budget sa gasoline karon bulana. Naay mga miembro sa Enforcement Team/Bantay
Dagat nga wala muduty.
F. Others: Naghulat mi sa dugang pundo gikan sa OMA aron makapadayon ang among patrolya.
Submitted this ____ of January 2013.
Prepared by:
Berong Gonsales
Team Leader
Received by: (LGU – MAO or FT); PNP by COP

Appendix __. Suggested logbook formats.
Suggested Format for Daily Time Record Logbook
Etsa Oras Pangalan Unsa ang giturn-over/unsa
In Out
ang gidawat
November 4:10 PM Jimmy Romo Among gidawat ang
21, 2012
Vicente Mayor teleskopyo, pito, pumpboat,
kapote ug flashlight gikan
kang Kapitan Ruben ug
Kapitana Ching
November 22 3:30 PM Jimmy Romo
Vicente Mayor
3:15 PM Pabling Borja
Jefry Garcia
Among giturn-over ang
teleskopyo, pito, pumpboat,
kapote ug flashlight ngadto
kang Pabling Borja ug Jefry
Garcia
Among gidawat ang
teleskopyo, pito, pumpboat,
kapote ug flashlight gikan
kang Jimmy Romo ug
Vicente Mayor.
Activities/observations
Si Jimmy Romo ug Vicente
Mayor dili pa magsulat diri
kay mao pa man pagsulod
nila. Adto na sa sunod nga
linya diin paingon na sila mo
OUT.
1. Nagkuha mi ug sisi sa
mga boya
2. Nanguha mi ug dap ag
sa sanktuaryo-20
kanuok among
nakolekta-among
gilubong sa mga balas
ang mga dap-ag
3. Nakakita mi ug 3 ka
pumpboat nga niagi sa
sa may buffer zone
4. Among gibadlong ang
mga nanagat sa lilang.
Isa ka pumpboat, tulo
ka tawo ang namokot
nga taga Esperansa. Sila
mao si Jose Rizal ug
Diosdado makapagal.
Wala pa silay nakuha
nga isda. Amo silang
gipapirma diri sa
logbook nga dili na
muosab. Amo sila
giingnan nga
muatobang sa Kapitan
ugma.
Si Pabling Borja ug Jefry
Garcia dili pa magsulat diri
kay mao pa man pagsulod
nila. Adto na sa sunod nga
linya diin paingon na sila mo
OUT.
Pirma
Pirma diri
ni Jimmy
ug Vicente
Pirma diri
ni Jimmy
ug Vicente
Pirma ni
Pabling
Borja ug
Jefrey
Garcia
November 23 2:50 PM Pabling Borja Among giturn-over ang 1. Among gibadlong ang Pirma ni

Jefry Garcia
3:00 PM Loloy Antigua ug
Simon Santos
teleskopyo, pito, pumpboat,
kapote ug flashlight ngadto
kang Loloy Antigua ug Simon
Santos
Among gidawat ang
teleskopyo, pito, pumpboat,
kapote ug flashlight gikan
kang Pabling Garcia ug
Simon Santos.
mga nanagat sa lilang.
Isa ka pumpboat, tulo
ka tawo ang namokot
nga taga Esperansa. Sila
mao si Jose Rizal ug
Diosdado makapagal.
Wala pa silay nakuha
nga isda. Amo silang
gipapirma diri sa
logbook nga dili na
muosab. Amo sila
giingnan nga
muatobang sa Kapitan
ugma.Nagkuha mi ug
sisi sa mga boya
2. Nakakita mi ug 3 ka
pumpboat nga niagi sa
sa may buffer zone
3. Nanguha mi ug dap ag
sa sanktuaryo-20
kanuok among
nakolekta-among
gilubong sa mga balas
ang mga dap-ag
Si Loloy Antigua ug Simon
Santos dili pa magsulat diri
kay mao pa man pagsulod
nila. Adto na sa sunod nga
linya diin paingon na sila mo
OUT.
Pabling
Borja ug
Jefrey
Garcia
Pirma ni
Loloy
Antigua ug
Simon
Santos
Suggested Format for Visitors Logbook
Date Pangalan Organization-
Katungdanan-
Address
December 29,
2012
Pablo Rojas
Rare-Tagbilaran
Bohol
January 14, 2013 Divina Lade Rare-Tagbilaran
Bohol
February 4, 2013 Brooke Sadowsky Rare-Tagbilaran
Bohol
Tumong/tinguha
Magobserve sa
sitwasyon sa tibuok
MPA
Makig istorya sa mga
kababayin-an
Makig istorya sa mga
kababayin-an
Pirma

Suggested Format for the Apprehensions Logbook
Page from DTR
logbook/Date/Time
Page 20/ November
12/9:15 PM
5 Ws and 1
H
Unsa:
Kanus-a:
Kinsa:
Asa/Taga
asa:
Ngano:
Gi-unsa:
Detalye
1 ka pumpboat; color Pula ug puti nga
dunay marka nga BAD BOYS sa parka
nisulod sa NTZ; ang ilang gamit pukot nga
pino ug mata para balo, 16 ka dupa ang
gitas-on sa pukot
November 12, 2012 alas 9:15 ang oras;
kusog ang balod ug ulan-ulan
Ang sakay sa pumpboat mao si Fermin
Tuyom [40 anyos] ug Rico Pusit [39 anyos]
Nadakpan namo sila dapat sa buya sulod
sa NTZ; sila taga pikas Munisipyo
Wala sila kabalo nga naa na sila sulod sa
NTZ
Gipaadto namo sa sa guardhouse aron
tagaan ug pahinumdum ug amo sila
gipapirma nga dili na muosab
Pirma
Page 27/ January 16/1:38
AM
Unsa:
Kanus-a:
Kinsa:
Asa/Taga
asa:
Ngano:
Gi-unsa:
1 ka pumpboat; color Pula ug puti nga
dunay marka nga BAD BOYS sa parka
nisulod sa NTZ; ang ilang gamit pukot nga
pino ug mata para balo, 16 ka dupa ang
gitas-on sa pukot
November January 16, 2012 ala 1:38 ang
oras sa kaadlawon; kusog ang balod ug
ulan-ulan
Ang sakay sa pumpboat mao si Fermin
Tuyom [40 anyos] ug Rico Pusit [39 anyos]
Nadakpan namo sila dapat sa buya sulod
sa NTZ; sila taga pikas Munisipyo
Wala sila kabalo nga naa na sila sulod sa
NTZ
Amo sila gidakop ug gipaatubang sa kapita
kay ikaduha nanila ni nga
pagpanamastamas sa among NTZ