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II.2-12GUIDE TO HYDROLOGICAL PRACTICES(b) Establishing the Hydrological Service as a Stateownedenterprise and administering publicfunds on the basis of a contract for definedoutputs and services. In the extreme, thecontract could be awarded on a competitivebasis, potentially to another provider;(c) Introducing a government contract betweenthe appropriate Minister and/or the Ministerfor Finance and the director of the HydrologicalService, to provide defined outputs and services.The director of a Hydrological Service is unlikelyto have much influence on such a decision, whichwill reflect overall government policy. However,the director should seek guidance from other directorsin similar circumstances, either in otherorganizations in the same country or HydrologicalServices in other countries, and attempt to negotiatecontractual arrangements that provide themost favourable conditions for future work.Lastly, it is worth recalling that a way of increasingeffective revenue is to reduce costs, for example, bymoving from paper-based to Internet-based disseminationof information. Of course, the Serviceshould ensure that the quality of the product orservice does not suffer, but is preferably enhancedfrom the user’s perspective.2.5.2 Budgeting and monitoringfinancial performanceBudgeting should be an integral part of annualplanning. As the Hydrological Service defines itsproposed programme of objectives and activities, itwill need to define the associated costs and, throughan iterative process, revise the proposed programmeso that its cost is consistent with likely revenue. Justas it is desirable for operational staff to be involvedin annual planning, so too should they be involvedin setting the budget. They will, after all, have towork with and within it.As a rule, Hydrological Services that are parastatalor state bodies, budgeting procedures and timetablesare strictly defined. The annual planningprocess must therefore be timed accordingly.The Hydrological Service is likely to be requiredto submit its budget in a defined format to itsparent organization, in terms of specified lineitems in a chart of accounts. The managers ofthe Service should ensure that the internal processof preparing a budget provides an end resultthat can readily be converted into the requiredformat, but may prefer to use a format that ismore appropriate to the Service’s business orsimpler to use.The completed budget should be a key componentof the annual plan and a means of monitoringperformance against the plan.2.5.3 Asset managementIn simple terms, the purpose of asset managementis to ensure that the value of the organization’sassets is maintained, and therefore that the organizationcontinues to be a going concern that has theresources to do business. Therefore, it is of considerableimportance to all managers and staff of aHydrological Service. Asset management basicallyinvolves acquisition, replacement, mainten ance,protection and disposal of assets.2.5.4 Database securityA Hydrological Service’s single most important assetis its database. Means of protecting this asset willdepend on the data storage media that are used, butthere is no doubt that the director of a Service mustensure that it is protected. In a number of countries,data rescue projects have been necessary togather together all data – original records, usuallyon paper – place them in a secure location andconvert them into an electronic format that is moremanageable on a long-term basis. Such projects,admirable though they may be, should becomenecessary only under circumstances completelybeyond the control of the Hydrological Service.There can be few excuses for a director who allowshis Service’s basic asset to be degraded.Paper media, for example, observers’ notebooks,recorder charts and machine-punched tapes, areinvaluable because they usually provide the originalrecord that must be consulted if questions ariseabout data validity, or if data reprocessing isrequired for some reason. They should be stored insuch a way that they will be subject to the smallestpossible degree of damage by insects, water, rot,sunlight, fire, earthquake or simple loss. Originalrecords should be the responsibility of a singleoffice; if such an arrangement is not possible,however, the same person in each office in whichthe records are stored should be responsible forthem. Whatever the case, the location of originaldocuments should be carefully tracked, for example,if they are released for reprocessing. If aHydrological Service does not have the facilities orexpertise to permanently archive its paper media,the national archive, museum or library may beable to assist.As paper media are subject to deterioration, copiesshould be made. Commonly, microfilm or
CHAPTER 2. HYDROLOGICAL SERVICESII.2-13microfiche copies are made, but the obsolescenceof this technology presents difficulties for thefuture. Electronic storage of scanned images isnow an economical alternative, using CD-ROMsor other even higher density media. In this case,technological obsolescence is perhaps an evengreater concern than microfilm; thus theHydrological Service will need a procedure forregular migration of electronic archives ontosuccessive generations of storage media.The secure long-term storage of original andprocessed records in electronic form, for example,incoming telemetered data, or an entire computerdatabase, requires procedures that are not so muchsophisticated as disciplined. It is essential to makeregular, frequent backups of data, followingrigorously defined procedures so that data are notlost before they reach the archive, and to makeliberal comments on archived data so that subsequentusers can understand any changes that have beenmade.References and further readingAustralian Bureau of Meteorology, 1995: Long-term Plan1995–2010. Commonwealth of Australia, Bureau ofMeteorology, Melbourne.———, 2005: Strategic Plan 2005–2010. Commonwealthof Australia, Bureau of Meteorology, Melbourne(http://www.bom.gov.au/info/leaflets/strategic-plan-2005-10.pdf)———, 2006: Operational Plan 2005–06. Commonwealthof Australia, Bureau of Meteorology, Melbourne.European Commission, 2000: Directive 2000/60/EC ofthe European Parliament and of the Council of23 October 2000 establishing a framework forCommunity action in the field of water policy. WaterFramework Directive, European Union, Brussels(http://www.wmo.ch/pages/prog/www/ois/Operational_Information/coolC14Sky/VolumeD/Amendments/AdditionalDataProducts/02_Resolution%2040.pdf).International Organization for Standardization, 1983:Measurement of Liquid Flow in Open Channels. ISOStandards Handbook 16, Geneva.World Meteorological Organization, 1994: The LegalBasis and Role of Hydrological Services (M.P. Mosley).(WMO/TD-No. 602), Geneva.———, 1995: Abridged Final Report with Resolutions of theTwelfth World Meteorological Congress (WMO-No. 827), Geneva.———, 1999: Abridged Final Report with Resolutions of theThirteenth World Meteorological Congress (WMO-No. 902), Geneva.———, 2001a: The Role and Operation of NationalHydrological Services (P. Mosley), Technical Reports inHydrology and Water Resources No. 72 (WMO/TD-No. 1056), Geneva.———, 2001b: Exchange of Hydrological Data and Products(P. Mosley), Technical Reports in Hydrology andWater Resources No. 74 (WMO/TD-No. 1097),Geneva.———, 2006: Technical Regulations. Volume III –Hydrology (WMO-No. 49), Geneva.———, 2007a: Basic Documents. No. 1 (WMO-No.15),Geneva.———, 2007b: WMO Strategic Plan (WMO-No. 1028),Geneva.———/United Nations Educational, Scientific andCultural Organization, 1997: Water ResourcesAssessment: Handbook for Review of NationalCapabilities. Geneva and Paris.
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