Welcome & thank you for attending the 4 th Sector Monitoring & Reporting Workshop

1. Welcome & thank you for attending the 4th Sector Monitoring & Reporting Workshop Gloucester, MA October 14-15, 2009

2. OVERVIEW – Data & Information Technology Systems Jim St. Cyr; NERO/FSO Joan Palmer; NEFSC/DMS Sector Workshop IV October 14-15, 2009

3. DATASETS • Sector Administration Data (Member Roster) • VMS Declaration (aka Stock Area Declaration) • Vessel Trip Reports (VTR) • Electronic Dealer Reports (EDR) • At-Sea Monitoring/NE Fisheries Observer Program data (ASM/NEFOP) • Discard Rates

4. SIMMSector Information Management Module • Provides four primary functions • Source system for purely sector information • Sector Membership Rosters • Sector Manager Contact Information • It aggregates and displays data from other source systems • Stock Records • Potential Sector Contributions • Annual Catch Entitlements • Discard Rate • Provides secure access for sector managers to send and receive information from NMFS • Download • VMS Declarations • VTR Data (Paper & eVTR) • Dealer Data • At-Sea Observer Data • Discard Rates • Summary Reports • Upload • Weekly Reports • ACE Transfers

5. Log into secure SIMM website Select dataset, desired elements, order of elements and date range for data. Desired data will download in CSV format Note: One query can be saved per dataset SIMMSector Information Management ModuleDownload

6. SIMMSector Information Management ModuleUpload • Log into secure SIMM website • Select the weekly report that you wish to upload to NMFS. • Desired data will be uploaded and a confirmation presented upon success.

7. VMS Activity Declaration Jim St. Cyr; NERO/FSO Sector Workshop IV October 14-15, 2009

8. And the good news is…. • Basically the same as today • VMS declaration must be sent prior to sailing • Beginning May 1, 2010, all multispecies vessels would be required to declare into one or more of four broad areas and would be required to declare the gear type to be used • All stock areas where fishing may occur would be required to be declared • If you start a trip under the wrong code you must return to port and declare the correct code. • If you have problems declaring contact the Office for Law Enforcement

9. Vessel Hails for Dockside Monitoring Mark Grant & Merrie Cartwright Sector Workshop IV 10/14/09

10. Hails – Responsibilities Vessel Operator is responsible for initiating hails: Trip Start: prior to departing port at the beginning of a sector trip. Trip End: 6h before landing for all trips at least 6h in duration or occurring more than 6h from port. For shorter/closer trips, immediately upon completion of the last tow. Transmission system Primary = electronic (e.g.,email via VMS) Backup (e.g., phone) if confirmation not received Hail goes to Dockside Monitoring Provider and Sector Manager; either must relay immediately to OLE (other option: direct email drop from vessel to OLE).

11. For what types of trips must sector vessels hail for DSM? • Any trips for which catch will count against sector Annual Catch Entitlements (ACE): • Groundfish • Monkfish • Skate • Non-trap Lobster • Trips for which groundfish catch is accounted for in a separate sub-ACL do not need to hail for DSM: • Shrimp fishery • Small-mesh whiting fishery

12. Hails – Required Information • Hail Trip Start: • vessel permit number • trip ID# (VTR number on the first VTR page of trip) • estimated trip duration • estimated landing & offloading times if trip will take less than 6h or occur within 6h of port • Hail Trip End: • vessel permit number & trip ID# • offloading location(s), including dock/dealer • estimated landing & offloading times • estimated weight of each species

13. Vessel Selectionfor Dockside Monitoring • DSM coverage overall (and for each Sector) has been set by the New England Fishery Management Council: • 50% of trips for the first year • 20% for subsequent years • Since less than 100% coverage, randomized vessel selection is needed – stratified so that sector’s gear types (and/or other major categories of fishing effort) are proportionally represented. • Sectors and/or their Dockside Monitoring Service Provider(s) are responsible for developing and implementing suitable randomization and vessel notification protocols. NMFS can provide a randomization model, if needed (see appendix). • During each sector trip, the Provider will notify the vessel (of DSM selection or waiver) in the Trip End Hail confirmation message.

14. Dockside Monitoring – Reporting Merrie Cartwright & Mark Grant Sector Workshop IV 10/14/09

15. Approval of Monitoring Providers • Approval of monitoring providers (both dockside and at-sea) will occur through the rulemaking process that approves sector operations plans and allocates ACEs. • The proposed rule will list the providers NMFS proposes to approve. Tentative publication date: Late December 2009 or early January 2010. • The final rule will list providers approved to provide dockside and/or at-sea monitoring. Tentative publication date: March 2010.

16. Dockside Monitoring – Vessel Responsibilities at Landing A vessel with DSM waiver must provide copies of VTRs and dealer receipts to Sector Manager within 24 hrs. A DSM-assigned vessel must wait for the monitor before beginning any offloading (unless notified that monitor has encountered an emergency). Offloads to more than one dealer or facility (from that one trip) must all be monitored. The DSM-assigned vessel must provide copies of all VTRs to the monitor. Any catch that is retained onboard after offloading must be coded as retained catch on the VTR(s).

17. Dockside Monitoring Report – Contents • Identifying information: monitor’s name, captain’s name, date, time, vessel permit, dealer permit, etc. • NMFS-required information: • Dealer scale certification (yes/no) • Ice + box weight tare estimate (if scale not tared) • Determination of whether all fish have been offloaded • Weight estimate of any fish being retained and the reason • Weight of offloaded catch by species (and market category, if culled) and dealer signature verifying weights or • Copy of the dealer receipt (in which case the monitor must sign the original).

18. Weigh-out Report Form – Sample from AIS’ Pilot DSM Study

19. Dockside Monitoring Report, cont. • Format can be paper forms and/or handheld electronic device. • Paper or electronic copies of VTRs (and dealer receipts, if used for weight tally) must accompany (or be included in) the monitor’s report. Original paper copies that are collected must be retained/archived. • Report should reach Sector Manager within 24h.

20. Dockside Monitoring Standards – Monitoring Offload to a Truck If the landings are weighed by a representative of the receiving dealer in front of a Roving Monitor before being loaded into a truck, the protocol is the same as previous (and the event is the final DSM event for that trip). Otherwise, all fish must be weighed in the presence of a DM at the receiving dealer(s) when the truck offloads – i.e., there will be an RM monitoring the vessel offloading and a DM monitoring the weighing.

21. Dockside Monitoring Standards – Monitoring Offload to a Truck, cont. The Roving Monitor (RM) must gather the same information as a DM, except weights and scale info. In lieu of recording measured weights, s/he must: Record the number of totes of each species and the captain’s estimate of the weight of each species in each tote. Ensure that each tote is tagged with identifying information (i.e., for the DM at the receiving end): trip ID RM name tote number species

22. Vessel Trip Reports Barry Clifford Sector Workshop IV 10/14/09

23. Vessel Trip Report Requirements • Vessels are required to complete a VTR prior to landing • Signed Original of the VTR is required by • NMFS • A Copy Goes to either • Dockside monitor or Sector manager • Submissions to NMFS must be received/postmarked by midnight Tuesday for trip occurring the previous week • Submissions to DSM must occur upon landing • Submissions to Sector Managers must occur within 24 hours of landing

24. VTR Requirements • VTRs must be completed for each statistical area, gear type and mesh size used on a trip • A trip is defined as when effort is put forth • A trip ends when any catch is first offloaded • All catch (including discards) associated with a single trip must be recorded on that trip’s VTR

25. VTR Data Elements - SMWR • Sector Managers will be receiving completed VTRs • Data elements critical to compiling and reconciling a SMWR include: • vessel permit number • date/time sail, land, offload • gear • mesh size • chart area • species • catch (kept & discards) • dealer permit number • VTR serial number

27. ELECTRONIC VTR • No eVTR program presently • NMFS recognizes the need and desire to go electronic • NMFS continues to work on policy and regulatory issues • GMRI pilot program • GMRI presentation Thursday afternoon

28. Information Management and Quality - Workshop IV Dealer Reporting

29. Reporting Requirements - Complete • Report all purchases/receipts by Tuesday midnight • Using approved electronic reporting method • Information required – • Dealer & vessel identifiers • Port & date of offload • Species, market category, amount purchased and units of measure • Price per unit of measure or value • VTR serial number

30. Reporting Requirements – Sector Manager Needs • Information required for Sector Manager’s Weekly Report • Vessel identifiers • Date of offload • Species, market category, amount purchased and units of measure • VTR serial number

31. NMFS Data Available to Sector Managers • Information required for Sector Manager’s Weekly Report • Vessel identifiers • Species, market category • Date landed • Live pounds • VTR serial number

32. New Requirements under Sectors • Work with dockside monitors • Allow access • Provide tally sheet • Species/market category/pounds • Sign tally sheet or dockside monitor’s report

33. Current Reporting Issues & Problems • Late – after Tuesday midnight deadline • Incomplete • Not all reports • Not all species • Missing or poor quality information • VTR serial number • Cannot link to other sources of trip information • Vessel identifier • Cannot assign to correct vessel

34. At-Sea Monitoring At-Sea Monitors NEFOP Observers Sector Workshop IV October 14 -15, 2009 Gina Shield Fisheries Sampling Branch

35. Trip Selection In order to meet required coverage rates… 48 hour pre-trip notification prior to sailing. NEFSC to establish a centralized system - phone, email, or website. Used to assign an observer/ASM or grant waiver. Vessel to provide: permit#, date/time/port of departure, gear, contact information.

36. ASM data and NEFOP observer data If selected… iPaq - ASM Rugged laptop – NEFOP observers Data collected electronically and submitted to NEFOP within 48 hrs of landing. Data availability: Preliminary within 48 hours NEFOP reviewed within 7 days NEFOP final within 90 days* Data to be QC’d and archived by NEFSC/NEFOP

37. ASM data and NEFOP observer data How Used? – derive discard rates Data format: Provided Haul by Haul: ASM or NEFOP Date Sailed Haul observed? Date Landed Gear Type Species (all req) Stat area Kept or Disc Disp Program code (US/Can) Live Weight NEFOP Trip Identifier Total # Hauls VTR Serial Number Data Status

38. Data Flow NERO -access to NEFOP obdbs -sector reports Sector Managers -web-based system to access the data -sector reports Requirements – yearly release authorization from the vessels to meet data confidentiality requirements.

39. Discard Rate Summary ImplementationIssues

40. Discard Rate Methodology Update • Methodology Being Devised • Details TBD on • Discard rate calculation algorithm • Observed trip discards • Determining sufficient observer coverage • Rates for other management programs – U.S./Canada, SAPs • External Peer-review • Aim to distribute/explain by March 2010

41. Discard Rate Data Structure • Two Sets of data provided to each sector: • Actual Observed Discards • Discard Rates • Three Types of Trips • Unobserved trips • Discards estimated by applying the discard rate to the total kept pounds • Observed trips (100% haul coverage) • Total observed discards for the trip • Observed trips (Less than 100% haul coverage) • Total adjusted for unobserved hauls

42. Discard Rate Data Structure • Discard rates by stratum - Available from portal. Sample data by March 1st. - All data updated weekly or better - Include updated indicator/date last updated

43. Tentative Timing of Discard Rates • Expected 48 hour NEFOP turnaround • Expected 24 hour NERO turnaround • Latest trip is on Saturday • NEFOP data available end of Monday • Discard rate will be available at noon on Wednesday • Availability of dealer receipt date

44. Quota Monitoring Methods Sector Workshop IV October 14-15, 2009

45. Incoming Data • Hail Start / Hail End reports • Vessel Reports • Dockside Monitoring Reports • Dealer Reports • Discard Rates

46. Timeline

47. Requirements and Rules

48. Submission Deadlines • Dealers are required to submit reports to NMFS by midnight Tuesday • Groundfish vessels are required to submit VTRs to NMFS by midnight Tuesday • Sector Managers are required to submit reports to NMFS by midnight on Thursday • There will be late reports from dealers & vessels. NMFS & Sector Managers will need to address the timeliness issue with seafood dealers & vessel operators. • Sector Managers’ reports will be updated as late reports are received. • NMFS will be recompiling internal weekly reports as new data are received. These will be cross matched with Sector Managers’ reports

49. Suggestions and Reminders • Sector Managers’ reporting schedule is aggressive • Don’t get behind with the reports & don’t be late as you approach an ACE • There will be no tolerance for consistently late reports or consistently inaccurate (e.g., reports always 2 to 3 weeks behind). • Let us know if a report will be late due to unforeseen circumstances. • Do not wait for late reports from vessels or seafood dealers.

50. Referrals to Enforcement • FSO will refer sector to OLE for: • consistent late reporting by Sector Managers • consistent incompleteness of reports wrt vessel fishing activity • discrepancies in reported location of fishing activity • failure to achieve 50% DSM as defined in Ops Plans • FSO will refer seafood dealers & vessel owners to OLE for: • late & incomplete reports • failure to address data quality issues identified by FSO staff