Training course on biodiversity data publishing and fitness-for-use in the GBIF Network, 2011 edition Strategies and Action Plans for Biodiversity Data Discovery and Publishing Presenter ( ) Role Organization Buenos Aires (Argentina) 29 September 2011

Summary This presentation introduces the concept of strategies and action plans for biodiversity data discovery and publishing: why are they important, and which are the different steps needed to efficiently define and execute them. This presentation is based on a similar one by Vishwas Chavan, Senior Programme Officer for DIGIT at the GBIF Secretariat.

Outline Rationale Concept Components Resources Questions & answers

Outline Rationale Concept Components Resources Questions & answers

Rationale: Global context "a wake-up call for humanity." “If the world made equivalent losses in share prices, there would be a rapid response and widespread panic.“

Rationale: Global context Netherlands Environmental Assessment Agency (2010) Rethinking Global Biodiversity Strategies: Exploring structural changes in production and consumption to reduce biodiversity Loss.

Rationale: General Public World governments fail to halt biodiversity loss Reuters UK GLOBAL: World fails to meet biodiversity target University World News Biodiversité: objectifs non atteints selon l'ONU AFP Third of all plants and animals 'at risk of extinction‘ Times Online Biodiversité : les solutions de l'ONU pour éviter la catastrophe Le Figaro UN fears 'irreversible' damage to natural environment AFP International call for 'bailout' plan to safeguard biodiversity NY Times World risks irreversible biodiversity loss The Hindu

A simplistic view: one of many scenarios! Content Rationale: useful data Environmental and human well-being Publishers Science Policy

Rationale: data in the GBIF Network In September 2011 ± 300 million records ± 340 publishers datasets

There is a taxonomical bias… Rationale: data in the GBIF Network

…that increases over time… Animalia Rationale: data in the GBIF Network

…. Mostly due to bird data. Rationale: data in the GBIF Network

Rationale “…The development of a Global Strategy and Action Plan for the Mobilization of Natural History Collections Data must be guided by a single basic principle: user demand must be the driver of the detailed digitization of individual specimens.” Berendsohn et Al Recommendations of the GBIF Task Group on the Global Strategy and Action Plan for the Mobilization of Natural History Collection Data. Biodiversity Informatics, 7, 2010, pp Walter Berendsohn et.al., 2010

Rationale “…Priorities should be set either according to the demand from on-going or projected research, or in accordance with socio-political demands (Conventions, etc.).” Walter Berendsohn et.al., 2010 Berendsohn et Al Recommendations of the GBIF Task Group on the Global Strategy and Action Plan for the Mobilization of Natural History Collection Data. Biodiversity Informatics, 7, 2010, pp

Outline Rationale Concept Components Resources Questions & answers

Outline Rationale Concept Components Resources Questions & answers

Concept: definitions A data discovery and publishing STRATEGY is a high level plan on how a country/organization should better organize its data publishing efforts, in order to achieve a maximum impact of the resources invested to that end. A data discovery and publishing ACTION PLAN is a specific proposal on how certain objectives defined in the strategy can come to reality. It contains all the details related to resources needed and how to mobilize them, timelines, expected products, and contingency plans.

Concept: targets A data discovery and publishing strategy should aim at: 1.State the current situation regarding data mobilization; 2.Adapt its level of detail to the institutional level addressed; 3.Deliver the data required to define and implement national or institutional biodiversity policies; 4.Guide new data collection and dissemination; 5.Draw investment, socio-political support and recognition for data discovery and publishing;

Outline Rationale Concept Components Resources Questions & answers

Outline Rationale Concept Components Resources Questions & answers

Content Needs Assessment Content Gap Analysis Data Discovery & Publishing Strategy Action Plans & Business Proposals Resource Mobilisation & Execution Performance Evaluation & Monitoring Components of the Data Discovery & Publishing Strategy Components

Content Needs Assessment Content Gap Analysis Data Discovery & Publishing Strategy Action Plans & Business Proposals Resource Mobilisation & Execution Performance Evaluation & Monitoring Components of the Data Discovery & Publishing Strategy Components

Content Need Assessment: Objective Objective: define the purpose of data publishing Extend and adequacy of current data Accessibility Intended uses Barriers for use Needs Priorities

Content Need Assessment: Audience Target audience: Diversity is the key! Geographic scope: local, regional, national, global Thematic scope: agrobiodiversity, marine, invasives, fresh waters Role: decision makers, scientists, conservation societies, private industry… Focus: management, conservation, education, specific taxonomic groups/areas, …

Content Need Assessment: Steps 1 Purpose and objectives 2 Target audience 3 Methods 4 Design the survey 5 Collection, analysis & interpretation 6 Dissemination and follow-up

Content Need Assessment: Steps 1 Purpose and objectives Review similar exercises (i.e. GBIF CAN, ALA) Review literature: current uses? GBIF Mendeley database Interview key stakeholders

Content Need Assessment: Steps 2 Target audience Related to the scope of the strategy: Geographic scale Thematic Focus Priorities Again: diversity! Be creative! Make sure you have ways to reach them!

Content Need Assessment: Steps 3 Methods Surveys (on/offline) Interviews Literature survey/analysis Meetings and brainstorming …

Content Need Assessment: Steps 4 Design the survey Key step Define the real profile for data user Trends of real usage of data Gaps in accessible data Areas where more data is needed Qualitative and quantitative needs Requirements for ancillary resources Keep it simple and short!

Content Need Assessment: Steps 5 Collection, analysis & interpretation Target: Identify patterns Try different analysis methodologies Analyse against the purposes defined Useful resource: Vollmar, A.; Macklin, J.; Ford, L.. Natural History Specimen Digitization: Challenges and Concerns. Biodiversity Informatics, North America,

Content Need Assessment: Steps 6 Dissemination and follow-up Do not neglect! Early product Acknowledge participation Keep engaged the people who helped Helps for the following steps

Keep it simple (less questions, easy to answer) Advertise well in advance Designing of survey/exercise is critical Follow-up and perseverance is key for optimal feedback Language(s) of the target group Analysis: Identify biases and trends, interpret results Communicate results to ALL Say ‘Thank You!’ Content Need Assessment: Tips

Content Needs Assessment Content Gap Analysis Data Discovery & Publishing Strategy Action Plans & Business Proposals Resource Mobilisation & Execution Performance Evaluation & Monitoring Components of the Data Discovery & Publishing Strategy Components

Content Needs Assessment Content Gap Analysis Data Discovery & Publishing Strategy Action Plans & Business Proposals Resource Mobilisation & Execution Performance Evaluation & Monitoring Components of the Data Discovery & Publishing Strategy Components

Data Gap Analysis: Objective Objective: Match the needs with the reality Quantity and quality of existing (un)digitized data Coverage (geographic, taxonomic, temporal…) Resolution Accessibility Policies & funding Roles & responsibilities Existing repositories Rewards & recognition for publishing Opportunities (training, support, etc) Data But also others!

1 Scoping the analysis & expectations 2 Assessing the universe of data & needs 3 Accessible data vs needs mapping 4 Identification of data gaps 5 Prioritization of data discovery and publishing 6 Evaluation and strategies for future Analysis Data Gap Analysis: Steps

1 Purpose and objectives How extensive? Sources of information Methodology Guided by the scope/results of the CNA

Data Gap Analysis: Steps 2 Assessing the universe of data & needs Metadata catalogue!! Who has what type of data? What format? Which state of digitisation? Accessible? How? Fitness-for-use? Useful resource: Ariño, A.. APPROACHES TO ESTIMATING THE UNIVERSE OF NATURAL HISTORY COLLECTIONS DATA. Biodiversity Informatics, North America,

Data Gap Analysis: Steps 3 Accessible data vs needs mapping Key exercise Opportunity for outreach: needs that are already covered but the user doesn’t know Has to be redone everytime the needs or accessible data change substantially

Data Gap Analysis: Steps 4 Identification of data gaps These are the ones that define later steps Try to identify priorities May even help to identify unfocused efforts

Data Gap Analysis: Steps Global state GBIF State-of-the-Network 2010: Discovery and Publishing of the Primary Biodiversity Data through the GBIF Network. Authored by Chavan, V. S., Gaiji, S., Hahn, A., Sood, R. K., Raymond, M., and N. King Copenhagen: Global Biodiversity Information Facility, 36 pp. ISBN: Accessible online at 4 Identification of data gaps

Data Gap Analysis: Steps 5 Prioritization of data discovery and publishing Sensitive matter: involve stakeholders Consider: Gravity of user demands Type of data required (quantity and quality) Scope Costs Does the information exist? Useful resource: Chavan, V.; BERENTS, P.; HAMER, M.. TOWARDS DEMAND DRIVEN PUBLISHING: APPROCHES TO THE PRIORITISATION OF DIGITISATION OF NATURAL HISTORY COLLECTIONS DATA. Biodiversity Informatics, North America,

Data Gap Analysis: Steps 6 Evaluation and strategies for future Analysis Continuous process Be consistent with the approach: Ensure compatibility and comparability

Content Needs Assessment Content Gap Analysis Data Discovery & Publishing Strategy Action Plans & Business Proposals Resource Mobilisation & Execution Performance Evaluation & Monitoring Components of the Data Discovery & Publishing Strategy Components

Content Needs Assessment Content Gap Analysis Data Discovery & Publishing Strategy Action Plans & Business Proposals Resource Mobilisation & Execution Performance Evaluation & Monitoring Components of the Data Discovery & Publishing Strategy Components

Data P&D Strategy Objective: Close those gaps! General purpose Specific objectives Priorities Stakeholders Timelines Existing resources & opportunities Future iterations Define clearly:

Content Needs Assessment Content Gap Analysis Data Discovery & Publishing Strategy Action Plans & Business Proposals Resource Mobilisation & Execution Performance Evaluation & Monitoring Components of the Data Discovery & Publishing Strategy Components

Content Needs Assessment Content Gap Analysis Data Discovery & Publishing Strategy Action Plans & Business Proposals Resource Mobilisation & Execution Performance Evaluation & Monitoring Components of the Data Discovery & Publishing Strategy Components

Action Plans & Business Proposals Match specific objectives Include specific actors Calendar Identify resources & opportunities Include risk analysis & contingency plans Include specific actions to achieve the objectives set in the Strategy Recommended reading: Frazier, C.K., Wall, J., and S. Grant Initiating a Natural History Collection Digitisation Project, version 1.0. Copenhagen: Global Biodiversity Information Facility. 75 pp. Accessible online at

Action Plans & Business Proposals Does it match goals, limitation, resources? Will it handle future requirements? How much human power is required? How much time will it take to complete? How much will it cost? What will be the workflow? What are the post-project maintenance implications? Is it a good option?

Content Needs Assessment Content Gap Analysis Data Discovery & Publishing Strategy Action Plans & Business Proposals Resource Mobilisation & Execution Performance Evaluation & Monitoring Components of the Data Discovery & Publishing Strategy Components

Content Needs Assessment Content Gap Analysis Data Discovery & Publishing Strategy Action Plans & Business Proposals Resource Mobilisation & Execution Performance Evaluation & Monitoring Components of the Data Discovery & Publishing Strategy Components

Resource Mobilization & Execution Secure funding Use your business cases Use the data mobilisation strategy Get the money!

Content Needs Assessment Content Gap Analysis Data Discovery & Publishing Strategy Action Plans & Business Proposals Resource Mobilisation & Execution Performance Evaluation & Monitoring Components of the Data Discovery & Publishing Strategy Components

Content Needs Assessment Content Gap Analysis Data Discovery & Publishing Strategy Action Plans & Business Proposals Resource Mobilisation & Execution Performance Evaluation & Monitoring Components of the Data Discovery & Publishing Strategy Components

Evaluation & Monitoring Ensure that the processes are repeated periodically Improve future interations Share your success cases! Learn from your failures!

Outline Rationale Concept Components Resources Questions & answers

Outline Rationale Concept Components Resources Questions & answers

Resources GBIF Best practice guide for ‘Data Discovery and Publishing Strategy and Action Plans’ version 1.0. Authored by Chavan, V. S., Sood, R. K., and A. H. Arino Copenhagen: Global Biodiversity Information Facility, 29 pp. ISBN: Accessible online at

Resources Towards a Global Strategy and Action Plan for Discovery and Publishing of Natural History Collections Data. Biodiversity Informatics, 7, ISSN: Accessible online at

Resources Frazier, C.K., Wall, J., and S. Grant Initiating a Natural History Collection Digitisation Project, version 1.0. Copenhagen: Global Biodiversity Information Facility. 75 pp. Accessible online at

Conclusions The strategy and the action plans are key steps if we want to make real impact and ensure sustainability of our Biodiversity Information Facilities. Adapt them to your particular situation Be diverse and creative The design phase is CRITICAL Communicate results Acknowledge contributions Ensure periodic revisions

Training course on biodiversity data publishing and fitness-for-use in the GBIF Network, 2011 edition Strategies and Action Plans for Biodiversity Data Discovery and Publishing Presenter ( ) Role Organization Buenos Aires (Argentina) 29 September 2011