1. ICES Advisory Process T he ICES Advisory Process: Sharing documents Use of shared documents 1 Mette Bertelsen ICES Secretariat, Copenhagen

2. ICES Advisory Process ICES advisory process changed in 2008 Most re-current advice to be given in spring Demand for more advice in-year Two annual advisory meetings no longer sufficient Flexibility was needed: – In time – resources in form of experts Use of shared documents 2

3. ICES Advisory Process Requirement Flexible document sharing - Sharepoint Flexible adoption of advice – Web conference Quality assurance in DATRAS 3

4. ICES Advisory Process Reform of the Advisory Services4 Secretariat Support Advisory Programme Advisory Committee Defining the Advisory process Finalising the advice Advice drafting Groups Formulating the Advice Technical review Assuring ”best science” Expert groups Providing the science foundation for the advice Data Compilation workshops and Benchmark assessments

5. ICES Advisory Process Reform of the Advisory Services 5 Advisory Committee (ACOM): empowered to give advice on behalf of ICES, to think and act strategically, and to design processes. Advice Drafting Groups: the major source of the advice text. Also intended to enhance integration. Reviews: of the analytical and science input to the advice formulation. Expert groups: to prepare scientific evidence in response to terms of reference designed to fulfil advice user’s needs. Data compilation workshops: Where stakeholders can contribute data, including non-traditional types. May be combined with benchmark assessment workshops. Both are investments in future advice.

6. ICES Advisory Process Reform of the Advisory Services6

7. ICES Advisory Process Science - Advice Links Coordination Science Committee Science Steering Groups Advisory Committee Advisory and Review Groups Expert Groups TORs Advisory Strategic Opportunities Advisory Research Needs Expert Pool TORs

8. ICES Advisory Process Use of shared documents 8 Data Collection Framework Statlant and logbooks

9. ICES Advisory Process Regional basis – Widely Distributed stocks (30% of total fishery but only few stocks) overview and data used (catch data just a small part) Ecosystem advice....future Use of shared documents 9

10. ICES Advisory Process SHAREPOINT – Data – Distribution of report – Discussion forum Keeps everyone up to date on changes Keeps a history version. Trail of all corrections and change s Use of shared documents 10

11. ICES Advisory Process Distribution of documents on sharepoint Ensures that all members have access to draft advisory text Web conference meetings (WebEx) to discuss issues and adopt advice In 2007: 4 advisory meetings -> ca 20 web video meetings Internet based and allows presentation of documents. Up to 100 participants at their own workspace. Use of shared documents 11

12. ICES Advisory Process Use of shared documents 12

13. ICES Advisory Process Proposal for a Marine Spatial Advisory Facility for ICES Improving our capability to understand spatial issues is much needed Demands from: Requests to advise on appropriateness of protected areas Requests to advise on management of protected areas Requests to differentiate fisheries (by area) Use of shared documents 13

14. ICES Advisory Process International database needed (much data spread in institutions and individual countries) Design of databases differ and not clear how best to bring data together Access to ICES databases through: Env measurements (biol and contaminants): http://dome.ices.dk http://dome.ices.dk Env measurements + trawl survey CPUE: http://ecosystemdata.ices.dk Use of shared documents 14