1. SESSION 4 VMS Logsheet Reconciliation A tool for Annual Catch Estimates Eighth Tuna Data Workshop (TDW-8) 14-18 April 2014 SPC, Noumea, New Caledonia

2. Background on fisheries data – Fisheries data management is about several different sources of data – Logsheets – Observer Logbooks – Port Samplings – VMS – Canneries databases – Unloading – Each source of data is independent and brings more information to ensure good statistics and good decisions at both national and regional level – In theory, data sources should match exactly – Logsheet catches and unloading count should match on a trip – Logsheet, Observer and VMS positions should match for a trip – Annual catch estimates for a particular EEZ and the sum of catches from logsheet for the same EEZ

3. Background on fisheries data – By experience, data usually doesn’t match perfectly, so data sources should be reconciled and the data raised to approach the reality – Usually each data source has its pros and cons in terms of quality – The best data source should be used to raise the other sources – Example: Trip catches – Logsheet catches are based on visual estimation – Unloading catches are based on an actual count – Logsheet catches should be raised using unloading data (if any) – It is already the case in the TUFMAN system

4. Logsheet reconciliation, why ? – Logsheet data is the main fisheries data source. It contains most of the fisheries information for each fishing trip – Catches: by species and by set – Effort: number of sets, number of hooks – Position: latitude and longitude for each set and also for non fishing days – It is used by every vessel fishing in the region, and its format is standardized – The main drawback of logsheet data source is its complicated workflow – The logsheet is usually sent to the fishing company by the captain at the end of the fishing trip – The fishing company has to send it to the different countries where fishing happened – The member countries must manage the logsheet internally and enter it into TUFMAN – The logsheet can be lost in any of these multiple steps, making the completeness of this data source usually not perfect – Your reports based on logsheet data are biased and cover only the portion of logsheet actually entered in TUFMAN in country

5. Logsheet reconciliation, with what ? – In order to reconcile logsheet on its completeness, another data source with a better coverage has to be used – The best data source regarding completeness is VMS – Each FFA vessel provides its position every X Hrs – The workflow is simple (sending and receipting the data via satellite) – FFA VMS coverage is greater than 90%, by far the best coverage possible – The logsheet data source and the VMS data source must be compared – To generate the coverage of logsheet compared to VMS in percentage – To highlight missing logsheet – To raise the data from logsheet from its coverage rate to 100%

6. Use of logsheet reconciliation – Raising catches – The annual catch estimate in your EEZ for albacore is 8000 metrical tons – The result of the logsheet reconciliation with VMS gives a logsheet coverage of 80% – The raised catch estimate in your EEZ is 10000 metrical tons – The better the logsheet coverage rate, the better the raised catch estimate – Listing missing logsheets to be requested from fishing companies – A VMS Trip not reconciled with a logsheet could be a missing logsheet – The reconciliation process generates a detailed list of missing logsheets – This missing logsheet list can be provided to fishing companies to request them to “fill the gaps” of missing logsheets

7. 2. The VMS process

8. What is VMS data ? – Simple data – Vessel Identifier – Date and time – Latitude – Longitude – Almost 100% accurate – No human interaction – Computer sending data to a satellite, which forwards the data to another computer – Almost 100% complete – Frequent position polling (4 Hrs for longline, 1 Hr for purse seine) – Few breakage of on board devices

9. Generation of VMS trips – VMS data is only a position at a certain time – The main output of SPC VMS process is a list of VMS trips – Aggregated piece of information – Perfect for comparison with logsheets (fishing trip Vs VMS trip) – A VMS trip is aggregated VMS data that starts and ends in a port. If a trip last longer than a year, it is terminated in a port called AT-SEA. This is done mainly for distant-water longline vessels that undertake very long trips and often tranship their catch AT SEA and not in a PORT – VMS trip definition – Vessel Identifier – Start Port / Start Date – End Port / End Date – It is linked to the different EEZs – Each VMS trip has a list of EEZs it entered during that period – For each EEZ entered, the number of days spent in the EEZ is also computed

10. Port Area Departur e Port Departur e Date Return Port Return Date VMS Trip #1 Departure Port Departur e Date VMS Trip #2 Return Port Return Date

11. 3. The Reconciliation process

12. VMS trip = logsheet? – The reconciliation is only based on start and end dates, not on the ports – Sometimes ports are missing on logsheet – Sometimes two ports are so close that the VMS trip ends in one port and the logsheet in another one (i.e. Japan) – A VMS Trips is reconciled with a logsheet if – The vessel is the same (uses ffa vessel id in TUFMAN vessel table) – The vessel is licensed to fish in the EEZ – The depart date and return date match – Not a perfect science – Not all the logsheets are reconciled with VMS, and vice-versa – A particular VMS Trip can be reconciled with several logsheets, and vice-versa

13. Port Area Start VMS Trip 1 Order to go back to port for observer pick-up Special case

14. End of VMS Trip 1 (no landing) Port Area Special case

15. Start VMS Trip 2 with observer Fishing trip is over, go back to port for landing Port Area VMS Trip 1 Special case

16. End of VMS Trip 2 (landing) Port Area VMS Trip 1 Special case

17. Start of fishing trip End of fishing trip Port Area VMS Trip 1 VMS Trip 2 Special case

18. A Logsheet can be reconciled with more than one VMS Trip – The reason could be that the vessel entered a port area in transit, ending the VMS Trip, but not the logsheet – In this case, the logsheet is reconciled with two VMS Trips – The “join” of these two VMS Trip reconciles accurately the logsheet – In this case, there is no double counting in the reconciliation – The same thing can happen for one VMS Trip and two logsheets Special case

19. VMS Trip must “meet” the logsheets – The VMS trip list is generated at SPC based on VMS data sent by FFA – The logsheet list is updated everyday by each member country on their TUFMAN national database – These two system have no direct link – Reconciliation performed at SPC – SPC has recently started putting in place an automated upload of TUFMAN backup to SPC during in-country visit – So far FSM and Cook Islands are sending on weekly basis their TUFMAN data to SPC ensuring up-to-date reconciliation from SPC – SPC is looking for new tools to ease this process – Reconciliation performed in country – SPC is providing on its website the VMS Trip list to be loaded into TUFMAN – Process details explained later in the presentation

20. 3. The Online Reconciliation Application eRECAP

21. Online reconciliation application – Previously, reconciliation was performed on demand from member countries to SPC. It was an Excel report – OFP just released a web application in order to access online your reconciliation information: eRECAP – You need to have an internet access to use eRECAP – This application is protected by a login and a password, to be requested to brunod@spc.intbrunod@spc.int – It requires an up-to-date internet browser (IE9, chrome, Firefox, any tablet)

22. eRECAP – This application is hosted at SPC – Tufman being a national database system, the online reconciliation is based on the latest copy of your Tufman system received at SPC – It is thus very important to have in place in your country an electronic data transfer to schedule a regular (weekly) transfer of your Tufman backup to SPC – Changes made in-country to Tufman (e.g. inserting a new logsheet) will not be available immediately in the online reconciliation – Electronic data transfer will be discussed later in the workshop

23. eRECAP: Workflow Member CountrySPC 1. User enter new logsheet in Tufman Tufman Server 2. Every week, the backup is transferred automatically to SPC 3. The reconciliation is performed at SPC 4. The result is pushed to the web 5. User can connect to see the reconciliation online Online reconciliation

24. eRECAP: URL www.spc.int/ofp/recon

25. eRECAP: Main Screen

26. eRECAP: How to access – Request an access – Send an email to brunod@spc.int to request access for this application, specifying your countrybrunod@spc.int – You will receive a confirmation email with your login and password – Connect to the web site, enter your login and password – You are in ! – Usually, new user will change their password to their usual one. Simply click on your user name and select manage to change your password – Live Demo …

27. eRECAP: Main Screen – Main screen features – Message Bar to give you the gap in days between what you see in your Tufman system and what is available online – Filter Bar in order to filter data set. Click on question marks to display help on this filters – One button to access the detailed reconciliation – One button to access the logsheet coverage – If you see some graphic bugs, you are likely to be using a legacy web browser. Simply upgrade to Chrome or Firefox to avoid such problems

28. eRECAP: Main Screen 1.Gear filter The online reconciliation works only with LL and PS This filter is the only mandatory one (*) 2. Fleet filter After selecting the gear, this filter can be used to select a particular fleet 3. Fishing Company Filter After selecting the fleet, this filter can be used to select a particular fishing company, corresponding to the fleet. Cannot be used to filter coverage. 4. Year Filter To be used to filter reconciliation based on a particular year. 5. Vessel Name Filter To be used to filter reconciliation based on vessel name. Will return all vessels with a vessel name that contains filter data. Cannot be used to filter coverage. 6. Criteria Filter To be used to filter reconciliation based on the Logsheet – VMS mapping. Cannot be used to filter coverage. 7. Min Duration Filter To filter the trips based on their duration Cannot be used to filter coverage. 8. Run the detailed reconciliation for a trip by trip report9. Run the coverage reconciliation report

29. eRECAP: EEZ Vs WCPFC – Licensed vessel = EEZ, National Fleet = WCPFC – Every licensed vessel fishing in your EEZ will be accounted and displayed on the online reconciliation – Only their activity in your EEZ will be taken into account – However, if you select NATIONAL FLEET in FLEET filter, only national fleet vessel will be displayed, and their activity in the whole commission area will be used – It is usually used to produces the annual catch estimates

30. eRECAP: Detailed Reconciliation – The detailed reconciliation – Detailed reconciliation is used to see trip by trip information, including trip dates, ports, and number of fishing days – Every filter can be used – The table displayed can be exported as Excel – Each missing logsheet can be flagged as non fishing trip

31. eRECAP: Detailed Reconciliation 1. Vessel information2. VMS Trip information3. TUFMAN logsheet information4. Export the report to Excel5. Legend of the report6. Reconciled trips7. Missing VMS data8. Missing Logsheet

32. eRECAP: Coverage Report – The Coverage Report – Can be filtered by FLEET and YEAR only – Provides a graph with the different coverages – Provides the coverage of logsheet data, based on number of trips and number of fishing days – Provides the raised catches using the coverage rate

33. eRECAP: Coverage Report If multiple years are selected, the graph is a line chart, showing the evolution of coverage in percent in time

34. eRECAP: Coverage Report If one year is selected, the graph is a bar chart, showing for each fleet the coverage in percent

35. eRECAP: Coverage Report – The charts are use useful to display the global situation – Good and bad years – Good and bad fleet – It helps to focus effort where it is much needed, to improve the overall logsheet coverage – This report will be soon updated with other charts, and the possibility to export the graph

36. eRECAP: Coverage Reports 1. Coverage Report2. Catches ReportNATIONAL FLEET = WCPFC AREAFLEET = EEZ AREAExport to Excel both reports in one tableEach report is produced by FLEET / YEAR / GEAR / (EEZ or WCPFC)

37. eRECAP: Coverage Report Part 1 1.NB OF TRIPS Represents the total number of trips. It is the count of VMS trips only, logsheet trips only and reconciled trips 2. NB OF VMS TRIPS Represents the count of distinct VMS trips. 3. NB OF LOGSHEET Represents the count of Logsheet trips. 4. VMS TRIP COVERAGE Represent the coverage of VMS trip. It is usually between 90% and 100% 5. LOGSHEET TRIP COVERAGE Represents the coverage of LOGSHEET trip. CN LL Fleet sent 36% of the logsheet to NC fisheries 6. RAISED NB DAYS Represents the total effort in days fishing. It is computed by summing the number of days of all VMS trips. This number is then raised to 100% using the VMS trip coverage 7. NB OF LOGSHEET DAYS Represents the total effort in days fishing from logsheets. It is computed by summing the number of days of all logsheet trips 8. LOGSHEET DAYS COVERAGE Represents the coverage of logsheet based on effort in days fishing The actual coverage is the highest coverage between the trip coverage and the effort in days coverage Represents the coverage of logsheet based on effort in days fishing

38. eRECAP: Coverage Report Part 2 The second part of the coverage report represents the catches and the raised catches, based on the effort coverage in report part 1, for the 4 main tuna species For each species, the total catches based on logheet data is computedEach of these catches are then raised using the coverage rate, to be closer to the actual catches in your EEZ (or the WCPFC Area for NATIONAL FLEET)

39. 4. Reconciliation in country

40. – Real-time reconciliation process – No need to wait for SPC to provide the report – See the gaps in logsheet coverage being filled “LIVE” – VMS Trips generated at SPC – VMS Trips are mandatory for reconciliation – SPC needs to send them to members TUFMAN – New Tufman feature: Data Importation – Feature to be re-deployed – SPC modified completely it’s internal VMS process in 2013 – We had to update all our VMS based products – eRECAP and web reporting were the priorities, but this feature will be back this year Reconciliation in Tufman

41. – VMS Trips are generated at SPC and are uploaded to the SPC member web site – One file per member – The frequency has to be decided (so far once a month) – Go to Tufman > Admin > Import FFA VMS Trip Data > Locate and then Import – The import process can last several minutes Data Importation in Tufman

47. – After importing the VMS Trips, they have to be reconciled with the logsheets – Go to Tufman > Admin > Run a full reconciliation – The import process can last from several minutes to half an hour Data Reconciliation in Tufman

50. – After the import and the reconciliation, you can use the reconciliation report – Go to Tufman > Reporting > VMS – Set the parameters, just like any other Tufman Report Reconciliation Report in Tufman

53. 6. Conclusion

54. – The reconciliation process allows you to have a better view of the fishing effort in your EEZ by raising logsheet data – It also provides the detailed list of missing logsheets to be requested and entered into your TUFMAN system – The better the coverage, the best the raised estimation will be – eRECAP has been developed for you, use it regularly to have a clear view of your logsheet management situation VMS – Logsheet reconciliation