1. SESSION 9.1a TUFMAN Common Problems With Data
Sixth Tuna Data Workshop (TDW-6) April 2012 SPC, Noumea, New Caledonia

2. Outline
We’ll look at some of the common problems with data in TUFMAN, along with:
The possible reasons for the problem
The effects the problem will create
The resolution to fix the problem
(as per slide)

3. TUFMAN Data Problem #1 PROBLEM #1: Logsheets not correctly linked
(note that this applies to unloadings and port sampling data as well)
A logsheet must be linked to either a license or national fleet entry, or maybe even both
EFFECT:
If a logsheet is not correctly linked then it’s catch will not be included in the catch and effort reports, so your catch and effort estimates will be wrong and less than they should be.
(as per slide)

4. TUFMAN Data Problem #1 REASONS: Post-entry processing hasn’t been run
The license has not been entered
The vessel is not in the national fleet list when it could be
The national fleet dates are not up-to-date
(as per slide)

5. TUFMAN Data Problem #1 RESOLUTION: Run Post-entry processing
Enter the license
Check that the vessel is in the national fleet list and that the national fleet dates are up-to-date
(as per slide)

6. TUFMAN Data Problem #1 Finding the problem:
Use the logsheet summary filter for the filters ‘licensed = no’ and ‘nat fleet=no’
Run Data Quality report #1
(as per slide)

7. TUFMAN Data Problem #1
(as per slide)

8. TUFMAN Data Problem #2 PROBLEM #2: Logsheets ‘not checked’
A logsheet must have the check totals entered and verified during data entry
EFFECT:
If a logsheet is not correctly checked then it’s catch is not verified and could be incorrect, thereby affecting your catch and effort estimates
(as per slide)

9. TUFMAN Data Problem #2 REASONS:
The data entry operator did not correctly enter the logsheet check totals after entering the logsheet
RESOLUTION:
Enter the trip catch totals during entry for all logsheets, but can be done afterwards if it has been missed
(as per slide)

10. TUFMAN Data Problem #2 Finding the problem:
Use the logsheet summary to locate records with ‘not chk’
(as per slide)

11. TUFMAN Data Problem #3 PROBLEM #3: Duplicate vessels in the database
A vessel should be entered only once and appear only once in the list of vessels in the reference tables (unless it changes name)
EFFECTS:
A duplicate vessel can have several effects, for the example the license might be entered under one name, the logsheet under the other, so the logsheet will not be linked to the license.
Logsheets, licenses etc. may even be entered twice, once for each of the duplicate records
(as per slide)

12. TUFMAN Data Problem #3 REASONS:
Duplicate vessels usually occur because of spelling variations, especially foreign vessels but also because of variations in naming, for example:
FISHING BOAT NO. 1
FISHING BOAT 1
FISHING BOAT #1
FISHING BOAT MARU #1
Etc.
It is important to check the vessel list carefully before adding a new vessel
(as per slide)

13. TUFMAN Data Problem #3 RESOLUTION:
Check the vessel list carefully before adding a new vessel
Use the name listed on the FFA register to enter into TUFMAN (SPC recommends a standard where the name does not use ‘no.’, ‘#’, ‘maru’ etc but this has yet to be agreed upon by other agencies)
(as per slide)

14. TUFMAN Data Problem #3 Finding the problem:
Data quality report #8 will help if the FFA VID has been entered for both records, otherwise the problem can be difficult to find
(as per slide)

15. TUFMAN Data Problem #4
PROBLEM #4: License fees don’t match payments received.
EFFECTS:
If payments received are not ‘reconciled’ with license fees then:
Revenue reports will be wrong
Fees may not be collected properly (e.g. Underpayments might go unnoticed)
(as per slide)

16. TUFMAN Data Problem #4 REASONS: Receipts not entered correctly
License fees not entered correctly
Wrong receipt linked to a license fee
License fees not linked to a receipt
Payment not for the correct amount
etc
(as per slide)

17. TUFMAN Data Problem #4 RESOLUTION:
Regularly run the license receipts reports, in particular 6a (fees-receipts reconciliation) but also 6b, 6c, 6d, 6e, 6f and 6g
It is important to have someone responsible for this and to do it after each batch of licenses is entered.
(as per slide)

18. TUFMAN Data Problems OTHER PROBLEMS:
Logsheets (or other data) not entered
Logsheets (or other data) not collected
Misreporting of catch and/or effort information
Positions entered incorrectly
These problems can be detected and resolved with the aid of the Data Quality reports in TUFMAN, and the new VMS reconciliation reports. It is recommended that each office have at least one person responsible for running these reports on a regular basis.
(as per slide)

19. TUFMAN Data Problems
Break, and then Exercises
(as per slide)