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CIMP Inventory of Landscape Change – Outcomes of Workshop 2 | June 2013 | p. 1 CIMP Workshop #2: Work Plan for an Inventory of Landscape Change Summary of Workshop Outcomes INTRODUCTION This document captures the outcomes of the May 30 th workshop on the NWT Inventory of Landscape Change, hosted by the Cumulative Impact Monitoring Program (CIMP). Workshop participants built on the outcomes produced at the May 14 th workshop (which included a draft Vision, Goals & Objectives, and potential governance structures) and produced the preliminary elements of a draft work plan. Participants also identified some risks/obstacles that could face the development and implementation of the inventory, and proposed some mitigation options. Next steps will involve confirming the outcomes with meeting participants, enhancing some of the work plan tasks, and integrating the revised workshop outcomes into a Strategic Plan for the Inventory of Landscape Change. WORKSHOP OUTCOMES Vision Workshop participants re-confirmed the following vision for the Inventory of Landscape Change: The NWT Inventory of Landscape Change is a tool available to multiple users that provides accurate, comprehensive and integrated landscape disturbance and change information to facilitate informed decision-making. Revised Goals & Objectives and Draft Work Plan Workshop participants re-confirmed their support for the goals and objectives generated at the first workshop, and made some minor changes. The following set of tables include the revised versions of goals and objectives, as well as key elements of a draft work plan: tasks, with associated responsibilities, deliverables, timelines, and required resources. The tasks listed below should be considered a starting point for developing a work plan for the Inventory of Landscape Change. Further work on these tasks will likely include: Refining the tasks, to ensure they can be clearly understood, are logical and not duplicative Ensuring all columns of the table are completed – articulating who is responsible/consulted for each task; defining deliverables/outputs; defining timelines/deadlines; and articulating the required resources/facilities required, and Seeking final review of the revised work plan by workshop participants and other relevant parties, to ensure the work plan that reflects workshop participants’ intentions and is an appropriate tool for ensuring the Inventory of Landscape Change is developed effectively.
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CIMP Inventory of Landscape Change – Outcomes of Workshop 2 | June 2013 | p. 1

CIMP Workshop #2: Work Plan for an Inventory of Landscape Change

Summary of Workshop Outcomes

INTRODUCTION This document captures the outcomes of the May 30th workshop on the NWT Inventory of Landscape Change, hosted by the Cumulative Impact Monitoring Program (CIMP). Workshop participants built on the outcomes produced at the May 14th workshop (which included a draft Vision, Goals & Objectives, and potential governance structures) and produced the preliminary elements of a draft work plan. Participants also identified some risks/obstacles that could face the development and implementation of the inventory, and proposed some mitigation options. Next steps will involve confirming the outcomes with meeting participants, enhancing some of the work plan tasks, and integrating the revised workshop outcomes into a Strategic Plan for the Inventory of Landscape Change.

WORKSHOP OUTCOMES Vision Workshop participants re-confirmed the following vision for the Inventory of Landscape Change:

The NWT Inventory of Landscape Change is a tool available to multiple users that provides accurate, comprehensive and integrated landscape disturbance and change information to facilitate informed decision-making.

Revised Goals & Objectives and Draft Work Plan Workshop participants re-confirmed their support for the goals and objectives generated at the first workshop, and made some minor changes. The following set of tables include the revised versions of goals and objectives, as well as key elements of a draft work plan: tasks, with associated responsibilities, deliverables, timelines, and required resources. The tasks listed below should be considered a starting point for developing a work plan for the Inventory of Landscape Change. Further work on these tasks will likely include:

Refining the tasks, to ensure they can be clearly understood, are logical and not duplicative Ensuring all columns of the table are completed – articulating who is responsible/consulted

for each task; defining deliverables/outputs; defining timelines/deadlines; and articulating the required resources/facilities required, and

Seeking final review of the revised work plan by workshop participants and other relevant parties, to ensure the work plan that reflects workshop participants’ intentions and is an appropriate tool for ensuring the Inventory of Landscape Change is developed effectively.

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Goal 1 and Objectives Comments and Considerations

Goal 1: For the NWT Inventory of Landscape Change to be the standard disturbance information source This was previously Goal 7, and it was moved to the front as suggested by workshop participants. It was also modified: users (e.g., regulatory boards) are no longer named in the goal.

Objectives:

1.1 – To require proponents to contribute information to the Inventory Previous version: “To add a condition to permit / license requirements that requires proponents to contribute information to the Inventory”

1.2 – To ensure the Inventory is available and used in environmental assessments / environmental impact reviews Participants’ concern: “1.2 is a purpose, not an objective”

Goal 1: Task Description

Parent Objective Responsible (R)Consulted (C)

Deliverables / Outputs Timeline / Deadline Required Resources / Facilities

1. Establish data submission standards (e.g., GIS) to ensure achievable single standards that achieve goals of the Inventory

1.1 – To require proponents to contribute information to the Inventory

R: Regulatory Agencies (Land & Water Boards; Review Board) R: Everyone with data (forestry, etc.)

Standards for submission 6 months Human resources (Note: workshop participants did not estimate FTEs)

Note: Tasks 1.1 and 3.1 are similar tasks; the output of Task 3.1 would eventually become 1.1 Goal 2 and Objectives Comments and Considerations

Goal 2: To ensure the NWT Inventory of Landscape Change incorporates all necessary information on landscape disturbance / change

This goal blends together the former Goals 1 & 2 (“To compile and integrate existing datasets into the NWT Inventory of Landscape Change” and “To ensure the NWT Inventory of Landscape Change incorporates all necessary information on landscape disturbance,” respectively). Stratos suggests that there is no need to specify the “how” in the goal statement (i.e. to “compile and integrate data sets”) – rather, this is

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Goal 2 and Objectives Comments and Considerations

done below in the objectives.

Objectives:

2.1 – To identify and list all relevant datasets

2.2 – To develop methods to integrate disparate datasets

2.3 – To determine the landscape disturbances / changes that matter most to users

2.4 – To identify missing datasets and missing areas; prioritize by areas/disturbance types

2.5 – To identify important attribute information about disturbance types and change features

Goal 2: Task Description

Parent Objective Responsible (R)Consulted (C)

Deliverables / Outputs Timeline / Deadline Required Resources / Facilities

1. Compile list of landscape disturbance / change that matter to users - through survey / communications - Attributes needed

2.3 - To determine the landscape disturbances / changes that matter most to users

R: CIMP (Mike Palmer) Report of Needs (Note: Golder 2012 survey results) provided to user community / data providers to verify needs are represented

May 31 or June 7 – provide Golder report for information

N/A – Mike Palmer (Note: workshop participants did not estimate FTEs)

2. List datasets needed

2.1 - To identify and list all relevant datasets. 2.4 - To identify missing datasets and missing areas. Prioritize by areas/disturbance types. 2.5 - To identify important attribute information about disturbance types and change features.

R: CIMP – Working Group / Steering Committee

Tabular report: what; who; format; availability; attributes; etc.

Two options: Internal: ~ 4 months? External (consultant): ~ 1-2 months (No reinventing the wheel! Use existing reports which compile info on data)

Option Internal: In-kind Option External: $5K-15K?

3. “Develop and Do” –Develop and implement a procedure for acquiring

2.2 - To develop methods to integrate disparate datasets.

R: CIMP (develop) and GNWT Geomatics (do)

Develop: Business Process (for the steps acquire, quality control,

Develop: [Note: no timeline provided] Do: March 31, 2014

Note: no resources highlighted

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Goal 2: Task Description

Parent Objective Responsible (R)Consulted (C)

Deliverables / Outputs Timeline / Deadline Required Resources / Facilities

data - Acquire data & ensure quality control - Compile data - Run a pilot of the database (address issue of scale)

compile/ process/ publish) Do: - Database (link to compile/ process/ publish, above) - Pilot project

Goal 3 and Objectives

Goal 3: To continually improve the NWT Inventory of Landscape Change

Objectives:

3.1 – To improve data collection at the permitting level

3.2 – To develop and enforce rules governing the submission of datasets to the Inventory of Landscape Change

3.3 – To improve the historic data

3.4 – To make it possible for users to contribute to and improve the data

3.5 – To ensure data is verified through ground-truthing or further research

Goal 3: Task Description

Parent Objective Responsible (R)Consulted (C)

Deliverables / Outputs Timeline / Deadline Required Resources / Facilities

1. Finalize templates for data collection for permitting and “field testing”

3.1 – To improve data collection at the permitting level

R: - CIMP (June 2013) - Partner – Land and Water Boards and GNWT Geomatics (July 2013) C: CIMP landscape database distribution list (Aug 2013)

Template for data collection

June - September 2013 People/time (see Responsible/Consulted)

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Goal 3: Task Description

Parent Objective Responsible (R)Consulted (C)

Deliverables / Outputs Timeline / Deadline Required Resources / Facilities

2. Boards to develop submission standards for the type of information that needs to be submitted at three stages: - Application - Seasonal / Annual - Final (“As built” – final inspection) For all three above, rules/enforcement is required to determine when/how often information needs to be submitted

3.2 – To develop and enforce rules governing the submission of datasets to the Inventory of Landscape Change

R: Land and Water Boards; other permitting agencies (GNWT Forestry; AANDC Lands) C: GNWT Geomatics, CIMP Working Group, and AANDC Inspectors

- Submission Standards Guidelines Document - Tracking procedure for follow-up and implementation (implementation plan)

Implementation Plan – Fall 2013

- People / Time (Note: workshop participants did not estimate FTEs or $ requirements)

3. Develop template for data entry for old permits (see 3.1 – To improve data collection at the permitting level) - Prioritize what to enter first - Input the data

3.3 – To improve the historic data

R: Land and Water Boards / AANDC (pre-90s) & other agencies C: CIMP Working Group (for priorities)

- Template - List of priorities - The database of old disturbances (comment: why not just a dataset of human disturbance? Current and old data from LWBs, AANDC etc.) - Remote sensing imagery

- Template as per 3.1 (Sept 2013) - List of priorities (Dec 2013) - Input data (several years!)

People/time Hire dedicated people to enter data (e.g. summer students) (Note: workshop participants did not estimate FTEs or $ requirements)

4. Compare satellite imagery to confirm database is accurate QA/QC of database: double-check that coordinates and information is correct;

3.5 – To ensure data is verified through ground-truthing or further research

R: - Satellite interpretation: CIMP / GNWT Geomatics - QA/QC: Land and Water Boards C: CIMP Working Group and link to user feedback

- Updated / Improved database - Protocol for how to interpret satellite imagery (must have some consistency) - Protocol for QA/QC

Sometime after template is in use (3.1)

People/time (Note: workshop participants did not estimate FTEs) Cost of satellite imagery

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Goal 3: Task Description

Parent Objective Responsible (R)Consulted (C)

Deliverables / Outputs Timeline / Deadline Required Resources / Facilities

view spatial data for obvious errors

in Objective 3.4 (“To make it possible for users to contribute to and improve the data”)

Note: Tasks 1.1 and 3.1 are similar tasks; the output of Task 3.1 would eventually become 1.1 Goal 4 and Objectives

Goal 4: To ensure the long-term viability of the NWT Inventory of Landscape Change

Objectives:

4.1 – To ensure sufficient human resources to develop and maintain the Inventory

4.2 – To ensure sufficient financial resources to develop and maintain the Inventory

4.3 – To ensure the Inventory of Landscape Change is adaptable to remain aligned with the priorities of users

Goal 4:Task Description Parent Objective Responsible (R)

Consulted (C) Deliverables / Outputs Timeline / Deadline Required Resources /

Facilities 1. Develop a Business Plan for the database, describing the tasks, timeline, purpose, budget and performance measures (e.g., gather performance info through a user survey)

Note: participants did not identify the parent objective

R: Technical Working Group (comment by a participant: who forms the Technical Working Group?) R: Database technician

Business Plan January 1, 2014 People (Note: participants did not identify FTEs) Letters of Support from partner organizations MOU between Agencies

2. Establish a governance structure for the database; build into strategic plan Use existing committees as much as possible

Note: participants did not identify the parent objective

R: CIMP Governance structure ASAP Funding for meetings

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Goal 5 and Objectives Comments and Considerations

Goal 5: For the NWT Inventory of Landscape Change to be known by and accessible to multiple users This is the blended version of the former Goals 5 & 6.

Objectives:

5.1 – To ensure information is downloadable / extractable

5.2 – To make information viable/interactive for users without GIS

5.3 – To link the Inventory of Landscape Change to existing data sources

5.4 – To establish a training program for participants to use to its full capacity the Inventory of Landscape Change

5.5 – To develop an outreach approach for informing potential users of the Inventory of Landscape Change

Goal 5:Task Description Parent Objective Responsible (R)

Consulted (C) Deliverables / Outputs Timeline / Deadline Required Resources /

Facilities 1. Create rules for data submission – unique, update schedules, metadata, imagery, as-builts

5.1 – To ensure information is downloadable / extractable

2. Develop a plan for the web development – purpose, objectives, user requirements, etc.

5.2 – To make information viable/interactive for users without GIS

3. Develop platform for people with and without GIS

5.2 – To make information viable/ interactive for users without GIS

R: Van Kirizopoulos (GNWT Geomatics), Mike Palmer (CIMP) and contractors C: Focus Group (users to test it)

Plan Platform

Plan: 6 months Refine: 3 months Pilot: 6 months Testing: 3 months

~ $100K

4. Create publication rules for datasets - Reduce disparity: model

5.3 – To link the Inventory of Landscape Change to existing data sources

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Goal 5:Task Description Parent Objective Responsible (R)Consulted (C)

Deliverables / Outputs Timeline / Deadline Required Resources / Facilities

data for ‘seamlessness’ 5. Develop online tutorial of user documentation/ manual

5.4 - To establish a training program for participants to use to its full capacity the Inventory of Landscape Change

6. Develop communications plan for outreach approach, including: conferences, workshops, and hands-on training

5.5 - To develop an outreach approach for informing potential users of the Inventory of Landscape Change

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Governance: Project Team Structure In response to participants’ comments from workshop 1, CIMP presented two potential governance structures for the Inventory of Landscape change – a ‘large’ option and a ‘small’ option (Figures 1 and 2).

Figure 1: Large Governance Option

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Figure 2: Small Governance Option It was noted that while the established CIMP Working Group / Steering Committee1 has not been depicted in the above diagrams, it is responsible for providing input / direction to CIMP projects. The Working Group could continue to play such a role for the Inventory of Landscape Change, thereby reducing the need for the proposed Project Committee (Option 1).

The following summarizes the discussion on governance / project team structure:

Some participants questioned why a database required anything more than a coordinator, while others mentioned that many stakeholders have different expectations for the database.

Even though it’s just a database, everyone has a different idea of what they want to get out of it. Therefore, having a discussion about the governance structure is important; workshop participants need to be comfortable that CIMP will represent their interests (if Option 2 is selected).

1 The CIMP Working Group is currently undergoing renewal; its name has not been determined and its responsibilities/ authorities have not been confirmed.

Summary of the Governance Discussion

In discussing both governance options with workshop participants, there was a general sense that participants supported the small option, whereby a coordinator would lead the project with direction (where needed) from the CIMP Working Group / Steering Committee and support from task teams where required.

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What role would the CIMP Working Group play? Would the Working Group approve the strategic plan, business plan, etc. for the database?

Much of the work can be done more efficiently if managed by a project coordinator, and having stakeholder input from CIMP Working Group and other consultation forms (e.g., person-by-person, smaller working groups etc.).

o Consultation with industry on a person-to-person basis makes more sense than their participation on a project steering committee.

There only a few tasks that would require task teams, as much of the work would be completed by the project coordinator. There aren’t many people who would be available to work on task teams; however, task teams would dissolve once a task is completed. Contractors would be required for some tasks.

Broader input could be provided once the tool is developed and tested. The review and evaluation of the tool needs to involve more / all interested stakeholders.

Buy-in is important to ensure the tool is sustained through devolution.

Risks and Mitigation Ideas Workshop participants identified seven categories of risks / obstacles that could threaten the development and implementation of the Inventory of Landscape Change. These categories are ordered by priority (higher in list = higher in priority) based on selection by participants, with a larger number in brackets indicating a higher priority:

Buy-In (25) Capacity (21) Funding (19) Data (10) Devolution (9) Communications (4) “Too much talk, not enough action” (1)

The following summarizes how participants described the highest priority risks, as well as their ideas for how the risks could be mitigated.

Risk: Buy-In Risk description:

Funders, users, developers, data providers, and other stakeholders contributing to the Inventory may not contribute if they don’t understand what’s in it for them in.

Mitigation ideas: Effective training and communications (e.g., advertising).

o Training and communications requires a special skill set, as well as hard thinking to ensure we present successes.

o This may include a communications plan. Clear expectations of individuals .

o E.g. what will individuals need to know and do in order to provide data? Pilot project, with effective communication. Facilitated strategic planning – UNDER DEVELOPMENT.

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User survey – COMPLETED. Continued engagement of partners.

o Make sure to link the needs of users to their contributions.

Risk: Capacity Risk description:

We may face challenges if we don’t have enough people working on the Inventory, and/or if we don’t know “who does what.”

o E.g., having no one at the Geomatics centre to collect data. Having insufficient capacity is linked to the ‘buy-in’ risk: if stakeholders don’t buy-in, they will

be less willing to contribute people / enhance capacity.

Mitigation ideas: Ensure roles / responsibilities associated with the Inventory are incorporated into work plans

within respective organizations. Ensure effective training for users. Clearly define roles for developing and maintaining the inventory (e.g., governance structure,

and relationships between levels). Enhance buy-in (see buy-in mitigation ideas above) to increase in-kind dedication of time. Connect with managers – the people who help create their teams’ work plans – and find out

what they need.

Risk: Funding Risk description:

If we don’t have enough money, we may not be able to complete our tasks for the Inventory or maintain it over the long-term.

o Having sufficient funding is closely linked to the “capacity” risk (see above).

Mitigation ideas: Leverage other organizations to build on the resources that they have available. An effective strategic plan can help organizations assess whether to contribute money to the

Inventory.

Next Steps The next steps are as follows:

CIMP will receive feedback from workshop participants on this workshop report (feedback required by June 14, 2013)

CIMP will seek input from key contacts who were unable to participate in the workshops (by June 19)

Stratos will develop a draft Strategic Plan for the Inventory, based on outcomes of the two workshops with refinement / adjustment of tasks as needed (by end of June)

CIMP will seek input on the draft Strategic Plan (early to mid-July) Stratos will incorporate feedback into a revised and final Strategic Plan (mid-July to August)

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