MMO
IS Systems Gap Analysis
Version 2.0
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MMO IS Gap Analysis v2 100113.doc
Created on 13 January 2010
Gap Analysis
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MMO IS Gap Analysis v2 100113
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24/08/09
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1.0
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13/01/10
Revised to remove personal and sensitive data
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Table of Contents
1
INTRODUCTION
4
1.1
Objectives ................................................................................................................................................................................ 4
1.2
Scope ...................................................................................................................................................................................... 4
1.3
Gap Analysis ............................................................................................................................................................................ 5
1.4
Executive Summary ................................................................................................................................................................. 5
1.5
Delivery Timescales ................................................................................................................................................................. 6
1.6
Gaps Identified – Summary ...................................................................................................................................................... 7
1.7
Assumptions .......................................................................................................................................................................... 10
1.8
Risks ...................................................................................................................................................................................... 12
2
KEY REQUIREMENTS TO SUPPORT MMO FUNCTIONS
14
2.1
Summary of Findings ............................................................................................................................................................. 14
2.1.1
Corporate Services..............................................................................................................................................................14
2.1.2
Science, Evidence & Technical Support..............................................................................................................................18
2.1.3
Marine Planning...................................................................................................................................................................22
2.1.4
Marine Environmental Licensing..........................................................................................................................................24
2.1.5
Fisheries Management........................................................................................................................................................29
2.1.6
Operations...........................................................................................................................................................................33
3
APPENDIX 1 - MMO APPLICATIONS ARCHITECTURE VISION ................................................................................................ 37
4
APPENDIX 2 - SUMMARY OF GAPS PER MMO SUB-FUNCTION ............................................................................................. 40
5
APPENDIX 3 - GAP ANALYSIS, MMO PRIORITY, IMPACT AND LOW LEVEL REQUIREMENTS DEFINITION STATUS....... 48
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1
Introduction
1.1
Objectives
There is a business requirement to determine how future IS systems will be delivered within the Marine Management Organisation
(MMO). There are two fundamental sources of information that are needed to establish this requirement, namely:
Defining what are the IS requirements of future IS applications that will be needed by the MMO, and
What are the capabilities of existing IS applications in use today within the Marine and Fisheries Agency (MFA).
Following the completion of an exercise to define high level requirements for all IS systems required supporting the MMO; this Gap
Analysis report has been produced to clarify:
Which MMO requirements can be fully served with existing IS applications being used within the MFA,
Identify where IS application gaps exist (and associated risks) to meet MMO business requirements,
If and/or how those gaps are currently addressed,
Provide a summary of the impact to the MMO should those gaps not be progressed, and
Provide options and recommendations to address those gaps / mitigate risks (such as ‘do-nothing’, amend existing systems,
procure new systems), for Project Board consideration (including anticipated timescales and costs).
1.2
Scope
This gap analysis report is limited to identifying:
Where IS applications gaps exist to meet MMO requirements, and
Integration with MMO GIS requirements.
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1.3
Gap Analysis
Gap analysis is a tool that helps a company to compare its actual performance with its potential performance. At its core are two
questions: "Where are we?" and "Where do we want to be?” The gap analysis process involves determining, documenting and approving
the variance between business requirements and current capabilities. Gap analysis provides a foundation for measuring investment of
time, money and human resources required to achieve a particular outcome.
1.4
Executive Summary
With the exception of BSS and MFA-BS, there is a requirement for MMO to initially retain all existing IS applications and data being used
within the MFA.
The requirements-capture exercise revealed a strong case for the following capabilities to be supported by new Planning and Licensing
IS solutions within the MMO –
Geographic Information System (GIS),
Case Management,
Customer Relationship Management (CRM),
Document / Knowledge Management,
Collaborative Tools.
The present licensing function within the MFA utilises the Marine Consents Management System (MCMS) developed by CEFAS. There
will be an ongoing need to develop and maintain MCMS prior to the provision of a completely new IS system. There is a requirement to
amend/update limited areas of functionality within the existing MCSS systems, in readiness for MMO vesting, to support new MMO
responsibilities for the Marine Environment and Marine Nature Conservation Teams. Enhancements to MCMS and MCSS can be
delivered through the existing High Level Agreement between DEFRA and CEFAS in which a development and maintenance budget is
identified.
Post MMO vesting, there is a requirement to provide application specific Help Desk support.
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Existing and expected fisheries responsibilities can be supported by current on-going IS programmes to enhance existing MFA
applications (noting additional analysis is required to ensure compliance with 2010 IUU regulations). The ability to more easily access
data from disparate ‘stand-alone’ IS systems (particularly in Coastal Offices) is seen as key to improving operational performance.
Longer term, there are requirements to upgrade / allow greater access to existing systems (e.g., for IFCA’s), and to migrate to
supportable IS platforms (requirements currently being defined).
1.5
Delivery Timescales
In summary, the key gap requirements are to provide:
For delivery in April 2010,
o New (early build release) MMO IS GIS capability
o New (early build release) MMO IS Planning and Licensing capability (Case Management, Customer Relationship
Management (CRM), Document/Knowledge Management, Collaborative Tools)
o Amendments to existing MFA systems (Stakeholder access to MCMS, re-branding of MMO website, outputs and the Time
Logging system, enhancements to MCSS to support new MMO Marine Environment and Conservation and Licensing
responsibilities)
For delivery throughout 2010,
o Procure MMO application specific Help Desk software,
o Adopt a one-stop’ MMO specific website to provide advice and guidance on pollution emergencies,
o On-going FISS programme requirements.
o Provide e-payment capacity via the MMO website.
For delivery in the first quarter of 2011 (to meet MMO legislative requirements),
o Enhanced new MMO IS GIS capability,
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o Enhanced new MMO IS Planning and Licensing capability (replacing the existing MCMS system).
For delivery throughout 2011,
o On-going FISS programme requirements,
o Provide greater stakeholder access to existing applications (including IFCA’s),
o Possible migration of existing systems to new IS supportable platforms (to be defined),
o Possible upgrade of existing systems to new IS supportable software (to be defined).
1.6
Gaps Identified – Summary
‘Gaps’ that have been identified are listed below. A more detailed analysis of gaps identified is shown in Appendix 2 (summary of gaps
per MMO function and component sub-functions) and Appendix 3 (priority / proximity / impact / low level requirements definition status).
For delivery by 1st April 2010, there are requirements to provide:
Gap 2. New (early build release) MMO IS GIS capability (encompassing the ‘SPIRIT’ web-based component of the MMO GIS
solution, a configurable toolbar which provides the capability to define bespoke modelling and analysis functions, clarifying the
data needed for the MMO to conduct its business and developing a Data Management Strategy to manage data assets within the
MMO). These requirements are being progressed via their respective work-streams
.
Gap 28. GIS Business System Integration Strategy. In delivering a fit-for-purpose GIS solution, it is important that it is not just a
stand-alone capability, but integrates with other business applications. For April 2010, the strategy needs to be developed which
sets out how business applications should evolve and converge to support a fully integrated GIS solution. This requirement is
being progressed via the respective work-streams
.
Gaps 23, 16, 17.
New (early build release) MMO IS Planning and Licensing capability (to include Case Management, CRM,
Document/Knowledge Management, Collaborative Tools). These broad function categories are being examined as part of present
IS solution offerings within the e-Nabling umbrella.
Gap 7. To provide MCMS access to the Stakeholder (to grant Stakeholder FEPA licences from April 2010). Direct discussions
are progressing between the Stakeholder, MFA and CEFAS to define requirements.
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Gap 3. A new MMO website / updated intranet. It is assumed that this will initially be a re-brand of current MFA website (an
internal MFA task to be planned, agreed and progressed from January 2010). Further enhancements will be required during 2010
to meet MMO longer term requirements to provide an integrated Content Management IS solution.
Gap 1. MMO re-branding of all templates and outputs associated with current MFA systems. This is an internal MFA
administrative task (to be planned) to re-brand and update associated word templates.
Gap 4. Update the MFA TR application (Time Logging) for new MMO functionality in readiness for MMO vesting. This is an
internal administrative MFA task, currently being planned and progressed within the Fisheries function.
Gap 10. The new MMO marine conservation enforcement role (MCSS). This requirement needs to be incorporated (as additional
screens) into the current MCSS system. Low level requirements specifications are being submitted to CEFAS for review.
Gap 11. Administration of penalties for nature conservation legislation. This requirement needs to be incorporated (as additional
screens) into the current MCSS system. Low level requirements specifications are being submitted to CEFAS for review.
Gap 14. Environmental Liability Directive authority role (as per current MFA responsibilities). This requirement needs to be
incorporated (as additional screens) into the current MCSS system. Low level requirements specifications are being submitted to
CEFAS for review.
For delivery throughout 2010, there are requirements to provide:
Gap 18. Procure Help Desk software to support existing MFA/MMO personnel in providing IS specific application support.
Potential options are being analysed.
Gap 15. A ‘one-stop’ MMO specific website to provide advice and guidance on pol ution emergencies. This website is currently
owned by JNCC.
For delivery throughout 2010, there are requirements to integrate the following functionality currently supported by spreadsheets into the
new MMO Planning and Licensing Functions:
Gap 5. Issuing of licences under the Electricity Act. This functionality is currently delivered by DECC and is to be transferred to
MMO from April 2010.
Gap 6. Harbours Act functions (currently delivered by Department for Transport and to be transferred to MMO from April 2010).
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Gap 8. Providing advice to Department for Transport in respect of proposed works under the Transport Act.
Gap 9. Issuing of licences under the Conservation of Seals Act, Wildlife and Countryside Act (currently delivered by Natural
England and to be transferred to MMO from April 2010). Issuing of licences under Offshore Marine Regulations (currently
delivered by MFA but with potential to align with the Marine Act licensing). IS support will be provided by Excel spreadsheets.
Gap 12. As a new function under the Marine Act, management of conservation by-laws in relation to Marine Conservation
zones. There is currently no IS support for this functionality (applications are being recorded in Word documents and Excel
spreadsheets).
Gap 13. To provide advice to stakeholders (such as JNCC and Natural England) to inform site selection processes for Marine
Conservation Zones and Natura 2000 sites. There is currently no IS support for this functionality (applications are being recorded
in Word documents and Excel spreadsheets).
As part of business as usual, for on-going delivery throughout Financial Years 10/11 and 11/12 (and currently being progressed), there
are requirements to amend existing Fisheries applications to support:
Gap 19. Updating the FAD and ERS systems to incorporate e-sales notes and e-logbooks (currently being progressed as the top
priority of the FISS programme).
Gap 21. Develop obligatory reports and analyses to a wide variety of overarching organisations, including FOI requests and
support to Policy division (FISS programme advice to be sought).
Gap 22. Further analysis to determine the extent of required future IS application enhancements to meet the new IUU
regulations (to be planned).
Gap 24. Allow IFCA access to MMO systems (based on allowing access to MCMS, and greater access to MCSS and RNSS).
Gap 25. Possible amendments will be required to MMO systems to enable IFCA’s to enforce administrative penalties, marine
conservation enforcement and handling pollution incidents. A Working Group is being formulated to define requirements.
Gap 20. Migrate existing Fisheries systems to supportable IS platforms (i.e., redeveloping the out-dated / unsupported base for all
applications into the .net software framework). This activity has yet to be planned.
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Beyond 2011, there are possible requirements (yet to be planned) to:
Gap 26. A full review of all existing MFA systems, as the complexity of some of the current systems might need a full revision or a
rebuild.
Gap 27. Review vessel registry functions, should they be transferred to the MMO from the RSS in Cardiff (decision awaited).
1.7
Assumptions
The overall vision for the MMO IS Architecture, and associated functionality gaps, is described in Appendix A.
Further IS application requirements wil be identified post MMO launch, as part of ‘bedding-in’.
It is assumed that all Information Communications and Technology (ICT) infrastructure and services for the MMO Tyneside HQ (such as
desktops, standard office applications, and infrastructure, printer and file services) will be provided by IBM under the Defra e-Nabling
contract.
MMO functions are defined in the organisational structure Blueprint.
Where appropriate, amendments to existing MFA systems can be progressed under current contracts between MFA and existing
suppliers.
Where appropriate, there is sufficient application capacity / capability to enable continued long-term supplier support for existing MFA
systems provided by CEFAS and Blue finger.
All Intellectual Property Rights (IPR) of existing MFA systems, supplied by CEFAS and Blue finger, are owned by the suppliers.
Where appropriate, any requirements to provide new MMO applications can be progressed by:
OJEU restricted processes,
Catalist Frameworks,
Internal sourcing (e.g. via CEFAS)
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Government Frameworks (for example GIS ESRI), and / or
The existing Defra IBM e-Nabling contract or its successor ISDR.
If appropriate, GIS licences and development resources can be purchased via ESRI as part of current Government Framework
Agreements, though the MMO’s part in such an agreement wil need to be reviewed as an NDPB.
If appropriate, Help Desk capability can be progressed via existing MFA/Defra contracts.
MMO requirements for Document Management will not initially require specific application support and will be delivered by the design and
implementation of appropriate file structures / taxonomies.
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1.8
Risks
Number Risk
Probability
Impact
Mitigation
1
MMO functions, as described in the Blueprint, are
Low
High
Close liaison with MMO Implementation
subject to change and will be determined upon vesting.
Team.
2
There may be a change of IS strategy by the MMO
Low (in the
Medium
IS Strategy submitted to and approved by
Board.
short term)
MFA Executive.
3
The MMO IS requirements gathering exercise may not
Medium
High
Distribution of findings to all MMO
have identified all MMO IS needs / gaps within existing
Directors for review and comment.
MFA system capabilities.
4
Recommendations to address gaps beyond April 2010
Medium
High
Future funding requirements submitted
may not receive the necessary budgetary approval.
for review and approval.
5
Additional MMO license requirements may develop from
High
Medium
Close liaison with Planning and License
the Marine and Coastal Access Bill as a result of
Requirements Team.
secondary legislation
6
There may be insufficient on-going MFA/MMO Project
Medium
High
To be managed as part of MMO
Management expertise to deliver IS solutions.
Resource recruitment programmes.
7
MMO relationships with existing suppliers (CEFAS, Blue
High
Medium
Impact of NDBP status being assessed.
finger/ AST) may be different from existing MFA
arrangements.
8
As Microsoft no longer support Visual Basic operating
Low
High
Requirements being prioritised within
systems, there are increased risks to the underlying
existing development programmes.
security of CEFAS systems (although the risk is low, the
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impacts on MFA applications would be high).
9
As part of the current schedules of amendments to
High
High
MFA/MMO Directors advice will be
existing MFA systems, the FISS Programme Board has
sought where conflicts exist.
prioritised the delivery of e-sales and e-logbooks.
Consequently, this will impact the ability of suppliers to
deliver any further enhancements prior to MMO vesting.
10
IS requirements for Coastal Offices may not be fully
Medium
High
Comments received from a limited
captured, as responses received were mainly from HQ
number of Coastal personnel.
personnel.
Distribution of findings to all MMO
Directors for review and comment.
11
Proposed amendments to existing applications may
Low
High
Future funding requirements submitted
exceed cost thresholds.
for review and approval.
12
Detailed IS requirements to support planning function
Medium
High
Working Groups established. Weekly
may be late in definition, with a knock-on impact to
progress reviews / issue escalation to
timescale for delivery of a supporting IS system.
relevant Directors.
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2
Key Requirements to support MMO functions
2.1
Summary of Findings
2.1.1 Corporate Services
For the MMO, the Corporate Services function includes Corporate Communication and Affairs, HR, Finance, Legal and Estates and
Information Technology (IT).
MMO Requirements fully served by existing MFA systems:
In summary, the majority of MMO Corporate Services requirements can be served with existing IS applications being used within the
MFA. At this stage, it is not expected that specific IS applications (other than Word, Excel etc.) will be required to support the Corporate
Affairs and Legal and Estates functions (including the new MMO role as an NDPB, support for the MMO Board, FoI requests, recording of
MoU’s, Health and Safety, MMO legal advice for licensing, enforcement and nature conservation, and the Estates functions currently with
Defra).
The Shared Service Division (SSD) will continue to provide transactional services to the MMO for HR, Payroll, Finance and Procurement
via an Oracle Business Suite. MFA have a Service Level Agreement in Place for these services. It is expected that the MMO will be
required to continue to use SSD for its transactional services and will therefore need to put in place a revised SLA. Finance has ‘read
only’ access to marine licence recording system, MCMS (and other fee generating systems, if introduced).
The management of existing MFA IS contracts with service providers will continue within the MMO.
Gaps:
There is a requirement to provide:
Gap 3. A new MMO website / updated intranet. It is assumed that this will initially be a re-brand of current MFA website (an
internal MFA task to be planned, agreed and progressed from January 2010). Further enhancements will be required during
2010 to meet MMO longer term requirements to provide an integrated Content Management IS solution.
Gaps 16, 17.
New Customer Relationship Management, Document/Knowledge Management.
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Gap 18. Procure Help Desk software to support existing MFA/MMO personnel in providing IS specific application support.
How the gaps are currently addressed:
Gap 3 - Website and Intranet
As per current MFA website arrangements, the webmaster will continue be responsible for the design, maintenance and ongoing
updating of the new MMO website. Funding has been secured to acquire additional webmaster resource to produce a new MMO
website/intranet (as a re-branding of the existing MFA website / intranet). Development is expected to commence in
November/December ’09, in readiness for MMO launch on 1st April 2010.
Gaps 16 and 17 - Customer Relationship Management, Collaborative Tools
The MFA is currently using an Access database, which is overly simple for future MMO needs. There are currently no planned
arrangements to replace Access databases with a fully integrated Customer Relationship Management IS solution. These functions are
being investigated as part of investigating present IT solution offerings within the e-Nabling umbrella.
Gap 18 - Help Desk software to support existing MFA/MMO personnel in providing IS specific application support.
There is no current IS software, or planned arrangements, to support IS application specific Help Desk queries. Consequently, there is
no ability to monitor performance or provide Service Level Agreements. Potential solutions are being investigated.
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Summary of Options to address Gaps:
Option
Recommendation
1. Do nothing
2. For April 2010
Gap 3: Re-brand existing MFA website/intranet
Gap 16: Procure initial new CRM capability (which will be
included in the early build of the Case Management
functionality)
Gap 17: Procure initial new Collaborative Tools which will
be included in the early build of the Case Management
functionality)
3. For April 2011
Gap 18 Procure Help Desk capability
Gap 16: Enhance new CRM capability
Gap 17: Enhance new Collaborative Tools
Commissioning Impacts on MMO of ‘do-nothing’ option:
Not meeting MMO Obligations / Legislation Requirements / Corporate Reputation?
The reputation of the MMO would be seriously compromised should a MMO branded website not be available for the organisation launch.
As a minimum, there is a requirement to re-branding of the existing MFA website and intranet (being planned). For Customer
Relationship Management, corporate reputation will be also impacted should the MMO not have the capability to develop greater
communication with stakeholders (via Extranet User Groups). Retaining distributed poorly maintained Access databases, as now, to
support Customer Relationship Management is overly simple for future MMO needs. The lack of IS application specific Help Desk
support will result in an inability to monitor performance or provide Service Level Agreements.
Missing Functions / Impact on Resources / Efficiencies?
Longer term, the MMO website will need the ability to handle financial transactions, a series of closed user groups for consultation groups
of external stakeholders (Extranet) and differing teams, manage and maintain a huge library of information – some within a firewall for
transactional data – as well as source material. Further analysis and development will be required to ensure website capability as part of
an integrated Content Management System solution (e.g., for applicants to track licence applications). With an HQ in Tyneside, IS may be
necessary to provide some form of intranet face-to-face contact provision for each coastal office either videoconferencing or, if network
permits, computer to computer video conferencing.
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Missed Opportunities?
A MMO website / intranet (based on re-branding of existing MFA functionality) and the lack of Extranet capability will be seen as major
missed opportunities, and potentially damaging, to the Corporate reputation and successful deployment of the MMO communication
strategy.
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2.1.2 Science, Evidence & Technical Support.
MMO Requirements fully served by existing MFA systems:
In summary, the following MMO functionality can be served within existing IS applications being used within the MFA and / or Microsoft
products such as Word and Excel:
Gathering and collating evidence and information about marine planning to inform planning (via relevant project management
standards).
Provide advice to IPC on the impact of nationally significant developments in the marine area (via Word documents).
Providing information / potential competent authority role ref framework of indicators for good environmental status under Marine
Strategy Framework Directive (Any role the MMO might play is likely to require only standard IS packages (e.g., Word) as the
initial assessment of marine waters (by 2012) and establishment of a monitoring programme(by 2014) is likely to be carried out
through existing UKMMAS processes; while determination of GES, targets and indicators (by 2012) is likely to be coordinated by
Defra).
Commissioning research & development / monitoring (This function is supported by specific data requests to CEFAS, as well as
DEFRA IS applications, such as SIS (using DEFRA common practice; final and annual reports etc. are stored in Word documents
and uploaded to the DEFRA website). There are no current requirements to use either MFA applications or uploading of reports
to a future MMO website).
Participation in UKMMAS and UKMSCC (There are no current requirements to use either MFA applications or uploading of
reports to a future MMO website).
Gaps:
There is a requirement to provide:
Gap 2. New MMO IS GIS capability (encompassing the ‘SPIRIT’ web-based component of the MMO GIS solution, a configurable
toolbar which provides the capability to define bespoke modelling and analysis functions, clarifying the data needed for the MMO
to conduct its business and developing a Data Management Strategy to manage data assets within the MMO). These
requirements are being progressed via their respective work-streams
.
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Gaps 23, 16, 17.
New MMO IS Planning and Licensing capability (to include Case Management, CRM, Document/Knowledge
Management, and Collaborative Tools). These broad function categories will be of interest when examining present IT solution
offerings within the e-Nabling umbrella.
Gap 1. MMO re-branding of all templates and outputs associated with current MFA systems. This is an internal MFA
administrative task (to be planned) to re-brand and update associated word templates.
Gap 8. Providing advice to Department for Transport in respect of proposed works under the Transport Act. IS support within.
Gap 13. To provide advice to stakeholders (such as JNCC and Natural England) to inform site selection processes for Marine
Conservation Zones and Natura 2000 sites. There is currently no IS support for this functionality (applications are being recorded
in Word documents and Excel spreadsheets).
How the gaps are currently addressed:
Gap 2 – New MMO IS GIS capability
Currently, there is limited GIS capability within the MFA (primarily via ‘Google Earth’ and ‘MAGIC’). Marine Planning is a new function
within MMO. It is essential to provide new MMO GIS capability to support new MMO Planning function and associated integration to
existing business systems (Gap 28). Work is progressing to identify initial IS GIS capability (encompassing the ‘SPIRIT’ web-based
component of the MMO GIS solution, a configurable toolbar which provides the capability to define bespoke modelling and analysis
functions, clarifying the data needed for the MMO to conduct its business and developing a Data Management Strategy to manage data
assets within the MMO).
Gaps 23, 16, 17 – New MMO IS Planning and Licensing capability
The present licensing function within the MFA utilises the Marine Consents Management System (MCMS) developed by CEFAS. New
licensing capability is required from April 2011 to support MMO licensing and evidence based decision process requirements as defined
in the Marine and Coastal Access Bill. These functions are being investigated as part of investigating present IS solution offerings within
the e-Nabling umbrella.
Gap 1 – MMO re-branding of all templates and outputs
There is a MMO requirement to re-brand all templates and outputs associated with current MFA systems. This is an internal MFA
administrative task (to be planned).
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Gap 8 – Providing advice to Department for Transport
IS support within the Department for Transport is currently provided by Excel spreadsheets. For April 2010, ownership of these
spreadsheets will transfer to the MMO. For April 2011, there is a requirement to incorporate this functionality into the new enhanced
MMO Licensing Case Management capability (Gap 23).
Gap 13 – To provide advice to stakeholders (such as JNCC and Natural England) to inform site selection processes for Marine
Conservation Zones and Natura 2000 sites.
There is no current IS support providing advice for Marine Nature Conservation Zones and Natura 2000 sites. For April 2010, there is a
requirement to develop spreadsheets to support MMO requirements. For April 2011, there is a requirement to incorporate this
functionality into the new enhanced MMO Licensing Case Management capability (Gap 23).
Summary of Options to address Gaps:
Option
Recommendation
1. Do nothing
2. For April 2010
Gap 2: Procure New GIS capability
Gap 23: Procure New Case Management
Gap 16: Procure initial new CRM capability
Gap 17: Procure initial new Collaborative Tools
Gap 1: Re-brand MMO templates
Gap 8: Retain existing DfT spreadsheets
Gap 13: Develop new Conservation spreadsheets
3. For April 2011
Gap 2: Enhanced new GIS capability
Gap 16: Enhance initial new CRM capability
Gap 17: Enhance initial new Collaborative Tools
Gap 8: Integrate spreadsheet to new Case Management
Gap 13: Integrate spreadsheet to new Case Management
Commissioning Impacts on MMO of ‘do-nothing’ option:
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Not meeting MMO Obligations / Legislation Requirements / Corporate Reputation?
The corporate credibility of the MMO would be seriously compromised should MMO not have the capability to support the legislation
driven / MMO gaps as described above.
Missing Functions / Impact on Resources / Efficiencies?
The inability to provide IS support for the above missing functionality will result in additional resources (both Head Quarters and Coastal
offices) being required to maintain a number of disparate spreadsheets. This is seen as an onerous and inefficient solution, as business
processes / data quality will be compromised due to the need (and inability) to access data in various databases
Missed Opportunities?
The lack of IS capability will be seen as major missed opportunities, and potentially damaging, to the successful deployment of the MMO
communication / stakeholder management strategy.
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2.1.3 Marine Planning
Marine Planning is a new function that will be charged with the development and thereafter the responsibility for maintaining Marine
Plans. Marine Planning will encompass a set of marine spatial plans that will set out how the Marine Policy Statement will apply to
specific parts of waters across England and Wales. A key component for the production of the Marine Plans is the development and
ongoing maintenance of a single evidence base shared with the Marine Policy Statement.
MMO Requirements fully served by existing MFA systems:
Marine Planning is a new function to the MMO.
Gaps:
There is a requirement to provide:
Gap 2. New MMO IS GIS capability (encompassing the ‘SPIRIT’ web-based component of the MMO GIS solution, a configurable
toolbar which provides the capability to define bespoke modelling and analysis functions, clarifying the data needed for the MMO
to conduct its business and developing a Data Management Strategy to manage data assets within the MMO). These
requirements are being progressed via their respective work-streams
.
Gaps 23, 16, 17.
New MMO IS Planning and Licensing capability (to include Case Management, CRM, Document/Knowledge
Management, and Collaborative Tools). These broad function categories will be of interest when examining present IT solution
offerings within the e-Nabling umbrella.
How the gaps are currently addressed:
Marine Planning is a new function within MMO.
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Summary of Options to address Gaps:
Option
Recommendation
1. Do nothing
2. For April 2010
Gap 2: Procure new GIS capability
Gap 23: Procure new Case Management
Gap 16: Procure initial new CRM capability
Gap 17: Procure initial new Collaborative Tools
3. For April 2011
Gap 2: Enhance new GIS capability
Gap 23: Enhance new Case Management
Gap 16: Enhance initial new CRM capability
Gap 17: Enhance initial new Collaborative Tools
Commissioning Impacts on MMO of ‘do-nothing’ option:
Not meeting MMO Obligations / Legislation Requirements / Corporate Reputation/ Missing Functions / Impact on Resources/ Efficiencies
Missed Opportunities?
The corporate credibility of the MMO would be seriously compromised should MMO not have the capability to support marine planning.
The provision of GIS capability is essential to this process.
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2.1.4 Marine Environmental Licensing
Under the Marine and Coastal Access Bill, the MMO will be responsible for issuing a reformed marine licensing regime (including the
issue of licenses for offshore wind farms, tidal and wave power, jetties, moorings, dredging, aggregates extractions and laying of cables
and pipes). The licenses will enable the MMO to regulate the environmental and navigational impacts of constructions, deposits and
removals in the marine area.
MMO Requirements fully served by existing MFA systems:
All returns and associated correspondence for licensing of oil spill treatment products (as now within the MFA but under new secondary
legislation under the Marine Act) is stored in Microsoft products (such as Word and Excel). MMO will need IS capacity to store and
manage the enforcement of IPC deemed Marine Act licences. The intention is that the IPC will give licences to the MMO once they have
been issued. Details of how this will work has yet to be determined, at this stage, it is envisaged that evidence can be stored as either
Word documents or e-mail exchanges.
Gaps:
There is a requirement to provide:
Gaps 23, 16, 17.
New MMO IS Planning and Licensing capability (to include Case Management, CRM, Document/Knowledge
Management, and Collaborative Tools). These broad function categories will be of interest when examining present IT solution
offerings within the e-Nabling umbrella.
Gap 28. GIS Business System Integration Strategy. In delivering a fit-for-purpose GIS solution, it is important that it is not just a
stand-alone capability, but integrates with other business applications. For April 2010, the strategy needs to be developed which
sets out how business applications should evolve and converge to support a fully integrated GIS solution.
Gap 7. To provide MCMS access to the Stakeholder (to grant Stakeholder FEPA licences from April 2010). Direct discussions
are progressing between the Stakeholder, MFA and CEFAS to define requirements.
Gap 1. MMO re-branding of all templates and outputs associated with current MFA systems. This is an internal MFA
administrative task (to be planned) to re-brand and update associated word templates.
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Gap 5. Issuing of licences under the Electricity Act. This functionality is currently delivered by DECC and is to be transferred to
MMO from April 2010.
Gap 6. Harbours Act functions (currently delivered by Department for Transport and to be transferred to MMO from April 2010).
Gap 8. Providing advice to Department for Transport currently delivered by Department for Transport and to be transferred to
MMO from April 2010).
Gap 9. Issuing of licences under the Conservation of Seals Act, Wildlife and Countryside Act (currently delivered by Natural
England and to be transferred to MMO from April 2010). Issuing of licences under Offshore Marine Regulations (currently
delivered by MFA but with potential to align with the Marine Act licensing). There is currently no IS support for this functionality
(applications are being recorded in spreadsheets).
Gap 12. As a new function under the Marine Act, management of conservation by-laws in relation to Marine Conservation zones.
There is currently no IS support for this functionality (applications are being recorded in Word documents and Excel
spreadsheets).
Gap 13. To provide advice to stakeholders (such as JNCC and Natural England) to inform site selection processes for Marine
Conservation Zones and Natura 2000 sites. There is currently no IS support for this functionality (applications are being recorded
in Word documents and Excel spreadsheets).
How the gaps are currently addressed:
Gaps 23, 16, 17 – New MMO IS Planning and Licensing capability
The present licensing function within the MFA utilises the Marine Consents Management System (MCMS) developed by CEFAS. New
licensing capability is required from April 2011 to support MMO licensing and evidence based decision process requirements as defined
in the Marine and Coastal Access Bill. These functions are being investigated as part of investigating present IT solution offerings within
the e-Nabling umbrella.
Gap 28 – GIS Business System Integration Strategy
In delivering a fit-for-purpose GIS solution, it is important that it is not just a stand-alone capability, but integrates with other business
applications. For April 2010, the strategy needs to be developed which sets out how business applications should evolve and converge
to support a fully integrated GIS solution.
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Gap 7 - Stakeholder access to MCMS
Stakeholder FEPA licences are currently managed by the Marine Environment Team. As part of devolved powers, the Stakeholder will
be responsible for granting Stakeholder FEPA licences from April 2010. Consequently, they will require direct access to the MCMS
system. Work is progressing to technically enable system access. However, it has yet to be decided whether access will be limited to
Stakeholder only licences. Direct discussions are progressing between the Stakeholder, MFA and CEFAS to define requirements.
Gap 1 – MMO re-branding of all templates and outputs
There is a MMO requirement to re-brand all templates and outputs associated with current MFA systems. This is an internal MFA
administrative task (to be planned).
Gap 5 – Issuing of licences under the Electricity Act
For April 2011, there is a requirement to incorporate this functionality into the new enhanced MMO Licensing Case Management
capability (Gap 23).
Gap 6 – Harbours Act functions
IS support within the Department for Transport is currently provided by Excel spreadsheets. For April 2010, ownership of these
spreadsheets will transfer to the MMO. For April 2011, there is a requirement to incorporate this functionality into the new enhanced
MMO Licensing Case Management capability (Gap 23).
Gap 8 – Providing advice to Department for Transport
IS support within the Department for Transport is currently provided by Excel spreadsheets. For April 2010, ownership of these
spreadsheets will transfer to the MMO. For April 2011, there is a requirement to incorporate this functionality into the new enhanced
MMO Licensing Case Management capability (Gap 23).
Gap 9 – Issuing of licences under the Conservation of Seals Act, Wildlife and Countryside Act
IS support within Natural England is currently provided by Excel spreadsheets. For April 2010, ownership of these spreadsheets will
transfer to the MMO. For April 2011, there is a requirement to incorporate this functionality into the new enhanced MMO Licensing Case
Management capability (Gap 23).
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Gap 13 – To provide advice to stakeholders (such as JNCC and Natural England) to inform site selection processes for Marine
Conservation Zones and Natura 2000 sites.
There is no current IS support for this functionality. For April 2010, there is a requirement to develop spreadsheets to support MMO
requirements. For April 2011, there is a requirement to incorporate this functionality into the new enhanced MMO Licensing Case
Management capability (Gap 23)
Summary of Options to address Gaps:
Option
Recommendation
1. Do nothing
2. For April 2010
Gap 23: Procure New Case Management
Gap 16: Procure initial new CRM capability
Gap 17: Procure initial new Collaborative Tools
Gap 28: Develop Business Systems strategy
Gap 1: Re-brand MMO templates
Gap 7: Allow Stakeholder access to MCMS
Gaps 5,6, 8, 9,12,13: Retain existing spreadsheets
3. For April 2011
Gap 16: Enhance new CRM capability
Gap 17: Enhance new Collaborative Tools
Gap 28: Business applications to evolve and converge to
support a fully integrated GIS solution.
Gaps 5,6, 8, 9,12,13: Integrate existing spreadsheets to
MMO Case Management capability
Commissioning Impacts on MMO of ‘do-nothing’ option:
Not meeting MMO Obligations / Legislation Requirements / Corporate Reputation?
The corporate credibility of the MMO would be seriously compromised should MMO not have the capability to support the Marine Bill
legislation driven / MMO gaps as described above.
Missing Functions / Impact on Resources/ Efficiencies ?
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The inability to provide IS support for the above new functionality will result in existing resources (both Head Quarters and Coastal
offices) being required to maintain a number of disparate existing and to be developed spreadsheets. This is seen as an onerous and
inefficient solution, as business processes / data quality will be compromised due to the need (and inability) to access data in various
databases.
Missed Opportunities?
The lack of IS capability will be seen as a major missed opportunity, and potentially damaging, to the successful operation of the MMO.
The ability to liaise with / provide information to Stakeholders will be seriously compromised.
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2.1.5 Fisheries Management
Fisheries and Management have wide ranging responsibilities, including issuing licences for vessels. Further responsibilities are to
monitor fleet entries and exits for which Fisheries Management will produce an annual report for the European Commission. In addition
they implement appeal tribunal decisions for restrictions on time spent at sea. Through the Statistical Unit reporting is extended to cover
both statutory and non-statutory reporting for the whole of the MMO. They also provide support for negotiations on EU proposals; ensure
compliance with economic links so fishing vessels contribute to economies of UK fishing communities
MMO Requirements fully served by existing MFA systems:
For the MMO, there is a requirement to maintain all existing MFA Fisheries Management systems and associated reporting, (i.e., FVR,
VLS, FAD, I-FISH,MCSS,MFA TR, Cross Checker, RBS, ERS and VMS).
All current MFA reports for all existing fisheries management functions will be required for the MMO (including MMO reporting of quotas
to Defra, the collecting, co-ordinating and reporting fisheries statistics). As a generic description, reports are usually in the form of us
compiling data or extracting data direct either from UK systems or combining similar extracted data from the separate UK systems that
exist i.e. the FIN and FAD systems. In many cases, MFA supplement these data extractions with additional data from the other
administrations to produce the required composite UK set of data. This is often needed to be recast into the required format before
submission to the organisation involved, using whatever submission route they state (e.g. for data submissions to the EU we are required
to use the FIDES system for most data reports).
Gaps:
There is a requirement to provide:
Gap 1. MMO re-branding of all templates and outputs associated with current MFA systems. This is an internal MFA
administrative task (to be planned) to re-brand and update associated word templates.
Gaps 23, 16, 17.
New MMO IS Planning and Licensing capability (to include Case Management, CRM, Document/Knowledge
Management, and Collaborative Tools). These broad function categories will be of interest when examining present IT solution
offerings within the e-Nabling umbrella.
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Gap 4. Update the MFA TR application (Time Logging) for new MMO functionality in readiness for MMO vesting. This is an
internal administrative MFA task, currently being planned and progressed within the Fisheries function.
Gap 19. Updating the FAD and ERS systems to incorporate e-sales notes and e-logbooks (currently being progressed as the top
priority of the FISS programme).
Gap 21. Develop obligatory reports and analyses to a wide variety of overarching organisations, including FOI requests and
support to Policy division (FISS programme advice to be sought).
Gap 22. Further analysis to determine the extent of required future IS application enhancements to meet the new IUU
regulations.
Gap 20. Migrate existing Fisheries systems to supportable IS platforms (i.e., redeveloping the out-dated / unsupported base for
all applications into the .net software framework).
Gap 24. Allow IFCA access to MMO systems (based on allowing access to MCMS, and greater access to MCSS and RNSS).
Gap 25. Possible amendments wil be required to MMO systems to enable IFCA’s to enforce administrative penalties, marine
conservation enforcement and handling pollution incidents.
Gap 26. A full review of all existing MFA systems, as the complexity of some of the current systems might need a full revision or
a rebuild.
Gap 27. Review vessel registry functions, should they be transferred to the MMO from the RSS in Cardiff (decision awaited).
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How the gaps are currently addressed:
Gaps 23, 16, 17 – New MMO IS Planning and Licensing capability
The present licensing function within the MFA utilises the Marine Consents Management System (MCMS) developed by CEFAS. New
licensing capability is required from April 2011 to support MMO licensing and evidence based decision process requirements as defined
in the Marine and Coastal Access Bill. These functions are being investigated as part of investigating present IT solution offerings within
the e-Nabling umbrella.
Gap 1 – MMO re-branding of all templates and outputs
There is a MMO requirement to re-brand all templates and outputs associated with current MFA systems. This is an internal MFA
administrative task (to be planned).
Gaps 19 to 27
The majority of current and planned arrangements are incorporated within the FISS Programme and IFCA initiatives discussed above.
The Implementation of existing Catch Documentation Schemes (CDS) and more recently Council Regulation 1005/2008 which creates a
global EU CDS and Port State Control system to prevent the import into the EU of IUU fishery products caught by 3rd countries. New
internal systems are required for recording the processes and outcomes of the IUU catch certificate verification purposes. This will need
to include systems that support the MFA role as the Single Point of contact for all international IUU procedures. Including Mutual
Assistance single liaison office functions. The UK Fisheries call Centre may also need to modify their systems to cater for the IUU
regulation. There is a need for access to external databases.
Summary of Options to address Gaps:
Option
Recommendation
1. Do nothing
2. For April 2010
Gap 1: Re-brand MMO templates
Gap 23: Procure New Case Management
Gap 16: Procure initial new CRM capability
Gap 17: Procure initial new Collaborative Tools
Gap 4: Update MMO Time Logging requirements
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3. For April 2011
Gap 23: Enhance new Case Management
Gap 16: Enhance new CRM capability
Gap 17: Enhance new Collaborative Tools
Gaps 19, 21, 22, 20, 24, 25, 26, 27:
Progress as part of FISS Programme / Business as Usual
Commissioning Impacts on MMO of ‘do-nothing’ option:
Not meeting MMO Obligations / Legislation Requirements / Corporate Reputation / Missing Functions / Impact on Resources/ Efficiencies
IS support exists for the majority of Fisheries Management activities. The FISS programme and IFCA initiatives will address the majority
of MMO IS gaps identified above.
There is a risk to the MMO of serous ‘Infraction’ penalties from the European Union, should e-sales notes and e-logbook software not be
installed to meet the required legislation. Consequently, delivery of this software (to April 2010) has been identified by the FISS
Programme as its top priority, and is being progressed as a matter of urgency.
In addition, there is a risk that existing IS infrastructures and Fisheries application software is increasingly out-dated and not supported by
IS vendors. This will seriously undermine the ability to maintain existing IS should they not be migrated to new supportable platforms.
Missed Opportunities?
IS support exists for the majority of Fisheries Management activities. The ability to access data more readily from disparate systems is
seen as a major improvement to operational efficiency.
Recommendations to address gaps:
The majority of current and planned arrangements are incorporated within the FISS Programme and IFCA initiatives discussed above.
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2.1.6 Operations
A key responsibly of the Operations function is to respond to marine pollution emergencies. The Operations function is also tasked with
monitoring and enforcing consented and unlicensed marine works and aggregate extraction. The Marine Conservation team within the
Operations Function are being charged with issuing wildlife licences. Under the Marine and Coastal Access Bill, the MMO will take
responsibility for the new Marine Nature Conservation Zones (MCZ) to protect marine biodiversity. Initially the work is being led by Natural
England and the JNCC and from April 2010 will be transferred to the MMO. At this stage the Marine Conservation team supports this
work by providing information on socio-economic and enforcement issues acquired through its planning, licensing, enforcement and
fisheries management roles, which will contribute to the site selection process.
MMO Requirements fully served by existing MFA systems:
There is no requirement for specific IS application development to support management of the European Grants scheme and provision of
training for Marine Enforcement Officers (both MMO staff and EA/IFCA’s). For managing European Grant schemes, applications are
stored and managed in a discrete, standalone ‘Access’ database (noting there are interfaces to other MFA databases, such as FAD).
This Access database will be required, as is, for the launch of the MMO. Training courses can be amended as and when appropriate.
The current MFA systems (such as FAD, MCSS and VMS) are sufficient to meet current IUU regulations on the enforcement of UK and
EU fisheries obligations in waters outside Community waters, including those created by Regional Fishery Management Organisations
where the EU or the UK are contracting parties (mutually supported by Operation and MFA coastal offices).
Gaps:
There is a requirement to provide:
Gap 1. MMO re-branding of all templates and outputs associated with current MFA systems. This is an internal MFA
administrative task (to be planned) to re-brand and update associated word templates.
Gaps 23, 16, 17.
New MMO IS Planning and Licensing capability (to include Case Management, CRM, Document/Knowledge
Management, and Collaborative Tools). These broad function categories will be of interest when examining present IS solution
offerings within the e-Nabling umbrella.
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Gap 10. The new MMO marine conservation enforcement role (MCSS). This requirement needs to be incorporated (as additional
screens) into the current MCSS system.
Gap 11. Administration of penalties for nature conservation legislation. This requirement needs to be incorporated (as additional
screens) into the current MCSS system.
Gap 14. Environmental Liability Directive authority role (as per current MFA responsibilities). This requirement needs to be
incorporated (as additional screens) into the current MCSS system.
Gap 15. A ‘one-stop’ MMO specific website to provide advice and guidance on pol ution emergencies.
How the gaps are currently addressed:
Gaps 23, 16, 17 – New MMO IS Planning and Licensing capability
The present licensing function within the MFA utilises the Marine Consents Management System (MCMS) developed by CEFAS. New
licensing capability is required from April 2011 to support MMO licensing and evidence based decision process requirements as defined
in the Marine and Coastal Access Bill. These functions are being investigated as part of investigating present IT solution offerings within
the e-Nabling umbrella.
Gap 1 – MMO re-branding of all templates and outputs
There is a MMO requirement to re-brand all templates and outputs associated with current MFA systems. This is an internal MFA
administrative task (to be planned).
Gap 10 – The new MMO marine conservation enforcement role.
Gap 11 – Administration of penalties for nature conservation legislation
Gap 14 – Environmental Liability Directive authority role (as per current MFA responsibilities).
There is currently no IS support for this functionality (where applicable, applications are being recorded in spreadsheets).
Gap 15 – A ‘one-stop’ MMO specific website to provide advice and guidance on pollution emergencies
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There is currently no IS support for this functionality. Currently, there are a number of websites from a variety of interested parties (such
as JNCC, Natural England, DECC and MFA). This can lead to confusion. JNCC have developed a new ‘one-stop’ website that should be
owned and managed by MMO (as custodians of the Marine Environment). Although completed, work has stalled to transfer this website
to the MMO. This website will be required within 6 months of the operational start of the MMO.
Summary of Options to address Gaps:
Option
Recommendation
1. Do nothing
2. For April 2010
Gap 1: Re-brand MMO templates
Gap 23: Procure new Case Management
Gap 16: Procure initial new CRM capability
Gap 17: Procure initial new Collaborative Tools
Gap 10: Enhance MCSS – Marine Nature Enforcement
Gap 11: Enhance MCSS – Marine Conservation Penalties
Gap 14: Enhance MCSS - Environmental Liability Directive
Gap 15: Adopt Pollution Website (October 2010)
3. For April 2011
Gap 23: Enhance new Case Management
Gap 16: Enhance new CRM capability
Gap 17: Enhance new Collaborative Tools
Commissioning Impacts on MMO of ‘do-nothing’ option:
Not meeting MMO Obligations / Legislation Requirements / Corporate Reputation?
The corporate credibility of the MMO would be seriously compromised should MMO not have the capability to support the Marine Bill
legislation driven / MMO gaps as described above.
Missing Functions / Impact on Resources/ Efficiencies ?
The inability to provide IS support for the above new functionality will result in existing resources (both Head Quarters and Coastal
offices) being required to maintain a number of disparate existing and to be developed spreadsheets. This is seen as an onerous and
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inefficient solution, as business processes / data quality will be compromised due to the need (and inability) to access data in various
databases.
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Appendix 1 - MMO Applications Architecture Vision
WEBSITE AND ON-LINE FUNCTIONS / INTERNET:
The website is an information tool for the public to access which provides current guidance and reference material, it also acts as a portal to
web-based transactional systems – specifically, online application submission and an online payments facility. It supports public engagement
on applications and existing licences. Web content is supported by CMS which will filter information content and make it available in the form of
web pages, downloadable e-documents, e-forms and links to useful pages. The internet provides access to a dedicated MMO website and
extranet facilities which supports the applications process, licensing function and stakeholder engagement. It supports all web-based
applications.
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EXTRANET
The extranet function is a collaborative space for targeted stakeholder engagement. Via an online account, stakeholders and key consultation
bodies are invited to view applications, submit their comments and engage in pre-application activity. It is supported by CMS which will filter
information content to users as appropriate.
ONLINE PAYMENTS
This online facility allows applicants to create an account and submit their application, view its progress, receive notification of the licensing
decision and store e-documents.
PUBLIC ENGAGEMENT
This facility supports the public engagement process by providing access to licence application details and by enabling comments to be
submitted or questions to be asked.
DOCUMENT MANAGEMENT
This function enables document tracking, storage, management and retrieval for electronic and paper documents relating to an application or
record. It relies on metadata to support the efficient search functions and interfaces with the case management, GIS and decision support tools.
CASE MANAGEMENT & WORKFLOW
This is an operational system which supports the licensing function. its key features are:
- Workflow Management
This is responsible for controlling process sequences and the automation of key activities to support overall licensing process, online
engagement activity, reporting and case management needs.
- Applications Data Storage
This is the storage function for data and information records of the licensing function.
- Case Allocation and Performance Management
This feature supports casework allocation and management. It enables managers to view current workloads, outstanding cases,
process targets and monitor individual / team performance.
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- Consultation Management
This feature is supported by workflow management to manage the sequential stages and activities, and collate the findings of the
consultation process.
- Automated Document Production
This feature generates e-documents as part of workflow management. Types of e-documents include advertising notices, decisions and
licences.
DECISION SUPPORT
This feature supports the decision-making process by ensuring that the right issues are addressed at each stage, and that Licensing Officers
have access to clear and comprehensive guidance in reaching their decisions.
GIS
This application enables officers to check the location of application co-ordinates and engage in comparative analysis of activity in licensing
areas using data layers. Its functions include its availability to stakeholders via the extranet and to the public via the website for information and
research purposes. It is supported via CMS and is integrated with the case management and document management functions.
CUSTOMER RELATIONSHIP MANAGEMENT (CRM)
This software is to manage and maintain the stakeholder database which should reside in one place rather than multiple activities, poorly
maintained as now.
DATA
To identify data sources required for MMO functions, with particular reference to geospatial data layers (including data source, freely available,
ready for use, reference data)
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Appendix 2 - Summary of Gaps per MMO sub-Function
MMO function
MMO sub function
Gaps
Corporate affairs &
1. Communications – enhanced role to reflect NDPB
Gap 1.
Communications
status
MMO re-branding of all existing templates
and outputs associated with current MFA
systems.
Gap 3.
A new MMO website / updated intranet.
Gap16.
Procure a new Customer Relationship
Management (CRM) application to
manage stakeholder communication.
Gap 17.
Procure new extranet functionality.
2. Corporate planning – enhanced role to reflect
No.
NDPB status
3. Support for MMO Board – new role
No.
4. Freedom of information / Environmental Information No.
Regulations - Ability to publish as much info as
possible proactively??
5. Management of MoUs with other bodies?
No.
6. Health & Safety
No.
Legal & estates
7. MMO will need own legal advice – in particular for
No.
licensing, enforcement, nature conservation (including
bylaws) functions.
8. Estates functions (currently from Defra – future
No, for Defra estates.
situation?)
No immediate requirement for Inter serve
Facilities Management. Possible future
MI requirement.
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HR
9. Similar to MFA functions plus changes to reflect
No (covered by SSD).
NDPB status. Including staff resource allocation and
development.
If MMO is to become free-standing and
accountable for its own performance ,
then the incoming CEO and Board will
need to be consulted.
Finance
10. Similar to MFA functions but amended for NDPB
No.
status. Including procurement (currently provided by
Defra) and service contract management.
Accounting system – currently using
Defra SSD Oracle Financials, including
Oracle ADI reporting tools.
Read only access to marine licence
recording system , MCMS (and other fee
generating systems, if introduced).
IT
11. Management of contract with service providers
Gap 18.
(IBM and CEFAS) plus internal support and
Help Desk software to support existing
development
MFA/MMO personnel in providing IS
specific application support.
Science, Evidence &
12. Gathering and collating evidence and information
Gap 1.
technical support
about marine areas to inform marine planning
MMO re-branding of all existing templates
(including GIS
and outputs associated with current MFA
specialists, stats,
systems.
economist, heritage
and conservation,
Gap 2.
social scientist,
New (enhanced) GIS capability, including
monitoring &
an agreed Data Management Strategy (to
assessment scientist,
all SETS sub-functions).
R&D)
13. Storing, accessing and making available to other
Gap 23.
functions information received through the (current &
A new MMO marine licensing system
new) licensing process
(based on MCMS/ MCSS).
14. Providing advice and information re. marine nature Gap 12.
conservation data, including to Natural England
As a new function under the Marine Act,
JNCC, EA and 4 x regional MCZ projects to inform the management of conservation by-laws in
site selection process for Marine Conservation Zones,
relation to Marine Conservation zones.
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Natura 2000 sites
Gap 13.
To provide advice to stakeholders (such
as JNCC and Natural England) to inform
site selection processes for Marine
Conservation Zones and Natura 2000
sites.
15. Providing advice to IPC on the impact of nationally
No.
significant developments in the marine area - in
relation to Planning Act license applications.
16. Providing advice to DfT in respect of impact of
Gap 8.
proposed works under the Transport and Works Act
Providing advice to Department for
Transport in respect of proposed works
under the Transport Act.
17. Maintaining register of licensing activities
No.
18. Collecting, co-ordinating and reporting fisheries
See sub-function 40
statistics and information (as current function)
18 (a) Exploitation of administrative data sources
See sub-function 40
19. Providing information / potential competent
No.
authority role ref framework of indicators for good
environmental status under Marine Strategy
Framework Directive
20. Enforcement information gathering and sharing
Gap 9(a).
(as current)
Issuing of licences under the
Conservation of Seals Act, Wildlife and
Countryside Act (currently delivered by
Natural England and to be transferred to
MMO from April 2010).
Gap 9(b).
Issuing of licences under Offshore Marine
Regulations (currently delivered by MFA
but with potential to align with the Marine
Act licensing).
21. Chief scientific advisor role
No.
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22. Provision of information to fulfil requirements of
No.
OSPAR / London Convention & protocol etc (taken
from MMO brochure)
23. Ability to provide information, data, advice,
No
assistance to SoS, public etc
24. Commissioning research & development /
No.
monitoring
25. Participation in UKMMAS and UKMSCC
No.
Marine Planning
26. Selecting order in which to plan, preparing plan
Gap 2.
options.
New (enhanced) GIS capability, including
27. Publishing order that plans will be drawn up,
an agreed Data Management Strategy.
statement of public participation and consulting on
plan options
28. Preparing plan options and sustainability appraisal
29. Engaging with stakeholders and interested parties
30. Reviewing marine plans every 3 years
31. Potential competent authority role under Marine
Strategy Framework Directive
Marine
32, Marine Act licensing - replacing existing
Gap 1.
Environmental
FEPA/CPA licensing from Q1 2011
MMO re-branding of all existing templates
Licensing
and outputs associated with current MFA
systems.
Gap 23.
A new MMO marine licensing system
(based on MCMS/ MCSS).
Gap 2.
New (enhanced) GIS capability, including
an agreed Data Management Strategy.
Gap 7.
To provide limited MCMS access to the
Stakeholder (to grant Stakeholder FEPA
licences from April 2010).
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33. Wildlife licensing - Issuing licences under
Gap 9(a).
Conservation of Seals Act and Wildlife & Countryside
Issuing of licences under the
Act (currently done by Natural England) from April
Conservation of Seals Act, Wildlife and
2010
Countryside Act (currently delivered by
Natural England and to be transferred to
MMO from April 2010).
34. Wildlife licensing - Issuing licenses under Offshore Gap 9(b).
Marine Regulations (existing function but relatively
Issuing of licences under Offshore Marine
new and potential to align with Marine Act licensing)
Regulations (currently delivered by MFA
but with potential to align with the Marine
Act licensing).
35. Electricity Act licensing - Issuing licenses under
Gap 5.
Electricity Act (currently done by DECC) from April
Issuing of licences under the Electricity
2010 (intention is to align with Marine Act licensing
Act – adopt DECC spreadsheet or amend
process)
MCMS.
36. Providing advice and proposing conditions etc to
No.
Infrastructure Planning Commission for deemed
Marine Act licenses
37. Harbours Act functions currently delivered by DfT
Gap 6.
from April 2010
Harbours Act functions - adopt DECC
spreadsheet or amend MCMS.
38. Nature conservation by-laws - new function under
Gap 12
Marine Act from April 2010 – in relation to Marine
Conservation Zones 0-12nm. Likely to follow similar
As a new function under the Marine Act,
process to that used by SFCs/IFCAs
management of conservation by-laws in
relation to Marine Conservation zones.
39. Licensing of oil spill treatment products (as MFA
No.
but under new secondary legislation under Marine
Act)
Fisheries
40. All existing fisheries management functions –
Gap 1.
management
licensing, managing fleet capacity, quota
MMO re-branding of all existing templates
management, reporting & stats.
and outputs associated with current MFA
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BUT the process followed / reporting arrangements
systems.
etc for some may change in consultation with Defra to
take account of new status – in particular Quota
Gap 2.
Management.
New (enhanced) GIS capability, including
an agreed Data Management Strategy.
Gap 4.
Update the existing MFA TR application
(Time Logging) in readiness for MMO
vesting.
Gap 19.
Updating the FAD and ERS systems to
incorporate e-sales notes and e-logbooks
Gap 20.
Migrate existing Fisheries systems to
supportable IS platforms
Gap 21.
Develop obligatory reports and analyses
to a wide variety of overarching
organisations, including FOI requests and
support to Policy division
Gap 26.
A full review of all existing MFA systems,
as the complexity of some of the current
systems might need a full revision or a
rebuild.
Gap 27.
Review vessel registry functions, should
they be transferred to the MMO from the
RSS in Cardiff (decision awaited).
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41. Appointments to Inshore Fisheries Conservation
Gap 24.
Authorities – new role (existing similar role in relation
Allow IFCA access to MMO systems
to SFCs carried out by Defra)
(based on allowing access to MCMS, and
greater access to MCSS and RNSS).
Operations (Including 42. Updated enforcement powers from Marine Act
Gap 1.
enforcement,
(such as administration penalties for UK Fisheries
MMO re-branding of all existing templates
transactional
regulators)
and outputs associated with current MFA
services and field
systems.
support)
Marine Enforcement Officers, including IFCAs
Gap 2.
New (enhanced) GIS capability, including
an agreed Data Management Strategy.
Gap 25.
Possible amendments will be required to
MMO systems to enable IFCA’s to
enforce administrative penalties, marine
conservation enforcement and handling
pollution incidents.
43. New enforcement role in relation to licensing
Gap 10.
systems (as above) and nature conservation bylaws
Marine Nature Conservation enforcement
role.
44. Admin penalties systems for nature conservation
Gap 11.
legislation and licensing regimes
Administration of penalties for nature
conservation legislation. (amendments to
MCMS)
45. Enhancing Existing enforcement functions –
Gap 10.
inspections, stop and emergency safety notices,
Marine Nature Conservation enforcement
compliance & remediation notices.
role.
46. Managing European grants schemes
No.
47. Provision of training for Marine Enforcement
No.
Officers – MMO staff and for EA/IFCAs etc
48. Marine pollution emergencies response function
Gap 15.
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(as MFA)
A ‘one-stop’ MMO specific website to
provide advice and guidance on pollution
emergencies
49. Environmental Liability Directive competent
Gap 14.
authority role (as MFA)
Environmental Liability Directive authority
role (as per current MFA responsibilities).
50. New enforcement role in relation to illegal,
Gap 22.
unreported and unregulated fishing
Further analysis to determine the extent
of required future IS application
enhancements to meet the new IUU
regulations.
Local Office Network
51. As now – FAD etc BUT will likely change to
Gap 1.
encompass marine planning etc roles – also useful to
MMO re-branding of all existing templates
consider what access local offices will need to
and outputs associated with current MFA
planning, licensing and marine nature conservation IT
systems.
systems.
Gap 2.
New (enhanced) GIS capability, including
an agreed Data Management Strategy.
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5
Appendix 3 - Gap Analysis, MMO Priority, Impact and Low Level Requirements Definition Status
Date
Priority
Impact
Req.
Gap Requirement
Status
Defined
Early
High
High
To be
Gap 23. A new MMO marine licensing
Low level requirements have yet to be defined as
Builld
defined
system (based on MCMS).
part of an integrated Content Management IS
solution.
April
2010
Agreement to proceed to procurement has yet to
be granted.
Early
High
High
To be
Gap 2. New (enhanced) GIS capability,
Low level requirements gathering / solution
Build
defined
including an agreed Data Management
options are being defined.
Strategy.
April
This is being progressed within the GIS
2010
Requirements and Data management work-
streams.
Early
High
High
To be
Gap 16. Procure a new Customer
Low level requirements are being defined as part
Build
defined
Relationship Management (CRM)
of an integrated Content Management IS
application to manage stakeholder
solution.
April
communication, including Knowledge
2010
Management capability to enable good
Agreement to proceed to procurement has yet to
decision support in preparing plan options
be granted.
and sustainability appraisals.
Early
High
High
To be
Gap 17. Procure new extranet
Low level requirements are being to be defined
Build
defined
functionality.
as part of an integrated Content Management IS
solution.
April
2010
Agreement to proceed to procurement has yet to
be granted.
April
High
High
In
Gap 7. To provide limited MCMS access
Low level requirements are being defined via
2010
Progress to the Stakeholder (to grant Stakeholder
direct discussions are progressing between the
Stakeholder and CEFAS.
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FEPA licences from April 2010).
It is unclear whether this functionality will be
available for April 2010.
April
High
High
In
Gap 3. A new MMO website / updated
Low level requirements are being defined for the
2010
Progress intranet. It is assumed that this will initially
re-branding of the existing MFA website /
be a re-brand of current MFA website.
intranet.
This is an internal MFA task (currently being
scheduled for delivery by April 2010).
Low level requirements are not fully defined for
the provision of an integrated Content
Management website solution.
April
High
High
In
Gap 1. MMO re-branding of all existing
Low level requirements are being defined.
2010
Progress templates and outputs associated with
current MFA systems.
This is an internal MFA administration task
(currently being scheduled for delivery by April
2010).
Apri l
High
Medium
Yes
Gap 4. Update the existing MFA TR
Low level requirements are defined.
2010
application (Time Logging) in readiness for
MMO vesting.
This is an internal MFA administration task
(currently being scheduled for delivery by April
2010).
Within High
High
Yes
Gap 19. Updating the FAD and ERS
Low level requirements are defined and being
2010
systems to incorporate e-sales notes and
progressed as part of the FISS programme (for
e-logbooks.
deployment in 2009 and 2010).
Within High
Medium
To be
Gap 20. Migrate existing Fisheries
High level requirements need to be defined.
2010
defined
systems to supportable IS platforms.
Agreement to proceed has yet to be granted.
Within High
Medium
To be
Gap 21. Develop obligatory reports and
High level requirements need to be defined.
2010
defined
analyses to a wide variety of overarching
organisations, including FOI requests and
support to Policy division.
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Within High
Medium
To be
Gap 22. Further analysis to determine the
High level requirements need to be defined.
2010
defined
extent of required future IS application
enhancements to meet the new IUU
regulations.
Within Medium
Medium
In
Gap 10. Marine Nature Conservation
Low level requirements are being defined by the
2010
Progress enforcement role.
Marine Nature Conservation Team (in readiness
for delivery within 2010).
Regardless of any future system solutions, these
requirements need to be incorporated into the
current MCSS system within 2010.
Within Medium
Medium
In
Gap 11. Administration of penalties for
Low level requirements are being defined by the
2010
Progress nature conservation legislation.
Marine Nature Conservation Team (in readiness
for delivery within 2010).
Regardless of any future system solutions, these
requirements need to be incorporated into the
current MCMS system within 2010.
Within Medium
Medium
In
Gap 12. As a new function under the
Low level requirements are being defined by the
2010
Progress Marine Act, management of conservation
Marine Nature Conservation Team (in readiness
by-laws in relation to Marine Conservation
for delivery within 2010).
zones.
Regardless of any future system solutions, these
requirements need to be incorporated into the
current MCMS system within 2010.
Within Medium
Medium
In
Gap 14. Environmental Liability Directive
Low level requirements are being defined by the
2010
Progress authority role (as per current MFA
Marine Nature Conservation Team (in readiness
responsibilities).
for delivery within 2010).
Regardless of any future system solutions, these
requirements need to be incorporated into the
current MCSS system within 2010.
Within Medium
Medium
Yes
Gap 15. A ‘one-stop’ MMO specific
Requirements are defined. Software is
2010
website to provide advice and guidance on developed and hosted/operational in JNCC.
pollution emergencies.
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An agreement required from MMO to accept /
maintain this website software.
Within Medium
Medium
Yes for
Gap 5. Issuing of licences under the
Low level requirements are defined for transfer of
2010
s/sheet.
Electricity Act.
Excel spreadsheets from DECC to the MMO.
No for
If wanted, low level requirements are not defined
MCMS
to incorporate this functionality into the current
MCMS system.
Within Medium
Medium
Yes for
Gap 6. Harbours Act functions
Low level requirements are defined for transfer of
2010
s/sheet.
Excel spreadsheets from DfT to the MMO.
No for
If wanted, low level requirements are not defined
MCMS
to incorporate this functionality into the current
MCMS system.
Within Medium
Medium
Yes for
Gap 8. Providing advice to Department for Low level requirements are defined for transfer of
2010
s/sheet.
Transport in respect of proposed works
Excel spreadsheets from DfT to the MMO.
under the Transport Act.
No for
If wanted, low level requirements are not defined
MCMS
to incorporate this functionality into the current
MCMS system.
Within Medium
Medium
In
Gap 9(a). Issuing of licences under the
Low level requirements are being defined by the
2010
Progress Conservation of Seals Act, Wildlife and
Marine Nature Conservation Team (in readiness
Countryside Act (currently delivered by
for delivery within 2010).
Natural England and to be transferred to
MMO from April 2010).
Regardless of any future system solutions, these
requirements need to be incorporated into the
Gap 9(b). Issuing of licences under
current MCMS system within 2010.
Offshore Marine Regulations (currently
delivered by MFA but with potential to
align with the Marine Act licensing).
Within Low
Medium
To be
Gap 18. Help Desk software to support
Low level requirements need to be defined.
2010
defined
existing MFA/MMO personnel in providing
IS specific application support.
Agreement to proceed to procurement has yet to
be granted.
Within Low
Medium
In
Gap 13. To provide advice to
Low level requirements are being defined by the
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2010
Progress stakeholders (such as JNCC and Natural
Marine Nature Conservation Team (in readiness
England) to inform site selection
for delivery within 2010).
processes for Marine Conservation Zones
and Natura 2000 sites.
Regardless of any future system solutions, these
requirements need to be incorporated into the
current MCMS system within 2010.
Early
High
Medium
To be
Gap 24. Allow IFCA access to MMO
Low level requirements gathering is being
2011
defined
systems (based on allowing access to
planned.
MCMS, and greater access to MCSS and
RNSS).
Early
Medium
Medium
To be
Gap 25. Possible amendments will be
Low level requirements gathering is being
2011
defined
required to MMO systems to enable
planned.
IFCA’s to enforce administrative penalties,
marine conservation enforcement and
handling pollution incidents.
2011
Medium
Medium
To be
Gap 26. A full review of all existing MFA
High level requirements need to be defined (as
defined
systems, as the complexity of some of the
part of an integrated Content Management IS
current systems might need a full revision
solution).
or a rebuild.
Agreement to proceed had yet to be granted.
2011
Medium
Medium
To be
Gap 28. GIS Business System Integration
High level requirements need to be defined (as
defined
Strategy
part of an integrated Content Management IS
solution).
2011
Low
Low
N/A
Gap 27. Review vessel registry functions,
Status is green this is currently not a MMO
should they be transferred to the MMO
responsibility.
from the RSS in Cardiff (decision awaited).
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