GBIF - Capacity Enhancement Support Programme

MID-TERM NARRATIVE REPORT
Guidelines on how to complete the activity report are included in italics.
Use the information included in your CESP Full Proposal (reproduced in Annex 1 of your CESP contract) as a baselinefrom which to complete this report.
Remember that this report will be made available on your project page on the GBIF website and therefore should notinclude any contact information, unless you have permission from all mentioned in the report that their contact information
can be published.

Contents
1.

Project information

2

2.

Executive summary3

3.

Progress against expected milestones

44.

Activities

5

5.

Deliverables

6

6.

Events organized as part of the project7

7.

Calendar of activities

98.

Monitoring and evaluation

11

9.

Project communications and visibility

12

10.

Annex 1 – Additional sources of verification

13

GBIF - Capacity Enhancement Support Programme

1. Project information
Please insert text in the table

Project title

OpenPSD - Engage and promote the private sector in open biodiversity data
publication

Project ID

CESP2019-004

Project period

Start date (dd/mm/yy):

End date (dd/mm/yy):

01/06/2019

31/05/2020

Start date (dd/mm/yy):

End date (dd/mm/yy):

01/06/2019

30/11/2019

Reporting period

Project lead
Name of the main

Cristina Villaverde

contact person
Name of institution

Spanish Node of GBIF - Royal Botanic Garden Madrid - CSICCity and country

Madrid, Spain

GBIF ParticipantSpainrepresented
Role(s) in this project

Coordinator

Project partner(s)Name and institution of the representative

GBIF ParticipantRole(s) in the project

represented (ifapplicable)
Rui Figueira, Instituto Superior de Agronomia, GBIF

Portugal

MentorPortugal

MentorDag Endresen, National History Museum, GBIF Norway

NorwayMentorVidar Bakken, National History Museum, GBIF Norway

NorwayMentorRukaya Johaadien, National History Museum, GBIF

NorwayMentorPortugalTai Messina, Instituto Superior de Agronomia, GBIF
Portugal

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GBIF - Capacity Enhancement Support Programme

NorwayDairo Escobar, SIB Colombia

Colombia

MenteeJavier Gamboa, SiB Colombia

Colombia

MenteeCamila Plata, SiB Colombia

Colombia

MenteeAnne-Sophie Archambeau, Museum National D'histoire

FranceMenteeFranceMenteeFranceMenteePedro Beja, CiBio/InBIO

PortugalAcademic partnerJoão Madeira, Energias de Portugal (EDP)

Portugal

Private company partner

Per Ihlen, Asplan Viak AS

NorwayPrivate company partner

Katia Cezón, GBIF Spain, Royal Botanic Garden

Spain

MenteeMiguel Vega, GBIF Spain, Royal Botanic Garden

Spain

MenteeNaturelle, GBIF France
Sophie Pamerlon, Museum National D'histoire
Naturelle, GBIF France
Fabien Caviere, Museum National D'histoire Naturelle,
GBIF France

2. Executive summary
Provide a brief explanation of the project and the approach taken for the mid-term evaluation, as well as a summary of themain results, lessons learned and recommendations for the remaining project period.
(Max. 300 words)

In this project, we aim to use the previous experience of Norway and Portugal, in which
private companies are already GBIF publishers, to develop a series of actions, to engage
and promote biodiversity data publication and use by the private sector through:workshops, documentation targeted to private sector and mentoring. By the time we write
this report, Colombia, France, Norway and Spain have identified potential companies to bereached in order to participate in the national workshops planned for 2020. All of thesepartners have created an inventory with national companies grouped by sector of activity(EIA, electricity, forestry, tourism, agriculture, etc.) including contact details. Some havealready been approached by email, telephone or face to face meeting. Even more, somecompanies have already been endorsed by GBIF and are working to make their data
available through gbif.org.
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GBIF - Capacity Enhancement Support Programme
The first draft of the internal guidance document to support company processes
to become a GBIF publisher is now ready in English. It is based on a document used by
EDP for their internal process of becoming a publisher. In parallel, we are working on atemplate of Service Level Agreement with the aim to formalize hosting and publication
services using the node's IPT installation.
We are also working on a draft agenda for the workshop to take place in Norway that willbe
the reference for the upcoming workshops in Portugal, Spain, Colombia and France.
Colombian partner has shared a set of references and ideas in order to start developing
the promotional materials to engage private companies. We have created a committee forthis activity in order to get faster results.
We should keep closer communication from now on to be sure all partners are aligned andworking on time in order to fulfill all goals and deliver all products as it is a project withseveral expected results and deliverables.

3. Progress against expected milestones
Please indicate the status of the expected milestones as outlined in Annex 3 of the contract, at the time of mid-term
reporting.
Please provide more information in the Deliverables table in section 5 of this report, including detailed explanatory
notes in the event of unexpected delay(s).

Expected milestones

Completed?
Yes/NoCase studies on identifying potential publishers complete.
(Mid-term report milestone)

No

Documentation to support internal company processes to become a GBIF publisher complete.
(Mid-term report milestone)

No

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GBIF - Capacity Enhancement Support Programme

4. Activities
Please indicate the status of the activities as outlined in your CESP Full Proposal (section 3.5), at the time of midterm reporting.
The table below should be completed in the same way as in your CESP Full Proposal, but should include information
and updates on the status of each activity. Please indicate relevant source(s) of verification and provide links, ora copy of the source of verification mentioned if no links are available. Attachments should be provided in the
Annex.
In the event of unexpected delay(s), please provide detailed explanatory notes and indicate new planned completiondate(s) within the project implementation period.
In the event of any additional activities having being completed, please add rows as required.

Activity name

Status of activity at mid-

Explanatory notes, including

term:

new planned completion

Completed / On-track /date if necessary

Source(s) of verification

DelayedCase studies on identifying

On track

potential publishers

It will be a long term activity
so new date has been set to
MarchFirst draft of both documents

Draft of guidance documentation:

documentation andready. We plan to have thehttps://docs.google.com/document/

authorization by companies

final version in English by thed/1q73O5EOvDQcW5V3ehbuHCcmv

end of this montho_poR6YoQymsoBBAdKo/edit?usp=s

Support in-house

On trackharingTemplate of Service Level
Agreement:
https://docs.google.com/document/
d/12gg7tvpupFRx2fbGOx6YnvZCAtNs
18Qnak8cc9apiOg/edit?usp=sharing
Development of promotional

On track

materials

We still need to define thedeliverables. It is likely that
we will use interviews +https://trello.com/b/T8Up8BOX/ces

motion for the video. A

p-open-psd-inspirational-moodboard

committee for this activity has
been established.
Mid-term reporting

Completed

Experience exchange on OpenOn track

February/March 2020

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GBIF - Capacity Enhancement Support Programme

Private Sector Biodiversity Data
Publication - Portugal
Experience exchange on OpenOn track

February 2020. Invitation

Private Sector Biodiversity Dataemail sent to potential

Publication - Norway

participants.

Identification of activity’

On track

We will keep thosehttps://drive.google.com/open?id=1

sectors and potential publishers

inventories updated all along

T8GlklUQTVuKI-

in private companies in CO, FR,

the project

unwZK5F0XKAGoj8VA3

ES
Experience exchange on OpenOn track

May 2020

On track

May 2020

On track

Date under discussion, end of

Private Sector Biodiversity Data
Publication - Colombia
Experience exchange on OpenPrivate Sector Biodiversity Data
Publication - Spain
Experience exchange on OpenPrivate Sector Biodiversity Data

April or May

Publication - France

5. Deliverables
Please indicate the status of each of the planned deliverables as outlined in your CESP Full Proposal (section 3.6), at thetime of mid-term reporting, listing the related activities connected to these and explanatory notes.
The table below should be completed in the same way as in your CESP Full Proposal, but should include information
and updates on the status of each deliverable. Please indicate relevant source(s) of verification and provide
links, or a copy of the source of verification mentioned if no links are available. Attachments should be provided
in the Annex.
In the event of identifying a deliverable as “delayed”, please provide detailed explanatory notes and planned actions toaddress this issue and a new completion date within the project implementation period. Please provide links to any
documents or webpages in the “Sources of verification” column.
In the event of any additional deliverables having being completed during the implementation period, please add rows asrequired.

Deliverable name

Status of deliverable at

Explanatory notes including

mid-term:

new planned completion

Completed / On track /date if necessary

Source(s) of verification

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GBIF - Capacity Enhancement Support Programme
DelayedCase study for private

On track

It will be a long term activity
so new date has been set tocompanies selection

March 2020
Draft of guidance documentation:
https://docs.google.com/document/
d/1q73O5EOvDQcW5V3ehbuHCcmv
o_poR6YoQymsoBBAdKo/edit?usp=s

Documentation to support
internal company processes toFirst drafts of authorization
On track

become a GBIF publisher

and guidance document forcompanies readyharingTemplate of a Service Level
Agreement:
https://docs.google.com/document/
d/12gg7tvpupFRx2fbGOx6YnvZCAtNs
18Qnak8cc9apiOg/edit?usp=sharing

Mid-term reportCompleted
Inventories for Spain,

Potential publishers inventory

On track

Colombia, Norway andhttps://drive.google.com/drive/foldeFrance. We will keep them all

rs/1T8GlklUQTVuKI-

updated through the CESP

unwZK5F0XKAGoj8VA3

project
Promotional material
5 workshop reports, one per
workshop event
Capacity self-assessment

On track

Reference collected. External

https://trello.com/b/T8Up8BOX/ces

design company identified.

p-open-psd-inspirational-moodboard

On track
On track

6. Events organized as part of the project
Please indicate the status of the events as outlined in your CESP Full Proposal (section 3.7), at the time of mid-term
reporting.
The table below should be completed in the same way as in the CESP Full Proposal, but should include information
and updates on the status of each event. Please provide links to any documents or web pages documenting theevent(s) in the sources of verificaiton. Attachments should be provided in the Annex
In the event of unexpected delay(s), please provide detailed explanatory notes and indicate new planned completiondate(s) within the project implementation period.
In the event of any additional events having being completed, please add rows as required.
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GBIF - Capacity Enhancement Support Programme

Event title

Organizing

Date held /Number of

Explanatory

Source(s) ofinstitution

expected dates

participantsnotes

verification

Workshop Experience

GBIF Portugal, EDP,

February/Marchexchange on Open Private

CiBIO/InBIO

2020

GBIF Norway

February 2020

Sector Biodiversity Data

30

Publication - Portugal

Workshop Experienceexchange on Open Private

30

Sector Biodiversity Data
Publication - Norway

Workshop Engage Private

GBIF Spain

May 2020

Sector on Open Biodiversity

30

Data Publication - Spain

Workshop Engage Private

GBIF Colombia

May 2020

Sector on Open Biodiversity

30

Data Publication - Colombia

Workshop Engage Private

GBIF France

April/May 2020

Sector on Open Biodiversity

30

Data Publication - France
GBIF Spain
Onsite meetings with

October andNovember 2019https://www.gbif.e
6companies (LafargeHolcim

s/en/primerasreuniones-

5

and Red Eléctrica)

empresasopenpsd/

Online project meetings

GBIF Spain, GBIF

July 2019

France, GBIF

November 2109

7

Colombia, GBIF
Norway, GBIF

12

Portugal

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GBIF - Capacity Enhancement Support Programme

7. Calendar of activities
The calendar should be completed the same way as in the CESP Full Proposal (section 3.9), but should also clearly
indicate and include any changes (e.g. use of colour coding to indicate expected changes and/or delays). Please provide
explanations for any changes in the notes column.

Activity

2019
J

Activity: Case studies on identifying potential

J

A

2020

S

O

N

D

J

F

M

X

X

X

X

X

X

X

A

M

Notes
this is a long

publishers

term activity, we

Lead partner: GBIF Norway

will track anddocument thewhole process.
So November
wasn’t an
appropiate
deadline.

Activity: Support in-house documentation

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

X

Lead partner: GBIF Portugal
Activity: Identification of activity’s sectors andpotential publishers in private companies
in CO, ES, FR
Lead partner: GBIF Spain
Activity: Development of promotional materials

X

Lead partner: GBIF Colombia
Deadline for mid-term reporting and milestones
Activity: Workshop Experience Exchange -X

Portugal
Lead partner: GBIF Portugal
Activity: Workshop Experience Exchange -X

NorwayLead partner: GBIF Norway
Activity: 3 one-day workshops Experience

X

X

Exchange in CO, ES, FR

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GBIF - Capacity Enhancement Support Programme
Lead partners: GBIF CO, ES, FR
Deadline for final reporting and completion of all

Xactivities and deliverables.
Completion of final capacity self-assessment.

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GBIF - Capacity Enhancement Support Programme

8. Monitoring and evaluation
Please indicate the results of the monitoring and evaluation plans, as outlined in your CESP Full Proposal (section
3.8), at the time of mid-term reporting.
Please also use this section as an opportunity to identify the main lessons from the project experience that could beapplied in other contexts, including any best practice that others in the GBIF community could apply. In addition,
outline any recommentations for the GBIF Secretariat or the community to reinforce the initial success of the
project. Consider also any plans for the susustainability of the project and any requests for guidance and/or
assistance in the form of a specific project mentor.
(Max. 300 words)

At this stage of the project, we have already implemented the following impact monitoring andevaluation ways:
Short-term evaluation:-

We have organized 2 online project meetings in July and November with 7 and 12 participants,
respectively.

-

In the selection of the potential private sector publishers to be involved in the project, wehave defined the following criteria:-

Companies working on environmental issues, especially when they manage
biodiversity (eg.: environmental and forest consultancies)-

Companies running a sustainability plan, including biodiversity issues-

Companies needing environmental impact assessments as a first stage of their activity-

Companies bound to implement compensation measurements (eg.: habitat
restoration) after their activity has finished-

We have contacted over 50 private companies in the five countries and so far 10 of them haveshown interest in participating in the project. From this 10, we have had appointments with 5of them so far. Note: that we didn’t have updated information from Norway, so this numbers
can be higher.

-

We have interacted with GBIF Secretariat as Andrew asked whether it was good to have on
board some of the companies engaged in the OpenPSD project as GBIF ambassadors for theInternational Association Impact Assessment conference
https://conferences.iaia.org/2020/index.php?

-

We have published 5 tweets (32 likes and 10 retweets) including the tag #OpenPSD. Once thecompanies are more active in the project and we start with promotion of workshops, thenumber of social media interactions will significatively increase.

-

There are two new private companies endorsed by GBIF from Spain
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GBIF - Capacity Enhancement Support Programme-

A first data set has been connected to GBIF.org last September: Marine Mammal Observation Total E&P Angola 2006-2011

9. Project communications and visibility
Describe the plans and how the results of your project have been and will be communicated and shared with the projectstakeholders and broader GBIF community.
Please also review the page describing your project available from https://www.gbif.org/programme/82219/capacityenhancement-support-programme#projects and highlight any additional documents, events, news items or links that you
would like to add to your page and provide links/attachments in the Annex.

There have been four main ways to contact the identified companies from the private
sector in each country so far:-By email: we sent an email with brief information about the project to thecompanies identified. We sent a second email to the companies that answered
showing interest in the project with custom and detailed information highlighting therelevance of their participation in the project. In some cases we agreed a date for aface to face/online/telephone meeting with staff from the companies and nodes.

-

By social media: we have used the node’s different social media channels tolaunch the project and as a way to engage more companies from the private
sector.

-By personal contacts: we have used the relation of some node’s staff memberswith private companies.

-

By participating in biodiversity events: we have been presenting the OpenPSD
project in all the suitable biodiversity events we have participated.

Apart of the project website at GBIF.org, the coordinating node (GBIF Spain) has createdanother project site which will include all the upgraded documentation and otherinformation generated during the project. This site is available in English and Spanish.
In order to promote the project to a broader audience, some companies alreadyparticipating in the project have also proposed nodes to participate in specific events fromthe different sectors. These events can be an excellent opportunity to make GBIF known
to new potential publishers.
We would like to add the following link to our project page:●

News at SiB Colombia website: https://sibcolombia.net/openpsd-promocion-de-lapublicacion-y-el-uso-de-datos-sobre-biodiversidad-del-sector-privado/●News at GBIF.ES website: https://www.gbif.es/en/primeras-reuniones-empresasopenpsd/
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GBIF - Capacity Enhancement Support Programme●

Project website at GBIF.ES site: https://www.gbif.es/en/proyecto/openpsd-datossector-privado-en-gbif/

10.

Annex 1 – Additional sources of verification

Sources of verification are for example links to relevant digital documents, news/newsletters, brochures, workshop related
documents, pictures, etc.

●

Draft of guidance documentation:
https://docs.google.com/document/d/1q73O5EOvDQcW5V3ehbuHCcmvo_poR6YoQymso
BBAdKo/edit?usp=sharing●

Template of a Service Level Agreement:
https://docs.google.com/document/d/12gg7tvpupFRx2fbGOx6YnvZCAtNs18Qnak8cc9api
Og/edit?usp=sharing●

Inventories https://drive.google.com/open?id=1T8GlklUQTVuKI-unwZK5F0XKAGoj8VA3●

Lafarge Holcim company endorsed by GBIF https://www.gbif.org/publisher/2d7ea9010128-4a7a-8207-425020c1fd99●

SUEZ company endorsed by GBIF https://www.gbif.org/publisher/ca11748e-a30a-4252930f-bdb017e942c5●●

First dataset from TOTAL has been connected to GBIF.org: Marine Mammal Observation Total E&P Angola 2006-2011
News of SiB Colombia website: https://sibcolombia.net/openpsd-promocion-de-lapublicacion-y-el-uso-de-datos-sobre-biodiversidad-del-sector-privado/●News on GBIF.ES website: https://www.gbif.es/en/primeras-reuniones-empresasopenpsd/●

Project website at GBIF.ES site: https://www.gbif.es/en/proyecto/openpsd-datos-sectorprivado-en-gbif/●

Project website at GBIF.FR site: http://www.gbif.fr/page/infos/nos-projets●

Tweets about the project: https://twitter.com/search?f=tweets&q=%23OpenPSD%20●

Mood Board with ideas and references for videos: https://trello.com/b/T8Up8BOX/cespopen-psd-inspirational-moodboard

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