Environmental scan

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Environmental scan based on SEAN

[introduction] [possible set-up of environmental scan workshop] [annex: key questions for environmental scan, based on SEAN analytical steps]

Introduction: Determine whether to apply the environmental scan or SEAN

It is assumed that you have acquired a general understanding of the SEAN methodology by consulting the SEAN brochure, the overview of experiences and the SEAN web-site. Make sure you understand how the 5 SEAN process phases and its 10 analytical steps are interrelated. If this is not clear, consult the SEAN presentation booklet or any person or organisation who knows SEAN.

Having gone through the basics of SEAN, you might hesitate whether to apply SEAN, because you think it is too time-consuming, complex and / or expensive. Since many potential users for such reasons do not want to apply SEAN, an environmental quick scan version has been made which is based on SEAN. It consists of two phases: a workshop and a preparatory phase. It has a limited value as compared to a SEAN application, but it can be considered as a useful step to pay attention to environmental issues, as compared to doing nothing at all. It can also be instrumental in raising environmental awareness among decision-makers, and possibly the need for more analysis, e.g. by using SEAN.

The environmental scan can proceed much more quickly, because:

· It is based on readily available information, besides knowledge from available experts

· It attributes much less attention to the participatory and interactive elements of SEAN

· For each analytical step it focuses on the main issues, by means of key questions (that can be used in a workshop or otherwise)

· It includes only one major workshop with key experts and key actors, with little attention to feed-back at a later stage.

It is emphasised that the environmental scan should only be considered as a first step to integrate environmental issues into development plans. It is advised to use it primarily to raise awareness among decision-makers, planners and key actors, and subsequently to carry out a SEAN, based on 5 process phases. It should be kept in mind that the SEAN is developed to gain insight in the complex relations between environmental processes and human society and its dynamics. This is something where good intentions and common sense do NOT suffice. Therefore a full-fledged SEAN is a more realistic and reliable approximation of the real situation than an environmental scan.

When to apply the environmental scan?

If you cannot raise enough commitment to apply a SEAN, but among decision-makers an initial sense of the need to integrate environmental issues is there, the environmental scan can be used to stimulate this
If there is a desire to address environmental issues and integrate these into development plans, but for some reason at this moment there are serious time or budget constraints which make application of SEAN impossible
If decision makers claim that existing development plans already have integrated environmental issues into their plans, the environmental scan can be used to check or to further improve this.

The whole scan could be part of the first phase of a full-fledged SEAN.

So remember:

The environmental scan is not the same as SEAN, it has limited value, particularly as regards the process aspects and the reliability of outcomes
It is best used to stimulate initial environmental awareness and generate commitment to apply SEAN (at a later stage).

Case: The environmental scan approach has been applied in Benin at a national scale, to define the strategic orientations for a sustainable development strategy for the Centre Béninois pour le Développement Durable (CBDD). The environmental scan approach was applied during a workshop of 4 days. As intended and required, the environmental scan raised awareness among key actors, and triggered the need to apply SEAN, as this would generate much more insight and commitment on sustainable development, and would result in more detailed strategic plans for certain areas. Subsequently SEAN has been applied in several provinces in Benin.

The environmental scan focuses at going through the 10 analytical steps in a quick way. Go to key questions for environmental scan. You can always go for more in-depth analysis of analytical steps, by moving to the complete guidelines for each SEAN step.

The environmental scan consists of two phases: a preparation phase and a workshop.

Phase 1 of the environmental scan. Preparation and initiation.

Similar to SEAN, the application of an environmental scan makes no sense without a thorough preparation. The following overview is therefore essential.

Objectives

To explore the conditions to successfully apply the environmental scan, and to prepare the workshop for that. (by defining the objectives, expected outputs, owner and participants, timing and budget, etc.).

Key questions

Are potential participants familiar with the environmental scan, its uses and limitations (as compared to SEAN)? Are you sure there is no possibility to apply SEAN?
At what administrative level will the environmental scan be applied? Who will be the owner/s of the process? Is there a clear local demand and sense of ownership?
What is the existing level of environmental awareness by different actors?
Which are key stakeholders and actors and which of them should be invited to participate in the preparation or the workshop?
What information is available in the form of documents and experts to be invited?
How to involve high-level decision-makers in the process? How to motivate the private sector to participate?
How to synthesise existing knowledge and present it in an accessible way to the workshop participants? How to classify existing information? Can we make a zoning of the area?
What communication means are available to stimulate feed-back on the results?
What tools and methods can be used to stimulate open exchange and discussions? How to include views and knowledge of local communities?
Selection of key questions to be prepared before and others to be developed during workshop
What have been experiences with environmental assessment and planning in the region? What is the additional value of applying an environmental scan?
Have the objectives and expected outputs of the environmental scan been well defined? Is everyone aware of the limited value as compared to SEAN?
How do we make efficient use of existing and available information? What information is available in the form of documents and experts to be invited?
What is further needed to prepare the workshop where the scan will be applied?

Core activities

1. A meeting with decision makers and the owner/s of the process, to answer the above preparatory questions

2. Critical selection of participants (key stakeholders and actors), and a moderator

3. Formulation of objectives and specification of budget and timing

4. Thematic studies and surveys to collect and analyse information from existing data sources (studies, land-use plans, environmental / development strategies, etc.) as input for the workshop

5. Preparation of workshop, and training workshop on the environmental scan approach for the moderator.

6. Making of budget and securing of necessary funds

7. Invitation of all selected participants

Timing and persons involved

From a few weeks to several months.
Key players are the owner/s of the process, the funding agency, planners decision-makers, a moderator and possibly a SEAN expert

Expected outputs

Commitment to apply the environmental scan among interested parties
Agreement on ToR for applying the environmental scan
Organisation of the workshop in next phase
Overview and summaries of available relevant documents, information and data sources as base material for the workshop
Initial inventory of stakeholders and potential participants at various levels.
Summaries of selected steps to be presented at the (3-day) workshop

Phase 2 of Environmental Scan. Workshop with key actors

Objectives	To apply the environmental scan, to capture existing knowledge, get a basic idea of the key environmental issues and gaps of knowledge, identify the need for further analysis as the base for the planning of sustainable development.
Key questions	How do we make efficient use of existing and available information? How to involve high-level decision-makers in the process? How to motivate the private sector to participate? How to synthesise existing knowledge and present it in an accessible way? How to classify existing information? Can we make a zoning of the area? How to stimulate integration of disciplines during the workshop? What communication means are available to stimulate feed-back on the results? What information is available in the form of documents and experts to be invited? What are the key environmental issues (problems and opprtunities)? What are the relevant stakeholders and actors? What are the gaps in knowledge and understanding concerning the environment and its (positive and negative) relations to (sustainable development)? What are the qualitative criteria to be used for sustainable development? What are the relations between different sectors of the society and the environment? What further analyses are needed? What could be the role for a subsequent SEAN?
Core activities	Introduction on approach, relation with SEAN and limitations of environmental scan approach, working group and plenary sessions. Possibly split up of workshops, at different levels or according to different themes. Study and feed-back / reflection on the presented information as starting material. Application of key questions by participants in a workshop using the information and expert knowledge. (See checklists in following annex) Negotiation and discussion on responses and outcomes. Workshop with introduction on approach, relation with SEAN and limitations of environmental scan approach, working group and plenary sessions. Possibly split up of workshops, at different levels or according to different themes Preparatory work (studies, summaries etc.). Possibly information sessions or meetings to inform main policy makers Reporting, possibly information sessions and follow-up (feed-back and proposals on subsequent activities, e.g. SEAN).
Timing and persons involved	Workshop of 3-5 days. Workshop participants 20-30. Support by SEAN expert and moderator(s). Opening and closing sessions could be by the owner of the process.
*Expected outputs*	General understanding of environment as a theme that should be integrated into development plans and the need for further , more thorough analysis through a SEAN Insight in key environmental issues and their possible roots in society that need to be addressed in development plans Documented workshop results (report), preferably commitment for follow-up Commitment by participants to remain involved in an eventual subsequent SEAN Agreement on key issues, gaps of knowledge, critical environmental threats and opportunities, short-term actions, long-term vision and strategic orientations.

Possible set-up of environmental scan workshop

The following is an outline for a workshop to apply the environmental scan, for a minimum duration of 3 days. Note that during the workshop you can make use of prepared inputs on some steps and key questions, while other key questions and analytical steps can be fully elaborated during the workshop, as indicated below. The aim is to interact on critical steps and key questions. However, applicants can make their own choice of which issues to prepare in advance and which issues to deal with in a more participatory way. Issues are related to the SEAN analytical steps 1-9, as captured by the key questions to be addressed during the environmental scan. These key questions can be used to prepare and structure the workshop (go to key questions for environmental scan). Step 10 of the SEAN (about follow up and monitoring) may not be relevant in the context of the environmental scan. More important is a reflection on the desirable follow up of the environmental scan (workshop).

Note that in the following overview a split-up is proposed of issues being prepared before the workshop, with presentations and feed-back during the workshop, and other issues to be fully elaborated and discussed in an interactive way during the workshop. This is based on the experience that during 3 days only not all issues (10 analytical steps with key questions) can be fully discussed in an interactive way. Obviously, as more time is available this balance can change.

Day 1: Introduction and context analysis

Introduction

Objectives

Presentation summary steps 1 and 2: verification, discussion

Group work step 3 (impacts and consequences of environmental trends using trend-impact matrix with trade-off and consequences for poverty and future generations)

Presentation summary step 4 (bottom-lines and desirable states): verification, discussion

Day 2: Problem and opportunity analysis

Presentation summary step 5 also based on previous day: verification, discussion

Group work step 6 (problem analysis, finding root causes)

Presentation summary step 7: verification, discussion

Group work step 8 (opportunity analysis, finding favourable and unfavourable factors, finding win-win options)

Day 3: Strategic planning and follow-up

Summary and conclusions previous day: verification, discussion

Matching analyses of previous steps from different sectors

Group work step 9 (identification of key environmental issues, a development vision, sectoral orientations, sustainable development criteria, inter-sectoral programmes, integration, coherence and synergy with existing plans and programmes)

General discussion on main outcomes and desirable follow up, possibly involving an environmental monitoring system (step 10).

Conclusions or agreements on follow-up activities

Official presentation

ANNEX

Key questions for environmental scan, based on SEAN analytical steps.

For moderators, before starting go through the following guidelines:

·        Make yourself familiar with the general objectives of each step. Which steps are more or less important to address for the set objectives? Which steps provide most added value in relation to what has already being done? Where shall we start the analysis to respond to felt needs? You can start anywhere and move in any direction, to search for added value. But make sure you check every step to ensure coherence of your outputs, and to assure that outputs of one step feed into, and are consistent with outputs of subsequent step/s.

·        Use the key questions to capture existing knowledge, identify gaps of knowledge, and identify key environmental issues. For some steps this will be done by preparing inputs to the workshop, for some steps this will be done in a participatory way during the workshop, involving relevant stakeholders and actors.

·        Have as a separate item for each analytical step the identification of opportunities for change and for immediate action, as indicated for most steps. Keep a separate list of opportunities for immediate action. These can be a starting point for a new learning-by-doing approach.

·        Remember: the environmental scan is only a start of raising awareness on environmental issues. Use every opportunity to generate commitment to apply a SEAN at a later stage, possibly at another scale, and based on a local demand.

Analytical cluster and step

Key questions being addressed during environmental scan

I. Environment - Human society context analysis

Goal: To understand what the environment means for different stakeholders, what changes take place or can be expected, what will be consequences of these changes, and what environmental problems need to be addressed.

Step 1: Identification of relevant stakeholders and environmental functions

1. What stakeholders are found in the area concerned? What direct use do they make of the natural resources? What are their environmental management systems? How dependent are stakeholders on the environmental qualities, for their well-being? Do they have alternatives?

2. What environmental resources are present, and which products and services are being provided? Which regulatory and cultural services the environment is providing? What is their direct importance for stakeholders in the area and for interest groups outside the area? How unique are the biodiversity values of the area?

3. So what are, from a socio-economic and ecological point of view, the priority environmental values to be properly managed in the area?

4. What are opportunities to make better use of existing environmental functions, for socio-economic development and/or cultural goals?

Step 2: Assessment of environmental trends

1. What are important changes and recent trends in terms of the availability of the main environmental products and services in the area or sector concerned? And what have been important qualitative changes?

2. What historical data are available to assess these trends? Which local indicators can be used?

3. How are different changes in the ecological system connected? For instance, how do changes in environmental stability (e.g. vegetation cover) and diversity (e.g. habitats) cause changes in the availability of products? What are consequences (trade-offs) for other areas, or for the future?

4. Are there any exceptions to the general trends? What are positive exceptions to negative trends? Are these useful opportunities for immediate action as part of the strategic plan?

Step 3: Impact assessment of current environmental trends

1. What are the main environmental changes / trends currently taking place in the area or sector concerned? And what are the main socio-economic changes?

2. How are socio-economic and environmental changes linked? What are the main social and economic impacts of environmental changes on different stakeholders (e.g. on security, health, equity, economic production)? How do environmental changes affect poverty and poor social groups?

3. What is the relation between economic activities, environmental changes and social impacts? Which actors are involved? Are beneficiaries and victims the same or different?

4. What are consequences of environmental changes for outside communities, future generations and for biodiversity values?

Step 4: Establishment of norms and thresholds

1. Looking at the environmental changes and their social and economic impacts, do the stakeholders involved consider these changes as problematic? What are their norms, perceptions or bottom-lines for acceptable change?

2. What are existing vision/s for development and environment in the area or sector concerned, of different stakeholders and actors involved? What are desirable norms for environmental qualities?

3.Are there any official standards available for the desirable quality of environmental values (e.g. water quality, forest cover)?

Analytical cluster and step

Key questions being addressed during environmental scan

II. Environmental problem analysis

Goal: To understand the main environmental problems, their direct and root causes, the actors involved and their motivations.

Step 5: Environmental problem definition

1. Which are the main environmental problems in the area or sector concerned? And which environmental problems can be expected in the future, looking at trends, norms and thresholds?

2. Are perceptions about environmental problems the same for all stakeholders, both insiders and outsiders? Is it clear to everyone why some environmental changes are considered a problem, and others not?

3. How can environmental problems be briefly characterised, including their urgency, scale, perceptions, impacts, thresholds and risks for stakeholders? Are additional studies required? Are there important gaps of knowledge?

Step 6: Environmental problem analysis

1. What are the activities and threats directly causing or leading to the main environmental problems? Which are the actors responsible for these activities? Do these actors have alternative options?

2. What are underlying root causes or driving forces influencing these actors and their decisions? Which are the key actors that are responsible for these root causes? Are there opportunities to change these key actors?

3. How can underlying factors be structured for a clear overview, and to set priorities? What are critical knots (levers and pressure points) in the web of direct and indirect factors causing the environmental problems?

4. Which are the key actors responsible for causing the environmental problem(s)? At what level (local, national, global) and in what sectors can we find them?

Analytical cluster and step

Key questions being addressed during environmental scan

III. Environmental opportunity analysis

Goal: What are existing opportunities to change the current situation, to progress in the direction of more sustainable development? And how can these opportunities be realised?

Step 7: Identification of opportunities

1. What are opportunities for positive change in the area or sector concerned, meaning existing initiatives, innovations or qualities which could be (better) used to achieve more sustainable development? For instance, what are new or promising ecological values, economic or institutional issues, or promising local knowledge innovations and initiatives?

2. What are possible solutions or opportunities to tackle the main root causes or to address the key actors that were identified?

3. Which of these opportunities offer best chances of contributing to positive changes in the short term? How can opportunities be clustered and combined to form synergy or win-win options?

Step 8: Opportunity analysis

1. What should be done to realise the identified opportunities for positive change? What are the expected positive impacts, and what are potential negative impacts or risks (environmental, social and economic) when realising these opportunities?

2. What are the chances of realising or expanding existing opportunities in such a way that these contribute to sustainable development? How can positive impacts be strengthened or negative impacts be reduced or mitigated?

3. On the basis of these insights, which opportunities must be realised, and what activities could be undertaken at a short notice to move forwards? Which sectors and actors will need to be involved?

Analytical cluster and step

Key questions being addressed during environmental scan

IV. Strategic planning and monitoring

Goal: To synthesise existing information and formulate a long-term vision and strategic orientations, aimed at tackling problems by using opportunities, with indicators to monitor environmental change.

Step 9: Design of an environmental or sustainable development policy and strategy plan

1.What are existing visions and long term strategies for the area or sector concerned? Do these address environmental problems, root causes and key actors, and do they make use of opportunities? Are they realistic?

2.What would be good new vision, based on existing knowledge and the information generated? How do we make the vision attractive to different stakeholders?

3.What strategic orientations can be defined that are sustainable and realistic, using insight in environmental problems and opportunities? Do these strategic orientations also meet development priorities resulting from other analyses (e.g. social, economic, poverty, gender)? How can we strike a balance between environmental, social and economic priorities?

4.What are strategic partnerships or coalitions between actors to help implement the strategic orientations?

5.How do we stimulate coherence and synergy (with existing policies and strategies)? What are the organisational strengths & weaknesses, and ongoing activities, of the main organisations involved? How do we match our strategy with these, by defining ‘who does what’?

Step 10: Environmental monitoring

(optional in environmental scan)

1.Is an environmental monitoring system in place? Does it focus on key environmental issues? Does it include an ‘early warning’ system for unexpected threats and opportunities?

2. If not, what are necessary steps to design a monitoring system that is efficient and effective? What are indicators for measuring environmental sustainability and sustainable development? How do we monitor improvements in terms of environmental management capacities?

3. Who will be responsible for monitoring environmental change? Which stakeholders and institutions can be involved? How can environmental monitoring contribute to building awareness?

4. What can be done to communicate and expand successful experiences?

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