MODULE TWO. Practical Tips for Participation in CPM and IPPC Activities. What this Module Covers. Role of a NPPO – the basics The Contact Point The IPP Editor What to do in advance of the CPM meeting Consultation Interventions at the CPM What to do after the meeting Planning Training.
Practical Tips for Participation in CPM and IPPC Activities
What are the Responsibilities of the NPPO ....
Issuing Phytosanitary certificates
Reporting outbreaks and spread of pests
Inspection of consignments and other regulated articles
Managing the disinfestations or disinfection of consignments
Ensuring maintenance and surveillance of pest free areas and areas of low pest prevalence;
Conducting pest risk analyses;
Phytosanitary security of consignments after certification has been issued
Training and development of staff
Informing of any changes in their organizational structure, regulations, and other Phytosanitary issues
Relievers – disseminate info to NPPO stakeholders
Contact Point should:
Have the authority to communicate on Phytosanitary issues on behalf of their country;
Act as a conduit of information between the Secretariat and the Contact Point including responding to calls etc.
Facilitate their member status reports to CPM and keep abreast of topics of interest and importance to them.
Coordinate input into the development of ISPM’s
Respond to any other member requests to the best of their ability.
Assist in ensuring that stakeholders are aware of the requirements of the IPPC standards.
Support, train and coordinate the NPPO to fulfill its IPPC obligations.
Ensuring that all reporting obligations are meet by making sure all the relevant information is put on the IPP in a timely manner.
Direct requests for Phytosanitary information from contracting parties and IPPC to appropriate officials for response.
Keep track of the status of response.
Job Description of a Contact Point
What level of authority?
What communication skills?
The IPP (https://www.ippc.int) is the IPPC internet portal which provides a platform for members to exchange Phytosanitary information and a mechanism to meet their reporting obligations to the IPPC.
The IPP provides a global repository of Phytosanitary information, which increases transparency among the Phytosanitary community ensuring rapid communication and dissemination of information between all the IPPC contracting parties
Officially nominated person applies for access to IPP to add required content:
IPPC Official Contact Points (Art. VIII.2)
Official pest report (Art. VIII.1a)
Description of the NPPO (Art. IV.4)
Legislation (Art. VII.2b)
Entry points (Art. VII.2d)
List of regulated pests (Art. VII.2i)
Emergency actions (Art. VII.6)
Country’s can also add their Country profile if they wish
It is useful that both the Contact Point and the IPP Editor have access to computers and internet
Computer software – different countries have different system
Contact Point Email Management
Establish Contact Point email signatures
CPM open to Contact Points, RPPO’s and specific observers but only contracting parties can vote.
Meetings held annually in Rome – usually 1 week in March or April
Secure your governments support to attend– get it into the budget!
Organize your credentials well in advance
If you need financial assistance - apply to IPPC as soon as possible.
Start with the agenda……..
Documents of the CPM meeting are available approximately at the end of December.
Read and formulate a position of importance for the papers
Ensure you consult with your appropriate stakeholders
Any person or group who has an interest in the project/issue or could be potentially affected by it’s delivery or outputs
Stakeholders bring a diversity of opinion, expertise and view points
Stakeholders know the most about the affected industry, environment or commodity
Not always possible for government to fully understand all facets and impacts of a new ISPM
Ensures that the view of all parties is taken into consideration
A better final product is developed
Domestic – In-house
Pest risk analysis
National standard development
Domestic – Outside the government agency
National, provincial & local industry associations
Other government agencies
International & Regional
Regional Environmental groups
Regional Plant Protection Organizations
Countries that share similar concerns or issuescountries
Those involved systematically in consultations
Specific groups depending on the issue
Who are your stakeholders?
Domestic in - house
Domestic - Outside the government agency
Regional & International
Passive and active tools for engagement
List servers, draft documents circulated
Conference calls, video conferences
Circulate draft documents to a list of stakeholders
Ask for further distribution to other interested people or parties
Post documents or a link on internet for general public
Reach out to stakeholders who may have a specific interest in a topic but are not on a list of regular contacts
NPPOs can do a first "analysis" of the draft documents
Stakeholders sometimes need to be reminded why their contribution is important
Stakeholders’ involvement may take time and effort, but in the end, the result is better
List your points
Interventions are made orally but..
Write it down !!
Have a clear rationale and deliver it with the three C’s (Clear, Calm and Concise)
Speak slowly for interpreters
Seek countries with similar concerns and issues
Develop strong working relationships with them
Work with your RPPO members
Seek consensus on positions
Reporting results of the meeting
Develop a report template
Report back with 2 weeks of meeting on its outcomes
National debriefing sessions
Invite all stakeholders
Provide a summary of meeting – describe discussions and explain decisions
Use advocacy and resource mobilzation to solicit support
Plan – develop national policy & legislation
Develop strategies and communication plans
Use the PCE (Phytosanitary Capacity Evaluation) tool
What are the benefits of the PCE?
How is the PCE applied?
Who should be Involved in conducting a PCE?
When should PCE be applied?
Things to include:
Communications Management Procedures – Email passwords etc Tasks, actions, protocols, filing etc
Timeline schedules and deadline dates
Updated stakeholder lists
Templates for invitations to consultation meetings
Developing topic criteria for distribution lists
Inform on the IPPC framework through seminars
Develop training material specific to your country
Develop a mechanism to ensure all stakeholders attend the seminars