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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.

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Practical Tips for Participation in CPM and IPPC Activities

What this module covers
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

National plant protection organizations nppos
National Plant Protection Organizations (NPPOs)

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

Getting started
Getting started


Contact Point

IPP Editor

Relievers – disseminate info to NPPO stakeholders

Contact point
Contact Point

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 expertise?

What level of authority?

What communication skills?

What competencies?

Ippc website
IPPC Website

The IPP ( 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

Ipp editor
IPP Editor

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

Computer and internet access
Computer and Internet Access

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

Preparing in advance of the ippc meetings
Preparing in ADVANCE of the IPPC meetings

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.

Analyzing meeting documents
Analyzing meeting Documents

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

What is a stakeholder
What is a stakeholder?

Any person or group who has an interest in the project/issue or could be potentially affected by it’s delivery or outputs

Why consult
Why consult?

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

Who are they

Stage 3

Who are they?

Domestic – In-house

Pest risk analysis



Border control

National standard development

Who are they1
Who are they?

Domestic – Outside the government agency

National, provincial & local industry associations

Provinces/territories authorities


Environmental groups

Cultural groups


Other government agencies

Who are they2
Who are they?

International & Regional

International Institutes

Regional Researchers

Regional Environmental groups

Regional Plant Protection Organizations

Countries that share similar concerns or issuescountries

How to identify them
How to identify them?

Usual suspects

Those involved systematically in consultations

Self identifiers

Specific groups depending on the issue


Who are your stakeholders?

Domestic in - house

Domestic - Outside the government agency

Regional & International

How to involve them
How to involve them?

Passive and active tools for engagement

Passive tools:

List servers, draft documents circulated


Active tools:

Conference calls, video conferences

Face-to-face meetings

How to obtain input
How to obtain input?

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

Additional tips for successful stakeholder involvement
Additional tips for successful stakeholder involvement

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 

National interventions on agenda items
National interventions on agenda items

Be prepared

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

After the meeting
After the meeting

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

Planning at national level
Planning at National Level

National Level

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

Phytosanitary capacity evaluation tool
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?

In house operational guide
In-house Operational Guide

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

Training seminars
Training Seminars

Inform on the IPPC framework through seminars

Develop training material specific to your country

Develop a mechanism to ensure all stakeholders attend the seminars