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

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

Personnel:• Contact Point• IPP Editor• Relievers – disseminate info to NPPO

stakeholders

Contact PointContact 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.

ExerciseJob Description of a Contact Point

• What expertise?

• What level of authority?

• What communication skills?

• What competencies?

IPPC Website • 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

IPP EditorOfficially 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

• 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

• 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

• 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

Consultations at the national and

regional level

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?• 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

Stage 3 16

Who are they?Domestic – In-house• Pest risk analysis• Response• Surveillance• Border control • National standard development

Who are they?Domestic – Outside the government agency• National, provincial & local industry associations• Provinces/territories authorities• Researchers• Environmental groups• Cultural groups• Cities• Other government agencies

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?

• Usual suspects– Those involved systematically in consultations

• Self identifiers• Specific groups depending on the issue

ExerciseWho are your stakeholders?

• Domestic in - house

• Domestic - Outside the government agency

• Regional & International

How to involve them?

• Passive and active tools for engagement• Passive tools:

– List servers, draft documents circulated– Websites

• Active tools:– Conference calls, video conferences– Face-to-face meetings

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

• 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

• 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

Cooperation• 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

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

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

• 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

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

• Inform on the IPPC framework through seminars

• Develop training material specific to your country

• Develop a mechanism to ensure all stakeholders attend the seminars