MODULE TWO

1. MODULE TWO Practical Tips for Participation in CPM and IPPC Activities

2. 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

3. National Plant Protection Organizations (NPPOs) What are the Responsibilities of the NPPO ....

4. 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

5. Getting started Personnel: Contact Point IPP Editor Relievers – disseminate info to NPPO stakeholders

6. 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.

7. Exercise Job Description of a Contact Point What expertise? What level of authority? What communication skills? What competencies?

8. 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

9. 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

10. 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

11. 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.

12. 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

13. Consultations at the national and regional level

14. 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

15. 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

16. Stage 3 Who are they? Domestic – In-house Pest risk analysis Response Surveillance Border control National standard development

17. 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

18. Who are they? International & Regional International Institutes Regional Researchers Regional Environmental groups Regional Plant Protection Organizations Countries that share similar concerns or issuescountries

19. How to identify them? Usual suspects Those involved systematically in consultations Self identifiers Specific groups depending on the issue

20. Exercise Who are your stakeholders? Domestic in - house Domestic - Outside the government agency Regional & International

21. 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

22. 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

23. 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 

24. 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

25. Cooperation Seek countries with similar concerns and issues Develop strong working relationships with them Work with your RPPO members Seek consensus on positions

26. 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

27. 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

28. 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?

29. 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

30. 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