Agenda item: 14 Document: PTC/ESG - March March ephyto Country Report for Sri Lanka

Transcription

1 ephyto Country Report for Sri Lanka Final Report for ESG Compiled by Dr Chin Karunaratne March 2017

2 Table of Contents EXECUTIVE SUMMARY Assessment Context/Approach Organisational Structure in Sri Lanka Ministry of Agriculture Status of Exports in Sri Lanka Exports Export clearance at the Colombo sea port Export clearance at the Colombo air port Export certification at the Gannoruwa Plant Quarantine Unit Export clearance at the Mattala air port and Magampura sea port Status of Imports in Sri Lanka Imports Import clearance of plant and plant products at air port and sea port in Sri Lanka Potential for ephyto Sustainability Country Requirements for Proposed GeNS Implementation Assessment of physical infrastructure needs ephyto work stations proposed by the Department of Agriculture Assessment of resource development Assessment of capacity building needs Assessment of legislative framework Stakeholder consultations Policy framework ephyto funding capacity of Sri Lanka Training of officers for GeNS implementation in Sri Lanka Benefit analysis of GeNS after implementation in Sri Lanka Operational Process Assessment of activities undertaken at the sea port and air port for exports after introduction of GeNS Assessment of activities undertaken for imports after introduction of GeNS ephyto Change Assessment Appendices Status of Action Items and their Outcomes Workshop Agenda Details of Participants... 56

3 Table of Figures Figure 1: Various Tasks undertaken at the Colombo Sea port Figure 2: Export Book with Details of Registration Numbers Figure 3: Export Book for Tea Products Figure 4: Miscellaneous Products listed in one Export Book Figure 5: Application for Phytosanitary Certificate Figure 6: Bill of Lading and Customs Clearance Figure 7: Cargo Despatch Notice and Phytosanitary Certificate from Sri Lanka Figure 8: Notice of Arrival Agricultural Commodities Exported to Sri Lanka Figure 9: Agricultural Commodities Exported to EU countries with Sample Sizes for Export Inspection Figure 10: Procedure for Phytosanitary Certification by the NPQS Sri Lanka Figure 11: Export clearance of plants and plant products (Sea port) Figure 12: Export clearance of plants and plant products (Air port & NPQS, Katunayake) Figure 13: Import clearance of plants and plant products (Air port & Sea port) Figure 14: Standardised Process of Export Phytosanitary Clearance from the Colombo Sea port as per Figure 11 (Exports without ephyto) Figure 15: Standardised Process of Export Phytosanitary Clearance from the Colombo Sea port (Exports with ephyto) Figure 16: Standardised Process of Export Phytosanitary Clearance from the Colombo Air port and NPQS Katunayake as per Figure 12 (Exports without ephyto) Figure 17: Standardised Process of Export Phytosanitary Clearance from the Colombo Air port and NPQS Katunayake (Exports with ephyto) Figure 18: Standardised Process of Import Phytosanitary Clearance from the Colombo Sea port, Air port, and NPQS Katunayake as per Figure 13 (Imports without ephyto) Figure 19: Standardised Process of Import Phytosanitary Clearance from the Colombo Sea port, Air port, and NPQS Katunayake (Imports with ephyto)... 31

4 Version History Version Description Author Date 0.0 First Draft Report Chin Karunaratne September Second Draft with Country Comments Chin Karunaratne October Third Draft with ESG Comments Chin Karunaratne November Final Report for ESG Chin Karunaratne March 2017 Definitions, Acronyms and Abbreviations Abbreviation/Word Definition/Description APPPC ASEAN CDC CITES Codex CPM DAWR ephyto EPPO ESG FAO GeNS IGTC Asia & Pacific Plant Protection Commission Association of Southeast Asian Nations IPPC Capacity Development Committee Convention on International Trade in Endangered Species of Wild Fauna and Flora Codex Alimentarius Commission Commission on Phytosanitary Measures Department of Agriculture and Water Resources Electronic Phytosanitary Certification European and Mediterranean Plant Protection Organization ephyto Steering Group Food and Agriculture Organisation Generic ephyto National System International Grain Trade Coalition

5 Abbreviation/Word Definition/Description ISF IPPC NPPO NPQS OIE RPPO STDF UNCTAD UNICC ICC Union Fleurs WHO WTO International Seed Federation International Plant Protection Convention National Plant Protection Organisation National Plant Quarantine Service World Organisation for Animal Health Regional Plant Protection Organisation The Standards and Trade Development Facility United Nations Conference on Trade and Development United Nations International Computing Centre Information and Communication Centre (ICC), Peradeniya, Sri Lanka International Flower Trade Association World Health Organisation World Trade Organisation Country Report endorsed by: Dr Rohan Wijekoon Director General of Agriculture Department of Agriculture Sri Lanka.

6 EXECUTIVE SUMMARY This report captures the outcomes of the first ephyto Project Planning (EPP) workshop and field visit with officers from the Department of Agriculture in Sri Lanka on 6 to10 June This workshop was conducted by the Department of Agriculture and Water Resources (the department), Australia with guidance from the ephyto Steering Group (ESG) and the International Plant Protection Convention (IPPC). The objectives of the workshop was to discuss the ephyto project for setting up a Generic ephyto National System (GeNS) in Sri Lanka as part of the IPPC global ephyto Solution. This report details the import and export process maps of Sri Lanka before and after ephyto implementation, key observations, and action items finalised at the workshop. This report does not provide export and import process maps for Gannoruwa and Mattala quarantine stations. The ephyto export and import processes from Mattala air port and sea port are currently managed by the Colombo air port and sea port. The Gannoruwa quarantine station was not inspected when finalising this report. The activities of Gannoruwa may not be different to existing processess for Colombo sea port and air port considering the low volume of phytosanitary certificates released from these two locations. Key Recommendations: The National Plant Quarantine Service (NPQS) in Sri Lanka should consider the following recommendations for successful GeNS implementation and piloting of its operations. a). The work of Project Management Team should be supervised and supported by the NPQS Executive so that it is undertaken in a team environment where capabilities of relevant officers in areas of their expertise are identified, utilised and absorbed into GeNS implementation and management. b). The process maps in this report should be used to facilitate change assessments as they may guide to regulate business processes of exports/imports in air ports and sea ports. c). Sri Lanka should review their current phytosanitary certificate charges to generate extra revenue to supplement future funding for GeNS and allocation of sufficient resources for sustainability.. d). Sri Lanka should arrange to allocate sufficient space for setting up GeNS work stations at the Colombo sea port and air port. e). Since the release of internal or external funds for implementation of GeNS will be progress driven, the NPQS should advise the provider on the progress of the work undertaken/milestones achieved for various tasks as soon as practical. f). After implementation of GeNS in Sri Lanka, business processes connected with phytosanitary certification should be further regulated/changed by the NPQS to suit business needs/requirements to maximise process driven efficiencies.

7 1. Assessment Sri Lanka has huge potential for ephyto implementation and sustainability due to its strategic location, trade volumes of GeNS after implementation, knowledge of processes and enthusiasm of exporters and importers. Due to resource limitations, Sri Lanka could not appoint a full time Project Manager to progress the ephyto work. The IPPC country co-ordinator who in his capacity as the additional Director of NPQS, Katunayake is supervising this project as the Project Manager. NPQS Sri Lanka appointed a Project Management Team to compile its country work plan to undertake ephyto work with senior officers at the sea port and air port. The process map compiled by Sri Lanka for the workshop required further revision as it did not detail the training requirements and change assessments on export/import processes. The department of Agriculture and Water Resources, Australia had a teleconference on the 2 nd September 2016 with the Director General of Agriculture (Sri Lanka) to progress and finalising future action items associated with ephyto implementation. Observations: The communication between officers involved in the ephyto project management team requires stengthening. The co-ordination of the development of ephyto country work plan by the Project Management Team has to be undertaken regularly, as this will assist in the smooth implementation and sustainability of GeNS. The Project Manager needs to undertake an active role in further revising and finalising the draft country work plan provided on 31 August The team work between various individuals is extremely important to achieve common goals. Many senior officers of the department expressed their support for ephyto implementation stating that this was a long overdue task but did not have sufficient time to drive the project activities. Recommendation: Close supervision and coordination of GeNS implementation with the Project Management team is required to implement and continue this work with NPQS, Sri Lanka. The Project Manager has to play an active role to fulfil these requirements.

8 2. Context/Approach Based on the global survey conducted by the IPPC, eight countries (Australia; Chile; China; Kenya; The Republic of Korea; The Netherlands; New Zealand; USA) have confirmed their willingness to participate in piloting the hub with their existing national systems. Furthermore, 6 countries (Ecuador; Egypt; Ghana; Guatemala; Samoa; Sri Lanka) have confirmed their willingness to participate in the pilot using GeNS after implementation. The IPPC Secretariat is working with other international organisations, such as CODEX Alimentarius, the World Organisation of Animal Health (OIE), the United Nations Centre for Trade and Developments (UNCTAD), the World Customs Organisation (WTO), along with international industry associations and technical experts in electronic phytosanitary certification from the Food and Agriculture Organisation s (FAO) regions to develop the ephyto Solution. The ephyto development has commenced in July 2016 with the development of technical specifications for the Hub and GeNS by UNICC. It is expected that development will require seven to eight months to complete followed by piloting the system with 8 to10 countries. Piloting will continue for three to four months to determine the efficiency of the system, the operating costs and to establish implementation tools that will assist countries in adopting the Solution. Following this work, the pilot countries selected for ephyto implementation in the first round may begin exchange. Australia has drafted a detailed work plan for ephyto development in APPPC pilot countries. This work plan, approved by the APPPC ephyto Working Group, was tabled at the 29 th session of the APPPC meeting in September 2015 in Indonesia for endorsement. It has since been expanded to develop a standard work plan that will be used for implementing the IPPC Global ephyto Solution (National and GeNS) in various countries. The workshop held in Sri lanka in June 2016 utilised this workplan. 3. Organisational Structure in Sri Lanka 3.1 Ministry of Agriculture The Ministry of Agriculture in Sri Lanka is the governing the body for providing guidance and coordination of various activities for sustainable management and development of agriculture sector. Of the departments and institutes that directly come under its administration organisation(s) working on implementation of GeNS in Sri Lanka are marked in Red : Department of Agriculture Department of Agrarian Development Agricultural & Agrarian Insurance Board Hector Kobbekaduwa Agrarian Research and Training Institute (HARTI) Sri Lanka Council for Agricultural Policy (CARP) Institute of Post-Harvest Technology (IPHT) National Food Promotion Board Colombo Commercial Fertilizer Co. Ltd Ceylon Fertilizer Co. Ltd National Fertilizer Secretariat Lanka Phosphate Co. Ltd

9 Of the above institutes, the Department of Agriculture is responsible for the management of phytosanitary exchanges for imports and exports. The work associated with the ephyto implementation is undertaken by this department. The head of the department is the Director General of Agriculture with Deputy Director Generals, Directors, Additional Directors, Deputy Directors, and Assistant Directors in charge of various institutes listed below. The Plant Quarantine Service (PQS), Sri Lanka has initially assessed setting up nineteen ephyto work stations for GeNS implementation at various locations in Sri Lanka. 4. Status of Exports in Sri Lanka 4.1 Exports Exports in Sri Lanka averaged US$ million from 2003 until 2016, reaching an all-time high of US$ million in March of 2014 and a record low of US$ million in April of Exports in Sri Lanka are reported by the Central Bank of Sri Lanka. Sri Lanka exports mostly textiles and garments (52% of total exports) and tea (17%). Others include spices, gems, coconut products, rubber, and fish. Main export partners are United States, United Kingdom, Germany, Belgium, and Italy. Major exports to Australia are tea & mate (AU $34 million), textile clothing (AU $26 million), fixed vegetable oils and fats (AU $15 million) and textile clothing accessories (AU $15 million). The number of export phytosanitary certificates issued annually by Sri Lanka is 108,000 which included 800 re-export phytosanitary certificates (ephyto Survey, 2015). The top five countries for Sri Lankan exports of plant and plant products are India, UAE, Russia, USA, and Germany. 4.2 Export clearance at the Colombo sea port The Plant Quarantine Station at the sea port has two floors where various export related tasks are undertaken. The export registration and sample checking is done in the ground floor and other activities are confined to the upper floor (Figure 1). It was noticed that space was very limited in the ground floor for setting up six units (work stations) at the sea port. This issue may be further resolved by having the upper floor better utilised by relocating the current storage area(s) to a different location. The Ministry of Agricultue was planning to build a second floor and the ephyto work stations may be relocated after this work was completed. Although necessary funds are allocated for this work, it is highly unlikely that renovation would be finalised before GeNS is implemented as another extension over the existing facility has been deemed unsuitable by the engineers. Colombo sea port uses export registration books to record details of applications submitted to them (Figure 2). Separate record books are maintained for major exports such as tea, vegetable, fruit, grain, spices, areca nut, rubber, coconut, and tuber products (Figure 3). Miscellaneous exports are recorded in a separate book (Figure 4). Recording information in log books (registers) is cumbersome and there is a huge potential for loss of information in the event a register getting misplaced. No contingency plans are currently in place at the sea port to retrieve registered records whenever a register gets misplaced. The next stage in the export clearance process is to apply for phytosanitary certificate after consignment inspection/sample testing/laboratory tests are done to get the prior approval for export. The application for phytosanitary certificate for export (Figure 5) is lodged by exporter with the details of product. As listed in the process mapping (Figures 16 to 21), more documents such as test reports, customs clearance, bill of lading and cargo despatch notice (Figures 6, 7 and 8) are required as part of the preexport mandatory inspection for conformity before phytosanitary certificate (Figure 9) is issued.

10 When the GeNS is implemented in Sri Lanka, the record books will become redundant as the information will be electronically stored. The processes that may get redundant after GeNS is implemented are specified in the export process maps (Figures 15 and 16) for Sri Lanka. 4.3 Export clearance at the Colombo air port The export clearance is done at the NPQS Katunayake and at the Colombo air port premises. The preexport mandatory inspection for conformity is done at NPQS premises for consignments destined for all countries including European Union (EU) (Figure 11). These phytosanitary certificates have details of commodities listed in one certificate for mixed consignments. The pre-export mandatory inspection at the air port is mainly done for consignments leaving for the Maldives, Middle East and some Asian countries (e.g. Pakistan only for Piper betle) where phytosanitary certificates do not require additional declarations. These consignments normally do not require test reports, treatments records, and other certificates and the clearance is done within a very short time after inspection. The phytosanitary certificates are issued for these consignments where details of goods are attached in a separate sheet enclosed with it. This matter was mentioned to the inspection facility at the Katunayake air port citing that there may be potential for fraud, as the details of commodities are not listed in the phytosanitary certificate. The officers were also informed that there should not be differences in phytosanitary certificates destined for EU and Asian countries on listing of details of consignments (EU phyto certificates have listings in their certificates and no separate attachments are enclosed). As per the advice provided, this matter was rectified by NPQS in Sri Lanka. Sampling of consignments for air transport is done as per the number of boxes/cartons submitted for export (Table 1). 4.4 Export certification at the Gannoruwa Plant Quarantine Unit Plant Quarantine Unit Gannoruwa is established in 1982 and presently catering mainly for the Central Province. The office, laboratory and two post-entry quarantine greenhouses were built using funds from the Australian Government. Export certification is done after thorough inspection of the whole consignments of tobacco,cut flowers, planting materials etc., if the consignment is small. Random sampling (10%) inspections are carried out for larger consignments. Pre and post fumigation inspections of tobacco consignments are carried out before issuing the phytosanitary certificates. The unit has very limited staff but it could be further expanded to facilitate export certification of the Northern, North Central and Eastern Provinces. Supervision of pre-shipment devitalization treatment for cut flower exports to Australia is done in this premises. Since it is away from the airport and the seaport, amount of phytosanitary certificates issued by the unit is limited. If the capacity of the unit is expanded to cater for other provinces, the number of certificates could be increased with more staffing. Such action will promote exports and save the current cost associated with nursery inspections in the afore-stated provinces. 4.5 Export clearance at the Mattala air port and Magampura sea port There could be potential differences associated with inspection and issuance of phytosanitary certificates in the afore-stated locations. As a new building for export and import clearance is currently being built at the Mattala air port and sea port, the volume of phytosanitary certificates currently processed from these locations is minimal. The phytosanitary certificates processed from Mattala may increase within next 5-10 years due to infra-structure projects currently undertaken by the government with Chinese investment. The building of Colombo port city (Sri Lanka), and the Maritime Silk Road by China in the region may also contribute to this increase. Necessary arrangements are currently underway to visit these locations for further obser vation before GeNS is implemented in Sri Lanka.

11 Figure 1: Various Tasks undertaken at the Colombo Sea port Figure 2: Export Book with Details of Registration Numbers

12 Figure 3: Export Book for Tea Products Figure 4: Miscellaneous Products listed in one Export Book

13 Figure 5: Application for Phytosanitary Certificate Figure 6: Bill of Lading and Customs Clearance

14 Agenda item: 14 Document: PTC/ESG - March Figure 7: Cargo Despatch Notice and Phytosanitary Certificate from Sri Lanka

15 5. Status of Imports in Sri Lanka 5.1 Imports Imports in Sri Lanka averaged US $ million from 2001 until 2016, reaching an all-time high of US $ million in November of 2011 and a record low of US $408 million in February of Imports in Sri Lanka are reported by the Central Bank of Sri Lanka. Sri Lanka imports petroleum, textile fabrics, food, machinery and transportation equipment. Main import partners are India, China, Iran, and Singapore. Major imports from Australia are fresh fruits (AU $107 million), milk, cream, whey & yoghurt (AU $53 million), wheat (AU $45 million), paper and paperboard (AU $17 million). The number of import phytosanitary certificates received annually by Sri Lanka is 25,000 (ephyto Survey, 2015). The top five countries for Sri Lankan imports are China, India, Malaysia, USA, Germany, and Pakistan. 5.2 Import clearance of plant and plant products at air port and sea port in Sri Lanka The import clearance of the consignment is undertaken in Sri Lanka with customs. Sri Lanka customs will send a Notice of Arrival addressed to entry ports (sea port/air port) which will have the details of goods and relevant documentation (Figure 10). The consignment is registered by relevant entry ports and document checks are undertaken to verify that the consignment is in order for acceptance. All plants and plant material imported to Sri Lanka should refer to plant quarantine but restricted items need valid import permit, phytosanitary certificates issued by the exporting country & relevant documents according to the permit conditions. The consignments will have treatment certificates if mandatory treatments such as fumigation are required prior to export. If seeds are exported, they should be certified with a certificate issued by the International Seed Testing Association (ISTA) issued by the official seed certification agency of the country of export. For those countries that do not have ISTA representation seeds analysis report from the official seed certification agency is required. The other certificates that would be looked at for pre-export mandatory inspection for conformity depend on the type of commodity. For instance, it may be non GMO certificate or faecal matter contamination report. If documentations are in order after verification, consignment could be released after inspection, if the conditions are in order. If pests are detected consignment may be released from quarantine after further treatments are performed by the importer. NPQS (Sri Lanka) may advise the importer for rejection of entry, re-export, or destruction of consignment after inspection if the consignment does not conform with the import conditions. For some consignments laboratory testing and post entry isolation are needed to ensure that they are safe from pests and diseases. These consignments may be rejected, re-exported, destroyed, or further treated depending on the outcome of additional testing. Some consignments will be released soon after inspection if they do not pose a pest risk and conform with quarantine requirements stipulated in the import permit.

16 Figure 8: Notice of Arrival Agricultural Commodities Exported to Sri Lanka Figure 9: Agricultural Commodities Exported to EU countries with Sample Sizes for Export Inspection

17 6. Potential for ephyto Sustainability Sri Lanka has informed that its key industry bodies would endorse the move for implementation of GeNS as potential benefits will significantly surpass the initial costs. Sri Lanka has stated that its government could contribute a fee for ongoing ephyto exchange/maintenance after implementation. Necessary arrangements may be made by NPQS to recover this fee from ephyto users (exporters and importers) in future since the certificate fee currently paid by the exporters and importers is less than two AUD. The benefits associated with use of ephyto will be relayed to stakeholders via Industry Awareness Sessions (IAS), newsletters etc. Allocations from the government budget could be sought to ensure the sustainability of GeNS during the preliminary stages of implementation. Sri Lanka also has the capacity to develop contingency plans to regulate its business processes to ensure sustainability if GeNS after it is implemented. For instance, de-regulation of some of the existing business processes which would become redundant after GeNS implementation may provide substantial savings to NPQS. Such financial benefits could be utilised to cover GeNS and Hub maintenance costs. 7. Country Requirements for Proposed GeNS Implementation 7.1 Assessment of physical infrastructure needs ephyto work stations proposed by the Department of Agriculture National Plant Quarantine Service - (Sixteen ephyto work stations in total) National Plant Quarantine Station (NPQS), Katunayake (Two ephyto work stations ) Plant Quarantine Station Bandaranayake Int. Air Port, Katunayake (Six ephyto work stations) Plant Quarantine Station Rajapaksha Int. Air Port, Hambantota (One ephyto work station) Plant Quarantine Station Magampura Sea Port, Hambantota (One ephyto work station) Plant Quarantine Station Sea Port, Colombo (Six ephyto work stations) Information Technology (Three ephyto work stations in total) Information and Communication Center (ICC), Peradeniya Administration and Management center for proposed ephyto work stations (Three ephyto work stations) The quarantine centres that would issue phytosanitary certificates after implementation of GeNS have adequate information technology facilities (infrastructure, equipment and human resources). However, both terminals at the Colombo sea port and air port will require further expansion to support operational staff as installation of twelve ephyto units would require more space. The removal of redundant furniture and cabinets may provide more room for installations in the Colombo sea port. The installations at the NPQS centre at Karunanayake will not be challenging as this facility has sufficient space and physical infrastructure. However, both systems (paper and ephyto certificates) will be used for exchange soon after implementation of GeNS until GeNS become fully operational.

18 The existing building at the Colombo sea port will not undergo further expansion with another floor since Port Authority has refused the construction of of another floor due to technical unsuitability. This would significantly improve its capacity to handle six ephyto units. Some land has been allocated closer to the air port to build a phyotosanitary clearance centre to handle air shipments. If necessary funds are allocated by the government to build this facility some air clearance currently undertaken by NPQS in Katunayake for EU countries will be moved to the new facility and all phytosanitary clearance of air freight will be handled in one place. Further assessments of physical infrastructure at Gannoruwa and Mattala Plant Quarantine Stations were undertaken in December 2016 during the second country visit. Action Item 1: The upgrading of system needs in Sri Lanka for implementation of GeNS may require new infrastructure to be installed. Hardware, Software and Furniture for work stations have to be purchased for various locations and a cost estimate has been prepared by ICC, Sri Lanka to undertake this work. 7.2 Assessment of resource development Sri Lanka would require more resources (e.g. software) to further expand its computer work stations after ephyto implementation. The staff of NPQS, Sri Lanka have previously attended overseas training programmes and workshops relating to their areas of expertise. Currently the staff have good technical knowledge and expertise to drive the ephyto solution forward. However, after GeNS implementation further training on project management and guidance may need to be arranged to identify deficiencies so that business processes could be further streamlined and regulated. Action Item 2: Further funding for resource development is required to install ephyto work stations (sea port and air port) during implementation. More details on support required for resource development should be available in the country work plan of Sri Lanka. 7.3 Assessment of capacity building needs Sri Lanka has estimated that they may need ephyto capacity development for GeNS development at various locations where phytosanitary certificates will be issued/received (ephyto Survey, 2015). Some of the key areas where capacity building would be required are training for officers, implementation and regulation of its current business processes.

19 Action Item 3: Sri Lanka will have to develop a business case seeking additional funding for capacity building of its staff. This work will be administered by the ephyto Manager (Sri Lanka) in partnership with the UNICC and DAWR after GeNS is implemented. 7.4 Assessment of legislative framework The regulations in Sri Lanka allows electronic certificates and authentication for imports and exports. It supports the receipt and issuance of ISPM 12 (Appendix 1) compliant phytosanitary certificates. The regulations do not preclude that phytosanitary certificates must be issued as hard copy for exports and imports. The current charge levied for issuing phytosanitary certificate in Sri Lanka is about Rs 165 (AU $1.50). The increase of this fee to generate supplementary funding for GeNS implementation is a possibility provided industry is briefed in advance. Future increases of phytosanitary certificate charges may require further changes done to the legislative framework in Sri Lanka. This process could take more than 12 months for finalisation as changes need to be ratified by the Parliament to amend its legislation. Action Item 4: Sri Lanka need to assess its current phytosanitary certificate fee and make arrangements to revise (increase) it in consultation with exporters taking into account future costs associated with maintenance of Hub and GeNS. This should be immediately done as this fee has not been revised over a number of years. 7.5 Stakeholder consultations Sri Lanka currently does not maintain a stakeholder register (e.g. industry groups, exporters, importers etc.) to identify users of phytosanitary certificates in the country. This was an action item discussed at the ephyto workshop held in June Sri Lanka has compiled a list of stakeholders associated with their phytosanitary certificates. These details have been provided to the Information and Communication Centre (ICC), Peradeniya, Sri Lanka for compiling the National Stakeholder Database (NSD) for stakeholder registration. ICC will be responsible for upgrading, updating and designing of the NSD and maintaining its commercial confidentiality between various trading partners. Two industry awareness session targetting 400 hundered importers/exporters were undertaken by DAWR in partnership with the NPQS, Sri lanka at the Chamber of Commerce in December This workshop briefed stakeholders about the role played by IPPC for implementing GeNS in developing countries and its immediate benefits for the industry after implementation.

20 Action Item 5: More stakeholder sessions should be organised for industry after GeNS is implemented in Sri Lanka. 7.6 Policy framework Sri Lanka advised that it has internal policy approval to participate in GeNS implementation. It has staff resources (e.g. project management, information technology etc.) with good knowledge which could be utilised to work on implementation of GeNS. Sri Lanka will also have the capacity to contribute some staff (IT officers), infra-structure and equipment facilities to some extent for expansion of GeNS when the project is implemented. Action Item 6: NPQS, Sri Lanka need to brief their Ministry and the Minister about regulatory changes required for its existing policy framework and action them before and after GeNS is implemented in Sri Lanka. 7.7 ephyto funding capacity of Sri Lanka Sri Lanka will need further funding for the purchase and installation of nineteen ephyto work stations plus ephyto Benefit Analysis to be undertaken in two stages (pre and post implementation of GeNS). Sri Lanka will be able to provide support in-kind for implementation of GeNS. It was mentioned at the workshop that Sri Lanka would have to seek approval for supplementary funding via a Cabinet paper to cover costs associated with the infra-structure purchases after estimations are completed. The support (financial and in-kind) needed by Sri Lanka was presented in the country work plan (e.g. change assessment). A financial estimate for infra-structure development was provided by Sri Lanka and these matters were discussed and finalised during the country visit in December Action Item 7: NPQS, Sri Lanka should identify scope needs and develop a detailed Business Case outlining support required for internal funding which will be sought for GeNS implementation and development

21 7.8 Training of officers for GeNS implementation in Sri Lanka NPQS, Sri Lanka undertook to assess their training requirements as part of their change assessments during the discussion at the workshop held in June The training register should list the type of required training, location and number of personnel who would participate in the training programme. Sri Lanka has the capacity to train its quarantine officers via officers trained by UNICC trainers. The training of officers may be ongoing when there are system updates to the GeNS after implementation in participating countries. UNICC will inform participating countries about such changes in advance so that countries could organise training of their officers as per the guidance provided by UNICC. The Training Strategy (Appendix D) of the work plan provides a template for staff to complete when analysing their training needs. This document outlines the areas that need to be considered when conducting a Training Neeeds Analysis (TNA) by Sri Lanka as UNICC will visit Sri Lanka and organise training for NPQS staff when GeNS is implemented.. Action Item 8: NPQS, Sri Lanka should assess and decide on how they would deliver training for their staff in future, and assess whether train the trainer concept to train their staff would be an appropriate method. 7.9 Benefit analysis of GeNS after implementation in Sri Lanka Sri Lanka will have to conduct a financial and non-financial benefit analysis to identify and prioritise project benefits after GeNS implementation. The draft ephyto Benefits Analytical Guide (ebag) and ephyto benefits Assessment Startegy (ebas) developed by IPPC provides guidance for assessing the benefits which may be gained after GeNS implementation. These guides detail tangible and intangible benefits associated with implementing a global ephyto solution. The measurement of benefits realised by ephyto projects will be useful for NPPOs and the IPPC in determining cost avoidance and improvements in efficiencies. After implementing ephyto projects NPQS, Sri Lanka may report back benefits at defined intervals (e.g. once a year) to IPPC. For this purpose, Sri Lanka should undertake benefit analysis during pre and post implementation stages of GeNS as discussed at the workshop held in June The analysis could be done for a component that may get redundant after GeNS implementation. Industry survey during pre and post implementation of GeNS will determine potential cost saving to exporters. Indusry benefit analysis will act as a useful guide to regulate future management of phytosanitary certificate charges to improve sustainability of GeNS. This work should be complementary with the cost/benefit element of the STDF project plan. Action Item 9: Professor Jeevika Weerahewa from the University of Peradeniya was appointed by NPQS to undertake its Benefit Analysis. This work will be undertaken during pre and post implementation stages of GeNS (Action Item 9 of workshop)

22 8. Operational Process The operational process of phytosanitary certification was discussed in detail at the workshop. The operational process was further reviewed and finalised as follows. Figure 10: Procedure for Phytosanitary Certification by the NPQS Sri Lanka 01-Application by Exporter Exporter makes a request for phytosanitary certificate from the NPQS (PQ Operation Division) and test for required additional declarations Submission of completed application to the Operation Division of NPQS 02-Registration by Plant Quarantine Officer Plant Quarantine staff (PQ, Operation Division) register the details of application in export registers after evaluating the content of the request 03-Field Inspection/ Treatment by Plant Quarantine Officer Notify the relevant Technical Divisions (Entomology, Nematology, Pathology, Weed science & Treatment) Inspection Treatment 04-Analysis by Plant Quarantine Officer PQ officer visit the site Sampling Laboratory testing for phytosanitary measures (pests and conditions) Authorization of final report by the Head of Operation Division Container Yard DOA Fumigation Registered treatment provider Supervising & Inspection (if requested) Review inspection outcome by the Chief PQ Officer 05-Approval by the Divisional Head of Operation Notify the Exporter Submission of report to the exit point for phytosanitary certification

23 Figure 11: Export clearance of plants and plant products (Sea port) Registration of Exporters Request for Export Permit Conduct Inspection Sample Testing/ Laboratory Tests (NPQS/ or other laboratories) Pre-Approval for Export Pre Export Mandatory Verification for Conformity Cerity Consignment for Export Test Reports Treatment Certification No Objection Letters from relevant Institutes Other Certificates Bill of Lading Parties copy Department of Customs Issuance of Phytosanitary Certificate

24 Figure 12: Export clearance of plants and plant products (Air port & NPQS, Katunayake) Registration of Exporters Submission of Export Application with Commodity List Pre Export Mandatory Verification for Conformity Conduct Inspection Test Reports Treatment Certification No objection letters from relevant parties Other Certificates Certify Consignment for Export Issuance of Phytosanitary Certificate

25 Figure 13: Import clearance of plants and plant products (Air port & Sea port) Custom Notification on the Consignment Entry Registration of Import Consignment Document Checks Valid Import Permit Phytosanitary certificate Airway Bill/Bill of Lading Invoice ISTA/ Analysis Report Treatment Certificate Rejection of Entry, Re-export, Destruction Treatment Inspection Laboratory Testing/ Post Entry Isolation Release

26 Figure 14: Standardised Process of Export Phytosanitary Clearance from the Colombo Sea port as per Figure 11 (Exports without ephyto) Request Export Permit Conduct Inspection Certify Consignment Customs Clearence (Sea Export) Inputs: Supporting documentation and processing records Activities: 1. Notice of Intention for Export 2. Assess Notice of Intention 3. Request further information 4. Export Registration via inhouse registers 5. Request and schedule inspection and pre approval for further activities Outputs: Inspection appointment Notification OK to proceed to the next stage Affected systems: Inputs: Inspection appointment Activities: 1. Inspect container or vessel 2. Select and inspect consignment with sample testing or laboratory tests 3. Record/Submit inspection results in registers 4. Approve/Reject consignment for export 5. Pre-export mandatory verification for conformity as per process map for sea port Outputs: Compliant product Inspection records Supporting documentation Approval for export Compliant product Inspection records Inputs: Supporting documentation Pre-Approval for export Activities: 1. Assess documents 2. Approve/Reject consignment for export with supporting documents 3. Issue invoice 4. Issue phytosanitary certificate manually 5. Export consignment Outputs: Compliant consignment Final approval for export Key: Activity currently undertaken by exporter Activity currently undertaken by department Changed Activity after ephyto implementation Redundant Activity after ephyto implementation Items 1,2,3,4 and 5 above Affected systems: Items 2,3 and 4 above Affected systems: Items 1,2 and 4 above

27 Figure 15: Standardised Process of Export Phytosanitary Clearance from the Colombo Sea port (Exports with ephyto) Request Export Permit Conduct Inspection Certify Consignment Customs Clearance (Sea Export) Inputs: Supporting documentation and processing records Activities: 1. Submit Notice of Intention via GeNS 2. Assess Notice of Intention via GeNS 3. Request further information via GeNS 4. Export Registration in GeNS 5. Request and schedule inspection via GeNS Outputs: Inspection appointment Notification OK to proceed to the next stage Inputs: Inspection appointment Activities: 1. Inspect container or vessel 2. Select and inspect consignment with sample testing or laboratory tests via GeNS 3. Record/Submit inspection results in GeNS 4. Pre-export mandatory verification for conformity as per process map for sea port with other relevant organisations incorporated to the system. Outputs: Compliant product Inspection records Supporting documentation Compliant product Inspection records Inputs: Supporting documentation Activities: 1. Approve/Reject consignment for export via GeNS 2. Issue invoice 3. Issue phytosanitary certificate via GeNS for export 4. Export consignment Outputs: Final approval for export Compliant consignment Affected systems: Key: Activity undertaken by exporter Activity undertaken by department Changed Activity after ephyto implementation Redundant Activity after ephyto implementation Items 1 and 3 above Affected systems: Affected systems: Items 1,2,3,4 and 5 above Items 2 and 3 above

28 Figure 16: Standardised Process of Export Phytosanitary Clearance from the Colombo Air port and NPQS Katunayake as per Figure 12 (Exports without ephyto) Request Export Permit Conduct Inspection Certify Consignment Customs Clearance (Air Export) Inputs: Supporting documentation and processing records Activities: 1. Submit Notice of Intention for export 2. Assess Notice of Intention 3. Request further information 4. Export registration via inhouse registers 5. Conduct inspection after submission of export application with commodity list Outputs: Inspection appointment Notification OK to proceed Inputs: Inspection appointment Activities: 1. Pre-export mandatory verification for conformity as per export process map for air port 2. Approve/Reject consignment for inspection 3. If approved, inspect consignment with sample testing at the premises 4. Record/Submit inspection results in registers Outputs: Compliant product Inspection records Supporting documentation Compliant product Inspection records Inputs: Supporting documentation Activities: 1. Approve/Reject consignment for export 2. Issue phytosanitary certificate manually 3. Export consignment Outputs: Final approval for export Compliant consignment Affected systems: Key: Activity undertaken by exporter Activity undertaken by department Changed Activity after ephyto implementation Redundant Activity after ephyto implementation Affected systems: Affected systems: Items 1 and 2 above Items 1,2,3 and 4 above Items 1,2,3and 4 above

29 Figure 17: Standardised Process of Export Phytosanitary Clearance from the Colombo Air port and NPQS Katunayake (Exports with ephyto) Request Export Permit Conduct Inspection Certify Consignment Customs Clearance (Air Export) Inputs: Supporting documentation and processing records Activities: 1. Submit Notice of Intention for export via GeNS 2. Assess Notice of Intention via GeNS 3. Request further information via GeNS 4. Export registration via GeNS 5. Conduct inspection after submission of export application with commodity list Outputs: Inspection appointment Inputs: Inspection appointment Activities: 1. Pre-export mandatory verification for conformity as per export process map for air port via GeNS 2. Inspect consignment with sample testing at the premises 3. Record/Submit inspection results via GeNS Outputs: Compliant product Inspection records Supporting documentation Compliant product Inspection records Inputs: Supporting documentation Activities: 1. Approve/Reject consignment via GeNS for export 2. Issue phytosanitary certificate via GeNS 3. Export consignment Outputs: Final approval for export Compliant consignment Key: Activity undertaken by exporter Activity undertaken by department Changed Activity after ephyto implementation Redundant Activity after ephyto implementation Notification OK to proceed Affected systems: Items 1,2,3 and 4 above Affected systems: Items 1 and 3 above Affected systems: Items 1 and 2 above

30 Figure 18: Standardised Process of Import Phytosanitary Clearance from the Colombo Sea port, Air port, and NPQS Katunayake as per Figure 13 (Imports without ephyto) Request Import Permit Customs & Quarantine Clearance Conduct Lab Testing/ Post Entry Isolation Customs Release Clearance or (Air Destruction Export) Inputs: Supporting documentation and processing records Activities: 1. Custom notification on the entry of import consignment 2. Assess Notice of Entry 3. Import registration in registers 4. Document checks as per import process map 5. Request and schedule inspection if document checks are satisfactory Outputs: Inspection appointment with customs Notification OK to proceed Inputs: Inspection appointment with customs Activities: 1. Consignment inspection with customs 2. Rejection of Entry, Re-export, Destruction, or Treatment of consignment after inspection 3. Approve/Reject consignment 4. If approved, release consignment, or undertake laboratory testing or Post Entry Quarantine (PEQ) isolation 5. Record/Submit inspection results in registers Outputs: Compliant/Non-compliant consignment Inspection records Supporting documentation Inputs: Compliant/Non-compliant consignment Inspection records Supporting documentation Activities: 1. Release/Reject consignment 2. Release/ Reject consignment after laboratory testing 3. Release/Reject consignment after Post Entry Quarantine (PEQ) isolation Outputs: Compliant consignment for release Non-compliant consignment for destruction Affected systems: Key: Activity undertaken by importer Activity undertaken by department Changed Activity after ephyto implementation Redundant Activity after ephyto implementation Items 1,2 and 3 above Affected systems: Affected systems: Items 1,3 and 4 above Items 3 and 5 above

31 Figure 19: Standardised Process of Import Phytosanitary Clearance from the Colombo Sea port, Air port, and NPQS Katunayake (Imports with ephyto) Request Import Permit Customs & Quarantine Clearance Conduct Lab Testing/ Post Entry Isolation Release or Destruction Inputs: Inputs: Supporting documentation and processing records Activities: 1. Notification on the entry of import consignment via GeNS 2. Assess Notice of Entry 3. Import registration in GeNS 4. Document checks as per import process map via GeNS 5. Request and schedule inspection if document checks are satisfactory Outputs: Inspection appointment with customs Inspection appointment with customs Activities: 1. Consignment inspection with customs 2. Rejection of Entry, Re-export, Destruction, or Treatment of consignment after inspection 3. Approve/Reject consignment via GeNS 4. If approved, release consignment, or undertake laboratory testing or Post Entry Quarantine (PEQ) isolation 5. Record/Submit inspection results in GeNS Outputs: Compliant/Non-compliant consignment Inspection records Supporting documentation Inputs: Compliant/Non-compliant consignment Inspection records Supporting documentation Activities: 1. Release/Reject consignment via GeNS 2. Release/ Reject consignment after laboratory testing via GeNS 3. Release/Reject consignment after Post Entry Quarantine (PEQ) isolation via GeNS. Outputs: Compliant consignment for release Non-compliant consignment for destruction Key: Activity undertaken by importer Activity undertaken by department Changed Activity after ephyto implementation Redundant Activity after ephyto implementation Notification OK to proceed Affected systems: Items 1,3 and4 above Items 3 and 5 above Affected systems: Affected systems: Items 1,2 and 3 above

32 9. Assessment of activities undertaken at the sea port and air port for exports after introduction of GeNS The workhop conducted in June 2016 discussed the operational processes for exports in the Colombo sea port and air port listed in the flow charts (Figures 11, 12, 14 and 16). It was noted that test reports and treatment certificates will be provided via GeNS to sea port/air port by the Operation Division of NPQS after GeNS implementation. Other supporting documents will be submitted via GeNS to the entry points by exporters. Phytosanitary certificates will be issued for export based on the assessment via GeNS provided there are no objection letters. No prior approval for export is necessary and bill of lading and customs declaration is not required to issue the phytosanitary certificate. The exporter will be responsible for maintaining conformity of the consignment throughout the process as the goods will have to be either re-exported, treated or destroyed at the importer s premises should there be a non-conformity with phytosanitary declaration. Colombo, Sea port currently assesses (cross check) shipment records provided by exporter with bill of lading to verify whether shipping details are compliant before issuing phytosanitary certificate. After GeNS is implemented, phytosanitary certificate will be issued for the vessel previously provided by exporter in his/her application and no further verifications will be undertaken (redundant component). Exporter will need to inform officers at the sea port if there is a change in the vessel after phytosanitary certificate has been issued. The previous phytosanitary certificate will be cancelled and a new certificate will be reissued via GeNS when this happens. Such approach will help to maximise the business efficiency at the sea port since there is a very low probability (less than 5%) of a change in vessel from the total volume of exports. The use of registers for recording will become redundant after GeNS is implemented, as the information will be recorded electronically in the system. Not using registers for export records will maximimise the efficiency benefits of GeNS to NPQS and industry. For instance, the resources utilised for the register maintenance and recording of information could be allocated to other other work areas to regulate business processes. Action Item 10: NPQS, Sri Lanka should make arrangements to brief stakeholders by holding industry awareness sessions, news letters etc. about proposed changes to their phytosanitary exchange processes before implementation of GeNS in Sri Lanka. NPQS, Sri Lanka should assess process efficiency and benefits of GeNS

33 10. Assessment of activities undertaken for imports after introduction of GeNS The workshop conducted in June 2016 discussed the operational processes for imports in the Colombo sea port and air port listed in the flowcharts (Figures 13 and 18). Phytosanitary certificate is issued by the NPPO of exporting country via GeNS after relevant supporting documents (e.g. treatment reports, area freedom certification etc.) are checked, and provided via GeNS to importer (Sri Lanka) by exporter for further verification. The exporter will be responsible for maintaining conformity of the consignment throughout the process as the goods will have to be either re-exported, treated or destroyed should there be a nonconformity with phytosanitary declaration at the importer s premises. The release or rejection of consignment will be undertaken by entry points via GeNS soon after inspection, or after application of necessary plant quarantine measures. The custom notification on the consignment entry may not be required in future since GeNS will be able to provide entry points about the consignment entry with relevant documentation. Accordingly, the use of registers for import recording will become redundant after GeNS is implemented, as the information will be recorded electronically in the system. The use of registers for recording will become redundant after GeNS is implemented, as the information will be recorded electronically in the system. Not using registers for import records will maximimise the efficiency benefits of GeNS to NPQS and industry. For instance, the resources utilised for the register maintenance and recording of information could be allocated to other other work areas to regulate business processes. Action Item 11: Ministry of Agriculture, Sri Lanka should make arrangements to inform stakeholders (customs and other organisations i.e. banks, brokers etc.) affiliated with phytosanitary exchange about the changes to their operational processes due to implementation of GeNS. 11. ephyto Change Assessment ephyto Change Assessment and Management is a process integral to the NPPO implementing its initiatives detailed in process maps. It is used to support people, stakeholders, and clients through the transition stages of the implementation of the initiative. A change assessment is required for all change anticipated to impact the NPPO, its people, services, and stakeholders prior to implementing GeNS in Sri Lanka. This is a key part of the work plan which will help IPPC to identify how resources should be allocated to support various activities after GeNS is implemented in Sri Lanka. The change assessment review should be completed for each one of the elements that will become redundant or change after GeNS is implemented. In summary, the change assessment will assist in determining the level of control required to manage the change including project management and governance requirements. For instance, the country report for Sri Lanka has details of process maps for exports and imports that would be changed or become redundant after GeNS is implemented. The Pre and Post implementation reviews of the change assessment in the work plan based on the process maps will help to identify activities that need to be regulated to facilitate smooth functioning of processes after GeNS is implemented. For this purpose, Pre and Post implementation reviews of the Change Assessment should be consistent with the process maps in the country report.

34 Action Item 12: Ministry of Agriculture, Sri Lanka should make arrangements to inform stakeholders (customs and other organisations i.e. banks, brokers etc.) affiliated with phytosanitary exchange about the changes to their operational processes due to implementation of GeNS.

35 12. Appendices 12.1 Status of Action Items and their Outcomes ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Senanayake No Topic Action Responsible Officer(s) Due date Status/Comments Project Management Team Setting up of Project Management Team to finalise the work plan Dr J Senanayake 09 th June 2016 FINALISED (Team established) ephyto Working Group Setting up of ephyto Working Group for Sri Lanka Dr N Ratnayake Dr J Senanayake 09 th June 2016 FINALISED (Working group established) Communication Establishment of Google mail group Mr TA Kammesh 09 th June 2016 FINALISED 1 ephyto Workplan Finalisation of ephyto work plan for Sri Lanka 2 Process Maps Finalisation of air port and sea port process maps for Sri Lanka Dr J Senanayake and officers of the project management team Ms N. Assalarachchi Ms C Hewage First draft due by the end of August 2016 (Mailing group established) Second draft submitted with Change Assessment undertaken in the work plan 16 th June 2016 FINALISED on 20 th June 2016 (Change assessment finalised) 27 Process map for processing export test requests Mrs Warshamana 31 st July 2016 FINALISED ON 31 ST July 2016

36 ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Senanayake No Topic Action Responsible Officer(s) Due date Status/Comments 3 Training Requirements The training requirements for Air port and sea port should be detailed in the Sri Lankan work plan Ms N Assalarachchi Ms C Hewage 30 th of August 2016 FINALISED (This was undertaken on 16 December 2016 by Mr P Neimanis & Dr C Karunaratne) 25 The training requirements for NPQS, Katunayake should be detailed in the Sri Lankan work plan Dr J Senanayake Ms J Nimanthika 30 th of August 2016 FINALISED (This was undertaken on 16 December 2016 by Mr P Neimanis & Dr C Karunaratne) 29 The training requirements for NPQS, Katunayake should be detailed in the Sri Lankan work plan 4 to 18 Technical Advice Finalisation of various technical matters raised at the work shop on the ephyto system as per clarifications provided by the Project Technical Committee 22 Clarification sought from the Project Technical Committee regarding the preference over PUSH or PULL Hub options 19 Funding Allocation of funds from the Department of Agriculture in Sri Lanka for the ephyto benefit analysis Ms IK Warshamana Ms J Nimanthika 30 th of August 2016 FINALISED (This was undertaken on 16 December 2016 by Mr P Neimanis & Dr C Karunaratne) Dr C Karunaratne Not specified FINALISED on 03 rd August 2016 and advised the Project Management Team Dr C Karunaratne Not required FINALISED Dr RRA Wijekoon To be finalised within one month after the (Participating countries do not have a choice to select this under the Generic National System) FINALISED (Project proposal for the benefit analysis was finalised by Prof. J

37 ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Senanayake No Topic Action Responsible Officer(s) 20 Benefit Analysis Appoint a departmental co-ordinator to liaise with Prof. Weerahewa for benefit analysis 21 Industry Awareness Industry awareness session to be organised by the Department of Agriculture, Sri Lanka 23 Country Contributions The Department of Agriculture, Sri Lanka has to advise the IPPC Project Technical Committee about country contributions to set up the ephyto Generic National System in Sri Lanka 24 Legislation Amendment/Revision of Sri Lankan legislation to revise phytosanitary certificate charges to cover future ephyto management expenses. 25 & 29 Training Requirements The training requirements for NPQS, Katunayake should be fully detailed in the Sri Lankan work plan Due date Sri Lankan work plan is finalised. Status/Comments Dr K Hettiarachchi 20 th June 2016 FINALISED Dr K Hettiarachchi Dr K Hettiarachchi Dr RRA Wijekoon Dr K Hettiarachchi Dr RRA Wijekoon Dr J Senanayake Ms IK Warshamana Ms J Nimanthika First session proposed to be held in December 2016 with future sessions to be continued To be decided To be decided 30 th of August 2016 Weerahewa and her team in December 2016) Appointed Manorika Senarathne to liase with Prof. Weerahewa. FINALISED (This was undertaken on 16 December 2016 by Mr P Neimanis & Dr C Karunaratne) Financial estimate for GeNS implementation in Sri Lanka was finalised by DAWR. NPQS, Sri Lanka is trying to source funds NOT YET UNDERTAKEN FINALISED. This will be further discussed during the country visit of Mr P Neimanis & Dr C Karunaratne

38 ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Senanayake No Topic Action Responsible Officer(s) Due date Status/Comments 26 Process Improvement Details of supporting documents required for issuing import permits to be compiled by the NPQS, Katunayake 28 Contact Details Contact details of officers who had previously worked on ADB and STDF project proposals to be submitted to Dr Chin Karunaratne by the Department of Agriculture, Sri Lanka 30 Stakeholder Register Collation of stakeholders details These details will be provided to the Project Technical Manager (Mr S Gajanayake) after collation to develop the Stakeholder Register for Sri Lanka. 31 To build a Stakeholder Register with UNICC direction for Sri Lanka 36 According to the Sri Lankan Government ICT Policy, databases are developed using open sources software like MySql. Ms RAP Ranaweera 17 th June 2016 Not required for GeNS implementation Ms J Nimanthika 30 th June 2016 Not required for GeNS implementation in Sri Lanka. Ms J Nimanthika (NPQS Katunayake); Ms C Hewage (Seaport Colombo); Ms N Assalaarachchi (Airport Katunayake); Dr D Perera (PQS Gannoruwa); Mr G Abeywikrema (Airport Mattala) Mr S Gajanayake 30 th October th December 2016 FINALISED. Stakeholder lists of sea port and air port have been provided to ICC. FINALISED Dr C Karunaratne October 2016 UNICC previously advised that the stakeholder database of participating countries depend

39 ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Senanayake No Topic Action Responsible Officer(s) ICC (Sri Lanka) is concerned about developing a database to record exporter details using an open source database software. ICC required further advice on UNICC s expectations for developing similar databases and preferred software. ICC requests more clarification from PTC and UNICC on this matter. 32 Benefit Analysis Project proposal of benefit analysis to be finalised as per the work plan 33 Resource Requirements To establish 20 work stations in Sri Lanka after UNICC representative(s) visit Sri Lanka 34 To establish central data entry supporting point to manage and coordinate ephyto technical activities in other locations (e.g. Seaport, Airport etc.) after UNICC representative(s) visit Sri Lanka 35 Awareness Programs To organise awareness programs by the Department of Agriculture, Sri Lanka (leaflets; web and paper advertisements) targeting key industry and government groups to brief that IPPC is going to setup Prof. J Weerahewa Mr P Neimanis Dr C Karunaratne Mr P Neimanis Dr C Karunaratne Dr J Senanayake Dr K Hettiarachchi Due date Two months after the Sri Lankan work plan is finalised Status/Comments on the comfort level the users would have with using a particular software. After the stakeholder database is done countries that already have a system will have to develop an interface to talk to the hub. This matter will be further discussed and finalised after implementation of GeNS. FINALISED in December 2016 by Mr P Neimanis & Dr C Karunaratne Not decided FINALISED in December 2016 by Mr P Neimanis & Dr C Karunaratne Not decided FINALISED in December 2016 by Mr P Neimanis & Dr C Karunaratne Periodical FINALISED in December 2016 by Mr P Neimanis & Dr C Karunaratne

40 ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Senanayake No Topic Action Responsible Officer(s) an Generic ephyto National System for Sri Lanka Due date Status/Comments Project Management Team ephyto Working Group Progress of Action Items ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Samarakoon The Department of Agriculture, Sri Lanka appointed following officers to manage its ephyto project and develop country work plan for Sri Lanka: Dr WMG Wasala (Project Coordinating Officer) currently Additional Director, Peradeniya, Sri Lanka Dr Jayantha Senanayake (Project Manager) currently Additional Director National Plant Quarantine Service (NPQS), Katunayake, Sri Lanka. Ms. Jayani Nimanthika (Asst. Project Manager) currently Assistant Director, NPQS Katunayake, Sri Lanka. Ms. Nadira Assalarachchi (Asst. Project Manager) currently Deputy Director, Plant Quarantine Station (PQS) Air port, Katunayake, Sri Lanka Ms. Champika Hewage (Asst. Project Manager) - currently Deputy Director, PQS Sea port, Colombo, Sri Lanka Mr Sachintha Gajanayake (Technical Manager) currently ICT Officer, Information and Communication Centre (ICC), Peradeniya, Sri Lanka. The participants of the workshop agreed that an ephyto Working group should be established to manage future work. This group will meet regularly to discuss the progress associated with the project. Members of the working group are as follows: Dr Nandasiri Ratnayake (Chair) (Additional Director General, Dept. of Agriculture, Peradeniya) Mr WMD Wasala (Secretary) (Additional Director, Seed Certification and Plant Protection Centre [SCPPC] - Peradeniya)

41 Progress of Action Items ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Samarakoon Mr Peter Neimanis (Director; ephyto Steering Group Member; Chair - Asia Pacific Plant Protection Commission [APPPC]) (Dept. of Agriculture & Water Resources, Canberra, Australia) Dr Chin Karunaratne (Senior Scientist, IPPC Resource Officer, Member APPPC) (Dept. of Agriculture & Water Resources, Canberra, Australia) Dr Keerthi Hettiarachchi (Director, SCPPC - Peradeniya) Ms. Nanda Abeysinghe (SCPPC Peradeniya) Ms. Dhammika Sarathchandra (SCPPC Peradeniya) Dr Gamini Samarasinghe (Plant Genetic Resources Centre [PGRC], Peradeniya) Ms. Priyanthi Bandara (PGRC, Peradeniya) Ms. Champika Hewage (PQS Sea port Colombo) Ms. Kumudu Wasalatantri (PQS Sea port, Colombo) Ms. Nadira Assalarachchi (PQS Air port Katunayake) Ms. Manorika Senarathne (PQS Air port Katunayake) Mr Jagath Hettige (PQS Air port Mattala) Mr Gamini Abeywickrama (PQS Air port Mattala) Dr Dayani Perera (PQS - Gannoruwa) Dr Jayantha Senanayake (Director, NPQS Katunayake) Ms. Jayani Nimanthika (NPQS Katunayake) Ms. IK Warshamana (NPQS Katunayake) Ms. RAP Ranaweera (NPQS Katunayake) Ms. Sandya Kumari (NPQS Katunayake)

42 Progress of Action Items ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Samarakoon Mr WAG Sisira Kumara (Director, ICC - Peradeniya) Mr TA Kammesh (ICC Peradeniya) Mr Sachintha Gajanayake (ICC Peradeniya) Mr Hasika Keerthirathne (ICC - Peradeniya) Ms. Sandhya Hemachandra (SCPPC - Peradeniya) Prof. Jeevika Weerahewa (Head, Dept. of Agric. Economics University of Peradeniya) Unnamed (Departmental Officer who would liaise with Prof Weerahewa on ephyto benefits analysis) Communication Ms. Champika Hewage verified that current Sri Lankan Phytosanitary certificates are compatible with ISPM 12. Action Item Topic Google group for information sharing was developed and actioned by Mr TA Kammesh. Outcome 1 ephyto Workplan Finalised the second draft of ephyto country work plan for Sri Lanka and provided it to Dr Karunaratne for review. The Change Assessment has t been done in the work plan and This work plan has been provided to the Project Technical Committee (PTC) for implementation of ephyto pilot in Sri Lanka. UNICC is planning to finalise Hub technical specifications during this time. 2 Process Maps The ephyto change assessment for the activities that will be redundant after ephyto implementation has been finalised in the work plan. The process maps of Sri Lanka also have been finalised for undertaking this activity. The deadline agreed for this activity was 20 th June The finalization of existing Sri Lankan process map is still underway. Ms. Nimanthika will send the final document to the working group after updating information for her work area. The deadline agreed for this work was 16 th June 2016.

43 Progress of Action Items ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Samarakoon 4 Technical Matters The access to ephyto SharePoint site, currently maintained by the Department of Agriculture - Canberra, will be provided to the working group in Sri Lanka to exchange information between Sri Lanka and other global players. The members of the working group will be individually assigned user names and passwords to access the site. Status / Comments All the members of the working group were provided access to the Departmental Share Point site with separate user names and passwords. 5 The online submission of supporting docs and test/treatment reports from various institutes and thirty party providers in Sri Lanka to entry ports via the ephyto Generic National System is required. This requirement will be passed to PTC & United Nations International Computing Centre (UNICC) on behalf of the ephyto Working Group in Sri Lanka. Status / Comments The online submission of supporting docs and test/treatment reports will be available via the ephyto Generic National System. 6 Participants requested separate location codes in certificates to track down ephytos issued from different regional offices in Sri Lanka (e.g. Mattala, Katunayake etc.) under the generic national system. This requirement will be passed to UNICC on behalf of the ephyto Working Group in Sri Lanka. Status / Comments The ephyto Generic National System will have separate location codes to track down where the certificates were issued. For instance, if they were issued from Mattala, it will appear in the certificate as Mattala, Sri Lanka not just Sri Lanka. Another thing to consider is that under ephyto, the certificates will remain unique (e.g. certificate number etc.) so tracking down certificates will still be possible. 7 Sri Lanka is currently issuing multiple ephyto certificates for mixed consignments where many commodities are present per consignment. It was noted that a single certificate currently covers multiple commodities in a mixed consignment. If the certificate does not have space to detail all commodities another certificate will be issued for the same consignment with listing of remaining commodities. Since the accepted practice is to issue a single phytosanitary certificate per commodity

44 Progress of Action Items ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Samarakoon under ISPM 12 UNICC will have to advise how this will be managed under ephyto system when the details of commodities are coded. If a single certificate per commodity is issued per mixed consignment there will be many certificates for single consignment and exporters will object the additional charges levied for multiple phytosanitary certificates. Status / Comments Single phytosanitary certificate can cover multiple products in a mixed consignment under ISPM 12. For instance the certifying statement of ISPM 12 states the following: This is to certify that the plants, plant products or other regulated articles described herein have been inspected and/or tested according to appropriate official procedures and are considered to be free from the quarantine pests The ephyto Generic National System will have provision to include multiple commodities with separate coding in a mixed consignment. 8 It is common practice that a rejected ephyto certificate will be superseded by another ephyto certificate. For this purpose, the rejected ephyto certificate need to be identified before a replacement certificate is issued. UNICC will have to advise whether details of certificates cancelled by the importing/exporting country will be automatically relayed to the importing/exporting country after cancellation. Status / Comments According to the specifications proposed by the Project Technical Committee (PTC), the National Plant Protection Office (NPPO) of the importing country will send a message through the Hub to the NPPO of the exporting country to identify that a certificate is not acceptable. However, correlating the certificate issued with the message may be an issue and some members of the PTC are currently working on this. More details will be provided after further information associated with this matter is available. 9 Further information is required from UNICC about advantages and disadvantages associated to importing country (Sri Lanka) when ephyto certificates are either pulled or pushed from the Hub. The Working Group will be advised. Status / Comments PTC believes that PUSH vs PULL aspects are not important for the Generic National System. Both mechanisms provide the same functionality and they are transparent to the end user.

45 Progress of Action Items ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Samarakoon 10 The maximum and minimum time frames for cancellation of ephyto certificates after they are dispatched via the Generic National System will be requested from UNICC for the Working Group. It has been noted that ephyto certificates cannot be retrieved after they are delivered and opened by the importing country. Status / Comments Since the transmission time of a certificate is less the retrieval of incorrect certificates by the exporting country before they are delivered / opened may be an issue. Since the consignment is not in the importing country when the certificate is received (certificates will be delivered before the despatch of the consignment) the exporting country could WITHDRAW (Cancel) the certificate and ISSUE a new one. However, retrieval of a certificate from the importing country before the arrival of consignments will not be part of the basic functionality of the Generic National System. 11 Sri Lanka is keen to restrict ephyto responsibilities (delegation of authority) in its Generic National System for users within the same tier such as inspectors. Further information regarding the feasibility of having this built in to the Generic National System is required from UNICC. Status / Comments Different roles / access levels are going to be available in the Generic National System, including an Inspector role. Multiple roles have been identified in the specifications so that users can only see the information appropriate for their role. For instance, CLIENT would have access to providing information on the export; whereas INSPECTOR could have functionality to do everything but issue the certificate; OFFICER would have full functionality to do everything except add new users. ADMINISTRATORS would have functionality to add users but perhaps not issue certificates. It is up to the exporting country to differentiate between roles played by a client, inspector, administrator, or officer. 12 The software for the development of stakeholder register in Sri Lanka will be advised after getting more information from the PTC and UNICC. The use of software compatible with the Generic National System may be helpful, so that information could be imported/exported from the stakeholder register in to the Generic National System. This information will be provided to the Project Manager and Technical Manager for system development in future. Status / Comments

46 Progress of Action Items ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Samarakoon The ephyto Generic National System will have an industry role at the beginning to provide export details where they can submit information which will act as the basis for ephyto development. The connections to customs and others organisations are not addressed though. But the system will likely require that NPPO input all the information thereafter. The Global Solutions Document (Pages 16/38) where it states the following may need to be further revised to better capture this issue. "The Generic National System will have the following functionalities...options for future modules: There are a number of other functions that could be built into the Generic National System. These modules will increase the efficiency of the export process, and can be developed after the initial system has been successfully piloted, deployed, and reviewed for efficacy. These future options include: Industry to enter export details (including request for inspection)..." 13 The informative fields associated with the stakeholder database (e.g. Name, Address, Contact details etc.) will be identified and finalised after talking to PTC and UNICC, so that uniform stakeholder databases for other countries could be developed. This information will be provided to the Project Manager and Technical Manager for system development in future. Status / Comments This matter has been addressed with the Project Technical Committee. Further information about the composition of the stakeholder database will be sent after information is available. 14 The cost differences (should there be any) for the participating country for Pull and Push methods from the Hub will be sourced from UNICC for the Working Group. Status / Comments This is really a design discussion but not an issue for participating countries. As previously mentioned under Action Item 9 countries who would sign up for the Generic National System will just use it as it stands so there will not be decision on PUSH or PULL; hence no cost differences. 15 The costing for maintenance and Hub usage for Sri Lanka will be provided after the ephyto process is fully operational. The Hub costs will significantly go down when more countries join the Hub in future. The future ephyto fee will be decided by Sri Lanka after Hub costing is finalised and advised.

47 Status / Comments Progress of Action Items ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Samarakoon The design of a business model to support operation of the Hub and Generic National System are in the pipeline. One of the important considerations in the design of the business model is that developing countries are at a disadvantage in funding the operation as opposed to developing countries. PTC is hopeful that there is not a per certificate charge for either developed or developing countries. The idea of PTC has been that if enough countries can contribute enough money to cover the hub operations then other countries wouldn t have to contribute anything. Setting it up as a per certificate charging/billing mechanism would greatly increase the complexity and lead to a huge increase in overhead costs needed to manage who has paid and who hasn t.. It has been speculated by some members of PTC that this issue is too early to address. The process will be to identify the baseline factors for costs of delivery of the current; then look at costs under the future; then look at modelling out how best to deliver the service in a cost effective way. In summary, there will be many possible funding options. Such funding options could be through cost per certificate, cost per volume of certificates or could be based on transactions through the server; a combination of donor financing and costs per transaction or other measure etc. Selling banner advertising on the front end of the Generic National System is also a possibility where businesses use the system and finance it. 16 The participants of the working group expressed strong interest in setting up a Single Window system linking ephyto Generic National System with Sri Lankan Customs. Further advice on setting this up is required from PTC and UNICC. Status / Comments This issue has been raised by many others. Although this is outside the scope of the ephyto project, efforts are being made to ensure that linkages with the WCO data model are established. 17 The Director General of Sri Lanka will be appraised about the progress of ephyto project on a regular basis. Status / Comments This will be undertaken periodically.

48 Progress of Action Items ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Samarakoon 18 The progress of ephyto project will be provided to PTC in a timely manner coinciding with advice to the Director General. Status / Comments This will be undertaken periodically. 19 Funding for Benefit Analysis Dr Karunaratne is currently trying to orgsanise funds for this work. A formal agreement between the University of Peradeniya and the Department of Agriculture & Water Resources (Australia) may be signed in future, with ownership and use of data on future publications resting with the Department of Agriculture, Sri Lanka. 20 Benefit Analysis Ms Manorika Senarathne has been appointed to undertake this work. 32 The benefit analysis for the Sri Lankan ephyto work plan will be undertaken in two stages. Professor Weerahewa has advised the cost associated with the baseline benefit analysis of the work plan followed by another assessment after the pilot is developed and fully operational. For instance, the analysis will be undertaken in two stages where cost benefits/disbenefits of key activities that may be changed/redundant in the process map will be assessed before ephyto is introduced, and compared after Generic ephyto National System is fully operational. This proposal was presented and finalised in November Industry Awareness The Department of Agriculture, Sri Lanka organizd one day awareness session for the following key industry groups in Sri Lanka in December 2016 to brief about ephyto development. Future dates of this session will be advised to the working group by Dr Hettiarachchi.(Export Development Board; Sri Lanka Customs; Bureau of Investment; Chambers of Commerce; Treatment providers; Dept. of Commerce; Treasury; Ministry of Primary Industries; Ministry of Agriculture: Ministry of Environment and Mahaweli Development; Department of Forestry; Dept. of Wild life Conservation; Dept. of Animal Production & Health; Dept. of Botanical Gardens; Ayurvedic Department; Rubber Research Institute; Tea Research Institute; Coconut Research Institute; Coconut Development Board, Tea Board; Industrial Technological Institute; Sugar Cane Research Institute; Cashew Cooperation; Sri Lanka Standards Institute; Sri Lanka Ports Authority; Information and Communications Technological Agency; Air port and Aviation Authority). The first industry awareness session was held on the 16 th of December 2016.

49 Progress of Action Items ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Samarakoon 22 Technical Advice Sri Lanka will advise their Hub preference for import (Pull or Push) after talking to the software developer and Director General of Sri Lanka. 23 Country Contributions Status / Comments Participating countries do not have a choice to select this under the Generice Phyto National System Sri Lanka has to advise the Project Management Committee about DAWR contributions (financial and in-kind) and requirements (e.g. training etc.) to set up the ephyto Generic National System at various locations in Sri Lanka. Sri Lanka is making arrangements to source funds of infra structure development. 24 Legislation The amendment of Sri Lankan legislation to cater for payment of relevant costs associated with the Hub is currently under consideration. This may be undertaken by a separate levy built into ephyto charges that will be paid by stakeholders when ephyto certificates are issued. The actual amount of increase will be decided after Hub costing is finalised by UNICC. Sri Lanka will make necessary changes to their charging structure, considering future sustainability of ephyto Generic National System after development. The time frame for legislative changes should be advised to PTC by Sri Lanka. 3 Training Training needs of work plan (Appendix D) have been finalised in detail for sea port and air port. 25 Requirements Training needs (Appendix D) have been finalised in the work plan for NPQS, Katunayake by Dr J. Samarakoon 29 Training needs (Appendix D) have been finalised in the work plan for NPQS, Katunayake by Ms IK Warshamana 26 Process Improvement This is not needed for GeNS implementation 28 Contact Details This is not needed for GeNS implementation 30 Stakeholder Register To collate details of stakeholders to develop the future Stakeholder Register by contacting NPQS Katunayake (Ms. Nimanthika), Sea port Colombo (Ms. Hewage), Air port Katunayake (Ms. Assalaarachchi), PQS Gannoruwa (Dr Perera) and Air port Mattala (Mr Abeywikrema). The information has been provided to ICC.

50 Progress of Action Items ephyto Project of Sri Lanka - Action Items (7 March 2017) Project Manager: Dr Jayantha Samarakoon 31 The Stakeholder Register for Sri Lanka will be built by the Technical Manager (Mr Gajanayake) in consultation with the Project Manager and Asst. Project Managers. Dr Karunaratne will consult PTC and UNICC and provide informative fields of the register to the Technical Manager. The register will have a unique number to identify stakeholders with their details (name; address; contact details [phone and ]; additional information). 36 This matter relating to the technical issues associated with building a stakeholder database in Sri L ankawill be further discussed and finalised after GeNS implementation. 33 Resource Requirements The establishment of nineteen (19) ephyto work stations in Sri Lanka (pilot) may be undertaken as follows: 1. ICC, Peradeniya (3 work stations) 2. Colombo Sea port (6 work stations) 3. Colombo Air port (6 work stations) 4. Gannoruwa PQS (1 work station) 5. Katunayake NPQS (2 work stations) 6. Magampura PQS (Sea port 1 work station) 34 The establishment of ICC, Sri Lanka as the central data entry supporting point to manage and coordinate ephyto technical activities in other locations (e.g. Sea port, Air port etc.) was finalised for Sri Lanka. 35 Awareness Programs The Department of Agriculture in Sri Lanka will hold awareness programs (leaflets; web and paper advertisements) targeting key industry and government groups to brief that IPPC is going to setup the ephyto Generic National System for Sri Lanka. The first such industry awareness session was held on the 16 th of December Work finalised Work in progress Work not yet undertaken

51 12.2 Workshop Agenda Attendees: ephyto PROJECT PLANNING (EPP) WORKSHOP & FIELD VISIT DEPARTMENT OFAGRICULTURE, SRI LANKA 6-10 JUNE 2016 Final Agenda (Daily Schedule: 9:30-13:00 and 14:00-17:30) NAME REPRESENTING ATTENDANCE CONFIRMED 1 Dr RRA Wijekoon Director General, Dept. of Agriculture, Sri Lanka Yes 2 Dr Chin Karunaratne Senior Project Scientist, IPPC Resource Officer; Dept. of Agriculture, Australia 3 Dr RM Nandasiri Addl. Director General (Development), Dept. of Agriculture, Sri Lanka 4 Dr Anura Wijesekara Addl. Director General (Research), Dept. of Agriculture, Sri Lanka 5 Mrs HPD Sarathchandra Addl. Director General (Administration), Dept. of Agriculture, Sri Lanka 6 Dr GMW Chithral Director (SCPPC) 1, Dept. of Agriculture, Sri Lanka No 7 Mr GS Kumara Director (ICC) 2, Dept. of Agriculture, Sri Lanka Yes 8 Mr RP Premarathne Chief Accountant (Finance Division), Dept. of Agriculture, Sri Lanka 9 Dr WMG Wasala Addl. Director (SCPPC), Dept. of Agriculture, Sri Lanka Yes 10 Dr Jayantha Senanayake 11 Dr Keerthi Hettiarachchi 12 Dr WLG Samarasinghe 13 Ms. Jayani Nimanthika Addl. Director (NPQS) 3, Dept. of Agriculture, Sri Lanka Director (PGRC) 4, Plant Genetics & Resources Centre, Dept. of Agriculture, Sri Lanka Deputy Director (Research), Dept. of Agriculture, Sri Lanka Asst. Director (Research), Weed Science & Biosecurity (NPQS), Dept. of Agriculture, Sri Lanka 14 Mrs. IK Warshamana Deputy Director (Research), Quarantine Treatement & Plant Quarantine Operations (NPQS), Dept. of Agriculture, Sri Lanka Yes Yes No No Yes Yes Yes Yes Yes (Secretary) Yes 1 SCPPC Seed Certification & Plant Protection Centre 2 ICC Information & Communication Centre 3 NPQS National Plant Quarantine Service 4 PGRC Plant Genetics Resources Centre

52 15 Ms LC Hewage Deputy Director PQS 5, Seaport (NPQS), Dept. of Agriculture, Sri Lanka 16 Ms NS Assalarachchi Deputy Director (Development) PQS, Air port (NPQS), Dept. of Agriculture, Sri Lanka 17 Mrs J Weerahewa Professor, Agriculture Economics & Business Management, University of Peradeniya, Sri Lanka Yes Yes Yes AGENDA ITEM TIME PRESENTER MONDAY 06 June Welcome and Opening of the Meeting Dr Wijekoon 9.30am 10.00am Dr Karunaratne 2. Meeting Logistics and Arrangements Dr Senanayake 3. ephyto Presentation and Question Time 10.00am 11.00am Dr Karunaratne MORNING TEA 4. Review and Adoption of Agenda 4. Global Work Plan - Project Planning 4.1 Connectivity Maps (Facilitation & Implementation) (Appendices L & M) 4.2 Expectations 4.3 Constraints and Assumptions (Table 2.6) 4.4 Project Benefits (Table 2.7) 5. Global Work Plan - Project Planning 5.1. Stages and Milestones (Table 2.8) 5.2 Critical Success Factors (Table 2.9) 5.3 Agreed Tolerances (Table 2.10) LUNCH 5.4 Organisational Change Assessment and Management (Section 10) Development of import and export process maps for Sri Lanka (Group Activity) Change Assessment Template (Appendix C) 11.30am 1.00pm 2.00pm 3.30pm Mrs Warshamana Ms Assalarachchi Dr Karunaratne All Dr Karunaratne All 5 PQS Plant Quarantine Station

53 (Pre and Post Implementation) Change Impact Assessment Summary (Table 2.11) 5.5 Time frame required to achieve the objectives AFTERNOON TEA 6. Global Work Plan - Project Planning 6.1 Finalise action items for the day TUESDAY 07 June pm 5.30pm Dr Karunaratne All 7. Global Work Plan - Project Planning 7.1 Governance (Section 5) Roles and Responsibilities (Section 5.1) Communication Plan (Section 5.2 Appendix E) 7.2 Stakeholder Management (Section 6 - Appendix F) Agenda item 14 (Stakeholder Register) 9.30am 11.00am Dr Karunaratne All 8. Global Work Plan - Project Planning MORNING TEA 8.1 Risk and Issues Management (Appendices G & H) Risk Management Register for Pilot Countries (Section 7.1 and Global ephyto document) Issues Management (Section 7.2) 8.2 Quality Management (Section 8) Project Monitoring and Control (Section 8.1) Information Management (Section 8.2) 11.30am 1.00pm Dr Karunaratne All 9. Global Work Plan - Project Planning 9.1 Decision and Action Register (Section 9) 9.2 Readiness Assessment (Sri Lanka Appendix I) 9.3 Project Closure and Finalisation (Section 11) LUNCH 9.4 Appendices (A, B, J and K) RPPO Work Plan Technical Work Plan for Participating Countries Project Closure Template Post Implementation Review Template 2.00pm 3.30pm Dr Karunaratne All 10. Global Work Plan - Project Planning 10.1 Finalise action items for the day AFTERNOON TEA 4.00pm 5.30pm Dr Karunaratne All

54 WEDNESDAY 08 June IPPC Global ephyto Solution - (IPPC Publication) 11.1 Generic National System Specifications (Page 16) 11.2 Hub Technical Specifications (Page 20) 11.3 Generic National Phytosanitary System (Page 25) 12. Generic Web Based System Guidance 12.1 Prepare for the use of generic web based system (Discussed under the Appendix B) MORNING TEA 12.2 Role played by UNICC to establish Generic National System 13. Requirements for Sri Lanka 13.1 User Manuals 13.2 Sri Lanka to confirm their initial usage (send/receive or just one) after review of Generic National System specifications 9.30am 11.00am 11.30am 1.00pm All Dr Karunaratne All Dr Karunaratne All 14. Establishment of Stakeholder Register in Sri Lanka 14.1 How would it be set up and information? 14.2 Should the legislation need to be changed? 15. Role of Project Manager/Technical Manager in SL 15.1 Contents under Section 8 of work plan 15.2 Input for technical queries/problems 16. Estimation of Support (Financial and technical) 16.1 Country contribution (Internal) 16.2 Assistance for ephyto development (External) Training Needs Analysis (Appendix D) LUNCH 2.00pm 3.30pm All Dr Senanayake Dr Karunaratne All 17. Action Items 17.1 Finalise action items for the day AFTERNOON TEA 4.00pm 5.00pm Dr Karunaratne All BUSINESS DINNER (6.30pm 10.30pm) THURSDAY 09 June 2016

55 18. Closing Meeting 18.1 Change assessment review 18.2 Future work Work Plan from Sri Lanka 9.30am 11.30am Dr Karunaratne Dr Senanayake All 18.3 Finalisation of meeting minutes LUNCH & HOTEL CHECK OUT (AMAYA HILLS) KANDY 19. Meeting with Professor Weerahewa 19.1 Benefits assessment (Section 2.7) 19.2 Cost assessment of phytosanitary exchange 19.3 Methodology and future work 19.4 Funding 1.00pm 3.00pm Dr Karunaratne Dr Senanayake Ms Nimanthika 3.00pm HEADING BACK TO COLOMBO (HOTEL CHECK IN [GALLE FACE HOTEL]) FRIDAY 09 June Field Visit to Inspect Phytosanitary Clearance Colombo port Airport 9.30am -1.30pm Dr Karunaratne Ms Nimanthika LUNCH 21. Final Discussion with NPPO, Katunayake 3.00pm 4.00pm Dr Karunaratne Dr Senanayake Ms Nimanthika Ms Warshamana END OF TOUR - Document provided prior to meeting

56 12.3 Details of Participants

57

58