Annual Report Executive Summaries Food and Veterinary Office Unit F1-Country profiles, Coordination of Follow-up.

Annual ReportExecutive Summaries

Food and Veterinary OfficeUnit F1-Country profiles, Coordination of Follow-up

Agenda for Executive Summaries

Commissions general background and feedback on submitted executive summariesMember States experiences preparing executive summaries Discussions and conclusions

Background to the executive Summary concept

Pending completion of the separate work underway with Member states on the collection of information on official controls (Working Group on the general application of Regulation (EC) No 882/2004), an Executive Summary would provide a practical means of achieving the objectives of-

extracting maximum value from Member States’ Annual Reports

improving the quality of the Commission’s reporting

No change in reporting requirements

The Executive Summary, based on existing guidelines for the Annual Report (Commission Decision 2008/654/EC), does not impose any new reporting requirements on Member States, but rather aims to achieve more meaningful use of available data

The data collection project and the Executive Summary exercise might ultimately lead to a change in legislative requirements and/or the guidelines on the Annual Report

Value Added

Executive Summaries add strategic value to the Annual Report by:

Providing key strategic informationproviding a high-level and comprehensive statement on overall performancebringing more coherence to self-assessmentproviding a tool to improve annual reports, data collectionproviding a tool for communication with the various stakeholders

Development of the model structure:Pilot Project

Worked models, based on 2009 Annual Reports, provided by 10 Member States

Results discussed in Grange on 13/14 April "Network of Experts on Multi-annual National Control Plans and Annual Reports"

Model revised based on experience and feedback

The pilot project demonstrated that producing Executive Summaries is worthwhile and adds value

Production of Executive Summary for 2010 Annual Report

The model structure was circulated to Member States by letter 20 May 2011

Responses from Member States during CVO meeting

15 will produce Executive Summaries for 2010(AT, BE, CY, CZ, DK, EE, FI, HU, IT, NL, RO, SE, SI, SK, UK)1 will use for 2011 (PL)

Production of Executive Summary for 2010 Annual Report

CVO meeting June 2011COM noted that the executive summary exercise was a co-operative one and was not being imposed

Nonetheless, there were benefits to preparing executive summaries:

it would be helpful for stakeholders to see some consistency in the approach of Member States;

it would provide reassurance that Member States and all control authorities are working within a uniform system;

executive summaries required a modest effort while leaving Member States flexible on the report itself.

Structure of an executive summary

Overall effectiveness of controlsKey data on controlsTrend analysis of non-complianceEnforcement trends: action taken in cases of non-compliance National system of auditsResourcesActions taken to improve performance of control authorities and FBOs

Feedback on evaluation of executive summaries

Feedback is based on evaluation 13 MSs Executive Summaries (NL, LT, IT, HU, AT, BE, FI, CY, PT, SK, SI, EE, CZ)Number of pages in summary 3-34 (average 7)Number of MSs have not yet provided their annual reports for 2010

All Member States followed Commissions suggested executive summary format


Overall effectiveness of controls

Article 9.5 Annual report guidelines:The statement on the overall performance should be based on an analysis and synthesis of results of the controls and provide descriptions of:

(a) the performance indicators applied to those objectives, where appropriate; and(b) results for each objective, where appropriate.


Overall effectiveness of controls

All MSs described effectiveness of controlsFurther points for improvement:

In some cases effectiveness of controls is descriptive (general statements) with no quantitative targets;In certain sectors effectiveness not addressed: plant health, animal welfare, feed;Some MSs indicate that control arrangements were implemented, sanctions applied, comparison with previous year (but no indication if objectives were achieved)


Key data on controls

Main summarized key data provided on controlsImportant to cover all main sectors in Regulation 822/2004 (food, feed, AH, AW, PH and imports)Different approaches used to indicate Risk assessment criteria (main criteria described, links provided to detail explanations in report)

Further points for improvement:Data for some sectors: feed, plant health, importsTrends in intensity of controls


Trend analysis of non-compliance

All MSs provided good description of non compliancesFurther points for improvement:

Focus on analysis of frequency of non compliances in various sectors and trends (evaluation of data over the period of years)Emphasis on analysis of possible underlying causes (root cause analysis)


Enforcement trends: action taken in cases of non compliance

Very detailed information provided on enforcement measures taken in cases of non compliancesClosure of business operators, administrative fines, warnings, sanctions etc.

Further points for improvement:Main trends of enforcement


National Audit systems

Summary provided on audits carried out and sectors coveredStatistic provided on non compliances found and corrective actions

Further points for improvement:Summary of audit resultsAction taken leading to further improvements


Resources

Compressed statistical information provided (including inspection bodies and laboratory networks) Some MSs give reference to already existing statistical data in report

Further points for improvement:Changes in resource allocation compared with previous year


Actions taken to improve performance of Control authorities and FBOs

Very useful information provided on developments in MSs

CONCLUSIONS

Very useful summarized information and analysis providedSummaries will improve the quality of the Commission’s reporting to different stakeholders

Main areas for improvement:Emphasis on self-assessment and trendsSector coverage under Regulation 882/2004: plant health, animal welfare, imports

CONCLUSIONS

Simplification of executive summary format (points for discussion):

In relation to Risk assessment criteria to include explanatory note “indicate only main changes” Under National system of audits point to modify the sub-heading “Main summary of audit results”Under Resources point to include explanatory note “changes compared to previous year” As regards actions taken in cases of non-compliances to include enforcement trends

THANK YOU FOR YOUR ATTENTIONQUESTIONS?

Annual Report Executive Summaries Food and Veterinary Office Unit F1-Country profiles, Coordination of Follow-up.

Documents

executive summary exercise

executive summary concept

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member states flexible

member states results

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annual reports model