NORMATIVE FRAMEWORK

TCP PROJECT FORMAT

"Strengthening of the National Food Control System"

I. PROJECT SUMMARY

This is a concise statement of the objective of the project, FAO inputs and expected results stemming from the problem statement (below) that are expected by the end of the project.

Data Needs:

• Main features of the project with emphasis on expected outcomes.

Data Sources:

• Individual sections of project report

II. BACKGROUND AND JUSTIFICATION

Identify the problem for which assistance is requested and provide evidence that TCP criteria – which govern eligibility for TCP funding – are met. Text should cover the following issues:

• What are the institutions dealing with food control, their present staffing, their means of work? What is the main problem they face: lack of capacity to ensure compliance with World Trade Organization (WTO) requirements, etc? What are their current constraints which prevent them from addressing directly the problem, without FAO support?
• How urgently is action needed? What would happen if action were not taken? What foodborne diseases outbreaks/health accidents linked to poor quality/unsafe food imports occurred recently in the country; what impact on public health? What are the economic losses associated to unsafe or adulterated food? What are the main causes of rejection of food exports?
• What would be the impact of requested activities on local small-scale producers? and in food exports?
• What is the priority attached to this request by the Government? How sustainable could be the different institutions and the system by itself? What is the Government commitment to cover for recurrent and further investment costs of these units? Are other donors committed for follow-up actions?
• How do the proposed activities complement other actions funded by the Government and/or other donors? How would catalytic effect be obtained?
• What is the critical expertise gap that FAO would fill in?

There should be a clear element of capacity building in order for the Government to better control the quality and the safety of food that is circulating in the country and of the foodstuffs exported. One paragraph should state how the Government and the Ministry of Agriculture/Health/Trade intend to build upon the technical assistance provided. That should include the long-term and sustainable advantage that is expected to result from the TCP assistance. The Government contribution to realizing this advantage should be described. Comments from the Government in relation to the efforts of food producers, consumers, academic and research institutes should be taken into consideration in the implementation of the project.

Data Needs:

• Data on agricultural/food production, share on the national GDP.
• Export and export rejections data, financial losses incurred.
• Main causes of food losses due to contamination, and inadequate storage.
• Examples of outbreaks, frequencies, commodities generally affected.
• Estimated social and economical cost.
• Frequency of participation in the Codex Alimentarius Commission (CAC) and its subsidiary bodies (technical committees), in WTO matters.
• Administrations involved in food control and their capacity.
• Type/number of small- and medium-sized food industries.

Data Sources:

• Ministry of Agriculture
• Ministry of Health
• Ministry of Planning/Finance
• Ministry of Commerce/Foreign Trade/Industry
• Consumers associations
• Producers/exporters
• Universities/food research institutions

III. OBECTIVES OF THE ASSISTANCE

"This section will state briefly but in specific terms, the particular objective(s) which the project is expected to achieve. The project objective is defined as a specific aim to be achieved and formulated as the expected future improved situation after the successful completion of the project. The statement should be drafted wherever possible in terms permitting subsequent verification of project accomplishments." (TCP Guidelines)

To improve quality, safety and nutritional value of food produced and to ensure the acceptability of food entering into or going out of the country by:

• updating the experience gained in similar national food legislation in the sub-region, to prepare including a draft national food law with enabling regulations;
• setting up an effective Food Control Administration for the country;
• upgrading the training programme for food inspectors, and training of XX according to the size of the country and its degree of organization) and local trainers in food inspection;
• training of XX food inspectors; and,
• enhancing the capabilities of the existing food analysis laboratory by reviewing the organization/quality assurance of laboratory procedures, providing training to XX food analysts (according to needs and equipment supplied) and supply of some essential analytical equipment and other laboratory materials.

Data Needs:

• Quantitative indicators to monitor the improvement of the quality and safety of food produced, consumed in and exported from the country.

Data Sources:

• Ministry of Agriculture/Health/Trade

IV. PROJECT OUTPUTS (RESULTS)

"Outputs (results) to be defined in this section are the specific products of activities undertaken, the combined use of which by project beneficiaries will achieve the objective of the project, provided assumptions about external factors are correct. They should be defined in terms that permit their verification in quantity, quality and time, and should be consistent with the project objective and design, and provide the basis for the elaboration of a clear, detailed work plan." (TCP Guidelines)

This section is a simple, concise listing, using quantitative terms, of the specific outputs expected from the project. These tangible outputs can be elaborated in bullet points:

• a comprehensive and modern National Food Law and enabling food regulations which will provide the "yardstick" by which the quality, safety and nutritive values of locally or imported food items are measured. The food standards elaborated will be in line with Codex Alimentarius recommendations and standards;
• a more effective and efficient food control system;
• a core group of food control managers trained on risk analysis
• an improved food inspectorate; and
• upgraded capability in food analysis.

Data Needs:

• Number of training courses organized.
• Number of seminars, level of attendance, number of participants.
• Number of standards updated, or new standards drafted.
• Number of legal texts proposed for adoption by the Parliament.
• New equipment effectively used in the laboratories and Quality Assurance procedures implemented by the personnel.

Data Sources:

• Ministry of Agriculture/Health/Trade
• Other institutions/organizations participating in the project
• Team Leader

V. WORK PLAN

All the substantive activities required to produce the outputs of the project will be defined. An overall implementation work plan will be given in the form of a timetable with a definition of its start and end, with an indication of when each of the specific activities will be implemented and outputs produced. The format is flexible but should be sufficiently specific, not only to serve as a practical guide for the Government and experts/consultants on what activity should be carried out, at what time, and at what place and to be implemented by whom, but also to serve as an instrument for monitoring project implementation and achievement for both the Government and FAO.

The major activities of the project will include the following:

Food Legislation

If it doesn’t already exist, a local task force could be established to review existing national food laws and regulations; to revise/update existing texts as required; and to harmonize the technical content with that of Codex standards, guidelines and recommendations. It should also prepare or recommend additional regulations for adoption, as required.

The project could assist in the review and, if required, prepare a draft national food law, taking into account government policy, other legislation dealing with food matters, and other related legislation in the sub-region. It would also put into proper legal format any standards and subsidiary regulations to the food law prepared under this framework, such as those discussed and agreed upon by the task force set up at the outset of this project. When in force, the legislation would provide the benchmark by which government food control agents will judge the safety, quality and nutritive qualities of food, thus protecting the health and life of the nation and preventing fraudulent practices such as adulteration and sale of sub-standard food items. Similarly, producers/manufacturers will be guided by the provisions of the law and appropriate regulation(s) to produce satisfactory and branded food products, which meet the expected standards on the world market and earn increased foreign exchange for the country. The legislation will also guide traders in making better choice in their purchase.

Administration and Control

An effective food control system can exist only if there are effective mechanisms for implementing the controls. A national food control system comprises various components i.e. inspectorate, regulatory, compliance, analytical and consumer affairs and secretarial support, etc. If necessary, the project could advise the national authorities on appropriate components to be set up, the coordination (e.g. work planning between inspectorate and the laboratory) which ought to exist, and recommended food control procedures. It could also advise on the setting up of entities such as the national food control authority, to give direction and purpose to the implementation of the food law, and to advise the Government on food regulatory matters. These structural changes would be incorporated into the new draft basic food law, if adequate.

Food Inspectors

The project could first assess the situation regarding the methodology for inspection, organization, data management, follow-up, etc. On the basis of his diagnosis, a "Training of Trainers" course could be proposed, (to last around 10 days), that will allow, in a second phase, to use these trainers to expand the training to a major number of inspectors. No need to underline how important the selection of the future trainers is, in view of their future task. This "pool" of trainers will ensure a part of the sustainability of the project.

Laboratory facilities

It is necessary that analytical capacity to monitor microbiological contamination of food, levels of pesticides residues, residues of veterinary drugs in food, mycotoxins, and food additives be established. It is unlikely that the project budget will allow a full coverage of the needs of the laboratory, due to the price of the equipment. But a TCP-funded project can offer the opportunity to establish a diagnosis of the needs, both in terms of equipment and training that could be covered in a further, complementary project. It is also important that the project addresses the topic of eventual inter-laboratory complementarities and collaboration, and establishes the basic organization of work in the main laboratory. If needed, the basic topic of microbiological analysis, which requires a relatively limited investment in material can be addressed, both in terms of training (in country, and abroad for a maximum of two persons) and equipment. In some cases, highly sophisticated equipment has already been delivered by another cooperation project, but training needs are still existing in relation to the use and proper maintenance of this equipment. This can be addressed by the present project.

Emphasis should be given to the autonomy of the laboratory, within the food control system, and to adequate functioning budget.

Food industry

In order to facilitate the implementation of an effective food control programme in the country the project should consider some basic training of trainers from the food industry and universities in the application of good hygienic/good agricultural/good manufacturing practices.

Data Needs:

• Estimated and logical sequence of the major project activities and input needs.

Data Sources:

• Ministry of Agriculture/Health/Trade

VI. CAPACITY BUILDING

The project agreement is to describe in clear terms how the project will use national, regional or international experts/consultants to achieve project objectives and how the use of such experts/consultants will contribute to building national capacity in the recipient institution/country.

Data Needs:

• Numerical data on trained staff under the project.
• Number and role of national consultants/experts in the project.
• Activities undertaken as follow up of training activities.

Data Sources:

• Ministry of Agriculture/Trade/Health
• Other institutions/organizations participating in the project

VII. INPUTS TO BE PROVIDED BY FAO

See TCP Guidelines, Annex 1, pages iii to vi.

A concise description of each input under the respective numbered line items below. Sufficient detail on each budget line should be provided. The sum of related amounts of each sub-category under each line item should add up to the total for the line item. Supplies and Materials and Equipment line items can be detailed, item by item, in an annex. The number to be procured and estimated costs of each item need to be shown. A "miscellaneous" item is not accepted but "miscellaneous laboratory glassware" is acceptable.

a) Personnel services

- Technical services of international and/or national experts/consultants

- International consultants/experts

- FAO Advisory Technical Services (ATS)

- National experts and consultants

- International expertise under Partnership Programmes (i.e. TCDC/TCCT or Retired experts and consultants)

- Administrative support

- Supervisory Technical Services (STS)

Priority and preference should be given to the employment of competent experts under the TCDC/TCCT programmes in countries that have signed these agreements. There are specific limits to the use of international expertise at UN rates. Project drafters are advised to consult with the TCP Unit before preparing the staffing inputs and budgets.

b) Official travel

c) Contracts, Letters of Agreements or Contractual Service Agreements

d) General operating expenses (GOE)

e) Materials, supplies and equipment:

- Materials and supplies

- Equipment

f) Direct operating cost (DOC)

g) Training:

- Study tours

- In-country workshops

- Fellowships and academic training

- Young Professionals for on-the-job training

Data Needs:

• Number, type and cost of each input (numbers of staff participating, of items, internal trips, cost per day, DSA rate, monthly consultant rate, etc.).

Data Sources:

• Ministry of Agriculture/Trade/Health
• FAO
• UNDP
• Local suppliers

VIII. REPORTING

See TCP Guidelines.

Periodic and Mission reports are required for operational monitoring of projects so that technical and operating divisions of FAO can monitor the delivery and utilization of inputs. These reports give a TCP project the required flexibility to meet changing needs and are used to make decisions about project extensions and budget revisions. Technical reports add to the body of technical knowledge about specific diseases.

It is essential that the document specify who is to prepare these reports and at what intervals. This is particularly true for the Terminal Statement. If the writer of this document is not specified, the technical officer assumes this responsibility.

Data Needs:

• Consultant’s itinerary, persons met, terms of reference, lists of additional equipment, etc.

Data Sources:

• Project records
• Project staff
• Records from local inspection services/customs
• Participatory rural appraisal exercises
• Ministry of Agriculture/Health/Trade
• Other institutions participating in the project

IX. GOVERNMENT CONTRIBUTION AND SUPPORTING ARRANGEMENTS

This paragraph needs to clearly set out: (i) the resources to be contributed by the Government; (ii) designation of Government responsibility for arranging for duty-free customs clearance, full access to laboratories and their test results, and access to the field – which may be under provincial or district authority; (iii) commitment from the Government to assure participation of food producers, consumers and universities in the project activities when convenient; and (iv) local commitment of the Government to assure sustainability of the activities after project finalization. All need to be included in this section as they might apply.

See in particular TCP Guidelines, Annex I, page vii and the following excerpts:

Request must be accorded high priority by the Government, which must also ensure that the required local support facilities and services will be available and that follow-up action will be taken...

Requests must provide assurance of the fullest possible participation of the Government in project execution, through such means as the use of national institutions, personnel and resources. (Annex IVa, page i).

Each project should be supervised by a National Project Coordinator nominated and paid by the Government. National Project Professional Personnel or consultants recruited by FAO are fully accountable to the Organization and cannot be on the Government payroll at the time of their assignment. (p. 10, par. 46) They may not be recruited from the counterpart institution/cooperating agency. (Annex 1, page iv).

Data Needs:

• Government contribution in terms of cash, personnel time, facilities, vehicles, laboratories, building and office space (for workshops and other), secretarial and translation/interpretation expertise.

Data Sources:

• Ministry of Agriculture/Health/Trade
• Other institutions/organizations participating in the project

X. PROJECT BUDGET

The project budget covering the FAO contribution is prepared by FAO, based on elements received from the requesting country. See TCP Guidelines for explanatory details.

Data Needs:

• Numerical details on FAO contribution in US$ by budget line.

Data Sources:

• Team Leader, plus national and international project staff
• FAO
• UNDP
• Equipment suppliers
• Travel agents

XI. ATTACHMENTS TO PROJECT AGREEMENT

1. Description of the training programme.
2. Description of Advisory Technical Services and Supervisory Technical Services.
3. Description of services to be provided under contracts.
4. Itemized list of equipment.
5. Itemized list of materials and supplies.
6. Terms of reference including description of required qualifications for each international and national consultant/expert and where appropriate for the National Project Coordinator.

Data Needs:

• Quantitative estimates and descriptions/specifications as relevant to the above attachment.
• Terms of Reference (TOR) for each national and international project staff member, including FAO technical staff members contributing to the project. TORs for short-term staff inputs (weeks to several months) need to describe precise, time-bound activities and outputs expected. Longer-term staff inputs should be more generally phrased to allow some flexibility and cover unforeseen occurrences.

Data Sources:

• Team Leader, plus national and international project staff
• Ministry of Agriculture/Health/Trade
• Other institutions/organizations participating in the project