Standard Method for Product Description Sheryn Kirkpatrick-Papineau OEWG IPPC Workshop, Seoul, Korea, June 8, 2011

Objectives Compare product descriptions in a paper versus an electronic system Highlight opportunities for standardization within the UNCEFACT Schema (Schema) Present potential benefits of a common approach to describing products Introduce a concept for systematic product description Good afternoon ladies and gentlemen. Today I will bring forward the discussion topic of standardized product description. In doing so, I will compare product descriptions in a paper and electronic system; highlight opportunities for standardization within the UNCEFACT Schema (or in the rest of the presentation the Schema); present potential benefits of a common approach to describing products; and introduce a concept for systematic product description.

Electronic Certificate Product Descriptions Paper Certificate Electronic Certificate Guidance from ISPM 12 Name of produce declared “…should be sufficiently descriptive of the commodity…to enable the NPPO of the importing country to verify the contents of the consignment.” ISPM 12 Model has 1-2 fields that contains information that can include: Common names Scientific names Intended use ‘Included SPS Trade Line Item’ breaks down into various data elements for Description Common name Scientific name Weight measures Many other possible data elements International Customs codes may be added to facilitate identification Guidelines on what information is required for phytosanitary certificates is contained in ISPM 12 and states that the produce declared “…should be sufficiently descriptive of the commodity…to enable the NPPO of the importing country to verify the contents of the consignment.” This guidance applies to both paper and electronic phytosanitary certificates. In paper systems, the model in ISPM 12 applies. Within this model, product description information can be captured in one or two text fields. Some of the information captured can include common and scientific names, quantities and intended uses. In some cases, or in accompanying documentation, harmonized customs codes may also provided product description information. For electronic phytosanitary certification this information is contained in the Schema within a single ‘Included SPS Trade Line Item’. This item is then broken down into subsequent data elements such as text fields for descriptions, common and scientific names, and intended use and coded or numerical fields such as weight measures. The Schema arguably provides a greater opportunity for communicating relevant information between competent authorities.

Considerations The inherent flexibility of the Schema has the potential for inconsistency in the data within an element or between elements Inconsistency can reduce the potential benefits delivered by moving to electronic certification The Schema provides an opportunity for standardization There are a few general considerations to be aware of in moving from paper to electronic certificates, in moving from paper to electronic certificates. The inherent flexibility of the Schema has the potential for inconsistency in the data either within an element or between elements. This inconsistency can then reduce some of the potential benefits delivered by the implementation of electronic certification. Although this potential exists, the Schema also provides an opportunity for a solution through standardization of some data elements applicable to product standardization.

Potential Benefits of Standardization Standardization reduces errors Standardization facilitates automated validation of documentation Automation of document validation can generate efficiencies to focus efforts elsewhere (e.g. inspection/verification of shipment compliance) Automation of document validation can allow for rapid communication of non-compliant documentation and correction/amendment of documentation There are a few key potential benefits of developing a standard approach to describing products within the Schema. Standardization reduces inadvertent errors and inconsistencies between similar pieces of data. Standardizing and reducing errors and inconsistencies can enable automated validation of documentation. The capacity to automatically validate is a key driver to standardize components of the transmitted information. Efficiencies then result permitting efforts and resources to be focussed - to higher risk material for example. Automatic document validation can also reduce delays due to errors or omissions in documentation by reducing time for communication between competent authorities. In this way, automation benefits both importing and exporting countries. Benefits exist for both exporting and importing countries

How Do We Standardize? Define Schema data elements to capture product description data that permit standardization ‘Applicable SPS Classification’ Provides an opportunity to use a list of codes with descriptions for classification Standardize methodology to generate descriptions Potential for categorization, coding ISPM 5 is a good starting point for common terminology So if we standardize product descriptions, how can we go about it? The Schema data elements to be used to capture the data would need definition and then a standard methodology to generate descriptions would be needed. Within the Schema, ‘Applicable SPS Classification’ data elements provide an opportunity to use code list with descriptions. Resources also exist, such as ISPM 5, to build from for common terminology.

One Possible Approach Codification based on three standardized categories Commodity Class “A category of similar commodities that can be considered together in phytosanitary regulations” (as defined in ISPM 5) Some possible examples to include in a standard list: Plants, Fruit & Vegetables, Seed & Grain, Sawn Timber/Lumber, etc. Sub-Class Generally describes the state of the product Some possible examples to include in a standard list: Fresh, Processed, Dried, etc.) Intended Use Some possible examples to include in a standard list: For Planting, For Direct Human Consumption One possible approach is codification using data elements in the ‘Applicable SPS Classification’ to describe a commodity class and sub-class using codes based on a standard list of options. A commodity class is defined in ISPM 5 as “A category of similar commodities that can be considered together in phytosanitary regulations [FAO, 1990] “ A commodity sub-class can be used to further describe the state of products in the commodity class. Some examples are fresh, dried, processed, etc. Intended Use already exists as a text type data element, but would also benefit from a standard set of intended uses.

Systematic Product Description Methodology Included SPS Trade Line Item Product Applicable SPS Process Description Net Weight Measure Common Name Scientific Name Physical SPS Shipping Marks Intended Use Applicable SPS Classification Visually, if we look at some of the data elements of the ‘Inclulded SPS Trade Line Item’, we have a text description, common and scientific names, intended use, along with ‘applicable SPS processes and classifications, weight and volume measures, etc. In the diagram data elements in white are of the text type, while those in blue are numerical or codes. The data elements in the dashed line, although not all grouped in the Schema, provide information on products. (SIDE NOTE: Included SPS Trade Line Item is a group of data in the Schema that includes all the information specifically related to a component of a consignment. For example, a mixed shipment of 10 different products (15 apples, 10 oranges, 5 bananas…) would have 10 ‘Included SPS Trade Line Item’ sets of information; one for the apples, oranges, bananas, etc.) .

Systematic Product Description Methodology Included SPS Trade Line Item Product Fresh Blueberries for consumption N/A Blueberries Vaccinium spp. 1600 Kg For direct human consumption Applicable SPS Classification XXXX123456 Using a specific product as an example – we can see that various pieces of information on the product can be provided. The text element of description (at the top) contains vital information, but mining this information is very difficult to do in an automated system. If we expand ‘applicable SPS classification’… . Example: Fresh Blueberries for Consumption

Systematic Product Description Methodology Included SPS Trade Line Item Product Applicable SPS Process Description Net Weight Measure Common Name Scientific Name Physical SPS Shipping Marks Intended Use Applicable SPS Classification The coded ‘applicable SPS classification’ can be further expanded. .

Systematic Product Description Methodology Applicable SPS Classification System ID System Name Class Code Class Name Applicable SPS Classification System ID System Name ‘Applicable SPS classification’ is composed of a System ID Code and Name and a Class Code and Name, and can be repeated to include as much coded information as necessary. It is at this level that it is possible to include the ‘commodity class’ and sub-class coded and descriptive information. It is also possible to include Harmonized custom codes at this level to provide further information. Class Code Class Name

Systematic Product Description Methodology Applicable SPS Classification IPPCEC IPPC Ecert Product Class C1 Fruit & Vegetables Applicable SPS Classification IPPCESC IPPC Ecert Product Sub-class Again, using our specific example, the system ID element of the ‘Applicable SPS classification’ indicates what list of codes is being used, so for example it could be called ‘IPPC Ecert Product Class’ and code C1 is ‘fruits and vegetables’. Similarly ‘IPPC Ecert Product Sub-Class’ would be the system name and code SC1 is ‘fresh’. SC1 Fresh Also possible to add HS Codes using these elements

Systematic Product Description Methodology Applicable SPS Classification WCO-HS WCO Harmonized Custom Codes Cranberries, bilberries and other fruits of the genus Vaccinium (fresh) 081040 ‘Harmonized Custom Code information may look like this: System ID Code and Name indicating that it is a harmonized customs code and the numerical and applicable descriptive information. Also possible to add HS Codes using these elements