2020-54 - Authorised Officer Program – Validating supporting documents and completing plant export inspection and treatment records

12 August 2020

Purpose

This Industry Advice Notice (IAN) is to advise Authorised Officers (AOs) of an update to the Work Instruction: Completing plant export inspection and treatment records and Guideline: Supporting documents for plant exports on the Plant Export Operations Manual.

Summary of changes and key points

  • The Work Instruction: Completing plant export inspection and treatment records has been updated to
    • remove the requirement to record additional remarks in the Remarks field of a manual PE100 Export Compliance Record or PEMS Containerised goods record regarding hay and straw categories
    • remove the requirement to record the temperature of sensor 3 for citrus being exported to the USA in the Comments field of the PEMS Calibration record
    • provide clarification around when the IMO Number field must be completed for logs inspections recorded on a PE102 Export Compliance Record or PEMS Bulk into ship hold record.
  • The Guideline: Supporting documents for plant exports has been updated to include the requirements for validating
    • transfer records (horticulture)
    • the prescribed goods export preparation standard checklist.

Implementation dates

AOs must comply with the new instructional material from 1 September 2020.

AO training: AO candidates will be trained against the new material from 15 August 2020.

AO assessments: AO candidates will be assessed against the new material from 1 September 2020.

AO audits: AOs will be audited against the new material for consignments inspected from
1 September 2020.

Important: AOs can begin to use the new material from today, however it is not compulsory until the implementation dates listed above.

Background

The Work Instruction: Completing plant export inspection and treatment records contains the policy and procedures for AOs to follow when completing plant export inspection and treatment records manually and electronically using the Plant Export Management System (PEMS).

The Guideline: Supporting documents for plant exports outlines the requirements for supporting documents for plant exports and the process for validating those documents.

These documents can be found under the Documentation heading in the Plant Export Operations Manual.   

This factsheet details the types of information and the audiences for the different types of instructional material.

Responsibilities

  • AOs must complete inspection and treatment records in accordance with the policy and procedures outlined in the Work Instruction: Completing plant export inspection and treatment records from the date of implementation.
  • AOs and departmental documentation assessors must validate supporting documents in accordance with the requirements outlined in the Guideline: Supporting documents for plant exports from the date of implementation.

Contact information

If you have any questions regarding this IAN please email the Information Management Team.

David Ironside
Assistant Secretary
Plant Export Operations Branch

Last reviewed: 12 August 2020
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