1ST MEETING OF THE EAC QUALITY INFORMATION SYSTEM (EACQIS ) AT CHEZ LANDO HOTEL, KIGALI FROM TO MARCH 2011 REPORT OF MEETING

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1 1ST MEETING OF THE EAC QUALITY INFORMATION SYSTEM (EACQIS ) AT CHEZ LANDO HOTEL, KIGALI FROM TO MARCH 2011 REPORT OF MEETING 1.0 OPENING OF THE MEETING 1.1 Introduction The meeting of EAC Quality Information System Project Team of the QA WG2 was held in Kigali from to March All five Partner States namely: Burundi, Kenya, Tanzania, Uganda and Rwanda were represented by delegates, in attendance was Mr. Kurt Baumann PTB Expert and representatives of Trademark East Africa. A list of the delegates is hitherto attached as Annex 1. The meeting was chaired by Eng. Tumaini Mtitu 1.2 Opening Address The meeting was open by the Director General of RBS Dr. Mark Cyubahiro Bagabe. who Welcomed the delegates to Rwanda and thanked PTB for sponsoring the workshop which he said was long overdue. He recognised the presence of Trademark expert in East Africa. He expounded on the TMEA and mentioned the cardinal role of NSBs on promoting trade and protecting health and environment. He stressed the need of harmonisation and elimination of TBT. He said a web based application is of paramount importance for the system. The system shall ease the work of inspector to facilitate inspections and market surveillance. He stressed the need to integrate all the services within the bureaux and thus the importance TMEA. He said the EACQIS will only work well with proper Quality Infrastructure functioning and efficient ironing out all the 1

2 conflicting interests. He said Rwanda now has got a National Quality Infrastructure Policy and a strategic plan to implement/ realise it. 1.3 Adoption of the Agenda The adopted Agenda is as per Annex Review of the QIS Mr. Fred Nyakundi presented an overview of the proposed EACQIS as annexed He suggested the use of 2D barcodes that can be used in market surveillance and automated reminders for expired permit in the product certification. In the deliberations, it was recommended that users of the database will need training for the system to work properly. It was also recommended that the requirements of product certification and market surveillance needs to be harmonised. It was noted that a time frame needs to be agreed on to build this system. It was recommended that the Partner States to be encouraged to fund the project from IT budget of the NSB where possible to make the EACQIS become operational soon. Recommendations The Partner States should prioritise the development of the system with the support from TMEA. 1.5 Country Presentations on Quality Information Systems Representatives of delegates from Partner States presented the information systems presently in use in their countries as per the annex European Market Surveillance Mr. Kurt Baumann PTB Expert made a presentation on the European Market Surveillance system. He informed the members that the Information and Communication System for Market Surveillance (ICSMS) is a system for products that have been investigated by the market surveillance authorities. He outlined the current market surveillance situation in Europe, the relevant laws as per the annex Discussion on the EACQIS 2

3 The team was divided into two groups to come up with the proposed working modules content for Market surveillance, Import inspection and product certification and also for the general information. 1.8 Common information This defines the data to be captured to fully describe a product in the system Data fields required: Name of product Category (Food and non-food) Reference standard/regulation Brand (trade name) Manufacturer name and address Quantity Country of origin Batch number Bar code Manufacture/expiry dates Description of product Upload possibility of pictures 1.9 Import Inspection The data fields required are: Importer name and address Exporter name and address HS code (commodity code) Country of supply/consignment Certificate of conformity/batch certificate Customs value Date of inspection Result of inspection Upload of scanned documents License of importation Summary report selected to be selected according to user needs 3

4 1.10 Market surveillance module The data required are: Declared Composition (Food Products), Validity of Permit (for certified Products), History, Test status, Rapid alert system: Alert on the main system and on the official s. The alert will be triggered by designated officers from the Partner States. The alerts have to be sent to NSBs and Authorised bodies/stakeholders. Feedback from the informed authority/organisation with regard to actions taken Feedback link from authority/organisation Product certification module (Could be based on KEBS Software - STAMBAS) The data required are: Expiry date of permit Date of issue Supplier/Importers name Address postal Code Physical Address and Town Fax and Reference Standards Used Authorities/organisations to be informed are NSBs, customs and any other authorised bodies 1.12 Development of the Action Plan The team agree to go back and do country consultation of some other issues that needed wider consultations as follows and developed a work plan 4

5 Action plan for WG 2: Month Date Activity location Responsible Persons May 2011 May Country Partner State Members of Consultations EACQIS June June Circulate View from By s Secretary WG2 Partner States July July Meeting to Bujumbura, EACQIS and Harmonise on the Burundi Consultant System requirements ; Establish the cost of project and Finalising the Project Proposal September 2011 Submission of EACQATSC Proposal for Funding/Co-funding November 2011 Review of the Online EACQIS Team Remarks PTB be requested to fund PTB to be consulted 5

6 Project Funding Status Jan 2012 Outsource software development Procurement Procedure April 2012 April Software Development May May Review the Project progress PTB/PTB Expert to Advice Software developer together with EACQIS ICT Expert Team Arusha EACQIS Team PTB to be asked for funding 6

7 Recommendations The team recommends that; 1. PTB be requested to continue facilitating a consultant/expert to support the development of EACQIS 2. PTB to collaborate with Trademark East Africa in the development of EACQIS 3. Partner States should commit funds in facilitating the EACQIS team to realise the development and operationalizing of EACQIS 4. Partner States to use the harmonized East African Standards and procedures in all areas Signed on the Day of March, 2011 by respective heads of delegations.. Mrs. NKURUNZIZA Beatrice Bureau Burundais de Normalisation et Controle de la qualitė Republic of Burundi. Mr. Bernard Nguyo Kenya Bureau of Standards Republic of Kenya. Mrs. TUMAINI Mtitu Tanzania Bureau of Standards The United Republic of Tanzania. Mr. Richard Ebong Uganda National Bureau of Standards Republic of Uganda.. Mr. ZIMULINDA Philibert Rwanda Bureau of Standards Republic of Rwanda 7

8 ANNEX I LIST OF PARTICIPANTS BURUNDI 1 Mrs. NKURUNZIZA Beatrice Bureau Burundais de Normalisation et Controle de la qualitė Tel: / B. P BUJUMBURA Republic of Burundi 2. Mr. HAKIZIMANA Raphael Bureau Burundais de Normalisation et Controle de la qualitė raphal.hakizimana@yahoo.fr Tel: / B. P BUJUMBURA Republic of Burundi KENYA: 3. Mr. NGUYO Bernard Kenya Bureau of Standards (KEBS) Tel: / , P.O. Box NAIROBI,KENYA. 4. Mr. NYAKUNDI Fred Data Management Officer Kenya Bureau of Standards Tel: P.O. Box NAIROBI,KENYA. TANZANIA: 5. Eng. MTITU Tumaini Head Inspection Section Tanzania Bureau of Standards (TBS) .mtitu@tbstz. Tel: / P.O. Box 9524 DAR-ES-SALAAM,TANZANIA. 8

9 5. Mr. ABDI Jabir Saleh Head ICT section Tanzania Bureau of Standards Tel: P.O. Box 9524 DAR-ES-SALAAM,TANZANIA UGANDA: 7 Mr. EBONG Richard Senior Surveillance Officer/Head Surveillance Division Uganda National Bureau of Standards (UNBS) Tel: , or Fax: P. O. Box 6329 KAMPALA,UGANDA. 12 Mr. LWAGULA MacSamuel Uganda National Bureau of Standards macsam.lwagula@unbs.go.ug Tel: , P.O.BOX 6329 KAMPALA.UGANDA RWANDA: 8. Mr. ZIMULINDA Philibert Rwanda Bureau of Standards (RBS) zimulinda@rbs.org.rw Tel: / P. O. Box 7099 KIGALI, RWANDA 9. Mr. KIRENGA NGENZI Jean-Paul Rwanda Bureau of Standards (RBS) ngenzi@rbs.org.rw Tel: / P. O. Box 7099 KIGALI, RWANDA 10. Mr. BAJENEZA Jean-Pierre Head Market Surveillance Rwanda Bureau of Standards (RBS) jp.bajeneza@rbs.org.rw Tel: P. O. Box 7099 KIGALI, RWANDA 9

10 11. Mr. MUZUNGU Cyprien Metrology Officer Rwanda Bureau of Standards (RBS) Tel: P. O. Box 7099 KIGALI, RWANDA 12. Ms NIWENKUNDA Eugenia Head Certification Rwanda Bureau of Standards (RBS) Tel: P. O. Box 7099 KIGALI, RWANDA PTB 14 Mr. BAUMANN Kurt PTB Consultant Tel: Hansjakobstr. 10 D Philippsburg GERMANY 15 Mr. MACIEL Jose Regional Trade and Integration Director Trademark East Africa Tel: P.O. Box Nairobi KENYA 16. Mr. KIPTOON Alex ICT Assistant Trademark East Africa Tel: P.O. Box Nairobi KENYA 10

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