ASSURED PLANT PROPAGATION SCHEME (APPS)

GUIDANCE NOTES

INTRODUCTION:
The Assured Plant Propagation Scheme (APPS) has been developed in response to Plant Propagators Ltd (PPL - Appendix 1) member's intentions to develop improved systems for Plant Propagation, and to requests from Retailers and Growers for complete traceability during plant propagation.

Consequently the APPS was launched in 1998 to verify Propagation Production Systems in individual members nurseries. The Plant Seeds and Health Inspectorate (a Division of MAFF) were chosen to audit the scheme as they already had key knowledge of Plant Propagation (the implementation of Plant Passporting). MAFF initially trained four Inspectors in aspects of the audit and have subsequently been involved in the revision and further development of the scheme, with Auditors attending and participating in members workshops to ensure ongoing industry knowledge and understanding.

Members agree on joining, PPL to:
- Commit to a Quality Policy and
- Within three years of joining, seek accreditation through the APPS.

Until accredited, members are required to undergo an annual Site Hygiene and Housekeeping Inspection, again undertaken by PHSI (Appendix 2).

SYSTEM
Key to the APPS is the undertaking by individual members of a Quality Policy (Appendix 3)
This sets out the aims of the company and the systems that will be put in place to achieve these objectives. Members therefore put inplace their systems (Propagation Systems Folder) designed to manage this policy. It is these, individual, propagation systems that are audited by PHSI on an Annual Basis against key criteria set out in the Audit Form.

The APPS is reviewed by the Board, and separately in a meeting with PHSI in light of customer / retailer and member comment or suggestion and in consideration of any legislative changes. Any comments and suggestions can then, subject to Board approval, be incorporated in any Audit Revisions (Appendix 4) which are issued to members in January of each year.

The Company Secretary is responsible to the Board for the management and administration of the Scheme.

PPL agree on an annual basis the fees PHSI will charge for audit. These fees are invoiced directly to members by PPL, PPL paying MAFF.

Members are required to notify the Secretary their intention to seek accreditation by the end of January each year. This list is passed to PHSI by the Secretary and PHSI contact members to agree a date for audit and to request a copy of the members Propagation Systems Folder in advance of the audit visit.

Audit can only take place when all functions of Propagation are taking place (i.e. Sowing Growing on and Dispatch to growers). With brassicas audits normally take place between March and June. The audit of lettuce propagation can extend to August if necessary.

The Audit process normally takes a day, and auditors should be familiar with the nursery's operational systems and practices from studying the Propagation Systems Folder supplied by the member. This Propagation Systems Folder should provide details of how the nursery manages the Quality Policy, and ideally will be set out in such a way that it provides evidence in support of each of the auditable points as set out in the Audit Form (Appendix 4)

On arrival at the Nursery the auditor will normally spend some time with the principal, seeking clarification of understanding in respect of the systems in place and staffing. The auditor will then tour the nursery, observing / inspecting practices and facilities, and talking with staff who are undertaking the various functions within the business.

The auditor is expected to check the onsite implementation of:
- The systems set out in the Propagation Systems Folder;
- The understanding of staff of these systems;
- The accuracy and completeness of any associated records;
- The suitability of any facilities
- The condition of facilities provided

Each item is marked (present / accurate and complete / suitable) and any notes made in the appropriate column by the auditor.

Auditors will as a matter of routine ask the nursery to provide sowing, propagation (including tray movements, crop protection records / glasshouse environmental records) and dispatch records for at least one batch of plants being dispatched or about to be dispatched from the nursery.

On completion of the Audit the Auditor will discuss with the principal of the Nursery any Points of Concern (Appendix 5) - effectively a non-compliance. A copy of this document will be left on the Nursery.

Completed audits, and Points of Concern are returned to the PPL Secretary who will add the marks and provide section scores (for benchmarking purposes and an overall score. Nurserys achieving a 95% mark will be accredited.

However, the APPS seeks to raise standards and improve Nursery systems and performance. Therefore, Nurseries will be required to provide, the PPL Secretary, within one month of the Audit, an Action Plan (Appendix 6) setting out what will be done to address the Auditable Points of Concern, who will be responsible for this, and by when it will be completed.

A Copy of this Action Plan will be forwarded to PHSI prior to the next audit and will be one of the first items the Auditor will check.

A list of members who have achieved the required standard is published in January each year in UK press and on the PPL web site.

EMERGENCY PROCEDURES
Emergency procedures in respect of the Audit relate to circumstances where an auditor notes a statutory non-compliance.

Auditors are constrained by client confidentiality to PPL, and will inform the Nursery Principal (Points of Concern) of their concerns. In addition the Auditor will telephone the PPL Company Secretary to discuss the issue. The PPL Secretary will then contact the Nursery principal to establish the nature and extent of the problem and to clarify what will be done to correct the particular non-compliance, in advance of receipt of the Action Plan.