The team members, having followed the IPPAS Guidelines and supplementary guidance, will collect a vast amount of information that should be recorded in the form of technical notes. These technical notes will then be the basis of the mission report
In writing the mission report, the following should be taken into account:
- emphasis should be given to the team member’s objective observations, with clear conclusions and the minimum of description;
- the language should be clear, concise, objective and impersonal (short, direct sentences aid understanding);
- the official names (or official translation) should be used to designate organizational units, positions and systems; and
- if abbreviations or acronyms are used, they should be introduced upon their first use.
It should be emphasized that this Guide on drafting mission report:
- is not intended to substitute for the IPPAS guidelines and supplementary guidance; and
- is not to be used as a strict list with an obligation to describe every separate item or with a prohibition on any other items.
Each area of review should be designated by a number and a heading (bold and capitalized). For example:
1. GOVERNMENTAL ORGANIZATION AND PERTINENT PHYSICAL PROTECTION LEGISLATION
2. ROLE AND RESPONSIBILITY OF THE COMPETENT AUTHORITY
3. REGULATIONS AND GUIDANCE
4. LICENSING PROCESS
5. INTEGRATION AND PARTICIPATION OF OTHER ORGANIZATIONS
6. FACILITY IMPLEMENTATION OF PHYSICAL PROTECTION REGULATIONS
7. INSPECTION AND ENFORCEMENT
The report should commence with the general impressions that the team has gained from the review to provide a perspective for the subsequent, more detailed, discussion of the individual subareas.
The subareas should be designated by a two digit number and a bold subheading, e.g. in
2. ROLE AND RESPONSIBILITY OF THE COMPETENT AUTHORITY:
- 2.1. Legal status
- 2.2. Responsibilities
- 2.3. Functions
Further subdivisions, if necessary, should be structured under appropriate subheadings. The final structure for each subarea could be several paragraphs long, possibly together with recommendations, suggestions and good practices. These should be numbered and, if necessary, itemized
For definitions of recommendations, suggestions and good practices, refer to Section I-5.5 of this publication
III-3. Numbering system
Recommendations, suggestions and good practices are each to be identified by a four digit number. The first three digits give the area and subarea of the review and the fourth digit will always be (1) for a recommendation or suggestion, or (2) for a good practice.
Recommendations and suggestions must be preceded and supported by bases. If there are several bases for recommendations and suggestions (or good practices) in one subarea, they can be itemized accordingly and each individual item numbered (1), (2), (3), etc
A ‘basis’ is a recapitulation of the concern giving rise to a recommendation or suggestion. It should briefly restate the issue but not introduce new material or thoughts (such issues should be addressed in the preceding text).
If there are several recommendations in one subarea related to one basis, these can be itemized accordingly and each individual item identified (a), (b), (c), etc.
If there is no ‘basis’ for making a recommendation or suggestion, then the relevant subarea may contain the word ‘none’. If there is neither a recommendation nor a suggestion then the relevant subarea should include a suitable phrase to this effect, e.g. "In the area reviewed the performance corresponds with normal proven and effective international practices". If no good practices, as defined in Section I-5, are identified, then the subarea number need not be included.
III-4. Example of layout
7. INSPECTION AND ENFORCEMENT
[General observations on inspection policy/programme/reporting and action taken to ensure deficiencies identified are rectified]
7.1 INSPECTIONS BY COMPETENT AUTHORITY
Observations on frequency and type of inspections carried out at facilities and qualifications/training of inspectors]
7.2 REVIEW ARRANGEMENTS
[Observations on evaluation assessments carried out by operators/competent authority
7.3 PHYSICAL PROTECTION PLAN
[Observation on arrangements for submitting formal applications for permanent/temporary changes to the plan. Observations on compliance inspections by competent authority]
7.4 REVIEW BY OTHER BODIES
[Observations on other reviews carried out, e.g. licensing of guard force, etc.]
7.5 RECOMMENDATIONS AND SUGGESTIONS