5-7 November 2013
VI. BREAKOUT SESSION 2- TO DISCUSS IMPLEMENTATION OF TRACEABILITY FOR
AQUACULTURED SHRIMP PRODUCTS IN ASEAN REGION
A breakout session was organized on the third day (7 November 2013) for the participants to offer their insights based on the observations they have made over the past 3 days of on-site training on the following topics:
Breakout session 2a – Challenges and Issues 1. Discuss potential issues and challenges faced
while implementing traceability systems for aquaculture shrimps
Breakout session 2b – Establishing traceability system for aquaculture shrimp
1. Review the flow diagram of a typical supply chain for aquaculture shrimp (Reflected as Annex 5) 2. Review the information required at each stage
of the supply chain
3. Identify the information required for transferring to another stage of the supply chain
4. Identify the documents to be archived, and indicate the duration of archive
The participants were divided into the same three teams as Breakout Session 1 to discuss the topics for this breakout session. The facilitators for this Breakout Session were Mr Vincent, Mr Yeap Soon Eong, Ms Felicia Loh and Ms Chung Hui Ling.
GROUP PRESENTATION
Breakout Session 2a: Issues/Challenges for implementing traceability
The discussion findings by the three groups were presented on flip charts and shown in the table below:
Team Discussion points on Challenges
1 Mrs. Aqilah Junaidi / Brunei Mr. Net Chantha / Cambodia
Mr. Nasrul Efendi Hasibuan / Indonesia
Mr. Mohd. Ghazali Bin Abdul.Manap / Malaysia Ms. Ligaya P. Cabrera / Philippines
Mrs. Nguyen Thi Bang Tam / Viet Nam Mr. Somboon Laoprasert / Thailand
Training aspects:
1. Information Dissemination
• Lack of awareness of programmes by the stake holder
2. Confidentiality of farmers / stakeholders 3. Education background of farmers 4. Record keeping at farm
Government aspects:
1. Government policy
• Mandatory for farmers 2. Financial Incentives for farmers 2 Mrs. Wanidawati Tamat / Brunei
Dr. Reza Shah Pahlevi / Indonesia
Mr. Souksakhone Chanthalaphone / Lao PDR Mrs. Aye Aye Thein / Myanmar
Ms. Carolina C. Lopez / Philippines Mr. Nguyen Thanh Binh / Viet Nam Ms. Proyrat Chaowajaroenpong / Thailand
Training aspects:
1. Lack of monitoring drug residue, water quality 2. Understanding the benefits of traceshrimp,
standards
Government aspects:
1. T.S Link with food safety, as this is required by EU market – Domestic market
2. Transparency Level
3. Collection of data (system does not exist in some countries)
4. Location of farms (Remote) – Issuance of MD and FMD Incentives for farmers
5. (Voluntary), if mandatory, no incentives.
3 Mr. Bun Chantrea / Cambodia Mr. Oudone Khounsavan / Lao PDR Mr. Matlan Bin Thaufeck / Malaysia Mrs. Khaing Khaing Oo / Myanmar Ms. Somga, Sonia Sebastian / Philippines Mr. Tan Yit Wee / Singapore
Training aspects:
1. Awareness & knowledge of industry 2. Skill level of industry
Government aspects:
1. Registrations of farms 2. Regulations and policies 3. Manpower (C.A)
4. Government Support 5. Infrastructure support
For Group 1, Mr Matlan shared that farmers may not be transparent about the diseases or violation of laboratory testing at the farm, leading to a potential lapse in the traceability system. He further shared that for the case of Malaysia, the domestic market is regulated by their Ministry of Health. Ms Ligaya also commented that some industry players are not aware of the importance of traceability, and there remains a challenge for industry members to fill up traceability forms even if the form is only 2 pages long. The group feels that the government should
In response to Group 1’s presentation, Mr Vincent commented that the farmers should not be expected to record unnecessary data, and the traceability record form should be as short as possible to encourage farmers to establish the records. In addition, he commented that traceability should be driven by economic benefits and not by the government. Mr Watanabe agreed to Mr Vincent’s comment.
For Group 2, Dr Reza commented that the success
be for practical purpose of audit, and should not be affected by culture. Mrs Nguyen also commented that farmers, especially from small-scale farms, may not understand the meaning or benefit of keeping records, and will record as instructed. Dr Reza also shared that shrimp farms in Indonesia are often found in remote areas and it may be challenging for farmers to deliver the MD over far distances. Mr Vincent suggested that the traceability framework may have to be modified to suit the different ways of handling either for local market, for the region or export overseas.
For Group 3, Mrs Aqilah shared that there is usually lack of manpower at the farms to establish the traceability records. She also shared that it would be good for the government to provide laboratory support to the companies who may not have
the capability or financial resources to establish equipment required for testing. Mr. Watanabe commented that it is common for processing factories in Japan to impose requirement on the farms for traceability records before they are allowed to supply them the raw produce.
Breakout session 2b: Establishing traceability system for aquaculture shrimp
The teams were tasked to review the flow diagram of a typical supply chain which can be found on Annex 5 for aquaculture shrimp, as well as review information required at each supply chain stage, for transfer to the next stage, and documents to be archived. The teams presented their discussion findings for these topics as shown in the diagrams and tables below.
Group 1
Flow Diagram for Traceability for frozen shrimp (2nd breakout)
Feed miller Chemical Suppliers
Hatchery
Farmer
Distributors / Wholesalers /
Processors
Exporters (Overseas) Retailers (Domestic)
Exporters (Overseas)
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping Feedmiller • Name of feed miller
• Address
• Expiration date
• Feed composition
• Batch / lot number
• Production date
• Feed type
• Feed quality
• Expiration date
• Feed composition
• Batch number
• Lab analysis report
• Production date
• Feed type
• Feed quantity
• Expiration date
• Address / contact
Farm • Name of farm
• Owner
• Address
• Tel / fax
• Name of farmer
• Address
• Tel / fax
• Registration number
• Pond number
• Stocking date
• Time and date of harvest
• Quantity of harvest
• Invoice number
• Batch number
• Pond number
• Stocking date
• Record of farm
• Lab analysis
Hatchery • Name of hatchery
• Owner
• Address
• Quantity supplied
• Delivery date
– • Farm registration number
• Farm certification
• Source of origin
• Batch number
• Quantity supply
• Delivery date
• List of chemical and drug feed used
Chemical
Suppliers • License
• Name / address
• Tel / fax
• Product name
• Date manufactured
• Date expired
• Label / manual
• Registration number
• Production lot number
• Invoice number
• Company name
• Product name
• Production date
• Expiration date
• Invoice (copy)
• Name / address of clients, product name / quantity they sold
• Expiration date of each batch sold to client
Distributor – – • Registration number
• Invoice number
• Name / address of clients they sold to
• Quantity Distributor/
Wholesaler/
Middlemen
• Name of distributor
• Address
• Company name
• Company name
• Address
• Tel / fax
• Registration number
–
Processor • Name / address
• Tel / fax • Company name
• Address
• Tel / fax
• Certification
• Production / batch number
• Registration number
• Country of origin
• Invoice number
• Production number
• Receiving records
• Q u a l i t y a n d s a f e t y monitoring records
Retailer • Name / address
• Tel / fax • Name of retailer
• Address
• Tel / fax
• Registration number
• Invoice number
• Receiving records
• Name, contact of sellers and buyers
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping Exporter • Name / address
• Name of importer / address • Name of importer
• Address
• Tel / fax
• Invoice number
• HC
• Distribution volume
• Health certificate (copy)
• Invoice number
• Distribution volume
• N a m e / a d d r e s s o f importers
Group 2
Flow Diagram for Traceability for frozen shrimp (2nd breakout)
Feed miller Chemical Suppliers
Farm
Distributors / Wholesalers (Middlemen)
Processors
Exporters Retailers
Hatchery
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping Feed miller • Registration number • Batch / lot number
• Laboratory analysis report
• Production date
• Feed type
• Feed quality
• Registration number
–
Farm • Quality standard certificate
(e.g. GAP) • Registration number
• Invoice number
• Time and date of harvest
• Quantity of harvest
• Certificate farm
–
Hatchery • Source of brood stock
• Health testing
• List of farm recipients
• Water quality monitoring
• Bio-security measures
• I n v o i c e n u m b e r a n d supplier
• Health certificate
• Invoice number –
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping Chemical
Suppliers – • Invoice number –
Distributor • Invoice number
• Registration number • Registration number
• Invoice number –
Distributor / Wholesaler /
Middlemen – – –
Processor – • Invoice number
• Production / batch number
• Registration number
–
Retailer – • Registration number
• Invoice number –
Exporter – • Registration number
• Invoice number
• Health certificate
• Destination
• Distribution volume
–
Group 3
Flow Diagram for Traceability for frozen shrimp (2nd breakout)
Feedmill Chemical Suppliers
Farm
Distributors / Wholesalers
Processors
Exporters (Overseas) Retailers (Local)
Hatchery (Broodstock)
Yellow Information needed
Orange
Information to transfer
Blue
Documents to keep and Duration for keeping
Farm – • Registration number
• Batch number
• Pond number
• Stocking date
• Time and date of harvest
• Quantity and size
• Transport registration number
• Seal number
• Invoice number
–
Feed miller – • Production date / batch
number
• Feed type
–
Hatchery – • Farm registration number
• Batch / lot number –
Chemical
Suppliers – • Registration number
• Invoice number –
Distributor – – –
Distributor / Wholesaler / Middlemen
– • Registration number
• Invoice number –
Processor – • Registration number
• Production/batch number –
Retailer – • Registration number
• Invoice number –
Exporter – • Registration number
• Invoice number
• Certificate of origin
–
Discussion on the flow diagram of supply chain for aquaculture shrimp
Unlike Group 1 and 2, Group 3 felt that there is a need to include feed distributor into the supply chain for traceability system. Mr Tan commented that most of the farmers in Singapore, Malaysia and Philippines get their feed from the distributors and the group has assessed that risk is involved in this stage of the supply chain and should be included in the supply chain for traceability. Mr Vincent opined that the farmers should be responsible for the feed receiving condition, and information regarding the feed can be captured at the farm. However, he also agreed with the group that if the country does not have a feed mill and farmers tend to get their
feed from local distributors or overseas supply, it is reasonable to include distributor in the supply chain flow diagram.
The meeting eventually agreed on a finalized flow diagram of traceability of aquaculture products. This flow diagram, as shared to the participants by Chief, MFRD programmes, serves to illustrate the various essential components of a basic traceability system.
This information such as the various stakeholders, as well as critical information required in each chain, will be utilized for the drafting of traceability reference guide which is one of the deliverables of this project.
The final flow chart for aquaculture products in the ASEAN region is as shown below:
Flow Diagram for aquaculture products to be reflected in the ASEAN guidelines
Distributor
Chemical / other feed suppliers
Hatchery
Middlemen
Exporters Retailers
Feed miller
Farm
Processors