International Civil Aviation Organization Electronic Filing of DifferencesEFOD

International Civil Aviation Organization Electronic Filing of Differences(EFOD) System and Filing of Differences Task Force (FDTF) Air Navigation Bureau 1

Outline 1. Background 2. EFOD functionalities 3. Principles and Procedures on the Use of EFOD 4. Rollout of EFOD (2011~2013) 5. Filing of Differences Task Force (FDTF) 2

1. Background 3

Obligation under the Convention q Filing of Differences ü Article 38 of Chicago Convention for filing of differences from Standards ü Assembly Resolution 37 -15 for filing of differences from Recommended Practices as well 4

Requirement under ICAO USOAP q Submission/update of Compliance Checklist ü Memorandum of Understanding (Mo. U) signed between ICAO and a Member State regarding USOAP CMA ü Provide information on the implementation of the specific provisions of the relevant Annexes 5

Different forms and means used for collecting similar information Completion of CC Notification of Differences Form 6

Different means of sharing information Compliance Checklist through USOAP Restricted Website Differences through Supplements to Annexes 7

Caused duplicate tasks for States Send Notification Form to ICAO Update Compliance Checklist 8

Need for a single system/database File differences pursuant to Article 38 of Chicago Convention Keep up-to-date compliance checklist pursuant to MOU for USOAP 9

Decision by the Council – March 2011 q Agreed to the initial rollout plan of EFOD (2011~2013) ü Invite States to use EFOD as an alternative means for filing differences to Annexes except Annexes 9 and 17 ü Request States to validate data in EFOD, previously submitted through CC under USOAP q Requested for draft policy on EFOD for consideration by the Council including the following issues; ü Languages to be used, user access, incorporation of A 9 &17 and publication of Supplements, etc. 10

2. EFOD Functionalities 11

Business requirement State to submit/update Compliance Checklist Conduct a preliminary data entry Online/Offline Save as a draft Online NOT shared with other States Submit/Update Compliance Checklist Per Annex To be shared with other States State to file differences Choose Standards only or All SARPs Per Annex Submit official notification to ICAO To be used for Generation of Supplement ICAO to monitor and share information on implementation of SARPs 12

Key Functionalities q States ü Indicate compliance with and/or difference to SARPs with details ü Kill two birds with one stone to meet obligations under CMA MOU and Convention Art. 38 q ICAO ü Review/monitor the level of global implementation ü Generate e-Supplement 13

Electronic Supplement q A dynamic and on-demand research tool on differences from SARPs submitted through EFOD that provides: ü ü A list of States who have verified differences Completeness of data reporting for a selected State Differences per Annex for a selected State Differences of all States per a selected provision 14

3. Principles and Procedures on the Use of EFOD 15

Principles and Procedures on the Use of the EFOD sytem q Considered and approved by Council at its 195 th Session q To be Published by Secretary General in 4 th Quarter 2012 q Table of Contents 1. 2. 3. 4. 5. 6. 7. Introduction/Scope Access to the System Languages Annex Information Compliance/Differences Information System performance References 16

Guiding Principles used in drafting the Procedures q Limited to the use of system q Subject to existing rules and procedures q Approved and maintained by Secretary General q Accommodate all required future functionalities of EFOD q Supplemented by Technical Implementation Plan 17

EFOD Technical Implementation Plan q Strategies involved in allocation of resources for development and implementation of required functionalities of the EFOD system : ü ü A list of required functionalities (Where we want to be) Gap analysis between current and required functionalities Timelines for releasing new functionalities Matrix for measuring system performance 18

4. Rollout of EFOD (2011~2013) 19

Verification of data by States q Jan 2011, CC data from 153 States were migrated into the EFOD system q April 2011, States were requested to: (SL AN 1/1 -11/28) ü Recognize EFOD as an alternative means of filing of differences ü Verify and confirm the data in EFOD which had previously been submitted through CC under USOAP. 20

Incorporation of Annexes 9 and 17 q Annex 9 (Facilitation) ü Completed uploading annex provisions in the system ü Differences information is to be uploaded by the end of 2012 ü States will be informed of taking further for further actions q Annex 17 (Security) ü Will remain pending until additional security controls are implemented in the system 21

Improvement of the system 2012~2013 ~ 2011 For Own State (read/write) 2013 For Other States’ For public (view/research) Difference to Recommendation Differences to State compliance definitions information Differences to Differences/Compliance Standard Database Standard Recommendation Figures & Tables SARPs Database Appendices 22

Improvement of the system (Cont’d) q Preformatted word document üDownloadable and can be worked on offline and put back into online system q Validation feature üworkflow of State’s internal coordination and approval process for completion of compliance checklist and filing of differences q Electronic Supplements üFeature that users can search difference information by Annex provision and/or by States 23

5. Filing of Differences Task Force (FDTF) 24

Background q Not proper functioning of the two requirements regarding differences from ICAO provisions ü According to USOAP report, more than 70% audited States were found to be not satisfactory in fulfilling requirements of filing and publication of differences. Convention Article 38 and Assembly Resolution • Notification to ICAO of ALL differences from Annex provisions Annex 15 • Publication in the AIP of SIGNIFICANT differences from Annex, PANS and SUPPs provisions 25

Establishment of TF q Membership ü ü Established by the Secretary General Chaired by Mr. Luc Lapene from France Members from 14 States and 1 Int’l Organization from all Regions 2 ANC Members and Secretariat members from ANB, ATB, LEB Note): 1 st meeting in 12~14 Oct. 2011 and 2 nd meeting in May 2012 q Deliverables ü Draft policy on the use of EFOD – Completed ü Comprehensive Study on issues regarding filing of differences in general with a view to improving relevant rules and procedures and providing additional guidance to States – In Progress 26

Comprehensive Study on Issues regarding Filing of Differences q Being finalized by FDTF q To be considered by Council at its 198 th Session in 2013 q Table of Contents 1. 2. 3. 4. 5. 6. 7. 8. Executive summary Introduction ICAO’s past efforts Current situation Analysis of differences Known issues Importance and benefits of filing and publication of differences Future strategies and recommendations 27

Known issues ICAO Misleading, inconsistent, insufficient guidance Limited value of States Not at all or not properly file differences Not publish significant differences in AIPs Supplements Frequent Annex Am’t and unrealistic applicability dates Difficulty in comprehen ding and interpreting Annex provisions Lack of States’ commitment Lack of effective national process and procedures Lack of knowledge and expertise 28

Recommendation q Improve and develop ICAO documents q Improve SARPs development and amendment process q Increase transparency of differences information q Enhance assistance programme in cooperation with various entities q Introduce a quality control process wherein ICAO reviews differences and provides timely feedback q Improve the EFOD system to ease the work of States 29

Review 1. Background 2. EFOD functionalities 3. Principles and Procedures on the Use of EFOD 4. Rollout of EFOD (2011~2013) 5. Filing of Differences Task Force (FDTF) 30

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