Guidance for electronic monitoring form: arrangements for 2007

Please note that planned inspections which fall outside the monitoring period, i.e. 1 January to 31 March 2008, should be reported as in-year changes (IYCs).

To complete the return, open the monitoring form template and enter the following information on the cover sheet:

• From the 'Return Type' menu select: 'Quarterly Jan-Mar';
• From the 'Year' menu select: '2008';
• In the comment box at the foot of the cover sheet we request that you state the period covered by the return. Suggested wording: 'This return covers the period 1 April to 31 December 2007';
• Complete all other sections on the cover sheet as normal;
• Sections 2 (Inspection data), 3 (Enforcement action), 5 (Complaints) and 6 (Sampling) (and Section 7 if Port Health Authority) to be completed as normal;
• Please note that although there are now reduced reporting requirements under Section 6 (Sampling - page 3 of Annex C of the "Changes to the monitoring of food law enforcement by local authorities" letter below refers). Users of the existing electronic monitoring form will need to continue to provide the same level of breakdown as before so that the Agency's database can read the product total lines. The total lines are reliant on the completion of the product lines.

For 2008/09, the new Local Authority Enforcement Monitoring System (LAEMS) will be introduced. Under LAEMS you will no longer be required to submit an inspection plan. However, you will still need to produce a 12 month plan to use when deciding on the resources required for food law enforcement and to notify elected members.

Please note that planned inspections which fall outside the monitoring period, i.e. 1 January to 31 March 2008, should be reported as in-year changes (IYCs).

Local authotities can provide the Agency with this information in one of two ways:

• By completing and submitting the appropriate Microsoft Excel pro forma for the services provided by the authority (i.e. for food hygiene or food standards or both) available below.
• When submitting the returns to the Agency, provide the relevant in-year changes information in the text of the covering email.

Returns should be submitted to the Agency no later than 29 February 2008.

It was agreed as part of the consultation exercise that submitted returns must carry proof of 'sign-off' at Head of Service level (or that of an appropriate officer). We suggest that when submitting the returns appropriate text is provided in the covering email stating that the relevant officer has seen and approved the returns for submission to the Agency.

Local Authorities are requested to continue submitting returns via email to la.monitoring@foodstandards.gsi.gov.uk:

Monitoring Branch
Enforcement Division
Food Standards Agency
Room 411C
Aviation House
125 Kingsway
London WC2B 6NH

An annual validation exercise will no longer be appropriate.

The Agency requests that any data printouts used to compile the monitoring returns are kept for 12 months. These reports will aid Agency staff at any subsequent audit.

Please note: The tables for feedingstuffs data 2.3, 3.3, 3.4, 6.3 and 6.4 should no longer be completed. The letter to local authorities below, 'EC Official Control in Animal Nutrition: Returns on National inspections for 2004 and 2005' sets out the requirements for feedingstuffs data for the 'interim' period whilst the full review of the monitoring system takes place.

Should you have any queries on the above, or on any other aspect of the food law enforcement monitoring system, please do not hesitate to contact a member of the Monitoring team.

Geoff Deville
tel: 020 7276 8412
email: geoff.deville@foodstandards.gsi.gov.uk

Michael Harding
tel: 020 7276 8427
email: michael.harding@foodstandards.gsi.gov.uk

Akki Khan
tel: 020 7276 8419
email: akki.khan@foodstandards.gsi.gov.uk

Gosia Patyjewicz
tel: 020 7276 8544
email: malgorzata.patyjewicz@foodstandards.gsi.gov.uk