International Civil Aviation Organization The Fourth Meeting of the APANPIRG ATM Sub-Group (ATM /SG/4) Bangkok, Thailand, July 2016

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1 ATM/SG/4 WP /07/2016 International Civil Aviation Organization The Fourth Meeting of the APANPIRG ATM Sub-Group (ATM /SG/4) Bangkok, Thailand, July 2016 Agenda Item 9: Any other business (including Election of Officers) AIR NAVIGATION COMMISION REPORT REQUIREMENTS (Presented by The Secretariat) SUMMARY This paper presents information on the report writing requirements established by the Air Navigation Commission under an authority from the ICAO Council. 1. INTRODUCTION 1.1 The Air Navigation Commission agreed (198-5) to establish an Ad Hoc Working Group on PIRG and RASG Reports to develop guidance on the content and structure of the regional meeting reports and to discuss with the Secretariat and group meeting chairpersons the most appropriate method to ensure effective communication. 1.2 As a result of the Ad hoc Working Group s consideration, report writing guidelines were established to improve the readability and effectiveness of PIRG and RASG outcomes. 2. DISCUSSION 2.1 The main changes for the ATM/SG emanating from the Ad Hoc Working Group are the way in which the Conclusions and Decisions are presented. According to the ANC, Conclusions should be: clear and understood stand-alone. They should be developed applying the principles of specifying Who, What and When of the action in the Conclusion text. They should be preceded by a paragraph that includes a brief rationale for the conclusion the Why. 2.2 Following are examples of Conclusions in the format already developed by the Secretariat in 2015 for the Fourth Inter-Regional Co-ordination Meeting (IRCM/4) on Interface Issues between the Asia/Pacific (APAC), European and North Atlantic (EUR/NAT) and Middle East (MID) Regional Offices of ICAO (Bangkok, Thailand, 14 to 16 September 2015): Action IRCM 4/03 Processing of PfA regarding the eanp Recognizing the common challenge to reconcile the FIR boundaries with different data, the APAC and MID Offices will process PfA of Volume I of the eanp for formal approval before the end of 2015 without Tables ATM I-1 (FIRs) and SAR I-1 (SRRs). Why: During the development of eanp, different data on FIR boundaries and SRR boundaries were identified. In coordination with ANB/HQ it was agreed that PfA of Volume I of APAC eanp and PfA of Volume I of MID eanp would be processed without Table ATM I-1 and SAR I-1. When: December 2015 Who: APAC RO EUR/NAT RO MID RO ICAO HQ

2 ATM/SG/4 WP /07/2016 Action IRCM 4/06 : Regional Aviation Structure APAC RD will recommend to D/ANB to work towards evolving a single Regional Aviation Structure incorporating the current PIRG and RASG responsibilities in order to avoid compartmentalization, increase efficiency, optimize the use of resources and address aviation systems as a whole. Why: RASG and PIRG under the current structure work independently through coordination in between. In the long run it was felt a single regional structure would increase efficiency, optimize the use of resources and address aviation systems as a whole. When: 2016 Who: APAC RO EUR/NAT RO MID RO ICAO HQ Action Item IRCM 4/07 Advanced Inter-Regional ATS Route Development Task Force(s) a) APAC Office will present IRCM/4 WP-APAC/7 to the RGDE meeting in Sochi, Russia (October 2015); b) The APAC Office, in coordination with the EUR/NAT Office, will conduct a preparatory meeting of 1-2 days in association with the RGDE meeting in March 2016 which will include International Organizations such as CANSO, EUROCONTROL IATA, IBAC, IFATCA and IFALPA, plus key States such as China, Russia and the United States to discuss the Task Forces; and c) The APAC and EUR/NAT Offices will coordinate as necessary to support the conduct of Advanced Inter-Regional ATS Route Development Task Force(s) commencing in the Second half of 2016 (MID Office will be coordinated with as required). Why: To support the implementation of Block 1 and advanced PBN specifications and aircraft capabilities with end-to-end planning for reduced fuel and emissions, and better utilisation of aircraft due to reduced sector times. When: a) October 2015 (APAC RO) b) March 2016 (APAC RO and EUR/NAT RO) c) 2016 (APAC RO and EUR/NAT RO) Who: APAC RO EUR/NAT RO MID RO ICAO HQ Action Item IRCM 4/08 Annex 11 provisions related to Contingency Planning The APAC Office will request D/ANB to consider to review Annex 11 provisions related to Contingency Planning, including further development and updating of Annex 11 Attachment C, such as, format, content, procedure for approval/amendment etc. Why: To provide clear guidance for States to establish contingency planning in harmonized manner with neighbouring States/Region. When: December 2015 Who: APAC RO EUR/NAT RO MID RO ICAO HQ Action Item IRCM 4/09 ATS data sharing in China, Mongolia and Russia The APAC RSO will write a letter through APAC RD to China, Mongolia and Russia to conduct a meeting to discuss ATS data exchange. Why: In order to initiate ATFM capabilities among China, Mongolia and Russia for efficient operation on Europe Northeast Asia traffic, ATS data exchange is needed. When: 2017 Who: APAC RO EUR/NAT RO MID RO ICAO HQ APAC RSO 2

3 ATM/SG/4 WP /07/2016 Action Item IRCM 4/13: Aeronautical Data Management APAC RD will request D/ANB to expedite improvements in managing aeronautical data by: a) amending Annex 11 to remove the differentiation between RNAV and conventional routes, upper and lower airspace routes and domestic and international route designators; b) providing access to the ICARD ATS Route allocation system for all 7 Regional ROs; and c) updating the ICARD system and ICARD Guidance Material to provide improved and detailed procedures to users in areas such as rejection of requests for specific 5LNCs and their validation before publication. Why: To allow the Regional Offices to better manage aeronautical data, amendments are required to the Annex 11 and ICARD system. When: December 2015 Who: APAC RO EUR/NAT RO MID RO ICAO HQ Action Item IRCM 4/15: SAR Inter-Regional Cooperation To support the work of SAR Task Forces in the EUR/NAT and MID Regions the APAC Office will provide a copy of the Asia/Pacific SAR Plan to the EUR/NAT and MID Offices and will support the EUR/NAT and MID Offices with clarification of relevant SAR issues with regard to the development of their regional SAR Plans. Why: To provide an enhanced SAR capability framework across regional boundaries to maximise harmonisation and interoperability. When: December 2016 Who: APAC RO EUR/NAT RO MID RO ICAO HQ Action item IRCM 4/16: Interregional workshop about Integration of Digital AIM, MET and ATM Information through B1 modules a) The APAC, EUR/NAT and MID Offices will jointly hold an interregional workshop in 2017 to address prerequisites, benefits and costs of digital integration of AIM, MET and ATM, governance and transition issues, based on a SIP; b) MID RD will request in 2016 a SIP proposal for the interregional workshop to be held in 2017; c) EUR/NAT Office will request in 2015 a SIP proposal for an interregional IWXXM workshop in 2016 (Action Item 4/14 refers); and d) The APAC Office will pursue the seminar on SWIM for the APAC Region in Why: The IRCM/4 agreed on the benefit to hold an interregional workshop in 2017 about B1 FICE, B1 DATM and B1 SWIM to harmonize the regional implementations based on ICAO global provisions. All regions will benefit from mutual expertise. When: a) 2017 (APAC, EUR/NAT, MID ROs b) 2016 (MID RO) c) 2015 (EUR/NAT RO) d) 2016 (APAC RO) Who: APAC RO EUR/NAT RO MID RO ICAO HQ 3. ACTION BY THE MEETING 3.1 The meeting is invited to: a) note the information contained in this paper; and b) discuss any relevant matters as appropriate.. 3

4 International Civil Aviation Organization AN-WP/8993 6/11/2015 WORKING PAPER AIR NAVIGATION COMMISSION REPORT ON PROGRESS OF THE AD-HOC WORKING GROUP ON PIRG and RASG REPORTS (Item No ) (Presented by the Chairperson of the Ad-hoc Working Group on PIRG and RASG Reports) SUMMARY This paper presents the progress made by the AHWG as well as proposed guidance on the content of PIRG/RASG meeting reports and a proposed process to be adopted by the ANC for reviewing these reports. Action by the Air Navigation Commission is in paragraph 6. COORDINATION ANB Headquarters, Regional Offices and PIRG/RASG Chairs. *AN Min *C-DEC 199/06 REFERENCES C-DEC 201/05 *C-DEC 202/04 This working paper relates to Strategic Objectives for safety and air navigation capacity and efficiency. Principal references 1. INTRODUCTION 1.1 The Air Navigation Commission agreed (198-5) to establish an Ad-hoc Working Group on PIRG and RASG Reports to develop guidance on the content and structure of the regional meeting reports and to discuss with the Secretariat and group meeting chairpersons the most appropriate method to ensure effective communication. The AHWG consisted of 6 ANC members, the C/IMP/SAF and the C/IMP/AN (once appointed). Other interested Commissioners attended some of the meetings which were announced via the ANC calendar and At its first meeting, the AHWG established the high level principles that would guide its work and created a work plan. The group met a further 3 times to progress the work plan. The AHWG also met twice with relevant Regional Office staff: once with the Regional Directors about halfway through the project and once with the Deputy Regional Directors towards the end of the project. In addition to this,

5 2 regular consultation with the Regional Offices was coordinated by the C/IMP/SAF. Consultation with group chairpersons was coordinated by the Regional Offices. A SharePoint site contains all relevant documentation and meeting minutes. 1.3 This paper presents an outline of the work of the AHWG as well as the draft proposals for consideration by the ANC. 2. DISCUSSION 2.1 The ANC had repeatedly expressed the view that it was difficult to get a good sense and understanding of the real difficulties in implementing SARPs and Guidance Material solely from reading the PIRG/RASG meeting reports. In some cases it was impossible to read all of the material, and as a result important information might not be recognised by the ANC. Furthermore, it is imperative that the ANC remains cognisant of current safety and air navigation concerns as well as GANP and GASP implementation issues so that the work programme can be adjusted and prioritised in order to provide adequate assistance and guidance to stakeholders. Another outcome of the ANC review should be to facilitate the sharing of best practices. 2.2 PIRGs and RASGs are established by the Council, which has expressed specific views on what it wanted to be presented with in terms of the ANC s review of their meeting reports. This formed an important element of the AHWG s review. Concurrently, the ANB is aiming to update the way it stores, analyses and presents such information. Therefore it was considered timely to review both the report content and presentation as well as the manner in which the ANC reviews the material The AHWG decided that it would produce two deliverables: a) Guidance for the Regional Offices on the format and content of meeting reports. It was agreed that this should be kept as short as possible and in a format that can easily be incorporated into the regional groups procedural handbooks. b) A proposal to the ANC on how it can better review the meeting reports. 3. DRAFT GUIDANCE ON FORMAT AND CONTENT OF PIRG/RASG MEETING REPORTS 3.1 The primary audience of the PIRG/RASG meeting reports are the States and Internatioal Organisations. All regions are different in nature and the modus operandi of the meetings and report style is therefore also different. However, one element all meetings have in common are action items referred to as Conclusions and Decisions. The guidance aims to ensure that these are clear and that any action for ICAO is clearly identified. The guidance also introduces a report cover sheet, prepared by the Secretariat that contains a brief summary of the main conclusions of the meeting and the main concerns of the region. The draft guidance had been shared with Regional Offices and group chairpersons and the majority of their feedback incorporated. The draft is presented at Appendix A.

6 3 4. DRAFT PROCESS FOR ANC REVIEW OF PIRG/RASG MEETING REPORTS 4.1 During its review of the meeting reports, the ANC should be able to focus on the top items preventing achievement of GASP and GANP objectives, those preventing implementation of SARPs, and issues of global significance. These are also the issues that the Council are interested in. In addition, the ANC will also need to determine any impact on the Air Navigation Work Programme (ANWP) and to develop and assign new job cards if required. 4.2 The report cover sheet will assist with this and support the analysis of the report contents. The AHWG considered the possibility of inviting the regional offices and the group chairpersons to provide a short presentation to the ANC Working Group for Strategic Review and Planning (SRP) via remote participation using the conferencing technology in the Chamber. This would be followed by a discussion via the remote conferencing technology on the main outcomes of the PIRG/RASG meeting. The SRP will then propose any amendments to the ANWP or job cards to the ANC. The draft process is presented at Appendix B. 4.3 The AHWG felt such a two-way dialogue with the regions would be the best way for the ANC to stay up-to-date with significant implementation challenges and best practices, and for the regions to explain special issues of concern and receive feedback from the ANC. There are, however, a number of important elements that need to be in place for this to work effectively: a) The remote conferencing technology must work effectively and reliably. If this is not the case we will be wasting the time of persons joining the meeting remotely. b) Commissioners must be prepared to engage in a meaningful discussion about the report content. Failure to do so will give the impression that the material is not of interest to the ANC. c) Time differences with some regions will mean that we ask regional office staff and group chairpersons to work outside of their normal hours. In order to meet our colleagues halfway, it is proposed that the SRP can be held before or after normal office hours once or twice per year. No translation will be needed, however there will be an overtime requirement for the IT/conference staff and some ANB staff. 5. NEXT STEPS 5.1 The AHWG proposes to implement the guidance regarding report content and format with effect from 01 January As the APAC region is the most challenging in terms of time difference and distance, the AHWG proposes to trial the report review process with the APAC region s meeting reports in the 201 st session. The draft process will be reviewed and amended based on the experience gained, and this will inform further roll-out of the trial to other regions meeting reports during A full review will be held during the 203 rd session.

7 4 5.3 In preparation, the AHWG proposes to take the following actions: a) With assistance from Conference Services Unit, conduct a trial of the remote conferencing technology in the Chamber with three-way calls from two different States (including at least one Regional Office) in December b) Produce guidelines for meeting participants on the mechanisms of using the remote conferencing technology as well as outlining meeting protocols using remote technology by January c) Commence the trial during an SRP meeting using remote conferencing with the APAC region in the 201 st session. d) Assimilate feedback and review guidance material. e) Ammend the ANC Policies and Procedures Handbook. 6. ACTION BY THE AIR NAVIGATION COMMISSION The Air Navigation Commission is invited to: a) Note the report of progress made by the AHWG on PIRG and RASG Reports; b) Agree that the proposed Guidance on format and content for PIRG/RASG meeting reports (Appendix A), as may be modified, be distributed to the Regional Offices and will be implemented as of 01 January 2016; c) Agree that the Draft Process for ANC review of PIRG/RASG meeting reports (Appendix B), as may be modified, be trialled starting in the ANC 201 st Session; d) Note the implementation issues as outlined in paragraph 4.3; and e) Agree to the next steps to be taken by the AHWG as outlined in paragraph 5; --- END ---

8 5 APPENDIX A Draft Guidance on format and content for PIRG/RASG Meeting reports: 1. Report Cover Sheet: In order to support the analysis by the ANC of the report, the Secretariat is requested to prepare a brief summary of the main conclusions of the PIRG/RASG meeting report. This summary is normally informal and not a part of the report. The cover sheet should contain the following: a. A summary of the main conclusions of the meeting, including current progress and specific concerns and challenges 1 of the regions in the context of the discussions of the meeting. b. Why are these of specific concern and what actions are being taken? Any other points that the Regional Office/ANB specifically wishes to draw to the attention of the ANC, such as inter-regional and intra-regional PIRG/RASG coordination issues, SARP implementation issues and the implementation of best practices or issues that could be of a global nature. 2. Drafting of Conclusions and Decisions a. Conclusions should be clear and understood stand-alone. They should be developed applying the principles of specifying Who, What and When of the action in the Conclusion text. They should be preceded by a paragraph that includes a brief rationale for the conclusion the Why. b. The text of Conclusions and Decisions should be summarised separately in a table which includes the Who, What and by When. Conclusions that were considered by the meeting to require action from ICAO HQ should thus be clearly identifiable. Examples of such conclusions are those considered to require action on SARPs or have relevance for other regions. c. Draft Conclusions and Decisions proposed by contributory bodies which are subsequently accepted by the PIRG/RASG plenary meeting should be included in the PIRG/RASG meeting report and the table summarising the Conclusions and Decisions. 3. Publication of report a. The final report should be published within 45 days of the meeting in the languages used at the meeting and should be made available on the ICAO web site without password protection. b. In cases where the PIRG/RASG plenary does not meet on an annual basis, the ANC should receive from the Secretariat an annual update on the PIRG/RASG (e.g. GREPECAS PPRC meeting reports). 1 These could be in the areas of Safety, Efficiency, Capacity or Interoperability.

9 6 APPENDIX B Draft Process for ANC review of PIRG/RASG meeting reports Presentation of PIRG/RASG meeting reports: a) The report cover sheet is a way for the Secretariat to present the reports and support the analysis of the contents b) Regional Offices and PIRG/RASG Chairpersons will be invited to provide a short (15 minute) presentation to the ANC Working Group (SRP meeting) via remote participation. Typical content would include a verbal summary and a Regional Office view of the region s State of Affairs in terms of Safety and Air Navigation in the context of the PIRG and RASG reports. Discussion and analysis: 1. The ANC studies the reports in a SRP meeting. If the regional offices and /or meeting chairpersons can participate, the meeting will be held using the remote conferncing facility installed in the ANC Chamber. A one-off CG or the AHWG may review the report in advance to ensure a meaningful discussion can take place. 2. Particular attention should be given to items where it is suggested by the report that ICAO HQ should take action. 3. Regional Offices will be offered the opportunity to discuss (via remote participation) the above and the main outcomes of the PIRG/RASG meetings with the SRP. 4. Amendments to Air Navigation Work Programme (ANWP): Based on suggestions from the meeting reports (ref summary table) and the discussion, the SRP will consider whether any action should be proposed (e.g. Amendments to the ANWP or Job Cards). The SRP Chair will note those in the SRP report. 5. ANC meeting: A subsequent ANC meeting will include a short agenda item to review the SRP report without going through it in detail. This will ensure that any actions are contained in the ANC minutes (such as changes to the AN-WP, job-cards, information to Council, feedback to PIRG/RASG, information to other PIRG/RASGs) Progressing efforts and developments by the PIRGs/RASGs should also be noted in the minutes. Feedback to the Regions will be via the discussion in the SRP, the SRP report and the ANC minutes, delivered to the Regional Office by the ANB. 6. ANC Annual report: On an annual basis, the ANC will review all SRP reports pertaining to PIRG/RASG meeting reports and provide a consolidated report to Council. The meeting report cover sheets will be referenced in preparing the consolidated report.

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