Guidelines for WP/AR templates

General layout and drafting principles

Use the Excel and Word templates provided on this web page (see on top) to draft your WP and AR. You can also create the WP and AR directly in the DCF IT platform, either from blank documents to download and update offline, or based on existing WPs.

The regional work plans (RWP) do not have a legal template, but a template has been agreed based on the national WP. Most WP guidelines apply also to an RWP.

Keep the layout and numbering of tables and text boxes as presented in the templates. Do not add any tables or text boxes. You may delete tables or text boxes from your WP or AR template, if your Member State does not conduct data collection in sectors covered by certain tables or text boxes.

You may insert diagrams, pictures and formulas into the text boxes and quality annexes. If multiple illustrations are pasted in one place, group them instead of leaving a loose collection. Do not embed editable objects (diagrams, Excel tables etc.).

Indicate by (Y/N) in the summary Table 0 of the Excel file which tables and text boxes are included, and which are not. 

Format of the WP and AR files

Submit your WP and AR in following files:

• the text boxes and quality annexes in a Microsoft Word (or compatible) text file,
• the standard tables in a Microsoft Excel (or compatible) file,
• for the WP, a text document in a PDF file summarising the main changes compared to previous WP.

Quality annexes 1.1 and 1.2 and other supporting information except for the summary of changes should be included in the main WP/AR text documents. Do not provide additional separate files other than the changes summary for the WP, as such documents are less visible in the DCF IT platform. The changes summary may be uploaded as an additional document.

The WP text file should be named as follows: 

• MemberState_WP_Programme-years_Text_Submission-date.docx
• Example: Belgium_WP_2022-2024_Text_ YYYYMMDD.docx. 

The WP tables file should be named as follows:

• MemberState_WP_Programme-years_Tables_Submission-date.xlsx
• Example: Belgium_WP_2022-2024_Tables_ YYYYMMDD.xlsx

 The AR text file should be named as follows: 

• MemberState_AR_Programme-year_Text_Submission-date.xlsx
• Example: Belgium_AR_2022_Text_ YYYYMMDD.xlsx

The AR tables file should be named as follows:

• MemberState_AR_Programme-year_Tables_Submission-date.xlsx
• Example: Belgium_AR_2022_Tables_ YYYYMMDD.xlsx

For plain text use Arial or Times New Roman, font size 11 or 12.

How to fill in the WP/AR tables

Use the Excel templates provided on the DCF website and in the IT platform. There you can create the WP tables based on a previous one and/or based on relevant RWPs.

If a regional WP applies to your country, integrate the RWP content into your national WP. Do not delete or merge any cells; do not add any columns. Add as many rows as you need, but do not add empty rows (e.g. to mark sections in long tables).

The cells colour code:

• white cells = WP cells
• grey cells = AR cells to fill in
• yellow cells = AR cells with formulas; they will update automatically, do not edit

Follow the interactive guidelines (for WP and AR) to fill in the tables. Do not leave blank cells. Use values from the Master Code List, included in the table template drop-down lists, where requested. Where numerical values (number, percentages) are requested, use integer values and avoid numerical expressions (e.g. ‘10-15’, or ‘<60’). If the guidelines allow using ‘NA’ or other specific text, this is the only text allowed in the numerical columns.

When drafting the AR, keep WP tables and text boxes as they are, without modifying their content. Keep only the rows related to the implementation year of the annual report. Explain deviations in AR comments and text boxes where necessary. In the AR text boxes specify  actions your Member State will take to avoid deviations from the WP. Formulate actions concisely; avoid vague and general remarks. 

If your Member State decides to introduce changes to an adopted work plan for years that are not yet implemented, submit an amended WP in due time for the assessment procedure (15. October of previous year). 

Before submitting the WP/AR tables, unhide any hidden cells and clear any filters, as they may hinder the evaluation process.
 

How to link national WPs to regional WPs

Refer to the RWP in text boxes and quality annexes of your national WP as indicated in the WP template. You do not need to copy the text boxes and annexes into you national WP, a clear reference in a separate text box or annex record suffices. 

If the same project or activity is included in several RWPs, refer to it only once in the NWP text or tables, listing all relevant RWPs. 

Copy the RWP table rows applicable to your MS into the national WP tables. Complete with missing national information where indicated: ‘To be completed by MS in the NWP’ and in ‘WP comments’ column. The rows of the prefilled RWP table cannot be altered otherwise when copied to the NWP. For research surveys listed in the RWP conducted by your MS, include one row per sampling activity; if necessary, multiply the RWP rows. 

How to fill in the quality annexes 1.1 and 1.2

For easier navigation, provide subheaders linking the sampling scheme descriptions to WP tables in annex 1.1. Use consistent naming for sampling scheme characteristics. Do not alter the template text in black font. 

Note: Each sampling scheme must have a unique name; duplicated names are overwritten when uploaded to the DCF IT platform. 

E.g. stomach sampling during MEDITS survey and the MEDITS survey cannot be both named 'MEDITS'; two economic census surveys covering different fisheries variables cannot be both named 'CENSUS' etc. 

Consistent naming and codification, compliance with conventions

Apply consistent naming and coding of sampling scheme identifiers, research survey names, fleet segments or clusters, multilateral agreements, gears, species, metiers, fishing grounds etc. throughout the text and tables of the WP/AR files.

Where applicable, use codes and names from relevant tables in the EU MAP decisions and other international conventions, including those agreed by regional co-ordination groups (RCGs). 

If your Member State operates in several regions or participates in several RWPs, present the data collection activities per region and/or RWP. Present the activities outside EU waters grouped per region, and within the region, per main end user (RFMO/RFO/IO): CECAF, ICCAT etc. Follow the same division in the tables and the text boxes.
 

Language

Submit your WP and AR files in English.
 

Revised WP/AR versions during the assessment

Before the STECF assessment, the WP/AR files are screened for omissions and errors. The DCF IT platform performs validation checks automatically, flagging warnings and errors. Current validation rules are displayed in the platform.

The files submitted to the DCF IT platform should be clean of tracked changes. If errors are flagged, you must download the file, correct the errors and reupload the file before the platform allows the submission to EC prescreening level. The warnings may remain in the files.

During the STECF evaluation MS may be asked to resubmit relevant files. The resubmitted files must include the entire WP/AR text or tables. However, when updating through the platform, you may select only the tables and textboxes you wish to update. 

In the tables file, mark all modified sheet tabs and table entries in red font, to facilitate their detection. In the text file sent by email, use tracked changes function to highlight changes. 

The IT platform changes the file version number with each content update. If updates are sent by email, change the version number in front page and Table 0, and add the version number in the file name. Name the revised versions of the WP/AR files following the same rules as for the initial versions (see section ‘Format of the WP and AR files’ above).