Memorandum submitted by the Embassy of
Finland (H 12)
USE OF NATIONAL BOVINE DATABASE IN PREMIUM
Organisations and their role with animal registration
system in Finland
Ministry of Agriculture and Forestry (MAF) is
the competent authority in charge of: I&R-systems of animals
(Veterinary and Food Department) and Support schemes (Department
of Agriculture). Information Centre of the Ministry of Agriculture
and Forestry (TIKE) offers technical services for MAF. It manages
most of the IT-systems of MAF (but not bovine database). Agricultural
Data Processing Centre Ltd (ADPC) is a private company owned by
several agricultural organisations and companies. It manages the
technical operation of bovine database, under supervision of MAF.
It also manages registers of advisory service (milk recording
History of bovine database in Finland
Finland made the decision to join EU in November
1994. The work to create bovine database was started right after
that. The first bovines were registered in February and major
part of the bovines were tagged and registered in May 1995. Practically
all bovines (also the old ones) were tagged and registered by
the end of 1995. It was possible to do the work so fast, because
the bovine database was based on the already existing production
control database. National legislation on bovine I&R-system
was given in March 1995 and revised in 1999. In June 1995 ADPC
published first version of Elmer PC-program, which the farmers
can use to manage their herd information in bovine database.
The number of active herds is 31,000 and it
is decreasing slowly. Number of alive animals is 1.1 million and
the total number of animals is about 3 million. There are 400,000
calves born each year and the total number of transaction (notifications
of births, buying and selling) is about 1.1 million/year.
Data input to the register
Data input is done by keepers, advisors, abattoirs
and animal traders. The keepers can use following ways to input
data: form sent in by mail or fax, phone call to live operator,
telephone (automatic VRS-system), Internet and PC-program. Half
of the keepers' transactions come through the automatic systems.
Advisors use mainly PC-program. Abattoirs and animal traders can
use forms, PC-program or FTP-transfer from their own IT-system.
Reports to keepers
All the keepers receive a complete list of all
animals (official record) once a year and always when they receive
new eartags. The keepers also receive a list of transactions every
other month. The idea of this is to give the keepers more up to
date information regarding their herd information in the register.
In addition to the actual list of transactions (all attempts of
submitting information to the register) there are two other parts:
list of animals in the herd during the period and list of failed
transactions and incomplete data in the database (points out the
things to be corrected).
The cost of registration
Keeper pays 22 FIM (3.7 Euro) per cow. This
includes registering the cow, updating the information in the
database when needed, two eartags (Allflex, France) and free eartag
replacements (if the original was lost).
Utilisation of the bovine database in support
Currently the bovine database is used in support
scheme management in following ways:
1. Cross-checks for support schemes. All
the suckler cow and special premium animals are checked against
the bovine database in following respects: is animal registered,
is age of the animal correct, is sex of the animal correct, is
breed of the animal correct and has the animal been on the holding
for the whole retention period.
2. In the slaughter premium (EU) the eligible
animals are selected from the bovine database. Farmer does not
need to indicate the animals on the application form. He/she just
registers as an applicant. The eligible animal has to meet following
conditions: the animal is registered properly by the keeper, keeper
has made selling notification and abattoir has made slaughter
notification to the database.
3. The animal density in the extensification
premium (EU) is calculated using the information in the bovine
database. Farmers receive a calculation of the number of animal
units in their herd every other month as a part of the list of
4. National aid for alive bulls and heifers
and slaughtered bovines is calculated from the bovine database.
For the next year (2001) Finland is considering
following new ways of utilising bovine database in support scheme
1. Prefilled suckler cow premium application
forms. The eligible animals would be selected from the database
and their information would be printed to the application forms.
These forms would then be sent to the farmers. From the prefilled
list the farmer would select the cows he/she wants the premium
for and add any other animals (in case he/she has new, not yet
registered cows in the herd).
2. Special premium paid on the bases of
slaughter information in the bovine database.
Instructions and application forms
are prepared in February-March.
Application forms returned to the
municipalities during June.
Retention periods end during December.
Advance payment of 60 per cent is
paid in February-March (the following year) and the rest is paid
by the end of June.
No of claims 1,511
No of animals 27,415
Organisations and abbreviations:
MAFF/SP Ministry of Agriculture
and Forestry, Unit for Support Policy, process owner.
TIKE/DM MAFF Information Centre,
Data Management Section, manages the IACS central register and
IACS Municipality program.
TIKE/FM MAFF Information Centre,
Financial Management Section, handles the payments.
EEDC Employment and Economic
Development Centres (16 regional organisations), do the on-the-spot
Municipality There are about
450 municipalities which receive the application forms, record
the application and control data, and make decision of the amount
to be paid.
SCP Suckler Cow Premium.
Process step Measures
Information and guidance
MAFF/SP prepares instructions and application forms
and sends them to the 450 municipalities and also directly to
the farmers who have applied for the SCP before (1.).
Farmer fills in the form and returns it to the municipality
Municipalities receive the forms, make pre-entry
checks and give or send receipt to the farmers (3.). Retention
period is indicated on the receipt.
If mistakes are found in the pre-entry check there
are two options:
in case of obvious error municipality contacts
in other cases the application is sanctioned
the normal way.
The data from the forms are entered in the IACS municipality
Municipalities send the recorded data to the IACS
central register. (5.)
MAFF/SP prepares instructions to the controllers
MAFF/SP organises controller training (done yearly).
MAFF/SP defines the random sampling parameters based
on a risk analysis, and commissions the control procedure, which
includes the pre-defined cross checks. (8.)
TIKE/DM receives the definitions, carries out a control
sampling and runs crosschecks (9.) MAFF/SP accepts or rejects
the sampling and crosscheck results. In the event of rejection,
MAFF/SP makes the definitions once again.
After the data have been accepted, TIKE/DM prepares
control lists and prefilled control-protocols (10.), which are
sent to the EEDCs by MAFF/SP.
Municipalities put payment block on the applications
on the control list.
EEDCs inform the farms about the on-the-spot controls
usually one day before the control visit (max 48 hours before).
EEDC inspectors carry out the on-the-spot controls
and write control reports, which are signed by the farmer and
the inspector. The farmers receive a copy of the report. (11.)
Municipalities record the control data into municipality
PC-program and send them to the IACS central register. (12.)
The correctness of the control data is technically
checked by TIKE/DM (13.) before it is loaded to the IACS central
The correctness of the control data in IACs central
register is checked by the EEDC inspectors (compared with the
control reports). When needed, the municipalities are asked to
make necessary corrections.
Control data are confirmed when no errors are found.
Municipalities remove the blocks on payments using
municipality PC-program. (16.)
Processing claim and calculating payment
The data are checked in the IACS central register
and the municipalities are informed about any non-correct data
found. The municipalities have to correct the errors and re-send
the messages when necessary. (6.)
When all the controls are done, MAFF/SP gives permission
After recording the control results, municipalities
prepare payment messages and send them to IACS central register.
To authorise the payment messages the municipalities send also
telefax-messages to TIKE/FM. (18.)
The payment messages are filtered by TIKE/DM. Municipalities
are requested to correct any errors found. Correct messages are
sent to the TIKE/FM, where the payments are to be processed. (19.)
Making the payment
TIKE/DM sends farmers a notification of the payment
(electronic letter, data is sent by wire to the company that prints
and mails the letters). (20.)
Payments are made to the farmers by TIKE/FM.
Payment sums can be seen in the farmers' bank statements.
Aid decisions are made in the municipalities and
the decision papers are sent to the farmers. (21.)
Accounting and reporting
Monthly declaration table 104 to Commission.
20 October 2000