Observational Study Mission (I-OSM)
Observational Study Mission (I-OSM)
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About the I-OSM
About the I-OSM
Description
Description
The I-OSM Program facilitates study and observational visits from one APO member to another on recent developments and best practices in a particular area of interest relevant to productivity promotion. The program allows learning of best practices through dialogues, presentations, and site visits, enabling the sending member to understand the key success factors in implementing new, nationwide initiatives effectively.
Rationale
Rationale
The diverse, unique strengths of APO members offer the potential for collaboration for mutual benefit. The Individual-country Observational Study Mission (IOSM) Program provides opportunities for members to tap each other’s strengths to inspire and guide the development of strategies, policies, and action plans for new initiatives and/or evolving ideas that are critical for development.
Background
Background
The strengths of individual APO members in specific areas of productivity improvement can be adopted by other members, leading to regional multiplier effects.
The IOSM Program provides opportunities for APO members to learn from each other and exchange best practices to address national development needs, implement productivity enhancement policies, and facilitate cooperation. It facilitates in-depth discussions on current productivity topics, effective private-sector strategies and policies, and key success factors in implementing nationwide initiatives. IOSM projects are implemented at the request of APO members, but may be offered proactively by the APO Secretariat through centralized coordination and arrangements between sending and hosting countries.
Scope
Scope
The program comprises orientation sessions, visits to private enterprises and government agencies, interactive discussions, and postmission evaluation on the following topics:
Topics required by the sending member based on national development needs. Where applicable, priority will be given to missions related to the APO Vision 2025, including the centrality of productivity, sustained productivity growth, robust innovation ecosystems, inclusive engagement, and shared prosperity.
Emerging productivity-related trends and issues in the industry, service, agriculture, and public sectors as well as other relevant sectors enabling member economies to be more productive and competitive.
Post-mission activities between the sending and host members.
Objectives
Objectives
Provide a platform for collaborative learning; address critical needs in undertaking national initiatives or productivity enhancement strategies and policies through hands-on learning and exchanges of best practices; and nurture collaborative networks for productivity enhancement among members.
Topics
Topics
National development needs and emerging productivity-related trends and issues in the industry, service, agriculture, public, and other sectors enabling members to be more productive and competitive.
Outcomes
Outcomes
Improved productivity enhancement practices and greater collaboration between APO sending and hosting members.
Duration
Duration
For virtual modality, the maximum project duration is three working days.
For face-to-face modality, the maximum project duration is five working days.
Application Process
Application Process
Application requirements
Application requirements
1. Letter of request addressed to the DAP President
The letter must be signed by the head of agency/organization or authorized official, along with a short background.
This will provide the basis or rationale for the request for observational study mission. APO Tokyo will decide on the basis of this and usually looks at longer-term strategic programs implemented in cooperation with the DAP as the NPO;
2. Filled out I-OSM Application Form
3. Filled out Candidate's Biodata Form of delegates (CBF)
This form may be submitted later upon approval of the I-OSM.
Submission of application
Submission of application
I-OSM application should be submitted through DAP being the NPO. If the application is submitted by an organization or a company other than DAP, the APO must receive an endorsement of the application from the APO Liaison Officer or DAP. The application will neither be processed nor acknowledged by APO until it receives such an endorsement.
The APO Tokyo requires lead time for arrangements and preparations: up to two months for a virtual activity and three months for a face-to-face activity.
All application requirements must be submitted via email to the APO/DAP Secretariat at apodapsec@dap.edu.ph
Deadline for submission
Deadline for submission
First Closing Date: 31 March 2025
Second Closing Date: 30 June 2025
Review of application
Review of application
Applications will be reviewed immediately after receipt by the APO/DAP Sec. The APO/DAP Sec will coordinate with the organizations' representative to request for more information or clarify details in the application, if necessary.
Endorsement of application to APO
Endorsement of application to APO
Once the closing date for submission is reached, the APO/DAP Sec shall process all applications received for Technical Deliberation by the NPO Screening Committee. Applications that pass the NPO screening will be endorsed to APO Tokyo for final deliberation by the APO Screening Committee. Under normal circumstances, the result of the screening is released within four weeks after the closing date for submission.
Notification of screening result
Notification of screening result
The APO Tokyo shall inform DAP of the successful applicants through email. The APO/DAP Sec shall communicate the result to the proponent organization via email. Non-successful applicants shall likewise be notified by DAP through email.
Fees (Participating Country Expense or PCE)
Fees (Participating Country Expense or PCE)
PCEs will apply to selected delegates from large, profit-making organizations (non-SMEs).
The PCE rate is fixed at USD150.00 per participant for virtual modality, and USD200.00 per delegate for face-to-face modality.
The APO Tokyo will notify NPOs concerned before issuing Letters of Acceptance.
PCE is paid directly to APO Tokyo via Bank Transfer.
Participants from government organizations, SMEs, NGOs, and Industry Associations are exempted from PCE.
Financial Arrangements and Requirements (if accepted)
Financial Arrangements and Requirements (if accepted)
To be shouldered by APO:
To be shouldered by APO:
For Virtual Modality
Honorarium for up to two local resource persons.
Translation/interpretation costs, if required.
For Face-to-Face Modality
Airfare: Round-trip discounted economy-class, from one day before and one day after the project. To be booked by DAP through the APO-accredited travel agent. Does not apply to delegates from large profit-making organizations or non-SMEs.
Hotel accommodation (single occupancy): Provided to delegates up to six (6) nights involving five working days. To be booked by the host NPO. All delegates must stay at the designated hotel.
Per Diem Allowance: Provided to delegates up to six (6) days involving five working days, at a rate determined by APO Tokyo. No other allowances (such as for books, clothing, or excess baggage) will be paid. The per diem allowances are provided for the project period, starting from one day before commencement to the final day of the project. No additional allowances will be paid for early arrival or late departure.
Transportation expenses between the airport and hotel and for site visits in the hosting country.
To be shouldered by delegates or recipient organizations:
To be shouldered by delegates or recipient organizations:
Passport: Must be valid at least 6 months after entering the host country. Must have sufficient number of unused pages. Government or regular passport can be used. Delegates are responsible for applying for their own passport.
Visa: Please ensure that the visa is specifically for the purpose of attending the APO project, valid for the entire duration of the project, and is not a tourist visa. Failure to obtain the correct visa may result in denial of entry. In that unfortunate event, the individual must bear the cancellation charges incurred. Delegates are responsible for applying for their own Visa.
Travel insurance: Must have adequate coverage not less than a minimum coverage value of USD10,000.00 to cover accident, illness, hospitalization, death, and specific expenses related to COVID-19 such as medical treatment, extension of stay due to quarantine, emergency evacuation and repatriation expenses, flight rescheduling/ cancellation, travel curtailment, if applicable. Quarantine allowance benefits should be included. Travel insurance may be secured from the APO-accredited travel agent or any service provider.
Delegates are required to submit copies of insurance certificates to the APO Tokyo prior to departure. Neither the APO nor the implementing organization will be responsible for any eventuality arising from accident or illness.
Airfare for delegates from large profit-making organizations (non-SMEs): Round-trip international airfare between the international airport nearest to the delegates’ place of work and project venue. Does not apply to delegates from government, SMEs, NGOs.
Philippine Travel Tax: To be secured from the APO-accredited travel agent. Some government employees/officials, however, may seek exception from TIEZA.
Handling fee for change of flight booking: Delegates will be charged the handling fee if a confirmed flight booking is changed, and air ticket has been issued.
Cost of meal and transportation at the day of arrival: Delegates must pay for their meals and transportation (if airport meeting service is not provided) since the Per Diem Allowance is given during registration on day 1.
Incidental expenses to be shouldered by sponsored delegates:
Incidental expenses to be shouldered by sponsored delegates:
Cancellation Charges for airfare and hotel accommodations arising from delegate withdrawal or no-show after letters of acceptance have been issued by the APO and airline/hotel booking has been purchased.
Any expenses incurred for stopovers on the way to and from the project venue as well as for extra stay at the project venue before and/or after the official project period because of early arrival or late departure, for example, due to either limited available flights or any other reason.
Hotel incidental expenses such as phone calls, consuming mini-bar items, laundry and other services.
Additional expenses, such as food and beverages other than those arranged by the host NPO, souvenirs, and memorabilia, will be on participant’s own accounts.
Expenses for insuring laptop computers and other related consumables and valuables are at delegates’ own expense.
Implementation Policies
Implementation Policies
Selection
Selection
Applications are reviewed immediately after receipt by APO Tokyo. Consideration for approval will include assessments of clear, tangible benefits and impact of the projects for member economies. Submission of I-OSM application does not guarantee selection and acceptance by APO Tokyo.
Stage 1: Implementation of the IOSM
Stage 1: Implementation of the IOSM
IOSM projects comprise orientation sessions, visits to private enterprises and government agencies, interactive discussions, and post-mission evaluation.
Appointment of Coordinator
Organizations receiving the I-OSM shall assign a staff member to be closely involved in all stages of the implementation of the project. The coordinator is expected to perform the following:
Virtual Modality
Coordinate the submission of Biodata Forms (CBF) by delegates.
Give a general overview of the recipient organization/country.
Ensure the complete attendance of delegates during I-OSM sessions.
Face-to-face Modality
Coordinate the submission of Biodata Forms (CBF) by mission members.
Coordinate the visa and travel-related requirements of delegates including travel insurance.
Coordinate the attendance of delegates to the pre-departure briefing to be scheduled by DAP.
Give a general overview of the recipient organization/country.
Ensure the complete attendance of delegates during I-OSM activities.
Composition of Mission Members (Delegates)
I-OSM delegates may comprise senior government officials and policymakers overseeing the industry, service, agriculture, and public sectors, or from other sectors with critical needs.
Delegates may also comprise leaders of top businesses, labor unions, chambers of commerce and industry, SMEs, and women entrepreneurs, as well as those working with people with different abilities.
Each member country may nominate up to 15 participants for virtual activities. For face-to-face missions, the number will be up to six (6) to be sponsored by the APO. Self-financed participants may be considered subject to the approval of the hosting country.
Assignment of Mission Leader
A mission leader will be appointed from among the delegation. The mission leader is expected to lead the group throughout the mission, and prepare/submit all reports required after the project completion. Normally, the mission leader is the highest ranking official or the head representative of the requesting organization.
Coordination with the APO
Coordination with the APO
The DAP must be copy-furnished all communications between the recipient organization and APO Secretariat (Tokyo) for monitoring.
Airfare and travel arrangements
Airfare and travel arrangements
If a delegate holds the rank of minister/vice minister or APO Director/Alternate Director/NPO Head, the APO will provide discounted business-class airfare with all related taxes.
All delegates should take the same flight.
Participants are expected to travel only to the member country approved by the APO.
Participants are not allowed to travel to destinations not covered in the approved project including stays at stopover sites even if it does not entail additional cost to the APO.
In the case of downgrading from business-class to economy-class tickets for any reason, the APO will not cover any compensation or extra payment.
Briefing for the Study Mission
Briefing for the Study Mission
The DAP shall arrange a briefing for mission members on APO's rules, policies, and procedures, one week prior to their departure under normal circumstances. All mission members are expected to attend the briefing.
Attendance
Attendance
I-OSM delegates, especially first time APO participants, are required to attend the Briefing for mission members to be scheduled by the APO/DAP Sec.
If selected delegates becomes unable to attend, they should inform the APO/DAP Sec immediately and provide the reason for withdrawal.
Delegates are required to be punctual at all times and attend all mission activities and sessions.
Delegates are not allowed to engage in any private business activities during the entire duration of the project.
Delegates must Inform and follow the guidance of APO and host NPO if symptoms of infectious disease are experienced.
Delegates are not allowed to bring family members or friends to join during the period of the official program.
Delegates are not allowed to change flight schedule without the permission of APO Tokyo.
Acknowledgement of APO
Acknowledgement of APO
NPOs or beneficiaries are encouraged to issue media releases or feature the I-OSM project on their websites or social media network services. Photographs or copies of such displays and statements should be sent to the APO Secretariat with the evaluation report.
Stage 2: Implementation of post-mission activities
Stage 2: Implementation of post-mission activities
Within three months after the completion of stage 1, the sending and host members may implement the following postmission activities:
Assigning up to two resource persons from the host member to conduct technical assistance services or a follow-up capacity-building program in the sending member on the related topics; or
Conducting a joint program between sending and host members to disseminate the knowledge and best practices learned about during the observational study mission to related stakeholders in the sending member.
Report Submission
Report Submission
The implementation report for stage 1 by the sending member should be submitted to the APO Secretariat within one month of project completion.
The implementation report for stage 2 should be submitted by the requesting member to the APO Secretariat within one month of project completion.
The timely submission of reports may be taken into consideration during the screening process of future applications for I-OSM projects.
Expense reimbursement and mission postponement/cancellation
Expense reimbursement and mission postponement/cancellation
Organizations receiving I-OSM must settle all financial charges such as PCE*, cancellation charges, and other expenses not covered by APO/NPO, once the APO has issued the Invoice. The payment will be made directly to APO Tokyo through bank transfer.
If the mission is unable to be completed, the recipient organization must inform the DAP, NPO of the host country and APO Tokyo promptly of the reason for the postponement/cancellation. Last-minute postponement/cancellation is likely to result in the host country incurring unnecessary expenses as well as creating administrative and coordination issues and therefore must be avoided. The timing of the project and the program are to be strictly adhered to by all parties concerned. Under no circumstances, the organizers must postpone or cancel the mission without prior agreement in writing from APO Tokyo.
In the case of a cancellation by the recipient organization after the issuance of the Letters of Acceptance (LA) to the participants, the concerned organization is requested to meet all the costs associated with the cancellation (airfare, hotel reservation, logistical arrangements, etc.).
Self-financed delegates are expected to shoulder the cost of their own visa, travel insurance, round-trip airfare, hotel accommodation and travel-related expenses.
IOSM Policy is based on the Implementation Procedures for APO In-country Programs effective from 27 January 2025.
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