cbs implementation master plan psc 25 oct
TRANSCRIPT
CBS Implementation Master Plan
25 October 2007
October 2007 Implementation Master Plan 2
Objective• Integrate implementation plan of key stakeholders into overall
implementation plan– Define integration of multiple systems– Schedule deliverables based on business priorities
• Define Implementation approach & Steps
• Define Operational environment for value delivery
• Establish Project Management requirements for implementation monitoring and timely delivery
October 2007 Implementation Master Plan 3
Implementation Master Plan• Priorities, Deliverables, Stakeholder Responsibilities and Schedule
• Operational environment
• Procurement & Creation of EACIS
• Project Plan
• Project Management– Detailed Planning– Implementation Monitoring Approach– Change Control– Project Communications
October 2007 Implementation Master Plan 4
Deliverables
• Streamlined business processes
• EACIS system
• Modifications to SIMBA & KWATOS
• Changes to legal framework to enable electronic transactions & process changes
October 2007 Implementation Master Plan 5
Project PrioritiesReduce Cargo Dwell time at Kilindini by:
Advance submission of sea manifest
Enhance SIMBA support for processing of sea manifest
Integrated & Automated risk management of KRA and OGAs for processing of declarations within minutes
Reduction of physical verification time
Reduction of time for payment of port charges
Streamlining of Exit Procedures at Gates
October 2007 Implementation Master Plan 6
Implementation Phases
• Phase I – Quick Wins [February 2008]
• Phase II – Manifest, Release Order & Consignment Database in EACIS [Contract Alloc + 8 months]
• Phase III – Integrated Risk Management, Export, Transit Railage, Cargo Tracking information [Contract Alloc + 18 months]
October 2007 Implementation Master Plan 7
Phase I – Quick Wins
Deliverable Components of Deliverable ResponsibilitySIMBA is modified to accept new format of manifest KRAShip Agent prepares manifest in format required by KRA andsubmit 72 hours prior to vessel arrival (Note: urgent correctionsrequired to manifest processing within SIMBA)
SA
Ship Agent submits manifest electronically to KRA SAKWATOS accepts electronic manifest from KRA (when EACIS isavailable, manifest is sent to KPA and others by EACIS)
KPA
Interim Risk Management CentreIs established atOne Stop Centre(Kilindini)
The interim risk management centre is an office where staff fromKRA, KEBS, KEPHIS and Port Health are regrouped to assessverification requirements for each consignment. In order to ensuretransparency of process, staff of interim risk management centredo not have contact with declarants.
KRA,KEBS,KEPHIS, PortHealth
KWATOS prints 2 copies of EIR, one to be kept by KRA Customs KPAKRA amends procedures to control gate exit using EIR KRA
KPA provides facilities to accommodate two Customs officerswithin ramp booth
KPA
Verification Shed And Equipment toExpediteVerification
Verification shed with adequate access, space and shelter isavailable for physical verification of consignment. Discharge andloading equipment is available in order to ensure prompt handlingof goods.
KPA
Gate exit atKilindini issteamlined by KRAand KPA
Sea Manifest issubmitted 72 hoursprior to vesselArrival for LongHauls
October 2007 Implementation Master Plan 8
Phase II
Deliverable Components of Deliverable ResponsibilitySIMBA sends electronic manifest to EACIS KRAEACIS forwards electronic manifest to KPA, CFS, RVR.KEBS, KEPHIS, Port Health and Police
EACIS
KPA and RVR receive electronic manifest from EACISWithin respective information system
KPA, RVR
EACIS enables consignee to submit request foramendment to Manifest
EACIS
EACIS transmits request for amendment to Ship Agent EACIS
SIMBA enables online request for amendment (C11) byShip Agent
KRA
SIMBA sends payment authorisation to Ship Agent KRASIMBA allows bank to confirm receipt of payment foramendment to manifest
KRA
SIMBA automatically approves C11 request upon bankconfirmation
KRA
SIMBA transmits C11 electronically to EACIS KRA
Amendments tomanifest areprocessedthrough EACIS
Sea Manifest isdistributed by KRA via EACIS toCBS Stakeholders
October 2007 Implementation Master Plan 9
Phase II continued
EACIS distributes C!1 electronically to stakeholders EACIS
KWATOS processes electronic C11 KPA
Air Manifest SIMBA receives air manifest directly from SITA network
KRA
Electronic Release Order
SIMBA processes manual release status from OGA and issues release / hold status to CF agent and EACIS
KRA
EACIS communicates SIMBA release / hold status EACIS
Consignment Database
Consignment database provides access to status of consignment
EACIS
October 2007 Implementation Master Plan 10
Phase III
Deliverable Components of Deliverable Responsibility
Integrated Risk Management by KRA Customs, KEBS, KEPHIS, and Port Health
SIMBA is enhanced with a risk management module that integrates criteria from respective government controlling agencies to assess risk based on C63 declaration submitted.
KRA (KEBS, KEPHIS, and Port Health)
SIMBA processess C63 and sends Integrated Verification Decision (IVD) to EACIS
KRA
EACIS sends IVD to KPA, KEBS, KEPHIS and Port Health
EACIS
EACIS enables KEBS, KEPHIS, and Port Health to enter respective release status within EACIS database
EACIS
EACIS transmits OGA release status to SIMBA after completion of entry by OGAs
EACIS
SIMBA processes OGA electronic release status and issues release / hold status to CF agent and EACIS
KRA
EACIS communicates SIMBA release / hold status EACIS
October 2007 Implementation Master Plan 11
Phase III continued
Export SIMBA sends IVD to EACIS (only for sea, none for air) • KRA
EACIS Distribute IVD • EACIS
SIMBA sends export certificate to EACIS • KRAEACIS Distributes export certificate • EACISEACIS Distributes loading summaries • EACIS
TransitRailage EACIS receives train schedule from RVR • EACIS
EACIS distributes train schedule • EACISEACIS receives approved RCN • EACISEACIS transmits approved RCN to SIMBA • EACISSIMBA receives approved RCN • KRAEACIS receives & distributes train manifest • EACIS
ConsignmentDatabase
Cargo Tracking information integrated with consignment database
• KRA, EACIS
October 2007 Implementation Master Plan 12
EACIS Operational Environment• Self-Sustaining Entity – Motivation for Success
– Charge for Services– Value for Money & Efficiency of Operations– Ensure responsiveness to Stakeholder / Community needs
• EDI Interchange Agreement– Define role & responsibilities of each party– Define procedures for data exchange– EACIS provides conclusive proof in case of dispute
• Service Level Agreement– Meet or Exceed Performance Targets for Service– Target for Problem resolution – Management alerts
October 2007 Implementation Master Plan 13
System Characteristics• Application Integration: EACIS, SIMBA, KWATOS, Cargo Tracking
System
• Multiple access mode to system
• User registration, administration, and billing
• Data exchange / Messages Compliant to international norms– Facilitate information exchange outside of Kenya– Flexible message exchange capability
• EDIFACT, XML, Excel, Word formats
• Security and Confidentiality of information access
• Archiving and Restore capability
October 2007 Implementation Master Plan 14
Procurement• Request assessment from supplier of ORBUS after
finalisation of specs: - November
• Supplier proposal (December) to cover– Compliance to requirements– Extent of changes to ORBUS & new modules– Cost– Schedule Estimate
• Procurement of hardware (and software)
• {Admin Note – Validate approach with World Bank}
October 2007 Implementation Master Plan 15
EACIS
• Initiate creation of organisation once business plan completed (November)
• Decision re. Shareholders & % shareholding
• Recruitment & Setup of premises
• Completion in time for contract signature with supplier
October 2007 Implementation Master Plan 16
Quick Wins• Detailed Plan to implement each of 4 Quick Wins
• Quick wins to be completed by end Feb 2008
• Project Organisation & Responsibilities
• Project Management– Detailed Planning– Implementation Monitoring Approach– Change Control– Project Communications
October 2007 Implementation Master Plan 17
Project Organisation• Detailed Plan of Implementation (Quick Win) – PM &
CPM
• Regular monitoring by PM with CPM / other responsible individuals – Review progress on implementation plan as well as project issues - weekly / biweekly
• Core team from PIT to assist PM in reviewing progress & any issues – biweekly
• PIT meeting - monthly
October 2007 Implementation Master Plan 18
Steps during Implementation• Establish & document new detailed processes within
organisation
• Prior to live operations, run Pilot User phase– Test procedures / system within live environment prior to rollout
• User Survey– After Pilot User phase, assess effectiveness and practical issues
• Adjust procedures / system after Pilot user phase
• Roll-out Live operations
October 2007 Implementation Master Plan 19
Project Plan, Sample Detailed Plan, Issue Tracking & Change Control
• Overall Project Plan
• Sample Implementation Plan for Manifest
• Sample Issue Tracking form
• Proposed Change Control Process