IPAS Business Processes and

Workflows

Gregory Sadyalunda

Project Manager, IP Offices Business Solutions Division

Pillars of Business processes & Workflow

automation

Institutional framework

legal framework

ICT infrastructure

Business level

61

Institutional Framework

Effective departmental/functional-areas

coordination

Centralized, accountable modernization

authorities

Direct, regular access of modernization

authorities to the leadership of the IPO

62

Legal Framework

Development of an effective legal framework for the

digital environment

Enforcement of the laws and regulations

Regulations addressing online transactions

Security regulations and establishing an enabling

framework

Public dissemination policies

WIPO Assistance on automation of IPOs

63

ICT Infrastructure

ICT infrastructure is a prerequisite to IPO

modernization

Modernization best served by establishing a common

technological direction that applies to all functional

areas of the IPO

Development of guiding principles: establishment of

federated enterprise architecture

Development of Standards

Consideration of WIPO Standards on data structures,

publications, & exchange

Infrastructure & Information security

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Business Level

Transform the way an IPO conduct business

by becoming more client-centric, more

transparent and accountable

Significant changes in the existing work

practices of IPOs essential

Capacity building

Change management

Communication and marketing

65

Sources of Business Processes &

Workflows

IP Legislation / Laws

Administrative Procedures / Implementing Regulations

Key Reasons for Workflow Automation

To introduce greater efficiency / Improve productivity

To improve service

To reduce operational costs

To improve organizational agility

To improve visibility of processes

To meet regulatory requirements / legal compliance

issues

To deal with integration on issues around legal systems

Key factors in workflow automation

Legislation / Administrative Procedures / Regulations

Technology

Resources

Experience

Performance Measures

Needs Assessment

Managed Processes

Communication

Commitment

Scope

The Big Picture – Workflow & Supporting

Resources

DesignIndustrial Property

Act of 2009

Trademark

Patent

Trademark

Utility Models

Patent

Madrid

National

Trademark

PCT Patent

National Patent

National Process

Madrid Process

Design Process

National P. Process

PCT Process

Law File Type Application Type

Application

Subtype User Document TypeOffice Document

Type Business Process Workflow

ARIPO Patent

ARIPO Process

IPO Business Process and Workflow

Overview

Formal

ExamExamination Publication

Amend

Await

Registration

Ap

plic

an

tIP

Offic

eO

the

r Sta

ke

ho

lde

rs

IPO Business Process – Global Overview

IPO BUSINESS PROCESS

Application Filing

Registration Certificate

Notification

Data ExchangeJournal Publication

Process vs. Organizational Structure

Reception

This process passes through five department before completion

Search

Examination

Registration

Maintenance after

registrations

One Macro process vs. Micro processes

Background of IPO Business Services – Classic

Hierarchical vs. Matrix Structures

Chief Executive

Director Training

Director Legal &

International

Cooperation

Director Technical

Director

Administration &

Finance

Head of Section,

Training

Head of Section,

Copyright

Head of Section,

Legal

Examiner

Senior Examiner

Head of Section,

Search &

Examination

Head of Section,

ICT

Head of Section,

Finance

Head of Section,

Administration

Head of Section,

Documentation &

Publications

Senior Training

Officer

Senior Copyright

Officer

Senior Legal

Officer

Training Officer

Copyright Officer

Legal Officer

Senior

Documentation &

Publications

Officer

Documentation &

Publications Officer

Senior Systems

Administrator

Systems

Administrator

Senior Finance

Officer

Finance

Officer

Senior

Administrative

Officer

Administrative

Officer

Assistant Training

Officer

Assistant

Copyright Officer

Head of Formalities

Examination

Assistant

Publication Officer

Assistant

Systems

Admnistrator

Assistant

Finance Officer

Assistant

Administrative

Officer

Formalities

Examiner

Personal

Assistant

Senior

Administrative

Assistant

Senior

Technician

Senior

Finance

Assistant

Senior

Administrative

Assistant

Administrative

Assistant

Assistant Formalities

Examiner

Technician

Finance

Assistant

Administrative

Assistant

Personal

Assistant

Senior

Secretary

Secretary

Personal

Assistant

Senior

Secretary

Secretary

Senior Secretary

Secretary

Senior Clerk

Clerk

Personal

Assistant

Senior

Secretary

Secretary

Hypothetical IPO Organization Structure

Integrated Business Processes & Services

74

Step by Step formulation of processes &

workflows Brainstorming in General

Brainstorm milestones:

Application received

Application formally examined

Application substantively examined

Application published

Application opposed

Application rejected

Application registered

Opposition succeeded

Link milestones / steps together

Results of a brainstorming session

Application

received

Application

formally

examined

Application

substantively

examined

Application

published

Application

opposed

Opposition

succeeded

Opposition

failed

Application

registeredApplication

rejected

Results of a brainstorming session

Example Brainstorming session - Uganda

Example Brainstorming session - Malawi

Law types

Files types

Application types

Application subtypes

File Sequence

Document Sequence

Registration types

Codes for Actions and statuses

User document types

User document types

Relationship types

Codes for person identification

numbers

Codes for Representatives

WIPO PUBLISH

Gregory Sadyalunda

Project Manager, IP Offices Business Solutions Division

WIPO Publish - Integration

Indexing

RESTful

Communication

WIPO Publish Regional Configuration

94

Other IP

Administration

Systems

Office A Office B

Office C

Scheduled

Automatic

Download and update