CBS Implementation Master Plan PSC 25 Oct

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


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


Deliverables

• Streamlined business processes

• EACIS system

• Modifications to SIMBA & KWATOS

• Changes to legal framework to enable electronic transactions & process changes


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


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]


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


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


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


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


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


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


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


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}


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


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


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


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


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

Documents

CBS Implementation Master Plan PSC 25 Oct