Kenya Electronic Single Window System

Transcription

1 [KENYA TRADE NETWORK AGENCY] STANDARD OPERATING PROCEDURE Kenya Electronic Single Window System Prepared by Kenya Trade Network Agency (KENTRADE) August 30, 2013 The purpose of this document is to present the Standard Operating Procedures (SOP) for the above mentioned Procedures facilitated through the Kenya Electronic Single Window System (KESWS)

2 ACKNOWLEDGEMENTS The Kenya Trade Network Agency (KENTRADE) would like to thank the Stakeholder organizations who collectively contributed to the development of this Standard Operating Procedure document. This guidance document would not have been actualized without their knowledge, time and effort. DISCLAIMER While all the efforts have been made to ensure that the document is error free, KENTRADE welcomes any omissions identified after finalization of the document. Mention of trade names or commercial products does not constitute endorsement or recommendation for use. 1

3 STANDARD OPERATING PROCEDURE APPROVALS: Revision Number: 1.0 Effective Date: 31 st October 2013 Approved by Trade Facilitation Manager: Daniel M. Kiange Sign: Date: Approved by Project Director: Amos Wangora Sign: Date: 2

4 1. Introduction 1.1 Purpose The purpose of this Standard Operating Procedure (SOP) document is to describe the standard procedures to be followed by the Kenya Electronic Single Window System (KESWS) users. Procedures must be in place to ensure the accountability, traceability, and consistency of activities while using the Single Window System. Once signed-off and approved, the SOPs document will serve as a roadmap to assist stakeholders in the use of KESWS. The procedure should be easily accessible to the users who interact with KESWS or the Stakeholders systems one way or the other. The SOP should be used in conjunction with the KESWS user guide that provides specific details regarding use of the KESWS. 1.2 Scope This SOP document highlights the procedures having a bearing on international trade and logistics procedures i.e. import, export and transit related transactions. 1.3 Document Convention The document captures the procedures using elaborate descriptions of the step and also presents graphical representation of the steps. The following process/steps symbols are used: Process Diagram Symbol Meaning An activity within a process Process Start and End Decision

5 Process Diagram Symbol Meaning Single document or Product Electronic Data Direction of Process flow 1.4 Context Diagram The context diagram defines the boundary between the Kenya Electronic Single Window System and its environment, showing the entities that interact with it including the Payment Gateway and the other Stakeholder systems. This diagram is a high level view of the system and having an understanding of the modules will put the SOPs to perspective. The diagram is as follows: Traders lodge Documents Kenya Electronic Single Window System (KESWS) Regulatory Agencies Process lodged Docs Clearing Agent TRADENET Shipping Line/ Agent OGA Release updates Query Risk Profile KPA KWATOS KRA SIMBA Importer/Exporter Request MD & CD Approval OGA Module Response hit profle Risk Management Module MD & CD Approval/ Rejection Risk Parameters Payment Gateway Government Agencies PPB TBK Port Health KEPHIS HCDA DVS KEBS 1

6 1.1 KEBS quality inspection and approval of imported consignments Procedure SOP.. Title: KEBS quality inspection and approval of imported consignments Procedure Revision No: Effective Date: 31/10/2013 Issued By: TRADE FACILITATION MANAGER Date: 31/10/2013 Approved By: KEBS Date: 31/10/2013 A. OVERVIEW: CD is submitted to KEBS by the importer/clearing agent through KESWS. For those consignments that require pre-inspection as configured in the KEBS PVoC matrix, the CD is automatically routed to the KEBS PVoC office for uploading of CoCs. The KEBS inspectors (Checking officers & Inspectors) approves or rejects the CD based on document examination, validation and consignment inspection as applicable. B. SCOPE OF PROCEDURE: This procedure prescribes the activities of KEBS quality inspection and verification of imported goods at the ports of entry to ensure that the said goods meet the requirements of applicable Kenya Standards/approved specifications. C. RESPONSIBILITIES: C.1 The importer/clearing agent is responsible for submission of CD and making any applicable payments to KEBS through KESWS. C.2 The KESWS is responsible for automatic routing of the CD to the KEBS PVoC office for consignments requiring CoCs. C.3 The KEBS PVoC office is responsible for uploading the CoCs to KESWS C.4 KEBS inspectors at the point of entry (checking & Inspection officers) are responsible for document examination, validation and consignment inspection as applicable. 2

7 C.5 KEBS inspectors at the point of entry (checking & Inspection officers) are responsible for updating the approval/rejection status in KESWS C.6 The National Payment Gateway shall be responsible for receiving applicable KEBS payments and updating the payment status in the KESWS. D. REQUIREMENTS System integration between Designated Banks and KESWS. E. DEFINITIONS E.1 KEBS- Kenya Bureau of Standards E.2 CD- Consignment Document E.3 PVoC- Pre-Export Verification of Conformity to Standards E.4 CoC- Certificate of Conformity E.5 IDF- Import Declaration Form E.6 KESWS-Kenya Electronic Single Window System 3

8 F. PROCEDURE: 4

9 G. STEPS The steps below describe activities pertaining to KEBS quality inspection and approval of imported consignments; details of interaction are available in the KESWS user guide. G.1 Creation and Submission of CD The importer/ clearing agent shall complete the CD, attach IDF (where applicable) and submit the application in KESWS. The KESWS shall generate a consignment reference number for the CD. G.2 Routing of CD to KEBS PVoC Office The KESWS shall automatically route the CDs to the KEBS PVoC Office portal for those consignments that are subject to PVoC. G.3 Uploading of CoC to KESWS CD The KEBS PVoC office shall view importer/clearing agent requests (CD applications)on their KESWS portal, search for corresponding CoCs /Diamond mark permits/exemption letters and if available upload the same to the KESWS. G.4 Document Examination and Validation Upon receipt of a passed declaration (entry)notification KEBS CO/IO at the point of entry shall carryout document examination and validation for all consignments whether PVoC covered or otherwise. The KEBS CO/IO shall query the application or seek additional information from the importer/ clearing agent as may be applicable. G.5 Payment of Applicable KEBS charges KEBS CO shall determine KEBS charges where applicable and update the CD in the KESWS. The importer/ clearing agent shall then make the necessary payment through the National payment gateway. After receiving payment, the bank shall update the payment status through KESWS. G.6 Consignment Inspection KEBS CO shall determine whether or not to undertake physical inspection of the consignment based on the prevailing risk profiling. In the event that the goods require inspection, the CO shall approve the CD and flag it for 5

10 examination/premise inspection. The IO shall then carryout such inspections in accordance with KEBS inspection Procedures G.7 Consignment Approval/Rejection KEBS CO/IO shall approve or reject the application based on the outcomes of Steps G.4, G.5 and G.6 and update the status in the KESWS. The system shall then automatically notify importer/clearing agent via of the consignment approval/ rejection decision. 6