IPAS Business Processes and Workflows. Gregory Sadyalunda Project Manager, IP Offices Business Solutions Division

Transcription

1 IPAS Business Processes and Workflows Gregory Sadyalunda Project Manager, IP Offices Business Solutions Division

2 Pillars of Business processes & Workflow automation 61 Institutional framework legal framework ICT infrastructure Business level

3 Institutional Framework 62 Effective departmental/functional-areas coordination Centralized, accountable modernization authorities Direct, regular access of modernization authorities to the leadership of the IPO

4 63 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

5 64 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

6 65 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

7 Sources of Business Processes & Workflows IP Legislation / Laws Administrative Procedures / Implementing Regulations

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9 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

10 Key factors in workflow automation Legislation / Administrative Procedures / Regulations Technology Resources Experience Performance Measures Needs Assessment Managed Processes Communication Commitment Scope

11 The Big Picture Workflow & Supporting Resources Law File Type Application Type Application Subtype User Document Type Office Document Type Business Process Workflow National Trademark National Process Trademark Trademark Madrid Process Madrid Industrial Property Act of 2009 Design Design Process Patent Utility Models ARIPO Patent ARIPO Process National P. Process Patent National Patent PCT Patent PCT Process

12 IPO Business Process and Workflow Overview IPO Business Process Global Overview Applicant IP Office Other Stakeholders Application Filing IPO BUSINESS PROCESS Formal Exam Examination Amend Registration Certificate Notification Publication Journal Publication Await Registration Data Exchange

13 Process vs. Organizational Structure Reception Search Examination Registration Maintenance after registrations This process passes through five department before completion

14 One Macro process vs. Micro processes

15 Background of IPO Business Services Classic Hierarchical vs. Matrix Structures 74 Hypothetical IPO Organization Structure 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 Head of Section, Search & Examination Head of Section, Documentation & Publications Head of Section, ICT Head of Section, Finance Head of Section, Administration Senior Training Officer Senior Copyright Officer Senior Legal Officer Senior Examiner Senior Documentation & Publications Officer Senior Systems Administrator Senior Finance Officer Senior Administrative Officer Training Officer Copyright Officer Legal Officer Examiner Documentation & Publications Officer Systems Administrator Finance Officer Administrative Officer Personal Assistant Assistant Training Officer Personal Assistant Assistant Copyright Officer Integrated Business Processes & Services Head of Formalities Examination Personal Assistant Assistant Publication Officer Assistant Systems Admnistrator Personal Assistant Assistant Finance Officer Assistant Administrative Officer Senior Secretary Senior Administrative Assistant Senior Secretary Formalities Examiner Senior Secretary Senior Clerk Senior Technician Senior Secretary Senior Finance Assistant Senior Administrative Assistant Secretary Administrative Assistant Secretary Assistant Formalities Examiner Secretary Clerk Technician Secretary Finance Assistant Administrative Assistant

16 Step by Step formulation of processes & Brainstorming in General workflows Brainstorm milestones: Application received Application formally examined Application substantively examined Application published Application opposed Application rejected Application registered Opposition succeeded Link milestones / steps together

17 Results of a brainstorming session Application formally examined Application substantively examined Application published Application opposed Application received Application rejected Application registered Opposition succeeded Opposition failed Results of a brainstorming session

18 Example Brainstorming session - Uganda

19 Example Brainstorming session - Malawi

20 Law types

21 Files types

22 Application types

23 Application subtypes

24 File Sequence

25 Document Sequence

26 Registration types

27 Codes for Actions and statuses

28 User document types

29 User document types

30 Relationship types

31 Codes for person identification numbers

32 Codes for Representatives

33 WIPO PUBLISH Gregory Sadyalunda Project Manager, IP Offices Business Solutions Division

34 WIPO Publish - Integration Indexing RESTful Communication

35 WIPO Publish Regional Configuration 94 Office A Office B Other IP Administration Systems Office C Scheduled Automatic Download and update