Topics of this session. What is. What is a Business Process? 25/05/2016. Why conduct a Business Process Analysis?

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/0/06 Topics of this session Business Process Analysis to Simplify Trade Procedures Myanmar Capacity Building Programme Training Workshop on Trade Facilitation: Global Agenda and Regional Priorities

: Business Process Analysis for TF Graphical Notations: Unified Modeling Language (UML) Summary & Conclusions Session based on the UNNExT Business Process Analysis Guide for the Simplification of

Examples Procedures (including document transactions) of importing processed fruits to Kazakhstan from Kyrgyzstan Export Customs Declaration and Clearance Procedures at the Border Point Applying &

A modelling and analysis of business processes for understanding the current situations and proposing recommendations for improvement.

indicators related to a specified process, e.g. no. of documents, no.

1 /0/06 Topics of this session Business Process Analysis to Simplify Trade Procedures Myanmar Capacity Building Programme Training Workshop on Trade Facilitation: Global Agenda and Regional Priorities Yangon, - May 06 Tengfei Wang Economic Affairs Officer Trade Facilitation Unit Trade, Investment and Innovation Division UNESCAP wangt@un.org What/Why?: Business Process Analysis for TF Graphical Notations: Unified Modeling Language (UML) Summary & Conclusions Session based on the UNNExT Business Process Analysis Guide for the Simplification of Trade Procedures (00/) unnext.unescap.org What is a Business Process? A Business Process is a collection of related and structured activities or tasks that produce a specific service or product. Examples Procedures (including document transactions) of importing processed fruits to Kazakhstan from Kyrgyzstan Export Customs Declaration and Clearance Procedures at the Border Point Applying & Issuing Process for a Certificate of Origin (e.g. as needed to import goods to Azerbaijan) Applying & Issuing Process for a Phyto-sanitary Certificate What is a Business Process Analysis (BPA)? A modelling and analysis of business processes for understanding the current situations and proposing recommendations for improvement. Examples Documenting some existing core processes of an organization in delivering some services to its customers Describing a Standard Procedure, with some exceptional cases Identifying quantitative indicators related to a specified process, e.g. no. of documents, no. of steps, and time/cost of each step Analysis of bottlenecks or redundancies in procedures & documentation Providing recommendations for process simplification or process automation. Why conduct a Business Process Analysis? What are benefits of Business Process Analysis? Business Process Analysis is a practical study to understand attributes of business processes, and their relationships Who involved Procedures and Documents required Related Rules and Regulations Some quantitative indicators

/0/06 Trade Facilitation Improvement Movement of goods in international trade involving at least kinds of flows Seller (Exporter) Physical Goods Buyer (Importer) Trade Our Facilitation Improvement

2 /0/06 Trade Facilitation Improvement Movement of goods in international trade involving at least kinds of flows Seller (Exporter) Physical Goods Buyer (Importer) Trade Our Facilitation Improvement Improvement - Payment Opportunities Efficiency in procedures & document 6 regulatory agencies, 0 business sectors*, handlings e.g. importers, exporters, banks, F/F, Customs Brokers, Information/Documents (up to 00 document types*) Insurance companies, Terminal Operators, Traders Banks Importers Traders Sea Carriers, Airlines, Trucks, etc. Exporters Customs Borkers Customs Department Dept of Fisheries Dept of Agriculture Freight Forwarders Food and Drug Administration (FDA) Other regulatory agencies Ship Agents Transport-Operators Economic Operators Cargo Insurance Carriers Chamber of Commerce Terminal-Operators Port Authority Trucks Airlines * Refering to Thailand Case Documents related to Exportation of Rice (from purchase order until the cargo container leaving the sea port) 6 Documents involving parties, and more than,0 data elements to be filled in. Proforma Invoice (). Purchase Order (9). Commercial Invoice (). Application for Letter of Credit (). Letter of Credit () 6. Packing List () 7. Cargo Insurance Application Form (0) 8. Cover Note () 9. Insurance Policy () 0. Booking Request Form Border Crossing (). Booking Confirmation Border Crossing (0). Booking Request Form Inland Transport (6). Booking Confirmation Inland Transport (8). Bill of Lading (). Empty Container Movement Request (TKT 0) (0) 6. Request for Port Entry (TKT 08.) (7) 7. Equipment Interchange Report (EIR) () 8. Container Loading List (8) 9. Container List Message () 0. Outward Container List () Buy/Pay Docs Transport Docs. Master Sea Cargo Manifest(7). House Sea Cargo Manifest (7). Export Declaration () Regulatory Docs. Good Transition Control List (7). Application for Permission to Export Rice (KP. ) () 6. Sales Report (KP ) () 7. Application for the Collection of the Permit for the Export of Rice (A. ) () 8. Permit for the Export of Rice (A. ) () 9. Application for Certificate of Standards of Product (MS. /) () 0. Certificate of Analysis (7). Certificate of Product Standards (MS. /) (). Certificate of Fumigation (). Application for Phytosanitary Certificate (PQ. 9) (9). Phytosanitary Certificate (). Application for Certificate of Origin () 6. Certificate of Origin (8) * Number in parenthesis is the no. of data elements Thai Case Example Business Process Analysis Guide Day 0 - in Exporting Jasmine Rice from Thailand - 6 days are required for these procedures and documents transaction About 7-8 days needed for document preparation before cargo movement. days Process. Buy - Conclude sales contract and trade terms. Obtain export permit. Arrange transport. Arrange the inspection and fumigation. Obtain cargo insurance 6. Provide customs declaration 7. Collect empty container(s) from yard Time-Procedure Chart Another 7-8 days needed during cargo movement. unnext.unescap.org days days 8. Stuff container(s) 9. Transfer to port of departure 0. Clear goods through customs. Handle container at terminal and stow on vessel. Prepare documents required by importer. Verify the accuracy/authenticity of exported cargo. Pay - Claim payment of goods BPA: the first step to be taken before introducing other trade facilitation measures e-single Window and paperless trading Cross Border Data Exchange National Data Harmonization Document Simplification & Standardization Process Simplification and Harmonization Business Process Analysis for Trade Facilitation 6 What Business Process Modeling A technique for documenting a business process and its attributes Activities that come in a specific order and decision points Actors who perform those activities Defined inputs and outputs of each activity Criteria for entering and exiting the business process Relationships among actors Information flow Associated rules and regulations Quantitative indicators such as number of steps as well as time and cost required to complete a particular business process Why To establish a common understanding about a business process that is shared by all relevant parties To communicate better all aspects of a business process Unified Modeling Language (UML) A set of standard graphical notations for documenting a business process and business requirements Is widely recognized and used among practitioners in business community as well as those in IT and software industry. Allows business domain experts to communicate procedural and documentary requirements with IT implementation or software development team.

Process Participant Process Participant Process Participant n /0/06 Unified Modeling Language (UML) A set of standard graphical notations for documenting a business process and business requirements

3 Process Participant Process Participant Process Participant n /0/06 Unified Modeling Language (UML) A set of standard graphical notations for documenting a business process and business requirements Is widely recognized and used among practitioners in business community as well as those in IT and software industry Allows business domain experts to communicate procedural and documentary requirements with IT implementation or software development team A common language for musician UML Notations for Use Case Diagram Notation Description Actor Represents a role in a particular business process Is labeled with a role name Actor/Role Use Case Use case Represents a business process Is labeled with a descriptive verb phrase Relationship Association Link actors with business processes that they participate in Subject Boundary Boundary Represents a process area Includes the name of a subject boundary on top A common language for electrical engineer UML Notations for Activity Diagram Business Process Analysis (BPA) for trade facilitation Notation Description Initial State Represents the beginning of a set of activities Final Activity State Indicates the completion of the business process Final Flow State Indicates that further activities cannot be pursued Transition Line Indicates a sequential flow of actions and information in an activity diagram Fork (Splitting of Control) Visualizes a set of parallel or concurrent flow of actions Join (Synchronization of Control) Indicates the end of parallel or concurrent flow of activities Object Represents a document or information that flows from one activity to another activity (labeled with the name of a document) Notation Description Swimlane Is used to break up individual actions to individuals/ agencies that are responsible for executing their actions Is labeled with the name of the responsible individual or agency Activity Represents a non-decomposable piece of behavior Is labeled with a name that ) begins with a verb and ends with a noun; and ) is short yet contain enough information for readers to comprehend Decision Represents the point where a decision has to be made given specific conditions Attached with labels addressing the condition on each transition line that comes out of an activities and connects to a decision point or vice versa. A use case diagram showing the scope of the business process analysis project;. A set of activity diagrams; each explains a core business process as represented by a use case in the use case diagram; (together with a set of process descriptions);. A list of trade forms and documents which may be accompanied with s of physical copies;. Costs and time for each procedure;. A time-procedure chart; 6. A list of identified bottlenecks; and 7. Recommendations to improve the business process and/or to-be business process models. Use Case Diagram of Rice Export ) Ship.) Obtain Export License.) Arrange Shipping (maritime) ) Buy.) Arrange Pre-Inspection And Fumigation.) Conclude Sales Contract.) Declare CusDec Importer Exporter (or ) Pay representative).) Terminal Procedure and Customs Exam at Port.) Make Advance Payment.6) Arrange Berthing of Vessel Importer s Exporter s bank bank.7) Arrange Port Clearance for Vessel Departure Ministry of Commerce Private (Directorate of Trade) Bank Customs MCB department ICD Feeder line &/or Box operator Transporter rd party inspector Customs broker Port Customs Ship Transporter.. Transporter delivers loaded container to terminal Port terminal.. Review documents.. Issue security card..6 Receive terminal charges..8 Review documents and issue gate pass..9 Weigh container at export container yard..8 Verify documents and Customs seal Exporter (or representative).. Request for delivery of.. Request loaded container for fumigation.. Prepare for..request security card examination of goods Shipping Instructions Sealed case file from National Customs headoffice Registration Card (ED, EL, Invoice, Packing List) (Original).. Complete challen as in shipping instructions for terminal charges.. Make payment Terminal charges; (lift on/lift off; cargo inspection & labor fees)..7 Prepare to obtain gate pass for container Paid challen 0 challen Shipping instructions (Copy) Equipment interchange receipt..7 Prepare documents for terminal operation procedure rd party inspector Customs department Shipping (at port) Agency Department.. Receive (SAD) the request for fumigation.. Receive documents..0 Register case file.. Check Export License & duty.. Arrange X-ray of cargo (random selection).. Assign Customs exam group (Group A to J).. Fumigate Found correct.. the container(s) Examination of after Customs goods Examination Found Incorrect.. Case file is sent back to the Customs department..6 Sealed container.8) Prepare Shipping Documents SAD Ministry of Finance (Revenue Department) DMA..9 Transport container to the container terminal.. Load the cargo onto the vessel 0 challen..0 Prepare cargo loading list based on mate receipt UMFCCI MPA

/0/06 0 6 0 A Business Process Analysis - in Exporting Jasmine Rice from Thailand - Day 0 6 days required for these

in GMS. Buy - Conclude sales contract and trade terms. Obtain export permit. Arrange transport.

Collect empty container(s) from yard 8. Stuff container(s) 9. Transfer to port of departure 0.

Verify the accuracy/authenticity of exported cargo.

org) Over 0 import and export process cases are included, based on studies conducted since 009 by international

TPAD can help you easily identify the studies related to a specific country Trade Process Analysis Database Data

4 /0/ A Business Process Analysis - in Exporting Jasmine Rice from Thailand - Day 0 6 days required for these procedures and documents transaction days Time-Procedure Chart Process days days Application of BPA in GMS. Buy - Conclude sales contract and trade terms. Obtain export permit. Arrange transport. Arrange the inspection and fumigation. Obtain cargo insurance 6. Provide customs declaration 7. Collect empty container(s) from yard 8. Stuff container(s) 9. Transfer to port of departure 0. Clear goods through customs. Handle container at terminal and stow on vessel. Prepare documents required by importer. Verify the accuracy/authenticity of exported cargo. Pay - Claim payment of goods Some other BPA studies in Cambodia Business Process Analysis (tpad.unnext.org) Over 0 import and export process cases are included, based on studies conducted since 009 by international organizations such as ESCAP, ECE, ADB and their member states. TPAD can help you easily identify the studies related to a specific country Trade Process Analysis Database Data typically available for each trade process case, includes number of steps/procedures involved, stakeholders involved, number and type of documents, activity diagrams, time and cost of the procedures, as well as time-procedure chart. Enables TF practitioners to compare procedures across countries as a basis for making improvement tpad.unnext.org

5 /0/06 Indicators related to Trade Procedures in GMS Export country and product Cambodia Maize Lao PDR - Maize Myanmar Rice Destination No. of days No. of actors involved No. of procedures Type of document s required Cost ($) China Thailand West Africa > Source: ESCAP BPA Study Reports 0-, available at: Comparison of a specific export procedure: apply for Sanitary and Phyto-sanitary Certificate for export of agro-food products Cambodia Lao PDR Myanmar Trading partner China Thailand West Africa Product Maize Maize Rice Number of days required - Documents required i. Phyto-sanitary i. Phytosanitary i. Shipping instructions Certificate application application form ii. National registration ii. Commercial invoice ii. Pakcing list card iii. Packing list iii. Export license iii. Sealed case file from iv. Release container iv. Customs certification Customs v. Fumigation certificate v. Business license from iv. Export declaration Vietniane Capital v. Export license Agricultural Dept. vi. Invoice vi. Commercial contract among importer and exporter vii. Packing list vii. Pro-forma invoice Stakeholders involved i. Exporter i. Exporter ii. Ministry of Agriculture ii. Vientiane Capital Forestry and Fisheries agriculture Division i. Exporter ii. Ministry of Agriculture Source: ESCAP BPA Study Reports 0-, available at: Case : Thailand s Export Process of Frozen Shrimp Example of identifying bottleneck: Thailand s Export Process of Frozen Shrimp Day Authorized Private Inspector Exporter (or Representative) Have product ready for sampling Department of Fisheries days days days days. Buy - Conclude sales contract and trade terms. Have product d and technically examined. Arrange transport. Prepare export permit. Apply for cargo insurance 6. Prepare and submit customs declaration 7. Stuff container and transfer it to port of departure 8. Clear goods through customs 9. Handle container at terminal and stow it on vessel 0. Prepare documents required by importer as listed in L/C. Pay - Claim payment of goods Process Schedule the sampling date Collect Submit Request for Sampling Examine Deliver Request for Sampling Record the result of examination Collect Test Report Free of Test charge Reportbut limited number of inspectors and laboratory facilitycollect Test Report Notify the date for collection Collect Record sampling result Examine Record result of examination Test Report working day -Day Waiting Time working day 0 working days 7 An example of recommendations for improvement of trade procedures Country Processes Recommendations Cambodia- Export of Maize/Cassava Lao PDR Export of Maize Apply for Phytosanitary Certificate Reduce activity. apply for Phytosanitary Certificate from days to days. Apply for Certificate of Origin (COO) All container goes through rigorous security check and scanning at the Port of entry. Issuance of Certificate of origin (COO) can be processed after or simultaneously with the phytosanitary and fumigation certification process. Submission of documents in processes. Reduce activity.7 apply for Certificate of Origin from -day to -day. Customs should use risks based assessment coupled with exporter and freight forwarder profile for selective scanning. Waive mandatory scanning for export. The process of application and issuance of COO should be initiated simultaneously with the application for Phytosanitary and/or fumigation certification. Automation of overall export system is very essential. It will reduce the time taken to travel from one place to another for submission of documents. Benefits of the BPA studies: An example in Cambodia Output of BPA projects in Cambodia was instrumental in raising awareness and building political will for on-going trade facilitation reform The outcome of the studies provided direct feedback for senior policy makers to effect trade facilitation reform, which, in turn, decreased the costs of rice exports Source: Bangladesh- Export of Jute Bags Obtaining SAPTA certificate Obtaining Phytosanitary certificate Obtaining both COO and SAPTA certificates Submission of Export Registration Certificate (ERC) should be removed. Submission of Certificate of Origin (COO) should be dropped One of them should be dropped as both serves the same purpose (showing country of origin)

/0/06 Online Videos to assist learning Summary of this session Applying BPA is essential to identify the bottlenecks of trade facilitation and provide recommendations to removing such bottlenecks and

6 /0/06 Online Videos to assist learning Summary of this session Applying BPA is essential to identify the bottlenecks of trade facilitation and provide recommendations to removing such bottlenecks and streamlining trade procedures. Application of BPA is often cost-effective A variety of BPA training materials and tools are available and maintained by ESCAP countries should take the advantage of them. x9iacag0w9 6

Business Process Analysis for Trade Facilitation

Inception Workshop on Trade and Transport Facilitation Performance Monitoring System (TTFPM): BPA+ Business Process Analysis for Trade Facilitation Mr. Tengfei Wang Economic Affairs Officer UNESCAP wangt@un.org