IPAS Business Processes and Workflows Gregory Sadyalunda Project Manager, IP Offices Business Solutions Division
Pillars of Business processes & Workflow automation 61 Institutional framework legal framework ICT infrastructure Business level
Institutional Framework 62 Effective departmental/functional-areas coordination Centralized, accountable modernization authorities Direct, regular access of modernization authorities to the leadership of the IPO
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
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
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
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 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
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
Process vs. Organizational Structure Reception Search Examination Registration Maintenance after registrations This process passes through five department before completion
One Macro process vs. Micro processes
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
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
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
Example Brainstorming session - Uganda
Example Brainstorming session - Malawi
Law types
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Registration types
Codes for Actions and statuses
User document types
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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 Office A Office B Other IP Administration Systems Office C Scheduled Automatic Download and update