Project Steering Committee

Meeting No. 312th March 2013

Intrasoft International Presentation

Project Steering Committee Meeting No. 3 (12 March 2013) 1

Support to the Establishment of Single Window for Export, Import and Transit Procedures in the

Republic of Tajikistan

Overall Expected Project Results 1. SW IS Development and Testing

• Project Plan• Detailed specification (SRS) • System software developed• Training Plan

2. SW IS Pilot Implementation • At SUE SW office and two SW agencies• Including the same two SW agencies in two regional centres

3. Replication of SW IS • Roll out to all planned regional centres • All involved SW agencies at all those regional centres

4. Warranty and Support Services• Support, training and correction of faults and bugs in the SWIS• 6 months after system goes live

Project Steering Committee Meeting No. 3 (12 March 2013) 2

Structure

3Project Steering Committee Meeting No. 3

(12 March 2013)

Overview of Project Plan

Project Steering Committee Meeting No. 3 (12 March 2013) 4

Start Date 12th June 2012

2012 2013 2014

June Dec June Dec

End Date 11th April 2014

Inception Phase Elaboration (Design) Phase

Construction Phase Pilot Implementation

Transition Phase Business Process Re-engineering

Project Phases

• Inception 12 Jun 12 11 July 12• Elaboration 16 July 12 9 Jan

13• Construction 2 Jan 13 1 Aug

13• Transition 19 Jul 13 11 Apr 14

– Installations 19 Jul 13 14 Aug 13– Pilot 15 Aug 13 15 Oct 13– Complete 16 Oct 13 20 Dec 13– Warranty 23 Dec 13 11 Apr 14Project Steering Committee Meeting No. 3

(12 March 2013) 5

Progress to date• Inception Phase – completed• Elaboration (Design) Phase – completed

– SRS approved by SW Coordination Committee– Detailed Technical Design completed– Equipment distribution approved by SWCC– Technical Specifications approved by Minister

• Construction Phase – development underway• Business Process Re-engineering – underway• ICT equipment tender being launched

Project Steering Committee Meeting No. 2 (12 March 2013) 6

Activities since Meeting #2• Project website “live” in next few days• Press release in progress for after this meeting • Six month “Interim Report No. 1” submitted to EU Delegation• Further SRS Consultation Events with Stakeholder Groups• Presentation to the Brokers Association in Dushanbe• Khujand Mission (stakeholder presentation, preparation with

2 pilot agencies (Pharmaceutical and CCI), training needs assessments)

• Web Application development and presentations / consultations on the User Interface to stakeholders

• Steps to defining/formalizing interfaces with UAIS, BRIS (Tax Committee) and Commercial banks

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Elaboration Phase Documentation Deliverables

1. Service Desk and Fallback Procedures (Submitted)2. Acceptance Testing Plan (Submitted)3. Development of Training Strategy, Methodology and

Environment (Submitted)4. Pilot Implementation Plan (Submitted)5. Maintenance and Support Implementation Plan (Submitted)6. System Replication (Submitted)7. DTD and ATS were re-submitted for acceptance

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The Construction Phase• Development of the SWIS Application Software

– Core System Development– System User Interface development

• UAIS • Business Registration System (Tax Committee)• Commercial banks• GIZ (SIMBASE)

• Documentation of SWIS application software and all delivery activities

• Business Process Re-engineering activities

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Construction Phase (151 Days) 2 January 2012 - 1 August 2013

• Development 7 Jan 13 17 June 13

• Test SWIS (FAT) 18 Jun 13 29 Jul 13

• Package/Deliver 30 Jul 13 31 Jul 13

• Documentation 2 Jan 12 30 July 13

• BPO 4 Feb 13 2 May 13Project Steering Committee Meeting No. 3

(12 March 2013) 10

The Development Activities

• Develop the Application software • Execute/Pass Factory acceptance Tests and

Deliver FAT report• Produce test data• Deliver deployable package

Project Steering Committee Meeting No. 3 (12 March 2013) 11

The Development Activities (Cont.)

• Progress Infrastructure (Completed)• User Interface Prototype (Completed)• Database Design (Completed)• Workflow demo (Completed)• Web applications (In

progress)(with User Interface)

• Service Implementation (In progress)• Integration (In progress)Project Steering Committee Meeting No. 3

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The Development Activities (Cont.)

• Integration with GIZ/SIMBASE system– Communication established– Initial discussion about the technical solution.– Technical proposal will be submitted soon.– Will cover 3 agencies in Dushanbe.

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Construction Phase Documentation Deliverables Due

• Training Plan Fri 15/3/13• Training material Fri 26/7/13• User Manual (UMN) Mon 29/7/13• Administrator Manual (AMN) Mon 29/7/13• Installation Procedures (IPR) Mon 17/6/13• External Interfaces Tue 30/7/13

Project Steering Committee Meeting No. 3 (12 March 2013) 14

Business Process Analysis and Optimization

1. SW Agencies selected for BPA and BPO • State Assay Supervision (A11)• Service of the State Supervision of Pharmaceutical Activities (A3)• Service of the State Sanitary and Epidemiological Supervision (A2)

2. Approach:

The analysis (BPA) is done in sequence for all three Agencies involved: A11 - > A3 -> A2; Following the Analysis the Re-engineering phase will begin.

3. Methodology and Work PlanA detailed methodology and a working plan were developed, outlining the main implementation phases of the process analysis and reengineering effort.

Project Steering Committee Meeting No. 3 (12 March 2013) 15

Phases of BPA and BPO

Phase I: Business AnalysisDuring the Business Analysis phase the “As Is” processes are assembled through flow charts; Bottlenecks, delays, complexity, idle assets etc. are brought forward; The strategic business processes to be reengineered are identified.

Phase II: Process ReengineeringIn this phase, actual reengineering begins. A number of brain storming sessions areheld held with Project Team, SUE and other stakeholders, where current business processes are critically analyzed to determine non value adding activities and identify excess control and check, always with trader value as a focal point. Project Steering Committee Meeting No. 3

(12 March 2013) 16

Phases of BPA and BPO

Phase III: Blueprint Blueprinting phase involves modeling workflow and information requirements, of new business processes. New organization structures, human resource need, performance monitoring and compensation, technological needs, will be outlined.

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BPO Progress to date• Preliminary (kick-off) meetings with SW Agencies’

administrations were held. • Process Champions (BPR contact persons) were appointed in

each of the selected SW Agency. • According to the Working Plan, the BPR team accomplished

the process documentation and data collection in the State Assay Supervision (A11): the issuance of the Certificate of Conformity, Licensing and Special Registration was done.

• The process documentation and data collection has started in the Service of the State Supervision of Pharmaceutical Activities (A3)

Project Steering Committee Meeting No. 3 (12 March 2013) 18

The Transition Phase

• Installation of Pilot Environment Infrastructure(Hardware, software and training preparation)

• Pilot Implementation (Training, testing, rectification, site acceptance tests,

final SLA with each SW agency)• Supervision of all equipment installation

activities• Replication of the SWIS across all sites• Warranty period

Project Steering Committee Meeting No. 3 (12 March 2013) 19

The Pilot Activities

• Installation of Pilot Environment Infrastructure• Supervision of all equipment installation

activities.• Deployment of SWIS.• Testing at Pilot sites.• Running SWIS in parallel with existing manual

procedures.

Project Steering Committee Meeting No. 3 (12 March 2013) 20

Main Issues Regarding Pilot

1. Infrastructure 1. In Athens (Server Side).2. Lease required hardware for agencies3. Arrange communication infrastructure

2. Usage of Digital signature

3. Integration with Commercial BankProject Steering Committee Meeting No. 2

(12 March 2013) 21

The Supervision Activities• Supervised supply and installation of Central Servers Mon 09/09/13 Fri 04/10/13

• Supervised supply and installation of workstations and network equipment Mon 09/09/13 Fri

04/10/13• Full load testing. Acceptance and commissioning Mon 07/10/13 Fri 11/10/13• Infrastructure Installation Report Mon 14/10/13 Tue 15/10/13

Project Steering Committee Meeting No. 3 (12 March 2013)

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Potential Extensions of the Project

• Full integration of the SW system software with one or more agency’s processes.– Based on the output of the BPO activity.

• Additional SW certification member (Cotton)

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Open Issues and Risks

1. SW – UAIS Integration. 2. Payments.3. Integration with BRIS (Not technical)4. Need for further elaboration of some SRS

aspects (e.g. User Role/Responsibilities)5. Electronic Signatures.6. Business rules for certification.7. Wrong usage of statistical data produced

by the SWIS.Project Steering Committee Meeting No. 3

(12 March 2013) 24

Open Issues and Risks(SC.01)

1. SW – UAIS Integration. 2. Payments (SW Agencies , Customs).3. BRIS Integration.---------------------4. SW Agencies processing details.5. User Registration.------------6. Electronic Documents.7. Electronic Signatures.

Project Steering Committee Meeting No. 3 (12 March 2013) 25

Summary

• Equipment tender being launched• Service Level Agreement Resolution draft with

MEDT for circulation to stakeholders• Construction Phase is well underway• Basic Assessment of Training Needs at SW

agencies in progress (Further elaboration required)

• Pilot Implementation planning has commenced

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Thank you for you attention

Project Steering Committee Meeting No. 3 (12 March 2013) 27