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Simplifying Trade Processes For Kenya Competitiveness
28th UN/CEFACT Forum
United Nations Conference Centre, Bangkok Thailand26th to 30th September 2016
Single Window Governance & ResilienceCase of the Kenya TradeNet System
By: Eugene WaluvengoManager ICT &
Project Director, Kenya Single Window System
Presentation Outline
KENTRADE
Kenya TradeNet System
Single Window Resilience preliminary thoughts
Single Window Resilience Aspects
Who we are: Kenya Trade Network Agency
A State Corporation
established in January 2010 vide
Legal Notice No 6 of 2011.
Principal Objectives:
To Facilitate International
Trade
To implement,
operationalize and manage
the Kenya Electronic Single
Window System.
Parent Ministry:
National Treasury
Kenya TradeNet System
Kenya TradeNet System is the name of the Kenya Single
Window System.
Important Dates
i. October 31, 2012 – Project Kick off
ii. October 31, 2013 – Kenya TradeNet System go live
iii. May 2, 2014 – Official launch of the System
Number of system users - Over 7,000 registered system users &
over 40,000 importers
38 stakeholder organizations including 29 Partner Government
Agencies (PGAs).
18 Modules & Key Functionalities implemented
Manifest Module
Risk Management
System
Data Validation &
Archive
Desktop Client
Authorization &
AuthenticationTranswork Hub
Trading Partner
Registration
Kenya ESWS System
ePayment Facility
Declaration Module
SW Modules
Crimson Trade Facilitation Suite
KRA
KPA
Inte
rfa
ce
La
ye
r
SIMBA
Standard XML
or EDI
Trading
Community
Banks
OGAs (TBK, HCDA,
KEBS etc)
KE
SW
S P
ort
al
Common Layer
Master &
Consignment Permits
Permit Management
& ApprovalsUCR Management Administration
OGA Permits & License Management
Security & Access Control
WorkflowsData & Management
Information System
Customer
Management SystemMessaging Hub Network Billing System
KWATOS
Standard XML
or EDI
WeighBridge
System
Standard XML
or EDI
ePayment
Gateway
Standard XML
or EDI
System Admin
Notification & Alerts
Reporting Audit Trail
Launch of the Kenya TradeNet System – May 2, 2014
Early Wins
Faster processing of Permits by Government Agencies.
Increased visibility and transparency for Traders.
Enhanced compliance by the Trade Community
Paperless (electronic) application for permits by traders 24/7 basis.
Paperless (electronic) processing and approval of permits by the
PGAs.
Electronic confirmation of Payments and provision of multiple
payments instruments via the KRA payment gateway.
Integrated Risk Management System available for use by the Partner
Government Agencies.
Stakeholders’ Feedback
1. The number of steps in processing applications has
reduced by almost 50%.
2. The average number of documents required for
processing applications has reduced by 30 – 50%.
3. The time taken to process clients requests has reduced
by over 50% in some instances e.g. the Dairy Board.
4. The number of times a client needs to visit a
Government Agency for a single application has been
reduced to zero in a number of instances.
5. Cost savings due to reduced paper work & movement.
CIO100 Awards 2014:
Best Public Sector ICT Project
Preliminary Thoughts
Single Window
A Single Window implementation is a streamlined data
exchange environment that makes use of ICTs.
Single Windows are among the most complex public sector
reform and modernization initiatives.
Single Window Systems often handle documentation on the
critical path of the cargo clearance process
A successful Single Window implementation is one that
consistently meets set objectives
Persistent operation of single windows key for success
Resilience
“Resilience is the ability of a system to absorb disturbances and
still retain its basic function and structure” (Walker and Salt,
2006)
Resilience key to persistent operation of Single Window
systems.
Resilience critical for successful Single Window System
implementations.
Multiple factors contribute to a resilient Single Window
implementation.
Single Window Resilience Aspects
1. Governance Aspects
Governance is key in ensuring both the strategic and operational
success of Single Window Implementations.
A suitable and adequately staffed agency is necessary for operations
of a Single Window system
Human Resource Management important in attracting and retaining
high quality staff
KenTrade is the Government of Kenya owned Kenya Single Window
System operator agency. The Agency’s Board of Directors provides
strategic direction and oversight while the staff handle operations.
Efforts to enhance KenTrade’s organization structure for improved
efficiency post go live of the Kenya Single Window system ongoing.
KenTrade got ISO certified in 2016
2. Business Continuity
Arrangements
Systems withstand adverse changes in their environments when
proper plans for Business Continuity are implemented.
A Disaster Recovery and Business Continuity Plan (DRBCP) is
critical for this purpose.
The DRBCP should be developed by a cross-functional team,
consider all aspects of operations and be driven by business
requirements.
A key aspect of Business Continuity Planning is redundancy (of
components, parts, Hosting sites etc).
KenTrade is continuously acquiring capabilities for Business
Continuity.
3. Government Support
Critical due to the complexity and high cost of implementing and
operating Single Window Systems.
Government support important during and after implementation of
Single Window Projects.
A clear and unambiguous mandate from government backed by
genuine political will is crucial.
KenTrade has been granted a clear mandate by the Government of
Kenya to operate the Kenya Single Window System.
Government of Kenya Support has been instrumental for
resourcing the Agency and in breaking resistance to change.
Change Management issues persist post implementation of Single
Window systems hence need for continued government support.
4. Legal Aspects
A legal framework (LF) needs to be developed and implemented.
LF is the set of measures to address legal issues related to national and cross-
border exchange of trade data required for Single Window operations
(UN/CEFACT, 2009)
Legal aspects to be addresses by the LF include;
i. Legal basis for electronic transactions
ii. Legal Mandates of agencies that intervene in cargo clearance
iii. Conditions for accepting and processing electronic transactions
Implementation of the LF should lead to a more streamlined legal and regulatory
environment to facilitate operations of the Single Window
KenTrade is spearheading efforts to streamline the Legal and regulatory aspects of
cargo clearance documentation in Kenya.
KenTrade has developed a draft Single Window Bill in the quest for requisite legal
provisions for Operations of the Kenya Single Window System.
5. Financial Sustainability
Operating a Single Window System is costly.
Funding required to enable implementation of enhancements to the
Single Window system and to adequately cover operating costs.
A business model often needs to be developed and implemented to
generate the required revenue.
The Government of Kenya is currently funding KenTrade’s operations
& use of the Kenya Single Window System is free of charge.
KenTrade finalizing development of its business model to continually
reduce dependence on Government of Kenya funding.
6. Single Window System
Architecture
The Functional and Technical architecture of the Single Window
System should factor in resilience.
As much as possible, international best practice and open standards
should be applied in the system architecture.
Important architecture aspects include;i. Application Architecture
ii. Security architecture,
iii. Data architecture,
iv. Message standards,
v. Technology Platform
vi. Performance monitoring model
Kenya TradeNet System built using open messaging standards &
international best practice.
7. Stakeholder Engagement
Continuous Stakeholder engagement is necessary to maintain
stakeholder goodwill and support as the Single Window System
evolves.
Continuous Stakeholder engagement ensures that evolving user
needs are understood by the single window operator entity.
Key mechanisms in engaging with stakeholders include;
i. Service Level Agreements (SLAs)
ii. Change Management Plan
iii. Communication Plan
iv. Contact Centre
KenTrade uses the 4 mechanisms above for stakeholder engagement.
8. System Maintenance &
Support Arrangements
Preventive Maintenance (PM) important in forestalling system
challenges.
There are instances of system failure even with diligent PM.
Competent and timely support crucial to minimize system
downtime and degraded performance.
KenTrade carries out preventive maintenance for the Kenya
TradeNet System as per a PM schedule.
Support for the Kenya TradeNet system handled by;
i. KenTrade ICT Team
ii. Single Window System vendor
iii. Hardware & supporting software manufacturers’ Partners
iv. Hardware & supporting software manufacturers
9. Supplier Management
Operations of Single Window systems are significantly affected by the
quality of service of various service providers.
Selection of high quality suppliers is crucial.
It is important to take care of the following key aspects in contracts with
suppliers;
i. Clear definition of expected service levels
ii. Monitoring Mechanism including service review meetings
iii. Compensation for failure to meet minimum service levels
iv. Termination
Suppliers should be treated professionally to attract good service providers
KenTrade ensures contracts are executed for services. Additionally SLAs are
agreed with suppliers for some services.