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Draft Final Report

ACTS Business Cases and Scenarios Implementation


Phase A of Pilot Implementation
14 November to 16th December 2016
th

Executive Summary

1. Introduction

The implementation of the ACTS Pilot stage is planned to be executed in 3


phases comprising of Phase A System Only site tests of ACTS; Phase B
Parallel Run with existing trucks moving goods, using ACTS
documentation concurrently and Phase C Live Run of a number of
trucks across borders. All three stages have been designed to validate
the electronic exchange of messages based on the agreed processes and
procedures that have been agreed by AMS and to provide a proof of
concept to move forward with the Roll Out in the participating ASEAN
Member States.

The ACTS Business Cases and Scenarios implementation exercise is the


core activity of Phase A of the Pilot Stage. It included extensive desk-
based testing of ACTS, involving the submission of ACTS declarations by
ASEAN Secretariat playing the role of private sector and Customs Officers
in ACTS Customs Offices in all three pilot countries performing the related
actions on the system. The Business Cases and Scenarios were designed
to validate the overall system including procedures, processes, integration
and inter-operability tests in all ACTS modules from departure, transit and
destination offices. The implementation of the Business Cases was also
designed to ensure effective functioning of the communication links
established between the national domains of participating AMS, integrated
as required and including secure delivery of the required messages. The
AMS also gained valuable hands on experience with ACTS and the
handling of various ACTS Business Cases and Scenarios.

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2. Objective of Business Cases and Scenarios Implementation

Implementation of selected Scenarios and Business Cases was the first


phase of the pilot to be implemented after the national ACTS domains of
participating countries had been successfully interlinked. The electronic
exchanges of messages have been tested extensively during the
Conformance Test and User Acceptance Test stages in the national
environment. For the purpose of validating the installed ACTS modules
and associated procedures amongst the AMS, a set of Scenarios was
developed to reflect the processes that would be needed to operate the
ACTS system on a live basis. The Scenarios developed consisted of a
set of typical steps needed to achieve the desired result of a process.
These individual Scenarios were further combined together to form
Business Cases to test different possible situations in performing a transit
movement.

The execution of the Business Cases was designed to ensure the


procedures, processes and exchange of electronic messages as set out in
the ACTS system can be effectively and efficiently applied from point of
departure, through transit and arriving at a point of destination in a
simulated live situation. The simulated procedures during Scenarios
implementation was intended to ensure the successful exchange of
electronic messages, related procedures and processes as agreed by AMS.

3. Business Cases and Scenarios Implemented

A total of 21 scenarios were developed to test the system. These


Scenarios were combined into 21 Business Cases to capture the majority
of the possible variations of the processes and procedures in the ACTS.
The Business Cases and Scenarios implementation was carried out over
4 weeks starting 14th of November 2016 and ending on 16 th December
2016. The Scenario implementation was orchestrated by a Regional
Orchestrator and the ACTS Implementation Team based in ASEC and
coordinated by National Orchestrators based in the national capitals of
participating AMS. At the end of each day the participating AMS provided

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a log report for the Business Cases completed for the day. The log report
captured the implementation process and highlighted any issues arising
and weather the Business Case/s implemented for the day was completed
successfully or otherwise. These reports were shared with all and the
National Orchestrators and team in ASEC to record the issues and resolve
any outstanding issues immediately or after consultation with the relevant
stakeholders. An outcome of this daily reporting is the Jira (software to
track issues, and bugs related to software) report created to capture
issues that needed to be addressed by ACTS Implementation team.

4. Outcome
All the Business Cases (BC) and Business Scenarios (BS) were
implemented as planned. However due some technical challenges some
BCs were no completed and this has been recorded in the Jira report.
These BCs will be completed at a later stage with the installation of a new
version that will take into consideration the issues raised in the current Jira
report.

Main Outcomes
Log Report on the Implementation of Business Cases;
Validation of the processes and procedures;
Identification of bugs in the system;
Identification of process related issues at national level;
Identification of capacity needs at the national level;
Identification of possible network communication issues;
Addressing administrative issues including registration of traders
and redesigning of related documents;
Provided an avenue for participating AMS to familiarize their CA
team on the actual exchange of electronic messages in the ACTS at
the relevant points;
Provided a platform for the participating AMS to test their hardware
installed with the ACTS.

5. Conclusion

AMS together with the ARISE Technical Assistance Programme have


invested considerable time, money and effort in training, hardware
procurement/configuration/setting up and software in development for the

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ACTS. As such, the Business Case and Scenarios implementation is the
first exercise that provided all parties concerned an avenue to test out the
ACTS under their area of responsibility. The outcome and results of the
exercise will be the basis for immediate issue resolution, improvements
and future long term enhancements to the ACTS. These exercises will be
continued if there is a necessity to further validate the system before the
parallel run and the proposed live rollout at a later stage. With the
completion of the Business Case and Scenarios implementation, Phase A
of the Pilot Stage has been successfully completed. The completion of
this stage has also given the confidence to participating AMS to move
forward with the next stage of the pilot.

Full Report

1. Purpose of Document

This report is produced to document the plans, execution processes and


challenges of implementing the ACTS Pilot Testing Phase A. It also
captures the outcome of the ACTS Business Cases and Scenarios
Implementation executed under the ACTS Pilot Phase A. This document is
prepared by the ACTS Business Cases and Scenarios Implementation team
based in the ASEAN Secretariat for the information of the SWGACTS. The
outcome captured in this document will serve as a guide for immediate
improvements to the system in the short term as well as the source of
information for enhancements of the ACTS in the long term.

2. Introduction/Background

The implementation of the ACTS Pilot stage is planned to be executed in 3


phases comprising of Phase A System Only site tests of ACTS; Phase B
Parallel Run with existing trucks moving goods, using ACTS

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documentation concurrently and Phase C Live Run of a number of trucks
across borders. All three phases have been designed to validate the
electronic exchange of messages and the agreed processes and
procedures that have been put in place by AMS. Phase A of the pilot will
also be used as a proof of concept to move forward with the other phases
of the pilot stage in the participating ASEAN Member States.

ACTS Business Cases and Scenarios implementation exercise is the core


activity of Phase A of the Pilot Stage. Prior to Phase A, extensive testing
was commissioned in the three participating AMS which culminated in
completion of Conformance Testing (CT) and User Acceptance Testing
(UAT) requirements. On completion of the CT and the UAT the National
Transit Applications of the three participating countries were linked which
set the foundation for the Business Cases and Scenario Testing.

The objective of the Phase A is to ensure the different procedures and


processes that have been agreed can be implemented using the ACTS
through electronic exchange of messages. It included extensive desk-
based testing of ACTS, involving the submission of ACTS declarations by
ASEAN Secretariat playing the role of private sector and Customs Officers
in ACTS Customs Offices in all three pilot countries performing the related
actions on the system. The Business Cases and Scenarios were designed
to validate the overall system which include procedures, processes,
integration and inter-operability tests in all ACTS modules. It was also
designed to ensure that the communication links established between the
national domains of participating AMS operated as required in delivering
of the required messages.

In getting to this point of Phase A, ARISE Technical Programme and


participating AMS have invested considerable time, money and effort in
moving forward the ACTS. Workshops, training and capacity building
programmes involving the AMS have been completed. These approaches
were used to finalise the related processes, procedures and electronic
messages that formed the core of the Business Cases and Scenario
Implementation.

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3. Description of Phase A Implementation (Approach)

3.1 Pre Implementation Planning

To execute Phase A, a Regional Orchestrator and National Orchestrator


were appointed to coordinate the implementation of the scenarios at
national level and regional level. The National Orchestrator also formed a
team of Customs Officers who had been trained to execute the processes
of ACTS. To execute this phase, all the National Transit Applications
(NTAs) of participating AMS were connected and communication networks
were tested extensively to ensure seamless connectivity.

To kick off the Phase A of the Pilot Stage ARISE produced the following
documents to assist the participating AMS to prepare themselves for the
implementation: -

Overall Plan for Scenarios implementation for ASEAN Customs

Overall Plan for


'Scenarios' Implementation with embedded files.docx
Transit System
Business Cases/Scenarios Schedule
Detailed Guidelines for Execution of Business Cases
Business Cases Implementation Schedule and Roles Required
Roles registration Form
Business Cases / Scenario Implementation Log Report (TH/MY/SG)

These documents were produced by the ARISE team and was aimed to
provide the information and guidance to operationalise Phase A of the
Pilot Stage. However, these documents remained fluid and were revised
as and when needed based on the situation on the ground during
implementation of the Business Cases/Scenario (BC/S).

As a precondition to running Phase A, the ACTS Implementation team


working with the national ACTS team ensured that the NTAs of the
participating AMS were connected and exchanging messages as required
for implementing the BC/S.

3.2 Planning for BC/S Implementation

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There was considerable planning and training carried out at ASEC level on
how the BC/S should be implemented efficiently and effectively. This
included training and brainstorming, among ASEC personnel involved, by
the ACTS Implementation team to familiarise with the ACTS modules and
how they interlinked. Training also included familiarisation with the Trader
Portal and the different forms/screens and information that is needed to
complete the trader declarations including the registration of the
Guarantee. The period was also used to review the trader registration
forms based on the requirements of the Trader Registration System. As a
result, the Trader Application Form, Employee/ Declarant Details and
Authorisation Form and Authorisation Letter templates for Authorising
Customs Brokers were revised. Revised documents embedded as follows: -

EMPLOYEE Letter template Trader Registration


DECLARANT DETAILS AND
fromAUTHORIZATION.docx
Principal authorising
as atbroker
10 11 16.docx
v1.docx

3.3 Implementation Business Cases and Scenarios

For the implementation of the BC/S, 21 scenarios were developed with inputs
from participating AMS, covering registration of traders, declaration at point of
departure, procedures at entry and exit office of transit and office of destination.
These scenarios included normal declarations, Authorised Transit Trader (ATT)
declarations, declarations involving control by Customs Authorities, deviations
and claim recovery procedures. These scenarios were combined to form
Business Cases with varying complexities to validate the processes, procedures
and the electronic exchange of messages within the ACTS. The execution of the
BC/S also allowed the team to monitor the exchange of the required messages
and assess whether all the required messages were exchanged. Each Business
Case was run over four sessions giving each participating AMS an opportunity to
be the country of departure, transit and destination. A point to note is that
although for the Live Roll Out phase of the pilot, Malaysia (MY) would only be a
country of transit, however the sessions also provided MY, an avenue to be the
country of Departure, Transit and Departure as such all the relevant messages
were also exchanged between the NTAs. Attached is the table of Business Cases
and Business Scenarios.

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ACTSPilotBusinessS
cenarios_v0 30with implementation dates as at 5th December.xlsx

The implementation of BC/S kicked off with the registration of traders as


principals. The role of traders in the execution of the BC/S was performed by the
ASEC team. The first two days was spent on completing Trader Application
Forms and Employee/ Declarant details prior to sending it to the appropriate
officer in the 3 participating countries to register the traders and to provide the
Trader Identification Number (TIN) for each of the trader principals. This is a
unique number given to each principal to be recognised as a registered
participant of ACTS. With the TIN, user name and access password, the traders
were ready for making transit declarations. To complete the process, the
registered traders also registered the required guarantee and a Guarantee
Registration Number (GRN) was issued for each guarantee registered. For the
purpose of implementing the BC/S a multiple journey guarantee was registered
with the Office of Guarantee of each participating AMS.

From Day 3, the Business cases were implemented as per stated in the attached
schedule. The implementation of a typical BC starts with the submission of a
declaration from ASEC to the Departure AMS to get the ASEAN Reference
Number (ARN). With the ARN a set of guide lines are sent to all the AMS to start
processing the declaration at all points as required by the BC. This is repeated
for each session taking into consideration the variations that occur. A sample of
the guideline for the implementation of BCs is attached for reference.

BC 7 Implementing
Instructions 22nd November 2016 SG Dep.docx

Following this, the ACTS Implementation team keeps track of the movements and
monitors the messages and actions via the NTAs. Based on the flow of the
transit movements, emails are also sent to the relevant AMS prompting them to
continue with the next course of action. The outcome of each BC is recorded by
AMS in the log report shared daily with ASEC and participating AMS. The arising
issues are then recorded in Excel format as attached.

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ASEAN
BusinessScenarios Draft Final Report Business Cases Implementation clean_SM2.xlsx

System-related Issues that must be rectified are then recorded in a Jira report to
be addressed by the ACTS Implementation team. The ACTS Implementation
team has reported that a new version of the software will be released taking into
consideration the critical issues raised before the parallel run phase. Out of the
21 BCs, the BCs 16,19,20,21 could not be completed as network communication
issues between MY NTA and the NTAs of other participating AMS, prevented the
final discharge of the transit declaration. As at 15 th December the final day of
the BC implementation, the network communication issue was still not resolved.
The BCs that were not completed will be implemented at a later date if time
permits, possibly before the parallel run commences.

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4. Consolidated Results Business Cases and Scenario Implementation as Per Log Report

5.

6. 7. B 8. Business Cases Performed By All Participating AMS 9. Comme 10.Position


D u 13.Thailand 14.Malaysia 15.Singapore nts and
s Issues
i
n
e
s
s

C
a
s
e
18. 19.B 20.Successfully 21.Successfully 22.Successfully 23. 24.
1 S completed completed completed

1
25. 26.B 27.Successfully 28.Successfully 29.Successfully 30. 31.
1 S completed completed completed

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32. 33.B 34.Successfully 35.Successfully 36.Successfully 37.Guarant 40.Jira
ee
1 S completed completed completed register
Registr
ation. ed to
Please
3 address
refer to
comme issues
nt 4
identifie
and 5
of Copy d.
of
Issues
Arising
from
BCs
implem
entatio
n.
38.
39.
41.

42. 43.B 44.Results/ Implementation Status 45.Comments /Issues 46.Position


49.Ses 51.Ses 53.Ses 55.Session 57. 58.
D u
sio sion sio 4
s
n1 2 n3 56.TH - MY
i
50.SG- 52.TH- 54.MY-
n
MY- MY- SG
e
TH SG
s
s

11
C
a
s
e
s

(
B
C
)
59. 60.B 61.Suc 62.Sus 63.Suc 64.Succes 65. 66.
3 S ces pen ces sful
sful ded sful
4
67. 68.B 69.Suc 70.Suc 71.Suc 72.Succes 73.TH had issues with re-fixing 74.Issue
4 S ces ces ces sful seals at the transit office. was
sful sful sful resolved
5
75. 76.B 77.Suc 78.Suc 79.Suc 80.Succes 81. 82.
5 C ces ces ces sful
sful sful sful
6
83. 84.B 85.Suc 86.Suc 87.Suc 88.Succes 89. 90.
6 C ces ces ces sful

12
sful sful sful
7
91. 92.B 93.Suc 94.Suc 95.Suc 96.Succes 97. 98.
7 C ces ces ces sful
sful sful sful
8
99. 100. 101. 102. 103. 104. S 105. 106.
8 BC Succes Succes Succes uccessf
9 sful sful sful ul
107. 108. 109. 110. 111. 112. S 113. 114.
8 BC Succes Succes Succes uccessf
1 sful sful sful ul
0
115. 116. 117. 118. 119. 120. S 121. 122.
9 BC Succes Succes Succes uccessf
1 sful sful sful ul
1
123. 124. 125. 126. 127. 128. S 129. SG reported that the 131.
movement final status did not
1 BC Succes Succes Succes uccessf
reflect as Goods Released
1 sful sful sful ul but instead showed Arrived.
2 Even after SG performed a
Status Request, IE018 was
not received
130.
132. 133. 134. 135. 136. 137. S 138. SG requested to 139.
1 BC Succes Succes Succes uccessf release the declaration

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1 sful sful sful ul automatically if there is no
3 control, after the expiry of the
automatic release time.
140. 141. 142. 143. 144. 145. S 146. 147.
1 BC Succes Succes Succes uccessf
1 sful sful sful ul
4
148. 149. 150. 151. 152. 153. S 154. 155.
1 BC Succes Succes Succes uccessf
1 sful sful sful ul
5
156. 157. 158. 159. 160. 161. U 162. The Declaration 163.
1 BC Unsuc Unsucc Unsuc nsucce Amendment Timer was set to
1 ces essf ces ssful a low period, and it was not
6 sful ul sful possible for ASEC to submit
the amendment of the
declaration in time. Hence as
a result the status of the
movement were set to "Not
Released for Transit".
164. 165. 166. 167. 168. 169. S 170. This MY-SG session was 171. T
1 BC Succes Succes Succes uccessf delayed due to network he ACTS
1 sful sful sful ul connection down. Impleme
7 ntation
Team is

14
working
with
Malaysia
to
resolve
the
Network
issues.
172. 173. 174. 175. 176. 177. U 178. Sessions involving MY 179.
The
1 BC Succes Succes Unsuc nsucce could not be completed as
ACTS
1 sful sful ces ssful their Network Impleme
8 sful communications was not ntation
Team is
working. working
with
Malaysia
to
resolve
the
Network
issues
180. 181. 182. 183. 184. 185. U 186. This business case was 187.
The
1 BC Unsuc Unsucc Unsuc nsucce not completed as the was no
ACTS
1 ces essf ces ssful communication between MYs Impleme
9 sful ul sful and the rest of the ntation
Team is
participating AMS. working
with

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Malaysia
to
resolve
the
Network
issues
188. 189. 190. 191. 192. 193. U 194. This business case was 195.
Unsuc Unsucc Unsuc nsucce The
1 BC not completed as the was no
ces essf ces ssful ACTS
2 sful ul sful communication between MYs Impleme
0 and the rest of the ntation
Team is
participating AMS. working
with
Malaysia
to
resolve
the
Network
issues
196. 197. 198. 199. 200. 201. U 202. This business case was 203.
Unsuc Unsucc Unsuc nsucce The
1 BC not completed as the was no
ces essf ces ssful ACTS
2 sful ul sful communication between MYs Impleme
1 and the rest of the ntation
Team is
participating AMS. working
with
Malaysia
to
resolve
the
Network

16
issues
204.

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205. Outcome of Business Cases Implementation

206. All the Business Cases and Scenarios were implemented as


planned. However due some technical challenges some BCs were
no completed. Technical issues and bugs identified during the
Business Cases Implementation has been recorded in the Jira report
for further investigation and resolution. BCs which were not
implemented will be completed at a later stage with the installation
of a new version that will take into consideration the issues raised in
the current Jira report.
207.
208. Main Outcomes
Log Report on the Implementation of Business Cases.
o Daily log reports were provided by participating AMS capturing
the BS and Scenario that was completed on a daily basis;
o Participating AMS also provided their comments and raised
questions to the ASEC team on issues arising;
o The log reports also provide valuable information for future
enhancements to the ACTS.
Validation of the processes and procedures
o The BCs implementation provided an avenue to validate and
test the procedures and processes as agreed by the SWGACTS
and;
o The BCs implementation also provided customs officials at
different levels and at departure, transit and destinations
points to familiariase themselves with the processes,
procedures and requirements of ACTS.
Identification of bugs in the system
o The implementation of the BCs and scenarios also identified
and exposed bugs in the system that needed to be addressed
in the short term and long term and:
o These bugs identified has been captured in the Jira report and
will be addressed by the ACTS Implementation team in stages
depending on the priority of the issues.
Identification of process related issues at national level
o On completion of phase A pilot, no major issues were reported
on the procedures and processes that was agreed by the
SWGACTS,

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o However, implementation of Phase B (Parallel Run) and Phase
C (Live Run of Trucks) of the pilot stage would provide the real
platform for testing the procedures and processes on the
ground.
209.
Identification of capacity needs at the national level
o Implementing phase A of pilot also provided AMS the avenue
to assess the actual need of personnel and the training and
capacity need in implementing future phases.
Identification of possible network communication issues
o Issues related to network and communications problems
amongst NTAs were exposed.
o The ACTS Implementation team is monitoring the situation
and working closely with participating AMS to resolve arising
issues before the next phase of the pilot.
Addressing administrative issues including registration of traders
and redesigning of related documents
o An outcome of Phase A of the pilot was also to look at some of
the administrative forms related to the implementation of
ACTS.
o For the BSs and Scenario implementation the ASEC team has
improved the Trader registration forms to accommodate the
system needs, this is an ongoing process to improve the
delivery of the ACTS.
Provided an avenue for participating AMS to familiarize their CA
team on the actual exchange of electronic messages in the ACTS at
the relevant points
o The connecting of the NTAs and the implementation of BSs
provided the hands on training to manage transit movement
and documentation related to the ACTS.
Provided a platform for the participating AMS to test their hardware
installed with the ACTS
o AMS have invested considerable amount of resources on the
acquisition of hardware and non-ACTS software to run the
ACTS, thus phase A provided the opportunity to ensure that
the hardware and software were well integrated and

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performed the required functions both at national level and
regional.

210.

211. Personal involved in the Implementation of BS and Scenarios


a. ASEAN Secretariat
i. Haridass Nagalingam (ARISE Regional Orchestrator)
ii. Glyn Evans (ARISE)
iii. Aivaras Pigaga (ACTS Implementation Team)
iv. Skevos Miaoulis (ACTS Implementation Team)
212.
a. Participating AMS
i. Thailand
213. Mrs. Chalida Phungravee (National Orchestrator)
214. Director of Customs Standard Procedures and Valuation Bureau
215.
216. Mrs.Kanchana Suwanicho,
217. Expert on Customs Standard Procedures
218.
219. Ms.Apirak Phayuha,
220. Chief of Customs Procedures Division 1
221.
222. Ms.Kanokporn Hanbumrungtham
223.
224. Ms.Woranart Pokkrong
225. Customs Technical Officer, Practitioner level
226.
227. Mr.Kurkrit Chaisirikul
228. Customs Technical Officer, Professional Level
229.
230. Ms. Duangporn Poontarikatit
231. Customs Technical Officer, Professional Level
232.
233. Mr. Daradar Boon
234. Customs Technical Officer, Professional Level
235.
236. Danaiya Unthaweesap
237. Customs Technical Officer, Professional Level
238.
239.
i. Malaysia

240. Mr. Mazuki Taib (National Orchestrator)


241. Senior Assistant Director of Customs I , uCustoms Project,
242. RMCD Head Quarters.
243.
244. Mdm. Hazeian Bt. Omar
245. Assistant Director, IT Division , RMCD Head Quarters.
246. Mdm Rozana Bt, Mohamad Som

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247. Assistant Director of Customs, Corporate Division, RMCD Head
Quarters.
248.
249. Puteri Farizadatul Norain Zainol
250. Supt. of Customs, uCustoms Project, RMCD Head Quarters.
251.
252. Abid Uzair B. Mohamd Yusof
253. Supt. of Customs, Import Division,
254. Bukit Kayu Hitam Station.
255.
256.
i. Singapore
257.
258. Mr. TEH Thiam Siong (National Orchestrator)
259. Head International Relations
260.

261. Mr. Ng Mingjie


262. Assistant Head International Relations
263.
264. Mr. Alexander Goh
265. Senior International Relations Officer
266.
267. Mr. Tan Seng Hwa
268. Senior Trade Officer
269.
270. Ms. Tan Soo Kheng
271. Trade Officer
272.
273. Ms. Catherine Lam
274. Senior Applications Consultant

275.

276. Conclusions

277. With the ending of Phase A, it can be concluded that a major part of
the ACTS pilot stage has been completed. This includes the development
and agreement on of the procedures and processes to be used in the
transit movement, development of the software and acquisition of the
required hardware by the AMS. These accomplishments have been
supported by the development of the various procedural manuals for

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Customs Authority, Transport Authority and the Private Sector including
numerous training and capacity building programmes for all the stake
holders.

278. The outcome of the BCs and Scenario implementation has provided
the necessary foundation to the implementation of Phase B and Phase C of
the ACTS pilot stage. The identified issues will be addressed to improve
the system for the implementation of Phase B and Phase C. Phase B
will kick off with the workshop for the selected stakeholders who will be
participating in the parallel run. This will be followed up with the actual
parallel run with some selected partners, who will use the ACTS along with
their current mode of moving goods across borders. The implementation
of phase C will depend on the signing of the MOU amongst participating
AMS which is still being finalised.

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