APEC SCCP SINGLE WINDOW WORKING GROUP PHASE 2 REPORT OF THE FIRST MEETING SINGAPORE JANUARY 2008

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1 Introduction APEC SCCP SINGLE WINDOW WORKING GROUP PHASE 2 REPORT OF THE FIRST MEETING SINGAPORE JANUARY 2008 The APEC Sub Committee on Customs Procedures (SCCP) Single Window Working Group (SWWG) Phase 2 held its first meeting from 28 to 30 January at the APEC Secretariat in Singapore. Delegates from Australia; Canada; Korea; New Zealand; Peru; Philippines; Singapore; Chinese Taipei; Thailand; United States; and Viet Nam attended the meeting. The meeting was also attended by representatives from the APEC Secretariat and World Customs Organization (WCO). The list of participants appears as document 2008/SCCP/SWWG/002. Ms Julie Olarenshaw, Director Strategy, International Trade Single Window, of Australian Customs, chaired the meeting. Day 1 - Monday 28 January 2008 Chair s Opening Remarks The Chair began by welcoming all delegates to the meeting and noted that it was pleasing to see that the SWWG Phase 2 had retained its original 10 member economies from phase 1 and gained an additional three economies. The SWWG Phase 2 now contains 13 of the 21 APEC economies. The Chair thanked the APEC Secretariat for hosting the meeting and noted that the APEC SWWG development report and strategic plan were receiving fantastic feedback from around the world. It was also noted that the reports contained a comprehensive snapshot of the work that APEC economies were undertaking on single window initiatives. Australian Customs had a new team dedicated to supporting and contributing to the initiatives and deliverables of the SWWG Phase 2 and recognised the support from the Chief Executive Officer of Australian Customs in approving a permanent team of four staff to assist the SWWG deliver this important work. The Chair outlined the agenda for the three-day working group meeting. The objectives for this meeting are to finalise and adopt the SWWG Phase 2 terms of reference, work plan and timeline ready to present to SCCP 1 in Lima, Peru. A team photo will be taken this morning as it is vitally important to recognise that this work is being undertaken collaboratively and the success in 2007 and continued success is reliant on us working together. The team photos taken last year were used on the covers of the final reports in 2007 to further recognise and appreciate this fact. Apologies have been received from China, Japan, APEC ECSG and UN/CEFACT. The SCCP member from the Philippines will be representing the ASEAN Secretariat. The Chair noted that no comments had been received on the draft papers from the participants unable to attend this meeting. SWWG Phase 2 Singapore Meeting January 2008 Final Report 1

2 Adoption of Agenda The draft agenda was adopted with minor amendments to participant names. The final agenda appears as document 2008/SCCP/SWWG/001. Participant Introductions The participants each introduced themselves to the meeting. The final Participant List appears as document 2008/SCCP/SWWG/002. Presentations on Single Window Related Activities Attendees were invited to make a short presentation on single window related activities in their home economies. Presentations were given by each economy in alphabetical order as follows: Carolyn Gilbard, Australia. The presentation appears as document 2008/SCCP/SWWG/005; o Developing a 2015 vision paper for international trade highlighting why now examples including increasing trade volumes, decreasing labour market, security/facilitation balance, undertaking several proofs of concept with one completed with New Zealand Customs, producing promising results. Customs has adopted a new approach, incorporating a number of related projects into the Enhanced Trade Solutions Program to ensure a cohesive integrated border management development including Single Window, Standardised Data Set, AEO, UCR/RFI and Advanced Export Data initiatives. Eric Sunstrum, Canada. The presentation appears as document 2008/SCCP/SWWG/006; o Promoting Responsible Enforcement, Customs is leading discussions with 10 other government departments (OGDs) to work towards eliminating paper based reporting at the border. The vision is to collect data once electronically and share the information with OGDs. There are 300 points of entry into Canada. The approach to system development is to deliver short term successes to build momentum. Customs has access into gold card company systems which results in those companies only having to report three data elements at the border. Yoon Joo Hwang, Korea. The presentation appears as document 2008/SCCP/SWWG/007; o There are 16 participating government agencies (PGAs) in the Korean Single Window representing 93% coverage of the import and export declarations that require PGA permits. UCR is being trialled in Korea with the world watching. A recent amendment to the legislation enables international data exchange supporting UCR on exports. Korea is an active participant in the development of the WCO Data Model and currently trialling a new container security device inside the container. SWWG Action Item 001 The Chair undertook to contact Korea Customs to obtain further information regarding the container security device (developed by Samsung) being used in their advanced information and cargo security pilot, currently underway with Belgium. The Chair will circulate the information to SWWG Phase 2 members once obtained. Debbie Whiteside, New Zealand. The presentation appears as document 2008/SCCP/SWWG/008; o New border sector coordination project involves Customs, MAF and Immigration agencies. Identified areas for improvement including increasing connectivity between systems, developing a single website for traders to understand government requirements and explore opportunities for reducing multiple agency physical interventions at the SWWG Phase 2 Singapore Meeting January 2008 Final Report 2

3 border. A staged implementation plan for Single Window is being developed with Customs as the lead agency. A whole-of-government client ID will enable seamless access for stakeholders. Maria del Rosario Huaman, Peru. The presentation appears as document 2008/SCCP/SWWG/009; o It is critical to have high level political support for Single Window. A legal framework must be in place. In Peru, the Central government approved the regulation for implementing Single Window in October This work challenges the culture of paper based processes and strong marketing of the benefits is required. Electronic payment will be included in the Single Window. Goods classification is a challenging aspect of this development as the HS code is a starting point that then requires whole-ofgovernment alignment. First stage development includes eight agencies. Reynaldo Nicolas, Philippines. The presentation appears as document 2008/SCCP/SWWG/010; o Over 30 components of the e-customs project to be completed in Customs will provide the IT solution for Philippines other government agencies (OGAs) transitioning towards a paperless environment. Pilot projects are being used to test potential developments, one with Thailand using XML and PKI (Verisign) and an MOU supporting a data exchange trial with Korea was recently signed. The potential for including photos as part of reporting transactions and introducing mobile phone transactions are to be explored. Maya Suryani Kassim, Singapore. The presentation appears as document 2008/SCCP/SWWG/011; o There are 8,000 TradeNet users with version 4.0 of the system released in October TradeNet is a core application of Tradexchange a neutral and secure trade platform that facilitates the exchange of information within the trade and logistics community also launched in Oct The implementation strategy of the upgrade included a one month parallel run. Supporting documentation (up to 10) can now be attached to the declaration and there is now no limit to the number of hard copy prints. Janice Chang Shu Chuan, Chinese Taipei. The presentation appears as document 2008/SCCP/SWWG/012; o 99.9% of transactions are automated in the e-trade environment. Sixteen percent of declarations require import/export permits (3,089 commodity items). Currently there are three single windows in Chinese Taipei; Customs, Port Authority and Bureau of Trade. A feasibility study is now being undertaken to determine whether to build a new system incorporating all three, or improve the current systems and their interoperability. Data harmonisation is a key element to Single Window design and interoperability. Sinmahat Kiatjanon, Thailand. The presentation appears as document 2008/SCCP/SWWG/013; o Over 255 million electronic messages have been exchanged between 1998 and Thailand uses the WCO Data Model standard. It is anticipated that several laws in Thailand will require review before all Single Window aspects can be implemented. Thailand is working towards full operation of the e-customs paperless services on export and import by December This is in line with ASEAN Single Window agreement timelines. A steering committee has been established to support this work. Harmonisation of data standards efforts must result in only one internationally endorsed standard. SWWG Phase 2 Singapore Meeting January 2008 Final Report 3

4 Jeffrey Nii, United States. The presentation appears as document 2008/SCCP/SWWG/014; o The availability of quality data early is a key component to future development in the US. Research has shown that 100+ agencies use international trade data. ITDS/Single Window involves 23 Federal trade related agencies, 300 trade forms and 10,000 data elements have now been reduced to 300 with further reductions anticipated. Data used will comply with the WCO Data Model. Progress to date has seen a portion of ITDS implemented including; Customs, Immigration and Department of Transportation with the Safe Ports Act mandating the use of the ITDS. The Port Security Act 10+2 has been passed but is not due for full rollout until SWWG Action Item 002 The United States undertook to a copy of their Port Security Act: 10+2 to the SWWG Phase 2 Chair for dissemination to working group members. SWWG Action Item 003 The United States undertook to provide a list of the fields that were deleted when the United States refined the required electronic data elements from 10,000 to 300. In the interim, Canada directed members to the International Trade Data System website ( where the report can be obtained under the Mega Matrix link. Nguyen Toan, Viet Nam. The presentation appears as document 2008/SCCP/SWWG/015; o There are 11 functioning departments, 33 provincial departments and 149 sub departments with a total of 8,000 Customs officers. Viet Nam is a member of ASEAN with a timeframe of 2012 to implement a Single Window system. Customs has been appointed lead agency for Single Window. The legal basis for the electronic environment is already in place with electronic certificates of origin already in use. The next steps are to develop a detailed Single Window action plan, develop an awareness campaign and Single Window pilot site. Reynaldo Nicolas on behalf of the ASEAN Secretariat. The presentation appears as document 2008/SCCP/SWWG/020. o The timetable for ASEAN integration is However, the timeline for ASEAN Single Window is 2005 for ASEAN6 (Brunei Darussalam; Indonesia; Malaysia; Philippines; Thailand and Singapore) and 2012 for ASEAN4 (Cambodia; Laos; Myanmar and Vietnam). ASEAN Single Window is not an IT system that will store information, the concept involves the exchange of information between Member systems. Information standardisation is a key component in ASEAN, with the single administration document containing an agreed 48 data element set. Legal and technical groups have been formed to support this work. SWWG Action Item 004 Chinese Taipei agreed to provide details in relation to a cross-border project between the Philippines and Malaysia they had heard about in This would allow the Chair, with assistance from the Philippines, to make enquiries and provide advice on its progress. SWWG Phase 2 Singapore Meeting January 2008 Final Report 4

5 Day 2 Tuesday 29 January 2008 Presentations on Single Window Related Activities continued Ger Diepens, WCO. The presentation appears as document 2008/SCCP/SWWG/017. o A Single Window is intelligent not just a portal. The policy, legal and administrative frameworks need to be analysed before looking at technical options. Customs should be the lead agency in the development of Single Window and the WCO Data Model is the recommended data standard for use in these systems. Political will and commitment is vital, industry support an essential element, coordination and cooperation within government needed and legislation to support the change needs to be in place. Start now so that it will be operational in five years. Draft Terms of Reference Outline The Chair outlined the draft terms of reference for the Phase 2 working group. These have been designed to support the delivery of the six recommendations in the Single Window Strategic Plan. The background section recognises the effort of all involved and highlights the support and positive feedback from the private sector at the single window workshop in April Consideration for adopting a broader approach to engagement will be discussed as part of the working group s development of Recommendation 1 outcomes. Group Discussion on Recommendation 1 Recommendation 1: The SCCP establish a working group to further Single Window activities across APEC. The working group will engage private and public sectors, other relevant APEC sub-fora and relevant international bodies Ms Kimberlee Stamatis from Australia made a short presentation on potential private and public sector involvement, other relevant APEC sub-fora and relevant international body candidates. The APEC Secretariat advised the SWWG Phase 2 members of the rules associated with non-member participation. When a non-member is invited to an APEC meeting, approval needs to be sought from CTI (in the case of an SCCP event). Reporting to CTI as part of SOMs, would suffice as endorsement from CTI. The Chair provided some context to the decision to include the subject matter experts in The intention was to not duplicate the work that was already being done, but to build on that work and develop it further in partnership with the WCO, UN/CEFACT, ASEAN Secretariat (as seven of the ten ASEAN Members are APEC economies) and APEC ECSG. The meeting participants separated into three breakout groups to discuss and report back on the following, whilst noting that numbers need to be limited to maximise the outputs of the group: Potential participants, both private and public sector; Economy representatives and/or global groups/bodies Direct involvement and/or through their economy SCCP member; Approach to invitations and timeline/dates; and Level of involvement e.g. SWWG meetings, special events such as workshops or . Importantly it was noted that we will need to clearly articulate involvement so as to manage expectations. SWWG Phase 2 Singapore Meeting January 2008 Final Report 5

6 The three breakout groups reported back on their discussion and the working group agreed to a three tiered approach to working group membership and subject matter expert participation. Tier 1 Members of the APEC SCCP SWWG Phase 2 are the 13 SCCP member economies: Australia; Canada; China; Japan; Korea; New Zealand; Peru; Philippines; Singapore; Chinese Taipei; Thailand; United States; and Viet Nam. The members will be supported by subject-matter expert participants from the APEC Electronic Commerce Steering Group (ECSG), Association of Southeast Asian Nations (ASEAN) Secretariat, United Nations Centre for Trade Facilitation and Electronic Business (UN/CEFACT) and World Customs Organization (WCO). Tier 2 will involve the construction of a list of relevant international stakeholders identified by the SWWG Phase 2 members for APEC SCCP consideration in February Tier 2 engagement will provide an opportunity for a wider stakeholder group to provide comment and advice on the output products of the group. Tier 3 wider output distribution will be the responsibility of all SWWG Phase 2 members. It was noted that each SCCP Member that includes economy specific stakeholders would be responsible for distributing outputs for comment and providing an economy position. It was the responsibility of the Chair to distribute outputs to non economy specific stakeholder e.g. IATA, IMO, WTO, World Bank and ICC and collate comments. Updates were made to the draft Terms of Reference to reflect the outcomes of this discussion and an updated version was provided to all participants for overnight review. SWWG Action Item 005 The Chair (supported by the Australian SWWG team) undertook to draft a template to capture Tier 2 participants, distribute this to members and collate responses ready to present to SCCP1 in Peru. SWWG Action Item 006 SWWG Members to complete the Tier 2 stakeholder template and return to SWWG Chair prior to SCCP 1. Group Discussion on Recommendation 2 Recommendation 2: The UN/CEFACT definition of Single Window (UN/CEFACT Recommendation 33) be adopted by APEC economies The Chair advised the group that the SWWG Phase 1 recommended the adoption of the UN/CEFACT Recommendation 33 by APEC economies. The SCCP unanimously endorsed all six Recommendations in the Strategic Plan at SCCP It was agreed that Recommendation 2 is now completed and will be included in the presentation of completed items to the SCCP 1 in February SWWG Phase 2 Singapore Meeting January 2008 Final Report 6

7 Group Discussion on Recommendation 3 Recommendation 3: The APEC economies adopt the use of internationally recognised instruments and standards in Single Window design to increase international interoperability Ms Maria del Rosario Huaman from Peru delivered a presentation on the standards workshop to be held in Peru in May The workshop is described in Peru s project proposal, CTI 01T/2008 titled Experience exchange in the adoption of international instruments and standards in single window initiatives. Maria del Rosario Huaman, Peru. The presentation appears as document 2008/SCCP/SWWG016 Peru s Standards Workshop and Questionnaire Ms Huaman circulated Peru s draft questionnaire on the Adoption of International Instruments and standards in APEC Single Window Initiatives for SWWG Phase 2 comment, with a view that once agreement on the questionnaire had been received, it would be circulated to the wider SCCP members. The purpose of the questionnaire is to identify the relevant and most used standards as well as capture experience on how to implement them. The SWWG provided the following comments on the framework and layout of the questionnaire: The SWWG noted that there was some repetition of questions. Peru noted the comments and undertook to provide these comments to her administration, where a decision would be made on amendments to the questionnaire. Due to queries surrounding question 33, the Chair suggested, with Peru s permission, that Philippines and Thailand draft additional words to capture the two steps for Single Window implementation in the Strategic Plan vision. Peru was agreeable to this suggestion. SWWG Action Item 007 Philippines and Thailand to draft additional words to capture the two steps for Single Window implementation in the Strategic Plan vision to assist with clarifying Question 33. Ms Huaman advised that, based on advice from the group, she was going to suggest a modification to Section 5 to assist economies to answer the question. The questions as they stood required further clarification. The Chair suggested that Peru may like to consider completing a sample questionnaire and circulating it with the blank questionnaire to provide an example of the level of detail to provide economies with an understanding of the information sought. The capacity building question in the questionnaire was discussed as it was not clear how Peru intended to deliver any new capacity building requests by the economies. It was agreed to further discuss this when the SWWG moved on to Recommendation 5 which relates to the delivery of the capacity building requested in Question 36 of the Single Window questionnaire distributed in SWWG Action Item 008 Chair agreed to circulate the draft questionnaire to SWWG members for comment. Comments to be sent directly to Peru with a very short time frame. Peru thanked the members for their comments and if deemed relevant by capital, will consider modifying the questionnaire as necessary. SWWG Phase 2 Singapore Meeting January 2008 Final Report 7

8 Group Discussion on Recommendation 4 Recommendation 4: The SCCP establish a repository to capture information regarding relevant Single Window related activities in international trade facilitation and supply chain security The Chair opened this session by explaining that the concept for the repository developed as a result of the outstanding work being undertaken by APEC economies and others to test elements of single window and international data exchange. It s unfortunate that if you are not at a meeting to hear of this work and see the presentations, there is no place at the moment that captures this information, the results and lessons learnt from the many proof of concept trials, pilots and collaborative work between members and others. The SWWG discussed options available to it in regards to a possible host for a repository that captures this information. Potential hosts identified to date include the APEC Secretariat, WCO, UN/CEFACT or APEC economy website. Mr Takashi Hattori from the APEC Secretariat demonstrated the capabilities of the APEC Secretariat s website and the APEC Information Management Portal (AIMP) to the SWWG and provided information regarding their suitability to host repositories. SWWG Action Item 009 Australia will explore the options available to the SWWG and draft a paper outlining what is available on the APEC website as well as liaise with the WCO and UN/CEFACT in regards to their capabilities to host the repository. The SWWG discussed the types of information that may be captured and that a structure or template would need to be designed. The review of information received and overall maintenance of the site was discussed. SWWG Action Item 010 Australia will draft a concept paper that identifies the information to be captured and prepare a draft template to aid information capture and propose a collection strategy. It will include options on the structure the repository could take, which may vary between potential host sites, provide information on maintenance and explore access options. Group Discussion on Recommendation 5 Recommendation 5: The SCCP identify and coordinate relevant capacity building Single Window activities Ms Kimberlee Stamatis from Australia presented information on the actions required to deliver the capacity building needs identified in The presentation included a proposed way forward. Kimberlee Stamatis, Australia. The presentation appears as document 2008/SCCP/SWWG019 The Chair advised of a meeting held the previous week at the WCO with Ernani Checcucci, a manager of the Columbus Programme and that promising discussions were held regarding the potential to work together with the WCO and APEC economies to organise delivery of the capacity building needs and offers expressed in Question 36 in the Single Window Development Report. SWWG Phase 2 Singapore Meeting January 2008 Final Report 8

9 Mr Ger Diepens from the WCO presented information to the SWWG outlining the WCO Columbus Programme. Ger Diepens, WCO. The presentation appears as document 2008/SCCP/SWWG/020. General enquiries for information on this programme should be directed to: Columbus Programme Manager Ernani Checcucci Ernani.checcucci@wcoomd.org Enquiries that relate directly to the work to be undertaken by the SWWG to deliver Recommendation 5 would be better sent to the SWWG Chair for coordination to avoid duplication and confusion. SWWG Action Item 011 Chair to facilitate dialogue and correspondence between APEC economies and the WCO regarding capacity building where it relates to the activities of the group. The SWWG agreed on the steps that need to be taken to advance the outcomes related to Recommendation 5 on capacity building. Next steps: Review the answers provided to Question 36 in the Development Report; Contact economies where more information is required to ensure the need is well defined, and has not already been addressed; Identify the economies that have completed the Phase 1 Columbus Programme questionnaire; Identify opportunity for an economy that has not completed the Columbus Programme questionnaire, to do so; Assist, where required, the line of dialogue between the economy and the Columbus Programme contact/s at the WCO; Identify capacity building delivery opportunities already available (Korea, Chinese Taipei and others) to ensure that duplication of effort is avoided; Identify areas of assistance that can be delivered under Columbus Programme; and Identify assistance that may need a project proposal for additional APEC funding. SWWG Action Item 012 Australia to progress capacity building tasks. SWWG Action Item 013 Korea to provide information on the capacity building events they were involved in. While the events/workshops are mainly for ASEAN members, non-members can utilise the opportunities. Events have been scheduled for June and December SWWG Action Item 014 Chinese Taipei to provide information on a seminar scheduled for October 2008 and invitations. SWWG Phase 2 Singapore Meeting January 2008 Final Report 9

10 World Customs Organization Data Model Mr Ger Diepens from the WCO made a presentation outlining the WCO Data Model. Ger Diepens, WCO. The presentation appears as document 2008/SCCP/SWWG/018. o The WCO Data Model uses the Unified Modelling Methodology (UMM) for all business process and information modelling. A series of diagrams were then described. International code standards recognised by the WCO are ISO and UN/ECE Recommendations. The WCO promotes the use of the WCO Data Model and encourages members to participate in its development. Day 3 Wednesday 30 January 2008 Comments and discussion points regarding the draft questionnaire relating to international standards developed by Peru have been incorporated into the notes on page 7 of this meeting report. Group Discussion on Recommendation 6 Recommendation 6: The SCCP prepare a roadmap and implementation plan to achieve the Single Window vision The Chair made a presentation on a sample of the diagrams included in the strategic paper and implementation plan Customs Enhanced Trade Solutions Participants were invited to provide comment and experiences developing roadmaps and implementation plans/strategies. The Chair noted that this was likely to be a very complex task where a one size fits all approach would not provide the flexibility required to accommodate the different starting points and priorities for economies. Whilst Australia will undertake to draft documents, this task will require the participation and input from all members and a wide cross section of stakeholders. SWWG Action Item 015 SWWG to provide examples of roadmaps and implementation strategies and any diagrams or tools that may assist with the development of these deliverables. It was noted that the group did not want to reinvent the wheel but leverage off existing knowledge and experience wherever possible. The Chair commented that whilst the SWWG has not developed any project proposals to date, there is a possibility that one or more may be developed to support the work of this group in The APEC Secretariat confirmed that project proposals for 2008 will need to be ready for consideration at SCCP Projects intended for 2009 are to be presented at SCCP Terms of Reference The draft Terms of Reference (TOR) were adopted after amendments were made to better reflect the delivery of the six recommendations in the Strategic Plan. It was noted that the SWWG members and subject matter experts unable to attend this meeting had not provided comments for inclusion in the terms of reference. The draft TOR appears as document 2008/SCCP/SWWG/003. The TOR will remain in draft until endorsed by the SCCP. SWWG Phase 2 Singapore Meeting January 2008 Final Report 10

11 Work Plan and Timeline A draft work plan and timeline for the SWWG Phase 2 was adopted after amendments were made to capture the changes made to the draft TOR. The work plan and timeline appear as document 2008/SCCP/SWWG/004. Australia will make the necessary adjustments to the diagram attached to the work plan and timeline document. SWWG Action Item 016 Australia will update the diagram in the work plan and timeline document. Preparation for the SWWG Phase 2 meeting in Peru in February The Chair reminded the group that a two-hour working group meeting has been scheduled for 21 February in Peru. The Chair advised that Australia was currently preparing a draft agenda, which would be circulated with the documents from this meeting next week. Peru has been invited to provide an update on their Standards Workshop. The Chair will present the adopted TOR, work plan, timeline and Tier 2 stakeholder list to the SCCP 1 for endorsement. Closing Remarks The Chair noted that a great deal of work has been accomplished over the past three days and thanked everyone for their participation. The Chair thanked all presenters for the work they had put into their presentations and congratulated everyone on the progress they had made in the past year. The Chair thanked the APEC Secretariat for providing the meeting venue and support and assistance with the arrangements. A special thanks also to Mr Takashi Hattori for his ongoing support of the Single Window Working Group. The Chair invited the group to join her in thanking the Australian team here and in Australia for their hard work and efforts in preparing the meeting documentation and draft papers as it enabled the SWWG to work quickly through the agenda items and finalise the documents required for February at SCCP1. Finally, the Chair wished everyone safe travel home and looks forward to continuing this exciting and challenging work together. Meeting Closed. SWWG Phase 2 Singapore Meeting January 2008 Final Report 11