Training Workshop on Business Process Analysis in International Trade Joint Workshop on Trade Facilitation and the Single Window September 2015, Moscow Module 3. Assessment of business processes and drafting the report with conclusions and recommendations for improvement 3.1. Analyzing the Findings and Proposing Improvement Recommendations Somnuk Keretho, PhD Director, Institute of IT Innovation Kasetsart University, Bangkok

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD Objectives of this session  To learn how to develop time-cost/procedure charts, compiled on the basis of data collected at the stage of gathering information.  To learn how to analyze and propose conclusions and recommendations on streamlining and simplifying trade procedures. 2

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD Conducting a BPA Project in 3 Phases 1.Defining Scope of and Planning a BPA Project 2.Capturing and Modelling the As-Is Process 3.Analyzing Findings of the BPA and Proposing Recommendations for Improvement (Proposing the To-Be Process) 3 Ref: Business Process Analysis Guide to Simplify Trade Procedures, Updated 2012, UNESCAP/UNECE.

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD Developing time-cost diagrams  Capture quantitative data, especially cost and time, related to each step (in the Activity Diagram) with a Delphi Method (for other approaches, the TTFMM in the afternoon session will discuss more accurate statistical data collection methodology). By interviewing few domain experts/practitioners (2 or 3 persons) who are knowledgeable about those steps Because of some constraints, we may be able to collect only some quantitative data with only a small set of data, e.g. only at the Use Case level (not Activity/Step level). Collect at least the normal (average) cases, but if resources allowed, the best cases and the worst cases Verify/validate those quantitative data during background information gathering, interviewing, site visiting, and reviewing meeting with stakeholders. 4

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 5 Data Collection/Interview Questions Business Process Analysis:  How many people are involved in this business process?  What are necessary activities that an exporter/an importer has to take in order to acquire a particular document?  What are supplementary documents that an exporter/an importer has to submit along with the application form when a particular document is requested?  How can an exporter/importer submit the application form, how to collect the requested document (manually or electronically)?  Are copies of documents accepted in lieu of original documents?  Is there any fee that an exporter/an importer has to pay in order to acquire the document? If so, how much?  What are the laws or regulations associated with these procedural and documentary requirements?  Which business processes can be carried out in parallel?  Which business process has to be carried out simultaneously after another business process ?

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 6 Data Collection/Interview Questions Information Flow Analysis:  With which other actor in the business do you need to communicate?  What kind of data do you exchange?  What kind of information do you send to which actor? Time Analysis:  How much time including waiting time in average hours or days does it take to complete this entire business process from the beginning to the end? What is the maximum and minimum time?  How many actual man-hours does it require to complete this particular activity in this business process? Cost Analysis:  How much in average does it cost to complete this particular activity in this business process or to process one document? Suggestions for Improvement:  What are problems/ bottlenecks you encounter in procedures and regulations to import or export?  What are improvements that you would like to see in the near future?

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD Data Collection related to Cost  Cost related to procedures, documentary requirements to fulfill the international trade Including direct cost, e.g. cost of effort (labor cost), fee related to government or business transactions, cost of transport services, etc. Including in-direct cost, e.g. cost of warehouse when there is some delay at the port. May include or exclude Customs Duty fee (need to mention explicitly on the report whether the summary cost include Customs fee or not), e.g. World Bank’s Trading Across Border data do not include Customs cost. 7

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 8

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD Creating a time-procedure chart which informs the average (or normal) time required to complete each main process and the sequential order those main processes are carried out. 9

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 10 Drawing a Time-Procedure Chart* ProcessDay(s) 1Buy - Conclude sales contract and trade terms2 2Have product sampled and technically examined14 3Arrange transport3 4Prepare export permit1 5Apply for cargo insurance1 6Prepare and submit customs declaration 1 7Stuff container and transfer it to port of departure 8Clear goods through customs 9Handle container at terminal and stow it on vessel1 10Prepare documents required by importer as listed in L/C3 11Pay - Claim payment of goods Days Process days 3 days 2 days 1 day 3 days 4 days 1 day day Similarly, a Cost-Procedure Chart could be developed if the cost for each main procedure/process can be collected.

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 11 5) Analyze the “as-is” processes and identify bottlenecks Project Sponsor Project Manager/ Project Leader Process Participants/ Business Domain Experts Process Analysts Analyzing findings of the “As-Is” Business Processes Objective – To identify the bottlenecks, redundancies, and non-value-added activities in procedural and documentary requirements of the “as-is” business processes described in the activity diagrams, process descriptions, and time-procedure chart.

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 12 Case 1: Thailand’s Export Process of Frozen Shrimp Day Process days 3 days 2 days 1 day 3 days 4 days 1 day day 1. Buy - Conclude sales contract and trade terms 2. Have product sampled and technically examined 3. Arrange transport 4. Prepare export permit 5. Apply for cargo insurance 6. Prepare and submit customs declaration 7. Stuff container and transfer it to port of departure 8. Clear goods through customs 9. Handle container at terminal and stow it on vessel 10. Prepare documents required by importer as listed in L/C 11. Pay - Claim payment of goods

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 13 2-Day Waiting Time Case 1: Thailand’s Export Process of Frozen Shrimp Exporter (or Representative) Department of Fisheries Have product ready for sampling Submit Request for Sampling Notify the date for sample collection Authorized Private Inspector Collect sample Schedule the sampling date Examine sample Record the result of examination Test Report Deliver sample Collect Test Report Record result of examination Collect sample Record sampling result Examine sample Collect Test Report Request for Sampling 10 working days 1 working day 1 working day Free of charge but limited number of inspectors and laboratory facility

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 14 Case 2: Thailand’s Export Process of Jasmine Rice 1. Buy - Conclude sales contract and trade terms 2. Obtain export permit 3. Arrange transport 4. Arrange the inspection and fumigation 5. Obtain cargo insurance 6. Provide customs declaration 7. Collect empty container(s) from yard 8. Stuff container(s) 9. Transfer to port of departure 10. Clear goods through customs 11. Handle container at terminal and stow on vessel 12. Prepare documents required by importer 13. Verify the accuracy/authenticity of exported cargo 14. Pay - Claim payment of goods Day Process days 2 days 3 days 4 days 1 day days day 13 1 day Bottlenecks are hiding. Improvement opportunities are not obvious.

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 15 Case 2: Thailand’s Export Process of Jasmine Rice  Review each activity diagram, its accompanied process description, and relevant forms and documents  Look for redundancies and non-value-added activities in procedural and documentary requirements Department of Foreign Trade Exporter or Representative Prepare documents for the application of export permit Verify submitted information Sign and authenticate A. 4 Correct Incorrect Collect A. 4 Permit for the Export of Rice (A. 4) Application for Permission to Export Rice (KP. 2) Evidence of Sales (Purchase Order or Sales Contract) Draft Permit for the Export of Rice (A. 4) Sales Report (KP 3) Application for the Collection of the Permit for the Export of Rice (A. 3) Documentary requirements of these documents are very much identical. Obtain export permit Exporter or Representative Department of Foreign Trade

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 16 Exercise: Identify Bottlenecks and Redundancies Department of Foreign Trade Office of Commodity Standards Customs Exporter or Representative Prepare documents for submitting to Customs at port of exit Permit for the Export of Rice (A.4) with actual quantity exported Certificate of Standards of Products (MS. 24) with actual quantity exported Record the actual quantity exported and released date Acknowledge the provided information Prepare documents to declare the actual amount exported Permit for the Export of Rice (A.4) with actual quantity exported Certificate of Standards of Products (MS. 24) with actual quantity exported Evidence of Sales (Purchase Order or Sales Contract) Acknowledge the provided information Example of redundant procedural and documentary requirements Acknowledge the provided information Department of Foreign Trade Verify the accuracy/authenticity of exported cargo Exporter or Representative Customs Office of Commodity Standards Thailand’s Export Process of Jasmine Rice

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 17 6) Develop and Propose Recommendations Project Sponsor Project Manager/ Project Leader Process Participants/ Business Domain Experts Process Analysts Developing and Proposing Recommendations for Improvement Objective – To develop recommendations that help remove bottlenecks and inefficiencies in procedural and documentary requirements

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 18 Business Process Analysis and Business Process Simplification Tips & Techniques 1.Merge some procedures 2.Eliminate redundant procedures and unnecessary documentary requirements 3.Automate procedures and promote the sharing of trade and transport data among relevant stakeholders 4.Modify related laws and regulations to facilitate the operation of the newly designed business processes 5.Reform the regulatory-related organizational structures, etc….

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 19 Example: Identify Bottlenecks and Redundancies Department of Foreign Trade Office of Commodity Standards Customs Exporter or Representative Prepare documents for submitting to Customs at port of exit Permit for the Export of Rice (A.4) with actual quantity exported Certificate of Standards of Products (MS. 24) with actual quantity exported Record the actual quantity exported and released date Acknowledge the provided information Prepare documents to declare the actual amount exported Permit for the Export of Rice (A.4) with actual quantity exported Certificate of Standards of Products (MS. 24) with actual quantity exported Evidence of Sales (Purchase Order or Sales Contract) Acknowledge the provided information Example of redundant procedural and documentary requirements Acknowledge the provided information Department of Foreign Trade Verify the accuracy/authenticity of exported cargo Exporter or Representative Customs Office of Commodity Standards Thailand’s Export Process of Jasmine Rice

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 20 Office of Commodity Standards Customs Exporter or Representative Prepare documents for submitting to Customs at port of exit Record the actual quantity exported and released date Acknowledge the provided information Permit for the Export of Rice (A.4) with actual quantity exported Certificate of Standards of Products (MS. 24) with actual quantity exported Evidence of Sales (Purchase Order or Sales Contract) Acknowledge the provided information Department of Foreign Trade Department of Foreign Trade Verify the accuracy/authenticity of exported cargo Exporter or Representative Customs Office of Commodity Standards Example I: Remove Redundancies Thailand’s Export Process of Jasmine Rice

1) Buy 3) Pay Exporter or Representative Importer Exporter’s Bank Importer’s Bank Customs Thai Chamber of Commerce Port Authority Insurance Company Carrier (Shipping Line) Inland Haulage Department of Foreign Trade Authorized Private Inspector Department of Agriculture Board of Trade of Thailand Department of Consular Affairs Department of Disease Control Office of Commodity Standards 2) Ship 2.1) Obtain Export Permit 2.4) Obtain cargo insurance 2.2) Arrange transport 2.8) Transfer to port of departure 2.9) Clear goods through customs 2.5) Provide customs declaration 2.10) Handle cargo and stow on vessel 2.11) Prepare documents required by importer 2.7) Stuff container(s) 2.3) Arrange the inspection and fumigation 2.12) Verify the accuracy/authenticity of exported cargo 2.6) Collect empty container(s) from yard Example II: Simplify, Merge, and Automate Some Processes 21

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD Example II: Simplify, Merge, and Automate Some Processes ) Provide customs declaration Exporter or Representative Customs Prepare Declaration information Verify submitted information Declaration Accept Declaration Reject Correct Incorrect Exporter or Representative Acknowledge the receipt of declaration no. Commercial Invoice No. of Permit for the Export of Rice (A. 4) Export Declaration Customs Prepare Declaration information Verify submitted information Declaration Accept Declaration Reject Correct Incorrect Exporter or Representative Acknowledge the receipt of declaration no. Commercial Invoice No. of Permit for the Export of Rice (A. 4) Export Declaration No. of Certificate of Standards of Products (MS. 24)

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD Example: Simplify, Merge, and Automate Some Processes ) Clear goods through customs Exporter or Representative Customs Inland Haulage Department of Foreign Trade 2.11) Verify the accuracy/authenticity of exported cargo Exporter or Representative Customs Office of Commodity Standards

24 Customs Inland Haulage Retrieve declaration information Cross check declaration information with handed in documents Randomly selected Goods Transition Control List Audit Transfer container to point of inspection Inspect cargo Misconduct not found Misconduct found Exporter (or Representative) Randomly not selected Record a case to be filed Record the quantity exported Acknowledge actual quantity of goods to be exported Equipment Interchange Receipt Goods Transition Control List Department of Foreign Trade Office of Commodity Standards Acknowledge actual quantity of goods to be exported Acknowledge actual quantity of goods to be exported

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD 25 Example: Simplify, Merge, and Automate Some Processes 1. Buy - Conclude sales contract and trade terms 2. Obtain export permit 3. Arrange transport 4. Arrange the inspection and fumigation 5. Obtain cargo insurance 6. Provide customs declaration 7. Collect empty container(s) from yard 8. Stuff container(s) 9. Transfer to port of departure 10. Clear goods through customs 11. Handle container at terminal and stow on vessel 12. Prepare documents required by importer 13. Verify the accuracy/authenticity of exported cargo 14. Pay - Claim payment of goods Day Process days 2 days 3 days 4 days 1 day days day 13 1 day 16 11

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD Business Process Analysis and Single Window Development Establishment of Single Window and Paperless Trading Environment Document Simplification and Data Harmonization Business Process Simplification Business Process Analysis (BPA) Data model that define data requirements and structure of electronic messages “To-be” business processes Better understanding about existing “as-is” business processes and their limitation 26

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD Practical Exercise 5.1 Quantitative Data Collection & Analysis  Each group, please discuss and collect more “quantitative data” related to cost & time (normal best cases) of some Use Cases of your BPA project  Try to draw a Time-Procedure Chart by approximately estimating time (days) that are needed for your selected BP scope e.g. try to estimate time needed (the normal best case) for each main business process (Use Cases) Which Use Cases (main processes) can be conducted in parallel, or which Use Cases must happen before other Use Cases (precedence conditions). And also estimate how much it costs for each Use Case (if time permitted.) 27

Training Workshop on Business Process Analysis in International Trade, September 2015, Keretho, PhD Practical Exercise 5.2 Identify bottlenecks and recommend improvement opportunities Discuss in your small group,  Identify and analyze one or two bottlenecks in your activity diagram(s)  Identify and propose improvement opportunities (check also for feasibilities for your recommendations, e.g. political, technical, and financial feasibility) Be prepared to present your findings. 28