1. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 1 – of Forms! Welcome to the CEFACT Forum March 2005, Kuala Lumpur, Renaissance Hotel Welcome to the RENAISSANCE – of Forms! Welcome to UNeDocs

2. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 2 Project Introduction What is the UN Layout Key? Why do we need to update to eUNLK? The basic approach of UNeDocs UNeDocs forms aspects Next steps – How to join UN/ECE June Forum on paperless trade UNeDocs Lunch & Learn

3. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 3 UNeDocs Project Objectives: To facilitate international trade and electronic transfer of data for cross border trade by developing, publishing and maintaining a coordinated set of international standards including the UN/CEFACT Trade Reference Model, a comprehensive cross- domain data model, UN/EDIFACT and XML document structures, document presentation methodologies and box completion guidelines. To enable the development of simple low-cost solutions to support the generation and exchange of standardised paper and/or electronic international trade documents by implementing existing standards and recommendations.

4. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 4 UNeDocs Milestones In 2002: UN/ECE Secretariat and SITPRO signed an MoU to combine the UN/ECE UNeDocs ‘proof of concept’ project with the SITPRO ElecTra project and to collaborate on the future development of UNeDocs In 2005: UN/ECE Secretariat and SITPRO approved the transfer of their joint UNeDocs work into the UN/CEFACT Forum as a TBG project for the next stage of development.

5. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 5 UNeDocs Process Scope Buy Pay Ship Prepare for export Import Prepare for import Transport Export Commercial Procedures Establish sales contract Order goods Advise on delivery Request payment Transport Procedures Establish transport contract Collect, transport and deliver goods Provide waybills, Goods receipts, etc. Regulatory Procedures Obtain im/export licenses etc. Provide Customs Declarations Provide cargo Declarations Apply security measures Clear goods Financial Procedures Provide credit rating Insurance Execute payment Issue statements International Trade Reference Model

6. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 6 Project Deliverables · · · · A Business Process Model illustrating where the UNeDocs documents fit into the operation of the International Supply Chain based on the UNCEFACT International Supply Chain Reference Model. A ISO 15000 Part 5 compliant Common Data Model based on candidate or published UNCEFACT Core Components that are linked to the UNTDED/ISO 7372. Methodology for the presentation of data contained in electronic data exchanges onto electronic or paper forms and the update of UNLK to become eUNLK. For each document the project will develop: o A class diagram and document structure o The paper and electronic, re-usable layout description of the document based on the UN Layout Key o Box Completion Guideline o XML profiles o UN/EDIFACT message implementation guide

7. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 7 UNLK – UN/ECE Rec. 1 The unsung Global Hero First published 1973 Flexible aligned data presentation which has become the de facto standard for the majority of international trade documents Foundation for International transport conventions e.g. Maritime B/L (ICS), Airwaybill (IATA), Road CMR (IRU), Rail CIM (UIC) etc. Foundation of Customs and other Regulatory Procedures e.g SAD, Phyto-Sanitary Certificates, Cert of Origins etc. Hundreds of document formats based on UNLK across trade, transport, finance, customs, insurance, inspection etc. TDED (ISO 7372), box completion guidelines…

8. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 8 UN Layout Key Cross-Sector Transaction Data Sector Specific Detail e.g. order line items, goods items... Document Function Specific

9. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 9 UNLK Form Families Trade Documents – Quotation, Order, Invoice etc. Materials Management Documents – Despatch Advice, Pick List, Packing List etc. Transport Documents – Bill of Lading, Shipping Instructions etc. Customs Documents – Export, Import, Transit Declarations, Cargo Reports etc. Other Regulatory Documents – Cert of Origin, DGN etc.

10. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 10 Key International Paper Forms Negotiable Bill of Lading Insurance Certificate Consular Invoice Import/Export Licences Letter of Credit Cargo Declarations Certificates of Origin, Phytosanitary etc. etc.

11. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 11 Some document types have different forms for different purposes such as …. Commercial Invoice Document/message claiming payment for goods or services supplied under conditions agreed between seller and buyer. Self-Billed Invoice An invoice the invoicee is producing instead of the seller. Consular Invoice Document/message to be prepared by an exporter in his country and presented to a diplomatic representation of the importing country for endorsement and subsequently to be presented by the importer in connection with the import of the goods described therein. Customs Invoice Document/message required by the Customs in an importing country in which an exporter states the invoice or other price (e.g. selling price, price of identical goods), and specifies costs for freight, insurance and packing, etc., terms of delivery and payment, for the purpose of determining the Customs value in the importing country of goods consigned to that country.

12. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 12 The world is changing...... Evolving trading relationships and new business practices such as outsourcing, self-billing and changed divisions of labour etc. Growth and globalisation of trade New restrictions (environment, hazardous goods control etc.) Supply chain efficiency New technologies and opportunities (IT, internet, RFID, Digital Signatures etc.) New criteria (Security concerns, risk analysis, fraud and corruption prevention etc.) Increased competition and cost reduction requirements

13. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 13 After >30 years of ‘e‘ most of the documents in international trade are still paper based Traders..., Authorities..., Carriers..., Manufacturers... - all need more information and control Many activities to use digital paper, US Gov Xforms, W3C, UBL, Adobe, Microsoft,... Development of proprietary solutions – both for content and layout of e-documents Increased momentum, but in isolated pockets of progress And NOW there is a Tipping Point

14. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 14 UNeDocs can contribute to Core Components becoming a global standard Core Components can contribute to UNeDocs becoming a global standard

15. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 15 Combined Approach Paper Document aligned to UN Layout Key Electronic Document Exchange XML or UN/EDIFACT Electronic Edit Form <n:Invoice xmlns:n="urn:oasis:names:tc:ubl:Invoice:1.0:0.70" xsi:schemaLocation="urn:oasis:names:tc:ubl:Invoice:1.0 :0.70 UBL_Library_0p70_Invoice.xsd"> token 2003-02-14 Bills Microdevices Joes Office Supply 1 5 Pencils, box #2 red

16. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 16 UNeDocs and eUNLK Support for presentation of eForms Maintains print format capabilities Links to electronic data exchanges Updated to reflect current global trade practices Core Component aware Support for multilingual aspects

17. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 17 CCTS (ISO 15000-5), UMMeUNLK TS CC Library, UNTDED (ISO 7372) Contextualised Data ModelseUNLK Meta eForms NDR: XSD, EDIFACT instance production rules ‘NDR‘: eUNLK instance production rules XSD, EDIFACT MigsFO, Stylesheets, Others The Standards Map CEFACT Registry

18. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 18 Some form aspects: A Form has... medium layout data semantic content background master data fill-in data

19. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 19 A puzzle Fathers Name William Chan How much business information is included in this box?

20. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 20 The ‘old fashioned‘ paper form knows different sizes and formats (letter, A4) knows continuing pages, a backside and splitting of data layout elements may have a semantic meaning (colours) has background master data (titles, standing clauses, box completion guidelines, watermarks, holograms), even multilingual likes clear names is flat and hides the deeper structuring of data is flexible, simple and allows different data in a box may allow annotations and non-requested data

21. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 21 Forms vs. electronic messages Forms... are easily archivable into and forwardable from document management systems are immediately human-readable - no expensive conversion required need no supplementary archiving of translation tables, old translation software versions, no double archiving of the originally received data and any intermediate formats

22. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 22 eForm vs. paper forms eforms.... enable recipient to decide whether to process the structured content or not without rekeying are editable with validation of input data are electronically archivable without scanning have no physical constraints

23. March 15 th 2005UNeDocs Launch - UN/CEFACT Forum - Kuala LumpurSlide 23 Next Steps  We will hold an inaugural meeting Friday at 09:00 am, room Arcade 1  Understand the project goals  Quantify the potential and the benefits for you  Consider forming national UNeDocs projects  Join the project team TBG (2 - UNeDocs)  Interested? Contact us before this Friday  Secretary: Markus.Pikart@unece.org  Project leads: Michael Dill@gefeg.com and Sue.Probert@sepiaEB.com  www.unedocs.org plus future UN/CEFACT site tbc