Critical Aspects of the Pre-Implementation Phase of ASYCUDA World: Stakeholder engagement, inter-agency coordination and private sector

1
Critical Aspects of the Pre-Implementation Phase
of ASYCUDA World Stakeholder engagement,
inter-agency coordination and private sector
the Grenada Experience

• by
• Carlyle Felix
• Grenada Customs Excise Department

June 11, 2013
2
Outline

• Overall /Main objectives
• About Grenada
• Background on ASYCUDA in Grenada
• The ASYCUDA World Implementation
• Successes, Lessons Learnt Challenges
• Recommendations

3
Overall/Main objectives

• To share Grenadas experience on the
  implementation of ASYCUDA World in relation to
• The importance of consultation with all
  stakeholders in the pre-implementation phase
• The challenges of inter-agency coordination
• The systematic public/private sector dialogue
  mechanism that needs to be set up during
  implementation
• Automation road map or plan

4
About Grenada - location

located 12º 07' N
latitude and 61º 40' W longitude.
5
About Grenada

• Area 344 sq. km or 133 sq. miles (Two other
  small islands Carriacou and Petit Martinique)
• Population est. 100,000 Capital City St.
  Georges (est. pop 33, 734).
• Terrain volcanic islands with mountainous
  rainforest.
• Climate Tropical
• Official language English (only a few people
  still speak French patois).
• Currency Eastern Caribbean Dollars (1USD2.7169
  ECD)
• Head of state Governor General/Prime Minister

6
Background information on Grenada
7
Background on ASYCUDA in Grenada

• Early 1990s - (ASYCUDA), (version 2)
• - Period of excitement to disappointment
• 1997 - latest release (version 2.7)
• - Some improvements but significant limitations
• 2012 ASYCUDA World
• - Significant increase in levels of performance
  and satisfaction

8
ASYCUDA World implementation process
Phase 1 Mobilisation / Awareness
Phase 2 Building the Prototype
Phase 3 Pilot Site LIVE OPERATIONS - Cargo
Management - Declaration Processing
Phase 4 Roll-Out / Full Deployment
Phase 5 Consolidate Sustainability
9
Importance of Stakeholder Consultation -
Identifying stakeholders

• A stakeholder can be defined as
• Any person, or group, who has an interest in the
  project, or
• One who could be potentially affected by its
  delivery or outputs.
• Stakeholders may be existing or potential
  customers or end-users.

10
Importance of Stakeholder Consultation -
Identifying stakeholders (Contd)

• Government of Grenada and the World Bank/IFC were
  two critical groups consulted.
• Brainstorm prepare master list of all the
  stakeholders - persons that will have to interact
  with the system both directly and indirectly .
• Stakeholder grouping grouped based on their
  roles
• Inform (e.g. general public for awareness)
• Consult (e.g. Ministry of Finance, Prime
  Ministers Office part of the decision making
  process)

11
Importance of Stakeholder Consultation -
Identifying stakeholders (Contd)

• Involve - (e.g. other government agencies,
  brokers, chamber so that they have firsthand
  knowledge since they are directly affected)
• Collaborate (e.g. Grenada Ports Authority both
  share operational space and will have to link the
  system)
• Empower (e.g. Staff and brokers, train them
  adequately to ensure proper use of the system)

12
Type of engagement/communication medium used
matters

• Discussion forums
• Live demonstrations
• Meetings
• Letters/memos
• Press releases
• Town hall meetings
• Media appearances
• Surveys
• Posters

13
Communication strategy adapted and tools used
can also contribute to successful engagement
program

• Tools used
• Email (mass and direct)
• Website
• Print material (Flyers/brochures/banners/signs/pos
  ters/public notices, press releases)
• Adoption of a slogan
• Design and use of a special stamp
• Printing of t-shirts

14
(No Transcript)
15
Successes in Grenada linked to Stakeholder
Consultation

• Successes

16
Successes in Grenada linked to Stakeholder
Consultation

• Successful discussion forums
• Healthy discussion with valuable feedback that
  helped with the implementation process
• Project Steering Committee formation
• Composition included representative from key
  stakeholder groups - helped to bridge the gap
  between the public and private Sector
• Regular committee meetings

17
Successes in Grenada linked to Stakeholder
Consultation

• Dedicated Project Team (Coordinator)
• Managed all the stakeholders engagement
  activities well (Make logistical arrangements and
  necessary follow-up emails and calls)
• Provided training to end users
• Support from the relevant agencies
• Early adaptors

18
The challenges of inter-agency coordination

• Government agencies and departments having a
  close working relationship with Customs at the
  Ports of entry.
• Agencies also include port operators and other
  statutory bodies have similar working relations
  with Customs.
• Government agencies and departments not
  proceeding with the same urgency.
• Resistance to change can be very high among some
  agencies the classic case of the Grenada Ports
  Authority

19
Other Challenges and Lessons Learnt
20
Other Challenges and Lessons Learnt

• Lack of co-operation from some of the key
  stakeholders
• Bureaucracy in decision making
• Some of the government agencies was reluctant to
  make decision
• Ability to meet the preference of all in terms of
  scheduling the activities
• Plan and inform early
• Time of day for the activity
• Location/accommodation

21
Other Challenges and Lessons Learnt

• Communication
• Lack of clarity on the correspondence which led
  to misunderstanding in identifying the right
  representative
• Unforeseen changes that was difficult to prepare
  for to cushion the impact
• Counterpart funding caused unnecessary delays

22
Other Challenges and Lessons Learnt

• Pre-implementation of ASYCUDA World consultation
  can fast track Customs Reform and modernization.
• The implementation of ASYCUDA World without the
  new Customs Act being in place had to do with the
  successful stakeholder consultations held earlier

23
Recommendations

• Pay as much attention to internal stakeholders as
  outside ones keep staff well informed all the
  way through the implementation process
• Pay attention to the composition of the teams
  (team building capability and technical
  expertise)
• Get the relevant stakeholders involved in the
  process as early as possible
• Develop a communication strategy and plan to
  ensure effective information sharing. Ensure the
  plan covers key activities, responsibilities,
  time line and resources required

24
Recommendations

• Involve relevant stakeholders as early as
  possible schedule joint working committee
  meetings
• Identify an influential Project Champion and use
  him as much as possible
• Adequate planning is key - Timely sharing of
  information
• Communication must be clear use simple language
• Access to detailed information about the
  activities to help with planning
• Create a special account

25
Automation road/plan

• Post implementation maintenance and support -
  2012
• HR Module of ASYCUDA World launched by December
  2013
• Website refurbished by September 2013
• Case Management system March 2014
• Ship reporting system June 2014
• IT- room E- library march 2015

26
Conclusion

• Hope Grenadas experience on the implementation
  of ASYCUDA World in relation to
• The importance of consultation with all
  stakeholders in the pre-implementation phase
• The systematic public /private sector dialogue
  mechanism that needs to be set up during
  implementation
• Will help to make your implementation of ASYCUDA
  World successful

27

• Thank you!

Thank you