f) Newsletter May 2016 - Kastam Diraja Malaysia

Opening
remarks
Director general message
Assalamualaikum w.b.h, Salam 1 Kastam, 1 Malaysia. First and foremost, I would
like to thank you for everyone’s patience for the much awaited uCustoms
system this year. My sincere apology that part of Phase 1 modules 5 namely
the Registration and Broker Affairs modules that were expected to Go-Live in
January 2016 did not happen. This was due to the committee’s decision to wait
for the release of the remaining modules in Phase 1 namely Cargo, Declaration,
Assessment, Inspection, Clearance and Transit to be completed. This will allow the
stakeholders to acquire a better understanding on the 9 holistic pictures of the
uCustoms system. In addition to the Phase 1 modules, the Phase 2 (Inward and
Outward Processing, Temporary Admission, Drawback, Bonded Warehouse and
Free Zone) with part of the integrated tariff module will also be released in the
same time as well. Depending on the outcome of the vigorous testing processes
that we are having right now, Insyallah the system will be to be piloted in some
of the identified sites sometime in the middle of this year. Therefore, I would like
to take this opportunity to request all stakeholders to give your fullest support
and highlight your comments if any concerns that are impacting your day-to-day
operations. We will take your comments/concerns seriously as this is a system
developed for you to ease your operations on the ground. I hope with Allah SWT
blessings, our prayers for the project’s success will be realised in time to come.
With this, I thank you especially to the project team and all stakeholders for their
hard work, contributions and their tireless effort in making this project a success.
CONTENTS
1
DIRECTOR GENERAL’S
OPENING MESSAGE
2
projECT progrEss
UpdATE & MAjor
MIlEsToNEs hIghlIghTs
3
ThE ChAMps oF ThE
ChAMpIoNs goEs To...
pENANg!
4
uCUsToMs projECT:
A sINCErE rEvIEW
6
sTATE ChAMpIoNs For
ChANgE MANAgEMENT
NATIoNWIdE
7
6Th sTATE ChAMpIoNs
MEETINg @ dE rhU bEACh
rEsorT, kUANTAN, pAhANg
9
TrANsFEr, AdopTIoN
ANd dIFFUsIoN oF
TEChNology: ThE FIrsT
sTEp ToWArds sElFsUsTAINAblE ENvIroNMENT.
COMING SOON
This May And June.
Yours sincerely,
Dato’ Sri Khazali bin Hj Ahmad
Director General of the Royal Malaysian Customs Department, Malaysia.
uCustoms Voices
May 2016
1
ProjecT ProGress
UPDaTe
uCustoms Voices
May 2016
2
Proud state champions and PKN Penang posing with uCustoms trophy
THE CHAMP OF THE
CHAMPIONS GOES TO...
PENANG!
B
ravo to the Penang State Champions! Once
again, the uCustoms State Champions
prestige award was held during the 6th
State Champions meeting at De Rhu Beach Resort,
Kuantan on the 30th March 2016. The state of
Sabah, who was the past winner of the award had
handed the uCustoms Champs of Champion trophy
to the new winner, PENANG!!
The evaluation was based on the state’s uCustoms
related activities for being the most active in
engagements coverage and training activities in the
state. The close competitor was Customs Call Center
(CCC) unit, Kelana Jaya headed by Tuan Bhaskaran
A/L Vythilingan Pillai.
RMCD Penang, under the great leadership of Tuan
Sutam A/L Eh Di and Tuan Anuar bin Ibrahim, the
state had conducted numerous engagements with
the stakeholders internally and externally. Within
2 years, the number of champions had grown from
four (4) to twenty (20). They have also set up the
uCustoms clinic stations as a preparation for the GoLive of uCustoms for clients to seek any enquiries
with Registrations and free guidance on to use the
system. Once again, congratulations to the team on
job well done. Keep it up Penangites!
Proud moment: Penang Champions receiving the trophy
from the Project Director; Tuan Zaini Md Desa
uCustoms Voices
May 2016
3
uCustoms Project:
a Sincere Review
R
oyal Malaysian Customs Department (RMCD) has
embarked on a very interesting and exciting project. This particular project has a wider vision
of transforming not only the organization to be world
class, but it also encompasses by improving trade facilitation, providing better compliance, improving international ranking and ease of doing business, as well as
improving the skillsets of our own officers nationwide.
In short, this is like a total makeover of the whole landscape of customs and trade facilitation per se. Thus, a
project named as uCustoms: fingertips , anytime, anywhere & any device, come into being. It is a collaboration
between RMCD as owner of the technology, Brilliance
Information Sdn. Bhd. as the vendor providing the technology solution, as well as KPMG as our Project Management Office (PMO) to monitor its progress and the
highly dedicated uCustoms Project Team in Cyberjaya
to collaborate and implement the project respectively.
In this project, all aspects are taken into consideration,
for example development and improvement in term of
infrastructure, system application, integration, business
process reengineering as well as change management,
training and transfer of technology.
Looking back at history, a decision was made via the
Mesyuarat Jawatankuasa Khas Kabinet Mengenai
Keutuhan Pengurusan Kerajaan (JKKMKPK) on 27th
July 2011 stating the need
to revamp the
current legacy
system which
was build in the
80’s named the
Sistem
Maklumat Kastam
(SMK) to be replaced with a
new and more
user
friendly
system which
will
promote
trade facilitation and secure
trade
supply
By Tuan Mohammad Haizam bin Hashim
Change Management Team Lead, Cyberjaya
chain in Malaysia, based on
findings and report done by a team led by MAMPU, a
government agency overseeing the ICT and eGovernment initiative in Malaysia. The mandate to kick start
the project was then being given the approval by the
Prime Minister of Malaysia.
“This is not an easy task and indeed it is currently
our key challenges as many parties are involved in
various many stages of the project”
T
hus far, a lot of effort has been carried out to
realise this project to reality, though challenges
may arise from time to time, eventually this project
has been the pinnacle to ensure trade facilitation is being
materialised and excercised effectively in Malaysia as
the Trade Facilitation Agreement(TFA) which has been
recently signed by our country and along with many
other bilateral and multilateral agreements being signed
over the years, this project has defintely, should be able
to cover most of the requirements much needed by
RMCD, Cross Border Regulatory Agencies (CBRAs),
Ports Authorities as well as the players involved in the
supply chain. In short, the scope of this project has now
blown bigger then Customs itself, where it also covers
the whole supply chain, end to end.
With respect to continuous engagement with key
stakeholders, it is done namely to gain their Buy-In
and creating high level of synergy, to work a way for
integration and support to perform once Go Live stage
comes into picture later on. This is all done in order to
ensure that uCustoms which among other, to replace
the role of National Single Window (NSW) currently
managed by DagangNet, could be realised. It is extremely
important as Malaysia is already known to have its
mechanism in NSW, however, this time the difference is
that it is now owned by the Government and managed by
RMCD, with the aim to further REDUCE the clearance
time(hence providing rooms for pre-arrival clearance),
cost of doing business and the number of documents
needed in order to clear cargoes for import, exports and
other related activities pertaining to trade covering all
modes i.e sea, air and land.
uCustoms Voices
May 2016
4
However, if we managed to realised its true potential
and benefit, this initiative will provide huge impact and
form part of the major favourable results in benefit
realisation of this particular project later on. With
respect to change management, training and transfer
of technology, RMCD acknowledge that while it is
important to improve and transform our legacy system i.e
SMK to further facilitate trade and improve compliance,
it is also equally important to enhance the skillsets of our
own officers to support, embrace and accept the change
occuring, especially senior officers. Hence, the change
management, training and transfer of technology is
equally important to ensure the successfulness of this
project especially with respect to the Change Readiness
in human aspect.
uCustoms Voices
May 2016
5
State Champions for
Change Management
Nationwide
Challenges of Change?
- Bumpy Roads
C
urrently, there are more than 196 State Champions for Change
Management nationwide, all able to carry out their duties to
inform, communicate, engaged and assist internal and external
stakeholder in familiarising themselves with uCustoms concepts and later
on the application itself once ready. This is a very high commitment which
RMCD and eventually PERKASA can be proud of as it marks the level of
highly strong support that any Government Agencies in Malaysia could
ever had in a given IT project such as uCustoms. It has been endorsed,
not only by the uCustoms Project Team Director, but also professional
consultant such as Pricewaterhouse Coopers(PwC) who regularly
collaborate together with the Project Team (Change Management sector)
and Brilliance Information Sdn. Bhd. (Change Management sector) with
respect to Change Management, Training and Transfer of Technology
initiatives. I salute to all of them for their energy, collaboration, courage
and commitment personally!
Having said that, we should all look forward for this project to continue
it’s journey towards success, regardless of any challenges ahead. I am
confident that this project will provide the necessary boost that our
organization as well as the nation needed and more importantly what other
key stakeholders wished for. We want
to cease this opportunity to recount
back the experience we had while
delivering the uCustoms Roadshow
nationwide in 2014. It was very
encouraging as most of our officers,
especially Senior Officers of RMCD,
including our external stakeholders,
are really looking forward and have
positive vibes about this project. This
shows us that we are currently on
the right track, but more importantly
is for us to keep the good work and
push further ahead with continuous
collaborations and engagements to
successfully implement the project
that is where we finally reach our
vision: To be a world class customs
administration.
uCustoms Voices
May 2016
6
6th State Champions Meeting
@ De Rhu Beach Resort, Kuantan, Pahang
On the serious role.
I
t has been almost past 6 months since the champions had met. It was
time again to update and inform what is going on with the uCustoms
project to the fellow champions. The response from the states was
extremely encouraging with the attendance of ninety-six percent (96%)
with 105 out of 109 who had attended the event.
The main objective of the meeting was to provide updates on the
progress and the challenges of the project by the Project Director, Tuan
Zaini Md Desa.
On a serious note, the long dialogue session chaired by Tuan Zaini Md
Desa was held on the final day of the event. During the dialogue session,
majority had reflected their full support to ensure the success of this
challenging project at the end of the day.
In terms of communication, many had requested that they should be
the first to be informed with the progress and updates instead of getting
secondhand information from others by surprise. Tn Mohammad Haizam
Hashim had assured that the information will be updated from time to time
through more access channels such as group chat on Telegram, WhatApp
and the uCustoms Portal subsite. In any circumstances champions are
Dialogue Session.
free to call in at any time if there are
any immediate clarifications required.
As requested from the previous
meeting at Penang, the champions
had wished for team building sessions
to boost the bonding and rejuvenate
their positive team spirits among
the fellow team mates. Hence, there
were some outdoor activities planned
during the event after the meeting.
The event “uCustoms Amazing Race”
was organised on the second day with
participants were made to race against
time to perform and complete certain
tasks together as a team at various
pits stops. The feedback response
were very positive and encouraging
from the participants with majority
had enjoyed the sessions and finds it
interesting and meeting its objectives.
On the serious role during the TOT sessions.
uCustoms Voices
May 2016
7
The Race has begun...
Strike a POSE!
Survivor: this “human skull” should be more
The survivor: Your pull right, i pull left.
than 500 years old?
The Fear Factor: Who want to swallow this?
The conspiracy theory in progress.
Posing with the “tanned Phua Chu Kang”.
uCustoms Voices
May 2016
8
Transfer, adoption and diffusion of technology:
The first step towards self-sustainable environment
S
ystem is built to stay, provided its technology and
functions are regularly “serviced and updated”. The
Government should have a change in perception and
strategise on how they can be weaned off and becoming
independent from vendors who provide the solution. One that
requires a major drastic overhaul in perception is the assurance
in technology knowledge is transferred to the officers who are
designated to maintain the future system. Hence, the project
governance support is very crucial in identifying and making
sure that the appropriate person who are there to stay and
maintain the system.
uCustoms system has a dedicated team to look into the
training and transfer of technology activities
under the Change Management and Training
committee. The training committee with
members consist of all team leads from the
project were brought together to strategise the
approach, identify what knowledge transfer is
required and the appropriate candidates who
will be maintaining the system in future.
Transfer of technology is a cyclical processes
that should be carry out to ensure whatever
knowledge transferred sticks and sustainable.
KNOWLEDGE TRANSFER
Where are we now ?
Diffu
sio
n-
- 100%
sfer
ran
eT
dg
5%
Kn
ow
le
Ado
p ti o n - 2 5 %
*As of 15 April 2016
The knowledge or tools will need to be transferred via training on
how the tools are used. Tests are carried out to evaluate to see if
the participants has grabbed what has been thought before and
after each training sessions.
ADOPTION
The tools learnt are then modified or customized to see that
how they are adopted to the local settings and environment.
Participants should be able to apprehend that how those tools are
able to assist their day-to-day work.
DIFFUSION
The tools learnt will need to be put into daily practice to ensure
what was learnt will be put into practice. Hence, regular and
continuous discussions or over-the shoulder exercises will need to
be carried out to up-lift the knowledge to a higher level.
What next?
RMCD will need to assure the Diffusion is taking
place. These activities will need to be plan carefully
especially during the transition period while the
vendors are still around. The organisation structure
will need to be established, officers need to be
identified and knowledge needs to be absorbed.
Training unit will need to own this to start nurturing
and mold them into proper shape.
COMING SOON
APRIL - MAY 2016
Walk-through and user Acceptance Test for Phase 1: Cargo, Declaration, Assessment,
Inspection, Clearance, and Transits modules.
MAY - JUNE 2016
Walk-through and user Acceptance Test for Phase a2: Inward Processing, Temporary
Admissions, Drawbacks, Bonded Warehouse, and Free Zone modules.
May-June 2016: User Acceptance Test for MyCOO modules.
May-June 2016: uCustoms Risk Management Training.
uCustoms Voices
May 2016
9