by Carlyle Felix Grenada Customs & Excise Department

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 Grenada’s 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. George’s (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 (1USD=2.7169 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:BuildingthePrototype Phase 3:PilotSite LIVE OPERATIONS - Cargo Management - DeclarationProcessing Phase 4:Roll-Out / Full Deployment Phase 5:ConsolidateSustainability

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 (Cont’d) • 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 Minister’s Office part of the decision making process)

11. Importance of Stakeholder Consultation - Identifying stakeholders (Cont’d) • 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/posters/public notices, press releases) • Adoption of a slogan • Design and use of a special stamp • Printing of t-shirts

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 Grenada’s 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