UNeDocs Lunch & Learn

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

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 UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

3. 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. UNeDocs Project UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

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. UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

5. UNeDocs Process Scope Buy Ship Pay Prepare for export Export Transport Prepare for import Import • 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. • Financial • Procedures • Provide credit • rating • Insurance • Execute payment • Issue statements • Regulatory • Procedures • Obtain im/export • licenses etc. • Provide Customs • Declarations • Provide cargo • Declarations • Apply security • measures • Clear goods International Trade Reference Model UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

6. 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: oA class diagram and document structure oThe paper and electronic, re-usable layout description of the documentbased on the UN Layout Key oBox Completion Guideline oXML profiles oUN/EDIFACT message implementation guide Project Deliverables · · · · UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

7. UNLK – UN/ECE Rec. 1The 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… UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

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

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. UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

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

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. UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

12. 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 The world is changing...... UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

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 UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

14. UNeDocs can contribute to Core Components becoming a global standard Core Components can contribute to UNeDocs becoming a global standard UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

15. Combined Approach Electronic Document Exchange XML or UN/EDIFACT <?xml version="1.0" encoding="UTF-8"?> <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"> <cat:ID>token</cat:ID> <cat:IssueDate>2003-02-14</cat:IssueDate> <n:TaxPointDate>2003-02-14</n:TaxPointDate> <cat:BuyerParty> <cat:PartyName> <cat:Name>Bills Microdevices</cat:Name> </cat:PartyName> </cat:BuyerParty> <cat:SellerParty> <cat:ID/> <cat:PartyName> <cat:Name>Joes Office Supply</cat:Name> </cat:SellerParty> <cat:InvoiceLine> <cat:ID>1</cat:ID> <cat:InvoicedQuantity unitCode="token">5</cat:InvoicedQuantity> <cat:Item> <cat:Description>Pencils, box #2 red</cat:Description> </cat:Item> </cat:InvoiceLine> </n:Invoice> Electronic Edit Form Paper Document aligned to UN Layout Key UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

16. 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 UNeDocs and eUNLK UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

17. The Standards Map CEFACT Registry UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

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

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

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 UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur

21. 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 UNeDocs Launch - UN/CEFACT Forum - Kuala Lumpur