1. The ePhyto Solution A Guide to implement the ePhyto System
Working off Examples
Laura Vicaria Lopez, IPPC Secretariat
Valencia ESG/PTC Meeting, October 2017, Valencia, Spain

2. Two strong examples of implementation guides:
Single Window Planning and implementation Guide
The eCITES Project Framework: A Guide to implement electronic CITES Permits
Both of these documents outline the process of implementation through stages or framework
In developing our own implementation guide we need to determine what are the relevant stages/framework for the ePhyto Solution

3. Guidance Through Structure
The structure of these documents are useful to determine the topics that need to be considered from an ePhyto perspective
CITES document for example:
About this Guide
Brief explanation of the ePhyto Solution and its overall purpose
The purpose of this guide, is to break down the recommended steps to implement the ePhyto solution, moving from the current to future state of trade and business model [we need a very clear objective]
Target audience
Outline of this guide
EPhyto Solution introduction
Objectives of the ePhyto solution
The process of development of ephyto ( pilot phases etc)
Tone on trade and trade facilitation
Keeping very similar to the content of the CITES document, Explaining the automation of business processes, movement of single window, paperless trade
Bring in how ePhyto fits into this
Begin to comment on process of implementation

4. A structure of components
CITES Components:
ePermit- Simplification of Permit issuance - mainly focused on automation between CITES management Authority and exporters and importers
eControl – border agency collaboration for better control. Mainly concerned with automated procedure with other control agencies
eReport – automated reporting, consists of the exchange of between management Authorities and the Cites Secretariat
eExchange- electronic permit exchange with other countries. Consists of the automated exchange of electronic permits between CITES trading countries
Based on the CITES report, they break down the project into several components, and based on these components they break down the implementation process.
Based on eCites example implementation should take place in a phased implementation approach where each phase automates a specific area of business process.
Structure example outlined:
Each section starts with short summary of activities that will be implemented for that component.
These activities will then be grouped into different steps which are implemented as sub projects.
Concluding each section with a set of recommendations for project manages with technical a non-technical aspects.

5. A Framework Structure Single Window Example
Single Window examples chooses an architecture based approach, through a framework structure.
Breaking the system structure, into simpler sub components for policy managers and decision makers to manage
In generating the framework structure, the Single Window document initiates by identifying the main implementation challenges of the project
From these outline 10 core components.
Based on these challenges, it is a further breakdown into identifying what are the current conditions that generate these challenges.
Based on this identification, a blueprint approach is applied into resolving and successfully tackling these conditions to ensure the implementation of the project.

6. The 10 components that single window outlines are:
Stakeholder Requirements Identification and Management
Stakeholder Collaborative Platform Establishment
Single Window Vision Articulation
Business Process Analysis and Simplification
Data Harmonization and Documents Simplification
Service Functions Design (or called Application Architecture Design)
Technical Architecture Establishment including Standards and Interoperability
Legal Infrastructure Institution
Business and Governance Models Enforcement including Finance,
Implementation and Operation Governance
IT Infrastructure and Solutions Execution.
According to the framework structure, the implementation of the project consists of establishing a development cycle, concentrated around 10 the above components. For each of the stages of the cycle, key objectives and deliverables are outlined.

7. Following the framework structure there is also the recommendation of a project management process. This is aimed to help policy managers in policy formulation, planning and overseeing of the project.
Single Window report breaks this into 5 phases:
Single Window Project Management
Phase 1: Inception for Developing the Initial Concept Paper
Phase 2: Elaboration phase for Conducting
the Detailed Feasibility Study
Phase 3: Planning for formulating a Single Window
high-level master plan
Phase 4: Development and deployment oversight
Phase 5: Lessons-learned and feedback
Lessons learned: Advice from experienced
Single Window project managers

8. Why a systematic approach is recommended?
Because there are many challenges to be managed
such that the e-Phyto Vision could be transformed into reality.
Political Will Barrier
Many Document Requirements
Target To- be
Condition
As-Is Condition
e.g.
Manual Paper-based Environment
Complicated Procedures
Conflict of Interest
Laws and Regulations
Many Stakeholders
Difficulty in data exchange
More compliant, faster, and less cost Electronic
Phyto Certificate Environment
Lack of Funding
Standards
Compliance Governance
Human Resistance
Lack of
to Change
Inadequate Technology
Understanding
Change Management
Different
Infrastructure
ICT systems
Barriers in interoperability
System Development
Data Privacy
Security
Somnuk Keretho’s presentation on implementing e-certification

9. 4 Phases of ePhyto System Development
From the As-Is
Target To-Be Environment
1. Inception
2. Elaboration
3. Construction
4. Transition
Conduct a
feasibility study
Detailed
As-Is Analysis and Agreement of better To-Be environment
Implementation of
People change must be managed
such that more users, of both
government officers
and traders,
are familiarized with, and really utilize
the established platform in their
routine operations.
ICT infrastructure, application software and systems
(initial as-is
Analysis & to-be Proposal)
Enacting necessary
laws/regulations
TOR,
Blueprint Design
and
Planning
for Implementation
Training key stakeholders
to establish the agreed To-Be process &
the electronic environment.
Somnuk Keretho’s presentation on implementing e-certification

10. ePhyto Solution: What are its core components?
Transfer of information from exporter to NPPO
NPPO certification process including:
Documentary verification of conditions;
Validation of commodity compliance (inspection, testing…)
Certificate issuance
Exchange between NPPOs
Transfer of certificates to other stakeholders
Electronic transfer to border agencies
Paper transfer to stakeholders
Receipt of certificate
Notification of sending authority (future consideration)

11. Establishing NPPO work plan for implementation
Provide guidance on
Benefit assessment and realisation
Stakeholder engagement
Change assessment
Process mapping of certification procedures
Identification of potential areas of change and implications
Risk management
Identification of risks to implementation
Developing the country project team

12. Issues that require addressing
Are legislative changes required to support implementation
What infrastructure is required
Who are the stakeholders and how should they be engaged
Both internal and external
What funding is required and how will it be obtained
What is the corporate support for implementation
Conduct a business readiness assessment and provide to IPPC Secretariat
What is the process of communication
Who needs training and how will it be provided
Both changes in business operation and technical training
How will the costs of the system be assessed and recovered
What are the benefits to implementation and how will they be assessed

13. ePhyto Solution: what is its implementation guidance structure?