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ASEAN CUSTOMS TRANSIT SYSTEM (ACTS)

Ref.: CTR DCI-ASIE/2014/350-421 - Technical


Assistance for Developing the Computerised
System for the ASEAN Customs Transit System
(ACTS)

Monthly Progress Report


for October 2016

DRAFTED BY: Version No. 1.00

Aivaras Pigaga Date: 31 October 2016

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Contents
1 Introduction..................................................................................................................... 3
1.1 Purpose of the document....................................................................3
2 Highlights........................................................................................................................ 4
2.1 Key achievements...............................................................................4
2.2 Deviations from the planning..............................................................4
3 Tasks performed during the reporting period...................................................................5
4 Tasks planned for the next reporting period.....................................................................6
5 Action Log........................................................................................................................ 7
5.1 Major issues / Problems to be escalated.............................................8
6 Risk Log........................................................................................................................... 9
Abbreviations and Acronyms................................................................................................. 20
Document history.................................................................................................................. 21

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1 Introduction
This document provides a consolidated report regarding ACTS project
management and execution for the reporting period and more specifically
between 01/10/2016 and 31/10/2016.

1.1 Purpose of the document


The purpose of this document is to describe the progress of executed tasks,
problems and issues encountered. It also serves as a means to propose
possible solutions or actions to be taken for their resolution. Finally the
currently identified risks in project plan execution are presented.

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2 Highlights

2.1 Key achievements


During this period, the team has performed activities in the following areas:

Project Management:

Further discussions followed with ARISE, ASEC;

Ad hoc conference calls were held and emails exchanged between


members of Jakarta and Athens teams to exchange updates on various
management aspects of the project;

Bi-weekly conference calls (Mondays) were held between Contractors


Teams in Jakarta, Indonesia and Athens, Greece;
Execution and Technical:

Further discussions followed with ARISE, ASEC;

Ad hoc conference calls were held and emails exchanged between


members of Jakarta and Athens teams to exchange updates on various
technical aspects of the project;

Bi-weekly conference calls (Mondays) were held between Contractors


Teams in Jakarta, Indonesia and Athens, Greece;

Deployment of Central Services (CS) site continued;

Linking of pilot AMS using IPSec channels continued; That said, extensive
cooperation and effort by pilot AMS is required and expected to
successfully complete the task on time. Currently the process is slow, due
to various technical difficulties that need to be overcome by the pilot
AMS. Intrasoft is in continuous communication and provides continuous
support to the activities that pilot AMS need to perform as part of the
linking process.

2.2 Deviations from the planning


Project is suffered further delays due to out of scope activities that Intrasoft
had to support in order to ensure that National ACTS ICT environments are
prepared for Pilot scenario testing. Note that, latest updated Project Plan
already includes 3 months extension of the contract, taking into account
delays that pilot AMS have suffered. No further extension can be

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accommodated by Intrasoft as further delays suffered are due to activities
that are out of scope and not the responsibility of Intrasoft.

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3 Tasks performed during the reporting period
The list below presents specific activities that have been performed during
the reporting period (01 October 2016 30 October 2016):

1. Further discussions followed with ARISE, ASEC as required;

2. Ad hoc conference calls to be held and emails exchanged as required


between members of Jakarta and Athens teams to exchange updates on
various aspects of the project, both project management and technical;

3. Bi-weekly conference calls (Mondays) to be held between Contractors


Teams in Jakarta, Indonesia and Athens, Greece (unless it will be
impossible due to travelling or other circumstances);

4. Action Log Item 109: Deployment of Central Services (CS) site


continued and to be completed by 30 November 2016;

5. Action Log Item 108: Linking of pilot AMS using IPSec channels to
continued and potentially to be completed by 7 November 2016.
Extensive cooperation and effort by pilot AMS is required and expected to
successfully complete the task on time;

6. Action Log Item 110: Linking of CS to the pilot AMS to be completed by


30 November 2016;

7. Action Log Item 111: Pilot scenario testing start date revised to 7
November 2016;

8. ACTS Implementation Team participated in 14th ACTS-SWG meeting in


Jakarta on 25-27 October 2016

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4 Tasks planned for the next reporting period
The list below presents specific activities that are planned to be performed
during the next reporting period (01 November 2016 30 November 2016):
1. Further discussions to follow with ARISE, ASEC as and if required;
2. Ad hoc conference calls to be held and emails exchanged as required
between members of Jakarta and Athens teams to exchange updates on
various aspects of the project, both project management and technical;
3. Bi-weekly conference calls (Mondays) to be held between Contractors
Teams in Jakarta, Indonesia and Athens, Greece (unless it will be
impossible due to travelling or other circumstances);
4. Action Log Item 109: Deployment of Central Services (CS) site to
continue and to be completed by 30 November 2016;
5. Action Log Item 108: Linking of pilot AMS using IPSec channels to
continue and potentially to be completed by 7 November 2016. Extensive
cooperation and effort by pilot AMS is required and expected to
successfully complete the task on time;
6. Action Log Item 110: Linking of CS to the pilot AMS to be completed by
30 November 2016;
7. Action Log Item 111: Pilot scenario testing to start on 7 November
2016;
8. Interim Report 2 to be delivered to EUD along with all deliverables of
Phase 2 that will effectively close Phase 2.

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2 Action Log
Target Actual
Nr Description Responsible Meeting Date Status Completion Completion
Date Date
Linking of pilot AMS using IPSec channels. Extensive
10
8
cooperation and effort by pilot AMS is required and MY, SG, TH, IISA 25/08/2016 OPEN 07/11/2016
expected to successfully complete the task on time.
10
9
Deployment of Central Services (CS) site to commence IISA 25/08/2016 OPEN 30/11/2016

110 Linking of CS to the pilot AMS IISA, MY, SG, TH 25/08/2016 OPEN 30/11/2016

111 Start of pilot scenario testing MY, SG, TH 25/08/2016 OPEN 07/11/2016

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4.1 Major issues / Problems to be escalated
Project was extended by 3 months from its original schedule to accommodate
various delays experienced by pilot AMS. No further delays in the project can
be accommodated.

As most of the work is now being performed on the pilot AMS National ACTS
sites, working arrangements are of utmost importance to the efficiency of work
being performed. Thailand provided remote access to their environment, which
facilitates the deployment activities of ACTS, large part of which is out of scope
of the contract. Singapores and Malaysias security policies do not allow
remote access. This creates difficulties for ACTS Implementation Team to
support out of scope preparation activities (e.g. system software installation) of
National ACTS environments of Singapore and Malaysia and to perform other
deployment activities on the respective ACTS sites.

Currently the process is slow, due to various technical difficulties that need to
be overcome by the pilot AMS. Intrasoft is in continuous contact and provides
continuous support to the activities that pilot AMS need to perform as part of
the linking process. Date of completion is currently set to 7 November 2016.

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3 Risk Log

Ris
Risk
I k Date Risk Comment
Risk Category Impact Prob. Exposure Risk Description Mitigation Plan
D Ow Issued Strategy s
(P*I)
ner
R. TECHNICAL IISA 29/10/201 HIGH MEDIUM MEDIUM Project scope is Detailed scope to MITIGATE Mitigated
0 , 4 defined on high level, be discussed and partially.
1 pilo meaning it is clear agreed upon with Had a
t what system all parties, ARISE, medium
AM components must be ASEC, and pilot impact on
S delivered. Size of AMS, and included planning.
several system into the Inception
components is not Report before the
well defined, SfR of Inception
however, which could Report. Further
result in Analysis to be
inconsistencies performed on
between main matters that need
stakeholders on further discussion
understanding of during Analysis
Project Scope, which Phase. Escalate to
could lead to project pilot AMS, ARISE
delays and ASEC any
issues
R. TECHNICAL IISA 29/10/201 HIGH HIGH HIGH The client will have BPMN to be MITIGATE Fully
0 4 issues understanding extended with mitigated
2 specifications detailed and by adding
described in BPMN articulated textual additional

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Ris
Risk
I k Date Risk Comment
Risk Category Impact Prob. Exposure Risk Description Mitigation Plan
D Ow Issued Strategy s
(P*I)
ner
notation with limited descriptions of descriptive
textual description, each step in the informatio
resulting in significant process that is n to the
project described using BPMN
implementation BPMN notation.
delays due to
difficulties reaching
pilot AMS agreements
on ACTS
specifications
R. MANAGEMENT IISA 31/10/201 HIGH HIGH HIGH Pilot AMS does not Inform pilot AMS in MITIGATE Mitigated
0 , 4 follow the prescribed advance on the fully. Had a
3 pilo review and review and medium
t acceptance cycles, acceptance impact on
AM resulting in delays in approach: 1. planning.
S project During the
implementation Inception Meeting
in pilot AMS; 2. By
involving their
dedicated
reviewers into the
Inception Report,
PQP, and OWP
review cycle. Strict
T1/T2/T3/T4
approach to be
used and
articulated clearly
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Ris
Risk
I k Date Risk Comment
Risk Category Impact Prob. Exposure Risk Description Mitigation Plan
D Ow Issued Strategy s
(P*I)
ner
in the PQP.
Separate DTM
entry will be
created for every
deliverable of the
project, among the
usual fields in the
DTM, add
dedicated
reviewers field and
chief reviewer field
to be used to
control the
reviewing process
as precisely as
possible during the
Project execution.
If any of the Tx
times are not
followed by any of
the dedicated
reviewers,
respective Tx time
is considered
completed and the
cycle is moved to
next Tx time in
sequence. Escalate

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Ris
Risk
I k Date Risk Comment
Risk Category Impact Prob. Exposure Risk Description Mitigation Plan
D Ow Issued Strategy s
(P*I)
ner
to pilot AMS, ARISE
and ASEC any non-
conformities to the
review cycles.

R. MANAGEMENT IISA 31/10/201 HIGH HIGH HIGH Pilot AMS do not IISA to stress MITIGATE This risk
0 , 4 provide adequate or clearly what type has major
4 pilo adequately qualified of roles are needed impact so
t resources for Analysis and at what time far.
AM Phase, resulting in for every activity of
Intrasoft
S gaps in terms of the project from
had to
understanding of pilot AMS in
undertake
Scope by all parties, advance, and
installation
which could lead to present it early in
of system
significant delays in the Inception
software
project Meetings in pilot
on AMS
implementation, AMS. For every
National
rejection of some activity IISA to be
ACTS
deliverables prepared with as
infrastruct
final proposal as
ure, which
possible, leaving
is out of
pilot AMS only few
scope of
things to clarify,
Intrasoft
specify, request, or
contract.
discuss. Escalate
Further
to pilot AMS, ARISE
potential
and ASEC any

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Ris
Risk
I k Date Risk Comment
Risk Category Impact Prob. Exposure Risk Description Mitigation Plan
D Ow Issued Strategy s
(P*I)
ner
issues delays are
foreseen
as no
remote
access to
SG and MY
environme
nt are
available
and
coordinatio
n of
actions
required
by AMS to
facilitate
the
deploymen
t activities
is
complicate
d.
In addition,
major
involveme
nt of
National
ACTS

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Ris
Risk
I k Date Risk Comment
Risk Category Impact Prob. Exposure Risk Description Mitigation Plan
D Ow Issued Strategy s
(P*I)
ner
Teams in
the project
are
expected
in Phase 3.
R. MANAGEMENT IISA 30/01/201 MEDIUM LOW LOW Contractors key INTRASOFT MITIGATE Fully
0 5 personnel is unable to International is an mitigated
5 perform their duties organisation with so far
due to the around 120
This risk is
termination of the experts exclusively
still active
employment, working for
as more
sickness, force major customs area of
work still
or other similar business who can
needs to
reasons. be used to replace
be done
key personnel in
this Project. In
addition, an
approach of back-
up personnel is
used to mitigate
losses, temporary
or permanent.
Meaning every key
position has a
back-up person
assigned to it, for
the cases when
takeover of the
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Ris
Risk
I k Date Risk Comment
Risk Category Impact Prob. Exposure Risk Description Mitigation Plan
D Ow Issued Strategy s
(P*I)
ner
responsibilities is
needed.
R. TECHNICAL Pilo 31/10/201 HIGH HIGH HIGH Technical Survey on pilot MITIGATE Mitigated,
0 t 4 environments of pilot AMS infrastructure but had
6 AM AMS will not be ready has been devised major
S, on time to host and executed. impact on
IISA National Domain of System software planning.
ACTS applications, list and technical Caused 3
resulting in inability specifications of months
to install the systems required HW and delay of
and as a result to connectivity sizing the
proceed with planned to be prepared and project.
training, testing and delivered to pilot
pilot activities, which AMS ASAP (exact
could result in date TBD). Monitor
extreme delays in the the
project implementation of
the technical
specifications by
pilot AMS, early
assessment of the
implemented
new/upgraded
infrastructure in
pilot AMS for their
conformance to
technical
specifications.
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Ris
Risk
I k Date Risk Comment
Risk Category Impact Prob. Exposure Risk Description Mitigation Plan
D Ow Issued Strategy s
(P*I)
ner
Escalate to pilot
AMS, ARISE and
ASEC any issues
R. MANAGEMENT IISA 31/10/201 MEDIUM LOW LOW Pilot AMS may lose Pilot AMS to be MITIGATE Fully
0 , 4 interest in the project involved in review mitigated
7 pilo if they are not and acceptance of
t involved adequately all document
AM in project activities, deliverables of the
S which could result in project. Pilot AMS
significant delays in to be informed on
the project and progress through
possibly rejections of Monthly Progress
some project Reporting and
deliverables quarterly SWG
meetings. They will
be trained in ACTS
business
processes, and
ACTS applications
as users and
administrators/ope
rators. They will
execute UAT and
CT of ACTS System
components with
Contractors help.
In addition, they
will execute the
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Ris
Risk
I k Date Risk Comment
Risk Category Impact Prob. Exposure Risk Description Mitigation Plan
D Ow Issued Strategy s
(P*I)
ner
pilot phase with
Contractors help.
Escalate to pilot
AMS, ARISE and
ASEC any issues.
R. MANAGEMENT IISA 31/10/201 MEDIUM MEDIUM MEDIUM As it is a fixed price Expectations of MITIGATE Mitigated
0 , 4 contract, there is no pilot AMS must be partially.
8 pilo possibility to extend managed and Had a
t it, in case new oriented to the medium
AM functionality project scope. impact on
S important for ACTS Change planning.
but currently out of Management
This risk is
scope is requested by meetings must be
still active
pilot AMS, including held regularly
as more
national deviations, (together with
work still
that could lead to IT monthly progress
needs to
system conflicts meetings with
be done.
between pilot AMS ARISE and ASEC)
installations. This to address every
could result in change that is
significant delays in requested.
the project Changes to be
accommodated
under sole
discretion of
Contractor.
Changes that
cannot be
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Ris
Risk
I k Date Risk Comment
Risk Category Impact Prob. Exposure Risk Description Mitigation Plan
D Ow Issued Strategy s
(P*I)
ner
accommodated
must go into
Change Log to be
included in the
Final Report that
could serve as an
input for further
development.
Escalate to pilot
AMS, ARISE and
ASEC any issues.
R. TECHNICAL pilo 16/12/201 LOW LOW LOW ACSN infrastructure is If ACSN does not TRANSFE Fully
0 t 4 not in place in time exist at the time R mitigated
9 AM for the deployment needed, there are by
S, activities resulting in several options for including
AS inability to run ACSN as a fallback: Gateway
W Conformance Testing 1. Secure component
Proj Mode-2 and execute application layer in the
ect the Pilot, which could protocols over package.
result in dropping Internet; 2. VPN
Pilot Execution over internet, incl.
activities secure application
layer protocols.
The former
requires no
additional
arrangements by
pilot AMS, except
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Ris
Risk
I k Date Risk Comment
Risk Category Impact Prob. Exposure Risk Description Mitigation Plan
D Ow Issued Strategy s
(P*I)
ner
for Internet
connection,
whereas the latter
might require
additional
procurement of HW
by pilot AMS. This
will be analysed
during the analysis
and design phase
and confirmed
before the
deployment, to
ensure readiness
of pilot AMS.
Escalate to pilot
AMS, ARISE and
ASEC any issues

Legend: ____ - Risk is materializing


____ - Risk might materialize during the project
____ - Risk was fully mitigated

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Abbreviations and Acronyms
ACRONYM DEFINITION
ACTS ASEAN Customs Transit System
AFAFGIT ASEAN Framework Agreement on the Facilitation of Good In Transit
AMS ASEAN Member States
ARISE ASEAN Regional Integration Support from the EU
ASEAN Association of South East Asian Nations
ASEC ASEAN Secretariat
ATT Authorized Transit Traders
DTM Delivery Tracking Matrix
EUD Delegation to Indonesia, Brunei Darussalam and ASEAN
FAT Factory Acceptance Testing
GMS Guarantee Management System
HPB Heitech Padu Berhad
IISA INTRASOFT International S.A.
IT Information Technology
KE Key Expert
MPR Monthly Progress Report
MY Malaysia
NA Not Applicable
NPT National Project Team
OWP Overall Work Plan
PM Project Manager / Management
PQP Project Quality Plan
QA Quality Assurance
SfA Submission for Acceptance
SfR Submission for Review
SG Singapore
SWG Sub-Working Group
TA Technical Assistance
TBD To Be Defined
TH Thailand
UAT User Acceptance Testing

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Document history
Ed. Rev. Date Description Action(*) Pages

0 01 27/10/2016 Interim Draft I 22


0 10 31/10/2016 Final Draft I, U As required
1 00 31/10/2016 Final U As required

(*) Action: I = Insert, U = Update

Action Date By

Prepared 27/10/2016 Aivaras PIGAGA Interim Draft


Prepared 31/10/2016 Aivaras PIGAGA Final Draft
Reviewed 31/10/2016 Savvas KASAPIS Final
Reviewed 31/10/2016 Rania ALEXIOU Final

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