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UNNExT: Networking for Efficiency in Cross Border Trade Geneva, December 2010

Documentary Standards for Cross Border Trade - UN Layout Key, UN Trade Data Element Directory (UN/TDED) . UNNExT: Networking for Efficiency in Cross Border Trade Geneva, December 2010. In this presentation. Role of documents for information exchange in supply chains

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UNNExT: Networking for Efficiency in Cross Border Trade Geneva, December 2010

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  1. Documentary Standards for Cross Border Trade - UN Layout Key, UN Trade Data Element Directory (UN/TDED) UNNExT: Networking for Efficiency in Cross Border Trade Geneva, December 2010

  2. In this presentation.. Role of documents for information exchange in supply chains Standards for simplification and automation of trade documents United Nations Layout Key Code for Trade Data Semantic standards

  3. Trade Documents and international Supply Chains • Trade Documents are the core means of exchanging the information • Goods can not move faster than the information that controls them • Information is the key to the processes • A key instrument for revenue collection and risk analysis

  4. Trade documents and information exchange Vessel Agent Enter seaport Report cargo manifest Marine Department Haulage/Truck Unload cargo Clear goods through customs Importer or Representative Other Government Agencies Port Operator Pilot’s Station Arrange for pick-up Handle cargo at terminal Terminal Operator Complete customs requirements Customs Example (Thailand): Stakeholders who’re involved in Importation by Sea Business Processes Rule of thumb: In international trade in average 27 independent operators, 40 documents, 400 copies, 80% of all data in trade documents is the same Actor Source: Inova, Thailand

  5. Costs of trade documents to national economy • Each additional day of delay (e.g. because of trade procedures) reduces trade by at least 1% Ref: “Trading on time”, Simeon Djankoc, Caroline Freud, Cong S. Pham, World Bank (2007) • Direct and indirect cost from import/export related procedures and related documents is about 1 -15% of product cost Ref: “Quantitative assessment of the benefits of trade facilitation”, OECD (2003)

  6. History: A global standard for trade documents… • Until the 1960’s, no standardisation in terms of design, content or layout to trade documents. There was a clear need for a global solution • 1960s: UNECE examines the possibility of reducing, simplifying and standardizing external trade documents • 1963: International model form adopted as a Layout Key • 1960’s and 70s: UNECE Layout Key introduced by many international organisations and countries worldwide through the work of UNECE, UNCTAD and other organisations • 1978: UNLK Recommendation had gained worldwide acceptance and was re-named as the United Nations Layout Key for Trade Documents

  7. United Nations Layout Key The UN Layout Key provides: • Standard Layout Key to render information • Rules for modification of the standard Layout Key • Standards for coded data entries • Standard for the semantic of information (UNTDED) • A concept to created aligned sets of trade documents

  8. Standard for rendering information (Layout Key Form) • Box Design Principle Related information is placed in a box Box consists of box heading and data fields • Information is placed in specific parts of the document In any aligned document the same information will be placed in the same location • A set of simple rules for modification of the standard Layout Key to obtain the layout of an Invoice, Customs Declaration,..

  9. Bill of Lading , 1798

  10. Date, Reference No, etc. Consignor (Exporter) Buyer (if other than consignee) or other address Consignee Country whence consigned Notify or delivery address Country of origin Transport details Country of destination Commodity No. Gross weight Shipping marks; Container No. Cube Number and kind of packages; Goods description Net quantity Value More particular needs in individual applications Place and date of issue; Authentication UNLK: Layout Key for Trade Documents

  11. Use of coded data entries Importance of codes for trade data exchange Codes: • Are Language independent • Avoid costly errors and misunderstandings • Unique  step towards automation • Maintenance is outsourced • Worldwide usage: by WCO, IATA, FIATA, UPU, UN/EDIFACT, UNLK etc.

  12. Did you say Paris? There are five locations in the world called “Paris” US IL PRP Paris US KY PZT Paris US TN PHT Paris US TX PRX Paris CA ON PAO Paris FR 75 PAR Paris The Paris in Canada is identified by CAPAO, the Paris in France by FRPAR …just tray to send a container to Paris in Canada without a LOCODE

  13. Use of coded data entries UN/CEFACT 15 recommendations on the use of Codes Country, Currency, Location, Units of Measurement, Representation of Date and Time, Trade and Transport Status, Means of Transport, Transport Mode,, .. WCO recommend the use of these codes in the Customs domain

  14. Rec:19 Mode of Transport Rec:16 UN/Locode Rec: 17 Payment Terms ISO Country Code Rec:9 Currency Code Commodity Code Rec: 28 Means of Transport Rec: 21 Package Codes Rec:20 Units of Measurement

  15. Semantic of information in documents (UNTDED) There is a need to provide commonly accepted definitions for the data elements in a Form UNTDED (ISO 7372) A repository with definitions of important data elements used in international trade Example: 6292 Gross Weight Weight (mass) of goods including packaging but excluding the carrier's equipment. ISO 7372 UNTDED

  16. Defining semantic of information in trade documents Analyse and define data in a trade document UNTDED (ISO 7372) Definitions of important data elements used in international trade Steps: • Make a list of all data elements in a document • Define data elements in your own language/terminology • Define data using international standard: • UNTDED (ISO 7372) • WCO DE 23

  17. Comparing data between documents

  18. Example - Data Harmonization of 4 documents(Exporting Rice) 24 Data Elements Standardization and DataHarmonization Request form for Permit for the export of rice Standardized Data Set of 4 documents (70 Data Elements) 63 Data Elements Request Form for Rice Quality Certificate 30 Data Elements Permit for the export of rice 38 Data Elements Rice Quality Certificate Standardization and Harmonization can reduce the data elements from 24+63+30+38=155 data elements to70 data elements for a standardized data set 25

  19. United Nations Layout KeyAligned Trade Documents Today, nearly all international trade documents are aligned to the UNLK • Standard Bill of Lading (International Chamber of Shipping) • Universal Air Waybill (IATA) • International Rail Consignment Note (CIM Convention) • International Road Consignment Note (CMR Convention) • Single Administrative Document (SAD)… .. much is left to be done on the national level

  20. UNECE/UNESCAP Capacity Building for alignment of Trade Documents • Forms Repository on the Internet • Guide for the design of aligned forms for paperless trade • Electronic tools to align trade documents • Training Videos • Workshops for alignment and data harmonization • Advisory services • http://unece.unog.ch/etrade/tkhome.aspx

  21. Thank You Markus.Pikart@unece.org

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