Automated Customs management system: a breakthrough in management

IT forces of the General Department of Customs, Hai Phong Customs Department and software partner companies check the connection of IT systems of enterprise operating in port business with customs offices to implement the system of automated customs management at Tan Vu port, Hai Phong. Photo: T.Bình.

Largest since the VNACCS / VCIS

In the last days of the third quarter of 2018, the whole sector is striving to implement the automated customs management system, trying to complete on September 30, 2018.

More than a year since its launch in the first unit of Tan Vu port (Hai Phong, on August 15, 2017), IT staff in the Customs sector have struggled to extend the system nationwide.

I met Deputy Director of Customs IT and Statistics Department (General Department of Customs) Le Duc Thanh on the first day of August to find more information for the article. Being the key unit in the deployment of the system, the work flow these days at the unit has accelerated as the implementation date draws nearer.

Deputy Director Le Duc Thanh is one of the senior and experienced management staff that has directly deployed many IT applications in the sector. He said: Automated customs management system is the largest IT application in the whole sector in recent years since the completion of the VNACCS / VCIS system (in the second quarter of 2014). The automated customs management system fundamentally changes the customs management and supervision manner.

"We can imagine that the VNACCS / VCIS will help automate customs clearance quickly, while automated customs management system will help to supervise and manage import and export shipments quickly and conveniently and the future history of shipment transportation will be under the customs supervision by electronic means instead of manual methods of customs officers in the past,” - said Mr. Le Duc Thanh.

Despite having experience and ability, during the process of implementing the system the IT force has encountered many difficulties and obstacles. Because, compared with the VNACCS/ VCIS, the development of the system is focused on the customs agencies, with import-export enterprises having less to upgrade and change for the system. However, with the automated customs management system, this is the first time that the Customs sector has to build a system linking with different enterprises such as: trading in warehouses, yards in the seaports; flying warehouses; shipping companies and import and export enterprises…

“Meanwhile, the IT system of many enterprises is very limited, the construction and upgrading to meet the standard to connect with the system of Customs agencies takes a lot of time. Some enterprises have good IT systems but they do not meet the standards to connect with the Customs agencies... It can be said that this is the biggest and most difficult work,” – said Mr. Le Duc Thanh.

During the implementation, one of the important tasks for the IT force is to regularly review, evaluate, update and complete the software to meet the requirements of expanding deployment; developing standards on the format of data exchanged between customs offices and enterprises operating warehouses, yards, ports and places subject to customs supervision.

Four-party benefit

In fact, the implementation of the Hai Phong Customs Department (the first unit that deployed and completed the coverage throughout the province since the beginning of 2018) shows that the system has brought great effect in the Customs reform and modernization.

For Customs agencies, the system is automatically connected to the IT systems to improve the efficiency of inspection and supervision. Thanks to that, we have managed the whole process of import-export goods in the port area, warehouses, yards and shipment’s history since entering Vietnam. The system also eliminates manual operations and using paper documents in some professional stages for civil servants. As a result, the Customs Department concentrates its forces on supervision and control of high-risk shipments and enterprises, avoiding widespread inspection and control, and raising the efficiency of risk management…

Another practical thing is to contribute to streamline the organization and staffing, but still enhance the efficiency during the operation in the spirit of the Sixth Resolution of the XIIth National Assembly.

For companies operating ports, warehouses and yards, the system provides fully and timely information on the status of licensing clearance (from the customs office) to each shipment, each container to minimize risks in the procedures of delivery of goods compared with the implementation of evidence on paper; It is possible to implement the management regime, statistics and storage of delivery notes in a fast, accurate, scientific and transparent manner, enhancing prestige, increasing the ability to receive, exploit of goods, improving business efficiency and competitiveness.

For import-export enterprises, the system of information exchange and processing 24/24 hours help enterprises to fully take the initiative to deliver goods at the port, and not have to depend on work times of the Customs agencies. On the other hand, it reduces the procedure of presenting paper documents, so that Customs offices can inspect and certify eligible goods through the supervision area. This will help to shorten the time for delivery of goods from 5 to 7 times compared with the past, as well as reduce travel costs to handle the delivery of goods which enter and exit the port.

For carriers and shipping agents, thanks to the quick release of goods, the turnaround time when using containers is shortened, helping enterprises increase the ability to exploit and improve the efficiency of international transportation business.

Lessons of creating a consensus from the enterprises

Talking to the reporter, the Hai Phong Customs Department Director Nguyen Tien Loc shared, there are four important reasons for the successful implementation of the system: the leaders of Ministry of Finance the General Department of Customs have paid attention, directed and facilitated; political will of the leaders and cadres in the whole unit; creating the common awareness and consensus, cooperation of all partners, especially the businesses operating in port, warehouses, yards and the interaction of the import-export business; the effective coordination of departments and functional departments under the General Department of Customs.

In particular, the most difficult is the change in the perception of the storage, yards, ports, shipping companies to coordinate with the customs authorities to deploy the system. In fact, it is this reporter’s view that for the implementation process in Hai Phong, the director and leaders of the Department must directly and regularly work with leaders of the enterprises operating in warehouses, yards and port to make commitments on the deployment roadmap. With the agreement from the enterprises, the implementation of the system will ensure the progress and efficiency.