Cost Implications and Benefits UNe. Docs Workshop On “International Standards to Stimulate Paperless Trade” Kuala Lumpur, 20 -21 Feb 2006
Agenda Current environment of electronic document exchange n Ultimate goal n Stages for moving towards UNe. Docs n Cost implications n Benefits n
Conventional method n Fax ¨ Document image
e-Mail Document Exchange ISP System environment • No back-end system • With back end-system • Connected to ISP Document format • Document image • EXCEL • Pre-define format (proprietary)
Via Wide Area Network (WAN) Data File WAN SP ISP System environment • With back end-system • Connected to WAN / SP / ISP Document format • EXCEL • International standard format • UN/EDIFACT • Rosetta. Net • UBL • Pre-define format (proprietary)
Agenda Current environment of electronic document exchange n Ultimate goal n Stages for moving towards UNe. Docs n Cost implications n Benefits n
Ultimate Goal for Electronic Document Exchange Data File UNe. Docs Data File WAN Data File UNe. DOCS SP UNe. Docs ISP System environment • With back end-system • Connected to VAN / SP / ISP Document format • UNe. Docs Data File UNe. Docs
Agenda Current environment of electronic document exchange n Ultimate goal n Stages for moving towards UNe. Docs n Cost implications n Benefits n
Moving towards UNe. Docs Microsoft Adobe Data File UN/ UNe. Docs EDIFACT Data File UNe. Docs WAN SP ISP Data File UNe. Docs Data File Rosetta UNe. Docs Net Data File UNe. Docs
Interim Measure – Option 1 Data File UNe. Docs Translator Microsoft Adobe Rosetta. Net Data File UN/EDIFACT Data File Other format WAN SP ISP Data File UNe. Docs Translator Data File Rosetta. Net Data File UN/EDIFACT Data File Other format
Interim Measure – Option 2 Microsoft Adobe Data File UNe. DOCS Translator Service Provider Data File UN/EDIFACT Data File Rosetta. Net
Agenda Current environment of electronic document exchange n Ultimate goal n Stages for moving towards UNe. Docs n Cost implications n Benefits n
Potential areas of investment (without Service Providers) Option 1 – without back-end/in-house system Prototype MS / Adobe Une. Docs S/W System Interface Module Translator Comm. Software Option 2 – with back-end/in-house system In-house System Interface Module Translator Comm. Software Other costs: 1. Annual Software support and maintenance agreement 2. Subscription and transaction fees to WAN provider 3. Ongoing enhancement and modification (new format)
Potential areas of investment (with Service Providers) Option 1 – without back-end/in-house system Prototype MS / Adobe Une. Docs S/W Comm. Software Service Provider Option 2 – with back-end/in-house system In-house System Interface Module Comm. Software Service Provider Other costs: 1. Annual Software support and maintenance agreement 2. Subscription and transaction fees to Service Provider 3. Ongoing enhancement and modification (new format)
Considerations Availability of internal resources n Current transaction volume n Estimated growth of transaction volume n Buyer’s demand / environment n Current trend of ICT environment n Knowledge on the international standards n
Overview of potential costs n Software ¨ ¨ ¨ n n Digital Certificates Hardware ¨ ¨ ¨ n n Microsoft Infopath / Adobe Interactive PDF (prototype) Back-end / in-house applications system interface modules Communication software Translator Server Modems PC Ongoing support and maintenance for software and hardware Subscription and transaction fees ¨ ¨ Wide Area Network Service Providers
Agenda Current environment of electronic document exchange n Ultimate goal n Stages for moving towards UNe. Docs n Cost implications n Benefits n
Cost of manual process n n n n Paper – duplicate copies Data entry – resources and time Fax / courier / dispatch Manual filing / batching / retrieval of documents Data errors Runners / traveling time Storage space Data consolidation
Benefits n n n Data reusability Increase competitive edge Reduce cost Time ¨ Resources ¨ Less errors ¨ n n n Better data management Increase effectiveness and efficiency Inline with the international bodies’ recommendation
Benefits of UNe. Docs adoption n n n Simplification of documents Conformity to standards and best pratices Inline with the international body’s recommendation Safe investment for the automation Maximize data reusability Integrated approach for automation and paper
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