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 January 2017

DRAFTED BY: Version No. 1.00

Aivaras Pigaga Date: 19 January 2017

____________________________________________________________________________________
_
Page 1 of 22
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................................................................................................. 19
Document history.................................................................................................................. 20

______________________________________________________________________
Page 2 of 22
1 Introduction
This document provides a consolidated report regarding ACTS project
management and execution for the reporting period and more specifically
between 01/01/2017 and 19/01/2017.

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.

______________________________________________________________________
____________________
Page 3 of 22
 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;

Project was formally ended on 19 January 2017;

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;

SSL certificates for Central Services were procured by ASEC and will be
installed as soon as they are made available;

ACTS Implementation Team supported the ARISE private sector training in

Bangkok;

Pilot Scenario Execution Phase B started on 16 January 2017;

Provision of Helpdesk and Corrective Maintenance Services continued

and provision of Warranty services started on 20 January 2017;

First corrective release of the ACTS fixing corrective issues identified in

the Phase A of the Pilot Scenario Execution was delivered to the AMS on
16 January 2017 and deployed on all sites by 19 January 2017.

2.2 Deviations from the planning

Project has not suffered further delays. Note that, latest updated Project Plan
already includes 3 months extension of the contract, taking into account
______________________________________________________________________
____________________
Page 4 of 22
delays that pilot AMS had. No further extension was required. Project
formally ended on 19 January 2017. Provision of Warranty services started on
20 January 2017.

______________________________________________________________________
____________________
Page 5 of 22
 3 Tasks performed during the reporting period
The list below presents specific activities that have been performed during
the reporting period (01 January 2017 19 January 2017):

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 112: ASECs procurement of SSL certificates for

Central Services completed, SSL certificates will be installed in Central
Services as soon as they are made available;

5. ACTS Implementation Team supported the ARISE private sector training in

Bangkok 10-12 January 2017;

6. Pilot Scenario Execution Phase B started on 16 January 2017;

7. Provision of Helpdesk and Corrective Maintenance Services started on 14

November 2016 and continued as Warranty services starting which
started on 20 January 2017;

8. Action Log Item 114: First corrective release of the ACTS fixing
corrective issues identified in the Phase A of the Pilot Scenario Execution
delivered to the AMS on 16 January 2017 and deployed on all sites by 19
January 2017;

9. Project end date has been formally set as 19 January 2017.

______________________________________________________________________
____________________
Page 6 of 22
 4 Tasks planned for the next reporting period
Not applicable.

______________________________________________________________________
____________________
Page 7 of 22
2 Action Log
Target Actual
Nr Description Responsible Meeting Date Status Completion Completion
Date Date
ASEC to procure SSL certificates for Central Services in
112 order to complete Central Services security ASEC 14/11/2016 CLOSED 01/12/2016 16/12/2017
configuration
First corrective release of the ACTS fixing corrective
114 issues identified in the Phase A of the Pilot Scenario II 15/12/2016 CLOSED 13/01/2017 16/01/2017
Execution will be delivered to the AMS

__________________________________________________________________________________________
Page 8 of 22
4.1 Major issues / Problems to be escalated
Not applicable.

______________________________________________________________________
__

Page 9 of 22
 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

_______________________________________________________________________________________________

Page 10 of 22
 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
_______________________________________________________________________________________________

Page 11 of 22
 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

_______________________________________________________________________________________________

Page 12 of 22
 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

_______________________________________________________________________________________________

Page 13 of 22
 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

_______________________________________________________________________________________________

Page 14 of 22
 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
_______________________________________________________________________________________________

Page 15 of 22
 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.
_______________________________________________________________________________________________

Page 16 of 22
 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
_______________________________________________________________________________________________

Page 17 of 22
 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
_______________________________________________________________________________________________

Page 18 of 22
 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
_______________________________________________________________________________________________

Page 19 of 22
 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 mitigated

_______________________________________________________________________________________________

Page 20 of 22
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

______________________________________________________________________
__

Page 21 of 22
Document history
Ed. Rev. Date Description Action(*) Pages

0 01 19/01/2017 Interim Draft I 22

0 10 19/01/2017 Final Draft I, U As required
1 00 19/01/2017 Final U As required

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

Action Date By

Prepared 19/01/2017 Aivaras PIGAGA Interim Draft

Prepared 19/01/2017 Aivaras PIGAGA Final Draft
Reviewed 19/01/2017 Savvas KASAPIS Final
Reviewed 19/01/2017 Rania ALEXIOU Final

______________________________________________________________________
__

Page 22 of 22