Blog | Update 5 - Preparations DMS 4.1

Several elements are involved in making the transition to DMS 4.1. This includes:

• Check of current situation (processes, flows, authorizations, responsibilities)
• Impact analysis on DMS 4.1
• Functional and IT Requirements
• Selection of Customs automation software (provider)
• Capacity and expertise
• Budget

In this article I will tell you more about choosing Capacity and expertise

After you have gone through the previous steps and have a good understanding of the current processes, impact and requirements, hopefully you will be inspired in this blog to allocate the required capacity and budget for the migration to DMS.

Allocation of stakeholders

As mentioned in the previous blogs, several stakeholders of your organization have been involved during the exploring phase of the DMS project. Now it’s time to allocate capacity, followed by budget. In your role of project manager you need to get commitment of senior management to create or re-design the project team. Furthermore you need to inform the budget holders and share a time frame for the stakeholders to allocate the required expertise and support from your organization.

Relevant stakeholders?

The relevant stakeholders or project team members also depend on the how your processes are organized, what expertise is available within your organization and finally how the selected solution will be implemented.

In a general situation, the DMS project team should include stakeholders from the IT, Warehousing, Purchase, Customs, Finance, Management teams.

If third party logistic service providers and third party customs providers or consultants are involved in the future DMS processes, you also need stakeholders from these parties.

The above approach will be applicable for the project phase, however after the go live with DMS you probably will need more operational resources for the new DMS process. This will be caused by the new real time process for the current GPA declarers. Although it is challenging to estimate the future efforts, it is extremely useful to automate the new DMS processes as much as possible to avoid manual interaction. My advice is to use the project phase for clarify and optimize the DMS processes, use automated workflows and create or optimize the interfaces with (ERP) systems for all DMS related declaration processes.

DMS capacity?

Although the time frames of the Customs planning have been changed, it is important to keep on track with the changed deadlines and planning with Customs.
Make sure that the involved stakeholders will be updated and keep the project team alive.

What capacity is required during the project phase and after the go live.
This will depend on the determined approach naturally. From this perspective I advise to explore per project step the required expertise and create an overview for senior management to have a capacity overview.

In case you do not have the required capacity available to implement DMS successfully, it is relevant to discuss the identified gaps with stakeholders and budget holders or hire external service providers (consultants) to take over the required project roles.

Budget preparation?

After you have a full picture, finally it is time to ask for quotations towards your selected service provider(s), regarding use of software and implementation fees as well as expertise or services by (logistic) service providers and consultants. Make sure that you have included the full scope of the project requirements as well as the required services or support after the go live.

Be aware that there will be an enormous peak of capacity challenges (especially for service providers and consultants) so make sure that you have contractual arrangements for the selected and agreed cooperation with these parties during this period.

In my next blog I will continue with additional budget elements.

Pincvision new DMS approach

Pincvision has announced a partnership with AEB software (www.AEB.com) and based on that we can offer you a full outsourcing model including use of software and the complete execution of the DMS declaration process, based on your customs authorizations. Furthermore, the existing data monitoring process will stay available for the upcoming DMS processes.

Would you first like to know what impact the transition to DMS has on your current processes? The outcome of our DMS Scan tells you exactly where you stand and what you have to do. Of course, we are happy to help you to make the migration as smooth as possible.

Would you like to know more about this? Then let's get acquainted and schedule an appointment. You can reach me by mail: p.italiaander@pincvision.com, or telephone +31(0)88-4321815.

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