HOW TO PROVIDE,
STRUCTURE, AND
EXCHANGE INFORMATION
IN THE
GLOBAL TRADE POINT
NETWORK (GTPN)
Draft 31 August 1995
Draft 31 August 1995
1
Table of Contents
1. EXECUTIVE SUMMARY
2. BACKGROUND ON THE TRADE POINT PROGRAMME
3. THE ROLE OF TRADE POINTS AND THE GTPN
4. THE USE OF INTERNATIONAL STANDARDS
5. DATA EXCHANGE MEDIA
6. METHODOLOGY
7. TYPES OF TRADE-RELATED INFORMATION
7.1 Business Opportunities
7.2 Company information
7.3 Country/market information
8. USE OF INTERNATIONAL ELECTRONIC NETWORKS
ANNEX 1: USE OF UN/EDIFACT
ANNEX 2: BUSINESS OPPORTUNITIES
ANNEX 3: COUNTRY/MARKET INFORMATION
A) Import/export regulations and policies
B) Investment policies and conditions
C) Market information and statistics
ANNEX 4: MODEL OF FIVE-LAYER PROCESS
List of Abbreviations
COMREG Standard Company Database Structure
EDI Electronic Data Interchange
EDIFACT Electronic Data Interchange for Administration, Commerce, and Transport
ETO Electronic Trading Opportunities
GE General Electric
GTPN Global Trade Point Network
HS Harmonized System
ITC International Trade Center
SITA Société Internationale pour les Télécommunications Aéronautiques
SME Small and medium sized enterprise
TDED Trade Data Elements Directory
TDID Trade Data Interchange Directory
TP Trade Point
UN United Nations
UN/ECE United Nations Economic Commission for Europe
UNTPDC United Nations Trade Point Development Center
VAN Value Added Network
WWW World Wide Web
1. EXECUTIVE SUMMARY
1.1 The key objective of phase two of the Trade Point Programme, launched in Columbus, Ohio in 1994, is to make the Global Trade Point Network (GTPN) fully operational. In order to achieve this, practical guidelines need to be developed on how to build databases for trade information, how information should be exchanged with other Trade Points (TPs) and with customers, and what formats and standards should be used.
1.2 This document identifies relevant information and makes recommendations on how trade-related information should be formatted and structured for exchange. These recommendations take into account both experiences to date and future potential. Universal norms and standards, in particular those developed by the UN (for example, UN/EDIFACT), have been strictly followed. This paper is considered as a first step towards the development of a full user manual for the operation of the GTPN and of TP trade-related information services.
2. BACKGROUND ON THE TRADE POINT PROGRAMME
2.1 The UNCTAD Trade Efficiency Initiative was launched in February 1992. Its main objective is to foster greater participation in international trade, in particular in small and medium sized enterprises, giving special attention to least developed countries and other countries less advanced in the area of trade efficiency. This, as stated by ministers in the Columbus Declaration on Trade Efficiency, is a prerequisite for development. The reduction of transaction costs in international trade is another important aim of the programme.
2.2 This objective will be achieved in two ways. Firstly, by making international trading practices simpler and easier to use - ensuring that they follow international standards and guidelines. Secondly, by providing traders with specialist advice, information and service support.
2.3 The Trade Efficiency Initiative not only aims to facilitate trade transactions, but also pre-transactional activities. For any successful trade transaction, traders need to have in their possession, at an earlier stage, a certain amount of key data including: market information (company and product information, opportunities for buying/selling), transportation options and prices, insurance facilities, credit availability, Customs' requirements, import/export regulations etc.
2.4 In this age of rapid globalisation of markets, pre-transaction information is a strategic tool for traders worldwide. This is why a key component of the Trade Efficiency Initiative is the establishment of a global network of Trade Points (GTPN), which are both the focal point of the field activities and a "one-stop" shop for the provision of services to local traders.
3. THE ROLE OF TRADE POINTS AND THE GTPN
3.1 A Trade Point is the result of the combination of three elements, namely:
(a) A centre for facilitating trade, where services and/or advice are given by participants in foreign trade transactions (e.g. Customs, foreign trade institutes, Chambers of Commerce, freight forwarders, transport companies, banks, insurance companies, etc.). These participants are grouped together under one roof or linked virtually (via telecommunications).
(b) A source of pre-transaction trade-related information which provides actual and potential traders with data about business and market opportunities, potential clients and suppliers, trade regulations and requirements, etc.
(c) A gateway to global networking. All trade points will be interconnected in a worldwide electronic network, and equipped with efficient telecommunication tools to link up with other global networks.
3.2 The intitial phase of UNCTAD's Trade Point Programme (1992-94) focused on the establishment of Trade Points and the building-up of their information base and "point-to-point" connections between Trade Points. The second phase of the programme, officially launching the GTPN at the United Nations International Symposium on Trade Efficiency (UNISTE) in October 1994, is focusing on a five-layer model for implementation (see ANNEX 3):
Layer 1 - Creation of Trade Points
In the initial layer, a physical location needs to be identified where representatives from participating sectors (Customs, banks, transport companies,..) can work together. Typically, this layer focuses on trade facilitation and need not be technology-intensive.
Overall goal: Establish TPs and provide them with basic operational tools.
Layer 2 - Creation of the TP information base
In this second layer, Trade Points start building up the wealth of information which will make them attractive partners for other TPs, and credible service providers for their clients. TPs start communicating through e-mail, and to create and exchange ETOs (Electronic Trading Opportunities).
Overall goal: Develop Information systems that assemble and disseminate trade related information and are based on open, International Standards.
Layer 3 - GTPNet backbone interconnection
This core layer constitutes the actual starting point of the global interconnection stage among TPs. This layer requires both alliances with international carriers and the development of specific GTPNet solutions to interconnect TPs. Special emphasis is put on the promotion of the use of Electronic Data Interchange (EDI), particularly among smaller firms. At the end of this third phase, all TPs should be interconnected at least through e-mail, and generally through multimedia-capable connections (e.g. WWW). By then the flow of ETOs will start to grow exponentially.
Overall goal: Connect Trade Points and trade information systems; establish interaction among prototype trade information systems.
Layer 4 - Last mile connection
Local connections should be set up from Trade Points (typically in large or medium-sized cities) to smaller communities and cities/villages. Reaching a majority of SMEs is the essential rationale behind the last mile connection. This can be provided through the setting up of local servers (e.g. Internet servers), which can be reached for the price of a local phone call.
Overall goal: Develop and establish computer network connections among the GTPN, developing countries with minimal infrastructure and international commercial networks/national networks.
Layer 5 - Ultimate link
Reaching micro-enterprises, and enterprises of the informal sector requires special additional efforts of promotion, training and information. This effort will need to be carried out with local associations and non-governmental organizations of different kinds. It will allow in particular the functioning of Trade Points as 'telecenters', where advanced communications capabilities can be made available to hospitals, schools and rural communities.
Overall goal: Extend GTPN service to microenterprises and local communities that can use it to establish and develop their own international trade transactions.
3.3 The GTPN is increasingly becoming a reality, with over 100 countries currently being involved and over 100 Trade Points established or in the process of being set up. For many of these TPs, layer one of the model is already completed.
3.4 The interconnection of Trade Points (layer three) will allow Trade Points and their users (especially small- and medium-sized enterprises) to access competitive trade-related information services, to receive and disseminate information about products, markets, regulations of interest to traders worldwide, and to enhance the efficiency with which they trade with each other.
3.5 Initially the exchange of information between Trade Points was limited to conventional mail or fax. Recently, however, an increasing number of Trade Points have used electronic mail systems for exchanging information. Although the United Nations Trade Point Development Center (UNTPDC) has done much of the initial work in identifying data requirements and developing interim formats, most TPs have not yet been able to download the information into their existing databases automatically. The stage has now been reached where interchange standards need to be set for a variety of media (for example, fax, e-mail, EDI). This will allow (a) the exchange of database information in a structured way, (b) independent use of hardware, software and communications media, and (c) easy downloading into the recipients own database and the automation of much of this process.
4. THE USE OF INTERNATIONAL STANDARDS
4.1 Generally speaking, information standards, whether they are industry based, national or international, are used because they make the interchange between companies easier, more accurate and cheaper. They also allow faster information flows.
4.2 International trade transactions are more complex than domestic ones, involving up to 15-20 participants, 50 different documents and often different legal systems, languages and currencies. It is not surprising, therefore, that the UN has worked on information standards since the 1960s: initially for paper documents, then with output from computer systems including the development of EDI (Electronic Data Interchange).
4.3 In international trade transaction terms the UN Layout Key for External Trade Documents is followed in most countries, since key transport and Customs documents follow these standards. Some countries, such as France, India, Morocco, Sri Lanka, Sweden, and the United Kingdom, have developed national systems where most export documents can be produced to a common format from a single typed master, or computer file. Such manual systems can save about 50% of document production costs and improve accuracy dramatically. The acceptance by service providers (such as ports, freight forwarders, transport companies, Customs administration, banks, insurance companies, etc.) of common formats make it easier for the exporter/importer to run simple, efficient systems and to train staff.
4.4 The growing use of computer systems in international trade made the moving of structured data between computers possible. This requires, however, the use of standards. For example, a company with 50 suppliers and 200 customers, each with potentially different hardware, communications protocols and software applications, storing data in a different way, cannot maintain 250 separate data exchange arrangements. Therefore, EDI has been developed to be hardware, software, and communications media independent.
The Role of Standards in the GTPN
4.5 The only alternative to the use of standards would be to force each Trade Point to use the same database or applications software. This would preclude the use of existing databases and software (and in some cases hardware) applications, and is therefore no solution.
4.6 Therefore, UNCTAD, in setting the criteria for the establishment and operation of Trade Points, has agreed that "solutions and systems developed by/for Trade Points will be interconnectible and interoperable. This implies respect for internationally agreed standards, in particular those promoted by the United Nations (for example, UN/EDIFACT) and the use of standard international product classification systems and of open telecommunications systems operating under agreed international technical standards".
4.7 UN/EDIFACT, the United Nations Electronic Data Interchange for Administration, Commerce, and Transport, was initially developed for international trade transactions. Its data dictionary, TDID (Trade Data Interchange Directory) is complementary to that for the UN Layout Key for External Trade Documents (TDED-Trade Data Elements Directory).
4.8 All the data set out in this document are therefore compatible with both UN/EDIFACT and the UN Layout Key.
5. DATA EXCHANGE MEDIA
5.1 In the GTPN, besides information being exchanged by paper document and by structured EDI message, electronic mail (e-mail) will be used. For the time being, e-mail data is largely unstructured, being primarily person to person mail. For unstructured mail, it is recommended that data is transferred by 7 bit ASCII format, if prior agreement has not been reached between sender and receiver on specific formats.
5.2 The UNTPDC has already developed an early version of semi-structured data for e-mail transfer of contact information, using tagged data elements mostly in free text. This is not as sophisticated as EDI; however, it is recommended that the format presented in Annex 2 should replace the previous semi-structure and be trialled until EDI messages have been developed and implemented.
5.3 In summary, five recommendations are being made for data exchange:
- All data elements should be UN/EDIFACT and UN Layout Key compatible.
- Paper formats and data should follow the UN Layout Key for External Trade Documents.
- Unstructured e-mail files should be exchanged in 7 bit ASCII format, unless there is prior agreement to use other formats.
- Structured e-mail files should use tagged data elements.
- EDI messages should be sent using the agreed UN/EDIFACT sub-sets.
6. METHODOLOGY
The purpose of this document is to identify the relevant information required for the exchange of trade related information between Trade Points and with their users, and to make recommendations on how this information should be formatted and structured for exchange.
The methodology that has been followed is to identify, for each category of information to be exchanged, both the data requirement and its flow between the various parties, before formatting and structuring the data in the formats recommended in Section 5 above.
Three broad categories of information were identified. These are "Business Opportunities", "Company Information" and "Country/Market Information" and are defined in Section 7.
Since detailed work has only been carried out for " Business Opportunities" the full sequence of the methodology is set out below to assist the carrying out of further work.
1. Information contained in the test ETOs ( Electronic Trading Opportunities) was evaluated with respect to the current needs of Trade Points. For further work, where such previous information will not be available the analysis will have to be based on experience.
2. From this evaluation, a list of required data was compiled with individual items being grouped in a logical sequence.
3. Each item of data was identified as "M" ( Mandatory; data must be in message otherwise invalid) or "O" ( Optional, data is not mandatory).
4. The detailed dataflow between the various parties was identified and documented. The individual items of information are then matched to the appropriate EDIFACT data elements and segments, (identifying the qualifier/codes required for each data element used) giving detailed formatting information on each element.
5. An assessment was then made of the most appropriate EDIFACT message. In the case of "Business Information" this was identified as "ORDERS". It was possible in this case to use a strict subset of the ORDERS message without extra data elements being added or any definitions being changed. For future work, where this will not be possible, interaction with the EDIFACT process will be necessary to register new elements/segments/messages, or potential amendments to existing ones.
6. A strict subset of the EDIFACT message was developed and will be registered for GTPN use.
7. A detailed implementation guide needs to be produced describing the usage of each message, including examples and allowable codes. This guide needs to show clearly the links between operational requirements and the message options.
7. TYPES OF TRADE-RELATED INFORMATION
Introduction
It is assumed, in the long run, that Trade Points and their customers will wish to exchange trade related information covering the full trading cycle. This will cover the exchange of pretransactional data such as that required for market research, market intelligence, business opportunities and operational planning, as well as transaction data such as orders, invoices, shipping instructions and transport documents.
It has been agreed that standards should first be set for pretransactional trade related data, as initial operations have indicated that most Trade Points wish to start at this level. This section of the document therefore concentrates on identifying pre-transactional data.
This information can be broadly divided into three categories. These are:
1. Business opportunities
2. Company information
3. Country/Market information.
As mentioned in Section 6, in the time available it has only been possible to complete the technical work on the first category " Business opportunities". The results of this work are set out in 7.1 and the associated annexes. Some work has already been done, however, to identify what sort of information may need to be exchanged under the second and third categories. This initial work is summarised in sections 7.2 and 7.3.
Information exchange
Information services can be provided in a variety of ways. These include
electronic delivery such as online database searches and downloading, disc, CD, bulletin boards, Email, voice mail, file transfer and EDI (Electronic Data Interchange)
paper delivery by fax and post
- telephone conferencing, videophone and video PC links, and
person and person, including help desks and help lines.
Individual requests/answers between two or more Trade Points is currently the most common way of information exchange, using both Email and fax. This includes requests and answers on any of the types of information covered by this document.
In preparing this document, three principle methods for providing information to the GTPN have been identified:
1. TPs acquire the information and make it available to the GTPN.
2. TPs identify the source of the information and redirect requests for the information to the appropriate source.
3. TPs identify the source of the information and electronically redirect (switch) the requester to the source.
In the following, pre-transactional trade related data to be exchanged will be discussed in detail.
7.1 Business Opportunities
Business opportunities (or trade leads) are at the very heart of the information exchange between TPs and therefore special consideration has to be given to their structuring and designing.
Definition:
Business opportunities are declarations of interest to sell or to buy, to offer or to welcome investments or services, with indication of contact and description of product and/or service. Therefore, a business opportunity needs to be clearly distinguished from a company/product etc. register (see 7.2).
Contents:
Business Opportunities have to be functional and dynamic. Therefore, it is essential to give them a lifetime (or expiry date) indicating the duration of the business opportunity. The originating date should be the date it was submitted by the company and not the date it was submitted to the GTPN.
In order for Trade Points to solve problems related to the reliability of business opportunities, the original source must be identified. This source must either refer to a Trade Point or to any other entity the business opportunity was submitted to.
Structure:
The detailed data list for the business opportunity message is attached in Annex 2.
How to obtain:
Business opportunities are collected in the Trade Point from the local business community and Trade Point users/clients. The Trade Points should ensure the accuracy and validity of business opportunities.
Exchange:
As mentioned above there are many ways in which information will be exchanged. For Business Opportunities, however, it is considered that the principle means will be by Email, fax or EDI.
In order to facilitate these exchanges the data requirements for request and answer messages have been developed for transmission by structured Email, fax and EDI. The details are set out in Annex 2.
Storing, reading and submitting business opportunities:
A number of available database software packages currently on the market can be used for the storing and handling of business opportunities. The software should allow for reading, searching, browsing, matching and submitting, and should have a user-friendly interface (e.g. Windows-based). This will not only facilitate the use of business opportunities but also encourage Trade Points to submit a larger number. Some Trade Points may be provided with a software package, developed as part of UNCTAD's technical assistance programme, allowing the storing and handling of the database.
7.2 COMPANY INFORMATION
Company information includes directories of actual and potential exporters and importers of goods and services at the national level and at the international level (partly built-up through exchanges with other Trade Points).
Directories will include basic contact, information on the size of the company as well as a description of the products or services imported/exported.
How to obtain:
Company information can be collected in the local business community, from Trade Point users, and can be obtained from national Company Registers, Trade Promotion Organizations, Chambers of Commerce etc.
Structure:
The Standard Company Database Structure (COMREG) developed by ITC will be used to develop a company information message based on UN/EDIFACT. To this end, an informal working group has been established between ITC and UN/ECE with the objective to transform the COMREG standard into EDIFACT standard.
Exchange:
The principal means of providing company information to the Global Trade Point Network will be electronic mail or EDI. The submission of company registers from one Trade Point to the GTPN or the direct exchange of company registers between (two) Trade Points will also include conventional means such as regular mail (including diskettes and CD roms) or fax (see the same section under Business Opportunities).
Storing, reading and submitting company registers:
Trade Points need a software package allowing the storing and handling of the importer/exporters database (see the same section under Business Opportunities).
7.3 COUNTRY/MARKET INFORMATION
Information on individual countries and markets is an important component of market research, market intelligence and operational planning. Lists of the major types of information available are listed below. No work has yet been done on preparing recommendations on how these might be exchanged, however Annex 3 contains information provided by the UN/EDIFACT secretariat on the messages that might be appropriate. Further work must be done before these can be turned into recommendations.
A) IMPORT/EXPORT REGULATIONS AND POLICIES
Information on import/export regulations and policies include references to national trade legislation, technical standards, trade control measures (for example, customs information) and trade agreements.
Export Policy and Regulation
General export policy
Export licensing
Export quotas
Prohibited exports
Export tariffs
General procedures
Export documentation
Export payment arrangements
Related fiscal charges on exports
Export procedures and documentation
Export finance
Export promotion zones
Import Policy and Regulation
General import policy
Prohibited imports
Import tariff classification
Import tariffs & taxes
Import licensing
Import quotas
Custom valuation
Custom duties
Custom clearance
Customs zones
Preshipment inspection
Special import requirements
Environmental regulations
Basis of duty assessment
Entry rules/procedures
Transit and reexports
Antidumping regulations
Required import documents
Packing, marking and labelling
Sanitary/safety rules
Patents, proprietary rights
Trade Agreements
Bilateral trade agreements
Subregional trade agreements
Regional agreements
Multilateral trade agreements
Commodity agreements
Bilateral trade issues
Foreign aid and grants
Foreign Exchange Regime
Currency
Currency convertibility
Currency fluctuations
Exchange regulations
B) INVESTMENT POLICIES AND CONDITIONS
Information on investment opportunities, covering national policies and administrative procedures and related interests, such as patents and trademarks policy are essential parts of market research.
Foreign investment policy
Investment incentives
Administrative procedures for investors
Sectors where investment is encouraged
Investment promotion zones
Patents & trademarks policy
Total investment of target country
Sectoral investment of target country
Investment share of target country
Domestic Manufacturing Constraints
Labour
Raw materials
Electricity
Packaging materials
Design
Quality control
C) MARKET INFORMATION AND STATISTICS
This information includes national import/export data in values and quantities, by origin and destination; production data at the national level in value; demographic data (population: total, by sex, by age, by region); and/or geographic features (main cities and their population, languages spoken, religion etc...).
Foreign Trade
Balance of trade
Export products
Import products
Direction of trade by product
Economic Data
National accounts
Sectoral origin of GDP
Economic indicators
Balance of payments
Inflation data
Price Information by Product Category
Short-term price factors
Price range
Discounts/premiums
Wholesale/retail prices
Local distribution costs
Fob/cif prices
Freight rates
Basic Country Data
Area
Population
Religion
Language
Climate
Capital
Main trading centres
Trade fairs
Public holidays
Working hours
Time
Currency
Weights and measures
Electrical current
Visa requirements
Communications
Fiscal year
Government
Political conditions bearing on trade
Regional & international affiliations
Business etiquette
Main hotels
Transport and Warehousing
Ports
Sea transport
Lake transport
River transport
Air transport
Road transport
Rail transport
Warehousing facilities
Transit facilities
How to obtain:
It is assumed that Trade Points will service requests in three possible ways:
- the local TP will get answers to the inquiry (from another TP)
- contact details will be given on where to obtain the information
- the TP will serve as an electronic switch
Exchange:
For the time being and depending on the local infrastructure, the exchange of information on trade regulations between Trade Points will mainly be carried out using an inquiry-reply service via e-mail or fax. Where data bases have been established, they can be sent on diskette or CD Rom.
In the long-run, databases will be made available on the network for direct access by Trade Points.
8. USE OF INTERNATIONAL ELECTRONIC NETWORKS
The Internet is primarily being used at the experimental stages of the GTPN because it has a large geographical coverage and is low cost. It does not provide the same levels of safety, security and integrity of data as value added networks, but as commercial use grows these aspects are increasingly being tackled by Internet service providers.
What is the Internet? Depending on how you look at it you can see three or more main characteristics.
Firstly, the Internet is a network of networks interconnecting computers, databases and terminals. It is estimated that over 30,000 networks compose the Internet with access from 150 countries.
Secondly, it provides services comprising information held in databases and computer applications that can be accessed and used.
Thirdly, the Internet can be used as an electronic post office. It is estimated that between 20 and 30 million people use the Internet to obtain information, to educate, to develop hobbies and games and - increasingly - to do business.
The GTPN's initial emphasis is on the exchange of pretransaction trade related data. This does not always need the same level of safety, security and integrity as does the more detailed information contained in transaction forms such as invoices and payment instructions.
At this stage, the advantages and disadvantages of using the Internet for information exchange in the GTPN can be listed as follows:
Advantages
a) Largest geographical coverage (e-mail)
b) Low cost: once connected, using Internet services is far more economical than using fax or commercial e-mail services and database hosts; particularly important for developing countries
c) No one commercial entity controls the network
c) Public domain software available free of charge on the net
d) Dispatch of e-mail to a large number of users can be automated (and in some cases e-mail can be converted to fax)
e) Interconnection gateways with most private global networks (e.g. x400, SITA, GE, AT&T,...)
f) Large number of databases already available (WWW and Gopher)
Disadvantages
a) Need for infrastructural investment in some countries (particularly in Africa) where "superhighways" are not yet existent (to access the WWW)
b) Security problems:
- no ability to operate a full audit trail to ensure data security and integrity
- firewalls have to be established to avoid database contamination on host servers
At this stage, before any special arrangements are entered into, it is sensible to use the Internet as the core communication media. This does not mean, however, that each TP needs direct access to Internet; the use of any VAN providing a full interconnection with the Internet can be sufficient.
As the GTPN grows and starts to facilitate financial or confidential transactions, security will become the single most important issue.
ANNEX 1
USE OF UN/EDIFACT
The most efficient use of UN/EDIFACT requires the use of translation software. When a UN/EDIFACT message is sent, a translator takes data from one or more local databases and reformats it into the UN/EDIFACT message in question. When a UN/EDIFACT message is received, translator software takes the data out of the UN/EDIFACT messages and places it into one or more local databases in their formats. It is not necessary to use the same translator at either end of an information exchange, any translator software which handles EDIFACT messages may be used.
In order for the translator to perform its functions, the user must, on a onetime basis, perform what is commonly referred to as "mapping" to give the link between the structure of the external message and that of the internal system(s). This mapping needs to be redone only if the input/output databases or the UN/EDIFACT message subsets are modified.
UN/EDIFACT messages contain mandatory and optional data. Almost no one uses an entire message with all the optional data, normally a subset is defined which includes only the data that will be exchanged. As a user group, Trade Point message subsets will be defined.
Mapping consists of:
a. Defining which data from which local database goes where in the UN/EDIFACT message (and with what identifying codes) for outgoing messages;
b. Defining which data from an incoming UN/EDIFACT message goes in which local database.
Some Trade Points may be provided with technical assistance. As in this case data requirements and formatting has already been done centrally and the message subsets developed, for those planning to use EDI and, therefore, implement UN/EDIFACT, the UNCTAD Trade Point Development Centre and/or consultants might be employed to:
(1) assist with the link to inhouse systems, eg mapping
(2) identify those who will operate the TP links to GTPN and carry out the necessary training
(3) identify UN/EDIFACT translator software packages most suitable for use in assisted Trade Points.*
(4) assist with implementation, including communications issues, and
(5) provide continuing support and maintenance.
* When selecting a translator or planning related TP programming projects, it is worth noting that some systems can transform UN/EDIFACT messages into a facsimile format for sending to sites that do not have email capacities. Furthermore, some translators, in particular many of those developed for PCs, allow the definition of input screens so that, as an option, data for a UN/EDIFACT message can be entered manually.
An implementation manual for each message also needs to be developed. An implementation manual describes in detail each piece of data to be included and tells where it should be included in the UN/EDIFACT message and with which codes. These should be developed at the user group level. (The UN/ECE is willing to supply examples of UN/EDIFACT implementation manuals, some of which use more innovative formats, as well as contact information for obtaining manuals in particular sectors, such as transport, retail distribution, or finance).
It is suggested that these UN/EDIFACT subsets and implementation manuals be technically checked by a national organisation participating in the Trade Point meetings such as SITPRO (UK), SIMPROCOM (Belgium), EDIFRANCE/SIMPROFRANCE, DIN/DEUPRO (Germany) or FINPRO (Finland). Some of these organisations might be able to supply other examples of implementation manuals and subsets.
Another advantage of implementation manuals is that, if they were made publicly available (for example on the Internet), they would allow other organisations as well as private businesses to use UN/EDIFACT to exchange information with Trade Points.
ANNEX 2
BUSINESS OPPORTUNITIES
DATA LIST FOR OFFER/DEMAND MESSAGE: (M indicates mandatory data)
Message format/version M
Message types M
business opportunity
enquiry for business opportunity
Message reference M
Previous enquiry reference
Business opportunity type M
buy products/services
sell products/services
investment opportunity
Date of issue M
Date of ETO expiry
Source: Name (originating Trade Point) M
Source: Email address M
Product group (code from Comreg)
Product code (HS for goods, appropriate code for services) M
Product description/characteristic
- free text including quality specification
Unit of quantity/measurement
Quantity/measurement
Type of packaging
Target country(ies) M
Unit price
Currency
Terms of trade ( Incoterms)
Terms of payment
Company type of business M
Name and address M
- incl. tel/fax/Email and contact name
(job function and language)
Company abbreviation (acronym)
Company details (free text)
Bank contact for reference purposes
ANNEX 3
COUNTRY/MARKET INFORMATION
UN/EDIFACT messages to review for use
Resources have yet to be made available for the full methodology set out in section 6 of this report to be used on the country and market information set out in 7.3 of this report. However the UN/ECE/Trade Division secretariat have provided information on some EDIFACT messages that might be suitable for consideration. This material is set out below, for information purposes only. The experts carrying out this work will need to identify data requirements, format and flows for each business area before looking to design an EDIFACT message. If none of the following examples are appropriate it might be necessary to develop a new message. It is suggested, after definition of the exact data required, that such a message be designed in cooperation/consultation with the Regional Edifact Message Design Group, for example the West European Message Design Group responsible for trade data (MD1, Trade, Chair: Mr. Mounir El Khoury, telephone: 32 2 211 9818, fax: 32 2 211 9550; Secretariat: Mr. Alain Dechamps, telephone: 32 2 209 3511, fax 32 2 217 6123) and the corresponding International Joint Message Design Group (JM3, Product and Quality Data Group). We would recommend verifying with Mr. DeChamps of MD1 that no one else is currently developing such a message before undertaking any work.
A) IMPORT/EXPORT REGULATIONS AND POLICIES
General Statistical Message (GESMES)
Permits transmission of the following:
a) The description of a specific structure and components of the message.
b) If they are available, all related information (codes, labels, statistical nomenclatures, methodological notes, footnotes, etc).
c) The codes and associated statistical figures.
(The UN/ECE statistical division has been active in the group developing the GESMES message. The secretariat for this group can be contacted through Mr. Philippe Lebaube (telephone: 352430134524, fax: 352430132594) or Ms. Jacqueline Jansen (telephone: 352348203214, fax: 352348203245)
For the information related to Customs clearance, it is suggested to evaluate the messages listed below. If none of these fulfils the data requirements, it is recommended to contact the World Customs Organization for advice and for information as to other message development work currently being undertaken (Ms. Alice Rigdon, telephone: 32 2 508 4350 fax: 32 2 508 4231).
Customs Declaration (CUSDEC) Message
Permits the transfer of data from a declarant to a Customs administration for the purpose of meeting legislative and/or operational requirements in respect of the declaration of goods for import, export or transit. The message may also be used to transmit data from a Customs administration to another Customs administration or to other government's agencies and/or interested administrations. In addition it may be used to transmit data from a declarant to the appropriate data collection agency on the movement of goods between statistical territories.
Customs Response (CUSRES) Message
Allows a Customs administration to respond to single or batched Customs messages or give information to approved parties.
Sanitary/Phytosanitary Certificate (SANCRT) Message
Permits an inspection authority to attest to the status of animal, plant or fish product and provides basic details about the means of conveyance of that product.
Note: It is understood that the World Customs Organisation and the Joint Customs Message Development are modifying this message so that it can accommodate all types of certificates and quota information. US Customs is currently pilot testing a subset for textile quotas with Hong Kong and Singapore.
To the extent that some of this data is unstructured text that Trade Points do not wish to keep in a database or process in an automated fashion, the use of UN/EDIFACT is not appropriate.
For the development of messages for other data in this category, once the data to be exchanged has been defined, the UN/ECE would be pleased to supply names of other parties who might have an interest in such messages and have some experience in the development of UN/EDIFACT messages.
B) INVESTMENT POLICIES AND CONDITIONS
To the extent that the data in this category is in the form of statistics, the General Statistical Message (GESMES) described under Import/Export Policies could be used.
To the extent that these are free text files, with unstructured information that is not intended for comparison or further automated processing, UN/EDIFACT is probably not the appropriate method for data exchange.
In the medium to long term, it may be worth considering the development of a structured summary format for data such as investment incentives and patent/trademark policy, a format that would allow comparison and automated processing and would be suitable for exchange using UN/EDIFACT. The advantage of such a structure would be to assist potential investors, exporters and importers in better analysing the relative advantages offered by different markets.
If work is undertaken on new UN/EDIFACT messages in this area, the UN/ECE would be pleased to supply names of other parties who may have an interest in such messages and have some experience in the development of UN/EDIFACT messages.
C) MARKET INFORMATION AND STATISTICS
Balance of Payments information could be transmitted using:
Exchange of Balance of Payments Statistics (BOPSTA) Message
May be sent by BOP (Balance of Payment) compilers for reporting aggregated BOP and international investment position data to international statistical bodies or between BOP compilers.
Note: currently being piloted by IMF and EUROSTAT.
For National Accounts, the Trial Balance (BALANC) and Current Account (CURRAC) messages might be evaluated to determine if one of them is appropriate.
Trial Balance (BALANC) Message
A trial balance is an accounting document that for a given period consists of all statements from the same accounting system, wherein the sum of the debit transactions is equal to the sum of the credit transactions. This message contains the information concerning a set of accounts for a given period.
Current Account (CURRAC) Message
To report the financial transactions between sender and recipient that have occurred during a certain period.
To the extent that the other data for this file is in the form of statistics the General Statistical Message (GESMES) described under Import/Export Policies could be used.
For exchange rate information, there are a number of messages that could include this information, however, as supporting data. For suggestions as to the best way to proceed, we recommend taking contact with the secretariat for the West European Finance message design group (MD4) at SWIFT (Ms. Martine de Weirdt, telephone: 32 2 655 3111, fax: 32 2 655 3226).
A subset of the following message may cover the price information for the above.
International Freight Costs and other Charges (IFTFCC) Message
For specifying freight, handling and transport costs and other related charges between transport service providers and their customers.
For lists of locations, the following message may be of interest:
Traffic or travel location definition (TRALOC) message
Conveys one or more traffic or travel location definitions, which support related messages by giving details such as the names and location codes of highways, public transport routes, road junctions, stations, route guidance links, towns, cities, areas or regions.
For the status/description of transport vehicles, the following message may be of interest:
Traffic or travel description definition (TRADES) message
Conveys one or more traffic or travel description definitions which support related traffic or travel messages by giving details such as the text of a phrase and/or its attributes which form the basis of traffic or travel descriptions. A message may be used to define the characteristics of traffic or travel situations, which may be event (e.g. accident occurred) and/or status reports (e.g. visibility has improved).
For the identification of companies offering services (i.e. hotels) a subset of the Price Catalogue (PRICAT) Message (which can cover services) could be used.
The Passenger List (PAXLST) Message should be reviewed to see if an appropriate subset could be developed for the transmission of Visa Requirements since there is a Document segment in this message for visa information.
For the transmission of information on Weights and Measures, we call attention to UN/ECE Recommendation 8 on Codes for Units of Measure.
To the extent that most of these are companies selling services, use of the Price Catalogue (PRICAT) Message as described under Web File 1 should be evaluated.
For further advice on the use of UN/EDIFACT transport messages as well as information on transport messages currently under development we recommend that you contact the secretariat of the West European Transport Message Development Group (MD2): Mr. Peter Gelpke, telephone: 31 10 434 9100, fax: 31 10 460 2755.