CPU 2015 PMG M DOC 4 18th Conference, British Virgin Islands

CPU Secretariat Report

1. Subject

Informing Conference of the programmes of activities undertaken by the Secretariat during September 2014 to August 2015

2. Decision required: i. Take note of the report

Reference. Paragraph Proposal # ii. Consider and approve related 1.2.3 CPU 2015 PMG M DOC 9 proposals submitted 3.1.6 CPU 2015 PMG M DOC 10 5.2.5 CPU 2015 PMG M DOC 7 7.1.1 CPU 2015 PMG M DOC 8 7.2.1 CPU 2015 PMG M DOC 6

A. Introduction

1. This report serves to inform the 18th Conference of the Caribbean Postal Union of the programmes of activities implemented by the Secretariat for the period September 2014 to August 2015.

2. The report covers: - Human Resource Development - Representation of CPU at Meetings or conferences - Product or Service Development - Technical assistance to members - Information Communication Technology - Appointment of Task Forces or Committees

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- Convention, Regulations and Agreements - Miscellaneous - Future Work

B. Overview of the Programmes of activities implemented by the Secretariat

I. Programme: Human Resource Development

1.1 Opening of the Barbados based Caribbean Postal Training Centre (CPTC)

1.1.1 The Caribbean Postal Training Centre (CPTC) was commissioned on 15 September 2014 by the Honourable Adriel Brathwaite, Attorney General and Minister of Home Affairs. Also in attendance were Mr. Abdel IIah Bousseta, Director of Development Cooperation of the UPU International Bureau, Ms. Sandra Davoren, Secretary General of the CPU, Mrs. Owena Beepot Pryce, UPU RPC, participants to the transportation workshop, Coordinator of the CPTC, senior staff of Barbados Postal Service and specially invited guests.

1.1.2 The Chairman of the Conference of Commonwealth Postal Administrations (CCPA) in a congratulatory message to the Postmaster General, Barbados, cited the CPTC as a project for which tripartite funding could be sourced. The conditions under which member countries could benefit from the fund were also identified.

1.2 Skype Meeting of CPTC’s Curriculum Committee1 May, 2015

1.2.1 The long term viability of the CPTC and the formulation of non-RDP training modules aimed at supporting member postal services and developing the region’s human capital were discussed.

1 Members comprise Ms. Dorcas Scantlebury, Coordinator of the Centre, Mrs. Margaret Ashby, Deputy Postmaster General, Barbados Postal Service, Permanent Secretary of the Ministry of Education, Mrs. Owena Beepot Pryce, UPU Regional Project Coordinator, and Ms. Loretta Charlemagne, Technical Officer.

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1.2.2 The Committee agreed to the development of postal and business training modules inclusive of product/service development, marketing, philately, postal regulation, pricing, postal sector policy, letter and parcel remuneration system and accounting, innovation for Posts and strategic planning.

1.2.3 The Committee also emphasized the need for third party funding to enable the Centre to play a significant role in human resource development by being operational for at least 9 months per year. The Coordinator of the CPTC plans to submit a proposal to CPU and UPU. The business training modules would be effected during the UPU 2017 to 2020 cycle.

1.3 Proposal: US based consultancy firm

1.3.1 The firm offered to assist the CPTC in its HR developmental thrust by identifying funding and programme development partners. The Management Board is reviewing the proposal.

1.4 Implementation of Logistics and Supply Chain Project – 2013-2016 RDP Strategic projects

1.4.1 Three of the workshops2 within the framework of the 2013-2016 RDP strategic project were successfully implemented with the training of approximately 74 postal personnel at the Centre (Figure 1).

2 Transportation, Sustainable Development and Postal Security

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Figure1: List of member countries participating in training workshops at the CPTC

Implementation Workshop Countries participated Persons trained period

Antigua and Barbuda, Barbados Bermuda, Cayman Islands Dominica, Grenada Guyana, Jamaica, Saint Kitts Transportation 22 15 to 17 Sept 2014 and Nevis, Saint Lucia, Saint Vincent and the Grenadines, Trinidad and Tobago, Virgin Islands.

Anguilla, Antigua and Barbuda, Barbados, Belize, Bermuda, Dominica, Guyana, Jamaica, Sustainable Martinique, Saint Kitts and Nevis, 19 18 to 22 Nov 2014 Development Saint Lucia, Sint Maarten, Saint Vincent and the Grenadines, Trinidad and Tobago, Virgin Islands

Anguilla, Antigua and Barbuda, Bahamas, Belize, Bermuda, Cayman Islands, Dominica, Guyana, Haiti, Security Jamaica, Montserrat, Saint Lucia, 333 17 to 20 Feb 2015 Saint Vincent and the Grenadines, Saint Kitts and Nevis, Trinidad and Tobago.

1.4.2 Five additional workshops: IPS.POST, Domestic Operations, EMS, Disaster Risk Management and Philately to be convened at the centre during the third quarter 2015 to the second quarter 2016.

3 Inclusive of Customs and Security personnel

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1.5 Briefing sessions for “new PMGs” and other interested persons

1.5.1 Eleven PMGs from 9 member countries4 have participated in and benefited from briefing sessions on:

- the postal cycle

- postal regulation - international exchanges

- List of compendia

- UN/UPU languages and

- The UPU’s remuneration system.

1.5.2 The sessions were organised to create awareness and understanding of the UPU and CPU and clarify specific terminologies. The sessions commenced 11 March 2015 and continued every first Wednesday at 10.00am. A change from Wednesday to a more convenient day and time for participants is being contemplated.

II. Programme: Representation of CPU at Meetings or Conferences

2.1 Meetings of Restricted Unions (RUs) and the UPU IB: November 2014 and April 2015, Berne, Switzerland

2.1.1 Barbados represented CPU at the November 2014 session and at the April 2015 session along with the Secretary General.

2.1.2 The November session addressed cooperation models with a greater focus on the integration of objectives and resources with defined expectations. Other needs expressed included technical assistance in the area of training and capacity development, and increased cooperation.

2.1.3 The role of Restricted Unions in the decision making process was deemed crucial as it relates to discussion and submission of proposals in the regions and the provision

4 Anguilla, Aruba, Bahamas, Dominica, Grenada, Guyana, Montserrat, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines

5 of guidance to government authorities and Posts in the execution of mandates decided at UPU level.

2.1.4 The April 2015 session discussed the UPU World Postal Strategy citing the need for a transformation of the UPU and Posts–centred on innovation, integration and inclusion as well as the UPU Vision 2020-which must occur before the 2016 Congress.

2.1.5 Inclusion was considered a pillar of the strategy for all Restricted Unions and the basis for infrastructural projects to modernize the Post and promote e-commerce and access to postal financial services among other things. E-commerce was recognized as largely important along with the need to prioritize this area and move forward quickly.

2.1.6 Restricted Unions would be required to evaluate the regional implementation of the Doha Postal Strategy, participate in the regional round tables on terminal dues; consider the need to build resilient Posts by developing contingency plans and participating in the UPU regional conferences.

2.1.7 The activities of the human resources training centre in the Caribbean organized in cooperation with the CPU were deemed successful. Although technical cooperation resources are limited, the International Bureau will seek solutions to propose to Congress aimed at strengthening these resources for the next cycle.

2.2 Meeting with India Post, November 2014

2.2.1 Technical assistance in the area of training was discussed with the representative of India Post during the November meeting of Restricted Unions. Full scholarships for postal training in India were offered to CPU. Interested countries within the region are to contact the Indian Embassy in Trinidad and Tobago for further information.

2.3 Conference of Commonwealth Postal Administration (CCPA) – October 23 to 25, 2014

2.3.1 The conference comprised two complementary strands – a Postal Security & Customs Training Workshop and the Main Conference.

2.3.2 The Workshop sought to address the needs and experiences of the member Postal Administrations in the face of technological changes and fast moving legislative

6 changes in the areas of Customs and Airline Security and provided insights into key areas5

2.3.3 The workshop concluded with the formulation of actions needed to take matters forward to the benefit of Posts and their customers. The Main Conference provided insights into a number of areas6.

- 5 The changes in the global customs environment with respect to Customs function and the World Customs Organisation (WCO) four pillar strategic plan; - How Security and Customs dynamics are shaping the Postal sector and how Posts and Customs Agencies can collaboratively improve security and the customs operation; - The global, regional and national trends in security and customs and how these will affect Posts and their customers; - The new legislation shaping aviation and customs requirements including Advance Electronic Data requirements; - How Posts must manage the customs process to deliver the commercial and customer benefits emerging from the growth in e-commerce; - Partnering with national customs agencies and using the tools available including the Customs Declaration System to foster this partnership; - What Posts need to do to prepare for electronic exchange of customs data particularly in the area of express/courier products

- 6 Developing the shape and strategic directions of the Istanbul Postal Strategy - How technological advancements can be successfully leveraged into new postal products and services - How smaller Posts can act as the foundry of postal innovation - The potential of Post; challenges of e-commerce and how Posts can and must respond - Developments in the field of terminal dues and inward Land Rates - How Posts can reach out to the communities which they serve through providing both opportunities for financial inclusion in society and care in the community - How Posts can support the strategic aims of the Commonwealth in their day to day activities and Business Planning - How Posts need and can have a greater voice in the formulation of Postal Regulatory regimes - Opportunities for making greater and more effective use of offers available from the UPU - New opportunities for greater intra-CCPA sharing of knowledge

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2.4 Meeting with the Ambassador of Cuba to Saint Lucia, 23 April 2015

2.4.1 The purpose was to update CPU on Cuba’s decisions concerning the areas of mutual cooperation identified between Cuba and CPU on 8 January 2015. In attendance were PMG Saint Lucia, representative of CPU’s Secretariat and the Ambassador of Cuba to Saint Lucia. Cuba’s decisions were as follows:

 Commencing May 15, 2015 with Saint Lucia as the pilot, mail destined to Cuba should be forwarded via Martinique

 Saint Lucia could also serve as a transit for mail originating from other member countries destined to Cuba

 Cuba agreed to: o Organise a basic Spanish language course for interested postal personnel.

o Represent the CPU at international meetings/conferences where applicable. CPU would advise the type of representation needed and the topics that should be discussed.

o Be invited to participate at training workshops at CPTC and provide interpretation services for the benefit of Spanish speaking participants in attendance

o The Ambassador of Cuba also committed to serve as liaison between CPU and Cuba.

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2.5 UPU Strategy Conference, Geneva, 13 and 14 April 2015

2.5.1 On 14 April, the Secretary General took part in the panel discussion on Trade facilitation and the development of micro, small and medium enterprises (MSMEs) through the postal network.

2.5.2 Emanating from the Conference are the following key points that member countries should be cognisant of:

- For postal operators to survive in the modern era, they must embrace new technology; take advantage of the e-commerce boom; identify new revenue streams; cut costs where appropriate and focus on customer service; and become more innovative, customer focused and sustainable.

- Mail volumes for traditional mail products continue to decline worldwide; which suggests that posts must identify new products and services to sell to customers, as a way to offset the decline in mail volumes of traditional mail products, which is forecasted to continue into the foreseeable future.

- With the emergence of e-commerce, e-tailers, online shopping and web based services; there is potential for increased revenue in parcels and EMS. However, posts must find ways to improve the delivery times of postal parcels and EMS, to be more competitive with private sector couriers. This also requires an improvement in the information provided to customers in terms of tracking the progression of their parcels and EMS online. Thus scanning events must be consistent and posts must work with partnering posts to ensure consistency and regularity of scanning events.

- Financial services continue to offer revenue opportunities for some posts; but before entering into this business, posts must understand all the implications of offering financial services and determine whether there will be the required volume of transactions and customer support for financial services. La Poste is an example of a postal operator that generates significant revenue from its banking and other financial services.

- Posts must work together, forge strategic alliances, develop MOUs and collectively work to address issues of mutual concern or interest.

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- As posts modernize, change, add new products and services, it is important to update legislation as appropriate, to ensure that posts have the legislative framework necessary to introduce new products and services.

- Cross border trading, e-commerce and business in general is an area for improvement and one where there is revenue potential. This could be an area where the CPU Secretariat could take the lead and provide enormous value to its stakeholders.

2.6 Meeting with Representatives of Restricted Unions and UPU PTC, Geneva, 14 April, 2015

2.6.1 Members present at the UPU Strategy Conference also benefited from:

a) Interaction with representatives of the Postal Union of the Americas, Spain and Portugal (PUASP) as they discussed areas of:

- Mutual interest with a view to pooling resources and voting strength at Congress in 2016

- Operationalisation of the MOU between CPU and PUASP; and

- Advancing the interests of both unions and their members

b) Discussion with members of the UPU Postal Technology Centre (PTC) on the opportunities for .post, e-commerce and Customs Declaration System (CDS) in the region which noted the following:

o E-commerce under .post can provide a fast-track to launch secure and trusted e-commerce services in the region.

o CDS.post can address concerns about double entry of postal traffic details into the International Postal System (IPS) and then into the Automated System for Customs Data (ASYCUDA).

o The UPU and the United Nations Conference on Trade and Development (UNCTAD) are in discussions to develop an interface between ASYCUDA and CDS to allow the IPS data to be passed to ASYCUDA via the

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CDS.post system thus saving members lots of effort and improving pre- advice to Customs efficiently and effectively.

2.7 CCLEC’s 37th Annual Conference: Dominican Republic, 19 to 21 May 2015

2.7.1 The theme of the Conference was Endeavouring to improve performance through collaboration. Included on the agenda were: Treaty discussion, Presentations by stakeholders including CPU and two workshops which addressed:

1) The future of Customs and implications for CCLEC; and

2) Increasing joint activity and intelligence sharing

2.7.2 CPU participated in the workshop on increasing joint activity and intelligence sharing which looked in particular at the “Go Fast Yachts” in the Caribbean and the transhipment of drugs and arms in the Region. The conference was updated on the UPU/CPU activities aimed at improving relations between Customs and Post at the national level which included:

- Improved relationship between Post and Customs in Anguilla, Jamaica, Saint Lucia, Cayman Islands, Saint Vincent and the Grenadines

- The establishment of Contact Committees in Jamaica and Cayman Islands - The participation of Customs Officials from Barbados, Saint Lucia, Trinidad and Tobago, Guyana and Jamaica at a security workshop at the CPTC in February 2015 and subsequently at a UPU WebEx monitoring session

- The development of Customs Declaration System (CDS) by the UPU Postal Technology Centre for the electronic transmission of data

- The improved working relationship between CPU and CCLEC

2.7.3 Customs agencies and Postal Operators which had not taken steps to improve their relationship were urged to follow suite and collaborate in enhancing customer service as Posts focus on e-commerce

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2.8 Meeting with the Director General (DG) and staff of the Institute of Postal Services of the Dominican Republic, (INPOSDOM), 21 May 2015

2.8.1 During a three hour visit to INPOSDOM in which the DG, staff and operational areas were visited, various issues including the outstanding debt of USD 72,000 to CPU and the upcoming 18th Conference and Council’s meeting were discussed.

2.8.2 The DG intimated that the DR was always interested in CPU and cited language as a barrier. He further informed of the DR’s intention to participate at Conference and queried whether they could be exempt from paying the outstanding amount, since they had never participated in CPU’s activities. The intention was to commence as a bona fide member with the payment of subscription for 2015. He was advised that only conference could take that decision.

2.8.3 Two members of the senior administrative staff were subsequently presented with a signed copy of the 1997 list of signatures establishing the CPU. The list showed that the DR had signed the Convention and that was of concern to them.

2.9 Postal Regulation Forum, Madrid, Spain, 24 to 25 June 2015

2.9.1 The objectives of the Forum were:

- The future of postal regulation between Restricted Unions and the UPU - Preparation of Restricted Unions for the next Forum on Postal Regulation7 and for the next UPU Istanbul Congress

2.9.2 The forum commenced with an analytical accounting workshop on the calculation of the Universal Postal Service financing and reviewed:

i) the proposal on the remuneration systems for the 2017-2021 cycle ii) the target system vs the transition system iii) the Quality of Service Fund iv) Quality of Service Link v) Consideration on terminal dues outside the UPU Scope.

2.9.3 CPU presented “Regulation in the scope of Restricted Unions”.

7 To be organized by the UPU for November 2015

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2.10 Meeting of the CARICOM Community (CARICOM) Regional Services Project Steering Committee/Meeting of the Regional Services Project Advisory Committee, 27 & 28 July, Georgetown, Guyana

2.10.1 The status of funding under the 10th EDF which was secured for the preparation of the seven (7) regional strategy plans for services, the activities undertaken so far and the developments in services since the last meeting were presented by CARICOM Secretariat.

2.10.2 The Draft Activities Plan for the consultancy to prepare the Regional strategy Plan and Action Plan for financial services in CARICOM States were endorsed. The inclusion of postal services in the Activities Plan for financial services was also noted.

2.10.3 The proposed consultancy to identify the Universal Service Obligations for CARIFORUM States (Dominican Republic and Haiti) was approved and the Activities to undertake the Consultancy to identify the Universal Service Obligations for CARIFORUM States (Dominican Republic and Haiti) was endorsed.

2.10.4 The Caribbean Postal Union has prepared the Draft Terms of Reference (TORs) for the proposed Consultancy. The completed Draft TORs are expected to be considered and finalized by the Implementing Partners during August 2015.

2.11 UPU and CPU regional meetings, September 2014 to August 2015

2.11.1 The UPU RPC and CPU’s Secretariat met frequently to discuss postal reform/transformation projects aimed at enhancing postal operations in the region. UPU matters requiring CPU’s participation such as the projects identified in the Regional Development Plan (RDP) were often the main focus.

2.11.2 The regional meetings were extended on occasions to include the Coordinator of the CPTC.

2.11.3 An intervention in Antigua and Barbuda during July 7 to 11 and the hosting of a reform/transformation session for PMGs during September 2015 were also discussed.

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2.11.4 The expansion of Haiti’s postal network through franchise post offices, and acquisition of postal equipment by the UPU IB during 2015 were discussed by Haiti’s Steering Committee8 during a Skype meeting on 30 January 2015.

2.12 Enhancement of mail transportation in the Region

2.12.1 The UPU RPC and the Technical Officer, CPU reminded LIAT’s regional manager during the transportation workshop in Barbados of the challenges experienced by members in dispatching mail by LIAT to destinations within and outside the Region and urged for a solution. At the end of the discussion, the parties were of the impression that LIAT would be interested in negotiating a remuneration system conducive to the quality of mail handling and transportation required by members.

2.12.2 The use of Chrono post planes to transport mail within the Region was suggested by France during the Sustainable Development Workshop in Barbados. The Secretariat is to advise the volume of mail dispatched for a given period within the region for an analysis of the feasibility of the project.

III. Programme: Product/Service Development

3.1 Conference Resolution: CPU 2014 PMG M DOC 25 (n) International Financial Services (IFS)

3.1.1 Members who are non-signatory to the Postal Payment Services Agreement (PPSA) were urged to take the necessary steps to accede to the Agreement to facilitate the development of the service in accordance with Resolution CPU 2014 PMG M DOC 25 (n).

3.1.2 Information from the UPU IB as at August 4, 2015, indicates that ten Caribbean countries9 are signatory to the Agreement which is a prerequisite to the development of IFS in the Region.

8 Inclusive of PMG Haiti, UPU RPC, Technical Officer, CPU and officials of

9 Aruba, Bahamas, Barbados, Cuba, Dominican Republic, France, Jamaica, Netherlands, Trinidad and Tobago, United States.

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3.1.3 PUASP and CPU are collaborating to determine the next steps. Meanwhile, Barbados has called for CPU’s intervention in seeking a reduction in the IFS rates on behalf of members to jump start the development of a Caribbean inter-island IFS product given the loss of market share to non-postal operators.

3.1.3 The call triggered a study of the behaviour of money and postal order traffic in the Caribbean region for the period 2010 to 2014. The purpose was to gather information and analyse the behaviour in support of the proposed IFS rate reduction.

3.1.4 The analysis revealed that member countries in the study sample are experiencing a decline in the volume of money order traffic (Figure 2 and 3). The rate of decline is on average 14% for inflows and 4.6% outflows (Figure 4). These trends are serious indictments on Posts for not moving in step with the money transfer market. The spate of decline in money orders processed results because households are finding less use for the traditional method available for transferring money within CPU and the rest of the world. Post has to provide a service that is quick, safe, and effective for remittance transfers and e-commerce.

Figure 2: Trend in money order inflows for sampled CPU territories

60000

50000 Bahamas 40000 Barbados

30000 Grenada Montserrat 20000

VOLUMEINFLOWS St.Kitts St.Lucia 10000

0 2010 2011 2012 2013 2014

Grenada and Montserrat figures are etched on St. Kitts/Nevis volume

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Figure 3: Trend in money order outflows for sampled CPU territories

60000

50000

40000 Bahamas Barbados 30000 Grenada Montserrat 20000

St.Kitts VOLUME OF OUTFLOWS VOLUMEOF

10000

0 2010 2011 2012 2013 2014

Grenada and Montserrat figures are etched on Saint Kitts/ Nevis volume. Saint Lucia did not provide outflow data

Figure 4: Rate of decline in the volume of money orders processed.

CPU Countries Inflows Outflows Sampled

Bahamas -0.41% -10.37%

Barbados -6.95% -19.22%

Grenada -21.2% -18.51%

Montserrat -9.63% -

Saint Kitts & Nevis -17.35% 11.16%

Saint Lucia -17.68% -

Average decline -13.86% -4.61%

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3.1.5 The study recommends that CPU should:

 Harmonize the method of money order processing within CPU.  Modernize the counter to provide ambiance, comfort and information to customers.  Computerize the processing system for the ease of conducting money transfer services.  Upgrade the computer software for the ease of tracking and tracing of money transfers and for a more effective delivery system.  Provide training to staff to upgrade their skills in managing the system.  Market the money transfer service aggressively throughout CPU

3.1.6 On the basis of the statistical revelation, the International Bureau has recommended a reclassification of member countries as LDCs, for the purpose of developing an inter-Caribbean MO exchange service–IFS which should realise savings.

IV. Programme: Technical assistance to members

4.1 Operational review and training – Antigua and Barbuda Post Office

4.1.1 Within the framework of technical development cooperation, and at the request of the Postmaster General, Antigua and Barbuda, the Universal Postal Union (UPU) and the Caribbean Postal Union (CPU) conducted a joint mission aimed at assisting the management and staff of Antigua and Barbuda Postal Service strategically reengineer Antigua Post.

4.1.2 A three man team comprising Mrs. Owena Beepot Pryce, UPU Regional Project Coordinator for the Caribbean, Mr. Michael Ashby, UPU Consultant and Ms. Loretta I Charlemagne, Technical Officer, CPU conducted the mission from 7 to 11 July 2015.

4.1.3 The mission entailed:

o Training and explaining EMS processes, flow, measurement, performance and performance standards

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o Explaining aspects of the UPU manuals, letter post, parcel post, conventions, circulars and the importance of paying subscriptions o Explaining the basics of terminal dues and its link to pay for performance (PFP), rate setting, groupings and QSF o Reviewing the accounting processes and training staff in international postal accounting inclusive of transit charges, terminal dues parcel post accounting and money orders o Reorganising the Office of Exchange (OE) for greater efficiency, logical flow of the operations and scans on IPS Light

o Quality control measures and recording of statistical data for the different categories of mail o Training the staff in basic postal terminologies and jargons o Reviewing delivery standards and helping the staff formulate better standards o Assisting the management team in reorganizing Antigua Post Organisation Structure, formulating a business plan and a reporting format to inform the Ministry of Finance and Corporate Governance of its progress 4.1.4 One of the primary advantages of the mission was the consultation with the Prime Minister (PM) and Minister of Corporate Governance, and Permanent Secretary in the Ministry of Finance and Corporate Governance on the development of Antigua and Barbuda Post. Consequently the PM committed to paying CPU and UPU outstanding dues and supporting the developmental goals of Antigua and Barbuda Post in becoming the No. 1 in the Region.

4.2 Acquisition of Satellite phones

The Secretariat is consulting with the UPU IB on the possibility of obtaining satellite phones for members to be in touch with others about the state of affairs in the event of disaster in this hurricane prone region.

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V. Programme: Information Communication Technology

5.1 Upgrading CPU’s 2004 established website10

5.1.1 The new Caribbean Postal Union’s website is being built using a modern and flexible Content Management System (CMS) web application which will be run from a modern standardized and unified system. The layout will be easy to use, flexible, and very expandable. One of the notable features of this CMS is that, the web platform will provide non-technical staff the ability to manage the content on the Caribbean Postal Union’s website. Using this system. it will be easy to add, edit, and maintain web content in a timely manner. Updating can also be done from a normal web browser from any location.

5.1.2 The email address for CPU will also be changed from Hotmail to a designation that identifies the email with CPU domain address. Members will be allocated POP and SMPT address to facilitate incoming and outgoing CPU mail on their mobile devices.

5.2 Conference Resolution CPU 2014 PMG M DOC 25 (a) Development of a Standardised Point of Sale System (POS)

5.2.1 In accordance with the decisions of the Management Board of 15 January 2015, Caribbean member countries were surveyed to advise CPU on their status as it pertained to automated points of sale.

10 The previous CPU website designed in 2004 was maintained by manipulating several software applications and programming codes. The routine updating of the website by the secretariat was robust and required knowledge of several technical programs to successfully effect changes on the website which was built using Dreamweaver- a traditional platform quite limited in its ability to design and to meet the growing needs of the CPU.

Additionally, any editing performed on the previous website required HTML knowledge and experience. Since then, the web design environment has evolved at a rapid pace making website design technology and programs that were used a few years ago obsolete and outdated. The visual appearance and effects of website design is also changing due to the modifications in code and applications thus, making modern website design completely different from the traditional methods.

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5.2.2 Fourteen countries responded to the questionnaire. Of those who responded, 14% are using automated counter service, 14% operate partially automated systems and 72% are operating without an automated counter service (Figure 5). Countries who employed automated systems, 60% use customized off the shelf products and 40%, custom designed systems.

5.2.3 All respondents are interested in operating a nationwide automated point of sale network system to provide services such as; International money transfer/Money gram, utility payment, e-post/e-commerce, philatelic products, online marketing service, customs clearance and other new products and services to generate additional revenue.

5.2.4 None of the respondents gave indication as to the time frame for conversion of their manual systems to an automated counter system.

Figure 5: Status of POS in CPU countries

% using % % using Time off the Products/Services Description Number with/without customized frame for shelf offered POS Service Software conversion software Countries with International money automated 3 21% transfer/Money counter gram, utility service payment, e-post/e- 60% 40% Countries commerce, with partially philatelic products, automated 2 14% online marketing counter service, customs service clearance and other new products Countries and services to with manual 9 65% generate additional systems revenue

5.2.5 Three proposals entitled Riposte Counter Automation – Small Post Solution; Proposal for the Development of a Point of Sale System for the Caribbean Postal Union and Implementation of an Integrated Postal Automation System from the firms of Escher Group, Caribbean Software Development Team and Reason Solutions Private Limited have been forwarded to members for their review in consultation with their IT specialists.

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VI. Programme: Appointment of Task forces or Committees

6.1 Role of the Reform/Transformation Committee

6.1.1 Acting on the direction of the Management Board, a questionnaire was formulated and forwarded to members. The purpose was to highlight the reform measures implemented to date by member countries and the activities the Reform Committee should pursue.

6.1.2 There was a 42% response rate to the survey on the reform parameters that should guide the Reform Committee. Five major areas of reform were acknowledged by members sampled. The most pressing reform issue as noted by 44% of responders is the “modernization of operations and the adoption of new technology”. The other areas of reform are an even cry through CPU. Fourteen percent (14%) of the study population wants the Reform Committee to focus on developing the “human capital” in CPU. Fourteen percent (14%) require an improvement in the “mail transport and delivery system”, 14% thinks the legislative and regulatory system needs revamping and 14% wants Post to establish a better MOU with Customs.

Summary of Survey Findings

1. Sixty seven percent (67%) of survey participants participated in formulating an Integrated Postal Reform and Development plan. 2. 33.3% implemented an operational review as a reform measure 3. 33.3% implemented sector policy review 4. 33.3% implemented universal service 5. Legal and regulatory service an aspect of IPDP reform has not been implemented primarily because of this area of reform require legal expertise. 6. 33% of countries experience challenges in implementing IPDP reform measures. Fifty percent (50%) of countries who participated in the study think that the four (4) tenets of IPDP are not relevant to needs. 7. 33% of countries who did not implement the IPDP would like to go ahead with implementation. 8. 50% of participants who are not interested in implementing the IPDP, indicate cost is a prohibitive factor, 50% would like to reform outside of IPDP.

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9. For countries surveyed, reform measures other than that of the IPDP are, (a) introduction of new products/services, (b) introduction of technology and (c) improvement of human resources. 10. Reasons given for undertaking reform measures: generate revenue, business efficacy, capacity building, updating of procedures and to better manage their human resources.

6.1.3 Measures the Reform Committee should embark upon (Figure 6).

Figure 6: Parameters for reform Reform measures Justification a) Introduce new technology to 44% - Postal Services throughout CPU require an upgrade of improve postal operations the technology to improve their systems. b) Develop human resources 14% - staff skills need upgrading to be more effective in the competitive EMS and market transfer market c) Adopt legislative and regulatory 14% - laws governing post and need to be relevant to compete measures d) Reform the transport and 14% - mail transport system is delaying delivery delivery system e) Establish a MOU with Customs 14% - delays are causing a bottle neck when parcels arrive at Customs; Customs procedures need to be addressed.

6.2 Conference Preparatory Committee

6.2.1 The Committee is expected to formalise its strategy during the 4th Quarter 2015.

VII. Programme: Convention, Regulations and Agreements

7.1 Revision of CPU’s Convention and Detailed Regulations

7.1.1 Aware of the need to ensure that the Convention and its Detailed Regulations are relevant to the internal and external environment and given that they are silent on some issues such as the mission of the CPU and role of the Chairperson of the Management

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Board, the MB instructed the Secretariat to consult members regarding revision of the Convention and Detailed Regulations. This matter will be presented to conference for consideration.

7.2 Revision of CCLEC and CPU’s Draft MOU

7.2.1 The decision of CCLEC’s Executive Committee (EXCO) regarding the draft MOU which was approved as amended by the 17th Conference was communicated to the Secretariat. The decision called for CPU to re-consider articles 1.2, 2 & 4 in the context of CCLEC’s recommendations. Following consultation with Members and CCLEC, the draft MOU was revised and will be presented to the 18th Conference for consideration.

VIII. Miscellaneous

8.1 Condolences

8.1.2 Message of condolences and sympathies on behalf of CPU’s membership was forwarded to Mr. Leo Roberts, Former Director of Post Grenada, on the passing of his son.

8.2 Congratulatory messages

8.2.1 Congratulatory messages were extended to the management and staff of Saint Lucia Post on being awarded “Gold” for 2014 EMS performance.

B. Future Work

1. As mandated by the Management Board, member countries will be invited to nominate candidates for the position of Secretary General according to Convention Article 22.

2. The following recommendations are submitted:

- Give consideration to increasing CPTC’s resources in the development of the Region’s Human capital

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- Urge the UPU to provide technical assistance to enable small postal operators worldwide to migrate from a manual to an automated point of sale system - Implementation of the reform measures - Development of a CPU IFS Product/service - Approval of the revised draft MOU between CCLEC and CPU

To ensure the continuity of the current activities and the development of future activities, draft conference proposals will be presented for consideration/approval.

3. Conference is urged to note the report and consider the related proposals.

CPU Secretariat Reynold Baldeosingh 24 August 2015 Secretary General (interim)

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