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REPORT OF THE EACO POSTAL SERVICES DEVELOPMENT WORKING GROUP 4 MEETING HELD ON 23RD- 24TH FEBRUARY 2015 IN NAIROBI, KENYA
1.0 INTRODUCTION
The East African Communications Organisation (EACO) held Working Group meeting on Postal Services Development in Nairobi- Kenya, from 23- 24 February 2015. The meeting had participants from; Burundi Post (NPB), Postal Corporation of Kenya (PCK), Communications Authority of Kenya (CA), Posta Uganda, Uganda Communications Commission (UCC), Tanzania Posts Corporation (TPC), Tanzania Communications Regulatory Authority (TCRA) , Rwanda Utilities Regulatory Authority (RURA), Rwanda Post (NPO), Agence de Regulation et de Controle de Telecommunications (ARCT) and EACO Secretariat.
2.0 OPENING OF THE MEETING
The meeting was opened by the Chairman of EACO Working Group 4, Dr. Enock Kinara the Postmaster General, PCK who welcomed members to the meeting and wished them fruitful deliberations. He called upon the participants to introduce themselves. The list of participants is contained in Annex1.
3.0 ADOPTION OF THE AGENDA
The agenda of the meeting was proposed and adopted with amendments. The agenda and work programme is contained in Annex 2.
4.0 ELECTION OF THE BUREAU
The meeting elected the Rapporteurs. The bureau was therefore constituted as follows:
Chairperson : Dr. Enock Kinara – Kenya Vice Chairperson :Mr. James Kafeero – Uganda 1st Rapporteur : Emily B. Menge- Kenya 2nd Rapporteur : Fadya Zam - Tanzania
5.0 WORKING PARTY SESSIONS
The four Working Parties held separate sessions and each presented their reports to the Working Group as annexed as follows:
EACO Postal Payments and E-services – Annex 3 EACO Quality of Service- Annex 4 EACO Postal Security - Annex 5 EACO Courier, Customs and Carriers - Annex 6
The WG considered and approved the recommendations and Action Plans of the Working Parties.
6.0 REVIEW OF THE WG4 ACTION PLAN
RECOMMENDATION STATUS REMARKS 1 Operators to put up a case Kenya: Walk through machines installed. A Ref er to Postal to their request for additional scanners placed and in Security WP report Governments/Regulators discussion by a committee Due diligence for requesting for assistance in the suppliers of the mail screening machines purchasing mail scanning for the offices of exchange is ongoing machines for the offices of Uganda: To submit proposal to QSF for exchange, entry and exit funding towards acquiring a mail scanner. points by end of December Tanzania: Screening machines installed in 2013. Dar Es Salaam. Engage state security in case sniffer dogs are required Burundi: Delivery of the mail scanner expected by March 2015 Rwanda: Submitted request to the Regulator, awaiting for response
2 Operators to communicate TPC- Mrs. Janeth Msofe to each other the contact PCK -Mr. Titus Juma persons in charge UPL – Mr. Abbey Semyalo of IFS NPB - Ms Daphrose Kamikazi NPO – Marie Grace Mukabera
3 The EACO Secretariat to Meetings of at least 2 WP to be held remind concurrently. The meeting will be held for 5 member countries to days with one of the days for joint session. continue convening WP meetings on pre- existing rotational basis. 4 Tanzania to By end of March 2015 convene the
next EACO Quality of Service and Postal Security WP meetings.
5 Rwanda to convene the Rwanda to confirm by 15th March 2015 next EACO Courier, Customs & Carriers and Postal Payment and e-services in 2015 WP meeting 6 The EACO HR Committee EACO Secretariat circulated liaison statement write to the 3 to re-establish links for countries which sponsorships with countries may not have that have postal training been institutions such as Egypt, Pakistan, India, Tunisia and introduced Thailand. A Liaison to statement will be sent to EACO, to that effect. introduce EACO with its
areas of concerned. 7 EACO Secretariat to To be hosted by Kenya in The ministers forum will consider organising a February 2015- organised for 25-27 be held during the Conference for the ICT February 2015 Postal ICT Conference in Ministers to have a forum Kenya for them to also share as policy makers in the ICT sector in the region and to also appreciate EACO programmes. EACO Secretariat in consultation with EXCOM to consider an appropriate agenda for the conferenc e.. 8 Regulators and Operators to Implemented Reminder to be sent to continue sensitizing Liaison statement was issued WG2 so that it can be governments to invest in the included in the agenda of National Addressing their next meeting System infrastructure to support the national socio- economic drivers. This recommendation has been flagged to WG2 through a Liaison statement
9 Uganda to draft a template Implemented and circulated to all Secretariat to send a to capture data on the postal except TPC Secretariat to circulate formal letter to members statistics to TPC requesting the and forward to EACO countries to study Secretariat for circulation to and prepare all member countries comments on the for their comments template for the next QOS WP meeting
10 EACO Secretariat to create a Implemented Chairpersons can be forum invited to attend for the integration of all meetings of WGs where working groups through cross cutting issues their Chairpersons are discussed. 11 Member countries to To report progress in the next All WP prepare the Postal meetings network as an enabler for e-commerce, financial and social inclusion.
12 Rwanda and Burundi to NPB draft submitted to the Refer to Courier finalize the formulation of relevant ministry Custom and Carriers their national postal report sector policies Rwanda have submitted to the government and are awaiting approval
13 Uganda, Kenya and Tanzania Kenya and Uganda have Refer to Courier Custom to review and align their reviewed and incorporated. and Carriers report national postal sector policies Tanzania - policy review is to fully incorporate under way the courier sub-sector 14 The WG1 to review the Legal Implemented Reminder to be sent and
15 The WG1 to establish Legal Implemented Refer to Courier, and Liaison statement issued Custom and Carriers Regulatory framework to report facilitate sharing of infrastructure. A Liaison statement to this effect to be forwarded.
7.0 RECOMMENDATIONS
It was recommended that actions in the WPs should be implemented by those responsible.
8.0 CONCLUSION The members were informed of EACs initiative towards development of an EAC Postal Development Strategy whose baseline survey had just been concluded.
The members were requested to take note of the report and implement the actions therein.
Dr. Enock Kinara Chairman - Postal Services Development Working Group 4
Annex 1: List of Participants
Communications for all in East Africa
4th Meeting of WORKING GROUP 4: POSTAL SERVICES DEVELOPMENT
23-24 FEBRUARY 2015 NAIROBI, KENYA
LIST OF PARTICIPANTS
No. Participant Organization Title/Position Telephone/Mobil Email e 1 Fadya Zam Tanzania Postal Manager Mails +255 684887957 [email protected] Corporation
2 Haruni HB TCRA Deputy Director +255 754620279 [email protected] Lemanya Postal Affairs
3 Bambasi Burundi Post Advisor to the PMG +257 78110044 [email protected] Alexandre om
4 Misirakuba Deo National Post of Charge of Parcels +257 79988955 misirakuba@hotm Burundi ail.com
5 Manirakiza Regie nationale Assistant Godelieve Des Postes Operational Burundi Director
6 Matsiko Rwanda Utilities Postal Regulation N/A gonzague.matsiko Gonzague Regulation Officer @rura.rw Authority 7 Fulgence Rwanda /Kigali Director postal 250/0178848908 kabundege@gmail. Kabundege operation 0 com 8 Edward Kusewa Intergrating I.D.D (project 0723843046 [email protected] Diversity For officer) om Development 9 Emmanuel Uganda Post Head Of Business +256 772445918 eocama@ugapost. Ocama Limited Securities co.ug Department 10 Emmanuel Uganda Post Head of Finance +256 787338598 eokurut@ugapost. Okurut Limited co.ug 11 Jessica Uwera Uganda Post Manager Projects +256 0414255511 [email protected]. Limited & International ug Relationd 12 James Mpango Uganda Postal Licensing +256 [email protected] Communications Specialist 6312339011/+ g Commission 256 782031066 13 Kubwimana (ARCT) Agence de Development +257 79967363 lawyerkubwi@gma Alexis regulation& de Department il.com controle des Lawyer telecommunicati ons 14 Ndayishimiye (ARCT) Agence de Economist +257 [email protected] Eliane regulation& de 771779922578 om controle des telecommunicati ons 15 Dr.Enock Osoro Postal Post Master 3242000 [email protected]. Kinara Corporation Of General ke Kenya 16 Faith Wanjiru Postal Accounts Officer 0722405765 [email protected] Maina Corporation Of e Kenya 17 Vincent Shirao Postal Deputy Director 0723530191 [email protected]. Corporation Of ICT ke Kenya 18 Peter Omondi Postal Regional 0722442091 peterabuya@hotm Abuya Corporation Of coordinator/Nairob ail.com Kenya i 19 Sorophina Postal Manager 0719072086 [email protected]. Wakesho Corporation Of Operations ke Ombati Kenya Agnes N Postal Manager 0719072062 [email protected] 20 Lempaka Corporation Of Compliance o.ke Kenya 21 Eric Langat Postal 0722725760 [email protected]. Corporation Of Deputy Director ke or Kenya Logistics & F.M [email protected] m 22 Muriuki Postal Director Mail +254 3242030 [email protected] Stephen W Corporation Of Services .ke Kenya 23 Titus E Juma Postal Director Payment +254 203242063 [email protected] Corporation Of Services /+254 722518551 Kenya 24 Elizabeth Postal Director Courier 0722788192 [email protected] Mwaura Corporation Of Services o.ke Kenya
25 Kennedy M Postal Director kenbosiremasho@ Bosire Corporation Of Compliance and 0723567917 yahoo.com/ Kenya Security [email protected]. ke 26 Emily B.M Ouya Postal Manager [email protected] Corporation Of Strategy,R&D 0722408575 e Kenya 27 Gichuki Njeru Postal Manager 0726957580 [email protected] Corporation Of Corporate e Kenya communications and PO 28 Jane Florence Postal Ag. Director Legal 0722441159 [email protected]. Otieno Corporation Of Services ke Kenya 29 Joel Mageto Postal PA/PMG 0726990510 joelmageto@gmail. Corporation Of com Kenya 30 Daniel Kagwe Postal D/Director 0708209733 [email protected]. Corporation Of ke Kenya 31 Rose W Gichira Kenya Revenue Chief 0723632870 Rose.Gichira@kra. Athority,Customs Manager,NCS,JKIA go.ke 32 Jolly Sogomo Communications Manager/Postal & [email protected] Authority Of Courier Licensing 020 4242247 Kenya 33 Martin Ngesa Communications Assistant Director/ 0722751233 Authority Of postal [email protected] Kenya 34 Richard K Tonui Communications Manager/Competit +254204242229 [email protected] Authority Of ion Tarrif Analysis Kenya 35 Charles Marketing Officer KAA Cargo +254 722 780011 charles.mwaite@k Kipkoech aa.go.ke Mwaite 36 Francis Kevogo Emerging Prom. Officer +254 711616193 [email protected] Leadership mS Initiatives 37 Evans Michoma KAA Marketing Officer +254 722724520 evans.michoma@k +254 020 aa.go.ke 8222111 38 Caroline Koech EACO Secretariat Liaison +250 722540603 [email protected] Manager/ICT 39 James T. Postal Regulation Head/Postal +256 772500104 [email protected] Kafeero Regulation
ANNEX 2 – AGENDA AND WORK PROGRAMME
AGENDA
4th EACO WORKING GROUP 4 MEETING
23-24 FEBRUARY 2015 – NAIROBI, KENYA
1. Opening of the Meeting 2. Review and Adoption of the Agenda and Programme 3. Constitution of the Bureau 4. Review of the WG4 Report for the 3rd meeting (Matters arising) 5. WP Breakaway Sessions i) EACO Courier, Customs and Carriers WP
ii) EACO Postal Payments & E-service WP
iii) EACO Quality of Service WP
iv) EACO Postal Security WP 1. Consideration of the WP reports 2. Review of WG4 Action Plan 3. Review and adoption of WG4 report 4. AOB 5. Closing of the meeting
WORK PROGRAMME 4TH EACO WORKING GROUP 4 MEETING – NAIROBI, KENYA 23-24 FEBRUARY 2015 – NAIROBI, KENYA
DAY 1
TIME ACTIVITY/AGENDA ITEM RESPONSIBILITY
08:00 - 09:00 Arrivals and Registrations of Participants ALL
09:00- 09:15 Welcome Remarks and Opening Plenary of Chair WG4/Host/EACO the meeting Secretariat
09:15 - 09:30 Introductions ALL
09:30 – 10:00 Review and Adoption of the Work Program; ALL
10:00 – 10:15 Election of the Bureau
10:15 – 11:00 Review of the WG4 Report for the 3rd ALL meeting (Matters arising)
11:00 – 11:30 TEA/COFFEE BREAK
11:30- 13:00 BREAKAWAY SESSIONS EACO Secretariat Courier, Customs and Carriers WP
&
Postal Payments & E-service WP
13:00 - 14:00 LUNCH BREAK ALL
14:00 – 16:00 BREAKAWAY SESSIONS ALL
Courier, Customs and Carriers WP
&
Postal Payments & E-service WP
Rapporteurs of the EACO WPs 16:00-17:00 Recap and Day 1 Report Writing 16:00 TEA BREAK
DAY 2
TIME ACTIVITY/AGENDA ITEM RESPONSIBILITY
09:00 - 10:30 BREAKAWAY SESSIONS Respective EACO WG 4 Working Parties Quality of Service WP
&
Postal Security WP
10:30 - 11:00 TEA/COFFEE BREAK ALL
11:00 - 13:00 BREAKAWAY SESSIONS
Quality of Service WP Respective EACO WG 4 Working Parties &
Postal Security WP
13:00 – 14:00 LUNCH BREAK ALL
14:00 – 15:30 Closing Plenary Session Rapporteurs of the EACO WG 4 Working Parties Consideration of Reports from EACO WG 4 Working Parties
15:30 – 16:00 Review of the WG4 Action Plan Rapporteurs of the EACO WG 4
16:00-16:30 WG4 Report Writing Rapporteurs of the EACO WG 4
16:30 – 17:00 Report Review and Adoption Rapporteurs of the EACO WG 4
17:00-17:15 Closing of the Meeting Chair WG4
ANNEX 3 - EACO POSTAL PAYMENTS AND E-SERVICES WORKING PARTY REPORT
EACO POSTAL SERVICES DEVELOPMENT - WG4
REPORT OF THE MEETING OF THE EACO POSTAL PAYMENT & E-SERVICES WORKING PARTY 23-24th FEBRUARY, 2015
1.0 Introduction
The 3rd meeting for the EACO Postal Payments and E-services Working Party was held on 23- 24th February, 2015 in Nairobi, Kenya. The meeting had participants from, National Post of Burundi (NPB), Postal Corporation of Kenya (PCK), Communications Commission of Kenya (CCK), Posta Uganda, NPO of Rwanda, Tanzania Communication Regulatory Authority (TCRA) and EACO Secretariat.
2.0 Opening of the meeting
The meeting was opened by the Chairman of the Working Party Mr. Emmanuel Okurut by welcoming the members to the meeting and wishing them fruitful deliberations.
3.0 Adoption of the Agenda
The Working Programme was adopted with amendments as indicated in Annex1.
4.0 Election of the bureau
The meeting which was chaired by Uganda elected the Rapporteurs. The Bureau elected was as follows: Chair: Uganda – Emmanuel Okurut 1st Rapporteur: Kenya – Peter Abuya 2nd Rapporteur: Burundi – Godelieve Manirakiza
5.0 Review of the WP TORs
The TORs of the WP were reviewed and were found to be relevant as discussed in the last meeting held in Kigali. The TORs are included in Annex 2.
6.0 Review Report of the Last Meeting
The report of the previous meeting was reviewed and the Action Plan was updated as
indicated in Annex 3
7.0 Recommendations of the Arusha Postal Assembly
1. Members noted that IFS requires branding and marketing, therefore it should be interfaced with mobile partners to make it viable 2. PCK to provide leadership in re-conceptualization of the financial services. In the interim, member countries are encouraged to identify alternative systems for integration 3. Members to establish the existence of e-payment policy and regulations, lobby Central Bank for one where none exists. 4. Members to market their networks as an infrastructure for use by other partners. 5. A study aimed at lowering cost of payment services in EAC region should be conducted and payment plans put in place.
8.0 Date and venue of the next meeting
Burundi/Tanzania to confirm hosting the next meeting by end of April, 2015.
9.0 Closing
ANNEX 1
AGENDA
1. Opening of the meeting 2. Election of the Bureau 3. Review of the WP TORs 4. Review report of the last meeting 5. Date and venue of the next meeting 6. Closing
ANNEX 2
TERMS OF REFERENCE
I. To recommend strategies for implementation of the various UPU Postal Strategies
within the EAC region with regard to postal payments and e-services.
II. To recommend strategies for modernization and transformation of the postal
payments and e-services in the region.
III. To recommend regulations for postal payments services in the region
IV. To coordinate and follow up the work of the relevant UPU Committee(s) or Councils(s)
V. Facilitate the development of regional recommendations or contributions relating to work of the relevant UPU Committee(s) or Council(s) or other relevant international and regional organization.
DEVELOPMENT OF EACO WORKING PARTY ON ELECTRONIC POSTAL PAYMENT SERVICES Recommendation Status Timelines 1 EACO member countries to come TPC still with business plan, By June 2015 up with Business Plans and PCK have business plans and has National Action Plans for moved to brand and implement the provision of electronic money switch for various electronic agency transfer services. services UPL business plan in place and national action plan is still work in progress. NPB partnering with TELCOs in facilitating money transfer Rwanda has a strategic plan in implementing the money transfer to be practicalised in four years
2 EACO member countries to Technical people to report in Uganda to continue synchronize their National Action Burundi/Tanzania during the next coordinating in liaison Plans. meeting with Burundi/Tanzania by end of April 2015 subject to confirmation 3 Re conceptualization of IFS Rwanda: experiencing low traffic June, 2015 Shelf life and re-considering the benefits visa Integration with other vis the amounts being paid for it. systems Kenya is yet to adopt the mobile Branding option which is available. IFS still need to be evaluated in terms of business viability within the region In Uganda IFS traffic is developing especially with volumes coming in from the UAE and it is gaining operational revision in view of this development Tanzania is evaluating the situation as to which direction to take
4 IFS to be integrated with the PCK in process of integrating all Members to liaise other systems. PTC to domestic system on the switch with PTC. facilitate. solution Update by March UPL in process of integration 2015 TPC not integrated with domestic NPB to fully implement IFS 5 Participating countries to ensure Rwanda and Burundi to sign up Members to confirm that they sign the UPU Postal by next UPU Payment Services Agreement. PCK,TPC and UPL signed congress
6 Countries to identify and prioritize Ongoing as we update the business Ongoing. Update by their potential corridors. plans June 2015
7 Designated postal operators to TPC migrating domestic system to Update by next put in place proper accounting mobile platform meeting and costing systems to support Electronic Money Transfer PCK implementing use of ERP Services. system
UPL has a cost accounting system in place 8 Ring fencing of customer funds to Uganda, Tanzania Kenya: Tanzania and safe-guard and ensure proper Dedicated bank accounts for Burundi has settled use of the customer funds. customer funds. accounts upto June 2014 Burundi, Rwanda - Not yet
Burundi informed Kenya of their Uganda has bank account details escalated the issue to higher levels Tanzania hosted delegation from Kenya on the issue of settlement
Uganda: payment plan has not been honoured but committed to bring the accounts up to date
Rwanda does not owe the other countries much money
9 Designated postal operators to All sign bilateral agreements in the Update of new follow up and finalize their region. partners by next pending Bilateral Agreements meeting and to initiate Bilateral Uganda has signed with Emirates Agreement with new partners. post and South Africa Burundi has signed with Emirates South Africa and Zimbabwe has signed with Kenya
10 Designated postal operators to WIP at PTC Update before embrace the use of UPU IFS Member countries are encouraged December 2015 mobile applications in provision of to integrate with alternative systems. money transfer services. UPU to pilot with willing member countries 11 Countries that wish to join the Not yet joined. Viability should be Status by December PPS Clearing Settlement System key for those countries considering 2015. to notify the UPU International joining the PPS system Bureau as soon as possible. Discussions on uptake ongoing at UPU POC meeting 12 Develop security policy where Burundi, Uganda, Rwanda : WIP To be updated by none exists e.g. put in place next meeting appropriate firewalls to prevent cyber crimes, physical security of the system.
13 Security Policy reviews where it Continuous Updated in every exists based on benchmarking on meeting best practices. Kenya benchmarked with India
14 Leveraging on Infrastructure Ongoing December 2015 development e.g. broadband Kenya: National Broadband connectivity and power Strategy is being implemented Uganda and Tanzania: Pending Burundi: Policy is being developed. Rwanda: Policy is being developed by Central Bank.
Northern Corridor initiative on postal in progress. Uganda to follow up on the recommendations of the Kampala (Northern Corridor) meeting
15 E-payment Policy development Ongoing December 2015 PCK: developing a policy. CA: WIP UPL, : pending TPC : pending NPB: policy being developed by the Central Bank Rwanda: E- Payment Regulation already in place
16 Develop e-services PCK has adopted the domain dot. Update by next products/services post meeting UPL has implemented the dot.post. - Sign up the dot.post platform TPC is the process of establishing e-commerce platform. - an integrated e-commerce NPB,NPO of Rwanda and UPL to platform benchmark with PCK and TPC
-All the other member countries to benchmark with Kenya on e- commerce 17 Members to take advantage of On going Update every opportunities in the region to meeting enhance financial inclusion. UPL: has engaged government to the level of Parliament - preparing the network as an enabler financial inclusion UPL; is partnering with TELCOs (power, connectivity, media TPC: is partnering with coverage, partnership with commercial banks and TELCOs Government etc) - inclusion of the post in the Rwanda is in partnership with Government program to support Mobicash financial inclusion Kenya has made good progress in financial inclusion. Financial Electronic inquiry System from PTC user support has been adopted
Burundi: working with Foreign Affairs to facilitate money transfer with the Diaspora and is also in partnership with TELCOs
18 Participating countries to come Emily Ouya, PCK - to take the lead December 2015 up with a regional vision and and work with:- brand name for Electronic Money James Mpango, UCC Transfer Services. Fortunatus Kapinga, TPC Abbey Semyalo ,UPL Grace Mukabera ,NPO Godelive Manirakiza , NPB
19 Member Countries to PCK, Rwanda has subscribed. December 2015 subscribe to the proposed UPU Brand name yet to be unveiled. IFS brand name
20 Lobby the relevant authorities to TPC, PCK , Rwanda Post and NPB UPL to give update ensure that agency banking have next meeting as per regulations are fast tracked UPL still lobbying number 17 above
21 Engage governments to facilitate Viability of this action to be revisited December 2015 the establishment of postal with the purpose of developing the savings services to support social best model and best practice of and financial inclusion financial inclusion NPB already running Postal savings bank facility.
22 EACO to engage UPU PTC to Member countries to identify the December 2015 organize a joint training in ICT skills gaps prior to the training and IFS operations for all designated operators in Kigali. EACO Secretariat to coordinate/ Member countries to contribute to Designated operators this initiative EACO Members to benchmark To be held in Feb 2015 in Kenya. On course 23 with Kenya Huduma Initiative Centres EACO Secretariat EACO Secretariat to include this Designated operators on the Agenda of the Ministers’ Regulators ICT forum Responsible Ministries
24 EACO Members to make Venue to be identified Next working party presentation on e meeting by services/products April,2015 25 EACO members and PTC to PCK to co-ordinate June 2015 carry out a study on IFS/E – PAYMENT integration(Posta Pesa)
Annex 4: List of Participants
NO NAME ORGANIZAT TELEPHONE E-MAIL ION 1 Emmanuel UPL +256 (0)787338598 [email protected] OKURUT 2 Jessica UWERA UPL +256(0) 772358679 j Dr Enock KINARA PCK +254 (0) 722727253 [email protected]
4 Titus E. JUMA PCK +254 (0) 72251855 [email protected] 5 Godeleive NPB + 257(0) 79962383 [email protected] MANIRAKIZA 6 FAITH M. MAINA PCK + 257 (0)722405765 [email protected] 7 Fulgence NPO + 250 (0) 788489880 [email protected] KABUNDEGE 8 HARUNI HB TCRA +255 (0) 754620279 [email protected] LEMANYA 9 Emily B M OUYA PCK +254 (0) 722408575 [email protected] 10 Joel MAGETO PCK + 254 (0) 726990510 [email protected] 11 Vincent SHIRAO PCK +254 (0)723530191 [email protected] 12 Alexis ARCT + 257 (0) 79967363 [email protected] KUBWIMANA 13 Peter ABUYA PCK +254 (0) 722442091 [email protected]
ANNEX 4 EACO QUALITY OF SERVICE WORKING PARTY REPORT
REPORT OF THE EACO WORKING PARTY ON POSTAL QUALITY OF SERVICE HELD ON 24TH FEBRUARY 2015 IN NAIROBI, KENYA
10.0 Introduction
The 3rd meeting of the EACO working party on postal quality of service was held on 24th February 2015 in Nairobi, Kenya. The meeting had participants from, Burundi Post (NPB), Postal Corporation of Kenya (PCK), Communications Authority of Kenya (CA), Posta Uganda, Uganda Communications Commission (UCC), Tanzania Posts Corporation (TPC), Rwanda Utilities Regulatory Authority (RURA), Rwanda Post (NPO), Agence de Regulation et de Controle de Telecommunications (ARCT) and EACO Secretariat.
1.1 Opening of the meeting
The meeting was opened by the Chair Agnes Lempaka of PCK who welcomed the members to the meeting and wished them fruitful deliberations. The list of participants is contained in Annex1
1.2 Adoption of the agenda
The agenda of the meeting was proposed and adopted with amendments.
1.3 Election of the bureau
Chair: Kenya – Agnes Lempaka
1st Rapporteur: Rwanda – Mr. Gonzague MATSIKO
2nd Rapporteur: Uganda – Mr. James Mpango
AGENDA
1. Opening of the meeting 2. Election of the Bureau 3. Adoption of the Agenda 4. Matters arising from the last meeting 5. Date and venue of the next meeting 6. Adoption of the report 7. Closing
TORS
EACO Quality of Service Working Party TORs
I. To recommend strategies for implementation of the various UPU Postal Strategies within the EAC region with regard to QoS
II. To recommend strategies for modernization and transformation of the postal sector in the region with regard to QoS
III. To recommend strategies for development and harmonization of the National Addressing Systems and Postcodes in the region.
IV. To carry out quality performance tests and share results within the EAC member states.
V. To make recommendations on how EACO member states can acquire and maintain automated quality of service monitoring equipment and the necessary skills to improve quality of service in the postal sector.
VI. To coordinate and follow up the work of the relevant UPU Committee(s) or Councils(s) Vi. To develop regional recommendations or contributions relating to work of relevant UPU Committee(s) or Council(s) or other relevant international and regional organization.
EACO QUALITY OF SERVICE WP ACTION PLAN
Recommendation Status Timelines
1 All DOs to improve service Burundi: Shifting from IPS light to IPS, On going delivery within their respective All members to strive to move to IPS 2014. networks to earn customer Kenya: confidence. Ombudsman oversight on how customer Access to services complaints are handled and PCK has got Speed and Reliability best score from Ombudsman. Customer (e.g.UPU delivery service charter and customer service desks standards) at every outlet. Human Resources and Security finance and accounts are also being Customer care automated along with Postal operations. Postal global is a software being used for postal operations
CA standards includes the QoS standards in the license terms and is in process of installing RFD(Radio Frequency Identity) system in 21 post offices
Rwanda: Participated on UPU quality of service control by filling GMS cards.
Have scanning machines and sniffer dogs at the airport.
have customer charter and caller centre for EMS.
Tanzania: Has established 2000 letter boxes at GPO, Has post global System software
Uganda: Has launched school post, 51 motorcycles in order to increase Speed and Reliability. Send Sms to customers for notification
Training to staffs who deal with customers.
Has started Public partnership in order to improve ambience
2 All DOs to carry out aggressive Burundi: managed to have partnership with By June 2015 marketing for parcels and EMS two ministries for carrying diplomatic services to increase volumes suitcases.
Kenya: hiring vehicles to convey mail on need basis.
Tanzania: Have overnight vehicles to convey mail.
Uganda: Ongoing
Rwanda: We plan to do aggressive marketing for parcels and EMS services by putting in strategic plan 2015-2019
3 All DOs to review service level Discussed in EACO Courier, Customs and On going agreements with airlines Carriers WP continuously to conform with UPU -IATA structure. 4 All DOs to continually monitor and Tanzania: Use Swissair to conveying mail December 2015 engage more competitive airlines and charges are cheap compared to other for mail conveyance airlines and use Qantas airline as the connection airlines. Uganda: Use Turkish airline because they reach in many destinations and now engaging with emirates. Kenya: Our members should use Kenya as A hub of other EAC countries for mail and members should collaborate to have mechanism in place.
Burundi: Use Kenya airways, Ethiopian airways and SN Brussels
Rwanda already in agreement with some airlines- 5 DOs to consider establishing mail Ongoing December 2015 processing centers at Mailing Unit at for quick processing of mail especially for EMS items. 6 DOs should organize training for EACO secretariat: Liaison statement sent to April 2015 security personnel of the HR committee, training schedule received respective DOs in harmony with and circulated to member countries. Aviation Security for proper and Members agree to receive training schedule thorough scrutiny of items and utilise it. conveyed. EACO Secretariat to issue a Liaison statement. 7 Operators and Regulators should Commitment on sharing of report outcomes Continuous share reports of the test results towards service delivery improvement. 8 All member states consider Kenya: CA organised stakeholders forum in By June 2015 hosting forums for all stakeholders June 2014 at national levels and Share the outcomes of the meetings Uganda: UCC organised stakeholders forum in October 2014 on postal regulations
Tanzania: Held a forum October 9th 2014
Burundi: Their policy on setting up the regulator is process.
Rwanda: RURA organised two forums in November 2014 and January 2015 on postal regulations.
9 EACO secretariat to follow up with Members who will host the meetings should Continuous Rwanda Post to attend and send the invitation to EACO on time one participate in the EACO activities month before the meeting 10 The next sequential tests be Tests were done and next task force Test results to be conducted from 8th to 26th meeting should take place in end of march circulated to September, 2014 2015 in Tanzania to discuss the test results stakeholders by 15th · The end to end tests be and give recommendations March 2015 conducted from 15th to 26th September, 2014
11 Regional QSF projects for EACO Kenya will spearheads the taskforce Continuous
Following members are selected:
UG: Agatha Kyakunzire Kenya: Agnes Lempaka Rwanda: Martin Gatorano Tanzania : David Andrea Burundi: Alexandre Bambasi 12 The study on Terminal dues EACO member should select Terminal dues By June 2015 system expert to work with Mr. Ocama as the chair. Following members are selected: Kenya:Eunice Otieno Tanzania: Fadya Zam Burundi: Suzan Nsabimana Rwanda: Martin Gatorano
The study to continue under Uganda as the chair and EACO position will be submitted to related stakeholders. 13 National Addressing System Burundi: Consultant produced a report and Continuous Burundi Post is consulting the government to see how this project can be implemented by starting with Bujumbura City.
Kenya: Work in progress, a policy paper is with the government awaiting approval
Tanzania: Three cities(Dodoma, Arusha and Dar es salaam) covered as post aligns its operations to the system Test letters on the new system are being delivered on a pilot basis
Uganda: With 90% coverage on implementation of the pilot project of NAS.
Rwanda: 594 Villages in Kigali were covered
It should be shifted to Courier, Customs and Carriers WP 14 PCK, NPB, UPL to consider Uganda: UPL to acquire a mail scanning On going approaching the regulators in machine for the office of exchange through acquiring screening QoS fund machines. Burundi: is acquiring a mail scanning machine through own fund
Kenya: Work in progress with CA
It should be shifted to Postal security WP 15 Dos to automate quality of service Tanzania: Diagnostic gate and IPS and QCS December 2015 monitoring equipment and the Uganda: GMS, IPS and QCS necessary skills to improve quality Rwanda: QCS and IPS and GMS to start very of service in the postal sector. soon Kenya: GMS and soon upgrading to IPS 2014 Burundi: IPS Light
16 Tanzania to convene the next EACO TPC proposed and members agreed that they By end of March postal quality of service WP will host the taskforce meeting which did not 2015 meeting take place in December 2014
Mrs. Agnes Lempaka of PCK
Vice Chairperson EACO working party on postal quality of service
List of participants Annex1 No Names Country Organization Telephone E-mails 1.. Peter Abuya Kenya PCK +254722442091 [email protected] 2. S.w ombaki Kenya PCK +254722309726 sombaki @posta.co.ke 3. Bambasi Elexandre Burundi Burundi Post +25778110044 [email protected]
4. Manirakiza Godelieve Burundi Burundi Post +25779962383 [email protected]
5. Ndayishimiye Eliane Burundi ARCT +25779922578 [email protected] 6. James T. Kafeero Uganda UCC +256312339016 [email protected]
7. Steven Muriuki Kenya PCK +254(020)324200 smuriuki@ posta.co.ke 8. Eric Langat Kenya PCK +254722725760 [email protected] 9. Emmanuel Ocama Uganda UPL +256772445918 [email protected]
10. Fadya Azam Tanzania TPC +255684887959 [email protected] 11. Elizabeth Mwaura Kenya PCK +254722788792 [email protected] 12. Faith Maina Kenya PCK +2547222405765 [email protected] 13. Agnes Lempaka Kenya PCK +254722562385 [email protected] 14. Gonzague.matsiko Rwanda RURA +250788841998 [email protected]
ANNEX 5 - EACO POSTAL SECURITY WORKING PARTY REPORT
THE EACO POSTAL SECURITY WORKING PARTY IN NAIROBI- KENYA HELD ON 24TH FEBRUARY 2015
AGENDA
1. Opening of the meeting 2. Adoption of agenda 3. Election of the Bureau 4. Review `report of the last meeting 5. Kenya presentation 6. Date and venue of the next meeting 7. Closing
The meeting commenced at 9 h 30 a.m with members appointing Rwanda to chair
Members developed and adopted agenda by consensus
Bureau elected:
- Chairman: Fulgence KABUNDEGE (Rwanda) - First Rapporteur: Emily B. Menge-Ouya (Kenya) - Second Rapporteur: Déo MISIRAKUBA (Burundi)
1.1 Postal Security Working Party TORs
I. To recommend strategies for implementation of the various UPU Postal Strategies within the EAC region with regard to postal security. II. To develop and recommend strategies for modernization and transformation of the postal security in the region. III. To coordinate and follow up the work of the relevant UPU Committee(s) or Councils(s) IV. Facilitate the development of regional recommendations or contributions relating to work of the relevant UPU Committee(s) or Council(s) or other relevant international and regional organization.
Recommendation Status Timelines Recommendation 1 Purchase and install Kenya: Walk through machines By December Regulators to act as scanning machines installed. A request for additional 2015 mediators between at offices of scanners placed and in discussion by a the operators and exchange/border committee Due diligence for the government to points to detect suppliers of the mail screening mobilize with various dangerous and machines for the offices of exchange is stakeholders to prohibited goods. ongoing acquire the mail Uganda: To submit proposal to QSF scanning machines for funding towards acquiring a mail scanner. Tanzania: Screening machines installed in Dar Es Salaam. Engage state security in case sniffer dogs are required Burundi: Delivery of the mail scanner expected by March 2015 Rwanda: Submitted request to the Regulator, awaiting for response 2 Establish Post- Kenya: Contact with all security June 2015 Security National organs in place. Contact Committees Uganda: Internal committee in place that engages other security organs Tanzania: contact with the state security in place Burundi: Internal security team in place. Rwanda: Contact with Magerwa (warehouse for goods from abroad) 3 Establish Post- Kenya: Committee not in place. WIP By June 2015 Establish whether the Aviation Contact Uganda: Committee not in place. The airlines have an Committees team engages the civil aviation association which we authority when necessary can work with Tanzania: Process Initiated Kenya: Airline Burundi: Committee in place working Association exists with the civil aviation and regular visits to ensure adherence. Training to be concluded by May 2015 Rwanda: Contact with the civil aviation, Rwandair (agent handling for other companies) 4 Encourage member Tanzania : 3 staff certified Continuous Important to attend states to take Rwanda: Training ongoing, and some the upcoming training advantage of the staff have certified on Dangerous Goods UPU online training Burundi: Training ongoing. 15 people on TRAINPOST pursuing the training at the Burundi training centre Kenya: Has a training centre and programme in place. Uganda: 1 staff undergoing security training 5 Review our security Tanzania: Sent one staff for Postal Continuous EACO Secretariat and standards to security training with CRASA and Tanzania coordinate a conform with the developing security guidelines joint workshop for EU and UPU Postal Rwanda: to benchmark with other TOTs on security Security guidelines countries during the next Kenya: Developed Postal security Working Party guidelines and an assessment model meeting which are available on the Regulators Kenya offers to website for public consultations facilitate in the training towards incorporation as a condition for licensing also benchmarked with India post. Burundi: benchmarked with Uganda Uganda: intends to ride on the UPU expert expected to evaluate a QSF project in March 2015 to train the staff on EU and UPU security standards 6 Continuously Tanzania: to be confirmed Continuous Kenya to share monitor activities of Kenya: Member to UPU Postal information pertaining the UPU Postal Security Group to the UPU security Security Group Burundi: to be confirmed Group during the next Uganda: to be confirmed meeting Rwanda: to be confirmed 7 Joint inspection and Postponed inspections to resume from By end of EACO Secretariat to Security training next EACO Security WP March 2015 send invitations in workshop liaison with Tanzania as the hosts
Annex 5: List of Participants
NO NAME ORGANIZAT TELEPHONE E-MAIL ION 1 Emmanuel UPL +256 (0)787338598 [email protected] OKURUT 2 Jessica UWERA UPL +256(0) 772358679 [email protected] 3 Titus E. JUMA PCK +254 (0) 72251855 [email protected] 4 Fulgence NPO + 250 (0) 788489880 [email protected] KABUNDEGE 5 HARUNI HB TCRA +255 (0) 754620279 [email protected] LEMANYA 6 Emily B M OUYA PCK +254 (0) 722408575 [email protected] 7 Alexis ARCT + 257 (0) 79967363 [email protected] KUBWIMANA 8 Kenedy BOSIRE PCK + 254 (0) 723567917 kbosire posta.co.ke 9 Jane F. OTIENO PCK + 254 (0) 722441159 [email protected] 10 Martin NGESA CAK + 254 (0) 722751233 11 Richard TONUI CAK + 254 (0) 725833470 12 Déo MISIRAKUBA NPB + 257 (0) 79988955 [email protected]
ANNEX 6 - EACO COURIER, CUSTOMS AND CARRIERS WORKING PARTY REPORT Doc No______
EACO POSTAL SERVICES DEVELOPMENT - WG4
REPORT OF THE COURIER, CUSTOMS & CARRIERS WORKING PARTY
1.0 Introduction
The East African Communications Organisation (EACO) organised a meeting for the Working Party on Couriers, Customs & Carriers on 24th February 2015, in Nairobi, Kenya. The meeting had participants from Agence de Regulation et de controle da Telecommunications (ARCT), Burundi Post, Postal Corporation of Kenya (PCK), Communications Authority of Kenya (CA), Posta Uganda, Uganda Communications Commission (UCC), Rwanda Post, Rwanda Utility Regulatory Authority (RURA) and EACO Secretariat.
2.0 Adoption of the agenda
The agenda was adopted by the WP as follows:
1. Opening of the meeting
2. Adoption of the Agenda
3. Election of the Bureau
4. Review of the Last meeting Report
5. Presentations
6. Date of Next meeting and Venue
7. closing of the meeting
. 3.0 Election of the bureau
The Bureau was elected as follows:
Chair: Kenya – Richard Tonui
1st Rapporteur: Uganda – James Mpango
2nd Rapporteur: Burundi – Deo Misirakuba
4.0 Action Plan for the EACO Courier, Customs & Carrier Working
Party TORs
ACTION STATUS TIMELINE 1 Urge Rwanda and Burundi to Burundi, Draft adopted by Cabinet. To be Report progress at next formulate national postal sector considered by Parliament meeting policies as they do not have; Rwanda: Draft submitted to line Minister
2 A Liaison statement to be sent to WG1 response received. Regulators to give Continuous – Update WG1 to review the Legal and updates on steps taken to curb the vice. by Regulators at next Regulatory framework to curb meeting presence of illegal and/or non- Regulators to liaise with operators in sharing compliant operators; information on illegal operators. (Kenya: successful collaboration noted)
3 DOs to initiate collaborations with Burundi: Ongoing competitors and other Public- Kenya: Meeting held a meeting in October on Continuous – Update Private partners to improve mail security infrastructure and customs at next meeting efficiency in services provisions;- clearance. Next meeting in March 2015. continuous Rwanda: A strategy on PPP developed for 2015-2019 cycle Tanzania: Negotiations with DHL on-going Uganda: Meeting held in October 2014. Operators setting up collaboration framework. Negotiations with DHL on-going.
4 Develop innovative last mile Burundi: Committee to initiate ecommerce has Continuous – Update delivery systems for e-commerce; been set up at next meeting Kenya: PCK is using the postal network as drop off points as a strategic link in delivering ecommerce, including reverse logistics. Regulator developed a consultation paper on ecommerce guidelines for ecommerce. Inhabitants of ecommerce identified through a study. Rwanda: to benchmark with other countries. Tanzania: Process on-going through tender process. Uganda: improving delivery process using motorcycles. Engaging SME’s to deliver last mile. E-shop for philately services up and running. 5 Establish Postal-Customs Contact Burundi: Committee established. Committees; Kenya: Process on-going. Operational Continuous – Update cooperation noted. at next meeting Rwanda: Committee not formalised yet Tanzania: Committee in place Uganda: Committee in place
6 Sign MOUs with airlines and Burundi: Ongoing. Negotiations with airlines. Continuous – Update customs using the UPU-WCO and To adopt template at next meeting UPU-IATA templates; Kenya: Adopted and negotiations ongoing. Customs draft is ready for stakeholder comments. Rwanda: implemented Tanzania: Templates adopted, negotiations to include IATA provisions. Draft customs MoU circulated for comment. Uganda: Template developed and adopted, negotiations ongoing. MoU with customs not yet concluded. 7 Operators to engage Customs with End of March 2015 a view to implementing the UPU Customs Declaration System (CDS)
8 Engage airlines with a view to Kenya is yet to meet AITA as had been Continuous – Update exchanging EDI messages with requested by EACO at next meeting airlines; Burundi: Brussels airlines implementing new system on mail bag tracking with operators. Tanzania: Using IPS to track mail with KLM and Swiss Air. Kenya: Exchanging pre-alerts with airlines. Rwanda: EDI in place. Uganda: Adopted use of pre-alert messages with airlines. 9 Continuous monitoring of activities of the UPU EMS Cooperative and To develop a position on Pay for performance End of March 2015 those relating to courier, customs for EMS and carriers-Continuous. To develop a regional position on EMS voting process of the EMS Cooperative for consideration of WG4. Secretariat to coordinate the exercise. 10 Courier Opportunities and Operators to adopt IPS 2014 version for End of April 2015 Challenges compatibility and QoS
Regulators to enforce and report on action Continuous; update at against unlicensed and noncompliant operators. next meeting 11 To ensure that the liaison Yet to be done End of March 2015 statement on national addressing incorporates benchmarking aspect with best practices. Secretariat to liaise with PAPU in implementing End of March 2015 the addressing project together with the African Union
12 MoU on Postal Courier Curriculum Postal curriculum developed by AFRALTI, CA, Continuous – Members between EACO and AFRALTI CIAK and PCK. to report at next meeting. AFRALTI will invite members to participate in the training offered.
13 Partnership between regulators Continuous Members to report at and revenue authorities in curbing next meeting illegal operators
14 To implement Revenue Authority Uganda implemented June 2015 security seals on incoming international mail during transfer Member countries to implement from airports to and fro Offices of Exchange
15 Proposal by KRA to National On-going Kenya to report Treasury to waive minimum Import progress at next Declaration Fee (IDF) of 5,000/= meeting charge on incoming low value parcels/packets.
16 Adopt mobile and other payment Tanzania: TRA cashier at Postal facility. Country reports at the platform within the Post Office for next meeting tax payments On-going 17 Establish a technical team to Nominations of Country coordinators were made End of March. 2015. identify readiness and requirement as follows: of each DO to implement Advance Electronic Information for Postal Burundi: Mr Deo Misirakuba Item ( AEI) project. Country Kenya Ms Sorophina Ombati committees to be set up to include Rwanda: Mr Fulgence Kabundege Revenue Authorities, and other key Tanzania: Ms Fadiya Zam stakeholders. Uganda Mr Emmanuel Ocama
Committee to Consider common platform for EDI solutions among operators in the region
18 Cross-border road transport: Nominations of Country coordinators to To report at the next Country specific feasibility studies spearhead the project were made as follows: meeting. to be undertaken and information to be shared among partners. Burundi – Mr Alexander Bambasi
Kenya – Mr. Eric Langat
Rwanda – Mr Fulgence Kabundege
Tanzania – Ms Fadya Zam
Uganda – Mr. Emmanuel Ocama
5.0 Presentations
The following presentations were made to the meeting (see annex):
1. Emerging issues, challenges and way forward – Kenya Revenue Authority 2. EU Advance Electronic Information (AEI) Project – Postal Corporation of Kenya 3. EACO Regional Mail Road transport Project – Burundi
6.0 Date and Venue of the next Meeting
The date and venue of the next Working Party meeting will be communicated upon consultation between Burundi, Tanzania and the EACO Secretariat 7.0 Closing the meeting
In closing the meeting, the Chairman thanked the members for their active participation and excellent contributions towards successful conclusion of the working party’s deliberations.
Richard Tonui
Chairperson ...... EACO Courier, Customs & Carrier Working Party