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Secured Trade Facilitation System using RFID

Agent Training

Topics
Introduction to Secured Trade System How to Register Service Fees Agent Process Flow Logging into the system Using the System Locking and Affixing the RFID seal

Introduction to Secured Trade Facilitation System using RFID for Royal Malaysian Customs Department

The primary objectives are to: Secure the Countrys Revenue Ensure Cargo Integrity for Goods Moved In Transit using Customs Form 8 or K8 Automate Customs Checkpoints to reduce congestion and speed up clearance Eliminate hanging forms with automatic clearance

Coverage
Authorized Forwarding Agents who are moving goods in transit using containers or trucks This includes Customs Form 8, DMP6 and Authorized Economic Operator (AEO)

How to Register to use Secured Trade Facilitation System

1. Go to the Secured Trade website: www.securedtrade.net/forms/registration.pdf to download the application form 2. Complete the Secured Trade Application Form with email address (mandatory for User-ID Administration) 3. Read, understand and accept the terms and conditions stated in the User Agreement by signing the application form and stamp with Company chop

How to Register to use Secured Trade Facilitation System

4. Send the completed original Application Form to : Smartag Solutions Berhad 368-4-1, Bellisa Row, Jalan Burmah, 10350 Georgetown, Penang
To expedite processing you may also email a scanned copy of the form to: securedtrade@smartag.my

JKDM High Compliance Status Application

Agents with High Compliance status will enjoy added benefits including: Totally seamless end to end process with less human intervention Agent sealing the RFID seals Auto-unlock and auto-complete at receiving station Smartag will not charge any Deposits for Secured Trade system until JKDM classifies your company as Standard Agent.

JKDM High Compliance Status Application

Agents are encouraged to apply for High Compliance Status from JKDM. To apply for High Compliance status, complete the High Compliance Application Form and submit to: your respective State Customs Headquarters Unit Kawalan Agen, for the attention of the State Customs Director (Pengarah Kastam Negeri)

Service Fees
Combination of RFID Seal usage and Service Fee. A) RFID Seal Usage RM 4.00 per RFID Seal per container from station to station with RM 2.00 per additional RFID Seal for the same container with multiple doors B) Service Fees RM 6.00 per movement from point to point for the Standard Services

Example Standard Service fees


Container - 1 Door
RM 6 (services) + RM 4 (for RFID Seal) Total: RM 10

Bonded Truck - 2 Doors


RM 6 (services) + RM 4 (for RFID Seal) + RM 2 (for Additional Seal) Total: RM 12 *** Irrespective of no. of Forms

Secured Trade Facilitation System using RFID

Agent Process Flow

Forwarding Agent Process Flow for Goods in Transit (K8) using RFID Seal

Attachment A
Process Flow for High Compliance category (Sending Station)

Forwarding Agent declares K8 to Customs SMK


Once SMK registers the K8 form, usage of RFID system is automatically Registered Customs officer processes 'Transit Approval' for the K8 form(s)

Forwarding Agent login to www.securedtrade.net portal to confirm K8 movement Forwarding Agent 'Input' or 'Program' RFID seal(s) for the K8 movement

Forwarding Agent insert Container Number and Truck Number

Attachment A Cont. Process Flow for High Compliance category (Sending Station)
Forwarding Agent locks the bonded truck or container using RFID seal (Seal by Agent) Bonded Truck or container departs through Sending Station checkpoint and RFID system records the departure timestamp Customs officer monitors the movement.

Alert?
No

Yes

Customs officer will investigate the cause


Solved?
Yes No

Transit rejected (At Customs officers discretion)

Bonded Truck or container departs Sending Process Complete

Attachment B
Process Flow for High Compliance category (Receiving Station) Bonded truck or container with RFID Seal arrives at the receiving station RFID system detects and records arrival timestamp
Yes

Alert? No

Vehicle detain for investigation

Customs officer unlock RFID seal using RFID Handheld


Customs station head will confirm status of goods and whether physical inspection required 100% Physical inspection

Customs will claim any duties involved


Report will be submitted to retract High Compliance Status High Compliance Status will be retracted by PKN/Customs HQ

Attachment B Cont. Process Flow for High Compliance category (Receiving Station)

The RFID Seal will automatically unlock and customs K8 declaration will be automatically registered, released and completed Driver proceeds to warehouse and retrieves the unlocked RFID Seal from the truck Forwarding Agent can reuse the RFID Seal for the next trip or return the RFID Seal to Smartag or Customs Officer at station Receiving Process Complete

Attachment C Process Flow for Standard Agent (not yet confirmed as High Compliance) / Critical Goods (Sending Station ) Forwarding Agent declares K8 to Customs SMK
Once SMK registers the K8 form, Agent can Register for RFID usage. Forwarding Agent login to www.securedtrade.net portal to confirm K8 movement and register the RFID usage Customs officer processes 'Transit Approval' for the K8 form(s) once the RFID usage is registered Once received Transit Approval Forwarding Agent 'Input' or 'Program' RFID seal(s) for the K8 movement Forwarding Agent insert Container Number and Truck Number Forwarding Agent brings RFID seal to Customs Station and hands it to Customs officer

Attachment C Cont. Process Flow for Standard Agent (not yet confirmed as High Compliance) / Critical Goods (Sending Station ) Customs officer locks the bonded truck or container using RFID seal (Seal by Customs) Bonded Truck or container departs through Sending Station checkpoint and RFID system will record the departure timestamp
Customs officer monitors the movement.

Alert?
No

Yes

Customs officer will investigate the cause


Solved?
Yes No

Transit rejected (At Customs officers discretion)

Bonded Truck or container departs Sending Process Complete

Attachment D Process Flow for Standard Agent (not yet confirmed as High Compliance) / Critical Goods (Receiving Station )
Bonded truck or container with RFID Seal arrives at the receiving station RFID system detects and records arrival timestamp
Yes

Alert? No

Vehicle detain for investigation Customs officer unlock RFID seal using RFID Handheld Customs station head confirms status of goods and whether physical inspection required 100% Physical inspection Customs claims any duties involved

Attachment D Cont. Process Flow for Standard Agent (not yet confirmed as High Compliance) / Critical Goods (Receiving Station )

Ensure truck or container is still at RFID scanning lane

Customs officer unlock RFID Seal using RFID Handheld

K8 form is automatically registered, released and completed

Driver proceeds to warehouse and retrieves the unlocked RFID Seal from the truck
Forwarding Agent can reuse the RFID Seal for the next trip or return the RFID Seal to Smartag or Customs Officer at station Receiving Process Complete

Forwarding Agent Goods in Transit (K8) using RFID Seal Fallback Procedure

Process Flow for RFID Seal Usage When RFID System down at Sending Station

Attachment E

Vehicle passes through RFID Reader but RFID System fails to respond

Customs officer uses RFID handheld to read RFID seal to ensure no tampering or alert NO Customs officer login to Secured Trade Web Portal to insert departure timestamp

Handheld functions?

YES

Process flow follows Attachment A-D (whichever is relevant)

Attachment F
Process flow for RFID Seal Usage When RFID System down at Receiving Station Vehicle passes through RFID Reader but RFID System fails to respond

Customs officer uses RFID handheld to read RFID seal to ensure no tampering or alert and unlocks seal
Handheld functions?

NO

YES

Customs officer performs physical inspection of RFID seal to see if there is any tampering Customs officer will investigate as per Customs SOP

Tampered?

YES

Process flow follows Attachment A-D (whichever is relevant)

NO

Customs officer will login to Smartag Web Porta to manually enter arrival timestamp

Attachment G
Process Flow for RFID Seal Usage when SMK or DagangNet System is Down at Sending Station Manual K8 Registration is allowed except for Critical goods Forwarding Agent obtains Manual K8 Registration Number from Customs Office Forwarding Agent enters Manual K8 number and Receiving Station code into Smartag Web Portal and proceeds to input or program RFID Seal

Customs officer receives Manual K8 Form and RFID Seal from Forwarding Agent
Customs officer processes Transit Approval for K8 Form(s)

Customs officer locks the bonded truck or container using RFID seal (Seal by Customs)
Customs officer ensures that vehicle passes through RFID reader at checkpoint gates Process flow follows Attachment A-D (whichever is relevant)

Attachment H
Process Flow for RFID Seal Usage when SMK or DagangNet System is Down at Receiving Station Process flow follows Attachment A-D (whichever is relevant)

High Compliance?

No

Yes

RFID Seal is automatically unlock by RFID System

Customs officer unlock RFID seal using RFID Handheld follows Attachment D process flow

Customs officer receive manual K8 form and process according to manual procedure

Receiving Process Complete

Process flow for RFID Seal Usage when All Systems are Down at Sending / Receiving Stations

Attachment I

Manual K8 Registration is allowed except for Critical goods Forwarding Agent obtains Manual K8 Registration Number from Customs Office Customs officer receives K8 form and registers K8 Registration Number manually (Critical goods not allowed)

Customs Manual Seal is used instead of RFID Seal


Process flow and implementation according to procedures stated in PTK No. 54 and Surat Dasar reference: KE.HB(-) 140/02(03) dated 12 March 2006

Secured Trade Facilitation System using RFID

User ID Administration

User ID Admin Login

1. Go to www.securedtrade.net to login to RFID system 2. Login by keying in the User ID (email address) and password provided by Smartag. You may leave the Agent Code blank if you are logging in as User ID Administrator

User ID Admin Login

The first time you login, you will be prompted to change your password.

User ID Admin Main Screen

This is the Main Screen where you can create User ID for all your users. First click on Admin.

User ID Admin Main Screen

At the Admin menu, click on User Account to create a new User ID.

User Account Creation

1. Enter all the user details. 2. Click Save to create the User Account.

User Account Creation

1. Record Added Successfully indicates the User Account has been created. 2. Click Exit to go back to the Main Screen.

Secured Trade Facilitation System using RFID

Using the System

System Login

1. Go to www.securedtrade.net to login to RFID system 2. Login by keying in the User ID, agent code and password provided by your Administrator.

System Login

The first time you login, you will be prompted to change your password.

System Login

You will then be prompted to agree to the Terms and Conditions. Scroll to the end of the page, check the box and then click on Accept.

Secured Trade Facilitation System using RFID

Standard Agent Category

Main screen settings

Click on SETTINGS to setup the main screen interface.

Main screen settings

Click on SHOW or HIDE to setup the main screen interface. Remember to click on Save after you are done.

Standard Agent Main screen

The Main screen will allow you to register or program RFID seals and manage your transactions.

Register RFID Usage

Click on Register to register RFID usage. You can select to search using Customs Form or Container number as reference, To use Register make sure the RFID Seal(s) is unlocked.

Register RFID Usage

Lookup Customs Form by using the Search button (Magnifying glass). You can also search by keying in Customs Form number.

Select Customs Form


1

1. Check the boxes of the Customs Forms you want to link to the RFID seal. 2. Click Add to add the Customs Form to the selection.

Delete Customs Form

1 2

1. In case you make a mistake and want to remove Customs Form, check the box of the Customs Forms you want to remove. 2. Click Delete to remove the Customs Form from the selection.

Fill in Vehicle Information

Fill in Container and Truck No., then click Add Container. If there are multiple vehicles for the same form, repeat the steps to enter all vehicle details.

Example: Single Vehicle

Container and Truck No. will appear in the box.

Fill in Notification Settings

1. Fill in email address and select if you want the notifications to be ON or OFF. 2. Click Complete to submit to SMK.

Pending Customs Form

Registered K8 forms will appear in the Pending Customs Form list while awaiting Customs officer to process Transit Approval, click on Pending Customs Form to view the status of the K8 form.

Pending Customs Form

1. Click on Search to search. 2. K8 Forms will display as SMK Register indicating the form is Registered but Transit Approval not yet given by Customs Officer.

Input / Program RFID Seal

Once Customs office has given Transit Approval, click on Input/Program RFID Seal to input or program RFID seal. Note: Transit Approval is a new Customs term to replace Temporary Release. Input is the process to enter RFID Seal number into the system. Program is the process of initializing RFID seal for reuse.

Select Movement

2 1

1. Select the movement you want to prepare RFID seal(s) for and click Input or Program to prepare RFID seal(s). 2. Check to make sure that Transit Approval has been obtained. Note: To use Input, the cable on RFID seal(s) MUST NOT BE inserted (unlocked). To use Program, the cable on RFID seal(s) MUST BE inserted (locked).

Input RFID Seal

3 2 4

1. Select Transport Type, No. of Seals and enter last 5 digits of the seal no into the box(es). 2. Click Add Seal. 3. Seal No will be displayed. 4. Click Submit to submit to SMK.

Program RFID Seal

1 2

1. To Program RFID seal, select Transport Type then enter no of RFID seal(s). 2. Click on Scan Seal

Program RFID Seal

Wait for seal scanning to complete.

Program RFID Seal

1. After scanning completes, RFID Seal No. will appear as Detected RFID Seal(s) 2. Click on Program Seal

Program RFID Seal

Make sure RFID Seal(s) are LOCKED.

Program RFID Seal

Wait for RFID Seal programming to complete

Program RFID Seal

1. Successfully programmed RFID Seal(s) will appear in the list. 2. Click Submit to send the information to SMK.

Program RFID Seal

1. Click Ok to proceed to submit the info to SMK.

Print RFID Info Chit

1. Click Done to complete or Print if you want to Print the RFID Info Chit.

Print Out RFID Info

Manage RFID Seal

Click Manage to make any amendments to your transaction. You can search by Container details, or Customs Form.

RFID Container Seal Transaction

RFID Container Seal Transaction


1

1. You can amend Container details, like container or truck number. 2. You can also click Print to reprint RFID Info Chit, or Cancel to cancel the transaction.

Cancel - Must key in Reason

Other View Transactions and RFID Seal Return

Click on Others to view transaction status and perform RFID seal return.

Other View Transactions

Click on Search to search and view status of transaction/movement.

Other RFID Seal Return

Click on Add to prepare seal return transaction.

Other RFID Seal Return

1. Enter Seal Count i.e. no of seals being returned and Return Station Code. 2. Click Save to submit.

Customs Form Movement Report

Click on Customs Form Movement Report to generate reports.

Customs Form Movement Report

- Able to generate Summary and/or Detail report. - Able to filter From/To station and Registration Status. - Able to Group by From, To, Container and Truck(Summary Report)

Generate Customs Form Movement Report able print and export to Excel

Customs Acknowledgement of Clearance Report

Click on Acknowledgement of Clearance to generate reports on completed transactions.

Customs Acknowledgement of Clearance Report - able print and export to Excel

Secured Trade Facilitation System using RFID


High Compliance Agent Category

Key Differences between Standard Agent Process and High Compliance Agent Process

High Compliance Agent enjoys Automatic Registration of RFID usage before Input or Program Seal High Compliance Agent seals the RFID seal instead of Customs officer At receiving station, High Compliance Agent enjoys Automatic Unlocking of RFID seal and does not need to wait for Customs officer to unlock

Main screen settings

Click on SETTINGS to setup the main screen interface.

Main screen settings

Click on SHOW or HIDE to setup the main screen interface. Remember to click on Save after you are done.

High Compliance Agent Main screen

The Main screen will allow you to input or program RFID seals and manage your transactions.

Pending Customs Form

Registered K8 forms will appear in the Pending Customs Form list while awaiting Customs officer to process Transit Approval, click on Pending Customs Form to view the status of the K8 form.

Pending Customs Form

1
2

1. Click on Search to search. 2. K8 Forms will display as SMK Register indicating the form is Registered but Transit Approval not yet given.

Input RFID Seal

Goto Input RFID Seal to prepare RFID seal for the transaction. Input is the process to enter RFID Seal number into the system.

Note: To use Input, the cable on RFID seal(s) MUST NOT BE inserted (unlocked).

Input RFID Seal

Search customs forms by clicking the Magnifying glass icon.

Select Customs Forms


1

1. Check the boxes of the Customs Forms you want to link to the RFID seal. You can add multiple Customs Forms as needed. 2. Click Add to add the Customs Form to the selection.

Example: Single Vehicle with One Seal

2 3

1. Selected customs forms will be displayed. 2. Fill in container, truck and RFID seal numbers and click Add Container 3. Select whether Container or Bonded Truck and No. of RFID seals. Enter RFID seal number in the box(es) provided then click Add Container

Example: Single Vehicle with One Seal

1 2

1. Container No, Truck No, and RFID Seal No will be displayed. 2. If you make any mistakes, you can click Delete to erase and reenter the info.

Example: Single Vehicle with Multiple Seals

2 3

1. Selected customs forms will be displayed. 2. Fill in container, truck and RFID seal numbers and click Add Container 3. Select Bonded Truck and No. of RFID seals (e.g. 2 seals) . Enter RFID seal numbers in the box(es) provided then click Add Container

Example: Single Vehicle with Multiple Seals

1 2

1. Container No, Truck No, and RFID Seal Nos will be displayed. 2. If you make any mistakes, you can click Delete to erase and reenter the info.

Example: Single Form with Multiple Vehicles

2 3

1. Selected customs forms will be displayed. 2. Fill in first vehicle details and RFID seal numbers and click Add Container 3. Select Transport Type and No. of RFID seals . Enter RFID seal numbers in the box(es) provided then click Add Container

Example: Single Form with Multiple Vehicles

1. First vehicle details will be displayed. 2. Fill in 2nd vehicle details and RFID seal number and click Add Container

Example: Single Form with Multiple Vehicles

1. Both vehicle details will be displayed. 2. Fill in Notification Settings as required and click on Complete to submit to SMK.

Example: Single Form with Multiple Vehicles


1

1. Go to MAIN MANAGE Manage Container Detail if you need to make any amendments. Changes can only be made BEFORE departure. 2. The vehicle details will be displayed. Click Edit to make any changes.

Program RFID Seal

Goto Program RFID Seal to prepare RFID seal for the transaction. Program is the process of initializing RFID seal for reuse.
Note: To use Program, the cable on RFID seal(s) MUST BE inserted (locked).

Program RFID Seal

Search customs forms by clicking the Magnifying glass icon.

Select Customs Forms


1

1. Check the boxes of the Customs Forms you want to link to the RFID seal. 2. Click Add to add the Customs Form to the selection.

Example: Single Vehicle with One Seal

1. Selected customs forms will be displayed. 2. Fill in Vehicle Details, Transport Type, No. of RFID Seals and click Scan Seal

Program RFID Seal

1. Wait for seal scanning to complete.

Program RFID Seal

1 2

1. Detected RFID Seal will be displayed. 2. Confirm Container No, Truck No, Vehicle Type, No of Seals and click Program Seal and Add Container

Program RFID Seal

You will be prompted to ensure the RFID seal is locked.

Program RFID Seal

Wait for seal programming to complete.

Program RFID Seal

1. Programmed RFID Seal and vehicle info will be displayed. 2. Click Complete to submit to SMK.

Print RFID Info Chit

1. Click Done to complete or Print if you want to Print the RFID Info Chit.

Affixing and Locking RFID Seal


RFID Seal (s) is locked to latch of the truck by passing the end of the cable through the latch and inserting it fully into the RFID seal body. Depress the safety latch fully to insert cable.

Affixing and Locking RFID Seal


RFID Seal operation is indicated by flashing LED light. Green LED indicates proper functioning of RFID seal.

Customer Service and Support


Tel (Registration) : +604 2262523 Tel (Helpdesk): +6010 4000900 Email: securedtrade@smartag.my

THANK YOU