Laboratory Integration

System
System Requirements Document
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

Revision History
Version No. Date Modified By Reason for Change
1.0 1 September 2015 Lamees Afify Initial Version
1.1 12 November 2015 Lamees Afify Test results updated

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and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

Table of Contents
1. About the Document...........................................................................................................................3
2. Purpose and Scope..............................................................................................................................3
3. User Roles and Responsibilities...........................................................................................................3
4. Business Process Flow.........................................................................................................................4
5. Business Requirements........................................................................................................................4
6. System Requirements..........................................................................................................................5
6.1. Create Declaration and Invoice Items......................................................................................5
6.2. Create Test Request................................................................................................................5
6.3. Sample Request......................................................................................................................7
6.4. Receive Test Results................................................................................................................8
6.5. Pay Test Invoice Fees and Declaration Auditing......................................................................9
6.6. Request for Retesting and Recharging.....................................................................................9
6.7. Laboratory Configuration........................................................................................................9
7. Clarifications......................................................................................................................................10
Clarifications about the Customs Process.........................................................................................10
Clarifications about Labco Process....................................................................................................10
8. Attached Documents.........................................................................................................................11
LABCO Certificate of Analysis...........................................................................................................11
LABCO Invoice Template...................................................................................................................12

The information contained herein (including, without limitation, any and all trade secrets, processes, price lists, Page 2 of 14
and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

1. About the Document

This document explains the system requirements and specifications for the laboratory integration
system that automates the process of testing the goods that require testing from Laboratory before the
approval and releasing of the goods.

2. Purpose and Scope

The purpose of this document is to explain the process to be implemented in the Customs System in
order to facilitate the auto creation of sample test requests required for clearing the specified goods.

3. User Roles and Responsibilities

1- Broker
a. Create Declaration
b. Request for Retesting
2- Test Creator
a. Create Test Request
3- GCS Cashier
a. Receive test invoice payment
4- Customs Auditor
a. Approve and print declaration

The information contained herein (including, without limitation, any and all trade secrets, processes, price lists, Page 3 of 14
and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

4. Business Process Flow

5. Business Requirements
Based on the customs requirements, a new process should be implemented in the Customs System in
order to facilitate the creation of sample test requests required for clearing the goods that require
testing from Laboratory before the approval and releasing of it.
The process will include the integration with LABCO laboratories system. The integration will be used for
sending the test requests for the goods specified in the declaration to the LABCO system. The
integration will also be used in order to communicate the required amount of test samples form
customs and the actual amount of samples received at LABCO.
Through the integration services, customs system will be able to receive the test results and the test
invoices from LABCO system.

The information contained herein (including, without limitation, any and all trade secrets, processes, price lists, Page 4 of 14
and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

6. System Requirements
6.1.Create Declaration and Invoice Items
Brokers creates the declarations using the normal process of declaration creation. Broker also adds
invoices to the declaration and their invoice items with defining the HS code for each invoice item.

According to the HS Code configuration, some HS codes will require to pass specific lab tests as
configured from OGAs before the declaration can be audited and released.

Broker should be able to proceed with the normal duty calculation and submission of the declaration
following the current process.

In case the declaration contains HS codes that require lab testing, then after the submission of the
declaration it should be directed to the “Test Creator” user for creating the test request instead of
sending it to the customs auditor.

The declaration should go through the normal flow in parallel with the testing process is being done.

6.2.Create Test Request

After the declaration is submitted, the user who has the “Test Requester” role should be able to create
the test request for it. The test request should be automatically sent to the labs, which has integration
services available with the customs system.

Users should be able to create a new test request using declarations, which are on submitted state and
not used in other test requests.

In case if the broker is the user who creates the test requests, he should be able to reference only the
declarations of his organization.

The test request entity should contain the following data:

Field Description
Test Request Number Auto generated Number
Test Request Date Date of the request creation
Priority Manual Entry from the user
DO Number From Declaration
Port of Loading From Declaration
Consignee From Declaration
Carrier From Declaration
Declaration Number From Declaration
Declaration Date From Declaration
House bill number From Declaration

The information contained herein (including, without limitation, any and all trade secrets, processes, price lists, Page 5 of 14
and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

After selecting a declaration for the test request, user should be able to select the HS Codes that will be
tested using the test request. User should be able to select the HS codes from the list of invoice items
defined in the declaration. Only the HS Codes that are configured as “Require Lab Testing” will be
available for selection.

Each HS code selected will contain the following data:

Field Description
HSCODE From Declaration
Goods Description From Declaration
Country of Origin From Declaration
Net Weight From Declaration
Gross Weight From Declaration
Quantity From Declaration
Quantity unit of measure From Declaration
Package Type From Declaration
Manufacturer Name From Declaration
Manufacturing Date Manual Entry from the user
Expiry Date Manual Entry from the user
Batch Number Manual Entry from the user

After selecting the HS codes that require testing in the created test request, a set of tests are listed for
each HS Code. The tests required for each HS code are previously configured for each HS code in the
customs system.

Each test should contain the following data:

Field Description
Lab Test Code From HS Code Configuration
Test Name From HS Code Configuration
Test Description From HS Code Configuration
Laboratory Manual Entry from the user (should be selected from a
dropdown with the available laboratories)
Only laboratories that have the selected test available in their
tests list should show
Test Price From HS Code Configuration (should be retrieved from the
configured Price List)

After all the information of the HS Codes and tests are added by the user, the test request should be
submitted by the test request user and the status should be “Test Request Submitted”. Time of test
request submission should be recorded in the test request log.

The information contained herein (including, without limitation, any and all trade secrets, processes, price lists, Page 6 of 14
and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

In case the test request is directed to LABCO or other labs that are integrated with customs system, then
the test request should be automatically sent with all the HS codes and test information to their system
through the integration services.

Once the test request is acknowledged received by the laboratory, the status of the test request should
be changed to “Test Request Received by Laboratory”.

6.3.Sample Request
The integrated laboratories should be able to send a sample request to the customs through the
integration with the customs system.

When the test request is acknowledged received by the laboratory, then the lab users should be able to
create the sample request on their system. The sample request should be created per test request. The
sample request information should be transferred to the test request in the customs system through the
integration services.

The sample request submitted to the customs system should contain the following data:

Field Description
Test Request Number From lab system through integration services
Test Code From lab system through integration services
Sample Request Date From lab system through integration services
Sampling Method From lab system through integration services
Sample Lifetime From lab system through integration services

The sample request should be submitted to customs through the integration services. Each test item in
the test request should be updated with its sample request information. The status of the test request
should be “Sample Request Received by Customs”. Time of sample request submission should be
recorded in the test request log.

Each sample request should contain a set of HS codes from the created test request. After the actual
sample is received by the laboratory, the sample request should be updated with the following
information and sent to customs system through the integration services:

Field Description
HS Code From lab system through integration services
Test Code From lab system through integration services
Sample Size From lab system through integration services
Actual Sample Size From lab system through integration services
Sample Collected By From lab system through integration services
Sample Collected Date From lab system through integration services
Sample Submitted By From lab system through integration services
Sample Submitted Date From lab system through integration services

The information contained herein (including, without limitation, any and all trade secrets, processes, price lists, Page 7 of 14
and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

Each test item in the test request should be updated with its sample request information. The status of
the test request should be “Samples Received by Laboratory”.

6.4.Receive Test Results

When the test is done by the laboratory for the test request, the results of the tests together with the
test invoice should be sent to customs system through integration services.

The test result should be transferred to the customs system in a form of a test result for each HS Code in
the test request. The test results submitted to the customs system should contain the following data:

Field Description
Report Reference Number From lab system through integration services
HS Code From lab system through integration services
Date of Receiving From lab system through integration services
Date of Starting Test From lab system through integration services
Date of Final Results From lab system through integration services
Date of Issue From lab system through integration services
Production Date From lab system through integration services
Expiry Date From lab system through integration services
Requested Analysis From lab system through integration services
Remarks From lab system through integration services

Each invoice should contain one or more of the tests showing the details of the tests done. Each test
should have the following information:

Field Description Source

Test Code The code of the test from From lab system through integration
the laboratory services
Results Results of the test as a From lab system through integration
free text services
Limits a free text from From lab system through integration
laboratory services
Unit A lookup value from From lab system through integration
laboratory services
Test Method A lookup value from From lab system through integration
laboratory services
Uncertainty a free text from From lab system through integration
laboratory services
Test Accreditation a free text from From lab system through integration
Status laboratory services
Chargeable A flag for each test to be From lab system through integration
set by the laboratory to services
indicate whether to

The information contained herein (including, without limitation, any and all trade secrets, processes, price lists, Page 8 of 14
and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

include the test cost in

the invoice or not. By
default it should be “Yes”

Each test item in the test request should be updated with its result information. The status of the test
request of the received results should be changed “Test Results Received from Laboratory”. Time of
receiving the test result should be recorded in the test request log.

6.5.Pay Test Invoice Fees and Declaration Auditing

After the status of the test request is “Test Results Received from Laboratory”, then the broker should
be able to pay for it at the GCS cashier.

GCS cashier should be able to see the declarations where their test requests are in status “Test Results
Received from Laboratory” in the GCS receipts module.

After the payment is done by the broker, the GCS cashier prints the invoice receipt using the current
process. After that the customs auditor should be able to audit the declaration and print it using the
normal process.

6.6. Request for Retesting and Recharging

In case the test results are not satisfactory to any of the declaration stakeholders, they should be able to
request for test request retesting.

Request for retesting should be done by user who has the “Test Requester” role. The test request should
be in “Test Results Received from Laboratory” in order to be available for retesting request. The
retesting request should follow the same process of the normal test request.

When the results are received, invoicing and recharging of the retest request should be decided based
on the following:
a. In case of same results as the original test request: the retest should be chargeable to
the broker
b. In case of Different results as the original test request: the retest should be free of
charge to the broker and no payment is required.
6.7. Laboratory Configuration
A separate entity for the Laboratory should be created in the system. The laboratory entity should be
used by the Test Creator user to assign a lab for each HS Code in the created test request.

The profile of each laboratory should contain the following information:

Field Description
Laboratory ID
Laboratory Name Name of the lab
Private or Government To indicate if this lab is governmental or private lab

The information contained herein (including, without limitation, any and all trade secrets, processes, price lists, Page 9 of 14
and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

Integration Available To indicate if this lab is integrated with the customs system
Available Tests A list of all the available tests that can be performed on the
defined HS Codes in the laboratory
Price List An uploaded price list for the available tests of the laboratory

7. Clarifications
Clarifications about the Customs Process
1. Can the test request be done on the housebill before the declaration creation?
2. On which types of declarations should this laboratory integration be applied?
3. Which user role should be able to do HS Code configuration and assign tests required for each
HS Code? How often is this required?
4. What are the required documents that should be added to the declaration HS codes invoice
items?
5. Are the sample size and method already configured with the HS code required tests or they are
different for each test request? And if it is different, how are they it defined?
6. Should the user be able to choose from a list of tests for each HS code? Or the tests will be
mandatory configured for each HS code?
7. What should happen to the test request if it is directed to labs which are not integrated with the
customs system?
8. What are the details of the invoice item that are available in the packing list?
9. Should the declaration status be changed with the different test request status (test requested,
results received, etc...)?
10. What should be the status of the declaration in order to allow retest requesting?
11. Which user role should be able to see the test invoice and prices?
12. Should OGA users be able to view the test requests and results in the system?
13. Which user role should be able to make the lab configurations?

Clarifications about Labco Process

1. Can the same declaration has invoice items that require testing from different labs?
2. Can the same HS Code require testing from different labs?
3. Can the test request reference more than one declaration?
4. Can the same declaration be referenced in more than one test request?
5. Which user role should be able to request for retesting?
6. Which user role should be able to approve the retest request?
7. Should the retesting request be done on all the HS codes in the test request or it can be done on
only some of the HS Codes?

The information contained herein (including, without limitation, any and all trade secrets, processes, price lists, Page 10 of 14
and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

8. Attached Documents

The information contained herein (including, without limitation, any and all trade secrets, processes, price lists, Page 11 of 14
and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

LABCO Certificate of Analysis

The information contained herein (including, without limitation, any and all trade secrets, processes, price lists, Page 12 of 14
and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.
 CUSTOMS MODERNIZATION SYSTEM
KUWAIT GENERAL ADMINISTRATION OF CUSTOMS (KGAC)
Laboratory Integration System – System Requirements Document

LABCO Invoice Template

The information contained herein (including, without limitation, any and all trade secrets, processes, price lists, Page 13 of 14
and operations methods) is confidential and proprietary to Agility and ICS. Any dissemination, distribution or
copying of this information is strictly prohibited.