is participation guide 2009 ich user group – breakout session aloke mukherjee, iata

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IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

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Page 1: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

IS Participation Guide

2009 ICH User Group – Breakout Session

Aloke Mukherjee, IATA

Page 2: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 22

Overview of this Presentation1. Introduction & Scope of Presentation

2. The “IS Participation Guide”

• Overview

• Key Sections

3. The Document Review Process

• The IT Working Group

• Review Roles and Process

• Key Members

4. Progress till date

5. Next Steps

Page 3: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 3

Overview

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IS Participation Guide

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Page 4: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 44

Overview contd.

What is the IS Participation Guide?It is a document for the carriers (Business and IT), system providers, and other participants to understand the changes in their processes and systems to participate in SIS, the Simplified Interline Settlement Solution.

Following are the key sections of the document:

Glimpse into SIS – Current and Future processesCargo and Passenger Billings - Impact on Revenue accounting Miscellaneous Billings – Impact of SIS on Financial AccountingUATP Billings *

*UATP is conducting an in-depth review of the legal and operational aspects surrounding SIS as they apply specifically to UATP, in order to determine what level of SIS integration may be required

Page 5: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 55

Overview contd.Financial processesMigration processesE-Invoicing processesHandling of Supporting DocumentationsIS Member ProfileRecord Structures and Interfacing processes

Page 6: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 66

Overview contd.

Who are the key consumers of this document?Billing and billed entities

Financial accounting managers Revenue accounting managers IT departments of

Carriers – Passenger, Cargo and Miscellaneous Non Carriers ( SITA, GDS’s, UATP)

RA System ProvidersFinancial System Providers

Page 7: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 77

Key Sections - Passenger Billing

“There are significant changes to the existing Passenger Interline billing processes and interfaces due to SIS. The document provides an overview of process and systemic changes specific to Passenger Billing. It also includes processes related to prime, rejection, billing/credit memos, correspondence plus FIRST & FINAL™ and Sampling”

Page 8: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 88

Key Sections - Passenger Billing contd. The highlights are: Billing Data Input and Output Record Structures - The record structures have

been presented in a user friendly format with proper description of each field, examples and validation rules.

IS-IDEC – Enhanced version of the old IDEC file with many new Record types IS-XML – An advanced file format for billing data having all the elements defined in the IS-

IDEC file IS-WEB – An online interface to manually capture billing information into Integrated Settlement

Value Determination and Auto-billing processes Sampling Billing processes Rejection Memos, Billing Memos and Credit Memos Source Codes and Reason Codes IS-Web Analysis and Operational Reports

Page 9: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 99

Key Sections - Cargo Billing

“ The document provides an overview of process and systemic changes specific to Cargo Billings. The cargo billing section also includes processes related to prime, rejection, billing/credit memos and correspondence”

Page 10: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 1010

Key Sections - Cargo Billing contd. The highlights are: Billing Data Input and Output Record Structures - The record structures have

been presented in a user friendly format with proper description of each field, examples and validation rules. IS-IDEC – Enhanced version of the old IDEC file with many new Record types IS-XML – An advanced file format for billing data having all the elements defined in the IS-

IDEC file IS-WEB – An online interface to manually capture billing information into Integrated Settlement

Rejection Memos, Billing Memos and Credit Memos Reason Codes IS-Web Analysis and Operational Reports

Page 11: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 1111

Key Sections - Miscellaneous Billing* Today, miscellaneous invoices are paper based With SIS, miscellaneous invoices including supporting documents, must go

through IS for settlement New electronic input processes for Miscellaneous Billings

IS-XML – An advanced file format for billing Miscellaneous data IS-WEB – An online interface to manually capture billing information into Integrated Settlement

77 different types of most commonly used Miscellaneous Invoices These have received a unique key (Charge Category and Charge Code).

The highlights are: The various Invoice Types overview Input and Output record structures IS-Web analysis reports* Additional Miscellaneous Invoices Charge Category/Charge Codes are being reviewed and will be added in

future

Page 12: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 1212

Key Sections - Financial Processes This section will help managers of Financial Accounting, Revenue Accounting

Passenger and Revenue Accounting Cargo to understand the following:

IATA Clearing House (ICH) and Airline Clearing House (ACH) settlement processes for the future

Changes in operations for ICH and ACH due to SIS The processing dashboard function of SIS Late Submission processes in the SIS environment Suspended Members processes in the SIS environment

2009 ICH UG Meeting

Page 13: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 1313

Key Sections - Migration to SIS

“ The Migration period will typically be around a two to three year time frame during which carriers will join SIS in a phased approach. One of the key challenges in this migration is the current IDEC file( which is switched from billing to billed carriers by ATPCO). At the time of SIS implementation, all carriers will need to move the submission of their Current (old) IDEC files to IS.”

Page 14: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 1414

Key Sections - Migration to SIS contd. The Participation guide will highlight the following in terms of the overall

migration strategy: The various options for Carriers to migrate The constraints associated with each option Detailed procedures to be followed during migration

Page 15: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 1515

Key Sections – E-Invoicing Process “ One of the key goals of SIS is to go paperless. To comply with the various

legal invoice regulations, the option to have invoices digitally signed and verified is a required feature of SIS”

This section will elaborate the various aspects of e-invoicing, process and system impacts around: Explanation of Invoice Reference fields Digital signature e-Archiving Sample PDF invoice formats

Page 16: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 1616

Key Sections – Handling of Supporting Documents“ The vision of the SIS world will be to have no paper supporting documents.

The supporting documents will have to be either scanned images or any other type of electronic files (e.g. PDF document, text file… etc) and will need to be uploaded into SIS. “

This section of the participation guide will define the following: The file types and file naming convention supported by SIS The Uploading process – various options The linking of supporting attachments to billing records – various

options Technical recommendations

Page 17: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 1717

Key Sections – IS Member Profile

SIS will include a centralized functionality for member profiles. This profile will contain settings and preferences (elements) that control optional SIS functionality. These elements may include:

“Static” reference information, such as member name and VAT number IS configuration, such as if Auto-Billing takes place on the upload of uplifts User access controls detailing which user accounts have access to which

functionality

Page 18: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 1818

Key Sections – Record Structures and Interfacing ProcessesThis section describes in detail the interfacing processes and explanation of the

various record structures including the validation checks that would be carried out on them. It includes :

Passenger Record Structures IS-IDEC IS-XML ATPCo ISR Changes Daily Revenue Recognition File for Auto-billing Passenger- Invoice Posting File for Auto-billing Sampling Form G (PAR) File

Cargo Record Structures IS-IDEC IS-XML

Page 19: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 1919

Key Sections – Record Structures and Interfacing Processes contd. Miscellaneous Record Structures

IS-XML

General Airline Reference Data Update File Supporting Document CSV and XML Index file

The Interfacing Processes

Page 20: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 2020

The Document Review Process

Page 21: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 2121

The IT WG

“The IT WG has been set up to ensure that the “IS Participation Guide“ delivered by the SIS supplier is complete, accurate, and of high quality”

Page 22: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 2222

SIS – IT WG

AA, BA, DL, IB, KL, LH, NW, NZ, TP ACCA, Accelya, LRS, LSY, NIIT-Softec, SITA, Mercator, Ceicom, Kale

Review “IS Participation Guide” before it is released to the whole industry

Page 23: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 2323

SIS IT WG – Roles and Process IT WG members:

Review document from their companies and industry point of view Feedback on time Attend Feedback confcalls

IT WG chair: Aloke Mukherjee Coordinating feedback Liaison between SIS supplier and IT WG

IATA – SIS Project Team: Review feedback from IT WG members Perform first round of filtering, review with WG member if needed

Kale: Creates IS Participation Guide

Page 24: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 2424

Progress till date Overall response for the ISPG document has been very positive Over 200 pages of the document have been written and reviewed Over 35 team members across 20 organizations part of the IT WG -

reviewed and provided feedback No. of periodic conference calls were organized to address issues and

discuss feedback Hundreds of feedback comments logged and incorporated into the

document This approach has helped us immensely in getting an end user perspective.

So that for you… Its easier reading More relevant And a document complete and of good quality

Page 25: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 2525

Next Steps.. Going forward some key dates…

IT WG final meeting and closure – 2nd Nov. 2009 Document release to you ~ 6th Nov. 2009

We urge you to… Go through the document Come back to us with any queries that you may have Analyze and estimate your system and process changes Initiate projects within your organization to plan and implement these changes

IATA will support you by… Conducting periodic educational webinars, workshops on SIS to bring you up to speed Clarifying all issues and doubts that you may come across in the ISPG

…..so that together we can get you prepared for SIS!!

Page 26: IS Participation Guide 2009 ICH User Group – Breakout Session Aloke Mukherjee, IATA

ATH – 28/29 Oct 20092009 ICH UG Meeting 2626

Questions?

Email:

[email protected]

SIS Website:

www.iata.org/sis