is participation guide 2009 ich user group – breakout session aloke mukherjee, iata
TRANSCRIPT
IS Participation Guide
2009 ICH User Group – Breakout Session
Aloke Mukherjee, IATA
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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
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Overview
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Integrated Settlement
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Billing & Invoicing ProcessesCentralRepository
“DigitalSignature”Company
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ICH ACH
Processes at time of SalesNFP
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IS-WEB
IS-XML
IS-IDEC
Usage File
IS-WEB
IS-XML
IS-IDEC
IS Participation Guide
IS Participation Guide
3
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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
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Overview contd.Financial processesMigration processesE-Invoicing processesHandling of Supporting DocumentationsIS Member ProfileRecord Structures and Interfacing processes
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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
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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”
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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
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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”
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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
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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
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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
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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.”
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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
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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
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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
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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
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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
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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
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The Document Review Process
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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”
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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
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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
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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
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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!!
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Questions?
Email:
SIS Website:
www.iata.org/sis