Phyto-Sanitary Certificate Automation System
The Automation of Phyto-Sanitary System is a web-based platform designed to streamline the registration process for exporters and importers of agricultural products. By digitizing and automating the issuance of critical documents such as Phytosanitary Certificates, Release Orders, Import Permits, and Anchorage Permits, the platform enhances efficiency and transparency in agricultural trade processes.
Project Synopsis
Introduction to the Project
Synesis IT developed an online system that replaces manual, paper-based workflows with digital applications and tracking. Users can now apply for and monitor the progress of their certificates remotely, receive real-time notifications, and make payments through offline and online methods. The platform also features document archiving for quick reference and data integration for seamless operations.
Challenges Before Automation
Manual Processes
Exporters and importers had to visit offices physically to submit applications, leading to delays and inefficiencies.
Lack of Transparency
The absence of real-time tracking created uncertainty about the status of applications.
Paperwork Dependency
Excessive reliance on paper-based processes resulted in mismanagement and longer processing times.
Operational Bottlenecks
The inefficiencies within the Department of Agricultural Extension (DAE) hampered smooth workflows and created unnecessary delays.
High Costs
Frequent visits and manual processes increased operational costs for stakeholders.
Solution Overview
Project Launch
Synesis IT implemented digital forms to replace traditional paperwork, enabling users to apply and track documents remotely.
Real-Time Tracking
Introduced tracking functionality with notifications at each stage of the approval process.
Payment Integration
Allowed for both online and offline payment methods, simplifying transactions for users.
Document Archive
Integrated a document storage feature to securely save necessary attachments for future use.
Workflow Automation
Reduced manual intervention by automating approval processes, ensuring faster service delivery.
Stakeholder Collaboration
Connected DAE headquarters, quarantine stations, exporters/importers, and other authorities through a unified system.
Key Features
Operational Features
Web-Based Interactive Interface
Streamlines the application process for PCs, IPs, ROs, and APs through a user-friendly interface.
Automated Workflow Management
Speeds up approvals and reduces manual workload.
Online Data Collection and Reporting
Organizes and provides easy access to relevant information for stakeholders.
Backend Database and API Integration
Validates and retrieves data from other government databases for accurate processing.
Photo Edit Management
Obtaining a TIN certificate took a considerable amount of time.
Management and Reporting Features
Central Dashboard
Provides higher management with real-time system insights and operational overviews.
Analytical and Statistical Reporting
Offers detailed reports and visualizations for informed decision-making.
Nationwide Online Issuance
Extends online issuance of permits across 30 locations, with plans to expand nationwide.
Online Search and Tracking
Facilitates status checks for IP and PC applications, improving transparency.
Stakeholder Integration
Ensures smooth collaboration between various authorities and stakeholders.
Technology Platform
Linux Tomcat Server
php
MySQL
Core Expertise
Cyber Security
DevOps
Content Management Systems
Impact
Increased Efficiency
Reduced processing times and minimized the need for physical visits.
Enhanced Transparency
Real-time tracking and notifications provide clarity to users.
Cost Reduction
Lowered operational costs for exporters, importers, and DAE.
Improved Service Quality
Enabled DAE officials to manage workflows more effectively.
Nationwide Accessibility
Made permits and certificates accessible beyond Dhaka, ensuring better service delivery for all stakeholders.
Conclusion
By automating the Phyto-Sanitary System, the agricultural export and import process has become faster, more transparent, and more efficient. The system has streamlined operations for both users and DAE officials, fostering a more productive and reliable service.