Potential disruption to Department of Agriculture and Water Resources IT system—19:00 Friday, 2 March to 20:00 Monday, 5 March 2018 (AEDT) (2018-05)

23 February 2018

Attention

This notice is intended for exporters and agents who export the following commodities: meat, fish, dairy, eggs, skins, hides, wool, non-prescribed goods (NPG) and related products.

Purpose

To notify exporters and Electronic Data Interface (EDI) users of a potential disruption to EXDOC and other Department of Agriculture and Water Resources’ (the department) system services between 19:00 Friday, 2 March to 20:00 Monday, 5 March 2018 (AEDT).

Summary of key points

• The department is undertaking an upgrade to its network services on Friday 2 March 2018.
• The likelihood of any disruption to the department’s systems during the upgrade is extremely low.
• In the unlikely event of a system disruption, the department needs to be in a position to effectively respond and ensure any impact to industry in minimised.
• Potentially, the following will be unavailable:
• Ability to raise and/or authorise permits (RFPs), request/amend health certificates, submit certification requests by email or contact the department by email; and
• Ability to review or authorise permits (RFPs) or issue or amend health certificates by department authorised officers;
• EXDOC, MICoR, land line telephones, email and other systems including the department’s website.
• The department will liaise with overseas posts if contingency arrangements are initiated and will facilitate manual certification where possible.
• If a disruption occurs, initial priority will be given to urgent and time critical services.

Actions required by exporters

• Where possible, you should plan ahead and seek to obtain certification prior to 19:00 Friday 2 March or arrange send goods prior to or after this timeframe (19:00 Friday, 2 March— 20:00 Monday, 5 March 2018 AEDT).
• If you are unable to make alternative arrangements due to highly perishable airfreight shipments that cannot be readily rescheduled, contact the department using the email addresses provided below prior to 13:00 Thursday 1 March 2018 to register any potential shipments including registered establishment name/s and number/s. 

Actions by the department

• The department will review the listed shipments and advise whether manual certification can be provided in the event of an outage.
• The department will provide templates for manual export permits and certificates to exporters with eligible shipments prior to 16:00 Friday 2 March 2018. 

Contingency arrangements (in the event of an outage)

•  Authorised officers will be available in major regional offices to issue manual certification for highly perishable airfreight shipments that cannot be rescheduled.
• Clients that have made prior contact with the department will be contacted to make an appointment to attend a departmental office to have documentation issued in the event of an outage.
• Manual certification will be provided by the department in limited circumstances. To enable this manual process to be undertaken, clients will be required to present to one of the department’s offices in a metropolitan location with the following documentation:
• Notice of Intention (typed or legible handwriting) or a copy of the Request for Permit
• Import Permit (if applicable)
• A copy of the MICoR case applicable to the export
• Completed Health Certificate
• Appropriate declarations of compliance, transfer certificates and supporting documentation.

Further information

In the event of a system outage, if you have an urgent enquiry call 1800 900 090.

For enquiries prior to 2 March 2018 contact your local departmental office as listed or email foodexportdocumentation@aff.gov.au.