To bring the Change Strategy to life, the Agency recognises the challenges posed by change of those organisational elements and has developed a Change Management Strategy which understands the environment of today and the proposed ‘Trade Made Simple’ environment and the impact it presents to various stakeholders. It then presents the engagement processes in terms of Change Management Plans required to bring the changes to life.
Business Reasons for the Change Management Strategy and Plan
Change Management Strategy and Plan is to facilitate the adoption and use of the changes proposed by the Change Strategy. The Change Management Strategy outlines the stakeholders impacted, the level of impact expected and the risks to changes. The Change Management Plans identifies which levers are appropriate to drive the stakeholders forward in the engagement process from the initial Awareness to sustaining the Changes.
Risks of Not Implementing the Change Management Strategy and Plan
An analysis conducted under the Change Management Strategy pinpoint a High-Risk Initiative given the scope of the Projects/initiatives involved and the level of stakeholder readiness for change. An estimated high dependency rate of 70 percent on people to do things differently has been profiled if ‘Trade Made Simple environment’ is to be attained. In other words, if people do not adopt the change, the planned objectives and anticipated benefits of ‘Trade made simple’ will be compromised.
How It Impacts People
- Public Sector: E Estimated 26 Public Sector Organizations are on the line of impact from Trade Made Simple initiatives.
(Should link back to Government Agencies) - Private Sector: Exporters and Importers (EXIMS), Clearing Agents, Shipping Lines estimated at 18,000 users impacted by changes. (Should link back to Private Sector Stakeholders)
The Agency has since then embarked on putting in place Change Agent Representatives from impacted organisations and constituted them under the Change Agent Network (CAN) and also allocated responsibility to Management under the Adopt A Stakeholder (AAS) Programme to support most impacted organisations.
Projects Under Trade Made Simple
Below are the projects constituting Trade Made Simple, including their business reasons, risks, and
expected stakeholder impacts. (Should link to Key Projects impacting an organisation)
Integrated Protocol Management Information System (IPMIS)
Status: Ongoing
Project Overview
The IPMIS–TFP Integration Project connects the Ministry of Foreign Affairs’ IPMIS with
KenTrade’s Trade Facilitation Platform (TFP) and the Kenya Revenue Authority’s iCMS. It
automates the processing of diplomatic exemptions (PRO 1A and PRO 1B) end‑to‑end, enabling
online applications, electronic approvals, and digital confirmations without paperwork.
Business Reasons for the Project
- Eliminates physical submission of exemption forms
- Reduces approval turnaround time
- Improves accuracy and eliminates duplication across MFA, KenTrade, and KRA
- Enhances transparency and prevents misuse
- Improves reporting and tracking of exemption quotas and utilization
- Strengthens cross‑agency coordination
Risks of Not Implementing the Change
- Continued delays in exemption approvals
- Increased risk of document loss, forgery, or misuse
- Limited ability to track diplomatic quota usage
- Continued physical visits to government offices
- Fragmented reporting across MFA, KenTrade, and KRA
- Higher operational costs due to manual handling
Impact on Stakeholders
- Kenya Revenue Authority — electronic approvals in iCMS
- Ministry of Foreign Affairs — digital approvals and transmission in IPMIS
- Diplomatic Community — online submission and real‑time tracking
- KenTrade — secure automated message exchange and integration oversight
- Clearing Agents — use system‑generated exemption references
Conclusion
The IPMIS–TFP integration replaces a paper‑driven process with a transparent, traceable,
fully digital workflow, strengthening accountability and improving service delivery.
PHARMACY AND POISONS BOARD (PPB) INTEGRATION
Project Manager: (Upload space)
Status of the Project: Ongoing
Details of the Project :
The PPB Project enhances how pharmaceutical import and export permits are processed by integrating the Pharmacy and Poisons Board Integrated Management Information System (PPB IMS) with the Trade Facilitation Platform (TFP).
Currently, traders apply for PPB permits through TFP, but critical processing steps still happen separately within PPB systems. This project strengthens the link between the two systems so that permit administration and cargo release information flows automatically and in real time.
The integration will allow:
- Permit applications submitted on TFP to be processed directly within PPB IMS
- Payment, screening, evaluation, approval, and rejection statuses to be exchanged automatically
- Cargo inspection and release decisions to be reflected instantly in the Single Window
In simple terms: It connects PPB’s internal regulatory system directly to the national trade platform so approvals and cargo release happen faster, cleaner, and with full regulatory control.
Business Reasons for the Project
Pharmaceutical trade requires speed, accuracy, and strict regulatory oversight. Fragmented systems slow this down.
The business reasons for change are:
- Need for Seamless Information Exchange: Manual or semi-manual updates between systems cause delays and errors in permit processing and cargo release.
- Stronger Regulatory Control: Direct system integration ensures PPB controls remain central to import/export decisions, especially for high-risk health products.
- Faster Cargo Clearance: Automated status updates reduce waiting time at ports and minimize clearance delays.
- Improved Transparency and Traceability:Every permit, payment, inspection, and decision is logged and auditable.
- Regional and Global Alignment:Integration with the EAC Regional Information Management System supports joint medicine registration, inspections, and approvals across borders.
This project ensures that trade facilitation does not compromise public health protection.
Risks of Not Changing (Danger of Stagnation)
If PPB systems remain loosely connected:
- Permit processing will remain slow and fragmented
- Cargo clearance delays will persist
- Manual follow-ups will continue
- Risk of data inconsistencies increases
- Regulatory decisions may be delayed or duplicated
- Kenya risks falling behind regional regulatory integration efforts
Impact on Stakeholders
-
- Pharmacy and Poisons Board (PPB)
- Automated permit screening and evaluation
- Real-time visibility of applications and cargo status
- Better coordination between headquarters and ports of entry
- Stronger enforcement using risk-based inspection
Short-term: system familiarization.
Long-term: faster approvals and stronger regulatory oversight.
-
- Kenya Trade Network Agency (KenTrade)
- Implements and manages the integration
- Strengthens the Single Window as the central trade gateway
- Improves inter-agency coordination
- Impact: deeper system interoperability and stronger platform credibility.
- Clearing Agents and Port Operators
- Clear visibility of permit and cargo release status
- Fewer manual checks and follow-ups
Impact: smoother port operations.
- Regional and Development Partners (EAC & TMEA)
- Enables regional data sharing
- Supports harmonized regulatory controls
- Strengthens regional trade and health security
MARITIME SINGLE WINDOW SYSTEM (MSWS)
Project Manager: (Upload space)
Status of the Project: Ongoing
Details of the Project :
The PPB Project enhances how pharmaceutical import and export permits are processed by integrating the Pharmacy and Poisons Board Integrated Management Information System (PPB IMS) with the Trade Facilitation Platform (TFP).
Currently, traders apply for PPB permits through TFP, but critical processing steps still happen separately within PPB systems. This project strengthens the link between the two systems so that permit administration and cargo release information flows automatically and in real time.
The integration will allow:
- Permit applications submitted on TFP to be processed directly within PPB IMS
- Payment, screening, evaluation, approval, and rejection statuses to be exchanged automatically
- Cargo inspection and release decisions to be reflected instantly in the Single Window
In simple terms: It connects PPB’s internal regulatory system directly to the national trade platform so approvals and cargo release happen faster, cleaner, and with full regulatory control.
Business Reasons for the Project
Pharmaceutical trade requires speed, accuracy, and strict regulatory oversight. Fragmented systems slow this down.
The business reasons for change are:
- Need for Seamless Information Exchange: Manual or semi-manual updates between systems cause delays and errors in permit processing and cargo release.
- Stronger Regulatory Control: Direct system integration ensures PPB controls remain central to import/export decisions, especially for high-risk health products.
- Faster Cargo Clearance: Automated status updates reduce waiting time at ports and minimize clearance delays.
- Improved Transparency and Traceability:Every permit, payment, inspection, and decision is logged and auditable.
- Regional and Global Alignment:Integration with the EAC Regional Information Management System supports joint medicine registration, inspections, and approvals across borders.
This project ensures that trade facilitation does not compromise public health protection.
Risks of Not Changing (Danger of Stagnation)
If PPB systems remain loosely connected:
- Permit processing will remain slow and fragmented
- Cargo clearance delays will persist
- Manual follow-ups will continue
- Risk of data inconsistencies increases
- Regulatory decisions may be delayed or duplicated
- Kenya risks falling behind regional regulatory integration efforts
Impact on Stakeholders
-
- Pharmacy and Poisons Board (PPB)
- Automated permit screening and evaluation
- Real-time visibility of applications and cargo status
- Better coordination between headquarters and ports of entry
- Stronger enforcement using risk-based inspection
Short-term: system familiarization.
Long-term: faster approvals and stronger regulatory oversight.
-
- Kenya Trade Network Agency (KenTrade)
- Implements and manages the integration
- Strengthens the Single Window as the central trade gateway
- Improves inter-agency coordination
- Impact: deeper system interoperability and stronger platform credibility.
- Clearing Agents and Port Operators
- Clear visibility of permit and cargo release status
- Fewer manual checks and follow-ups
Impact: smoother port operations.
- Regional and Development Partners (EAC & TMEA)
- Enables regional data sharing
- Supports harmonized regulatory controls
- Strengthens regional trade and health security
eTIMS TRADE FACILITATION PLATFORM (TFP) INTEGRATION PROJECT
Project Manager: (Upload space)
Status of the Project: Ongoing
Project Overview :
The eTIMS–Trade Facilitation Platform (TFP) Integration Project is a strategic initiative undertaken by the Kenya Trade Network Agency in collaboration with the Kenya Revenue Authority.
The project seeks to establish a seamless system-to-system integration between KenTrade’s Trade Facilitation Platform (TFP) and KRA’s Electronic Tax Invoice Management System (eTIMS). This integration will automate the generation, validation, and transmission of tax invoices directly from trade transactions processed within the TFP.
Currently, invoices generated from TFP transactions are manually recreated and posted in eTIMS. With daily invoice volumes averaging over 3,000 transactions, this manual process has become resource-intensive, prone to error, and increasingly unsustainable.
The integration will eliminate manual data entry by enabling real-time exchange of invoice information between the two systems. The result will be a fully automated, accurate, and compliant VAT invoicing process embedded directly within trade operations.
Business Reasons for the Project
The integration is driven by regulatory, operational, and strategic considerations.
First, regulatory compliance is paramount. The Kenya Revenue Authority mandates the use of eTIMS for VAT reporting. Under the National Electronic Single Window System (NESWS) Regulations, KenTrade is required to collect and remit VAT as a tax agent. Manual processes increase the risk of delayed postings, potential penalties, and compliance exposure.
Second, transaction volumes have increased significantly following the enactment of NESWS Regulations. The current manual workflow is not scalable and places considerable strain on operational resources.
Third, operational efficiency must be improved. Manual extraction of payment reports, invoice posting, reconciliation, and email distribution to customers consume substantial time and effort. These repetitive tasks reduce productivity and increase the likelihood of inaccuracies.
Fourth, data integrity is critical. System integration ensures a single source of truth, reduces duplication of effort, eliminates double handling of data, and enhances the accuracy and timeliness of VAT reporting.
Finally, the integration supports Kenya’s broader digital transformation agenda by strengthening inter-agency interoperability and reinforcing the automation of public service delivery.
The integration is therefore not merely an enhancement—it is a necessary evolution of compliance and operational management.
Risks of Not Changing (Stagnation)
Failure to implement system integration between TFP and eTIMS presents significant risks.
There is a heightened compliance risk if VAT components are not recorded within statutory timelines. Delays resulting from manual posting could expose the Agency to penalties and reputational damage.
Operational bottlenecks will intensify as transaction volumes grow. Manual processes will increasingly slow invoice cycles and create processing backlogs.
The probability of errors will remain high due to the volume of manual data entry required. Incorrect postings, duplicated entries, and reconciliation challenges will persist.
Resource strain will continue to increase, potentially requiring additional staffing to sustain manual processing. This would raise operational costs without improving efficiency.
Stakeholder confidence may also be affected. Delays in issuing invoices and inconsistencies in reporting may undermine trust among traders and regulatory authorities.
Stagnation does not preserve stability. In a high-volume digital environment, maintaining manual systems compounds risk and inefficiency.
Impact on Stakeholders
- Kenya Trade Network Agency (KenTrade)
- Kenya Revenue Authority (KRA)
- Traders (Importers and Exporters)
- Internal Finance and Operations Teams
KenTrade will benefit from automated VAT invoice generation and real-time compliance. Administrative burdens will be significantly reduced, and operational scalability will improve. The Agency’s role as a VAT collection agent will be strengthened through enhanced transparency and accuracy.
KRA will receive VAT data in real time, improving visibility into taxable transactions. The integration will enhance reporting accuracy, streamline reconciliation processes, and strengthen tax compliance oversight.
Traders will experience faster invoice issuance and improved reliability in VAT documentation. Timely availability of tax invoices will support compliance with statutory return deadlines and improve overall service experience.
Finance and operational teams will transition from manual invoice processing to oversight and exception management. This shift will reduce repetitive workload, minimize errors, and improve reporting accuracy.
KEPHIS CONTAINER VESSEL AUTOMATION
Project Manager: (Upload space)
Status of the Project: Ongoing
Project Overview :
The Kenya Trade Network Agency, in collaboration with the Kenya Plant Health Inspectorate Service (KEPHIS), is implementing a digital automation project for vessel and container phytosanitary inspections at Kenya’s designated points of entry.
The project will integrate KEPHIS inspection processes into the National Electronic Single Window System (NESWS), also known as the Trade Facilitation Platform (TFP). It will leverage existing customs and maritime data sources, including:
- Impending Arrival Reports
- Customs Manifests
- Export Declarations
Through this integration, KEPHIS will gain advance visibility of inbound vessels and container cargo, enabling risk-based targeting, proactive inspection planning, and automated fee collection.
The project will deliver a dedicated NESWS module that supports:
- Electronic inspection request submission
- Risk-based targeting using customs data
- Digital scheduling and inspection recording
- Automated fee computation and collection via eCitizen
- Real-time dashboards and compliance reporting
The initiative aligns phytosanitary risk management with Kenya’s broader trade facilitation and digital transformation agenda.
Business Reasons for the Project
Global maritime trade is a known pathway for the introduction and spread of quarantine pests. Containers and vessels can carry insects, fungi, bacteria, nematodes, soil, plant debris, and wood-boring pests—posing serious risks to Kenya’s agriculture, biodiversity, and food security.
Between 2019 and 2022, KEPHIS surveys at six key entry points found that approximately 56.3% of inspected containers were contaminated with live pests, undeclared plant materials, or soil. This presents a significant biosecurity concern.
Despite KEPHIS’ mandate under Legal Notice No. 48 of 2009 and the Plant Protection Act (Cap 324), current inspection processes are largely manual and dependent on third-party submission of vessel and container information. This results in:
- Delayed risk identification
- Limited visibility of high-risk consignments
- Inefficient fee collection
- Fragmented inter-agency coordination
- Real-time dashboards and compliance reporting
Automation addresses these challenges by:
- Enabling real-time access to shipment data
- Improving targeting accuracy
- Standardizing inspection workflows
- Ensuring transparent, automated fee collection
- Enhancing collaboration with customs and border control agencies
The project strengthens phytosanitary enforcement while maintaining efficient trade flows.
Risks of Not Changing (Stagnation)
Failure to digitize inspection procedures presents substantial risks.
- Increased Pest Incursion Risk: Manual systems limit early detection and increase the likelihood of invasive pest establishment, which could severely impact agricultural production and export markets.
- Operational Inefficiencies:Continued reliance on manual submissions will sustain delays in inspections and cargo clearance.
- Revenue Leakage: Manual fee collection increases the risk of errors, inconsistencies, and delayed revenue realization.
- Limited Risk Targeting:Without automated access to customs data, inspections may remain reactive rather than intelligence driven.
- Trade Disruptions:Inefficient phytosanitary controls can slow cargo release, increasing storage costs and reducing port competitiveness.
In a high-volume global trade environment, manual phytosanitary oversight is neither sustainable nor defensible.
Impact on Stakeholders
Who Is Changing and In What Way
The automation of vessel and container inspections through the National Electronic Single Window System (NESWS) introduces structured digital workflows that will change how key stakeholders perform their roles. The transformation is behavioral as much as it is technological.
-
- Kenya Plant Health Inspectorate Service (KEPHIS) Inspectors (KenTrade)
Inspectors will transition from manual, paper-based processes to fully digitized inspection workflows. Inspection requests will be system-generated, risk-based targeting will guide field activity, and inspection outcomes must be recorded in real time within the platform.
Change Required: Shift from reactive, document-driven inspections to structured, data-driven enforcement supported by digital tools.
-
- KEPHIS Supervisors and Managers
Supervisors will move from relying on physical registers and informal updates to monitoring performance through dashboards, audit trails, and analytics generated by the system.
Change Required: Shift from manual oversight to data-based performance management and compliance monitoring.
-
- Shipping Agents
Shipping agents will be required to submit inspection requests electronically, provide accurate pre-arrival data, and process inspection payments through integrated digital channels.
Change Required: Shift from informal notification practices and physical follow-ups to standardized digital compliance and early data submission.
-
- Importers and Exporters
Importers and exporters must ensure accurate and timely cargo declarations, as inspection targeting will rely on customs data integrated into the system.
Change Required: Shift from correcting documentation errors after submission to proactive, first-time accuracy in declarations.
-
- Other Border Control Agencies (Including Customs Authorities)
Border agencies will align cargo clearance decisions with the digital inspection status provided through the system.
Change Required: Shift from parallel, siloed processing to synchronized, integrated clearance workflows.
-
- Kenya Trade Network Agency (KenTrade)
KenTrade will assume expanded responsibility for maintaining system interoperability, uptime, user support, and cross-agency coordination within the inspection module.
Change Required: Shift from platform management to active stewardship of a multi-agency regulatory infrastructure.
Summary
The project fundamentally changes how inspections are requested, conducted, monitored, and approved. It replaces manual coordination with structured digital processes, introduces accountability through audit trails, and embeds risk-based decision-making into daily operations. The success of the initiative will depend not only on system functionality but on stakeholder adoption of new digital behaviors and workflows.
KENYA PLANT HEALT INSPECTORATE SERVICE (KEPHIS) INTEGRATION ENHANCEMENT PROJECT
Project Manager: (Upload space)
Status of the Project: Ongoing
Details of the Project :
The KEPHIS Project involves integrating KenTrade’s Trade Facilitation Platform (TFP) with KEPHIS’ Integrated Export Import Certification System (IEICS).
Today, traders are required to move between systems to complete plant import and export requirements. This causes duplication, delays, and in some cases allows regulatory steps to be bypassed.
This project creates a single, connected workflow where:
- Traders start their application on the TFP
- Permit and certificate processing is completed seamlessly in IEICS
- Trade information (permits, certificates, status updates) is exchanged automatically
- KEPHIS officers’ access real-time cargo and declaration data
Under the Trade Made Simple agenda, this change reduces unnecessary steps, removes system hopping, and ensures plant health controls are applied efficiently without slowing down legitimate trade.
In simple terms:
It makes plant and plant product clearance faster, safer, and easier — without weakening regulation.
Business Reasons for Change
The current integration model worked in the past but now shows clear limitations.
The business reasons for change are:
- Multiple logins for traders, causing delays and frustration
- Duplication of processes, increasing time and cost of compliance
- Risk of bypassing regulatory steps, where traders start on TFP but do not complete processes in KEPHIS systems
- Limited real-time data exchange, leading to manual follow-ups and errors
- Need for stronger enforcement tools, especially access to cargo manifests and timely declarations
By integrating TFP directly with IEICS, the project:
- Ensures all regulatory steps are completed
- Improves compliance with plant health requirements
- Speeds up permit and certificate processing
- Reduces manual intervention and errors
- Lowers the cost of doing business
The Risks of Not Changing (Danger of Stagnation)
If the current model remains unchanged:
- Traders will continue facing delays and multiple system logins
- Regulatory processes may continue to be bypassed
- Manual interventions will increase errors and inefficiencies
- Enforcement will rely on incomplete or late information
- Clearance of plant products will remain slow and inconsistent
- Kenya risks weakening its plant health safeguards
Impact on Stakeholders
Kenya Plant Health Inspectorate Service (KEPHIS)
Change: Moves from manual document checks to real-time, system-based inspections.
How: Officers access cargo data instantly, automate risk profiling, and place holds or releases digitally instead of relying on paperwork.
-
- Kenya Trade Network Agency (KenTrade)
Change: Expands from facilitation to deeper regulatory integration.
How: Manages real-time data exchange between TFP and IEICS, ensuring processes cannot be bypassed.
-
- Traders (Importers & Exporters of Plant Products)
Change: Move from multiple systems to one connected workflow.
How: Start applications once on TFP, with automatic processing in IEICS and clear status tracking.
-
- Border & Enforcement Agencies
Change: Shift from delayed, paper-based checks to shared digital visibility.
How: Access accurate, timely cargo information directly from the system.
Scrap Metal Council
Project Manager: (Upload space)
Status of the Project: Ongoing
Details of the Project :
This project integrates the Scrap Metal Council (SMC) Portal with KenTrade’s Trade Facilitation Platform (TFP).
Currently, scrap metal dealers obtain licenses from SMC, but SMC has no real-time visibility of actual import and export declarations. Once a six-month license is issued, permits are automatically approved and traders complete declarations through KRA’s system without SMC being able to track quantities or compliance effectively.
The integration will:
- Connect the SMC portal to TFP
- Require scrap metal traders to reference approved licenses for each import/export
- Give SMC visibility of scrap metal types and quantities being traded
- Enable real-time monitoring and reporting
Under Trade Made Simple, this project ensures that scrap metal trade is:
- Transparent
- Regulated properly
- Efficient
- Digitally monitored
In simple terms:
It closes the visibility gap between licensing and actual trade movement.
Business Reasons for Change
The current process creates regulatory blind spots.
Lack of Visibility:SMC issues licenses but cannot see actual declarations or quantities traded. This makes compliance monitoring difficult.
Weak Enforcement Control:Without real-time data, SMC cannot verify whether traders are exceeding approved quotas or trading unauthorized metals.
Manual and Fragmented Processes:Traders move between systems (SMC portal, TFP, iCMS), creating inefficiencies and reducing transparency.
Need for End-to-End Automation: Government policy requires automation of cargo clearance processes to improve efficiency and reduce the cost of doing business.
Transparency and Compliance: Integration will:
- Improve reporting
- Strengthen regulatory compliance
- Enhance transparency
- Support policy advisory decisions
This project ensures scrap metal trade is not just licensed but also effectively monitored and controlled.
The Risks of Not Changing (Danger of Stagnation)
If the integration is not implemented:
- SMC will continue lacking visibility on actual imports and exports
- Traders may exceed licensed quotas without detection
- Regulatory compliance will remain weak
- Scrap metal trade could be exposed to abuse and illegal activity
- Policy decisions will be made using incomplete data
- Kenya risks reputational damage in trade regulation
Impact on Stakeholders
Scrap Metal Traders (Exporters & Importers)
- Will apply for permits through TFP
- Must reference approved licenses for each import/export
- Will experience a more structured process
- Gain transparency and real-time tracking of applications
Short-term: adjustment to the integrated workflow.
Long-term: clearer process and fewer disputes.
-
- Scrap Metal Council (SMC)
- Will gain real-time visibility of declarations
- Can monitor quantities and compliance
- Can compare actual trade volumes against licenses
- Will make better regulatory and policy decisions
Impact: stronger oversight and better enforcement capability.
-
- KenTrade
- Implements and maintains the integration
- Strengthens the Trade Facilitation Platform as the central trade system
- Enhances coordination with Partner Government Agencies
Impact: reinforces KenTrade’s mandate as a leader in trade facilitation.
-
- Kenya Revenue Authority (Indirect Interface)
- Integrated through iCMS
- Scrap metal HS codes will trigger permit requirements automatically
Impact: stronger system-driven compliance without manual follow-up.
In Summary
The Scrap Metal Council On-Boarding Project
- Automates scrap metal import/export permits
- Gives SMC visibility over actual trade volumes
- Strengthens compliance and regulatory control
- Improves transparency
- Supports Kenya’s obligations under trade facilitation frameworks
I am text block. Click edit button to change this text. Lorem ipsum dolor sit amet, consectetur adipiscing elit. Ut elit tellus, luctus nec ullamcorper mattis, pulvinar dapibus leo.
