Organization : Department of Defence
Service Name : Defence Export Control System
Country: Australia
Website : https://www1.defence.gov.au/
Defence Export Control System:
Defence engaged Hewlett-Packard Australia (HP) to build a replacement to the Defence Export Control System (DECS). The new system replaced the existing database with a new system built on MicroSoft’s Dynamics CRM.
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Defence commence a gradual rollout of the new system in April 2013. DECS is now fully integrated and delivers a more robust and flexible approach to managing the expanding range of export legislation that Defence is responsible for administering.
What has changed?:
A key benefit to Defence from the new system will be the ability to conduct the assessment of applications arising from the Defence Trade Controls Act 2012. Defence will be able to register Brokers and issue permits for the Supply of Technology and for Brokering Arrangements.
DECS is the first phase of an improved eBusiness model for export control. Applicants are no longer be required to submit hard copy application forms, instead the new application forms can be accessed and completed online and they can be saved for future reference. Once an applicant is ready to submit the application, the form will generate an email with the application as an attachment, which is then sent directly to Defence. Applicants should also attach any other supporting documentation that is required with the application. The DECS can then upload the application from the email.
A key reform with the new system is the move away from the sending of faxes and paper copies of approved permissions. All documentation issued from the new system will be in PDF and will be forwarded to the person submitting the application.
Applicants will see a big change in the format and content of the application forms. The number of questions asked in the Application to Export Controlled Goods and Technology form has been increased to accommodate the new Supply of DSGL Technology controls in the Defence Trade Controls Act. Defence have long found that many current applications are lacking in sufficient detail for the comprehensive assessment which is conducted. This has meant having to contact the applicant for further information. The inclusion of more questions in the application form will reduce the need to contact applicants and provides the assessing officers with more information so they can better understand the proposed export activity. This additional information can contribute to an improved outcome such as the duration of the permission that is finally issued.
All of the application forms are now standardised and have a common look and feel.
Permissions and Permits:
The look and feel of the permissions and permits that are issued have changed significantly. Defence has moved away from issuing various permission types and will now be only issuing one type of document. This document will very clearly identify the goods or technology that are permitted to be exported; the date until which exports are permitted; whether the permit is for a single export or multiple exports over a period of time and, critically, a change to the wording so that any conditions that are placed on the permission must be complied with even after the period in which exports have been approved.
Applicants don’t need to worry about the validity of their current permissions. These will remain current until they expire and can still be presented to Customs and Border Protection as part of any export declarations. In the event that a permission holder needs to amend an existing permission, an email should be sent to DECO requesting the amendment. DECO will advise the applicant if the permit can be amended on the basis of the email, or whether a new application form must be submitted. The reason for this step is that Defence will not be transitioning current permissions over to new system.
Client Registration:
All existing applicants will need to register as a DECO client using the Client Registration Form. When a client is successfully registered an email will be sent out confirming the registration and referring to the client’s DECS Client Registration Number (DCRN). In each application form applicants will need to enter their DCRN and the exact same Applicant Name used to register as a client. Applicants will not need to supply their address details in the application form as DECS will use the Client Registration information held by the system.
If there are changes to the details of a client’s registration an email should be forwarded to DECO detailing the changes. Defence will then update the DECS record.
International Import Certificates, Delivery Verification Certificates and Non-Transfer and End-Use Certificates:
The new online application forms for each of the certificates are largely the same as the current forms. There are some minor changes to the wording of the certificates as to what guarantees the Australian Government is providing to the foreign government.
DECO has changed the format of the certificates that it issues with all three certificates now using a standard format. DECO will continue to issue a separate version for Italy and obtain the endorsement from the Italian Embassy. For these certificates a paper copy with the signature from the Embassy will be sent to applicants.
Export Control Assessments:
When applicants submit an application for an assessment of whether particular goods or technology are listed in the DSGL, DECO will conduct an assessment and issue an Outcome of Export Control Assessment letter. This letter advises the outcome of the assessment of the goods and technology, based on the information available at the time of the assessment.
In-Principle Application Assessments:
Applicants will see changes to the letter that is issued in response to an in-principle approval to export or supply DSGL-listed goods or technology. The new document is titled Outcome of In-Principle Approval Assessment. Although this letter is similar to the current letter there are changes to the advisory notice, particularly concerning the risk of DECO arriving at a different conclusion at a later period in time.
Finalising the Assessment of an Application:
When DECO finalises its assessment of an application, applicants will be notified of the outcome via an email. The permission, certificate or letter will be an attachment to the email advice.
Applicants must retain that document for their records. A permission or Export Control Assessment letter should be provided, along with other freight documentation, when exporting goods from Australia. This may facilitate the export through Customs and Border Protection.
Applicants may also be requested to provide a copy of the permission, or letter, directly to Customs and Border Protection. Other than in some exceptional circumstances, applicants will no longer receive a hard copy of outcome of an assessment. If, for example, the Minister for Defence refuses to issue a permit, DECO will send both an email and a hard copy via the post of that decision.
Sending and Receiving Emails from DECO:
When Defence registers a new application, DECS will send an email to the applicant confirming receipt of the application and providing a unique registration number. Applicants should keep a record of this registration number in case they contact DECO. DECO will request this number before discussing an application.
When applicants submit an application it will be sent to a new email account that has been established for the purpose of receiving applications. This email address is deco.applications@defence.gov.au. Applicants should only use this email address when submitting an application form.
All other correspondence relating to applications, or general enquiries should be sent to the DECO@defence.gov.au mailbox.