Super form is still super ideal

Judith Ramlogan, Guest Columnist

On January 2, 2014, a single form, the Business Registration Form (super form or BRF), was implemented for the registration of new companies and business names at the Companies Office of Jamaica (COJ).

This form effectively replaced numerous forms that were previously used for the registration and commencement of companies and business names and, therefore, eliminated the need for the customer to visit various government agencies and departments to complete the registration process.

To be exact, the number of forms to be completed has been reduced from 13 to one for a business name and to two for a company.

The new method of registration is achieved by means of the electronic exchange of data between COJ's system and the National Insurance Scheme, as well as the Tax Administration Jamaica's (TAJ) Taxpayer Registration Number (TRN) system.

Additionally, registration with HEART Trust/NTA and the National Housing Trust will be undertaken using the same methodology.

Implementation of this automated super form required integration of diverse business systems for the real-time provision and validation of the requisite form particulars (such as TRN, TCC and GCT registration) from the respective information systems operated by these entities.

The requirements from all stakeholder agencies were to either build a web service or to modify their systems to facilitate the electronic exchange of data. This was a major undertaking.

Despite the launch in January, the team was, until recently, still fine-tuning certain aspects of the super form's framework to ensure full electronic integration. As a result, the COJ had to coordinate the manual transfer of the relevant information from agencies involved in order to deliver a final product. This caused some delays and the creation of backlogs. The absence of a comprehensive public campaign hampered our desire to communicate to our clients in as fulsome a manner as we desired. For that, we sincerely apologise to our clients.

Electronic system

The COJ is pleased to report that the full electronic system was implemented on April 7.

Because of the teething pains associated with the implementation of the technological framework that underpins the successful execution of the super form, the COJ's customary high standard of service delivery was adversely affected over the past three and a half months, for which we again apologise.

The team members are working around the clock, and even through their weekends, to ensure that the backlogs of documents for processing are significantly reduced within a month.

The successful implementation of the Business Registration Form will have a positive impact on Jamaica's ranking on the World Bank's Doing Business index. As highlighted in your editorial on Sunday, March 23, 2014, Jamaica ranked 94th among 189 countries in the 2014 edition of the Doing Business Report.

It is important to note that in the category of starting a business, which is where the COJ comes in, Jamaica's DB 2014 ranked 23rd among the 189 countries. This was the country's best showing in all the indicators included in the study.

While that is commendable, the COJ, under the policy guidance of Industry Minister G. Anthony Hylton, will not rest on its laurels, but will continue to improve on that ranking and Jamaica's overall position on the index.

Noted improvement

In its Doing Business Report, the World Bank also noted the doing-business reforms being undertaken here. "Jamaica made starting a business easier by enabling the Companies Office of Jamaica to stamp the new company's articles of incorporation at registration," the World Bank's DB Report noted.

The minister and state agencies involved remain committed to the success of the project.

As head of the COJ, I am more than mindful of the delays being faced by our customers. But it will not be that way forever. The COJ is already beginning to see a significant reduction in the time it takes to receive a GCT number and TCC registration - 24 hours down to one minute.

Despite the delays, the super form is still a super plan designed to save business owners both time and money.

Our clients, both local business persons as well as investors overseas, have clamoured for increased efficiency in the ease with which business ventures can be undertaken in Jamaica. We have heard you. The BRF is major pillar upon which that thrust rests.

Judith Ramlogan is registrar of companies and CEO of Companies Office of Jamaica. Email feedback to columns@gleanerjm.com.