EOI Tracking System
The Global Forum Secretariat provides an EOI database and tracking system to all its members, which was developed in collaboration with the World Bank/IFC.
The EOI database is a tracking system to enable us to manage requests and to help us ensure that our deadlines for responding to requests are met. It also allows for the creation of statistical reports to track the flow of cases and to monitor some performance measures, such as cases over 90 days or 180 days, or how long it has been since action was taken in a case. The system captures the following data in relation to incoming requests.
The EOI database and tracking system’s main features are described as follows:
1) logging, tracking, monitoring:
The system is meant to be user-friendly and intuitive. It’s basic architecture is explained in the attached Chapter 2 of a practical EOI work manual prepared by the Global Forum Secretariat. The main goal of this system is to allow users to keep track of the flow of work generated by exchange of information requests received from (inbound) or sent to (outbound) partner jurisdictions. Through the system, users have the capability of assigning tasks, tracking and monitoring requests at various stages of the work process. Once the details of a request are entered in the system, users are able to retrieve them by selecting the case from the table displayed at the home page or by searching the case by any of the details entered in the relevant fields of the request form. The system, as it currently stands, is not meant to allow for storage, transmission or sharing of information between users, due to confidentiality issues. It is also not meant to be overly complex or to generate standard template letters, as these may vary substantially from jurisdiction to jurisdiction.
2) alert system:
The alert system is currently under development. In the prototype version, users can insert as many actions as needed and red alerts will be triggered on the home page and on the request form whenever an action is due by reaching its due date, e.g. request information from a local office or a bank, send notification to taxpayers or third parties (where applicable), follow-up with information holder, etc. In the future, it is envisaged that the system will provide advance notice of upcoming deadlines concerning certain default actions, i.e. acknowledge receipt with 7 days from receipt, send interim or final reply within 90 days from receipt, and subsequently every 90 days, until the process is closed. At this time, however, it is unclear whether it will be useful and technically feasible to develop a simple email alert system which can be easily installed and implemented by all users.
3) reports and statistics:
An additional feature of this application is to allow users to generate regular reports on the flow of inbound and outbound requests, timelines, and other details concerning the requests. Statistics are important both for internal performance management and for demonstrating compliance with the international standards on exchange of tax information.
4) restrictions on access and use:
Access to the system should be protected by a system of IDs (currently, email addresses) and passwords. During the trial period, users acting as Chief of Section will have unrestricted access to all the information entered in the EOI database and tracking system by any users, while users acting as Case Officer will only have access to his/her own requests, as assigned by the Chief of Section or directly entered by the Case Officer. If useful and relevant, a more sophisticated system may be developed where information classified as highly confidential (e.g. concerning politically exposed persons) receives additional protection (e.g. accessible by the Chief of Section only).
Should your jurisdiction be interested to install and use the EOI database, please send an email to firstname.lastname@example.org