1. The process begins with user registration and notification of intent to the Competent National Authority (CNA) – Uganda National Council for Science and Technology (UNCST).
2. The next stage is Prior Informed Consent (PIC). The system facilitates engagement between the applicant and the provider, which may include government institutions, local communities, or indigenous groups. The ABS module ensures that applicants comply with community protocols and customary laws, while also enabling documentation and submission of signed PIC forms. Where resources are located on community land, the system integrates local government structures to validate consent.
3. Following PIC, the process advances to negotiation of Mutually Agreed Terms (MAT). The ABS system provides templates and digital tools to support negotiation and documentation of agreements between users and providers. These agreements define critical aspects such as the type and quantity of resources, intended use, benefit-sharing arrangements, intellectual property rights, and dispute resolution mechanisms. The system ensures that MAT is completed and uploaded before progression to the next stage.
4. For activities with potential environmental impact, the system incorporates an Environmental and Social Impact Assessment (ESIA) module. Applicants upload assessment reports, which are reviewed by relevant authorities. Approval at this stage determines whether access can proceed sustainably.
5. Once PIC, MAT, and ESIA (where applicable) are completed, the applicant submits a formal request for an Access Permit (Form 4). The system validates all required documents, including research approvals and proof of payment. The Competent National Authority reviews the application within a defined timeline (60 working days) and issues a digital permit with conditions attached. This permit is time-bound and governs all authorized activities.
6. Upon issuance, the system automatically generates and transmits a notification to the global ABS Clearing-House, creating an Internationally Recognized Certificate of Compliance (IRCC). This ensures global transparency and traceability of accessed genetic resources.
7. For transfer of materials outside Uganda, the workflow includes completion of a Material Transfer Agreement (MTA). Users must negotiate and upload MTAs with relevant lead agencies before export. The system also manages export permit applications, requiring supporting certifications such as phytosanitary or animal health documents.
8. The ABS module further supports monitoring, compliance, and reporting. It tracks utilization of resources, enforces permit conditions, and allows authorities to renew, revoke, or cancel permits based on compliance status. It also ensures disclosure of origin for digital sequence information and maintains a national database for regulated access.