In the Customs-Trade Partnership Against Terrorism (CTPAT) program, every certified company is assigned a Supply Chain Security Specialist (SCSS) who serves as their primary point of contact with U.S. Customs and Border Protection (CBP). These specialists play a key role in helping members interpret the Minimum Security Criteria (MSC), prepare for validations, and strengthen overall supply chain security practices, and can often be one of the most valuable benefits of the program. However, companies may occasionally experience a change in their assigned SCSS.
There are many reasons this can occur, such as staffing changes, retirements, promotions, or reassignments within CBP. While it can feel disruptive at first, understanding how to navigate this transition is essential to maintaining a smooth relationship with the program and ensuring ongoing compliance.
What To Do When Your SCSS Changes
1. Address the Transition Promptly
As soon as you’re notified of the change, reach out to the new SCSS to introduce your company. A short, professional introduction sets the tone for the relationship and signals your commitment to working collaboratively.
2. Share a Company Overview
Provide a concise summary of your business, supply chain activities, and CTPAT history. Highlight any sensitive or high-risk areas that your previous SCSS was aware of. This helps prevent gaps in oversight.
3. Clarify Outstanding Items
If there were any ongoing discussions, corrective actions, or pending questions with your former SCSS, create a summary and share it. This ensures continuity and prevents misunderstandings.
4. Document the Changes Internally
Keep a record of the transition, including notes on what information was handed over. This internal continuity is especially important for larger companies where multiple departments interact with CBP.
Best Practices for Managing the Relationship
- Be Proactive, Not Reactive: Don’t wait until a validation or security incident to engage with your SCSS. Regular, consistent communication builds trust and ensures your SCSS is familiar with your company’s commitment to compliance.
- Treat It as a Partnership: Remember that your SCSS is not just an auditor, they are also a resource. A collaborative relationship allows for valuable guidance on best practices, program updates, and industry risks.
- Build Trust: Consistency in responsiveness and transparency makes the SCSS view your company as a reliable partner.
- Use the Opportunity: A new SCSS brings fresh perspective, be open to feedback and willing to adjust processes where needed.
Why Relationship Management Matters
Your SCSS is often the first person CBP turns to when questions arise about your company’s compliance. A strong working relationship helps ensure that your company is seen as reliable, responsive, and committed to the program. Companies that actively manage these relationships often find validations smoother, corrective actions less burdensome, and communication with CBP more constructive.
In short, SCSS changes are a normal part of the CTPAT program. By being proactive, transparent, and collaborative, companies can turn what might feel like a disruption into an opportunity to build an even stronger partnership with CBP.
