2011 NAVIS (SPARCS N4) a SIMPLIFIED USER GUIDE Version 2.4 Ockert Pelzer Transnet 18 January 2011
TABLE OF CONTENT: Section Heading 1. NAVIS (SPARCS N4) Introduction 2. TPT-Navis (SPARCS N4) Overview 3. TPT Operations Past & Present 4. Navis (SPARCS N4) Process Flow 5. Navis (SPARCS N4) Exports 6. Navis (SPARCS N4) Imports 7. Navis (SPARCS N4) Transshipments 8. Navis (SPARCS N4) EDI Messaging 9. Navis (SPARCS N4) EDI Frequent Questions 10. Support Matrix in TPT for Navis (SPARCS N4) Abbreviations: TPT = Transnet Port Terminals TFR = Transnet Freight Rail EDI = Electronic Data Interchange N4 = NAVIS (SPARCS N4) UNIT = Container SPARCS = Synchronous Planning and Real-time Control System 2011 Page 2
NAVIS (SPARCS N4) AT TRANSNET PORT TERMINALS 1. NAVIS (SPARCS N4) - Introduction: SPARCS N4, developed by NAVIS (SPARCS N4), part of Zebra Enterprise Solutions, is the industry's most scalable, open, deployable, adaptable and maintainable terminal operating system (TOS) available today. SPARCS N4 TOS is a fully integrated solution from gate to yard to vessel and vice versa, thereby eliminating the manual processes and costly errors required to keep disjointed systems in sync. Employing a Java "Rich-Thin Internet Client" technology, SPARCS N4 makes it easy to standardize into a single, homogeneous system, managing business processes across multiple operations. This Java-based solution provides inherent cross-platform portability, alleviating the impact of a heterogeneous hardware infrastructure that may arise through natural technology evolution and upgrades. 2. TPT - NAVIS (SPARCS N4) Overview: NAVIS (SPARCS N4) is currently fully operational at ALL the TPT container terminals except for DCT, which is expected to Go-live early in 2011. TPT is also the pioneer for NAVIS (SPARCS N4) currently, in that it is the first site, worldwide, to employ the MULTI TERMINAL/FACILITY component of NAVIS (SPARCS N4). TPT has also developed a Customer Access Portal from which our clients can interact with the NAVIS (SPARCS N4) system remotely via WEB connection. This initiative should be available to our clients shortly and a CAP user guide is available upon request. 3. TPT Operations Past to Present: Transnet Port Terminals originally started out as SAR+H (South African Railways and Harbours), utilizing a paper based process of conducting day to day business. As the age of computers dawned, a green screen system, called COSMOS was implemented. The recent shift to the more modern Graphical User Interface terminal management system of NAVIS (SPARCS N4) has given TPT the opportunity to streamline and enhance their port operations and facilities optimally. 2011 Page 3
4. Process Flow Business Process and N4 in the TPT Terminals: 2011 Page 4
5. EXPORT 5.1 Shipping Line submits vessel nomination / vessel visit created Shipping Line must ensure to submit FULL port rotation to TPT. The first action for EXPORT containers in order for TPT to facilitate a shipping line s vessel, is the submission of the vessel nomination document. This document must be submitted at least 14 days before vessel arrival but can be submitted even 2-3 months before vessel arrives. No export bookings can be made via the web or EDI unless the vessel has been nominated. It is therefore imperative that the shipping line ensures that nominations are sent to TPT before they start processing bookings for a vessel/voyage. On TPT s N4 system, a vessel visit is created. It is important for the shipping line to note, that TPT must have the FULL port rotation for the nominated vessel. This should also be present in the BAPLIE_IN (bay-plan) EDI file received from the shipping line for a nominated vessel. 2011 Page 5
5.2 Shipping Line create Export Bookings In order for TPT to be aware of the volume of containers and then planning and execution of facilitating physical units, the shipping line has to create Export Bookings via their WEB access on the N4 system or via the COPARN EDI message. This booking typically indicates the freight kind, quantity, ISO code, POD and vessel detail. Screen below shows illustrative view of a manual booking creation and pre-advise. 5.2.1 On N4: Create Export bookings Export bookings on N4 must be created before units can be preadvised. Importantly quantity and ISO code must be correct. The creation of a booking can also be done via EDI. 2011 Page 6
5.2.1 On N4: Create Export bookings (cont) An Application Form like this one, has to be submitted to the terminal, requesting AMENDMENT of BOOKING details for EXPORT or TRANSSHIPMENT containers, that is already in the YARD, in stack at the terminal. The terminal has to authorize this amendment, by approving this completed document. 2011 Page 7
5.3 Shipping Line Pre-advises units The Pre-advising for RAIL units is currently an automated process within TPT, with electronic files received from TPT s sister company, TFR. Pre-advising ROAD units currently takes place at GATE_IN (entry) but will be required to be submitted prior to the truck arriving at the Terminal in the near future.the Pre-advice can be done via the Web or via a COPARN EDI message. 5.3.1 On N4: Manually pre-advise units - selection Step 5.3.3 on N4: Manually pre-advise units pre-advise screen In the operations tab, select GATE then Preadvise Export. Fields are populated as per screenshot Step 5.3.3 N4 2011 Page 8
5.3.2 On N4: Manually pre-advise units view Units pre-advised. 5.4 Truck / Train arrives at terminal In the BOOKING screen, select booking number, and drop down to select Units When the container physically arrives at the terminal either on a TRUCK or a TRAIN wagon, it is offloaded and placed in the terminal YARD. The planning for the vessel is completed after receiving and loading the BAPLIE_IN (bay-plan) file from the shipping line. The vessel is now worked according to the plan, in other words loaded and/or discharged. Once the terminal has completed working the vessel, an Outbound EDI or BAPLIE_OUT file is generated and E-Mailed to the shipping line. The vessel then Departs the terminal. 6. IMPORTS 6.1 Shipping Line submits vessel nomination / vessel visit created The same scenario follows as with the EXPORT flow in the terminal, a vessel nomination document is received from the shipping line, and then a vessel visit is created. 6.2 Shipping line submits IN_BOUND BAPLIE Once the terminal receives the INBOUND BAPLIE file from the shipping line, it is uploaded into the N4 system. 6.3 Shipping line submits COPRAR file or Rail/Transshipment lists The COPRAR EDI file is received after the IN_BOUND BAPLIE file, and is loaded into N4, after the BAPLIE file. The COPRAR EDI file performs the same function as the manual RAIL lists and Transshipment lists supplied to the terminal. These lists are the instruction from the shipping line, as to which containers will leave the terminal via RAIL and which containers are Transshipment containers and leave the terminal on an on carrier vessel. 2011 Page 9
6.4 TPT Plans Discharge sequence Once the BAPLIE and COPRAR files are loaded, and the Rail and Transshipment lists processed, the terminal now plans the working of the vessel, hence the Discharge sequence. The containers that must be Discharged from the vessel are taken off and placed in the terminal YARD. This is also referred to as stacking. 6.5 Shipping line releases unit(s) and assigns Trucking company There are various types of holds that can be placed on containers by a number of parties. Holds can be placed by SARS (Customs stops) and these can be lifted by the Shipping Line. It is extremely important that the Shipping Line has obtained a release from SARS before uplifting a hold on a container. If a Customs stop has been placed on a container which has been routed by rail to an inland destination and SARS instruct that the container can be released for an inspection at a local facility, it is imperative that the rail routing be cancelled and changed to a road routing before the hold is lifted from the container by the Line. If this is not done there is a high risk that the container will be railed as originally planned and SARS will require that the container be returned to the discharge port for inspection. This will result in additional costs being incurred by the Line. When the container arrives on the vessel, there is an automatic IMPORT HOLD on the unit. In order for them to remove their containers from the terminal, the shipping line has to perform a RELEASE of their respective units on N4. This can either be done with an EDI file called a COREOR, or a manual action on N4. (Screen below shows illustrative view of releasing units). 2011 Page 10
6.5.1 On N4: Releasing IMPORT units All the IMPORT units inbound to the terminal has an automatic IMPORT HOLD on them. The shipping line performs the release of units, either manually on N4 or then electronically via the COREOR EDI file. From the Operations tab, select the UNITS screen. Units can be filtered by vessel ID, inbound actual visit. Units from this vessel can be released by right clicking on unit and selecting UPDATE and then HOLDS/ PERMISSIONS. 6.5.2 On N4: Releasing IMPORT units (cont) To perform a manual Release populated fields as required. UNIT release now GRANTED 2011 Page 11
6.6 UNITS loaded onto Truck/Train and DEPARTS terminal The terminal allows the Trucking companies to collect the UNITS, provided that the LINE HOLD has been updated in other words the unit has been systematically RELEASED on N4. The same applies for the RAIL units. (For an illustrative view of the Gate process, see screens below) 6.6.1 GATE IN and GATE OUT for Trucks: For IMPORT units the HOLD on the unit first has to be released, either manually via the web or via COREOR EDI file, before it may leave the terminal. (refer section number 6.5 of this guide). Then a TRUCKING COMPANY has to be assigned. This can be done manually as well as via COREOR EDI file. Note a TRUCKING COMPANY has to EXIST on N4 if it is collecting a unit from the terminal, or then be assigned. For EXPORT units, the booking and pre-advise is currently processed as the truck enters the gate at the terminal but the pre-advice will be required to be submitted either via the web, or via the EDI COPARN message prior to the truck arriving at the terminal entrance. The trucks entering the terminal have to be in possession of an RFID card for the AUTO GATE which includes their BAT number. A truck has to be licensed and be in possession of its TNPA permit as well. The automated gates within TPT are managed by CAMCO with their GOS system (gate operating system) integrating through to N4. 6.6.2 GATE IN and GATE OUT for Trucks: (cont) a. Trucking company must exist on N4. b. CAMCO GOS system. c. RF id card. 2011 Page 12
7. Transhipments 7.1 Shipping line submits vessel nomination for both pre- and on carrier After receiving the vessel nominations for both the pre-vessel visit and then the On-carrier visit for the Transhipment units, the systematical vessel visits will be created by TPT on the N4 system. 7.2 Shipping line submits INBOUND BAPLIE and COPRAR TPT then receives the INBOUND BAPLIE (bayplan) file, which is loaded onto N4 for the specific vessel visit. As in the case of the IMPORT units the COPRAR file or RAIL/TRANSHIPMENT lists are processed onto N4, after the BAPLIE_IN file has been successfully loaded. (Screens below for illustration) 7.2.1 TRANSHIPMENT and Rail units: Transhipment unit category updated. 2011 Page 13
Right click on the unit that needs to be updated. Select Update then Routing. The Carrier O/B Intended and Declared fields must be updated to the On- Carrier vessel details. Then the Category changed to Transship. Insert POD & Destination. Update O/B Actual Visit to GEN_TRAIN 7.3 TPT Plans Discharge sequence/ working the vessel Once the EDI files have been loaded and lists processed, the vessel discharge sequence is planned by the vessel planners in the terminal. When the vessel arrives and berths, she is worked, discharged and loaded. The units that are discharged are placed in the terminal YARD (stacked) according to POD. 7.3.1 UNITS Planned for On-Carrier/Loaded onto On-Carrier/Vessels DEPART The Transshipment units in stack, per POD, are now planned for their respective On-Carrier vessels expected at the terminal. Once these vessels arrive, the Transshipment units are LOADED onto their respective On-Carrier vessels. Vessels DEPART. 2011 Page 14
8. EDI messaging on N4: 1 6 7 2 5 8 3 4 9 2011 Page 15
8.1 EDI messages chronological flow: 8.1.1 BAPLIE_INBOUND = File received from shipping line, uploaded onto N4 - manually 8.1.2 COPRAR = File received from shipping line, uploaded onto N4 manually 8.1.3 BAPLIE_OUTBOUND = File generated from N4 to trading partners - manually 8.1.4 COREOR = File received from shipping line, uploaded onto N4 automatically 8.1.5 COARRI_DISCHARGE = File generated from N4 to trading partners - automatically 8.1.6 COARRI_LOAD = File generated from N4 to trading partners - automatically 8.1.7 CODECO_OUT = File generated from N4 to trading partners automatically 8.1.8 COPARN (booking) = File received from shipping line, uploaded onto N4 automatically 8.1.9 COPARN (pre-advise) = File received from shipping line, uploaded onto N4 automatically 8.1.10 CODECO_IN = File generated from N4 to trading partners automatically File IN OUT BAPLIE Bayplan file, stow positions on the vessel. Bayplan file, stow positions on the vessel. COPRAR Discharge list, depicting Tranship/Rail units. N/A COREOR Release the HOLD on IMPORT units on N4. N/A COPARN Booking - Create EXPORT BOOKING on N4. N/A COPARN Pre-advise - Units against Export booking in N4. N/A COARRI Discharge - Units discharged from vessel. Loading - units loaded onto the vessel. CODECO GATE_IN - Units delivered to terminal, road/rail. GATE_OUT - Units out of terminal, road/rail. 2011 Page 16
9. EDI frequently asked Questions & Answers: Q: Created a booking/coreor in my system but do not see it in NAVIS? A: It takes app. 15-20mins for a booking to be uploaded in NAVIS from FTP -> File Server -> NAVIS. Q: I have released my container via COREOR but the trucking company in NAVIS reflects as BLANK? A: This is incorrect as the code you have used does not have a valid trucking company assigned to it, check for the correct/corresponding trucking company and code and resend COREOR message Q: I am amending my Booking from 2 containers to 1 container but NAVIS give me error, QTY_LESSER_THAN_PREADVISED_OR_RECEIVED_QTY, what does this mean? A: There have already been more containers gated in for this booking than that, which you are trying to amend the quantity to. Q: My APERAK says COULD NOT FIND A VESSEL VISIT FOR CONVENTION [LLOYDS], VALUE [3FWL4] AND O/B VOYAGE [113E] AT FACILITY PNTP1, what does this mean? A: This either means that the vessel visit is not created in our system as yet or that the call sign/voyage you have provided for the vessel does not correspond with the one we have on system for this vessel. Q: My APERAK says EQUIPMENT ORDER DOESN T EXIST FOR id 12345678, LINE MOL AND VESSEL VISIT what does this mean? A: This error means that you have sent through a replace/cancellation COPARN for a booking that does not already exist in NAVIS, you cannot update/cancel a booking that does not exist. Q: My APERAK says VESSEL WITH LLOYDS [3FWL4] not found, what does this error mean? A: This error means that there is no vessel on our system corresponding to the call sign that you have provided in your EDI message. Q: I have sent through my COPRAR file but have not yet received an APERAK for it, why? A: The COPRAR message is manually uploaded into our system as it can only be loaded once the BAPLIE for the vessel has been loaded, therefore once the BAPLIE is loaded then the COPRAR is loaded. You will then receive the APERAK message. Q: My APERAK says that the trucking company code that I have used in my COREOR message is incorrect? A: The Trucking Company code list would have to be rechecked, it is more than likely that the code you have used is no longer in use/has been deleted. Q: The COPRAR APERAK reflects the following error PLACE KHH TW NOT AS POL OF CALL (VS PIPRM 027W) - PILASA PNTDB, what does this mean? A: Errors such as these are usually resolved by the Terminal, if your input is required then the Terminal will notify you. 2011 Page 17
10.Support Matrix in TPT for N4 : The following support personnel are contactable for NAVIS N4 issues : FACILITY - 1st line support Local Support - Phone Local Support - E-Mail 1 Durban - DCT 031 361 6300 Jane.Rajaharam@transnet.net 2 Durban - Pier1 031 361 6316 Nadia.Camp@transnet.net 3 Port Elizabeth - Main 041 507 1807 Eduard.Nell@transnet.net 4 Port Elizabeth - Ngqura 041 507 8330 Sonwabiso.Magoqwana@transnet.net 5 East London 043 7002472 Mfundeni.Chonco@transnet.net 6 Cape Town -Main 021 507 1414 NAVISCTCT@transnet.net 7 Cape Town -Multi Terminal 021 449 2846 CMPTNAVSU@transnet.net FACILITY - IT Support Local Support - Phone - IT Local Support - E-Mail - IT 1 Durban - DCT 031 361 6420 Judy.Naidoo@transnet.net 2 Durban - Pier1 031 361 6677 Dane.Ebrahim@transnet.net 3 Port Elizabeth - Main 041 507 1807 Chapman.Deschamps@transnet.net 4 Port Elizabeth - Ngqura 041 507 8343 Zukile.Wayini@transnet.net 5 East London 043 7002472 Mfundeni.Chonco@transnet.net 6 Cape Town -Main 021 507 1414 Eugene.Davids@transnet.net 7 Cape Town -Multi Terminal 021 449 2846 lisa.scheepers@trasnet.net National Support National Support - Phone National Support - E-Mail 1 Durban - Head Office - EDI 031 361 3731 / 3756 / 3751 TPTEDISUPPORT@transnet.net 2 Durban - Head Office - N4 031 308 8376 NAVISSUPPORT@transnet.net 3 Durban - Head Office - Planning 031 361 6341 TPTNationalPlanning@transnet.net 2011 Page 18
10.1 Who to call? Call Type Complex - Navis User Account Management (New user, update account, reset password etc) Terminal/Facility - Navis User Account Management (New user, update account, reset password etc) Terminal/Facility Level N4 problems Complex Level Navis N4 problems Support Group Durban Head Office N4 Local Terminal - Terminal Facility IT Support Local Terminal -Terminal Facility 1 st Line Support Durban Head Office N4 10.2 Process to be followed when logging calls to our Navis Support Helpdesk: COMPLEX LEVEL ONLY The process for requesting to the helpdesk from the lines is below: 1) User fills out Navis user request form with all required information and signs it, user sends it to Shipping line PROXY. 2) Shipping Line PROXY signs the request off and sends it to navissupport@transnet.net 3) Helpdesk system checks email against standards setup with all lines at implementation of system if all standards are met a work order number is generated for the request. 4) Helpdesk system sends return email to requestor s (proxy) address with work order number. 5) Technician responds to work order number in queue and replies to requestor. 6) Work order closed and helpdesk system sends an automatic email to request stating same. Standards for sending a request to the Helpdesk. 1) The subject line MUST READ: NAVIS USER REQUEST If the subject line reads anything other than this, the system automatically deletes the email and your request will not be processed. a) The Form MUST be signed off by the USER and by the PROXY The proxy cannot sign twice, nor can the user sign twice. Even if the user is the branch manager he needs to sign it and get it signed off by the proxy. If the user is the proxy then he needs to sign it off and get another manger of the company to sign. b) A Maximum of 5 user requests can be sent through on 1 email from a proxy. Due to the restriction on our mailbox (5meg), scanned forms should not exceed more than 5 forms per email. 2011 Page 19
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