Efficiency in Port Operations Software Applications for Ports & Terminals Tom De Smedt Sales Manager, Phaeros
PresentationOutline Introduction Port Stakeholders& Information Flows Software Solutions leading to Efficiency Port CommunitySystems Port Management Systems Terminal Management Systems CustomizedorOff Off-the-Shelf Applications? The Pro s& Con s Examplesof Applications Phaeros Solutions
Port Stakeholders Ship Agents Port Port/Maritime Authority Trucking Co. Cargo Agents Terminal Terminal Terminal Operator Operator Operator Pilots, Tugboat, OtherService Suppliers Customs Other Authorities
Port Stakeholders InformationFlows Ship Agents Port Port/Maritime Authority Trucking Co. Cargo Agents Terminal Terminal Terminal Operator Operator Operator Pilots, Tugboat, OtherService Suppliers Customs Other Authorities
Today s Communication One-to-One E-mail, fax & phone EDI (Electronic Data Interchange) Individual web forms (per party) Consequence Duplicate communication of same information Time consuming Prone to errors Changes must be communicated multiple times Prone to misaligned information Often one-way communication
Increasingthe Efficiency Port Community System
Port Community System Register & Share Ship Agents Vessels Cargo Dangerous cargo PCS Port Authority Cargo Agents Passengers Services Berth planning Emergencies ISPS Service Suppliers
Communication Means in PCS Electronic Data Interchange (EDI) Standardised machine to machine messages EDIFACT / XML / Not always standard Not always suitable for small companies Internet Lack of infrastructure Secured web interface for data entry Accessible at all times from all locations
Advantages of PCS Information stored centrally Updates only once Everyone accesses same information Subject to access rights (confidentiality!) No need for multiple communications Reduced potential for errors Existing systems can make use of same data
The Next Steps havingthe informationis is not enough Take Operational Decisions Follow Up Operations Report Invoice PORT & TERMINAL MANAGEMENT SYSTEMS
Port Management Systems Vessel Calls Authorisation of visit Berth scheduling Registration of arrival & follow up Services Overview of required services Pilots & tugboats Waste collection, bunkering & drinkwatersupply Acceptance of services Registration of delivered services
Port Management Systems Manifests Statistics Dangerous Cargo Tracking, for safety reasons Incident Management Track & report on incidents Concession Management Land leases Invoicing Vessel calls & provided services
Terminal Management Systems Focus on Cargo Operations Administration Expected cargo Waterside: Discharging & Loading Landside: Truck/Train Receipts & Delivery Expected vessels, trains & trucks Operations Vessel operations Tally of discharged/loaded cargo Gate handling Truck & trains
Terminal Management Systems Planning Yard planning Assigning cargo to yard locations Vessel planning Assigning cargo to vessel slots Equipment control Reporting Assigning cargo movement instructions to equipment Cargo positions & operations Invoicing
Howto GetSoftware Applications? Option 1 INTERNAL DEVELOPMENT Option 2 LOCAL SOFTWARE COMPANY Option 3 COMMERCIAL OFF THE SHELF SOFTWARE
InternalDevelopment Pro s Staff Available Knowyourbusiness & requirements Con s Current workload? Time fora large developmentproject? Employ additional staff? Learn port business What after the project? Time consuming System still meets specs? Whatabout24 hr support? Developers become crucial assets
LocalSoftware Company Pro s Resources available No long term commitment Con s Unfamiliarwithport business Require goodinstructions Are the requirements well understood? Result only visible after development Meets current requirements but what about future? No evolutionof of application Support
Commercial Off-The-ShelfSoftwareSoftware Pro s Applicationexists Short roll out time Best practices Customizations possible Single source code Applicationin in constant evolution New releases Shared development costs Escrow agreement 24 hour support Con s Slightly less customer specific No accessto source code
About Phaeros Software Solutions Port Authority Port Community Port Operator Cargo Terminal Operator Vessel & Marine Services Cargo Handling
HarbourView Port CommunitySystem Data entry by agents(via web) Vessel arrival/ departure/ shift announcements
HarbourView Port CommunitySystem Data entry by agents(via web) Vessel arrival/ departure/ shift announcements Cargo manifests
HarbourView Port CommunitySystem Data entry by agents(via web) Vessel arrival/ departure/ shift announcements Cargo manifest Dangerous goods declaration
HarbourView Port CommunitySystem Data entry by agents(via web) Vessel arrival/ departure/ shift announcements Cargo manifest Dangerous goods declaration Passenger & crew lists Waste declaration
HarbourView Port CommunitySystem Data entry by agents(via web) Vessel arrival/ departure/ shift announcements Cargo manifest Dangerous goods declaration Passenger & crew lists Waste declaration Service requests
HarbourView Port CommunitySystem Data entry by agents(via web) Vessel arrival/ departure/ shift announcements Cargo manifest Dangerous goods declaration Passenger & crew lists Waste declaration Service requests Permits
HarbourView Port CommunitySystem Return communication by other parties Port authority
HarbourView Port CommunitySystem Return communication by other parties Port authority Service suppliers Other authorities. Automaticupdates updates on website Notifications E-mail / SMS
HarbourView Port Management System Review& updates of entered data Automatic validations Remarks& warnings Vessel visit approvals
HarbourView Port Management System Berth scheduling Graphical overviews Availablein in realtime
HarbourView Port Management System Follow-up of vessel arrival& provided services Graphical overviews& listsof vessels
HarbourView Port Management System Follow-up of vessel arrival& provided services Graphical overviews& listsof vessels Actualtime time of arrival/ departure
HarbourView Port Management System Follow-up of vessel arrival& provided services Graphical overviews& listsof vessels Actualtime time of arrival/ departure Actual quantitiesof deliveredservices
HarbourView Port Management System Follow-up of vessel arrival& provided services Graphical overviews& listsof vessels Actualtime time of arrival/ departure Actual quantitiesof deliveredservices Actualisedcargo cargo lists (discharged& loaded quantities)
HarbourView Port Management System Geographical Information System Water & land based information
HarbourView Port Management System Incident Management Registration Perimeter Actions& follow-up
HarbourView Port Management System Reporting& Statistics
Cargo System Multi-Purpose Terminal Management System Terminals handling one or more commodities Containers General Cargo Vehicles Ro-Ro Bulk...
Cargo System Multi-Purpose Terminal Management System Administration Operations Internal & External Reporting
Cargo System Administration Details on expected cargo B/L numbers Shipper& consignee details Physicalcargo cargo characteristics Plannedtransport modes
Cargo System Administration Details on expected cargo B/L numbers Shipper& consignee details Physicalcargo cargo characteristics Plannedtransport modes Plannedvessel, train & truck calls
Cargo System Operations Vessel Vessel arrival Operational delays& events Discharge & loading tally Paper-based Radio Data Terminal (real time)
Cargo System Operations Gate CFS Trucks & trains Receipt& delivery of cargo Yard Stuffing& stripping Repositioning of cargo
Yard View Visualisationof the cargo yard 3D views of entire terminal
Yard View Visualisationof the cargo yard 3D views of entire terminal 2D views of specific rows/bays
Yard View Visualisationof the cargo yard 3D views of entire terminal 2D views of specific rows/bays Cargo details
Yard View Planning of cargo Manual Drag& drop
Yard View Planning of cargo Manual Drag& drop Automated Based onbusiness rules
Yard View Planning of cargo Manual Drag& drop Automated Based onbusiness rules Generate tallyinstructions Automaticupdate update of views upon confirmationof of tally
BillSys Invoicingof of Port & Cargo Handling Operations Very specific contracts& tariffs Generic finance systems not suitable BillSys Contract conditions& tariffs Collect operationsdata From underlyingdatabase database application (e.g. HarbourView or Cargo System) Calculate applicable charges Generate& approve invoice Credit notes
BillSys Features User definableconfiguration Flexibilityin in tariff definitions Full automaticat at user definable triggers Event ortime triggered No needto retype data Consequences All-inclusive invoices Rapidlycreated
Contract Definition Contract Generic or customer specific Contract Details Actions & activities to invoice Vessel charges Cargo charges Applicable tariffs Fixed or variable Invoice layout
Invoicing Vessel related All actions/activities linked to a vessel call Periodical Data received from port/terminal system Created/updated manually Other actions E.g. Storage, truck/rail handling
Invoicing Process Create Invoice Proposal Automatically Review Result Colour indication Logging Correct (if needed) Create new contract Change contract line (detail) Approve & print invoice Exchange data with finance/accounting
Tendering for a system? Ask (yourself) the right questions What are our objectives? What are we trying to achieve? What do we expect from a software company? Only technical knowledge or also business knowledge? Is price a decisive factor? What about expertise and the hidden costs caused by lack of knowledge? What about functionality? What about guarantees for the evolution of the product? What about time of delivery? What about support of the application?
Thank you For more information, please visit or mail to www.phaeros.com tom@phaeros.com