D P L 5 0 1 0 3
PORT OPERATIONS MANAGEMENT
PORT DOCUMENTATION AND
PROCEDURES
PREPARED FOR :
P U A N K H A I R U N N I S A B I N T I Y A H A Y A
EAM
T
M EMBERS
NUR FATHIAH ATHIRAH BINTI MOHD ZAMRI
23DLS21F1042 (EDITOR)
NUR BALQIS BINTI KHAIRUL IZUAN
23DLS21F1010
NUR FATIN AQILAH BINTI MOHD ISA
THE NEWS 23DLS21F1012
NUR AMEERA ASYA BINTI ELVINEO RODDARIE
23DLS21F1046
NUR AZURIN BINTI ZAINI
23DLS21F1016
NURFATIHA NAJWA BINTI NAJIB
23DLS21F1052
INTRODUCTION
PORT DOCUMENTATION PROCEDURES
The "arrival at port" and "departure
The "General
Instructions for from port" phases of a ship's trip
Preparing Ships are both of the utmost importance.
for Port Entry
and Port Due to the complexity of both of
Departure. these operations (Vessel Arrival &
Departure), they are both regarded
as crucial.
In order to secure the safety of the
ship and the crew, the deck
department and the engine
department must both adequately
prepare themselves beforehand.
The crew of the ship must arrange
and negotiate every detail necessary
for the ship to dock safely and
operate its cargo before entering a
port.
To To
Determine a berthing and discharge Guarantee the safe
schedule, the Port and Cargo
maneuvering and berthing
Handling Department will consult of the ship, the commanding
with the shipping lines/vessel officers must put their
operators and the Ports Authority expertise and abilities to use.
(PA).
Nurfatiha Najwa
DEFINITION OF BERTHING AND
DISCHARGE OPERATIONS
BERTHING AND DELIVERY
Berth is the term used in
ports and harbors for a
designated location where a
vessel may be moored,
usually for the purposes of
loading and unloading.
Berths are designated by
the management of a
facility (e.g., port authority,
harbor master). Vessels are
assigned to berths by these DISCHARGE AND DEPARTURE
authorities
A port of discharge is the
location where a ship unloads all
If more congestion is there in a
of its cargo or only a portion of
port, arrived vessel may have to
it. The packages are then sent to
wait for long period to get
their different consignees.The
berthed. Once after berthing of
port of unloading is another
vessel, cargo will be unloaded
name for a port of discharge.
on the yard of docks.
Nur Fathiah
PROCESS OF VESSEL ENTRY FOR
BERTHING AND DELIVERY
STEP
Before arriving at a port, the 01
ship’s crew has to plan and
discuss all the matters that
would be required for safe
berthing and cargo operation
of the ship at the port. The master of the ship will
inform well in advance the
STEP “time of arrival” of the ship
02 to the chief officer and the
chief engineer
If needed, a meeting would
be arranged with the senior
officers or the officers in
charge to discuss all matters STEP
necessary for ship’s arrival at 03
the port.
Once this is done, the officer-
in-charge would check the
conditions of all the items
STEP mentioned in the “checklist
All officers including and for entering ports”. The
crew members are assigned 04 results of the checking
duties during berthing of the procedure would be
ship. According to the orders mentioned in the deck log
of the master, all those book.
involved with the berthing
procedure would be assigned
a “position” to carry out the
duties and to guide the ship STEP
05
operations.
Nur Fatin Aqilah
6 GOLDEN RULES FOR SAFE BERTHING
1 4
Passage planning berth Check astern movement
to berth Know ships pivot points
Know the weather and Know pivot point
current characteristics at
Know the location,size different speed and
and berth directions
2 5
Brief the pilot Never give 'Finished
Discuss berthing plan with engine' till ship is
Tell him ships speed and secured by mooring
maneuvering characteristics
3 6
Know no. of tugs Be vigilant
know types of tugs Be prepared
Intercommunication Expect the unexpected
with tug operator
Estimate Windage
area
Nur Fatin Aqilah
TYPES OF BERTHING CARGO
BULK BERTH CONTAINER BERTH
Used to handle either dry or Used to handle standard
liquid bulk cargo. Vessels are intermodal containers.
loaded using either excavators, Vessels are loaded and
unloaded by container
conveyor belts, and/or
pipelines. Storage facilities for cranes, designed specifically
the bulk cargo are often for the task. These berths
alongside the berth stockpiles. will feature large areas of
land for container handling
near the berth and will also
have significant equipment
on dock to facilitate rapid
movement of containers on
and off the vessels. Alongside
the quay there is often a
large flat area used to store
both the imported and
exported containers.
GENERAL BERTH
Used to handle smaller
shipments of general cargo.
Vessels using these would
usually have their own lifting
gear, but some ports will
provide mobile cranes to do
this. These are common at
smaller ports or ports where
special project cargo is
common.
Nur Fatin Aqilah
DOCUMENTATION FOR BERTHING
SHIP REGISTRATION CERTIFICATES
Registration of a ship plays an
imperative function towards safety and
security of the maritime transport and
significantly contributes towards the
protection and preservation of the
marine environment.
SHIP ENTRY NOTICE
Ship Entry Notice is a shipping
document that is issued by a carrier,
indicating that a shipment has arrived
or is going to arrive at a specified
location. Its main function is to serve as
a notice to relevant parties such as
customs brokers, truckers and
consignees.
Nur Azurin
DOCUMENTATION FOR BERTHING
INSURANCE COVERAGE
Marine insurance covers the loss or damage of ships and
includes any other means of transport by which goods are
transferred, acquired, or held between the points of origin
and the final destination.
Nur Azurin
HOW VESSEL BERTH
One head rope
Tied up the rope
Another two
head rope
One spring rope
Nur Ameera Asya
CHECKLIST SHOULD BE COMPLETED
PRIOR TO DISCHARGE/DEPARTURE
STEP
01 COMMUNICATION &
STEERING & ENGINES
Ensure that the vessel departs NAVIGATION
in ideal condition so that it
may arrive at its destination Notify the receiving ports at
least three days before the
in excellent shape.
scheduled arrival.
Provide the port authorities
STEP with all vessel details.
02 Assure that all crew
SAFETY members are on board the
vessel.
Secure all loose objects on
the bridge.
Check torches and STEP IDENTIFICATION
emergency lights. 03
Climate assessment of the Provide crucial vessel details
condition and navigational and information to the Port
warning signals. Authority for quality
assurance and verification.
Complete the relevant
STEP paperwork. The vessel must
04 bear the official stamp and
IN OPEN WATER signature of the Master.
Secure the anchor
windlass.
Notify port authorities STEP
05
of the vessel's position.
Nur Ameera Asya
PROCESS OF VESSEL
DISCHARGE/DEPARTURE FROM PORT
DISCHARGE REGISTRATION
Inform the Port Authority about the vessel that wishes to discharge so
that appropriate action may be taken.
Submitted the check-in and check-out forms, as well as the payment
receipts, port clearance form, and daily discharged report form.
OFFICERS CHECK THE REQUIRED PAPERWORK
Ensure compliance with port regulations.
Checking the certifications and vessel safety permits, for
example.
APPROVAL OF VESSEL DISCHARGE REGISTRATION
The Port Authority's consent for the vessel to discharge from
the port when all essential requirements have been met.
The ship crew prepares with the necessities to go to the next
destination.
PORT CLEARANCE
Before the vessel sails, the port examines the usage of any
supplies during the vessel's stay following payment of the
services used before the vessel sail.
Fill the Ship Log Book to record official events such as the arrival
or departure of the vessel to or from the port.
VERIFICATION OF VESSEL DEPARTURE
The captain and crew members of the vessel are ready to leave
the port.
Nur Ameera Asya
DOCUMENTS FOR DISCHARGE
PORT CLEARANCE FORM
Document to the release of goods from the country's
port and it is an essential document for the customs
clearance since it confirms transferring goods from the
carrier company to the port of arrival and that the
goods are the liability of the customs agent awaiting the
customs clearance process.
Nur Balqis
DOCUMENTS FOR DISCHARGE
DAILY DISCHARGE REPORT
Daily discharge reports should be prepared by the ship
supervisor and submitted each day to staff on duty assigned to
the port area. It contains brief description of discharge
practices
Nur Balqis
DOCUMENTS FOR DISCHARGE
DELIVERY ORDER
Document issued by the shipper, carrier, or freight
forwarder instructing the shipping line and the port
operator to turn over the cargo to the party responsible to
carry out the import activities.
Nur Balqis
DOCUMENTS FOR CONTAINER
CONTAINER MOVEMENT ORDER
Given by the shipping line to the
exporter that gives the authorization to
pick up the empty containers at the
designated depot using a nominated
trucker.
Nur Balqis
CONTAINER DAMAGE REPORT
A notification to the carrier of the cargo regarding
of loss or damage discovered at time of unloading.
Nur Balqis
CONTAINER PACKING LIST
Provides the exporter, international freight forwarder, and
ultimate consignee with information about the shipment,
including how it's packed, the dimensions and weight of
each package, and the marks and numbers that are noted
on the outside of the boxes.
Nur Balqis
P O R T D O C U M E N T A T I O N P R O C E D U R E S
CHAPTER 5
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