) ) ) ) ) ) ) ) ) PORT DOCUMENTATION PROCEDURES DPL50103 PORT OPERATIONS MANAGEMENT Prepared by Group 5 Prepared for : Puan Umikalthum Binti Zulkefly ) ) ) ) ) ) ) ) )
) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) TEAM MEMBERS NUR ALIAH FAQIHAH BINTI AHMAD MUJAHID 23DLS22F1003 NOR ALIA NATASHA BINTI MOHD YUSAINI 23DLS22F1009 LAVENDRA DEV A/L MANIMARAN 23DLS22F1027 NUR SYUHADA MIZA BINTI OTHMAN 23DLS22F1007 MASNIYAH BINTI MOKHTAR 23DLS22F1021 WAN AHMAD FATIHI BIN W MOHD SAKRY 23DLS22F1057 Team
) ) ) ) ) ) ) ) ) Contents TABLE OF CONTENTS 0103 04 The Purpose of Documentation 02 05 Introduction of Port Documentation ) ) ) ) ) ) ) ) ) Vessel Entry / Berthing & Operation - General Procedures Vessel Entry / Berthing & Operation - Maritime’s Malaysia Procedures Vessel Entry / Berthing Flow
) ) ) ) ) ) ) ) ) Contents TABLE OF CONTENTS 0608 09 Port Operation Documentation 07 Vessel Departure / Discharge Flow ) ) ) ) ) ) ) ) ) Documentation for Berth & Operation Documentation for Receipt & Delivery Operation
) ) ) ) ) ) ) ) ) 01 INTRODUCTION OF PORT DOCUMENTATION ) ) ) ) ) ) ) ) )
) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) WHAT IS PORT DOCUMENTATION? Port documentation are forms that accompany a shipment listing the date shipped, the customer, the method of shipment, the quantities and specifications of goods shipped. WAN AHMAD FATIHI BIN W MOHD SAKRY 23DLS22F1057
) ) ) ) ) ) ) ) ) 02 THE PURPOSE OF DOCUMENTATION ) ) ) ) ) ) ) ) )
) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) It demonstrates professionalism It provides helpful guidance for performance The business can be more profitable Comply with federal, state, and local regulations Standardize 01 business practices 02 03 04 05 THE PURPOSE OF THE DOCUMENTATION WAN AHMAD FATIHI BIN W MOHD SAKRY 23DLS22F1057
) ) ) ) ) ) ) ) ) 03 VESSEL ENTRY / BERTHING & OPERATION - GENERAL PROCEDURES ) ) ) ) ) ) ) ) )
) ) ) ) ) ) ) ) ) “Arrival at port” and “Departure from port” are two extremely important aspects of a ship’s voyage. Port and Cargo Handling Department will communicate with the shipping lines/vessel operators and the Ports Authority (PA) to agree on a berthing and discharged schedule. The officers in charge must use their knowledge and skills in order to ensure safe maneuvering and berthing of the ship. Both engine and deck department have to prepare themselves well in advance, in order to ensure safety of the ship and the crew. Before arriving at a port, the 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. Both these procedures (Vessel Arrival & Departure) are considered critical because a number of complexities involved with them ) ) ) ) ) ) ) ) ) GENERAL PROCEDURE OF PREPARING SHIPS FOR ENTERING PORTS AND DEPARTURE FROM PORTS LAVENDRA DEV A/L MANIMARAN 23DLS22F1027
) ) ) ) ) ) ) ) ) Before Berthing - Before Vessel Declaration Before Berthing - After Vessel Declaration ) ) ) ) ) ) ) ) ) Upon the Vessel Declaration, Agent should play theirroles due to : Attending operational meeting for: I. plant / labor bookings II. labor planning III. vessel coordination. Advice on the updates of vessel Estimated Time Arrival (ETA) where applicable. Advice on the vessel needs, for instance fresh water, if any, forty- eight (48) hours before vessel arrival. Vessel must be declared in the Port Authority (PA) berthing meeting due to : Application to berth any vessel. Submission of the copies of I. vessel manifest II. ship entry notice (SEN) III. stowage plan IV. ship particulars V. packing list and otherrelated documents to the Operations Dept for Foreign Vessel and Time Weighted Average (TWA) vessels. Collection of Vessel Provisional bills . Confirmation of the Doc of Payment. VESSEL ENTRY / BERTHING & DISCHARGED OPERATION (GENERAL PROCEDURES) LAVENDRA DEV A/L MANIMARAN 23DLS22F1027
) ) ) ) ) ) ) ) ) Upon Ship Arrival ) ) ) ) ) ) ) ) ) Ship Supervisorto board the vessel with the vessel arrival declaration form with a fully geared of PPE afterthe Boarding Officers issued the Vessel Cert. Requestrelated docs from Captain. I. ship’s particulars II. stowage plan III. ship discharge list / manifest, IV. last port of call list and any otherrelevant document as issued Retrieve all docs from the vessel which is duly signed and stamped. Requestrelated docs from Captain (ship’s needs / requirements for supplies). Immediately inform the office when supplies are required. VESSEL ENTRY / BERTHING & DISCHARGED OPERATION (GENERAL PROCEDURES) LAVENDRA DEV A/L MANIMARAN 23DLS22F1027 At Berth - Loading / Discharged Supervisor on duty shall board the vessel every morning at 0700 hour each day of the stay. Required to use the Daily Discharge Report Form to obtain the Remain on Board / Remanent on Board for immediate reporting and update. The Supervisorroutinely board the vessel to supervise Stevedores on board.
) ) ) ) ) ) ) ) ) 04 VESSEL ENTRY / BERTHING & OPERATION - MARITIME’S MALAYSIA PROCEDURES ) ) ) ) ) ) ) ) )
) ) ) ) ) ) ) ) ) VESSEL ENTRY / BERTHING & DISCHARGED OPERATION (MALAYSIA’S MARITIME PROCEDURES) Ship arrival must be reported using the Ship Clearance System (SCS) If the shipowner / seafarer has not registered the arrival using SCS, officers and staff on duty need to ensure they report the arrivals online immediately at the port berthing area Officers and staff on duty must ensure the Report of Ship Arrivals are as specified in the SCS user Manual Vessel Arrival / Departure Report ) ) ) ) ) ) ) ) ) 2. Review of the following documents Crew list (if any) Identity Card / Passport Valid Ship Registration Certificate Insurance Coverage and indemnity or valid financial guarantee Copy of Port Clearance (if applicable) Officers and staff of duty must ensure : 1. Each seafarerreports the arrival at the port by filling out the Check In Form / Check out Form (CIF / COF) before orimmediately afterthe ship docks at the pier Check-in of ships at the port NOR ALIA NATASHA BINTI MOHD YUSAINI 23DLS22F1009
) ) ) ) ) ) ) ) ) VESSEL ENTRY / BERTHING & DISCHARGED OPERATION (MALAYSIA’S MARITIME PROCEDURES) ) ) ) ) ) ) ) ) ) Registration of departure The departure process is carried out 7 days a week including public holidays. Officers and staff on duty need to ensure the navigator complete the Check In Form / Check Out Form. The following documents should be submitted: 1. License that has been certified by the Port Authority. 2. Copy of Seafarer Permit / License 3. Allrelevant paymentreceipts Retrieve the Seafarers Entry Pass. If fail to return the pass, it should be reported to Port Management. Vessel departure -port clearance Officers and staff on duty shall check the : 1. Berthing and Mooring 2. Clean / fresh water supply Wastes disposal services site use 3. 4. The use of slipway access The use of electricity supply. 5. All the activities above must be recorded in the CIF / COF as well as the Ship Log Book forthe purpose ofregistration and collection record. Officers / staff on duty shall make review charges and make additional payment collections (if any) before the seafareris allowed to do Port Clearance fees. (The calculation must be in accordance with the Federation Port Rules 1953). NOR ALIA NATASHA BINTI MOHD YUSAINI 23DLS22F1009
) ) ) ) ) ) ) ) ) VESSEL ENTRY / BERTHING FLOW VESSEL DEPARTURE / DISCHARGE FLOW ) ) ) ) ) ) ) ) ) 05 06
) ) ) ) ) ) ) ) ) documents involved Documentation for Berthing Shipworking for Berthing Application for Direct Delivery VESSEL ENTRY/BERTH OPERATION FLOW ) ) ) ) ) ) ) ) ) Acceptance of the Vessel Arrival Application Payment and Issuance of payment receipt Checking of the Vessel Certificates / License and Safety Permit Checking of the vessel detail/information from the Ship Clearance System (SCS) Verification of Vessel Arrival NOR ALIA NATASHA BINTI MOHD YUSAINI 23DLS22F1009
) ) ) ) ) ) ) ) ) documents involved Acceptance of Vessel Departure Registration Checking of Vessel Certificates, Safety Permit, Port State/Flag State and Vessel Detention Instructions Verification of Vessel Departure Delivery Order (DO) Electronic DO (E-DO) Request of Transfer (ROT) Container Damaged Report (CDR) Outward/Inward Manifest Container Packing List (CPL) Equipment Interchange Receipt (EIR) Container Movement Order (CMO) Tally sheet Integrated Shipping Document (ISD) Integrated Import Document (IID) Integrated Export Document (IED) VESSEL DEPARTURE/DISCHARGE OPERATION FLOW ) ) ) ) ) ) ) ) ) NOR ALIA NATASHA BINTI MOHD YUSAINI 23DLS22F1009
) ) ) ) ) ) ) ) ) 07 PORT OPERATION DOCUMENTATION ) ) ) ) ) ) ) ) )
) ) ) ) ) ) ) ) ) PORT OPERATION DOCUMENTATION Documentation for Berthing/Vessel Arrival Application Form Ship Registration Certificates Ship Entry Notice Insurance Coverage/Financial Guarantee Seafarer Permit/License Seafarer Entry Pass Documentation for Arrival Registration/Application 01 ) ) ) ) ) ) ) ) ) Ship working Schedule/List of Crews with passport Shipment Manifest Documentation for Vessel Check-In 02 Application for Direct Delivery Form/Registration of Departure Form Port Clearance Form Daily Discharged Report Form Delivery Order Documentation for Discharged Registration 03 Container Packing List Container Movement Order Container Damaged Report Documentation for Container/Stevedores Operations 04 Inward/Check-in Form Outward/Check-out Form Payment Receipts Documentation for Receipts Issuance 06 ISD (Integrated Shipping Document) IID (Integrated Import Document) IED (Integrated Export Document) e-Delivery Order Ship Clearance System (SCS) 07 E-Documentation Equipment Interchange Receipt Request of Transport Documentation for Transportation 05 NUR ALIAH FAQIHAH BINTI AHMAD MUJAHID 23DLS22F1003
) ) ) ) ) ) ) ) ) 08 DOCUMENTATION FOR BERTH & OPERATIONS ) ) ) ) ) ) ) ) )
) ) ) ) ) ) ) ) ) DOCUMENTATION FOR BERTHS AND OPERATIONS 01 03 02 DOCUMENTATION FOR BERTHS ) ) ) ) ) ) ) ) ) SHIP WORKING APPLICATION FOR DIRECT DELIVERY NUR ALIAH FAQIHAH BINTI AHMAD MUJAHID 23DLS22F1003
) ) ) ) ) ) ) ) ) NOTICE ARRIVAL Shipping agent need to contact or inform BPU (Berths Planning Unit) officer and need to book pilot 24 hours before the vessel arrive at port. Documentation that needed to inform terminal manager that vessel already arrived and ready to berths. SPECIAL PROVISIONS FOR “CARGOES OF PARTICULAR HAZARD” SHIPS NAVIGATING AND CARRYING CARGOES OF PARTICULAR HAZARD COMPLY WITH THE CODE OF FEDERAL REGULATIONS 126.3. DOCUMENTATION FOR BERTHS ) ) ) ) ) ) ) ) ) A vessel can only take a berth if the operation department is fully advised to the terminal manager. At least 72 hours prior to the ships arrival at the port. Notice arrival with particulars that pertain to the ship and its managers, cargo type and quantity. The shipowners or operators or agents should forward an Advance Notice of Arrival to the Coast Guard under copy to the port. As stipulated in 33 CFR 126.16, ports should install light alarms at designated areas, which, in case of an emergency, are activated by the responsible operator. NUR ALIAH FAQIHAH BINTI AHMAD MUJAHID 23DLS22F1003
) ) ) ) ) ) ) ) ) A department in a port generally handling the operational resource planning is responsible to analyses information given by ship agent, so that the resources required in the operation can be well planned and coordinated. ) ) ) ) ) ) ) ) ) Planning is carried out by the port’s senior Planner who supervises the Central Planners in assigning ships to berths aiming to avoid bottlenecks and promote safety, efficiency and productivity. Controller/Operator is responsible for the coordination of ships within the port or harbor. SHIP WORKING NUR ALIAH FAQIHAH BINTI AHMAD MUJAHID 23DLS22F1003
) ) ) ) ) ) ) ) ) ) WHAT IS MEANT BY DIRECT DELIVERY..?? ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) DIRECT DELIVERY There are cases where some of containers might need to be directly loaded onto the ship from the truck – meaning it doesn’t get offloaded at the CY (container yard) as is normally done with other containers. The container could be carrying certain high risk hazardous cargoes Such as Explosives, Radioactive material cargoes and generally any of the ports that accept such cargo to be discharged or loaded do so only on condition that the discharge/load is done on a DIRECT DELIVERY BASIS. WHEN DOES DIRECT DELIVERY HAPPEN..?? NUR ALIAH FAQIHAH BINTI AHMAD MUJAHID 23DLS22F1003
) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) Receipt by the terminal manager from the system, of adequate written notification of the expected date and time of arrival of such vessel. Application for direct delivery goods to owner or agent through terminal manager operator and custom officer. APPLICATION FOR DIRECT DELIVERY An online application/written form by the ship-owner/agents by entry into or keying in of data in the appropriate forms for such services by using of the port system. NUR ALIAH FAQIHAH BINTI AHMAD MUJAHID 23DLS22F1003
) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) STORAGE OPERATION STORAGE OPERATION QUAY TRANSFER OPERATION QUAY TRANSFER OPERATION PORT CARGO OPERATION SHIP DISCHARGING/LOADING OPERATION RECEIPT & DELIVERY OPERATION RECEIPT & DELIVERY OPERATION INDIRECT ROUTE DIRECT ROUTE NUR ALIAH FAQIHAH BINTI AHMAD MUJAHID 23DLS22F1003
) ) ) ) ) ) ) ) ) 09 DOCUMENTATION FOR RECEIPT & DELIVERY OPERATIONS ) ) ) ) ) ) ) ) )
) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) A document issued by a carrier or forwarder authorizing a third party, whom appointed as their subcontractor, to deliver or release a consignment to a nominated party of the cargo. Forwarding agent (FA) shall arrange for the exchange of original Bill of Lading for the Delivery Order , which issued by the carrier / shipping electronically to the port terminal. DELIVERY ORDER (DO) NUR SYUHADA MIZA BINTI OTHMAN 23DLS22F1007
) ) ) ) ) ) ) ) ) E-DO IS a system used by shipping liners. Before importer or their agent are allowed to pick up their import cargo, they are required to pay to the shipping line freight and related charges. Once the payment has been made, the release of E-D0 can be check in the port system. ELECTRONIC DO (E-DO) ) ) ) ) ) ) ) ) ) NUR SYUHADA MIZA BINTI OTHMAN 23DLS22F1007
) ) ) ) ) ) ) ) ) Packing List known as bill of parcel, unpacking note, packaging slip, delivery list, manifest or customer receipt, shipping list is a document which details the contents, and often dimensions and weight, of each package or container. It serves to inform all parties involved with shipping, including transport agencies, government authorities, and customers, about the contents of the package. It helps them deal with the package accordingly. CONTAINER PACKING LIST (CPL) ) ) ) ) ) ) ) ) ) NUR SYUHADA MIZA BINTI OTHMAN 23DLS22F1007
) ) ) ) ) ) ) ) ) Equipment Interchange Receipt (EIR) known as a Gate Pass. A document required when transferring a cargo container from one vessel to another, or to a shipping terminal. Port operator issues this document to forwarding agent (after the forwarding agent pays all costs and hand over required documents to port) to pick up or deliver the containers. EQUIPMENT INTERCHANGE RECEIPT (EIR) ) ) ) ) ) ) ) ) ) NUR SYUHADA MIZA BINTI OTHMAN 23DLS22F1007
) ) ) ) ) ) ) ) ) Is a document used to book or to confirm the haulage for the delivery of container. Each and every details required in the ROT will be written manually or typed ID there is a system for the haulage booking. ROT state whether the container which should transported required special handling or not. Forwarding Agent (FA) will issues a Transport Order < Request for Transport> to the Container Haulage Company to pick up the container from the terminal for delivery to the importer / buyer. REQUEST OF TRANSPORT (ROT) ) ) ) ) ) ) ) ) ) NUR SYUHADA MIZA BINTI OTHMAN 23DLS22F1007
) ) ) ) ) ) ) ) ) Official document known as the container release order (CRO) is given by shipping line to the shipper (the exporter) / forwarding agent. This given the authorization to pick up the empty containers at the designated depot using a nominated tracker. This document also state whether the container which should transported required special handling or not. Responsibility of the carrier either begin ( in the case of Port of Load ) or ends ( in the case of Port of Discharge ) at the Container Yard. CONTAINER MOVEMENT ORDER (CMO) ) ) ) ) ) ) ) ) ) NUR SYUHADA MIZA BINTI OTHMAN 23DLS22F1007
) ) ) ) ) ) ) ) ) A document that describes and establisheh a value for damage to a shipping container a board a shipping vessel. Conatiner Damaged Report (CDR) will be issued to the visibly damaged discharged container. The CDR must be endorsed bye vessel’s master. CONTAINER DAMAGED REPORT (CDR) ) ) ) ) ) ) ) ) ) MASNIYAH BINTI MOKHTAR 23DLS22F1021
) ) ) ) ) ) ) ) ) Inward and outward operations refer to the responsibility of shipping agents responsible for shipment and cargo at ports worldwide on behalf of the shipping company. Ship agent will be the sole responsible for the ships entering and departing from the concerned port and will take care of all activities which required according to the procedures and regulations. There are four responsiblities which is customs clearing, forwarding and transportation,stevedoring and health clearance. INWARD / OUTWARD ) ) ) ) ) ) ) ) ) MASNIYAH BINTI MOKHTAR 23DLS22F1021
) ) ) ) ) ) ) ) ) The cargo manifest with all cargo information should be produced, prepared and duly approved by the ship owners, masters or agents with the port requirement. Its should be submitted to the port operators prior to the ship’s arrival. Must submit at least 24 hours before arrival. MANIFEST ) ) ) ) ) ) ) ) ) MASNIYAH BINTI MOKHTAR 23DLS22F1021
) ) ) ) ) ) ) ) ) An integrated shipping document (ISD) is a thorough and consolidated document that unifies disparate shipping-related data and supporting paperwork into a single, standard format. The ISD expedites the shipping process and makes it easier to follow logistics, handle finances, clear customs, and manage risk. It improves the overall effectiveness and openness of the shipping operations while streamlining documentation management and cutting down on paperwork. For example ; Bill Of Lading INTEGRATED SHIPPING DOCUMENT (ISD) ) ) ) ) ) ) ) ) ) MASNIYAH BINTI MOKHTAR 23DLS22F1021
) ) ) ) ) ) ) ) ) An Integrated import document (IID) would be used to expedite the import procedure, make documentation management easier, and guarantee that all data is gathered and easily accessible for import law compliance and customs clearance. This document will be send by forwarder/shipping agent to port operation. Process discharging/unloading goods from vessel. For example : Import Permit INTEGRATED IMPORT DOCUMENT (IID) ) ) ) ) ) ) ) ) ) MASNIYAH BINTI MOKHTAR 23DLS22F1021
) ) ) ) ) ) ) ) ) An Integrated Export Document (IED) would be used to expedite the export procedure, make documentation management easier, and guarantee that all data is centralised and easily accessible for export law compliance and customs clearance. Depending on the nations involved and the type of goods being exported, the IED's particular requirements may change. This document will be send by shipping agent to port operation for loading goods. For example : Export Permit INTEGRATED EXPORT DOCUMENT (IED) ) ) ) ) ) ) ) ) ) MASNIYAH BINTI MOKHTAR 23DLS22F1021
) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) ) TThhaannkk YYoouu By Group 5