TOPIC 5: PORT DOCUMENTATION PROCEDURES LECTURER NAME : PUAN UMIKALTHUM BINTI ZULKEFLY DPL50103 : PORT OPERATION MANAGEMENT
members of discussion meor afiq syamil bin azahar 23dls22f1005 nurul izzatul asmah binti abd khalim 23dls22f1039 losini a/p sivakumar 23dls22f1071 siti humairah binti zulkifli 23dls22f1011 muhammad faiz bin muhammad fuad 23dls22f1045 rishika a/p gengan 23dls22f1019
Port documentation refers to written information, specifications, and guidelines provided by a port authority or management entity detailing the facilities, regulations, procedures, and services available at a specific port. This documentation includes details such as port layout, berth specifications, operating procedures, safety and environmental regulations, customs and immigration procedures, port tariffs, and contact information. It is essential for ships' captains, shipping companies, and other stakeholders to understand and comply with the rules and procedures of a specific port, ensuring smooth and efficient operations within the port. Introduction to port documentation
purpose of documentation Standardize business practices It demonstrates professionalism It provides helpful guidance for performance Comply with federal, state, and local regulations The business can be more profitable
General Procedure of Preparing Ships for Entering Ports and Departure from Ports. Arrival at port" and Departure from port" are two extremely important aspects of a ship's voyage both these procedures (vessel arrival &departure are considered critical because a number of complexities involved with them 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 hos to plan and discuss all the matters that would be required for sofe berthing and carge operation of the ship at the port The officers in charge must use their knowledge and skills in order to ensure safe maneuvering and berthing of the ship Part and Cargo Handling Department will communicate with the shipping lines/vessel operators and the Parts Authority (PA) to agree on o berthing and discharged schedule.
VESSEL ENTRY / BERTHING AND DISCHARGED OPERATIONS General Procedures and Documentation for Berthing and Delivery
Before Berthing-Before Vessel Declaration Vessel must be declared in the Port Authority (PA) berthing meeting due to: Application to berth any vessel.- Submission of the copies of vessel manifest, ship entry notice (SEN), stowage plan, ship particulars, packing list and other related 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 BEFORE BERTHING-AFTER VESSEL DECLARATION Upon the Vessel Declaration, Agent should play their roles due to Attending operational meeting for plant/labor bookings, labor planning and 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.
UPON SHIP ARRIVAL Ship Supervisor to board the vessel with the vessel arrival declaration form with a fully geared of PPE after the Boarding Officers issued the Vessel Cert Request related docs from Captain [ship's particulars, stowage plan, ship discharge list manifest, last port of call list and any other relevant document as issued) Retrieve all docs from the vessel which is duly signed and stamped. Request related docs from Coptoin Chip's needs/requirements for supplies). Immediately inform the office when supplies are required. AT BERTH LOADING/DISCHARGED Supervisor on duty shall board the vessel every morning at 0700 hrs each doy of the stay. Required to use the Daily Discharge. Report Form to obtain the Remain on Board a.ka Remanent on Board a.k.a Remnant on Board (ROB) for immediate reporting and update. The Supervisor routinely board the vessel to supervise Stevedores on board
VESSEL ENTRY / BERTHING AND DISCHARGED OPERATIONS Ship Arrivals at Port and Departures from Port - Malaysias Maritime Procedures.
VESSEL ARRIVAL/ DEPARTURE REPORT 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 shipowners/seafarers report arrivals online at the port berthing area immediately. Officers and Staff on duty must ensure the Report of Ship Arrivals are as specified in the SCS User Manual CHECK-IN OF SHIPS AT THE PORT Officers and staff on duty must ensure: Each seafarer reports the arrival at the port by filling out the Check in Form/Check out Form (CIF/COF) before or immediately after the ship docks at the pier Make a review of the following original documents: 1. Crew List (if any) ii. Passport/Identity Card iii. Valid Ship Registration Certificate iv. Insurance Coverage and indemnity or valid financial guarantee v. Copy of Port Clearance (if applicable)
REGISTRATION OF DEPARTURE The departure process is carried out 7 days a week including public holidays Officers and staff on duty shall ensure the navigator complete the Check in Form/Check Out Form Retrieve the Seafarers Entry Pass, if foll to return the pass, it should be reported to Port Management VESSEL DEPARTURE PORT CLEARANCE Officers and staff on duty shall check the berthing, mooring, clean/fresh woter supply, wastes disposal services, site use, the use of slipway access and use of electricity supply All the activities above must be recorded in the CIF/COF as well as the Ship Log Book for the purpose of registration and collection record, Officers and staff on duty shall make review charges and make additional payment collections (if any) before the seafarer is allowed to do Port Clearance fees. (The calculation must be in accordance with the Federation Port Rules 1953)
malaysia maritime procedure User ID Request Each enforcement agency involved must apply to the relevant Terminal Operator to obtain the user ID of the officers involved using the form provided by the Terminal operator.User ID requests will be processed and approved within one (1) working day. Container detention Enforcement agencies can detain any container using a valid user ID in the Terminal System at any time . Application Special Service Request (SSR) The Shipping Agent involved needs to make an SSR request to the Operator Terminals at an immediate rate after finding out the container was detained by the Enforcement Agency for inspection purposes. Transfer of containers to checkpoints Terminal operator will move containers in the area Special detention to the checkpoint within 24 hours after receiving an SSR application on condition that the container has been in a special detention area and subject to the availability of a checkpoint in the warehouse. Inspection and Release of containers Inspection of FCL containers is carried out in the inspection center only. If Needless to say, the Enforcement Agency can open containers in warehouses managed by the Terminal Operator. Meanwhile, the inspection of containers with LCL status will be carried out in warehouses in the port area. Seizure of containers and cargo Once the inspection has been completed within 24 hours after the container has been transferred to the control centre and has been found regularly, the containers will be released through the Terminal System by the Enforcement Agency Officer who is holding the containment within 24 hour of the completion of inspection.
DOCUMENTATION FOR BERTHS AND OPERATIONS Documentation for berth and arrival at a port typically includes detailed information about berthing procedures, such as berth specifications, requirements for approaching and mooring at the berth, safety regulations, and any specific instructions or protocols that need to be followed upon arrival. This documentation also includes information about the facilities available at the berth, such as shore power, fresh water supply, and waste disposal facilities. Additionally, it may outline any customs, immigration, and port authority procedures that need to be completed upon arrival, as well as any documentation that needs to be submitted or permits that need to be obtained.
1.documentation for berth Documentation that needed to inform terminal manager that vessel already arrived and ready to berths. A vessel can only take a berth if the operation department is fully advised to the terminal manager. 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 Notice arrival 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. Special Provisions for "Cargoes of Particular Hazard" Ships navigating and carrying cargoes of particular hazard should comply with the Code of Federal Regulations 126.3.
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. 2.ship working
3.application for direct delivery Application for direct delivery goods to owner or agent through terminal manager operator and custom officer. An online application/written form by the shipowner/agents by entry into or keying in of data in the appropriate forms for such services by using of the port system. Receipt by the terminal manager from the system, of adequate written notification of the expected date and time of arrival of such vessel.
documentation for vessel entry / departure
documents of vessel entry/ departure Application for Direct Delivery CPL (Container Packing List) EIR (Equipment Interchange Receipt) CMO (Container Movement Order) Inward Tally Sheet Manifest ISD (Integrated Shipping Document) IID (Integrated Import Document) IED (Integrated Export Document)
THE DOCUMENTATION FOR RECEIPT DELIVERY ORDER (DO) ELECTRONIC DO (E-DO) CONTAINER PACKING LIST (CPL) EQUIPMENT INTERCHANGE RECEIPT (EIR) REQUEST OF TRANSPORT (ROT) CONTAINER MOVEMENT ORDER (CMO) CONTAINER DAMAGED REPORT (CDR) INWARD/ OUTWARD MANIFEST INTEGRATED SHIPPING DOCUMENT (ISD) INTEGRATED IMPORT DOCUMENT (IID) IED (Integrated Export Document)
1.DELIVERY ORDER (DO) 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-DO can be check in the port system. 2.ELECTRONIC DO (E-DO) 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 (DO), which issued by the carrier/shipping electronically to the port terminal.
3.CONTAINER PACKING LIST (CPL) Also 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 hands over required documents to port) to pick up or deliver the containers. . 4.EQUIPMENT INTERCHANGE RECEIPT (EIR) Packing 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.
5.REQUEST OF TRANSPORT (ROT) An official document as known as the container release order (CRO) is given by the shipping line to the shipper (the exporter) / forwarding agent. This gives the authorization to pick up the empty containers at the designated depot using a nominated trucker. 6.CONTAINER MOVEMENT ORDER (CMO) 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. This document state whether the container which should transported required special handling or not.
7.CONTAINER DAMAGED REPORT (CDR) A document that describes and establishes a value for damage to a shipping container aboard a shipping vessel. Container Damaged Report (CDR) will be issued to the visibly damaged discharging container. The CDR must be endorsed by vessel’s master. 8.INWARD/ OUTWARD 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.
9.MANIFEST 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. 10.INTEGRATED SHIPPING DOCUMENT (ISD) Electronic Data Interchange is the computer to-computer exchange of business data and documents between companies using standard formats recognized both nationally and internationally. The information used in EDI is organized according to a shipping document set by both companies participating in the data exchange.
11.IID (Integrated Import Document) Use when sending the goods directly to customer or transfer the import goods to warehouse for a while. Normally, this document will be send by forwarder/shipping agent to port operation.Process discharging/unloading goods from vessel. 12.IED (Integrated Export Document) Electronic Data Interchange is the computer to-computer exchange of business data and documents between companies using standard formats recognized both nationally and internationally. This document will be send by shipping agent to port operation for loading goods.
example of document