Table 3 Ideal world versus real world and changes required
From: A systems approach to developing a port community system for South Africa
Conceptual model activities | Real world | Change action plan |
|---|---|---|
Importer places shipment order from exporter via PCS | Importer places shipment orders via phone, email or fax, manually loaded on Maximo an enterprise resource management system | Appointment of cross-functional and multi-stakeholder teams to drive implementations |
Exporter appoints freight forwarder to manage inland logistics—importer, exporter and freight forwarder share information on PCS | The exporter appoints a freight forwarder to manage inland logistics via fax or mail and document shared on EDI | Probe for government support regarding technical infrastructure requirements for PCS |
The freight forwarder engages consolidators for container space, shares information on PCS, and engages Ship Agency to charter the ship | Similar information is manually captured on different ICT platforms and sent via emails to different players in the chain | Pursue buy-in from top management of organizations that do business in the ports |
The freight forwarder engages with the customs broker regarding information that is shared on PCS | The freight forwarder appoints a consolidator that operates on the different ICT systems. Documents are faxed or emailed | Facilitate discussions regarding PCS with all port stakeholders to consolidate shared benefits |
The terminal operator communicates on the PCS stack opening and closing | Freight forwarder appoints inland logistic transporter to manage cargo transfer from inland to ports. Information and documents are manually shared | Categorize port users by their needs and classify them in order of priority |
Between freight forwarders and road/ rail carriers, cargo is transferred from the hinterland to ports | The exporter or freight forwarder appoints a ship agent via phone, fax or email to charter the ship on behalf of the exporter | Research and design suitable, reliable and secure PCS to be implemented |
Ship agent books the berthing slot from Port Authority on PCS | The ship agent charters the ship, books a slot via IPMS, and arranges cargo operation via NAVIS. Documents are shared via EDI. Contacts stevedoring company manually | Allocate resources and funding for the implementation of PCS |
National Ports Authority accepts vessel booking and allocates resources for the vessel’s berthing | Ship agent communicates ETA/ ETD via IPMS with NPA and communicates with the terminal via NAVIS whilst sending documents via EDI | Identify training requirements and train all port users to facilitate the smooth adoption and implementation of the PCS |
The ship Agent shares ships’ details, ETA/ ETD, and cargo documents via PCS and the system sends notifications to port health and Systems application and product (SAPS) regarding their visits | Agent arranges stevedoring company and lashing/unlashing gangs via phone, fax or emails. Documents are shared manually | Start implementing the PCS |
On vessel arrival, port health and SAPS perform their function; the vessel is docked, and cargo operations commerce and vessel operation progress are shared via PCS to ensure seamless cargo working | Port health and SAPS are informed about ship visits via phone, fax or email | Not applicable |
On vessel operation completion, notifications are shared via PCS and the ship sails to the next port of call | Ship agent requests cargo clearance via fax or mail | Not applicable |
Not applicable | Cargo booking in and out of the terminal is made on NAVIS, whilst cargo documents are shared via EDI. Between terminal, shipping line and road/ rail carriers | Not applicable |
Not applicable | Vessel operation is monitored on NAVIS/ SPARCS container booking system between the terminal, ship agent, or ship line and progress is communicated manually with Port Authority and carriers | Not applicable |
Not applicable | Once the cargo operation is completed, ship agent books marine resources via IPMS and confirmation is also via IPMS | Not applicable |
Not applicable | Ship sails to the next port of call | Not applicable |