Pcs System Study

8/9/2019 Pcs System Study

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Cent ra l ized Web Based

Port Com m uni t y Syst em

(PCS)

Indian P orts AssociationIst Floor,

NBCC Building,Bhisham Pitamah Marg,

New Delhi - 110003

National Informatics CentreDepartment of Information Technology

Ministry of Communication & ITA-Block, CGO Complex

New Delhi 110003

System Study Report(NIC-PCS-SSR)

N o part of t his document shall be reproduced w it hout prior permission ofD irector General ,

N ati onal I nf ormati cs Cent re


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Cent ra l ized Web Based

Port Com m uni t y Syst em

(PCS)

Prepared by Port Community System Division

Reviewed by Project Manager, PCS

System Study Report(NIC- PCS-SSR)


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National Informatics Centre System Study Report i

NIC-PCS -SS R Version 2.0 Rel ease Date:17/03/2005 Copy 1 of 4

Amendment Log

VersionNo.

ReleaseDate

ChangeNumber

Brief Description SectionsChanged

0.1 26-11-2004 - Draft Release ----

1.0 20-12-2004 - System Study Report

2.0 17-03-2005 - Changes in chaptersafter discussions with

IPA, JNPT and MBPT

--


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National Informatics Centre System Study Report ii


Table of contents

Topics PageNo

Preface v

1. Introduction 1

1.1 Project Background 1

1.2 Project scope 2

1.3 Purpose of the document 3

1.4 References 41.5 Definition/Glossary 5

2 System Study Overview 9

2.1 Scope of the Study 9

2.2 Objectives of the Study 10

2.3 Approach to the Study 10

2.4 Constitution of Team 13

2.5 Period of Study 14

3 Role of the Stakeholders 15

3.1 Stakeholders 15

3.2 Role of Stakeholders 16

4 Ports 25

4.1 Mumbai Port Trust 25

4.1.1 Introduction 25

4.1.2 Information Flow Process 26

4.1.3 Information Exchange amongst Port &trading partners

42

4.2 Jawahar Lal Nehru Port Trust 58

4.2.1 Introduction 58

4.2.2 Information Flow Process 59

4.2.3 Information Exchange amongst Port &trading partners

65

4.3 Process Flow 69

4.4 Comparison of the Working of MBPT & JNPT 92


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National Informatics Centre System Study Report iii


5 Shipping Agents 95

5.1 Introduction 95

5.2 Information Flow Process 95

5.3 Information Exchange amongst Port &

trading partners

100

5.4 Difference in Mumbai & JNPT port 107

6 CHA/ Importers/ Exporters 109

6.1 Introduction 109


6.3 Information Exchange amongst CHA andTrading Partners

111

6.4 Difference in Mumbai & JNPT Port 111

7 Container Freight Station 113

7.1 Introduction 1137.2 Information Flow Process 113

7.3 Information Exchange amongst CFS andTrading Partners

117


8 CONCOR 121



8.3 Information Exchange amongst CONCORand Trading Partners

123


9 Surveyor 125



9.3 Information Exchange amongst Surveyorand Trading Partners

130


10 Transporter 133



10.3 Information Exchange amongst Transporter

and Trading Partners

136


11 Banks 139



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National Informatics Centre System Study Report iv


11.2 Information Exchange amongst Bank andTrading Partner

139


12 Immigration 143


12.2 Information Exchange amongstImmigration and Trading Partners

144

13 Port Health Organisation 145


13.2 Information Exchange amongst PHO andTrading Partners

146

14 Suggestion/ Feedback and Expectations 147

15 Observations of the Study Team 153


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National Informatics Centre System Study Report v


Preface

National Informatics Centre(NIC) and Indian Ports Association(IPA)

have signed a Memorandum Of Understanding for implementation of

Centralised Web Based Port Community System. The role of NIC is to

study the working of the stakeholders of the port community and

prepare a system requirement document. On the basis of this

document, the functionality/requirements of the PCS will be

formalized. NIC will evaluate the available PCS solutions and select the

appropriate one suiting the requirements.

The study team would like to place on record its sincere thanks for all

the support and help provided by the officers of IPA, Mumbai and JNPT

Port Trusts for the study. The team would also like to sincerely thank

all the stakeholders who spared their valuable time and provided

inputs/feedback for completing the study.


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National Inf ormatics Centre System Study Report Page 1 of 153

NIC-PCS -SS R Version 2.0 Rel ease Date :17/03/2005 Copy 1 of 4

Chapter 1

Introduction

1.1 Project Background

Challenges facing the ports today are not only related to the quantity

but also the quality. The continuous progress of shipping business due

to globalization is exerting pressure on ports to reduce terminal costs

and to improve operational efficiency. Moreover, international transport

management has been rapidly changing from fragmented approach by

key players to integrated logistics system to meet the needs of the

stakeholders.

In view of this, it is imperative for the agencies involved in the

maritime chain to interact and exchange information in a timely

fashion.

As an emerging power, India is also poised to see large volumes of

goods flowing through its ports and container handling facilities. Most

of the trading partners transacting with Indian ports still depend upon

traditional paper intensive processes. To be competitive in the

international market, introduction of electronic business infrastructure

has become mandatory.

Indian Ports Association constituted a sub-committee to go into the

need for establishing a centralized web based Port EDI Community

System (PCS) for all the major ports of India. The sub committee


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formed a Technical Committee, which submitted its report on 10th June

2004. As per the recommendations of the committee, NIC has been

appointed as the Technical Consultant and NIC and IPA signed an MOU

on 14th October 2004.

1.2 Project Scope

The proposed system is intended to integrate the electronic flow of

information across the trading partners involved in maritime transport

chain through a common interface with Port Community System as a

hub.

The objectives of the proposed centralized web-based Port Community

System (PCS) are to -

Develop a centralized and intelligent electronic messageswitching facility to and from the community members including

Ports, Shipping Lines, Shipping Agents, Terminal Operators,

Customs House Agents, Importers/Exporters, Stevedores, CFS,

CONCOR, Surveyors, Road Transport Operators, Banks,

Insurance, Customs, PHO, Immigration etc.

Maintain a centralized database to improve track and traceefficiency and shipment/ service visibility.

Use the centralized database as a repository for research andanalysis.

Develop web-based application to access and support theinformation of the central database and common processes in


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secure fashion. This would provide a single source and

integrated standardized process for information exchange with

links to the systems at the Ports and other stakeholders.

To meet the above objectives, it is proposed to evaluate the available

and operational systems in international ports and select the most

suitable solution. The selected system will then be customized by the

vender to meet the requirements of the Indian Ports community.

The implementation will be done in phases first at the pilot sites -

Jawaharlal Nehru Port Trust (JNPT), Mumbai Port Trust (MBPT) and

Nhava Sheva International Container Terminal (NSICT) and after the

successful implementation, the system will be extended to the other

ports.

1.3 Purpose of the Document

NIC conducted the system study at the JNPT, NSICT and MBPT tounderstand the information flow among the stakeholders. The report

contains the finding of the study team.


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1.4 References

S.

No.

Title Publisher/

Author

Version Release

1 Interim Report on proposed

Centralised Web Based EDI Port

Community system

IPA May, 2004

2 Report on proposed Centralised

Web Based EDI Port Community

system

IPA June, 2004

3 Project Management Plan

Template

NIC Feb, 2004

4 IEEE Std. 1233, 1998, IEEE Guide

for Developing System

Requirement Specifications

5 Project life Cycle Document NIC Feb, 2004


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1.5 Definition/ Glossary

Term/Abbreviation

Description

AMTOY Association of Multi Model Transport Operators of India

APEDA Agricultural and Processes Food Products Exports

Development Authority

BCHAA Bombay Custom House Agents Association

CDC Central Documentation Centre

CFS Container Freight Station

CHA Custom House Agent

CI Configuration Items

CIAE Confederation of Indian Apparel Exporters

CII Confederation of Indian Industries

CLP Container Loading Plan

COARRI Container Arrival Report

CODECO Container Gate-in Gate-Out Report

CONCOR Container CorporationCSLA Container Shipping Line Association

CWG Container Working Group

DO Delivery Order

EDI Electronic Data Interchange

EIR Equipment Interchange Report

EO Entry Outward

EXP Exporters

FCL Full Container Loaded

FFFA Federation of Freight Forwarders Association of India

FIEO Federation of Indian Exporters Organization

FWG Finance Working Group

GDL Gateway Distriparks Ltd


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HDFC Housing Development and Finance Corporation

ICT Information and Communication Technologies

IEEE Institute of Electrical and Electronics Engineers

IGM Import General Manifest

IMP Importers

INSA Indian National Ship Owners Association

IPA India Ports Association

ITWG Inland Transport Working Group

JNPT Jawaharlal Nehru Port Trust

LCL Less Container Loaded

MANSA Mumbai and Nhava Sheva Shipping Agents Association

MBPT Mumbai Port Trust

MHVICOA Maharashtra Heavy Vehicle and Inter-State Container

Operators Association

MLO Main Line Operators

MMD Mercantile Marine Department.

NIC National Informatics Centre

NSCOWA Nhava Sheva Containers Operators Well-Fare Association

NSICT Nhava Sheva International Container Terminal

PC Port Clearance

PCS Port Community System

PD Personal Deposit

PHO Port Health Organisation

PMP Project management Plan

PO Preventive Officer

RR Rail Receipt

RWG Regulatory Working Group

SA Shipping Agents

SBI State Bank of India

SC Steering Committee

SL Shipping Lines


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SRS Software Requirement Specifications

SWG Shipping Working Group

TEU Twenty Equivalent Unit

TP Transshipment Permit

TWG Technical working Group

VIA Vessel Identification Advice

WISA Western India Shippers Association

XML Extensible Markup Language


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Chapter 2

System Study Overview

2.1 Scope of the Study

IPA has identified two Indian major ports MBPT and JNPT as the pilot

sites for implementation of PCS. NIC initiated the study in these ports

with the intent to understand the interaction and information exchangeamong the stakeholders namely Ports, Shipping Lines, Shipping

Agents, Terminal Operators, Customs House Agents, Banks etc.

The objective was to understand the operations of these stakeholders

and their communication with each other at different stages in the

maritime chain. The role and functioning of each stakeholder are

identified along with the information exchange with the otherstakeholders. The stakeholders covered under the study are :

Ports Shipping Lines Shipping Agents Terminal Operators Custom House Agents/Importers/Exporters Stevedores Container Freight Stations CONCOR Surveyors


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Road Transport Operators Banks Insurance Customs PHO Immigration

2.2 Objectives of the study

The main objectives of the systems study are to:

Understand the functioning of the stakeholders

Identify the information exchange among the stakeholders alongwith the mode and frequency

Identify the current status of the ICT infrastructure andapplications

Identify shareable Information requirement with respect to thecentralized database

2.3 Approach to the Study

After the identification of the stakeholders, the working groups were

formed for different categories of the stakeholders. The following

working groups were constituted in meetings held at Mumbai Port and

JNPT on 19th and 20th October 2004 respectively:


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Sh ipp ing W ork ing Group :

Members: Shipping Agents

Vessel Agents

Surveyors

Ship Owners

MANSA

INSA

Co n ta i n e r Wo rk i n g Gro u p

Members: Terminal Operators

Container Freight Station

Container Shipping lines

MLO

FLO

Cargo Wor k in g Grou p

Members: Custom House Agents

Importers/Exporters

Freight Forwarders

Stevedores

CHA Association

Confederation of Indian Industries

I n l a n d Tra n s p or t w o rk i n g Gro u p

Members: Container Corporation of IndiaRailways

Multimodal Transporter Organization

MHWTA

AMDOI


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The study team, after the preparation of the draft report, had again

interacted for the feedback/confirmation of the recording.

2.4 Constitution of Teams

National Informatics Centre

Shri A.S. Sastry, Senior Technical Director and Project Manager Shri Dayanand, Technical Director Shri Pawan Kumar Joshi, Technical Director Shri Prashant Thete, Technical Director Shri Laxmikant Garje, Systems Analyst

Indian Ports Association

Shri Victor Thangadurai, Consultant IPA Shri Rajeev Puri, Deputy Director(EDP), IPA

Jaw ahar Lal Nehru Port Trust

Shri R K Gurav, Manager(Systems) Shri Unmesh Dahake, Superintendent

Mumbai Port Trust

Shri V.S. Kulkarni, Manager (Operations) Shri Umesh, Deputy Manager(Systems)


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2.5 Period of Study

The study was conducted during 25th October - 3rd November 2004

and 3rd

November - 10th

November 2004 at JNPT, NSICT and MBPTrespectively.

The details of the agencies studied/interviewed are given below.

Agency Description

JNPT/ NSI CT

Port JNPT / NSICTShippingLine/Agent

P&O Ned Lloyd,Sea world Shipping and Logistic Pvt Ltd

CFS ULA Container Freight Station,Dronagiri Gateway Distriparks Ltd,Dronagiri

CHA Kheemji Punja

PHO Port Health Organization

BANK HDFC, Port Users Building

CUSTOMS Jawaharlal Nehru Customs House, JNPT

CONCOR CONCOR, JNPT.MBPT

Port MBPT

Shipping

Line/Agent

Maritime Services Private Ltd.,

MSC Agency(India) Pvt. Ltd.,All Cargo Movers India Pvt. Ltd.

CHA Perulekars Shipping Private Ltd.,

Delux Shipping

Octroi Local Octroi Office

Bank State Bank of India, Port Campus

Customs MBPT Custom House

Surveyors Ericcson & Richards, Master Marine Surveyors

Transporter Speedways Transporters


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Chapter 3

Role of the Stakeholders

3.1 Stakeholders

As mentioned earlier, the stakeholders identified after the discussions

were:

Ports Shipping Lines Shipping Agents Terminal Operators Custom House Agents/Importers/Exporters Stevedores Container Freight Stations CONCOR Surveyors Road Transport Operators Banks Insurance Customs PHO Immigration


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It was observed that the Ports, Shipping Agents/Lines, CFS Operators,

Customs, CHAs/Importers/Exporters, CONCOR and Banks are the main

players in the PCS.

3.2 Role of the Stakeholders:

Ports

The port operations start with the intimation of Vessel arrival by the

shipping agent and ends with the sailing out of the vessel after the

discharge and loading of the cargo. Allotment of berth, piloting vesselsin and out of the port, providing other vessel related services,

preparation of yard plan for managing export/import

Containers/Cargo, providing services for containers/cargo loading and

discharging, movement of the cargo from vessel to yard and vice versa

are some of the major activities of the port. In the process, it deals

with Shipping Lines, Shipping Agents, CHA, Stevedores, CFS

operators, CONCOR, Banks, Surveyors, Customs, Immigration, PHOand a number of other agencies for day-to-day operations.

Shipping Line/ Agent

The shipping Agent provides the services on behalf of their principals.

Principals are usually the ship owners or the charterers of the vessel

on whose behalf the shipping agent operates. The main services theshipping agent provides are:

Arrangements and formalities regarding ship arrival, berthing,discharge/loading and departure of the vessel


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Co-ordinate with port, customs and other regulatory bodies likePHO, Immigration etc.

Manage the procuring and processing of documents for load/dispatch of cargo.

Co-ordinate with the activities of CHA/Importers and Exporterswith respect to Exports and Imports

Provide timely information to agencies involved in the maritimechain with respect to the vessel, containers and cargo

Terminal Operators

In some ports, terminals are leased out to private parties for operating

the terminal on BOT or similar basis. The terminal operator manages

the receipt, storage, loading, discharge and delivery of containers/

cargo within the terminal. While they collect the terminal handling

charges and dwell time / storage charges, the vessel services and the

vessel related charges are collected by the ports.

CHAs/ Importers/ Exporters

The CHAs main job is to guide the Importer or Exporter for clearing ofconsignment with respect to documentation, liaison with different

agencies involved in international trade, namely - Exporter, Importer,

Customs, Shipping Agents, Surveyors, CFS Operators, Banks,

Transporters, etc..


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The CFS operators also arrange Stevedoring services for the

consignment. Similarly, they also arrange transportation services for

shifting containers from Port area to CFS. Thus the CFS deal with -

Port, CHA, Bank, CONCOR, Importers, Exporters etc. for various

trading activities.

Container Corporation of India (CONCOR)

The CONCOR acts both as a custodian of cargo and also as an agency

for transporting the containers to/from the gateway port from / to the

Inland Container Depots (ICDs). The main trading partners of

CONCOR are shipping agents and ports.

Surveyors

The Surveyors role is basically to survey the vessel, container and

cargo and send the report to the shipping agent or the Port (If

appointed by Port).

The Surveyor works on behalf of the port as well as of the shipping

agent. Port also hires the services from time to time for specific

activity. The port issues a formal letter for the survey activity to be

performed. In most of the cases, the representative of the shipping

agent, port and the surveyor, performs the survey jointly.

The surveyors usually prepare following reports on behalf of shipping

agent:


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Draft Survey Report, Cargo Damage Survey Report, Container Damage Survey Report Equipment Damage Survey Report. Refrigerated container report

These reports are submitted to the port/shipping agent. The survey

reports are used for ascertaining the damages. It is not binding on the

port to accept the report submitted by the Surveyor and the port can

appoint its own surveyor and get the survey redone.

The surveyors also monitor the stevedoring activities and co-ordinate

stuffing/de-stuffing, movement of containers/cargo and

loading/discharging.

Transporters

The transporters deal with - Shipping agents, CFS operators, Port and

CHA. It is the responsibility of the CHA to transport the export

consignment to the CFS or custodian. After getting the customs

clearance, the transporters engaged by Shipping Agent or CFS moves

the containers to the Port yard. The transporters engaged by the Port

move the containers from yard to the vessel in the case of exports and

vice versa in the case of imports.

The Shipping Agents provides an Advance Import List of containers to

the transporter for shifting the same from the port area to the

designated CFS and vice versa for the Export containers. The

transporters are involved in shifting the empty containers from CFS to


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Empty Container storage yard and vise versa. Communication

amongst the Transporter and other stakeholders is through the

telephone or fax or as e-mail messages.

Banks

The stakeholders make the payment of service charges through the

bank. Major portion of the transactions takes place between the

Shipping Agent and Port.

The bank transactions between other stakeholders like shipping agent

and CHA, Importers, Exporters are mostly through the conventional

methods like cheques and drafts or the direct transfer of amount

through the internet banking.

Insurance

Exporters/Importers/CHA approach the Insurance Company for

insurance of their cargo. The Exporters/Importers/CHA are required to

provide the vessel particulars like the make of the vessel, year of

make etc. to the insurance company. The premium is dependent on

the age of the vessel and for the vessels older than 15 years extra

premiums are charged. The Importers/Exporters in turn approach the

shipping agent for the vessel profile.


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Customs

The main functions of Customs are:

Collection of duties on imports and exports as per Customs laws

Enforcement of provisions of the Customs Act governing importsand exports of cargo, baggage, postal articles and arrival &

departure of vessels, air crafts etc.;

Prevention of smuggling including interdiction of narcotics drugtrafficking;

Customs grants entry inward permission for the vessel and clear goods

for both import and export on the request of the shipping agent/CHAs.

The shipping agent files the IGM with the customs on the basis of

which entry inward permission is granted. The CHAs file the Bill of

Entry and shipping Bill for Imports and Exports cargo respectively. The

Customs conducts the examination of the cargo and allow/export after

payments of duties. The stuffing/de-stuffing of the containers takes

place in the presence of custom officers. Port also needs to provide

continuous information to the Customs on the status of vessel and

cargo.

Immigration

The role of Immigration officer is to give clearance certificate to the

Vessel operators and crew-members. Without proper certificate, the

crew-members cannot leave the Vessel or land on the port.


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For getting a certificate from the Immigration Department, the

Shipping agent submits an application to the Immigration officer with

respect to Vessel name, Voyage number, Vessel arriving from, Time,

Date, Berth number and Sailing destination and thereafter the

"Immigration certificate" is issued. The certificate is valid up to the

sailing of vessel and one copy each will be given to the Master of the

Vessel, the Port authority and Shipping Agent.

Port Health Organization (PHO)

The role of PHO is to issue certificate to the vessel operators and

crewmembers.

For getting a certificate from the PHO, the Shipping agent submits an

application to PHO with respect to Vessel name, Voyage number,

Vessel arriving from, Time, Date, Berth number and Sailing destination

and accordingly the PHO issues a "Certificate of Health Inspection ".

The certificate is valid up to the sailing of vessel and one copy will be

forwarded to Customs for granting port clearance and two copies will

be handed over to Boarding pilot for granting clearance by the port

authority. The Master of Ship arriving from ports outside the territory

must render "Maritime Declaration of Health" certificate. The PHO

issues a certificate with respect to Medicine, Medical Stores and

Appliances, which are carried by the Master of the Ship. On arrival,

the PHO also issues de-ratting exemption certificate to the vessel,which is valid for six months.


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Chapter 4

Ports

4.1 Mumbai Port Trust

4.1.1 Introduction

Port of Mumbai has long been the principal gateway of India. Over

the years it has played a dominant role in developing the country's

trade and commerce. Its rise to eminence was due to its strategic

location, situated almost midway along the west coast of India. The

port is gifted with a natural harbour providing ample shelter for

shipping throughout the year.

Mumbai Port has three enclosed wet docks namely Indira, Prince's and

Victoria Docks. For handling Crude and Petroleum products, there are

four jetties at Jawahar Dweep an Island in the Mumbai harbour.

Chemicals and Products are also handled at Pir Pau.

Mumbai port handles all kind of cargo including containers, break bulk,

bulk and liquid cargo. Mumbai port has the facilities for anchorage,

pilotage, berthing, storage , dry dock and port railways.

(http://www.mumbaiporttrust.com)


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4.1.2 Information Flow Process:

As mentioned earlier, Mumbai port handles all type of cargo. The

following is an overview of the port operations from the vessel

intimation, berthing, loading/unloading of cargo till the sailing out of

the vessel.

1. Shipping agent submits Vessel Profile to the Port for registration.For already registered vessels, the profile needs to be submitted

every six months or whenever there is change in the profileof

the vessel.

2. After the availability of the expected arrival time, the shippingagent applies for Voyage Registration by providing the vessel

details along with the expected time of arrival.

3. The port registers the voyage and generates a unique Vessel CallNumber (VCN Number). VCN Number is required to uniquely

identify each voyage.

4. After the registration of the voyage, shipping agent requests thecustoms for the rotation number, which is allotted. The rotation

number is sent to both the shipping agent and the port.

5. Only after getting the rotation number, the shipping agent canfile for the Export General Manifest (EGM) on the basis of the

rotation number in the case of exports..

6. In the case of Imports, the shipping agent directly files theImport General Manifest (IGM) containing the Cargo Manifest,


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Container Details along with the Vessel Profile. Customs

allocates the IGM Number and the same is forwarded to the

ports and the shipping agent as a message. The shipping agent

carries the endorsed physical copy to the port.

7. After the availability of the exact arrival information, theshipping agent provides the Berthing Application/Pilot Application

containing arrival schedule, cargo details and the dimensions of

the vessel.

8. In the mean time, the shipping agent also obtains the PHOcertificate, PQ (Plant Quarantine Certificate), MMD (Mercantile

Marine Department) and Immigration clearance for the crew and

the vessel from the agencies concerned.

9. The shipping agent also submits the hazardous cargo declarationalong with the special instructions for handling the hazardous

cargo.

10. Shipping Agent submits the certificates mentioned above andapplies for the entry inward permission to customs. The

permission is forwarded to the shipping agent and the port as an

electronic message by the customs.

11.

A meeting (Operations Group Meeting) is conducted for shippingagents by the port. The allotment of berth is carried out in the

OG Meeting and other problems related to the operations are

discussed and sorted out.


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12. In the mean while, the shipping agent makes the self-assessment of the port charges & services as per the applicable

port tariff and makes the advance payment at the bank after

verification of the assessment from the port authorities. The

shipping agent makes the payment for the port, vessel,

stevedoring and the container charges. Bank endorses the self-

assessment form after the receipt of the charges. The copy of

the endorsed form is submitted by the shipping agent to the

port.

13. In the OG meeting, the resource request is also discussed andthe allocation is made as per the Bay/Stowage Plan and the

Berthing/Pilot Application provided by the Shipping Agent.

14. As the stevedoring activities are handled by the port itself, theuser is not required to give any separate request for resources.

The port allocates the resources like gang, cranes etc.

15. If there is shortfall of the resources with the port, the same isinformed to the shipping agent and he is allowed to arrange from

private resources.

16. Shipping Agents have been allotted specific location in the yardfor handing cargo. The port assigns the agent code and line code

along with the nominated site.

17. The Main Cargo, which is handled at Mumbai Port are

Break Bulk Cargo (General Cargo)


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Bulk Cargo (Like Sugar, Wheat Coal etc.) Liquid Cargo Containerized Cargo

The following is the brief of operational process for Imports/Exports of

General cargo (break bulk, dry bulk, liquid) and containers.

Genera l Carg o Opera t ions

Import Cycle:

1. The unloading of the cargo takes place as per the IGM.

2. The port provides the tally sheet of the cargo discharged fromthe vessel to the shipping agent.

3. The Stevedoring Report is also given to the shipping agent inhard copy containing the summary of cargo discharged,

resources used, labour used and any other damage/accidents

related to the cargo.

4. Shipping Agent issues a Delivery Order (DO) to the CHA forclearance of his consignment from the customs authority. The

CHA files the Bill of entry with the customs and pays the duty.

5. The Port collects the octroi charges on behalf of the MumbaiMunicipal Corporation (BMC). The CHA makes the payment

toward Octroi, stamp duty, wharfage and demurrage charges.

Warfage and demurrage charges are paid through the personal

deposit account maintained by the CHA with the port.


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6. After the customs examination and grant of out of charge, thedelivery is allowed. The consolidated gate out report is sent to

the shipping agent for the consignments, which are delivered or

passed out of the gate.

7. At present, the shipping agent/CHA is not informed of themovement of consignment to the warehouse.

8. In case of the dry bulk and liquid cargo, no tally sheet isprepared and the surveyor verifies the quantity unloaded. In

case of dry bulk cargo, Port maintains the sling-wise tally, which

is reconciled with the draft survey report of the surveyor.

In case of liquid cargo, Surveyor prepares the initial vessel/tank

survey report and submits to the port. Direct delivery is made

and after the complete discharge of the cargo, the surveyor

submits the final vessel/tanks survey reports.

9. Port draws a Cargo Out-Turn Report, which records the deliveryof cargo from ship. The report is sent to the customs and the

shipping agent.

10. In the II and the III outturn report, short landed cargo, landedbut missing and excess landed cargo are declared by comparingthe tally sheet, IGM and the physical availability.


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11. In case of excess landing of the cargo, the SA files thesupplementary IGM with the customs and the delivery is allowed

accordingly.

12. The CHA applies for Log Entry for locating the cargo. After thelog entry, the demurrage charges are not levied. The port tries

to locate the cargo. If located, the delivery is made otherwise

the CHA applies for the short landing certificate from the

Customs.

Export Cycle:

1. Shipping Agent requests for the space allocation in the shed forallowing the carting of the cargo.

2. CHA gives the Carting Application containing the details of Vessel#, shipping agent, Voyage #, Expected Time of Arrival, Cargo

Type, Expected location. The permission is granted manually and

the CHA/Exporter is allowed to bring the consignment.

3. The CHA files the Shipping Bill with the customs and brings thecargo against the individual Shipping bill.

4. The CHA is allowed to bring the cargo 30 days in advance forconsolidation in the pre-shipment area. The carting application is

given by the CHA and the permission is obtained from the port.

On the basis of the permission, the cargo is allowed to enter

inside the pre-shipment area. Before the berthing of the vessel,

the cargo is allowed to be moved from pre-shipment area to

shed.


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5. From the pre-shipment area the consignment is moved to theDock three days prior to the vessel berthing.

6. The cargo is moved to the shed on the basis of the dock planand the CHA is informed about the same by the port.

7. The port gives the total cargo received information (ExportCargo Register) to the shipping agent containing the exporter

wise cargo received for the Shipping Agent.

8. The shipping agent applies to the customs for entry outwardprior to the loading of the vessel. After the entry outward is

granted, the loading can take place.

9. After the SB with LEO are produced, the cargo is loaded on thevessel. Hatch wise tally sheet and Stevedoring report is

produced after the loading by the port and given to shipping

agent.

10. The Vessel Master produces the Mate Receipt, which is aconfirmation of what is loaded on the ship. The receipt is given

to the port. Port returns the mate receipt to the CHA after the

port charges are paid.

11. The shipping agent forwards an application to the customs forport clearance prior to the sailing.


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12. The port then produces a Shut Out Report on what could not beloaded to the vessel. The CHA can either take the cargo back to

town or can send it by another vessel. If the cargo will be sent

by another vessel, the CHA applies to the customs for

amendment to the rotation number and the shipping bill. After

the amendment is sanctioned, the cargo can be sent by another

vessel.

13. To take the cargo back to town, the CHA files an application withthe customs. After the permission is granted, an electronic

message is generated and send to the port. After the charges

are paid, Port issues gate pass to the CHA to take the

consignment back to town.


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Cont a iner ized Cargo Opera t ions

Mumbai Port itself handles the CFS activities. The surveyor appointed

by the shipping agent monitors the loading and discharging of the

containers from the vessel and prepares the tally sheet on behalf of

the agent.

Import Cycle

1. The Shipping Agent files the IGM with the customs and therotation number is allocated. Before filing the IGM, the shipping

agent should ensure to obtain the line code and vessel code from

the port.

2. The Shipping Agent submits the Container Advance List and theBay Plan of the containers in the Ship to the port for unloading

the containers. The shipping agent also provides the Hazardous

Cargo information and special instructions for handling the

containers.

3. The Advance Container List and the Bay Plan is used by the Port(Stevedore) to plan the discharging operations.

4.

The resources are allocated as per the request and the shippingagent pays the advance vessel and container charges to the

port.


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5. The containers are unloaded from the vessel and the tally sheetis prepared by the port and given to the shipping agent. The port

also sends the tally report to the customs.

6. The containers are moved to the Container Yard (CY) and theyard plan and the location of the containers is informed to the

shipping agent for planning the movement of containers.

7. The containers can either be moved to ICD on Sub ManifestTransshipment Permit (SMTP) or the direct delivery to the

CHA/Importer or can be taken to the nominated CFS by the

shipping agent.

8. In case of transshipment, the shipping agent obtains thetransshipment permit from the customs. If the containers are to

be sent by road, the shipping agent sends intimation to its

transporter to move the container to the ICD location. The port

issues the gate pass to the shipping agent and the containers

are moved under the customs escort.

9. CONCOR after placing the containers on the RAKE issues aPlacement Memo to the Port and the Shipping Agent. CONCOR

issues Rail Receipt (RR) to the Shipping Agent.

10.

In case of direct delivery, the shipping agent files an applicationwith the port and customs for direct delivery permission. The

CHA files the BE and gets the customs clearance. On producing

the delivery order, the copy of the bill of lading and the bill of


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entry, the port issues the gate pass. Before issue of gate pass,

the CHA has to pay the port dues.

11. To take the container to the designated CFS, shipping agentmakes request for movement. The port issues an Internal

Terminal Transfer (ITT) gate pass. Agent directs transporter to

move the containers to the CFS by informing about the Advance

container List and the yard location.

12. After the containers are moved to the CFS, the shipping agentrequests for the resources and permission for de-stuffing. Theresources are allocated and the de-stuffing is done in the

presence of the surveyor. The port sends the container de-

stuffing report to the shipping agent. Both the port and the

surveyor prepare the tally sheet.

13. The shipping agent issues DO to the CHAs and informs themabout the location of the cargo.

14. The Shed Superintendent at the CFS scrutinizes the deliverydocuments from the CHA/Importer. The superintendent also

ensures that the list of containers discharged by vessel is

received by them. In the case of FCL cargo, the CHA/Importer

approach for the delivery after getting the endorsement

regarding the date of receipt of container and its location in theyard from the Delivery Clerk of the CFS.

15. If the container is not received or its location is not known, theimporter/CHA makes a log entry in the CFS. After the location


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is found, the importer/CHA obtains the forwarding slip from the

port and presents the Agents Delivery Order, Bill of Lading,

Copy of Bill of Entry to the Shed Superintendent, who verifies

the particulars. If everything is found in order, the containers are

checked for the seal. If seal is intact, the shed superintendent

allows for the opening of the seal otherwise the matter is

referred to the police. Only after the clearance from the security,

the containers can be opened.

16. The CHA/Importer gets the customs examination done andmakes the duty payment.

17. After issue of out of charge by the customs, the CHA depositsthe port charges/CFS charges through its PD account as

explained in the general cargo section.

18. The CHA then approaches the Shed Superintendent for delivery.Cargo is de-stuffed and loaded to the truck. Tally sheet is

maintained by the port. The shed issues the gate pass after

verifying the marks and numbers of the packages with the bill of

entry.

19. At the gate, the marks and numbers of B/E and gate pass areverified with the cargo before it is allowed out.

20. If the CHA/Importer desires to take the delivery of containers,the customs permission along with a letter from the shipping

agent authorizing the port to deliver is required.


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21. The CHA/Importer can also obtain the permission from thecustoms for taking the container to their premises both for

examination and delivery. Along with the permission, an

authorization letter is also required by the port from the shipping

agent for delivering the containers.

22. In case of LCL cargo, the shipping agent needs to submit theContainer Load Plan (CLP). The containers are de-stuffed in the

presence of the surveyor and the tally sheet is prepared. After

the customs out of charge, the port payments need to be made

by the CHA before the delivery is allowed.

23. Empty containers are then used for local stuffing or exported asempty container or taken by the shipping agent to his private

yard after taking the permission from the port.

24. The port issues a notice to the agent for the containers, whichare not moved from the organized yard.

25. The particulars regarding the number of containers unloadedfrom the vessel and sent to the CFS/ICD/Direct Delivery are

noted in the tally sheet and handed over to the shipping agents

representative.

Export Cycle

1. Shipping Agent directs the transporter to move the emptycontainers from its private yard to the specified CFS location

either by phone or e-mail. If the containers are factory stuffed,


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the intimation is given to the transporter to move the stuffed

containers.

2. The transporter prepares the challan and moves the container tothe CFS. The challan copy is submitted at the gate. One copy is

also forwarded to the port shed.

3. The CHA approaches the Shed superintendent with the SB andtake permission for carting the cargo.

4. After getting the carting permission, the CHA instructs thetransporter (mostly by phone/fax/email) to move the cargo

inside the CFS.

5. The cargo is taken to the nominated shed as informed to theCHA by the shipping agent. The Lorry sheet containing the

Shipping Bill-wise packages is submitted to the port.

6. After the examination and issue of LEO by customs, the CHAsends intimation to the shipping agent. The shipping agent

request the port for stuffing the containers along with a request

for the resources required for the same. The agent also forwards

the Container Load Plan (CLP) for stuffing. Information is also

given to the surveyor.

7. The containers are stuffed in the presence of the Shipping agentor his representative (surveyor) and the Customs Officer as per

the CLP. The port prepares the stuffing report and it is given to

shipping agent.


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8. After receipt of stuffing report, acknowledgement is given byshipping agent to Port in the form of Mate Receipt which contains

the consignee-wise details of cargo with FOB value and vessel

details.

9. Copy of the mate receipt is issued to CHA after making paymenttowards the service charges.

10. On producing the mate receipt, the shipping agent issues the BLto CHA.

11. 48 hours prior to the arrival of the vessel, the shipping agentrequests for moving the containers to the docks and also

provides the bay plan for loading the containers in the vessel.

12. Shipping Agent also gives the Export List which contains theinformation like container #, Type, Weight, Cargo Status,

Location, Port of discharge, Final Port of Destination etc and

requests transporter to move the container from the CFS to the

dock at the specified location.

13. Gate pass is issued to move the containers to the dock from theCFS. If the containers are coming from the ICD, the port issues

the Gate In/Rail In to the shipping agent. CONCOR provides thetrain summary containing list of containers.


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14. The loading of the containers takes place as per the bay plan anda tally sheet containing loading information is sent to the

shipping agent by the port. The surveyor also sends the details.

15. The shipping agent files an application with the customs for portclearance prior to the sailing of the vessel. After the customs

clearance the vessel is allowed to sail out. The shipping agent

files the EGM.

16. In case of short shipment (list of containers could not be loadedon the vessel), the same is intimated by the port to the Shipping

Agent. The Shipping Agent can then file the amendment with the

customs to move the containers by another vessel.

17. After the transaction is over, a final bill is sent to the shippingagent. The excess/shortfall is then adjusted.


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4.1.3 Information Exchange amongst Portand Trading Partners

Port to Shipping Agent

I m por t Cyc le

Sr.

No.

Message From To Mode Reference

1 Allocation of VCN Number Port SA Manual

2 Confirmation of Berthing Port SA Meeting F22

3 Allocation of Resources Port SA Manual/

Meeting

4 Confirmation of Advance Charges Port

Port

SA

Bank

Manual

5 Vessel Movement Report Port SA Manual F1

6 Intimation w.r.t Short fall of resources Port SA Meeting

7 Permission for bringing resources Port SA Meeting

8 Rendering of Bill for

Vessel/Port/Container charges

Port

Port

SA

Bank

Manual

9 Tally Sheet for Cargo/Container discharged Port SA Manual F10

10 Excess/short landed cargo/containers Port SA Manual

11 Final Tally Report for the Vessel Port SA Manual

12 Container Gate-Out from Port Port SA Manual

13 Gate-in Permission in CFS Port SA Manual

14 Container De-stuffing Report Port SA Manual F19

15 Containers Discharged by Rail Port SA Manual

16 Permission for Movement of Container Port SA Manual

17 Cargo/Container Release Order Port SA Manual


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18 Allocation of Resources in CFS Port SA Manual

19 Summary Report for containers send by rail Port SA Manual

20 Yard Plan Port SA Manual

21 Intimation for not moving the container

from yard

Port SA Manual

22 Short Landing Certificate Port SA Manual

23 Cargo/Container Status Report Port SA Manual

24 Report on Damaged Containers Port SA Manual

25 Stevedoring Report Port SA Manual

26 Daily Discharge Report Port SA Manual


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Exp or t Cycle

Sr.

No.


1 Allocation of VCN Number Port SA Manual

2 Confirmation of Berthing Port SA Meeting F22

3 Allocation of Resources Port SA Manual/

Meeting

4 Confirmation of Advance Charges Port

Port

SA

Bank

Manual

5 Vessel Movement Report Port SA Manual F1

6 Intimation w.r.t Shortfall of resources Port SA Meeting

7 Permission for bringing resources Port SA Meeting

8 Rendering of Bill for

Vessel/Port/Container charges

Port

Port

SA

Bank

Manual

9 Tally Sheet for Cargo/Container Loaded Port SA Manual F11/F20

10 Excess/short landed cargo/containers Port SA Manual

11 Final Tally Report for the Vessel Port SA Manual F33

12 Container Gate-IN to Port Port SA Manual13 Gate-in Permission in CFS Port SA Manual

14 Container Stuffing Report Port SA Manual

15 Intimation of Location of Cargo/Container Port SA Manual

16 Credit Note Port SA Manual

17 Gate-In/Rail In containers in Port Port SA Manual

18 Permission for movement of container to

Dock Container Challan

Port SA Manual

19 Carting Permission in case of Break Bulk,

Bulk Cargo

Port SA Manual

20 Survey report for goods entered in the port

for bulk/liquid bulk cargo

Port SA Manual


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21 Cargo/Container Load Report Port SA Manual F12

22 Yard Plan Port SA Manual

23 Stevedoring Report Port SA Manual


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Shipping Agent to Port

I m por t Cyc le

Sr.

No.


1 Vessel Profile SA Port Manual F2

2 Voyage Registration SA Port Manual F3

3 Berthing Application/Pilot Application SA Port Manual/

Meeting

F22

4 Hazardous Cargo Declaration SA Port Manual F23

5 Instructions for Handling Hazardous Cargo SA Port Manual

6 Request for Resources SA Port Manual/

Meeting

7 Stowage Plan/Bay Plan SA Port Manual F9

8 Advance Container List SA Port EDI F13

9 Import Advance List SA Port EDI F32

10 Import Confirmation List SA Port EDI

11 Self Assessment of Advance Charges SA

SA

Port

Bank

Manual

12 Request for bringing Resources SA Port Manual/

Meeting

13 Import General Manifest SA Port Manual

14 Request for CFS Nomination SA Port Manual

15 Request for Movement of containers to CFS SA Port Manual

16 Container De-stuffing Request SA Port Manual F19

17 Container Load Plan SA Port Manual

18 Short Landing of Cargo SA Port Manual

19 Shipping Agent Delivery Order SA Port Manual F38


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SA CHA

20 Application for Resource Request in CFS SA Port Manual

21 Registration Application with CFS SA Port Manual

22 Empty Container Movement Request SA Port Manual

23 Log Entry for locating the Container SA Port Manual

Exp ort s Cycle

Sr.

No.


1 Vessel Profile SA Port Manual F2

2 Voyage Registration SA Port Manual F3

3 Berthing Application/Pilot Application SA Port Manual/

Meeting

F22

4 Hazardous Cargo Declaration SA Port Manual F23

5 Instructions for Handling Hazardous Cargo SA Port Manual

6 Request for Resources SA Port Manual/

Meeting

7 Request for Space Allocation in CFS SA Port Manual

8 Stowage Plan/Bay Plan SA Port Manual F9

9 Export Advance Container List SA Port EDI F14

10 Export Confirmation List SA Port EDI

11 Self Assessment of Advance Charges SA Port Manual

12 Request for bringing Resources SA Port Manual/

Meeting

13 Request for Registration with CFS SA Port Manual

14 Request for CFS Nomination SA Port Manual

15 Request for Movement of containers to CFS SA Port Manual

16 Container Stuffing Request SA Port Manual


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17 Container Load Plan SA Port Manual F44

18 Application for Resource Request in CFS SA Port Manual

19 Mate Receipt for Exported Cargo SA Port Manual

20 Empty Container Gate-In Request SA Port Manual

21 Factory Stuffed Container Gate-In Request SA Port Manual F34

22 Permission for Movement of Container

from CFS to Yard

SA Port Manual

23 Application for Carting in case of Break

Bulk

SA Port Manual

24 Back to Town SA Port Manual


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Port to Customs House Agent/ Importer/ Exporter

I m por t Cyc le

Sr.

No.


1 Shed Delivery Order Port CHA Manual

2 Assessment of Charges including Warfage,

Demurrage, Octroi, Stamp Duty

Port CHA Manual

3 Cargo Gate-Out Permission Port CHA Manual

4 Confirmation of Resources Port CHA Manual

5 Gate Pass/Delivery Chit for Containers Port CHA Manual

6 Permission for Delivery of Cargo in

containers

Port CHA Manual

7 Short Landed Cargo Intimation Port CHA Manual

8 Short Landing Certificate for

Cargo/Container

Port CHA Manual

9 Delivery Permission for Bulk, Liquid or

Break bulk cargo

Port CHA Manual

10 Intimation of PD Account Adjustment Port CHA Manual

11 De-stuffing Intimation Port CHA Manual F39

12 Confirmation of Receipt of Charges Port CHA Manual

13 Permission for taking the cargo for Customs

Examination

Port CHA Manual


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Exp or t Cycle

Sr.

No.


1 Carting Permission Port CHA Manual F18

2 Permission for moving the cargo from pre-

shipment to docks

Port CHA Manual

3 Dock Plan Port CHA Manual

4 Return of Mate Receipt Port CHA Manual

5 Shut Out Report Port CHA Manual

6 Gate Pass for Back to Town Port CHA Manual

7 Assessment of Charges including Warfage,

Demurrage

Port CHA Manual

8 Confirmation of Receipt of Charges Port CHA Manual

9 Carting Permission in CFS Port CHA Manual

10 PD Account adjustment Intimation Port CHA Manual

11 Permission for taking the cargo for Customs

Examination

Port CHA Manual

12 Container Stuffing Intimation Port CHA Manual


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Customs House Agent to Port

I m por t Cyc le

Sr.

No.


1 Copy of Bill of Entry CHA Port Manual

2 Bill of Lading Copy CHA Port Manual

3 Application for Resource Request CHA Port Manual

4 Agent Delivery Order CHA Port Manual F38

5 Payment of Charges CHA Port Manual F7

6 Initial Vessel /Tank Survey Report CHA Port Manual

7 Final Vessel/Tank Survey Report CHA Port Manual

8 Copy of Octroi Form CHA Port Manual F25

9 Log Entry for Locating the Cargo CHA Port Manual


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Expo rt s cycle

Sr.

No.


1 Copy of Shipping Bill CHA Port Manual

2 Application for Resource Request CHA Port Manual

3 Payment of charges CHA Port Manual

4 Carting Application CHA Port Manual F18

5 Payment of Charges CHA Port Manual F7

6 Initial Vessel /Tank Survey Report CHA Port Manual

7 Final Vessel/Tank Survey Report CHA Port Manual

8 Copy of Octroi Form CHA Port Manual F25

9 Request for Back to Town CHA Port Manual

10 Request for Short Landing Certificate CHA Port Manual


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Port to Bank

Sr.

No.


1 Pay Order in case of Authorization from SA Port Bank Message

2 Confirmation of Self Assessment Charges Port Bank Manual

3 Daily Summary of DD Received Port Bank Manual

Bank to Port

Sr.

No.


1 Credit Advice after collecting charges Bank Port Message

2 Debit Advice after adjusting refund Bank Port Manual

3 Daily summary Bank Port Message

4 Debit Advice in case of Refund Port Bank Manual

5 Daily Summary of DD Received Port Bank Manual

Port to CONCOR

Sr.

No.


1 Container Lifting Order Port CONCOR Manual

2 Container Pendency Report for

Destination

Port CONCOR Manual

3 Container Received/discharged Report Port CONCOR Manual


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CONCOR to Port

Sr.

No.


1 Container Received Report CONCOR Port Manual

2 Railway Receipt CONCOR Port Manual

3 Placement Memo of Containers on Rake CONCOR Port Manual

4 SMTP Advance List CONCOR Port Manual

5 Train Summary CONCOR Port Manual

Port to Surveyor

Sr.

No.


1 Letter of Appointment of Survey

operation

Port Surveyor Manual

2 Vessel/Berthing Intimation Port Surveyor Manual

3 Payment for the Services Port Surveyor Manual

Surveyor to Port

Sr.

No.


1 Draft Survey Report for Liquid/Bulk

Cargo

Surveyor Port Manual

2 Final Survey Report for Liquid/Bulk

Cargo


3 Cargo/Container Damage Survey

Report


4 Equipment Damage Survey Report Surveyor Port Manual

5 Invoice for the Charges Surveyor Port Manual


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Port to Customs

Sr.

No.


1 Confirmation of Vessel Arrival Port Customs EDI F4

2 Landing and Tally Report with respect

to cargo

Port Customs EDI

3 Container discharged Report Port Customs EDI F18

4 Damaged container/cargo report Port Customs EDI

5 Excess/Short Landed Cargo/Container

Report

Port Customs EDI

6 Location of the Cargo in Shed Port Customs EDI

7 Location of the Cargo in CFS Port Customs EDI

8 Gate Pass IN/Out (Port) Port Customs EDI

9 Disposal Request Port Customs EDI

10 Item Disposal Request Port Customs EDI

11 Cargo Disposal Particulars Port Customs EDI

12 Arrival of Cargo at CFS Port Customs EDI

13 Gate Pass In/Out (CFS) Port Customs EDI

14 Entry of Goods in Port Port Customs EDI

15 Containers Entry in Ports Port Customs EDI

16 Tally Sheet Port Customs EDI


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Customs to Port

Sr.

No.


1 Details with respect to the Vessel Customs Port EDI

2 Cargo Manifest Customs Port EDI

3 Container Details Customs Port EDI

4 Allocation of IGM Number Customs Port EDI

5 Grant of entry Inwards Customs Port EDI

6 Request for Cancellation of IGM Customs Port EDI

7 Cancellation of IGM Customs Port EDI

8 Container/Cargo Out of charge Report Customs Port EDI

9 Out of Charge Item Details Customs Port EDI

10 Transshipment Permit Customs Port EDI

11 Detention/Confiscation Order for

cargo/containers

Customs Port EDI

12 Release of Confiscated containers or

cargo

Customs Port EDI

13 Disposal Order w.r.t. Cargo Customs Port EDI

14 Cargo Movement Approval Customs Port EDI

15 Item Disposal Order Customs Port EDI

16 Allocation of Rotation number Customs Port EDI

17 Shipping Bill Details Customs Port EDI

18 Shipping Bill Item Details Customs Port EDI19 Cancellation of Rotation Number Customs Port EDI

20 Container stuffing Report Customs Port EDI

21 Let Export Order Customs Port EDI

22 Details of Shut Out Cargo Customs Port EDI


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23 Container/Package Shut Out Cargo

details

Customs Port EDI

24 Grant of entry Outwards Customs Port EDI

25 Grant of Port Clearance Customs Port EDI


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4.2Jaw ahar Lal Nehru Port Trust

4.2.1 Introduction

Jawaharlal Nehru Port, located very close to Mumbai at Nhava-Sheva,

was conceived as a high tech port with modern container handling

infrastructure. Within a short time since its inception in the year 1989,

it has grown as the premier container port of the country. The port has

facilities for handling containers and liquid cargo. It has the facilities

for anchorage, pilotage berthing, storage etc. and has good road andrail linkages. To cope with the unprecedented growth in container

traffic, a private terminal operator (NSICT) managed by P & O

Nedloyed was licensed to operate a container terminal in the port

alongside JNP container terminal. Today, JNP has emerged as the top

container Port of the country achieving 2 million container throughput

and is ranked among the top 30 container ports of the world.

(http://www.jnport.com)

The port operations start with the intimation of a Vessel arrival and

ends with its departure. This is divided in the two major activities viz.

Exports and Imports. Before starting operations with the Port, one

time Registration of the Shipping Line /Agent and registration of a

Vessel along with its Cargo Container holding profile is required to be

done with the Port.


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4.2.2 Information Flow Process

Import Cycle

NSICT handle only containers, JNPT handles both Container and LiquidCargo (BPCL, on behalf of JNPT handles liquid cargo). No stuffing and

de-stuffing of containers is allowed inside port area. Following is the

process flow with respect to Imports activities at JNPT and NSICT.

1. Before the actual arrival of vessel, Shipping Agent(SA) files anapplication with the Port, which is known as VIA or Berthing

Application (Vessel Identification Advice ). The berthingapplication is submitted well before the arrival of the vessel. On

filing the same Port allot a unique VIA Number. After getting VIA,

Port and Shipping Agent start other preparatory activities. The

berthing application contains the information regarding vessel

including the expected date and time of arrival.

2.

The payment has to be made in advance to the Port. The applicablevessel related charges according to estimated period of stay is

deposited by the Agent / Line to the Port. The payments are made

using Internet banking only. Port does not accept cash/Demand

drafts or Cheques. Under the internet banking, SA logs in to his

Internet account and passes instructions for crediting the ports

account. As per instructions, bank debits amount from SA account

and transfer it to Ports account and issues debit and creditstatements to respective account holders.


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3. After payment of dues, the Port arranges manpower forStevedoring, stowage for containers, cranes, and other equipment

& required services.

4. Every day, to review the vessel arrival information, Port conducts aBerthing Meeting with the Shipping Agents / Lines, where in the

ETA of the Vessel is declared and accordingly the tentative berthing

schedule is decided for the day.

5. The Ship Bay Plan (BAPLIE), Import advance list and Vesselstowage are provided by Shipping Agent to Port in advance.

6. On vessel arrival, the ship anchors out side the Port waters. Then aPort pilot pilots it to the allotted berth. On berthing, the SA

approaches the regulatory agencies like PHO, Immigration,

Customs and Plant quarantine for issue of required certificates and

grants their clearance to the vessel and the crewmembers.

7. The Shipping Agent makes payment of charges towards the vesselberthing to Port and lighthouse dues to the Customs. On completion

of these formalities, the Customs Preventive Officer grants the

Entry inward to the vessel.

8. Based on the declared information by the Shipping Agents, the Portprepares the discharge plan and accordingly Containers areunloaded from the Ship and tally report is prepared.

9. After unloading the containers, Port sends the container arrivalreport to the Shipping Agent (COARRI).


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10. During the unloading operations, the port prepares the short/excesscontainers for the Vessel with respect to the IGM submitted by the

shipping agent and the same is communicated.

11. Shipping Agent may request the Port for joint inspection of thecontainers along with surveyor with respect to damages, if any.

Incase of the refrigerated containers, the Surveyor checks and

maintains the temperature and submits the report to the Shipping

Agent.

12. The containers are then stacked in the designated yard as per theyard plan.

13. The Shipping Agents issues a JOB Order to the CFS for moving thecontainers from the yard.

14. The CFS then makes request to the Port after getting permissionfrom Customs for moving the containers. The Port issues the JOB

Order to the Shipping Agent / CFS. The Port also transmits the

electronic message - CODECO to the Shipping Agent for movement

of containers on a periodic basic. The Port issues the gate pass and

the containers are moved to the CFS. Based on the same, the CFS

allows the containers for storage/further clearance to cargo by the

Customs.

15. In the case of transshipment of containers to the ICDs, ShippingAgent makes request to the Customs for permit (SMTP) and the

same is issued.


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16. As per the SMTP, the containers meant for delivery by rail aremoved through CONCOR to various ICDs.

17. After loading Containers and on completion of rail operation, Portissues a Removal Memo to CONCOR.

18. CONCOR after placing the containers on the RAKE issues aPlacement Memo to the Port and the Shipping Agent. CONCOR

issues Rail Receipt (RR) to the Shipping Agent.


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Export Cycle

1. On declaration of VIA, port permits export containers inside theterminal. The shipping agent submits an Advance Container List

indicating the vessel particulars, on which the containers are to

be loaded.

2. Based on the advance information of export containers providedby the Shipping Agents, Port prepares the yard plan.

3. The Containers are permitted up to the cut-off time of a Vessel.

4. It is responsibility of the Shipping Agent to prepare a ContainerLoading Plan (CLP) for stuffing of export cargo. The CLP is

approved by the Customs. The Shipping Agent generally engages

Surveyor or authorizes the CFS for the operation. The cargo is

stuffed in the presence of the Customs Preventive Officer and

containers are sealed.

5. Port receives pre-advice information about containers from theCFS (for container moved from the CFS) and from shipping

agents for containers brought in by Rail.

6. For transshipment of containers by train, the Shipping Agentfiles pre-advice by submitting Form-11.

7. On receipt of the containers from the CFS at the Port gate, basedon the yard plan prepared earlier, the Port issues an Equipment


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Interchange Receipt (EIR). The EIR contains the location,

generated by the system.

8. In the case of the transshipment containers from the ICDs, onreceipt of containers, the Shipping Agent seeks the Customs

clearance.

9. The Shipping Agent declares the Containers meant for loadingthrough Export Advance List to the port (COPRAR).

10. The Shipping Agent prepares the Mate-Receipt (proof of loading)containing the Shipping Bill No, Name of the Exporter, container

number etc to the Customs.

11. After sailing of vessel, the Shipping Agents files the ExportGeneral Manifest (EGM) to the Customs.

12. For the containers not loaded on the vessel, shut-out/back totown application is filed by the Shipping Agent to Customs.

13. Transshipment containers are moved out through Vessel.


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4.2.3 Information Exchange amongst Portand Trading Partners

PORT to Shipping Agent

Sr.No.


1 Allotment of VIA number Port SA Paper

2 CODECO - Gate-in and Gate-out withrespect to containers.

Port SA Email

3 COARRI - Containers discharged/loadedfrom/to the vessel (D-95B of

UNEDIFACT Message)

Port SA Email

4 Vessel Movement Report (Dailyperformance report) Port SA Email

5 Bill with respect to handling charge.(Invoice related with Vessel / Containerbills)

Port SA Paper

6 Receipt of advance charges of Vessel /Container / Labors. Port SA Paper

7 Berthing Schedule and Berthing Invoice Port SA Meeting

8 BAPLIE - Bay plan / stowage ofContainers on Ship. (D-95B of

UNEDIFACT Message)Port SA Email

9 Short / Excess landed or lading report. Port SA NA

10 Train Summary Port SA NA

Port (NSICT) to Shipping Agent (In addition to above)

Sr.No.


1 CODECO - Rail in Rail out cargo report orRoad in/out report JF25-26

Port SA Email

3 Pendency report with respect to Containers.(Stock report) Port SA NA

4 CFS wise pendency report. Port SA NA5 COARRI - Tally sheet of Loading and

Unloading Containers. Port SA NA6 Departure and performance report of the

Ship. Port SA NA


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Shipping Agent to PORT

Sr.No.


1 Vessel Profile SA Port Email Form JF-31

2 Import and Export plan of Containers list(FF)

SA Port

3 COPRAR-Container Loading/Dischargereport order

SA Port Email JF-13

4 Advance list of Containers (FF) Imports/Exports SA Port EmailProprietar

y

JF-32

5 Self-assessment of Container vessel charges SA Port Paper6 Vessel intimation report. (VIA Application)

Berthing and Un-berthing application SA Port Paper JF 29-31 &

JF 34-387 In bound BAPLIE - Stowage instruction. SA Port Email8 Container movement delivery order SA Port JF 13

9 Back-to-town application SA Port Paper

10 Short landing of cargo SA Port Paper

11 Under in bound BAPLIE - Container specialhandling orders with respect to Dangerousgoods and it's notification.

SA Port Email JF 21

12 Discrepancy with respect to Bill. SA Port Paper

13 BAPLIE - Bay plan / Stowage locationmessage

SA Port Email

14 Form -13 for road transport after sign ofgate PO.

SA Port JF 40

15 From-11 for Rail transport. SA Port JF 42

PORT to CONCOR

Sr.No.

Message From To Mode Refe rence

1 Removal memo for IncomingContainers.

Port CONCOR JF 25

2 Pendency of Containers with respect todestinations on Phone. Port CONCOR

3 Vessel Calling Information (CALINF) inplace of VIA. Not implemented

Port CONCOR


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CONCOR to PORT

Sr.No.


1 Placement Memo it gives placement of

Containers on the RAKE (Train). In bound

CONCOR PORT JF 24

2 Receipt of tampering or damageContainer. CONCOR PORT

3 SMTP Advance List-Not mandatory now CONCOR PORT

CFS to PORT

Sr.No.


4 Job order report Imports containers tosend

PORT CFS NA

5 Pre Advice list of Exports. PORT CFS NA

PORT to CFS

Sr.No.


1 Vessel berthing report PORT CFS NA

2 Gate open report PORT CFS NA

3 Daily pendency report PORT CFS NA

PORT to Customs

Sr.No.


1 Confirmation of Vessel arrival at PORT PORT Customs Message

2 Sailing report for particular Rotation/Vessel PORT Customs Message

CUSTOMS to PORT

Sr.No.


1 Entry Inward for Vessel Customs PORT Message

2 Port Clearance for the Vessel Customs PORT Message3 Import Delivery Transshipment permit by

Customs for reshipment of ContainersCustoms PORT Message

4 Grant of Entry Outward for the Vessel Customs PORT Message


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Port to Surveyor or any other Agency (appointed by P ORT)

1 Letter of Appointment of Surveyoperation

Port Surveyor Paper

2 Payment of bills Port Surveyor Paper

Surveyor or any other Agency (appointed by Port) to Port

1 Draft Survey report Surveyor Port Paper

2 Cargo Damage Survey Report Surveyor Port Paper3 Container Damage Survey Report Surveyor Port Paper

4 Equipment Damage Survey Report Surveyor Port Paper

5 Invoice for the charges Surveyor Port Paper

Miscellaneous Activities

Invoice to Shipping Agent and Shipping Lines by Port.

1) Vessel related Charged

a) Advance payment at the time of VIA application.

b) Final payment after vessel sailing.

2) Container related charges

a) Advance payment with the berthing application

b) Final payment after sailing within 24 Hrs

Dwell time (Ground Rent)

a) Export after sailing of the vessel

b) Imports Bi-Weekly

3) Miscellaneous

a) Partially along with Loading and partially dwell time.


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4.3 Process Flow

Start

Vessel Profile(SA-Port)

Voyage Registration (S -Port)

Allotment of VCN /VIA (Port-SA)

Self Assessment of Charges (S -Port)

Confirmation of Charges (Port-SA)

Assignment of PDR (Port-SA)

Payment in the Bank and Endorsement (Bank-Port)

Import General Manifest (S -Customs-Port)- Vessel Profile- Car o/Container DetailsAllocation of Rotation Number (Custom-S -Port)

Request forCancellation of

IGMSA-Customs-Port

Yes

Cancel IGM (Customs-SA-Port)

Request forAmendment of

IGMSA-Customs-Port

No

Amendment Details of

Vessel, Cargo(SA-Customs-Port)

Yes

No

A

Import Cycle Information Flow Break Bulk


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A

Berthing/Pilot Application (S -Port)- Dimensions of Vessel- Cargo Details

Hazardous Cargo Declaration (SA-Port) Instructions for handling Hazardous Cargo (SA-Port) Resource Request (SA-Port) Stowage Plan (SA-Port)

Final IGM Particulars (SA-Customs) Request for Entry Inward (SA-Customs)

Grant of Entry Inward (Customs-SA-Port)

Allotment of Berth (Port-SA) Allotment of Resources (Port-SA)

PHO Certificate (S -PHO) Plant quarantine Certificate MMD Certificate Immigration Certificate (SA-Immigration)

Tally Report for Cargo Unloaded

(Port-SA) (Surveyor-SA) (Port-Customs)

Cargo Excess

Landed

Yes

Details of Excess Landed Cargo(Port-Customs)

File Supplement IGM (SA-Customs-Port)

Intimation of Cargo Location (Port-SA), (Port-Customs) (S -CHA) Intimation of Car o Arrival S -CHA

Bill of Entry filing (CH -Customs)

Agent Deliv ry Order, Bill of Entry (Hard Copy) (CHA-Port)

Delivery Order (S -CHA))

Customs Out of Charge (Customs-CHA-Port)

Assessment of Wharfage, demurrage, octroi & stamp duty charges (Port-CHA)

Payment through PD Account (CHA-Port)

Gate Pass for taking the consignment (Port-CHA) (Port-Customs)

End

C

No


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C

Export Cycle Rendering of Invoice for the charges (Port-SA)

PaymentAdustments

Advance Payment

Short Fall

Pay Order (SA-Bank), Also Port-Bank, if authorization is

given by SA to Port

Credit Advice (Bank-Port) after collecting the charges

Debit Advice (Bank SA)

Pay Order (Port-Bank)/(S -Bank)

Debit Advice (Port-Bank)

Credit Advice (Port-S )

Daily Summary (Bank-Port)

End

Documents

Pcs System Study