Port Information Key to a quality port

1. Port InformationKey to a quality port Version 8 June 2007

2. Agenda • Introduction: why is port information so difficult to obtain? • Identification of the problem • The importance of good port information • Vision of IHMA • The project “IHMA port information” • What do Customers want? • What do Harbour Masters want? • What do Terminal Operators want? • Solution • Role of IHMA • Status and planning • Conclusion

3. Introduction: “Why is port information so difficult to obtain”? • During the International Harbour Master Association meeting in Malta in April 2006, Mr. Bjarne Foldager, Senior Director Fleet Management of Maersk Line, drew attention to the difficulty of easily obtaining reliable and up-to-date port information:

4. Why is this information so difficult to obtain?

5. Identification of the problem (1) During a workshop after this presentation it was concluded by the IHMA we as Harbour Masters need to take action, as Maersk is not the only party faced with this issue The problem is: at present, there is a substantial lack of uniform, complete and correct port information. In addition, this information is often difficult to access (or not accessible at all) and not up-to-date

6. Identification of the problem (2) Why is up-to-date port information difficult to obtain? • The Harbour Master is widely accepted as the only source for reliable port information, because he/she is non commercial, and knows exactly what is possible or not possible in the port. Time after time Harbour Masters are being asked to check the information about their own port by several commercial publishers, which is very time consuming and results in non-identical information. In fact it is the word upside down that other people ask the Harbour Master to correct their story about his own port • In addition, there is always a delay between the moment a correction is submitted and the moment the correction is actually made available to the shipping sector

7. Identification of the problem (3) Berth information Terminal information Official Publishers Port Authority Masters Unofficial Publishers Nautical services Ship’s agents Port services Trading floors Shipping lines Customs Immigration Websites Health

8. The importance of good port information (1) After several interviews with major customers (BP Shipping, Maersk Line) and representing bodies (Intertanko, Sigtto, Bimco, P&I clubs, Lloyd’s, UKHO) we learned there is an urgent need for up-to-date and correct port information directly from the Harbour Master and Terminal Operators. The following points are of relevance here:

9. The importance of good port information (2) • Masters have to comply with IMO requirements for port passage planning. Berth to berth planning is important as most accidents happen between pilot station and the berth. Planning is difficult as information differs from source to source and the Master is faced with the difficult task of selecting the right information • Masters have difficulties to find out which form needs to be sent to which party at what time. He needs one system for all ports. Regardless of the type of form of software used ashore, as it will never happen that all ports will use the same forms or software • For shipping lines, it can be difficult to comply with the provisions and stipulations laid down by insurance companies as port information should come from a reliable source (the Harbour Master). P&I clubs reiterate the advice on exchange of information ahead of pilotage (Lloyd’s List 12/02/07)

10. The importance of good port information (3) • The lack of correct and easily accessible port information can also result in inefficient port operations (e.g. incorrect manifold or gangway information, the costs for such a delay can amount from 20.000 to 500.000 euro per call) • Trading floors (where it is decided what the destination of the ship will be) need port information for buying and selling cargo (one cm difference in draught can mean a loss of up to 180 tons of cargo)

11. The importance of good port information (4) As no central point of information is available, customers turn to ship agents for information. Ship agents in their turn call the Harbour Master’s office and terminal operators to collect this information. According to ship agents, 95% of their queries involve port information

12. The importance of good port information (5) Besides the fact that we are professional Harbour Masters focused on optimally serving the needs of our customers while at the same time ensuring maximum safety levels in the port, there are certain major trends and developments in the shipping industry that will make the easy availability of reliable port information even more urgent in the future:

13. The importance of good port information (6) • Due to the rapid growth of e.g. container and LNG fleets, there will be a shortage of experienced Masters within 5 years. This will certainly increase the need for clear port information. At the same time, there will be a lack of people with a maritime background in the offices where they plan cargo and ships. This will make clear, univocal port guidelines even more essential to do business • Ships will have internet access much sooner than we think (BP fleet within 2 years). We must be ready to supply digital port information before ships will be able to send us queries about port information!!! • The spot market for oil and chemicals is growing rapidly; as a result, the number of ships sailing on a fixed route will decrease. On top of that the change-over frequency of crews is increasing. The time that people know their way without consulting port informationwill soon be a thing of the past

14. The importance of good port information (7) • If we do not take action soon, national formats will be developed, which is exactly what our customers do not want • Various ports are about to develop websites with port information, with all kinds of different lay-outs. Again, this is exactly what our customers do not want • In the near future there will be a high demand for precise port and terminal information due to the development of automated navigational and reporting systems. The basis for these systems is again accurate port information directly from the work floor This issue needs to be resolved as soon as possible before things happen that are not in the best interest of the maritime industry and the Harbour Master

15. Vision of IHMA The IHMA’s vision is that reliable and up-to-date port information is the key to the customer’s need and the basis for marine and port safety and efficiency If we want to improve safety and efficiency, we need to focus on the basics – providing this information – first. By doing this, we are better able to serve our customers. In short, one could say there is a direct relation between the quality of a port and the quality of its port information!!!

16. The project “IHMA port information” In order to gain clear insight into the exact problems and needs in terms of port information, several interviews were conducted with Masters, shipping lines, trading floors, ship agents, terminal operators, Harbour Masters, hydrographical offices, P&I clubs, Lloyd’s, and maritime organizations. This yielded the following list of issues:

17. What do Customers want? • Port information directly and without delay from the work floor of the Harbour Master and terminal operator. The responsibility for correct port information should reside directly under the Harbour Master or delegated representative: all parties acknowledge the Harbour Master as the only reliable source, as he or she is non commercial and knows exactly the possibilities and restrictions of the port. Like a landlord who knows all the ins and outs of an apartment block • Port information that is on-line and up-to-date • Track record of changes and an alert service for changes • Port information should be presented in an uniform format, regardless of the port • There should be a central point of reference of the Harbour Master (also important to e.g. Hydrographical Offices) • Data should be in a XML / ENC friendly format • Automatic notifications (independent of type forms or software)

18. What do Harbour Masters want? • One single document should be introduced to answer all customer queries • This document can also be sent to publishers, so that they can make corrections themselves. The Harbour Master would no longer need to correct as much information anymore. This would result in substantial time / cost savings and improve the quality of the data • This document can also be used for personnel, nautical service providers and terminal operators. This will lead to uniform procedures within the port • This document can also be used for certification such as e.g. Safety Management Systems • Technical and financial support in the production and publication of information and/or documents • The possibility to print the port’s own house style and logo’s

19. What do Terminal Managers want? • One standard template for terminal manuals, approved by terminal operators, major oil companies, trading floors and OCIMF • This document must include the input of the Harbour Master (admission policy, restrictions, etc.) • This document can also be used to answer all berth questionnaires, and send it to ships, ensuring efficient operations • This document can also be used for personnel and nautical service providers, again to improve efficiency • This document can also be used for certification such as e.g. Safety Management Systems • Technical support in the production and publication of information • The possibility to print the terminal’s own house style and logo’s

20. Solution (1) After the aforementioned IHMA meeting in Malta and the following ExCo meetings where the feedback from the interviews was presented, the IHMA is confident that for a solution to work, it must benefit all parties involved: the Harbour Masters and Terminal Operators themselves and the customers that make use of these ports and terminals

21. Solution (2) Meeting the needs of all parties can be achieved by: • Developing one standard for port information under the IHMA quality label. The IHMA label will be a symbol for quality port information issued by the Harbour Masters, who are widely accepted as a reliable source of authorized port information. The standard will be accepted as an international standard by ports, masters, shipping companies and hydrographical offices • Providing one central point of reference as a direct link between the Harbour Master and the customer

22. Solution (3) Berth information Central Point Port Information Bureau On line information Terminal information Port Authority Publishers Nautical services Shipping lines Port services Ship agents Customs Masters Immigration Trading floors Health

23. Role of the IHMA • Determining and securing one single IHMA format for port information. This will be done in cooperation with and after consulting ports, terminals, customers and hydrographical offices. The information will be limited to nautical, safety and operational issues; commercial issues will remain beyond the scope of the IHMA. The port information will remain the property and responsibility of the port or terminal concerned. The IHMA will assure that all legal aspects are taken care of • Ensuring acceptance of the single format of port information under the IHMA label as an international standard by ports, masters, shipping companies and hydrographical offices • Establishing a bureau that will facilitate publishing services on behalf of the IHMA for all member ports (the bureau will provide a publishing platform, organize the publishing process and provide publishing services)

24. Status and planning (1) Port information has been divided into 2 projects: • General port information (reporting issues, position pilot station, VTS channels, etc.), resulting in the Port Manual • Specific berth information (admission policy, terminal information, etc.), resulting in the Terminal Manual

25. Status and planning (2) • General port information Format for general port information is almost finished. Port of Rotterdam has served as a test case. Result was very positive, customers are enthusiastic. Next step is to test this format at 20 other ports. Following step is global implementation of the format • Specific berth information Format for specific berth information is now being discussed with Customers and Terminals. Rest of the procedure will be identical to the general port information

26. Status and planning (3) Waypoints: • March – September 2007: Start selecting 20 ports to participate with the general port information project Discuss template for berth and terminal information • September – December 2007: Start entering information of selected ports Present template for berth and terminal information

27. Conclusion This project can be done. Despite the fact that the marine industry is by nature rather conventional, thus difficult to change, it is possible because: • It stops all parties from chasing their own tail, looking for the same information over and over again • The approach is simple and practical • We have the full support of major companies and organizations (BP, Maersk, Intertanko, Sigtto, Bimco, P&I clubs, UKHO, Lloyd’s) • All parties, Harbour Masters, Terminal Operators and Customers, face the fact that this issue must be solved ASAP, failure is not an option

28. To be continued Thank you for your attention