STANDARD OPERATIONAL PROCEDURES OF THE CONTAINER · PDF fileManagement and Operation of Lattakia Container Terminal STRICTLY CONFIDENTIAL STANDARD OPERATIONAL PROCEDURES OF THE CONTAINER

Management and Operation of Lattakia Container Term inal

STRICTLY CONFIDENTIAL

STANDARD OPERATIONAL PROCEDURES OF THE CONTAINER TERMINAL

LATTAKIA CONTAINER TERMINAL STANDARD OPERATIONAL PROCEDURES

Page 1

INDEX

I) VISION 3

II) ORGANISATIONAL STRUCTURE OF LATTAKIA CONTAINER TERM INAL (LCT) 4

COMMUNICATION WITH LCT 5

1. Contact details - terminal 5

2. Pre arrival communication related to vessels 5

3. Contact details - users 6

4. Information to be provided by users 6

STANDARD INFORMATION 8

GATE OPERATIONS – RECIEVING 14

1. The users (Line, Operator, Hauler, Forwarder) 14

2. The planning department 14

3. The Gate unit 15

4. The security Staff 16

5. Truck Driver 16

GATE OPERATIONS – DELIVERY 17

1. The User 17

2. The staff of the IN Gate Unit 17

3. The security staff 18

4. Truck Driver 18

BERTH PLANNING 19

1. Users (Lines/Agents/Operators/Masters) 19

2. Wharf Staff 19

3. Vessel Planners 19

4. Berth Planner 20

YARD PLANNING 21

1. Users 21

2. The vessel planners and container Control unit 21

3. Yard Operations staff 22

4. Yard Planners 22

VESSEL PLANNING 25

1. Users 25

1. Berth Planner 26

2. Vessel and Yard Operations staff 26

3. Vessel planners 26

VESSEL OPERATIONS 29


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YARD OPERATIONS 32

1. Yard Supervisors 32

2. Interchange supervisors 33

3. Roles of Gate and wharf supervisory staff have been covered under respective sections 33

MARINE OPERATIONS 34

1. Marine Supervisor 34

2. Control Centre 34

CONTROL CENTER 36

1. Controllers 36


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I) VISION

1. To our valued customers

• To be the best Terminal service provider to the users whilst achieving reduction of costs by

ensuring fast turn round of vessels road vehicles and trains that frequent our Terminal.

2. To the industry

• Achieve the status of paperless seamless communication levels in all aspects of information

and material handling thus leading the industry to its highest level of sophistication.

3. To our employees

• To be the best employer in the industry ensuring cordial relationship between management

and employees in an environment where training and motivation would allow everyone to

achieve career enhancement.

4. To the Company and shareholders

• To become a cost effective and profitable business entity in the shortest possible time and to

continue to be vibrant in reaching goals they set for the Terminal.

5. To the environment

• To maintain working standards that eliminate damage to environment and monitoring all

aspects of operation with a view to minimize emissions within a practical margin. To be the

cleanest Port facility in the region.

6. To the country

• To be the main gateway for the Syrian domestic traffic and the transit traffic to Iraq, Jordan,

Iran and Saudi Arabia playing the role of a cartelist for the economic development of the

Nation.


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II) ORGANISATIONAL STRUCTURE OF LATTAKIA CONTAINER TERMINAL (LCT)


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COMMUNICATION WITH LCT OBJECTIVE

All those who deal with the Terminal would be able to use these guide lines so that there will be no

ambiguity or delay in contacting any party for Terminal related matters thus helping Terminal to

improve its service quality to meet customer expectations.

Parties involved

- Container Terminal Management and units dealing with various subjects

- The Users (shipping Lines, Agents, operators, forwarders, Haulers etc)

1. Contact details - terminal

The contact details of all LCT and related agencies are at Annex 1.

2. Pre arrival communication related to vessels

• All enquiries related to vessels due will be available in our web portal. Any one who wishes to

know further details should call Berth Planning and any information related to vessels should

be addressed to Planning department which will be open round the clock for this purpose.

• All matters related to vessels at berth the Master (or Agents):

a) Master can communicate with Head Forman who will always be on the wharf through

the stowage Clerk (Checker) on board;

b) Master or any other party can contact Terminal Control at the VHF channel (-)

dedicated to this task;

c) There will be a planner responsible for the vessel at all times who can be contacted

through Control;

d) The Terminal Operations Manager or the Duty officer can also be contacted through

Control.

• All matters related to Business with the Terminal (Customers):

a) Customer service desk will be operational during Office hours;

b) Out side the normal office hours and Holidays the control Center.

* Any notification related to accidents/damages claims should be notified to the Operations

Manager or the Duty Officer who will personally investigate and deal with the follow up action.


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3. Contact details - users

• All Local agents, Lines, Operators, Forwarders, Clearing Agents etc should provide their

respective contact details along with the names designations and the areas covered by each

person so that the Terminal will be able to contact the right person at all times.

4. Information to be provided by users

SHIPPING LINES/AGENTS/OPERATORS

• Performa schedule of the vessels on regular service – Monthly

• Estimated throughput of the services with a break down by

Import/Export/size/MT/Full/Reefer/IMDG

• Declaration of Vessels ETA- 72/48/24/12 hour based updating (Fax/E Mail)

• With 24 hour notice, the summary of handling moves with crane split

• Vessels discharging information /bay plans TDR (covered under EDI)

• Vessels loading lists and other relevant information (stowage plans special instructions)

• Dangerous/Hazardous cargo lists with IMDG details

• Reefer container list with details on Temperature etc

• OOG list with dimensions and whenever possible with drawings / photographs

• In the case of a new vessel the ships full profile details as indicated

• Terminal will provide final departure documents for all vessels which will be agreed upon

between parties. Minimum will be bay plans of loaded containers and TDR

• Booking information related to MT and Full Export containers expected to be loaded on

vessels 7 days prior to arrival of the vessels

• In respect of Import deliveries Customers are welcome to notify the Terminal 24 hours ahead

of the clearance. They are also encouraged to notify the Terminal ahead of vessel’s arrival so

that the Terminal can arrange dedicated yare stowage for quick delivery

• In respect of all special/valuable containers Customers should notify the Terminal prior to

vessel’s arrival for special stowage / security arrangements

• If any consignee wishes to take direct delivery of containers such intentions should be notified

24 hours prior to vessel’s arrival

• In relation to customs or any other inspection of containers 08 hours notice is required.


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BREAK BULK OPERATIONS

The Terminal will not encourage BB operations at Container berths. However in the event the

Terminal accepts such operations following information should be provided along with the arrival

notice of the vessel.

Description of break bulk (e.g. yachts, transformer etc.)

Weight of break bulk

Dimensions of break bulk (L, W, H)

Lashing configuration (onto flat rack or vessel)

Lifting points (e.g. slung at ‘points’ or lift from ‘eyes’)

Centre of gravity (if necessary)

Drawing and/or digital photography of break bulk

Position and orientation of break bulk on board for discharge to be placed for loading

Note: LCT requests that the owner / representative will be present during the launching of yachts.

This item is covered in details in our HSSE manual.

Handling of such cargoes will be subject to rules and regulations of Latakia Port Authorities and the

other relevant governmental bodies in addition to own safety rules.


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STANDARD INFORMATION

Administration office will be open from 08.30 to 17 .30 on week days.

Operations will be based on a three shift system as follows.

• Shift Timings: 0001 hrs to 0800 hrs

0800 hrs to 1600 hrs


• Meal Breaks 0400 hrs to 0430 hrs



LCT will work 365X24 hours basis and the non working Holidays will be notified by circular.

In order to facilitate general communications, LCT requires the following information:

From Agency

• Contact name of vessel operator

• Office telephone number

• Mobile number

• Private telephone number

• Fax number / E-mail address

From Line

• Contact name of vessel planner / stowage coordinator

• Office telephone number

• Mobile number

• Private telephone number

• Fax number / E-mail address

Vessel’s ETA

Agents must inform LCT in writing about the ETA of vessels. This notification must be sent by the

following times:

Main Liners

• Long-term forecast 3 x monthly schedule


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• Short-term forecast weekly schedule

• Immediate-term ETA

Feeders

• Long-term forecast monthly sailings

• Short-term forecast weekly sailings

• Immediate-term ETA

Discharge Information

The following information must be included in the EDI message which must be sent to LCT not later

than 24 hours prior to the vessel’s ETA. If Line / Agent is not in a position to transfer via EDI, the cut-

off time for information is increased by 6 hours for each thousand (1000) units (all container

information).

List

• Container number (alpha/numeric/port by port pre-fix and 7 digit number)

• Line Operator of each container

• Domestic or transshipment

• Weight

• Size / Type (By ISO Code)

• ‘Specials’: OOG (by height/width/length)

I.M.O. Class and UN Number

Reefers -Temperature Degree Centigrade

• Original port of loading

• Last port of loading

• Next port of discharge after Latakia

• Final port of discharge

• Containers to be ‘rolled-over’ to next week

• ‘Re-cap’ list (by size and next port of discharge)

• ‘Outbound vessel’ for each container (i.e. 2nd carrier nomination)

Plans

• Arrival condition (remaining on Board plus Terminal Discharge)

• Arrival schematic (by size, type, OOG, I.M.O. Class)

• Discharge Plan schematic


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Loading Information

All loading information should be available 24 hours prior to vessel arrival. The list of empty bookings

is to be confirmed by the Agent 24 planning hours before vessel ETA.

List

• Container number (pre-fix and 7 digit number)

• Line Operator of each container

• Weight

• Size

• Type (by ISO Code)

• ‘Specials’: OOG (by height/width/length) and cell position

I.M.O. Class, UN Number and cell position

Reefer indication and cell position

• Re-stow list

• Next port of discharge

• Final port of discharge

• ‘Re-cap’ of list (by size and next port of discharge)

• Empty request containers by ISO type

• Port rotation of vessel

Plans

• Pre-stow of loading plan (by size and next port of discharge)

• Arrival condition - Bay Plan

New Vessel Information

The following information is required for any new vessel calling at LCT. This information should reach

the Terminal no later than seven (7) days prior to the first vessel call.

• Full vessel specifications (including stack weight limitations)

• Radio call sign

• Length overall

• Schematic Plans

• Complete Bay Plans

• Vessel profiles

• Indication of ‘combination’ hatches (below and above deck)

• Space availability for 45’ containers

• Distance between containers in same bay (port to s/board)

Quantity / position of reefer positions (indication of motors to face aft or fwd any restrictions)


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• Any I.M.O. restrictions

• Maximum number of ‘high cube’ containers capable of being stowed in each column both

above and below deck

• Lashing/securing configuration

• Twist locks - manual, semi-automatic or other

• Hatch cover/rain cover arrangements (e.g. independents, hydraulic or others)

• Gearless or ships cranes

• Cellular / non-cellular bays

• Draft of vessel - summer/winter/design

• To which service the vessel will be attached

• Classification Society

• Flag (Port of Registry)

Information to be supplied by LCT

Main Liners

• I.M.O. list - cell positions

• OOG List - cell positions

• Reefer list - cell positions

• Diskette to vessel (departure condition)

• Baplie File to Line

• Complete load list by Line, size and cell position to local Agent

• Confirmation of re-stow list to local Agent

• Discrepancy list

• Non-manipulation certificates whenever required

• Ship Summary, Vessel Operations Report, Crane Productivity Report

Feeders

• Confirmation of planned operations

• Discrepancy list

• Confirmation of re-stow cell list

• I.M.O. list - cell positions

• OOG list - cell positions

• Reefer list - cell positions

• Non-manipulation certificates for vessels calling at Italian ports

• Hard copy of LCT loaded bays - loading (1 to Vessel, 1 to Agent)

• Ship Summary, Vessel Operations Report, Crane Productivity Report


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COMMUNICATION WITH LCT

* Electronic Data Interchange (EDI)

The aim of LCT is to receive all information related to operations via electronic data

interchange through normal internet connection.

* LCT Recipient Identification

LCT’s Recipient Identification name code will be notified.

All messages transmitted from any third party to LCT are to contain this relevant recipient

code where appropriate within the standard message format.

* E-mail Message Format

Shipping Lines are to send one (1) e-mail message containing one (1) EDI message

attachment per e-mail message.

* E-mail Address

Shipping Lines and / or Agents are to send EDI messages to LCT’s EDI Section Internet

address will be notified.

* Information Transmitted from Shipping Line to LCT

• Bayplans

BAPLIE files indicating arrival condition are requested for all vessels calling at LCT. BAPLIE is

handled by LCT’s host database. (-)

BAPLIE versions supported by LCT are 1.5 and 2.0.

• Stowage Instructions

MOVINS files indicating pre-stow information can be imported on LCT’s SPARCS System.

MOVINS version supported by LCT is 2.0.


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• Discharge and Loading Information

COPRAR discharge and loading orders containing ‘full’ container information are imported on

LCT’s host database system (--).

COPRAR version supported by LCT is 1.2.

* Information Transmitted from LCT to Berthed Vesse l

• Bayplans

BAPLIE files indicating load planned condition will be provided on floppy diskette for all

vessels berthed at LCT. BAPLIE export is handled by LCT’s host database system.


* Information Transmitted from LCT to Shipping Line

• Bayplans

BAPLIE files indicating departure condition will be transmitted for all vessels calling at LCT.

BAPLIE export is handled by LCT’s host database system EXPRESS.


• Discharge and Loading Information

COARRI discharge and loading reports are exported on LCT’s host database system

EXPRESS. Separate Discharge and Loading Reports are transmitted upon vessel’s operation

termination.

COARRI version supported by LCT is 1.2.

MIS Department Tel: TBA Fax:TBA

EDI Section Tel: TBA

e-mail: TBA


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GATE OPERATIONS – RECIEVING

OBJECTIVE

To ensure that all trucks enter the Terminal with or without container are serviced in the fastest

possible time and turned round without service failures.

PARTIES INVOLVED

1. The users (importers exporters, haulers, forward ers agents, drivers etc)

2. The staff of the planning department

3. The staff of the gate unit

4. The security staff

5. TD (Truck Driver)

1. The users (Line, Operator, Hauler, Forwarder)

All information regarding Export Full or Mt container to be delivered to the Terminal should be

notified to the Yard planning department /Gate section at least 12 hours prior to movement. Such

information should include the following.

* Container Number / size / type / and ISO code

* The seal number

* Shipping Line and container operator

* Vessel and voyage details

* Port of Discharge /Final destination

* Gross weight

* IMDG class if applicable

* Reefer –required temperature (in Celsius)

* In case of OOG the dimensions and special instructions for handling

* Truck License Number

* Trucking Company

* Drivers name, license number (ISPS)

2. The planning department

• All the information received from the users through web, e mail fax or Phone should be

complied into a schedule of receiving for the following shift and let the gate have pre receipt

booking information in the system


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• Pre plan yard space according to the forecast so that the system can automatically direct the

containers to such locations on arrival

• Plan for the equipment required for such operations in coordination with the yard operations

3. The Gate unit

• Upon receiving a truck at the gate the Gate clerk will check booking status of the container in

the system

• If the container and all the other details match with those of booking information the GC will

use the computerized gate system to issue written instructions (slip/card) which gives all the

information regarding location and directions inside the Terminal

• In the event some or all information do not tally with those of booking data the GC will direct

the truck to waiting area until the Line/Forwarder/Agents clear the container for receiving

• Depending on the Customs status of the container (cleared, pending or not cleared) the GC

will direct the container to the respective stacks or waiting area

• The Gate supervisor will coordinate with the yard supervisory staff to ensure the turn round of

the container truck without undue delay

• Where a Truck wishes to carry out double heading the GC will also check the delivery

documents for accuracy, clearance form terminal, Customs etc and use the Computerized

gate system to generate the delivery order to the yard. In such cases he will liaise with the

yard operations staff to ensure seamless transactions

• In the case of a Reefer container the Gate will also advise the Electrical engineering section to

be ready to plug and check the container/cargo status through temperature checking

• In respect of an OOG container the GC will alert the Yard supervision staff to check the status

of cargo, lashing and any other special items that require pre check prior acceptance. The

supervisor will check and notify all concerned to be ready to handle the special unit

• The Gate clerk/Security will check the seal number of all full containers and all MT containers

will be opened at the gate to ensure they are empty

• In case of all containers received a damage check will be carried out prior to receipt. An EIR

will then be created manually or through the system depending on the status of automation in

this area. Containers with minor damages will be received in this manner

• If the container with cargo is noticed to be badly damaged it will be directed to the waiting area

where the Line/Agent/Operator/Shipper will participate in the survey of the container/Cargo.

Such containers will be photographed using digital camera and the data will be archived for

future reference. Beyond this it will be the responsibility of the user to process the case

• In the event there is visible (minor or major) damage to the container such damage will be

recorded in EIR and the signature of the Forwarder/Hauler/TD will be taken side by side with

Terminal staff’s signatures


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• Depending on the status of the damage decision will be taken by Terminal Management

whether to receive it or not. IN case the Line/User/Agent indemnifies the Terminal it may be

accepted for shipping

• In the event the damage requires special handling the user needs to provide a guarantee for

payment of additional charges for gear and labour used

• The containers carrying Hazardous cargoes should have the correct stickers as per class

indicated in documents. If such stickers are not available it should not be received but notified

to the party and be directed to waiting area

4. The security Staff

• The truck and the container will be checked for any suspicious items or stow away

• The seal will be checked and the number will be matched with that of booking data

• Traffic will be directed to the correct gate lanes as per the purpose

5. Truck Driver

• Will have the container locked to the trailer on all four sides

• Will open the doors in case of MT for security to check

• Will tender correct documents to gate staff

• Will only drive to the directed interchange area and not loiter around

• Will observe all safety and traffic guide lines inside the Terminal area

• Will unlock the locks once in the interchange area and wait for container to be handled by SC


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GATE OPERATIONS – DELIVERY

OBJECTIVE

To ensure that all trucks enter the Terminal with or without container are serviced in the fastest

possible time and turned round without service failures.

PARTIES INVOLVED

1. The users (Forwarder/Consignee/Operator, Agent/h aulier/Driver)

2. The staff of the gate unit IN and Out


4. TD (Truck Driver)

1. The User

• Will clear all the documentation work and physical verifications etc leading to clearance of

cargo by the Terminal and Customs prior to approaching the gate

• Notify the terminal in advance as far as possible the intention of clearing the container

• The container Operator should release the container with cargo to the consignee

• Use a vehicle that is suitable for handling of the said unit

• Trucking companies will notify the terminal with all details of their trucks with driver details for

security checking

2. The staff of the IN Gate Unit

• Will check the documents for all clearances required

• Will check the Truck number and other ID and enter such information along with the

consignment details

• Will issue computerized instructions to the truck to proceed to the interchange area or stack.

• Will cause the system to generate job order to the yard staff and equipment

• In case of a special container delivery GC will notify the Electrical Eng department (Reefer)

safety department (IMDG) yard operations department (oog)

• Gate supervisor will coordinate with the yard operations staff to deliver the container within the

stipulated time

The staff of the OUT Gate Unit

• When the truck with a laden container approaches the gate they will check the container

/Truck for accuracy of the job


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• They will check the status of the container and issue an EIR (Follow normal procedure as

given in Receiving procedure for damaged containers)

• They will collect the slip/card issued at the IN gate

• Confirm exit in the system


• Check the container/truck for any misdelivery

• Direct traffic for safety and efficiency

• Check all MT containers to ensure they are actually empty prior departure.

4. Truck Driver

• Will have the container locked to the trailor on all four sides before leaving Terminal.

• Will open the doors in case of MT for security to check

• Will tender correct documents to gate staff

• Will only drive to the directed interchange area and not loiter around

• Will observe all safety and traffic guide lines inside the Terminal area


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BERTH PLANNING

OBJECTIVE

Meet the expectations of the shipping lines to the best level possible in ensuring berth on arrival whilst

achieving optimum utilization of berths and other Terminal resources.

Parties involved

1. Users(Lines/Agents/Operators/Masters)

2. Wharf staff(Head Forman)

3. Vessel planning staff

4. Berth Planner

1. Users (Lines/Agents/Operators/Masters)

• Provide all vessel ETA and related data regularly

• Provision of Performa and monthly schedules for Liners with fixed windows

• Provision of crane requirement and handling volume data

• Provision of information special requirements such as special /Dangerous cargo onboard

• Provision of preferred berthing direction

• Provision of advance intimation of immobilizations and other similar disruptions

2. Wharf Staff

• Changes of crane travel limits to be notified

• Actual berthing positions to be updated in respect of unforeseen changes

• Unexpected issues delaying departures should be notified

• When berthing the berths and the meter mark positions given should be followed

3. Vessel Planners

• Continuously coordinate with BP on planned berths for ships to come

• Update BP on actual handling volumes and crane splits

• Update BP on any special reasons that might affect berth occupancy duration


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4. Berth Planner

• Receive Monthly /proforma schedule from Lines/agents

• Create vessel particular data base in the berth planning system

• Receive updates and updating database(48 hr/24hr/12 hr/actual)

• Creating weekly berthing plan on system

• Refining the weekly berth plan for last 24 hours accurately

• Coordinate with wharf staff and getting feed back

• Update Yard Vessel and HR planning staff on berth allocation for their planning

• Inform agents/Lines on berthing prospects

• Coordinating with users on negotiating unavoidable delays etc

• Coordination with control centre staff on booking pilots and towage services

• Monitor vessel operations and update plans update users on changes

• Maintaining a database for management information on ETA ATA ATB etc for calculation of

berth occupancy on long term basis

• Provision of berth windows to management for new services to be attracted

• Ensure that the priorities given by the Terminal management are adhered to in allocation of

berths at all times.

• Update web based information portal for users so that at any time they will be able to know the

actual situation of their vessels at berth or expected to be berthed.

• Any unexpected delays to be notified to all parties for remedial action

• Coordinate with Maintenance and Repair to plan maintenance operations


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YARD PLANNING

OBJECTIVE

Assist The Terminal Management in achieving optimum utilization of limited yard space available to

provide optimum service levels to all customers and to control costs by continuous improvement of

strategies to achieve best selectivity at lowest possible sorting moves.

Parties involved

1. Users(Shipping lines Agents, Shippers and consig nees)

2. The Vessel planners and container control unit

3. Yard operations staff

4. Yard planners including head of planning

1. Users

• The users are expected to provide following information for the benefit of Yard Planners.

• In respect of Export containers the Lines/operators should provide booking lists including:

Number of containers expected for the vessel under Container Type, Size, POD, weight

classes, IMDG, Reefer, Full, MT, OOG, special

• In respect of containers to be discharged –same information as above

• Vessel arrival dates and times

• Any special instructions on vessel loading stowage that affects yard stacks

2. The vessel planners and container Control unit

• As soon as the Discharge lists Bay plans etc are in the system alert yard planner to activate

stacking plans

• Pass any special instructions on vessel stowage that requires special yard arrangements

• Inform YP on the number of cranes to be engaged on a ship for discharge or/and loading so

that they can plan yard to suit this

• Information on special containers (OOG/IMDG/REEFR/SPE/)

• Inform YP on any additional discharge of cancellations of discharge or loading

• Inform of change of plans changes of berths of vessels or changes of arrivals of ships

• Discuss ship planning requirements with yard planner with a view to improve stacking

arrangement to suit vessels stowage


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3. Yard Operations staff

• Follow at all times the plans of Yard planners and directions on using yard space

• Update on yard planner of any changes that happen in the yard during operations such as

break down of equipment rendering areas inactive, change of stacking due to emergency

situations, Practical requirements in allocating yard for various types of containers etc.

• Assist Yard planner by physical checks to confirm actual situation

• Motivating and supervising the yard equipment staff to follow stacking instructions and stow

containers in correct locations

4. Yard Planners

• Collect all data related to ship discharging, Export booking and vessel arrival, crane

deployment and special requirements of all

• Using historical data constitute yard planning strategies

• Zoning the yard according to operational requirements so as to improve overall utilization and

efficiency

• Determining Weight classes and values in coordination with the ship planners and Lines with a

view to meet the ships requirements as well as optimize yard utilization

• Check the berth plan to ensure stacking is related to the berths allowing best proximity

• Continuous coordination with Control to find out stacking requirements of vessels due

• Monitoring balance to be discharged into yards before planning new containers in

• Liaising with the ship planners to organize house keeping work in the yard before loading

operations

• Ordering planning and supervision of yard physical checks

• Ordering planning and supervision of yard marshalling operations

• Yard marshalling in Import stacks to keep stack height minimized for better selectivity

• Ensuring homogeneous large consignments are stacked together thus eliminating sorting and

unnecessary movements

• Keeping the system well prepared for all incoming vessels during the shift and passing

information the next shift

• Maintaining well segregated stacks for IMDG based on IMO regulations

• Ensuing stacks are able to serve the number of QC each vessel will work with

• Eliminate yard clashes by careful study of berth and operational planning prior to yard

allocations

• Maintaining flexibility by allowing yard staff to deviate from plans in reasonable contingencies.

• Minimise manual planning and use the system to optimum level

• Ensure optimum utilization of yard


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PROCEDURE DETAILS

* Yard House keeping

Storage and upkeep of the yard is done everyday to maintain a database of information and to

ensure that customer property is in good order. In maintaining this database, cargoes are

categorized into three types:

• Laden (Import/Export)

• Empty (Import/Export)

• Transshipment (Laden/MT)

A list is prepared for all the cargo in the yard and segregated by shipping lines.

* Match with data of Shipping Line

The data file sent by the port shall be compared to the shipping lines database of containers in

LCT.

If there is any discrepancy, an email shall be send to the sender to update the correct information.

A request for physical checking of the cargo.

If required, a physical check can be requested in this email to verify the discrepancy.

* Update changes

Update corrections and instructions from shipping lines if any.

For corrections that require physical check, correction to the system shall be done after inspection.

A request for yard inspection is sent to the yard Operations to facilitate this action.

* Yard Operations

Upon receiving the request and list of containers for physical check, the yard Ops will proceed to

locate and inspect the cargo.

After inspection, the Yard shall update corrected details in the System. If the update cannot be

done, the Yard ops shall liaise with the Yard planner to complete the update.

In the event of the corrections being wrong, the Ops shall inform the YP for reconfirmation and

further actions.

* Yard Planner

Verify and assist corrections by Operations. Check the corrections and housekeep (reorganize)

the cargo if necessary to assist loading operations. Report major correction activity and

housekeeping moves in Yard Shift Change report. This report will be used in the daily meeting for

analysis.


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* OPS Daily Meeting

The internal movements and correction activity is reviewed during this meeting. A general

overview of data quality between shipping lines and LCT is reviewed and corrective action

discussed.

Refer to YP shift change report for details of activities. The review shall ensure constant

maintenance of cargo.

* OPS Management

The results of the review during the daily meeting shall assist with the planning of strategies for

the yard. The management will delegate responsibility for implementation of plans and strategy.

Shipping lines are informed of their role in maintaining data quality to facilitate good EDI transfers.


Page 25 SOP-OPS-01

VESSEL PLANNING

OBJECTIVE

To plan the vessel discharge and loading operations ensuring best stability and trim condition to the

ships, best productivity to the quay operation, safest operations for the staff and smooth floor of traffic

for the yard

Parties involved

1. Users( Shipping Lines Operators agents)

2. Berth planner

3. vessel operations and yard operations staff

4. Vessel planner

5. Master of the vessel

1. Users

• Provision of all data pertaining to vessels such as profiles, condition reports, basic stability and

constant information to the data bank of Vessel planning department

• Updating them on vessels arrival date/times

• Passing all instruction related to vessel discharge requirements prior to arrival

• Passing all instructions on vessel stowage (Central planner to Terminal) including special

stowage instructions for IMDG and special cargoes

• Passing information of OOG on board or to be loaded

• Uploading vessel discharge. Load information as per UNEDIFACT formats through EDI link or

manual (CD/Floppy) systems

• Monitoring container receiving into the Terminal and ensuring that the data provided by

shippers are correct

• Providing any special formats lines require in output documents such as TDR and Bay plans

• Providing arrival data (ROB/Tank conditions etc) if line expects Terminal to calculate final

stability

• Providing the stowage plans 24 hours in advance for the lanner to make crane allocation and

commence work on vessel working schedules


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• Continuous communication with the master of the vessel and planner to ensure that the

Discharge plans are sent to him and approval obtained prior to berthing so that operations can

commence without delay.

2. Berth Planner

• Plan the vessel to a berth which gives best access to optimum number of cranes and best

proximity to the yard

• Obtain vessel planner’s views on berth planning

• Keep Vessel planner informed on Berth changes and berth plans

• Keep vessel planner informed on berthing side of the vessel (STBD/PORT)

3. Vessel and Yard Operations staff

• Should always coordinate with the Vessel planners in respect of on going operations any

changes

• Should follow the plans at all times and consult planners at any time they feel the need for a

change

• Since the load plans are totally dependent on the yard status at a given time yard operations

staff should ensure that no disturbances are caused to the planned stacks during other

operations

4. Vessel planners

CREATE PLANNING DATA BASE

• Create a information data base on all vessels profiles calling Terminal and would call in future

• Receive EDI or Hard copy or soft copy of all vessel information on individual calls

(BAPLIE/MOVINS-stowage data and shipping instructions) on normal and special containers

with specific instructions on planning of discharge and loading inclusive of OOG IMDG

information

• Create the vessel call initial data in the system

• Check on transmitted data and coordinate with central planner. Lines on any omissions errors

or failures

• Coordinate with Container control to upload such information to the system

• Check for discrepancies between stow plans and data or any other and act to correction

liaison with the operators

• Upload or create loading stow plan into the system

• Check with berth planner on berth of the ship and crane allocation possibilities


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• Study the overall berth plan and plot the times of arrival of cranes and departure of them as

per total crane requirement for the Terminal

• Find out the side on which the ship will berth in relation to wharf (PORT/STBD)

• Study the tide table to determine vessels position to wharf and the height of profile

• Work out the vessel working schedule with crane sequences using system and plan accurate

crane split- inform berth planner of this status for overall balance

• Monitor load lists and stacking status with Yard planners and work with yard planner to do

house keeping in loading stacks to suit loading plan before planning stowage

• Compare actual load list from the operators with Terminal list and separate containers with

held status and be alert of late arrivals

• Get the final summary of loading containers

• Compare this with stowage plan and coordinate with central planner and operators to correct

any errors

• Prepare discharge and load plans and sequences

• Double check for stack heights stack weight limits special stowage, lashing limits and other

requirements and stability conditions before confirming load plans

• Dispatch plans to the central planner/master/Agents for confirmation at least 6 hour before

commencement of loading

• Upon receiving confirmation of changes finalize plans and print same if needed

• In the case of loading Ensure that plans are distributed to all those who need them at least 3

hours prior to commencement of loading for operational preparations

• Same applied for discharging as all resources should be ready prior to berthing

• Maintain a log on all events with dates and times.

OPERATIONS MONITORING

• Meet the CO of the vessel on berthing and submit all plans for final approval

• Amend if necessary but be confident in defending plans already approved

• Redistribute changes and communicate to all concerned

• Upload the final plan for operations

• Monitor vessel operations and assist changes for better productivity and meet contingencies

• Any additional containers to be loaded may have to be re planned and the normal plan

sequence should follow

SHORT LANDING

• If any container planned to be discharged was not found or not discharged, such information

should be passed to the line and agents after thorough search on board and in yard


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OVERLANDED CONTAINERS

• Inform the shipping Line and Master of over landed

• They should be left on the quayside and followed up

• If instructions are given to accept after data introduction to system they should be sent to the

yard with yard planner’s knowledge

• If such instructions are not given the container should be reloaded into a suitable slot with the

knowledge of the CO

SHUT OUT CONTAINERS

• When planned containers cannot be loaded due to some reason it will have to be returned to

yard after notifying all parties

• If alternative containers are nominated by the Line they need to be re planned and loaded.

Such changes should be handled by planners and parties updated

• Send amended documents to all concerned

PLANNING OF ADDITIONAL CONTAINERS

• Any additional containers should be planned only after approvals of all concerned

Post vessel operations routine

* Maintain a check list in vessels file to ensure all steps are followed.

• Ensure all stowage changes etc have been updated in the system

• Hand over updated final bay plans and departure documents in required form(sift /hard copy)

to the master before departure

• Send the final departure EDI and documents after departure


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VESSEL OPERATIONS

OBJECTIVE

To ensure vessel operations are carried out expeditiously and ensure terminal resources are used to

their optimum and ensure all operations are carried out under strict discipline and safety.

PARTIES INVOLVED

1. Head Forman

2. Crane operators

3. Checkers

4. Lashing gang supervisor

5. Ships duty officer

ALL TERMINAL SUPERVISORY STAFF

• Should arrive 30 minutes before commencement of shift operations

• Clock in arrival and be marshaled to vessels/berths

• Attend the operations briefing meeting with outgoing shift

• Collect all information and documents related to respective work stations

• Report to work station and take over from the out going staff

• Should be attired in uniform , hard hat and boots and ensure all staff working in wharf are

similarly attired

• Be aware of the balance moves, Cranes on work, unresolved operational issues, figures on

discharge and load operations and any special instructions

• Ensure all staff take over from previous shift and start immediately

• Resolve any start up delays

• Be on top of all vessel operations from commencement to completion

• If a vessel is berthing during the shift ensure it is berthed accurately on the given position

• Note crane travelling distances and foresee any issues related to working all bays as per

sequence

• Ensure quay crane is positioned safely

• Ensure safety nets are placed below the gangway before permitting staff to board the vessel

• Ensure that the gearbox is lowered by the crane Operator before commencing operations


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• Ensure that the cranes are is operating based on the sequence and without any clashes:

* Foresee crane clashes and preplan to avoid crane clash

* To balance workload and to avoid the crane clashes for all cranes amend the working

sequence as required with approval of the planners and duty managers

• Whenever such changes are made alert yard staff and control center dispatchers

• Ensure amended plans reach checkers who direct operation

• Coordinate with the yard for smooth transfer operation without delays

SUPERVISION

* Ensure Lashing gangs work without causing delays to cranes

* Liaise with port safety and Security on relevant situations

* In the case of any accident or injury coordinate with Ambulance service to dispatch victims for

treatment

* Monitor crane performance continuously and follow up on slow down

* To ensure that Operating staff are at their work places and they do not desert

* Solve problems as they occur

* Update control centre on progress with figures

* Ensure Checkers coordinate with planners

* In case of any damage follow up on recording intimations and follow up action

* Arrange special gear and labour for handling special containers/cargoes

Coordination with vessels

• Contact CO in the event of any vessel related issues such as slack ropes, stability issues,

Twist lock shortages, safety issues, any disruptions to operations due to vessel’s fault

• Ensure that the vessels comply with Port/Terminal requirements

• Accident reporting and issue of notice of liability

• In the event the vessel issues such notices inform Terminal Management and investigate

incidents leading to such issues

Control of wharf operation

• Identify needs to increase decrease equipment(SC or tractor trailers)

• Change priority of cranes for resource allocation for better results

• Ensure on the wharf handling of twist locks is done as per smart handling system with best

safety and efficiency standards

• Ensure free flow of transfer equipment without keeping any hooks hanging

• Ensure all workers follow safety regulations and take all precautions to avoid damages and

injuries


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SMOOTH HAND OVER

• At end of operations ensure all handover duties to next shift staff seamlessly

• Self hand over with briefing to the taking over colleague on balances of moves, Cranes in use

and times of release expected, Any unresolved operational or other issues, Documents with

up to date changes


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YARD OPERATIONS

OBJECTIVE

Assist the Vessel operations to achieve the best quayside performance in terms of moves per hour per

crane, to the Gates to achieve the shortest possible turn round time for trucks, to the equipment the

optimum utilization with safety and to the yard planning staff the assistance to do the house keeping

which help improve performance.

Parties Involved

1. Yard Supervisors

2. Interchange supervisors

3. Gate staff

4. Wharf supervisory staff

5. Equipment operators

1. Yard Supervisors

• Should arrive 30 minutes before commencement of shift operations

• Clock in arrival and be marshaled to respective yard areas

• Attend the operations briefing meeting with outgoing shift

• Collect all information and documents related to respective work stations

• Report to work station and take over from the out going staff

• Should be attired in uniform , hard hat and boots and ensure all staff working in yard are

similarly attired

• Be aware of the balance moves, Cranes on work, unresolved operational issues, figures on

discharge and load operations and any special instructions.

• Ensure all staff take over from previous shift and start immediately

• Resolve any start up delays

• Be on top of all vessel and gate related yard operations from commencement to completion

• Coordinate with the yard planners at all times in changes and amendments

• Positioning equipment in yards such as reach stackers and MT stackers as required

• Supervision of all yard staff and equipment


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• Coordination with control staff, Wharf staff and Gate staff on ongoing operations

• Handle house keeping work from yard planning section within the time frame

• Be on the look out for idle SC stackers tractor/trailers

• Accident intervention and handling/reporting/investigation

• Ensure all Terminal SC has priority in the stacking yard and no other vehicles enter the

stacking areas

• Coordinate with the interchange supervisors in servicing Gates

• Ensure the correct location of containers by SC and update changes

• Report yard status after physical checks regularly

2. Interchange supervisors

• Coordinate with the Gate staff in handling receivables and deliveries

• Coordinate with yard supervisors and SC drivers in carrying out interchange

• Ensure no road truck deviates form the designated interchange area

• Service all trucks on First come first served basis with no discrimination

• Coordinate with control centre in overall operations issues

• Follow safety guidelines at all times as interchange operation between road trucks involve

outside personnel who have not been trained on such matters

• Ensure that the containers delivered are the ones designated for the trucks concerned

• Ensure received containers are stowed by SC in the right locations in yard by passing such

instructions to SC

3. Roles of Gate and wharf supervisory staff have b een covered under respective

sections


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MARINE OPERATIONS

OBJECTIVE

To achieve berthing un berthing and shifting/warping of vessel at LCT without delays and under

strictest safety

PARTIES INVOLVED

1. Marine Supervisor and labour Manager/ Mooring cr ew

2. Control centre

3. Pilot /,Ships crew/Master

1. Marine Supervisor

• Be on the wharf 1 hour prior to vessels arrival at berth to organize operations

• Keep in constant touch with the Control centre for any marine Operations at all times

• Manage and direct the mooring crew through labour managers in carrying out work related to

berthing un-berthing and warping

• Ensuring that the vessels are berthed at the correct positions indicated in Berthing plans and

enduring that the cranes are able to reach all working bays of the vessels

• Be on the alert for safety of men assets and environment at all times

• Communicating with the Pilot and Duty officer/Master of the vessel in relation to ongoing

marine operations

• Maintaining a log book on all incidents with date and time on every movement that takes place

• Communicating incidents and assisting Control to keep records of main jobs and times for

Terminal’s records

• Coordination with the Head Forman on his requirements in positioning and moving the vessels

from time to time in order to facilitate operations

• Checking and ensuring that the wharf is ready with no obstacles or safety hazards prior to

berthing and sailing of vessels

2. Control Centre


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• Follow up on Marine operations with Operations, Marine and Berth Planning sections

• Communication with Navigation authorities, Pilots vessels, and agents in pre planning and

carrying out marine functions

• Keeping a constant record of all operations with date/time and persons involved

• Overall coordination with all parties involved

• Control and manage any deviations required against berth /operational plans with approval of

Operations Manager


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CONTROL CENTER

OBJECTIVE

Control and manage all Terminal operations and communication activities so as to achieve the best

results for the Terminal and customer satisfaction.

PARTIES INVOLVED

1. Controllers

2. Gate operations staff

3. Yard operations staff

4. Vessel operations staff

5. Marine staff

6. Management of the Terminal

7. Users

1. Controllers

• Working hours will be round the clock 365 day of the year. This section will not be

unmanned at any day or time irrespective of operations

• Be equipped with all communication systems (telephone, fax, EDI,E mail VHF etc)

• Will communicate with Marine and Pilots /Navigation authorities in respect of berthing

sailing warping or shifting of vessels

• Will monitor and control all operations within the Terminal

• Will be the centre point of communication for all Terminal personnel and users at all times

• Will keep a computerized log on all operations with timing of incidents at all times

• Will deal with the users in respect of ongoing operations where coordination is required to

resolve issues

• Will report to Operations Manager

• Will coordinate with Maintenance department on all issues related to break downs and

urgent interventions

• Will take charge whenever there is an emergency situation in the Terminal and deal with

relevant parties in handling the situation


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• Will keep up to date information on ongoing operations with facts and figures of progress

at all times

• Update Management periodically on progress of operations

• Alert Management on any foreseeable problems or untoward situations