January 12, 2015

Disaster Prevention Research Institute (DPRI)

Kyoto University

KENJI ONODiscussions@DPRI, Kyoto

Supplementary discussions for further improving BCM skills

Damaged quay wall of port of Iquique( Photo by Dr. Kumagai, DPRI)

Suggested procedures for preparing port BCP

DecidingMTPD

Preparing possible recovery options of operational resources

Policy development of Port BCP→Priority of port functions to be secured Identifying and appraising risks.

→Risk mapping and positioning

Risk finding for port logistics

Selecting core port business

BIA (Business impact analysis)

Finding mobilized resources

Re-evaluating PRT

Preparing risk response plan

RA （Risk Assessment）

Evaluation of damage of the port userseg. shut down and recovery of port user industries and other related sectors.

Evaluating fragility of resourceseg. loss of power supply, personnel, port facilities and equipment, ICT systems, offices.

Documentation of BCP (incl. institutional arrangement and action programs)

Finding resource bottlenecks

Identifying important business operations

Dependency of resources

Deciding RTO/RLO

RTO≥PRT

NO

Yes

Risk response plan

Predicted resource recovery time (PRT)

Demand side approach

Supply side approach

Copyright ©2015 K. ONO All Rights Reserved.

Business flow analysis for port operation(Application of job cards and IDEF0 techniques)

[ Breakdown of the core business structure ]

Note: IDEF0 is one of business process modeling tools, which were developed by a research group in US air base in Oklahoma.

Entry into port

[1 hr.] A1

Anchoring offshore port

A2

Docking & mooring

[1 hr.] A3

Access channelDock Pilotage, Tug boat,

Entrance permission/ notice

(Acceptance)

Turning basinTug boat, wharf, Mooring line service,Berth window management,

Arrival at off-shore port

Loading & Unloading

[8 hrs.] A4

Terminal control system, WharfQuay cranes, Cargo handling equip.Chesses, Dock workersTally men

Berth allocation

Ship stowage plan

Release & Undocking

[2 hrs.]A5

Access channel,Turning basin, Wharf,Tug boat, Mooring line service,Berth window management,

Clearance permission/notice

Departure to the next port

(Refuse)

Unloaded cargo

Cargo to be loaded

＊＊＊

Anchoring permission

Anchoring area

Commercial-ship accommodation

Container / multi-purpose terminal operation

Inbound cargo deliveringTerminal

yard operation Outbound

cargo ShippingERL-ship accommodation

[ Business flow of commercial ship accommodation ]

Arrival at the wharf

Completion of mooring

Completion of loading /unloading

Copyright ©2015 K. ONO All Rights Reserved.

Resource for control Resource for activity

A

1

Entry in

port

Customs

clearance,

Entry

permission,

Customs,

Harbor

master,

Port

CIQ officers/offices,

Harbor master officer,

Port MIS, SeaNACCS,

Harbor master office,…

Access channel, Tug boat,

Pilot, Port radio,

Electric/water/fuel supplies,

Telecommunication service,

A

2

Moorin

g

Anchoring

permission

Harbor

master

Harbor master officer,

Telecommunication

service

Anchoring area, Service

vessels

A

3

Docking

&

mooring

Berth

window

control

Terminal

operator,

Stevedores

Terminal operator staff,

Terminal operation

system, Electric/water

Turning basin, Quay wall,

Tug boat, Line men, Port

security system, …

ResourcesOpera

-tionsControl

Executing

agency

Outside

supply

Human

resource

Facilities

/equipmentITC systems

Buildings

/officesA

1Entry in

port

Electric/fuel/

water supplies

CIQ officers/

offices, Pilot,

Access

channel, Tug

Port MIS,

SeaNACCS,…

CIQ offices,

Harbor building,A

2Mooring Water supply Harbor master

officer

Anchoring

area

Telecommunicati

on service

A

3Docking

&

mooring

Electric/fuel/

water supplies

…

Line men Quay wall,

Turning

basin, Tug

Terminal

operation system

Terminal

operation station

A4船内荷役 電力、通信、

水道、ガス、本船荷役担当、ｶﾞﾝﾄﾘｰｸﾚｰ

Opera

-tions

Resources for control and operations

Outside

supply

Human

resource

Facilities

/equipmentITC systems

Buildings

/offices

Resources for control and operations

Electric/fu

el/water

supplies,

Telecomm

unication

service

(5 items）

CIQ officers, Port

authority staff,

Harbor master

officer, Pilot, Line

men, Stevedore's

staff, Dock

workers, Crane

operator, Yard

planner, track

driver, RTG

operator, Gate

clark,…

(18 items)

Access chainnel,

Anchorage, Turning

basin, Quay wall,

Tug boat, Service

vessel, Epron, Quay

crane,

Trailer/Chesse,

RTG, Container

slot, Reefer

concent, Gate,

Access road, CIQ

inspection

equipments,…

(24 items)

SeaNACCS,

Port MIS

(Management

Iinformation

system), Port

radio,

Terminal

operatin

system, Port

security

system

(5 items)

Harbor building,

Port authority

office, Harbor

master office,

Harbor traffic

control office,

Shipping agent

office, Terminal

operation

station,

Stevedore's site

office, Marine

house

(9 items)

ANALYSIS PRACTICE AND ADVANTAGES

From the practical view point of undertaking BIA and RA,

mobilizing workflow analysis and worksheet techniques are found

useful, because of its advantages of being rich in transparency,

which facilitates the information sharing among administrative and

business entities of BCP community. It also encourages

participation of these entities in the business continuity

management activities. A worksheet system for port-BCP

preparation includes 14 work sheets, which enable systematic

analysis by only transcribing data from one sheet to another with

adding necessary data and information as required.

ANALYSIS PRACTICE, ISSUES AND POSSBLE SOLUTION

Multi-layered structure of the worksheets and the step-by-step

work procedures results in the excessive working load on the staff

in charge of BIA, therefore resulting in the insufficient or

incomplete analysis.

A case study of a container terminal in Japan, demonstrated the

number of operational resources may reach to 100. It is likely

humanly impossible to process these bulky and duplicative data.

Computer assistance tool for developing worksheets is considered

vital for mobilizing worksheet system to implement BCP required

analysis.

BIA worksheet system assisted by the macro programing techniques

Risk Assessment file Resource bottleneck evaluation file

Worksheet10 Worksheet13作業ｼｰﾄ4Worksheet12作業ｼｰﾄ8作業ｼｰﾄ8Worksheet11Worksheet9

List of bottleneckresources

Resource interdependency

(B)

(A)Resource fragility evaluation

List of RLO-specific resources

Worksheet 14

List of resources and categories(B)

Legend：：Manual data entry

：Data transmission by link function

：Data transmission by macro program

Identified core business

Evaluated resource resiliency

Resource recovery strategy

Result of tracking resource dependency

Identified resource bottleneck

Business flow analysis

Resource collection sheets

Identified resources

Input resources and control for

business activities

Resource dependency identification sheet

RLO resource mobilization judgement sheets

Classified resources

Resource dependency on the other resources

Required recovery level

Needed resources and their recovery level for meeting clients’ requirements

Business Impact Analysis file

作業ｼｰﾄ4Worksheet3Worksheet2 Worksheet7Worksheet6Worksheet5Worksheet4作業ｼｰﾄ8作業ｼｰﾄ8Worksheet8Worksheet1

Identified business activities

Screening/selection core business

Deciding MTPD/ RTO/RLONecessary resources to

maintain RLOList of business activitiesList of business

operation resourcesClassification of business

operation resourcesDependency of business

operation resources

Dependency matrix of business operation

resources

(A)

ContentsFurther challenges

1. Intensive discussions are to be undertaken by portcommunity for maintaining business continuity at portsthrough concerted actions of the port stakeholders underthe port BCP.

2. For effective BCP preparation and implementation, i)developing computer aided worksheet-system, ii) simpleand cost-saving damage evaluation technique, and iii)establishing a framework to ensure port operation andrehabilitation resources supply is needed. Introducingmarket mechanism is awaited in this regard.

3. Human resource development and institutionalarrangements for implementing port BCP. Mobilizing theleadership and expertize at the disaster site is of greatimportance.

SATREPS workshop @ DOP Hqs., Santiago

Many thanks to Chilean colleagues for their efforts

Kenji Ono Professor,

DPRI, Kyoto-University

e-mail: ono.kenji.5z@kyoto-u.ac.jp