Ports & Pilotage Authorities Case Studies

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1 Nicom Maritime Suite 8, 6960 Mumford Rd. Halifax, Nova Scotia Canada B3L 4P1 Ph: Ports & Pilotage Authorities Case Studies Halifax Port Authority Vessel Traffic Management System - Planning & Managing Software Procurement Container Tracking System - Development & Implementation of Software The Port of Halifax is known for its location, facilities, services, and connection to locations around the world. The port is administered by the Halifax Port Authority (HPA), a successful Canadian federal organization with an international reputation for providing cost efficient and effective services using the latest technologies. With seamless inter-modal connections to and from the heartland of North America, the Port of Halifax is Canada's Atlantic Gateway to the world. Halifax's strategic location, efficient infrastructure and unparalleled service have made it the preferred connection to Europe, the Mediterranean, the Middle East, and Southeast Asia via the Suez Canal, providing comprehensive global coverage for exporters and importers. The Halifax Port Authority s key activity is to administer the Halifax Harbour, Bedford Basin and Northwest Arm. The HPA is responsible for building and maintaining its own port facilities, as well as promoting them and the harbour. They work closely with the Navy and Coast Guard in planning for harbour emergencies. The HPA has two state-of-the-art advanced container terminals that offer round-the-clock vessel service, and they process approximately 100,000 import containers annually. These containers are discharged and shipped to points across the continent; some by road and some by rail. With several parties involved, and frequent traffic, the HPA needed to work towards getting inbound containers out to customers quicker. They put much effort and pride in being the most efficient and economical choice for exporters and importers. Investment in the port's terminals and equipment makes Halifax one of the few ports in North America that is capable of handling fully loaded post-panamax vessels. The Port of Halifax prides itself on excellent customer service. In 2002, the HPA introduced "Smart Port" as an initiative for stakeholders to identify issues and focus on solutions that will increase growth, reduce costs, and maintain the Port's competitive position in global markets. They saw room for improvement in vessel and container dwell time. Because of this, the HPA needed better systems for tracking incoming/outgoing containers and vessels.

2 Solution Nicom managed the software selection process for the Halifax Port Authority in its search for a new Vessel Traffic Management System. This involved developing request for information and request for proposal documents; developing the short-listing process; acting as facilitator towards selecting the most appropriate product; and negotiating the purchase and on-going support contracts with the successful vendor. A follow-up project involved managing the development and implementation of the new Vessel Traffic Management System for the HPA. This project included planning and managing the activities of the software developers and the activities of the HPA staff. In an effort to further improve both customer service and operations efficiency, Nicom was asked to design and develop a Container Tracking System (CTS). Nicom did the entire development of this application, including: Systems Analysis Custom Software Design Software Development Implementation, and Quality Assurance The HPA is now able to address any gaps in service and work at preventing issues through daily tracking. The Vessel Traffic Management System has enabled the HPA to quickly address operational conflicts. The Container Tracking System has also improved efficiencies by providing an excellent means of analyzing the steps involved in inbound container processing, with a focus on dwell time. Discharge lists are now submitted to the Halifax Port Authority in the form of EDI (Electronic Data Interchange) format via FTP and/or . Once event files are received, the CTS analyses the data, transforming and merging the import files to create a clear and distinct view of the containers arriving in Port. This information includes the discharge, ramp, depart, arrive, and re-ramp date and times. The CTS desktop application currently contains several statistical reports analyzing (empirically and graphically) the various container dwell times. The application also allows users to look up specific voyages/containers by specifying details such as container number. Subsequently, the HPA is able to come through on their commitment to facilitate fast and efficient ship turnarounds which has strengthened their competitive position. The HPA's constant attention to improving efficiency has gained them the trust of more than 20 direct liner services. The Port of Halifax continues to serve more container lines with more direct calls to Europe, the Mediterranean, Middle East, Asia, South America, Central America, and the Caribbean, than any other Canadian port, with Nicom's help! N I C O M M A R I T I M E ~ P o r t s & P i l o t a g e C a s e S t u d i e s 2

3 Saint John Port Authority Port Operation & Revenue Tracking System (PORTS) The Saint John Port Authority (SJPA) oversees the day-to-day activities at the Port of Saint John, New Brunswick. The Port of Saint John, the largest seaport in New Brunswick, handles an average of 25 million metric tons of cargo annually and is one of Canada's key ports. It is recognized for its strategic importance to the nation's trade and economy, and is a critical infrastructure of the municipality and region providing close to 3,000 direct and indirect jobs. Thus, the port is a cornerstone of the Saint John community, a facilitator of international trade, and a part of Canada's transportation infrastructure, providing a marine gateway to global markets. The computer systems used to manage these daily activities, such as vessel scheduling and lease management, were limiting in both functionality and capability. After 20 years of using the same computer operating system, the SJPA decided to shop for a replacement. They needed a new system that provided a more secure and efficient way of operating the port and tracking revenue. Nicom was selected, over many proposal respondents, to design and develop a replacement system that would finally allow the SJPA to retire their antiquated legacy system. Solution Through a series of stakeholder meetings and key user interviews, Nicom gathered the system requirements which, once prioritized, became the foundation of the Port Operations & Revenue Tracking System (PORTS). The design went through several revisions to ensure the system would not only meet the port's current needs, but also provide the flexibility required for future expansion and enhancement. The final product provides an integrated vessel scheduling, billing, and lease management system, as well as a web-based hazardous goods certificate system. Data entry and invoicing have been streamlined, and a reporting feature has been provided that allows users to generate real-time analytical information for the first time. Detailed reports can now be easily created to suit the needs of various departments of the Saint John Port Authority. Vessel tracking and cargo manifest reporting has been designed to fit the port's specific needs, and the leasing/property management component of the system has been significantly improved. In partnering with Nicom, the SJPA has brightened its technological landscape by ensuring it will receive excellent service and support that will not only meet, but exceed, expectations in the years ahead. N I C O M M A R I T I M E ~ P o r t s & P i l o t a g e C a s e S t u d i e s 3

4 Atlantic Pilotage Authority IT Infrastructure Upgrade Dispatching & Billing System (DABS) The Atlantic Pilotage Authority (APA), established in 1972, is responsible for instituting, operating, maintaining, and administering efficient pilotage service within the designated waters of the Atlantic region. These waters span from east of Restigouche Harbour to the Bay of Exploits, and south of St. John's Harbour to the Port of Halifax. Marine pilotage involves directing and controlling the movement of vessels through near-shore and inshore waters, and providing navigation advice to ship masters. Pilots are expected to use knowledge of local geography, climate, and traffic patterns with operational information for safe passages. Atlantic Canada is regulated and administered, under the Pilotage Act, by regional authorities. Prior to Nicom's involvement, the dispatching of pilots was being performed by a variety of different organizations depending on the location of the port. At the time, there was only one computer in the APA office used for the financial system, and assorted personal computers for stand-alone productivity applications. The APA recognized the need to merge the dispatching operation by using a single organization, located centrally, in order to improve efficiency and dependability. This process involved implementing a wide range of different systems and technologies, and created the need for a computerized system to help with the dispatch operation. The APA realized it was essential to upgrade its IT infrastructure. Solution Through a series of stakeholder meetings and key user interviews, Nicom gathered the system requirements which, once prioritized, became the foundation of the solution s design. Nicom was responsible for defining the IT infrastructure; defining the hardware and software required; negotiating with suppliers; procuring a new financial information system; implementing a Windows server network; and managing the development of a custom billing system. During this timeframe, the APA also decided to implement an in-house, computerized dispatching system which Nicom developed. The design went through several revisions to ensure the system would not only meet their current needs, but also provide the flexibility required for future expansion and enhancement. The applications were developed using Microsoft products of Visual Basic and SQL Server with comprehensive e-business capabilities. The initial development culminated in the Dispatching and Billing System (DABS), an integration module to their accounting and financial software system, with secure websites for pilots, agents and APA administration. With the success of DABS, a number of supporting modules were developed using various technologies. These supporting modules included N I C O M M A R I T I M E ~ P o r t s & P i l o t a g e C a s e S t u d i e s 4

5 a pilot boat maintenance tracking system, a pilot leave and recall tracking system, and a number of web-based administrative reports. A subsequent release was contracted, to Nicom again. This version, DABSII, was created in a combined client-server/web-based The level of efficiency for our environment, employing new.net technology adding new functionality. whole organization has increased with the implementation of this new dispatching system. Nicom did an excellent job of designing a The new system has proven to be a valuable tool for APA system that is both easy to use dispatchers, management and pilots alike. The system and highly functional for each of manages the dispatching of pilots to inbound and outbound seafaring vessels all over Atlantic Canada. This the dispatchers, pilots, and is a daunting task for even the strictest disciplines, but management." DABS and DABSII have allowed the APA to not only keep Peter MacArthur, Chief pace with an ever-growing number of pilotage Financial Officer, Atlantic assignments, but also to better manage their resources Pilotage Authority and expenditures by streamlining the dispatching process. For example, through the web, dispatchers can see which ships are currently in the harbor and which are scheduled for arrival or departure. They also have live marine and land-based weather forecasts at their fingertips from Environment Canada. Agents can easily make a request for a pilot through a web page and the request is immediately entered into the APA dispatching system via the Internet. The pilots are able to view upcoming assignments, their rotating duty roster, and any special notes they require for their assignments. Pilots can then enter the particulars of a completed assignment through an online interface. The APA can bill for pilotage services based on tariffs established by Transport Canada. This system has also provided the APA with the capability of billing for pilotage services based on tariffs established by Transport Canada. As a result of this successful project, the APA is very efficient in many of its business activities using the new technologies that have been implemented. The dispatching system, created using Microsoft Visual Basic and Microsoft SQL Server, offers a highly scalable, stable foundation, proving to be a critical and ever evolving tool for the APA. Along with its software development services, Nicom also provides the APA with a number of other IT services such as ongoing infrastructure support, software procurement, and website design and development. N I C O M M A R I T I M E ~ P o r t s & P i l o t a g e C a s e S t u d i e s 5

6 Maritime Exchange for the Delaware River & Bay Complete Port Logistics System The Maritime Exchange for the Delaware River and Bay is a trade association dedicated to promoting and protecting waterborne commerce within the Delaware River port community. Since 1875, the Exchange has been working to promote international commerce, protect trade, and enhance navigational safety in the Delaware River and bay, the largest freshwater port in the world. On behalf of its members, the Maritime Exchange developed its online suite of applications in the mid-1980s to capture and report on: Vessel Movements Cargo Manifests Customs and Border requirements, and Advanced arrival/departure schedules Since that time, the system underwent constant revision but had reached a point where it needed to be converted to newer a technology. The Maritime Exchange wanted to maintain its investment in the infrastructure and operating environment, and therefore sought a partner with experience both in the technology they employed and with port systems. Solutions Nicom IT Solutions is currently working on this application. It is employing the Agile Methodology of software development because the client wishes to turn this into a product, and this methodology complements this type of undertaking. Nicom is reusing as much of the existing code as possible, but making changes where current best practices will enhance the application. The resultant application will be able to run as standalone modules, or as an integrated suite with multiple integration points. We are also making changes to the user interface to enhance experience and make the product one that is more marketable. We are doing this by making use of our Creative Design team as well as our software developers. N I C O M M A R I T I M E ~ P o r t s & P i l o t a g e C a s e S t u d i e s 6

7 In addition, we are building a new comprehensive reporting module that will enable users to run predefined reports or build custom reports as their needs evolve. The result will be a new port logistics system which will better serve the needs of the members of the Maritime Exchange, and which will make use of modern technologies to provide online access to information. By integrating client resources into the project via the Agile Methodology, we are ensuring that the resultant product will be one that is immediately marketable around the world. Further Information Nicom Maritime is a division of Nicom IT Solutions. For further information, please contact Pat d Entremont at pat.dentremont@nicommaritime.com, or N I C O M M A R I T I M E ~ P o r t s & P i l o t a g e C a s e S t u d i e s 7