| IT
wish list for the Christmas season and new year
(December 22, 2003)
CHRISTMAS is just around the corner and for today's
column I have come up with an information technology
wish list for the entire ports, shipping and transport
industry.
The items I shall enumerate below are not necessarily
in order of priority but all of them will definitely
impact our technology landscape for next year.
Wish # 1 - for the MIS computerization project
of the Philippine Ports Authority to successfully
complete its ongoing roll-out in North Harbor,
gain wider utilization of its e-Port facility
for electronic submission of ship arrival notices
& berth/anchorage application, and subsequently
commence pilot implementation outside of Metro
Manila early next year such as at the port of
Batangas.
Wish # 2 - for the Bureau of Customs to finally
undertake in 2004 its long-awaited new computerization
initiative to acquire new hardware systems, upgrade
its network infrastructure, and commence migration
to the new web-based technology platform of AsycudaWorld
which - upon full implementation - will enable
all transactions with customs to be done through
the Internet.
Wish # 3 - for Asian Terminals, Inc. and International
Container Terminal Services, Inc. to continue
enhancing the functionalities of their e-Commerce
front-ends: ATI WebTrack and MICT iBox.
Wish # 4 - for ATI and ICTSI to further implement
more automation in other aspects of their business
operations (such as cargo yard management in ATI
subsidiary firm Aries Arrastre Services in Batangas
port and the new computerized CFS system in MICT).
Wish # 5 - for the remaining foreign shipping
lines and shipping agents operating in the country
to fully implement web-based shipment tracking
in their web sites, an initiative undertaken a
few years back by the pioneering examples of APL,
Hanjin, Maersk Sealand, and several others.
Wish # 6 - for shipping lines with existing web-based
shipment tracking capabilities to sustain further
enhancement of these facilities leading towards
more sophisticated features such as those currently
found in APL Homeport-Trace, COSCON e-service,
and Hanjin e-service.
Wish # 7 - for more industry players to implement
SMS text messaging-based shipment tracking, service
inquiry and event notification (available examples
are Aboitiz Express e-Trace, Negros Navigation
Ferry Info, Maersk SMS, Delbros TextTrack and
EventTrack, ATI WebTrack SMS).
Wish # 8 - for Internet broadband Digital Subscriber
Line (DSL) services of both PLDT and Eastern Telecoms
to really work as intended and operate with very
minimal system interruptions and downtime specifically
in their areas of coverage in South Harbor, North
Harbor and MICT.
Wish # 9 - for more banks to follow the lead of
United Coconut Planters Bank, UnionBank, and Equitable
PCI in making their electronic payment facilities
available to port users in paying cargo and vessel
charges in South Harbor and MICT.
Wish # 10 - for the entire cargo transport industry
to fully realize that ongoing cargo security initiatives
such as C-TPAT, CSI and ISPS Code implementation
are further expected to shift into high gear early
next year and potential vulnerabilities in end-to-end
supply chain will become focal points of action
and compliance.
Wish # 11 - for more IT managers and specialists
to abandon their "MGM complex" when
talking to business decision-makers and non-technical
business users (in a previous issue of this column
I defined "MGM" complex as the uncontrollable
propensity to talk in terms of megahertz - unit
of measure for computer processor speed, gigabyte
- unit of measure for computer storage or memory
capacity, and middleware - software that connects
2 or more software applications across networks
or the Internet).
Wish # 12 - for IT software developers who want
to further improve their careers to start learning
IT project management skills so that they can
acquire the capability to lead and manage applications
development projects.
Wish # 13 - for computer hardware suppliers and
vendors to actively promote lease-to-purchase
or rent-to-own hardware ownership offerings so
that small companies (customs brokers, freight
forwarders, warehouse operators) will find it
easy to invest in PCs and low-end servers and
be able to gain some level of competitiveness.
Wish # 14 - for web developers who design and
maintain web sites to really improve content management
(such as more useful information or web-based
transactions) instead of remaining satisfied with
publishing static (non-dynamic) corporate information
or brochures.
I think the abovementioned "wishes"
are already more than enough to reflect real business
needs of our industry to day.
Since this is the last issue of our ITinerary
column for this year, I would like to take this
opportunity to thank my editor for her unwavering
support to this column and to all our PortCalls
readers for whom it is always a professional challenge
to write about technology issues and developments
in a manner that they can fully appreciate and
understand.
This columnist is likewise grateful for the continued
encouragement of many of my friends, colleagues
and mentors in our industry who regularly give
valuable feedback on what topics or developments
can be the topic in subsequent issues of ITinerary.
Merry Christmas and may everyone have a joyful
holiday season!
The author has 20 years experience in the development,
project management and implementation of IT projects
in Philippine ports, transport and logistics.
He is presently an independent consultant for
IT projects and initiatives in Philippine ports
and transport industries. For comments or inquiries,
email him at leo@morada.name.
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The US
General Accounting Office study on container security
(Decmber 8, 2003)
I recently came across a report prepared by the
US General Accounting Office which reviewed ongoing
implementation of the US Customs Service programs
on Container Security Initiative (CSI) and Customs-Trade
Partnership Against Terrorism (C-TPAT) and examined
the critical success factors for their long-term
success.
The 57-page report dated July 2003 and entitled
"Container Security - Expansion of Key Customs
Programs Will Require Greater Attention to Critical
Success Factors" is intended as reference
for US government policymakers and legislators.
The report contains numerous important information
which - from the viewpoint of Philippine port
users - will help in further understanding the
impact that such initiatives have on local shippers,
exporters and transport services providers.
Why the study was conducted?
According to the report, concern has increased
since 11 September 2001 that terrorists could
smuggle weapons of mass destruction in the 7 million
ocean containers that arrive annually at US seaports.
In response to this concern, the US Customs Service
(Customs) implemented the CSI to screen for high-risk
containers at overseas ports and CTPAT to improve
global supply chain security in the private sector.
The GAO study (1) describes the purpose and elements
of these new programs, (2) examines US Customs'
implementation of CSI and C-TPAT during the first
year, and (3) assesses the extent to which US
Customs has focused on factors critical to the
programs' long-term success and accountability.
Findings
Announced in January 2002, CSI places US Customs
staff at designated foreign seaports to screen
containers for weapons of mass destruction. In
November 2001, Customs also initiated C-TPAT,
in which private companies improve the security
of their supply chains in return for the reduced
likelihood that their containers will be inspected
for weapons of mass destruction.
The GAO report mentions that US Customs quickly
implemented both programs in the first year. It
concluded bilateral arrangements with foreign
governments to place its personnel at 24 foreign
ports and deployed staff to 5 of these ports under
CSI. It also enrolled more than 1,700 companies
in C-TPAT. US Customs is also developing critical
program elements intended to ensure that C-TPAT
companies improve and maintain their security
practices.
GAO found that Customs' implementation of these
programs evolved in response to challenges it
encountered. Although US Customs is preparing
to devote significantly more resources to CSI
and C-TPAT as it expands the programs, it has
not taken adequate steps to incorporate factors
necessary for the programs' long-term success
and accountability.
These factors include human capital planning,
development of performance measures, and strategic
planning.
Potential vulnerability
One of the most interesting portions of this report
is how potential vulnerabilities in the supply
chain are analyzed by both CSI and C-TPAT programs.
Step 1 - Overseas Warehouse Loading A Container
For Export
Potential Vulnerability: Warehouse facilities
may have weak controls and personnel practices.
For example, access to shipping areas may not
be secure and warehouse personnel practices may
lack sufficient background checks. Also, seals
attached to containers may provide minimum security
against tampering.
Step 2 - Contracted Trucking Company Preparing
To Warehouse for Port Terminal
Potential Vulnerability: Visibility of in-transit
activities may not be apparent to the trucking
company or the supplier. The location of the truck
and container may not be known or tracked. Furthermore,
truck drivers may have broad discretion over their
routes which are subject to last minute changes.
Step 3 - Port Terminal receives Container And
Stages It For Vessel loading
Potential Vulnerability: Terminal operators may
not adequately screen employees for criminal backgrounds.
Some containers may be at risk of tampering since
they may sit in the yard for extended periods
before being staged and loaded aboard the cargo
ship.
Step 4 - Ocean Carrier Loads Container For Trans-Oceanic
Voyage
Potential Vulnerability: Containers might not
a seal or show signs of tampering. The ocean carrier
and terminal operator may not routinely check
containers for seals or signs of container tampering
prior to or during the loading of the container
to the ship.
Step 5 - Ocean Carrier Enroute To Multiple Ports
Potential Vulnerability: Container ship may make
multiple stops at various seaports to load and
unload containers. The container ship transits
through various routes and ports posing different
levels of security risks.
Impact on local exporters, shipping lines and
ports
This kind of vulnerability analysis puts the entire
Philippine supply chain directly under scrutiny,
specifically for exporters and suppliers to the
US. It will be helpful if everyone should now
start thinking along this line and make sure each
individual component of the local supply chain
is aware of such vulnerabilities.
The author has 20 years experience in the development,
project management and implementation of IT projects
in Philippine ports, transport and logistics.
He is presently an independent consultant for
IT projects and initiatives in Philippine ports
and transport industries. For comments or inquiries,
email him at
leo@morada.name.
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Improving
IT management skills: How to successfully conduct
business meetings (November 24,
2003)
PortCalls readers may be surprised by the heading
of this column today. Indeed, it is very much
true that modern-day IT management skills include
the ability to successfully conduct meetings with
business users, management decision-makers, and
non-IT system owners.
I have witnessed many occasions and heard stories
of how technology-savvy IT managers organize meetings
with business users armed only with their "MGM"
complex, and subsequently end up complaining and
frustrated that business decision-makers don't
appreciate how IT can help improve business activities.
"MGM" complex pertains to the uncontrollable
propensity of IT specialists to talk with non-technical
business users in terms of megahertz (unit of
measure for computer processor speed), gigabyte
(unit of measure for computer storage or memory
capacity) and middleware (software that connects
two or more software applications across networks
or the Internet).
Today, I am starting a new series on simple tips
to improve IT management skills and the first
topic will be a simple checklist for IT managers
on how to successfully conduct and lead business
meetings.
The items enumerated below are not intended as
a comprehensive list but they should be sufficient
enough to meet the only one basic rule: adequate
preparation.
Pre-Meeting Tasks
* prepare a list of participants
* estimate time duration of meeting
* determine availability of desired participants
for the estimated length of meeting duration
* determine schedule meeting
* create agenda with clear description and purpose
for each meeting segment
* carefully study the agenda and strategize
how you can minimize the use of technical terminologies
and discuss things in common business layman
language
* disseminate meeting notice about a week before
scheduled date
* contact participants in advance and ask if
there are any questions about what will be covered
in the meeting
* re-schedule meeting if too many desired participants
will not be able to attend
* if possible, contact the intended partcipants
prior to the meeting by phone or visit their
offices and identify key discussion points for
complex issues in the proposed meeting agenda
* if the scheduled meeting requres a decision
to be made by more than one business user department,
prepare yourself to act as facilitator
* depending on the organization's corporate
work culture, it is always advisable to use
a pre-meeting communication checklist. This
document should be sent to all participants
prior to the meeting to prepare them to work
effectively during the meeting session.
Be concise, because participants are less likely
to read a lengthy write-up. This pre-meeting checklist
normally includes the following:
* clarification on issues to be discussed
and expected output of the topic discussions
* list of issues that will not be discussed
in the meeting
* brief explanation on relationship of topics
* emphasize the importance of all participants'
participation
* meeting agenda
* participant list
* meeting ground rules
* request for any feedback on this pre-meeting
document
During The Meeting
* open with statement of purpose
* summarize briefly the information provided
pre-meeting communication
* review the agenda with emphasis on the time
constraints
* facilitate the discussions toward results
for each meeting segment
* when things get off-track, don't hesitate
to ask: "Is this discussion helping us
get to the results for this part of the meeting?"
* list down all action items
* specify who does what by when
* describe the impact to others if these are
not completed on time
* get agreement on next meeting time, if appropriate
* don't forget to thank everyone for their participation
Post-Meeting
* prepare the meeting summary and send it
out to all participants preferably within 24
hours after the meeting
* thank everyone again (via e-mail) for participation
to attain the organizational objective for which
the meeting is part of
* send copies of meeting summary to any desired
or intended participant who were not at the
meeting
* follow up with them, if appropriate, especially
if they were designated to complete any action
items
* monitor all action items assigned to others
* evaluate effectiveness of recently held meeting
and look for ways to standardize the conduct
of similar meetings in the future.
Do not be worried if at the end
the meeting no tangible output was accomplished.
This is a reality in many business organizations.
However, the manner in which the meeting was organized,
led and conducted in accordance with the above
checklist will demonstrate a level of professionalism
that business peers and superiors will surely
appreciate.
The author has 20 years experience in the development,
project management and implementation of IT projects
in Philippine ports, transport and logistics.
He is presently an independent consultant for
IT projects and initiatives in Philippine ports
and transport industries. For comments or inquiries,
email him at
leo@morada.name.
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Maersk
SMS - A novel approach to SMS-based vessel &
cargo inquiry (October 27, 2003)
During the 17 March issue of
this column, I wrote about how foreign shipping
lines implement Internet-based "track &
trace" features in their web sites. One of
these is the Maersk Sealand Tracking Module which
I briefly described as an example on how to utilize
track & trace functionality as part of a shipping
line "service brand".
This month the company announced
the availability of MAERSK SMS facility for container
tracking and inquiry on import vessel registry
numbers, peso-US dollar exchange rates and office
contact details.
According to Maersk Sealand Philippines
General Manager Lars Nielsen, the SMS-based service
is intended to provide clients with the capability
to track their shipments anytime using the convenience
of their mobile phones. He further adds that what
is particularly interesting is the fact the software
application is locally developed and that information
retrieved through MAERSK SMS is the same information
available when using the company's web-site tracking
features.
Using a Nokia 6310i mobile phone
with post-paid Globe line, I spent about an hour
last Friday afternoon trying out the features
of this SMS service.
A Novel Approach
The first interesting fact about MAERSK SMS is
the simple & straightforward entry point to
use it - the text message HELP. This design veers
away from the usual approach of incorporating
the company name or acronym in the initial text
message format (something like TEXT MAERSK or
ASK MAERSK). All that needs to be done is type
HELP and send it to the designated number 09208387059.
You receive a 3-part text reply
message listing down the keywords you should use
when making specific inquiries:
CONTACT - Maersk Sealand office
address, postal box number & trunkline
EXRATE - Philippine peso to US dollar exchange
rate for the current day as well the past 2 days
REGISTRY - vessel name, voyage number and registry
number of the last 3
Maersk Sealand vessels that arrived in Manila
or Subic
CNTR <container nr> - the latest movement
of a specified container (where & when),
final discharge port, port of delivery and arrival
date
REG <MM DD> BL <BL Number> - bill
of lading tracking
Another aspect of this novel approach to SMS design
is the inquiry on import vessel registry number.
Among port users, the vessel
voyage number is something that only shipping
lines can make sense of. Go to the port operators
and their computer systems identify transactions
mainly in terms of vessel job numbers. Even the
new PPA system identifies shipments in relation
to ship call numbers. Talk to customs staff and
their primary reference is the entry number.
The vessel registry number is
the only common data item understood by everyone
else. This makes the vessel registry number inquiry
of MAERSK SMS one of its most useful and friendly
features.
Response Time
The standard response time of MAERSK SMS is 15
seconds from the time the "message sent"
indicator appeared on my Nokia 6310i cellphone.
This should be acceptable enough for standard
track & trace, although it would be interesting
to test the response time during peak hours of
text messaging.
Single Source of Information
The real strength of MAERSK SMS is in its container
tracking functionality. This is due to two (2)
main reasons: first, the extent of information
that can be inquired upon is similar to what can
be accessed using web-based track & trace
and second, such information is directly retrieved
from the company's container database that keeps
track of container movements globally.
I thought of doing a "stress
test" and the results received exceeded my
expectations.
Instead of calling up the Maersk
Sealand office and simply request for a sample
or test container information belonging to a vessel
that recently arrived, I contacted an importer
friend whose last transaction with Maersk Sealand
occurred only in South Harbor and during the early
part of this year. The container numbers he gave
me were discharged in the South Harbor last March
and April co-loaded onboard a non-Maersk Sealand
vessel.
I typed CNTR <container number>,
sent it to 09208387059 and expected an error saying
saying "Sorry, this container is no longer
found in our database". I received the reply
message a little while later which listed the
container's final place of delivery, last discharge
port, arrival date last terminal, latest move,
latest move date, and latest move location.
When I verified it in the Maersk
Sealand web site, the information I retrieved
was similar.
There is also a functionality
to track a specific bill of lading. All that a
client has to do is type REG <MM DD> BL
<BL Number>. This kind of inquiry is designed
to require input of a mandatory search parameter
consisting of vessel registry number and bill
of lading number in order to protect the commercial
nature of such information. Hence, you need to
type both data items in order to make a valid
inquiry.
The availability of MAERSK SMS
facility presents a new and convenient tool for
port users to use at any time they choose and
from any location. I am sure that we shall see
other similar SMS-based initiatives from other
shipping lines. Overall, this makes the prospects
of modern technology applications in our industry
brighter than ever.
Back to Top
Latest
Technology Update - The Domestic Shipping Sector
(October 13,
2003)
FOR today's column we will take
a closer look at the current information technology
landscape of the domestic shipping sector and
focus on the recent milestone achieved by a domestic
shipping line in terms of making it easy for customers
to obtain information on passenger vessel schedules,
passage rates and locations of ticket outlets.
Last month Negros Navigation
launched an SMS (or text messaging)-based service
for customers called Negros Nav Ferry Info.
According to a press release
in the company's website, this is an automated
question-and-answer facility whereby Smart (including
Talk 'N Text) subscribers are able to get instantaneous
information about Nenaco's sailing schedule (arrivals
and departures), ports of destination, rates and
accommodations and ticket outlet locations by
simply texting "269" in their cellular
phones.
Since I plan to go home to Bacolod
City during the first week of November, I thought
of an opportunity to use this SMS inquiry facility
and find out for myself how it really works.
User-Friendly Features
The first thing I like about Negros Nav Ferry
Info is its user-friendly features.
If you need to know the instructions
how to use this service, all you need to do is
send the message NN HELP. You will receive a response
consisting of 3 text messages that describe the
overall system features. Inquiry on the list of
Nenaco ports of call is done through the message
NN PORTS.
The reply text messages you receive
even use abbreviations widely accepted as part
of the "official" language of avid text
users:
"2" instead of "to"
"4" instead of "for"
"d" instead of "the"
"ex." Instead of "example"
"Mla" instead of "Manila"
"sched" instead of "schedule"
"nmes" instead of "names"
The complete names of Nenaco
vessels also have their respective 3-character
codes so that you will not worry how to spell
out them out completely: MQP - Mary Queen of Peace,
SJW - St Joseph Worker, SLR - San Lorenzo Ruiz,
SEM - St Ezekiel Moreno, SPA - St Peter Apostle,
SP - San Paolo and PN - Princess of Negros.
The prescribed text message you
send also works even in small letters (Nn help
instead of the prescribed NN HELP).
Fast Response Time
The response time to all text inquiries is a uniform
5 seconds after the "Message Sent" indicator
is displayed on your cellphone. You also receive
2 to 3 reply text messages for each inquiry. I
tested Negros Nav Ferry Info one night at about
8:30 PM using a Nokia 6610 cellphone so the impact
on response time during peak hours of text messaging
should still be acceptable.
Inquiry On Ticket Outlet
Locations
To get a list of ticket outlets in the area, the
prescribed text message format is NN LOC <Port>
<City (for Manila only)>.
I sent NN LOC Manila Mandaluyong
and the system replied with all 4 ticket outlets
here in Mandaluyong, including the building name,
street number and contact phone number.
I tried to "fool" the
system by sending NN LOC Manila Mndluyng and expected
an error message or the very unwelcome and unfriendly
reply of "invalid message try again".
Surprise of all surprises, it replied with an
informative message spelling out the correct choices
for "city" location such as QC, Para-aque,
Pasay, Pasig and - of course -Mandaluyong.
Inquiry On Passage Rates
and Accommodations
The prescribed format for this is NN RATES <Origin
Port> <Destination Port>.
When I sent the message NN RATES
Manila Bacolod, the response I received was more
than what I wanted: information on economy class
rates with meals and without meals, an enticing
20% discount offer on the return trip if I buy
a round-trip ticket, an advise to call the nearest
ticket outlet for rates on other accommodations,
and the standard advise: rates may change w/o
prior notice.
Inquiry On Weekly Vessel
Arrival & Departure Schedules
The prescribed format for weekly arrival schedule
is NN ARRIVE <Origin> <Destination>
while that for weekly departure is NN DEPART <Origin>
<Departure>.
When I tried NN ARRIVE Manila
Iloilo, the message reply I received is in the
format "day (time in AM or PM)-Vessel name
code":
Thu(1:00PM)-MQP
Sat(10:00AM)-SPA
Sat(1:00PM)-MQP
Sun(2:00PM)-SJW
Mon(12:00NN)-SP
For those of us who frequently
travel to Visayas and Mindanao onboard domestic
passenger vessels, the availability of Negros
Nav Ferry Info service is a very welcome development
in the continued pursuit of better customer service
in the domestic shipping sector.
Congratulations to the Information
and Communication Technology Department of Negros
Navigation headed by Assistant Vice President
Eduardo G. Dela Cruz.
The author has 20 years experience
in the development, project management and implementation
of IT projects in Philippine ports, transport
and logistics. He is presently an independent
consultant for IT projects and initiatives in
Philippine ports and transport industries. For
comments or inquiries, email him at leo@morada.name
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