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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.
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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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