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1.1

Solution Details
Freight Forwarding
Freight Forwarding Agencies requires software solution in following functional areas, 1. Freight Forwarding a. Order Booking b. Cargo Loading c. Pre-Shipment and Post-Shipment Documentation d. Billing e. Claims 2. Manning a. Seafarers Database b. Planning c. Joining d. Sign Off e. Travel f. Medical History g. Appraisals h. Crew Expenses i. Crew Wages j. Crew List

1.2
1.2.1

Freight Forwarding
The software will track following main processes, SAILING SCHEDULE The system will maintain Schedule of Voyages for the various destinations serviced by Agencies. System will maintain all relevant information including, Vessel Name Voyage Number

 1.2.2

Destination Routing ETA / ETD at Origin & Destination Transit Time Type of Services (LCL / FCL / Bulk)

Other Destinations via Hub Agents

SEA TRANSPORT TARIFF Tariff will depend on various factors like, Origin Destination Shipment Type Container Type Gross Weight Carrier Overseas Agent Customer-specific Discounts Currency Ocean Freight Bunker Adjustment Factor Currency Adjustment Factor Carrier Security Factor (LCL/FCL) (20, 40, Open Top, etc.)

The Rate itself will be composed of multiple components like,

The Rate will be worked out both from Purchase (Cost) and Sales point of view, Buying Rate Incentives Received Net Cost Minimum Selling Guideline

 1.2.3

Marketing Selling Tariff Customer Service Selling Tariff

(Upper Limit / Lower Limit) (Upper Limit / Lower Limit)

INLAND HAULAGE TARIFF This Tariff will cover services for transhipment to Inland Destinations from Hub Sea Port. Hub Sea Port Destination Agent Inland Haulage Currency

1.2.4

OTHER CHARGES This list will define other chargeable services, Terminal Handling Charges Documentation Charges Ground Rent in CFS Transportation to CFS Stuffing Charges Survey Charges Transportation to Port Brokerage Payable / Receivable (per BOL)

1.2.5

ORDER BOOKING Following information will be captured, Customer Order Number Customer Order Date Origin Destination Cargo No of Packages Type of Packaging Package Dimensions (Sea Port) (Sea Port)

Marks & Nos Gross Weight Total CBM Transhipment to Inland Location Type of Shipment (LCL / FCL / Factory Stuffed)

Cargo Pick-up Location Vessel & Voyage No

This form can also be used as an Enquiry. In this case, Vessel & Voyage No will be blank initially. At the time of confirmation of order, it will be linked with a voyage. 1.2.6 CARGO ARRIVAL AT STUFFING POINT This transaction will record arrival of cargo at container yard for stuffing. Following information will be accepted, Order Number Stuffing Point Arrival Date & Time Cargo Type of Shipment (Picked-up from Order Booking) (Picked-up from Order Booking) (LCL/FCL)

Vessel & Voyage No(Picked-up from Order Booking) Destination No of Packages Package Dimensions Gross Weight Total CBM Transportation Charge (Optional) (Picked-up from Order Booking) (Sea Port)

System will be able to generate any time report of Cargo Pending for Stuffing in the Yard. 1.2.7 CARGO STUFFING This transaction will record stuffing of cargo at container yard. Following information will be accepted,

Container Number Container Type Vessel & Voyage No LCL / FCL / Factory Stuffed Total CBM Available Stuffing Point Stuffing Agent (for LCL / FCL)

Container Received Date & Time Cargo Stuffed o Order Number o Stuffing Started Date & Time o Stuffing Ended Date & Time o Cargo o No of Packages o Package Dimensions o Gross Weight o Total CBM o Stuffing Charges (for LCL / FCL) (Totalled from Stuffing) (for LCL / FCL) (for LCL / FCL) (for LCL / FCL) (After Stuffing) (After Stuffing) (for LCL / FCL) (for LCL / FCL) (Multiple)

(Picked-up from Order Booking)

1.2.8

Total CBM Utilized Surveyor

Survey Completed Date & Time Survey Charges Agent Seal No Custom Seal No

Container Ready Intimation Sent Date & Time

CONTAINER DELIVERY TO CARRIER Following information will be accepted, Container Number Vessel & Voyage No

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Carrier Container Received at Terminal Date & Time Charges for Transportation to Port Terminal Handling Charges

INVOICING System will automatically generate Invoices to Customers for Freight and Other Services. Following information will be accepted, Invoice Number Invoice Date Customer Due Date Customer Order References Charge Heads o Ocean Freight o Bunker Adjustment Factor o Currency Adjustment Factor o Carrier Security Factor o Inland Haulage o Terminal Handling Charges o CFS Ground Rent o Transportation to CFS o Stuffing Charges o Survey Charges o Transportation to Port o Brokerage The Invoice details will be automatically transferred to Accounting Software. Collection against Invoices and Outstandings will be tracked in the Accounting Software. Brokerage Activity will be tracked directly in Accounting Software. (Multiple) (Multiple)

The Purchase Bills from Carriers / Agents will be totally tracked in Accounting Software. 1.2.10 CLAIM Following information will be accepted, 1.2.11 Claim Serial Number Claim Date Customer Claim Details Claim Amount Settled Amount Payment Details Customer Order Reference Insurance Claim File Number Insurance Claim Date Insurance Claim Amount Insurance Claim Settlement Amount Insurance Payment Details

DOCUMENTATION AND REPORTS All necessary Pre-Shipment and Post-Shipment documents will be generated by the system including Bill of Lading and Invoice. System will generate various reports based on above process including, Sailing Schedule Tariff Order Booking Register List of Cargo Ready for Stuffing at Container Yard Container Load Plan Loading List Invoice Register BOL Register

Cargo Manifest Claim Register MIS (CBM / Revenue) o Sector-wise o Carrier-wise o Container Type-wise o Shipment Type-wise o Agent-wise

1.2.12

CUSTOMER WEB MODULE Since this application will be deployed on web, Customers will be able to directly interact with the on-line software. Following options will be available to Customers, Sailing Schedule View Enquiry Entry Order Status Tracking Billing Information

1.3
1.3.1

Manning
The software will track following main processes, SEAFARER DATABASE Comprehensive details of seafarer along with scanned images of the documents will be maintained by the system. The details will include Local, Present & Permanent Address Communication Details Family Details Licenses CDC Courses & Certificates Sailing History (Phone, Mobile, E-Mail)

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Medical Examination Passport & Visa Details Photograph

PLANNING This module will keep track of Contract Ending Date of Crew OnBoard and help in planning suitable replacements from a pool of qualified seafarers on vacation or medical/study leaves. JOINING All Joining Contracts and Documents will be automatically printed by the system. Option will be provided to put the seafarer in appropriate salary scale based on Rank & Seniority. Crew List will be updated here. SIGN OFF End of Contract wage calculation will be done here. Required Documents will be automatically printed by the system. Seafarers name will be removed from the Crew List. TRAVEL Travel Desk lot of information like Passport Details, CDC Details, Visa Details, etc. System will create automatic e-mails (with these details filled) in to Travel Agents. This module will also help in verification of Travel Agents bills. MEDICAL HISTORY Software will record all Medical Incidents, like injuries, sickness, lost time incidents, disability cases, fatalities, etc. Statistics will be generated for this record. APPRAISALS System will initiate appraisals at appropriate time like Change of Command, Change of Head, Sign Off, etc. CREW EXPENSES Various expenses done on crews a/c will be tracked here including Visa Fees, Uniforms, Medical, Hotel Stay, Advances, etc. CREW WAGES Crew Wages will be calculated considering various elements like Salary Scale, Vessel Specific Allowances, Adhoc Earnings, Cash Advance, Expenses towards Store, Radio, etc.

1.3.3

1.3.4

1.3.5

1.3.6

1.3.7

1.3.8

1.3.9

Promotions, Seniority Change will be taken into consideration. 1.3.10 CREW LIST Crew List as on any date will be generated by the system. This will take into account Sign On / Sign Off Dates, Rank / Seniority Changes, etc. Supernumerary Joining & Leavings will also be recorded.