Pcs System Study

System Study Report
(NIC-PCS-SSR)
Centralized Web Based

Port Community System
(PCS)
No part of this document shall be reproduced without prior permission of

Director General,
National Informatics Centre
Indian Ports Association National Informatics Centre

Ist Floor, Department of Information Technology
NBCC Building, Ministry of Communication & IT
Bhisham Pitamah Marg, A-Block, CGO Complex
New Delhi - 110003 New Delhi – 110003
System Study Report
(NIC- PCS-SSR)
Centralized Web Based

Port Community System
(PCS)
Prepared by Port Community System Division
Reviewed by Project Manager, PCS

National Informatics Centre System Study Report i
Amendment Log
Version Release Change Brief Description Sections

No. Date Number Changed
0.1 26-11-2004 - Draft Release ----
1.0 20-12-2004 - System Study Report
2.0 17-03-2005 - Changes in chapters --
after discussions with
IPA, JNPT and MBPT
NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

National Informatics Centre System Study Report ii
Table of contents
Topics Page
No
Preface v
1. Introduction 1
1.1 Project Background 1
1.2 Project scope 2
1.3 Purpose of the document 3
1.4 References 4
1.5 Definition/Glossary 5
2 System Study Overview 9
2.1 Scope of the Study 9
2.2 Objectives of the Study 10
2.3 Approach to the Study 10
2.4 Constitution of Team 13
2.5 Period of Study 14
3 Role of the Stakeholders 15
3.1 Stakeholders 15
3.2 Role of Stakeholders 16
4 Ports 25
4.1 Mumbai Port Trust 25
4.1.1 Introduction 25
4.1.2 Information Flow Process 26
4.1.3 Information Exchange amongst Port & 42
trading partners
4.2 Jawahar Lal Nehru Port Trust 58
4.2.1 Introduction 58
4.2.2 Information Flow Process 59
4.2.3 Information Exchange amongst Port & 65
trading partners
4.3 Process Flow 69
4.4 Comparison of the Working of MBPT & JNPT 92

National Informatics Centre System Study Report iii
5 Shipping Agents 95
5.1 Introduction 95
5.2 Information Flow Process 95
5.3 Information Exchange amongst Port & 100
trading partners
5.4 Difference in Mumbai & JNPT port 107
6 CHA/Importers/Exporters 109
6.1 Introduction 109
6.3 Information Exchange amongst CHA and 111
Trading Partners
6.4 Difference in Mumbai & JNPT Port 111
7 Container Freight Station 113
7.3 Information Exchange amongst CFS and 117
Trading Partners
8 CONCOR 121
8.3 Information Exchange amongst CONCOR 123
and Trading Partners
9 Surveyor 125
9.3 Information Exchange amongst Surveyor 130
10 Transporter 133
10.3 Information Exchange amongst Transporter 136
11 Banks 139

National Informatics Centre System Study Report iv
11.2 Information Exchange amongst Bank and 139

Trading Partner
12 Immigration 143
12.2 Information Exchange amongst 144
Immigration and Trading Partners
13 Port Health Organisation 145
13.2 Information Exchange amongst PHO and 146
Trading Partners
14 Suggestion/Feedback and Expectations 147
15 Observations of the Study Team 153

National Informatics Centre System Study Report v
Preface
National Informatics Centre(NIC) and Indian Ports Association(IPA)

have signed a Memorandum Of Understanding for implementation of
Centralised Web Based Port Community System. The role of NIC is to
study the working of the stakeholders of the port community and
prepare a system requirement document. On the basis of this
document, the functionality/requirements of the PCS will be
formalized. NIC will evaluate the available PCS solutions and select the
appropriate one suiting the requirements.
The study team would like to place on record its sincere thanks for all
the support and help provided by the officers of IPA, Mumbai and JNPT
Port Trusts for the study. The team would also like to sincerely thank
all the stakeholders who spared their valuable time and provided
inputs/feedback for completing the study.

National Informatics Centre System Study Report Page 1 of 153
Chapter 1
Introduction
1.1 Project Background
Challenges facing the ports today are not only related to the quantity
but also the quality. The continuous progress of shipping business due
to globalization is exerting pressure on ports to reduce terminal costs
and to improve operational efficiency. Moreover, international transport
management has been rapidly changing from fragmented approach by
key players to integrated logistics system to meet the needs of the
stakeholders.
In view of this, it is imperative for the agencies involved in the

maritime chain to interact and exchange information in a timely
fashion.
As an emerging power, India is also poised to see large volumes of

goods flowing through its ports and container handling facilities. Most
of the trading partners transacting with Indian ports still depend upon
traditional paper intensive processes. To be competitive in the
international market, introduction of electronic business infrastructure
has become mandatory.
Indian Ports Association constituted a sub-committee to go into the

need for establishing a centralized web based Port EDI Community
System (PCS) for all the major ports of India. The sub committee

formed a Technical Committee, which submitted its report on 10th June

2004. As per the recommendations of the committee, NIC has been
appointed as the Technical Consultant and NIC and IPA signed an MOU
on 14th October 2004.
1.2 Project Scope
The proposed system is intended to integrate the electronic flow of

information across the trading partners involved in maritime transport
chain through a common interface with Port Community System as a
hub.
The objectives of the proposed centralized web-based Port Community

System (PCS) are to -
• Develop a centralized and intelligent electronic message

switching facility to and from the community members including
Ports, Shipping Lines, Shipping Agents, Terminal Operators,
Customs House Agents, Importers/Exporters, Stevedores, CFS,
CONCOR, Surveyors, Road Transport Operators, Banks,
Insurance, Customs, PHO, Immigration etc.
• Maintain a centralized database to improve track and trace

efficiency and shipment/ service visibility.
• Use the centralized database as a repository for research and

analysis.
• Develop web-based application to access and support the

information of the central database and common processes in

secure fashion. This would provide a single source and

integrated standardized process for information exchange with
links to the systems at the Ports and other stakeholders.
To meet the above objectives, it is proposed to evaluate the available

and operational systems in international ports and select the most
suitable solution. The selected system will then be customized by the
vender to meet the requirements of the Indian Ports community.
The implementation will be done in phases first at the pilot sites -

Jawaharlal Nehru Port Trust (JNPT), Mumbai Port Trust (MBPT) and
Nhava Sheva International Container Terminal (NSICT) and after the
successful implementation, the system will be extended to the other
ports.
1.3 Purpose of the Document
NIC conducted the system study at the JNPT, NSICT and MBPT to
understand the information flow among the stakeholders. The report
contains the finding of the study team.

1.4 References
S. Title Publisher/ Version Release

No. Author
1 Interim Report on proposed IPA May, 2004
Centralised Web Based EDI Port
Community system
2 Report on proposed Centralised IPA June, 2004
Web Based EDI Port Community
system
3 Project Management Plan NIC Feb, 2004
Template
4 IEEE Std. 1233, 1998, IEEE Guide
for Developing System
Requirement Specifications
5 Project life Cycle Document NIC Feb, 2004

1.5 Definition/Glossary
Term/ Description
Abbreviation
AMTOY Association of Multi Model Transport Operators of India
APEDA Agricultural and Processes Food Products Exports
Development Authority
BCHAA Bombay Custom House Agents Association
CDC Central Documentation Centre
CFS Container Freight Station
CHA Custom House Agent
CI Configuration Items
CIAE Confederation of Indian Apparel Exporters
CII Confederation of Indian Industries
CLP Container Loading Plan
COARRI Container Arrival Report
CODECO Container Gate-in Gate-Out Report
CONCOR Container Corporation
CSLA Container Shipping Line Association
CWG Container Working Group
DO Delivery Order
EDI Electronic Data Interchange
EIR Equipment Interchange Report
EO Entry Outward
EXP Exporters
FCL Full Container Loaded
FFFA Federation of Freight Forwarders Association of India
FIEO Federation of Indian Exporters Organization
FWG Finance Working Group
GDL Gateway Distriparks Ltd

HDFC Housing Development and Finance Corporation

ICT Information and Communication Technologies
IEEE Institute of Electrical and Electronics Engineers
IGM Import General Manifest
IMP Importers
INSA Indian National Ship Owners Association
IPA India Ports Association
ITWG Inland Transport Working Group
JNPT Jawaharlal Nehru Port Trust
LCL Less Container Loaded
MANSA Mumbai and Nhava Sheva Shipping Agents Association
MBPT Mumbai Port Trust
MHVICOA Maharashtra Heavy Vehicle and Inter-State Container
Operators Association
MLO Main Line Operators
MMD Mercantile Marine Department.
NIC National Informatics Centre
NSCOWA Nhava Sheva Containers Operators Well-Fare Associatio n
NSICT Nhava Sheva International Container Terminal
PC Port Clearance
PCS Port Community System
PD Personal Deposit
PHO Port Health Organisation
PMP Project management Plan
PO Preventive Officer
RR Rail Receipt
RWG Regulatory Working Group
SA Shipping Agents
SBI State Bank of India
SC Steering Committee
SL Shipping Lines

SRS Software Requirement Specifications

SWG Shipping Working Group
TEU Twenty Equivalent Unit
TP Transshipment Permit
TWG Technical working Group
VIA Vessel Identification Advice
WISA Western India Shippers Association
XML Extensible Markup Language


Chapter 2
System Study Overview
2.1 Scope of the Study
IPA has identified two Indian major ports – MBPT and JNPT as the pilot
sites for implementation of PCS. NIC initiated the study in these ports
with the intent to understand the interaction and information exchange
among the stakeholders namely Ports, Shipping Lines, Shipping
Agents, Terminal Operators, Customs House Agents, Banks etc.
The objective was to understand the operations of these stakeholders

and their communication with each other at different stages in the
maritime chain. The role and functioning of each stakeholder are
identified along with the information exchange with the other
stakeholders. The stakeholders covered under the study are :
Ø Ports
Ø Shipping Lines
Ø Shipping Agents
Ø Terminal Operators
Ø Custom House Agents/Importers/Exporters
Ø Stevedores
Ø Container Freight Stations
Ø CONCOR
Ø Surveyors

Ø Road Transport Operators

Ø Banks
Ø Insurance
Ø Customs
Ø PHO
Ø Immigration
2.2 Objectives of the study
The main objectives of the systems study are to:
Ø Understand the functioning of the stakeholders
Ø Identify the information exchange among the stakeholders along

with the mode and frequency
Ø Identify the current status of the ICT infrastructure and

applications
Ø Identify shareable Information requirement with respect to the

centralized database
2.3 Approach to the Study
After the identification of the stakeholders, the working groups were

formed for different categories of the stakeholders. The following
working groups were constituted in meetings held at Mumbai Port and
JNPT on 19th and 20th October 2004 respectively:

Shipping Working Group:

Members: Shipping Agents
Vessel Agents
Surveyors
Ship Owners
MANSA
INSA
Container Working Group

Members: Terminal Operators
Container Freight Station
Container Shipping lines
MLO
FLO
Cargo Working Group

Members: Custom House Agents
Importers/Exporters
Freight Forwarders
Stevedores
CHA Association
Confederation of Indian Industries
Inland Transport working Group

Members: Container Corporation of India
Railways
Multimodal Transporter Organization
MHWTA
AMDOI

Finance Working Group

Members: Local Banks
Indian Banks Association
State Bank of India
Regulatory Working Group

Members: Police
Port Health Office
Indian Customs
MMD
Immigration
In addition, Port Working Group is also constituted comprising of

officials from the operations and systems departments of the ports to
co-ordinate the systems study. PLG (Port Level Group) constituted by
the ports sent the formal letters to the associations and the individual
organizations of each working group specifying the objectives of the
study, the plan and expected contributions from the stakeholders.
NIC also designed a questionnaire for gathering the requirements and

feedback from the larger group of stakeholders. The PLG Coordinator
also forwarded the questionnaires to the associations and individual
stakeholders with the request for their feedback.
As per the schedule provided by the PLG, NIC teams met the
stakeholders to understand their working and requirements. During
the meetings, the emphasis was on understanding the information
exchange (in the form of documents/oral and electronic message
exchange) of the stakeholder with different community partners.

The study team, after the preparation of the draft report, had again
interacted for the feedback/confirmation of the recording.
2.4 Constitution of Teams
National Informatics Centre
Ø Shri A.S. Sastry, Senior Technical Director and Project Manager

Ø Shri Dayanand, Technical Director
Ø Shri Pawan Kumar Joshi, Technical Director
Ø Shri Prashant Thete, Technical Director
Ø Shri Laxmikant Garje, Systems Analyst
Indian Ports Association
Ø Shri Victor Thangadurai, Consultant IPA

Ø Shri Rajeev Puri, Deputy Director(EDP), IPA
Jawahar Lal Nehru Port Trust
Ø Shri R K Gurav, Manager(Systems)

Ø Shri Unmesh Dahake, Superintendent
Mumbai Port Trust

Ø Shri V.S. Kulkarni, Manager (Operations)
Ø Shri Umesh, Deputy Manager(Systems)

2.5 Period of Study
The study was conducted during 25th October - 3rd November 2004
and 3rd November - 10th November 2004 at JNPT, NSICT and MBPT
respectively.
The details of the agencies studied/interviewed are given below.
Agency Description
JNPT/NSICT
Port JNPT / NSICT
Shipping P&O Ned Lloyd,
Line/Agent Sea world Shipping and Logistic Pvt Ltd
CFS ULA Container Freight Station,
Dronagiri Gateway Distriparks Ltd,
Dronagiri
CHA Kheemji Punja
PHO Port Health Organization
BANK HDFC, Port Users Building
CUSTOMS Jawaharlal Nehru Customs House, JNPT
CONCOR CONCOR, JNPT.
MBPT
Port MBPT
Shipping Maritime Services Private Ltd.,
Line/Agent MSC Agency(India) Pvt. Ltd.,
All Cargo Movers India Pvt. Ltd.
CHA Perulekar’s Shipping Private Ltd.,
Delux Shipping
Octroi Local Octroi Office
Bank State Bank of India, Port Campus
Customs MBPT Custom House
Surveyors Ericcson & Richards, Master Marine Surveyors
Transporter Speedways Transporters

Chapter 3
Role of the Stakeholders
3.1 Stakeholders
As mentioned earlier, the stakeholders identified after the discussions

were:
Ø Ports
Ø Shipping Lines
Ø Shipping Agents
Ø Terminal Operators
Ø Custom House Agents/Importers/Exporters
Ø Stevedores
Ø Container Freight Stations
Ø CONCOR
Ø Surveyors
Ø Road Transport Operators
Ø Banks
Ø Insurance
Ø Customs
Ø PHO
Ø Immigration

It was observed that the Ports, Shipping Agents/Lines, CFS Operators,

Customs, CHAs/Importers/Exporters, CONCOR and Banks are the main
players in the PCS.
3.2 Role of the Stakeholders:
Ports
The port operations start with the intimation of Vessel arrival by the
shipping agent and ends with the sailing out of the vessel after the
discharge and loading of the cargo. Allotment of berth, piloting vessels
in and out of the port, providing other vessel related services,
preparation of yard plan for managing export/import
Containers/Cargo, providing services for containers/cargo loading and
discharging, movement of the cargo from vessel to yard and vice versa
are some of the major activities of the port . In the process, it deals
with Shipping Lines, Shipping Agents, CHA, Stevedores, CFS
operators, CONCOR, Banks, Surveyors, Customs, Immigration, PHO
and a number of other agencies for day-to-day operations.
Shipping Line/Agent
The shipping Agent provides the services on behalf of their principals.

Principals are usually the ship owners or the charterers of the vessel
on whose behalf the shipping agent operates. The main services the
shipping agent provides are:
Ø Arrangements and formalities regarding ship arrival, berthing,

discharge/loading and departure of the vessel

Ø Co-ordinate with port, customs and other regulatory bodies like

PHO, Immigration etc.
Ø Manage the procuring and processing of documents for load/

dispatch of cargo.
Ø Co-ordinate with the activities of CHA/Importers and Exporters

with respect to Exports and Imports
Ø Provide timely information to agencies involved in the maritime

chain with respect to the vessel, containers and cargo
Terminal Operators
In some ports, terminals are leased out to private parties for operating
the terminal on BOT or similar basis. The terminal operator manages
the receipt, storage, loading, discharge and delivery of containers/
cargo within the terminal. While they collect the terminal handling
charges and dwell time / storage charges, the vessel services and the
vessel related charges are collected by the ports.
CHAs/Importers/Exporters
The CHA’s main job is to guide the Importer or Exporter for clearing of
consignment with respect to documentation, liaison with different
agencies involved in international trade, namely - Exporter, Importer,
Customs, Shipping Agents, Surveyors, CFS Operators, Banks,
Transporters, etc..

In case of import cargo, the CHA’s services include receiving Delivery

Order from the Shipping Agents, filing the Bill of Entry declaration to
the Customs, payment of duty in the Customs designated bank,
getting the examination done by the Customs, taking physical
possession of the cargo from the custodian etc. For export cargo, the
CHA gets the goods registration done, obtain let export and cargo
stuffing in containers etc.
Stevedores
The main function of the Stevedores is to arrange for the labor gangs,
maintain the tally sheets, reporting the container/cargo loading and
discharging particulars to the port and shipping agent. The Shipping
Agents/CHAs are charged for the stevedoring activities.
If the activities are carried out inside the CFS area then the local CFS
operators or Shipping Agents bears the cost. In Mumbai Port, the
stevedoring and CFS activities are managed by the port itself.
Container Freight Stations
The CFS operates as custodian of cargo. In case of imports, the

containers are moved from the Port area to CFS for de-stuffing and
discharge to the Importer. In the case of exports, the cargo is brought
to the CFS for examination by Customs and it’s stuffing to the
Containers. The stuffed containers are moved to Port for loading on to
the vessel.

The CFS operators also arrange Stevedoring services for the

consignment. Si milarly, they also arrange transportation services for
shifting containers from Port area to CFS. Thus the CFS deal with -
Port, CHA, Bank, CONCOR, Importers, Exporters etc. for various
trading activities.
Container Corporation of India (CONCOR)
The CONCOR acts both as a custodian of cargo and also as an agency

for transporting the containers to/from the gateway port from / to the
Inland Container Depots (ICDs). The main trading partners of
CONCOR are shipping agents and ports.
Surveyors
The Surveyor’s role is basically to survey the vessel, container and

cargo and send the report to the shipping agent or the Port (If
appointed by Port).
The Surveyor works on behalf of the port as well as of the shipping

agent. Port also hires the services from time to time for specific
activity. The port issues a formal letter for the survey activity to be
performed. In most of the cases, the representative of the shipping
agent, port and the surveyor, performs the survey jointly.
The surveyors usually prepare following reports on behalf of shipping

agent:

Ø Draft Survey Report,

Ø Cargo Damage Survey Report,
Ø Container Damage Survey Report
Ø Equipment Damage Survey Report.
Ø Refrigerated container report
These reports are submitted to the port/shipping agent. The survey

reports are used for ascertaining the damages. It is not binding on the
port to accept the report submitted by the Surveyor and the port can
appoint its own surveyor and get the survey redone.
The surveyors also monitor the stevedoring activities and co-ordinate

stuffing/de-stuffing, movement of containers/cargo and
loading/discharging.
Transporters
The transporters deal with - Shipping agents, CFS operators, Port and
CHA. It is the responsibility of the CHA to transport the export
consignment to the CFS or custodian. After getting the customs
clearance, the transporters engaged by Shipping Agent or CFS moves
the containers to the Port yard. The transporters engaged by the Port
move the containers from yard to the vessel in the case of exports and
vice versa in the case of imports.
The Shipping Agents provides an Advance Import List of containers to

the transporter for shifting the same from the port area to the
designated CFS and vice versa for the Export containers. The
transporters are involved in shifting the empty containers from CFS to

Empty Container storage yard and vise versa. Communication

amongst the Transporter and other stakeholders is through the
telephone or fax or as e-mail messages.
Banks
The stakeholders make the payment of service charges through the

bank. Major portion of the transactions takes place between the
Shipping Agent and Port.
The bank transactions between other stakeholders like shipping agent

and CHA, Importers, Exporters are mostly through the conventional
methods like cheques and drafts or the direct transfer of amount
through the internet banking.
Insurance
Exporters/Importers/CHA approach the Insurance Company for

insurance of their cargo. The Exporters/Importers/CHA are required to
provide the vessel particulars like the make of the vessel, year of
make etc. to the insurance company. The premium is dependent on
the age of the vessel and for the vessels older than 15 years extra
premiums are charged. The Importers/Exporters in turn approach the
shipping agent for the vessel profile.

Customs
The main functions of Customs are:
Ø Collection of duties on imports and exports as per Customs laws
Ø Enforcement of provisions of the Customs Act governing imports

and exports of cargo, baggage, postal articles and arrival &
departure of vessels, air crafts etc.;
Ø Prevention of smuggling including interdiction of narcotics drug

trafficking;
Customs grants entry inward permission for the vessel and clear goods
for both import and export on the request of the shipping agent/CHAs.
The shipping agent files the IGM with the customs on the basis of
which entry inward permission is granted. The CHAs file the Bill of
Entry and shipping Bill for Imports and Exports cargo respectively. The
Customs conducts the examination of the cargo and allow/export after
payments of duties. The stuffing/de-stuffing of the containers takes
place in the presence of custom officers. Port also needs to provide
continuous information to the Customs on the status of vessel and
cargo.
Immigration
The role of Immigration officer is to give clearance certificate to the

Vessel operators and crew-members. Without proper certificate, the
crew-members cannot leave the Vessel or land on the port.

For getting a certificate from the Immigration Department, the

Shipping agent submits an application to the Immigration officer with
respect to Vessel name, Voyage number, Vessel arriving from, Time,
Date, Berth number and Sailing destination and thereafter the
"Immigration certificate" is issued. The certificate is valid up to the
sailing of vessel and one copy each will be given to the Master of the
Vessel, the Port authority and Shipping Agent.
Port Health Organization (PHO)
The role of PHO is to issue certificate to the vessel operators and

crewmembers.
For getting a certificate from the PHO, the Shipping agent submits an
application to PHO with respect to Vessel name, Voyage number,
Vessel arriving from, Time, Date, Berth number and Sailing destination
and accordingly the PHO issues a "Certificate of Health Inspection ".
The certificate is valid up to the sailing of vessel and one copy will be
forwarded to Customs for granting port clearance and two copies will
be handed over to Boarding pilot for granting clearance by the port
authority. The Master of Ship arriving from ports outside the territory
must render "Maritime Declaration of Health" certificate. The PHO
issues a certificate with respect to Medicine, Medical Stores and
Appliances, which are carried by the Master of the Ship. On arrival,
the PHO also issues de-ratting exemption certificate to the vessel,
which is valid for six months.


Chapter 4
Ports
4.1 Mumbai Port Trust
4.1.1 Introduction
Port of Mumbai has long been the principal gateway of India. Over
the years it has played a dominant role in developing the country's
trade and commerce. Its rise to eminence was due to its strategic
location, situated almost midway along the west coast of India. The
port is gifted with a natural harbour providing ample shelter for
shipping throughout the year.
Mumbai Port has three enclosed wet docks namely Indira, Prince's and
Victoria Docks. For handling Crude and Petroleum products, there are
four jetties at Jawahar Dweep an Island in the Mumbai harbour.
Chemicals and Products are also handled at Pir Pau.
Mumbai port handles all kind of cargo including containers, break bulk,
bulk and liquid cargo. Mumbai port has the facilities for anchorage,
pilotage, berthing, storage , dry dock and port railways.
(http://www.mumbaiporttrust.com)

4.1.2 Information Flow Process:
As mentioned earlier, Mumbai port handles all type of cargo. The

following is an overview of the port operations from the vessel
intimation, berthing, loading/unloading of cargo till the sailing out of
the vessel.
1. Shipping agent submits Vessel Profile to the Port for registration.

For already registered vessels, the profile needs to be submitted
every six months or whenever there is change in the profile of
the vessel.
2. After the availability of the expected arrival time, the shipping

agent applies for Voyage Registration by providing the vessel
details along with the expected time of arrival.
3. The port registers the voyage and generates a unique Vessel Call
Number (VCN Number). VCN Number is required to uniquely
identify each voyage.
4. After the registration of the voyage, shipping agent requests the

customs for the rotation number, which is allotted. The rotation
number is sent to both the shipping agent and the port.
5. Only after getting the rotation number, the shipping agent can
file for the Export General Manifest (EGM) on the basis of the
rotation number in the case of exports..
6. In the case of Imports, the shipping agent directly files the

Import General Manifest (IGM) containing the Cargo Manifest,

Container Details along with the Vessel Profile. Customs

allocates the IGM Number and the same is forwarded to the
ports and the shipping agent as a message. The shipping agent
carries the endorsed physical copy to the port.
7. After the availability of the exact arrival information, the

shipping agent provides the Berthing Application/Pilot Application
containing arrival schedule, cargo details and the dimensions of
the vessel.
8. In the mean time, the shipping agent also obtains the PHO
certificate, PQ (Plant Quarantine Certificate), MMD (Mercantile
Marine Department) and Immigration clearance for the crew and
the vessel from the agencies concerned.
9. The shipping agent also submits the hazardous cargo declaration

along with the special instructions for handling the hazardous
cargo.
10. Shipping Agent submits the certificates mentioned above and

applies for the entry inward permission to customs. The
permission is forwarded to the shipping agent and the port as an
electronic message by the customs.
11. A meeting (Operations Group Meeting) is conducted for shipping

agents by the port. The allotment of berth is carried out in the
OG Meeting and other problems related to the operations are
discussed and sorted out.

12. In the mean while, the shipping agent makes the self-
assessment of the port charges & services as per the applicable
port tariff and makes the advance payment at the bank after
verification of the assessment from the port authorities. The
shipping agent makes the payment for the port, vessel,
stevedoring and the container charges. Bank endorses the self-
assessment form after the receipt of the charges. The copy of
the endorsed form is submitted by the shipping agent to the
port.
13. In the OG meeting, the resource request is also discussed and

the allocation is made as per the Bay/Stowage Plan and the
Berthing/Pilot Application provided by the Shipping Agent.
14. As the stevedoring activities are handled by the port itself, the
user is not required to give any separate request for resources.
The port allocates the resources like gang, cranes etc.
15. If there is shortfall of the resources with the port, the same is
informed to the shipping agent and he is allowed to arrange from
private resources.
16. Shipping Agents have been allotted specific location in the yard
for handing cargo. The port assigns the agent code and line code
along with the nominated site.
17. The Main Cargo, which is handled at Mumbai Port are
Ø Break Bulk Cargo (General Cargo)

Ø Bulk Cargo (Like Sugar, Wheat Coal etc.)

Ø Liquid Cargo
Ø Containerized Cargo
The following is the brief of operational process for Imports/Exports of

General cargo (break bulk, dry bulk, liquid) and containers.
General Cargo Operations
Import Cycle:
1. The unloading of the cargo takes place as per the IGM.
2. The port provides the tally sheet of the cargo discharged from
the vessel to the shipping agent.
3. The Stevedoring Report is also given to the shipping agent in

hard copy containing the summary of cargo discharged,
resources used, labour used and any other damage/accidents
related to the cargo.
4. Shipping Agent issues a Delivery Order (DO) to the CHA for

clearance of his consignment from the customs authority. The
CHA files the Bill of entry with the customs and pays the duty.
5. The Port collects the octroi charges on behalf of the Mumbai

Municipal Corporation (BMC). The CHA makes the payment
toward Octroi, stamp duty, wharfage and demurrage charges.
Warfage and demurrage charges are paid through the personal
deposit account maintained by the CHA with the port.

6. After the customs examination and grant of out of charge, the

delivery is allowed. The consolidated gate out report is sent to
the shipping agent for the consignments, which are delivered or
passed out of the gate.
7. At present, the shipping agent/CHA is not informed of the

movement of consignment to the warehouse.
8. In case of the dry bulk and liquid cargo, no tally sheet is

prepared and the surveyor verifies the quantity unloaded. In
case of dry bulk cargo, Port maintains the sling-wise tally, which
is reconciled with the draft survey report of the surveyor.
In case of liquid cargo, Surveyor prepares the initial vessel/tank

survey report and submits to the port. Direct delivery is made
and after the complete discharge of the cargo, the surveyor
submits the final vessel/tanks survey reports.
9. Port draws a Cargo Out -Turn Report, which records the delivery
of cargo from ship. The report is sent to the customs and the
shipping agent.
10. In the II and the III outturn report, short landed cargo, landed
but missing and excess landed cargo are declared by comparing
the tally sheet, IGM and the physical availability.

11. In case of excess landing of the cargo, the SA files the

supplementary IGM with the customs and the delivery is allowed
accordingly.
12. The CHA applies for Log Entry for locating the cargo. After the
log entry, the demurrage charges are not levied. The port tries
to locate the cargo. If located, the delivery is made otherwise
the CHA applies for the short landing certificate from the
Customs.
Export Cycle:
1. Shipping Agent requests for the space allocation in the shed for
allowing the carting of the cargo.
2. CHA gives the Carting Application containing the details of Vessel

#, shipping agent, Voyage #, Expected Time of Arrival, Cargo
Type, Expected location. The permission is granted manually and
the CHA/Exporter is allowed to bring the consignment.
3. The CHA files the Shipping Bill with the customs and brings the
cargo against the individual Shipping bill.
4. The CHA is allowed to bring the cargo 30 days in advance for

consolidation in the pre-shipment area. The carting application is
given by the CHA and the permission is obtained from the port.
On the basis of the permission, the cargo is allowed to enter
inside the pre-shipment area. Before the berthing of the vessel,
the cargo is allowed to be moved from pre-shipment area to
shed.

5. From the pre-shipment area the consignment is moved to the

Dock three days prior to the vessel berthing.
6. The cargo is moved to the shed on the basis of the dock plan
and the CHA is informed about the same by the port.
7. The port gives the total cargo received information (Export

Cargo Register) to the shipping agent containing the exporter
wise cargo received for the Shipping Agent.
8. The shipping agent applies to the customs for entry outward

prior to the loading of the vessel. After the entry outward is
granted, the loading can take place.
9. After the SB with LEO are produced, the cargo is loaded on the
vessel. Hatch wise tally sheet and Stevedoring report is
produced after the loading by the port and given to shipping
agent.
10. The Vessel Master produces the Mate Receipt, which is a

confirmation of what is loaded on the ship. The receipt is given
to the port. Port returns the mate receipt to the CHA after the
port charges are paid.
11. The shipping agent forwards an application to the customs for

port clearance prior to the sailing.

12. The port then produces a Shut Out Report on what could not be
loaded to the vessel. The CHA can either take the cargo back to
town or can send it by another vessel. If the cargo will be sent
by another vessel, the CHA applies to the customs for
amendment to the rotation number and the shipping bill. After
the amendment is sanctioned, the cargo can be sent by another
vessel.
13. To take the cargo back to town, the CHA files an application with
the customs. After the permission is granted, an electronic
message is generated and send to the port. After the charges
are paid, Port issues gate pass to the CHA to take the
consignment back to town.

Containerized Cargo Operations
Mumbai Port itself handles the CFS activities. The surveyor appointed
by the shipping agent monitors the loading and discharging of the
containers from the vessel and prepares the tally sheet on behalf of
the agent.
Import Cycle
1. The Shipping Agent files the IGM with the customs and the
rotation number is allocated. Before filing the IGM, the shipping
agent should ensure to obtain the line code and vessel code from
the port.
2. The Shipping Agent submits the Container Advance List and the
Bay Plan of the containers in the Ship to the port for unloading
the containers. The shipping agent also provides the Hazardous
Cargo information and special instructions for handling the
containers.
3. The Advance Container List and the Bay Plan is used by the Port
(Stevedore) to plan the discharging operations.
4. The resources are allocated as per the request and the shipping
agent pays the advance vessel and container charges to the
port.

5. The containers are unloaded from the vessel and the tally she et
is prepared by the port and given to the shipping agent. The port
also sends the tally report to the customs.
6. The containers are moved to the Container Yard (CY) and the
yard plan and the location of the containers is informed to the
shipping agent for planning the movement of containers.
7. The containers can either be moved to ICD on Sub Manifest

Transshipment Permit (SMTP) or the direct delivery to the
CHA/Importer or can be taken to the nominated CFS by the
shipping agent.
8. In case of transshipment, the shipping agent obtains the

transshipment permit from the customs. If the containers are to
be sent by road, the shipping agent sends intimation to its
transporter to move the container to the ICD location. The port
issues the gate pass to the shipping agent and the containers
are moved under the customs escort.
9. CONCOR after placing the containers on the RAKE issues a

Placement Memo to the Port and the Shipping Agent. CONCOR
issues Rail Receipt (RR) to the Shipping Agent.
10. In case of direct delivery, the shipping agent files an application

with the port and customs for direct delivery permission. The
CHA files the BE and gets the customs clearance. On producing
the delivery order, the copy of the bill of lading and the bill of

entry, the port issues the gate pass. Before issue of gate pass,
the CHA has to pay the port dues.
11. To take the container to the designated CFS, shipping agent

makes request for movement. The port issues an Internal
Terminal Transfer (ITT) gate pass. Agent directs transporter to
move the containers to the CFS by informing about the Advance
container List and the yard location.
12. After the containers are moved to the CFS, the shipping agent
requests for the resources and permission for de-stuffing. The
resources are allocated and the de-stuffing is done in the
presence of the surveyor. The port sends the container de-
stuffing report to the shipping agent. Both the port and the
surveyor prepare the tally sheet.
13. The shipping agent issues DO to the CHAs and informs them
about the location of the cargo.
14. The Shed Superintendent at the CFS scrutinizes the delivery

documents from the CHA/Importer. The superintendent also
ensures that the list of containers discharged by vessel is
received by them. In the case of FCL cargo, the CHA/Importer
approach for the delivery after getting the endorsement
regarding the date of receipt of container and its location in the
yard from the Delivery Clerk of the CFS.
15. If the container is not received or its location is not known, the
importer/CHA makes a log entry in the CFS. After the location

is found, the importer/CHA obtains the forwarding slip from the

port and presents the Agent’s Delivery Order, Bill of Lading,
Copy of Bill of Entry to the Shed Superintendent, who verifies
the particulars. If everything is found in order, the containers are
checked for the seal. If seal is intact, the shed superintendent
allows for the opening of the seal otherwise the matter is
referred to the police. Only after the clearance from the security,
the containers can be opened.
16. The CHA/Importer gets the customs examination done and

makes the duty payment.
17. After issue of out of charge by the customs, the CHA deposits
the port charges/CFS charges through its PD account as
explained in the general cargo section.
18. The CHA then approaches the Shed Superintendent for delivery.
Cargo is de-stuffed and loaded to the truck. Tally sheet is
maintained by the port. The shed issues the gate pass after
verifying the marks and numbers of the packages with the bill of
entry.
19. At the gate, the marks and numbers of B/E and gate pass are
verified with the cargo before it is allowed out.
20. If the CHA/Importer desires to take the delivery of containers,

the customs permission along with a letter from the shipping
agent authorizing the port to deliver is required.

21. The CHA/Importer can also obtain the permission from the
customs for taking the container to their premises both for
examination and delivery. Along with the permission, an
authorization letter is also required by the port from the shipping
agent for delivering the containers.
22. In case of LCL cargo, the shipping agent needs to submit the
Container Load Plan (CLP). The containers are de-stuffed in the
presence of the surveyor and the tally sheet is prepared. After
the customs out of charge, the port payments need to be made
by the CHA before the delivery is allowed.
23. Empty containers are then used for local stuffing or exported as
empty container or taken by the shipping agent to his private
yard after taking the permission from the port.
24. The port issues a notice to the agent for the containers, which
are not moved from the organized yard.
25. The particulars regarding the number of containers unloaded

from the vessel and sent to the CFS/ICD/Direct Delivery are
noted in the tally sheet and handed over to the shipping agent’s
representative.
Export Cycle
1. Shipping Agent directs the transporter to move the empty

containers from its private yard to the specified CFS location
either by phone or e-mail. If the containers are factory stuffed,

the intimation is given to the transporter to move the stuffed

containers.
2. The transporter prepares the challan and moves the container to

the CFS. The challan copy is submitted at the gate. One copy is
also forwarded to the port shed.
3. The CHA approaches the Shed superintendent with the SB and

take permission for carting the cargo.
4. After getting the carting permission, the CHA instructs the

transporter (mostly by phone/fax/email) to move the cargo
inside the CFS.
5. The cargo is taken to the nominated shed as informed to the

CHA by the shipping agent. The Lorry sheet containing the
Shipping Bill-wise packages is submitted to the port.
6. After the examination and issue of LEO by customs, the CHA

sends intimation to the shipping agent. The shipping agent
request the port for stuffing the containers along with a request
for the resources required for the same. The agent also forwards
the Container Load Plan (CLP) for stuffing. Information is also
given to the surveyor.
7. The containers are stuffed in the presence of the Shipping agent

or his representative (surveyor) and the Customs Officer as per
the CLP. The port prepares the stuffing report and it is given to
shipping agent.

8. After receipt of stuffing report, acknowledgement is given by

shipping agent to Port in the form of Mate Receipt which contains
the consignee-wise details of cargo with FOB value and vessel
details.
9. Copy of the mate receipt is issued to CHA after making payment

towards the service charges.
10. On producing the mate receipt, the shipping agent issues the BL
to CHA.
11. 48 hours prior to the arrival of the vessel, the shipping agent
requests for moving the containers to the docks and also
provides the bay plan for loading the containers in the vessel.
12. Shipping Agent also gives the Export List which contains the
information like container #, Type, Weight, Cargo Status,
Location, Port of discharge, Final Port of Destination etc and
requests transporter to move the container from the CFS to the
dock at the specified location.
13. Gate pass is issued to move the containers to the dock from the
CFS. If the containers are coming from the ICD, the port issues
the Gate In/Rail In to the shipping agent. CONCOR provides the
train summary containing list of containers.

14. The loading of the containers takes place as per the bay plan and
a tally sheet containing loading information is sent to the
shipping agent by the port. The surveyor also sends the details.
15. The shipping agent files an application with the customs for port
clearance prior to the sailing of the vessel. After the customs
clearance the vessel is allowed to sail out. The shipping agent
files the EGM.
16. In case of short shipment (list of containers could not be loaded

on the vessel), the same is intimated by the port to the Shipping
Agent. The Shipping Agent can then file the amendment with the
customs to move the containers by another vessel.
17. After the transaction is over, a final bill is sent to the shipping
agent. The excess/shortfall is then adjusted.

4.1.3 Information Exchange amongst Port

Port to Shipping Agent
Import Cycle
Sr. Message From To Mode Reference

No.
1 Allocation of VCN Number Port SA Manual
2 Confirmation of Berthing Port SA Meeting F22

3 Allocation of Resources Port SA Manual/
Meeting
4 Confirmation of Advance Charges Port SA Manual
Port Bank
5 Vessel Movement Report Port SA Manual F1
6 Intimation w.r.t Short fall of resources Port SA Meeting
7 Permission for bringing resources Port SA Meeting
8 Rendering of Bill for Port SA Manual
Vessel/Port/Contain er charges Port Bank
9 Tally Sheet for Cargo/Container discharged Port SA Manual F10
10 Excess/short landed cargo/containers Port SA Manual
11 Final Tally Report for the Vessel Port SA Manual
12 Container Gate-Out from Port Port SA Manual
13 Gate-in Permission in CFS Port SA Manual
14 Container De-stuffing Report Port SA Manual F19
15 Containers Discharged by Rail Port SA Manual
16 Permission for Movement of Container Port SA Manual
17 Cargo/Container Release Order Port SA Manual

18 Allocation of Resources in CFS Port SA Manual

19 Summary Report for containers send by rail Port SA Manual
20 Yard Plan Port SA Manual
21 Intimation for not moving the container Port SA Manual
from yard
22 Short Landing Certificate Port SA Manual
23 Cargo/Container Status Report Port SA Manual
24 Report on Damaged Containers Port SA Manual
25 Stevedoring Report Port SA Manual
26 Daily Discharge Report Port SA Manual

Export Cycle

No.
1 Allocation of VCN Number Port SA Manual
2 Confirmation of Berthing Port SA Meeting F22
3 Allocation of Resources Port SA Manual/
Meeting
4 Confirmation of Advance Charges Port SA Manual
Port Bank
5 Vessel Movement Report Port SA Manual F1
6 Intimation w.r.t Shortfall of resources Port SA Meeting
7 Permission for bringing resources Port SA Meeting
8 Rendering of Bill for Port SA Manual
Vessel/Port/Container charges Port Bank
9 Tally Sheet for Cargo/Container Loaded Port SA Manual F11/F20
10 Excess/short landed cargo/containers Port SA Manual
11 Final Tally Report for the Vessel Port SA Manual F33
12 Container Gate-IN to Port Port SA Manual
13 Gate-in Permission in CFS Port SA Manual
14 Container Stuffing Report Port SA Manual
15 Intimation of Location of Cargo/Container Port SA Manual
16 Credit Note Port SA Manual
17 Gate-In/Rail In containers in Port Port SA Manual
18 Permission for movement of container to Port SA Manual
Dock – Container Challan
19 Carting Permission in case of Break Bulk, Port SA Manual
Bulk Cargo
20 Survey report for goods entered in the port Port SA Manual
for bulk/liquid bulk cargo

21 Cargo/Container Load Report Port SA Manual F12

22 Yard Plan Port SA Manual
23 Stevedoring Report Port SA Manual

Shipping Agent to Port
Import Cycle

No.
1 Vessel Profile SA Port Manual F2
2 Voyage Registration SA Port Manual F3

3 Berthing Application/Pilot Application SA Port Manual/ F22
Meeting
4 Hazardous Cargo Declaration SA Port Manual F23
5 Instructions for Handling Hazardous Cargo SA Port Manual
6 Request for Resources SA Port Manual/
Meeting
7 Stowage Plan/Bay Plan SA Port Manual F9
8 Advance Container List SA Port EDI F13
9 Import Advance List SA Port EDI F32
10 Import Confirmation List SA Port EDI
11 Self Assessment of Advance Charges SA Port Manual
SA Bank
12 Request for bringing Resources SA Port Manual/
Meeting
13 Import General Manifest SA Port Manual
14 Request for CFS Nomination SA Port Manual
15 Request for Movement of containers to CFS SA Port Manual
16 Container De-stuffing Request SA Port Manual F19
17 Container Load Plan SA Port Manual
18 Short Landing of Cargo SA Port Manual
19 Shipping Agent Delivery Order SA Port Manual F38

SA CHA
20 Application for Resource Request in CFS SA Port Manual
21 Registration Application with CFS SA Port Manual
22 Empty Container Movement Request SA Port Manual
23 Log Entry for locating the Container SA Port Manual
Exports Cycle

No.
1 Vessel Profile SA Port Manual F2
2 Voyage Registration SA Port Manual F3

3 Berthing Application/Pilot Application SA Port Manual/ F22
Meeting
4 Hazardous Cargo Declaration SA Port Manual F23
5 Instructions for Handling Hazardous Cargo SA Port Manual
6 Request for Resources SA Port Manual/
Meeting
7 Request for Space Allocation in CFS SA Port Manual
8 Stowage Plan/Bay Plan SA Port Manual F9
9 Export Advance Container List SA Port EDI F14
10 Export Confirmation List SA Port EDI
11 Self Assessment of Advance Charges SA Port Manual
12 Request for bringing Resources SA Port Manual/
Meeting
13 Request for Registration with CFS SA Port Manual
14 Request for CFS Nomination SA Port Manual
15 Request for Movement of containers to CFS SA Port Manual
16 Container Stuffing Request SA Port Manual

17 Container Load Plan SA Port Manual F44

18 Application for Resource Request in CFS SA Port Manual
19 Mate Receipt for Exported Cargo SA Port Manual
20 Empty Container Ga te-In Request SA Port Manual
21 Factory Stuffed Container Gate-In Request SA Port Manual F34
22 Permission for Movement of Container SA Port Manual
from CFS to Yard
23 Application for Carting in case of Break SA Port Manual
Bulk
24 Back to Town SA Port Manual

Port to Customs House Agent/Importer/Exporter
Import Cycle
No.
1 Shed Delivery Order Port CHA Manual
2 Assessment of Charges including Warfage, Port CHA Manual

Demurrage, Octroi, Stamp Duty
3 Cargo Gate-Out Permission Port CHA Manual
4 Confirmation of Resources Port CHA Manual
5 Gate Pass/Delivery Chit for Containers Port CHA Manual
6 Permission for Delivery of Cargo in Port CHA Manual
containers
7 Short Landed Cargo Intimation Port CHA Manual
8 Short Landing Certificate for Port CHA Manual
Cargo/Container
9 Delivery Permission for Bulk, Liquid or Port CHA Manual
Break bulk cargo
10 Intimation of PD Account Adjustment Port CHA Manual
11 De-stuffing Intimation Port CHA Manual F39
12 Confirmation of Receipt of Charges Port CHA Manual
13 Permission for taking the cargo for Customs Port CHA Manual
Examination

Export Cycle

No.
1 Carting Permission Port CHA Manual F18
2 Permission for moving the cargo from pre- Port CHA Manual
shipment to docks
3 Dock Plan Port CHA Manual
4 Return of Mate Receipt Port CHA Manual
5 Shut Out Report Port CHA Manual
6 Gate Pass for Back to Town Port CHA Manual
7 Assessment of Charges including Warfage, Port CHA Manual
Demurrage
8 Confirmation of Receipt of Charges Port CHA Manual
9 Carting Permission in CFS Port CHA Manual
10 PD Account adjustment Intimation Port CHA Manual
11 Permission for taking the cargo for Customs Port CHA Manual
Examination
12 Container Stuffing Intimation Port CHA Manual

Customs House Agent to Port
Import Cycle
No.
1 Copy of Bill of Entry CHA Port Manual
2 Bill of Lading Copy CHA Port Manual
3 Application for Resource Request CHA Port Manual
4 Agent Delivery Order CHA Port Manual F38
5 Payment of Charges CHA Port Manual F7
6 Initial Vessel /Tank Survey Report CHA Port Manual
7 Final Vessel/Tank Survey Report CHA Port Manual
8 Copy of Octroi Form CHA Port Manual F25
9 Log Entry for Locating the Cargo CHA Port Manual

Exports cycle

No.
1 Copy of Shipping Bill CHA Port Manual
2 Application for Resource Request CHA Port Manual
3 Payment of charges CHA Port Manual
4 Carting Application CHA Port Manual F18
5 Payment of Charges CHA Port Manual F7
6 Initial Vessel /Tank Survey Report CHA Port Manual
7 Final Vessel/Tank Survey Report CHA Port Manual
8 Copy of Octroi Form CHA Port Manual F25
9 Request for Back to Town CHA Port Manual
10 Request for Short Landing Certificate CHA Port Manual

Port to Bank

No.
1 Pay Order in case of Authorization from SA Port Bank Message
2 Confirmation of Self Assessment Charges Port Bank Manual
3 Daily Summary of DD Received Port Bank Manual
Bank to Port

No.
1 Credit Advice after collecting charges Bank Port Message
2 Debit Advice after adjusting refund Bank Port Manual
3 Daily summary Bank Port Message
4 Debit Advice in case of Refund Port Bank Manual
Port to CONCOR

No.
1 Container Lifting Order Port CONCOR Manual
2 Container Pendency Report for Port CONCOR Manual
Destination
3 Container Received/discharged Report Port CONCOR Manual

CONCOR to Port
No.
1 Container Received Report CONCOR Port Manual
2 Railway Receipt CONCOR Port Manual
3 Placement Memo of Containers on Rake CONCOR Port Manual
4 SMTP Advance List CONCOR Port Manual
5 Train Summary CONCOR Port Manual
Port to Surveyor

No.
1 Letter of Appointment of Survey Port Surveyor Manual
operation
2 Vessel/Berthing Intimation Port Surveyor Manual
3 Payment for the Services Port Surveyor Manual
Surveyor to Port

No.
1 Draft Survey Report for Liquid/Bulk Surveyor Port Manual
Cargo
2 Final Survey Report for Liquid/Bulk Surveyor Port Manual
Cargo
3 Cargo/Container Damage Survey Surveyor Port Manual
Report
4 Equipment Damage Survey Report Surveyor Port Manual
5 Invoice for the Charges Surveyor Port Manual

Port to Customs

No.
1 Confirmation of Vessel Arrival Port Customs EDI F4
2 Landing and Tally Report with respect Port Customs EDI
to cargo
3 Container discharged Report Port Customs EDI F18
4 Damaged container/cargo report Port Customs EDI
5 Excess/Short Landed Cargo/Container Port Customs EDI
Report
6 Location of the Cargo in Shed Port Customs EDI
7 Location of the Cargo in CFS Port Customs EDI
8 Gate Pass IN/Out (Port) Port Customs EDI
9 Disposal Request Port Customs EDI
10 Item Disposal Request Port Customs EDI
11 Cargo Disposal Particulars Port Customs EDI
12 Arrival of Cargo at CFS Port Customs EDI
13 Gate Pass In/Out (CFS) Port Customs EDI
14 Entry of Goods in Port Port Customs EDI
15 Containers Entry in Ports Port Customs EDI
16 Tally Sheet Port Customs EDI

Customs to Port

No.
1 Details with respect to the Vessel Customs Port EDI
2 Cargo Manifest Customs Port EDI
3 Container Details Customs Port EDI
4 Allocation of IGM Number Customs Port EDI
5 Grant of entry Inwards Customs Port EDI
6 Request for Cancellation of IGM Customs Port EDI
7 Cancellation of IGM Customs Port EDI
8 Container/Cargo Out of charge Report Customs Port EDI
9 Out of Charge Item Details Customs Port EDI
10 Transshipment Permit Customs Port EDI
11 Detention/Confiscation Order for Customs Port EDI
cargo/containers
12 Release of Confiscated containers or Customs Port EDI
cargo
13 Disposal Order w.r.t. Cargo Customs Port EDI
14 Cargo Movement Approval Customs Port EDI
15 Item Disposal Order Customs Port EDI
16 Allocation of Rotation number Customs Port EDI
17 Shipping Bill Details Customs Port EDI
18 Shipping Bill Item Details Customs Port EDI
19 Cancellation of Rotation Number Customs Port EDI
20 Container stuffing Report Customs Port EDI
21 Let Export Order Customs Port EDI
22 Details of Shut Out Cargo Customs Port EDI

23 Container/Package Shut Out Cargo Customs Port EDI

details
24 Grant of entry Outwards Customs Port EDI
25 Grant of Port Clearance Customs Port EDI

4.2 Jawahar Lal Nehru Port Trust
4.2.1 Introduction
Jawaharlal Nehru Port, located very close to Mumbai at Nhava-Sheva,

was conceived as a high tech port with modern container handling
infrastructure. Within a short time since its inception in the year 1989,
it has grown as the premier container port of the country. The port has
facilities for handling containers and liquid cargo. It has the facilities
for anchorage, pilotage berthing, storage etc. and has good road and
rail linkages. To cope with the unprecedented growth in container
traffic, a private terminal operator (NSICT) managed by P & O
Nedloyed was licensed to operate a container terminal in the port
alongside JNP container terminal. Today, JNP has emerged as the top
container Port of the country achieving 2 million container throughput
and is ranked among the top 30 container ports of the world.
(http://www.jnport.com)
The port operations start with the intimation of a Vessel arrival and
ends with its departure. This is divided in the two major activities viz.
Exports and Imports. Before starting operations with the Port, one
time Registration of the Shipping Line /Agent and registration of a
Vessel along with its Cargo Container holding profile is required to be
done with the Port.

4.2.2 Information Flow Process
Import Cycle
NSICT handle only containers, JNPT handles both Container and Liquid
Cargo (BPCL, on behalf of JNPT handles liquid cargo). No stuffing and
de-stuffing of containers is allowed inside port area. Following is the
process flow with respect to Imports activities at JNPT and NSICT.
1. Before the actual arrival of vessel, Shipping Agent(SA) files an

application with the Port, which is known as VIA or Berthing
Application (Vessel Identification Advice). The berthing
application is submitted well before the arrival of the vessel. On
filing the same Port allot a unique VIA Number. After getting VIA,
Port and Shipping Agent start other preparatory activities. The
berthing application contains the information regarding vessel
including the expected date and time of arrival.
2. The payment has to be made in advance to the Port. The applicable

vessel related charges according to estimated period of stay is
deposited by the Agent / Line to the Port. The payments are made
using Internet banking only. Port does not accept cash/Demand
drafts or Cheques. Under the internet banking, SA logs in to his
Internet account and passes instructions for crediting the port’s
account. As per instructions, bank debits amount from SA account
and transfer it to Port’s account and issues debit and credit
statements to respective account holders.

3. After payment of dues, the Port arranges manpower for

Stevedoring, stowage for containers, cranes, and other equipment
& required services.
4. Every day, to review the vessel arrival information, Port conducts a

Berthing Meeting with the Shipping Agents / Lines, where in the
ETA of the Vessel is declared and accordingly the tentative berthing
schedule is decided for the day.
5. The Ship Bay Plan (BAPLIE), Import advance list and Vessel
stowage are provided by Shipping Agent to Port in advance.
6. On vessel arrival, the ship anchors out side the Port waters. Then a
Port pilot pilots it to the allotted berth. On berthing, the SA
approaches the regulatory agencies like PHO, Immigration,
Customs and Plant quarantine for issue of required certificates and
grants their clearance to the vessel and the crewmembers.
7. The Shipping Agent makes payment of charges towards the vessel

berthing to Port and lighthouse dues to the Customs. On completion
of these formalities, the Customs Preventive Officer grants the
Entry inward to the vessel.
8. Based on the declared information by the Shipping Agents, the Port

prepares the discharge plan and accordingly Containers are
unloaded from the Ship and tally report is prepared.
9. After unloading the containers, Port sends the container arrival

report to the Shipping Agent (COARRI).

10. During the unloading operations, the port prepares the short/excess
containers for the Vessel with respect to the IGM submitted by the
shipping agent and the same is communicated.
11. Shipping Agent may request the Port for joint inspection of the
containers along with surveyor with respect to damages, if any.
Incase of the refrigerated containers, the Surveyor checks and
maintains the temperature and submits the report to the Shipping
Agent.
12. The containers are then stacked in the designated yard as per the
yard plan.
13. The Shipping Agents issues a JOB Order to the CFS for moving the
containers from the yard.
14. The CFS then makes request to the Port after getting permission
from Customs for moving the containers. The Port issues the JOB
Order to the Shipping Agent / CFS. The Port also transmits the
electronic message - CODECO to the Shipping Agent for movement
of containers on a periodic basic. The Port issues the gate pass and
the containers are moved to the CFS. Based on the same, the CFS
allows the containers for storage/further clearance to cargo by the
Customs.
15. In the case of transshipment of containers to the ICDs, Shipping

Agent makes request to the Customs for permit (SMTP) and the
same is issued.

16. As per the SMTP, the containers meant for delivery by rail are
moved through CONCOR to various ICD’s.
17. After loading Containers and on completion of rail operation, Port

issues a Removal Memo to CONCOR.
18. CONCOR after placing the containers on the RAKE issues a

Placement Memo to the Port and the Shipping Agent. CONCOR
issues Rail Receipt (RR) to the Shipping Agent.

Export Cycle
1. On declaration of VIA, port permits export containers inside the

terminal. The shipping agent submits an Advance Container List
indicating the vessel particulars, on which the containers are to
be loaded.
2. Based on the advance information of export containers provided
by the Shipping Agents, Port prepares the yard plan.
3. The Containers are permitted up to the cut-off time of a Vessel.
4. It is responsibility of the Shipping Agent to prepare a Container

Loading Plan (CLP) for stuffing of export cargo. The CLP is
approved by the Customs. The Shipping Agent generally engages
Surveyor or authorizes the CFS for the operation. The cargo is
stuffed in the presence of the Customs Preventive Officer and
containers are sealed.
5. Port receives pre-advice information about containers from the

CFS (for container moved from the CFS) and from shipping
agents for containers brought in by Rail.
6. For transshipment of containers by train, the Shipping Agent

files pre-advice by submitting Form-11.
7. On receipt of the containers from the CFS at the Port gate, based
on the yard plan prepared earlier, the Port issues an Equipment

Interchange Receipt (EIR). The EIR contains the location,

generated by the system.
8. In the case of the transshipment containers from the ICD’s, on

receipt of containers, the Shipping Agent seeks the Customs
clearance.
9. The Shipping Agent declares the Containers meant for loading

through Export Advance List to the port (COPRAR).
10. The Shipping Agent prepares the Mate-Receipt (proof of loading)

containing the Shipping Bill No, Name of the Exporter, container
number etc to the Customs.
11. After sailing of vessel, the Shipping Agents files the Export
General Manifest (EGM) to the Customs.
12. For the containers not loaded on the vessel, shut-out/back to

town application is filed by the Shipping Agent to Customs.
13. Transshipment containers are moved out through Vessel.

4.2.3 Information Exchange amongst Port

PORT to Shipping Agent

No.
1 Allotment of VIA number Port SA Paper
2 CODECO - Gate-in and Gate-out with Port SA Email
respect to containers.
3 COARRI - Containers discharged/loaded Port SA Email
from/to the vessel (D-95B of
UNEDIFACT Message)
4 Vessel Movement Report (Daily Port SA Email
performance report)
5 Bill with respect to handling charge. Port SA Paper
(Invoice related with Vessel / Container
bills)
6 Receipt of advance charges of Vessel / Port SA Paper
Container / Labors.
7 Berthing Schedule and Berthing Invoice Port SA Meetin
g
8 BAPLIE - Bay plan / stowage of Port SA Email
Containers on Ship. (D-95B of
UNEDIFACT Message)
9 Short / Excess landed or lading report. Port SA NA
10 Train Summary Port SA NA
Port (NSICT) to Shipping Agent (In addition to above)

No.
1 CODECO - Rail in Rail out cargo report or Port SA Email
Road in/out report – JF25-26
3 Pendency report with respect to Containers. Port SA NA
(Stock report)
4 CFS wise pendency report. Port SA NA
5 COARRI - Tally sheet of Loading and Port SA NA
Unloading Containers.
6 Departure and performance report of the Port SA NA
Ship.

Shipping Agent to PORT

No.
1 Vessel Profile SA Port Email Form JF-
31
2 Import and Export plan of Containers list SA Port
(FF)
3 COPRAR-Container Loading/Discharge SA Port Email JF-13
report order
4 Advance list of Containers (FF) – SA Port Email JF-32
Imports/Exports Proprietar
y
5 Self-assessment of Container vessel charges SA Port Paper
6 Vessel intimation report. (VIA Application) SA Port Paper JF 29-31 &
Berthing and Un-berthing application JF 34-38
7 In bound BAPLIE - Stowage instruction. SA Port Email
8 Container movement delivery order SA Port JF 13
9 Back-to-town application SA Port Paper
10 Short landing of cargo SA Port Paper
11 Under in bound BAPLIE - Container special SA Port Email JF 21
handling orders with respect to Dangerous
goods and it's notification.
12 Discrepancy with respect to Bill. SA Port Paper
13 BAPLIE - Bay plan / Stowage location SA Port Email
message
14 Form -13 for road transport after sign of SA Port JF 40
gate PO.
15 From-11 for Rail transport. SA Port JF 42
PORT to CONCOR

No.
1 Removal memo for Incoming Port CONCOR JF 25
Containers.
2 Pendency of Containers with respect to Port CONCOR
destinations on Phone.
3 Vessel Calling Information (CALINF) in Port CONCOR
place of VIA. Not implemented

CONCOR to PORT

No.
1 Placement Memo it gives placement of CONCOR PORT JF 24
Containers on the RAKE (Train). In bound
2 Receipt of tampering or damage CONCOR PORT
Container.
3 SMTP Advance List-Not mandatory now CONCOR PORT
CFS to PORT

No.
4 Job order report – Imports containers to PORT CFS NA
send
5 Pre Advice list of Exports. PORT CFS NA
PORT to CFS

No.
1 Vessel berthing report PORT CFS NA
2 Gate open report PORT CFS NA
3 Daily pendency report PORT CFS NA
PORT to Customs

No.
1 Confirmation of Vessel arrival at PORT PORT Customs Message
2 Sailing report for particular Rotation PORT Customs Message
/Vessel
CUSTOMS to PORT

No.
1 Entry Inward for Vessel Customs PORT Message
2 Port Clearance for the Vessel Customs PORT Message
3 Import Delivery Transshipment permit by Customs PORT Message
Customs for reshipment of Containers
4 Grant of Entry Outward for the Vessel Customs PORT Message

Port to Surveyor or any other Agency (appointed by PORT)
1 Letter of Appointment of Survey Port Surveyor Paper

operation
2 Payment of bills Port Surveyor Paper
Surveyor or any other Agency (appointed by Port) to Port
1 Draft Survey report Surveyor Port Paper

2 Cargo Damage Survey Report Surveyor Port Paper
3 Container Damage Survey Report Surveyor Port Paper
4 Equipment Damage Survey Report Surveyor Port Paper
5 Invoice for the charges Surveyor Port Paper
Miscellaneous Activities
Invoice to Shipping Agent and Shipping Lines by Port.
1) Vessel related Charged
a) Advance payment at the time of VIA application.
b) Final payment after vessel sailing.
2) Container related charges
a) Advance payment with the berthing application
b) Final payment after sailing within 24 Hrs
Dwell time (Ground Rent)
a) Export after sailing of the vessel
b) Imports Bi -Weekly
3) Miscellaneous
a) Partially along with Loading and partially dwell time.

4.3 Process Flow

Import Cycle Information Flow – Break Bulk
Start
Vessel Profile(SA-Port)
Voyage Registration (SA-Port)
Allotment of VCN #/VIA # (Port-SA)
Self Assessment of Charges (SA-Port)
Import General Manifest (SA-Customs-Port)

- Vessel Profile Confirmation of Charges (Port-SA)
- Cargo/Container Details
Assignment of PDR # (Port-SA)
Allocation of Rotation Number (Custom-SA-Port)
Payment in the Bank and Endorsement (Bank-Port)
Request for
Cancellation of
IGM
SA-Customs-Port
Yes
No Cancel IGM (Customs-SA-Port)
Request for
Amendment of No
IGM
SA-Customs-Port
Yes
Amendment Details of
Vessel, Cargo
(SA-Customs-Port)

• Berthing/Pilot Application (SA-Port) • Final IGM Particulars (SA-Customs)

- Dimensions of Vessel • Request for Entry Inward (SA-Customs)
- Cargo Details
• Hazardous Cargo Declaration (SA-Port)
• Instructions for handling Hazardous Cargo (SA-Port)
• Resource Request (SA-Port) Grant of Entry Inward (Customs-SA-Port)
• Stowage Plan (SA-Port)
• PHO Certificate (SA-PHO)

• Plant quarantine Certificate
• MMD Certificate
• Immigration Certificate (SA-Immigration)
• Allotment of Berth (Port-SA)

• Allotment of Resources (Port-SA)
Tally Report for Cargo Unloaded

(Port-SA) (Surveyor-SA) (Port-Customs)
• Intimation of Cargo Location (Port-SA), (Port-Customs) (SA-CHA)

• Intimation of Cargo Arrival (SA-CHA)
Cargo Excess No
Landed
Yes Delivery Order (SA-CHA))
Details of Excess Landed Cargo(Port-Customs)

Bill of Entry filing (CHA-Customs)
File Supplement IGM (SA-Customs-Port)
Agent Delivery Order, Bill of Entry (Hard Copy) (CHA-Port)
Customs Out of Charge (Customs-CHA-Port)
Assessment of Wharfage, demurrage, octroi & stamp duty charges (Port-CHA)
Payment through PD Account (CHA-Port)
Gate Pass for taking the consignment (Port-CHA) (Port-Customs)
End

Rendering of Invoice for the charges (Port-SA)

Export Cycle
Advance Payment Payment

Adjustments
Short Fall
Pay Order (SA-Bank), Also Port-Bank, if authorization is Pay Order (Port-Bank)/(SA-Bank)

given by SA to Port
Credit Advice (Bank-Port) after collecting the charges Debit Advice (Port-Bank)
Debit Advice (Bank – SA) Credit Advice (Port-SA)
Daily Summary (Bank-Port)
End

Import Cycle Information Flow – Dry Bulk/Liquid

Start

Request for
Cancellation of
IGM
SA-Customs-Port
Yes
Request for
Amendment of No
IGM
SA-Customs-Port
Yes
Vessel, Cargo, (SA-
Customs-Port)


- Cargo Details
• Stowage Plan (SA-Port

• MMD Certificate

Initial Vessel/Tanks Survey Report (surveyor – Port & SA)
Final Vessel/Tanks Survey Report (surveyor – Port & SA)
• Intimation of Cargo Location (Port-SA), (Port-Customs) (SA-CHA)

• Intimation of Cargo Arrival (SA-CHA)
Cargo Excess No
Landed
Yes Delivery Order (SA-CHA))

End


Export Cycle

Adjustments
Short Fall

given by SA to Port
End

Import Cycle Information Flow – Containers

Start

Request for
Cancellation of
IGM
SA-Customs-Port
Yes
Request for
Amendment of No
IGM
SA-Customs-Port
Yes
Vessel, Cargo
(SA-Customs-Port)


- Cargo Details
• Stowage Plan (SA-Port
• Advance Container List(SA-Port)

• MMD Certificate

Tally Report for Cargo Unloaded

C
No
Cargo Excess
Landed
Yes
SMTP Request (SA-Customs)

CFS Direct Delivery
SMTP Permit (Customs-SA-Port)
D E
Movement
by Rail ?
Yes
No
Railway Receipt (Port-CONCOR) Gate Pass (Port-SA)
Railway Out Report (Port-SA)

Stop


Export Cycle

Adjustments
Short Fall

given by SA to Port
Debit Advice (Bank – SA) Pay Order (Port-SA)
End

Request for Permission for Moving the Container to CFS (SA-Port)
Permission for Moving the Container to CFS (Port-SA)
• Advance Container List (SA-Transporter)

• Instructions to Move the Container to the CFS(SA-Transporter)
Gate Pass for Moving the Container to CFS (Port-SA) (Port-Transporter)
Gate- In Permission at the CFS (Port-SA) (Port-Transporter)
Yes
If FCL & Delivery in Container?
No
• Request for Resources in CFS (SA-Port)
• Request for De-stuffing the Containers (SA-Port)
• Intimation of De-stuffing (SA-Survey or) • Request for permission
• Container Load Plan (SA-Port) (SA-Surveyor) for taking the Container
(CHA-Customs)
• Request for Authorization
Allocation of Resources for De-stuffing (Port-SA) Letter (CHA-SA)
•
Container De-Stuffing Report (Port-SA) (Surveyor-SA) • Permission for taking the

Tally Sheet (Port-SA) (Port-Customs) container (Customs-
CHA-Port)
• Authorization Letter (SA-
Intimation of Cargo Location (SA-CHA) Port)
•
Delivery Order (SA-CHA))
Gate Pass for taking the consignment (Port-CHA) (Port-Customs) End

Request for Direct Delivery (CHA-Customs)
Permission for Direct Delivery (Customs CHA-Port)

Authorization Letter (SA-Port)
Delivery Order (SA-CHA))
End

Export Cycle Information Flow – Break Bulk
Start
Request for Space Allocation & Carting (SA-Port) Request for Space Allocation & Carting Pre-shipment
(CHA-Port)
Space Allocation & Permission for Carting (SA-Port) Permission for Carting (Port - CHA)
Intimation of the Location & Vessel (SA-CHA)
Filing of Shipping Bill (CHA - Customs)
Shipping Bill Particulars (Customs-Port)
• Gate In Permission (Port-CHA)

• Entry of Goods in the Port on the basis of carting application (Port-SA) (Port-Customs)
• Request for Movement Permission from Pre-Shipment to Dock (CHA-Port)
• Shed to Shed Movement Order (Port-CHA)
• Export Cargo Register (Port-SA)
Allotment of VCN # (Port-SA) Customs Examination & LEO (Customs-CHA) (Customs-Port)
Request for Rotation Number (SA-Customs)
Allocation of Rotation Number (Customs-SA-Port) No
Request for Request for

Cancellation of No Amendment of
Rotation No. Rotation No.
SA-Customs-Port SA-Customs-Port
Yes
Yes
Cancel Rotation No (Customs-SA-Port) Amendment Rotation No (Customs-

SA-Port)
A

• Berthing/Pilot Application (SA-Port) Self Assessment of Charges (SA-Port)

- Dimensions of Vessel
- Cargo Details
• Hazardous Cargo Declaration (SA-Port) Confirmation of Charges (Port-SA)
• Resource Request (SA-Port)

• Plant quarantine Certificate Payment in the Bank and Endorsement (Bank-Port)
• MMD Certificate
Request for Entry Outward
Permission (SA-Customs)
Entry Outward Permission
(Customs-SA-Port)
Tally Report for Cargo Loaded

• Application for Port Clearance (SA-Customs)

Mate Receipt (SA-Port)
• Intimation of Cargo Loaded (SA-CHA)
Port Clearance Permission(Customs-SA-Port) Assessment of Wharfage, demurrage etc charges (Port-CHA)

EGM Filing (SA-Customs)
Return of Mate Receipt in Physical Copy (Port-CHA)

• Vessel Sailing Report (Port-Customs)
• Stowage Plan (Port-SA) (Surveyor-SA)
Mate Receipt Physical Copy to SA for BL (CHA-SA)
Bill of Lading Document in Original (SA-CHA)
C B
Stop

Short No
Shipment ? Stop
Yes
Amendment of Shipping Bill (CHA-Customs)
Shut Out Permission (Customs-Port-CHA)
Request for
Back to Town
No
Filing of Shipping Bill (CHA-Customs) Request for Back to Town (CHA-Customs)
Cargo to another Vessel Permission Back to Town (Customs-CHA-Port)
Assessment of Wharfage, demurrage etc charges (Port-CHA)
Gate Pass for Taking the Consignment Out (Port-CHA)
Stop


Import Cycle

Adjustments
Short Fall
Pay Order (SA-Bank), Also Port-Bank, if authorization is Pay Order (Port-Bank)/SA-Bank)

given by SA to Port
End

Export Cycle Information Flow – Bulk/Liquid
Start
Dry
Request for Space Allocation & Carting (SA-Port)

Liquid
Space Allocation & Permission for Carting (SA-Port)
Intimation of the Location & Vessel (SA-CHA)
Filing of Shipping Bill (CHA - Customs)
Shipping Bill Particulars (Customs-Port)
• Gate In Permission (Port-CHA)

• Survey Report (Port-SA) (Surveyor-SA) (SA-CHA)
Allotment of VCN # (Port-SA) Customs Examination & LEO (Customs-CHA) (Customs-Port)

No
Cancellation of Amendment of
Yes
Yes

SA-Port)
A


- Cargo Details

• Plant quarantine Certificate Payment in the Bank and Endorsement (Bank-Port)
• MMD Certificate
Request for Entry Outward
Permission (SA-Customs)
Entry Outward Permission
(Customs-SA-Port)
• Draft Survey Report for Cargo Loaded

• Application for Port Clearance (SA-Customs)

Mate Receipt (SA-Port)
• Intimation of Cargo Loaded (SA-CHA)


• Final Survey Report (Port-SA) (Surveyor-SA)
C B
Stop

Short No
Shipment ? Stop
Yes
Request for
Back to Town
No
Stop


Import Cycle

Adjustments
Short Fall

given by SA to Port
End

Export Cycle Information Flow – Containers

Start
Filing of Shipping Bill (CHA - Customs) Intimation for Moving Empty Containers to CFS (SA-Transporter)
Shipping Bill Particulars (Customs-Port) Gate IN Permission for Empty Container(Port - SA)
Request for Bringing the Cargo to CFS (Port-CHA) • Request for Stuffing Containers(SA-Port-
Surveyor)
CFS Gate In Permission (Port-CHA) • Request for Resources (SA-Port)
Customs Examination & LEO (Customs-CHA) (Customs-Port) Allocation of Resources (Port-SA)
Intimation of LEO (CHA-SA) Container Load Plan (SA-Port) (SA-Surveyor)
Request for Bringing the Stuffing of Containers

Factory Shuffed
containers to CFS (Port-
CHA) Stuffing Report (Port-SA) (Surveyor-SA)
CFS Gate In Permission Mate Receipt as Acknowledgement (SA-Port)

(Port-CHA) (Surveyor-SA)
Request for Movement of Container to Port SA-Port) F
Permission of Movement & Gate Pass (Port-SA))
Allotment of VCN # (Port-SA)

No
Cancellation of Amendment of
Yes
Yes

SA-Port)
A


- Cargo Details
• Advance Container List (SA-Port)
• Train Summary (CONCOR-Port-SA)
• Bay Plan (SA-Port) Payment in the Bank and Endorsement (Bank-Port)
• MMD Certificate Request for Entry Outward
• Immigration Certificate (SA-Immigration) Permission (SA-Customs)
• Allotment of Berth (Port-SA) Entry Outward Permission

• Allotment of Resources (Port-SA) (Customs-SA-Port)
Tally Report for Containers Loaded

• Application for Port Clearance (SA-Customs) Mate Receipt (Vessel Master-Port)

• Intimation of Cargo Loaded (SA-CHA) F


• Stowage Plan (Port-SA) (Surveyor-SA)
C B
Stop

Short No
Shipment ? Stop
Yes
Request for
Back to Town
No
Stop


Import Cycle

Adjustments
Short Fall

given by SA to Port
Debit Advice (Bank – SA) Credit Advice(Port-SA)
End

4.4 Comparison of the Working of the JNPT and MBPT
Mumbai Port JNPT

Handles all type of cargo. Handles mainly containerized cargo.
Shipping agent holds account with the local Transactions are carried out through the
branch of the SBI and pays the service Internet account. The agent holds the
charges through the account. The process of internet banking account with the local
collection of charges is manual. The shipping bank. The bank has developed a web site
agent prepares a self-assessed advance for the agents to make payment to the
voucher for the services and gets it verified port. The site captures the relevant
by the port cash section before making particulars and carries out the transaction
payment in the bank. The shipping agent is online.
responsible for payment of charges to the
port – Vessel handling charges – piloting,
towing etc, port charges – yard (ground
usage charges), Container handling charges
and stevedoring charges.
The CHA pays for the cargo charges in the
form of warfage and demurrage. The CHA
holds PD account and the payments are
adjusted from the account.
VCN Number is assigned to uniquely identify In JNPT, the VIA Number is assigned
the voyage. A system where shipping agents manually.
can register the voyage online using a
Website is under testing.
CFS operations are handled by Port. CFS operations are not handled by Port
and all private CFSs are outside Port area.

Shipping agent moves the containers from Transporting services are extended by the
the CFS to the pre-stack yard and the vice CFS as well.
versa because of which the interaction
between the transporter and the shipping
agent exists
Mumbai Port being an old setup still has the Good IT setup exist and most of the
manual procedures in place and it was operations relating to container handling
observed that the most of the information are electronic. Most of the messages are
exchange is manual and paper based. received either as email attachment or on
floppy as soft copy.


Chapter 5
Shipping Agent
5.1 Introduction
The Shipping agents (SA) deal with various agencies like PORT, CHA,
PHO, CFS, BANK, CONCOR, Immigration, Surveyors, Stevedores,
Importers, Exporters etc. The port operations by the shipping agent
start with receipt of the vessel arrival intimation from the last port of
call and carries on till the vessel sails out.
5.2 Information Flow Process
Import Cycle
The role of shipping agent in discharge of import cargo is as follows:
1. Shipping agent files advance IGM to Customs and VIA/berthing

application to the Port. Port allocates VIA Number. In Mumbai
Port it is termed as VCN Number.
2. Port conducts a berthing meeting on daily basis and the Shipping

Agents share the arrival schedule. Port allocates the Berth to the
ships dynamically depending on requests received in the
berthing meeting. The resources for vessel handling are also
finalized in the meeting.

3. The shipping agent provides to Port a list of containers to be

transferred to local CFS by road and to be transshipped to ICDs
by railways. The transport through rail is handled by CONCOR.
4. On arrival of vessel, the shipping agent requests agencies - PHO

and Immigration for clearance certifications.
5. Shipping agents provide an advance list of containers to the port

for discharge from the vessel.
6. The Shipping Agents makes payment towards vessel handling

charges to the Port in advance.
7. Similarly, Shipping Agent pays the Lighthouse dues to Customs.

Furnishes Bond to Customs against containers being
transshipped to ICDs under SMTP.
8. The shipping agent issues Delivery Order (DO) to the

Importer/CHA for getting cargo released from the Customs.
Shipping agent also collects from importer/CHA the stamp duty
charges on behalf of State Government and the freight charges.
9. The shipping agent provides a list of containers to Port for

shifting to CFS. CFS arranges transport for shifting. In the case
of Mumbai port, as the CFS activities are managed by the port,
the shipping agent asks its transporter to move the containers to
the nominated CFS.

10. The shipping agent requests CFS/Port for a list of de-stuffed

containers for moving the same to its own private
yard/warehouse. The transportation, de-stuffing and
stevedoring/handling charges to be paid by the shipping agent to
CFS/Port.
11. In case of refrigerated containers having perishable

consignment, Surveyor checks the status of container and
reports periodically to the Shipping agent.
12. Surveyors also report to the Shipping agent about damaged

containers and prepare comparison statement with respect to
tally sheet prepared by port.
13. The containers are de-stuffed in CFS in the presence of the

surveyor who represents the shipping agent.
14. In the case of bulk/liquid cargo, the surveyor prepares both the
draft and the final survey report. In the case of break bulk cargo
at Mumbai port, the cargo is cleared from the yard on the basis
of the D.O. The process has already been explained in detail
under the Mumbai Port Section.
Export Cycle
1. The CHA/Exporter requests the shipping agent for the allotment

of containers both in the case of factory or dock stuffing. The
shipping agent charges the CHA for the container, freight,
insurance and handling charges. The payment terms are flexible.

2. Shipping activities are open (Port Gate Open) for 72 hrs prior to
the arrival of the ship and closes 24 hrs before berthing of vessel
in JNPT. Gate opens for 24 hrs only at NSICT and closes 24 hrs
before berthing of vessel.
3. Before arrival of the vessel, the shipping agent submits the

advance list of the containers to the Port for yard planning.
4. The shipping agent arranges the transport for taking the

containers to Port.
5. Shipping agent pays the handling charges and dues to CFS/Port

against space utilization for storing empty/stuffed containers.
6. On getting clearance from Customs, the Shipping agents/CFS

engages the Surveyor for preparing the Container Loading Plan
(CLP) and arranges for stuffing activity in presence of the
Customs officer.
7. After stuffing, short shipment report is prepared and submitted

by surveyor to the Shipping agent, Customs and CHA/Exporter.
8. The stuffed containers are taken into the Port area as per the
port’s Cut-Off time for the Vessel.
9. Shipping agent submits the Mate-receipt to the Port and the

Boarding officer of the Custom for loading of cargo on the
Vessel. After actual loading of containers onto the ship, the
signed copies of the Mate-receipt are given to the CHA/Exporter.

10. The shipping agent gets the Port clearance and Entry Outward
report from the Customs for sailing of the vessel.
11. After actual sailing of the vessel, shipping agents files an Export
General Manifest (EGM) with the Custom authorities.
12. As described earlier the transportation of export cargo is handled

by three agencies. From exporter premises to CFS is done by
CHA, within CFS and transportation upto Port by the shipping
agent and in the Port yard by the stevedore/Port. The charges
are collected by the respective agencies.
13. In the case of break bulk cargo, the shipping agent request port
for carting the cargo. The CHAs are intimated of the space
allocated who then brings the cargo to the yard. The tally sheet
is prepared while loading of the cargo in the vessel.

5.3 Information Exchange amongst

Shipping Agent and other Trading Partners
The main information exchange between Shipping Agent and PORT is

covered in Chapter 4. The information exchange for both JNPT and
Mumbai Port are presented under section 4.1 and 4.2.
Shipping Agent to Customs

No.
1 Vessel Details SA Customs EDI F2
2 Cargo Manifest SA Customs EDI
3 Container information SA Customs EDI
4 Request for amendment of Rotation SA Customs EDI
number
5 Request for amendment of Container SA Customs EDI
number
6 Request of Cancellation of Rotation SA Customs EDI
Number
7 Request for Transshipment SA Customs EDI
8 Request for Cargo Movement SA Customs EDI
9 Application for rotation Number SA Customs EDI
10 Application for Entry Outward prior to SA Customs EDI
loading (Prior to sailing)
11 EGM SA Customs EDI
12 EGM Container Details SA Customs EDI
13 BOND for containers SA Customs EDI
14 IGM/SMTP rough ICEGATE or Floppy. SA Customs EDI

Customs to Shipping Agent

No.
1 IGM number allotment for the Vessel Customs SA EDI
2 Acknowledgement for IGM / SMTP. Customs SA EDI
3 Inward entry for Vessel Customs SA EDI
4 Cancellation of IGM on request Customs SA EDI
5 Rotation number allotment with respect Customs SA EDI
to Export cargo
6 Amendment of Entry Out ward report on Customs SA EDI
request
7 Cancellation of Rotation number on Customs SA EDI
request
8 Grant of Entry Outward Customs SA EDI
9 Grant of Port Clearance Customs SA EDI
10 Cargo Movement Approval Customs SA EDI
11 Transshipment Approval Customs SA EDI
12 Acknowledgement for Transshipment Customs SA EDI
request

Shipping Agent to CFS

No.
1 Copy of DO (Delivery Order) SA CFS
2 Rent with respect to containers in the CFS. SA CFS
3 Request for Container stuffing SA CFS
4 Stuffing Report copy SA CFS
5 Job order for Import Cargo SA CFS
6 Movement order SA CFS
7 Stuffing plan of Export Cargo SA CFS

8 Advance Import list SA CFS F32
9 IGM copy SA CFS
10 Short or Excess cargo report SA CFS
CFS to Shipping Agent

No.
1 Bill with respect to Handling charges CFS SA
2 Loading and unloading charges. CFS SA
3 Empty Container list of Shipping Agent CFS SA
4 Container availability status in the CFS. CFS SA
5 Container Loading Plan (CLP) CFS SA
6 Message with respect to the container CFS SA
stuffing
7 Report of damaged containers CFS SA
8 Reefer container status CFS SA

9 Daily report CFS SA
10 De stuff report CFS SA

Shipping Agent to CHA / EXP / IMP

No.
1 Delivery Order on paper SA CHA Manual F38
2 Bill with respect to Handling of SA CHA Manual
Containers/cargo
3 Report of Reefer Containers SA CHA Manual
4 Intimation of Location for bringing SA CHA Manual
Cargo/Container
5 Intimation reminder for not taking the SA CHA Manual
delivery
CHA / EXP / IMP to Shipping Agent

No.
1 S/B copy, CLP or BL with respect to CHA SA Manual
Import Containers
2 Payment with respect to Stamp Duty (for CHA SA Manual
State GOVT)
Shipping Agent to CONCOR

No.
1 Forwarding report with respect to SMTP SA CONCOR Manual
cargo.

CONCOR to Shipping Agent

No.
1 Train summary CONCOR SA Manual
2 Rail receipt CONCOR SA
3 Train schedule CONCOR SA
Shipping Agent to Transporter

No.
1 Vessel Intimation SA TP Manual
2 Advance Container List SA TP Manual F13
3 Yard Plan with respect to the SA TP Manual
containers/cargo
4 D.O. for Movement SA TP Manual
5 Export Container List SA TP Manual F14
6 Payment of the Service SA TP Manual
Transporter to Shipping Agent

No.
1 Copy of the Challan TP SA Manual F31
2 Cargo/ container Movement TP SA Manual
Information
3 Consolidated cargo/ container TP SA Manual
Information
4 Bill for the Services TP SA Manual

Shipping Agent to Surveyor
Sr. Message Fro To Mode Reference

No. m
1 Intimation for carry out the survey SA Surveyor Manual
2 Vessel Intimation SA Surveyor Manual
3 Berthing Details SA Surveyor Manual
4 Import General Manifest Details SA Surveyor Manual
5 Cargo Details along with its location SA Surveyor Manual
6 Container Stowage Plan SA Surveyor Manual F9
7 Container Movement Details SA Surveyor Manual
8 Payment for the Services SA Surveyor Manual
9 Advance Container List SA Surveyor Manual F13
10 Container Load Plan SA Surveyor Manual F44
Surveyor to Shipping Agent

No.
1 Vessel/Cargo/Container Inspection Surveyor SA Manual
Report
2 Vessel/Cargo/Container Repair Surveyor SA Manual
Estimates
3 Vessel/Cargo/Container Post Repair Surveyor SA Manual
Inspection
4 Valuation of the Cargo/Containers Surveyor SA Manual
5 Damage Report Surveyor SA Manual
6 Draft survey Report for Bulk/Liquid Surveyor SA Manual
Cargo
7 Final Survey Report for Bulk/Liquid Surveyor SA Manual

Cargo
8 Tally Sheet Surveyor SA Manual
9 Cargo Loaded/Discharged Report Surveyor SA Manual
10 Reefer Container Inspection Report Surveyor SA Manual
11 Container Stuffing, De-stuffing Report Surveyor SA Manual F19
12 Stowage Plan Surveyor SA Manual F9
13 Container Loaded/Discharged Report Surveyor SA Manual F18

5.4 Differences in Mumbai and JNPT Port
The dealing of the shipping agent with JNPT and Mumbai port are
different because of the difference in the cargo handling procedures.
Most of the shipping agents operate at both the ports. The information
exchange of the shipping agent with the port is explained in section
4.1 and 4.2. The process of handling the bulk cargo, break-bulk cargo
and the liqui d cargo is explained in Chapter 4.
In Mumbai Port, the port itself manages the CFS activities. Therefore,
shipping agent and port interact for information exchange related to
CFS operations.
In JNPT, the movement of containers from CFS to port and vice-versa

is the responsibility of the CFS, whereas in Mumbai port it is the
responsibility of the Shipping Agent.
The interaction with the surveyor is also higher in Mumbai port as they
also take up the activities related to monitoring the stevedoring
activities and prepare tally reports, draft survey reports with respect to
the cargo and containers on behalf of the shipping agent.
As the break bulk cargo is handled in Mumbai Port, the CHA also
interacts with the shipping agent for the cargo and have to directly get
the status and the location of the cargo in yard.
It is observed that the dealing of the shipping agent with the other
stakeholders is same for both the ports.


Chapter 6
Custom House Agent/Importer/Exporter
6.1 Introduction
The Custom House Agent (CHA) is the service provider of the importer
and the exporter. For processing of documents, the CHA collects
necessary supporting documents from Exporter/Importer. Though
there is no direct communication between CHA to Port in JNPT, they
deal with most of the stakeholders. However, CHA communicates with
the Mumbai Port as the CFS operations and the break bulk/bulk/liquid
cargo are handled by the port .
Import cycle
1. The CHA can file Import declaration (Bills of Entry) to Customs in

advance or after the arrival of the vessel.
2. CHA collects Delivery Order from the Shipping Agents after

payment of necessary dues like Stamp duty, freight etc.
3. The CHA pays Customs Duty in designated Bank after

assessment.

4. Then CHA approaches to CFS for Customs examination of cargo.

As already explained, in the case of Mumbai Port, the port
manages the CFS activities.
5. After getting Customs out -of-charge, the CHA arranges transport

to move the consignment from CFS/Port to Importer’s location.
6. In Mumbai Port, the CHA takes the delivery of the break bulk
cargo from the Port on the basis of the delivery order. If the
cargo is not located, CHA files the log entry with the port for
locating the cargo.
7. The payment for the wharfage and demurrage charges are made
by the CHA through his PD account which he holds with the Port.
Export cycle
1. CHA files the Shipping Bill to Customs and present the goods for
Customs examination and for issue of Let Export order (LEO).
2. After LEO, Shipping Bills is presented to Shipping Agent or the

Surveyor for the preparation of the Container Loading Plan (CLP)
and stuffing of the cargo inside the container.
3. Shipping Agent provides a copy of the Mate Receipt (after

loading the cargo onto the vessel) and EGM after vessel sailing.
Based on these reports, the CHA intimates the status of the
cargo to Exporter.

4. CHA files the carting application with the port for consolidating
the cargo in the yard or pre-shipment area in the case of break
bulk cargo. The delivery of the bulk and liquid cargo is taken
directly. The payment for wharfage and demurrage charges is
made through the PD account.

CHA and Trading Partners
Message exchange between CHA and the stakeholders has been

described in the following sections:
Shipping Agent to CHA (Chapter 5)

CHA to Shipping Agent (Chapter 5)
CFS to CHA (Chapter 7)
CHA to CFS (Chapter 7)
CHA to Port(Chapter 4)
Port to CHA(Chapter 4)
The dealing of the CHA/Importer/Exporter with the port has already

been explained and the differences are highlighted in Chapter 4. As
the Mumbai Port deals in all kinds of cargo, the CHA needs to interact
directly with the Port for break bulk, bulk and liquid cargo. With the
shipping agent, the break bulk delivery order is taken and the
communication of status needs to be received on regular basis. To
move the cargo from the Importer/Exporter premises is the
responsibility of the CHA/IMP/EXP, therefore, there is interaction with

the transporter. The interaction is usually adhoc and short term for
moving the particular consignment. As CFS operations are handled by
the port itself, the CHA deals with the Port with respect to the carting
of the consignments in the CFS and for taking the delivery.

Chapter 7
Container Freight stations
7.1 Introduction
The CFS operations play a very vital role in the Imports/Exports cargo
clearance. The CFS operators manage stuffing/de-stuffing activity, for
the consignment where stuffing is done in the warehouse. CFS
arranges for the Surveyors for the Refrigerated containers on behalf of
Shipping agents / CHA /Exporter / Importer and arrange for Transport
for moving cargo. Role of CFS with respect to import and export is
described below.
Imports Cycle
1. Shipping agent gives a prior intimation to the CFS with respect

to containers to be moved from the Port. CFS issues a Job Order
to its transporter for shifting of containers from Port to CFS.
The Shipping Agent also provides a hard copy of the Import
Manifest (copy of IGM submitted to Customs) with the Import
Container Advance List and the cargo declaration to the CFS.
2. Port intimates Vessel berthing to the CFS as well as Shipping

agent.

3. After getting Discharge Tally report from Port with respect to

containers, the CFS moves the Local containers (listed in
Advance List) from Port to CFS.
4. As a parallel activity, the CHA / Importer take the Delivery Order

from the Shipping agent after clearing the dues/charges
including Stamp Duty of the State Government.
5. The Importer/CHA files declaration to Customs for clearance and

get the Out of Charge Orders (Bills of Entry) after Examination
of the Cargo.
6. The Importer/CHA requests to CFS for de-stuffing containers

with respect to LCL or FCL containers at the time of
examination/clearance in presence of Customs Officer. CHA may
also request for loading of the container once the cargo is
examined by Customs.
7. Customs in specific cases (DRI etc) may also request the CFS to
stop delivery of the cargo to importer before or even after issue
of Out of charge orders.
8. After collecting relevant CFS charges from CHA/Importer, the

CFS allows to take the delivery of the loaded container or
destuffed cargo.

9. CFS sends daily tally reports/summary reports to Shipping Agent

with respect to Arrival of Import containers, de-stuffing and
empty containers.
Export Cycle
1. Shipping agent provides a list of empty containers to CFS for

stuffing the Export cargo and gets the stock of the empty
Containers available in the CFS yard.
2. The CHA / Exporter brings the cargo in the CFS after clearance
from the Customs. Subject to necessary carting payment from
the CHA/Exporter, the CFS allows to cart the export cargo and
stores it in its warehouse.
3. After getting Let Export Order from Customs, CHA submits copy
of Shipping Bill to the CFS or the appointed Surveyor.
4. CFS prepares a Container Load Plan for stuffing of export cargo.
5. The Container Load Plan is submitted to the designated Customs

officer for Stuffing. After stuffing in presence of a Customs
Officer and fixing the bottle seal, the tally report is given to the
Shipping agent.
6. In case of a request from Customs or the Shipper, the carted

cargo can be kept on Hold or can be sent BACK TO TOWN.

7. On Port’s announcement of the Cut-Off and Gate Open for the

vessel, the CFS operator transports containers and a copy of the
CLP along with the copies of Let Export Order to the Gate.
8. The CFS sends in advance a PRE-ADVISE list (via mail) to JNPT

for such export containers being moved from CFS to Port .
9. The Gate Preventive Officer of the Customs verifies the Seal of

the container and allows cargo inside the Port area.
10. Customs may order shutout (back to town) of some containers.
11. The endorsement copy from the Preventive Officer is presented

to the Gate where the port operation staff make entries in their
System like Container number, Seal, driver name, vehicle
registration number, vessel name, voyage number details.
12. The Gate officers from the port will then prepare Equipment
Interchange Receipt (EIR). This EIR copy contains the location,
where the container is to be moved.
13. If the container does not reach the Port Gates on or before cut-
off time, it may be returned to the CFS and then a) may be
reworked, b) may be moved again to port for next vessel.
14. At this stage the role of CFS is over and the port will take care of
the containers.

15. The CFS operator sends a bill for handling charges and the tally
report to the Shipping agent.

CFS and Trading Partners
CFS to Shipping Agents

No.
1 Bill with respect to Handling charges CFS SA
2 Stuffing/De-stuffing, movement, lift CFS SA
on/off charges
3 Empty Container list of Shipping Agent. CFS SA
4 Container availability status in the CFS. CFS SA
5 Container loading plan (CLP). CFS SA F44
6 Report of damaged containers. CFS SA
7 Reefer container status. CFS SA
8 Daily report – In Gate, Out Gate, De-stuff, CFS SA
Stuffed
9 Stuffing/De-stuffing report CFS SA

Shipping Agents to CFS

No.
1 DO (Delivery Order) with respect to SA CFS F38
Importers and Exporters.
2 Money with respect to empty Containers. SA CFS
3 Ground Rent with respect to containers in SA CFS
the CFS.
4 Stuffing Report copy SA CFS
5 Movement order. SA CFS
6 Stuffing plan of Export Cargo SA CFS
7 Advance Import list SA CFS F32
8 IGM copy SA CFS
9 Short or Excess cargo report. SA CFS
CFS to PORT

No.
1 Job order report CFS PORT
2 Pre Advice list of Exports CFS PORT
PORT to CFS

No.
1 Vessel Berthing Report PORT CFS
2 Gate Open Report PORT CFS
3 Daily Pendency Report. PORT CFS

CFS to CUSTOMS

No.
1 Tally report for the imports containers CFS Customs
2 Container landing report CFS Customs
3 Location of the Container in the CFS CFS Customs
4 Gate pass for the Cargo / Container CFS Customs
5 De stuff request for the Containers CFS Customs
6 Disposal of cargo which is pending from CFS Customs
long time.
7 Stoppage of Container report CFS Customs
8 Consignment Arrival (EDI message) CFS Customs
9 Gate Pass (EDI message) CFS Customs
10 Goods carted in the CFS. CFS Customs
CUSTOMS to CFS

No.
1 Vessel / Cargo / Container information Customs CFS
to the CFS
2 IGM no allotment information Customs CFS
3 Entry inward of the vessel information Customs CFS
4 Out of Charge information with respect to Customs CFS
Import and Exports
5 De stuffing order of the Containers Customs CFS
6 Stoppage of the Containers Customs CFS
7 Stuffing report of the containers Customs CFS
8 Shut out cargo Customs CFS

CFS to CHA / Exporter / Importer

No.
1 Carting permission of the cargo CFS CHA
2 Carting report of the cargo in the CFS CFS CHA
(Gate in Cargo report)
3 Bill with respect to the handling of the CFS CHA
Cargo / Container
4 Delivery order of the Import CFS CHA
consignment.
CHA / Importer / Exporter to CFS

No.
1 Permission of carting to the Exporter CHA CFS Manual
/ CHA
2 Handling charges CHA CFS Manual
3 Declaration of Hazardous cargo. CHA CFS Manual F23
In Mumbai port the port itself handles the CFS operations. Therefore,
information exchange with respect to CFS operations with stakeholders
is directed to the port.
In JNPT, there are different CFS operators. Transporting services to

and from port is the responsibility of the CFS, whereas in Mumbai port
it is the responsibility of the shipping agent. Accordingly, the
information exchanges related to CFS operations with different
stakeholders is also handled by Mumbai port.

Chapter 8
CONCOR
8.1 Introduction
The CONCOR’s major trading partners are the Shipping Agents and the
Port. The role of CONCOR is to transport the containers from the
various Inland Container Depot (ICD) to the Sea Ports and from Ports
to ICDs. CONCOR uses Railways for transporting Containers.
Role of CONCOR with respect to import and export container

transportation is described below.
Import Cycle
1. After getting transshipment permit, the Shipping Agent

approaches CONCOR for endorsement. In case of hazardous
cargo or any other specific cases, the CONCOR may not accept
the containers.
2. After getting endorsement from CONCOR, the Shipping Agents

prepare a Forwarding Note containing the Container Numbers to
be transported through CONCOR to the respective ICDs from
the Port. In turn, the Port issues a Removal memo to CONCOR

for movement of containers from the yard. For each train the
Removal memos are prepared by the Port and sent to CONCOR.
3. CONCOR provides a placement memo to the Port stating the
RAKE position of the Train i.e. a lay out plan of the Train.
4. CONCOR gives a Container movement list and a Rail Receipt to

the Railways.
5. CONCOR issues the Railway Receipt (RR) to Shipping Agent with

a copy to Port.
6. CONCOR submits a Container condition report to Port and

Shipping Agent against the SMTP cargo on the condition of the
container (weather the Seal or a Container is damaged).
Separate report is given for each SMTP.
7. Port provides a pendency report of Containers to CONCOR and

Shipping Agent for removal.
8. CONCOR gives a Train summary to the Shipping agent

containing the train schedule, list of containers on train etc.
9. CONCOR has also provided train-tracking facility to the trade.
Export Cycle
1. The Shipping Agent submits the pre-advice from (Form 11 in

JNPT) to the Port with a copy to CONCOR. The form contains the
information regarding the list of export containers.

2. Based on the request, CONCOR at the gateway Port moves the

containers to the yard for stacking.

CONCOR and Trading Partners
CONCOR to PORT

No.
1 Placement Memo it gives placement of CONCOR PORT Manual
Containers on the RAKE (Train)
2 Receipt of tampering or damage CONCOR PORT Manual
Container
3 SMTP Advance List CONCOR PORT Manual
4 Import container departure from the Port. CONCOR PORT Manual
5 Import container arrival at Port. CONCOR PORT Manual
PORT to CONCOR

No.
1 Removal memo for Incoming Containers PORT CONCOR Manual
2 Pendency of Containers with respect to PORT CONCOR Manual
Destinations on Phone
3 Import container departure from the Port PORT CONCOR Manual
4 Import container arrival at Port. PORT CONCOR Manual

CONCOR to Shipping Agents

No.
1 Forwarding report with respect to SMTP CONCOR SA Manual
cargo
2 The train summary CONCOR SA Manual
3 The train Schedule CONCOR SA Manual
4 The Rail Receipt (RR) CONCOR SA Manual
5 Bill with respect to handling of the CONCOR SA Manual
containers from one location to another
Shipping Agents to CONCOR

No.
1 Forwarding SMTP cargo list SA CONCOR Manual
2 Payment of Handling charges SA CONCOR Manual
The interaction of the CONCOR is same in both the ports for moving
the containers. In place of the CFS, the port manages the movement
of the containers and the information exchanged between CONCOR
and CFS is exchanged between the Port and CONCOR.

Chapter 9
Surveyor
9.1 Introduction
Surveyor carries out the survey activities on behalf of the shipping

agents and port . The surveyor carries out inspections, repair
estimates, post repair inspections of the containers, bulk cargo (both
dry and liquid) surveys and submit reports to the shipping agents. The
surveyor also monitors the stevedoring activities like stuffing and de-
stuffing and submits timely reports to the Shipping Agent.
The surveyors also carry out survey activities on behalf of the port, if
hired by the port.
9.2 Information Process Flow
The following is the information process flow for the surveyor.
1. The surveyor’s role is basically to survey the vessels, containers

and cargo and send the survey report to the shipping agent or
the Port (If appointed by Port).
2. Port also hires the services of the surveyor from time to time for
specific survey activity. Port issues a formal letter for the survey
activity to be performed.

3. Mostly, the Shipping Agent discusses the charges over phone

with the surveyor and directs the task to be carried-out. The
information is also sent by e-mail to the surveyor. There is no
fixed format.
4. The Shipping Agent provides all the relevant details like the
vessel arrival time, berthing information, exact berthing time,
container and cargo details and its location details to the
surveyor. Mostly this information is either provided on phone or
by e-mail. As both the representatives mostly work on the port
itself, most of the time they find it convenient to exchange the
information personally.
5. If the survey needs to be conducted on behalf of the port, port

first issues a formal letter to the surveyor informing him about
the details of the survey work to be carried out. After the letter,
the details and timing of the vessel berthing is provided. This
information is mostly collected by the surveyor on phone or the
surveyor’s representative collect s the information after the
Operations Group Meeting (OG Meeting) personally. The
surveyor’s representative collects the current status at the dock
with respect to the vessels, draft, shipping movement etc. and
updates his head office.
6. The port/shipping agent appoints the surveyor from time to time

on case-to-case basis.

7. The main reports which are sent by the surveyor are
a. Vessel/Cargo/Container inspection report

b. Vessel/Cargo/container repair estimates
c. Vessel/Cargo/Container post repair inspection
d. Valuation of the Cargo/Containers
e. Damage Report
f. Dry/Liquid bulk survey Report
g. Tally Sheets
h. Cargo Loaded/Discharged Reports
i. Reefer Container Inspections
j. Container Stuffing, De-stuffing Report
k. Stowage Plan
8. The shipping agent provides the advance status of the vessel

and cargo to the surveyor to enable planning.
9. In case of Imports, the surveyor receives the IGM details from

the shipping agent, which contains the complete cargo details.
10. As per the IGM, the surveyor verifies the cargo and sends a daily
report either by e-mail or fax to the shipping agent about the
cargo status. Any damaged cargo is also reported after getting
the acknowledgement from the Vessel’s Chief Officer. The Tally
sheets are prepared and forwarded to the shipping agent.
11. In case of containers, the Surveyor receives the Stowage Plan

from the shipping agent. After the container is discharged from
vessel, the surveyor assesses the condition of the container and

the seal. If any di screpancy is found, the same is reported to the

Chief Officer and a joint survey is conducted. The daily report is
sent to the shipping agent. Mostly the information is provided on
phone.
12. In case of de-stuffing, joint survey is carried out by the CFS and
the surveyor. The de-stuffing summary is sent to the shipping
agent.
13. For hazardous cargo, the survey is carried out as per the
guideline and report is submitted to the shipping agent.
14. In the case of damaged cargo, the CHA can seek the shipping
agent for the survey. The shipping agent gets the survey done
and report is submitted.
15. For Reefer containers, the surveyor carries out the inspection
and prepares a report.
16. In case of dry and liquid bulk cargo, the surveyor prepares the
draft survey report containing discharge and delivery
information. The measurement of the cargo and the damages
are also reported to the shipping agent.
17. In case of Exports, the surveyor receives the cargo details from
the shipping agent. The carting information is sent to the
shipping agent on daily basis.

18. Surveyor is also involved in the preparation of the container

stuffing report and after container sealing the report is submitted
to the shipping agent.
19. The surveyor prepares the stowage plan and co-ordinate with
the ports for loading the cargo in the vessel and sends
cargo/container export report to the shipping agent.


Surveyor and Trading Partners
Shipping Agent to Surveyor
Sr. Message Fro To Mode Reference

No. m
1 Intimation for carry out the survey SA Surveyor Manual
2 Vessel Intimation SA Surveyor Manual
3 Berthing Details SA Surveyor Manual
4 Import General Manifest Details SA Surveyor Manual
5 Cargo Details along with its location SA Surveyor Manual
6 Container Stowage Plan SA Surveyor Manual F9
7 Container Movement Details SA Surveyor Manual
8 Payment for the Services SA Surveyor Manual
9 Advance Container List SA Surveyor Manual F13
10 Container Load Plan SA Surveyor Manual F44
Surveyor to Shipping Agent

No.
1 Vessel/Cargo/Container Inspection Surveyor SA Manual
Report
2 Vessel/Cargo/Container Repair Surveyor SA Manual
Estimates
3 Vessel/Cargo/Container Post Repair Surveyor SA Manual
Inspection
4 Valuation of the Cargo/Containers Surveyor SA Manual
5 Damage Report Surveyor SA Manual

6 Draft survey Report for Bulk/Liquid Surveyor SA Manual

Cargo
7 Final Survey Report for Bulk/Liquid Surveyor SA Manual
Cargo
8 Tally Sheet Surveyor SA Manual
9 Cargo Loaded/Discharged Report Surveyor SA Manual
10 Reefer Container Inspection Report Surveyor SA Manual
11 Container Stuffing, De-stuffing Report Surveyor SA Manual F19
12 Stowage Plan Surveyor SA Manual F9
13 Container Loaded/Discharged Report Surveyor SA Manual F18
Port to surveyor

No.
1 Letter of Appointment and term of PORT Surveyor Manual
reference
2 Identity Card PORT Surveyor Manual
3 Permission for taking camera and PORT Surveyor Manual
Photograph
4 Payment for the Services PORT Surveyor Manual

Surveyor to Port

No.
1 Survey Reports for activities for which Surveyor PORT Manual
hired by port
2 Request for Identity Card Surveyor PORT Manual
3 Request for Taking Surveyor PORT Manual
Photograph/Camera
4 Bill for the Services Surveyor PORT Manual
The surveyor’s role is same in both the ports. In Mumbai port the
surveyor also needs to handle break bulk, bulk and liquid cargo and to
prepare the measurement/draft survey reports on behalf of the
shipping agent. The surveyor also monitors the stevedoring activities
and co-ordinates the stuffing/de-stuffing activities on behalf of the
shipping agent in CFS. He also prepares the tally sheets for the
cargo/containers loaded and discharged.

Chapter 10
Transporter
10.1Introduction
The transporter moves the cargo/containers from one location to

another on behalf of the shipping agents/CHAs. The CHA interacts with
the transporters to bring the cargo/container from its location to the
CFS or Yard. The shipping agent interacts with the transporter to move
the empty containers, move the containers from CFS to the yard in the
case of exports and vice versa in the case of imports. Shipping agent
also arranges to move the containers from its private yard to CFS and
from the Importer’s location to the Port and vice versa.
The port also provides the transport services for moving the
containers/cargo from the vessel to the pre-stack yard.
The following is the list of activities carried out by the transporter:
Import Cycle :
1. The Shipping Agent gets the Import List from the Shipping Line
by Post/Fax/Hand or e-mail or as a message.

2. The port moves the container from the vessel to the container
yard area.
3. The Shipping Agent sends the advance list of the containers to

the transporter, which is collected by the transporter personally
at the port. As per the advance list, the container is moved to
the nominated site by the transporter.
4. On the basis of the Container number, Vehicle No. Seal No. and
Nominated site, the clerk at MBPT prepares the Challan for the
transporter.(Also called Gate Pass).
5. The transporter moves the container to CFS. At the out gate, the
Customs and Port check the seal number and note down the out
time.
6. At the CFS gate the time of receipt is noted and container is

allowed in. In case of delay, the transporter needs to provide
explanation. If there is a breakdown, the transporter needs to
inform the Port about the same and arrange for alternative
mode.
7. In case of direct delivery of the container, CHA takes the D.O.

from the Shipping Agent and moves the container. In such
cases, it is the responsibility of the CHA to return the empty
container. Empty containers are stored in a separate yard
(named as empty yard).

8. After de-stuffing, the Shipping Agent sends instructions to the

Transporter for moving the empty container from the CFS to the
empty yard. The port issues the gate pass (challan).
Export Cycle:
1. The Shipping Agent issues instruction (copy of the delivery

order) to the transporter to move the container from private
yard/empty yard to the place of loading in the CFS.
2. On basis of the D.O., the empty container is moved to the CFS

by the transporter.
3. After the stuffing, the shipping agent directs the transporter to

move the container to the dock area. The information about the
location on pre-stack area is informed on phone to the
transporter. The CFS clerk enters the details and the gate pass is
issued.
4. At the port in gate, seal and other parameters are checked.
5. If the container is factory stuffed, the CHA/Importer/Exporter

brings the container to the CFS. After the container is ready, the
shipping agent asks the transporter to move the container to the
CY area.
6. It was observed that mostly the dealing of the transporter with

the shipping agent/CHA is on phone and by FAX.

10.3Information Exchange amongst

Transporter and Trading Partners
Shipping Agent to Transporter

No.
1 Vessel Intimation SA TP Manual
2 Advance Container List SA TP Manual F13
3 Yard Plan with respect to the SA TP Manual
containers/cargo
4 D.O. for Movement SA TP Manual
5 Export Container List SA TP Manual F14
6 Payment of the Service SA TP Manual
Transporter to the Shipping Agent

No.
1 Copy of the Challan TP SA Manual F31
2 Cargo/container Movement TP SA Manual
Information
3 Consolidated cargo/container TP SA Manual
Information
4 Bill for the Services TP SA Manual

10.4Differences in Mumbai and JNPT Port
At Mumbai port, the transporter deals with the shipping agent for
moving the container from the yard to the CFS (Port) and move the
containers from the CFS (Port) to the Pre-stack yard. In JNPT, the
transporter’s role is to move the containers to the CFS only.


Chapter 11
Bank
11.1Introduction
The bank collects the service charges on behalf of Port, Shipping

Agent, CFS, CHA etc. and credits their accounts. The stakeholders can
make the payments directly in the bank or through internet banking
facility.
Shipping agent opens an Internet operated account with the bank and
on receiving bill/challan from the stakeholder makes payment through
Internet. The Shipping Agent can make the self-assessment of dues
and can make advance payment to the Port for the services required.

Bank and Trading Partners
Bank to Shipping Agent/stake-holder

No.
1 Debit Advice to the Shipping BANK SA
Agent/stake-holder with respect to
payments made
2 Credit Advice for Refund

Shipping Agent to Bank

No.
1 Pay Order to make the payment and BANK SA
adjustment
Port to Bank

No.
1 Pay Order in case of Authorization from SA Port Bank Message
2 Confirmation of Self Assessment Charges Port Bank Manual
Bank to Port

No.
1 Credit Advice after collecting charges Bank Port Message
2 Debit Advice after adjusting refund Bank Port Manual
3 Daily summary Bank Port Message
4 Debit Advice in case of Refund Port Bank Manual

11.3Differences in Mumbai and JNPT Port
In Mumbai Port, the shipping agents hold the account with the local
bank in the Port. The shipping agent calculates the advance charges
and pays using their PD account.
The shipping agent pays the charges for the vessel, containers, CFS,
stevedoring etc. by transferring the money from his bank account to
the Port’s Account after getting the verification from the Port.
The CHA holds the PD account with the port and all the payments are
made using cheque or draft.
The port cash office consolidates the cheques / drafts and send the
consolidated batch at the end of the day, where the bank adjust the
amount to the port’s account. Right now the internet money transfer
facility is not available with the port though the bank is in the process
of allowing the shipping agents for online account transfer through
internet banking in the Mumbai Port.
In JNPT, the bank has provided facility for internet banking. A web site
has been created through which the agents can make the payment
online by using internet banking.


Chapter 12
Immigration
12.1Introduction
The role of Immigration officer is to give certificates to vessel

operators and crew members. Without proper certificate the crew
members cannot leave the vessel or land on the port. For getting a
certificate from the Immigration department, the Shipping agent files
an application giving information such as - Vessel name, Voyage
number, Vessel arriving from, Time, Date, Berth number and Sailing
destination and thereafter "Immigration certificate" is issued. For
issue of the certificate the immigration officer verifies passport s of the
crew members, and the port passes. The certificate is valid up to the
sailing of vessel. Copy of the certificate is given to Master of the Vessel
and the Port authority and Shipping agent.


Immigration and Trading Partners
Immigration to Shipping Agent

No.
1 Immigration certificate for the IMG SA Manual F16
Crew members SA Port
SA Customs
Shipping Agent to Immigration

No.
1 Application for the Immigration SA IMG Manual F16
certificate for the Crewmembers

Chapter 13
Port Health Organization
13.1Introduction
The role of Port Health Organization's officers is to give certificates to

the vessel operators and crew members. Without the proper
certificates the crew members cannot leave the Vessel or land on the
port.
For getting a certificate from the PHO, the Shipping agent submits an
application giving information such as Vessel name, Voyage number,
Vessel arriving from, Time, Date, Berth number and Sailing destination
and thereafter PHO issues a "Certificate of Health Inspection ".
The certificate is valid up to the sailing of vessel and copy of the

certificate is forwarded to Customs for granting port clearance and two
copies handed over to Boarding pilot for granting clearance by the port
authority. The Master of Ship has to produce "Maritime Declaration of
Health" certificate. The PHO issues a certificate with respect to
Medicine, Medical, Stores and Appliances, which are carried by the
Master of the Ship.
On arrival, the PHO also issues de-ratting exemption certificate to the

vessel, which is valid for six months.


PHO and Trading Partners
PHO to Port

No.
1 Certificate of Heath Inspection PHO PORT Manual
PHO to Customs

No.
1 Certificate of Heath Inspection PHO PORT Manual
PHO to Vessel Operator

No.
1 Certificate of Heath Inspection PHO Vessel Manual
2 Certificate of Inspection of Medicine, PHO Vessel Manual
Medical, Stores and Appliances.
3 Certificate of PARTIQUE. PHO Vessel Manual
4 De-ratting Exemption Certificate. PHO Vessel Manual
Shipping Agent to PHO

No.
1 Maritime declaration of Health for SA PHO Manual F15
obtaining the Certificate

Chapter 14
Suggestions/Feedback and Expectations
The stakeholders gave the following suggestions and feedback during

their interaction with the team:
1. Shipping Lines not getting check lists for IGM/ SMTP's submitted
through ICEGATE
2. Ports should maintain container location and discharge,

Container In/Out reports, Port Pendency Status, Container
History on a centralized website
3. Port should publish all its notifications on centralized web server.
4. Port should publish its tariff plan and notifications on real time
basis.
5. Information on central web site must be real time and updated

regularly.
6. Port should keep its all events like VIA Information, Vessels
Schedules – Arrival and Sailing, Equipment (container) activities,
Railway summery, Berthing schedules, Container Status and
other facilities on web on real time basis.

7. CONCOR must keep container movements, updated list of all

Containers arrival and departure details on web with running
timetable of the train with it's status at station on real time
basis.
8. JNPT and NSICT need to maintain discharging and loading of

ship details, Gate In and Gate Out details (COARRI and
CODECO) on web. CODECO must come first and then the
COARRI.
9. CFS should publish stuffing and de-stuffing information in real

time.
10. CFS should publish export cargo details for LCL cargo for stuffing
purpose
11. CFS should publish information on Auction, Unclaimed cargo and

IGM open lines information.
12. CFS should publish Gate In and Gate Out Information.
13. Customs should publish list of Out of Charged Containers
14. CONCOR must publish RAKE Plan and status of the train.
15. Reefer agencies must publish real time reports on refrigerated

cargo containers on the Web.

16. Port should give delivery on First In First Out (FIFO) basis
17. Port should provide information on status of Empty and Other

Container Movement and Gate In/Out of Containers.
18. Ports should publish Gate Open Report for Export(CUT-OFF

time).
19. Shipping lines should publish and share information with CFS,
Port and Ship Bay Plans for Imports and Exports.
20. 20% Containers are subject to scanning. It should be done

inside gate before Gate Out under Ports responsibility.
21. If any shipping line put s a restriction of a limited number of

containers for a given ship, it must be published and shared with
CFS well in time.
22. If the dock related information is made available on the web site,
it will be useful for the shipping agency and CHA for planning as
they keep on making phone calls to the port to get the
information.
23. Vessel related information should be made available on the

centralized server so the agencies like insurance can refer to the
same while insuring the cargo.

24. There should be a facility on the system to calculate the advance

charges. Mumbai port has launched a web site which facilitates
calculating the advance charges.
25. The role of each regulatory agency like PHO, Special Police, and
Immigration should be clearly defined and published on the web
site, so that the dealing can be made more transparent.
26. The application forms for PHO, Immigration should be allowed to

be submitted online from the web application.
27. Transshipment Information of the containers should be made

available for retrieval from the web site.
28. The vessel status should be made available for the benefit of
the consignee.
29. The category of the hazardous cargo and the nominated site to
unload the cargo should be provided by the port.
30. The same information should also be sent to the CONCOR so

that they can plan.
31. CONCOR should be consistent with their approach to the

hazardous cargo.
32. Rake position for both Inward and outward containers should be
made available by CONCOR.

33. Tariff rates are changed very frequently by CONCOR. The rate
should be made available on the site.
34. There is delay in issuance of Railway Receipt.
35. The procedure for issuing of the gate pass should be streamlined
for the surveyors as it is quite cumbersome right now.
36. The option of request for taking the camera inside the port for
photography should be through the web site and the permission
should also be made available on the site.
37. The report on weather condition, vessel details, berthing details,

current status of the vessels, container tracking, details of the
port facilities can be provided on the web site that will be very
helpful to the trade for advance planning of their activities.


Chapter 15
Observations of the Study Team
The study team would like to place on record its sincere thanks for all
the support and help provided by the officers from the Mumbai and JN
Ports during the study. The officers from the systems group of both
the ports helped and tried their best to support the study team. The
team would also like to sincerely thank all the stakeholders who
spared their valuable time and inputs for completing the study.
The success of any project depends on the involvement and the

participation of the stakeholders in the study process so that the
requirements can be identified and documented. The stakeholders who
are covered in this study showed great interest and extended their full
co-operation. However, in view of the busy schedule, in few cases the
degree of involvement was not up to the desired level as required for
the study of this magnitude.
The team also tried to gather detailed information by distributing a set

of questionnaires to be filled in by the stakeholders. The
questionnaires were distributed through the port officials and also
directly to the members of the community who were interviewed.
However, very few responded.

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System Study Report

Centralized Web Based

No part of this document shall be reproduced without prior permission of

Indian Ports Association National Informatics Centre

Centralized Web Based

Prepared by Port Community System Division

Reviewed by Project Manager, PCS

Version Release Change Brief Description Sections

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

11.2 Information Exchange amongst Bank and 139

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

National Informatics Centre(NIC) and Indian Ports Association(IPA)

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

1.1 Project Background

In view of this, it is imperative for the agencies involved in the

As an emerging power, India is also poised to see large volumes of

Indian Ports Association constituted a sub-committee to go into the

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

formed a Technical Committee, which submitted its report on 10th June

1.2 Project Scope

The proposed system is intended to integrate the electronic flow of

The objectives of the proposed centralized web-based Port Community

• Develop a centralized and intelligent electronic message

• Maintain a centralized database to improve track and trace

• Use the centralized database as a repository for research and

• Develop web-based application to access and support the

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

secure fashion. This would provide a single source and

To meet the above objectives, it is proposed to evaluate the available

The implementation will be done in phases first at the pilot sites -

1.3 Purpose of the Document

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

S. Title Publisher/ Version Release

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

HDFC Housing Development and Finance Corporation

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

SRS Software Requirement Specifications

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

System Study Overview

2.1 Scope of the Study

The objective was to understand the operations of these stakeholders

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

Ø Road Transport Operators

2.2 Objectives of the study

The main objectives of the systems study are to:

Ø Understand the functioning of the stakeholders

Ø Identify the information exchange among the stakeholders along

Ø Identify the current status of the ICT infrastructure and

Ø Identify shareable Information requirement with respect to the

2.3 Approach to the Study

After the identification of the stakeholders, the working groups were

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

Shipping Working Group:

Container Working Group

Cargo Working Group

Inland Transport working Group

NIC-PCS-SSR Version 2.0 Release Date:17/03/2005 Copy 1 of 4

Finance Working Group

Regulatory Working Group