Agree or disagree? ‘Innovating too quickly is counterproductive’

We want your opinion on this statement from the recent fusion meeting of the Portbase Supervisory Board and Advisory Council.

Agree or disagree? ‘Innovating too quickly is counterproductive’.

Statement:

Innovating too quickly means parties cannot adjust in time and more earning capacity is taken away from the port than is created in the short term. This needs to be taken into account in the speed of innovation so that resistance can be eliminated.

‘Absolutely disagree’, responds Ad Schoenmakers, Managing Director of Ritra Cargo Holland and member of the Portbase Advisory Council in response to the above statement. ‘You can never innovate too quickly. In my view, it always happens too slowly. Observing change and responding to it is part of operational management. If you can’t keep up as a firm, you are not agile enough. You need to be able to constantly adapt to changing circumstances and dare to jump further each time.’

Ad Schoenmakers disagrees with the statement. What do you think? 

Poll

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‘We supply information and communication’

For Ritra, innovation goes without saying. Says Schoenmakers, ‘Ritra is a true logistics service provider, an organiser of logistics. In reality, what we do is to supply information and communication, in the best and most structured way possible. Not everyone wants to start approaching it that way yet, but really we are a kind of ICT company.’ Ritra clients can already follow the progress of their goods flows through the logistic chain in various ways depending on their particular requirements, from smart Excel reports to a live web portal and a direct EDI link, it’s all possible. ‘Transparency is the best thing there is’, emphasises Schoenmakers. ‘But transparency is only possible if you have confidence in your own ability and in your relationships with third parties.’ The head of Ritra notes that fortunately an increasing number of parties in the logistic chain are prepared to share information with others. ‘When organising transport and informing our clients, we can draw on that, because the human factor remains the basis of communication.’

 

Direct System Link with Portbase

Portbase provides Ritra with a direct system link to use the service Cargo Information. ‘This allows us to check whether the advance information we have received from all over the world is actually correct shortly before the cargo arrives in Rotterdam. As a result, we can plan the delivery of goods very precisely. Moreover, the details from Cargo Information are the basis for our customs system. There is no need to add anything to the Notification Import Documentation which this generates. It all happens automatically. Partly as a result of this, our service to customers is increasingly shifting from standard administrative tasks to specialist support.’

Start of construction of Single Window link

Portbase has started working on the timely connection of the Port Community System to the government’s new Single Window. The impact of this government measure may be significant for shipping companies, shipbrokers and agents, but Portbase is negating the effects for the companies by making a link with the Single Window from the Port Community System, soon no companies will have to enter the same details twice in two different systems.

The data that you are already submitting via the Port Community System will be pushed through automatically. Companies don’t need to invest in new links themselves. For the extra information that the government needs for the Single Window, Portbase is developing the Port Community System further over the next few months. The main addition will be the service Notification Crew and Passenger Data. Portbase is developing this new service in collaboration with a workgroup from the business world. The most practical solution is therefore possible in mutual coordination.

Single Window
The Single Window is the Dutch implementation of a European Union initiative for creating a Maritime Single Window. Each Member State will be required to set up one central point for all vessel-related notifications. The Netherlands is adding Customs messages to this. The launch will take place in stages. Portbase will of course first focus on making the Port Community System ready for stage 1 in time, working in close collaboration with the various authorities concerned, including port authorities, the Directorate-General for Public Works and Water Management, Customs, the Seaport Police and the Royal Netherlands Marechaussee. Everything within Portbase is focused on being finished in time so that companies don’t need to notice anything about the new government measure.

New service improves traffic flow at container terminals

The new service Clearance NCTS Export Containers is live. Container terminals can now easily release NCTS documents for outgoing cargo (T1 and T2) electronically at Customs. Truck drivers no longer need to make a stop to hand over this document at participating terminals. The same is true for containers on trains and barges. It is sufficient for the exporter or forwarder to electronically pre-notify the NCTS document using the service Notification Export Documentation.

As a result, all parties are able to work more efficiently and traffic flow at the terminal is significantly improved. Moreover, the electronic procedure prevents mismatches between the terminal and the Customs system. Exporters and forwarders can always be sure that their document will be handled correctly.

RWG 1st participant

Clearance NCTS Export Containers is an addition to the service Notification Export Documentation which has been designed especially for container terminals. Participants also require the Customs permit Authorised Consignee. Rotterdam World Gateway (RWG) on Maasvlakte 2 is the first deep-sea terminal already using the service in practice.

Public Affairs & Communications Manager Niels Dekker: “For RWG, the service Clearance NCTS Export Containers is an important next step in achieving a Customs-free terminal. In this way, we are also establishing efficient and reliable handling for this flow.” Read more

Delineation

The electronic procedure applies specifically to NCTS documents released at Customs in Rotterdam (code RT1 and RT2). For transit NCTS cargo released at a Customs office in another EU country (code TT1 and TT2), a paper document will still be required.

More information

If you would like to know more about the service Clearance NCTS Export Containers, Nils Minor, Sales Manager at Portbase, will be pleased to help. You can reach him on T +31 (0)88 625 25 14 and E n.minor@portbase.com.

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Is the internet of things also your future?

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Column by Iwan van der Wolf (CEO Portbase).

From 2700 to 3600 participating companies in eighteen months. Use of the Port Community System is increasing rapidly. Now, 72 million electronic messages are already sent through our platform every year, but I believe this is just the beginning. Technology is changing the world, and the pace at which it is changing is only increasing. Do you realise, for example, that the very first iPhone only dates from 2007 and the very first iPad from 2010? For the majority of people, an everyday life without these (or similar) devices is now almost unthinkable.

The same will also be true of the much-discussed internet of things, which connects everything and everyone – people and devices – with each other online. What may still seem of little consequence to you now, or discussion fodder for nerds, will increasingly influence everyday life in the foreseeable future. The Dutch ports are no exception! VPRO programme “Tegenlicht” about the smart port gives a good insight into the future. If you missed the programme, in which Portbase is also discussed in detail, you should definitely still watch it.

“It is now much better to lead as Dutch ports than not be prepared for possible technological developments.”

Portbase will arrange for this to happen, in any case. In the future, we want to make the move towards greater added value. The community must be able to share dynamic data between its members much more than it is currently able to do so, such as information that you can use to monitor cargo anywhere in real time. Data that will also enable you to fundamentally plan the entire logistics chain, enabling all links to function more effectively.

The aim is obvious, but the way to achieving it has not been well defined. Portbase, along with the community, wants to take the lead in this regard, without losing sight of the basic principle. The current services we provide form a vital foundation for the everyday business of now 3600 companies. We are therefore simply continuing these services and continuing to invest in them, such as in the quality of data, for example. At the same time, we want to develop new initiatives with you and innovate further. After all, our environment doesn’t wait, and developments are continuing at a fast pace. It is now much better to lead as Dutch ports than not be prepared for possible technological developments.

This of course raises challenging discussions. Which data do you want to share, for example, and which do you not? What is the government doing? And how do company interests relate to port interests? From our neutral, facilitating role, we want to help determine the course this takes and therefore ensure together with you that the Dutch ports become the real smart ports of Europe.

Three improvements to Barge Planning

We have made three improvements to the service Barge Planning to better serve you:

Status overview now more accurate than ever
Naast In addition to the familiar green tick – status OK – and red “X” – status not OK – you can now also encounter a question mark in your status overview. Such a question mark means that we have not yet received the details for that particular status from the terminal. Previously, the status would automatically be given a green tick in such a situation. That has now been changed.

Once again: the question mark merely indicates that the terminal has not provided any details for this particular status. A question mark therefore does not necessarily mean there is a problem.

Cancelling and re-submitting a pre-notification
From now on, it is possible at a number of terminals to cancel pre-notified containers, and then re-submit the pre-notification with the same container or booking number for the same call. Should you wish to do so, this will not present any problems. An error message will no longer be issued.

This method primarily applies to the new container terminals at Maasvlakte 2. At all other terminals that use the service Barge Planning, it is necessary to first contact the terminal by phone when making a cancellation. The terminal can then manually delete the appropriate cargo information from its system. It will then be possible for you to delete the cargo in the service Barge Planning and, if desired, re-submit the pre-notification with the same container and booking number for the same call.

Changing a vessel name is easy
This option has been available for a while, although it is not well known: after registering a voyage via the service Barge Planning, it is easy to change the name of the vessel (if necessary). To do so, follow these steps:

  1. In the screen ‘Register voyage’, enter (for the previously registered voyage) the new vessel name;
  2. Then re-register the voyage. In the space provided for comments, please note ‘Name of barge has been changed’;
  3. After saving the change, click the button ‘Finally reported’. The terminal will now receive the new vessel name.

Easily modify export notifications in Notification Export Documentation

You can pre-notify your outgoing container shipment from Rotterdam directly from your computer system using our service Notification Export Documentation. If there are any changes or errors, the service also allows you to amend or delete the notifications. That way, you avoid problems when dropping off at the terminal or cancelling the documents at Customs.

Obviously, this does require that the option to amend and/or delete is built into your in-house system. If this is not yet the case, please contact your IT department or software supplier. You can find the required message specifications here.

Fallback option using the web
As an extra service, we also offer you the option of amending/deleting export notifications generated in your in-house system via the web screens of the service Notification Export Documentation. To do so, log into the Port Community System via My Portbase.

Please note: We recommend that you only use the web screens as a last resort. Changes you implement via the web do not automatically become visible in your in-house system. If you need them to be visible there, you will have to implement the change in your in-house system too. For this reason, it is far more efficient to build the amend and/or delete option into your in-house system (if you have not done so already).

Tips for optimal Road Planning usage

For the pre-notification of containers at the new terminals at Maasvlakte 2 (APM Terminals Maasvlakte II, RWG), the service Road Planning offers a number of additional options. Proper usage makes pre-notification and handling at the terminals even easier.

Easily make changes and cancellations
A pre-notification for the new container terminals at Maasvlakte 2 can be easily altered if necessary and then re-submitted in Road Planning. This applies to both the online version and the system interface. It is therefore unnecessary to create an entirely new pre-notification. In the event a visit will not be taking place, it is possible to cancel the pre-notification as well.

Proper usage of TAR codes
With each pre-notification for the new container terminals at Maasvlakte 2, you will also need to reserve a time slot. Through Road Planning the terminals will issue you a Truck Appointment Reference (TAR) for this slot. This is your reference number that will allow access to the terminal within a certain period of time. Multiple containers can be linked to a single TAR. This is done by entering the TAR you received for pre-notification of the 1st container when submitting the pre-notification for the 2nd (or 3rd, etc.) container you intend to pick up or drop off within the previously reserved time slot.

Do you have two existing pre-notifications with two different TARs (and thus two time slots) that you wish to combine in a single visit? If so, edit the TAR of one pre-notification to match the TAR of the other pre-notification. By doing so, you link the two pre-notifications to a single TAR and a single time slot.

Still prefer to use multiple TARs? In that case your driver will need to exit and re-enter the gate at the terminal for each new TAR.

Introduction of improved procedure for complaints

Every day, we aspire to serve you well and to continue to improve our services. Although we do our best, sometimes things can go wrong. This is not something we are pleased with, but it’s not something we are willing to ignore either. On the contrary: we would appreciate your feedback. Do you have a complaint concerning one of our Portbase services, our customer service in general, or about one of our employees? Please let us know. That way, we really can do things better!

Complaint form on our website
Registering a complaint through our website is simple. Under the menu heading ‘Contact’ you will find a complaint form. This form can be completed and submitted to us. You will receive our response within five workdays, even if we have not found the definitive answer or solution to your problem within that time frame.

‘Use of Portbase provides assurance about shipping’

Since the beginning of 2013, German forwarder Leschaco has been a satisfied customer of Portbase services such as the service Notification Export Documentation. The globally operating company has headquarters in Bremen and operates in all branches of logistics services. “We also use the Port of Rotterdam, of course. That applies to chemical cargoes in particular,” explains Susanne Lotz, Team Manager for EDI/ Development. “For the transportation that we do for customers in the South-west and west of Germany, Rotterdam’s easy accessibility by water is an advantage. For shipping companies, it is often the last loading port in north-west Europe too. And it goes without saying that Rotterdam is our first choice for Dutch import and export.”

Obvious benefits
In the two years plus that Leschaco has been using the service Notification Export Documentation, the benefits have become more than obvious. Suzanne Lotz explains: “It assures us that containers are always being shipped properly. It also saves us time, as we no longer need to send any documents with shipments. The status information that Portbase sends back to us also enables us to monitor the course of the transport.”

Choice of system interface
Leschaco uses the service Notification Export Documentation through a system interface. Suzanne Lotz explains: “By communicating directly with Portbase from our own ERP system, there’s no need for our staff to manually retype any data. The status information that we get back from Portbase about the cargo is visible to our staff straight away in our own ERP system, making it very easy to use. And should there be an issue, the Portbase Service Desk will always be at our side quickly and in an expert manner.”

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Towards a flexible, smart port

“Everyone in de logistics chain must be able to get an answer to their questions at any time. Where is my cargo? Are my declarations in order? Where can I find transport capacity? Who can I cooperate with? And so on… With this ambition, we have drawn up the 2015 – 2019 Business Plan and entitled it ‘Together with the community innovate towards integral planning’,” says Manager Strategy & Innovation, Marten van der Velde. “Our ambition for the coming years is to link together as many parties and as much information as possible and to intelligently integrate data.” The new business plan has been approved by the Supervisory Board and the shareholders, the Port of Rotterdam Authority and the Port of Amsterdam. Portbase will now contact the sector organisations and the customers to present the plan.

Towards a flexible, smart port
“In the past years, of course a good foundation has been laid for the further expansion of the Portbase service,” Van der Velde continues. “The services within the Port Community System and the community involved form a solid foundation for port-wide information exchange. Moreover, the infrastructure of our new, open platform enables links to be easily made to external parties.” Far more than is currently the case, in the coming period, Portbase wants to facilitate the exchange of dynamic real-time data, linked to planning and notifications. Van der Velde sees it as a clear trend. “Think about yourself as a consumer. Knowing that your package will be delivered tomorrow is no longer enough. You would prefer to know when it will be delivered to the nearest half hour. The future is a flexible, smart port. Current projects in the port, including Nextlogic and Pronto, are already anticipating the fact. To achieve this, you must have a complete picture of the chain and know what is happening now, at this particular moment.”

“The future is a flexible, smart port. Current projects in the port, including Nextlogic and Pronto, are already anticipating the fact”

Challenge parties
Considering the 2015 – 2019 Business Plan, Van der Velde makes some important remarks. “With everything we are going to do, aspects including agreements about data security and what information is available to which people are of crucial importance. The same applies to the neutral position we take. Portbase is a facilitator. We certainly do not want to develop everything ourselves. Other parties can do this just as well, of course linked to the Port Community System. What we will do in the coming years is to challenge the parties involved. Come up with those innovations, participate. Together we are on the way to our final goal.”