TheUst-Luga Container Terminal is owned by the Global Ports group (80%) and Eurogate (20%). Global Ports group (GPI) was established in 2008 by Russian transport group N-Trans (TIHL) and APM Terminals, each with 30.75% of share capital. In April 2018 TIHL sold its 30.75% stake in Global Ports to LLC Management Company "Delo" ("Delo Group
A Terminal Operating System TOS is a vital part of a terminal and primarily aims to control the movement and storage of various types of cargo in and around a container terminal, port or inland depot. Terminal Operating Systems often utilize other technologies such as the internet, EDI processing, mobile computers/mobile devices, wireless LANs, Radio-Frequency Identification RFID and DGPS to monitor the flow of products in, out efficiently and around the terminal. Data is either batch synchronization with or a real-time wireless transmission to a central database. The database can then provide useful reports about the status of goods, its locations, as well as the CHE container handling equipment in the terminal. A TOS also enables a terminal to make better use of its assets, labor, and equipment, plan workload, and get up to the minute information which allows for more timely and cost-effective decision making. The objective of a TOS is to provide a set of computerized procedures to manage cargo, machines, and people within the facility, to enable seamless, efficient and effective management of the facility. A TOS should support a streamlined operation, from high-level vessel/berth planning down to equipment and work instruction execution. Apart from the above, a TOS should provide a terminal with the full suite of operational capabilities, including Yard management; Vessel management; Berth management; Crane allocation; Container Handling Equipment CHE management; Rail management; Gate management; Booking and Pre-Advice of containers; Truck management and enquiry; User security and access control; and Reports fixed and user configured. A TOS should also have optional interfaces to external third-party systems Financial systems, radio data terminals, REFCON Reefer Monitoring system, Electronic weighing scale, DGPS systems, etc.. There are currently not many TOS systems available within the market offering true real-time capabilities. The provision of real-time data is essential for decision making in particular within terminal operations, enabling the management to make the right decision based on the correct information. Back to Glossary IndexTheonly TOS that supports multi-terminal visibility and control, N4 is designed to scale as your operations change. Whether you operate a single terminal or many terminals across multiple geographic locations, Navis delivers unique capabilities to coordinate and optimize the planning and management of container and equipment moves in a terminal's complex business environment. N4 is the market accepted standard for Terminal Operating Systems.
This is a short introduction to key elements in a TOS implementation – a challenging project for any terminal operator. Plenty of detail has been omitted as this is just an insight into central themes. If the steps in our previous blog - How to Choose a TOS - were followed then you should be in reasonable condition to begin implementation with a good scope, supplier contract and general strategy to start. If not, then a phase of detailed scoping will be vital to make sure the project will deliver what you intend. Use Project Management methodology – A TOS implementation is a significant project in scale, cost and scope of organisational change, so a robust methodology should be used – Prince2 or similar – to keep up communications, risk management and all those important generalities which we’ll assume as standard here. Take the Lead – Once the contract is signed, it is likely the nice salesman from the TOS supplier will disappear off to his next challenge, handing you over to the implementation team. At this stage, as client, it is important to take an active leading role in delivering the project, extracting the best results from the implementation for your business. It is good practice to assign an internal project leader to own the delivery of the project, ideally someone with previous technology project experience, or hire in externally for the project lifecycle perhaps from Port Solutions This leader needs to work closely with the suppliers and internal departments, being confident to lead the delivery. Form a Team – An initial stage is to get all the functional pieces of the project delivery together and form a balanced team to cover all these key areas. Usually, selecting department managers to become Super Users is a bad idea – they have the business knowledge but lack time and sometimes technical skills to commit to the project. A TOS project needs a core team of 3 to 6 Super Users depending on size/scope of operation which will need to be flexible to leave behind some of their daily work to commit whole days to testing, training and support. This team needs to have capability in using and testing software, but also plenty of people skills to motivate the workforce during implementation, a key factor for success. A motivated and capable project team is a critical success factor, as some challenges lie ahead. Make a Plan – Usually, the first exercise starts with trying to figure out a Go-Live date to tell the Chief Exec; try to avoid this pitfall if possible! If the TOS implementation involves any software customisation, automated interface testing, or medium scale staff reorganisation, then timelines will be very difficult to predict at the outset. It is more important to be sure all the tasks are gathered together and structured into an approach that can be laid out on a plan for both client and the various suppliers to tackle their parts in a suitable order, with a motivation to achieve each part with best speed, and then a more accurate final timeline will gradually evolve as the tasks progress. Having a weekly focus and closer deadlines for each task drives better productivity rather than a far-off goal, and also allows a dynamic flexibility to change tasks as needed. Detailed planning and leadership is important to be sure no task is overlooked or time wasted, of course, but a flexible approach will deliver a better quality result in the end. Learn, Test, Evolve Process – As soon as possible, get a test version of the TOS installed and configured for your site, taking any training programmes on offer for the SuperUser team. Then, work through all the operational processes together, learning and testing the software in depth. Make sure all areas are tested thoroughly, especially critical and troublesome areas like Customs processing, all system interfaces and mobile devices. Essentially, build a test environment that mirrors what you will implement in real-life. From this exercise any gaps or bugs in the software can be discovered and resolved – it’s important to be ruthless at this stage, while the suppliers have your full attention. Slack testing now can create long-term workarounds and operational inefficiencies. This process will lead to a vision of how your operation will work and informs the construction of work process instructions, training materials and staff change programme. Embrace Business Change – A TOS project is a change to the foundation of an operation and staff, equipment and practice change is a key element. Once a vision of how the system will work in your business, it’s a great opportunity to really look at becoming more efficient, resilient and capable as an operation. Adoption of a TOS will make changes to staff roles – don’t try and hide from that as the workforce will smell change and, therefore, risk – embrace the positive aspects and use this time to make any necessary structural changes. A key reason for engaging a TOS is for customer service improvements, so be sure to communicate with customers and try to capitalise on any technical advances to lock them into the business further – perhaps with real-time EDI, automated stock reports or a web portal for booking cargo release/pre-advise. Practically, there is also some risk to service during the go-live phase, so best to keep them onboard as customer patience may be vital later on. People are Key to Success – Once a fully tested and satisfactory test environment has been established, work processes refined, then a programme to execute can begin. The work processes should be built into a training manual and role-based programme to train the key staff on system operation – teaching them how to do the old job in the new way. This training needs to be close to the Go-Live day and delivered with confidence remember staff will be nervous of change and make sure everyone is included – from finance manager to RTG driver. Much of the training effort will unfortunately be forgotten and a 100 page manual will be ignored, so be sure to get staff to sign-off their receipt of training in case of later difficulties. A great help is to create one page flowcharts of process and stick them to the office wall or machine bulkhead for staff to refer to during operations. Motivation of all layers of staff is key to a successful Go-Live and inclusive communications is important to keep up confidence and support for the project – negativity from some staff is common and a challenge to the project leader, but must be addressed continually. Time to Go-Live! – At a suitable date, with all risks understood, staff trained and systems ready the Go-Live process can begin. The test configuration of the TOS needs to be translated over to the live version and a data migration programme carried out either automated or manually to mirror a snapshot of the yard stock onsite. From here, a parallel run with the old method or system is recommended for a day or two, as a fall-back position. Often, this won’t be sustainable for long as double-working is resource hungry. The SuperUser team should be prepared for long hours working shifts to support the operations team – this is the time when staff learning and process adoption really happen and a strong hand is needed. Mop Up – After a couple of weeks a review of any tasks that failed, got left behind or need re-thinking should be gathered together into a post-Go-Live phase of works. There may have been intentionally delayed modules perhaps Billing, or Management Reporting that need delivery as a later phase. Ideally, there are only a few technical surprises, but may often be need to revisit some staff training or role-based processes to refine or reinforce the new methods; the desire to fall back to old methods or short-cuts is strong in the early months. Completion… and into the Future – Once the scope of work for the project has been delivered, there needs to be a typical project closure assessment, from which a number of future tasks or ideas might arise. Although the TOS project may be closed, the terminal operator’s relationship with the TOS will continue to evolve over many years, as new customer requirements or business changes drive further improvements. Within the business, a dedicated staff role to own the TOS and support the staff is important, often as a part of a Process Excellence’ position. There will be system upgrades, testing and deployment to deliver regularly and, as the TOS supplier improves their products, your business can benefit by being part of their improvement programme. TOS implementation varies significantly for different products and the needs of clients; this blog highlights some of the key points, but don’t underestimate the risks and effort required to successfully deliver a TOS project. Seeking professional expertise in this area can deliver valuable benefits ! Richard Willis is Director at Port Solutions Ltd, an independent consultancy firm specialising in the selection and deployment of technology and efficiency in the ports and terminals sector. Tel +44 151 4382158 info
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