IPA PCS Software Requirements Specification V3

SYSTEM REQUIREMENTS SPECIFICATION
FOR
PORT COMMUNITY SYSTEM (PCS)
Release No 3.0 – June, 2007
Confidentiality & Copyright
This Manual contains CrimsonLogic proprietary material. While CrimsonLogic customers are given reasonable
opportunity to view the Manual for the purpose of exemplifying CrimsonLogic’s commitment to quality, any
form of reproduction, transmission or use of this Manual or its contents is not permitted without prior written
approval from CrimsonLogic. All rights are reserved.
CrimsonLogic Pte Ltd

31 Science Park Road, The Crimson, Singapore 117611, Main: (65) 6887 7888, Fax: (65) 6778 5277,
www.crimsonlogic.com.sg
System Requirements Specification for PCS Release 3.0 - June 2007
PREPARED BY
ROLE NAME SIGNATURE DATE
(DD.MM.YYYY)
Project Leads GOURAV ARORA, 09.02.2007
PANG TECK CHUN,
ASHOK KUMAR,
VENKATESAM,
RAMESH KUMAR
Project Manager SURESH KUMAR KANTHOLY 09.02.2007
REVIEWED BY
ROLE NAME SIGNATURE DATE
(DD.MM.YYYY)
Project Manager SURESH KUMAR KANTHOLY 10.02.2007
APPROVALS BY
DESIGNATION NAME SIGNATURE DATE
(DD.MM.YYYY)
PROJECT MANAGER SURESH KUMAR KANTHOLY 13.02.2007
BUSINESS MANAGER NAVNEET CHAUHAN 13.02.2007
PROJECT DIRECTOR THIAGU ETTI GOUNDAN 13.02.2007
IPA PROJECT MANAGER RAJEEV PURI
DISTRIBUTION LIST (Applicable only if hardcopies are distributed)

DOCUMENT CONTROL VERSION NUMBER RECIPIENT NAME DATE
NUMBER (DD.MM.YYYY)
1 1.0 RAJEEV PURI 08.12.2006
2 2.0
3 2.2
4 2.3
RELEASE HISTORY
RELEASE NUMBER ASSOCIATED DATE (MM,YYYY) BRIEF SUMMARY OF CHANGES
CHANGE
REQUEST NUMBER
1.0 NA December, 2006 First release to IPA
2.0 NA January, 2007 Incorporated the
recommendations after the IPA
review.
2.2 NA February, 2007 Amended after second round of
review by Ports, IPA and TWG
2.3 NA March, 2007 Amended after third round of
review by Ports, IPA, NIC and TWG
3.0 NA June, 2007 Base line
CrimsonLogic Pte Ltd Copyright - Private Page 2 of 291


CONTENTS
1. INTRODUCTION ....................................................................................................................6
1.1 ABOUT THE PROJECT ..................................................................................................................6
1.2 PURPOSE AND SCOPE OF THIS DOCUMENT....................................................................................6
1.3 REFERENCES ..............................................................................................................................6
1.4 DEFINITIONS AND ABBREVIATIONS ................................................................................................7
2. REQUIREMENTS STUDY........................................................................................................11
2.1 SCOPE OF THE STUDY ................................................................................................................11
2.2 OBJECTIVE OF THE STUDY ..........................................................................................................11
2.3 APPROACH TO THE REQUIREMENT STUDY .....................................................................................11
2.3.1 meeting with stakeholders ......................................................................................12
2.3.2 Points of discussion ...................................................................................................12
2.3.3 Collection of Sample Documents .........................................................................12
2.4 PERIOD OF STUDY AND PORTS VISITED ........................................................................................13
2.5 EXISTING SYSTEM ......................................................................................................................14
2.5.1 Overview of Existing System ....................................................................................14
2.5.2 Business Documents Exchanged ...........................................................................15
2.5.3 Information Flow Diagram.......................................................................................16
2.5.4 Differences in Business Processes between Ports ................................................26
2.5.5 Problems and Shortcomings with Current System(s)...........................................34
2.5.6 General Problems or Issues .....................................................................................34
2.5.7 Specific Problems/Issues with Some Port ..............................................................36
2.5.8 Suggestions From Stakeholders ..............................................................................37
3. PROPOSED BUSINESS SOLUTION........................................................................................40
3.1 PORT COMMUNITY SYSTEM (PCS).............................................................................................40
3.2 PRODUCT OVERVIEW ...............................................................................................................41
3.3 PCS ARCHITECTURE.................................................................................................................41
3.4 USER CHARACTERISTICS............................................................................................................42
3.4.1 User Groups................................................................................................................42
3.4.2 User Roles ...................................................................................................................45
3.4.3 User Roles and Responsibilities................................................................................47
3.5 OPERATIONAL CONCEPT AND SCENARIOS ................................................................................55
3.5.1 Import Workflow ........................................................................................................55
3.5.2 Export Workflow.........................................................................................................60
3.5.3 User Interaction with PCS ........................................................................................64
3.5.4 List of Messages or Documents ..............................................................................67
3.6 ISSUES ADDRESSED IN PCS ........................................................................................................76
4. INTERFACES REQUIREMENTS ..............................................................................................85
4.1 SYSTEM INTERFACES ..................................................................................................................85
4.1.1 FTP (File Transfer Protocol) .......................................................................................85
4.1.2 MHX (Message Hub Access)...................................................................................85
4.1.3 Web Upload ..............................................................................................................85
4.1.4 Other clients ..............................................................................................................85
4.2 USER INTERFACES .....................................................................................................................86
5. SPECIFIC REQUIREMENTS ...................................................................................................87
5.1 INTELLIGENT MESSAGE SYSTEM...................................................................................................87

5.1.1 PCS Message Hub ....................................................................................................87

5.1.2 Modes of Message Exchange................................................................................87
5.1.3 Components of Message Exchange ....................................................................89
5.1.4 Message Exchange Use Cases ..............................................................................92
5.2 CENTRALIZED DATABASE AND DOCUMENT REPOSITORY ..............................................................93
5.2.1 Central Database ....................................................................................................93
5.2.2 Central Document Repository................................................................................94
5.2.3 MIS Reports ................................................................................................................95
5.3 WEB SERVICES .........................................................................................................................96
5.3.1 Web Services Use Cases ..........................................................................................96
5.3.2 Web Services Provided ............................................................................................97
5.4 PORTAL SERVICES ....................................................................................................................98
5.4.1 Portal Services Provided ..........................................................................................99
5.5 PAYMENT SERVICES ................................................................................................................100
5.5.1 Payment Service Workflow .................................................................................. 103
5.6 ADMINISTRATION SERVICES .....................................................................................................105
5.6.1 Components Administration................................................................................ 105
5.6.2 Company and User Account Administration.................................................... 107
5.7 REGISTRATION AND AUTHORIZATION SERVICES..........................................................................109
5.7.1 User Registration Use Cases ................................................................................. 111
5.8 SINGLE WINDOW WEB APPLICATION .......................................................................................112
5.8.1 Import Process........................................................................................................ 113
5.8.2 Export Process ........................................................................................................ 133
5.8.3 Functions for Stakeholders ................................................................................... 150
6. OTHER NONFUNCTIONAL REQUIREMENTS ......................................................................156
6.1 SECURITY REQUIREMENTS ........................................................................................................156
6.2 APPLICATION MANUALS REQUIREMENTS ....................................................................................157
6.3 PERFORMANCE REQUIREMENTS ...............................................................................................158
6.4 END USER TRAINING REQUIREMENTS..........................................................................................158
6.5 INFRASTRUCTURE REQUIREMENTS ..............................................................................................159
7. ANNEXURE........................................................................................................................161
7.1 ANNEXURE I – POINTS OF DISCUSSION .....................................................................................161
7.2 ANNEXURE II – USE CASE DESCRIPTIONS ..................................................................................166
7.2.1 Message Exchange Use Cases descriptions ..................................................... 166
7.2.2 Web Service Use Cases descriptions .................................................................. 172
7.2.3 Payment Services Use Cases descriptions......................................................... 181
7.2.4 Registration Service Use Cases descriptions ..................................................... 187
7.2.5 Import & Export Use Cases descriptions............................................................. 191
7.3 ANNEXURE III - REQUIREMENT COMPLIANCE WITH TENDER .........................................................273

1. INTRODUCTION
1.1 ABOUT THE PROJECT
Centralized Port Community System (PCS) is an initiative by Indian Ports Association (IPA)
intended to provide a single window system for the Port communities in India to securely
exchange the documents and information electronically with their stakeholders involved
in the maritime transport and logistics chain including the trading partners and
government agencies. It also expected to provide global visibility and access to the
central database to all its stakeholders through internet based interfaces.
1.2 PURPOSE AND SCOPE OF THIS DOCUMENT
This document specifies the requirements for the Port Community System (PCS) for Indian
Ports in detail.
The scope of this document includes the description of the current and proposed
system, the functional and interface requirements and the other nonfunctional
requirements like security, performance, infrastructure and training requirements.
The target audience for this document is project team members, technical working
group, end users, steering committee and IPA or any other government officials involved
in the project.
1.3 REFERENCES
The following documents have been referred during the preparation of SRS:
• RFP No. IPA/ EDP/EDI/WBPCS/2005 for Centralized web-based Port Community

System dated December 2005
• CrimsonLogic Proposal for IPA/ EDP/EDI/WBPCS/2005 dated March 6, 2006
• Work Order No IPA/EDP/EDI/WBPCS/2005/WO dated 12th Oct 2006
• PCS System Study Report by NIC NIC-PCS-SSR Version 2.0 dated 17/03/2005
• Port Customs message format Version 1.6
• PCS Message Format Version 1.1 (PCS_MessageFormat_Ver1.1)

1.4 DEFINITIONS AND ABBREVIATIONS
Abbreviation Description
API Application Programming Interface

BAPLIE Bay Plan – UN EDIFACT Standard Message
BBN Blue Boat Note
BE Bill of Entry
BERMAN Berth Management Message - UNEDIFACT Standard Message
BG Bank Guarantee
BL Bill of Lading
BOM Bill Of Material
CA Container Agent
CE Central Excise
CT Container Terminal
CALINF Vessel Intimation – UNEDIFACT Standard Message
CFS Container Freight Station
CHA Custom House Agent
CL CrimsonLogic Pte Ltd
CLP Container Loading Plan
Container Loading/Discharge Report - UNEDIFACT Standard
COARRI Message
CODECO Container Gate-in Gate-Out – UNEDIFACT Standard Message
COEDOR Equipment Stock Report – UNEDIFACT Standard Message
COHAOR Container Special Handling Order – UNEDIFACT Standard Message
CONCOR Container Corporation
COPARN Container Announcement – UNEDIFACT Standard Message
COPINO Container Pre –notification – UNEDIFACT Standard Message
COPRAR Container Loading Order – UNEDIFACT Standard Message
COREOR Container Release Order – UNEDIFACT Standard Message
COSTOR Stuffing or stripping Order – UNEDIFACT Standard Message
COSTCO Stuffing or stripping Report – UNEDIFACT Standard Message
CR Change Request
CREADV Credit Advice – UNEDIFACT Standard Message
CSLA Container Shipping Line Association
CSV Comma Separated Value file
CWG Container Working Group
DC Data Centre
DEBADV Debit Advice – UNEDIFACT Standard Message
DO Delivery Order
DR Disaster Recovery
EAI Enterprise Application Integration

ebMS EbXML Message Service

EC Electronic Commerce
EDI Electronic Data Interchange
EGM Export General Manifest
EIR Equipment Interchange Report
EO Entry Outward
ETA Expected Time of Arrival
FCL Full Container Load
FOB Free On Board
FTP File Transfer Protocol
GBN Green Boat Note
GCC General Conditions of Contract
GUI Graphical User Interface
HTML Hyper Text Mark Up Language
HTTP Hyper Text Transfer Protocol
HTTPS Secure HTTP
ICD Inland Container Depot
ICEGATE Indian Customs and Excise Gateway
ICT Information and Communication Technologies
IFTDGN Dangerous Goods – UNEDIFACT Standard Message
IGM Import General Manifest
INVOIC Invoice – UNEDIFACT Standard Message
IPA Indian Ports Association
ISO International Organization for Standardization
IST Indian Standard Time
Java Popular Computer Language
JDBC Java Database Connectivity
JNPT Jawaharlal Nehru Port Trust
LAN Local Area Network
LCL Less Container Load
LEO Let Export Order
MBPT Mumbai Port Trust
MIME Multipurpose Internet Mail Extensions
MLO Main Line Operators
MMD Mercantile Marine Department.
NIC National Informatics Centre
NSICT Nhava Sheva International Container Terminal
OAT Operational Acceptance Test
ODBC Open Database Connectivity
OS Operating System
PAN Permanent Account Number (given by Income Tax Dept.)
PAYORD Pay Order – UNEDIFACT Standard Message

PAXLST Passenger and Crew list Message – UNEDIFACT Standard Message

PQO Plant Quarantine Organization

PC Port Clearance
PCS Port Community System
PD Personal Deposit
PD Project Director
PHO Port Health Organization
PL Project Leader
PM Project Manager
PMP Project Management Plan
PO Preventive Officer
QA Quality Assurance
RDBMS Relational Database Management System
RR Rail Receipt
RWG Regulatory Working Group
SA Shipping Agents
SB Shipping Bill
SC Steering Committee
SCL Software Configuration Lead
SEI CMM Software Engineering Institute – Capability Maturity Model
SL Shipping Lines
SLA Service Level Agreement
SMS Short Message Service
SMTP Sub Manifest Transshipment Permit
SMTP Simple Mail Transfer Protocol
SQA Software Quality Auditor
SRS Software Requirement Specifications
TCS Trade Community System
TEU Twenty Equivalent Unit
TFO Tank Farm Operator
TP Transshipment Permit
TR Technical Requirements
TWG Technical Working Group
UI User Interface
United Nations Electronic Data Interchange For Administration,
UNEDIFACT Commerce and Trade
VAN Value Added Network
VCN Vessel Call Number
VESDEP Vessel Departure - UNEDIFACT Standard Message
VIA Vessel Identification Advice
VPN Virtual Private Network
WML Wireless Markup Language
XML Extensible Markup Language

2. REQUIREMENTS STUDY
2.1 SCOPE OF THE STUDY
National Informatics Center (NIC) of India had already done the preliminary study in 2004
and outlined the functionality and requirements of Port Community System (PCS). The
requirements study conducted by CrimsonLogic, as part of this project, was a
supplementary study to firm up and fine tune the requirements and prepare a detailed
specification for designing and developing the PCS.
2.2 OBJECTIVE OF THE STUDY
The main objectives of the requirement study were:
• Understand the business processes of the stakeholders and to see any changes
to the process or information flow given in the study report by NIC.
• Identify the document/information exchange requirements between the

stakeholders
• Find out the current IT infrastructure capabilities of port and other stakeholders
and the extent of system automation accomplished so for.
• Identify the problems and shortcomings of the current system.
2.3 APPROACH TO THE REQUIREMENT STUDY
The Requirements Study Team worked with the Technical Working Group (TWG) in the
major Ports with the help of IPA to identify the coordinators in each port. The
coordinators arranged and coordinated the meetings and discussions with various
stakeholders connected to that Port.
The System Study Report on PCS by NIC based on the study they had done in 2004, was
taken as the base document and references are made to that report.
The main activities involved as part of the study are:
• Face-to-face meeting with the stakeholders to understand the business process

pertaining to PCS and validate the information flow against the flow in the study
report to see any major deviations.
• Classify/categorize the document and the information exchanged between

other stakeholders part of the business cycle
• Collect samples of documents involved business transactions regards to PCS

• Find out the current IT infrastructure capabilities and the extent of system
automation accomplished so for.
2.3.1 MEETING WITH STAKEHOLDERS
The team met representatives of the following stakeholder identified by the port
coordinator for all the major ports in India:
Port Authority
Shipping Line/Agent
Terminal Operator
Importer/Exporter/Custom House Agent
Stevedores
Container Freight Station Operator
Rail Transport Operator (CONCOR)
Surveyor
Transporter
Bank
Customs
PHO
Immigration
2.3.2 POINTS OF DISCUSSION
Refer Annexure -I for the key points discussed with stakeholders during the requirements
collection.
2.3.3 COLLECTION OF SAMPLE DOCUMENTS
The following are some of the document samples collected from each stakeholder:
• Paper or EDI documents (application forms, requests, memos, intimations etc) the
stakeholder exchange with other business partners in the maritime transport or
logistics chain.
• Permits, Licenses, notices, tickets etc issued by government/controlling agencies.
• Supporting documents submitted along with any of the documents mentioned

above.
• Reports, lists, bills etc prepared or received by the stake holder that help in the
decision making or information exchange
• The manual or electronic registers kept by the stakeholder, related to port related
operations.
• Formal notifications (letter, fax, email, SMS etc) issued to or received from any
other stakeholder

• Any other document found useful during the study
2.4 PERIOD OF STUDY AND PORTS VISITED
The study was conducted in the all the major ports from 1st November 2006 till 2nd
December 2006. The list of ports and the period of the study is given in the table below:
Port Days From To Study Team Size

Mumbai 5 01/11/06 06/11/06 5
JNPT 4 07/11/06 10/11/06 4
Goa 2 13/11/06 14/11/06 2
Kandla 2 16/11/06 17/11/06 2
Haldia 1 23/11/06 23/11/06 2
3 15/02/07 17/02/07 2
Kolkatta 2 24/11/06 25/11/06 2
Cochin 2 20/11/06 21/11/06 2
Mangalore 2 23/11/06 24/11/06 2
Chennai/Ennore 2 27/11/06 28/11/06 2
Vishakhapatnam 2 27/11/06 28/11/06 2
Tuticorin 2 30/11/06 01/12/06 2
Paradip 2 30/11/06 01/12/06 2

2.5 EXISTING SYSTEM
2.5.1 OVERVIEW OF EXISTING SYSTEM
All the major ports in India handle bulk break bulk, containerized and liquid cargo. The
port operations in various ports are not same, though similar, due to the different kind of
cargo they handle, different players manage the cargo related activities and different
pace and levels of automation of operations. In some of the ports like Mumbai, Kolkata
the stevedoring activities and CFS operations are handled by the port itself while in
others, they are privatized. In JN Port the stevedoring activities are partly handled by port
i.e. loading, discharge and transportation of containers inside the port area is handled
by port and lashing is handled by SA, whereas CFS operations are privatized.
At Mumbai Port lashing / unlashing is carried by SA and transportation of containers from

Port to CFS and vice versa (Except Import Hazardous (B Catetgory) and Import Reefer
containers) is done by transporters appointed by SA.
Many of the major Ports use Terminal Operating systems like Navis, IPOS and CETOS for
managing their terminal operations. They exchange EDI messages with Customs. Some
of them even exchange few electronic messages with some of the big Shipping Agents
and more advanced private Terminal operators.
Though there exist different IT systems deployed by Ports and other different Port
Community players but these IT systems only provide limited interfaces to others. The
community at large has no single point of information consolidation and retrieval.
Shipping goods from one port to another port in India makes it even more difficult for the
stakeholders since they will have to liaise with multiple systems to do transactions over
different ports.
In general, documentation and processing is still manual for most of the stakeholders in
the ports community, except few international players. Therefore, exchanging data or
information, getting status updates from trading partners or business transaction with
other members of the community take place manually resulting in re-entry of data into
their internal systems and the increase in the dwell time for the vessels visiting the ports.
The interaction between port community players in the current system is depicted in the
diagram below:

2.5.2 BUSINESS DOCUMENTS EXCHANGED
Refer the Study Report from NIC for the list of Business Documents exchanged between
the stakeholders in the current system.

2.5.3 INFORMATION FLOW DIAGRAM
The consolidated information flow diagrams are given below for both import and export
process cycles:
1. Import Cycle
Start
No
Call Sign ?
Vessel Profile (SA-Port)

Yes
Voyage Registration (SA-Port) Voyage

Registration
Allotment of VCN (Port-SA)
Self Assessment of Charges (SA-Port)
Payment in the Bank/Port and Endorsement

(Bank-Port)
IGM filing (SA-Customs-Port)

- Vessel Profile
- Cargo/container details
Allocation of IGM No. (Custom-SA,Port)
Regulatory
Clearance Request for IGM
Cancellation/ Amendment (SA- Amendment
Customs-Port)
Final IGMParticulars (SA-Customs)

Cancel
Request for Entry Inward (SA-Customs)
Cancel IGM (Customs-SA,Port)
End

• Berthing/PilotApplication (SA-Port)
- Dimensions of Vessel
- Cargo Details
• HazardousCargo Declaration (SA-Port)
• Instructionsforhandling HazardousCargo
(SA-Port)
• Resource Request(SA-Port)
• Stowage Plan (SA-Port)
Berthing
• PHO Certificate (SA-PHO)
• Plantquarantine Certificate Request
• MMD Certificate
• Immigration Certificate (SA-Immigration)
• Allotment ofBerth (Port-SA)

• Allotmentof Resources(Port-SA)
Break Bulk, Dry Bulk/Liquid

Break bulk/Container Liquid / Dry Bulk
or Container ?
OTR / COARRI / Tally Report for Cargo/

ContainerUnloaded Vessel/TanksSurveyReport
(Port-SA, Customs) / (Surveyor-SA)
(Port-SA,Customs) / (Surveyor-SA)
Yes Cargo Excess Landed ?

Cargo/Container
Discharge
ExcessLanded Cargo (Port-Customs)
No
File Supplement IGM (SA-Customs-Port
y Intimation of Cargo Arrival (SA-CHA)

y Intimation ofCargo Location (Port-SA,
Customs) / (SA-CHA)

Containerized Cargo ?
Y es
Container Shifting to CFS ? No
Y es
Request for moving the Containerto CFS

(SA/Transporter-Port,Customs)
Permission for Moving the Container to CFS

( Customs - Port,SA/Transporter) (Port / CFS - SA)
• Advance ContainerList(SA-Transporter)
• Instructions to move Container to CFS
(SA-Transporter)
Container
Shifting
Gate Pass for Moving Container to CFS
(Port-SA,Transporter)
Gate- In Permission at the CFS

(Port / CFS / CT-SA,Transporter)
No
FCL and Deliveryin Container? Yes
No ( FCL / LCL De-stuffing )
y FCL:
y Requestfor de-stuffing containers
(SA/CHA-CFS/Port)
y LCL:
y Request for resources in CFS (SA-CFS)
y Intimation ofDe-stuffing (SA-Surveyor)
y Container Load Plan (SA-CFS/Port,Surveyor)
y IGM / Advance List (Customs / SA - Port)
Destuffingof
Allocation ofresourcesfor de-stuffing
Containers (CFS / Port -SA)
Container De-Stuffing Report (CFS / Port-SA) /

(Surveyor-SA)
Tally Sheet (CFS / Port-SA,Customs)

Transit
Cargo/Container Delivery ?
Direct
DeliveryOrder Movement Barge

(SA-CHA - Port) by Road / Rail /
Customs Clearance
D
Barge ?
Obtain
Bill of Entry filing Road & Rail

(CHA-Customs - Port)
SMTP Request
(SA-Customs)
OutofCharge
(Customs-CHA-Port)
SMTP Permit
(Customs-SA,Port)
Barge Road
Road / Rail /
D
Barge ?
Railor
Road?
Road & Rail
Rail
Cargo Cargo or Container

AssessmentofWharfage,
demurrage, octroi& stamp duty Container? Gate Pass
charges (Port-CHA) (Port-SA)
Release
Cargo
IndentforWagon IndentforWagon
(Port-Railways) (Port-CONCOR)
Paymentthrough Bank
/PD Account
(CHA-Port)
RailwayReceipt
(Port-RT) (RT - SA/CHA)
Gate Pass
(Port-CHA) (Port-Customs)
Railway-OutReport(Port-SA/RT)
End

Removal Removal / Delivery

Delivery ?
Request for Ingress Permission Request for Ingress Permission

(SA- Port) (CHA- Port)
y Assessment of Barge related charges y Assessment of Barge related charges

y Payment of barge related Ad-hoc charges y Payment of barge related Ad-hoc charges
y Verfication of certificates by Port y Verfication of certificates by Port
Issue Ingress Permission Issue Ingress Permission

( Port - SA) ( Port - CHA)
Loading of cargo onto Barge Loading of cargo onto Barge
Appraise and Issue Green Boat Note (GBN) Appraise and Issue Green Boat Note (GBN)
(Customs - SA - Port) (Customs - CHA - Port)
Request for Egress Permission Request for Egress Permission

( SA- Port ) ( CHA- Port )
Adjustment of Barge related charges Adjustment of Barge related charges
Issuer Egress Permission Issuer Egress Permission

( Port - SA ) ( Port - CHA )
End

2. Export Cycle
Start
Call sign ?
No VesselProfile
(SA-Port)
Yes
Voyage Registration (SA-Port)
Voyage
Registration
Allotment of VCN (Port-SA)
Self Assessment of Charges (SA-Port)
Payment in the Bank and Endorsement

(Bank-Port)
Request forRotation No.(SA-Customs)
Allocation ofRotation No.

(Custom-SA,Port)
Regulatory
Clearance Request for
Rotation No. cancellation/ Amendment Amendment
(SA-Customs)
Amended Rotation No. (Customs-SA, Port)

Cancel
Cancel Rotation No. (Customs-SA,Port)
End

Break/Dry Bulk
Break/Dry Bulk Container
Cargo or Container ?
Requestfor Space Allocation &Carting Intimation for Moving Empty Containers

(SA/CHA-Port/CFS) to CFS(SA-Transporter)
Space allocation &Permission for Carting Gate IN Permission for Empty Container
(Port/CFS - SA/CHA) (CFS - Transporter, SA)
Intimation ofthe location &Vessel Gate IN Pass for Cargo

(SA - CHA) (CFS-CHA,Transporter)
Carting
Cargo
Filing Shipping Bill (CHA-Customs, Port)
Note: Witout filing SB also, Cargo can be
moved
Cargo Cargo or Container ? Container
PortStuffed
ICDContainers Factorystuffed container
• Gate In Permission (Port-CHA)
• Entry of goods in Port Customs Examination & LEO
Train Summary Preparation of Invoice & (Customs-CHA,Port)
(Port-CHA,Customs) (CHA - SA) (CONCOR - Port ) Certification by CE
(Shipper-C.E-
• Requestfor MovementfromPre-Shipment Customs,Port) RequestforStuffing Containers
to Dock (CHA-Port) (SA-CFS / Port)
• Shed to shed Movement Order (Port-CHA) Train Arrival
( Railways - Port )
ReceiptofContainer at
Allocation ofResources
Port / CFS ( Port -
(CFS / Port -SA)
Shipper / CHA / SA /
Customs)
Off-loading ofcontainer
Customs Examination & LEO
fromwagon
(Customs-CHA,Port)
Container
( Port - SA ) ContainerLoad Plan
Stuffing
(CFS/ Port/ Stevedore-SA,Surveyor)
Generation ofShipping
Bill (CHA / Shipper -
Customs, Port)
Stuffing Report (CFS / Port-SA) /
(Surveyor-SA)
LEO
( Customs - CHA /
Shipper,Port) Requestformoving the Container to Port
(SA/CHA-Port/CFS)
Permission for Moving the Container to Port

(Port/CFS-SA/CHA)
Container
• Advance Container List

Shifting
(SA/CHA-Transporter/Port)
• Instructionsto move Container to Port
(SA/CHA- Transporter)
Gate Pass for Moving Container out of

No CFS(Port-SA,Transporter)
Gate- In Permission at the Port

(Port-SA,Transporter)
Gate-In Permission atthe Port

(Port- SA,Transporter)

• Berthing/PilotApplication (SA-Port)
- Dimensions of Vessel
- Cargo Details
• HazardousCargo Declaration (SA-Port)
• Instructionsfor handling HazardousCargo
(SA-Port)
• Resource Request(SA-Port)
• Stowage Plan (SA-Port)
• PHO Certificate (SA-PHO)

• Plantquarantine Certificate
• MMD Certificate
• Immigration Certificate (SA-Immigration) Berthing
Request
• Allotment ofBerth (Port-SA)

• Allotmentof Resources(Port-SA)
Request for Entry Outward (SA-Cutoms)
Entry Outward Permission (Cutoms-SA,Port)
Break Bulk Cargo/Container

or Bulk/liquid Cargo ?
Break Bulk Cargo/Container Bulk/Liquid Cargo
TallyReportforContainers/Cargo Loaded Vessel/TanksSurveyReport

(Port-SA, Customers) / (Surveyor-SA) (Port-SA, Customs) / (Surveyor-SA)
Mate Receipt (VesselMaster-Port)

NOTE: Some of the Ports don't take Mate
Receipt
Port
• Application for PortClearance (SA-Customs)
Clearance • Intimation ofCargo Loaded (SA-CHA)
P
Port Clearance Permission(NOC) (Port - SA,
Customs)
PortClearance Permission (Customs-SA-Port)
AssessmentofWharfage,demurrage charges
(Port-CHA)
Payment through Bank/PD Account (CHA-Port)
EGM Filing (SA-Customs)
• VesselSailing Report(Port-Customs)
• Stowage Plan
(Port / Stevedore-SA) (Surveyor-SA)

Short Shipment ?
Yes
Amendment of Shipping Bill (CHA-

Customs)
Shut Out Permission (Customs-Port-CHA)
Back to Town ? No
Filing of Shipping Bill

Yes (CHA-Customs)
Request for Back to Town (CHA-Customs)
No
Permission for Back to Town
(Customs-CHA,Port)
Assessment of Wharfage, demurrage

charges (Port-CHA)
Payment through Bank/PD Account

(CHA-Port)
Gate Pass for Taking the Consignment Out

(Port-CHA)
End

Rendering of Invoice for Port charges

(Port-SA)
Advance Payments?
Shortfall Refund
Pay Order (Port-Bank) /(SA-Bank) Pay Order (Port-Bank) /(SA-Bank)
Payment
Credit Advice (Bank-Port) Credit Advice (Bank-SA)
Debit Advice (Bank-SA) Debit Advice (Bank-Port)
Daily Summary (Bank-Port)
End

2.5.4 DIFFERENCES IN BUSINESS PROCESSES BETWEEN PORTS
The major differences in the business processes between the Ports compiled after the
requirements study is given in the tabular form below:
Business Processes Difference Between the Ports
Voyage Registration 9 Different VCN (Vessel Call Numbers) are allotted for the
same Vessel, one for the Import and one for the Export in
Marmugao port.
9 Only one VCN is allocated for a Vessel visiting the Port for
both import and export in all other ports.
9 If the Shipping Agent is replaced for a vessel, voyage

registration will be cancelled. New Agent will apply for
the voyage registration and new VCN is issued.
9 If the Shipping Agent is different for Import and Export,

two voyage registrations are done in Chennai.
9 In Chennai port, Vessel serial number (VSN) is generated

by the system during the voyage registration.
9 In Chennai Port there were instances of vessel coming

with a call sign and vessel name and sailing with a
change of call sign and/or vessel name. The Port
Clearance Certificate should be issued with the changed
call sign and/or vessel name. There are also cases of an
Agent in charge of Import / Incoming of vessel and
another Agent in charge of Export / sailing of the vessel.
9 There are instances in Chennai Port that Vessel

Registration is being done by MLO but billing should be
done on another Steamer Agent and vice versa.
9 In JNPT, only after payments the VIA Number (VCN) is

allocated
9 The anchorage is 120 kms away from the port in Haldia.

So Shipping Agent must submit the Voyage details well in
advance.
9 In Tuticorin Port, if the Shipping Agent is changed for a

vessel, agent conversion is done for changing the
Shipping Agent and hence voyage registration will not be
cancelled.

Filing of IGM 9 In Kolkata, Single IGM is filed where destination (Like

Nepal, Bhutan, India etc) is mentioned against each line
no.
9 Shipping Agent files IGM in EDI format to the Mangalore

port
9 Shipping Agent submits IGM hard copies to other ports
9 As the Steamer/ Shipping Agent is not required to file an

IGM for coastal vessels/cargo with customs, Cochin Port is
getting the same by floppy from the SA.
9 In JNPT, Chennai ports IGM message is received from

Customs
9 In NMPT, IGM for coastal vessels are received from

Customs through EDI
Advance Charges
9 Bill of Lading is used for calculating the advance charges
in Vizag port.
Berthing Application 9 Berthing application is not there in Mangalore port.
9 No Operation Group or Berthing Meeting is conducted in

Ennore Port.
Customs EDI messages 9 Paradip port is not having any EDI Message exchange
with customs.
9 The Customs send the EDI message to KoPT MES which is

located at Kolkata Head Office. The messages are
redirected to HDC and that related to OCTS application
are captured at KDS.
9 Shipping Agent files the IGM details in hardcopy at

Customs service centre to register IGM with customs in EDI
format.
Terminal Operations 9 JNPT, Vizag, Kandla, Chennai, Cochin and Tuticorin are
having private container terminals.
9 Customs EDI message exchange with Container Terminal

System is in place in JNPT, Chennai, Tuticorin and Cochin.
9 Advance container list and job order are proprietary

message in IGTPL (Cochin) &in JNPT CT, GTI & NSICT
9 In Cochin, the container terminal acting as a stevedores.

CFS Operations 9 In Mumbai, and Cochin, CFS operations are handled by

Port.
9 In Kolkata, CFS operations are carried out by Port as well

as other external CFS operators such as CWC, Balmar
Lawries etc.
9
9 No CFS in GOA and Paradip port.
9 In all other ports, CFS activities are handled by private

parties.
9 IN Mumbai, port CFS prepares various hard copy reports.
Stevedoring 9 In Mumbai port and Haldia stevedoring activities are

carried by port itself.
9 In Kolkata, the stevedoring activities are carried by port

and other Stevedores, CDLB and equipments are
managed by Shipping Agent.
9 In other ports stevedoring activities are carried by private

party.
9 In JNPT stevedoring is carried out by Port partly i.e. lashing

operations carried out by vessel agent's contractor and
rest all operations like loading, discharge, transportation
of containers etc. are carried out by JNPT.
Paradip Port
9 Vessel Owner arranges the Stevedores for the Liner Vessel.
9 Importer/Exporter arranges the Stevedores for the

Chartered Vessels
9 Stevedores use the Port Website to send the request for

arranging the man power
9 Port assigns the man power as requested by the

Stevedores
Surveyors 9 Surveyors are not registered with Mangalore, Vizag,

Mumbai and Chennai Port.
9 In Paradip, Haldia and Tuticorin ports, for liquid cargo,

they will conduct Ullage survey. In this survey, surveyors
measure the length from the top of the vessel depth to
the top layer of the liquid.

Rail Transport Operator 9 No CONCOR in Paradip, Goa and Mangalore.
9 CONCOR will accept any type of cargo based on the

Transshipment Permit in Vizag and Cochin

Stowage Planning 9 In Vizag and Haldia ports, Stowage plan is given by

surveyors to Shipping Agent. Port is not issuing to Shipping
Agent.
9 In JNPT vessel planning is carried out by JNPT for all vessels

fed from JNPT yard whereas loading plan is carried out by
shipping Line / agent for vessels fed from private yard.
9 Stowage planning / Bay Plan : Is furnished by the vessel

agent to MbPT for Import for cargo
Container Loading/ 9 In Kandla port Stevedores issuing the CLP to Shipping

Unloading Agent.
9 In Cochin port, allow Load order is issued to Shipping

Agent by the Customs for loading the container in to the
Vessel
9 In JNPCT, NSICT & GTI containers are discharged against

the Import Advance List and loaded as per the Export
Advance List submitted by the SA.
9 In Mumbai Port, Port prepares CLP and gives to SA for

Export. For import Port accepts CLP from SA
Filing the Shipping Bill 9 Shipping Agent can move the cargo to the shed before
filing the shipping bill in Vizag, Haldia and Mumbai ports
as part of pre-shipment facility.
9 In other ports, the cargo can be moved after filing the

Shipping Bill only.
9 In Tuticorin Port, Cargo can be moved only after filing of

Shipping Bill. For certain cargo, the cargo can be moved
to the shed before filing the Shipping Bill on Permission
basis.
9 JNPT accepts Form – 13 instead of Shipping Bills
Delivery Order Process 9 In JNPT, Shipping Agent issues examination letter to CHA,
CHA in turn submits this letter to customs to do the
examination of the cargo. Examination letter is called an
Initial Delivery Order. Once the Examination is done, SA
issues the final delivery order to the CHA.
9 In MBPT, Importer /CHA submits B/L / Agents delivery

order to establish title of goods. ADO can be issued in two
phases i.e. one for custom examination and second for
effecting delivery. The vessel agent may also straight

away give the delivery order for clearance
9 In all other ports, single delivery order is issued by Shipping

Agent to CHA.
Internal System 9 Except Ennore other ports are having internal system.
9 In Mumbai, JNPT, Chennai, Tuticorin, Goa, Vizag and

Paradip internal system is used by stake holders
9 Internal Systems in use

Mumbai – IPOS
JNPT – Navis
Goa – POPS
Kandla – Vessel Berthing Management System, Cargo
Management System.
Kochi – Vessel & Cargo Information and Billing System
(VCIBS)
Mangalore – Traffic and Cargo Handling System
(TCHS)
Vizag – Port Operations Management System (POMS)
Paradip – Port Operating System (POS)
Haldia – Cargo and Container Handling System
Kolkata – Online Container Tracking System (OCTS)
Chennai – ORION, Navis
Tuticorin – POPS, CTOS
Billing and payment 9 Octroi charges are collected only in Mumbai.
Kandla Port
9 Shipping agent are not down loading pay-in-slip. If SA

has requested for any advance charges to port and in
response to the request Kandla Port sends an advance
marine voucher to the agents by e-mail and parties can
make the e-payment based on the marine voucher
received by them.
9 At Kandla, HDFC, PNB, IndusInd and other banks has

provided facility to make the payment from bank
website.
Chennai Port
9 Port has direct link with Indian Bank Server. Port internal
system assesses the charges automatically for
debit/credit and sends the charges and account details
as EDI message automatically to the bank.
9 Bank debits/credits automatically according to the

message and sends the debit/credit note to the port

which is automatically loaded in the port internal system.
9 There is no manual intervention from the time of

assessment till loading the data received from bank in
port system.
Tuticorin Port
9 Port has EDI with banks for collecting Vessel and Cargo
related charges from the Agents. The Debit/Credit notes
are automatically created by the application whenever
assessments/refunds are processed in the Port and stored
in the database. They are exchanged with banks which
are connected to TPT server through dialup.
9 The formats exchanged are mutually agreed by Port and

Bank. Messages like CREADV and DEBADV adopted from
EDIFACT standards are exchanged.
9 The bank clerk reads the EDI message and does the debit
or credit.
Paradip Port
9 Port has EDI with banks for collecting vessel and cargo
related charges from agents/ Importer / Exporter. The
Debit/Credit notes are automatically created by the
application whenever assessments are processed in the
Port and stored in the database. They are exchanged
with the banks which are connected to PPT server
through dedicated / lease line from BSNL.
9 Application software of the Bank takes care of the Debit
and Credit operation and sends the EDI message to the
Port periodically.
Mangalore Port
9 The Revenue Sections collects the Vessel & Cargo related
charges from Shipping Agent in the form of cheque and
submits to the bank periodically.
Vizag and Cochin Port
9 Presently no interaction between Port and Bank. Stake

holders have PD Account with port.
Marmugao Port
9 Pay order can be generated using the POPS by Shipping

Agent.

9 Shipping Agent issues pay order and calls the bank and
approves the transaction, then only, the bank will
execute the pay order.
Mumbai Port
9 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
CHA holds the PD account with the port and all the
payments are made using cheque/cash/draft.
9 The Port Cash Office consolidates the

cheques/drafts/cash collected and send it to the SBI for
depositing in MbPT Dock Account.
9 For the payment of different charges SA maintains

account with Bank Some of the charges are made
directly to port by CHA/Self/SA.
9 The Port Cash Office consolidates the

cheques/drafts/cash collected and send it to the SBI for
depositing in MbPT Dock Account.
JNPT
9 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.
Other Differences 9 Haldia:

a. At HDC Traffic does not send vessel sailing report
to Customs
b. On-board cargo operation and documentation is
carried out by Traffic
c. Container Terminal is directly operated by Traffic
d. HDC does not grant any separate carting
Permission once Export is opened account the
vessel
e. Cargo can be moved in account STOCK without
filing SB
9 Mumbai
a. SA shifts containers through its transporter to
nominated CFS except for B category hazardous
containers and reefer containers and same is
done by port’s appointed transporter.

2.5.5 PROBLEMS AND SHORTCOMINGS WITH CURRENT SYSTEM(S)
Though the automation of the terminal operations and other functional areas are done
or being done to a good extent in many of the Ports, the port and the stakeholders are
unable to get the expected benefits due to the lack of holistic approach towards the
automation and the disconnects resulted from the lack of common platform for
document exchange.
Following are the problems or Issues gathered or interpreted after the requirement study
discussions with the Port officials and the other stakeholders. These problems are
grouped to three sections called General, specific to some Port and suggestions from
the stakeholders.
2.5.6 GENERAL PROBLEMS OR ISSUES
1. The differences of standards/format used during the document exchange between

some of the stakeholders make the electronic document exchange of little use to
the partner.
2. There is no centralized system that can do the conversion from one standard format
to another and make the information available to all the players involved.
3. Since Vessel schedules, ETA and Berth allocation details are not published on real
time basis, daily berthing meeting between Port officials and Shipping Agents
becomes necessary for confirming the berth allocation to give transparency.
4. It is quite difficult to locate a container in many Ports’ CFS since no yard plan is
followed currently and if there is any, it’s not updated and conveyed to Agent/CHA
when the containers are shifted from the original location to another.
5. Stakeholders still need to submit paper documents in many counters, though the
functions of the counter is automated, as there is no link between various existing
systems implemented in the Ports.
6. The IGM hard copies are still submitted by SA in almost all the ports since the IGM (EDI
message) from SA or Customs is not used by the port. Port Systems either don’t have
an option to do import the IGM message or it can’t interpret the messages.
7. IGM is currently sent to all the terminals by the port if the port has more than one. This
should be segregated by terminal and only the data pertaining to the vessels that
are arriving at the particular terminal to be sent to that particular Terminal.
8. IGM is submitted to all the CFS even if only few containers are moved to one CFS
and rest to another CFS. Only the list of those container moved to a CFS should be
send to that particular CFS.
9. Coastal Vessels need to submit Bill of Entry through hard copy to Customs though
they don’t have any imported cargo and it is not required for any duty assessment.

10. Up to seven copies of DO to be given at various counters for filing since the
document exchange and book keeping is still manual.
11. Reports from the Labs the samples sent for testing, taking long time. This leads to the
delay in issuing PHO certificate.
12. To issue the LEO, Custom officer checks all the applications, then goes back to office
and enters the details onto the system. Instead, he can use any mobile device to
issue LEO while checking each vessel. The dwell time can be reduced by at least
Around 4 hours by this.
13. Once LEO is issued for break-bulk cargo and if part of the break-bulk is changed to
container since all the cargo is not able to be loaded in the vessel, the CHA needs to
cancel the S/B and LEO and need to get another S/B and LEO. It takes 3 days for the
customs to approve the S/B and LEO even if the cargo is still the same mentioned in
the previous S/B and LEO.
14. Collection of DO is totally manual. CHA has to go to different Shipping Agents for
getting DOs for different importers the CHA represents.
15. No option to track bonded containers (containers of foreign origin. The bonded
containers have to be sent back to their origin within 6 months from the arrival day in
India)
16. Many SL/SA doesn’t have message translators to translate the messages to the
format acceptable to customs.
17. The Port systems cannot provide information about the cargo once it leaves its
boundaries. i. e. when the cargo is transported out by rails and trucks.
18. CFS is not linked to Customs and therefore physical examination orders need to be
submitted to CFS. It would be good to connect CFS to the Customs for getting the
most updated B/L details.
19. CHA is required to escort each truck inside the CFS and outside the CFS with the
documents because the gate-officer does not have access to the necessary
information (like Bill of Entry).
20. Import and Export Document goes through lot of small changes / amendments.
Currently it is not easy for the stakeholders to carry out the amendments.
21. Shipping Agent and other stakeholders need to directly enquire with the Port
regarding Vessel Arrival/ Departure information and other vessel, cargo and
container movement status as there is no real time status update or checking option
available in the current system
22. Currently, there is no reminder or notification mechanism in place if there is a delay in

processing or approval.

23. Gate in and gate out in the port is quite difficult and time consuming due to the
manual verification of the document in the gate. Good amount of the time will be
saved by streamlining the gate in/out passes issuance and verification of the passes
at the gate.
2.5.7 SPECIFIC PROBLEMS/ISSUES WITH SOME PORT
1. Whenever a new Vessel Arrives along with a Barge? How it is handled?
2. IGM hardcopies are submitted still to Port and Customs in some of the ports as the
EDI submission to Customs and port is not totally streamlined.
3. GRT is asked 3 or 4 times in different applications during one import / export cycle.
GRT will change if the vessel profile is changed during the process leading to
confusion which one is the correct one.
4. Port users are not getting the details about the yard planning and container
movement.
5. Data is submitted twice, first to the customs and then to the ports by CHA as some of
the EDI messages that are currently being sent from Customs to Ports (CFS) cannot
be interpreted by the Port systems.
6. Vessel Call sign is not unique and some ports it is used to uniquely identify the vessel.
7. For some of the CFS, the operations are totally manual and the Information about
the containers shifted to CFS is not available through the system.
8. Shipping bill (EDI based) is not received in Port even after hard copy of LEO is
received
9. Cargo Release Order (EDI-based) is often received after the Cargo has been
released
10. Yard report/register is still paper based in some ports and the messages sent from the
container management to move the empty containers are not made electronic yet.
11. If a Vessel is used for both Import and Export, Different VCN numbers are used for
Import and Export separately in some ports.
12. SA maintaining separate accounts wit Port for different kind of charges (Like Vessel
Related Charges, Cargo related Charges)
13. Immigration passes (Dock entry permits and NOC) are not uniform in formats in
different ports.
14. All documents are manual and hardcopy forms for immigration; no IT systems are in
place to help the work

15. Different SAs submitting Voyage registrations for Import and Export separately for the
same vessel.
2.5.8 SUGGESTIONS FROM STAKEHOLDERS
1. Defaulters (SA) of charges should be blacklisted and prevented from using the port
services that he hasn’t made the payment for and alert other ports.
2. SA can apply for Line clearance from the Tank Operator and Tank Operators can
submit tank readiness form to Port through PCS
3. To use a Pre-gate application that will take in information from the Import Advance
List and IGM. It will allow the SA to fill in additional information for example seal no.,
origin, destination, etc. It will then automatically populate Pre-Advice Inbound Rail
Container Application that is filled-in by the Port operator while issuing the Gate Pass.
4. Bills / Invoices should be standardized into a common international format across the
ports although the tariffs by different ports may be different.
5. Port can push bills files to banks and banks send EDI response back. But Port must
send payment details, for example, for which items are these bills for. PCS should
reconcile the details.
6. Vessel movement should be transparent and notified to each SA every time

whenever there is Vessel Shifting/Vessel Berth/Vessel Un-Berth
7. IMO number or MMSI number can be used to uniquely identify the Ship.
8. Cancellation and amendment in the shipping bill should be made electronic.
9. Not all SL/SA are able to provide this COPRA EDI to Port. These messages can then be
translated by PCS and sent to the Terminal Operators or the Terminal Operators will
need to change their system to translate these messages.
10. Bay plan/yard plan report should be graphical and published on-line.
11. Even though Free Pratique is issued, if the crew members are sick, while Immigration
gives the permit, they need to notify PHO about this.
12. E-mail ID of the Vessel should be included in the Vessel Profile
13. In the Vessel Profile, Include call sign change date and last call sign. Date of previous
Vessel name change should be included in Vessel Profile
14. There should some provision to change type of the Vessel between Foreign and
Coastal during the voyage.
15. Amendment of IGM should be on-line.
16. The list of all banned cargo should be published through PCS.

17. Port Immigration Systems should be linked with the all the AIR PORTS
18. After paying the duty, if CHA gets clearance from customs at 3 or 4 pm, CHA goes to
the CFS next day. Where they have to enter the details again to the system. But takes
long time. Instead, if CHA enters the details and CFS verifies the details next morning,
can reduce delay
19. PCS should provide online immigration application that checks for blacklisted crew.
20. Sea Port immigration under state government’s purview but airports under Central
immigration.
21. Sometimes, SA comes to apply for NOC after ships sails, but Customs would have
given clearance for vessel sailing.
22. Port can push bills files to banks and banks send EDI response back. But Port must
send payment details, for example, for which items are these bills for. PCS should
reconcile the details.
23. CFS is not linked to Customs and therefore physical examination orders need to be
submitted to CFS. It would be good to connect CFS to the Customs for getting the
most updated B/L details.
24. CHA supposed to pay Stamp Duty to Shipping Companies and Shipping Company
in-turn pays to the govt. Only after the customs signed bill of entry is shown to the
shipping line, does the shipping line accepts the stamp duty. If the payment can be
made to CFS directly and CFS can send to Shipping Line, it will be of great help. Also,
electronic payment of stamp duty will help expedite this process.
25. Hiring of transporters (private) is currently done by phone or fax.
26. CONCOR is using their own train codes while JNPT is using their own train codes and
messages exchange between them cannot be achieved.
27. Bills / Invoices should be standardized into a common international format across the
ports although the tariffs by different ports may be different.
28. Import and Export Document goes through lot of small changes / amendments.
Currently it is not easy for the stakeholders to carry out the amendments.
29. Pre-Advise list should be sent electronically to Port and made available to the
people at the gate.
30. In JNPT EIR (Eqpt. Interchange Report) i.e. gate pass is issued only at the time of
departure at the outgate for both receipt of export containers as well as delivery of
imports.
31. Documents exchanged are in manual format and at most email attachments
32. Forwarding Note can be made electronic so that it will be easier.

33. Hazardous cargo codes, agent codes between S/L, Ports, Customs and CONCOR
are different.
34. Some cargo is considered normal to ports while in CONCOR, the same cargo is
classified as hazardous.
35. Cancellation and amendment in the shipping bill should be allowed.
36. History of the ship need to be kept. Need to track the ports or the restricted countries
the ship has visited before reaching the Indian port.
37. Provision to search vessels by Vessel name should also be provided. (Vessel ID, Call
sign are auto generated number so no body remembers them so if the details of the
ships should come by choosing the ships name once the ship enters to port till it sails
out.)
38. International code has to be provided to all ports and stakeholders.

3. PROPOSED BUSINESS SOLUTION
3.1 PORT COMMUNITY SYSTEM (PCS)
Centralized Port Community System (PCS) will provide a single window for the port
community in India to securely exchange the documents and information electronically
across its stakeholders involved in the maritime transport and logistics chain including the
trading partners and government agencies. It also will provide global visibility and
access to the central database to all its stakeholders through internet based interfaces.
The following are the key components of PCS:
• A centralized intelligent messaging system for the stakeholders to exchange

messages in XML, UN/EDIFACT and proprietary standards in multiple protocols.
• A centralized database to provide effective track and trace facility to all

stakeholders and also acts as data repository for research, analysis and reports.
• A web based application that acts as a single electronic window for ports and
stakeholders to access and maintaining the central database.
• An e-commerce portal for the port community that facilitates electronic

payment options for the stakeholders.

3.2 PRODUCT OVERVIEW
PCS Message Hub, the centralized intelligent messaging component in PCS, will
streamline the exchange of business documents and information between port
community stakeholders and the government agencies involved.
PCS Web, the single window internet application, will provide global visibility and access
to the central database populated from the messages exchanged between the
stakeholders.
PCS Portal, the e-commerce portal for the port community, will provide the interface for
the stakeholders to interact with PCS and also provide a platform for publishing general
information to public and the stakeholders.
3.3 PCS ARCHITECTURE
The following is the PCS architecture diagram:

3.4 USER CHARACTERISTICS
3.4.1 USER GROUPS
The user Groups identified after the requirements study are:
1. Port Authority
Port Authority is a state establishment in charge of development and promotion of port

equipment and ensuring the compliance of regulations. Port takes care of Allotment of
berth, piloting vessels in and out of the port and also provides other vessel related and
cargo related services.
2. Shipping Agent/ Shipping Line
Shipping Line operates a fleet of ships and other carriers and the Shipping Agent
provides the services on behalf of Shipping Lines. Shipping Agent coordinates the
arrangements for ship arrival, berthing, discharge/loading and departure of the vessel
with port, customs and other regulatory bodies.
3. Terminal Operator
The terminal operator manages the terminal operations on behalf of Port and receives,
stores, loads/discharges and delivers the containers/cargo within the terminal. They
collect the terminal handling charges and storage charges while port collect the vessel
related charges.
4. Customs House Agent (CHA) / Importer / Exporter
Importers / exporters are the owners of the goods being imported/ exported. And they
are mainly responsible for completion of customs and Port formalities either themselves
or through a Customs House Agent (CHA). CHA helps the importer/Exporter in getting
the customs clearance for his consignments. CHA declares the goods with Customs, and
gets goods examined by Customs, pays the duty in the Customs designated bank and
takes the physical possession of the cargo from the Custodian after paying all Port
dues/charges.
5. Stevedore
Stevedores arrange for the labor gangs to handle containers, trailers, pallets, boxes, etc.,
maintain the tally sheets, and report the container/cargo loading and discharging
details to the port and shipping agent. They also ensure the transport of handling units
though the port area.

6. Container Freight Station (CFS) / Inland Container Depot (ICD)
The CFS is the custodian of containers and the cargo till the cargo is released to the
importers after de-stuffing in case of imports and for exports till the cargo is shifted to port
after stuffing. In the case of exports, the cargo is brought to the CFS for examination by
Customs, stuffed in the containers and shifted to the port for loading on to the vessel.
ICD (Inland Container Depot) is temporary storage for import/export laden and empty
containers. According to the guidelines of Indian Government, functionally there is no
difference between CFS and ICD. While CFS is an off dock facility located near the
servicing port, ICD is generally located outside the port towns. In PCS also ICD is
mentioned as CFS for simplicity.
7. Rail Transport Operator
The Rail Transport Operator acts both as a custodian of cargo and also as an agency for
transporting the containers to/from the port from/to the Inland Container Depots (ICDs).
They move the containers by rail / road (in case of shortage of rakes to move container)s
directly from the port to ICDs and back. CONCOR is used as synonym for Rail Transport
Operator in Port Community as there are not many rail transporters on board.
8. Surveyor
The Surveyor is hired by port/ Importer/Exporter as well as of the shipping agent to survey
the vessel, container and cargo. The survey reports are used for ascertaining the
damages if any. The surveyors also monitor the stevedoring activities and co-ordinate
stuffing/de-stuffing, movement of containers/cargo and loading/discharging.
9. Road Transport Operator
The transporter shifts the containers or cargo from the port area to the designated CFS in
case of imports. The transporters are also involved in shifting the empty containers from
CFS to empty container storage yard. In case of export, Transporter moves the
containers to the Port yard. The transporter engaged by the Port moves the containers
from yard to the vessel in the case of exports and vice versa in the case of imports.
10. Bank
Bank facilitates the payment of service charges by the stakeholders to the port and
other statutory charges like excise/stamp duties and taxes to Customs and other
government agencies.
11. Customs
Customs is the government department in charge of collecting duty and taxes and of
the border control. Customs also enforces the provisions of the Customs Act governing
imports and exports of cargo, arrival and departure of vessels and prevention of
smuggling including interdiction of narcotics drug trafficking. Customs grants entry

inward / entry outwards permission for the vessel and clear goods for both import and
export.
12. Port Health Organization (PHO)
The agency that is responsible for the inspection of hygiene in the ship and amongst the
crew, so as to control the spread of infectious diseases from incoming vessels and
aircraft, inspecting food/agricultural products entering the Port, for wholesomeness,
fitness and compliance with Indian legislation. Some of the cargo samples like edible oil
is inspected by PHO and permitted for domestic use based on lab certification. On
arrival, the PHO also issues de-ratting exemption certificate to the vessel.
13. Immigration
The agency that is responsible for applying the immigration laws of the country and
providing the needed documents for foreign crew and passengers to disembark and
embark.
14. Tank Farm Operator
Tank Farm Operators provide storage for the bulk liquid cargo and pipeline facilities to
transport the liquid cargo to/from the vessel.
15. Container Agent
They represent the container Lines and provide the steamer agent with details of the
containers belonging to them in the vessel. They also give the delivery order to the
Clearing Agent/Importer for clearing the container. Similarly, the liner gives the
authorization for loading containers to a vessel to the clearing agent. They recover
terminal handling charges and container detention charges as also issue Bill of lading
and agent’s delivery order to the consignees.
16. Barge Owner / Operator
The Barge Owner / Operator transports Iron Ore from mine to Port and also transports the
consignment to the importers location.
17. Plant Quarantine Organization (PQO):
PQO examines the consignments (identity and physical checks) and accompanying
documentation by administrative enforcement. He inspects plants and plant products
for any suspicious containment of harmful organisms. "Phytosanitary certificate" is issued
in the model format prescribed under the International Plant Protection Convention of
the Food & Agricultural Organization and issued by an authorized officer at the country
of origin of consignment or re-export.

18. Mercantile Marine Department (MMD):
The main functions of the Mercantile Marine Departments include Administration of the
various Merchant Shipping Laws and Rules relating to the Registration, tonnage
measurement and crew accommodation of ships, surveys for Safety of Ships, Load line
inspection, enquiries into shipping casualties and wrecks, holding of examinations for
Certificates of Competency, survey of passenger ships, inspection and approval of
statutory equipments vis-à-vis Life Saving and Fire Fighting, Appliances, communication
equipment and other Navigational Aids, detention of overloaded and or unsafe ships,
supervision of ship repairs and construction of new vessels at request of State and
Central Government Agencies
19. Navy/Coast Guard
Port daily sends arrival and departure report of the vessel at mutually agreed time,
normally early morning for intelligence purpose. Same reports are also communicated to
Coast Guard.
3.4.2 USER ROLES
The user roles identified for each user groups are given in table below:
User Group User Roles Remark

Port Authority Port Operations (PO) Port operations and
documentation
Port Marine (PM) Monitor and control Arrival,

Departure, Pilotage and
Anchorage
Port Traffic (PT) Berth Allocation, Cargo

Management,
Loading/Unloading of
Cargo, etc.
Port Finance (PF) Billing and Payment
Port Gate (PG) Verify the entry of

containers, cargo and
trucks at port gate
Note: Role of Traffic &

Marine may be

interchangeable
Shipping line/ Shipping line (SA)
Shipping Agent
Terminal Operator Terminal Operator (TO)
CHA/Importer/ CHA (CH)
Exporter
CFS /ICD CFS Operation (CF) CFS operations and
documentation
CFS Gate(CG) Verify the entry of

containers, cargo and
trucks at CFS gate
ICD Operation (CD) ICD operations and

documentation
Customs Customs Officer (CO)

Road Transport Transporter (TR)
Operator
Rail Transport Rail Transporter (RT)
Operator
Barge Operator Barge Operator
Surveyor Surveyor (SR)
Stevedore Stevedore (SD)
Bank Bank (BO)
PHO PHO (HO)
Immigration Immigration (IM)
Container Agent Container Agent(CA)
Tank Farm Operator Tank Farm Operator(TFO)
System Administrator PCS Admin (PS) PCS System administration
Plant Quarantine Plant Quarantine
Organization Organization(PQO)
Mercantile Marine Mercantile Marine
Department Department (MMD)
Navy / Coast Guard Navy and Coast Guard
(NCG)

3.4.3 USER ROLES AND RESPONSIBILITIES
User Responsibilities
Shipping Agent • Register the Vessel.

• Register the voyage.
• Pay advance Charges.
• Apply for Berth.
• Submit Import General Manifest.
• Amend/Cancel Import General Manifest
• Submit Crew/Passenger List
• Prepare and Submit Bay Plan / Stowage Plan.
• Apply Port Resources.
• Apply for regulatory certificates.
• Check Short Landed/Excess Landed Cargo report.
• Submit SMTP request.
• Prepare and issue Delivery Order (DO) / Submit Bill of
Lading.
• Request Port for Movement of containers in and out
from CFS to Container Terminal.
• Check and Review Pendancy Report.
• Send Advance container List.
• Intimate Cargo location to CHA
• Check the stuffing and de-stuffing report.
• Request space and carting permission.
• Apply Port Clearance.
• File Export General Manifest.
• View Stowage Plan.
• Check Final Invoice.
• Pay the Shortfall amount to port.
• Ship owner’s lien for freight and other charges
• Abandonment notice
• Submit hazardous goods deceleration
• Submit shredded scrap list
• Issue Empty Container Release order

• SA submits initial/ final Draft/ Ullage survey reports

duly endorsed by vessel.
• Container stuffing order
• Container Load Plan
• Submit Mate receipt
Container Agent • Submit SMTP request.
• Prepare and issue Delivery Order (DO) / Submit Bill of
Lading.
• Request Port for Movement of containers in and out
from CFS to Container Terminal.
• Check and Review Pendency Report.
• Container stuffing order
• issue Carting Permission for moving in container to
pre-shipment area
• They pay certain box-related charges to Port/
Container Terminal
Port Authority Port Authority – Traffic

• Vessel Registration Processing.
• Voyage Registration.
• Allocation of VCN.
• Allot Berth to the vessel.
• Verify the custom port clearance certificate.
• Vessel Movement report (Vessel list/Waiting list).
• Issue Port Clearance Certificate.
• Send vessel sailing report to customs, Navy
Port Authority – Marine

• Pilot Allocation.
• Movement of vessel from Anchorage to Berth.

• Movement of vessel from Berth to Anchorage.

• Berth to Berth Movement
Port Authority - Finance

• Collection of Advance amount.
• Collect Charges from
SA/CHA/Stevedores/Transporter.
Port Authority - Operations

• Issue Permission for the movement of Containers from
Port to CFS and CFS to Port.
• Intimate Cargo location to SA
• Issue Delivery Order to CHA
• Allocate Resources.
• View Import General Manifest.
• Prepare and Send Tally Sheet and Yard plan to
Shipping Agent.
• View Out-Of-Charge order issued by Customs
• View Advance container list.
• Prepare and Submit the Cargo out-turn Report.
• Issue Equipment Interchange Report to Transporter.
• Gate in/out permission
• View Sub Manifest Transshipment Permit.
• Forward Railway-out Report to SA.
• Issue Removal Memo to CONCOR/ RAIL OPERATORS.
• Prepare and Issue Pendency Report.
• Allocate the Space for the Shipping Agent.
• Give permission for carting the cargo.
• View the Copy of the Shipping Bill.
• Issues Movement order.
• Issue Gate Pass for the FCL containers to move the
Port.
• View Let Export Order (LEO) issued by Customs.
• Prepare and Send the Export Cargo Register to SA.

• View Entry outward from customs.

• Grant of Log Entry/Short landed/Landing remark
certificate
• Export Cargo arrival Details
• Disposal of unclaimed cargo.
• Filing BE for unclaimed disposed goods.
• Send arrival /departure report to Navy
Port Authority – Gate

• Verify Gate in/out permission.
• Verify EIR (Equipment Interchange Report.
• Allowing consignments to pass out from the Port
Premises is also the responsibility of PG
Note : The role of operations , Traffic & Marine may be

interchangeable
Container Terminal • View the copy of IGM, SB, Out-of-Charge.
• Issue Permission for the movement of Containers from
Container Terminal to/From CFS.
• Collect all the charges from the SA/CHA/Importer.
• Issue Gate-Pass.
• Issue Railway-out Report to SA.
• Receive Rake Placement Memo from CONCOR.
• Issue Rake Removal Memo to CONCOR.
• View the List of ICD Containers coming by rail.
• Issues Gate Pass for the FCL containers to move the
Container Terminal.
• Prepare Yard plan.
• Prepare and Submit the Cargo out-turn Report.
• Collect Charges from CHA/Stevedores/Transporter /

SA
• Issue Gate Pass. EIR is Gate Pass for containers in
JNPT.
• View Sub Manifest Transshipment Permit.
• Forward Railway-out Report to SA.
• Issue Removal Memo to CONCOR/Railway.
• Prepare and Issue Pendency Report.
• View Entry outward from customs
• View LEO
• Collect charges from CA
CHA / Importer / • Collect Delivery Order from the SA
Exporter • Prepare and submit the Bill of Entry to Customs.
• Collect Out-of-charge order from the Customs
• Pay charges for Wharfage, demurrage, stamp duty,
octroi
• Issue Job Order to transporter
• View Gate-Pass from the CFS / Port
• Apply Carting permission to the Port.
• File the Shipping Bill.
• File the Amendment, Supplement to the Shipping Bill
to the Customs.
• Collect Let Export Order (LEO) from the Customs.
• Collect Movement Order.
• Submit Request for shut out permission to port and
customs.
• Pay final charges.
• Application for Log Entry/Short landed/Landing
remark certificate
Customs • Assign Rotation Number
• Approve IGM.
• Allocate IGM No.
• Board vessel after berthing, check ship’s stores and
crew residences for contraband etc. and grant entry
inward.

• Approve Bill of Entry.

• Examine the import cargo
• Issue Out-Of-Charge
• Examine and approve the stuffing and de-stuffing
process.
• Verify Supplementary IGM for excess landed Cargo.
• Issue SMTP to CHA
• View the list of the Empty containers moved to the
CFS.
• View and Approve Shipping Bill.
• Examine the export cargo and issues Let Export Order
(LEO)
• Verify the amendment of shipping bill
• Examine export/ import containers at the gate and
endorse Form 13.
• Grant entry outward
• Verify and Approve EGM.
• Issue Port clearance.
• Grant Back to town Permission.
• Clearance for disposal of unclaimed cargo
• Issue of detention order.
• Period of detention (The cargo) for analytical test.
• Confiscation (of goods) notice.
Stevedore • View IGM/Advance Container List.
• View Bay plan of the vessel.
• Arrange for the labor gangs, Equipments.
• Maintain the tally sheets.
• Submit the container/cargo loading report to Port,
SA.
• Submit the Container/Cargo Discharging report to
Port, SA.
CFS / ICD • Intimate Cargo location to SA.
• View Out-of-charge order from the Customs.
• Forward the Pre-Advice (List of containers moved

from CFS to Port) to Port.

• View IGM details online.
• View Advance Container List online.
• Issue Job Order to Transporter.
• Allocates Resources.
• Receive the container load plan for de-stuffing.
• Do de-stuffing in presence of customs, SA and
surveyors.
• Send the de-stuffing report to SA.
• View Delivery Order.
• Issue Carting Permission to the CHA to bring the
Cargo inside the CFS.
• Do stuffing in presence of customs, SA and surveyors.
• Prepare and Send the stuffing report to SA.
• Collect the charges from the CHA
• View the List of the Empty containers moved to the
CFS.
• Issue Gate pass for
o Empty Containers.
o Cargo.
o Containers moved from Port to CFS.
o Containers Moved from CFS to Port.
o For Factory stuffed Containers.
Road Transport • View Advance Container List.
Operator • View Job Order.
• Collect Gate Passes.
• Collect the Equipment Interchange Report (EIR).
• Move the consignment to the Importer specified
location.
• Move the Cargo/Container to/from Port, CFS.
Rail Transport • View Railway Receipt.
operator • Move the Containers to the consignee’s
location/ICD.
• Issue Placement Memo.

• Collect Removal memo.

• Forward Train summary to Port, Shipping Agent.
PHO • View IGM Details.
• Verify the advance crew list and the documents
submitted for free pratique.
• Issue free pratique (Health Clearance Certificate).
• Issue other Certificates Like de-ratting certificate.
• Issue Certificate of Inspection of Medicine, Medical,
Stores and Appliances
Immigration • View Crew List and the passenger List.
• Issue Landing Permit to the crew members.
• Issue No Objection certificate for Sailing and Berthing.
Bank • Collect Port related charges.
• Send Debit advice And Credit advice.
• Send Daily Summary Report to Port.
Surveyor • Prepare tally sheet for export and import cargo.
• Do Survey on Behalf of SA/CHA/Importer/Exporter.
MMD • Issue of sea worthiness certificate / detention of
vessel
Regulatory Bodies • Provide approval prior to Customs Clearance.
Tank Farm Operator • Send Readiness Notice
Barge Owner / • Transports Iron Ore from mine to Port
Operator • Transports consignments to the Importers location
Plant Quarantine • Issue Phytosanitary certificates
Organization (PQO) • Verify Phytosanitary certificates
Navy / Coast Guard • Receives Vessel arrival details
• Receives Vessel departure details

3.5 OPERATIONAL CONCEPT AND SCENARIOS
3.5.1 IMPORT WORKFLOW
The following is the generic overall work flow in a typical import process from the voyage
intimation till the vessel sails out of the port. In PCS, all the communication and
document exchange described below take place electronically.
Voyage Registration
* Assign VCN
* Advance Payment
Port
Regulatory Clearance
* IGM
* PHO, PQ & MMD Certificates
* Immigration Clearance
SA CA
Berth Allocation
* Vessel Details
* Cargo/ Dangerous cargo List
* Handling Instructions
Port/TO
Unload Cargo/Container
* Tally report
* Vessel/Tank survey report
Surveyor
Shifting/De-stuffing Container
* Job Order
* Container movement
* Transhipment
Trasporter CFS
Releasing Cargo
* Agents DO
* Out-of-Charge
* Port/CFS Payments
CHA / Bank
Importer

Vessel Intimation and Berthing
1. The Shipping Line/Shipping agent registers his vessel by submitting the Vessel Profile
along with necessary certificates – Certificate of registry to the Port which in turn
verifies and approves the Vessel Profile. The profile needs to be re-submitted every six
months or whenever there is change in the profile of the vessel.
2. Once the expected time of arrival (ETA) is known, the shipping agent submits Voyage
details including ETA to port 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).
VCN is used as a reference number for any transaction related to the particular
voyage.
4. After the registration of the voyage, the Shipping Agent files the Import General
Manifest (IGM) to customs containing the Cargo Manifest, Container Details along
with the Vessel Details.
5. Customs allocates the IGM Number for the IGM filed and the same is forwarded to
the ports and the shipping agent.
6. The Shipping Agent sends the Berthing Application with expected arrival schedule
(confirming the ETA details and cargo details provided earlier with the changes if
any, including hazardous cargo details along with the special instructions for
handling it) and Bay Plan after the date of arrival is confirmed.
7. The Shipping Agent co-ordinates with the Port Health Organization (PHO) to obtain
free Pratique certificate and liaisons with MMD for any other vessel certificates, Plant
Quarantine (PQ) from the concerned controlling agents. (He can upload the above
mentioned documents as attachments)
8. The Shipping Agent submits the certificates mentioned above and applies for the
Entry Inward to Customs. The Entry Inward is forwarded to the shipping agent and the
port by the customs.
9. The Port allots the berth and publishes the details of allocation of all the berths in the
port to all Shipping Agents. (The changes to the berth application can be sent to the
port and the port needs to confirm the changes to take effect to the published
allocation if necessary)
10. The Shipping Agent does the self-assessment of the charges (vessel related and
miscellaneous) as per the applicable port tariff and makes the advance payment at
the bank. Bank sends payment details to the port. Cargo related assessment is done
by Importer/Exporter.
11. Port allots specific location in the yard for discharging the cargo/containers and
sends the yard plan to the Shipping Agent.

Cargo/Container Discharge
1. Private Stevedores request for resources to port and pays advance charges for the
resources. In case of Port being the Stevedore, Port and SA together assesses the
resource requirement or sometimes Port assesses the requirements pays the advance
Stevedore charges
2. SA sends the Arrival Notice of the vessel, IGM, and Stowage plan to Stevedores.
3. The Stevedores/Port unloads the cargo/Containers as per the cargo/Container list,

Stowage (Bay Plan), Yard plan and special instructions for handling hazardous cargo
provided by Shipping agent and Port /surveyor also prepares the tally which is then
sent as Tally Report (also called Container Arrival Report in case of containers) of the
cargo discharged from the vessel along with the details of resources used and any
damages if any to the Shipping Agent and the port.
4. The Surveyor prepares the initial Vessel/Tank Survey Report and submits to the
stakeholder whoever hires Surveyor in case of liquid cargo. (After the complete
discharge of the cargo, the Surveyor submits the final vessel/tanks survey reports)
5. Port prepares the short landed, landed but missing and excess landed cargo report
and sends it along with the Tally Report (also called cargo out-turn report) to
Shipping Agent and Customs.
6. The Shipping Agent files a supplementary IGM in case of excess landed cargo with
the customs and the delivery is allowed accordingly.
Cargo/Container Delivery
Direct Delivery
1. The Shipping Agent issues Delivery Order (DO) to the Customs House Agent (CHA)/
Importer. However the ADO can be issued in two phases – one for custom
examination only followed by the final DO or is issued directly final DO. The gang
letter is also issued with validity period for delivery.
2. The CHA/Importer files Bill of Entry (for out-of-charge permission) to Customs
3. CHA presents Bill of Entry along with the Bill of Lading duly discharged by Vessel
Agents or Agent’s Delivery order at CFS/ Port.
4. After appraisal, and Customs issues out-of-charge to the CHA.CHA pays the duties,
wharfage, demurrage charges, Cargo related charges and other statutory charges.
5. Port issues the Gate Pass for taking the consignment out after verifying the DO, out-
of-charge and payment receipts. If the cargo is moved through Barge no Gate pass
is required. But need to get the Ingress Permission and Egress Permission.

Transit
1. The Shipping Agent sends the request for SMTP (Sub Manifest Transit Permit) to the
customs and customs issues the SMTP.
2. Containers can be moved out by road to locations, other than ICD also, like
Importer’s premises
3. Any consignment may move out of the port by modes other than Rail/ Road/Barge
also (e.g.Bargei, Pipeline and Conveyor Belt etc.)
4. If the containers are to be sent by road, the Shipping Agent sends a forwarding note
(List of containers to be transported) to its Transporter to move the container to the
ICD location and the Port issues the Gate Pass to SA/CHA which in turn forwards the
gate passes to the Transporter.
5. For containers to be moved by road, SA submits duly passed SMTP to port and
approaches CONCOR for trailer for movement of container by road to ICD. Port
gives permission to SA for movement of container to ICD.
6. For containers to be moved to ICD by train, SA submits duly passed SMTP to port and
request for indent for wagon on payment of advance charges. After placement of
indent, a copy of indent forwarded to port’s railway. SA submits forwarding note
directly to CONCOR.
7. If the cargo is to be sent by Barge, CHA applies for Ingress permission and after
loading the cargo into the barge, Port issues Egress Permission.
8. If the containers are to be sent by Rail, Shipping Agent Forwards forwarding note to
Rail Transport Operator.
9. Rail Transport Operator issues a Placement Memo to the Port and the Shipping Agent
after placing the containers on the RAKE.
10. Port issues a removal memo to the Rail Transporter and the Rail Transport Operator
issues Rail Receipt (RR) to the Shipping Agent.
11. Port issues Pendency Report for containers to Rail transporter and Shipping Agent for
removal of pending containers from the yard.
12. Rail Transport Operator also sends Train Summary Report to Shipping Agent.
Container Shifting to CFS
1. The Shipping Agent/CA sends list of containers to be shifted to the CFS and sends the
same to the Port and Customs. CFS sends a request for container movement from
the port yard.
2. The CFS/Shipping Agent sends the Job Order (container list) and the yard location to

the Transporter and directs Transporter to move the containers to the designated
CFS.
3. Gate pass is issued after realization of relevant Port Charges
4. Port issues the Gate Pass to the CHA which intern forwards to Transporter (Truck
driver) after the Customs gives permission for the movement.
5. At the Port gate, Gate Keeper checks the Gate Pass and allows the truck to pass
out.
6. At the CFS gate, Gate Keeper checks the Gate Pass issued by the Port, the time
taken to reach CFS and allows the container/truck in.
Cargo Clearance and Release from CFS
1. The Shipping Agent issues Delivery Order (DO) to the CHA.
2. The CHA requests CFS for de-stuffing after the containers are moved to the CFS and
the CFS sends the container de-stuffing report to the Shipping Agent. (Note: In MbPT,
In case of LCL containers SA requests port for de-stuffing and similarly for
longstanding un cleared FCL containers.)
3. The CHA/Importer requests for out-of-charge from Customs and Customs issues out-
of-charge (Bill of Entry) to the CHA after appraisal and CHA pays the duties. CHA also
pays the stamp duty to the SA/Port.
4. The CHA pays the CFS charges and The CFS issues the Gate Pass. CFS may /may not
send the Gate Passes to Customs.
5. CFS sends the List of empty containers to Shipping Agent. (Empty containers are then
used for stuffing during export or exported as empty container or taken by the
shipping agent to his private yard after taking the permission from the customs).

3.5.2 EXPORT WORKFLOW
The overall work flow in an export process is given below.
Carting General Cargo
1. Shipping Agent requests Port for space allocation in the Shed for carting in the
cargo and Port allocates space and informs Shipping Agent.
2. Shipping Agent sends the vessel details and the location in the shed allotted for
the Shipping Agent to CHA.
3. CHA submits the Carting Application to the port to bring the consignment and
The Port grants the carting permission.
4. The CHA files the Shipping Bill with the customs. Port Issues the Gate-in Pass.
5. CHA informs and forward the Gate-in Pass to the Transporter. Gate keeper
verifies the Gate-in Pass against the Shipping Bill and allows the cargo in to the
pre-shipment area.
6. The Customs issues Let Export Order (LEO) after the cargo examination.
7. CHA / Exporter sends request to move the cargo from the pre-shipment area to
the dock.
8. Stevedores move the cargo from shed to dock based on the Dock Plan.
9. The Port/Stevedores send the Total Cargo Received Information to the Shipping
Agent / CHA / Exporter containing the exporter wise cargo received for the
Shipping Agent / CHA / Exporter.
Container Stuffing
1. Shipping Agent/CA sends the list of empty containers to CFS for stuffing the cargo
and CFS provides the list of empty container in the CFS yard.
2. If required, Shipping Agent/CA sends the request to Customs to bring the empty
containers to the CFS and the Customs gives the permission.
3. Shipping Agent sends the Job Order (container list) and directs the Transporter to
move the empty containers from its private yard to the specified CFS location.
4. The Transporter prepares the Cart Chit/Ticket (CFS Gate Pass) and moves the
container to the CFS. The CFS Gate Keeper verifies the Challan and allows the
empty container in.
5. CHA / Exporter files the Shipping Bill to Customs in order to get LEO

6. Customs forwards the Shipping Bill details to CFS
7. The CHA / Exporter applies for carting permission which is verified and approved
by CFS
8. The CHA / Exporter instructs the Transporter to move the cargo inside the CFS,
after getting the Carting Permission (Gate Pass) from CFS.
9. The Transporter takes the cargo to the nominated location. The CFS Gate-keeper
checks the Gate Pass against the Carting Permission and allows the cargo into
the CFS.
10. Customs issues the LEO after examination.
11. After receiving LEO from customs, the CHA notifies the Shipping Agent and the
Shipping Agent request the CFS for stuffing the cargo into the containers.
12. The CFS prepares the Container Load Plan (CLP) for stuffing and sends it to the
Surveyor appointed by the Shipping Agent.
13. The CFS prepares the stuffing report and sends it to Shipping Agent, after the
containers are stuffed and sealed in the presence of the Customs Officer and the
Shipping Agent or his representative (surveyor) as per the CLP.
14. CHA / Exporter sends the container List and notifies the Transporter to move the
factory stuffed containers from the private yard to Port, if the stuffing is done at
factory. Factory stuffing is done in the private yard in the presence of central
excise officer.
15. The Excise Officer gives the clearance order to the CHA / Exporter and seals the
container.
16. CHA / Exporter requests permission to move the containers to Port/CFS and
Ports/CFS issues the Gate Pass to the Transporter.
17. In some cases, Stuffing may be done inside Port also
Shifting the Container to Port
1. The Shipping Agent submits an Advance Container List indicating the vessel
details onto which the containers to be loaded to the Terminal Operator.
2. Terminal Operate prepares the Yard Plan based on the Advance Container List
submitted by the Shipping Agent.
3. Terminal Operator sends the container-wise Yard Location details as per the Yard
Plan to the Transporter to shift the container from CFS to Terminal.
4. Transporter prepares the Drop-off Tickets for the container and moves the

container to the Terminal.
5. Gate Keeper verifies the Drop-off ticket against the Yard Plan at the gate and
permits containers inside the Terminal.
6. If the containers are coming from ICD, Terminal Operator issues Gate In/Rail In to
the Shipping Agent.
7. Containers may come from locations, other than ICD/ CFS, like private
warehouses and exporters factory also
Port Clearance
1. The Shipping Agent applies to the customs for Entry Outward prior to the loading
the containers/cargo on to the vessel and Customs issues the Entry Outward.
2. After the Shipping Bill with LEO is produced, the Stevedores load the cargo on the
vessel and send the Hatch wise tally sheet and Stevedoring report to the Shipping
Agent.
3. For Containers, the loading is done as per the Bay Plan and the Port/Terminal
Operator sends the Tally Sheet to the Shipping Agent.
4. The Vessel Master issues the Mate Receipt to the Port which is a confirmation of
what is loaded on the vessel.
5. The Shipping Agent submits the MMD Certificate along with the requests the port
for port clearance and Port issues the Port Clearance.
6. The Shipping Agent requests Customs for Port Clearance and submits his income
tax details, the Port Clearance issued by Port and NOC from Immigration.
7. Customs issues Port Clearance to Shipping Agent and the Port and Vessel sails
out of the Port.
8. If there is any cargo/container that could not be loaded to the vessel, the port
issues a Shut out Report to Shipping Agent.
9. The Shipping Agent sends the Shut-out Report details to CHA and The CHA either
takes the cargo back to town or sends it by another vessel.
10. CHA / Exporter submit the amended Shipping Bill to Customs and Customs give
the Shut-out permission to CHA and the Port.
11. To take the cargo back to town, the CHA files Back-to-Town application to the
customs. The Customs issues the permission to CHA and sends a copy to the Port.
12. After the Port charges are paid, Port issues Gate Pass to the CHA to take the
consignment back to town.

13. To ship the cargo by another vessel, the CHA / Exporter files a fresh Shipping Bill to
Customs.
14. After sailing of the vessel, the Shipping Agent files the Export General Manifest
(EGM) to the Customs.
15. Port sends the final bill to the shipping agent and Shipping Agent pays the
shortfall if any or Port refunds in case of excess payments made by the Shipping
Agent.
16. Port hands over the mate receipt to the CHA / Exporter after all the port charges
are paid. CHA returns the mate receipt to SA.
17. COARRI and BAPLIE (outbound) messages are sent after sailing of the vessel to SA
Note: In JNPT where after receipt of Export Advance List from the Shipping Agent /
Line the Port / TO loads the containers on the vessel and COARRI and BAPLIE
(outbound) messages are sent after sailing of the vessel to the Shipping Agent.

3.5.3 USER INTERACTION WITH PCS
The Users from different stakeholders interact with Port Community System either using
PCS Message Hub or through the PCS single window web application (called PCS Web)
via PCS Portal directly. PCS will also provide host-to-host interface for high volume users
to exchange documents respective with their business partners through PCS.
PCS
Messaging System
BroadBand/
Translation Hub
LeasedLine
Firewall
Data
Repository
User System
PCS Web
User
PCS Messaging Hub
PCS will provide all the stakeholders, including the business players and the government
agencies, the facility to securely exchange the electronic documents/information in real
time through the centralized intelligent electronic exchange components called
Messaging Hub for messaging. The stakeholders will be able to transact and send
information securely and reliably to each other in structured EDI message formats.
The request for submission and retrieval of messages can come from a portal or non-
portal application via Message Hub Access (MHX). Message Hub authenticates the user
information before granting a connection to process the request (see Figure1).
All transactions are kept in an audit log and users can also check their inbox and outbox.
An online administration system is available for administrators to access or reconfigure
their message settings such as mailbox, message routing and filtering.

MESSAGE HUB
CLIENT PC CLIENT PC
1111
MHX secureFTP secureFTP MHX

SERVER FILE SERVER SERVER
ClLIENT APPLICATION
ClLIENT APPLICATION
Host-to-Host link for High Volume Users
Many of the major Ports use various systems like Navis or IPOS for managing their port
operations. Most of the ports exchange EDI messages with Customs and some of them
even exchange few electronic messages with some of the big Shipping Agents and
more advanced private Terminal operators.
PCS, a centralized messaging hub for the stakeholders, will also have a host-to-host
interface for bulk or high volume users, a direct link with the existing Port systems to the
PCS server so that their messages are routed to all the intended parties faster.
These messages will be digitally signed using server certificates. PCS server will check the
authenticity of the Certificate before receiving the messages.

PCS Single Window Web Application
Using PCS Web, the single window Web application, users will access PCS over Internet
through the PCS portal. Users require just an Internet connection and a browser to
access PCS Web. All the authorized users can access the PCS web from the PCS Portal.
The users need to register with PCS, through PCS portal, in order to access PCS web
application. PCS issues user ID and password for the users approved by the Port that the
user (stakeholder) wish to do business with.

3.5.4 LIST OF MESSAGES OR DOCUMENTS
The following table lists the business documents or messages the stakeholders exchange
with their business partners or government controlling agencies through PCS.
1. Messages Suggested
Covere
S.
Messages From To d Remarks
No
In PCS?
Vessel Related Messages
1. Vessel Profile SA Port Yes

CALINF: VIA/VCN
2. Registration/ Vessel SA Port Yes
Scheduling
Allotment of VIA/VCN
3. Port SA Yes
Registration/ ACK of CALINF
BERMAN : Berth Management
Message(BERMAN) / Berthing
Application/ Un-Berthing
4. SA Port Yes
Application/ Resource
Request/Movement of Vessel
from one Berth to other
PHO,
PAXLST : Passenger/Crew List
5. SA Immigration, Yes
Message
Port
SA
Port(Import)
BAPLIE: Bay Plan/ Stowage
6. Yes
Plan Port/
SA(Export)
Surveyor
7. MOVINS: Stowage Instruction SA Port Yes
Port, CHA,
IFTDGN: Dangerous Goods Importer,
8. SA Yes
Notification Barge
Contractor
SA/
9. Requisition for Resources Stevedor Port Yes
es
SA /
10. Allotment of resources Port Yes
Stevedores
Un-
11. Berthing/Sailing/Shifting/Re- SA Port Yes
Berthing Application
Berth Allocation
VESDEP : Vessel Movement can also be
12. Port SA Yes
/Vessel Departure Message sent using this
message

13. TPFREP : Terminal

Port SA Yes
Performance Report
Container Related Messages

Port
CONCOR/
COPRAR : Container Loading RAIL
and Discharge Order/ Advance OPERATORS
14 SA Yes
Container List (Imports and CHA
Exports) CFS
Surveyor
Transporter
COARRI : Container
15 Port SA Yes
Loading/Discharge Report
COSTOR: Container Stuffing/De-
16 SA Port, CFS Yes
Stuffing Order
Port, CFS,
17 Container Load Plan ( CLP ) SA Yes
Surveyor
Container special handling
18 SA Port Yes
order
COSTCO: Container Stuffing /
19 Port, CFS SA Yes
De-stuffing report
This can be a
web report
where the
Gate Open Report / Cut Off stakeholder can
20 Port Stakeholders No
Report login and
check the gate
open date &
time
CODECO : Container/Cargo
21 Port SA,CHA Yes
Gate-in Gate-Out Report
EIR : Equipment Interchange SA,
22 Port Yes
Report Transporter
COPARN : Empty Container
23 SA Port Yes
Release Order
COEDOR: Container Stock

24 Port SA/CHA,CFS Yes
Report
25 Request for Carting Permission SA,CHA Port Yes
26 Confirmation of Carting Port SA,CHA Yes

Port,
27 Job Order CFS Yes
Transporter
Customs CFS/Port
Stoppage or Release of
28 Yes
Containers
SA Port

Finance Related Messages

Request for Assessment of
29 SA Port Yes
Charges
Confirmation of Advance
30 Port SA Yes
Assessment Charges
PD Account Balance
31 Details/Shortfall Intimation Port SA,CHA Yes
Notice
INVOIC : Invoice for Vessel /
32 Container/ Stevedoring / Port SA,CHA Yes
Cargo
Port SA,CHA
PAYORD : Pay Order/Refund
33 Yes
Order
SA,CHA Port
SA, CHA,
34 CREADV : Credit Advice Bank Yes
Port
SA, CHA,
35 DEBADV : Debit Advice Bank Yes
Port
Daily Transaction Summary
36 Report Bank Port Yes
Cargo Related Messages

CHA/
Bill of Lading/ Agent Delivery
37 SA Importer Yes
Order
Æ Port
Port
Mate Receipt SA
38 Yes
CHA/
Return of Mate Receipt Port
Exporter
Application for Log Entry/Short
Port/CFS
39 landed/Landing remark CHA Yes
certificate
Grant of Log Entry/Short
landed/Landing remark Port/CFS
40 CHA Yes
certificate
Transport related Messages

COPINO : In-land Way Bill
/Container Pre-notification
message arriving by Rail/
Rail Port/CHA/
41 Placement Memo / In-Land Yes
Operator Stevedore
way bill/ Rail Receipt /Export
Advance list for Containers
arriving by rail
Rail Port/CHA/
42 Rail Receipt Yes
Operator Stevedores
43 Removal Memo from Rack Port Rail Yes

Operator
CHA/
Stevedor Rail
e Operator/
Port
Port SA, Rail
Operator
Pendency of Containers with
44 Yes
Respect to Destination
Rail CHA /
Operator Stevedore
Port
Train Schedule/Summary
45 Stakeholders Yes
Certificate Rail
Operator
Regulatory Authority Messages
Not a message or
Application for Tonnage DG Shipping document
46 SA No
Certificate exchanged
regularly
DG
SA/Port
47 Tonnage Certificate Shipping No As above
DG
Ship
48 License for Vessel Application Shipping No As above
Owner
DG
Acknowledgment for License Ship Owner
49 Shipping No As above
for Vessel Application
DG
Ship
50 Coastal Voyage Registration Shipping No As above
Owner
DG
Acknowledgement for Coastal Ship Owner
Voyage Registration
DG
Multimodal Transport Transport
Registration er
DG
Acknowledgement for Transporter
Transport Registration
SA Customs
54 Cargo Manifest Yes
Customs Port
SA Customs
55 Container Details Yes
Customs Port
56 Allocation of IGM No Customs SA,Port Yes
57 Grant of Entry Inward Customs SA, Port Yes

Request for Cancellation of

58 SA Customs Yes
Entry IGM
Confirmation of Vessel Arrival
59 Port Customs Yes
by Port
60 Cancellation of IGM No Customs SA, Port Yes
Port/
61 Landing/Tally Report Stevedor SA, Customs Yes
es
Details of the Containers
62 Landed and Damaged Port Customs Yes
Packages
63 Excess Landed Cargo Port Customs Yes
64 Location of Cargo Port Customs Yes

Port ,
Terminal
65 Bill of Entry on Submission Customs Yes
Operator,
CFS
65 Out of Charge Customs CHA, Port Yes
66 Containers out of Charge Customs CHA, Port Yes
67 Out of Charge-Item Details Customs CHA, Port Yes
68 Request for Transshipment SA Customs Yes
69 Transshipment Permit Customs SA, Port Yes

Detention/Confiscation
70 Customs Port Yes
Release Order
Detention/Confiscation
71 Customs Port Yes
Release of Containers
CHA,
72 Gate Pass Port/CFS Yes
Customs
Port/
Customs/
Terminal
73 Disposal Request SA/Importer Yes
Operator
/Exporter
/ CFS
Port/
Customs/
Terminal
74 Item Disposal Request SA/Importer Yes
Operator
/Exporter
/ CFS
75 Disposal Order Customs Port Yes
76 Item Disposal Order Customs Port Yes
77 Cargo Disposal Particulars Port Customs Yes
78 Request for Cargo Movement SA Customs Yes
79 Cargo Movement Approval Customs SA, Port, CFS Yes

80 Arrival of Cargo at CFS CFS Customs Yes
81 Transshipment Approval Customs SA, Port Yes

Acknowledgement Message
82 Customs SA Yes
to Transshipment Request
83 Application for Rotation No. SA Customs Yes
84 Allotment of Rotation Number Customs SA, Port/ TO Yes

Application for Cancellation of
85 SA Customs Yes
Rotation Number
Cancellation of Rotation SA, Port/
86 Customs Yes
number CFS/ TO
Port/ CFS/
87 Shipping Bill Details Customs Yes
TO
Port/ CFS/
88 Shipping Bill - Item Details Customs Yes
TO
Port, CFS,
89 Entry of Goods into Port Customs Yes
TO
Entry of Goods into Port- Port, CFS,
90 Customs Yes
Container TO
SA/CHA,
91 LEO/Stuffing Report Customs Port/ CFS/ Yes
TO
SA/CHA,
Customs
Port/ TO/
Stuffing Report - Container CFS
92 or Yes
Information
SA /
Port
Customs
Port/ CFS/
93 Details of Shutout Cargo Customs Yes
TO
Container/Package Shutout Port/ TO /
94 Customs Yes
Cargo Details CFS
Application for Entry Outward
95 SA Customs Yes
prior to Loading U/s 39
96 Grant of Entry Outwards Customs SA, Port Yes
Application for Port Clearance
97 SA Customs Yes
U/s 42 (Prior to Sailing)
Port,
98 Grant of Port Clearance SA Yes
Customs
99 Vessel Sailing Report Port Customs, SA Yes
Customs, Some ports are
100 Export General Manifest SA Yes
Port receiving EGM
Customs,
101 EGM - Container Particulars SA Yes
Port
All
Requisition of Stevedoring Stevedores/
102 Stakehol Yes
activities Port
ders

2. New messages Identified
S. No Messages From To Remarks

To submit B/E to
customs.
1. Bill of Entry
CHA/Importer Customs Not in the current
customs message list.
To submit S/B to
Customs.
2. Shipping Bill
CHA/Exporter Customs Not in the current
Customs Regulatory
Message.
3. Request Back to town CHA Customs
Not in the current
Customs Regulatory
Message.
4. Permission Back to town Customs CHA
Not in the current
Boat Note includes
CHA/Importer/ the empty boat note
5. Boat Note Customs Exporter/Barg also.
e Operator Not in the current
6. ETA To submit ETA
SA Port
Movement Permission To request for
7. from Pre-Shipment to CHA Port movement
Dock permission.
To issue the
8. Movement Order Port CHA
movement order.
To send the Export
9. Export Cargo Register Port SA
Cargo Register.
10. Form 13 SA/CHA Port To submit the Form 13
Entry Permit for export
11. CHA Port
consignment
Containers numbers
Rail to be transported
12. Forwarding note SA
Transporter through rail to the
respective ICDs
To move loaded
Rail
container to factory
13. Work Order SA Transporter/
for de-stuffing or to
CFS
other ICD's
Notice of Tank Tank Farm SA
Readiness (Tank/Bulk operator
14.
carrier/Vessel) SA Port

Ullage Report/Tank
15. Surveyor Port
Survey Report
Importer/CHA/
16. Out-turn Report Port
SA, Customs
If the delivery is by
17. Over side delivery Order SA Port
Barges
18. Cancellation of VCN SA Port
Confirmation of VCN
19. Port SA
Cancellation
Shipping order is the
one issued to the port
by SA. It is the
confirmation from the
20. Shipping Order SA Port SA that all the
formalities are over.
SA asks port to
accept and load the
cargo into the vessel.
21. Packing List CHA/Exporter Port Not possible
22. Pre-Inspection for Scrap

Plant Quarantine
23. PQ SA
Certificate
24. Phytosanitary certificate PHO SA
CHA /
25. Pumping Guarantee Customs, TFO
Importer
Request for temporary
26. TFO Port
Pipe-line connection
Request for
27. disconnection and TFO Port
removal of pipe-line
28. Abandonment notice SA Port , Customs
29. lien notice on cargo SA Port
30. Gang Letter
31. Split item
32. Joint Bill of Entry

CHA/Importer Customs
Request for en-block
33. SA/Lines Port, Customs
movement
Permission for en-block
34. Customs Port
movement
35. Form 11

This is use to
communicate SA
36. Berthing Slip
about the allocation
of Berth
Request for Ingress
37. CHA / SA Port
Permission
38. Ingress Permission Port CHA / SA
Request for Egress
39. CHA / SA Port
Permission
40. Egress Permission Port CHA / SA
41. Undertaking letter

CHA /
42. Export Application Port
Exporter
43. Ship Stores
44. Bunkers (Export)

Vessel arrival /
45. Port Navy
Departure intimation
46. Special Service Request SA TO
Container
47. TO SA
Reconciliation lists
48. Scanning List Customs SA
49. PC Bond Cancellation Customs SA
50. Customs overtime SA Customs

Container
51. Reconcilliation lists Post TO SA
Vessel Departure
This a
acknowledgement
for any message
which sends the Port
to other stakeholder.
Other stake
52. Acknowledgement Port Format:
holder
1. Remarks
2. comment
3. Status (Rejected /
Accepted)

3.6 ISSUES ADDRESSED IN PCS
The following table lists General problems, Issues and suggestions from the various
stakeholders, compiled during the requirements study, and how the proposed system is
addressing these issues.
S.No General Problems/ Issues Addressed in PCS?

1. The differences of standards/format used Message formats are
during the document exchange between standardized in PCS
some of the stakeholders make the electronic
document exchange of little use to the partner.
2. There is no centralized system that can do the T-Hub component of the

conversion from one standard format to PCS will take care of the
another and make the information available to conversion of the message
all the players involved. formats
3. Since Vessel schedules, ETA and Berth PCS can allot the berth
allocation details are not published on real time automatically with the
basis, daily berthing meeting between Port details furnished by the SA,
officials and Shipping Agents becomes but Ports want to continue
necessary for confirming the berth allocation to the Berthing meeting for
give transparency. transparency.
4. It is quite difficult to locate a container in many Ports have to maintain the

Ports’ CFS since no yard plan is followed Yard Plan and should be
currently and if there is any, it’s not updated updated in real time
and conveyed to Agent/CHA when the
containers are shifted from the original location
to another.
5. Stakeholders still need to submit paper Ports internal systems should

documents in many counters, though the be connected with all the
functions of the counter is automated, as there other departments of the
is no link between various existing systems Port.
implemented in the Ports.
6. The IGM hard copies are still submitted by SA in Once PCS is in place, IGM
almost all the ports since the IGM (EDI message) can be received by the Port
from SA or Customs is not used by the port. Port from PCS or Port can directly
Systems either don’t have an option to do receive the IGM from the
import the IGM message or it can’t interpret the Customs (In case if there is
messages. no integration between
customs and Port
Community System)

7. IGM is currently sent to all the terminals by the Once IGM is received thru
port if the port has more than one. This should EDI, this problem will be
be segregated by terminal and only the data resolved.
pertaining to the vessels that are arriving at the
particular terminal to be sent to that particular
Terminal.
8. IGM is submitted to all the CFS even if only few Once IGM is received
containers are moved to one CFS and rest to through EDI, this problem will
another CFS. Only the list of those container be resolved.
moved to a CFS should be send to that
particular CFS.
9. Coastal Vessels need to submit Bill of Entry Customs issue
through hard copy to Customs though they
don’t have any imported cargo and it is not
required for any duty assessment.
10. Up to seven copies of DO to be given at various Once DO is exchanged

counters for filing since the document electronically this can be
exchange and book keeping is still manual. resolved
11. Reports from the Labs the samples sent for Without receiving the Lab
testing, taking long time. This leads to the delay reports, PQ or PHO can’t
in issuing PHO certificate. issue certificates.
12. To issue the LEO, Custom officer checks all the Customs has to look into this.
applications, then goes back to office and IPA can take a call on it.
enters the details onto the system. Instead, he
can use any mobile device to issue LEO while
checking each vessel. The dwell time can be
reduced by at least Around 4 hours by this.
13. Once LEO is issued for break-bulk cargo and if Customs issue
part of the break-bulk is changed to container
since all the cargo is not able to be loaded in
the vessel, the CHA needs to cancel the S/B
and LEO and need to get another S/B and LEO.
It takes 3 days for the customs to approve the
S/B and LEO even if the cargo is still the same
mentioned in the previous S/B and LEO.
14. Collection of DO is totally manual. CHA has to DO can be received on-line.

go to different Shipping Agents for getting DOs
for different importers the CHA represents.
15. No option to track bonded containers Customs tracks the bonded

(containers of foreign origin. The bonded containers
containers have to be sent back to their origin
within 6 months from the arrival day in India)
16. Many SL/SA doesn’t have message translators Port Community System has
to translate the messages to the format the message translator (T-
acceptable to customs. Hub).

17. The Port systems cannot provide information Railway and ICD also
about the cargo once it leaves its boundaries. i. included in PCS
e. when the cargo is transported out by rails
and trucks.
18. CFS is not linked to Customs and therefore Once Port Community
physical examination orders need to be System is implemented, all
submitted to CFS. It would be good to connect stakeholders have to be
CFS to the Customs for getting the most integrated with each other
updated B/L details. through PCS
19. CHA is required to escort each truck inside the All gates of the Ports should
CFS and outside the CFS with the documents be well connected with the
because the gate-officer does not have access Ports internal system
to the necessary information (like Bill of Entry).
20. Import and Export Document goes through lot Amendments can be done
of small changes / amendments. Currently it is through On-line if customs
not easy for the stakeholders to carry out the accepts
amendments.
21. Shipping Agent and other stakeholders need to Web services can be used to
directly enquire with the Port regarding Vessel find out Vessel Arrival /
Arrival/ Departure information and other vessel, Departure details
cargo and container movement status as there
is no real time status update or checking option
available in the current system
22. Currently, there is no reminder or notification Port Community System can

mechanism in place if there is a delay in send a reminder to the
processing or approval. recipient who is not
approving for long time.
23. Gate in and gate out in the port is quite difficult Port’s Gate should have the
and time consuming due to the manual PC and is connected with
verification of the document in the gate. Good the Port’s Internal System.
amount of the time will be saved by
streamlining the gate in/out passes issuance
and verification of the passes at the gate.

S.No Specific Problems/Issues with Some Port Addressed in PCS?

1. Whenever a new Vessel Arrives along with a Separate VCN numbers are
Barge? How it is handled? issued to both Vessel and
Barge
2. IGM hardcopies are submitted still to Port and Customs and respective
Customs in some of the ports as the EDI Ports have to take a call on
submission to Customs and port is not totally it.
streamlined.
3. GRT is asked 3 or 4 times in different Pilot verifies all certificates

applications during one import / export cycle. after boards into the Vessel
GRT will change if the vessel profile is changed and confirms GRT
during the process leading to confusion which
one is the correct one.
4. Port users are not getting the details about the Container movement
yard planning and container movement. information can be obtained
web services
5. Data is submitted twice, first to the customs and PCS maintains well defined
then to the ports by CHA as some of the EDI message formats
messages that are currently being sent from
Customs to Ports (CFS) cannot be interpreted
by the Port systems.
6. Vessel Call sign is not unique and some ports it is IMO will be used to uniquely
used to uniquely identify the vessel. identify the Vessel and PCS
will assign a unique number
for the Barges as IMO
number is not assigned to
the Barges.
7. For some of the CFS, the operations are totally CFS should be computerized
manual and the Information about the and is integrated with PCS.
containers shifted to CFS is not available
through the system.
8. Shipping bill (EDI based) is not received in Port Discuss with Customs
even after hard copy of LEO is received
9. Cargo Release Order (EDI-based) is often Discuss with Customs

received after the Cargo has been released
10. Yard report/register is still paper based in some PCS provides various web
ports and the messages sent from the container forms and reports
management to move the empty containers
are not made electronic yet.
11. If a Vessel is used for both Import and Export, PCS considers as “one
Different VCN numbers are used for Import and Voyage means one VCN i.e
Export separately in some ports. for both import and export”

12. SA maintaining separate accounts wit Port for Port’s internal process
different kind of charges (Like Vessel Related
Charges, Cargo related Charges)
13. Immigration passes (Dock entry permits and Dock Permits are Port’s
NOC) are not uniform in formats in different internal issue
ports.
14. All documents are manual and hardcopy forms Not in PCS scope
for immigration; no IT systems are in place to
help the work
15. Different SAs submitting Voyage registrations for Same Voyage Number can
Import and Export separately for the same be used for the Import and
vessel. Export though SAs are
different

S.No Suggestions From Stakeholders Addressed in PCS ?

1. Defaulters (SA) of charges should be blacklisted Ports enter the defaulter’s
and prevented from using the port services that details to the Port
he hasn’t made the payment for and alert Community System through
other ports. a web form.
2. SA can apply for Line clearance from the Tank Message is introduced in
Operator and Tank Operators can submit tank PCS
readiness form to Port through PCS
3. To use a Pre-gate application that will take in Gate Pass is covered in Port
information from the Import Advance List and Community System
IGM. It will allow the SA to fill in additional
information for example seal no., origin,
destination, etc. It will then automatically
populate Pre-Advice Inbound Rail Container
Application that is filled-in by the Port operator
while issuing the Gate Pass.
4. Bills / Invoices should be standardized into a PCS Finance related

common international format across the ports messages are standardized
although the tariffs by different ports may be
different.
5. Port can push bills files to banks and banks send Not in PCS scope
EDI response back. But Port must send payment
details, for example, for which items are these
bills for. PCS should reconcile the details.
6. Vessel movement should be transparent and Vessel shifting message is

notified to each SA every time whenever there meant for this only.
is Vessel Shifting/Vessel Berth/Vessel Un-Berth
7. IMO number or MMSI number can be used to IMO number is used to

uniquely identify the Ship. uniquely identify a Vessel.
8. Cancellation and amendment in the shipping Yes, All Customs messages

bill should be made electronic. will be incorporated in Port
Community System
9. Not all SL/SA are able to provide this COPRA EDI PCS provides the message
to Port. These messages can then be translated translator (T-Hub)
by PCS and sent to the Terminal Operators or
the Terminal Operators will need to change
their system to translate these messages.
10. Bay plan/yard plan report should be graphical Graphical presentation of

and published on-line. the Yard plan / Bay plan will
not be covered in the PCS.
But it can be done if
required

11. Even though Free Pratique is issued, if the crew Its ports internal process.
members are sick, while Immigration gives the
permit, they need to notify PHO about this.
12. E-mail ID of the Vessel should be included in the Included in the VESPRO
Vessel Profile Message
13. In the Vessel Profile, Include call sign change Included in the VESPRO
date and last call sign. Date of previous Vessel Message
name change should be included in Vessel
Profile
14. There should some provision to change type of Will be taken care in the PCS
the Vessel between Foreign and Coastal during messages
the voyage.
15. Amendment of IGM should be on-line. Amendment of IGM can be
done on-line if Customs
accepts.
16. The list of all banned cargo should be published It’s a one of the directories.
through PCS. A link should be provided to
the DFG.
17. Port Immigration Systems should be linked with Not in the scope of PCS
the all the AIR PORTS
18. After paying the duty, if CHA gets clearance When all identified
from customs at 3 or 4 pm, CHA goes to the CFS stakeholders are connected
next day. Where they have to enter the details through Port Community
again to the system. But takes long time. System, this problem will be
Instead, if CHA enters the details and CFS resolved
verifies the details next morning, can reduce
delay
19. PCS should provide online immigration Not in the PCS scope
application that checks for blacklisted crew.
20. Sea Port immigration under state government’s Ok

purview but airports under Central immigration.
21. Sometimes, SA comes to apply for NOC after This is process related issue.
ships sails, but Customs would have given
clearance for vessel sailing.
22. Port can push bills files to banks and banks send Not in PCS scope
EDI response back. But Port must send payment
details, for example, for which items are these
bills for. PCS should reconcile the details.
23. CFS is not linked to Customs and therefore When all stakeholders are
physical examination orders need to be connected through Port
submitted to CFS. It would be good to connect Community System. This will
CFS to the Customs for getting the most be resolved
updated B/L details.

24. CHA supposed to pay Stamp Duty to Shipping Not in PCS scope
Companies and Shipping Company in-turn
pays to the govt. Only after the customs signed
bill of entry is shown to the shipping line, does
the shipping line accepts the stamp duty. If the
payment can be made to CFS directly and CFS
can send to Shipping Line, it will be of great
help. Also, electronic payment of stamp duty
will help expedite this process.
25. Hiring of transporters (private) is currently done Not in the present scope of
by phone or fax. PCS, may include in future if
required
26. CONCOR is using their own train codes while its part of directories
JNPT is using their own train codes and
messages exchange between them cannot be
achieved.
27. Bills / Invoices should be standardized into a PCS finance messages are
common international format across the ports finalized
although the tariffs by different ports may be
different.
28. Import and Export Document goes through lot Customs has to accept
of small changes / amendments. Currently it is through EDI
not easy for the stakeholders to carry out the
amendments.
29. Pre-Advise list should be sent electronically to This can be done

Port and made available to the people at the electronically as PCS will
gate. have the Pre-Advice list
30. In JNPT EIR (Eqpt. Interchange Report) i.e. gate Port’s internal process
pass is issued only at the time of departure at
the outgate for both receipt of export
containers as well as delivery of imports.
31. Documents exchanged are in manual format All documents are

and at most email attachments exchanged electronically in
PCS except legal
documents and certificates
32. Forwarding Note can be made electronic so Yes, it’s a Message in Port
that it will be easier. Community System.
33. Hazardous cargo codes, agent codes between PCS directories will be
S/L, Ports, Customs and CONCOR are different. integrated with all the other
ports.
34. Some cargo is considered normal to ports while Need to be made common
in CONCOR, the same cargo is classified as directory
hazardous.
35. Cancellation and amendment in the shipping Yes.
bill should be allowed.

36. History of the ship need to be kept. Need to It will be taken care in Port
track the ports or the restricted countries the Community System
ship has visited before reaching the Indian port.
37. Provision to search vessels by Vessel name Yes, Vessels can be

should also be provided. (Vessel ID, Call sign are searched with Vessel names
auto generated number so no body
remembers them so if the details of the ships
should come by choosing the ships name once
the ship enters to port till it sails out.)
38. International code has to be provided to all All directories will be

ports and stakeholders. provided.

4. INTERFACES REQUIREMENTS
4.1 SYSTEM INTERFACES
The following are the system interfaces through which the PCS users interact with PCS.
The registered users can use any of the interfaces mentioned below as the client to send
and receive messages from their business partners through PCS.
4.1.1 FTP (FILE TRANSFER PROTOCOL)
PCS will be using CrimsonLogic Secure FPT (RTFTP) for uploading and downloading
messages. RTFTP Server provides Web based User Management module. User ID's can be
created and deleted using this module. While creating the user ID's, RTFTP server
generates the private/public key pair. RTFTP server can be used to create users to
perform the RTFTP File transfer. The server would create the User ID's on the remote
machine where RTFTP Server is installed. The private key file of the user can be extracted
using the User Management module to be used by RTFTP client during the file transfer.
Each user will be given a FTP login ID using which they can login and upload the
messages to be submitted to PCS using Secured FTP.
4.1.2 MHX (MESSAGE HUB ACCESS)
Message Hub Access (MHX) is a communication program that allows messages to be

transferred between a user’s system and Message Hub, an Internet-based messaging
platform for business partners to request for the submission and retrieval of information
from both portal and non-portal applications. Users, who required submitting their
messages to the message hub, will make use of this option.
4.1.3 WEB UPLOAD
User can login to PCS using the user ID provided and key in the information. The
messages can be uploaded to/downloaded from the server using the HTTP protocol. The
contents of the message (EDI/XML/CSV) will be extracted and stored in the database.
4.1.4 OTHER CLIENTS
The users also can use their own HTTP clients that can send messages using HTTP or HTTPS
to PCS. PCS users with Web Services capabilities also can use web services based on
SOAP, ebXML or RosettaNet to send the messages to PCS.

4.2 USER INTERFACES
The Users from different stakeholders also can access the Port Community System
through the single window web application (called PCS Web) .The stakeholders will have
to register through PCS Portal to get user ID to logon to PCS Web.

5. SPECIFIC REQUIREMENTS
5.1 INTELLIGENT MESSAGE SYSTEM
5.1.1 PCS MESSAGE HUB
PCS Message Hub (M-Hub) is an Internet-based messaging platform, which allows

stakeholders to carry out B2B transactions in a highly secure manner. M-Hub supports
protocols like HTTP, HTTPS, FTP and SMTP. Messaging protocols like Web Services based on
SOAP, XML, ebXML and RosettaNet are integrated into M-Hub.
In PCS, Transwork accepts incoming standard formats, like UN/EDIFACT, ANSI X12, Flat
files etc and translates into other formats such as ANSI X12, UN/EDIFACT, ROSSETANET,
XML, ebXML etc. It supports FTP, SECURE FTP, SMTP, S/MIME, HTTP, HTTPS, and MHAccess
(MHX) protocols. It has the capability of translating one file to many outputs, and many
files to one output. It allows the maintenance of messages in a relational database
allowing quick and easy reporting functionalities. It also provides audit log and trace
facilities, which facilitates easy debugging.
5.1.2 MODES OF MESSAGE EXCHANGE
The PCS users will be able to send and receive messages using three modes:
1. FTP (File Transfer Protocol)
PCS will be using CrimsonLogic Secure FPT (RTFTP) for uploading and downloading
messages. RTFTP Server provides Web based User Management module. User ID's can be
created and deleted using this module. While creating the user ID's, RTFTP server
generates the private/public key pair. RTFTP server can be used to create users to
perform the RTFTP File transfer. The server would create the User ID's on the remote
machine where RTFTP Server is installed. The private key file of the user can be extracted
using the User Management module to be used by RTFTP client during the file transfer.
Each user will be given a FTP login ID using which they can login and upload the
messages to be submitted to PCS using Secured FTP.
2. Web Form upload
User can login to PCS using the user ID provided and key in the information. The
messages can be uploaded to the server using the HTTP protocol. The contents of the
message (EDI/XML/CSV) will be extracted and stored in the database.

3. MHX (Message Hub Access)
Message Hub Access (MHX) is a communication program that allows messages to be

transferred between a user’s system and Message Hub, an Internet-based messaging
platform for business partners to request for the submission and retrieval of information
from both portal and non-portal applications. Users, who required submitting their
messages to the message hub, will make use of this option.
MHX works in two ways both of which use the secure HTTP and FTP protocols to interact
with M-Hub:
• Script processing
As a stand-alone program, MHX handles the message transfer via scripting. MHX
reads the input script file created by the user, processes it and writes the response
into the output script file. The script file contains instructions to perform submissions,
retrievals, listing or deleting functions with M-Hub.
• Java API
For Java applications that require communication with M-Hub, MHX Java API can be
embedded into the application to perform similar functions such as submissions,
retrievals, listing or deleting messages in M-Hub.
Features of MHX:
• Transmission and retrieval of messages to and from M-hub.

• Supports EDI, X12, Binary and Text files.
• Provides distribution list feature to send messages to multiple recipients.
• Provides nickname feature to map mailbox ids to user names.
• Retrieval from Short term Archive.
• List and delete from inbox.
• List short-term archives.
• Changing of user password.
• Supports the legacy EDIAccess scripts.
• Works with internet, leased line and dial-up connections.
• Can be configured to establish the dial-up connection automatically or to an
internet service provider if required.
• Use M-hub mailbox id and password to establish dial-up connection with
CrimsonLogic’s Remote Access server.
• Uses secure hypertext transmission protocol to interact with M-Hub.
• Uses secure file transfer client to upload or download files to and from the file
server.
• Provides script level recovery for failed sessions with communication error.
• Automatically checks for software updates and prompts if any update is
available.
• Provides a graphical user interface to create and manage user profiles.
• Provides a scripting option that creates the scripts automatically based on user
selections.

5.1.3 COMPONENTS OF MESSAGE EXCHANGE
PCS will provide all the stakeholders, including the business players and the government
agencies, the facility to securely exchange the electronic documents/information with
respect to maritime transport chain in real time through the centralized intelligent
electronic exchange components namely Messaging Hub (for messaging), Transwork (for
translation) and Maestro (for Business Process Routing). The stakeholders will be able to
transact and send information securely and reliably to each other in structured EDI
message formats. PCS will use the Enterprise-Application Integration message brokering
services to facilitate information exchange with the external business stakeholders, port
authorities and the government/regulatory agencies.
1. Message Hub
Message Hub is a server-based application that provides the infrastructure for
exchanging messages in the Java 2 Enterprise Edition (J2EE) environment. It enables pre-
defined trading partners to request for the submission and retrieval of document-based
messages.
The request for submission and retrieval of messages can come from a portal or non-
portal application via Message Hub Access (MHX). Message Hub authenticates the user
information before granting a connection to process the request (see Figure1).
The main features of Message Hub are:
• Lists messages from the inbox, outbox and archives.

• Enquiries on in, out and archive boxes to view the message information.
• Messages can be deleted from the user’s inbox.
• Restoration of messages from short-term archive to inbox.
• Distributes messages to a specific list of recipients.
• Allows acknowledgement options e.g. Delivery Notification (DN), and Receipt
Notification (RN).
• Automatic notifications of errors e.g. Non-Delivery Notification (NDN) and Non-
Receipt Notification (NRN).
• Generates NRN if unread messages are deleted from inbox.
• Allows filtering of incoming messages.
• Performs basic Electronic Data Interchange (EDI) validation.
• Equipped with VADS service for paging and message alerts.
• Secures documents and data with digital signatures and message encryption.
• Allows the submission and retrieval of messages via SMPT, FTP, Secure FTP, HTTP,
HTTPS and Message Queue.
• Outfitted with message routing capability.
• Integrates easily with third party billing system.

2. Transwork
Transwork is a flexible data translation software that enables the translation of data from
one format to another. Message in UN/EDIFACT format can be easily translated to
another format, like XML or user-defined file format.
Data translation from one format to another normally requires an input source data and
an output destination data.
Using the Transwork Designer, a highly intuitive tool, the user first design both the input
source and output destination type file. This involves defining the structure of the
message, like grouping, segment, composite data element and basic data elements.
Properties like the number of occurrences, mandatory or optional, data type, initiator,
terminator and others are also defined at this stage.
After the input source and output destination type file are designed, the user will
proceed to define the data mapping from the input source to the output destination.
Mapping is done by simple clicks and drags from the source element to the destination
element. A set of function rules that can be applied on the destination element is also
available.
When the mapping is completed, the map compiler is executed to generate a

compiled map file. By supplying the input source file, the translation can be optimally
executed with the generated compiled map file.
Transwork Designer:
Transwork Designer allows for quick designing of type file and map file.
• Support for UN/EDIFACT, ANSI X.12, XML and other user-defined file format
• Element properties like number of occurrences, mandatory or optional, data

type, initiator, terminator and others can be easily edited using the Property
Viewer
• Backup of the type and map file is done prior to saving the updated file
• A set of function rules is provided. This includes ABS(), COUNT(), MIN(), MAX() and
many others
• For optimal run-time performance, the compiler compiles the map and produces
a compact binary map file
• Completed type files can be stored in a library in a hierarchical manner

Translation Engine
Transwork Engine performs the actual translation from one message format to another.
• This allows for the run-time configurations, like the location of the input and
output file, verbose, log level, etc
• The translation engine can be invoked via a command-line by passing the

relevant parameters like input and output file location, map location
• A Java-based API is provided to allow integration with other applications
• Audit log and trace file provides information on the status and detailed activities
of the translation
• Supports multiple input source files and multiple output destination files
• Support for data encoded in UTF-8
• Translation can continue even when bad data is encountered. The message
which contains the bad data is extracted out and saved into a separate file
The Transwork process flow is given in the following diagram.

5.1.4 MESSAGE EXCHANGE USE CASES
Web Portal /
MHub Client Send / Receive Messages MHub Client
(M-HUB SERVER)
All Authorised MHub Client Port Internal System

PCS Stakeholders
Web Portal
Customs System
Mail Management
(M-HUB SERVER)
Web Portal
PCS Port Administrator
1. Send / Receive Messages
PCS user will be able to send or receive messages via Mhub Clients like MHAccess
(MHX) or via Web Portal. MHX can be setup at the client side or the server side and
the profile can be configured to send / receive messages from/ to a particular folder
periodically. The MHX will automatically connect to the Messaging Server in PCS and
pick / deposit the message. The messages will be tracked by the Messaging server so
that any failover will be detected and appropriate action can be taken.
In case of X12 and EDIFACT messages, MHX will validate, split and extract certain
information from the message body content. Distribution list and nickname files are
supported in submitting messages. Restart and Recovery feature allows partial send /
receive of messages in the event of disconnection. MHX supports data encryption to
store the password. It also supports changing of user password.
2. Mail Management
Mail management helps the user to view the message header information and
delete the messages in the inbox through PCS Portal. It also allows the user to view
header information and restore messages in the STA. The message header stores the
message records.
The search criteria of Mail management enable the user to search and view the
message header information available in the inbox, archive, outbox, and the long-
term archive. The system retrieves a list of message header information based on the
search criteria entered, and displays the information. The user can click on the
message ID to view message details listed in the message header list.
Refer the Annexure – II, Section 7.2.1 for the Use Case descriptions.

5.2 CENTRALIZED DATABASE AND DOCUMENT REPOSITORY
PCS will maintain a central repository to store, archive and retrieve the messages and
the information exchanged between the different stakeholders. The Central Repository
consists of PCS Central Database and PCS Central Document Repository.
The profiles of all vessels registered with Indian ports, voyage history, details of cargo and
container movements through the major ports, crew and passenger details, the
information of the main stakeholders and their business transactions with ports will be
kept in the Central Database.
All the electronic business documents exchanged (messages) between the registered
stakeholders like General Manifests, Berthing Applications, Agent Delivery orders,
Stowage Plans, Bill of Entries, import and export permits etc will be stored in the original
forms in the Document Repository for archival in the future.
The supporting electronic documents in the form of scanned hardcopy documents,

emails from the server, the invoices, billing receipts and payment acknowledgements will
also be organized and stored using DMS in the Central Document Repository.
The PCS will use Relational Database Management System (RDBMS) and Document
Management System (DMS) for Maintaining data and document respectively in the
Central Repository.
5.2.1 CENTRAL DATABASE
1. The PCS will use Relational Database Management System (RDBMS) for Maintaining
the Central Database.
2. The Central Database is populated by:
• The relevant data extracted by the PCS parser from the messages exchanged
between stakeholders
• Data entered by the stakeholders through the web forms provided in PCS web
application.
3. The Central Database facilitates track and trace for cargo and containers to the
stakeholders based on their access rights.
4. Central Database provides real time Vessel, Cargo and Container status to the
authorized stakeholders.
5. PCS, through PCS Web, provides functions to search and view the data in the Central
Database for authorized users based on the access rights and also provide MIS
reports based on the Central Database.

5.2.2 CENTRAL DOCUMENT REPOSITORY
1. The PCS will use Document Management System (DMS) to maintain the documents
in the Central Repository.
2. The messages exchanged between stakeholders are deposited in the Document

Repository by the messaging system in the folders designated for the user.
3. PCS will provide option for the stakeholders to upload the electronic messages and
other supporting documents and store the uploaded documents into designated
folders in Document Repository.
4. The Document Repository supports built-in search function for searches based on
Meta information, full text, phonic and stemming.
5. The following are some of the Document Repository features:
• The documents for each stakeholder are maintained in separate cabinets.

• Hardcopy document can be scanned using Twain-compatible scanner prior to
filing
• Documents can be encrypted for additional security
• Supports PDF, XML, HTML, Microsoft Office documents (Word, Excel and
PowerPoint) and the image formats including JPEG, GIF, BMP, PNG and TIFF.
6. Administrator will perform the document management via a web front-end in PCS.
7. The Administrator will perform all the below document management functions
through PCS Web:
• Manage the storage of documents and images

• Create folders for each stakeholder for them to upload documents to.
• Create, copy, delete, move and undelete documents and folders
• Create and maintain User groups
• Specify multi-level access rights for each folder, document or function.
• Index uploaded text-based documents.

5.2.3 MIS REPORTS
PCS will provide the following MIS reports generated from the Central Database:
• Vessel, Cargo and Container Traffic handled by the Port (Daily, Monthly and
Annually, port-wise)
• Transactions processed, Port-wise (Daily, Monthly and Annually)
• Transactions processed, Stakeholder-wise.
• Annual performance of the ports and other stakeholders.
• Port Performance Indicators like turn around time, average Pre-Berthing Time,
Average Stay at Berth etc
• Dwell time at the ports
• Messages processed and pending at various stage, Port-wise
• Average time taken in processing the messages at each stage
• Import and Exports, Port-wise (Daily, Monthly and Annually)

5.3 WEB SERVICES
5.3.1 WEB SERVICES USE CASES
Publish Web Services
PCS Stakeholder
Consume Web Services
Service Registration / De-registration

PCS Business Module
Port Administrator
Service Status Query
Access Audit Trail
1. Publish Web Services
Any PCS Stakeholder who is Web Service-enabled or selected internal PCS business
modules will be able to publish their services as a Web Services in the WSG, for other
parties’ service consumption. This is done with the help from the Port Administrator.
2. Consume Web Services
Any PCS Stakeholder who is Web Service-enabled or selected internal PCS business
modules will be able to consume published Web Services via the WSG.
3. Service Registration/ De-registration
The Port Administrator will be able to register and de-register a Web Service via the
WSG Portal.
4. Service Status Query
The Port Administrator will be able to query the status of any Web Service registered
in the WSG Portal.

The following status can be known:
• Service activation status (Disabled / Enabled)

• End service URL availability (Online / Offline)
5. Access Audit Trail
The Port Administrator will be able to view the audit trail of Web Service invocation
details via the WSG Portal.
The following information can be known:
• Name of service
• Owner of service
• Date/time service was invoked
• Date/time of response
5.3.2 WEB SERVICES PROVIDED
PCS will provide the following Web services for the stakeholders:
• Resource/Equipment Availability with Port

• Message submission to Port Community System
• Train Schedule (from CONCOR)
• Weather Conditions updated by the port
• Search Container Location (Track n Trace – from PCS, Port / Terminal Operators
and CONCOR)
• Reefer Container Status (from Ports)
• Online payment using Internet Banking
• Global visibility to in-transit ocean cargo from origin to destination (Information
can be retrieved from a centralized agency, if available)
• Yard Inventory

5.4 PORTAL SERVICES
PCS will provide the portal services, Web Content management and Web Services
facilities to the stakeholders through CPS, WCM and WSG.
CrimsonLogic Portal Server (CPS) provides an application framework that enables

integration of information from various systems into one solution through single sign-on
and enterprise application integration capabilities. It will provide a generic technical
framework that integrates web services within a business portal, creating a standard look
and feel for all services offered by the company.
PCS Portal will provide built-in Portlets with access control features to publish the
information to only the party who has subscribed to it. The contact information, the forms
for registration and deregistration, the frequently asked questions, access to procedures
and manuals will be available through PCS portal. All the detailed information on PCS
covering its activities, benefits of registering and methods of registering will also be
published through CPS.
The functional view of the CPS is shown in the diagram below:
Portlets / Portlets / Portlets /

Applications Applications Applications
CrimsonLogic
Portal Server SSO /
(CPS) Any
Single Sign On
Liferay Component
PFK / Membership /
Standard Header ANA / Any
& Footer Provider Any Customer Info
Authorization & Component
Authentication
Component
Web Content Manager (WCM) will allow the content manager or author, to manage the
creation, modification, and removal of content from the web site without the expertise
of a webmaster. Ports will be able to develop, customize and manage their own
content.

The WCM also allows the publishing of the content provided by the other systems in the
PCS community. The content will be extracted and published from the XML/HTML source
sent to the PCS system through the messaging services provided by the PCS system.
PCS will provide the stakeholders the provision to advertise their services and products on
the PCS. WCM will provide a workflow for web content publishing to co-ordinate the
approval of the content. The access to the content will be maintained based on the
subscription and access control settings.
In summary, the features of the portal services are as follows:
• Single-Sign On (SSO) facility

• Ability to change the content and functionality of the portal.
• Allows applications, information and messages to be published as portlets and
be personalized by authorized users.
• Allows administrators to easily manage users and groups through a GUI interface.
• Provides personalization tools so that users can modify their portal layout as per
their preference. Administrators can also specify community pages so that all
users who belong to a certain group see a specific community page.
• Supports internationalization.
• Provides comprehensive Audit trail information for using the portal services.
5.4.1 PORTAL SERVICES PROVIDED
PCS portal will provide the following services and information to the visitors like:
• Registration and login facility for non stakeholders of the PCS, for getting
the newsletters, white papers and articles etc.
• PCS activities and registration documents are all provided for PCS Users.
• Application form for registration for stakeholders.
• Contact/Tender details of the ports.
• Links to other related sites like port web sites, ICEGATE etc.
• Frequently asked questions
• Option for managing own user profiles
• Procedures and Manuals based on stake holder’s role.
• Single sign on facility (SSO).
• Access to PCS web application to registered.
• Provision for stakeholders to advertise their services and products on the PCS.

5.5 PAYMENT SERVICES
PCS will provide payment facilities to the stakeholders for various services offered on the
PCS through NBS and E-Payment components respectively.
Network Billing System (NBS) will allow the customers and the port finance users to do the
billing transactions like setting up the account plan and account deal, making the
invoice adjustments and Credit card authorization online. NBS will capture the
customer’s necessary information from the registration system and maintains the list of all
products and services supplied or delivered.
Bank Agencies
Payment Gateway
Event Handler
Billing
Financial
Notification e-payment
Enquiries & Reports
Analysis
Reconciliation
External User Receivables Payable
Pre-Processor Rating
GL
Administration Registration
Internal User
Authentication & Authorisation
Business Communication
Applications Gateway
Rating Processing
Transaction amounts / usages from PCS will be passed to the billing system either through
event publishing or as flat file.
The computing of the various charges will be done at the port level. The final computed
charges for the various vessel, container and cargo relates services will be fed to the PCS
system. The detailed payment summary and breakdown will be kept in PCS.

Collection and Payment
The system provides various modes to collect the outstanding bills from the customer:
1. Inter Bank Direct Debit –The outstanding amount will be automatically sent to a
processing bank. The operator will have to setup the accounts with their
preferred bank. The Billing System can be customized easily to interface with the
preferred bank of the operator in the major ports.
2. Manual – The subscribers uses cash or cheque or E-payment to settle the

outstanding bill. They are given a grace period, after which they are liable to pay
surcharges.
3. Deposit – The outstanding amount will be deducted against the deposit. The user
may pay the deposit through cash or cheque over the counter.
E-Payment will provide various payment options to the customer that he can chose from
based on his preference and convenience. The E-Payment will facilitate the payment by
the stakeholders for the services using the Internet Banking option.
The main payment mechanism will be for the following type of customers for the services
rendered by the Port and CFS:
1. Shipping Agents / Lines

2. Custom House Agents/Importers/Exporters
The E-Payment module will interface through the secure payment gateway established
with the major banking corporations or provided. It will also provide an efficient and cost
effective method of collecting payment online using credit cards such as AMEX,
MasterCard and VISA. The E-Payment module will also interface with the customers
deposit (PD) account in the Port’s Internal Financial System, if it exists, to debit/credit the
payment amount.
PCS will also allow other stakeholders to receive electronic payments from the customers
by making use of the interface setup by PCS with the banks and the ports.
The following e-Payment options will be available in the PCS system:
3. Direct payment of an amount specified by the stakeholder.

4. Direct payment of a bill selected by the stakeholder.
5. Approaching the specified bank branch and give cash/cheque for payment of a bill
produced by the PCS application.
In the first option the user has to input the amount, the port, the PD account and his
bank to the payment system to perform the transaction. The details entered by the user
will be sent over to his bank via a secured payment gateway. The bank application will
carryout the transaction and also will send the messages after successful authentication
and confirmation from the stakeholder.

The flow of the payment system for the above case is shown below.
In the second option the user has to select the bill and his bank from the PCS
application. The details of the selected inputs will be sent over to his bank via a secured
payment gateway. The bank application will carryout the transaction and also will send
the messages after successful authentication and confirmation from the stakeholder.
For implementing these two payment options a payment system will be provided which
will send the required details to a secured payment gateway for performing the
transactions.
The payment system would be integrated with the existing credit card payment system
to provide the option for the stakeholder to do the payment using credit card.

5.5.1 PAYMENT SERVICE WORKFLOW
credit-card
Credit CardPay ment pay ment gateway
WebPortal banking
pay ment gateway
WebPortal Bank
Internet BankingPay ment
WebPortal
Any Stakeholder
Pay ment through
Port Deposit Account MHXClient
Port Financial System
• Credit Card Payment
Shipping Agents and Customs House Agents (CHA) will be able to make payment via
their credit cards through PCS. Payment via credit card can be made for vessel,
cargo and port related charges.
• Internet Banking Payment
Shipping Agents (SA) & Customs House Agents (CHA) can also make payment via
the internet banking option through PCS. Payment via internet banking can be
made for vessel, cargo and port related charges.
During payment, Shipping Agents and Custom House Agents will be able to select
either to pay by credit card or internet banking option.
• Payment through Port Deposit Account
Shipping Agents and Customs House Agents (CHA) can make a deposit into their
respective bank accounts they have with the ports. NBS will be used to help all the
ports keep track of various accounts for the agents.
During the debit transactions, PCS uses NBS to debit the amount of charges from the
agent’s account maintained in NBS. After the successful debit, a message will be
sent from NBS (via M-Hub) to the Port’s Financial Systems for updating the balance
amount.

When the agents top up their balance at the port premises, the Port’s Financial
Systems shall send a message (also via M-Hub) to NBS, which will update the correct
account balance for the affected agent.

5.6 ADMINISTRATION SERVICES
PCS will provide web based administrative facilities to manage the PCS components, the
component configuration, Company and user accounts, user roles and user access
rights administration.
5.6.1 COMPONENTS ADMINISTRATION
a. M-Hub Administration
M-HUB Service Management
M-HUB Service Management module allows the System Administrator to manage

and configure the M-hub service. It allows the Administrator to configure the settings
on Messaging Hub server with regards to connection, message types, and libraries.
Adaptor Management
Adapters are meant to perform additional processing on the submitted messages.

For example, a user ‘A’ submits messages to M-Hub in the plain text format. This
message needs to be translated to the EDIFACT format before depositing into the
recipient ‘B’s mail box. This value-added service is done by the adapter.
Adapter configuration allows users to set up a value-added service code (java
class), along with the required parameters.
Codes Management
Codes Management enables setting up M-Hub system parameters. It helps the PCS
administrator to modify the system parameters.
b. Transwork Administration
Transwork Maps Management
This feature allows the Port Administrator to organize the translation maps to be used
for message translations by various stakeholders of PCS.
Transwork Lib Management
This feature allows the Port Administrator create/update/delete the EDIFACT libraries
for reuse in other translation maps. It allows the Port Administrator to keep the libraries
updated while the UN/EDIFACT standards are evolving so that PCS will be able to
adapt to the latest information interchange standards.

c. WSG Administration
Service Registration / De-registration
The Port Administrator will be able to register and de-register a Web Service via the
WSG Portal.
Service Status Query
The Port Administrator will be able to query the status of any Web Service registered
in the WSG Portal.
The following status can be known:
• Service activation status (Disabled / Enabled)

• End service URL availability (Online / Offline)
Access WSG Audit Trail
The Port Administrator will be able to view the audit trail of Web Service invocation
details via the WSG Portal.
The following information can be known:
• Name of service
• Owner of service
• Date/time service was invoked
• Date/time of response
d. Business Process Administration
Process Deployment
This feature allows the Port Administrator to deploy new Process templates and
process adapters easily for changed business flows or change in business handling
logic.
Process Management
This feature allows the Port Administrator to enquire the status of business processes
that have been started, allowing the administrator to abort the process or to resume
processes that were inactive due to some error conditions.

5.6.2 COMPANY AND USER ACCOUNT ADMINISTRATION
a. Account Management
The Port Administrator will be able to setup company accounts for the different
stakeholders of PCS. It also allows the administrator to enquire the list of registered
users, total number of users, total active and total inactive users under a particular
account.
b. User Management
The Port Administrator will be able to perform user registration / de-registration / re-
registration, user details update and user details enquiry for any userID of the PCS.
c. Password Management
The Administrator will be able to reset the password of a selected UserID and the
web admin will send a notification (email / fax) to the user concerned, informing him
/ her of the temporary password to use and change.
d. Role Management
The Administrator will be able to create/update/delete different roles and role rights
matrix required for the PCS application.
The role access rights will include Add / Update / Delete for different modules that
have been pre-configured for each of the above roles.
e. Code /Directory Management
The Administrator will be able to create / update / delete the reference codes and
values used in the PCS. Some of these directories include:
• Vessel Types
• Engine Types
• Hatch Cover Types
• Society Classification Types
• Agent Codes
• MLO Codes
• Terminal Operator Codes
• Port Codes
• Dock Codes
• Purpose of visit / docking Codes
• Cargo Types
• Payment Modes
• Re-enter Reasons Codes
• ISPS Levels
• Country Codes
• Trade Types
• Container Types

• Container Action Indicator Types

• Dispatch Modes
• ISO Container Codes
• Dangerous Cargo Types
• Nature of Gas Codes
• IMO Class / Division Codes
• MLO Class Codes
• Customs Site Codes
• Container Status Codes
• Container Size Codes
• IMDG Codes
• UNNO Codes
• Gang Types
• Gang Purpose Codes
• Equipment Codes
• Berth Codes
• Disposal / Arrival Codes
• Seal Status Codes
• Package Types
• Certificate Types
• Wagon Types
• UNO Codes
• HS Class Codes
• Local agent of P&I Club
• Hull Insurance Company
• Propulsion Type
• Vessel Owner code
• Vessel Chartered code
• Vessel arrival code (Ballast, Cargo, Passenger, etc.)
• UNECE LOCODE for locations / towns
• UNECE LOCODE for subdivisions / states / districts
• ICD code
• CFS code
• Unit of Quantity Code / Unit of measurement code
• Equipment type
• Berth Location code
• Group Code
• Commodity code (8 digit HS code)
• Commodity code (10 digit HS code)
• Nature of Cargo code
• Importer/Exporter code
• Currency code
• Railway station code
• Container wagon owning railway code

5.7 REGISTRATION AND AUTHORIZATION SERVICES
In PCS, User Registration done through (NCMS) allows the Stakeholders to perform their
customer registration, mailing, reporting and other supporting functions quickly and
efficiently.
PCS Web Administration is a portal that houses various components for the purpose of
performing administrative tasks by the appointed Administrator(s). It has got the following
components:
• Customer Management System (CMS)

• Authentication & Authorization (ANA)
PCS Customer Management System (CMS) will allow the administrators to carry out the
Account/Company, User registration, System Administration & Report and other
supporting functions such as Update, Suspense, Re-Instate, De-Registration and Re-
Registration.
In PCS, Customer Management System (CMS) will reside in an administrative portal

together with the other components such as Messaging Hub to support the Customer
Management System Administration, Report Generation and Mailing. NCMS will also be
integrated with the Network Billing System (NBS) and Authentication and Authorization
(ANA) to capture and maintain a repository of information on all registered users.
PCS will allow the users from all the ports to submit their registration application online
securely. The information will be sent to the designate ports for verification of the details.
The officials will be able to login and submit the verification report online. After
verification, the user will be registered with PCS and a user ID and password will be sent
to the user via email.
The following are PCS Customer Management System features:
• Enables creation, updates and enquiries on corporate accounts.

• Enables account registration, update, browsing, suspension, reinstatement,
deregistration and re-registration.
• Allows user to register and de-register their user IDs, update and browse their
respective data.
• Provides authorized staff with basic maintenance facilities such as create,
update, delete, enquiry for the code databases.
• Access to functions/features is controlled using ANA where the user access rights
list is maintained.
• System Administrators can track all transactions with the system’s audit log.
• Automatic housekeeping function that archives expired or obsolete records in
the database.
• Generation of operation reports for relevant staff based on pre-specifications
from the database.
• Generation of notifications to customers informing them of their user IDs and
passwords.
• Provides the option to print selected or all mailing records onto the
correspondent documents, envelopes or labels.

User Authorization and Authentication (ANA) /SSO
In PCS, the ANA User ID Registration Module provides administrative functions for
authorized personnel to manage user registration, passwords, roles and access rights for
the user id.
User Registration
• Provide functions to register user ID.

• Provide functions to enquire password related information, reset password and
reactivate frozen password for a user ID.
• Provide functions to enquire about applications/roles entitlement, assign or
change applications and roles entitlement and add new application ID and new
role ID for a user ID.
• Provide functions to enquire about roles entitlement assign or change roles
assigned to the application ID and add new role to an application ID assigned
for a user ID.
• Provide function to create resource and delete resource for the application ID.
• Provide the function to add new role rights and remove existing role rights.
• Provide the function to enquire about reports on login success, login failure,
active roles, inactive roles, active users, inactive users, reactivate password and
reset password.
User Administration
In PCS, administrator of specified group has the privileges to control the user access by
various methods. The following actions can be done by the Administrator.
1. Password:
• Password validity
• Force password change
• Modify commencement date
• Enquire password
• Reactivate the frozen password
• Reset Password
2. Applications:
• Enquire Applications/Role Entitlement

• Change Application Entitlement
• Create New Application and Role
• Change Roles Entitlement
• Create New Role
• Create and delete Resource
• Create and delete Role Right

5.7.1 USER REGISTRATION USE CASES
Web Portal
Corporate Registration
Web Portal
Web Portal
PCS Stakeholder Port
Web Portal
Web Portal
Account Registration
Web Portal
Web Portal
User Registration
Web Portal
PCS Port Administrator
• Corporate Registration
A corporate refers to the stakeholder who can be registered with PCS which will have
some accounts and some users that can perform certain functions. The corporate can
be registered and deregistered here.
Stakeholders can either download the registration form from PCS portal or register online.
The filled forms that are downloaded will have to be submitted to the Port that the
stakeholder would like to register with the supporting documents. The stakeholders who
register online would have to take printout of the filled form and approach the port for
registration.
The port authority will verify the registration form and approves the registration. The PCS
Port Administrator will create accounts for the stakeholder once the port approves the
registration.
• Account Registration
An account refers to an account registered under a corporate. For example, in the Port
A’s Finance Department, there can be an account (AccZ) for a customer (CustC) for
payment services which in turn may have multiple users.
The account registration and de-registration can be done in NCMS by the PCS Port
Administrator. The account modification, enquiry and deletion feature is also available.
• User Registration
A user can be registered to a customer’s account. For example user (userid: usr001) may
be registered under the customer account (AccZ). The user will be given certain roles

and each role will have some functional rights. The user details along with the user’s
notification preference will be stored here. This would be done by the administrator
based on the user registration forms from the account holder submits to the Port.
5.8 SINGLE WINDOW WEB APPLICATION
PCS Single window web application (PCS Web) will allow the stakeholders to access the
centralized repository to view all their transactions with other stakeholders. The users also
can track and trace his cargo or container using this application. Through this
application PCS provides real time vessel, cargo and container status to the authorized
users.
PCS web will provide many MIS reports to the Port, stakeholders and the Government.
PCS Web also provide the stakeholder web forms to enter and submit the messages or
business documents that need to be sent to the other counter parts in the Port
Community.

5.8.1 IMPORT PROCESS
The following Use Case diagram depicts the main use cases in the import process:
Register Voyage
Shipping
Bank
Agent
Request Berth
Port/
Discharge Cargo/Container Terminal
Stevedore/
Tank Farm
Operator Import Cargo clearance
Customs/ Controlling
Agencies
Shift Container to CFS
Surveyor
De-stuff Container
Transporter/
CONCOR/Railway
CHA Release Cargo Operator
The each use case in the import process is further explained in the following sections in
detail. The use case descriptions are given as annexure – II, 7.2.5 at the end.

1. Voyage Registration (UC: Register Voyage)
Shipping Lines or Agent will register the vessels they operate to the port through PCS by
submitting the vessel profile. The registration need to be renewed in every six months or if
there is any change to the profile. Shipping Agents submits the Expected Time of Arrival
(ETA, also called the voyage details) with the port before it arrive the Port. A unique
Voyage number (VCN) is given to the vessel for each voyage by the Port. Voyage
registration is mandatory for all Vessels to enter the Port.
Before assigning a VCN, Vessel profile should be registered by any of the Indian Ports and
Vessel profile should be updated whenever there is a change in the profile or in every 6
months. Vessels are identified with unique IMO code.
Features for Stakeholders
1) SA
Enter the details of the Vessel/Voyage
Request for advance charges bill
Pay the advance charges in the Bank
Send request for IGM Number (For Import)
Send request for Rotation Number (For Export)
Receive the Debit advice from the Bank
2) Port
Verify the Vessel Details submitted by the SA
Register the Vessel details
Update the Vessel details
Assign VCN number to uniquely identify the voyage
Send the advance charges bill to SA, Bank
Receive the Credit advice from the Bank
Receives IGM number
Receives Rotation Number
3) Bank
Send Debit advice to SA/CHA/Importer/Exporter
Send the Credit advice to Port
4) Customs
Receive request for Rotation Number

Assign Rotation Number

Receive Manifest details
Allocates IGM number

5) CHA / Importer / Exporter

Request for advance charges bill
Pay the advance charges for cargo related charges in the Bank/Port
Receive the Debit advice from the Bank
Use Case Diagram

Following is the Use Case diagram for Voyage Registration:
Register Vessel
Port/ Terminal
Allot VCN
CHA / Importer
/ Exporter
Assessment of Charges
Bank
Pay Advance Charges
Shipping Agent
Apply for Rotation Number/ IGM No
Customs
Assign Rotation Number / IGM No
Refer the Annexure – II, Section 7.2.5: 5.1 for the Use Case details.

2. Vessel Berthing (UC: Request Berth)
The Shipping Agent files the Import General Manifest (IGM) containing the Cargo
Manifest, Container Details along with the Vessel Details. Customs allocates the IGM
Number and the same is forwarded to the ports and the Shipping Agent as a message.
After the availability of the expected arrival information, the Shipping Agent provides the
Berthing Application containing arrival schedule, cargo details and the dimensions of the
vessel. 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.
(Note: All certificates are not mandatory and it will vary from port to port)
The Shipping Agent also submits the hazardous cargo declaration along with the special
instructions for handling the hazardous cargo.
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.
The allotment of berth is carried out by the Port by viewing all the berthing application.
Following are the features covered in Berthing Application Module:
1. Shipping Agent
File the IGM to Customs.
Amend/Cancel IGM to Customs.
Supplement the IGM to Customs.
Submit Berthing Application along with the required documents such as
i. Cargo/Container details
ii. List of hazardous cargo and any other as declared as statute
iii. Hazardous cargo details
iv. Instructions to handle hazardous Cargo
v. Stowage Plan
Inform the vessel arrival details with ETA.
Request for Entry Inward.
Request for PHO, PQ, MMD Certificates.
Request for resources to do the stevedoring activities.
Send Advance Passenger/Crew List.
Request for immigration Permit, NOC.

2. Customs Authority
Get the IGM particulars.
Allocate IGM No (Rotation Number).
Give permission for entry inward.
3. Port
View Berthing application, Supporting Documents.
View Resource requests.
Allocate berth for the vessel.
Allocate resources to do the stevedoring activities.
4. PHO can
Verify the advance crew list and the documents submitted for free pratique.
Issue free pratique (Health Clearance Certificate).
5. MMD, PQ department
Issue MMD, PQ certificates online.
6. Immigration
View Crew List and the passenger List.
Issue Landing Permit to the crew members.
Issue No Objection certificate.
7. Stevedore
Send request for resources to port.
Receive debit advice from bank

Use Case Diagram

Following is the Use Case diagram for Vessel Berthing:
File/Amend/Supplement IGM
Customs
Apply Berth
Request Regulatory Certificates
PHO/Immigration/
MMD/PQ
Issue Regulatory Certificates
Shipping Agent
Allot Berth
Allocate Resources
Port/ Terminal
Stevedores
Grant Entry Inward

3. Cargo/Container Unloading (UC: Discharge Cargo/Container)
The unloading of the cargo takes place as per the IGM. The port may provide the tally
sheet of the cargo discharged from the vessel to the shipping agent. The Stevedoring
Report is also given to the shipping agent related to the cargo.
Features for Stakeholders:
1. SA
Send Bay Plan/Stowage Plan to Port.
Apply for entry outward to customs.
File supplementary IGM to customs
2. Customs
Customs approve entry outward.
Supplementary IGM for excess landed is verified by customs
3. Port / Terminal
Based on bay plan the unloading is done from the vessel.
View Entry outward issued by Customs.
Prepare Tally Sheet and send the same to SA.
Send tally sheet to SA
4. Stevedores
Based on bay plan the unloading is done from the vessel.
Receives the bay plan from SA.
Sends Tally sheet and stevedoring report to SA.
5. Surveyors
Surveyors prepare the tally sheet and loaded cargo reports, sends to the SA.

Use Case Diagram

Following is the Use Case diagram for Cargo/Container unloading:
Send Bay Plan/Stowage Plan
Stevedores
Unload Cargo/Container
Shipping Agent
Excess/Short Landed
Surveyors
File Supplement IGM
Customs
Port / Terminal

4. Import Cargo Clearance (UC: Import Cargo Clearance)
Imported Cargo will have to be cleared by Customs and other government controlling
agencies before released from the port and CFS. Cargo clearance is given by the
Customs after verifying the cargo, relevant documents and collecting the duties from
the CHA
Customs examines the cargo in CFS if it is containerized cargo, examines the cargo in
the private location in case of factory stuffed cargo. Customs issues Out-of-charge order
for Import cargo.

1) SA
Intimation of Cargo location to CHA / Importer
Preparing the Delivery Order/BL
Sending the Delivery Order to CHA/Importer
2) CHA / Importer / Exporter
Receive Delivery Order from the SA
Create the Bill of Entry/BL/DO
Send the Bill of Entry to Customs
Receive Out-of-charge order from the Customs
Payment of Port Charges.
3) CFS
Intimation of Cargo location to SA, Customs
Receive Delivery Order / BL from the CHA / Importer
Receive Out-of-charge order from the Customs
4) Customs
Receive Bill of Entry from the CHA
Receive Cargo Location message from the Port / CFS
Examine the import cargo and issues Out-Of-Charge
5) Port
Receive Delivery Order / BL from CHA
View Out-Of-Charge order issued by Customs
Issue Gate Pass report for Delivery of Cargo based on OOC


Use Case Diagram

Following is the Use Case diagram for Cargo Clearance:
Intimation of Cargo Location

Port /
CF Terminal
S
Issue Delivery Order / BL
File Bill of Entry CHA / Importer
Customs Out-of-charge
Shipping
Agent Custom
s

5. Container Movements to CFS (UC: Shift Container to CFS)
The CFS operates as the custodian of the cargo and containers while the cargo/
containers are inside the CFS. In case of imports, the containers are moved from the Port
area to CFS for de-stuffing and discharge to the Importer. CFS also arranges
transportation services for shifting containers from Port area to CFS.
1. Container Agent
Request for permission for the movement of containers from Container
Terminal to CFS for import.
Forward advance container list and handling instructions to Container
Terminal, CFS and Transporter.
Receive Gate-out Pass in Container Terminal.
Receive Gate-In Pass in CFS.
2. Port / Terminal Operator

Issue Permission for the movement of Containers from Container Terminal to
CFS.
View Advance container list.
Issue Gate out Permission for the containers moved from container Terminal
to CFS.
Issue Equipment Interchange Report to Transporter.
3. CFS
Forward the Pre-Advice (List of containers moved from Port to CFS).
Issue Gate in Permission for the containers moved From container Terminal to
CFS
View Manifest details online.
View Advance Container List online.
Issue Job Order to Transporter for the containers which should be moved from
Container Terminal.
4. Transporter

Receive Advance Container List from Shipping Agent/CFS.

Receive Job Order from Container Freight Station.
Receive Gate In Passes from CFS online.
Receive Gate-Out Passes from Container Terminal online.
Receive the Equipment Interchange Report (EIR) from Gate Keeper in
Container Terminal.
5. CHA / Importer
Receive Gate In Passes from CFS.
Receive Gate-Out Passes from Container Terminal
6. Customs
Receive Gate In Passes from CFS.
Receive Gate-Out Passes from Container Terminal

Use Case Diagram

Following is the use case diagram for Container Movements:
Request for Containermovement to CFS
Port /
Terminal
Container Grant Container Movement to CFS
Agent
Job Order
Transporter
CHA / Importer
Gateout port
CFS
Gate-in CFS
Customs

6. De-Stuffing (UC: De-Stuff Container)
In case of imports, the containers are moved from the Port area to CFS for de-stuffing
and discharge to the Importer. The CFS operates as custodian of cargo. The de-stuffing
of the containers takes place in the presence of custom officers. The surveyors also
monitor de-stuffing.
Features for Stakeholder:
1. SA / CA
Request for Resources.
Send container load plan for de-stuffing.
Request for de-stuffing container
Receive the de-stuffing report.
2. CFS/ Port/Terminal Operator

Allocate Resources.
Receive the container load plan for de-stuffing.
Do de-stuffing in presence of CHA/surveyors.
Send the de-stuffing report to SA.
Prepare tally sheet with surveyors.
3. Customs
Examine and approves the de-stuffing process.
4. Surveyors
Prepare tally sheet for import cargo.
5. CHA / Importer

Send container load plan for de-stuffing.
Request for de-stuffing container
Receive the de-stuffing report.

Use case diagram:

Following is the use case diagram for De-stuffing:
Request for Resources
Allocate Resources CFS/Port/

Container Container
Agent Terminal
Send Container Load Plan
Request for De-Stuffing Custom

Containers s
CHA / Importer De-Stuff Containers
Surveyor
Send De-Stuffing Report s

7. Cargo and Container Release (UC: Release Cargo)
After Customs examine the cargo, Importer/CHA can take the cargo/container to their
location from the CFS or Port in case of delivery or he can apply for SMTP for taking the
cargo/container through Railway. For moving the cargo/container through road,
Importer/CHA uses the services of transporter. CFS / Port issues the Gate-Passes for
moving/delivery of the Container/Cargo.
For SMTP, SA uses the CONCOR/ RAIL OPERATORS to move the consignment from the
Port to Importer’s location.
1. CHA / Importer / SA
Payment of charges for Wharfage, demurrage, stamp duty, octroi etc
Request for Gate-Pass to take the consignment
Issue Job Order to transporter
Receive Gate-Pass from the CFS / Port
Submission of BL/Agent DO/Examination DO
File Import Application with Port
Request for Ingress Permission
2. SA / CA
Send SMTP request to Customs
Receive SMTP from Customs
Approach CONCOR/ RAIL OPERATORS for movement of the Containers
through Rail
File forwarding note with port
Receive Railway out report from Port
Submit BL/Agent DO/Examination DO to CHA
3. CFS
Collect the charges from the CHA
Issue Gate-Pass
Collect all the charges from the CHA/Importer
Issue Gate-Pass
Issue Railway-out Report to SA

Issue Egress Permission

5. Transporter
Receive Job Order from the CHA/Importer
Receive forwarding note
Receive the Gate-Passes from the CHA/Importer
Move the consignment to the Importer specified location
6. Customs
Receives SMTP request
Issue SMTP to CHA
Forward SMTP copy to Port
Sends BE on Submission
Sends OOC to Port.
Issues Removal Order
7. CONCOR/ RAIL OPERATORS
Receive Railway Receipt from the Port
Move the Containers to the consignee’s location
Use Cases
Use Case Diagram for Cargo and Container Release is given below:

Permission for taking the

containers
Pay charges
CF
S
Importer
/
Issue Job Order
CHA
Issue Gate Pass Port /

Terminal
Transporter
Permission for Direct Delivery
Custom
s
SMTP Permit
Issue Railway Receipt
CONCOR /
SA RAILWAY
Issue Railway-out Receipt S
Ingress Permission
Egress Permission

5.8.2 EXPORT PROCESS
The following Use Case diagram gives the main use cases in the export process:
Register Voyage
Shipping Bank
Agent
Request Berth
Carting Cargo
Port/
Terminal
CHA / Obtain Cargo clearance

Exporter
Customs/ Controlling
Agencies
stuff Container
Surveyor
Shift Container to Port
Trasporter/
CONCOR/
Railway Operator
Load Cargo/Container
Stevedores
Obtain Port Clearance
The each use case in the export process is further explained in detail in the following
sections. The use cases common to import and processes like Register Voyage or
Request berth are included in the import process use cases section and referenced from
this section.
1. Voyage Registration (UC: Register Voyage)

Please refer ‘Import Process Use Cases/Voyage Registration’

2. Vessel Berthing (UC: Request Berth)

Please refer ‘Import Process Use Cases/Vessel Berthing’
3. Carting Cargo (UC: Carting Cargo)
The cargo is carted to the shed (Port) for consolidation, customs examination and then
to load on to the vessel. Shipping Agent requests for the space allocation in the shed for
allowing the carting of the cargo. CHA gives the Carting Application. The permission is
granted by the Port and the CHA/Exporter is allowed to bring the consignment. The CHA
files the Shipping Bill with the Customs and brings the cargo against the individual
Shipping bill.
The CHA is allowed to bring the cargo 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.
After getting the carting permission, the CHA instructs the Transporter to move the cargo
inside the Port. The cargo is taken to the nominated shed as informed to the CHA by the
Shipping Agent.
1. Shipping Agent
Request the Port to Allocate Space and Carting permission.
Can view the location allocated to Shipping Agent.
Intimate the location allocated to him by Port and the vessel details to CHA.
Intimates the Empty Containers moved to CFS to CFS and Customs.
File the List of ICD Containers moved by CONCOR/ RAIL OPERATORS to the
Terminal Operator.
2. CHA / Exporter
Apply for Carting permission to the Port.
Get the Gate Pass issued by the Port.
Files the Shipping Bill.
Files the Amendment, Supplement to the Shipping Bill to the Customs.
Submit the request to move the Cargo from pre-Shipment area to the Dock.
Gets the movement order issued by the Port to move the Cargo from pre-
Shipment area to the Dock.

Request the CFS to move the Empty containers to CFS.

Request to bring the Cargo inside the CFS.
View the Gate pass generated by the CFS.
Request to Bring the Factory Stuffed to containers to Port/CFS.
Gets Permission from Port/CFS to bring the FCL containers to the Port/CFS.
Intimates Transporter to move Empty/FCL containers to the CFS.
File Export Application with Port
Payment of Charges for Wharfage, Demurrage, etc.
3. Customs
Gets the Intimation of the Empty containers moved to the CFS.
Gets the Amendment/Supplement Shipping Bill Particulars.
4. Port
View the request for space and carting.
Allocates the Space for the Shipping Agent/CHA/Exporter.
Gives permission for carting the cargo.
View the List of ICD Containers coming by rail.
Gets the Copy of the Shipping Bill.
View the request for the Shed to Shed Movement.
Issues Movement order to move the cargo from Pre-Shipment Area to the
Dock.
Gets the request to bring the Factory stuffed container directly to the
Container Terminal.
Accept LEO, Allowed for Shipment.
Receive Payment of Charges by CHA from Bank.
Accept Mate Receipt
Issue tally sheet to SA
5. CFS
Gets the request for Carting.
Issues Carting Permission to the CHA to bring the Cargo inside the CFS.
Gets Intimation about the Empty containers moved to the CFS.
Issues Gate pass for the Empty Containers to be moved to CFS.
View the request for the Factory stuffed containers to be moved from private
yard to the CFS.

Grants Gate-In permission for Factory Stuffed Containers.
6. Transporter
Get the Gate Pass from the CHA / Exporter which is issued by the Port
Gets the movement order from the CHA / Exporter issued by the Port to move
the Cargo from pre-Shipment area to the Dock.
Gets intimation from the CHA / Exporter to move Empty/FCL containers to the
CFS.
Use Cases
Following is the Use Case diagram for Carting Cargo:
SA Cart General Cargo Port
CHA / Cart Containerized Cargo Customs

Exporter
Transporter CFS
Carting General Cargo:

Request for Space Allocation & Carting
Shipping Port/
Agent Issue Permission for Carting Terminal
File Shipping Bill
Custom
Gate-In Permission for the Port s
CHA /
Exporter
Request to move Cargo to Dock
Issue movement Order
Transporter

Carting Containerized Cargo:
Intimate Moving Empty Containers to CFS
Shipping Custom
Agent s
Gate In Permission For Empty Containers
Request for Bringing the cargo to CFS
CF
CHA / S
Exporter
Request to Bring Factory-stuffed Container
CFS Gate In Permission
Transporter Port/
File Pre-Advice of ICD Containers Termina
l

4. Export Cargo Clearance (UC: Export Cargo Clearance)

Cargo clearance is given by the Customs after verifying the cargo, relevant documents
and collecting the duties from the CHA.
Customs examines the cargo in CFS if it is containerized cargo, examines the cargo in
the private location in case of factory stuffed cargo. Customs issues Let Export Order
(LEO) for export cargo after examining the cargo.

1. SA
Intimation of Cargo location to CHA
2. CHA / Exporter
Send the Shipping Bill to Customs
Receive Let Export Order(LEO) from the Customs
3. CFS
Receive Let Export Order(LEO) from the Customs
4. Customs
Receive Cargo Location message from the Port / CFS
Receive the Shipping Bill from the CHA
Examine the export cargo and issues Let Export Order (LEO)
5. Port / Terminal
View Let Export Order (LEO) issued by Customs

Use Case Diagram

Following is the Use Case diagram for Cargo Clearance:
Intimation of Cargo Location

Port /
Terminal
CFS
File SB
CHA /
Exporter
Let Export Order (LEO)
Shipping
Agent
Customs

5. Stuffing (UC: Stuff Container)
Cargo is brought to the CFS for Customs examination and it is stuffed to the Containers.
The stuffed containers are moved to Port for loading on to the vessel. The CFS operates
as custodian of cargo. The stuffing of the containers takes place in the presence of
custom officers. The surveyors also monitor stuffing.
Features for Stakeholder:
1. SA / CA
Request for stuffing container.
Receive the container load plan after stuffing.
Receive the stuffing report.
2. CFS / Port/ Terminal Operator

Allocate Resources.
Do stuffing in presence of customs, SA and surveyors.
Send the stuffing report to SA.
Send container load plan for stuffing.
Prepare tally sheet with surveyors.
3. Customs
Examine and approves the stuffing process.
4. Surveyors
Prepare tally sheet for export cargo.
5. CHA / Exporter

Request for stuffing container.
Receive the container load plan after stuffing.
Receive the stuffing report

Use case diagram:

Following is the use case diagram for Stuffing:
Request for Resources
CFS/Port/
Container Allocate Resources Terminal
Agent Operator
Request for Stuffing Containers
Customs
CHA / Stuff Containers

Exporter
Surveyors
Send Stuffing Report

6. Container Movements to Port (UC: Shift Container to Port)
The CFS operates as the custodian of the cargo and containers while the cargo/
containers are inside the CFS. For exports, the cargo is brought to the CFS for
examination by Customs and it is stuffed onto the Containers.
The stuffed containers are moved to Port for loading on to the vessel. CFS also arranges
transportation services for shifting containers from CFS to Port area.
1. Container Agent
Request for permission for the movement of containers from CFS to Container
Terminal.
Forward advance container list and handling instructions to Terminal
Operator, CFS and Transporter.
Receive Gate-out Pass in CFS.
Receive Gate-In Pass in Container Terminal.

Issue Permission from the movement of containers from CFS to container
Terminal.
View Advance container list.
Issue Gate in Permission for the containers moved from CFS to Container
Terminal.
Issue Equipment Interchange Report to Transporter.
3. CFS
Forward the Pre-Advice (List of containers moved from CFS to Port).
Issue Gate out permission for the containers moved from CFS to Container
Terminal.
View Manifest details online.
View Advance Container List online.
Issue Job Order to Transporter for the containers which should be moved to
Container Terminal.

4. Transporter
Receive Advance Container List from Shipping Agent/CFS.
Receive Job Order from Container Freight Station.
Receive Gate-out Passes from CFS online.
Receive Gate-In Passes from Terminal Operator online.
Receive the Equipment Interchange Report (EIR) from Gate Keeper in
Container Terminal.
5. CHA / Exporter

6. Customs


Use Case Diagram

Following is the use case diagram for Container Movements:
Request for Containermovement From CFS
Container Port /
Agent Terminal
Grant Container Movement From CFS
Send Advance Container List
CHA / CFS
Job Order
Exporter
Gate-out CFS
Gate-in Port Transporter

Customs

7. Loading Cargo/Container (UC: Load Cargo/Container)
The loading takes place as per the Loading Sequence and a tally sheet containing
loading information is sent to the shipping agent by the port. The surveyor also sends the
details.
1. SA/CA
Send bill of lading to the CHA.
Apply for entry outward to customs.
Receive bay plan from port.
File supplementary EGM to customs
2. Customs
Customs approve entry outward.

Supplementary EGM for short shipment is verified by customs.
Send the bay plan to SA/CA.

Verify for port clearance in case of short shipment.
4. Stevedores
Sends the bay plan to SA/CA.

Tally sheet and stevedoring report send to SA/CA.
5. Surveyors
Surveyors prepare the tally sheet and loaded cargo reports, sends to the SA.

Use Cases
Following is the Use Case diagram for Loading Cargo/Container:
Apply Entry Outward
Port / Terminal
Load Cargo/Container
Shipping Agent
Surveyors
Short Shipment
Stevedores
File Supplement EGM
Customs

8. Port Clearance (UC: Obtain Port Clearance)
The shipping agent files an application with the customs for port clearance prior to the
sailing of the vessel. Port Issues NOC to the Shipping Agent. After the customs clearance,
the shipping agent files the EGM.
Features:
1. SA
Requests for Port Clearance to customs.
Files EGM .
Receives the Bay Plan/Stowage plan from port.
Pay Final Charges.
Issue Mate Receipt
2. Customs
Port clearance issued by customs based on Clearance Certificate (NOC)
from Port and other documents submitted by SA.
3. Port
Port issues clearance certificate after receiving advance payment towards
services required (NOC).
Sends vessel sailing report to customs as soon as the vessel sails.
Port verifies the custom port clearance certificate.
4. Banks
Collects the final charges paid by SA.

Use case diagram:
Request for Port Clearance
Port / Terminal
Send Vessel Sailing Report
Send Stowage Plan / Bay Plan
Request for Shut-out
Amendment of Shipping Bill,

Shipping Agent
Customs
Filing EGM
Request for Back-to-town
Pay Final Bill Charges
Banks

5.8.3 FUNCTIONS FOR STAKEHOLDERS
The following are the range of functions available in PCS Web for various stakeholders.
The PCS users will log on to PCS web and according to user role and access rights, the
use will be able to use various functions listed below:
1. Shipping Agent/Shipping Line
• Prepare and submit Vessel profile/Voyage

• Submit vessel Expected Time of Arrival/ Vessel’s voyage details
• Request for advance charges bill
• Pay the advance charges in the Bank/Port
• Send request for Rotation Number
• Receive the Debit advice from the Bank
• File the IGM to Customs.
• Amend/Cancel IGM to Customs.
• Prepare/ Submit Berthing Application along with Cargo details
• Enter Hazardous cargo details
• Submit Instructions to handle hazardous Cargo
• Inform the vessel arrival details with ETA.
• Request for Entry Inward.
• Request for PHO, PQ, MMD Certificates.
• Request for resources to do the stevedoring activities.
• Send Advance Passenger/Crew List.
• Request for immigration Permit, NOC.
• Send Bay Plan/Stowage Plan to Port
• Sends bill of lading to the port.
• Apply for entry outward to customs.
• Receive bay plan/Stowage Plan from port.
• File supplementary IGM to customs
• File supplementary EGM to customs
• Intimation of Cargo location to CHA
• Prepare the Delivery Order
• Send the Delivery Order to CHA
• Request container movement from Container Terminal to CFS.
• Request container movement from CFS to Container Terminal.
• Forward advance container list and handling instructions to Terminal Operator,
CFS and Transporter.
• Receive Gate-In and Gate-out Pass in CFS.
• Receive Gate-In and Gate-out Pass in Container Terminal.
• Send container load plan for de-stuffing.
• Request for de-stuffing container
• Receive the de-stuffing report.
• Request for stuffing container.
• Receive the container load plan after stuffing.
• Receive the stuffing report.
• Send SMTP request to Customs
• Receive SMTP from Customs
• Intimate CONCOR/ RAIL OPERATORS for movement of the Containers through
Rail

• Receive Railway out report from Port

• Request the Port to Allocate Space and Carting permission.
• View the location allocated to Shipping Agent.
• Intimate the location allocated to him by Port and the vessel details to CHA.
• Intimate the Empty Containers moved to CFS to CFS and Customs.
• File the List of ICD Containers moved by CONCOR/Rail to the Terminal Operator.
• Request for Port Clearance to customs.
• File EGM for the new Amended Shipping Bill.
• Receive the Stowage plan from port.
• View Stuffing and De-stuffing Report.
• Issue lien on Cargo.
• Request for detention of cargo
2. Port Authority/ Terminal Operator

• Verify the Vessel Details submitted by the SA.
• Register the Vessel details(In case of Naval Ship)
• Update the Vessel details.
• Assign VCN number to uniquely identify the voyage.
• Confirmation of Vessel Arrival
• Send the advance charges bill to SA.
• Receive the Credit advice from the Bank.
• View Berthing application.
• View Resource requests.
• Allocate berth for the vessel.
• Allocate resources to do the stevedoring activities.
• Sends the bay plan to SA.
• Intimate Cargo location to SA
• Issue Delivery Order to CHA
• View Out-Of-Charge order issued by Customs.
• Prepare and Send Out-turn Report.
• View Let Export Order (LEO) issued by Customs
• Issue Permission for the movement of Containers from Port to CFS.
• Issue Permission fro the movement of containers from CFS to Port.
• Issue Gate out Permission for the containers moved From Port to CFS.
• Issue Gate in Permission for the containers moved from CFS to Port.
• Collect all the charges from the CHA/Importer
• Excess cargo landing
• Issue Gate-Pass.
• Prepare and Send the Pendancy report.
• Issue Removal Memo to CONCOR/ RAIL OPERATORS.
• Issue Railway-out Report to SA
• Prepare and send the Export Cargo register to SA
• View the request for space and carting.
• Allocate the Space for the Shipping Agent.
• Give permission for carting the cargo.
• Request for Disposal of Cargo
• View the List of ICD Containers coming by rail.
• Get the Copy of the Shipping Bill.
• View the request for the Shed to Shed Movement.

• Issue Movement order to move the cargo from Pre-Shipment Area to the Dock.
• Get the request to bring the Factory stuffed container directly to the Port.
• Issue Gate Pass for the FCL containers to move the Port.
• Tally/Landing Report
• View the custom port clearance certificate.
• View Entry Outward
• Issue Port Clearance Certificates
• Send vessel sailing report to customs.
3. CHA
• Receive Delivery Order from the SA

• Create the Bill of Entry
• Send the Bill of Entry to Customs
• Receive Out-of-charge order from the Customs
• Receive Let Export Order(LEO) from the Customs for exporting cargo
• Payment of charges for Wharfage, demurrage, stamp duty, octroi
• Send Request for Gate-Pass to take the consignment
• Issue Job Order to transporter
• Receive Gate-Pass from the CFS / Port
• Apply for Carting permission to the Port.
• Get the Gate Pass issued by the Port.
• File the Shipping Bill.
• File the Amendment, Supplement to the Shipping Bill to the Customs.
• Submit the request to move the Cargo from pre-Shipment area to the Dock.
• Get the movement order issued by the Port to move the Cargo from pre-
Shipment area to the Dock.
• Request the CFS to move the Empty containers to CFS.
• Request to bring the Cargo inside the CFS.
• View the Gate pass generated by the CFS.
• Request to Bring the Factory Stuffed to containers to Port/CFS.
• Get Permission from Port/CFS to bring the FCL containers to the Port/CFS.
• Intimate Transporter to move Empty/FCL containers to the CFS.
• Request for shut out permission to port and customs.
• Send Amendment of shipping bill with customs.
• Pay final charges.
4. Customs
• Receive request for Rotation Number
• Assign Rotation Number
• Get the IGM particulars.
• Allocate IGM No.
• Send Bill of Entry details
• Get the request for Entry Inward
• Give permission for entry inward.
• Receive Bill of Entry from the CHA
• Receive the Shipping Bill from the CHA
• issue Out-Of-Charge
• issue Let Export Order (LEO)

• Approve the stuffing and de-stuffing process.

• Issue entry outward.
• Detention / Release order
• Verify Supplementary EGM for short shipment.
• Verify Supplementary IGM for excess landed.
• Receive SMTP request
• Issues SMTP to CHA
• Transshipment of Cargo
• Disposal of Cargo
• Shut out of Cargo
• Get the Intimation of the Empty containers moved to the CFS.
• Get the Shipping Bill details.
• Get the Amendment/Supplement Shipping Bill Particulars.
• Issue Port clearance.
• Verify the amendment of shipping bill.
• Verify and Approve EGM.
5. Stevedore
• View IGM/Advance Container List.

• View Bay plan/Stowage Plan of the vessel.
• Arrange for the labor gangs, Equipments.
• Maintain the tally sheets.
• Submit the container/cargo loading report to SA/Port / Importer / Exporter
• Submit the Container/Cargo Discharging report to SA/Port / Importer / Exporter.
6. CFS Operator
• Intimate of Cargo location to SA

• Receive Out-of-charge order from the Customs
• Receive Let Export Order(LEO) from the Customs for exporting cargo
• Forward the Pre-Advice (List of containers moved from CFS to Port).
• Issue Gate in Permission for the containers moved From container Terminal to CFS
• Issue Gate out permission for the containers moved from CFS to Container
Terminal.
• View Manifest details online.
• View Advance Container List online.
• Issue Job Order to Transporter for the containers which should be moved from
Container Terminal.
• Allocate Resources.
• Receive the container load plan for de-stuffing.
• Send the de-stuffing report to SA.
• Send the stuffing report to SA.
• Send container load plan for stuffing.
• Prepare tally sheet with surveyors.
• Collect the charges from the CHA
• Get the request for Carting.
• Issue Carting Permission to the CHA to bring the Cargo inside the CFS.

• Get Intimation about the Empty containers moved to the CFS.

• Issue Gate pass for the Empty Containers to be moved to CFS.
• View the request for the Factory stuffed containers to be moved from private
yard to the CFS.
• Grant Gate-In permission for Factory Stuffed Containers.
7. Road Transport Operator
• Get Advance Container List from Shipping Agent/CFS.

• Get Job Order from Container Freight Station.
• Get Gate In and Gate-out Passes from CFS online.
• Get Gate-In and Gate-Out Passes from Container Terminal online.
• Get the Equipment Interchange Report (EIR) from Gate Keeper in Container
Terminal.
• Receive Job Order from the CHA/Importer
• Receive the Gate-Passes from the CHA/Importer
• Move the consignment to the Importer specified location
8. Rail Transport Operator
• Receive Railway Receipt from the Port

• Move the Containers to the consignee’s location
• Issue Placement Memo.
• Get Removal memo.
• Forward Train summary to Port, Shipping Agent.
9. PHO
• Verify the advance crew list and the documents submitted for free pratique.
• Issue free pratique (Health Clearance Certificate).
• Issues other Certificates Like de-ratting certificate.
• Issues Certificate of Inspection of Medicine, Medical, Stores and Appliances
10. Immigration
• View Crew List and the passenger List.

• Issue Landing Permit to the crew members.
• Issue NOC for Sailing and Berthing of the Vessel.
11. Bank
• Collect Port related charges.

• Send Debit and Credit advice.
• Send the Daily Summary Report.
12. Surveyor

• Submit/upload the Survey report.

• Prepare tally sheet for export and import cargo.
13. Container Agent
• Submit SMTP request.

• Prepare and issue Delivery Order (DO) / Submit Bill of Lading.
• Request Port for Movement of containers in and out from CFS to Container
Terminal.
• Check and Review Pendancy Report.
• Receive Container stuffing order
• Receive Container de-stuffing Order
14. Plant Quarantine

• Issues Plant quarantine certificate

6. OTHER NONFUNCTIONAL REQUIREMENTS
6.1 SECURITY REQUIREMENTS
In order to maintain the highest levels of security and privacy of the data, the following
requirements to be considered:
• Access to the data would be suitably protected through access control

mechanisms providing user-based, group-based and role-based security
• Sensitive data would be stored encrypted
• Communication between data sources and PCS Central database would take
place through secure, encrypted communication channels
• Audit trails would be maintained for any and all changes made to the data in
the central database
• Backup operation on encrypted data, so that there is no pilferage of data
To achieve the above described features, access to the Software and Database has to
be strictly controlled and monitored. At a broad level, the security will consist of the
following:
• Definition of users / user departments / user levels
• Password security at operating System level and application level
• Policy based security management that provides single sign-on
• The login mechanism based on Directory or Naming services.
• Access control and rights and authorization levels
• Data Encryption at storage level and communication level using PKI techniques
• Provision to digitally sign the documents to ensure secure exchange of

transactions/messages
• Audit trail to store all access to all parts of the data and message transactions
and for reporting security breach
• Protection against virus threats, Intruders, Trojans and other security threats.

6.2 APPLICATION MANUALS REQUIREMENTS
Following User Manuals and Guides for system personnel and end users would be
provided in both hard copies and electronic form:
For System Administrators and system Personnel:
• Users/ Administration guides for all components and software.
• Administration guide for PCS web application.
For end users:
• PCS User Guide for Port users
• PCS user Guide for Shipping Agent/Lines.
• PCS user Guide for Customs Agents/Importers/Exporters.
• PCS user Guide for General (Other) Users.
Other Documentation:
• PCS Messaging and Interfacing guide
The following points would be taken care:
• The manuals would be made available prior to the operational acceptance

testing.
• The documentation would be revised as and when changes take place.
• Two sets of hard copies of manuals would be given to the IPA Project Team
• The electronic copies would be indexed and searchable and will be hosted in
the PCS portal.
• The manuals would be strictly version controlled.

6.3 PERFORMANCE REQUIREMENTS
PCS is the central hub for all the major ports in India and its stakeholders involved in
millions of transactions. The performance requirements in order to achieve high
performance are:
• Data model should be prepared in such a fashion so as to uncover the linkages and
retrieve corresponding data faster. Queries should be processed in fraction of
seconds.
• Message exchanges would not take more than few minutes even for the network
bandwidth is as low as 256 kbps or dialup.
• Average time for a message (average file size of 32 KB) to reach from sender to
recipient’s mailbox should be 5 to 8 seconds
• Bulk import of data from disparate systems should be completed in few minutes.
• Data synchronization should be completed in few seconds.
• Clustering should be done so as to do a proper load balancing. Load balancing

algorithm should be chosen that can give highest performance.
• The system should be scalable so that there should not be a performance issues due
to increase in the transaction volume.
6.4 END USER TRAINING REQUIREMENTS
Functional and system administration trainings would be given to system staff, Port IT
personnel and trainers to help them to gain a good understanding of the web-centric
application development architecture, its implementation and interfaces with the port
systems.
For end users of the system, orientation programs covering management, message
integration, digital certificates, digitally signing of the documents.
Following functional training will be imparted to the various user groups:
• Technical training for IPA IT personals drawn from different Ports on PCS
architecture, functionality and administration.
• OAT training for the users involved in the user acceptance tests in all the phases.
• System administration training for IPA DC staff on PCS architecture and system
administration.

• End user workshop/training for stakeholder users covering message

exchange/integration with PCS, using PCS web application for sending and
tracking the messages, accessing the information in the repository etc at all
major ports.
• Training for the IPA trainers (train the trainer program).
• Knowledge sharing session for IPA system staff at the end of the project
• Refresh sessions for the users for the upgrade/new versions of the application
during warranty period and post warranty support.
6.5 INFRASTRUCTURE REQUIREMENTS
The Infrastructure requirements and the DR management Plan will be submitted

separately as mentioned in the project deliverables in the contract.


7. ANNEXURE
7.1 ANNEXURE I – POINTS OF DISCUSSION
The Points discussed with the Port officials and other stakeholder representatives during
the requirement study:
S No Stakeholder Points Discussed

1 Shipping line/ 9 Vessel profile submission
Shipping Agent 9 Voyage registration
9 Self-assessment of charges
9 Berthing Application
9 Hazardous cargo declaration & handling
instructions
9 Request for Resources to port
9 Registration with CFS
9 Request for space allocation in CFS
9 Stowage Plan/Bay Plan
9 Advance Container List
9 Import/Export Advance List
9 Import/Export Confirmation List
9 General Manifest
9 CFS Nomination Request
9 Container/Empty Container movement
Request
9 Container Stuffing/ De-stuffing Request
9 Container Load Plan
9 Delivery Order
9 Excess/short landed cargo/container
handling
9 Container location log
9 Mate Receipt
9 Empty/stuffed Container Gate-In Request
9 Application for Carting (Break bulk)

2 Port Operational/ System 9 Vessel profile registration

staff 9 Allotment of VCN/VIA
9 Berthing Confirmation
9 Allocation of resources
9 Confirmation of Advance Charges
9 Vessel Movement Report
9 Short fall of resources Intimation
9 Permission for bringing resources
9 Billing for Vessel/Port/Container charges
9 Tally Sheet for Cargo/Container
discharged
9 Excess/short landed cargo/containers
handling
9 Tally Report for the Vessel
9 Container gate-in/out Permission
9 Container Stuffing/de-stuffing
9 Permission for container movements
9 Container Challans
9 Cargo/Container Release Order
9 Allocation of Resources in CFS
9 Containers send by rail
9 Yard Plan approval
9 Appointment of Surveyors
9 Permission to surveyors for taking
photographs
9 Payment for Surveyors
9 Reports sent to other stakeholders
9 Notifications and intimations
3 CHA/Importer/Exporter 9 Receiving DO from SA

9 Intimation of location for bringing
Cargo/Container from SA
9 Filing Import/export declaration with
Customs
9 Payment of Customs duty
9 Arranging for the Customs examination
9 Getting clearance from Customs
9 Paying Octroi, stamp duty, wharfage &
demurrage charges
9 Arranging for transport
9 Filing carting application for break bulk
cargo
9 Taking physical possession of the cargo
9 Getting goods registration done
9 Filing Import/Export application with port

4 Terminal Operator 9 Managing the receipt, storage, loading,

discharge and delivery of
containers/cargo within the terminal.
9 Collection of Terminal Handling charges
9 Collection of Dwell time/Storage charges
9 Collection of Vessel Services and related
charges
5 Stevedores 9 Maintaining the tally sheets

9 Reporting the container/cargo loading
details to Port, SA
9 Reporting the container/cargo
discharging
9 Request to Port for supply of labor and
equipment.
6 CFS operator 9 Stuffing and de-stuffing activity

management
9 Issuance of Job order to transporter
9 Moving containers from port to CFS
9 Receiving movement/ Stuffing plan from
SA
9 Preparation and submission of Container
Loading Plan
9 Container availability status
9 Billing & receiving handling charges from
CHA/Importer
9 Pre-advice list of exporters
9 Issuance of gate-pass
9 Handling damaged/Reefer containers
9 Notifications and intimations
7 CONCOR/ RAIL 9 Endorsing Transshipment permit

OPERATORS 9 Moving containers from one location to
another
9 Placement memo to the Port
9 Container movement list to the Railways.
9 Issuing Railway Receipt (RR) to Shipping
Agent.
9 Submission of container condition report
9 Train summary to the Shipping agent
9 Train-tracking facility
9 Billing the trading partners

8 Surveyor 9 Sending Cargo/ Container/ Equipment

Damage Survey Reports
9 Sending Refrigerated container report
9 Invoicing for the charges to port
9 Monitoring the stevedoring activities
9 Coordinating stuffing/de-stuffing
9 Tally report on loading/discharging.
9 Request for Identity card and permission
to take photos
9 Transporter 9 Receiving Container Challans

9 Moving container from private Yard to
CFS
9 Sending Cargo/container movement
information to SA
9 Receiving Vessel Intimation, advance
Container List, Yard Plan & D.O
9 Billing for the services
9 Payment for the services
9 Moves Non-container cargo
10 Bank 9 Confirmation of the self assessment

charges
9 Collecting service charges on behalf of
Port, Shipping Agent, CFS, CHA etc. and
credits their accounts.
9 Credit Advice/Debit Advice
9 Daily DD Summary from Port to Bank
9 Debit Advice to the Shipping
Agent/stakeholder
9 Internet banking facility provided to ports
9 ePayment gateway support

11 Customs 9 Send Details with respect to the Vessel to

port
9 Sends Cargo manifest and container
details to port
9 Allotment/Cancellation of IGM Number for
the Vessel
9 Acknowledgement for IGM / SMTP.
9 Granting Inward/Outward entry for Vessel
9 Rotation number allotment & Cancellation
9 Amendment of Entry Out ward report on
request
9 Granting Port Clearance
9 Cargo Movement Approval
9 Transshipment Approval
9 Acknowledgement for Transshipment
request
9 De-stuffing order of the Containers
9 Stoppage of the Containers
9 Container Stuffing reports to port
9 Issuance of import/ Export Permits
9 Collection of duties
9 Enforcement of provisions of the Customs
12 Immigration 9 Application for the immigration certificate

for the Crewmembers/ Vessel operators
9 Issuance of certificates
13 PHO 9 Issuance of Heath Inspection Certificate

9 Issuance of Certificate of Inspection for
Medicine, Medical, Stores and Appliances.
9 Issuance of PARTIQUE Certificate.
9 Issuance of De-ratting Exemption
Certificate.
14 Container Agent 9 Sends SMTP request.

9 Prepare and issue Delivery Order (DO) /
Submit Bill of Lading.
9 Request Port for Movement of containers in
and out from CFS to Container Terminal.
9 Check and Review Pendency Report.
9 Send Advance container List.
9 Issue Empty Container Release order
9 Container stuffing order
9 Prepares Container Load Plan
9 issue Carting Permission for moving in
container to pre-shipment area
15 Plant Quarantine 9 Issue Plant Quarantine certificates

7.2 ANNEXURE II – USE CASE DESCRIPTIONS
The detailed description of the use cases mentioned in the Section 5, Specific
Requirements are given in the following sub-sections.
7.2.1 MESSAGE EXCHANGE USE CASES DESCRIPTIONS
1.1 Send / Receive Message
Use Case Send / Receive Message

Actors • All PCS stakeholders will send / receive messages
Description This use case describes the flow of sending / receiving

messages from M-HUB Server using MHX.
Trigger Nil
Pre-Condition Messaging Profile must be setup in MHX

Post-Condition Nil
Normal Flow
Generate the script
1. Load the MHX Client
2. Go to Request -> New -> Send Request option
3. Enter the File Name [Mandatory]
4. Enter the Content Type [Mandatory]
5. Enter the Notification [Choice]
6. Enter the Content ID [Optional]
7. Enter the Recipient ID [Mandatory]
8. Enter the Recipient Type [Choice]
9. Enter the distribution list / Nickname file [Choice]
Sending Message via MHX

1. View script before sending to verify
2. Submit OK button
3. Go to Run -> Run Script file to send the messages
4. Task Completed Message is shown

Receiving message via MHX

1. Load the MHX Client
2. Generate the script to receive the message
3. View script before retrieving to verify
4. Submit OK button
5. Go to Run -> Run Script file to retrieve the messages
6. Task Completed Message is shown
Alternate Flow 1. Deploy a scheduler to call the MHX client periodically
Exceptions Exceptional flow #1 – Validation Errors

1. The validation errors are thrown by the system if there is
incomplete or inappropriate information entered.
2. The validation errors are rectified by the user and the
application is submitted again.
Exceptional flow #1 – Exception encountered during

runtime
1. The exception is thrown while running the script, if there
are errors encountered.
2. Rectify the error and re-execute the script for sending /
receiving messages

1.2 Mail Management
Use Case Mail Management

Actors • The authorized PCS stakeholders will be able to view the
message header information and delete the messages
in the inbox.
Description This use case describes the mail management functions (e.g
viewing inbox, viewing message details, deleting message,
archiving message, etc.) that can be performed by the
authorized users on the M-Hub Server.
Trigger Nil
Pre-Condition The PCS Stakeholder should be authorized to use M-Hub

server.
Post-Condition Nil
Normal Flow
Viewing the Inbox
1. Login to the M-Hub Portal

2. From the Menu -> Select Mail Management -> Inbox
3. Enter the Search criteria information and click ok
4. The table displays the Search Results Page
5. This use case ends.
Viewing the Message Details

5. Click the message Id of the message to view the
message details
6. The message details including the senderId, MessageId,
ContentID, subject, submission date, etc will be

displayed
Deleting the Inbox Messages

5. Click the checkbox corresponding to the S.No of the
message to be deleted and click Delete.
6. The selected message is deleted.
Viewing the Archive

2. From the Menu -> Select Mail Management -> Archive
3. M-Hub displays the search criteria page
Restore the Archive Messages

2. From the Menu -> Select Mail Management -> Archive
message to be restored and click Ok.
7. The selected message is restored.

Viewing the Outbound

2. From the Menu -> Select Mail Management ->
Outbound
View the Long-term Archive Messages

2. From the Menu -> Select Mail Management -> Long
Term Archive
Restore the Archive Messages

2. From the Menu -> Select Mail Management -> Long
Term Archive
message to be restored and click Ok.
7. The selected message is restored.

Alternate Flow Nil
Exceptions Exceptional flow #1 – Validation Errors

request is sent again by the user.

7.2.2 WEB SERVICE USE CASES DESCRIPTIONS
2.1 Publish Web Services
Use Case Publish Web Services

Actors • All PCS stakeholders technically capable of publishing
Web Services.
• PCS Business modules who wish to expose the services as
a Web Service.
Description This use case describes the publishing of web services with
PCS via the WSG.
Trigger -
Pre-Condition • Stakeholder or PCS business module has WSDL file for

each Web Service it wishes to publish.
• Each Web Service to be publish is compliant with WS-I
Basic Profile 1.0
Post-Condition -
Normal Flow 1. Stakeholder provides or PCS business module develops
a WSDL file and passes it to the Port Administrator, for
each Web Service he wishes to publish for external
parties’ consumption.
2. Port Administrator logs in to WSG Portal and registers
stakeholder’s Web Service as a producer service.
3. If there is error in the WSDL file given, exception flow #1 is
executed.
4. The expected functionalities are now registered with the
gateway as a Web Service each for external systems
consumption.
Alternate Flow -
Exceptions Exception flow #1 – Error in WDSL file

1. An error will be reported to the Port Administrator on the
screen.

2. Port Administrator reverts to the stakeholder or PCS

development team concerned via offline means to
obtain the correct WSDL file.
Assumptions -
Notes and Issues -

2.2 Consume Web Services
Use Case Consume Web Services

Actors • PCS stakeholders with systems ready to consume Web
Services exposed by other stakeholders or PCS-specific
Web Services.
• PCS business modules which need to consume external
Web Services as part of business processing.
Description This use case describes the consuming of published web
services by PCS stakeholders’ systems or internal business
modules.
Trigger -
Pre-Condition • Web Service to be consumed already successfully

registered as a service and published in WSG.
• Published Web Service is not disabled for invocation.
Post-Condition -
Normal Flow Actor: PCS Stakeholder
1. Stakeholder downloads WSDL from WSG Portal and
performs integration with their internal systems.
2. The stakeholder system creates the appropriate SOAP
request, invokes the Web Service and obtains the
expected SOAP response.
3. If there is an exception in invoking the Web Service,
exception flow #1 is executed.
4. The stakeholder system proceeds to process the SOAP
response for its own internal usage.
5. This use case for PCS Stakeholder ends.
Actor: PCS Business Modules

1. PCS development team creates a client jar file based
on the registered Web Service to invoke using the WSG
Portal.
2. Development team downloads jar and integrates
business module to invoke client jar API for calling the

Web Service published. The invocation uses the T3

protocol for calling the web service.
3. The WSG performs a protocol transformation from T3 to
HTTP(S) when the invocation reaches it.
4. The WSG also generates a SOAP request, adds the
appropriate parameters to the request and sends the
SOAP request over HTTP(S) to the target system.
5. If there is an exception in invoking the Web Service,
6. A SOAP response is sent back to WSG by the external
system; the WSG extracts the contents of the response
for returning the results. A protocol transformation is also
carried out from HTTP(S) to T3.
7. If there is an exception in processing the SOAP
Response, exception flow #1 is executed.
8. The extracted results are sent to the business module by
the WSG, where the module takes the values for further
processing.
This use case for PCS Business Module ends
Alternate Flow -
Exceptions Exception flow #1 – Error in invoking Web Service

1. A notification email will be sent to the configured
account of the stakeholder’s or the development team.
2. The stakeholder or PCS development team examines
the error that was reported, correct errors (if any) and
calls the Web Service again.
Assumptions Actor: PCS Stakeholder
• PCS stakeholder is capable of performing their own
integration with the WSDL downloaded; they should be
capable of changing their systems to create the
appropriate SOAP requests as per the WSDL contents.
• PCS stakeholder is also capable of handling the SOAP
response that are sent back after invoking the Web
Service.

Notes and Issues -

2.3 Service Registration / De-Registration
Use Case Service Registration / De-Registration

Actors • PCS Port Administrator with administrator rights to WSG.
Description This use case describes the registration and de-registration
of Web Services by the Port Administrator over the WSG
portal.
Trigger -
Pre-Condition • Port Administrator has been assigned the access rights

of a WSG Portal Administrator via NCMS.
Post-Condition -
Normal Flow
Service Registration
1. Port Administrator logs in to WSG Portal and is granted
access to manage the Service Registration / De-
registration.
2. Port Administrator proceeds to register the service of a
PCS stakeholder published Web Service by assigning a
producer account to it.
3. Port Administrator uploads the WSDL file of the
stakeholder, sets up security policy and completes the
registration process.
Note: Security policy covers basic configurable options
of whether HTTPs and/or Digital Signature are required.
4. This use case ends for Service Registration.
Service De-registration
1. Port Administrator logs in to WSG Portal and is granted
access to manage the Service Registration / De-
registration.
2. Port Administrator proceeds to search for the service of
the stakeholder to de-register.
3. WSG Portal responds by displaying the list of services
that matches the name searched.

4. Port Administrator proceeds to select the Web Service

and clicks the de-register button.
5. The service is no longer appears in the list registered
service after it is successfully de-registered.
Alternate Flow -
Exceptions -
Assumptions -
Notes and Issues -

2.4 Service Status Query
Use Case Service Status Query

Description This use case describes the feature for the Port Administrator
to query the status of registered Web Services.
Trigger -

Post-Condition -
Normal Flow 1. Port Administrator logs in to WSG Portal and is granted
access to query the service status of registered Web
Services.
2. Port Administrator proceeds to search for the service he
/ she is interested to know.
3. WSG Portal responds by displaying the list of services
that matches the name searched.
4. The page will display whether the service is Disabled /
Enabled and also if the end service URL is online or
offline (i.e. service host not available).
5. This use case ends for Service Status Query.
Alternate Flow -
Exceptions -
Assumptions -
Notes and Issues This service status query facility in the WSG Portal will not be
able to test whether a Web Service is up and running or if it
is producing the correct response expected.
The End Service URL status is simply an indication of whether
the host pointed to by the target URL is online or offline.

2.5 Access Audit Trial
Use Case Access Audit Trial

Description This use case describes the feature for the Port Administrator
to view the audit trial of web services that were handled by
the WSG.
Trigger -

Post-Condition -
Normal Flow 1. Port Administrator logs in to WSG Portal and is granted
access to view the audit trial of registered Web Services.
2. WSG Portal responds by displaying the list of details of
services that were handled by the WSG.
3. Details of web services in the audit trial include
information on name of service, owner of service,
date/time service was invoked and date/time response
was obtained.
4. This use case ends for Access Audit Trial.
Alternate Flow -
Exceptions -
Assumptions -
Notes and Issues -

7.2.3 PAYMENT SERVICES USE CASES DESCRIPTIONS
3.1 Credit Card Payment
Use Case Credit Card Payment

Actors All stakeholders having financial transactions with port.
Description This use case describes the payment of charges by

stakeholders via credit card payment.
Trigger Payment of Advance Charges and Dues Payment for Port
and related services.
Pre-Condition • The interface from PCS to the Credit Card Payment
Gateway vendor is already established.
• Port specific list of banks of stakeholders are supported
by PCS payment services.
Post-Condition -
Normal Flow 1. Stakeholder opts to make payment for their charges
via Credit Card payment when prompted by the
PCS.
2. Stakeholder fills in their credit card details (name,
card number, expiry date, MCC) on the payment
web page and clicks Submit button.
3. PCS establishes a link to the Credit Card Payment
Gateway to verify the details of the agent.
4. If there the verification of credit card details fail,
5. Once the details are verified correct, the debit will
be transacted successfully and PCS will display a
payment successful page to the stakeholder.
Alternate Flow -
Exceptions Exception flow #1 – Credit Card Details not valid
1. An error will be reported to the agent on the PCS
screen telling him the credit card details entered

cannot be validated.
2. PCS stops the transaction from progressing further by
redirecting the agent to the initial payment page.
Assumptions -
Notes and Issues -

3.2 Internet Banking Payment
Use Case Internet Banking Payment

Actors All stakeholders having financial transactions with port
Description This use case describes the payment of charges by

stakeholders via internet banking.
Trigger • Payment of Advance Charges
• Dues Payment for Port and related services.
Pre-Condition • The interface from PCS to the e-Banking Payment
Gateway vendor is already established.
• Port specific list of banks of stakeholders are supported
by PCS payment services.
Post-Condition -
Normal Flow 1. Stakeholder opts to make payment for their charges via
Internet Banking when prompted by the PCS.
2. Stakeholder selects in their choice of bank, enters the
bank account number, account type on the payment
web page and clicks Submit button.
3. PCS establishes a link to the e-Banking Payment
Gateway to verify the details of the agent.
4. If the verification of bank details fails, exception flow #1
is executed.
5. Once the details are verified correct, the debit will be
transacted successfully and PCS will display a payment
successful page to the stakeholder.
Alternate Flow -
Exceptions Exception flow #1 – Bank Details not valid
1. An error will be reported to the stakeholder on the PCS
screen telling him the bank details entered cannot be
validated. (Failed transaction).
redirecting the agent to the initial payment page.
3. Stakeholder may process the payment against the

failed transaction; normal flow #3 is executed.
Assumptions -
Notes and Issues Port specific list of banks should be prepared and annexed.

3.3 Payment through Port Deposit Account
Use Case Payment through Port Deposit Account

Actors All stakeholders having financial transactions with port.
Description This use case describes the payment of charges by Shipping

Agents and Customs House Agents through their deposit
accounts established with the ports.
Trigger • Payment of Advance Charges
• Dues Payment for Port and related services
Pre-Condition • The interface from PCS to the respective Port Financial
System is already established.
• Port Financial System are able to formulate and send
update messages to PCS for balance replenishment
update.
Post-Condition -
Normal Flow
Credit transaction
1. Stakeholder deposits money into their respective ports
account.
2. Bank sends credit advice message to Port
3. Port Financial System is updated with the new balance
amount, formulates and sends a message to
stakeholder through PCS about the updated account.
Debit transaction
1. Stakeholder opts to make payment for their charges via
their port deposit account when prompted by the PCS.
2. PCS displays the account details (balance) to the
stakeholder and stakeholder clicks the Submit button to
initiate the debit transaction.
3. If there the account does not enough funds, exception
flow #1 is executed.

4. Else, the amount will be debited from the stakeholder’s

account maintained in PCS and PCS will display a
payment successful page to the stakeholder.
5. At the end of each day, PCS establishes a link to the Port
Financial System to update balances of affected agent
accounts with the latest sum.
6. If the link to update the Port Financial System fails,
Alternate Flow -
Exceptions Exception flow #1 – Account balance insufficient
1. An error will be reported to the stakeholder on the PCS
screen telling him the balance is not enough for debit.
redirecting the stakeholder to the initial payment page.
Exception flow #2 – Update to Port Financial System fail

1. An email notification will be sent to the Port
Administrator.
2. PCS will retry the sending of updates to the Port
Financial System again.
Assumptions -
Notes and Issues -

7.2.4 REGISTRATION SERVICE USE CASES DESCRIPTIONS
4.1 Corporate Registration
Use Case Corporate Registration

Actors • PCS stakeholder
• Port
• PCS Port Administrator
Description This use case describes the Corporate registration process
for the stakeholders.
Trigger Nil
Pre-Condition Nil
Post-Condition Nil
Normal Flow 1. The stakeholder representative submits the Corporate
registration form to the Port
2. The Port will verify the details and give approval or
rejection based on the evaluation.
3. PCS Port Administrator creates the corporate ID for the
stakeholder
4. The notification is sent to the Corporate representative
of the application status
Alternate Flow Alternate flow #1 – Validation Errors
Alternate flow #1 – Application is rejected

1. A notification is sent to the user if his application is
rejected by the Port.
2. The user can retrieve his application and make the
necessary amendments to submit the application
again.
3. The application will be re-submitted and sent for

evaluation.

4.2 Account Registration
Use Case Account Registration

Actors • PCS stakeholders
• Port
Description This use case describes the Account registration process for
stakeholders after/along with the corporate registration.
Trigger Nil
Pre-Condition Nil
Post-Condition Nil
Normal Flow 1. The corporate representative opens an account under
the corporate registered in PCS. The account can be
used to later register users who can transact business /
services using the account.
2. The application is sent to Port for verification.
3. The Port will verify the details and give approval or
rejection based on the evaluation.
4. PCS Administrator will create the account ID for the
corporate and notifies the stakeholder of the
application status
rejected.
again.
evaluation.

4.3 User Registration
Use Case User Registration

Actors • PCS stakeholder
Description This use case describes the user registration process.
Trigger Nil
Pre-Condition Nil
Post-Condition Nil
Normal Flow 1. The User either under the Corporate Account or as an
individual registers himself in PCS. The user ID, name,
password and other personal information are entered in
the system and the proof of identity is scanned and
attached.
2. The PCS Administrator will verify the details and creates
the user Ids.
3. The notification is sent to the Corporate of the
application status
rejected.
again.
evaluation.

7.2.5 IMPORT & EXPORT USE CASES DESCRIPTIONS
5.1. Voyage Registration

5.1.1 Register Vessel
Use Case Register Vessel

Actors Shipping Agent
Port
Description To register the Vessel profile with Port
Trigger SA provides the details of the Vessel to the Port
Pre-Condition The vessel is calling any of the Indian Ports for First Time,SA
should be registered with the specific Port
Post-Condition Any changes occur in the vessel profile to be amended or
every six months the same to updated
Normal Flow 1. SA sends VESPRO message to PCS or selects the
Vessel Profile page
2. SA enters the IMO code and proceeds for further
data entry.For the first voyage of any vessel at that
Port , SA should select IMO code from PCS portal
and proceds for amendment if any or submit the
details
3. System checks if the profile already exist by
checking the IMO code, if IMO code exist, the
details of vessel profile is displayed for amendment
if any or the use case ends
4. SA enters all the details of the Vessel and submits
the details
5. A Vessel profile message is generated and the
same is sent to Ports internal system or the staging
database as the case may be
6. Port opens the Vessel Profile page of their internal
system or PCS and verifies the same against the
manual document whenever the vessel visit the

Port, if the details are correct

7. Confirms the Vessel registration by sending a
message to PCS or clicking on the Confirm. In case
there are any amendments, the same is updated
and the amended details are sent to PCS or online
amendment is done by the Port official only.
Alternate Flow 1. Port officer verifies all the supporting documents
submitted by SA for the Vessel registration
2. Port officer selects the Vessel Profile page and
enters the details of the Vessel
3. Port officer confirms the registration and sends the
confirmation if the supporting documents are okay
or a message is sent to PCS from Port internal
system
4. SA receives approval alert / Views the registered

Vessel Profile
Exceptions -
Assumptions -
Notes and Issues Marine Dept. insist on hard copy of Tonnage Certificate for
verification.On Behalf of the port, Pilot verifies the
documents submitted by the Shipping Agent and confirms
through port internal system.

5.1.2 Allot VCN
Use Case Allot VCN

Port
Description To register the voyage of a vessel to a port.
Whenever a vessel arrives to the Port, to uniquely identify
the voyage Vessel Call Number (VCN), a unique number is
given to the voyage
Trigger Vessel heading to a port.
Pre-Condition Vessel profile registration should be done and Ports
advance payment is done in case of JNPT Port
Post-Condition -
Normal Flow 1. SA opens the Voyage entry page
2. SA enters Voyage details and click on submit / SA
sends CALINF message to PCS
3. System checks for certain parameters like ETA and
ETD of vessel, in case of error Use case ends
4. GRT and NRT , SBT (oil tankers) of the vessel are
checked from the vessel profile and in case of error
Use case ends with request to amend he vessel
profile and submit the documentary proof.
5. Foreign and coastal flag is Marked
6. Port officer receives and verifies the Voyage details
entered by the SA and the Port Internal system
generates a unique number VCN and sends to PCS
using CALINV message
7. SA views the VCN allotted.
Alternate Flow 1. Port officer opens the Voyage entry page of Ports
internal system or PCS
2. Port officer enters the Voyage details given by the
SA in the internal system or PCS
3. If the details are entered through PCS, PCS sends
the CALINF message to the concerned port.

4. Port officer assigns the VCN or PCS generates the

VCN and communicates (CALINV) the same to the
port.
5. SA views the VCN
Exceptions
Assumptions
Notes and Issues -

5.1.3 Assessment of Charges
Use Case Assessment of charges

Port
CHA / Importer / Exporter / Stevedore
Description This is used by the SA,CHA and Port. SA assesses the
amount to be paid towards Vessel related, Container
related , Stevedore related . The CHA/Importer/Exporter
assess for Cargo related charges
Trigger Voyage registration
Pre-Condition Voyage registration should be done.
Post-Condition Bill for the advance charges is raised and SA can receive/
view the same. CONFCHARGE message is sent to SA.
Normal Flow 1. If SA uses the web form to assess payment
charges, the following steps are executed.
If SA uses the message upload channel to assess
payment charges, Alternate Flow #1 is executed.
2. SA opens the Advance Charges Bill page.
3. SA enters the Voyage Number and select the
service (Marine – Port , Vessel , Stevedore ,
Container, Cargo )
4. PCS makes a call to the concerned Port Internal
System for calculation of payment charges via 2
modes:
• Mode 1 - Message transfer between PCS &
Port Internal System
• Mode 2 - Web Service call to Port Internal
System
5. Mode 1
5.1 PCS prepares a VESSELCHG message based
on web form inputs and sends it to the Port
Internal System for assessment charges
calculation

5.2 Port Internal System calculates the charge

amount and sends a CONFCHARGE message
back to PCS.
5.3 SA verifies charges due.
6. Mode 2:
6.1 PCS formulates a SOAP request to make a
Web Service call to the Port Internal System.
a. Port Internal System processes SOAP request,
calculates the charge amount and
formulates a SOAP response back to PCS.
6.3 PCS processes the SOAP response and
displays the charges due to the SA.
Alternate Flow 1. SA sends the VESSELCHG message via his internal

system to Port through PCS.
2. PCS forwards message to designated Port Internal
System.
3. Port Internal System calculates the charge amount
and sends a CONFCHARGE message back to PCS.
4. PCS relates message back to SA internal system, which
processes the message for internal display to the SA,
on the charges due.
Exceptions
Assumptions Port should have their internal system and able to
generate the bills for advance charges for sending to PCS
system.
Port who wants to use the Web Service mode of
connecting with the PCS should be capable of exposing
their charges calculation as a Web Service, and is able to
process SOAP request and response accordingly.
Notes and Issues Few ports are neither using the VESSELCHG message nor
sending the request for assessment of charges.


5.1.4 Pay advance charges
Use Case Pay advance charges

Port
Bank
CHA / Exporter / CA
Description To pay the Marine (Vessel, Port) , Container , Stevedore
related and Cargo related charges by SA , CHA , Exporter
Trigger 1. Unique ID /Bill no. for a particular payment is generated
by the system along with the amount. SA sends request to
Port to generate a bill for the advance charges.
Pre-Condition Voyage registration should be done
Post-Condition Bill is raised and sent to the SA.
Normal Flow 1. SA receives unique ID along with payment details
after completing self assessment form / Receives
CONFCHARGE message as acknowledgement to
VESSELCHG message
2. Port forwards the bill details to Bank(SA selects the
Payment Bank ,the system sends a string to the
bank against which selected bank accepts
payment)
3. SA instructs the Bank to debit his account
4. Bank debits SA’s account and credits the Port’s
account
5. Bank sends a Debit advice(DEBADV) to SA (Port
officer opens the PCS page to view if the payment
is made, PCS sends message to Port ( Credit advice
/ Debit advice)
6. Bank sends the Credit advice (CREADV message)
to Port
Alternate Flow 1. SA receives the bill / CONFCHARGE message from
the Port.
2. SA pays the bill at the Bank

3. Bank debits SA’s account and credits the Port’s

account
4. Bank sends a Debit advice (DEBADV) to SA
5. Bank sends the Credit advice (CREADV) to Port
Exceptions • In case if SA maintains an PD account with Port, Port
has to debit the account and generates the receipt
and sends it to the PCS
Assumptions • In the alternate Flow, there should be tri-party
agreement between SA, Port and Bank.
• Payment should be done through Bank
Notes and Issues -

5.1.5 Apply for IGM Number
Use Case Apply for IGM Number

Customs
Port
Description For all vessels entering Indian waters , SA applies for IGM
number
Trigger SA sends IGM to the customs through the PCS
Pre-Condition All Vessels entering Indian water
Post-Condition --
Normal Flow 1. SA sends the IGM to Customs through PCS
2. Customs receives the IGM from the SA through PCS
3. Customs verifies the IGM
4. Customs send IGM along with IGM number to SA
and Port
Alternate Flow 1. SA submits the IGM to Customs
2. Customs sends the IGM details to Port through PCS
Exceptions --
Assumptions Interaction between Customs and PCS should be
available and Customs has to accept the messages from
the PCS
Notes and Issues Interface between Customs and PCS has to be finalized in
order to run this normal flow.

5.1.6 Apply for Rotation Number

Use Case Apply Rotation number
Customs
Port
Description For all Vessels leaving Indian Water SA applies for Rotation
number.
Trigger
Pre-Condition For all Vessels leaving Indian Water
Post-Condition --
Normal Flow 5. SA sends the Application For rotation Number to
Customs through PCS
6. Customs receives the Application from the SA
through PCS
7. Customs verifies the Application
Alternate Flow 1. SA applies the Rotation Number with Customs
2. Customs sends the Rotation Number details to Port
through PCS
Exceptions --
Assumptions Interaction between Customs and PCS should be
available and Customs has to accept the messages from
the PCS
Notes and Issues Interface between Customs and PCS has to be finalized in
order to run this normal flow.

5.1.7 Assign IGM Number (Import) / Rotation number (Export)
Use Case Assign IGM / Rotation number

Actors Shipping Agent / Importer / Exporter
Port
Customs
Description Customs to assigns IGM Number (Import) / Rotation
number (Export) and SA to view the IGM / Rotation
number
Trigger SA files IGM with Customs / SA files a request for Rotation
Number
Pre-Condition IGM should be filed by the SA / SA files a request for
Rotation Number (A_ROTN_NO message)
Post-Condition --
Normal Flow 1. Customs assigns an IGM number (for Import) /
Rotation number (for export)
2. Customs sends the IGM number (IGMNO
message)/ Rotation number (ROTN_NO message)
to the PCS
3. SA and Port receives / views the IGM number /
Rotation Number through PCS from the Customs
Alternate Flow --
Exceptions
Assumptions -
Notes and Issues -

5.2. Vessel Berthing

5.2.1 File IGM
Use Case File IGM

Customs
Port
Description To File/Amend/Cancel Import General Manifest (IGM)
details to Customs in order to get Customs clearance for
import.
Trigger
Pre-Condition Vessel Profile registration and voyage registration needs to

be completed.
Post-Condition IGM No is allocated by Customs.
Normal Flow 1. Shipping Agent sends the IGM Details to customs via
PCS.
2. Shipping Agent sends the required documents along
with IGM.
3. PCS forwards the IGM Details to Customs.
4. Customs verifies the IGM particulars and allocates
the IGM number.
5. PCS sends the IGM No to the Shipping Agent once it
is received from Customs.
Alternate Flow Cancellation of IGM No
1. Once the IGM is filed, Shipping agent can either
amend the IGM particulars or cancels the IGM.
2. If the Shipping agent cancels the IGM, Customs
send it to the port via PCS. Port acknowledges it with
Vessel arrival message.
3. If the vessel is not arrived yet, Customs cancels the
IGM No and send the message to PCS and PCS
forwards it to the Shipping Agent.

Amendment/Supplement
4. Shipping Agent Amends/supplements IGM Details.
with the amended/supplemented IGM.
6. PCS sends the amended/supplemented IGM Details
to Customs.
Exceptions While in the process of filing IGM, the system is down for
some reason, Shipping Agent will not be able to perform this
function.
Assumptions All the supporting documents are uploaded with IGM.
Interaction between Customs and PCS should be available
and Customs has to accept the messages from the PCS
Notes and Issues For the Charted vessels, Importer/exporter can file the IGM.
Customs Message formats are used to file the IGM.

5.2.2 Apply Berth
Use Case Apply Berth

Port
Description After the availability of ETA information, Shipping Agent files

the Berthing Application.
Trigger

be completed.
Post-Condition Application status needs to be shown to the user.
Normal Flow 1. Shipping Agent sends Vessel details and ETA Details
along with Berthing Application.
with the berthing application.
3. PCS sends the Berth Details to Port and vessel
movement message will be sent to the SA.
Alternate Flow 1. Shipping Agent cancels Berthing Application or
amends ETA.
2. PCS forwards cancel request or New ETA to Port and
vessel movement message will be sent to the SA.
Exceptions While in the process of submitting Berthing Application,

the system is down for some reason, Shipping Agent will
not be able to perform this function.
Assumptions Port user’s roles are well defined.
Notes and Issues In case the SA requests for shifting of vessel from one berth
to other berth, the Same Vessel Movement Message is used
for this.
BERMAN is used to file Berthing application. PAXLIST is used
to send the Crew/Passenger list along with Berthing
Application.

5.2.3 Request Regulatory Certificates
Use Case Request Regulatory Certificates

PHO
PQD
MMD
Immigration
Description To get the Entry inward permission from Customs, Shipping
Agent should submit the regulatory certificates from MMD,
PQ, PHO, and Immigration.
Trigger Berthing Application

be completed.
Post-Condition Application status need to shown to the user.
Normal Flow 1. Shipping Agent sends the required documents to the
regulatory body to which he needs to submit the
certificates.
2. PCS forwards the request to the particular regulatory
body.
Alternate Flow --
Exceptions While in the process of submitting Regulatory Certificates

Application, the system is down for some reason, Shipping
Agent will not be able to perform this function.
Assumptions All the supporting documents need to be uploaded with
the Request.
Regulatory Bodies are configured in PCS.
Notes and Issues -

5.2.4 Issue Regulatory Certificates
Use Case Issue Regulatory Certificates

PHO
PQD
MMD
Immigration
Port
Customs
Description To issue Regulatory Certificates from different regulatory
authorities. Shipping Agent should get the regulatory
certificates from MMD, PQ, PHO, and Immigration to get the
Entry inward permission from Customs.
Trigger Application for regulatory certificates from MMD, PQ, PHO,
and Immigration.
be completed.
Request from Shipping Agent for the regulatory certificates
Post-Condition Certificates need to be saved in PCS and same should be
forwarded to User.
Normal Flow 1. Regulatory body receives the documents and
request submitted by the Shipping agent.
2. Regulatory Body checks all documents submitted by
Shipping Agent.
3. Regulatory Body issues the Certificate.
4. PCS forwards the certificate to the Shipping Agent.
Alternate Flow 1. Regulatory body receives the documents and
request submitted by the Shipping agent.
2. Regulatory Body checks all documents submitted by
Shipping Agent.
3. Regulatory Body rejects the request.
4. PCS forwards the status and the reason for the
rejection to the Shipping Agent.

Exceptions While in the process of submitting Regulatory Certificates

Application, the system is down for some reason,
Regulatory Bodies will not be able to perform this
function.
Assumptions Regulatory Bodies are configured in PCS.
Notes and Issues In some cases(Ex: if the vessel is not coming from Yellow
Fever area), radio free pratique is issued by PHO.

5.2.5 Allot Berth
Use Case Allot Berth

Actors Port
Shipping Agent
Description Port to allot berth. After the availability of ETA & ETD
Trigger Shipping Agent filing the Berthing Application.

be completed.
Berths needs to be configured in PCS.
Post-Condition -
Normal Flow 1. Port receives and verifies the documents submitted
along with Berthing application by the Shipping
Agent.
2. Port allots the berth and enters the berthing details.
3. PCS Forwards the Berthing details to the Shipping
Agent.
Alternate Flow --
Exceptions While in the process of allotting Berthing Application, the

system is down for some reason, Port will not be able to
perform this function.
Assumptions Port user’s roles are well defined. The Berthing Application is
forwarded to the traffic Manager as per the role.
Notes and Issues Allotment of berth is done by the Port’s Internal system and
sends the VESDEP message to SA through PCS.
Can withdraw the Operational group meeting/Berthing
Meeting process.

5.2.6 Allocate Resources
Use Case Allocate Resources

Actors All Stakeholders
Description The Port allots resources after stakeholder request for the
resources like Crane, Gang etc.
Trigger The request from all stakeholders.

be completed.
Post-Condition -
Normal Flow 1. Port receives and checks the request submitted by
the different stakeholders for the resources.
2. Port allocates the resources and sends the resource
allocation details.
3. PCS Forwards the resource allocation details to the
stakeholders.
Alternate Flow -
Exceptions While in the process of allocating resources, the system is

down for some reason, Port will not be able to perform
this function.
Assumptions Provided the resources are handled by Port. If the resources
are handled by Dock level Working group, the request will
be forwarded to the Dock level Working group.
If the Stevedoring activities are done by private stevedores,
Stevedores will submit the Gang Indent to the Port/Dock
level Working group.
Notes and Issues -

5.2.7 Grant Entry Inward
Use Case Grant Entry Inward

Actors Customs
Shipping Agent
Port
Description To issue the entry inward for the vessel.
Trigger As per the request for Entry Inward from Shipping Agent

be completed.
Berth is allocated.
Entry Inward request is submitted by Shipping Agent.
Vessel is berthed.
Post-Condition Entry inward need to be passed to Port.
Normal Flow 1. Customs views the request submitted by the
Shipping Agent for the Entry Inward.
2. Customs checks the Regulatory Body certificates
sent along with the request by Shipping Agent.
3. Customs verifies the certificates
4. Customs Grants Entry Inward.
5. PCS Forwards the Entry Inward permission to the
Shipping Agent, Port.
Alternate Flow 1. Customs views the request submitted by the
Shipping Agent for the Entry Inward.
2. Customs checks the Regulatory Body certificates
sent along with the request by Shipping Agent.
3. Customs verifies the certificates
4. Customs rejects Entry Inward.
5. PCS Forwards the Entry Inward Rejection details to
the Shipping Agent, Port.

Exceptions While in the process of grant entry Inward, the system is

down for some reason, Customs will not be able to
perform this function.
Assumptions Shipping Agent submits all the No objection certificates from
regulatory bodies to the Customs and there should be
message exchange between Customs and PCS.
Notes and Issues Customs Message Format is used.

5.3. Cargo/Container Loading & Unloading

5.3.1 Send Bay Plan / Stowage Plan
Use Case Send Bay Plan / Stowage Plan

Port
Stevedores
Description Bay Plan / Stowage Plan is sent by SA to port and vice

versa to perform the unloading and loading operations
Trigger
Pre-Condition IGM for Import
Bay Plan and tally sheet for export
Post-Condition -
Normal Flow 1. SA sends the bay plan (BAPLIE) to port.
2. BAPLIE message is received by port.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.3.2 Unload Cargo/Container
Use Case Unload Cargo/Container

Port
Stevedores
Description Cargo/Container are unloaded from vessel

Trigger Vessel Berthing
Pre-Condition IGM, Bay Plan and Advance Container List
Post-Condition Tally sheet and Stevedoring report
Normal Flow 1. SA sends COPRAR message to port.
2. The unloading of the cargo takes place as per the
IGM.
3. The port sends tally sheet to the shipping agent.
4. The Stevedoring Report is sent to SA.
5. The shipping agent views the Stevedoring Report
and Tally report / OTR.
6. COARRI message received by SA.
7. Port sends landed tally report / OTR message to
customs.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.3.3 Send Bill of Lading / DO
Use Case Send Bill of Lading / DO

Port
CHA / Importer
Description SA sends the Bill of Lading / DO to the CHA / Importer to

Port
Trigger
Pre-Condition BL with BE
Post-Condition -
Normal Flow 1. SA sends BL (BILLOFL) / DO to CHA / Importer
2. CHA surrenders BL while taking forwarding/delivery
from the Port
3. The three documents are verified BL, BE and IGM,
before the BL is taken into custody and
forwarding is given.
4. Charges are collected prior to delivery.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues CHA surrenders BL to Port after he receive the same from
SA. SA releases BL on payment of his charges and stamp
duty , which is paid only after customs CHA files the BE so
that Custom duty etc an be known based on which stamp
duty is calculated

5.3.4 Excess Landing Cargo
Use Case Excess landing of cargo

Actors
Container Agent / SA
Customs
Port
Surveyor
Tank Form Operator
Description Surveyor declares excess landing in case of Dry Bulk cargo
Tank firm Operator declares excess landing in case of
Liquid Bulk cargo
Container Operator declares excess landing in case of
Container which helps SA to file for additional entries to
IGM
Trigger When the cargo is unloaded and verified against delivery

and Tally Sheet and physical status
Pre-Condition
Post-Condition
Normal Flow 1 Tally is recorded by port / Surveyor
2 Delivery of cargo takes place
3 Port verifies physical position /lying of cargo
4 Compares the delivery , tally , manifested , lying and
declares
5 Excess cargo , Short Landed ,Landed but missing
6. Port sends the Excess landed cargo message to
customs.
7. COARRI message received by SA.
Alternate Flow 1. Port generates excess landed cargo details.

2. SA, Customs receives excess landed cargo details.

Exceptions
Assumptions -
Notes and Issues -

5.3.5 Filing Supplementary / Additional IGM
Use Case Filing Supplementary IGM

Customs
Port
Description Supplementary / Additional IGM is filed by SA.
Note: Additional IGM is to be submitted after IGM has
been finalized and Entry Inward has been granted.
Prior to the above 2 conditions, Supplementary IGM is to
be submitted.
Trigger When the cargo is excess landed.
Pre-Condition -
Post-Condition -
Normal Flow 1. SA files for the Supplementary / Additional IGM to
the customs.
2. Customs approves and send the IGM to Port.
3. Port receives the supplementary / additional IGM
from the Customs.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.3.6 Apply for Entry Outward
Use Case Apply for entry outward

Port
Customs
Description This use case is used by SA to request customs for the entry
outward.
Trigger To commence loading operations.
Pre-Condition Export Cargo register received from port (optional)
Post-Condition -
Normal Flow 1. SA applies for entry outward to customs.
2. Customs approves/sends the entry outward for the
sailing of vessel.
3. SA, Port receives the approval of entry outward
message.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.3.7 Load Cargo/Container
Use Case Load Cargo/Container

Port
Stevedores
Description After getting Entry Outward permission loading of cargo

take place in to the vessel
Trigger After Entry Outward approval is received

Pre-Condition Bay Plan and Advance Container List
Post-Condition Tally sheet and Stevedoring report
Normal Flow 1. The loading of the cargo takes place as per the
export sequence list.
2. The port sends the tally sheet to the shipping agent
of the cargo loaded in to the vessel.
3. The Stevedoring Report is send to SA.
4. SA views the details of stevedores report.
5. SA sends COPRAR message to port.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.3.8 Short Shipment
Use Case Short Shipment

Customs
Port
CHA
Stevedore
Description Port notifies the short shipment of cargo to SA and
Customs
Trigger When the cargo is not loaded in to the vessel
Pre-Condition Tally Sheet and SB or Mate Receipt
Post-Condition Amended SB, New SB / Back to Town
Normal Flow 1. SA files for the amendment of the SB, to move the
cargo in to another vessel, with a fresh SB.
2. Customs approve the request and forwards to Port.
3. SA receives the notification.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.3.9 Filing EGM
Use Case Filing EGM

Customs
Port
Description EGM will be filed, after the clearance is issued by port and
customs.
Trigger After vessel sails.
Pre-Condition Mate Receipt (MR) is issued to Port by SA and Port forwards
MR to CHA and CHA submits MR to SA
Post-Condition -
Normal Flow 1. SA files EGM with Customs
2. Customs approves the EGM.
3. SA views the approval.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues Some of the Ports are receiving the EGM .

5.4. Import Cargo Clearance & Export Cargo Clearance

5.4.1 Intimate Cargo Location
Use Case Intimate Cargo Location
Container Agent
Port
CFS
Customs
CHA
Terminal Operator
Description This use case is used for sending cargo location
information to various stakeholders
Trigger Port / CFS informs to the SA about the location of the
cargo in the Port / CFS
Pre-Condition Cargo locations should be entered in the System
Post-Condition --
Normal Flow 1. CFS / Port sends the location of the
cargo/container (LOCATION message) to PCS
2. SA searches for the cargo /container in PCS
3. SA, Customs receive the location details in the yard
4. CHA can also view the Container Location after
searching for the cargo /container
Alternate Flow -
Exceptions
Assumptions Cargo track and trace is maintained through web services
provided by the each Port. Each Port should maintain
cargo location data OR
Instead of web services , Port may provide message to
PCS as and when the cargo location is changed
Notes and Issues Some times movement of the containers are done within
the Port / Yard premises, in this case instead of sending
message every time to PCS, it’s suggestible to store the
location details in the Port internal system and provide a

web service to PCS
5.4.2 Issue Agent Delivery Order
Use Case Issue Agent Delivery Order

CHA
CFS
Port
Description For sending and receiving the B/L or / and Delivery Order
Trigger Cargo/container discharge or cargo location intimation
by CFS / Port
Pre-Condition Cargo location should be known to the CHA
Post-Condition --
Normal Flow 1. SA creates a delivery order
2. SA sends the delivery order (BILLOFL message) to
CHA
3. CHA receives the Delivery Order
4. CFS / Port views the Delivery Order ; CFS / Port
receives the BILLOFL message from the CHA
Alternate Flow --
Exceptions
Assumptions --
Notes and Issues --

5.4.3 File Bill of Entry
Use Case File Bill of Entry

Actors Customs
CHA
Port
Terminal Operator
CFS
Description Once Bill of Entry is filed by the CHA to the Customs, it can
be viewed by the Port and CFS or BE message is sent to
Port / Terminal Operator / CFS
Trigger
Pre-Condition IGM should have been filed.
Customs should be intimated about the cargo/container
location and CHA submits the Delivery Order / Bill of
Lading.
Post-Condition Bill of Entry is viewed / received by the Port / CFS
Normal Flow 1. CHA files Bill of Entry at Customs service center
2. Customs sends (BE message) the Bill of Entry details
to PCS
3. PCS forwards the message to Port / Terminal
Operator / CFS
Alternate Flow 1. CHA creates Bill of Entry

2. CHA submits the Bill of Entry to Customs through
PCS
3. Customs receives the Bill of Entry from PCS
4. Customs sends Bill of Entry details to PCS
5. Port or CFS or Terminal Operator views /receives Bill
of Entry or Delivery Order
Exceptions
Assumptions -
Notes and Issues For alternate flow, there should be message exchange

between PCS and Customs

5.4.4 Issue Customs Out-Of-Charge
Use Case Issue Customs Out-Of-Charge

Actors Customs
CHA / Importer
Port
Terminal Operator
CFS
Description Customs issues Out-Of-charge order after examining the
import cargo and sends the Out-Of-Charge through EDI
message to PCS. PCS receives the EDI message and sends
to the respective CHA, CFS , Port.
Trigger
Pre-Condition Customs should receive the Bill of Entry from the CHA and
Cargo Location should be known to the Customs from the
Terminal Operator or CFS.
Post-Condition Cargo / Container can be moved to Importer’s location
Normal Flow 1. Customs physically examines the import cargo in
the CFS / Terminal
2. The SA / CHA pays the shifting charges to the Port/
Terminal Operator, if the container needs to be
shifted for Customs examination.
3. Customs issues Out-Of-Charge order
4. CFS, Port, Terminal Operator and CHA receives the
Out-Of-Charge order (OOC message)
Alternate Flow -
Exceptions
Assumptions -
Notes and Issues -

5.4.5 Issue Let Export Order (LEO)
Use Case Issue Let Export Order (LEO)

Actors Customs
CHA / Exporter
Port
CFS
Description Customs issues Let Export Order (LEO) after examining the
export cargo and sends the Let Export Order (LEO) through
EDI message to PCS. PCS receives the EDI message and
sends to the respective CHA / Exporter, CFS / Port
Trigger
Pre-Condition CHA / Exporter should file the Shipping Bill to Customs
Post-Condition Stuffing can be done after getting the Let Export Order
Or Customs issues LEO after stuffing
Normal Flow 1. CHA / Exporter moves the cargo to the CFS / Port
2. Customs physically examines the cargo in the CFS/
Port
3. Customs issues Let Export Order(LEO)
4. CFS/ Port/ CHA/Exporter receives the Let Export
Order (LEO) (STUFFREP message)
Alternate Flow --
Exceptions
Assumptions -
Notes and Issues The use case ‘Cargo Clearance’ covers the cargo
clearance for both import and export cargo.
Filing of shipping Bill is not covered in the Use Case as it is
covered in ‘Carting Cargo’ Use Case

5.5. Container Movement to CFS & Container Movements to Port

5.5.1. Request for Container Movement to/From CFS
Use Case Request for Container Movement to/From CFS

Actors Terminal Operator / Port
Shipping Agent
Container Agent
Transporter
CFS
Description To request the permission to move the containers from CFS
to Terminal Operator and also from Terminal Operator to
CFS
Trigger
Pre-Condition IGM details should be available with CFS.

The Shipping Bill and LEO formalities must have been
completed.
Post-Condition -
Normal Flow 1. Container Agent sends the details about the
containers to be moved to/From CFS along with the
request.
2. PCS Forwards the request to Terminal Operator /
Port.
Alternate Flow 1. The CFS pre-advises the containers details to the port
/ TO through PCS.
2. CFS sends the container to port / terminal.
Exceptions
Assumptions IGM details are available with CFS.

Notes and Issues -

5.5.2. Grant Container Movement to/From CFS
Use Case Grant Container Movement to/From CFS

Actors Terminal Operator / Port
Shipping Agent
Container Agent
Customs
CFS
Description To grant permission to move the containers from CFS to
Container Terminal and from Container Terminal to CFS
Trigger
Pre-Condition IGM details should be available with Container Terminal.

Post-Condition -
Normal Flow 2. Terminal Operator views the request entered by
Container Agent for Container movement.
3. Terminal Operator grants Container Movement.
4. PCS Forwards the grant to the Container Agent, CFS.
Alternate Flow
2. Terminal Operator views the request entered by
Container Agent for Container movement.
3. Terminal Operator Rejects Container Movement.
4. PCS Forwards the rejection details to the Container
Agent, CFS.
Exceptions
Assumptions IGM details are available with Container Terminal.

Notes and Issues -

5.5.3. Send Advance Container List
Use Case Send Advance Container List

Actors Terminal Operator
Shipping Agent / CA
CFS
Transporter
Description To submit the advance container list to be moved either to
CFS / ICD / Factories or to Container Terminal
Trigger Containers are stuffed and ready to move to CFS/Container
Terminal.
Pre-Condition 1. For import containers the IGM has to be filed by SA
with Customs.
2. For export containers the SB and LEO formalities
need to be completed.
Post-Condition -
Normal Flow 1. Shipping Agent /CA sends the Advance Container
List.
2. PCS Forwards the Advance container List to the
recipients.
Alternate Flow -
Exceptions
Assumptions -
Notes and Issues -

5.5.4. Job Order
Use Case Job Order

Actors CFS
Shipping Agent
Transporter
Terminal Operator
Description To issue the Job order to the Transporter for the movement
of containers to and from Container Terminal to CFS on
receipt of Advance container List from Shipping Agent.
Trigger Receipt of Advance container List from Shipping Agent.
Pre-Condition
Post-Condition Job Order should be passed to all default recipients.
Normal Flow 1. CFS Selects the Container List and Transporter details.
2. CFS Issues Job Order.
3. PCS Forwards the Job Order to Transporter.
Alternate Flow
Exceptions
Assumptions CFS is authorized by the Shipping Agent.

Notes and Issues -

5.5.5. Gate-In/Gate-out Port
Use Case Gate-In/Gate-out Port

Actors Terminal Operator
Transporter
Shipping Agent / CA
Port
Customs
CFS
CHA
Description This use case is for the Port/Terminal Operator to issue the
Gate-In/Gate-Out Passes.
Trigger
Pre-Condition 1. For import containers Import Advance List is

submitted to Terminal.
2. Export containers are pre-advised.
Post-Condition -
Normal Flow
1. Terminal Operator selects the Container and
Transporter details.
2. Terminal Operator Issues Gate Pass. In case of the
Cargo, Port issues the Gate Pass.
3. PCS Forwards the Gate Pass to CHA and CHA
forwards gave pass to Transporter and Shipping
Agent.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues In Some Cases EIR is issued in place of Gate Pass.

5.5.6. Gate-In/Gate-out CFS
Use Case Gate-In/Gate-out CFS

Actors CFS
Transporter
Shipping Agent
CHA
Port
Description This use case to issue the CFS Gate-In/Gate-Out Passes
Trigger On receipt of Advance container List from Shipping Agent,

CFS Prepares Yard plan and issues Gate Pass.
Pre-Condition
Post-Condition -
Normal Flow 1. CFS Selects the Container and Transporter details.
2. CFS Issues Gate Pass.
3. PCS Forwards the Gate Pass to Transporter, Shipping
Agent/ CHA.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.6. Stuffing & De-stuffing

5.6.1. Request for resources (for Stuffing / De-stuffing)
Use Case Request for resources for stuffing/ De-stuffing

Actors Shipping Agent / CA
CFS
CHA / Importer / Exporter
Description SA/CA requests for the resources for stuffing and de-
stuffing of containers
Trigger When containers are taken inside CFS for loading and
unloading the cargo.
Pre-Condition The container is moved to CFS.
Post-Condition -
Normal Flow • Shipping Agents informs about the container cargo
to CFS
• Request resources for Stuffing and De-Stuffing,
based on Export and Import(RESREQ).
Alternate Flow
Exceptions
Assumptions SA will provide resources (equipment) in case of deficiency
of resources from CFS. CFS will provide labors.
Notes and Issues Stuffing/ De stuffing may be done within Dock

5.6.2. Allocate resources (for stuffing / De-stuffing)
Use Case Allocate resources for stuffing / de-stuffing

Actors Shipping Agent /CA
CFS
CHA / Importer / Exporter
Description The CFS allots the resources for stuffing and de-stuffing of
containers as requested by SA
Pre-Condition 1. The container is moved to CFS.
2. Request for Resources from SA
Post-Condition 1. Acknowledgement received from CFS
Normal Flow 1. CFS accepts the request / CFS receives RESREQ
message .
2. Allocates the resources based on stuffing and de-
stuffing(ALORES).
3. SA can view / receive resources allocation details
(ALORES).
Alternate Flow
Exceptions
Assumptions
Notes and Issues SA will provide resources (equipment) in case of deficiency

5.6.3. Send Container Load Plan (CLP)
Use Case Send Container Load Plan(CLP)

Actors Shipping Agent / CA
CFS
CHA
Port
Description Container Load Plan is mainly used for de-stuffing and
after the stuffing process is done.
Pre-Condition Import
1. The container is moved to CFS.
2. CLP to be handed over to CFS by SA
Export
1. The container is moved to CFS.
2. SA/CA sends CLP to CFS for LCL container
Post-Condition
Normal Flow 1. CFS Allocates Resources.

2. SA/CA sends the CLP to CFS.
3. Receives CLP for de-stuffing and for LCL Stuffing.
Alternate Flow
Exceptions
Notes and Issues SA will provide resources (equipment) in case of deficiency

5.6.4. Requests De-Stuffing Container
Use Case Requests De-Stuffing Container

Container Agent
CFS
CHA
Customs
Port
Description SA / CA requests CFS / Port to carry de-stuffing of the

container
Trigger When containers are taken inside CFS / Port for unloading
the cargo.
Pre-Condition SA / CA sends CLP to CFS / Port for container to unload
Post-Condition --
Normal Flow 1. SA / CA agent requests the CFS / Port to do de-
stuffing (COSTOR).
2. CFS / Port sends the reply of the request to SA / CA.
3. SA / CA views the reply (approval / rejection).
Alternate Flow
Exceptions
Notes and Issues SA / CA will provide resources (equipment) in case of
deficiency of resources from CFS. CFS will provide labors.

5.6.5. De-Stuff Process
Use Case De-Stuff Process

Container Agent
CFS
Customs
Surveyors
CHA
Port
Description CFS/Port does the de-stuffing process requested by SA /

CA
Trigger When containers are taken inside CFS for unloading the
cargo.
Pre-Condition • SA / CA sends CLP to CFS / Port for container to
unload
Customs permission is required
Post-Condition Tally sheet is send to SA / CA by CFS / Port and surveyors
Normal Flow 1. CLP is received by CFS to do de-stuffing.

2. The customs examines the cargo (for de-stuffing
and direct delivery from the mouth of Container for
the FCL cargo. For LCL cargo , customs examines
at the shed).
3. Surveyor along with CFS prepares the Tally sheet
and uploads to the system.
4. SA / CA views the details of the cargo de-stuffed.
Alternate Flow
Exceptions

5.6.6. De-Stuff Report
Use Case De-Stuff Report

Container Agent
CFS
Surveyors
CHA
Port
Description Port/ CFS generates the de-stuff report.

Trigger After the cargo are unloaded from the container
Pre-Condition
Post-Condition
Normal Flow 1. Port / CFS generates the report and send to SA /
CA.
2. SA / CA receives the COSTCO Message.
3. SA / CA views the de-stuffing report.
Alternate Flow
Exceptions

5.6.7. Requests Stuffing Container
Use Case Requests Stuffing Container

Container Agent
CFS
CHA
Port
Description SA /CA requests CFS /Port to do stuffing of the container

Trigger When containers are taken inside CFS for loading the
cargo.
Pre-Condition SA / CA sends CLP to CFS for container to load for LCL
containers.
LEO from Customs is received
Post-Condition --
Normal Flow 1. SA /CA agent requests the CFS / Port to do stuffing
(COSTOR Message).
2. CFS accepts the request and informs SA / CA.
3. SA / CA receives the information from CFS.
Alternate Flow
Exceptions

5.6.8. Stuff Process
Use Case Stuff Process

Container Agent
CFS
Customs
Surveyors
CHA
Port
Description CFS /Port does the stuffing process requested by SA

Trigger When containers are taken inside CFS for loading the
cargo.
Pre-Condition SA / CA sends CLP to CFS / Port
Post-Condition Tally sheet is send to SA / CA by CFS
Normal Flow 1. LEO (stuffrep message) from customs will received

by CFS/Port.
2. Port/CFS checks if LEO exists before allowing cargo
to stuff.
3. The containers are stuffed as per the request.
4. Surveyor along with CFS prepares the Tally sheet
and uploads the report.
Alternate Flow
Exceptions

5.6.9. Stuff Report
Use Case Stuff Report

CFS
Surveyors
CHA
Port
Description CFS /Port generates the stuffing report of the cargo in

container.
Trigger After the cargo are loaded in to the container
Pre-Condition 1. SA sends CLP to CFS / Port for container to load
2. Tally sheet given by surveyors
Post-Condition 1. Stuff report sends to SA by CFS / Port.
Normal Flow 1. CFS /Port generates the report and send to SA.
2. SA receives the COSTCO Message.
3. SA views the stuffing report.
Alternate Flow
Exceptions
Other Special SA / CA will provide resources (equipment) in case of
Requirements deficiency of resources from CFS. CFS will provide labors.

5.7. Cargo / Container Release

5.7.1. Permission for taking the containers / cargo
Use Case Permission for taking the containers

Actors CFS
CHA
Port
Description Request to take the containers / cargo out and for
CFS/Port to grant the permission
Trigger Customs issues Out-Of-Charge order after examining the
container / cargo
Pre-Condition 1. Customs Out-Of-Charge order
2. Delivery order and letter authorizing the transporter
to take delivery issued by SA / CA
3. Gang Letter issued by SA / CA to the port.
Post-Condition --
Normal Flow 1. Customs issue Out-Of-Charge order
(OOCONT,OOCITEMS) after examination
2. CHA receives/views the Out-Of-Charge sent by
customs
3. CFS / Port gets the Out-Of-Charge issued by the
customs
4. CHA requests to CFS / Port to take the containers
cargo
5. CFS / Port receives the request sent by CHA
Alternate Flow -
Exceptions
Assumptions -
Notes and Issues -

5.7.2. Pay charges
Use Case Pay charges

Actors CFS
CHA
Port
Description Paying charges for the services rendered from CFS/ Port
and for the CFS / Port to issue bill for the services provided
to CHA
Trigger CHA sends a request to CFS/ Port for generating the bill for
the services rendered.
Pre-Condition CHA should request CFS/ Port for taking the containers
/cargo to the importer’s location
Post-Condition Payment receipt should be given
Normal Flow 1. CHA requests the CFS / Port for taking the
containers / cargo
2. CFS / Port generates the bill for the services
provided to the CHA
3. CHA receives/views the bill and pays the charges
to CFS / Port
4. CFS / Port sends receipt for the charges collected.
Alternate Flow --
Exceptions
Assumptions -
Notes and Issues -

5.7.3. Issue Job Order
Use Case Issue Job Order

Actors CHA
CFS
Transporter
Port
Description CFS issues the Job Order to move the containers / cargo
from Port to the CFS area. The Port in turn sends the Job
Order to the CHA.
CHA issues Job Order to Transporter after paying all the
charges to CFS/ Port.
Trigger Customs issues clearance.
Pre-Condition CHA should pay all the charges to CFS / Port
Post-Condition -
Normal Flow 1. CFS issues Job Order to the port to move the
containers /cargo to container yard (JOBORDER)
2. Port in turn issues the Job Order to the CHA who
issues Job Order to Transporter
3. Transporter receives Job Order
Alternate Flow --
Exceptions
Assumptions -
Notes and Issues -

5.7.4. Issue Gate Pass
Use Case Issue Gate Pass

Actors CHA
Port
CFS
Transporter
Customs
Description CFS/ Port issues the Gate-Pass to CHA/ Transporter after
collecting all the charges from him
Trigger CHA pays the charges to CFS / Port
Pre-Condition All charges should be paid
Post-Condition
Normal Flow 1. CHA pays all the charges to CFS / Port for the
services rendered.
2. CHA / CFS / Port generates the Gate-Pass
(GATEPASS) which is sent to the Customs / CHA.
3. CHA in turn forwards the Gate-Pass to Transporter
4. Transporter, Customs receives the Gate-Pass
Alternate Flow -
Exceptions
Assumptions -
Notes and Issues -

5.7.5. Permission for Direct Delivery
Use Case Permission for Direct Delivery

Actors CHA
Port
Customs
SA
CA
Description CHA sends the request to Customs for direct delivery and
Customs gives permission for Direct Delivery.
Trigger
Pre-Condition Cargo/ Container should be unloaded from the Vessel
Post-Condition SA gives the Delivery Order to CHA
Normal Flow 1. CHA sends a request to Customs for direct delivery
2. Customs gives permission for Direct Delivery
3. CHA receives Delivery Order from the SA/CA
4. CHA files the Bill of Entry to Customs
5. From then on, the Cargo clearance process follows
Alternate Flow -
Exceptions
Assumptions -
Notes and Issues -

5.7.6. SMTP
Use Case SMTP

Container Agent
Port
Customs
CONCOR/ RAIL OPERATORS
Transporter
CHA
Description Request to Customs for Sub Manifest Transshipment Permit
(SMTP)
Trigger SA requests the Customs for the SMTP
Pre-Condition
Post-Condition -
Normal Flow 1. SA / CA / CHA sends SMTP request to Customs
2. Customs issues SMTP to SA / CA /CHA
3. SA / CA / CHA receives the SMTP
4. Port views the SMTP issued by the customs
5. SA / CA / CHA issues Job Order to Transporter
6. SA / CA / CHA sends Job Order to Transporter, If
container movement is by Road
7. Transporter receives the Job Order
8. SA / CA / CHA pays all the charges to Port
9. Port generates Gate-Pass to SA / CA / CHA to take
the cargo
Alternate Flow 1. SA / CA / CHA submits SMTP request
2. Customs issues SMTP to SA
3. SA / CA / CHA receives the SMTP
4. Port views the SMTP issued by Customs
5. If container movement is by train , Port generates
Railway Receipt to CONCOR/ RAIL OPERATORS
Exceptions

Assumptions -
Notes and Issues -

5.7.7. Issue Railway Receipt
Use Case Issue Railway Receipt

Container Agent
Port
CHA
Description After getting the SMTP from the Customs, SA moves the
container / cargo by train though CONCOR/ RAIL
OPERATORS. Port can view the SMTP and issues Railway
Receipt to CONCOR/ RAIL OPERATORS.
Trigger Issuance of the SMTP and movement of the containers /
cargo is through trains.
Pre-Condition SMTP by the Customs
Forwarding Note by SA.
Post-Condition -
Normal Flow 1. Port receives SMTP from Customs.
2. SA / CA / CHA sends Forwarding Note to
CONCOR/ RAIL OPERATORS / Port.
3. Port issues Railway Receipt (RAILRECEIPT), based on
SMTP and Forwarding Note received.
4. Port sends Railway Receipt to CONCOR/ RAIL
OPERATORS.
Alternate Flow -
Exceptions
Assumptions -
Notes and Issues COPINO can be used for placement memo/Inland way
bill.

5.7.8. Issue Train Summary
Use Case Issue Train Summary

Port
Description After Containers are loaded into the Rake, Port maintains
daily Pendency List. Once loading of containers are done,
Railway out report is given to SA by the Port.
Trigger Loading of the containers into the Rail
Pre-Condition
Post-Condition -
Normal Flow 1. Port enters loaded Containers details
2. Port generates pendency list against the IGM
3. Port sends the pendency list (PENDENCY OF
CONTAINERS) to SA
4. Port generates Train Summary after train leaving
the Port.
5. SA receives the Train Summary.
Alternate Flow --
Exceptions
Assumptions -
Notes and Issues -

5.7.9 Ingress Permission
Use Case Request and Issuance of Ingress Permission

Actors CHA
Port
Barge Operator
SA
Description To delivery/remove the cargo through barges, CHA /SA
applies for Ingress Permission and Port issues Ingress
Permission.
Trigger -
Pre-Condition -
Post-Condition -
Normal Flow 1) CHA/SA applies for Ingress Permission or sends a
Ingress Permission Message to Port
2) Port receives the request or Ingress message
3) Port issues Ingress Permission to CHA / SA or sends
the Ingress Permission message
4) CHA / SA receive the message or view the Ingress
Permission.
Alternate Flow --
Exceptions
Assumptions After verification of the certificates and collection of
barge related charges only port issues the permission
Notes and Issues For Delivery of cargo by Barge, CHA files Over side
Discharge Guarantee with the Customs and Customs
accepts it.

5.7.10 Egress Permission
Use Case Issue Egress Permission

Actors CHA
Port
SA
Barge Operator
Description To allow barge to move after loading of the cargo on the
Barge, CHA /SA applies for Egress Permission and Port
issues Engress Permission.
Trigger -
Pre-Condition
Post-Condition Barge sails out
Normal Flow 1) CHA / SA applies for Egress Permission or sends a
Request for Egress Permission Message to Port
2) Port receives the request or Request for Egress
Permission message
3) Port issues Egress Permission to CHA / SA or sends
the Egress Permission message
1) CHA / SA receive the message or view the Egress
Permission.
Alternate Flow --
Exceptions
Assumptions -
Notes and Issues Customs appraises and issues BBN in case of Delivery and
GBN incase of removal.

5.8. Carting Cargo

5.8.1. Request for Space Allocation and Carting
Use Case Request for Space Allocation and Carting

Actors Port
Shipping Agent
CHA / Exporter
CFS
Description To request for space allocation for carting the cargo for
exporting the cargo. Shipping Agent / CHA / Exporter
should submit the application for the specific location in
Port area to move the cargo.
Trigger
Pre-Condition
Post-Condition Location need to be forwarded to the recipients.
Normal Flow 1. Shipping Agent/CHA sends the request for the space
allocation and the request for carting.
2. PCS Forwards the Application to the Port / CFS.
3. Port / CFS allocate the space and sends the details.
4. The Space allocation details are forwarded to the
SA/CHA.
Alternate Flow
Exceptions
Assumptions
Notes and Issues Even without a Shipping Bill, A Carting Request can be
made.
Carting Permission message will be modified.

5.8.2. Issue Permission for carting
Use Case Issue Permission for carting

Actors Port
CHA
CFS
Shipping Agent /CA
Description Based on the request submitted by the CHA for the carting
permission, the Port / CFS grant the permission to the CHA /
Transporter to move the cargo into the Port area.
Trigger The request for the carting permission.
Pre-Condition
Post-Condition Permission for carting should be forwarded to all the
recipients selected by CHA along with default recipients.
Normal Flow 1. Port / CFS receive the requests submitted by
SA/CHA.
2. Port / CFS verify the request and issues permission.
3. PCS Forwards the permission to the SA/CHA.
4. If CHA needs to provide details of transporter to port,
alternate flow is executed.
Alternate Flow CHA provides Transporter details to the Port.
Exceptions
Assumptions Specific location is allocated for the Shipping Agent by Port.

And this Location is informed to the CHA, Transporter by the
Shipping Agent.
Notes and Issues Port permission as well as multiple locations may be
requested/granted

5.8.3. File Shipping Bill
Use Case File Shipping Bill

Actors Customs
CHA / Exporter
Port
Description To Export the cargo, CHA / Exporter should file the Shipping
Bill against the cargo to be exported, CHA needs to
file/Amend/Cancel Shipping bill.
Trigger
Pre-Condition
Post-Condition -
Normal Flow 1. CHA files cargo declaration to the Customs.
2. Customs forward SB message to the Port.
Alternate Flow 1. CHA sends the amendment/cancellation request to

the SB to the Customs.
2. After the Approval from the Customs,
amended/cancelled SB will be forwarded to the
recipients
Exceptions
Assumptions CHA provide the agreement with his exporter to Customs.

Notes and Issues Customs Message Format is used to file SB.
Some ports accept Export Application.

5.8.4. Gate-In Permission Port
Use Case Gate-In Permission Port

Actors CHA
Port
Transporter
Description To provide the Gate-Pass for the cargo / container comes
directly to the Port.
Trigger Carting Order
Pre-Condition CHA Details

Post-Condition Gate Pass should be passed to all default recipients.
Normal Flow 1. Port checks Shipping Bill,if available.
2. Cart Chit / Ticket is given by CHA.
.
Alternate Flow
Exceptions
Assumptions some of Terminal operator accept Form 13

Notes and Issues -

5.8.5. Request to move cargo to Dock
Use Case Request to move cargo to Dock

Actors CHA
Port
Transporter
Description To request the Port for the permission to move the Cargo
from pre-Shipment area to the Dock Area.
Trigger
Pre-Condition Shipping Bill may be filed with Customs.
Post-Condition -
Normal Flow 1. CHA requests to move the Cargo to the Dock along
with the Shipping Bill, cargo and Transporter details.
2. Request is forwarded to Port.
Alternate Flow -
Exceptions
Assumptions -
Notes and Issues -

5.8.6. Issue movement Order
Use Case Issue movement Order

Actors CHA
Port
Transporter
Description To issue movement order to move the Cargo from pre-
Shipment area to the Dock Area.
Trigger
Pre-Condition Request from CHA to move the cargo from pre-shipment

area to the Dock.
Post-Condition Movement Order should be passed to all default recipients.
Normal Flow 1. Port receives the request submitted by CHA and
verifies the details.
2. Port Issues Movement Order to CHA.
3. CHA forwards movement order to Transporter.
Alternate Flow -
Exceptions 1. Port rejects request of CHA.

2. A notification is sent to CHA.
Assumptions Transporter gets the movement order online.
Yard plan is available with the Port.
Notes and Issues Pre-shipment area can also be within the Dock.

5.8.7. Intimation to move Empty Containers
Use Case Intimation to move Empty Containers

Container Agent
CFS / ICD / CONCOR / Transporter
Customs
Port / Terminal Operator
Description To obtain Customs permission for the movement of empty
containers.
Trigger
Pre-Condition -
Post-Condition -
Normal Flow 1. Shipping Agent/CA sends the details about the
empty container.
2. PCS forwards the list of empty containers to be
moved to CFS, Customs, Port/Terminal Operator and
ICD.
Alternate Flow
Exceptions List of empty containers are not required.
Assumptions
Notes and Issues New empty containers are treated as cargo.

5.8.8. Gate-In Permission for Empty Containers
Use Case Gate-In Permission for Empty Containers

Container Agent
CFS / ICD / CONCOR / Transporter
Customs
Port / Terminal Operator
Description To provide the Gate-Pass for the empty Containers. coming
to the CFS, Port / Terminal and ICD.
Trigger
Pre-Condition List of Empty Containers should be sent by Shipping Agent /

CA to CFS/Port.
Post-Condition
Normal Flow 1. CFS / Port selects empty Container and Transporter
details.
2. CFS / Port Issues the Gate Pass.
3. Gate Pass is forwarded to SA / CA / CHA / CFS / ICD.
Alternate Flow 2. CFS / Port selects empty Container and Transporter

details
3. CFS / Port rejects the Gate Pass.
4. Gate Pass rejection details are forwarded to CHA,
Transporter.
Exceptions List of empty containers are not required.
Assumptions -
Notes and Issues -

5.8.9. Request for bringing Factory Stuffed Container to CFS / Port
Use Case Request for bringing Factory Stuffed Container to CFS / Port
Actors CHA
CFS
Port
Customs
Description This use case is for CHA to request for the permission to the
CFS to move the Factory Stuffed container to the CFS area.
Trigger
Pre-Condition --
Post-Condition --
Normal Flow 2. CHA sends the request for FCL Container movement
permission with Cargo, Container details and
Shipping Bill Details if available.
3. PCS Forwards the request to CFS / Port.
Alternate Flow
1. CHA sends the request for FCL Container movement
permission with Cargo, Container details and
Shipping Bill Details.
2. PCS Forwards the request to Terminal Operator.
Exceptions
Assumptions Assumed that Factory stuffed containers are moved to CFS

for Customs examination.
Notes and Issues If the FCL is moved directly to the Container Terminal, the
request is sent to the Terminal Operator.
If Shipping Bill is not available, any document required by
the Port should be submitted.

5.8.10. File Pre-Advice of ICD Containers
Use Case File Pre-Advice of ICD Containers

Terminal Operator / Port
Rail Operator / CONCOR
ICD
Transporter
Description To inform Terminal Operator the list of ICD containers
coming by Rail.
Trigger
Pre-Condition
Post-Condition -
Normal Flow 1. Shipping Agent pre-advices the details about the
ICD container coming by rail.
2. PCS forwards the list of ICD containers coming by rail
to the Terminal Operator
Alternate Flow -
Exceptions
Assumptions All the Customs formalities have been completed at ICD.

Notes and Issues In Some cases, Shipping Bill is submitted by the ICD stations
like ICD Amingaon.

5.9. Port Clearance

5.9.1. Request port clearance
Use Case Request port clearance

Customs
Port
Description SA request’s custom and port for port clearance for
sailing of the vessel
Trigger Clearance certificate required for sailing of vessel
Pre-Condition -
Post-Condition -
Normal Flow 1. SA request for NOC with port.
2. Port issues NOC to SA.
3. SA request for port clearance with Customs.
4. Customs approves the port clearance and send to
SA and Port.
Alternate Flow 1. SA request for port clearance with Customs.

1. Customs approves the port clearance and send to
SA and Port
Exceptions
Assumptions -
Notes and Issues -

5.9.2. Send Sailing Report
Use Case Send Sailing Report

Customs
Port
Description port sends the vessel sailing report to customs
Trigger Sailing of Vessel
Pre-Condition • Port clearance from customs

• Vessel has sailed
Post-Condition Vessel sailing report send to customs by port

Normal Flow 1. Port reviews the custom clearance and sends the
final clearance to SA.
2. SA receives the clearance from port.
3. Vessel sailing report is send by port to customs.
4. Customs receives the vessel sailing report.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.9.3. Send Stowage Plan / Bay Plan
Use Case Send Stowage Plan/Bay Plan

Customs
Port
CHA
Stevedores
Terminal Operator
Description Port receives and sends updated stowage plan / Bay
Plan to the SA
Trigger When the vessel is ready to sail the stowage plan needs to
be issued to SA
Pre-Condition -
Post-Condition -
Normal Flow 1. SA sends the stowage plan.(BAPLIE)
2. Port receives / views the stowage plan.
3. Port / Stevedore sends the updated bay plan
/stowage plan to SA/CHA.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.9.4. Request for Shut Out
Use Case Request for Shut Out

Container Agent
Customs
Port
Terminal Operator
Description SA request the customs to process the shut out cargo
Trigger When the cargo is not loaded in to the vessel.
Pre-Condition
Post-Condition -
Normal Flow 1. Port issues Shut-out advice to SA.
2. SA files request for shut out cargo to customs.
3. Customs receives the information from SA.
4. Customs approves the shut out cargo and
message is sent to Port directly(SHUTOUT and
SHUTCONT message is sentby customs to port).
5. SA and port receives the approval.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.9.5. Amendment of Shipping Bill
Use Case Amendment of Shipping Bill

Customs
Port
CHA
Description The cargo is transferred to another vessel, by performing
amendment of shipping bill
Pre-Condition Tally Sheet and Shipping Bill
Post-Condition Shipping Bill
Normal Flow 1. CHA files for the amendment of the SB to customs.
2. Customs accepts the amendment.
3. Customs approves the amendment.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.9.6. Filing EGM
Use Case Filing EGM

Customs
Port
Description SA files EGM for the amended cargo in SB.
Trigger When the cargo is not loaded in to the vessel, due to
space constraint.
Pre-Condition Tally Sheet and SB
Post-Condition SB and EGM
Normal Flow 1. SA files for the Supplementary EGM to the customs.
2. Customs approves and send the EGM to Port.
3. Port receives the supplementary EGM from the
Customs.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.9.7. Request for back to town
Use Case Request for back to town

Container Agent
Customs
Port
CHA
Description SA/CHA request customs and port for the cargo to be
taken back to town
Pre-Condition
Post-Condition
Normal Flow 1. CHA files for the request of taking the cargo back
to town to Customs.
2. Customs approves the request and inform CHA
and Port.
3. The details are entered/sent by customs and notify
the port, CHA and SA.
4. Port,CHA and SA views the details.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

5.9.8. Pay Charges
Use Case Pay Charges

Bank
Port
CHA
Stevedores
Rail Transport Operator
Description SA and CHA pay the final charges issued by port.
Trigger For getting port clearance from port.
Pre-Condition Final Bills
Post-Condition
Normal Flow 1. Port sends the final bill to CHA
2. CHA pays the bill charges in bank / Port (INVOIC)
3. Bank informs the port.
4. Port views the details and sends clearance
certificate to CHA.
5. CHA views the clearance send by port.
Alternate Flow
Exceptions
Assumptions -
Notes and Issues -

7.3 ANNEXURE III - REQUIREMENT COMPLIANCE WITH TENDER
The compliance checklist with the Functional and Technical requirements of the tender
specification has given below.
ID Description Compliance Remarks

(Y/N)
M-001 The system shall support XML, UNEDIFACT, Y
Proprietary (Fixed Length, Variable
Length, CSV), ANSI X.12 standards as
defined by IPA for EDI messages
M-002 The system shall support backward Y
compatibility of UNEDIFACT Message
directories i.e. if IPA decides to implement
d00B, the system shall be capable of
handling all the previous directory
structure for the messages
M-003 The system shall be capable of translating Y
/ transforming the messages as per the
requirements of the individual stakeholder
M-004 The system shall be able to Validate each Y
message for the syntax and semantic
errors
M-005 The system shall be able to generate Y
acknowledgements for the messages
(Both positive and negative
acknowledgement)and transmit it to the
stakeholder in the desired format and the
protocol of the stakeholder
M-006 The system shall update the central Y
database to facilitate track and trace
and to be used as central repository for
the stakeholders
M-007 The system shall be able to transmit Y
message to the multiple stakeholders as
per the business rule and the stakeholder
agreement in the desired format using the
desired protocol
M-008 The system shall allow the stakeholders to Y
send information/messages to the PCS to
update the Central Database
M-009 The system shall allow the stakeholders to Y
submit information using web forms. The
system shall be capable of generating a
message from the web form and forward
the same to the stakeholders as per the
defined business rules and agreement


(Y/N)
M-010 The stakeholders shall also have an option Y
of downloading the message file in the
desired format from the web portal. The
system shall have the capability of
generating a message in the requested
format from the database and allow the
stakeholder to download the same using
a browser interface
M-011 The stakeholders shall also have an option Y
to view the information contained in the
message using a browser
M-012 The system shall provide Option for Y
Uploading/Downloading the message in
the desired format over HTTP/HTTPS using
the Web Browser
M-013 Shall be able to import data from e-mail, Y
save it in database and also translate it
into an EDI Message
M-014 System shall have the capability of Y
converting the EDI message to FAX, SMS,
e-mail.
M-015 The system shall facilitate secure Y
exchange of transactions/messages using
digital signatures. The system shall
validate the digital signature of the
sender and shall be able to append its
signature as well before forwarding the
same to the receivers.
M-016 The system shall provide intuitive Y
graphical user interface to create and
mange the translation / transformation
maps, stakeholder agreements and
business rules. There shall not be any
programming required for creating the
maps.
M-017 The translation/transformation of the data Y
and its validation shall be done in real
time. The system shall also facilitate real
time manipulation of data
M-018 The system shall provide full audit trail life Y
cycle of each transaction/message.
M-019 The users shall be able to view the audit Y
trail life cycle of their transactions over the
web.


(Y/N)
M-020 The PCS shall guarantee the receipt of Y
message by the destinations even in the
event of failure of the system/network.
The application shall be able to detect
such situations and take corrective
measures.
M-021 The system shall be capable of routing Y
the EDI messages down to the data in the
message level and not only on the basis
of header or envelop level
M-022 The system shall support multiple protocols Y
like HTTP, HTTPS, FTP, OFTP, SMTP/MIME, MQ
Series, SOAP, BizTalk Messaging Services,
ebMS, Java Messaging Services.
M-023 The system shall support alert messages Y
from the stakeholders and integrate them
with the application
M-024 The system shall process the transactions Y
without any manual intervention
M-025 The system shall provide option for Y
automatic job scheduling and re-
transmission of messages.
D-001 The system shall store the information in Y

the messages for later retrieval.
D-002 The database shall maintain information Y
related to the vessels, containers,
stakeholders etc.
D-003 The system shall only allow access to the Y
information depending on the privileges
and roles of the users.
D-004 The centralized database shall facilitate Y
the track and trace and shipment/service
visibility.
D-005 The database shall be accessed through Y
web-based interface to provide
integrated view of the information.
D-006 The database shall store the profiles of the Y
stakeholders along with the access
information and usage details for billing
purposes.
D-007 The system shall provide the option to the Y
stakeholders to publish reports and shall
be flexible enough to allow generation of
adhoc reports and queries using the
graphical interface.
D-008 System shall have a comprehensive Y
reporting and query system to facilitate
detailed reporting and adhoc queries.


(Y/N)
W-001 The System shall provide Web Forms for Y
the messages. The user shall be able to
login to the application and enter the
information like vessel profile, cargo
details, container details (As per the
messages specified) etc. as per his profile.
W-002 The user shall be able to register securely Y
with the system by providing the relevant
details. The login will be of two types:
• Login for the ordinary users who will visit

PCS. The access rights for these users
will be limited to white papers,
notifications, some standard reports,
procedures, news etc. The user shall
not have any access to stakeholders
data.
• The stakeholders will be registered by

providing the relevant details. The
accounts will be activated only after
proper manual authorization from the
ports.
W-003 The user shall also register its digital Y
certificates in the form of smart card/USB
token.
W-004 The user shall be able to view the Y
messages content , download the
message in the desired format
(UNEDIFACT/XML/Proprietary)
W-005 The user shall be able to view and modify Y
the profile parameters which are
permitted for modification. Important
parameters like Registration No, PAN No,,
Business type etc. are not allowed to be
modified.
The modification of these parameters

shall only be allowed to the Administrator
and system shall keep the details of the
information modified.
W-006 The system shall provide option for Y
uploading the alert messages to the PCS
for maintaining the record.
W-007 The user shall also be able to update the Y
central database by using the web forms
for the above alerts.
W-008 The system shall be able to generate alert Y


(Y/N)
messages and forward to the e-mail, SMS,
FAX of the user.
W-009 The system shall provide to check the Y
status of different information like
container status, vessel status, cargo
status. The user shall be able to view
information related to vessel, cargo,
container by providing the number.
W-010 The system shall provide the default Y
document templates for the messages.
W-011 The system shall log all the transactions Y
/messages to generate statistical reports.
W-012 The system shall provide the Y
management of users along with their
roles and their access rights for
messages/information.
W-013 The system must allow the IPA, Ministries Y
and other authorized users to extract
statistical information like use of system,
average delays in transactions, average
time taken for the messages, percentage
of successful/unsuccessful transactions
etc..
W-014 The system shall provide the web forms for Y
management of the master directories
like location code, vessel, Port, shipping
agents, shipping lines, notifications etc by
the administrators at the PCS. The system
shall maintain log of the modifications
carried out.
W-015 The system shall have the billing module Y
to produce bills for the services rendered
by the PCS to the stakeholders along with
an option to procure documents, reports
etc.
W-016 Stakeholder shall be able to make Y
payment for the charges using the
Internet Banking
W-017 System shall be able to provide reporting Y
on the port performance indicators like
average berthing time, turn around time,
average pre-berthing time, average stay
at berth, total cargo, container, vessels
handled. The reports shall only be
available to a specific category of users
like port, IPA and Ministry officials.
W-018 The system shall also provide options to Y
the stakeholders like ports to upload and
manage the content of the portal other


(Y/N)
than the messages. Eg. Port shall be able
to manage the information related to the
facilities in the ports, the tariff structure,
latest news, notifications, manuals etc.
W-019 The system shall have single sign –on Y
facility for the stakeholders.
W-020 The system shall have personalization Y
features and shall be able to customize
the content based on the user profile of
the visitors.
W-021 The stakeholders other than ports shall Y
also have option to advertise their
services. The option for management of
the advertisement shall be easy to use
W-022 The system shall have option for Y
generating the bills for the advertisements
put up by the stakeholders and make the
payment to the PCS.
W-023 The system shall have a search engine Y
enabling the users to search the content
as per their access rights
W-024 The system must provide at application Y
level full security and encryption policy
compatible with the level of security
required in such situation. The use of HTTPS
and digital certificates is proposed as
mechanism for exchanging messages.
User Name and Password over SSL shall be
used to authenticate users connected via
the web portal
W-025 The portal shall provide link to the other Y
sites like ports, IPA, stakeholders and other
international web sites.
W-026 The system shall provide view to limited Y
profile information related to the
stakeholders data to the stakeholders
and search on the same.
W-027 Ports shall be able to publish/update Y
reports, notifications, manuals and other
data related to the port in a secure
environment
W-028 System shall provide graphical interface Y
for adhoc queries and reports from the
PCS
W-029 PCS shall generate alerts for the critical Y
events and forward the same to the
stakeholders over e-mail, SMS, FAX.
W-030 System shall provide Registration Form for Y
the user to apply for online registration as


(Y/N)
a stakeholder.
W-031 System shall provide personalization Y
features on the portal
W-032 The ports shall be able to manage and Y

update their own content on the web
portal
W-033 System shall have the allow total control Y

over what content can be viewed and
changed by the users
W-034 System shall provide APIs to allow Y

developers to extend the portal server
framework
W-035 The portal shall provide a web browser Y

interface to create and manage the
content
W-036 The system shall provide single sign-on Y

facility for all the services.
W-037 The system shall maintain audit security Y

log to store all access to the data and
message transactions
W-038 PCS shall facilitate distributed Y

development and management of the
content by the stakeholders.
W-039 The workflow in the content management Y

shall be able to manage the tasks list of
each user, and provide total access
control over what a user can view and
change.
W-040 The system shall support mobile devices Y

by generating pages in WML and cHTML
to provide alert information to the
stakeholders over the mobile devices.
W-041 The user shall have a facility for updating / Y
maintenance his profile other than some
key parameters.
W-042 The directory of the stakeholders will be Y

available on the portal for search and
query by the registered users.


(Y/N)
S-001 System shall provide complete web Y
services infrastructure for publishing and
discovery of web services by the
stakeholders.
S-002 System shall provide registry facility to the Y

stakeholders to publish and subscribe the
web services. The services shall be
privately owned and allow only the
authorized users to publish and discover
services.
S-003 PCS shall provide APIs for the stakeholders Y

to publish and locate the services.
S-004 PCS shall provide web services for Y

container tracking. The user shall be able
to access and integrate the Container
Tracking Web Service
S-005 Individual ports shall also be able to Y

publish web services for container
tracking, vessel status, cargo status,
charges calculation etc.
S-006 The main services which PCS can provide Y

are:
• Ship Schedules
• Berthing details
• Container tracking
• Demmurage information and
payment details
• Routing Details
S-007 PCS shall also provide web services to Y

facilitate track and trace of cargo,
containers etc and access to its central
database for the stakeholders to
integrate with their internal applications.
S-008 The main services may also include: Y

• Truck appointments (especially for
container terminals) for transporters.
• Export yard status (for shipping
lines/agents)

ID. Description Compliance Remarks

(Y/N)
P-001 System shall provide option to the Y
stakeholders to make the payment
through their bank for the services utilized
from the ports.
P-002 The system shall have the provision to Y
carry out secured online transactions
through the payment gateway.
P-003 The system shall have the facility for billing Y
for the transactions carried out the
services used by the users on PCS.
P-004 The system shall be able to integrate both Y
the conventional mode and the payment
gateway.
P-005 The system shall provide the facility for e- Y
payment using the secure payment
gateway.
P-006 The system shall provide the following Y
options to the stakeholder for making the
payments:
• Maintain the Deposit Account
maintained by the port
• Make payment against the bill/challan
issued by the port through the bank
interface of PCS
• Make direct payment against the
challan in the bank physically.
P-007 PCS shall provide an option to the Y
stakeholders to make payment using
credit card.
A-001 System shall provide single administration Y

facility with easy to use graphical
interface to manage the application and
its components.
A-002 System shall provide facility for managing Y
the application securely from the remote
site.
A-003 System shall provide tools for monitoring Y Hardware
the hardware/software for its functioning spec
and generate alerts in case of problem.
A-004 System must provide the management of Y
users along with their roles and access
rights and registration of digital
certificates.
A-005 The administrator shall be able to Y
activate/deactivate the profile of a user


(Y/N)
T-001 PCS shall be based on a flexible, n-tier, Y Technical
component based web services user Architecture
friendly architecture with sufficient initial
processing power that also has significant
processing and storage headroom in
anticipation of future growth
T-002 PCS shall be Fully secure and Internet- Y Technical
aware, capable of using the Internet, Architecture
mobile devices as well as
communications to traditional EDI Value-
Added Networks (VANs) with stringent
policy based security
T-003 PCS shall be capable of facilitating the Y
stakeholders in information exchange
using multiple EDI formats like UNEDIFACT,
XML, Proprietary etc using multiple
protocols with any-to any data
transformation and EDI translation
capabilities
T-004 PCS shall be capable of intelligent Y
routing, down to the data in the
message level, not just header or
envelope level
T-005 PCS shall maintain complete audit trail to Y
track the messages
T-006 PCS shall be flexible with user- Y
configurable business rules engine and a
suitable data transformation engine for
EAI/EC needs.
T-007 PCS shall provide comprehensive Y
message brokering services to facilitate
information exchange with the external
stakeholders and among applications at
the PCS and Ports
T-008 PCS shall be integrated with a Y
comprehensive Portal and EC gateway
T-009 PCS shall have robust communications Y
options to meet both internal
communications needs and external EC
communications needs.
T-010 PCS should be built using object-oriented Y Technical
architecture architecture
T-011 PCS should be integrated with database Y Technical
interface. Architecture
T-012 The stakeholders and users shall be able Y Infrastructure,
to connect to the PCS using the Internet, Hard ware
leased lines or VAN services. and s/w spec


(Y/N)
T-013 The PCS shall support the protocols like Y
HTTP, HTTPS, FTP, Secure FTP, OFTP,
SMTP/MIME, MQ Series, BizTalk Messaging
Services, Java Messaging Services, SOAP,
ebMS etc. as per the requirement of the
trading partner for message exchange.
T-014 The system shall provide the message Y
audit, verify that the message is received
by the intended recipient and provide
alerts in the event of system failure.
T-015 PCS shall be completely integrated by Y Technical
design to cover all PCS functionalities Architecture
comprehensively in a single system.
T-016 PCS shall be built on well proven core Y Technical
modules to perform the key tasks Architecture
including message routing, translation,
portal framework, database interface,
EC/ EDI engine, payment gateway etc.
T-017 PCS shall ensure that all operations are Y Technical
performed in real time Architecture
T-018 The system shall ensure all data is stored Y Technical
once (no duplicate data) and delivered Architecture
in real-time with no batch feeds to
update various parts of the system
T-019 The PCS data shall be stored in single Y Technical
database Architecture
T-020 PCS shall be 100% Unicode compliant for Y Technical
all kind of data representation Architecture
T-021 PCS shall be able to handle ANY binary Y Technical
data Architecture
T-022 PCS shall be able to be able to work with Y
and attach any form of digital data,
regardless of size or format
T-023 The application shall run on common Y Hardware
hardware and support standard spec
operating systems
T-024 The application shall be platform Y Technical
independent Architecture


(Y/N)
T-025 The application shall be adaptable and Y Technical
flexible (although a component-based Architecture
architecture is not an explicit requirement,
the component based applications
generally provide greater flexibility than
monolithic architecture) to modify or add
additional components, functionalities or
features.
T-026 The application shall provide for Y Technical
interoperability with utilities, third party Architecture
tools and systems to achieve seamless
integration and extensibility.
T-027 The application shall use Object-oriented Y Technical
approach, preferably for the entire Architecture
solution or at least for the new modules to
be developed during this contract.
T-028 The application shall maximize reusability Y Technical
and provide for mix and match tools Architecture
within a project.
T-029 The application shall have a common, Y Technical
intuitive, easy-to-use user interface across Architecture
all applications.
T-030 The application shall use intuitive tools, Y Technical
aids, or wizards that guide user through a Architecture
set of steps to achieve a desired end
result.
T-031 The application shall provide for the use Y Technical
of workflow applications wherever Architecture
required.
T-032 The application shall provide for creating Y
a log of events occurring in user sessions.
T-033 The Portal of the PCS application shall Y
have application Programming Interface
(API) to allow developers to extend the
Portal Server Framework.
T-034 The Portal of the PCS application shall Y
have Web Content Publishing component
within the Portal providing a Web Browser
Interface to create, manage and
contribute content for portal.


(Y/N)
T-035 The central database PCS shall facilitate Y RDBMS
storage and retrieval of the entire data
passing through PCS. Access to central
database in secure fashion shall be
through custom built and well designed
web based application.
T-036 The database service shall seamlessly Y
distribute event information in real time
to all the stakeholders who desire that.
When a single information source is
updated, changes should be distributed
immediately to all affected parties who
need it.
T-037 The EC/ EDI system of PCS shall be able to Y Technical
access all popular RDBMS systems like Architecture
Oracle, Sybase, MS SQL Server, Informix,
DB2 etc.
allow integration with different Architecture
application packages through APIs
support interface using JDBC, ODBC, Architecture
ADO, C/C++, Java, CORBA, COM, DCOM
etc.
process EDI transactions concurrently Architecture
without the manual intervention.
support EDI and non EDI audit tracking Architecture
and event notification.
store all messages in internal database Architecture
format and other EDI formats.
facilitate remote maintenance of the Architecture
system
provide automated job scheduling and Architecture
re-transmission of messages
handle digital certificates and signatures Architecture
as well as data encryption
process business transactions securely Architecture
when sending via the Internet using HTTPS
and PKI protocols


(Y/N)
Establish secure E-payment services for Architecture
the stakeholders over the internet
T-048 The O/S shall be any one of the major Y Infrastructure,
commodity operating system platforms Hardware &
viz. Microsoft Windows 2003, Linux O.S., or Software
any other flavour of Unix operating system spec
like HP-Unix or substantially equivalent
and portable to commodity hardware.
T-049 The O/S shall be proven in the field, Y Infrastructure,
preferably with the core modules of the Hardware &
application software already running on Software
it. spec
T-050 The O/S shall be compatible with the Y Infrastructure,
latest versions of popular RDBMSs like Hardware &
Oracle, SQL, and cluster management, Software
middleware products etc. spec
T-051 The O/S shall be compatible with third Y Infrastructure,
party tools and utilities for administration Hardware &
and management of IT infrastructure. Software
spec
T-052 The O/S shall be Reliable and stable with Y Infrastructure,
a guaranteed up time of 99.9%. Hardware &
Software
spec
T-053 The O/S shall be Scalable, especially Y Infrastructure,
when the PCS becomes fully operational. Hardware &
Software
spec
T-054 The O/S shall be Secure. Y Infrastructure,
Hardware &
Software
spec
T-055 The O/S shall be easy to Manage and Y Infrastructure,
user friendly. Hardware &
Software
spec
T-056 The O/S shall be able to support WMI, Y Infrastructure,
Smart Card Technology, Terminal Services Hardware &
etc. Software
spec
T-057 The O/S shall be cost effective. Y Infrastructure,
Hardware &
Software
spec
T-058 The O/S shall be able to perform real time Y Infrastructure,
data replication to another remote online Hardware &
backup server through built in utilities or Software
through add on products. spec


(Y/N)
T-059 The RDBMS of the system shall be from Y RDBMS
market leaders in this segment, popular
and the version shall be field proven.
T-060 The RDBMS of the system shall be capable Y RDBMS
of handling process-intensive and mission-
critical workloads.
T-061 The RDBMS of the system shall offer high Y RDBMS
degrees of security and application
integrity,
T-062 The RDBMS of the system shall have the Y RDBMS

ability to perform complex transactions
against large data sets.
T-063 The RDBMS of the system shall allow Y RDBMS
housekeeping tasks to be performed
online, without any downtime and with
negligible system impact.
T-064 The RDBMS of the system shall be capable Y RDBMS
of running on multiple hardware types
T-065 The RDBMS of the system shall support Y RDBMS
Clustered Database Server configuration
to ensure high reliability and availability.
T-066 The RDBMS of the system shall support Y RDBMS
online replication to another location to
enable disaster recovery.
T-067 The hardware equipment on which the Y Infrastructure,
PCS is expected to function shall be State Hardware &
of the Art. Software
spec
PCS is expected to function shall be Hardware &
Highly Available for 24x7 operations. Software
spec
powerful to deliver the High Performance Software
required for running the PCS with spec
minimum response time.


(Y/N)
scalable with capability to handle the Software
increase in workload while maintaining spec
good response-time without adding
complexity.
flexible to add additional components as Software
required with minimum interruption and spec
without any adverse impact on
performance.
reliable for an intensive 24x7 operations to Software
deliver high performance spec
PCS is expected to function shall be easily Hardware &
configurable and manageable with one Software
central administrator console for different spec
servers
supported by a readily accessible Strong Software
Technical Support Team with Web based spec
and telephonic support round the clock.
T-075 The application server addressing the Y Technical
middle-tier shall support for business and Architecture
application logic achieved through
component technologies like .NET, COM,
CORBA and the Java-specific RMI -
applied in a framework like Microsoft
Windows DNA or Enterprise Java Beans or
substantially equivalent or superior
technology.
middle-tier shall support multithreaded Architecture
access and Database connection
pooling, Creation of COM and / or
CORBA objects.
middle-tier shall support ability to deploy Architecture
on the web and serve users over the
Internet, Intranet and Extranet.
middle-tier shall support transaction Architecture
Integrity.


(Y/N)
middle-tier shall support Connectivity to Architecture
legacy systems like mainframes and older
transaction and database systems
middle-tier shall support secure Architecture
transactions and support for SSL / HTTPS
middle-tier shall support clustering Architecture
support, load balancing and fail over
features
middle-tier shall support capability for Architecture
load balancing of different middle-tier
servers.
middle-tier shall support transaction Architecture
processing monitors
middle-tier shall support for working with Architecture
other application servers
middle-tier shall support integration with Architecture
development tools and features oriented
towards accelerating development
T-086 The application should provide policy Y

based security management.
A policy management server shall

provide single and global sign-on for
multiple systems, which will eliminate the
need for the users to have multiple
passwords. This will also help in managing
the security independently from the
individual applications, with User
authentication/ authorization
administered and managed at a single
location.
T-087 The application should provide directory Y
Services Integration – user passwords are
not stored or displayed anywhere in PCS.
The login mechanism shall be based
entirely on Directory or Naming services.
T-088 The application should provide Y
configurable encryption mechanism for
the data passed between the clients and
the middle tier using PKI techniques.


(Y/N)
T-089 The application should provide Digital Y
Security Certificates, for different levels of
individual user validation, depending on
the application or data being accessed
in addition to the basic password
authorization.
T-090 The application should provide features Y
such as IPSec and various encryption and
VPN options.
T-091 The application should provide Audit Y
Security log to store all access to all parts
of the data and message transactions.
T-092 The application should provide protection Y Infrastructure,
against virus threats, DoS, Intruders, Trojans Hardware &
and other security threats. Software
spec
T-093 The system shall provide easy to use Y
interface of functions like
• Application administration and
management, Managing profiles of
the stakeholders,
• Generating message mapping,
• Security and system features,
• Online Help and support features.
T-094 The communication network shall be Y Infrastructure,
based on the bandwidth requirement of Hardware &
the application software. Software
spec
T-095 The communication network shall have Y Infrastructure,
redundant links from different ISPs with Hardware &
automatic fail over to maintain high Software
availability. spec
network components manageable from Hardware &
a central location through Network Software
Management Software. spec
the option of linking directly through Hardware &
leased lines for large volume users like Software
Ports. spec
T-098 The communication network shall provide Y Infrastructure,
for linking the primary facilities with the DR Hardware &
site. Software
spec
T-099 The storage boxes for back up shall be Y Infrastructure,
linked using Fiber Channel or superior Hardware &
technology. Software
spec


(Y/N)
T-100 Suitable firewalls at the internet gateways Y Infrastructure,
shall be included to make the network Hardware &
secure. Software
spec

IPA PCS Software Requirements Specification V3

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IPA PCS Software Requirements Specification V3

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SYSTEM REQUIREMENTS SPECIFICATION

Release No 3.0 – June, 2007

Confidentiality & Copyright

CrimsonLogic Pte Ltd

DISTRIBUTION LIST (Applicable only if hardcopies are distributed)

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5.1.1 PCS Message Hub ....................................................................................................87

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1.1 ABOUT THE PROJECT

1.2 PURPOSE AND SCOPE OF THIS DOCUMENT

• RFP No. IPA/ EDP/EDI/WBPCS/2005 for Centralized web-based Port Community

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1.4 DEFINITIONS AND ABBREVIATIONS

API Application Programming Interface

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ebMS EbXML Message Service

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PAXLST Passenger and Crew list Message – UNEDIFACT Standard Message

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2.1 SCOPE OF THE STUDY

2.2 OBJECTIVE OF THE STUDY

The main objectives of the requirement study were:

• Identify the document/information exchange requirements between the

• Identify the problems and shortcomings of the current system.

2.3 APPROACH TO THE REQUIREMENT STUDY

The main activities involved as part of the study are:

• Face-to-face meeting with the stakeholders to understand the business process

• Classify/categorize the document and the information exchanged between

• Collect samples of documents involved business transactions regards to PCS

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2.3.1 MEETING WITH STAKEHOLDERS

2.3.2 POINTS OF DISCUSSION

2.3.3 COLLECTION OF SAMPLE DOCUMENTS

• Permits, Licenses, notices, tickets etc issued by government/controlling agencies.

• Supporting documents submitted along with any of the documents mentioned

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• Any other document found useful during the study

2.4 PERIOD OF STUDY AND PORTS VISITED

Port Days From To Study Team Size

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2.5 EXISTING SYSTEM

2.5.1 OVERVIEW OF EXISTING SYSTEM

At Mumbai Port lashing / unlashing is carried by SA and transportation of containers from

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2.5.2 BUSINESS DOCUMENTS EXCHANGED

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2.5.3 INFORMATION FLOW DIAGRAM

Vessel Profile (SA-Port)

Voyage Registration (SA-Port) Voyage

Allotment of VCN (Port-SA)

Self Assessment of Charges (SA-Port)

Payment in the Bank/Port and Endorsement

IGM filing (SA-Customs-Port)

Allocation of IGM No. (Custom-SA,Port)

Final IGMParticulars (SA-Customs)

Cancel IGM (Customs-SA,Port)

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• Allotment ofBerth (Port-SA)

Break Bulk, Dry Bulk/Liquid

OTR / COARRI / Tally Report for Cargo/