Project Title

Workshop on Managing Port Data via a Single APEC Port Community Platform 

Project Year

2018   

Project Number

TPT 01 2018A 

Project Session

Session 1   

Project Type

Standard 

Project Status

Project in Implementation   
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Project No.

TPT 01 2018A 

Project Title

Workshop on Managing Port Data via a Single APEC Port Community Platform 

Project Status

Project in Implementation 

Publication (if any)

 

Fund Account

APEC Support Fund 

Sub-fund

ASF: General Fund 

Project Year

2018 

Project Session

Session 1 

APEC Funding

119,800 

Co-funding Amount

60,000 

Total Project Value

179,800 

Sponsoring Forum

Transportation Working Group (TPTWG) 

Topics

Transportation 

Committee

SOM Steering Committee on Economic and Technical Cooperation (SCE) 

Other Fora Involved

 

Other Non-APEC Stakeholders Involved

 

Proposing Economy(ies)

Peru 

Co-Sponsoring Economies

Chile; Japan; Korea; Mexico; New Zealand 

Expected Start Date

01/06/2018 

Expected Completion Date

31/12/2019 

Project Proponent Name 1

Guillermo Bouroncle Calixto 

Job Title 1

General Manager 

Organization 1

Autoridad Portuaria Nacional (National Port Authority) 

Postal Address 1

Av. Santa Rosa, No. 135, La Perla, Callao, Peru 

Telephone 1

51-1 6309600-1102 

Fax 1

Not Applicable 

Email 1

gbouroncle@apn.gob.pe 

Project Proponent Name 2

Not Applicable 

Job Title 2

Not Applicable 

Organization 2

Not Applicable 

Postal Address 2

Not Applicable 

Telephone 2

Not Applicable 

Fax 2

Not Applicable 

Email 2

Not Applicable 

Declaration

Guillermo Bouroncle Calixto 

Project Summary

This project proposes a workshop aimed at building awareness on the importance of accessing key, reliable and current data on ports and port services in order to improve the decision making process for all stakeholders within the logistics and supply chain community. 

A summary report will be developed containing: survey results, project viability, best practices, challenges and recommendations.

Participants from APEC economies will share knowledge through this workshop as well as their experiences regarding common challenges, policies, and other practices for the effective management of a maritime infrastructure and services information platform, as related to ports and terminals. “This workshop will take place on Lima, Peru during the second half of 2019".

A summary report will be presented  by December 2019.

Relevance

Relevance – Region: Real time, valuable and reliable information about port management, such as berthing programs, cargo movement, laytime, and chartered vessel movement, is not readily available from a single exchangeable-information-system source.  For instance, a vessel might need information concerning port services such as the availability or capacity of fresh water, fuel oil, diesel oil or waste management before arriving to a given port in order to decide whether to wait, leave, or detour from its original trip plans.  Simultaneously, a cargo owner might require knowing the current rate of discharge in order to contact the transportation company to optimize the quantity of cargo trucks with the purpose of efficiently managing laytime. However, such information is usually spread over several isolated databases, making access to the data cumbersome and time consuming. A single port management database will result in sustained benefits for APEC members working on planning their port’s activities based on sound information. 

Furthermore, installation of port infrastructure and equipment comprises a significant time and financial investment, hence technical substantiation will be needed to improve conditions of each economy, especially developing economies. Having access to an APEC Port Community System (APEC – PCS) will allow all involved economies better ways to plan, trade and connect with each other. 

This workshop seeks to establish a framework of participation among members to build an integrated system for sharing key information, critical to all economies. Participants will have the opportunity to discuss common challenges in creating efficient processes in the integration of port management databases to boost the connectivity of APEC economies, with the purpose to create an integrated Port Community Pilot System Tool, Emphasis will be made on the importance of an integrated database system for reducing downtime and expenses, optimizing laytime, eliminating uncertainty, increasing safety, growing connectivity, and enhancing port services management, by using Information and Communications Technology (ICT). 

A summary report will be elaborated to assist all members about project viability, best practices, challenges and recommendations. 

Relevance – Eligibility:  This project is included in the ASF General Fund whereby it will support developing economies to overcome specific obstacles for improving their competitiveness and trade performance, contributing to their integration into the global economy. Additionally, this project is aligned with the ECOTECH Priority Themes, specifically with strengthening economic infrastructure and integration into the global economy. 

Ports and trading activities are relevant means to boost economies’ GDP. Tools, such as an Integrated Port Community System, will be required among developing economies to enhance practices and policies among all stakeholders within their logistics and supply chain communities. 

Relevance – Capacity Building: The workshop will contribute to APEC’s goals for capacity building, by improving the skills and knowledge of APEC members and strengthening regional economies. Exchanging information with the objective to make logistics chains of APEC economies more competitive will contribute to reducing the gap between more and less developed economies. It will also be an opportunity to share experiences, best practices and tools that have worked within each economy. Additionally, discussion for creating international standardized regulations, including green policies for the development of sustainable activities among members, will be encouraged. 

Developing economies are encouraged to support this project and will be consulted to better design and supplement the workshop agenda. Lessons learned from all economies are welcome and will be included. Finally, this project accomplishes most of the APEC´s operational principles for capacity building.

Objectives

Key objectives of the workshop are:

1) To develop a workshop where participants will be able to learn and revise strategies for building an integrated management system for port maritime activities;

2) To elaborate a Summary report containing project viability, best practices, challenges and recommendations; and 

3) To create a framework of awareness and commitment among all participants of the need and benefits of having critical information on a single APEC Port Community System platform.

Alignment

Alignment - APEC:  The project is aligned with the APEC Connectivity Blueprint for 2015-2025 pillar of Physical Connectivity that states “… will help facilitate the efficient and effective operation of maritime transport and shipments, especially considering that the majority of maritime infrastructure development projects happen on a unilateral basis. We take note of several pathfinder initiatives where future cooperation could produce tangible outcomes.” 

In addition, the project directly contributes to accomplishing the mission statement of the APEC Port Services Network, which is “Networking for stronger port industry and better community. To promote the development of APEC port industry by fostering a more cohesive and cooperative partnership among APEC port and port-related industries; To encourage capacity-building and information sharing; To encourage enhanced safety, security, efficiency and environmental and social responsibility of ports; To ensure the interests and views of APEC port industry are duly presented to the competent authorities of the member economies.” 

The project also responds to the mandatory requirement adopted by the International Maritime Organization (IMO) for the electronic exchange of information on cargo, crew and passengers as part of the Convention on Facilitation of International Maritime Traffic (FAL) 2016 Amendments, referring to the use of a “single window” system. Specifically, “The Convention’s main objectives are to prevent unnecessary delays in maritime traffic, to aid co-operation between Governments, and to secure the highest practicable degree of uniformity in formalities and other procedures.” 

Regarding the Supply Chain Connectivity Framework Action Plan 2017-2020, the project addresses all identified chokepoints; most critically Chokepoint 2: “Inadequate quality and lack of access to transportation infrastructure and services”, and Chokepoint 3: “Unreliable logistics services and high logistical costs”. 

Furthermore, the project is completely in line with the benefits of using new information and communications technologies. Notice was taken that ICT development has been an APEC focus since its creation in 1989. Improvements in communication technologies and information exchange allow fast and reliable connections between people and organizations of the whole Asia-Pacific region, and facilitate trade and economic growth, digital gap reduction and regional connectivity intensification. 

Alignment – Forum: The project promotes information exchange for port connectivity and regional integration through building an interactive information platform. It will take advantage of the “single window” concept used by some of APEC economies to stimulate trade and eCommerce by providing access to data to avoid duplication of contact, procedures and expenses. It will also contributes to the implementation of the APEC Transportation Working Group’s Proposed Workplan for 2018. 

It is expected that Maritime Expert Group (MEG) representatives will be able to share some of their own experiences in building their Single Window Systems or their Single Window System Front-End Svc. The goal will be to map out an action plan to integrate most of the APEC economies’ ports and terminals in a single dynamic, informative and up to date database. A secondary or complementary stage of the tool’s development might include information regarding laws and regulations related to fees, customs, health, immigration, and port authority policies.

TILF/ASF Justification

Not Applicable.

Beneficiaries and Outputs

Outputs: The workshop on Managing Port Data via a Single APEC Port Community Platform will have the following outputs: 

a)  Survey: A customized tool designed to collect all information related to the port business in each APEC economy. Stakeholder’s participant within each economy might include: port authorities (public sector) and logistics and commerce related business. It will be conducted among all APEC economies interested via email as a first deliverable of this project. An expert consultant will be hired to design, conduct and assess this tool. Survey´s topic will include: available mechanisms to promote maritime accessibility to the port; regulatory framework; description of each port; among other relevant information. 

b)  Survey Results Report. A document that will detail conclusions from the Survey. It purpose is to provide a real picture (baseline) of how developed the port industry is in each economy. Results from this assessment will be presented in the proposed worskshop. APEC economies interested in participating in this project and in the workshop will be the target audience to receive this report. It is expected that this report will include no less than 50 pages, since it will contains information from all economies interested in being part of this project. 

c)  Workshop: A full day workshop to learn strategies and best practices on how to develop a Port Community System or a Single Window System is planned. Economies such as Australia, China, Republic of Korea, Singapore and United States of America will be contacted and encouraged to participate. This workshop will also allow to discuss a plan of action of how to implement a single APEC Port Community System Platform: what methodologies and technologies to use, which type of information will be shared, and its priorities, challenges and limitations. The workshop will be held in Lima, Peru during the second half of 2019. Survey´s results will be presented. It is expected the participation of all economies. Conclusions and a summary of all presentations will be included in the Summary Report. 

We think that the following economies can present their contributions, because they have the experience of the case, such economies are: China; Singapore; Republic of Korea; Australia; and United States of America. 

The target audience for the distribution of the report are the members of the APEC economies; especially, the representatives of the MEG. 

The speakers will be people with experience in the maritime port field and in the development of the port community system. 

Summary Report: A document that show all APEC economies the project viability, best practices, challenges and recommendations.

Summary Report: A document that encompasses a summary of the survey´s results on project viability, best practices, challenges and recommendations on how to build an integrated port management an information system; summary of speakers´ presentations and conclusions of the workshop. This document´s purpose is to bring awareness of the need of this project and the necessary steps required for its implementation. It is directed to all port, logistics and commerce key authorities from all APEC economies. Plans for dissemination comprise a distribution list including all workshop participants and publication in the APEC Publication website. It is expected that this Summary Report will include no less than 30 pages.” 

Outcomes: The workshop aims to create a framework of awareness and commitment among all participants of the need to interchange systematized information on port, terminals and port services in real time to: (i) promote connectivity, (ii) optimize operations, (iii) create more business opportunities, and (iv) generate cost, effort and time savings. 

Likewise, in the wokshop a survey will be delivered that will serve to obtain a vision about the viability of the project, challenges and recommendations. 

“Finally, members are encouaraged to propose changes that boost the adoption of a single APEC platform. We are striving for a tool that will benefit all economies. Research papers directed at optimizing this tool, user interface, port management criteria, or information management techniques are highly anticipated.” 

After the summary report the economies can obtain a wide lookout about the pertinence of the project, because it will provide the following: 

a) Survey results

b) Project viability

c) Best practices

d) Challenges

e) Recommendations

Beneficiaries:

1) Direct beneficiaries: Ports and maritime authorities are interested in leading the connectivity and integration   We are expecting a total of 40 participants to attend the Workshop, of which 60% will be APEC member representatives; port and maritime authorities, decision makers, and representatives from related public agencies are also expected to attend. Industry experts, and university and private sector representatives involved in maritime business are encouraged to participate. 

2)  Long – Term or Indirect Beneficiaries: Once the platform “Assessing and managing data to integrate an APEC Port Community System” is implemented there will be additional beneficiaries, such the following:

a) Ministry of Transport, Ministry of Commerce who can use information from the platform to implement policy changes that improve their economy’s’s maritime economy. 

b) Port terminal operators, who would be active users of the platform. They will have access to all ship and vessel requirements, port services, and available cargo operations. 

c) Port services providers. (Pilot, tugs, providers companies) The platform will make available time schedules for ship and vessel arrivals/departures as well as the current port situation, allowing providers to tailor or schedule new services. 

d)  Marine surveyors / port consultants. Access to updated information will enable efficient programming of ship surveillance and berthing schedules, port services availability, laytime, next movement, etc.

e) Shipping lines. (owners of the ships and operators of ships) The owner or operator might have partial or total access to the schedule program for berthing and port services, allowing them to make better decisions about laytime or duration of the ship/vessel stay. 

f) Companies dedicated to multimodal transport, cargo agents, customs agents, warehouse operators and areas dedicated to multimodal transport Stakeholders from intermodal environments in charge of document approvals and cargo transportation require updated information about position and characteristics of ships. 

g) Consumers and general public. Optimized operations based on up to date and reliable information promote reduced prices and better quality products. 

The implementation of this project (Workshop and Platform Tool) will also be an opportunity to promote women´s inclusion within a traditionally male-dominated industry by including a Women´s Role in Maritime topic in the Workshop and encouraging their contribution in all stage of the project, from inception to completion.

Dissemination

Results and outputs of the workshop, will be available to all APEC economies and general public through the APEC Document Database and all Forum related.

We will encourage the members of the port community and stakeholders to participate by publishing the summary resport in their different media, in order to have a broader scope of dissemination.

In addition, private sector, non-profit organizations and academy will be included as target audience. The following documents are planned to be circulated: 

-  All materials presented during the Workshop

-  A summary report.  The summary report will be published on the APEC Publication website and will follow APEC Publication guidelines. 

- The presentation of reports and other products associated with the present project, which be publically available, will be presented to the Secretariat in a standard English that will not require additional editing.

The summary report will be distributed and published as an APEC publication, being prepared in accordance with the Guidebook on APEC Projects, the APEC Publication Guidelines and the APEC Logo Guidelines. 

The terms of reference will establish that when the contracted labor generates reports or other writings, these will be presented in a level of English fit for publication and will not require further editing by the APEC Secretariat.

Gender

This project creates an opportunity to promote women´s inclusion through active participation in the various stages of the project.

While some of the challenges of promoting women’s inclusion require overcoming the stigma of working in a male dominated industry; requiring a certain mechanical skill set; or having irregular schedules; there are many benefits that open a window of opportunities to women´s participation, such as: 

1)  Equal salary levels on high qualified and determined jobs (for instance, as STS - shore to ship crane worker);

2)  Education and permanent training;

3) Predictable career line (for instance, reaching the category of “instructor”);

4)  Transferable opportunities to other industries with similar equipment or mechanical skills set including domestic and international related job options. 

Expected women´s participation in this project will be  30%, while a Women´s Role in Maritime topic will be included in the Workshop agenda.

At the end of the project, sex disaggregated data for speakers and participants must be collected and analyzed through participants´ evaluation forms.

Work Plan

Date

Activity

Derivable

June 2018       

Prepare the presentation about Managing Port Data via a community Platform

Agenda - Workshop

July - September 2018

Economies BMC approval

Agenda - Workshop

August 2018        

Start procedure of contracting consultant to prepare the survey for the economies representatives.

Agenda - Workshop

October 2018

Finish procedure for contracting consultant

Contract

December 2018

Start procedure of  contacting speakers:

Agenda - Workshop

March 2019

Finish procedure for  contacting speakers

Agenda - Workshop

May 2019

Design and prepare survey for all economies

– Survey

July 2019

Have the final design of the survey

Survey document

July – August 2019

Preparation of the table of contents of the summary report

Agenda - Workshop

August 2019

Apply the survey to the members of the APEC economies, before the start of the workshop, sending it by email to the representatives of each of the APEC economies

Agenda - Workshop

Second Semester 2019

Host a full-day Workshop discussion

Consultancy starts with the survey activity, review of the results of the survey, new instructions related to the survey if necessary

Agenda - Workshop

December 2019

Delivery of the summary report containing:

Workshop analysis:

- Survey results

-  Project viability

-  Best practices

-  Challenges

-  Recommendations

Summary Report

January- February 2020

Drafting, endorsement and submission of the Complexion Report and all supporting documents to the secretariat

Drafting, endorsement and submission of the Completion Report and supporting documents

January – December 2020

Participation in the Long-Term Evaluation of APEC Projects conducted by the Secretariat, as required by all APEC funded projects

Participation in the Long Term Evaluation of APEC Projects

Risks

Some of the risks and possible management strategies are:

1)   Low interest and participation of APEC economies in the workshop and limited contribution of information for the Summary report.

Possible risk management strategy: continuous communication with participants

2)  Possibility of  non-completion of all project´s information outputs: Low survey- response rate and consequent unavailable and/or inconsistent data due to lack of participation.

Possible risk management strategy: continuous follow up with participating authorities or representatives.

3) High level of non-APEC members participants in Workshop in relation to APEC member participants.

Possible risk management strategy: continuous follow up and strategic association with champion´s economies promote participation.

Monitoring and Evaluation

The project will be monitored during two phases: the first as related to the development of the workshop and the second phase will be monitored by presenting the summary report as a final deliverable document. The results will help the economies to make decisions about the relevance of the implementation of a platform that facilitates the integration and access to information related to ports, port terminals and port services. 

Likewise, the results of the Summary Report will serve to create opportunities for the transfer of knowledge and to inform beneficial results. 

“Results will help all economies in their decision-making process as for how relevant the implementation of a single APEC Port Community System platform is. Moreover, having access to this single platform will facilitate the integration of information related to ports, port terminals and port services. The Summary Report will serve to create opportunities for knowledge transfer among economies, which will be beneficial to all.” 

Workshop performance indicators:

- Participants´ statistics: number of participants (over 30 participants), level of satisfaction (over 70%)

-  Percentage of female participants (30%)

-  Percentage of private sector participants (15%)

-  Percentage of academy sector participants (10%) 

-  Survey performance indicators

- Number of participating economies that have answered the surveys (70%)

- Number of participating economies that have successfully answered the surveys (70%)

-  Summary report indicators

-  Number of participating economies that give an opinion on the result of the summary report (50%)

Linkages

By utilizing the Workshop results, the planning and implementation of the APEC-PCS platform will be developed based on best practices and benchmarks from international organizations, such as: 

-  SWIF (Single Window Implementation Framework - SWIF)

-  IPCSA (International Port Community System Association)

-  UNECE (United Nations Economic Commission for Europe)

- UN/CEFACT (United Nations Center for Trade Facilitation and eBusiness)

-  UNNExt (United Nations Network of Experts for Paperless Trade and Transport in Asia and the Pacific)

- Baron, M. y Mathieu, H. (2017). PCS interoperability in Europe: a market for PCS operators? The International Journal of Logistics Management.

- Community Systems costs and benefits: from competition to collaboration within the supply chain. Crimson Logic (2014). Trade Facilitation Solutions (Crimsonlogic.com

-  European Port Community Systems Association. (2011). White Paper: The Role of Port Community Systems in the development of the Single Window. 

Additionally, guidance by the APEC Port Services Network will be considered along with suggestions and recommendations from other economies. 

Both the Workshop and the implementation of the pilot platform will promote cross APEC members collaboration by interchanging experiences, adopting optimal standard practices, and sharing case studies.

Sustainability

Both phases of this project, including the Workshop and the development of the summary report, build on APEC’s main principles and strategies, particularly on promoting regional connectivity and competitiveness. 

It is of regional interest to optimize operations, boost time and cost savings, create more business opportunities, look for synergies and make better and more informed decisions. To secure long-term project sustainability, we will need the interest and commitment APEC economies. This will provide an opportunity to reinforce the network of port authorities from all members. 

In the long run, it is expected that ICT’s will help all of our economies in connecting and interchanging information on an ongoing basis.

Project Overseers

Mr. Guillermo Bouroncle Calixto, General Manager, Peru´s National Port Authority (Autoridad Portuaria Nacional – APN), gbouroncle@apn.gob.pe, has been appointed the Project Overseer. Mr. Bouroncle is an attorney, public official and former senior Navy Officer with LL.M.in International Maritime Law (International Maritime Law Institute of the IMO – Malta) and has experience in Peruvian port system, merchant marine, Law of the Sea, naval and coastguard operations, fishing regulations and administrative law. Among other commissions, Mr. Bouroncle has been appointed as Alternate Representative of Peru to the Inter-American Committee on Ports of the Organization of American States (CIP - OAS); Representative of the Ministry of Defense to the Foreign Ministry for the establishment of a Regional Fisheries Organization - RFMOs in the South Pacific; Representative of Peru to the UN / IMO Diplomatic Conference for the International Convention on Arrest of Ships; Representative of Peru to the Andean Committee of Water Transport Authorities (CAATA) of the Andean Community of Nations.

Cost Efficiency

Not Applicable.

Drawdown Timetable

Not Applicable.

Direct Labour

Consultancy for the preparation of a summary report: a consultant will be hired to work on:

i) develop a survey to serve as a baseline for the summary report; and

ii) prepare a summary report that shows the viability of the project and offers recommendations that let us know the next steps to follow for the implementation of a Port Community System.

Waivers

Waiver for advance payment; Travel airfare, per diem for speakers, consultants, - and active participants – to encourage participation in the project.

Are there any supporting document attached?

No 
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Version HistoryVersion History

Project No.

Project Title

Project Status

Publication (if any)

Fund Account

Sub-fund

Project Year

Project Session

APEC Funding

Co-funding Amount

Total Project Value

Sponsoring Forum

Topics

Committee

Other Fora Involved

Other Non-APEC Stakeholders Involved

Proposing Economy(ies)

Co-Sponsoring Economies

Expected Start Date

Expected Completion Date

Project Proponent Name 1

Job Title 1

Organization 1

Postal Address 1

Telephone 1

Fax 1

Email 1

Project Proponent Name 2

Job Title 2

Organization 2

Postal Address 2

Telephone 2

Fax 2

Email 2

Declaration

Project Summary

Relevance

Objectives

Alignment

TILF/ASF Justification

Beneficiaries and Outputs

Dissemination

Gender

Work Plan

Risks

Monitoring and Evaluation

Linkages

Sustainability

Project Overseers

Cost Efficiency

Drawdown Timetable

Direct Labour

Waivers

Are there any supporting document attached?

hdFldAdmin

Project Number

Previous Fora

Secretariat Comments

Reprogramming Notes

Consolidated QAF

Endorsement By Fora

PD Sign Off

Batch

Forum Priority

Committee Ranking Category

Committee Priority

PDM Priority

Priority Within Funding Category

Monitoring Report Received

Completion Report Received

PMU Field 1

PMU Field 2

PMU Field 3

On Behalf Of

Proposal Status

Originating Sub-Forum

Approval Status
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