I. INTRODUCTION.

At the top of the corporate structure will be a Board of Directors headed by a chairman or President and a Managing Director. It is their task to determine the overall policy of the business and future direction that the company will take. Policy areas which will be decided the by top management might include. The philosophy of the company’s logistics strategy. The routes that the company will serve. The type and size of vessels used.

Fleet replacement policy (owning and chartering). Flag policy. Membership of alliances and conferences. In house ship management or contracted out. Marketing and pricing strategies, in house or independent agency. Financial performance. Having established the policy the board will delegate the management of these functions to various operating departments.

An agent is a person who acts for or behave of another in such manner that the principle is legally liable for all acts under agency. An agent function is to bring his principle into contractual relationship with third parties.

Under the English law an agency relationship arise when one person, who is called the agent is authorized or considered by law as authorized to represent another person called the Principal in such a way to be able to affect the principal’s legal position.

This is the general principle of any agency agreement. However, this situation can be extended by agreement and terms of the appointment can sometimes give the agent rights of lien also the possibility of rights to sell principal’s goods to recover unpaid monies due to the agent.

1. NEED FOR THE STUDY:

• In current global scenario shipping plays a vital role in manufacturing of goods, transfer of raw materials, etc., • To identify future infrastructure and other functional facilities required.

• To analyze the transformation pattern for each major commodity individually.

• To identify required available facilities and the identification of the gap to be bridged based on targeted traffic volumes

1.2 STATEMENT OF PROBLEM:

• The company is operating for a single principal situated in United Kingdom, i could not contact them to get more information on policies and their idea of operating a vessel in particular sea route. • To learn the practices of port agency will take so long time to be mastered, because every time there will be new task of loading, unloading. Sometime problem may develop with the ship’s personnel, engine etc. • There is a new system came in to existence called Port Community System, through which agent form any part of the world can register, track the vessel, Classification Society Registration update, it is the one stop system for an agent to make their work ease. The primary aim of PCS is to bring down all the agency work through the system but, the prevailing system is not in full fledge. • To learn the agency work one has to be more flexible with many things like, there is scheduled time, should know how to handle the cargo workers.

1.3 COMPANY PROFILE.

PSTS is forever evolving, in its commitment to deliver Value to its customers.
Over the decades, the Company has expanded its service net, venturing into related yet diversified activities to provide comprehensive, customized services to its clients.
Today, its strengths in Size, Capacity, Resources, Market Presence, Expertise and Experience, work cohesively with the intent of catering to customer delight by all means.

PSTS Offers • “One Stop” service for all logistics requirements • Friendly advice on EXIM Trade & Port • Personalized attention and care • Skilled professional and dedicated workforce • Impressive Track Record • Extensive global and domestic network • Excellent industrial relations • Control over East coast of India • Above all, Complete Care for your Cargo

The PSTS Vision
Be the provider of “Best in Class” Port Support Logistics that delights our Customers.

The PSTS Mission
PSTS's Ongoing Action Plan geared to speed the Group on its chartered course of 'Customer Delight' • Understand customer's visible and latent needs • Continuously improve operating and service efficiency[pic] • Strengthen PSTS Brand Equity • Expand PSTS's presence in India and in Asia Pacific

HISTORY OF TUTICORIN PORT:
Tuticorin is traditionally known for its pearl fishing and shipbuilding industries. Thoothukudi became the centre of the Indian Independence Movement in the early 20th century, with leaders such as Maveeran Sundaralinga Kudumbanar, V.O Chidambaram Pillai, P.Kandasamy Pillai. In 1960, launched the first Swadish ship S.S Gaelia from this port town against the British. Freedom fighter Vanchinathan killed the then Thoothukudi District Collector Ash during the freedom struggle in Maniyachi.

[pic] View of the Dutch port Tuticorin, in 1752.

[pic]

Port of Tuticorin during the Madras Presidency, 1913

The major harbour of Tuticorin is well known as a pearl diving and fishing centre. Tuticorin, one of the oldest seaports in the world, was the seaport of the Pandyan kingdom after Korkai near Palayakayal. It was later taken over by the Portuguese in 1548, captured by the Dutch in 1658, and ceded to the British in 1825. The lighthouse built in 1842 marked the beginning of the history of harbour development in the city. Tuticorin was established as a Municipality in 1866 with Roche Victoria as its first chairman. It attained the status of Corporation on August 5, 2008 after 142 years.

Shipping at Tuticorin:
Tuticorin has been a centre for maritime trade and pearl fishery for more than a century. Its natural harbour with a rich hinterland, facilitated development of the port. Tuticorin was declared as a minor anchorage port in 1868. In 1906, V.O. Chidambaram Pillai launched the first swadeshi ship S.S. Gaelia in British India from Tuticorin Port. After Independence, the minor Port of Tuticorin witnessed a flourishing trade and handled a variety of cargo.
To cope with the increasing trade through Tuticorin, the Government of India sanctioned the construction of an all-weather Port at Tuticorin. On 11 July 1974, the newly-constructed Thoothukudi port was declared to be the tenth major port in India Second only to JN Port (Mumbai) in size. Thoothukudi is an artificial port. This is the third international port in Tamil Nadu and its second all-weather port. The port is also helping increase the tourism in the region. A new ferry has been commenced between Tuticorin and Colombo.
Tuticorin is also known to produce some of the best sailors and marine officers of the world. Sailors from Tuticorin are highly regarded by all crewing companies.
Tuticorin is one of the very few ports of India where Mechanised Sailing Vessels are operated. These vessels are operated at the Old Port which is termed by the port authorities as Zone B.
NYK logistics India Ltd is one of the leading logistics company in Tuticorin.

HISTORY OF PSTS:
Mr.PSTS Thiraviaratnam.
PSTS Group’s corporate team can trace the beginning of their history to the vision of one man – Shri. PSTS Thiraviaratnam. He was the man who, even before India’s Independence, foresaw the need for professional shipping management in his native land – India’s South Eastern Port of Tuticorin, in the State of Tamil Nadu.

Stepping in to satisfy that need, Shri. Thriaviaratnam launched the PSTS Shipping Agency, way back in 1940. His clients at that time were 3 liners Mohammedi Steamship Co.Ltd., Apeejay Lines and Gil Amin & Co.Ltd. True to hail credo of ‘Growth by Matching and Exceeding Customer Needs’, he went beyond leading his company, to lead a delegation of the Tuticorin Port Development Council to New Delhi, to meet the then prime Minister of India Pandit Shri. Jawaharlal Nehru in 1958. This meeting paved the way for Tuticorin to be recognized as ‘Tuticorin Major Port’.
A man committed to translating his commitment to satisfy customer’s needs, Shri. Thiraviaratnam was keenly involved in securing the Outer Harbour Project for Tuticorin, in order to accommodate the ultra large ship till he breathed his last on 17th June 2007.

HUMAN RESOURCE AT PRESENT:

PSTS has some of the best people in the industry working under its banner. Top managers are seasoned professionals with many decades of experience in port related logistics.
Around 125 Office Staff, 275 field staff and 750 skilled and semi-skilled labourers ably support them.

PSTS continuously identifies training requirements and offers job and soft skill training opportunities to help its people provide the clients with efficient, cost effective, safe and appropriate logistics solutions.
The committed staff is constantly in touch with the clients to support their competitiveness in the rapidly growing business environment. Such is their interaction with customers that PSTS is viewed as a consultant / extended arm rather than a business associate the ultimate compliment for a crew committed to customer delight.
PSTS AT KARIKAL:
Karaikal Port Private Limited (KPPL), a private port developed by the Chennai based MARG Limited, became operational in April, 2009 [1]. The port is located on the Eastern coast of India in Karaikal District of Puducherry state around 320 Km along the coast south of Chennai Port and around 360 Km along the coast north of Tuticorin Port. The shoreline of the port is between 10o 50’56’’ N and 10o 49’44’’ N.
Overview.
Karaikal Port project began with a Letter of Interest issued by Govt. of Puducherry for development of a port at Karaikal in September 2005. MARG Ltd. signed the concession agreement in 2006 and work began in February, 2007. Phase 1 was envisaged to be operational in Aug 2009. Karaikal Port became operational in April 2009 when it received its first vessel. Phase 1 comprises 2 Panamax size berths capable of handling 5.2 million MT of cargo per annum. The port has received over 150 vessels in the last 9 months of operation and has crossed the 1 million MT cargo mark.
KPPL has partners in Ocean Sparkle (marine operations) and PSTS (Stevedoring). Cargo evacuation is assisted by MARG Logistics, a sister concern of KPPL.
Karaikal Port is poised to be a multi-cargo handling terminal. So far the port has handled cargoes such as Coal, Pet coke, Raw sugar, Cement, Project Cargo and construction materials. Fertilizer and liquid cargo are soon to follow. On completion, the port will be capable of handling all types of cargo. Karaikal Port is also a hub for oil exploration activities and OSV/PSVs belonging to companies such a Hindustan Oil Exploration Company (HOEC)and Reliance Petroleum regularly call at the port.
Karaikal Port is a deep draft, all weather port. The current depth of 14.5 m allows for handling of Panamax size vessels (up to 80000 MT). The final depth of 16.5 m will allow cape size vessels (up to 120000 MT) to call at the port. The lagoon type basin protected by breakwaters allows operations all around the year.
Karaikal Port received its first Gearless Panamax vessel in November, 2009 and became the first port in Tamilnadu to do so. The port also has the distinction of being the only
PSTS AT KARAIKAL private port to export cargo belonging to power equipment major Bharat Heavy Electricals Ltd (BHEL), which is a government agency.
The port recently obtained rail connectivity and its 3 railway sidings are now connected to Trichy via Nagore.
LOGBOOK OF ACHIEVEMENTS

• Handled the very first vessel MV Chennai Ookkam that berthed at new Port of Tuticorin. Mr.PSTS Thiraviaratnam tied the mooring rope around the bollard signifying the berthing. • One of the first in India to initiate lightening cargo in “Bulk” at anchorage. • Handled the heaviest 345 MT Urea Reactor for SPIC in Tuticorin • Provided end-to-end logistics solution for M/S INSO Italy -- a GE Group Co., for a Gas Turbine Project in Algeria • Erected 10x250 KVA wind turbines with own fleet of cranes for Vestas RRB near Gadag, the highest point in South India • Handled the largest shipment of granite [34,599 MT ] from any single port by MV Windsor Castle, in 2002 [A world record] • Also holds record for handling the largest shipment of granite [8,638 MT] in a single day by MV Windsor Castle in May 2006 • Provided total logistics solution for India's first Float Glass shipment as Break bulk for Saint Gobain in June 2006 • Shri PSTS being named "Father of Tuticorin Port" by the then Chairman, Tuticorin Port Trust and being felicitated by the Union Minister of Shipping & Surface Transport-Mr.TR Baalu in Dec.2006.

OUR PEOPLE:
From the path-breaking of that family-run Shipping Agency, PSTS has forged ahead, expanding its range of port support logistics services to include.

Port Related Logistics Services:
Agency, stevedoring, customs Clearance, Packaging, Ware Housing, Container Freight
Station, Transportation, Freight Forwarding and Chartering.
Road/Rail logistics:
Trucking, Wagon Handling.
Heavy Equipment Hiring and Training
In-plant Logistics Services.
Today, PSTS is a distinct corporate entity, eith a leadership position in the East Coast in India, ably managed by with professional qualification in Shipping, Engineering, Business Management and Logistics, Standing steadfast to the ideals of the founder Championing Customer Delight.
A Joint Venture with Hiring and Training
Between the years 2002-2007 Relogistics was a network of Individual Business Units promoted by Reliance Logistics Ltd. PSTS had a joint venture with them in the state of Tamil Nadu and Pondicherry for Full Truck Load Trucking and in Multi Modal.
A Strategic Alliance with Central Warehousing Corporation (CWC) :
PSTS's first association with Central Warehousing Corporation, a Government of India Undertaking was as a Handling and Transport Contractor in the year 2000 in CFS Virugambakkam. In 2001, PSTS took the H&T contract in Bangalore and the H&T contract in Madhavaram. Then in 2004, PSTS made a strategic alliance with CWC to take over one of India's oldest Container Freight Stations, situated in Royapuram, in the heart of Chennai, closest to the Harbour Gates.

SERVICES:

SHIPPING.

PSTS has excellent rapport with Port Authorities and is committed to providing quality services to its customers by ensuring quick turnaround time to the vessels.
Besides this, our experienced professional team offers advice on, • Port traffic and expenses • Berth availability and Cargo readiness • Navigational restrictions • Regulations and changes in the port conditions • Regular updates on the progress of the cargo • Movement during the vessel's stay at the Port • Economic and political climate of the region

STEVEDORING

PSTS has a proven history of handling any type of cargo. Call it bulk, break bulk or general or containers… with the Knowledge and Experience of People they handle your shipment on time at an affordable cost. Over 65 years of experience in cargo handling they provide a full range handling expertise to the various requirement of the trade.

Our experience in the stevedoring of General, bulk, break bulk, project, and machinery cargo we brought new standards to the cargo handling sector. • Cost Effective and innovative Cargo Handling • Quality Cargo Care • Dedicated and experienced On board staff • Excellent cargo feeding and ground plan • Extensive marine experience for efficient vessel stowage • Excellent Vessel Turn-Around • Extensive Range of Equipment and Gear

CUSTOMS CLERANCE

PSTS has a dedicated team to look after customs related work in every port in India, through its own/associate offices for both air and sea cargo clearance. PSTS professionals have a complete knowledge of Customs Regulations, constantly keep track of the trade policies of the government and, offer customers the best service in the industry. • Thorough scrutiny of the documents on receipt • Trouble free and quick documentation • Co-ordination with Customs and Port • Good working relationship with MLO's and Forwarders. • Speedy clearance

CFS MANAGEMENT.

PSTS entered into CFS Management in 1993, soon after liberalization. Now, PSTS manages 4 CFSs in South India, by striking an alliance with CWC (Central Warehousing Corporation)
Out of these four, CFS Royapuram is a turnaround success story.

[pic] • Customer friendly Work Environment • Disciplined labour force • Maximum Cargo Security
Above all, we go that extra mile for our customers since we understand the business better.
FREIGHT FORWARDING.

In order to provide an integrated logistics solution to our customers, we recently began the freight forwarding services. Our global and domestic network and professional agents enable us to provide a comprehensive range of services with freight cost benefits for export and import shipments. Irrespective of size and weight, the shipments are handled with utmost care and dispatched in the shortest time possible. All shipments are continuously tracked right form the time of booking till delivery at the final destination. Our experienced brokers act as consultants to owners and traders and offer comprehensive services.
Negotiating the right Freight and Terms • identifying the right vessel for the right cargo • providing win-win solutions at times of conflict of interest • monitor voyages

CHARTERING

• Our experienced brokers act as consultants to owners and traders and offer comprehensive services • negotiating the right Freight and Terms • identifying the right vessel for the right cargo • providing win-win solutions at times of conflict of interest • Monitoring voyages

HEAVY EQUIPMENT HIRING AND OVER DIMENSIONAL CARGO HANDLING.

• We have equipments ranging from 8 ton to 80 ton Cranes, a fleet of Front End Loaders, JCB Excavators, Low bed and high bed trailers, forklifts ranging from 3 - 35 MT, Grabs, Tippers, Bus and Trucks. • We are the biggest assorted equipment fleet owner in South India • We can lift and shift anything from glass to granite. • We have the expertise to undertake Turn Key Projects • We do Multi Modal Transportation and Handling

HEAVY EQUIPMENT TRADING.

To capitalize on the infrastructure boom, PSTS is leveraging its experience in sourcing equipments from abroad for their in-house operation, by recently expanding into trading new, reconditioned and used heavy equipments like crawler cranes, mobile cranes, earth moving equipments, construction equipments and has developed associates in the Far East.
The market for used equipment has always been driven by the demand for a quality product at a competitive price. Capitalizing on our strength in logistics and equipment sourcing, we offer • Consultancy in Sourcing • On-time delivery • Service back-up

WAREHOUSING AND PACKAGING :

As an upward integration of port support logistics, we undertake warehousing and packaging for both import and export shipments ranging from tea to fertilizer and pipe to aggregates, chemicals to machinery in product range. We are experienced in using a range of packing materials wood, corrugated boxes, cartons, drums, steel palletizing,
HDPE Sacks, shrink wrapping, etc.

We have Open and Closed Storage Facilities Sophisticated racks and shelves for cargo storage, packing units with state of the art machinery, Skilled Manpower
All packaging activities in-house. Round the Clock Security, Our packaging band width ranges from 2 gm to 20 MT packages and we pack and forward about 2,00,000 MT of Consumer and Industrial products a year.

TRANSPORTATION AND DISTRIBUTION

To add value to our logistics chain, we offer transportation and distribution for both inbound and outbound shipment and undertake to deliver and pick up cargo from factory .We also specialize in movement by road or rail and utilize a range of trucks / rail wagon depending on the cargo. To name a few: • Custom Bonded Cargo by closed body trucks • Steel Coils and glass by trailers • Coal and Chemicals by trucks • Granites in Open Rail Wagon • Fertilizers in Closed Rail Wagon.

INPLANT LOGISTICS:
We are pioneers in conceptualizing the in-plant logistics in South India. Our range of equipments and people management skill has enabled us to offer professional in-plant logistics support in processing, assembling and manufacturing industries by adhering to their stringent quality standards and time schedules. Our ability to understand the dynamics of varied industries and continuous training is the key to our success.

CUSTOMIZED LOGISTICS SOLUTION:
With our experience and expertise over the past six decades in port support logistics services, we have learnt to offer customized solutions to the various logistics needs of our customers. Our handpicked professional team offers delight to the customer by first understanding the specific needs of the customer and then offer an appropriate bouquet of solutions that meets their requirements, keeping in mind the time, cost and safety aspects of the shipment.

1.4 INDUSTRY PROFILE.

Indian maritime history begins during the3rd millennium BCE when inhabitants of the Indus Valleys initiated maritime trading contact with Mesopotamia. The Roman historian Strabo mentions an increase in Roman trade with India following the Roman annexation of Egypt. By the time of Augustus up to 120 ships were setting sail every year from Myos Hormos to India. As trade between India and the Greco-Roman world increased spices became the main import from India to the Western world, by passing silk and other commodities. Indians were present in Alexandria while Christian and Jew settlers from Rome continued to live in India long after the fall of the Roman empire which resulted in Rome's loss of the Red Sea ports, previously used to secure trade with India by the Greco-Roman world since the Ptolemaic dynasty. The Indian commercial connection with South East Asia proved vital to the merchants of Arabia and Persia during the 7th–8th century.

On orders of Manuel I of Portugal, four vessels under the command of navigator Vasco da Gama rounded the Cape of Good Hope, continuing to the eastern coast of Africa to Malindi to sail across the Indian Ocean to Calicut. The wealth of the Indies was now open for the Europeans to explore. The Portuguese Empire was one of the early European empires to grow from spice trade.

Christians missionaries traveling with trade, such as, Saint Francis Xavier, were instrumental in the spread of Christianity in the East. Christianity competed with Islam to become the dominant religion of the Moluccas. However, the natives of the Spice Islands accommodated aspects of both the religions easily. The European traveler Marco Polo (1292) described Indian vessels:" ...built of fir timber, having a sheath of boards laid over the planking in every part, caulked with oakum and fastened with iron nails. The bottoms were smeared with a preparation of quicklime and hemp, pounded together and mixed with oil from a certain tree which is a better material than pith." Descriptions between the 14th - 15th century indicate that the Indian vessels could carry over 100 seamen and were equipped with bulkhead (partition). Ma Huan (1413-51) reached Cochin and noted that Indian coins, known as fanam, were issued in Cochin and weighed a total of one fen and one li according to the Chinese standards. They were of fine quality and could be exchanged in China for 15 silver coins of four-li weight each.
The first Dutch expedition left from Amsterdam (April 1595) for South East Asia. Another Dutch convoy sailed in 1598 and returned one year later with 600, 000 pounds of spices and other Indian products. The United East India Company forged alliance with the principal producers of cloves and nutmeg.
Shivaji Bhonsle (reign 1664—1680) maintained a navy under the charge of general Kanhoji Angre (served 1698—1729). The initial advances of the Portuguese were checked by this navy, which also effectively relieved the traffic and commerce in India's west coast of Portuguese threat. The Maratha navy also checked the English East India Company, until the navy itself underwent a decline due to the policies of general Nanasaheb (reign 1740 - 1761).
The British East India Company shipped substantial quantities of spices during the early 17th century. Rajesh Kadian (2006) examines the history of the British navy in as the British Raj was established in India:
In 1830 ships of the British East India Company were designated as the Indian navy. However, in 1863, it was disbanded when Britain’s Royal Navy took control of the Indian Ocean. About thirty years later, the few small Indian naval units were called the Royal Indian Marine (RIM). In the wake of World War I, Britain, exhausted in manpower and resources, opted for expansion of the RIM. Consequently, on 2 October 1934, the RIM was reincarnated as the Royal Indian Navy (RIN).

II. OBJECTIVE:

2.1 Primary Objective: To understand the policies and practices of port agent with special reference to PSTS Logistics, Chennai.

2.2 Secondary Objective: • To understand the basic knowledge of port agency. • To study the timely submission of documents. • To find out the managing and controlling method of loading and unloading. • To find out the performance of vessels handled.

III. POLICIES AND PRACTICES.

A senior ship’s captain once described the duties of his port agent in one simple sentence. Pointing along the length of this ship he said “When I am at sea, all this is my responsibility; when I reach port I am looking for someone with whom to share that responsibility”.
Regardless, however, of whether the ship is a tramp, a tanker, a liner or one of the many other different types of modern specialized ships, the reason for an agent is the same. The precise duties will naturally be different depending on the ship, the cargo and of course the locality but the reason why the agent is there will always be the same; that of looking after all the needs of the ship and her personnel while she is arriving at, staying in and departing from the port.
Identifying the principal is a vital first step for the port agent for many reasons. One quite important one is that the agent will be expected to expend substantial amounts of money during the time the ship is in port and establishing where this money is coming from has to be prioritized.

The following is a list of some of the routine matters that are handed by an Agent, before, during and after a ship calls at port:-

Before Arrival. • Arranging a berth and discussing the cargo handling programme with the terminal operator / stevedore. • Booking a pilot and tugs. • Arranging Customs and Immigration attendance. • Arranging for a Doctor to attend, either for routine matters, such as inoculations, or in respect of illness. • Arranging for the delivery of supplies of food, water, bunkers and stores of all kinds. • Preparation of the required ship’s papers, eg. Inward and outward clearance, light and port dues, etc.
Before arrival. • Collecting mail for the ship ready to be taken on board. • Arranging for a government official or Consular Officer to be present if crew are to sign off. • Arranging for transportation to and from airports and railways stations for crew arriving and leaving.
On Arrival. • The agent will board the ship immediately on arrival and meet with the Master, Chief Officer and Chief Engineer Officer to discuss their various requirements. These may consist of :- • Arranging for cash to be brought on board for disbursement to the crew. • Arrangements for crew needing medical or dental treatment. • Arranging for the reporting to the Principal of any details concerning insurance and General Average Claims. • Arranging for the attendance of surveyors for either cargo or ship damage, or both.
During the ship’s call: • Daily liason with the ship’s personnel and cargo superintendent on continuing cargo work. • Towards the end of the call, arrange for the signing of Mate’s Receipts and Bills of Lading. • Payment of bills / invoices for goods and services supplied to the ship. • Frequent and regular communication with the principal concerning the ship’s progress.
On Departure : • Obtaining from the Master the ETA at the next port, and the ship’s requirements on arrival there which will be sent to these agents.
The job is not finished when the ship has sailed. The parties will probably require a Statement of Facts, which is a record of how every minute of the ship’s time in port was spent. From this the amount of demurrage or dispatch, if any, will be calculated.

Relationships with Principals as a Port Agent:

The agent’s major tasks are:- To obtain the business To secure funding / payment

A principal could well be based at geographically a great distance and is therefore highly dependent upon his agent for feedback on local changes trends and developments.

Reporting events as they happen:

The agent is eyes and ears of the principal and it is a major responsibility of the agent to keep his principal fully informed of all events which occur whilst the ship is in his care, that is to say from the time the agent receives his appointment he should be updating his principal constantly on the prospects for the vessel’s port call including ETA, berthing, cargo operation and sailing prospects. It is only with this information that the principal can programme the next voyage and arrangements for future cargoes. Prior to the ship’s arrival, the agent will be receiving ETA’s on which he will be making arrangements for port entry, berthing and cargo operations. This information will be transmitted to the local harbour authority and cargo terminal. They in turn will be feeding back information on port entry time, berthing availability and prospects for cargo operation. The agent becomes the central point of communication relaying this information back to his principal and on the principal’s instruction, to the next port of call so will prospects and these should be constantly transmitted to the various parties concerned and, of course, to the principal.

FILING INSTRUCTION AS PER CHENNAI CUSTOMS.

1. Master’s / Owner’s ETA message. 2. Owner’s Appointment. 3. Proforma Disbursement Account.
Filing Instruction. 4. Declaring vessel to port. 5. IGM / EGM copies. 6. Daily Master’s ETA. 7. Arrival Report. 8. Daily Working Export- Date wise. 9. Departure Report. 10. Statement of Fact. 11. Vessel’s work done and Stevedoring Certificate. 12. EGM. 13. Departure Disbursement Account. 14. Marine Bill Copy. 15. Final Disbursement Account.

When the ship arrives, certain information becomes factual and this should be transmitted as events occur, culminating at the end in a statement of facts or statement of actual events. This information will normally include:

STATEMENT OF FACT: 1. Name of the Vessel. 2. Cargo Description. 3. Port of Loading / Discharge. 4. Quantity as per Bill of lading. 5. Vessel Arrived Outside. 6. Anchor Aweigh. 7. Pilot Onboard. 8. Vessel Berthed at… 9. Loading Commenced. 10. Loading Completed. 11. Document Onboard. 12. Arrival Draft. Statement of Fact. 13. Departure Draft. 14. Vessel Sailed. 15. Last Port. 16. Next Port. 17. Hold / Hatches Provided.

This information will be passed to the principal at various stages so that he is aware of progress and should culminate at the end of a port visit with full statement of fact sent either by email or facsimile and confirmed by a hard statement of facts sent by post. It is customary in many trades and for many principals for the statement of fact to be completed immediately prior to the vessel leaving the berth and to have this countersigned by the master to indicate his agreement.

This information will be used by the ship-owners or operators to calculate whether the port call has been completed in compliance with the charter party and the information will be used to calculate any despatch or demurrage which may have been incured.

If the vessel as loaded at your port and is proceeding to the next port of discharge, full details of the cargo must be given to them immediately after the vessel’s sailing.

ANSWERING TO THE PARTY WHO MADE THE AGENCY APPOINTMENT.
The agent should be aware of his responsibilities dependent upon the party from whom he receives his appointment. This will change and his role and work aspect alter accordingly to whether or not he is representing an owner, a time-charterer, nominated by a voyage charterer or taken on as an owner’s protective( supervisory ) agent. This may sound confusing but can quite easily be defined.

OWNER’S APPOINTMENT:
This is by far the most common form of appointment whereby the agent receives his appointment from the ship owner who in turn is operating the vessel, usually on a voyage charter. The agent will look after the interests of the owner and his duties will include:-

Owner’s Appointment: 1. All port arrangements for the vessel to berth. 2. The ship’s port disbursement account. 3. All crew and domestic matter.
Dependent on the terms of the charter party, he may also be responsible for arranging cargo operations.

The agent will be expected to interface with the shippers or receivers and keep them fully advised of to vessel’s progress and prospects for cargo operations. He will protect the owner’s interest against charterers, shippers and/or receivers in the event of any dispute or claims.

APPOINTMENT BY THE TIME CHARTERER.
Time charter parties invariably stipulate that the charterer shall appoint and pay for agents at all ports, legally called as ‘Disponent Owner’. Areas of conflict may include such things as: Breakdown of ship’s equipment. Crew disputes. Classification of other mandatory. Certification. Vessel’s general fitness.
If such major differences occur, the agent has to remember that his contract is with the time charterer and must fight on his side, the actual owner would then be well advised to appoint an agent of his own.

Appointment by the Time Charter.
Incidentally, when receiving an appointment from time charterers it is important for the agent to clarify who will pay for what. although under the time charter party the disponent Owner will have to pay all the normal disbursements such as port/dock dues, pilotages, towage, etc. the actual owner will still have to pay for such things as repairs and servicing of equipments, crew matters and all other things which directly relate to the ship itself including.

DISBURSEMENT ACCOUNTING.
Most port agents tend to be entrepreneurial marketers and rather than the accountants, but sadly the modern day business environment demands that accounting as a function must always take a vital place.

Although repetitious, it is worthwhile re-stating that if you are dealing with a previously unknown potential principal and you cannot obtain satisfactory credit references, you should take a commercial decision upon whether or not to accept the agency.

The disbursement account or invoice is normally the final document raised ny the agent to his principal for the agency services which he has provided and for the goods and services for which he has contracted upon his principal’s behalf.

As the word suggests, disbursement means monies paid to third parties in accordance with the services and purchases necessary for te vessel’s port call.

It is an itemized invoice showing all cost and charges incurred during the ship’s port call supported by the supplier’s individual invoices, It will a how the monies advanced by the principal have been spent.

THE PROFORMA DISBURSEMENTACCOUNT.

The first duty of an agent upon receiving an appointment to act as agent is to establish who will pay for what during the port call. There are two aspects to consider:

A. Establish if there is to be any split between owners and charterers for port costs and/or cargo handling. B. Establish as port agents that the principal paying his fee will accept the agency fee required and will reimburse out-or-pocket expenses such as communications, car miles, waterside clerk’s overtime and other necessary overhead costs.

The responsibility for paying disbursement normally fall to one of two parties, either:- 1. The owner if the ship is trading on a voyage charter, or, 2. The disponent owner if the ship operating under a time charter party.
Upon receiving the appointment as agent, having established who is responsible for payment of port disbursements, it is of paramount importance that a proforma disbursement invoice is calculated .This will take the form of an itemised statement of known costs which will be incurred. An example of this is :- 1. Port Call Details. 2. DA Currency. 3. Proforma Basis - Day( s ) Hour( s ) 4. Port Cost • Port Dues • Berth Hire Charges • Pilotage • Towage In/Out • Launch Hire • Wharfage • Clearance In / Out • Light House Dues • Watchmen
Proforma Disbursement. 5. Cargo Costs. • Stevedoring Charges • Port Official Expenses • Private forklift charges • Draught Survey • Transhipment Cargo • Cargo Survey • Pre Loading survey • Cargo Manifest Translation 6. Agency Costs • Agency Fee • Agency Misc. • Communication • Car Hire 7. Crew and Owner’s Costs • Cash to Master • Stores • Water supply 8. Overtime costs. • Overtime Charges • Idle time

It is normal to request an advance of monies form the principal to confer the Proforma amount. This is not only to protect the agent from the possibility of default on payment but to ease the burden on cash flow due to late payment which could quite easily, through interest charges, eat up the fee which the agent earns.

Advance funding is quite normal and is, in fact, thoroughly approved by the Baltic and International Maritime Council ( BIMCO ), the ship owner’s international spokesman.

Assuming the agent received funds in advance as per his Proforma, then the disbursement will show this credit and the invoice will require either a refund of any monies not spent or, where is a balance due to the agent, that amount shown in favor.

Significant points to avoid trouble with principal: A. First know who your principal is and have an awareness of his financial circumstances on which to make a judged decision of any terms of credit. B. If there is any doubt, insist upon advance funds to coner known costs and carefully monitor any additions which may occur during the ship’s port call and request further advances where necessary. C. Always operate good credit control. The best means of recovery in normal circumstances is the prompt follow-up to disbursement invoices for any monies due to the agent. A lazy approach to overdue monies will result in similar practice from principal who will be only too pleased to allow you to act as interest-free bankers in their behalf.

Cargo Documents.
The Mate’s Receipt :

This is a receipt signed by the mate of a ship for cargo that is to loaded on board. It contains details of goods to be shipped and should be available to the mate before loading starts. He can then use them – 1. As a pre- advice of what to expect 2. To plan the stowage of the cargo 3. To note on them any defects in the condition of the cargo, shortages or other pertinent comments regarding quantities, marks and description of the goods.
It is necessary that the mate’s receipt reflects the condition of the cargo accurately, to prevent claims against the ship arising at the discharge port as comments on the mate’s receipt appear on the relevant bill of lading. It is given to the shipper as a receipt who then tenders them to the agent or ship owner in exchange for the bill of lading.
The Bill of Lading : The bill of lading performs three main functions; 1. It is a receipt for the cargo signed by the master or agent on behalf of the ship owner. 2. It is a document of a title to the cargo. The holder of the B/L is the owner of the cargo and it is a negotiable document, which means that the cargo can be sold just by signing and transferring the B/L in the name of the new buyer. 3. It is evidence of contract between the ship owner and shipper, governing the terms and conditions of carriage.

The Cargo Manifest :

The cargo manifest is a list of all cargo on the ship at any time. It is prepared for customs purposes primarily but comes in useful for several other purposes such as tallying of cargo, checking against over carriage and for ticking off the cargoes whose bill of lading have been sighted .

Besides the names of items of cargo, it contains the weight, quantity or number of packages and the compartment loaded in. When dangerous cargo is loaded a separate manifest for the same has to be prepared. Proper shipping names must be used for dangerous cargo; trade names are not permitted, in addition the commodity must be identified by its U.N. No.

Delivery Order :

It is a document given on receiving of bill of lading form the importer, stating that the cargo has been delivered to the correct party.

Entities Involved in Shipping Business.

1. Port Authority:
A Port Authority is a state establishment in charge of development and promotion of port equipment and ensuring the compliance of regulations. The Port allots berth, piloting of vessels in and out of the port, and provides other vessel and cargo related services.

2. Shipping Agent/Shipping Line:
A Shipping Line operates a fleet of ships and other carriers. 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:
A Terminal operator manages the terminal operations on behalf of Port, and receives, stores, loads/discharges and delivers the containers/cargo within the terminal.

4. Customs House Agent (CHA):
A CHA helps the importer/Exporter in getting the customs clearance for his consignments.

5. Container Freight Station (CFS):
CFS is the custodian of containers and the cargo until the cargo is released to the importers after de-stuffing in case of imports and for exports until the cargo is shifted to port after stuffing.

6. Rail Transport Operator:
A Rail Transport Operator acts both as a custodian of the cargo and also as an agency for transporting the containers to/from the port from/to the Inland Container Depots(ICDs).

7. 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.

8. Customs:
A Customs is the government department in charge of collecting duty and taxes and of the border control. The 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.

9. Port Health Organization (PHO):
An agency that is responsible for the inspection of hygiene in the ship and amongst the crew, 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.

10. Immigration:
An 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.

11. Container Agent:
A Container Agent represents container lines and provides the steamer agent with details of the containers belonging to them in the vessel. He gives the delivery order to the Clearing Agent/Importer for clearing the container.

12. MMD:
MMD (Mercantile Marine Department) is responsible to ensure the safety of life and property at sea and inland waters, safety of navigation and protection of Marine Environment, through implementation of Merchant Shipping Ordinance, National Rules and International Maritime Conventions.

PORT COMMUNITY SYSTEM (PCS):
Centralized Port Community System (PCS) will provide a single window for the port community in India. It allows to securely exchanging the documents and information electronically across its stakeholders involved in the maritime transport and logistics chain including the trading partners and government agencies. It will also 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.

IV. POLICIES AND PRACTICES AT PSTS.
Purpose:
To ensure the activities related to shipping agency are executed to meet the customer requirements.
Scope:
This procedures applies to all the activities executed as Owner’s Agent/Charters Agents and Owners Protection Agent.
Responsibility:
The shipping manager is responsible for execution of this process.
Input:
Various requirements of service and products from the Master/Owner of ship will be the input for Owners Protecting Agent operations. Documentation formalities of port, customs will be the input for Owner’s Agent/Charterer’s Agent operations.
Output:
Provision of various products and services as per the requirements of Master/owner, completion and filling of documents with port and customs authorities at various stages will be the output of this process.
Resources:
The shipping manager and his team will be resources required to execute the process.
Measurement:
Execution of the process within the stipulated time will be the measurement of execution of this process.
Procedure:
Explanation on types of Agency Services:
Owner’s / Charterer’s Agent: All the documentation works related to port and customs for vessel berthing, cargo operation, health inspection, ETA and vessel movement are executed on behalf of the Master and or the Owner.
Owner’s Protection Agent: All the husbandry works related to the vessel and its crew members will be executed on request of Master and or the Vessel Owner. Further assisting the Master and the crew members on legal issues raised against them.
4.1 OWNER’S / CHARTER’S AGENT:

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4.2 PROCEDURE FOR ENTERING AND CLEARING A VESSEL AT PORT WITH CUSTOMS/ PORT/IMMIGRATION/PORT HEALTH AND OTHER RELATED GOVERNMENT AGENCIES AND BOARDING FORMALITIES.
Preface:
As the customs / port authorities have switched over to EDI system, all formalities such as filing of import manifest, obtaining of export rotation number ,filing manifest, granting of entry inwards/outward by boarding officer issuing of port clearance of port dues etc., are computerized.
ETA Confirmation.
The owners / charters of a vessel will intimate ETA (Estimated Time of Arrival) of a vessel, as soon as she sailed from the previous port.
The ship Master will also confirm the ETA to the agent by email/fax.
Berth Meeting.
Berth meeting is being conducted on all working days in port premises headed by Traffic Manager.
The meeting will be attended by Deputy Port Conservator, Harbour Master, docks Manager, Deputy Traffic Managers, Assistant Traffic Managers along with Steamer Agents and Stevedores.

As per the arrival priority of the ship, the cargo carried by the ship, its length / beam / draft, gears required to handle the cargo etc., the berthing of vessel will be planned and finalised.

The shipping Manager of PSTS will attend this meeting to express their requirements related to berthing. The shipping manager needs to attend the meeting on daily basis with all the details about ship’s ETA, cargo details. These can be collected form the principals.

Filing of documents with Port, Port Health, Customs, Immigration Authorities.
OBTAINING VESSEL CODE: • Whenever a vessel is arriving to the port of the first time, vessel code should be obtained from the port and customs authorities. • To obtain the vessel code, a request in the prescribed format to be submitted to the computer section / Traffic manager’s office and get entered. After that it should be entered in customs EDI section, failing which Entry Inward and Export Rotation Number cannot be obtained. • Documents with customs: Before arrival of the ship, import general manifest, import manifest are to be submitted in the EDI service centre, Customs, in floppy. Along with this Annexure I,( all details are incorporated ). • On acceptance of floppy at EDI section, check List will be give to shipping Agents for Verification and Submission. • For submitting IGM, prescribed EDI service charges are to be paid at the service centre. • On payment of service charges, four copies of IGM will be issued to shipping Agent with IGM Number. • On obtaining printout, IGM to be filled in the Import Department along with Form-I( Application for Entry Inwards )and Form-I I( General Declaration ) and obtain of ADO-Imports in the Break Bulk certificate ( 2 copies ). • Export Rotation Number should be obtained by submitting the request in the prescribed format incorporating all details to EDI ( customs ) Service Centre. On accepting and processing the application, the Export Rotation Number(EM) will be assigned to the Steamer Agent. • Indian Light House Dues are to be paid at the prescribed rate on NRT of the vessel by pay order with TR 6 challan. The receipt copies will be suitably endorsed by the Customs Account Section. • It is important to pay the ILH Dues ( Indian Light House dues )as otherwise the Boarding officer will not grant entry inwards / outwards of the vessel. • If ILH dues are already paid at any other Indian Port prior arrival(which is valid for 30 days from the date of arrival of vessel) the same can be utilized.
Documents with Port Trust: On confirmation of vessel’s ETA (Expected Time of Arrival) to the steamer agent. proforma I I to be submitted to the Traffic Manager’s office, Chennai Port Trust. The details about the vessel will be informed in daily berth meeting.
After making self assessment on Port dues, Pilotage, Berth Hire charges, Vessel’s GRT, steamer agent has to pay the port dues by pay order / Demand Draft, Which has to be deposited with Indian Bank, EDI Counter ( situated at MPT/Documentation office Building). The charges will be debited from their Marine Dues Account number allotted to them after making the self assessment.
It is important to get the vessel’s call sign as it will be treated as vessel code. Without this nothing can be done at Customs / Port EDI section.

Berthing of Vessel.
Based on the vessel draft/length /beam, cargo she is carrying, gears available on the Wharf, the traffic manager allocates berth for each vessel.
On arrival/berthing of the vessel the following documents are to be kept ready, duly signed by the Master of the vessel.
Boarding Papers : 1. Deck Cargo - 4 Copies 2. Entry Certificate - 1 Copy 3. Clearance Certificate - 1 Copy 4. Agent’s Authorization - 2 Copies 5. Arms/Ammunition as S/B cargo - 2 Copies 6. S/B Cargo in transit - 3 Copies 7. Shipping Journal - 2 Copies 8. Arrival Report (Immigration) - 1 Copy 9. Load Line Indication Certificate - 1 Copy 10. All Cargo Landed and as per IGM - 1 Copy 11. General Information (Yellow) - 2 Copies 12. Arrival Report (Pink) 13. Sailing Declaration for Immigration - 1 Copy
Boarding Papers : 14. Vessel’s Stores List (Bond/Provision, deck/engine) - 3 Copies 15. Crew’s Private Property List - 3 Copies 16. Ship’s Currency List - 3 Copies 17. Crew’s Currency List - 3 Copies 18. NIL Lists - 3 Copies 19. Crew List for all concerned - 10 Copies 20. Maritime Health Declaration (If vessel arrives from foreign Port) - 3 Copies

The documents to be submitted to boarding officer for signing and retained by the section P.O. 1. Deck Cargo - 3 copies ( of which 2 copies to be taken back on obtaining signature from boarding officer, where one copy will be retained by Boarding Officer) 2. Same Bottom Cargo – 3 ( copy retaining as above ) 3. Store List retains Certificate ( signature of Boarding Officer to be Obtained ) 4. Ship Store’s list - 1 Copy 5. Private Property (crew) list - 1 Copy 6. Crew List - 2 Copies 7. Currency List (ship) - 1 Copy 8. Currency List (crew) - 1 Copy 9. Arms/Ammunition list - 1 Copy 10. NIL list - 1 Copy 11. Narcotics List - 1 Copy 12. Break Bulk Certificate.

If the vessel’s next port is an Indian Port, then an extra copy to be collected from the Master of the vessel for the records of SI No.04 to 11.

Those extra copies are to be handed over to the Boarding Officer for Next Port (IE Circulating copy) and the same be placed on board prior to sailing.
After completion of Boarding Officer will grant Entry Inwards/Outwards in computer.

Documents for Immigration:
On arrival of the vessel, one copy of arrival Report (dully signed by the Master )and 3 copies of crew List are to be filled with Immigration office.
On departure of the vessel, sailing Declaration dully signed by the Master along with agent’s covering letter and sailing crew list, incorporating the next port details and the date of departure.

Documents for Port Health Officer (PHO):
If the vessel arrives from foreign port, the Port Health Officer will board the vessel end inspect the sanitary conditions of the vessel.

The following documents are to be submitted with PHO for inspection, • One copy of crew list • Maritime Health Declaration • Copy of ship Sanitation Control Exemption Certificate Port of Call List • Vaccination List • Agent’s covering Letter

If the vessel is arriving from Yellow Fever Epidemic areas, as advised by Ministry of Health, only the Port Health Officer will board the vessel first on her berthing. Only after his inspection and clearance, other authorities are allowed to board the vessel.

If the vessel arrives from an Indian Port, the Port Health Officer will grant exemption certificate without boarding vessel.

The following documents are to be submitted with PHO’s office to obtain Exemption Certificate. 1. Agent’s Covering letter 2. Crew List copy 3. Port of call List 4. Copy of Last Indian Port Clearance. 5. Vaccination List 6. Copy of ship sanitation control exemption certificate

Documents for Port DPC Office:
At the time of arrival, the following documents are to be submitted.

1. Deck Cargo Certificate 2. Arrival Report (pink) 3. General Information (Yellow) 4. Crew List 5. Copy of Ships Register 6. Copy of International Tonnage Certificate 7. Calculation of Marine Dues on Self-Assessment basis (in the letter head of the agent) 8. Covering letter for granting Entry Inward Certificate.

Departure of Vessel:
After completing the purpose of the arrival to port the vessel is ready for departure. A requisition letter from steamer agent for Port Clearance to be submitted to the Traffic Manager.

The following documents are to be submitted to customs for Entry confirmation certificate. 1. Entry Certificate from CHPT 2. No Opium Certificate 3. Deck Cargo certificate 4. Agent’s authorization certificate 5. Store list retained by Boarding Officer and certificate signed by boarding officer 6. Last Port Clearance 7. Same Bottom cargo certificate 8. No arms and ammunition certificate 9. Arrival Report(pink) 10. Break Bulk certificate duly signed by boarding office 11. General Information(Yellow) 12. Copy of ILH and a set of store list copy 13. Last ten port of call list

For obtaining Port Clearance the following records and certificates are to be produced. 1. Application for port clearance 2. Clearance from CHPT 3. Entry outward(EM) Form 4. Deck Cargo (dully signed by Boarding Officer) 5. No Opium certificate 6. Agent’s authorization 7. Same bottom cargo(in transit),dully signed by Boarding Officer 8. ILH Dues Receipt (copy) 9. Health Clearance 10. Income Tax clearance certificate (if vessel is arriving for loading) 11. No arms/ ammunition certificate

12. All cargo discharge certificate along with copy of valid ship’s certificates (as per list below) to be attached with port clearance application. I. Ship’s Register II. International Load Line Certificate III. Safety Equipment Certificate IV. Safety Construction Certificate V. Safety Radiotelegraphy Certificate VI. Ship Sanitation Control exemption certificate VII. International Tonnage Certificate.

Two hours Prior to sailing, steamer agent to collect shore passes from vessel and obtain Immigration clearance (in two copies) of which one copy for customs to obtain port clearance and one copy to be submitted to pilot by the Master of the vessel.

Filing of Export Manifest:
Steamer agent has to file the Export General Manifest customs EDI service centre in Floppy for, prior to vessel’s departure.

After departure of the vessel from the port, steamer agent has to file the Export General Manifest (hard copy) with the Export Department of Customs along with the Exporter’s copy of Shipping bills. Mate’s receipt and agent’s covering letter.

All the details about the agency activities are to be recorded in the Shipping Register

If the vessel is arriving only for Import purpose and no Exports, then the EGM hardcopy to be filed with customs as-NIL-Manifest.

4.3 Owner’s Protective Agent :

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Crew Change:
If the Crew Members leaves the vessel, • Receive request from Master/Owner of the vessel • Get the Original Passport and Seamen Book from the Master • File the request with customs and immigration office with required documents • If the crew member is an Indian, get ticket for trip to their destination place in India. • If the crew member is a Non-Indian, get Air ticket for trip to their destination port as a advised by the owners. • Provide transportation facilities form Sea port to Air Port/ Railway and or Bus Station • Provide accommodation facilities if Required • Get certificate from the Master of the vessel the services provided

If the Crew Member joins the vessel, • Receive request from Master / Owner of the vessel • For a foreign crew, send invitation letter to the Indian Embassy located at the country to which the crew belongs to. • Get the Original Passport and Seamen Book from the Crew • Provide accommodation facilities if Required • Provide transportation facilities if required for movement from Hotel to Port • File the request with customs and immigration office with required documents • Complete the Customs and immigration formalities and get approval for entry into ship • Entry of crew into ship • Get certificate form the Master of the vessel for the services provided.

Freshwater Supply.
Receive request form Master / Owner of the vessel.
Outsource Quality drinking water from the approved vendor and move to vessel
Get certificate form the Master for the services provided.

Ships Spares Supply.
Receive advise from the owner of the ship for placing of spares on the board of the ship without any duty.
Receipt of Invoice, packing list from the owner for the spares sent. Clear the spares on its arrival from Air Customs/ Airport authorities.
Handover the spares to the board of the vessel with customs escort after completion of Port formalities.
Get Certificate from the Master for the service rendered.

Immigration Clearance on arrival and departure of ship. • On arrival, get the crew from the Master of Ship • With Passport and seaman Book get immigration for the crew member • Change of Crew if any as per8.3.1 • Get shore pass, if the crew member wish to move to shore for a short period. • ( Shore pass not allowed for crew member of restricted countries, as refer Immigration Office) • On departure, get the crew list from the Master of ship • File the list with Immigration authorities for clearance of the ship • Get Immigration outward Clearance and handover to Master of the vessel • Get Certificate from the Master for the service rendered.

Quarantine Formalities: • Obtain Free Pratique from the Master, if the vessel arrives directly from foreign port and pass the same to the quarantine Authorities. • Port Health Authorities will do this check with the ship • They will verify the sanitary condition of the ship • Letter of Quarantine, copy of crew List, Vaccination list of crew members, List of last 10 port call, Exemption Certificate for ship sanitary control are to filled while inspection. • If the ship fails in inspection, penalty has to be paid and required corrective actions are to be taken. • If the validity of the Sanitary Certificate Expires(valid for 6 months),arrange to renew the same • Get certificate from the master for the service rendered.

Port State Control:
The authorities will check the Sea worthiness of the ship.
If there is any deficiency, then the same to be rectified prior departure or any stipulated time granted by concerned authorities.
The same has been Physically verified by PSC authorities, who will grant clearance for departure.
Otherwise, vessel will be subject to detention for rectification

Other Requirements:
Receive specific requirements from the master and or the owner, like purchase of groceries, vegetables, Medical aid, ship repair and service etc.,
Provision of service as required
Get certificate from the master for the service rendered

4.4 Control of Non-Conforming Products / services. Purpose: To ensure that services that are not conforming against their requirements are properly identified and required action is taken out. scope: This procedure applies to all the core process in which PSTS logistics engaged. Responsibility: The Vice President is responsible for the execution of this process. Input: Service requirements, non-conformities identified are the input required to execute this process. Output: Correction and Corrective actions initiated against all non-conformities identified will be the output of this process. Resources: The various process managers and their team members are the resources required to execute this process. Measurement: Number of non-conformities identified against of actions initiated will be the measurement to monitor the execution of this process. Procedure: • PSTS Logistics is engaged in service type of industries not in manufacture of any products. • Further almost all of their services are based on the rules and regulations of Government Bodies. In such situations, the services can’t be executed with any deviation. • So there is no opportunity to execute the services with deviation. Further there is no possibility to execute the process in part. • The only opportunity available is to execute the process in full.

The following are the core services executed at PSTS Logistics,

- Shipping Agency - Stevedoring - CHA – clearing & forwarding - Granite Handling - Packing and Distribution of Potash

The following table will indicate the responsibility and authority to execute the process in full.

|Services |Responsibility to identify any non – |Authourity to make decision in non – |
| |conformity |conformity |
|Shipping Agency |Shipping Manager |Vice President / JMD |
|Stevedoring |Stevedoring Manager |Vice President / JMD |
|CHA – Clearing & Forwarding |C&F Manager |Vice President / JMD |
|Granite Handling |Granite Executive |Vice President / JMD |
|Packing and Distribution |Stevedoring Manager | MD |

SITUATIONS AND ACTIONS:

|Business and Situations |Actions |
|Shipping Agency- Provision of required products and services |Understand the customer requirements and provide the correct |
| |services |
|Stevedoring – Damage of goods on handling |Usage of correct handling equipments, safety gadgets and optimum |
| |gang. |
|CHA – Identification of correct clause for tariff finalization |Get the product details from the customer and based on that |
| |finalise the tariff |
|Granite Handling – 1. Damage to granites during handling. |1. Ensure to use correct handling equipments. |
|2. Wrong dispatch of granites |2. Never change the customer markings on granite. Verify the |
| |marking while loading with packing list, invoice. |
|Packing and distribution of potash- |Verify the requirement and monitor the loading of gunny bags. |
|Delivery of wrong quantity |Provide sufficient space before unloading the potash. |
|wrong Storage | |

• Any action initiated on any nonconformities( other than that of identified during internal quality audit ) are to be recorded in the Corrective Action Report/Preventive Action Report .

• The various actions initiated are to be discussed in the Management Review Meeting without fail.

V. SCOPE OF THE STUDY:

Based on the study done, options available and practices requirements, a detailed scope of work was formalized, and given to all the departments of the agency.

• To identify the timely submission of boarding papers to commence work as soon as possible. • To find out the ways of handling various cargo. • To identify using modernized equipments to speedy operation at port. • To find out the way of increasing the vessel handling performance. • This study is helpful to that organisation for conducting further research. • This study helps to make a practical decision to the organization.

VI. LIMITATIONS • Due to busy atmosphere prevailing in the organisation sufficient data was not available

• Time and Cost were the limiting factors of the study.

• There is no teamwork to analysis the policies and practices.

VII. TABLES ON PSTS PERFORMANCE.

VESSELS HANDLED BY PSTS

TABLE 7.1 Vessel handled during the year 1980-1989

|S.NO |YEAR |VESSEL HANDLED |
|1. |1980 |32 |
|2. |1981 |29 |
|3. |1982 |35 |
|4. |1983 |39 |
|5. |1984 |30 |
|6. |1985 |40 |
|7. |1986 |36 |
|8. |1987 |33 |
|9. |1988 |37 |
|10. |1989 |42 |

INFERENCE.

PSTS had a good growth in vessel handling during 1980-1989 .

CHART 7.1 VesselS handled during the year 1980-1989

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TABLE 7.2 Vessel handled during the year 1990-1999

|S.NO |YEAR |VESSEL HANDLED |
|1. |1990 |42 |
|2. |1991 |39 |
|3. |1992 |44 |
|4. |1993 |36 |
|5. |1994 |38 |
|6. |1995 |50 |
|7. |1996 |43 |
|8. |1997 |46 |
|9. |1998 |40 |
|10. |1999 |42 |

INFERENCE.

PSTS found a steady growth in vessel handling during 1990-1999 & achieved the mark of handling 50 vessels.

CHART 7.2 Vessel handled during the year 1990-1999

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TABLE 7.3 Vessel handled during the year 2000-2009

|S.NO |YEAR |VESSEL HANDLED |
|1. |2000 |40 |
|2. |2001 |39 |
|3. |2002 |45 |
|4. |2003 |49 |
|5. |2004 |53 |
|6. |2005 |47 |
|7. |2006 |37 |
|8. |2007 |42 |
|9. |2008 |43 |
|10. |2009 |48 |

INFERENCE.

PSTS had a good growth during this period, which is expected to increase in upcoming years.

CHART 7.3 Vessel handled during the year 2000-2009

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TABLE 7.4 PARTICULARS OF IMPORT AND EXPORT CARGO HANDLED DURING LAST FOUR YEARS.

|YEAR ( IN MTPA) |IMPORT |EXPORT |
|2006-2007 |1.1 |2.0 |
|2007-2008 |0.9 |1.6 |
|2008-2009 |0.8 |1.5 |

INFERENCE

PSTS handles more Export cargo comparing to import cargo, through which the organization plays an important role in country’s economic growth.
CHART 7.4 PARTICULARS OF IMPORT AND EXPORT CARGO HANDLED DURING LAST FIVE YEARS.

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TABLE 7.5 PARTICULARS OF CARGO HANDLED DURING LAST FIVE YEARS

|COMMODITIES |2004-2005 |2005-2006 |2006-2007 |2007-2008 |2008-2009 |
|GRANITE |11.7 |13.21 |13 |12.5 |13.8 |
|PROJECT CARGO |9.6 |9.46 |11.5 |12 |7.5 |
|GENERAL CARGO |0.55 |0.71 |0.73 |0.72 |0.61 |

INFERENCE

Company handles more in granite comparing to project cargo and general cargo, in upcoming years it is expected to handle more project cargo.

CHART 7.5 PARTICULARS OF CARGO HANDLED DURING LAST FIVE YEARS.
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TABLE 7.6 PERFORMANCE OF VESSEL HANDLED DURING THE YEAR 2006,07,08,09.

|YEAR |2006 |2007 |2008 |2009 |
|NO.OF VESSELS HANDLED. |37 |42 |43 |48 |

INFERENCE

Vessel handling throughput will continue to increase incrementally in the near future.

CHART 7.6 PERFORMANCE OF VESSEL HANDLED DURING THE YEAR 2006,07,08,09.
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VIII. FINDINGS OF THE STUDY

• PSTS had a good growth in vessel handling during 1980-1989 . • PSTS found a steady growth in vessel handling during 1990-1999 & achieved the mark of handling 50 vessels. • PSTS had a good growth during this period, which is expected to increase in upcoming years. • PSTS handles more Export cargo comparing to import cargo, through which the organization plays an important role in country’s economic growth. • Company handles more in granite comparing to project cargo and general cargo, in upcoming years it is expected to handle more project cargo. • Vessel handling throughput will continue to increase incrementally in the near future.

IX. SUGGESTION:

• Though PSTS is doing well, the company is not looking for cargoes other than GRANITE,PROJECT CARGO and some dry bulk. If the company gets into other kind of dry bulk too, there is a lot of chances to highly compete with other companies. • Secondly, PSTS is operating for one principal, so they handle the vessel for that principal alone, it leads to handle a very less number of vessel, if they operating for some more principal, not only it leads to develop its financial position, but also will open the gate for many employment. • The marketing department is having connection only with the regular customer, they have to enhance their effort in this department to get new customer, this would allow for more export. • Port Community System has been launched to bring down the agency work in easy manner, but the system is partially working all the features given in that has not started working yet, the time it starts working it will be a great gift for all the agency organisation throughout the world.

X. CONCLUSION:

• With their experience and expertise over the past six decades in port support logistics services, they have learnt to offer customized solutions to the various logistics needs of their customers. • Their handpicked professional team offers delight to the customer by first understanding the specific needs of the customer and then offer an appropriate bouquet of solutions that meets their requirements, keeping in mind the time, cost and safety aspects of the shipment.

• Implementation of any project to logistics is just like the magician’s trick of pulling a scarf out of his hand, and as he pulls it he scarf keeps going and going. It is a good way to think of planning and running a project related to logistic. At first you see the initial scarf- the need to plan the logistics flow of a product through a supply chain and while it may be large you think you understand the scope of it. But as you pull at it, many more scarves- many aspects of the project-become apparent, and like watching the magician, you are not always sure where they are coming from.

XI. BIBLOGRAPHY.

PORT AGENCY 2007 (Version 1.0)
SHIPPING BUSINESS 2007 (Version 1.0)
LINER TRADE 2007 (Version 1.0)
CARGO WORK – Capt. Errol Fernandes M.I.C.S., Extra Master.

WEBILOGRAPHY. www.bimco.org www.unctad.org www.ics.org www.imo.org

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Obtain Nomination of the vessel from its Owner

Send Proforma Disbursement Account

Obtain ETA from vessel and Owner.

Information of arrival of vessel to port.

Daily Berthing meeting at port

Regular Notice of Arrival to Receivers/ Shippers.

Filling of documents with Port, Customs, PHO, Immigration Authorities, Payment of ILH dues.

Berthing of Vessel at Port

Monitoring Cargo operations

Vessel ready to move to next port

Regular information to owners on loading or discharge progress

Filling of documents with Port, Customs, and Immigration for movement of vessel out of port

Preparation and filing of Statement of Fact

Clearance for movement of vessel out of port from Customs, Immigration& PHO

Sailing of Vessel

Submission of final disbursement account& Claiming of service charges and expenses paid for the vessel from the Owner of the vessel

Regular information to owners on loading or discharge progress

Master / Vessel Owner

Request of Services / Products

Crew sign on / off

Ship Spares supply

Quarantine Formalities

Others

Fresh water supply

Immigration clearance for arrival and departure

Port State Control

Provision of Service / Products

Obtain Certificate for service provided from the Master of Vessel

Claim the service charges and expenses incurred for the provision of service and products from the Owner of the vessel