Standard Operating Procedures

This describes the operations that consigned cargo undergoes from its arrival at the port until arrival at the MICT CFS.

Port Operational Area

1. Documentation
2. Gates Entry
3. KPA/KRA Terminal processes
4. Gate Exit
5. Keys

1. Documentation

1.1. Receiving and Confirming

Once the documents have been presented to the team, it is the duty of all port clerks to confirm the details of the cargo we are expecting to receive and the nature of the goods: is it containerized, loose cargo, or roro cargo shipment?

Documents include:

• KPA invoice
• Pick Up Order (P.U.O.)
• Check Report
• Summarized Checklist

1.2. Documentation Procedure at the Gates

For containerized cargo, there is just a booking procedure, as discussed below.

For loose cargo, there are several steps, as discussed below.

Roro cargo also involves several steps, which have been discussed in Article 2.

1.3. Sorting and Grouping

Every document is sorted depending on the cargo type and the vessels along the berth. This helps prioritize the urgency of work and maintain close monitoring of the last sling of vessels, as well as the urgency needed for certain cargo and special attention cargo.

All this means grouping the cargo depending on terminal operations and resources needed for effective movement from the port to the CFS.

NB
Every document presented for loose cargo and roro cargo should include a packing list and stowage plan for the vessel to guide the expected cargo to receive and the nature of the cargo. This is essential for correct planning and strategizing on the work modality with the team.

We have daily reports on berth status, loading reports, delivered reports, stakeholder reports, and port balance reports that the port team uses to monitor port inventory (In-Date and Out-Date summary reports of all the consignments handled at the port).

2. Gates Entry

2.1. Availability of Stakeholders

The availability of stakeholders before the gate processes is a major concern in the shunting of cargo from the Port to MICT CFS. Therefore, the first step involves determining the necessary transportation services.

For containerized cargo and loose cargo, the availability of transporters is a major concern; therefore, we need to actively seek and engage transporters daily in the process.

For Roro cargo, human resources are vital in this line of operation. We have shunting drivers and clerks, whose roles will be discussed in the terminal section.

2.2. Booking

A) Containerized Cargo

Normal containers are booked after stacking is completed by the KPA boardroom control (MCT operation customer care).
At the booking ramp, the Pick Up Order is used as documentation for booking, listing the trucks available and being precise about the containers to avoid alteration charges.

The Pick Up Order should contain the port pass number of the forwarder, for instance, MICT.
Then, a MCT full container position slip is printed, which contains details such as: container, location, reference (B/L), size, operator, date/time, container details, vessel details, and transportation details.

It is essential to ensure that the position slip reaches the entry gates to allow trucks in after booking is completed.

B) Loose Cargo

Booking is done once the vessels dock and start discharging.
It is the responsibility of the stakeholders to complete the booking to allow trucks in, requiring the transporters' port pass ID for the process.

We utilize the Pick Up Order and a list of trucks available to ensure the booking procedures are complete.

C) Roro Cargo

The Pick Up Order and the invoice are taken to the KPA Roro capturing office booth to record the in-gate date of the cargo. The forwarder must present their passport for documentation clarity.

After recording the in-gate date, the operational activities discussed in the third article will provide us with the next steps, but for now, we won't go much further than this.

NB
For all gate entries to be completed, all payments should be made on time, and all documents should be presented in full. Additionally, a pre-alert on the last sling vessels, late B/L, urgent cargo, and cargo requiring urgent attention from the office is necessary.

3. KPA/KRA Port Processes

3.1. KPA Terminal Operation

A) Containerized Cargo

The position slip is the official document used for loading full import containerized cargo in the terminal area. All details contained must be confirmed before loading begins.

The KPA terminal clerk signs the position slip as proof of having sighted and loaded the containerized cargo by writing the staff number, date, and time of loading. The MICT port clerk then writes the landing seal on the position slip.

It is the duty of the MICT port clerk to ensure that all trucks are loaded on time and that effective assistance is provided.

It is also the responsibility of the MICT port clerk to confirm that the cargo is in good condition. Any discrepancies regarding the seal or damage should be reported and followed up on.

After loading, the MICT port clerk hands over the MICT Delivery Note, which contains the container details, driver's details, and information about various personnel involved from the time of loading to the receiving point, along with the position slip. The next step is the KRA Iscan process.

B) Loose Cargo

All loose cargo must be loaded and the quantities and descriptions of the packages confirmed. The KPA berth terminal clerk signs the position slip of the truck, indicating the number of packages and the nature of the loaded packages.

The MICT port clerk also records this information on the MICT Delivery Note and hands it to the KPA berth clerk for signing as proof, before proceeding to the next step, which involves data capturing.

Please note that one must possess a P.U.O., Invoice, and Direct Approval from the Monitor Conventional Cargo offices.

The position slip, along with a copy of the Delivery Note, is taken to the data capturing office, where the gathered data—specifically the quantity and nature of the loose cargo—is entered into the system. Once completed, the next step is the Gates Exit.

C) Roro Cargo

Roro cargo is handled differently compared to containerized and loose cargo.
When the vessel starts discharging, all units are staged at the queue side of the berth for tallying, confirming the marks and numbers (chassis numbers) from the checklist provided with the documentation.

Different shipping lines have varying protocols for receiving and tallying the discharged units. KPA tallying clerks and shipping agents each have their own tallying methods.

After the unit has been tallied by both KPA and shipping line agents, two copies are submitted to the MICT port clerk for signing after confirming that everything is in order and intact.

The first copy of the tallying sheet is sent to the gate for Gate Exit processing, while the second copy remains with the unit for CFS unit clerks to confirm and affirm the receipt of the unit in that condition.

3.2. KRA Terminal Operation

A) Containerized Cargo for KRA Iscan Scanner Processes

All containerized cargo is required to be scanned after loading.
We have several Iscan stations at the KPA terminal.

Once the trucks reach the entry ramp for the scanner, the driver must present the position slip to the customs officer for documentation purposes and stamping, to confirm that the container has been scanned.

In special cases, where the nature of the goods cannot pass through the scanner due to size or height, there is an exemption procedure. This includes taking pictures and informing the relevant customs officers at the gates about the exemption of the containerized cargo. Additionally, a note must be made on the position slip after stamping.

B) Loose/Roro Cargo

Loose cargo and roro cargo are not subject to scanning procedures.

NB
To complete all terminal processes, one must rely on the operational factors from the KPA and KRA in accordance with their standard operating procedures.

4. Gates Exit

4.1. Gate Process for Exit of Cargoes

A) Containerized Cargoes

After the scanning procedures are completed, the driver takes the position slip to the Port Clerk at the gates for customs release and KPA gate-out of the specified cargoes.

At the gates, the following documents are attached together with the position slip for customs confirmation and gate control procedures: the C40 of the truck and the check report from the ICMS-generated system, which shows the declarant and declaration of the goods in the manifest.

The customs officer also confirms whether the scanned images have been reflected in the Iscan system before handing over to the forwarders.

After all customs requirements have been complied with, the customs officer stamps the position slip and hands it over to the MICT port clerk at the gates. The officer then calls the driver to bring the cargo to the exit ramp.

The exit ramp is where the KPA and KRA officers countercheck the documented details of the cargo on the position slip before verifying that they match the physical cargo.

Once all the gate procedures are met and all official stamps are indicated on the position slip, it is the duty of the port clerk to take the position slip to KPA Exit Customer Care for the gate pass (Gate-out) to be printed.

KPA security confirms the details again before allowing the truck to exit the ramp.

B) Loose Cargo

Once the data and capturing offices have fed the information into the system, it is the responsibility of the port clerk at the gates to print the gate pass for the captured data at the MCC ramp booth office.

The driver must present a copy of the Delivery Note to the clerk for the process to begin. The Delivery Note and P.U.O. are the official documents used in gate pass processing at the exit gate of the loose cargo.

Once the gate pass has been printed, it is then attached with the check report and C40 for customs requirements to be complied with.

The loose cargo is ready for exit after meeting all gate procedures from the KPA security.

C) Roro Cargoes

Once the tally sheet has been handed to the Port Clerk at the gates, he or she must ensure the details are accurately captured and correspond to the specified P.U.O.

The tally sheet number must be written onto the P.U.O., and then both sets are taken to the confirmation office for capturing before printing the gate pass.

After the confirmation office is finished, the gates clerk has to print the gate pass from the gate pass office.

The gate pass is then attached together with the check report and gate checklist for the specific cargo for customs requirements to be complied with before release.

Once completed, it is the clerk's duty to ensure that all gate passes have the required stamps before proceeding to the next step.

Roro cargo is exited in the presence of the KPA security and KRA customs officer to ensure proper investigation and inspection are carried out before exiting.