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Taranto Port Authority

  • Initiative 6.2: Setting up of an integrated, user-friendly and computerized procedure to improve accessibility at port of Taranto

    • Pilot action proposed:

    Re-engineering of the following procedures: procedure 1: Enrolment in the Register foreseen by art. 68 of Italian Navigation Law; 2) Procedure of issuing of permission for both people and vehicles to access the port of Taranto and computerisation of the new procedure into an easy-to use interface.

     

    • Stakeholders involved:

    National/Local Customs Agency
    Harbour Master’s office
    Border Police
    Financial Police
    Port Security Service
    Private operators operating in the port

    • Subject matter: What?  

    The Taranto Port Authority will set up a specific application which will be a component of its Port Community System. The PCS is planned to be implemented in the future. The interface, which will be developed in this pilot action, will be based on functionalities coming from the integration and re-engineering of two different procedures: 1) the enrolment in the Register foreseen in art 68 of the Italian Navigation Law which is asked by all private companies operating in the port; 2) the procedure of issuing of passes, for vehicles and people, to enter the port.
    Both procedures involve other competent public entities operating in the port, which all need to be kept informed about every enrolment in place in the Register and every pass issued – for one year or on demand one shot - (or renewed yearly). In addition, the computerized system will be handled throughout a single interface by storing and managing the Register of all port operators that the PA has to manage. In this way, the system not only will be able to accelerate the procedure but also will avoid the provision of redundant information which are currently requested in two different submission forms (and now handled out separately), taking into consideration that they require the same information to be provided by operators.
    The final stage will foresee the prototyping and validating of the above mentioned interface.

    • Purpose: Why?  

    Currently, only manual procedures are used to process requests for accessing the Port. Manual Procedures are generally inefficient and costly, especially if more procedures for the same objectives imply duplication of information: the forms to be submitted are sometime complicated and at times redundant.
    The enrolment in the above mentioned Register is required by all companies operating in the port. In order to be enrolled, they have to submit a number of documents, whose contents have to be checked by the Port Authority, in cooperation with other competent bodies (Police, Customs, Financial Police, etc…). The Port Authority enrols the operator, but the competent Public bodies involved have up to 60 days to finalize the control check and give a feedback related to the authorization.
    The procedure of issuing of the passes to enter the port is currently carried out by the local Harbour Master office but, in the very near future, the activity will be under the Port Authority’s control. The activity is now characterized by significant delays in issuing the required passes, in particular when the applying operator is a company with many workers to be all authorized. Also in this case, the Harbour Master Office has to involve other public entities for any kind of controls (Customs, Police, Financial Police, etc…).
    In the current procedures, the port operator when applying for the enrolment in the Register, as stated in the Art. 68 of the Italian Navigation Law, is requesting for a paper authorization (pass) for both employees and vehicles. It is thus a double request (referred to two different procedures) to be submitted having mostly the same information and requesting the same supporting documents.
    The re-engineering of the two procedures into one single procedure and the consequent computerisation (single interface) for managing the new one will represent a way to accelerate it as well as improve efficiency in the port accessibility and strongly reducing the number of potential errors, transforming the procedure from “preventive” into “fact-finding” one.
    STEP 1 – diagnosis of the two procedures and re-engineering into one single procedure:
    As already said, the two procedures which will be integrated into one will be the followings: 1) Enrolment in Registers foreseen by art. 68 of Italian Navigation Law and 2) issuing of passes (for both people and vehicles) to access the port.
    STEP 2- set up of functions (which will allow also information to the other competent authorities, such as Border and Financial Police, Customs) for handling the procedure for port accessibility.
    STEP 3 – prototyping easy-to-use interface for managing the procedure
    STEP 4 – testing (validation) of the prototype
    According to an estimation done by the TPA, the procedures of issuing of the passes will require only few days (5-7 days maximum) against the current 60 days required.
    The margin of time to save is also depending on the documents required for both procedures, where information requested are mostly the same.
    The interface to be implemented within the pilot action will thus accelerate the request for issuing the permission by reducing time required to offices to check all the documents provided by companies and inform the police forces. It will also significantly reduce the number of errors in entering information, and the time required to carry out the procedures.
    In this way port operators/port community will be able to provide the relevant services in a shorter time.
    The new automated system will ask operators to apply for a service (enrolment in register of getting a pass) and enter their data on a web platform. The Port Authority will validate the data and just keep other competent bodies informed (Customs, police forces, etc...) about the procedure in course. The system will also inform the security services at the Gates. 
    Targets:

    • Streamlining the procedure for issuing permissions for vehicles and people
    • Reducing the total number of permissions requests
    • Reducing the number of errors
    • Saving time for issuing a permission (from 60 up to 7 days)
    • Friendly and efficient archive of permissions
    • Increasing overall efficiency of port operations
    • Location: Where?  

    Port of Taranto

    • Sequence: When?  

    January 2013 – January 2015

    • People: Who?  

    Taranto Port Authority
    National/Local Customs Agency
    Harbour Master’s office
    Border Police
    Financial Police
    Port Security Service
    Private operators operating in the port

    • Method: How?  

    The set up of the new system will require a programming, implementing and testing phase, aiming at obtaining a running prototype. In all phases, the public entities and private operators will be involved, in order to meet everybody's needs.

    • Cost: How much?  
    Euro 52.275, as offered by the selected company which won the contract within the public procedure carried out.