Port Management System

Port management system, Port operations efficiency, Scalable port system

Streamlining Philippine Port Management System: Enhanced Efficiency for a Private Commercial Port in Visayas

Streamlining Philippine Port Management System: Enhanced Efficiency for a Private Commercial Port in Visayas 839 630 Exist Software Labs

As one of the key gateways for trade and logistics, ports play an important role in a country’s economic growth. Ongoing efforts to modernize ports, introduce cutting-edge technology, and enhance logistics infrastructure continue to reshape the future of Philippine shipping (Zhenhub).

For the private commercial port in the Visayas region, modernizing port management systems was crucial in addressing inefficiencies and operational bottlenecks. Through a streamlined, technology-driven approach, this port has significantly improved its operations, positioning itself as a leader in port management innovation.

Port Management Transformation: A Private Commercial Port Success Story with PMS Solution

Exist Software Labs Inc. had an opportunity to create a solution for a leading private commercial port in Bacolod, Philippines where we provided comprehensive port services, including vessel and cargo handling for domestic and foreign containerized, bulk, breakbulk, general cargo, passenger and Roro terminal facilities and services. 

The company seeks to automate key processes such as vessel registration, berth scheduling, cargo operations, and financial management. The development for the project lasted for 8 months encompassing all phases from initial planning to final deployment. 

The proposed solution includes a custom-built Container Operations Application, Anahaw POS customizations, and integration with Odoo Accounting, alongside hardware procurement, team training, and user manuals. This improved operational efficiency, enhanced financial accuracy, provided better oversight, and supported future scalability.

Port management system, Port operations efficiency, Scalable port system

During the discovery phase, the private commercial ports had laid out operational challenges that needed to be addressed such as:

Need for Automation of Key processes: Operations such as vessel registration, vessel visit application, berth scheduling, and cargo handling were managed through manual processes, resulting in delays and increased chances of errors. 

Limited Financial Oversight: The lack of an integrated financial system caused inconsistencies in billing and reporting, making it difficult to track revenue accurately.

Operational Bottlenecks: Container yard operations, cargo management, and RoRo terminal services were prone to delays, affecting overall port efficiency.

Limited Access to Real-Time Data: Without a unified system to generate real-time reports, port management struggled to make informed decisions and improve day-to-day operations.

The port required a solution that would automate key processes, provide better oversight, and enable data-driven decision-making, ensuring that it could keep up with increasing trade volume and customer demands.  

Scalable port system, Port management system, Port operations efficiency

Exist Implementation Process

The port management team partnered with Exist to implement a digital transformation plan. The key phases of the implementation included:

  1. Needs Assessment and Customization:

   – A thorough analysis of the port’s operational needs was conducted to design a tailored solution. This included a custom-built Container Operations Application that digitized key processes such as vessel scheduling, cargo handling, and container yard management.

The existing Point of Sale (POS) system was enhanced to handle terminal fees for RoRo and passenger services so instead of a single fee per transaction, with Anahaw POS their system was upgraded to accept multiple fees as one transaction. Anahaw POS  also tracks boarding and disembarking events.

  1. Financial System Integration:

   -Anahaw POS and container billing were integrated with the Odoo accounting system, automating journal entries per transaction. This integration ensured seamless financial management across all operations, eliminating manual processing and improving efficiency. This enabled updates for financial transactions, improving the accuracy of billing and reporting

  1. Hardware Setup and Deployment:

   – Necessary hardware, including servers and Anahaw POS, were procured and set up. The infrastructure upgrade was designed to support the port’s growing operational needs and future scalability.

  1. Training and Support:

   – Comprehensive training was provided to the port’s implementation team, ensuring they were fully equipped to manage the new system. Detailed user manuals were also distributed to aid in day-to-day operations and troubleshooting.

  1. System Testing and Rollout:

   – A phased approach was used for system testing and rollout, ensuring minimal disruption to port operations. Feedback from users was incorporated to further refine the solution before full deployment. 

Scalable port system, Port management system, Port operations efficiency

Results and Benefits

The implementation of the new port management system solution has delivered significant results and benefits:

Accurate Financial Management:

   –  By integrating Anahaw POS with Odoo, we’ve made it easier to handle payments for parking fees, terminal fees, and scaling fees. This integration helps ensure that transactions are processed smoothly and accurately, with all financial data being updated automatically. This reduces mistakes, saves time, and allows operators to easily keep track of income and manage reports, making the overall port management system more efficient

Better Control Over Operations:

   – With automated daily reports for container operations, RoRo, and Fast Craft services, port management system gained better oversight of key activities. This led to improved cargo handling and more efficient terminal operations.

Scalability and Growth:

   – The upgraded infrastructure and custom-built applications were designed with scalability in mind, enabling the port to accommodate future growth in both cargo volume and operational capacity. The system’s flexibility allows for the addition of new features and services as the port continues to expand.

Enhanced Data-Driven Decision-Making:

   – Real-time data and reports such as passenger statistics and sales reports have empowered port management system to make more informed decisions. The availability of accurate, up-to-date information supports strategic planning, helping the port optimize operations and improve service quality.

Scalable port system, Port management system, Port operations efficiency

Conclusion

The modernization of the private commercial port in Visayas showcases the transformative power of technology in port management. Through automation and system integration, the port has not only improved its operational efficiency but also set the stage for future growth and scalability. 

As the maritime industry becomes more competitive, ports must embrace innovation to stay ahead. This digital transformation serves as a blueprint for other commercial ports in the Philippines, demonstrating the value of streamlining operations and adopting technology-driven solutions for enhanced efficiency and success.

Exist Ports Management System Solutions 

Exist Software Labs Inc. delivers Port Management System solutions designed to automate and streamline port operations. Our solution is specifically developed to optimize container management, enabling ports to operate more efficiently ensuring seamless performance across all aspects of port operations.

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