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Cookies | DIGITAL

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Business Process Automation in Ports and Port-related Environments

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<p><strong>Challenge</strong></p>
<p>One of the main challenges we faced was the outdated infrastructure and lack of integrated IT systems. Most business processes were conducted manually or with outdated tools, significantly increasing the time needed to complete port operations and limiting their efficiency.</p>
<p><strong>What We Did?</strong></p>
<p>Pleo, as a subcontractor for the Tumimm brand, was responsible for creating the logo, visual key, and design system for the entire project, as well as designing individual applications based on that system. Our development team also supported the implementation process using Angular technology.&nbsp;</p>
<p>The final result is a PCS (Port Community System), consisting of one large web application divided into smaller modules&mdash;essentially standalone applications.</p>
<p>Our role in the project was to take into account the needs and expectations of all participants involved in the processes within and around the ports&mdash;this included shippers, operators, transport and logistics companies, and many others. The challenge was to create a unified system capable of integrating diverse processes and data from multiple independent entities operating in and around the ports.</p>
<p>The implementation of a system that automates processes in Polish ports was a complex project, requiring the coordination of many activities during both the design and implementation phases. Thanks to a carefully planned approach, the use of modern technologies, and continuous dialogue with users, we were able to develop a system that not only improves operational efficiency but also enhances the competitiveness of Polish ports in the global market.</p>

Applications for managing Polish seaports.

DIGITAL | PCS | Project Range

Digital | PCS | showreel 

<p>The project, which began with a series of user workshops, continued with the design of a system-wide design system and a broad range of interfaces for various applications, along with front-end development that enabled easy and dynamic interaction with the system across different devices. After implementation, the system was maintained to ensure consistent efficiency and support ongoing updates.</p>

<p>Na podstawie przeprowadzonych badań oraz w oparciu o przygotowane wcześniej scenariusze użytkowe tworzymy architekturę informacji całej aplikacji. Projektując kolejne funkcjonalności testujemy je z potencjalnymi użytkownikami oraz z naszym klientem. Projekt ma formę interaktywnej makiety dostępnej online.</p>

Planning and Workshops

Branding

Information Architecture (UX)

User Interface Design (UI)

Front-End Development

Maintenance and support

DIGITAL | PCS | Zakres projektu

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<p>Polish PCS is a response to similar solutions implemented worldwide. The abbreviation PCS stands for "Port Community System," a universally used name for this type of solution. However, we also wanted to emphasize that Polish PCS is developing its own unique product, with a name that could be easily presented in English as well. We were tasked with creating a name for this product.</p>
<p>Thus, &ldquo;STERIO&rdquo; was born. We chose the word "ster" (meaning "helm" or "steering" in Polish and several other languages) as the foundation, as it holds the same meaning in many languages. The "io" suffix indicates a connection to modern technology.</p>
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DIGITAL | PCS | animacja logo gif

DIGITAL | PCS | sterio

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<p>Applications within the Polish PCS system often handle large amounts of data and complex forms. To make data browsing easier and to streamline the process of filling out subsequent fields, we developed a set of icons and illustrations. These elements help organize the content and often serve as helpful hints for the user.</p>
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<p>Polish PCS develops applications that enhance the competitiveness of Polish seaports in comparison to other players in the global trade network. The primary goal is to optimize the management of transport processes by collecting, integrating, and processing all transport-related information, as well as logistics, in one centralized location.</p>
<p>The applications were designed by us using Adobe XD as part of a Design System. We established guidelines for brand presentation as well as application-specific solutions (UI kit), which are consistently applied across all project modules. To date, several applications are in production, with more being developed in response to the needs of stakeholders at Polish ports.</p>

DIGITAL | PCS | mockup otwierajacy

<p>After logging into the application, users can switch between modules (separate applications) based on their permissions. Each module streamlines processes specific to the daily operations of seaports. Through the application, users can expedite customs clearance, accelerate the entire process of a ship entering the port (brokerage module), generate any report (a custom report generation system), and perform a range of other tasks, all of which are detailed on the website we designed for Polish PCS.</p>
<p>Polish PCS is a system of web applications that function both independently and in combination with each other. For some users, a mobile application is also available to support certain functionalities&mdash;for instance, ship captains use it while on board.<span></span></p>

DIGITAL | PCS | dysport mokap

DIGITAL | PCS | dysport app mobile

DIGITAL | PCS | dysport video

<p>The purpose of the Cargo Module was to replace the manual tasks performed by Container Terminal customers and customs officers. These tasks involved identifying the MRN numbers of containers based on data from external systems and entering them into various registry and operational systems of Container Terminals, specific to the container undergoing customs clearance. Now, all of these tasks can be completed through the web application, and the container status can be checked directly from the website.</p>

DIGITAL | PCS | dysport app mobile (duplicate)

<p>On the website we developed for the project, users can check the status of a container they are receiving without needing to log in. They can do this by searching for the container&rsquo;s unique number or MRN, and thanks to the integration of the website with the API of the Polish PCS web application, they will receive detailed information about the container, including its arrival date, status, and the terminal where it is currently located.</p>

<p class="f48">Brokerage Module - &nbsp;<br />A Tool for Brokers, Agents, <br />and Shipowners</p>

<p>The Brokerage Module was created in collaboration between Polish PCS and the community of brokers, agents, and port dispatchers. The Brokerage Module includes solutions designed to shorten the time needed to complete the formalities related to ship entry reporting at the port.</p>
<p>The PCS application automates processes, reduces the amount of information exchanged between involved parties (while maintaining its quality), and promotes data reusability.</p>

DIGITAL | PCS | moduł maklerski

DIGITAL | PCS | moduł maklerski planer video

<p>When an agent adds a new event in the Planner, they create a so-called Ship Notification for the dispatcher and other entities. This is one of the essential tools used to fulfill the mandatory requirement for reporting a ship&rsquo;s planned arrival by the agent to the port dispatcher. The notification includes all required data, which is transmitted to the port dispatcher as well as to other parties involved in the ship&rsquo;s entry into the port (such as the pilot, terminal, towing company, etc.).</p>
<p>The notification to the dispatcher appears as a new event in the Agent&rsquo;s Planner. The Planner is a tool designed in the form of a calendar that allows for the scheduling of ship movements entering the port. After the data is entered, the ship's entry is assigned to a specific date and time. The Planner is shared among users from the same organization. The key advantages of this solution are its clarity and the ability to quickly update information.</p>

DIGITAL | PCS | nowe zgłoszenie i welcome mess

<p class="f48">Reporting<br />Module<br /><br /></p>

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<p>The Polish PCS application is used by entities with varying needs and responsibilities, which leads to highly diverse requirements for analysis and statistics.</p>
<p>We designed a universal reporting system that can be customized by adding or removing columns and rows, and by grouping data based on any criteria. Additionally, reports allow for filtering across all data points and can be generated in PDF or CSV format.</p>
<p>We also developed a system for saving report templates and automating their delivery.</p>
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DIGITAL | PCS | raporty

<p class="f48">Free Customs<br />Zone</p>

Digital | PCS | WOC video

<p>The Free Customs Zone (FCZ) module manages the entry and exit of all goods to and from the customs zone&mdash;essentially handling the receipt and release of goods to entities awaiting their items, which have previously undergone all necessary customs and tax procedures.</p>

Digital | PCS | WOC akcje

<p>All goods entering and exiting the Free Customs Zone (FCZ) are recorded in the system as individual records. Each record, when viewed in detail, displays key information about the goods, as well as their status within the record. The status of the goods can change, as it is not necessary to release all goods at once. For example, 60% of the aggregate can be released while the remaining portion stays within the Free Customs Zone.</p>

Digital | PCS | WOC akcje (duplicate)

Digital | PCS | WOC kartotek

<p>The release of goods from the FCZ is carried out by creating a Release Document. A single document can be used to release various types of records (i.e., different goods) by selecting them from a list and specifying the quantity of goods to be released from each record.</p>

<p><span>Każdy wyprowadzany towar na końcowym etapie procesu musi dostać przepustkę, kt&oacute;ra pozwoli mu bez zastrzeżeń opuścić teren WOC. Przepustka generowana w systemie dostaje sw&oacute;j kod QR i jest drukowana oraz wysyłana na adres email firmy odbierającej towar z WOC. Na bramie wyjazdowej z Wolnego Obszaru Celnego kierowca pojazdu jest zobligowany do pokazania przepustki, kt&oacute;ra po zczytaniu może np. wstrzymać towar do kontroli.</span></p>

Digital | PCS | WOC przepustka

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<p>The Dispatcher module is designed primarily for dispatchers and port operators, as well as for the port's accounting department. Dysport is a tool that allows dispatchers to plan the stay of a vessel within the port. This process begins when the port agent submits a notification to the dispatcher through the brokerage module. The dispatcher can then see this notification on the list of vessel pre-notifications and from that point forward, manage the planned arrival of the vessel, its berthing location at a specific quay, and monitor and manage the cargo handling status of the vessel.</p>
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Digital | PCS | dysport awizacje

<p>Designed as a calendar view, the Pre-Notification Planner displays all scheduled vessel arrivals. This presentation method allows users to easily plan vessel movements within the port well in advance, helping to prevent conflicts over berth availability. Clicking on a specific entry in the planner opens a sidebar containing basic information about the vessel, including the two most important details: ATA (Actual Time of Arrival) and ETD (Estimated Time of Departure).</p>

<p>The Vessel Folder is the most crucial component of the Dysport module, replacing numerous separate tools and manual tasks such as phoning in tug requests or planning cargo operations, which port dispatchers and operators previously had to perform manually.</p>
<p>The Vessel Folder is a tool that users rely on for all operations related to the vessel's movements within the port and for logging all cargo operations the vessel must complete during its stay. The Folder tab serves as an aggregator, displaying a summary of other sections such as Port, Cargo Operations, Crossings, and Vessel Departure.</p>
<p>In the Port tab, you&rsquo;ll find all the relevant information about the vessel, including details on the berth, mooring position, and the number of bollards occupied (posts on the quay), as well as information about the ship agent, cargo operator, and port operator. These details update according to the vessel's position after each tug maneuver, which can also be managed from this tab. The Port tab aggregates all documents, certificates, and invoices for the commercial department.</p>

Digital | PCS | dysport teczka

<p>The dispatcher sees such a notification on the list of so-called vessel notifications &ndash; from that moment, they can manage the planned arrival of the vessel, its berthing location at a specific quay, and also monitor and manage the cargo handling status of the vessel.</p>

Digital | PCS | statusy

<p>The Cargo Handling tab is likely the most frequently visited section in the Ship&rsquo;s File because it registers all information related to cargo movements, such as unloading and loading. Cargo handling can be recorded in two modes:<br />Shift Mode: After each of the three daily shifts, the responsible person enters data about all operations performed on the cargo.<br />File Mode: The work hours and the quantity of handled goods are recorded in total at the end.</p>
<p>To add cargo, select an item from the dictionary, set its total quantity, direction (unloading or loading), and relation (e.g., ship&rsquo;s side -&gt; yard). Once added, the cargo entry can be edited during subsequent shifts, and it automatically carries over to the next shift if it has not reached 100% handling completion in the previous shift.</p>
<p>The Ship&rsquo;s File also includes tabs for Overtime and Vessel Departure. The Overtime tab records the additional time the vessel has spent in port before or after cargo handling. This section is used by the commercial department to calculate the necessary port charges for the vessel. The Vessel Departure tab is where the readiness of the vessel to leave the port is marked. It also displays information related to towing, pilotage, or any other required assistance for the vessel.</p>

Digital | PCS | przeładunki 

<p class="f48">Mobile<br />application</p>

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<p>The mobile application was developed as a support tool for shipping agents and port operators. The tool, designed for shipping agents, collects and displays data about the vessels under their care during their journey and stay at the port. Notifications delivered to the shipping agent are categorized into three types: vessel position, cargo handling, and other. They include information about the vessel's readiness, assistance from various units such as tugs, pilots, and fire-fighting services, as well as the status of cargo handling, whether it has started or completed.</p>
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<p>From the mobile application, a port operator can initiate and monitor the status of a vessel's cargo handling. This is done by setting the start date and the planned end date for the cargo handling, as well as providing the estimated number of hours required for unloading or loading the vessel. During the operation, the operator can also report and record any interruptions in the cargo handling. All detailed information about these operations is available to the operator in the vessel's Worklog.</p>
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