In a few short steps, this Quick Start Guide will explain to you how to use the service Vessel Notification.
Who this service is aimed at
You use Vessel Notification to submit all your mandatory ship notifications to the Harbour Masters and Customs, including the reporting of the mandatory security information (ISPS). In addition, you use the service to request pilots, tugs and boatmen. You are assured of a streamlined process 24/7. The service Vessel Notification is aimed at the following target groups:
Navigating to the service
You can launch Vessel Notification as follows:
Do you not have access to this service yet? Your colleague who has been designated the Portbase main user for your organisation can provide you with the necessary authorisation for this.
The service works according to the principle:
“Click and Act”: from your overview, you click for more details and to perform the required actions.
“Manage by exception”: exceptions are brought to your attention in the service. You can clearly see where action is required on your part.
Please note! In the overview, you can easily search using your own search term.
‘Visit overview’ offers you 24/7 real-time insight into your ship visits. In a well-organised manner, with the expected ships at the top, the arrived ships below that, next the departed ships and lastly your cancelled ship visits.
• Click on the ‘New visit’ button
• Fill in the mandatory fields such as vessel, port of call, location and ETA and click “Create visit”
• The ship visit you have created will show up in ‘Visit overview’
It is possible to create a ship visit based on a previous ship visit. If you enter the call reference number of this previous ship visit, all related data will be copied (except for the times).
Reports must be submitted in accordance with the applicable rules as specified in the Regulations for Notifications and Communication Shipping. The time of reporting is no later than 24 hours (deep-draught vessels 48 hours) prior to the arrival at Sea Buoy and after that for any deviation of more than 30 minutes.
When reporting an inbound or onward trip, you must make a choice:
ETA sea buoy
The ETA sea buoy must be completed as well. This is the reference time for the ship’s expected arrival at the sea buoy. The sea buoy is the location off the coast that is used as a reference point for the time at which the ship will arrive ‘at’ the berth. For Rotterdam, this is the Maas Centre buoy and for Amsterdam the Kruispost pilot station at sea. For ships that already anchor before the sea buoy, the ETA sea buoy is a virtual time (time path of the ship is extrapolated up to the sea buoy).
Of course, it is not possible to select WFO for ships arriving from the hinterland and there is also no sea buoy.
Base planning on
When reporting I/D trips, a number of different pilot stations (Pilot Boarding Places) can be selected
Earliest time of port entry
With this, you can indicate that – if possible – the ship may proceed and, if applicable, be piloted earlier than the ETA PBP, but not prior to this ‘earliest time’.
All trips must be fully submitted and ordered via the PCS.
This is the time that is enforced by the PCS between the time the order is placed and the moment of pilotage or entry without a pilot.
Adjusted pilotage service
As with outbound voyages, you must provide additional information when placing the order for the incoming ship whenever the pilotage service is adjusted and depending on the type of ship:
Feedback in PCS
After ordering the inbound or onward voyage, the results of the assessment by the Harbour Master and the coordination of the capacity by the nautical service providers, possibly with an adjusted number of tugboats, are confirmed. As soon as all parties have confirmed, the planning will be communicated back and displayed in the PCS. If the ETA PBP changes on the instructions of the Harbour Master or at the request of the nautical service providers, this will also be made visible. As with U/V trips, the aim is to display this feedback within 30 minutes using the already familiar icons.
One of the starting points is that as an agent, you are responsible for placing orders for your inbound vessels in a timely manner. This is also the case if the arrival of said ship is dependent on another ship. You will however receive support from the PCS in this. When entering an inbound voyage, you can indicate that the entry of your ship is dependent on another ship.
Exchange with other vessel
Your destination berth is occupied; entry depends on the ordered departure time of the other ship.
Entry after other vessel
Your ship needs to moor alongside another ship; entry depends on the ordered entry of said other ship. In both cases, you will receive a notification (email and SMS) as soon as the other ship has been ordered and whenever the order for the other ship changes. Based on this, you can place the order for your incoming ship and make adjustments if necessary.
Rules for the manual ordering of inbound ships for ‘Exchange with’
If desired, you can indicate that the PCS automatically orders your incoming voyage – and adjusts this order where necessary – together with the order for (and any adjustments to) the other ship. You will receive a notification that the order for your ship has been automatically placed or adjusted. Automatic ordering is only possible for ships bound for Europoort and for ships> = 200 m to berths outside of Europoort.