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ODC Pipeline Workshop CAIRO , 10-11 February 2002

ODC Pipeline Workshop CAIRO , 10-11 February 2002. ROLE OF OTS IN PIPELINE CO-ORDINATION OTS FIXES VESSELS OTS/OTF COORDINATE SHIPPING INFO OTS PROVIDES TRANSPORT RATES. STRUCTURE OF OTS. MANAGEMENT – Mr. Å ge Erichsen, Chief CONTROL UNIT CHARTERING UNIT LINER UNIT

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ODC Pipeline Workshop CAIRO , 10-11 February 2002

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  1. ODC Pipeline Workshop CAIRO, 10-11 February 2002 ROLE OF OTS IN PIPELINE CO-ORDINATION • OTS FIXES VESSELS • OTS/OTF COORDINATE SHIPPING INFO • OTS PROVIDES TRANSPORT RATES

  2. STRUCTURE OF OTS • MANAGEMENT – Mr. Åge Erichsen, Chief • CONTROL UNIT • CHARTERING UNIT • LINER UNIT • OPERATIONS UNIT

  3. CONTROL UNIT • Processing of Purchase Orders (PO) = Shipping Instructions • In-kind contributions – from ODP • WFP purchases – from MSP • International purchases – SI issued • Regional purchase – SI issued • Local – No SI issued • Reporting Shipping information • Budgeting – in SPA and WINGS: • Freight quotations for resource proposals (ODP) • External Transport budgets for all WFP Operations • Participation in pipeline co-ordination

  4. OTS CONTROL UNIT IN SERVICE OF THE FIELD IF YOU DETECT PROBLEMS IN OTS O/V OR HAVE ANY QUERIES ON CERTAIN RECORDS, SEND A MESSAGE TO: • Natascha Bouzek and Jouko Ala-Outinen IF YOU DETECT PROBLEMS IN SHIPPING INSTRUCTIONS, SEND A MESSAGE TO: - Rose-Marie Sergio-Longo and Jouko Ala-Outinen IF YOU HAVE QUERIES RE. EXTERNAL TRANSPORT BUDGET, SEND YOUR QUESTIONS TO: - Jouko Ala-Outinen and Natascha Bouzek NEED A COPY OF SI: - Noushaz Mahini or Julia Czaki

  5. CHARTERING UNIT • Team A - US Shipments(70% of total MT) • All charter vessels from the USA • All US shipments under liner terms • Team B - Rest of the world • Only charter shipments • Bookings of above and follow-up • Freight quotations for MSP to ensure competitiveness in purchases • Servicing field - shipping status info

  6. LINER UNIT • Liner vessel bookings (about 1000 / year) • Follow-up of C&F shipments • Cargo prioritization • Follow-up of document flow • Provide shipping status info to field • Authorization of payments for liner shipments • Provision of freight quotations for procurement to ensure competitiveness

  7. OPERATIONS UNIT • Follow-up of bulk/break-bulk shipments • Follow-up of cargo documents’ flow • Updates charter vessel position list weekly • Processing freight payment authorizations (non-US cargo) • 90% freight payment– when cargo receipt obtained • 10% freight payment – when final freight account settled • Processing freight payment authorizations (US cargo) • 90% payment authorization – when freight invoice calculation received from WILSON UTC. • Discharging/Bagging contracts (for charters only) • issuance of RFO, reception of offers, analysis and awards contracts to stevedoring companies at DSPT.

  8. HOW SHIPPING INFO IS REPORTED? • THROUGH OTS OVERVIEW • (AVAILABLE THROUGH LOTUS NOTES B/B). • When SI issued – no ETA available • When booked – ETA period indicated • When booking confirmed - ETA confirmed • When sailing advised issued • When B/L received • COUNTRY OFFICES ARE RESPONSIBLE FOR PROVIDING ATA • In the future, reporting through WINGS/COMPAS

  9. HOW TO READ OTS OVERVIEW

  10. COMMON PROBLEMS and ISSUES • CO has called the cargo forward but the SI is not listed in the Overview. Why?The Purchase Requisition (PR) has not been released to OTS. • Contact ODK and ODP to determine status or check COMPAS Pre-arrival tool for status • SI is listed in the Overview but has no name of a vessel or shipping line. Why?Ocean transport has not been contracted yet. • Contact OTS Liner/Charter Units

  11. The SI has the name of a vessel / shipping line in the Overview but no B/L date.Why? Vessel has not sailed from the loading port. • Contact OTS Operations Unit. • The SI has an incorrect discharge port and/or allocation. • Contact OTS Control Unit immediately with a copy of the message to OTS Chartering/Liner Unit.

  12. In case the shipment needs to be diverted CONTACT ODK REGIONAL PIPELINE OFFICER AND OTS IMMEDIATELY • When you receive SI in your Office: • Check the info carefully and report any problems immediately to OTS Control Unit • If IMPORT REGULATIONS change in your country (new certificates are needed) • CONTACT OTS CONTROL UNIT • When you have changes in personnel in ports/logistics, • KINDLY NOTIFY OTS AS WELL

  13. Questions ? Comments ! Thank you !

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