Manual on Harbor and Market Operating Systems for the Navotas Fish Port Complex

February 29, 2016

DA PFDA OFFICE ORDER NO. 01-A-16

 

In the exigency of the service and in order to attain PFDA's quality policy of outstanding service delivery to elicit higher customer satisfaction, the attached Manual on Harbor and Market Operating Systems for the Navotas Fish Port Complex (NFPC) is hereby promulgated for implementation. DHESca

The policies and procedures contained herein shall form part of the standard operating system for the NFPC. All issuances inconsistent with this Order are hereby amended accordingly.

(SGD.) PATRICK JOSEPH A. JAVIERGeneral Manager

ATTACHMENT

Manual on Harbor and Market Operating Systems for the Navotas Fish Port Complex

1. INTRODUCTION

1.1. Rationale

This Manual was formulated pursuant to PFDA Board Resolution Nos. 5 and 6 and Office Order No. 06 series of 2002 and to align the harbour and market operation of the Navotas Fish Port Complex (NFPC) to PFDA's quality policy of providing customer satisfaction through efficient service delivery and system automation.

1.2. General Policy

PFDA's quality policy dictates regional fish ports become pro-active in the delivery of outstanding service to attain customer satisfaction. It is therefore the strategic policy of PFDA that the harbor and market operations of the NFPC be enhanced with automated operating system.

1.3. Scope and Application

The policies and procedures contained in this Manual shall apply only to NFPC. Other ports may adopt this Manual in its entirety or part hereof depending on their organizational structures, port layouts and facilities being offered provided proper coordination with the Operations Services Department is made and prior approval of Top Management is obtained.

Other harbor and market operating policies and procedures not found in this Manual but contained in Officer Order No. 06, s. 2002 shall apply.

1.4. Definition of Terms

For purposes of this manual, the following terms or words and phrases shall mean or be understood as follows:

a) Auction — Fish in tubs arranged on pile level and displayed in market halls for public sale

b) Banca Passenger Ticket (WHITE) — Issued to all passenger bancas with 3 GRT or less.

c) Berthing Control Officer — Harbor Operations personnel, normally a Harbor Master, who assigns berthing areas, informs the vessel Captain and supervises the movement or vessels within the berthing and anchorage areas.

d) Berthing Fee Ticket (BLUE) — Issued to municipal bancas with 3 GRT or less.

e) Conveyance Assessment Slip — Form used to record the amount to be paid on conveyance fee on ice and fuel.

f) Desk Logbook — Logbook which records incoming vessels reported to the HOD Desk Officer, maintains in HOD in case a brown-out occurs, and determines whether a vessel has a pre-arrival notice.

g) HOD Desk Officer — Harbor operations personnel on duty at the clearing desk, granting arrival clearances for arriving vessels and granting departure clearances for departing vessels.

h) Entrance Gate — Point of entry of all overland vehicles and port clients.

i) FISHPORTal — The acronym for Fishports Information Systems Harmonized Portal. A project designed in such a way that all fish ports will collaborate and work to come up with harmonized system that will eliminate islands of information and eradicate problems of having different versions of the truth.

j) Fishery Market Operations Assistant — A PFDA personnel designated and authorized to count fish in tubs and issues FUMTR stub to Fish Traders. He/she also monitors fish species, prices, size and quality.

k) Fishery Market Operations Officer 1 — A PFDA personnel designated and authorized to count fish in tubs and issues FUMTR stub to Fish Traders. He/she is also designated to inspect/count fish tubs/boxes loaded in truck/van and issues FUMTR for transhipment fee.

l) Fishery Market Operations Supervisor I — PFDA personnel designated and authorized to oversee and coordinate market operations and supervise Fishery Market Operations Officer, Fishery Market Operations Assistant.

m) Fish Unloading and Market Transaction Report (FUMTR) — An accountable form used for all transactions and payment of fish unloading and transshipment fees. aTEAHc

n) Harbor Master — An officer in charge of harbor operations or NFPC

o) HOD Checker — A harbor operations personnel who issues berthing stub to municipal and passenger bancas.

p) HOD Inspector — A harbor operations personnel who monitors activities of vessels such as repairs, loading/unloading provisions of vessels inside the port.

q) MOD Deposit Box — A secured box where daily FUMTR are dropped for temporary safe keeping.

r) Notice of Arrival Form — A form used to document arrival of vessels. It is a tool to determine the allocation of berth prior to vessel arrival.

s) Overland Vehicle — Any form of land vehicle used to transport Fish Inside the NFPC Market Halls.

t) Point of Payment — Automated Issuance of Official Receipt.

u) Roving Cashier — A cashier who is on mobile to collect cash being paid by municipal and passenger banca operators.

v) Tally Sheet — Form used by FMOA and FMOO1 during fish unloading for initial recording of number of fish tubs, fish species and price.

w) Toll Booth Cash Clerk — NFPC personnel designated and authorized to collect payments for NFPC schedule of fees which include all market related fees.

x) Transaction Billing Form — A billing form used to enter various transactions at the NFPC. It is also a form required by BIR to record all transactions at NFPC.

y) Transhipment — The process in which fish from fishing vessel is unloaded and transhipped by delivery vans/trucks to other destinations outside the NFPC.

z) Vessel Assessment Slip — Is the computation of all fees, charges and dues to be paid by a vessel for using the facilities of NFPC. The total amount must be paid so that a departure clearance can be granted. Printed on the Transaction Billing Form.

aa) Vessel Logbook — Logbook that continuously records the day to day activities of a vessel, with entries made by the Captain or any of the HOD Desk Officer. It is kept in the vessel's bridge, under the care and safekeeping of the Captain and the Chief Mate.

2. HARBOR OPERATING SYSTEM

2.1. Commercial Vessel

2.1.1. Pre-Arrival of Vessel

2.1.1.1. Vessel Operator/Agent/Representative notifies Harbor Operations Division (HOD) Desk Officer a day before the vessel's expected date and time of arrival.

2.1.1.2. HOD Desk Officer accepts Notice of Arrival that contains Date or Arrival and Date and Time Notice of Arrival (NOA) was received.

2.1.2. Vessel Arrival/Berthing

2.1.2.1. Vessel proceeds to allocated berthing area with the assistance of the Harbor Master/Berthing Control Officer assigned in a specific area.

2.1.2.2. Boat Captain/representative reports vessel arrival to HOD Desk Officer.

2.1.2.3. HOD Desk Officer encodes vessel arrival information in the FISHPORTal after checking if vessel has Notice Of Arrival (NOA), prints Berthing Permit (BP) in triplicate using the Transaction Billing Form (TBF), issues original to Boat Captain, and retains the 2 other copies.

2.1.2.4. If a vessel is unable to comply with the pre-arrival notice, Desk Officer stamps "PENALTY" on the TBF and specifies the violation of the vessel.

2.1.3. Vessel Activities

2.1.1.3. Unloading of Fish

2.1.3.1.1. Prior to unloading, Boat Captain/Representative shall present their Berthing Permit to the HOD Desk Officer for notation of the "Permit to Unload" on their BP.

2.1.3.1.2. For cargoes other than fish, the Boat Captain/Representative shall present their cargo manifest for the computation of the Wharfage Fees, after which payment in cash must be made to the Cashier. cDTACE

2.1.3.2. Loading of Cargoes and Vessel Provisions

2.1.3.2.1. Supplier proceeds to HOD Desk Officer and reports conveyance transactions like supply of fuel and ice and shall pay the required conveyance fees.

2.1.3.2.2. HOD Desk Officer encodes conveyance information into the FISHPORTal, prints Conveyance Assessment Slip (CAS) using the TBF in triplicate and issues original copy to client and retains the two other copies.

2.1.3.2.3. Supplier proceeds to Cashier, presents CAS and pays corresponding Conveyance Fee.

2.1.3.2.4. Cashier prints, signs and issues Official Receipt.

2.1.3.2.5. Supplier returns to HOD Desk Officer, presents CAS and OR.

2.1.3.2.6. HOD Desk Officer encodes OR number into the FISHPORTal.

2.1.3.3. Unloading of Cargoes Other than Fish

2.1.3.3.1. Upon information that a non-fishing vessel will unload non-fish cargo, the Berthing Control Officer has the option of inspecting the cargo or witnessing it's unloading.

2.1.3.3.2. Berthing Control Officer shall inform the toll gate of the activities of the non-fish cargo, for proper assessment of port dues and payments. Payments must be made before the non-fish cargoes are allowed to leave the port.

2.1.3.4. Repair of Vessel

2.1.3.4.1. Boat Captain proceeds to HOD Office and notifies HOD Desk Officer of their intention to repair vessel.

2.1.3.4.2. Harbor Master approves vessel repair and informs HOD Desk Officer of vessel repair information.

2.1.3.4.3. HOD Desk Officer encodes vessel repair information into the FISHPORTal.

2.1.3.4.4. Harbor Master oversees vessel repair activities.

2.1.4. Vessel Departure

2.1.4.1. Boat Captain proceeds to HOD Office presents TBF and Vessel Logbook to HOD Desk Officer.

2.1.4.2. HOD Desk Officer prepares Assessment Slip indicating Harbor Fees; have it signed by Harbor Master and Boat Captain.

2.1.4.3. HOD Desk Officer determines how Boat Captain/Representative will settle Harbor Fees.

2.1.4.4. If Cash Payment, Boat Captain/Representative proceeds to Cashier, presents TBF and Vessel Assessment Slip (VAS) to cashier, and pays fees/charges;

2.1.4.4.1. Cashier prints, signs and issues OR;

2.1.4.4.2. Boat Captain/Representative presents TBF, VAS and OR to the HOD Desk Officer;

2.1.4.4.3. HOD Desk Officer encodes OR number into the FISHPORTal and returns TBF, VAS and OR to the Boat Captain/Representative;

2.1.4.4.4. HOD Desk Officer stamps the Boat Captain Log Book/Roll Book "CLEARED," indicates the OR number and the amount of fees paid and the Boat Captain leaves the HOD office and proceeds to the Philippine Coast Guard (PCG) and Bureau of Fisheries and Aquatic Resources (BFAR) for additional clearances before going back to his vessel.

2.1.4.5. If Charge Account, vessels logbook is also stamped "CLEARED" but in their logbook, the Desk Officer will indicate the amount of fees incurred during their stay and will also indicate that said harbor fees will be on a charge account basis.

2.1.4.5.1. HOD Desk Officer prints the VAS to determine the amount of fees incurred by the vessel during her stay in the NFPC;

2.1.4.5.2. HOD Desk Officer stamps the logbook/roll book of the vessel "CLEARED" and "CHARGE ACCOUNT," retains the original and duplicate copy of the TBF and VAS, returns the duly stamped logbook to the Boat Captain/Representative then allows him to proceed to PCG and BFAR for additional clearances;

2.1.4.5.3. HOD Desk Officer files the Transaction Billing Form and Vessel Assessment Slip that he Stamped "CHARGE ACCOUNT" and at the end of each transaction turns it over to personnel preparing the monthly STATEMENT OF ACCOUNT (SOA) which will be signed by the Chiefs of HOD and Finance Division (FD).

2.1.5. Additional Stay of Vessel

2.1.5.1. Vessel Representative proceeds to the HOD office to notify the HOD Desk Officer to apply for an extended stay at NFPC harbor basin;

2.1.5.2. Desk Officer issues extended stay of vessel form using the TBF but referring to the previous BP which was previously cleared in order that the operator will not be charged for another port entry fee.

2.1.6. Departure of Extended Vessel Stay

2.1.6.1. Vessel Representative proceeds to HOD Desk Officer and presents the Extended Stay of Vessel Form and informs the HOD Desk Officer of their final schedule of departure.

2.1.6.2. HOD Desk Officer prints VAS to determine all the fees incurred during the vessels additional stay at NFPC harbor basin then Vessel Representative proceeds to Cashier to pay the VAS.

2.1.6.3. Cashier issues OR to the Vessel Representative.

2.1.6.4. Vessel Representative presents OR to the HOD Desk Officer. The HOD Desk Officer encodes the OR in the FISHPORTal, stamps anew "CLEARED" the Log Book of vessel indicating the amount paid and allows the Vessel Representative to proceed to their vessel.

2.1.6.5. If Charge Account, vessels logbook is also stamped "CLEARED" but in their logbook, HOD the Desk Officer will indicate the amount of fees incurred during their stay and will also indicate that said harbor fees will be on a charge account basis.

2.1.6.5.1. HOD Desk Officer prints the VAS to determine the amount of fees incurred by the vessel during her stay in the NFPC;

2.1.6.5.2. HOD Desk Officer stamps the logbook/roll book of the vessel "CLEARED" and "CHARGE ACCOUNT," retains the original and duplicate copy of the TBF and VAS, returns the duly stamped logbook to the Boat Captain/Representative then allows him to proceed to PCG and BFAR for additional clearances;

2.1.6.5.3. HOD Desk Officer files the TBF and VAS that he stamped "CHARGE ACCOUNT" and at the end of each transaction turns it over to personnel preparing the monthly SOA which will be signed by the HOD and FD Chiefs. cCESTA

2.2. Foreign Vessel

2.2.1. Arrival of Vessel

2.2.1.1. Boat Captain proceeds to their allocated berthing space and proceeds to HOD Office; presents Vessel Logbook to HOD Desk Officer.

2.2.1.2. HOD Desk Officer prepares and issues BP using TBF.

2.2.1.3. Boat Captain signs the BP/TBF.

2.2.1.3.1. With Notice of Arrival Form (NAF), HOD Desk Officer releases original TBF to Boat Captain; retains 2nd and 3rd copies and enters vessel arrival at FV Arrival Bulletin Board.

2.2.1.3.2. Boat Captain accepts TBF and proceeds to allocate berthing space.

2.2.1.3.3. Without NAF, HOD Desk Officer accomplishes penalty portion of TBF and have it signed by the Boat Captain.

2.2.1.3.4. Boat Captain signs TBF and returns it to the HOD Desk Officer.

2.3. Municipal Bancas

2.3.1. Municipal Bancas above 3 GRT

2.3.1.1. Banca Arrival

2.3.1.1.1. Upon arrival, Banca Operator or representative secures TBF from HOD Desk Officer.

2.3.1.1.2. HOD Desk Officer encodes banca arrival information into the FISHPORTal. Banca arrival Information such as name of vessel and operator, banca size in GRT, and fishing gear type are automatically provided by the system while banca arrival date and time, and total volume of fish cargo are encoded manually into the system.

2.3.1.1.3. HOD Desk Officer prints TBF in triplicate and issues the original copy to the Banca Operator and retains the two other copies.

2.3.1.2. Banca Fish Unloading

2.3.1.2.1. HOD Inspector coordinates unloading of fish with Market Checker.

2.3.1.2.2. Banca Departure

2.3.1.2.2.1. Prior to departure, Banca Operator or representative returns to the HOD Desk Officer and submits TBF.

2.3.1.2.2.2. HOD Desk Officer retrieves TBF from FISHPORTal database and updates banca departure information.

2.3.1.2.2.3. HOD Desk Officer feeds TBF into the printer and prints additional information into the TBF and creates VAS. Additional information printed into the TBF and VAS includes date of departure, vessel repair schedule, penalties, and corresponding fees/charges. Penalty information includes fines for non-reporting of vessel repair, and other violations.

2.3.1.2.2.4. Banca Operator/Representative presents TBF and VAS to Cashier and pays the fees/charges.

2.3.1.2.2.5. Cashier prints, signs and issues OR.

2.3.1.2.2.6. Banca Operator/Representative returns to HOD Desk Officer and presents TBF, VAS, and OR.

2.3.1.2.2.7. HOD Desk Officer encodes OR.

2.3.2. Municipal Bancas less than 3 GRT

2.3.2.1. Banca Arrival

2.3.2.1.1. Banca Crew informs HOD checker the name of banca and broker they intend to unload their catch, declares total number of catch in box.

2.3.2.1.2. HOD Checker issues Banca Berthing Ticket (BBT).

2.3.2.1.3. The Banca Crew pays the ticket to the Roving Cashier.

2.3.2.1.4. The Roving Cashier later on remits to the cashier the total daily collections at Market 3, 4 and 5.

2.3.3. Passenger Bancas

2.3.3.1. HOD Berthing Control Officer issues ticket to all passenger bancas between Pier 2 and 3.

2.3.3.2. HOD Checker coordinates with the Roving Cashier regarding the total number of tickets issued to all passenger bancas.

2.3.3.3. Boat Owner/Captain pays to the Roving Cashier the amount of ticket issued to them.

2.3.3.4. The Roving Cashier proceeds to the cashier and remit all collections from passenger bancas.

2.3.3.5. HOD Checkers at Market 3, 4, 5 prepare their daily banca monitoring report at Market 3, 4, 5, and reflect the OR number of the tickets issued during the day in their reports. HDCTAc

2.3.4. Inspection of Banca Berthing Permit/Banca Berthing Ticket based on the number of days of Berthing of Banca.

2.3.4.1. Berthing Officer checks BBT/TBF of every banca berthed on their areas of assignment.

2.3.4.2. Berthing Officer if banca operator has BBT/TBF.

2.3.4.2.1. If YES, Berthing Officer accomplishes BBT accordingly.

2.3.4.2.2. If NO, Berthing Officer instructs banca operator to secure TBF from the HOD Office.

2.3.4.2.2.1. Berthing Officers prepare Daily Report on Banca Arrival (DRBA) and submit it to the Chief, HOD before the end of their shift.

3. MARKET OPERATING SYSTEM

3.1. Fish Unloading for Auction by Vessel

3.1.1. Fishery Market Operations Assistant/Fishery Market Operations Officer 1 (FMOA/FMOO1) refers to the Market Operations Division (MOD) Board of Area of Assignment and proceeds to assignment area. caSEAH

3.1.2. Fishing vessel unloads and displays fish at designated Fish Trader's market bay area.

3.1.3. FMOA/FMOO1 counts fish tubs and initially records number of fish tubs and price of fish by species and class/size in Tally Sheet.

3.1.4. FMOA/FMOO1 prepares Fish Unloading and Market Transaction Report (FUMTR) and assessment of unloading fee.

3.1.5. Vessel Operator/Fish Trader/Representative signs in "conforme" portion of FUMTR.

3.1.6. FMOA/FMOO1 detaches and issues FUMTR stub to Vessel Operator/Fish Trader/Representative.

3.1.7. FMOA/FMOO1 submits FUMTR to Fishery Market Operations Supervisor (FMOS).

3.1.8. FMOS checks FUMTR against Tally Sheet, signs and drops FUMTR in the MOD deposit box.

3.1.9. FMOO1 retrieves FUMTR, checks assessment of unloading fee and encodes FUMTR information into the FISHPORTal.

3.2. Nature of Payment

3.2.1. Bi-monthly Payment

3.2.1.1. FMOO1 generates MOD Report for Unloading from FISHPORTal and endorse report attached with client's copy of FUMTR to Fish Trader/Representative, and retains cashier and MOD's copies.

3.2.1.2. Vessel Operator/Fish Trader/Representative receives MOD Report of Unloading, and FUMTR (client's copy).

3.2.1.3 Vessel Operator/Fish Trader/Representative proceeds to Cashier for payment.

3.2.1.4. Cashier processes payment in Point of Payment (POP) System, prints, signs, and issues OR.

3.2.1.5. Vessel Operator/Fish Trader/Representative receives OR.

3.2.1.6. FMOO1 retrieves OR details from FISHPORTal.

3.2.2. Cash Payment

3.2.2.1. Cash Payment Using POP System

3.2.2.1.1. Vessel Operator/Fish Trader/Representative obtains FUMTR (cashier and client's copy) from MOD for cash payment.

3.2.2.1.2. Vessel Operator/Fish Trader/Representative proceeds and surrenders duplicate copy to Cashier and pays unloading fee.

3.2.2.1.3. Cashier process payment in POP system, prints, signs and issues OR.

3.2.2.1.4. Vessel Operator/Fish Trader or representative presents OR to FMOO1.

3.2.2.1.5. FMOO1 records OR details.

3.2.2.2. Cash Payment Using Manual Issued OR

3.2.2.2.1. FMOO1 endorses Client and Cashier's copy of FUMTR to Toll Booth Cash Clerk.

3.2.2.2.2. Toll Booth Cash Clerk collects payment from Vessel Operator/Fish Traders/Representative at Market Halls and manually issued OR.

3.2.2.2.3. Vessel Operator/Fish Trader/Representative receives OR.

3.2.2.2.4. Toll Booth Cash Clerk submits remittance report of payment to MOD.

3.2.2.2.5. FMOO1 encodes OR details to FISHPORTal.

3.3. Fish Unloading for Auction by Overland Vehicle

3.3.1. Entrance gate personnel inspect incoming vehicles, check documents, and direct vehicle driver to their designated Market Halls.

3.3.2. Overland vehicle unloads and displays fish at designated Fish Trader's market bay area.

3.3.3. FMOA/FMOO1 counts fish tubs being unloaded, arranged and displayed.

3.3.4. FMOA/FMOO1 initially records number of fish tubs and price of fish by species and class/size in Tally Sheet.

3.3.5. FMOA/FMOO1 prepares FUMTR and assessment of unloading fee.

3.3.6. Fish Trader/Representative signs in the "conforme" portion of FUMTR.

3.3.7. FMOA/FMOO1 detaches and issues FUMTR stub to Fish Trader/Representative.

3.3.8. FMOA/FMOO1 submits FUMTR to FMOS.

3.3.9. FMOS checks FUMTR against Tally Sheet, signs and drops FUMTR in MOD deposit box.

3.3.10. FMOO1 retrieves FUMTR, checks assessment of unloading fee, encodes FUMTR information into FISHPORTal, prepares and submits daily remittance list to Toll Booth Cash Clerks. TcCEDS

3.3.11. Toll Booth Cash Clerk collects payment from Fish Trader/Representative and issues OR.

3.3.12. Toll Booth Cash Clerk prepares and submits remittance report, OR, and payment collections to Cashier.

3.3.13. Toll Booth Cash Clerk submits remittance report of payment to MOD.

3.3.14. FMOO1 records OR details.

3.4. Transhipment of Fish Unloading by Vessel

3.4.1. Vessel Operator/Boat Captain/Representative notifies the FMOO1 for transhipment of fish.

3.4.2. FMOO1 inspects/counts fish tubs/boxes loaded in truck/van and prepares FUMTR, assesses transhipment fee, issues FUMTR to Vessel Operator/Boat Captain/Representative.

3.4.3. Vessel Operator/Boat Captain/Representative pays transhipment fee to Cashier.

3.4.4. Cashier processes payment in POP System, prints, signs and issues OR to Vessel Operator/Boat Captain/Representative.

3.4.5. Vessel Operator/Boat Captain/Representative returns and shows OR to FMOO1.

3.4.6. FMOO1 records OR, and issues Vehicle Clearance Pass to Vehicle Operator/Boat Captain/Representative. SETaHC

3.4.7. Vessel Operator/Boat Captain/Representative proceeds to exit gate.

3.4.8. FMOO1 retrieves and encodes FUMTR information into FISHPORTAL.

4. FLOW CHART

4.1. Harbor Operating System

4.1.1. Pre-Arrival of Commercial Vessel

4.1.2. Arrival/Berthing of Commercial Vessel

4.1.3. Vessel Activities

4.1.4. Loading of Cargoes and Vessel Provisions

4.1.5. Unloading of Cargoes other than fish

4.1.6. Repair of Vessel

4.1.7. Vessel Departure

4.1.8. Additional Stay of Vessel

4.1.9. Departure of Overstaying Vessel

4.1.10. Arrival of Foreign Vessel

 

4.1.11. Municipal Bancas above 3 GRT/Arrival

4.1.12. Banca Fish Unloading/Departure

 

4.1.13. Municipal Banca less 3 GRT/Arrival

 

 

4.1.14. Inspection of Berthing Fee Ticket/Transaction Billing Form based on number of days of Berthing of Banca

4.2. Market Operating System

4.2.1. Fish Unloading for Auction by Vessel

 

 

 

4.2.2. Fish Unloading for Auction by Overland Vehicles

 

4.2.3. Transhipment (Fish Unloading by Vessel)

5. FORMS (Actual Sample Forms)

5.1. Conveyance Assessment Slip

 

5.2. Fish Unloading and Market Transaction Report

 

5.3. Transaction Billing Form

 

5.4. Banca Passenger Ticket

 

5.5 Notice of Arrival Form

 

5.6. Berthing Fee Ticket

 

5.7. Banca/Vessel Daily Arrival and Departure Monitoring Report

5.8. Banca Passenger Daily Monitoring Report

 

5.9. Tally Sheet