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Minutes of TF&PCS Committee meeting
Barcelona Port Authority Head office, 18 December 2012
Barcelona
Attendees:
Frederic Dagnet, Chairman, Port of Marseille,
Jordi Torrent, Vice-Chairman, Port of Barcelona,
Jaume Bagot, Port of Barcelona
Jérôme Besancenot, Port of Le Havre
Justine Camoin, MGI, Marseille
Javier Gallardo, Portic, Barcelona
Olivier Jean-Degauchy, SOGET, Le Havre
Ole Kreps, Maritime Cargo Processing Plc-Felixstowe
Dominique Lebreton, MGI, Marseille
José Carlos Simao, Port of Sines Authority
Maite Roman, Secretariat, Port of Barcelona
1.- Opening remarks, Agenda and membership
Mr. Santiago Milà, IAPH Vice-chairman and Deputy General Manager of the Port of
Barcelona, welcomed the Committee to Barcelona and wished a fruitful meeting. He
regretted for not being able to stay at the meeting and left the floor to the Chairman of
the Committee, Mr Frédéric Dagnet.
Mr. Dagnet welcomed the attendants and thanked the Port of Barcelona for hosting the
meeting. He also presented the agenda and the committee membership list was
reviewed by attendees. The Chairman reminded that the last Committee meeting took
place in Jerusalem on May 2012. The minutes of that meeting were reviewed by
attendees and made no remarks.
2.- Work Programme 2011-2013
Mr. Dagnet reviewed the work programme 2011-13. This work programme was
approved at the latest World Ports Conference. It has five items:
1. Monitor and report developments of trade facilitation and Port Community
Systems discussed and resolved in international organizations such as
WCO,UN/CEFACT etc
Attendees agreed to update the present version by the next World Ports
conference. The Committee’s Secretariat would send the present version to
members responsible for the updating. (A. Long for WCO; M. Fontanet for UE and
Committee’s secretariat/J. Bagot for UN/CEFACT).
It was agreed to include the definitions of PCS and Cargo Community Systems that
would be discussed during the meeting and during the forthcoming months.
2. Complete the PCS benchmark study by remaining ports and extend it to African
and South American ports (a budget point has to be made with secretariat and a
complement to be estimated)

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This item was discussed during Agenda item 3.
3. Launch a study about the possible cooperation between ports towards PCS
standards and interoperability
The Chairman suggested to exchange emails in the forthcoming weeks in order to
clarify the budget and the scope of the study. Attendees agreed.
4. Propose a full working session about PCS for the 2013 IAPH World Ports
Conference in LA
The Chaiman reminded that the committee is committed to suggest speakers
and subjects for the PCS panel session to be held during the next World Ports
Conference.
The committee agreed to suggest the following speakers/subjects:
- Jerome Besancenot: presentation on French Port single window initiative
with a case of study at Le Havre
- Ole Krebs: interoperatibility between PCS
- Olivier Jean-Degauchy suggested that representives of the Port of Cotunou
may explain the implementation of its PCS.
- Dominique Lebreton suggested to have a presentation on the recent
implementation of the Israel Port Community system
- It was also suggested to include the presentation of the winner of the
present edition of the IT Award.
5. Monitor and study the maritime regulation impact on PCS evolution (UN
directives, FAL Convention, IMO…)
This item should be developed under the frame of a MOU to be signed between the
IAPH and the European Port Community Systems Association (EPCSA). The
signature of this MOU was discussed in item 3.
6. IT Award 2013
This item was discussed at Agenda item 5.
3.- Port Community Systems
• Presentation on Clearance Customs Automation trough PCS, by Javier
Gallardo, Portic
Mr Javier Gallardo, from Portic, gave a presentation on Clearance Customs
Automation trough PCS. The presentation is included in the Minutes of the meeting.
•Role of PCS in the promotion of port rail services and on management of
queues at terminal gates

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An exchange of experiences took place regarding the role of PCS in the promotion of
port rail services and management of queues at terminal gates. The attendees
explained how these subjects were managed in their ports/PCS.
Mr José Carlos Simao, from the Port of Sines, presented “JUL – Janela Única
Logística”, the Port of Sines Single Window. The presentation is included in the
minutes of the meeting.
•Presentation on the implementation of the EC directive 2010/65 to report
formalities for ships arriving in and/or departing from ports of the Member
States. (J. Besancenot, D. Lebreton )
The next presentation was given by Mr Jerome Besancenot, from Port of Le Havre,
that explained the main problems that French ports are facing in the implementation of
the European Union’s directive 2010/65 to report formalities for ships arriving in and/or
departing from ports of the Member States. He also presented the working group that
had been constituted by 25 French ports in order to have a common position on this
subject. The presentation is included in the minutes of the meeting.
Mr Dominique Lebreton, from MGI, supported the point of view of Mr Besancenot and
commented the great interest of this subject.
• Proposal for a standard definition of PCS and Cargo Community Systems (F.
Dagnet)
The following subject of this agenda item was presented by the Chairman, Mr Frédéric
Dagnet, who suggested the need for a standard definition of Port Community System
and Cargo Community System. It was stated that both definitions were important for
the e-maritime initiative that the European Unions was developing.
As starting point, a PCS was defined as a complex and integrated system that deals
with cargo and vessels documentation. D. Lebreton informed that MGI and Soget
defined two years ago the definition of the French CCS AP+: “The CCS AP+ is an
electronic, single window which optimizes, aggregates, automates, orchestrates and
secures public and private business supply chain processes for cargo stakeholders of
the port and airport communities.”
O. Jean-Degauchy underlined the fact that both definitions should be wide and include
the different systems that PCS have in all continents.
It was agreed to continue working on both definitions with all members of the
committee and discuss them at the next committee meeting.
• Update and discussion on the signature of a MOU between IAPH and the
European Port Community Systems Association (EPCSA).
The following item of the agenda was the signature of a MOU between IAPH and
EPCSA. Three attendees were Committee membres and EPCSA membres too (O.

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Krebs, from SOGET, J. Gallardo, from Portic, and O. Jean-Degauchy, from SOGET) so
they could be considered as spokemen of EPCSA in order to clarify positions.
The chairman reminded that the purpose of the MOU is “to establish a regulatory
framework for the development of a technical cooperation program for the execution of
projects and activities intended to promote the exchange of experiences, expertise, and
practices and to commence joint efforts to promote, implement, and consolidate port
development.“
Mr Dagnet reminded that, according to the draft proposal, the program implementation
may include the following areas:
• Coordination of efforts regarding matters of port community systems
• Development of a joint knowledge program in keeping with the spirit of
this Agreement;
• Promotion of the launch of studies or surveys that may be of assistance
to governments and ports;
• Identification of opportunities for mutual assistance in conferences,
seminars, training, and technical committees, among others, thus
promoting a better understanding of the shared principles set forth in
this Agreement;
• Announcement of individual events via the portals of each Party;
• Sharing of the outcomes of research and publications to strengthen
information exchange.
Mr Dagnet clarified that, as chairman of the committee, he would remain neutral in the
discussion. During the discussion, two positions were in place: on one side, it was
affirmed that it is not necessary to sign a formal MOU with EPCSA. The best way to
share information is to add a new item to our agenda: EPCSA projects feedback,
following the situation that the committee has been developing in the latest years with
other Trade Facilitation organisations such as WCO; UE Trade Contact Group; UN /
CEFACT,… Consequently, committee members could be informed regularly on
EPCSA developments In the same way of other organisations’ developments.
On the other side, EPCSA affirmed that there was no reason why a MOU between
IAPH and EPCSA should not be signed. This signature would be more symbolic than
effective due to the content of the MOU.
After the exchange of views on the subject, no agreement was reached on the
convenience of signing the MOU. Consequently, it was agreed to have a voting
procedure by email among Committee members. It was agreed that the Secretariat of
the Committee would prepare it in the near future.
• Discussion on the second phase of the PCS Benchmarking study
Maite Roman, from Committee’s Secretariat, explained the steps that had been
followed in order to launch the second phase of the PCS benchmarking study. She
explained that the IAPH Secretariat contacted the list of 22 PCS/ports selected for

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participating the second phase of the benchmarking study. The result was that just 3
answers had been received.
After a short discussion, it was agreed that Committee’s representatives may meet
representatives of the pre-selected ports in order to explain personally the objectives
and scope of the Benchmarking study. Attendees agreed that the forthcoming Los
Angeles conference was a good occasion for that.
Important issues arose during the discussion as, for example, the possibility to focus
the study in just one area (one process in particular) instead of a benchmarking of the
whole PCS. The possibility of giving incentives to participants, as offering more detailed
information in case of participating, was also considered.
4.- Involvement with other international committees & Trade Facilitation projects
• Presentation on the UNCEFACT TBG3 Transport group by Jaume Bagot, IAPH
representative at the UNCEFACT
Mr Jaume Bagot, Port of Barcelona’s Business Process Improvement Manager and
IAPH representative at the UNCEFACT, made a presentation on the latest
developments of the UNCEFACT TBG3 Transport Group. The presentation is included
in the Minutes of the meeting.
He specially highlighted the Recommendation N°36 - Single Windows Interoperability,
that is currently being developed by UNCEFACT, and the Trade Facilitation
Implementation Guide. He commented that this web-based guide is a very useful tool
for Trade Facilitation.
•Report on the latest developments of the WCO Information Management Sub-
Committee (IMSC) and UE Trade Contact Group
A brief overview of the latest developments of WCO, UE Trade Contact group, the
UNCEFACT and the EU was given by Maite Roman, from the Committee’s Secretariat,
on behalf of Committee’s representatives to these organisations, Mr Alan Long and Ms
Martina Fontanet. She underlined that a summary of these developments could be
read in the presentation of the content of the meeting, included in the Minutes,.
Attendees could read that Mr Alan Long, Committee member from Maritime Cargo
Processing, attended regularly Information Management Sub-Committee meetings
representing the IAPH and this Committee.
The TRADE CONTACT GROUP (TCG) provides a platform for a regular consultation
between EU Commission and representatives from industry associations who have
their contacts and knowledge on the operational logistical processes. The TCG
ensures a successful incorporation of the European traders' requirements on one hand
and making best use of existing trade expertise throughout the realization of EC
customs initiatives. The information and consultation processes with the TCG can be
further complemented with targeted consultations on specific Customs related issues,

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as well on European level as national level with the customs authorities in the Member
States.
The last meeting took place in Brussels on 3 October 2012 and Mr Alan Long’s notes
could be find in the documentation of the meeting(see
item_4_TCG_notes_A_Long.docx) The Minutes of the previous meeting that took place
on 14-15 June 2012 could be found in the documentation(see item_4_July TCG
minutes.pdf). Among other subjects, discussions were focussed on Central Clearance
(CC), the Commission’s proposal for the Union Customs Code (MCC Recast) and
Authorised Economic Operator (AEO).
Attendees could also read that Mr Alan Long attends regularly the WCO’s Information
Management Sub-Committee meetings representing the IAPH and this Committee.
The last meeting took place in Brussels on June 2012. The minutes of the meeting
could be found in the documentation ( item_4_minutes_WCOIMSC_june2012.pdf.).
The next meeting is taking place 7-8 February 2013. Agenda included in the
documentation (see item_4_agenda_IMSC_February_2013.pdf).
The latest developments on the WCO Data Model were summarised in the
Presentation of the content of the meeting. Attendees could read that WCO Data Model
has a main objective the establishment of standardized and harmonized information
requirements and procedures in order to provide a common understanding of Customs
information requirements. It proposes a first step towards a closer integration in
customs procedures through the statement of a core data set agreement.
The WCO Data Model is developed and maintained through a process approved by the
WCO. The process is member-driven, governed by the Information Management Sub
Committee (IMSC). Since the release of Version 3.0 of the WCO Data Model, annual
releases are published.
The promotion of the WCO Data Model is a strategic objective of the WCO. The WCO
is undertaking many efforts with a view to promoting adoption of the instrument among
WCO Members and other stakeholders in the private sector.
The document Update on the Promotional Strategy included in the documentation (see
item_4_Data_model_Promotional strategy.pdf) provides for an update on the recent
efforts in promoting the instrument through partnerships with regional & international
organizations. This document also points to further progress through partnerships with
the solution providers in the private sector, who- through usage of their technology
platforms - are able to deliver solutions to users that make it easier to implement the
instrument. With a view to promoting collaboration among stakeholders, a new website
www.wcodatamodel.org is being developed.
Regarding WCO Data model, other documents included in the documentation are:
- WCO Data Model key decisions (see item_4_data_model_key_decisions.pdf):
all important decisions taken over the last eight years with regard to the WCO
Data Model.
- Update on the Framework of Conformity (see
item_4_Data_model_framework_conformity.pdf): The document reflects the
idea that countries may customize the Data Model. Some of these local

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variations would still keep the automated system of a country ‘compatible’,
though not fully conformant with the WCO Data Model.
The UCR project situation was also summarized. The Unique Consignment Reference
(UCR) can be defined as a unique referring system for use between parties as a
means of referring to a trade transaction and/or Consignment. Its aim is to reduce the
number and different styles of references. The UCR Recommendation was approved
on June 2004 and its accompanying guidelines have been also published.
The WCO working group on UCR discontinued because of the absence of real
commitment and interest from the wider membership of the WCO. The Republic of
Korea and Ghana were the notable exceptions, having made successful investments
into solutions to adopt the WCO Recommendation on UCR. At the June 2012 meeting,
UCR emerged as an important item of discussion. Issues concerning the UCR were
raised by the UK and Korea. It was clear that members were using different data
elements to solve the problem that was originally meant to be solved by the UCR.
Korea submitted a draft questionnaire to be used for carrying out a Survey.
Further WCO’s documents included in the documentation:
-DEMATERIALIZATION OF SUPPORTING DOCUMENTS (see
Item_4_WCO_Demat_supp_docs.pdf) :Recently it has produced a draft WCO
Recommendation on the Dematerialization of Supporting Documents along with
Guidelines on Dematerialization of Supporting Documents. The purpose of this
document is to highlight areas in the Guidelines that need to be updated and to
develop a program of action to promote dematerialization.
- KYOTO CONVENTION: GUIDELINES ON INFORMATION & COMMUNICATION
TECHNOLOGIES (see item_4_kyoto_convention.pdf): draft review of
the revised Kyoto Convention Chapter 7 Guidelines on Information and Communication
Technology (Kyoto ICT Guidelines).
-Presentation on Introduction to the WCO ( see item_4_introduction_WCO.pdf): brief
introduction to the WCO structure
- INFORMATION MANAGEMENT SUB-COMMITTEE WORK PLAN
FOR THE YEAR 2012-2013 (see item_4_IMSC_work_plan_2012_13.pdf
Finally, the presentation underlined that a presentation on Cargo Targeting System
(CTS) could be find in the documentation. This project consists in Pre-arrival risk
assessment and targeting of cargo. (see
item_4_cargo_targ_system_PM_ItemVII_CTS_EN.pdf).Following Mr Long’s
comments, this project “ looks as though it could become interesting “.

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•Report on the latest developments of the UNCEFACT
Attendees could read that UNCEFACT’s principal focus is facilitating national and
international transactions, through the simplification and harmonization of processes,
procedures and information flows, and so contributing to the growth of global
commerce.
The last UN/CEFACT Plenary took place in Geneva (15-17 February 2012). The
agenda and other documentation of the Plenary were included in the last meeting’s
documentation (you will find it available at the Committee’s room of the IAPH website).
The next Plenary is taken place in Geneva on 5-7 June 2013. The last UNCEFACT
forum took place in Vienna (Austria) on 17-21 September 2012. (see
item_4_press_release_UNFECAT_forum_Set.pdf). The next UNCEFACT Forum will
take place in Geneva 15-19 April 2013 (see item_4_21st UN_forum_april_2013.pdf)
Members could find in the documentation all documents and presentations given at the
last UNCEFACT forum (see item_4_UNCEFACT_Forum_set_2012)
•Report on the latest trade facilitation projects of the European Union (EU),
prepared by Martina Fontanet, committee member and ESPO representative
Attendees could read the latest developments of the Blue Belt Initiative which has a
main objective to facilitate intra-EU maritime transport in a “Blue Belt”, the sea area
surrounding the European Union. In this Blue Belt, intra-EU maritime transport can be
operated with as little administrative burden as possible. This may be achieved by
integrating the use of monitoring tools by all relevant authorities, ensure the full
interoperability between ICT systems in the waterborne sectors, guarantee the
monitoring of vessels and freight (“Blue Belt”) and set up appropriate port facilities
(“Blue Lanes”). The “Blue Lanes” (i.e. fast-track procedures) will be created in ports for
Community goods to ensure their speedy transit.
After the pilot, the Blue Belt project evaluation report was presented on May 2012. The
Blue Belt Pilot project evaluation recommended to provide more flexibility to regular
shipping services and to provide further facilitations to non-regular shipping services
with usage of electronic cargo manifest.
To this end, a “Blue Belt package” consisting of legislative and non legislative
measures was announced by the Commission in the Single Market Act II
Communication. The objective of the Commission is that EU goods are granted the
presumption of European Union status if directly transported by sea between EU ports
under two conditions:1.-The vessel remains under the monitoring of SafeSeaNet during
its intra-EU voyage and 2.- Proper customs controls remain safeguarded for non-EU
goods .
The Commission started consultations with stakeholders and with other relevant
Commission services. Possible modifications in legislation so as to grant facilitations to
intra- EU shipping without added administrative burden to non EU goods transport are
being envisaged. The Blue Belt package is expected before the summer 2013.

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Regarding the e-Maritime initiative, attendees could read that its objectives are
• to improve efficiency and offer support to ports and port communities by
providing the means for sharing data and exchange of information
between all parties.
• To promote interoperability between the systems of all maritime
transport stakeholders(shippers, logistics operators and ports’ and
inland waterways’ administrative authorities).
• Build on relevant EU directives – such as the Directive establishing an
EU Vessel Traffic Monitoring and Information System (SafeSeaNet)
• Be aligned with the advanced electronic means of managing and
exchanging transport related information such as e-Customs and e-
Freight;
The European Commission organised the e-Maritime Conference 2012 - Connecting
the maritime world - towards 2020, in Brussels on 22 and 23 November to collect the
views of the industry on the way forward. The European Commission sees e-Maritime
as the overarching framework that maps the ongoing initiatives on electronic data
exchange in the maritime sector, notably the implementation of the Ship Reporting
Formalities Directive (single window development) and the ongoing work on
SafeSeaNet.
For additional developments within the e-Maritime framework, the Commission relies
on the feedback of the industry. A stable industry forum will be created for stakeholders
to continue meeting and exchanging views. Video recordings of the event as
well as all presentations are available on the e-Maritime portal:
http:///www.emaritime.eu
As far as the EU e-Freight initiative was concerned, attendees could read that, as
conceived by the Commission, e-Freight should support the development of an overall
framework for information exchange between the different actors in the transport
logistics chain in combination with the necessary standards, administrative,
governance and legal provisions. e-freight should simplify the organisation and
execution of freight transport across modes and countries. The Commission considers
essential to create a single transport document for the carriage of goods in any mode.
Within the overall framework of e-Freight, the single transport document will be digital.
In order for a single transport document to be established, the underlying liability
regime needs to be created.
The objectives of e-freight as set by the Commission are:
- allow for entering information only once in the whole logistics chain for planning,
execution, monitoring and reporting purposes.
- retrieve information on vehicle position and network status from modal traffic
information and management systems (co-operative systems such RIS,
ERTMS/TAF TSI, SafeSeaNet/eMaritime, road ITS, SESAR).
- develop a structure for the use of information coming from tracking and tracing
technologies as well as for intelligent cargo applications.
- support the development of interoperable information and booking tools for an
optimized use of multimodal transport possibilities.
The Commission has launched a public consultation on the EU e-freight initiative.

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5.- IT Award
Members were informed that the deadline of the present edition had been extended to
31 December 2012 and that the Tokyo Secretariat informed that 13 entries had been
submitted by 30 November 2012.
The Chairman reminded that the selection committee members were: Chair and vice-
Chair of the TF&PCS committee; IAPH Secretary General and a member of the
TF&PCS committee. He requested if any of the attendees wished to volunteer for being
a member of the selection committee.
Although there were several volunteers, it was agreed that Mr Ole Krebs would be the
selected members in order to achieve a geographical balance in the selection
Committee.
6.- Arrangements for next meeting
Mr. Dagnet informed the committee members that the next committee meeting was
expected to be held in Los Angeles in 6 May 2013 during the IAPH World Ports
Conference. Several attendees informed that were going to attend.
Mr. JC Simao, from the Port of Sines, proposed to host the next Committee meeting in
Autumm 2013 in Sines.
Then Mr. Dagnet adjourned the meeting and thanked attendants for their participation.