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Authorisation
Name Role Position Date Initials
E. Rademaker Programme manager Programme manager
Asset Management
Version management
Version Date Brief description of change
Distribution list
Names Role/Position Distributed version(s)
P. de Beijer Client
0.3 Textual changes. Suppliers will give a general presentation of the organisation, customers,
solutions, vision, etc: added to step 3.
Contents
1 Introduction ................................................................................................................... 6
2 PoC structure ................................................................................................................ 7
3 Steps in detail .............................................................................................................. 10
3.1 Step 1. PoC preparation ......................................................................................................... 10
3.2 Step 2. Furnish PoC location .................................................................................................. 10
3.3 Step 3. PoC kick-off (procedural) ........................................................................................... 11
3.4 Step 4. PoR and GEO 2.0 workshop (functional) ................................................................... 11
3.5 Step 5. Supplier basic solutions workshop ............................................................................. 11
3.6 Step 6. Import, export and management ................................................................................ 12
3.7 Step 7. Transfer of basic data ................................................................................................ 12
3.8 Step 8. Import basic data ........................................................................................................ 13
3.9 Step 9. Validate basic data (core objects and core lines) ...................................................... 13
3.10 Step 10. Retrieve/select.......................................................................................................... 14
3.11 Step 11. Design (Amazonehaven project) .............................................................................. 14
3.12 Step 12. Three clicks .............................................................................................................. 15
3.13 Step 13. Export data ............................................................................................................... 15
3.14 Step 14. Make maps ............................................................................................................... 15
3.15 Step 15. Validate data ............................................................................................................ 16
3.16 Step 16. Retrieve, select, design and three clicks .................................................................. 16
3.17 Step 17. PoC steering group try-out ....................................................................................... 17
3.18 Step 18. PoC steering group .................................................................................................. 18
3.19 Step 19. Look ahead for levels 2 and 3 .................................................................................. 18
4 Cases ........................................................................................................................... 19
4.1 Project Development Cases ................................................................................................... 19
4.2 Asset Management Cases...................................................................................................... 24
4.3 Ports and Waterways Cases .................................................................................................. 26
Figures
Figure 1: PoC step-by-step plan ............................................................................................ 7
Figure 2: PoC area .............................................................................................................. 12
Figure 3: Processes and data exchange ............................................................................. 17
1 Introduction
The Port of Rotterdam Authority (hereinafter referred to as PoR) is developing a basic facility
for geographical port object information which is reliable, forms an integral part of the
processes, will keep up with relevant changes and which both internal and external parties
will use to a maximum extent. The facility is being developed in phases with a commercially
sound approach. The basic facility for geographical object information contributes to
performing (part of) the PoR processes as efficiently and effectively as possible. This has
been formulated as ‘port object information is the basis of operational excellence’.
The basic facility for geographical port object information will be achieved through the Port
Object Information project (hereinafter referred to as POI). The POI project team has the
following mission:
‘From the port map, a user is able to find relevant and reliable information within three mouse
clicks, without any restrictions and without any training.’
Firstly a Proof of Concept will be made so that the basic facility for geographical object
information can be created. The aim of the PoC is to validate the extent to which the solutions
offered by suppliers meet the PoR’s wishes and requirements regarding the GIS Port Solution
(GEO 2.0).
This DRAFT document sets out the main features of the steps with which the PoR expects to
implement the PoC (HOW). The PoC steps to be completed will be coordinated with the
selected supplier(s).
The functional aspects of the PoR GIS Port Solution are described in the GEO 2.0 Blueprint
document.
2 PoC structure
PoR currently anticipates the implementation of the PoC to follow the step-by-step plan
below. A final step-by-step plan for the PoC will be drawn up together with the suppliers. The
aim of the step-by-step plan is the efficient and structured implementation of the PoC so that
the desired results are achieved.
The completion time of the PoC is estimated to be 3 months (13 weeks). The PoC is planned
to start on Monday 28 January 2013, and a final presentation to the POI steering group has
been planned for Tuesday 30 April 2013. The PoC consists of 18 steps. Step 19 is a project
step which is not formally a part of the PoC. The progress of the PoC and agreements with
the suppliers can determine whether steps 9 to 14, or parts of them, are followed several
times.
Each PoC step is described briefly below. The PoC steps are worked out in greater detail in
the next chapter.
3 Steps in detail
Suppliers are introduced to PoR and provided with information about work locations,
company rules, etc.
1) Access to World Port Centre
2) Lunches
3) Overtime
4) Office supplies
5) Telephone connections
6) Protecting work locations (closing)
7) IT topics
o Systems
o Authorisation
o Security
o Internet
o ……..
Product/result
Supplier knows what the PoR company rules are and how he can work in the WPC.
A separate work location will be furnished for each supplier for the PoC. The suppliers can
set up and install their hardware and software in this PoC room.
Topics:
1) Tables and chairs
2) Electricity connections
3) Network connections
4) Flip charts (resources)
5) Whiteboard and accessories
6) Projector and screen
7) Printer
8) …………
Product/result
Supplier has set up his working space, placed equipment, installed software and connected
to the Internet.
Part one
The kick-off is the occasion for the PoR PoC participants to get to know the employees of the
suppliers who will implement the PoC. The working arrangements, schedule, procedures and
suchlike are discussed in this kick-off. Kick-off topics:
1) Meeting PoR POI participants
2) Communication
3) Procedures (method, decisions, issues, reports, .........)
4) Availability of employees and their role
5) PoC schedule
6) Data transfer
7) Priorities
8) Overview of what PoR does
9) Topics:
o Objects
o Object relationships
o Functionality (the WHAT)
Part two
The suppliers give a general presentation in which they present the organisation, customers,
solutions, projects, GEO vision, etc. This presentation does not show the PoR aspects.
Product/result
It is clear to all persons involved which activities have to be undertaken, who is accountable
for what and how work will be performed during the PoC.
PoR PoC participants have a clear picture of the suppliers.
In this workshop, the PoR explains the objects and the GEO 2.0 functionality needed to
support the business processes of PoR. This workshop can be considered as the
transmission of information by PoR to the suppliers and an opportunity for the suppliers to
ask questions.
Product/result
It is clear to the suppliers which GEO 2.0 results are expected.
In this workshop, the suppliers show how they will implement their GEO 2.0 Port Solution.
Product/result
It is clear to the PoR PoC members which GEO 2.0 functionality they can expect and how the
supplier will achieve the requested functionality during the PoC.
Product/result
Report on how management aspects can be organised.
Report on how and which validation rules can be used.
Report on how data can be imported and exported.
Report on how functionalities can be arranged for users.
The basic data are transferred in the format agreed with the suppliers. The supplier validates
these data.
The scope of the PoC is the entire Maasvlakte 1, parts of Maasvlakte 2 and part of the Maas
Entrance.
Product/result
Delivery of the basic data by PoR in the agreed file exchange format.
The suppliers import the data into their systems, create the baselines and apply the data
validation rules.
Product/result
Data have been imported correctly by the suppliers into their systems.
3.9 Step 9. Validate basic data (core objects and core lines)
In this step, the data are validated. Validation of the data is essential in order to guarantee
correct object data for the implementation of the further steps. The data are validated on the
following points:
1) Imported object data are complete
o The number of objects and other numerical characteristics such as the
length of quay walls, number of bollards and the surface area of roads and
sites are counted in advance.
2) Object data have been imported correctly
o Spatial position
o Administrative data
3) Relationships between objects have been created correctly
o Baselines
o Connection of related objects, such as berths and sites, to the baselines
4) Validation rules have been applied correctly
o Determine which validation rules have been applied and whether they have
actually been implemented. Example: connections of baselines in the
transition from quay wall to bank.
5) Error messages
o Data could not be processed.
o Validation rules could not be applied.
6) ………..
Product/result
Description of the validation rules.
Report of the result of the data import.
Product/result
Report (growth document) with the retrieve/select functionality, the data used and the result.
o What is going well?
o What has to change?
o What is going wrong?
o What still has to be done?
Product/result
Report (growth document) with the design functionality, the data used and the result.
o What is going well?
o What has to change?
o What is going wrong?
o What still has to be done?
Testing the ‘three clicks’ functionality from the processes of the organisational units:
1) Asset Management Structures
2) AM Ports and waterways
3) PD contracts
4) Projects
5) Harbour Master
Product/result
Report (growth document) on results of application of the ‘three clicks’ functionality.
o What is going well?
o What is going wrong?
Testing the ‘export functionality’. A number of export files are created for external
organisations. The export files are checked for completeness (data) and correct export file
structure.
1) Vademecum for Pilotage Service
2) ………
Product/result
Description of the export validation rules.
Description of the export file structure.
Report with findings of the data export file
o What is good?
o What is wrong?
Testing the ‘make map’ functionality. The proposal is to create the following maps:
1) Vademecum
2) Segment division
3) Two scenarios for the non-issued sites on Maasvlakte 2
4) Widening of the Amazonehaven project
5) ……….
Product/result
Maps
Report with the results of the functionality for making maps.
o What is good?
o Which functionality is not present?
In this step, we determine whether the correct data are available for the integral testing step
with integral cases to be carried out in step 16. The cases are used to validate the data.
Product/result
Report with the data required for implementing the cases.
Report with the result of the validation performed of the data in the system for the integral
testing step.
This step is the comprehensive testing of the GEO 2.0 functionality on the basis of cases, in
which a number of processes of PoR are completed. See the draft global cases in chapter 4
and the GEO 2.0 blueprint
Product/result
Report with the result of implementing the cases with the retrieve/select functionality.
Report with the result of implementing the cases with the design functionality.
Report with the result of implementing the cases with the ‘three clicks’ functionality.
In this step, the presentation which the supplier will hold for the POI steering group is
checked and refined so that it has the correct information, depth and clarity.
The presentation is worked out in a step-by-step plan. The step-by-step plan indicates who
does what, how long a step takes, which functionality is presented with which data and which
PowerPoint slides, etc. as supporting information.
Product/result
PoC steering group step-by-step plan
Supporting PowerPoint presentation, etc.
System set up and ready for presentation
Product/result
Presentation to the steering group of the GEO 2.0 solution.
The suppliers have the opportunity to show the POI project team members the functionality
their solutions offer for supporting levels 2 and 3. The suppliers can also show extra
functionality which PoR could use in the future within the PoR work processes. This session
will be given to the Project team members of POI. The suppliers organise this session entirely
themselves.
4 Cases
A number of extremely global cases are described below. The cases, or parts of these cases,
are used in the different steps of the PoC. In step 16 of the PoC, the cases are passed
through in full. Parts of the cases are used in step 18 of the PoC. This guarantees that the
cases do not stray far from the daily experience of PoR.
4.1.1 Introduction
In the ‘Establishing a customer’ process, Port Development carries out a global test of the
feasibility of the customer wishes within the project team. Sites are examined in the search
process to see whether they might be eligible for issue. This search process requires a
spatial presentation and spatial demarcation of the search request.
Information required
In concrete terms, insight into the following themes is needed:
all the sites of one customer;
market segment information;
status of the sites;
this concerns information about (internal) reservations including end date;
term of the contracts;
term of the contracts including options;
berths, length, width and depth;
shore site numbers;
agreements in Convenants insofar as they can be indicated in spatial terms;
management area of PoR;
photos.
Open up aeroview (bird’s-eye view) photos on location (GPS tag) of several years. For
example, the (result of the) construction of a quay wall can be viewed from a bird’s-eye
perspective.
Port Development already has an idea of where the customer can be established when the
request to 'Establish a customer' comes in at Port Development.
Port Development matches the site to be issued as well as possible within the existing
situation and lays down the boundaries.
4.1.4 Contracts
Once a customer has been established, Project Development is responsible for invoicing,
price adjustments, contract extensions, and checking the occupation and the compliance with
agreements concerning use in the contract. Project Development receives questions and/or
requests from a customer concerning an existing customer contract and uses SAP-RE and
GEO 2.0 to gain insight into the contract situation and be able to answer the question or grant
the request (for instance, the declaration of an option).
4.1.5 Support
Re 2: The Spatial balance is drawn up every year at PoR. This report gives an overview of all
of the PoR land and shows how much land has been issued and how much land has a
different use. The spatial balance is drawn up on the basis of the data in SAP-RE, where the
administration of the issues is updated. The issues are also stored in GEO 2.0 as rental
object. This allows a visual overview of the situation to be given in the report on the Spatial
balance.
Re 3: Theme maps are drawn up in which different parameters can be used. For instance,
you can have maps for expiring contracts, including the extension on options. The period and
class division of the theme displayed can be different for each request. The data
administrator receives requests from departments to produce map overviews based on a
theme which is not directly present in SAP-RE, such as spatial productivity or berth
occupation rate.
Reports
Visualising the spatial balance on maps with:
the current situation (issued, non-issued, non-issuable, etc.);
map of changes compared with last year;
term of the contracts;
term of the contracts including options;
market segment map;
degrees of occupation of jetties/quays;
contract category;
sub areas (parcels);
price per m2;
difference maps show the differences between the current and the future situation.
The functional wishes and requirements for asset management for the management of Quay
walls, Works of art and Shores, Roads and Outdoor area.
4.2.1 Introduction
Asset Management uses spatial information very intensively. The asset management
constructions and infrastructure process is performed by managers and inspectors. Broadly
speaking, the functional wishes come from 3 roles:
Inspectors work outside and check whether the managed objects are still in good condition.
Should they encounter any irregularities, they will report them. In practice this means that the
inspector goes out to work with a laptop. If he sees an object on which he wants to report, he
finds the function location of the object in question, and then records the report directly. The
inspector may possibly consult relevant documents before he makes the report.
Managers make and implement policy and supervise contractors for maintenance and
repairs. These activities mean that there is a significant demand for information. The concept
is to create access to all information from an area. This involves opening up whichever data
set or management theme is required with a spatial component.
This information mainly comes from SAP-PM and DgDialog, the archives and the document
management system. The managers use them to consult the information and make simple
maps. The manager is responsible for checking and prioritising the work orders and putting
them on the market. Each report has a response time and/or a solution term. The manager
tries to schedule the activities the best way possible. He can do that by putting all activities
with a low priority in one contract document, or combining activities with a high priority with
activities in progress in the same area.
This requires an area-based approach and spatial overview of the reports and work orders.
When an inspector enters a report, it is checked and prioritised by the manager. The
manager uses GEO 2.0 to gain insight into the location of the reports and work orders.
The data administrator is partly responsible for structuring the management data so it can
be entered in GEO 2.0 and other systems.
The emphasis at AMI is on testing the reality against contract requirements, analysing
performance losses and advising. The quality of the public infrastructure is determined mainly
by maintenance, layout and use.
It is clear from the above that management involves more than just maintaining the area.
There is a concrete relationship between use (wear), layout (design) and maintenance. This
shows that the demand in the AMI management process can be different every time and
therefore the information required can also be different every time. It is important for the
Advisory, Accessibility, environmental and area tasks to be able to consult and analyse
existing information and to be able to present it clearly in map form and overviews, such as
maps, graphs and tables. This especially involves being able to create relationships flexibly
between different spatial components. For Maintenance Management, park management and
disaster management, it is important to compare data from the contractor with data from our
own systems (such as maintenance schedules). Deviations from the contract requirements
need to be analysed, and trends and developments therein determined.
The export from the expert system DgDialog is linked to GEO 2.0, so the results from
DgDialog can be combined with spatial information.
It must be possible to distinguish status differences (priority, work order created and suchlike)
clearly, using a different colour or symbol. Insight must be created in:
the reports on a past period and in a particular type of report (by means of a theme map)
a theme map of the priority of reports and/or work orders in a particular coming period
(basic schedule for annual plan)
Soundings of quay walls in connection with construction depth available and signal for
certain transgression
Work in progress/project boundaries PoR
Building applications
Documents related to management objects (for example, photos, drawings, front views)
4.3.1 Introduction
The aim of the dredging maintenance process, the dredging process, is to keep ports and
waterways accessible.
The Ports and Waterways Asset Management department is responsible for this.
The activities can be divided into 4 categories:
1. maintenance activities
2. dredging projects for internal parties
3. dredging projects for external parties
4. exploitation of North Sea sand
Re 1: The main task consists of managing the maintenance activities. The match between
the theoretical port model (the contract depths) and the measured port model (periodic
assessments) determines where how much needs to be dredged. The dredging activities are
carried out by various dredgers who work according to a framework contract. The quality of
the dredged material determines where it is discharged. Heavily contaminated dredged
material goes to the Slufter, while the rest of the material is dumped at sea.
The accessibility of the port is expressed in the maintenance status. The maintenance status
is the difference between the theoretical port model and the measured port model. The
maintenance status is recorded per area. The maintenance status is the basis for determining
how much dredging needs to be done where. Both the maintenance status and the amount of
dredged material can be made accessible in spatial terms.
Re 2, 3, 4. There is a request from the Port Authority to perform extra dredging. This is done
when a new quay wall is built, for instance. There are two underwater sand depots. They are
filled with sand which can be brought back by the dredgers after they have discharged a
dredged load at sea. This sand is sold to third parties. In addition, there is the management of
the Land depots.
Information required
Capability of presenting management information in a spatial form as a theme map in GEO
2.0. This involves obtaining management information from the combination and geographical
visualisation of data from SAP. Examples are:
the maintenance status per dredging section/region/port
the percentage which satisfies the dredging atlas (the maintenance status)
the maintenance quantity shifted per time unit/cumulatively and per dredging
section/region
comparison with estimated quantity and the forecasts given
the costs incurred per time unit/cumulatively and per dredging section/region
comparison with the available budget and the forecasts given
the quality of the dredged material per sample section/region