KIPIS – Freight and Goods Information System

Klaipėda port has integrated and is completing preparatory works for launching the Freight and Goods Information System (hereinafter referred to as KIPIS) KIPIS is designed for transferring and processing information on freight movement via the port of Klaipeda. The system is available to present by more than 360 companies operating in the Port and state enterprises.

Project Background

On April 15, 2005 the State Enterprise Klaipeda State Seaport Authority in conjunction with Information Society Development Committee under the Government of the Republic of Lithuania and the Public Enterprise Central Project Management Agency under the Ministry of Finance entered into an agreement on assistance for the project “Development and Implementation of Information System for Freights and Goods Transported through the Port of Klaipeda (KIPIS)”. This was the first assistance agreement under the EU Structural Funds signed in the area of electronic services development in the country.

The purpose of the Project is to develop and implement a freight and goods movement information system, which would enable companies and agencies operating within the port to share electronic data while conducting freight transportation via the port. Essentially, the aim is to replace huge amounts of paperwork related to freight processing and handling and to streamline freight transportation. It is expected that KIPIS will strongly accelerate freight movement via the seaport of Klaipeda and enhance its attractiveness and competitiveness.

The momentum for the KIPIS Project was given by the agreement signed in November 2003 by the Port Authority, the Customs Department under the Ministry of Finance of the Republic of Lithuania, the Lithuanian Shipbrokers and Agents Association and the Association of Lithuanian Stevedoring Companies. This agreement envisaged that the integrated port information system would be implemented by the Port Authority at its own expense, while the parties of the agreement would provide consulting and assistance in developing and engineering the technical requirements and standards; agreement members would also participate in working groups under the Project.

11% of the cost of KIPIS implementation has been financed by the Klaipeda State Seaport Authority and 89% by the European Regional Development Fund.  The total budget of the Project amounts to 5,670,000 Litas.

Users of KIPIS

Striving to comply with the requirements of the port companies, the concept of KIPIS was developed in close cooperation with the companies and associations operating in the port and the state authorities responsible for inspecting freight and ships. The system is available to a wide range of users, including freight forwarding and shipping companies, stevedoring companies, AB "Lietuvos geležinkeliai" (public limited company Lithuanian Railways), the Lithuanian Customs Department, the Border and Transport State Veterinary Service, the State Plant Protection Service, Klaipeda Public Health Centre, and the Border Guard units of the State Border Guard Department. The freight and goods information system was been included into integrated port information system. Port Traffic Management System and APVTKS (port gate technical control system for vehicles and pedestrians) are already in operation at the port. Furthermore, KIPIS integrated with the customs information systems.  The system "KROVINYS" (CARGO) used in the Lithuanian Railways Company has the data link ensuring efficient sharing and exchange of data with the KIPIS system.

The main functions of KIPIS include

a) provision of information required by customs and other state authorities via internet connection;

b) data exchange amongst the system users to conduct procedures such as temporary storage of goods, import, export and transit, or any other customs formalities;

c) electronic data exchange with the stevedoring companies for the purpose of placing and executing orders for handling operations.

Use of the system will ensure a “single window” principle in the seaport of Klaipeda.  Businessmen will be able to simultaneously produce all the information and documents required for the procedures of import, export and transit of goods to all the authorities involved in verification and inspection, while the state authorities responsible for verification and inspection will be able to manage the risks in an integrated manner. The institution in charge of coordination inspections will inform about the decision by means of KIPIS.  Following evaluation of the procedures of other countries and the amount of information and documents received by the customs service, the decision was made to appoint the customs department as the authority responsible for coordinating inspections and verifications in the system. Another innovation is that the customs department (instead of a variety of permits issued for different types of handling operations) will inform about any restrictions, thereby streamlining and speeding up the freight transportation process via the port.

Benefit of KIPIS

The project is primarily focused on economic and social benefits instead of financial ones. The KIPIS system will accelerate exchange of data and information between various participants in the logistics chain, and will provide for the conditions to enhance the competitive capacity of the port of Klaipeda. The Port Authority will obtain statistical information, which it is obliged to provide to the Statistical Office of the European Commission (EUROSTAT) pursuant to the European Council Directive 95/64/EC on statistical returns in respect to carrying goods and passengers by sea. KIPIS will also generate other reports and accounts needed for the Port Authority to make decisions related to strategic port management.

The system’s benefits for the port companies will consist of facilitation and acceleration of freight/goods movement through the port by way of exchanging electronic data.  The system allows for the elimination of about 30 various paper documents going between the ship agency, forwarding, stevedoring companies, customs offices and other state authorities controlling freight and goods traffic.  This paperwork includes a variety of permits to import, export, handle and reload goods, handling operations reports, quality certificates and so on.  Forwarders, agents, and stevedoring companies will be able to submit and receive electronic documents through a single access point to each other and to the state authorities and institutions without wasting time like the old method.

KIPIS provided the possibility the customs services and other inspection authorities both to receive preliminary information and documents for risk assessment and operative, real-time and statistical information on the freights and goods at the port.  The features provided by the system will help control the port operations in a simpler and easier manner and render better quality public services.

Information updated 2016-11-15