KIPIS – Freight and Goods Information System

PORT COMMUNITY SYSTEM

The Freight and Goods Information System - KIPIS

In 2010, Klaipeda port implemented the Port Community System (PCS) the Freight and Goods Information System (hereinafter referred to as KIPIS) which is designed for exchanging and processing information on freight movement to/from and within the port.

The System is used by more than 500 different companies, engaged in the port activities.

Project Background

On 15 April 2005, Klaipeda State Seaport Authority and Information Society Development Committee (under the Lithuanian Government) and Central Project Management Agency (under the Ministry of Finance) signed an agreement for co-financing of the project “Development and Implementation of Information System for Freights and Goods Transported through the Port of Klaipeda (KIPIS)”. This was the first co-financing agreement of the EU Structural Funds in Lithuanian signed in the electronic services development sector.

The purpose of the project was to develop and implement a freight and goods transportation information system, which would enable companies and agencies operating in the port to share electronic data about freight movement to/from and within the port.

Thanks to this PCS, large amount of paperwork related to freight processing and handling was replaced by electronic data exchange software. KIPIS significantly accelerates freight movement to/from and within the port and increases Klaipeda port attractiveness and competitiveness.

The impetus for the implementation of KIPIS project was made in November 2003, when the cooperation agreement with Klaipeda State Seaport Authority, the Customs Department, Lithuanian Shipbrokers and Agents Association and Association of Lithuanian Stevedoring Companies was signed.  This agreement envisaged that the integrated port information system would be implemented and funded by Klaipeda State Seaport Authority. Other parties of the agreement were entitled to provide consultations and assistance in developing and elaborating the technical requirements and standards of PCS. Within the framework of this project, the agreement members participated in various working groups.

The total budget of the project:  1 862 000 Eur, whereas 89 % of project was funded by the European Regional Development Fund and 11% of KIPIS implementation cost was covered by Klaipeda State Seaport Authority.

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 authorities responsible for inspecting freight and ships. The PCS is designed and available for a wide range of users, including freight forwarding and shipping companies, stevedoring companies, AB “Lietuvos geležinkeliai” (Lithuanian Railways), Lithuanian Customs Department, Border and Transport State Veterinary Service, State Plant Protection Service, Klaipeda Public Health Centre and Border Guard units of the State Border Guard Department. The Freight and Goods Information System was integrated into the Port Information System.

Port Traffic Management System and APVTKS (Port Gate Technical Control System for Vehicles and Pedestrians) have also been launched. Furthermore, KIPIS System was integrated with the Customs Information Systems. The system “KROVINYS” (CARGO) used by AB “Lietuvos geležinkeliai” (Lithuanian Railways) has a data link which enables efficient sharing and exchange of data with KIPIS system.

The main functions of KIPIS include

a) supply of information required by the customs and other authorities via the Internet;

b) electronic data exchange among the System users to carry out the following procedures: temporary cargo, import, export and transit or any other customs formalities;

c) electronic data exchange with the stevedoring companies to place and/or implement the orders for cargo handling operations.

The System implements a “single window” principle in Klaipeda port. On one hand, the users of KIPIS system can simultaneously produce and submit to the authorities responsible for inspection all documents required for the procedures of import, export and transit of goods; on the other hand, inspection authorities can handle these documents and manage the risks in an integrated manner.

KIPIS system allows the authorities responsible for inspection to inform relevant stakeholders about their decisions. Having evaluated the experience of other countries, which use the similar systems, and due to a very large number of documents circulating for customs services, it was decided to appoint the Customs Department as the authority responsible for coordination and inspection of KIPIS system.

An important facilitation provided by KIPIS system is rapid dissemination of documents/information to relevant stakeholders: thanks this PCS the customs department (instead of a variety of permits issued for different types of handling operations) informs the stakeholders about restrictions imposed, thus streamlining and speeding up the freight transportation process to/from and within the port.

Benefit of KIPIS

The project is primarily focused on economic and social benefits rather than financial ones. The KIPIS system accelerates exchange of information among stakeholders of logistics operations and considerably increases competitiveness of the port.

Thanks to electronic data exchange provided by this PCS, the port companies can benefit from easier and faster freight/goods transportation in the port. The system allows the users to avoid over 30 various paper documents, which used to circulate among ship agencies, forwarding, stevedoring companies, customs offices and other authorities controlling freight and goods traffic. This paperwork used to include a variety of permits to import, export, handle and reload goods, handling operations reports, quality certificates, etc.

Forwarders, agents, and stevedoring companies can submit and receive electronic documents through a Single Window and exchange electronic documents among themselves and the authorities, thus saving time, costs and ensuring more efficient port operations.

KIPIS provides functionalities for the customs services and other authorities to receive advance notifications and documents for risk assessment, real-time statistical information on the freights and goods in the port.  The features provided by the PCS help to control the port operations in a simpler and easier manner and render better quality public services.

Information updated 2020-11-20
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