Circular No. 4204/Add.17 – Preparing for post-COVID-19 operations: considerations and practicalities for port community systems, single window, and other electronic exchange platforms.
INTERNATIONAL MARITIME ORGANIZATION
4 ALBERT EMBANKMENT, LONDON SE1 7SR
Telephone: +44(0)20 7735 7611 | Facsimil: +44(0)20 7587 3210
Subject: Coronavirus (COVID-19) – Preparing for post-COVID-19 operations: considerations and practicalities for port community systems, single window, and other electronic exchange platforms
Throughout the COVID-19 crisis, port community systems, single window, and other electronic exchange platforms have been fundamental elements of the digital infrastructure of supply chains. The Secretary-General has received guidance developed by the International Port Community Systems Association (IPCSA) with the aim of identifying key points for the recovery planning and normalization of their operations.
ANNEX: PREPARING FOR POST-COVID-19 OPERATIONS
Impacts and lessons learned
- Lower resistance: Facilitated transition to new digital working methods.
- Maximum priority: Digitalization projects are now an absolute priority.
- Government support: Increased support for digitalizing administrative processes.
- Productivity: Remote work has proven to be productive for staff.
- Continuity: Remote operation of systems (PCS, SW) is vital for operational continuity.
- Communication tools: Videoconferencing and online meetings have effectively replaced face-to-face meetings.
Key points for the post-COVID-19 environment
- Rationalize: Identify key aspects and personnel to normalize activities.
- Examine: Record operational changes and continuously adapt procedures.
- Review: Integrate lessons learned (e.g., working from home) into internal governance structures.
- Plan: Establish meeting procedures and backup solutions.
- People: Address the health and social requirements of personnel; ensure backup staff are available.
- Processes: Strengthen authentication and cyber protection in response to the increase in external access.
- Connectivity: Integrate supply chains beyond the port area.
- Trust: Foster a collaborative culture within the community.
- Testing: Execute realistic simulations of hypothetical crisis scenarios.
- Communication: Inform the community about crisis management and the continuity of the flow of goods.
- Support: Offer training in digital tools for users and employees.
Cycle representation: Work drives processes; processes drive technology; technology facilitates work.
Fundamental principles
- Technologically neutral: Use of open-access IT standards to facilitate adaptation to new technologies.
- International standards: Application of data reference models to simplify exchange.
