Security Management and Management

¶ … Port Facilities Manager

Ports have historically played an instrumental role in driving the global economy by facilitating the movement of people and cargo from one part of the globe to another. Due to their phenomenal influence on the global economy, ports must be effectively managed. This is particularly true in terms of their facilities, equipment, and infrastructure. The port facilities manager is tasked with the responsibility of supporting the port in carrying out its day-to-day operations. Their work particularly involves managing and maintaining port facilities, equipment, and infrastructure; supervising and managing port personnel; and supporting the security management function in ensuring the safety of cargo, tenants, and port personnel. The port facilities manager is also involved in liaising with and engaging port users, assisting in the preparation of port facilities budgets, ensuring adherence to the relevant regulatory requirements, as well as coordinating special events held at the port. These roles clearly indicate the critical position occupied by the port facilities manager within the organisational structure of the port. Effectiveness in executing the function is integral to improving the efficiency and productivity of the port. Overall, the port facilities manager is a crucial pivot instrumental in assuring a port's competitive advantage.

Introduction

Ports play an instrumental role in driving the global economy. They facilitate the movement of people and cargo across continents, countries and cities. Ports are actually described as the pillars of international trade, economy, and transport.[footnoteRef:1] In addition to facilitating commercial activities, ports are also utilised for military and security operations.[footnoteRef:2] Owing to the critical nature of activities they handle, ports must be managed properly. One of the individuals tasked with the responsibility of ensuring port operations run smoothly is the facilities manager. They support commercial activity by ensuring port infrastructure and facilities are efficiently utilised and properly maintained all the time.[footnoteRef:3] The work of the port facilities manager also encompasses managing facilities personnel, liaising with tenants and customers, as well as protecting cargo. This paper explores the work of the port facilities manager. First, a description of the function of port facilities management is provided. Attention is then paid to the particular roles of the port facilities manager. [1: Maria Burns, Port management and operations (Bora Raton: CRC Press, 2015), xiii.] [2: Kenneth Christopher, Port security management (Boca Raton: CRC Press, 2015), 27.] [3: Patrick Alderton, Port management and operations (London: Informa, 2008).]

Defining Port Facilities Management

Facility management in general relates to the development and maintenance of the built environment within an organisation with the aim of supporting the core activities of the organisation and improving its effectiveness and efficiency.[footnoteRef:4] Within the context of ports, facility management is essentially concerned with developing, maintaining and maximising the utility of the various equipment and infrastructure within the port, including buildings, vehicles and machines.[footnoteRef:5] The aim is to put the port in a better position to carry out its day-to-day operations, which primarily involve facilitating imports and exports. In an increasingly competitive marine transport environment, ports cannot afford to exhibit any sign of inefficiency.[footnoteRef:6] Laxity in port operations may readily result in the loss of customers, who in an attempt to optimise supply chain costs are increasingly looking for competitive, efficient ports in terms of economies of scale, berth utilisation, cargo fees, speediness of cargo handling, security, technological equipment, and so on. To gain a competitive edge in such an environment, port personnel must work efficiently around the clock. The port facilities management function is one of the most crucial functions in creating and maintaining this competitive advantage. [4: David Cotts, Kathy Roper and Richard Payant, The facility management handbook (New York: AMACOM, 2010), 3.] [5: Alan Branch, Elements of port operation and management (New York: Chapman and Hall, 1986), 177-185.] [6: Khalid Bichou, Port operations, planning and logistics (New York: Informa Law, 2013), 205.]

Role of the Port Facilities Manager

Management and Maintenance of Port Facilities and Infrastructure

Ports usually have a wide variety of facilities and equipment for carrying out and handling day-to-day operations. These implements include loaders, towing vehicles, cranes, cargo sheds, container terminals, container yards, pipelines, storage tanks, as well as vessels such as ferries and passenger cruise ships. Other facilities include buildings, warehouses, anchorages, berths, quays, wharves, as well as water and sewer service systems. These facilities are instrumental to the everyday operations of the port.[footnoteRef:7] The work of the port facilities manager in this regard is to ensure effective management and ease in utilisation of the facilities. This role entails various processes such as capacity management, arranging equipment, berth scheduling, as well as supervising cargo movement and storage activities. [7: J. Sciortino, Fishing harbour planning, construction and management (Rome: Food and Agriculture Organisation of the United Nations, 2010), 29.]

The port facilities manager also has an important role in ensuring port facilities are constantly kept in good condition.[footnoteRef:8] This is achieved by planning and scheduling maintenance activities for port facilities and infrastructure as well as supervising maintenance staff and the execution of the activities. The work of the port facilities manager further stretches to proposing, planning, implementing, and supervising the installation of new facilities, equipment, and infrastructure. This may include machines, vehicles, building management systems, security systems, and buildings. [8: Maria Burns, Port management and operations (Bora Raton: CRC Press, 2015), 119.]

Proper maintenance of port facilities and infrastructure ensures continuity in port operations without which port operations may come to a halt.[footnoteRef:9] For instance, unnecessary mechanical problems in cranes, loaders, or towing vehicles may cause delays in the loading and movement of cargo, which may eventually affect clearing and forwarding processes. As a result, cargoes may not reach their intended destinations on time, which may cause negative consequences on individuals and organisations such as delivery delays and loss of customers. Poor maintenance of port facilities may also result in accidents, which may cause injuries and even death on port personnel, as some of the equipment used is bulky and heavy. Such accidents may result from events such as the collapse of containers, collisions between vehicles, crane crashes, as well as fires and explosions. One of the factors responsible for these events is poor maintenance and scheduling of port facilities. It is generally the role of the port facilities manager to prevent these events by ensuring proper maintenance and upkeep of port facilities. [9: J. Sciortino, Fishing harbour planning, construction and management (Rome: Food and Agriculture Organisation of the United Nations, 2010), 29.]

Essentially, the management and maintenance of port facilities is integral to ensuring effective and efficient port operations. Effectiveness and efficiency are actually two important measures of port productivity and performance.[footnoteRef:10] With the right and properly functioning equipment and facilities, a port is better placed to facilitate import and export operations in an efficient and cost-effective manner. This means that optimal management and maintenance of port facilities significantly influences port economics. It also means that the port facilities manager plays a vital role in optimising the performance of the port. [10: Khalid Bichou, Port operations, planning and logistics (New York: Informa Law, 2013), 161-165.]

Managing Port Facilities Personnel

The port facilities manager is also involved in managing port personnel, who work around the clock to ensure smooth running of import and export activities.[footnoteRef:11] Port facilities personnel are particularly involved in tasks such as operating machines and equipment, maintenance work, loading and unloading cargo, warehousing, as well as store and ground-cleaning. The work of the port facilities manager in this regard specifically relates to preparing tasks and work schedules, assigning tasks, supervising maintenance staff, ensuring personnel health and safety, as well as conducting personnel training and evaluation. These processes are particularly vital for effective port operations. [11: Patrick Alderton, Port management and operations (London: Informa, 2008).]

Work at the port, especially work relating to facilities and equipment, requires aptly qualified and competent individuals. It requires individuals who can properly handle machines and equipment and effectively follow instructions. In addition, owing to its demanding nature, port work calls for individuals who can readily absorb work pressure, manage time effectively, communicate appropriately, and individuals with a great deal of flexibility.[footnoteRef:12] It is the work of the port facilities manager to ensure all personnel working with the various facilities, machines, and equipment at the port possess the necessary skills, training and capabilities to do the work. Failure to do so can have detrimental consequences on the operations of the port. For instance, incompetent equipment operators may result in poor cargo handling, slow loading and movement of cargo, accidents, and other consequences that may derail activities at the port to the disappointment of customers and tenants. Ongoing training is usually a valuable strategy for enhancing personnel capacity.[footnoteRef:13] [12: Institute of Marine Engineering, Science & Technology (IMarEST). Working in ports. IMarEST, n.d. Accessed 21 September 2016. http://www.imarest.org/membership/education-careers/careers-in-the- marine-profession/how-about-working-in-ports] [13: Khalid Bichou, Port operations, planning and logistics (New York: Informa Law, 2013), 319-320.]

Ensuring worker health and safety is also important for ensuring workers execute their duties effectively. The port facilities manager usually has an important role to play in this regard given that port facilities present significant health and safety risks to port workers. The risks stem from factors such as falling or moving objects, manual handling, falls and slides, maintenance work, plant and equipment operations, and construction work.[footnoteRef:14] Other sources of health and safety risk include hazardous materials, dangerous cargo, dust, lighting, noise, and weather. The port facilities manager plays a crucial role in assisting in the identification of these risks, development and implementation of measures to mitigate or minimise them, as well as planning and conducting health and safety awareness and training programs for port workers. Essentially, the port facilities manager must ensure all places of working are safe, and that every port worker is trained to execute their duties in a safe environment and through well-designed, safe procedures. [14: Health and Safety Authority (HSA). Code of practice for health and safety in dock work. HSA, n.d. Accessed 21 September 2016. http://www.hsa.ie/eng/Publications_and_Forms/Publications/Docks_and_Ports/Code_ of_Practice_for_Health_and_Safety_in_Dock_Work.pdf]

Supporting the Port Security Manager

Port operations are usually complex owing to the multifarious activities and the volume of work involved. They present significant security challenges, which if not properly handled may hamper port operations and, most importantly, damage the reputation of the port. Common security challenges in ports involve cargo theft, vandalism, container loading and unloading, container logistics, dock workers, workplace violence, restricted areas, as well as drug smuggling and terrorism.[footnoteRef:15] Routine and rigorous surveillance and scanning of vessels, cargo and port workers is imperative to ensure the safety of cargo, property and everyone at the port. A set of domestic and international codes and legislations has actually been put in place to guarantee port security, notably the 2004 International Ship and Port Facility Security Code (ISPS) and the 2006 United States Security and Accountability for Every Port Act.[footnoteRef:16] [15: Kenneth Christopher, Port security management (Boca Raton: CRC Press, 2015), 58-69.] [16: Ibid, 39-41.]

Though ports ordinarily have a fully-fledged security management function, the port facilities manager plays a crucial role in supporting the function. They achieve this by assisting in the planning, implementation, enforcement and monitoring of facility security measures. This may include surveillance cameras, scanning equipment, and controlled access to restricted areas. The role of the port facilities managers with regard to security management also entails alerting the security manager of any security incident as well as preventing vandalism and the theft of cargo.

In essence, port security is an issue that needs close attention owing the significant implications it may have on a port. Poor port security may result in not only the loss of cargo and property, but also injuries and the loss of stakeholder confidence. Loss of stakeholder confidence may particularly be detrimental to the operations of the port as it may lead to reduced usage of the port, and, ultimately, loss of revenue. Therefore, being the person in charge of port facilities, the port facilities manager must work closely with the security management function to ensure security all the time.

Liaising with and Engaging Port Users

Ports are used by wide variety of stakeholders. These include customers, tenants, clearing and forward agencies, cargo handling companies, importers, exporters, and government agencies. Quite frequently, if not all the time, issues affecting these entities are bound to arise. These issues may relate to missing or misplaced cargo, cargo storage, facility use, vessel berth assignments, as well as disputes between different stakeholders. The port facilities manager plays a pivotal role in resolving these issues. Their role also encompasses answering any queries port users may have relating to their cargo or the facilities of the port.

The port facilities manager is also involved in engaging port users to identify concerns that may lead to the improvement of port facilities. Considering port user perspectives has actually become important in port improvement processes, especially in the U.S. and Canada.[footnoteRef:17] Port authorities are increasingly relying on the perspectives of shipping firms, cargo owners, and other port users to enhance operational efficiency and port performance in general. This has particularly been achieved by expanding port capacity to increase the tonnage of cargo handled, berth occupancy, vessel turnaround time, the speed of cargo movement at the port, and other port performance benchmarks that deliver value to port users.[footnoteRef:18] By engaging port users, the port facilities manager can gain key insights into their concerns about the facilities and capacity of the port, which can in turn be shared with the management for purposes of improving capacity and efficiency. [17: Mary Brooks and Thanos Pallis. Considering the perspectives of port users. Port Technology, n.d. Accessed 21 September 2016. https://www.porttechnology.org/technical_papers/considering_the_perspectives_of_port_users] [18: Maria Burns, Port management and operations (Bora Raton: CRC Press, 2015), 28-29.]

Assisting in Facilities Budget Preparation

Owing to the complexity and multiplicity of port facilities, the amount of resources required to keep the facilities in operation is quite large. The port business is actually a capital intensive undertaking.[footnoteRef:19] Developing, acquiring and maintaining cranes, automobiles, waterways, warehouses, real estate, harbours, berths, and other facilities necessary for supporting the port in its core activities definitely require a huge amount of financial resources. Essentially, facilities development and maintenance constitutes a significant proportion of the overall port budget. Accordingly, the port facilities manager is involved in ensuring adequate budgetary allocations are made to port facilities operations. Their role in this regard particularly entails assisting in the preparation of budgets and scheduling of expenditures associated with port facilities as well as proposing, planning, and executing capital improvements for port facilities. The port facilities manager is also involved in the procurement of materials and services for maintaining existing facilities and establishing new facilities. By taking part in the planning, development, and maintenance of the port's assets, the facilities manager evidently occupies a significant position in the port's organisational structure. [19: Khalid Bichou, Port operations, planning and logistics (New York: Informa Law, 2013), 41.]