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Transport, aviation & maritime / APPLICATION BLUEPRINT

Port Vessel Calls & Service Coordination

Coordinate port-call requests, approved berth service plans, provider readiness, completion records and charge reconciliation.

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12 workspace menus · 12 business workflows · 5 role profiles

Application blueprint only. This is a proposed design, not a deployed or production-tested system. Screens and sample figures are illustrative; workflows, business rules, approvals, permissions and integrations require confirmation before build.

Designed for Port vessel call coordinators

Port Vessel Calls & Service Coordination workspace interface preview; illustrative records and figures.
Port Vessel Calls & Service Coordination — operational workspaceIllustrative interface · Sample dataView full interface →

Explore an illustrative interface.

Illustrative workspace and record review. Select a concept screen to inspect it in full.

Port Vessel Calls & Service Coordination workspace interface preview; illustrative records and figures.
Port Vessel Calls & Service Coordination — operational workspaceIllustrative interface · Sample dataView full interface →
Port Vessel Calls & Service Coordination record interface preview; illustrative records and figures.
Port Vessel Calls & Service Coordination — record and workflow reviewIllustrative interface · Sample dataView full interface →

Operational dashboards and work queues.

Operational views

Review work, evidence, exceptions and authorised decisions within a defined operating scope.

Terminal / service operatorPeriodAssigned teamReview state

Dashboard measures

  • Active service movements
    Count of all records in the selected workspace.
  • Review queue
    Records at the third stage of the business workflow.
  • Needs attention
    Records with an assigned review requirement.
  • Final-stage records
    Records in the fourth business workflow stage.

Business workflow and operating scope

Coordinate port-call requests, approved berth service plans, provider readiness, completion records and charge reconciliation. A vessel call brings several service providers together around a plan whose assumptions can change. The system keeps the approved plan, readiness confirmations and outstanding service issues visible, connecting completed services to their administrative and charging records.

Operations

Operational overview

Review the work position and priority actions.

Port-call request intake

Coordinate port-call request intake with assigned responsibilities, linked records and review history.

Berth service plans

Coordinate berth service plans with assigned responsibilities, linked records and review history.

Agent communications

Coordinate agent communications with assigned responsibilities, linked records and review history.

Provider readiness

Coordinate provider readiness with assigned responsibilities, linked records and review history.

Service exceptions

Coordinate service exceptions with assigned responsibilities, linked records and review history.

Completion evidence

Coordinate completion evidence with assigned responsibilities, linked records and review history.

Charge reconciliation

Coordinate charge reconciliation with assigned responsibilities, linked records and review history.

Insights

Reports and saved views

Review the reporting scope and export agreed operational views.

Governance

Approvals and exceptions

Review delegated decisions, exceptions and recorded conditions.

Audit history

Trace accepted changes, decisions and accountable actions.

Access and configuration

Manage the agreed role permissions and configurable operating rules.

The end-to-end business journey.

From intake to authorised completion, with evidence at each decision.

01

Receive the port call

Receive port call request.

02

Coordinate the service plan

Coordinate approved berth service plan.

03

Confirm readiness

Confirm provider readiness.

04

Reconcile completed services

Reconcile completed services and charges.

Business workflows

Select a workflow to review the steps, responsibilities, approval and exception handling.

01 · Coordinate port-call request intake

Coordinate port-call request intake within Port Vessel Call and Berth Service Coordination.

Trigger
Port-call request intake requires a new record, an agreed review or a controlled change.

Responsible role
Port-call coordinator

  • Register port-call request intake and its operating scope
  • Assign the accountable owner and required actions
  • Review the relevant evidence and unresolved conditions
  • Confirm the accepted outcome and retain its history

Approval
Authorised port reviewer records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Required information or responsibility is missing, or an operating condition changes.

Outcome
A completed operating record with its linked evidence and remaining obligations.

02 · Coordinate berth service plans

Coordinate berth service plans within Port Vessel Call and Berth Service Coordination.

Trigger
Berth service plans requires a new record, an agreed review or a controlled change.

Responsible role
Port-call coordinator

  • Register berth service plans and its operating scope
  • Compare options, dependencies and operating constraints
  • Review the selected option with its accountable owners
  • Accept the plan and track its delivery conditions

Approval
Authorised port reviewer records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
An assumption changes, prerequisites are missing or stakeholders cannot accept the proposed commitment.

Outcome
An approved operating plan and owned actions for its accepted conditions.

03 · Coordinate agent communications

Coordinate agent communications within Port Vessel Call and Berth Service Coordination.

Trigger
Agent communications requires a new record, an agreed review or a controlled change.

Responsible role
Port-call coordinator

  • Register agent communications and its operating scope
  • Coordinate the required specialist and business review
  • Accept the release version and permitted recipients
  • Record distribution, acknowledgement and later revisions

Approval
Authorised port reviewer records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Content conflicts, missing review or a changed recipient permission prevents release.

Outcome
An accepted content version with distribution and revision history.

04 · Coordinate provider readiness

Coordinate provider readiness within Port Vessel Call and Berth Service Coordination.

Trigger
Provider readiness requires a new record, an agreed review or a controlled change.

Responsible role
Service provider

  • Register provider readiness and its operating scope
  • Collect the linked records and qualified evidence
  • Assign the responsible reviewer and record findings
  • Accept the outcome or assign corrective follow-up

Approval
Authorised port reviewer records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Evidence is incomplete, disputed, expired or outside the reviewer’s authority.

Outcome
A review finding, its accepted evidence and any accountable corrective actions.

05 · Coordinate service exceptions

Coordinate service exceptions within Port Vessel Call and Berth Service Coordination.

Trigger
Service exceptions requires a new record, an agreed review or a controlled change.

Responsible role
Port-call coordinator

  • Register service exceptions and its operating scope
  • Gather the relevant evidence and review options
  • Route the case to the delegated decision owner
  • Record the outcome, conditions and follow-up obligations

Approval
Authorised port reviewer records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
The case exceeds delegation, contains a conflict or has disputed evidence.

Outcome
An authorised decision or escalation with accountable resolution actions.

06 · Coordinate completion evidence

Coordinate completion evidence within Port Vessel Call and Berth Service Coordination.

Trigger
Completion evidence requires a new record, an agreed review or a controlled change.

Responsible role
Service provider

  • Register completion evidence and its operating scope
  • Collect the linked records and qualified evidence
  • Assign the responsible reviewer and record findings
  • Accept the outcome or assign corrective follow-up

Approval
Authorised port reviewer records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Evidence is incomplete, disputed, expired or outside the reviewer’s authority.

Outcome
A review finding, its accepted evidence and any accountable corrective actions.

07 · Coordinate charge reconciliation

Coordinate charge reconciliation within Port Vessel Call and Berth Service Coordination.

Trigger
Charge reconciliation requires a new record, an agreed review or a controlled change.

Responsible role
Service provider

  • Register charge reconciliation and its operating scope
  • Compare amounts, attribution and accepted conditions
  • Route differences to the accountable finance reviewer
  • Record authorised adjustments and the accepted position

Approval
Authorised port reviewer records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Amounts, ownership or allocation evidence do not agree.

Outcome
A reconciled position, approved adjustments and separately owned outstanding items.

08 · Register the operating requirement

Coordinate operating requirement within Port Vessel Call and Berth Service Coordination.

Trigger
Operating requirement requires a new record, an agreed review or a controlled change.

Responsible role
Port-call coordinator

  • Register operating requirement and its operating scope
  • Compare options, dependencies and operating constraints
  • Review the selected option with its accountable owners
  • Accept the plan and track its delivery conditions

Approval
Authorised port reviewer records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
An assumption changes, prerequisites are missing or stakeholders cannot accept the proposed commitment.

Outcome
An approved operating plan and owned actions for its accepted conditions.

09 · Resolve operating exceptions

Coordinate operating exceptions within Port Vessel Call and Berth Service Coordination.

Trigger
Operating exceptions requires a new record, an agreed review or a controlled change.

Responsible role
Port-call coordinator

  • Register operating exceptions and its operating scope
  • Gather the relevant evidence and review options
  • Route the case to the delegated decision owner
  • Record the outcome, conditions and follow-up obligations

Approval
Authorised port reviewer records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
The case exceeds delegation, contains a conflict or has disputed evidence.

Outcome
An authorised decision or escalation with accountable resolution actions.

10 · Verify completion and follow-up

Coordinate completion and follow-up within Port Vessel Call and Berth Service Coordination.

Trigger
Completion and follow-up requires a new record, an agreed review or a controlled change.

Responsible role
Service provider

  • Register completion and follow-up and its operating scope
  • Collect the linked records and qualified evidence
  • Assign the responsible reviewer and record findings
  • Accept the outcome or assign corrective follow-up

Approval
Authorised port reviewer records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Evidence is incomplete, disputed, expired or outside the reviewer’s authority.

Outcome
A review finding, its accepted evidence and any accountable corrective actions.

11 · Review controlled operating changes

Coordinate controlled operating changes within Port Vessel Call and Berth Service Coordination.

Trigger
Controlled operating changes requires a new record, an agreed review or a controlled change.

Responsible role
Service provider

  • Register controlled operating changes and its operating scope
  • Collect the linked records and qualified evidence
  • Assign the responsible reviewer and record findings
  • Accept the outcome or assign corrective follow-up

Approval
Authorised port reviewer records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Evidence is incomplete, disputed, expired or outside the reviewer’s authority.

Outcome
A review finding, its accepted evidence and any accountable corrective actions.

12 · Prepare scoped operational reports

Coordinate scoped operational reports within Port Vessel Call and Berth Service Coordination.

Trigger
Scoped operational reports requires a new record, an agreed review or a controlled change.

Responsible role
Port-call coordinator

  • Register scoped operational reports and its operating scope
  • Assign the accountable owner and required actions
  • Review the relevant evidence and unresolved conditions
  • Confirm the accepted outcome and retain its history

Approval
Authorised port reviewer records the decision when the action changes an accepted commitment or requires delegated authority.

Exception handling
Required information or responsibility is missing, or an operating condition changes.

Outcome
A completed operating record with its linked evidence and remaining obligations.

Governance and control

  • Schedules must use approved resources, calendars and constraints.
  • Conflicts and capacity breaches must be visible before release.
  • Released plans require controlled change and reason capture.
  • Critical exceptions require accountable approval.
  • Actual execution must reconcile back to the released plan.
Operating rules by business workflow
  • For port-call request intake, the record retains an accountable owner, its supporting evidence and accepted outcome.
  • For berth service plans, the accepted plan records assumptions, rejected alternatives, dependencies and conditions.
  • For agent communications, the released version and authorised audience remain traceable to the accepted review.
  • For provider readiness, evidence, reviewer authority and acceptance conditions are visible before a reviewed outcome is accepted.
  • For service exceptions, a decision retains its authority, reason, supporting evidence and resulting obligations.
  • For completion evidence, evidence, reviewer authority and acceptance conditions are visible before a reviewed outcome is accepted.
  • For charge reconciliation, adjustments require source evidence, a recorded reason and authorised financial review.
  • For operating requirement, the accepted plan records assumptions, rejected alternatives, dependencies and conditions.
  • For operating exceptions, a decision retains its authority, reason, supporting evidence and resulting obligations.
  • For completion and follow-up, evidence, reviewer authority and acceptance conditions are visible before a reviewed outcome is accepted.
  • For controlled operating changes, evidence, reviewer authority and acceptance conditions are visible before a reviewed outcome is accepted.
  • For scoped operational reports, the record retains an accountable owner, its supporting evidence and accepted outcome.

Data, interfaces and operating requirements.

Core records

Demand / requestResourceCapacityPlanScheduleTask / work orderExceptionActual completion
Record fields and linked information
  • Record identifier — Stable reference for the operating transaction.
  • Terminal / service operator — Business scope used for responsibility and reporting.
  • Operating subject — The request, commitment or work item being handled.
  • Accountable owner — Named responsibility for the next action.
  • Workflow stage — Current position in the agreed business journey.
  • Review requirement — Required review and outstanding decision.
  • Due or review date — Agreed action window or review trigger.
  • Linked evidence — Source records supporting the operating decision.
  • Decision authority — The delegated authority relevant to the accepted outcome.
  • Accepted outcome — Recorded decision and its business consequences.
  • Follow-up obligation — Remaining responsibilities after an accepted action.
  • Revision history — Trace of accepted changes and their evidence.
  • Port-call request intake reference — Link the relevant port-call request intake to the operating transaction and its decision evidence.
  • Berth service plans reference — Link the relevant berth service plans to the operating transaction and its decision evidence.
  • Agent communications reference — Link the relevant agent communications to the operating transaction and its decision evidence.
  • Provider readiness reference — Link the relevant provider readiness to the operating transaction and its decision evidence.
  • Service exceptions reference — Link the relevant service exceptions to the operating transaction and its decision evidence.

Systems and interfaces

  • Port community systems
  • Shipping-agent interfaces
  • Approved berth and service records

Interface scope, data mapping and testing are agreed for each engagement.

Implementation requirements
Port community systems, approved berth plans, shipping agent interfaces and harbour authority procedures require operator validation without navigation control.

Mobile and tablet access

Provide authorised service teams with readiness and completion acknowledgements on mobile views.

Access approved workflows through the Dalfin mobile app. Device tasks and permissions are confirmed for the deployment.

Apple App Store ↗Google Play ↗

AI extensions

Core workflows and approval rules are defined with your business owners. Operational AI can be assessed separately against a specific business outcome and review requirements.

AI extensions are scoped around the required data, business outcome and review controls.

Engineered with Genesis.

Structured application engineering

Connect requirements, roles, records, workflows and interfaces through the agreed Genesis engineering process.

Controlled changes

Review dependency impact and validation requirements. Context Memory supports governed changes and accepted application revisions.

Deployment and support

Agree customer cloud or on-premises requirements, device access, implementation acceptance and ongoing engineering support.

AN EXAMPLE OPERATING SCENARIO

What to validate in a scoped demonstration.

A port call is registered with an approved service plan. A provider reports a readiness exception, the coordinator records the approved adjustment and completion evidence is collected. The final service and charging records are reconciled without controlling vessel navigation.

What to review

  • A saved end-to-end transaction
  • An exception and its authorised resolution
  • Different operator, approver and reviewer permissions
  • Final records, history and the relevant report
Discuss this solution

Questions before implementation.

How is this system adapted to our organisation?

Roles, approval authority, business rules, records and reporting are configured around your operating model. Scope definition connects the required business outcome to workflows, interfaces and acceptance criteria.

How are approvals and responsibilities defined?

Operators, reviewers and authorised decision makers have defined responsibilities. Approval limits, exception handling and access permissions are agreed with your business owners and tested against the selected workflows.

Can it connect with our existing systems?

Interface requirements cover your existing business systems, data ownership, mapping and authentication. Connection design and testing form part of the agreed implementation scope.

What will we review in a solution walkthrough?

Start with a relevant business transaction, then review its approvals, an exception, role permissions and final records. Discuss the integrations, reporting and operating requirements that matter to your organisation.