Optimisation of the Cargo Documentation Process at PT Adhigana Paraduta Mulya, Belitung Branch

Optimalisasi Proses Pengurusan Dokumen Muatan Di PT. Adhigana Paraduta Mulya Cabang Belitung

Abstract

Cargo documentation is one of the most important aspects of the operations of a shipping agency, because the accuracy and timeliness of documents such as the bill of lading, cargo manifest, shipping instruction, and notice of readiness affect the smooth flow of cargo, the turnaround of ships, and compliance with port and customs regulations. This study aims to describe the cargo documentation process at PT Adhigana Paraduta Mulya, Belitung branch, which serves tankers calling at Belitung, to identify the obstacles encountered, and to propose measures to optimise the process. A qualitative descriptive case study design was used, with data collected through direct observation, interviews with the company’s operational staff, port authority officers, and cargo owners, and document analysis from August 2023 to February 2024. The data were analysed through data reduction, data display, and conclusion drawing, with triangulation of sources. The results show that the documentation process comprises the receipt of cargo data from the shipper, the preparation and verification of documents, their submission to the Harbour Master, customs, and the port authority, and their distribution to the parties concerned. The main obstacles were errors in the cargo quantities calculated by surveyors, which caused discrepancies between the manifest and the bill of lading; data entry errors in bills of lading; delays in document processing caused by long queues, complex administrative requirements, and poor coordination, which led to the issuance of letters of protest and exposure to demurrage; and the lack of hardware and integrated digital systems, so that much of the work was still done manually. The implementation of a digital document management system integrated with Inaportnet, regular training of operational staff, stricter standard operating procedures with internal checks, and closer coordination with surveyors, shippers, and the authorities are proposed to optimise the process.