Venice Port Authority: KPIs Monitoring
Until now, Venice Port data remained in the area where they were collected. This procedure is being changed in these days as the importance of having a clear overview of the port as a whole is becoming more compelling.
In order to create a common framework of analysis, VPA has settled up a working group composed by representatives of the five organization main areas:
Port Labour Area
Security and Monitoring Area
Strategic Planning and Development Area
Planning and Finance Area
Institutional Affairs and Management of State-held Land Area
From September to December 2013, the coordinator of this work group attended the course “Fundamentals of KPIs for ports & terminals” organized by IBC Academy Distance Learning. The central aim of this course, which consisted of six modules, was to provide a comprehensive grounding in all aspects of KPIs for Ports & Terminals. These modules were the following:
Module 1: KPIs and Performance Management – from Key Issues to Strategy for Ports and Terminals
Module 2: Using a Balanced Scorecard to Organise KPIs, including Operations, Financial and Customer Perspectives
Module 3: Using Strategy Maps to Link KPIs for your Organisation
Module 4: Developing KPIs – Types of Target, Setting Objectives and Measurement
Module 5: KPIs for Planning and Performance Improvement – from
Module 6: Implementing KPIs Using the Balanced Scorecard, Strategy Map Approach and Monitoring Outcomes
At the end of each of these modules, the theme knowledge were tested and, at the end of the course, a certificate of completion was issued by IBC Academy.
Having achieved this knowledge, the working group was created to put in practice the studied concepts.
The main goal of this working group is to create a common level playfield where to move in terms of KPI analysis. As a matter of fact, all of these areas may have data that could interest other parts of the organization but that are not shared between them.
Three steps of implementation are planned in the current year (2014) for this pilot project:
1. The first one will run from January to March and aim to constitute a common and generic “knowledge matrix” where to find type and quantity of data possessed and requested. This matrix will be created through brainstorming sessions and face-to-face meetings. In this phase the member of the group will spread their goals and start to share the data in their control.
2. In the second phase, running from April to September, the main objective will be to collect those data and create a sort of data warehouse. Following this step, there will be the selection of a limited number of indicators deeply tied to the gathered data.
3. Finally, from October to December, the KPI created will be adopted by the interested areas and this adoption will be monitored and evaluated by the working group.
The creation of this common framework should then be divulged to the entire organization in order to share the obtained results and extend the implementation to other organization areas.
The ICT and Knowledge Management System development implementation is planned to follow the pilot project. At the moment, the port of Venice has adopted LogIS, its own web-based IT system. Its applications enable the management of all ship-related documents and are divided into modules. This system is a crucial tool for all those involved in the port community’s shipping, port and logistics activities, including the Harbourmaster’s Office, Shipping Agents, Freight Forwarders, Pilots and Terminal Operators. Part of LogIS is specifically dedicated to the port’s activities: for example, it enables the management of information on the companies working in the port, their workers, training, qualifications, roles in the company, and much more.