Maritime Arrivals and Report System - Finance and Business Support Learning Forum August 2017 Tom Watson Conveyances and Ports Section – Compliance Division

What is MARS MARS is an online portal for commercial vessel masters and shipping agencies to submit reporting required of international vessels seeking Australian biosecurity clearance. MARS is an online system for use by vessel masters and agents, department officers, and other government agencies. The MARS project however was a fundamental reform of policy and process to align the business with the strategic direction of the pathway. MARS was fully implemented on 2 December 2016 across all ports in Australia, following a comprehensive design, build and testing phase. MARS allows vessel masters and agents to submit all of their pre-arrival documentation and request services such as waste discharge. It provides a system for officers to manage the vessels in their port, schedule inspections and complete the inspection form. All directions are issued from the system including two certificates. The Ship Sanitation Certificate required by the International Health Regulations, and an Asian Gypsy Moth Freedom Certificate. Agents can see all uninvoiced and invoiced charges, as well as request a new invoice. April 2017 2 Department of Agriculture and Water Resources

Biosecurity Status Document The BSD is a key innovation in the way we interact with vessels. It provides a Single source of information Based on voyage Auto generated Version Controlled Traffic light cues Known as the ‘traffic light’ document it has helped us cut through the swathe of emails the master receives, contains the most recent instructions and combines formal directions with advice for the vessel. April 2017 3 Department of Agriculture and Water Resources

Vessel Compliance Scheme MARS has enabled the introduction of a more advanced compliance regime. The VCS aims to provide greater transparency of what biosecurity officers are looking for. Makes clear the consequence of non-compliance with Australia’s biosecurity obligations. Lays the groundwork for new compliance initiatives and providing evidence to support formal proceedings.. The other key innovation in MARS is the introduction of a more refined compliance regime. Arising from a conversation between Sanjay Boothalingam and myself about how demerits drive compliance, the VCS was developed as a way to move the industry to informed compliance. There is very little deliberate evasion from our requirements in the vessel pathway, however a large amount of anecdotal evidence points to non-compliance due to be unaware of our requirements. For me, the VCS enables significant data capabilities to analyse trends in demerits and target education campaigns. For vessels that display repeated acts of non-compliance the VCS enables the department to undertake formal enforcement proceedings based on the trend of non-compliance. April 2017 4 Department of Agriculture and Water Resources

Biosecurity Management of Vessels 17, 000 commercial vessel arrivals at over 70 ports requiring 100 officers to inspect All vessels must report pre-arrival and the majority will be scheduled for inspection. Limited internet connectivity on board. Vessel masters and officers must speak English but with differing degrees of comprehension. Vessels are under tight time restrictions in port. There are multiple organisations requiring the Master’s attention in port. Over $220 Billion of Australia’s exports and $180 Billion of imports are by sea. In the next 20 years, sea trade is expected to double. Our officers are required to work in a highly demanding environment. Vessels are the ‘home’ for these sailors, a vessel inspection can occur over 6 floors with 6000 steps. Vessel masters have multiple agencies competing for their attention in port (Customs, AMSA, port authorities, loading agents), speak varying degrees of English, and are under significant cost pressures. Internet connectivity on-board is severely limited and can make it difficult to interact with an online system. This meant that agents became a critical part to communicate our requirements.

What is innovative about MARS? The questions we asked…. Took the approach of fundamental process and policy reform. Kept asking “Why should it be so?” What do we need to do to support our officers? No sacred cows. Alignment of project to strategic objectives A control mapping exercise and strategic outlook identified where needed to go. Clear and consistent stakeholder expectations Following an extensive stakeholder consultation process the MARS project developed clear expectations for each user group which guided decisions throughout the project.

Paperless Efficient Transparent Biosecurity Management of Vessels Vessel Masters, Shipping Agents, Biosecurity Officers MARS is designed for use by international vessel masters and shipping agents to meet arrival reporting requirements and for the department to manage the biosecurity clearance of vessels arriving from overseas. Users Commercial Vessels Cruise, General Cargo, Barges, Break bulk, Heavy lift, Tugs, Tankers, Livestock carriers, Container, Ro-Ro's, Government/Military, Fishing NB: Does not include non-commercial movements (ie. Yachts) Scope Paperless Efficient Transparent Improved interface for users to facilitate accurate reporting Automated financial processes to improve invoicing Comprehensive recording of data for better targeting of high risks Reduction in unnecessary intervention for compliant entities Increased efficiencies in recording and advising assessment and inspection outcomes Intention April 2017 8 Department of Agriculture and Water Resources

LIFE ON EARTH LIFE ON MARS Benefits   MARS introduces an end to end paperless environment and reduction in paperwork. Previously, biosecurity clearance activities would generate 9 forms issued in paper and/or email traffic for agencies/masters. This has now been reduced to 3 types of notifications, all issued electronically. We will talk more about this later in the presentation. MARS has introduced a number of firsts for government and industry. The system delivers improved productivity by over 60 percent for DAWR staff, enhanced risk assessments of incoming vessels reducing manual assessment tasks with a modernised approach and more efficient vessel clearance processes. Access to all relevant risk information for resource allocation and inspections for DAWR inspectors– Traffic lights, risk scores, AMSA and DIBP feeds/interface. Less reliance on multiple sources of information, for example: port authority websites, faxes, phone calls, emails from agencies, internal emails from MNCC on risk, maintenance of large volumes of paperwork, whiteboards. No delays in finalising inspection outcomes, no requirement to return to office to record data and send information to the Master/agency. The VCS provides greater transparency of Australia’s biosecurity requirements aimed at facilitating compliance by our clients and stakeholders Data analysis indicates that there is a 7% increase in documentary assessments. Whilst it may be too early to fully attribute this to the VCS and these figures are always impacted by seasonal factors, it could be fair to assume that some of this increase is that more vessels types are now qualifying for the VCS ie. Cruise vessels. As a result of the efficiencies of MARS and the transparency of the VCS to enable greater compliance, the total regulatory impact estimates a $6.6 million p/a saving for industry. MARS has received a number of accolades from industry for its development and implementation, and significant collaborative approach with industry bodies, ports and vessel masters and other government agencies. Refer to brochure for direct quotes from industry. April 2017 9 Department of Agriculture and Water Resources

Support Department of Agriculture & Water Resources Website MARS and What it Means for You (Shipping Agencies and Masters) Vessel Compliance Scheme Poster (List of demerit actions) MARS Quick Reference Guides (Tailored to different users) Biosecurity Clearance of Vessels and MARS online eLearning (overview)   There are a range of support tools available to help industry comply with Australia’s biosecurity requirements: For more information about these support tools, refer to the department’s website. For more information about MARS and the VCS, contact the Maritime National Coordination Centre (MNCC), or your local biosecurity officer. Demonstration (using UAT) April 2017 10 Department of Agriculture and Water Resources