ECTA-CEFIC GUIDELINES FOR

STANDARDIZED CODING OF
TRANSPORT EVENTS
ECTA CODES ISSUE 3 (corrected version): April 2017
 DISCLAIMER
This document is intended for information only and sets out the elements of data structure and standard
coding for the reporting of transport events. The information, specifications, methods and
recommendations contained in these guidelines are provided in good faith and are believed to be
accurate and reliable, but may well be incomplete and/or not applicable to all conditions or situations
that may exist or occur.

No representation, guarantee or warranty is made as to accuracy, reliability or completeness of said

information, specifications, methods and recommendations or that the application or use of any of the
same will avoid hazards, accidents, loss, damage to property or injury to persons of any kind or that the
same will not infringe patents of others or give desired results. Readers are cautioned to satisfy
themselves as to the suitability of said information, specifications, methods and recommendations for
the purposes intended.

Wherever the Guidelines refer to a specific reporting system, it is understood that parties may, even if
this is not explicitly mentioned, also choose to rely on equivalent systems or to set up and to monitor
transport events in their own way. Nothing in the Guidelines shall be construed as restricting the parties’
ability to adopt another system or as a limitation to the quality and variety of services offered.

The Guidelines do not contain any restrictions on pricing or terms and conditions. No responsibility will
be assumed by the participating associations, Cefic and ECTA, in relation to the information contained
in these guidelines.

2 STANDARDIZED CODING OF TRANSPORT EVENTS

 TABlE of ConTEnTs

TABLE OF CONTENTS

Disclaimer 2

1. INTRODUCTION 4

2. OBJECTIVES 5

3. SCOPE OF THE STANDARD 6

4. STRUCTURE OF THE CODE STRING FOR TRANSPORT EVENTS 7

5. DESCRIPTION OF THE CODE CATEGORIES 8

5.1 What is the event linked to? 8

5.2 Under whose control did it happen? 9

5.3 Mode of transport 10

5.4 Order type 10

5.5 When did the event occur? 10

5.6 Customer complaint 11

5.7 Why did it occur? (apparent reason of the event) 12

6. CODING DATA SPECIFICATIONS 14

7. MEANS OF COMMUNICATION 14

7.1 With system-to-system connectivity/EDI 14

7.2 Via e mail of Excel file 15

7.3 Via standardized shipper’s internet web interface 15

ANNEX 1 Matrix of Code Categories 16

ANNEX 2 Illustration of a Possible Scenario for Using the ECTA Codes 18

ANNEX 3 Set of examples 21

TESTIMONIALS WORKING GROUP MEMBERS 22

CEFIC / ECTA GUIDELINES 3

 INTRODUCTION

1 INTRODUCTION
Many companies in the chemical industry are measuring the transport performance of their Logistic
Service Providers (LSP’s) through data collection. LSP’s also measure their internal performance.

For the greater part of this data collection, the chemical industry relies on input from their carriers
and expects this reporting to be done between them on the basis of their contractual agreements
and bilateral systems. As a consequence, carriers serving several chemical companies are facing
different reporting systems for the same transport events that occur.

The reporting covers the transport orders which are deviating in their execution from the customer’s
requirements. The shipper wishes to be informed about these transport events and backgrounds.

The data collection of such transport events is then used to analyse the carrier’s performance and
provide information which allows improvement via collaborative efforts between the shipper and
the carrier.

A working party under the joint umbrella of Cefic and ECTA elaborated in 2002 a “Guideline on
Standardized delivery performance measurement”. A matrix with reporting codes, called “ECTA
codes” was introduced and recommendations on data collection were formulated.

In 2007 a revision of the 2002 guideline was initiated in order to improve the precision of the
reporting, to clarify interpretation of the standard codes and to include some additional options
reflecting intermodality in transports and IT connectivity between haulier and shipper. In the 2017
document revision, an extra ‘Date & Time’ code was added allowing to categorize early deliveries
while some minor textual corrections were made improving the overall accuracy of the document.

This document replaces the ECTA-Cefic Guideline of 2002 and proposes the application of standard
coding and data structure for reporting of transport events in chemical transports. This does not
restrict the freedom of individual companies to maintain or create their own reporting systems.

4 STANDARDIZED CODING OF TRANSPORT EVENTS

 OBJECTIVES

2 OBJECTIVES
The main objective of these guidelines is to introduce reporting of events, which have occurred
during the execution of a transport order, by using ECTA codes so as to enable a standardized event
coding. This should lead to a system which can be used by a wide range of companies.

Advantages of using ECTA codes:

• Provides a common base for mutual understanding

• Simplifies reporting systems for the same transport events

• Optimizes time and effort spent on collection, transmission and processing of data

• Allows to identify trends

• Allows to calculate frequencies of specific events

• Increases reliability and accuracy of information

• Increases the opportunity for automatic collection and exchange of information.

• Enables the identification of areas of improvement and weaknesses and provides a

platform for continuous improvement.

CEFIC / ECTA GUIDELINES 5

 SCOPE OF THE STANDARD

3 SCOPE OF THE STANDARD

There are three types of events related to a transport order, which will trigger communication
between carrier and shipper:

• Operational events
Any deviation in the requirements related to one specific order in a specific stage of execution.
Most of these events are communicated by the driver or staff members in the carrier’s planning
department who will register the event in the system. The information is passed to the shipper’s
system and used by the shipper’s logistics department.

• Complaints
The shipper’s customers report a failure to the shipper’s logistics department. This will trigger a
joint Root Cause Investigation that will allow the shipper to respond to his customer on the
complaint.

• Safety Incidents
A safety incident leads to a further investigation under the supervision of the shipper’s SHE
department.

For reporting of operational events, a structured string of codes as determined in these guidelines
is sufficient. The event codes need to be easy to understand and straightforward. They will be used
by planners in the transactional system and shouldn’t take long to fill in. It is the registration of an
occurrence, with a simple indication of an “apparent reason” for the reported event.

For customer complaints it is likely that additional specific information will be required. The
reporting system allows for a communication based on a customer complaint, which can effectively
be registered at a later date than the fulfilment of the order. It is indeed possible that customer
complaints are not immediately registered by the carrier since this information may reach him only
at a later stage or via his shipper.

Out of the scope of this guideline is further investigation (e.g. through root cause analysis) of
serious complaints and safety incidents.

In case multiple events occur with one single shipment, this will result in several strings of
information (one string of information per event).

The reporting is by exception:

It is only to be used for transport orders with non conformance events. The apparent reason for the
event should be reported. For instance: a late delivery due to traffic congestion.

6 STANDARDIZED CODING OF TRANSPORT EVENTS

 STRUCTURE OF THE CODE STRING FOR TRANSPORT EVENTS

Shippers operating integrated system-to-system connections to their main hauliers may wish to
evolve the reporting standards into a full reporting of transport orders. Since system
interconnectivity is in most of these cases present, the event reporting is fully automated between
the main haulier and the shipper. In such an IT environment, a full reporting even on the vast
majority of transport orders which were successfully executed without any transport event
becomes possible due to this automation level.
However, when manual entry is required by the carriers directly into the shippers system (e.g. in an
internet web interface) the reporting of events as a reporting by exception is highly recommended.
Full reporting would in such cases require an excessive administrative and non-productive effort
from the carriers. These Guidelines are based on the general principle that the absence of reporting
means there are no transport events to report.

4 STRUCTURE OF THE CODE STRING FOR

TRANSPORT EVENTS
The event is transmitted in a code string that describes information related to: what, under
whose control, which transport mode, what type of order, when and why (=the apparent
reason).
The structure of the code string allows quantifying information for data mining according to
code categories.

The following code categories have been defined:

• What is the event linked to?
• Under whose control did it happen?
• Which mode of transport was used?
• Was it a normal order or a rush order?
• When did the event occur?
• Is there a customer complaint?
• Why did it occur? (apparent reason of the event)

See also: Annex 1 Matrix of the code categories

For proper utilisation of the system, the use of the codes as described and as numbered in the
matrix is required. Each company can adapt their entry system to suit their needs, e.g. entry
of information in a different order, but the IT code string is standardized.

CEFIC / ECTA GUIDELINES 7

 DESCRIPTION OF THE CODE CATEGORIES

5 DESCRIPTION OF THE CODE CATEGORIES

5.1 What is the event linked to?
This code category defines the type of event that took place. It describes the deviation from
the customer’s requirements.
This category is coded as follows:

• Date & Time (code = DT or ET)

• Equipment (code = EQ)
• Product (code = PR)
• Documentation/order process (code = DO)
• SHE incident (code = SH)

1. DATE & TIME (CODE DT or ET)

With this code category, arrival time differences and rescheduling or changes regarding date
and time of the loading or delivery can be reported.
We use code DT (delay in date and time) in case of a late arrival
We use code ET (early in date and time) in case of a too early arrival
Examples of events leading to reporting under this code: the vehicle arrived late at the loading
point or at the delivery point due to traffic congestion; the surveyor was not timely present on
arrival;. strong winds prevented discharge at agreed time; delay occurred at the previous
unloading site. The vehicle arrived early at the delivery point given there was less than expected
traffic; a previous delivery got cancelled; the arrival of the delivery got planned earlier than
foreseen.

2. EQUIPMENT (CODE EQ)

The event reported is linked to unsuitable or unfit equipment either from the shipper, the final
customer or the haulier or his transport subcontractors. Most of the events reported under
equipment are likely to be equipment breakdowns or equipment not meeting specifications.
Examples of events leading to reporting under this code: the carrier did not bring the specified
type of couplings; the tank wagon was refused because of non authorised previous cargo; the
unloading equipment was unsafe; the seal was compromised; the unloading tank was not big
enough to accept the delivery; breakdown of the fork lift.

3. PRODUCT (CODE PR)

The event reported is related to the quality or condition of the product itself.
Examples of events leading to reporting under this code: the cargo was not presented at correct
temperature; the delivered packaging was damaged; part of the load was stolen.

4. DOCUMENTATION/ ORDER PROCESS (CODE DO)

The event reported is related to the transport documents or to customs documents or to the
order process. Reporting such events can generate improvements to the documentation process
and will prevent these events in the future.
Examples of events leading to reporting under this code: the customs documents went missing;
incorrect documents were issued; EDI message failed.

8 STANDARDIZED CODING OF TRANSPORT EVENTS

 DESCRIPTION OF THE CODE CATEGORIES

5. SHE INCIDENT (CODE SH)

All Safety Health Environment (SHE) related incidents are reported within this category. The
carrier reports the incident that is reported to him. Customer complaints can occur at a later
time and will require a report to be issued by the carrier at a later point in time.
Examples of events leading to reporting under this code: PPE was missing; at delivery point a
near miss took place; an operator at the unloading point drove with a forklift by accident against
the driver; wrong behaviour of driver or of the operator.

5.2 Under whose control did it happen?

This category describes who is in control when the reported event happened: either directly or
through his appointed third parties (examples: surveyors, rail operators, shipping lines). Since
the reporting category by itself does not establish legal or contractual responsibility, the report
can provide only information about which party was estimated to be in control of the situation
when the transport event occurred.
This code category breaks down as follows:

• Haulier/ carrier (code H)

• Shipper (code S)
• Final customer (code C)
• Beyond anyone (code X)

1. HAULIER/ CARRIER (CODE H)

Under the haulier’s control are the actions of his personnel interfering in the transport process,
the performance of his equipment and the services delivered by his subcontractors and also of
all the intermodal connections he used in the transport.
Examples of events leading to reporting under this code: the driver misbehaved at the loading
site; the vehicle broke down on the way to the delivery point.

2. SHIPPER (CODE S)
The shipper controls for instance the order and the documentation process, supervises loading
site activities and his personnel interfering in the transport order.
Examples of events leading to reporting under this code: the instructions given for the
equipment were not adequate; the documents were not correct.

3. FINAL CUSTOMER (CODE C)

The final customer describes the party that is in control of the delivery point activities and the
personnel assigned to the unloading. This can be at the customer’s site but also at the assigned
terminal or warehouse where delivery takes place.
Examples of events leading to reporting under this code: the operator of the unloading site is
not present; there is an unsafe condition at the unloading site; the unloading cannot take place
at agreed times due to congestion at unloading bay.

CEFIC / ECTA GUIDELINES 9

 DESCRIPTION OF THE CODE CATEGORIES

4. BEYOND ANYONE’S CONTROL (CODE X)

This category describes conditions where control possibilities from the involved parties are
totally eliminated by external events out of their control and only when these happen without
warning and the involved parties exerting control (carriers, shippers, final customers) are not
reasonably able to develop alternate plans.
Examples of events leading to reporting under this code: extreme sudden weather conditions
prevented transport; unannounced strikes occurred on the way to the delivery point; unexpected
excessive delays at customs; traffic accident not caused by the driver which blocks the road
completely; suicide happened on the rail corridor where goods are transported; earthquake
destroys unloading site.

5.3 Mode of transport

The code category “mode of transport” is specified further as "road" and "intermodal". Under
"intermodal" is reported all events, including the road legs of an intermodal journey. This allows
the hauliers to report accurately the information on non conformance events per selected
transport mode.

5.4 Order type

The code category “order type” is specified further as normal order and rush order. The normal
transport order is given to the carrier within the contractual order lead-time that has been
agreed with the shipper and his customer. A rush order is a transport order that is not within the
contractual agreed order lead-time. Circumstances of the order acceptance are different and
the risk for events is higher, however expected customer’s requirements remain the same.

5.5 When did the event occur?

Each transport has a time line where the event can be situated. This code category is further
specified and broken down as follows:

• Before loading (code B)

• During loading (code L)
• During transit (code T)
• During delivery (code D)
• After delivery (code A)

1. BEFORE LOADING (CODE B)

Before loading covers the events in the transport order generation and order administration.
Before loading will also cover these events from the receipt of the transport order by the carrier
until he arrives at the site entrance of the loading point.
Examples of events leading to reporting under this code: a transport order was issued and was
cancelled. An incorrect order number was communicated to the carrier. An EDI transmission
got lost. The transport order contained wrong date, wrong quantities, etc. The carrier incurred
a delay before arriving at the loading point due to congestion at the cleaning station or in traffic.

10 STANDARDIZED CODING OF TRANSPORT EVENTS

 DESCRIPTION OF THE CODE CATEGORIES

2. DURING LOADING (CODE L)

During loading covers the events that happen between arrival of the carrier to pick up the goods
at the loading point and the moment he leaves the loading site and is reported under code L.
Examples of events leading to reporting under this code: the driver did not have his required
PPE with him; equipment was refused as not fit for purpose; a spill happened.

3. DURING TRANSIT (CODE T)

During transit covers the events that occur after the goods have left the loading point and
before they reach the place of discharge as well as between two (un)loading points and are
reported under code T.
Examples of events leading to reporting under this code: a delay occurred because there was
traffic congestion; a problem occurred at customs; the truck broke down on the road.

4. DURING DELIVERY (CODE D)

During delivery covers the events occurring between the arrival by the carrier at the unloading
premises and his departure from the premises after discharge and are recorded under code D.
Examples of events leading to reporting under this code: seal was compromised; an incident
such as a crossover took place; driver fell from truck.

5. AFTER DELIVERY (CODE A)

After delivery covers events happening after the truck or transport unit has left the unloading
point and before another transport order has been assigned. This code is only relevant for
dedicated equipment, such as fuel and gas transports.
Examples of events leading to reporting under this code: breakdown takes place whilst the
truck is being relocated after delivery to the depot.

5.6 Customer complaint

In this code category the haulier can report the apparent reason underlying the event causing
a customer complaint.
When this is the case, the information can be transmitted at a later time, after the haulier
received from the shipper the information and did his internal investigation for the apparent
reason.

CEFIC / ECTA GUIDELINES 11

 DESCRIPTION OF THE CODE CATEGORIES

5.7 Why did it occur? (apparent reason of the event)

In this code category the carrier will report the apparent reason underlying the event.

Alphabetical list of the apparent reasons of the transport event and their scope:

N° Description Scope

1 Breakdown Equipment malfunction: vehicle, accessories, (un)loading

equipment (if SHE incident: report as equipment
accident)

2 Cancellation Transport order is revoked by shipper or refused

by haulier (only before loading)

3 Cleaning station Event disrupting or impacting the transport order is

caused at the cleaning station

4 Cleanliness/ not fit Equipment incorrectly or insufficiently cleaned or too

wet, previous load incompatible, equipment not fit
(e.g. unloading hoses are not clean)

5 Communications/ instructions Misunderstanding or error in transmission of information

between parties: such as someone forgot to say
something; language problems; incorrect or incomplete
delivery date instructions; delivery date as instructed

6 Congestion in traffic Disruption of the transport order due to heavy traffic

or a traffic accident (not one’s own accident, which is
reported as equipment accident)

7 Congestion of bays Waiting lines at (un)loading bays of shipper (incl. bays

managed by third parties on behalf of the shipper) or
customer (in some rare cases the haulier himself if he
manages the (un)loading bays )

8 Crossover Product loaded or unloaded in wrong

tank/compartment/ storage tank

9 Documents missing/ IT failure Disruption due to documents not ready, disappeared

or stolen, due to IT break down

10 Equipment accident (Traffic) accident with own equipment of haulier or

or malfunction intermodal operator or an equipment malfunction

11 Force of nature Sudden natural phenomenon disturbing transport order

such as weather, mudflows, avalanches, earthquakes,
stone falls, storms

12 Incorrect/ not conform Date & time, equipment, accessories, documentation,

quantities are not corresponding to what was
required

13 Lack of storage capacity Insufficient room to accept the product at unloading

(only for VMI under the control of the reporting haulier)

12 STANDARDIZED CODING OF TRANSPORT EVENTS

 DESCRIPTION OF THE CODE CATEGORIES

14 Load securing Packed goods not secured correctly within the transport
unit

15 Near miss Potential incident not escalated due to prompt action

16 Not available Product, documentation, equipment is not present when

it should have been (not available PPE is wrong
behaviour!)

17 Packaging damaged Alteration or damage to packaging of packed goods

18 Previous (un)loading point Disruption to transport order due to (late) departure

from previous unloading point or event at previous
(un)loading point

19 Product damaged/ Damage of the product itself (packed) or some other

contaminated product was in contact with the product (if beyond
anyone’s control: use vandalism)

20 Public authorities Disruption caused by unexpected delays or conduct of

public authorities (customs, traffic police, etc)

21 Quantity Product quantity not in compliance with transport order

or with loading quantity requirements (equipment
too small is incorrect equipment)

22 Seal compromised Seal has been tampered with, opened or is missing

23 Spill Product has leaked or spilled from packages, tank,

storage, or from accessories such as hoses or couplings

24 Strike Due to strike, transport cannot be rescheduled, no

alternatives, no warning or no agreement to higher
costs for rescheduling

25 Surveyor Third party under contract for shipper/ customer:

independent supervisor of (un)loading assigned for
measuring, sampling, inspections, etc is the apparent
cause of the event reported

26 Temperature Temperature not in compliance, not at required

temperature

27 Terminal, rail, shipping line Intermodal third party contracted by carrier is at the
origin of the event being reported

28 Theft/ vandalism Equipment, product or documentation is stolen

or damaged

29 Unsafe condition Unacceptable safety risk which stops continuation

of transport order

30 Wrong behaviour Unacceptable behaviour, intentional or not (smoking,

rude speech), SHE incidents even if due to mistake
(PPE is missing)

CEFIC / ECTA GUIDELINES 13

 CODING DATA SPECIFICATIONS/ MEANS OF COMMUNICATION

6 CODING DATA SPECIFICATIONS

WHAT is the event linked to? WHEN did the event occur?
• Length: 2 • Length: 1
• Alpha • Alpha
• DT or ET, EQ, PR, DO, SH • B, L, T, D, A

Under WHOSE control did it happen? Customer complaint received: y/n

• Length: 1 • Length: 2
• Alpha • Alpha
• H, S, X, C • Yes=CC, No=CN

MODE of transport WHY ?

• Length: 2 • Length: 2
• Alpha • Numeric
• IM, RO • From 1,2, … 30

Order TYPE Space for additional comments and remarks

• Length: 1 • Length: 1 - 70
• Alpha • Alphanumeric
• R, N • Text

7 MEANS OF COMMUNICATIONS
There are multiple solutions on how means of communication can be used depending on the
business volume and capabilities at the carriers and shippers end. A number of the advantages
and disadvantages per chosen mode have been specified.

7.1 With system-to-system connection/ with EDI

In light of the low costs per transaction, the transmission per EDI is currently a very accessible
solution for automated transfers of data between shippers and carriers, especially for
smaller sized transport companies who will not realise a specific tailored system-to-system
connectivity.

ADVANTAGES
• high level of standardisation
• high quality of data integrity
• easy exchange of information
• requires a short initial set-up
• transparency & uniformity of data in both system

14 STANDARDIZED CODING OF TRANSPORT EVENTS

 MEANS OF COMMUNICATION

• data can be provided real time to the shipper

• one touch data entry through system to system communications
• data is available in the carriers system for further structural analysis
• mature solutions available for large scale implementation
• integration in real time work process of the transport planners

DISADVANTAGES
• requires an initial set-up
• existence of several 3rd party hub providers
(but they can opt to introduce the ECTA codes)
• each peer to peer connection is technically unique
(but standardized formats are available)

7.2 By sending an Excel file

ADVANTAGES
• low entry barriers
• low complexity
• no initial investment required

DISADVANTAGES
• more handling involved (when Excel is not generated automatically)
• higher risk for data errors by multiple entry of data
• requires a short initial set-up
• data is not passed on a real time, order by order basis
• data reliability is reduced. Data can be altered between the systems.

7.3 Via standardized shipper’s internet web interface

ADVANTAGES OF THIS SYSTEM

• no investment or initial set-up for carrier involved
• effective for transport companies with low number of transactions with the shipper

DISADVANTAGES OF THIS SYSTEM

• carrier has no own data for further analysis and for managing and improving
• labour intensive and inefficient for carriers
• risk of data input error
• no standardisation of web-portals make it complex to handle by the planning departments
or traffic managers of hauliers, they can make wrong entries
• unbalanced division of tasks between shippers and carriers: for SME size carriers extra
administration input is heavy burden, for IT mature carriers it is underutilization of their
data. EDI transmissions can often be preferred.

CEFIC / ECTA GUIDELINES 15

 Annex 1

MATRIX OF CODE CATEGORIES

code category
WHAT is the event linked Under whose
combination is possible to? control did it happen?
code category combination
not applicable

WHY?
Apparent reason
of the event
DT/ET EQ PR DO SH H S X C
Breakdown 1
Cancellation 2
Cleaning station 3
Cleanliness/ not fit 4
Communication/ instructions 5
Congestion in traffic 6
Congestion of bays 7
Crossover 8
Documents missing/ IT Failure 9
Equipment accident 10
Force of nature 11
Incorrect 12
Lack of storage capacity 13
Load securing 14
Near miss 15
Not available 16
Packaging damaged 17
Previous (un)loading point 18
Product contaminated/ damaged 19
Public authorities 20
Quantity 21
Seal compromised 22
Spill 23
Strike 24
Surveyor 25
Temperature 26
Terminal, rail, shipping line 27
Theft/ vandalism 28
Unsafe condition 29
Wrong Behaviour 30

16 STANDARDIZED CODING OF TRANSPORT EVENTS

 MATRIX OF CODE CATEGORIES

MODE of ORDER WHEN did the event occur? Customer

transport TYPE
complaint?

IM RO R N B L T D A CC CN

CEFIC / ECTA GUIDELINES 17

 ANNEX 2

ILLUSTRATION OF A POSSIBLE SCENARIO

FOR USING THE ECTA CODES
Parties involved:
• A chemical producer, using a selection of carriers for a large number of international movements.
SAP is their basis for business processes.
• An international bulk liquid carrier with a significant number of transports per week for a large
number of chemical shippers. The in-house information system is well developed even though all
IT development is outsourced. Only limited in-house ICT resources are available.

The aim:
• To implement the most effective order to cash system on a medium term basis.

Solution:
The connectivity is based on peer to peer, using the CIDX message sets when possible. The data
carrier is a secure Internet connection which involves no communication costs. The use of a third
party hub was not chosen, since in this case there is a limited number of carriers involved and both
parties operate mature information technology systems and are aware that effective work
processes, data integrity and business intelligence offer a large amount of value to their relationship
and their individual companies.

All regular transactional data is transmitted using this method on a two-way basis. This results in a
single input of data at both ends and a high level of integrity and speed of transaction.

The shipper’s orders flow in the carrier’s information system via this method. What happens during
the execution of the transport order can be updated in the system on a real time basis by the various
internationally based employees involved. Those involved in the execution process experience it as
a natural working process. All relevant data is available at all times and can be transmitted to the
shipper’s ERP (SAP) system. In turn, this data is then transparently available within the shippers’
system for all concerned. The parties involved have chosen to transmit this data - system to system
- at the end of the working day using the ECTA codes and format.
At the end of each relevant period - in this case monthly - a joint analysis of the quantified transport
events is carried out and applicable improvements for all parties are highlighted and actioned.

Including the ECTA code string in IT communication:

Using the standardized codes, it is possible to translate the story of an event which occurred during
the fulfillment of the transport order in letters and numbers.
The transport company (planner or key account) will enter this information in the IT system. These
letters and numbers form a code string which is transmitted through the IT connection between
the haulier and the shipper, linked to the transport order in the system.

Example: the delivery by road of a normal transport order was late due to a breakdown of the
truck during transit = codes string for transmissal
DT - H - RO - N - T - CN - 1

Example: the carrier did not bring the specified type of couplings = codes string for transmissal
EQ - H - RO - R - L - CN - 5

18 STANDARDIZED CODING OF TRANSPORT EVENTS

 Examples of Graphs:
The collected data can be analysed, by the shipper or by the transport company. It is not the
objective of these guidelines to propose which analyses should be done. From the multitude of
graphs which can be produced to satisfy each company’s requirements, a sample is reproduced
hereunder. It is the sole purpose to show how transport events can be analysed when these are
reported in the standardized code.

Delay in Date and Time (DT)

10% 4% 0%
During Transit (T)
48% Before Loading (B)
During Loading (L)
During Delivery (D)
38% After Delivery (A)

DT: overview on issues causing delay for carrier A

Terminal, rail shipping line

74%

Communication/ instructions
16%

Congestion of bays
Previous (un)loading 5%
point
5%

CEFIC / ECTA GUIDELINES 19

 Actual number of events per carrier

12
10
8 Carrier A
6 Carrier B
4 Carrier C
2
0

This guideline does not require reporting at each transport order. When reported events are
combined with total number of transport orders that were issued for a certain carrier, it is possible
to obtain “relative” number of events. This method provides more context to the reports by ECTA
Codes and here is a graph as example:

Events on relative basis

4.00%
Events vs. Shipments (%)

3.50%
Carrier A
3.00%
2.50%
Carrier B
2.00%

1.50%
Carrier C
1.00%

0.50%
Average
0.00%

Results:
This methodology has resulted in ongoing and continuous improvements in effectiveness, efficiency
and quality for all concerned in these logistics operations. The companies made the required
resources available and ensured that alignment and communication were present throughout the
process.

The investment which has been made is a one time cost for programming on an existing system.The
ECTA codes, reporting transport events, are integrated in the carriers’ total quality improvement
system and therefore do not exclusively exist for the reporting function only.

The return on this investment can be seen as an improved, quantitative and more effective
measurement of transport events and it makes trend analysis possible, which subsequently results
in a more effective total cost of operation for all parties involved in the execution. Benefits are
gained in process time and faster improvement cycles.

20 STANDARDIZED CODING OF TRANSPORT EVENTS

ANNEX 3

Set of examples

The vehicle arrived late at the loading point because DT-H-RO-N-B-CN-30 driver overslept
driver overslept

The tank container was refused because of non authorized EQ-H-IM-N-L-CN-4

previous load

The cargo was not presented at correct temperature PR-H-RO-N-D-CC-26

The customs documents went missing during the transit DO-H-IM-N-T-CC-9 custom docs missing

A spill happened at unloading site due to a mistake by SH-C-RO-N-D-CN-23

the operator

The documents issued by the shipper were not correct DO-S-IM-R-B-CC-5

Sudden snow storm in Alps delayed delivery of the DT-X-RO-N-T-CN-11 snow in Alps
product

Delay in delivery is due to excessive delay at customs DT-X-IM-R-T-CN-20 customs

A transport order was issued and then cancelled DO-S-RO-N-B-CN-2

Carrier arrived late because of congestion at the cleaning DT-H-RO-N-B-CN-3

station

At unloading there was a spill, because of lack of storage SH-C-RO-R-D-CC-13

capacity and the tank was overfilled (= 2 lines: spill and
lack of capacity)

Truck, triggered by a rush order, arrives before SH-C-RO-R-D-CC-23

requested delivery date to be on time for unloading.
Customer decides to move forward the unloading date
and creates a spill due to an overfilled tank
Equipment is refused because the floor of the trailer is
not strong enough for forklift EQ-H-RO-N-L-CN-4 floor unit

Loading was late due to failure in the shippers' IT system, EQ-H-RO-N-L-CN-4 IT failure
delivery was still made in time

Packed goods must be picked up at two different sites. DT-S-RO-N-L-CN-9

The loading at the first site is delayed due to shortage of First shipment:
loading operators. This resulted in late arrival for loading DT-S-RO-N-L-CN-16
at the second site. These goods finally arrived late at the DT-S-RO-N-D-CN-16
customer as well. Second shipment:
DT-S-RO-N-L-CN-18
DT-S-RO-N-D-CN-18

CEFIC / ECTA GUIDELINES 21

 Testimonials of working group members
Ing. Sabrina Robba Toniutti
Safety, Health, Environment & Quality Manager
Hoyer Group

The most important difference between the new codes and the old ones is that now the transport companies can
record all the performance in a more detailed way and the safety part has been developed much more.

The satisfaction of the different customers’ requirements has been taken into consideration whilst updating
the ECTA codes; this would give the opportunity to realize a great wish from the carrier’s point of view which
is the implementation of the same new codes by all chemical companies to avoid as much as possible multiple
requests of performance reporting.

The codes will be implemented in the new HOYERVista for SHEQ system and spread in the whole company during
2009.
The working group was very active and co-operative; the openness shown by all participants was impressive and
gave the opportunity to share common SHEQ experience.

Jaap-Jan de Bokx
EUAF Land Logistics Manager
Shell Chemicals Europe

Shell Chemicals are committed to ensuring smooth and effective collaboration with its Logistics Service Providers
(LSP's). This relationship is vital to creating reliable, sustainable and cost effective value propositions for our
customers in the chemical industry and throughout the supply chain. Recognising the value of a collaborative
approach, Shell Chemicalscontinuetoengageactivelyinthechemicalandtransportindustry’seffortstooptimise
transportation in Europe (and globally). The new European Chemical Transport Association (ECTA) code system
provides a robust, flexible and user-friendly platform for LSP's to report events during the transportation of our
products. This data ensures transparency for all users and improves efficiency and quality performance. Shell
Chemicals plan to install this new - and more sophisticated - ECTA codes system in Q2 2009.

Bernhard Haidacher
SHEQ Manager
LKW Walter International AG

Many companies in the chemical industry are measuring the transport performance of their Logistic Service
Providers. In addition to this, many Logistic Service Providers are measuring their own performance. Thus it
makes sense to use a standard coding to simplify the life for both the chemical industry and the Logistic Service
Providers.

LKW WALTER was already member of the working group who published in 2002 the first Guidelines for
Standardized Delivery Performance Measurement and fully implemented and integrated it in our IT and
management systems. In this way we have benefited a lot from the standards and we could continously develop
our own quality.

The logistic’s world has changed a lot the last couple of years and it was necessary to adapt the standards. The
main targets were on the one hand to simplify it and to make the work for the planners, who at the end of the
day will work with the the tool, easier. On the other hand the standards must be able cover all relevant ‘events’,
that can happen during a transport.

Many tests with planners in different transport companies and also at LKW WALTER have shown, that those
targets have been reached.

22 STANDARDIZED CODING OF TRANSPORT EVENTS

 Wessel Swart
Program Manager Procurement
SABIC Europe

SABIC firmly believes that the improved ECTA event coding system for road and intermodal transport, together
with the standard reporting tool, will contribute to a further standardization of performance management
systems across the industry. The system is designed in close cooperation between the transport sector and the
chemical industry, and has already proven its added value during the pilot phase. It gives both shippers and
carriers easy accessable insight in mutual area’s of performance improvement, from ordering down to freight
delivery and safety and environmental aspects. From implementation of this common “event coding language”
on large scale both the transport sector as well as the chemical industry will benefit.

Mark Warner
Group Strategic Director / Member of the Board of Directors
Den Hartogh Logistics

The standardization of data and information transfer between all stakeholders in the supply chain is of critical
importance to achieve the efficiency and efficacy which the present day technical possibilities give us. The only
barriers which exist are the people and the organizations. Through the dynamics in the working group between
diverse chemical companies and LSP’s, a forum took place in which various experiences and opinions were shared
in an open environment.

This has resulted in a practice which can and should be adopted by all chemical and LSP companies so that safer
and more efficient service levels can be reached in the chemical supply chain.

At Den Hartogh Logistics, we have adopted and fully integrated these standards and will continue to help the
industry to move forward in an innovative way.

Ana Bilou
Senior Logistics Specialist
Dow Benelux

Information regarding Logistics Service Providers (LSP’s) performance is a fundamental element to drive the
continuous improvement of operational excellence and increase overall customer satisfaction. Years ago Dow
introduced its own set of codes for the performance feedback of our LSP’s. When double checking the data
reported by the LSP against our own information, many gaps became evident and in many cases the information
was found to be incomplete and not always accurate. Dow has strongly supported the effort to revise this
guideline and the codes. It is our belief that by supporting this standardization, the information we will receive
from our LSP’s will be more reliable and meaningful. When these set of codes are adopted by the different LSP’s,
we will have established a common language to register events, have a system to exchange data that decreases
the manual handling and minimize wrong data manipulation. This system is also flexible and can easily be
adapted to individual company needs. We are confident that it will be beneficial for both hauliers and shippers.
It will provide a greater transparency that will allow us to better identify performance issues and quantify areas
that we need to focus on for improvement together with our Logistics Service Provider.

Lennart Goeller
Marketing
Karl Schmidt Spedition GmbH & Co.KG

The ECTA Codes are an important contribution for the company: as an objective and standardized performance
measurement instrument it identifies strength as well as weaknesses and helps us to improve our service level to
our chemical customers.

The ECTA Codes are implemented in our Transport Management System and the operative and dispatch people
select and define events using the codes matrix and selecting the appropriate code out of these to complete the
order handling. We look forward to implement improvements in the codes.

By contributing the working group you get a better understanding on how to treat performance measurement
issues and understand the main focus of the producers and which information they would like to receive from us.

CEFIC / ECTA GUIDELINES 23

EUROPEAN CHEMIICAL INDUSTRY COUNCIL EUROPEAN CHEMICAL TRANSPORT ASSOCIATION
Avenue E. van Nieuwenhuyselaan 4 Boulevard Augute Reyers 80
1160 Brussels - Belgium 1030 Brussels – Belgium
T +32 2 676 72 11 T +32 2 318 58 27
F +32 2 676 73 00 www.ecta.com
www.cefic.org