From Paper to Precision: Why Electronic Master Pilot Exchange is the New Standard

Published by SeaReady Team | 7 min read

!Pilot using digital MPX tablet on vessel bridge

1. Introduction: The Critical Handover

The Master Pilot Exchange (MPX) has long been described as the "missing piece of the passage plan puzzle." For any vessel, the transition between open-sea navigation and the confined manoeuvres of arrival or departure is a high-risk event. Historically, this handover was facilitated by "leather-bag documentation"—a collection of well-creased paper charts, static wheelhouse posters, and manual logs.

However, the maritime industry is undergoing a fundamental shift toward "Proactive Pilotage." This isn't merely a change in medium; it is a strategic transition from reactive, static confirmation to dynamic verification. Electronic Master Pilot Exchange (eMPX) systems are replacing paper to eliminate bridge distractions, mitigate risks of omission, and provide verified data to enhance situational awareness.

2. The Paper Problem: The Reality of Operational Pilotage

The textbook describes the Master-Pilot Exchange as a calm, methodical briefing. The reality is often very different.

The typical pilot's morning: You finish one vessel, rush down the gangway, jump in the launch, and you're alongside the next ship within minutes. By the time you reach the bridge, the vessel is already singling up. The master hands you a crumpled pilot card, you're scribbling vessel details on a paper form while simultaneously checking the berth assignment—which changed 20 minutes ago. The tug is already on station asking for confirmation. There's no time for a proper exchange; you're already conducting the departure.

This is the real problem with paper:

• Last-minute changes: Berth assignments change, tug allocations shift, ETAs slip—but your paper form shows yesterday's plan
• Back-to-back pilotages: No time to properly transcribe vessel particulars when you're boarding straight from another job
• Rushed handovers: Filling in forms on the bridge while the vessel is preparing to move means divided attention at the worst possible time
• Missing information: Realising mid-transit that you never got the vessel's actual draft because there wasn't time to ask
• Lost paperwork: Forms left in pockets, damaged by weather, illegible handwriting

Paper vs eMPX: The Operational Difference

Scenario	Paper-Based MPX	Electronic MPX (eMPX)
Berth change 30 mins before arrival	Pilot has outdated information; discovers change on bridge	Auto-synced from PMIS; pilot sees current berth before boarding
Back-to-back pilotages	Rush to fill form on bridge; incomplete data	Vessel details pre-populated; review on launch, ready on arrival
UKC calculation	Mental arithmetic or calculator while vessel is moving	Calculated automatically with current tidal height
Tug assignments	Phone call to confirm; manual note	Already populated from harbour system
Post-incident audit	"Where's the form? What did it say?"	Time-stamped, cloud-archived, tamper-proof

3. The eMPX Edge: Time Saved Where It Matters

The value of eMPX isn't theoretical—it's measured in minutes saved during the most critical phase of pilotage.

Before: 10-15 minutes gathering information, transcribing details, calculating UKC manually.

After: Open the app, review pre-populated data, confirm with master, sign. Under 3 minutes.

Those extra minutes matter:

• Proper briefing: Time to actually discuss the passage plan instead of paperwork


• Earlier departure: Less delay waiting for documentation


• Reduced stress: Pilot focuses on the ship, not admin


• Better communication: Shared screen shows master exactly what the pilot sees

The integration with harbour systems means pilots arrive at the bridge already knowing:

• Current berth assignment (not yesterday's plan)


• Actual tug allocation


• Vessel particulars (no need to transcribe from pilot card)


• Calculated UKC based on real-time tidal predictions

4. Spotlight on SeaReady eMPX: Technical Precision and Forensic Value

The SeaReady eMPX application represents a purpose-built solution designed by pilots, for pilots. Rather than attempting to replicate the functions of a Portable Pilot Unit (PPU), SeaReady eMPX focuses exclusively on streamlining the Master-Pilot Exchange process—complementing existing PPU equipment that pilots already carry.

!SeaReady eMPX Dashboard showing real-time vessel and job information

Core Capabilities

• PMIS Auto-Population: Vessel particulars (name, LOA, beam, draft), berth assignments, tug allocations, and timing data flow directly from the harbour's Port Management Information System—eliminating manual transcription errors.

• Automated UKC Calculations: Under Keel Clearance is calculated using chart depths, real-time tidal predictions from the UK Hydrographic Office (UKHO), and squat algorithms. All calculation steps are displayed for pilot verification.

• Safety Guardrails: Minimum UKC thresholds (1.0m for Belfast Harbour) trigger warnings. Pilots must explicitly confirm critical values before form submission.

• Digital Signatures: Both pilot and master sign electronically on the mobile device, creating a legally binding record.

• Cloud Archive: Completed exchanges are securely stored with full audit trails—timestamps, data sources, and calculation parameters preserved for future reference.

• Offline Capability: Operates reliably in maritime 3G/4G conditions with background synchronisation when connectivity returns.

Forensic and Compliance Value

The value of the SeaReady data architecture extends far beyond the immediate transit:

• Incident Investigation: Digital logs provide time-stamped records of all exchanged information. Since April 2023, UK Civil Procedure Rules have mandated the disclosure of Electronic Track Data in collision cases, making eMPX a vital legal safeguard for admiralty courts.

• Port Data Trends: Harbour authorities can track operational patterns and bottleneck trends to improve overall port efficiency and safety protocols.

• Pilot Progression: Data-driven insights allow for the objective monitoring of trainee pilots, providing a feedback loop based on documented exchanges rather than subjective assessment.

!eMPX Archive showing historical exchanges and audit trails

IMPA Compliance

SeaReady eMPX meets the core requirements outlined in IMPA Guidance on the Master-Pilot Exchange:

IMPA Requirement	SeaReady eMPX
Vessel particulars (LOA, beam, draft)	✅ Auto-populated from PMIS
Berth/destination information	✅ Auto-populated from PMIS
Pilot boarding arrangements	✅ Included in job details
Tug requirements and arrangements	✅ Auto-populated from PMIS
Under Keel Clearance assessment	✅ Automated calculation with tidal integration
Confirmation of shared understanding	✅ Dual digital signatures required
Record of exchange	✅ Cloud-archived PDF with audit trail

5. The Human Factor: Better Briefings, Safer Transits

When pilots are rushing to fill in paperwork, the actual exchange suffers. The conversation becomes a checkbox exercise rather than a genuine safety briefing.

What gets missed when you're writing instead of talking:

• Does the master actually understand the plan?


• Are there concerns about the vessel's handling?


• What's the abort point if something goes wrong?


• Is the bridge team clear on their roles?

By eliminating the paperwork burden, eMPX gives pilots time back for what actually matters: the conversation with the master.

The statistics are clear—human error accounts for 58% of major maritime claims exceeding $100,000. Many of these stem from miscommunication during the handover. The CMA CGM Vasco de Gama grounding at Thorn Channel happened despite two pilots and advanced ECDIS—because the turn plan was never properly briefed.

"The best safety tool isn't technology—it's communication. But you can't communicate properly when you're head-down filling in forms. eMPX handles the paperwork so pilots can focus on the briefing."

6. eMPX and PPU: Complementary Tools

It is important to understand that eMPX and Portable Pilot Units (PPUs) serve distinct but complementary purposes:

Tool	Primary Function
PPU	Real-time navigation, positioning, rate-of-turn, AIS overlay
eMPX	Pre-boarding planning, information exchange, documentation, audit trail

SeaReady eMPX is designed to run on the same tablet as existing PPU software, allowing pilots to switch between navigation and documentation without carrying additional devices. The two tools work alongside each other—the PPU guides the vessel; the eMPX documents the exchange.

!Digital MPX form with vessel manoeuvring data and signatures

7. Conclusion: Navigating a Digital Future

The transition to eMPX represents a fundamental reconfiguration of the bridge environment. It is no longer acceptable to rely on the "route nobody planned" or the visual-only navigation that led to the Leda Maersk grounding. By adopting digital solutions like SeaReady eMPX, maritime stakeholders embrace a future of precision and transparency.

We are moving toward an era where the Master-Pilot Exchange is not just a meeting, but a continuous, data-driven dialogue that ensures safer, hassle-free voyages for the global fleet.

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About SeaReady: SeaReady develops maritime software solutions focused on safety, compliance, and operational efficiency. The eMPX application is currently deployed at Belfast Harbour with plans for expansion to additional ports.

For more information, visit seaready.co.uk or contact us to learn how eMPX can enhance your port operations.