NSW Prototype User Manual SHIP DATA PROVIDERS. Delegation agreement from the European Commission MOVE D2/ME D(2012)

Transcription

1 NSW Prttype User Manual SHIP DATA PROVIDERS Delegatin agreement frm the Eurpean Cmmissin MOVE D2/ME D(2012) Versin: 1.2 Date: 22/09/2015

2 TABLE OF CONTENTS 1 Intrductin Purpse f the dcument Abbreviatins System Overview Leading principles Frmalities supprted Users Data flw Principles Cntent f Ntificatins Quality requirements Re-use f infrmatin Clearance Acknwledgment Updates Cancellatin Use f CRG applicatin Access Lgin Required steps Preparing a Ntificatin Select a ship Search ntificatins Submitting ntificatin details Ship Prt Vyage Prt State Cntrl (PSC) Dangerus and Plluting Gds (DPG) Carg Ship s Stres Waste Waste Receipt Security Crew Passenger Crew s Effects Health Other Cnsult Ntificatins Access Required steps Versin: 1.2 / Date: 22/09/2015 Page 1 f 36

3 1 Intrductin 1.1 Purpse f the dcument Directive 2010/65/EU f the Eurpean Parliament and f the Cuncil f 20 Octber 2010 n reprting frmalities fr ships arriving in and/r departing frm prts f the Member States and repealing Directive 2002/6/EC was adpted t simplify and harmnise the administrative prcedures applied t maritime transprt in rder t reduce the administrative burdens fr shipping cmpanies. It prpses t d this by: making the electrnic transmissin f infrmatin standard, ratinalising reprting frmalities thrugh simplificatin and harmnisatin, transmitting frmalities electrnically thrugh a natinal singe windw (NSW) system submitting infrmatin nly nce n a pre-arrival/departure basis EMSA has been tasked by the Eurpean Cmmissin, as part f the Integrated Maritime Plicy (IMP) wrk prgram, t develp a demnstratin prject (NSW prttype) which fcusses n implementing the bjectives f Directive 2010/65/EU t set-up a NSW slutin, cvering the abve mentined functinalities. This prject was develped with the assistance f six Member States (Bulgaria, Greece, Italy, Malta, Rmania and Nrway). This dcument describes the functinalities f the Cmmn Reprting Gateway (CRG) web applicatin f the NSW prttype and prvides a step-by-step apprach n hw t cmplete ntificatins and submit them t authrities, as well as hw t view decisins and cmments sent by authrities. The Infrmatin t be reprted t the NSW and the functinalities cmply with the ems data mapping reprt, the business rules and the NSW Guidelines. 1.2 Abbreviatins A list f the principal abbreviatins and acrnyms used in the dcument is prvided here fr a better understanding f this dcument. Abbreviatin AIE ATA CRG DPG ETA HTTP IMO IMP MMSI MS NSW RM SSN URL Definitin Authrity Infrmatin Exchange Actual Time f Arrival Cmmn Reprting Gateway Dangerus and Plluting Gds Estimated Time f Arrival Hyper Text Transfer Prtcl Internatinal Maritime Organisatin Integrated Maritime Plicy Maritime Mbile Service Identity Member State Natinal Single Windw Resurces Management SafeSeaNet Unifrm Resurce Lcatr 2 System Overview 2.1 Leading principles The Natinal Single Windw Prttype (NSW): Cllects infrmatin frm reprting frmalities required at ship s arrival r departure; Distributes the infrmatin t the relevant natinal and lcal authrities; Versin: 1.2 / Date: 22/09/2015 Page 2 f 36

4 Recrds decisins and cmments frm Authrities and cmmunicates them t the ship representative. In additin, the NSW is intercnnected with the Eurpean SafeSeaNet system in rder t retrieve infrmatin frm previus prt calls frm ther Member States. Ship data prviders can submit ntificatins via the XML interface (based n ISO standard) and the Web User Interface, which als includes the pssibility t uplad XLS files. Additinally, Ship Data Prviders can attach dcuments (fr example cpies f ship certificates) t ntificatins cmpleted in the Web User Interface. Relevant infrmatin is made available t authrities using the web interface. Fig. 1: Submissin f ntificatins by the Ship Data Prvider t Authrities Decisins and cmments frm authrities are prvided t ship data prviders via the XML interface (based n ISO standard) and the Web User Interface. ntificatins are sent t authrities and ship data prviders t warn them f new and updated ntificatins r decisins. Fig. 2: Reprt f Authrities decisins and cmments t the ship data prviders 2.2 Frmalities supprted The fllwing reprting frmalities may be fulfilled thrugh the NSW: Reprting frmalities resulting frm legal acts f the Unin Versin: 1.2 / Date: 22/09/2015 Page 3 f 36

5 Ntificatin fr ships arriving in and departing frm prts f the Member States (Article 4 f Directive 2002/59/EC establishing a Cmmunity vessel traffic mnitring and infrmatin system), 72h pre-arrival ntificatin fr ships eligible t expanded inspectins (article 9 f directive 2009/16/EC n Prt State Cntrl), Actual arrival and departure ntificatins ( article 24 f directive 2009/16/EC), Brder checks n persns (Article 7 f Regulatin (EC) N 562/ Schengen Brders Cde), Ntificatin f dangerus r plluting gds carried n bard (Article 13 f Directive 2002/59/EC establishing a Cmmunity vessel traffic mnitring and infrmatin system), Ntificatin f waste and residues (Article 6 f Directive 2000/59/EC n prt receptin facilities fr ship-generated waste and carg residues), Ntificatin f security infrmatin (Article 6 f Regulatin (EC) N 725/2004 n enhancing ship and prt facility security), Entry summary declaratin (Cuncil Regulatin (EEC) N 2913/92 - Cmmunity Custms Cde and Regulatin (EC) N 450/ Mdernised Custms Cde), FAL frms and frmalities resulting frm internatinal legal instruments: FAL frm 1: General Declaratin, FAL frm 2: Carg Declaratin, FAL frm 3: Ship s Stres Declaratin, FAL frm 4: Crew s Effects Declaratin, FAL frm 5: Crew List, FAL frm 6: Passenger List, FAL frm 7: Dangerus Gds, Maritime Declaratin f Health, Infrmatin which shall be prvided in accrdance with natinal legislatin: Carg related frmalities: Declaratin f Temprary Strage, carg Manifest (tentative), Waste delivery receipt, Bunkers remaining n bard, Civil Liability Certificate fr Oil Pllutin Damage, Civil Liability Certificate fr Bunker Oil Pllutin Damage, Ship defects. All these data elements are described using structured data in alpha-numeric characters. The NSW handles all data elements r a sub-set f elements. Versin: 1.2 / Date: 22/09/2015 Page 4 f 36

6 The identificatin f the data elements which are required t be reprted in the NSW is dne thrugh cnfiguratin by the NSW administratr depending n natinal legal prvisins. Data grups may als be remved thrugh cnfiguratin. 2.3 Users Infrmatin is reprted by Ship Data Prviders. The term Ship data prvider is used fr all parties/persns wh have t submit reprting frmalities, regardless whether the frmalities refer t the terms declaratins r ntificatins. Ship data prviders are cnfigured by the NSW administratr. A Ship Data Prvider can nly send ntificatins regarding calls f ships in the prts that he/she cvers. Ntificatins can nly cntain data elements which are allwed t the ship data prvider. Ship data prviders may be assciated t ne r several agencies (rganisatin which the ship data prvider, generally a shipping agent, wrks fr). Agencies generally have cntractual relatinships with shipping cmpanies which allw them t represent them and fulfil reprting bligatins n their behalf. Agencies are maintained in the NSW by the NSW administratr. Several Ship Data Prviders may cntribute t the same unique ntificatin. But the fllwing data access limitatins are applied by the NSW: a. Infrmatin frm the fllwing data grups can nly be read and updated by Ship Data Prviders assciated with the same agency as the Ship Data Prvider wh submitted the initial data grup: Security (if the ship security level reprted in the ntificatin is 2 r 3), Passengers, Crew and Crew's Effects, Health, Individual carg declaratins (with Hazmat). b. Infrmatin frm ther data grups can be read and updated by Ship Data Prviders f the same agency r f ther agencies. 3 Data flw 3.1 Principles Infrmatin is reprted t the NSW in ntificatins, sent befre arrival ("arrival ntificatins"), befre departure ("departure ntificatins") and at arrival/departure (included in arrival / departure ntificatins ). Ntificatins may be reprted thrugh a web interface r a system interface. Data elements can be reprted in distinct ntificatins by ne r several ship data prviders. Updates f previusly prvided infrmatin are accepted (in rder t update r crrect parts f the infrmatin). Fr each received ntificatin the NSW returns a technical receipt. A psitive receipt means that the ntificatin has been received by the NSW and will be prcessed and cmmunicated t the relevant authrities. Cmmunicatin f Authrities decisins is dne thrugh an acknwledgment message. All Ship Data Prviders wh submitted the initial ntificatin r an update, are cmmunicated with the acknwledgment message cmmunicated thrugh the System Interface, ntified by , and can be cnsulted in the User Interface. Versin: 1.2 / Date: 22/09/2015 Page 5 f 36

7 Fig. 3: Infrmatin flw in the NSW 3.2 Cntent f Ntificatins Data elements in a ntificatin depend n the type f the ntificatin (arrival r departure). Only the fields relevant fr the ntificatin type are included in the user interface frms. 3.3 Quality requirements The ntificatins are prcessed anyway (regardless whether legislative cnstraints are met since n validatin takes place) and the data is frwarded t the authrities. The NSW des nt check whether ntificatins are reprted in time. The NSW als des nt check if all reprting frmalities are dne fr a specific ship, r if reprting frmalities are pssibly wrngly dne by a ship. All reprted data is prcessed and made available t the authrities. It is up t the authrities t take enfrcement actins if ships d nt reprt crrectly r when it is necessary. 3.4 Re-use f infrmatin The NSW allws the Ship Data Prvider t re-use ntificatins previusly submitted in the NSW fr ther calls f the same ship in rder t prepare pre-arrival ntificatins. The Ship Data Prvider may then submit the infrmatin as-is r update it. The NSW als allws the Ship Data Prvider t re-use data frm SafeSeaNet fr preparing pre-arrival ntificatins. In this case, the NSW requests infrmatin frm SafeSeaNet t ppulate the ntificatins, and the Ship Data Prvider may then cnfirm the infrmatin as-is r update it. Infrmatin prvided by SafeSeaNet include: ship identificatin, ship particulars; vyage, pre-arrival, arrival and departure infrmatin; dangerus and plluting gds details; waste dispsal infrmatin; security infrmatin, and crew and passengers infrmatin. Nte: At this stage, the data exchange with SSN is nly available fr testing purpses. Therefre the infrmatin prvided may be limited and incmplete. Versin: 1.2 / Date: 22/09/2015 Page 6 f 36

8 In rder t prepare the pre-departure ntificatin, the NSW allws the Ship Data Prvider t re-use infrmatin frm the pre-arrival ntificatin submitted fr the same prt call. The ship data prvider may then submit the infrmatin as-is r update it. When an updated ntificatin is submitted, previus decisins issued by the relevant Authrities, which were based n the riginal infrmatin, will have t be recnsidered and are therefre cancelled. 3.5 Clearance Three clearance mdels are implemented in the NSW: N clearance: n acknwledgement messages are sent by the NSW. Cmmunicatin f the authrities decisins is dne utside f the NSW. Silent clearance: acknwledgement messages are nly cmmunicated when the ntificatin is rejected. The ntificatin is cnsidered by default as accepted nce received by the NSW (with a psitive receipt). Systematic clearance: acknwledgment messages are always cmmunicated t the ship data prvider regardless f the decisin taken by the authrities. The NSW will nly apply ne f the abve mdels fr all ntificatins received. The clearance mdel is cnfigured by the NSW administratr. 3.6 Acknwledgment Decisins may be dne by ne r mre authrities. Several acknwledgment messages may be prvided fr a unique request. Values f status cdes: Accepted r NtAccepted. Acknwledgment messages with status cde NtAccepted are prvided as sn as an authrity des nt accept the request. Acknwledgment messages with status cde Accepted are prvided nly nce all relevant authrities have accepted the request. 3.7 Updates Updates f previusly prvided ntificatins are accepted t update r crrect parts f the infrmatin When infrmatin frm an update ntificatin is received, previus decisins issued by the relevant Authrities, which were based n the riginal infrmatin, have t be recnsidered and are therefre cancelled by the NSW. 3.8 Cancellatin Cancellatin f ship calls is pssible befre the actual arrival f the ship (e.g. befre ATA is reprted). The result f cancelling the call is that all reprted ntificatins with underlying data is marked as deleted and cnsidered nt being reprted. Cancellatin can nly be dne by the ship data prvider wh submitted the initial ntificatin. 4 Use f CRG applicatin 4.1 Access The Cmmn Reprting Gateway (CRG) applicatin is intended fr the users with the Ship Data Prvider prfile that will act as the prvider f ship arrival r departure clearance request ntificatins. The user s functins are cnfigured by the natinal administratr in terms f legal bligatins (e.g. type f infrmatin that the user can reprt in the NSW). A User ID / Passwrd will be prvided by the NSW administratr. Versin: 1.2 / Date: 22/09/2015 Page 7 f 36

9 4.2 Lgin T lgin the user is required t enter valid credentials (Username and Passwrd), and press the Sign in buttn. Fig. 4: Lgin applicatin Once lgged, click n the buttn CRG Cnsle in the hme page. Fig. 5: Hme page In rder t prepare and submit the ntificatin, the user shuld take several steps which are described belw. Hwever, depending n the type f vyage and values selected, the steps may vary. 5 Required steps The successful lgin will lead yu t the main page. The preparatin and the submissin f a ntificatin invlve the fllwing main steps: 1) Select a ship, 2) Search a ntificatin which needs t be updated, r create a new ntificatin (if a previusly submitted data are nt available in the database), 3) Enter the ntificatin details and submit the ntificatin. 5.1 Preparing a Ntificatin In rder t submit a new ntificatin, yu shuld: Versin: 1.2 / Date: 22/09/2015 Page 8 f 36

10 [1] Click n Add new ntificatin Fig. 6: CRG main page This enables yu t search fr a ship, search fr its ntificatins, prepare and submit a ntificatin r save a draft ntificatin temprarily fr further prcessing, re-use, update, r cancel ntificatins. As an alternative, yu may use the Cnsult Ntificatins functin in rder t re-use, update, r cancel ntificatins. Refer t chapter 7- Cnsult Ntificatins. 5.2 Select a ship On tp f the page the criteria fr searching fr a ship are displayed: Ship name, Call Sign, IMO Number and MMSI Number. [2] Enter ne r mre f the search criteria and press the buttn Search Fig. 7: Search criteria The criteria entered in fields need t match by at least the initial characters f the searched value. Fr example searching fr the ship with name Highspeed the user may enter as criteria the text high. The applicatin will search and fetch all ships with name starting with high. Search is nt case sensitive. If n criteria has been specified the search will return the full set f results. The fllwing figure shws the result f a sample ship search. Fig. 8: Search results The search results can be navigated by selecting either the Previus r Next ptin, lcated n the bttm right f the table. Versin: 1.2 / Date: 22/09/2015 Page 9 f 36

11 The list f ships is maintained by the NSW administratr. Mrever, ship details are updated autmatically every time the user registers a ntificatin fr a ship. Additinal ships may be added in the NSW database when requested t the NSW administratr. [3] Select the ship by clicking the radi buttn n the leftmst clumn. Once a ship is selected, a new buttn View Ntificatins is displayed n the left tp f the result table. 5.3 Search ntificatins [4] Click View Ntificatins t see the ntificatins submitted fr the selected ship. If n ntificatin has been previusly submitted in the NSW yu will see a ntice N shipcalls fund. A cmpletely new ntificatin can be created by selecting either New arrival ntificatin r New departure ntificatin. Yu can als click Back t return t the previus Search Results page. Imprtant nte: The ptin new departure ntificatin is nly t be used in the case f ships leaving the prt and nt having a crrespnding arrival ntificatin already recrded in the NSW (e.g. new ships, ship leaving after a lng stay). In nrmal situatins, yu are invited t select the arrival ntificatin and use the functin Prepare departure ntificatin (See belw). If a ntificatin had been previusly submitted fr the chsen ship, the available ntificatins will be pened. Fig. 9: Ntificatins fr the selected ship Yu can als search fr a specific ntificatins by prviding the required criteria and clicking Filter ntificatins. The criteria, which can be used, are: Prt f call; Within (t filter, with reference t a perid f time, fr arrival ntificatins by ATA r ETA, r departure ntificatins by ATD r ETD); Type (All, Arrival, Departure); Call status (All Open, Expected, Arrived, Departed, Clsed and Cancelled) and Request Status (Pending, Accepted, Nt Accepted). In additin t the ntificatin previusly reprted in the NSW, yu can get the infrmatin frm previus calls f the ship in prt f ther EU Member States. Fr this, click n Use SSN Data. A request will be sent by the NSW t the Eurpean SafeSeaNet ( SSN ) system and the crrespnding prt calls will be added in the search results. Infrmatin frm SSN may be re-used t generate an arrival ntificatin. Nte: At this stage, the data exchange with SSN is nly available fr testing purpses. Therefre the infrmatin prvided may be limited and incmplete. Versin: 1.2 / Date: 22/09/2015 Page 10 f 36

12 Yu can: 1) Update a previusly submitted ntificatin, r 2) Generate a new arrival ntificatin by re-using a previusly submitted ntificatin, r prt call infrmatin frm SSN, r 3) Generate a departure ntificatin frm the crrespnding previusly submitted arrival ntificatin fr the same call, r 4) Start a new empty arrival r departure ntificatin. T generate a new ntificatin by re-using the already available data, r update the existing ntificatin, yu shuld: [5] Select the ntificatin by clicking the radi buttn, and fllw with ne f functins which will be activated: - Update t update the cntent f the selected ntificatin. This buttn is nt displayed if the crrespnding ship call has been cancelled r clsed r is a ship call frm SSN. Access t this functin will depend n the user s access rights. Imprtant nte: When infrmatin frm an update ntificatin is submitted in the NSW, previus decisins issued by the relevant Authrities, which were based n the riginal ntificatin, have t be recnsidered and are therefre cancelled by the NSW. - Prepare departure ntificatin t define a departure ntificatin frm the crrespnding arrival fr the same prt call. This buttn is nt displayed if the crrespnding ship call is frm SSN. - Re-use t create a new arrival ntificatin using the infrmatin f the selected ntificatin. In case the ship call is frm SSN and the infrmatin requested has been received a new ntificatin with infrmatin regarding dangerus and plluting gds, waste, security, crew, and passengers is created. - Cancel t send a cancel request fr the crrespnding ship call. This buttn is nt displayed if the crrespnding ship call is frm SSN. - View decisins t see the decisins registered frm the authrities. - View ntificatin histry t see all the ntificatins send by the ship data prvider fr the selected ship call s far. Fig. 10: Available functins Versin: 1.2 / Date: 22/09/2015 Page 11 f 36

13 [6] Click n the selected buttn. Subsequent t selecting yu will be directed t the ntificatin details page. 6 Submitting ntificatin details Yu can navigate thrugh the ntificatin s details tabs which represent data grups. The pssible visible tabs (depending n yur access permissins) are: Ship; Prt; Vyage; PSC; DPG; Carg; Ship s Stres; Waste; Waste Receipt; Security; Crew; Passengers; Crew Effects; Health; and Other. Fig. 11: Ntificatin details [1] Navigate thrugh the ntificatin s tabs and submit the infrmatin by pressing the Submit buttn at the bttm f the page. The fllwing general functinalities are applicable t all the tap pages: It is pssible t mve between Tabs by clicking n the Tab included in the tp bar. The clur f the Tab f the pened page will change t range. Mandatry fields r grup f fields, in each Tab, are indicated with a red asterisk: *. At any stage, the ntificatins can be saved using the Save Draft buttn at the bttm f the page. Draft ntificatins will nt be sent t authrities but yu can update them at any time. Ntificatins are nly sent t authrities nce the Submit buttn is used. When mving between Tabs r pressing Save Draft r Submit buttns, validatin errr messages may be displayed in red at the tp f the ntificatin details sectin. The indicated fields which need t be crrected befre yu will be able t prceed with submitting the ntificatin. In each tab, yu als have the ptin t fill the fields by uplading a spreadsheet file. This can be dne by the fllwing steps: Click Brwse (n the left-bttm side f the page) t select a spreadsheet file in the Office Open XML frmat (.xlsx), Versin: 1.2 / Date: 22/09/2015 Page 12 f 36

14 Click Uplad. The file has a predefined frmat which includes all data elements f the specific page. The template f the file can be dwnladed frm each Tab page by clicking n Dwnlad Template. These templates can be used by ship masters t send infrmatin t their shre representatives as it will prvide an easy, simplified and fast way f cmpleting frmalities. Yu can attach a dcument t the relevant sectins if it has been cnfigured by the NSW Administratr. This functin is indicated with the icn at the tp f the crrespnding sectin. T add an Attachment, click n the icn and submit the required infrmatin by pressing n Chse File and uplading the dcument frm the flder that it is saved n yur cmputer. A dcument cannt be attached if the Chse File ptin is unavailable in this page. Fig. 12: Attachments In rder t clear all data already entered in the tab, yu can click Clear All buttn at the tp f the tab. Yu can return t the ship call search page by clicking Back. Once the ntificatin is submitted by pressing the Submit buttn, the Ntificatin Summary page will pen t recrd the submitted infrmatin. Fig. 13. Ntificatin summary Versin: 1.2 / Date: 22/09/2015 Page 13 f 36

15 General guidance n hw t fill the ntificatin details tabs is given hereafter. 6.1 Ship Ship infrmatin is mandatry fr every ntificatin. The Ship Identificatin fields are prefilled with infrmatin frm the ship database managed by the NSW administratr. [1] Add r amend the infrmatin. Any new infrmatin r updated infrmatin t the ship identificatin r particulars will be reflected as changes in the ship database. T add an Inmarsat call number (in an Arrival ntificatin), enter a value and press buttn. As a result, tw new buttns are displayed fr editing ( ) r deleting ( ) the added number. Five is the maximum f Inmarsat call numbers that can be added. If the Cmpany name is available in the drpdwn list, which is managed by the NSW administratr, there is n need t cmplete the Cmpany Name field and the cmpany s cntact details. Otherwise, if the Cmpany is unavailable frm the drpdwn list the Cmpany name field can be cmpleted, as well as the cntact details (Phne, Fax, ). [2] The Ship ntificatin cannt be submitted n its wn. Click the Prt tab buttn t pen the Prt infrmatin page. Nte: When uplading data frm an XLSX file, in the sectin Cmpany, the IMO cmpany number will be cnsidered by the NSW nly frm the XLX file. Other fields (Cmpany name, Phne, Fax, ) will be ignred. Field name Occ Cmpsed f Length Descriptin Ship identificatin Ship Name Optinal Text: letters & 0-35 Given name f the ship in the ship registry numbers Call Sign Optinal Letters & numbers 0-7 Call sign fr the ship. Sequence f letters and numbers, unique t each ship. IMO Number Mandatry Numbers 7 Unique ship identificatin number assigned in accrdance with IMO reslutin A.600(15). MMSI Number Optinal Numbers 9 Identifier used t uniquely identify a ship s radi statin. Length f the MMSI number must be 9. Any ther Optinal Text: letters & Any ther infrmatin used t identify the ship, in infrmatin related t ship identity numbers case ship des nt have IMO r MMSI number. Ship particulars Flag state Optinal Letters 2 The 2-digits cde fr the cuntry in which the ship is registered. Can be selected frm the drp-dwn list. Ship type Optinal Letters Cde specifying the type f ship accrding t UNECE R28. Can be selected frm the drp-dwn list. Grss tnnage Optinal Numbers (decimal) The measure f the verall size f a ship determined in accrdance with the prvisins f the Internatinal Cnventin n Tnnage Measurement f Ships, 1969 Net tnnage Optinal Numbers (decimal) The measure f the useful capacity f a ship determined in accrdance with the prvisins f Versin: 1.2 / Date: 22/09/2015 Page 14 f 36

16 the Internatinal Cnventin n Tnnage Measurement f Ships, 1969 Inmarsat call number Optinal Numbers 0-50 The INMARSAT service registratin number. Indicates the lcatin f the ship by satellite services f Inmarsat Certificate f registry Prt Optinal Text Name f prt where the certificate f registry was issued/ State/Lcatin cde. Shall be btained thrugh the search functin Date Optinal Numbers (date) 8 Date f issue f the ship s certificate f registry. Shall be btained thrugh the search functin Number Optinal Text: letters & 1-35 Number f the certificatin f registry numbers Cmpany Cmpany Optinal Text 1-70 Name f the ship s perating cmpany, as defined in the ISM Cde. Shall be btained thrugh the search functin frm drp-dwn list Cmpany name Optinal Text 1-70 Name f the ship s perating cmpany, as defined in the ISM Cde. The field is used if the cmpany name is nt registered in database and cannt be selected frm the Cmpany drp-dwn list. IMO cmpany Identificatin number Optinal Numbers 7 The IMO registered identificatin number f cmpany Phne Optinal Numbers 1-20 Phne number f the ship s perating cmpany. With an internatinal prefix cde. Fax Optinal Numbers 1-20 Fax number f the ship s perating cmpany. With an internatinal prefix cde. Optinal Text 1-50 The ship s perating cmpany address. Additinal ship particulars Year f built Optinal Numbers (date) 8 Year when the ship was built (date). Shall be btained thrugh the search functin Length verall Optinal Numbers(decimal) Ship s length in meters Deadweight Optinal Numbers(decimal) Ship s deadweight (in m.t.) Beam Optinal Numbers(decimal) Ship s beam (in meters) Summer drught Optinal Numbers(decimal) Summer drught 6.2 Prt Prt infrmatin is mandatry fr every ntificatin. [1] Enter values in the fields, r select the relevant values frm the drp-dwn lists. The Call at anchrage shuld nly be filled if the ship has actually anchred at an anchrage. If the value is set as Yes the ATA t prt f call has t be cmpleted as well. The Name f Master is retrieved autmatically frm the crew list (tab Crew). It cannt be filled in manually. In Number f persns n bard sectin, numbers are filled autmatically when the Crew and/r Passengers tabs are cmpleted. If the crew and passenger data are nt required fr a ntificatin the Number f persns n bard can be filled in. If Have any stwaways been fund n bard? is set as Yes the fields related t stwaways in the Health tab have t cmpleted als. Field name Occ Cmpsed f Length Descriptin Versin: 1.2 / Date: 22/09/2015 Page 15 f 36

17 Arrival/Departure Arrival/Departure Text Indicates whether the infrmatin prvided relates t the Arrival r Departure f the ship. Is displayed autmatically, after the selectin f type f ntificatin Prt Prt f call Mandatry Lcde 5 When referring t a vyage leg, this is the prt at the end f that leg. This is nrmally the case when this element is used in pre-arrival ntificatins. When referring t a prt stay, this is the prt where the ship is. In case when this element is used in departure ntificatins, this is the prt that the ship leaves. ETA t prt f call Optinal Date, time Estimated time and date f arrival at the prt f call. Shall be btained thrugh the search functin ETD frm prt f call Mandatry Date, time Estimated time and date f departure frm the prt f call. Shall be btained thrugh the search functin ATA t prt f call Mandatry Date, time Actual time that ship arrived at prt f call r anchrage. Shall be btained thrugh the search functin Call at anchrage Optinal Text Whether the call is at an anchrage. Yes/ N status cde. Shall be btained frm the selectin bar. Psitin in prt f call Optinal Text (numbers & digits) 0-50 Psitin f the ship in prt (berth r statin). Any 50 character free text value will be accepted. Hwever users are encuraged t utilise a 15 characters (subsidiary) LOCODE identifying the psitin f a subsidiary lcatin within the prt r prt appraches 1-4 The prt facility's cde in the IMO GISIS maritime security database Prt facility f arrival Optinal Text (numbers & digits) Brief descriptin f Optinal Text Descriptin f carg. Free text entry nbard carg Purpse f call Optinal Shall be btained frm the selectin bar. Name f Master Optinal Text 0-50 Will be displayed frm the recrd in Crew list Fre drught Optinal Numbers (decimal) Fre drught Mid-ship drught Optinal Numbers (decimal) Mid-ship drught Aft drught Optinal Numbers (decimal) Aft drught Air drught Optinal Numbers (decimal) Air drught Name and cntact details f ship s agent Agent name at prt f call Optinal Text 1-50 Name f persn/rganisatin representing the ship at the prt f call. Shall be btained frm the selectin bar. Number f persns n bard Mandatry Numbers Ttal number f persns n bard. Value zer is nt allwed. Optinal Numbers Ttal number f passengers n bard. Number f persns n bard Number f passengers Number f crew Optinal Numbers Ttal number f crew members n bard. Have any stwaways been fund n bard Mandatry Text Indicating if any stwaways have been fund n bard the ship. Yes/ N status cde. Shall be btained frm the selectin bar. 6.3 Vyage [1] Enter values in the fields under the Last prt and Last 10 calls at prt facilities sectins. Versin: 1.2 / Date: 22/09/2015 Page 16 f 36

18 Nte: Infrmatin prvided t the Last 10 calls at prt facilities sectin will be als made available in the Security tab. Hwever, it will verwrite all existing infrmatin there in case f updates. Yu can als check This is a cruise ship with passengers n bard checkbx (if relevant) t activate the input fields under Itinerary f cruise ship sectin as they are hidden initially. This sectin is a list that may cntain several items. T add an item, enter values t the fields and click Create. T delete an item, click buttn next t the recrd. Field name Occ Cmpsed f Length Descriptin Last prt Last prt Optinal LOCODE 5 The prt is identified by its 5-digit LOCODE. When referring t a leg f a vyage, this is the departure prt fr that leg. When referring t a prt stay, it is the departure prt f the leg that led t this prt. ETD frm last Prt Optinal Date/time Estimated date and time f departure frm last prt. Shall be btained thrugh the search functin Itinerary f cruise ship This is a cruise ship with passengers n bard Optinal Yes/ N status cde. The selectin functin shall be used. Prt Mandatry Text/LOCODE Prt f call. The prt is identified by name and 5- digit LOCODE. The selectin functin shall be used. Shall be btained thrugh the search functin. Mandatry field, if This is a cruise ship with passengers n bard is selected. Expected Date/Time Mandatry Date/time Estimated date and time f arrival t prt f call. f arrival Shall be btained thrugh the search functin. Mandatry field, if This is a cruise ship with passengers n bard is selected. Last 10 calls at prt facilities Date f arrival Optinal Date Actual date f arrival Date f departure Optinal Date Actual date f departure Prt Optinal Cde Lcatin cde Prt facility Optinal Number 1-4 digits number 6.4 Prt State Cntrl (PSC) PSC infrmatin may nly be reprted in an arrival ntificatin. This tab is t be filled in in the case where the ship is eligible t a PSC expanded inspectin. [1] Enter values in the fields under the Prt State Cntrl inspectin infrmatin sectin and, if relevant, in the fields under the Tankers sectin. Field name Occ Cmpsed f Length Descriptin Prt State Cntrl inspectin infrmatin Call at anchrage Optinal Cde Indicates whether the call is at an anchrage. Yes/ N status cde. Shall be btained frm the selectin bar. Planned peratins Optinal Text Planned peratins at the prt f call r anchrage f destinatin (lading, unlading, ther) Planned wrks Optinal Text Infrmatin n planned statutry survey inspectin and substantial maintenance and repair wrk t be carried ut whilst in the prt f destinatin Fr tankers Versin: 1.2 / Date: 22/09/2015 Page 17 f 36

19 Ship cnfiguratin Optinal Text (cde) Cnfiguratin: single hull, single hull with SBT, duble hull. Shall be btained frm the selectin bar. Vlume and nature f carg Optinal Text Descriptin f vlume and nature f the carg n bard the tanker Cnditin f carg and ballast tanks Optinal Text Cnditin f the carg and ballast tanks: full, empty, inerted. 6.5 Dangerus and Plluting Gds (DPG) This tab is t be filled in in the case where the ship carries dangerus r plluting gds. If left blank, it will be assumed that the ship des nt carry any dangerus r plluting gd. [1] Enter values in the fields under the Dangerus and plluting gds and Address frm which detailed infrmatin may be btained sectins [2] The reprting f the details f the dangerus and plluting gds is carried ut as part f the Carg tab. Field name Occ Cmpsed f Length Descriptin Dangerus and plluting gds INF ship class Optinal Cde Class f the ship needed fr INF carges as defined in Regulatin VII/14.2 / Cde fr the license f the vessel ship accrding t the INF Cde. Shall be btained frm the selectin bar. DPG list n bard Mandatry Cde Cnfirmatin that a list r manifest r apprpriate lading plan giving details f the dangerus r plluting gds carried and f their lcatin n the ship is n bard. Yes/ N status cde. The selectin functin shall be used. Name f Master Prvided by System (frm Crew list) Address frm which detailed infrmatin n the plluting and dangerus gds may be btained Given name Optinal Text 0-50 The name f persn which can prvide the required infrmatin n DPG nbard Family name Optinal Text 0-50 The family name f persn which can prvide the required infrmatin n DPG nbard Lcatin Optinal LOCODE 5 The lcatin f persn Phne Mandatry Numbers 1-20 The phne number f persn which can prvide the required infrmatin n DPG nbard. With an internatinal prefix cde. Fax Optinal Numbers 1-20 The fax number f persn which can prvide the required infrmatin n DPG nbard. With an internatinal prefix cde. Optinal Text (numbers and digits) 0-50 The address f persn which can prvide the required infrmatin n DPG nbard 6.6 Carg Carg Declaratins may cntain zer r mre items. One r several carg declaratins may be reprted per ntificatin. A carg declaratin can include ne r several cnsignments, and the cnsignments may include ne r several carg items. Details n dangerus and plluting gds are reprted within the structure f carg data. Versin: 1.2 / Date: 22/09/2015 Page 18 f 36

20 Fig.14: Example f carg data structure [1] Click Create t add a carg declaratin t the list. The Carg declaratin page will pen t recrd the declaratin s details. Nte: In rder t update the items under each f the fllwing sectins, yu shuld select the relevant recrd in the list f items. Once it is selected, the Edit/View and Delete buttns will be activated. By clicking the Edit/View buttn, a mdal windw will pen t update/mdify items. When updating a ntificatin, yu can nly view the relevant sectin if yu are assciated with the same agency as the ship data prvider wh submitted the ntificatin. [2] Enter values in the fields LRN, MRN, EORI, First prt f arrival in EU, ETA f ENS and Ruting. Ruting sectin is a list where items can be added and/r remved. The value entered shuld be a 2-letter cuntry cde. Here yu can enter value t the field and click Create t add the item t the list, r remve the selected prt f call frm the list by using remve icn ( ) next t each rw. Cnsignments is a list that cntains zer r mre items. [3] In the Cnsignment sectin. Click Create t add a cnsignment t the list. The Cnsignment page will pen t recrd the cnsignment s details. [4] Enter values in the fields under the fllwing sectins: Cnsignment, Cnsignment Carg Details, Carrier, Cnsignr, Cnsignee, Party t be ntified, Carg items (if relevant). In rder t create a new recrd in the Carg Items sectin, yu shuld click Create buttn. The mdal windw Carg Item will pen. [5] Enter/update the required values in fields Fr prviding a Subsidiary Risks under the Carg Items table, yu shuld submit data and press the add icn t add the value t the list. [6] Click Create t validate and submit the Carg Item Yu will be directed back t the Cnsignment page, were yu can cntinue with adding a new Carg item, r [7] Click Submit. Yu will be directed back t the Carg declaratin page. Yu can cntinue with adding a new Cnsignment, r [8] Click Submit. Yu will be directed back t the Carg tab. Yu can cntinue with creating an additinal Carg declaratin. Versin: 1.2 / Date: 22/09/2015 Page 19 f 36

21 Field name Occ Cmpsed f Length Descriptin Carg declaratins Carg declaratin LRN Optinal Text 1-35 Lcal Reference Number (LNR). Unique number, which the declarant allcates t each individual transit MRN Optinal Text Mvement Reference Number (MNR). Unique number fr an ENS declaratin issued by the custms. Reprting Party(EORI) Optinal Text 1-17 Reprting party wh has reprted the cnsignment fr the specific type f declaratin. Fist prt f arrival in EU Optinal Lcde 5 First prt f arrival in EU. Lcde and name. Shall be btained thrugh the search functin. ETA f ENS Optinal Numbers (date/time) Estimated date and time at first place f arrival in Custms territry. Shall be btained thrugh the search functin. Ruting Cuntry cde f ruting Optinal Cde 2 2-letters Cuntry cde in accrdance with ISO Cnsignments Cnsignment Prt f lading Optinal LOCODE/Text 5 Identify f the prt where the carg was laded n bard the ship. Can be btained thrugh the search functin. Prt f discharge Optinal LOCODE/Text 5 Identity f the prt where the carg will be discharged frm the ship. Can be btained thrugh the search functin. Transprt dcument ID Optinal Text (numbers/digits) 1-35 Transprt dcument, e.g., Bill f Lading, identity cde Cnsignment-Carg details Number f items Optinal Numbers Amunt f carg items in the cnsignment UCR Optinal Text (numbers/digits) 1-35 Unique Cnsignment reference number (URC) Place whence cnsigned Optinal Text Name f the place in cuntry frm which the gds were initially despatched t the imprting cuntry. The place f lading may be different frm the prt f lading. Gds receipt place Optinal Text Name f the place at which the gds have been r are t be received by the cnsignee Freight methd f payment Number f the authrisatin Optinal Cde 1-3 Cde specifying the payment methd fr transprt charges using EDIFACT cdes (4215). Shall be btained frm the selectin bar. Optinal Text Number f the authrisatin fr the status f the authrised persn ldging the manifest fr the prf f Cmmunity status Additinal infrmatin Optinal Text Additinal infrmatin regarding the cnsignment Carrier / Cnsignr / Cnsignee / Party t be ntified Name Optinal Text 0-50 Name f the persn r entity Street and Number Optinal Text (numbers/digits) Address (street name and number f building) Pstal cde Optinal Text (numbers/digits) Address (Pstal cde) City Optinal Text The name f city Cuntry Optinal Cde Cuntry cde and name. Shall be btained frm the selectin bar. Carg item Sequence Number Mandatry Numbers 1-5 Unique identifier fr gds item within cnsignment which is needed as reference fr updates and deletins Number f packages Optinal Numbers 1-8 The ttal number f packages n all carg units cvered by this carg item Versin: 1.2 / Date: 22/09/2015 Page 20 f 36

22 Kind f packages Optinal Text The type f packages. Shall be selected frm the drp-dwn list. Grss quantity Optinal Decimal 3(1-18) Unit f measurement t be cnsidered (SSN: WeightGrss element specifying the grss weight f the dangerus gd. Mandatry if WeightNet nt present.) (Grss weight f the dangerus gds including respectively their packing, but withut the equipment used by the carrier fr their transprt.) The unit f measurement shall be selected frm the drp-dwn list. Net quantity Optinal Numbers (decimal) 3(1-18) The quantity and unit f measurement t be cnsidered (SSN: WeightNet element specifying the net weight f the dangerus gd. Mandatry if WeightGrss nt present.). The unit f measurement shall be selected frm the drpdwn list. Transprt Unit ID Mandatry Text 1-17 Identificatin f the transprt equipment. Fr cntainers, this shall be the identificatin cde as defined in ISO 6346 (limited t gds under IMDG cde) Stwage psitin Mandatry Text 1-25 The psitin r place where gds are stred n bard the vessel. Carg details Shipping marks Optinal Text Shipping marks accrding t UN/ECE Recmmendatin 15 HSCde descriptin Optinal Text Harmnized Cmmdity Descriptin develped and maintained by the Wrld Custms Organizatin HSCde Optinal Text Harmnized Cmmdity Cde Measurement Optinal Text The physical size f the carg item, where applicable. This shuld be mitted, e.g., fr bulk carg. Seal number Optinal Text 1-35 Seal which is used fr transprt equipment Reference t prf f cmmunity status Optinal Text The prf f Cmmunity status MRN shall be prvided where the persn ldging the manifest is nt an authrised cnsignr Custm status Optinal Text 1-3 Status f gds as identified by custms fr regulatin purpses r as a result f an actin by the reprting party r gvernment agency, accrding t EDIFACT cdes (4405) DPG details Textual reference Mandatry Text (numbers/digits) The prper shipping name, cmpleted with the technical name where apprpriate, fr gds under IMDG Cde, r the prduct name fr gds under IBC Cde and IGC Cde, r the bulk carg shipping name fr gds under IMSBC Cde, r the name f il fr gds under Annex I t the MARPOL Cnventin. DG classificatin Mandatry Cde Indicatin f the classificatin used (IMDG, IGC, IBC, IMSBC, MARPOL). Shall be btained frm the selectin bar. IMO hazard class Optinal Text (digits/numbers) 1-17 IMO Hazard class (IMDG-IBC-IGC cdes) f DPG. Shall be btained frm the selectin bar. UN number Optinal Text (digits/numbers) 4 United Natins Dangerus Gds Identifier (UNDG), unique serial number assigned substances and articles cntained in a list f the dangerus gds mst cmmnly carried. Please use NONE if UN number nt existing. Versin: 1.2 / Date: 22/09/2015 Page 21 f 36

23 Packing grup Optinal Cde Packing danger grup cde as apprpriate and defined in IMDG: Grup I (great danger); Grup II (medium danger), Grup III (minr danger) r Nne. Shall be btained frm the selectin bar. Subsidiary risks Optinal Text 1-17 Any risks in additin t the class t which dangerus gds are assigned. Is determined by a requirement t have a subsidiary risk Flash pint Optinal Numbers (decimal) The temperature in degrees Celsius at which a liquid will give ff enugh flammable vapur t be ignited. MARPOL pllutin cde Optinal Cde This cde applies t pllutin hazards as defined in MARPOL Annex II in case f bulk (e.g. X, Y, Z, OS) and Annex III in case f packaged gds (e.g. P). Shall be btained frm the selectin bar. EmS Optinal 1-50 Classificatin f the Prcedures fr Emergency Preparedness and Respnse fr ships carrying dangerus gds accrding t the IMO EmS Guide Additinal Infrmatin Optinal Text Any additinal infrmatin regarding dangerus and plluting gds n bard 6.7 Ship s Stres Ship s Stres may nly be reprted in an arrival ntificatin. [1] In rder t create a new item, click n Create. A mdal windw will pen. [2] Add r update values t the fields When list cntains items, yu can: - Select an item by clicking the select icn ( ) next t the crrespnding rw. - Edit r view the selected item in a details page by pressing the Edit/View buttn. - Delete the selected item frm the list by pressing the Delete buttn. - Delete all items frm the list by click the Delete all buttn. [3] Press Create t cmplete the actin (a new rw representing the new item will be added), r Clse t clse the mdal windw (n item will be created). This prcess may be repeated t create additinal rws t reprt all Ships Stres. Field name Occ Cmpsed f Length Descriptin Ship s stres Name f article Optinal Text 1-35 Descriptin f the dutiable stre item that the ship carries Quantity Optinal Numbers (decimal) Quantity f the ship's stre item: amunt and unit Lcatin n bard Optinal Text The n bard lcatin f the ship's stres item 6.8 Waste Waste infrmatin may nly be reprted in an arrival ntificatin. [1] Prvide data t the Last prt and date when ship generated waste was delivered sectin. [2] T reprt waste and residues t be delivered and/r remaining n bard, click n Create in the sectin Waste dispsal infrmatin. A mdal windw is pened t recrd a new item. Versin: 1.2 / Date: 22/09/2015 Page 22 f 36

24 [3] Add values t the fields, and press Create t cmplete the actin (a new rw representing the new item will be added), r Clse t clse the mdal windw (n item will be created) When Waste dispsal infrmatin cntains items, yu can: - Select an item by clicking the select icn ( ) next t the crrespnding rw. As lng as an item is selected user can: Edit r view the selected item in a details page by pressing the Edit/View buttn. Delete the selected item frm the list by pressing the Delete buttn. Delete all items frm the list by click the Delete all buttn. Update in the mdal windw existing values r add new nes by pressing Update buttn. Field name Occ Cmpsed f Length Descriptin Last prt and date when ship generated waste was delivered Prt Optinal LOCODE 5 Last prt where ship-generated waste was delivered. The prt is identified by its 5-digit LOCODE Date Optinal Date/time Date when ship generated waste was delivered. Shall be btained thrugh the search functin. D yu cnfirm that the belw details are Mandatry Cde Yes/ N status cde. The selectin functin shall be used. accurate and crrect? D yu cnfirm that Mandatry Cde Yes/ N status cde. The selectin functin shall there is sufficient be used. dedicated nbard capacity? Are yu delivering all, sme r nne f yur waste int PRF? Mandatry Text Indicates ship s intentin t deliver all, sme r nne f its waste in the prt it reprts t. The selectin functin shall be used. Waste Dispsal Infrmatin Waste type Text/Cde Cde as defined in Waste BR. Shall be selected frm the selectin bar. Descriptin (when Text (numbers/digits) Descriptin f waste (when relevant) relevant) Waste t be delivered (m3) Numbers (decimal) Amunt f waste t be delivered by ship in the prt it reprts t (m3). Amunt f waste Numbers (decimal) Quantity f waste t be retained nbard (m3). retained n bard (m3) Maximum dedicated strage capacity (m3) Numbers (decimal) Maximum dedicated strage capacity fr this type f waste (m3) Prt f delivery f remaining waste Lcde 5 The prt where remaining waste will be delivered. The prt is identified by its 5-digit LOCODE Estimated amunt f waste t be generated Numbers (decimal) Estimated amunt f waste t be generated between this reprt and the next prt f call (m3) 6.9 Waste Receipt Waste Receipt infrmatin may nly be reprted in a departure ntificatin. [1] Enter values in the fields under the sectin Receptin Facility. [2] T reprt waste r residues delivered at a prt facility, press Create in the sectin Waste received (a new rw representing the new item will be added). Versin: 1.2 / Date: 22/09/2015 Page 23 f 36

25 Field name Occ Cmpsed f Length Descriptin Receptin facility Lcatin/Terminal Mandatry Text The name f lcatin r terminal name Receptin facility Mandatry Text prvider(s) Treatment facility Mandatry Text prvider(s) (if different frm abve) Waste discharge date and time frm Optinal Date/time Waste discharge frm (date and time). Shall be btained thrugh the search functin. T Optinal Date/time Waste discharge t (date and time). Shall be btained thrugh the search functin. Type and amunt f waste received Waste Type Optinal Cde Type f waste. Shall be btained frm the drpdwn list. Quantity (m3) Optinal Numbers (decimal) Quantity f waste (in m3) Descriptin (when relevant) Optinal Text Descriptin (when relevant) 6.10 Security Security infrmatin can nly be reprted in an arrival ntificatin. [1] Submit r update values in the fields under the Security and Cmpany security fficer sectins. [2] Submit r update data under the Ship-t-ship activities and Last 10 calls at prt facilities sectins. Infrmatin regarding the last 10 calls at prt facilities will already be available frm the Vyage tab (if prvided). Infrmatin regarding the Security level and Additinal security measures shall be amended by users afterwards. In each f the lists, click n Create t add a new item. A mdal windw will pen t recrd the details. Under the Ship-t-ship activities table, in a mdal windw Ship t ship activities details, yu shuld prvide either a LCde, r the ship s psitin (Latitude and Lngitude) if the Lcde is nt applicable, fr example when the ship was at sea. When updating a ntificatin, yu can nly view the relevant sectin if yu are assciated with the same agency as the ship data prvider wh submitted the ntificatin. Field name Occ Cmpsed f Length Descriptin Security Des the ship have a valid ISSC? Mandatry Cde Yes/ N status cde. The selectin functin shall be used. Reasn fr n valid ISSC Optinal Text Shall be filled, if Des the ship have a valid ISSC? = N. ISSC issuer type Optinal Cde ISSC issuer type. Pssible values: "GVT" r "RSO". Shall be btained frm the drp-dwn list. ISSC issuer Mandatry Text ISSC Type Mandatry Cde Pssible values: "Full" r "Interim". Shall be btained frm the drp-dwn list. ISSC expiry date Mandatry Date/time Shall be btained thrugh the selectin functin. Des the ship have Mandatry Cde Indicates if the ship has an apprved security plan Versin: 1.2 / Date: 22/09/2015 Page 24 f 36

26 an apprved SSP n bard? Current ship security level Security-related matter n bard. Yes/ N status cde. The selectin functin shall be used. Mandatry Cde The security levels accrding t the ISPS cde: "SL1", "SL2" and "SL3". Shall be btained frm the drp-dwn list. Optinal Text Any security related matters t reprt. Cmpany Security Officer CSO Given name Optinal Text 0-50 Given name f the cmpany security fficer CSO Family name Mandatry Text 0-50 Family name f the cmpany security fficer Phne Mandatry Numbers 1-20 CSO phne number with an internatinal prefix cde Fax Mandatry Numbers 1-20 CSO fax number with an internatinal prefix cde Mandatry Text (numbers/digits) 0-50 CSO address. List the last 10 calls at prt facilities in chrnlgical rder Date f arrival Optinal Date/time Date f arrival t the prt/terminal. The selectin functin shall be used. Date f departure Optinal Date/time Date f departure frm the prt/terminal. The selectin functin shall be used. Prt Mandatry Lcde Prt s lcatin cde. The selectin functin can be used. Prt facility Optinal Cde Prt facility number as per GISIS database Security level Optinal Cde The security levels accrding t the ISPS cde: "SL1", "SL2" and "SL3". Shall be btained frm the drp-dwn list. Additinal security Optinal Text Special r additinal security measures taken by measures the ship during the call Ship-t-ship activities Ship t ship activities details Date frm Mandatry Date/time Date/time when ship-t-ship activity started. The selectin functin shall be used. Date t Mandatry Date/time Date/time when ship-t-ship activity ended. The selectin functin shall be used. Lcde Mandatry Lcde Lcatin cde f the prt. The search functin shall be used. Latitude Optinal Numbers (decimal) Ship s psitin latitude. MinInclusive value="-90" and maxinclusive value="90". Shall be filled if LCde is nt prvided. Lngitude Optinal Numbers (decimal) Ship s psitin lngitude. MinInclusive value="- 180" and maxinclusive value="180". Shall be filled if LCde is nt prvided. Activity Mandatry Cde Descriptin f the ship-t-ship activity perfrmed. The selectin functin shall be used. Security measures Optinal Text Descriptin f the security measures applied applied in lieu 6.11 Crew [1] In rder t recrd a crew member, click n Create. A mdal windw will pen t recrd the crew member s details. [2] Submit r update the values in the fields. Sme fields are supprted with the pre-defined values. [3] Press Create t cmplete the actin (a new rw representing the new item will be added), r Clse t clse the mdal windw (n item will be created). When the crew list cntains items, yu can: Versin: 1.2 / Date: 22/09/2015 Page 25 f 36

27 - Select an item by clicking the select icn ( ) next t the crrespnding rw. As lng as an item is selected user can: Edit r view the selected item in a details page by pressing the Edit/View buttn. Delete the selected item frm the list by pressing the Delete buttn. Delete all items frm the list by click the Delete all buttn. The crew list must at least include the details f the master (crew member with Rank r rating = Master ). This will be used by the NSW t autmatically fill in the Name f master field in the tab Prt At each mdificatin f the crew list, the fields Number f crew and Number f persns n bard in the tab Prt will be updated accrdingly by the NSW. When updating a ntificatin, yu can nly view the relevant sectin if yu are assciated with the same agency as the ship data prvider wh submitted the ntificatin. Field name Occ Cmpsed f Length Descriptin Crew Family name Mandatry Text 1-70 Family name f the crew member Given name Mandatry Text 1-70 Given name f the crew member Natinality Mandatry Cde The stated r factual cuntry f citizenship shwn n the crew s identificatin dcument. The Alpha-2 cde (tw-digits flag cde). The selectin functin shall be used. Date f birth Mandatry Date Date f birth. The selectin functin shall be used. Place f birth Mandatry Text 1-35 Place f birth (city r similar) Cuntry Of Birth Mandatry Cde The Alpha-2 cde (tw-digit flag cde) in accrdance with the standard ISO The selectin functin shall be used. ID dcument Mandatry Text ID dcument type. The selectin functin shall be used. ID number Mandatry Text (numbers/digits) 1-35 ID dcument s number. Visa/Residence Optinal 0-35 Number f visa/ residential permit Permit number Rank r Rating Mandatry Crew duty r rank. The selectin functin shall be used Passenger [1] In rder t recrd a passenger, click n Create. A mdal windw will pen t recrd the passenger s details. [2] Submit r update values in the fields [3] Press Create t cmplete the actin (a new rw representing the new item will be added), r Clse t clse the mdal windw (n item will be created), r Update (in case yu have previusly selected t update a selected item). If a list cntains items, yu can: - Select an item by clicking the select icn ( ) next t the crrespnding rw. As lng as an item is selected user can: Edit r view the selected item in a details page by pressing the Edit/View buttn. Delete the selected item frm the list by pressing the Delete buttn. Delete all items frm the list by click the Delete all buttn. At each mdificatin f the passengers list, the fields Number f passengers and Number f persns n bard in the tab Prt will be updated accrdingly by the NSW. Versin: 1.2 / Date: 22/09/2015 Page 26 f 36

28 When updating a ntificatin, yu can nly view the relevant sectin if yu are assciated with the same agency as the ship data prvider wh submitted the ntificatin. Field name Occ Cmpsed f Length Descriptin Passengers Passengers inf Family name Mandatry Text 1-70 Family name r surname as in passprt r valid ID Dcument Given name Mandatry Text 1-70 Given name r first name as in passprt r valid ID Dcument Natinality Mandatry Cde The stated r factual cuntry f citizenship shwn n the passenger s identificatin dcument. The Alpha-2 cde (tw-digit flag cde). The selectin functin shall be used. Date f birth Mandatry Date Date f birth. The selectin functin shall be used. Place f birth Mandatry Text 1-35 Place f birth (city r similar) Cuntry Of Birth Mandatry Cde The Alpha-2 cde (tw-digits flag cde) in accrdance with the standard ISO The selectin functin shall be used. ID dcument Mandatry Text ID dcument type. The selectin functin shall be used. ID number Mandatry Text (numbers/digits) 1-35 ID dcument s number. Visa/Residence Optinal Text (numbers/digits) 0-35 Number f visa/ residential permit Permit number Embarkatin Mandatry Lcde Prt where the passenger embarked the ship. The search functin shall be used. Disembarkatin Prt Mandatry Lcde Prt where the passenger will disembark the ship. The search functin shall be used. Transit Mandatry Cde Yes/ N status cde. Indicates whether passenger is the transit passenger. The selectin functin shall be used Crew s Effects Crew s effects can nly be reprted in an arrival ntificatin. [1] In rder t reprt the effects f a crew member, click n Create. A mdal windw will be pened t identify the crew member and reprt the details f the effects. [2] Select the crew member frm the list (the crew member must be recrded in the tab Crew) and reprt the descriptin f the crew member s effects. [3] Press Create t cmplete the actin (a new rw representing the new item will be added), r Clse t clse the mdal windw (n item will be created) When list cntains items, yu can: - Select an item by clicking the select icn ( ) next t the crrespnding rw. As lng as an item is selected user can: Edit r view the selected item in a details page by pressing the Edit/View buttn. Delete the selected item frm the list by pressing the Delete buttn. Delete all items frm the list by click the Delete all buttn. Field name Occ Cmpsed f Length Descriptin Crew Effects Crew effect inf Versin: 1.2 / Date: 22/09/2015 Page 27 f 36

29 Crew member Mandatry Text A crew member number. If entered, the crew member s inf will be displayed. Can be btained frm the selectin bar. Effects ineligible fr relief frm custms duties and taxes r subject t prhibit ins r restrictins (e.g. wines, spirits, cigarettes, tbacc, etc.) Mandatry Text Effects ineligible fr relief frm custms duties and taxes r subject t prhibit ins r restrictins (e.g. wines, spirits, cigarettes, tbacc, etc.) Health Health infrmatin can nly be reprted in an arrival ntificatin. Three sectins are presented: Health; Health Questins and Health - MDH Attachments [1] Enter/edit data in the fields r check/uncheck bxes t define r update values. If a list cntains items, yu can: - Select an item by clicking the select icn ( ) next t the crrespnding rw. As lng as an item is selected user can: Edit r view the selected item in a details page by pressing the Edit/View buttn. Delete the selected item frm the list by pressing the Delete buttn. Delete all items frm the list by click the Delete all buttn. When the value Yes fr Visited infected area is selected, the buttn Create in the table n the right hand will be activated t allw reprting the list f calls in the infected area. Recrd the prt and date f each call and click n Create. When the value Yes fr Sanitary measure is selected, the buttn Create in the table n the right hand will be activated t allw reprting the details f the sanitary measures applied n bard. Recrd the type, place and date f each sanitary measure and click n Create. When the value Yes fr Is there any sick persn n bard is selected, the Health-MDH Attachment table shall be filled. In this table, each recrd refers t a sick persn n bard which has been declared n either the crew list r the passenger list. In rder t add a new item t the list, click the Create buttn. A mdal windw will be pened t recrd a new item. When recrding a recrd, yu will need t enter the number crrespnding t the crew member r passenger in the crew list r passenger list (tab Crew r Passenger respectively). The crrespnding Family Name, Given Name and Date f birth will be autmatically filled in. When updating a ntificatin, yu can nly view the Health-MDH Attachment sectin if yu are assciated with the same agency as the ship data prvider wh submitted the ntificatin. Field name Occ Cmpsed f Length Descriptin Health Valid Sanitatin Optinal Cde Valid Sanitatin Cntrl Exemptin r Cntrl Cntrl Exemptin r Certificate carried n bard? Yes/ N status cde Cntrl Certificate Issued at Optinal Text Lcatin where the Sanitatin Cntrl Exemptin r Cntrl Certificate was issued. Date f Issue Optinal Date/time Date when the Sanitatin Cntrl Exemptin r Versin: 1.2 / Date: 22/09/2015 Page 28 f 36

30 Cntrl Certificate was issued. The search functin shall be used. Re-inspectin Optinal Cde Re-inspectin required? Yes/ N status cde required Visited infected area Optinal Cde Indicates if the ship has visited an infected area identified by the Wrld Health Organisatin (WHO). Yes/ N status cde Visited infected area Prt f call in infected area Lcde Shall be prvided, if Visited infected area is selected. The search functin shall be used. Date f call in infected area Date/time If Visited infected area is selected. The search functin shall be used. Health Questins Any persn died Optinal Cde Has any persn died n bard during the vyage therwise than as a result f accident? Yes/ N status cde Number f deaths Optinal Numbers Ttal number f deaths Disease n bard Optinal Cde Is there n bard r has there been during the internatinal vyage any case f disease which yu suspect t be f an infectius nature? This is a yes/n status cde Infectin cnditin n bard Ill persns greater than expected Optinal Cde Are yu aware f any cnditin n bard which may lead t infectin r spread f disease? This is a yes/n status cde Optinal Cde Has the ttal number f ill passengers during the vyage been greater than nrmal/expected? This is a yes/n status cde Number f Ill persns Optinal Numbers Number f ill persns during the vyage Is there any sick persn n bard nw? If YES, state Optinal Cde Is there any ill persn n bard nw? This is a yes/n status cde. If selected, the Health - MDH Attachment shall be prvided. particulars in MDH Attachment Medical cnsulted Optinal Cde Was a medical practitiner cnsulted? This is a yes/n status cde. Sanitary measure Optinal Cde Has any sanitary measure (e.g. quarantine, islatin, disinfectin r decntaminatin) been applied n bard? This is a yes/n data element. Sanitary measures Type Mandatry Text Type f sanitary measure. Shall be filled, if Sanitary measures is selected. Place Mandatry Lcde 5 Place f sanitary measure. Shall be filled, if Sanitary measures is selected. The search functin shall be used. Date Mandatry Date/time Shall be filled, if Sanitary measures is selected. The search functin shall be used. Stwaways Optinal Cde Have any stwaways been fund nbard? Yes/N data element. Lcatin stwaways jined ship Optinal Text Lcatin where the stwaways is assumed t have jined the ship, if any. Is there a sick animal r pet n bard? Optinal Cde Is there a sick animal r pet n bard? Yes/N data element. Health - MDH Attachments Crew r Passenger Mandatry Text Indicatin if the persn is Shall be btained frm the selectin functin. Number Mandatry Number Sequence number f crew r passenger. Upn presenting the number, the system will prvide Versin: 1.2 / Date: 22/09/2015 Page 29 f 36

31 data t the relevant fields. Family Name Optinal Text The family f the persn Given Name Optinal Text The name f the persn Sex Optinal Cde Shall be btained frm the selectin functin. Date Of Birth Optinal Date Date f birth Natinality Optinal Cde The natinality f the persn. Embarkatin Prt Optinal Lcde 5 Lcde. Shall be btained thrugh the selectin functin. Embarkatin date Optinal Date/time Date when the persn embarked the ship. Shall be btained thrugh the selectin functin. Nature f Illness Optinal Text Nature f illness Symptms date Optinal Date/time Date f nset f symptms. Shall be btained thrugh the selectin functin. Reprted t prt medical Optinal Cde Reprted t a prt medical fficer? Yes/ N status cde State Optinal The status f persn. Whether the persn recvered, is still ill r died Is the persn still n bard, was evacuated, r was buried at sea? Lcatin f evacuatin Optinal Text If the persn is still n bard, was evacuated, r was buried at sea? Optinal Lcde 5 Name f the prt r airprt where persn was evacuated Treatment Optinal Text Drugs, medicines r ther treatment given Cmments Optinal Text Cmments n the specific case in the MDH attachment 6.15 Other [1] Enter values in the fields under the Civil Liability Certificate fr Oil Pllutin Damage, Civil Liability Certificate fr Bunker Oil Pllutin Damage, Bunkers nbard and Ship Defects sectins. Field name Occ Cmpsed f Length Descriptin Civil liability certificate fr il pllutin damage Civil liability certificate fr il Optinal Cde Type f the Certificate. Shall be btained frm the selectin bar. pllutin damage Specify expiry date Optinal Date/time The certificate expiry date. Shall be btained thrugh the selectin functin. Cmments Optinal Text Any cmments. Civil liability certificate fr bunker il pllutin damage Civil liability certificate fr bunker il pllutin damage Optinal Cde Type f the Certificate. Shall be btained frm the selectin bar. Specify expiry date Optinal Date/time The certificate expiry date. Shall be btained thrugh the selectin functin. Cmments Optinal Text Any cmments. Bunkers n bard Quantity f heavy Optinal Numbers (decimal) Quantity f heavy fuel il fuel il, in metric tns Quantity f gas il, in Optinal Numbers (decimal) Quantity f gas il metric tns Quantity f marine Optinal Numbers (decimal) Quantity f marine gas il gas il, in metric tns Quantity f marine Optinal Numbers (decimal) Quantity f marine diesel il Versin: 1.2 / Date: 22/09/2015 Page 30 f 36

32 diesel il, in metric tns Quantity f any ther Optinal Numbers (decimal) Quantity f any ther type f il type f il, in metric tns Bunker delivery Optinal Cde Yes/N status cde receipt ntes f the abve quantities Ship defects Hull integrity Optinal Text Defects related t the hull integrity Maneuvrability Optinal Text Defects related t the maneuvrability Mring Optinal Text Defects related t the mring gears Carg handling Optinal Text Defects related t the carg handling capabilities Cmmunicatin Optinal Text Defects related t the cmmunicatin equipment Navigatin Optinal Text Defects related t the navigatin equipment Other Optinal Text Other defects t be reprted 7 Cnsult Ntificatins 7.1 Access This page is used t search fr ntificatins in rder t btain infrmatin abut the acknwledgment received frm the authrities, r t update, re-use f cancel ntificatins. Yu may nly cnsult ntificatins that yu have submitted r updated. 7.2 Required steps In rder t cnsult the ntificatins, yu shuld take several steps which are described belw. Hwever, depending n the way selected, the steps yu encunter may vary. The successful lgin will lead yu t the NSW Cmmn Reprting Gateway (CRG) main page. In rder t cnsult ntificatins, yu shuld: [1] Click Cnsult Ntificatins buttn. Fig. 15: CRG main page Yu will be lead t a new page which will list all yur ntificatins. Versin: 1.2 / Date: 22/09/2015 Page 31 f 36

33 Fig. 16: My ntificatins page Yu may filter the list f ntificatins by Ship name, IMO Number, Prt f call, Within (time perid), Type (All, Arrival r Departure), Call status (All Open, Expected, Arrived, Departed, Clsed and Cancelled) and Request Status (Pending, Accepted, Nt Accepted). It is als pssible t nly ntificatins applicable t the user (submitted by user in his/her prt) r t see all ntificatins dne in the NSW. By default the checkbxes fr See nly my ntificatins and See nly ntificatins in my prt are checked. T see all submitted ntificatins the check bxes have t be unchecked. [2] Enter ne r mre f the filter criteria and click n Filter ntificatins. The terms entered in text criteria need t match at least the initial characters f the searched value. Fr example fr searching fr the ship with name Highspeed, the user may enter as criteria the text high. The applicatin will search and fetch all ships with name starting with high. Search is nt case sensitive. If n criteria have been specified the search will return the full set f results. In case n ntificatin has been fund a message N Ship Calls fund is displayed. Fr an existing ntificatin the table prvides: - The ship s identificatin, - The prt f call, - The date and time f arrival (estimated if the ship has nt arrived yet ETA, r actual if the ship has arrived ATA), - The date and time f departure (estimated if the ship has nt arrived yet ETD, r actual if the ship has arrived ATD), - The type f ntificatin (arrival r departure) - The prt call status: Expected, Arrived, Departed, Cancelled r Draft - The request status, which indicated whether the ntificatin is pending decisins by the authrities, is accepted r was nt accepted by the Authrities - A series f icns indicating which frmalities (tab) are available in the ntificatin. Blue icns indicate that the user has cmpleted, at least, the mandatry fields f the frmality (Tab). On the left hand, links allw dwnlading the ntificatins in PDF r XML frmats. [3] Click a select buttn ( ) next t a ntificatin t select it. When a ntificatin is selected several ptins will be activated (Update, Prepare departure ntificatin, Reuse, Cancel, View decisins, View ntificatin histry.) Versin: 1.2 / Date: 22/09/2015 Page 32 f 36

34 Fig. 17: Optins available fr a ntificatin Depending n yur selectins, yu can perfrm the fllwing actins: - T update the selected ntificatin, clicking n Update. Please nte that ntificatins which have been cancelled r are clsed are nt visible n this list. - T prceed with the departure ntificatin frm an arrival, click n Prepare departure ntificatin. - T create a new ntificatin using the infrmatin f the selected ntificatin, click Reuse. - T send a cancel request fr the crrespnding ship call, click n Cancel. - T see the decisins registered frm the authrities, click n View decisins. - T see the ntificatin histry, click View ntificatin histry buttn. This will display the dates and times and data prviders f the ntificatin s updates received s far. [4] Select the actin t be executed. Subsequent t yur selectin Update, Prepare departure ntificatin r Reuse, yu will be directed t the crrespnding tabs, where yu can cntinue with the selected actin. These are described in the abve sectins. Fig. 18: Optins activated Versin: 1.2 / Date: 22/09/2015 Page 33 f 36

35 Subsequent t yur selectin View decisins a mdal windw will be pened. Fig. 19: View Decisins This windw displays the decisins registered by the authrities (s far) fr the given ntificatin. Yu can view fr each decisin: The authrity that has registered the decisin. The agency that this authrity belngs t. The data grup fr which the decisin has been taken. The date and time f the decisin. Whether a decisin frm an authrity is pending r whether it has taken a decisin (accepted r nt accepted). The cmment f the decisin taken fr the specific data grup. Acknwledgment messages with status cde NtAccepted are prvided as sn as an authrity des nt accept the request. Acknwledgment messages with status cde Accepted are prvided nly nce all relevant Agencies have accepted the request. Ship Data Prviders are infrmed that the ntificatin is rejected nce an Authrity has rejected the ntificatin. This is nly applicable if the clearance mdel is silent clearance r systematic clearance. Ship data prviders are infrmed that the ntificatin is accepted nce at least ne Authrity per Agency has accepted the ntificatin. This is nly applicable if the clearance mdel is systematic clearance Subsequent t selecting View ntificatin histry, a mdal windw will pen t display the ntificatins sent s far by the ship data prvider fr the selected ship call. Versin: 1.2 / Date: 22/09/2015 Page 34 f 36

36 Fig. 20: View Ntificatin histry page Yu can view bth the name f the data prvider wh submitted a ntificatin and the date and time the latter has been submitted Subsequent t selecting Cancel, the ntificatin will be cancelled and is remved frm the Ntificatin list. It can be seen if the Call Status filter is set at Cancelled. Cancellatin f vessel call is pssible befre the actual arrival f the ship (e.g. befre ATA is reprted). The result f cancelling the call is that all reprted ntificatins with underlying data is marked as deleted and cnsidered nt being reprted. Cancellatin can nly be dne by the ship data prvider wh submitted the initial ntificatin. [5] Press Clse t clse the windw. Versin: 1.2 / Date: 22/09/2015 Page 35 f 36