NSW Prttype User Manual AUTHORITIES Delegatin agreement frm the Eurpean Cmmissin MOVE D2/ME D(2012) Versin: 1.2 Date: 22/09/2015
NSW Prttype/ Users Manual/ Authrities TABLE OF CONTENTS 1 Intrductin... 2 1.1 Purpse f the dcument... 2 1.2 Abbreviatins... 2 2 System Overview... 3 2.1 Leading principles... 3 2.2 Frmalities supprted... 4 3 Users... 5 4 Data flw... 5 4.1 Principles... 5 4.2 Cntent f Ntificatins... 6 4.3 Quality requirements... 6 4.4 Re-use f infrmatin... 6 4.5 Clearance... 7 4.6 Acknwledgment... 7 4.7 Updates... 7 4.8 Cancellatin... 7 5 Use f AIE applicatin... 8 5.1 Access... 8 5.2 Lgin... 8 6 Functinalities... 9 6.1 Start using... 9 6.2 Search Ntificatins... 9 6.3 Select Ntificatins fr further actins... 10 6.4 Recrd decisin... 11 6.5 Read decisins frm all Authrities... 13 6.6 View ntificatins histry... 14 6.7 Update a ntificatin... 15 Versin: 1.2 / Date: 22/09/2015 Page 1 f 17
NSW Prttype/ Users Manual/ Authrities 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 Authrities Infrmatin Exchange (AIE) mdule f the NSW prttype which is meant t Authrity users fr reading the cntents f ntificatins submitted by Ship Data Prviders and recrd their bservatins and decisins. The dcument prvides a step-by-step apprach n hw t search ntificatins, cnsult their cntents, and recrd decisins and bservatins. 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 Versin: 1.2 / Date: 22/09/2015 Page 2 f 17
NSW Prttype/ Users Manual/ Authrities 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; 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 28005 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 28005 standard) and the Web User Interface. e-mail ntificatins are sent t authrities and ship data prviders t warn them f new and updated ntificatins r decisins. Versin: 1.2 / Date: 22/09/2015 Page 3 f 17
NSW Prttype/ Users Manual/ Authrities 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: 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 562/2006 - 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 450/2008 - 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, Versin: 1.2 / Date: 22/09/2015 Page 4 f 17
NSW Prttype/ Users Manual/ Authrities 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. 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. 3 Users An Authrity is a persn which is invlved in the decisin t accept r reject a ntificatin. Each Authrity belngs t ne r several Agencies (e.g. PSC, waste receptin, security etc.). The authrities specify the data grups they need t receive t perfrm their legal bligatins. Each authrity may have a clearance functin r a cnsultatin-nly functin. An authrity that has a clearance functin is invlved in the decisin t prvide apprval r denial f clearance t a ship. An individual authrity may cver ne, several r all prts f its cuntry. Authrities functins and the data grups that they can view are cnfigured by the natinal administratr in accrdance with their legal bligatins. A ntificatin is cnsidered as accepted by an Authrity if the authrity has accepted all the data grups it has been prvided with a clearance permissin. A ntificatin is cnsidered as rejected by an Authrity as sn as the authrity has rejected a data grup. When infrmatin frm an updated 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. 4 Data flw 4.1 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). Versin: 1.2 / Date: 22/09/2015 Page 5 f 17
NSW Prttype/ Users Manual/ Authrities 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 e-mail, and can be cnsulted in the User Interface. Fig. 3: Infrmatin flw in the NSW 4.2 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. 4.3 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. 4.4 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. Versin: 1.2 / Date: 22/09/2015 Page 6 f 17
NSW Prttype/ Users Manual/ Authrities 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. 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. 4.5 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 thrugh mdificatin f a cnfiguratin file at the installatin f the system. Refer t the installatin manual. 4.6 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. 4.7 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. 4.8 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. Versin: 1.2 / Date: 22/09/2015 Page 7 f 17
NSW Prttype/ Users Manual/ Authrities 5 Use f AIE applicatin 5.1 Access Access t the Authrity Infrmatin Exchange (AIE) is prvided t user accunts which are granted the right t recrd decisins regarding ntificatins (e.g. clearance functin). The main purpse f the Authrity Infrmatin Exchange (AIE) mdule is t allw Authrities t cnsult ntificatins and recrd decisins. Therefre, each authrity may have a clearance functin r a cnsultatin-nly functin. An authrity that has a clearance functin is invlved in the decisin t prvide apprval r denial f clearance t a ship. An authrity user may have the right t recrd decisins regarding ne r several data grups (sectins f a ntificatin) and cnsult the cntents f ne r several data grups. In additin, an authrity user may have access t ntificatins regarding calls at all r sme prts f his cuntry. The users access rights are cnfigured by the NSW administratr. 5.2 Lgin T lgin yu are required t enter valid credentials (Username and Passwrd), and press the Sign in buttn. Fig. 4: Lgin applicatin Once lgged, click n the buttn Authrity Infrmatin Exchange in the hme page. Fig. 5: Hme page with the list f available applicatins A new windw will then pen with the Authrity Infrmatin Exchange (AIE) mdule. Versin: 1.2 / Date: 22/09/2015 Page 8 f 17
NSW Prttype/ Users Manual/ Authrities 6 Functinalities 6.1 Start using In rder t start using the Authrity Infrmatin Exchange (AIE) mdule: [1] Click n New Search buttn. Fig. 6: AIE s main page 6.2 Search Ntificatins Yu will be navigated t the Search ntificatins page. By default this page shws the list f all pending ntificatins relevant t the Authrity. Frm this page yu can als search fr specific ntificatins. The criteria fr searching ntificatins are displayed n tp f the page. These are: Ship Name, IMO Number, MMSI Number, Prt f call, Within (a perid f time) and Request status (All, Pending, Accepted, nt Accepted). Fig. 7: Search criteria [1] In rder t search the ntificatins, enter ne r mre f the search criteria. Versin: 1.2 / Date: 22/09/2015 Page 9 f 17
NSW Prttype/ Users Manual/ Authrities The terms entered in text-bx criteria fields need t match 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. The user can see the cancelled ntificatins by selecting the checkbx under Cancelled. [2] Click Filter ntificatins t submit the search criteria entered and view the search results. A table with search results that crrespnd t the previusly entered search criteria will be displayed. These are the ntificatins fr which clearance has been requested. The table prvides the main data, a Request Status (Accepted/Pending/Nt Accepted depending n the search criteria chsen); and a series f icns displaying different categries f infrmatin (tabs) which are (r nt) included in the ntificatin (blue Yes/ grey N). The ntificatins data can als be bserved in PDF r XML frmats (by pressing PDF r XML icn), which can be saved and/r printed. 6.3 Select Ntificatins fr further actins [1] Several actins can be taken by selecting a ntificatin. Fr this yu shuld click the selectin buttn next t a ntificatin When a ntificatin is selected several ptins regarding the selected ntificatin are displayed n the tp left side f the result table (Recrd Decisin, View decisins, View ntificatin histry, Update.). Fig. 8: User ptins Selectin Recrd Decisin will pen the ntificatin s details. Details are the infrmatin included in the data grups (e.g. Ship, Prt etc.). Selectin View decisins will present the decisins registered frm the authrities. The decisin list is displayed in a mdal windw. Selectin View ntificatin histry will present all the ntificatins sent by the ship data prvider(s) fr the selected ship call s far. The ntificatin list is displayed in a mdal windw. Selectin Update will pen a new windw where infrmatin frm the ntificatin can be updated. Access t this functin will depend n the user s access rights. It is generally used t update limited infrmatin such as actual times f arrival and departure. [2] Make yur selectin and click the relevant buttn. The fllwing sectins describe the next steps fr each f the selectins. Versin: 1.2 / Date: 22/09/2015 Page 10 f 17
NSW Prttype/ Users Manual/ Authrities 6.4 Recrd decisin [1] By pressing the Recrd Decisin buttn yu will be directed t the Recrd Decisins page, and the Ntificatin s details page will be displayed. Yu can navigate thrugh the ntificatin s tabs (lcated at the tp f the page) and review the infrmatin included in each tab which prvides the data submitted by the ship data prvider. The pssible visible tabs are: Ship; Prt; Vyage; PSC (Prt State Cntrl); DPG; Carg; Ship s Stres; Waste; Waste Receipt; Security; Crew; Passengers; Crew Effects; Health; and Other. In the case where a dcument is attached t the ntificatin, this will be indicated with an icn at the tp f the crrespnding sectin. In the example belw, a dcument is attached t the Civil liability certificate fr il pllutin damage sectin. Fig. 9: Ntificatin s details. A data grup will be visible t yu, nly if yu have the clearance permissin (accept r nt accept) and/r cnsult permissin (view) fr the data grup. In the example prvided, the Authrity nly has access t the Ship, Prt, Vyage, PSC, Carg, Waste, Security and Crew details. It des nt have access t view the ther data grups: DPG, Ship s Stres, Waste Receipt, Crew Effects and Health. Versin: 1.2 / Date: 22/09/2015 Page 11 f 17
NSW Prttype/ Users Manual/ Authrities Fig. 10: Available tabs If a data grup cntains n infrmatin r yu have n permissin fr a tab, clearance r cnsult, then this tab will be hidden. [2] Navigate thrugh the ntificatin s tabs and review the infrmatin included in each tab. The data per tab are nn-editable; yu can nly view the data. [3] Recrd yur decisins Yu can recrd a decisin fr a specific data grup by checking the crrespnding checkbx Accepted (t accept the infrmatin included) r Nt Accepted (t discard the infrmatin included) r apprve the data cntained in all the tabs by checking the checkbx next t Apprve whle ntificatin which is at the tp-right side f the page. Fig. 11: Acceptance In case yu d nt have clearance permissin, but nly cnsult permissin, the mentined checkbxes will be hidden. Once a decisin has been recrded, the Cmments sectin will be enabled and yu can enter cmments r any infrmatin needed t be cmmunicated t ship data prviders (if needed) [3] Click Submit t submit the decisin(s). Decisins and cmments will be visible t the ship data prvider. The Submit buttn is nly visible when the clearance status is still pending. After selecting Submit functin, yu will be relcated t the cnfirmatin page meaning that the ntificatin was successfully submitted and yu can see a summary f the decisins and cmments made. Versin: 1.2 / Date: 22/09/2015 Page 12 f 17
NSW Prttype/ Users Manual/ Authrities Fig. 12: Ntificatin cnfirmatin [4] Click Back t main menu buttn n the bttm f the page, t return t the search page. 6.5 Read decisins frm all Authrities This page displays the decisins registered by the authrities (s far) fr the given ship call. The same (current) page will be displayed by clicking t View Decisins frm the Apprve Ntificatins page. The same infrmatin is shwn if Decisins frm all Authrities is chsen frm any decisin tab. This page allws yu t view the histry f decisins registered per authrity, data grup, date-time and any cmments. Hwever, decisins and cmments made befre an updated ntificatin are nt displayed. [1] T display the decisins registered by the authrities (s far) fr the given ship call, click Decisins frm all Authrities r View Decisins. Versin: 1.2 / Date: 22/09/2015 Page 13 f 17
NSW Prttype/ Users Manual/ Authrities Fig. 13: Decisins frm all Authrities The decisins are gruped per authrity Agency. Fr each Agency, paging allws the user t navigate t the next pages in case the results exceed ne page. 6.6 View ntificatins histry This page is used t display when the initial ntificatin and subsequent updates were submitted by the ship data prvider fr the chsen ship call. [1] Open the Ntificatin s histry page by clicking View Ntificatin Histry frm a tab r frm the Apprve Ntificatins page. It will display the list f ntificatins submitted by the ship data prviders fr the given ship call. Paging allws yu t navigate t the next and previus result pages in case the results exceed ne page. [2] Click Clse t return t Apprve Ntificatins r Back t return t the decisin tab, depending frm where this functinality was accessed. Versin: 1.2 / Date: 22/09/2015 Page 14 f 17
NSW Prttype/ Users Manual/ Authrities Fig. 14: Ntificatin Histry page 6.7 Update a ntificatin When clicking n the buttn Update in the list f ntificatins, a new windw will pen. It allws updating the cntent f the ntificatin. Access t this functin will depend n the user s access rights. It is generally used t update limited infrmatin such as actual times f arrival and departure. [1] Click n a tab ( Prt r thers if available). The cntent f the tab will pen. Fig. 15: Update f a ntificatin [2] Recrd the relevant infrmatin and click Submit. A page will be displayed with a cnfirmatin message and the cntent f the infrmatin submitted. Versin: 1.2 / Date: 22/09/2015 Page 15 f 17
NSW Prttype/ Users Manual/ Authrities Fig. 16: Cnfirmatin page [3] Clse the windw t return t the ntificatins list. The ntificatin list will need t be refreshed by clicking n Filter ntificatins in rder t display the latest update f the ntificatin. Versin: 1.2 / Date: 22/09/2015 Page 16 f 17