100 Dataloy Vessel Report System (VRS)

Short Description

The Dataloy Vessel Report System is a web page intended for creating vessel reports from vessels without internet connection. The only vessel computer requirements are e-mail access, an e-mail client and a web browser. The web page is distributed to vessels and stored locally on the respective vessels communication computers. When a report is submitted a pre-filled in e-mail will open in the default e-mail client and when an e-mail is sent from a vessel it will be picked up by Dataloy VMS where the schedule, bunker figures will automatically be updated and a report inserted.

The are four report types:

• Noon Report
• Arrival Report
• In Port Report
• Departure Report  

Chapter Contents:

Long Description

Usage

There are several functions of the vesssel reporting system:
     1.  Locating the Port Call to be Updated in Dataloy VMS
     2.  Field Validation
     3.  Data from Previous Report
     4.  Submitting Report
     5.  Receiving Mail in Dataloy VRS
     6.  Confimation and Error Mail
     7.  Failing Report

1. Locating the Port Call to be Updated in Dataloy VMS
   As the Dataloy VMS schedule is not accessible to offline vessels, the system relies on information in the reported data to locate the correct port call - i.e. the vessel and the report date. Different rules apply depending on report type:
   1.  Arrival, Noon and In Port Report
      1.  Vessel reporting will search through port calls and locate the first port call where the departure date is after the report date.
         Note: Redelivery ports and the straits Torres, Bosporus and Maggelan are excluded.
   2. Departure Report
      1. Vessel reporting will search through port calls and locate the first port call where the departure date is after the report date. The system will choose this port call as the next arrival port.
      2. The vessel reporting will select the previous port call as the departure port. If Departure Fixed is set for this port, the system will move to the next port for both the departure and arrival ports. If Departure fixed is not set for the previous port, the vessel reporting will go backwards to the first port call where Departure Fixed is not set.
         Note: Redelivery ports and the straits Torres, Bosporus and Maggelan are excluded.
   3. Multiple Port Calls for the Same Port, Registered in Dataloy
      1. Rule for vessel report updating when there are multiple port calls to the same port after each other
         1. Arrival, Noon and In Port Report will update the first port call.

         2. Departure Report will update the last port call.

            ETA and ETB are set as fixed in the Dataloy VMS when the entered date is in the past. ETD is set as fixed - only for the Departure Report.

2. Field Validation
   1. Grey check mark appears: Indicates field is mandatory.
   2. Green check mark appears: Indicates field is validated.
      
      
      
      

   3.  The Submit button activates once all fields are validated (i.e. have green check marks).
      
      

      • Logical date check exists for ETA, ETB and ETD. A report will be invalid and impossible to send if the ETB is entered as a date preceding the ETA.

      • Noon Reports: The Daily Net Fresh Water Consumption section allows for negative numbers.
        Note: Negative numbers indicates higher water production than consumption. 

       
      Example of validated and not validated fields:
      
      
      

       

      
      

3. Data from Previous Report
   Data from a previous report will appear in the Previous Report column. This previous value can be copied into the current report.
   Note: Cookies must be enabled for this function. 

    

    

    
4. Submit Report
   The Submit button activates once all fields are validated (i.e. have green check marks). Click to submit report. A pre-filled in e-mail will open in the the default mail client. DO NOT CHANGE THE CONTENTS OF THIS E-MAIL. It should be sent as is.
   Note: If the e-mail client automatically adds text to the mail body, for example a signature, DO NOT remove it. This type of addition is acceptable. Size of mail including mail headers is about 5kb.
   
   Example: 
   
   
   
   
5. Receiveing Mail in Dataloy VRS
   Mail is checked by the server every 30 minutes.
   Note: During a test phase this interval is 15 minutes.
   
   
6. Confirmation and Error Mail
   Once a report has been inserted in Dataloy VMS, an e-mail can be sent to the Voyage Operator. This e-mail contains an overview of the data submitted from the vessel in a readable format. Note: If a report fails to be inserted an e-mail will be sent to a fixed e-mail address. If  the VMS located the port call before the report failed an error e-mail will also be sent to the Voyage Operator.To enable mail to be sent to the Voyage Operator, an e-mail address must first be added on user level.
   
   Example:
   
   Vessel: Vessel 1
   Departure Port: BERGEN
   Report Date Local Time: Wed Oct 24 00:00:00 CEST 2012
   Departure Time: Fri Oct 26 22:00:00 CEST 2012
   Next Port: OSLO
   Estimated Time of Arrival: Fri Oct 26 03:00:00 CEST 2012
   etc..
   
   
7.   Failing Report
   Failing reports must be corrected and resent from the vessel (overview of ossible error messages: Vessel Report is Failing - Error Messages).

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Locating the Report in Dataloy VMS

In the VMS the vessel report  can be found in the Vessel Report Browser (where it can be edited) and in the Port Call Browser > Vessel Reports tab (Read-Only).

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Fields that will be Updated in Dataloy VMS

The fields in the report types that will update - listed by report type:     
     1.  Noon Report 
     2.  Arrival Report 
     3.  In Port Report 
     4.  Departure Port

1. Noon Report
   

   Noon Report	Dataloy VMS
   Vessel Name	Used to locate the port call in Dataloy VMS.
   Position latitude	Inserted to position report.
   Position Longitude	Inserted to position report.
   Next Port	When a port call is located based on vessel and report date, Dataloy VMS checks the reported port against the port in Dataloy VMS. If these do not match an e-mail will be sent to the operator and the report will not be inserted.
   Report Date Local Time	Used to locate the port call in Dataloy.
   Estimated Time of Arrival	Updates ETA.
   Estimated Time of Berting (Optional)	Updates ETB
   Estimated Time of Departure (Optional)	Updates ETD
   True Course	Inserted to position report.
   Distance Sailed Since Last Report	Inserted to position report.
   Hours in Service Since Last Report	Inserted to position report.
   Distance To Go	Inserted to position report.
   Speed Made Good	Inserted to position report.
   Wind Direction	Inserted to position report.
   Wind Force	Inserted to position report.
   Sea Direction	Inserted to position report.
   Sea State	Inserted to position report.
   Main Engine RPM Since Last Report	Inserted to position report.
   Daily Fuel Oil consumption	Inserted to position report.
   Daily Diesel Oil consumption	Inserted to position report.
   Daily Fuel Oil Low Sulphur consumption	Inserted to position report.
   Daily Diesel Oil Low Sulphur consumption	Inserted to position report.
   Daily Net Fresh Water consumption	Inserted to position report.
   Fuel Oil remaining on board	Inserted to position report.
   Diesel Oil remaining on board	Inserted to position report.
   Fuel Oil Low Sulphur remaining on board	Inserted to position report.
   Diesel Oil Low Sulphur remaining on board	Inserted to position report.
   Fresh Water remaining on board	Inserted to position report.
   Remark	Inserted as remark to position report.

    

2. Arrival Report
   

   Arrival Report	Dataloy VMS
   Vessel Name	Used to locate the port call in Dataloy VMS.
   Port	When a port call is located based on vessel and report date, Dataloy VMS checks the reported port against the port in Dataloy VMS. If these do not match an e-mail will be sent to the operator and the report will not be inserted.
   Report Date Local Time	Used to locate the port call in Dataloy VMS.
   Time of Arrival	Updates ETA.
   Time of Berthing (Estimated if anchoring)	Updates ETB.
   Estimated Time of Departure	Updates ETD.
   Total Distance Sailed Since Departure	Updates Miles.
   Hours in Service Since Last Report	Inserted to position report.
   Hours Stoppages Since Last Report	Updates days stoppages  (under the Perfomance tab in Booking and Operations).
   Speed Made Good Since Last Report	Inserted to position report.
   Draft Aft	Inserted to position report.
   Draft Forward	Inserted to position report.
   Daily Fuel Oil consumption	Inserted to position report.
   Daily Diesel Oil consumption	Inserted to position report.
   Daily Fuel Oil Low Sulphur consumption	Inserted to position report.
   Daily Diesel Oil Low Sulphur consumption	Inserted to position report.
   Daily Net Fresh Water consumption	Inserted to position report.
   Fuel Oil remaining on board	Updates Fuel Oil ROB arrival.
   Diesel Oil remaining on board	Updates Diesel Oil ROB arrival.
   Fuel Oil Low Sulphur remaining on board	Updates Fuel Oil Low Sulphur ROB arrival.
   Diesel Oil Low Sulphur remaining on board	Updates Diesel Oil Low Sulphur ROB arrival.
   Fresh Water remaining on board	Inserted to position report.
   Remark	Inserted as remark to position report.

    

3. In Port Report

   In Port Report	Dataloy VMS
   Vessel Name	Used to locate the port call in Dataloy VMS.
   Port	When a port call is located based on vessel and report date, Dataloy VMS checks the reported port against the port in Dataloy VMS. If these do not match an e-mail will be sent to the operator and the report will not be inserted.
   Report Date Local Time	Used to locate the port call in Dataloy VMS.
   Estimated Time of Departure	Updates ETD.
   Hours in Service	Inserted to position report.
   Weather	Inserted to position report.
   Wind Direction	Inserted to position report.
   Average Wind Force	Inserted to position report.
   Remark	Inserted as remark to position report.

   
   

4. Departure Report

   Departure Report	Dataloy VMS
   Vessel Name	Used to locate the port call in Dataloy VMS.
   Departure Port	When a port call is located based on vessel and report date, Dataloy VMS checks the reported port against the port in Dataloy VMS. If these do not match an e-mail will be sent to the operator and the report will not be inserted.
   Report Date Local Time	Used to locate the port call in Dataloy VMS.
   Departure Time	Updates ETD.
   Next Port	When a port call is located based on vessel and report date, Dataloy VMS checks the reported port against the port in Dataloy VMS. If these do not match an e-mail will be sent to the operator and the report will not be inserted.
   Estimated Time of Arrival	Updates ETA for next port call.
   Distance To Next Port	Inserted to position report.
   Draft Aft	Inserted to position report.
   Draft Forward	Inserted to position report.
   Fuel Oil remaining on board	Updates Fuel Oil ROB departure.
   Diesel Oil remaining on board	Updates Diesel Oil ROB departure.
   Fuel Oil Low Sulphur remaining on board	Updates Fuel Oil Low Sulphur ROB departure.
   Diesel Oil Low Sulphur remaining on board	Updates Diesel Oil Low Sulphur ROB departure.
   Fresh Water remaining on board	Inserted to position report.
   Bunkered Fuel Oil Input exact figure according to the BDR	Updates Fuel Oil bunkered for departure port call.
   Bunkered Fuel Oil Low Sulphur Input exact figure according to the BDR	Updates Fuel Oil Low Sulphur bunkered for departure port call.
   Bunkered Diesel Oil Input exact figure according to the BDR	Updates Diesel Oil bunkered for departure port call.
   Bunkered Diesel Oil Low Sulphur Input exact figure according to the BDR	Updates Diesel Oil Low Sulphur bunkered for departure port call.
   Remark	Inserted as remark to position report.

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Straits

Three straits may appear in the Dataloy VMS schedule: Torres, Bosporus and Maggelan. These will appear because expenses may arise. Dataloy Vessel Reporting do not consider these straits but moves to the next port call. Vessels should therefore report the port following the Torres, Bosporus and Maggelan straits. 

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Report Generator

The Report Generator collects necessary master data and customer specific fields to avoid the need for manual changes and/or having one report version/customer.

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Master Data

Master Data in report:  
     1.  Vessel
     2.  Port
    

1. Vessel
2. Port

Customer Specific Fields

Requirements

Server

Client

Browser

E-Mail Client

E-Mail Address

OPening the Report In INternet Explorer 8

Getting Started

Testing Phase

Test Report

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Locating the Port Call to be Updated in Dataloy VMS

 As the Dataloy VMS schedule in not accessible to offline vessels, the system relies on information in the reported data to locate the correct port call - i.e. the vessel and the report date.

Different rules apply depending on report type:

• The Arrival, Noon and In Port Report:
  • Vessel reporting will search through port calls and locate the first port call where the departure date falls after the report date. It excludes straits (Torres, Bosporus and Maggelan) and redelivery ports.
    
    
•  The Departure Report:
• Vessel reporting will search through port calls and locate the first port call where the departure date falls after the report date. It excludes straits (Torres, Bosporus and Maggelan) and redelivery ports. The system will choose this port call as the next arrival port. Then vessel reporting will then select the previous port call as the departure port. If Departure Fixed is set for this port, the system will skip to the next port for both the departure and the arrival ports. If Departure fixed is not set for previous port, vessel reporting will go backwards to the first port call where departure fixed is not set.
   
• Multiple port calls for the same port, registered in Dataloy
  • When having multiple port calls for the same port after each other, the rule for vessel report updating is as follows
    • Arrival, Noon and In Port report will update the first port call.
    • Departure report will update the last port call

Field Validation

         1. All fields marked with a grey check mark are mandatory. 
         2. When a field is validated  - a green check mark will appear.
         3. Once all fields are validated (i.e. have green check marks)  - the submit button at the bottom of the page will be enabled.

Example of validated and not validated fields:

Data from Previous Report

Data from a previous report will appear in the Previous Report column. This previous value can be copied into the current report.
Note: Cookies must be enabled for this function.

Submitting Report

Once all fields are validated (i.e. have green check marks) a submit button at the bottom of the page will be enabled. To submit a report - click the submit button. A pre-filled in e-mail will open in the the default mail client. DO NOT CHANGE THE CONTENTS OF THIS E-MAIL. It should be sent as is.
Note: If the e-mail client automatically adds text to the mail body, for example a signature, DO NOT remove it. This type of addition is acceptable.

Example:

Size of mail including mail headers is about 5kB

Receiving mail in Dataloy VRS

Mail will be checked by server every 30 minutes. During test phase this interval will be changed to 15 minutes.

Confirmation and Error Mail

Once a report has been inserted in Dataloy VMS, an e-mail can be sent to the voyage operator. This e-mail contains an overview of the data submitted from the vessel in a readable format:

Vessel: Vessel 1
Departure Port: BERGEN
Report Date Local Time: Wed Oct 24 00:00:00 CEST 2012
Departure Time: Fri Oct 26 22:00:00 CEST 2012
Next Port: OSLO
Estimated Time of Arrival: Fri Oct 26 03:00:00 CEST 2012
etc..

If a report is failing on insert an e-mail will be sent to a fixed e-mail address and if the system located the port call before the report failed an error e-mail will also be sent to the voyage operator.
Note: To enable mail to be sent to the voyage operator, an e-mail address must first be added on user level.

Failing Reports

Failing reports must be corrected and resent from the vessel. An overview of possible error messages can be found here.
 

Locating the Report in Dataloy VMS

The vessel report is, once entered into the system available in two modules, the Vessel Report Browser (where the report can be edited) and in the Port Call Browser under  the Vessel Reports tab (read-only version).

Fields that will be Updated in Dataloy VMS 

Noon Report  

Arrival Report 

In Port Report

Departure Report

Straits

3 straits may appear in Dataloy schedule, Torres, Bosporus and Maggelan. These will appear because expenses may arise. In Dataloy vessel reporting we do not consider these straits and skip to next port call. Vessels should report next port instead of Torres, Bosporus and Maggelan.

Report Generator

Dataloy has developed a report generator that collects necessary master data and customer specific fields in order to avoid manual changes and having one report version for each customer.

Master Data

Vessel

If a new vessel is needed in the report, the vessel has to be added in the Vessel Administration module in Dataloy VMS. Thereafter, the report has to be generated and distributed to the vessel.

Port

If a new port is needed in the report, please contact support@dataloy.com. Once the port has been added the report has to be generated and distributed to the relevant vessel.

Customer Specific Fields

If new fields are needed this can be added as an event or a remark. Dataloy may also decide to add a database field, that will be common for all customers of vessel reporting. The customer specific field structure will be setup in the customers database and then added to the report when running the report generator. Events will be available in the laytime module. Remarks will be available in the position report module as remarks on the position report.

Requirements

Server

The mail poller is developed in the new Dataloy architecture and requires a separate JBoss: JBoss7. This requires a new IP address on the server and at least 1GB of free memory. Dataloy is in the progress of testing Dataloy VMS on JBoss7. When testing is completed, Dataloy VMS and the new architecture will use the same JBoss server.

Client

Browser

• Internet Explorer 8 and above.
• Firefox
• Chrome (does not support data from a previous report)
• Safari
  
  

E-mail Client

Most e-mail clients are supported. The following are tested and working: Outlook, Outlook Express and Thunderbird. Lotus Notes mail is partly supported. A default e-mail client must be set.

E-mail Address

An e-mail address for receiving vessel reports will be setup by Dataloy.

Opening the Report in Internet Explorer 8

When opening the offline client in Internet Explorer 8, the following screen will appear:

Click the yellow information bar and select Allow Blocked Content.

Click Yes.

Getting Started

After ordering the Vessel Reporting System -Offline (VRC), the VRC must be set up by Dataloy in a client test environment. The set-up has a one time fee which covers the set-up in both test and production environments. Once the set-up is complete - proceed to the testing phase.

Testing Phase

To ensure that the Dataloy Offline Vessel Report System meets all customer needs a test phase is recommended. Dataloy will setup a vessel reporting test environment and refresh the test database with production data - it is important that the test database has the updated schedule when testing commences. A default e-mail address for vessel reporting must be provided to Dataloy and information about the kind of web browser used. It is also possible to test VRS in production, this is to avoid keeping the schedule in test updated at all times. If testing in production choose one ship and take care while testing.

To carry out testing:

1. Decide on the vessels to partake in the testing phase. The vessels should already be reporting by e-mail.
2. A test user onshore collects the partaking vessels’ reports and inserts them into the Offline Vessel Reporting System.
3. The Offline Vessel Reporting System is run and checked if it meets all needs.
4. If all needs are met - provide the Offline Vessel Reporting System to a minimum of one of the partaking vessels.
5. Run the same test again on board the vessel. This will update the test system. Ensure all needs are met.
6. Once testing is complete – please contact Dataloy to setup the Offline Vessel Reporting System with production.

Test Report

To view and test available test report: Download and unzip the file to start testing the report - dataloy_offline_test_report.zip
Note: Data will not be updated in Dataloy VMS before the server is configured to receive vessel reports.

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