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 vessel 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. This is a simplified version of the complete logic, for more detailed information see: Vessel Report System (VRS) Logic
   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.
   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.
   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.

            Its possible to include Voyage Reference Number and Reason for Call in the VRS reports. This makes it easier for VRS to locate the correct port call which will reduce failing messages. If all vessels are aware of their current Voyage Reference Number from Dataloy VMS, then this functionality can be utilized.

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. During testing its also possible to trigger mail poller manually.
   
   
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
     5.  Consumption Breakdown

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.
   Voyage Reference	Used to locate port call. For more information see Voyage Reference and Reason for Call
   Reason for Call	Used to locate port call. For more information see Voyage Reference and Reason for Call
   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. If update future dates are disabled this field will not be updated.
   Estimated Time of Departure (Optional)	Updates ETD. If update future dates are disabled this field will not be updated.
   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.
   Voyage Reference	Used to locate port call. For more information see Voyage Reference and Reason for Call
   Reason for Call	Used to locate port call. For more information see Voyage Reference and Reason for Call
   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 Arrival.
   Time of Berthing (Estimated if anchoring)	Updates ETB. If update future dates are disabled this field will not be updated.
   Estimated Time of Departure	Updates ETD. If update future dates are disabled this field will not be updated.
   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.
   Voyage Reference	Used to locate port call. For more information see Voyage Reference and Reason for Call
   Reason for Call	Used to locate port call. For more information see Voyage Reference and Reason for Call
   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 Berthing	Updates ETB. If update future dates are disabled this field will not be updated.
   Estimated Time of Departure	Updates ETD. If update future dates are disabled this field will not be updated.
   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.
   Voyage Reference	Used to locate port call. For more information see Voyage Reference and Reason for Call
   Reason for Call	Used to locate port call. For more information see Voyage Reference and Reason for Call
   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 Departure.
   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.

    

    

5. Consumption Breakdown fields. These will be enabled by Dataloy if requested by customer.

   Main Engine - Fuel Oil	Inserted to position report.
   Main Engine - Fuel Oil Low Sulphur	Inserted to position report.
   Main Engine - Diesel Oil	Inserted to position report.
   Main Engine - Diesel Oil Low Sulphur	Inserted to position report.
   Auxiliary - Fuel Oil At Sea	Inserted to position report.
   Auxiliary - Fuel Oil Low Sulphur At Sea	Inserted to position report.
   Auxiliary - Diesel Oil At Sea	Inserted to position report.
   Auxiliary - Diesel Oil Low Sulphur At SeaInserted to position report.	Inserted to position report.
   Boilers - Fuel Oil Idle	Inserted to position report.
   Boilers - Fuel Oil Low Sulphur Idle	Inserted to position report.
   Boilers - Diesel Oil Idle	Inserted to position report.
   Boilers - Diesel Oil Low Sulphur Idle	Inserted to position report.
   Boilers - Fuel Oil Working	Inserted to position report.
   Boilers - Fuel Oil Low Sulphur Working	Inserted to position report.
   Boilers - Diesel Oil Working	Inserted to position report.
   Boilers - Diesel Oil Low Sulphur Working	Inserted to position report.
   Generators - Fuel Oil At Sea	Inserted to position report.
   Generators - Fuel Oil Low Sulphur At Sea	Inserted to position report.
   Generators - Diesel Oil At Sea	Inserted to position report.
   Generators - Diesel Oil Low Sulphur At Sea	Inserted to position report.
   Cleaning - Fuel Oil	Inserted to position report.
   Cleaning - Fuel Oil Low Sulphur	Inserted to position report.
   Cleaning - Diesel Oil	Inserted to position report.
   Cleaning - Diesel Oil Low Sulphur	Inserted to position report.
   Heating - Fuel Oil Consumption	Inserted to position report.
   Heating - Fuel Oil Low Sulphur	Inserted to position report.
   Heating - Diesel Oil	Inserted to position report.
   Heating - Diesel Oil Low Sulphur	Inserted to position report.

Update Future Dates

By default future dates will be updated in VRS. It is possible to disable this if wanted. The following dates are considered future dates in VRS:

Noon Report: ETB, ETD
Arrival Report: ETB, ETD
In Port Report: ETB, ETD

Voyage Reference and Reason for Call

Voyage reference and reason for call can be included in VRS reporting. This makes it easier to locate the correct port call in Dataloy VMS and will reduce failing reports. It is important that the vessel is using the same voyage reference number as in Dataloy VMS. The voyage reference number is the reference column in voyage list in Booking and Operations module.

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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.
     1.  Master Data
     2.  Customer Specific Fields
 

1. Master Data
   Master Data in report:       
   
   1. Vessel
      If a report requires a new vessel i must be added in the Vessel Administration module. The report must thereafter be generated and distributed to the vessel
      
   2. Port
      If a new port is needed in the report, contact Dataloy. Dataloy will add the port to the system. Once the port is added the report must be generated and distributed to relevant vessel.
      
      
2. Customer Specific Fields
   New fields can be added as an event, remark and/or Dataloy can add a database field (which becomes available for all customers of vessel reporting). A customer specific field structure can be setup in the client's database and added to the report when running the report generator. Events are available in the Laytime Calculations module and Remarks in the Position Report module (as remarks on the position report).
   

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Requirements

Client Requirements:

1. Cookies must be enabled for the report to show data from a previous report.
2. If data from the last report is stored in the form fields, this must be disabled in the browser.
3. Javascript must be enabled.
4. Applicable browsers:
   1. Internet Explorer 8 and above.
   2. Firefox
   3. Chrome (does not support data from a previous report)
   4. Safari
5. E-mail client: A default e-mail client must be set. Most e-mail clients are supported, for example: Outlook, Outlook Express and Thunderbird. Lotus Notes mail is partly supported.
6. E-mail address: An e-mail address for receiving vessel reports will be setup by Dataloy Systems.

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Opening the Report in Internet Explorer 8

1. Open the Dataloy Vessel Report Client file provided by relevant Operator.
   
   Using Internet Explorer, the following will display:
   
   
   
   
2. Click the yellow information bar and select Allow Blocked Content from the drop-down menu.
   
   
   
    
3. A pop-up requesting confirmation to run the file's active content will open. Click Yes.
   
   
   

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Getting Started

The Vessel Reporting System - Offline (VRC) must be set up by Dataloy  Systems in a client test environment. The set-up has a one time fee covering the set-up in both test and production environments.

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Test Phase

A test phase is recommended following the Dataloy Offline Vessel Report System system set-up to ensure that it meets all customer needs. Dataloy will setup a vessel reporting test environment and refresh the test database with production data. It is important that the test database has an updated schedule when testing commences. While testing it is possible to trigger the mailpoller manually by going to http://[ip]:[port]/ws/rest/VesselReport/mailPoller (IP and Port will vary from system to system), login with your username and password and click "Run VRS Mail Poller". Note: Using a vessel image test system for testing is a preferred option.

It is possible to test the VRS in production in order to avoid having to keep the test environment schedule updated at all times. If testing in production choose one vessel and test with caution.

 To test:

1. Select vessels to use when testing. The vessels should already be reporting by e-mail.
2. A test user onshore collects the 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 more of the partaking vessels.
5. Run the same test again on board the vessel. This will update the test system.
6. Ensure all needs are met.
7. Once testing is complete – contact Dataloy to setup the Offline Vessel Reporting System in production.
   

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Test Report

To view and test available test report: Download and unzip the file to start testing the report: 

Standard version (including consumption breakdown): dataloy_vrs_consumption.zip

Clipboard Version: dataloy_vrs_clipboard.zip

Note: Data will not be updated in Dataloy VMS before the server is configured to receive vessel reports.

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