Revised OCIMF/CDI Ship Inspection Report (SIRE) Programme Guide to the Harmonised Vessel Particulars Questionnaire (HVPQ) Computer

Application Version 2.0.238 or 2.0.242

Issue 1.2 January 2007

CDI / Oil Companies International Marine Forum

Oil Companies International Marine Forum 2002

Contents
1.Welcome to the HVPQ 2.Principles of the HVPQ 5 6

2.1 Objectives ..................................................................................................................... 6 2.2 Participation.................................................................................................................. 6 2.3 HVPQ Security ............................................................................................................. 6 2.4 HVPQ - Conditions of Acceptance in SIRE................................................................. 7 2.5 Complete and Incomplete HVPQs................................................................................ 7 2.6 HVPQ Availability to Attending Inspectors................................................................. 7

3.Installation

3.1 HVPQ Programme System Requirements .................................................................... 8 3.2 Setting up the HVPQ Programme................................................................................. 8 3.3 Installation .................................................................................................................... 8

4.Using the HVPQ

4.1 Getting Started.............................................................................................................. 9 4.2 Creating a New HVPQ ............................................................................................... 11 4.3 Creating a HVPQ Response for Sister Ships .............................................................. 11 4.4 Moving Around the HVPQ......................................................................................... 11 4.5 Compiling Data........................................................................................................... 12 4.6 Calendars and Pick Lists............................................................................................. 13 4.7 Yes, No and Not Applicable Responses ..................................................................... 14 4.8 Tank Plans and Mooring Arrangements ..................................................................... 14 4.9 Questions Which Have Multiple Answers ................................................................. 18 4.10 Bunker Capacity Tables............................................................................................ 18 4.11 Saving a HVPQ ........................................................................................................ 19 4.12 Updating a HVPQ Response .................................................................................... 19

5.Processing HVPQ Responses

20

5.1 Viewing a HVPQ Response ....................................................................................... 20 5.2 Printing a HVPQ......................................................................................................... 21

6.Communicating with SIRE

22

6.1 Marking a HVPQ Response for Upload ..................................................................... 23 6.2 Electronic Submission of a HVPQ Response to SIRE ............................................... 24 6.3 Use of the Login Password......................................................................................... 26 6.4 Manual Submission of a HVPQ Response to SIRE ................................................... 26 6.5 Copying and Distribution of the HVPQ Software ...................................................... 28 6.6 Importing a HVPQ Response ..................................................................................... 28 6.7 Logging a HVPQ Response on the SIRE Database.................................................... 28

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7. Importing and exporting data with CDI.

29

7.1 Importing data from ISIS (CDI) ................................................................................. 29 7.2 Exporting data to ISIS (CDI)...................................................................................... 30 7.3 Importing your existing VPQ files ............................................................................. 32

8. Change of Ship operator

33

8.1 Notification to OCIMF ............................................................................................... 33 8.2 Failure to Notify OCIMF............................................................................................ 33

9.HVPQ Help

34

9.1 Web help on Common HVPQ issues.......................................................................... 34 9.2 Queries relating to HVPQ........................................................................................... 34

Oil Companies International Marine Forum 2002

The Revised OCIMF Ship Inspection Report (SIRE) Programme. Harmonised Vessel Particulars Questionnaire for Bulk Oil/ Chemical Carriers and Gas Carriers.

User Licence
OCIMF grants to the ship Operator ("Operator") to whom the enclosed Software1 is issued a Non-Transferable, Non - Exclusive. Limited and Royalty Free License to use the Software subject to the restrictions in the next succeeding paragraph. Operator: may only use the Software in connection with the Revised SIRE Programme and at the Operator's offices and/or aboard the ships designated ("Designated Ship(s)") in Attachment "A" to the Operator's VPQ Application. may copy the Software but only to the extent reasonable for the use described above. may not decompile, disassemble or otherwise reverse engineer any portion of the Software. use of the Software is at Operator's SOLE risk and on an AS IS basis, without any warranty of any kind, including, but not limited to, all warranties of merchantability or fitness for a particular purpose, with ownership of the Software always remaining in OCIMF. may not sell, lease, network the Software or otherwise use (or permit use of) the Software for the benefit of any third party (including affiliated/associated companies) other than the Owner(s) of the Designated Ship(s). may not modify or merge the Software into other material. may not remove or destroy any proprietary notices of OCIMF on the Software and must fully and faithfully reproduce any copyright, trademark or other proprietary mark of OCIMF on all copies of the Software. must, at OCIMF's option, return the Software to OCIMF if and when the Operator ceases to be a participant in the Revised SIRE Programme.

Copyright Oil Companies International Marine Forum Clarendon House Church Street Hamilton 5-33 Bermuda 2002

The term "Software" as used herein shall, where appropriate, include the Master Software with supporting documentation initially supplied to the Operator and all modifications, updates, and new releases which OCIMF may make thereto subsequent to such initial supply.

Oil Companies International Marine Forum 2002

1. Welcome to the HVPQ

This Guide is provided to familiarise ship Operators who participate in the Revised OCIMF SIRE Programme with the operation and features of the Harmonised Vessel Particulars Questionnaire for Bulk Oil/Chemical Carriers and Gas Carriers ("HVPQ") computer Application. The HVPQ comprises some 770 specific questions grouped logically into Chapters relating to General Ship Information, Statutory Requirements, Certification, Structural Dimensions, Construction, Equipment and Inventory. Such information is generally of a permanent or semi-permanent nature primarily relating to safety and pollution prevention. The Chapter numbering used in the HVPQ generally follows the format used in OCIMF's Vessel Inspection Questionnaire for Bulk Oil/Chemical Carriers and Gas Carriers (2nd Edition 2000) (VIQ) . The specific contents of the VIQ and HVPQ documents are listed below. CHAPTER NUMBER 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 VESSEL INSPECTION QUESTIONNAIRE (VIQ) General Information Certification and Documentation Crew Management Navigation Safety Management Pollution Prevention Structural Condition Cargo and Ballast Systems Inert Gas and Crude Oil Washing Mooring Communications and Electronics Engine Room and Steering Gear General Appearance and Condition Ship to Ship Transfer Supplement Chemical Carrier Supplement Gas Carrier Supplement Combination Carrier Supplement CHAPTER NUMBER 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 VESSEL PARTICULARS QUESTIONNAIRE (HVPQ) General Information Certification and Documentation Crew Management Navigation Safety Management Pollution Prevention Structural Condition Cargo and Ballast Handling Inert Gas and Crude Oil Washing Mooring Communications and Electronics Engine Room and Steering Gear Ship to Ship Transfer Information Chemical Carrier Information Gas Carrier Information OBO/Oo/COB Carriers

The computer Application which accompanies this Guide is provided to those ship Operators who have formally applied and been accepted by OCIMF as a Revised SIRE Programme VPQ submitting company.

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2. Principles of the HVPQ

2.1

Objectives

The HVPQ is an optional part of the Revised SIRE Programme. The objective of the HVPQ is to make available to SIRE Programme Recipients and attending ship Inspectors; detailed ship information from a single computer based source. The compilation of this information is made by ship Operators and entered into a specialised HVPQ computer Application. This, in turn is transmitted electronically to SIRE. The HVPQ software is provided to qualifying ship Operators free of charge by OCIMF. Responses to a HVPQ are stored in the SIRE Computer database where they are available, also free of charge, on request, to SIRE Programme Recipients. The introduction of the HVPQ is intended to reduce the burden on Inspectors and ships' crews by removing the requirement to collect the information covered by the HVPQ during the course of actual ship inspections and in so doing, reduce the length of time spent in conducting individual inspections. A HVPQ response should also assist inspecting OCIMF Members and Programme Recipients in their individual and separate evaluation of the ship covered by the HVPQ response.

2.2

Participation

Participation in the Revised SIRE Programme is open to all ship Operators who have formally agreed to the terms specified in the OCIMF HVPQ Application form and have been accepted by OCIMF as a HVPQ submitting company.

2.3

HVPQ Security

To guard against unauthorised input, each participating ship Operator is assigned a unique Registration Number code which is known only to OCIMF and the Operator. A ship Operator who applies to participate as a HVPQ submitting company must designate the ship(s) operated by it which the Operator desires to be covered by HVPQ responses. Ship Operators can submit HVPQ responses only for designated ship(s).

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2.4

HVPQ - Conditions of Acceptance in SIRE

A HVPQ response for a ship can be accepted by SIRE only if one or more inspection reports for the ship reside in the SIRE database. One HVPQ response will be accepted for each ship resident in SIRE, regardless of the number of inspection reports applicable to that ship which are in SIRE. Once submitted, a HVPQ response can be updated at the discretion of the ship Operator whenever data in the HVPQ response needs change. A HVPQ response on a ship will remain in the SIRE database only so long as an inspection report on the ship remains in the database. An inspection report on a ship resides in SIRE for 24 months after which, the report is archived. In the event that an inspection report is archived and if no other inspection reports relating to the same ship exist, the HVPQ response for that ship is removed from the SIRE database. Once a HVPQ response on a ship is removed, a new HVPQ response on the ship cannot be accepted into SIRE until a new inspection report has been submitted.

2.5

Complete and Incomplete HVPQs

Unlike the VIQ which must be fully completed by an attending inspector before it can be submitted to the Inspecting company, SIRE attaches no conditions to a HVPQ response which is accepted as fully or partially completed document. While the value of a HVPQ response may be enhanced by the submission of complete and comprehensive data, the determination as to what constitutes a completed HVPQ is strictly a matter for the participating ship Operator. OCIMF undertakes no role in editing or checking the content of a submitted HVPQ response and its contents and accuracy is the sole responsibility of the submitting ship Operator.

2.6

HVPQ Availability to Attending Inspectors

In addition to making a HVPQ response available to SIRE Programme Recipients directly from SIRE, it is recommended that an up to date copy of the HVPQ response should be available on the ship for the use of attending Inspectors. An Inspector may require to take a copy of a HVPQ response after the actual inspection and it is further recommended that a spare copy of the HVPQ response is made available if so requested.

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3. Installation

3.1

HVPQ Programme System Requirements

An IBM compatible workstation Pentium processor 16 Megabytes of RAM minimum. (32 Megabytes or better is recommended) 10 Megabytes of available hard disk space for programme installation and HVPQ file storage. A monitor with SVGA display. (Set for 1024 x 768 display) Windows 2000, ME or XP Operating System. 56k analogue modem.

3.2

Setting up the HVPQ Programme

The HVPQ Application is provided with a Set Up feature which makes installation simple. "Set Up" checks the system and will prompt some questions relating to how the HVPQ is to be installed.

3.3

Installation

To install the programme: Download the programme from this website http://www.ocimf-sire.com. .Login using your VPQ username and password , choose either the tanker or barges page, then in the top right corner choose resources. Click on the box marked Harmonised VPQ setup. Save the hvpq_setup.exe to a temporary directory. After download double click on the hvpq_setup.exe file and the install will begin. Follow the prompts. On loading the programme you have the choice of where to download the programme. Unless stated otherwise, the HVPQ will be installed in the c: drive into a new root directory named "HVPQ". The programme is not networkable, so a local drive should be selected. Create a shortcut to activate the HVPQ or double click on the HVPQ.exe icon within the HVPQ directory to start the Programme.

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4. Using the HVPQ

Submission of a Harmonised VPQ file will overwrite your previously submitted VPQ.

The HVPQ must be compiled in UK English and the panel display settings should be set to small. Compiling data in the HVPQ is straightforward and several tools such as calendars and multiple choice answers (Pick-lists) are provided wherever possible to assist data entry. Users are recommended to familiarise themselves with these in order to make data entry as quick and easy as possible. In particular, familiarisation with the graphics tools used in Chapter 8 and Chapter 10 will assist to compile tank and mooring arrangements.

4.1

Getting Started

The main HVPQ title screen illustrated below is displayed each time the HVPQ is opened. The HVPQ Opening Screen

The opening screen contains five buttons, "Comms Setup", (Communications Properties) "Transmit SIRE", (Login SIRE), "Register", "Open", and "Exit". Note that towards the foot of the HVPQ Opening screen, the Registration information is displayed. Registration should be made immediately on starting the HVPQ for the first time. Do this by clicking the "Register" button.
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Registration Screen

(Example only above please use your own registration name and numbers that are available in your application book.) A unique SIRE Registration Number and an Authorisation Code is provided by OCIMF to every approved HVPQ Participant. Enter your Company Name, SIRE Registration Number and Authorisation Code in the appropriate fields then click "OK" to Register the HVPQ. It is essential that the SIRE Registration Number and the Authorisation Code are entered exactly in accordance with those supplied by OCIMF. SIRE checks these codes each time a transmission is initiated and communications will not be established unless the Registration Number and Authorisation Codes match those in SIRE. Do not provide this information to any unauthorised persons. Open/Edit Questionnaire Screen

The "Open" button displays the "Open/Edit Questionnaire" screen and lists all HVPQ responses which have been compiled. HVPQ responses can be accessed from this screen for the purposes of viewing, printing, editing and updating This screen also provides access to create a new HVPQ response, Edit, Import, Export, Mark for Upload, and Clear HVPQ response. Use of these functions are discussed as required elsewhere in this Guide.

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4.2

Creating a New HVPQ

From the "Open/Edit Questionnaire" screen, click on "New" to commence a new HVPQ. The "New Vessel Particulars Questionnaire screen as illustrated below will be displayed. The New HVPQ Screen

Enter the name of the ship and its LR/IMO Number in the fields as provided.

4.3

Creating a HVPQ Response for Sister Ships

The HVPQ is provided with a useful tool to reduce the requirement for repetitious data entry in cases where HVPQs for sister ships are being compiled and where many of the details for those ships are likely to be the same. Note in the illustration above, a box is displayed with the title, "Copy particulars from ship 'Catriona' " In this example the ship 'Catriona' is selected because this is the highlighted ship in the HVPQ Edit/Open Questionnaire screen. If the ship for which a new HVPQ is to be compiled is a sister ship of 'Catriona' click the box and then click "OK" to copy the entire contents of Catriona into the new HVPQ. If the new ship is not a sister ship, leave it blank. Caution Care must be taken when using this tool. Ensure that every question is reviewed to confirm that the details are accurate and actually are applicable to the ship concerned.

4.4

Moving Around the HVPQ

The HVPQ can be completed in any order to suit the convenience of the compiler. A new HVPQ will open at the beginning of Chapter 1. However, whenever a HVPQ is closed and re-opened, it will open at the same point where it was closed. Use the "PgDown" or "PgUp" buttons (or the PgUp or PgDn key) to move to the next or previous page or use the Chapter Tab selector described below. Chapter Tabs Move between Chapters by using the mouse and clicking on the appropriate Chapter Tab (numbered 1-15) which is located towards the top of each HVPQ question screen. Move from question to question either by clicking the mouse in the selected answer field or using the Tab key.

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4.5

Compiling Data

The HVPQ Computer application contains all the questions which are asked in the printed HVPQ and uses the same index numbers for every question. The computer application however, uses Pick lists and other tools to assist compilation. Once the name of the ship and the LR/IMO Number is entered, this same information is displayed at the top of every screen in the HVPQ.

Note: When scrolling up and down the answer fields, the field changes to a cream colour when they are active.

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4.6

Calendars and Pick Lists

Many Questions are accompanied by Calendars or Pick lists to facilitate data entry. Where a Pick list or Calendar is available, this is denoted by the presence of a button located at the right side of the answer field. Click this button to access the Pick list or Calendar. In the case of Pick lists, these can be accessed by clicking on the button. Alternatively, use the arrow up or arrow down keys to scroll through the pick list from within the answer field. The question 1.5.1 illustrated below (Date of name change) is accompanied by a calendar as shown.

Entering a date

Use the scroll bar to change the year. Use the PgUp or PgDown keys to change the month. Use the "Up", "Down", "Left" and "Right" Arrow keys to change the day within the selected month. Press "OK" to select a date. Use the "None", "Unknown", or "Not Applicable" buttons wherever appropriate.

Note that some questions ask for the month and year only, or occasions may arise where the exact date (Question 1.39. Date of Next Special Survey, for example) may not be known. The HVPQ Calendar, however, requires that a day must be also included. In such cases, enter the first day of the month.

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4.7

Yes, No and Not Applicable Responses

Many questions ask for a Yes, No or Not Applicable answer. On entering fields where this function is used, the answer field defaults to a "No" response. To change this to "Yes" or "Not Applicable", use the Space Bar to toggle between the answers and select as appropriate. If an answer field is not accessed, the field will be left blank.

4.8

Tank Plans and Mooring Arrangements

Three questions in the HVPQ use graphics to present the tank layout and mooring arrangement. While these are not difficult to compile, some practice may be useful in order to gain familiarity with the drawing tools. Chapter 8. Question 8.1 Cargo tank plan, elevation and transverse templates are provided to compile a simple presentation of the cargo and ballast tank arrangement. Three drawing tools are provided to complete this question. In each case these are activated by moving the mouse pointer on top of the required tool and clicking on it. The button will depress to indicate it is selected and the mouse pointer will change shape. To draw tank bulkheads, use the Line tool. With the Line tool selected, move the pointer to the position on the tank diagram where the start of the bulkhead line is to commence. Press the left mouse button while dragging the mouse in the direction of the bulkhead line to be drawn. Release the mouse button where the line is to end. Repeat for all longitudinal and transverse bulkheads. If a mistake is noted immediately, use the delete key, otherwise use the Arrow tool. To delete a line, select the Arrow tool. Drag the Arrow and click the left mouse button on the line to be deleted. Small squares will appear on the end of the selected line. Use the "Delete" or "Backspace" key to delete the line.

The Arrow tool. The Line tool. The Typing tool.

Use the Typing tool to label each cargo and ballast tank by dragging and dropping to the location where the label is to be entered. Repeat for all cargo and ballast tanks within the cargo area. IMPORTANT Cargo and ballast tanks must be labelled on this plan using the same Tank Identity Numbering which is used in the Cargo Tank Capacity Plan in Question Number 8.3. Commence with No.1 for the forward-most tanks and number each tank consecutively ending with the aft-most tanks. Do not use expressions such as 1 Port or 1 Stbd, 2A Port, 2 Centre Aft, etc. Clearly identify tanks designated for Segregated Ballast using the letter "B" after the tank number. Ballast tanks should be further indicated by inserting a diagonal line across the tank An example of a completed Tank Plan is shown on page 15.

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Question 8.1

Tank Plan

Question 8.3

Cargo Tank Capacities at 98% Full (M3)

The tank diagram above is used in conjunction with the Cargo Tank Capacity Table provided in Question 8.3 and the Ballast Tank Capacity Table in Question 8.11. It is therefore important that the same numbering convention used in 8.3 is used to identity tanks on the tank plan in Question 8.1. The table below shows an example. Note that wing tank capacity is entered as the combined total of both wing tanks. In cases where the construction provides more than three tanks across, this table may be used to provide capacities, however the layout of the actual tank configuration should be shown on the Tank Plan. If the tank arrangement is complicated, use of this table may be impracticable. The Cargo Tank and Ballast Tank Capacity Tables contain tools which automatically totals the centre tank, wing tank, slop tanks and total cargo carrying capacity. Capacities of Permanent and Segregated Ballast tanks MUST NOT be included in the table below.

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Question 8.11 Ballast Tank Capacities at 100% Full (M3)

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Question 10.1 Mooring General Arrangement Two diagrams are provided in Chapter 10 to depict the general mooring arrangement. Question 10 shows the forward and aft parts of the ship, while the plan immediately following Question 10.69 shows an enlarged bow arrangement. If the bow mooring arrangement is too complicated to be shown on the diagram in 10 leave the bow area blank and use the enlarged bow arrangement instead. Note that a selection of eleven Mooring Equipment icons are provided with the diagram. Use these by dragging and dropping on the plan in the appropriate location. Both the mooring arrangement diagrams use the same icons which can be selected, dragged and dropped in the appropriate location on the deck plan. If required, icons can be scaled down in size. To do this, click on top of the selected icon to reveal the four-corner marker squares. Click the left mouse button on one corner and drag inwards to reduce the size as required.

An example of a completed mooring arrangement is shown below.

Insert only equipment which is used for actual mooring.

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4.9

Questions Which Have Multiple Answers

In a few instances, it may occur that information to be entered into the HVPQ will not fit because too few answer fields are provided. In others, two or more types of equipment may be provided but the HVPQ Question looks for only one type. An example of this would be found in Question 8.84, which asks, "What is the size of cargo connections?" In the event that two sizes are fitted, the entry would be, (for example) "2x750mm + 2x500mm" This would also occur where two or more different sizes of derricks and cargo handling cranes are provided. (Questions 10.75 and 10.76 refer). Whereas Questions 10.75 and 10.76 can be answered simply by entering the number of derricks or cranes, 10.75.1 and 10.76.1 require two or more answers if different Safe Working Loads are applicable. For example, if five cranes are fitted, two with 15T SWL, two with 10T SWL and one with 5T SWL, enter 2x15T, 2x10T, 1x5T. In answer fields where multiple units or differing types of equipment may be fitted, the rules governing the required answers are relaxed. In cases where a specific unit is to be entered, the unit of measurement is specified in the answer field (tonnes, metres, millimetres, etc.). In cases where the compiler can make a free form answer, the answer field contains no unit of measurement.

4.10

Bunker Capacity Tables

The tables in Questions 12.19 to 12.25 provides for up to seven Fuel Oil, Diesel Oil and Gas Oil tanks. In the event that the actual number of tanks are more than seven, use one line for two tanks, together with their capacity as shown.

If still more space is required, make the entry in another column, but ensure the type of bunkers are specified (IFO. MDO/ GO etc.).

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4.11

Saving a HVPQ

HVPQs are automatically saved every time the "Next PgDn" function is operated and also on closing the Programme when the Question Do you wish to save changes to this report? is answered Yes.

A partially completed HVPQ can be closed at any time for completion later. The programme is designed so that it will restart at the question which was active at the time of closing. HVPQs are saved initially in the HVPQ subdirectory named "Reports" and are named using their LR/IMO number with a .HVPQ file extension. (i.e. 1234567.HVPQ).

4.12

Updating a HVPQ Response

Although most questions in the HVPQ are generally of a permanent nature, some questions do relate to certificate renewals, survey dates and other information which requires periodic updating. It is therefore important that a HVPQ response is updated and sent to SIRE whenever such changes take place. To avoid the necessity of searching through the many hundreds of questions in the HVPQ, questions which are expected to be periodically updated have been grouped together and collected into a Short Form Questionnaire. This Short Form Questionnaire contains 25 questions which are grouped together for easy access.

When a HVPQ response is to be updated with revised dates etc., the Short Form Questionnaire should be accessed. From the Open/Edit screen, click the "Edit" button. The Choice of Edit modes will be displayed as illustrated below. Accessing the Short Form Questionnaire

Click the "Edit Short Form Questionnaire" to access and make any required changes. If the required changes are not in the Short Form questionnaire, it will be necessary to locate and make such changes from within the Complete Questionnaire. Note that whenever changes to a HVPQ response are made, the complete HVPQ file is overwritten when these are submitted to SIRE and not just those items which have been changed.

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5. Processing HVPQ Responses

5.1

Viewing a HVPQ Response

From the Open/Edit Questionnaire screen, select "View/Print.

The "Select Chapters" box will be displayed. The full HVPQ response or one or more selected Chapters can be viewed or printed. Click within the box as required. The Select Chapters box

Select the Complete HVPQ to view the entire document or click on Selected Chapters and those specific chapters which are to be viewed.

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The Report Viewer The illustration below shows the first page of a HVPQ as it appears on the computer screen. (Not actual size) Use the Next button or the "Pgdn" or "PgUp" keys to navigate through the HVPQ.

5.2

Printing a HVPQ

To Print a HVPQ response use the "Print" button in the Report viewer. The entire HVPQ response (or selected Chapters) will print to the designated printer.

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6. Communicating with SIRE

The preferred method of transmitting HVPQ responses to SIRE is by means of direct electronic communications between participating ship Operators and the SIRE Central System. This is achieved using communications software which is incorporated in the HVPQ Application.

A HVPQ response cannot be sent to SIRE as a paper document.

The SIRE Central System uses a single calling number which is pre-installed onto the HVPQ Application. (See 6.2 in this Chapter)

The SIRE Central System is fully automated and is operational 24 hours a day.

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6.1

Marking a HVPQ Response for Upload

When a HVPQ response is ready for submission to SIRE it should be saved and the HVPQ editor closed. Enter the "Open/Edit Questionnaire" screen. In the "Open/Edit Questionnaire" screen, the HVPQ response which is to be submitted should be highlighted and then marked for upload using the "Mark For Upload" button. The Status column for the selected HVPQ response will indicate "Awaiting SIRE Upload". Close the Open/Edit Questionnaire screen to return to the Main HVPQ opening screen. Use the "Transmit SIRE" button to transmit the HVPQ response. Mark for Upload

When a HVPQ response has been successfully submitted, its status changes from "Awaiting SIRE Upload" to "Sent SIRE" in the "Open/Edit Questionnaire" screen.

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6.2

Electronic Submission of a HVPQ Response to SIRE

Prior to submitting a HVPQ response to SIRE for the first time, the Communication Properties must be set for the computer on which the HVPQ Application is running. From the Main HVPQ Title screen, select "Comms SetUp". Communications Properties

This is a standard Windows tool and should be used to select the Communications Port and details of the modem selected to be used.

The SIRE Phone Number is set for a ship Operator located in the United Kingdom (UK). 020 7799 3396 Users outside the UK should change this to provide the appropriate International Access Number, then +44 (0)20 7799 3396. Remember that many offices require a single digit to be dialled in order to obtain an outside line. In such cases, the same access number should be included in the SIRE Access Number. Transmit SIRE A HVPQ response can be transmitted to SIRE once the Communications set up process is completed. From the HVPQ Title screen, click Transmit SIRE The Login SIRE screen shown below will be displayed.

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Transmission is automatic, once the following steps have been taken: 1. 2. 3. 4. Communications have been set up correctly. Registration codes have been correctly entered. HVPQ response has been marked "Awaiting SIRE Upload". The Login Password is correctly entered.

Note: With this edition of the HVPQ it is possible to schedule your transmission. You can set the time of connection in the Scheduled time box. If you wish to send the file now, enter the same time as the machine time or before. The communications wizard will be activated immediately

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Caution Care should be made to ensure that only authorised persons have access to the Login Password.

6.3 Use of the Login Password

For existing users your current VPQ password will be valid for the Harmonised VPQ. New users will be supplied with the passwords in the returned Vessel Particulars Questionnaire Application book. The Login Password must be entered each time you log on. The Login Password has no relationship to the SIRE Registration Number or the Authorisation Code used in the HVPQ Registration process. These codes are provided by OCIMF and are not changeable.

6.4 Manual Submission of a HVPQ Response to SIRE

In the event that a ship Operator is not equipped to use electronic means to submit HVPQ files to SIRE, a HVPQ file can be saved to floppy disk and sent using postal services or courier to OCIMFs London office. Open Edit Screen

In the Open/Edit screen, select and click Export

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Exporting a HVPQ Response

To export a HVPQ response to a floppy disk, select the Floppy (A:) option from Save In: Note that when exporting a HVPQ response, the file is saved using the ship's LR/IMO Number and is automatically compressed as a .vpz file. A typical compressed HVPQ response would be of approximately 100 kilobytes.

HVPQ responses saved to floppy disk should be packaged in reinforced envelopes or media packets and mailed or sent by courier to: The SIRE Programme Manager 27 Queen Annes Gate London SW1H 9BU United Kingdom

On receipt at SIRE, the HVPQ response is checked for viruses. In the event that a virus is discovered the file will be rejected. In the case of HVPQ responses which are sent to SIRE by mail or by courier, the SIRE Administrator will load the HVPQ into the SIRE database on receipt, however OCIMF provides no acknowledgement of receipt, nor is OCIMF responsible for loss.

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6.5

Copying and Distribution of the HVPQ Software

The HVPQ incorporates an "Import" function which permits HVPQ responses which have been prepared on a ship's computer, to be imported and edited in the Master HVPQ at the ship Operator's office. Ship Operators are permitted to use the HVPQ Master software for purposes of making copy HVPQs and distributing these for use aboard those ship(s) which have been designated by the Operator in the HVPQ Application Form. For conditions governing the copying and use of the HVPQ see User Licence on Page 4 of this document.

6.6

Importing a HVPQ Response

A HVPQ response which has been compiled on a ship can be transmitted to the ship Operator's office electronically or by floppy disk. The HVPQ Programme contains an "Import" function to facilitate the importing and further processing of a HVPQ response. A HVPQ response imported to the Master HVPQ at the ship Operator's office can be edited as required and transmitted to SIRE.

6.7

Logging a HVPQ Response on the SIRE Database

A HVPQ responses on a ship which is submitted to SIRE will be accepted subject to there being an inspection report for the same ship already resident in the SIRE database. When a HVPQ response is received by SIRE, either automatically or manually, it is date stamped and displayed to SIRE Programme Recipients on the SIRE database Index together with other inspection information. If a HVPQ response has not been submitted, the SIRE System Index shows the HVPQ field blank. Submission of an Updated HVPQ response will overwrite the existing HVPQ date and insert the date of receipt of the Updated HVPQ response.

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7. Importing and exporting data with CDI.

7.1

Importing data from ISIS (CDI)

The Harmonised VPQ programme has the ability to utilise data from the CDI ISIS 2000 programme. In order for the file to be imported to the HVPQ the .vpi file must first be copied into the /HVPQ/import directory. To import data from CDI press the import button on the main screen:

You will then be asked to confirm the import, Press the Import from File button:

Select the Import from ISIS button Highlight and Select the file that you wish to import i.e. 1111114.vpi, then open:

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Once the import conversion process has finished you will see the following confirmation screen: The converted .vpq file will then reside in the import directory ready for importing into the HVPQ system .

7.2

Exporting data to ISIS (CDI)

For exporting Harmonised VPQ file data to the ISIS (CDI) system please select the following after completing the HVPQ. Select the file you wish to export by highlighting the file you wish to convert:

At the bottom of the screen select the Export button.

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The following confirmation box will appear. Press the export to file button.

Choose the destination that you wish to send the exported file to:

You should then see the following box to confirm that the export process has been completed. Press exit to finish the programme and return to the main menu.

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7.3

Importing your existing VPQ files

To import your existing VPQ files from Version 2.0.94 do the following: In the VPQ programme:

Select the Import old VPQ (version 2 ) button. You will find these files in /vpq/reports

You can choose either a .viq OR a .vpz file to convert. Highlight the file required, then press open.

Once the report has been converted the file will appear in the Open/Edit Questionnaire screen. Please check that the data is correct.

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8. Change of Ship operator

8.1

Notification to OCIMF

In the event that a change of ship Operator takes place, notice of such change must be provided to OCIMF in a timely manner, by the former ship Operator, prior to the change in Management. On receipt on such notification OCIMF will remove the HVPQ response(s) on the ship(s) from the database and will deactivate the ship Operators Access code for the ship(s).

8.2

Failure to Notify OCIMF

OCIMF will promptly remove HVPQ response(s) if change of ship management as described in 8.1 occurs despite lack of notification to OCIMF.

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9. HVPQ Help

9.1

Web help on Common HVPQ issues

OCIMF has established a web page to assist HVPQ users after the Revised SIRE Programme is operational. This facility provides advice to solve common problems, which may arise with installation and use of the HVPQ. Please look within www.ocimf.com for details

9.2

Queries relating to HVPQ

Specific queries relating to the HVPQ, should be sent by fax to the SIRE Administrator at +44-(0)20 7799 3395, or by Email to - sire@ocimf.com

END OF DOCUMENT

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