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OCIMF Ship Inspection

Report (SIRE) Programme.

HVPQ5 (2014 EDITION)

Guide to the SIRE Computer Application

Version 5.0.8

Oil Companies International Marine Forum

Issue 8 17th June 2014

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The SIRE Programme

The SIRE Programme was introduced in 1993 to provide to OCIMF Members

and others who shared OCIMF’s concerns for pollution prevention and

Tanker safety, information that related to the condition and operational

practices that were observed during the course of ship inspections. Since

then, SIRE has grown to become a key tool used by Oil Companies,

Charterers and others to establish vessel quality and operational standards.

Since the programme commenced, more than 284,000 inspection reports

have been submitted. Each month, Report Recipients access more than

10,000 reports from SIRE.

In addition to the inspections that are conducted by Inspectors who are

accredited by OCIMF, since 1997 Tanker Operators have been able to

submit information pertaining to the physical information about the vessel

(Length, beam, etc.) using OCIMF supplied “Vessel Particulars

Questionnaire” computer software.

The HVPQ programme was developed in collaboration with the Chemical

Distribution Institute. (CDI).

This new 2014 version is a revision of the original 1997 and revised 2008

versions with additional/modified questions.

This version has reintroduced the Mooring diagrams and Tank

plans.

In 2002, OCIMF was requested to expand the scope of SIRE by developing

an inspection regime for barges, vessels associated with the towing and

pushing of barges and vessels utilised for the carriage of gas and

hydrocarbon products by road tankers and in packaged cargoes.

This document provides a step-by-step overview of how to download and

install the computer programme used for the inspection of these vessels and

thereafter, to create and submit report to the OCIMF SIRE System.

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System Requirements

Pentium 4 or similar based PC

Windows Vista, Windows 7, Windows 8 ©

Internet connection – MS Internet Explorer © Version 9 or later

or Mozilla Firefox

Adobe Acrobat © Version 8 or later (Free of charge from Adobe)

Adobe Air (Free of charge from Adobe)

If some of your screens are blank this is probably because Adobe Air has not

been loaded or not loaded correctly.

Please note that we do not support the networking of the HVPQ on your

LAN. This is due to the number of network types available i.e. Citrix.

Many companies have successfully networked the programme by using a

client server structure. There is no Licencing limit as to how many PC’s you

wish to use the HVPQ within your company.

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The SIRE Programme ............................................................................................ 2

System Requirements ............................................................................................ 3

1. INTRODUCTION ................................................................ 5

2. ONLINE HVPQ5 ADMINISTRATION ................................... 5

3. EDITING ON-LINE HVPQS ................................................. 9

4. VIEWING HVPQS/BPQ’S ................................................. 12

5. OFFLINE VERSION .......................................................... 13

6. SUBMITTING THE HVPQ OFFLINE VERSION INTO THE SIRE

SYSTEM. .............................................................................. 20

7. USING THE VESSEL INDEX TO VIEW YOUR OWN VIQ/HVPQ

REPORTS ............................................................................. 22

8. HVPQ UPGRADE PROCESS. .............................................. 25

9. MANAGING YOUR OWN VESSEL REGISTRATIONS ........... 28

USER LICENCE .................................................................... 31

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1. Introduction

With the HVPQ5 you have a choice of either editing the questionnaire online

or offline. If you do not have an internet connection or it is not very good we

would recommend using the offline version.

Online version : Login to www.ocimf-sire.com or www.ocimf-sire.org and

create or modify your VPQ.

Offline version : If you do not have an internet connection then this version

can be installed on a PC. This would be the case with the majority of

vessels.

2. Online HVPQ5 Administration

The URL is located at www.ocimf-sire.com or www.ocimf-sire.org

To Log in enter your user account id, user name and password.

Please note that you will be automatically logged out if there is a period of

inactivity. The default is set at 30 minutes.

If you do not see a screen use the Internet Explorer refresh button.

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Go to your Operator vessels page:

Select the vessel you wish to edit the HVPQ. Select the arrow:

Select the blue arrow icon:

Select the ‘pencil’ icon

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On clicking the ‘Edit’ button, the HVPQ5 Administration page will then be

displayed. You will be presented with a number of options based on if a

HVPQ5 report currently exists in the system for your vessel, and if a HVPQ5

report exists, the state that that report is currently in. The various options

are documented below:-

No HVPQ Report Exists for the Given Vessel

Ensure that your vessel is registered in the SIRE system (Chapter 9). This

will then display your vessel as per the diagrams above. Open the Online or

Offline editor and complete the questions. You can stop and restart at any

time on both as the report will not be submitted unless you press the

‘submit’ button for online or ‘Upload XML… ‘ for the offline.

HVPQ Report already exists for the Given Vessel

If the HVPQ report has already been submitted you will see the message ‘A

HVPQ5 document exists for this vessel.’ And its current details.

If you are using both the online and offline edit ensure you are using just

one as your master. Otherwise you may accidentally overwrite your HVPQ

with an older version. Nominate a person in your Organisation to administer

HVPQ’s.

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Options in detail

Online editor – Launches online editor to do online edits. Also allows publish

of HVPQ5

Download Desktop Editor – Software for the offline editor

Download xml for Desktop Editor – Loads an existing HVPQ file from the

SIRE website to be loaded into an offline editor.

Upload XML from Desktop Editor – Allows HVPQ submission of the .ocimf file

into the SIRE database from an offline editor.

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3. Editing on-line HVPQs

Vessel Particulars Questionnaires can now be edited online; this

compliments the current HVPQ editor and can be used instead. HVPQ’s can

still be sent in using the offline HVPQ editor (Chapter 5).

There are two parts to the online editor:

Creating/editing an existing HVPQ.

The creation or modification of a HVPQ can be done using the editor on the

SIRE web site at any time. The completed HVPQ will not appear into

the SIRE website until you choose the publish button. You can edit

parts of the HVPQ and come back to them later. The data is always saved in

the system interactively.

We do not keep historical records of HVPQ data. We only keep the last

version that you have published.

Log into www.ocimf-sire.com or www.ocimf-sire.org

Go to the vessel index

Select the vessel you wish to edit.

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Select the online editor you will then be presented with an administration

page.

Then select Online Editor

Fill in the data or edit the HVPQ Chapters.

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Your data will be saved automatically, but it will not be submitted until you

press the ‘PUBLISH’ button.

You can therefore work on the document and then ’close’, then logout. At

any future time you can then log in again, the provisional data will be saved

and you can complete the HVPQ. The HVPQ file on the SIRE Index is

unaffected.

THE REPORT WILL NOT BE UPDATED WITHIN THE SIRE INDEX UNLESS YOU

PRESS THE ‘PUBLISH’ ICON

Once the ‘PUBLISH’ button has been selected your HVPQ will automatically

and instantly be updated on the index.

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4. Viewing HVPQs/BPQ’s

Log in as previously shown or if already logged in select the ‘vessels’ tab.

Select the vessel that you wish to view, if you have a lot of vessels you may

wish to use the search button. You search using the vessels name or IMO/LR

number, VIN number, report number.

To select a vessel, press the blue arrow next to the vessel name.

Select the view button for the HVPQ/BPQ.

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The HVPQ Report will appear in Adobe Acrobat format. All the usual

Acrobat functions are available. Close when finished.

5. Offline version

The programme uses Adobe Air . If your PC does not have Adobe Air then

it will attempt to install. You may need help from your IT administrators as

you need full administration rights on your PC.

Obtaining the software

Login to www.ocimf-sire.com or www.ocimf-sire.org (https)

Go to the resources tab

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Download the file by pressing the next to the HVPQ5 download button

Use Open if you have a good broadband connection and follow the prompts

below. If you have a slow connection it is recommended that you may be

better to use ‘save’.

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Installing from the saved files

If you have a slow connection it is recommended that you may be better to

use ‘save’

Create a directory on your PC C:\program files called HVPQ5.

Save the file in C:\Program files\HVPQ5

If Adobe air is not installed on your PC an attempt will be made to install it.

Beware that Adobe Air may try to install unwanted software i.e. Google

Chrome and other Google products. Read the install carefully and beware of

any default ticks.

If installing directly from the web or from a saved .air file press the install

button

For ease of use tick the two boxes

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Press ‘continue’

You can if you wish install a shortcut to your desktop.

Please note that if you receive the message similar to ‘Permission denied’,

please contact your IT department who will have the necessary privileges to

create the exe and shortcut for you.

Software distribution

This version should be used where no access to the internet is possible. To

distribute to your vessels transmit the saved HVPQ_Editor_v5.0.09.air by e-

mail or cut a CD with this file.

At the same time you may wish to send to the vessel their current HVPQ V5

file. (see page 8)

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Using the software

Start the programme by clicking on the shortcut you have created or

directly from the ‘OCIMF Editor 7.exe’ file, the following screen should

appear:

Select the function that you require

New Document

Press the ‘New Document’ tab

Details – This is the type of variant used and your login codes which can be

changed here.

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Export – File transfer to either another programme or to OCIMF/CDI. Note

the different file type, it is now {variant used}-{IMO number}.ocimf, or for

example 4012-9376933.ocimf.

DO NOT RENAME THESE FILES WHEN SENDING TO OCIMF/CDI

View PDF – View/Print current VPQ in editor.

Spellcheck – Provided your Microsoft office spellchecking software is in it’s

default location on your PC, will spellcheck your document.

Search – Search for any word, part of word or numbers.

Delete – Will delete your document – Please note this document cannot be

retrieved unless it has been submitted into the SIRE system.

Close – Will close the current page.

Starting a new VPQ

Open the programme.

Press ‘New Document’

Select the vessel type from the pull down menu ( note – this will

expand over the coming months)

Enter the vessel name

Enter the Vessel IMO number

Press Create Document if correct

The new vessel will appear and is ready for editing. Double click inside the

blue box

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You are now ready to edit the HVPQ .

Diagrams

These have been reintroduced in this version. For those familiar with the

older version they act in the same way.

For Example:

Chapter 10> Mooring

Question 8 > Manifold arrangement

Press Edit Bow Mooring Arrangement Diagram

Drag and drop into the correct position the appropriate icon:

Use the two symbols if you wish to add a comment or draw a line.

When you ‘close’ the programme all data is saved.

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6. Submitting the HVPQ offline version into the SIRE system.

Log into www.ocimf-sire.com or www.ocimf-sire.org

Go to the vessel index

Select the vessel you wish to submit the file

Select the edit button

You will then be presented with an administration page.

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To deposit a HVPQ into the SIRE system press:

Then select browse for the location of the file

Select upload HVPQ5 to deposit into the SIRE system.

If you wish to discard any changes made using the HVPQ5 offline

editor you can re-download your HVPQ5 document to start again by

clicking the ‘Re-check Out HVPQ5’ button.

If you wish to cancel offline editing and revert to the version of the

HVPQ5 currently held online, you may do so by clicking the ‘Cancel

HVPQ5 Edit’ button.

You may also download the latest version of the HVPQ5 Offline Editor,

and the latest HVPQ5 documentation from this page.

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7. Using the Vessel Index to view your own VIQ/HVPQ reports

The first page lists by Vessel, its name, IMO number, (or Registered Number

or Vessel Identification Number (VIN)) Flag, DWT, Vessel Type and the

name of the Operator. Unlike our previous programmes that were updated

at 00:00hrs GMT each day, the Vessel Index is compiled continuously. Once

Operator comments have been received, or on expiry of the 14 days

following receipt of the report, (whichever is the earliest) the report will be

automatically made available within a few minutes.

TO SEARCH FOR A VESSEL

Fields can be sorted either alphabetically or numerically, but the most

straightforward way is to use the ‘search’ box. Enter any information that

relates to a vessel, (Name, IMO number, VIN number etc.) into the box and

click the ‘search’ icon. The query result will appear on the screen. The Filter

by can be used to narrow the search by only viewing vessels as selected.

Use the ‘all’ filter if unsure.

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From the vessel index select the vessel you require to view by clicking onto

the magnifying glass on the left side.

The following screen will appear:

Highlight the arrow on the previous screen. The VIQ report will appear.

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8. HVPQ upgrade process. To upgrade an HVPQ4 document to HVPQ5 select “Edit Vessel Particulars” from the Vessel Details page in SIRE:

The HVPQ4 feature buttons remain and it remains possible to edit the HVPQ4 document online or check out for offline editing. In addition an alert will show to indicate that the document can be upgraded to HVPQ5.

To upgrade the document to HVPQ5 click the button “Update Vessel to use HVPQ5”.

A new feature in the HVPQ5 template is the addition of variants: Oil

Chemical

Oil and Chemical

LPG LNG

Selection of a variant enables a sub-set of the sections in the cargo-specific chapter 9. Because this feature did not exist in HVPQ4 it needs to be entered at this point in the upgrade process. Select “Yes” from the first dropdown box to confirm upgrade of the document then select the variant required in the second dropdown box.

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Finally, click “Upgrade to HVPQ5” to complete the process.

The new HVPQ5 administration page is now shown as below:

This is the page which is now shown when clicking “Edit Vessel Particulars” from the Vessel Details page in SIRE. The HVPQ4 administration page is no longer accessible.

The HVPQ4 document has been translated into the HVPQ5 format and is now ready for editing. Click “Online Editor” to edit the HVPQ5 contents using the web-based editor:

From the online editor the following features are available:

Full management of the contents of the HVPQ5 document

Change the variant used for the HVPQ5 document which was set during the upgrade process (by clicking the “Details” button)

View a draft PDF of the HVPQ5 document pre-publication Publication of the HVPQ5 document

In addition to access to the HVPQ5 editor the administration screen provides the following further functionality: Download desktop editor: this allows the user to download the editor which can be installed on a PC or Mac desktop.

Download XML for desktop editor: this allows the user to download a data file containing the contents of the vessel’s HVPQ5 document which they can use to edit the document using the desktop editor

Upload XML from desktop editor: this allows the user to upload a document exported from the desktop editor

Publish HVPQ5 document The desktop/offline editor works disconnected from the OCIMF SIRE system. The editor does not require SIRE user credentials to install or create/modify HVPQ5 documents. In order submit and publish an HVPQ5 document export it from the editor and use the upload feature on the HVPQ5 administration page.

©2014 Oil Companies International Marine Forum. All rights reserved. 28

9. Managing your own vessel registrations In the older SIRE system OCIMF would have registered your vessels so that you

could submit HVPQs/BPQ’s into the system, or deleted vessels. You would have e-

mailed siresupport@ocimf.com to do this. With 1000 companies and only 2 SIRE

personnel this has become an issue for us and we apologise for the delays.

In the new system you will be doing this registration yourselves, you will

be able to:

Register a new vessel – that you may have purchased or is a new building

so that you can enter a HVPQ/BPQ.

Delete a vessel – that you may have sold or sent for demolition.

It is important that you keep these vessel lists up to date – you will not

be able to send a VPQ or BPQ into the SIRE system without there being a

vessel entry in your registration, an unregistered vessel will be rejected.

To enter the web site do the following:

The URL is located at www.ocimf-sire.com

To Log in enter your user SIRE registration number and password.

Please note that you will be automatically be logged out if there is a period of

inactivity. The default is set at 30 minutes.

If you do not see a screen use the Internet Explorer refresh button.

©2014 Oil Companies International Marine Forum. All rights reserved. 29

Once logged in there may be an announcement page, please close after reading.

Inserting Vessels into your Registration

Go to the Vessels tab and select ‘Add Vessel’

Press the add button

Enter the vessel details

©2014 Oil Companies International Marine Forum. All rights reserved. 30

If you enter a vessel that is already registered by another company the error

message above in red will appear.

Please contact that company and request that they log into the SIRE system

using their own password details and delete the vessel from their portfolio (as

below) and then they confirm back to you this has been completed.

Save the vessel details, to view go back to your vessels page.

Note – The vessel name on the index may not change until the next SIRE

Inspection.

Deleting Vessels from your registration

You will need to delete vessels from your registration when you sell the vessel to

another company or it has gone for demolition. Go to the vessel ‘Self

Management’ page:

Select the delete (x) button

A confirmation note will appear

Press next if you wish to do this or cancel if you do not.

This will remove the vessel from your registration and also the VPQ/BPQ file

from the Index.

©2014 Oil Companies International Marine Forum. All rights reserved. 31

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

1 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.

©2014 Oil Companies International Marine Forum. All rights reserved. 32

END OF DOCUMENT