OCIMF Ship Inspection Report (SIRE) Programme. Inspector ...

OCIMF Ship Inspection

Report (SIRE) Programme.

Inspector Access and

Managing Bookings

Guide to the SIRE Computer Application

SIRE 2015 3.0

Oil Companies International Marine Forum

Issue 4 April 2015

Geoffrey Snow MIS Business Analyst

©2015 Oil Companies International Marine Forum. All rights reserved. 2

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 120,000 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.

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.

System Requirements

Pentium 4 or similar based PC (probably no older than 3 years)

Apple Mac

Windows Vista

Windows 7, Windows 8

Internet connection – MS Internet Explorer Version 8 or later Adobe Acrobat © Version 8 or later

Existing Ids and passwords should be used to access the admin pages.

Users need to set up their own user accounts. These instructions are the

same for barges or tankers except where noted.

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

inactivity. The default is set at 30 minutes.


1. How to log in

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

Once logged in there may be a notice which you will need to complete:

Once completed you will be directed to your profile page in Section 3.


2. Viewing your VIQ/BIQ Reports

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

to use the search button. You can search using either the vessels name, IMO/LR

number, VIN number or report number.

To select a vessel, press the blue arrow next to the appropriate vessel

name.

The number of reports available during the last year will appear for that vessel.


Press the blue arrow next to the report you are interested in.

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

are available. Close when finished.

3. Viewing your VPQs/BPQ’s

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


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

VIN number, report number.

The number of reports for the selected vessel will appear:


Select the view button for the VPQ/BPQ.

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

functions are available. Close when finished.


4. Viewing a Crew Matrix

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


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

VIN number, report number.

The number of reports for the selected vessel will appear:

Select the Online crew matrix Adobe symbol

The crew matrix will then appear:


5. Viewing your details

When you login you will be given a personal information page that displays

general and accreditation details. Please ensure your address, telephone and e-

mail details are kept up to date. This is how we and the computer system will

send information to you.


This section also contains the conflict of interest section or any other notice that

you may need to complete:

6. Inspector Subscriptions

From the 1st January 2012 all Category 1 and 2 inspectors will be liable to pay an

annual subscription fee to OCIMF. The full details of what this annual subscription

fee covers can be found in the 'SIRE Inspector Training and Accreditation

Guidelines' (10th August 2011), specifically paragraph 1.13.

This fee has been set for 2015 at a level of 800 GBP (Eight hundred GBP) per

inspector. This subscription fee can be paid in one of three ways:-

1. By an individual inspector direct via the website using a credit card

2. By an OCIMF Submitting Member on behalf of the inspector, (Details on

how this is done will be sent out later)

3. By an inspecting organisation on behalf of an Inspector

With effect from the 1st January 2012 OCIMF will pay the Auditor direct for all

costs involved in conducting a routine audit. (See the 'SIRE Inspector Training

and Accreditation Guidelines' (10th August 2011) for full details).

Inspectors are encouraged to use the most cost effective vessel selection for the

auditor as the subscription fee is reviewed annually and the cost of audits will

dictate the subscription in the following year.

This document describes how the changes affect Inspectors.


Key changes for SIRE Inspectors

The key changes for Inspectors are as follows:

- An annual subscription will now be required for all eligible Inspectors.

- The amount payable will be calculated on a pro-rata basis by OCIMF if the Inspector’s accreditation date began part-way through the current year.

- Inspectors can now manage their Billing Details as part of their profile, which are used in turn to infer VAT Context for the subscription payment.

- If the Inspector does not settle the annual subscription fee by the deadline, they will be unable to use the SIRE System until the fee has been paid.

- 2 weeks prior to the payment deadline, any Inspectors who have not paid their subscription fee will be sent a reminder e-mail.

- Fees can be paid online via a secure Credit / Debit Card E-Commerce mechanism.

- Inspectors can view Audit Logs of historic subscription fee payments.

Inspector Eligibility

Inspectors will be subject to an Annual Subscription Fee in the following circumstances:

- CAT1 / CAT2;

- Account is active;

- Not already paid this year;

- Not an Auditor (Auditors are exempt from fee payments).


Manage Billing Details

Billing Details can be managed by visiting the following screen: Profile > Billing Details

Figure 1: Providing Billing Details

Billing Details can be captured either on this screen, or as part of the payment process. The details captured on this screen (and/or as part of the payment process) are used to calculate whether VAT is applied:

1. If the billing address is within the UK, VAT is always applied at the prevalent rate.

2. If the billing address is within the EU, then: a. If a valid VAT number has been provided, VAT is not applied. b. If either (1) no VAT number or (2) an invalid VAT Number has been provided,

VAT is applied at the prevalent UK rate.

3. If the billing address is within the Rest of World (non-EU/UK), then once Billing Details have been saved, OCIMF will manually intervene to determine whether VAT is applicable.

Inspectors whose Billing Address falls within Rest-Of-World are encouraged to save the Billing Details prior to paying Inspector Subscription fees, in order to allow OCIMF to review and approve the VAT exemption – otherwise, VAT will be charged.


Paying Fees

Upon login, if an Inspector needs to pay a subscription fee for the current year, a prompt is shown:

Figure 2: Call-to-action for fee payments

When clicked, the Inspector will be taken to a secure payment screen. The payment screen can also be accessed by visiting the following area: Profile > Subscription Payments If a payment is due, a prominent link is shown to the payment wizard. If the current year’s payment has already been made, details of the current year’s payment are shown. As part of the payment process, Inspectors are given the opportunity to review and amend their Billing Information. The rules to determine whether VAT is payable or not are inferred from Billing Address, as described earlier in this document.

Audit Logs

An audit log of all historic subscription payments can be found at the following location: Profile > Subscription Payments


7. Managing Bookings as an Inspector

Creating a Booking

When creating a Booking the inspector will click the “Create Booking” button from the Bookings grid in the same way as the Submitting Member and will arrive at the Booking creation page as below.

Inspection Booking creation page as an inspector

The same vessel details information is shown as for a Submitting Member. The same Booking Details form is also shown but with two key exceptions:

It is the inspector’s role to assign the Booking to a Submitting Member, the

dropdown selector for this will be restricted to Submitting Members that authorise

this inspector to inspector on their behalf (hold their token) and also where the

Submitting Member has empowered their inspectors to manage Bookings on their

behalf

The current user’s name is forced as the selected inspector

The booking details data entry form could be completed as below. Inspection Booking creation page as an inspector – populated with a conflicting date


In this case the planned inspection date conflicts with an existing Booking and the inspector would be subject to the same requirement provide a reason for the conflict as would a Submitting Member.

Inspection Booking creation page as an inspector – conflict warning and reason shown

This new Booking would be shown in the grid as normal. Inspection Booking grid for a vessel


Managing an existing Booking

Where the member has empowered their tokened inspectors to manage bookings on their behalf and where the logged on user is the assigned inspector they will see the same Booking editing page as the Submitting Member.

Inspection Booking view page for an inspector

When editing the Booking the key difference to a Submitting Member’s experience is that neither the Submitting Member nor the Inspector selections can now be edited.

Inspection Booking edit page for an inspector – Booking created by Submitting Member


These restrictions continue to apply if the inspector had created the Booking themselves.

Inspection Booking edit page for an inspector – Booking created by the Inspector

End of Document

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