VPQ4_4[1].1.4

OCIMF Ship Inspection Report (SIRE) Programme. VPQ4 (2008 Edition) Guide to the SIRE Computer Application Version 4.1.4.77

Oil Companies International Marine Forum Issue 4 3rd June 2008

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 4,000 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 2008 version is a revision of the original 1997 version with additional/modified questions.

This version does not contain Mooring diagrams or 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.

System Requirements • • • • •

Pentium 4 or similar based PC Windows XP or Windows Vista© Internet connection – MS Internet Explorer © Version 6 or later Adobe Acrobat © Version 6 or later (Free of charge from Adobe) Adobe Flash 9 (Free of charge from Adobe)

If some of your screens are blank this is probably because Adobe Flash 9 has not been loaded or not loaded correctly.

©2008 Oil Companies International Marine Forum. All rights reserved.

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The SIRE Programme .......................................................................................................... 2 System Requirements ......................................................................................................... 2

1. INTRODUCTION ................................................................ 4 2. ONLINE VPQ4 ADMINISTRATION ..................................... 4 3. EDITING ON-LINE VPQS ................................................. 11 4. VIEWING VPQS/BPQ’S ................................................... 13 5. OFFLINE VERSION .......................................................... 15 Into the SIRE system ............................................................................................................. 21 Into the CDI ISIS-Web7 system ............................................................................................. 23

6. USING THE VESSEL INDEX TO VIEW YOUR OWN VIQ/VPQ REPORTS ............................................................................ 26


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1. Introduction Unlike the older VPQ software which would only stand alone on a PC, with the new VPQ4 you have a choice: Online version : Login to www.ocimf-sire.com 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 VPQ4 Administration The URL is located at www.ocimf-sire.com To Log in enter your user account name (24……) and password (333……)

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.


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Go to your Operator Profile page:

Select the Vessels Index icon.

Select the vessel you wish to edit the VPQ. Select the magnify glass:


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Select Edit:


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On clicking the ‘Edit’ button, the VPQ4 Administration page will then be displayed. You will be presented with a number of options based on whether a VPQ3 or VPQ4 report currently exists in the system for your vessel, and if a VPQ4 report exists, the state that that report is currently in. The various options are documented below:No VPQ Report Exists for the Given Vessel You will be given an option to create a new VPQ4 document for your vessel as shown below:-

When this has been created successfully, please refer to the section ‘VPQ4 Document Already Exists’ below. A VPQ3 Document Exists for the Given Vessel, automatic conversion to VPQ4 format You will be given an option to convert your existing VPQ3 document into VPQ4 format as shown below:-


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When this has been converted successfully, please refer to the section ‘VPQ4 Document Already Exists’ below. VPQ4 Document Already Exists You will be presented with a number of options based on whether the VPQ4 document is currently checked out for editing in the offline version of the VPQ4 editor:•

VPQ4 is not checked out for offline editor use:-


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You may choose to edit your VPQ4 document using the online editor by clicking the ‘Edit VPQ4 Document Online’ button. Alternatively, you may check out and download your VPQ 4 document for use in the offline version of the VPQ4 editor. Please note that the VPQ4 will not be available for editing online once it has been checked out to prevent versioning conflicts. You may also download the latest version of the VPQ4 Offline Editor, and the latest VPQ4 documentation from this page.

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VPQ4 is checked out for offline editor use:-


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If you have edited your VPQ4 document offline, and are now ready send your updated version back to SIRE, click the ‘Select’ button to choose the VPQ4 report that you wish to upload and click the ‘Check In VPQ4’ button. If you wish to discard any changes made using the VPQ4 offline editor you can re-download your VPQ4 document to start again by clicking the ‘Recheck Out VPQ4’ button. If you wish to cancel offline editing and revert to the version of the VPQ4 currently held online, you may do so by clicking the ‘Cancel VPQ4 Edit’ button. You may also download the latest version of the VPQ4 Offline Editor, and the latest VPQ4 documentation from this page. To directly publish into the SIRE system (Method 1) If you are happy with the HVPQ that has been sent to you and do not need to review the report tick the ‘Automatic publish VPQ after check in’ box. The HVPQ will appear on the SIRE index.


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To review/publish in the SIRE system (Method 2) If you need to view the report go to the online version. Here you will also be able to do any edits before the report is published. Go into the ‘online’ version and hit the publish button on the top of the page ( the one with the arrow )

A confirmation note will appear and then the VPQ report will be published and will be available on the SIRE system.

3. Editing on-line VPQs Vessel Particulars Questionnaires can now be edited online; this compliments the current VPQ editor and can be used instead. HVPQ’s can still be sent in using the stand-alone VPQ editor (Chapter 5). There are two parts to the online editor:

Creating/editing an existing VPQ. The creation or modification of a VPQ can be done using the editor at any time. The completed VPQ will not appear into the SIRE website until you choose the publish button. You can edit parts of the VPQ and come back to them later. The data is always saved in the system interactively. We do not keep historical records of VPQ data. We only keep the last version that you have published. After selecting the ‘Edit VPQ4 Document Online’ button on the VPQ4 Admin page, the following will appear (after the Adobe © Flash 9 loader has completed):


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Select the tab you wish to edit, the data sheet will appear:

Fill in the data or edit the VPQ Chapters. 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 VPQ. The VPQ file on the SIRE Index is unaffected.

Hide left pane

Document viewer

PDF Viewer

Publish Report

THE REPORT WILL NOT BE UPDATED WITHIN THE SIRE INDEX UNLESS YOU PRESS THE ‘PUBLISH’ ICON Once the ‘PUBLISH’ button has been selected your VPQ will automatically and instantly be updated on the index.


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4. Viewing VPQs/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 magnifying glass

next to the vessel name.


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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.


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5. Offline version Installation of the VPQ programme is just one HVPQ zip file. That’s it! No programme to load. The programme uses Adobe© flash9. If your PC does not have flash9 then it will attempt to install. Obtaining the software Login to www.ocimf-sire.com Go to the resources tab

Create a directory on your PC C:\program files called VPQ4. Select Downloads

Download the file by pressing the next to the HVPQ4 download button


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Save the file in C:\Program files\VPQ4 Unzip the file There is an exe file inside, place in C:\Program files\VPQ4 Create a shortcut on your screen if you wish.

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. This version should be used where no access to the internet is possible. To distribute to your vessels transmit by e-mail or cut a CD the vpqedit.zip file.


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Using the software Start the programme by clicking on the shortcut you have created or directly from the exe file, the following screen should appear:

Select the function that you require

Import Press the import tab

Work on an existing file; go to the location where you keep your offline VPQ.


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Confirm your selection

The hvpq will be loaded; this may take a few minutes.


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You can now do your edits, save when complete. Consider using a separate directory for your reports.

New Creates a new VPQ file for data entry.


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Top symbols

Use the export button and save the file once finished. This file can then be emails to your office or submitted into SIRE system as described in the next chapter. To print the file, select the print button:

This will activate your web browser where you will be able to print the report.

To Save a report Do NOT rename the saved file if submitting to OCIMF.

There are two file types, when saving a report in save or save as it creates a compressed file 1234567.odf. Use this file types internally only, they are much smaller than the xml When submitting to SIRE use the 1234567.xml file only using the export function.


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7. Submitting the HVPQ offline version Into the SIRE system Log into www.ocimf-sire.com 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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If you have edited your VPQ4 document offline, and are now ready send your updated version back to SIRE, click the ‘Select’ button to choose the VPQ4 report that you wish to upload and click the ‘Check In VPQ4’ button. If you wish to discard any changes made using the VPQ4 offline editor you can re-download your VPQ4 document to start again by clicking the ‘Recheck Out VPQ4’ button. If you wish to cancel offline editing and revert to the version of the VPQ4 currently held online, you may do so by clicking the ‘Cancel VPQ4 Edit’ button. You may also download the latest version of the VPQ4 Offline Editor, and the latest VPQ4 documentation from this page.


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Into the CDI ISIS-Web7 system Information supplied courtesy of CDI. 1. Press the Export XML button in the OCIMF SIRE Programme and save your HVPQ XML file in the desired directory location. 2. Start the CDI ISIS-Web7 Ship Owner Edition software by double clicking the CDI ISIS-Web7 Ship Owner Edition icon:

3. On the Welcome screen select the ‘Import Harmonized VPQ XML’ option.

4. Press the OK button. In the Windows File Open dialog select your HVPQ XML file. 5. Your HVPQ XML file will be imported into the CDI ISIS-Web7 Ship Owner Edition software, please check if all mandatory questions are completed, and if some warnings appeared during import process.


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6. Press the Send button on the toolbar

7. Enter your login and password information (provided by the CDI ISISWeb7 helpdesk) and press the Submit button.

.0 8. If your internet connection is available the ISIS-Web7 Ship Owner edition software will connect to the CDI ISIS-Web7 system. A confirmation screen


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will appear in your browser when the VPQ is successfully transferred to the ISIS-Web7 server. For more information about the CDI ISIS-Web7 Ship Owner software please check the ‘CDI ISIS-Web7 Ship Owner / Ship Board Edition Client Software Installation and User Guide’ document.


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6. Using the Vessel Index to view your own VIQ/VPQ 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:


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Highlight the magnifying glass on the previous screen. The VIQ report will appear.

END OF DOCUMENT


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VPQ4_4[1].1.4

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