OCIMF Ship Inspection Report (SIRE) Programme.

Vessels Operators access and Self Management Guide to the SIRE Computer Application Version 4.0.0.1

Oil Companies International Marine Forum Issue 3 13th December 2006

Contents
The SIRE Programme............................................................................................................ 3 System Requirements........................................................................................................... 3

1. HOW TO LOG IN ........................................................... 4 2. VIEWING YOUR DETAILS........................................... 4 3. VIEWING YOUR VIQ/BIQ REPORTS ........................ 6 4. MANAGING YOUR OWN VESSEL PORTFOLIOS ...... 9
Inserting Vessels into your Registration .................................................................................. 11 Deleting Vessels from your registration................................................................................... 12

5. DOWNLOADING OCIMF SOFTWARE....................... 15 6. UPLOADING VPQS TO THE SIRE SYSTEM ............ 17 7. VPQ ERROR MESSAGES ............................................ 19
Vessel not registered to you but another company ................................................................. 19 Vessel not registered ............................................................................................................... 19

2006 Oil Companies International Marine Forum. All rights reserved.

The SIRE Programme

The SIRE Programme was introduced in 1993 to provide to OCIMF Members and others who shared OCIMFs 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 150,000 inspection reports have been submitted. Each month, Report Recipients access more than 3,000 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 use the web based computer programme.

System Requirements
Pentium 4 or similar based PC Internet connection MS Internet Explorer Version 6 or later Adobe Acrobat Version 6 or later

Existing IDs and passwords should be used to access the pages. These instructions are the same for barges or tankers except where noted. The new VIQ4s and BIQs (and all other active reports) will only be available from this website. All services, including access to your own VIQs, BIQ, s VPQs and BPQs are free of charge. Please note that you will be automatically be logged out if there is a period of inactivity. The default is set at 30 minutes.

VPQS are now mandatory A Tanker Inspection report will not appear without a VPQ being available on the web site.

2006 Oil Companies International Marine Forum. All rights reserved.

1. How to log in
The URL is located at www.ocimf-sire.com To Log in enter your SIRE registration number and password. These are the same as used for dial up SERM. It will contain the eight digit numbers like 24000000; the passwords are the random numbers. Authorisation codes in hexadecimal are no longer used.

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

2. Viewing your details

Once logged in choose the appropriate index:

2006 Oil Companies International Marine Forum. All rights reserved.

Choose the vessels tab at the top right corner

You will see all the vessels that are currently registered with your company. To change them read Chapter 4.

From here you will be able to see all the SIRE reports for your vessels exactly as they appear to our recipient users. When you add initial and subsequent comments they will also be viewable. You will also be able to view your own VPQ/BPQ (Vessel Particulars Questionnaire and Barge Particulars Questionnaire) reports.

2006 Oil Companies International Marine Forum. All rights reserved.

3a. 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 magnifying glass name.

next to the appropriate vessel

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

2006 Oil Companies International Marine Forum. All rights reserved.

Press the magnifying glass

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.

3b. Viewing your VPQs/BPQs

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.

2006 Oil Companies International Marine Forum. All rights reserved.

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.

2006 Oil Companies International Marine Forum. All rights reserved.

4. Managing your own vessel portfolios

In the older SIRE system you would have registered your vessels so that you could submit VPQs/BPQs into the system, or deleted vessels. You would have emailed sireadmin@ocimf.com to do this. With 900 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 VPQ/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. These are the same as used for dial up SERM. The username will contain the eight digit numbers like 24000000, the password is the numerical number. If you are unsure they are available in the original blue application book.

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.

2006 Oil Companies International Marine Forum. All rights reserved.

Once logged in choose the appropriate index:

Choose the vessels tab.

2006 Oil Companies International Marine Forum. All rights reserved.

10

You will see the following screen:

Inserting Vessels into your Registration

Press the add button

2006 Oil Companies International Marine Forum. All rights reserved.

11

Enter the vessel details

Save the data The vessel details will be saved, to view go back to your vessels page

2006 Oil Companies International Marine Forum. All rights reserved.

12

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.

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

2006 Oil Companies International Marine Forum. All rights reserved.

13

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.

2006 Oil Companies International Marine Forum. All rights reserved.

14

5. Downloading OCIMF software

Log in as in the previous sections until your operator profile appears. Select the resources tab, all SIRE software will be available for download from this area. The others are Adobe Acrobat help files, which show how to use the programmes, the VIQ and some frequently asked questions.

The following screen will appear:

2006 Oil Companies International Marine Forum. All rights reserved.

15

The BPQ programme for Barges is available here for download together with installation and help documents. The latest VPQ Programme is also available for download. Please refer to the separate VPQ installation document on how to download, install, register and configure this programme.

2006 Oil Companies International Marine Forum. All rights reserved.

16

6. Uploading VPQs to the SIRE system

VPQs can be submitted directly into the www.ocimf-sire.com web site. After logging in the system and choosing the tanker index you will see the following screen:

To add a VPQ choose the The following screen will appear:

button

The HVPQ files are kept in C:/program files/SIRE Phase3/HVPQ/reports (unless you have changed the default directory when installing the programme or it is on a network go there.)

2006 Oil Companies International Marine Forum. All rights reserved.

17

Highlight the file you wish to transmit and select Select

again if you wish to transmit more than one vessel:

When you have finished selecting the vessels you wish to transmit, press the button. NOTE: You can select either .vpq files or .vpz files The upload process/progress bar will appear:

After completion the VPQ has been sent to the system. The file will take approximately 20 minutes to batch process. To view/check go to Chapter 3.

2006 Oil Companies International Marine Forum. All rights reserved.

18

7. VPQ Error messages

Vessel not registered to you but another company

Please contact the company mentioned to release the vessel, the file has not been uploaded.

Vessel not registered

Please add the vessel to your registration as described on page 11. After successful registration try again.

End of Document

2006 Oil Companies International Marine Forum. All rights reserved.

19