BSIS USER GUIDE

 

TABLE OF CONTENTS

 

1          INTRODUCTION TO BSIS

            1.1          Brief overview        

            1.2          Main functions        

 

2          WORK WITH THE BSIS

            2.1          User registration    

            2.2          Getting started

            2.3          News

            2.4          Ship search            

                            2.4.1       No ship found

                            2.4.2       Ship search results

                            2.4.3       Ship data page

            2.5          Creating ship entrance

                            2.5.1       Entering ship entrance

                            2.5.2       Viewing of ship entrances

            2.6          Creating initial inspection report

                            2.6.1       Entering inspection data

                            2.6.2       Entering ship data

                            2.6.3       Company data

                                            2.6.3.1        Changing company data manually

                                            2.6.3.2        Changing company data using Data Base

                            2.6.4       Entering ship's certificates

                                            2.6.4.1        Adding new certificates

                                            2.6.4.2        Editing certificate data

                                            2.6.4.3        Automatically added certificates (FILLED FORM only)

                            2.6.5       Entering inspection activities

                                            2.6.5.1        Operational Controls

                                            2.6.5.2        Areas Inspected

                            2.6.6       Inputting deficiencies

                                            2.6.6.1        Adding new deficiencies

                                            2.6.6.2        Changing deficiency data

                                            2.6.6.3        Adding outstandings

2.6.7 Finishing

            2.7          Viewing of inspection list     

            2.8          “Drafts” section

            2.9          “VNC” section

 

2.6.8 Adding deficiencies photo

3          ADDITIONAL SYSTEM FEATURES

            3.1          BSIS chat

            3.2          Frequently encountered actions

                            3.2.1       Using calendar

                            3.2.2       Navigation via lists

                            3.2.3       Statistics

 

4          TROUBLESHOOTING         

            4.1          Troubleshooting

            4.2          Contacts with BSIS support

            4.3          “Help” section

            4.4          Tips and FAQ


 

1              INTRODUCTION TO BSIS

 

1.1          Brief overview

 

The Black Sea Information System (BSIS) is established under provisions of the Black Sea Memorandum and aimed to provide effective information exchange among MOU parties in relation to the PSC inspections. The central site of the BSIS is established in Moscow, Russia, under the auspices of the Maritime Administration of the Russian Federation. The central BSIS site is a computerized database with authorized access via Internet. To work with the BSIS a user should install a computer connected to the Internet and receive appropriate credentials from the BSIS support.

 

1.2          Main Functions

 

The BSIS performs the following main functions:

 

-       collects PSC inspection data from the PSC officers on 24-hour basis;

 

-       provides PSC officers with the PSC inspection data on a particular ship on 24-hour basis;

 

-       provides PSC officers and MOU Authorities with the PSC inspection data of their ports;

 

-       generates statistical reports;

 

-       calculates ship risk profile and priority for inspection;

 

-       publishes notifications;

 

-       collects CIC reports and generates statistics on CIC results;

 

-       supports interregional information exchange projects.

 

2              WORK WITH THE BSIS

 

2.1          User registration

 

To begin working with the BSIS each user should be registered at the system. User registration is a one-time procedure of three steps:

 

-       submitting application form to the BSIS Support;

 

-       creating user account by the BSIS Support;

 

-       first entrance at user side.

 

An authorized person of an Authority should send the application form of a new user to the BSIS support. When the new user account is registered, registration information is sent to the authorized person by e-mail or fax. The registration data include shortcut or URL, user's name and password.

 

The BSIS shortcut can be saved at the Desktop of the PC or at any convenient folder. URL can be saved in “Favorites” for future usage. In case of loss of whether user particulars (user name and password) or shortcut (URL) the user should address to the BSIS support with the matter.

 

 

 

2.2          Getting started

 

Anytime the user needs to enter the BSIS he/she should use the BSIS shortcut or URL (see 2.1.). To enter the BSIS the user should connect his/her computer to the Internet, open the shortcut or URL (by double-clicking or clicking on it or by any other way the user is familiar with), click on “Enter”. User’s name and password should be entered into the authentication dialog box appeared and the button “Login” should be clicked on.

 

Upon verification of login/password all sections will be able. User’s name appears at the top right of the page.

 

2.3          News

 

“News” section displays messages published by PSC Officers, Authorities, Secretariat and BSIS staff directly

through “News” and/or through ship related messaging system. Navigation among pages is available with the help

of icons “To the next page”, “Last page”, “First page” and “Previous page” at the right-hand upper corner of the

screen (See 3.2.2).

 

At the left-hand upper corner of the screen the system gives information on number of elements found and number

of pages displayed.

 

 

2.4          Ship search

 

-       “Ships” section can be activated by clicking on “Ships” at the top of the Main page.

 

Via “Ships” section the user can search ships in the BSIS database by the following parameters: IMO number, Call Sign or name of a ship. It’s highly recommended to search ship by IMO No. and to use other criteria only if IMO No. is unknown.

 

To search for a ship, follow the step list:

 

-       Open “Ships” section;

 

-       Choose one of three ship search parameters from the drop-down list of “Search by” ;

 

-       Type ship’s data in accordance with the chosen parameter (IMO No., Call Sign or name) into the edit field “Value”;

 

-       Click on “Search” button.

 

2.4.1       No ship found

 

If the page remains blank, it means that the search is unsuccessful. Should be refined the search.

 

If the ship is not found use the button “Create inspection for new ship”.

 

2.4.2       Ship search results

 

If the search is successful, the table displaying the list of ships matching defined search criterion, appears. It contains: ship name, IMO No, call sign, MMSI, date, type and place of last inspection (if any), number of deficiencies, whether the ship is detained or not upon the results of the last inspection, outstandings. If more than

25 ships found, they are displayed by 25 records per page. Navigation through the pages is available in those cases (See 3.2.2).

 

To view details of a particular ship from the list, click on the line with ship name and the ship data page will appear.

 

 

2.4.3       Ship data page

 

Ship data page contains current information about the ship specified:

-       Name, IMO No., MMSI, call sign, classification society, flag, type, year of build, deadweight, tonnage;

-       Ship information from Lloyd database, including ship name, IMO number, MMSI, call sign, classification

-       society, flag, type, year of build, deadweight, tonnage;

-       IMO company information from Lloyd database, including name of company, IMO number, residence,

-       registration, phone, fax, e-mail;

-       Owner information from Lloyd database, including name of company, IMO number, residence, registration,

-       phone, fax, e-mail;

-       Manager information from Lloyd database, including name of company, IMO number, residence,

-       registration, phone, fax, e-mail;

-       Company data, including name of company, IMO number, residence, registration, phone, fax, e-mail;

-       Current Ship Profile and Priority;

-       Current ship’s certificates, if any;

-       List of inspections, if any;

-       List of outstanding deficiencies, if any.

 

Name, IMO No., call sign, MMSI, type, flag, classification society, gross tonnage, deadweight, year of build in Ship

data are given in accordance with the database.

 

All information from Lloyd database is given for reference. The data are amended once a week upon receiving information form Lloyd.

 

Ship Profile and Priority are marked as hyperlinks. Click on any of them to view details of Ship Profile and Priority calculations. To close the details of calculations click on the window again.

 

Messages” field contains the last message or news published in respect of the ship in “Ship Data”. Click on the button “Add News” to publish any information on the ship. The data published via “Add News” will be automatically reflected both in “News” section and in “Ship Data” (messages published in “News” will not be reflected in “Ship Data”.

 

Ship certificates are given in the table “Certificates” in accordance with the data of the latest inspection in the database. The table contains certificate code, nature, issuing RO, surveyed RO, date of issue, date of expiry, date of survey and surveyed port.

 

List of inspections is given in the table “Inspections” and contains inspection type, date, place, ship details (name, call sign, MMSI, flag) at the moment of inspection, number of deficiencies and indication of ship detention. To view any of ship’s inspection, find the required one in the list of inspections. Click on inspection to get page “Inspection data”. At this page, you can view the inspection report and print it out using button “Print” at the top or at the bottom of the page. Press “Return” button to return to “Ship data” page.

 

List of outstanding deficiencies is given in the table “Outstandings”. It contains date of inspection when the deficiency is recorded, deficiency code and nature and deficiency action codes.

 

To return to the list of ships (results of previous search) click on the button “Return” at the top or at the bottom of the page.

 

2.5          Creating ship entrance

 

To create an ship entrance it is required to find the ship firstly. Then enter the page “Ship data” and click on the button “Ship Entrance” at the top or at the bottom of the page.

 

2.5.1       Entering ship entrance

 

A new window entitled “Ship Entrance” will appear. Set values of fields according to the following step-list:

-       Set field marked “Authority” by selecting the authority from the drop-down list;

-       Set field marked “Port” by selecting the port from the drop-down list;

-       Set field marked “Date” by clicking the icon located on the right of the field. A calendar will appear. Use it and choose the date (See 3.2.1);

-       Set field marked “IMO number” (7-digits format);

-       Set field marked “Name” (in capitals only);

-       Set field marked “MMSI” (9-digits format);

-       Set field marked “Callsign” (in capitals only);

-       Set field marked “Flag” using a drop-down list and choosing required value;

-       Set field marked “Type” using a drop-down list and choosing required value;

-       Set field marked “Year of build” (4-digits format).

-       Set field marked “Deadweight” (if the deadweight is applicable).

-       Set field marked “Tonnage” (use digits only, not point).

 

Note: Fields marked as ‘*’ are required.

Click Send  button to close the window.

 

2.5.2       Viewing of ship entrances

 

Ship entrances successfully processed and stored in the BSIS database are accessible for viewing.

PSCO can view all ship entrances in his port. To view entrances go to “Entrances” section.

 

2.6          Creating initial inspection report

 

To create an initial inspection report it is required to find the ship. Then enter the page “Ship data” and click on the button “Create inspection” at the top or at the bottom of the page.

 

2.6.1       Entering inspection data

 

A new window entitled “Inspection data” will appear. Set values of fields according to the following step-list:

-       Set field marked “Type” by selecting the type of inspection from the drop-down list (“set” means “fill in a

field if it is empty or change value if it’s necessary”);

-       Set field marked “Authority” by selecting the authority from the drop-down list;

-       Set field marked “Port” by selecting the port from the drop-down list;

-       Set field marked “Date” by clicking the icon located on the right of the field. A calendar

will appear. Use it and choose the date (See 3.2.1);

-       Set field marked “Released” if the ship is detained and date of release is available. Click the icon

located on the right of the field. A calendar will appear. Use it and choose the date;

-       Set item marked “Detention” by clicking on the appropriate checkbox. If the checkbox is selected

mistakenly, uncheck it by repeat clicking;

-       Set item marked “Supporting Documentation” by clicking on the appropriate checkbox. If the checkbox is selected mistakenly, uncheck it by repeat clicking; SELECT FILE

-       Set field marked “District”. This field may be left empty;

-       Set field marked “District Office”. This field may be left empty;

-       Set field marked “PSCO name”.

 

Note: Fields marked as ‘*’ are required.

 

Click OK button to close the window. Inspection report form will appear.

 

For edit Inspection data click on the icon    located on the right of the section.

 

Hereinafter, the following denominations are used concerning inspection report form: FILLED FORM – when ship

search is successful and user clicks on the button “Initial report” at the bottom of “Ship data” page; EMPTY FORM

– when the button named “Create report for a new ship” is used.

 

2.6.2       Entering ship data

 

For Filled Form most of ship’s particulars are filled in automatically from the current database. For edit Ship data

Click on the icon   . A new window entitled “Ship data” will appear. Make necessary amendments and fill in empty

fields according to the following step-list:

 

-       Set field marked “Name” (in capitals only);

-       Set field marked “MMSI” (9-digits format);

-       Set field marked “Callsign” (in capitals only);

-       Set field marked “Class” using a drop-down list and choosing required value.

Important! If the classification society is not in the list, choose “Other” and type the name of Class

into the field marked “Specify if other”;

-       Set field marked “Flag” using a drop-down list and choosing required value;

-       Set field marked “Type” using a drop-down list and choosing required value;

-       EMPTY FORM only: Type ship’s IMO No into the field marked “IMO number”.

Important! If the IMO number is unknown and there are no ways to obtain it, the value 0000000 (7

zeroes) should be used.

-       Set field marked “MMSI”.

Important! If MMSI is unknown, the value 000000000 (9 zeroes) should be used.;

-       Set field marked “CallSign”.

Important! If ship call sign is unavailable from ship’s documents, type “N/A” into the field.

-       Set field marked “Year of build” (4-digits format).

-       Set field marked “Deadweight” (if the deadweight is applicable).

-       Set field marked “Tonnage” (use digits only, not point).

 

Note: Fields marked as ‘*’ are required.

Click OK  button to close the window.

 

2.6.3       Company data

 

Company data in most cases are given in preprinted form in the inspection report from. To fields cover company

name and company IMO No.

In case the company data provided in the BSIS are in line with the data provided by ship certificates, company

data should be left unchanged.

In case the preprinted data are wrong, the BSIS provides by two ways are placed below:

- manually

- using Database

 

2.6.3.1    Changing company data manually

 

To change company data manually click on the icon    located on the right of the section.

A new window entitled “Company” will appear. Select “Manual” and set known values of fields according to the

following step-list:

-       Set field marked “IMO”.

-       Set field marked “Name”.

-       Set field marked “Residence” by selecting the country from the drop-down list.

-       Set field marked “Registration” by selecting the country from the drop-down list.

-       Set field marked “Address”.

-       Set field marked “Phone”.

-       Set field marked “Fax”.

-       Set field marked “Email”.

 

Click OK button to confirm the data.

 

2.6.3.2    Changing company data using Data Base

 

To change company data click on icon     located on the right of the section.

A new window entitled “Company” will appear. Select “Database” and search company data according to the

following below steps:

-       Choose one of two company search parameters from the drop-down list of “Search by”.

-       Type company data in accordance with the chosen parameter (Name or IMO No.) into the edit field.

-       Click on the Search button.

If the search is successful, the table displaying the list of companies matching defined search criterion appears.

To view details of a particular company from the list, click on the line with company name and the company data

page will appear.

Click the OK button to confirm the data.

 

2.6.4       Entering ship’s certificates

 

The next part of inspection report form contains certificate data.

 

2.6.4.1    Adding new certificates

 

To add a new certificate click on the icon  + placed on the right of the section. A new window entitled

Certificates” will appear. Set values of fields according to the following step-list:

-       Set field marked “Nature” by selecting the certificate title from the drop-down list;

-       Check the box “Classification society” or “Administration” to select of “Issued by”;

-       Set field marked “Name” by selecting the required value from the drop-down list;

Important! If the required Classification society is not in the list, choose “Other”. In case “Other” is

chosen for Classification society, the name of the Classification society should be typed into the field

below “Specify if other”;

-       Check the box “None” in section “Issued by” if information related to annual/intermediate survey is missing;

If information related to annual/intermediate survey is available:

-       Check the box “Classification society” or “Administration” to select of “Surveyed by”;

-       Set field marked “Name” by selecting the required value from the drop-down list;

Important! If the required Classification society is not in the list, choose “Other”. In case “Other” is

chosen for Classification society, the name of the Classification society should be typed into the field

below “Specify if other”.

-       Set fields marked “Date of issue”.

-       Set field marked “Date of expire”.

-       Set field marked “Date of survey” if applicable.

-       Set field marked “Surveyed port” if applicable.

 

Note: Fields marked as ‘*’ are required.

Click the button titled “Add” to add the certificate into inspection report and close the window.

 

2.6.4.2    Editing certificate data

 

Find required certificate in the list of certificates. Click on the icon    located on the right of the appropriate

certificate. When the Certificate window appears, you can edit the fields as appropriate.

To add the edited certificate data into inspection report and close certificate window click on the button titled “Add”.

To close certificate window without any changes click on the button titled “Cancel”.

To remove a certificate from inspection report click on the icon  x located on the right of the appropriate certificate.

 

2.6.4.3    Automatically added certificates (FILLED FORM only)

 

If the database contains information related to ship’s certificates, they are added into inspection report

automatically when inspection report form appears. The user may edit or remove them.

If the certificate data automatically added into the report do not correspond with ship’s current certificates, edit them

as appropriate (See 2.5.4.2).

If any certificate specified in the certificate list is not presented onboard the ship, remove it by clicking on the icon  x located on the right of the appropriate certificate.

 

2.6.5       Entering inspection activities

 

Information about operational controls carried out during an inspection on ship and areas inspected should be inserted into inspection report form.

 

2.6.5.1    Operational Controls

 

To add a Operational Controls click on the icon  + placed on the right of the section. A new window entitled

Operational Controls” will appear.

-       Select type of a drill from the drop-down list;

-       Make description of the drill.

Note: Fields marked as ‘*’ are required.

Click the button titled “Add” to add the operational control into inspection report and close the window.

 

2.6.5.2    Areas Inspected

 

To add a Areas Inspected click on the icon  + placed on the right of the section. A new window entitled

Areas Inspected” will appear.

-       Select an area from the drop-down list;

-       Make description of the area inspected.

Note: Fields marked as ‘*’ are required.

Click the button titled “Add” to add the areas inspected into inspection report and close the window.

 

2.6.6       Inputting deficiencies

 

If deficiencies are discovered during the inspection, they should be inserted into inspection report form.

 

2.6.6.1    Adding new deficiencies

 

To add a new deficiency click on the icon  +  placed on the right of the section. A new window entitled

Deficiencies” will appear. Set values of fields according to the following step-list:

-       Set field marked “Group” by selecting the group of deficiency from the drop-down list;

-       Set field marked “Nature” by selecting the nature of deficiency from the drop-down list.

Note: If a group of deficiencies is not chosen, you anyway can choose nature of deficiency from full list of

deficiencies. The list of deficiencies is changed depending on value of “Group” field.

-       Set a field in the group of fields named “Action 1”, “Action 2” and “Action 3” by choosing values from

the drop-down list. At least one action should be specified. Actions should be entered according to

Action Codes User Guide specified below in the Manual.

-       If action code “99” is used, type a clarification of action taken into the field marked “Specify if other”.

-       Set field marked “Remarks” by typing clarification of deficiency. This field may be left empty.

-       Set field marked “Conventions” by selecting the group of convention references from the drop-down

list.

-       To add more convention reference type it into the field marked “Other Conventions”.

 

-       Set field marked “Responsibility” by selecting the responsible RO from the drop-down list. The field

should be filled in, in case of detainable deficiency (if action code “30” is used). ROs marked in the list

of certificates are available in the drop-down list only.

 

Note: Fields marked as ‘*’ are required.

To add deficiency data into inspection report and close “Deficiencies” window, click on the button titled “Add”.

To close deficiency window without adding data click on the button titled “Cancel”.

To add more new deficiency click on the icon  +  again.

 

2.6.6.2    Changing deficiency data

 

Find a deficiency to be modified in the list of deficiencies in the inspection report form. Click on the icon      located on the right of the appropriate deficiency. When the Deficiencies window appears, you can edit the fields as

appropriate.

To add edited deficiency data into the inspection report click on the button titled “Add”.

To close deficiency panel without any changes click on the button titled “Cancel”.

To delete deficiency data from inspection report click on the icon  x located on the right of the appropriate

certificate.

 

2.6.6.3    Adding outstandings

 

To add a outstanding to the report click on the icon  +  placed on the right of the outstanding.

 

2.6.7       Finishing

 

Click on the button titled “Send” to submit the inspection report into the BSIS database.

To print the report click on the button “Print”. The inspection report will appear in PDF Format. Use standard

buttons to save or to print it.

 

2.7          Viewing of inspection list

 

Inspections successfully processed and stored in the BSIS database are accessible for viewing. The scope of

data depends on the user rights. By default, a PSCO can view all inspections held in his/her port. To view inspections, go to “Inspections” section.

Inspections” section is available by clicking “Inspections” button at the bar at the top of the screen. “Inspections

section consists of two parts: fields with inspection parameters at the top of the page and an inspection list itself.

To get the list of inspections, the following particulars should be identified:

-       time period;

-       required authority;

-       required port/district (if is available);

-       type of inspections (All, initial or follow-up);

-       Held by Authority or For Authority flag.

Set search parameters according to the following step-list:

-       Click the icons located on the right of fields marked “From” and “To”. A calendar will appear. Use it to

choose the date (See 3.3.1).

-       Select the required particulars from appropriate drop-down lists;

-       Check on a checkbox marked “Detention” if you need to view detentions only or check it off to view all

inspections.

-       Click on the button titled “Search” to start search engine.

 

A message “Waiting response ...” is displayed. When the search is finished, a list of inspections is displayed.

The page contains a list of inspections and displays the following inspection data: type (displayed by icon), date of

inspection submission, date of inspection, place of inspection, Ship IMO No, Ship name, Call Sign, MMSI and Flag

(at the moment of the inspection), number of deficiencies and detention. If more than 25 inspections found, they

are displayed by 25 records per page. Navigate through the pages using hyperlinks (See 3.2.2.).

 

To view details of a particular ship from the list, click on the line with ship name and the Inspection details page will

appear.

 

From this page the inspection report can be viewed and printed with the help of the buttons at the bottom of the

page. Press “Return” button to return to the Inspection list.

 

Note: When the inspection list is activated, the search engine is launched automatically. The following values of

search parameters are set by default:

-       Date range: for previous five months;

-       All inspections by submission, descending.

 

If search is unsuccessful the page will remain blank. Should be refine the search.

 

2.8          “Drafts” section

 

Drafted and rejected inspections are stored in “Drafts” section, to view them go to “Drafts” by clicking on “Drafts

section at the bar at the top of the screen.

Drafts” section reflects type of inspection, date of inspection submission and date of inspection; place of inspection; ship IMO No., ship particulars at the moment of inspection (Name, Call sign, MMSI, flag), number of deficiencies and detention.

Drafts” section allows search by date range, detentions, authorities, districts and ports depending on the rights of

the user in the BSIS. Set the required parameters and click on “Search” button.

To view details of the inspection report find it in the list and click on it. The inspection report will be available for

amendments and deletion. Correct the report as required and submit it by usual order (See 2.5). To delete the

inspection report, click on the button “Delete” at the top or bottom of the page. The inspection report can be printed with the help of the button “Print”.

 

2.9          VNC” section

 

VNC section contains inspection reports subject for approval by the person registered as VNC.

To view inspection reports in VNC go to “VNC” section by clicking on “VNC” bookmark at the bar at the top of the

screen.

VNC” section reflects type of inspection, date of inspection submission and date of inspection; place of inspection;

ship IMO No. and ship particulars at the moment of inspection (name, Call sign, MMSI, flag), number of

deficiencies and detention.

VNC” section allows search by date range, detentions, authority, districts and ports. Set the required parameters

and click on “Search” button.

To process the inspection report find the report in the list and click on it. The inspection report is available for

amendments and deletion. Correct the report as required and submit it by clicking on the button “Approve”. To

delete the inspection report, click on the button “Delete” at the top or bottom of the page.

 

 


2.5.8      Adding deficiencies photo

To add a photo to an inspection report, the following actions should be taken:

  1. Go to the ‘Inspections’ section (1) (fig. #1).
  2. Select the inspection (2) (fig. #1).
  3. Click on ‘Add picture’ (3) (fig. #2) for the respective deficiency for which you’d like to attach the photo.
  4. The form for uploading the image will open in the new window. Click on ‘browse button’ (4) (Fig. # 3) and select the necessary image. You will be able to see the chosen image in preview mode. If this image is wrong, you can select another image by clicking ‘browse button’ again. You can also add the description for the photo (5) (fig. #3). Then click on ‘send file’ to save the changes (6) (fig. #3).

If you’d like to change the photo that is already uploaded, please repeat steps 1, 2 and 3.

Figure 1


Figure 2


Figure 3


3              ADDITIONAL SYSTEM FEATURES

 

3.1          BSIS Chat

 

The on-line Chat is aimed to provide the BSIS users with a fast communication means. Any BSIS user can enter the Chat. In case any user enters the Chat BSIS staff is notified about it by an appropriate signal.

Hot Line” section can be activated by clicking on the “Hot Line” button on the bar at the top of the screen.

The Chat Entrance page appears. It consists of two parts: user’s settings on the left of the page and list of currently

active users on the right of the page.

Before chatting set your own settings if necessary:

-       Your username will be used as default, it can be amended.

-       Select text color of your messages (default is white).

-       Select your messages' font size (default is 3).

-       Select number of messages shown (default 15).

-       Select screen's refresh rate (default 10 seconds).

To enter the Chat click on the button titled “Enter the Chat”. “Chat” page will appear.

Chat” page includes 3 parts. The left one is titled “Participants” and contains the list of active participants. To know

more about any participant click the required name.

The part at the bottom of the page contains control buttons “Submit”, “Exit”, “Clear” and a message box. Print in

your message in the message box and press the button “Submit”. In case the print in message should not be

submitted, press the button “Clear”.

To exit the chat and continue to work with the system press the button “Exit”.

The main part is the largest one and contains messages of chat participants. The latest messages appear at the

top of message list.

It’s most probably, when the user enters the chat he/she is the only user on the Hot-Line. If so, BSIS

automatically will greet the user and notify that nobody is in the chat. Please wait for a 1-2 minutes until BSIS

support comes in.

Note: “Chat” service is reachable at working hours (from 09.00 a.m. till 06.00 p.m. Moscow time zone + 4 GMT)

every day except Saturday, Sunday, and official holidays in Russia.

 

 

3.2          Frequently encountered actions

 

3.2.1       Using calendar

 

“Calendar” feature is offered everywhere the date entrance is required. To open “Calendar” window click on an icon

located on the right of a date-field. Set the date:

 

-       Set year by selecting from the drop-down list;

-       Set month by selecting from the drop-down list;

-       When the year and the month are set click the required day. “Calendar” window will close and the

selected date will be set into the date-field.

 

Note: A current day is colored yellow. To set the current day just click the yellow field.

 

3.2.2       Navigation via lists

 

Lists of inspections and lists of ships are displayed in some part of the BSIS (See 2.3., 2.4.2, 2.7., 2.8., 2.9.).

They have identical structure and rules of using.

At the top of a list a navigation line is located. In the left it contains two messages: number of records found and

numbers of records displayed.

The right part of the navigation line contains four icons (on first or last pages displayed two of them only). If number

of records found more than number of records displayed on a page (hereinafter designated as “N”), use icons to

navigate through the list:

To see next N records click on the icon     titled “To the next page”;

To see last N records click on the icon    I titled “To the last page”;

To see previous N records click on the icon     titled “To the previous page;

To see first N records click on the icon   I titled “To the first page”.

 

3.2.3       Statistics

 

Statistics section of the BSIS allows to calculate on-line statistics within the format of the annual statistics. This section is available for the users having the rights to receive statistics.

 

Statistics can be calculated by Authority, classification societies, ROs, flags, ship types, deficiency nature. To calculate any of the statistics set the required date range, type of statistics and press the button “Display”.

 

Maximum period for calculation of statistics is three years.

 

 

 

 

 

 

4              TROUBLESHOOTING

 

4.1          Troubleshooting

 

If any troubles, questions, or problems appear when operating with the system and those issues cannot be settled by the PSC Officer himself/herself, assistance in various ways is offered. First and foremost, the BSIS support can be contacted via e-mail or BSIS chat or phone calls. Besides of that the BSIS contains help section, contextual help, tips and FAQ section developed with the same purposes. Brief description of the above features is given below.

 

In case the PSC Officer cannot solve the problem with the help of all the means above, he/she can appeal to BSIS support via e-mail support@bsmou.org.


4.2          Contacts with BSIS support

 

The BSIS support is available via e-mail, phone connection and chat.

 

The special e-mail address – support@bsmou.org - is devoted to support BSIS users. Every BSIS user can send a request to the BSIS support. The request will be processed and responded as soon as possible. To each incoming request special number is allocated automatically. The number looks like iXXXX/XB, where “i” means incoming, “XXXX” means number, “X” – last figure of the year, and “B” – the BSIS. Upon receiving the request BSIS support automatically generates message to the sender with indication of incoming number allocated to the message.

 

All responses of BSIS support and requests of BSIS support are also registered with their allocated numbers as well. The number of outgoing message looks like oXXXX/XB, where “o” means outgoing, “XXXX” means number, “X” – last figure of the year, and “B” – the BSIS.

 

It's highly encouraged if a request for assistance contains the following particulars:

 

-       authority and user names;

 

-       description of deviation(s);

 

-       step-by-step description of system behavior;

 

-       date and time of system failure;

 

-       step-by-step description of actions taken by the user;

 

-       Internet browser particulars.

The information above will give the possibility to the BSIS support to identify the problem more precise and to give detailed response and advice in a shorter time period. Without the information listed above it may be difficult to identify the situation and reproduce it at the technical facilities of the BSIS staff.

 

4.3          “Help” section

 

The BSIS has a “Help” section in its structure. “Help” section is available via the bar at the top of the page. On the left hand panel thematic directory tree is offered. The help system consists of nine parts covering main aspects of the BSIS, they are:

 

-       Familiarization with the System;

 

-       On-Line User Interface;

 

-       Working with BSIS;

 

-       Support;

 

-       Codes;

 

-       Documents;

 

-       FAQ;

 

-       Contacts;

-       Links.

 

 

Mostly all of the above parts have items separately described. To see items of all nine parts, click “Expand All” at the top of the bar. To return to the previous screen click “Collapse all” at the very beginning of the bar.

 

“Familiarization with the system” gives general description of functions of the BSIS and allows familiarize with general principals of system operations.

 

In the section “On-Line User Interface” description of functions of On-Line User Interface are given.

 

“Working with the system” section gives the answer to the question “What to do…?” to reach the result. It describes all system functions from the point of practical usage of those functions.

 

“Support” describes opportunities and functionality of technical support.

 

“Codes” section contains list of all codes divided by categories, that is, deficiency codes, action taken codes, flag codes, class codes, ship type codes, action codes user guide and convention references.

 

“Documents” section contains PSC Manual and BSIS Basic Document for the convenience of the PSC Officers.

 

“FAQ” section contains answers on questions frequently asked to the BSIS support by PSC officers using the system.

 

“Contacts” section contains list of all registered BSIS users.

 

“Links” section contains useful links to other sources.

 

4.4          Tips and FAQ

 

The BSIS is supported by tips. Tips appear if any of obvious mistakes are made by the PSC officer when filling in the inspection report form. Tips describe the nature of the mistake and give advice on what should be done.

 

As the inspection report form is filled in, it is offered to check the correctness of the results. This can be done with the button “?Check” at the bottom of the page. If anything is wrong the system will give the appropriate tip describing what is wrong.

 

“FAQ” section is published once a quarter and contains answers to frequently asked questions concerning the system operations, particulars, requirements.