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1. OVID OVMSA Module User Manual 16 April 2012 v1 0 1 Contents 1 2 J 4 POC ASE OM ys ree N A E A E E E A ws etuasare sea ysasiacesansuneseders 3 I yy TPIT CS eraran EEE EEE RE E 4 Pe ONN A DOCE a A aa E E E E 4 22 OVMSA Document FroceSSiN o sacrer EE eee E ee E 5 2 PDPO O n A A EE S 6 Overview o Eey WoOrk Gh cme ee eee i ee Cn eee eee ne re eee er eee 7 3 1 Changing the Distribution Policy Operators essessssessessesssessesresessrsresresreseesesreseesresensesreseesees 7 3 2 Requesting Access to OVMSA Documents Members ccc ceecessecssecesecesesesesesesesesesseeeseeegs 8 Worklow Bea IOUT OPO lOl S cece sasecss coasencutesoneseeancnste ena NNE ESANERA INANE EE NESE Tite 9 Beds COA INN VIL OCA SI sericea acess sinc E E vanes ecnes 9 42 Using tne OV MSA Document BOI COR iasesoceccennsvscent sessed voxaseasbansaconsensesdanonnedsoonscentosoeaissenssaaedeesnce 11 4 3 Publishing an QVMSA Document sisi succes cvusseseacouacsyscevsasessoneeunesstopussucssevoatelnagea arosaaudssuonessarosneays 13 AAs Archivine an OVMSA Document disessssssasssacssaossssscennscassepesuesanesans spe sensseuseusosatvasasteuasessecvioasdonss 15 4 5 Creating a Document Distribution Policy eee eseeceeeeeceseceseeeseesseessseseseseaeseseseseeesees 16 4 6 Viewing Document Analytics cece cesecssecssecesecssecesesesesessecssecsseceseseseseseseseecsseseseseseseeseseeenees 19 Be Ne Wie EE NOE ote cece sso E E EE 21 4 8
2. Beta Feedback gt Back Create OVMSA Document 2012 Oil Companies International Marine Forum Development by Marine Information Systems Click the Create OVMSA Document button to create your new document You will then be redirected into the OVMSA Document Editor Cloning From The Most Recent Published OVMSA Document The operator may choose to create a new OVMSA document by cloning from the most recent published one If a previously archived document exists when the Create button is clicked the user is redirected to the OVMSA Document Creation screen The user is prompted if they wish to clone from the most recent published document If Yes is selected and the Operator is the only Operator in their account the details of the document to clone will be displayed OVI B Welcome Mr orange user Orange Organisation Sign Out L You have 0 items in your basket Home Profile Vessels Resources Inspections Create Report OVID Home Home Create Report Create OVMSA Document Do you wish to clone the most recent Published Report Home Create Report amp Distribution Policy Creation Notes for internal use only EJ Operator Audit Log lt j E mail Configuration Beta Feedback Report to Clone Details Report to Clone Name CQVQ 6133 7797 2438 Report to Clone Date Published 11 Apr 2012 Back Create OVMSA Document 2012 Oil Companies Inter
3. Complete 1A Management Lesdership and Accountability Policies and Procedurees mplete 2 Management of Terminal Personnel 100 Complete 2A Management of Contractors 3 Port and Harbour Operations 4 Terminal Layout Genera Saal a Saison ee Sas ey een ee ill lil GR Feascioet 1 acen d Toneefes Fae taee nd Three views are provided e Completion Which stages have been completed irrespective of whether the answer was Yes or No Green stages are 100 complete orange stages show their proportional completeness e Cumulative Performance Only considers Yes answers In order to include the results of a stage all preceding stages must also be fully answered Yes e Raw Performance Only considers Yes answers in all stages irrespective of previous stages Clicking on a cell within the table i e a permutation of Element Stage will show a pop up with all responses for that Stage of the chosen Element 1A Management Leadership and Accountability Policies and Procedurees The table below shows all responses for the chosen Element Stage of the Report HHRH 7283 1472 9297 KPI Response 142 1 Procedures and manuals are formally reviewed on s penodic basis Terminal procedures require that formalised risk management processes are used to demonstrate that hazards are identifed and the associated risks are managed The terminal has a procedure
4. not in distribution policy Back AL OVMGA Namimante Nietrihutinn Dalim Dannact Hictans Other Features of The Operator Details Page The Operator Details page also displays information on the Operator s OVMSA Documents and the Member s Distribution Policy Request History with that Operator Q All OVMSA Documents tab this tab contains a list of all OVMSA Documents for the chosen Operator A PDF download link will be available for any Reports for which either The Member was in the distribution policy at the time of archiving for Archived reports The Member is in the current distribution policy for the Published Report For example in the screen capture below the Member is not in the current distribution policy but was in the distribution policy when one of the older documents was archived so access is enabled for the published document PDF All OVMSA Documents Distribution Policy Request History OVMSA Documents For Operator Status Report Name T Published UKJF 4875 4762 5543 p EER NQOQ 7347 8588 5832 2 Archived HHRH 7283 1472 9297 Z Archived MNAF 6845 2026 0547 Archived BUND 6727 8818 6329 Date Published 11 Apr 20 03 Apr 02 Apr 02 Apr 20 02 Apr 12 2012 2012 012 2012 Show Search Date Archived 03 Apr 2012 03 Apr 2012 02 Apr 2012 a 02 Apr 2012 Distribution Policy Request History tab this tab shows a list of all historic and if applicable pendin
5. Every element is broken down into 4 stages KPIs in stage 1 are easier to answer yes than KPIs in stage 4 All the KPIs over the 4 stages point in the same direction but have different strengths of meaning e g Example stage 1 KPI Management commitment is clearly defined in documentation that includes mission and vision statements policies and procedures Example stage 4 KPI All vessel and shore personnel demonstrate their commitment to safety and environmental excellence The theory is over time an author will be able to answer more stage 4 KPIs yes and this provides the continuous improvement angle Q 2 2 OVMSA Document Processing When an OVMSA document is created it receives a unique report number that can be tracked The vessel operator completes the document to whatever stage they wish and then publishes it They may only have one published document at any one time At the point of publication appropriate members are notified via email The operator can no longer edit that document and must start a new one When the operator starts a new document they can choose to clone their current existing document or start from scratch This new document is a separate entity and receives a new unique report number This is because a recipient will score a document and need to see the improvement over time For this reason the published document must remain static In order to publish a document the operator must first
6. Viewing the Current Distribution Policy oe ceseessecseceseceseeeseeeseeeseecssessseseseseseseeeenees 23 4 9 Viewing Archived Distribution Policies eee escesseesecsseceeceseseseeeseecssessseceseseseseseseseeesees 24 A AVA Ti OCT ARO k Audit LOD ieena ao e E tone caeaeteocaeeseeecnos 26 4 11 Configuring Notification Email Addresses eeeecceseesseesecsscseeesseeceseeseesesesessesesseaes 27 WN OP ROW Denarionr LCT Sarco as pce oe ses E E E 28 5 1 Requesting Access To An Operator s OVMSA Document sseessssessessesseseesessessesseseeseesesn 28 D2 WieEWINe DistMOU Ci Olly REGUE is are ce EE R EEE EESE doecuusiateoest 31 Dor Viewing Operators Pablication History soscsnsdnesuntsanesusszpencnctenccesseeasestcanosassensieedinascaaaseenasaitenss 32 5 4 Configuring Notification Email Addresses 0 ee eseesecseeesecesecesecseeeseeesecsseeeeesesessesseeseeeas 33 Screen Behaviour Temporary SCEN sssini xerttaiesaasoneceatiaasscaemeineent n ANERE 34 Gilg Ta ea a niente acto sane nes dence da seases sascnacieacmnesdencuaeolaueneed wecuacioiencaseesoichecniascun 34 1 Introduction OVMSA Offshore Vessel Management Self Assessment is anew module within the OVID Database whose key behaviours are Vessel Operators o Complete a managerial self assessment questionnaire OVMSA Document o Maintain a historical archive of OVMSA Documents o Share Document s with OCIMF Members controlled via a request work flow mechanism o View an
7. 8588 5832 3 70 02 Apr 2012 03 Apr 2012 gt Archived HHRH 7282 1472 9297 79 63 02 Apr 2012 03 Apr 2012 2 Archived MNAF 6845 2926 0547 79 63 02 Apr 2012 02 Apr 2012 PE eee BUND 6727 8818 6329 79 63 02 Apr 2012 02 Apr 2012 2 Archived GCLT 6112 6017 8516 4 07 02 Apr 2012 02 Apr 2012 A popup window is then displayed showing the snapshot of the Distribution Policy that was taken at the point of publication View Distribution Policy Archived Distribution Policy Document Name HHRH 7283 1472 9297 Date Archived 03 Apr 2012 Access Mode Visible To Only Certain Members Members allowed to view OVWMSA Restricted to 5 Recipient Member s Members allowed to view OVMSA4 133 5 Acme Oi BogStandardMember BP Shipping Chevron Shipping Co LLC Member CreditCard Mundo Fuels Co OCIMF OVID Member Test OVMNSAaMemoer Test org TEST Xx The window will indicate that either 1 All Members were allowed to view the Report 2 An explicitly selected list of members was allowed to view the Report The Distribution Policy will continue to be applied for this Report in terms of the Members that are allowed to see it So If the Operator had selected Visible to all then all Members including Members created after the Report was archived will be able to view the PDF Rendition of the Report If the Operator had selected Visible to Only Certain Members then only those Members explicitly included in the list will b
8. an Operator these notifications are limited to requests for access from Members 5 Workflow Behaviour Members 5 1 Requesting Access to an Operator s OVMSA Document The Member s current OVMSA status can be viewed from the OVMSA gt Homepage OVID Welcome Mr Dai Evans Acme Oil Sign Out p b You have 0 items in your basket Profile Vessels Resources Inspections S Home OVID Home Home Se p7 Distribution Policy Requests 7 Welcome to OVMSA This is the member landing page Publication History gt E mail Configuration Beta Feedback OVMSA Details For Operators Show Search Organisation Name Currently Has Access Archived Reports Current Published Report Acme Operstors Inc x Not in Distribution Policy 14 Archived Reports not available Last Test for OVID Operstor x Not in Distribution Policy 0 Archived Report s not available MIS Test x Not in Distribution Policy 0 Archived Report s not available OCIME Offshore Shipping Company Test x Not in Distribution Policy 0 Archived Report s not available Orange Organisation d In Distribution Policy 1 Archived Report s not available ovmssoperstor x Not in Distribution Policy 10 Archived Report s not available Purple Orgsnisstion x Not in Distribution Policy 0 Archived Report s not available Smith Operstors f in Distribution Policy 2 Archived Report s Download BLcee 2012 Oil Companies International M
9. archive their current published document 2 3 Distribution Policy Operators elect whether Documents can be viewed by 1 All members or 2 A list of explicitly chosen Members opt in rather than opt out At any time the current rules are known as the current Distribution Policy and apply to the currently published Document if any At the point of publication all members in the Distribution Policy are notified of the newly released Document At the point of archiving a Document a snapshot of the Distribution Policy is taken Members can only see a Document if they were in the distribution policy at the time of Archiving 3 Overview of Key Workflows 3 1 Changing the Distribution Policy Operators The Distribution Policy for OVMSA Reports can be changed by an Operator in a number of ways Clicking add remove within the Distribution Policy screen Changing the policy between visible to all and visible to certain members within the Distribution Policy screen Processing a pending request As soon as the Distribution Policy is changed all Members who are included either explicitly or implicitly in the current Distribution Policy will have access to the Current Published Document If anew Member is added to the OVID thus OVMSA system after a Report has been published they will be able to access all historic OVMSA Reports that were available to all Members Where Reports are only av
10. in the current Distribution Policy with details of the newly published document and a download link provided the Member has indicated they wish to receive notification of published reports and has supplied the relevant email addresses Once publication is complete the OVMSA document cannot be re edited 4 4 Archiving an OVMSA Document If an Operator wishes to publish a current in definition OVMSA document they must first archive their current published document if applicable To do this they must do the following on the OVMSA gt Home page OVI D Welcome Mr orange user Orange Organisation Sign Out i p You have 0 items in your basket Profile Vessels Resources Inspections aiy gt Home OVID Home Home amp Distribution Policy Operator Name Orange Organisation E Operator Audit Log l Current Published Document there is no document currently in definition gt E mail Configuration Current Document in progress M Beta Feedback Archived Documents Archive Published Document Publish is unavailable Edit is unavailable AllOVMSA Documents Current Member Access All OVMSA Documents Show Search Status J Repor Name Complete Date Published F Published CQVOQ 6133 7797 2438 298 11 Apr 2012 5 PI 2012 Oil Companies Intemational Marine Forum Development by Marine Information Systems Click the Archive Published Document button which will then redirect to the Archive Report pa
11. in place to ensure that vessels accepted to call at the terminal are vetted to confirm that they meet minimum standards for safe operation TAS 2 142 3 By design this popup page will not display any Comments as they could be up to 1000 characters in length 4 7 Viewing Editing Notes On Operator may view notes on any of their documents from the OVMSA gt Home page by clicking on the View Notes icon for the document in question All OVMSA Documents Current Member Access All OVMSA Documents Show Search Status 3 Report Name Complete Date Published Date Archived T in Definition QGTU 5045 4465 8021 250 E e T Published UKJF 4675 4762 5543 2 59 11 Apr 2012 ri Z Archived NQOG 7347 8588 5832 3 70 03 Apr 2012 03 Apr 2012 ai e P A A HHRH 7282 1472 0297 79 63 02 Apr 2012 03 Apr 2012 r 8 2 Archived MNAF 6845 2926 0547 79 63 02 Apr 2012 02 Apr 2012 a 8 gt hp ae BUND 8727 8818 6329 79 62 02 Apr 2012 02 Apr 2012 ry e Archived GCLT 61 12 6017 8516 4 07 02 Apr 2012 02 Apr 2012 ry E This pops up a window showing the notes captured against the relevant Document OVMSA Document Notes OVMSA Document Creation Publication Archive Notes Report Name MNAF 6845 2926 0547 Report Status 2 Archived Creation Notes no notes have been provided Publication Notes Allis OK Archive Notes Test Close Edit There are 3 kinds of notes Creation Publication and Archive which are captured at the point o
12. s OCIMF OVID Member Test s i g request s ovmsamember O request s Test org O request s TEST Xx S O request s 2012 Oil Companies International Marine Forum Development by Marine Information Systems To allow a specific member access to the OVMSA document the user should click the Allow Access link similarly clicking Remove Access will do the opposite Dealing with Member Requests for OVMA Document Access If a Member has specifically requested access to an Operator s OVMSA document the Operator should receive an email notification and a link titled Process Pending Request is shown alongside details of when the request was sent as shown below 5 No Access r Allow Access p request s Acme Oil sa Request sent on 12 Apr 2012 gt Process Pending Request t 4 request s BoaStandardMember 5 ee ee ii n eset nif When a Member has requested access the link to Process Pending Request replaces the Allow Access link forcing the decision to be made in the context of the request Clicking the Process Pending Request link will take the user to a decision making screen as show below OVI B Welcome Mr orange user Orange Organisation Sign Out 2 You have 0 items in your basket Profile Vessels Resources Inspections Process Pending Request Home OVID Home Distribution Policy Process Pending Request amp Distribution Policy View Document Access Request P
13. 5 6 IM Through strong leadership management promotes safety and environmental excellence at all levels in an organisation a 1 1 Management commitment is clearly defined in documentation that 1 1 Management commitment is clearly defined in documentation that includes policies and procedures 10 1A Management Leadership 1 2 Management demonstrates a clear commitment to implementing the Yes No Clear Response 2 Management of Terminal 1 3 Terminal management has a clear understanding of the roles and Comments 2A Management of Contractors g 2 1 Safety and environmental excellence are fully understood and 3 Port and Harbour Operations 2 2 All terminal personnel can describe what safety and environmental 4 Terminal Layout General 2 3 Management strives to improve 4A Terminal Layout Transfer performance in the areas of safety 2 4 Terminal and berth data has been 5 Ship Shore Interface collated using standard industry E 3 1 Terminal management sets Transfer Operations standards and performs Maintenance Management 3 2 The steps required to achieve safety and environmental Guidance Management of Change 3 3 The terminal management team The high level and long term goals and aspirations such as Zero incidents and zero spills should be documented The terminal management aims to reach these goals soltgatony a ET Ea through continuous improvement 9 Incident Investigation and 4 1 Safety and environmental targets and objectives are discuss
14. Inspections is Distribution Policy Requests OVID Home Distribution Policy Requests This page shows a list of all historic requests for access to Operator Documents To view a record click on the magnifier icon Publication History L E mail Configuration Document Access Request History Show Search SS Beta Feedback Request Date Operator Name Status Decision Date g D 12 Apr 2012 Purple Organisation gt No Decision Made 12 Apr 2012 Orange Organisation gt d Request Granted 12 Apr 2012 03 Apr 2012 Acme Operstors Inc PA No Decision Made 02 Apr 2012 Acme Operators Inc S AA 02 Apr 2012 PPP PF 30 Mar 2012 Acme Operstors Inc P Request Granted 30 Mar 2012 PF 30 Mar 2012 Acme Operstors Inc y Request Denied 30 Mar 2012 30 Mar 2012 Acme Operators Inc P Request Denied 30 Mar 2012 PF 30 Mar 2012 Acme Operstors Inc G A Request Granted 30 Mar 2012 29 Mar 2012 Last Test for OVID Operator 2 No Decision Made 2012 Oil Companies Intemational Marine Forum Development by Marine Information Systems Clicking on the magnifier icon will show the details of the specific request OVID Welcome Mr Dai Evans Acme Oil Sign Out 5 w You have 0 items in your basket Profile Vessels Resources Inspections ia 7 Distribution Policy Requests Home OVID Home Distribution Policy Requests 2 Distribution Policy Requests This page shows a list of all historic requests for access to Operator Documents To vie
15. Visible to only certain Members If 1 is selected upon saving the screen will revert to the below OVID Welcome Mr orange user Orange Organisation Sign Out b You have 0 items in your basket Profile Vessels Resources Inspections SIS Distribution Policy Home OVID Home Distribution Policy amp Distribution Policy Edit Current Distribution Policy E Operator Audit Log Current Distribution Policy Visible To All z ig E mail Configuration n T M Beta Feedback Back wv Save Changes 2012 Oil Companies International Marine Forum Development by Marine Information Systems However if 2 is selected the screen will look as follows OVI B Welcome Mr orange user Orange Organisation Sign Out h 1 You have 0 items in your basket Profile Vessels Resources Inspections T Distribution Policy Home OVID Home Distribution Policy ry Distribution Poli is ution Policy Edit Current Distribution Policy EJ Operator Audit Log Current Distribution Policy Visible To Only Certain Members gt E mail Configuration Beta Feedback Back Save Changes Member Organisations With OVMSA Access Show Search Organisation Name Request History 123 p request s 5 O request s Acme Oil 3 O request s BogStandardMember O request s BP Shipping S O request s Chevron Shipping Co LLC co O request s Member CreditCard O request s Mundo Fuels Co t O request
16. Workflow Behaviour Operators 4 1 Creating a New OVMSA Document If the Operator has not yet created an OVMSA document the OVMSA gt Home page will look as below OVI D Welcome Mr orange user Orange Organisation Sign Out gt h You have 0 items in your basket Profile Vessels Resources Inspections as Home Rn Home OVID Home Home amp Distribution Policy Operator Name Orange Organisation Operator Audit Log Curent Published Document there is no document currently in definition L E mail Configuration Current Document in progress M Beta Feedback Archived Documents Archive is unavailable Publish is unavailable Edit is unavailable All OVMSA Documents Current Member Access All OVMSA Documents Show Search No archived reports could be found 2012 Oil Companies International Marine Forum Development by Marine Information Systems Click the Create button to create a new OVMSA document You will then be prompted to enter any creation notes you may wish to store against the document for internal use only OVI B Welcome Mr orange user Orange Organisation Sign Out h 4 You have 0 items in your basket Profile Vessels Resources Inspections ie Create Report OVID Home Home Create Report 4 Create Report Create OVMSA Document Creation Notes for internal use only 2 Distribution Policy E Operator Audit Log E mail Configuration
17. ailable to a subset of Members downloads are tracked on a per member basis Note that if a Member is removed from the distribution policy of an Operator whilst a Published Report is available that Report will be removed from the Publication Log of the Member There are security mechanisms in place to ensure Report access is secure and restricted only to those who have been given permission Key events related to Distribution Policy changes are logged to the Operator Audit Log Whenever access is changed between Visible to all and Visible only to certain members an entry is logged Whenever access is explicitly granted to or removed from a Member an entry is logged Q 3 2 Requesting Access to OVMSA Documents Members Members can request access to Operator OVMSA Documents if they do not already have it via a screen within the Member view OVMSA gt Operator Details gt Request Access At the point of requesting access an e mail is sent to the Operator letting them know that the Member has requested permission The e mail will be sent to all addresses specified by the Operator within the E mail Configuration page Operators can review these requests within the Distribution Policy page At the point of making a decision the Member is notified of the Operator decision via e mail again via the e mail addresses specified within the E mail Configuration page which is also available to Members 4
18. alytics BI reports on OVMSA Documents OCIMF Members o View current and historical OVMSA Documents for Vessel Operators o Request access to OVMSA Documents via a work flow mechanism o Retrieve data via a web services interface OVMSA is based on the same principles as the established OCIMF TMSA Programme www ocimf tmsa com The vast majority of OVMSA functionality with the exception of web services is available through the existing OVID Web Application at www ocimf ovid com 2 Key Principles 2 1 OVMSA Document Contents The OVMSA Document is comprised of a series of Elements which in turn are composed of 1 or more KPIs effectively questions The whole of the OVMSA document is optional an author can complete any part of the document in any order and publish at any point in time The OVMSA concept is based upon continuous improvement processes e g it is encouraging the author to improve over time and release ever better OVMSA documents to the OCIMF members The OVMSA question is referred to as a Key Performance Indicator KPI These can be thought of as Questions All KPIs have associated Best Practice Guidance BPG in the same way as other OCIMF applications have guidance to assist the author Every KPI has a simple Yes No response and an optional comments memo Certain KPIs are flagged by OCIMF in the OVMSA publication as optional If a KPI is optional a further UI element for Not Applicable will be shown
19. arine Forum Development by Marine Information Systems A list of OVMSA Operators is displayed together with e Whether or not the Member is currently in the Operator s Distribution Policy no differentiation is made between whether the Operator has stated visible to all visible to only some e The number of archived reports for the Operator e A download link to the Operator s currently published document if available note a report is available if both 1 it exists and 2 the Member is in the current distribution policy If either of these is false then not available is shown Clicking on the Operator s name will redirect to the Operator s Details page If the Member is not currently included in the Operator s Distribution Policy and there is no Distribution Request pending the Request Document Access button will be visible OVID Profile Vessels Resources Inspections Operator Details OVID Home Home Operator Details OVMSA Data Purple Organisation Operator Details Operator Name Purple Organisation Currently in distribution policy Request Document Access All OVMSA Documents Distribution Policy Request History No not in distribution policy OVMSA Documents For Operator No Reports are available for this Operator Show Search OVID Profile Vessels Resources Inspections Request Access OVID Home Home Operator Details Request Access You are creat
20. e able to view the PDF Rendition of the Report 4 10 Viewing the Operator Audit Log The Operator s Audit Log screen can be accessed on the OVMSA gt Distribution Policy page OVID Profile Vessels Resources Inspections Operator Audit Log OVID Home Operator Audit Log OVMSA Event History Date Event Type Description 11 Apr 2012 15 20 Document Crested_ Cloned New report QGTU 5045 4465 6921 crested cloned from UKJF 4675 4782 5543 11 Apr 2012 15 10 7 Document Published Report UKJF 4675 4762 5542 has been published 03 Apr 2012 11 52 gt Document Crested_ New New blank report UKJF 4675 4762 5543 created 03 Apr 2012 11 48 Document Archived Report NQOQ 7347 3583 5832 has been archived 03 Apr 2012 11 48 gt Document Published Report NQO00 7347 3588 5832 has been published 03 Apr 2012 11 47 P Document Archived Report HHRH 7283 1472 0297 has been archived 03 Apr 2012 08 10 gt Distribution Policy Member Removed Acme Oil removed from the distribution policy 03 Apr 2012 08 09 3 Distribution Policy Mode Changed Distribution policy changed from Visible To AIF to Visible To Only Certain Members 03 Apr 2012 08 08 gt Distribution Policy Mode Changed Distribution policy changed from Visible To Only Certain Members to Visible To Alll 02 Apr 2012 15 53 gt Distribution Policy Mode Changed Distribution policy changed from Visible To Al to Visible To Only Certain Members BS
21. ed at 10 Management of Safety and g ty 4 2 Safety and environmental performance targets are monitored 10A Security Management 4 3 All terminal personne demonstrate their commitment to safety and 11 Environmental Protection 4 4 Terminal managers actively 12 Emergency Preparedness Support the provision of feedback 13 Management System Review 14 Operations at Buoy Moorings 15 Terminals Impacted by Ice or 0 Complete 11 1 Title bar displaying currently edited element 10 11 Q Toggle Menu Layout button to expand collapse stages not currently being edited for the current element in the KPI list see 9 Toggle Elements button to control visibility of Elements list see 8 Toggle AIM button to control visibility of AIM bar see 7 View OVMSA PDF button to view save a PDF rendition of the currently edited document Close Editor button closes the Document Editor and returns to the Operator s OVMSA homepage AIM bar displays the aim of the current Element Elements list displays in list of Elements in the OVMSA document KPI list displays KPIs in the current all stages for the current document Element Question area displays current question text response and comments areas and any guidance for the current question The Clear Response button allows the user to quickly completely clear the response for the current KPI Percentage complete bar when ho
22. eeeaee 2012 Oil Companies International Marine Forum Development by Marine Information Systems elcome Mr Luca Brasi Acme Operators Inc Sign Out P You have 0 items in your basket amp Distribution Policy Show Search E Operator Audit Log f Performed By E mail Configuration luce M Beta Feedback This page shows a log of all OVMSA activity events that have occurred for the Operator 4 11 Configuring Notification Email Addresses A user with appropriate permissions can specify up to 5 e mail addresses that are used for notifications related to OVMSA Activity at OVMSA gt E mail Configuration OVI B Welcome Mr orange user Orange Organisation Sign Out h4 You have 0 items in your basket Profile Vessels Resources Inspections a E mail Configuration Home OVID Home E mail Configuration amp Distribution Policy This screen allows you configure which e mail recipient s within your Organisation will receive notifications related to OVMSA EJ Operator Audit Log As an Operator these notifications will be limited to requests for access from Members M Beta Feedback E 1 y Please enter up to 5 e mail addresses to receive OVMSA Notifications oo pes E mail Address 1 E mail Address 2 E mail Address 3 E mail Address 4 E mail Address 5 Back Save Configuration 2012 Oil Companies Intemational Marine Forum Development by Marine Information Systems As
23. f performing the relevant action The pop up window only shows the notes that have been captured thus far so for a Published document only Creation and Publication notes would be shown and so on Users with the Edit OVMSA permission will be able to edit the available notes fields via the Edit button Notes are entirely optional are internal only and are not used in any work flow processes 4 8 Viewing the Current Distribution Policy The Operators current Distribution Policy can be viewed on the Current Member Access tab at OVID gt Home All OVMSA Documents Current Member Access Current Distribution Policy Access Mode B Visible To Only Certain Members Members allowed to view OVMSA Restricted to 5 Recipient Member s Members allowed to view OVMSA m 123 a 5 a BogStandardMe a BP Shipping Chevron Shipping Co LLC Member CreditCard a Mundo Fuels Co OCIMF OVID Member Test Ovmsamember a Testorg a TEST Xx 4 9 Viewing Archived Distribution Policies On Operator may view the distribution policy for any of their archived documents from the OVMSA gt Home page by clicking on the View Archived Distribution Policy icon for the document in question All OVMSA Documents Show Search Status 3J Report Name Complete Date Published Date Archived F in Definition QGTU 5045 4465 6021 2 50 T Pubiished UKJF 4675 4762 5543 2 59 11 Apr 2012 gt Archived NQOQ 7347
24. g distribution policy requests For each request clicking on the magnifier will show details of the request The request view will differ between those for which no decision has been made and those for which a decision has been made additional fields will be shown All OVMSA Documents Distribution Policy Request History Document Access Request History Request Date Operator Name 03 Apr 2012 Acme Operators Inc 02 Apr 2012 Acme Operators 30 Mar 2012 Acme Operators 30 Mar 2012 Acme Operators 30 Mar 2012 Acme Operators Inc 30 Mar 2012 Acme Operators All OVMSA Documents Distribution Policy Request History View Document Access Request Operator Name Date Request Made Member Request Message if provided Current Status Decision Date if applicable Operator Response if provided ne ne ne ne Acme Operators Inc 30 Mar 2012 We would like access Many thanks F Request Granted 30 Mar 2012 i m OK with giving access thanks for being patient Status No Decision Made gt Request Granted f Request Granted gt Request Denied PA Request Denied T Request Granted Show Search Decision Date Back 5 2 Viewing Distribution Policy Requests A list of all historic access requests made by the Member across all Operators is available at OVMSA gt Distribution Policy Requests Velcome Mr Dai Evans Acme Oil Sign Out P h You have 0 items in your basket Profile Vessels Resources
25. ge OVI B Welcome Mr orange user Orange Organisation Sign Out h You have 0 items in your basket Profile Vessels Resources Inspections die 7 Archive Report OVID Home Home Archive Report Home L4 Archive Report Archive OVMSA Document Report Name CQVQ 6133 7797 2438 2 Distribution Policy Operator Audit Log Percent Complete 2 96 E mail Configuration Date Published 11 Apr 2012 i Beta Feedback Are you sure you wish to Archive the current Published Report No Archive Notes for internal use only Back Archive OVMSA Document 2012 Oil Companies Intemational Marine Forum Development by Marine Information Systems At this stage you are asked to confirm that you wish to archive the document and you may also enter any archive notes to be stored against the document Click the Archive OVMSA Documen button to complete the Archive process and be redirected back to the Operator homepage The newly archived Report will be available in the list of all OVMSA Documents on the Operator s Home page and its PDF can still be downloaded 4 5 Creating a Document Distribution Policy The Operator s current Distribution Policy screen can be accessed on the OVMSA gt Distribution Policy page The page allows the user to select via a dropdown list whether the distribution policy should be 1 Visible to all the operators OVMSA document will be visible to all Members 2
26. h fa Click the Publish button which will then redirect to the Document Publication page OVID Profile Vessels Resources Inspections Publish Report OVID Home Home Publish Report Publish OVMSA Document Report Name CQVQ 6133 7797 2438 Percent Complete 2 96 Current Distribution Policy 9B Visible To All Members to be notified of Publication 123 5 Acme Oil BogStandardMember BP Shipping Chevron Shipping Co LLC Member CreditCard Mundo Fuels Co OCIMF OVID Member Test ovmsamember Test org TEST Xx Are you sure you wish to publish this Report No Publication Notes for internal use only Back 2012 Oil Companies International Marine Forum Development by Marine Information Systems Welcome Mr orange user Orange Organisation Sign Out YP You have 0 items in your basket Home 4 Publish Report amp Distribution Policy E Operator Audit Log L E mail Configuration Beta Feedback Publish OVMSA Document This page displays key data on the document and it s distribution including a list of all members in the current distribution policy At this stage you are also asked to confirm that you wish to publish the document and you may also enter any publication notes to be stored against the document Click the Publish OVMSA Document button to complete the Publication process and be redirected back to the Operator homepage An e mail will be sent to all Members included
27. h document is to be cloned When the Create OVMSA Document button is clicked all responses and comments from the cloned document are used to prepopulate the new one and the user is redirected into the OVMSA Document Editor 4 2 Using the OVMSA Document Editor The user is automatically redirected into the Document Editor when first creating a document but for all future editing sessions the Document Editor can be accessed by clicking the Edit button on the Operator s homepage at OVMSA gt Home OVI D W me Mr orange user Orange Organisation Sign Out You have 0 items in your basket Home Profile Vessels Resources Inspections ie 4 Home Home OVID Home Home amp Distribution Policy Operator Name Orange Organisation Operator Audit Log Current Published Document there is no currently published OVMSA document E mail Configuration Current Document in progress MFJP 4849 4792 6352 Beta Feedback Created on 11 Apr 2012 Last Edited on 11 Apr 2012 Archived Documents 1 Archive is unavailable Publish Create is unavailable All OVMSA Documents Current Member Access All OVMSA Documents Show Search Status 3 Report Name Complete Date Published Date Archived P in Definition MF JP 4849 4792 6362 2 96 Q ry P Archived CQVQ 6133 7787 2438 9 11 Apr 2012 11 Apr 2012 Q A i 2012 Oil Companies International Marine Forum Development by Marine Information Systems a x 213 44
28. ing a request for access to OVMSA Documents published by an Operator Please provide any relevant notes below and click Send Request The Operator will be notified via e mail Request Access to OVMSA Documents Operator Name Purple Organisation Request Message optional Velcome Mr Dai Evans Acme Oil Sign Out You have 0 items in your basket l Home E Operator Details amp Distribution Policy Requests Publication History gt E mail Configuration Beta Feedback Velcome Mr Dai Evans Acme Oil Sign Out P You have 0 items in your basket Home E Operator Details i Request Access amp Distribution Policy Requests Publication History E mail Configuration M Beta Feedback Send Request 2012 Oil Companies International Marine Forum Development by Marine Information Systems On this page the Member can submit their Access Request together with an optional request message they may wish to send to the operator Once the request has been submitted the user is redirected back to the Operator Details page Once an Access Request has been made and is pending another request cannot be created a message is shown explaining a request is currently pending Operator Details OVID Home Home Operator Details OVMSA Data Purple Organisation Operator Details Operator Name Purple Organisation Currently in distribution policy No
29. ived on 11 Apr 2012 Download Report 03 Apr 2012 Q SFCG 5430 6959 4059 P ArchivedArchived on 03 Apr 2012 Download Report 02 Apr 2012 Acme Operstors Inc MNAF 8845 2926 0547 2 ArchivedArchived on 02 Apr 2012 Downlosd Report 02 Apr 2012 Smith Operstors NTTA 6200 1794 9993 gt Published Download Report 02 Apr 2012 Acme Operstors Inc BUND 6727 88 18 6328 2 ArchivedArchived on 02 Apr 2012 Download Report 02 Apr 2012 Acme Operators Inc XSGO 1353 5229 4921 2 ArchivedArchived on 02 Apr 2012 Download Report 02 Apr 2012 Acme Operators Inc GCLT 6112 6017 8516 2 ArchivedArchived on 02 Apr 2012 Download Report 02 Apr 2012 Acme Operstors Inc GDRE 5917 3359 8185 2 ArchivedArchived on 02 Apr 2012 Download Report 02 Apr 2012 Acme Operstors Inc BUND 7553 6818 1125 2 ArchivedArchived on 02 Apr 2012 Download Report 30 Mar 2012 Acme Operators Inc TYMY 4373 1673 3089 2 ArchivedArchived on 02 Apr 2012 Download Report 2012 Oil Companies International Marine Forum Development by Marine Information Systems For each of these Reports a download link is shown together with a link to the relevant Operator s Details page Please note that if a Member is removed from the distribution policy of an Operator whilst a Published Report is available that Report will be removed from the Publication Log 5 4 Configuring Notification Email Addresses A user with appropriate permissions can specify up to 5 e mail addresses that are used for notifications related to OVMSA Activi
30. lytics On Operator may view Document Analytics for any of their documents from the OVMSA gt Home page by clicking on the View Analytics icon for the document in question All OVMSA Documents Current Member Access All OVMSA Documents Show Search Status J Report Name Complete Date Published Date Archived P ia Definition QGTU 5045 4465 6021 2 59 Q F Pubished UKJF 4675 4762 5543 2 59 11 Apr 2012 Q 2 A PEENE NQOQ 7347 8588 5832 3 70 03 Apr 2012 03 Apr 2012 Q r E HHRH 7282 1472 0297 79 63 02 Apr 2012 03 Apr 2012 Q gt Archived MNAF 6845 2926 0547 79 62 02 Apr 2012 02 Apr 2012 Q T Ahmad BUND 6727 8818 6329 79 62 02 Apr 2012 02 Apr 2012 Q gt Archived GCLT 6112 8017 8516 407 02 Apr 2012 02 Apr 2012 Q This will take the user to the Document Analytics page which shows summary information and key analytics for the document in question The analytics shown are all focused on a per element stage basis as shown below Profile Vessels Resources Inspections Document Analytics OVID Home Home Document Analytics OVMSA Analytics Report Name HHRH 7283 1472 9297 Report Status 2 Archived Last Updated 02 Apr 2012 Date Published if applicable 02 Apr 2012 Date Published if applicable 03 Apr 2012 Back Save PDF Completion Cumulative Performance Raw Performance Element Stage 1 Stage 2 Stage 3 Stage 4 zz 25 Complete 0 Complete 0 Complete 1 Management Leadership and Accountability
31. national Marine Forum Development by Marine Information Systems If Yes is selected and the Operator has one or more other Operators in their account then a list of all Operators will be shown with details of their most recent published report if any For operators with an existing published report a link will be shown allowing the operator s published report to be selected as the source of cloning OVI B Nelcome Mr Luca Brasi Acme Operators Inc Sign Out 3 b4 You have 0 items in your basket Profile Vessels Resources Inspections eae Create Report OVID Home Home Create Report Home Create Report Create OVMSA Document Do you wish to clone the most recent Published Report amp Distribution Policy Creation Notes for internal use only EJ Operator Audit Log E mail Configuration Beta Feedback Please select the Organisation whose last Published Report should be cloned Operator Name Report Available Report Name Publication Date Percentage Complete Acme Operators Inc Yes Report Available UKJF 4875 4762 5543 11 Apr 2012 2 59 B Download Report Clone this Report Smith Operators Yes Report Available NTTA 6200 1794 0903 02 Apr 2012 100 00 Clone this Report 6 Downlosd Report Back Create OVMSA Document 2012 Oil Companies International Marine Forum Development by Marine Information Systems The user should click the appropriate Clone this Report link to select whic
32. nts OVID Profile Vessels Resources Inspections Beta Feedback OVID Home Beta Feedback OVMSA is a new software feature of the OVID Database and is currently in Beta OCIMF would welcome feedback from users of the new OVMSA Features Please submit any comments using the form below OVMSA Beta Release Comments Account Number 10914 Organisation Name Acme Operators Inc Organisation Type Operator Your Name Mr Luca Brasi Your E mail Address lb marinfosys com Your Comments Submit Comments
33. redirected to the Member Request History page which lists all historic access requests and the decision that was made D Welcome Mr orange user Orange Organisation Sign C h 4 You have 0 items in your basket Profile Vessels Resources Inspections Nes Member Request History OVID Home Distribution Policy Member Request History amp Distribution Policy Document Access Request History Show Search GE Member Request History Request Date Q O Status Decision Date 12 Apr 2012 P reparani 12 Apr 2012 2012 Oil Companies Intemational Marine Forum Development by Marine Information Systems The user may drill down for further detail by clicking the magnifier icon to be redirected to the following Velcome Mr orange user Orange Organisation h 4 You have 0 items in your basket Profile Vessels Resources inspections Bs Member Request History OVID Home Distribution Policy Member Request History amp Distribution Policy View Document Access Request E Member Request History Member Name Acme Oil Date Request Made 42 Apr 2012 Operator Audit Log E mail Configuration Member Request Message if provided test msg Beta Feedback Curent Status P Request Granted e a Decision Date if applicable 12 Apr 2012 Operator Response if provided access granted 2012 Oil Companies International Marine Forum Development by Marine Information Systems A Ww 4 6 Viewing Document Ana
34. rocess Pending Request Member Name Acme Oil Operator Audit Log Date Request Made 12 Apr 2012 L E mail Configuration Member Request Message if provided test msg Beta Feedback Current Status gt No Decision Made Document Access Decision Do you wish to allow access Response Notes optional will be seen by Member x Cancel Make Decision 2012 Oil Companies International Marine Forum Development by Marine Information Systems Details of the Member making the request and their request message are displayed The user should select whether they wish to allow access from the Yes No dropdown list and optionally include any Response notes which will be seen by the Member When the Make Decision button is clicked the Operator Distribution Policy will be updated accordingly notification email s are sent to the Member and the user is redirected back to the Distribution Policy page If the decision was taken to grant access the Member will now be able to view a PDF rendition of the Operator s current OVMSA document if any and will be notified of all future publications On the Distribution Policy page the user will notice that the Request History value has been updated for the Member in question 5 Z No Access T Allow Access 0 request s Acme Oil 2 Can Access Documents x Remove Access E 1 request s DanCtandareal ambhnar i ae a db one When the link is clicked the user will be
35. ty at OVMSA gt E mail Configuration OVID Welcome Mr Dai Evans Acme Oil Sign Out h You have 0 items in your basket Profile Vessels Resources Inspections iy x E mail Configuration OVID Home E mail Configuration This screen allows you configure which e mail recipient s within your Organisation will receive notifications related to OVMSA Publication History As a Member these notifications will include D4 E mail Configuration Beta Feedback Notifications related to requests for access made to Operators Optionally notifications of all published OVMSA documents with download links Please enter up to 5 e mail addresses to receive OVMSA Notifications E mail Address 1 another manineinfosys com E mail Address 2 E mail Address 3 E mail Address 4 E mail Address 5 Alert Configuration Send details of each Publication Yes Back Save Configuration 2012 Oil Companies Intemational Marine Forum Development by Marine Information Systems These notifications include responses from Operators related to requests for access and optionally whether or not OVMSA Publication notifications should be received by default this is set to Yes 6 Screen Behaviour Temporary Screen 6 1 Beta Feedback OVMSA Tab gt Beta Feedback User s All Operator Users All Member Users Behaviour This form shall be available for the duration of the OVMSA Beta roll out and invites users to submit their comme
36. vered over also displays completion information on each Stage within an Element An Element may also be clicked on the popup to navigate to that specific Element The OVMSA document is automatically saved at the following points Whilst navigating between KPIs After five minutes of inactivity When exiting the Editor 4 3 Publishing an OVMSA Document When an operator wishes to publish their current in definition following on the OVMSA gt Home page after first archiving the necessary see section Archiving an OVMSA Document OVID Profile Vessels Resources Inspections Home OVID Home Home Operator Name Orange Organisation Current Published Document there is no currently published OVMSA document Current Document in progress CQVQ 6133 7797 2438 Created on 10 Apr 2012 Last Edited on 10 Apr 2012 Archived Documents 0 Q document they should do the current published document if Welcome Mr orange user Orange Organisation Sign Out P You have 0 items in your basket Home amp Distribution Policy Operator Audit Log L E mail Configuration M Beta Feedback Archive is unavailable Publish Create is unavailable All OVMSA Documents Current Member Access All OVMSA Documents Status 3 Report Name Complete Date Published Date Archived F in Definition CQVQ 6133 7797 2438 206 2012 Oil Companies International Marine Forum Development by Marine Information Systems Show Searc
37. w a record click on the magnifier icon Publication History E mail Configuration P Beta Feedback View Document Access Request Operator Name Orange Organisation Date Request Made 12 Apr 2012 Member Request Message if provided test msg Current Status P Request Granted Decision Date if applicable 12 Apr 2012 Operator Response if provided access granted 2012 Oil Companies Intemational Marine Forum Development by Marine Information Systems 5 3 Viewing Operators Publication History The page at OVMSA gt Publication History shows a list of all Reports that have been published by Operators for which the Member was in the Distribution policy either 1 At the time of publication or 2 Subsequently to publication but whilst the Report was still current Published OVID Welcome Mr Dai Evans Acme Oil Sign Out You have 0 items in your basket Profile Vessels Resources Inspections Publication History Home OVID Home Publication History 2 Distribution Policy Requests This page shows a history of all Reports that have been published to Acme Oil This list will include both currently published Reports and those that have since been archived LJ E mail Configuration M Beta Feedback Publication History Show Search Publication Date Operator Name Report Name Current Status Current Published Report 11 Apr 2012 ran anisation CQVQ 6133 7797 2428 2 ArchivedArch

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