+ + REDENAVES ELECTRÓNICO II USER S GUIDE EXCEL APPLICATION FOR UPLOADING DOCUMENTS. August Prepared Reviewed Approved Published

Transcription

1 + + REDENAVES ELECTRÓNICO II 1 de 27 v. 1.4 USER S GUIDE EXCEL APPLICATION FOR UPLOADING DOCUMENTS August 2010 Prepared Reviewed Approved Published Name Name Name Name APN Date Date Date Date 20/08/2010

2 Table of Contents 1 INTRODUCTION PROCESS PURPOSE OBJECTIVE SCOPE APPLICATION REQUIREMENTS HARDWARE SOFTWARE OPERATING SYSTEMS SETTINGS Change the security level APPLICATION MAIN MENU FORMS ISPS PBIP IMO CREW LIST IMO PASSENGER LIST MARITIME DECLARATION OF HEALTH MEDICINES LIST IMO SHIP S STORES DECLARATION CREATE FILES TO UPLOAD HOW TO COPY INFORMATION TO THE APPLICATION UPLOADING DOCUMENTS...21

3 Table de Figures Figure 1. How to upload documents...1 Figure 2. Security Selection Macros...3 Figure 3. Change Security Level...3 Figure 4. User Authentication...4 Figure 5. Running Applications Excel...4 Figure 6. Main menu of the Excel application...5 Figure 7. PBIP / ISPS Form...6 Figure 8. Crew List Form...9 Figure 9. Passenger List Form...10 Figure 10. Maritime Health Declaration Form...12 Figure 11. Template Addition of Health Form...12 Figure 12. Drug List Form...14 Figure 13. Provisions List Form...15 Figure 14. Files generated from the application...16 Figure 15. Source of information to copy...16 Figure 16. Select the column to copy...17 Figure 17. Select the cell of the paste area...17 Figure 18. Paste special selection...18 Figure 19. Paste Special dialog box...18 Figure 20. Application with information copied...19 Figure 21. External Source...19 Figure 22. Paste information to specific cell...20 Figure 23. Selection of port of call...21 Figure 24. Modify a port of call...22 Figure 25. Selection a file to load...22 Figure 26. Upload from Excel...23 Figure 27. View after uploading the passenger list...23 Figure 28. Personal s effects window...24 Figure 29. Confirmation window...24

4 1 Introduction This manual describe in details the features and options developed in the Excel application for uploading documents. This application is a tool to input the information required by the Peruvian authorities related to arrival, stay and departure of a ship. The forms developed in this application covered mainly the documentary requirements in FAL convention (Convention on Facilitation of International Maritime Traffic 1965) of IMO and the International Health Regulations of WHO. 1.1 Process The entire process for uploading documents can be dividing in following phases: Upload Process 2 1 Excel Application Files generation Login into REDENAVES Electrónico II 4 3 Shipping Agent 5 Upload of documents Figure 1. How to upload documents Download the application to your PC or workstation, user will work with this application off line. This application should be provided to the ship's captain, who will be responsible for typing the information. Fill out the application forms and generate the files required to load information into the system. The captain of the ship send the information to the shipping agent, who will be responsible for upload this information to the REDENAVES Electrónico II website. In order to access REDENAVES Electrónico II system, input the authorized User ID, password and the ID of the appropriate shipping agent. Select a port of call and load the information generated by the Excel application. 1

5 2 Purpose Be a guide in the use of the Excel Application. Optionally, explain how to load Excel documents in the REDENAVES Electrónico II system, which will be used by users of the port community for inputting information about the stopover and ship clearance. 3 Objective Give to users of the port community a tool to facilitate the input of information required by the port authorities upon arrival, stay and departure of the ship. 4 Scope It is useful to all users responsible to submit information required by the authorities about arrival, stay and departure of the ship. 5 Application Requirements The following describes the minimum requirements necessary for the proper functioning of the application. 5.1 Hardware Processor: Personal computer with an Intel Pentium 233 MHz or faster processor. Memory: 128 megabytes (MB) of RAM or greater. 5.2 Software Microsoft Office Excel 2003 or higher 5.3 Operating Systems Windows 98 or later 5.4 Settings Change the security level Macros will not run if the security setting is set to High in Excel. To change the security level to "Medium", in what will be asked if you want to enable or disable macros every time you open a book, perform the following step: 1) From the main menu, click under "Tools Macro Security (perhaps the Macro option does not appear at first, press the down arrow on the menu or wait a few seconds) 2

6 Figure 2. Security Selection Macros 2) A window as follow will show. Choose Medium and then click OK Figure 3. Change Security Level 3

7 6 Application The application can be downloaded from the website of the REDENAVES Electrónico II. Figure 4. User Authentication Download and copy the application in any folder in the PC where you work. We suggest you save a copy of the application for every port call of the ship and if possible both for the arrival and the departure as well. Figure 5. Running Applications Excel 4

8 6.1 Main Menu After setting up Excel, the main screen shows as follows Figure 6. Main menu of the Excel application Description of Screen Single Call Document ID, generated by the Web module of the REDENAVES Electrónico II, is composed of: Port where the ship will arrive Year of the port call A sequential number for port and year Identification of the Ship. Composed by: ETA or ETD Vessel Name IMO Number Call Sign Flag State of ship Last port of call / Next port of call Identification of arrival or departure information Menu Options Document ISPS / ISPS IMO Crew List IMO Passenger List Maritime Declaration of Health Medicines List IMO Ship s Stores Declaration Create Files Upload Clear information about the ship and its port of call 5

9 6.2 Forms In this section will describe each of the options of the application ISPS PBIP The ISPS format meets information associated with the International Ship and Port Facility Security Code. This information must be entered and submitted before the arrival of the ship. According to the next screen we can define the display of ISPS into three main sections, which are described below: Figure 7. PBIP / ISPS Form Screen buttons: Clear data: Clean the screen information useful if you are using an Excel file with information unrelated to the port call that you're working. Return: Option to go back to the main menu. Header of the screen, which refers to the port of call and identification of the ship section referenced in the main menu. Section of the form that requires the entry of information associated with the ISPS code. These are the online help that you will find while you are inputting the appropriated information. 6

10 OPTION HELP DESCRIPTION 2.2. Port facility where the ship dock It shows the list of port facilities related to the port of call Purpose of call It shows a set of options that the user must choose according to the objective of the ship The vessel has: This facility is available in most of the ISPS form options, so you can choose a response to a specific question Current Security Level From the combo box select the current security level of the ship Location of ship at time of report Input the present position of the ship in latitude and longitude measures Number the Last 10 Port of Call In every section of the form where is needed to enter the identification of a port, will show the dialog box of LOCODE ports, where el user must choose one of them by "double clicking" on the port or by pressing the button "Accept" once selected port If your answer is YES in question 3.9, for every occasion indicate any special or additional security taken In the case of question 3.10, when required to specify the port where the event occurred, the module will display a subset of ports mentioned in Last 10 Port of Call Rank or rating To identify the person that provide the information about ISPS, it s been codified the function of the person according to a combo dropdown which must be chosen. As well as developed a group of aid to the entry of information, have developed a series of validations to the information entered, so you have approximately 90% of information validated before it is loaded to the REDENAVES Electrónico II. Some of these validations and error messages that can be found in the ISPS form are: 7

11 Warning or error messages 3.3. Expiration date When in a field or particular cell is entered an invalid value the next error message is shown. For example, if alphabetic value is input in a date field Location of ship at time of report There are validations for entering the latitude and longitude information. E.g. value of minutes and seconds should not exceed 60. Entering invalid information in cells The applicative Excel will display this warning message when you enter information in cells that are not allowed. Invalid date Clear Form Return to Main Menu To clear the information from the form press the button which is useful when the form contains information not related to the port of call. The application will display the confirmation message that is shown in the previous column To return to the main menu, push the button, the application will display the confirmation message shown in the previous column, Generate archives REDENAVES Electrónico II When generating files to be loaded in the REDENAVES Electrónico II website, there will be a message indicating the path that generated each of the files associated with forms of the application. 8

12 6.2.2 IMO CREW LIST The Crew list as the name implies gathers information from the crew on arrival and on departure. To simplify the form and make it more flexible and user friendly, crew information has been integrated with the crew's personal information. The form that is described below has three main sections: Figure 8. Crew List Form Header of the screen, which refers to the port of call and identification of the ship section referenced in the main menu. Header identifying personal effects associated with each crew entered on the form. Section for inputting crew information and their personal effects. These are the online help that you will find while you are inputting information into the form. Option Help Description Sex It shows a drop down combo on the gender of the crew. Rank or rating When entering information in the range of one crew member must be chosen from those described in the dropdown. 9

13 Nationality About nationality of the crew, it was implemented dialog box for countries ISO Choose one of them by "double clicking" on the country or by pressing the "Accept" button after selecting the relevant country. Type ID Choose the type of crew ID from the drop down list. Adding new crew Press button to add new rows to the grid only if the number of crew is greater than provided in the form. Enter the number of records or additional rows you want to add in order to complete the crew. As in the form ISPS, exist in this form similar validations to those described in the section of the ISPS Code IMO PASSENGER LIST The passenger list collects the information of passengers on board the ship (not including crew) at the moment of arrival and departure. To simplify the form and make it more flexible and friendly, passenger information has been integrated with passenger s personal effects. The form that is described below has three main sections: Figure 9. Passenger List Form 10

14 Header of the screen, which refers to the port of call and identification of the ship section referenced in the main menu. Header identifying personal effects associated with each passenger entered on the form. Section for inputting passenger s information and their personal effects. These are the online help that you will find while you are inputting information into the form. OPTION HELP DESCRIPTION Sex It shows a drop down combo on the gender of the crew. Nationality About nationality of the crew, it was implemented dialog box for countries ISO Choose one of them by "double clicking" on the country or by pressing the "Accept" button after selecting the relevant country. Type ID Choose the type of crew ID from the drop down list. Port of embarkation and disembarkation Unlike the crew list form, on this form is necessary to indicate the passenger's boarding port and the landing. For this, the Excel application displays the list of ports according to LOCODE list to choose the port corresponding doing "double click" on the port or by pressing the "Accept" button after selecting the port. Transit passenger Answer the question if the passenger is in transit. Adding new passengers Press button to add new rows to the grid only if the number of passengers is greater than provided in the form. Enter the number of records or additional rows you want to add in order to complete the information of passengers. As in the form ISPS, exist in this form similar validations to those described in the section of the ISPS Code. 11

15 6.2.4 MARITIME DECLARATION OF HEALTH The form of the Maritime Declaration of Health provides information that the International Maritime Health Regulations 2005 WHO recommends, that must be requested and submitted to the arrival of any vessel on a particular country. This form contains both the declaration of health as the template attached to it, which must be entered when incidents are associated with a crew member or passenger during the voyage of the ship. That is why to enter the information in this form previously necessary information is entered by the crew or passengers associated with the stopover of the ship. Figure 10. Maritime Health Declaration Form The attached template is displayed below the declaration: Figure 11. Template Addition of Health Form Header of the screen, which refers to the port of call and identification of the ship section referenced in the main menu. Set of questions about health. Template attached to the regulation of maritime health 12

16 These are the online help that you will find while you are inputting information into the form. OPTION HELP DESCRIPTION Questionnaire This facility is available in most of the questions on this form, so you can choose a response to a specific question. When asked if the vessel has passed When placed in the cell for through a zone (port) that WHO has the port, the Excel declared as affected application displays the list of ports according to LOCODE list to choose the port corresponding doing "double click" on the port or by pressing the "Accept" button after selecting the port. Attached template: Name To input information in the template attached to the declaration of health, the Excel application performs a selection of passengers and / or crew previously entered in their respective forms. Thus when you select the corresponding cell will display the dialog box from the previous column. It must choose between crew members and passengers and then doing "double click" or by pressing the "Accept" button will select the person. After selecting the person automatically the system filled out the fields of rank, age, sex, nationality, port of embarkation (if applicable). Adding new passengers or crew To clean the data from the registry push the button Clear Record Press button to add new rows to the grid only if the number of people is greater than provided in the form. Enter the number of records or additional rows you want to add in order to complete the information of people. As in the form ISPS, exist in this form similar validations to those described in the section of the ISPS Code. 13

17 6.2.5 MEDICINES LIST Drug List form is part of the information requirements of the health authority, to enter information is a list of drugs and narcotics that have held the ship, indicating the role of and the date of expiry of each the medicines described. Figure 12. Drug List Form Header of the screen, which refers to the port of call and identification of the ship section referenced in the main menu. Screen buttons: Clear data: Clean the screen information useful if you are using an Excel file with information unrelated to the port of call that you're working. Add Row: Press this button to add new rows to the grid only if the number of records to enter is greater than provided in the form. Return: Option to return to the main menu. Section for inputting information associated with the Drug List. As in the form ISPS, exist in this form similar validations to those described in the section of the ISPS Code, the details and description are part of this manual (see previous section) IMO SHIP S STORES DECLARATION This form details the information of ship's stores that must be declared to the competent authority. For this it was designed this form which contains information about the storage place and the kind of hold and the description of the articles of provisions. 14

18 Figure 13. Provisions List Form Header of the screen, which refers to the port of call and identification of the ship section referenced in the main menu. Screen buttons that let you: Clear data: Clean the screen information useful if you are using an Excel file with information unrelated to the port of call that you're working. Add Row: Press this button to add new rows to the grid only if the number of records to enter is greater than provided in the form. Return: Option to return to the main menu. Section for inputting information associated with the List of Provisions. These are the online help that you will find while you are inputting information into the form: OPTION HELP DESCRIPTION Place of storage Combo dropdown that shows the different types of stores or warehouses of the ship. Units Articles This should indicate the type of unit (commercial or measure) to be considered at the moment to indicate the number of items or ship's stores. This shows a subset of units in accordance with Recommendation 20 and 21 adopted by the UN/CEFACT.. As in the form ISPS, exist in this form similar validations to those described in the section of the ISPS Code, the details and description are part of this manual (see previous section). 15

19 6.2.7 CREATE FILES TO UPLOAD The last step of the application using Excel, corresponds to the generation of the files required to load the REDENAVES Electrónico II system. These files are structured to generate understandable by the REDENAVES Electrónico II system, so any alteration to the information generated will not be read by the system. By default the generated files will be one for each form with standard names associated with the type of form generated. The paths where these files are generated correspond to the place where I save the Excel REDENAVESII PERU.xls application and correspond as shown in the figure: Figure 14. Files generated from the application 6.3 How to copy information to the application Because of the application has a bunch of validations about security and protection, to save the integrity of information, perform a normal process of "Copy & Paste" can lead to undesirable results. The following procedure describes how to move information from one place to another in order to avoid entering everything again. If you have information in Word (tables), it is advised copy this to Excel before proceeding with the procedure explained below. 1. Select the initial source of information to copy (let's take as example the crew list) Figure 15. Source of information to copy 16

20 2. Select a column information that you want to copy, for example select the column "Last Name" and then in the main menu select Edit / Copy, click Copy on the Standard toolbar, or press CTRL+C. Figure 16. Select the column to copy Back to Excel application and select the button "IMO CREW LIST" select the upper left cell of the paste area (first record)., then Figure 17. Select the cell of the paste area 17

21 4. On the Edit menu, click Paste Special Figure 18. Paste special selection 5. The Paste Special Dialog box is displayed as shown in the following figure. In the Paste Area click Values and number formats option, and then click OK. Figure 19. Paste Special dialog box 6. The required information will be paste in our Excel application as shown in the figure below: 18

22 Figure 20. Application with information copied 7. Perform the same operation described in paragraphs 2 to 6 for each of the columns you want to copy and / or transfer information. Likewise, there are cases where you want to copy the information into a cell the value obtained from another source other than an Excel spreadsheet. For example we have a figure of a WORD document; we want to move it to a particular cell of our application Excel. Figure 21. External Source Select the characters that you want to copy, then press CTRL+C or click Copy on the Standard toolbar. With the information in memory (clipboard), we returned to our application Excel, and select the appropriate form of application (eg ISPS) 19

23 Figure 22. Paste information to specific cell We locate the cell where we want to copy the information, for example, corresponds to the cell indicated with the symbol "B" (B11). After that, click in the formula or data bar, as shown in the figure with the symbol "A", and then proceed to copy information pressing the keys CTRL + V or alternatively by using the Standard toolbar. This can ensure that the information is copied from a source external to our Excel application. 20

24 7 Uploading Documents This part of the manual describes the process of uploading documents to the REDENAVES Electrónico II system; these documents were generated through the Excel application. Take as example the uploading information of passenger lists, which begins with the user authentication on REDENAVES Electrónico II system and then selecting the arrival notice associated with the ship as you can see in the following figure. Figure 23. Selection of port of call Select a port of call and click on Modifar Escala and then select the tab Passenger List. 21

25 Figure 24. Modify a port of call At this point click Browse button, from the popup window select the Excel file containing the list of passengers. Figure 25. Selection a file to load After clicking on Cargar de Excel option the system will upload the passenger list entered in the Excel file as you can see in the figure

26 Figure 26. Upload from Excel Figure 27. View after uploading the passenger list From the list select a passenger and click the Ver Efectos Personales option the system will show the list of personal effects of passengers on a popup window. 23

27 Figure 28. Personal s effects window After closing the before form click Save button to record the list of passengers on the port of call and finally a confirmation window will be shown. Figure 29. Confirmation window 24