International Association of Antarctica Tour Operators

Transcription

1 International Association of Antarctica Tour Operators IAATO June 15, 2015

2 Table of Contents Table of Contents... 2 Document Revision History... 3 Welcome to IAATO's Ship Scheduler... 4 Accessing the Ship Scheduler... 5 Reset/Request Password... 5 How to Change User Information and Password... 6 Request Expedition Site... 7 User Sessions Tab... 8 Expeditions Tab... 9 Add a New Expedition... 9 Edit Core Expedition Data Delete an Expedition View Expedition Visits Add Expedition Visits Region Site (with Date Range) Non- Region Site (with Visit Date/Time) Edit Expedition Visit Data Delete an Expedition Visit Data Validation Error Message Example Site Rules and Limitations Expeditions Visit Report Print Expeditions Visit Report Expeditions' Calendar Tab View Default Calendar Page View Site Visit Details Add a Visit from Calendar Day Edit or Delete Visit from Calendar Day View Visits by Site View Expedition Site Details View Scheduled Expedition Details Appendix A Site Rules and Limitations Site Regions (e.g. Antarctic Peninsula) Peer Sites Site Guideline Limitations

3 Document Revision History Revised Date Revised By Description 06/30/2005 L. Pettipas Original Creation 07/05/2005 D. Nalls Complete First Release (1.0) 07/03/2006 D. Nalls 07/05/2006 K. Crosbie 07/05/2006 D. Nalls 06/07/2008 D. Nalls 06/10/2008 K. Crosbie Updates to Rev Updates - Release 2.0 Updated login page - new screenshot - remove Create an Account text Text changes for date formatting change to DD/MM/YYYY New expedition edit page with new date formatting New visit data entry pages with new date formatting and field info: Landed Checkbox Date Ranges for Regions Added Site Rules and Limitations (Section 5.9) Added Appendix A - Site Rules and Limitations Text changes, including Print to Traditional Report in "Print Voyage Report Page" Screen capture report pages to include "Traditional Report" hyperlink Created "Traditional Report" section Rev. 3 to include 2008 application updates Updates to Expedition and Visit pages Updates to Appendix A to include new Group Site Rules 06/15/2015 U. Kohlhase L. Goldstein Rev. 4 to include 2015 application upgrades - 3 -

4 Welcome to IAATO's Ship Scheduler This document is the International Association of Antarctica Tour Operators (IAATO) Ship Scheduler User's Manual. This manual will provide the user with illustrated, step-by-step instructions for performing primary tasks in the Ship Scheduler web application. Throughout the web application, you will see the following standards: The red asterisk * will be used to denote required data entry on a form field. The Add link or button will be used to add an item. The Delete link or button will be used to delete an item. When selecting this link/button, you will be prompted for confirmation before the item is deleted. The Edit link or button: will be used to edit an item. Each page has a Support and Additional Information hyperlink on the very bottom in the footer, which will initiate an to the Ship Scheduler support address. If you remain idle for 3 hours, your web browser session will time out and you will be redirected to the login page to re-login. Each member company has one user account (username/password). If a member company operates more than one vessel, an additional user account is allocated for each additional vessel. Only one computer can log in with the same user at a given time. Please note that should a user exit the scheduler without logging out properly, access will not be given to that user for a period of 3 hours. The same user can force login on a different computer or in a different web browser on the same computer by clicking on Continue to close the existing session for the same user: Please do not freely give your user login information (username and password) out to any nonauthorized persons, as they will be able to change your Ship Scheduler entries and other data, if they so choose. It is also recommended that you change your password immediately upon your first login to the Ship Scheduler (see the Edit Account link on the bottom of the left-hand navigation bar). If you need any assistance, please contact shipschedule@iaato.org. If you have any concerns, please send an and we will assist to the best of our knowledge

5 Accessing the Ship Scheduler In your web browser, you can navigate directly to the IAATO web application using the following link: Another option is to go to the IAATO Member Vessels website page and follow the link to the password-protected IAATO Ship Scheduler. If you already have a user account, enter your User Name and Password on the login box and click the "Login" button: If you do not already have a user account, select the Support and Additional Information hyperlink on the bottom of the page to send an request to shipschedule@iaato.org and request the login information. After you login, you will be on the Expeditions page and the "Expeditions" tab will be highlighted. You will see the following tabs at the top of the page: 1. User Sessions 2. Expeditions 3. Expeditions' Calendar 4. Instructions The tab for the currently active page will be highlighted. Please also note the Logout hyperlink just above the "Instructions" tab on the upper right part of the page. The Logout link will be visible on all of the tabs and most of the web application pages. Reset/Request Password If you cannot remember your password, enter your user name on the login page and select the Request Password hyperlink: Select the radio button for the address that you would like the new password to be sent or, if none of the addresses displayed is currently accessible, select the IAATO Administrator request - 5 -

6 option; then select the Send New Password button: How to Change User Information and Password Click on the Edit Account link on the bottom of the left-hand main navigation bar to update your user information. You will also use this page to change your user account password. Because the user accounts and associated usernames are assigned by IAATO, you may not modify the Username at this time: After you have completed data entry and clicked on the Save button, the page will be refreshed and you will see a message displayed confirming that your information has been changed. Important Note: It is highly recommended that you change your default password upon your first login to the Ship Scheduler

7 Request Expedition Site Please note that the majority of all known landing sites are already available in the web application. Click on the Request Site link in the left-hand side main navigation bar to request the addition of a new expedition site: On the Request an expedition site page, please enter the information for all of the required fields (Site name, Location and Coordinates) and, if applicable, for other fields like Description: After completing the form, click the Submit button. The edit page will close and the user will receive confirmation that the request has been sent to the IAATO Secretariat for consideration. While awaiting confirmation for your requested expedition site, you may explore existing expeditions' sites and details (please click on the small black triangle next to the site name) in the Expedition Sites list. Note: please make sure to request any new not yet available expedition sites well in advance of the Ship Scheduler opening day for an upcoming season and confirm that the site status has changed from Pending to Active (indicating that the request has been approved)

8 User Sessions Tab This tab is primarily intended for member companies with more than one user accounts or users with administrative privileges, to check which users are active in the web application: In the list of users, an can be sent to the respective user by clicking on the hyperlink, or the user's associated member company info can be viewed by clicking on the link in the Member column. The last column with heading "Idle" displays the time in minutes this user has been inactive

9 Expeditions Tab Click on the Expeditions tab to view and edit all of your company's expeditions. You will see a listing of all of your expeditions for the current season: The Season can be changed in the upper left corner of the expeditions list page, by clicking on the little black triangle next to in this case " " and selecting a different range of years. Similarly, a wider or smaller range of expeditions can be chosen by entering the "from" (embarkation) and "to" (disembarkation) dates in the Select from date calendar fields and clicking on the Go button. Note: the "Go" button is inactive until dates are actually selected for the date input fields. In the example screenshot above, the application has Found 19 Expeditions that belong to the selected season. The default expedition list view can be restored by clicking on the Reset button on the upper right-hand side after: Entering the "from" and "to" dates to search by date. Entering search text in the list table column heading fields to filter by certain criteria. Clicking the small up/down arrow icons in the list column headings to change the sort order. For a larger list of expeditions that spans several result pages: when using the next/previous or numbered buttons in the heading of the list table to navigate. Add a New Expedition Click on the Add Expedition hyperlink on the top left-hand side of the Expeditions tab to add a new expedition. Or click on the Add Expedition hyperlink on the far left-hand side below "Ship Scheduler": - 9 -

10 Enter all data for the expedition: Required fields are marked with a red asterisk. Name of Voyage/Flight is the voyage/flight number comprising vessel code followed by embarkation date, e.g. EXN28OCT2015. Select a Vessel/Aircraft from the list of vessels/aircrafts associated with the member operator. The Vessel Category will default to the defined category for the selected vessel. You may change the vessel category to an appropriate value for this expedition. If a new vessel category is selected, it will be in effect for this expedition only and the vessel landings will be subject to all rules applied to the selected category. You may select a Sub-Charter from the list of member companies. If a sub-charter is selected, only the sub-charter will be permitted to add or edit Site Visit Data for this expedition. The Expedition leader's name is the name of the proposed expedition leader. Please avoid using all capital letters for this field and other fields where names or regular text is entered. If the expedition leader is not yet known, please enter "TBD" (without quotes). For the Embarkation date and Disembarkation date, click inside the field for the "Date Picker" calendar and select the desired date. Use the small black triangle buttons to navigate to the next or previous month. Select the Embarkation port and Disembarkation port from the provided drop-down lists. Click on the Save button when data entry is completed. Above the Core Expedition Data tab a message will be displayed indicating that the expedition has been successfully added. After clicking on the Return to Expeditions button, the new expedition will be shown in the list of scheduled expedition entries. Edit Core Expedition Data You may edit an expedition by clicking on the Edit button in the right column on the list of

11 expeditions page (tab Expeditions). Alternatively, you can click on the expedition number hyperlink (please see the red arrow in the screenshot below) to go to the scheduled expedition edit page: Edit the Core Expedition Data and click on the Save button. Above the Core Expedition Data tab a message will be displayed indicating that the expedition has been successfully saved. You can return to the list of scheduled expeditions by clicking on the Return to Expeditions button: Please note that the same rules apply as for adding a new expedition, including the mandatory fields marked with a red asterisk and the fact that the voyage/flight number has to be comprised of the vessel/aircraft code followed by the embarkation date (all in capital letters). If the expedition has been assigned a Sub-Charter company, the primary operator will continue to have edit privileges on the Core Expedition Data tab; however, only the sub-charter company will have privileges to enter, edit or delete visits on the Site Visit Data tab for this expedition. The subcharter will not have edit privileges for, or even be able to see, other expeditions assigned to the primary operator. To ensure Antarctic site rules compliance, once Site Visit Data has been entered for an expedition, the Vessel Category can no longer be changed. Delete an Expedition You may delete an expedition by clicking on the Delete menu item in the right-hand side action

12 column: You will be prompted for confirmation of the deletion. Select "Yes" to continue with the deletion or "No" to keep the expedition and return to the list. View Expedition Visits From the Edit Scheduled Expedition page, click on the Site Visit Data tab: A listing of all the visits for this expedition will be displayed, along with a blank line to add an additional visit: Add Expedition Visits To add a new visit, complete the data entry fields on the blank line and click on the Add button. Provided that the rules for the selected expedition site are met (e.g. specific number of visits on any given day or restrictions for a defined date range), and the desired time slot is not already taken, the visit will be added and the page will refresh with a new blank line for an additional visit. For the arrival Date, please click inside the field for the "Date Picker" calendar and select the desired date. The Landed checkbox will automatically be checked for appropriate sites. If this is a nonlanded site visit, you must uncheck the "Landed" checkbox. Select the Site visited from the expedition sites drop-down list. The page will refresh with the appropriate arrival date, time slot and landed options. o If you selected a site that is designated as a region (e.g. the Weddell Sea), you will be

13 o provided a second date field. The two date fields represent the date period that you will be in the region. You are not required to enter specific visit times - just the date range. After the site is added, each day will be displayed as a separate entry in the list of expedition visits. If you selected a site that is not designated as a region, you will be provided a Time drop-down list with specific visit time slots. Choose the desired time slot for your selected date. Add the anticipated activities in the Remarks field. Continue to add visits for the expedition using the Add button. You may Edit or Delete a visit by clicking on the appropriate links in the action column at the far right. Region Site (with Date Range) Non-Region Site (with Visit Date/Time) Edit Expedition Visit Data From the scheduled expedition edit page on the Site Visit Data tab, click on the Edit hyperlink to modify visit data. Alternatively, you can also simply double-click on the entry in the list of visits to edit a visit. Or, right-click on the visit you would like to change and select the Edit menu item:

14 Make the appropriate changes on the visit edit page and click on the Save button to update the visit information: After the visit has been successfully saved, the edit window will automatically close. The List of Visits will be refreshed with the updated visit information. Delete an Expedition Visit You may delete an expedition visit by clicking on the Delete link in the right-hand side action column: You will be prompted for confirmation of the deletion. Select "Yes" to continue with the deletion or "No" to keep the expedition visit and return to the list. When you have completed all visits for the expedition, click on the Return to Expeditions button. The expedition list page will be displayed and you may continue to add, edit or delete expeditions. Data Validation Error Message Example If you make a mistake in the data entry or if the visit violates a site's visit rules, an appropriate error message will be displayed and you will be required to modify the data accordingly. For example, attempting to add a visit for an expedition site with visit date restrictions will result in an error message when you click on the Add button:

15 Site Rules and Limitations The Ship Scheduler has several site rules, including: Region Site - sites specified as regions will permit: o o Peer Sites: Schedule based on date ranges with no specific time entry. Multiple bookings permitted over same date ranges. o Peer Sites - sites that are close by each other and where 'split' landings can occur - may be scheduled for visits by the same vessel during the same date/time period. Landing restrictions based on vessel category: o Site Guidelines: o Site Groups: o Number of landed visits may be restricted based on vessel category. Application of Antarctic Treaty endorsed site guidelines. Site groups - a defined group of sites that will have landing restrictions that are based on a cumulative total of landings made within the group of sites. Please see Appendix A of this document for details of site rules and limitations. Expeditions Visit Report Click on the Expeditions Visit Report hyperlink at the top of the Expeditions tab to view a report sorted by date and expedition sites visited: This report will be in a straight text format, making it the most suitable report for printing. You may select a date range for the embarkation and disembarkation dates to limit the number of pages to print or items to export to Excel. From this page, you may: Select a date range using the "from" and "to" date input fields on the top right. Use your web browser's print command to print the report data

16 Export the list by clicking on the Excel button on the top left. For the "from" and "to" date input fields, you may click on the "Date Picker" calendar date number to select the desired dates and use the small black triangle next/previous buttons to navigate to the next or previous month. When both the start and end dates have been supplied, click on the Go button to process the report: The page will refresh with the report results: Print Expeditions Visit Report Use your web browser File / Print menu command to send the generated report to your printer. The printed page will display the date and time of the report at the bottom of the page. Alternatively, it is possible to download the report as an Excel file by clicking on the Excel button on the top of this page. Please note that once downloaded onto your computer, this report will not be automatically updated

17 Expeditions' Calendar Tab Click on the Expeditions' Calendar tab to view all expeditions in a monthly, weekly or daily calendar view. View Default Calendar Page The calendar will default to the month of October for the current or upcoming season. From the calendar view, you may: Navigate to the previous or next month/week/day using the small black triangle buttons on the top left (above the calendar). Navigate to any month/year using the month/year drop-down lists and Go button on the top right. Add new visits by clicking on a date in the calendar. Amend visit data by clicking on an existing visit in the calendar. View some of the site visit details by hovering with the mouse pointer over a visit in the calendar. Add a new expedition by clicking on the Add Expedition link at the top. View only your expeditions by checking the Only My Expeditions checkbox on the right. Filter by Site to only view entries for a specific expedition site. Navigate to the View Visits by Site page by using the corresponding hyperlink at the top. View Site Visit Details Hover with the mouse pointer over a calendar entry to view some details of the visit and the associated expedition. The information will be displayed in small pop-up box:

18 Add a Visit from Calendar Day You may add a visit by clicking on the calendar day. Enter the visit data and click on the Save button: The visit will be added and a message will be displayed indicating that the visit has been successfully saved. You can return to the calendar page by clicking on the Close button. Edit or Delete Visit from Calendar Day You may edit visit data or delete a visit by selecting the visit on the calendar day. When editing is completed, click on the Save button and click on Close to return to the calendar page. To delete a visit, please click on the Delete button and you will be prompted for confirmation of the deletion. Select "Yes" to continue with the deletion or "No" to keep this visit and return to the visit edit page

19 View Visits by Site Click on the View Visits by Site hyperlink at the top of the calendar page to view a report sorted by expedition site and date. On this page, you may: 1. Navigate to any month/year/week using the drop-down lists on the top right and clicking on the Go button. 2. Navigate to Previous Week or Next Week using the hyperlinks on the left. 3. View expedition site details by clicking on a site name hyperlink. 4. View scheduled expedition and visit details by clicking on a visit time - vessel code hyperlink. 5. View only your expeditions by checking the Only My Expeditions checkbox on top. View Expedition Site Details Click on a site name hyperlink to view expedition site details. The information will be displayed in a small pop-up page: This pop-up page can be closed by clicking on the small "X" button in the upper right corner or by moving the mouse pointer outside of the pop-up page area. View Scheduled Expedition Details Click on a visit time - vessel code hyperlink to view scheduled expedition and visit details. The information will be displayed in a small pop-up page:

20 This pop-up page can be closed by clicking on the small "X" button in the upper right corner or by moving the mouse pointer outside of the pop-up page area

21 Appendix A Site Rules and Limitations The following is a reference for Antarctic Site rules applied beginning with the season. Site Regions (e.g. Antarctic Peninsula) Some 'sites' have been designated 'regions' - e.g. Weddell Sea, Ross Sea, Antarctic Peninsula, South Georgia etc. Those 'sites' which are designated as 'regions' can be booked for a multiple day period (e.g February) and can be multiple-booked (i.e. many vessels can state they are in the region at the same time). For example, yachts visiting South Georgia can select 'South Georgia' in the 'site' column - doing so will automatically re-load the page and change the 'date/time' column to give the option of start and finish dates. Another vessel can also book to be in the same region at the same time. If, within a regional booking, you wish to specify a visit to a certain site on a specific date (for example, if a yacht visiting South Georgia wants to specify the day it will be in Grytviken or at Prion Island) it is possible to book a specific site on a set day and at a set time. This is most likely to be of use to yachts than ships. Peer Sites Certain sites have been allocated 'peer' sites. These are two sites very close to each other (e.g. Jougla Point and Goudier Island or Almirante Brown and Skontorp Cove etc.). For these sites only it is possible to book two sites for the same date and time period - i.e. you can book both Jougla Point and Goudier Island for the same time block. Please note however, you need to enter both sites separately albeit for the same time period to enable this option - booking one of the two will NOT automatically book the other site. Site Guideline Limitations To the best of our ability we have incorporated the limits set by the Treaty endorsed site guidelines into the scheduler. To this end, you will always need to state whether your requested visit includes a landing or not. This is a simple procedure: when requesting a visit, you will see a new column between the time/date column and the site column. This new column is called 'Landed' and in the column there is a check box. The default setting for this box is checked - i.e. indicating that the visit includes a landing. If you do not intend to land please uncheck the box. Thus where only two landed visits are permitted in a midnight to midnight period (e.g. at Aitcho Island) only two landed visits will be allowed to be booked. We have also endeavored to incorporate the limitations which vary depending on the size of the ship, for example at Petermann Island, Neko Harbour where three landed visits are permitted each day but only two by category 2 ships. We now have the ability to limit the number of visits to a specific site by date or date range. Using the current site rules as the default value for a site, the IAATO Administrator will have the ability to select one date or a date range to modify both the landed and non-landed visits for those dates only. This will include the ability to specify zero visits to completely block the site for specified date(s). This may be used if visits to a site are not permitted at a certain point of the season, for example at Hannah Point where visits are not allowed until 10 January

22 Set a limit on a cumulative number of visits to a group of landing sites. This mechanism provides an interface to select any number of sites as a "site group" and then limit the number of cumulative visits to those sites. All sites that have Treaty endorsed or other guidelines can be found in the Member's Only section of the IAATO web site under Site Guidelines. Please note that in no way does the Ship Scheduler supersede the requirements of the site guidelines - these will still need to be noted and adhered to - the aim of incorporating the limits where possible in the Ship Scheduler is only to simplify the facilitation of the guidelines