RLA Opica User Guide

Rapid Lubricants Analysis - RLA RLA Opica User Guide Version 1.0 Shell Marine Products March 2011 1

New RLA Opica Guide Introduction Shell Marine Products offers an Oil and Equipment Condition Monitoring service based on an Oil Analysis (OCM/ECM based in Oil Analysis) system called Rapid Lubricants Analysis Services (RLA) to cater for the requirements of Shell Marine customers and operations. RLA Services provides: An integrated system to cater for the end-to-end Oil Condition Monitoring Service, enabling quick and easy access to test-data by a diverse set of users, with the system being accessible online. The integrated system based on the.net framework enhances the flexibility to accommodate future changes. The system supports multiple languages. The system language will be set based on the profile of the User, thus making the system user-friendly. Detailed sample data, history and profiling with Management Dashboards. RLA OPICA Online is an Internet-accessible tool that provides the full functionality of RLA services without requiring local installation of the software. The User receives a notification e-mail, which indicates that the RLA data is available in RLA OPICA Online. The User then logs onto the RLA OPICA website to view and analyse data securely. The main users of the RLA OPICA Online system are Customers, Vessels, Marine Center (MC) or Shell users and users at other customer locations. Terms & Conditions Before entering RLA OPICA, it is essential that all Customers read the Terms & Conditions and Privacy Policy pages located at the bottom of the screen. Click on either icon to retrieve the information. Terms & Conditions are laid out in a PDF File, whilst the Privacy Policy can be located at the following webpage: http://www.shell.com/home/content/footer/about_this_site/privacy/ 2

Getting Started The screen below displays the Login page. To gain access, the User is required to type in a valid User ID and Password combination. These are retrieved via e-mail when requesting access to the site. Login The screen displayed below is the RLA OPICA Online Login page. 1. Enter User ID and Password 2. Click Login 3. The User will enter the Home Page Login Parameters User ID is in English, whereas the Password can be answered in any one of the 8 language options provided in the Language drop-down box. The Password must meet the following criteria: be between 8 and 10 characters; contain at least one numeric digit and one character; contain at least one special character; must not contain the first 3 characters of the User s name. The following special characters are allowed: &, *, $, %, +, @,?, /, \,,!, ~,., }, {, (, ),;, :,#, comma. The following special characters are not allowed: <, > 3

Home Page After successfully logging on to the system, the User will see the Home Page. It gives an overview of the system by showing icons with a brief description of significant sections. The icons will be provided with hyperlinks, which will redirect the User to different pages, from the Home Page. Access level is user specific and only those hyperlinks to which the user has access will be enabled. Inbox The Inbox contains data for which the samples have arrived or have been imported within the last month. Samples that have been removed using Mark as Done will not be displayed in the Inbox. 1. All data is shown in a tree format, so the User can select one node and view the details for that node. 2. The sample is coloured according to its status: Action, Attention or Normal. To remove the sample from the Inbox, tick the checkbox provided next to the Sample listing. Remove Normal Samples Click on Mark Normal Samples as Done, available beside the Inbox, to remove all Normal samples (colour-coded green) from the Inbox. Favourites The Favourites Folder contains Customer, Vessel, Equipment and Component data which the User enters from the Main Data View. 4

1. All data is shown in a tree format, so the User can select one node and view the details for that node. Main Data View The Main Data View has all the data which the User has a right to view. Marine Centre, Customer, Vessel, Equipment/Component and sample data can be viewed using the Main Data View. 1. All data is shown in a tree format, so the User can select one node and view the details for that node. 2. The User can also move the data from Main Data View to Favourites by clicking on the green check mark next to the sample. 5

Vessel Hide/Show This menu is available to the Customer Administrator, Customer User and Interested Party Administrator. The User can choose to hide or show the Vessel ID and name in the Main Data View. 1. Tick the checkbox under Hide in Main Data View to hide the Vessel ID and name in the Main Data View. 2. Click Save. 6

RLA Reports The User can generate an Analysis Report in PDF format on specific components, e.g. A01, by selecting View Report. 1. Select the type of report required from the drop-down menu. The Type 1 option displays the latest 5 samples and 1 comment. The Type 2 option displays the latest 5 samples and all comments. The Custom option displays the sample range which the User can select. However, no more than 100 samples will be displayed. The User can also choose to display the comments for the Latest sample or All Samples from the Custom option. 2. Click Generate. 3. The Analysis Report is generated in PDF format. 4. The User can save this report by clicking on the Save icon and specifying the location of the file. 7

Search Equipment Search Equipment is available to the users that have permission to search for equipment details. The results grid will display only that equipment which has RLA-enabled components. Here the User can search for equipment and components by providing any of the following details: Customer Name Vessel Name RLA Vessel / Machine Codes Equipment Name / Group Component Name Lubricant 1. On the Left-Hand-Side Menu, select Search Equipment. 2. The system displays search criteria for all of the options shown above. 3. Enter the required fields and click Search. 4. Search results are displayed in a tabular format below the search details, showing Vessel Name, RLA Machine Code, Equipment Name, Component Name, Lubricant and Test Suite Name. 8

Sample Management Register New Sample Use this menu option to register samples to the customers with which the User is associated. To register the sample, Sample number, RLA Vessel Code, Equipment Component Name, Machine Life and Oil Life details are necessary. Other details may also be provided. 1. On Left-Hand-Side Menu, click on Sample Management and then Register Sample. 2. The system displays the Sample Registration Screen where details must be input. 3. Enter all the required fields and click Submit. 4. If the sample number already exists in the system or, does not match from the RLA label provided by Shell Marine Products, the system will not allow the User to proceed with the submission. However, if all the details are correct, the sample details are saved and a message indicating successful submission is displayed. Note: Once the on-line registration of samples completed, user must send all the registered samples to the nearest RLA lab for testing and analysis. 9

Overdue Report This section informs all Admin staff and Customers of the outstanding equipment within each vessel requiring sample reports. To place the information in alphabetical order, the User can select one of the table headings to make the search easier. The User can view the list of equipment that has crossed the sample overdue limit and equipment that will become overdue in the next day, week, month, quarter or year. Locate the vessel and equipment type that require attention Select the chosen field to be viewed, via the table headings. View Vessel The User can set the overall sample frequency for the entire vessel, register any new samples and view the machinery list that possesses samples. View Equipment/Component Set the individual sample frequency for a certain component, view all samples associated with specific equipment and, if necessary, update the test suite(s). The Sample Reminder Frequency tab acts as a time scale where sample reports can be requested depending on their urgency. These range from Day(s), being the shortest, to Year(s), being the longest. Action Taken Tick the relevant box to indicate a new and updated sample report has been requested. 10

Track Sample This menu is available to the System Administrator, Marine Center Administrator, Marine Center User, Customer Administrator, Customer User, Interested Party Administrator, Interested Party User and Vessel User. The User can view the test status of the sample online. The Tracking page lists the samples that have been completed in the last 30 days and the status of the incomplete samples. 1. Type the Customer, Vessel or Sample Number into the respective field(s) for which the User wishes to see the list of required samples. 2. Click Search. 3. A list of samples is displayed giving the status of each. 4. Advanced Search allows a more detailed search with areas such Equipment Descriptions and Test Suites provided. 11

Sample Frequency This menu is available to the Customer Administrator, Customer User, Interested Party Administrator, Interested Party User and Vessel User. On this page, the User can see the list of Vessels and equipment. The User can change the sampling frequency of the equipment and save the same. The User can view the critical next sampling date for a component using the Date Next Sample Due detail. This page lists the following: Vessel number and name Equipment code and description Sampling frequency Date next sample is due, by equipment The page is formatted for easy printing. 12

Sample Reminder This menu is available to the Customer Administrator and Interested Party Administrator. An e- mail is sent to the users when a sample is overdue. By default, the sampling date is 90 days. The User can change this setting for each piece of equipment. The feature is switched on for the subscriber by default and can be switched on/off by the Customer Administrator. When the Date Next Sample Due date is reached, depending on the Frequency of Sampling reminder selected, the system sends overdue e-mails, saying: The following samples are overdue: <List of Vessels, Equipments>. Please ignore this e-mail if they have been sent already. The e-mail is sent to the Vessel Users and the users who are allocated for that Vessel using the User Folder details. In case nobody is present for that Vessel, the e-mail is sent to the Customer Administrator. The Administrator can also change the frequency of these e-mails. It can be set to be received once, daily, weekly, monthly or on alternate days. 1. Select the frequency of e-mails that need to be sent: once, daily, weekly, monthly or on alternate days. 2. Set up the sampling frequency for specified equipment. 3. Turn the Vessel and My Reminder columns to On or Off. When My Reminder is switched off, no e-mail will be sent to the logged i user but all other associated user will continue to receive notifications. 4. The system sends an e- mail to the respective user when it finds that the samples have not been received after the sample due date. 13

User Details Search Subscriber Available to the Customer Administrator and Interested Party Administrator. The User can find a subscriber via their Customer ID, Name, E-mail, IMO Number or through Vessel information. 1. Select Search User option on the Left-Hand-Side Menu. 2. The Search Subscriber screen will be displayed with all the available search criteria. 3. Enter the details and click on Search. 14

Register Subscriber This menu is available to the Customer Administrator and Interested Party Administrator. The Customer Administrator and Interested Party Administrator can add additional users within their respective organisations to the System through the Administration function. 1. Asterisks indicate mandatory fields; therefore Subscriber Type, Subscribing Party, Contact Name, Phone and Language need to be entered. 2. There is an option to add further information, such as Address and Country. 3. Tick the System Access for OPICA use or Report Access checkbox for receiving reports only, to indicate whether the new user has unlimited access to RLA Opica or is restricted just to sample reports. 4. Tick one of the Report Route checkboxes to indicate the method by which the new user will receive sample data. 5. Click Save. 6. The system adds the new user and assigns to it the same functions as the Administrator. 7. The system then sends an e-mail to the User containing their User ID and Password. 15

Modify Subscriber This menu is available to the Customer Administrator and Interested Party Administrator. The Administrator can edit any user details, as required. 1. Select the User for which the details are to be modified. 2. Click OK. The Modify Subscriber page is displayed. 3. Make the required changes and click Save. 4. Clicking on the Show Associations tab will show the associated Customers and Vessels for the selected subscriber. 16

Reset User Password This menu is available to the Customer Administrator and Interested Party Administrator. The Administrator can reset the password for the User, as required. 1. Search for the User ID of the User for whom the password is to be reset. 2. From the View Subscriber page, click on Modify Subscriber. 3. Click Reset Password. 4. The password is reset for the User. 5. To completely change the password, return to the Login Parameters section above for details. User Preference This menu is available to all the users of the RLA Opica Online System. The User can change account details such as Language of Choice, Security Question or the corresponding answer, Logon Password, etc through this page. 1. Choose a language for Opica Online System from the drop-down box. 2. Select the checkbox if the User wishes to have a security question on Login. 3. Choose the question from the drop-down menu. 4. Enter the answer to the corresponding question. The answer should contain at least 6 characters. 5. Click Save. 17

Contact Us Each country has a contact page displaying the various ways in which Subscribers, Customers, Admin staff can alert their Marine Centre to any issues that arise. Simply scroll down the Country list located at the top. Global Helpdesk information is also provided for RLA and non-rla related enquiries. 18

Logout Clicking this will log the User out of the system. 19