Guidance on Reporting Procedure DRS3

Guidance on Reporting Procedures

Voyage Management & Event Sequence
DRS v3.4.0.0, 2019-11-20

Contents
Network version – Report from different locations on board ................................................................ 2
Initial settings to enable network version .......................................................................................... 2
Samples of functionality ..................................................................................................................... 2
DRS3 Initial settings – 1st use of the system ........................................................................................... 3
Initial settings, information to be filled out ........................................................................................ 3
How to use Voyage Management (VM) ................................................................................................. 5
Voyage(s) view in DRS3 ....................................................................................................................... 5
Creating and editing voyages.............................................................................................................. 5
Editing voyages ................................................................................................................................... 5
How to setup voyages (samples of typical voyages in DRS3) ................................................................. 6
Voyage from Port A to Port B ............................................................................................................. 6
Voyage from Port A to Port B and Port C (multi-leg) .......................................................................... 7
Voyage from Port A to Port B with Canal Transit ............................................................................... 8
Voyage from Port A to Port B with Strait Transit................................................................................ 8
Voyage with special events................................................................................................................. 9
How to report events in DRS3 .............................................................................................................. 10
How to work with events sequence (samples of typical event sequence(s) in DRS3) ..................... 10
Sequence for Canal transit................................................................................................................ 11
Sequence for Straits passages (not in canal list)............................................................................... 11
Sequence for Bunkering during (multi-leg) voyage .......................................................................... 12
Sequence for Leave berth => Return and continue cargo operation ............................................... 12
Sequence for Change of port during Sea Passage ............................................................................ 13
Sequence for Change of Fuel at sea / Enter and Leave ECAs ........................................................... 13
Sequence for cargo operations ......................................................................................................... 14
Insert missing reports or Fixing Report Sequence errors ................................................................. 14
Bunkering, adding Bunker Delivery Note (BDN) ................................................................................... 15
Fuel added to empty tank(s) ............................................................................................................. 16
Fuel added to both empty tank(s) and tank(s) with leftovers .......................................................... 16
Fuel added to tank(s) with leftovers ................................................................................................. 17
Warnings/validation errors ................................................................................................................... 17
EU MRV/IMO DCS (SEEMP II) mandatory events ................................................................................. 18
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Guidance on Reporting Procedure

Network version – Report from different locations on board

From DRS3 v3.3.x.x or higher it is possible to report data into an event from different locations on board via
the on board network. The possibility needs the DRS3 installation path to the main computer (Host) to be
shared and accessible from the 2nd computer (Client) within the network configuration on board.
Please note:

- Only one user at the time can add data to an event

- Non-saved data added may be lost after the 15min session expiration period OR if a second user take
over the read/write access to the DRS3 database.
- If one user is working with the DRS3 application and a 2nd user try to open the database both user will
get a notification and actions will be available including timers for countdown of automatic session
expiration.

Initial settings to enable network version

- Install DRS3 on the main computer (Host) according to the installation instructions
- Ensure that the network path to the installation folder is shared within the network (available at the
computer to be working as client)
- On the Client computer, find the installation folder on the Host computer => create shortcut from
AWT.Drs.Client.exe to the desktop of the client computer.
- Try to open the application from the client computer to see that connection is working.
- See user samples/cases explained below.

Samples of functionality
Preferably, try to work from different locations at different times since only one user can access the
application/database at the time. If the application is left untouched for 15 min the session will automatically
expire to allow for other users to work with the application. NOTE! Unsaved work will be lost!

If another user is working with the application and 2nd user start the application, information dialog will open;

For the user trying to open application:

Either the other user close the application and 2nd

user will get access

OR, after 90 seconds, 2nd user can Force unlock

which expire the session for the other user

For the user currently working with application:

The user can write a comment and send by click

Continue working

OR Close Application, 2nd user will then get access.

NOTE! Unsaved work will be lost!

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Guidance on Reporting Procedure

DRS3 Initial settings – 1st use of the system

The Initial Settings in DRS3 will need to be filled out for the system to get some basic vessel parameters and
the initial ROBs and remaining BDN information (Bunker Delivery Note). When application is run for the first
time, the Initial Settings window is shown. However, Initial Settings can also be found in the top menu to the
left, see below.

Initial settings, information to be filled out

Please make sure that you fill out the initial settings as complete as possible and that the ‘check for error
validation’ pass without any errors or warnings. Note that the initial settings are not sent ashore, however
they are needed as a basis for the succeeding events that will be added.

• Add vessel info, current ECA status and Sludge ROB as asked for.
• Email addresses are only needed to pre-set if the reports that will be sent should also be copied to
other email addresses other than StormGeo. The StormGeo address (awtdrs@awtworldwide.com) is
already included by default and does not need to be added here.

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Guidance on Reporting Procedure

Bunkers, BDNs and initial ROBs

In the bunker section, please add BDN information and remaining ROB of BDNs currently stored and available
for consumption.

Bunkers and ROBs in the initial settings will later be used in the consumption reporting as well as for
calculating new ROBs after every event added in DRS3.

Note!

• New bunkering which occurs after the initial report should be added as a separate bunker event.
• Do not add any BDN, or bunker dates of bunkers, that have already been consumed.
• In the bottom of the initial settings, the initial ROB will be summed up. Please make sure the ROBs
corresponds to what you have on board.

The notation of HS, LS and USL fuels are according to the current customary global standards and might not
comply with local variations. Regardless, the BDN information, including Sulphur content, is included in each
report for fuel consumption that reported. Compliance with any non-global standard HS/LS areas is possible.

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Guidance on Reporting Procedure

How to use Voyage Management (VM)

All events in DRS3 are created and stored within a specific voyage. See also the DRS3 Quick Reference Guide.

Voyage(s) view in DRS3

A description of how to work with the Voyage Management functionality is found below. For guidance of how
events are added within each voyage, see section, How to report events in DRS3.

Click “Voyages” to find the past, current and upcoming voyages you have created in the voyage view window.

• Current/active voyage is always on top

• Upcoming voyage (planned voyages in the

system)

• Past Voyages are also available. To review a

specific voyage, click on that voyage row.

• To create new voyage, click Create Voyage in

Upcoming Voyage section of the Voyage view

window.

Creating and editing voyages

You can have one (1) ongoing voyage and one (1) upcoming voyage at the same time. After clicking Create
Voyage, you will need to do the following:

• Enter Voyage Number

• Add first port by clicking Add port.

• After adding first port you will be able to add

- Additional ports (e.g. multi-leg voyages)

- Canal transits and ship to ship transfers.

• After all planned port calls for the voyage have

been added, click Save. Voyage will be saved

and you will be able to start adding events.

Editing voyages
Click on the voyage row of the specific voyage you want to open (you can edit only ongoing and upcoming
voyages). Click Edit in the upper right section of the window. You will be able to change voyage number,
delete and insert ports, canal transits and STS. After the desired changes are made, click – Save.

NOTE! There is no possibility to delete voyages in DRS3. You can only edit them.

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Guidance on Reporting Procedure

How to setup voyages (samples of typical voyages in DRS3)

Below please find samples of typical voyages in DRS3 including variations with multi-leg voyages, Bunkering,
Canal transit and Strait transit.

Voyage from Port A to Port B

See sample below on a DRS3 voyage from Port A (Bremerhaven) to Port B (New York). Last port has been
added with Purpose: Cargo Operations.

In DRS3 voyage view, the newly created voyage is shown in the Upcoming Voyage section. See below.

To begin submitting reports for this voyage, click on the voyage row and click the Add Event button to the left
in the window.

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Guidance on Reporting Procedure

Voyage from Port A to Port B and Port C (multi-leg)

See sample below on a DRS3 voyage from Port A (Bremerhaven) via Port B (New York) to Port C (Miami). Ports
A and B have been added with Purpose: Cargo Operations.

On all port calls or between sea passage legs it is possible to add a Bunkering event. For port calls with the
main purpose of Bunkering, please assign this as main purpose for the port stay. See sample below

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Guidance on Reporting Procedure

Voyage from Port A to Port B with Canal Transit

A voyage between two ports via canal transit can be added as one (1) voyage with several legs. The Add Canal
Transit function should be used.

Note that during a multileg voyage several BOSP/EOSP events should be added, see more in section Sequence
for Canal transit below.

Voyage from Port A to Port B with Strait Transit

A voyage between two ports including a strait transit can be added as one (1) voyage with several legs. The
strait transit is added using the Add Port function and purpose for the “port” should be selected as Strait
transit. Please use the most nearby port to the start position of the Strait transit.

Below see sample of voyage starting in Port A (Yuzhny) via Strait 1 (Bosphorus strait), Strait 2 (Dardanelles
strait) to Port B (Antwerp).

Note that during a multileg voyage several BOSP/EOSP events should be added, see more in Sequence for
Straits passages (not in canal list) below.

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Guidance on Reporting Procedure

Voyage with special events

All port calls (or other events) added in the Voyage Management (VM) should be assigned with a purpose
reflecting the main reason for the call (see sample of sample below of the purpose list available, find the
complete list in the application).

Ship to ship transfer is added similarly as Canal Transit, please use the Add ship to ship transfer button in
Voyage Management view.

• Embarkment/disembarkment of guards
Use the Add Port, selected as purpose. Please
use the most nearby port to the position of the
Embarkment/disembarkment of guards.

• Embarkment/disembarkment of crew
members.
Use the Add Port, selected as purpose. Please
use the most nearby port to the position of the
Embarkment/disembarkment of crew
members.

• Add other available port calls with other

purposes (see list) in line with above sample

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Guidance on Reporting Procedure

How to report events in DRS3

• A certain event sequence needs to be followed based on built in validations.

• When adding a new event, the application will only display a list of accepted events.

NOTE! Inserting events between previously-added events and then deleting events are very risky and
may cause serious event sequence errors.

• A voyage can be setup between two or more ports and thus consist of several legs.
NOTE! Several BOSP and COSP reports on one (1) voyage are therefore possible and should thus be

added (e.g. when reporting Canal transit or Strait transit)

• Depending on the events added, the vessel will be assigned to different operation statuses, e.g. “At sea”,

“Maneuvering”, “In Port”.

• Many events come in pairs, i.e. there is a “Begin XXX” connected with an “End XXX”. (e.g. Begin

Stoppage => End Stoppage.)

NOTE! Other events can be added between Begin/End, but it is very important to close this event
sequence. In other words, if you create a “Begin” event, you will also need to create the corresponding

“End” event.

How to work with events sequence (samples of typical event sequence(s) in DRS3)
Below please find a table including all events and the accepted sequence.

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Guidance on Reporting Procedure

Sequence for Canal transit

See below sample of events regarding Canal transit.

Note:

• The voyage has been setup as described

earlier, see Voyage from Port A to Port B with
Canal Transit

• The Voyage has several BOSP/EOSP events,

o The highlighted leg shows EOSP
Cristobal => Canal Entering => … =>
Canal Leaving => BOSP (from Balboa)

Sequence for Straits passages (not in canal list)

See below sample of events regarding Strait transit, here passing 2 straits; Bosphorus and Dardanelles.

Note:

• The voyage has been setup as described

earlier, see Voyage from Port A to Port B with
Strait Transit

• The Voyage has several BOSP/EOSP,

1. Bosphorus strait;
EOSP Istanbul => Strait Passage
(Maneuvering) => … => BOSP Istanbul

2. Dardanelles strait;
EOSP Gelibolu => Strait Passage
(Maneuvering) => … => BOSP Gelibolu

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Guidance on Reporting Procedure

Sequence for Bunkering during (multi-leg) voyage

See below sample of events regarding Bunkering (mid-voyage).

Note:

• The voyage has been setup as described

earlier, see Voyage from Port A to Port B and
Port C (multi-leg)

• Voyage has several BOSP/EOSP

• Bunkering reported between EOSP/BOSP, here

with Anchorage in Gibraltar

Sequence for Leave berth => Return and continue cargo operation
See below sample of events when need to leave berth and later return to berth and continue cargo operation.

Note:

• 1st cargo operation to be ended before start

Shifting.

• Drop anchor can also be Start Waiting/Drifting

• IF plans are changed during anchorage for this

active voyage (example: to set sail), close the
shifting events at anchorage (ie: add Heave
Anchor & End Shifting Berth); add a Departure
report followed by a BOSP.

• If the In Port operations occurred at your final

port, the Departure report mentioned above
would be the first report in your “Upcoming
Voyage”

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Guidance on Reporting Procedure

Sequence for Change of port during Sea Passage

Please add a Destination Change event.

• Upon Departure and in following reports until Destination Change was added, next port was Port Said

• After Destination Change new port for the voyage was changed to Gibraltar and hence the voyage will
be updated accordingly.
• NOTE, in events prior to the destination change, original port will still be shown.

Sequence for Change of Fuel at sea / Enter and Leave ECAs

• Please use the Entering/Leaving ECA event which includes reporting of Position, date and time.
• Change of Fuel (CoF) events should be added when shifting fuel types while on the sea passage.
• Note! Validation warnings about possibly missing Change of Fuel events may arise connected to ECA.
enter/leave events. If missing, please add the events or else dismiss the validation warning.
• Note! Reporting the consumption of several fuel grades is possible in the maneuvering/in-port events
without creating Change of Fuel events (e.g. for ECAs were Change of fuel occurs after EOSP).

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Guidance on Reporting Procedure

Sequence for cargo operations

Note! Depending on your specific template configuration settings, reporting of cargo operations may be
somewhat different. Hence the events reported may vary.

• The cargo operation is reported with a Begin and End event.

• Between the Begin and End event, other events can also be added, e.g. Noon in Port, Bunkering etc.
See available events in the list when trying to add an event after e.g. “Begin Loading”.
• Note that your company may ask you to use a specific time for adding the Begin and End events. E.g.
Begin/End Pumping or Hoses On/Off.

See below sample of sequence to be used when loading.

Insert missing reports or Fixing Report Sequence errors

• It is possible to insert an event within the previous reports. To do so, please right-click in the event list
and select “Add Event Above” or “Add Event Below” => Select event from the pop-up list.
• NOTE! Be careful and note that the report sequence may be incorrect depending on what event is
added in the middle of the sequence, e.g. other events associated with your new event may also be
needed in order to close the sequence again (if you add ‘drop anchor’, you’ll need to also add ‘heave
anchor’, etc.). You’ll see a popup ‘warning dialog’ asking you to confirm or cancel the adding of the
new event.
• Fixing report Sequence: If report sequence is broken, the application will inform clearly where the
break is found. Try to analyze the events and fix the sequence by adding the necessary events. If
reports have only been edited (& are not yet sent) you might opt to delete the events causing the
break in sequence. To properly set the sequence in order, always ensure that there is a “Begin XXX”
event and an “End XXX” event.
• If you cannot fix the sequence yourself contact customer support, describe the problem and include
the “drs3.s3db” (database) file. (shipping.customerservice@stormgeo.com)

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Guidance on Reporting Procedure

Bunkering, adding Bunker Delivery Note (BDN)

In the bunker event, please add BDN information including bunkered quantity. Some bunkering parameters in
the fuel analysis report might not be made available to you from the supplier until after you have input the
initial bunker amounts in DRS3. Once received, please revisit the bunker event in DRS3 and add the missing
information, then re-validate and re-send the report to shore.

Bunkers, ROBs and mixed BDNs from the bunker event will later be available and used to report consumption
in any future DRS3 event. Once the ROB from a new or mixed BDN is fully consumed (ROB per BDN = 0mt), the
BDN item will disappear and not be available for consumption reporting anymore.

Status of bunker history and BDNs with ROB > 0mt is available in the BDN menu in DRS3, see below.

Note!

• Please add 1 Bunkering event per BDN/fuel grade bunkered.

• There are 3 options available for where the bunker was added, see below. If mixing is done a new BDN
item name will be created that later can be used for reporting of consumption.
• Lube oils received should also be added in the Bunkering event
• In the bottom of the initial settings, the initial ROB will be summed up. Please make sure the ROBs in
DRS3 correspond to what you have on board.
• If there is an unpumpable amount of a BDN, please use the sounding correction event to set the
“ROB = 0” for this BDN and the option will disappear for consumption reporting.

The notation of HS, LS and USL fuels are according to the current customary global standards and might
not comply to local variations. Anyhow, the Sulphur content for the BDN that have been selected for
consumption in each event will be included in the report sent. This will ensure that compliance with any
HS/LS areas should be possible to confirm regardless of the notation by the system.

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Guidance on Reporting Procedure

Fuel added to empty tank(s)

• All quantity is added to empty tank(s) & will create a new separate BDN (right panel)

Fuel added to both empty tank(s) and tank(s) with leftovers

• Total quantity is added to empty tank(s) and top-up
o Will create new separate ‘Virtual-BDN’ (name easy to understand) for the empty tank.
o Will transfer earlier BDN, from top-up tank, into a combined ‘Virtual-BDN’ (name easy to
understand) for the mixed fuel.

Note that the original BDN information is still stored separately in the DRS format.

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Guidance on Reporting Procedure

Fuel added to tank(s) with leftovers

• Total quantity is added as top-up
o Will transfer earlier BDN into a combined ‘Virtual-BDN’ (name easy to understand) for the
mixed fuel.
o For adding of Bunkers to more than 1 non-empty tanks, use “+” symbol to add additional tank

Note that the original BDN information is still stored separately in the DRS format.

Warnings/validation errors
Warnings can be of three different levels of severity.

“!” Blockers need to be fixed before continuing.

Critical errors should be fixed before continuing.

Other warnings may be bypassed and will not mark

reports as “invalid” (see also below).

To send reports with warnings, please click the “I Acknowledge” box and add a remark before Saving/Sending

report. Continue doing the same with reports that display warnings.

Goal should be to have none or as little warnings/errors as possible in a report that is sent to shore.

Please make sure all validation errors are carefully checked and resolved before sending the report.

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Guidance on Reporting Procedure

EU MRV/IMO DCS (SEEMP II) mandatory events

EU-MRV & IMO
Event Remarks Event Group
DCS Mandatory
BOSP Beginning of Sea Passage x

Noon (At Sea) x

EOSP End of Sea Passage x

Begin Stoppage x

At Sea
Noon (At Stoppage) x

End Stoppage x
Outside ECA, switching fuel before entering
Begin Fuel Change Over x
ECA or After exiting ECA
Outside ECA, switching fuel before entering
End Fuel Change Over x
ECA or After exiting ECA
Drop Anchor x

Heave Anchor x

Maneuvering
E.g. when Maneuvering, at Anchorage or
Noon (Maneuvering) x
Drifting
Begin Waiting/Drifting x
When drifting at Sea, should be submitted
between EOSP and BOSP.
End Waiting/Drifting x

Departure To pilot station or anchorage/drifting x

Noon (In Port) x

Arrival From pilot station or anchorage/drifting x

Begin Shifting Berth x

In Port

When Shifting berth (to new or same berth)

End Shifting Berth x

Bunkering x

DeBunkering x
At Berth, Anchorage, Drifting area
Sounding Correction x

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