V.SHIPS GREECE LTD.

Fleet Letter 06 November 2018

Number
MAR/066

2018

To: The Master - All Costamare managed vessels

Subject: V.SHIPS GREECE – ECDIS, Charts & Publications V2

Cc: General Manager – V.Ships Greece Ltd.,

Fleet Director – V.Ships Greece Ltd.,
Fleet Manager – V.Ships Greece Ltd.,
HSEQ Manager – V.Ships Greece Ltd.,
Crew Manager – V.Ships Greece Ltd.
Purchasing Manager – V.Ships Greece Ltd.
________________________________________________________________________________

This Fleet Letter should be read in conjunction with but not limited to:
 Fleet Letter - MAR_047.2017 - Publications to be Held Onboard
 VMS / Fleet Ops / 10.0 Information Systems
 VMS / Fleet Ops / 3.10.4 Distractions

This document supersedes and replaces Fleet Letter - MAR_028.2016 - ECDIS, Charts & Publications
and ALL communicated ADDENDUMS. As such, the aforementioned Fleet Letter and addendums are
now cancelled and must be withdrawn.

As you are aware, the transition to paperless is now complete. The main goals have always been and
still remain (a) ensure the seaworthiness of the fleet basis on the charts and publications being
updated, (b) have the fleet operating in the same manner and using the same tools, (c) Fleet
convenience and finally (d) control the cost.

Hence note the below chapters that aim to clarify details of what we intend to achieve and what is
expected from your end,

1. Fleet Status
The fleet is divided into three major groups, (A) those that are annually contracted for
AVCS/ADPs/eNPs by SEATEC/GNS, (B) vessels supplied with TADS (only) by TRANSAS and by GNS for
all others and (C) vessel that are supplied by SRH with AVCS/ADPs/eNPs and by GNS for all other
products. The annually contracted vessels are essentially vessels that the ordering approval process
has been automated, and the VCG approval involvement has been either minimised or fully
eliminated. The intention is to switch all TRANSAS vessels by the end of 2018 to group A i.e. handled
by GNS and basis annual contacts. Group C, i.e. SRH vessels, will remain with SRH for and will also be
contracted for AVCS/ADPs/eNPs.

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The below table illustrates present and planned fleet condition.

Annually Contracted AVCS ADP eNP IMO Other Charts /

Pubs Naut. Publication
Soft (hard
Pubs copies)
AREOPOLIS N GNS GNS GNS GNS GNS GNS
Will be contracted in 2018
ARKADIA Y GNS GNS GNS GNS GNS GNS
ELAFONISOS N GNS GNS GNS GNS GNS GNS
Will be contracted in 2018
ENSENADA Y GNS GNS GNS GNS GNS GNS
MAERSK Y SRH SRH SRH GNS GNS GNS
KAWASAKI
MAERSK KOBE Y GNS GNS GNS GNS GNS GNS
KOKURA Y SRH SRH SRH GNS GNS GNS
MAERSK Y GNS GNS GNS GNS GNS GNS
KOWLOON
KURE Y SRH SRH SRH GNS GNS GNS
MESSINI Y GNS GNS GNS GNS GNS GNS
MONEMVASIA Y GNS GNS GNS GNS GNS GNS
MSC METHONI Y GNS GNS GNS GNS GNS GNS
MSC NAMIBIA II N GNS GNS GNS GNS GNS GNS
Will be contracted in 2018
MSC PYLOS N GNS GNS GNS GNS GNS GNS
Will be contracted in 2018
MSC REUNION N GNS GNS GNS GNS GNS GNS
Will be contracted in 2018
MSC SIERRA II N GNS GNS GNS GNS GNS GNS
Will be contracted in 2018
NEAPOLIS N GNS GNS GNS GNS GNS GNS
Will be contracted in 2018
SEALAND Y GNS GNS GNS GNS GNS GNS
ILLINOIS
SEALAND Y GNS GNS GNS GNS GNS GNS
MICHIGAN
YORK Y GNS GNS GNS GNS GNS GNS
SEALAND Y GNS GNS GNS GNS GNS GNS
WASHINGTON
VENETIKO N GNS GNS GNS GNS GNS GNS
Will be contracted in 2018
ZAGORA N GNS GNS GNS GNS GNS GNS
Will be contracted in 2018
MICHIGAN N GNS GNS GNS GNS GNS GNS
Will be contracted in 2019

2. Deployment planning
The plan is to first change the non-contracted TRANSAS vessels to VOYAGER, then we will change the
presently contracted vessels to VOYAGER (all JRC equipped vessels and some with TRANSAS ECDIS).
Important notes are (a) TRADER will be activated for annual contract only after she is under hire (b)
MICHIGAN will be planned for paperless in Q1/2019 until then will use/update paper charts.

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3. AVCS Charts Managing Program.

Presently most vessels are using UKHO eNAVIGATOR, and very few are using UKHO Gateway.
After each vessel will be advised that an annual contract has been agreed we will instruct the vessel
to proceed with the installation of GNS VOYAGER, until then no software change is to be made from
the fleet. We repeat until we advise each vessel, you are not to change the AVCS managing/updating
platform.
The intention is to have all vessels switching to VOYAGER by the end of 2018 with the only exception
of the three K-Class vessels that will be using UKHO Gateway.
The fleet will proceed to change the AVCS managing program or update to a different version ONLY
after approved by the VCG regardless of what the vendors may suggest to the vessel.

4. Update DVDs
The fleet is provided often (abt every 15 days) with the update or base DVD that contains the entire
folio of your vendors. On exceptional cases the fleet may be presented with the following problem,
the licence that is activating a new chart that you need, is requesting a newer version of the chart
that is currently available. In these cases the vessel is to contact the VCG and it will be addressed on
a case by case basis.
The DVDs send by the office are to be installed (if you received more than one, then only the last
one) as they contain the latest available editions and corrections for all charts (activated for your
vessel or not). The same should be done for the ADPs/ENPs, ie update using the latest DVD.
Additionally, although the DVDs contain older weekly update than the one you have applied to the
vessel they are to be installed as they used as they contain new editions of AVCS.
Mailing of DVD will continue under VOYAGER as well.

5. AVCS orders
The contracted vessels will be making request for new charts or renewal of the existing and they get
the licences immediately as the orders are pre-approved.
For all vessels we need to mention that it is imperative to make sure that your chart orders are
controlled and you order what you need and only that. Simply because the fleet is contracted does
not mean you are not obliged to exercise your good judgment, similarly if the program suggests a set
of charts for a new rotation does not mean you are to request that. AVCS ordering is to be reviewed
by the Master before it is sent ashore.
By default the AVCS charts you order are to be for 3 months (some exceptions may apply as few
areas are sold basis annual fee).
In case the vessel has not received the keys within 48 hrs from the order, you are to communicate
with the VCG and advise about this fact, as to push this from our end.

6. Annual Contracts
For the contracted vessels the relevant POs are not to be switched to RV but should remain PD until
the final invoice is received near the end of the active contract. At that point, the VCG will create a
new PO for the next year and advise the vessel to switch the old PO to RV.

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7. TADS/C-MAP/etc
Only after the VCG advises each vessel to install GNS VOYAGER and this is – successfully installed,
updated and operated – said vessel is to collect other vendors DVDs that we have been discontinued
using, (for example TRANSAS TADS), unrelated to you current ECDIS setup, are to be placed to a box
and transferred to vessel’s archive. They are to be appropriately labelled and remove the same for
the relevant DVD list you maintain.
However User manuals for the ECDIS equipment, specific software updates to the ECDIS (such as the
JRC ECDIS PL4.0, the TRANSAS AIO patches, or the TRANSAS MNS 34) are to be kept accessible and
recorded in the relevant DVD list.
We will be advising relevant vendors not to send more DVDs as you will be receiving the same from
GNS.

8. Corrections & Updates.

The fleet is expected to obtain ECDIS corrections via email using GNS VOYAGER / UKHO GATEWAY, if
you are not requesting / receiving corrections every week, please immediately liaise with the VCG
for guidance.

The fleet is to be cautious and vigilant when corrections or other changes of the ECDIS are applied.
Do not assume that simply because you updated the ECDIS correctly, following the correct steps,
everything is indeed correct. Observe and be alarmed for inconsistencies that are not expected and
if abnormalities are observed communicate this to the correct support team with the VCG in copy.

The Fleet is to have one designated USB key that will be used EXCLUSIVELY for the transfer of files to
and from the ECDIS. Said USB key is NOT to be used for any other job and/or any other files.

9. Weekly Correction Update Report

Previously the fleet was sending the weekly correction of the ADPs / eNPs / AVCS or TADS to GNS
and/or the VCGs. Since the fleet has built up adequate experience this practice will no longer be
needed, hence no files are to be sent ashore. The fleet however is to keep doing the same, and to
maintain a digital folder onboard clearly identifiable between the different items i.e. either there will
be one folder for each item (ADP Main PC, ADP Backup PC, eNP Main PC, ENP Backup PC, ECDIS
main, ECDIS secondary) that will contain each weekly correction or there will be one folder for the
six items per week. In any case each the weekly corrections are to be easily traced and available
upon request by Authorities/ Flag Administrations /Classifications and other interested third parties.

As such for,
A-ADPs : Once the update is completed you will be able to Preview or Print (as PDF) the certificate .
B-ENPs : ADMIRALTY eReader > Tools> Certificates > Generate > Save or Print (as PDF)
C-TRANSAS TADS: Chart Assistant > Table > Reports > All Installed Chart Status Report > Export
D-GNS AVCS: As JRC does not offer to export the logs thus a photograph needs to be taken. After the
update is complete, from within the ECDIS Chart Portfolio click on the tab S-XX System Chart and
take one photograph of the screen. There is no need to scroll down.
Furthermore, the fleet should also maintain and update as required the NP 133C Admiralty ENC
Maintenance Record.

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10. AIO
The fleet to ensure that AIOs are not overlooked, as they are in practice replacing the T&P
corrections, and are mandatory. The user must review the relevant message/photo of the AIO and
for those that are affecting the route of the vessel, a manual correction must be entered.
ALL officers should be able to do and demonstrate their ability to apply this correction.

11. UKHO README File

On each NTM that is published by UKHO, under section VIII Updates to ADMIRALTY Digital Services
and para C there is a link for the README file. This file that must be checked as per UKHO each time
the ECDIS is updated, contains short term information of immediate navigational significance that
taken into account for the passage planning and execution.
This practice must continue and the same to be filed in NP 133C under Section 5 - "Important Service
Notices”

 GNS VOYAGER
The README.txt file is contained within the Export folder,e.g. M01X01, emitted from Voyager when
performing the export process to update the required ENC in the ECDIS machines.
This file is also available in the AVCS Base DVDs, within the descriptive folders V01X01.
Please note that this particular file can not be accessed in Voyager directly, or from within the data
path of Voyager or any other path that is Voyager oriented, it can only be viewed during the
exporting process.

 UKHO GATEWAY
The README file is included in every exchange set (updates) that master's onboard extract from the
Admiralty Gateway software or any other chart management software during weekly or manual
updates .
Inside the folder containing the updates to be applied in ECDIS it is included this Readme.txt file
which can be used for informing masters for the NTMs published.
The README.TXT file is available in the ADMIRALTY Gateway "export to ECDIS" wizard. Master shall
open the file by clicking on the relevant button once the wizard opens.

 UKHO eNAVIGATOR
The README file is included into the export files from the eNavigator. It can be located in the folder
"V01X01/ENC_ROOT" and can be opened with every standard text program. This file can also be
found on every AVCS Base DVD or AVCS Update CD. There it is also located in the folder ENC_ROOT.

 TRANSAS NAVIPLANNER
For AVCS this file is included to each new UKHO license but the Navi Planner does not provide the
weekly “Read me” file. For said vessels, the information was communicated by the NTM via ERACLEA
and the VCGs were sending the file weekly too. However as soon as the TRANSAS vessels are
transferred to GNS VOYAGER with ERACLEA being discontinued, the info will be accessible via
VOYAGER, until then the vessels and office will continue as is.

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12. Officer’s knowledge.

We have established that all officers are proficient with the use/update/activation of all programs
(eNPs/ADPs/IMO eREADER/ UKHO GATEWAY /GNS VOYAGER) and it is important to maintain the
same familiarity moving forward amongst all your officers. We are simply re-iterating that it is the
Master’s responsibility to ensure that all Navigating Officers must properly trained, ready and fully
familiar with the use of all relevant platforms before assigning to them Navigational duties.
Any relevant training should be recorded to SSTRB and other logs as per VMS requirements.

13. ADPs & eNPs

For the contracted vessels, the ordering procedure of new ADPs/eNPs is to be done only via the
relevant programs GNS VOYAGER / UKHO GATEWAY.
Vessels that are not contracted yet or will not be contracted are to use the usual method of
serialised emails to the VCG. i.e. 01/2018 , 02/2018, etc requesting to activate ADPS areas or activate
eNPs publications until then.
All ADPs/eNPs are to be activated in to two separate computers, at the bridge but not the Charterers
reporting laptops. This arrangement is a requirement of your Flag Administrations amongst others,
for example for Liberia it is in NAV-001 para 1.7/1.8 and for Malta in Technical Notice SLS.12
(aforementioned Administration documents are provided for reference only and may change while
this F/L is active).

14. IMO Publications

All vessels have been provided and use IMO eREADER for all IMO publications. IMO publications for
all vessels are to be requested basis the usual method of serialised emails to the VCG. i.e. 01/2018 ,
02/2018, etc requesting to activate said publications.
All new editions of IMO Publications that supersedes the version you have on-board is to be ordered
from this point onward digitally only and to be available on the same computers you have installed
the ADP/eNPs ie two separate installations.
The only exception to this arrangement will be the 3 volumes of the IMDG Code, for which we will
provide in hard copy only and in this regard the fleet needs to clearly advise the VCG.
It is not the intention of the VCG to replace all IMO publications with the digital equivalent; the plan
is to replace only those books that have new editions available or new books that did not exist
before and are part of the publications we supply.

IMO has delegated the support of the software to WETHERBY BUT the fleet will be addressing all
support matters for IMO eREADER to GNS and NOT to Witherby Technical Support. Hence, we
repeat for our fleet IMO eBooks issues will be supported by GNS GR with the VCG in copy.

15. Other Publications

Publications that are not available digitally via the UKHO or IMO are to be requested by the fleet in
the usual method i.e. via email to the VCG and serialised. Examples are the CFRs, ICS publications,
ITU publications (although they are in DVD only nowadays), , etc.

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16. Order Emails

All emails request should be serialized per year. (i.e. the email subject should be: “Sealand Illinois -
Charts and Publications Request No. 001/2018”, “Sealand Illinois - Charts and Publications Request
No. 002/2018”, etc…).
Be EXACT and PRECISE about what you need in your orders. For example when the fleet has the IMO
designation code available as per the first column of SAF18, you are to include this in the order too.
Unless for safety reasons and/or new trade of the vessel, the fleet is limited with publication
request via email to the VCG to once per month. The practice of asking one book per order will stop
and the target is to make one larger order per month with what you need.
The main body of the email should be as follows (QUOTE-UNQUOTE):

---QUOTE---
Dear Sirs good day,

Please find below our Charts and Publications Request No.001/2018.

Charts: (reminder: only for as long as the vessel is not certified as paperless)
1. BA 813 - Colombo to Sangama Kanda Point – Ed. Aug 2009
2. AUS 130 - Approaches to Port Adelaide - Ed. Jun 2008
etc..

Publications (paper)
1. NP 133 ENC correction catalogue Ed 2014.
2. IMO 210E / IMDG Code, 2018 Edition Amendment 39-18 / IK200E

Publications (electronic)
1. eNP 100 Mariners’ handbook, 11th Edition 2016 (eNP)

etc
---------------------------------------
Kind regards,
Capt. XXXXXX XXXXXX
Master of SL Illinois
---UNQUOTE---

17. ERACLEA
The fleet is provided with ERACLEA, that fulfils the following needs (a) chart corrections of the
vessels that still have paper charts as the main navigation tool (b) all the vessel are being provided
with the complete set of global navigational warnings and (c) as for the paperless fleet to receive
weekly updates for Ch. VIII Admiralty Digital Services.
Upon installation of GNS VOYAGER the need for ERACLEA will cease to exist as the navigational
warnings are provided via VOYAGER and in this regard the fleet is not to request any reactivation of
the program and uninstall the same for the BRIDGE computers.

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Until then, for any issues with ERACLEA, please address the same to SRH directly with the VCG in
copy.
Notable exceptions to the above rule are vessels that are not paperless yet (e.g. MICHIGAN) and/or
vessels not using GNS VOYAGER. For those vessels, you are to continue using ERACLEA normally and
if the license expires, you are to request for a renewal/enrolment certificate by SRH directly, with
the VCG in copy as to approve the cost.

18. Technical support.

For GNS software technical problems (software errors, problem during program updates, etc for
eNPs/ADPs/ IMO eREADER/VOYAGER), the fleet should communicate directly with GNS
(gr.customerservices@gnsworldwide.com) with the VCG in copy.

GNS Greece 24 hr EMERGENCY phone is 00302164005000 / 00302164005090. This phone number is

to be used directly by the fleet in EMERGENCY cases only and not for regular business matters. This
is not the technical support phone but the emergency contact of GNS Greece and upon you
notification they will contact the relevant person.

For SRH/ERACLEA software technical problems (software errors, problem during program updates,
etc), the fleet is authorised to communicate directly with SRH (echarts@srhmar.gr) with the VCG in
copy.

Hardware technical support for your TRANSAS ECDIS will be provided by the International Service
helpdesk service@transas.com and keep the Greek office of Transas hellas@transas.com and the
VCG in copy.

Software technical support for your TRANSAS ECDIS will be provided by the International Charts
helpdesk chart@transas.com and keep the Greek office of Transas hellas@transas.com and the VCG
in copy. Keep in mind that

For Hardware problems of JRC or SAM Electronics ECDIS, please address this to the VCGs.

In any case the fleet must be specific and provide adequate details/information as to allow the other
side to understand the nature of the problem.

19. Ship’s Hardware Systems

It is imperative to make sure all personnel on board – and the navigation officers above all –
understand that the computer systems with the aforementioned software installed, are practically
parts of the navigation equipment and not regular computers that we can install unauthorised
software.
We understand that we are not all computer experts, nor it is the Master’s job to be looking into
what is installed on each computer, this is not what is expected from you. What is expected is to
advise your officers not to install unauthorised software to computers that are provided for a
specific tasks noting that PSC and Flag Administrations will be heavily interested in these systems
moving forward.

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These two computers (MAIN/BACKUP) are to be updated with SOPHOS and scanned every other
day. The two bridge computers are to be powered/protected by UPS, as this is Flag requirement
basis previously advised chapter. Said UPS is to power only the PC tower and screen and nothing
else. Additionally the Maltese Administration is expecting at least one of the two computer to be
supplied by the emergency power circuit board, however this is to be implemented to all our vessels
irrespectively of Flag.

20. Digital Material safekeeping

The vessel is to catalogue the available DVDs and attach it as appendix to SAF18 with the
responsibility and safekeeping to be assigned to the Masters.
This should include – but not limited to - eNP, ADPs, ECDIS, email software, ShipSure, VMS, windows
installation DVDs, Sophos, Marlins, Seagull, loading programs, Charterers Programs, Form Manager,
SPOS, MAPEX etc. Passwords for all computers, passwords for programs, activation keys for software
are also to be kept in a separate catalog, secured in Master’s safe.

21. V.Ships Books, Flag Administrations Logs and general books

The vessels are requested to place orders (via POs in S/S under budget account 5411100) for the
supply of VShips publications, Administration log books and general books once every 6 months i.e.
H1 around January and H2 around June, assuming one month of delivery time from your order.
In this regard there can be three different POs per half, one for V.Ships items, one for Administration
items and one for general items.
The expected subject of said POs will be “VShips Logbooks and forms H1 or H2/2018”, “Flag
Administration publications H1 or H2/2018” and “General Stationary logs H1 of H2/2018” and the
requested items must be adequately and clearly described, noting that orders or items that are not
as advised will be cancelled.
For example,
 if you need the V.Ships deck log you are to request “V.Ships Deck log book, SAF20”
 if you need the V.Ships garbage record books you are to request “V.Ships Garbage Disposal
Record Book, SAF14”
 if you want the Liberian ballast logbook, you are to request “Liberian Ballast Water Record
Book, RLM-124”
 if you want the Liberian ORB part I, you are to request “Liberian Oil Record Book (Part I),
RLM-121”
 if you want a generic bell book you are to request “Generic Bell book”
 if you want the Maltese deck logbook, you are to request “MALTESE SHIPS OFFICIAL LOG
BOOK”
 etc

The vessels are expected to place pragmatic quantities for the next 6 months, evidently inflated
orders will result in the PO to be cancelled. Note that LISCR is providing all publications in sets of 10
with the only exception of RLM120 that is in pairs, order basis this fact.

22. Various
 It is important for the vessels to keep the folios within GNS VOYAGER / UKHO GATEWAY
clean and tidy. Items that are no longer on board - with the paper charts previously used for

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navigation being the best example - for paperless vessels should be removed from the
relevant catalogues of GNS VOYAGER / UKHO GATEWAY.

Please ensure that the content of this Fleet Letter is discussed with your colleagues on board and
recorded as such in the first on-board Management Meeting.
Finally, confirm to your Vessel Control Group that you have read and understood its contents.
Should you have yourself in doubt we will be more than happy to assist you in case you need any
clarifications and/or feedback.

Captain A. Theiopoulos
Operations Manager
V.Ships Greece Ltd.

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