February 2023

Welcome to Coach Onboard

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First Time Using the Program

You will find the program Coach Onboard with a shortcut on your desktop or in the
start menu. If it is the first time you start the program, please setup the program as
described below.

System Setup
1. Install the Coach Program.
2. Create one new folder named “Coach Reports” on your PC local drive
where your application data and noon reports will be saved.
3. Open “Coach Onboard”, either found on your desktop or in the start
menu. Then Click on the “Settings” button, which is seen in the lower
left corner. The settings window will now open.

4. Click on the “Reconnect” button and browse the folder “Coach Reports”
that you have created earlier. Make sure Coach folder path displayed on
the top should be “Drive Name\Coach Report.

Once you have Reconnected the “Coach Reports” folder, there will be four sub
folders “Data”, “Drop”, “Locks”, “Settings” will be automatically created under folder
“Coach Reports. Do not disturb this folder distribution.

5. Enter the IMO number of your vessel and the vessel name.

6. Enter fuel tanks names and select correct fuel grade from dropdown. Refer below
example of vessels having three fuel grades.

Tank#1 HSHFO

Tank#2 LSMGO

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7. Cargo Tab: Select cargo reporting scheme as Minimum.

8. Mail Tab: Select the Drop folder bullet, where the folder path will be automatically
linked to the “Drop” Folder inside the Coach Reports folder where your Coach reports
are automatically saved. Subsequently you will have to find and attach it to a mail and
send it to our system mail address:

reports@coachsolutions.com

Kindly note below points while sending the reports:

• There is no need to mark copy to any other mail address as the Coach reports are made
in special formatted xml files which are not readable to any other user. The coach
reports are only readable by our system mail address. So, do not copy to any other mail
address when you send Coach reports, just send only to our system mail address
reports@coachsolutions.com
• Do not write anything in mail body as the system email (reports@coachsolutions.com) is
an automated email system only to receive reports files and these mails are not read
manually.
• Do not mention reports types in mail subject or any other texts, the system will
• automatically recognize the report types. Just mention “Vessel Name” in the mail subject
for all the different reports.

9. FW & Lub. Oil Tab: Do not select anything in Lub oil and Fresh water section, as these details
are not required to be reported.

10. Tool Tab: This tab will be used to update vessel file at later stage.

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Coach Onboard Reports Types
The program Coach Onboard allows you to fill in the reports as described below and
when they are completed you must send the data to shore as described. It is very
important that there are no time gaps in the reporting because each report is linked
to the previous day report.
Therefore, once the first report is created in the Coach system you should continue
preparing and sending a new report every day. You are requested to send reports daily
while at sea or in port/anchor. The reporting scheme is divided into different “forms”,
i.e.

• Departure From Berth (issued at Berth depart time)

• COSP (issued at COSP)
• Position (issued at every Noon time at sailing)
• EOSP Report (issued at ship started reducing speed)
• Arrival At Berth (issued at arrival berth)
• Arrival At Anchorage/Drifting (issued at arrival anchor/drifting)
• Port/Anchor/Drifting/Stoppage/Off hire (issued at every noon time at
berth/Anchor/Drifting/Stoppage/Off hire)
• Canal/River Passage (issued at canal/river passage)

Coach Main menu view example

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Important points regarding data reporting
1. Date and Time reporting in Coach must be vessel Local time with selection of correct
Time zone.
2. ME, Aux, Boiler fuel consumption must be reported under Engine Tab as applicable
3. ROB of fuel grades must be updated under Remaining On Board Tab.
4. First next port details must be updated under Schedule and Agents Tab.
5. There should not be any time gaps in the reporting because each report is linked to the
previous day report and some fields are copied from the previous report.
6. Reports should not be deleted from Coach Main menu view unless required.

Examples of Coach report forms

Deck Tab

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Engine Tab

Remaining On Board

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Cargo Fuel Consumption
For Tankers: Please note you are required to report Cargo related fuel consumption in
the relevant fields, as per the consumer which is used. Accordingly, you have to report
cargo fuel consumed from aux engine and boilers for cargo heating, cleaning, inerting,
discharging in designated fields.

Follow below steps to activate cargo consumption fields:

1. Click on settings.
2. In the "Options" tab, scroll down under machinery installed list and select relevant items.
3. Now the selected fields will be available for reporting. Attached image for reference.

Note: Always first report total consumed under boiler and aux engines, then distribute
the cargo part of fuel consumed from these main consumers.

For Bulk Carriers: Please note you are required to report cargo hold cleaning fuel
consumption in the below field.

Cargo Cleaning (AE) - Part of aux engine fuel used for cargo hold cleaning.

Note: Always first report the total consumed under aux engines, then distribute the cargo
hold cleaning part of fuel consumed under Cargo Cleaning (AE).

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Report Review

The program will automatically review and validate the data entered in the report. In case
the data is incorrect or outside the valid limits, set by the program limit file, a report
notification will be generated on this tab.

Before sending a report and after having made all the necessary entries, all report
notifications must be reviewed on this tab.
Report notifications are made to all entries that are incorrect or out of range. Some
examples of report notifications could be:

• Observed/logged distance has not been reported.

• The observed speed (27.5 knots) is probably too high.

If some of the data entered triggers a notification, the entered data should be reviewed
and corrected if necessary, by the user, before the report is send. Corrections are done
by identifying the relevant field on the relevant tab and correcting that value. Once the
data is corrected, the report notification will disappear in the “Report Review”.

If the entered data entry is correct, although a report notification is made, you must enter
an explanation in the comment box. This is to give the operator and the COACH Team
an idea regarding the reason for that notification. It might be, that the vessel is
experiencing abnormal circumstances, or it might be that the limits should be changed.
Some examples of different notifications can be seen in the following, along with
comments:

• Observed distance has not been reported.

Comment: GPS is out of order.
• The observed speed (11.0 knots) is 2.0 nots lower than instructed speed (13.0
knots).
Comment: Weather conditions, opposite current.

It is mandatory to make a comment on report notifications that are not corrected or has
been corrected but is still outside the set limits. The user is to confirm notifications
before sending by clicking the “Confirm Notifications” button.

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Coach Reporting Sequence

Berth to COSP

Berth to Anchorage/Drifting

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Anchorage/Drifting to COSP

End of Sea Passage to Berth (If berthing on Arrival)

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End of Sea Passage to Anchorage/Drifting (Customary Anchorage/Drifting prior berthing)

From Anchorage/Drifting to Berth

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End of Sea Passage to Drifting/Stoppage/Off hire (In the middle of the voyage)

Drifting Cycle

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Canal Transit

From the End of the Sea Passage to Berth with a long river passage.

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Long River passage Cycle

From Berth with long river passage to COSP

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Short passage (Where the duration of passage from Departure to Arrival is less
than 12 hrs)

Deviation from COACH weather routing for crew change, taking spares etc.

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