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20210622 Safe Seas Ireland AOM User guide on SSN V4 Updated Hazmat

SafeSeas Ireland

AOM User Guide on SSN 4

Changes


Department of Transport

1. Background .................................................................................... 3

1.1. Document Purpose ........................................................................ 3

1.2. Document Audience ...................................................................... 3

1.3. Overview ......................................................................................... 3

2. Login Page ...................................................................................... 4

3. Port Notification ............................................................................. 6

4. Health .............................................................................................. 7

5. Security ........................................................................................... 8

6. Waste (MARPOL) ............................................................................ 9

7. HAZMAT ........................................................................................ 10

Importance of Hazmat Reporting ........................................................................................ 10

Hazmat Reporting ............................................................................................................... 10

Central Hazmat Database (CHD) ........................................................................................ 13

8. Additional ..................................................................................... 14

9. Creating a Departure .................................................................... 15

10. Useful Tips .................................................................................... 16

11. Changes Introduced .................................................................... 18


1. Background 1.1. Document Purpose

The purpose of this document is to clearly set out the changes implemented within the

SafeSeasIreland (SSI) pre-arrival process as part of the project to bring SSI in line with version 4 of

EMSA’s SSN specification. The changes are described in terms of their impact on an end-user.

1.2. Document Audience

This document should be read by Agents, Owners and Masters (AOMs) that use SSI to record pre-

arrival information.

1.3. Overview

The European Communities (Vessel Traffic Monitoring and Information System) Regulations 2010

(S.I. No. 573 of 2010) as amended (refer to No 573 for details of amendments) transposes into Irish

law the requirements of Directive 2002/59/EC of the European Parliament and of the Council of 27

June 2002, as amended, establishing a Community vessel traffic monitoring and information system

(SafeSeaNet). The Regulations establish “SafeSeasIreland” (SSI) as the maritime information

exchange system comprising a data exchange network and a standardisation of the main

information available on ships and their cargo in Ireland.

SSI has been developed and deployed in compliance with the Directive and it facilitates the

exchange of messages between Irish maritime authorities, authorised users and other member

states. SafeSeasIreland is administered by the Marine Survey Office of the Department of Transport,

Tourism and Sport.

Version 4 of the SSN messaging framework, which facilitates the further integration of Member

States' systems, introduced a number of changes that needed to be reflected within SSI. The look of

the application has also changed with additional data checking at the page level so issues are flagged

before you progress further through the pre arrival. This document details the changes that impact

AOMs with respect to their current usage of SSI. Screenshots are provided to highlight the changes.

http://www.irishstatutebook.ie/eli/isbc/si2010_551-600.html


2. Login Page

On Login the first page contains the same links as have always been there. Click on Pre Arrival or

New Pre-Arrival to begin creating your Pre Arrival

The first screen you see has a field to choose the Vessel and the Arrival Port. It also shows you any

draft Pre Arrivals for your Company, limited to one month which is calculated as follows: - Pre

Arrivals that have an Arrival ETA after current date minus 1 month e.g. if today is 10/2/2020, the

draft screen would should show all your companies Pre Arrivals with an arrival ETA after 10/1/2020.

You can see a fuller list by using the tick box

Please use IMO number of the vessel, rather than the name, to ensure you are picking the correct

vessel. Type the IMO number in the Vessel box and click on the magnifying glass. The search will

return the vessel name in a dialog box.


Click on the vessel name and the box will disappear and the vessel name has now populated the

Vessel box. Click in the Arrival Port box and start typing either the name or LoCode of the port of

arrival and a dropdown will appear with the correct LoCode. Click on the LoCode (in blue in the

picture below) and click on Next


3. Port Notification

On this page any field with a red asterisk * is a required field. There is now validation on the fields so

if there is an error on the page it will either be flagged as you move through the fields or when you

hit Save or Next at the end of the page. You can see in the image below that there is a number 1on

on the title of the page. This indicates that there is an issue with some of the information on the

page, either it is missing or it is not correct.

Besides the look of the page the main changes are the Call Purpose codes, which no longer have all

nine fields visible. Only one is visible and you can add as needed up to a maximum of 9. The only

extra information requested on the page is a tick box to say if any stowaways have been found on

board


4. Health

This is a new page where you attach your maritime declaration of health. Per Marine Notice 06 of

2020 this attachment is mandatory so you must attach the document to here to complete your pre

arrival.

When this declaration is no longer mandatory, changes will be made to the page to reflect this.


5. Security

The look of the page has changed and we now require the Company Security Officers details where,

in the past, it was the Ship Security Officer’s details. One thing to note is that Contact Number and

Fax fields will only take numbers so please don’t put + or () in these numbers. You will get an invalid

data warning if you do.

Note: The Port Facility Code for Previous Port 1 is not pulled in so will always need to be typed in.

The previous ports 2 to 9 are populated with information from within SSI, so for Scheduled services

there should be minimal changed needed here. For less frequent services the ports will most likely

need to be updated/amended. You can use the up/down arrows beside the port names to move the

lines up and down.



6. Waste (MARPOL)

As is currently the case all ships must fill in the Last Port Delivered, Waste Delivery Status and Last Delivered date.

If a vessel has an exemption no further waste information is required on this page. For all other vessels waste must be provided. If the ship is delivering “All waste”, fields highlighted below must be filled in

If delivering “Some” or “None” waste the fields highlighted below must be filled in

When you have completed the waste information the two tick boxes at the end of the page must be ticked to enable

you to move onto the next page



7. HAZMAT Importance of Hazmat Reporting

Accurate reporting of HAZMAT information facilitates the: i. identification of cargoes and their characteristics, ii. appropriate handling, segregation and carriage, iii. response to accidents if location of Hazmat is easily identified, iv. accommodation of ships in need of assistance at places of refuge, v. risk assessments in ports and waters under the jurisdiction of a Member State, vi. collection of reliable statistics on accidents involving ships carrying dangerous and

polluting goods.

Hazmat Reporting The Hazmat page contains information relating to Hazmat. If the vessel is coming from a non EU port and there is Hazmat on board the “Is Hazmat present” tick box must be ticked. This will expand out the page.

On the expanded page you must provide 24-hour contact details and enter the Hazmat details,

either line by line or as a spreadsheet import.

To add one line at a time, click on Add DPG Item and choose the required options from the drop-

down lists in each field. If a field is not required for the DG classification you have picked those fields

will be greyed out. To delete a line, click on the trashcan at the end of the line.

To use the spreadsheet upload function first download the Hazmat Data spreadsheet template. An

excel spreadsheet will be downloaded for you and data can be typed or copied and pasted (if in the

correct format) into the spreadsheet. The spreadsheet is arranged with the fields that must be filled


in for all classifications in columns B to E, followed by the fields that must be filled in for some of the

classifications.

Please note this template must be used as it has been formatted to read correctly into SSI.

Attempting to read other spreadsheets into SSI will lead to errors.

When the spreadsheet is complete go to SSI and choose Hazmat Data Upload via Spreadsheet

Brows to the location of your saved spreadsheet and click on open. The data will be read into SSI.

Click on Validate DPG to ensure all the data is correct. If there is an error in the data it will be highlighted and must be corrected to continue.


When the errors are corrected click on Validate DPG again and you will get confirmation that all the Hazmat data is valid

Note: uploading a spreadsheet will override any Hazmat lines that already exist whether entered as a single line or previously imported from a spreadsheet. If you need to add extra hazmat to an already uploaded spreadsheet update your spreadsheet with the new line and reimport. You can also clear all the lines you have entered by clicking on Clear all.


Central Hazmat Database (CHD) EMSA have developed a Central Hazmat Database (CHD). This database should be referred to by SSI users responsible for inputting HAZMAT cargo details into SSI for pre-arrival and pre-departure messages.

Application location: Central Hazmat Database

User name – CHDguestuser

Password – EMSAchdguest1

The basic functionalities of the CHD include:

• viewing and searching for details of dangerous and polluting goods, using either a general textual search or a step-by-step approach,

• filtering and managing the resulting list and details,

• exporting the results of searches in different file formats,

• downloading the full content of the CHD relevant to SafeSeaNet reporting,

• viewing the history of changes to the details of dangerous and polluting goods, and

• receiving e-mail notifications advising of changes to the content of the database.

The CHD User Manual and other related documentation can be downloaded directly from the ‘About’ page of the application.

http://www.emsa.europa.eu/related-projects/reporting-of-hazmat-in-safeseanet.html


8. Additional

This new tab is the area where you supply information that had been supplied at the end of the old

HAZMAT\Additional screen. We are not requesting extra information.

This is the last tab on the pre arrival and here you have the option to

Previous – Go to the previous page

Save – Save the details for this tab and remain on the page

Save & Close - Save the details for this pre arrival and close (NOT SUBMIT) the pre arrival

Submit - Save the details for the prearrival and SUBMIT and close.



9. Creating a Departure

Click on Departure and the Create New Departure page opens

This page shows you both Pre Arrivals that have draft Departures against them (it says Edit in the Departure column)

and Pre Arrivals that have no Departure (it says Create in the Departure column), for your Company. To see pre

arrivals from all users click on the tick box. To create a Departure find the Pre Arrival from the list and click Create.

The Departure contains the same Hazmat functionality as the Pre arrival page - see section 7. Hazmat

An agent can see their draft Pre arrivals from the Pre Arrival page or the History Page, and their draft departures

from the Departure page or the History Page.



10. Useful Tips

1. Login Details–

Each individual user of SSI needs to have their own login and needs to provide accurate

contact details. This is for accountability purposes. If someone uses another person’s login

the person with the login is directly responsible for whatever is entered into SSI

If a new user requires a login please contact [email protected].

2. When entering a vessel always start with the IMO number –

The IMO is unique to each vessel and is the only detail of the vessel which will never change.

If you enter an IMO and the vessel does not appear please contact [email protected]

to enter the vessel into the SSI database.

If the vessel shows up under another name the vessel details may need updating on the SSI

database. Again please contact SSI Support.

3. Ensure all information is correct before moving on to next page –

SSI pre-populates information from the last time the vessel was entered into the system. A

vessel may have changed flag since it was last entered therefore it is important you ensure

current vessel information (i.e. MMSI and Call Sign) is showing.

Please also ensure correct agent contact information is entered on the pre-arrival form.

Agents need to be contactable in order to manually rectify any inaccuracies in pre-arrival

information.

It is also important that valid Security information is provided as a vessel may not be

permitted to berth without it.

If any information is outdated you must enter it manually.

4. When to report Hazmat –

If a vessel is arriving from outside of the EU the Hazmat information must be reported on

departure from the previous non-EU port...

If a vessel is departing with Hazmat you need to Create New Departure and enter the

Hazmat details.

Failure to report Hazmat is failure to meet your legal obligations as agent and may result in

penalties. For further information on Hazmat reporting please refer to the European

Maritime Safety Agencies ‘Guidelines on Reporting Hazmat’.

http://emsa.europa.eu/ssn-main/documents/item/2298-ssn-guidelines-on-reporting-

hazmat-v3-00.html

mailto:[email protected]

mailto:[email protected]

http://emsa.europa.eu/ssn-main/documents/item/2298-ssn-guidelines-on-reporting-hazmat-v3-00.html

http://emsa.europa.eu/ssn-main/documents/item/2298-ssn-guidelines-on-reporting-hazmat-v3-00.html


5. Choosing the arrival port

There have been a couple of instances reported where agents have experienced difficulty

after they choose their arrival port with getting the Next option to be available.

This issue can occur if you begin by typing IE into the arrival port box and the drop down

list that appears is white – see the example below

If this happens start typing the name of the port (instead of the Lo Code) and you should get

drop down for the port but this time in Blue – see example below

Click on the blue highlighted port and the Arrival Port box should be populated and the

green tick should appear confirming a correct selection and the Next button is available


11. Changes Introduced Section Field Description

Port Notification Call Purpose Codes Only one displays – others can be added as needed

Port Notification Stowaways New tick box to say if stowaways found

Health New Page New Page

Security Company Security

Details

Change from looking for Ship Security Officers details to

Company security Officer’s details

Security Contact Number

and Fax

Will only take numbers

Waste Waste line details Ships without exemptions must fill in waste detail lines

Waste Capacity and

Accuracy

New Tick boxes to confirm accuracy of data and capacity

Hazmat Additional Additional fields moved to their own page

Additional New Page The Additional fields that used to be on the Hazmat page

have been moved to their own page

Hazmat Hazmat Cargo New Structured data format introduced for inputting

Hazmat data. Input individual DPG item or upload data

in Spreadsheet using template provided on screen

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