Singtel Maritime Mail System

@SingTel Version 3.3

User Guide

eNOAD

Version 1.1

@SingTel Version 3.3

User Guide – eNOAD Version 1.0

REVISION HISTORY

@SingTel Version 3.3

User Guide – eNOAD Version 1.0

TABLE OF CONTENTS

1 Overview 4

2 eNOAD 4

2.1 Notice of Arrival 5

2.2 Notice of Departure 5

2.3 Changes to the Existing eNOAD 5

2.4 eNOAd application (by USCG) 5

2.5 eNOAD Management Module (Singtel version 2.0) 5

3 Enoad management module 6

3.1 How to Start 7

3.2 Create New eNOAD Entry 7

3.3 Enter details 10

3.4 Saving eNOAD details 11

3.5 Saving the entry as another entry (Save as function) 13

3.6 Open an existing entry 15

3.7 Load from previous 17

3.8 Validate 19

3.9 Validate and Send 22

3.10 Import Crew List 25

3.11 Export Crew List 28

3.12 Exit 30

3.13 Configurations 31

3.14 About us 33

1  Overview

This document aims to guide the users in using the eNOAD application for electronic Notice of Arrival/departure US ports generation and sending to USCG (United States Coast Guard).

2  eNOAD

The United States Coast Guard (USCG) requires all vessel's entering or leaving US ports, CARICOM countries (listed below) or at St. Lawrence Seaway must report their arrival and departure notice electronically at least 96 hours prior arrival or departure

CARICOM Countries

·  Antigua & Barbuda (AG)

·  Bahamas (BS)

·  Barbados (BB)

·  Belize (BZ)

·  Dominica (DM)

·  Grenada (GD)

·  Guyana (GY)

·  Haiti (HT)

·  Jamaica (JM)

·  Montserrat (MS)

·  St. Kitts & Nevis (KN)

·  Saint Lucia (LC)

·  St. Vincent & The Grenadines (VC)

·  Suriname (SR)

·  Trinidad & Tobago (TT)

2.1  Background

Prior to September 11, 2001, ships or their agents notified the Marine Safety Office

(MSO)/Captain of the Port (COTP) zone, within 24 hours of the vessel’s arrival via telephone, facsimile (fax), or electronic mail (e-mail).

Due to the events of September 11, 2001, the USCG’s National Vessel Movement Centre (NVMC)/Ship Arrival Notification System (SANS) were set up, as part of the U.S. Department of Homeland Security (DHS) initiative. Also, as a result of this initiative, the advanced notice time requirement changed from 24 hours notice to 96 hours notice (or 24 hours notice, depending upon normal transit time). The NOAs and/or NODs continued to be submitted via telephone, fax, or e-mail, but were now to be submitted to the NVMC, where watch personnel entered the information into a central USCG database.

Effective June 6, 2005, all cargo vessels (October 2005 for cruise ships) are required to submit NOAs, NODs, and/or Advance Passenger Information System (APIS) electronically, per CBP.

Therefore, the e-NOA/D is now a required method of submission to meet USCG and CBP requirement. The one-stop notification method, the e-NOA/D eliminates the need to submit the same information multiple times to multiple agencies.

The Electronic Notice of Arrival/Departure (e-NOA/D) provides the means of fulfilling the arrival and departure notification requirements of the USCG and Customs and Border Protection (CBP)

2.2  Notice of Arrival

The Coast Guard and Customs and Border Protection (CBP) require vessels to submit crew, passenger, vessel, voyage and cargo information for safety and security purposes and for the enforcement of U.S. immigration, import, and export laws, prior to arrival in a U.S port or place by means of a Notice of Arrival.

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2.3  Notice of Departure

When a ship leaves the US for a voyage to a non US port it must submit a Notice of Departure to the US Coast Guard. A notice of departure is required only when a vessel leaves for a non US destination and not for a US port to US port voyage. The Notice of Departure will be copied to the US CBP.

2.4  Changes to the Existing eNOAD

Each arrival or departure notice contains a unique identifier. The Notice is to be sent by email to the US Coast Guard and they will use the identifier to report the result of the submission. Changes to the arrival form can be submitted by means of a change notice. This change notice must contain the same Identifier as the original notice of arrival.

Do not submit a notice of change in the following situations:

·  The estimated time of arrival or departure reported in the original e-NOA/D changed

·  less than 6 hours

·  The vessel’s location or the position of the vessel at the time of submitting the e-

·  NOA/D changed

·  Any crewmember’s position or duties on the vessel changed.

2.5  eNOAd application (by USCG)

The United States Coast Guard (USCG) has developed the Electronic Notice of

Arrival /Departure (e-NOA/D) application, this application is accessible via the World Wide Web (WWW). Due to limited/very/expensive vessel connectivity to internet, this application usually used by vessel’s administration party on shore, it may not be cost effective when used on vessels.

2.6  eNOAD Management Module (Singtel version 3.3)

The @SingTel Version 3.3 application can be used as an alternative to online web application setup by USCG. The system allows ship users to complete the forms, generate eNOAD and submit to , in very cost effective manner. The ship not required to be connected while completing the eNOAD forms, ship only establish connection, when eNOAD forms has been completed and ready to Send.

3  Enoad management module

The @SingTel version 3.3, provides below listed forms to generate eNOAD:

1.  Vessel and Voyage Information

·  Notice Details to RELOAD previously sent forms

·  Voyage Information

·  Vessel Detail Information

·  Vessel Location Information

·  Document of Compliance Certificate

·  Operational Condition of Equipment

·  24 Hours Point Of Contact Information

·  Safety Management Certificate

·  Arrival Information

·  Last Port of Call Information

·  Departure Information

·  Crew qualified to meet 46 U.S.C Secs 3507, 3508

·  Vessel NTVRP Information

2.  ISSC and Last 5 Foreign Ports

·  International Ship Security Certificate

·  Company Security Officer (SCO)

·  Last 5 Foreign Ports / Places Visited

·  LongShore Work (INA Section 258 Exemption)

3.  Crew List

·  Crew Info

·  Residence

·  Identification

·  Embark Information

·  Debark Information

·  LongShore Work

4.  Non-Crew and Passenger List

·  Non-Crew Info

·  Residence

·  Identification

·  Embark Information

·  Debark Information

5.  Cargo and CDC List

6.  Reporting Party

·  Reporting Party Entry Screen

·  Vessel Location

The e-NOA/D generation module provides an easy-to-use and efficient method for reporting the vessel arrival and/or departure information required by the USCG and other Federal agencies for vessels visiting U.S. ports. The system will enable an e-NOA/D to be submitted directly to the NVMC.

The system provides a means for managing and storing recently submitted company, vessel, personnel, and arrival information. Additionally, this e-NOA/D generation module allows a previously submitted e-NOA/D to be updated and a partially completed e-NOA/D to be saved and submitted at a later date. Utilizing these features makes completing and submitting subsequent e-NOA/Ds faster and easier.

Once the e-NOA/D is completed and submitted via the Web, the data is sent automatically to the NVMC, where it is reviewed for completeness.

When it is determined that the e-NOA/D is complete and it is validated by the NVMC, the information is entered in a central USCG database. An e-mail message confirming receipt of the e-NOA/D is sent to the Reporting Party and the 24-Hour Point of Contact listed in the e-NOA/D

Important Note:

The customer and mailbox filter must be updated to allow for the US coast Guard to send messages to vessel’s mailbox. The filter should be defined for *@*.uscge.mil and *@*.uscg.gov as “whitelist” for vessel’s mailbox

3.1  How to Start

The ship user can only access the eNOAD module if they subscribe to the eNOAD application for the mailbox. The users with mailbox subscribed for eNOAD application can run the application via the ship admin UI menu as displayed in below screen shot.

3.2  Create New eNOAD Entry

Fig 1. eNOAD application first launch

First screen that user will see when they first launch the application.

Fig 2. Create New Entry

To create a new entry, click on File and click on Create New.

3.3  Enter details

Fig 3. Enter detail screen

To start entering details, click on the tab to go to different sections. Click on the textfield to enter the details or dropdown lists to do the selection

3.4  Saving eNOAD details

Fig 4. Save Entry

User can save their entry by click on Save under the File Menu

Fig 5. File selection box

A file selection dialog box will pop up for user to indicate where to save the file. An xml file will be generated when user click on the Save button

3.5  Saving the entry as another entry (Save as function)

Fig 6. Navigating to Save As function

User can save the existing entry as another entry by clicking the Save As… menu item under the File menu.

Fig 7.File selection dialog box

A file selection dialog box will pop up for user to indicate where to save the file. An xml file will be generated when user click on the Save button

3.6  Open an existing entry

Fig 8. Open menu item

User can open an existing entry by click on Open menu item under File menu.

Fig 9.File selection dialog box

A file selection dialog box will pop up for user to indicate the location of the file. The fields in the tab will be populated with all the values from the xml

3.7  Load from previous

Fig 10. Load from previous menu item

User can load a previous existing entry by click on Load from previous… menu item under File menu. The difference between Load from previous and Open is that Load from previous will generate a new notice id.

Fig 11.File selection dialog box

A file selection dialog box will pop up for user to indicate the location of the file. The fields in the tab will be populated with all the values from the xml. Notice ID will be different.

3.8  Validate

Fig 12. Validate entry

User can validate it’s entry by click on Validate menu item under File menu.

Fig 13. Validation

A pop up box will appear to indicate the errors in the eNOAD entry. User can double click on each error and the system will lead them to the field for rectification.

Fig 14. No error

An alert will indicate that this entry contains no error if validation is successful.

3.9  Validate and Send

Fig 15. Validate and Send the entry

User can validate and send their entry by clicking on Validate and Send menu item under File menu.

Fig 16. Validation

A pop up box will appear to indicate the errors in the eNOAD entry. User can double click on each error and the system will lead them to the field for rectification.

Fig 14. No error

An alert will indicate that this entry contains no error and automatically send the email if validation is successful.

3.10  Import Crew List

Fig 15. Importing of Crew List

User can import crews by clicking on Import Crew List menu item under File menu.

Fig 16. Entry already contains crew

If the eNoad entry already contain some crews, an alert will pop up telling users that the existing crew will be overwritten by the crew list. User can either proceed with the update or cancel the transaction.

Fig 17. File selection

A file selection dialog box will appear for user to select the crew list to import

3.11  Export Crew List

Fig 18. Export Crew List

User can export crew list by clicking on Export Crew List menu item under File menu

Fig 19. File selection

A file selection dialog box will pop up for user to indicate where to save the file. An xml file will be generated when user click on the Save button

3.12  Exit

Fig20. Exit the application

User can exit the application by clicking on Exit menu item under File menu. User can also hit Ctrl+Q or click on the X on the top right hand corner.

3.13  Configurations

Fig21. Edit the option

User can edit the configurations by clicking on Options menu item under Tool menu.

Fig21. Edit the option

User can click on Save button to save the configurations.

3.14  About us

Fig22.View the About Us page

User can click on About US under Help menu to view the about us page.

Fig22.View the About Us page

Screen shows the about us box.