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Port Information System for Coordinating End to End Services

PISCES

Vessel Movement, Pilotage and PEC Notification via the web

Agents’ Guide May 2013 Document Version 1.8

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Intentionally Left Blank

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PISCES - Agents User Guide Introduction This facility has been developed to enable agents to enter details of expected vessels, amend details of existing voyages and to view the latest information about their voyages as recorded in POLARIS (Port Of London Authority River Information System) via the PLA website http://pisces.pla.co.uk. The stages to this process are:

Login I

View current and future voyages I

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New voyage Submitted voyages

View / amend existing voyage

View / correct rejected voyages

I I I I Identify vessel Select voyage to

view Select voyage to view /

amend Select voyage to view /

correct I I I I

Enter voyage details View voyage details

View / amend voyage details

View / correct voyage details

I I I I Enter hazardous cargo

details View hazardous

cargo details View / amend hazardous

cargo details View / correct hazardous

cargo details ===========================================================

I Send to PLA

I Confirmation from PLA

Voyage details will be checked by Shipcon and accepted, amended or rejected as appropriate. The London VTS Shipping Coordination function is manned by VTS Communications Officers between the hours of 0600 and 0200 on a daily basis. A restricted service will be available between the hours of 0200 and 0600 and the following operational parameters will apply:

Vessel notifications or new confirmed orders for pilotage services will not be accepted unless exceptional circumstances exist,

Confirmation will be accepted by telephone of a previously submitted provisional pilotage order (The PLA Pilotage Directions 2010 (Regulation 2.2) require that a provisional order is placed not less than 24 hours before the requirement for a Pilot),

PISCES orders and updates may not be processed between 0200 and 0600. In the event of an urgent change which cannot wait until 0600 London VTS may be contacted by telephone 24 hours a day.

Should the PISCES system be unavailable contact with London VTS can be made by telephone or e-mail (shipcon@pla.co.uk) until normal service is resumed.

This review and subsequent new operating times and parameters have facilitated an overall increase in Port Control Centre manning during peak hours of operation. This will ensure that an enhanced, safe and efficient service can be provided to users of the Port of London both afloat and ashore. All times entered and displayed are London local time.

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Data entries shown in this document are for illustration only and are not meant to represent actual voyages. This system gives you the option to enter a new voyage, view a submitted voyage, view an existing voyage status and amendments to it and view a rejected voyage or rejected updates to an existing voyage thus allowing corrections as necessary. We require accurate information about your vessel for several reasons:

- To avoid unnecessary delays to your vessel, - To provide an efficient service to your vessel, - To meet statutory requirements.

Much of the information we ask you for is required under United Kingdom Law related to the safe management of vessel traffic. If you do not provide us with this information we will not be able to accept the notification for your vessel. The Merchant Shipping (Vessel Traffic Monitoring and Reporting Requirements) Regulations 2004 and the Dangerous Substances in Harbour Areas Regulations 1987 require detailed information about your vessels planned voyage. In the case of a vessel requiring a Pilot we will not be able to provide your vessel with a Pilot until all the information required by the PLA and by United Kingdom Law is provided. In the case of a vessel not requiring a Pilot your vessel may be refused entry into the Port of London until all the information required by the PLA and by United Kingdom Law is provided.

If you do not provide the information listed in red we will not be able to accept your notification and your entry may be rejected and returned to you for correction.

Liability The PLA employs pilotage resources to provide a high level of service. However, there will be a limited number of occasions when, for operational reasons, a pilot is not immediately available. The provision of pilotage services is accordingly subject to availability, and the PLA does not accept any responsibility for delay, damage or economic loss attributable to the lack of a pilot in such circumstances. In the event that a pilot is not supplied due solely to the PLA’s negligence, then the PLA’s liability for any loss or damage directly attributable to the failure to provide a pilot is limited to the amount which would have been charged for his services. NB If you encounter any difficulties using this facility please contact the Port Control Centre.

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1 - LOGON To use the system, open the following address http://pisces.pla.co.uk. in your browser.

Enter your e-mail address. Enter your password. Click the LOGIN button. This website can be accessed by any authorised person from any location provided they have access to the internet. The system will work in most browsers but we only support the use of Internet Explorer, Google Chrome, Firefox, Safari and Opera. Should you use another browser, unpredictable results may occur for which we cannot support you. The PISCES website is now supported on Apple iPhone and Blackberry devices (using OS version 6 onwards).The mobile version of the PISCES website can be accessed at the following address m.pisces.pla.co.uk The website will log you out if it has not been used for 30 minutes. Should the Port of London Authority need to give you information about PISCES such as advance notice of system unavailability, the message will be displayed below the login details.

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2 – VIEW CURRENT AND FUTURE VOYAGES

A screen is displayed showing your company’s current and future voyages and their status. Colour are used to indicate the status of your voyages; dark green indicates accepted voyages, yellow indicates pending voyages or voyages that are being checked by the Duty Port Controller, and red indicates a voyage that has been rejected. Pilot station availability is displayed at the top of the page.

Pilot stations will indicate an operational status of either ‘On’, ‘Off’ or ‘Restricted’. The definitions of these status are shown below.

Status Definition On The Pilot station is operating normally Off The Pilot station is currently not operational and no pre-booked

vessels will be served Restricted The Pilot station is operating a restricted service and it may not be

possible to serve all pre-booked vessels – you should contact the Port Control Centre for further information

The content of this page are refreshed every 30 seconds.

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Before entering new voyage details, please check that the voyage has not already been created. Initially, details of all voyages submitted are displayed; By using the radio buttons shown below voyages of a particular status can be displayed.

Clicking on any of the column headings will sort the data by the contents of that column initially in ascending order then descending order. After initial entry of a new voyage or updated details on an existing voyage, the Status will be Pending (YELLOW) until it has been checked and either accepted or rejected by Shipcon. It must be noted that the Pending voyage will only appear on this list after the delivery of the submission has been acknowledged by the main POLARIS server so there will be a period of a few minutes when the voyage does not appear on the list. Pending voyages can be viewed, but cannot be amended. So you can see that you have made a submission before the Pending voyage is displayed, the time of your last submission is displayed above the NEW VOYAGE button. If your last submission was a new voyage, the message will be :

Last Submission : New Voyage @ 16/08/2010 15:10 If your last submission was an update to an existing voyage, the message will be :

Last Submission : Voyage Update (I3756) @ 16/08/2010 15:22 The details in brackets are the POLARIS voyage reference of your voyage, this reference is included on all PISCES e-mails. The date and time will be the date and time you clicked on the SUBMIT button. If the voyage is referred to the Duty Port Controller for checking, the status will be changed to Checking (YELLOW). Checking voyages can be displayed, but cannot be amended. If the voyage is accepted, the status will be changed to Accepted (DARK GREEN). Accepted voyages can be amended and these changes submitted to Shipcon. If a new voyage is rejected, the status will be changed to Rejected (RED). Rejected voyages can be corrected and resubmitted to Shipcon. Indication as to why the voyage has been rejected will be shown in the comments on the rejection e-mail. (See appendix a). An additional Voyage Status of QUERY has been introduced. A voyage will be marked as QUERY if an update is rejected. A voyage can also be marked as QUERY if Port Control Centre staff require clarification of information regarding this voyage, setting the voyage to this status would be accompanied by a phone call or e-mail. If a voyage is marked as Query, you must resolve it with Shipcon as no action will be taken

for a voyage with this status If a voyage update is rejected, the status will be changed to Query (RED). Query voyages can be corrected and resubmitted to Shipcon. Indication as to why the voyage has been rejected will be shown in the comments on the rejection e-mail. (See appendix a). Rejected voyages will be removed from the list when a corrected entry is submitted. Rejected voyages which have not been resubmitted will be deleted after 3 days.

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For piloted voyages, the ETA Date and Time columns indicate when the pilot has been ordered for and once the pilot on board, indicate the vessels ETA at berth or other location shown in the To field. For non-piloted voyages, the ETA Date and Time columns indicate the vessels ETA at berth or other location shown in the To field. The Conf/Prov field shows the status of the vessels notification (ie.confirmed or provisional). If the status is selected as ‘confirmed’, this will clearly indicate to London VTS that there is a high degree of certainty related to the vessels movements – this will allow London VTS to effectively plan and coordinate vessel movements. If Pilotage services are required, a Pilot will only be allocated to a vessel with a confirmed ETA/ETD. The Pilot Alloc? field will be set to Y when a pilot has been allocated to the voyage. Once the vessel is underway within the London port limits, the LRP and LRT columns will begin to show data. The LRP column contains the name of the last reporting point the vessel has passed, the LRT column contains the date and time the vessel passed the reporting point in “dd / hhmm” format thus the vessels progress can be continually monitored. Nb. The LRP and LRT are only displayed if the voyage is underway and within London port limits. Click on the vessel name to display the voyage details, for accepted and rejected voyages these details can be amended and any changes submitted to the PLA. If you have more voyages than fit on the list, you can scroll through the list using the scroll bar on the right hand side of the list. To enter new voyage details click the NEW VOYAGE button. To download the latest version of this document click the DOWNLOAD USER GUIDE button. To log out of the PISCES website click the LOGOUT button.

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3 – IDENTIFY VESSEL You must provide us with enough information to identify the vessel for which you intend to provide a notification. Some vessels share the same name, you should provide us with as much information as possible to enable us to identify your vessel.

You must provide the ships name and the vessels IMO number New Voyage – Identify Vessel (recent vessels)

A screen is displayed showing vessels used recently by your company. Click on the Vessel Name to start creating a voyage for the vessel. If more vessels are available than you can display, a scroll bar will be displayed on the right hand side of the list. Please ensure that the name and IMO number corresponds to the vessel you will be entering the new voyage for. If the required vessel is not shown click on the SEARCH button to search the POLARIS vessel database. If you know it is the vessels first visit to London click on the NEW VESSEL button.

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New Voyage – Identify Vessel (search)

To search the PLA database of vessels which have previously been to London, enter all or part of the Vessel Name, or the full Call Sign or IMO Number and then click the SEARCH button.

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New Voyage – Searched Vessels Results

If you have more vessels than fit on the list, you can display further pages by clicking the page numbers in the blue bar at the bottom of the list. Click on the Vessel Name to start entering voyage details for the selected vessel ensuring that the IMO number corresponds to the vessel. If the required vessel is not shown you can either change the search criteria and click the SEARCH button again or click the NOT FOUND button to enter details of a vessel that is not already present within POLARIS.

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New Voyage – Identify Vessel (enter details)

Enter details of the vessel Fields with a red asterisk next to them are mandatory. The entered data will be validated and red warning messages will appear next to items with errors. Once vessel details have been entered, click the CONTINUE button to enter voyage details.

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4 – ENTER VOYAGE DETAILS

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4.1 – SELECT TYPE OF VOYAGE It is essential that we know the type of voyage that your vessel is undertaking. You must select one of the following categories: Arrival: A vessel arriving at a Port of London berth or anchorage from a location outside of the Port of London (including vessels proceeding from the Medway Ports to London) Departure: A vessel departing from a Port of London berth or anchorage to a location outside of the Port of London (including vessels proceeding from London to the Medway Ports) Movement: A vessel shifting from a berth or anchorage within the Port of London to another berth or anchorage within the Port of London.

You must select the appropriate voyage category 4.2 – PROVIDE DETAILS OF INTENDED VOYAGE You must tell us where you vessel is coming from and where you vessel is going to. This should be completed in as much detail as possible. If your vessel is leaving the Port of London and you do not know the destination then you should enter UNKNOWN into the ‘to’ field.

You must provide the location of origin and location of destination for your voyage If your vessel is proceeding to a berth above Margaretness you must provide the vessels air draft – this should be provided in the ‘Additional Comments’ field – see section 4.16

4.3 – WAS LAST PORT OF CALL IN EEA

You must tell us if the vessels last port of call was within the European Economic Area (EEA)

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4.4 – IDENTIFY PILOTAGE REQUIREMENT You must tell us if your vessel:

- Requires a Pilot for all or part of its voyage, - Will use a Pilotage Exemption Certificate for all or part of its voyage, - Does not require a Pilot for its voyage.

You must identify whether a Pilot is required for you vessel

If a Pilot is required you must tell us whether you are submitting a confirmed or a provisional order for a Pilot. We will only allocate a Pilot to vessels with a confirmed order so you must be certain that you want a Pilot to attend your vessel at the time you will provide. For arrivals we must receive a confirmed order not later than 8 hours before the Pilot is required. For departures we must receive a confirmed order not later than 4 hours before the Pilot is required.

You must tell us if your order for a Pilot is confirmed or provisional 4.5 – PLA PLANNING If you vessel requires a Pilot and you need some information from the Port Control Centre you must tell us. If you need a time for the Pilot to board the vessel – select ‘I need a POB time’, and enter Pilot on Board Time and Pilot on Board Location, ETA/D Bth/Dock and ETA/D Bth/Dock Location. If you need a time for the vessel to berth – select ‘I need a time at berth’, and enter Pilot on Board Time and Pilot on Board Location. If you are happy with the information you have provided and do not need any information from the Port Control Centre – select ‘I don’t need either’ and enter Pilot on Board Time and Pilot on Board Location.

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4.6 – PROVIDE AN ESTIMATED TIME OF ARRIVAL/DEPARTURE To enable us to meet statutory provisions related to vessel movement notifications and to allow us to be fully aware of, and plan for, your vessels intended movements you must provide us an accurate estimated time of arrival or estimated time of departure. All voyages: If you specify a time in the ‘ETA/ETD Bth/Dock’ field the following standard applies:

ETA at berth is the time that the vessel will arrive alongside and commence the mooring operation. All resources required to accept the vessel should be in place before this time.

London VTS will advise you if the ETA changes by more than 15 minutes.

If your vessel is proceeding to or from Tilbury Lock please read the additional notes for ETA/D reporting on page 17

FOR VESSELS REQUIRING A PILOT Arrivals: You must tell us where at what time you want the Pilot to board your vessel. If you do not

know this you must tell us at what time you want your vessel to berth/dock If your vessel is likely to arrive at the Pilot Station before the time at which the Pilot is scheduled to board you should also tell us at what time the vessel expects to arrive in the ETA Pilot Station box. Departures:

You must tell us where and at what time you want the Pilot to board your vessel The pilot onboard time may be amended by several parties, you can identify who supplied the Pilot onboard time that we are working with by looking at the ‘Who’ field within the PISCES ‘voyage details’ page: Agent – We will use the time provided by the ships agent as the time that the Pilot will be provided. Master – We will use the time provided by the ships Master as the time at which the Pilot will be provided. Pilot/PLA – We will use the time provided by the ships Pilot or PLA as the time at which the Pilot will be provided.

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FOR VESSELS NOT REQUIRING A PILOT Arrivals and departures:

You must tell us where and at what time your vessel will arrive/depart the berth/dock If you have a high degree of certainty that your vessel will arrive or depart at the time you have entered then you must enter this as a confirmed time or arrival or departure. If you are not certain about the time that your vessel will arrive or depart then you must enter this as a provisional time of arrival or departure. This will enable London VTS to effectively plan and organise vessel traffic to reduce the risk of delay to your vessel. If you receive new information or more certain information then it is your responsibility to update PISCES with an updated confirmed or provisional estimated time or arrival or departure.

You must tell us if the ETA or ETD for your vessel is confirmed or provisional FOR ALL VESSELS ARRIVING OR DEPARTING FROM TILBURY LOCK If you are notifying the PLA of a voyage proceeding to or from the enclosed berths within the Port of Tilbury the following times should be entered within 'ETA/D Bth/Dock' field:

For arrivals - the time that your vessel will enter Tilbury Lock from the River For departures - the time that your vessel will leave Tilbury Lock and enter the River

You do not need to inform us of the time that your vessel will leave its berth from within

the enclosed area of the Port of Tilbury Dock For arrivals this will ensure that London VTS is aware of the time at which the lock has been booked for your vessel. For departures this will ensure that London VTS is aware of the time at which your vessel intends depart Tilbury Lock and enter the River Thames. This information is important for traffic management and Pilotage planning purposes. This enables London VTS to ensure that traffic is managed so as facilitate the safe and efficient movement of vessels in the Tilbury area. It is also critical for our Pilotage Service to ensure that Pilots are allocated and dispatched to the right vessel at the right time. If you require the services of a Pilot the time that you enter in the ‘ETA/D Bth/Dock’ field will be the time that the Pilot is organised to join your vessel at Tilbury Lock.

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4.7 – NEXT VOYAGE DATE To enable us to plan future vessel movements and to make statutory reports to the Consolidated European Reporting System information on the next voyage of your vessel is required. For arrivals:

You must provide the estimated time and date of departure for your vessel For departures:

You must provide the estimated time and date of arrival at your vessels next port of call 4.8 – PILOT DETAILS If your vessel requires a Pilot you must tell us where the Pilot will be leaving the vessel, this will either be:

- Warps/Sheerness, - Sunk/Harwich, - NE Spit/Ramsgate, - Gravesend, - Berth.

If your vessel is anchoring at Southend then you should select ‘Warps/Sheerness’.

You must provide us with a location at which the Pilot will leave your vessel 4.9 – PERSONS ON BOARD

You must provide us with the total number of crew and passengers onboard your vessel This information is required to meet the statutory provisions of the Merchant Shipping (Vessel Traffic Monitoring and reporting Requirements) Regulations 2004. 4.10 – ISPS LEVEL

You must provide us with the current ISPS level of your vessel 4.11 – BERTH INSTRUCTIONS You should provide us with information that will assist the PLA in planning your vessel’s voyage into or out of the Port. This may include instructions such as ‘berth port side alongside’.

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4.12 – DRAUGHT It is essential that you provide us an accurate draught for your vessel. If you have requested information from the PLA (as in stage 6) we will use this information to provide you with the correct information. Warning: Inaccurate draught information can cause delays, this may not only consist of a delay to your vessel but also to other vessels. There is also a risk that we may allocate a Pilot who is not authorised for the actual draught of your vessel which will result in a delay. If you provide an inaccurate draught your vessel may be delayed.

You must provide us with an accurate draft to one decimal place (i.e. 9.5m) 4.13 – CARGO STATUS You must tell us what the cargo status of your vessel is for this voyage. If your vessel is discharging all or some of its cargo in the Port of London – select ‘discharge’, If your vessel is loading all or some of its cargo in the Port of London – select ‘load’ If all the cargo is remaining onboard your vessel in the Port of London – select ‘ROB’ (remain onboard).

You must tell us the cargo status of your vessel 4.14 – BOATMEN You must tell us who will be providing line handling services for your vessel. General Direction 13(3)(e) requires that arrangements be made to provide appropriate mooring assistance at its berth. This information will also enable us to update the boatmen regarding the vessels planned movements if deemed necessary by Port Control.

You must tell us who will be providing line handling services for your vessel 4.15 – NUMBER OF TUGS ORDERED If your vessel will be utilising the services of tugs you should tell us how many have been ordered. This will enable use to check that appropriate tugs have been allocated by the towage provider in advance of your vessels movement.

You must tell us the number of tugs required for confirmed voyages 4.16 – ADDITIONAL COMMENTS You should use this space to provide us with any further information that will aid us in the planning of your vessels movement.

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4.17 – DANGEROUS/POLLUTING GOODS If your vessel is carrying hazardous or polluting goods you must select the appropriate category to reflect the cargo carried. Select: Hazardous – if your vessel is carrying goods classified under International Maritime Dangerous Goods (IMDG) code that are not listed under ‘specified cargoes’ below, Specified – if your vessel is carrying:

- More than 10kg of IMDG Class 1 explosives (except class 1.4), - Liquefied Natural Gas (LNG) or Liquefied Petroleum Gas (LPG) in bulk, - Flammable liquids or substances in bulk or being non gas free following discharge of

these cargoes (Class 3 of flashpoint <23°C), - Toxic and corrosive substances in bulk or being non gas free following discharge of

these cargoes (Classes 6.1 and 8.0). Pollutant – if your vessel is carrying products as cargo which is subject to annexes 1 and 2 of MARPOL 1973-1978 (as amended).

You must tell us what category of hazardous goods your vessel is carrying 4.18 – DANGEROUS/POLLUTING GOODS – CONTACT DETAILS If your vessel is carrying hazardous or polluting goods you must provide us the contact details of a person who is contactable at any time of the day or night, and able to transmit details of the dangerous or polluting goods manifest for your vessel to the Maritime and Coastguard Agency in the event of an incident or accident. Care must be taken to ensure that the contact details provided link through to a person capable of fulfilling this role at any time of the day or night. You must provide:

- The name of the person fulfilling this role, - Their contact telephone number, - Their e-mail address.

This information is a statutory requirement under the Consolidated European Reporting System.

You must provide all of the contact details required to contact a person capable of transmitting your vessels hazardous/polluting goods cargo manifest

4.19 – MANIFEST ONBOARD You must confirm that a dangerous or polluting goods manifest is held onboard the vessel during its voyage within the Port of London.

You must confirm that a dangerous or polluting goods manifest is held onboard your vessel

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4.20 – DANGEROUS OR POLLUTING GOODS MANIFEST

You must provide access to a Dangerous and Polluting Goods (DPG) manifest for the Maritime and Coastguard Agency to access for the following voyage categories:

Arrivals from a port outside of the EEA ALL departures irrespective of destination

You can provide access to the DPG manifest by either: - Providing a URL where the DPG manifest can be found. - Uploading a DPG manifest document using PISCES. Providing a URL where the DPG manifest can be found To provide a URL, click on the DPG MANIFEST URL radio button. On clicking on the radio button a field will be displayed where the URL can be entered. The Document Type must be entered from the drop down list to its right,

- The URL provided must be at a secure URL i.e. The URL starts with HTTPS://.

PISCES will not permit the submission of a URL which does not start with HTTPS://. - The document must be available at this URL, PISCES will check the URL is valid and

will not permit the submission of a URL which in invalid. - The document provided must be one of the permitted document types listed below.

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Uploading a DPG manifest document using PISCES To upload a DPG manifest, click on the UPLOAD A DPG MANIFEST FILE radio button. On clicking on the radio button a BROWSE button will be displayed. Clicking on the Browse button will allow you to select the DPG manifest document to be uploaded.

- The document uploaded will be virus checked and will not be uploaded if the document is found to contain a virus. A message will be displayed informing you that the document contains a virus.

- The document provided must be one of the permitted document types listed below.

- It should be noted that when submitting a voyage with a document to be uploaded, the Confirmation of submission page will take a little longer to be displayed as the document has to be uploaded into the repository.

DPG manifest unavailable Should the DPG Manifest not be available, select the DPG MANIFEST WILL BE PROVIDED LATER radio button. See Failure To Provide Access To A DPG Manifest section on next page. Removing A DPG manifest If you have already identified a DPG manifest URL or uploaded a DPG manifest document, this can be removed by selecting the DPG MANIFEST WILL BE PROVIDED LATER radio button or by clicking the REMOVE MANIFEST button. This button will only be visible if a DPG manifest has been identified by one of the methods described above. See failure to provide access to A DPG manifest section on next page

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Valid DPG manifest document types The list of valid document types for DPG manifests are defined by the MCA and are listed below.

- DOC - Extensions allowed: MS WORD 97 or subsequent versions (e.g. DOC, DOCX, DOT, RTF, etc)

- HTML - Extensions allowed: HTM, HTML - PDF - Extensions allowed: PDF - TXT - Extensions allowed: TXT - XML - Extensions allowed: XML - XLS - Extensions allowed: MS EXCEL 97 or subsequent versions (e.g. XLS,

etc) Failure to provide access to a DPG manifest When an Arrival voyage from outside the EEA that has been identified as Hazardous, Specified or Pollutant for which you have not provided access to a DPG manifest enters the London VTS Area, an automated notification will be sent to your registered office e-mail address reminding you of the obligation to provide access to the DPG manifest. When a Departure voyage that has been identified as Hazardous, Specified or Pollutant for which you have not provided access to a DPG Manifest reports it has left the berth, an automated notification will be sent to your registered office e-mail address reminding you of the obligation to provide access to the DPG manifest. DPG manifests can still be uploaded once the vessel is underway (it should be noted that at this point, no other details related to the voyage can be changed). If access to the DPG manifest has not been provided by the time an arrival voyage berths or a departure voyage leaves port limits, an automated notification will be sent to the MCA.

Before the voyage completes you must provide a URL to access the DPG Manifest or upload the DPG Manifest into PISCES. The Maritime and Coastguard Agency will be

informed of the non compliance and they may contact you 4.21 – PILOT EXEMPTION DETAILS If your vessel will use a Pilotage Exemption Certificate (PEC) for all or part of its voyage you must provide details of the PEC holder. There may only be one PEC holder per geographic area.

You must provide the PEC details for your vessel and specify which geographic areas throughout which the PEC holder will have conduct of the vessel

If there are trainee PEC holders onboard who which to register a qualifying ‘trip’ their details should be entered under the ‘Tripper’ section. There may only be one ‘Tripper’ per geographic area. 4.22 – SENDERS NAME

You must provide you name to enable us to resolve any queries quickly

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4.23 – YOUR VOYAGE REF If you have an internal voyage reference, you can enter this here. It is planned that when the PLA Invoice is next updated that this information will be included on the invoice for your convenience. 4.24 – GENERAL INFO You should use this space to provide us with any further information that will aid us in the planning of your vessels movement. 4.25 – IS THIS VESSEL SUBJECT TO A MANDATORY EXPANDED INSPECTION Should your vessel be subject to a Mandatory Expanded Inspection (MEI), select Yes otherwise select No. 4.26 – OTHER INFORMATION The Voyage Status is displayed at the top of the voyage details section. Fields with a red asterisk next to them are mandatory. Mandatory fields may change depending on the data entered. Datetimes can be entered using a date picker (shown below) which is displayed by clicking on the

button next to the date fields. Select the date from the calendar and enter the time In the fields below the calendar. Press the Select button to enter the date and time chosen.

Alternatively, datetimes can be entered using the keyboard, valid datetime formats are

dd/mm/yyyy hh:mm dd/mm/yyyy hhmm dd/mm/yyyy dd.mm.yyyy hh:mm dd.mm.yyyy hhmm dd.mm.yyyy

dd-mm-yyyy hh:mm dd-mm-yyyy hhmm dd-mm-yyyy ddmmyyyy hh:mm ddmmyyyy hhmm ddmmyyyy

If you only enter a date in an ETA field, the time part will automatically show “00:00”

Clicking on the button next to ETA Location fields will present a list of commonly used locations which can be selected, alternative values can be typed in.

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Entering a date, time and location in the ETA Pilot Station line will generate “ETA hh:mm/dd <Pilot Station>” in the Addition Comments / Masters ETA field. Tool tips giving explanations about what information is required in each field are displayed if the mouse pointer hovers over any fields on entry forms. To amend details, simply change the details as required. When a voyage update is pending or checking, all fields that have changes pending will be highlighted in yellow, holding the mouse over the field will show details of what you have requested to change the fields to.

If a voyage update is rejected, the status will be changed to Query (RED). Query voyages can be corrected and resubmitted to Shipcon. When you open the voyage all fields that have been rejected will be highlighted in red, holding the mouse over the field will show details of what you wanted to change the field to.

A voyage can also be marked as QUERY if Port Control Centre staff require clarification of information regarding this voyage, setting the voyage to this status would be accompanied by a phone call or e-mail.

If a voyage is marked as Query, you must resolve it with Shipcon as no action will be taken

for a voyage with this status Definitions of Pilotage Exemptions Certificate (PEC) areas can be found in the Pilotage Directions which can be downloaded from the PLA website at :

http://www.pla.co.uk/display_fixedpage.cfm/id/2067/site/navigation. Should you wish to print a copy of the voyage for your paper records, this can be printed by either

clicking on the button, by selecting File and Print from the menu or by pressing <Ctrl> and P. To return to the Current and Future Voyages form click the BACK button.

NB In common with most on-line transaction based websites, the use of the browsers Back button can cause corruption of your entry. This should be avoided and the BACK

button on the form should be used as an alternative. If you inadvertently use the browsers Back button, it is advisable to close your browser and restart it. If you do not do this, then unpredictable results may occur

To log out of the PISCES website click the LOGOUT button.

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To submit the voyage to the PLA, click the SUBMIT button. The entered data will be validated and the labels of items not completed or in error will be highlighted in red. All submissions are checked by staff in London VTS, therefore there may be a delay between submitting the voyage and having it accepted or rejected. Should you update an existing voyage by adding only a DPG Manifest URL or uploading a DPG manifest document, this will be automatically accepted once it is transferred into POLARIS (usually within 5 minutes) and the voyage status set to ACCEPTED. Should the update also contain additional updates related to the voyage, these will still need to be checked by London VTS staff, so the voyage status will remain as PENDING.

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Confirmation When data has passed initial validation and submitted to Shipcon, a confirmation screen will be displayed.

If the voyage you have submitted is an Arrival from outside the EEA and has been identified as Hazardous, Specified or Pollutant and you have not provided access to a DPG manifest, the following pop-up warning will also be displayed.

If the voyage you have submitted is a Departure and has been identified as Hazardous, Specified or Pollutant and you have not provided access to a DPG manifest, the following pop-up warning will also be displayed.

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E-mail Notification When submissions have been processed by Shipcon, an e-mail will be sent to your companies registered e-mail address detailing whether it has been accepted or rejected. If the submission has been accepted, details of what you submitted and what has been recorded in POLARIS will be included. NB Should Shipcon wish to provide more information to you, the subject of the e-mail subject will state “With Comments”. Additional comments will be shown at the top of the e-mail. Examples of all e-mails are shown in the appendixes following.

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Appendix A. - Voyage Rejection Email

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Appendix B. - Voyage Acceptance Email

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Appendix C – Update Rejection Email

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Appendix D – Update Acceptance Email