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PREAMBLE

The systems covered by this user’s manual have been developed by Star Information Systems AS, as part of a

comprehensive fleet and ship management system:

Star Information & Planning System (Star IPS)Star Event

Star Guarantee claimsStar Document

Star InsuranceStar Central Purchasing System (Star CPS)SISCommerce

This user’s manual covers Star IPS. Star Event, Star Guarantee claims and Star Documents are also part of StarIPS but are in addition covered by separate manuals foe stand-alone purposes. Star Insurance, Star CPS andSISCommerce are covered by separate manuals.

Star IPS can be used on board and on shore, allowing fleet and ship managers to work from a single database,

using common codes. Star IPS uses both common codes and data ownership to facilitate inter-fleet dataexchange.

When the manual was written consideration was given to the following aspects:

1. There may be a high turn-over rate of users2. Many system transactions are used infrequently3. The users’ needs for guidance in system operation vary considerably

In order to avoid references that would send the user back and forth in the manual, much text is repeated indifferent parts of the manual. As a result, the manual is relatively voluminous.

Part 1 Introduction

Part 1 gives a general listing of functions covered by system, and shows the interrelation between the systems,forming a fleet management system.

Part 2 Basic elements

Part 2 describes basic element of the system, such as program layout, tool bars, icons used, data ownership, datareplication and backup.

Part 3 Main modules

Part 3 presents a brief description of the main modules in the system. This part may be used as a firstintroduction to the system and may be suitable for self-study. The part covers Star IPS incl. Star Event, StarGuarantee claims and Star Document.

Part 4 Daily use

Part 4 is designed to assist the user in carrying out transactions in daily use. The part is therefore centred towardexplaining how to… and should be used as look-up reference. Many transactions are carried out infrequently and

by different persons, and the need for quick look-ups may arise. The part covers Star IPS incl. Star Event, StarGuarantee claims and Star Document.

Part 5 Starboard

Part 5 explains the functionality of Starboard - the job planning board – from which the daily transactions may be carried out.

Part 6 Auxiliary modulesPart 6 gives a review of the common codes that are used to standardize system use throughout the fleet.

Part 7 User administrationPart 7 explains the User Administration System where the users access to the system is determined. This system

should only be available for the system administrator.


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Other manualsThe following manuals (not part of this manual) are available for stand-alone installations

Part 8 Event

Since Star Event may be used as a stand-alone system, both on board and on shore, part 8 presents aseparate description of Star Event.

Part 9 InsurancePart 9 gives an introduction and description of Star Insurance. Star Insurance is not covered in any ofthe other parts of the manual. Since the turn-over of users for Star Insurance is expected to be very low,

the need for a reference manual is not expected to be great.

Part 10 Guarantee claims

Since Star Guarantee claims may be used as a stand-alone system, both on board and on shore, part 10 presents a separate description of Star Guarantee claims.

Part 11 DocumentsSince Star Document may be used as a stand-alone system, both on board and on shore, part 11 presents

a separate description of Star Document.

Part 15 Forms & reports

Part 15 lists standard and customized forms and reports that are available from the Star IPS documentlibrary.

AnnexesSeparate annexes describe system use to meet special requirements, such as requirements of IMO, nationalauthorities, classification societies, etc.

Annex 1 DNV PMS approval

Star IPS version 2.0 is Type approved by Det Norske Veritas as Planned Maintenance System forMachinery (SA-PMS). Annex 1 describes how Star IPS should be operated to meet the DNVrequirements, and gives details of related class surveys.


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Star Information & Planning System

Users Manual

CONTENTS

PREAMBLE................... ........................................................... ........................................................... .................. i

PART 1: INTRODUCTION.................................................................................................... ........................... 1

1.1 ABOUT STAR INFORMATION & PLANNING SYSTEM (Star IPS)............................................. 1 Main modules .......................................................... ........................................................... ........................... 2Common codes......................................................... ........................................................... ........................... 2System administration ....................................................... ........................................................... ................. 2

Main operational tasks ...................................................... ........................................................... ................. 31.2 STAR IPS IN FLEET & SHIP MANAGEMENT.................................................... ........................... 41.3 STAR IPS IN INTERACTION WITH STAR CPS.................................................. ........................... 6

PART 2: BASIC ELEMENTS IN Star IPS ....................................................... .............................................. 7 2.1 Star IPS EXPLORER................. ........................................................... ............................................... 72.2 ELEMENTS IN Star IPS EXPLORER.......................................................... ..................................... 7

2.2.1 System menu .................................................. ........................................................... ................. 72.2.2 Title line ......................................................... ........................................................... ................. 82.2.3 Minimizing and maximizing buttons........................ ........................................................... ....... 82.2.4 Menu line.................................... ........................................................... ..................................... 8

2.2.5 Standard toolbar ....................................................... ........................................................... ..... 102.2.6 Launchbar............... ............................................................ ...................................................... 122.2.7 Icons used in Star IPS..................................... ........................................................... ............... 142.2.8 Vessel area...................................................... ........................................................... ............... 152.2.9 Outline area .................................................... ........................................................... ............... 152.2.10 Details area..................................................... ........................................................... ............... 15

2.2.11 Status line ....................................................... ........................................................... ............... 152.2.12 How to exit Star IPS........................................................... ...................................................... 15

2.3 STAR FINDER.................................... ........................................................... ................................... 162.3.1 Id & description folder ....................................................... ...................................................... 162.3.2 Date modified folder.................................................................... ............................................. 162.3.3 Vessel folder..................... ........................................................... ............................................. 17

2.3.4 Advanced folder ....................................................... ........................................................... ..... 172.4 DATA OWNERSHIP ........................................................ ........................................................... ..... 182.5 DATA REPLICATION FROM SHIP TO OFFICE........................................................................... 19

2.5.1 Initial setup..................................................... ........................................................... ............... 192.5.2 Sending data from vessel to office ........................................................ ................................... 202.5.3 Receiving data from the office on board the vessel........... ....................................................... 22

2.6 DATA REPLICATION FROM OFFICE TO SHIP........................................................................... 24

2.6.1 Initial setup..................................................... ........................................................... ............... 242.6.2 Sending data from office to vessel............................................................................. ............... 252.6.3 Receiving data from vessels at the office .................................................... ............................. 27

2.7 BACKING UP AND RESTORING DATABASES....................................................... ................... 292.7.1 Backup Frequency.............................................................. ...................................................... 29

2.7.2 Scope of Backup................................... ........................................................... ......................... 292.7.3 Software ......................................................... ........................................................... ............... 292.7.4 Restoring a Database .......................................................... ...................................................... 30

PART 3: MAIN MODULES IN Star IPS ........................................................ ............................................ 31 3.1 STARTING UP AND LOGGING IN............ ........................................................... ......................... 313.2 EXTEND THE MODULE MENU........................................................ ............................................ 343.3 PLAN OF MANAGEMENT AND TECHNICAL ACCOUNTS......... ............................................. 36

3.3.1 Star Maritime Index.................................................. ........................................................... ..... 363.3.2 Management accounts ........................................................ ...................................................... 36

3.3.3 Technical accounts ................................................... ........................................................... ..... 36


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3.3.4 SFI Group System®* as plan of technical accounts............................................... .................. 373.3.5 Show a technical account ................................................... ...................................................... 38

3.3.6 Insert a technical account ................................................... ...................................................... 393.4 WORK PLANNING MODULE............................................................ ............................................ 40

3.4.1 Work instructions ..................................................... ........................................................... ..... 403.4.2 Scheduled jobs............................ ........................................................... ................................... 43

3.4.3 Work orders............ ............................................................ ...................................................... 473.4.4 Report work done ..................................................... ........................................................... ..... 49

3.4.5 File a work report ..................................................... ........................................................... ..... 503.4.6 Work histories .......................................................... ........................................................... ..... 51

3.5 EVENT MODULE .................................................. ........................................................... ............... 523.5.1 Accidents........................................................ ........................................................... ............... 523.5.2 Near accidents .......................................................... ........................................................... ..... 563.5.3 Non conformities.............. ........................................................... ............................................. 59

3.5.4 Guarantee claims ...................................................... ........................................................... ..... 623.5.5 Register recommendations regarding an event...................................................... ................... 643.5.6 Register a lesson learned from an event ...................................................... ............................. 663.5.7 Register a corrective action due to an event ................................................. ............................ 69

3.6 EQUIPMENT MODULE ............................................................ ...................................................... 73

3.6.1 See equipment .......................................................... ........................................................... ..... 733.6.2 Enter a new equipment model ...................................................... ............................................ 743.6.3 Connect equipment to a technical account ................................................... ............................ 75

3.7 INSTALLED EQUIPMENT MODULE....................................................................................... ..... 783.7.1 See an installed equipment ........................................................... ............................................ 78

3.8 COUNTER MODULE.............................................................................................. ......................... 793.8.1 See a counter particulars..................................................... ...................................................... 79

3.8.2 Enter new counter values.................................................... ...................................................... 803.8.3 Insert a new counter..................................................................... ............................................. 81

3.9 MATERIAL AND SERVICES MODULE........................................................................................ 823.9.1 Spare parts ...................................................... ........................................................... ............... 823.9.2 Consumable items .................................................... ........................................................... ..... 893.9.3 Provisions ....................................................... ........................................................... ............... 91

3.9.4 Services .......................................................... ........................................................... ............... 933.9.5 Tools.............. ........................................................... .......................................................... ...... 953.9.6 Transactions................................................................................. ............................................. 973.9.7 Inventory control ...................................................... ........................................................... ..... 99

3.10 PURCHASING MODULE................. ....................................................... ...................................... 1003.10.1 Purchase orders..................... ....................................................... ...................................... 100

3.10.2 Material requisitions......... ....................................................... ............................................... 1033.10.3 Manifests ........................................................ ........................................................... ............. 1063.10.4 Invoices .......................................................... ........................................................... ............. 1073.10.5 Receive consignment................................... ....................................................... .................... 108

3.11 BUDGET MODULE ......................................................... ........................................................... ... 1093.11.1 See a budget.................................................... ........................................................... ............. 1093.11.2 Search a finance account ................................................ ....................................................... . 110

3.11.3 Search a technical account.............................................. ....................................................... . 1113.11.4 Enter a budget figure with comment .................................................. .................................... 1113.11.5 Enter a cost control forecast ..................................................... .............................................. 1133.11.6 See a budget and cost control overview ...................................................... ........................... 1133.11.7 Establish a new budget ................................................... ....................................................... . 114

3.12 ADDRESS MODULE....................................................... ........................................................... ... 115

3.12.1 See an address .......................................................... ........................................................... ... 1153.12.2 Register a new address ................................................... ....................................................... . 116

3.13 DOCUMENT MODULE...................................... ....................................................... .................... 1173.13.1 Certificates.................................................. ....................................................... ........... 1183.13.2 Procedures ...................................................... ........................................................... ............. 1233.13.3 Standard texts............................ ....................................................... ............................. 127

3.13.4 Other documents ................................................... ....................................................... . 132

3.13.5 Images ........................................................... ........................................................... ............. 1363.13.6 Recommendations ............................................... ....................................................... ........... 140


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3.13.7 Lessons learned ....................................................... ........................................................... ... 1443.13.8 Targets for recommendations and lessons learned ................................................ ................ 148

3.13.9 Corrective actions........... ........................................................ ............................................... 1493.13.10 Safety alert........................................................... ........................................................... ... 1533.13.11 Forms........ ........................................................... ........................................................... ... 1543.13.12 Form data ........................................................ ........................................................... ... 159

3.13.13 Reports.................................................. ........................................................... ............. 1603.13.14 Document distribution .................................................... .............................................. 162

3.14 CREW MODULE.......................................... ........................................................... ....................... 1633.14.1 See a crew member................................................................. ............................................... 1633.14.2 Register a new crew member....................................................................................... .......... 166

3.15 COMMON CODES MODULE ............................................... ....................................................... . 1693.15.1 See a common code....................................................... ....................................................... . 1693.15.2 Enter new common code ............................................... ....................................................... . 170

3.16 STARBOARD ......................................................... ........................................................... ............. 1723.16.1 See the planning board .................................................. ....................................................... . 1723.16.2 Set the calendar..................................................................................... ................................. 1733.16.3 See the man-hour graph............. ........................................................... ................................. 174

PART 4: DAILY USE Star IPS ..................................................... ........................................................... ... 175 4.1 HOW TO ENTER A NEW TECHNICAL ACCOUNT .................................................. ................ 1754.2 HOW TO ENTER A NEW WORK INSTRUCTION .................................................... ................. 1784.3 HOW TO ENTER A NEW WORK SCHEDULE ................................................. .......................... 187

4.3.1 Start job schedule from scratch ................................................ .............................................. 188

4.3.2 Start schedule with an existing work instruction................................................... ................. 1934.3.3 Start schedule with an existing work instruction/ start from scratch ...................................... 1954.3.4 One schedule (round about job)......................................................... ..................................... 1964.3.5 Separate/ one schedule ................................................... ....................................................... . 197

4.4 HOW TO ISSUE A WORK ORDER................................................ .............................................. 1994.4.1 Start work order from scratch............................................................ ..................................... 200

4.4.2 Start with an existing work order ...................................................... ..................................... 2034.4.3 Start work order with an existing work instruction/ start from scratch................................... 204

4.4.4 One work order (round about job) ..................................................... ..................................... 2054.3.5 Separate/ one work order........... ....................................................... ...................................... 206

4.5 HOW TO REPORT WORK DONE.................................................. .............................................. 2084.5.1 How to report work done for an unscheduled (corrective) job............................................... 208

4.5.2 How to report work done for a scheduled job ....................................................... ................. 2094.5.3 How to continue to report work done for a scheduled/ unscheduled job.......................... ...... 210

4.6 HOW TO FILE A WORK REPORT................................................. .............................................. 2154.7 HOW TO REGISTER NEW EQUIPMENT.............................. ...................................................... 2164.8 HOW TO INSTALL EQUIPMENT .................................................. .............................................. 219

4.8.1 Installed equipment ........................................................ ....................................................... . 2214.8.2 How to de-install equipment....................................................................... ............................ 222

4.8.3 How to re-install equipment ..................................................... .............................................. 2244.9 HOW TO INSTALL A NEW COUNTER .................................................. .................................... 225

4.10 HOW TO ENTER NEW COUNTER READINGS............................................... .......................... 2284.11 HOW TO REGISTER A NEW SPARE PART .................................................... ........................... 2304.12 HOW TO SEARCH FOR SPARE PARTS...................................................................................... 2334.13 HOW TO REGISTER A NEW CONSUMABLE ITEM....................................... .......................... 234

4.14 HOW TO SEARCH FOR CONSUMABLE ITEMS...................................................... ................. 2374.15 HOW TO REGISTER A NEW PROVISION ITEM........ ....................................................... ........ 2384.16 HOW TO SEARCH FOR PROVISION ITEMS................................................... .......................... 2414.17 HOW TO REGISTER NEW SERVICES................................. ....................................................... 2424.18 HOW TO SEARCH FOR SERVICES ....................................................... ..................................... 2454.19 HOW TO REGISTER A NEW TOOL....................................................... ..................................... 246

4.20 HOW TO SEARCH FOR TOOLS .................................................... .............................................. 2494.21 HOW TO CONNECT MATERIAL & SERVICES TO OTHER RECORDS................................... 250

4.21.1 How to connect a supplier to material & services .................................................. ................ 251

4.21.2 How to connect a document to material & services ............................................... ................ 2524.21.3 How to connect material & services to technical accounts..................................................... 252


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4.22 HOW TO LOG MATERIAL TRANSACTIONS........................................................... ................. 2554.23 HOW TO ISSUE REQUISITIONS/ PURCHASE ORDERS.......................................... ................ 259

4.24 HOW TO CHANGE STATUS ON A PURCHASE ORDER .................................................. ....... 2664.25 HOW TO RECEIVE A PURCHASE ORDER................................... ............................................. 2674.26 HOW TO PRINT LABELS FOR MATERIAL.................................................... ........................... 2694.27 HOW TO ESTABISH A NEW BUDGET.............................................................................. ......... 270

4.28 HOW TO SEE A BUDGET......................................................................................... .................... 2724.29 HOW TO ENTER A BUDGET FIGURE WITH COMMENT....................................... ................ 273

4.30 HOW TO ENTER A FORECAST FIGURE WITH COMMENT................................................... 2744.31 HOW TO SEE A BUDGET OVERVIEW .................................................. .................................... 2754.32 HOW TO REGISTER A NEW ADDRESS............................................................................ ......... 2764.33 HOW TO CONNECT FURTHER INFORMATION TO AN ADDRESS ...................................... 2794.34 HOW TO SEARCH FOR AN ADDRESS ................................................ .................................... 2854.35 HOW TO REGISTER A NEW DOCUMENT ................................................... ........................... 286

4.35.1 Certificates, Images & Other documents....................... ...................................................... 2874.35.2 Procedures & Standard texts........................................................... ..................................... 2884.35.3 Recommendations, Lessons learned & Corrective actions................ .................................. 2884.35.4 Forms........................................................... ........................................................... ............. 2894.35.5 Document details ............................................... ....................................................... ........... 289

4.35.6 Reports...................................................................................... ........................................... 2904.36 HOW TO FILL IN FORMS....................................................................... ...................................... 293

4.36.1 How to fill in forms from the document module ................................................. ................ 293

4.36.2 How to fill in forms connected to a job .................................................... ........................... 2944.37 HOW TO SEE A FILLED IN FORM.................................................................. ............................ 2954.38 HOW TO ISSUE A REPORT....................................................................................... ................... 2964.39 HOW TO LINK A DOCUMENT TO OTHER OBJECTS.............................................................. 297

4.40 HOW TO DISTRIBUTE A DOCUMENT .................................................. .................................... 2994.40.1 Document ownership................................. ....................................................... ................... 299

4.40.2 Distribution with notification ................................................ .............................................. 2994.41 HOW TO LOG AN EVENT............................................................. ............................................... 305

4.41.1 How to log an accident or near accident.......................................... .................................... 3054.41.2 How to log a consequence of an accident........................................ .................................... 307

4.41.3 How to log a potential consequence to a near accident ................................................ ....... 3134.41.4 How to log a non conformity.......................................................... ..................................... 3184.41.5 How to log a guarantee claim................................................ .............................................. 324

4.42 HOW TO ENTER A RECOMMENDATION AGAINST AN EVENT.......................................... 3304.42.1 Recommendation for accident, near accident, non conformity or guarantee claim............ 330

4.43 HOW TO ISSUE A LESSON LEARNED FROM AN EVENT............................................... ...... 333

4.43.1 Lesson learned for accident or near accident.................................... ................................... 3364.43.2 Lesson learned for non conformity or guarantee claim ................................................ ....... 337

4.44 HOW TO ENTER A CORRECTIVE ACTION AGAINST AN EVENT........................ ............... 3404.44.1 Corrective action for accident, near accident or non conformities ...................................... 3404.44.2 Corrective action for guarantee claim................................................................ .................. 343

4.45 HOW TO SEARCH IN Star IPS.............................................. ....................................................... . 3464.45.1 Star Finder ................................................... ........................................................... ............. 346

4.45.2 Details area.................................................. ........................................................... ............. 3474.45.3 Items list ...................................................... ........................................................... ............. 348

4.46 HOW TO PRINT A LIST OF SELECTED SCHEDULED JOBS.................................................. 3494.47 HOW TO REGISTER A NEW CREW MEMBER............................................... .......................... 3504.48 HOW TO ASSIGN A CREW MEMBER TO A POSITION.................................................... ....... 3544.49 HOW TO SET UP A CREW MEMBER FOR DOCUMENT DISTRIBUTION............................ 356

PART 5: PLANNING BOARD IN Star IPS.................................................... .......................................... 358 5.1 STARTING UP.............................................. ........................................................... ....................... 3585.2 FEATURES OF THE PLANNING BOARD ....................................................... ........................... 359

5.3 HOW TO SET THE CALENDAR .................................................... .............................................. 3605.4 SHOW MANHOUR GRAPH........................................................... ............................................... 3615.5 SHOW TECHNICAL ACCOUNT........................ ....................................................... ................... 361

5.6 SHOW SCHEDULED JOB..................................................... ....................................................... . 3625.7 SHOW TECHNICAL ACCOUNT/ JOB HISTORY........................... ............................................ 362


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5.8 PREVIEW JOBS ..................................................... ........................................................... ............. 3635.9 PRINT WORK ORDERS........................................................ ....................................................... . 364

5.10 PRINT THE PLANNING BOARD............................................................ ..................................... 3655.11 REPORT WORK DONE ..................................................... ........................................................... ... 366

PART 6: AUXILIARY MODULES IN Star IPS........................................................................... ............. 367

6.0 REGISTER A NEW ENTRY UNDER A CODE............. ....................................................... ........ 3686.1 GENERAL USE CODES ........................................................ ....................................................... . 369

6.1.1 Department codes ................................................. ....................................................... ........... 3696.1.2 Position codes................... ........................................................... ........................................... 370

6.2 TECHNICAL USE CODES .................................................... ....................................................... . 3706.2.1 Condition codes........................................................ ........................................................... ... 370

6.2.2 Criticality codes.......................... ........................................................... ................................. 3706.2.3 Failure cause codes............................. ....................................................... ............................. 3716.2.4 Failure description codes......................................................... ............................................... 3716.2.5 Failure mode codes............................. ....................................................... ............................. 371

6.3 WORK PLANNING CODES............. ....................................................... ...................................... 3726.3.1 Counter type codes ............................................... ....................................................... ........... 372

6.3.2 Resource codes ......................................................... ........................................................... ... 372

6.3.3 Job priority codes ................................................. ....................................................... ........... 3736.3.4 Job class codes.................................................................... .................................................... 3736.3.5 Job type codes .......................................................... ........................................................... ... 373

6.4 MATERIAL AND SERVICES CODES.......................................................................................... 3746.4.1 Material group codes ...................................................... ....................................................... . 374

6.4.2 Material sub-group codes ............................................... ....................................................... . 3746.4.3 Material unit codes ............................................... ....................................................... ........... 375

6.5 PURCHASING CODES........... ........................................................ ............................................... 3756.5.1 PO class codes .......................................................... ........................................................... ... 3756.5.2 PO condition codes............................. ....................................................... ............................. 3766.5.3 PO delivery term codes .................................................. ....................................................... . 376

6.5.4 PO priority codes........................................................... ....................................................... .. 3766.5.5 Transport codes ........................................................ ........................................................... ... 377

6.6 FINANCE CODES.................................................. ........................................................... ............. 3776.6.1 Finance account codes.................................................... ....................................................... . 3776.6.2 Country codes................... ........................................................... ........................................... 3786.6.3 Currency codes ......................................................... ........................................................... ... 378

6.7 DOCUMENT CODES................................... ........................................................... ....................... 3796.7.1 Document class codes.............................................................. ............................................... 3796.7.2 Document type codes ..................................................... ....................................................... . 380

6.8 INSURANCE CODES.......................................................................... ........................................... 3816.8.1 Insurance class codes................................... ....................................................... .................... 3816.8.2 Insurance type codes....................................................... ....................................................... . 3816.8.3 Deductible codes .................................................. ....................................................... ........... 382

6.8.4 Casualty codes.......................................................... ........................................................... ... 3826.9 EVENT CODES ...................................................... ........................................................... ............. 383

6.9.1 Subject codes............................................................ ........................................................... ... 3836.9.2 Cause codes .................................................... ........................................................... ............. 3836.9.3 Basic cause codes ................................................. ....................................................... ........... 3846.9.4 Notification codes................................................. ....................................................... ........... 384

6.9.5 Notification method codes..................................... ....................................................... .......... 3846.9.6 Activity codes................... ........................................................... ........................................... 3856.9.7 Consequence type codes............ ....................................................... ...................................... 3856.9.8 Injury type codes .................................................. ....................................................... ........... 3856.9.9 Event codes............................................................... ........................................................... ... 3866.9.10 Inspection codes ....................................................... ........................................................... ... 386

6.9.11 Actions on board codes .................................................. ....................................................... . 3866.9.12 Actions ashore codes ...................................................... ....................................................... . 3876.9.13 Location onboard codes................................ ....................................................... ................... 387

6.9.14 Target codes ................................................... ........................................................... ............. 3876.10 NON CONFORMITY CODES.............................................................................................. .......... 388


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6.10.1 Subject codes............................................................ ........................................................... ... 3886.10.2 Cause codes .................................................... ........................................................... ............. 388

6.10.3 Actions on board codes .................................................. ....................................................... . 3886.10.4 Actions ashore codes ...................................................... ....................................................... . 3896.10.5 Inspection codes ....................................................... ........................................................... ... 3896.10.6 Result codes.......................................... ........................................................... ....................... 389

6.10.7 Status codes .................................................... ........................................................... ............. 3896.11 GUARANTEE CLAIM CODES ...................................................... ............................................... 390

6.11.1 Actions on board codes .................................................. ....................................................... . 3906.11.2 Actions ashore codes ...................................................... ....................................................... . 3906.11.3 Cause codes .................................................... ........................................................... ............. 3906.11.4 Inspection codes ....................................................... ........................................................... ... 3916.11.5 Result codes.......................................... ........................................................... ....................... 3916.11.6 Status codes .................................................... ........................................................... ............. 391

6.12 ENVIRONMENT CODES...................................................... ....................................................... . 3926.12.1 Fairway codes................... ........................................................... ........................................... 3926.12.2 Sea condition codes ........................................................ ....................................................... . 3926.12.3 Visibility codes................. ........................................................... ........................................... 3926.12.4 Weather condition codes ................................................ ....................................................... . 393

6.12.5 Wind force codes.............. ........................................................... ........................................... 393

PART 7: USER ADMINISTRATION in Star IPS............ ....................................................... .................. 394 7.1 USER & GROUP ACCESS ADMINISTRATION ............................................... .......................... 3947.2 USER ADMINISTRATION.................................................... ....................................................... . 394

7.2.1 See a user’s properties.................................................... ....................................................... . 3957.2.2 Assign a new person to the user position............................................ .................................... 3967.2.3 Register a new user............................................... ....................................................... ........... 3987.2.4 Reset a user’s password......................................... ....................................................... .......... 4007.2.5 Delete a user ................................................... ........................................................... ............. 401

7.3 GROUP ADMINISTRATION.......................................................... ............................................... 401

7.3.1 See a group’s properties ................................................. ....................................................... . 4017.3.2 Register a new group...................................................... ....................................................... . 403

7.3.3 Delete a group .......................................................... ........................................................... ... 405


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Star IPS version 2.0 Page 1

PART 1: INTRODUCTION

1.1 ABOUT STAR INFORMATION & PLANNING SYSTEM (Star IPS)

Star Information & Planning System (Star IPS) is the focal point in the work planning,

material administration, event and marine insurance handling, and condition reporting

between ship and shore for a company. The system is designed to:

∧ facilitate budgeting and cost control

∧ define various fleet & ship management functions (plan of management accounts)

∧ define the various technical functions on board (plan of technical accounts)

∧ identify equipment with spare parts, instructions and makers/suppliers

∧ link equipment to the various functions

∧ allow work planning of repetitive and singular tasks

∧ generate work orders with attached instructions

∧ facilitate work done and condition reports with attached documentation

∧ provide traceability wrt function and equipment histories

∧ keep track of stock material and supply requirements

∧ generate requisitions for transfer to central purchasing

∧ issue purchase orders for direct purchasing

∧ follow up and approve deliveries

∧ hold logs, check lists and forms to be used in administrative and operational

functions

∧ integrate event handling with the work planning, reporting and follow up functions

∧ support guarantee and insurance claims

∧ handle documents and document revisions and distribution with receipt feedback

∧ define data ownership and data replication


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Star IPS is developed in VB5 and is a 32 bit application that can be run on Windows 98-2000

or Windows NT workstations. Star IPS version 2.0 uses Oracle database both onboard and in

the main office. Oracle is the number one multi-platform database and also number one on

Windows NT platform. Other RDBMS offered are MS SQL Server and Sybase.

A ship/ rig based Star IPS is arranged for communication with an office based Star IPS, whichin turn communicates with Star Central Purchasing System (Star CPS), or equivalent DOS or

Windows based systems. Star CPS applies SISCommerce for direct EDI communication with

vendors by connection to Internet and e-mail, or by B2B connections.

Star IPS may be used as a stand-alone information and planning system for companies that

have no other interacting systems (ships, drilling rigs, etc).

The system comprises the following modules:

Main modules

- Management & technical accounts- Work planning & reporting

- Event logging & follow up

- Equipment & installed equipment

- Counters

- Material & services

- Transaction histories

- Requisitioning, purchasing & follow up

- Budgets & cost control

- Addresses

- Documents

- Crew

Common codes- General use

- Technical use

- Work planning


- Purchasing

- Finance

- Documents

- Insurance- Events

- Non conformities

- Guarantee claims

- Environment

System administration- System set-up functions

- Mailbox

- User access administration


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Main operational tasks* To register a new user and regulate access

* To log on to the system

* To register a new technical account

* To register new equipment

* To register new material/ parts and update costs* To register a new address

* To register events with consequences, potential consequences and lessons learned

* To generate a new work instruction

* To generate a new job

* To schedule jobs

* To generate a work order

* To generate a work done report

* To file a work done report

* To generate a standard form

* To link a standard form to other items (tech. acc., equipment, work order, etc)

* To transfer information to a central system* To take stock

* To generate a requisition

* To handle a requisition

* To generate a purchase order

* To mail a purchase order

* To follow up a purchase order

* To register and update currencies

* To change status for a purchase order

* To look up active purchase orders

* To file a purchase order

* To register an invoice

* To distribute documents and receive receipt confirmation

* To alert document addressee of unopened mail

* To generate declarations

* To generate crew lists

* To issue work permits

* To issue check lists

* To produce reports, such as

- Budget & cost control

- Personnel

- Technical information- Work planning

- Work histories

- Event

- Class

- Insurance


- Purchasing

- Performance


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1.2 STAR IPS IN FLEET & SHIP MANAGEMENT

Star IPS is a central part of a fleet management solution. Star IPS office version interacts with

Star IPS vessel versions by data replication according to preset data ownerships. Star CPS

receives requisitions from vessels, gets quotes from vendors, places the order and follows up

shipments. All relevant data many be replicated to each vessel.

Invoice handling processes can also be run within the Star IPS/ Star CPS system.

Registry like addresses, locations, units of measurement, priority codes, condition codes,

classification codes, currency codes etc. are normally maintained in Star CPS and replicated

to the vessels.

Star IPS

Version 2Interactions

InquiryOrder

Direct PO

Event details

Follow u

Tender

Delivery

Invoice

frame

agreement

Follow up

ReplicationRequisitions

of data

Invoice Invoice update

Finance accounts

Cost information

Estimate

Commitment

Vessel system

Star IPS / Event

Vendors

Office system

Star IPS / CPS /

Event

Star IPS: Star Information & Planning System

Star CPS: Star Central Purchasing System

Accounting

Forwarders

Star

Insurance

SISCommerce


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SIS has the following fleet and ship management system solutions:

Vessel Office External relations

Main ProgramsFleet & Ship Management

Star IPS Star IPS

Star Document

Star Event

Crewing

Star Insurance

Insurance Comp.

Vendors

Forwarders

Charterers

Ports & Terminals

Class & Authorit.

Banks

Star IPS Vessel interacts withStar IPS Office to form a Fleet &

stemShip management sy

Star CPS in interaction with Accounting forms a seamlessbudgeting & cost control system

The most important part of Event handling is the follow upof Lessons learned

Star Event, Star Insurance &Star Document may “standalone” without a full integrationwith Star IPS

Yards

Star CPS

SISCommerce is an e-procurementsolution integrated with Star IPSVessel & Star CPS for web or B2Bcommunication with vendors,forwarders & financial institutions

Star Event

SISCommerce

Account ing


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1.3 STAR IPS IN INTERACTION WITH STAR CPS

Star IPS and Star CPS are designed to work together and to exchange data. The systems have

equal structure for common data and processes. This ensures that no data get lost between

Star IPS on each vessel and Star CPS in the office.

Each common register can be maintained either from Star IPS or Star CPS. This is managed

by the system set up utilities.

Star CPS can access equipment, spare part and other information directly from the Star IPS

database.


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PART 2: BASIC ELEMENTS IN Star IPS

2.1 Star IPS EXPLORER

The Star IPS Explorer contains standard Windows elements. The upper and lower part of the

window will always be visible. New windows that are opened may take more or less control

over Windows, but in most cases the choices in the Star IPS Explorer will still be available to

make it possible to work with different information simultaneously. Normally, it is advisable

to work with a limited number of open windows – it is seldom necessary to work with more

than two - three open windows. The Star IPS Explorer is shown below.

System menu Title line Menu line Standard toolbar Launchbar icons Screen min/max/close buttons

. Vessel area Outline area Status line Details area

2.2 ELEMENTS IN Star IPS EXPLORER

The Star IPS Explorer consists of several elements: System menu, Title line, Menu line,

Standard tool bar, Launchbar icons, Minimizing button, Maximizing button, Close window

button and Status line with Id of logged on user, date and time. The program area between the

Tool bar and the Status line contain Vessel area, Outline area and Details area.

2.2.1 System menu

The System menu box is located in the upper left corner of each window. By means of the

commands in the System menu it is possible to restore the size, move, minimize, maximize

and close the window. Click on the box to make the commands available.


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2.2.2 Title line

The Title line shows the name of the window. If more than one window is open the Title line

for the active window has a different colour or intensity than other title lines. If the new

window is maximized only one Title line will be visible, showing a combination of the titles

of the program and the active window.

2.2.3 Minimizing and maximizing buttons

A click on the minimizing button will reduce the window to an icon. A click on the

maximizing button will enlarge the active program window to fill the program area between

the Tool bar and the Status line.

2.2.4 Menu line

The Menu line shows the available menus. Each menu contains a list of all commands or

actions that may be made within the active window. The menu selections at the far left and

right in each window (File, Edit and Window, Help) are standard in most Windows programs.

Between these menus are the functions that are specific for the active window. The available

menus are normally logically grouped together.

2.2.4.1 Use of menu with mouse

Click on a menu in the menu line to open a menu list. Select and click on a menu to activate

the program. Under some of the menus in the list there are two levels. Those menus in the

first list that are marked with an arrow point will display a new list (sub-menus) when they are

in focus.

2.2.4.2 Use of menu with keyboard

It is possible to open a menu by pressing the Alt key combined with the letter which is

underlined in the menu list name, f.inst. Alt+F to open the File menu. By using the horizontal

arrow keys it is possible to open other menu lists. Use the vertical arrow keys to select menu

in the list and press Enter to activate the program. Press Esc to close a menu list.

2.2.4.3 File menu

The File menu in the IPS Explorer contains the following options:Menu Sub-menu Quick-key Toolbar icon Comments

Printer set-up

Vessel New local vessel

Vessel properties

Exit Close

2.2.4.4 Edit menu

In addition to a few IPS specific commands, the Edit menu in the IPS Explorer contains the

standard Windows commands for cutting and pasting:Menu Sub-menu Quick-key Toolbar icon Comments

Undo Ctrl+Z

Cut Ctrl+X

Copy Ctrl+C

Paste Ctrl+V

Select all Ctrl+A

Invert selection


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2.2.4.5 Records menu

The Records menu in IPS Explorer has the following options:Menu Sub-menu Quick-key Toolbar icon Comments

Up one level

Sort ascending F5

Sort descending Shift+F5

Also look in subfolders

Delayed data fetch

Clear filter Ctrl+F

New record Ctrl+N

Open Ctrl+W

Save Ctrl+S

Print preview

Print

Delete Ctrl+D

2.2.4.6 View menu

The Vi nu contains:

enu uick-key Toolbar icon Comments

ew meMenu Sub-m Q

StandardToolbars Launchbar

Titles

Vessels

Outline

None

List

ImageDetails

eT xt

Statusbar

Filters

Options... Loads Options

2.2.4.7 Wind

xplor r Window m ntains:

enu Sub-menu Quick-key Toolbar icon

ow menu

The Star IPS E

M

e enu co

CommentsStarboard workschedule

Ctrl+B Loads the Star IPS Planning Board.Can also be loaded separately.

Loads the IPS Finder whereStarfinderengine

search Ctrl+Fadvanced search can be made.

2.2.4.8 Help menu

The Help in IPS is inst nd s ith se s,

ib ities for the us to enter own bookmarks and notes:

Sub-menu Quick-key Toolbar Comments

menu alled as a sta ard Window help system w arch facilitie

cross-references and poss il er Menu icon

Star IPS Explorer help topics

About Star IPS Explorer


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2.2.5 Standard toolbar

The Standard toolbar contains a number of command buttons, also called icons. These are

arranged so that the user may carry out a command with a click on the mouse. Most of thesecommands may also be carried out via the menus or on the keyboard by use of Quick keys, i.e.

a combination of the control key (Ctrl) or alternative key (Alt) and a letter key, denoted as

f.inst. Ctrl+A. Some icons have different effects depending on where the cursor is located

when the icon is clicked, but their general function is shortly described below.

The Standard toolbar may be switched on and off via the View menu Toolbars

Standard .

New

Creates or starts a wizard for creation of new objects. Depending on what is in focus, corre-

sponding object is created, f.inst. technical account, work instruction, spare part and so on.

Open

Opens the detail form of the object that is in focus.

Save

aves any changes made to the object that is in focus.S

Delete

eletes the object that is in focus.D

P intr

epending on what is in focus, a printout of this information will be started.D

Preview

Depending on what is in focus, a p possible to send it to a printer.

review of this information will be displayed. Afterwards it

Up one level

is

This icon will only have focus when the tree is in focus. If clicked, the system will move the

tructure up one level, i.e. the current account’s father will be displayed.

Copy

s

The highlighted text will be copied to the clipboard.


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Cut

The highlighted text will be removed and copied to the clipboard.

Paste

The in

formation in the clipboard will be pasted into current cursor position.

Undo

Regret or undo th

e last action.

Sort ascending

ort the information in the detail area ascending.S The sorting will be based on the Id column

umn is selected (highlighted).unless another col

Sort descending

Sort the information in the detail area descending. The sorting will be based on the Id column

s selected (highlighted).

Search in sub-folders

tes the search function to include search in sub-folders.

unless another column i

Activa

Find

oads theL Star Finder. In Star Finder, simple and advanced searching possibilities are

le.availab

Filter

Loads the Options window. Different configuration possibilities are available.

gle

ist filter on/ off.

r filter

lears filter settings.

Tog

Toggles the l

Clea

C


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Invert selection

Inverts the current selection (highlighted information) in the detail area.

Launchbar

Switc

hes the Launchbar on and off.

List

Display

s list information (if applicable) in the detail area.

Image

Displa

ys image (bitmap) information (if applicable) in the detail area.

Text

Displa

ys detailed text information (if applicable) in the detail area.

Help

Loads the Star IPS Help facility.

itc d on and off via the View menu Toolbars

the icon

2.2.6 Launchbar

The Launchbar of Star IPS contains buttons (icons) giving access to different functions or

wizards. The Launchbar may be sw he

Launchbar or by clicking .

hnica

a ni

account. An equivalent to clicking this icon is via the Records menu New

ord or click on the icon

New c l account

s a new tech cal

te

Clicking on this icon will lo d a wizard series that create

rec when the tree is in focus.

en

on ent.

or

click on the icon

tNew docum

Clicking on this ic will load a wizard series to connect a new docum

An equivalent to clicking this icon is via the Records menu New record

when the document part of the tree is in focus.

oard . The planning board

can also be loaded from the Window menu

Starboard work schedule. It can

Starboard

A click on this icon will load the Star IPS Planning B

also be loaded directly via the Star IPS Launch Pad.


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New work

a rk

ion, work schedule (planned maintenance) or work order (a corrective

job). An equivalent to clicking on this icon is via the Records menu New

Clicking on this icon will lo d a wizard series that creates new work, i.e. wo

instruct

record or click on the icon when the work planning part of the tree is in

focus.

ork doneW

Clicking on this icon will load a wizard series as a guide to establish a work

Clicking on this icon will load a wizard series as a guide to the reporting of an

A click on this icon will guide the process of creating a new material

A click on this icon will guide the process of receiving goods on a house

Behind this icon Star IPS reports are hidden. Available reports templates can

Clicking on this icon will produce a list of active counters. New counter values

A click on this icon will present the current budget.

n

material

justment.

This icon is used for checking of stock and for stock count.

done report. Depending on what is in focus, the system will give guide through

different routes in the wizard.

Event

event (accident/ near accident/ non conformity/ guarantee claim).

Purchase

requisition, a direct purchase order or a draft.

Receipt

airway bill.

Reports

be fetched and the reports created here.

New values

may be entered directly.

Budget

Transactio

A click on this icon will guide the process of creating a new

transaction: Out transaction, Return to stock or Test count ad

nven oryI t


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2.2.7 Ico r IPSns used in Sta

Symbol Description Symbol Description

Work planning module Transaction history

Work instructions Purchasing module

Scheduled jobs aterial requisitionsM

Work orders urchase ordersP

Work histories anifestM

Event module Invoices

Accidents Budget module

Near accidents Address module

Non conformities Document module

Guarantee claims ertificatesC

Consequences roceduresP

otential consequences agesP

Im

Equipment tandard textsS

Installed equipment ther documentsO

Counters ecommendationsR

Material & services module Lessons learned

pare part sub moduleS Corrective action

Spare parts Safety alert

onsumable items ormsC F

rovisions items orm dataP F

Services Reports

Tools Crew


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2.2.8 Vessel area

A Star IPS system (database) can contain one or many vessels. The Vessel

area shows the name of the vessels that are in the system. If there are more

than one vessel (typical a main office system) in the database, here you can

choose which vessel to examine. The Vessel area can be switched on andoff via the View menu ⇑ Vessels. If the system is an onboard system, i.e.only one vessel is load

ed, this area only takes up space on the screen and

ay be switched off.

stead of icons, the vessels may be also be shown in a list

r,

t

n the

Outline area and the user can define his own in addition.

fferent

m

The activated vessel is shown in red, the other vessels in green.

In

2.2.9 Outline area

The Outline area contains the main modules (registers) of the IPS

system. The “+” in front indicates, just as in the Windows Explore

that there are more folders at a lower level in the hierarchy. Eachelement in the Outline area is defined as an object. As an object is

brought into focus, the detail area is filled with information abou

the object in focus. Star IPS has predefined some objects i

2.2.10 Details area

In the Details area different details about

the object in the outline area that has focus

are displayed. There are three di

kinds of information available:

List or via View Details List

Image or via View Details Image

Text or via View Details Text

he Status line has five sections: User, Date, Time, Number of rows listed in the details area,

see.

from the Menu line. Alternatively,

ouble click on the System menu box or open it and select Close. The exit function also has

e quick key Alt+F4, which is standard in Windows.

2.2.11 Status line

T

Program licence no. and Licen

2.2.12 How to exit Star IPS

The program may be exited by selecting File and Exit

d

th


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2.3 STAR FINDER

Star IPS has extensive search facilities to help locate data entered in the system.

Click at the Find button in the program tool bar.

Star Finder has a tool bar and folders for different forms of search criteria. The search pattern

is entered by preceding and succeeding the search criterion by the % sign.

2.3.1 Id & description folder

It is possible to search on Ids and description texts for technical accounts, designated folders

(selected under the Search for datafield) and in both technical accounts and folders. The

Search for datafield lists all main modules in the system.

2.3.2 Date modified folder

The Date modified folder makes it possible to search items entered or modifies since a certain

date or between certain dates.


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2.3.3 Vessel folder

The vessel folder makes it possible to search data from one vessel, a group of vessels or

equipment, or from the whole fleet of vessels.

2.3.4 Advanced folder

The advanced folder allows search on 5 separate search criteria simultaneously.


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2.4 DATA OWNERSHIP

Star IPS may be used as a stand alone system for a single unit, in which case all data is

accessible to the system administrator and the access to the system is governed on an

individual user basis.

If Star IPS is used in a company set-up where a central fleet management system (IPS office)

communicates with operative units (IPS satellite installations) it is necessary to define data

ownership (central system vs. satellites) in order to secure a uniform use of information

throughout a fleet – or parts of a fleet.

Star IPS therefore, has a set-up function where the data ownership may be awarded to the fleet

manager, a single vessel, a group of vessels, or all vessels, or – in special cases - specific

equipment. Star IPS may thus be applied in various degrees of centralized/ decentralized

operations.

Data ownership should be decided as a compromise between the need for companystandardization and freedom of decision for the operative unit.

In principle the basic data structure should be common for the whole fleet. This includes the

technical account structure, the equipment and material codes, work instruction and work

order codes, event codes, address codes, document codes and common codes.

The content of technical accounts may vary from ship to ship, but any change or addition

should be approved centrally.

The content of the address module should be governed by (replication from) the purchasing

system where appropriate.

Many work instructions may apply to the whole fleet or parts of a fleet, or specific equipment,

and should thus be established/ approved and amended centrally. Scheduling of work,

however, is normally best decided locally and should therefore be part of daily operation for

each vessel.


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2.5 DATA REPLICATION FROM SHIP TO OFFICE

Star has a replication engine that together with standard mailing systems ensures efficient

replication of data from vessel systems to shore, and from shore to vessel. This feature,

together with the concept of data ownership ensures rapid and selected distribution of

information and database changes throughout a fleet at minimum costs.

This section describes how the replication engine is run to send and receive data between the

vessel and the office. The section is divided into three parts:

• Initial setup of the replication engine and the necessary folder-structure.

• How to send data from the vessel to the office.

• How to receive data from the office on board the vessel

2.5.1 Initial setup

In order for the replication engine to function, it is dependent upon a correct data base folderstructure.

1. Start Windows Explorer and activate C:

2. Establish a new folder under C by the name “ Repl.”

3. Establish another folder under “ Repl.” by the vessel’s name “Ekfjord”

4. Establish two folders under “ Ekfjord ” by the names “ In” and “Out ” respectively


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2.5.2 Sending data from vessel to office

To send data from the vessel to the office start the vessel replication engine

.

1. Check that the paths in the Read from directory and Send to directory are as set in the

folder structure established under sect. 10.1.1. If not, use the Browse buttons to locate

the correct folder path.

2. To replicate data to the office, click on the Send button. The replication engine will

now go through the database and copy out all changes that have been made in the

database since the last replication. This process will take some time, depending on

how much data that is transferred. The last time a replication was made can be read in

the Date field below Last sent number .


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3. Once the replication is completed a file will appear under c:\Repl\Ekfjord\Out\ . The

files name is EKFXXXX.sat . EKF tells that this file contains data from the vessel,

XXXX is a number identifying the transmission number for the file and .sat means that

the file is replicated from a satellite-installation (vessel).

4. In the replication engine the fields for Last sent number, Date, From Date and Now

send number are updated.

5. If the Send from date or Now send number for some reason need to be changed (e. g.

missing files/data), this can be done by clicking at the Edit -button. This will open a

new window for editing the settings for sending data.

6. Open the e-mail-client and send the file EKFXXXX.sat as an attachment to the office.

Do not rename the file, and always keep a copy for future reference.

7. The office will receive the e-mail with the file attached, and can import the data into

their database using the replication engine.


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2.5.3 Receiving data from the office on board the vessel

1. All data from the office to be imported into the vessel database, will be received as an

attached file in an e-mail. The files will have the name EKFXXXX.zip. EKF means that

the file is to be replicated into the vessel database, XXXX is a number identifying the

transmission number of the file, and .zip means that the file has been compressedusing WinZip.

2. Once the e-mail has been downloaded, save the attached file EKFXXXX.zip in the

folder c:\Repl\Ekfjord\In . Do not change the name of the file.

3. Start the replication engine for the vessel.

4. The window Received, not yet read contains a list of all the files that has been received

from the office, but not yet read into the vessel database. For the files to

appear in this list and be replicated into the database, they must be saved under

c:\Repl\Ekfjord\In with the same name as they are received from the office.


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5. To import the data received from the office into the vessel database, click at the

Receive button. The computer will work for a while, depending on how much data is

going to be read into the system. A window will tell how the replication progresses.

6. Once the import is completed, all files will disappear from the Received, not

yet read -list. The Now read number, Last read number and Date-fields will also be

updated.

7. All files that have been replicated into the vessel database will be moved from

the folder c:\Repl\Ekfjord\In to the folder c:\Repl\Ekfjord\In\Backup. This folder will

be created automatically. The files will be renamed to EKFXXXX.001. EKF tells the

system that the file has been imported into the vessel database, XXXX is the

transmission number, and .001 is the file-type telling the system that this is a backup-

file. Keep the files in this folder for future reference.

8. Exit the replication engine.

9. Star IPS is now ready to be used with updated data from the office.


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2.6 DATA REPLICATION FROM OFFICE TO SHIP

Star has a replication engine which, together with standard mailing systems, ensures efficient

replication of data from shore to vessels, and from vessels to shore. This feature, together with

the concept of data ownership ensures rapid and selected distribution of information and

database changes throughout a fleet at minimum costs.

This section describes how to run the replication engine to send and receive data between the

office and the vessels. The section is divided into three parts:

• Initial setup of the replication engine and the necessary folder-structure.

• How to send data from the office to the vessels.

• How to receive data from the vessel at the office.

2.6.1 Initial setup

In order for the replication engine to function, it is dependent upon a correct computer basefolder structure.

1. Start Windows Explorer and activate C:

2. Establish a new folder under C by the name “ Repl.”

3. Establish another folder under “ Repl.” by the vessel’s name “Ekfjord”

4. Establish to folders under “ Ekfjord ” by the names “ In” and “Out ” respectively

5. When Star IPS is installed on new vessels, the folder-structure has to be expanded

with a new folder with the name of the new vessel. This folder should also be located

under the folder Repl. The new folder for the ship must also contain the sub-folders In

and Out .


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2.6.2 Sending data from office to vessel

To send data from the office to the vessel, start the office replication engine

1. The window shows the settings for the Star Replication Hub Administrator. In

this case there are settings for M/T Ekfjord, Ektank CPS (Star Central Purchasing

System) and Ektank IPS Hub (IPS Office). When Star IPS is installed on new vessels,

they will appear in the settings list in the same fashion as M/T Ekfjord. All vessels, the

IPS Hub and the CPS have three lines with settings in the replication administrator.

What settings each line contains is explained at the top of the window (blue letters on

gray background).

2. Confirm that all databases except Ektank IPS HUB are active (Ektank IPS HUB

should be inactive). Change the settings if necessary.

3. For M/T Ekfjord enter the Directory for outgoing files and Directory for incoming files

if they are missing. This is done by clicking at the line and entering the directory using

the keyboard. The paths should be the same as on the window above with one

exception. The prefix C: should be replaced with the path to the file server .


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4. Click on the Set login parameters and see if the settings are correct. They should

match the window below. If the setting are OK proceed to the next step, if not, enter

the correct settings by using the keyboard. Click the Save-button after changes have

been made.

5. To replicate data between IPS Office and CPS and out to the vessels, click on the Run

replication button. The replication engine will now go through the database and

transfer data between IPS Office and CPS both ways. Data that are going to be

transferred to the vessels appear as files. This process will take some time, depending

on how much data is going to be transferred. The last time a replication was made can

be read under Last sent date and Last received date.

6. Once the replication is completed a file will appear under X:\Repl\Ekfjord\Out\ . (X being the path to the file-server). The files name is EKFXXXX.zip. EKF tells that this

file contains data for M/T Ekfjord, XXXX is a number identifying the transmission

number of the file, and .zip means that the file is compressed using WinZip. Files

containing data for other vessels will end up in their respective folders according to the

paths in the Replication Administrator, and each file will have a name ZZZXXXX.zip,

where ZZZ will identify the vessel uniquely.


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7. The fields for Last sent no, Last sent date, Last received no and Last received date will

also be updated for all active databases.

8. If any of the settings mentioned in 9 needs to be changed (e.g. missing files/data), this

can be done by clicking at the field and entering the correct setting using the keyboard.

9. Open the e-mail-client and send the file EKFXXXX.zip as an attachment to M/T

Ekfjord. Do not rename the file, and always keep a copy for future reference. Files for

other vessels (having other names) should also be sent at the same time.

10. The vessel will receive the e-mail with the file attached, and can import the data into

their database using the replication engine.

2.6.3 Receiving data from vessels at the office

1. All data from a vessel (and other vessels) to be imported into the office database, will

be received as an attached file in an e-mail. The files will have the name EKFXXXX.sat for M/T Ekfjord. EKF means that the files origin is M/T Ekfjord, XXXX

is a number identifying the transmission number of the file, and .sat means that the file

originates from a satellite/vessel.

2. Once the e-mail has been downloaded, save the attached file EKFXXXX.sat in the

folder X:\Repl\Ekfjord\In, X being the path for the file-server. If several vessels are

operational in the system, the names will tell which vessel the files originate from.

Store each file in its respective folder. Do not change the name of the files.


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3. Start the replication engine for the office.

4. To import data received from the vessels into the office database, click the Run

replication button. The computer will work for a while, depending on how much data

is going to be read into the system. A window will tell how the replication progresses.

5. Once the import is completed, the Last sent no, Last sent date, Last received no and

Star IPS Manual

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