OVID Technical Vessel Operator Guide v1.71

OVID Technical Vessel Operator Access
Quick Start Guide

Revision v1.71
13th December 2019
Contents
1 Introduction ....................................................................................................................... 4
1.1 Getting Started.............................................................................................................................. 5
2 Dashboard ......................................................................................................................... 6
2.1 Inspections Pending Operating Comments .................................................................................. 6
2.2 Unprocessed Inspections .............................................................................................................. 7
2.3 Inspection Bookings ...................................................................................................................... 7
2.4 Resources/Downloads .................................................................................................................. 9
2.5 News/Announcements ................................................................................................................. 9
3 Your User Profile .............................................................................................................10

3.1 User Profile.................................................................................................................................. 10
3.2 Change Password ........................................................................................................................ 11
3.3 Change Email Address ................................................................................................................. 11
4 Manage Organisation .....................................................................................................12
5 User Management...........................................................................................................13
5.1 List of Users ................................................................................................................................. 13
5.2 Create User ................................................................................................................................. 13
6 My Downloads .................................................................................................................15
7 End User Licence Agreement ......................................................................................... 16
8 Fleet Management ..........................................................................................................17

8.1 Vessel Index Page ........................................................................................................................ 17
8.2 Vessel Registration ...................................................................................................................... 17
8.3 Vessel Details .............................................................................................................................. 18
8.4 Vessel Particulars ........................................................................................................................ 20
8.4.1 Editing your OVPQ ................................................................................................................... 21
8.4.2 Upgrading an existing OVPQ1 .................................................................................................. 22
8.4.2.1 Upgrade via the OVPQ2 Desktop Editor ............................................................................... 22
8.4.2.2 Upgrade an OVPQ1 via the OVPQ2 Online Editor ................................................................ 25
8.4.3 Editing an OVPQ2 Particulars document online ...................................................................... 26
8.4.4 Editing a Particulars document offline..................................................................................... 26
8.4.5 Publishing a Particulars document .......................................................................................... 26
8.5 Crew Matrix................................................................................................................................. 27
OVID Technical Vessel Operator Access | Page 1

8.6 Edit Vessel Details ....................................................................................................................... 28
8.6.1 Upload Vessel Technical Specification Sheet ............................................................ 28

8.7 Inspection Download Notification .............................................................................................. 29
8.8 Removing a Vessel from the Fleet .............................................................................................. 29
9 OVMSA - OVID Vessel Management Self-Assessment..................................................30

9.1 Create OVMSA ............................................................................................................................ 32
9.1.1 Create OVMSA v1 Document ........................................................................................ 32
9.1.2 Create OVMSA2 v2 Document ...................................................................................... 33
9.1.3 Cloning an OVMSA ........................................................................................................ 33
9.1.4 Publish ........................................................................................................................... 36
9.1.5 Archive Published OVMSA Document .......................................................................... 36
Editing an OVMSA ............................................................................................................................. 37
9.2 Distribution Policy ................................................................................................................. 39
9.3 OVMSA – Audit log ................................................................................................................ 42
9.4 OVMSA – Email Configuration .............................................................................................. 42
10 Inspection Index ................................................................................................................44

10.1 Inspection Advanced Search ..................................................................................................... 46
11 OVID Programme Recipient Maritime Organisations - OVIQ Access Request to TVO .47
11.1 Programme Recipient Maritime Organisation makes a request for access ............................. 48
11.1.1 Rejection of Access Request .................................................................................................. 49
11.1.2 Acceptance of Access Request ............................................................................................... 50
11.2 Purchasing and Accessing an Inspection................................................................................... 50
11.3 Tracking Access Requests.......................................................................................................... 51
12 OVID Programme Recipients – Governmental Agencies – OVIQ Access....................... 52

13.1 Technical Vessel Operators Granting Inspection Access .......................................................... 52
12.1.1 Denying Access to all Programme Recipient Governmental Agencies .................................. 52
12.1.2 Granting Access to all Programme Recipient Governmental Agencies ................................. 53
12.1.3 Granting Access to Programme Recipient Governmental Agencies on a Per Organisation
Basis .................................................................................................................................................. 54
13 OVID Programme Recipients – Inspection Request........................................................ 55

13.1 Vessel Inspection Request ........................................................................................................ 55
13.1.1 Inspection Request Process ....................................................................................... 55

13.2 TVO Inspection Request Administrator Roles ........................................................................... 56

13.3 OVID Inspection Request email ................................................................................................ 57
13.3.1 TVO Declines an Inspection Request ........................................................................ 59
13.3.2 TVO Accepts an Inspection Request ......................................................................... 60

13.4 OVID Inspection Request – Submitting Member Actions ......................................................... 63
14 Technical Vessel Operators – Inspection Requests ........................................................ 64
15 Port State Control Inspections ......................................................................................... 65

15.1 OVID Vessel Operator – PSC Inspection Role............................................................................ 65
15.2 PSC Inspections screen.............................................................................................................. 65
15.3 Add PSC Inspection ................................................................................................................... 66
15.4 Disclaimer.................................................................................................................................. 68
15.5 View PSC Inspection Details ...................................................................................................... 68
15.6 Add Deficiency: ......................................................................................................................... 69
15.7 Add Document: ......................................................................................................................... 69
15.8 Add Comment: .......................................................................................................................... 70
15.9 OVID Vessel Details page .......................................................................................................... 71
16 Alerts...................................................................................................................................72
17 OVID Message Centre .......................................................................................................73
17 Contact Support.................................................................................................................76

1 Introduction
This document is a ‘how to’ guide that will enable the OVID Technical Vessel Operator
(TVO) to make full use of the new OVID user interface.
This user guide includes how the TVO navigates the OVID system and understand the
business processes that have been introduced with the OVID Programme Recipient
Organisation:
Technical Vessel Operators
o Processing of Inspection Access Requests from Programme Recipients

Maritime Organisations
o Processing of Inspection Access Requests from Programme Recipients
Governmental Agencies
o Creation of a OVID Vessel Inspection Request on a vessel within their fleet
OVID Programme Recipient Classes:
• Maritime Organisations
o Maritime Organisations that do not hold a Document of Compliance (DoC)
for any OVID Vessel
▪ Corporate Organisations with an interest in Maritime Safety and
Pollution prevention
▪ Excludes all Organisations that are DoC holders for an OVID Vessel
o Maritime Organisations that hold a DoC for at least one OVID registered
Vessel
▪ Corporate Organisations with an interest in Maritime Safety and
Pollution prevention
• Governmental Agencies
o Governmental bodies including Port State Controls which supervise
marine safety and/or pollution prevention

1.1 Getting Started
To start using the new OVID operator access login to https://www.ocimf-ovid.org.
Login credentials are unchanged from the previous operator access.
For further information on the use of the OVID site please contact:
• ovidsupport@ocimf.org
or the OCIMF Helpdesk directly on +44 (0)203 856 7880

2 Dashboard
The Home page contains any open task messages and actions as well as access to other
useful pages.
1 4
From the Home page, the TVO can quickly navigate to all other areas within OVID, the
Home page consists of the following panes:
1. Inspections Pending Operator Comments
2. Unprocessed Inspections
3. Inspection Booking
4. Resources/Downloads
5. News/Announcements
2.1 Inspections Pending Operating Comments

The grid displays all inspections that are currently awaiting Operator Comments.

You can click on the arrow to the right of the row and this will take you to the ‘Inspection
Details’ page.
2.2 Unprocessed Inspections

The ‘Unprocessed Inspections’ grid displays a list of all Inspections awaiting validation by
their commissioning member.
You can click on the arrow to the right of the row and this will take you to the
Inspection.
2.3 Inspection Bookings

Th Inspection Booking grid displays all currently active Inspection bookings for vessels
within your fleet.

You can click on the arrow to the right of the row and this will take you to the
Inspection.

2.4 Resources/Downloads
This area gives you access to useful Resources and Downloads. Clicking upon the link
will open the desired resource.
2.5 News/Announcements
The News feed provides updates and announcements regarding system updates.

3 Your User Profile
On the drop-down menu under your User Name you will find the menu option ‘Your
User Profile’.
3.1 User Profile

The ‘User Profile‘ page provides access to you user details.

3.2 Change Password
On the top right of the User Profile page you will see the option to ‘Change Password’.
You will need to input a ‘New Password’, confirm it and then save the changes.
3.3 Change Email Address

On the top right of the ‘User Profile’ page you will see the option to ‘Change E-mail
Address’.
You can then change your email address.

4 Manage Organisation
Users with sufficient privileges within the organisation will have the ability to manage
organisation details.
You can update your Organisation details and ‘Save Changes’.

5 User Management
Users with sufficient privileges within the organisation have the ability to create, edit
and delete other users within their organisation.
5.1 List of Users

On the ‘User Management’ page you will see a list of users.
To view the ‘User Profile’ of one of the users, select the arrow on the right of the page.
5.2 Create User

On the ‘User Management’ page you will see an option on the top right to ‘Create User’.
You can create a user and allocate user roles using the arrows on the right of the row.

6 My Downloads
On the dropdown menu under your User Name you have the option ‘My Downloads’.
You can download reports in both XML and/or PDF formats

7 End User Licence Agreement
On the dropdown menu under User Name you have the option to view your ‘End-User
Licence Agreement’ (EULA).
This will show you the End-User Licence Agreement and when it was last signed.
You can view the EULA by clicking the button in the top righthand corner. This will show
you a pdf version.

8 Fleet Management
8.1 Vessel Index Page
After selecting ‘Vessels’ from the top navigation bar the following page will be displayed.
The Vessels grid displays all vessels within your OVID fleet, including their current stats
(Laid Up or Active) and if an OVPQ document has been created.
Selecting the blue arrow will open the Vessel Details page.
8.2 Vessel Registration

To add a vessel, click the Create Vessel button on the top right of the page.
Please use vessel identifiers as appropriate and available. For example, where available
an IMO should be provided, however, if an identifier is mandatory in a region (e.g. the
VIN in US) then this should be provided. Multiple identifiers can be provided, e.g. an
IMO and a VIN.
8.3 Vessel Details
You can view the Vessel details by clicking on the right-hand arrow at the end of the
row.
This will show you further details about the Vessel.

To view the OVPQ and Crew details click on the Vessel Actions tab.
The following is a summary of each section of the vessel details page. Further details
are provided in later sections.

8.4 Vessel Particulars
Technical vessel operators can create, view and edit the Vessel Particulars (OVPQ) for
each vessel within their fleet.
The second edition of the Offshore Vessel Particulars Questionnaire (OVPQ2) is being
released in April 2018
The key changes being introduced with OVPQ2 are:
• A greatly reduced question set

o The total number of questions required to complete an OVPQ has been
reduced by over 75%.
• A single-click migration process from an existing published OVPQ1 report into
the draft OVPQ2 format, ready for completion by the ship operator.
• Online OVPQ2 Editor
o To complement the desktop editor, vessel operators will be able to
complete an OVPQ2 using an online editor, directly from their OVID
account.
• Vessel technical specification sheet upload
o Vessel operators will be able to append a vessel’s technical specification
sheet directly to their OVPQ2 document.
OVPQ1 will only be able to be edited and published from within the existing legacy
OVPQ Desktop Editor.

8.4.1 Editing your OVPQ
OVPQ1 and OVPQ2 documents are created and updated using different versions of the
OVPQ editing software:
OVPQ Version Editor Required To Access
OVPQ1 OVPQ1 Desktop Editor
OVPQ2 Desktop Editor
OVPQ2
OVPQ2 Online Editor
The OVPQ2 Desktop Editor can be downloaded directly from the Edit OVPQ screen, or
from the Resources page of your OVID Account.

8.4.2 Upgrading an existing OVPQ1
OVPQ1 reports may be migrated to the OVPQ2 format directly from the OVID Edit OVPQ
screen. Operators have the option to either upgrade and edit the OVPQ using the new
Online Editor or exporting the upgraded OVPQ2 document and then editing within the
new OVPQ2 Desktop Editor.
8.4.2.1 Upgrade via the OVPQ2 Desktop Editor

To upgrade an OVPQ1 to an OVPQ2 which is to be edited using the desktop OVPQ2
Editor, select the ‘Download Upgraded OVPQ for use in Desktop Editor’ button:
The upgraded OVPQ2 document will be exported and appear in your browsers
Downloaded items list.
Example from Chrome shown below:

To review and edit the OVPQ2 document, launch the OVPQ2 Desktop Editor and select
the ‘Import Document’ icon and browse to the file.
Double click upon the vessel name to open the OVPQ2
Review and update as necessary.
To import the OVPQ2 to OVID, select the Export icon and the OVPQ2 document will be
automatically saved to your desktop.
To import the OVPQ2 to OVID, navigate to the desired vessels’ Edit OVPQ screen and
select the ‘Upload OVPQ from Desktop Editor’ icon.

Browse to the desired file.
The OVPQ2 will be imported into OVID in Draft format.
To publish the OVPQ2, select the ‘Publish OVPQ Document icon.

8.4.2.2 Upgrade an OVPQ1 via the OVPQ2 Online Editor
To upgrade an OVPQ1 directly within the Online Editor, select the ‘Edit OVPQ2 Online’
icon.
The system will ask you to confirm that you wish to migrate the report from the OVPQ1
to OVPQ2 format.
Selecting ‘OK’ will upgrade the OVPQ to the OVPQ2 format and launch the Online Editor.
The upgraded report should be reviewed prior to publication.

8.4.3 Editing an OVPQ2 Particulars document online
With the release of OVPQ2, OVID will possess a fully featured online Particulars editor
which requires no software to be installed. Click the “Edit OVPQ2 Online” button to
launch the online editor to start completing/editing a Vessels’ Particulars (OVPQ2 Only).
Any changes made to the Particulars document are automatically saved, however, the
document must be published before it is available to the OVID members. Likewise,
following initial publication the ship operator can continue to make further
modifications which will not be available to OVID members until a subsequent
Publication.
8.4.4 Editing a Particulars document offline

The OVID system provides a fully featured offline Particulars editor which can be
downloaded and installed by the Ship Operator. Click on Offline OVPQ Tools. This
software allows collection of Vessel Particulars without an internet connection.
This area provides three features:
• Download the desktop editor for installation offline

• Download the current Particulars document for editing within the offline editor
• Upload an updated Particulars document edited using the offline editor
Once a Particulars document has been uploaded it can be further modified using the
OVID online editor. As with the online editor, modifications to Particulars documents
are not available to OVID members until the document has been Published.
8.4.5 Publishing a Particulars document

Following any modification of a Particulars document, whether this be using the online
or the offline editor, the ship operator must publish the document before it is available
to OVID members.

8.5 Crew Matrix
On the ‘Manage Crew’ page the TVO can create Crew Matrix document and view the
document as a PDF report.

8.6 Edit Vessel Details
The TVO can edit their Vessel, change key details, upload a Vessel Technical
Specification Sheet, change variants and Operations and mark the vessel as laid up.
8.6.1 Upload Vessel Technical Specification Sheet

Select ‘Vessel Technical Specification Sheet’ to upload the sheet in .pdf format.
When the ‘Vessel Technical Specification sheet’ has been added you then have the
option to ‘Download’, upload a new one or delete from the OVPQ2 document. The
uploaded file will be available to OVID Members within the OVPQ2 report.

8.7 Inspection Download Notification
The technical vessel operator be notified upon each download of a vessels OVIQ by
clicking Notify on Inspection Download.
8.8 Removing a Vessel from the Fleet

The ship operator can remove a vessel from the fleet by clicking ‘Disassociate Vessel’.

9 OVMSA - OVID Vessel Management Self-Assessment
OVMSA (Offshore Vessel Management Self-Assessment) is a module within the OVID
Database whose key behaviours are:
• Vessel Operators:
o Complete a managerial self-assessment questionnaire (OVMSA
Document)
o Maintain a historical archive of OVMSA Documents
o Share Document[s] with OCIMF Members, controlled via a request
work-flow mechanism
o View analytics / BI reports on OVMSA Documents.
• OCIMF Members: View current and historical OVMSA Documents for Vessel
Operators
o Request access to OVMSA Documents via a work-flow mechanism
o Retrieve data via a web-services interface.
OVMSA is based on the same principles as the established OCIMF TMSA Programme
(www.ocimf-tmsa.com).
The vast majority of OVMSA functionality (with the exception of web-services) is

available through the existing OVID Web Application at www.ocimf-ovid.com.
OVMSA Document Contents
The OVMSA Document is comprised of a series of Elements, which in turn are

composed of 1 or more KPIs (effectively questions).
The whole of the OVMSA document is optional; an author can complete any part of the
document in any order and publish at any point in time. The OVMSA concept is based
upon continuous improvement processes, e.g. it is encouraging the author to improve
over time and release ever better OVMSA documents to the OCIMF members.
The OVMSA question is referred to as a Key Performance Indicator (KPI). These can be
thought of as Questions.
All KPIs have associated Best Practice Guidance (BPG) in the same way as other OCIMF
applications have guidance to assist the author. Every KPI has a simple Yes/No response
and an optional comments memo. Certain KPIs are flagged by OCIMF in the OVMSA
publication as optional. If a KPI is optional a further UI element for “Not Applicable” will
be shown.
Every element is broken down into 4 stages. KPIs in stage 1 are easier to answer yes
than KPIs in stage 4. All the KPIs over the 4 stages point in the same direction but have
different strengths of meaning, e.g.

- Example stage 1 KPI: “Management commitment is clearly defined in documentation
that includes mission and vision statements, policies and procedures.” - Example stage
4 KPI: “All vessel and shore personnel demonstrate their commitment to safety and
environmental excellence.”
The theory is over time an author will be able to answer more stage 4 KPIs yes and this
provides the continuous improvement angle.
OVMSA Document Processing
When an OVMSA document is created it receives a unique report number that can be
tracked. The vessel operator completes the document to whatever stage they wish and
then publishes it. They may only have one published document at any one time.
At the point of publication, appropriate members are notified via email.
The operator can no longer edit that document and must start a new one.
When the operator starts a new document they can choose to clone their current
existing document or start from scratch. This new document is a separate entity and
receives a new unique report number. This is because a recipient will score a document
and need to see the improvement over time. For this reason, the published document
must remain static. In order to publish a document the operator must first archive their
current published document.
Distribution Policy
Operators elect whether Documents can be viewed by:
1. All members, or; 2. A list of explicitly chosen Members (opt-in rather than opt-out)
At any time, the current rules are known as the current Distribution Policy, and apply to
the currently published Document (if any).
At the point of publication, all members in the Distribution Policy are notified of the
newly released Document.
At the point of archiving a Document, a ‘snapshot’ of the Distribution Policy is taken.
Members can only see a Document if they were in the distribution policy at the time of
Archiving.
The OVMSA menu provides the option to create your Offshore Vessel Management Self
Assessment document, click ‘OVMSA Home’.

9.1 Create OVMSA
The options available when creating an OVMSA are dependent upon the state of any
current OVMSAs. The states of an OVMSA are now as follows:
1. No OVMSAs Created – options for OVMSA1 and OVMSA2 available

2. OVMSA1 Created – options for OVMSA1 and OVMSA2 available
3. OVMSA2 Created – options for OVMSA2 available only
9.1.1 Create OVMSA v1 Document

The Create OVMSA v1 Document will be available if:
• No previous OVMSAs have been created

• An OVMSA1 is in a published state
• All OVMSAs have been archived
After the release of the OVMSA v2, the Create OVMSA v2 Document will always be an available
option when an OVMSA v1 can be created
If an OVMSA v1 has been published the options available are as follows:
Both OVMSA v1 and OVMSA v2 documents can be created.

9.1.2 Create OVMSA2 v2 Document
The following scenarios will have the Create OVMSA v2 Document button available:
• No previous OVMSAs have been created

• All OVMSAs have been archived
If an OVMSA v2 has been published the options available are as follows:
The Create OVMSA Document button will create a new OVMSA v2.
9.1.3 Cloning an OVMSA

As with creating documents the options available are dependent upon the state of any current
OVMSAs.
9.1.3.1 Cloning an OVMSA v1

If an OVMSA v1 is in a published state, then the options on cloning an OVMSA v1 are as follows:
• Create an OVMSA v1 Document – this will give the option to clone the latest OVMSA v1
Document. If selected a duplicate document will be created with a new document ID. The

document can then be edited via the Edit Document Button.
• Create an OVMSA v2 document – This will give the user the option to Create a blank OVMSA
v2 or to clone the current OVMSA v1 document. When Cloning an OVMSA v1 to an OVMSA
v2 type only OVMSA v1 KPIs that exist in the OVMSA v2 template will be transferred to the
OVMSA v2. It is then the responsibility of the Technical Vessel Operator to evaluate the

OVMSA v2 before publication.
9.1.3.2 Upgrade OVMSA V1 Document to OVMSA V2

The option to Upgrade an OVMSA is available once an OVMSA v1 is in a published state. When an
upgrade is selected the OVMSA v2 will be created from any relevant OVMSA v1 KPIs that are
available in the OVMSA v2 template.
9.1.3.3 Cloning an OVMSA v2

An OVMSA v2 can be cloned once there is an OVMSA v2 in a published state. By selecting the
button the option to clone the previous report will be available.

9.1.4 Publish
The Publish button is available if:
• There is no currently published document

• A report has been created
The publish button will allow all members in the distribution policy to view the OVMSA.
9.1.5 Archive Published OVMSA Document

Once the published OVMSA is archived, all members in the distribution policy will always be able to
view this OVMSA. An updated OVMSA document can then be published.

9.2 Editing an OVMSA
Once an OVMSA has been created the edit button will allow a user to update the
document.
The Edit OVMSA Document button will open the OVMSA editor. The Edit option will be
available until the document has been published.
3 4
2 1 5
1. Title bar displaying currently edited element.

2. ‘Toggle Elements’ button to control visibility of Elements list (see 8).
3. ‘Toggle AIM’ button to control visibility of AIM bar (see 7).
4. ‘View OVMSA PDF’ button to view / save a PDF rendition of the currently edited
document.
5. ‘Close Editor’ button closes the Document Editor and returns to the Operator’s
OVMSA homepage.

6
7
8
10
6. AIM bar displays the aim of the current Element.

7. Elements list displays in list of Elements in the OVMSA document.
8. KPI list displays KPIs in the current/all stages for the current document Element.
9. Question area displays current question text, response and comments areas and
any guidance for the current question. The ‘Clear Response’ button allows the
user to quickly completely clear the response for the current KPI.
10. Percentage complete bar, when hovered over also displays completion
information on each Stage within an Element. An Element may also be clicked on
the popup to navigate to that specific Element.
The OVMSA document is automatically saved at the following points:
• Whilst navigating between KPIs

• After five minutes of inactivity
• When exiting the Editor
Once you have created an OVMSA you will have the option to ‘Edit Document’. You will
have the option to edit as many times as you like until the document is published.
The OVMSA can then be published by selecting ‘Publish Document’.
You will need to confirm you want to publish the OVSMA and add some comments.

A list of previous OVMSAs are displayed.
Select ‘Current Member Access’ to view a list of ‘Members allowed to view OVMSA’.
9.3 Distribution Policy

The Operator’s current Distribution Policy screen can be accessed on the OVMSA
Distribution Policy page. The page allows the user to select via a dropdown list whether
the distribution policy should be:

1. Visible to all – the operators OVMSA document will be visible to all
Members.
2. Visible to only certain Members.
This will enable you to add and remove organisations.
If a member has requested access you will see a request and you will receive an email.

You can click on the request and give or deny access by clicking on the arrow on the
right.
You will get the option to give or deny access and add a comment.

9.4 OVMSA – Audit log
You can see a list of changes and the user who made these changes, click ‘Operator
Audit Log’.
This will show you a full list of the status and the user.
9.5 OVMSA – Email Configuration

You can configure who gets notifications.
A maximum of 5 emails can be added.

10 Inspection Index
The Inspection Index displays all Inspections performed upon your fleet within the last
twelve months.
You can see further details on each of the inspections by clicking the arrow at the end of
the row.
This shows you the report details. You can view the inspection, download or add to
downloads. You can also add ‘subsequent comments’.
Add your comments. You also have the option to upload any supporting
documentation.

Once you have added your comments click ‘Next’ and you will be asked to add general
comments.
You will need to either ‘Save & Close’ or ‘Publish subsequent comments’.

10.1 Inspection Advanced Search
This enables you to carry out a more specific search for an inspection.

11 OVID Programme Recipient Maritime Organisations - OVIQ
Access Request to TVO
The Inspection Access Request workflow enables Programme Recipient Maritime
Organisations, to trigger an email notification to the TVO to request access to the OVIQ
Inspection. The TVO then has the option to either approve or reject the request. All
requests that remain unprocessed for one calendar week are considered to have been
rejected.
OVID Programme Recipient: Offshore Vessel Inspection Questionnaire (OVIQ) Access Request
OVID Programme Recipient Technical Vessel Operator (TVO)
Requirement to view an
OVIQ
OVID vessel record

identified
Select desired OVIQ

report
Submit ‘Access Request’
‘Access Request’ email

triggered to TVO
Reviews request
OVIQ Access Request Enter reason for

rejected rejection
(optional)
REJECT
Approve
‘Access Rejected’ email access
triggered to OVID Programme
Recipient
APPROVE
‘Access Approved’ email
triggered to OVID Programme
Recipient
OVIQ available for purchase

Phase
Inspection Access Request – Programme Recipient Maritime Organisations

11.1 Programme Recipient Maritime Organisation makes a request
for access
To initiate a ‘Request for Access’ to a vessels OVIQ Inspection report, Programme
Recipients Maritime Organisations select the Inspection record and ‘Request Access’.
The submitted Inspection Access Request triggers an email to all users within the OVID
Operator Organisation to which the vessel belongs, an example of the OVID Inspection
Access Request email is shown below:
Selecting the ‘Please review the Inspection Access Request’ link will prompt the TVO user
to log into OVID, the Access Request for the desired Inspection will then be displayed.
From the Access Request page, the Technical Vessel Operator can select to either:
• Reject the Access Request

• Accept the Access Request

11.1.1 Rejection of Access Request
Rejecting the Inspection Access Request will prompt the TVO to enter an optional free
text ‘Rejection Reason’, a tick-box is present that allows the TVO to select if they wish the
Rejection Reason to be included on the Inspection Access Rejection email sent to the
requester.
On selecting ‘Reject’, an email is triggered to inform the Requester that the request has
been rejected, the ‘Rejected Reason’ is included if the ‘Rejection Reason’ tick-box has
been selected.

11.1.2 Acceptance of Access Request
On selecting ‘Accept’, an email is triggered to the requestor informing them of the
decision, an example is shown below:
11.2 Purchasing and Accessing an Inspection

On receiving the confirmation email, informing the Programme Recipient that the
Inspection Access Request has been accepted, users within the organisation can now
proceed to purchase the OVIQ Inspection.

11.3 Tracking Access Requests
The status of all submitted Access Requests can be tracked via the Access Requests tab.
The Access Request can go through the following statuses:
• Pending:
o The Access Request will remain in a ‘Pending’ state for seven days, after
which the request will time out.
• Approved:
o The Access Request has been approved and the Inspection is available to
Purchase
• Declined:
o The Access Request has been declined or timed out

12 OVID Programme Recipients – Governmental Agencies – OVIQ
Access
Access to OVIQ Inspections is granted free of charge to Programme Recipients that have
been accepted under the OVID Programme Recipient, Governmental Agency class, such
as Port States.
Technical Vessel Operators retain control over whether a Programme Recipient

Organisation can view an OVIQ Inspection carried out on their vessels, however, for
Governmental agencies, access can be granted on one of the following three levels:
• None – All Governmental Agencies Programme Recipients are prevented from

accessing a TVO’s Inspections
• All – All Governmental Agencies Programme Recipients are automatically
granted access to a TVO’s Inspections
• Per Organisation – Access is granted on a Per Organisation basis, with the TVO
being able to determine which Governmental Agencies have access and which
do not
All newly registered Programme Recipient Governmental Agencies must explicitly

request permission from any TVO whom is granting permission on a Per Organisation
basis.
13.1 Technical Vessel Operators Granting Inspection Access

OVID Technical Vessel Operators control access to OVIQ Inspection performed on
vessels within their fleet to OVID Programme Recipient Governmental Agencies via the
‘Inspection Access Settings’ within the Inspection Request tab. Access can be granted on
one of the following three levels:
• None – All Governmental Agencies Programme Recipients are prevented from

accessing a TVO’s Inspections
• All – All Governmental Agencies Programme Recipients are automatically
granted access to a TVO’s Inspections
• Per Organisation – Access is granted on a Per Organisation basis, with the TVO
being able to determine which Governmental Agencies have access and which
do not
12.1.1 Denying Access to all Programme Recipient Governmental

Agencies
If the Technical Vessel Operator wishes to block access to OVIQ Inspection Reports to all
Programme Recipient Governmental Agencies, then the ‘None’ option is selected.

12.1.2 Granting Access to all Programme Recipient Governmental
Agencies
If the Technical Vessel Operator wishes to grant access to OVIQ Inspection Reports to all
Programme Recipient Governmental Agencies, then the ‘All’ option is selected.

12.1.3 Granting Access to Programme Recipient Governmental
Agencies on a Per Organisation Basis
If the Technical Vessel Operator wishes to grant access to OVIQ Inspection Reports to a
subset of Programme Recipient Governmental Agencies, then the ‘Per Organisation’
option is selected.
The Inspection Access grid displays a list of all Programme Recipient Governmental
Agencies that are currently live within OVID, the current Inspection Access status
between the Operator and the Governmental Agency is indicated with the following
traffic light system
• Green – The Governmental Agency has been granted access to all of the TVO’s
OVIQ Inspections
• Amber – The Governmental Agency has requested access, but permission is still
awaiting
• Red – The Governmental Agency has been denied access to the TVO’s OVIQ
Inspections
The Inspection Access Grid can be filtered to display only organisations that are either
Granted, Denied or Pending access. A text search is also available to allow searches
against Organisation Name.

13 OVID Programme Recipients – Inspection Request
The process flow below describes the steps that a Programme Recipient Maritime
Organisation must follow to initiate a Vessel Inspection Request.
OVID Programme Recipient: Vessel Inspection Request
OVID Programme Recipient Technical Vessel Operator (TVO) OVID Submitting Membership
‘Request Available’ email Vessel Inspection

Requirement to initiate an triggered to participating Request rejected
OVID vessel inspection OVID Submitting
Membership
Create Vessel 14 day timeout

Reviews request
Inspection Request
‘Inspection Request’ APPROVE Vessel Inspection

email triggered to TVO Request available to
Membership
Vessel Inspection Approve

Under review with
Request rejected request
individual member REJECT
7 day timeout
REJECT
‘Request Rejected’ email

triggered to OVID Programme Approve
Recipient review
APPROVE
Vessel Inspection
Request accepted
OVIQ Inspection
OVIQ available for Responds to OVIQ
commissioned /
purchase observations
performed / validated
Phase
13.1 Vessel Inspection Request

13.1.1 Inspection Request Process

Programme Recipients Maritime Organisation can initiate a request for an OVIQ
inspection to be carried out upon any vessel within the OVID Database, that meets the
following criteria:
• The vessel currently has a Technical Vessel Operator assigned

• No OVIQ Inspection has been carried out within the last 30 days
• There is no other Vessel Inspection Request currently in progress
The Programme Recipient completes a 3 step Wizard where the Inspection request
details are entered:
Step 1:
• Inspection Type: The user can select one of the three available OVIQ Inspection
templates from a dropdown menu:
o OVIQ 2 (Template 7105)
o OVIQ MO(D)U Jackup (Template 7106)
o OVIQ MO(D)U Drillship (Template 7107)
• Proposed Inspector
• Inspection Date
• Country
• Location
Step 2:
• The Programme Recipient selects the Variants and Operations that they wish to
be included within the proposed Inspection Request
Step 3:
Supporting Information provides the Programme Recipient with the opportunity to

include additional information as part of the Inspection Request. This can be entered in
the form of a free text description and the ability to upload files.
The uploaded files may be visible to either:
• The Technical Vessel Operator only

• Both the OVID Submitting Membership and the Technical Vessel Operator
13.2 TVO Inspection Request Administrator Roles

To process an Inspection Request, the TVO user requires the OVID Inspection Request
Administrator Role. This role can be assigned by their OVID Account Administrator (User
with Organisation Supervisor role). Without this role they cannot accept or reject an
Inspection Request.

Inspection Requests are listed on the ‘Inspection Requests’ page. The Inspections are
shown at different statuses.
• Waiting for Operator Approval

• Operator Declined
• Available to Members
• Under Member Review
• Member Accepted
• No Action
13.3 OVID Inspection Request email

On Submitting the Inspection Request the following email is produced and sent to all
members of the TVO Organisation, the email contains links to allow the user to either:
• Agree to allow the Inspection request to be issued for potential commissioning

by an OCIMF Member
• Decline and prevent the request for an Inspection being issued to OCIMF
Members
The Inspection Request will automatically time out after seven days.

13.3.1 TVO Declines an Inspection Request
Select an Inspection from ‘Waiting for Operator Approval’. On selecting the Decline link,
the Request Summary for the Inspection Request is displayed to the TVO.
Selecting Reject, opens the Request Summary page. A reason for rejecting the request
can be entered. The reason can be included upon the Rejection email by selecting the
‘Show Reason to Requestor’ tick-box.
An Example rejection email is shown below:

13.3.2 TVO Accepts an Inspection Request
On selecting the ‘Accept’ link within the Request for Inspection email, the TVO is
required to log into OVID and, on successful authentication, the Inspection Request is
displayed.
On selecting ‘Accept’, the Inspection Request is made available for review by the OCIMF
Membership. Only those OCIMF Member organisations whom have agreed to be
included within the OVID Programme Recipient Programme will receive an email
notification that the Vessel Inspection Request has been approved by the TVO and is
now available for review.
Vessel Inspection Requests are set to time-out after fourteen days of inactivity.

‘Available to Members’ shows any Inspections that are available, the ‘Withdraw’ button is
available at the end of the page.
‘Under Member Review’ shows any Inspections that a Member has selected to review.
‘Member Accepted’ shows any inspection requests that a member has accepted.

‘No Action’ shows inspection requests that require no action.

13.4 OVID Inspection Request – Submitting Member Actions
All OVID Submitting Members whom have been assigned the role of ‘OVID Programme
Recipient Supervisor’ and opted in to receive notification, will receive an email
notification of the request.
On logging into the OVID Submitting Member Inspection Requests area, the newly
submitted Inspection Request will be displayed in the Requests for New Inspections
section.
The Inspection Requests tab is shared across all OVID Submitting Members whom have
agreed to process OVID Inspection Requests.
The OVID Submitting Member can then review the Request and proceed with
commissioning an OVIQ inspection if they wish. The OVID Submitting Member is under
no obligation to accept any of the proposed details within the Inspection Request, and
may choose alternative dates, locations, variants and OVID Inspector if they wish.

14 Technical Vessel Operators – Inspection Requests
As part of the Programme Recipients project, OVID Technical Vessel Operators are being
provided with the OVIQ Inspection Request functionality. TVO’s will only be able to
request that OVIQ Inspections be performed on vessels within their own fleet.
Technical Vessel Operator: Vessel Inspection Request
Technical Vessel Operator (TVO) OVID Submitting Membership
Requirement to initiate an OVID Vessel Inspection

vessel inspection upon a vessel Request failed
within operators fleet
14 day timeout
Inspection Request
Create Vessel available to
Inspection Request participating OVID
Submitting
Membership
‘Request Available’ email

triggered to participating
Under review with
OVID Submitting
individual member REJECT
Membership
Approve
review
APPROVE
Inspection Request
Accepted
OVIQ Inspection
Commissioned /
Performed / Validated
Responds to OVIQ
observations
OVIQ available for purchase by

OVID Submitting Membership and
OVID Programme Recipients
Phase
An OVID Technical Vessel Operators can initiate an OVID Inspection Request on vessel
within their own fleet only.

15 Port State Control Inspections
From September 2019, OVID Vessel Operators will be able to record details of Port State
Control (PSC) inspections directly within their OVID account via the following screens:
• Vessel Operator PSC Inspections Summary screen – vessel operators with the
correct privileges can review PSC Inspections entered for their fleet.
• Vessel Operator ‘Add PSC Inspection’ screen – a data capture screen enables
operators to enter high level details of a PSC Inspection.
• Vessel Operator ‘View/Edit PSC Inspection’ screen – a data capture screen
enables operators to view / edit deficiencies plus add comments and
attachments to the PSC Inspection record.
• Vessel Details updates – the Vessel Details page has been updated to include a
summary of PSC Inspections entered for the vessel.
Access to all functionality related to PSC, i.e. to add, edit or view a record is controlled
by a new OVID Vessel Operator role.
15.1 OVID Vessel Operator – PSC Inspection Role
To access the new PSC functionality, users must either:
• be an administrator within the OVID Vessel Operator account or;

• hold the ‘O-PSC - OVID - Operator – Manage PSC Inspections’ role.
15.2 PSC Inspections screen
If the currently logged on users possesses the ‘O-PSC - OVID - Operator – Manage PSC
Inspections’ role, then a new tab will be displayed on the top navigation bar.
Clicking upon the tab will display the PSC Inspection summary screen. The PSC
Inspection screen will display a grid of recorded PSC Inspections with the following
column headers:
• PSC Inspection Date

• Current Vessel Name
• Vessel Name at Inspection
• Inspection Type
• Inspection Port
• Number of Deficiencies
• Was the vessel detained
• PSC Inspection Status

• Link through to View PSC Inspection Record
The grid is searchable by vessel name and date range.
Selecting the ‘Add PSC Inspection’ button launches the ‘Add PSC Inspection’ screen.
15.3 Add PSC Inspection
A PSC Inspection must be associated to an OVID Vessel record, if accessing the ‘Add PSC
Inspection’ screen from the ‘PSC Inspection Summary Screen’ a dropdown will be
displayed listing the Operators current fleet:
Selecting the desired vessel will display the vessel details for review:
There is another path to the ‘Add PSC Inspection’ page directly from the Vessel Details
page which will pre-populate the PSC Record with the vessel details. See the section on
the OVID Vessel Details Page updates for further information.

The user must confirm the details are correct before proceeding, returning to the Vessel
Details page or HVPQ to update details if required.
Selecting ‘Confirm’ will allow entry of the PSC Inspection Details:
The following information is captured upon the PSC Inspection Details page.
• Type of inspection – [dropdown]

▪ Initial Inspection
▪ More Detailed Inspection
▪ Expanded Inspection
• Authority – [dropdown]
▪ List of PSC Authorities
• Vessel was Detained? – [Dropdown]
▪ Yes
▪ No
• Number of Days Detained – [integer] – This is a conditional field and will
only display which a Yes response to the Vessel was detained dropdown.
• Date of initial PSCO visit – [date picker]
• Date of final PSCO visit – [date picker]
• Port – [dropdown]
▪ List of Ports derived from MTIS Port list
• Terminal – [Free Text]

• Operation – [Dropdown]
▪ VIQ Operations list
15.4 Disclaimer
A disclaimer is displayed that the Vessel Operator must agree to in order to create the
PSC Inspection record. The disclaimer states that the submission of PSC Inspection
information is purely voluntary, and that upload of information and documentation is
entirely at the Operators own risk.
Operators will have the option to publish the PSC Inspection record immediately or for
the record to remain in a ‘Draft’ status for 24 hours after initial creation.
Once published a PSC Inspection record may only be added to, it will not be possible to
edit or delete a record. PSC Inspection details may only be edited or deleted during the
initial 24 hours, whilst the record is in a ‘Draft’ status.
15.5 View PSC Inspection Details
The View PSC Inspection details screen summarises the Vessel Details at the time of
inspection, along with the PSC Inspection Details.
The user can add Inspection Deficiencies within the 24hour draft period or until
published. Comments/Documents can be added to the PSC Inspection at any time.

15.6 Add Deficiency:
PSC Inspection Deficiencies are added to the PSC Inspection record by selecting ‘Add
Deficiency’. Users will be able to select the ‘Area of Deficiency’ from a dropdown, which
in turn will determine the options available for the ‘Defective Item’ dropdown.
The ‘Area of Deficiency’ and ‘Defective Item’ lists match the published of deficiency
codes Paris MoU.
The ‘Nature of the Defect’ and if the Deficiency led to the detention of the vessel are the
other fields required when adding a deficiency.
As deficiencies are added, they will be displayed within the Deficiencies grid upon the
‘View Inspection Details’ page– If the PSC Inspection is in ’Draft’ status then the
deficiency can be deleted if required.
Once the PSC Inspection record is published, deficiencies cannot be amended.
15.7 Add Document:
Documents can be added from the Operator Comments and Documents grid upon the
‘View Inspection Details’ page.

Documents can be categorised as either:
• Form B
• Inspection Report
• Supporting Documentation
As Documents are added, they will be displayed upon the ‘View Inspection Details’ page
– If the PSC Inspection is in ’Draft’ status then documents can be deleted if required.
15.8 Add Comment:
The Comments entry screen allows entry of a Comment Title and a textual comment.
As Comments are added, they will be displayed upon the ‘View Inspection Details’ page
– If the PSC Inspection is in ’Draft’ status then Comments can be edited or deleted if
required.

15.9 OVID Vessel Details page
The OVID Operator Vessel Details page contains a display of the number of PSC
Inspections that have been recorded for the Vessel, broken down by the number
recorded for the current and any previous operators.
The user can create a new PSC Inspection record directly from the Vessel Details Page.

16 Alerts
Select ‘Alerts’ from the top menu to view any TVO Alerts. Any ‘Alerts that need to be
actioned will be displayed here.

17 OVID Message Centre
All emails will now display as messages in the Message Centre in the OVID UI. You will
continue to be sent emails.
You have the option to switch off emails and only receive messages. Your ‘User email
preferences’ can be changed on your User Profile page, select ‘Change Message
Preferences’.
Your User email preferences will be selected by default.
The Message Centre can be accessed from the Toolbar in the OVID UI. There is an Alert
symbol and the number of Unread messages is displayed.
Messages show in bold when they are ‘Unread’ and change to non-bold when they are
‘Read’.
There are two types of messages:
1) Messages Centre - Messages
Communication Messages are sent by OCIMF and include OCIMF general
communications about new templates or production server maintenance.

Messages can be filtered to show ‘All’, ‘Unread’ and ‘Archived’.
2) Message Centre – Alerts
Message Centre – Alerts show Inspection Workflow alerts:
Operators will receive message alerts related to Inspection Workflows.
• Booking created
• Inspection submitted
• Inspection validated (potentially limited to only the operator to receive this alert)
• Inspection published (with or without operator comments)
• Subsequent comments added
• Inspection amended (Resubmission)
• Inspection withdrawn

When a message is selected the Operator will be taken to the relevant vessel page in
the OVID UI.
The message will then show as ‘Read’, to set it to ‘Unread’ click the red envelope button.
Messages will be Archived when they have been read after 30 days.
Archived messages cannot be set to ‘Unread’.

17 Contact Support
By selecting ‘Contact Support’ icon from the top menu an additional popup screen will
open at the bottom of the screen. Complete the required fields and Send. A support
ticket will be raised directly to the OCIMF OVID Support Helpdesk.
Please provide as much information as possible including the task that you are
attempting to perform, the Vessel details and any error information that is displayed.
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OVID Technical Vessel Operator Access

Quick Start Guide

3 Your User Profile .............................................................................................................10

4 Manage Organisation .....................................................................................................12

7 End User Licence Agreement ......................................................................................... 16

8 Fleet Management ..........................................................................................................17

OVID Technical Vessel Operator Access | Page 1

8.6.1 Upload Vessel Technical Specification Sheet ............................................................ 28

9 OVMSA - OVID Vessel Management Self-Assessment..................................................30

10 Inspection Index ................................................................................................................44

12 OVID Programme Recipients – Governmental Agencies – OVIQ Access....................... 52

13 OVID Programme Recipients – Inspection Request........................................................ 55

13.1.1 Inspection Request Process ....................................................................................... 55

OVID Technical Vessel Operator Access | Page 2

13.3.1 TVO Declines an Inspection Request ........................................................................ 59

13.3.2 TVO Accepts an Inspection Request ......................................................................... 60

14 Technical Vessel Operators – Inspection Requests ........................................................ 64

15 Port State Control Inspections ......................................................................................... 65

17 OVID Message Centre .......................................................................................................73

OVID Technical Vessel Operator Access | Page 3

Technical Vessel Operators

o Processing of Inspection Access Requests from Programme Recipients

OVID Programme Recipient Classes:

OVID Technical Vessel Operator Access | Page 4

Login credentials are unchanged from the previous operator access.

or the OCIMF Helpdesk directly on +44 (0)203 856 7880

OVID Technical Vessel Operator Access | Page 5

1. Inspections Pending Operator Comments

2.1 Inspections Pending Operating Comments

OVID Technical Vessel Operator Access | Page 6

2.2 Unprocessed Inspections

2.3 Inspection Bookings

OVID Technical Vessel Operator Access | Page 7

OVID Technical Vessel Operator Access | Page 8

OVID Technical Vessel Operator Access | Page 9

3.1 User Profile

OVID Technical Vessel Operator Access | Page 10

3.3 Change Email Address

You can then change your email address.

OVID Technical Vessel Operator Access | Page 11

You can update your Organisation details and ‘Save Changes’.

OVID Technical Vessel Operator Access | Page 12

5.1 List of Users

5.2 Create User

OVID Technical Vessel Operator Access | Page 14

You can download reports in both XML and/or PDF formats

OVID Technical Vessel Operator Access | Page 15

OVID Technical Vessel Operator Access | Page 16

8.2 Vessel Registration

This will show you further details about the Vessel.

OVID Technical Vessel Operator Access | Page 18

OVID Technical Vessel Operator Access | Page 19

The key changes being introduced with OVPQ2 are:

• A greatly reduced question set

OVID Technical Vessel Operator Access | Page 20

OVPQ Version Editor Required To Access

OVPQ1 OVPQ1 Desktop Editor

OVPQ2 Desktop Editor

OVPQ2 Online Editor