ShipReportXL 1.5.3 Quick Start Guide

7/24/2019 ShipReportXL 1.5.3 Quick Start Guide

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Jeppesen Proprietary October 2014

WelcomeWelcome to Jeppesens ShipReportXL vessel reporting utility. ShipReportXL is a utility designed to be loaded on your

ships computer without the need to install any software, and to facilitate creating, submitting and organizing accurate

and complete daily At Sea and In Port reports. ShipReportXL works in conjunction with an existing installation of

Microsoft Office 2003, 2007, 2010 or 2013 on Windows XP, Vista and 7 operating systems.

Loading and Startup

For Upgrades to Existing Installations:If you have had ShipReport installed previously, even if an issue prevented you from creating or submitting reports, then

please follow these instructions to upgrade your current system.

Download the zip file with your program upgrade to your computer.

Make sure that ShipReportXL is not open.

Access the existing ShipReportXL folder on your computer.

Extract all files from the upgrade zip file and copy them into your ShipReport program folder on your

computer. You will see the following files in that zip file:

o ShipReportXL_1.5.3.xls (this is the application file)

o ShipReportXL_OperationCodes.xls (contains information about events, like HRA and ECA zones and

loading operations).

o SHIPREPORTXL_CUSTOMFIELDSDEFINITION.XLS (this file may or may not be present, depending on

whether your custom fields have been updated since your last version of ShipReport.

When prompted to confirm that you want to paste the new files into that folder and overwrite the existing

files, confirm this action.

Select the old ShipReport application file (For example, ShipReportXL_1.5.xls) and delete this file. Launch ShipReportXL by double-clicking on the file, ShipReportXL_1.5.3.xls.

TIP: You can create a shortcut for your desktop by right clicking on the ShipReportXL_1.5.3 file, selecting the

Create shortcut option and dragging that shortcut to your desktop.

If prompted to enable macros, click the Optionbutton, select Enable this content and click OK.

Click the Settingsbutton to open the Settings window.

Review the information shown and click Save & Close.


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NOTE: You must always click Save & Closewhen closing the Settingsfile for the changes you have

made to be saved. If you do not click the Save & Closebutton, your changes will be lost.

NOTE: This version of ShipReportXL is digitally signed. You can modify your MS Office settings to allow

for digitally signed files to enable macros automatically. Please refer to instructions in the FAQ guide if

you wish to modify your settings.


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For New Installations:If ShipReport is being installed onboard for the first time:

Copy the attachment to your local computer and unzip all contents into one folder. It is essential that all

contents be in the same folder for ShipReportXL to function.

-

Double click on the ShipReportXL_1.5.3.xls spreadsheet to launch ShipReportXL.

TIP: You can create a shortcut for your desktop by right clicking on the ShipReportXL_1.5 file, selecting the Create

shortcut option and dragging that shortcut to your desktop.

If prompted to enable macros, click the Optionbutton, select Enable this content and click OK.

When first using ShipReportXL, please click on the Settingsbutton to review your setup and settings. For more

information on the Settings screen, please refer to that section at the end of this document.

NOTE: This version of ShipReportXL is digitally signed. You can modify your MS Office settings to allow

for digitally signed files to enable macros automatically. Please refer to instructions in the FAQ guide if

you wish to modify your settings.


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Reporting with ShipReport:

When you launch ShipReportXL, you will see four report type buttons: Start Sea Passage, Noon At Sea, End

Sea Passage, and Noon In Port For at sea reporting, please use the Start Sea Passage report upon departure

the NoonAt Sea reports while at sea and the End Sea Passage report upon arrival.

Depending on your companysreporting policy, please submit all Departure, Arrival and daily At Sea & In Port reportsthrough ShipReport. For In Port reporting, please use the Noon In Port report every day while in port.

When beginning a passage, please submit a Start Sea Passage report. When filing your daily reports, please use the

NoonAt Seareport for each day. After creating submitting and saving a Start Sea Passagereport, ShipReportXL

will auto-fill some information on subsequent NoonAt Seareports every day until an End Sea Passagereport is

filed. Every day you create a NoonAt Seareport, begin by clicking on the NoonAt Seabutton.

IMPORTANT NOTE: DO NOT OPEN AN EXISTING REPORT, MODIFY IT AND RESUBMIT FOR THE NEW DAY.

THIS REPORT WILL BE INVALID, CAUSE FAILURES IN SHORESIDE SYSTEMS, AND REQUIRE YOUR RE-

CREATION OF SUCH REPORTS BY THE CORRECT METHOD.

To start creating a Start Sea Passage, Noon-At Sea, End of Sea Passage, or NoonIn Portreport, click on

the appropriate tab, fill in all appropriate information on each of the tabs and hit the Send Reportbutton to submit.

Required fields will have a *near them and the fields may appear to have a pink background. Disabled fields will be

grayed out. Some fields are disabled on certain report types to make clear that this information is not to be submitted

for that report.

NOTE: In the SCHEDULE section of the PORTS & SCHEDULE tab, the Actual Start of Sea Passage is

defined by the Event Date / Time at the top of the report. Ordered ETA to Next Port is for instructed

and Current ETA to next portis for ships estimated arrival. Ordered Speed to Next Port is a

mandatory field and must be updated whenever ordered speed changes.


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NOTE: If your destination is not a port, but a location at sea, please choose the At Sea location from

the Arrival Port destination list. Kindly add additional information about your destination to the

Comments field, if desired. Please DO NOT create a new port for your location, as this will cause your

reports to fail in our shore-side system and we will need to ask for you to correct and resubmit your

report.

Report layout & TabsWhile the same tabs appear on every type of report in ShipReportXL, some fields and even some tabs may be grayed

out, if that information is not relevant for that report type. Please note that your tabs may vary slightly from the tabs

described below, based upon the type of report you are viewing and any customizations made to ShipReportXL for your

company of vessel.

GENERAL INFORMATION:At the top of each report is the GENERAL INFORMATION section. This section contain important base information about

the report, such as the event date and time plus UTC Offset (which very important), the Voyage ID, the names of the

Master and others, and general comments. You have the option of reporting all events in UTC, in which case you can se

the Offset to +0.


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Some fields are required, (denoted by an asterisk and pink colored field), and some are optional.

The Event Date & Time refer to exactly when the information recorded in this report is for. This may vary from the

actual date and time when the report is created. The ZD / UTC offset is a critical part of this report. Your reports may be

setup to capture ZD or UTC, depending on how your Settingsscreen is configured. The UTC time of the report is

always shown to the right of the Event Date / Time line and is an important check for you to validate that your eventdate and time are correct. If in doubt about ZD / UTC offset, you can simply report the event time as UTC, and set the

Offset to +0. See Note below.

NOTE: You can leave the ZD or UTC offset to +0 if you prefer to report in UTC. Jeppesen accepts local

Date/Time with proper time zone offset or UTC reporting equally. Please utilize the method that works

best for your vessel and please be consistent and accurate with whichever method you chose.

PORTS & SCHEDULE Tab:The PORTS & SCHEDULE tab is primarily for capturing information pertaining to the overall passage.

Select your departure and arrival ports from the searchable dropdown menu accessed by clicking on theDeparture

Portand Arrival Port... buttons. Once selected, subsequent reports for this passage will use the same departure and

arrival ports until an Arrival report is submitted).

NOTE: If the arrival port changes mid-passage, you can change the destination port here simply by

selecting a new arrival port from the list.


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The actual Start of Sea Passage End of Sea Passage dates and time are set by the Event Date / Time (local)field of the

Start Sea Passage and End Sea Passage reports, respectively. The End Sea Passage date & Time should be changed

only if the scheduled arrival date & time changes. Once selected, subsequent reports for this passage will use the same

Start Sea Passage and End Sea Passage dates & times until an Arrival report is submitted). Both of these fields are

required.

The CurrentETA to Next Portfield is optional and is intended to capture the ETA the vessel believes it will have whenit differs from the Ordered ETA to Next Portdate & time. This can be updated as often as the Master deems

appropriate, (on each report).

The Request Routing Supportfield is for those clients leveraging Jeppesens FleetManager toolset to facilitate

forwarding your requests for routing support to our Routing Services team. On each new report this field defaults to

No. If routing support is desired, change to Yes each time you submit a report. If your company utilizes this

functionality, your vessel management team will inform you that this is to be used. Otherwise, you can ignore this field.

DECK Tab:

The DECK tab collects information about vessel movements associated with that report. There are sections on thisscreen for vessel position at the event time of the report (the date and time in the GENERAL INFORMATION section),

progress since the last report, progress since start of sea passage, balances of the passage remaining, weather and sea

conditions since the last report, and loading conditions. While many fields are not required by ShipReport, please follow

company policies when determining which fields must be completed.


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Watch Detail:

Some companies opt to use ShipReportXLs Watch Detailscreen, which capture weather and sea conditions every four

hours, rather than once for each reporting period. If Watch Detail functionality is enabled for your ShipReportXL

installation, you will see that fields for entering daily weather and sea values are colored and not editable, and a Watch

Detailbutton is present in the WEATHER & SEA CONDITIONS and SINCE LAST EVENT sections.

NOTE: ShipReportXL supports the addition of custom fields at the bottom of certain tabs, including the

DECK tab. You may see some additional fields at the bottom of your DECK tab, if your company has

requested those fields.


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ENGINEERING Tab:The ENGINEERING tab houses fields pertaining to vessel performance such as power, RPM and slip. While these fields

are not required by ShipReportXL, please follow company policies when determining which fields must be completed.

NOTE: ShipReportXL supports the addition of custom fields to the bottom of certain tabs, including the

ENGNEERING tab. You may see some additional fields at the bottom of your ENGINEERING tab, if your

company has requested those fields be added to your report.


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FUEL CONS & ROB Tab:The FUEL CONS & ROB tab captures consumption by fuel and machinery types, as well as ROB values by fluid type.

For some machinery types, fuel consumption reporting is required, even if the amount consumed is 0. For others,

reporting is optional. Required fields are denoted in the Fuel Bunkers & Consumption window by the asterisk and pink

fields. While many fields are not required by ShipReportXL, please follow your company policies when determining

which fields must be completed.

To capture fuel consumption, click on the Edit Fuelbutton, enter your values and click OK.

IMPORTANT NOTE: Fuel consumption is for daily consumption (since last report) only and is NOT for capturing passage

total consumption.


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TERMS Tab:The TERMS tab is for capturing warranted performance for daily fuel and speed, as well as defining good weather

thresholds for seas and wind. After submitting terms at the beginning of a passage, these values do not need to be filled

in again for the remainder of the passage - unless they change.

CUSTOM Tab:The CUSTOM tab may contain custom fields that have been setup for your vessel or company. Alternatively, such

custom fields may be located at the bottom of other tabs, leaving no fields to be displayed on this tab.


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EVENTS Tab:

The EVENTS tab is for recording various events at any point in a vessels operations. This section is designed to

capture spanning and single-point events, and their associated fuel consumption for both At Sea and In Port

periods. You may create multiple events on any report; however, events that span more than one reporting

period are captured on the report of the day in which the events ends.

Jeppesen builds and maintains the list of events you will see in the Event Type list. If there are events you do

not see listed that you would like to see, please contact Jeppesen to request their addition In the Events list you

will find a generic event: Other. If you must report an event that is not in the list, please use the Other

event, and in the comments section of the Add Event window, describe the nature of the event.


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Events are always recorded on the report spanning when an event ends. For example, if an event begins 6 hours

before the end of day 1 and concludes 12 hours after the start of day 2, add an event to the day 2 report, and

attribute all 18 hours of time, as well as all distance and fuel associated with the whole event on the day 2

report.

Submitting Reports:To submit, click the Send Reportbutton. ShipReportXL will perform a check of all fields. Some fields will not allow you

to proceed with sending the report if critical errors or omissions are detected. Some fields will warn you that the entry

fails the check but you can proceed if you insist. The No CorrectionsContinuebutton will be disabled if any critical

errors or omissions exist.

From the Send Reportscreen you can review and edit the list of recipients to receive XML and text based reports. Any

changes you make to the recipient list on this screen will be for this report only. If you want to make permanent

changes to the default recipient lists, please do so in the EMAIL tab of the Settingsscreen.

Your email settings will have been configured on the Settingsscreen. If ShipReportXL is configured to interface with

your email system, simply confirm the email recipient lists and press the Send Emailbutton to submit your report. This

will submit your report in both XML and text formats, confirm submission, then save and close this report.

IMPORTANT NOTE: Microsoft Outlook must be open and running when you submit a report through

ShipReportXL.


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For users with older operating systems, you may be prompted to approve sending ShipReportXL reports through

Outlook. If so, please click Allowfor each report type you submit, (text and XML):

NOTE: ShipReportXL submits each of your reports in both XML and text formats. It is essential to submit every

report in both XML and text formats.

Submitting reports via the Clipboard:

If ShipReportXL system is not interfaced with your email service, use the clipboard to submit your XML and text reports.

To submit a report using the clipboard function, follow these steps:

1.

From the Send Report screen, click the Copy Text Report to Clipboardbutton.

2.

Open a new email within your email program and paste into the body of the email the text report.

3.

From the Send Report screen, click the Copy XML Report to Clipboardbutton.

4.

Paste the XML report into the body of the email.

TIP: Paste the XML report after the text report so reading the text report is easier for recipients.

5.

From the Send Report screen, copy the list of email addresses from the Email Text Report To list and paste

into the To line of your email.

6.

From the Send Report screen,copy the list of email addresses from the Email XML Report To list and paste

into the CC line of your email.

7.

In the subject line please follow this convention: Vessel Name: Report Type (NOON, SSP, ESP, or NOON_IP)8.

Send your report.

9.

Click the Cancel button. ShipReportXL will automatically save your report and show a window confirming your

report is saved.

REMINDER: To create all subsequent reports, create a new report, click on the appropriate tab (a Start Sea

Passage, Noon-At Sea, End of Sea Passage, or Noon In Port). DO NOT open an already

completed report and modify it.


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Opening & Editing Saved / Submitted Reports: If you want to edit a report that has been submitted, access it through the Edit Event screen, make your corrections

and hit Send Reportto resubmit.

REMINDER: To create any new report, click on the appropriate tab (a Start Sea Passage, Noon-At Sea,

End of Sea Passage, or NoonIn Port). DO NOT open an already completed report and modify it, as

this causes significant problems shore-side and you will need to re-create and re-submit any report you create

from updating an old report. .

NOTE: If you are mid way through filling out a report and need to save the report to return to later, click

the Save & Closebutton. The report will be saved to the Edit Eventpage.


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Settings:

The Settings section contains configuration and validation information for your ShipReportXL utility. Static

information for your vessel such as vessel name, MMSI and company name, are included on every report.

The EMAIL tab is where your ShipReportXL utility is configured to submit reports by email.

On this screen you can chose whether to send emails through SMTP or MS Outlook. If you have Outlook running

and open on the computer with ShipReportXL installed, you can set this to Outlook. To use with nearly any

email system, you can configure for SMPT, select the security and port settings, and enter your SMTP service

username and password.

NOTE: If you have Outlook installed and running on the computer with ShipReportXL, you do not need to

enter the Login name and password information at the bottom of the Email tab. If you are using SMTP

and have email security enabled, then you must enter this information. You may need your

Administrator or IT support to assist with this step.

The UNITS tab allows for configuration of UOMs and formatting for position, time zone offset and other fields.

NOTE: BF is for Beaufort scale. DSS is for Douglas Sea State. Please enter BF of DSS as numbers, not

descriptions, in this field.

The VALIDATION tab is forsetting acceptable ranges for some values such as speed over ground, power, fuel

consumption, and distances traveled. Setting these ranges will prompt an alert to check the values outside

specified ranges when you prepare to submit your reports.


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The LISTS tab is for configuring fuel & fluids and machinerytypes for capturing fuel consumption.

The ADMIN tab is for enabling special features and functionality in ShipReport. On this tab you can

find an option to enable Watch Detail, which is for reporting weather conditions every four hours,

(rather than once per reporting day).


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Support and FAQs:

QuestionHow do I change MS Office security settings to allow digitally signed

documents to run with macros enabled automatically?

SolutionFor Excel 2007, 2010 and 2013:

1.

Click on the Officebutton (Filein 2010).

2.

Click on the Excel Optionsbutton.

3.

Click on the Trust Centerlink in the left column.

4.

Click on the Trust Center Settingsbutton

5.

Select the option to disable all macros except digitally signed macros.

6.

Save and close.

For Excel 2003:

1.

Click on the Officebutton.

2.

Click on the Excel Optionsbutton.

3.

In the Popularcategory, under Top options for working with Excel, click Show Developertab

in the Ribbon.

4.

In the Macro Settingscategory under Macro Settings, select the option to disable all macros

except digitally signed macros.

5.

Save and close.

QuestionI see the Ports file opening when I launch ShipReportXL. Is this aproblem?

SolutionThis is normal behavior when using Microsoft Excel 2013. The Ports file may open, but you cannot

access it from your Windows toolbar. Please ignore this spreadsheet. When you close when you close

ShipReportXL, this spreadsheet will close too.

QuestionI do not see the Port I need in the Ports list. What can I do to add it?

SolutionThis is normal behavior ShipReportXL uses a standard global port list, but it does not have every

commercial port in the world, nor does it have company specific locations like lightering areas. You can

add these to your Ports list through ShipReportXL via the Ports screen button on the main

ShipReportXL screen. Use the Add window to create a new port entry by filling in all fields as

accurately as you can. Jeppesen services and products will reply on the record you create to identify


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that port for your ship and others in your fleet once you submit a report with the new port. If your

company uses a specific port code identify a missing port, please use that exact code when you create

the port entry.

QuestionThere is a field I would like to report that I do not see in ShipReportXL.How do I add new fields?

SolutionJeppesens ShipReportXL utility can be configured to include additional custom fields. Please contact

your office to put in a request for Jeppesens Professional Services teamto add those fields to your

ShipReportXL utility.

QuestionThere is an Event I would like to report that I do not see in ShipReportXL.How do I add new fields?

SolutionJeppesens ShipReportXL utility can be configured to include additional events. Please contact your

office to put in a request for Jeppesens Professional Services team to add those events to your

ShipReportXL utility.

QuestionI need to report an event that is not in the Events list. What can I do toreport that event immediately?

SolutionIn the Events list you will find an event: Other. If you must report an event that is not in the list,

please use the Other event, and in the comments section of the Add Eventwindow, describe the

nature of the event.

Question

I have a support / usage question not covered in this User Guide. How do Ireach Jeppesens Commercial Marine support group?

SolutionJeppesens Commercial Marine support group is located in North America. Should you have any

technical or usage questions, you can reach Jeppesen any time [email protected]. This

way we can ensure our support team receives your inquiry and can respond in the timeliest fashion.
mailto:[email protected]:[email protected]:[email protected]:[email protected]

Documents

ShipReportXL 1.5.3 Quick Start Guide