Geoserve Forms Guidelines

Version 3.2
 Forms Guidelines

Introduction
Geoserve Forms are HTML forms that comes pre-populated with Geoperform Group's required fields and data
selection lists. Geoserve integrates vessel reports with our onshore Vessel Performance System via email.
Once implemented across the fleet we anticipate this systematic reporting will reduce the burden on the vessels
as well.
Following steps to be followed for using the Geoserve forms:

1. Save the attached zip file. Unzip and save the folder.

2. Open the folder and double click on the HTML file. The form set contains the following forms.

• Noon Report: To be filled and sent every day at Noon time even if the vessel is In Port.
• Arrival Report: To be filled and sent when vessel arrives at port i.e. End of Sea Passage Time.
• Departure Report: To be filled and sent when vessel departs any port i.e. Commencement of Sea Passage
Time.
• Bunkering Report: To be filled and sent when vessel lifts Bunker.
• Statement of Facts: To be filled and sent to office after complete Cargo operation at one port.

3. Always use the latest HTML file sent to vessel to create a form, do not use copy/saved file or use Save a Copy
function for creating new forms.

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 Forms Guidelines

Submission of Geoserve forms

1. Geoserve forms are to be sent on daily basis to the Geoserve forms mail [email protected] to
complete the reporting process.
2. Fill the relevant Geoserve form with all appropriate data and click “Submit” at the bottom of the page.

3. Form submission tab shall appear, c l i c k o n t h e copy button to copy the text, paste the copied text in the email
body.
It is very important that the code till the end of the form is copied correctly, as the software reads only the code.
Even a single change/missing character in the code renders the code as “unreadable” by the system.

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 Forms Guidelines

3. Then open a blank new email in Outlook and paste the copied form in email body. Please send the email
in the “Plain Text” format.

4. Send the email to [email protected], keeping [email protected] in CC along with other

parties as relevant.
5. Please follow the standardized email subject line, “Vessel name // Report Type // Date”, for each email.
E.g. MT ABC // Noon Report // 01st March 2024
6. Please make sure the mail body does not contain any other text/content such as signatures, etc.

Geoserve forms needs to be sent in regular & chronological manner.

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 Forms Guidelines

Noon Report
Noon reports should be sent for every noon irrespective of whether the Vessel is At Sea or In Port.
A noon report is not required only if there is an Arrival or Departure report at noon (local time) on that date.
Please mention the time as 12:00LT with the appropriate GMT offset.

Kindly find below details to be updated in the forms, section wise:

VOYAGE
Voyage Number: Please update relevant ongoing voyage number.
Date/Time: Report date and time in Local to be update in this field.
GMT Offset: To be selected as per the time zone the vessel is following on day the report is meant for.
Location: Select between the options “IN PORT” or “AT SEA” to signify if the vessel in enroute or in port.
Lat/Long: Mention position of the vessel at the time of the report.
Upcoming Port: Details of upcoming port if the Noon report is filled while vessel AT SEA.
Port: Name of the Port where the vessel has arrived, this is required for IN port noon report.
Port ETD: Estimated time of departure is to be updated here.
Refuge Port Call: “IN PORT NOON” and “DEPARTURE REPORT” has this field which shall be reported “Yes”
when the Vessel is at Refuge Port in case of any emergency.
Within Ice Edge: “IN PORT NOON” and “DEPARTURE REPORT” has this field which shall be reported “Yes”
in case Vessel is within ice edge.
Vessel condition: Select “Ballast/Laden” as appropriate in the drop-down.
STS Operation: Select Yes/No as per operation carrying out.

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 Forms Guidelines

REMARKS
Update relevant remarks as necessary.

DISTANCE AND VESSEL

• CP / Ordered Speed: Fill in the CP / Ordered speed of the vessel for the passage.
Please note: if vessel is underway and is not ordered to follow C/P speed, please mention C/P
Speed as 10. For example: Ordered to proceed at eco speed, or ordered to meet specific ETA, or
Slow steaming, etc.
• Observed Distance: Distance in Nautical Miles including all distance covered during Events or
Drifting.
• Engine Distance: Calculate by multiplying Average RPM*No. of hours*Propeller pitch.
• Slip %: Auto calculated field.
• Steaming Hours: Actual at sea steaming time of the vessel from the previous report to the
current report except of any stoppages or when vessel deviates from ordered speed.
• Main Engine Hrs.: No. of hours the M/E functioned between previous and current report.
• Main Engine KWhrs: Shaft Power from last report, i.e. Current Total Shaft Power Counter Value
minus the
• Main Engine Revs: Total Number Revolutions from last report, i.e. current Revs. counter value
subtracted from previous revs. counter value.
• Reported Speed: Auto calculated field.
• Average RPM: Auto calculated field.
• Average KW: Auto calculated field.
• Average BHP: Average BHP during the report period.
• ME Output %: Percentage of ME output of MCR.
• Boiler Hours: No. of hours Boiler functioned between previous and current report.
• Incinerator Hours: No. of hours Incinerator functioned between previous and current report.
• FW Generator Hours: No. of hours the FWG functioned from previous report.
• Generator 1 Hrs.: No. of hours the Generator # 1 functioned between previous and current
report. Same to be followed for Generator # 2,3 & 3.
• Generator 1 KWhrs: KWhrs of Generator # 1 for the reported running hours.

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 Forms Guidelines

E.g. if Generator 1 is running for 5 hours at 300 KW, then Generator 1 KWhrs will be 5 * 300 =
1500 KWhrs
Same to be followed for Generator # 2 & 3.
• Fwd. Draft: Forward draft of the vessel in metres.
• Aft Draft: Aft draft of the vessel in metres.
• Mid Draft: Auto calculated field.
• Heading: Heading of the vessel at noon time from GYRO.
• DWT: Please update DWT of the vessel.
• Displacement: Displacement of the vessel to be update in this field.
• Cargo Qty Onboard: If the vessel is Laden, update total cargo qty onboard.

WEATHER
The vessel must report Average weather conditions faced between the previous report and the
current report.
Instantaneous weather at the time of the report should not be reported.

TECHNICAL PARAMETERS
The vessel must report technical parameters taken during noon

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 Forms Guidelines

BUNKERS
COMSUMPTION TABLE

ROB (highlighted above) to be filled by Vessel.

Vessel to update consumptions in the consumers fields (listed below) as provided under Used for
section.

- Propulsion: Main engine consumption when the vessel is steaming, this consumption is to be
reported in Noon at Sea & Arrival report.
- Maneuver: Consumptions associated with main engine in maneuvering mode after the vessel
arrived in port limits i.e. ME consumptions from EOSP till COSP of the port should be reported in
maneuvering.
- Generator: Domestic generator consumptions required for daily operations of the vessel
‘AT SEA’ or ‘AT ANCHORAGE/IN PORT’ should be reported under generator section.
Note: Cons for ballasting/de-ballasting, hold cleaning should be reported under respective
categories separately.
- Boiler: Boiler consumption for domestic purposes shall be reported in this field.
- L/D: Loading/Discharging consumptions to be updated in here
- Deballast: Consumptions for ballast/de-ballast operations should be reported under de-ballast
category.
- IGS: Consumptions for the inert gas shall be reported under this category.
- Cargo Heating: Consumption for the cargo heating shall be reported under this category.
- Tank Cleaning: Consumption for the Tank Cleaning shall be reported under this category.
- Incinerator: Consumption for the Incinerator shall be reported under this category.
- Others: Any extra consumptions which cannot be categorized as mentioned above, should be
reported under Others with appropriate remarks.

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 Forms Guidelines

EVENTS
• There are various types of events provided in the event types drop-down.
• Events are update since EOSP to COSP, every port activity is to be captured as an event.
• Events while sea are captured to deduct the miles, time, consumptions from performance
evaluation.
• While sailing if there are stoppages, reduction of speed, drifting, etc. those periods are
captured as events.
• Find below screenshot of an event (discharging operation)

To analyse vessel’s performance in port, it is essential that the total time spent in port is
logged as events.
For your understanding let us consider a scenario that the vessel arrived in Port A at
18/11/2023 18:00LT.
• She waited at anchored and berthed at 18/11/2023 23:00LT.
• Then she loaded cargo with intermittent stoppages till 19/11/2023 17:00LT.
• She started maneuvering on 19/11/2023 19:00LT and finally departed port on 19/11/2023
21:00LT.

For this scenario events will be as follows:

Events Start time End time Remarks Reported in
Shifting to Anchorage 18/11/23 18:00 18/11/23 19:00 EOSP to Dropped Anchor
Idle In Port 18/11/23 19:00 18/11/23 21:30 Vessel Anchored
Shifting to Berth 18/11/23 21:30 18/11/23 23:00 Maneuvering to Berth Noon Report
Idle In Port 18/11/23 23:00 19/11/23 00:30 Waiting for start of loading 19/11/23 12:00
Loading 19/11/23 00:30 19/11/23 11:00 Commence loading to stoppage
Idle In Port 19/11/23 11:00 19/11/23 12:00 Stopped loading till Noon
Idle In Port 19/11/23 12:00 19/11/23 12:30 Noon till loading commenced
Loading 19/11/23 12:30 19/11/23 17:00 Commenced load to completed load Departure
Report
Idle In Port 19/11/23 17:00 19/11/23 19:00 Waiting for cast-off 19/11/23 21:00
Shifting from Last Berth to Sea 19/11/23 19:00 19/11/23 21:00 SBE to COSP

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 Forms Guidelines

There are various events which can be selected from the dropdown menu please find below
image showing all the events followed by detailed explanation.

Navigating in Ice: Whenever vessel sailing in Ice region event should be reported in the above-
mentioned format.
Stoppage for Safety Reasons: While sailing at sea if vessel stops due to any kind of safety reasons
that needs to be reported as an event.
Reduction for Safety Reasons: While sailing at sea if vessel slows down due to any kind of safety
reasons that needs to be reported as an event.
Idle in Port: When vessel is at anchorage or at berth and no port operations like loading,
discharging, etc is going on then the idle period should be captured as an event.
Speed Up: Whenever vessel speeds up more than the CP ordered, that needs to be captured as
an event.
Navigating to Refuge Port: Whenever vessel is navigating towards refuge port event needs to be
captured.
Canal/Strait Transit: Vessel when transiting any strait/Canal that needs to be mentioned as an
event.
Shifting from Last Berth to Sea: Once all the port operations are done, and vessel is about to
depart towards the next port, the period from start of shifting from last berth till COSP needs to
be captured as an event.
Loading: When loading operations are ongoing that needs to be mentioned as an event.
Shifting to Anchorage: Vessel needs to report an event when shifting from berth/at sea/drifting
to anchorage.
Shifting to Berth: Vessel needs to report an event when shifting from Anchorage/berth/at
sea/drifting to berth.
Discharging: When discharging operations are ongoing that needs to be mentioned as an event.
Drifting: When vessel drifting at sea, event needs to be reported.
SAR/Piracy: When vessel is transiting through Piracy area or carrying out SAR operations event
needs to be reported.

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 Forms Guidelines

FRESH WATER
Fresh Water ROB: Available fresh-water ROB to be updated in this field.
Arrival Report
Arrival report should be tendered at the time of EOSP.
The maneuvering of the vessel (after EOSP) should be a part of next IN-PORT Noon
report.
Most of the fields in the Arrival report are same as in the Noon report and are to be filled
in the same manner.

Form specific fields are explained below.

End of Sea Passage: Vessel must report EOSP in Local time along with GMT offset.
STS Operation: In case vessel arrived for STS operation, vessel should report yes under
this section.

Departure Report
Departure report should be submitted at the time of COSP. Most of the fields in the Departure
report are same as in the Noon report and are to be filled in the same manner.

Form specific fields are explained below.

Start of Sea Passage: Vessel must report COSP in Local time along with GMT offset.
SBE Engine at Berth: Mention the Date time and GMT offset for Stand By Engine at Berth.

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Bunkering Form
Bunker report must be tendered after completion of each bunkering operation. Vessel should fill
BDN Quantity.
In case of multiple bunkering operations please fill multiple forms.

Port ETD: Estimated time of departure from port.

Bunkering Completed: When the bunkering is completed, this is important as it remains as time
of bunker form.
Supplier: Select appropriate supplier from the drop-down list.

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FAQs (Frequently Asked Questions)

Q. Can we report ME consumptions in Propulsion section during shifting between berths or In-
Port maneuvering?
A. No, ME consumptions from EOSP (Arrival) to COSP (Departure) shall be reported in Maneuver
section.

Q. When should vessel condition be changed from Ballast to Laden or vice-versa?

A. Once the Vessel discharges entire cargo and departs from the port, condition of the vessel to
be selected as Ballast in the departure report. Similarly, if the vessel loads cargo (Full/Partial)
condition to be updated as Laden in the Departure report. Vessel Condition reported in the In-
Port Noon reports shall be same as that in the Arrival report.

Q. Can Steaming Hrs and Main Engine Hrs be different?

A. Steaming Hrs shall be zero for In-Port Noon reports and Departure reports as this does not
come under Sea Passage, while Main Engine Hrs shall be reported for the time Engine was used
in the report duration.

Q. What are the criteria to report stoppages in Cargo Operations?

A. Any stoppage during cargo ops for more than 2Hours, shall be reported in the Events (Idle in
Port).

Q. How should vessel report Events in the Noon report after Arrival?
A. Vessel should report events from Arrival time to Noon and not from previous Noon.

Q. How should Observed Distance be reported in a Drifting/Idle time under Events?

A. If vessel is drifting, observed distance should be total distance covered by Vessel
with/without Main Engine. Also, total Observed Distance of all Events should match Observed
Distance in Distance and Vessel section.

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