SIRE Operator Access

Revision v3.15
14th January 2019

0
Contents
1 Getting started ................................................................................................................................. 3

2 Home Page ........................................................................................................................................ 4

3 Operator Comments ....................................................................................................................... 7

3.1 Legacy PIN access system discontinued ............................................................................. 7

3.2 Operator comments managed directly within SIRE ......................................................... 8

3.3 SIRE Comments Grid ............................................................................................................. 10

4 SIRE Organisation Manager......................................................................................................... 11

4.1 New Role – SIRE Organisation Manager ............................................................................ 11

4.2 Quarterly Review .................................................................................................................... 11

5 Vessel – Add Vessel ....................................................................................................................... 15

5.1 Vessel Index ............................................................................................................................. 15

5.2 Vessel Registration ................................................................................................................. 15

6 Vessel – Adopt Vessel ................................................................................................................... 19

7 Vessel – Edit Vessel........................................................................................................................ 20

8 Vessel Details .................................................................................................................................. 21

9 Vessel Particulars........................................................................................................................... 25

9.1 Creating a particulars document ........................................................................................ 25

9.2 Managing particulars details ............................................................................................... 25

9.3 Publishing a particulars document .................................................................................... 26

9.4 EBIS Data Import .................................................................................................................... 27

10 Incidents ........................................................................................................................................ 28

11 Online Crew Matrix ..................................................................................................................... 30

12 Administrative Functions ........................................................................................................... 31

13 TMSA .............................................................................................................................................. 32

13.1 Introduction .......................................................................................................................... 32

13.2 Overview of Key Workflows ............................................................................................... 35

13.4 Workflow Behaviour – Import TMSA Documents ......................................................... 38

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 13.5 Creating a new TMSA Document ...................................................................................... 40

13.6 Cloning from the most recent published TMSA document ........................................ 41

13.7 Using the TMSA Document Editor .................................................................................... 43

13.8 Publishing a TMSA Document ........................................................................................... 45

13.9 Archiving a TMSA Document ............................................................................................. 46

13.10 Creating a Document Distribution Policy ..................................................................... 47

13.11 Dealing with Member Requests for TMSA Document Access ................................. 48

13.12 Viewing Document Analytics ........................................................................................... 50

13.13 Viewing / Editing Notes..................................................................................................... 51

13.14 Viewing the Current Distribution Policy........................................................................ 52

13.15 Viewing Archived Distribution Policies .......................................................................... 52

13.16 Viewing the Operator Audit Log ..................................................................................... 54

13.17 Configuring Notification Email Addresses.................................................................... 54

13.18 Migrating an existing TMSA2 document to a TMSA3 document ............................. 55

14 Operator Data Mining ................................................................................................................ 57

14.1 Operator Groups .................................................................................................................. 58

14.2 Explanation of Charts .......................................................................................................... 59

14.3 Filters ...................................................................................................................................... 63

15 SIRE Message Centre .................................................................................................................. 64

16 Port State Control Inspections ................................................................................................. 67

16.1 SIRE Vessel Operator – PSC Inspection Role .................................................................. 67

16.2 PSC Inspections screen ....................................................................................................... 67

16.2 Add PSC Inspection........................................................................................................... 68

16.3 Disclaimer ........................................................................................................................... 70

16.4 View PSC Inspection Details............................................................................................ 70

16.5 Add Deficiency: .................................................................................................................. 71

16.6 Add Document:.................................................................................................................. 72

16.7 Add Comment:................................................................................................................... 73

16.8 SIRE Vessel Details page .................................................................................................. 73

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17 Contact Support........................................................................................................................... 74

For further information on use of the SIRE site please contact:

siresupport@ocimf.org

Helpdesk +44 (0)20 3856 7880

1 Getting started

To start using the new SIRE operator access login to https://www.ocimf-sire.org.

Login credentials are unchanged from the previous operator access.

PLEASE NOTE: Each vessel is now assigned an additional identification reference ‘OCIMF
ID’. Please see new chapters 4, 5, 6 and 7 that cover the changes you will see in the SIRE
UI.

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2 Home Page

The Home page contains any open task messages and actions as well as access to other
useful pages.

Inspections Pending Operating Comments

This feature replaces the separate operator login to the dedicated comments site
(www.ocimf-sire.com/comments). This panel lists all the ship inspections for an
operator’s fleet which are currently pending operator comments. These inspections
would have been previously accessed through the inspection comments website using
the inspection report name and PIN code.

An ‘Auto-Publication Date’ column has been added to the grid. This is set 14 days after
the Member’s Submission date.

To provide comments for an inspection click on the blue arrow button to the right side
of the row to start the report comments process. The comments entry process is
explained later in this document.

Unprocessed Inspections

This area lists those inspections yet to be processed by the submitting company, i.e. the
inspector has submitted the inspection to SIRE but the submitting member (inspecting
company) has not yet processed/validated the inspection and made it available to the
ship operator for comments.

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There is no action for the ship operator in respect to these inspections as the inspecting
company must validate before comments can be entered.

Inspection bookings

This area provides a list of all inspection bookings made by inspecting companies within
SIRE for the operator’s fleet. A ship operator should not consider this to be an
exhaustive list of all pending inspections planned by inspecting companies, but rather
those which have already been registered within SIRE. The inspecting company has no
obligation within SIRE to provide a certain notice period of an inspection booking.

There is no action for the ship operator in relation to inspection bookings, however,
clicking on the vessel’s name will redirect to the vessel’s details page. From the details
page the operator can access further details about booked inspections as per the
screenshot below.

Quick Links

The quick links panel provides access to help documents and other resources including
programme software and documentation.

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The News feed provides useful system updates.

The Operator has the option to sign up to receive the SIRE Newsletter. This provides
regular updates about what is new and what is changing. Enter your Email address and
Organisation details and Subscribe. A confirmation email will be sent to you.

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3 Operator Comments

3.1 Legacy PIN access system discontinued

From 3rd of August 2015 SIRE Operators are no longer required to use the ‘SIRE
Comments’ portal (accessed by the report name and report PIN) to provide operator
comments for inspections.

The PIN system has been phased out.

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3.2 Operator comments managed directly within SIRE
A new feature has been added to the home page of the main SIRE site to list those
inspections which require operator comments. As described in the previous section this
supersedes the previous comments login using the report name and PIN.

There has been a corresponding change to the report cover sheet PDF which is issued
to a ship operator at the point of validation by the inspecting company, i.e. the point at
which an operator can start to provide operator comments. The link and details
referring to the comments login have now been replaced with a link and details for
accessing the main SIRE site.

The following is a screenshot for a cover sheet showing these changes as described.

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OCIMF SIRE Operator Access | Page 9
3.3 SIRE Comments Grid
When a ship operator now logs into SIRE they will see an area called ‘Inspections
Pending Operator Comments’ on the home page. As previously described, any vessels
that appear in this area will have inspections against them ready for Operator
Comments.

Clicking on the blue arrow to the right of the inspection date takes the user to the
comments area. This area has a very similar logical layout to that which was provided by
the previous operator comments portal for ship operators.

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4 SIRE Organisation Manager

4.1 New Role – SIRE Organisation Manager

The new role ‘SIRE Organisation Manager’ enables the Operator to manage the
Organisation details.

To check if you have been assigned this role, go to User Profile page, Roles grid.

4.2 Quarterly Review

To ensure the correct data is in the OCIMF programmes, vessel operators with the role
‘Organisation Manager’ will do a quarterly review of Company details, Fleet and Users.
The user has the option to ‘Skip’ or ‘Confirm’ on each page. The skip counter updates
each time the pages are skipped.

A banner displays on the home page about the review, select ‘Click Here’.

Verify Organisation Details page

The operator reviews Company Name, external company ID and contact address.

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Validate Organisation Users

The operator reviews list of Organisation Users.

Validate Organisation Vessels

The operator confirms the vessel index.

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Validate Organisation Documents of Compliance

On the Organisation Documents of Compliance page, the Operator can upload their
DOC (if applicable). This page will not be reviewed, it can be used for a spot check.

Click ‘Add’ to add a DOC. The ‘Add Document of Compliance’ page displays. Enter details
and upload a file.

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There is an option to confirm Documents of Compliance or confirm a Document of
Compliance is not required.

Operator Review PDF

The Operator Review is then displayed on the ‘Operator Review Confirmation’ page as a
PDF. The PDF can be downloaded.

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5 Vessel – Add Vessel

5.1 Vessel Index

After selecting the ‘Vessels’ tab, the Vessel Index page displays.

NEW: All vessels are now assigned a unique reference called OCIMF-ID. This can be
viewed on the Vessel Index page or Vessel Details page.

5.2 Vessel Registration

Select to ‘Add Vessel’, the Add Vessel page displays. When a ‘Vessel Type’ is selected the
Primary Identifiers and Additional Identifiers display.

Primary Identifiers are mandatory, Additional Identifiers are non-mandatory.

There is guidance text about the required format for each identifier.

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Tanker

For Tankers, the Primary Identifier field displayed is IMO.

North American Barge

For North American Barge, the Primary Identifier VIN and Additional Identifiers IMO are
displayed.

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South American Barge

When South American barge is selected the Primary Identifier displays a ‘Registry’
dropdown list.

Argentina Registry
Brazil Registry
Colombia Registry
Panama Registry
Paraguay Registry
Peru Registry
Uruguay Registry

On selecting one of the South American barges the Primary Identifiers update with the
countries Registry field e.g. Argentina Registry, Argentina Registry field displays.

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European Barge

When ‘European Barge’ is selected, Primary Identifier ‘ENI’ and Additional Identifier ‘IMO’
are displayed.

Other

On selecting ‘Other’ the Primary Identifiers Registered Number is mandatory.

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When the details are saved, an OCIMF ID is generated for the vessel. This is displayed on
the ‘Vessel Details’ page and on the Vessel index page.

6 Vessel – Adopt Vessel

When adding a vessel if the Identifier is for an existing vessel the ‘Adopt Vessel’ page
displays.

If the vessel is assigned to an Operator the details will show and the Operator will not
have the option to adopt the vessel.

If the vessel is not assigned to the Operator the option to Adopt is available. Select the
blue arrow. The vessel will be added to your fleet and display on the Vessel Index page.

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7 Vessel – Edit Vessel

When editing a vessel, Primary and Secondary Identifiers for the Vessel Type will be
read only and cannot be edited. A different Vessel Type can be selected, and further
identifiers can be added.

Example: This vessel South American Barge - Argentina Registry is being edited. The
Argentina Registry and IMO are read only.

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Select ‘European Barge’, the ENI field displays, and IMO field is read only.

8 Vessel Details

The vessel details page provides access to view and manage all information relating to a
vessel. The OCIMF-ID is displayed alongside the vessel name and identifier.

Here is a summary of each section of the vessel details page. Further details are
provided in later sections.

Vessel Particulars

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The ship operator can create, view and edit their vessel particulars.

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Crew Matrix

The ship operator can create, view and editor their current crew matrix. In addition, the
operator can download the crew matrix in XML for use in third party crew management
tools and can also view an audit history of previous versions of their crew matrix.

Incidents

The ship operator can create new incidents and view details of previously created
incidents. The four items in this area provide a count of the number of incidents reports
in the following categories:

• Incidents recorded for this vessel

• Incidents recorded for this vessel under the management of the current ship
operator
• Incidents recorded for this vessel under the management of a previous ship
operator
• Incidents recorded for the whole of the ship operator’s fleet
Clicking on each numeric counter takes the user to a list of those specific incidents.

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Removing a vessel from the fleet

If a ship operator is no longer providing technical management of a vessel (e.g. it has

been sold, demolished or technical management has been transferred) the vessel
should be released from the current ship operator’s fleet by selecting the “Remove
Vessel” icon at the top right of the page.

You can then select to either ‘Detach’ or ‘Decommission’ the Vessel.

1) Detach – If the vessel is being transferred to another SIRE Vessel Operator

2) Decommission – If the vessel is being decommissioned or scrapped, and is NOT being

transferred to another SIRE Vessel Operator

Change key identifiers and particulars

To change the high level details, e.g. Vessel Name, DWT or Flag, select the “Edit” button.
See chapter 6 ‘Vessel – Edit Vessel’ for further details.

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9 Vessel Particulars

Vessel Particulars functionality is on the left part of the page as shown below:

9.1 Creating a particulars document

Click the “Create” button to start editing particulars for the vessel. On initial creation of
particulars for a vessel the user will be prompted for the type of particulars document
to create. The primary choice is between the HVPQ document designed for tankers and
the BPQ document designed for tugs and barges. There is a single HVPQ document
(with variants for oil, chemical, LPG and LNG), however, there are multiple BPQ
documents for difference circumstances. If the latter document type is selected the user
will then be asked to select the specific type of BPQ document required.

9.2 Managing particulars details

Once the particulars document has been created the details page will be shown as
below.

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Editing a particulars document online

The SIRE system has a fully featured online particulars editor which requires no
software to be installed. Click the “Edit Online” button to launch the online editor and
start completing vessel particulars.

Any changes made to the particulars document are automatically saved, however, the
document must be published before it is available to the SIRE members. Likewise,
following initial publication the ship operator can continue to make further
modifications which will not be available to SIRE members until a subsequent
publication.

Editing a particulars document offline

The SIRE system provides a fully featured offline particulars editor which can be
downloaded and installed by the ship operator. 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
SIRE online editor. As with the online editor modifications to particulars documents are
not available to SIRE members until the document has been published.

9.3 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 SIRE members.

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9.4 EBIS Data Import
Technical operators of barges whom have entered fleets’ technical information into the
EBIS database using the EBIS v7 Technical Information questionnaire, can import the
data directly into SIRE.

Upon selecting the European BPQ5 template, the option to ‘Import EBIS Technical
Information’ becomes available.

The option to ‘Import EBIS Technical Information’ is only available to vessels that do not
currently have a BPQ report.

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10 Incidents

Vessel incidents can be accessed one of two ways:

1. Click the “Incidents” tab at the top of the page to view all incidents registered for
the ship operator’s fleet
2. For a specific vessel choose one of the incident counts as described in “Vessel
Details” section above
The incident grid will be displayed as above.

Click the blue arrow to the right of the incident’s row to show the incident details page.

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Within this incident area the ship operator can perform the following functions:

• Create a new incident

• Edit the incident information page
• Edit the secondary consequences
• Add documents

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11 Online Crew Matrix

The online crew matrix area is accessible through the vessel details page as described in
the “Vessel Details” section above.

This area allows the ship operator to create and manage crew record for their vessels.
Selecting the “edit” button from the screenshot above (or the “create” button on first
use of the crew matrix for a vessel) shows the crew matrix details page for the vessel.

The crew matrix screen separates officer and engineer crew on to two tabs as shown on
the screenshot above. When viewing details of either officer or engineer crew the
individual crew members are listed and an “Add new officer” or “Add new engineer”
button is shown accordingly.

From this page the operator can:

• Add new officer and crew records

• Edit existing offer and crew records
• View a PDF of the completed crew matrix document
• View guidelines for appropriate completion of the crew matrix

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12 Administrative Functions

Selecting the user’s name in the top right corner of the page provides an administrative
dropdown with the following features:

• User profile: provides the ability for the user to manage their own profile and
settings including address, email and password
• Organisation profile: if provided with appropriate permissions within the account
the user can manage organisation the organisation profile and settings including
address
• Manage users: if provided with appropriate permissions within the account the
user can manage the other users in the account including creating, editing and
deleting users

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13 TMSA

13.1 Introduction
From the 01 February 2017, the existing TMSA application (www.ocimf-tmsa.org) will no
longer be used to update an Operators TMSA document. All Technical Vessel Operators
will be required to link their existing TMSA accounts to their SIRE accounts. From that
point onwards all functionality required to create, manage and publish an Operators
TMSA document will be available from within the SIRE application only.

Key Behaviours for a ship operator include:

• Complete a managerial self-assessment questionnaire (TMSA Document)

• Maintain a historical archive of TMSA Documents
• Share Document(s) with OCIMF Members, controlled via a request work-flow
mechanism
• View Analytics / BI Reports on TMSA Documents

TMSA access is controlled by Operators with the SIRE Admin role. The User Profile page
will show if you have access to TMSA, the role ‘User Can Manage TMSA’ will be ‘Yes’, if
you have access.

TMSA2 and TMSA3

As a tool for driving up safety standards, the TMSA has rapidly gained international
credibility and acceptance and today, some 90% of operators use the programme,
including the oil majors. The second edition of the best-practice guide (TMSA2) was
published in 2008.

The TMSA3 launch date is the 10 April 2017.

TMSA Document Contents

The TMSA Document is comprised of a series of Elements, which in turn are composed
of 1 or more KPIs (effectively questions).

The whole of the TMSA document is optional; an author can complete any part of the
document in any order and publish at any point in time. The TMSA concept is based

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upon continuous improvement processes, e.g. it is encouraging the author to improve
over time and release ever better TMSA documents to the OCIMF members.

The TMSA question is referred to as a Key Performance Indicator (KPI).

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.

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.

TMSA Document Processing

When a TMSA 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

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Distribution Policy

TMSA Reports can now be made available to Recipient Members selected in the
‘Distribution Policy’.

If your Distribution Policy previously had the option ‘Visible to All’ this will now show as
‘Visible to OCIMF Members’.

When you select ‘Visible to All’ your Distribution Policy will include OCIMF Members and
non-OCIMF Members.

Operators elect whether Documents can be viewed by:

1. Visible to OCIMF Members – this list shows OCIMF Members only

2. Visible to Only Certain Members – selected OCIMF Members and non-OCIMF

Members

3. Visible to All – this list includes OCIMF Members and non-OCIMF Members

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 added in the Email Configuration page 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.

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13.2 Overview of Key Workflows
Changing the Distribution Policy

The Distribution Policy for TMSA Reports can be changed by an Operator in a number of
ways:

• Clicking add / remove within the Distribution Policy page;

• Changing the policy between ‘Visible to all’ and ‘Visible to certain members’
within the Distribution Policy page;
• Processing a pending request.
As soon as the Distribution Policy is changed, all Members who are included (either
explicitly or implicitly) in the current Distribution Policy will have access to the Current
Published Document.

If a new Member is added to the TMSA system after a Report has been published, they
will be able to access all historic TMSA Reports that were available to all Members.

Note that if a Member is removed from the distribution policy of an Operator whilst a
Published Report is available, that Report will be removed from the Publication Log of
the Member.

There are security mechanisms in place to ensure Report access is secure and restricted
only to those who have been given permission.

Key events related to Distribution Policy changes are logged to the Operator Audit Log:

• Whenever access is changed between ‘Visible to all’ and ‘Visible only to certain
members’, an entry is logged.
• Whenever access is explicitly granted to (or removed from) a Member, an entry is
logged.

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13.3 Workflow Behaviour - Create Subscription
When logging on to SIRE for the first time the ship operator will be presented with the
‘Create Subscription’ page. The Subscription period runs for 12 months from January to
January the following year.

If the ship operator has an existing TMSA account on the standalone system
https://www.ocimf-tmsa.org they can import their TMSA account without having an
Active Subscription.

The ship operator must then pay the yearly subscription. To make the payment select
‘Create Subscription’ and then ‘Edit Billing Details’. The Address line 1 and Country fields
are mandatory on this screen. The Country selected will determine VAT Status.

Ship operators in the UK will be charged VAT at UK standard rate. Ship operators in the
EU and outside the EU will have their VAT Exemption validated by an OCIMF
Administrator when they save their billing details.

VAT will be charged at UK Standard Rate until a decision is made by the OCIMF
Administrator.

The ship operator has the option to request a time extension to use TMSA for 72 hours.
If payment is not made after the extension period has expired the account will be
suspended.

When Billing Details have been completed the ‘Make Payment’ button will be available
on the ‘View Subscription’ page.

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If your Company has an IMO Number, this is entered in the ‘Company IMO Details’
section’. If your Company does not have an IMO Number, select the checkbox
confirming this and select ‘Make Payment’.

When the Payment has been made the ‘View Subscription’ page will show the
‘Subscription Details’ Start Date and End Date.

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13.4 Workflow Behaviour – Import TMSA Documents
The TMSA Import Wizard allows Vessel Operators to import all their published, draft
and archived TMSA reports into the SIRE application, along with the associated
distribution policy for each report.

To initiate the import of an Organisations TMSA reports from their TMSA to their SIRE
account, the TMSA Account Number, User Name and password must be entered.

To reset your TMSA Account password select ‘Forgotten Password’ and enter your
Account ID and Username. You will receive an email with your details.

When you have successfully entered your TMSA account details, the Import TMSA
Documents page will present all ‘Available TMSA Documents’ to Import.

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As with the ‘Create Subscription’ page, if your Company has an IMO Number this is
entered in the ‘Company IMO Details’ section. If your Company does not have an IMO
Number, select the checkbox confirming this and click ‘Confirm Import’.

The ‘View Subscription’ page will then be displayed. You can either pay your
Subscription or ‘Request Time Extension’ for up to 72 hours. See section 10.3 Create
Subscription for further details on how to ‘Edit Billing Details’ and ‘Make Payment’.

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13.5 Creating a new TMSA Document
When the TMSA account is set up for the Operator the TMSA Home page will look as
below:

If the TMSA account has been imported, the documents will be listed in the ‘All TMSA
Documents’ section.

Clicking upon the icon will open the ‘Create Document’ page.

From the 10th April 2017, Vessel Operators can choose either the TMSA2(5001) or
TMSA3(5002) template to create a new TMSA document.

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The option to create TMSA2(5001) documents will remain available until the 31
December 2017, after this date, only TMSA3(5002) documents can be created.

Clicking the ‘Create TMSA Document’ button will generate a new TMSA document.

The TMSA Document Editor will then open.

13.6 Cloning from the most recent published TMSA document

The ship operator may choose to create a new TMSA document by cloning from the
most recent published one. If a previously archived document exists when the ‘Create
TMSA Document’ button is clicked, the user is redirected to the TMSA Document
Creation page. The user is prompted if they wish to clone from the most recent
published document.

The ship operator should click the ‘Clone TMSA’ icon to select the document that is to be
cloned. When the ‘Create TMSA Document’ button is clicked, all responses and
comments from the cloned document are used to prepopulate the new one and the
user is redirected into the TMSA Document Editor.

The Cloned Document will be the same Document Type as the most recent Published
Report. If the ship operator selects ‘Yes’ to ‘Clone’, the most recent Published Report is
shown in the grid. Select the ‘Clone TMSA’ icon.

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The ship operator can select ‘No’ at this point and will be returned to the ‘Create
Document’ page.

Here are some scenarios showing which TMSA documents can be created:

• Example 1: Published Report is TMSA v2 (5001) – Cloned Document will be TMSA

v2 (5001)
• Example 2: Create Document – select ‘No’ to Cloning – you have the option to
select the TMSA Document Type required, TMSA v2 (5001)

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13.7 Using the TMSA Document Editor
The ship operator is automatically redirected into the Document Editor when first
creating a document, but for all future editing sessions the Document Editor can be
accessed by clicking the ‘Edit TMSA Document’ button on the ship operator’s homepage
at TMSA > Home:

The main Document Editor page consists of the following features:

2 1 8 9 7 10 3 4 5 6

11

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 1. Title bar displaying currently edited element.

2. ‘Show/Hide Elements’ button to control visibility of Elements list (see 8).

3. ‘Toggle KPI layout’ to change layout of KPI’s to show in Stages 1 to 4.

4. ‘Show/Hide Aim’ to control visibility of AIM bar (see 7).

5. ‘View PDF’ button to view / download a PDF rendition of the currently edited
document.

6. ‘Close’ Editor button closes the Document Editor and returns to the ship
operator’s TMSA homepage.

7. AIM bar displays the aim of the current Element.

8. Elements list displays list of Elements in the TMSA document.

9. KPI list displays KPIs in the current/all stages for the current document Element.

10. 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.

11. 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 TMSA document is automatically saved at the following points:

• Whilst navigating between KPIs

• When exiting the Editor

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13.8 Publishing a TMSA Document
When a ship operator wishes to publish their current in-definition document they
should do the following on the TMSA > Home page, after first archiving the current
published document if necessary (see section 10.9 ‘Archiving a TMSA Document’):

Click the ‘Publish TMSA Document’ button, which will then redirect to the ‘Publish
Document’ page:

This page displays key data on the document and its distribution, including a list of all
members in the current distribution policy. At this stage you are also asked to confirm
that you wish to publish the document and you may also enter any publication notes to
be stored against the document. Click the ‘Publish TMSA Document’ button to complete

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the Publication process and be redirected back to the ship operator homepage. An e-
mail will be sent to all Members included in the current Distribution Policy with details
of the newly published document and a download link, provided the Member has
indicated they wish to receive notification of published reports and has supplied the
relevant email addresses.

Once publication is complete, the TMSA document cannot be re-edited.

13.9 Archiving a TMSA Document

If a ship operator wishes to publish a current in-definition TMSA document, they must
first archive their current published document if applicable. To do this, they must do the
following on the TMSA > Home page:

Click the ‘Archive Published Document’ button, which will then redirect to the Archive
Document page:

At this stage you are asked to confirm that you wish to archive the document and you
may also enter any archive notes to be stored against the document. Click the ‘Archive

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TMSA Document’ button to complete the Archive process and be redirected back to the
Operator homepage.

The newly archived Report will be available in the list of all TMSA Documents on the
Operator’s Home page, and its PDF can still be downloaded.

13.10 Creating a Document Distribution Policy

The Operator’s current Distribution Policy page can be accessed by selecting from the
TMSA Actions dropdown list > Distribution Policy page. The page allows the user to
select via a dropdown list whether the distribution policy should be:

1. Visible to OCIMF Members – displays OCIMF Members only

2. Visible to only certain Members – displays OCIMF Members and non-OCIMF Member
companies from the ‘Organisation Name’ grid

3. Visible to all – the operators TMSA document will be visible to all OCIMF Members and
non-OCIMF Member companies

Reports can now be made available to Recipient Members. When you first log on if your
list previously showed ‘Visible to All’ this be changed to ‘Visible to OCIMF Members’. If
you would like all Recipient Members to view reports select ‘Visible to All’.

To allow a specific member access to the TMSA document, the user should click the
green plus button ‘Add Member to Policy’, similarly clicking the red minus button
‘Remove Member from Policy’ will do the opposite. To view the Member Request
History, select the ‘Pending Requests’ button.

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13.11 Dealing with Member Requests for TMSA Document Access
If a Member has specifically requested access to an Operator’s TMSA document, the
Operator should receive an email notification and a link titled ‘TMSA Notification –
‘Member’ has requested access to your publications’ is shown alongside details of when
the request was sent.

Clicking the ‘Process Pending Request’ link in the email will take the user to the TMSA log
in page. After logging in, the TMSA tab at the top of the page will show the number of
Document Access requests made.

Details of the Member making the request, and their request message are displayed.
The user should select whether they wish to allow access from the Yes/No dropdown
list, and optionally include any Response notes which will be seen by the Member.
When the ‘Make Decision’ button is clicked the Operator Distribution Policy will be
updated accordingly, notification email(s) are sent to the Member, and the user is
redirected back to the Distribution Policy page. If the decision was taken to grant access,
the Member will now be able to view a PDF rendition of the Operator’s current TMSA
document (if any), and will be notified of all future publications.

On the Distribution Policy page, the user will notice that the Request History value has
been updated for the Member in question:

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When the ‘Pending Request(s) button is clicked the user will be redirected to the
Member Request History page which lists all historic access requests and the decision
that was made:

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13.12 Viewing Document Analytics
An Operator may view Document Analytics for any of their documents from the TMSA >
Home page by clicking on the ‘View Analytics’ icon for the document in question:

This will take the user to the ‘Document Analytics’ page which shows summary
information and key analytics for the document in question. The analytics shown are all
focused on a per-element / stage basis, as shown below:

Three views are provided:

• Completion – This indicator shows which stages for each Element have been
completed irrespective of whether the answer was “Yes” or “No”. Green stages
are 100% complete, orange stages show their proportional completeness.

• Cumulative Performance - This indicator shows which stages for each Element
have been answered “Yes”. As the name “cumulative” indicates, in order to
include the results of a stage all preceding stages in the same Element must also
be fully answered “Yes”. For example “Yes” answers in the fourth stage of an
Element will not be included if the third stage of the same Element are not fully
answered “Yes”.

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 • Raw Performance - This indicator shows which stages for each Element have
been answered “Yes”. Unlike the “cumulative” indicator, “raw” performance
includes any “Yes” answer from each stage, irrespective of any other stage in the
same Element.

13.13 Viewing / Editing Notes

An Operator may view notes on any of their documents from the TMSA > Home page by
clicking on the ‘View Notes’ icon for the document in question:

This pops up a window showing the notes captured against the relevant Document:

There are 3 kinds of notes – Creation, Publication and Archive, which are captured at the
point of performing the relevant action.

The pop-up window only shows the notes that have been captured thus far – so for a
Published document, only Creation and Publication notes would be shown, and so on.

Operators will be able to edit the available notes fields via the ‘Edit Notes’ button.

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Notes are entirely optional, are internal only and are not used in any work-flow
processes.

13.14 Viewing the Current Distribution Policy

The Operators current Distribution Policy can be viewed on the ‘Current Member
Access’ tab at TMSA > Home:

13.15 Viewing Archived Distribution Policies

An Operator may view the distribution policy for any of their archived documents from
the TMSA > Home page by clicking on the ‘View Archived Distribution Policy’ icon for the
document in question:

A popup window is then displayed showing the snapshot of the Distribution Policy that
was taken at the point of publication:

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The window will indicate that either:

1. All Members were allowed to view the Report

2. An explicitly selected list of members was allowed to view the Report

The Distribution Policy will continue to be applied for this Report in terms of the
Members that are allowed to see it. So:

• If the Operator had selected ‘Visible to all’, then all Members – including
Members created after the Report was archived – will be able to view the PDF
Rendition of the Report.

• If the Operator had selected ‘Visible to Only Certain Members’, then only those
Members explicitly included in the list will be able to view the PDF Rendition of
the Report

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13.16 Viewing the Operator Audit Log
The Operator’s Audit Log page can be accessed from the TMSA Actions dropdown list >
Operator Audit Log:

This page shows a log of all TMSA activity events that have occurred for the Operator.

13.17 Configuring Notification Email Addresses

A user with appropriate permissions can specify up to 5 e-mail addresses that are used
for notifications related to TMSA Activity from the TMSA Actions dropdown list > E-mail
Configuration:

As an Operator, these notifications are limited to requests for access from Members.

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13.18 Migrating an existing TMSA2 document to a TMSA3 document
The TMSA3(5002) template is being released on the 10 April 2017. From this date,
vessel operators will be able to create TMSA documents in either the TMSA2 or the
TMSA3 format.

A TMSA2(5001) document can be automatically converted into the TMSA3(5002) format,

by selecting to upgrade the current ‘Published’ TMSA2(5001) document.

If the Operator does not have a current ‘Published’ TMSA2(5001) document, the current
‘In Progress’ TMSA2(5001) document can be upgraded.

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Selecting the icon will upgrade the selected TMSA2(5001) report to the TMSA3(5002)
format.

OCIMF have performed an exercise to map TMSA2(5001) KPIs to the relevant KPI within
the TMSA3(5002) report.

Upon completion of the migration process the TMSA3(5002) report is available in ‘Draft’
status and must be review by the Vessel Operator prior to publishing the report.

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14 Operator Data Mining

Operator Data Mining is available for Operators within SIRE. To access this the Operator
Data Mining Terms and Conditions must be signed.

The document can be viewed as a pdf, select ‘Download as pdf’ button. Select to ‘Agree’
and ‘Next’ to Agree to the terms.

The Data viewed will be restricted to the contents of the Operator’s technical manager
fleet.

In addition to analysis of an operator’s own data, comparison will be provided with:

• The whole industry/database

• One or more custom groups to which an operator can choose to belong

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14.1 Operator Groups

There are multiple groups that the operator can optionally elect to be part of. A third-
party group administrator will anonymously manage allowable group membership.

Operators can elect to join any group where their operator IMO number has been
included in the full potential membership upload file provided by the third-party
administrator.

Select the ‘Manage Groups’ button from the top right of the screen. Here you can select
to be in an Operators distribution Policy and view their data.

Select the Plus button alongside the Operator to ‘Activate group membership’.

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To ‘Deactivate group membership’ select the minus button.

Click ‘Save Changes’ when any amendments have been made to the Distribution Policy.

14.2 Explanation of Charts

Charts are displayed in panels. For each Chart you can find further details by selecting
the icons in the top right corner of the panel.

• Select the grid icon to ‘View data’.

• Select the graph icon to ‘View comparison’ of data.

The three charts at the top of the page are for the following Key metrics:

1) Average number of inspections per vessel

2) Average number of observations per inspection

3) Percentage of fleet holding at least 3 inspections with the last 12 months

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Most Common Observations

The top 10 Most Common Observations are displayed in a Pie Chart. Select a section of
the chart to view the Observation it refers to.

Select the grey arrow icon to ‘View Legend’.

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Inspection Operations

The distribution of ‘operation at time of inspection’ are displayed in the Inspection

Operations graph.

Observations per Chapter

The Observations per Chapter are displayed in a graph.

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Recurring Observations

Recurring Observations across the fleet are displayed in a pie chart. Recurrent meaning
specifically that the same observation appears on multiple inspections for the same
vessel rather than simply being commonly observed across the fleet.

Select the grey arrow to ‘View Legend’.

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Average Observations By Inspection Over Time

The spread of observations by inspection over time are displayed as a line graph.

14.3 Filters
The Filter options are at the top of the page. A Date Range ‘From and ‘To’ can be
entered.

A specific Operator can be selected or ‘All Operators’. Click ‘Apply Filter’ to apply the
changes.

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15 SIRE Message Centre

All emails will now display as messages in the Message Centre in the SIRE UI. Emails will
continue to be sent out.

You have the option to switch off emails and only receive messages. Your ‘User email
preferences’ can be changed on your User Profile page.

The Message Centre can be accessed from the Toolbar in the SIRE UI. There is an Alert
symbol and the number of Unread messages is displayed.

There are two types of messages:

Messages Centre - Messages

Communication Messages are sent by OCIMF and include OCIMF general

communications about new templates or production server maintenance.

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The message displays with attachments. When it has been opened it will then show as
‘Read’ in the Messages grid. To keep the messages showing as ‘Unread’, select ‘Set
Message As Unread’.

Messages can be filtered to show ‘All’, ‘Unread’ and ‘Archived’.

Message Centre – Alerts

Operators will receive message alerts related to Inspection Workflows.

They could receive an alert for one of the following steps:

o Booking created 
o Inspection submitted 

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 o Inspection validated (potentially limited to only the operator to receive this
alert) 
o Inspection published (with or without operator comments) 
o Subsequent comments added 
o Inspection amended (Resubmission) 
o Inspection withdrawn 

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16 Port State Control Inspections

From early 2019, SIRE Vessel Operators will be able to record details of Port State Control (PSC)
inspections directly within their SIRE 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 SIRE
Vessel Operator role.

16.1 SIRE Vessel Operator – PSC Inspection Role

To access the new PSC functionality, users must either:

• be an administrator within the SIRE Vessel Operator account or;

• hold the ‘SIRE - Operator User Can Manage PSC Inspection Data’ role.

16.2 PSC Inspections screen

If the currently logged on users possesses the ‘SIRE - Operator User Can Manage PSC Inspection
Data’ role, then a new tab will be displayed on the top navigation bar.

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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.

16.2 Add PSC Inspection

A PSC Inspection must be associated to a SIRE 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:

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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 SIRE 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]

o Initial Inspection
o More Detailed Inspection
o Expanded Inspection
• Authority – [dropdown]
o List of PSC Authorities
• Vessel was Detained? – [Dropdown]
o Yes
o 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.

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 • Date of initial PSCO visit – [date picker]
• Date of final PSCO visit – [date picker]
• Port – [dropdown]
o List of Ports derived from MTIS Port list
• Terminal – [Free Text]
• Operation – [Dropdown]
o VIQ Operations list

16.3 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.

As with SIRE Incident reporting, 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.

16.4 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.

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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.

16.5 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.

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16.6 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.

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16.7 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.

16.8 SIRE Vessel Details page

The SIRE 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.

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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 SIRE 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.

END OF DOCUMENT

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