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INFORMATION TECHNOLOGY OFFICE Government of Bermuda www ITO gov bm Channel House 12 Longfield Road Tele Powered By Docstoc
					                     INFORMATION TECHNOLOGY OFFICE
                     Government of Bermuda                     www.ITO.gov.bm


                     Channel House, 12 Longfield Road,       Telephone: (441) 297-7733
                     St. George’s DD 03, Bermuda             Fax:       (441) 295-2948

ITO 2009/152                                                      25 July 2011


                        Request for Proposal (RFP)
          Ship Registration and Certification Management System
                 Department of Maritime Administration


1     Executive Summary
The Government of Bermuda, Ministry of Tourism & Transportation, Department of
Maritime Administration is seeking a system for Ship Registration and Certification
Management

1.1    The following outlines the process that will be followed by the Government of
       Bermuda to seek proposals from potential vendors.

2     Submission Deadline
2.1    Vendor proposals must be submitted by August 28, 2009 4:00pm AST.

3     Submission Delivery
3.1    Vendors may deliver submissions by e-mail or hard copy (3 copies) to:
        e-mail:         tcard@gov.bm and copied to ito@gov.bm
        hard copy:      Channel House, 12 Longfield Road, St. Georges DD03 Bermuda
                        Attention: Regina N. Joblin
3.2    Proposals submitted via e-mail must have "ITO 2009/152” in the subject line.
3.3    Proposals submitted in hard copy are to be triplicate (one original and two copies)
       and must be received in a sealed envelope/container plainly marked "ITO
       2009/152”.
3.4    All submissions become the property of the Government of Bermuda and will not
       be returned. All conditions contained in the RFP are considered accepted by the
       vendor in any information submitted.
3.5    All information submitted with the RFP will be kept confidential and access will be
       only by Government of Bermuda employees reviewing the RFP. The Government
       of Bermuda is not obliged to award orders or contracts to vendors based on the
       information received.




                                        Page 1 of 60
        Information Technology Office
        Government of Bermuda




4     Vendor Submissions
4.1     The solution is to be delivered as detailed in the attached “Ship Registration and
        Certification Management System – Requirements” document.
4.2     Submissions may be from individual vendors or multi-vendor consortiums. In the
        case of vendor partnerships, one vendor must be clearly identified as the primary
        contractor, with all others being indicated as sub-contractors..
4.3     Submissions must include the following information:
      4.3.1   Proposed Solution - A description of the proposed solution that will meet the
              requirements set out in the attachment entitled “Ship Registration and
              Certification Management System – Requirements”. The description should
              set out the functions and features of the system and the processing logic. A
              schematic may prove useful with fulfilling this requirement. Changes to the
              existing back office system included as part of the solution must be described
              here. The description should also set out the proposed approach to training
              and documentation.
      4.3.2   Benefit Realisation - A description of the benefits to be realised from
              implementation of the proposed solution.
      4.3.3   Company Information - Including vendor qualifications and experience as
              well as background information on the personnel proposed to work on the
              project.
      4.3.4   Cost of Acquisition - This refers to the total cost to develop and bring the
              new system online. It should include, but not be limited to a break down of
              hardware, software, analysis, design and programming, training, project
              management and any other costs (expenses). A payment schedule must be
              included that contains milestones and the associated payment amount. In
              accordance with the Government of Bermuda standard development
              contract, the first milestone and associated payment amount on the schedule
              must be for the Statement of Work (see “General Information” on the
              Information Technology Office web site for more details of the standard
              development contract and Statement of Work). All costs quoted should be “as
              landed” (i.e. including duty and shipping) costs in Bermuda $.
      4.3.5   Annual Cost of Ownership - This should identify the annual recurring costs
              to operate the system. It should include, but may not be limited to a
              breakdown of software license fees and support contracts.
      4.3.6   High-level Project Plan - This will show how the vendor proposes to
              approach the project and will comply with the payment schedule referred to in
              paragraph 4.3.4 above.
      4.3.7   Responsibilities of the Government of Bermuda - Involvement required of
              the Government of Bermuda in terms of staff, office space, training facilities,
              computer hardware, networking, cabling, or other supplies, etc.
      4.3.8   Summary of Proposal – single page on the Microsoft Excel spreadsheet
              provided.




                                          Page 2 of 60
       Information Technology Office
       Government of Bermuda



5     Pre-submission Information
5.1    All prospective vendors will be provided with this documentation and the
       opportunity to submit written inquiries to Department of Maritime Administration.
       Such inquiries will be published, without identifying the source, along with the
       Department of Maritime Administration response.
5.2    Inquiries regarding this request for proposal must be made by email, with “ITO
       2009/152 Inquiry” in the subject line, by July 18, 2009 to tcard@gov.bm and
       copied to ito@gov.bm

6     Vendor Responsibility
6.1    It is the vendor’s responsibility to ensure its complete understanding of the
       requirements and instructions specified by the Government of Bermuda. In the
       event that clarification is required vendors should submit written inquiries as
       described in paragraph 5 above.

7     Amendments
7.1    At any time prior to the close of the RFP, the Government of Bermuda may alter,
       amend, delete or add to, in whole or in part, any terms or provisions of this RFP.
       The Government of Bermuda may modify, amend or revise any provision of this
       RFP or issue addendum at any time. The Government of Bermuda will publish
       any such modification or amendment, revision or addenda on the Information
       Technology Office web site.

8     Evaluation Process
8.1    The proposals submitted to Department of Maritime Administration will be
       evaluated in conjunction with the ITO in a two-stage process with the first stage
       resulting in a short list of potential vendors. Subsequently, the short listed vendors
       will be requested to arrange for a demonstration of their product offering, which
       may result in the award of a contract. The only information that will then be
       released is the name of the successful vendor.
8.2    It is anticipated that the short list of potential vendors will be selected by
       September 25, 2009 and that the successful vendor will be selected by October
       23, 2009.
8.3    More detailed descriptions of the evaluation process and criteria for selection are
       available under “General Information” on the Information Technology Office web
       site.

9     Negotiations
9.1    The Government of Bermuda reserves the right to enter into discussions or to
       negotiate with a vendor as it sees fit, or with another vendor or vendors
       concurrently. In no event will the Government of Bermuda be required to enter
       into discussions or negotiations on similar or other terms or offer any modified
       terms to any other vendor prior to entering into a binding contract. The
       Government of Bermuda shall incur no liability to any vendor as a result of these
       discussions, negotiations or modifications.

                                         Page 3 of 60
      Information Technology Office
      Government of Bermuda



10 Acceptance and Authority to cancel this RFP
10.1 The Government of Bermuda will not be obliged to accept the lowest price or any
     of the proposals submitted. Each vendor acknowledges and agrees that the
     Government of Bermuda will have no liability or obligation to any vendor, except to
     the party, if any, awarded a contract by the Government of Bermuda in its sole
     discretion and the Government of Bermuda shall be fully and forever released and
     discharged of all liability and obligation in connection with this Request for
     Proposal (RFP). The Government of Bermuda will not make public the vendor
     submissions and reserves the right to cancel this RFP without any obligation or
     reimbursement to vendors.

11 References
11.1 Before awarding any contract the Government of Bermuda reserves the right to
     require the vendor to submit such evidence of qualifications as it may deem
     appropriate. This evidence may be concerning financial, technical and other
     qualifications as well as the relevant experience and skills of the Vendor.

12 Application Delivery
12.1 The solution is considered delivered when the application is running in production
     mode and signed off by the Department of Maritime Administration and ITO.

13 General
13.1 All proposals will be considered final. No additions, deletions, corrections or
     adjustments will be accepted after the time stated above.
13.2 The Government of Bermuda shall not purchase services from any business owing
     delinquent taxes to the Government of Bermuda.
13.3 Proposals received after the designated time of receipt will be considered as “NO
     BID” and “VOID”. The time stamp for proposals submitted electronically will be that
     of the ITO mail server. It is the vendor’s responsibility to allow sufficient time for
     electronic transmission and delivery, especially in the case of large files.
13.4 Upon awarding and acceptance of a contract for goods or services, a Government
     of Bermuda Purchase Order will be issued as a guarantee to pay. Payments will
     be authorised on invoices 30 days after receipt of the contracted goods or
     services. All responses must include any proposed variations to these standard
     payment terms for discussion and negotiation.

14 Project Authorities
Executive Sponsor                   John McPartland, Director/Chief Surveyor
Contract Authority                  John McPartland, Director/Chief Surveyor
Project Manager                     Taran Card, Ship Surveyor
ITO Representative                  Regina N. Joblin, Computer Services Officer




                                       Page 4 of 60
      Information Technology Office
      Government of Bermuda



15 Summary of Key Dates
Publish Request for Proposal     July 10, 2009
Cut off for questions            July 17, 2009
Publishing of response to
                                 July 27, 2009
questions
Vendor proposals submitted       August 28, 2009
Vendor shortlist                 September 25, 2009
Vendor selection                 October 23, 2009
Go Live                          TBD




                                      Page 5 of 60
             INFORMATION TECHNOLOGY OFFICE
             Government of Bermuda                         www.ito.gov.bm


             Channel House, 12 Longfield Road,   Telephone: (441) 297-7733
             St. George’s DD 03, Bermuda         Fax:       (441) 295-2948




Requirements Specification
Ship Registration and Certification Management System
Department of Maritime Administration



                                Page 6 of 60
Document Control

  Statistics

           Type of Information                              Document Data
   Title                                     Requirements Specification – Ship Registration
                                                     and Certification Management System
   Document version #                                                                  1.5
   Last date document was updated                                           March 03, 2009
   Document Filename                       Requirements Specification SRCMS_DMA
                                           Final.doc
   Document Owner                                                              Taran Card


  Summary of Changes

       Version           Version Date            Nature of Change         Date Approved
           1.0          October 1, 2007      Initial version.                    -
           1.1        February 11, 2008      Updated according to                -
                                             DMA final review.
           1.2          February 23,2008     Updated according to                -
                                             DMA request.
           1.3          February 27,2008     Updated according to                -
                                             DMA request.
           1.4          January 11, 2009     Updated with                        -
                                             Endorsements, Seaman’s
                                             Discharge Book and
                                             Billing.
           1.5           March,03 2009       Updated according to                -
                                             DMA request.


  Document Distribution and Review
  This document is to be distributed to all Reviewers by the Document Owner. It
  will be reviewed and updated at the request of the Document Owner.



  Latest Version of This Document
  The latest version of this document can be obtained from the Document Owner.




                                   Page 7 of 60
Table of Contents

1. Overview ................................................................................................................................ 9

2. Problem/Opportunity ............................................................................................................ 11
       2.1 Business Benefits ................................................................................................... 11
       2.2 Business Risks ....................................................................................................... 12
       2.3 Vision of the Solution .............................................................................................. 12
       2.4 Scope of the Solution .............................................................................................. 13
       2.5 Assumptions & Dependencies ................................................................................ 13
       2.6 Critical Requirements.............................................................................................. 13
       2.7 System Context ...................................................................................................... 14

3. Functional Requirements...................................................................................................... 15
       3.1 Use Cases .............................................................................................................. 29
               3.1.1 RE – Registry of Shipping Use Cases ...................................................... 29
               3.1.2 SU – Ship Survey/Certification Use Cases ............................................... 39

4. Non-Functional Requirements .............................................................................................. 54
       4.1 Infrastructure .......................................................................................................... 54
       4.2 Backup and Recovery ............................................................................................. 54
       4.3 System Interfaces ................................................................................................... 54
       4.4 User Interfaces ....................................................................................................... 54
       4.5 Documentation Requirements................................................................................. 55
       4.6 Training Requirements............................................................................................ 55
       4.7 Maintainability ......................................................................................................... 55

5. References ........................................................................................................................... 56

6. Appendix – Certificates, Letters and Other Documents ........................................................ 57




                                                        Page 8 of 60
1. Overview
The Department of Maritime Administration (DMA) manages its own Registry of Shipping
and ensures that all vessels registered in Bermuda comply with international
requirements relating to construction standards, safety, crewing, seafarers’ qualifications
and welfare, occupational health and safety, carriage and handling of cargoes,
passengers and marine pollution prevention.
The Registry of Shipping undertakes the main registry process, which grants a vessel
the right to be registered in Bermuda and fly the United Kingdom Red Ensign. It is also
responsible for a Demise Charter (or Bareboat Charter) register and for managing close
out procedures for ships that leave the registers.
In addition to the functions carried out by the Registry of Shipping, the DMA administers
surveys, audits and certification arrangements for ships to be, and ships which are
already registered in Bermuda, issuing Convention and other certificates in accordance
with the provisions of the Merchant Shipping legislation in force.
The following Certificates are issued as appropriate by the Registry of Shipping:
•      Certificate of Registry (subject to amongst other things, receipt of a Certificate of
Survey & Survey for Tonnage Measurement)
•      Civil Liability for Oil Pollution Damage
The following Certificates are issued as appropriate by DMA, following the satisfactory
completion of review of documents and or surveys:
•      Passenger Ship Safety Certificate
•      Safety Equipment Certificate
•      Certificate of Fitness for Carriage of Liquefied Gases in Bulk
•      International Oil Pollution Prevention Certificate
•      Safety Radio Certificate
•      Safe Manning Certificate
•      Certificate of Compliance for a Large Commercial Yacht
•      Exemption Certificate for International Convention on Load Lines


All of the above certificates may be issued for any period up to their full term. In the
event that this is required it is necessary for it to be possible to issue a Short Term
Certificate with a validity period specified by the issuing surveyor.
Documents of Compliance, Safety Management Certificates and International Ship
Security certificates are also issued by DMA, according to the requirements of the
International Safety Management (ISM) Code and ISPS Code. DMA surveyors or
auditors from an approved Recognized Organization undertake audits for ISM and ISPS.

                                        Page 9 of 60
Records of authorized auditors are maintained by DMA for deciding if a nominated
auditor is qualified to audit a ship, or if an auditor has been disallowed by the DMA for
poor prior performance.
DMA issues a Letter of Authority/Appointment when an audit is performed by a
Recognized Organization (RO). This document authorizes the designated auditor to
perform the audit on behalf of the Bermuda Administration for International Ship Security
certification. A Letter of Appointment is issued when a verification audit for a Safety
Management Certificate is performed by a RO.
A Document of Compliance (DOC) is issued to a Ship Management Company to state
that the management procedures followed by this company are in accordance with the
International Safety Management Code. It is issued following an audit performed by a
DMA surveyor or an authorized auditor. When a Ship Management Company has an
existing DOC that is issued by a country accepted by DMA, a Letter of Acceptance may
be issued for this DOC.
A special type of Document of Compliance, Special Requirements for Ships Carrying
Dangerous Goods, is issued to ships carrying dangerous goods, to certify they comply
with special requirements and are suitable for the carriage of such goods.
DMA also issues Exemption Certificates. Under the authority of the Merchant Shipping
Act or Conventions, the DMA is allowed to exempt a ship from compliance with certain
requirements. These certificates may apply to all certificates above and are issued on a
case-by-case basis. following the requirements for each certification and the satisfactory
completion of surveys. A particular example of the Exemption Certificate is the Load Line
Exemption Certificate.
Each of the compliance Certificates, DOCs, and Exemptions issued by DMA follow
specific formats and are valid for periods that vary from months to years. Some of these
certificates and documents require periodic validation. These validations are subject to
surveys, audits, verifications or inspections on specific items or equipments as defined in
international codes, such as the ISPS (International Ship and Port-Facility Security)
Code, ISM (International Safety Management) Code or in compliance with Conventions
such as the International Convention for the Safety of Life at Sea (SOLAS) from the
International Maritime Organization (IMO).
DMA monitors the expiration of the certificates and the timelines for surveys, audits,
verifications and inspections and allocates the appropriate resources to perform them
and, depending on each case validates or issues certificates and documents of
compliance. This maintains in a high standard all of the approximately 200 vessels under
its responsibility.
Other functions carried on by DMA relate to issuing documents to crewmembers on
board of registered vessels. These documents are Endorsements Attesting the
Recognition of Certificates of Competences and Seaman’s Discharge Books.
Endorsements to Certificates of Competences are issued in accordance with the
International Convention of Standards of Training, Certification and Watchkeeping for
Seafares of 1978, as amended in 1995 (STCW CODE). They apply to Certificates of
Competences issued to crewmembers by other countries DMA maintains a list of

                                      Page 10 of 60
countries for which Certificates of Competences are acceptable and is responsible for
processing applications and issuing endorsements to these certificates. DMA also
processes applications and issues Seaman’s Discharge Books.
This document describes the functional and non-functional requirements for the
development of a Ship Registration and Certification Management system to provide
support to the registration certification and issuing of other documents by DMA. It
establishes the basis for agreements between stakeholders and suppliers on the
functionality and quality of the system software application.



2. Problem/Opportunity

The Registry staff and surveyors currently use a MS Access software application that
facilitates issuing certificates and storing information regarding the equipment on-board
all ships registered with a Bermuda flag. This application lacks functionalities that would
contribute to increase the efficiency of the work performed by the Ship Surveyors. It
does not allow tracking historical information about certifications and surveys. The
certificates are required to follow of international templates and to be updated according
to modifications to these templates. There is no support for these updates.
The existing application interface uses non-standard abbreviations and terms that lead
to confusion and the interface is not organized to facilitate data input. These contribute
to make data entering difficult and, in several cases, the same data has to be entered
multiple times.
The certificates that are generated from the current application are organized in a way
that each page is printed as a separate document. This does not allow the use of
collating and double side printing options and make the issuance of certificates a longer
process than necessary.
The current MS Access application was not developed to facilitate updates. The
international regulations which DMA must meet have changed over time and caused this
application to become inefficient in terms of performance. The Department of Maritime
Administration has increased its staff by contracting overseas surveyors and this
application does not support off site access.


2.1 Business Benefits
The main benefits of new software system application are time and related cost savings.
A Surveyor currently spends between a half and a full day entering data in the existent
application to fulfill the requirements to issue a complete set of certificates for a new
ship. The new system will facilitate data entry and printing, therefore contributing to
reduce this time.
Surveyors currently print all certificates in the office and have to make any amendments
by hand. The new application will be available for mobile access and should bridge the
gap between the field and the office work. This feature will also contribute to simplify the
certification process as the Administration expands and requires the participation of
additional surveyors.
The decentralization of the printing process for certificates will contribute to reduce
mailing costs. The Ship Survey Department has sent approximately 150 courier


                                       Page 11 of 60
packages from the months of January to May of 2007. Half of these packages are sent
to overseas contract surveyors. The new application will allow overseas contract
surveyors to print their certificates on site, contributing to a significant reduction of these
costs.
The new application will provide other benefits than those related to time and cost
savings. The Surveyors will be able to access historical information about surveys and
certifications. The ability to track this information enables advanced planning and
allocation of resources for surveys.
In the future the system may be expanded to allow to Ship Owners and Managers to
view information about a particular vessel. It is estimated that this functionality will also
speed up communications between the Ship Surveyors and the Ship Management
Company or Ship Owners, facilitating the collection of information necessary to perform
future surveys and issue certificates.


2.2 Business Risks
All certificates issued by the Department of Maritime Administration follow international
standards. These standards are subjected to updates and therefore require
modifications to the software application to enable storing additional information and
printing certificates in new formats. There is a potential risk that the new application is
not designed to allow a power user to perform these updates. There is also a risk related
to the lack of a resource (power user) to be trained to perform these updates or that the
resource is identified but not trained on time. These risks could be minimized by carefully
choosing technologies that are easy to maintain, training more than one resource to
update the certificates and by establishing a contract with a third party to perform the
updates when necessary.
Risks related to security must be considered due to the availability of the new application
for remote access. The scope of these risks must be clearly assessed and articulated
during the application design phase, given that it depends on the technologies that will
be chosen and is not part of the requirements specification.


2.3 Vision of the Solution
There is no software package solution that could satisfy the business requirements.
Similar organizations such as Class Societies use their own proprietary software
applications that are maintained by internal IT professionals. The proposed solution is a
custom software system application (Ship Registration and Certification Management
System) that will organize and facilitate managing the information related to registration,
surveys and certifications of ships with a Bermuda flag.


The Ship Registration and Certification Management System will support the following
functionalities, which are detailed on the functional requirements section of this
document:


       •       Print certificates, crewmember’s documents, letters and reports.
       •       Store and update Ship Particulars, Ship Owner and Ship Management
               Company details.


                                        Page 12 of 60
       •       Store and update information related to ship surveys and certificates such
               as timelines and equipments subjected to surveys.
       •       Store and update information related to authorized auditors.
       •       Store and update information related to crewmembers.•   Retrieve
               historical data from surveys, a certifications and documents issued to
               crewmembers.


2.4 Scope of the Solution

This software system application is to be primarily used by the Department of Maritime
Administration. The users are 3 personnel from the Registry of Shipping, 2
administrative staff, a Quality Assurance Manager and 5 Surveyors in the Bermuda
office. Overseas Surveyors contracted to perform work for the Department of Maritime
Administration will also be granted limited access to this application.
In the future access may be extended to the Ship Owners and to Ship Management
Companies to monitor and track ship certifications and survey history. This kind of
access will be limited to the functionalities required by users and to specific rights. Ship
Owners and Ship Management Companies will be able to retrieve and view information
related to their own ships only.


2.5 Assumptions & Dependencies
The processes of ship registration, certification and related surveys require information
that is provided by the ship management company or ship owner(s). These participants
generally fill in forms with the requested information and submit them via fax or mail to
Registry Staff or surveyors. The Department of Maritime Administration will use a
documents management system (Docushare) to facilitate the organization and access to
soft copies of documents. It is assumed that documents that are inputs to ship
registration, certification and related surveys will be also managed by this system.


2.6 Critical Requirements
The critical requirements for the new application are as follows:


       •       Accurate production of up to date certificates as required by international
               regulations.
       •       Accurate production of documents to crewmembers according to required
               formats.•     History tracking for certificates, and surveys and
               documents issued to crewmembers.
       •       Off-site access for contract Surveyors. These users should be able to
               make changes to certificates even if there is no connection (i.e., Internet,
               dial-up) available to the system.
       •       The system should be easy to maintain and grant the ability of modifying
               the content of certificates, whenever it is required by regulations followed
               by the Department of Maritime Administration, to a power user(s)
               (surveyors).



                                       Page 13 of 60
2.7 System Context

Stakeholders Profile
There are a total of 10 primary users for the new system. These are:


       •      5 Surveyors in the Bermuda office, including the Chief of Surveyors,
       •      3 personnel from the Registrar of Shipping and
       •      2 administrative staff.


Overseas Ship Surveyors working on a contract basis for the Department of Maritime
Administration are the second group of users. In the future, this group may be extended
to include Ship Owners and Ship Management Companies.


Related Systems
The Department of Maritime Administration has a Documents Management System
(Docushare) that facilitates storing and retrieving several documents. The Ship
Certification Management System will interface with this existent system to transfer Ship
Particulars.


Context Diagram
The Context Diagram shows the main inputs and outputs to/from users, providing a high
level of the proposed solution. The main inputs are the ship particulars and other data
related to surveys and certifications such as ship owner details, management company
details and survey details. The main outputs are historical information about surveys
and certifications, which result from enquiries to the system, information for auditing
purposes and certificates, letters and other documents that are printed from the system.




                                        Page 14 of 60
                                                                                     Register
                                                                                      Staff




                      Registry Details




                                                                                                                  Memorandums


                                                                                                                  Crewmembers
                                                                                                                  Documents to
                                                                                                                   Certificates,
                                                                                  Registry Data


                                                                                                  Crewmember
                                                              Particulars




                                                                                                                     Letters,

                                                                                                                       and
                                                                Ship




                                                                                                     Data
                                                           Ship Certification and Registration
                                                                 Management System




                                                                             Certification




                                                                                                       Certificates
                                                                                                       and Letters
                                                              Particulars
                                                                              Survey/

                                                                                Data
                                         History Details




                                                                                                                         Information
                                                                Ship
                                          Certification




                                                                                                                           Auditing
                                            Survey/




                                                                                Survey Staff




                                                                            Context Diagram



Main Entities and Relationships

An overview of the main entities and relationships of the new software system
application is presented below. This overview should not be considered the final solution
which is part of the design and therefore out of the scope of the requirements document.
The overall design should accommodate the functional and non-functional requirements.

Entity                                                                       Relationship
Vessel                                                                       A vessel has certificates.
                                                                             A vessel has equipments.
Certificate                                                                  A certificate is issued to a vessel or to a ship
                                                                             management company.
                                                                             A certificate depends on surveys.
Ship Management Company                                                      A ship management company manages vessels.
Ship Owner                                                                   A ship owner owns (a) vessel(s).
Survey                                                                       A survey is part of a certificate.
                                                                             A survey includes equipments.
Equipment                                                                    An equipment belongs to a vessel.
                                                                             An equipment is part of a survey.




3.0 Functional Requirements

                                                                            Page 15 of 60
This section defines the specific features that must be delivered in the new solution.
**Please see the associated Requirements Matrix DMA document submitted along with
this RFP.

FR1: System-wide Functional Requirements

Requirement     Definition                                                Priority

FR1.1           Remote access.                                            Must
FR1.2           Data Replication.                                         Must

FR1.3           User-specific “home page”.                                Must/Should

FR1.4           Full Text Search.                                         Must

FR1.5           Interface with Documents Management System.               Must

FR1.6           Data export capability.                                   Should

FR1.7           Data change logging.                                      Must/Should
FR1.8           History tracking for certificates and documents issued    Must
                to crewmembers
FR1.9           Maintenance of certificates and documents issued to       Must
                crewmembers.
FR1.10          Consistency with Documents Management System              Must
                nomenclature.


Requirement     Definition                                                Priority

FR1.11          Generate reports.                                         Must
FR1.12          Customize reports.                                        Must/Should

FR1.13          Automatically issue other documents.                      Must

FR1.14          Support inquiries on other Certificates.                  Must
FR1.15          Print Certificates and documents to crewmembers on        Must
                dedicated paper.

FR1.1 Remote Access – The system should be available for remote access by all
surveyors.

FR1.2 Data Replication – Surveyors require local copies of survey/certification data
when remote access is unavailable. They system should provide replication services for
data consistency.

FR1.3 User-specific “home page” – Each surveyor is responsible for a number of
vessels. In order to facilitate the review and update of surveys/certificates, the system
must provide mechanisms to ensure that the data that is first displayed is related to the
vessels under the responsibility of the surveyor who is using the system. For example, if


                                      Page 16 of 60
surveyor “John Smith” logs on to the system, he should be presented with
survey/certification data related to the vessels under his responsibility but should also
have access to all other vessels maintained by the system.

FR1.4 Full-text search - The system should support the ability to do a full-text search
across both data stored in database fields, as well as in documents attached to items in
the system (i.e. PDF files, Microsoft Word, etc).

FR1.5 Interface with Documents Management System – The system should provide an
interface to the Documents Management (Docushare) system currently in use.

FR1.6 Data export capability - The system should provide a simple, convenient means
by which users can export data related to surveys and certifications. For example, users
should be able to export a list of equipments/items related to a survey. This data should
be made available in a variety of formats, with an Excel spreadsheet (or comma-
separated-value file) as a minimum format.

FR1.7 Critical data change logging - It is important for error-correction, that the system
record who made changes to important data within the system. The system should at
least log changes to the ship particulars and to the dates of surveys. Ideally the system
should provide a means to select which data changes get logged.

FR1.8 History tracking for certificates and documents issued to crewmembers – Users
should be able to track the survey/certification history for all vessels. Users should also
be able to track documents issued to crewmembers. A 10 years history should be
maintained.

FR1.9 Maintenance of certificates and documents issued to crewmembers.– The system
should provide a user friendly interface to support the addition of new certificates and
documents to crewmembers and the modification of existing certificates and documents
to crewmembers according to changes in the requirements.

FR1.10 Consistency with Documents Management System nomenclature – The system
should use the same short names that are in use by the Documents Management
System (Docushare) to identify certificates. For example CLC: Civil Liability Certificate.
Refer to Appendix A for this nomenclature.

FR1.11 Generate reports – The system should provide a mechanism to generate a
number of pre-defined reports and a basic report on expiration date of all certificates.
Refer to use case SU12.

FR1.12 Customize reports – The system should allow users to create their own reports.

FR1.13 - Automatically issue other documents - Documents related to Certificates must
be issued when the Certificates are issued. The required format is MS Word. Refer to
Appendix C.

FR1.14 – Support inquiries on other Certificates - Track the dates of issue, anniversary
and expiry of certificates which are not generated by the system and are based on input
from surveyors.




                                      Page 17 of 60
FR1.15 – Print Certificates and documents to crewmembers on dedicated paper – The
system must allow printing Certificates and documents to crewmembers on dedicated
paper, by prompting users for the number of required pages.

FR2: Record Ship Particulars – Functional Requirements

Requirement     Definition                                                   Priority

FR2.1           Ability to update and store ship particulars.                Must
FR2.1.1         Ability to create an identifier for the ship.                Must

FR2.1.2         Ability to enter and maintain vessel names.                  Must

FR2.1.3         Ability to update vessel names.                              Must

FR2.1.4         Ability to advise when a vessel name is existent.            Must

FR2.1.5         Ability to advise when ship particulars are not complete.    Must/Should


FR2.1 – Ability to update and store ship particulars – Registry Staff and surveyors
should have the ability to add and update ship particulars.

FR2.1.1 – Ability to create an identifier for the ship – The system should allow Registry
Staff and surveyors to enter a chosen identifier for the ship.

FR2.1.2 - Ability to enter and maintain vessel names – Existing ship names are manually
documented in the “Book of Names”, which is a list of vessel names. The system should
allow Registry Staff and surveyors to: enter registered vessel names, enter and block
reserved names for a period of 1 year for vessels which are not yet registered, and re-
open a name after a vessel leaves the register. Users should be notified when a
reserved name is about to expire.
FR2.1.3 – Ability to update the vessel names – The “Book of Names” is a list of
registered vessel names. The system should automatically update this list when a non-
existent vessel name is entered for a vessel added to the registry.

FR2.1.4 – Ability to advise when a vessel name is existent or reserved – The system
should advise when the chosen name for a vessel under registration already exists in
the list of registered and reserved vessel names.

FR2.1.5 – Ability to advise when ship particulars are not complete – Ship particulars are
a set of characteristics that identify a vessel. Some of these characteristics are used in
several certificates. The system should be able to advise when and which ship
particulars are not complete.

FR3: Add Ship Owner(s) Details – Functional Requirements

Requirement     Definition                                                   Priority

FR3.1           Ability to update and store ship owner details.              Must
FR3.1.1         Identify authorized officers.                                Must



                                       Page 18 of 60
FR3.1.2          Ability to advise what owner(s) details are incomplete.          Must/Should


FR3.1 – Ability to update and store ship owner details – Registry Staff and surveyors
should have the ability to add and update ship owner details.

FR3.1.1 - Identify authorized officers - The ship owner(s) might authorize an officer(s) to
make and sign declarations of ownership and or other documents on behalf of the ship
management company. The system should provide a mechanism to automatically
identify when the signature of an authorized officer is required.

FR3.1.2 – Ability to advise what owner(s) details are incomplete – The system should be
able to identify when owner details are incomplete and automatically generate a letter or
e-mail to the ship owner(s) or the management company requesting the missing details.

FR4: Add Ship Management Company Details

Requirement Definition                                                            Priority

FR4.1           Ability to update and store ship management company               Must
                details.
FR4.1.1         Automatically populate details for existing companies.            Must
FR4.1.2         Ability to advise what ship management details are                Must/Should
                incomplete.
FR4.1.3         Ability to identify all the ships under the responsibility of a   Must
                designated person ashore.
FR4.1.4         Ability to search all ships under the responsibility of a         Must
                particular company.
FR4.1.5         Ability to identify all the ships under the responsibility of a   Must
                Company Security Officer.
FR4.1.6         Ability to advise when a Document of Compliance is to             Must/Should
                expire or has expired.
FR 4.1.7        Ability to notify the user with a list of office and ship         Must
                certificates which must be updated following a change in
                the company’s details

FR4.1 – Ability to update and store ship management company details – Registry Staff
and surveyors should have the ability to add and update ship management company
details. Refer to RE03 for details.

FR4.1.1 – Automatically populate details for existing companies – When a management
company is existing, the system should automatically populate its details.

FR4.1.2 - Ability to advise what ship management company details are incomplete – The
system should be able to identify when ship management company details are
incomplete.

FR4.1.3- Ability to identify all the ships under the responsibility of a designated person
ashore – The ship management company indicates a designated person to be
responsible for the ship under registration. This person might be also responsible for
other ships. The system should provide a mechanism for automatic identification of all
the other ships under the responsibility of the designated person ashore.

                                        Page 19 of 60
FR4.1.4 – Ability to search all ships under the responsibility of a particular company -
Some ship management companies manage multiple vessels registered in Bermuda.
The system must be allow searching all ships under the responsibility of a particular
company and display a list, organized by type of vessel.

FR4.1.5- Ability to identify all the ships under the responsibility of a Company Security
Officer The ship management company indicates a Security Officer to be responsible
for the ship under registration. This person might be also responsible for other ships.
The system should provide a mechanism for automatic identification of all ships under
the responsibility of the Company Security Officer.

FR4.1.6 - Ability to advise when a Document of Compliance is to expire or has expired –
Ship management companies must be certified with a Document of Compliance. This
document states that the company’s management procedures are in accordance with
the International Safety Management Code. When the company has a Document of
Compliance issued by or on behalf of a recognized Administration, the Department of
Maritime Administration may issue a Letter of Acceptance for this Document of
Compliance. The system should advise when the Document of Compliance is to expire
and generate a letter or e-mail to the management company.

FR4.1.7 - Ability to notify the user with a list of office and ship certificates which must be
updated following a change in the company’s details - When a change is made to a
Management Companies details, such as change of name or change of address, it
requires that the ship and office certificates relating to that company be re-issued. The
system should notify users when there are changes to DOCs, SMCs, ISSCs and CSRs.




FR5 – Prepare Certificate of British Registry

Requirement      Definition                                                     Priority

FR5.1            Ability to update and store ship builder and propelling        Must
                 machinery particulars.
FR5.1.1          Ability to customize the requested ship builder and            Must
                 propelling machinery particulars to the type of vessel.
FR5.1.2          Ability to advise what ship builder details and/or and         Must/Should
                 propelling machinery particulars are incomplete.

FR5.1 – Ability to update and store ship builder and propelling machinery particulars –
Registry Staff and surveyors should have the ability to add and update ship builder and
propelling particulars.

FR5.1.1 – Ability to customize the requested ship builder and propelling machinery
particulars to the type of vessel – The requested ship builder details and propelling
particulars depend on the type of vessel. The system should provide a mechanism to
request these details to be entered according to the type of vessel.




                                        Page 20 of 60
FR5.1.2 - Ability to advise what ship builder details and/or and propelling machinery
particulars are incomplete - The system should be able to identify when ship builder
details and/or and propelling machinery particulars are incomplete and automatically
generate a letter or e-mail to the ship owner(s) or the management company requesting
the missing details.

FR6 – Issue Certificate of British Registry

Requirement       Definition                                                        Priority

FR6.1             Ability to issue a Certificate of British Registry.               Must

FR6.1.1           Ability to select the vessel for which the certificate is to be   Must
                  issued.
FR6.1.2           Ability to customize the certificate to the type of vessel.       Must

FR6.1.3           Ability to advise when there is missing information.              Must

FR6.1.4           Ability to link the certificate to a version identifier.          Must


FR6.1 – Ability to issue a Certificate of British Registry - Ability to enter/update the
necessary information to issue this certificate and to save and print the certificate on
watermarked paper.

FR6.1.1 – Ability to select the vessel for which the certificate is to be issued – Ability to
select the vessel for which the certificate is to be issued from a list of vessels.

FR6.1.2 - Ability to customize the certificate to the type of vessel – Ability to customize
the certificate according to the type of vessel.

FR6.1.3 – Ability to advise when there is missing information – Ability to advise when
required information to issue the Certificate of Registry is incomplete and automatically
generate a letter or e-mail to the ship owner(s) or the management company requesting
the missing details.

FR6.1.4 – Ability to link the certificate to a version identifier – Certificates are periodically
reviewed and updated according to modifications in their requirements. The system
should provide a mechanism to link issued certificates to an identifier of the version in
use when they were issued.
FR7 - Issue Ship’s Carving and Marking Note

Requirement       Definition                                                        Priority

FR7.1             Ability to issue a Ship’s Carving and Marking Note.               Must

FR7.1.1           Ability to select the vessel for which the certificate is to be   Must
                  issued.
FR7.1.2           Ability to advise when there is missing information.              Must

FR7.1.3           Ability to link the certificate to a version identifier.          Must




                                          Page 21 of 60
FR7.1 – Ability to issue a Ship’s Carving and Marking Note - Ability to enter/update the
necessary information to issue the Ship’s Carving and Marking Note and to save and
print it.

FR7.1.1 – Ability to select the vessel for which the Ship’s Carving and Marking Note is to
be issued – Ability to select the vessel for which the Ship’s Carving and Marking Note is
to be issued from a list of vessels.

FR7.1.2 – Ability to advise when there is missing information – Ability to advise when
required information to issue the Ship’s Carving and Marking Note is incomplete and
automatically generate a letter or e-mail to the ship owner(s) or the management
company requesting the missing details.

FR7.1.3 – Ability to link the Ship’s Carving and Marking Note to a version identifier –
Certificates are periodically reviewed and updated according to modifications in their
requirements. The system should provide a mechanism to link issued certificates to an
identifier of the version in use when they were issued.

FR8 – Issue Transcript of Register

Requirement       Definition                                                        Priority

FR8.1             Ability to issue a Transcript of Register.                        Must

FR8.1.1           Ability to select the vessel for which the certificate is to be   Must
                  issued.
FR8.1.2           Ability to verify that a Certificate of Registry is issued.       Must
FR8.1.3           Ability to automatically populate details.                        Must

FR8.1.4           Ability to link the certificate to a version identifier.          Must


FR8.1 – Ability to issue a Transcript of Register - Ability to enter/update the necessary
information to issue the Transcript of Register and to save and print it.

FR8.1.1 – Ability to select the vessel for which the certificate is to be issued – Ability to
select the vessel for which the certificate is to be issued from a list of vessels.

FR8.1.2 – Ability to verify that a Certificate of Registry is issued – In order to issue a
Transcript of Register the vessel must have a Certificate of Registry issued to it. The
system should automatically verify this and advise when a Certificate of Registry is not
issued, not valid or is to expire.

FR8.1.3 - Ability to automatically populate details – The system automatically populate
the ship particulars, propelling engines and ship owner(s) details.

FR8.1.4 – Ability to link the certificate to a version identifier – Certificates are periodically
reviewed and updated according to modifications in their requirements. The system
should provide a mechanism to link issued certificates to an identifier of the version in
use when they were issued.




                                          Page 22 of 60
FR9 - Issue Registry of Shipping Memorandum

Requirement     Definition                                                        Priority

FR9.1           Ability to issue a Registry of Shipping Memorandum.               Must

FR9.1.1         Ability to select the vessel for which the Registry of            Must
                Shipping Memorandum is to be issued.
FR9.1.2         Ability to automatically populate details.                        Must
FR9.1.3         Ability to advise when a Registry of Shipping                     Must/Should
                Memorandum has to be issued.

FR9.1 – Ability to issue a Registry of Shipping Memorandum - Ability to enter/update the
necessary information to issue the Registry of Shipping Memorandum and to save and
print it.

FR9.1.2 – Ability to select the vessel for which the Registry of Shipping Memorandum is
to be issued – Ability to select the vessel for which the Registry of Shipping
Memorandum is to be issued from a list of vessels.

FR9.1.3 - Ability to automatically populate details – The system automatically populate
the ship particulars, management company and ship owner(s) details.

FR9.1.4 – Ability to advise when a Registry of Shipping Memorandum has to be issued –
A Memorandum is sent to the Telecommunications Department whenever there is a
change of the details of a ship in order to keep telecommunications aware that the ship
is registered in Bermuda. The system should automatically advise when a Memorandum
has to be issued.



FR10 - Issue Certificate of Registry for a Demise Charter

Requirement     Definition                                                        Priority

FR10.1          Ability to issue a Certificate of Registry for a Demise           Must
                Charter.
FR10.1.1        Ability to select the vessel for which the certificate is to be   Must
                issued.

FR10.1 – Ability to issue a Certificate of Registry for a Demise Charter - Ability to
enter/update the necessary information to issue the Certificate of Registry for a Demise
Charter and to save and print it.

FR10.1.1 – Ability to select the vessel for which the Certificate of Registry for a Demise
Charter is to be issued – Ability to select the vessel for which the Registry of Shipping
Memorandum is to be issued from a list of vessels.



                                       Page 23 of 60
FR11 – Close Out Ship Registration
Requirement Definition                                                             Priority

FR11.1           Ability to Close Out a Ship Registration.                         Must

FR11.1.1         Issue Memorandum of Transcript.                                   Must

FR11.1.2         Remove the name of the vessel from the list of registered         Must
                 vessels.

FR11.1 Ability to Close Out a Ship Registration – Ability to select the name of the vessel
and mark its registration as closed.

FR11.1.1 Issue Memorandum of Transcript – The system should automatically issue a
memorandum of transcript.

FR11.1.2 Remove the name of the vessel from the list of registered vessels – The
system should automatically remove the name of the vessel from the list of registered
vessels (“Book of Names”).

FR12 - Issue Civil Liability Certificate

Requirement      Definition                                                        Priority

FR12.1           Ability to issue a Civil Liability Certificate.                   Must

FR12.1.1         Ability to select the vessel for which the certificate is to be   Must
                 issued.
FR12.1.2         Ability to enter an identifier to the certificate.                Must
FR12.1.3         Ability to automatically populate details.                        Must
FR12.1.4         Ability to link the certificate to a version identifier.          Must


FR12.1 – Ability to issue a Civil Liability Certificate - Ability to enter/update the necessary
information to issue this certificate and to save and print the three versions of this
certificate: Oil Pollution, Bunker Oil Pollution and Hazardous Noxious Liquid Substances

FR12.1.1 – Ability to select the vessel for which the certificate is to be issued – Ability to
select the vessel for which the certificate is to be issued from a list of vessels.

FR12.1.2 - Ability to enter an identifier to the certificate – Ability to enter a chosen
identifier to the certificate.

FR12.1.3 – Ability to populate details – The system should automatically populate the
ship particulars and owner(s) details.

FR12.1.4 – Ability to link the certificate to a version identifier – Certificates are
periodically reviewed and updated according to modifications in their requirements. The
system should provide a mechanism to link issued certificates to an identifier of the
version in use when they were issued.


                                         Page 24 of 60
FR13 - Issue Continuous Synopsis Record

Requirement      Definition                                                        Priority

FR13.1           Ability to issue a Continuous Synopsis Record.                    Must

FR13.1.1         Ability to select the vessel for which the certificate is to be   Must
                 issued.
FR13.1.2         Ability to automatically display an identifier to the             Must
                 certificate.
FR13.1.3         Ability to automatically populate details.                        Must

FR13.1.4         Ability to link the certificate to a version identifier.          Must
FR13.2           Ability to advise when a Continuous Synopsis Record has           Must
                 to be issued.

FR13.1 – Ability to issue a Continuous Synopsis Record - Ability to enter/update the
necessary information to issue this certificate and to save and print the certificate.

FR13.1.1 – Ability to select the vessel for which the certificate is to be issued – Ability to
select the vessel for which the certificate is to be issued from a list of vessels.

FR13.1.2 – Ability to automatically display an identifier to the certificate - Continuous
Synopsis Records must be numbered consecutively from their inclusion in the register.
The identifier for the first CSR issued should be entered and each subsequent identifier
should be numbered automatically. The user must have the option to overwrite the
numbering.

FR13.1.3 - Ability to populate details – The system should automatically populate the
initial or current ship particulars, ship owner(s) details, registered bareboat charterer(s)
and addresse(s) (if existenting), Document of Compliance, Safety Management
Certificate and International Ship Security Certificate details and its issuing and auditing
body.

FR13.1.2 – Ability to advise when a Continuous Synopsis Record has to be issued – A
Continuous Synopsis Record issued whenever ship details are changed. The user
should be automatically advised when a Continuous Synopsis Record needs to be
issued.

FR13.1.4 – Ability to link the certificate to a version identifier – Certificates are
periodically reviewed and updated according to modifications in their requirements. The
system should provide a mechanism to link issued certificates to an identifier of the
version in use when they were issued.

FR13.2 - Ability to advise when a Continuous Synopsis Record has to be issued - A
Continuous Synopsis Record is issued whenever ship or Management/Owner Company
details are changed, when a Safety Management Certificate or International Ship
Security Certificate is issued/audited by a different organization. The user should be
automatically advised when a Continuous Synopsis Record needs to be issued.

FR14 – Manage Surveys/Audits



                                         Page 25 of 60
Requirement      Definition                                                     Priority

FR14.1           Ability to manage surveys/audits.                              Must

FR14.1.1         Ability to select the vessel for which a survey/audit is to    Must
                 be performed.
FR14.1.2         Ability to select the type of survey/audit is to be            Must
                 performed/updated.
FR14.1.3         Ability to update the equipments and other items related       Must
                 to an audit/survey.
FR14.1.3.1       Ability to enter free text information.                        Must

FR14.1.4         Ability to issue any letters of Appointment/Authorization      Must
                 related to a survey/audit.
FR14.1.5         Ability to assign surveys/audits to Class Society and/or       Must
                 authorized auditors/surveyors.

FR14.1 - Ability to manage surveys/audits – Ability to enter the necessary details to
create a new/update a survey/audit.


FR14.1.1 – Ability to select the vessel for which a survey/audit is to be performed –
Ability to select the vessel for which a survey/audit is to be created/updated from a list of
vessels.

FR14.1.2 – Ability to select the type of survey/audit to be performed/updated - Ability to
select the type of survey/audit to be created/updated according to the type of certificate
and survey/audit requirements.

FR14.1.3 – Ability to update the equipments and other items related to an audit/survey –
Ability to update the vessel equipments and other items related to a performed
survey/audit.

FR14.1.3.1 – Ability to enter free text information – Surveyors must be able to enter free
text information/comments related to a survey/audit.

FR 14.1.4 – Ability to issue any letters of Appointment/Authorization related to a
survey/audit – Surveyors must be able to issue any letters related to a survey,
depending on the type of certificate and its requirements.

FR14.1.5 - Ability to assign surveys/audits to Class Society and/or authorized auditors or
surveyors – A Class Society and/or authorized auditors or contract surveyors might be
assigned to perform an audit/survey. The system should allow users to assign these
tasks according.


FR15 – Issue Certificates

Requirement      Definition                                                     Priority

FR15.1           Ability to issue a Certificate                                 Must



                                        Page 26 of 60
FR15.1.1         Ability to select the vessel for which the certificate is to be   Must
                 issued
FR15.1.2         Ability to enter an identifier to the certificate                 Must

FR15.1.3         Ability to automatically populate details                         Must

FR15.1.4         Ability to link the certificate to a version identifier           Must


FR15.1 – Ability to issue a Certificate - Ability to enter/update the necessary information
to issue this certificate and to save and print the certificate.

FR15.1.1 – Ability to select the vessel for which the certificate is to be issued – Ability to
select the vessel for which the certificate is to be issued from a list of vessels.

FR15.1.2 - Ability to enter an identifier to the certificate – Ability to enter a chosen
identifier to the certificate.

FR15.1.3 – Ability to populate details – The system should automatically populate
required details that are existent, such as ship particulars, owner(s) and ship
management company details.

FR15.1.4 – Ability to link the certificate to a version identifier – Certificates are
periodically reviewed and updated according to modifications in their requirements. The
system should provide a mechanism to link issued certificates to an identifier of the
version in use when they were issued.


FR16 – Maintain List of Class Societies/Recognized Organizations

Requirement      Definition                                                        Priority

FR16.1           Ability to maintain a list of Class Societies or Recognized       Must
                 Organizations.

FR16.1 - Ability to maintain a list of Class Societies or Recognized Organizations – The
system must allow users to add/select/update names of Class Societies or Recognized
Organizations.




FR17 – Generate Invoices

Requirement      Definition                                                        Priority

FR17.1           Ability to add/update/select types of charges and fees            Must
                 and related details.
FR17.2           Ability to automatically calculate totals.                        Must

FR17.3           Ability to select the details for an invoice.                     Must

FR17.4           Ability to generate an invoice letter and a remittance            Must
                 advice

                                         Page 27 of 60
FR.17.5         Ability to generate invoices.                              Must


FR17.1 - Ability to add/update/select types of charges and fees – The system must allow
users to add/update and select different types of charges and fees and related details,
such as the number of worked hours.

FR17.2 - Ability to automatically calculate totals – The system must automatically
calculate totals, according to selected types of charges, fees and details.

FR17.3 - Ability to select the details for an invoice - The system must allow users to
select billing details for an invoice.

FR17.4 – Ability to generate an invoice letter and a remittance advice – The system
should automatically generate an invoice letter and remittance advice to the ship
company.

FR17.5 – Ability to generate invoices – The system should generate invoices with all
services provided within a period chosen by the user, i.e., monthly, weekly or upon the
generation of a certificate or a crewmember document.


FR18: Record Crewmember Data

Requirement     Definition                                                Priority

FR18.1          Ability to add and update crewmember data.                Must

FR18.2          Ability to advise when crewmember data is not complete.   Must/Should


FR18.1 – Ability to add and update crewmember data – Registry Staff and surveyors
should have the ability to add and update crewmember data that is required to issue
documents.

FR18.2 – Ability to advise when crewmember data is not complete – Crewmember data
is used to issue documents. The system should be able to advise when and which data
is not complete.


FR19 – Issue Documents to Crewmembers

Requirement     Definition                                                 Priority

FR19.1          Ability to issue Endorsements and Seaman’s Discharge      Must
                Books
FR19.1.1        Ability to select the crewmember for which the            Must
                Endorsement and/or Discharge Book is to be issued
FR19.2          Automatically assign identifiers to Endorsements and      Must
                Discharge Books.
FR19.1 – Ability to issue Endorsements and Seaman’s Discharge Books - Ability to
enter/update the necessary information and to save and print these documents.



                                      Page 28 of 60
FR19.1.1 – Ability to select the crewmember for which the Endorsement and/or
Discharge Book is to be issued – Ability to select the crewmember for which the
Endorsement and/or Discharge Book is to be issued from a list of crewmembers.

FR19.2 – The system should automatically assign identifiers to Endorsements and
Discharge Books.

3.1 Use Cases

The use cases define the main user interactions that the system must support. The use
cases are organized as follows:

RE – Registry of Shipping
SU – Ship Survey/Certification

3.1.1 RE – Registry of Shipping Use Cases

Use Case RE01        Record Ship Particulars

User/Actor           Registry Staff or Surveyor
Purpose &            The user enters the particulars of a ship to initiate the registration
Description          of this ship.
Pre-conditions       A list of ship particulars (complete or not) is received.
Post-conditions      The ship particulars are recorded. A report containing the ship
or Output            particulars can be generated.
Normal Course        1. The user enters an identifier for the ship.
                     2. The user enters the following ship particulars:
                            Ship Name, IMO Number, File Number, Ship Type, Ship
                            Owner, Ship Manager, Previous Flag (If Any and multiples),
                            Previous Name (If Any and multiples), Official Number,
                            Registration Date, Date Keel Laid, Year Built, Class
                            Society, Class Number, MMSI Number, Assigned Surveyor,
                            Certificate Expiry, Port of Registry, Call Sign, Length,
                            Breadth, Depth, Summer Draft (multiple), molded draft,
                            Engine Power, Gross Tonnage, Net Tonnage, Deadweight
                            (multiple), Management and Owner Contact Details,
                            Number of Crew, Number of Passengers, Total Persons,
                            Registry Book Number.
Exceptions           2.a The ship name is existent.
/Extensions
                        2.a.1 Display a message to user advising that the name is
                              existent.
Other Info.          The following forms are submitted by fax or e-mail to the Ship
                     Registrar: “Application to Register a Ship” and “Proposed Name
                     for a British Ship” and “Declaration of Eligibility”. These forms are
                     sources of information for this use case. For existing ships the
                     existing certificates and statements of survey are submitted and
                     are sources of information for this use case.


                                      Page 29 of 60
                  Existing ship names are manually documented in the “Book of
                  Names”.
Use Case RE02     Add Ship Owner(s) Details

User/Actor        Registry Staff or Surveyor
Purpose &         The user enters details to identify the owner(s) of a ship.
Description
Pre-conditions    The following details are received (complete or not):

                         Ship Owner’s Name, Address, Telephone, Fax, e-mail,
                         IMO, Company Identification Number, Nationality and
                         Number of Shares (Percentage).
Post-conditions   The ship owner(s) details are recorded.
or Output
Normal Course     1. The user enters the following details to identify the ship owner:
                     Name, Address, Telephone, Fax, e-mail, Nationality and
                     Number of Shares (Percentage).
Exceptions        1.a The ship owner(s) authorizes an officer(s) to make and sign
/Extensions           declarations of ownership and or other documents on behalf of
                      the ship management company.
                     1.a.1 The user enters the following details to identify the
                           officer(s).
                          Full Name of Authorized Officer(s).
Other Info.       The ship owners can be a company or individual(s).
                  All ship owner(s) details can be entered and updated at any time
                  before the Certificate of British Registry is issued.
                  The following forms are submitted by fax or mail to the Ship
                  Registrar: “Application to Register a Ship”, “Declaration of
                  Eligibility” and “Appointment of Authorized Officer for a Body
                  Corporate. These forms are sources of information for this use
                  case.




                                   Page 30 of 60
Use Case        Add Ship Management Company Details
RE03
User/Actor      Registry Staff or Surveyor
Purpose &       The user enters details to identify the company that manages a ship.
Description
Pre-            The following details are received (complete or not):
conditions
                Company Name, Address, Telephone, Fax, IMO Company
                Identification Number, Contact (s) (Authorized Officer(s)) Name(s),
                Company Lawyer(s) name, Contact e-mail, Nationality).
                Name of Designated Person Ashore (and ships he is responsible for, if
                applicable) and 24hr contact details for this individual including phone
                (work, home, mobile) and e-mail. Details of the DPA’s deputy and
                Company Security Officer.
Post-           The details of the ship management company are recorded.
conditions or
Output
Normal          1. The user enters the following details to identify the ship
Course          management company:
                       Company Name, Address, Telephone, Fax, Contact (s)
                       (Authorized Officer(s)) Name(s), Company Lawyer(s) name,
                       Contact e-mail, Nationality).
                       Name of Designated Person Ashore (and ships he is
                       responsible for, if applicable) and 24hr contact details for this
                       individual including phone (work, home, mobile) and e-mail.
                       Details of the DPA’s deputy and details of Company Security
                       Officer should also be recorded.
Exceptions      N/A.
/Extensions
Other Info.     All ship management company details can be entered and updated at
                any time before the Safety and Security Certificates are issued. DPA
                and DPA contact details can be updated at any time without impacting
                the SMC, ISSC or CSR.
                The form “Proposed Name for a British Ship” is submitted by fax or
                mail to the Ship Registrar.




                                     Page 31 of 60
Use Case RE04     Prepare Certificate of Registry

User/Actor        Registry Staff or Surveyor
Purpose &         The user enters details to identify the ship builder and the ship
Description       propelling particulars to prepare the Certificate of Registry to be
                  issued.
Pre-conditions    The following details are received (complete or not):
                  Year/Number, Where Built (Country, City), Material of
                  Construction, Previous Name of Ship, Previous Port of Registry,
                  Nationality, Validity Date, Date Measured and Ship Builder Name
                  and Address.
                  Details about Ship Engines, Boilers, Ship Speed and estimated
                  Brake or Shaft Power are received from Ship Builders, Owners or
                  engine Makers.
Post-conditions   The ship builder details and the ship propelling machinery
or Output         particulars are recorded.
Normal Course
                  1. Add Ship Builder details.
                         1. 1 The user enters the following details to identify the ship
                              builder:
                                    Year/Number, Where Built (Country, City), Material
                                    of Construction, Previous Name of Ship, Previous
                                    Port of Registry, Nationality, Validity Date, Date
                                    Measured and Ship Builder Name and Address.
                  2. Add Ship Propelling Machinery Particulars.
                            2.1 The user enters the following details:
                                   Combustion Engines:
                                           No. of Sets, No. of Shafts, When Made,
                                           Description, Name and Address of Makers,
                                           Reciprocating Engines, No. of Cylinders in
                                           Each Set, Diameter of Cylinders, Length of
                                           Stroke.
                                   Rotary Engines:
                                           Type.
                                   Boilers:
                                           Number, Working Pressure, When Made,
                                           Description, Name and Address of Makers.
                                   Estimate Brake of Shaft Power (KW).
                                   Number of Shafts:
                                   Estimated Speed of Ship.
Exceptions        N/A.
/Extensions


                                     Page 32 of 60
Other Info.       All ship builder and propeller details can be entered and updated at
                  any time before the Certificate of British Registry is issued.
                  The following form is submitted by fax or mail to the Ship Registrar:
                  “Proposed Name for a British Ship”. This form is a source of
                  information for this use case.
Use Case RE05     Issue Certificate of British Registry

User/Actor        Registry Staff or Surveyor
Purpose &         The user issues a Certificate of British Registry to a ship.
Description
Pre-conditions    The ship particulars, propelling machinery particulars and ship
                  ownership details are complete.
Post-conditions   The Certificate of British Registry is saved and printed.
or Output
Normal Course     1. The user enters the “Certificate Valid Until” (date).
                  2. The user prints the Certificate of British Registry.
Exceptions        2.a The ship is a new building or not all certificate’s details are
/Extensions       available ( for example, the ship owner’s address was not
                  provided).

                          2.a.1 The user issues a Provisional Certificate of British
                                Registry.

Other Info        The Certificate of British Registry is valid for 10 years, except when
                  it is a Provisional Certificate.
                  Provisional Certificates of British registry are not valid for existent
                  yachts under 24 meters.
                  The Certificate of British Registry is sent by fax or mail to the ship
                  owner(s) or to the ship management company.
                  See Certificate of British Registry on Appendix.




                                    Page 33 of 60
Use Case RE06     Issue Ship’s Carving and Marking Note

User/Actor        Registry Staff or Surveyor
Purpose &         The user issues a Ship’s Carving and Marking Note .
Description
Pre-conditions    The name of ship owner(s) and the name of the authorized officer
                  are recorded and the ship particulars are complete.
Post-conditions   The Ship’s Carving and Marking Note is saved and printed.
or Output
Normal Course     1. The user reviews and updates the details of Ship’s Carving and
                     Marking Note.
                  2. The user saves the Ship’s Carving and Marking Note.
                  3. The user prints the Ship’s Carving and Marking Note.
Exceptions        N/A.
/Extensions
Other Info        The Ship’s Carving and Marking Note is send by fax or mail to the
                  ship owner(s) or to the ship management company.
                  See Ship’s Carving and Marking Note on Appendix.




                                  Page 34 of 60
Use Case RE07     Issue Transcript of Register

User/Actor        Registry Staff or Surveyor
Purpose &         The user issues a Transcript of Register.
Description
Pre-conditions    The ship particulars and propelling machinery particulars are
                  complete.
                  The Certificate of British Registry is issued.
Post-conditions   The Transcript of Register is printed.
or Output
Normal Course     1. The user reviews and updates the pre- populated details of the
                     Transcript of Register.
                  2. The user enters the date the Transcript of Register is issued.
                  3. The user saves the details of the Transcript of Register.
                  4. The user prints the Transcript of Register.
Exceptions        1.1 The following are populated from the ship particulars: Official
/Extensions           number; Name of ship, File Number, Registry Book Number,
                      Year and Port of Registry; IMO No.; Type of ship, Signal letters,
                      Date keel laid, Date measured, Number, year and port or
                      previous registry (if any); How propelled; Metric Units
                      (measurement); Materials used to construct hull and particulars
                      of tonnage.

                  1.2 The Particulars of Propelling Engines, ETC. are populated from
                      the particulars of propelling engines.

                  1.3 The Owner(s) and number of shares are populated from the
                      owner(s) details.

                  1.4 Details of Mortgages.

Other Info        The Transcript of Register is sent by fax or e-mail to the ship
                  owner(s) or to the ship management company.
                  See the Transcript of Register on Appendix.




                                   Page 35 of 60
Use Case RE08     Issue Registry of Shipping Memorandum
User/Actor        Registry Staff or Surveyor
Purpose &         The user issues a Registry of Shipping Memorandum.
Description
Pre-conditions    The ship particulars, the ship owner(s) and the management
                  company details are complete.
Post-conditions   The Registry of Shipping Memorandum is issued.
or Output
Normal Course     1. The user reviews the details of the Registry of Shipping
                     Memorandum.
                  2. The user saves the Registry of Shipping Memorandum.
                  3. The user prints the Registry of Shipping Memorandum.
Exceptions        N/A.
/Extensions
Other Info        The Registry of Shipping Memorandum is sent by fax or e-mail to
                  the Telecommunications Department.
                  The ship particulars, management company and ship owner(s)
                  details are automatically populated.
                  See the Registry of Shipping Memorandum.
                  A Memorandum is sent to the Telecommunications Department
                  whenever there is a change of the details of a ship in order to keep
                  telecommunications aware that the ship is registered in Bermuda.

Use Case RE09     View Certificates of Registry
User/Actor        Registry Staff or Surveyor
Purpose &         The user views the Certificates of Registry.
Description
Pre-conditions    N/A
Post-conditions   A list of Certificates of Registry is displayed. Each certificate on this
or Output         list can be selected and its respective details are displayed.
Normal Course     1. The user selects an option to view the list of Certificates of
                     Registry.
                  2. The list of Certificates of Registry is displayed.
                  3. The user selects a Certificate of Registry.
                  4. The details of the selected Certificate of Registry are displayed.
Exceptions        N/A.
/Extensions
Other Info        Refer to Use Case RE04 for the details of a Certificate of Registry.
                  Refer to the document “British Certificate of Registry” on the
                  Appendix.


Use Case RE10     Issue Certificate of Registry for a Demise Charter


                                   Page 36 of 60
User/Actor        Registry Staff or Surveyor
Purpose &         The user issues a Certificate of Registry for a Demise Charter.
Description
Pre-conditions    N/A
Post-conditions   The Certificate of Registry for a Demise Charter is issued.
or Output

Normal Course     1. The user enters the following details:
                  Vessel Original/Underlying flag and Charterer details (Name,
                  Residence and Occupation).
                  2. The user saves the Certificate of Registry for a Demise Chart.
                  3. The user prints the Certificate of Registry for a Demise Chart.
Exceptions        N/A.
/Extensions

Other Info        Refer to Appendix for the Certificate of Registry for a Demise
                  Charter.



Use Case RE11     Close Out Ship Registration
User/Actor        Registry Staff or Surveyor
Purpose &         The user changes the ship record status to “Closed” when a ship
Description       leaves the Registry.
Pre-conditions    N/A
Post-conditions   The ship record is closed.
or Output

Normal Course     1. The user changes the status of ship record to “Closed”.
                  2. The user prints a Memorandum to the Telecommunications
                     Department advising that the ship is closed.
                  3. The name of the ship is removed from the “Book of Names”.
Exceptions        N/A.
/Extensions
Other Info        N/A.




Use Case RE12     Issue Civil Liability Certificate
User/Actor        Registry Staff or Surveyor

                                   Page 37 of 60
Purpose &         The user issues a Civil Liability Certificate to the Ship Management
Description       Company or to the Ship Owner.
Pre-conditions    N/A
Post-conditions   A CLC is printed.
or Output

Normal Course     1. The user reviews and updates CLC pre-populated details.
                  2. The user enters the following information:
                     Type of Security, Duration of Security, Name(s) and
                     Address(es) of Insurer (s) and/or Guarantor(s ), the date the
                     certificate is issued and the date the certificate is valid to.
                  3. The user saves the CLC.
                  4. The user prints the CLC.
Exceptions        1.1 The Name of the Ship, Official Number, Port of Registry and
/Extensions           IMO Number are populated from the ship particulars.

                  1.2 The Name and Address(es) of Owner(s) are populated from the
                      owner(s) details.

Other Info        Refer to CLC example in Appendix.




                                  Page 38 of 60
3.1.2 SU – Ship Survey/Certification Use Cases

Use Case SU01     Issue Continuous Synopsis Record
User/Actor        Registry Staff or Surveyor
Purpose &         The user issues a Continuous Synopsis Record to the ship
Description       management company or to the ship owner.
Pre-conditions    N/A
Post-conditions   A CSR is issued.
or Output

Normal Course     1. The user reviews and updates the details associated to the
                     ship and the date the Continuous Synopsis Record is issued.
                  2. The user enters the date the Continuous Synopsis Record is
                     issued.
                  3. The user saves the Continuous Synopsis Record.
                  4. The user prints the Continuous Synopsis Record.
Exceptions        1.1 Particulars of a ship are populated from the ship particulars.
/Extensions
                  1.2 Registered owner(s) and address(es) are populated from the
                      owner(s) details.

                  1.3 Registered bareboat charterer(s) and address(es)are populated
                      from the Demise Charter Registry if existent.

                  1.4 Company and Address(es) are populated from management
                      company details.

                  1.5 Classification Society is populated from ship particulars.

                  1.6 Document of Compliance details are populated from the details
                      of this certificate.

                  1.7 Safety Management Certificate details are populated from the
                      details of this certificate.

                  1.8 International Ship Security Certificate details are populated
                      from the details of this certificate.

Other Info        A Continuous Synopsis Record must be issued whenever any of
                  the ship details of items 1.1through 1.8 are changed. The user
                  should be automatically advised when a Continuous Synopsis
                  Record needs to be issued.
                  Refer to CSR on Appendix.




                                   Page 39 of 60
Use Case SU02     Review Ship’s Certifications and Survey’s Timelines History

User/Actor        Surveyors and Contract (Overseas) Surveyors (Future Users: Ship
                  Management Company and Ship Owner)
Purpose &         The user consults the existent certifications for a given ship and
Description       the timelines to perform surveys.
Pre-conditions    N/A.
Post-conditions   A list of certifications and their respective timelines for surveys is
or Output         displayed.
Normal Course     1. The user enters the IMO Number or the Name of the Ship.
                  2. A list of certifications and their respective timelines for surveys
                     is displayed.
Exceptions        2.a A Letter of Authorization to perform a survey was issued to the
/Extensions           Classification Society.

                      2.a.1 The system should display the date the Letter of
                            Authorization was issued.

Other Info        Refer to the Non-Functional Requirements section on this
                  document for more details related to this use case.




                                   Page 40 of 60
Use Case SU03     Select Type of Certificate(s) for which a Survey is to be
                  Performed
User/Actor        Surveyors.
Purpose &         The user selects the type of Certificate for which a survey is to be
Description       performed.
Pre-conditions    Ship Certification, , any events over previous 12 months, and
                  Survey Timelines were reviewed.
Post-conditions   Certification details are marked for update when survey is
or Output         performed.
Normal Course     The user selects from a list the type of Certificate(s) for which a
                  survey is to be performed.
                     International Safety Management

                         o   Safety Management Certificate

                         o   Document of Compliance

                     International Ship and Port Security Code

                         o   International Ship Security Certificate


                     Other Certificates
                         o   Passenger Ship Safety Certificate

                         o   Safety Equipment Certificate

                         o   Certificate of Fitness for Carriage of Liquefied Gases in
                             Bulk

                         o   International Oil Pollution Prevention Certificate

                         o   Cargo Ship Safety Radio Certificate

                         o   Safe Manning Certificate

                         o   Certificate of Compliance for a Large Commercial Yacht

                         o   Document of Compliance – Dangerous Goods

                         o   Maritime Labor Certificate.

                         o   Crew Accommodation Letter of Compliance.

                     Exemption Certificates

                         o   Load Line Exemption Certificate


                                   Page 41 of 60
                     o   Other Exemption Certificate

Exceptions    N/A.
/Extensions
Other Info    See Certificates and respective details on Appendix.




                              Page 42 of 60
Use Case SU04     Add Survey Details

User/Actor        Surveyors
Purpose &         The user adds details to perform a survey.
Description
Pre-conditions    N/A.
Post-conditions   N/A.
or Output
Normal Course     1. The user enters the following details for a ship survey:
                  The dates the ship is available for the survey, location of the
                  survey, type of ship, name of the surveyor designated to perform
                  the survey and the type(s) of certificate(s) for which the survey
                  should be performed.

Exceptions        1.a Class Society/Recognized Organization is chosen to perform
/Extensions           the survey and the survey is annual/periodical, intermediate or
                      for a renewal of a certificate.

                     1.a.1 The user enters the follow information to issue a Letter of
                           Authorization to perform a survey: the type(s) of
                           certificate(s) for which the survey should be performed,
                           location of the survey, name of the organization
                           authorized to perform the survey and any other
                           necessary details.

                     1.a.2 The user saves the Letter of Authorization to perform a
                           survey.

                     1.a.3 The user prints the Letter of Authorization.

Other Info        The user should be able to track the time a Letter of Authorization
                  was issued.

                  See the Letter of Authorization to Perform a Survey on appendix.




                                  Page 43 of 60
Use Case SU05     Add Audit Details for a Safety Management Certificate
User/Actor        Surveyors
Purpose &         Add details for an audit for a Safety Management Certificate.
Description
Pre-conditions    N/A
Post-conditions   The details to perform an audit for a Safety Management
or Output         Certificate are entered.

Normal Course     1. The user verifies that the Ship Management Company has a
                     DOC valid for the appropriate ship type and issued by or on
                     behalf of with an acceptable country.

                  2. The user verifies the date the certificate expires and
                     determines the type of audit to be performed, i.e., interim, full,
                     intermediate or renewal.

Exceptions        1.a The Ship Management Company has a DOC issued by or on
/Extensions       behalf of an acceptable Administration other than Bermuda.

                         1.a.1 The user issues a Letter of Acceptance for the DOC.

                  1.b The Ship Management Company does not have a DOC.

                         1.b.1 The user issues a DOC to the Ship Management
                               Company following an audit performed by the
                               Department of Maritime Administration or by a
                               recognized organization.

                  2.a A Class Society is chosen to perform the audit.

                         2.a.1 The user issues a Letter of Appointment to the
                               International Safety Management (ISM) auditor.

Other Info        An interim audit is performed to issue an interim Safety
                  Management Certificate, which is valid for 6 months.

                  An initial audit is performed to issue a full term Safety Management
                  Certificate. This certificate is valid for 5 years.

                  An intermediate audit is performed between the second and third
                  anniversary of the Safety Management Certificate.

                  A renewal audit is performed to renew a Safety Management
                  Certificate.

                  The Letter of Appointment authorizes the designated ISM auditor
                  to undertake the audit. This letter is accompanied by a Transmittal
                  of Official Letter.



                                   Page 44 of 60
Use Case SU05     Add Audit Details for a Safety Management Certificate
Other Info        A DOC (Document of Compliance) is issued to Ship Management
                  Companies to state that their management procedures comply with
                  international standards. The Department of Maritime Administration
                  has a list of countries from which a DOC is not acceptable.

                  See Letters, Certificates and respective details on Appendix.




Use Case SU06     Add Audit Details for an International Ship Security Certificate
User/Actor        Surveyors
Purpose &         Add details for an audit for an International Ship Security
Description       Certificate.
Pre-conditions    N/A
Post-conditions   The details to perform an audit for an International Ship Security
or Output         Certificate are entered.

Normal Course     1. The user verifies the date the certificate expires and
                     determines the type of audit to be performed, i.e., interim,
                     initial, intermediate or renewal.

Exceptions        1.a A Class Society is chosen to perform the audit.
/Extensions
                  1.a.1 The user issues a Letter of Authority to the International Ship
                  and Port Facility Code (ISPS Code) auditor.

Other Info        The Letter of Authority authorizes the designated ISPS auditor to
                  undertake the audit. This letter is accompanied by a Transmittal of
                  Official Letter.

                  See Letters, Certificates and respective details on Appendix.




                                   Page 45 of 60
Use Case SU07     Add Survey Details for Other Certificates
User/Actor        Surveyors
Purpose &         The user updates the Ship’s Certificates and Survey details.
Description
Pre-conditions    A Survey is requested or performed or the Ship has existent
                  Certificates.
Post-conditions   N/A.
or Output
Normal Course     1. The user enters the Certificate details and Survey details as
                     applicable, according to the selected type of Certificate.

Exceptions        1.a An intermediate survey is performed between three months
/Extensions           before the second or three months after the third anniversary
                      of a Safety Equipment Certificate, Safety Radio Certificate or
                      International Oil Pollution Prevention Certificate.

                      1.a.1 The user credits an annual and an intermediate survey to
                            the vessel.

                  1.b The timeline window for a survey for a Safety Equipment
                      Certificate, Safety Radio Certificate or International Oil
                      Pollution Prevention Certificate.

                      1.b.1 Depending on the case, the user might issue an
                            Exemption Certificate.

Other Info        A survey is classified as initial, annual/periodical, intermediate,
                  conditional, full or interim.
                  The rules to determine the type of survey for each certificate are as
                  follows:

                  Safety Equipment Certificate, Safety Radio Certificate or
                  International Oil Pollution Prevention Certificate – these
                  certificates are valid for 5 years. At each anniversary of a certificate
                  an annual or periodical (for the Safety Radio Certificate) survey
                  must be performed. This survey can be done between three
                  months before or after the anniversary (timeline window). An
                  intermediate survey must be performed between the second and
                  third anniversary. A renewal survey must be performed during the
                  three months prior to expiry. A conditional Certificate is issued any
                  time the ship is required to sail but some additional action must be
                  performed to ensure safety. The additional requirement must be
                  inserted on the certificate. These are up to 2 months as stipulated
                  by the surveyor.

                  Safe Manning Certificate – this certificate is valid for 5 years.
                  There is no requirement for surveys.




                                   Page 46 of 60
Use Case SU07     Add Survey Details for Other Certificates
Other Info        Passenger Ship Safety Certificate - this certificate is valid for one
                  year only. There is no requirement for an intermediate survey. This
                  survey is not delegated to Class Society. At the time of the survey
                  a short term certificate is issued for up to five months to

                  As part of the PSSC new tender certificates are issued for all
                  tenders. These are normally updated only for dates and are issued
                  for the full term immediately.

                   Dynamic tests for Lifeboat and Liferaft Davits are performed at
                  every fifth PSSC survey, when new five year PSSC certificates are
                  issued.

                  Certificate of Fitness for Carriage of Liquefied Gases in Bulk -
                  this certificate is valid for five years. Each year a new survey must
                  be performed.

                  See list of Certificates and details on Appendix.



Use Case SU08     Issue a Certificate of Exemption
User/Actor        Surveyors
Purpose &         The user issues a Certificate of Exemption.
Description
Pre-conditions    N/A.
Post-conditions   A Certificate of Exemption is printed. A Letter of Exemption is
or Output         printed and a copy of this letter is saved.
Normal Course     1. The user enters the date the certificate is valid (“Valid Until”)
                      and the date it is issued (“Issue Date”) and the required details,
                      according to the type of certificate.
                  2. The user prints the Certificate of Exemption.
                  3. The user enters the details and dates of the Letter of
                      Exemption.
                  4. The user saves the Letter of Exemption.
                  5. The user prints the Letter of Exemption.
Exceptions        N/A.
/Extensions
Other Info        Load Line Exemption Certificates these are based on individual
                  cases. These certificates can be valid for any period up to five
                  years and some must be endorsed if valid for more than one year.

                  See list of Certificates and details on Appendix.
                  See Letter of Exemption on Appendix.




                                   Page 47 of 60
Use Case SU09     Issue a Certificate
User/Actor        Surveyors
Purpose &         The user prints a selected Certificate (s).
Description
Pre-conditions    N/A.
Post-conditions   N/A.
or Output
Normal Course     1. The user enters the details related to ship equipments that
                     were subjected to the survey or audit, according to the type of
                     certificate.

                  2. The user enters the date of the survey and date the certificate is
                  valid ( “Valid Until” ) and the date it is issued (“Issue Date”) and
                  prints the certificate(s) and a Transmittal letter.
Exceptions        N/A.
/Extensions
Other Info        See list of Certificates and respective details on Appendix.
                  See Letter of Transmittal on Appendix.


Use Case SU10     Issue Letter of Authority
User/Actor        Surveyors
Purpose &         The user issues a Letter of Authority to the designated
Description       International Ship and Port Security Code (ISPS) auditor. This
                  letter authorizes the auditor to undertake the audit.
Pre-conditions    A Class Society/Recognized Organization was selected to
                  undertake an audit for an International Ship Security certificate.
Post-conditions   A Letter of Authority is printed.
or Output
Normal Course     1. The user enters the type of audit to be performed, i.e., initial,
                     renewal, intermediate or interim.
                  2. The user enters the name of the vessel, the name of the ISPS
                     auditor and the Class Society and the location of the Class
                     Society.
                  3. The user enters other details, depending on the type of audit.
                  4. The user enters the date and location where the Letter of
                     Authority is issued.
                  5. The user saves the Letter of Authority.
                  6. The user prints the Letter of Authority.
                  7. The user enters the date and prints a Letter of Transmittal.
Exceptions        N/A
/Extensions
Other Info        See Letter of Authority on Appendix.
                  See Letter of Transmittal on Appendix.




                                   Page 48 of 60
Use Case SU11     Issue Letter of Appointment
User/Actor        Surveyors
Purpose &         The user issues a Letter of Appointment to the designated
Description       International Safety Management (ISM) auditor. This letter
                  authorizes the auditor to undertake the audit.
Pre-conditions    A Class Society, Recognized Organization, or contract/overseas
                  Surveyor was selected to undertake an audit for an International
                  Safety Management certificate.
Post-conditions   A Letter of Appointment is printed.
or Output
Normal Course     1. The user enters the type of audit to be performed, i.e., initial,
                     full, intermediate or interim.
                  2. The user enters the name of the vessel, the name of the ISM
                     auditor and the Class Society and the location of the Class
                     Society.
                  3. The user enters other details, depending on the type of audit.
                  4. The user enters the date and location where the Letter of
                     Appointment is issued.
                  5. The user saves the Letter of Appointment.
                  6. The user prints the Letter of Appointment.
                  7. The user enters the date and prints a Letter of Transmittal.
Exceptions        N/A
/Extensions
Other Info        See Letter of Appointment on Appendix.
                  See Letter of Transmittal on Appendix.




                                   Page 49 of 60
Use Case SU12     Generate Report
User/Actor        Surveyors and Contract (Overseas) Surveyors
Purpose &         The user prints a selected Report.
Description
Pre-conditions    N/A.
Post-conditions   N/A.
or Output
Normal Course     1. The user selects the desired report for printing from the following
                  list:
                         1.1 Vessels, Certificates and Expiry Dates Report.
                             This report lists all vessels and their respective
                             certificates and expiry dates.
                         2.2 Vessel Status Report.
                             This report lists certificates, expire dates, surveys
                             performed or to be performed and surveyor’s
                             comments, such as particularities to be observed during
                             a survey.
                         2.3 Exemption Certificates Report.
                             This report lists all Exemption Certificates with
                             respective valid dates and the names of the vessels
                             they were issued to.
                         2.4 DOC Report.
                             This report lists all issued DOCs (Documents of
                             Compliance) with their respective valid dates and the
                             names of the Ship Management Companies they were
                             issued to.
Exceptions        N/A.
/Extensions
Other Info        See list of reports and respective details on Appendix.




                                   Page 50 of 60
Use Case SU13     Generate Invoices
User/Actor        Surveyors and Contract (Overseas) Surveyors
Purpose &         The user generates an invoice.
Description
Pre-conditions    N/A.
Post-conditions   N/A.
or Output
Normal Course        1. The user selects the name(s) of the vessels for which the
                        invoice is to be issued.
                     2. The system should display all certificate(s) or other
                        documents for the selected vessel for which an invoice was
                        not issued.
                     3. The user selects the name(s) of the certificate(s) or other
                        documents related to the invoice.
                     4. Contact details and address are automatically populated.
                     5. The user selects types of charges and fees.
                     6. The user enters the number of worked hours.
                     7. Totals are automatically calculated.
                     8. The user enters details (free text) related to the invoice.
                     9. The user prints the invoice.
                     10. The user sends and saves a copy of an invoice letter and a
                         remittance advice.
Exceptions        The user should be able to cancel charges at their discretion.
/Extensions
Other Info        The invoice is generated upon a service or a period of time, i.e.,
                  weekly or monthly. When generated upon a period of time, it must
                  contain all the services not yet billed to the receiver. An invoice
                  letter and a remittance advice must be generated for each invoice.
                  Invoice details must be easily exported when required by the
                  Accountant General




                                  Page 51 of 60
Use Case SU14     Maintain List of Class Societies/Recognized Organizations
User/Actor        Surveyors
Purpose &         The user maintains a list of Class Societies/Recognized
Description       Organizations.
Pre-conditions    N/A.
Post-conditions   N/A.
or Output
Normal Course        1. The user searches the name of a Class
                        Society/Recognized Organization.


Exceptions           1.1 Initial entry.
/Extensions
                     The user enters the name of a Class Society/Recognized
                     Organization.
                     1.2 Update.
                     The user updates the name of a Class Society/Recognized
                     Organization.
Other Info        N/A.



Use Case SU15     Issue Documents to Crewmembers
User/Actor        Surveyors and Contract (Overseas) Surveyors
Purpose &         The user issues Endorsements and Seaman’s Discharge Books.
Description
Pre-conditions    N/A.
Post-conditions   N/A.
or Output
Normal Course        1. The user selects the type of crewmember document, i.e.,
                        Endorsement or Seaman’s Discharge Book.
                     2. The user enters the required information to issue an
                        Endorsement or a Seaman’s Discharge Book. Refer to
                        sample in Appendix.
                     3. A number (identifier) to the crewmember document is
                        automatically assigned but the user should be able to
                        modify it.
                     4. The issue date is automatically populated.
                     5. The user must be able to edit and update all information
                        required to issue crewmember’s documents.
                     6. The user should be able to print the crewmember document
                        in a predefined format.
                     7. The user should be able to consult previous crewmember’s

                                    Page 52 of 60
                    documents previously issued.
Exceptions    N/A
/Extensions
Other Info    N/A




                            Page 53 of 60
4. Non-Functional Requirements
Non-functional requirements include constraints and qualities. Qualities are properties or
characteristics of the system that its stakeholders care about and hence will affect their
degree of satisfaction with the system. Constraints are not subject to negotiation and,
unlike qualities, are (theoretically at any rate) off-limits during design trade-offs.

This section addresses the following are non-functional requirements for the proposed
solution: Infrastructure, Backup and Recovery, System Interfaces, User Interfaces,
Documentation Requirements, Training Requirements and Maintainability.


4.1 Infrastructure

The system should be architected according to ITO standards, which are the following:

Operating Systems – Microsoft WIN2000, WIN2003.

Databases – Oracle, Microsoft SQL.

Intranet – Bermuda Government intranet - standard Ethernet and TCP/IP network.

Web servers/ Internet-based services – Apache, IBM WebSphere, Microsoft IIS.

Other hardware/software platforms - IBM iSeries, IBM iSeries DB2.


•      Microsoft network user authorization and network security


4.2 Backup and Recovery

A full backup is performed every week by ITO. Recovery is to be performed upon
request. The frequency of back ups should be modified according to the chosen
technology (ies) and issues identified during the design phase.


4.3 System Interfaces

 A Documents Management System is under development for the Department of
Maritime Administration. The Ship Registration and Certification Management System
should provide an interface to the Documents Management System to transfer the Ship
Particulars. Refer to use case RE01 for details about the Ship Particulars.

4.4 User Interfaces

The system should have a graphical interface to show the surveys and respective
timelines for a selected vessel. This interface should be in the format of a calendar for
each vessel and company showing graphically the following:

              Expire/Anniversary date for each certificate,


                                      Page 54 of 60
              Date the survey/audit window opens and closes, calculated from the
               expire date of the related certificate.
              Date the Department of Maritime Administration authorized the
               survey/audit and if delegated to a Class Society or assigned to an internal
               or contractor surveyor.


4.5 Documentation Requirements

The developer should deliver the following documents as part of the proposed solution:

      A User Manual with detailed instructions on how to use the software application.

      A Software Application manual with technical details such as the language used
       for its development; the version; the operational system(s) it is compatible with
       and the type of database(s) it uses; detailed instructions on how to install the
       software, including the set up of environmental variables such as operational
       system, network, database and remote connections as applicable;
       troubleshooting and backup and restore instructions.

      A Design Document, containing the final Entity Relationship diagram, all fields
       and respective data types and descriptions.


4.6 Training Requirements

Training is required to all staff. Special training to update the certificates is required for
two power users.


4.7 Maintainability

The system should be easy to maintain and grant the ability of modifying the content of
certificates, whenever it is required by regulations followed by Department of Maritime
Administration, to a power user(s) (surveyors).

4.8 Access

The system should accommodate the possible addition of overseas offices, providing
remote access.

Access of contract surveyors to the system must be limited to the functionalities they will
be assigned to perform.




                                        Page 55 of 60
5. References

Department of Maritime Administration at Government of Bermuda Portal – www.gov.bm
International Maritime Organization - www.imo.org




                                   Page 56 of 60
6. Appendix – Certificates, Letters and Other Documents

A. Docushare – Naming Convention.



Certificate Name                                                                  Docushare
                                                                                    Name

Certificate of Class                                                              COC

Certificate of Compliance ILO 92 and 133 (Crew Accommodation)                     ILO

Certificate of Insurance – Civil Liability for Bunker Oil Pollution Damage        CLBOPD

Certificate of Insurance – Liability Caused by Hazardous and Noxious Substances   CLHNS
– HNS

Certificate of Survey                                                             COS

Chemical Fitness Certificate                                                      IBC

Civil Liability for Oil Pollution Damage Certificate of Insurance                 CLC

Continuous Synopsis Record                                                        CSR + #

Dangerous Goods Document of Compliance                                            DG DOC

Exemptions                                                                        Exem +
                                                                                  Details

Gas Fitness Certificate                                                           IGC

Installation Report Inert Gas Plant                                               IGP

International Air Pollution Prevention Certificate                                IAPP

International Anti-Fouling System Certificate                                     AFSC

International Ballast Water Management Certificate                                IBWMC

International Load Line Certificate                                               ILLC

International Load Line Exemption Certificate                                     ILLC Exem

International Maritime Labour Certificate                                         IMLC

International Noxious Liquid Substances Prevention of Pollution                   INLS

International Oil Pollution Prevention Certificate                                IOPP

International Safety Management Certificate                                       SMC



                                            Page 57 of 60
Certificate Name                                                              Docushare
                                                                                Name

International Sewage Pollution Prevention Certificate                         ISPP

International Ship Security Certificate                                       ISSC

International Tonnage Certificate                                             ITC

ISM Document of Compliance                                                    DOC

Letter of Acceptance for a Document of Compliance                             DOC LOA

Loading Computer Installation                                                 LComp

Minimum Safe Manning Document                                                 SMD

Passenger Ship Safety Certificate                                             PSSC

Record of Approved Safety Equipment(And Annex)                                RSE


Register of Lifting Appliances (Including Testing Certificates)               RLA

Report of GMDSS Radio Installations                                           GMDSS

Report of Launching Appliances and On-Load Release Gear                       LSA
                                                                              Annual

Safety Construction Certifcate                                                Safcon

Safety Equipment Certificate                                                  SEC

Safety Radio Certificate                                                      SRC

Statement of Compliance MARPOL Annex V (Garbage)                              Garbage

Suez Canal Special Tonnage Certificate (And Survey Report)                    STC



Certificates are named with the abbreviation + the issue date so that the most current
certificate can be easily retrieved + the abbreviation ST (Short Term) or FT (Full Term).
For example, a Short Term Safety Equipment Certificate issued today by Class would be
filed: SEC 19/09/07 ST. While Continuous Synopsis Record number 4 would be filed as:
CSR (4) 19/09/07.




                                           Page 58 of 60
B. Certificates not issued by DMA that must be tracked by the system.

      Safety Construction Certificate – SAFCON
      International Load Line Certificate - ILLC
      International Air Prevention of Pollution Certificate – IAPP
      International Sewage Prevention of Pollution Certificate – ISPP
      International Noxious Liquid Substances Prevention of Pollution Certificate –
       INLS
      Gas Fitness Certificate
      Chemical Fitness Certificate
      International Ballast Water Management Certificate
      International Anti-Fouling System Certificate

C. File Cover Sheets to be printed by the system.
        Ship and Yacht
        To contain at least the following
           Ship’s Particulars
             o Name
             o IMO Number
             o Official Number
             o Call Sign
             o MMSI Number
             o Ship Type
             o Date of Registration
             o Date Keel was laid
             o Year Built
             o Classification Society
             o Classification Society Number
             o Previous Names
             o Previous Flags
             o Length Overall in metres
             o Breadth in metres
             o Depth in metres
             o Summer Draft in metres
             o Engine Power in Kilowatts
             o Gross Tonnage
             o Net Tonnage
             o Deadweight
             o Number of Passengers
             o Number of Crew – from CoR
             o Total Persons from SEC or PSSC
           Owner/Manager/Designated Person (DPA)/Company Security Officer
             (CSO)
             o Ship Owner Name, Address, Contact numbers, Fax number and
                Email address
             o Ship Manager Name, Address, Contact numbers, Fax number and
                Email address
             o Ship superintendent
             o DPA’s name and 24 hour contact details (Telephone, Cell, Fax, Email)


                                     Page 59 of 60
            o   CSO’s name and 24 hour contact details (Telephone, Cell, Fax,
                Email)
           Allocated Surveyor
           Details of Certificates - To include Date of Issue, Date of Expiry, Date of
            Annual/Intermediate Audit/Survey, Free text remarks box and, Issuing
            Body
            o SAFCON
            o LOAD LINE
            o Load Line Exemption Certificate
            o SEC
            o SRC
            o PSSC
            o IOPP
            o IAPP
            o ISPP
            o INLS
            o DG DOC
            o GAS FITNESS
            o CHEMICAL FITNESS
            o International Maritime Labour Certificate
            o International Ballast Water Management Certificate
            o International Anti-Fouling System Certificate
            o DOC or LOA – For the Company that manages the vessel
            o Civil Liability for Oil Pollution Damage Certificate of Insurance
            o Certificate of Insurance – Liability Caused by Hazardous and Noxious
                Substances – HNS
            o Certificate of Insurance – Civil Liability for Bunker Oil Pollution
                Damage
            o SMC
            o ISSC
            o CSR + Number of the CSR
            o SAFE MANNING
            o EXEMPTIONS (At least 3)
            o 5 year inspection
            o REMARKS – Free text box for general comments


D. Crewmembers Documents

            o   Endorsement
            o   Seaman’s Discharge Book




                                   Page 60 of 60

				
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