Officer Matrix Users Guide
Officer Matrix Users Guide
Contents
Table of Contents .....................................................................................................................................................2
Change Log ...............................................................................................................................................................3
Introduction ...............................................................................................................................................................4
1. Managing Your Vessels’ Officer Matrix ..............................................................................................................5
1.1 Options for Updating the Officer Matrix ................................................................................... 5
1.2 Accessing the Officer Matrix ..................................................................................................... 5
1.3 Setup Access for the Crewing Department/Manning Agency ................................................. 6
1.4 Importing the Officer Matrix from the OCIMF Web Site ........................................................... 7
1.5 Submitting Officer Matrix to OCIMF .......................................................................................... 8
2. Officer Matrix Fleet Overview Page ................................................................................................................. 12
2.1 Overview ................................................................................................................................... 12
2.2 Column Sorting ........................................................................................................................ 13
2.3 Filtering the Data ...................................................................................................................... 13
2.4 Paging ....................................................................................................................................... 13
2.5 Email Offline Form ................................................................................................................... 14
3. Officer Matrix Detail Page ................................................................................................................................. 14
3.1 Overview ................................................................................................................................... 14
3.2 Editing the Officer Matrix......................................................................................................... 16
3.3 Adding an Officer ..................................................................................................................... 16
3.4 Removing an Officer ................................................................................................................ 18
3.5 Validating the Officer Matrix .................................................................................................... 19
3.6 Entering Comments for the Officer Matrix ............................................................................. 19
3.7 Publishing the Officer Matrix .................................................................................................. 20
3.8 Printing/Emailing the Officer Matrix........................................................................................ 20
3.9 Planning Officer Matrix ............................................................................................................ 21
4. Officer Matrix Compliance ................................................................................................................................ 21
4.1 Viewing the Officer Matrix Compliance .................................................................................. 22
4.2 Matrix Compliance Settings .................................................................................................... 23
5. Officer Management .......................................................................................................................................... 24
5.1 Overview ................................................................................................................................... 24
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5.2 Adding Officers ........................................................................................................................ 25
5.3 Deleting Officers ...................................................................................................................... 25
5.4 Merging Duplicate Officers ...................................................................................................... 26
6. Questionnaire Integration ................................................................................................................................. 27
6.1 Populating Questionnaires Which Contain Officer Matrix Information ................................ 27
6.2 Questionnaires which reference the Officer Matrix ............................................................... 27
7. Scheduled Reports ............................................................................................................................................ 27
7.1 Overview ................................................................................................................................... 27
7.2 Report Types ............................................................................................................................ 27
7.3 Subscribing to Reports............................................................................................................ 28
8. Integration with Crewing Applications ............................................................................................................ 29
9. Frequently Asked Questions (FAQ) ................................................................................................................. 29
10. Officer Matrix Compliance Definitions .......................................................................................................... 29
11. Terms & Definitions ......................................................................................................................................... 29
Change Log
Version Date Description
1.0 Jun 12, 2010 Initial draft
1.1 Jul 20, 2010 Pre-release draft
1.2 Jul 28, 2010 Added Section 1. Managing Your Vessels’ Officer Matrix
1.3 Aug 07, 2010 Added sub-section 1.4 Importing the Officer Matrix from the OCIMF Web Site
1.4 Jun 28, 2011 Updated sub-section 1.5 Submitting Officer Matrix to OCIMF
1.5 Mar 01, 2012 Added Officer Matrix planning, Intended Voyage Support and Officer Management
1.6 Apr 28, 2014 Updated Template
1.7 Mar 7, 2016 Updated Template
1.8 May 2, 2016 Updated Template, new screenshots, additional text, scheduled reports, TOC formatting updates
1.9 Jun 9, 2016 Added “uncertain” status information
1.10 Mar 18, 2019 Updated supported Excel version
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Introduction
Purpose
This document outlines the features in the new Officer Matrix module on Q88.com. We have split the document into
logical sections in order to explain the various features of the Officer Matrix module in a clear and concise manner. At the
end of the document, there is a Frequently Asked Questions (FAQ) section which answers the most commonly asked
questions about the Officer Matrix module.
If you have any questions regarding this document please email [email protected].
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1. Managing Your Vessels’ Officer Matrix
Managing the Officer Matrix information for your fleet can be a daunting task. If you, for example, have a fleet of 10 vessels
then you could have up to 250 Officers to keep track of. That’s almost 4,000 pieces of data which has to be continuously
updated.
This section of the User’s Guide outline’s the different options you have for keeping the Officer Matrix information up-to-date.
You can use the Q88.com web site to keep the Officer Matrix data up-to-date. All updates on done using the web site
directly. See Section “3. Officer Matrix Detail Page” for more information.
You can use the offline Officer Matrix form which gives you the option of having the vessel keep the information
updated onboard. See Section “2.5 Email Offline Form” for more information.
If you are using a crew management application to keep track of the Officer Matrix information then it is possible to
integrate the application with the Officer Matrix module on Q88.com. See Section “8. Integration with Crewing
Applications” for more information.
The Officer Matrix module can also be accessed from the ‘Vessels’ menu located in the navigation bar.
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1.3 Setup Access for the Crewing Department/Manning Agency
There are two options for setting up access to the Officer Matrix module for your crewing department or manning agency.
If your crewing department or manning agency is responsible for the Officers for your entire fleet then you can setup
access to the Officer Matrix module by adding a new user to your account on Q88.com.
6. To setup the notifications for the new user you can do so in scheduled reports under the Account menu
Note: Adding a user to your account on Q88.com can only be completed by the ‘Account Administrator’. If you are
unsure who that is, then please contact [email protected] and we will forward their contact details to you.
If you do not have a crewing department or manning agency that is responsible for the Officers for your entire fleet
then you need to grant them access to the vessels in your fleet that they are responsible for. In order to grant them
access, the crewing department or manning agency will need to have their own account on Q88.com. Please contact
[email protected] for more information on setting up a new account for them.
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1. Go to the ‘Account / Manage Vessels’ menu
2. Click the icon for the vessel you wish to grant access to.
3. Click the ‘Grant Access’ link in the ‘Companies with access section.
4. To grant a company access to a vessel select their name from the ‘Grant access to’ dropdown list shown below.
5. Uncheck the ‘All modules’ checkbox and specify the modules you wish the company to have access to (see
screenshot below).
Note: Granting access to another company can only be completed by the ‘Account Administrator’. If you are unsure
who that is, then please contact [email protected] and we will forward their contact details to you.
1.4 Importing the Officer Matrix from the OCIMF Web Site
If you have already completed the Officer Matrix on the OCIMF web site then it is possible to import that data into
Q88.com. Below are the steps you must follow to complete the import process:
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1. Login to the OCIMF web site: www.ocimf-sire.com.
2. Click the ‘Vessel’s’ tab at the top of the page.
3. Click the icon for the vessel you wish to export the Officer Matrix xml file.
4. Click the icon to export the Officer Matrix in xml format.
5. Save the file to your computer.
Q88.com Requirements:
In order to retrieve your Officer Matrix data from your Q88.com you will need to subscribe to the “XML Web Services”
package. For more details on the fees associated with this package please see our Fee Schedule. If you have not
subscribed to the “XML Web Services” package then you will be prompted with below alert when you try to login.
It is also possible that you will receive below popup, which occurs when your company is subscribing to the “XML Web
Services” package but the IP address of your computer has not been authorized. Click the ‘OK’ button to have your
computers IP address added to the authorized list.
OCIMF Requirements:
In order to submit Officer Matrix to OCIMF you will need to request that they enable the “Web Services” feature under
your account. OCIMF also has legal requirements that the submission must be made from your company’s internal
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computer network (LAN). If you have not contacted OCIMF to request to activate the “Web Service” feature then you will
be prompted with below alert when you try to login to the Q88-OCIMF program.
Click the ‘Submit to OCIMF’ menu under the ‘Action’ button on the Fleet Overview page or click
the ‘Submit to OCIMF’ button in the footer of the Officer Matrix Detail page to download the
application needed to submit the Officer Matrix data for your vessels to OCIMF.
On this page you will need to click the ‘Install Now’ link in the image on the left side of the page:
The application requires that you have Adobe Air installed on your computer. You may need to contact your IT
department to have them install the program if you do not have the necessary permissions.
Once the installation has been completed the program will automatically run and you will be prompted to confirm the
terms of service. Click the ‘Accept’ button at the bottom of the page to proceed to the next step.
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You will then be prompted to enter your Q88 and OCIMF login credentials:
Once you have entered the Q88 and OCIMF login details your fleet of vessels will be displayed.
Any vessel which needs to be updated on the OCIMF system will automatically be selected.
If a vessel is missing some required Officer Matrix data then the icon will be displayed and the vessels’ Officer Matrix
may not be submitted until the missing data is entered.
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If the Officer Matrix for the vessel has not already been entered on the OCIMF web site or the vessel is not registered
under your OCIMF login then the icon will be displayed and the vessels’ Officer Matrix may not be submitted until the
Officer Matrix has been updated on OCIMF first or the vessel is added to your OCIMF account.
Before your click the ‘Submit’ button to submit the updated Officer Matrix data to OCIMF, you can click on the vessel
name to see the details for the selected vessel.
Once you have selected the vessel(s) you wish to submit to OCIMF click the ‘Submit button in the lower-right corner of the
page so submit the updates for the selected vessel(s) to OCIMF. The confirmation screen (shown below) will list all the
vessels that were successfully submitted to OCIMF.
Click the ‘Home’ button to return to the login screen, you can login again to see that the updates were successfully
submitted.
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2. Officer Matrix Fleet Overview Page
The Officer Matrix Fleet Overview page has been specifically designed to help you manage the Officer Matrix for your fleet.
2.1 Overview
The below image is a screen-shot of the Officer Matrix Fleet Overview page; this is the new standard interface which is
used across many of the modules on Q88.com and offers several key enhancements that allow better access to manage
and view the Officer Matrix for your fleet.
If you have your vessels split into multiple fleets then the
‘Fleets’ drop-down will be displayed in the upper-left corner of
the page. Selecting a fleet from the drop-down will refresh the
view for the vessels in the selected fleet.
The “Actions” button contains several options which can be performed from this page. They are explained below:
Manage Officers: Shows a list of your officers with an option to edit their records.
Email Fleet Offline Form: Creates an offline form of the Officer Matrix which can be
sent to all or part of your fleet to have the vessel update the information onboard. See
Section “2.5 Email Offline Form” for more information.
Submit to OCIMF: Exports the Officer Matrix data to the OCIMF web site. See Section
“1.5 Submitting Officer Matrix to OCIMF” for more information.
Fleet Compliance Report: Generates the oil major officer matrix compliance report for
the selected fleet
Reset View: Resets the sorting and filtering for the selected View.
User’s Guide: Download the User’s Guide (this document) for the Officer Matrix
module.
Columns: Select the column(s) which you prefer to be shown on the overview.
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2.2 Column Sorting
The Officer Matrix grid supports multi-column sorting. An arrow is displayed next to each column which has been sorted.
To sort by a specific column, click on the column header. To sort by multiple columns hold down the Shift key and click
each column you wish to sort by.
If you want to reset the sorting and filtering back to the original settings then click the ‘Reset View’ link under the ‘Actions’
button.
To filter the data, click the triangle in the header of the column you wish to filter on. A popup menu is displayed letting you
select the items you wish to filter on. Click the ‘Apply Filter’ link to apply the filter on the selected items.
When a filter has been applied the filter arrow displays above the table and the column header highlights in grey
(shown below) and.
If you want to clear the filters then click the column name displayed in the grey arrow above or click the ‘Clear Filters’
arrow to clear all the set filters.
If you want to reset the sorting and filtering back to the original settings then click the ‘Reset View’ link under the ‘Actions’
button.
2.4 Paging
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By default, the Officer Matrix grid will display 15 records per page. You can change that option in the lower-right corner of
the page to 25, 50 or 100 records per page.
The paging buttons, shown at the bottom of the page, allow you to browse through the pages.
In order for the vessel to complete the offline Officer Matrix, the vessel will need to use
Microsoft Excel® 2007 or later.
The offline form contains the instructions which the vessel needs to follow to complete the
Officer Matrix. The screenshot below shows part of the offline Officer Matrix form.
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The screen-shot below shows what is displayed in the Officer Matrix detail page for the selected vessel.
The header section (shown below) displays the currently selected vessel, the current OCIMF status and whether or not
the Officer Matrix for the vessel is published so other online users can download the latest copy.
There are two tabs displayed below the vessel name. The ‘Officers Onboard’ tab shows the list of officer that are currently
onboard the vessel. If submitting the Officer Matrix data to OCIMF then the information on this tab will be sent to OCIMF.
The ‘Planned Officers’ tab is used for planning purposes and is explained in detail in Section 3.9.
Click the plus button labeled “Add New Officer” to add a new Officer to the selected vessel. See Section “3.3 Adding an
Officer” for more information.
Under the “Action” drop down menu, click the ‘Columns’ button to select the columns you wish to view on this tab.
• Update Required
• Missing Data
• Submitted
These statuses are defined in Section 10. “Officer Matrix Compliance Definitions”
Compliant: Displays the vessels’ compliance to the Officer Matrix requirements for the oil companies
which have been selected for compliance checking. The possible options are:
• Yes
• No
• Partial
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system.
Comments (Internal) This section is used to enter internal comments. These are not displayed on the exported
PDF file nor are they submitted to OCIMF.
The “Actions” button contains several option, they are explained below:
Email Vessel Offline Form: Creates an offline form of the Officer Matrix which can
be sent to the vessel to have them update the information onboard. See Section
“2.5 Email Offline Form” for more information.
View Officer Matrix: View the Officer Matrix (PDF File) for the selected vessel.
Email Officer Matrix: Email a copy of the Officer Matrix in PDF format.
Submit to OCIMF: Exports the Officer Matrix data to the OCIMF web site. See
Section “1.5 Submitting Officer Matrix to OCIMF” for more information.
Vessel Compliance Report: Generates the oil major officer matrix compliance
report for the selected vessel.
User’s Guide:
Download the User’s Guide (this document) for the Officer Matrix module.
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A popup is displayed where you can specify the Officer to add to the vessel.
There are two options for adding an Officer to the Officer Matrix for the selected vessel.
Type in the first few letters of the Officers’ name to lookup their record in the system and select the Officer from the
dropdown list.
If the Officer is not found then click the ‘[Add New]’ link to add the new Officer to the system. Click the ‘Go’ button to
proceed with adding the Officer for the selected vessel.
You are now directed to the ‘Edit Profile’ page where the details for the selected Officer are pre-populated in the form
based on the data that was entered the last time the Officer was onboard a vessel in your fleet.
To complete the data-entry process; enter the Officers ‘Signed-On’ date shown below:
When the signed-on date has been entered the system will automatically calculate the Officer experience based on the
values that were entered the last time the Officer was onboard one of the vessels in your fleet. If you need to adjust the
answers then you can do that at this point in the process.
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If you prefer to add the Officer ‘anonymously’ (i.e. without specifying their name and document #) then click the
‘Anonymous Entry’ button.
You are now directed to the ‘Edit Profile’ page; enter the values for the fields shown below to complete the data-entry
process.
If you have added an officer anonymously and you later wish to enter their personal details then click the ‘Specify Officer
Name’ link show above.
If it’s a ‘named’ Officer then you will be prompted to enter the date the Officer signed-off.
Note: It’s important that you enter the correct date because the Officer’s experience will be re-calculated to include the
time the Officer spent onboard which will then be used to enter the correct experience data when the Officer is onboard
the next vessel.
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If the Officer has been entered into the system ‘anonymously’ then you will be prompted to remove the Officer. Click the
‘Okay’ button to proceed.
Note: The Officer’s data will not be saved in the database for retrieval later since the reference details (name,
document #) are not available.
To fix the validation errors edit the Officer and update the missing information.
Note: The ‘Comments (OCIMF)’ section will be included in the submission to OCIMF when the vessels’ Officer Matrix is
exported to the OCIMF system.
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3.7 Publishing the Officer Matrix
You have the option to publish the Officer Matrix for your
vessels. This is done by clicking the ‘No’ link in the
top-right corner when viewing the Officer Matrix for one of
your vessels.
Publishing the Officer Matrix will make it available for other users of the Q88.com web site to download the Officer Matrix. The
published document will not contain any personal information about the officers, just the same format which you can download
via PDF from the Officer Matrix module.
Email Officer Matrix: To email the PDF document directly from the web site
When either of these two options is selected then you will be prompted to enter the date of the intended voyage.
The intended date will default to today’s date and the Officers years’ experience and months onboard will be calculated as of
today. If you wish to have the Officer Matrix PDF report calculate the officers’ experience basis a future date, then you can
enter another date here before the PDF document is generated and their Officers years’ experience and months onboard will
be calculated based on the future date entered.
Note: Charterers may request a copy of the vessel Officer Matrix basis the intended start date of the voyage.
When the PDF document is created, you can see their experience and months tour basis the intended date entered.
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3.9 Planning Officer Matrix
The ‘Planned Officers’ tab gives you the ability to create a planning scenario for your vessel.
This is useful when you need to generate the Officer Matrix document for a future date and the officers onboard at that time do
not match the ones that are onboard today. As previously mentioned, charterers normally request a copy of the Officer Matrix
basis the date of the intended voyage which may be weeks or even months from today. Using this planning tab allows you to
create this planning matrix without affecting the current matrix as it stands today.
The other benefit of the ‘Planned Officers’ feature is so that you can test different possible combinations of officers to see how
they would comply with the oil company requirements.
When you click the Planning tab the first time you will see the page display as below:
If you wish to import the Officer’s that are currently onboard then you can click this link. This will copy the current Officers into
the planning matrix.
Note: Any changes you make to an Officer in the planning matrix will have no effect on the information stored for the Officer on
the ‘Officers Onboard’ tab. Another way to think of this is that the ‘Planned Officer’ tab is a temporary workspace for you to try
out different options for what officers you want to have onboard in the future.
If you want to clear out the planning matrix you have this option from the Actions menu, click the ‘Clear Planning Matrix’ link.
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4.1 Viewing the Officer Matrix Compliance
To view the matrix compliance for your vessel; click the link next to the ‘Compliant’ label shown below:
A popup window is displayed which lists the matrix compliance status for the oil companies you have selected to include in the
analysis. The status lights for the vessels’ compliance to the oil company requirements are defined below:
*The vessel has multiple officers in the same rank and not all of them meet the minimum requirements. It's uncertain as to
whether or not the vessel will be considered compliant. Please contact the vetting company directly to ask for clarification.
To view the details for a specific oil company click on the oil company name in the popup. The popup displays the compliance
details for the selected oil company.
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4.2 Matrix Compliance Settings
You can choose the oil companies which you wish to track for matrix compliance. Go to the compliant tab and click on it and
go to “Edit Settings”.
A popup is displayed where you can select the oil companies which you wish to have the system analyze the vessels’ Officer
Matrix for. See Section “7. Notifications” for more information on how to be notified via email of any changes to the vessels’
Officer Matrix compliance.
Note: Some charterers listed above cannot be selected for the compliance check. This is because their Office Matrix
requirements cannot be validated against the OCIMF information. Their requirements are still available for viewing on the web
site, you just won’t be able the compliance automatically checked.
To save the matrix compliance settings to other vessels in your fleet then click the ‘Copy Settings to Another Vessel’ in the
upper-right corner of the page.
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5. Officer Management
The ‘Officer Management’ page gives you access to all the officers that have been entered into the Officer Matrix for your
whole fleet. You can access this from the ‘Officer Matrix’ module by clicking the “Actions” button and select the ‘Manage
Officers’ button.
5.1 Overview
The below image is a screen-shot of the Officer Management page where all the officers that have been onboard your vessels
is displayed. The module has the same column sorting, filtering and selection as the Officer Matrix page.
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A search box is available above the grid which will search all the columns in the currently selected view for the keywords you
enter.
The “Actions” button contains several options which can be performed from this page. They are explained below:
Reset View: Resets the sorting and filtering for the selected View.
User’s Guide: Download the User’s Guide (this document) for the Officer Matrix
module.
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Note: If you need to delete an Officer who is currently onboard a vessel then you will need to sign the Officer off the vessel
from the Officer Matrix detail page before you can then delete them from the ‘Manage Officers’ page.
The ‘Possible Duplicates’ view will list all the officers that have the same “Last name” or same ‘Identification #’. Once you
select the ‘Possible Duplicates’ view a checkbox list is displayed to the left of the first column. You then tick the checkbox next
to each of the duplicate officers. Note: You can merge up to 5 duplicate officers at the same time.
Once the duplicate officers have been selected, you then click the ‘Continue’ button shown above and the below popup
window is displayed where you select the Officer which you wish to keep once they are all merged into one record.
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6. Questionnaire Integration
6.1 Populating Questionnaires Which Contain Officer Matrix Information
Many questionnaires ask for details regarding the Officers onboard the vessel. When creating questionnaires containing these
questions, the system will automatically populate the answer with the data contained in the Officer Matrix. The questions will
be highlighted with an image to the right of the answer field.
Clicking the image will open the Officer Matrix in a popup so you can review the Officer Matrix while completing the
questionnaire.
Note: The above functionality is automatically enabled once the Officer Matrix has been added to the system for the selected
vessel. You will no longer be able to change the answers when you are creating a questionnaire, the answers must then be
updated in the Officer Matrix module.
The textboxes on the Create Questionnaire page are shown with a grey background indicating that the answers are read-only
and any changes will not be saved. If you do make a change then the questionnaire you are creating will contain the updated
answers.
7. Scheduled Reports
7.1 Overview
There are two types of email reports that are generated by the system when records are changed in the Officer Matrix module.
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7.3 Subscribing to Reports
You can subscribe to the Officer Matrix email notifications from the “Account / Edit Profile” menu. Click the ‘Notifications’ icon
at the top of the page.
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8. Integration with Crewing Applications
If you are using a crew management system to complete the OCIMF Officer Matrix then it is possible to integrate the
application with the Officer Matrix module on Q88.com. We support a few different options for integrating your crew
management system with Q88.com.
Email integration: This integration gives you the ability to email a copy of the Officer Matrix (in xml format) from
your crew management system and have it automatically imported into Q88.com. You will
receive a return email alerting you to the status of the import.
Web services integration: We support xml web services which gives you the ability to integrate your crew management
system directly with the Officer Matrix module on Q88.com.
If you would like information regarding the integration options we offer, then please contact [email protected].
Question The Questionnaire 88 is showing the wrong nationality of the Master and Officers. I tried to change it but the
: changes do not get saved. How can I fix this?
Answer:
If you see the Officer Matrix icon to the left of the answer then this means that the answer is automatically
populated from the Officer Matrix module. In order to update the answer you need to change the details in the
Officer Matrix module which will then automatically update the Questionnaire 88.
Question How do I stop another company from getting the Officer Matrix email notifications?
:
Answer: If you have granted another company access to your vessel and they have the rights to access the Officer Matrix
module for your vessel then they are entitled to subscribe to the notifications.
Update Required: Submission to OCIMF is required because the data in the Officer Matrix has changed.
Missing Data: One or more of the Officers are missing required information so submission to OCIMF cannot be
completed.
Submitted Officer Matrix data has been submitted and processed.
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