This system has been replaced by a new version. Information contained on these pages will not be updated. Please visit www.marinefacilitiesplanning.com to access the replacement system.

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The Marine Facilities Planning Tool Guide

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Table of contents

FAQ

  • I am having problems browsing - [more].
  • Why does the system sometimes log me out - [more].
  • How accurate is the information which I'm viewing - [more].
  • How can I find out when an item of equipment is being used - [more].
  • Where can I download an empty NERC Post Cruise Assessment (PCA) form - [here].

Agencies

A number of agencies, each with different responsibilites, are partners involved in the process of completing a scientific cruise. The PI will need to refer to the web sites and documentation provided by each agency as appropriate.

  • NERC - Natural Environment Research Council (Swindon) : Applications for funding.
  • NMEP - National Marine Equipment Pool (Southampton) : Equipment pool.
  • MFP - Marine Facilites Planning (Southampton) : Applications for ship time (this web site).
  • NMFSS - National Marine Facilites Sea Systems : Research Ship Management.
  • BAS - British Antarctic Survey (Cambridge): Ship operations.
  • BODC - British Oceanographic Data Centre (Liverpool) : Submission of data and final cruise report.

Introduction

This help page concerns how to use the Marine Facilities Planning web pages to make an application for marine research time.

This help file does not describe the 'application process'. It is only concerned with how to the use the Marine Facilities Planning web site to make an application.

Before making an online application a Principal Investigator (PI) must be familiar with the application process which these web pages is automating (new browser window) - [here].

Failing to understand the application process which the Marine Facilities Planning has automated may make these web pages appear complicated.

Because the information which you are submitting to us will be used in helping us to make decisions about a large number of marine research projects it is important that the information is accurate, detailed and timely.

Although we will try, it is not always possible to accommodate requests for assistance which either post date deadlines or are modifications to original submissions. Such requests will be satisfied on an 'opportunistic basis' only.

Please check the NERC deadlines (new browser window) - [here].


Briefly about the Marine Facilities Planning web site

The Marine Facilities Planning web pages automates the application for marine research time.

After registering the PI will be asked; firstly to complete a number of online forms and secondly to upload a number of files containing documentation which is associated with their application.

Please note that while there are a number of individual stages in an application, the tasks involved are repeated and require the PI to perform one of three actions; complete an online form, upload a file, or progress the Profile.

Completing an application is an iterative process requiring the PI to repeatedly return to their application, normally over a period of weeks. As each stage of the application is completed the PI will be directed (by email alerts) toward instructions upon how to complete the next requirement.

Information about the decision to put the Marine Facilities Planning process online - [here].


Online help

Our intention is to make the process of using the Marine Facilities Planning web pages as simple as possible.

Detailed help includes  :

  • Active Profile Status Bar. On interactive pages advice about the status of a Profile is continuously displayed on the Active Profile Status Bar.
    The light blue 'Status Bar' at the top of a page should provide the PI with clear information about what the last action was, and what the next step in the process is. We have tried to limit the next action required of the PI to a single option.

  • Guidance notes. Information about the process of Marine Facilities Planning is available to read before making an application - [here].

  • What's Next Link - Help icon. HELP - What's Next .
    Using the What's Next Link will direct you to specific instructions about what the next stage in the process of completing your application is. Please try it by selecting the link above.

  • MFP Tool Guide. How to use the Marine Facilities Planning web pages - [here].
    Access to the MFP Tool Guide is provided by context dependent links through out the web site.

  • Recipes. Step by step instructions which describe how to complete important online tasks.
    Right click on this link and select 'Save Target As' to get the most up to date version - [here].


  • Page Specific Information. Help icon. HELP - Open Help For This Page.
    An information icon may appear beneath the Active Profile Status bar. Selecting the associated link will cause page specific information to open or close. Page specific information appears in green.


  • Context Help is indicated using the question mark icon - Help icon.
    This icon provides specific information - such as how to complete a particular question on a form or details about a specific piece of equipment.

  • Email Alerts. Alerts inform the Principal Investigator that an action is required of them.
    Alerts are sent as the Profile progresses.

Speaking directly to us

We appreciate that some people will require further information or assistance when completing their application. We are here to provide clarification. Please don't hesitate to contact us - [here].


Accuracy

In putting the Marine Planning process online we are aware that errors may be published in online documents by either administrative staff or the PI.

We will be working to eliminate any errors which occur because details have been incorrectly entered, or have been allowed to get out of date.

Please be aware that much of the information we are providing is of highly dynamic nature which changes on a day to day basis. For this reason please use the web site to regularly check those details which are important to you, as well as remaining in contact with those parties with whom the arrangements are being made. Equally please do not refer to information which has been printed from the web site and is therfore liable to be out of date.

We want the web site to be useful to you. Please help us make it accurate by reporting any errors directly to us.

The information for Programme 2005 was originally input in order to test the system and remains incomplete. The information for Programme 2006 and subsequent Programmes is complete.


The Profile and Profile Stages

A PROFILE is a collection of online forms which are used in the Application, Planning and Post-Cruise Assessment of a research cruise. The Profile manages all the information which is contained in a single application.

An application for Marine Research Time requires the PI to sequentially complete a number of forms or meet other requirements according to a number of deadlines. Invariably having completed a requirement the PI will have to wait until a NMF-SS Manager has made a response.

For example - once a PI has confirmed their funding they can make no further progress until the NMF-SS Manager has submitted an SME costing.

An application can take several months (possibly years) before it is finally completed. During this time the responsibility for progressing the Profile to next stage will alternate between the NMF-SS Manager and the PI.

The Marine Facilities Planning web pages track the progress of an application by dividing the Profile into stages. Each stage has a different requirement to be met by its own deadline. The PI and the NMF-SS Manager work together to progress the Profile through each stage.

The Profile Progression Table tracks the progress which has been made for a particular Profile.

Profiles are created by and belong to the PI. The PI is therefore responsible for ensuring that they are satisfied with the accuracy of the information in a Profile before it is progressed. Once the information has been progressed that stage in the process is considered closed.

More information about the 'Profile Progression Table' and a detailed description of the requirements for each stage - [here].


Account Creation

Access

Public access to the Marine Facilities Planning web site allows display only access to all Profiles. Please note that this means that all the applications for Marine Time or Equipment can be viewed via the web as they are being completed.

However in order to make an application for Marine Time or Equipment using the Marine Facilities Planning web pages you must apply by phone for an account username and password.

Applying for (Account) Usernames and Passwords

Usernames and Passwords are only available by telephone - please speak to:

Sally Heath
Programme Support Officer
National Marine Facilities Sea Systems (NMFSS)
Tel  :  023 8059 9238

Web Team
Web Administrator
Tel   : 023 8059 6273

Information on funding as it relates to marine planning can be found - [here].

Password Security

Your username and password will allow you to access and modify your online application. Please be aware that any submissions made using your details are published and immediately visible on the Internet. For this reason is it important that care is taken to protect your account details.

The registered account owner is responsible for any information published on the Marine Facilities Planning web site using their username and password.

Although the registered account owner is solely responsible for managing the application we acknowledge that it may be useful share to a password where several people are involved in a project. For our part it is important to us that a single individual is seen to be responsible for each application and cruise. However we are happy for people within a project to make their own arrangements between themselves.

If you have forgotten, or would like to change your current password, or would like to change the owner of a Profile [to another registered User] please contact us by phone - [here].

Find out who is registered - [here]. Registration on menu.

Please make sure that you make a record of your Username and Password in a secure place.

Registration

The first time that you log in to Marine Facilities Planning you will be asked to provide us with some personal details to help us identify and contact you. You only have to register once. This information will subsequently be used in each of your Profiles.

You will not be able to view another page until you have completed and successfully submitted the registration information.

The Registration option in the User Menu on the left side navigation bar allows you to change your registration details. Please see the figure above.

User Menu :
  -> Registration

Cooperation

Before creating a new Profile it is worthwhile reviewing the proposals which are concurrently being made by other PI's as this may provide an opportunity for cooperation.

Summary lists of Profiles which have progressed to the 'Funded SME' stage can be reviewed   -  [here].

Access to the same information is available via a graphical interface  -  [here].

Funding

Before creating a Profile a PI must have applied for a source of funding.

Information upon applying for a grant can be found in the NERC Funding Guide (new browser window) - [here].
Information on funding as it relates to marine planning can be found (new browser window) - [here].

While waiting for a confirmation of a grant the PI can complete the General & Technical sections of the SME and have a provisional costing generated. This allows the PI time to make their application and allows other PIs to be made aware of their proposals. However the SME funding section must be complete before the deadlines which NERC publishes in order to be considered for the following years Programme (new browser window) - [more].


Hiring Equipment

Individual items of equipment are available from the National Marine Equipment Pool.

Marine Facilities Planning has two types of application:

  1. Applications for Ship-time and Marine Equipment (Using an SME Profile).
  2. Applications for Marine Equipment only (Using an ME Profile).

Both applications require you to be a registered user are made using the same process but a Marine Equipment application (ME) has less stages in the Profile.

1. SME Profiles.
Applications for ship-time and equipment require the 'Ship-time and Marine Equipment Application Form' or 'SME' to be completed by a registered user of the MFP web site.

We allow up to three new (empty) SME Profiles to be created. Thereafter these Profiles should be Progressed by the PI before further Profiles can be created. If this is a problem please contact the Web Administrator - [here].

An SME Profile can be created on the Create New Profile Page - [here].

2. ME Profiles.
Applications for equipment only require the 'Marine Equipment Application Form' or 'ME' to be completed.

The ME is a low level request for a small amount of equipment (normally a single item) which requires little or no programming or support.

If you are a registered user of the MFP and wish to make a request for a single item of equipment then please contact us to explain what your requirement is and we will arrange for an ME Profile to be created and put into your name - [here].

There is information about how to start an application - [here].

Tracking Equipment

Equipment tracking information is displayed both in list form and graphically using the chart.

The Projected Equipment Use Page provides;

  • Current planned equipment use (equipment in the current programme)
  • Future planned equipment use (requests for equipment in upcoming SME applications) and
  • Past equipment use.

For a single selected item of equipment go - [here].

The Projected Equipment Use Page is linked into the current Programme Chart. If a piece of equipment has been selected, the Profiles in which it is being used are highlighted on the Programme Chart. Items can be selected, and highlighted in gold, using the select equipment drop down box on the Programme Chart.

Presently no information concerning specific items of equipment or numbers is available but this information will be provided in the future.

This information has been provided: to encourage collaboration, to allow PI's to see where specific items of equipment are being used and by whom, and also to advertise when the equipment is most likely to be available to external organisations.



Create A Profile

Create Profile on menu.

1. SME Profiles.
The Create Profile link from the View Profiles Menu of the left hand navigation bar will forward you to the Create New Profile Page.

Selecting the [Create] button in the Create Profile Panel will allow you to create a new Profile. Pop-up windows will prompt you about the Profile ID of your new Profile. You will be then forwarded to the Display Profile Summary Page of your new Profile.

You may own a number of Profiles relating to a number of applications and cruises. We allow three new (empty) Profiles to be created. Thereafter at least one of these Profiles should be progressed before further Profiles can be created.

If this restriction is a problem please contact us - [here].

2. ME Profiles.
The ME is a low level request for a small amount of equipment (normally a single item) which requires little or no programming or support. If you are a registered user of the MFP and wish to make a request for a single item of equipment then please contact us to explain what your requirement is and we will arrange for an ME Profile to be created and put in your name - [here].



The Active Profile

The Active Profile refers to the Profile upon which you are currently working. An action eg. display information, edit a form, upload a file etc. is performed on the currently Active Profile. The currently 'Active Profile' is indicated on the Active Profile Status Bar. Most actions require a Profile to be made Active for the action to become available.


Selecting a Profile

Profiles on menu.

Most actions require that a User should have first selected a Profile.

The 'Active Profile :' is indicated on the first line of the toolbar.

The Listing And Sorting Profiles Page is used to organise all the Profiles which are currently in the system.

The options in the View Profiles Menu of the left hand navigation bar provides different Profile lists. Use the View Profiles Menu to locate the Profile which you are interested in.

For example - a PI who wishes to edit their own Profiles may use the List Your Profiles option.

The Profile ID column of the Table : List Profiles can be used to select a specific Profile.

View Profiles Menu :
  -> List Your Profiles
    -> Table : Table : List Profiles
    -> Column : Profile ID

Numerous tables contain columns of Profile ID's. Selecting the Profile ID will forward you to the Display Profile Summary Page for the Profile. The Profile selected will also become the 'Active Profile'.


Finding A Profile Quickly

There are two options which allow a user to find a Profile quickly.

Firstly at the top of the left hand menu a field labelled 'find' can be used to select Profiles by either their Profile number or cruise identifier. Please be aware that; the cruise identifier must be entered exactly or the operation will have no effect, and that it is the profile number which is returned to be displayed in the field rather than the identifier.

Secondly the homepage contains drop down menus which are organised into Programme years. Selecting a cruise identifier from these menus will direct you to the Profile details.


Adding a Link to a Profile

Links [or URLs] to other associated web sites can be added by the PI to the Profile. The User Menu of the left hand navigation bar includes a line Add Link. The information which is added on the Add Link Page is reproduced in a table at the foot of the Display Profile Summary Page.

Links can be added at any time during the application. This facility has been provided so that even when completed the application should continue to provide a record of the cruise.

In the planning stage PI's are encouraged provide links to any Project Home Pages which their cruise is associated with. In the post cruise stage any results or datasets which are published on the web as a result of their cruise will complete the picture.


Profile Alerts

Alerts are emails that provide information about a Profile and advice on the next steps to be taken, which is useful to those who are unfamiliar with the processes, they are automatically generated when a stage has been completed. To receive Alerts for a Profile please contact an administrator [here].


Adding a Watch to a Profile

To keep up to date with the progression of an SME profile you can add a 'watch' on a profile. You will then automatically be informed, by email, when a profile's stage changes.

Watches can be added or removed at any time. To add a watch to an Active profile, click the 'Add watch' link under the User Menu from the left hand navigation bar, which will forward to the Add Watch page. To start a watch click the submit button in the Add Watch tab. To remove a watch select the profile from the My Watches table, tick the delete checkbox and press submit.


Generic Forms

Generic Form Editing

The Marine Facilities Planning tool contains an SME and Questionnaire. These are multi page forms which the PI will be required to complete. The Agreement is completed by NMF-SS only.

Each form is divided into a number of pages which can be accessed from the toolbar at the top of the page (or by the panel at the head & foot of each page). Use the toolbar to navigate between each page. You do not have to complete all the questions on a page immediately as you can return to a form as many times as you require.

Required form fields have questions displayed in orange text to indicate that they must be completed. None required (or optional) form fields have questions displayed in dark grey text. Although some questions are optional please try to provide us with as much information as you have as this will improve the help which we can provide to you.

Atomistic Values.  Answers to individual question require a single (or atomistic) value as an answer - rather than say allowing a range to be input. Entering single values allows the information to be used later - for example as a variable in a costing calculation. Where a range of value is required we will ask for maximum and minimum values.

'Catch-all' text areas.  The final question of a field set is usually a text area with an 'Any other information' type question. Please use this as a 'catch-all' where you feel that important information has not been covered by the existing field set questions.

Form Field Errors.  Some form fields are constrained and have a data type and range requirement. For example a question such 'Number of proposed operational days for this equipment' may require the answer to be an Integer in the range 0-99. If you enter an invalid value into a 'constrained form field' a pop-up box will alert you to the error You do not have to press the [SUBMIT] to generate these errors they occur the moment you leave the form field [ie. when another part of the form comes into focus].

Submitting.  Pressing the [SUBMIT] button at the foot of each page will save your information. If you try and leave a page without first submitting your edits you will be prompted to save by a pop-up window.

Page Errors.  Once the page has been submitted any errors which remain on the page are flagged; a red asterisk appears beside the question and a description of the error appears in an associated panel. For each field in turn; if the information has been entered correctly - it will be saved, if the information has not been entered correctly - it will not be saved.

If the information in an individual field is valid it will be saved upon submission.

Upon submission a pop-up window will appear contain a message that the either confirming that the update was successful or recording the number of errors found.

Please note that you must press the [SUBMIT] button for your changes to be saved.

Pressing Carriage-Return/Newline (the 'Enter' key) is equivalent to pressing the [SUBMIT] button. Please use the tab key to navigate to the next field.

Generic Form Completion - 'Completeness'

An 'Incomplete' form toolbar
Figure  -  An 'Incomplete' form toolbar.

While some question are optional certain details must be provided before the form can be considered 'complete'. Pages which have required fields which have no values have their page numbers highlighted in a red and white box on the toolbar. (See the figure directly above.) When a Profile is first created some or all the fields on a form are flagged as 'incomplete'. When all the required fields on a page have been completed (for the first time) the red and white box disappears. The status of the page is altered when the page is submitted.

A 'Complete' form toolbar
Figure  -  A 'Complete' form toolbar.

When all the pages on a form are 'complete', a button will appear on the toolbar which will allow you to [PROGRESS] the form. (See the figure directly above.) Having been 'progressed' a Profile moves to the next stage of the planning process. The form is considered finished and further edits to the progressed form will not be possible without the direct intervention of a NMF-SS Manager.


Printing Empty Forms

Web pages are not intended to be printed. However because there are clearly times when it is important to create a paper copy of the main MFP forms a link to a printed version of the form occurs at the top of each form edit page.

The print page has different modes:

[Show completed fields only] - Only displays thoses fields which the PI has completed. Fields which are empty are not displayed. This is intended as a summary of the form.

[Show Complete Form] - Displays all the field which the PI was able to complete. Fields which are empty are displayed. This represents the 'completed' form.

Please note - when completing a form some questions cause new fieldset to be displayed. For example, the equipment which PI have selects determines the questions which they are subsequently required to answer. In this sense "Show Complete Form" refers to a 'complete' version of the form which is customised to an individual PI's requirement.

"Empty Form All Fields" - The following are links are to an empty copy of the forms which contain every field which it is possible to complete.

Empty form version showing every field on the SME - [here].
Empty form version showing every field on the QUE- [here].
Empty form version showing every field on the AGR - [here].


File Upload

Additional information in support of your application may be uploaded as files.

Please be aware that the information which you are providing will be publicly available to view upon the Internet.
The acceptable file types are : DOC GIF JGP PDF. The size of individual file uploads must not exceed - 150 Kilobytes.
Please crop images so that their width does not exceed 720px.

Errors will be generated if the file which you are attempting to upload is not correctly named, is too large, or is of the wrong file type.

An uploaded file can later be amended and reloaded.

Where a question within a form allows the file upload option multiple files can be uploaded.
Either diagrams or documents can be loaded.

Documents
Documents can be loaded as either Word documents DOC or Adobe PDF files. A document is not displayed as part of the web page but will be available to the public to download and view.

Diagrams
Diagrams should be loaded in either a GIF or JPG image format.

Diagrams will be displayed as part of a web page. Please crop images so that their width does not exceed 720px.
Please help us by ensuring that the diagrams uploaded are large enough to viewed properly but small enough to download quickly.

Reducing the size of images :

  • Use GIFs for figures and diagrams.
  • Use JGPs for photographs.
  • Reduce the size of a GIF by reducing the number of colours.
  • Many graphics packages have a save option which includes a compression value which reduces the size of JPG's.
  • Crop images - show only the details which matter and/or remove and excess border around the graphic.
  • Make the canvas size smaller - however be aware that text in graphics tends to become blurred when the overall size of a graphic is reduced. If possible reduce the image size before adding annotations.

Profile Progression

When a Profile is ready to 'Progress' a [Progress] button will appear on the toolbar. The appearance of the [Progress] button means that all the requirements have been met for that particular stage in the Profile - the stage is complete. (See the figure directly above.) The PI does not have to Progress the Profile immediately but can continue amending the Profile.

When you are ready to progress press the [Progress] button. This will forward you to the 'Profile Progression Page' where you have a final chance to review your alterations to the Profile before committing to the next stage.

Having been 'progressed' a Profile moves to the next stage of the planning process. The stage is then considered finished. Modifications will not be possible without the intervention of a NMF-SS Manager.

On the completion of each stage please check that all your details are correct before progressing the Profile.


Risk Assessments

Always begin by downloading the most recent versions of Risk Assessment forms from the web site. Never use files that you have on your local PC which may have become obsolete.

All Risk Assessment forms must be uploaded on to this web site (or returned to NMFSS Operations) four weeks prior to the cruise.

Risk Assessment forms must be provided for all scientific activities undertaken on board. A Risk Assessment may be required to operate an item of equipment or where a particular hazard has been identified.

The number of Risk Assessment forms required for a Profile is determined from the information which the PI has provided in the Questionnaire.

There are two basic types of Risk Assessment forms :

  • Nominee Supplied Risk Assessment forms.

    Nominee Supplied Risk Assessment forms include assessments for:
    Any externally owned equipment and/or procedures for which the PI is responsible.
    The first assessment of new NMF-SS owned equipment.

    More information on completing a Nominee Supplied Risk Assessment forms - [here].

  • NMF-SS Supplied Risk Assessment forms.

    NMF-SS Supplied Risk Assessment forms for all NMF-SS owned equipment and procedures.

    More information on completing a NMF-SS Supplied Risk Assessment forms - [here].

The person (or group of people) whose responsibility it is to complete the Risk Assessment is called the Nominee. The Nominee must already be a Registered User of the Marine Facilities Planning web site. At the Risk Assessment Open stage the NMF-SS Manager assigns a Risk Assessment to a Nominee. Once the list of Nominees has been identified by a NMF-SS Manager the Nominee/Risk Assessment information is available online.

When the Risk Assessment Open stage is progressed the PI and all Risk Assessment Nominees will be notified by email; making the Nominee aware of their responsibility to complete the Risk Assessment. Risk Assessment forms remain open and can be completed at any time over a number of subsequent stages.

Risk Assessment forms should be completed in Word.

A NMF-SS Manager will assign a Risk Assessment to a Nominee but please note that it is the responsibility of the PI to ensure that the Risk Assessment forms are completed, and uploaded onto this web site (or returned to NMFSS) four weeks prior to the cruise.

It is the responsibility of the PI to ensure that the Risk Assessment forms are completed four weeks prior to the cruise.

The process of Assigning/Uploading Risk Assessment forms is completed by a Manager at the Risk Assessment Open stage - [here].

A Risk Assessment may be repeatedly modified and reloaded over a number of stages. To ensure that the correct version of the Risk Assessment are being used it is important that the Risk Assessment forms should only be downloaded for use after the Risk Assessment Closed stage. Once the Risk Assessment Closed stage has been progressed Risk Assessment forms for that Profile can no longer be modified and they are considered 'Closed'.

Prior to the Risk Assessment Closed stage Risk Assessment forms (are deemed 'Open' and) may be repeatedly amended. It is important that the completed Risk Assessment forms should only be downloaded for use on the cruise after the Risk Assessment Closed stage. This will ensure that the correct revision is being used.

Completed Risk Assessment forms should only be downloaded for use after the Risk Assessment Closed stage.


Completing a Nominee Supplied Risk Assessment forms

If we do not have a Risk Assessment which is suitable for equipment which you are supplying and/or an activity you wish to undertake, you will have to supply and complete your own Risk Assessment.

A Risk Assessment which has been written by an external organisation would be acceptable. This should be reviewed, completed, signed and uploaded in the usual manner.

You must always review an existing external Risk Assessment.

If there is no external Risk Assessment available to you will have to create a new one. Detailed assistance in creating a new Risk Assessment is provided - [here].

Similarly if the Risk Assessment is for a new piece of NMF-SS equipment and/or activity you will have to create a new one. Detailed assistance in creating a new Risk Assessment is provided - [here].

If you have created a new NMF-SS Risk Assessment a copy must be sent to the Marine Safety Manager

If additional documents such as Control of Substances Hazardous to Health (COSHH), Work Safety Instruction (WSI), Lone Working Checklist are required they must also be reviewed, signed and dated.

Upload the completed Risk Assessment form.

You must sign and date the completed Risk Assessment form before uploading it onto the Profile.

Return to the Nominee Supplied Risk Assessments table and select the fourth column - Re/load which will forward you to the File Upload Page where the completed Risk Assessment can be uploaded.

Risk Assessment files can be repeatedly reloaded. They can be continue to be reloaded at any time up to the 'Risk Assessment Closed'.

Please archive any Risk Assessments files you have on your PC so that they are not accidentally used again.


Completing a NMF-SS Supplied Risk Assessment form(s)

Download the existing Risk Assessment file.

Always begin by downloading the existing NMF-SS Supplied Risk Assessment file

Always begin by downloading the existing NMF-SS Supplied Risk Assessment file - this will ensure that you are always working with the most up to date version.

On the NMF-SS Supplied Risk Assessments table Right select on the name/link in the first column - Risk Assessment - and select 'Save Link Target As' option to download the existing Risk Assessment file onto your computer.

Alternatively Left select on the name/link in the first column will cause the Risk Assessment file to open in its own window.

Edit the saved file.

Open the downloaded file locally and make your modifications (in Word).

You must review the Risk Assessment. If you make changes to the Risk Assessment a copy must be sent to the Marine Safety Manager.

You must review an existing Risk Assessment to ensure that the control strategies which have been implemented are still effective. If significant changes are needed such as the additional hazards or control measures then amend the Risk Assessment, sign and date the review, and send a copy to the Marine Safety Manager (MSM), who will update the Risk Assessment and increment its revision number. You are not required to send a copy to the Marine Safety Manager unless significant changes have been made.

You must sign and date the completed Risk Assessment before uploading it onto the Profile.

If additional documents such as Control of Substances Hazardous to Health (COSHH), Work Safety Instruction (WSI), Lone Working Checklist are required they must also be reviewed, signed and dated.

Upload the completed Risk Assessment.

Return to the NMF-SS Supplied Risk Assessments table and select the fourth column - Re/load which will forward you to the File Upload Page where the completed Risk Assessment can be uploaded.

Risk Assessment files can be repeatedly reloaded. They can be continue to be reloaded at any time up to the 'Risk Assessment Closed'.

Please archive any Risk Assessments files you have on your PC so that they are not accidentally used again.


Creating a New Risk Assessment

If we do not have a Risk Assessment which is suitable for equipment which you are supplying and/or an activity you wish to undertake, you will have to supply and complete your own Risk Assessment.

A Risk Assessment which has been written by an external organisation would be acceptable.
This should be reviewed, completed, signed and uploaded in the usual manner.

A Risk Assessment may be written entirely from scratch.

Alternatively the following 'Blank Risk Assessment forms' can be downloaded (by left clicking on the link and selecting 'Save As') and modified to suit your requirement :

Empty (new) Risk Assessment forms are available to download here.
  • Empty NMF-SS Risk Assessment - [here].
  • Empty NMF-SS COSHH - [here].
  • Empty NMF-SS Lone Working Checklist - [here].

If you create a new Risk Assessment for a new item of NMF-SS equipment please send a copy to the Marine Safety Manager (MSM), who will update the Risk Assessment and provide revision number.


Multi-Profile

An SME may be an application for marine research time with the same requirements on a number of different cruises. These cruises may be requested to occur within; either the same Programme year and/or over a number of different years.

An indication that a Profile will require 'more than one cruise' is given in the SME - Section A.3 Program Details.

If the requirements outlined in the SME remain unchanged between cruises a 'Multi-Profile' will be automatically created by NMF-SS.

If the cruises in a project are related but the requirements/specifications change between cruises then a new Profile should be created for each cruise.

The NMF-SS Manager is responsible for creating the new Multi-Profile using the information provided in the SME. The PI will be alerted by email.

A Multi-Profile is a series of Profiles which share a common SME.

The first or original Profile in a Multi-Profile is the 'parent'.

By convention the 'child' Profiles reference the 'parent' when they are displayed.

For example as a full series eg. 43[1] 43[2] 43[3] or individually eg. 43 [3] - where '43' is the parent, '43[1] 43[2] 43[3]' is a series of Profiles, and '3' refers to an individual Profile within a series.

New 'children' in a Multi-Profile series will be created by the NMF-SS Manager as part of the Create Programme stage. For each 'child' Profile the PI will then proceed forward normally from the Create Programme stage; firstly by having the PI Accept the Terms and Conditions and then by completing a Questionnaire etc.

While an SME may be shared (by using a Multi-Profile) every cruise must subsequently have its own Questionnaire and associated information.


Programme Chart

The Programme Chart is dynamically created. As staff and PI's input new information it is directly incorporated into the chart. Please be aware that for this reason errors may also be introduced. Please read our accuracy statement - [here].

The last modified date given on the chart refers only to the cruise information which is being presented ie. ships dates & ports. It does not include changes occurring within individual Profiles eg. adding equipment.

Printing
Note : Do not rely upon paper copy - please refer to the web-based version of the information as this will always be the most up to date.

Theoretically information presented on the web has not been designed to be printed. In practice we recognise that on many occasions it is useful to do so.

Unfortunately the dynamic nature of the Programme Chart means that it has to be continuously modified [by us] to accommodate printing to fit on a single page.

We have successfully printed the chart on A3 and A4 for both Internet Explorer and Mozilla. Unfortunately exact instructions for doing this are system specific and depend upon the print drivers which are installed. However here is some help :

PRINTING ON MOZILLA

Goto : File -> Print Preview -> Landscape -> Shrink to Fit -> Print.

To include or remove the blue background:

Goto : File -> Print Preview -> Print Setup -> Background Images.

PRINTING ON INTERNET EXPLORER

Goto : View -> Text Size -> Select Smaller.

Goto : File -> Print Preview -> Select Page Setup (Cog Icon or Alt U) -> Paper Size : A3 -> Orientation : Landscape -> OK

Goto : File -> Print Preview -> From the drop down box select -> Page Width

To include or remove the blue background:

Goto : Tools -> Internet Options -> Advanced -> Printing -> Print background colors and images.
Now reset your browser font size.

A printed copy of the programme is also available from the Process Group - NOC Rm251/28.

The information for Programme 2005 was originally input in order to test the system and remains incomplete. The information for Programme 2006 should provide a complete record of the Profiles included.


The Profile Progression Table

The Profile Progression Table has been discussed above - [here].

A detailed description of each stage follows.


Edit SME (Parts - General & Technical)

This stage is completed by the PI.

During this stage the General & Technical Part of the SME is edited by the PI. The NMF-SS Manager also has access to modify the form and is able assist the PI.

Upon the progression of this stage email alerts will be sent to the following parties  : NERC Marine Planning Officer, NMF-SS Programme Manager.

The information entered in the General & Technical Section of the SME must reflect the requirements outlined in the science proposal.

The onus is upon the PI to correctly indicate what their technical requirements are. Please also note that detailed and accurate SME's have an improved chance of becoming part of the Programme.

The NMF-SS Manager is available to provide assistance for any technical enquires. Contact details can be found - [here].

At this stage you must indicate that you have already made an application for funding, the Profile cannot be completed until you have done so. However you do not presently require confirmation that your funding has been approved, only to supply us with details about your application.

In the next stage of this application you will be asked to confirm that you have received funding and provide us with further details about this. Please note that until you have confirmed your funding your application will not be included in the planning process. Please help us by completing this information at your earliest possible convenience.

The information provided in the SME (Technical and General) stage will also be used to provide you with an SME costing. The NMF-SS Manager will upload an SME costing during or after the following SME (Funding) stage.

It is the responsibility of the PI to ensure that the Project always has sufficient funding to meet the costs which are being indicated.

Once progressed this part of the SME (General & Technical) cannot subsequently be altered by the PI.

When the all edits are complete the SME can be progressed.

More information about completing the form online is available - [here].

We recommend printing a copy of your SME for your own record before progressing - [here].


Edit SME (Part - Funding)

This stage is completed by the PI.

Upon the progression of this stage email alerts will be sent to the following parties : NERC Marine Planning Officer, Head of NMF-SS, NMF-SS Programme Manager NMF-SS Operations Manager.

During this stage the Funding Part of the SME is edited by the PI. The NMF-SS Manager also has access to modify the form and is able to assist the PI.

It is helpful to the planning process that the SME funding stage is completed as soon as the information is known.

NERC's Marine Facilities Planning programme is planned on the basis of the calendar year. This Profile must have completed this - the Confirm Funding stage - by the deadlines provided by NERC in order for it to be considered for inclusion in the following years programme. Submissions after the deadline date will be carried forward to the subsequent year, unless they can be satisfied on an opportunistic basis.

Please check the NERC deadlines (new browser window) - [here].

Please note that until you have confirmed your funding your application will not be included in the planning process.

While the PI is completing their funding information the NMF-SS Manager is simultaneously completing a costing based upon the information which has been provided in the earlier SME (General & Technical) stage.

Because it is the responsibility of the PI to ensure that the Project always has sufficient funding to meet the costs which are being indicated a PIs may wish to wait until a costing has been provided before completing the SME Funding stage. Please let us know if you are waiting for a costing to be produced - [here].

It is the responsibility of the PI to ensure that the Project always has sufficient funding to meet the costs which are being indicated.

The SME Funding section completes the SME. Only information about grants which have been confirmed should be provided here.

When all the edits are complete the SME can be progressed.

Once the stage has been progressed by the PI the SME is considered finished and no part of it can be edited by either the PI or the NMF-SS Manager. It is important that all parts of the SME are checked by the PI before the SME is progressed.

The SME is now complete and cannot be altered.

More information about completing the form online is available - [here].


SME Costing

Collateral files on menu.

This stage is completed by the NMF-SS Manager. No action is required of the PI.

Upon the progression of this stage email alerts will be sent to the following parties : PI, NERC Marine Planning Officer, NMF-SS Programme Manager.

During this stage a costing file based upon the information which has been provided in the earlier SME (General & Technical) stage is uploaded by the NMF-SS Manager.

In order to speed up the process the NMF-SS Manager also has the ability to upload a costing file at the same time as the PI is completing the SME Funding stage - so this stage may already be complete.

Upon the progression of this stage email alerts will be sent to the following parties : PI.

At the SME Costing stage the NMF-SS Manager will upload a PDF file containing a provisional cost for the application based upon the information provided in the SME.

If the SME costing exceeds the funding allocation of your grant you should speak directly to NMF-SS - [here]. A number of issues have to be considered; this may even mean that a new Profile has to be created.

Once a Profile has been selected use the Collateral link of the user Menu to view or download the SME Costing.

User Menu :
  -> Collateral Files only
    -> Table : Collateral Files Associated With The Profile
    -> Row : OperationsMeeting


Create Programme Stage

This stage is completed by the NMF-SS Administrator.
No action is required of the PI who will be notified by email when the stage is complete.

During this stage a Programme is created by the NMF-SS Administrator.

Upon the progression of this stage email alerts will be sent to the following parties : PI.

The Programme contains the details of ships, associated Profiles and cruise dates for the following year.

A Programme is published once a year. The dates in a Programme run between 1st Jan and 31st Dec and is named after the year in which it falls   eg.  Programme 2005.

The Programme is a collection of Profiles. Profiles which can be considered for inclusion in the Programme must have completed the 'Confirm Funding' stage.

The process of creating the Programme involves associating an individual Profile with a ship for specific cruise dates. Please note that the allocation of cruise time will be taken in consultation with the Profile owner and the may not exactly match the information which has been provided in the SME.


Confirmation Stage

This stage is completed by the PI.

During this stage a 'Confirmation of Agreed Terms' is submitted by the PI.

Upon the progression of this stage email alerts will be sent to the following parties : NERC Marine Planning Officer, NMF-SS Programme Manager, NMF-SS Operations Manager, NMF-OPS.

A confirmation is an acknowledgement by the PI that in accepting the offer of ship time they agree to abide by the terms and conditions under which the offer was made.

Please read the terms and conditions as laid out and then press the [Accept] button at the foot of the page. You will then be asked to progress the profile.

On completion of this stage please go to the National Marine Facilities - Sea Systems Operations page and download a copy of the :

  • Joining instuctions for a NERC cruise (132kb pdf) - [here].
  • Principal Scientist Guidance Notes (578Kb pdf) - [here].

Edit Questionnaire Stage

This stage is completed by the PI.

During this stage the Questionnaire is edited by the PI. The NMF-SS Manager also has access to modify the form and is able assist the PI.

Upon the progression of this stage email alerts will be sent to the following parties : NMF-SS Programme Manager, NMF-OPS.

Having been accepted as part of a Programme the Questionnaire now requires the PI to provide more detailed information about the equipment which they previously requested in the SME. The information which the PI has already supplied is 'cascaded' into the Questionnaire and therefore will not require re-inputting.

The Questionnaire will allow the PI to change the information which they provided in the SME by adding or removing equipment from their request. However in making such modifications it is important for the PI to maintain the balance between; the information in the Science Plan for which you are being funded, and the amount of funding being received.

Be aware that Funding has been provided on the basis of the information provided in the Science Plan and that the Profile has been included in the Programme on the basis of costed information included in the SME

Major alterations between the information in the SME and Questionnaire are flagged in purple.

When all the edits are complete the Questionnaire can be progressed.

More information about completing the form online is available - [here].

We recommend printing a copy of your Questionnaire for your own record before progressing.


Risk Assessment Open Stage

This stage is completed by the NMF-SS Manager. No action is required of the PI who will be notified by email when the stage is complete.

During this stage Risk Assessments are associated with the Profile.

Upon the progression of this stage email alerts will be sent to the following parties : PI, Risk Assessment Nominees.

A Risk Assessment may be required to operate an item of equipment or where a particular hazard has been identified. The number of Risk Assessments is determined from the information which the PI has provided in the Questionnaire.

The person whose responsibility it is to complete the Risk Assessment is called the Nominee. The Nominee must be a Registered User of the Marine Facilities Planning. At this stage the NMF-SS Manager assigns a Risk Assessment to a Nominee. Once the list of nominees have been identified by a NMF-SS Manager the Nominee/RiskAssessment information will be made available online.

When the 'Risk Assessment Open' stage is progressed the Principal Investigator and all Risk Assessment Nominees will be notified by email; making the Nominee aware of their responsibility to complete the Risk Assessment.

We recommend that Risk Assessment forms should be completed in Word documents. A Nominee is able to log in and upload their completed Risk Assessment over a number following Profile stages.

A NMF-SS Manager will assign a Risk Assessment to a Nominee but please note that it is the responsibility of the PI to ensure that the Risk Assessment forms are completed in a timely manner.

Risk Assessment forms can be uploaded over a number of subsequent stages. The process of Assigning/Uploading Risk Assessments is completed at the 'Risk Assessment Closed' stage - [here]

Prior to the 'Risk Assessment Closed' stage Risk Assessment forms may be repeatedly amended. IMPORTANT : The completed Risk Assessment forms should only be downloaded for use after the 'Risk Assessment Closed' stage. This will ensure that the correct revision is being used.

When all Risk Assessments have been assigned Nominees for the Profile the stage can be progressed.


Collateral files on menu.

Cost Questionnaire Stage

This stage is completed by the NMF-SS Manager.
No action is required of the PI who will be notified by email when the stage is complete.

During this stage a file is uploaded by the NMF-SS Manager.

Upon the progression of this stage email alerts will be sent to the following parties : PI, NMF-SS Programme Manager.

At the Cost Questionnaire stage the NMF-SS Manager will upload a PDF file containing a revised cost for the application based upon the revised information provided in the Cost Questionnaire stage.

Once a Profile has been selected use the Collateral link of the user Menu to view or download the Cost Agreement.

User Menu :
  -> Collateral Files only
    -> Table : Collateral Files Associated With The Profile
    -> Row : OperationsMeeting


Collateral files on menu.

Deck Plan Stage

At the Deck Plan stage the NMF-SS Manager may (optionally) upload a file. No action is required of the PI who will be notified by email when the stage is complete.

Upon the progression of this stage email alerts will be sent to the following parties : PI.

The Deck Plan contains a representation of the layout of the ship.

To view the Deck Plan you must log in. They are not available to members of the public.

View or download the Deck Plan by navigating via

User Menu :
  -> Collateral Files only
    -> Table : Collateral Files Associated With The Profile
    -> Row : DeckPlan


Clearance Confirmation Stage

The Clearance Confirmation stage requires the PI to upload a file.

Upon the progression of this stage email alerts will be sent to the following parties : NMF-SS Programme Manager.

The Clearance Confirmation becomes publicly available after the stage has been progressed.

View or download the Clearance Confirmation by navigating via

Display Profile Summary Page
  -> Table : Profile Progression
    -> Column : Actions available
    -> Row : View Ships Clearance


Edit Agreement Stage

This stage is completed by the NMF-SS Manager. No action is required of the PI who will be notified by email when the stage is complete.

During this stage an Agreement is created by the NMF-SS Manager.

Upon the progression of this stage email alerts will be sent to the following parties : PI.


Cost Agreement Stage

Collateral files on menu.

This stage is completed by the NMF-SS Manager. No action is required of the PI who will be notified by email when the stage is complete.

During this stage a file is uploaded by the NMF-SS Manager.

Upon the progression of this stage email alerts will be sent to the following parties : PI, NMF-SS Programme Manager .

At the Cost Agreement stage the NMF-SS Manager will upload a PDF file containing the final costing for the profile/application based upon all the information provided.

Once a Profile has been progressed use the Collateral & Costing Files of the User Menu to view or download the Cost Agreement.

User Menu :
  -> Collateral Files only
    -> Table : Collateral Files Associated With The Profile
    -> Row : OperationsMeeting


Confirm Agreement Stage

This stage is completed by the PI.

During this stage the PI is responsible for checking that the Agreement drawn up by the NMF-SS Manager is correct.

Upon the progression of this stage email alerts will be sent to the following parties : NMF-SS Head, NMF-SS Operations Manager, NMF-OPS.

The Agreement is a read only document for the PI. However the PI is responsible for ensuring that the information which has been input into the final document of the Profile - the 'Agreement' - is correct.

If the PI is not happy with any aspect of the Agreement this should be discussed with the NMF-SS Manager who will amend the Agreement accordingly.

When the PI progresses the Profile they are indicating that they have checked the Agreement and that the recorded information clearly indicates their requirements and reflects all the arrangements which have been made.

We recommend printing a copy of your Agreement for your own record - [here].


Edit Cruise Directive & Sailing Instruction Stage

This stage is completed by NMF-SS Administration. No action is required of the PI.

This is an administrative stage which is of no significance to the PI.

Upon the progression of this stage email alerts will be sent to the following parties : NMF-SS Head.


Accept Cruise Directive & Sailing Instruction Stage

This stage is completed by the Head of NMF-SS. No action is required of the PI who will be notified by email when the stage is complete.

This is an administrative stage which is of no significance to the PI.

Upon the progression of this stage email alerts will be sent to the following parties : PI.


Risk Assessment Closed Stage

This stage is completed by the NMF-SS Manager. No action is required of the PI.

Upon the progression of this stage email alerts will be sent to the following parties : PI, NMF-SS Operations Manager, NMF-SS Ops Admin, Cruise Manager.

As previously indicated; while the NMF-SS Manager assigns a Risk Assessment to a Nominee it is the responsibility of the PI to ensure that the Risk Assessment forms are completed in a timely manner.

Risk Assessment forms can be uploadeded over a number of preceding stages. The process of Assigning/Uploading Risk Assessments is completed at the 'Risk Assessment Closed' stage - [here]

Prior to the 'Risk Assessment Closed' stage Risk Assessment forms may be repeatedly amended. IMPORTANT : Completed Risk Assessment forms should only be downloaded for use after the 'Risk Assessment Closed' stage. This will ensure that the correct revision is being used.

If it is necessary to contact the Nominee concerning the completion of a Risk Assessment the 'List Users Page' provides contact details for nominees - [here].


NERC Post Cruise Assessment

This stage is completed by the PI.

Upon the progression of this stage email alerts will be sent to the following parties : Cruise Manager, NMF-SS Technical Group Heads.

Within seven days of the cruise docking the PI is responsible for submitting a NERC Post Cruise Assessment (PCA). An empty PCA can be downloaded - [here].

Please use the upload mechanism to submit the completed forms to NMF-SS.

Within the next year we anticipate the PCA becoming a form which can be completed online (19-09-07).


Raw Scientific Data Submission

This stage is completed by the Cruise Manager. No action is required of the PI.

Upon the progression of this stage email alerts will be sent to the following parties : PI, BODC representative.

The publication of raw scientific datasets (and the PI's Final Cruise Report) by BODC indicates to NERC that the cruise has been completed. NERC advise that the unprocessed scientific data should be submitted to BODC 7 days after the cruise docks.

The form page indicates that the unprocessed scientific data has been submitted to BODC by NMF-SS. Please use the form to include any details or comments you may have and press submit. Upon progression of the stage, BODC will be sent an email alert indicating that NMF-SS considers that the data submission process is complete.

BODC are providing NMF-SS with a web service which we can poll to indicate the location of the unprocessed data sets on the BODC web site. The appearance of the data on the BODC web site is the more significant event and the cruise will not be deemed complete until those datasets appear.

Please be aware that the information in this page will be used as part of the automatic mechanism for reporting to NERC on cruise completion.


BODC Cruise Summary Report

This stage is completed by the PI.

Upon the progression of this stage email alerts will be sent to the following parties : PI, BODC representative.

Within a week of a cruise being completed the PI is responsible for providing BODC with a copy of the Cruise Summary Report.

The current Cruise Summary Report and other instructions can be downloaded directly from BODC - [here].

BODC are presently developing a service which will allow NMF-SS to poll for the existence of the Cruise Summary Report upon the BODC web site. Once the service has been developed, the Profile will auto-progress when the Cruise Summary Report has been uploaded, and a link to the completed document will be provided here.

As this service is still in development this stage can be progressed at the NMF-SS Managers discretion.


PI Final Cruise Report

This stage is completed by the PI.

Upon the progression of this stage email alerts will be sent to the following parties : Cruise Manager.

Within six months of a cruise docking the PI is responsible for providing BODC with a copy of the Final Cruise Report.

BODC are presently developing a service which will allow NMF-SS to poll for the existence of the Final Cruise Report upon the BODC web site. Once the service has been developed, the Profile will auto-progress when the Final Cruise Report has been published, and a link to the completed document will be provided on the MFP.

Please be aware that the information in this page will be used as part of the automatic mechanism for reporting to NERC on cruise completion.

As this service is still in development this stage can be progressed at the NMF-SS Managers discretion.


Post Cruise Reports

Reports on menu.

This stage is completed by the NMF-SS Manager.

Upon the progression of this stage email alerts will be sent to the following parties : PI, Cruise Manager.

The following reports get published during the Post Cruise Report stage:

  • Masters Report
  • TLO Report
  • Technical Report
  • Ships Cruise Debrief

Restricted

The reports which are you are able to access via the web site is determined by your log in role. Please speak to the administrator if you require access to a report which is being published but which are presently not visible to you.

For generic information upon uploading files go - [here].

To view the Post Cruise Reports of the currently active Profiles please select the Cruise Reports only option in the User Menu of the left side navigation bar. Please see the figure above.


Archive Stage

This stage is completed by the NMF-SS Manager.

The Archive stage allows the owner of the Profile or the NMF-SS Manager to archive a Profile.

If you later wish to withdraw your application please could you use the archive mechanism at the foot of the Profile Progression Table to remove the cruise profile and help us to keep the web site up to date.

Archiving removes a Profile from the system such that it can no longer be updated. The Profile can no longer be modified by the NMF-SS Manager, PI or any other. A 'static copy' of the Profile/Application may still be viewed.

A Profile may be archived because the Programme is no longer 'live' or because a change in circumstance makes the application no longer worth pursing.


Why does the system sometimes log me out?

The earlier answer (see below) represents the situation for 99% of web application and can be considered as 'normal browser behaviour'. However, in response to user requests, the MFP has been modified so that the sessions details are now recorded in the database. This allows the length of a session to be controlled by the web application rather than by the web server. Consequently a MFP session now last for several hours. This is acceptable because of the low volume of traffic which accesses MFP.

This is an issue which affects, not just the MFP, but most web sites which dynamically generate information.

When a User firsts visits a dynamic web site a 'session' is created which allows the server to recognise the User as they navigate from one page to another. If the User fails to make a request to the server within a specified period of time [normally 24 minutes] they are deemed to have become 'inactive' and the server destroys their session information. It does this in order to create room for other users.

In practice this means that you cannot leave your browser open and 'logged in' and expect to return to your work later - you will have been logged out and your information will be lost. It also means that you're not able to bookmark pages which require you to log in.

It is important to regularly submit your information when you are completing any form online.

Browsing problems.

This web site was developed for a 1024px screen width using Mozilla 1.6 and Internet Explorer 6.x. and validated by the Web Design Group as XHTML 1.0 Transitional.

If you are having problems with any web site you may want to try:

  • Clearing the cache - look in the Internet Options or Preferences to do this.
  • Close and re-open your browser.
  • Re-boot the PC.
  • Try installing a later version of the browser.
  • Use another browser.

Also be aware that the problem may be with the server sending the pages rather than a fault on your machine.



Information not Available

Sorry this functionality has only just been added to the system and the help file has not been completed. If you continue to have problems please contact us - [here].

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