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Ref. Ares(2018)5955606 - 21/11/2018 For the attention of the directors of maritime administrations of the EU Member States and of EEA Countries Lisbon, 21 November 2018 Subject: Invitation to participate in pilot projects for the facilitation of ship to shore reporting and the enhancement of ship database services Dear Madam, Sir, In accordance with the Commission Implementing Decision C(2017)8146 of 8/12/2017 on the adoption of the work programme for 2018 for the implementation of the European Maritime and Fisheries Funds and the prior approval of the EMSA Administrative Board, EMSA signed the agreement with DG MARE on 18 September 2018 to implement an ad-hoc grant action for the “promotion of interoperability between industry and competent authorities in the European Maritime Single Window environment under the CISE Process”. The main activities funded under the grant are to:  Assist Member States in improving their solutions and interfaces with SSN in accordance with the requirements of Directive 2010/65/EU in order to establish more harmonised baseline in the EU on NSW systems;  Enhance the overall functionalities of SSN, as well as to examine how interoperability with other EU IT systems (e.g. NSWs, Mandatory Reporting Systems, VHF Data Exchange System for the transmission of digital data between ship and shore, eCustoms, Eurostat) can be handled. Within the above actions, EMSA intends to first launch the two following pilot projects with volunteer Member States: a. Facilitation of ship to shore reporting: the pilot project will aim at developing and testing solutions to facilitate the reporting procedures from ship to shore and improve the coastal stations’ situation awareness. The solutions aim at minimising the reporting burden for ship masters and coastal station operators in MRS and VTS areas by re-using and combining information already available in the SSN Ecosystem. The combined information will be made available to coastal stations to provide an overview of the vessels’ activity in their areas of interest. The project will also investigate how MRS and VTS reporting may be harmonised at EU level. b. Enhancement of ship database services: the pilot project will aim at further developing EMSA’s central ship database services and promoting their use by the Member States. Such services will be developed to share accurate and up-to-date ship particulars data with national maritime applications such as NSW or national SSN with the aim reducing reporting burden and enhancing data quality. Different data sources for ship particulars will be assessed such as national systems (e.g. SSN, NSW and Flag registries), EMSA maritime applications, Recognised Organisations and commercial data providers. Page 1 of 2 [email protected] Tel +351 21 1209 256 / Fax +351 21 1209 212 EMSA, Praça Europa 4, 1249-206 Lisbon, Portugal / emsa.europa.eu  The management of all the activities is overseen by a Steering Committee composed of the relevant Commission DGs (MOVE, MARE, DIGIT and TAXUD) and EMSA. The main role of the Committee is to ensure that the projects are progressing according to established time-frame, deliverables and budgets. The Steering Committee agreed on the above two projects at its meeting on 8 November 2018. The terms of reference for each of the projects are attached to this letter. The two projects will be executed over a period of 2 years (2019-2020). During this period, the volunteer Member States are expected to actively participate in the definition and design of the solutions, testing with coastal stations, and in the evaluation of the outcome of the tests. The Member States interested in participating in the pilot projects above are invited to confirm their participation in written to EMSA by 15 January 2019 by indicating the project(s) they wish to participate to and providing the contact details of the person who will liaise with EMSA for the coordination of the work as well as the authorities who will participate in the execution of the project. If you need further information or clarification, your services may contact Mr Lazaros Aichmalotidis, Head of Unit C.2 - Vessels and Port reporting Services (e mail [email protected], tel. +351211209249). Yours sincerely, Markku Mylly Executive Director Annex: Terms of reference of the pilot projects Page 2 of 2 Electronically signed on 21/11/2018 10:40 (UTC+01) Ref. Ares(2018)5955606 - 21/11/2018 Pilot project on “Facilitation of ship to shore reporting” Terms of Reference 1. Background Currently, there are 16 IMO adopted MRSs in the European waters. In such areas, ships are required to report data to shore-based authorities, and these authorities must have the capability to interact with participating ships. The IMO Resolution A.851 (20) (27 November 1997), defines the objective of the MRS reports (to provide data for search and rescue, Vessel Traffic Services, prevention of marine pollution etc.) and the procedures/content of the MRS reporting for ships crossing a MRS. While IMO legal instruments focus on the procedure and content for ship-to-shore reporting for ships passing through a ship reporting system, the VTMIS Directive regulates what to report to the coastal stations1 and how to make MRS-related information available to other Member States via SafeSeaNet (SSN). According to the access rights defined in SSN, the coastal stations have full access to SSN information. However, there are still coastal stations which have not been granted access to SSN and consequently loose the opportunity to benefit from the information exchanged via SSN. As a result, SSN information is not reused obliging ships to report information and coastal stations operators to type again information which is already available. There is an untapped potential to simplify the work of both ships and coastal stations’ operators by exploring the synergies between data needed by the coastal stations and SSN data and making the necessary arrangements (technical, administrative and legal). 2. Objectives The objective of the pilot project is to explore possible synergies in the use and re-use of information available and shared by the Member States via the SSN Ecosystem to minimise the reporting burden for ship masters and coastal station operators in MRS and VTS areas. The pilot project will test technical solutions to simplify reporting for the benefit of ships and the MRS/VTS centres. In addition, the deliverables of the project should be of benefit to other types of coastal stations (e.g. MRCC, SAR) by providing them with integrated ship data which should lead to a better awareness in their areas of responsibility and enhanced safety. The project aims at developing a pilot that will demonstrate how: a. The different data sets which are exchanged through the SSN Ecosystem (e.g. ship details, voyage data, hazmat, position data and information about accident or incidents) will be reused by coastal stations. The above data will be integrated and made available to the different coastal stations; 1 According to Article 3, paragr. n of the VTMIS Directive 2002/59, “Coastal station” means any of the following, designated by Member States pursuant to this Directive: a vessel traffic service; a shore-based installation responsible for a mandatory reporting system approved by the IMO; or a body responsible for coordinating search and rescue operations or operations to tackle pollution at sea. Page 1 of 3 EMSA, Praça Europa 4, 1249-206 Lisbon, Portugal / emsa.europa.eu b. The coastal stations authorities will use the integrated data to minimise the reporting burden for ships, improve the efficiency and the effectiveness of provided services and develop a better awareness of their areas of control. The pilot project will also investigate how MRS and VTS reporting may be harmonised at EU level. The project’s results may indicate needs for amending existing IMO and EU legal acts for MRS and VTS reporting. However, this objective will not anticipate any change to such legal acts or to services delivered by VTS or MRS. 3. Deliverables The following activities are foreseen during the pilot project: a) Define the content of the Integrated Ship Report (ISR): The project participants will define data elements and their sources in order to create an ISR which will cover the needs of different coastal stations in a harmonized way. b) Develop the technical solution to build the ISR: Once the content of the ISR is defined, a tool for continuous data collection and integration will be developed and tested. This tool will run along with the EMSA maritime applications and will ensure that the ISR is in place and can be distributed whenever needed. c) Develop the technical solution to distribute the ISR to MSs Authorities: This part of the project will focus on developing a solution that will provide the collected data to MSs Authorities through interfaces established between different participants (i.e. web user interface, system2system interface and e-mail notification system). Both “request/response” and “automatic push” modes will be assessed. d) Test the concept with Authorities and Industry: EMSA will work with the Member States and Industry participants to prepare different operational scenarios for testing the provision of the ISR to coastal stations using the solutions mentioned in task c) above. The data provided by the ISR will then be compared with the data reported by the vessel via radio. These operational tests will be used to verify the quality, availability and reliability of the technical solution. e) Prepare the final report: A final report will be prepared at the end of the project which will give an overview of the tasks achieved and will provide the conclusions of the tests as well as recommendations for follow-up actions (e.g. full-scale implementation of the concept, harmonisation of MRS at EU level, recommended changes to legal acts). Other relevant ideas which may emerge during the execution of the pilot project will be assessed and the list of deliverables may be revised. 4. Resources and Members of the Group The work of this group will be executed under the EMSA “Interoperability Project” which was set up to execute action 1.2.1.4 of the European Maritime and Fisheries Fund’s work programme 2018 for the “Promotion of interoperability between industry and competent authorities in the European Maritime Single Window (EMSW) environment under the CISE Process”. Member State participating in SSN with MRS/VTS services in their area of responsibility and willing to work on the task mentioned above may participate in the pilot project. Representatives of industry with an interest in ship to shore reporting may be involved on an ad-hoc basis. The staff nominated by the participating countries to participate in the project’s tasks should preferably have expertise in vessel traffic monitoring, maritime communication systems and vessel traffic management systems. Page 2 of 3 EMSA will provide the secretariat, and will coordinate, collate and amalgamate the input from the participants into working documents for ongoing dissemination and agreement. 5. Working methodology The participating Member States are expected to be involved in the definition and design of the solutions, in real case testing with coastal stations, and in the evaluation of the outcome of the tests. Most of the work will be carried out by correspondence but a number of meetings will also be held with EMSA, Commission and Member States’ experts. EMSA will cover travel, daily allowance and accommodation costs for the attendance to meetings as per the EMSA Rules on Reimbursement of Expenses to Experts. All costs related to the development and setting up of the technical solutions will be covered by EMSA including the cost of technical support to the participating Member States to interface their national systems with the solutions developed for the project. As alternative to using national systems, EMSA also intends to develop web user interfaces that can be used at national level. In order to collect relevant information on the current status of developments, meetings may be held at Member States’ premises, combined with visits to coastal stations centres where related activities are taking place. EMSA or the hosting MS will chair such meetings. 6. Time plan The project is expected to start in January 2019. From that date, the expected schedule for the pilot project is the following:  January 2019 to June 2019: Define the content of the Integrated Ship Report and the distribution method.  June 2019 to September 2019: Draft the system requirements.  December 2019 to May 2020: Develop the technical solution.  May 2020 to June 2020: Prepare operational tests with Authorities and Industry, deploy solution to coastal stations.  June 2020 to July 2020: Test the concept with Authorities and Industry.  July 2020 to December 2020: Assess the test results and produce the project’s report. 7. Duration of the Terms of Reference The pilot project will terminate in December 2020. If considered necessary, it may be extended with the agreement of the Interoperability project’s Steering Committee. Page 3 of 3 Ref. Ares(2018)5955606 - 21/11/2018 Pilot project on the “Enhancement of ship database services” Terms of Reference 1 Background Following the decision of the HLSG 7 (Brussels 7 July 2012) to set up a reference database of ship particulars, a group of experts from Member States, EMSA and the Commission was set up to define the user requirements for such services (concept paper elaborated on 19 November 2012). Using these requirements, EMSA developed a Central Ship Database (CSD) which was made available to volunteer Member States in 2014. Apart from SSN, the CSD was also designed to serve as reference for the identification of ships in all maritime application services provided by EMSA. Other databases have also been developed by EMSA at central level such as the Common Locode Database (CLD), the Common Organisations Database (COD) and the Common Hazmat Database (CHD). Following this first positive experience, further development of the database services is needed to promote the ship database services and accommodate future demand including the needs of reporting to the National Single Window (NSW). 2 Objectives The objective of the pilot project is to further develop EMSA’s central ship database services and promote their use by the Member States. Such services will be developed to share accurate and up-to-date data with national maritime applications (such as NSW, national SSN or other national systems) with the aim of reducing reporting burden, enhancing data quality and developing new uses. For the purposes of the pilot project, different data sources for ship particulars will be assessed such as national systems (e.g. SSN, NSW and Flag registries), EMSA maritime applications, Recognised Organisations and commercial data products. In particular, the project will further develop the initial user requirements which were elaborated in 2012. 3 Deliverables The following deliverables are expected to be defined by the pilot project and where relevant to be developed: a. User requirements, such as: use cases of the ship database services, data elements needed by the MS and data quality requirements, data sources, data consolidation rules and methods for distributing the ship data and getting updates, b. System requirements for the ship database services (functional and non-functional), c. Ship database services available to participating MS with system to system and web user interface, d. Support to MS for the integration and use of the ship database services, e. Tests of the ship database services in operational situation, f. Pilot project’s report. Other relevant ideas which may emerge during the execution of the pilot project will be assessed and the list of deliverables may be revised. 4 Resources and Members of the Group The work of this group will be executed under the EMSA “Interoperability Project” which was set up to execute action 1.2.1.4 of the European Maritime and Fisheries Fund’s work programme 2018 for the “Promotion of Page 1 of 2 EMSA, Praça Europa 4, 1249-206 Lisbon, Portugal / emsa.europa.eu interoperability between industry and competent authorities in the European Maritime Single Window (EMSW) environment under the CISE Process”. Member State operating national ship databases and willing to work on the task mentioned above may participate to the pilot project. Representatives of industry with an interest in ship database services may be involved on an ad-hoc basis. The staff nominated by the participating countries to participate to the project’s tasks should preferably have prior expertise in NSW, SSN and ship databases. EMSA will provide the secretariat, and will coordinate, collate and amalgamate the input from the participants into working documents for ongoing dissemination and agreement. 5 Working methodology The participating Member States are expected to be involved in the definition and design of the solutions, in real case testing, and in the evaluation of the outcome of the tests. Most of the work will be carried out by correspondence but a number of meetings will also be held with EMSA, Commission and Member States’ experts. EMSA will cover travel, daily allowance and accommodation costs for the attendance to meetings as per the EMSA Rules on Reimbursement of Expenses to Experts. All costs related to the development and setting up of the technical solutions will be covered by EMSA including technical support to the participating Member States to interface their national systems with the solutions developed for the project. As alternative to using national systems, EMSA also intends to develop web user interfaces that can be used at national level. In order to collect relevant information on the current status of developments, meetings may be held at Member States’ premises. EMSA or the hosting MS will chair such meetings. 6 Time plan The project is expected to start in January 2019. From that date, the expected schedule for the pilot project is the following:  January 2019 to June 2019: Define the user requirements with the project participants,  June to September 2019: Draft the system requirements with the project participants,  December 2019 to May 2020: Develop the technical solution,  May to July 2020: Prepare operational tests, deploy the solution to Member States’ systems,  July to September 2020: Test the ship database services with the Member States,  September to December 2020: Assess the test results and produce the project’s report. 7 Duration of the Terms of Reference The pilot project will terminate in December 2020. If considered necessary, it may be extended with the agreement of the Interoperability project’s Steering Committee. Page 2 of 2