ELECTRONIC PANS

Maritime & Port Authority of Singapore

USER MANUAL FOR

PRE-ARRIVAL NOTIFICATION OF SECURITY
SUBMISSION
USING ELECTRONIC PANS (ePANS)

Version: 1.0

Release Date: 1/9/2007

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Document Change Record

Version Effective Date Summary of Changes

1.0 1/9/2007 • Initial Issue

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Table of Contents

Getting Started.................................................................................................................. 4
1.1) System Requirement ....................................................................................... 4
1.2) To enable ActiveX Control .............................................................................. 4
1.3) How to start the e-Form? ................................................................................ 7

Input Instructions for e-Form .......................................................................................... 9

2.1) Form Layout ...................................................................................................... 9
2.2) Part 1 – Particulars of Ship and Contact Details....................................... 10
2.3) Part 2 – Voyage and Port Facility information ........................................... 12
2.4) Part 3 – Information Required by SOLAS Regulation XI-2/9.2.1............ 14
2.5) Part 4 – Agent Contact Details..................................................................... 21
2.6) Part 5 – Identification of Person Providing the Information ..................... 22
2.7) Part 6 – Additional Voyage Information Required..................................... 23
2.8) Submission of PANS ……………………………………………………..…27
2.9) How to save your PANS information to a file? .......................................... 28
2.10) How to load previous PANS information from a file? ............................... 29

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Getting Started
1.1) System Requirement

a) To run this application, you will need Internet Explorer on Windows.

b) This application will need to run ActiveX controls (or equivalent). If your
browser does not support ActiveX, you will receive this error.

1.2) To enable ActiveX Control

a) Invoke Internet Explorer

b) Click ‘Tools’ menu | ‘Internet Options’

c) Click on the ‘Security’ tab

d) Click on the ‘Internet’ icon

e) Click on the "Custom Level..." button

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f) Amend the Security Settings as follows:

• Download signed ActiveX: Enable or Prompt

• Download unsigned ActiveX: Disable
• Initialize and Script ActiveX controls not marked as safe:
Disable
• Run ActiveX controls and plug-ins: Enable or Prompt
• Script ActiveX controls marked safe for scripting: Enable or
Prompt

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g) Click the “OK” button twice to save settings and close the Internet
Options dialog box.

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1.3) How to start the ePANS?

a) Copy the file (“ePANS.html”) from the CD (or equivalent) and save it to
your local drive.

b) Double click on “ePANS.html”.

c) If you are using Windows XP Service Pack 2+, you may encounter
some warning message (“To help protect your security, Internet
Explorer has restricted this file from showing active content that could
access your computer. Click here for options…”).

d) Click on the message and select “Allow Blocked Content”.

e) You will see a security warning message, click on the “Yes” button to
proceed.

f) Click on the “Yes” button to enable ActiveX control.

g) Should you encounter this error message (shown below), please check
and amend your security settings (refer to Section 1.2).

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h) Click on the “Refresh” button (or press F5) to reload this form.

i) Click on the “Yes” button to enable ActiveX control.

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Input Instructions for ePANS

2.1) Form Layout

a) This form has the following 6 parts:

1. Particulars of Ship and Contact Details

2. Voyage and Port Facility Information
3. Information Required by SOLAS Regulation XI-2/9.2.1
4. Agent Contact Details
5. Identification of Person Providing the Information
6. Additional Voyage Information Required

All mandatory fields are denoted with an asterisk (*).

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2.2) Part 1 – Particulars of Ship and Contact Details

a) Fill in the necessary details in Part 1.

Item No. Field Name Explanation and Error Message

Validation Check
1 Ship’s name -Max allowable
length=35
-Text field Please enter the
-Mandatory Ship’s name.
Ship type -Select the ship’s Please select a
type from the Ship’s type.
dropdown list
-Mandatory
2 IMO No. -Max allowable
length=10
-Text field Please enter the
-Mandatory IMO No.
-IMO No. format Invalid IMO No.
(IMOXXXXXXX, format.
imoXXXXXXX,
XXXXXXX)
3 Flag state -Select the Flag Please select a
state from the Flag state.
dropdown list
-Mandatory
4 Call sign -Max allowable
length=8

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-Text field Please enter the

-Mandatory Call sign.
5 Port of registry -Max allowable
length=50
-Text field Please enter the
-Mandatory Port of registry.
6 INMARSAT No. -Max allowable
length=9
-Text field Please enter the
-Mandatory INMARSAT No.
MMSI No. -Max allowable
length=9
-Text field Please enter the
-Mandatory MMSI No.
7 Gross tonnage Max allowable
length=10
-Numeric field Please enter the
-Mandatory Gross tonnage.
-GT format Invalid Gross
(XXXXXXX.XX or tonnage format.
XXXXXXX)
8 Name of company -Max allowable
(Note: The name of the length=96
company that owns or
manages the ship)

-Text field Please enter the

-Mandatory Name of
company.
9.1 Name of company security -Max allowable
officer (CSO) length=80
-Text field Please enter the
-Mandatory Name of
company security
officer.
9.2 CSO 24-hours contact no. -Max allowable
length=15
-Text field Please enter the
-Mandatory company security
officer contact no.

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2.3) Part 2 – Voyage and Port Facility Information

a) Fill in the necessary details in Part 2.

Item No. Field Name Explanation and Error Message

Validation Check
11 Facility/Location -Select the Please select a
facility/location on facility/location.
arrival from the
dropdown list
-Mandatory
If Others, please specify -Max allowable
the facility/location length=22
-Text field Please enter the
-Mandatory if name of port
‘Others’ is facility or the
selected from the location.
dropdown list for
Facility/Location
12 ETA -Max allowable
(Date) length=10
-Text field, date Please enter the
can be selected ETA date.
from the calendar
-Mandatory
-Date format Invalid ETA date
(DD-MM-YYYY) format.
ETA -Max allowable
(Time) length=4
-Numeric field Please enter the
-Mandatory ETA time.

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-Time format Invalid ETA time

(24 hour time format.
format:HHMM)
13 Purpose of call -Check boxes Please select the
-Mandatory purpose of call.
-Can select more
than one
purpose.
If Miscellaneous, please -Text field Please enter the
specify purpose -Mandatory if description of the
‘Miscellaneous’ is purpose of call.
selected for
purpose of call.

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2.4) Part 3 – Information Required by SOLAS Regulation XI-

2/9.2.1

a) For the last 10 port calls, click on the ‘To enter a new row…’ link to add
a new port call.

b) Click on the check box below the row number and the ‘To remove a
row...’ link to remove a port call.

c) If there are already 10 port calls, before entering a new row to add the
last port call, click on the check box below row ‘10’ and the ‘To remove
a row…’ link to remove the earliest port call. When click on the ‘To
enter a new row..’ link, a new blank row will be added below row ‘1’ for
the data entry and all the other 9 port calls will be shifted to the next
subsequent row, that is, port call in row ‘9’ will be shifted to row ‘10’,
port call in row ‘8’ will be shifted to row ‘9’ and so on.

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d) For the most recent ship-to-ship activities, items 27-32 are to be

completed if the ship had carried out any ship-to-ship activity.

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e) Fill in the necessary details in Part 3.

Item No. Field Name Explanation and Error Message

Validation Check
14 Valid Security Certificate -Select “Y”,”N” or Does the ship
aboard “Interim” have a valid
-Mandatory International Ship
Security
Certificate?
15 If no, state reason not on -Text field Please enter the
board -Mandatory if reason for not
item 14 is “N” carrying a valid
certificate on
board.
-Mandatory if Certificate has
certificate has expired. Please
expired enter the reason
for not carrying a
valid certificate on
board.
16 If yes, security certificate -Max allowable
issuer length=80
-Text field Please enter the
-Mandatory if name of certificate
item 14 is “Y” or issuing authority.
“Interim”
17 Expiry date -Text field Please enter the
-Mandatory certificate expiry
date.
-Date format Invalid expiry date
(DD-MM-YYYY) format.
18 Approved Ship Security -Select “Y” or “N” Please indicate
Plan -Mandatory whether the ship
has an approved
ship security plan
on board.
19 Sec. level -Select “1”, “2” Please indicate
or ”3” current security
-Mandatory level.
20 Location of ship at time of
report
Latitude -Numeric field
-Degree: max
allowable
length=2,
Minute: max
allowable
length=4

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Longitude -Numeric field

-Degree: max
allowable
length=3,
Minute: max
allowable
length=4
Port -Text field
Max allowable
length=20
-Text field Please enter the
-Mandatory if current Port at
current latitude or time of report if
longitude is not the ship is in port.
entered
Last 10 port calls
21 No. -At least one Please enter at
entry least one port call.
22 Date From -Max allowable
length=10
-Text field Please enter the
-Mandatory Arrival Date for
Port Call (row
no.).
-Date format Invalid Arrival
(DD-MM-YYYY) Date format.
23 Date To -Max allowable
length=10
-Text field Please enter the
-Mandatory Departure Date
for Port Call (row
no.).
-Date format Invalid Departure
(DD-MM-YYYY) Date format
24 Port Facility, Port Name -Max allowable
length=30 (Port
Facility)
-Max allowable
length=35(Port
Name)

-Text field Please enter the

-Mandatory if the Port Facility or the
port facility and Port Name for
the port name Port Call (row
are not entered no.).

25 Sec. level -Select “1”,”2” or Please indicate

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“3” the Security Level

-Mandatory for Port Call (row
no.).
26 Special or additional -Max allowable
security measures length=80
-Text field
-Optional, enter
the security
measures that
were applied in
lieu.
Most recent ship-to-ship
activities
27 No. Optional.
28 Date From Max allowable
length=10
-Text field Please enter the
-Mandatory Date From for
Activity (row no.).
-Date format Invalid Date From
(DD-MM-YYYY) format for Activity
(row no.).
29 Date To -Max allowable
length=10
-Text field Please enter the
-Mandatory Date To for
Activity (row no.).
-Date format Invalid Date To
(DD-MM-YYYY) format for Activity
(row no.).
30 Location or lat. and long. -Max allowable
length=20
-Text field Please enter the
-Mandatory if location for activity
latitude or (row no.) as the
longitude is not Latitude or
entered Longitude is not
entered.
Lat. -Numeric field
-Degree: max
allowable
length=2,
Minute: max
allowable
length=4
Long. -Numeric field
-Degree: max
allowable

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length=3,
Minute: max
allowable
length=4
31 Activity Max allowable
length=80
-Text field Please enter the
-Mandatory description of the
ship-to-ship
activity.
32 Security measures -Max allowable
applied length=80
-Optional, enter
the security
measures that
were applied in
lieu.

33 Gen. description of cargo -Max allowable

length=150
-Text field Please enter
-Mandatory Cargo
Description.
34 Dangerous substances? -Select “Y” or “N” Please indicate
-Mandatory whether there are
dangerous
substances
onboard.
Has the Dangerous Cargo -Select “Y”,”N” or Please indicate
Manifest been forwarded “NA” whether the ship
to the MPA’s Hazardous -Mandatory. has submitted
Cargo Section? Dangerous Cargo
Manifest.
35 A copy of the Crew List is -Select “Y” or “N” Please indicate
attached? -Mandatory whether a copy of
the Crew List is
attached.
Has the Crew List been -Select “Y” or “N” Please indicate
forwarded to Immigration -Mandatory whether a copy of
& Checkpoints Authority the Crew List has
(ICA)? been submitted to
ICA.
36 A copy of the Passenger -Select “Y”,”N” or Please indicate
List is attached? “NA” whether a copy of
-Mandatory the Passenger
List is attached.
Has the Passenger List -Select “Y”,”N” or Please indicate
been forwarded to “NA” whether a copy of

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Immigration & -Mandatory the Passenger

Checkpoints Authority List has been
(ICA)? submitted to ICA.
37 A copy of DGM is -Select “Y”,”N” or Please indicate
attached? “NA” whether a copy of
-Mandatory the Dangerous
Cargo Manifest is
attached.
38 Other security-related -Text field
matters to report -Max allowable
length=254
-Optional

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2.5) Part 4 – Agent Contact Details

a) Fill in the necessary details in Part 4.

Item No. Field Name Explanation and Error Message

Validation Check
39.1 Name of agent in -Max allowable
Singapore length=96
-Text field Please enter the
-Mandatory agent name.
39.2 24 hours tel/mobile no. -Max allowable
length=15
-Text field Please enter the
-Mandatory agent telephone
number.
Fax number -Max allowable
length=15
Optional

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2.6) Part 5 – Identity of Person Providing the Information

a) Fill in the necessary details in Part 5.

Item No. Field Name Explanation and Error Message

Validation Check
40 Name of person reporting -Max allowable
length=35
-Text field Please enter the
-Mandatory name of person
reporting.
41 Title -Max allowable
length=20
-Text field Please enter the
-Mandatory designation of the
person reporting.
42 Signature Not Applicable
43 Location of person -Text field Please enter the
reporting -Mandatory place at time of
reporting.
-Max allowable
length=30
44 Time -Max allowable
length=4
-Text field Please enter the
-Mandatory time of reporting.
-Time format Invalid time
(24-hour time format.
format; HHMM)
45 Date -Max allowable
length=10
-Text field Please enter the
-Mandatory date of reporting.
-Date format Invalid date
(DD-MM-YYYY) format.

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2.7) Part 6 – Additional Voyage Information Required

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a) Fill in the necessary details in Part 6.

Item No. Field Name Explanation and Error Message

Validation Check
46 Direction From -Select “East”, Please indicate
“West”, ”North” or the Direction
“South” From.
-Mandatory
47 Draft -Numeric field Please enter the
-Mandatory Draft.
-Draft format 99.9 Please enter a
valid Draft, i.e., in
99.9 format
48 Height -Numeric field Please enter the
-Mandatory Height.
Height format 999 Please enter a
valid Height, i.e.,
in 999 format.
49 Does the ship have valid -Select “Y” or “N” Please declare
CLC certificate on board? -Mandatory whether the ship
has the CLC92
certificate.
50 Is the ship proceeding to -Select “Y” or “N” Please indicate
the Special Bunkering -Mandatory whether the ship
Anchorage? is arriving at
bunkering
anchorage.
(a) Does the ship have a -Select “Y” or “N” If the ship is
chart showing the sectors -Mandatory, if the arriving at
of the Special Bunkering answer in item 50 bunkering
Anchorage? is ‘Y’. anchorage, this
question is
mandatory.
(b) Is the master familiar -Select “Y” or “N” If the ship is
with the Special Bunkering -Mandatory, if the arriving at
Anchorage? answer in item 50 bunkering
is ‘Y’. anchorage, this
question is
mandatory.
(c) Does the ship require -Select “Y” or “N” If the ship is
pilot to anchor at the -Mandatory, if the arriving at
Special Bunkering answer in item 50 bunkering
Anchorage is ‘Y’. anchorage, this
question is
mandatory.
(d) Please fill in the ship’s -Text field Please enter the
email address -Mandatory, if the ship' s email

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(e) Please fill in the
agent’s email address
51 (a) Any conditions
affecting the navigation of
a ship such as defective
propulsion machinery,
defective steering
equipment, defective
thruster, list and/or
awkward tows?
(b) Any fire hazards,
include hazards involving
dangerous goods, on
board?
(c) Any accidents that
affect the safety of the
ship?
(d) Any refugees,
stowaways, or survivors
on board?
(e) Any other conditions
that would affect safety
and security of personnel
and properties?
Remarks
52 Any slop/sludge on board?
53 Slop Quantity
54 Sludge Quantity
55 Slop/Sludge Content
ELECTRONIC PANS
answer in item 50 address or enter
is ‘Y’. 'NIL'
Optional
-Select “Y” or “N” Please indicate
-Mandatory whether there are
such conditions.
-Select “Y” or “N” Please indicate
-Mandatory whether there are
such hazards.
-Select “Y” or “N” Please indicate
-Mandatory whether there are
such accidents.
-Select “Y” or “N” Please indicate
-Mandatory whether there is
any refugee,
stowaway, or
survivor.
-Select “Y” or “N” Please indicate
-Mandatory whether there are
such conditions.
-Text field Please enter the
-Mandatory, if any Remarks.
of the answers in
(a)-(e) is ‘Y’
-Select “Y” or “N” Does the ship
-Mandatory have slop/sludge
on board?
-Numeric field Please enter the
-Enter either Slop Slop Quantity.
Quantity or
Sludge Quantity,
if the answer in
item 52 is ‘Y’
-Numeric field Please enter the
-Enter either Slop Sludge Quantity.
Quantity or
Sludge Quantity,
if the answer in
item 52 is ‘Y’
-Text field Please enter the
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-Mandatory, if the Slop/Sludge

answer in item 52 Content.
is ‘Y’
56 Slop/Sludge Reception -Text field Please enter the
Facility -Mandatory, if the name of reception
answer in item 52 facility.
is ‘Y’

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2.8) Submission of PANS

a) In the File location field, enter the desired directory and filename; it
must end with ‘.xml’ extension. (e.g. C:\TEMP\PANS_18122006.xml)

b) Click on the ‘Final Save’ button.

c) An XML and a TXT file will be generated. Click ‘OK’ to proceed.

d) Please attach the XML file and email the file to MPA’s Maritime
Security Department (isps@mpa.gov.sg). If the ship does not have
email facility, print out the content of the TXT file and fax to MPA at
62213036.

e) Please keep the generate TXT file for reference.

f) Refer to table below for the list of validation checks and possible error
messages.

Item No. Field Name Validation Check Error Message

1 File location Mandatory Please enter the
file name.
File extension of File must end
‘.xml’ with ‘.xml’
extension.
Directory must Directory does
exists not exist. Please

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enter another
directory.

2.9) How to save the PANS information to a file?

a) In the File location field, enter the desired directory and filename; it
must end with ‘.dat’ extension. (e.g. C:\TEMP\PANS_18122006.dat)

b) Click on the ‘Save’ button to save the PANS information into the
desired file in the directory specified in (a).

c) A data file will be generated. Click on the “OK” button to proceed.

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d) Refer to table below for the list of validation checks and possible error
messages.

Item No. Field Name Validation Check Error Message

1 File name Mandatory Please enter the
file name.
File extension File must end
with .dat with ‘.dat’
extension.
Directory must Directory does
exists not exist. Please
enter another
directory.

2.10) How to load previous PANS information from a file?

a) Click on the ‘Browse…’ button.

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b) Select the desired file, click on the ‘Open’ button, and information will
be loaded.

c) Alternatively, you may enter the desired directory and filename into the
filename field; it must have an ‘.dat’ extension. (e.g. C:\TEMP\
PANS_18122006.dat)

d) Click on the ‘Load’ button to load the information.

e) If the file information has been loaded successfully, you will see this
message.

f) Refer to table below for the list of validation checks and possible error
messages.

Item No. Field Name Validation Check Error Message

1 File name Mandatory No File Name is
entered.
File extension File must end
with ‘.dat’ with ‘.dat’
extension.

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Check if file exist File does not

exist. Please
select another
file.

- END -

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