eLandings User Manual

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How do I know if I have the most current version of seaLandings?

If you open your seaLandings program and go to Help...About - it should display Release 4.97 Build 1.2444

Where is my report transmission folder located in the new version of seaLandings?

That depends on the operating system that is running on your computer and which directory you designated when you installed the latest version of seaLandings.

  • Windows 7 default: C:\ProgramData\sealandings
  • Windows XP default: C:\Documents and Settings\All Users\Application Data\seaLandings

What can I do if I can't find the ProgramData folder in my C: drive?

Microsoft programs tend to hide folders and drives so you will just need to unhide your folders by following the steps below:

  • Go to Control Panel on your computer
  • Locate and open Folder Options
  • Go to the View tab > Advanced Settings
    • Click on the "Show hidden files, folders, and drives" option
    • Click on the Apply button then Ok

How do I transmit reports?

Once you complete your report you need to Save it and close out of the report window.

If using the File transmission method:

  • Go to Reporting...Transmit Reports.
    • Make sure the report you wish to transmit is checked in the Transmit? column. 
    • Click on the Transmit button only one time. 
    • Then click OK and close out of the Transmit Report box. 
  • Open your email account and attach the transmission file to an email addressed to elecrep@noaa.gov. 
    • Your transmission file is located in C:\ProgramData\sealandings\transmissions. 
    • You can leave the Subject line blank.
    • Send your email.
  • When you get the return email, save the attachment to C:\ProgramData\sealandings\transmissions.
    • In seaLandings go to Reporting...Process Return Receipt.
    • A window will pop-up displaying the reply file, double click on it.
    • Click on the Process File button.

If using the Direct transmission method:

  • Go to Reporting...Transmit Reports.
    • Make sure the report you wish to transmit is checked in the Transmit? column. 
    • Click on the Transmit button.
    • A window will pop-up and tell you that your report was transmitted and processed. 

Can several reports be sent at the same time?

Yes, multiple reports can be sent at the same time. Make sure all reports that you want to email are check-marked in the Transmit? column. Then click on the Transmit button only one time.  When you attach the transmission file to an email, all reports should be contained in that single transmission file.  

How do I get more report numbers?

The latest version of seaLandings no longer displays the number of reports in the header section unless you are running low on report numbers. Generally speaking, if you are low on report numbers the system automatically requests more when you send a transmission file to the database.  If you find that you have run out of report numbers, please email suja.hall@noaa.gov and she will help you get more report numbers.
 

Which management program should I use?

Management program is a required field when entering report data.  

  • A detailed list of management programs and their accompanying IDs can be found within the seaLandings program if you click on the Codes link in the header.
  • Below you will find all of our management programs with explanations of when they should be used.

AFA:  Any AFA vessel that targets pollock and uses pelagic trawl gear in the Bering Sea should mark AFA as the management program. 

  • Management program ID is required for AFA vessels:  list 200 for CPs and 300 for motherships. 
  • For a complete list of the AFA program participant IDs go to the Codes link in the header area of your seaLandings program.

A80:  Vessels that participate in the Amendment 80 limited access or Amendment 80 cooperative fisheries should select A80 as management program. 

  • A mothership that processes fish from an Amendment 80 limited access vessel or an Amendment 80 coop. 
  • If an Amendment 80 vessel is fishing their Sideboards in the Gulf of Alaska, they should select OA as the management program.
  • An Amendment 80 vessel should select A80 as their management program whenever their bycatch comes off an Amendment 80 quota.

CDQ: Vessels fishing CDQ quotas should always select CDQ as the management program. A Management Program ID is also a required entry as each CDQ program has a different ID number.

  • A mothership that processes fish from a CDQ vessel should select CDQ as management program. 

CDQ GROUP

PROGRAM ID

APICDA

51

BBEDC

52

CBSFA

53

CVRF

54

NSEDC

55

YDFDA

56

OA: When a vessel is fishing open access or in the parallel fishery, even if they are in state waters while participating in parallel fisheries. Parallel fishing is inside 3 miles under a Federal opening.

  • A mothership that processes fish from an open-access or BSAI limited access vessel should mark OA.

RPP:  Vessels that fish off the Rockfish Program quota should select RP as management program.

  • For a complete list of the RP participant IDs go to the Codes link in the header area of your seaLandings program.
  • If fishing outside of areas 620 & 630 select OA as the management program. 
  • When catch is not coming off a Rockfish Program quota, i.e. fishing their Sideboards, select OA or another applicable management program.  

SMPC: If a vessel fishes for cod in state waters, the crew should choose SMPC as management program.

  • One exception is when their catch is coming off their CDQ quota, in which case they should mark CDQ as management program. 
  • SMPC should not be marked when a vessel is participating in the parallel fishery, even if that vessel is in state waters. 
  • SMPC should only be marked when Federal fisheries are closed. One example is when a vessel is fishing for state cod in the Aleutian Islands or Gulf of Alaska.
  • You should report AISWW as Special Area when your vessel is fishing in the Aleutian Islands state waters for cod when the Federal fishery is closed. 
    • AISWW should not be marked when fishing in parallel waters.

Why haven't I received a return receipt yet?

Sometimes our server goes down momentarily and receipts are not immediately sent out.  If you haven't received a receipt by the end of the day and you've attempted one re-send of your transmission file, please contact NMFS staff suja.hall@noaa.gov or 907-586-7462; or send an email to elandings@alaska.gov

How do I edit existing reports?

A user can edit any report after the receipt has been processed for that particular report.

  1. Go to File...Open and select the report you wish to edit. 
  2. Make your edits and Save.
  3. Attach the report to an email addressed to elecrep@noaa.gov so our database gets updated with your changes. 
  4. You will receive an error message if you attempt to edit a report whose receipt has not yet been processed or if the report is older than 90 days. 
  5. Please contact suja.hall@noaa.gov to have your report unlocked for editing.

How do I delete duplicate reports?

Please email suja.hall@noaa.gov if you know that you transmitted the same data in more than one report. If you've already contacted Suja and told her about the duplicate report, you should delete that report from C:\ProgramData\sealandings\reports. In the reports folder, right-click on the applicable report number, and delete it. That report will no longer be visible when you navigate to File...Open in seaLandings.  
NOTE: Deleting reports on your end does not delete it on NMFS' end, an agency staff person needs to manually back the report out of the eLandings database. 

Does submitting a report more than once duplicate data in NMFS' database?

No.  When you submit a specific report more than once, the new version overwrites the old version in NMFS' database.  The only way to duplicate a report is if you create a new report with the same data and submit it to the NMFS' database.    

I forgot my user ID and password.

If you forget your user ID or your password you can contact suja.hall@noaa.gov or call 907-586-7462 during regular business hours to have it reset.

Outside of regular business hours:

  • Contact the NOAA Data Technicians at 800-304-4846 Option #1
  • Your home office should have a copy of your registration on file if you can't immediately contact NMFS.
  • If you have internet access, you can go to http://elandings.alaska.gov/ and have your password sent to your email account provided you enter your UserID in the appropriate field.

Can I change my seaLandings password?

Yes but you have to follow the steps outlined below:

  • Contact suja.hall@noaa.gov and let her know what you want your new password to be.
  • Open the seaLandings program but don't log in. Instead, go to Configuration....Users, click on the Reset Password button and enter your new password. Then you can click on File...Login and enter your user name and new password. Next you will need to go to Transmit...Reports, click on Transmit, save the file, attach it to an email addressed to elecrep@noaa.gov. Once you receive the return receipt, process it in seaLandings and your new password will be recognized in the system.

NOTE: If you change your password on the web, you'll also need to change it on your stand-alone client. If you change it on your workstation computer, you'll need to contact suja.hall@noaa.gov so it can be changed on NMFS end as well.

Logbook 

What are my logbook requirements if using the DCPL?

If you are submitting daily production reports, you no longer need to complete the bottom section of the DCPL which includes products, discards, and cumulative catch. The header section of the logbook should still be filled out. You may still enter products and discards if you choose. 

Am I required to use eLogbook in 2016/2017?

  • Yes - If you are a trawl catcher processor fishing AFA pollock or CDQ pollock you are required to use the electronic (eLogbook) in either the eLandings or seaLandings application.
  • Yes - If you are a freezer longline catcher processor named on an LLP license, endorsed to catch pacific cod with hook-and-line gear in the BSAI or GOA while fishing under a CDQ program.
  • Yes - If you are a catcher processor permitted to fish under the Rockfish Program.
  • Yes - If you are a mothership.
  • No - if you are a catcher vessel.


How can I get an eLogbook?

The elogbook is an application available within the seaLandings program. Users will need to Register an  eLogbook for the current year through their seaLandings application.


What do I enter as my Voyage start date?

You should enter your Voyage start date as January 1st of the current year (01/01/xxxx format) as you need to account for each day of the year in the elogbook just as you did in the paper DCPL. You will also be asked for a Go Active date.

  • If you are just registering your elogbook and steaming up to Alaska, enter your Go Active date as the registration date (1/1/20xx) and then Go Inactive until you begin fishing activity.


What if I don’t have an Observer on board until a few weeks after my first Voyage?

You don’t need to enter Observer information until you have one on board the vessel. When an Observer begins their cruise with your vessel, create a New Voyage to document the change.


What is the difference between editing a Voyage and creating a New Voyage?

  • Editing a Voyage is to be used when there is some kind of data entry error made when first entering the information. An example would be a misspelled name or incorrect number of crew.
  • New Voyages are triggered by a change in any of the following
    • New vessel operator
    • New or additional Observers
    • Loss or addition of crew members

When should I Go Inactive?

If you are not engaged in fishing activity (gear in the water) or processing activity, you should Go Inactive (ex. steaming to port for offload) but keep in mind that you can only Go Active/Go Inactive once in a 24 hour period.


I forgot to enter a set/haul on a previous day and have already entered sets to the following day. What are my options?

If you missed adding a set entry and have already added sets/hauls on the following day, you can add in the "missed" set on the correct day by highlighting the day on the left-hand navigation pane and selecting Add Haul/Add Set.

The set/haul numbering will be off if you have added sets/hauls on the following day so you will need to edit them accordingly.


How do I enter retrieval of a set/haul that is picked up on a different day than it was deployed?

Sets/hauls that cross days can be accounted for by entering the retrieval date in mm/yy format with a space in between it and the retrieval time.

I made a mistake on my set/haul entry, how do I make edits? What if I haven’t transmitted yet?

  • You have to highlight the set/haul number in the left-hand navigation pane and then click on the corresponding edit button on the set/haul display screen.
  • If you haven’t transmitted your report and you want to remove some piece of data that you entered you can use the above method or Undo Last Unsubmitted Entry as shown in the screenshot below.
  • If you haven't tried to save and transmit, you can select No when you are asked if you want to Save your changes to the logbook and nothing you've added will be saved.

 

What if I enter a set/haul on the wrong day?

  • You can delete the set/haul and enter it on the correct day, or;
  • You can drag and drop the set/haul from the wrong day and drop it into the right day.


When do I have to submit my eLogbook?

By Midnight the following day (just like production reports) to record the previous day of sets/hauls.

  

How do I save my daily eLogbook entry and submit it?

Each time you make an entry in the elogbook and try to close the program, it will ask you if you want to Save Your Changes.

Keep in mind that the elog is not considered a report in the same sense as production or landing reports so all you do to submit it is go to Reporting…Transmit Reports and click on the Transmit button.

  • If you are using Direct transmit, then your logbook will be submitted behind the scenes via the internet.
  • If you are using File transmit then you will attach the zip file to an email and send it to elecrep@noaa.gov and process the receipt when you get it as when submitting a production or landing report.

What do I need to give to the Observer?

You will need to provide a signed PDF copy of your logbook entries for each day to the Observer assigned to your vessel. If you have made edits to your logbook entries you will need to provide the Observer with those edited PDFs.

How do I know if I have the most current version of seaLandings?

If you open your seaLandings program and go to Help...About - it should display Release 4.61 Build 9456

Where is my report transmission folder located in the new version of seaLandings?

That depends on the operating system that is running on your computer and which directory you designated when you installed the latest version of seaLandings.

  • Windows 7 default: C:\ProgramData\sealandings
  • Windows XP default: C:\Documents and Settings\All Users\Application Data\seaLandings

What can I do if I can't find the ProgramData folder in my C: drive?

Microsoft programs tend to hide folders and drives so you will just need to unhide your folders by following the steps below:

  • Go to Control Panel on your computer
  • Locate and open Folder Options
  • Go to the View tab > Advanced Settings
    • Click on the "Show hidden files, folders, and drives" option
    • Click on the Apply button then Ok

How do I transmit reports?

Once you complete your report you need to Save it and close out of the report window.

If using the File transmission method:

  • Go to Reporting...Transmit Reports.
    • Make sure the report you wish to transmit is checked in the Transmit? column. 
    • Click on the Transmit button only one time. 
    • Then click OK and close out of the Transmit Report box. 
  • Open your email account and attach the transmission file to an email addressed to elecrep@noaa.gov. 
    • Your transmission file is located in C:\ProgramData\sealandings\transmissions. 
    • You can leave the Subject line blank.
    • Send your email.
  • When you get the return email, save the attachment to C:\ProgramData\sealandings\transmissions.
    • In seaLandings go to Reporting...Process Return Receipt.
    • A window will pop-up displaying the reply file, double click on it.
    • Click on the Process File button.

If using the Direct transmission method:

  • Go to Reporting...Transmit Reports.
    • Make sure the report you wish to transmit is checked in the Transmit? column. 
    • Click on the Transmit button.
    • A window will pop-up and tell you that your report was transmitted and processed. 

Can several reports be sent at the same time?

Yes, multiple reports can be sent at the same time. Make sure all reports that you want to email are check-marked in the Transmit? column. Then click on the Transmit button only one time.  When you attach the transmission file to an email, all reports should be contained in that single transmission file.  

How do I get more report numbers?

The latest version of seaLandings no longer displays the number of reports in the header section unless you are running low on report numbers. Generally speaking, if you are low on report numbers the system automatically requests more when you send a transmission file to the database.  If you find that you have run out of report numbers, please email suja.hall@noaa.gov and she will help you get more report numbers.
 

Which management program should I use?

Management program is a required field when entering report data.  

  • A detailed list of management programs and their accompanying IDs can be found within the seaLandings program if you click on the Codes link in the header.
  • Below you will find all of our management programs with explanations of when they should be used.

AFA:  Any AFA vessel that targets pollock and uses pelagic trawl gear in the Bering Sea should mark AFA as the management program. 

  • Management program ID is required for AFA vessels:  list 200 for CPs and 300 for motherships. 
  • For a complete list of the AFA program participant IDs go to the Codes link in the header area of your seaLandings program.

A80:  Vessels that participate in the Amendment 80 limited access or Amendment 80 cooperative fisheries should select A80 as management program. 

  • A mothership that processes fish from an Amendment 80 limited access vessel or an Amendment 80 coop. 
  • If an Amendment 80 vessel is fishing their Sideboards in the Gulf of Alaska, they should select OA as the management program.
  • An Amendment 80 vessel should select A80 as their management program whenever their bycatch comes off an Amendment 80 quota.

CDQ: Vessels fishing CDQ quotas should always select CDQ as the management program. A Management Program ID is also a required entry as each CDQ program has a different ID number.

  • A mothership that processes fish from a CDQ vessel should select CDQ as management program. 

CDQ GROUP

PROGRAM ID

APICDA

51

BBEDC

52

CBSFA

53

CVRF

54

NSEDC

55

YDFDA

56

OA: When a vessel is fishing open access or in the parallel fishery, even if they are in state waters while participating in parallel fisheries. Parallel fishing is inside 3 miles under a Federal opening.

  • A mothership that processes fish from an open-access or BSAI limited access vessel should mark OA.

RPP:  Vessels that fish off the Rockfish Program quota should select RP as management program.

  • For a complete list of the RP participant IDs go to the Codes link in the header area of your seaLandings program.
  • If fishing outside of areas 620 & 630 select OA as the management program. 
  • When catch is not coming off a Rockfish Program quota, i.e. fishing their Sideboards, select OA or another applicable management program.  

SMPC: If a vessel fishes for cod in state waters, the crew should choose SMPC as management program.

  • One exception is when their catch is coming off their CDQ quota, in which case they should mark CDQ as management program. 
  • SMPC should not be marked when a vessel is participating in the parallel fishery, even if that vessel is in state waters. 
  • SMPC should only be marked when Federal fisheries are closed. One example is when a vessel is fishing for state cod in the Aleutian Islands or Gulf of Alaska.
  • You should report AISWW as Special Area when your vessel is fishing in the Aleutian Islands state waters for cod when the Federal fishery is closed. 
    • AISWW should not be marked when fishing in parallel waters.

Why haven't I received a return receipt yet?

Sometimes our server goes down momentarily and receipts are not immediately sent out.  If you haven't received a receipt by the end of the day and you've attempted one re-send of your transmission file, please contact NMFS staff suja.hall@noaa.gov or 907-586-7462; or send an email to elandings@alaska.gov

How do I edit existing reports?

A user can edit any report after the receipt has been processed for that particular report.

  1. Go to File...Open and select the report you wish to edit. 
  2. Make your edits and Save.
  3. Attach the report to an email addressed to elecrep@noaa.gov so our database gets updated with your changes. 
  4. You will receive an error message if you attempt to edit a report whose receipt has not yet been processed or if the report is older than 90 days. 
  5. Please contact suja.hall@noaa.gov to have your report unlocked for editing.

How do I delete duplicate reports?

Please email suja.hall@noaa.gov if you know that you transmitted the same data in more than one report. If you've already contacted Suja and told her about the duplicate report, you should delete that report from C:\ProgramData\sealandings\reports. In the reports folder, right-click on the applicable report number, and delete it. That report will no longer be visible when you navigate to File...Open in seaLandings.  
NOTE: Deleting reports on your end does not delete it on NMFS' end, an agency staff person needs to manually back the report out of the eLandings database. 

Does submitting a report more than once duplicate data in NMFS' database?

No.  When you submit a specific report more than once, the new version overwrites the old version in NMFS' database.  The only way to duplicate a report is if you create a new report with the same data and submit it to the NMFS' database.    

I forgot my user ID and password.

If you forget your user ID or your password you can contact suja.hall@noaa.gov or call 907-586-7462 during regular business hours to have it reset.

Outside of regular business hours:

  • Contact the NOAA Data Technicians at 800-304-4846 Option #1
  • Your home office should have a copy of your registration on file if you can't immediately contact NMFS.
  • If you have internet access, you can go to http://elandings.alaska.gov/ and have your password sent to your email account provided you enter your UserID in the appropriate field.

Can I change my seaLandings password?

Yes but you have to follow the steps outlined below:

  • Contact suja.hall@noaa.gov and let her know what you want your new password to be.
  • Open the seaLandings program but don't log in. Instead, go to Configuration....Users, click on the Reset Password button and enter your new password. Then you can click on File...Login and enter your user name and new password. Next you will need to go to Transmit...Reports, click on Transmit, save the file, attach it to an email addressed to elecrep@noaa.gov. Once you receive the return receipt, process it in seaLandings and your new password will be recognized in the system.

NOTE: If you change your password on the web, you'll also need to change it on your stand-alone client. If you change it on your workstation computer, you'll need to contact suja.hall@noaa.gov so it can be changed on NMFS end as well.

Logbook 

What are my logbook requirements if using the DCPL?

If you are submitting daily production reports, you no longer need to complete the bottom section of the DCPL which includes products, discards, and cumulative catch. The header section of the logbook should still be filled out. You may still enter products and discards if you choose. 

Am I required to use eLogbook in 2016/2017?

  • Yes - If you are a trawl catcher processor fishing AFA pollock or CDQ pollock you are required to use the electronic (eLogbook) in either the eLandings or seaLandings application.
  • Yes - If you are a freezer longline catcher processor named on an LLP license, endorsed to catch pacific cod with hook-and-line gear in the BSAI or GOA while fishing under a CDQ program.
  • Yes - If you are a catcher processor permitted to fish under the Rockfish Program.
  • Yes - If you are a mothership.
  • No - if you are a catcher vessel.


How can I get an eLogbook?

The elogbook is an application available within the seaLandings program. Users will need to Register an  eLogbook for the current year through their seaLandings application.


What do I enter as my Voyage start date?

You should enter your Voyage start date as January 1st of the current year (01/01/xxxx format) as you need to account for each day of the year in the elogbook just as you did in the paper DCPL. You will also be asked for a Go Active date.

  • If you are just registering your elogbook and steaming up to Alaska, enter your Go Active date as the registration date (1/1/20xx) and then Go Inactive until you begin fishing activity.


What if I don’t have an Observer on board until a few weeks after my first Voyage?

You don’t need to enter Observer information until you have one on board the vessel. When an Observer begins their cruise with your vessel, create a New Voyage to document the change.


What is the difference between editing a Voyage and creating a New Voyage?

  • Editing a Voyage is to be used when there is some kind of data entry error made when first entering the information. An example would be a misspelled name or incorrect number of crew.
  • New Voyages are triggered by a change in any of the following
    • New vessel operator
    • New or additional Observers
    • Loss or addition of crew members

When should I Go Inactive?

If you are not engaged in fishing activity (gear in the water) or processing activity, you should Go Inactive (ex. steaming to port for offload) but keep in mind that you can only Go Active/Go Inactive once in a 24 hour period.


I forgot to enter a set/haul on a previous day and have already entered sets to the following day. What are my options?

If you missed adding a set entry and have already added sets/hauls on the following day, you can add in the "missed" set on the correct day by highlighting the day on the left-hand navigation pane and selecting Add Haul/Add Set.

The set/haul numbering will be off if you have added sets/hauls on the following day so you will need to edit them accordingly.


How do I enter retrieval of a set/haul that is picked up on a different day than it was deployed?

Sets/hauls that cross days can be accounted for by entering the retrieval date in mm/yy format with a space in between it and the retrieval time.

I made a mistake on my set/haul entry, how do I make edits? What if I haven’t transmitted yet?

  • You have to highlight the set/haul number in the left-hand navigation pane and then click on the corresponding edit button on the set/haul display screen.
  • If you haven’t transmitted your report and you want to remove some piece of data that you entered you can use the above method or Undo Last Unsubmitted Entry as shown in the screenshot below.
  • If you haven't tried to save and transmit, you can select No when you are asked if you want to Save your changes to the logbook and nothing you've added will be saved.

 

What if I enter a set/haul on the wrong day?

  • You can delete the set/haul and enter it on the correct day, or;
  • You can drag and drop the set/haul from the wrong day and drop it into the right day.


When do I have to submit my eLogbook?

By Midnight the following day (just like production reports) to record the previous day of sets/hauls.

  

How do I save my daily eLogbook entry and submit it?

Each time you make an entry in the elogbook and try to close the program, it will ask you if you want to Save Your Changes.

Keep in mind that the elog is not considered a report in the same sense as production or landing reports so all you do to submit it is go to Reporting…Transmit Reports and click on the Transmit button.

  • If you are using Direct transmit, then your logbook will be submitted behind the scenes via the internet.
  • If you are using File transmit then you will attach the zip file to an email and send it to elecrep@noaa.gov and process the receipt when you get it as when submitting a production or landing report.

What do I need to give to the Observer?

You will need to provide a signed PDF copy of your logbook entries for each day to the Observer assigned to your vessel. If you have made edits to your logbook entries you will need to provide the Observer with those edited PDFs.

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