Data Technician Support Script

Is this an IFQ crab landing? If yes, go to section 2. Is this in IFQ halibut or IFQ sablefish landing? If yes, go to section 3.

Otherwise, it is a non-IFQ landing - go to section 1.

NO - If they are not offloading right now, then this is most likely something that can wait for business hours. Tell them to email elandings@alaska.gov. Or, if you have time, refer to the common non-IFQ problems and solutions documented below.

YES - If they are doing the offload, then they need to document the landing.

Use eLandings Agency Web and look up the CFEC card for them. Go to Permits > CFEC Permits. Confirm their identity first.
If that doesn't work, have them use the interim CFEC permit number. This number is located on the laminated ADF&G eLandings code sheet.
Here is the interim CFEC permit: 9998 00098A 0000W, select management program OA.
Remind them that they will need to replace the interim values used in the report as soon as possible.

If the user does not have a CFEC card this is a state violation and the fishermen and enforcement should be notified.

Use agency web https://elandings.alaska.gov/web/  - Admin > Operations > search for their operation > click on the operation ID to view their operation and give them their user ID after confirming their identity.

Alternatively in the Agency Web go to Admin > Processor User and search by name or email. 

Go to the login page: https://elandings.alaska.gov/elandings/Login. Direct the caller to enter their user ID and email address and click on the "email my password" button.  
If the user submits their data through seaLandings, they can still use this feature to recover their password. If they have tried the Forgot Password function and have not received an email, direct them to contact eLandings support. 

Since the fish ticket is done and the landing is documented, pricing and grading can wait until business hours. Contact eLandings User Support elandings@alaska.gov.  If you have time, you could also ask them to compare the weights listed in the itemized catch lines and the grading and pricing lines, and see if any weights in the pricing and grading lines are more than weights in the itemized catch lines (or if the sum of the weights add up to more than the itemized weights). The weights in the pricing and grading lines cannot be more than the weights as listed in the itemized catch lines.

Do what you can to help the caller get their landing recorded. This may mean having them do an Manual Landing Report and use the interim fish ticket number on their MLR. They may have a paper fish ticket to fill out as a back up, you can have them do this as well. Worst case scenario, get the IFQ debited and alert the on duty enforcement contact as to the situation. Someone can follow up with the user on the next business day and help them finish reporting. During business hours, processors should contact eLandings support at elandings@alaska.gov or local ADFG and get help. 

You'll get this question from at-sea vessels that are trying to submit production or landings reports, potentially even logbooks. The best response is to ask them to transmit the same report once again and cc' your email address (this will not cause double reporting) and wait at least 20 minutes to see if they receive a receipt. You can also direct these calls to eLandings support at elandings@alaska.gov.  If you have time, you could confirm whether their report (make sure to ask for the report #) made it in to the agency web by going to Reports and searching for their report.

Direct the caller to go to the Codes link at the top of their report menu, then choose Management Program Codes for a list of available management program codes. If they are still unsure, direct the caller to contact eLandings@alaska.gov for more information about the use of specific management program codes.

All users should contact eLandings support staff at elandings@alaska.gov if they wish to delete submitted reports from eLandings or seaLandings. Staff will pass the request along to State and/or NMFS programmers. 

If an eLandings user wishes to delete an unsubmitted report, they can login to the web interface and locate the report they wish to delete and from the dropdown menu on the report select Delete Report.

For at-sea processors using seaLandings, if they want to delete a unsubmitted report direct them to eLandings support staff at eLandings@alaska.gov

Direct the caller to contact eLandings support staff at elandings@alaska.gov, they will unlock the report for editing or send a courtesy email and cc the user with the request. Make sure to include the report number and the reason why the report needs to be deleted.

For IFQ reports, have the processor complete and submit an MLR, and then have them complete a fish ticket in eLandings when their internet returns. For prolonged outages lasting two or more days, paper fish tickets can be completed and mailed to ADF&G.

Instruct the user to omit the D as part of the permit number. A "D" at the end of the permit number indicates that the CFEC card is a duplicate.

This link https://elandings.atlassian.net/wiki/spaces/doc/pages/10427595/How+To+Enter+CFEC+Permit+Information+With+The+Magnetic+Stripe+Card+Reader will take the user to the How to Enter CFEC Information with the Mag Stripe Reader instruction sheet.

Currently processors are not able to submit check-in/out reports in eLandings. Check-in/out reports should be submitted by fax to 907-586-7131 or emailed to elandings@alaska.gov.

Currently processors are not able to submit product transfer reports in eLandings. PTRs should be faxed to 907-586-7313 or emailed to enf.dataclerk@noaa.gov.

Once they have entered the overage in the line item in their itemized catch section and saved the changes, there should be an “Add/Edit Comments button and use the drop-down button to select a code that qualifies the overage. Click on save.

Its best to direct seaLandings users to eLandings staff who have extensive experience with seaLandings. Users can contact eLandings support staff at eLandings@alaska.gov

If eLandings support staff is unavailable, you can provide the following instructions to users: The user will need to highlight the actual line item in the consolidated report that used code 97 by clicking on it. Then they will need to click on the Open button which will open an "Itemized Catch" window. There will be a "Comment" field with two lines they can enter information in. The top line has a drop down arrow to the right where they need to select "97 Condition Description Required". The field below that is where they would enter what type of product they retained, for example "turbot tails". Once all comments are entered where disposition code 97 was used, they can save and submit their reports as normal.

If the report has been locked for editing, that means 90 days have passed since they submitted their report and it is not a time sensitive issue so the user can wait until business working hours and contact eLandings@alaska,gov.

Instruct the user to omit the D as part of the permit number. A "D" at the end of the permit number indicates that CFEC card is a duplicate.

If the processor has done a manual landing, they should enter all the landing data after the manual landing is complete. Make sure the IFQ Reported Manually box is checked and all line items are entered. Please make sure the user does not generate or submit their IFQ report.  The processor should still enter their IFQ permits in the CFEC worksheet, even though they are not submitting their IFQ report.

Instruct the user to enter a disposition code of 62. Then save and click on Add/Edit Comments button and tell the user to utilize the drop-down menu to select an explanation that best describes the cause of the overage. Processors should contact NMFS SF, NMFS Enforcement, or their local office of ADF&G for assistance with overages.

The skipper's NMFS ID should always be used even if he is fishing for a co-op.

Advise the user to submit the initial report and document the landing. Pricing and grading can wait until business hours. Contact eLandings support at eLandings@alaska.gov.

If you have time, tell the user to open their report and click on the Add/Edit Grading/Pricing button. They must enter a full line of text for the grading and pricing to be properly saved (including Sold Condition, Product Type, Size/Grade, Sold Pounds).

First find out what it is they wish to do. If they are trying to use the max-out pounds feature for an IFQ permit in conjunction with CDQ, they can't.

Max-out can only be used for IFQs. If they are trying to allocate pounds to each IFQ permit by disposition code (i.e. deadloss, sold, personal use) direct them to the IFQ report builder feature.

If they want to max-out an IFQ permit and don't care if the deadloss, sold, and personal use get distributed between all the permits then they should use the max-out field. The user can use the max-out field to indicate the amount of crab they wish to be allocated to a certain permit by entering that amount in the Lbs. to Max Out Permit field of the CFEC permit worksheet section. They must specify an Area/Fishery for the row for which they wish to use the max-out feature, plus they must have a second IFQ and/or IPQ permit though onto which the rest of that weight can go.

The user would enter CDQ catch on a separate permit line since the CFEC permit is different for CDQ fishing. They would select CDQ as management program and go to blue Management Program Codes link to determine which CDQ management program ID should be documented in that line. CDQ management program ID (51-56) is required when listing CDQ as a management program. No information should be entered in the IFQ worksheet (i.e. NMFS ID, species, IFQ permits, IPQ permits, etc.). Also crab CDQ and ACA permits have an extra letter in the CFEC fishery (ex. T91QA) and all five digits will need to be entered in the CFEC fishery field.

ADF&G staff use various pieces of documentation that verify where the catch occurred and manually batch reports from the same trip. If the processor wants to revise a landing that ADF&G has edited or wants further information about why the crab landing report looks different, they should contact ADF&G in Dutch Harbor.

Crab must be on the appropriate CFEC card for that species and area even if it is incidental. Some species share the same CFEC card (i.e. bairdi and snow crab) and some don't (i.e. bairdi and red king crab). If the processor doesn't know what this means advise them to create separate tickets and have them call ADF&G in Dutch Harbor during business hours.

We encourage users to report their crab landings on a single landing report, but as a last resort, if the report is complex with multiple stacked permits, the user may need to report the catch in two separate landing reports. This is not a problem.

For processors that are completing landing reports, the user would need to get permission from Enforcement to do a manual landing, and then they would enter the landing in eLandings once the web connection is restored. They would need to make sure the IFQ Reported Manually box was checked on their landing report and they enter all line items. The processor should not generate or submit their IFQ report, although they should enter their IFQ permit in the CFEC worksheet. An interim fish ticket must be completed at the time of offload and include a CFEC card imprint and signatures.

Users should contact eLandings support at eLandings@alaska.gov if they wish to delete submitted reports from eLandings. eLandings staff will pass the request along to State and/or NMFS programmers.  If a user wishes to delete an unsubmitted report, they can login to the web interface and click on the Delete Unsubmitted Report link at the top of the Reports Menu. Information should then be entered about the report they wish to delete and the user should then click on the Delete button.

If any changes must be made to an IFQ report after it has been submitted, they must do so through the Data Technicians and the IFQ changes are made manually by the technicians. However, the user must also make the same changes to the line items on their landing report and submit a revised fish ticket to ADF&G by saving and resubmitting their landing report in eLandings. They should never resubmit their IFQ report.

This is not an emergency and can wait until regular business hours; grading and pricing can be taken out and added later. They can contact eLandings support at eLandings@alaska.gov.

If you have time, you could also ask them to compare the weights listed in the itemized catch lines and the grading and pricing lines, and see if any weights in the pricing and grading lines are more than weights in the itemized catch lines (or if the sum of the weights add up to more than the itemized weights). The weights in the pricing and grading lines cannot be more than the weights as listed in the itemized catch lines.

If you don’t see a redline in ALDERS for the landing, ask the processor what the error message says. Occasionally, a processor will confuse when they receive a red-colored error message with red-lining on their IFQ report.

First ask how many CFEC permits they have, and how many IFQ permits they have for each CFEC card holder. Verify that the permits they entered are correct, based on values ALDERS. Sometimes if a company is listed as the permit holder, its permit number will be used by mistake instead of the fishermen's permit number. Make sure that they do not enter the same permit number twice. They may enter multiple IPQ permits for the same IFQ permit, one right underneath the other, instead of reentering the whole line of permit numbers again.

As a last resort confirm that the permit is valid in ALDERS, then check eLandings Agency web to make sure that the permit was imported correctly and is active in eLandings as well as ALDERS. If the permit is not listed in eLandings, contact eLandings support at eLandings@alaska.gov

Make sure the processor enters the IFQ weight, the amount of IFQ pounds they wish to come off their IFQ account. There are known rounding errors while using the max out pounds feature so if they are unable to get the pounds to allocate correctly they can try creating multiple eLandings reports separating the permits or request to do a Manual Landing Report.

This error could be caused by maintenance of our computer system.  Advise the processor to try again in five minutes.  Then confirm that the IFQ is not being debited each time the processor gets this error message. If the processor receives the error two or three times, after waiting five minutes each time, then I would assume that something has gone wrong with the "brief disruption of connectivity" and the data technicians might want to consider recommending a manual landing. Then inform eLandings@alaska.gov of the potential outage. If you believe there is an outage during the weekend and have not received a response from eLandings support contact Claire Minelga (907)953-9695 or Sara Villlafuerte (907)227-2147 directly.

If any changes must be made to an IFQ report after it has been submitted, they must do so through the Data Technicians who make the IFQ changes manually. However, the processor user still need to make the same changes to the line items on their landing report. To do that, they would need to first make sure the IFQ Reported Manually box was checked on their landing report then update any necessary information. They should NOT resubmit their IFQ report.

Problem #2:  Reporting overages on the fish ticket.

Instruct the user to enter a disposition code of 62. Then save and click on Add/Edit Comments button and tell the user to utilize the drop-down menu to select an explanation that best describes the cause of the overage. Processors should contact NMFS SF, NMFS Enforcement, or their local office of ADF&G for assistance with overages.

Problem #3:  Deleting reports.

Users should contact eLandings support at elanding@alaska.gov if they wish to delete submitted reports from eLandings. eLandings staff will pass the request along to State and/or NMFS programmers.  If a user wishes to delete an unsubmitted report, they can login to the web interface and click on the Delete Unsubmitted Report link at the top of the Reports Menu. Information should then be entered about the report they wish to delete and the user should then click on the Delete button. For at-sea processors, they may need to refrain from entering their ADF&G Processor Code before they click on the Delete button.

Problem #4:  Whether or not they can put multiple permits on one landing report or do separate ones.

If the report is complex with multiple stacked permits, the user may report the catch in two separate landing reports. This is fine.

Problem #5:  Extended internet outages or internet too slow to complete landing.

If the processor is trying to create a landing report, the user would need to get permission from Enforcement to do a manual landing, and then they would enter the landing in eLandings once the web connection is restored.

They need to make sure the IFQ Reported Manually box was checked on their landing report and they still need to enter all line items.

The processor should not generate or submit their IFQ report although they still need to enter their IFQ permit in the CFEC worksheet area. 

If the processor is trying to create a production report, direct the caller to eLandings support for instructions about how to proceed.

Inform elandings support of any potential outages. If you believe there is an outage during the weekend, and have not received a response from eLandings support, contact Sara Villafuerte (907)227-2147 or Claire Minelga (907)953-9695.

Problem #6:  Revising grading and pricing.

Advise the user to submit the initial report and document the landing. Pricing and grading can wait until business hours. Contact eLandings support.

If you have time, tell the user to open their report and click on the Add/Edit Grading/Pricing button. They must enter a full line of text for the grading and pricing to be properly saved (including Sold Condition, Product Type, Size/Grade, Sold Pounds).

Problem #7:  Usage of max-out pounds.

This feature can be used to 'max-out' a specific amount of pounds the fisher wants assigned to an IFQ permit.
After entering their CFEC permit information and IFQ permit information, they need to enter the pounds they want debited from that specific permit under the "max-out" column on the report screen.

They must specify an IPHC Area/Fishery for the row they are using the max-out feature on and they must have a second IFQ permit for the same Area with nothing in the "Max-Out Pounds" field so the remaining IFQ landed pounds can be allocated accordingly.

Problem #8:  Help, I red-lined.

If you do note see the redline in ALDERS, ask the processor what the error message says. Occasionally, a processor will confuse when they receive a red-colored error message with red-lining on their IFQ report.

Problem #9:  I received an error message when I tried to enter my IFQ permits.

First ask how many CFEC permits they have, and how many IFQ permits they have for each CFEC card holder. Verify that the permits they entered are correct, based on values in the Agency Desktop. Sometimes if a company is listed as the permit holder, its permit number will be used by mistake instead of the fishermen's permit number.  Make sure that they do not enter the same permit number twice. They may enter multiple IFQ permits for the same CFEC permit one right underneath the other, instead of reentering the whole line of CFEC permit numbers again.

When a mistake has been made in entering a permit and if the user has already generated their IFQ report, in order for the report to go through the user first must click on Edit IFQ Reports and delete the unsubmitted IFQ reports.  Then the user should go back and make the edit to the permit and then regenerate the IFQ report.

Problem #10:  Using the max-out feature results in an unexpected amount of pounds in the IFQ report.

Make sure the processor enters the IFQ weight, the amount of IFQ pounds they wish to come off their IFQ account.

Problem #11:  I had a sablefish and halibut delivery and I forgot to add the sablefish to my halibut landing report. I already generated my halibut IFQ report.

Open the halibut IFQ report header section and click the Partial Delivery box. Then create a sablefish landing report and add the sablefish line items. Tell the processor to check the Partial Delivery box. If the processor manually landed the sablefish, tell them to check the IFQ Reported Manually box and tell the processor to not generate the IFQ report. They should still enter their IFQ permits in the CFEC worksheet.

Problem #12:  Help, I'm getting an NMFS RAM IFQ System communications error.

This error could be caused by maintenance of our computer system.  Advise the processor to try again in five minutes.  Then confirm that the IFQ is not being debited each time the processor gets this error message. If the processor receives the error two or three times, after waiting five minutes each time, then I would assume that something has gone wrong with the "brief disruption of connectivity" and the data technicians might want to consider recommending a manual landing. If you believe there is an outage contact eLandings support at elandings@alaska.gov. If it is during the weekend contact Claire Minelga (907)953-9695 or Sara Villlafuerte (907)227-2147 directly so they can notify eLandings users of the outage.

Problem #13: "How do I indicate in elandings that I did a manual landing?"

The user needs to log into the eLandings system, locate the report, find the Edit Vessel, Permit, and Location Information tab and click on it. The user needs to find and check the box that has IFQ Reported Manually right next to it. Now they need to click on "save". Next they will click on the button that says "Submit Final Report" which will finalize the landing report.

Problem #14: "How do I specify an ambiguous stat area?"

A stat area is ambiguous if an IPHC regulatory line transects it (ex. 2C/3A). If you try to submit an IFQ report without specifying a stat area you will receive an error. Find and click on the Edit IFQ Reports button, locate the line item that did not have a stat area specified, click on the drop down list and make your selection.

Problem #15: "A vessel is landing with two gear modifiers, both slinky pots and hard pots"

The user can submit two reports in eLandings designating the gear modifier on each report. This information is not captured in Alders so there is no need for the user to report one via a Manual Landing Report.

Problem #16: "A processor has multiple Proc Codes and wants to know if it matters which one they report under"

Reporting under the appropriate Proc Code is critical for their business fees and taxes. For all questions regarding Proc Codes they can contact ADF&G staff at eLandings@alaska.gov

Problem #17: "A Coop Manager called about needing to update and correct an IFQ report where their fish was custom processed"

When fish are custom processed the custom processing operation and the owner of the fish will have access to the landing report.

The coop manager can complete the MLR and send to the Registered Buyer for signature if the change require a MLR.

The coop manager can edit the report as needed since they are the owner of the fish and are authorized on the operation.

Problem #18: "A user wants to correct and update an eLandings report but they are not an employee of the Processing plant that custom processed the fish"

If they are the owner of the fish and authorized on the operation or custom processing operation they will have access to the report.

Direct the caller to contact eLandings support elandings@alaska.gov.

Direct the caller to contact eLandings support elandings@alaska.gov.

The user needs to have Administrative rights to be able to make logbook entries. They will need to call their home office and have the user with Admin rights give them the same authorization.

UsersID's can be looked up on the Agency web interface here: https://elandings.alaska.gov/web/ by going to Admin > Processor Users. Passwords are encrypted so you can't see them but you can have have them try the "Forgot my password" feature on the eLandings login page (it will send the user an email with their password) or if you are an admin agency user, you can reset their password to something simple and instruct the user to change it once they've logged in successfully.

Instruct the user to send a detailed description of the problem or question to eLandings@alaska,gov.

FFP or FPP - Notify Enforcement that the fisher is not properly permitted. Instruct the user to contact RAM at 1-800-304-4846 option 2 or by email ram.alaska@noaa.gov

RB Permit - Notify Enforcement that the fisher is not properly permitted. Instruct the user to contact RAM at 1-800-304-4846 option 2 or by email ram.alaska@noaa.gov

IFQ Permit - Notify Enforcement that the fisher is not properly permitted. Instruct the user to contact RAM at 1-800-304-4846 option 2 or by email ram.alaska@noaa.gov

Proc Code/FBL - Notify the user to contact the Department of Revenue. Send an email to eLandings@alaska,gov notifying the state of the issue.

CFEC Permit - Inform the user that they can submit their report with the interim values. Send an email to eLandings@alaska,gov notifying the state of the issue.

Problem #2: “A fisher is not correctly permitted but fishing has already taken place.”

Permits can NOT be retro activated. See guidelines above and contact Enforcement.

It is okay. This will be caught as part of the Observer Fee Freeze Clean up and the quarterly IFQ Reconciliation Process.

Do not contact ADF&G staff regarding missing fish tickets.

Problem #2: "A eLandings report appears to be missing information or permit number”

Do not contact ADFG staff or any Agency or Processor user to edit the report. Please email sara.villafuerte@noaa.gov and Claire.Minelga@noaa.gov

Problem #3: "eLandings Support Staff have contacted us for copies of a Manual Landing”

eLandings Support Staff are authorized to have access to any landing information and may request this as part of the reconciliation process.

Problem #4: "We made an entry error on a manual landing report that was found during the reconciliation process”

It is okay. We are human and we all can make mistakes. This is why we have this processes in place to help support the organization as a whole and get the most accurate data.

Please be diligent about checking your entries before saving.

There are downstream impacts to fees, the database and catch accounting when something as simple as the Report ID or FT entered in Alders is entered incorrectly.

Confirm the company demographics in Porcupine or Alders to see if the individual listed is the owner of the company.

PNOLs and landings are accepted at ALL times regardless of the season dates. We want to gather this information.

The IFQ Season historically opens at noon which means nets can go into the water at noon on the date of IFQ season opening.

IFQ season closes at noon which means nets must be removed from the water at noon on the date identified by IPHC at the Annual meeting that takes place in January.

Landings can legally occur anytime after season closes. Often catcher processors will have an offload a week or more later.

IPHC regulations and annual season dates and allocations can be found here https://www.iphc.int