National Single Window for ship reporting - Prototype



Action 3.1 of the Integrated Maritime Policy work programme (C(2012) 1447 final) regarding the "Evolution of the SafeSeaNet" aims at assessing the available options for the future evolution of SafeSeaNet (SSN) to support other user communities. One of the objectives of this action is to evaluate and demonstrate how SSN could support the Member States obligation to set up at national level a single window for reporting and exchanging formalities in accordance with Directive 2010/65/EU. The execution of this action, which has been delegated to EMSA by the Commission, is done through a demonstration project which consists in setting up a prototype of a National Single Window (NSW prototype).

The Single Window

Directive 2010/65/EU establishes that Member States shall accept the fulfilment of reporting formalities in electronic format and their transmission via a single window no later than 1 June 2015. This single window shall be the place where all information is reported once and made available to various competent authorities and other Member States. Further information on the Directive can found on the Commission’s website.



The NSW prototype supports the following formalities referred to in Directive 2010/65/EU:

  • Notification for ships arriving in and departing from ports of the Member States (Directive 2002/59/EC),
  • Border checks on persons (Regulation (EC) No 562/2006),
  • Notification of dangerous or polluting goods carried on board (Directive 2002/59/EC),
  • Notification of waste and residues (Directive 2000/59/EC),
  • Notification of security information (Regulation (EC) No 725/2004),
  • Entry Summary Declaration (Regulation (EEC) 2913/92 and Regulation (EC) 450/2008),
  • FAL form 1: General Declaration,
  • FAL Form 2: Cargo Declaration,
  • FAL form 3: Ship’s Stores Declaration,
  • FAL form 4: Crew’s Effects Declaration,
  • FAL form 5: Crew List,
  • FAL form 6: Passenger List,
  • FAL form 7: Dangerous Goods,
  • Maritime Declaration of Health,

It also handles the notifications required by Directive 2009/16/EC:

  • Pre-arrival notification for ships eligible to expanded inspection,
  • Notifications of actual arrival and departure.

Information which shall be provided in accordance with national legislation may also be reported in the NSW prototype:

  • Cargo related formalities: Declaration of Temporary Storage, cargo Manifest (tentative),
  • Waste delivery receipt,
  • Bunkers remaining on board,
  • Civil Liability Certificate for Oil Pollution Damage,
  • Civil Liability Certificate for Bunker Oil Pollution Damage,
  • Ship defects.

Member States participation

Six Member States are participating in the project with a dedicated NSW prototype: Bulgaria, Greece, Italy, Malta, Romania and Norway.

Other Member States may access a common NSW prototype to familiarize themselves with the implemented functionalities. Some Member States have requested and have been provided with access to this common NSW prototype.

National Single Window project - participating countries


The National Single Window (NSW) prototype covers the information flows between:

  • The ship data providers (e.g. ship agent/master, shipping company) and the NSW,
  • The NSW and public authorities which are responsible for receiving the data, and
  • SSN and the NSW.

The design of the prototype has been elaborated from a series of "leading principles" which were drafted in collaboration with the participating Member States.

Ship Data Providers fulfil the reporting formalities through a harmonized graphical user interface, a system-to-system interface (SOAP and XML) and through uploading XLS files. The data structure and formats are based on the results of the work of the eMS Group which was established to co-ordinate the implementation of Directive 2010/65/EU. The XML message structure is based on ISO 28005 standard for Electronic Port Clearance.

Information on the reporting formalities is distributed to the public authorities registered in the NSW prototype depending on their roles. Decisions and comments recorded in the NSW by these authorities are communicated back to the Ship Data Providers via the user interface and the system-to-system interface.

The NSW prototype allows for the submission of messages which are compliant with the latest release of SafeSeaNet (version 3). It allows the Ship Data Providers to request information from previous EU port calls via SafeSeaNet. In addition, it is designed to automatically receive ship details and location code updates from the central reference databases of SafeSeaNet.



Technical assistance

EMSA received requests from Member States for technical assistance to support them during the implementation of Directive 2010/65/EU, in particular in designing their NSW, taking into consideration the experience gained by EMSA in developing the NSW prototype. These requests have been approved at the meetings of the EMSA Administrative Board.

As part of this technical assistance EMSA has provided the participating Member States with the documentation developed so far for the NSW prototype, technical advice on how the NSW prototype results can be re-used and recommendations on how administrative procedures can be simplified. This technical assistance enhances the possibility of offering NSW solutions with similar interfaces and functionalities meeting the objective of the Directive of simplifying and harmonising the transmission of reporting formalities to reduce the administrative burdens of the shipping industry.

The leading principles which were used for the design of the NSW prototype, the user manuals, and the specifications of the XML messages are available below:

More Info