1.4 Computer Operation, Shipboard IT Systems & Digital Basics

1.4 Computer Operation, Shipboard IT Systems & Digital Basics

Under modern maritime regulatory frameworks—including DG Shipping Training Circular 01/2018 (Annexure 2A and Appendix 1I)—proficiency in basic computer operations and digital data management is a mandatory core competency for General Purpose (GP) Ratings. Modern merchant vessels increasingly rely on integrated administrative networks, electronic planned maintenance systems (PMS), digital logbooks, and computerized inventory tracking. Furthermore, DG Shipping exit examinations and maritime competence assessments are conducted via Computer-Based Testing (CBT) interfaces. A trainee rating must master physical computer hardware, system startup and safe shutdown, standard peripheral operations, office productivity software (word processors and spreadsheets), shipboard network discipline, and basic cybersecurity precautions.

---

1. Computer Hardware Architecture and Peripherals

A computer system consists of physical components (hardware) directed by coded instructions (software). Hardware is divided into internal processing and memory units, input devices, output devices, and secondary storage media.

                     COMPUTER SYSTEM
  +-----------------------+     +-------------------------+
  | CPU                   |<--->| PRIMARY MEMORY          |
  | ALU and Control Unit  |     | RAM: working memory     |
  +-----------+-----------+     | ROM/flash: firmware     |
              |                 +-------------------------+
      +-------+-------+
      |               |
  Input devices   Output devices
  Keyboard/mouse  Monitor/printer
              |
  +-----------+------------------------------------------+
  | SECONDARY STORAGE: SSD, HDD, USB flash, CD/DVD         |
  +------------------------------------------------------+

Internal Architecture: CPU and Primary Memory

• Central Processing Unit (CPU): The computational engine of the computer that fetches, decodes, and executes software instructions. It contains the Arithmetic Logic Unit (ALU), which performs mathematical operations ($+$, $-$, $\times$, $\div$) and logical comparisons, and the Control Unit (CU), which coordinates data flow between system components.
• Random Access Memory (RAM): High-speed temporary working memory where the active operating system and running programs reside. RAM is volatile; its entire contents are lost immediately when electrical power is disconnected.
• Read-Only Memory (ROM): Permanent, non-volatile firmware embedded on the motherboard containing startup routines (Basic Input/Output System [BIOS] or Unified Extensible Firmware Interface [UEFI]). ROM retains instructions permanently without electrical power.

Input, Output, and Secondary Storage Peripherals

---

2. Booting Sequences, Hardware Diagnostics & Safe Operating Procedures

Understanding how a computer boots up and powers down protects sensitive shipboard records from electrical and data corruption.

The Boot Process and Startup Diagnostics

1. Cold Boot Sequence: When the power button is pressed, the power supply unit (PSU) delivers stabilized direct current (DC) to the motherboard.
2. Power-On Self-Test (POST): The BIOS/UEFI firmware executes an automated internal hardware diagnostic check, testing CPU registers, system RAM integrity, keyboard connection, and internal storage buses.
3. POST Beep Codes / Diagnostic Codes: If a critical hardware failure occurs during POST, the internal speaker produces specific beep patterns (e.g., repeated beeps for unseated RAM, continuous tone for power failure).
4. Bootloader Execution: Once POST passes successfully, the firmware searches available storage devices according to the configured Boot Priority Sequence (Internal SSD $\rightarrow$ External USB $\rightarrow$ Network PXE) and hands control to the operating system bootloader.

Common Startup Faults and Basic Remedies

• "No Bootable Device Found": Usually caused by a loose SATA or NVMe storage cable due to continuous ship vibration, or an unbootable external USB thumb drive accidentally left plugged in that overrides the boot priority. Remedy: Remove all external flash drives and inspect drive cable seating.
• Monitor Displays "No Signal": Indicates a loose video cable (HDMI, DisplayPort, or VGA) or incorrect monitor input source selection. Remedy: Reseat cable thumb-screws and toggle the monitor source button.
• Loose Peripheral Connections: Always verify that USB mouse and keyboard plugs are firmly seated into rear motherboard I/O ports rather than strained front-panel jacks.

Safe Shutdown versus Hard Power Interruption

Operating systems use memory and storage caches while programs run. Before an orderly shutdown:

1. Save edited documents and spreadsheets in the approved location. Flushing a disk cache does not save work that the application has not saved.
2. Close applications and respond to any save prompts.
3. In Windows, select Start → Power → Shut down, and wait for shutdown to finish before disconnecting power if required.

---

3. Keyboard Layout, Navigation & Universal Shortcuts

A standard 104-key QWERTY keyboard is the primary data-entry tool aboard ship.

[Esc] [F1][F2][F3][F4]  [F5][F6][F7][F8]  [F9][F10][F11][F12]  [PrtScn][Scroll][Pause]
[`~] [1][2][3][4][5][6][7][8][9][0][-][=] [Backspace]         [Ins] [Home] [PgUp]
[Tab]   [Q][W][E][R][T][Y][U][I][O][P][{][}] [\|]             [Del] [End]  [PgDn]
[Caps]   [A][S][D][F][G][H][J][K][L][;]['] [Enter]
[Shift]    [Z][X][C][V][B][N][M][<][>][?] [Shift]                     [^]
[Ctrl][Win][Alt]      [   SPACEBAR   ]      [Alt][Win][Menu][Ctrl]  [<] [v] [>]

• QWERTY Main Typing Area: Standard alphanumeric keys arranged to balance typing cadence.
• Function Keys (F1–F12): Execute special operating commands:
  • F1: Launches context-sensitive Help.
  • F2: Renames a selected file or folder in File Explorer.
  • F5: Refreshes the active browser or folder window.
  • F7: Activates spell check in word processing applications.
• Cursor and Navigation Keys: Dedicated arrow keys ($\leftarrow, \rightarrow, \uparrow, \downarrow$) alongside Home (start of line), End (end of line), Page Up (scroll up one screen), and Page Down (scroll down one screen).

Universal Keyboard Shortcuts

---

4. Word Processing for Shipboard Documentation (MS Word)

General Purpose Ratings frequently assist officers in preparing formal vessel documentation, including safety meeting minutes, tool inventories, requisitions, and hand-over notes.

File Hierarchy and File Management

Shipboard computers organize information systematically in a structured directory hierarchy:

C:\Ship_Operations\
    ├── Deck_Department\
    │   ├── Daily_Work_Logs\
    │   └── Paint_and_Lashing_Inventory_2026.docx
    └── Engine_Department\
        └── Bunkering_Soundings_2026.xlsx

• File Naming Conventions: Always use clear, standardized names incorporating dates: Deck_Store_Inventory_20261104.docx. Avoid ambiguous titles like document1.docx.

Document Formatting and Editing

• Font Styling & Paragraph Alignment: Use clean, readable fonts (e.g., Arial, Calibri, or Times New Roman in 11–12 pt) with left alignment or justified text. Set headings in bold (14–16 pt) for visual hierarchy.
• Lists: Utilize bulleted lists for non-sequential items (e.g., required PPE items) and numbered lists for sequential procedures (e.g., step-by-step enclosed space entry checks).
• Headers, Footers, and Page Numbers: Use the approved form or company template for the document. Add the required vessel identification, page numbering and revision details in headers or footers; check the completed document before printing or sharing it.
• Proofing and Tables: Run automated Spell Check (F7) to eliminate typographical errors in official reports. Insert formatted tables (Insert $\rightarrow$ Table) to display equipment inspection tallies and insert standard maritime symbols (such as degree symbols $^\circ$ or diameter signs $\varnothing$).

---

5. Spreadsheets for Shipboard Logsheets and Inventories (MS Excel)

Spreadsheets are powerful tabular calculation tools utilized on board for cargo calculations, tank soundings, paint inventories, and overtime records.

Structure: Workbooks, Worksheets, Rows, and Columns

• Workbook vs. Worksheet: An Excel file (.xlsx) is a workbook containing one or more tabbed worksheets.
• Grid Coordinates: Worksheets are organized into vertical Columns labeled with letters ($A, B, C, \dots$) and horizontal Rows labeled with numbers ($1, 2, 3, \dots$).
• Cells and Ranges: The intersection of a column and row forms a Cell, identified by its unique coordinate (e.g., B4). A contiguous rectangular block of cells is a Range, designated by the top-left and bottom-right cells separated by a colon (e.g., B2:D10).
• Cell Formatting: Format cells to represent their data type accurately: Number (specifying fixed decimal places, such as $2$ decimal places for sounding meters), Date, Percentage, or Text.

Arithmetic Operations and Standard Functions

All formulas in a spreadsheet must begin with an equals sign (=).

$\text{Arithmetic Operators: } + \text{ (Addition)}, \; - \text{ (Subtraction)}, \; * \text{ (Multiplication)}, \; / \text{ (Division)}$

    A                     B                 C             D
1 | Spare Part Item     | Part Number     | Quantity   | Location
2 | Fuel Injector Nozzle| FIN-8842-A      | 12         | Engine Store 1
3 | Indicator Cock Valve| ICV-102-B       | 6          | Workshop Rack 2
4 | Scavenge Relief Valve| SRV-551-C      | 4          | Engine Store 2
5 | TOTAL SPARE VALVES  | =SUM(C2:C4)     | 22         |

---

6. Shipboard Networking, Satellite Communications & Cybersecurity

A vessel is an isolated operational island that relies on hybrid communication networks to interact with company headquarters, port authorities, and safety agencies.

Local Area Networks (LAN) and Satellite Links

• Shipboard LAN: Connected via industrial Ethernet twisted-pair cabling (CAT6) and managed network switches, linking workstations in the wheelhouse, ship's office, engine control room (ECR), and crew accommodations.
• Satellite Communications: High-seas connectivity is provided by satellite terminals:
  • VSAT (Very Small Aperture Terminal): Operates on Ku-band or Ka-band frequencies providing higher data bandwidth for operational data transfer, weather routing, and crew internet.
  • Inmarsat FleetBroadband: Operates on reliable L-band frequencies, serving as a primary link for safety communications, distress messaging, and critical operational email.
• Bandwidth Constraints: Satellite bandwidth is expensive and severely constrained compared to terrestrial broadband. Vessel networks prioritize operational traffic (electronic chart updates, safety telemetry, cargo manifests) over personal crew usage.

Data Backups and Cybersecurity Discipline

• Data Backups: Follow the company’s approved backup schedule, storage and recovery procedures for ship records. Use the specified destinations and access controls, keep required backup copies separate from the working system, and report failed backups. Regular backups and tested restoration arrangements help the ship recover from a cyber incident.
• Cybersecurity Hygiene:
  • Commercial vessels face rising threats from ransomware, phishing, and operational network disruption.
  • Strict Removable Media Rule: Crew members are strictly prohibited from connecting personal USB flash drives, memory cards, or mobile phones to administrative or bridge computers. Unauthorized USB devices can introduce malware into shipboard systems.
  • Keep operating system antivirus definitions updated and never open unexpected email attachments received on ship mail accounts.

---

7. Practical Computer Tasks and Online Assessment

The GP Rating syllabus expects candidates to log on, use office applications, send email, complete online forms and take a simple computer assessment. Practise these skills on a training computer before examination day.

Log on, present information and play training media

Use the account assigned by the institute or ship. Enter the username and password carefully, check Caps Lock if a password is rejected, and ask the responsible person for help rather than using someone else's account. Lock the workstation when leaving it and sign out after a shared-computer session.

Open an approved PowerPoint presentation, identify its slides and start the slide show. In PowerPoint for Windows, F5 starts from the beginning and Esc ends the show. Practise moving between slides and starting, pausing and stopping an approved training video. When creating a short safety presentation, use a clear title and a few readable points per slide, then save the file with an informative name.

Email and online forms

To send an email, check the recipient, add a clear subject, write the message, attach the intended file and confirm the attachment before sending. For example, a stores request should identify the vessel, required items and quantities. Follow company rules for sensitive records and unexpected attachments.

For an online form, use the official address and the requested identification details. Read each label, complete mandatory fields, check dates and numbers, and review the entries before submitting. Retain the acknowledgement or reference number. Do not submit another person's details or share passwords to get help.

GP Rating online papers

DGS's published description gives 45 MCQs, 75 marks and 45 minutes for each of GSK and MEK. It also states that once a question is answered, candidates cannot return to modify that response. Read the stem and all options before committing an answer; do not plan to skip ahead and revisit it using a review flag. Candidates taking both papers may proceed to MEK after submitting GSK early, according to the published description.

Read the instructions shown for your actual sitting, monitor the timer and ask the invigilator about an interface or technical problem. Follow the displayed submission procedure. A generic CBT screenshot is not evidence that the GP Rating system offers Previous, Clear Response or Mark for Review controls.

Sources checked 4 November 2026: final DGS syllabus, Appendix 1A, DGS Order 05 of 2026, ratings examination description, and Microsoft PowerPoint slide-show controls.