VOS Best Practice Guide - National VOS Program Managers

The purpose of this "Best Practice Guide" is to:

1. Help newly appointed personnel become familiar with their WMO responsibilities;
2. Reacquaint experienced personnel with their WMO responsibilities; and
3. Promote the resources available to fulfil these responsibilities.

Note: This guide is presented in point form and should be used in conjunction with the Best Practice Guide for Port Meteorological Officers, as the separation of responsibilities and tasks expressed here might not be representative of all countries. This guide is not intended to be the definitive list of VOS Program Manager functions, however when combined with the Best Practice Guide for Port Meteorological Officers they should cover the basic requirements, including the international responsibilities, of operating a national VOS Program.

• On receipt of a recruitment or de-recruitment advice from a PMO, add, terminate or update the ship's record in the national VOS database as appropriate. The database as a minimum should store the required WIGOS metadata.
• On receipt of an inspection advice from a PMO, update the ship's record in the database as appropriate, including:
  • Dates and details of equipment changes; and
  • Dates of instrument calibration.

• In collaboration with national PMOs, investigate ships in the national VOS fleet that are suspected of producing erroneous data or whose data are not being received within prescribed model cut off times. A range of VOS Monitoring Tools are available.

• Maintain details of the national VOS fleet list in the OceanOPS Metadata Database. Entries can be entered manually using the web interface or sent to the Ship TC as a complete list (.csv).
• To avoid the risk of accidental duplicate recruitment by another national VOS fleet, it is best practice to update the OceanOPS Metadata Database on at least a monthly basis.
• Maintain an up-to-date list of relevant contact details (VOS Manager, PMOs, etc) at OceanOPS.

• In conjunction with the appropriate personnel in the NMS, ensure that all BBXX received via email or through the national LES, (or by other means e.g. radio, facsimile, phone) are collated into Ship Bulletins and distributed on the GTS.
• In conjunction with the appropriate personnel in the NMS, ensure that SHIP data collected from the GTS or in paper or electronic logbooks from the national VOS fleet, are electronically archived.
• In conjunction with the appropriate personnel in the NMS, provide SHIP data for the Marine Climate Data System (MCDS). The data shall be:
  • Quality controlled in accordance with Minimum Quality Control (MQC) guidelines set by WMO:
    • The current version of Minimum Quality Control Standards is MQCS-7.
    • Minimum Quality Control software (MQC-5) can be downloaded from WMO.
  • Submitted electronically (by FTP or email attachment) each quarter in International Maritime Meteorological Tape (IMMT) format to both Global Data Collection Centres (GDACs). Advise the GDACs when the data are available.

• Arrange for regular national training workshops for PMOs.

• Keep up-to-date with SOT recommendations and participate, where appropriate, in SOT Task Teams and Pilot Projects;
• Attend the biennial SOT meetings and participate in the planning and development of SOT and VOS initiatives;
• Liaise with other national VOS Program Managers and international PMOs to provide assistance and exchange ideas; and
• Circulate the 4 yearly Marine Meteorological Services Monitoring Questionnaire for completion by ships in the national VOS fleet.