Circular No. 14/2018/TT-BTNMT stipulates technical procedures for the collection, processing, storage, and sharing of meteorological and hydrological information and data.

CIRCULAR

(vi) Agreement on the amount of reserve left behind and the deadline for selling the purchased cash foreign currency to the authorized credit institution. technical procedures for information and meteorological and hydrological data processing

Pursuant to the Law on Meteorology and Hydrology dated November 23, 2015;

On the basis of Decision No. 36/2017/NĐ-CP dated April 4, 2017, of the Government stipulating the functions, tasks, powers, and organizational structure of the Ministry of Natural Resources and Environment;

Pursuant to Decree No. 73/2017/NĐ-CP dated June 14, 2017 of the Government on the collection, management, exploration, and utilization of information and data on natural resources and the environment;

At the proposal of the Director General of the National Centre for Hydro-meteorological Forecasting, the Head of the Science and Technology Department, and the Head of the Legal Affairs Department;

The Minister of Natural Resources and Environment issues this Circular to stipulate technical procedures for information and meteorological and hydrological data processing.

PART I
GENERAL PROVISIONS

Article 1. Scope of Regulation

This Circular stipulates technical procedures for information and meteorological and hydrological data processing, including the following contents:

1. Monitoring and maintaining the operation of auxiliary systems for the main server room used for meteorological and hydrological purposes.

2. Operating and maintaining the operation of satellite meteorological receiving stations.

3. Operating and maintaining the operation of Very Small Aperture Terminal (VSAT) systems in the field of meteorology and hydrology.

4. Operating and maintaining the operation of radio transmission and reception stations for meteorological and hydrological information and data.

5. Operating and maintaining the operation of online video conferencing systems serving meteorological and hydrological operations.

6. Monitoring and evaluating the quality of real-time transmission and reporting of meteorological and hydrological information and data.

7. Collecting, processing, storing, and sharing digital meteorological and hydrological information and data.

8. Preserving, supplementing, and utilizing meteorological and hydrological information and data in library activities.

Article 2. Applicability

This Circular applies to state agencies, public service units, organizations, and individuals related to information and meteorological and hydrological data processing work.

Article 3. Definitions and Abbreviations

In this Circular, the following terms are understood as follows:

1. Auxiliary system for the main server room is a set of equipment ensuring the operating environment for information technology devices, including: cameras, environmental monitoring systems, power grid, uninterruptible power supply (UPS), fire protection and extinguishing, air conditioning, and lightning protection.

2. Uninterruptible Power Supply (UPS) is a power storage system.

3. Environmental monitoring system is a system monitoring temperature, humidity, water leakage parameters in the server room and sending warning information.

4. Outdoor system includes equipment belonging to the satellite receiving station and outdoor radio transmission and reception systems.

5. Indoor system includes equipment belonging to the satellite receiving station and indoor radio transmission and reception systems.

6. Very Small Aperture Terminal (VSAT) system is a small ground-based satellite communication station system, consisting of a hub station and remote stations.

7. Hub station is the central station with the function of managing and controlling remote stations within the VSAT system.

8. Remote station is a component station under the management and control of the hub station.

9. Low Noise Amplifier (LNA) is a low-noise amplifier.

10. Low noise block downconverter (LNB): A frequency converter that shifts satellite signals from high to low frequencies.

11. Orthomode Transducer (OMT) is a polarization mode converter.

12. Block Up Converter (BUC) is an uplink frequency converter.

13. Feed horn is the radiating horn of the antenna.

14. VSAT Network Management System (NMS) is the network management system of the VSAT system.

15. Satellite meteorological receiving station is a station receiving satellite imagery and various types of meteorological and hydrological data directly from weather satellites or through telecommunications satellites.

16. Firmware is a special computer program for controlling low-level functions of many electronic devices.

17. Matching unit is a device coordinating the impedance between the receiving or transmitting antenna and the receiving or transmitting radio equipment.

18. Online video conferencing system is a hardware and software system for transmitting images and sound between two or more remote points connected via a network to deliver audio and visual signals of meeting rooms as if they were sitting in the same meeting room.

19. Multipoint Control Unit (MCU) is a multi-point management device.

20. Distributed Media Application (DMA) is a device distributing multimedia communication applications.

Chapter II
DETAILED REGULATIONS

Article 4. Supervision of the auxiliary system operation for the main room used for meteorological and hydrological specialties

1. Camera system supervision:

a) Inspect the camera hardware, recording device, and signal transmission cables;

b) Inspect the technical features of the software managing and controlling the cameras and image data storage areas;

c) Continuously monitor the system's operation.

2. Environmental monitoring system:

a) Conduct preliminary inspection of the system components;

b) Inspect the status of signals from sensors feeding into the centralized monitoring system;

c) Inspect and analyze the system log files;

d) Continuously monitor the system's operation.

3. Power grid system supervision:

a) Inspect power supply parameters;

b) Monitor the operation of power distribution cabinets.

4. UPS system supervision:

a) Conduct preliminary inspection of potential abnormalities that could cause UPS damage;

b) Inspect the technical specifications of the UPS;

c) Monitor the technical specifications of the UPS through management software.

5. Fire protection and extinguishing system supervision:

a) Conduct preliminary inspection of the system's external condition, signs of damage, connections between component devices, and power sources;

b) Inspect battery units;

c) Inspect gas cylinder pressure;

d) Inspect the automatic power transfer function of the system;

đ) Analyze system error warnings on the control panel display;

e) Continuously monitor the system's operation;

6. Air conditioning system supervision:

a) Inspect the operation of the indoor fan;

b) Inspect the operation of the air circulation fan;

c) Inspect temperature and humidity via the control panel;

d) Sequentially switch the operation between air conditioners.

7. Implementation mode:

a) Continuous 24/24 hour supervision divided into three shifts;

b) Preliminary inspection conducted twice per shift;

c) After each work shift, record the auxiliary system operation monitoring log for the main room used for meteorological and hydrological specialties.

Article 5. Maintenance of the auxiliary system operation for the main room used for meteorological and hydrological specialties

1. Maintenance of the camera system:

a) Develop plans, prepare necessary documentation, equipment, materials, and tools, and notify relevant departments;

b) Conduct detailed technical inspection of system components;

c) Maintain and service the system;

d) Replace parts and equipment;

đ) Handle arising issues.

2. Maintenance of the environmental monitoring system:

a) Develop plans, prepare necessary documentation, equipment, materials, and tools, and notify relevant departments;

b) Conduct detailed technical inspection of each component;

c) Inspect the functions of each sensor and central processing system functions;

d) Handle arising issues;

đ) Maintain and service the system;

e) Replace parts and equipment.

3. Maintenance of the power grid system:

a) Develop plans, prepare necessary documentation, equipment, materials, and tools, and notify relevant departments;

b) Conduct detailed technical inspection of power supply components;

c) Handle arising issues;

d) Maintain and service the system;

đ) Replace parts and equipment.

4. Maintenance of the UPS system:

a) Develop plans, prepare necessary documentation, equipment, materials, and tools, and notify relevant departments;

b) Conduct detailed technical inspection of each component;

c) Inspect system functions;

d) Handle arising issues;

đ) Maintain and service the system;

e) Replace parts and equipment.

5. Maintenance of the fire protection and extinguishing system:

a) Develop plans, prepare necessary documentation, equipment, materials, and tools, and notify relevant departments;

b) Inspect the operation of the sound alarm system;

c) Isolate the automatic activation function of the fire suppression system at the central control cabinet;

d) Inspect smoke detectors;

đ) Inspect heat detectors;

e) Inspect the system's automatic fire suppression activation function;

g) Inspect the system's readiness for automatic fire suppression;

h) Perform preliminary cleaning of sensors;

i) Reconnect the system to the central control cabinet;

k) Handle arising issues;

l) Maintain and service the system;

m) Replace parts and equipment.

6. Maintenance of the air conditioning system:

a) Develop plans, prepare necessary documentation, equipment, materials, and tools, and notify relevant departments;

b) Inspect the efficiency of the outdoor unit;

c) Conduct detailed technical inspection of the indoor unit;

d) Inspect the refrigerant piping and condensate drainage of the air conditioner;

đ) Inspect electrical current intensity;

e) Handle arising issues;

g) Maintain and service the system;

h) Replace parts and equipment.

7. Lightning protection system maintenance:

a) Develop plans, prepare necessary documentation, equipment, materials, and tools;

b) Conduct detailed technical inspection of the surge arrestor system along the power line;

c) Conduct detailed technical inspection of the grounding system;

d) Handle arising issues;

đ) Maintain and service the system;

e) Replace parts and equipment.

8. Implementation mode:

a) Detailed technical inspection of the system once per month;

b) Maintenance and servicing once every six months;

c) Replacement of parts and equipment according to current regulations, manufacturer technical documentation, end of service life, or damage;

d) Monthly report on the maintenance activities of the auxiliary system operation for the main room used for meteorological and hydrological specialties.

Article 6. Operation and maintenance of the meteorological satellite receiving station

1. Check the Outdoor system:

a) Measure and check signal quality and signal strength;

b) Check and adjust the elevation angle and azimuth angle of the antenna;

c) Check and adjust the rotation angle position, eccentricity, and distance of the LNB and Feed horn from the surface of the signal reflector;

d) Check the connection between devices and the quality of the signal cables;

đ) Check the direct lightning protection system, the power line surge protection system, the signal line surge protection device, the grounding system for the antenna, coaxial cable, and the power line surge protection device;

e) Check the mast and cable anchoring system of the antenna.

2. Operate the Indoor system:

a) Check and monitor the operation of the satellite signal receiver and related equipment of the system;

b) Operate the hardware of the system;

c) Operate the software of the system.

3. Manage configuration and Firmware:

a) Backup the current configuration and firmware of the system;

b) Change and update configuration information;

c) Update Firmware;

d) Check the system operation after changes;

đ) Backup the new configuration.

4. Maintenance and repair of the system:

a) Develop plans and notify relevant departments about scheduled maintenance, repair, or equipment replacement times;

b) Maintain and repair the system;

c) Replace equipment;

d) Check the system operation after maintenance, repair, or equipment replacement.

5. Handle incidents:

a) Receive and record incidents, compare with the incident catalog;

b) Verify the system incident;

c) Analyze the cause of the incident;

d) Propose solutions to resolve the incident;

đ) Implement incident resolution;

e) Replace parts and equipment.

6. Implementation regime:

a) Check the Outdoor system once per month;

b) Operate the Indoor system 24/24 hours;

c) Adjust configuration to meet system requirements;

d) Update Firmware according to the manufacturer's requirements;

đ) Perform maintenance and repair of the system once every six months;

e) Replace parts and equipment according to current regulations, technical documentation of the manufacturer, end of service life, or damage;

g) Monthly prepare reports on the operation and maintenance activities of the meteorological satellite receiving station.

Article 7. Operation and maintenance of the VSAT meteorological and hydrological system hub station

1. Check the Outdoor system of the hub station:

a) Measure and check signal quality and signal strength;

b) Check and adjust the elevation angle and azimuth angle of the antenna;

c) Check and adjust the rotation angle position, eccentricity, and distance of the LNB from the surface of the signal reflector;

d) Check the input signal power of the satellite transceiver device, connectors, power supply, temperature of the equipment, cooling fans;

đ) Check the connection of the signal cable with the LNB, LNA, BUC, OMT devices;

e) Check the signal cable attenuation;

g) Check the waveguide;

h) Check the direct lightning protection system, the power line surge protection system, the signal line surge protection device, the grounding system for the antenna, coaxial cable, and the power line surge protection device;

i) Check the mast and cable anchoring system of the antenna.

2. Operate the Indoor system of the hub station:

a) Check the power supply system and surge protection devices;

b) Check the connection between components of the system;

c) Check the status of the transceiver module indicator lights;

d) Set modulation parameters, coding speed, output power level, and operational model;

đ) Check security mechanisms;

e) Monitor packet loss rate and transmission parameters;

g) Operate the hub station server and workstations;

h) Operate the NMS system.

3. Manage configuration and Firmware according to Clause 3 of Article 6 of this Circular.

4. Maintenance and repair of the system according to Clause 4 of Article 6 of this Circular.

5. Incident handling according to Clause 5 of Article 6 of this Circular.

6. Implementation regime:

a) The operation and maintenance of the VSAT meteorological and hydrological system hub station shall be carried out according to the provisions of points a to e of Clause 6 of Article 6 of this Circular;

b) Monthly prepare reports on the operation and maintenance activities of the VSAT meteorological and hydrological system hub station.

Article 8. Operation and maintenance of the Remote station of the VSAT meteorological and hydrological system

1. Inspect the Outdoor system of the Remote station:

a) Measure and check signal quality and signal strength; inspect and adjust the elevation angle, azimuth angle of the antenna;

b) Inspect and adjust the rotation angle position, eccentricity, distance of the LNB from the surface of the signal reflector;

c) Inspect the frequency upconverter and power amplifier equipment;

d) Inspect the antenna mast and cable anchoring system;

đ) Inspect the quality of the signal connection cables between LNB and BUC devices;

e) Inspect the direct lightning protection system, the power line surge protection system, the signal line surge protection device, the grounding system for the antenna, coaxial cable, and the power line surge protection device cutting mechanism.

2. Operate the Indoor system of the Remote station:

a) Check the power supply system and surge protection devices;

b) Check the connection between components of the system;

c) Monitor the status lights of the transmit-receive module, the connection status and data transmission between the Remote station and the Hub station, transmission parameters;

d) Operate the Remote station's server and workstations.

3. Manage configuration and Firmware according to Clause 3 of Article 6 of this Circular.

4. Maintenance and repair of the system according to Clause 4 of Article 6 of this Circular.

5. Incident handling according to Clause 5 of Article 6 of this Circular.

6. Implementation regime:

a) The operation and maintenance mode of the Remote station of the VSAT meteorological and hydrological system shall be carried out in accordance with the provisions of points a to e, Clause 6, Article 6 of this Circular;

b) Monthly prepare reports on the operation and maintenance activities of the Remote station of the VSAT meteorological and hydrological system.

Article 9. Operation and maintenance of the radio station transmitting and receiving meteorological and hydrological information and data

1. Check the Outdoor system:

a) Inspect the antenna and technical parameters;

b) Inspect the signal attenuation of the signal cables from the antenna to the transmit-receive equipment;

c) Inspect the antenna mast and cable anchoring system;

d) Inspect the direct lightning protection system, the power line surge protection system, the signal line surge protection system, and the grounding system;

2. Operate the Indoor system:

a) Prepare tools, equipment, and documents;

b) Inspect the DC power supply for the equipment;

c) Inspect the tuning unit;

d) Inspect the hardware equipment and transmit-receive equipment;

đ) Set technical parameters;

e) Test communication with required contact points;

g) Receive and transmit data.

3. Manage configuration information and firmware according to the provisions of Clause 3, Article 6 of this Circular.

4. Maintain, repair the system and replace parts and equipment according to the provisions of Clause 4, Article 6 of this Circular.

5. Fault handling procedures shall be carried out according to the provisions of Clause 5, Article 6 of this Circular.

6. Implementation regime:

a) The operation and maintenance mode of the radio station transmitting and receiving meteorological and hydrological information and data shall be carried out in accordance with the provisions of points a to e, Clause 6, Article 6 of this Circular;

b) Monthly prepare reports on the operation and maintenance activities of the radio station transmitting and receiving meteorological and hydrological information and data.

Article 10. Operation and maintenance of the online broadcasting system serving meteorological and hydrological operations

1. Operate the central system:

a) Inspect the MCU, DMA, Media suite, G8, Deltapath equipment, connections between the equipment, and monitor the operation of all equipment during the entire meeting session to ensure continuous and effective operation;

b) Inspect the total bandwidth, bandwidth connections to each site, channel quality, and connection status to each site;

c) Operate the system equipment.

2. Operate the meeting management software:

a) Start the software and set up the system configuration;

b) Set up the schedule for online meetings and related information;

c) Control and manage terminal devices at each site;

d) Set up the presentation mode of each site;

đ) Monitor video and audio quality and adjust the display mode optimally according to the actual bandwidth.

3. Operate the system at each site:

a) Start the system equipment at each site;

b) Inspect the equipment status and connections between components within the system;

c) Inspect the transmission channel from each site to the central system;

d) Connect from each site to the online meeting room;

đ) Coordinate with technical staff at the central site to inspect video and audio quality;

e) Control equipment according to requirements;

g) Turn off the equipment.

4. Technical support and fault handling

a) Accept/report faults;

b) Verify faults;

c) Analyze the cause of the incident;

d) Propose solutions to resolve the incident;

đ) Coordinate to resolve faults;

e) Update the fault directory.

5. Maintain the system and replace parts and equipment according to the provisions of Clause 5, Article 6 of this Circular.

6. Implementation regime:

a) Operate the central system, meeting management software, and equipment at each site once per meeting;

b) System maintenance is carried out once every six months;

c) Replace parts and equipment according to current regulations, technical documentation from the manufacturer, end of service life, or damage;

d) Record the system operation log after each session;

đ) Monthly prepare comprehensive reports on the operation and maintenance activities of the online broadcasting system serving meteorological and hydrological operations.

Article 11. Supervision and Evaluation of the Quality of Transmission and Reporting of Real-Time Meteorological and Hydrological Information and Data

1. Inspect the operational status of equipment and software for transmitting information and data.

2. Monitor the transmission and reporting process of information and data:

a) Monitor the volume of information and data;

b) Monitor the transmission and reporting time;

c) Check the structure and format of information and data.

3. Handle incidents:

a) In cases where information and data are not received, or insufficient in volume, incorrect in structure and format, or not transmitted at the prescribed time, the supervisory unit shall report to the units responsible for transmitting information and data for handling;

b) In cases of transmission line and software errors, request the technical department to handle;

c) Record in logbook.

4. Evaluate the quality of transmission and reporting of information and data:

a) Assess the completeness of the volume of information and data;

b) Assess whether the structure and format of information and data are correct or incorrect;

c) Assess the timeliness of transmission and reporting of information and data;

d) Prepare a report on the quality evaluation of transmission and reporting.

Article 12. Receiving, Processing, Storing, and Sharing of Digital Meteorological and Hydrological Information and Data

1. Receiving meteorological and hydrological information and data:

a) Prepare receiving equipment, check the operation of the digital data transmission system, and determine the time for receiving information and data;

b) Implement the reception of information and data;

c) Check the volume, structure, and format of information and data and the receiving time;

d) The unit receiving information and data shall feedback the reception results to the submitting unit.

2. Processing meteorological and hydrological information and data:

a) Prepare and check the operation of the information and data processing system;

b) Check the completeness of information and data;

c) Calculate characteristic parameters and check process curves.

3. Storing meteorological and hydrological information and data:

a) Update information and data into the database;

b) Update the data list and metadata;

c) Perform monthly backups once a month.

4. Submitting meteorological and hydrological information and data to the receiving unit in accordance with the provisions of the law.

5. Sharing meteorological and hydrological information and data:

a) Share information and data with the national weather forecasting and warning system;

b) Share information and data according to the requirements of organizations and individuals implementing the detailed regulations under Article 26 of Decree No. 38/2016/NĐ-CP dated May 15, 2016 of the Government detailing certain provisions of the Law on Meteorology and Hydrology and Article 21 of Decree No. 73/2017/NĐ-CP dated June 14, 2017 of the Government on collecting, managing, exploiting, and using environmental resource information and data.

Article 13. Preservation, Supplementing, and Exploitation of Meteorological and Hydrological Information and Data in Library Activities

1. Library preservation of meteorological and hydrological materials:

a) Check library safety;

b) Clean materials and the library;

c) Arrange materials;

d) Maintain a record of material tracking;

đ) Compile a list of materials;

e) Repair and fix minor damage to materials.

2. Supplementing library materials for meteorological and hydrological purposes:

a) Register for material supplementation;

b) Supplement materials;

c) Store in the library;

d) Arrange and introduce new materials.

3. Exploiting library materials for meteorological and hydrological purposes:

a) Receive exploitation requests;

b) Update exploitation information;

c) Serve exploitation.

Chapter III
Article 30. IMPLEMENTATION AND ORGANIZATION OF IMPLEMENTATION

Article 14. Effective Date

This Circular takes effect from December 3, 2018.

Article 15. Responsibility for Implementation

1. Ministries, ministerial-level agencies, government-affiliated agencies, provincial People's Committees, and related agencies and organizations shall be responsible for implementing this Circular.

This Circular takes effect from February 11, 2019.

3. During the implementation of this Circular, if there are difficulties or obstacles, agencies, organizations, and individuals shall report to the Ministry of Natural Resources and Environment (through the Hydro-Meteorological Service) for consideration and appropriate amendments and supplements./.