Sites/Ships

Site Management - Configuration general

Tab General

"Show User Roles in HTML view"

All users listed in the forms are displayed with the role they had at the time of entry. "Show ABBR and Site name in Site Selection

Site name and ABBR code will be shown in Site Selection

Tab Site Certificates

Shown Site Certificates Document number	Document number will be shown in HTML view
Shown Site Certificates Issuing Data	Issue Date will be shown in HTML view
Shown Site Certificates Survey Date	Survey Date will be shown in HTML view
Shown Site Certificates Range Date	Range Dates will be shown in HTML view
Shown Site Certificates Expire Date	Expire Date will be shown in HTML view
Hide inactive Site Certificates	All inactive certificates are hidden in the HTML view.

Tab SBM Certificates

Shown SBM Certificates Document number	Document number will be shown in HTML view
Shown SBM Certificates Issuing Data	Issue Date will be shown in HTML view
Shown SBM Certificates Survey Date and Range	Survey Date and Range dates of Survey date will be shown in HTML view
Hide Survey Date	Survey Date is hidden in the HTML view.
Shown SBM Certificates Range Date	Range Dates will be shown in HTML view
Shown SBM Certificates Expire Date	Expire Date will be shown in HTML view

Tab KPI & Overview

• Show Deficiencies per Inspection(Port State Control)
• Show Open Ship Defect Reports
• Show Open Condition of Class
• Show Open Risk Assessments
• Show Open Incident Reports
• Show Open Stevedore Damage Reports
• Show Maintenance Jobs
• Show open Insurance cases
• Show OPEX Overview

Tab Voyage Schedule (fka Time Table)

Hide Title	port of the voyage entry will be hidden
Hide Remarks	Remarks will not be shown on overview
Crew Change is Port Activity(will not be shown separately)	Crew change is defined as port activity and will be shown in port activities
Show Charterer in Overview	Charter will be shown in overview
Show Voyage Schedule in Site Details	The voyage schedule will be shown in Site Details as timeline

Voyage Schedule Status types

The schedule status types themselves are managed in Site Management under Voyage Schedule Status.

Each type carries the switch available for "expected delivery" selection (Purchase). It decides whether entries of that type are offered when an Expected Delivery per Ship is set in Purchasing:

• ticked (the default) — entries of this type can be picked as a delivery target.
• not ticked — they are hidden from that selection.

This is what keeps a transit from appearing as a place where goods can be delivered: switch it off for the Voyage type, and only the ports remain selectable.

The switch applies per type across the whole fleet, not per single schedule entry, and it affects nothing but the delivery selection in Purchasing — the voyage schedule itself is unchanged. Entries whose type is unknown stay visible, so nothing disappears by accident.

Ship Types

For all sites a ship type can be managed (see Ship/Site Status-Details). The ship types are arbitrary. With New a ship type can be added and with Rename the name of the ship type can be changed. Only ship types which are not in use can be deleted.

Tank Types

The kinds of tank a vessel can have. The list is arbitrary: New adds a type, Rename changes its name, and only types that are not in use can be deleted.

Tank types are used in the Safety Report questionnaire, where a topic can be tied to a tank type so that it only appears for vessels that actually have such a tank — see Questionnaire structure.

Site Certificates/ SBM Certificates

Site Certificate Groups

All Groups for Site and for SBM/Component Certificates have to be configured. Group names are arbitrary. For adding Groups use New. For editing use Edit. With Savethe assignments can be saved and with Cancelthe operation is discarded. Only Groups which are not in use can be deleted. The groups will be displayed in alphabetical order.

Certificates/Requirements

Name	Description
Name	A name has to be given. The names are arbitrary.
Code	A code can be given
Sort Order	The order of the certificates within a group can be determined
Pre-Warning Days	You can define how many days before the expiration date you will be warned
Parent	If certificate is a "Sub-Certificate" the parent certificate will be shown Sub Certificates has to be inserted with separately function Sub Certificate to find in New.
Group	A certificates group has to be selected from list.
Expired Date input is mandatory	Expiry date has to be filled out
Issued Date input is mandatory	Issue date has to be filled out
Expected expire date in month	When the certificate expires, the months for which the certificate is valid can be specified
Range dates for renewal mandatory	A range date has to be given Do not use with "Hide Range date"

"Range date before in month" and "Range date after in month" has to be given together

Range date before in month	The start date of the range can be given in month
Range date after in month	The end date of the range can be given in month
Hide Range dates	Range date will not be shown Do not use with "Range date for renewal mandatory"
Manage survey date(mandatory)	A survey date has to be given for this Certificate
is Site Certificate	If Certificate is Site Certificate The Check box is set by default For SBM certificates, the checkbox must be removed.
inactive	Certificate is not in use
Description	A description can be given
use Description in print out	Description of the certificate will be print out when certificate will be print out

Deleting a certificate type

Applies from version 2237.

A certificate type can only be deleted once nothing uses it any more. The order therefore matters: remove the assignments and the sub-certificates first, then delete the type itself. Three messages tell you what is still in the way:

Message	What is still in the way
Certificate is in use and cannot be deleted.	The type is still assigned to at least one vessel.
Certificate is in use in a requirement list. It cannot be deleted.	The type appears in a requirement list.
Certificate has sub certificates and cannot be deleted.	Sub-certificates hang below it - delete those first.

This check existed before but did not trigger reliably, so types could be deleted while they were still in use. From this version it always applies. If you were used to being able to delete anything, this will feel like a restriction - it is the point of the change.

Assign Certificates to sites

Site certificates can be assigned to a vessel. Click on the vessels name and with Editthe assignments can be edited. With Savethe assignments can be saved and with Cancelthe operation is discarded.

Copy

Copy(Replace exsisting)

The Assignments will be copied to other vessel(s). The old assignments will be discarded.

Copy(Add to exsisting)

The Assignments will be copied to other vessel(s). The old assignments will be retained.

Assign SBM/Component Certificates to Sites

SBM/Component certificates can be assigned to a vessel. Click on the vessels name and with Editthe assignments can be edited. With Savethe assignments can be saved and with Cancelthe operation is discarded.

Copy

Copy(Replace exsisting)

The Assignments will be copied to other vessel(s). The old assignments will be discarded.

Copy(Add to exsisting)

The Assignments will be copied to other vessel(s). The old assignments will be retained.

Insurance Groups

All Insurances can be sorted by Groups. All Groups are arbitrary. For adding and changing the Groups use New and Rename. Only Groups which are not in use can be deleted. The groups will be displayed in alphabetical order.

Insurances

On the left side of the screen you will see the insurances. In Tab “Sort by Name” all insurances will be shown in alphabetical order. Click on Tab “Sort by Group” and the insurances will be shown sort by group. On the right side the details of the selected insurance will be shown. For adding and changing Insurances use “New” and “Edit”. Only Groups which are not in use can be deleted. With “Cancel” all changes will be ignored and with “Save” all changes will be added. Only insurances which are not in use can be deleted. With “Assign Insurance to ship” you can switch directly to Configuration – Assign Insurance to Ships. With “Manage Ship Insurance Groups” you can switch to Configuration – Insurance Groups.

Assign Insurances to Ship

On left side of screen all sites will be shown and on right side all insurances sorted by groups will be available. Select site and with Edit all insurances can be allocated. With Save all changes will be written in system and with Cancel all changes will be refused. With copy all allocated certificates can be copied to other sites.

Insurance Case Category

Categories of insurance cases can be defined.

Effected Insurance Status

The status of the involved insurances can be specified.

Insurance Configuration

Root Cause mandatory

All Root Cause data have to be inserted.

Voyage Schedule Status

On left side of screen all Voyage Schedule States will be shown and on right side the states of Voyage Schedule states will be visible and editable. New Voyage Schedule States van be added with New. Select Voyage Schedule State and with Edit all states of the Voyage Schedule states can be allocated. With Save all changes will be written in system and with Cancel all changes will be refused. Only not in use Voyage Schedule states can be deleted.

Function	Description
Name
Short	A short code can be given for Voyage Schedule state
Color	Set the color with which the the table state will be visible in calendar (not in use currently)
is sea time	If Voyage Schedule state is only sea time, please set checkbox as marked
berthing information	If a berthing time has to be documented in Voyage Schedule, check box has to be marked
show in overview	State will be visible in Voyage Schedule overview
show "voyage number"
show "transit"
show location/coordinates - instead of one port
show "for orders"
show "to be confirmed"
show terminal
name terminal "anchorage"

Voyage Schedule Activities

With New an activity can be added and with Edit the details of activities can be changed. Only activities which are not in use can be deleted.

Activity	Activity can be added, name can be chosen freely
Short
Description	to each activity a description can be given
is Cargo Activity	Activity can be marked as cargo related
Show Type of Cargo Field (free text)	if Cargo Activityis marked a free text field can be given in form for inserting mor information
Show "is dangerous cargo"	if Cargo Activityis marked the activity can be defined as activity with dangerous cargo
Show "Clean/Dirty Cargo" checkboxes	checkbox "clean" and checkbox "Dirty" will be shown
Inactive	Activity can be set as inactive, activity can no longer be selected

Required Fields

For the input of contacts (Crew, guests, supplier etc.) requirements can be established. All requirements will be sorted by Category.

Dashboard Items

Dashboard Item	Description
Ship Certificates	check, if all required ship certificates are available and not overdue.
Task Tracking	check, if open or overdue tasks are available.
Voyage Schedule	check, if Voyage Schedule is available and completed.
Maintenance	check, if overdue maintenance jobs are available.
Budget	check, if cost account value is exceeds the limit (if no limit is assigned, limit will be set to zero.
Budget (limits only)	check, if cost account value is exceeds the limit (limit has to be assigned)
Crew Certificates	check, if certificates of current crew on board are correct.
Voyage Schedule (confirmed)	check, if all entries till today are confirmed.
Data Replication	check, if data replication is correct
Budget (Category check)	check, if cost category value is exceeds the limit (limit has to be assigned)
Audit and Inspections	check, if all inspections are correct (no overdue due date / review dates)
Drills	check, if no planned drill is overdue.
Drugs and Alcohol	check, if no drug test is overdue.
Component Certificates	check, if all component certificates are available not overdue.

Specified Use

To have only needed sites in the modules, please select all modules for each site. Select site and hit Edit for changes. With Get from License you can insert the configurations as per license paid. In the window the modules are grouped by area — General, Technical, Financial, Procurement, HSSEQ, Operations & Chartering and Crewing. These are the modules that can be assigned:

Audits & Inspections · Budget · Bunker Report · Charter Party · Drill Plan · Drugs and Alcohol · Dry Docking · EU ETS · Fuel EU · Incident Reporting · Insurance · Invoice Registration · Landing & Repair · Lube Oil · Master Contracts · Off Hire · Purchase · Risk Assessment · Ship Defect Report · Status Overview · Stevedore Damage · Voyage Schedule Overview

One entry is not a module but an exception: Not relevant for Budget marks the vessels that are used in Purchase but for which no budget information is needed.

A further entry, Custom 1, is reserved for company-specific use.