Audits & Inspect, Incidents, Task Tracking, Damage

All Hazard Categories are arbitrary. For adding and changing the Hazard Categories use New and Edit. For each Category a Code can be given. Used Categories can be set inactive with mark the checkbox Inactive. Only Hazard Categories which are not in use can be deleted. The Hazard Categories can be exported to Excel with Export to Excel.

Audit/Inspection Configuration

Function	Description
Start with Type	workaround will change to upload reports or create reports without questionnaire
Final Verification Remark is Mandatory	a remark have to be given during the final verification
Completed last item -> Send Audit automatically to Final Verification	the audit needs not to be approved
Final Verification and Closing	with Final Verification the process will be closed
use from to for Position instead of Latitude/Longitude	Position for at sea will be shown with from port to port
use audit group in tree	all reports will be shown in tree sorted by group
Final Verification-check, if Attachment is assigned	report can be final verified only with attachments
Show Audit Types in tree as timeline (not as list)	audits will be shown sorted by report date
Extended Audit Overview	more details will be shown in Overview
Show Audit Number in Tree	Audit number will be shown before report name in tree

Complete Last Item -> Send Audit automatically to Final Verification

If the checkbox is marked, the audit will be switched to folder Final Verification without approving.

Split Module

If the checkbox is marked the module will be divided into 4 areas: Audit, Inspection, Management of Change and Condition of Class If module is split, in the "Condition of Class" module area with checkbox "Show Annual Class Window in CoC module" the Annual Class Window will be shown.

Assigned Certificate

A certificate can be assigned to Condition of Class. With "clear" certificates can be removed.

Task Tracking Configuration

For Module Task Tracking, items in Audit and items in Incident can be configured, that the due date can be changed also in a past date by marking the checkbox Assigning Due in past is allowed.

Audit/Inspections Type Groups

All Audit Types 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 are reached in the Audit & Inspect module under Configuration > Audit Type Groups.

Use New and give the group a name that says what it stands for — External and Internal are the usual ones.

Audit Types

The Audit Types sit in the same menu under Configuration > Audit Types.

Use New and give the type a name.

Once confirmed, the type is created and opened for editing straight away. The first thing to set is the group it belongs to.

If audits of this type are to be planned by the system, three values decide when.

Four options follow underneath; they are explained in the table below.

There are three predefined system audit types. All other audit types are arbitrary. For all types it is possible to predefine distributing sites, Item Categories and Item Groups. Also, it is possible to configure the visibility of the item number. For every type a time frame and the period between two inspections can be defined. All types of use in the Audit Check Report have to be marked in the configuration. If type doesn’t need to be planned, it has to be marked too.

For adding a Type use New. All Audit Types in gray are system types and cannot be renamed or deleted. Only Audit Types which are not in use can be deleted.

Function	Description
Days till next inspection	Has to filled in the days between two audits or inspections of this type has to be executed.
Days before (Time Frame)	How many days before the planned date the inspection/audit can be executed.
Days after (Time Frame)	How many days after the planned date the inspection/audit can be executed.
Exclude from next audit planning	If checkbox is marked, no automatic planning is done, and the part above does not have to filled in.
Show item numbers (if item groups are assigned) / Mandatory	Item numbers can be shown in report if item groups are assigned. And if checkbox mandatory is marked, the item number has to be shown, and item groups must be assigned.
Set as inactive	All types which are in use can be set as inactive, that they cannot be chosen in further. This is how a type that is no longer used is retired: nothing is lost, the existing audits keep it and can still be assigned to it.
Show regions	If checkbox is marked, regions have to be filled in.

Item Categories, Item Groups and Sites for Distributing can be selected for each Audit Type when edit is in use by clicking on the corresponding Tab and clicking on needed Category, group or site.

Item Categories decides which categories are offered when an audit of this type is carried out — only the ones ticked here.

Item Groups decides which groups, and with them which item numbers, are offered. It only takes effect when Show item numbers (if item groups are assigned) is ticked.

Sites for Distributing holds the vessels an audit of this type normally goes to. The assignment can still be changed for an individual audit; storing it here saves doing so every time.

Audit/Item Categories

For adding a Category use New, name and Abbreviation has to be given. All Audit/item Categories in gray are system types and cannot be renamed or deleted.All other Item Categories are arbitrary. Only Categories which are not in use can be deleted. The Item Categories are also available in Task Tracking and Incident Report if predefined. Mark checkbox is inspection category, if the category has to be available in module Audit & Inspection. If checkbox use in Inspection Check Report is marked, the category is included in Inspection Check Report. Mark checkbox is incident report category, if the category has to be available in module Incidents.

Mark checkbox Possible consequences mandatory that in reports the possible consequences has to be filled in.

Corrective/ Preventive Action

Function	Description
No Corrective/preventive action	If checkbox is marked, no actions have to be filled in.
Show corrective/preventive action as free text	A free text can be filled in for corrective and for preventive action.
Show Immediate Action as free text	A free text can be filled in for immediate action
Actions are mandatory	If checkbox is marked all actions have to be filled in.
Corrective/preventive action as single track items	If checkbox is marked, the corrective and preventive actions will be filled in as items which are under the report but a of the report.
Auto-close linked Actions (IA/PA/CA) when Finding is closed	Closes the actions belonging to a finding together with the finding. Only available while corrective/preventive action as single tracked items is selected — only then do separately tracked actions exist. Off by default.

The auto-close setting belongs to the category, wherever that category is used. If the same category serves several modules — inspections and incident reports, for example — the behaviour applies in all of them.

Closing a whole inspection at once

The global setting Close Completed On Board Tasks/Actions/Findings (in case of approval in office e.g.) in the Task Tracking configuration also covers inspections.

With it switched on, and every finding of an inspection at least completed on board, the office can finish the inspection in one go: choose Approve, confirm the question that all findings should be closed together with their actions, and enter the approval reason.

Nothing changes until both dialogs are answered. Cancelling either the question or the reason leaves every finding open and the inspection exactly as it was.

Where the configuration completes an inspection automatically as soon as the last finding is closed, the Approve button is normally hidden because it is not needed. It appears in one case regardless: when all findings sit at completed on board, so nothing would complete on its own.

Risk Assessment on tasks and actions

Two settings per category decide whether a task or an action can carry a risk assessment:

Function	Description
Risk Assessment can be assigned	Adds a Controls tab to tasks and actions of this category, where a risk assessment can be searched, picked from the operation tree, newly created, copied from a template, or removed.
Reviewed flag mandatory before close	Only selectable together with the setting above. The assigned risk assessment then has to be marked as reviewed before the task or action can be closed.

The review requirement is enforced in the office only — on board a task can be closed without it. Assigning a different risk assessment resets the reviewed mark, because a new review cycle begins.

Removing an assignment removes the link only; the risk assessment itself stays in the system. Every task and every action carries its own assignment — an action does not inherit the one from its parent task.

Root Cause & Analysis

Function	Description
Show Root Cause as Drop Down List	If checkbox is marked, the list of defined root causes will be available
Show (additional) Root Cause as free Text / Mandatory	Additionally, the checkbox can be marked, for a root cause as free text. If mandatory is marked, the free text has to be given.
Show additional risk analysis/accountab. / Mandatory	Additionally, a risk analysis and accountability will be shown when the checkbox is marked. If mandatory is marked, the free text has to be given.
Show additional SIRE reference / Mandatory	Additionally, the list of predefined SIRE references will be shown, if checkbox is marked. If mandatory is marked, the free text has to be given.

Due Date

Function	Description
Remark mandatory when postponing due date	If checkbox is marked, a remark has to be given for postpone of the due date.
Due date mandatory	Due date must be filled in, when checkbox is marked.
Due Date Default days	If a number will be insert, the system will set the due day. Execute date + default days

Entities

All modules can be sorted by entities. All Entities are arbitrary. For adding and changing the entities use New and Edit. A short to each entity has to be given. Only entities which are not in use can be deleted.

Modules

All modules are arbitrary. For adding and changing the entities use New and Edit. A description of each module can be given. Only modules which are not in use can be deleted.

Audit/Item Status

These are all system statuses. The visibility of the statuses can only be defined and changed.

Audit/Item Standard

Use item standards for grouping and versioning item groups and numbers, for instance VIQ 6, VIQ 7. Please find more detailed information under: https://docs.zeeborn.info/tutorials/english/viq-standards/

Audit/Item Groups

Item Groups are arbitrary. Descriptions for Item Groups are needed.

Audit/Item Number

Item Numbers are arbitrary. The Item Number has to be allocated to an item Group. All item numbers will be sorted by Item groups. With New a new item number can be added. For all item numbers a title and description can be inserted. With Edit on all item numbers can be worked. Only item numbers which are not in use can be deleted.

Questionnaires and Item Numbers

Standard Groups Item Number

Audit/Item Number Types

Item numbers can be sorted by type. The types are arbitrary: New adds one, Rename changes the name, and only types that are not in use can be deleted. The list can be printed and saved with Share.

Port State Control Codes

The deficiency codes used by Port State Control. They are kept in groups — New Group creates a group, New Item a code beneath it.

Field	Description
PSC Code	The code itself.
Short	An abbreviation.
Description	What the code covers.
Due in Days	How long there is to clear a deficiency carrying this code. This is what a due date is calculated from when the code is used.
Relevant for PSC Statistic	Only codes marked here are counted in the Port State Control statistic. Codes recorded for other purposes stay out of it.
set as inactive	The code is no longer offered for new entries. Existing entries keep it.

Where many codes have to be marked at once, Select all, Select none and Invert selection save going through them one by one.

Root Cause Categories

All root causes are sorted by Root Cause Categories. All root cause categories are arbitrary. For adding and changing the categories use New and Edit. A description to each category can be given. Only root cause categories which are not in use can be deleted.

Root Causes

All root causes are sorted by Root Cause Categories. All root causes are arbitrary. For adding and changing the root causes use New and Edit. A description of each root cause can be given. Only root causes which are not in use can be deleted.

SIRE References

All SIRE references are arbitrary. For adding and changing the SIRE references use New and Edit. A description of each SIRE reference can be given. Only SIRE references which are not in use can be deleted.

Additional Root Cause Categories 1

Beyond the root cause and its category, two further classifications can be kept — this is the first of them. Each entry has a name and a description; New, Edit and Delete maintain the list, and Set as inactive retires an entry without removing it, so existing records keep their value. Set as Active brings it back.

Additional Root Cause Categories 2

The second additional classification. It works exactly like the first and is maintained in its own list.

Accountability

All Accountabilities are arbitrary. For adding and changing the accountabilities use New and Rename. Only accountabilities which are not in use can be deleted.

Regions/ MoU

All Regions are arbitrary. For adding and changing the regions use New and Rename. Only regions which are not in use can be deleted. The regions can be printed and saved with share.

Additional Categories

A further free list for classifying tasks, alongside the item categories. The entries are arbitrary: New adds one, Rename changes it, and only entries that are not in use can be deleted.

Incident/Accident Types

All Incident /Accident Types are arbitrary. For adding and changing the Incident /Accident Types use New and Edit. A description of each Incident /Accident Type can be given. Only Incident /Accident Types which are not in use can be deleted. The Incident /Accident Types can be printed and saved with share.

Incident/Accident Locations

All Incident /Accident Locations are arbitrary. For adding and changing the Incident /Accident Locations use New and Edit. Only Incident /Accident Locations which are not in use can be deleted. The Incident /Accident Locations can be printed and saved with share.

Incident/Accident or Audit Position

All Incident /Accident or Audit Positions are arbitrary. For adding and changing the Incident /Accident or Audit Positions use New and Edit. For each Incident / Accident or Audit Position has to be marked, if position is a port, on sea or both. Only Incident /Accident or Audit Positions which are not in use can be deleted. The Incident /Accident or Audit Positions can be printed and saved with Share.

Incident/Accident Sea State

All Incident /Accident Sea States are arbitrary. For adding and changing the Incident /Accident Sea States use New and Rename. Only Incident /Accident Sea States which are not in use can be deleted. The Incident /Accident Sea States can be printed and saved with Share.

Incident/Accident Source of Lighting

All Incident /Accident Source of Lightings are arbitrary. For adding and changing the Incident /Accident Source of Lightings use New and Rename. Only Incident /Accident Source of Lightings which are not in use can be deleted. The Incident /Accident Source of Lightings can be printed and saved with Share.

Incident/Accident Wind Direction

All Incident /Accident Wind Directions are arbitrary. For adding and changing the Incident /Accident Wind Directions use New and Rename. Only Incident /Accident Wind Directions which are not in use can be deleted. The Incident /Accident Wind Directions can be printed and saved with Share.

Incident/Accident Wind Force

All Incident /Accident Wind Forces are arbitrary. For adding and changing the Incident /Accident Wind Forces use New and Rename. Only Incident /Accident Wind Forces which are not in use can be deleted. The Incident /Accident Wind Forces can be printed and saved with Share.

Incident/Accident Weather Type

All Incident /Accident Weather Types are arbitrary. For adding and changing the Incident /Accident Weather Types use New and Rename. Only Incident /Accident Weather Types which are not in use can be deleted. The Incident /Accident Weather Types can be printed and saved with Share.

Accident Types

All Accident Types are arbitrary. For adding and changing the Accident Types use New and Rename. Accident Types marked As system type are system type and cannot be deleted or edited. All accident Types, which are in use can be set as inactive or can be set as active. Only one of the buttons will be visible. An active type only can be set inactive, and an inactive type only can be set active. Only Accident Types which are not in use can be deleted. The Accident Types can be printed and saved with Share.

Personal Accident

All Personal Accidents are arbitrary. For adding and changing Personal Accidents use New and Rename. Only Personal Accidents which are not in use can be deleted. The Personal Accidents can be printed and saved with Share.

Incident Configuration (general)

If checkbox Types in closed Folder is marked, all reports will be shown under Incident type. Default the reports will be shown in closed folder sorted by year and month. For Incident a help manual can be added and shown in module.

Accident Injury (Personal)

All Accident Injuries are arbitrary. For adding and changing the Accident Injuries use New and Rename. Only Accident Injuries which are not in use can be deleted. The Accident Injuries can be printed and saved with Share.

SDR Defect Categeory

All SDR Defect Categories are arbitrary. For adding and changing the SDR Defect Categories use New and Rename. Only SDR Defect Categories which are not in use can be deleted. The SDR Defect Categories can be printed and saved with Share.

Configure Incident Report Types

With Edit all incident reports can be prepared.

Tab Details

Corrective/ Preventive Action

Function	Description
No Corrective/preventive action	If checkbox is marked, no actions have to be filled in.
Show corrective/preventive action as free text	A free text can be filled in for corrective and for preventive action.
Show Immediate Action	A free text can be filled in for immediate action. It is only eligible, when Show corrective/preventive action as free text was be chosen.
Corrective/preventive action as single track items	If checkbox is marked, the corrective and preventive actions will be filled in as items (which are under the report but a of the report.
Actions are mandatory	If checkbox is marked all actions have to be filled in.

Root Cause & Analysis

Function	Description
Show Root Cause as Drop Down List	If checkbox is marked, the list of defined root causes will be available
Show (additional) Root Cause as free text	Additionally, the checkbox can be marked, for a root cause as free text.
Show additional risk analysis.	Additionally, a risk analysis and accountability will be shown when the checkbox is marked.
Show additional SIRE reference	Additionally, the list of predefined SIRE references will be shown, if checkbox is marked.

General

Function	Description
Distribute to all sites Review required	If checkbox is marked, Incident Reports can be distributed to other sites. If Review required is marked, it possible to request a review mark from site.
Approval in Office Remark is mandatory	If checkbox is marked, a remark must be given.
Show environmental Details	If checkbox is marked, the environmental details have to be filled in.
Show Jobname (reported by)	If checkbox is marked, in area Reported by not only names can be given also job names from system can be added.
Show Priority	If checkbox is marked, a priority of report can be given.
Show Accident Tab	If checkbox is marked, the Tab Accident Type will be shown and can be filled in.
Show additional problems Tab	If checkbox is marked, the Tab Additional Problems will be shown.

Which tabs a report ends up with, and what is mandatory on them, therefore follows from this configuration. How the report is then filled in is described under Creating a report.

Two entries that lead elsewhere

The Configuration menu of the Incident module also holds two entries whose settings are not specific to incidents and are described in their own place:

Entry	Leads to
Risk Assessment Data	The risk matrix — severities, likelihoods, risk levels and the matrix itself. See Configuration > Risk Assessment.
Manage Sites (Specified Use)	Which vessels take part in which module. See Specified Use.