# Add Report

# New Report

There are always four tabs in the report: Details, Root Cause Analysis, Corrective/Preventive Actions and Attachments.

# New & New (additional)

New creates a new report. If no planned event has been selected, the report is inserted into the planning routine. New (additional) is used for reports that should not be included in the planning process. Depending on the configuration per type you have different options for entering the report. After selecting the report type, the correct standard is automatically displayed. If there is a planned process for the report, it will be offered. You do not have to use the planned process, but you can use it. If a planned process is selected, the date from the planned process is transferred to the "Planned Date". If you have chosen the planned one, the report will appear in tree with title already otherwise it will appear with title “new”.

# Details

Today is always shown as the report date. The date can be changed. External inspectors are entered as free text. Internal inspectors are selected by name from a list according to rank. There can only be one internal or external inspector add in the report. Each report has a "Description". The Master and Chief Engineer is taken from the crew list with Get. If there is no crew list in the system, both names can be entered as free text. The position must be selected, and the data is then entered depending on the vessel's position: port, longitude and latitude, or both if it is at anchor. Attachments can be added with Attach or Drag & Drop. (see Attachments) After all data has been entered can the report name can be entered or corrected with using Get Title. If Get Title is clicked before all data has been entered, the title will be incorrect. Our system does not check the title for accuracy. If there are no deficiencies found, you can click the "No deficiencies found" checkbox and complete the report entry by clicking Save. If there are deficiencies, click the "Deficiencies" tab and click New to enter the deficiencies. Each deficiency must be entered individually. There are different types of deficiencies depending on the report type.

# with questionnaire

You don’t need to enter the findings here on the deficiencies tab, they will be taken over from your report later. Save, If ready. To enter all your findings and to answer the questionnaire, please hit “Fill out”: Cover Page: Here you’ll find all the values given by the selected report. On the tab “Questionnaire” you can answer all the questions given by Victoria Marine in the special Questionnaire:

• Choose answer for status – please note: at the moment here is only one option available (good, above average, average, poor) – but we’re currently working on the implementation of more answer sets (in the configuration you can already assign those answer sets, but they aren’t available in the report yet).
• Please enter your remarks
• If needed attach photos to the question
• Add findings to this question

If you need to interrupt your work and want to process further later, you can save the report. To create the PDF report, choose Tab “Report” and you can export the pdf by clicking “Export”.

Once you have completed the report, you can finalize it by clicking 'Close'. This will create editable items for all findings in the audit report. You can then assign responsible persons and due dates to these items. In the Inspection module the findings will now appear as single trackable item.

# without questionnaire

Use TAB "Defeciency".

# Add Items

Use New and choose correct item category.

# Details

First, the item group and number must be selected. Then, a title, description, and possible consequences will be entered. For every inspection type the system will show you the applicable item categories. With choosing the Item group the available Item numbers are visible. Choose the correct one. Add a title and a description. The “Consecutive Number” is arbitrary with number and letter as in your company defined. Optionally attachments can be added. Depending on your access rights you can also assign the Responsible Person and the Due Date. This assignment is usually done by office site. With OK item will be saved. Title of this item is built by system for instance as follows (depending on company configuration): Item Category – Ship – Site (where item was created) – Year – Running Number

# Root Cause Analysis

Depend on the configuration different rows for different types of information will be shown. Also depend on the configuration the data must or can be entered. Some data can be selected from a list. You can see a black arrow at the end of the row. If a Zero will be shown in the row always a value has to be inserted. All other rows are for free text input. In the Risk Matrix a level must be selected.

# Corrective/Preventive Actions

Corrective, preventive, and immediate actions can be entered. Depending on the configuration, some or all the information may be mandatory. Documents can be attached to each action, and an action type can be selected from a list. A comment can be entered for each action type.

# Attachments

Attachments can be added by using Attach or drag & drop. (see Attachments) Our system gives the information, if mandatory data wasn’t inserted when report will be saved.

# Follow up /Edit Items and Actions

Items and actions are further processed by using Follow Up. This starts the process and then closes it at the end. Use Follow Up for making any changes on items. With status “completed on board” the item will be closed. It is mandatory to add a comment in order to save the changes in the item.

First, the action must be closed by using "Follow Up". Then, the defects can be closed by using “Follow Up”. Only when all deficiencies have been closed can the report be closed. Depend on configuration the report can be approved on board with open Deficiencies, or all Deficiencies has to be closed.

# Edit

Actions, Items or Reports can be edited. An information of the changes will be given in history.

# Edit (Administrative Tasks)

Anyone with the necessary user right can edit actions, items or reports without making an entry in the history.

# Follow Up

The “Follow Up” of Actions, Items or Reports can be edited. An information of the changes will be given in history.

# Edit Follow Up (administrative Tasks)

Anyone with the necessary user right can edit the “Follow Up” of actions, items or reports without making an entry in the history.

# Delete

Anyone with the necessary user right can delete Actions, Items or Reports.

Closing on board: If all items from an inspection report are closed, the complete inspection report moves under folder “Closed Inspections” in folder with year of the closing.

Closing in office: To enable a better tracking from office side it was decided that each item which was completed on board has to be closed/confirmed by the office again. An additional comment/closing remark can be added as well. If all items from an inspection report are completed in the office, the inspection report moves under folder “Final Verification” where it has to be finally approved and completed by Higher Management.

# Complete Item

Go to Follow Up and select status ‘completed on board’. It is mandatory to add a comment in order to close the item. After clicking on ‘save’, item will be closed. Note: If no responsible person and due date are assigned by the time of completion, system will set current user and date instead.

Closing on board: If all items from an inspection report are closed, the complete inspection report moves under folder “Closed Inspections”.

Closing in office: To enable a better tracking from office side it was decided that each item which was completed on board has to be closed/confirmed by the office again. An additional comment/closing remark can be added as well. If all items from an inspection report are completed in the office, the inspection report moves under folder “Final Verification” where it has to be finally approved and completed by Higher Management.

# Status of Items

Status of each item is indicated by symbol and color. Function|Description ---|--- Red exclamation mark|Item is overdue. Yellow check-mark|Item is closed on board. Green check-mark|Item is completely closed Yellow warning triangle|Either responsible person or due date is missing. No indication|All in order, Item is in progress.

# Tab "Final"

In configuration is defined, which action is mandatory. lease fill in requested actions.

# Tab "Attachments"

Optionally attachments can be added. (see Attachments)