PSC and CoC
A safety report can carry two further tabs: Port State Control for inspections by the port authorities, and Conditions of Class for items issued by a classification society. They sit between the questionnaire and the report.
Both are optional and appear only where the audit type is configured for them — a report can have one of them, both, or neither. If a tab is missing where you expect it, the audit type is the place to look; it is hidden by design, not broken.
Anyone allowed to edit safety reports can work with these tabs. They need no separate right.
What the tab brings together
Each tab combines three sources in one view, and knowing which is which explains most of what happens later:
- Loaded from the audit system — PSC or CoC audits that already exist in the fleet, pulled in on demand.
- Entered by hand — recorded directly in this safety report.
- Live deficiencies — open tasks linked to this vessel's PSC or CoC audits. These are read-only here, because they have their own lifecycle: changing them from the safety report would break it. To change one, open the task itself; the change appears here at the next refresh. A closed task drops out of the list by itself.
Each entry shows the audit date, the port, the inspecting authority, and where it came from.
Loading entries from the audit system
Load from System offers two ranges, and you pick one rather than selecting audits individually:
- all of this year — every matching audit for this vessel with a date in the current year, or
- the last few — the given number of most recent matching audits.
Which audits qualify is decided by the audit type flags described below.
Two rules govern what the load does to what is already there, and they are what makes mixing both sources safe:
- Entries you added by hand stay untouched by every load.
- Entries previously loaded from the system are replaced by the new selection.
The whole load happens in one go — if anything fails, nothing is changed at all.
Because the load works on ranges, an older inspection outside both ranges will not appear. Either raise the number, or add it by hand.
Note that the link to the source audit is one-way: an entry remembers which audit it came from, but later changes to that audit do not travel into the report. Loading again fetches a fresh copy.
Adding an entry by hand
Add records an inspection with its date, port and inspecting authority. It is marked as manual and stays out of the way of future loads.
Deficiencies can also be added by hand, with defect code, description, date found and status. They belong to the report as a whole, not to one particular inspection — which is why a load never touches them.
When the report is closed
Once the report is Approved on Board or Closed, both tabs still show everything as before, but the buttons for adding, editing, deleting and loading disappear, and a banner states that the entries are read-only.
To change something after that, the report has to be reopened by someone holding the right for it — see Editing a Closed Report.
In the exported report
Where the audit type has the corresponding section switched on, the export contains two tables per section: the previous inspections with date, port, authority and origin, and the open deficiencies with code or task number, description, date, status and origin. Reports whose type does not carry the flag look exactly as they always did.
Setting it up
This is done once, in the office, under Audit Tool > Manage Audit Types, in the Handling area of the audit type. Four settings are involved, and they answer two different questions:
The distinction is worth holding on to: the first two mark an audit type as a source of data, the last two make a safety report type show it. A type can be both — it may supply PSC data and render the PSC section in its own report.
In practice: mark the types you record PSC inspections with as PSC sources, the types you record class conditions with as CoC sources, and switch the display on for the safety report types that should carry these sections — a master's review or an internal audit, typically.