Working with a Report

Referring to the previous inspection

The cover page carries a Previous Inspection... button, which records what the last inspection of this vessel produced. The reference appears in the report under Previous Report. The button becomes visible once the report is In Progress or further along.

There are two ways to fill it:

• Select from list — all earlier audits and inspections of this vessel, across inspection types, each with name, date and the score achieved. This is the case where the previous inspection was carried out in ZeeBORN.
• Enter manually — inspection name, date and score as free text, for an inspection carried out externally or before the system was in use.

Clear removes the reference if it was set by mistake.

Flagging what matters

Individual topics can be flagged during an inspection, to lift what needs attention out of a long questionnaire. Tick Flagged in the topic details; repeat for every topic concerned.

The report then carries a Flagged Items & Actions overview ahead of the chapter details, listing per flagged topic the chapter, the topic, the grading, the auditor's remarks and any corrective action assigned to it.

The header of that overview summarises the situation — 7 flagged, 2 actions means seven topics were flagged and two of them carry an action. Each chapter header repeats this for its own part, alongside its score.

Observations

An observation carries two fields that decide what happens after the report is closed:

• Due Date — when it should be resolved.
• Responsible Role — who follows it up, for instance the master or the HSEQ manager.

Both are handed over to the task generated when the safety report is closed, which is what makes an observation actionable rather than merely recorded.

The responsible role is pre-filled from the audit type, where a Default Responsible Role can be set under Configuration > Manage Audit Types in the Audits module. It applies to new observations only — existing ones keep what they have — and can be overridden per observation.

Creating an observation from a picture

Pictures attached to a topic often are the finding. An observation can therefore be created straight from one:

1. Select a topic that has pictures.
2. Select the picture in question.
3. Use Add Observation — with a picture selected it is relabelled Add Observation from Picture, which is the confirmation that the observation will be linked to that picture.
4. Fill in the observation and save.

The picture is linked, not copied: the original stays with the topic, and there is no second copy of the image.

This has one consequence worth knowing: a topic picture that is linked to an observation cannot be deleted while that link exists. To remove such a picture, remove the observation first. If no picture is selected, the button behaves as the ordinary Add Observation.