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# Ship Defect Report

# General

The Ship Defects module enables efficient management of vessel and component defects throughout their entire lifecycle. It provides tools for recording, tracking, and resolving reported damages, including the planning and monitoring of related repair activities. The module is integrated with the Purchase system to handle spare parts procurement and repair services provided by third-party companies. It also supports the coordination of onboard repair jobs when required and includes functionality for performing and documenting risk assessments to ensure safety and compliance during defect resolution.

# Creating a Ship Defect Report in the module Maintenance

First select the component for which the SDR is to be created. All data have to be entered.

# Creating a Ship Defect Report in Ship Defects module

With "New Defect Report" a new SDR can be created. A component needs to be selected or a title have to be entered. In addition, a description, root cause and cause of failure have to be entered. All other information can be done.

# Form

# TAB "Details"

The SDR have to be linked to a component if the company works with repair jobs.

Depend on Configuration different fields will be shown. All data have to filled in. Attachments can be added. (see Attachments)

# TAB “Controls”

Depend on Configuration the follow can be filled out or have to be filled out:

# TAB “Final”

Imediate, Corrective and Suggested Preventive Action can be filled in.

# TAB "Actions"

Corrective and Suggested Preventive Action can be filled in.

With Cancelthe report can be rejected. With Savethe report is created and is visible in the module "Ship Defects". Any further processing or changes of the report will only be carried out in the module "Ship Defects". The SDR can still be edited with Edit if the user has the corresponding right; with Delete can be deleted and with "Add Corrective/Preventive Action" the appropriate actions can be added. If the title or component has been changed, the name of the SDR will be corrected with Update Internal Number. For each SDR an extra data transfer with "Create Data Transfer (SDR only)" can be created.

# Vessel use

Hit button Approve (on board) to confirm, that the SDR is completely recorded and no further processing on board is currently necessary. The SDR will be moved to the folder “Approved reports” and no further changes are possible.

# Close the SDR on board

The SDR can be found in the folder "SDR-Waiting for closing" on board. The report can no longer be worked on and is closed by reporting the linked maintenance job. Search for the corresponding job in the Maintenance module and in the schedule list. Then report it as usual and after that close it. You can also go to the appropriate component and select the job. With "Create Maintenance Report" and then "Regular Maintenance Report" the list of all jobs appears, and the corresponding job can be selected. Then fill in the report accordingly and complete the process with "OK". The job disappears from the HTML view and in the module Ship Defects the SDR is moved to the folder "closed" when all Actions completed in Office or "SDR-For Follow up" if Actions needs to be completed.

# Office - Handling in Office

If the SDR is approved on board it can be edited in the office. (Before it was already visible but marked as OoB – open on board - and could not be edited). In the office you can now Edit the SDR and if you have the corresponding user rights, the SDR can be rejected or deleted.

# Editing SDR in the office

The SDR can still be edited with "Edit" if the user has the corresponding right; with "Delete" the report can be deleted, with "Reject" the report can be rejected and with "Add Corrective / Preventive Action" the appropriate actions can be added. If the title or component has been changed, the name of the SDR will be corrected with Update Internal Number. The risk assessment and the Management of Change can or have to be reviewed(depend on Configuration). If the SDR have to be edited by the ship again, it can be sent back to the ship with "Resend to Ship".

# More Actions

# Refresh

(see Refresh)

# Search

(see Search)

# Show History

With Show History you can look at the history. Comments can still be added to the SDR using the button "Add General Comment". With “Documents”, documents can be used to attach, view, or delete. An official SDR report can be printed or saved. With "Save (with Attachments)" the SDR can be saved.

# Assign Responsible

A user of the ZeeBORN Software can be assigned to the SDR.

# Assign further handling

An insurance case can be added, if the case is depending on the SDR.

# Charterer

Depend on Configuration a Charterer can be added to SDR.

# Create data transfer (SDR only)

A data transfer for the selected SDR can be sent.

# Send Offical

# Offical Report to Charterer

The SDR can be sent to Charterer with Attachments or without Attachments.

# Offical Report

The SDR can be print out with Logo and Header via "per Printer/Share" or "print" or can be saved with "save(with Attachments)".

# Report

# Overview per Interval

All SDR of the selected time frame will be shown.

If the SDR is also important for other ships, the SDR can be sent to selected vessels for information. By selecting "Review required", the ship have to confirm that the SDR has been read.

If necessary, the SDR can also be sent to the charterer of the ship.

It is possible to add entries to this SDR concerning the ship itself or other ships.

All ships for which the entry have to be created are selected from the list.

The category have to be selected and then the entry can be made.

All relevant data have to be entered and with "Save" the entry is added to the SDR. For each ship an entry is generated. For each SDR of a component, a job has to be done by the ship. This is added to the Edit-area in the TAB "Job Details". Assigning Job Details It is necessary to assign job details so the SDR can be closed on board. If no job details are assigned, no job details will be shown in the SDR overview.

You can either create a new job or select an existing for this component. Create New Job To create a new job hit “New Job” and fill in the necessary details.

In the SDR overview the job details will be displayed as follows:

Please note: At this moment the job is not created yet. No linking to a maintenance job is available. The job details will be created as soon as you hit “SDR – Resend for closing” Select Existing Job

If you want to use an existing job for closing, please hit “Existing job”. Button “Select” will be enabled. Please hit and select job. Please note: Only jobs, which are assigned to defect component, will be shown. Select job from the upcoming list. Due to the fact, that this job is already existing, it can be shown as link:

Approve & Resend to ship Once all preparation is done, you can hit “SDR – Approve & Resend to ship for Closing”. The system will check if all mandatory fields are filled. Mandatory fields Additional to the already mentioned mandatory fields in chapter 2.2 the following fields are now mandatory:

  • Job details (for new job: title, description, due date and responsible needs to be filled)
  • Review Risk Assessment
  • Review Management of Change

A closing remark is required.

Please note: If the SDR Follow up has the current status “Action required – Office”, the system will automatically create Follow up entry with status “Close out by repair job”. The closing remark will be used as description.

After closing the SDR will be moved to the folder “SDR – Resend to ship and waiting for closing” in the office and “SDR – Waiting for closing” on board. Please note: If you used a new job for closing, the display of the new job is changed.

The new job was created and will be transferred to the ship with the next data transfer. The job name is built with SDR and a running number in the beginning of the title. The job is created as one time job and is only available for closing this SDR.

If the SDR is to be closed by the ship, it will be sent to the ship with "SDR – Approve & Resend to ship for closing".

A reason have to be given.

The SDR changes to the folder "SDR-Resend to ship and waiting for closing". There, the report remains until the ship has reported the maintenance job and then the SDR is closed.

Edit and Edit (administrative tasks) In the office the SDR can be edited. The difference between “Edit” and “Edit (administrative task)” is, that if you use “Edit” all changes will be stored in history, which is normally the correct way. But in some cases – for instance misspelled words – it is more appropriate to use editing without storing in history.

Review Risk Assessment/Management of Change/Flag and Class notified In the office you need to review the assigned risk assessment and Management of Change. To do this, switch to the Tab “Controls” and hit the corresponding checkboxes.

You can also hit checkboxes for “Flag notified” and “Class notified”. You will see these changes in the HTML overview for the SDR.

Ship and Office - Follow Up Process If it is necessary to correspond with the ship to adjust, a Follow-up process can be initiated. Hit button “SDR – Follow up” to start the process. In the upcoming form you can now enter responsible and due date and select a status from the predefined list with:

  • Action required – Ship (4.1)
  • Action required – Office (4.2)
  • Close out by Repair Job (4.3) For each Follow up step attachments can be assigned. The attachments will be shown in the overview directly for this Follow up step, as they are assigned to this. With click on the icon you have access to the attachment(s). If you want to change the attachments, you can use the button “Documents”. Here you have access to all documents – both those from the SDR directly and the attachments that were assigned to a Follow up step. Please note: If the due date of a Follow up entry is overdue, the SDR is shown in red (2)

# Action required – Ship

“Action required – Ship” means, that the crew on board needs to perform an action. The SDR will be stored on board under the folder “SDR-For Follow Up”. The crew on board can make the necessary adjustments. After that a new status can be assigned with “SDR – Follow Up”. Assign in the upcoming form the status “Action required – Office” and if you have the corresponding user rights assign the responsible role or user also. On Board: The SDR will be moved from folder “SDR – For Follow Up” to the folder “Approved reports” In the Office: SDR is still available in folder “SDR – For Follow Up”.

# Action required – Office

“Action required – Office” means, that the crew in the office needs to perform an action. On board the SDR will be shown under folder “Approved reports”, in the office it is available under “SDR – For Follow Up”. Only the crew in the office can adjust. There is no limitation to the number of Follow up steps. The Follow up will be shown in the SDR Overview:

Once the Follow up process is finished, in the office you can either assign status “Close out by Repair Job” (4.3) or hit directly button “SDR – Resend to ship for closing” (5).

Please note: If you assign the status “Close out by Repair Job” a remark is mandatory.

# Close out by Repair Job

If the status “Close out by Repair Job” is assigned, the Follow up process is finished. The SDR can be prepared for closing (5). On board the SDR will be shown under folder “Approved reports”, in the office it is available under “SDR – For Follow Up”. Only the crew in the office can adjust.

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