## Configuration

![](./media/image1.png)

### Root Cause & Analysis

For all Audit & Inspection items is it possible to analyze the root
causes of faults or problems. If it is not in use in your company, all
configurations can be ignored. It is important that in "Manage Audit &
Item Categories" the part Root Cause & Analysis will not be in use.

#### Root Cause Categories

It is possible to summarize Root Causes to Categories.

#### Root Causes

All Root Causes are arbitrary. It is up to your company to define all
needed Root Causes.

### Risk Assessment Data

A Risk Matrix can be defined by Severity, Likelihood and Risk Level.

![](./media/image2.png)

  ------------------------------------------------------------------------------
  ![](./media/image3.png)   A new matrix can be created completely new, with
                            copy one of the old matrices or as a new version of
                            the default matrix.
  ------------------------- ----------------------------------------------------

  ------------------------------------------------------------------------------

![](./media/image4.png)

With "approve" the matrix will be authorized. Only the matrix which is
"set as default" will be visible in our system.

Severity, Likelihood, Risk Level and Matrix are arbitrary.

+-------------------------------------------+--------------------------+
| ![](./media/image5.png)                   | For Severities a         |
|                                           | description,             |
|                                           | Healty/Safety,           |
|                                           | Environment, Operational |
|                                           | Impact and Media         |
|                                           | Attention can be         |
|                                           | defined.                 |
|                                           |                          |
|                                           | **The sort order has to  |
|                                           | be given.**              |
+===========================================+==========================+
| ![](./media/image6.png)                   | For all Likelihoods a    |
|                                           | description can be       |
|                                           | stored.                  |
|                                           |                          |
|                                           | **The sort order has to  |
|                                           | be given.**              |
+-------------------------------------------+--------------------------+
| ![](./media/image7.png)                   | **The sort order and     |
|                                           | color has to be given.** |
|                                           |                          |
|                                           | If a Risk Level is a     |
|                                           | "High Risk Level" use    |
|                                           | button "set as High Risk |
|                                           | Level".                  |
|                                           |                          |
|                                           | Reassess in Days has to  |
|                                           | be defined only for      |
|                                           | module "Risk             |
|                                           | Assessment".             |
|                                           |                          |
|                                           | Actions can be stored.   |
+-------------------------------------------+--------------------------+
| ![](./media/image8.png)                   | With "edit" the matrix   |
|                                           | can be filled in.        |
|                                           |                          |
|                                           | With "share" the matrix  |
|                                           | can be exported via pdf, |
|                                           | printer etc.             |
|                                           |                          |
|                                           | **When the matrix is     |
|                                           | approved not further     |
|                                           | changes are possible.**  |
+-------------------------------------------+--------------------------+

#### "show complete matrix" {#show-complete-matrix .unnumbered}

![](./media/image9.png)

The Risk Matrix with all given information will be shown.

### SIRE References

![](./media/image10.png)

SIRE References are arbitrary. All can be edited. Only SIRE References
which are not in use, can be deleted.

### Accountabilities

![](./media/image11.png)

Accountibility areas are arbitrary. The can be renamed. Only
Accountibilities which are not in use, can be deleted.

### Manage Audit Types

![](./media/image12.png)

There are three pre-defined system audit types. All other audit types
are arbitrary. For all types is it possible to predefine Item Categories
to be shown for this type 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 for use
in the Audit Check Report have to be marked in the configuration. If
type don't need to be planned, it has to be marked too.

### Manage Audit Groups

![](./media/image13.png)

All Audit types can be summarized to Audit Groups.

### Manage Audit/Item Category

![](./media/image14.png)

Item category defines the type/name of deficiency used for several audit
types.

There are systems Item Categories, to see on grey lettering. All other
Item Categories are arbitrary. The Item Categories are also available in
Task Tracking and Incident Report if predefined. If

+-------------------------+--------------------------------------------+
| Details                 | Defines where the item categories will be  |
|                         | shown.                                     |
+=========================+============================================+
| Corrective/ Preventive  | For each item category can be defined how  |
| Action                  | to handle corrective and preventive        |
|                         | actions.                                   |
|                         |                                            |
|                         | **If corrective/preventive actions as      |
|                         | single tracked items are selected, the     |
|                         | action will be added as separate items.**  |
+-------------------------+--------------------------------------------+
| Due Date                | All available variants of the due date     |
|                         | handling are sited in this area.           |
+-------------------------+--------------------------------------------+
| Description             | For item categories a description can be   |
|                         | integrated.                                |
+-------------------------+--------------------------------------------+

**Corrective/preventive action**

-   No Corrective7preventive action -- there are no possibility to
    handle corrective or preventive action

-   Show Root Cause as Drop Down List -- Root Cause Category and the
    corresponding root causes can be selected from the shown lists

-   Show (additional) Root Cause as free text -- all Root Causes have to
    be insert as a free text additional to the Drop Down List.

-   Show additional risk analysis -- Risk Matrix can be shown for
    preparation.

-   Show additional SIRE References -- a SIRE reference can be selected
    from Drop Down list of configured SIRE References

### Manage Item Status

![](./media/image15.png)

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

### Manage Item Groups

![](./media/image16.png)

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

### Item Number

![](./media/image17.png)

Item Numbers are arbitrary. The Item Number has to be allocated to an
item Group.

### Sites (specified use)

![](./media/image18.png)

In the "edit" area all needed modules can be choosen by click on
checkbox or with Button "Get from License". With "save" all changes will
be taken over.

### Regions

![](./media/image19.png)

Regions are arbitrary. The can be renamed. Only Regions which are not in
use, can be deleted.

### Position

![](./media/image20.png)

All needed ships position can be added. For each position is it
necessary to give the information how the position have to be insert.

**PORT** the system will have a free text field for port name and if
configured, the port can be selected from Drop Down list.

![](./media/image21.png)

**Latitude and Longitude** the coordinates from ships location have to
be insert

![](./media/image22.png)

### Audit Configuration

![](./media/image23.png)

There are three generally function to be configured.

**1**If an Audit will be finalized; a remark has to insert by the user.

**2** If the last item of an Audit or an Inspection is set as complete,
the report will be moved to folder "Final Verification" automatically by
the system.

**3** When the report will be finalized the report automatically will be
closed by system. **This checkbox has to been set. Final Verification
and close in two steps is only necessary for companies, not for the
Standalone Version.**

## Use Module

### Add Inspection Report

![](./media/image24.png)

Use button "New Inspection Report" and choose type of inspection/audit
you wish to report.

Select correct "Audit Date", fill fields for "Port" or "Location,
"Auditor", "Report Number" and "Master". Use button "Get Title" and
system will create correct report title based on the given information
\[Ship -- Type of Report -- Port -- Date\].

Optionally a description can be inserted or attachments can be added.

![](./media/image25.png)

**Note:** Also inspections without any findings shall be reported in the
system. In this case select check box "no items found" and the
inspection will be closed. Above window can only be saved if either this
check box is selected or inspection items are added.

### Add Inspection Items

![](./media/image26.png)

Use "New" and choose correct item category. 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.

With "OK" item will be saved. Title of this item is built as follows:

Item Category -- Ship -- Site (where item was created) -- Year --
Running Number

#### Follow-Up

Depending on your access rights you can also assign the Responsible
Person and the Due Date.

This assignment is usually done by office site.

#### Status of Items

Status of each item is indicated by symbol and colour. You find legend
under button "Actions".

![](./media/image27.png)

### Follow up for Inspection Items

![](./media/image28.png)

Use "Follow Up" for making any changes on item.

With status "completed" the item will be closed.

With status "in progress" the item will be opened for further actions.

With status "rejected" the item will be rejected, no further actions are
needed.

**It is mandatory to add a comment in order to save the changes in the
item.**

**Note:** If no responsible person and due date are assigned by the time
of completion, system will set current user and date instead.

### Confirm Inspection Reports

All inspections with status "completed on board" have to complete in
office too. After this the inspection moves to folder "Final
Verification".

### Final Verification 

All inspections have a final verification. The inspection is finished
after this.

## Add a Planned Inspection

Inspections can be planned via the report described in point
**[4.2.4.Planned Audits](#planned-audits)** by just setting the date for
the new inspection.

**Note:** If an inspection is already planned you will -- after
selection an inspection type where you can select the corresponding
planned audit and continue as usual. Don't forget to use "Get Title"
after filling all fields in order to update inspection title
accordingly.

![](./media/image29.png)

## Useful Functions

### Search

You may either search via Name, Number or a full text search (also
including the description of items). Use "OK" and you will be guided to
the selected inspection or item.

![](./media/image30.png)

## Reports

![](./media/image31.png)

### Item Overview 

The Overview gives you a detailed overview about all inspections and
items. In the screen you have the option to either show all entries (in
this case just use "OK" as all fields are check-marked per default) or
define your loading options by choosing a status, responsible person or
set a time frame for reporting date respectively due date.

![](./media/image32.png)

In the following list you may sort according to the several column
headers (e.g. Due Date) or drag a column header to the top in order to
group accordingly. Buttons "Show Details" contain a link to the
respective inspection or item.

![](./media/image33.png)

### Check multiple item

![](./media/image34.png)

With "check multiple items" the report "Item Overview" can be created
for more than one item Type.

### Inspection Overview

![](./media/image35.png)

The report gives an overview about all selected Audits or Inspections.

![](./media/image36.png)

And as Pivot Grid

In Pivot Grid is it possible to make changes on the view of the report
as needed.

![](./media/image37.png)

And as HMTL view

![](./media/image38.png)

The report is also available in HTML view.

### Planned Audits 

In this list dates for future, planned audits can be set.

Gives an overview about all planned (and the last) audits. If a time
frame for a certain inspection type has been set by the administrator,
this will also be shown here.

For time intervals same principle applies as for annual class surveys,
i.e. you have a screen in which inspection has to be completed (shown in
brackets), however, anniversary date will not change for forthcoming
inspections.

![](./media/image39.png)

### Audit Schedule Overview 

![](./media/image40.png)

In Audit Schedule Overview you can see the date of the last report of a
Audit Type and the date for the next planned Audit, if available.

### Most Frequent....(Top 10)

![](./media/image41.png)

The report shows the 10 most frequent deficiencies.

### Fleet Experience Sharing

![](./media/image42.png)

The report gives an overview about deficiencies in order to the selected
most frequent.

![](./media/image43.png)

### Recurrence Avoidance

![](./media/image44.png)

An overview will be given about all deficiencies sort by Audit type.

### Reopened Audits

![](./media/image45.png)

All reopened audits and Inspection will be shown.

*[PO]: Purchase Order  
*[AZA]: local folder
*[(PO]: Purchase Order  
*[RQ]: Requisition  
*[(RQ]: Requisition  
*[RfQ]: Request for Quotation  
*[(RfQ]: Request for Quotation  
*[SO]: Service Order  
*[(SO]: Service Order  
*[SQ]: Service Requisition  
*[(SQ]: Service Requisition  
*[SRfQ]: Service Request for Quotation  
*[OoB]: Open on Board  
*[(OoB]: Open on Board 
*[ART]: Average Running Time (operation hours per day) 
*[MC]: Master Contract
*[ADS]: Advantage Database Server (database engine used in previous versions of the ZeeBORN software)
*[.replic]: file extension for replication files (aka data transfer files)