Incident Report

An incident report travels a long way: it starts at the vessel with something that went wrong, and ends — often months later — as a lesson the whole fleet has read and acknowledged. This path walks that route from end to end and points at the documentation for each step.

Before anything is reported

The report form has almost nothing fixed about it. Which tabs appear, which fields are mandatory, and whether actions are free text or individually tracked items all follow from the configuration — so it is worth knowing what has been set up before wondering why a colleague's form looks different from yours.

Configuration > Audits & Inspect, Incidents, Task Tracking, Damage — the incident and accident types, locations, positions, the environmental lists, root causes, and above all Configure Incident Report Types, which decides the shape of every form.
Configuration > Risk Assessment — the risk matrix that reports rate against.
Specified Use — which vessels take part in the module at all.

At the vessel: recording what happened

Creating a report — from New Report through every tab: who reported it, when and where, the root cause and its rating, the individual accidents, the controls that failed, the Risk Assessment concerned, and the actions that follow.
Attachments — photographs and documents, from file, from scanner, or by drag and drop.
Approval on board — after which the vessel can no longer change the report.

Worth knowing at this point: even an unapproved report reaches the office with the regular data transfer, read only and marked OoB. Nothing is invisible just because it is unfinished.

In the office: deciding what to do with it

Handling in Office — send it back for more information, assign items, or approve it. Approving creates a new neutral TAN.
Assign ToDo-Items — the tasks that come out of the incident, assigned to one vessel or to many at once.

Following the items through

Follow-Up at the vessel — the vessel updates and closes its items.
Follow-Up in the office — every item closed on board still has to be confirmed. This is the step most often forgotten, and the reason reports sit open longer than anyone expects.

Letting the fleet learn from it

Distribution — for reading, or for review with a due date. A report distributed for review has to be acknowledged by each vessel; once they all have, it closes itself after the next data transfer.

Getting the numbers out

Reports — the overview per interval, the analysis over a period, the overall report covering incidents and audits together, the item report, and the Management of Change overview.

Ship Defect Report — defect reports follow their own route, including the way to the charterer.
Risk Assessment — the assessments an incident report can be linked to.
Actions — how individually tracked actions behave throughout the system.