How to use

General

This document is a general guideline for using the ZeeBORN Risk Assessment module. It describes the essential features and workflows.

While reading this document, please be aware that some features described in this document may not be available to you. The availability of functions and also information shown on screen highly depends on the access rights assigned to the current user and the company policies. It also depends on the current status within the current workflow.

Start module

If you have the necessary rights, you can start Risk Assessment module with the associated button on the left side of main window. Hit the button of the module and Risk Assessment will automatically start for your ship/office. Depending on the user rights from the currently logged in user different parts of the module will be visible.

Configuration

General

Reopening / Versioning / Extra Ordinary


Reopening Days	Configuration of days, the RA will be reopened before reassess day.
use operation reassess days	For reassessment the days, configured in operation, will be used.
calculate reopening based on approval date	Approval day of the office will be used for recalculating. If checkbox not checked, the assess day of vessel will be used for calculating.
reopen for same site	All RA will be reopened for the same vessel.
Show closed folder for versioned and closed	The folder closed will be shown and the reassessment routine via operations days will be active.
Hide older versions on Board	All older version of a requested RA will be hidden.
Use extra ordinary risk assessments	The part `Extra Ordinary RA` will be shown in module.
Validity days	The days which an eo RA will be valid. (Note: it is only visible if the checkmark is set at `Show closed folder ...` and `Use EO risk assessments`

Templates


Use Templates	Templates will be used.
Clean Hazard Assignments	All Hazard Assignments will be clean by copy or reassess of a RA.
Check Templates	Check routine for templates in office will be active.
Check in days	After x days the template has to be checked by office.

General


Send Additional Measure Tasks to A&I	If all additional measures have to be sent to A&I, it can be only used if `Use additional measure` is activated.
Rate Hazards	The hazards have to be rated.
Show Details	The details will be shown.
Show Further Action Types	Further action types will be shown in RA.
Show Further Actions	TAB `Further Action` will be shown.
Use additional measures	With this setting, additional measures have to be filled in for the hazards, when editing or when recording.
Show Assessment Conditions	The assessment conditions will be shown.
Show Authorization	TAB `Authorization` will be shown.
SMS section mandatory	For all RA SMS section has to be filled in.
Show Operation Code	The operation code will be shown in tree and operation selection.
Approval Remark mandatory	An approval remark has to be given.
Approve and Close in one step	Approve and set as currently valid will be done in one step.
Warn if RA for selected Operation already exists	The system informs that a RA is available in module when you create a new RA.
Ask for Distribution Sites per Default	With creating a new RA, the distribution sites will be queried.
Review by mandatory	`Review by` has to be filled out.
Reported by mandatory	`Reported by` has to be filled out.

Hazard Categories

Hazards can be grouped by categories.

Hazard

All hazards can be set as inactive. If hazards are shown unapproved you have to approve these hazards.

Operation Types

All operations have to be group by types.

Operation Groups

All operations can be divided by groups by types.

Operations

The days after which all risk assessments of an operation are to be reassessed have to be entered in the corresponding operations.

Item Categories

Is only need if additional measures will be transferred to module Audit & Inspect.

Risk Matrix

The risk matrix is completely arbitrary.

Critical Equipment Type

Critical Equipment Types can be defined.

Further Action Types

Further action types can be defined.

Manage SMS Sections and Forms

Here the system load automatically the documents folder. All needed documents and forms can be selected.

Attention: After this configuration a documents transfer has to be sent to vessels.

How to use the module

Folder Structure

Ship

Open

In folder Open all Risk Assessments (also applies to Extraordinary / Open and extraordinary Risk Assessments) can still be edited from ship's side. All following transactions (i.e. all other folders) are available for view enabling the crew to be aware at any time about the status of each Risk Assessment.

Office

Open

In the office all open on board and all approved on board Risk Assessments will be shown. Open on board RAs are marked with OoB and can not be editied in the office. Only Risk Assessments with the status approved on board can be edited.

Assessed

Ship

Office

Review

Currently Valid

Fleet Info

Closed/Versioning

Templates

{

Depending on your company policies there are several All requested RA for routine operations will be shown in area directly under Risk Assessment.

All RA for non- routine and additional operations have to be created in area Extraordinary.

}

Create new Risk Assessment

Ship

To create a new Risk Assessment, you can either copy from template or create new from scratch.

Office

CREATE A NEW RISK ASSESSMENT

To create a new risk assessment, you can either copy from template or create new from existing operation.

[]Copy from Template

To copy a risk assessment from template, select needed operation in templates folder and hit the button Copy. The new created risk assessment will be available under folder Risk Assessments / Open. All values (e. g. hazards, risk levels etc.) included in the template will be copied to the new risk assessment.

When copying a template, the date is first set to the current date and thus the TAN is created.

When editing the RA, this date can be changed -- the TAN then changes automatically.

A change of the date after Assess on board is no longer possible.

Attention: These Risk Assessments are only part of the routine, if a Risk Assessment for this template was requested by office once.

CREATE A NEW RISK ASSESSMENT

To create a new risk assessment, you can either copy from template or create new from existing operation.

[]Copy from Template

When copying a template, the date is first set to the current date and thus the TAN is created.

When editing the RA, this date can be changed -- the TAN then changes automatically.

A change of the date after Assess on board is no longer possible.

Attention: These risk assessments are only part of the routine, if a risk assessment for this template was requested by office once.

Request Risk Assessments (Office)

Request RA (with template):

For each template a risk assessment can be requested.

Select template and request with Request (from Template)

You have to select a vessel, insert due date and if different risk matrix is available, choose the risk matrix. A description can be given. A due date will be shown automatically one month from today.

The risk assessment has the status open on board.

Request several RA (with Template):

There is the possibility several templates to request for one vessel or several vessels.

Request for one vessel

Select Operations and choose Request Risk Assessment.

Request for several vessels

Now all selected templates can be prepared for all chosen vessels.

All templates are listed. For a better overview, the column `Operation Type` or Operation Group can be dragged to the upper left area, so that the templates are grouped according to the operation type or the group.

Request without template

A risk assessment for all operations can be requested without template. In this case the vessel has to fill in all data.

SHIP

requested Risk Assessment

With Edit all data can be inserted and with Save all data will be taken over. With Cancel all changes will be lost.

With Assess the risk assessment will approved on board and no more changes can be made.

The risk assessment will be moved from folder Open to folder Assessed.

Requested Risk Assessment

With Edit all data can be inserted and with Save all data will be taken over. With Cancel all changes will be lost.

With Assess the risk assessment will approved on board and no more changes can be made.

The risk assessment will be moved from folder Open to folder Assessed.

Copy from Template

To copy a Risk Assessment from template, select needed operation in templates folder and hit button Copy.

The new created Risk Assessment will be available under folder Risk Assessments / Open.

All values (e.g. hazards, risk levels etc.) included in the template will be copied to the new Risk Assessment.

Create new Risk Assessment

To create a Risk Assessment from scratch you can hit button New Risk Assessment.

To all operations available in Risk Assessment a new Risk Assessment can be created.

No old values are available for a complete new Risk Assessment. You have to add all hazards by your own. Follow the steps described in Chapter Edit Risk Assessment

TAN Structure

Depending on your companies polocies the TAN will be ccreated automatically. For instance ti can be created as follows: date (year-month-day)-RA-number RA TAN-Ship-title RA TAN

Edit Risk Assessment

Once Risk Assessment is created you can hit button Edit

Step 1 - Risk Conditions

Please fill in / select risk conditions.

If you hit Add for SMS Sections or Form(s) and this window will appear, please inform your S&Q Department.

They must select relevant SMS Sections and Forms in the Document module and assign them to the Risk Assessment module.

Otherwise, you can select relevant document(s) from list and assign them to the Risk Assessment.

Once you assigned documents to SMS from(s) or Sections(s) you can delete or view the documents.

To switch to the next page, you can either hit button Next or you select next TAB with click on the TAB Header.

Step 2 - Hazards

As long as Risk Assessment is not assessed, you are able to add, edit or delete hazards.

Add

To add a new hazard hit button Add and select the needed hazard from list.

After selection hazard you can evaluate the risk.

On TAB Hazard you will see Hazard Description (if available). Hazard description is read only. Choose the risk by clicking on the appropriate link in the risk matrix.

For a better understanding you can click on the links for likelihood and severity to see a short explanation (if available).

With click on button Show complete matrix you will get an overview over the entire matrix will all explanations.

After selecting risk for hazard you have to choose TAB Existing measures

Here you have to fill in exiting measure and to evaluate it.

Optional -- Additional Measures

Sometimes it can happen that you still want to submit a proposal for better handling to reduce the final risk. In this case you can use TAB Additional Measures. A clear description is to be stated, severity and likelihood to be defined resulting in a new (lower) risk level for this hazard - this will also be reflected in the overall risk level

Please note: The severity of additional measure must be the same as the severity of existing measure.

The overall risk level will then be calculated with risk level of additional measure.

Office will later decide how to proceed with additional measure. The following decisions can be taken:

Approve - additional measure will be applied as Risk Assessment item.

→ upon approval of the RA, a new Risk Assessment item (= the additional measure) will automatically be created. The Risk Assessment will be shown on board under folder Re-Assessment required/ tracked additional measure.

Existing - assigned risk level will remain, no further action.

→ measure is already in place or procedure already existing in documentation.

Existing (Reassessment required) - RA will be returned to sender for reassessment

→ will be visible on board under new folder Re-Assessment required/ tracked additional measure. RA can only be approved once it is reassessed by the vessel.

Reject - assigned risk level will be deleted

→ additional measure is rejected.

Every status has to be commented by the office which can be seen by follow the link on the blue underlined status in the last column Status/Comment.

Enter new hazard

If you can't find a needed hazard in the hazard list as described under Step 2 - Hazards -> Add you can hit button Enter new hazard

Enter hazard name and select hazard group.

You can then proceed as described above.

The hazard will be marked as unapproved.

In document overview in the start window the unapproved hazard will be shown in italic font.

Office will decide whether the hazard will be implemented in the standard hazard list or is to be deactivated/deleted.

Edit Hazard

Hit Edit to revise an assigned hazard. The handling is the same as described above.

Delete Hazard

Hit Delete to remove an assigned hazard. Please note: If you click Cancel Risk Assessment, the hazard will not be deleted.

Overall Risk

To calculate overall risk please hit button check Overall Risk. The overall risk level is the highest risk of all existing measures.

The overall risk of the operation is based on the highest risk level of the existing measures unless an additional measure was conducted - in this case the overall risk will be based on the risk level of the additional measure.

To switch to the next page, you can either hit button Next or you select next TAB with click on the TAB Header.

Step 3 - Further Actions

Add

You can add further action by clicking on button Add

Edit

Select further action from grid and hit button Edit.

Delete

Hit Delete to remove a selected further action. Please note: If you click cancel Risk Assessment, the further action will not be deleted.

To switch to the next page, you can either hit button Next or you select next TAB with click on the TAB Header.

Step 4 - Authorization

To add reported by person or jobname hit button Add

You can either

Select Name Select username from list -> Please note: Only active ZeeBORN user are displayed.

Enter Name

Select Jobname

Select Authorization Date and hit Ok.

If you want to attach document(s), you can either hit button Next or you select TAB Attachments with click on TAB Header.

Step 5 - Attachments

Hit button Add to attach document(s).

Please note: If you attach document with deleting and after that you cancel Risk Assessment. Document will not be deleted.

Hit Delete to remove a selected document. Please note: If you click cancel Risk Assessment, the document will not be deleted.

After these 5 steps hit button Save to apply the changes.

Assess Risk Assessment

Use button Assess to finish and the Risk Assessment will move to folder Assessed. Afterwards no further changes from site are possible.

The Risk Assessment is now subject to review and approval by office.

Review by Office

Evaluation of Additional Measures

If additional measures were defined these have to be reviewed and commented by the Risk Management Team in the office. There are four different statuses which can be assigned:

Approve - additional measure will be assigned to Audit & Inspect

→ upon approval of the RA, a new inspection item (= the additional measure) will automatically be created in the ZeeBORN A&I module under the inspection type Risk Assessment. This may refer to changes in the documentation, purchase/modification of equipment etc. A due date and a responsible person will be assigned to this inspection item and status can be tracked via the A&I Module respectively the link in the RA.

Existing - assigned risk level will remain, no further action

→ measure is already in place or procedure already existing in documentation.

Existing (Reassessment required) - RA will be returned to sender for reassessment

→ will be visible on board under new folder Requested Re-Assessments (see also point 3.2 Return for Reassessment). RA can only be approved once it is reassessed by the vessel.

Reject - assigned risk level will be deleted

→ additional measure is rejected.

Every status has to be commented by the office which can be seen by follow the link on the blue underlined status in the last column Status/Comment.

Return for Reassessment

Office may decide to return the risk assessment to you for immediate reassessment. In this case you will see the RA under the new folder Requested Re-Assessments. The reason why the RA was returned is stated under the Status Information on the top of the page. Please adjust the RA as necessary and assess it again. Afterwards the folder Requested Re-Assessments will disappear again.

Approval

Upon review and approval of the risk assessment by the office, either the same ship or another one will be assigned to do the reassessment (visible on the right side of the RA under Next Assessment Data).

According to the different risk levels, reassessments are planned to be executed in a defined time period (as per Safety Management System claimed) after initial assessment/reassessment dates.

Versioning

Only currently valid risk assessment should remain for each operation. All former risk assessments will be saved in the history and links to those risk assessments are available on the bottom of each risk assessment under section Older versions.

A risk assessment is versioned 60 days before the reassessment by another vessel is becoming due. At this stage the risk assessment of the said operation will be re-opened for the vessel that is assigned to do the next review and a new TAN is generated accordingly.

Versioned RAs can be accessed via the currently valid RA (saved in the history), via the search function or the report as per 6.2.2 Overview All Risk Assessments.

Distribution By Office

Approved risk assessments can be distributed to the fleet using the Distribution features of the module (for read/review). Risk assessments that are specifically distributed for review will be allocated under folder Review. All other distributed risk assessments will be allocated under folder Fleet Information.

A risk assessment under folder Review has to be reviewed by the vessel within a defined time period. On the right side under Distributing Sites you will see the date of distribution by the office and the due date for review by the vessel. Once the RA is reviewed (Use button Review), also the review date will be saved and the RA is moved to folder Fleet Information.

Once the risk assessment is completed (approved and distributed) it receives the status currently valid. All risk assessments with this status (i.e. own and distributed ones) are saved under folder Fleet Information until they are due for reassessment by another vessel.

Re-Assess Risk Assessment

Office may decide to return the Risk Aassessment to you for immediate reassessment. In this case you will see the RA under the new folder Requested Re-Assessments The reason why the RA was returned is stated under the status information on the top of the page. Please adjust the RA as necessary and assess it again. Afterwards the folder Requested Re-Assessments will disappear again.

[Distribution By Office]

Approved Risk Assessments can be distributed to the fleet using the distribution features of the module (for read/review). Risk Assessments that are specifically distributed for review will be allocated under folder Review All other distributed Risk Assessments will be allocated under folder Fleetinfo

A Risk Assessment under folder Review has to be reviewed by the vessel within a defined time period. On the right side under Distributing Sites you will see the date of distribution by the office and the due date for review by the vessel.

Once the RA is reviewed (use button Review ), also the review date will be saved and the RA is moved to folder Fleetinfo.

Once the Risk Assessment is completed (approved and distributed) it receives the status currently valid . All Risk Assessments with this status (i.e. own and distributed ones) are saved under folder Fleetinfo.

View

In the main screen of the Risk Assessment module two views are available -- per default the tree is ordered by work flow, however, it can also be ordered by operation types.

Status of Risk Assessments

Regardless of the selected view you can check any time what the status of each Risk Assessment is -- this is indicated by the status information on the top of the page as well as by the icon which is located in front of every RA-TAN. The legend of icons can be accessed via the menu Actions.

Check Risk Assessments for reopening

At the moment the routine for reopening will be started by using the function Check for Re-Opening. When all processes work properly, we will include this in the automatic routine.

Extraordinary Risk Assessments

Extraordinary risk assessments are conducted for non-standard shipboard operations and are consequently not included in the company specified review schedule. These extraordinary operations will usually be requested by a third party or the office. An extraordinary risk assessment is not subject to the regular intervals for reassessment. It will be reviewed/approved by the office on an urgent basis.

Work process:

Use extraordinary RA on the upper left corner of the screen and select whether the RA is for a template, an existing or a new operation. If you choose new operation you will be requested to add details of this new operation in the following window. The operation will have the status [not approved] until review by the office.

Upon assessing the risk assessment, the system will ask you whether you want to send it immediately via data transfer to the office. If you click Yes, a replication file will immediately be created and attached to an email. If you click No, the risk assessment will be moved under folder Assessed and this information will be transferred to the office with the next regular data transfer.

Once approval is obtained from the office, the risk assessment will be located under folder Approved. The (2) next to the folder Extraordinary indicates one new approved RA.

The desired operation can be conducted, and the corresponding risk assessment will be closed automatically after 24 h.

Approve a new (extraordinary) operation

An operation may be approved by the office and consequently be included within the standard operations (button Convert EO Operation into normal Operation or general button Manage Operation Requests).

It is also possible that an operation is rejected. However, the risk assessment at such is not affected by this decision, for example an operation can be rejected while the risk assessment is approved.

Convert an extraordinary RA into a regular RA

The office may consider an extraordinary risk assessment worth to be converted into a regular risk assessment which should consequently be included in the company specified review schedule (→ button Copy to normal RA / assign vessel and due date for next assessment). The extraordinary risk assessment will keep the same status while it is copied to a new/regular risk assessment which will be allocated under the folder currently valid (on the same vessel) until it is due for assessment by the next vessel.

Check extra ordinary Risk Assessment for closing

At the moment the routine for closing eo RAs will be started by using the function Check extra ordinary risk assessment for closing. When the process work properly, we will include this in the automatic routine.

Extraordinary Risk Assessments

All risk assessments for non-routine operations and all risk assessments for new operations must be created as an extra ordinary risk assessment.

Extraordinary risk assessments are conducted for non-standard shipboard operations. An extraordinary risk assessment is not subject to the regular intervals for reassessment. It will be reviewed / approved by the office and will be closed by office or automatically by system as per definition.

Work process:

Once approval is obtained from the office, the risk assessment will be located under folder Approved. The (2) next to the folder Extraordinary indicates one new approved RA.

The desired operation can be conducted, and the corresponding risk assessment will be closed automatically after 24 h.

Useful functions

Search

The Search function is accessible via the Actions menu or via the shortcut F3.

All own and distributed risk assessments are part of this search. Per default system will include a) older versions, b) description and c) hazards and measures, however, by removing the check-marks you may limit the search to title/TAN only.

Versioned risk assessments are shown in grey/italic letters. If you Use Go To you will be guided to the currently valid risk assessment where the versioned one is saved in the history.

Merge Hazard Duplicates

All new hazards are unapproved and have to be approved in office.
ATTENTION: Hazards from vessel which are not having to be used can be deleted. Handle with care, deleted hazards are lost!
If different hazards are logical identical, you can merge them to one hazard.
All unused hazards can be deleted in one step.

Reports

Under the Reports menu, you will find the following lists depending on your assigned rights:

Overdue Assessments

Showing all overdue risk assessments (if available).

Overview All Risk Assessments

This report is showing all risk assessments that were ever created by your ship as well as the risk assessments from other vessels which were distributed to you by the office.

a) Check-box Assessed by selected Site only - showing only the risk assessments done by your vessel.

b) Check-box include history - also listing all versioned risk assessment shown in grey/italic letters.

Use the button Show Details and you can see the complete risk assessment.

Show Operations without Risk Assessment

Showing all operations that have not been assessed so far.

From view of report the request of Risk Assessments can be handled.

If you would like to request a risk assessment for one of these operations, please send a written request to the Risk Management Team in the office.

Operations without Risk Assessment in selected time frame

Showing all operations that have not been assessed in selected time frame.

From view of report the request of Risk Assessments can be handled.

Last executed

Shows the last execution date of Risk Assessment for selected Operations and vessels.