Requesting Regular Reports

The Planned Maintenance module can also be used for organizing and planning the regular creation of reports based on prepared document files to be used for reporting.

Using Forms from Documents module

The report creation will be added to the PMS module like any other maintenance task. If prepared forms have to be used for reporting, follow the steps described below:

1. Make sure the form to be used has been added to the documents library in module HSSEQ > Documents and Procedures
2. Go to Technical > Maintenance and select a site in the tree.
3. Use menu Configuration > Job Codes for creating a new job code.
   • if your forms use a coding system, you can use the same code as a job code
   • Give the job code a name that matches the form name or related task
   • In tab Document References add the form from module Documents and Procedures to be used. If multiple forms have to be used, add all required forms here.
   • In tab Job Description add additional information that helps with the correct usage of the form (what data to enter, who needs to receive the filled out form)
4. In component tree, prepare a section for periodical reporting. Here you can add a "fake" component for the different reporting periods like "Weekly Reporting", "Monthly Reporting" etc.
5. For the automatic planning of report creation create now for those "fake" components maintenance tasks that use the previously created job codes. By assigning the job code the already selected form will be assigned to the maintenance job. For each form
   • Select who is responsible
   • Assign an interval (e.g. every 7 days for weekly reporting)
   • If older reports are already available, enter a "Last Execution" date for when the last report was created. The system will use this date for calculating the next due date.
   • Repeat those steps for all forms

After creating the reporting related maintenance tasks, all due dates for reporting will appear in the Schedules section where overview for all coming maintenance tasks is shown.

Using Forms from Forms & Checklists module

Compared to using documents from Documents & Procedures module, using forms managed in Forms & Checklists module has several advantages.

1. Forms are fully managed within the system and never leave the system (being stored somewhere on disk or sent via email)
2. Forms can be filled out within the system without the need of 3rd party applications like Microsoft Word or Acrobat Reader.
3. Filling out forms linked to a maintenance tasks can be flagged as a mandatory step for maintenance report creation.

Preparing forms and maintenance tasks:

1. Make sure the form to be used has been added to the forms library in module HSSEQ > Forms & Checklists
2. Go to Technical > Maintenance and select a site in the tree.
3. Use menu Configuration > Job Codes for creating a new job code.
   • if your forms use a coding system, you can use the same code as a job code
   • Give the job code a name that matches the form name or related task
   • In tab Form References add the form from module Forms & Checklists to be used. If multiple forms have to be used, add all required forms here.
   • The Set/Reset Mandatory function can be used for making the usage of an attached form manadtory. User can't save a maintenance report until all mandatory forms have been filled out.
   • In tab Job Description add additional information that helps with the correct usage of the form (what data to enter, who needs to receive the filled out form)
4. In component tree, prepare a section for periodical reporting. Here you can add a "fake" component for the different reporting periods like "Weekly Reporting", "Monthly Reporting" etc.
5. For the automatic planning of report creation create now for those "fake" components maintenance tasks that use the previously created job codes. By assigning the job code the already selected form will be assigned to the maintenance job. For each form
   • Select who is responsible
   • Assign an interval (e.g. every 7 days for weekly reporting)
   • If older reports are already available, enter a "Last Execution" date for when the last report was created. The system will use this date for calculating the next due date.
   • Repeat those steps for all forms

After creating the reporting related maintenance tasks, all due dates for reporting will appear in the Schedules section where overview for all coming maintenance tasks is shown.

Distributing to other vessels

As the creation of such reporting tasks is done for each vessel individually, it could be quite time consuming to repeat the same steps for each vessels.

The tool Maintenance Data Workbench can be used for easier job distribution instead of doing this for each vessel individually.

1. For accessing the Maintenance Data Workbench navigate to a folder or component within a site and use the right-click menu to access the Kozlowski Tools menu - the Maintenance Data Workbench is one of the tools available under this menu.
2. Choose the vessel where you have created the reporting tasks on the left side.
3. Navigate to the component entry used for planning the reporting jobs.
4. Open a destination vessel on the right side.
5. Navigate to the component where you want to assign the new created reporting tasks to.
6. Use Drag & Drop from the left tree to the right tree to copy the reporting tasks to the destination vessel.
7. Repeat those steps for each tasks and each vessel.