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Ship

You can create a SDR report either in the Maintenance module or direct in the Ship Defects module.

1 Ship - Creating

A Risk Assessment is created for the defective component and when the Office gives its Okay for a SDR, look for the component in the tree for which the SDR should be created.

Creating a Ship Defect Report in the module Maintenance

First select the component for which the SDR is to be created and hit button Create Defect Report.

Fill in details like described under 1.3.

Any further processing will be carried out in the module Ship Defects.

Creating a Ship Defect Report in the module Ship Defects

Hit button New -> New Defect Report to create a SDR in the Ship Defects module.

Report Details

The form for entering the report details is divided in 5 areas.

Details

This area is used for entering general data.

Please note: If you used Maintenance module for creation, the component is automatically filled in. If you use Ship Defects module, you need to hit Select to choose component from component tree.

Please note: If you create a SDR for a critical component, the SDR is marked as critical and will get highest priority automatically. In the SDR overview the title is expanded by a preceding Critical

Please fill in all known information. Select SDR defect category from predefined list.

Title/Component and Description are mandatory fields.

The failure date is automatically set to current date but can be overwritten.

Report Date can be entered in case of difference between report date and failure date.

Position

Please select failure position. Depending on the choice you need to enter additional position information (like port, latitude e.g.).

Root Cause

In the Root Cause area select root cause category and root cause from predefined lists.

Root Cause Description (Details) and Cause(s) of failure(s) are free test fields where you can enter additional information.

Controls

The Controls area is used for:

  • Assigning/Creating a corresponding Risk Assessment

  • Adding Failed/Further Controls

  • Select Management of Change documentation

Risk Assessment

Each ship defect report requires an assigned risk assessment. Latest when you want to approve the defect report a risk assessment needs to be assigned. You can either create a new risk assessment or select an existing currently valid risk assessment. Here, however, it must be ensured that it actually belongs to the component.

Whether a RA belongs to a component is stored during the configuration of the operations:

Create new

Hit button Create New Risk Assessment. You can now choose if you want to use an existing operation, if you want to create a new (unapproved) operation or if you want to use a copy of an existing template.

Please proceed after selection as known from Risk Assessment module.

Please note: If an SDR is created and a new RA is created for it, but the SDR is not saved, the RA must also be deleted (even if the RA itself is not saved when creating it).

Search existing

Use Search if you now to want to assign the title or operation of an existing risk assessment. You can search for parts or for whole title/operation.

Select existing from operation tree

If you want to select an existing Risk Assessment from operation tree, please select operation in tree an expand. After that you can select from all existing Risk Assessments for this operation.

Once you selected a Risk Assessment as described above, please read carefully Risk Assessment details and confirm with Assign.

Failed/Further Controls

Please enter Failed/Further Controls as free text.

Management of Change

You can select a corresponding Management of Change from Incidents module.

The system checks if corresponding Management of Change documents are available in Incident module. If so, you can select from list:

Please note: The Management of Change need to be configured for using in SDR.

In the configuration for the report type Management of Change, the following checkbox must be ticked (1):

This is a requirement for reports with this type to be linked to the SDR.

There are three checkboxes for the Type of Change Request as per MOC-Form:

  • Permanent Change

  • Temporary Change (not exceeding 6 months period)

  • Emergency Change

For this purpose, the following checkbox (2) must be used in the configuration -- see above on page 8.

Then you can select at least one of the three checkboxes in the Edit form.

When saving, it is then checked whether a checkbox is selected.

In the HTML view it is displayed as follows:

Selected/assigned Risk Assessment and Management of Change will be shown on the form:

Actions

Use Actions area to enter immediate, corrective, and preventive actions and closing dates.

Please note: Actions are mandatory.

Attachments

Here you can attach additional documents to the report, for instance some photos of the defect component.

Once you have finished collection data, hit Save The report is now created and visible in Incident Reports module for further processing.

The component details now indicate that there is an assigned SDR existing.

Ship - Editing and Approving SDR on board

Editing

If the SDR is not approved, it can still be edited. Editing is only possible in the Incidents module.

Depending on your user rights, you can edit, delete and approve the ship defect report.

Additional functionalities

For each SDR an extra data transfer with Create Data Transfer (SDR only) can be created.

With Show History you can have a 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.

Approve (on board)

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.

Please note: Only approved on board SDRs can be further proceeded in the office.

Mandatory fields

It is necessary to have details in the following fields:

  • Root Cause

  • Cause(s) of failure

  • Management of Change must be assigned

  • Risk Assessment must be assigned

  • Actions immediate, corrective, preventive

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 (3.1), resend to ship for closing (5) or initiate a follow up process (4).

If you have the corresponding user rights, the SDR can be rejected or deleted.

Please note: If you delete the SDR, it will be completely removed from database -- so no further investigations can be done. In the most cases it will be better to reject the SDR, the SDR will remain in this case in the database.

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.

Please note: Checkboxes for review (Risk Assessment, Management of Change) and notified (Class, Flag) are visible in office version only.

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

Icon:

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

Icon:

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 make adjustments.

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

Icon:

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.

Office - Resend to Ship for Closing

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 (5.1.1) or select an existing for this component (5.1.2).

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.

Ship - 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 edited.

To close the SDR move to Maintenance module. You can either close the SDR via schedules list (6.1) or create job report on the component directly (6.2).

Schedules List

Search for the corresponding job in the schedules list.

Then report it as usual and after that close it.

Please note: Due to the company policies a Risk Assessment can be required before reporting the repair job.

Component

You can also go to the appropriate component in the component tree. Hit Create Maintenance Report

-> Regular Maintenance Report

In the component overview you can see the SDR and below there is the job that belongs to the SDR.

In the upcoming list select the corresponding job and report as usual.

The job disappears from the component overview.

In the Incidents module the SDR is moved to the folder closed.

Please note: With the corresponding user right you can attach documents also still in closed status.

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