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`.

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

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.

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

### Report Details

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

![](./media/image3.png)

#### 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`

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

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.

![](./media/image5.png)

##### Position

![](./media/image6.png)

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

![](./media/image7.png)

#### Root Cause

![](./media/image8.png)

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

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

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:

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

###### 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.

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

###### Select existing from operation tree 

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

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`.

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

##### 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.

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

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

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

***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):

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

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

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

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:

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

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

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

#### Actions

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

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

**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.

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

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

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

## 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.

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

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.

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

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.

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

You can also hit checkboxes for `Flag notified` and `Class notified`

You will see these changes in the HTML overview for the SDR.

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

**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)

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

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.

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

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)

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

### Action required -- Ship 

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

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

`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:

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

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

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.

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

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.

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

In the SDR overview the job details will be displayed as follows:

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

**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:

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

#### 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.

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

**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.

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

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

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

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.

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

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`

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

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

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

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.

*[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)