Safety Reports

A safety report is the questionnaire behind an inspection. This tutorial gives the order in which the subject is best learned; the functions themselves are described in the documentation under Safety Reports, and the surrounding process under Inspection Workflow.

Suggested order

1. Understand where the report sits. It belongs to an audit and is closed from there, not from the questionnaire editor. Whoever misses this looks for a close button in the wrong place — the most common stumble at the start.
2. Look at the questionnaire structure before the first inspection. Which questions count towards the score, which chapters repeat per tank or crane, and which questions carry sub-questions is decided in the configuration, not while filling out. See Questionnaire Structure.
3. Set up the repeating chapters properly. A vessel with ten tanks needs one template, not ten chapters. Whether a tank type has to be picked belongs to that setup — and it does not apply retroactively, so it is worth deciding before the first report rather than after.
4. Then fill one out. Answers, remarks and pictures per topic, flags on what needs attention, observations for what has to be followed up. See Working with a Report.
5. Give every observation a due date and a responsible role. Both are carried into the task that is created when the report is closed — an observation without them becomes a task nobody owns.
6. Close the report from the audit. That is the step that turns observations into tasks.
7. Only then look at the special cases — Port State Control and Conditions of Class, editing a report after it was closed, working offline. Each is a chapter of its own, and none of them is needed for a first inspection.

Good to know beforehand

Deleting is serious here. A repeated section deleted in the report takes its questions and observations with it, permanently. The same goes for anything deleted while working offline. There is no undo and no recycle bin.

Offline work locks the online report. While a report is out as a file, it cannot be edited in the system — deliberately, so that two versions cannot drift apart. See Offline Editing.

A missing tab is usually the configuration. The PSC and CoC tabs appear only for audit types set up for them, so that reports which have nothing to do with port state control stay clean. See Port State Control and Conditions of Class.