Findings Module

Vessel: All Officers

Ofiice: TEC / QA

25/11 Joost Vandenbroucke

User Guideline

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Introduction – Findings Module

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When to use:When you wish to enter a Finding – in form of a Non-Compliance,

Observation, Recommendation, a Dry-Dock job or other Postponement needs.

Permissions:Office: Vessel managers, QA, FPD, Operations

Vessel: Officers

Definitions:

Steps/workflow

PMS Planned Maintenance System.

Non-PM Non-Planned Maintenance / Non-PM (Old name – obsolete).

Finding 3 main types of finding – Non-Conformity (NC), Observation (OBS) and Recommendation (REC)

Observation A Finding type which was in the past also known as "defect", can be used in audits, technical inspections etc.

An OBS can be changed to another Finding type such as NC or a DD.

Non-Conformity A Finding type that is a step up from an Observation.

Recommendation An additional Finding type.

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Open Findings Module

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Vessel view

Office viewOpen Findings Module

• Go to Technical

• Select Findings -> Findings Main

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Findings Overview

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• Clear filters

• Export data• Adjust columns

• Filter data

Code = OBS-V-XXX or OBS-O-XXX,

depending if vessel (V) or office (O) has created record, the same principle applies to the other Finding type NC & REC

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Create new Findings / Fill in Findings Form

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Create New and select Findings

type.

Once done press Create

Complete the form, ensure all fields are updated

(mandatory marked with red asterisk)

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Findings – Corrective Actions (Only for NC and OBS)

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• In order to proceed to complete & close the

finding, all tasks (in form of corrective actions) must be completed.

Findings created as NC or OBS, will require

additional task, to create these task (for either office or vessel follow up) press add new.

Form will pop up and all fields

presented are required to be populated.

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Completion of Findings ”Complete”

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Option available for Vessel only

Once submitted there is an

entry in the Workflow and

Follow-up

Once the Finding is completed

onboard, the same can be reported

by clicking the "Complete" button

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Postponement Request

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Option available for Vessel and Office

Office hits the Approval button

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Note: Only Master can make a postponement

Once submitted there is an

entry in the Workflow and

Follow-up

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Request for DD

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Option available for Vessel only

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Note: Only Master and CE can request a DD

Office hits the Approval button

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Once submitted there is

an entry in the Workflow

and Follow-up

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Request for NC (Office + Vessel) (Only for OBS)

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Confirm the action

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Once submitted there is an

entry in the Workflow and

Follow-up

Office hits the Request button

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This function serves the purpose for a user to initiate a request to escalate an OBS into an NC.

Both the Vessel and Office can access this function.

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Re-Open (Office) + Rework (Office + Vessel)

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1 1

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Once submitted there is an entry in

the Workflow and Follow-up for both

Re-Open and Rework functions

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Updated diagram

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FAQ

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1. Who can create a defect?

2. How does the code of a defect look like?

3. How many status are there for a defect?

4. Name the different statuses for defects?

5. Who can request to postpone a defect?

6. Who can request a defect to be raised to a Non Conformity?

7. Who can complete a defect?

8. Who can close a defect?

9. Who can re-work a defect?

10. Who can re-open a defect?

11. Name the Finding types currently in use. 1.Both office and vessel can create

2.Non-PM + V or O + number

3.Three

4.New / Complete / Close

5.Only the vessel can request for postponement

6.Only the office can request to raise a defect to NC

7.Only the vessel can complete a defect

8.Only the office can close a defect

9.Both office and vessel can rework a defect (from the Complete status)

10.Only the office can re-open a defect (from the Close status)

11.Defect / DD Job / NC