Forms - Workflow - Filing

This module provides for the accommodation and management of the exact company ISM, other forms and checklists. Forms in the system are ship-specific and depict the company’s actual print layout.

The filing structure can be defined according to company’s specifications and requirements. The periodicity, workflow sequence (such as fill out, check, review and approval) and person in charge of each step, can be defined separately for each form.

An elaborate search facility is provided for retrieval of data, as well as, production of graphs over specified periods of time.

An easy to use administration module is available for providing overview and reporting on assigned authorities.

• The company's filing structure is depicted in the ISM forms module
• Customization of forms layout and appearance
• Customized views, filing structure and access rights per user group and form
• Form fields can be optional or compulsory, transferred from other forms, calculated, restricted to a selection list or freely edited
• Selection lists on form fields are only editable by authorized users
• Manually input data are validated when required
• Access rights on all operations which can be modified by the system administrator
• Workflow, periodicity and access rights can simultaneously modified for multiple forms
• Processing follows the workflow sequence. Once the obligations of one user have been complied with, the form appears automatically in the inbox of the next specified user for further processing
• Attachments to any form can either be permanent or linked to a specific instance
• Reference Documents such as abstracts of the company ISM manuals can be linked to any form
• Search facility, statistics and graphs for any field and time period
• Folders and tags per user to group, search and filter forms

This module provides for the accommodation and management of the exact company ISM, other forms and checklists. Forms in the system are ship-specific and depict the company’s actual print layout.

Designed for use on-board and in the office, it includes an easy data exchange feature and is characterized by the following main key features:

• Company forms are included. The forms layout and appearance is custom-made as per the company’s standard.
• The forms are active. Form fields can be optional or compulsory, transferred from other forms, calculated, restricted to a selection list or freely edited. A standard Search facility is provided, which enables retrieval of data for a specified period and the selected fields. Statistics and graphical representation are also available for numeric fields.
• Three views are available for the forms:
  1. Inbox. This includes the user's pending forms.
  2. Filing System. Forms, once created, are automatically filed and can be found by form type. The filing structure is defined by the company. Different user groups (Technical Dept, Operations, Safety, etc.) can have access to their preferred/applicable filing structures.
  3. Folders. In addition to the automatic filing, the users can organize forms in user-defined folders. A folder may contain forms of different types for example, Internal Audit Checklist, Non-Conformities, etc. A form may belong and be stored under multiple predefined folders. Folders can be tagged for filtering and searching purposes.
• Filters can be applied on the list of active forms to readily display the desired set such as pending for processing, overdue periodic, incoming for review/approval.
• Workflow, Dependencies and Periodicity can be assigned to forms.
• Workflow Progress is clearly marked for each form. The users that carried out their work on a form and the users pending to take the next action, as per the form’s predefined workflow, are displayed and colour marked, when clicking a form on the list.
• In addition, forms can be task oriented e.g. 'to be completed upon Arrival in Port'. This enables activation of the forms by task. The activated forms are automatically displayed in the ‘Inbox’ of the relevant users.
• Any file can be easily attached to a form for reference or to substantiate evidence.
• Permanent attachments can be linked to a form type. This means that all new instances of the form type will inherit the permanent attachment. Typically, an extract of the ISM procedure is attached as reference document.
• The forms are synchronized between vessel and office through the standard Import/Export facility. ISM Manuals are updated on-board using the standard Import/Export routine. Office users can check/confirm that on-board manuals updating has been performed, from the KAPA user interface.
• Custom Reports can be provided to display aggregated information on data reported using a form.
• All operations in the forms module are subject to access rights, which can be modified by the system administrator.