QHSE

QHSE stands for ‘Quality, Health, Safety, and Environment’. We use it to manage:

• Reports – for observations, deficiencies, non conformities, internal audits, and more)
• Forms and Checklists – for creating forms such as deparature reports, hot work permits, and more)
• Document Control – for creating and viewing documents such as a safety management system, version control, and more)

We highly recommend trying out the dedicated QHSE course as this is an extensive module. In this course, we will learn you the basics.

Reports

The reports function can be found by opening the QHSE module and clicking the ‘Reports’ button in the function menu. If your vessel doesn’t have any data in it yet, the screen will be completely blank:

Before we start creating reports, we must add ‘Grades’ in the settings tab first. As you can see, there are a few grades that have been loaded by default. The number and type of grades might vary based on your environment.

To add a new grade, simply press the ‘Add’ button and enter the name of the grade (e.g., observation) and a description template:

We can now start adding reports. Please note that reports are incidental; as an administrator, you don’t have to set up this function as your users can simply use the reports function to add a report when needed. This function does therefore not require any implementation.

Adding a new report

You or your users can add a new report by clicking the ‘Add’ button. Please note that yellow fields are mandatory!

A report always has the same structure:

• Description
• Corrective Action
• Evaluation

In step 1, we describe the issue. We add the following data:

• Subject: this is a brief description of the report
• Code: this is a free text field, you add your company report number or any other value you’d like
• Issued Date: this is the date when the finding was reported
• Issued By: this is the organization/company that issued the report
• Contact: this is the contact person of the organization/company
• Issued Place: this is the place where the finding was reported
• Grade: this is type of report, for example an observation or non conformity

As you can see, the report flow on the right side automatically added the name of our Marad user and the date that we added the description. We can now continue with step two: Corrective Action. We will now add:

• Description of Corrective Action: here you should describe the corrective action, or leave it empty if you’d like
• Limit Date: this is the limit date for performing the corrective action, comparable to a due date
• Before Due: this determines the number of days before the limit date (orange period)
• Responsible Person: this is the name of the responsible person, in our case ‘Jane Doe’
• Responsible Rank: this is the rank of the person responsible for the report, in our case the ‘Chief Engineer’
• Finished Date: this is the actual date on which the corrective action was finished, e.g., before the limit date

We can now move on to evaluating the report. We can:

• Enter the Root Cause Analysis
• Enter the Preventive Action

Furthermore, we can also add the Limit Date (for implementation), and again the responsible person, responsible rank, and finish date.

Closing a report

After the report has been finished, we can close the case:

The report will now move from the default overview (as seen below):

To the history records:

History

You can view, export, and edit historic records, granted that you have the right permissions. To do so, right-click the historic record:

Forms and checklists

You can add forms and checklists, but you will have to add a category first. You can do so by right-clicking the empty categories tree:

Then, we add the actual form/checklist. We will add a checklist

Enter the name of the report (in our case this is ‘Departure Report’). We can now start adding paragraphs and questions. You can add various question types, e.g., date/time, signature, multiple choice, closed questions, and much more. To save and distribute a checklist, check the ‘Approve version’ box at the bottom.

Voila! We have created our very first checklist:

We highly recommend building checklists in the library, as these are usually standarized and used on all vessels. Build it once, and then distribute the checklists or entire category to your vessels.

Manual and Document Control

The manual and cocument control function is used to manage a library of manuals and documents which you can then assign to your vessels. A common document is the Safety Management System manual. To add a manual/document, simply right-click on the empty tree again:

We can now add chapters and sub-chapters:

To approve a document, check the boxes on the bottom and press ‘Save’.

To assign a manual, click on it and assign it to a location group or vessel(s):

The document is now visible for your crew in read-only mode: