QHSE

QHSE stands for ‘Quality, Health, Safety, and Environment’. You can 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
• Risk Assessment – for creating, managing, and reviewing risk assessments (scheduled for Q4 2026)

In this course, we will teach 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 you can start creating reports, you must configure the QHSE settings for reports, for example adding ‘Grades’ (also called ‘Categories’) in the settings tab first. There are few grades that have been added 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:

You can also add default tasks. These are displayed in the ‘Plan of Action’ section of each report. Default tasks are useful to avoid creating the same task over and over again:

Methods are utilized in the root cause analysis section of a report. You can create your own method name or use an industry standard:

Sources are used in tasks. You can configure them in the settings:

You can now start adding reports.

Adding a new report

Users can add a new report by clicking the ‘Add’ button.

A report always has the same structure by default, but you can add your own custom checklist to the description and evaluation sections if you like. A report consists of a:

• Description
• Plan of Action
• Analysis
• Evaluation

In step 1, you should describe the issue. You can 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 the category of areport, for example an observation or non conformity

After you have completed the description, you can proceed with the plan of action to resolve the issue. In the plan of actions, there are two options:

• Remarks: a text box to enter general remarks
• Tasks: a feature to add and assign tasks to responsible persons

You can assign a task to an individual user that holds the user group responsible for resolving the issue. To sign off a task, click on checkbox in front.

Task progress is also shown in the overview of QHSE reports:

After resolving all open tasks (or none at all), you can continue with the analysis. Here, utilize the method and root causes that you configured in the settings:

To continue with the evaluation section, close the case for evaluation first using the button ‘Close case for evaluation’. You can now re-open the case at any time.

Press the ‘Close Case’ button to move the finished report to the history. It will now disappear from the main overview.

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, you can add the actual form/checklist, for example a form in the category ‘Performance reports’.

Enter the name of the report (in our case this is ‘Departure Report’). You 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.

Example of an extensive form:

Use the ‘Link’ icon to create dependencies, for example ‘Skip question A if B is X’

You have now created your very first checklist. Users can now start using the checklist. Entries are stored in the history.

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:

You 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: