VETTING MODULE USER’S GUIDE
Version 1.3
1. (May 14, 2010)
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Table of Contents
Table of Contents ................................................................................................................................ 2
Introduction.......................................................................................................................................... 4
1. Main Vetting Page ............................................................................................................................ 5
1.1 Overview ........................................................................................................................................................................... 5
1.2 Selecting Views ................................................................................................................................................................. 7
1.3 Column Selection .............................................................................................................................................................. 7
1.4 Column Ordering ............................................................................................................................................................... 7
1.5 Column Resizing ............................................................................................................................................................... 8
1.6 Column Sorting .................................................................................................................................................................. 8
1.7 Filtering the Data ............................................................................................................................................................... 9
1.8 Paging ............................................................................................................................................................................... 9
1.9 Summary Report ............................................................................................................................................................. 10
1.10 Inspection Map .............................................................................................................................................................. 10
2. Vetting Details ................................................................................................................................ 11
2.2 Vetting Detail Pane .......................................................................................................................................................... 12
2.3 Change Log ..................................................................................................................................................................... 13
2.4 Observations ................................................................................................................................................................... 13
2.5 Documents ...................................................................................................................................................................... 15
2.6 Planning Overview........................................................................................................................................................... 16
2.7 Vetting History ................................................................................................................................................................. 17
3. Adding a New Vetting Event ......................................................................................................... 19
3.1 New Vetting: Main Vetting Page ...................................................................................................................................... 19
3.2 New Vetting: ‘Missing Vettings’ View ............................................................................................................................... 19
3.3 New Vetting: Current Inspection ...................................................................................................................................... 20
3.4 Converting a Planned Inspection ..................................................................................................................................... 20
4. Deleting a Vetting Event ................................................................................................................ 20
5. Creating Questionnaires ............................................................................................................... 21
5.1 Last SIRE/CDI Inspection ................................................................................................................................................ 21
5.2 Populating Questionnaires with Vetting Information ........................................................................................................ 21
When creating questionnaires the system will automatically populate the questions which ask for the vessels acceptability
by the oil majors. Only vetting records that have a status of ‘Acceptable’ and the Type field has not been set to ‘P&C’ will
be used to populate the answer in the questionnaire. ........................................................................................................... 21
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If the questionnaire asks for the inspections that were preformed on the vessel then it will populate the answer to the
questionnaire with all the records that have a port and date set where the Type field has not been set to ‘P&C’. ................ 21
6. Notifications ................................................................................................................................... 22
6.1 Overview ......................................................................................................................................................................... 22
6.2 Notification Types ............................................................................................................................................................ 22
6.3 Subscribing to Notifications ............................................................................................................................................. 22
7. Frequently Asked Questions (FAQ) .............................................................................................. 23
8. Vetting Status Definitions ............................................................................................................. 24
9. Terms & Definitions ....................................................................................................................... 25
Change Log
Version
Date
Description
1.0
March 10, 2010
Initial draft
1.1
March 20, 2010
Added section 6 (FAQs)
1.2
April 15, 2010
1.3
May 14, 2010
Applied document template
Updated content to reflect new features implemented including custom column
selections, due and inspected vetting status added and status basis field added.
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Introduction
Purpose
This document outlines the features of the new vetting module on Q88.com. We have split the document into logical
sections in order to explain the various features of the vetting module in a clear and concise manner. At the end of the
document, there is a Frequently Asked Questions (FAQ) section which answers the most commonly asked questions
about the vetting module.
If you have any questions regarding this document then please email [email protected].
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1. Main Vetting Page
The main vetting page has been redesigned and now offers several new features to better help you manage the vetting status
for your fleet.
1.1 Overview
The below image is a screen-shot of the main vetting page; this is the new standard interface which will be used across
many of the modules on Q88.com and offers several key enhancements that allow better access to manage and view
your vetting records.
If you have your vessels split into multiple fleets then the ‘Fleet’
drop-down will be displayed in the top-left corner of the page.
Selecting a fleet from the drop-down will refresh the view for the
vessels in the selected fleet.
The ‘View’ menu allows you to select from a pre-defined list of
views of your fleets vetting information. See Section 1.2
“Selecting Views” for more information.
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Click the button labeled “New Inspection” to add a new
inspection event.
The “Actions” button contains several options which can be performed from this page. They are explained further below:
Export to Excel:
Exports the current list of vetting records to Excel
Summary Report:
Exports a summary of all the vessels and inspection companies
to Excel.
Inspection Map:
This maps all the inspections for the last 12 months.
Refresh Data:
Refresh the underlying data from the database.
Reset View:
Resets the sorting and filtering for the selected View.
User’s Guide:
Download the User’s Guide to the Vetting Module.
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1.2 Selecting Views
The “View” drop-down allows you to select different ways to display the vetting information for your fleet. They are
explained further below:
All Current Vettings:
All current vettings for your vessels.
Planned Inspections:
All vettings which currently have a pending planning event.
Vetting Due:
All the vettings which have a due date set that is within the next
60 days.
Last SIRE Inspection:
Lists the most recent SIRE inspection for each of your vessels.
Last CDI Inspection:
Lists the most recent CDI inspection for each of your vessels.
Observations:
List of all the vetting inspections in the past 12 months that have
observations entered.
Missing Vettings:
Lists all the vetting inspections companies that your vessels are
missing a vetting status for.
1.3 Column Selection
The vetting grid supports custom column selections.
Click the ‘Columns’ button to see a list of the columns that are
available.
Once the Column is added for the selected View it will remain
in the grid until removed. Each vetting View will have its own
set of columns which can be customized by each user.
The ‘Export to Excel’ function will export the columns that have
been selected in the current View.
1.4 Column Ordering
The vetting grid supports column reordering.
You can drag-n-drop the columns to change the order in the grid.
Left-click and drag the column to another location and drop the
column. The vetting grid will automatically refresh with the new
column ordering set.
Each vetting View will have its own column ordering which can
be customized by each user.
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1.5 Column Resizing
The vetting grid supports custom column resizing.
Please the mouse cursor between two columns and the resize
icon will be displayed (
). Drag the column left or right and
the size will be automatically adjusted.
Each vetting View will have its own column ordering which can
be customized by each user.
1.6 Column Sorting
The vetting grid supports multi-column sorting. An arrow is displayed next to each column which has been sorted. To
sort by a specific column, click on the column header. To sort by multiple columns hold down the Shift key and click each
column you wish to sort by.
The screen-shot below shows the sorting by Vessel Name (ascending order) and Inspected By (descending order).
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1.7 Filtering the Data
The Vetting Grid supports column filtering. This is similar to the filtering available in Microsoft Excel® or SharePoint® (if
you are familiar with those software applications).
To filter the data, click the triangle in the header of the column you wish to filter on. A popup menu is displayed letting you
select the items you wish to filter on. Click the ‘Apply Filter’ link to apply the filter on the selected items.
Once a filter has been applied the triangle in the column header will be displayed in yellow (shown below).
1.8 Paging
By default, the Vetting Grid will display 15 records per page. You can change that option in the bottom-right corner of the
page to 25 or 50 records per page.
The paging buttons, shown at the bottom of the page, allow you to browse through the pages.
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1.9 Summary Report
The Summary report can be accessed from the ‘Actions’ button on the main vetting page.
When clicked a popup is displayed where you can select the inspection companies which you
wish to include in the summary report.
The selections are automatically saved for the next time the report is generated.
1.10 Inspection Map
The Inspection Map can be accessed from the ‘Actions’ button on the main vetting page.
The Inspection Map is used to map all the inspection performed by the selected oil company
over the previous 12 months.
You also have the option to map the inspections by country or specific port.
The data is anonymously aggregated by the ship inspections which have been entered by the
ship owners using the vetting module.
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2. Vetting Details
The Vetting Detail page can be accessed by clicking the “Edit” icon
in the right column for any record in the Vetting Grid.
2.1 Overview
The screen-shot below shows what is displayed in the vetting details page for the selected vetting.
The header section (shown below) displays the currently selected vessel and the inspection company. The vessels
current vetting status and planned inspection status are also displayed.
Click the button labeled “New Inspection” to add a new
inspection event. See Section 3. “Adding a New Vetting Event”
for more information.
The “Actions” button contains two options which can be selected on this page. They are explained further below:
Vetting History:
Display the history of the selected inspection company for this
vessel See Section 2.7 “Vetting History” for more information.
Inspection Map:
This maps all the inspections for the last 12 months. See
Section 1.7 “Inspection Map” for more information.
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2.2 Vetting Detail Pane
The left pane of the page displays the vetting details:
Vetting Details Field List
Label
Description
Event
Specify the type of inspection event
•
Inspection
•
Screening
•
Audit
Status
Status Basis
Type
These Event options are defined in Section 9. “Terms & Definitions”
Select one of the following for the inspection event status options:
•
Pending
•
Unacceptable
•
Acceptable
•
Not Inspected
•
Due
•
Inspected
These Status options are defined in Section 8. “Vetting Status Definitions”
Enter additional details regarding the current status of the vetting.
Specify one of the following types of vetting inspection:
•
SIRE: Reported to SIRE
•
CDI: Reported to CDI
•
P&C: Private and confidential
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Required
Yes
Yes
No
No
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Inspected (date)
These Type options are defined in Section 9. “Terms & Definitions”
Enter the date the vessel was inspected or screened.
No
Due (date)
Specify when re-inspection of the vessel is due.
No
Issued (date)
Specify the date the results of the inspection were given.
No
Port Name
Enter the name of the port where the inspection took place.
No
Inspector
Enter the name of the inspector.
No
Master
Enter the name of the Master onboard at the time of the inspection.
No
Ch. Engineer
Enter the name of the Chief Engineer onboard at the time of the inspection.
No
Add Comment
Specify additional details or notes about the vetting event.
No
2.3 Change Log
The Change Log is new to the vetting module; it gives you a full audit trail of all changes made to the selected vetting.
2.4 Observations
The Observations section is used to track observations that were made during physical inspection of the vessel.
Click the button labeled “New Observation” to add a new observation.
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The ‘Actions’ button has the following options.
Export To Excel:
Export the list of observations displayed to Excel
Email Report:
This generates a summary report of all the observations.
The observations has been entered in two different ‘modes’:
•
•
Simple: Only remarks are entered for the selected observation.
Detail: A full Root Cause Analysis section is available for entering remarks for the selected observation.
New/Edit Observation Screen – Simple Mode
New/Edit Observation Screen – Detail Mode
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Observation Field List
Label
VIQ #
Status:
Description
Specify the VIQ # the observation was for.
Required
No
Observation
Select one of the following options:
•
Pending
•
Resolved
•
Unresolved
Select one of the following options:
•
Simple
•
Detail
Enter the observation description here
Remarks
Enter the remarks when using ‘Simple’ mode
No
Root Cause
Specify the details of the root cause here when using ‘Detail’ mode/
No
Mode
Yes
Yes
Corrective Action
Specify the details of the correct action here when using ‘Detail’ mode.
No
Preventative Measure
Specify the details of the preventative measure here when using ‘Detail’ mode.
No
2.5 Documents
The documents section of the vetting module now supports multiple documents. You can upload many file formats
including pdf, video and audio files up to 4MB per file.
Click the button labeled “New Document” to add a new document to the
selected vetting inspection.
The ‘Actions’ button has the following options.
Email Documents:
Generates an email with the selected document(s) attached.
Download Documents:
Downloads the selected document(s) to your computer.
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2.6 Planning Overview
The planning feature is new to the vetting module. This section allows you to track the planned inspections for the vessel
without affecting the current vetting status.
Planning Details Field List
Label
Description
Status
Select one of the following for the planned vetting status:
•
Declined
•
Inspected
•
Petitioned
•
Requested
•
Not Inspected
•
Scheduled
Required
Yes
Inspection Date
These Status options are defined in Section 7. “Vetting Status Definitions”
Enter the date that the inspection is expected to take place
Yes
Port
Enter the port name for the inspection
Yes
Reminder Date
Enter a reminder date for the planned inspection.
Note: The system will send you an email alert when the reminder is due.
Enter additional remarks.
No
Remarks
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No
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2.7 Vetting History
The Vetting History for the selected vetting can be accessed from the ‘Actions’ button in the top-right corner of the vetting
detail page.
After clicking on the Vetting History link, a list of the available historical records for the selected vessel and current
inspection company will be displayed. To view the details of a specific historical vetting event, simply click “Edit” icon for
the item you wish to view.
Vetting History Interface - List of historical records for the selected vetting.
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Vetting History Interface - Historical record in detail view
•
•
•
The yellow bar highlights the fact that you are viewing a historical vetting and not the most current vetting record.
To edit the details of the historical vetting, click the ‘Edit Vetting’ button at the bottom of the page.
To return back to the Vetting History page click the “Back” button.
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3. Adding a New Vetting Event
There are three options for adding a new vetting inspection.
3.1 New Vetting: Main Vetting Page
Click the button labeled “New Inspection” to add a new
inspection event.
A popup is displayed where you can specify the vessel and
inspection company.
3.2 New Vetting: ‘Missing Vettings’ View
Select the ‘Missing Vettings’ view from the main vetting page
Locate the vessel and vetting in the list of missing vetting records and click on the ‘Add New’ icon
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3.3 New Vetting: Current Inspection
You can add a new inspection event while you are viewing the current inspection event for the vessel.
3.4 Converting a Planned Inspection
Under all three options above you will be alerted if
there is a planning event for the selected vessel.
If you choose ‘Yes’ when prompted then the existing
planning event will be converted to an inspection
event.
4. Deleting a Vetting Event
There are two options for deleting a vetting inspection.
Delete:
This will delete the selected vetting event.
Archive:
This will archive all the records for the selected vetting.*
Note: If a new record is generated at a later date then the vetting history is restored to its original state.
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5. Creating Questionnaires
5.1 Last SIRE/CDI Inspection
Many questionnaires ask for the latest SIRE or CDI inspection that was made on the vessel. When this question is asked you
will see the below displayed in the questionnaire.
If you select ‘Yes’ for the question highlighted above, then the latest SIRE/CDI inspection data is drawn from the vetting
module. If you select ‘No’ then you have the option to enter your answers manually in the text boxes shown above.
5.2 Populating Questionnaires with Vetting Information
When creating questionnaires the system will automatically populate the questions which ask for the vessels acceptability by
the oil majors. Only vetting records that have a status of ‘Acceptable’ and the Type field has not been set to ‘P&C’ will be used
to populate the answer in the questionnaire.
If the questionnaire asks for the inspections that were preformed on the vessel then it will populate the answer to the
questionnaire with all the records that have a port and date set where the Type field has not been set to ‘P&C’.
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6. Notifications
6.1 Overview
There are several types of notifications that are generated by the system when records are changed in the vetting module.
6.2 Notification Types
Event
New Record
Description
When an inspection event or planning
event is added.
Status Change
When the status of an inspection event or
planning event is changed.
Deleted Record
When an inspection record or planning
record is deleted.
Vetting Due
If the status of the inspection event is set to
‘Acceptable’ and the due date (when
specified) has passed.
Planning Reminder If you set the reminder date in the planning
section for a vetting then you will receive
an email when the reminder date has
passed.
Weekly Email
A weekly email is sent to let you know all
the vettings that will be due within the next
60 days. You can also access this list by
selecting the ‘Due’ view from the Vetting
page.
When Notification Is Sent
Immediate
Immediate
Immediate
Daily at 12:01 GMT
Daily at 12:01 GMT
Every Thursday at 21:00 GMT
6.3 Subscribing to Notifications
You can subscribe to the vetting email notifications from the “Account / Edit Profile” menu. Click the ‘Notifications’ icon at the
top of the page.
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7. Frequently Asked Questions (FAQ)
Question:
The ‘Select Vessel’ drop-down box is not longer available, how can I view just the vettings for a single
vessel?
Answer:
Use the ‘Filter’ option on the ‘Vessel Name] column to select the vessel you wish to view the records for
Question:
Where did the ‘Status basis’ textbox go?
Answer:
The ‘Status basis’ textbox has been incorporated into the ‘Event’ drop-down. If you wish to enter additional
information regarding the vetting event then this can be done in the remarks textbox.
Question:
I really messed up the sorting a filtering of one of the views, is there a way to reset it back to its original
settings?
Answer:
Yes, click the ‘Actions’ button and select ‘Reset View’
Question:
Where did the link to the vetting map go?
Answer:
All the links which used to be displayed in the header section have been moved to the ‘Actions’ button.
Question:
Where is the expiration date field?
Answer:
We have replaced the expiration date with a due date. Most oil companies no longer give a blanket
approval for a specific period of time. For this reason we have replaced ‘Expires’ with ‘Due’ so you can set a
reminder when you need to have the vessel re-inspected with the selected inspection company.
Question:
The Questionnaire 88 is showing the wrong ‘Last SIRE’ inspection information for one of my vessels, how
can I fix this?
Answer:
When you edit the Questionnaire 88 you will need to select ‘Yes’ for the question highlighted below. This
will ensure that the last SIRE inspection data is drawn from the vetting module.
If you select ‘No’ then you have the option to enter your answers manually in the text boxes below.
Question:
How do I stop another company from getting the vetting email notifications?
Answer:
If you have granted another company access to your vessel and they have the rights to access the vetting
module for your vessel then they are entitled to request
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8. Vetting Status Definitions
Acceptable:
Ship has passed the most recent inspection/screening and to the best of our knowledge is considered
acceptable.
Declined:
Indicated that the vessel has been presented to the inspection company and the request for inspection was
made but the vetting group declined to inspect.
Due
The standard period normally allowed between inspections has been exceeded and the ship may be
considered unacceptable unless an extension or further information is available for screening/review.
Inspected:
The ship has been physically inspected by the inspection company or being reviewed basis SIRE/CDI and
we are awaiting the results of the inspection/review.
Not Inspected:
Indicated that the vessel has either not been presented to the inspection company for review thus never
inspected or a request for inspection was made but the vetting group declined to inspect.
Pending:
The ship has been physically inspected by the inspection company or being reviewed basis SIRE/CDI and
we are awaiting the results of the inspection/review.
Petitioned
The head-owners have been requested to apply for an inspection of the vessel at the first port of call, as
appropriate.
Scheduled:
Indicates that the inspection company has confirmed an inspection will be done at the upcoming specified
port of call.
Unacceptable:
The ship was inspected / screened by the inspection company and failed the inspection or the ship is not
acceptable due age, hull type, or other requirement which vessel cannot satisfy.
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9. Terms & Definitions
CDI:
Chemical distribute Institute: A chemical industry ship inspection process and database. Managed through
joint representation by charterers and ship managers.
Audit:
Any type of inspection that is not related to an inspection company inspecting the vessel for vetting
purposes (for example: ISM audit)
Due:
The standard period normally allowed between inspections has been exceeded and the ship may be
considered unacceptable unless an extension or further information is available for screening/review.
Filtering
To select data. Filters use patterns (masks) against which all data are compared and only matching data
are "passed through," hence the concept of a filter.
Inspection
A physically inspection by the company vetting the vessel.
P&C
Private and Confidential
Planned
Inspection:
As inspection that has been planned for the future.
Screening:
The review of a previous SIRE or CDI report by the inspection company. Additional sources of information
are usually used to
SIRE:
Ship Inspection Report Exchange: The OCIMF managed database system that will hold the Inspection
Reports carried out by participating members. The aim is to reduce the duplication of the number of
inspections carried out on vessels.
Sorting:
Sorting is any process of arranging items in some sequence and/or in different sets, and accordingly, it has
two common, yet distinct meanings: # ordering: arranging items of the same kind, class, nature.
Vetting Grid:
The main vetting page which lists all the vetting inspections for your fleet.
Views:
The predefined list of options for viewing the records. Each View contains its own set of columns, filtered
data and default sort order.
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