How Docmap Provides Value

OneOcean’s Docmap provides simplicity and peace of mind to mariners by allowing them to easily create, store, track, access and action documents across their organisation. Docmap serves as a sophisticated repository, with functionality that empowers teams to establish procedures that enforce high standards of safety and compliance.

Many of our customers report that since implementing Docmap, their teams have saved time and money managing the many documents that pertain to their company, vessels, crews and cargoes.

Here are a few of the challenges that our clients have overcome using Docmap.

The Challenge

An HSEQ Manager is charged with ensuring that all the container vessels under his purview have access to up to date certificates pertaining to their routes, crew, cargo and vessel. These vessels each navigate to different parts of the world and crews change regularly.

Between all of these vessels, there are hundreds of certificates to keep track of. These certificates must be current and accessible to crews so that they can be presented as part of port call procedures or if a vessel is inspected.

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The Solution: Certificate Management

Docmap’s Certificate Management capabilities provide crews and shore-based teams with 24/7 access to an organised library of certificates. The system collates digital versions of all vessel and crew certifications and stores them in a single centralised location. The solution also automatically notify users when certificates are about to expire, saving time and effort in tracking documents across fleets, and minimising the risk of confusion and mismanagement.

As all documents are saved and dated in one place, users can easily access certificates to demonstrate system management and compliance during the audit and tender process.

The Challenge

A member of the HSEQ department is charged with ensuring that all cruise ships she monitors are operating at a high standard of safety and compliance. She is unable to regularly visit and inspect all the vessels she is in charge of, but must nonetheless ensure that they are operating at peak efficiency and that high standards are not being compromised. She would like to create and assign reports for crews to fill and set due dates for when they should be returned. She also needs to be able to track responses and verify and analyse results. This is complicated, because she has several vessels to monitor and multiple details to oversee aboard each one. Sending and receiving dozens of emails in inefficient, and it is hard to track and manage all replies.

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The Solution: A Report Scheduler

Shoreside HSEQ teams can monitor vessel processes in real time with Docmap’s Scheduler function. This feature allows users to schedule reports for crews to complete on a recurring or ad hoc basis. The functionality saves substantial time and effort in verifying, tracking and consolidating reports, thus enhancing safety and compliance with ISM codes.

The scheduler also helps to clearly define responsibilities aboard and ashore, providing simplicity and allowing teams to devote more time to other duties. Data from these scheduled reports also comes back in one, consistent format, allowing results to be more easily scrutinised and compared. Integration with Microsoft Power BI allows teams to analyse reports, visualise data, spot trends, identify gaps and plan preventative actions that reduce risk.

Shoreside users can analyse responses across their fleet, allowing them to spot trends, identify gaps and plan preventative actions that reduce risk. The result is a more robust safety management system that provides the visibility and oversight needed to maintain a higher standard of safety.

The Challenge

Crew members aboard a tanker vessel are about to embark on a 28 day voyage, crossing the ocean. They will spend the majority of their journey without access to the internet. In that time, as part of their daily duties, they will be required to complete several reports pertaining to maintaining safety standards, monitoring equipment performance, overseeing cargo, assessing risk, logging incidents and more. These reports need to be logged at regular intervals in order to track safety, compliance and performance over time. For shoreside teams, data from these reports needs to legible and in consistent format to ensure that it can be easily understood and analysed.

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The Solution: A Mobile App

Docmap features a mobile app that allows users to easily access, complete and submit important reports through their mobile devices. Digital records, like risk assessments, checklists, incident reports, meeting minutes, near miss reports and observation reports that comprise a vessel’s Safety Management System (SMS), can be completed on the go, automatically syncing when the device connects to the internet. When a report is due, crew members can be notified through the app and complete the task using forms that are stored and saved in the application.

For ship management, the benefits are numerous. Companies design and upload forms for a variety of reports, allowing them to determine what information they need and receive back standardised responses that can then be easily tracked, validated, and compared. If there is an incident onboard, fleet managers can receive detailed reports right away, allowing them to plan immediate remedial actions.