Simplified HSEQ Compliance
One controlled mechanism for undertaking and monitoring HSEQ activities across fleets and around the world
The Challenges
Safety and risk reduction are at the forefront of the minds of all mariners, fleet managers, HSEQ officers and ship owners & managers. For every voyage, crews are required to fill in several reports that affirm compliance with the policies, practices and procedures that make up a vessel’s Safety Management System (SMS).
The volume of maritime regulations and compliance forms can create hours of paperwork for all, making it a complex, time-consuming and costly challenge to fulfil. Providing an audit trail for customers and authorities is critical but challenging to keep up to date.
Disparate systems for tracking data and storing documents can complicate both tracking and reporting, causing employees to spend significant time and effort gathering the information needed for satisfactory analysis.
A comprehensive SMS system also requires that shoreside teams have a high level of oversight of onboard activities. This requires a constant exchange of documents between ship and shore, which can present a challenge, especially when vessels do not have consistent internet access.
Introducing Docmap
Docmap is a digital solution that facilitates and simplifies ship-shore document exchange and administration across fleets.
Docmap stores all documents that make up a vessel’s safety management system, including regulations, policies, procedures, certificates and reports. Thousands of documents can be saved, categorised, tracked, and kept up to date through the solution, providing high level oversight and an efficient means of safety management.
The solution is available both online and offline, permitting crews to access and complete documentation while at sea. Data automatically syncs the next time the device connects to the internet.
Simplified Document Management
All types of documentation and reports can be created, structured and made openly or selectively accessible to designated parts of the company. This helps to streamline the flow of information and simplifies documentation maintenance.
Time Efficiency
Spend less time keeping track of documents and more time focusing on operational priorities including the safety and well being of crews, vessels and customers.
Mobile Accessible
Crews can easily access and complete a wide range of reports on their mobile devices while at sea using the Docmap mobile app. These forms are automatically uploaded when the device connects to the internet.
What this enables
Reduced Risk
Mitigate risk of errors and omissions with easy verification that documents are up to date and have been approved by all relevant team members
Complete Documentation
Easily ensure each vessel is fully equipped with digital versions of all documents needed for a journey
Better Decision-Making
One centralised platform of data makes it easier to evaluate information and calculate KPIs for more informed decision-making
Cost Savings
Reduce significant costs associated with maintaining disparate data systems and manually tracking documents and forms
Audit Trails
All documents needed for a comprehensive audit can be easily tracked and retrieved, in a paper-free format
Docmap Modules
Documents
This powerful module allows policies, procedures, directives, work instructions, certificates, and other documentation to be stored, managed and easily accessed. Enabling ship managers to deliver all relevant documentation to vessels around the world.
E-forms
Configure forms in Microsoft Word or Excel and share them across the organisation.
Incidents and actions
Produce any kind of configurable form and report events such as loss or accident, near accident or non-conformity.
Audits
The audits module provides the framework for internal and external inspection.
Risk assessments
Simplify and strengthen risk assessment procedures with a toolbox for keeping health, safety, and environmental risk onboard to a minimum.
Analytics
Allows the information exchange to a customer’s data warehouse to be simplified and automated – making it more accessible and easier to analyse and manage.
How it does this
Accessibility
Docmap is a browser-based platform that can be accessed and updated in real-time, ensuring teams have current information. Onboard teams can utilise the offline mode to complete actions and sync back to the platform when online. The platform can integrate with all systems including HR to provide a consolidated set of information.
Analytics
The platform has built-in analytics functionality to collate and analyse the information input by multiple users and provide insights to inform additional actions or facilitate QHSE requirements in compliance fulfilment. Integration with Mircrosoft Power BI provides deeper insight for trends awareness and informed decision-making.
Consistency
QHSE operations require fulfilment of actions in a consistent manner. Processes and forms have a standardised workflow enabling the data capture and storage to be completed and managed in a consistent format. This allows it to be quickly verified and understood. Shoreside teams can set alerts to identify discrepancies, late submissions and data accuracy – making it easier to focus on operational priorities rather than document management.
How Docmap Provides Value
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