AMOS Enterprise Management Suite

Version 7.2.00

QMS User Guide

Revision 1 July 2014

 Documentation Copyright And Disclaimer

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notices, patent notices or other proprietary markings must also be reproduced in full and
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SpecTec Group Holdings Ltd. makes every effort to ensure the information contained in this
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Table Of Contents

CHAPTER 1 AMOS Enterprise Management Suite 1

1.1 Who Should Read This User Guide? 2
1.2 Related Documentation 2
1.3 How This User Guide Is Organised 2
CHAPTER 2 Working With AMOS 3
2.1 Starting The Application And Logging On 3
2.1.1 Why Do You Have To Login? 4
2.1.2 Login Audit Log 4
2.1.3 Changing Your Password 4
2.1.4 Custom Logo 5
2.2 Navigation: Getting Around 5
2.2.1 The AMOS Desktop 5
2.2.1.1 Dashboard - Alerts Overview 5
2.2.1.2 Dashboard - Favourites 8
2.2.1.3 Dashboard - Notifications 9
2.2.1.4 The Left Panel - Explorer Bar 9
2.2.1.5 The Right Panel - Dynamic Help, My Shortcuts 9
2.2.2 Quick Launcher 10
2.2.3 The Toolbar 16
2.2.4 The Right-Click Menu 16
2.2.5 Shortcut Keys 17
2.2.6 Multi Selecting 17
2.2.7 Filtering A Window 18
2.2.7.1 Global Search 18
2.2.8 Fast Find 20
2.2.9 Field Chooser 20
2.2.10 Column Sorting 22
2.2.11 Column Widths and Ordering 23
2.2.12 Refreshing A Window 24
2.2.13 Calendars 24
2.2.14 Mandatory Fields 24
2.2.15 Sending Output: To Printer, Email Or Fax 24
2.2.15.1 Sending Procurement Documents To Email And Fax 25
2.2.16 Printing Labels 26

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 2.2.17 Saving Data 26
2.2.18 Deleting Records 26
2.2.19 Closing and Exiting AMOS 27
2.3 Registers 27
2.4 The Actions Group 27
2.4.1 Initiate Event 27
2.4.2 Switch Installation 29
2.4.3 Generate Tasks 29
2.4.4 The Planner 30
2.5 Work Flow 30
2.5.1 Changing A Work Flow Status 31
2.5.2 The Work Flow Log 31
2.6 Dynamic Help 32
2.7 The Internal Notification System 32
2.7.1 Sending Notifications 32
2.7.2 Notification Tabs 33
2.8 External Files 34
2.8.1 Attaching External Files 34
2.8.2 Deleting External Files 34
2.9 Security Attributes 34
2.10 User Defined Fields 35
2.11 Templates 35
2.12 Translation 37
CHAPTER 3 QMS - Quality Management 38
3.1 Document Handling 39
3.1.1 Creating a New Document Record 39
3.1.2 Creating Content For A Document 39
3.1.3 Searching For Documents And Content 42
3.1.4 Document Statuses and Revisions 43
3.1.4.1 Creating A New Revision Of An Existing issued Document 44
3.1.4.2 Changing the Status - Approving, Issuing and Cancelling
Documents 45
3.1.5 Referring Documents To Work Instructions 45
3.1.6 Inserting A Document Into A Standard 46
3.1.7 Referring Non Conformities To Documents 46
3.1.8 Referring One Document To Another 46

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 3.1.9 Document Handling Read Log 47
3.1.10 Document Handling - Distribution 47
3.2 Document Templates 49
3.2.1 Defining Installation-Specific Template and Document Content 52
3.3 Document Distribution 54
3.3.1 Distribution to a Single Installation 55
3.3.2 Distribution To An Installation Group 56
3.3.3 Effective Distribution 57
3.4 QA Standards 57
3.4.1 Filtering QA Standards By Content and Unread Documents 58
3.4.1.1 Filtering the Window 58
3.4.1.2 Filtering and Searching Content 59
3.4.1.3 Filtering Notified but Unread Documents 59
3.4.1.4 Acknowledging Notified Documents 60
3.4.2 Viewing QA Standards, Chapters and Document Content 60
3.4.3 Creating QA Standard Categories 62
3.4.4 Adding a New Quality Standard and Chapters 63
3.4.5 Assigning Documents to Standards 64
3.4.6 Printing Quality Standards 64
3.4.7 Saving a Quality Standard to Folder 66
3.5 Front Page 66
3.6 Quality Work Instructions 69
3.6.1 Creating a New Work Instruction 70
3.6.2 When Will The Work Take Place? Scheduling a Work Instruction 70
3.6.2.1 Creating a Periodic Schedule for a Work Instruction 70
3.6.2.2 Defining Trigger Events for a Work Instruction 71
3.6.3 Work Instructions and Risk Assessments 73
3.6.4 Referring Documents To Work Instructions 73
3.6.5 Work Instruction Reporting Forms 74
3.6.5.1 General Tab - Assigning One Form 74
3.6.5.2 Reporting Forms Tab - Assigning Forms by Installation 75
3.6.6 When Your Work Instruction is Ready - Creating Work Orders 77
3.6.6.1 Generating First Work Orders For Periodic Work Instructions 77
3.6.6.2 Pulling the Trigger - Activating an Event Based Work Instruction 80
3.7 Quality Work Orders 84
3.7.1 Creating a New Work Order Manually 85

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 3.7.2 Planning a Work Order 85
3.7.2.1 Activities During Planned Events and Port Calls 85
3.7.3 Work Orders - Reporting Forms 87
3.7.4 Work Orders and Risk Scenario Assessments 88
3.7.5 Creating a Non Conformity from the Work Order Window 90
3.7.6 Reporting a Work Order 91
3.7.6.1 Verifying and Filing a Work Order 92
3.8 Non Conformity (NC) 92
3.8.1 Reporting A Non Conformity 92
3.8.2 Assigning Responsibility and Causes to a Non Conformity 93
3.8.3 Tracking The Cost Of An NC 94
3.8.4 Non Conformity Work Flow 94
3.8.4.1 Changing The Type Of NC 95
3.8.4.2 Changing The Status Of An NC 95
3.8.5 NC Action Logs 95
3.8.6 Non Conformity Integration 96
3.8.6.1 Creating a Non conformity From Another Window 96
3.8.6.2 Linking Existing Non Conformities to Other Entities 97
3.8.6.3 Linking Non Conformities to KPIs or Findings 99
3.9 Incidents/Accidents 100
3.9.1 Reporting An Incident Or Accident 100
3.9.2 Defining The Causes Of The Incident Or Accident 101
3.9.3 Voyage Information 101
3.9.4 Recording The Details Of An Incident/Accident 101
3.9.5 Tracking The Cost Of Incidents/Accidents 102
3.9.6 Incident/Accident Action Logs 102
3.9.7 Creating a Non Conformity from The Accident Window 103
3.10 Near Miss 103
3.10.1 Reporting A Near Miss 104
3.10.2 Assigning And Reviewing Causes For A Near Miss 104
3.10.3 Near Miss Action Logs 105
3.10.4 Creating a Non Conformity From The Near Miss Window 105
3.10.5 Changing The Status Of A Near Miss 106
CHAPTER 4 Vessel Certificates 108
4.1 Monitoring Your Certificates 108
4.2 When A New Certification is Required 109

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 4.3 Receiving And Registering A New Annotation 109
4.4 Creating A Certificate Type 109
4.5 Distributing Certificate Types to Installation Groups 110
4.5.1 Manual Registration 110
4.5.2 Automatic Registration 110
4.6 The Certificate Window 111
4.6.1 Certificates - Survey Details 111
4.6.2 Linking Certificates To Annotations 112
CHAPTER 5 Risk Management 113
5.1 Assessing Your Risks 113
5.2 Risk Scenario Types 114
5.2.1 Identifying Hazards: Causes and Consequences 116
5.2.1.1 Reorganising Causes and Consequences after an Upgrade 118
5.2.2 Identifying Risk Control Measurements - Safeguards 119
5.2.3 Listing Team Members 120
5.2.4 Distributing the Scenario Type to Installation Groups 120
5.2.5 Publishing A Risk Scenario Type 120
5.3 Risk Scenarios: Creating a Scenario from a Scenario Type 122
5.3.1 Scenario Assessment Revisions 124
5.3.1.1 Scenario Assessment Revisions - Adding to the Hazard tab 125
5.3.1.2 Scenario Assessment Revisions - Adding to the Safeguards Tab 125
5.3.2 Evaluating A Scenario 125
5.3.3 Changing The Status Of A Scenario Assessment Revision 127
5.3.4 Creating 'Local' Scenarios 128
5.3.5 Risk Management Maintenance and Quality Integration 129
5.4 Risk Matrix 130
5.4.1 Creating A New Risk Matrix Revision 130
5.4.2 Defining Likelihood Values 131
5.4.3 Defining A Severity Index 132
5.4.4 Risk Matrix - Risk Index Acceptability 133
5.4.5 Working In The Matrix Tab 133
5.4.6 Risk Matrix - Risk Level Acceptability 134
5.4.7 Publishing A Risk Matrix 134
CHAPTER 6 Self Assessment 136
6.1 Registering Self Assessment Classes 136
6.2 Defining Self Assessment Parameters 138

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 6.2.1 Creating A New Self Assessment Parameters Revision 138
6.2.2 Adding A New Self Assessment Element 139
6.2.3 Adding A New Sub-Element 140
6.2.4 Adding A New KPI 140
6.2.5 Changing The Status Of A Self Assessment Parameters Revision 142
6.3 Carrying Out Self Assessments 143
6.3.1 Self Assessment Window - Revisions and Response Types 144
6.3.2 Performing a New Self Assessment 145
6.3.3 Continuing An Existing Self Assessment 148
6.3.4 Changing the Status Of A Self Assessment Revision 148
6.4 Creating a Non Conformity from the Self Assessment Window 148
CHAPTER 7 Inspections And Questionnaires 150
7.1 Questionnaires 150
7.1.1 Creating a New Questionnaire 151
7.1.2 Planning A Questionnaire Schedule 151
7.1.3 Creating A Questionnaire Revision 152
7.1.4 Adding a Chapter to a Questionnaire 153
7.1.5 Creating a List of Questions 154
7.1.6 Changing The Status Of A Questionnaire 155
7.2 Inspections 155
7.2.1 Generating Inspections 156
7.2.1.1 Inspections and Planned Events/Port Calls 157
7.2.2 Filling out the Questionnaire 157
7.2.3 Entering the Findings 158
7.2.4 Creating a Non conformity from the Inspection Window 159
7.2.5 Changing The Status Of An Inspection 160
CHAPTER 8 Auditing Agenda 161
8.1 Creating Audit Types 162
8.1.1 Creating An Auditing Schedule 163
8.1.2 Referring Procedure Documents To Audits 163
8.1.3 Changing The Status Of An Audit Type 164
8.2 Auditing 164
8.2.1 Generating New Audits 165
8.2.2 Setting Up a New Audit 165
8.2.2.1 Audits and Planned Events/Port Calls 165
8.2.3 Audits - Scope 165

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 8.2.4 Audits - Instructions 166
8.2.5 Audits - References 166
8.2.6 Audits - Team members 166
8.2.7 Audits - Reporting on Forms 166
8.2.8 Creating a Non Conformity from the Audit Window 166
8.2.9 Audits - Costs 167
8.2.10 Changing The Status Of An Audit 168
CHAPTER 9 KPI - Key Performance Indicators 169
9.1 Getting Started: PIs, KPIs and SPIs 170
9.1.1 PI - Performance Indicators 170
9.1.2 Metadata 172
9.1.3 KPI - Key Performance Indicators 173
9.1.3.1 KPI Value and Rating Calculations 175
9.1.4 SPI - Site Performance Index 176
9.1.4.1 SPI Rating Calculation 178
9.2 The Planning and Reporting Process 179
9.2.1 Creating a KPI Plan 180
9.2.1.1 KPI Plan Distribution 181
9.2.1.2 KPI Plan Scheduling 182
9.2.1.3 Activating and Generating a KPI Plan 182
9.2.2 Working in the KPI Log 182
9.2.3 KPI Reports 184
CHAPTER 10 Common Registers 185
10.1 Adding Information To A Register 185
10.2 Deleting Information From A Register 186
10.3 Location Register 186
10.3.1 Printing Labels for Locations 186
10.4 Address Register 188
10.4.1 Address - Product/Service Types 189
10.4.2 Address - Contacts 189
10.4.3 Address - Assigning Portals 190
10.4.4 Address - Banks 191
10.4.5 Address - Fees 191
10.4.6 Printing Address Labels 192
10.5 Agent Register 193
10.6 Courier Register 193

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 10.7 Port/City Register 193
10.7.1 Port/City - Airports 194
10.7.2 Port/City - Master's Notes 194
10.8 Airport Register 194
10.9 External Resource Register 194
10.10 Union Register 195
10.11 Planned Event 195
10.11.1 Register the Recurring Trigger Event 195
10.11.2 Register the Planned Event 196
10.11.3 Linking Activities to Planned Events 197
10.12 Mail Handling 199
10.12.1 Preparing and Sending Mail 199
10.12.2 Changing The Status Of The mail 199
10.13 Minutes Of Meeting 200
10.13.1 Scheduling a Meeting 200
10.13.2 Creating a List of Participants 200
10.13.3 Changing The Status Of A Meeting 200
10.14 Change Request 201
10.14.1 Creating A New Change Request 201
10.14.2 Changing the Status of a Change Request 202
10.15 Library 202
10.16 Port Calls 202
10.16.1 Register and Maintain a List of Port Calls 203
10.16.2 Port Call Activities 203
10.16.2.1 Adding Activities to a Port Call 203
10.16.3 Port Call Crew Changes 204
10.16.4 Initiating Port Call Events 207
CHAPTER 11 The Planner 211
11.1 Opening The Planner Window 211
11.2 Working In The Planner Window 212

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 Your AMOS Support Network

An up-to-date list of email addresses and telephone numbers is available on the Contact
Support page of our website, at www.spectec.net
Nordics
Email : [email protected]
Sweden +46 31 65 53 00
Norway +47 67 52 55 55
Northern Europe
Email : [email protected]
Phone : United Kingdom +44 161 888 2299
Southern Europe, Middle-East and Africa (SEMEA)
Email : [email protected]
Phone : Italy +39 0773510205
Asia-Pacific (APAC)
Email : [email protected]
Phone : Australia +61 7 5523 9908
Hong Kong +852 28027881
Singapore +65 622 071 16
Americas (USA)
Email : [email protected]
Phone : USA +1 305 705 0400
Russia (CIS)
Email: [email protected]
Phone: Russia +7 812 324 5110
Additional Manuals
For additional copies of user guides or installation manuals, please contact your local
sales office.
CHAPTER 1 AMOS Enterprise Management Suite

The AMOS Enterprise Management Suite (hereafter AMOS) has been designed and developed
with three main objectives:
l To provide a user friendly and comprehensive tool
l To reduce the human workload required to achieve your company's objectives
l To provide a flexible reporting tool for your Company Business Model (Processes and
Work Flow)
The end result is a powerful tool for all areas of your organisation.
The AMOS Enterprise Management Suite is divided into groups of license activated modules:
l Quality Management (QMS)
l QMS
l Certificate
l Risk Management
l Self Assessment
l Inspections and Questionnaires
l Auditing Agenda
l KPI
l Material, Maintenance and Procurement (MM&P)
l Material
l Maintenance
l Procurement
l Financial
l Logistics
l Staff Management
l Staff Management
l Payroll

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 CHAPTER 1 AMOS Enterprise Management Suite

Using your own personalised combination of the modules in these groups, is an application for
integrated vessel and office management including quality and safety, maintenance,
procurement and budgeting, staff management, report and certificate handling, assessments,
and replication of data and administrative procedures.
In addition to these groups of modules are principles and functions that are common to every
installation, such as the concept of customisable Work Flow, and the internal notification
system.

1.1 Who Should Read This User Guide?

This User Guide is for people using the Quality Management modules of an system that is
already up and running. This documentation is written from the point of view that the reader
understands the requirements of the job and now needs to acquire an understanding of how
to use in fulfilling those requirements.
No previous knowledge of or Windows is required, but if you are completely new to computers,
you may prefer to start with the basic documentation for your PC and for Windows.

1.2 Related Documentation

The AMOS Installation Guide contains information on how to install the application.
The AMOS Configuration and Administration Guide describes the tasks involved in setting up
and maintaining the .
The AMOS Getting Started Guide is a brief introduction to the general features and concepts
that apply throughout the application.
The AMOS MM&P User Guide and AMOS Staff Management User Guide contain information
relevant to those groups of modules.

1.3 How This User Guide Is Organised

Chapter 2, Working With AMOS, is an overview of general features and concepts that apply
throughout the application.
The main features for the QMS menu group are explained in Chapter 3. Additionally, your
system may include a customised combination of other modules to assist you in your quality
assurance management and routines: Certificates, Risk Management, Self Assessment,
Inspections and Questionnaires, and Auditing Agenda. Each has a separate menu group on the
Explorer Bar, and they are discussed in Chapters 4 to 8.
Chapter 9 contains information about all the registers listed in the Common menu group.
These registers hold the general information which appears in the lookup lists in most windows
of the application.
Chapter 10 contains instructions on how to use the Planner, which displays information from
across your system in one window.

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CHAPTER 2 Working With AMOS

AMOS is a customisable application. It is up to you to decide which modules suit your needs the
best. No matter which combination you create there are common functions that always apply,
to maximise the potential of your system. This introduction to working with AMOS contains
information on these common features and concepts that are automatically included with
every installation.

2.1 Starting The Application And Logging On

There are two main methods to start the application:
l Select the application from the Start > Programs > AMOS > AMOS menu.
l Double-click the shortcut icon on your windows desktop.
To logon to AMOS:
1. Start the application by double-clicking on the AMOS icon on your desktop, or select it
from Start > Programs > AMOS > AMOS.
The login screen opens:

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 CHAPTER 2 Working With AMOS

2. Type in your username and password.

3. Click OK.
4. If your login details are accepted the AMOS dashboard will open.

NOTE: The Access Rights assigned to each user determine which areas of the application the
user is authorised to access. User preferences can be configured to personalise the
appearance and behaviour of the user interface. If you cannot view certain areas or settings
in AMOS, check that you have the correct Access Rights. If you do not see the expected
information or records, check that you are connecting to the correct database.

2.1.1 Why Do You Have To Login?

Many functions in AMOS are open to all users (all login accounts). However, certain functions
such as approving work, approving requisitions, changing budgets, etc, are restricted to
authorised people only. When you login, you inform AMOS of who you are and the system
settings are then configured for your account, locking any commands you are not authorised
to use. Defining user login accounts and access rights is a task for your system administrator.

2.1.2 Login Audit Log

AMOS can track and log all user login history, and any modifications that the logged in user
makes. Configuring the list of tables and columns to audit is done in the Audit Dashboard
window- The Audit Dashboard also displays the details of the users who are currently logged in,
and a history of failed login attempts. There is a button called Audit Log in the Main toolbar of
many windows. Selecting a record in the window and then clicking the button opens the Audit
Log in a new window and lets you monitor who has made which changes to that entity.

2.1.3 Changing Your Password

AMOS Users can at any time change their password if they want to do so:
1. Select Security > Change Password.
2. The Change Password dialog appears.

Figure 1 The Change Password Dialog

3. Enter your Current Password.
4. Create a New Password.
5. Confirm the new password by entering it again in the third field.

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Click Cancel at any time to keep the old password.

6. Click OK to save the new password.
Your password is changed effective immediately.

NOTE: The acceptable length of the passwords is defined in the System Parameters.

2.1.4 Custom Logo

It is possible customise the AMOS Login screens and your reports with your own Company
Logo. To display your logo on the login screen, add the logo file to the AMOS installation
directory. To display your logo on reports, put the logo file in the folder defined as your
Graphics directory. We recommend that the logo does not exceed 100x100 pixels in size. For
more about Graphics Directories, see the AMOS Configuration and Administration Guide.

2.2 Navigation: Getting Around

The following sections will familiarise you with different areas of the application and the basic
operational functions that you will use on a daily basis.

2.2.1 The AMOS Desktop

The AMOS desktop is comprised of three screen panels . By default the left- side panel is
normally expanded and the one on the right is collapsed.
l To expand or collapse the panels right-click in the panel's splitbar.
l Adjust the width of the open panels by clicking and dragging the splitbar to the desired
width.
l Press the F11 key to toggle between the full-screen mode and displaying the two side
panels.
The main panel of the window is called the Dashboard and is divided into three areas: Alerts
Overview, Favourites and Notifications.

The Home icon at the bottom of the dashboard is always visible no matter where you are in
AMOS. Click it to bring the dashboard to the front of the screen, leaving other windows open
underneath.

2.2.1.1 Dashboard - Alerts Overview

Alerts allow for monitoring of virtually any information managed by AMOS: work orders, near
misses, incidents/accidents, and so on. The Alerts Overview on the dashboard displays the
current alerts present in the system and it is constantly refreshed:

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Double-clicking on any alert opens a graph showing the breakdown for that alert by
installation1:

Once in the graph, click <<Back to return to the dashboard, or, double- click one of the
installations in the list or a bar in the graph, to see a list of the individual records linked to the
alert at that installation:

1The breakdown by installation depends on which installations the alert is configured to display, and the logged
user's access to those installations.

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Once again, click <<Back to return to the graph. Or, you can double-click any record - or flag
multiple records first - to open in the entity window:

If the list you are viewing is from an installation other than the current one, when you open
record(s) from that installation the entity window will open in Global Search mode.
You can customise the list of alerts appearing on your dashboard, so that only the ones
relevant to you appear (when you are logged in).
To change the alerts listed in the overview:
1. Click Settings in the top right corner:

2. Check the alerts you want to see in the Active Alerts dialog or uncheck ones you no
longer want. There are also Select All and Deselect All buttons:

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3. Click OK. The alerts overview will be updated accordingly.

The ability to configure new alerts depends on your access rights. This is done in the Alert
Definition window.
See the AMOS Configuration and Administration Guide for more about Alert Configuration.

2.2.1.2 Dashboard - Favourites

The Favourites section contains links to the places in the application which you open and work
in most frequently. Double-clicking on a Favourite opens the filter and allows you search.

To customise the Favourites list:

1. Click Settings in the top right corner:

2. Check the windows you want listed as Favourites in the dialog or uncheck ones you want
to remove:

3. Click OK.

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2.2.1.3 Dashboard - Notifications

The Notification area at the bottom of the dashboard displays notifications as they come in.
l Notifications sent from users on your installation are updated at an interval set in the
System Parameters.
l Notifications sent by users on other installations are updated on import into your
database and depend on your replication schedule.
Click one of the three radio buttons in the bottom of the tab to arrange the notifications
according to their Priority, the Entity they apply to, or the Installation they belong to.

Some notifications may have been sent requiring a Read Log. For this kind of notification you
will be prompted to confirm the date you have read the document and this date will appear
with your name in the Read Log tab for that window. There are six small buttons beside the list
of notifications. Click them to acknowledge a notification, reply to sender, refresh, select all,
deselect all or invert selection.
To view and acknowledge an entry in detail:
1. Double-click on the notification to go straight to the entity window - double-clicking on a
non conformity notification opens that record in the Non Conformity window.
2. Read the record. To acknowledge notifications which apply to you from the entity
window click the Acknowledge button on the Main toolbar there.
3. A dialog will open allowing you to check one or more notifications, set the date for Read
Log, and click OK to return to the main window.
To receive notifications by email as well as inside AMOS:
1. Set the parameter 'E-mail Notifications' at Configuration > System Parameter > General
to YES. This setting applies system-wide.
2. Individual users can then choose to receive notifications by email or not in the
Configuration > User Preference window.

2.2.1.4 The Left Panel - Explorer Bar

The left side panel is called the Explorer Bar and contains the Group menus for AMOS. These
menus are collapsed by default; to expand a menu click on the arrow in the upper right corner
of the header.

2.2.1.5 The Right Panel - Dynamic Help, My Shortcuts

The Dynamic Help tab at the top of the right panel offers context sensitive help - the Help topics
are specific to the area you are working in. The Dynamic Help is comprised of HTML pages which
are stored in your database and linked to the relevant locations in AMOS.
You can save documents or any other records in the My Shortcuts tab to keep them easily
accessible:

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l To open an item in My Shortcuts double-click on it.

l To remove a shortcut right-click on it. In the pop-up menu select Remove from My
Shortcuts.
To create a Shortcut:
1. Expand the right panel and open any window in AMOS.
2. Press the Ctrl key and drag and drop a record from the list part of the window over to
My Shortcuts.

2.2.2 Quick Launcher

The AMOS EMS Quick Launcher provides fast access to most areas in AMOS including your own
user-defined shortcuts to certain records.
Opening the Quick Launcher and Selecting an Entry
To run the Quick Launcher:
1. Open AMOS EMS.
2. Open the Quick Launcher by pressing the shortcut keys Alt+q:
3. Press the up arrow on your keyboard to see a list of windows:

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You can type a window's initials:

Or, just start typing the name of the window you are looking for:

4. Use the up and down keyboard arrows to move through the list.
5. When you reach the window you want, press Enter.
Or, without selecting an entry first, press the listed shortcut keys while the Quick
Launcher is active. As shown below pressing Ctrl+2 will open the Initiate Event window,
even though it is not currently selected:

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CHAPTER 2 Working With AMOS

6. To close the Quick Launcher at any time just press the Esc key.
Sub-Menus in the Quick Launcher
Some windows in the Quick Launcher list have a sub-menu indicated by a double arrow >>:

To open a sub-menu, select that line and press the right arrow on your keyboard:

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Scroll, select and press Enter to open sub-menu entries. You can also enter text in the top of
the Quick Launcher to filter the sub-menu:

Once you are in the sub-menu, to go back to the main menu press the left arrow on the
keyboard.
Colour Codes in the Quick Launcher
Entries in the Quick Launcher list are colour-coded.

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Red indicates that the entry is a window from the AMOS menu:

Green indicates that the entry is a record from your Shortcuts list:

Gray indicates that the entry is located on a sub-menu belonging to an AMOS window, like
System Parameter >> :

Quick Launcher Settings and Reset

The Quick Launcher remembers your selections as the logged in user and shows your latest
selections next time you open it and press the up arrow - even if you have logged out and back
in again:

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To clear your latest selections press Ctrl+r while the Quick Launcher is open, and confirm the
reset:

When you next open the Quick Launcher, It will revert to showing the list of windows in
AMOS in the same order as they appear in the Explorer bar menus:

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Quick Launcher also remembers its last position on your screen. When you drag it to a new
location, it will appear there the next time you reopen it. To reset its position to the default,
press Alt+q a second time after opening it.

2.2.3 The Toolbar

The context sensitive toolbar, normally contains two tabs: Main and Actions. The Main toolbar
contains generic buttons such as New, Save, Delete, Filter, View, Close (window) and Exit
(application), in addition to those needed in the window you currently have open. What you
find in the Action toolbar depends on which window you are in.

Figure 2 The Non Conformity Main Toolbar

The purple CLOSE icon will exit the window you are currently working in and give you the option
to save your work. The red EXIT icon will exit AMOS completely.

2.2.4 The Right-Click Menu

Most of the windows in AMOS have a right-click menu. The functions available in any window
as toolbar buttons are also listed as menu items. Various options are available according to
which record(s) is/are currently selected.
The top part of the right-click menu contains standard actions such as New, Delete, Save, etc.
These are only visible in the menu if they are visible on the toolbar. In any window with a list of
records, a 'Copy List' action lets you copy one or more flagged records, or, if no rows are
flagged then all rows will be copied.
The rest of the menu is context-sensitive and contains options related to the selected record(s).
Actions which are not available to you on the toolbar will not be available on the pop-up menu,
either.

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2.2.5 Shortcut Keys

Shortcut Keys allow for easier navigation through AMOS, increasing your efficiency. The
shortcut keys are listed below:
ALT+F4 Closes all windows and exits AMOS.
Ctrl+F4 Closes the window you are currently working in.
F4 Displays an extended view on certain pages within AMOS.
F2 Displays the external window for a text box, or a lookup filter.
F7 Opens the spellchecker dialog, where applicable (i.e. in a Notes tab).
Ctrl+N Adds a new record, but not if you are in a filter.
Ctrl+S Saves a record.
Ctrl+D Deletes a row.
Ctrl+F Opens the filter.
Ctrl+M Opens the notifications list for a window.
Ctrl+F6 Scrolls through the windows you have opened already.

2.2.6 Multi Selecting

On Windows
Multi-select functionality is available in many windows throughout the system and allows you
to process multiple records in one operation rather than repeating the same task several times
on individual records in the same window. Where multiple selection is available you will see a
column of checkboxes next to the items in the list part of the window and three buttons in the
toolbar: Select All, Deselect All and Invert Selection. Check the boxes next to the records you
want to work with or use the buttons to check/uncheck the box for all records.
When you have selected the records you plan to work with, you can:
l Print - select and print multiple records with the option to print details for each record or
only a list of selected records. Print Preview multiple records on a single window.
l Work Flow - execute a transformation on more than one record (in the same tab) as
selected in the list part of the window. Transformations available will be those which are
common to all selected records and you have access to. The Work Flow Log still registers
transformations independently for each record.
On Lookups
Multi-selection is also available on many lookup filters throughout the system, allowing you to
select several records to add to a field or tab, at once.
For example, click New in the Accident window Causes tab Job Factors area and then click the
lookup button. The filter that opens allows multi-select:

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You can:
l check the boxes of one or more items in any order to select them. Click OK to close the
lookup and add the flagged items to the list in the window.
l use the arrow keys to move up and down the list, pressing the spacebar on any item to
select/deselect it. Click OK to close the lookup and add the flagged items to the list in the
window.
l double-click on a single item (with no other items already flagged) to select it and close
the lookup immediately, adding the item to the list in the window.

2.2.7 Filtering A Window

When you enter criteria into a filter - either before opening a window or by accessing the filter
after - a search through the database will then return only the records which meet the specified
criteria. If there are no matches AMOS will ask you to filter again or to create a new record.
When a filter appears before a window, clicking OK will return all records in that window,
unfiltered.
Filters change their layout and content according to the window you are in so every filter is
different.

On some fields you can select values from a lookup list. Click the lookup button on the right
side of a field to open a secondary dialog. Sometimes the lookup list has its own filter which
opens first.
Filters also accept two wildcards: % and _.
% - captures all instances in a search: for example En% will display all records that start with En;
likewise, %Accident will return all records containing Accident, like 'Cargo Accident'.
_ for use inside words: for example B_ush will return Brushes for the main engine. The filter will
remember the last search until you close the window.

2.2.7.1 Global Search

Often AMOS users are responsible for maintaining the same set of information and records
across multiple installations - on all vessels or on a subset of vessels. Many windows
throughout AMOS have Global Search functionality so that these users can search across-
installations.

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E XA MP LE
One Technical Superintendent is responsible for vessels A and B while another Technical
Superintendent is responsible for vessels C and D;
One Buyer is responsible for purchasing consumables on all vessels;
One Purchase Manager is responsible for approving all purchases for all vessels; etc.
These users need to filter, view and work with records from multiple installations at once
without having to switch from one installation to another.

When Global Search is activated1, the Installation tab will appear in filters on the applicable
windows:

Check Search in multiple installations to allow global searching:

Enter filter criteria as usual on the other tabs. According to your access rights, check the
installations you want to search in the Installations tab:

When you click OK the window will open in 'Global Mode'. Matching records from all the
filtered installations will be displayed in one window and can be processed without switching
installations first. The Inst. column is added to the list part of a window in Global Mode. It
displays the installation code for each record:

1Activate Global Search by setting the system parameter 'Enable Global Search' to Yes.

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It is not possible to remotely open another window. Keep in mind that Global Search windows
are visible in different modes:
l Read Only, with Work Flow enabled
l Read Only, with Work Flow disabled
l Edit, with Work Flow enabled
l Edit, with Work Flow disabled
This is predefined and simply means that different functionality is available in different
windows: while some allow changing and inserting data and performing Work Flow
transformations; others allow Work Flow functionality only, etc. If a certain task is not enabled
the relevant button will be hidden.

2.2.8 Fast Find

If you find yourself in a window with a long list of records, the Fast Find feature can help you to
quickly locate the record you want. At the bottom of the window, next to the Home icon, is a
lookup icon and an empty field. Type any text into this field and AMOS will immediately scroll
the list as you type, to the first record containing a match and select it.

2.2.9 Field Chooser

Inside any window, during any given session you can select which fields to display and which to
hide from the list part of the window. This restricts the columns displayed in the list to the ones
you need to use. AMOS will remember the columns you selected and save the layout of the
window even after you have closed and reopened it. When another user logs in and opens this
window either the original layout will be displayed, or any configuration which that logged in
user has made.
Having chosen which columns to display you can then also sort, resize and reorder the columns
to fully customise the list display.
To select which fields will appear using the Field Chooser:
1. Open a window and right-click anywhere in the list part.
2. Select Field Chooser from the pop-up menu:

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3. The Field Chooser dialog opens listing all the columns available in the current window. If
you have not made any prior selections, they are all checked by default.
4. Uncheck any columns you wish to hide:

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5. Click Apply to see the results without closing the dialog: the columns you unchecked will
be hidden from view and the rest of the columns shifted to the left. In the illustration
below, the columns Name and Nationality have been removed from view:

6. Check/uncheck more columns if necessary and click Apply again. When finished, click OK
to close the Field Chooser dialog with the settings applied. Or, click Cancel to exit the
dialog without making changes.
There are other adjustments you can make to the list display, which AMOS will remember
whenever you log in:
l Resizing the width of a column. See section 2.2.11.
l The sort order of the list. See section 2.2.10.

2.2.10 Column Sorting

After you have opened a window, you can sort the records it contains by clicking on the column
headers in the list part of the screen. A sorted column is indicated by an arrow icon in the
column header:

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To sort by more than one column press and hold the Ctrl key and select the columns you wish
to sort.
AMOS will remember the columns you sorted by even after you have closed and reopened the
window. When another user logs in and opens this window either the default sorting will be
displayed, or any sorting which that logged in user has previously applied.

2.2.11 Column Widths And Ordering

Many of the screens in AMOS contain multiple columns in the list part of the window, and
sometimes these columns are not visible at the same time, or information in them is cropped.
To make it easier for you to see the information you really want you can change column widths
and adjust the order in which the columns appear in the window list.
To alter the width of a column move the cursor to the vertical line at the side of the column
header until the cursor changes to a bold vertical line with arrows on either side of it as shown
below:

Once the symbol is visible click and hold the left mouse button and drag the cursor sideways til
you reach the desired column width. Then release the mouse button.
AMOS will remember the width of the columns you've adjusted even after you have closed and
reopened the window. When another user logs in and opens this window either the original
column widths will be displayed, or any adjustments which that logged in user has previously
made.
To move a column to a different position in the list place the cursor in the column header and
click and hold the left mouse button. The column will become black. Drag the column to a new
position and then release the mouse button to drop it in place:

Moving columns around is not permanent. If you close and reopen the window the column
order will revert to the default setting.

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2.2.12 Refreshing A Window

After making changes in one window, or switching from one window to another to create
another record, the original window might now show the changes automatically. Pressing the
F5 key or clicking the Refresh button on the toolbar will refresh the contents of your active
window.

2.2.13 Calendars

Many of the forms and filters in this application have fields for entering dates. You can type
the date into the field, or you can open a calendar and select the date. By clicking the calendar
button adjacent to any date field, or pressing F2, a calendar will appear. If the field requires a
time to be entered, a time field will also be displayed in the calendar.

2.2.14 Mandatory Fields

Some data fields in AMOS are mandatory. You must enter data into mandatory fields before
you can save new records and continue. Mandatory fields are indicated by red labels which
change to black once the data is entered.

2.2.15 Sending Output: To Printer, Email Or Fax

To print from current window select a record and click the Print button on the Main toolbar.
The Send dialog opens with the Output Format set by default to 'Print'. Lookup the printer to
send to.
You can print reports to PDF and Excel. When you are viewing a report, these extra print
options will appear in the toolbar.
Click the Print Preview button to open the selected document in a new window and view and
print from there.
Further output formats are available in the Send dialog: Email and Fax. To produce multiple
instances of the same output at one time, click the green + button to add another line and
select the format, and then choose the relevant recipient and fax number, printer, etc. If a
number or email address is supplied by default with a recipient, you can change it manually.

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Figure 3 The Send dialog, Email Output selected

NOTE: Email output is available when AMOS Mail or a MAPI/exMAPI compliant email client is
installed. To send faxes AMOS Mail must be installed.

2.2.15.1 Sending Procurement Documents To Email And Fax

To send procurement documents from the Procurement Document and Quotation windows:
1. Select a document and click the Work Flow button.
2. Select the action which will send the document out, like Issue.
3. Choose your Output Format and recipient in the Send dialog. If a default email address
or fax number is not available, enter it manually.
4. Click OK in the Send dialog to return to the main window.
5. Click Save in the main window and the document is then sent.
To set a Default communication method for automatic use with the address on a procurement
document:
1. Open the Address register (Common > Address ) and add a Main contact for every
address in the system.
2. Indicate each contact's preferred method of communication.
3. Whenever a user sends a procurement document using the Work Flow the main contact
and preferred communication method for the supplier address on the form will appear
by default in the Send dialog.
The same default communication method can be set for contacts in the Agent and Courier
registers as well (Common > Agent/Courier).
AMOS can automatically add standard text to the body of outgoing emails, including a
personalised signature for the user sending the output:

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1. Ensure that a user who will send procurement documents is registered as an employee
in the Staff Management > Employee window.
2. Enter the user's contact information such as email, phone number, address, etc, in the
Contact Details tab on the Employee window.
3. Check the Sender checkbox for the contact details.
4. Link the Employee record to the user's AMOS User record in the Security > User window.
This lets AMOS know which employee the logged in user is, and the system will then attach the
specified Employee contact details in the signature.

NOTE:Email output is available when AMOS Mail or a MAPI/exMAPI compliant email client is
installed. To send faxes AMOS Mail must be installed. Portal output is available if your system
license includes e-Business. See the AMOS Configuration and Administration Guideabout e-
Business.

2.2.16 Printing Labels

You can print identifying labels from AMOS to place on parts - assets and stock items - or on
locations such as a certain shelf in a warehouse. Labels can also be printed for addresses listed
in the Address register as well. Standard label templates are included ready-to-use with AMOS
and can be modified.
Once labels are in use and have been printed for all parts and locations, generally only newly
received parts will require a label to be printed. Labels can be printed for inclusion with a
delivery from the warehouse, or prior to receipt or upon receipt of the delivery onsite. It is also
possible that parts might be found during an inventory and so labels can be printed when the
Stock Inventory window is updated. You can also print labels for existing material in the event
that some items are not yet labelled or missing labels.
Labels can be printed from the following locations in AMOS:
l the Deliveries window and the Receive window
l the Address window
l the Location window
l the Stock Items window
l the Asset window
l the Stock Inventory window
Refer to the AMOS Configuration and Administration Guide for information about the
parameters and access rights which affect this functionality. See the AMOS MM&P User Guide
for instructions on how to print labels from the listed windows.

2.2.17 Saving Data

When you have finished working in any window, click the Save button on the Main toolbar, or
press Ctrl+S on your keyboard to save your changes. Some windows require you to save before
allowing you to move to another tab in the same window. Remember to save your work
frequently.

2.2.18 Deleting Records

To delete a record, select it and click the Delete button on the Main toolbar, or press Ctrl+D on
your keyboard. You will be prompted to confirm. Deleting is controlled by access rights.

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2.2.19 Closing And Exiting AMOS

When you are finished working in AMOS remember to click the Save button to save any
changes you have made. If you forget you will be prompted to do so before you are allowed to
exit. Click Close or Close All to close the current window(s) while leaving AMOS open. Click the
Exit button to exit and close the application.

2.3 Registers
The Common Group in the Explorer Bar is a group of registers that contain the general
information which appears in the lookup lists in most windows of the application. A register is a
list of related information that is entered into a database. The information can be for example a
list of the ports your organisation uses, the currencies you use, necessary addresses, etc. These
registers will be populated by the system administrator. It is unlikely that you will need to
change the information they contain. If, however, information is missing from a register that is
required somewhere else (for instance, a currency rate must be updated) contact your system
administrator.
More registers are contained in the window at Configuration > Common Setting.For detailed
information on each individual register see the AMOS Configuration and Administration Guide.
Information is also available in any of the AMOS User Guides.

2.4 The Actions Group

The first menu group in the Explorer Bar is called Actions. According to your license, it contains
four functions:

Figure 4 The Actions Group

Switch Installation is always available, regardless of your company's license combinations.
Whether or not you have access to Initiate Event and Generate Tasks depends on your access
rights. The Planner requires a separate license.

2.4.1 Initiate Event

Selecting Actions > Initiate Event opens the Initiate Event window. The window contains on
the left side a list of defined Trigger Events and on the right side a list of the Quality and
Maintenance Work Instructions related to the selected trigger:

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If the Planned checkbox is flagged it means the event is a recurring one that can be managed as
a Planned Event.
Port calls can also be initiated together with trigger events: a list of port calls created by an
office user will be available in the Initiate Events dialog. A user on board can select a trigger
event in the Initiate Event dialog and link it to the port call it applies to:

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When you click the Create WO button, the system will generate the relevant Work Orders. If
open Work Orders for the selected Work Instructions already exist, you will be prompted to
confirm the generation.
See the AMOS User Guides for more on Planned Events and Port Calls.

2.4.2 Switch Installation

Select Actions > Switch Installation to see the list of defined installations and departments to
which you have access. Use the Quick Find field at the top of the window to search by
installation name or code:

Figure 5 The Switch Installation window

NOTE: Close any open windows prior to switching installations. To close the windows all at
once click the Close All button in the bottom of the Switch Installation window.

2.4.3 Generate Tasks

Every time you add a new work instruction at any installation, you must inform the system to
generate the first work orders for the work instruction.
When new questionnaires or auditing agendas are created and available you need to generate
the inspections or agendas in your system.
When timesheet validation setup and work schedules are complete, timesheets need to be
generated.
To generate these kinds of new records:
1. Go to Actions > Generate Task.
2. Click the Generate checkbox in the dialog under Maintenance Work Orders/Quality
Work Orders.

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3. Click Create.
Further information about Maintenance/Quality Work Orders can be found in the AMOS
MM&P User Guide and the AMOS QMS User Guide.
Further information about Questionnaires and Inspections and Auditing Agendas can be found
in the AMOS QMS User Guide.
Further information about Timesheet setup and management can be found in the AMOS Staff
Management Guide.

2.4.4 The Planner

NOTE: The Planner window is a separately licensed module. To read about working in the
Planner window refer to any of the AMOS User Guides.

You can use the Planner window to view, reschedule and follow up on things like work orders,
meetings and activity logs, and the validity of passports, certificates and medical information.
Because all this information is contained and displayed together in one window it is very easy
for you to see how different entities in your system interact and affect one another - and
therefore keep on top of things.

2.5 Work Flow

The AMOS application is driven by customisable Work Flows. Pre-defined Work Flows are
installed with the system.

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The transformations and actions that are available within AMOS depend on your organisation's
Work Flow configuration, and the access granted to each user.
The actions available to you in the Work Flow window depend on the current status of the
selected record. For example, a record with the status Approved can progress through the
action Cancel to the status Inactive, the action Close to the status Closed or the action Issue to
the status Preferred.
To alter the Work Flow, you must be granted the relevant access rights. Changing the Work
Flow is a task usually restricted to your system administrator. For more information refer to the
AMOS Configuration and Administration Guide.

2.5.1 Changing A Work Flow Status

To change the Work Flow status on a record:
1. Open a window and select a record which has been updated and needs a status change.
2. Click the Work Flow button on the Main toolbar.
3. In the Work Flow dialog click on the action that will progress to the status according to
the change you have made. For example you have approved a document in the
Document Handling window and so you click on the action 'Approve Document':

Figure 6 An example of a Work Flow dialog in Document Handling

4. Click OK to return to the main window.
The transformations and actions available depend on your work flow configuration, the access
granted to each user, and the current status of the selected record.

2.5.2 The Work Flow Log

AMOS tracks and logs all Work Flow transformations as they are performed on any Work Flow
driven entity in the system and stores the information in the Work Flow Log, along with the
date and time the action was performed, the user who performed it, previous and resulting
statuses and any comments entered by the user. Transformations are logged automatically
upon saving, even in cases where the status of a record remains unchanged or the same
transformation is performed multiple times.
To view the Work Flow log:

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1. Select the record to see the logged details for.

2. Click the WF Log button on the Main toolbar.
3. The log will open in a new window.

Figure 7 An example of the Work Flow Log

The WF Log simplifies the Work Flow records for windows where multiple records can undergo
Work Flow transformation - for example, the Employee window where for one employee
numerous records in several tabs are Work Flow driven - the employee's details, his family
details, certification information, etc.

2.6 Dynamic Help

Your company can create and organise its own dynamic help pages within AMOS . The Dynamic
Help is comprised of HTML pages, which are stored in your database and linked to the relevant
locations in AMOS. It is usually up to the system administrator to create, organise and maintain
the Dynamic Help.

2.7 The Internal Notification System

AMOS has a powerful internal notification system which you can use to keep all users up to
date and organised on a daily basis. The notification function is flexible and simple: you can
notify by company position and by company position groups.
Notifications can be received by email as well as inside AMOS if the parameter 'E- mail
Notifications' at Configuration > System Parameter > General has been set to YES. This setting
applies system-wide. Individual users can also choose to receive notifications by email or not, in
the Configuration > User Preference window.

2.7.1 Sending Notifications

In any window where notification is available, you can send a notification from any tab. To send
a notification:
1. Select a record.

2. Click the Notify button on the Main toolbar.

3. Click the arrows to select the positions and groups available to notify on the current
installation. These names will move to the right part of the window:

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You can not notify empty positions or signed-off employees.

If you select a pre-defined Notification Template default recipients will be selected for
you.
4. Click Notify.
5. The notification will be sent to the users you selected.

NOTE: Notifications can also be sent automatically by the Work Flow by attaching a
Notification template to a transformation. Whenever that Work Flow transformation is
triggered, the notification will send automatically.

2.7.2 Notification Tabs

The windows that have the notification function available will contain a read- only tab for
viewing the history of notifications for the selected record:

You will see:

l the priority level of the notification
l the date it was sent
l who sent it
l who received it (user and company position)
l who has read it
l any attached comments
To acknowledge reading a notification:

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1. Click the Acknowledge button on the Main toolbar.

2. All current notifications will be presented in a dialog.
3. Check one or more to acknowledge and set the date for Read Log.
4. Click OK to return to the main window.

2.8 External Files

AMOS allows you to attach external files to records in many areas of the application. These files
can be anything ranging from documents to videos to diagrams, etc. If a particular window has
the capability to contain external files you will see an Attach File button in the Actions toolbar
and an External Filestab. Click the View Attachment button to open and view attached files.

2.8.1 Attaching External Files

To attach external files to a record:
1. Select a record to attach a file to. Click the Attach Files button on the Actions toolbar.
2. Click the Add Files button in the Attach Files dialog to browse to the file you want and
select it. Click Open or double-click the file to return to the Attach Files dialog with the file
listed.
3. You can add multiple files this way and click the Remove Files button to delete the
selected one or Clear All to remove all files from the dialog.
4. Select whether to store the attached file in the database (Internal) or not (External). Files
stored in the database may be subjected to a size limit. This limit is set and activated
using a system parameter and it will not be possible to store internally a file exceeding
the size limit.
5. Click OK to attach the file. If the file exceeded the maximum size you will be notified.
6. It is mandatory to add a comment to the Description field in the External Files tab after
you attach a file.

2.8.2 Deleting External Files

To delete external files select the file in the list to remove and click the Delete button in the
toolbar.

2.9 Security Attributes

Throughout the application you will see a data field called Security Attribute with a lookup
button beside it. These security attributes are predefined and determine which people and
groups of people within your organisation can have access to certain records. It is possible
when you create a new record of a non conformity, procedure document, etc that you may
want to prevent certain people from viewing it, allow others to view it but not edit it, etc.
Therefore, you can click the security attribute lookup button when available, and assign the
appropriate level of restriction.
The way security attributes are applied to information in any one window is controlled by a
system parameter. The setting of this parameter determines whether an attribute is
propagated to all related information within the same window, or not. In cases where
attributes are propagated, the user's access to the security attribute assigned on the main
record of that window (i.e. the General tab) will determine their access to related information in
other parts of the same window.

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2.10 User Defined Fields

Several windows throughout the system have fields with no predefined function or title and
they can be used as required to meet your specific needs (i.e. extra details specific to your
organisation which need to be included in the system). These are called User Defined Fields.
In most cases these fields will not be visible, unless they are activated in the System
Parameters:

The User Defined Field parameters allow you to define the headers of the individuals fields.
Setting a header in the parameter causes the field to become available on the relevant window.
If you do not want to activate some or all of the user defined fields then don't enter
information in the parameters. For more about activating User Defined Fields, refer to the
AMOS Configuration and Administration Guide.

2.11 Templates
AMOS lets you link external templates to any main window in the system to help you manage
large amounts of information particular to your company which is not included in the standard
fields on AMOS windows. These user-defined templates are then available to users when they
create new entries or view existing records.
Templates are stored and managed in the window at Configuration > Template. The windows
which support templates will contain a Details tab, only visible when one or more templates
has been defined for that entity in the Template window. When one or more template(s) is/are
defined for use, users can then apply them in the relevant window.
To apply a template to a window or to change one manually:
1. Open the Details tab in the appropriate window. The tab will not be visible unless a
template is defined for this window.

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2. The Change Template toolbar button will become available if there is more than one
template defined for this window. Click the button.
3. You will see a list of templates that are active and available for this entity. Select the
template you want to add:

4. Click Change.
If the current template is empty or no template has been added to the window before
the system will change the template:

If however, there is already a template added with data stored on it AMOS will warn you
that proceeding will delete the existing information. Click Cancel to preserve the
information and keep the old template. Or, to proceed with changing the template click
OK.

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Templates are based on forms, and forms can be revised. This means your template could
potentially become outdated. Depending on the template definition itself, AMOS might
automatically update the template inside a details tab if a new revision of the linked form is
issued. Otherwise, whenever there is a new revision of the template form AMOS will notify you
to update the template manually by clicking the Update Revision button in the entity window.
This button is only available when the template currently in use is referring to an outdated
revision of the form.
See the AMOS Configuration and Administration Guide for more information about defining
and working with Templates.

2.12 Translation
Using the Translation Editor you can translate text for labels in AMOS into alternate languages.
The translated labels will appear when a logged in user sets the default language in User
Preferences to his preferred language - any translated labels defined for that language will
appear as such. Any non-translated labels will still be displayed in the system language, English.
For instructions on translating system labels in AMOS, see the AMOS Configuration and
Administration Guide.

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The functions contained in the QMS Group are for the quality management and assurance of
your organisation.
QMS allows you to design the system to suit your needs, both in regards to textual information
and data acquisition. This flexibility however means that you are responsible to ensure that the
system is accurate and complete.
According to your purchased license, the QMS Group contains a combination of the following
functions:

Figure 8 The QMS Group

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3.1 Document Handling

The Document Handling window is for creating and maintaining your organisation's
documents. These documents describe the procedures and policies that make your
organisation and establish your quality goals. Creating a collection of documents to describe
your policies and procedures ensures that operations are carried out consistently and correctly
at every site. Together, your documents form a Quality Manual. The Quality Manual
establishes the quality policies and objectives of your organisation.
The documents you see in the Document Handling window are the ones that have been
created at or distributed to the current installation.
To preview a document:
1. Select a document in the list.

2. Click the View button on the Main toolbar to open the document inside of AMOS.
Or, click View in MS Word to open the document in an instance of Microsoft Word
(note that standard Word functionality will be disabled).
To search for text inside a preview:
1. Enter the word(s) you are looking for in the field at the top left corner of the preview
window. AMOS will immediately scroll to and select the first instance of your text.
2. Clicking the buttons beside the search field will find the next or previous instance of the
text.
The Document Handling module is Work Flow driven. Documents progress through stages
according to the actions performed on them. See section 3.1.4

3.1.1 Creating A New Document Record

To create a new entry in the Document Handling window:
1. Go to QMS > Document Handling. Click New in the filter. Or, if you are already in the
window click the New button in the toolbar.
2. Enter a Document Code.
3. Use the lookup button to select a Category to which the document should belong, for
example Purchasing or Security.
4. Use the lookup buttons to select the Document Type information from lists.
5. Save your entry.
6. Open the Revision tab and click the New button in the toolbar. New Revisions are
created with the status Draft automatically entered in the Status field.
7. Enter a Document Name in the Revision tab.
8. Check the Validity Period box if the document has a time limit after which it will no
longer be valid. Enter the number of months for which the document is valid in the field
beside it.
9. Save the document record.

3.1.2 Creating Content For A Document

When preparing your documented procedures, remember the following guide-lines:
l Keep the documents as concise and direct as possible. Use simple language describing
what, when and who.

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l A document should only describe one subject, and conversely, a subject should only be
covered by one procedure. This way, updating a particular piece of information need
only be done once.
After creating a record for your procedure document in the Document Handling window, create
and edit the content for it using one of your own templates in MS Word or another external
format such as PDF, if one has been defined. This example assumes the use of MS Word:
1. In the Document Handling window select the record of the newly created document you
wish to write content for.
2. Click the Edit Document button in the Actions toolbar. The Create Document dialog
opens.
3. Select the document format - in this case, Microsoft Word - and one of your internal
document templates1. Click OK.

4. A blank page in MS Word opens containing any header and footer defined in the
template. All the standard MS Word commands are disabled. Write the content of your
document here.

NOTE: The header fields will be populated automatically by AMOS.

5. A list of predefined auto-text field tags which will be populated automatically by AMOS2
is available from the Document Handling drop-down list.

1Only templates which have been flagged for use with quality documents on the Document Template window >
Category tab will be available for selection.
2Which field tags are available is defined in the Table Manager. See the AMOS Configuration and Administration
Guide for more information.

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The list includes Approved Date, Approved by, Issued Date, Revision Number, etc. When
any of these tags is inserted in a document, the content of the field the tag refers to on
the Document Handling record will be automatically displayed in the body of the
document itself.
6. To insert a tag click in your document and then select an auto-text entry from the menu
shown above, in this case, <name>.

AMOS will automatically populate the document itself with the <name> value from the
document's record.

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7. Close MS Word to return to AMOS.

8. Save the document. To edit any document select and click Edit Document. The current
document will open directly.
9. Use the Work Flow as appropriate to approve and issue the document for use.
While some information on a procedure document is static, no matter where the document is
created and viewed - for example, Document Name, Revision Number, Approved By, etc., other
content can change depending on which installation is viewing or printing the document - for
example, the current installation's name. There are certain auto-text field tags you can insert
into your template which can be updated according to the installation the document is viewed
at. See section 3.2.1 for more information.

3.1.3 Searching For Documents And Content

You may have a long list of Procedure Documents and need to locate just one or two. In the
Document Handling window, click the Filter button on the Main toolbar. When the filter
opens, use the Document Content field at the bottom left side to enter a word or sentence
pertaining to the document(s) you are looking for.

Figure 9 Filtering by Document Content

Click OK to return to the Document Handling window, with the list of documents narrowed to
those matching your criteria.

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Figure 10 The Filter results are listed in the window

Select a document and click the View button on the Main toolbar. The document will open in
the AMOS internal viewer. The first occurrence of the word(s) you filtered for earlier will be
highlighted in the open document.

Figure 11 Searching in a Document Preview

Clicking the buttons on the top of the window cause the document to scroll forward or
backwards to the next occurrence of the search text, and highlight it. Search for any other text
you want by entering it in the field at the top of the window, and clicking the buttons to move
through the document.
Click Close to return to the main Document Handling window.

3.1.4 Document Statuses And Revisions

Document Handling is Work Flow driven, and each document revision is assigned a status. The
status changes at different stages of the documentation process according to the actions
performed on the document revision.
The standard pre-defined Work Flow consists of five statuses:
l Obsolete - documents that have been replaced by updated versions (issued or
cancelled).
l Draft - documents that are new, or new revisions of currently Issued documents.
l Approved - documents that have been approved and are pending Issue.
l Issued - documents that are currently active.
l Cancelled - documents that are no longer in use; no Issued revisions exist.
When you create a new document revision, it is assigned the default status Draft. It can then
progress in order through the actions of the Work Flow stages to Issued. The actions available
in the Work Flow depend on the current status of the selected document.

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3.1.4.1 Creating A New Revision Of An Existing Issued Document

When you create document content in MS Word or another external template it is then only
possible to connect it to one document record at a time. Therefore, you can not have more
than one revision of an existing document with the status issued. Creating a new revision of a
document essentially creates a new document with the status draft.
To create a new revision:
1. In the Document Handling window select the list the document to create a new revision
for.
2. Open the Revision tab.

3. Place the cursor in the Revision No. field.

4. Click the New button in the toolbar.
5. A new revision with status Draft is created.

NOTE: The Revision tab supports additional fields. Clicking the magnifying glass icon
opens a zoom window where you can add further comments regarding this revision.

6. Now you can edit the document itself by clicking the Edit Document button in the
Actions toolbar.
7. Save your changes.

3.1.4.1.1 Protecting a Document Revision

The zoom window on the Revision tab also contains a checkbox labelled Protect Document
Form. Document revisions can be linked as document forms to quality work orders for use
during work reporting. When a document is linked to a work order:
l If the Protect Document Form box is checked - when the document is opened as a MS
Word form in the Work Orders window the user will not be able to change, add or

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remove text content on the form while reporting on work. They will be able to
check/uncheck boxes, fill in fields and select from drop-down lists, if such controls have
been added to the form revision.
l If the Protect Document Form box is unchecked - when the document is opened as a MS
Word form in the Work Orders window the user will be able to add and delete or edit
existing text. However, checkboxes and other interactive elements on the form will be
inaccessible to the user.
Once a document revision is issued, the setting of the checkbox cannot be changed.

3.1.4.2 Changing The Status - Approving, Issuing And Cancelling Documents

This procedure uses the actions defined in the standard pre-configured Work Flow. To approve,
issue or cancel a document:
1. In the Document Handling window select the document whose status you want to
change.
2. Open the Revision tab.
3. Click the Work Flow button in the Main toolbar. The Work Flow window opens.
4. Select Approve Document or Issue Document or Cancel Document in the Action column
of the Work Flow window, keeping in mind:
l To issue a document it must first have the status Approved.
l Issuing a document puts it into use and renders any previously issued revision obsolete.
l To stop using a document, change its status to Cancelled. A Cancelled document will not
actually be deleted from the database. It will remain there for historical purposes
5. Click OK. The Work Flow window closes and you return to the Revision tab. You will see
that the status of the document has changed to Approved or Issued or Cancelled.

3.1.5 Referring Documents To Work Instructions

Work instructions and procedure documents might contain references to each other.
Documents describe how to carry a job out, and work instructions contain the details on when
to do the job and how it is scheduled.
Procedure documents can be linked to work instructions in the Quality Work Instruction
window:
1. Go to QMS > Quality Work Instruction.
2. Select the relevant work instruction in the list.
3. Open the References tab and click New in the Main toolbar.
4. Use the lookup to select a document:

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5. Add as many as necessary and click Save.

Once linked, the document(s) will appear in two other places:
l When a work order is generated for the instruction, the References tab in the Quality
Work Order window will show a read-only list of any procedure documents linked to the
work instruction.
l The work instruction you added the documents to will be listed in the Document
Handling window Work Instructions tab.

3.1.6 Inserting A Document Into A Standard

You will have a list of Quality Standards such as ISO for example, which your organisation must
meet. The documents you have created and saved can be linked to the Quality Standards
which they satisfy.
To add a document to a standard:
1. Select a document in the list and open the Standards tab.
2. From inside the Standards tab, click the New button in the toolbar. A blank line appears
in the top of the tab.
3. Click the lookup button to select the appropriate Standard into which you want to add
the document.
4. Save the record.
To add more documents, repeat the procedure above.

3.1.7 Referring Non Conformities To Documents

When Non Conformities are reported, information regarding these non conformities in relation
to the selected document is automatically recorded in the Referring NC tab of the Document
Handling window. This tab is for information only, and indicates how many non conformity
entries are linked to the selected document. If there is an inordinate amount of non
conformities linked to a particular document, it indicates that the procedure in the selected
document should be reviewed.

3.1.8 Referring One Document To Another

The topics or procedures in one document may be related to or refer to those covered by
another document. In the References tab of the Document Handling window, you can link
documents together to other documents to which they refer.

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To refer to another document:

1. In the Document Handling window, select the document that refers to another.
2. Click New in the toolbar. A blank line appears.
3. Click the lookup button to select the referral document from the list.
4. Click Save.
To add more referrals, repeat the above procedure.

3.1.9 Document Handling Read Log

This is an information only window. The Read Log displays to whom the document was sent
and the date the automatic notification for the read log was acknowledged.

3.1.10 Document Handling - Distribution

The documents listed in the bottom of the Document Handling window are the ones that have
been created at the current installation, or distributed to this installation from other
installations. Selecting a document displays (under Effective Distribution) a list of installations
including the current one, to which this document has been distributed.
The Distribution tab is useful for managing small- scale document distribution: for example,
distributing a limited number of documents at one time, or one document you have newly
created here and want to make available at other installations. You can also use this tab to
quickly review which installations a particular document belongs to already.
Inside the Distribution tab in Document Handling, you can:
l Distribute a document to other installations or installation groups,
l Remove documents from single installations including the current one, but not from any
installation belonging to a group to which that document has already been distributed.
You also cannot remove a document from an entire installation group.
Go to the main Document Distribution window to:
l Remove a document from an entire installation group,
l Distribute many documents at once,
l See a complete accumulation of all documents in your entire system and distribute new
documents to the current installation/other installations (depending on your access
rights).

NOTE: Changes made in the Document Handling window Distribution tab will be reflected in
the Document Distribution window, and vice versa. For more information on the Document
Distribution window, see section 3.3.

To remove a document from a single installation:

1. Select the document.
2. In the By Installation list, uncheck the installation you want to remove it from:

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3. Click Save. If the installation does not disappear from the Effective Distribution list for
the selected document immediately, click the Refresh button.
That installation no longer appears in the Effective Distribution list for the selected
document, and so the document has been removed from it:

If you removed it from your own current installation, the document itself will disappear
from the list part of the window.
To distribute a document to a single installation or a group:
1. Select the document.
2. Check the installation in the By Installation list, or the group in the By Installation Group
list:

3. Click Save , and Refresh to see the checked installations/group now appear in the
Effective Distribution list for that document:

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3.2 Document Templates

Different types of documents may require different layouts. The AMOS template manager
allows you to have more than one template from which to create your documents and
procedures.
Templates can be used in different areas of the system for different types of documents: quality
documents, maintenance project item documents, and crewing dispatch documents.
To add a template to the Template Manager:
1. Go to QMS > Document Template.
2. Click New in the toolbar.
3. Enter a Code for the template.
4. Enter a Title that describes the kind of document this template is for.
5. Click the lookup button to select a predefined Document Formatsuch as PDF or MS
Word:

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6. Click Save. Open the Category tab:

7. Flag the type(s) of document which the template will be available for:

This does two things:

l It makes any activated field tags1 available to insert in the template, and,
l It makes the template itself available for selection in the relevant window(s).

8. Save the template and click Edit Template in the Actions toolbar.
9. Assuming the use of MS Word in this case, Word will open to a blank page. The standard
MS Word commands will be disabled. Create the header and footer according to your
organisation's style:

1Field tags are activated in the Table Manager. See the AMOS Configuration and Administration Guide for more
information.

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10. A list of predefined auto-text field tags 1 which will be populated automatically by AMOS
is available from the AMOS Fields drop-down list:

1Which field tags are available is defined in the Table Manager. See the AMOS Configuration and Administration
Guide for more information.

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In this case, because 'Quality Document' and 'Dispatch Document' are flagged in the
Category tab, the list includes fields which have been activated for quality and dispatch
documents only - no fields related to 'Project Item Documents' will be available. When a
document is based on a template containing any of these tags, the content of the field
the tag refers to will be automatically displayed in the header/footer.
11. To insert a tag click in your header and type in the label you want displayed, for example
'Created By'. Then select an auto-text entry from the menu shown above, in this case,
Document Revision <createdby>:

When a quality document is created using this template, AMOS will automatically
populate the header with the <created by> value from the quality document's record.
12. After you have created the template, close MS Word to return to AMOS.
13. Save the template. To edit an existing template select it in the window and click the Edit
Template button. The document will open directly.

3.2.1 Defining Installation-Specific Template And Document Content

While some information on a quality or project item document is static, no matter where the
document is created and viewed - for example, Document Name, Revision Number, Approved
By, etc., other content can change depending on which installation is viewing or printing the
document - for example, the current installation's name. There are certain auto-text field tags
you can insert into your template which can be updated according to the installation the
document is viewed at. These are:
l Installation - imonumber,
l Installation Code - instcode, and
l Installation Name - instname.
When activated in the Table Manager, these tags will then be available for assigning to
templates. Another setting in the Table Manager allows these tags to refresh according the
installation the document is opened at.

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E XA MP LE
The same procedure document, Safety Policy, has been distributed to MV Africa and
MV Europe. The template it is based on contains these three installation tags and
RefreshOnIssuedQualityDocument is set to TRUE for each one. When the document is
opened at MV Africa, the header/footer displays the name MV Africa, and Africa's
installation's Code and IMO number. When the same document is viewed at MV Europe, the
header/footer information changes accordingly, even after the document has been issued.

To activate the installation tags:

1. Go to Configuration > Table Manager.
2. Expand the INSTALLATION table. You see the three columns IMONUMBER, INSTCODE
and INSTNAME:

3. Expand each one in turn and activate it for use on quality document/project item
document templates by setting the attribute QualityDocField/ProjectItemDocField to
TRUE:

4. To allow the tag content to update according to the installation the document is viewed
at, set RefreshOnIssuedQualityDocument/RefreshOnIssuedProjectDocument to TRUE:

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5. Repeat for each of the three columns.

6. Save and close the window.
Having activated the column tags, return to the Document Template window to insert them:
1. Select a template, click the Edit Template button and insert any of these tags into the
header and footer. Remember, the activated field tags will only be available on
templates which are flagged for use with Quality Documents/Project Item Documents in
the Document Template window Category tab.
2. Create a document in the Document Handling/Project window as usual, using this
template. Distribute the document to multiple installations.
3. The header/footer content for any of the three Installation columns (which are activated
and set to refresh) will change according to the installation the document is viewed at.
Once activated, the same tags will be available for selection in the body of document content as
well. Read about creating document content in section 3.1.2.

3.3 Document Distribution

The Document Distribution window is where you view all the documents in your system and
allocate them to the various sites of your organisation. To open this window, select QMS >
Document Distribution. The window is divided into three parts, for viewing the sites, viewing
the lists of documents and organising the distribution.
It also contains three tabs:
l The By Installation tab
l The By Installation Group tab
l The Effective Distribution tab
Click a tab to display the documents accordingly.

NOTE: You can also manage distribution for the documents already belonging to the current
installation only, in the Document Handling window Distribution tab. Changes made in either
window will be reflected in the other one.

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3.3.1 Distribution To A Single Installation

Your organisation may have a large number of documents. Some will apply to all your sites,
while others are specific to a single site or to a certain group of sites. To see which documents
are at a site, select it from the list in the left hand side of the By Installation tab:
l The upper right window shows all documents distributed to the selected site.
l The lower right window shows all available documents that have not been distributed.
Under the list of sites is a filter you can use to narrow the selection of documents. Lookup
criteria such as the Type or Category. Or check entire Standards or selected chapters containing
documents you want to distribute:

The list of documents on the right side of the window changes accordingly as you add filter
criteria:

You can remove documents from single installations. However, you cannot remove a
document from an installation if the installation belongs to a group to which that document
has already been distributed. In that case, you would have to remove the document from the
entire installation group.
To distribute documents:
1. Select the document in the list that you wish to move. To select several documents, hold
the shift key down while you click the first and the last entry to be moved.
2. Click the up or down arrows between the two windows accordingly to move the

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documents.
3. Click Save to save the distribution list.

3.3.2 Distribution To An Installation Group

One installation group consists of several sites and each site may belong to one or more
installation group(s).

E XA MP LE
Very often, a group of sites will use the same procedures. Instead of distributing each
necessary document to each site individually, you can distribute the documents to an entire
installation group. Keep in mind that if you distribute documents by group, every installation
in the group receives the document. If you do not want certain installations in that group to
have a particular document then you must distribute the document singly by installation. So,
if Document X applies to every member of Group A, distribute Document X by installation
group to Group A. If Ship 1, a member of Group A, also requires Document Y, then distribute
Document Y singly by installation to Ship 1.

To distribute documents to an installation group:

1. Select the By Installation Group tab in the Document Distribution window.
2. Select the group to add documents to or remove them from:

3. Use the filter to narrow the selection of documents. Lookup criteria such as the Type or
Category. Or, check entire Standards or chapters you want to select documents from:

Click Apply to filter the list of documents on the right side of the window.
4. Move the documents on the right side up and down using the arrow buttons:

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5. Save the changes.

3.3.3 Effective Distribution

This is an information only tab. In this tab you can view a list of all the documents that have
been distributed to your current site/the site selected in the left hand hierarchy, regardless of
whether they were distributed by Installation or by Installation Group.

3.4 QA Standards
Your organisation will have a list of Quality Standards such as ISO for example, which you are
responsible to meet. Each of the quality documents (a policy or procedure) in your system can
be assigned to the Chapters of one or more Quality Standards, provided they meet the
requirements.
While various Quality Standards might group maintenance and other necessary tasks
differently, the same basic jobs need to be performed regardless of the Quality Standard they
belong to. This is why one document can be connected to different Chapters in different
Quality Standards.
While QA Standards are like books with the Documents inside grouped into Chapters, it can
also be useful to categorise the standards themselves by grouping them into QA Standard
Categories such as Financial, ISO, Circulars, etc.
The QA Standard window is where you will perform such tasks as:
l Viewing and reading your documents;
l Printing single and bulk documents;
l Assigning documents to standards, organising chapters and categories, and otherwise
managing the standards.
Go to QMS > QA Standard to open the window.
The left side of the QA Standard window contains a hierarchy displaying:

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l at the root, (optional) Categories to

contain the QA Standards themselves.
l the QA Standards assigned to each
category.
l the Chapters within a QA Standard.
l the issued quality documents which
have been added to each Chapter, as
well as any other documents
referenced by the selected document.
References to these other documents
are established in the Document
Handling window References tab.

3.4.1 Filtering QA Standards By Content And Unread Documents

In addition to typical filter criteria such as Title, Category and Type, the QA Standard window
can also be filtered by:
l Document Content
l Notification: documents which the logged in user has been notified about but has not
yet acknowledged
Selecting QMS > QA Standard from the explorer bar opens the QA Standard window directly.

3.4.1.1 Filtering The Window

To filter the window:

1. Click the Filter button on the Main toolbar. The filter appears.
2. Enter your criteria.
3. Click OK. The filter closes and the window's appearance changes to show the resulting
documents listed in the left pane:

4. Select any document in the list to view its basic information in the General tab. Open the
Preview tab to read the document.

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5. To return the window to the hierarchy view, click the Filter button again. Click Clear on
the filter and OK.
6. The QA Standard window returns to its normal state with all standards, chapters, etc.
displayed.

3.4.1.2 Filtering And Searching Content

To filter and search by content:
1. Enter a word or phrase you are looking for in the Content field on the filter and click OK.

The window displays the list of documents containing this word or phrase.
2. Open the Preview tab for any one of the filtered documents. The Find box at the top left
corner of the preview window will automatically display the text you filtered for and the
first occurrence of the text in the document body will be highlighted:

3. Click the forward and back arrow buttons to scroll through the document searching for
each instance of the text, or enter another word or phrase in the Find box to search for.

3.4.1.3 Filtering Notified But Unread Documents

To filter for notified but unread documents:
1. Check the Not Read Document box in the filter:

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2. The filtered results will only contain documents notified to you, but which you have not
yet read and acknowledged.

3.4.1.4 Acknowledging Notified Documents

You may have been sent notifications to read certain documents. After reading these
documents you can acknowledge them directly from the QA Standard window:
1. Select a document in the hierarchy.

2. Click the Acknowledge button on the Main toolbar.

3. The Acknowledge dialog will open allowing you to check off one or more notifications
and set the date for the Read Log.
4. Click OK to return to the main window.

3.4.2 Viewing QA Standards, Chapters And Document Content

What you see in the right side of the QA Standard window depends on which kind of element is
selected in the hierarchy.
When You Select a Standard
The standard's details appear in the General tab on the right side of the window. Attachments
can be added to the standard itself using the External Files tab. Using the lookups you can
apply a Front Page, Cover Page and Index to the entire standard.

The lower part of the window shows the standard's chapters and the documents inside of each
one.

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Tag and untag all documents inside the standard using the select/deselect buttons at the top
of the list. Use the toggle button beside each chapter to tag or untag all documents in that
chapter only.
When You Select a Chapter
The General tab on the right side of the window will display basic information about the
selected chapter. Attachments can be added to the chapter in the External Files tab.

Individual front pages can be displayed at the start of each chapter - to assign one select the
chapter in the hierarchy and then use the Front Page lookup in the General tab. This will be
applied when the chapter is printed.
When You Select a Document - Previewing the Document Content
Two tabs appear on the right side of the window. The General tab contains information about
the selected document - its Code, Name etc. Clicking the Preview tab displays the document in
the internal viewer. While a document is selected, clicking View in MS Word opens the entire
document externally, in Word. Note that standard Word functionality will be disabled.

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To search for text inside the document preview, enter the word(s) you are looking for in the
field at the top left corner of the preview window. AMOS will immediately scroll to and select
the first instance of your text. Clicking the buttons beside the search field will find the next or
previous instance of the text inside that document.
In the case of a document with an external template (anything other than MS Word), the
document title appears in the Preveiw tab as a hyperlink. Clicking the link will open the
document in another window.

3.4.3 Creating QA Standard Categories

If no Categories are defined the QA Standards will automatically be grouped into a folder called
Unassigned Documents. You can define new QA Standard categories if needed (according to
your access rights). To define a new category:
1. Go to Configuration > Common Setting > Document Handling > QA Standard
Category.
2. Click the New button on the Main toolbar and then add a Code and a Description such
as Financial, Fleet Procedures, ISO, etc. Define as many as required:

3. Save and exit the register.

4. When you reopen or refresh the QA Standard window the categories will appear
automatically as folder icons at the top level of the hierarchy:

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5. Drag and drop existing standards into the category folders as appropriate.

3.4.4 Adding A New Quality Standard And Chapters

If you have received a list of new standards which must be met, add them to the QA Standard
hierarchy so that you can link your documents to them. To add a Standard:
1. Open the QA Standard window.
2. Select the Category folder to which the new standard will belong and then click the New
button in the Main toolbar. A new Standard icon appears.
3. Enter the Code and the Name for the new standard.
You can apply a Cover Page and Index Page to the entire standard using the lookups
here. These will be the defaults when the standard is printed. You can also set a default
Front Page to print at the start of every chapter inside the standard:

4. To add a chapter first select the standard icon. Then click the New button on the
toolbar.
5. Enter the Code and Name for the chapter. The front page can be changed individually on
chapters inside the standard by assigning a Front Page to print at the start of the
selected chapter:

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6. Repeat to add as many chapters as needed.

7. Save the changes.

3.4.5 Assigning Documents To Standards

After adding new Standards and Chapters, assign documents - policies or procedures - to the
correct chapters of the standards. To assign a document:
1. Open the QA Standard window.
2. Select a standard. Either add the document directly to the standard itself or select the
appropriate chapter.

3. Click the Attach Document button on the Main toolbar. A filter opens, followed by a
Document Handling dialog.
4. Select a document. To select multiple documents at once, press and hold the Ctrl key
while you click on the procedures:

5. Click Add to Standard .

3.4.6 Printing Quality Standards

When all the appropriate documents are linked to Quality Standards, you can print the
Standard. To print all or part of a standard:
1. Open the QA Standard window.

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2. Select a standard in the hierarchy. The chapters and documents appear in the right side
of the window.
3. To print the entire standard, use the select button on the upper left corner of the
expanded standard to tag every chapter and document automatically.
Otherwise, check or uncheck the boxes next to the chapters or documents you want to
print:

4. If a Cover Page and Index Page have not already been applied to the standard, use the
lookups in the top of the window to assign these now. Front pages print at the start of
every chapter. A default front page for all chapters in the standard can be assigned on
the standard itself:

Individual front pages can also be assigned directly to chapters: select a chapter in the
hierarchy and use the lookup to change or add one. This will print at the start of that
chapter.
For more about creating and using front, cover and index pages, see section 3.5.

5. Click the Print button in the toolbar. The Send dialog opens.
6. Select the printer from the list in the Send Details tab. If you need to set further print
properties use the lookup button beside the printer name:

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7. Use the Additional Options tab to specify whether the cover and front pages should be
printed. You can also choose to include the Index in the print, or, to print the index only:

Printing the index only lists: the standard, chapters, sub chapters and document
headings, but not the actual document content.
8. Click OK to print.

3.4.7 Saving A Quality Standard To Folder

It is possible to save your Quality Standard to a location outside of your AMOS system. You
might do this for easy transportation of the Standard, by saving it to a USB stick for example.
Or you may save it outside for third party viewing - for example if a contracting company who
does not have AMOS would like to view your Quality Standard, it can be saved to your C-drive,
as a protected file, for easy viewing and distribution.
1. Select the standard to save.

2. Click Export on the Actions toolbar.

3. A dialog opens. Browse to the location to save to.
4. Enter a name and click Save.

3.5 Front Page

Using the Front Page window you can create cover pages and index pages to be attached to
quality documents and standards before printing:

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l Cover Pages - print at the beginning of Quality Standards

l Front Pages - when assigned, print at the beginning of each selected Chapter in a Quality
Standard
l Index Pages - print with the Quality Standard if selected, or can be printed alone listing
the Chapters and documents in the standard but not including the actual content.
To create a page:
1. Go to QMS > Front Page. Click New in the toolbar of the Front Page window.
2. Enter a Code and Title for the page in the appropriate fields.
3. Use the lookup button to select a Format for the page. At present AMOS uses only
Microsoft Word for these pages.
4. Click the radio button for the appropriate page, Cover/Front Page or Index Page:

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5. Click Save and open the Category tab:

6. Flag the type(s) of document which the front page will be available for:

This does two things:

l It makes any determines which field tags will be available to insert on the front page,
and,
l It makes the front page itself available for selection in the relevant window(s).

7. Save the front page and click the Edit Front button on the Actions toolbar.
8. MS Word will open to a blank page. The standard MS Word commands will be disabled.
Create the page according to your organisation's style.
9. A list of predefined auto-text field tagswhich will be populated automatically by AMOS is
available from the AMOS Fields drop-down list:

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The exact contents of the list depends on the type of document the front page is defined
for use with, in the Category tab: dispatch documents, quality documents or both.
10. To insert a tag select it from the menu shown above, for example, <chapter>.
When this front page is assigned to a qa standard, AMOS will automatically populate it
with the <chapter> name on the relevant quality manual chapter.
11. After you have created the page, close MS Word to return to AMOS.
12. Save the page.

3.6 Quality Work Instructions

Work Instructions describe when tasks required according to local, international or regulatory
standards will be performed. There are two kinds of work instructions:
l Periodic Work Instructions are based on a calendar schedule; they will be performed
repeatedly throughout the lifetime of an installation. Monthly updates of the crew list or
a weekly lifeboat drill are periodic work instructions.
l Event Based Work Instructions are only performed as the result of an event. These work
instructions cannot be based on a calendar schedule. Completing the On- Arrival
Checklist or Pre- Departure Checklist are event based work instructions, which are
triggered to take place by the events 'Arrival' and 'Departure'.
A work instruction can be initiated in either of two ways:
l by a periodic schedule, or,
l triggered by an event.
Work orders are eventually created based on the work instructions, and determine which work
instructions are due to be carried out.

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3.6.1 Creating A New Work Instruction

When a particular job or task needs a documented description of how and when to perform it,
create a new work instruction:
1. Go to QMS > Work Instruction. Click New in the filter.
2. Enter a Code and a Name for the work instruction.
3. A work instruction can be defined by a Class that reflects the type of work to be carried
out - Adjustment, Cleaning, Inspection, etc.
4. Write a description in the Notes section. For a full page description press F4 or click the
magnifying glass in the upper left corner of the tab.
5. Save the information.

3.6.2 When Will The Work Take Place? Scheduling A Work Instruction
A work instruction can be initiated in either of two ways:
l by a periodic schedule. Periodic work instructions are based on a calendar schedule and
will be performed repeatedly throughout the lifetime of an installation. See section
3.6.2.1.
or,
l triggered by an event. Event based work instructions are only performed as the result of
an event and cannot be based on a calendar schedule.See section 3.6.2.2.

3.6.2.1 Creating A Periodic Schedule For A Work Instruction

To define a periodic, or calendar based schedule for carrying out work:
1. Open the Work Instruction window and select a work instruction in the list. Open the
Schedule tab.
2. Set a Frequency - the rate at which the work instruction must be carried out. Entering
the number 30 and selecting Day from the drop-down list causes the work instruction to
be carried out every 30 days.
l Planning Method - there are two kinds of Planning Methods available in AMOS which
affect the job's frequency. For example, if the Frequency on a job is 30 days:
l Variable Planning enables a flexible reporting date. The next due date is calculated
according the date of the last report. So, reported on 5 May causes the next due
date to be set to 5 June.
l Set to Fixed Planning , the report will always be due on the same day of each
month. This means that no matter when you report the job the next due date
remains fixed even if the job was reported late and less than 30 days remain until
the next set date.
l Window - Enter the number of days on either side of the due date that the task can be
performed within.
3. If it is a new work instruction, enter the date at which this work was Last Done.
AMOS supplies the Next Due Date automatically according to the frequency and last
done dates of the work instruction.
4. Activate the work instruction's schedule by flagging the Active checkbox. Removing the
check disables the job. An inactive work instruction will not be included when work
orders are generated.

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5. Save the schedule. You can create more than one schedule for the same work
instruction: click in the lower half of the tab and then click New to get a blank line. In this
case you might set a Priority on each schedule.
When you create a new work instruction with a periodic schedule, you need to 'kick-start' the
process by generating the first work order for the new instruction. See section 3.6.6.1.

3.6.2.2 Defining Trigger Events For A Work Instruction

Triggers determine when event based work instructions should be carried out. When a trigger
is initiated as events occur, the work instruction(s) it is linked to are activated and work orders
will be generated as needed. All applicable triggers which can activate any work instruction
must be listed in the Trigger Events tab:
1. Select a work instruction from the list in the Work Instructions window and open the
Trigger Events tab.
2. Click the New button in the toolbar and use the lookup to add a new trigger1:

3. Click OK and Save.

3.6.2.2.1 Activating and Deactivating Triggers at Different Installations

Although work instructions are generally shared amongst all your installations and the office,
the trigger events which activate the work - and therefore, the timing of when the work
instruction is actually carried out - can vary from vessel to vessel.

E XA MP LE
You have a work instruction called 'Inert Gas System Test' with two trigger events listed,
'Arrival' and 'Before Discharge'. You want to activate this work instruction on the vessels Mv
Africa and Mv Europe at 'Arrival' only. On two other vessels, Mv Mozart and Mv Verdi, the
same work instruction should only be carried out in response to the trigger event 'Before
Discharge'. It should not be activated at the office installation, at all.

By default, the trigger(s) listed in the Trigger Events tab for any work instruction will be active
and in use at all installations. You can deactivate any trigger listed on the work instruction at
any installation where it does not apply, thus preventing a work order from being generated in
that case:

1A list of available triggers is maintained in the register at Configuration > Common Setting > Common > Trigger
Events.

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1. Select a work instruction and open the Trigger Events tab:

You can see that currently, both triggers are active at all defined installations.
2. Select a trigger on the left side and then uncheck any installations on the right where you
want to deactivate it:

3. Save the changes. This removes the check from the Active on All Installations checkbox
(es).
In the illustration above, initiating the trigger event 'Before Discharge' at Mv Mozart and
Mv Verdi will activate the work instruction 'Inert Gas System Test' and generate a work
order at those installations. Initiating the same trigger at Mv Africa or Mv Europe will not
activate the 'Inert Gas System Test' work instruction there.
To generate work orders for event based work instructions, activate the trigger in the Initiate
Event dialog whenever the actual event occurs. See section 3.6.6.2.

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3.6.3 Work Instructions And Risk Assessments

It might be necessary to perform a risk assessment in relation to a particular work instruction.
Open the Work Instruction window and select an instruction in the list:
Check the Risk Assessment Required checkbox. Checking the box simply means that a user
should manually create a scenario and prepare an evaluation:

If a suitable scenario type is already available you can locate it using the Scenario Type field
lookup. Later, when a work order is generated for this work instruction a scenario of the
specified type will also be generated for assessment.

3.6.4 Referring Documents To Work Instructions

Work instructions and procedure documents might contain references to each other.
Documents describe how to carry a job out, and work instructions contain the details on when
to do the job and how it is scheduled.
Procedure documents can be linked to work instructions in the Quality Work Instruction
window:
1. Go to QMS > Quality Work Instruction.
2. Select the relevant work instruction in the list.
3. Open the References tab and click New in the Main toolbar.
4. Use the lookup to select a document:

5. Add as many as necessary and click Save.

Once linked, the document(s) will appear in two other places:
l When a work order is generated for the instruction, the References tab in the Quality
Work Order window will show a read-only list of any procedure documents linked to the
work instruction.
l The work instruction you added the documents to will be listed in the Document
Handling window Work Instructions tab.

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3.6.5 Work Instruction Reporting Forms

Work orders are based on work instructions. When the work is carried out, a Form or
Document Form may be needed to report it on. The relevant form can be added to the work
instruction in two places, depending on how you want to use it:
l You can assign one form/doc. form for use at all installations, in the Work Instruction
General tab.
Or
l You can assign different forms for use at one or more individual installations, in the
Work Instruction Reporting Forms tab.

3.6.5.1 General Tab - Assigning One Form

To assign one form/doc. form for use at all installations:
1. Open the Work Instruction window and select an instruction.
2. Add a form or document form on the General tab:
l Use the Form lookup to select a form from the Form register. The lookup list will contain
all issued forms that are shared amongst the installations which also share the selected
work instruction.

By default, a form listed on the General tab for any work instruction will apply to all work
orders generated for that work instruction, and is for use at all installations.
l Use the Doc. Form lookup button to select a document from Document Handling1. The
lookup list will contain all issued documents which are shared amongst the installations
which also share the selected work instruction. Documents which are not distributed to
the current installation, will not appear in the list.

1The document you attach as a form is the currently issued revision of that document - the document may be
revised again later.

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By default, a document listed on the General tab for any work instruction will apply to all
work orders generated for that work instruction, and for use at all installations - as long
as an issued revision of that document has been distributed there.
If you assign an available document to a work instruction at one installation and then
attempt to generate/trigger the work order at an installation where the document has
not been distributed, AMOS will prevent creation of the work order.
3. Save the work instruction.

Note: You can only assign a form OR a document form on the same work instruction, not
both.

3.6.5.2 Reporting Forms Tab - Assigning Forms By Installation

You can also define different reporting forms/doc. forms on the same work instruction, for use
at different installations. Only documents which have been distributed to an installation can be
selected.

E XA MP LE
All ships are required to perform the work instruction 'Pre-Loading Checklist', before arrival at
the loading port; but the document form to report the work order with is different for some
vessels. You need to assign individual forms to the vessels Mv Africa and Mv Europe.

1. Open the Work Instruction window and select the instruction 'Pre-Loading Checklist':

2. A default Doc. Form has already been assigned to the work instruction but you want to
change this at some installations only. Open the Reporting Forms tab.
3. Lookup the forms/document forms you want to assign at any particular installation:

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Only documents which have been distributed to the installation will be presented for
selection when you click that installation's Document Form Code lookup:

Clicking the Form Code lookup will show all issued forms which are shared with that
installation.
4. The documents shown in the illustration above will override the document on the
General tab and be linked to work orders generated or triggered for this work
instruction, at Mv Africa and Mv Europe.
For example, a work order created at Mv Africa:

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No form or document has been assigned to the work instruction in the Reporting Forms tab for
Mv Mozart and Mv Verdi so any work orders created at those installations will take the form or
document assigned on the General tab, if there is one. Document forms assigned on the
General tab must be distributed to the relevant installation(s) to allow creation of the work
order(s) there.

Note: You can only assign a form OR a document form at the same installation, not both.

3.6.6 When Your Work Instruction Is Ready - Creating Work Orders

Once you have prepared and planned a new work instruction, the next step is start the creation
of work orders, so the work can actually be carried out. How you do this, depends on the type
of work instruction you've got:
l Periodic Work Instructions. Whenever you create a new periodic work instruction, you
have to generate the first work order for it manually. After that, new work orders will be
generated automatically when the previous one is reported and complete. See section
3.6.6.1.
l Event Based Work Instructions. Activate trigger events and their related work
instructions in the Initiate Event dialog whenever the actual event occurs. Work orders
will then be generated accordingly. See section 3.6.6.2.

NOTE: Work orders can also be created manually in the Work Order window if necessary: see
section 3.7.

3.6.6.1 Generating First Work Orders For Periodic Work Instructions

To generate the first work orders for periodic work instructions:
1. Go to Actions > Generate Task.

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2. Check Generate below Quality Work Order. To see the work orders after creation, check
Show.
3. Click OK.
4. The Work Orders are created. If you checked Show, the Quality Work Order window
opens automatically to display the new work order(s).
Generating a work order will be prevented if the relevant work instruction references a
document form which has not been issued, or has not been distributed to the installation the
work order is for.
E XA MP LE
You have a work instruction 'Lifeboat Drill' and it references the Document Form 'Standard
Reporting Form':

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This document has been distributed to the installation Mv Africa, and so you can successfully
generate a new work order there according to the schedule on the instruction, and using the
'Standard Reporting Form'.
However, this form has NOT been distributed to the installation Mv Europe. Attempting to
generate a new work order there for the same work instruction will be prevented with the
following message:

There are two ways to resolve this. Either distribute the form 'Standard Reporting Form' to Mv
Europe:

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The first work order can then be successfully generated at Mv Europe, referencing the
'Standard Reporting Form'.
Or,
Assign a different document form which has been distributed to Mv Europe, to the work
instruction on the Reporting Forms tab:

The first work order can then be successfully generated at Mv Europe, referencing the
'Reporting Form Europe':

3.6.6.2 Pulling The Trigger - Activating An Event Based Work Instruction

To trigger a work instruction and generate the work order:
1. Go to Actions > Initiate Event.
2. Select an event on the left side. The right side shows work instructions which will be
activated at the current installation, by the selected trigger:

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Only the work instruction(s) which the trigger event is linked to, andis activated for at
the current installation, are shown. In the illustration below, the trigger 'Arrival' has been
linked to the work instruction 'Inert Gas System Test' and activated at the current
installation, Mv Africa:

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3. Click Create WOs.

4. Each work instruction is triggered and a corresponding work order created. If you
checked Show Workorders in the Initiate Event dialog, the Quality Work Order window
opens automatically.
Creating a work order will be prevented if the relevant work instruction references a document
form which has not been issued, or has not been distributed to the installation the work order
is for.
E XA MP LE
The work instruction 'Inert Gas System Test' references the Document Form 'Standard
Reporting Form':

This document has been distributed to the installation Mv Africa, and so you can successfully
create a new work order there according to the trigger(s) on the instruction, and using the
'Standard Reporting Form'.
However, this form has NOT been distributed to the installation Mv Europe. Attempting to
trigger a new work order there for the same work instruction will be prevented with the
following message:

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There are two ways to resolve this. Either distribute the form 'Standard Reporting Form' to Mv
Europe:

The work order can then be successfully created at Mv Europe, referencing the 'Standard
Reporting Form'.
Or,
Assign a different document form which has been distributed to Mv Europe, to the work
instruction on the Reporting Forms tab:

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The work order can then be successfully created at Mv Europe, referencing the 'Reporting Form
Europe':

3.7 Quality Work Orders

AMOS uses work orders to determine which work instruction needs to be carried out, and also
to maintain records of the work instructions which have been completed.
Once you have prepared and planned a new work instruction, the next step is start the creation
of work orders, so the work can actually be carried out. How you do this, depends on the type
of work instruction you've got:
l Generate the First Periodic Work Order. Whenever you create a new periodic work
instruction, you have to generate the first work order for it manually. See section
3.6.6.1.After that, new work orders will be generated automatically when the previous
one is reported and complete.
l Initiate Event Based Work Orders. Activate trigger events and their related work
instructions in the Initiate Event dialog whenever the actual event occurs. Work orders
will then be generated accordingly. See section 3.6.6.2.

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l Create a Single Work Order Manually. Manually create a single work order, for example
in the event of a one-off or unexpected task. See section 3.7.1.
All types of work orders can be planned and worked with, and eventually reported on in the
Quality Work Order window at every installation. Your possible tasks include:
l Planning the work order; See section 3.7.2.
l Assigning reporting forms; See section 3.7.3.
l Preparing risk assessments; See section 3.6.3.
l Linking non conformities to work orders; See section 3.7.5.
l Carrying out and reporting the work. See section 3.7.6.

3.7.1 Creating A New Work Order Manually

1. Go to QMS > Work Order.
2. Enter a Title for the work order. A number will be assigned when you save it.
3. Lookup the Work Instruction the work order is for.
4. Save the work order.
5. Now you need to plan, prepare and eventually report the work order just like any other
automatically created one.

3.7.2 Planning A Work Order

Depending on the type of work order - periodic, event-based or manually created - some of the
information in the Planning section may or may not already be present.
You can enter or change scheduling details for a work order in the Planning section:
l Responsible Position - the company position who is responsible for the work order.
l Due Date -is set according to a periodic work instruction's schedule or the current date
when a trigger is initiated. Check the Locked checkbox to prevent this date from being
altered.
l Window - if there is a number of days on either side of the due date within which the
task can be carried out, enter it here.
l Port - where the work order should be carried out.
l Priority - can be already set on periodic work instruction schedules, or indicated here.
l Est. Total Duration - the amount of time it should take to complete the job.

3.7.2.1 Activities During Planned Events And Port Calls

A work order can be carried out as an activity during a scheduled Planned Event or a Port Call.
The work order in the illustration below is next due on 03.08.2013 and is not currently linked to
any event or port call:

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To link it to an event or port call, click either option beside Link To on the General tab and use
the lookup to select the event/port call:

When you link a work order to a planned event or port call the work order's due date changes
to the date the planned event/port call will take place on and the work order is locked so that
its dates cannot be changed.
The work order is now linked to the event/port call and appears in the Activities tab of the
Planned Event or Port Call window:

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Planned events are also manageable in the Planner window. Read about Planned Events in
section 10.11.
Read about Port Calls in section 10.16.

3.7.3 Work Orders - Reporting Forms

Forms for reporting work on are usually assigned to the work instructions, and then appear on
the resulting work orders in the Form tab:

When you select a work instruction for a manually created work order, any form or document
form which has been linked to the work instruction will come with it automatically.
A single form or document form can be assigned to a work instruction for use on work orders at
every installation:

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Or, a different form/doc. form can be assigned to the same work instruction, for use on work
orders at individual installations:

3.7.4 Work Orders And Risk Scenario Assessments

When a Risk Scenario Type has been linked to a work instruction:

A Risk Assessment Scenario will be generated automatically together with the work order.
When a scenario is generated with a work order it will be listed in the Assessments tab on the
Quality Work Order window:

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If a Risk Assessment Scenario was not included with the work order you can create a new one
manually. Select a work order and open the Assessments tab. Click the New button on the
Main toolbar from inside the Assessments tab:

This opens an instance of Scenario window for creating a 'local' scenario with the same title as
the work order it now belongs to:

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Existing scenarios can also be assigned to work orders using the Scenario lookup on the Work
Order window Assessments tab. This refers the work order to the scenario - it does not actually
create a new scenario.
Read about creating and evaluating Risk Assessment Scenarios in Chapter 5.

3.7.5 Creating A Non Conformity From The Work Order Window

When you record a work order you can raise a non conformity for it at the same time, directly
from the Work Order window.
To create a non conformity from the Work Order window:
1. Select the work order.
2. Open the Non Conformities tab and click the New button on the toolbar.
3. The standard Work Flow dialog for the Non Conformity window opens: select to create
an Observation, a Non Conformity or a Major Non Conformity:

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4. Click OK and an instance of the Non Conformity window opens. In addition to the
standard information automatically supplied with a non conformity, the Origin of this
record is also listed on the General tab:

5. Create the non conformity as usual.

6. Save the record. You can add multiple non conformities for the same work order.The
non conformity reference will be listed in the Non Conformities tab on the Work Order
window:

You can also choose an existing non conformity in the Non Conformity window and link it to
the work order record. See section 3.8.6 for more information.

3.7.6 Reporting A Work Order

As work orders are carried out, you report the work in AMOS using the Work Flow. Any work
order can be reported several times and left open until completed. The final step is then to
verify the work reports and file them.
To report a work order its status must either be Issued or Started:
1. Open the Work Order window and select a work order.

2. Click Work Flow on the Main toolbar. The Work Flow dialog opens:

3. Choose an action.
l Report - to input an entry. The work order is not completed and further entries can be
added. The work order's status will change to Started.
l Report & Complete - to input an entry and then close this work order. The status will
change to Completed.

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4. Click OK. Any attached form will now open for report entries.
5. When finished close the form to return to the Work Order window. Changes made to
the form will be visible in the Form tab and the work order's status will be updated.
6. Click Save . If the work order is for a periodic work instruction, after completing the
current one the next one will be created for you automatically.

3.7.6.1 Verifying And Filing A Work Order

To verify a work order its status must be to Completed. Select a work order and click the Work
Flow button on the toolbar. Choose the appropriate action:
l Verify - to change status to Verified
l Cancel - to cancel the work order, render it obsolete and store it as Cancelled.
Click OK and Save the changes in the Work Order window.
After saving, the work order can be filed using the Work Flow dialog.

3.8 Non Conformity (NC)

Using AMOS you can record and track all aspects of non conformities at any installation, when
they happen. Closely monitoring non conformities enables you to identify their causes, such as
flawed or incorrect procedures. When you have discovered the reason for the occurrence, your
organisation can then take the necessary steps and corrective actions to resolve non
conformities and prevent them from happening again.
Non Conformities can be registered at your main office and exported to another installation, or
registered at an installation and exported to the main office.

3.8.1 Reporting A Non Conformity

New Non Conformities are created with the Work Flow status Issued. When you create a new
NC, you must choose from three actions, or types of NC, to create:
l Create Observation - a warning of a possible NC.
l Create Non Conformity - an NC that has occurred.
l Create Major Non Conformity - a high priority NC.
To create a record for a new non conformity, observation or major non conformity:
1. Go to QMS > Non Conformity. A filter appears. Click the New button in the filter. The
Work Flow dialog box will open, containing the three options. (If you are already in the
Non Conformity window, click the New button in the toolbar. The same dialog box will
appear).
2. Select the appropriate action and click OK. The Non Conformities window opens. The
Type field indicates your selection automatically and the Status field contains the default
status Issued.

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3. Fill in the fields.

Audit If the non conformity was raised during an audit, refer the non
conformity to the appropriate audit. The non conformity record will
then be copied to the Audit window Non Conformities tab.
Raising Use the lookup button to select the authority that raised the NC, if
Authority applicable.
Priority Use the lookup button to select a defined severity level.
Main Cause A non-conformity may be related to one or more causes. To register
causes, click the Main Cause lookup button. Additional causes can be
created in the Additional Info tab.
Main A non conformity may be complex. Complex non conformities can be
Category registered into multiple categories. Use the lookup button to select the
relevant main category for this NC.
Sub Category The lookup list displays the sub-categories related to the selected Main
Category. Select the sub-category from the list that best fits this NC.
Reference to For attaching a Document from the pre-defined list of procedure
Procedure Documents distributed on your site. If the non conformity you are
reporting is related to one of these documents, select it from the list.
Findings Enter a detailed description of the NC. Click the magnifying glass icon
on the top left corner of the tab or press F4, to open a zoom window
for extra information. Findings are mandatory and you cannot save the
NC record if this field is empty.
Initial Describe any suggested action(s) to correct the finding. More details
Suggested can be added in the same zoom window as for Findings.
Corrective
Action
4. Save your information as you go. It will appear in the list in the bottom of the window as
a new Non Conformity record.

3.8.2 Assigning Responsibility And Causes To A Non Conformity

To assign responsibility for an NC to a particular position within your organisation, open the
Additional Info. tab. Ensure that the NC for which you wish to assign responsibility is
highlighted. Then use the lookup buttons in the Office and Site fields, to open a list of
Company Positions and the names of the employees who cover them. Select the appropriate
position and name from the list.

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To assign more than one cause to the selected Non Conformity, open the Additional Info. tab.
Under the heading Additional Causes, use the lookup button to open a list of possible actions
that could have led to the occurrence of the NC. Select the one you feel is appropriate. To add
more, click the New button in the toolbar to create a new blank line.

3.8.3 Tracking The Cost Of An NC

AMOS tracks expenses related to or incurred as a result of a non conformity. Register these
related expenses in the Costs tab. Click the New button in the toolbar to create new lines for
entering cost descriptions, currencies and prices. You can insert unlimited line items here.

3.8.4 Non Conformity Work Flow

The Non Conformity module is driven by Work Flow. The default status for a new non
conformity is Issued. From this status, non conformities progress through the Work Flow
depending on the actions performed upon them. The actions available depend on the current
status of the NC.
The Non Conformity module is Work Flow driven and in the standard pre-set configuration, the
NC can progress through the following steps/statuses:
l Issued - the default status for a new NC
l Completed - the corrections on the NC have been completed
l Closed - an NC with corrections accepted
l Verified - and NC with corrections verified by an auditor
l Cancelled - an NC that has been determined invalid

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3.8.4.1 Changing The Type Of NC

You can change the type of a non conformity while maintaining the same status, by upgrading
or downgrading:
1. Open the Non Conformity window and select a non conformity.
2. Click Work Flow on the Main toolbar.
3. Select the appropriate action in the Work Flow dialog and click OK:
l Upgrade - from Observation to Non Conformity, or Non Conformity to Major Non
Conformity.
l Downgrade - from Major Non Conformity to Non Conformity, or Non Conformity to
Observation.
4. Save the changes.

3.8.4.2 Changing The Status Of An NC

1. Open the Non Conformity window and select a non conformity.
2. In the Main toolbar, click the Work Flow button.
3. Choose the applicable action in the Work Flow dialog and click OKto return to the Non
Conformity window.
Open the Additional Info. tab to view the progress stages of the non conformity,
including the dates of every status change and the ID of the person who changed the
status.
4. Save the changes.

3.8.5 NC Action Logs

Use the Action Log tab to keep a record of suggestions and corrective actions for each Non
Conformity, as well as to assign people responsible to carry out these actions and the dates for
starting and completing related work. Existing logs are listed in the tab; ensure the correct non
conformity is selected in the bottom of the window and click New to add another log.
Click the lookup button to select a Log Type to indicate the sort of information the log entry will
contain. For example, Action Logs could include any or all of the following:
l Action - an action to take to fix the situation.
l Improvement - a suggested improvement to make.
l Close-Out Report - a summary when the non conformity has been resolved and closed.
Each log displays a record of the corresponding details regarding the selected Non Conformity.
Use the lookup buttons to set a Due date by which action must be taken and the date it should
be Completed by.
Add details in the Description field. The field appears read-only; to add or edit text click the
magnifying glass icon or press F4 to open the zoom window. The zoom window will have the
title <Log Type>[NC number].
Use the Position lookup to assign the Company Position responsible for carrying out the task
detailed in the Log. If the employee covering that position signs off before the Action is closed,
the employee who signs on to that position next automatically becomes responsible.
You can add unlimited Log entries.

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NOTE: Action Log types are defined in the register at Configuration > Common Setting >
Common > Log Type. This is a task usually performed by your system administrator.

NOTE: If the 'Use Work Flow in Action Logs' parameter has been set to YES, any Action Log
entries created after this activation will have a Work Flow Status and the Work Flow button
will be available on the Main toolbar. It is not possible to perform Work Flow operations on
any Action Log entries created prior to switching this parameter on. To fully utilise this
functionality all installations must set the parameter to YES.

3.8.6 Non Conformity Integration

Non conformities often arise in the course of routine quality management procedures such as
inspections, audits and self- assessments. In such cases a non conformity record can be
generated directly from the relevant entity's window. The newly created non conformity is
linked to the record it has been created for and will be displayed in a dedicated tab.
Non conformities can be raised from several windows:
l Incident/Accident
l Audit
l Delivery
l Inspection
l Maintenance or Quality Work Order
l Near Miss
l Self Assessment
l Work Request/Failure
Additionally, existing non conformities can be linked to records in these other windows.

3.8.6.1 Creating A Non Conformity From Another Window

When a non conformity should be associated with an event recorded elsewhere in the system,
create the non conformity directly from the relevant window. The following example refers to
the Inspection window:
1. Select an inspection in the Inspection window.
2. Open the Non Conformities tab and click the New button on the toolbar.
3. The standard Work Flow dialog for the Non Conformity window opens: select to create
an Observation, a Non Conformity or a Major Non Conformity:

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4. Click OK and an instance of the Non Conformity window opens. In addition to the
standard information automatically supplied with a non conformity, the Origin of this
record is also listed on the General tab:

5. Create the non conformity as usual.

6. Save the record. You can add multiple non conformities for the same inspection (or self
assessment/accident/etc).The non conformity reference will be listed in the Non
Conformities tab on the Inspection window:

Creating a non conformity for an inspection or a self assessment adds an extra tab to the Non
Conformity window for linking individual findings/KPIs to the non conformity as well. See
section 3.8.6.3 for more information.

3.8.6.2 Linking Existing Non Conformities To Other Entities

Existing non conformities can be linked to records in other areas in the system:
1. Open the Non Conformity window and select a non conformity.
2. Use the origin Type lookup to select one of the supported entity windows:

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3. Click OK. Use the Origin lookup to select the record in the originating entity window to
link the non conformity to:

Selecting an inspection or a self assessment adds an extra tab to the window for linking
individual findings/KPIs to the non conformity as well. See section 3.8.6.3 for more
information.
4. Save the changes. The non conformity details will be listed in the Non Conformities tab
on the originating window - in this case Accident.

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3.8.6.3 Linking Non Conformities To KPIs Or Findings

Non conformities can be specifically tied to multiple KPIs on self assessments or findings on
inspections.

E XA MP LE
After performing a Self Assessment evaluation, the company identifies that the QMS system is
missing a procedure which prevents KPIs 3A-1.4 and 3A-2.3 from being fulfilled. The company
wants to raise a single non conformity covering both of these failed KPIs.

E XA MP LE
An inspection results in two findings related to the Navigation/Charts and Publications
Chapter; one is related to question 4.14 and one is related to question 4.16. The company
wants to raise a single non conformity to cover both of these findings.

1. When a non conformity is linked to a self assessment or inspection, a tab is added to the
Non Conformities window labelled 'KPI' or 'Inspection Findings' as applicable:

2. Click inside the tab and then click New on the toolbar. Use the lookup to show a list of:
l the KPIs which did not meet the maximum score for the relevant self assessment; or
l the findings for the relevant inspection:

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3. Choose a KPI/finding.
4. Save the window. You can add multiple KPIs/findings for the same non conformity.

3.9 Incidents/Accidents
AMOS Incidents / Accidents allows you to collect and analyse data related to accidents and
incidents. Consistent classification and reporting measure the effectiveness of your safety
management system.
You can report accidents/incidents related to:
l Injury
l Pollution
l Cargo
l Machinery
l Property

3.9.1 Reporting An Incident Or Accident

1. Select QMS > Incident / Accident. Click New in the filter. You may need to select the
Type of record you are about to create - that is, Incident or Accident - before the window
opens.
2. The Incident / Accident window opens.
3. Fill in the fields.
Report No. Usually automatically entered by the system, in incrementing
numbers with each new record created.
Type Automatically populated if the Work Flow is set up to allow you to
specify whether the record is for an Incident or an Accident.
Otherwise select a type now.

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Severity Select a group to limit the access rights for this record to.
Master The person in Master role at the time of the incident/accident.
Port If the incident or accident occurred in a port, select it here.
Activity Select the activity at the site at the time of the accident.
Shift/Watch Select the appropriate radio button according to which watch the
occurrence happened on.
Accident Date Select the date of the incident. You can also enter the date when the
incident was reported and closed.
Description A description of the incident.
4. Click the radio buttons in the Reported section to activate the corresponding tabs for
reporting injury, pollution, cargo damage, machinery damage, or property damage.
5. Save the record.

3.9.2 Defining The Causes Of The Incident Or Accident

Use the Causes Tab to define the factors that contributed to the incident/accident. This tab is
divided into five sections:
l Job Factors
l Personal Factors
l Substandard Acts
l Substandard Conditions
l Contributory Factor
With the exclusion of the Contributory Factor, which is a free-entry text field, you can fill all the
other data fields by clicking the lookup buttons and selecting the appropriate factors from the
lookup lists.
To add multiple entries into any of the five sections:
1. Click in the section where you wish to add more factors.
2. Click the New button in the Main toolbar. A new line will appear underneath the existing
one.
3. Click the lookup button to select the next factor from the lookup list.
4. Save your entries.

3.9.3 Voyage Information

Open the Navigation Info tab to record the voyage information at the time of the incident.
Select any Incident / Accident from the list to view the associated voyage details.

3.9.4 Recording The Details Of An Incident/Accident

There is a series of checkboxes on the General tab called Reported. These boxes have to be
checked to activate the corresponding tabs for reporting kinds of damage: Injury, Pollution,
Cargo, Machinery, or Property.
The procedure for reporting this information is the same for each of the five tabs:
1. Activate the appropriate tab by checking the corresponding checkbox in the General tab
of the Incident / Accident window:

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2. Open the tab and fill in the fields.

To provide extensive detail in the Injured tab press the F4 key. A new window called
Injured Person will open. Click the Close button to return to the Injured tab.
3. Save the information.
Click the New button in the tab's toolbar to add another record.

3.9.5 Tracking The Cost Of Incidents/Accidents

AMOS tracks expenses related to or incurred as a result of an Incident/Accident. Register these
related expenses in the Costs tab. Click the New button in the toolbar to create new lines for
entering cost descriptions, currencies and prices. You can insert unlimited line items here.

3.9.6 Incident/Accident Action Logs

Use the Action Log tab to:
l keep a record of suggestions and corrective actions for each Incident/Accident, and
l assign people responsible to carry out these actions with the dates for starting and
completing related work.
Existing logs are listed in the tab; ensure the correct incident/accident is selected in the bottom
of the window and click New to add another log.
First, click the lookup button to select a Log Type to indicate the sort of information the log
entry will contain. For example, Action Logs could include any or all of the following:
l Action - an action to take to fix the situation.
l Improvement - a suggested improvement to make.
l Close-Out Report - a summary when the incident/accident has been resolved and
closed.
Each log displays a record of the corresponding details regarding the selected
Incident/Accident. Use the lookup buttons to set a Due date by which action must be taken
and the date it should be Completed by.
Add details in the Description field. The field appears read-only; to add or edit text click the
magnifying glass icon or press F4 to open the zoom window. The zoom window will have the
title <Log Type>[Accident number].
Use the Position lookup to assign the Company Position responsible for carrying out the task
detailed in the Log. If the employee covering that position signs off before the Action is closed,
the employee who signs on to that position next automatically becomes responsible.
You can add unlimited Log entries.

NOTE: Action Log types are defined in the register at Configuration > Common Setting >
Common > Log Type.

NOTE: If the 'Use Work Flow in Action Logs' parameter has been set to YES, any Action Log
entries created after this activation will have a Work Flow Status and the Work Flow button
will be available on the Main toolbar. It is not possible to perform Work Flow operations on
any Action Log entries created prior to switching this parameter on. To fully utilise this
functionality all installations must set the parameter to YES.

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3.9.7 Creating A Non Conformity From The Accident Window

When you report an accident or incident you can raise a non conformity for it at the same time,
directly from the Accident window.
To create a non conformity from the Accident window:
1. Select the accident/incident.
2. Open the Non Conformities tab and click the New button on the toolbar.
3. The standard Work Flow dialog for the Non Conformity window opens: select to create
an Observation, a Non Conformity or a Major Non Conformity:

4. Click OK and an instance of the Non Conformity window opens. In addition to the
standard information automatically supplied with a non conformity, the Origin of this
record is also listed on the General tab:

5. Create the non conformity as usual.

6. Save the record. You can add multiple non conformities for the same incident or
accident. The non conformity reference will be listed in the Non Conformities tab on the
Accident window:

You can also choose an existing non conformity in the Non Conformity window and link it to
the accident record. See section 3.8.6 for more information.

3.10 Near Miss

A Near Miss is an event or situation where an accident or incident was narrowly avoided. It is
evidence of an accident waiting to happen. AMOS helps you to track and analyse these
situations, to help avoid accidents before they can occur. The near misses you register in this
window progress through the standard Work Flow from the default status Issued, for a new
record, until they eventually reach the status Filed and are considered closed.

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3.10.1 Reporting A Near Miss

1. Select QMS > Near Miss. Click New in the filter.
2. Fill in the fields.
Report No. Automatically entered by the system.
Title Enter a name for the near miss.
Category Choose the category the near miss falls under. For example, Crew
Related, Cargo Operation, etc.
Occurrence Select the date on which the near miss occurred.
Date
Geographical Enter the position of the vessel at the time the near miss occurred.
Pos.
Port Select the port at which the near miss occurred, if applicable.
Activity Select the activity of the vessel at the time of the near miss.
Light Choose the appropriate light condition at the time of the near miss.
Conditions
Description Type in a description of the occurrence.
3. Save the record.

3.10.2 Assigning And Reviewing Causes For A Near Miss

Open the Causes tab to allocate causes for the near miss. The tab is divided into five sections:
l Job Factors
l Personal Factors
l Substandard Acts
l Substandard Conditions
l Contributory Factor
With the exclusion of the Contributory Factor which is a free-entry text field, fill all the other
fields using the lookup buttons and selecting the appropriate factors from the lookup lists:

Add as many factors to any section as required.

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3.10.3 Near Miss Action Logs

Use the Action Log tab to:
l keep a record of suggestions and corrective actions for each Near Miss, and
l assign people responsible to carry out these actions with the dates for starting and
completing related work.
Existing logs are listed in the tab; ensure the correct near miss is selected in the bottom of the
window and click New to add another log.
Click the lookup button to select a Log Type to indicate the sort of information the log entry will
contain. For example, Action Logs could include any or all of the following:
l Action - an action to take to fix the situation.
l Improvement - a suggested improvement to make.
l Close-Out Report - a summary when the near miss has been resolved and closed.
Each log displays a record of the corresponding details regarding the selected Near Miss. Use
the lookup buttons to set a Due date by which action must be taken and the date it should be
Completed by.
Add details in the Description field. The field appears read-only; to add or edit text click the
magnifying glass icon or press F4 to open the zoom window. The zoom window will have the
title <Log Type>[Near Miss number].
Use the Position lookup to assign the Company Position responsible for carrying out the task
detailed in the Log. If the employee covering that position signs off before the Action is closed,
the employee who signs on to that position next automatically becomes responsible.
You can add unlimited Log entries.

NOTE: Action Log types are defined in the register at Configuration > Common Setting >
Common > Log Type.

NOTE: If the 'Use Work Flow in Action Logs' parameter has been set to YES, any Action Log
entries created after this activation will have a Work Flow Status and the Work Flow button
will be available on the Main toolbar. It is not possible to perform Work Flow operations on
any Action Log entries created prior to switching this parameter on. To fully utilise this
functionality all installations must set the parameter to YES.

3.10.4 Creating A Non Conformity From The Near Miss Window

When you report a near miss you can raise a non conformity for it at the same time, directly
from the Near Miss window.
To create a non conformity from the Near Miss window:
1. Select the near miss.
2. Open the Non Conformities tab and click the New button on the toolbar.
3. The standard Work Flow dialog for the Non Conformity window opens: select to create
an Observation, a Non Conformity or a Major Non Conformity:

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4. Click OK and an instance of the Non Conformity window opens. In addition to the
standard information automatically supplied with a non conformity, the Origin of this
record is also listed on the General tab:

5. Create the non conformity as usual.

6. Save the record. You can add multiple non conformities for the same near miss.The non
conformity reference will be listed in the Non Conformities tab on the Near Miss window:

You can also choose an existing non conformity in the Non Conformity window and link it to
the near miss record. See section 3.8.6 for more information.

3.10.5 Changing The Status Of A Near Miss

Using the standard Work Flow the default status for a new Near Miss is Issued. From this
status, near misses progress through the Work Flow depending on the actions performed
upon them:
1. Open the Near Miss window and select a near miss entry.

2. Click Work Flow on the Main toolbar.

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3. The Work Flow dialog opens displaying the actions that are available according to the
current status of the selected near miss.
4. Choose an action and click OK to return to the Near Miss window.
5. Save the changes.

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CHAPTER 4 Vessel Certificates

All vessels are required to carry a set of certificates on board at all times. Because these
certificates contain vessel- specific data they cannot be exchanged between vessels. Some
certificates are mandatory for all vessels, while some other certificates are dictated by the vessel
type, flag administration, classification societies, etc. Certificates are mainly issued by national
maritime administrations and institutions such as classification societies that are authorised to
act on behalf of administrations. Ship certificates also differ in their validity periods and renewal
processes. For example, a statutory certificate such as Safety Construction is valid for five years,
but it requires annual and intermediate visits and surveys.
According to your access rights, the Certificate Group contains:

Figure 12 The Certificate Group

4.1 Monitoring Your Certificates

It is important to monitor the status of vessel certificates to ensure at all times that they are
kept up to date and that personnel are aware of any upcoming expiration dates so
arrangements can be made to obtain new certificates. Not all certificates need to be renewed
precisely on their expiration date, but instead within a range of time on either side of the due
date. This range, called a window, is usually expressed in months.

E XA MP LE
A certificate due for renewal on 1 September with a window of three months can in fact be
renewed any time between 1 June and 1 December, but no later. Other certificates must be
renewed on or prior to the expiration date and not after.

In certain situations a certificate is released with conditions such as a short term release, and so
has a different duration validity period.

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4.2 When A New Certification Is Required

Sometimes rules will change or new rules will come into force, and new certificates will be
required. When this happens ship owners will be notified by means of an annotation - a
memoranda or condition of class - from the classification societies involved. Annotations
specify the new rules and the date these rules enter into force, and mean that the vessels to
which these changes apply must implement the new regulations to get a certificate. It is up to
the Office and ships' masters to monitor the expiration dates of these certificates and
determine if and when surveying is necessary.
There are four main steps in adding a new certificate to the system:
1. Receive and register the new Annotation; or require an update for an expired certificate;
or, perform a repetitive task that requires a new certification. See section 4.3
2. Create a new Certificate Type entry. See section 4.4.
3. Distribute the Certificate Type to the appropriate vessels. See section 4.5.
4. Create and mange new certificates at installations. See section 4.6.

4.3 Receiving And Registering A New Annotation

There are two types of annotations:
l Conditions of Class - also called recommendations. These are requirements imposed by
classification societies. They must be complied with by the imposed due date or the
vessel class will be affected.
l Memoranda - other information of assistance to vessel surveyors and owners.
Information in memoranda will not usually have an effect on the overall class of the
vessel.
When an annotation of either type is received, register it in AMOS:
1. Go to Certificate > Annotation. Click New.
2. Fill in the fields.
3. Save the window.
The creation and maintenance of annotation records is Work Flow driven. Each new annotation
begins with the status draft and progresses through the user-defined flow from there. When an
annotation is issued, verified, cancelled, etc., change the status accordingly: select an
annotation and click the Work Flow button on the Main toolbar.

4.4 Creating A Certificate Type

Creating Certificate Types allows you to maintain a central list of all the certificates within the
organisation. The general Certificate details are entered here, and then distributed to the
installations that need them. Specific information pertaining to the selected certificates can be
entered in the Certificate window at every installation. See section 4.6.
To specify a new or renewed certificate's details, make a Certificate Type entry:
1. Go to Certificate > Certificate Type. Click New in the filter to open the window.
2. Enter a Code and Name.
3. List the rules and regulations the certificate fulfils in the Reference field.
4. Indicate the amount of time in advance of a deadline that the application must be send
for certificate renewal, in the Lead Days to Application field.

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A Window is the amount of time for renewal on either side of the certificate expiry date.
For example, setting +3 would indicate that if the certificate expires on 10 September,
you have until 10 December to renew it. Setting -3 would indicate that the earliest you
could renew the certificate is 10 June. The time is always indicated in months.
5. Fill in the rest of the fields and Save the window.

4.5 Distributing Certificate Types To Installation Groups

You can distribute certificate types to vessels in two ways.

4.5.1 Manual Registration

1. Select a certificate type in the Certificate Type window. Open the Installation Group tab.
2. Click the New button.
3. Select an Installation Group. A dialog appears:

Cilck Yes to go ahead, or No to stop.

4. Click Save.
Repeat these steps to link the same certifiate to multiple installation groups.

4.5.2 Automatic Registration

Certificate types can be distributed automatically to vessels, whenever a vessel is added to an
Installation Group in the Installation window:

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When the selected vessel is added to a new installation group, the dialog shown above appears
automatically asking the user to confirm if the certificates already assigned to the installation
group should be assigned to the vessel.
When a vessel is removed from a group, it loses the group's certificates.
Read about installations and installation groups in the AMOS Configuration and
Administration Guide.

4.6 The Certificate Window

When a certificate type is registered manually or automatically to the current installation it will
appear in the Certificate window. All vessel and certificate specific details can be entered here.
1. Go to Certificate > Certificate. Click OK or New in the filter to open the window.
2. Select the Certificate Type. Related information comes with the type.
3. If obtaining the certificate requires holding another certificate, lookup that certificate in
the Depends On field.
4. The Expiry Date is calculated automatically if you enter an Issued Date and Validity
Period first. It can also be changed or entered manually. The Anniversary Date is also
calculated based on the date of issue.
l Setting +3 in the Window field indicates that if the certificate expires on 10 September,
you have until 10 December to renew it. Setting -3 here would indicate that the earliest
you could renew the certificate is 10 June. The window of time is always indicated in
months.
5. Fill out the remaining fields as needed and Save the certificate.
When a certificate is issued, verified, cancelled, etc., change the status accordingly: select a
certificate and click the Work Flow button on the Main toolbar.

4.6.1 Certificates - Survey Details

The Certificate window Survey tab is for entering the details of surveys already carried out or
pending, as required to obtain new certifications. Some of the information includes:

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l Description - a name, like Annual Hub Survey.

l Planned Date - the planned date of the survey.
l Survey Date - if the survey ends up taking place on a different date to the Planned Date
enter the actual date here. Or, if it takes place as planned enter the same date here
afterwards.
l Category - a category for the survey, like Initial survey, or Annual , etc.
l Window - the amount of time for renewal on either side of the certificate expiry date.
Setting +3 here indicates that if the certificate expires on 10 September, you have until 10
December to renew it. Setting -3 here indicates that the earliest you could renew the
certificate is 10 June. The time is always indicated in months.

4.6.2 Linking Certificates To Annotations

After registering a new certificate's details in the Certificate window, link it to the applicable
annotation:
1. Select a certificate and open the Annotation tab.
2. Click the New button in the Main toolbar.
3. Use the Code lookup to find the memoranda or condition of class that belongs with the
selected certificate.
4. Click Save.

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CHAPTER 5 Risk Management

Using the AMOS Risk Management system helps your organisation to avert potential problems
or accidents before they occur. Providing your shipboard personnel with an interactive means
to identify, record, analyse and safeguard against potential risks, Risk Management assists your
organisation in meeting mandatory safety management objectives.
According to your access rights, the Risk Management Group menu contains three items:

Figure 13 The Risk Management Group

5.1 Assessing Your Risks

Risk Management is a support tool. Each activity your organisation undertakes can create any
number of potentially hazardous risks. To utilise AMOS Risk Management and implement a set
of Risk Control Measurements, or safeguards, a team of employees and experts must create an
assessment of all Risk Scenario Types covering the following topics:
l Hazard Identification - identifying all potential hazardous risks, the likelihood of these
hazards actually occurring, and their severity, causes and consequences.
l Risk Analysis - assessing the potential risks and analysing their consequences.
l Risk Control - analysing the effectiveness of any Risk Control Measurements, or
safeguards, currently in place, creating a list of means to safeguard against these risks
and the cost of the safeguards.
l Costs - the costs potentially incurred by the occurrence of the risks, and the costs
incurred to prevent them happening
l Recommendations - suggestions to management regarding the results of the
assessment meeting

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l Reassessments - assuming the safeguards are implemented, reassess the risks to

determine their likelihood, severity and consequences with the Risk Control
Measurements in place.
After this brainstorming session, record the results of the Risk Scenario Type assessments and
Risk Control Measurements in the Scenario Type window in AMOS. See section 5.2.
The information entered in this centralised register can then be distributed to installations and
installation groups as determined appropriate. For example, risks and safeguards related to the
transport of oil would only apply to your tankers. Distributing Scenario Types does not create
Scenarios automatically at the various installations - it simply makes the types available for
selection when a user creates a new scenario.
It is up to the master onboard a vessel to create scenario assessments and evaluate the
likelihood of the defined risks actually occurring aboard his\her vessel when the safeguards are
in place. This is done in the Scenario window - see section 5.3.

5.2 Risk Scenario Types

Go to Risk Management > Scenario Type to create a Risk Scenario Type record in AMOS.
The Scenario Type window contains a tree-view in the left hand side. Risk scenario types are
defined by Class, Category, Group and Scenario. As shown in the illustration below:
l the first visible level is the Class of the risk, 'Business'.
l expanding this class displays the risk Categories, 'Cargo Operation', 'Deck Operation',
etc.
l expanding the category 'Cargo Operation' displays the risk Groups: 'Ballast', 'Cargo Tank
Cleaning', 'Loading/Discharging (Tankers)'.

Expanding the group 'Loading/Discharging (Tankers)' shows the Scenario Types - potential risk
inducing situations such as 'Commence Discharging Operations', 'Creation of Static Electricity',
'Inadequate Planning', etc:

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Every Scenario Type contains Hazards. Hazards occur as a result of the scenario type actually
happening, and themselves contain lists of Causes and Consequences.
To create a new Scenario Type:
1. Click on the risk Group and click the New button in the Main toolbar to create a new
Scenario Type, Revision 1 and Status Draft.
2. Enter a Name for the scenario type: for example, create a scenario type called Overfilling
of Tank, belonging to the Loading/Discharging(Tankers) Group:

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3. Enter a description of the risk itself.

4. Save the General tab and open the Hazard tab.

NOTE: Risk Scenario Type Classes, Categories and Groups are defined in the registers at
Configuration > Common Setting > Risk Management. Once an entry is listed in one of
these registers, it will appear in the Scenario Type window automatically. Read more about
these registers in the AMOS Configuration & Administration Guide.

5.2.1 Identifying Hazards: Causes And Consequences

The Hazards tab is for identifying the hazardous actions and activities that factor in causing the
risk scenario to actually occur, and the resulting consequences. For a new Scenario Type the
tab is empty. In the standard pre-configured Work Flow, Published Scenario Types cannot be
changed; only those with status Draft.
Hazards are listed in the lower part of the window and you can add as many as necessary. Each
hazard itself contains the causes and consequences you add in this tab. To add a new Hazard:
1. Ensure the correct scenario type is selected in the hierarchy - in this example, Overfilling
of Tank.

2. Click the New Hazard button on the Actions toolbar.

3. Then name the hazard in the text-field which appears. For example, Flooding or Overflow
are hazards resulting from the scenario of Overfilling a Tank:

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4. Save the hazard, and add more as needed.

Next, create a list of Causes for each hazard:

5. Select a hazard and click the New Cause button on the Actions toolbar.
6. You can enter any cause manually by typing it in the text-field which appears, or use the
lookup button to select a pre- defined one. For example, Improper Monitoring or
Improper Topping-Up Rate:

7. Save the causes as you go.

Next, create a list of Consequences for each hazard:

8. With a hazard selected click the New Consequence button on the Actions toolbar.
9. Again, manually type in any consequence resulting from this hazardous action: for
example Overpressure of Tank, Pollution.
10. Consequences can be linked to Loss Categories ; these are pre-defined 1 and selected
from the drop-down list in the top part of the window when a consequence is selected:

1Loss Categories are defined in the register at Configuration > Common Setting > Risk Management > .

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When you assign a Loss Category it will appear in brackets after the consequence in the
list.
11. Save the Hazards tab and carry on to the Ex. Safeguards tab.

5.2.1.1 Reorganising Causes And Consequences After An Upgrade

After upgrading your system to AMOS version 6.3, any existing Risk Management Scenario
Types will still be available; however, the previously defined Causes and Consequences inside
each scenario type will now be grouped together under a hazard labelled Undefined Hazard:

Published scenario types cannot be altered. To organise this data correctly:

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1. Select a scenario type in the hierarchy and click the New button to create a new version
(Draft, in the pre-configured Work Flow). Do this for each published scenario type with
undefined hazards.
2. Create and name one or more new hazard for each of these scenario types.
3. Drag and drop the existing causes and consequences to the new hazards within each
scenario type, as appropriate.

5.2.2 Identifying Risk Control Measurements - Safeguards

The Example Safeguards tab contains a list of the Risk Control Measurements, or safeguards
which should be in place to prevent this risk scenario from actually occurring. Safeguards are
detailed in procedure documents and the relevant documents are listed in this tab. To add a
new safeguard to the list:
1. Ensure the correct scenario type is selected in the hierarchy and open the Ex. Safeguards
tab.
2. Click the New button in the Main toolbar.
3. A filter opens with a list of issued procedure documents from Document Handling.
4. Select the appropriate document and click OK.
The bottom of the window is for extra information:
5. Click the magnifying glass icon or press F4 to open a zoom window.
6. Add further description to the zoom window.
7. Save when you are finished in the tab.

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5.2.3 Listing Team Members

The Team tab is for listing the members of the team who devised the selected risk scenario
type. The tab is free text.

5.2.4 Distributing The Scenario Type To Installation Groups

Certain scenarios and measurements might apply to one installation group, i.e., a certain class
of vessel, but not to another.
Users will only be able to select from and evaluate the scenario types which have been
distributed to their installation. However they can make changes to the information as
necessary when evaluating the likelihood of these risks occurring onboard their particular
vessel.
To distribute a scenario type:
1. Select a scenario type in the hierarchy. Open the Inst. Group tab.
2. Click the New button on the Main toolbar and use the lookup to add an installation:

3. Save the window. The selected scenario type will be available for use and evaluation only
at the listed installations.

5.2.5 Publishing A Risk Scenario Type

Scenario Types are driven by Work Flow. In the pre-configured standard Work Flow, the default
status for a new Risk Scenario Type is Draft. To cause a scenario to appear in the Scenario
window, it must have the status Published:
1. Open the Scenario Type window and select a scenario type.
2. You see a list of existing draft, published or obsolete revisions in the bottom of the
hierarchy pane. Ensure the draft is selected:

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3. Click the Work Flow button on the Main toolbar.

4. The Work Flow dialog opens. Select Publish and click OK:

5. The scenario type's status changes to Published and if a previously published revision
existed, it is changed to Obsolete:

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6. To create a new revision at any time select the scenario type in the hierarchy and click
the New button. A new draft will be created - as long as another draft does not already
exist.
7. Save the changes.
Once a scenario type has been published via the Work Flow no modifications can be made to it.
To change a scenario type after publication:
1. Create a new Draft revision.
2. Make the necessary changes.
3. Publish the new draft, rendering the previous revision obsolete. Two drafts cannot exist
at the same time.
If necessary you can cancel a published or draft revision using the Work Flow. The cancelled
revision will still appear in the list but no longer be usable.

5.3 Risk Scenarios: Creating A Scenario From A Scenario Type

The Scenario window is for reviewing and assessing the Risk Scenarios Types which have been
distributed to your installation. Specifically, you can evaluate the likelihood of the scenario
actually occurring on board the vessel and the severity of the resulting consequences.
To create a new scenario based on a scenario type:
1. Go to Risk Management > Scenarioto open the Scenario window.
2. Click the New button on the Main toolbar.
3. You can locate the Scenario Type directly - for example, 'Overfilling of Tank' - using the

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Type lookup:

However, the Type lookup presents a list of all published scenario types which have been
distributed to your installation. You may find it useful to filter first by using the Group
lookup to find a Scenario Type group - for example, 'Loading/Discharging (Tankers)':

This narrows the list of scenario types appearing in the Type lookup so you can quickly
locate 'Overfilling of Tank' from a list of types belonging to the selected Class, Category
and Group only.
4. Save the Scenario so far.
5. When you create and save a new scenario the first assessment revision is automatically
listed in the Assessment tab for you. Open the Assessment tab to access the revision.

NOTE: Scenarios can also be created locally, without using a centralised Scenario Type. See
section 5.3.4.

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5.3.1 Scenario Assessment Revisions

You can perform as many assessments as required on the same scenario. For example, as the
risk goes down due to newly implemented and successful safeguards you can reassess the
scenario and lower the risk evaluation. All assessments are kept as revisions in the Assessments
tab. When you create and save a new scenario the first assessment revision is automatically
listed in the Assessment tab for you.
To open and work with an assessment revision:
1. Open the Scenario window and select a Scenario.
2. Open the Assessments tab. Any existing revisions of the scenario assessment will be
listed there.
In the standard Work Flow new assessment revisions are created with status Draft. Only
one draft can exist at a time. The tab is read only and will be updated with the results of
your evaluation later:

3. Remote open1 the Assessment window.

4. When the remote window opens you see the Hazards (containing causes and
consequences) and Safeguards from the Scenario Type record are listed here in the tabs:

1How you open remote windows depends on the setting of the system parameter/user preference 'Remote
Window Activation'.

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5. To enable the scenario assessment to actually be evaluated, update its Work Flow status
from Draft:
Select the assessment revision in the list part of the window. Click the Work Flow button
on the Main toolbar. When the dialog opens choose the action to result in the status To
be Assessed. Click OK to close the dialog and return to the Assessment window.
6. Save the window. This activates the lookups in the Evaluation tab.

5.3.1.1 Scenario Assessment Revisions - Adding To The Hazard Tab

Although you cannot edit the currently listed causes or consequences, you can add to the
Hazard tab on an assessment revision:
1. Open the Hazard tab.
2. Click the New Hazard/ Cause/Consequence button to add any of these which apply
locally to your specific installation.
This will not change the central Scenario Type record.

5.3.1.2 Scenario Assessment Revisions - Adding To The Safeguards Tab

You can add to the Safeguards tab on an assessment revision:
1. Open the Safeguards tab.
2. Procedure documents detailing safeguards are listed in the lower half of the window.
Click in the upper part of the window and cthe New button on the Main toolbar.
3. Add safeguards in the form of actions to be carried out at the current installation.
4. Additionally, these actions can be assigned to an employee using the Responsible
lookup and a Due date set for the implementation.
5. Safeguards added here can be followed up using the Work Flow - for example to Approve
an action and then to set a Completed date, etc.

5.3.2 Evaluating A Scenario

To access and evaluate an assessment revision:

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1. Open the Scenario window and select a Scenario.

2. Open the Assessments tab. Any existing revisions of the scenario assessment will be
listed there.
3. Remote open 1 the Assessment window.
4. If the status of the assessment revision is not already 'To be Assessed' (in the standard
Work Flow), update it now. This activates the revision for evaluation.
5. Open the Evaluation tab on the Scenario Assessments remote window to register the
likelihood of the risk actually occurring on your vessel, and the severity of the
consequences which would follow.
6. The left side of the tab contains a list of the scenario type hazards and the related
consequences. For each consequence choose the appropriate ranking from the lookup
lists. Both predefined and user defined fields will be available, including:
l Likelihood - select the likelihood or probability of this scenario occurring: for example,
Frequent, Extremely Remote, etc.
l Environmental, Human, Property - select the level of severity of the consequences that
would occur as a result of this scenario happening. Consider the consequences to
Environment, Human, and Property. If in use, some user defined fields may appear here
also, for example, Commerical, Business, etc.
l Use the Certainty drop-down list to indicate your confidence in the accuracy of this risk
assessment.

1How you open remote windows depends on the setting of the system parameter/user preference 'Remote
Window Activation'.

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7. Make sure to Save your evaluation.

The combination of the rankings chosen in all these lists provide the overall Risk Level
for the scenario which appears at the top of the tab and on the General tab.

8. Use the Work Flow to change the status when your evaluation is complete.
Once the assessment has been evaluated, if the risk level is later determined to be too high or
too low or in any way needs adjustment you can create a new revision in the same window
window as long as no previous Draft revision currently exists.

5.3.3 Changing The Status Of A Scenario Assessment Revision

In the standard Work Flow the default status for a new Risk Scenario Assessment is Draft. To
enable a scenario assessment to actually be evaluated its Work Flow status must be updated

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from 'Draft' to 'To be Assessed'. After carrying out an evaluation for a scenario you would then
change the status again to 'Assessed'. These status changes are performed in the Scenario
Assessments window which is opened remotely from the Scenario window Assessment tab.
To change the status on a scenario assessment:
1. Open the Scenario window and select a scenario.
2. Open the Assessment tab and select an assessment revision in the list. Remote open 1
the Assessments window.
3. In the Assessments window, ensure the correct revision is selected and click the Work
Flow button on the Main toolbar. Select a status in the dialog that opens.
4. Click OK to close the dialog and return to the window.
5. The status on the selected assessment revision will be updated. It is only possible to
have one Draft revision at a time.
If no draft revision of this assessment exists, you can create a new one at this time by
clicking the New button on the Main toolbar.
6. Save the changes and return to the Scenario window:

7. The Scenario window Assessment tab will be updated with a read only list of all existing
revisions for this scenario, and their current statuses.

5.3.4 Creating 'Local' Scenarios

It is possible for vessels to modify existing scenarios and create new ones 'locally' without using
existing scenario types. Users on a vessel can also add and delete 'local' causes and
consequences to existing scenario records as needed. Local scenarios are useful because:
l The scenario types created centrally cannot cover all potential scenarios because the
operating environment for each vessel varies.
l On board a vessel, a new scenario could arise at any time which is not covered in the
Scenario Type register and therefore not available in the Scenario window.

1How you open remote windows depends on the setting of the system parameter/user preference 'Remote
Window Activation'.

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In such cases, users with the correct access 1 can create new scenarios without relying on
existing scenario types. Local scenarios are maintained, evaluated, and revised in the same way
as scenarios created from scenario types.
To create a new scenario locally:
1. Go to Risk Management > Scenario to open the window.
2. Click the New button on the Main toolbar.
3. Enter a Description for the new Scenario and Save the window.
4. Open the Assessment tab where a new line for Revision 1 with Status Draft has been
created for you. Remote open2 the Assessment window.
5. To activate the revision for use click the Work Flow button on the Main toolbar and
choose the action leading to status To be Assessed. Click OK to return to the window
and Save.
6. Because this is a local scenario and not created from a Type record, the Hazards and
Safeguards tabs will be empty:
Open the Hazards tab and use the New Hazard / New Causes /New Consequences
buttons to setup the scenario as you would when creating a new Scenario Type.
Open the Safeguards tab and click the New button. You can lookup procedure
documents which reference applicable safeguards in the bottom part of the tab or
manually enter actions to be carried out as safeguards in the top part of the tab.
7. Save the information and proceed to evaluate the risk scenario assessment, as described
in section 5.3.2.

5.3.5 Risk Management Maintenance And Quality Integration

AMOS Risk Management functionality is integrated with elements of the AMOS Maintenance
and QMS modules:
l A checkbox labelled Risk Assessment Required on the Maintenance Plan window lets
users indicate that a risk assessment should be performed in relation to the selected
maintenance plan. In this case, checking the box simply means that the user should
manually create a scenario and prepare an evaluation.
However, if a suitable scenario type is already available it can be located using the
Scenario Type field lookup on the Maintenance Plan window. Then, when work orders
are generated for this plan a scenario of the specified type will also be generated for
assessment.
l When a scenario is generated with a work order, the new scenario is listed in the
Assessment tab on the Maintenance Work Order window. Additionally, scenarios can be
created manually for a work order by clicking the New button on the Main toolbar from
inside the Assessments tab on the Work Order window. This opens an instance of
Scenario window for creating a 'local' scenario with the same title as the work order it
now belongs to.
Existing scenarios can also be assigned to work orders using the Scenario lookup on the
Work Order window Assessments tab. This refers the work order to the scenario - it does
not actually create a new scenario.
l Scenarios can be created manually for requisition work orders as well, in the Work
Request/Failure window by clicking the New button on the Main toolbar from inside the

1The user requires access to 'CRM Scenario - Create without Type' at Security > Group Access > Function > CRM > .
2How you open remote windows depends on the setting of the system parameter/user preference 'Remote
Window Activation'.

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Assessments tab there. This opens an instance of the Scenario window for creating a
'local' scenario with the same title as the work request/failure record it now belongs to.
Then, when a work order is generated for the work request, a scenario will also be
generated for assessment.
l The Risk Assessment Required checkbox and Scenario Type lookup are available on the
Quality Work Instruction window, and scenarios can be generated in the same way and
appear on the Assessment tab in the Quality Work Order window. Scenarios can be
created manually for Quality Work Orders in the same way as Maintenance Work
Orders.
Work Orders and Work Requests linked to a scenario will appear in the Entities tab on the
Scenario window.

5.4 Risk Matrix

If the default method of Risk Assessment does not meet your organisation's needs use the
AMOS Risk Matrix to create a method that does, before using the Risk Assessment module.
Today many shipping companies adopt different sets of values for the Frequency Index and the
Severity Index, as well as different formulae for calculating the Risk Index. The AMOS Risk
Matrix allows you to calculate your Risk Index based on factors other than the standard IMO
Formal Safety Assessment Guidelines. By creating and issuing an organisation specific risk
matrix, you can customise risk assessment for your organisation. Once a matrix is published, it
is then applied (without the possibility of changing it) when users assess scenarios in the
Scenario window.
You can alter the details of a matrix while preserving the existing one as historical data - only
one matrix can exist at a time with status Published, and one with status Draft. New revisions of
a matrix copy all the details from the previous one, and you can then make changes as
necessary. You can have unlimited matrices with status Obsolete (for historical purposes). The
matrix must be published to be active and in use. Every time that users on a vessel create a new
revision of a scenario evaluation, regardless of whether the scenario is created locally or derived
from a Type, the most recent active matrix will be used to evaluate that scenario revision.

NOTE: Published and Obsolete matrices are read-only, with the exception of the Risk Level
tab. The information in this tab can be changed at any time, even without creating a new
draft.

5.4.1 Creating A New Risk Matrix Revision

To create a new Risk Matrix:
1. Select Risk Management > Risk Matrix. The Risk Matrix window opens.

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2. Click the New button on the Main toolbar. If a previous, issued matrix exists, your new
one will be created as a Draft, with the next sequential revision number. If a previous
draft exists you cannot create another one till the first draft is issued.
3. Use the General tab to fill in the details concerning this matrix. If it is a new revision of an
existing matrix, most of the information will have been copied in for you.
l Risk Index Method - this is either a sum of Likelihood and Severity Index values, or a
multiplication of them. Select a method from the drop-down list.
l Risk Level Method - this is either a sum of Likelihood and all Severity Index values,
or the value of the Maximum Risk Index. Select a method from the drop-down list.
4. Save your work.

5.4.2 Defining Likelihood Values

Open the Likelihood tab, to define a frequency index for possible consequences that could
occur. If this is a new revision of an existing matrix, Likelihood values from the last revision will
already be copied in here.

To add a new Likelihood value to the table, click the New button on the Main toolbar.

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1. Enter a Code for the new Likelihood.

2. Enter a Value to be used in calculating the Risk Index and Risk Level. This number can be
on a scale of 1 to 3, 1 to 4, etc.
3. Enter a Description for the value, for example - Extremely Remote, Very Remote,
Probable, Frequent, etc.
4. For each value, enter an indication of the likeliness, in the Notes field. For example, if the
Value is 7, and the Description is Frequent, this could be defined in the Notes field as:
'Likely to occur once per month on one ship.' For a value described as Extremely
Remote, the notes field could contain; 'Likely to occur once in the lifetime (20 Years) of a
fleet of 10 000 ships.'
5. When you have entered all the necessary Likelihood Indexes, Save and continue to the
next tab.

5.4.3 Defining A Severity Index

Open the Severity tab to define a Severity Index for possible consequences that could occur. If
this is a new revision of an existing matrix, Severity values from the last revision will already be
copied in here.

1. To add a new Severity value to the table, click the New button on the Main toolbar.
2. Enter a Code for the new Severity.
3. Enter a Description for the value, for example - Minor, Significant, Severe, Catastrophic.
4. Enter a Value to be used in calculating the Risk Index and Risk Level. This number can be
on a scale of 1 to 3, 1 to 4, etc.
5. There are three predefined Notes fields: Human, Environment and Property. For each
value, enter an indication of the severity, in each of the Notes fields. For example, if the
Value is 1, and the Description is Minor, describe the extent of the damage that would be
caused by an occurrence of this Severity - the injuries or inconvenience that could be
caused to the crew, the pollution or public health concerns caused to environment, and
the damage or time lost to repairs in the event of property damage on board the vessel.

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There are two User Defined Notes 1 fields available for this tab. If they have been
activated then you will see one or two additional Notes fields here which can be labelled
for any content; for example, Commercial or Reputation.
6. When you have entered all the necessary Severity Indexes, Save and continue to the
next tab.

5.4.4 Risk Matrix - Risk Index Acceptability

Open the Risk tab to define the attributes to apply to each Risk Index Value on your graphical
matrix. These attributes are used to specify the Acceptability of the Risk, as defined by your
organisation.
By defining a range of risk acceptability values here, and the colours to associate with each risk
index, you can then apply these settings to the Matrix and create it yourself. It is faster than
assigning a value to each cell of the matrix individually. It is also more flexible, since it allows
assigning the same acceptability to different risk indexes, if needed. When you determine your
values here, keep in mind the Risk Index Method you defined for this matrix. Is it the sum of a
likelihood value and a severity value, or a multiplication of them?
If this is a new revision of an existing matrix, Risk Index information from the last revision will
already be copied in here.
1. To add a new Risk Index Acceptability value to the table, click the New button on the
Main toolbar.
2. Enter a Sequence for the new Risk Index Acceptability. The number you enter here
determines the sort order that the risks appear in on the matrix printout.
3. Decide how you want your graphic matrix to appear - do you want a range of Low,
Medium and High indexes, or Tolerable, Moderate and Intolerable, for example. Then
enter a Description for each value - Low, Medium, High, etc.
4. Enter a Colour to associate with the Risk Index Acceptability value - for example associate
High, with the colour Red.
5. Use the Notes field to enter further details if necessary.
6. When you have entered all the necessary Risk Index Acceptability information, Save and
continue to the Matrix tab.

5.4.5 Working In The Matrix Tab

The values you entered in the Likelihood tab appear here on the left, and the values entered in
the Severity tab appear along the top of the Matrix. Now you manually assign the Acceptability
to each Risk Index on your matrix:
1. To select more than one cell at a time press and hold the Ctrl key while clicking the
mouse on the cells you want to select. Or, to select an individual cell, just click on it.
2. A dialog appears, containing the range of values and associated colours you set up in the
Risk Acceptability tab.
3. Choose a colour to assign and click OK.
4. Continue until all the cells are assigned values and the matrix is complete.
5. You can print out this matrix by saving it and clicking the Print button on the Main
toolbar.

1Activate the User Defined Notes fields by entering a text label for each one at Configuration > System Parameter >
CRM Module > User Defined Fields/CRM Severity: Notes 01 and Notes 02.

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5.4.6 Risk Matrix - Risk Level Acceptability

Similarly to Risk Index Acceptability, use the Risk Level Acceptability tab to define the Risk Level
acceptability for value ranges. Any Risk Level acceptability information that existed in a previous
revision, will be copied here already. This tab is only active if the Risk Level Method is set to
Likelihood + All Severities.
1. Before you can begin defining ranges of risk level acceptability, you need to establish
what is your maximum level. To determine the maximum Risk Level, take the maximum
Severity value from the Severity tab. Multiply it by three (ie if 4 is the highest severity
value, multiply by 3 for the 3 severity categories: Human, Environment and Property).
Then add this number to the maximum value in the Likelihood tab.
2. Next, decide how many Risk Level Acceptabilities you want to use. If your risk level
ranges from 1 to 19, then you can split this range up however you like. For example, you
could choose to have two categories: Low - values 1 to 6, and High - values 7 to 19.
Ensure that the whole range is covered by your values, and that there are no gaps or
overlapping - i.e. do not create a range of values 1 to 6, and 6 to 19, as 6 would then be
available for both low and high.
3. Now, add a new Risk Level Acceptability entry, by clicking the New button on the Main
toolbar.
4. Enter the range of values covered by this Level.
5. Enter a Description, for example Low or High.
6. Associate a colour to this Level.
7. Enter any Notes as needed.
8. Save the information.

NOTE: The information in this tab can be changed at any time, even in an Issued version
without creating a new draft.

5.4.7 Publishing A Risk Matrix

Once a matrix is published, it is then applied automatically (without the possibility of changing
it) when users assess scenarios in the Scenario window. To publish a matrix, ensure that it is
complete and final. Save the information, and then click the Publish button on the Actions
toolbar.
The matrix's status will be updated automatically from Draft to Published. Any previously
existing matrix with status Published, will become Obsolete. At this time you can begin a new
draft, if needed.

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NOTE: Published and Obsolete matrices are read-only, with the exception of the Risk Level
tab. The information in this tab can be changed at any time, even without creating a new
draft.

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CHAPTER 6 Self Assessment

The AMOS Self Assessment module allows your company to perform a self assessment of
compliance with various requirements and standards. Performing these Self Assessments is a
way to measure your company's compliance with the very best industry practices. AMOS Self
Assessment is a tool for organising Key Performance Indicators (KPIs) within Elements and Sub-
Elements for assessment, and a way for you to measure and evaluate your company.
Performing regular Self Assessments ensures continual improvement within your organisation.
A minimum compliance to all elements of the particular standards establishes the baseline from
which your company will improve.
You should perform self assessments to:
l review the existing systems and practices within your organisation and evaluate these
against industry standards
l record performance and compare progress
l provide documented evidence in case of audits
Before a user can perform a self assessment, the classes and parameters must be set up in the
appropriate windows. Once the configuration is in place, the actual assessment(s) can be
performed.
1. Create a list of available classes - such as TMSA - in the Self Assessment Class register. See
section 6.1.
2. Create a new parameters revision and define the parameters to assess by - Elements,
Sub-Elements and KPIs. See section 6.2.
3. Save the configuration. Use the Work Flow to issue it and make it available to users. See
section 6.2.5.
4. Open the Self Assessment window to carry out an assessment using the defined criteria.
See section 6.3.

6.1 Registering Self Assessment Classes

The AMOS Self Assessment tool allows you to create assessments against any set of industry
methods such as TMSA, ISM etc (hereafter referred to as Assessment Classes). Define the
classes your company will evaluate itself by in the register found at Configuration > Common
Settings > Self Assessment > Class.

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The classes listed here will appear in the Self Assessment Parameters window where the self
assessment configuration is defined.
To add a new Class to the register:
1. Go to Configuration > Common Settings > Self Assessment > Class.
2. Click the New button in the Main toolbar.
3. Enter a Code for the new assessment class. For example, TMSA.
4. Enter a Description - in this case, Tanker Management Self Assessment.
5. Different Assessment Classes can have varying numbers of stages for the self assessment
to progress through before completion. Enter the number of Stages, up to four, that this
Class will have. The number of stages you enter here will be available for the selected Self
Assessment Class in the Self Assessment Parameters, and in the Self Assessment window
for scoring and graphs.
6. Select a Response Type. There are two options:
Flexible
If you select Flexible, when you set up parameters for this class you will enter boundaries
for 0% and 100% scores on KPIs. Users performing the assessments will provide flexible
answers in percentages according to these boundaries. If you select Flexible the register
entry is complete and will look something like this:

Fixed
If you select Fixed, you will not indicate any percentage boundaries on KPIs. Instead, you
create fixed answers here and when a user performs the assessment, they will have
these set responses to choose from:
1. After selecting Fixed, new fields will appear in the right side of the register.
2. Click inside that area and then click the New button on the toolbar.
3. Enter a Code, Description and Score. See the example below.

4. Check the Required remarks box to require respondents to enter comments when
selecting that answer.
5. Enter as many answers as required. Each line entered here will become available as a
fixed answer for assessments of this class.
7. Save the Class. The next step is to define the parameters for the class.

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6.2 Defining Self Assessment Parameters

Self Assessment parameters are lists of assessment criteria called Elements, Sub-Elements and
Key Performance Indicators (KPIs). These are specific to each Self Assessment Class. Each
Element is like a category relating to a particular aspect of company operation, such as crew
management or emergency procedures.

E XA MP LE
Two such elements in the TMSA class include 'Management, Leadership and Accountability'
and 'Emergency Preparedness and Contingency Planning'. KPIs are brief descriptions of the
minimal expectations for each element. KPIs sharing similar concepts are grouped into the
sub-elements.

Self Assessment Parameters are defined in revisions so they can be updated. Only one Issued
revision and one draft can exist at any time. When a revision of the parameters is complete use
the Work Flow to issue it, and those Self Assessment Parameters will become available in the
Self Assessment window the next time a user creates a new Self Assessment revision. You can
create and eventually issue a new parameters revision at any time or add parameters to an
existing one - if it has not been published or issued for use. Issuing a draft revision renders the
previous revision obsolete.

6.2.1 Creating A New Self Assessment Parameters Revision

To add a new Parameters Revision:
1. Go to Self Assessment > Self Assessment Parameter . The window opens directly
without a filter.
2. The left hand side of the window contains a list of the Self Assessment Classes as defined
in the register.
If parameters already exist in the window clicking on the Assessment Class will expand
the hierarchy to reveal the revision, and the list of elements contained below that.

3. Select the appropriate Assessment Class and click the New button on the Main toolbar.
The new revision appears above any previous ones with the next sequential number,
and the initial status. When you create a new Self Assessment Parameters Revision all
the information is copied from the previous revision:

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In the right hand side of the window, the read only fields containing Class information
for the new Revision are already filled in for you.

Figure 14 Creating a New Revision, with previous revision already defined

4. Save the new Revision.
5. Now, proceed to create Elements, Sub-Elements and KPIs as needed.

6.2.2 Adding A New Self Assessment Element

To add a new Self Assessment Element to a parameters revision:
1. Ensure the correct class and revision are selected in the hierarchy.
2. Select the revision and click the New button on the Main toolbar. A new item appears in
the bottom of the list and the Element fields appear on the right side of the window.
3. Fill in the fields related to the new Element.
Number Enter the next sequential number for the element.
Weight Factor Defines the relevance of the element in respect to the others.
Description Enter the name for the element here.

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l Number - Enter the next sequential number for the element.

l Weight Factor - Enter a Weight Factor. This defines the relevance of the element in
respect to the others.
l Description - Enter the name for the element here.
4. Save the new Element.

6.2.3 Adding A New Sub-Element

To add a new Self Assessment Sub-Element to a parameters revision:
1. Ensure the correct class and revision are selected in the hierarchy.
2. Select the element you are going to add to and click the New button on the Main
toolbar. A new item is added below the element and additional fields appear on the right
side of the window.
3. Fill in the fields related to the new Sub-Element.
Letter Enter the next sequential letter for the sub-element.
Weight Factor Defines the relevance of the element in respect to the others.
Description Enter the name for the sub-element here.

l Letter - Enter the next sequential letter for the sub-element.

l Weight Factor - Enter a Weight Factor. This defines the relevance of the element in
respect to the others.
l Description - Enter the name for the sub-element here.
4. Save the new Sub-Element.

6.2.4 Adding A New KPI

To add a new Self Assessment KPI to a parameters revision:
1. Ensure the correct class and revision are selected in the hierarchy. Select the sub-
element you are going to add to.
2. In the right side of the window, select a stage from the Stage drop-down list.

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NOTE: Remember that while the elements and sub-elements for each stage are the
same, the KPIs they contain are different.

3. Place your cursor in the KPI box and click the New button on the Main toolbar. A new
line appears in the box, and empty fields appear in the General sub-tab beside.

4. Fill in the fields in the General sub-tab related to the new KPI.
Number Enter the next sequential number for the KPI.
WF Weight Factor. This is a percentage of value the KPI should have
in comparison to the others.
KPI This text box is for entering a description or title for the KPI.
5. A calculator is a 'function' which allows the user to calculate the score of the KPI
according to the data which exists in your database:
l Calculator Library - clicking the lookup button beside this field allows you to browse to
the Sybase PowerBuilder library in which your calculators are contained.
l Calculator Object - use the lookup button to select a calculator from the list.
6. If the Response Type for this Self Assessment Class has been set to fixed in the Class
register, at time of assessment users will be prompted to select from fixed answers
defined in the Class register. Carry on to step 4.
If however, the Reponse Type has been set to Flexible two extra fields will be visible,
labelled 0% and 100%:

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These fields are for entering guidelines or boundaries. When the user is scoring the
assessment, these boundaries are a suggestion to help him/her determine the accurate
score.

E XA MP LE
According to the scope of the KPI, the boundaries could be as simple as Yes and No - in
other words, if your company complies fully with the KPI (Yes), the user enters a score
of 100%. If your company does not comply at all the with KPI (No) the user enters a
score of 0%. If your company partly complies with the KPI, the user can then enter a
score of 50%, or according to the amount of improvement needed.

7. Continue to the next two sub-tabs:

l Best Practice Guidance Tab - Optionally enter a description of the best possible practice
as defined by the industry which would ensure a score of 100 % on the selected KPI. This
provides further guidelines to compare your company to.
l References Tab - Create a link to any of your Quality Documents which define
procedures related to the selected KPI. To link a document to the selected KPI, click the
New button on the Main toolbar. Use the lookup button that appears to locate the
defined document within your system.
8. Save the new KPI.

6.2.5 Changing The Status Of A Self Assessment Parameters Revision

The Self Assessment Parameter revisions are driven by Work Flow. When you make changes to
a revision such as implementing new KPIs, update the Work Flow status accordingly. Then the
new revision will be available in the Self Assessment window the next time a user creates a new
Self Assessment revision.
The actions available from the Work Flow depend on the current status of the revision:
1. Open the Self Assessment Parameters window and select the revision for which you
need to change the status.
2. In the Main toolbar, click the Work Flow button.
3. The Work Flow window opens, displaying the actions that are available to you according
to the current status of the selected revision.
4. Choose the applicable action and click OK . You will return to the Self Assessment
Parameters window, and the Status field will have changed accordingly.
5. Save the changes.

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6.3 Carrying Out Self Assessments

One or more users must be assigned the responsibility to perform periodic self assessments.
That user evaluates each KPI according to the present stage, and then compares the new
assessment against previous results to evaluate progress.
There are several reasons why you may perform a self-assessment:
l It is the first time you have incorporated the Self Assessment module at an installation
l The standards you are comparing your company to have been changed and you must
evaluate against yourself against newer or more strict criteria
l You perform assessments at intervals and the appointed time has arrived
l You have changed the Work Flow Status of a previous Assessment revision (ie. cancelled
it, issued it, assessed it, etc) and so a new one is now required
Previous assessments are stored as separate revisions and retained for historical evidence and
comparison. Each Self Assessment revision refers to a revision of the self assessment
parameters - that is to say, both Assessment Revision 4 and 5 could be assessed against
revision 3 of the self assessment parameters.

Figure 15 The Self Assessment Hierarchy showing Revision 1, Parameters 1

The Parameter Revision number is indicated in square brackets next to the Self Assessment
Revision in the hierarchy part of the window. Every new assessment revision is evaluated
against the most recently issued set of parameters.

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6.3.1 Self Assessment Window - Revisions And Response Types

The left side of the Self Assessment window contains a hierarchy view of the assessment
revisions. In the standard pre- configured Work Flow, each Self Assessment Class can only
contain one Issued and one Draft revision at a time. Issuing a Draft revision renders the
previous revision Obsolete.
If this is a first revision the hierarchy contains only one level, the Self Assessment Classes. If
other revisions exist:
l Click the existing revision number to display its details in the General tab. If it has already
been scored, the General tab will display the scores in a graph. Scores are shown for each
stage. The General tab also shows Work Flow progressions, if there are any.
Double click the revision number, or click the plus sign beside it to expand it and display
the list of elements evaluated against in that revision.

l Select any element to open it in the General tab and display the associated KPIs and the
scoring, if that element has been scored already. Note that scoring methods will appear
differently - as flexible percentages or as set responses - depending on the Response
Type set in the Self Assessment Class register. The first illustration below shows that the
self assessment class entry Response Type has been set to Flexible:

The next illustration shows that the self assessment class entry Response Type has been
set to Fixed:

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6.3.2 Performing A New Self Assessment

Before self assessments can be performed the necessary parameters must be defined 1 . Once
these parameters are configured and issued they will become available for use in the Self
Assessment window.

NOTE: In the standard Work Flow only one revision for assessment can exist at a time, per
class. If a previous revision exists it is only possible to create a new one after issuing the
existing one.

When you are ready to perform a Self Assessment:

1. Go to Self Assessment > Self Assessment.
2. Select the appropriate Self Assessment Class and click the New button in the Main
toolbar. This creates a new Self Assessment Revision:

When you create a new Self Assessment Revision if there are any current revisions
existing within the same class all the information is copied from the previous revision.
3. Click the plus sign beside the revision number to expand the list of elements.
4. Select the first element. Now the General tab shows the information for that element:

1See section 6.2 for more about Self Assessment Parameters.

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5. Select a Stage1 from the drop-down list. Each stage has its own set of KPIs:

You will see a list of all the KPIs for that element and stage. The Progress Bar at the top of
the window shows you the last calculated score for the current sub-element and stage.
6. Select the first KPI2 . Read the description and decide if the company fulfils the criteria. If
yes, enter a score of 100. If no, enter a score that you feel is appropriate and reflects the
level the company is at:

1The number of stages varies from one Assessment Class to another, and only the amount of stages defined for the
selected class in the Self Assessment Class register will appear here.
2The answers you can provide depend on the Response Type set in the Self Assessment Class register.

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Or, if a list of set answers is provided, click the appropriate Response:

To help with your assessment: Boundaries, Guidelines.

l Boundaries may appear in the fields 0% and 100%, indicating what is expected to achieve
a particular score - i.e. No=0%. This only applies when the Response Type for this
assessment class has been set to Flexible in the Self Assessment Class register.
l Best Practice Guidances appear in the General sub-tab. These are descriptions of the
best possible practice as defined by the industry, that will ensure a score of 100% for the
selected KPI.
l If a Calculator has been defined for the selected KPI, the button will be available and you
can use it to calculate the score.
l The References sub-tab contains a list of documents from Document Handling. These
reference policies and procedures established in your company and can help clarify if the
actions in place match the KPI criteria.
7. Open the Remarks sub- tab. Use this space to enter comments, justifications or
explanations for the score you have given. For certain KPIs, remarks may be required.

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8. Progress through the 12 elements entering scores/responses for each KPI. Save as you
go.
9. When the Revision is finalised update the Work Flow status. See section 6.3.4.

6.3.3 Continuing An Existing Self Assessment

Every Self Assessment is a new Revision. The exception to this rule is if you have a revision in
progress which has not yet been scored and issued. In such a case you can continue to open
the same revision and score it at its initial status, until it is finished and ready to be assessed
and issued through the Work Flow.
When it is complete, update the Work Flow status. See section 6.3.4.

6.3.4 Changing The Status Of A Self Assessment Revision

Self Assessment Revisions are driven by Work Flow. When you make changes to a revision,
update the Work Flow status accordingly.

E XA MP LE
Using the AMOS predefined Work Flow, upon completion of a Self Assessment you must Issue
it. Changing the Work Flow status to Issued automatically causes AMOS to calculate the score
for you, as well as update the status.

At any one time, it is only possible to have one Issued version of a Self Assessment Revision for
a given Class, and one Draft (To Be Assessed) version. Upon completion and Issuing of a
revision the last Issued revision becomes Obsolete. It is possible however, to calculate the
score of a current draft revision while maintaining the original status.
The actions available from the Work Flow depend on the current status of the revision:
1. Open the Self Assessment window and select the revision for which you need to change
the status.
2. In the Main toolbar, click the Work Flow button.
3. The Work Flow window opens, displaying the actions that are available to you according
to the current status of the selected revision.
4. Choose the applicable action and click OK . You will return to the Self Assessment
window, and the Status field will have changed accordingly.
5. Save the changes.

6.4 Creating A Non Conformity From The Self Assessment Window

Non conformities can arise from and be linked to self assessments. They can be created directly
from the Self Assessment window.
To create a non conformity from the Self Assessment window:
1. Select the self assessment.
2. Open the Non Conformities tab and click the New button on the toolbar.
3. The standard Work Flow dialog for the Non Conformity window opens: select to create
an Observation, a Non Conformity or a Major Non Conformity.
4. Click OK and an instance of the Non Conformity window opens. In addition to the
standard information automatically supplied with a non conformity, the Origin of this
record is also listed on the General tab:

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5. Create the non conformity as usual.

6. Save the record. You can add multiple non conformities for the same self
assessment.The non conformity reference will be listed in the Non Conformities tab on
the Self Assessment window:

One non conformity can be specifically tied to multiple KPIs on the same self assessment.
When a non conformity is raised for a self assessment, a tab is added to the Non Conformities
window labelled 'KPIs'. Lookup and add the applicable KPIs there. See section 3.8.6.3 for more
information.
You can also choose an existing non conformity in the Non Conformity window and link it to
the self assessment record. See section 3.8.6 for more information.

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Certain Industry organisations, such as OCIMF and CDI, require all vessels to be inspected by
Accredited Inspectors, to verify the vessel's level of compliance with statutory requirements,
standards and best practices. Vessels are inspected according to standard Questionnaires
issued and maintained by these organisations. Inspections are then carried out according to
uniform procedures, and the questions are answered using a standardised set of possible
answers. Following an inspection, the completed questionnaire is filed electronically by the
inspector and transferred to a central database. In this database, results are then available to
owners/operators of inspected vessels, and OCIMF/CDI members, and are then used by these
members during risk evaluations associated with chartering a particular ship. By maintaining
centralised databases of results, other organisation members can access the records, and may
decide it is not necessary to inspect the ship directly, thereby reducing the total number of
inspections performed on one ship.
The object of the Inspections and Questionnaires group is to allow your organisation to manage
all types of Inspections and Questionnaires - whether issued by an authority such as
OCIMF/CDI, or provided by a vendor, or produced internally. Using the Questionnaires
window, your head office can create any type of Questionnaire required. These Questionnaire
types can then be used onboard vessels, during inspections. Inspections, and all associated
results and findings, can be stored in the Inspections window.
According to your access rights, the Inspections and Questionnaires Group contains:

Figure 16 The Inspections and Questionnaires Group

7.1 Questionnaires
Creating your Questionnaires in the Questionnaires window allows you to maintain a central list
of all the questionnaires your organisation may be subject to. Detailed information - type,

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name, chapters and questions, schedule, available answers - is entered here. Then at each
installation within the Inspection window users can generate the complete questionnaires as
needed in accordance with planned inspections.
Questionnaires are based on a hierarchy of Revisions, Chapters and Questions. Additionally the
Questionnaires themselves can be categorised. To build this hierarchy:
1. The predefined categories appear in the window automatically. Create a new
Questionnaire inside a category. section 7.1.1
2. Schedule the Questionnaire. section 7.1.2
3. Create a Revision of the Questionnaire Type. section 7.1.3
4. Add Chapters to the Questionnaire. section 7.1.4
5. Create a list of Questions within each Chapter. section 7.1.5
6. Issue the Questionnaire. section 7.1.6

7.1.1 Creating A New Questionnaire

To enter and set up a new Questionnaire:
1. Select Inspections and Questionnaires > Questionnaire. The filter opens. Click OK to go
to the window.
2. The hierarchy in the left hand side of the window contains a list of Questionnaire
categories, such as CDI, OCIMF, Internal, Vendor, etc. Select a category and click the
New button on the toolbar.
3. Fill in the fields on the General tab.
Code Enter a code for the Questionnaire, in this example, SIRE.
Name You add the name to this record while you are creating the new
Revision. Leave this field blank for now.
Type Use the lookup button to select a type from the list - for example, Ship
Inspection, or Vetting.
Authority Use the lookup button to select the authority who issues this
questionnaire.
4. Save the information.

7.1.2 Planning A Questionnaire Schedule

Use the Questionnaire window Schedule tab to organise information regarding when and how
often the Questionnaire you are making should be carried out.
Select a Questionnaire in the hierarchy, open the Schedule tab and click the New button on the
toolbar.
Fill in the fields. When finished, Save the schedule.

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There are two kinds of Planning Methods available in AMOS. Variable

Planning enables a flexible reporting date. For example, if a Questionnaire is
to be performed every 30 days the next due date is calculated according the
Planning date of the last date done. So, done on 5 May causes the next due date to be
Method set to 5 June. However, if the Questionnaire is set to Fixed Planning it will
always be due on the same day of each month. This means the next due date
remains fixed even if the Questionnaire was reported late and less than 30
days remain until the next set date.
Set the frequency at which the Questionnaire should be performed. For
Frequency
example, 1 Year.
Last Done Enter the date the selected Questionnaire was last completed on.
The number of days before and/or after the due date that it is acceptable to
Window perform the Questionnaire within. For example a window of +/- 2 means the
(Days(s)) Questionnaire can be performed any time within two days before or after the
scheduled due date.
Est. Total
In hours, the length of time to complete the Questionnaire.
Dur.
Next Due The date according to the Last Done Date that the Questionnaire should next
Date be performed on.
Active Check this box if the Questionnaire is to go into use immediately.

7.1.3 Creating A Questionnaire Revision

To add a new revision to any new or existing Questionnaire record:
1. Select the Questionnaire entry in the hierarchy.
2. Click the New button on the Actions toolbar.
3. The new revision will appear underneath the questionnaire entry:

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4. Enter a Name for the revision and select a Notification Template if needed.
5. Save the revision. If this is a first revision for the Questionnaire, when you save the Name
will appear in the hierarchy in place of 'New Questionnaire':

7.1.4 Adding A Chapter To A Questionnaire

Questionnaire Chapters form the logical structure of the Questionnaires, and each chapter
contains one or more related questions. You can modify chapters as long as the Questionnaire
revision maintains the status Draft.
To create a new chapter:
1. Select a Questionnaire Revision in the hierarchy.
2. Click the New button on the toolbar. A Chapter icon will appear in the hierarchy
underneath the Revision.
3. Fill in the fields in the Chapter tab.
Code Enter a code number for the chapter.
Description Enter a name for the chapter. It will appear in the hierarchy
under the Revision.
Sort Order The number you enter here determines the order this chapter
will appear in the questionnaire when printed. Enter the Sort
Order number for each chapter according to the print order.
Comment is Check this box if a comment from the evaluator on this
Mandatory chapter is required when doing the inspection.
Library, Object Used to create custom validation - i.e. to make a comment
mandatory depending on your Business Rules.
Notes Enter any details regarding this chapter.

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4. If the Chapter you have just created will contain more than one question, you can create
up to three levels of sub-chapters. To do so select the relevant Chapter in the hierarchy
and click New.
5. Continue creating Chapters and Sub-Chapters until you have entered the entire
Questionnaire:

6. Save the information.

7.1.5 Creating A List Of Questions

Questions are contained in the Questionnaire Chapters and sub-chapters. To create a list of
questions:
1. Ensure the appropriate Questionnaire revision is expanded in the hierarchy and then
select the Chapter or sub-chapter you want to add a question to.
2. Open the Questions tab.
3. Fill in the details.
Code Enter a numerical Code for the question.

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Scoring You can use scoring for analysis and reports. Check this box to
differentiate between questions that score and questions that
are for information only purposes.
Description Enter the full Question here.
Parent Question If this is a sub-chapter use the lookup button to select the parent
question it falls under.
Type Question Types can include Desirable, Non Scoring, Statutory,
etc. These are taken from a register and depend on the
requirements from the authorities who issue the Questionnaire.
Category Categories can include Inspection, Self Inspection, etc. These are
taken from a register and depend on the requirements from the
authorities who issue the Questionnaire.
Auto Fill Use these to create custom functions which will automatically fill
Answer/Comment the Answer and Comment for this Question during the
Inspection. For example, develop a custom function to check
'Number of Crew onboard', which will process the data from your
Staff Management module.
Answers Require The list of possible answers that can be applied to the questions,
Comment appears here (for example, Yes, No, Incomplete, etc). Check the
box beside any answer which, when used, requires a comment
from the inspector.
Guidance If there are any guidelines inspectors can use to determine the
answer that best applies to the vessel, enter them here.
Reference Most questions will refer to a particular standard or chapter of
that standard. Enter any references here.
Notes Add any further necessary details.
4. Save the information. When the Questionnaire is complete, use the Work Flow to issue
it for use in Inspections.

7.1.6 Changing The Status Of A Questionnaire

The creation and maintenance of Questionnaires is Work Flow driven. Using the standard Work
Flow, each new Questionnaire begins with the status draft and progresses from there. When a
Questionnaire is issued, approved, published, etc., change the status accordingly. For example,
when you enter and then approve all the details for a Questionnaire the status would progress
from draft to approved. A Questionnaire cannot be accessed for use during inspections unless
it is approved and issued.
To change the status of a questionnaire:
1. Select a record in the Questionnaire window.
2. In the Main toolbar click the Work Flow button. The Work Flow window opens.
3. Choose an action.
4. Click OK. The window closes and you return to the Questionnaire window.
5. The Status of the selected questionnaire will now be changed to reflect your selection.
6. Save the changes.

7.2 Inspections
The Inspection window is where your vessels keep copies of applicable Questionnaires and
maintain a list of planned inspections. The inspections are either generated automatically from
the system based on calendar frequency (in the same way as generating work orders), or

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created manually as needed. The answers and findings for each inspection are entered here
also.
l Inspectors may use the Questionnaires stored here when they come on board to
perform industry inspections, or, a
l A user onboard your vessel can fill in the answers after the Inspection takes place, or,
l Your personnel can complete parts of the Questionnaire internally if qualified to do so.
To set up and carry out an Inspection:
1. A user generates the inspections and enters the general details and information. See
section 7.2.1.
2. The designated inspector fills out the relevant Questionnaire. See section 7.2.2.
3. The designated inspector enters the findings. section 7.2.3
The designated inspector will then upload the findings and results to the central industry
database where potential charterers can view them before employing your vessel.

7.2.1 Generating Inspections

You can generate Inspections on vessels in two ways.
Generate new inspections manually as they are needed:
1. Go to Inspections and Questionnaires > Inspection. Click New in the filter.
2. Use the lookup button in the Inspection window to select the appropriate
Questionnaire Revision from the list of available Questionnaires (created and issued in
the Questionnaire window).
3. Most of the details will appear automatically with the Revision. The default status for this
Inspection is Planned. You can add a Security Attribute, Port, Inspector Name and
Location for this Inspection.
4. The Questionnaire tab will be automatically populated with the chapters and questions
for this revision.
5. Update the Work Flow status to make the inspection available.
6. Save the new record.
Use the Tasks Generator to create new Inspections automatically according to the scheduling
details entered with the Questionnaire:
1. Select Actions > Generate Tasks. The Generate Tasks dialog opens.
2. In the Inspections section, check the Generate check box. If you want the Inspection(s)
to be displayed immediately upon generation, check the Show check box.
3. Click Create. The Inspection(s) are generated automatically, according to the scheduling
details entered with the Questionnaire. Most of the details will appear automatically
with the Revision(s) when you open the Inspection window.
4. The Questionnaire tab will be automatically populated with the chapters and questions
for this revision.
5. Update the Work Flow status to make the inspection available.

NOTE: Until an Inspection is issued, it is not possible to enter any answers or findings. Once
issued, it is no longer possible to change the Questionnaire the Inspection refers to.

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Once an inspection is carried out and set to 'Completed', the next one will generate
automatically according to the Planning Method and the value set for the 'Auto Generate
Inspections' parameter 1.

7.2.1.1 Inspections And Planned Events/Port Calls

If you want the inspection to be scheduled as an activity to take place during a recurring
Planned Event or during a Port Call, click either option beside Link To and use the lookup to
select the event/port call. When you link an inspection to a planned event or port call, the
inspection's due date becomes the date the planned event or port call arrival will take place on.
Upon saving the inspection is linked to the event/port call and will appear in the Activities tab of
the Planned Event or Port Call window. Planned Events are also manageable in the Planner
window.
For more about Planned Events and Port Calls see Chapter 10.

7.2.2 Filling Out The Questionnaire

When you generate and issue a new Inspection the appropriate Questionnaire itself will
become available in this tab. It is not possible to fill any answers in this tab until the Work Flow
status of the Inspection is Issued. Once issued, it is no longer possible to change the
Questionnaire the Inspection refers to.
The Chapters and Questions of the selected Questionnaire revision appear in a hierarchy on the
left hand side of the tab. Click the + icons to expand the hierarchy and select a Chapter or
Question to see details appear on the right hand side of the screen.
The Inspector can use any Guidance , Notes or References provided when evaluating the
questions and then choose the answer that best applies, from the list of answers in the bottom
of the right side of the tab. Comments can be entered in the Inspection Comment field to the
right of the Answers.

All details regarding the Chapters and Questions are derived from the Questionnaire revision as
set up in the Questionnaire window.

1Configuration > System Parameter > Inspections and Questionnaires Module > . See the AMOS Configuration and
Administration Guide for information about setting parameters.

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7.2.3 Entering The Findings

The Inspection window Findings tab is for recording the outcome of an inspection in response
to particular questions - but only those findings which indicate a need for change or
improvement. It is not possible to fill any information in this tab until the Work Flow status of
the Inspection is Issued.
To enter findings:
1. Open the Findings tab. Click in the General sub-tab and then click the New button on the
toolbar.
2. Fill in the fields.
Question Use the lookup button to select the Question for which a finding is
noted. As selected here, the question will also appear in a read only list
on the right hand side of the window. This is so that you can enter more
than one finding for a question, and more than one comment for a
finding.
Category Categorise the finding. Use the lookup button - for example, the result
might be Good, or Weak, etc.
Status Set a status for the finding using the lookup button. Status is either
Open or Closed. When creating a finding, the status will most likely be
Open.
Comment Enter details on the finding - what did the inspector determine was the
problem?
3. Open the Comments tab. Ensure the correct question is selected in the Finding List to
the right hand side of the tab. Enter a Description and record any comments on the
improvements needed and for responses to each finding - such as proposed solutions
and agreements upon the solutions.
If more space is needed press F4 to open a description window.

4. After logging the inspector's findings and recording comments for each one you can also
add an explanation or reason for each finding.
5. To add Procedure Document references to Inspection Findings open the References tab
and select an Inspection in the list part of the window. Click inside the tab and then click
New in the toolbar. Use the lookup button to locate the Document that the Inspection

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Findings refer to.

6. Save all the information.

7.2.4 Creating A Non Conformity From The Inspection Window

During or after an inspection a non conformity can be created for it at the same time, directly
from the Inspection window.
To create a non conformity from the Inspection window:
1. Select the inspection.
2. Open the Non Conformities tab and click the New button on the toolbar.
3. The standard Work Flow dialog for the Non Conformity window opens: select to create
an Observation, a Non Conformity or a Major Non Conformity:

4. Click OK and an instance of the Non Conformity window opens. In addition to the
standard information automatically supplied with a non conformity, the Origin of this
record is also listed on the General tab:

5. Create the non conformity as usual.

6. Save the record. You can add multiple non conformities for the same inspection.The non
conformity reference will be listed in the Non Conformities tab on the Inspection

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window:

One non conformity can be specifically tied to multiple findings on the same inspection. When
a non conformity is raised for an inspection, a tab is added to the Non Conformities window
labelled 'Inspection Findings'. Lookup and add the applicable findings there. See section 3.8.6.3
for more information.
You can also choose an existing non conformity in the Non Conformity window and link it to
the inspection record. See section 3.8.6 for more information.

7.2.5 Changing The Status Of An Inspection

The creation and maintenance of inspection records is Work Flow driven. Using the standard
Work Flow each new inspection begins with the status Planned and progresses from there.
When an inspection is issued, completed, closed, etc., change the status accordingly.

E XA MP LE
When you enter all the details for an inspection including the inspectors findings and memos
and your own memos in response, the status can progress from Completed to Closed.

To change the status of a inspection:

1. Select a record in the Inspection window.
2. In the Main toolbar click the Work Flow button. The Work Flow window opens.
3. The actions available depend on the current status of the selected Inspection. Choose an
action.
4. Click OK.
5. The Status of the selected inspection will now be changed to reflect your selection.
6. Save the changes.
Once an inspection is set to 'Completed', the next one will generate automatically according to
the Planning Method and the value set for the 'Auto Generate Inspections' parameter1.

1Configuration > System Parameter > Inspections and Questionnaires Module > . See the AMOS Configuration and
Administration Guide for information about setting parameters.

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CHAPTER 8 Auditing Agenda

Today, many organisations are certified according to various Quality and Safety Management
standards for two reasons:
l There is a statutory or mandatory requirement for certification, or
l A certification is not mandatory but is obtained to add value to an organisation by
improving its products and the way it provides service.
In both cases the main goal is reaching the highest standards of management and continuous
improvement, attained by constantly evaluating your system and adjusting it where needed to
improve your processes before implementation.
The Auditing Agenda group is a tool for planning, monitoring, executing and following up your
audits.
According to your access rights the Auditing Agenda Group contains:

Figure 17 The Auditing Agenda Group

There are three classes of audits:
1st Party Audits
Also referred to as internal audits, these are conducted by organisations or contracted
companies, against their own management system. They may be required for certain
certifications.
2nd Party Audits
Consist of a verification that one organisation performs on another - for example, audits
performed for Vendor Evaluation/Assessments.

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3rd Party Audits

Usually referred to as External Audits, they are carried out by independently recognised bodies
(such as a Classification Society operating on behalf of the state the ship is registered under),
for the purpose of verifying that the management system complies with the requirements set
forth by the reference standard.
Audits can be further divided into categories:
Initial Audit
Is required to obtain an initial certification. This is a 3rd party audit.
Renewal Audit
Has a periodic schedule, defined by the reference standard. This is a 3rd party audit.
Periodical/Intermediate Audit
Required by the reference standard, aimed at verifying that the management system is
implemented and used according to the standard itself. Both a 1st and 3rd party audit.
Follow-Up Audits
Usually carried out to verify implementation and effectiveness of Corrective Actions. Both a 1st
and 3rd party audit.

8.1 Creating Audit Types

Creating Audit Types in the Audit Type window allows you to maintain a central list of all audits
throughout your organisation. The general Audit information that is common to every audit of
each type is entered here. Then at each installation specific information regarding the selected
audits can be entered in the Audit window before and as an Audit takes place.
The details for each type as defined here appear automatically in the Audit window at the
installation when the Audit Type is selected.
To create a new Audit Type:
1. Select Auditing Agenda > Audit Type. The Audit Type filter opens.
2. Use the filter to narrow your search for an existing Audit Type, or click New to create a
new one.
3. The Audit Type window opens. The left hand side of the window contains a hierarchy of
Audit Criteria, such as ISM, ISO, etc.
Select a set of Criteria, and click the New button on the toolbar to create a new Draft
version. Remember that at any time only one Draft revision and one Issued revision can
exist for the same type.
4. Enter a Code and a Description for this type of Audit.
5. Lookup a Class and a Category. Lookup the Authourity who requires this type of audit -
i.e. Bureau Veritas, etc.
6. A form may be needed to report the audit on. There are two options: select a custom
form from the Form register or, choose a document from the Document Handling
window. Forms entered here appear on the Forms tab in the Audit window.
l Use the Form lookup button to select a form from the Form register and enter its code.
If you enter a form here, do not use the Doc. Form field.

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l Use the Doc. Form lookup button to select and attach a form from Document Handling.
If you enter a Document Form, do not use the Form field. Keep in mind that the
document you attach as a form is the currently issued revision of that document - the
document may be revised again later.
7. Notes - enter any details regarding the type that are not covered in the fields.
8. Save the information. Next, create a schedule for the audit.

8.1.1 Creating An Auditing Schedule

AMOS automatically schedules periodic Audits according to the planning method and
frequencies set centrally in the Audit Type window. When an Audit is generated automatically
from the Audit Type schedule it will appear in the Audit window.
Use the Audit Type window Schedule tab to organise information regarding when and how
often the type of Audit you are defining should be carried out:
1. Select an Audit Type in the hierarchy and open the Schedule tab.
2. Click the New button on the toolbar.
3. There are two kinds of Planning Methods available in AMOS:
Variable Planning: enables a flexible reporting date. For example, if an Audit is to be
performed every 30 days, the next due date is calculated according the date of the last
date done. So, done on 5 May causes the next due date to be set to 5 June.
Fixed Planning: the audit will always be due on the same day of each month. This means
the next due date remains fixed, even if the Audit was reported late and less than 30
days remain until the next set date.
4. If the audit type you are creating is a dependant on another one, use the Parent
Schedule lookup to select the relevant audit type. This will cause the dependant audit to
be rescheduled if it falls due on the same date as the Parent. This setting can only be
used with the Fixed Planning method.
5. Enter the Last Done date when this audit was completed. Use the Last Done date to
enter the Next Due Date, when the audit type should be performed. Specify the Est.
Total Duration in hours.
6. Set the Frequency at which the Audit should be performed. For example, 2 Month.
7. A Window is the number of months before and/or after the due date, that it is
acceptable to perform the Audit within. For example, a window of +/- 2 means the Audit
can be performed any time within two months before or after the scheduled due date.
8. Activate the schedule by checking the Active box. If you leave it unchecked the Audit will
not be generated automatically.
9. Save the audit type schedule.

8.1.2 Referring Procedure Documents To Audits

The Audit Type you are setting up probably references procedural documents stored in your
Document Handling window. The documents will contain procedures and policies in place that
are part of the selected Audit. Create a list of references in the References tab:
1. Open the tab, and click the New button on the toolbar. A new line appears.
2. Use the lookup button to select the document the Audit Type refers to.
3. Click OK. Create as many new lines as needed to reference all documents that this Audit
type applies to.
4. Save the information.

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8.1.3 Changing The Status Of An Audit Type

The creation and maintenance of Audit Types is Work Flow driven. Using the standard Work
Flow each new Audit Type begins with the status draft and progresses from there. When an
Audit Type is issued, approved, published, etc., change the status accordingly.

E XA MP LE
When you enter and then approve all the details for an Audit Type the status should progress
from draft to approved. An Audit Type cannot be accessed for use during Audits unless it is
approved and issued. Once Approved, no further changes can be made to the Audit Type and
only one Draft version and one Issued version can exist at the same time.

To change the status of an Audit Type:

1. Select a record in the Audit Type window.
2. Click the Work Flow button on the Main toolbar. The Work Flow window opens.
3. The actions available depend on the current status of the selected Audit Type. Choose
an action.
4. Click OK. The window closes and you return to the Audit Type window.
5. The Status of the selected Audit Type will now be changed to reflect your selection.
6. Save the changes.

8.2 Auditing
AMOS automatically schedules periodic Audits according to the planning method and
frequencies set centrally in the Audit Type window. When an Audit is generated automatically
from the Audit Type schedule it will appear in the Audit window.
Using the Audit window vessels can plan, execute, report and follow up individual audits based
on audit types. It is also possible to locally create and perform unscheduled audits: locally
created Audits do not reference the information in the Audit Type window.
Select Auditing Agenda > Audit to open the Audit window to:
l view and update a list of the audits currently registered to the vessel,
l plan and carry out audits, and
l to update Work Flow statuses according to changes.

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8.2.1 Generating New Audits

There are two ways to generate new audits for your vessel: manually and automatically.
Generate new audits manually as needed:
1. Select Auditing Agenda > Audit. In the filter, click the New button.
2. The Audit window opens, with empty fields.
3. The default status for this Audit is Draft. Fill in the rest of the fields manually (as they are
not populated from an Audit Type).
4. Save the new record.
Use the Tasks Generator to create new audits automatically according to the scheduling details
entered with the Audit Type:
1. Select Actions > Generate Tasks. The Generate Tasks dialog opens.
2. In the Auditing Agenda section, check the Generate check box. If you want the Audit(s)
to be displayed immediately upon generation, check the Show check box.
3. Click Create . The Audit (s) are generated automatically, according to the scheduling
details entered with the Audit Type. If you checked Show, the Audit window will open to
show the new record(s).

8.2.2 Setting Up A New Audit

The Audit window General tab contains the general identification information for the audits
generated for your vessel. The Status field contains the current Work Flow status; for a new
audit this is generally draft. Most of the information comes from the Audit Type window and is
read-only here. You need to enter a Name for the Audit, and fill in the Planning section.
l Location - enter the location at which the Audit will take place.
l Port - use the lookup button to select the Port the vessel will be in during Audit.
l Due date - enter the date of the Audit.
l Est. Total Duration - enter the amount of time, in days, that the Audit will take.
l Window - if the Audit can be performed during a certain amount of time before or after
the actual due date, enter it here, in Months.
l Notes - use this space for any extra information you want to add.
Make sure to Save the information.

8.2.2.1 Audits And Planned Events/Port Calls

If you want the audit to be scheduled as an activity to take place during a recurring Planned
Event or during a Port Call, click either option beside Link To and use the lookup to select the
event/port call. When you link an audit to a planned event or port call, the audit's due date
becomes the date the planned event or port call arrival will take place on. Upon saving the
audit is linked to the event/port call and will appear in the Activities tab of the Planned Event or
Port Call window. Planned Events are also manageable in the Planner window.
For more about Planned Events and Port Calls see Chapter 10.

8.2.3 Audits - Scope

The Audit window Scope tab is a blank text window. You can fill in the entire scope of the Audit -
what will be examined and inspected - here.

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8.2.4 Audits - Instructions

Use the Audit window Instructions tab to enter any instructions that will apply to the upcoming
Audit.

8.2.5 Audits - References

The Audit window References tab is divided into two sections. The top section is read only and
contains any references which were assigned to the Audit Type in the Audit Type window
References tab.

Figure 18 Audit window - References tab

Click the New button on the toolbar to get a new line in the bottom part of the window. Then
use the lookup button to select any documents from Document Handling which apply as
references to this Audit specifically. You can add as many documents as needed, which can
then be consulted as reference material during this audit.

8.2.6 Audits - Team Members

Use the Audit window Team tab to create a list of all the people who will participate in carrying
out the audit. Click New on the toolbar to create new lines.
Check the Is Lead Auditor checkbox next to the person to whom it applies.

8.2.7 Audits - Reporting On Forms

A form may be needed to report the Audit on. In this case the form will have been attached to
the Audit Type in the Audit Type window. If there are any forms to fill out in association with
the Audit, open the Audit window Forms tab and select them using the arrows.

8.2.8 Creating A Non Conformity From The Audit Window

When a non conformity arises from an audit, the non conformity can be created directly from
the Audit window.

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To create a non conformity from the Audit window:

1. Select the audit the non conformity is related to.
2. Open the Non Conformities tab and click the New button on the toolbar.
3. The standard Work Flow dialog for the Non Conformity window opens: select to create
an Observation, a Non Conformity or a Major Non Conformity:

4. Click OK and an instance of the Non Conformity window opens. In addition to the
standard information automatically supplied with a non conformity, the Origin of this
record is also listed on the General tab:

5. Create the non conformity as usual.

6. Save the record. You can add multiple non conformities for the same audit.The non
conformity reference will be listed in the Non Conformities tab on the Audit window:

You can also choose an existing non conformity in the Non Conformity window and link it to
the audit record. See section 3.8.6 for more information.

8.2.9 Audits - Costs

The Audit window Costs tab is for storing both the Estimated and the Actual costs of the audit:

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l Before the actual Audit takes place use the fields under Forecast to enter estimated
costs.
l Afterwards, when the Audit is finished use the fields under Actual to enter the final costs
as they were.

8.2.10 Changing The Status Of An Audit

The creation of Audits and the process of Auditing and reporting is Work Flow driven. Using the
standard Work Flow each new Audit begins with the status draft and progresses from there.
When an audit is issued, verified, cancelled, etc., change the status accordingly. For example,
when you enter all the details for a planned Audit and are ready to begin the actual auditing
process change the status to issued.
Once an Audit is set to 'Completed', the next one will generate automatically (according to the
Planning Method and the value set for the 'Auto Generate Audits' parameter).
To change the status of an audit:
1. Select a record in the Audit window.
2. Click the Work Flow button on the Main toolbar. The Work Flow window opens.
3. The actions available depend on the current status of the selected Audit. Choose an
action.
4. Click OK. The window closes and you return to the Audit window.
5. The Status of the selected audit will now be changed to reflect your selection.
6. Save the changes.

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CHAPTER 9 KPI - Key Performance Indicators

The AMOS KPI module allows you to measure your company's performance against shipping
standards for defining, measuring, and reporting operational performance. A KPI Standard
consists of a hierarchy with Performance Indicators (PIs) at the bottom funnelling information
into Key Performance Indicators (KPIs), which in turn are used to calculate Site Performance
Indexes (SPIs).

The calculation can also involve vessel metadata, such as length, beam, draft, etc.
PIs are at the lowest level of the hierarchy. PIs are based on data capture - measurements or
counters - reported directly by sites in your organisation.
The KPIs are evaluated and scaled into a range from 0-100. Zero indicates poor performance
while one hundred indicates outstanding performance. This system of scaling the KPIs makes it
possible to compare sites across your organisation despite differing characteristics or different
amounts of captured data.
At the highest level of this hierarchy the KPIs are combined into Site Performance Indexes.
These SPIs express performance in certain specific areas.

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As an example, the illustration below shows the PIs and KPIs from which an SPI could be
extrapolated:

9.1 Getting Started: PIs, KPIs And SPIs

A complete KPI Standard can be provided for you, upon request. KPI standards are registered
at Configuration > Common Setting > KPI > Standard. The PIs, KPIs and SPIs a standard
contains are then listed in the relevant windows.
Before creating a KPI Plan to collect the required data, the office or operations can modify or
add to any existing PIs, KPIs and SPIs1. It is also possible to define/change the method in which
the relevant PIs and KPIs will be calculated:
l PIs are maintained in the PI Performance Indicator window. See section 9.1.1
l Optionally a list of metadata can be altered. This information is maintained in the
Metadata window. See section 9.1.2.
l KPIs are calculated from PIs. KPIs are maintained in the KPI Key Performance Indicator
window. See section 9.1.3.
l SPIs are based on any number of KPIs/PIs. SPIs are listed in the SPI Performance Index
window. See section 9.1.4.

9.1.1 PI - Performance Indicators

Performance Indicators are data that is directly observable and measurable such as dry-
docking costs, number of collisions, number of fatalities, etc. Performance Indicators, along
with metadata are the foundation of KPI value calculation.
PIs and metadata are the only data that must be reported for the system to then calculate the
KPIs and resulting SPIs. Any one PI can be used in the calculation of one or more KPIs. For
example the PI 'Number of Recorded External Inspections' is used in the calculation of the
following KPIs: 'Environmental Deficiencies', 'Health and Safety Deficiencies 'HR Deficiencies',
'Navigational Deficiencies', 'Operational Deficiencies', and 'Security Deficiencies'.
PIs are usually collected on a quarterly basis.

1Your company can also choose to define its own internal standards.

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If you have chosen to use the InterManager Standard which can be provided as initial data, its
PIs are listed in the PI Performance Indicator window:

You can add new PIs if required.

The standard Method for reporting a PI is already defined on each one as manual:

This is the method in which the vessel user will supply the answer when reporting the PI.
However, this can be changed from Manual on any PI to:

l GUI - guided manual input using a wizard. A window selected from a PBL/PBD file will
be proposed to the user during the PI evaluation to assist in properly evaluating the PI.
Select a PBD/PBL library and then use the Wizard button to select the object from
which to retrieve the data.

l API - the execution of a PowerBuilder function resulting in the calculation of the PI.
This lets the user draw information from a system outside of AMOS. Select a
PBD/PBL library and then use the API Object button to select the object from which to
retrieve the data.

l SQL - an SQL statement used to retrieve the relevant data from the AMOS database
and automatically evaluate the PI. Click the SQL button to define an expression. The
system will not accept the manually entered expression if it is not a valid SQL statement.

At any time, click the Manual button to clear the Expression field and return the Method
setting to manual.

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Changing the reporting method in any of these ways is a task for your company Operations.
Consult your SpecTec representative for further information.

9.1.2 Metadata
Metadata are the data representing different attributes of a vessel such as its dimensions, the
nationality of its crew, its flag, etc. Metadata is only used and reported on if you want to
analyse results based on certain unique factors and attributes: for example, you want to
determine the number of accidents occurring in relation to the type of the vessel. Or, you want
to compare the number of accidents in relation the nationality of the master onboard.
Metadata are collected with the PIs on a quarterly basis. Any metadata with status Active will
automatically be included in existing and upcoming KPI logs generated from any active KPI
plan. To prevent a metadata entry from inclusion with the next upcoming log(s) or to remove it
from any existing ones, use the Work Flow to change that entry's status to Cancelled.
Some predefined metadata can be provided in the KPI Metadata window along with the
standard Method of calculation for each one:

You can add new metadata as required.

The Method in which the vessel user will supply the answer when reporting the metadata entry
is defined on each one. This can be changed from Manual on any metadata entry to:

l GUI - guided manual input using a wizard. A window selected from a PBL/PBD file will
be proposed to the user during the evaluation to assist in properly evaluating the
metadata. Select a PBD/PBL library and then use the Wizard button to select the
object from which to retrieve the data.

l API - the execution of a PowerBuilder function resulting in the calculation of the

metadata. This lets the user draw information from a system outside of AMOS. Select
a PBD/PBL library and then use the API Object button to select the object from which to
retrieve the data.

l SQL - an SQL statement used to retrieve the relevant data from the AMOS database
and automatically evaluate the metadata. Click the SQL button to define an expression.
The system will not accept the manually entered expression if it is not a valid
SQL statement.

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At any time, click the Manual button to clear the Expression field and return the Method
setting to manual.
Changing the reporting method in any of these ways is a task for your company Operations.
Consult your SpecTec representative for further information.

9.1.3 KPI - Key Performance Indicators

Key Performance Indicators are expressions of performance within a certain area, and are built
using mathematical calculations based on PIs. No manual data entry is required. KPIs are
expressed in two ways:
l a calculated KPI Value resulting from the mathematical combination of relevant PIs.
l a KPI Rating that converts the value to a number between zero (0) and one hundred
(100). A rating of 0 is a low rating; conversely, a rating of 100 is a high rating.
If you have chosen to use the InterManager Standard which can be provided as initial data, its
KPIs are listed in the KPI Key Performance Indicator window:

You can add new KPIs if required.

Each KPI value will be calculated based on the reported results of any number of PIs.The same
PI can be included in several KPIs. The PIs a KPI depends on are listed in the Dependencies tab:

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You can remote open1 the PI Performance Indicator window from any PI:

The KPI Performance Indicator window General tab shows the standard Expression which will
be used to calculate the KPI Value based on the included PIs:

The expression can be edited using the lookup next to the field. For a PI to be available in the
Expression builder dialog, it needs to be listed in the Dependencies tab first2.

1How you open remote windows depends on the setting of the system parameter/user preference 'Remote
Window Activation'.
2PIs added to the Dependencies tab for a KPI must belong to the same Standard as the selected KPI.

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9.1.3.1 KPI Value And Rating Calculations

Following is an explanation of how AMOS calculates a KPI Value and Rating, using KPI011 as an
example. KPI011 depends on PI027 and PI052.
A vessel user will eventually report and save the two PIs in the KPI Log as shown below:

AMOS will use the expression provided in the KPI Key Performance Indicator window to
calculate the KPI Value:

When the user runs the automatic calculation 1 in the KPI Log window, this will result in a KPI
Value of 0.50:

The KPI Value is then converted to a KPI Rating - a number between zero (0) and one hundred
(100). The KPI Rating is calculated with a predefined formula using the Minimum and Target KPI
values provided on the KPI itself:
l The Minimum field contains the KPI value which would result in a 0 (lowest score) on the
KPI rating scale.
l The Target field contains the KPI value which if achieved would result in a score of 100
(highest possible score) on the KPI rating scale.
In this example the Minimum and Target are set to 5 and 0 respectively:

The predefined formula used by AMOS to produce the KPI rating is as follows:

1All relevant PIs must be reported and saved in order to run the KPI/SPI calculations.

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KPIRating = 100 x KPIValue - KPIMinimum/KPITarget - KPIMinimum

When the user runs the automatic calculation in the KPI Log window, this will result in a KPI
Rating of 90:

You can define your own Custom Target and relevant Custom Rating. Custom Targets replace
the standard target in the KPI Rating formula. For example, the target value for environmental
deficiencies is 0 but your organisation consistently has a higher number of deficiencies. You
define a custom target of 5 deficiencies a month, as a more achievable target for improvement
at this time. Defining a custom rating replaces the standard rating formula completely. When a
custom rating formula is in use, any SPIs referencing the KPI will be calculated using the
standard SPI expression but producing a custom SPI rating. Since SPIs are based on grouped
KPIs, if one of the included KPIs contains a custom rating, all other KPIs used in the same SPI
should also have a custom rating.

9.1.4 SPI - Site Performance Index

Site Performance Indexes (SPIs) are expressions of performance within particular areas of vessel
management such as Environmental Performance, Navigational Safety Performance, etc. An
SPI is expressed as a weighted average of the related KPI Ratings, on a scale between zero (0)
and one hundred (100). A rating of 0 is a low rating; conversely, a rating of 100 is a high rating.
If you have chosen to use the InterManager Standard which can be provided as initial data, its
SPIs are listed in the SPI Performance Index window:

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You can add new SPIs if required.

Each SPI will be calculated based on the reported results of any number of KPIs or PIs. The
same KPI can be included in several SPIs. The KPIs and PIs each SPI depends on are listed in the
Dependencies tab:

You can remote open 1 the KPI Key Performance Indicator window/PI Performance Indicator
window from any KPI/PI.
The SPI window General tab shows the standard Expression which will be used to calculate the
SPI rating based on the included KPIs:

The expression can be edited using the lookup next to the field. For a KPI or PI to be available in
the Expression builder dialog, it needs to be listed in the Dependencies tab first2.

1How you open remote windows depends on the setting of the system parameter/user preference 'Remote
Window Activation'.
2KPIs and PIs added to the Dependencies tab for an SPI must belong to the same Standard as the selected SPI.

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NOTE:
l If any of the KPIs included in the expression is calculated using a custom rating, PIs
cannot be used in that formula.
l If one of the included KPIs contains a custom rating, all other KPIs used in the same
SPI should also have a custom rating.
See section 9.1.3.1 about custom ratings on KPIs.

9.1.4.1 SPI Rating Calculation

Following is an explanation of how AMOS calculates an SPI, using SPI001 as an example. SPI001
depends on the following KPIs: KPI001, KPI007, KPI011 and KPI028.
Each of the listed KPIs depends on a number of PIs. A vessel user will eventually report and
save these PIs in the KPI Log as shown below:

When the user runs the automatic calculation1 in the KPI Log window, AMOS will calculate the
KPI Ratingsas described in section 9.1.3.1

1All relevant PIs must be reported and saved in order to run the KPI/SPI calculations.

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AMOS will then use the expression provided in the SPI Performance Index window to calculate
the SPI rating, inserting the calculated rating for each KPI:

The KPI ratings will be added together and divided by the number of included KPIs (in this case
4), to get the weighted average of the ratings on a scale of 0 - 100. The resulting value is the SPI
rating:

NOTE: When a KPI is calculated using a custom rating, any SPIs referencing that KPI will be
calculated using the standard SPI expression but producing a custom SPI rating. See section
9.1.3.1 about custom ratings on KPIs.

9.2 The Planning And Reporting Process

In order to eventually calculate SPIs, the office must create a KPI Plan. A KPI Plan consists of the
combination of SPIs, KPIs or PIs the office wants to measure. When an SPI is included in the
plan, the KPIs and PIs required to calculate that SPI are included automatically. Other
information like metadata (optional) and a schedule and distribution list are also part of a
KPI Plan. KPI Logs are generated from the plan and used by the vessel installations to carry out
the reporting.
When the basic information is ready, the office can create and distribute a KPI Plan:
1. Using the KPI Plan window, the office selects the SPIs, KPIs or PIs they want to measure.
See section 9.2.1.
2. The office defines the distribution of the plan - to which vessels it applies - and the
schedule - when the PIs should be reported.

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See section 9.2.1.1 about distribution.

See section 9.2.1.2 about scheduling.
3. The finalised plan is activated and the first KPI Log is generated manually. See section
9.2.1.3.
4. The vessels receive the KPI Log and report the included PIs there, as well as any included
metadata. See section 9.2.2.
5. Run the automatic calculation: AMOS calculates the KPIs based on the reported PIs and
then derives the SPIs from that. See section 9.2.2.
6. Use the Work Flow to submit the finished log. See section 9.2.2.
7. The office can use the reported data and calculations in the KPI reports. See section
9.2.3.

9.2.1 Creating A KPI Plan

The office should use the KPI Plan window to define a regularly scheduled plan and group the
SPIs, KPIs and PIs which they want to evaluate. The SPIs in turn include the PIs the vessels will
report on and the KPIs which will be calculated from the vessel data.
To create a plan:
1. Go to KPI > KPI Plan. Click New or OK in the filter.
2. Lookup the Standard and enter a Code and Description.

3. Open the SPI tab. Using the lookup, add the required SPI(s) to this plan:

Although they will not appear in the KPI Plan window, selecting SPIs automatically
includes the PIs and in turn the KPIs which are required to calculate each SPI.
You can also select individual KPIs and PIs in the relevant tabs to be reported on without
link to a specific SPI.
All SPIs, KPIs and PIs included in one plan must belong to the same Standard as is
selected on the General tab.

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NOTE: Once you have selected a standard and added the SPIs, KPIs and PIs to the
window, do not change the assigned standard on the KPI Plan window General tab.

4. Save the plan. Define the list of installations to distribute the plan to and the schedule by
which the vessels should report.

9.2.1.1 KPI Plan Distribution

Select a plan in the KPI Plan window and open the Distribution tab. Choose the individual
installation(s) or the installation group(s) the selected plan applies to.

Save the distribution plan. Press the F5 key to refresh the window and view the installation(s)
as added to the Effective Distribution list:

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9.2.1.2 KPI Plan Scheduling

Select a plan in the KPI Plan window and open the Schedule tab. Select an installation on the
left and define the starting schedule for it:

Make sure to activate it by checking the Active box. Do the same for every listed installation.
Save the schedule.

9.2.1.3 Activating And Generating A KPI Plan

When a KPI plan is ready, an office user manually generates the first KPI log. After the first time,
AMOS will generate the following logs according to the user-defined schedule. Vessels report
the PIs in the KPI log and the collected results will be stored in the KPI Log window.
To put a plan into use:
1. Select a completed and saved plan in the KPI Plan window.
2. Activate it using the Work Flow. Save the KPI Plan window.
3. Generate the first instance of the KPI log manually - go to Actions > Generate Task.
4. Select Generate under KPI -KPI Log and click Create.
5. The first instance of the plan is generated for each installation with an active schedule.
From now on, AMOS will generate the upcoming logs automatically according to the
defined schedule.
If you also checked Show, the KPI Log window opens directly. The KPI Log entry can also be
found in the Planner window, according to the scheduled due date.

NOTE: Once you have activated a plan and generated the first log, do not change the
standard already assigned on the KPI Plan window General tab.

9.2.2 Working In The KPI Log

A KPI Log is a record of entries made in response to a KPI Plan. Each log contains the metadata
and PIs required to calculate KPIs. The KPIs are used in turn to calculate the selected SPIs. KPI
logs are distributed according to the installations selected and schedule defined in the KPI Plan
window.
The selected vessels receive the KPI logs according to schedule:

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A vessel user must provide answers for all included PIs and then run the automatic calculation.
AMOS will then calculate KPI values and ratings and SPI ratings using the data provided. If
active metadata is available, it will appear in the Metadata tab and the vessel user must provide
it as well.

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To report a KPI Log:

1. Go to KPI > KPI Log. Select a log entry and open the PI tab.
2. The reporting entry method for each listed PI depends on the Method defined in the PI
Performance Indicator window1. Enter the Values.
3. Click Save to automatically fill the Recorded date and user name for each entry.
4. If any metadata was included in the KPI Plan it will be listed in the tab here; complete it.
The reporting entry method for metadata depends on the Method defined in the
Metadata window.2

5. When all the data is complete, click the Calculate button on the toolbar. The KPI
Values and Ratings and the SPI Ratings are all calculated automatically and shown in the
tabs.
See section 9.1.3.1 to read about how AMOS calculates KPI Values and Ratings.
See section 9.1.4.1 to read about how AMOS calculates SPI Ratings.
If any PIs or metadata are missing, AMOS will inform you and the related KPIs and SPIs
will not be calculated.
6. When the entire log is complete, use the Work Flow to Activate the results3 . Depending
on your internal processes, the activated KPI log might be reviewed by the office before
it can be considered final.
7. Once reviewed and complete, use the Work Flow to Submit the log. Again, a log cannot
be submitted if any PIs or metadata are still blank.
Submitting the finalised log closes it and generates the next one according to the planned
schedule. The office can access the KPI Log data for use in the KPI reports.

9.2.3 KPI Reports

Once the data has been gathered in the KPI Log and the sites have submitted the resulting
calculations, the office can use the results in the KPI reports. AMOS provides several standard
KPI reports in the Report Manager > Report (View) window:

The Log Value reports show the KPI/PI/SPI values from the KPI Log window such as code name,
dates, reported values, etc.
The Selected Trend reports show the KPI/PI/SPI trends from the KPI Log window, as a line
graph displaying a different coloured line for each installation. You can select to display an
installation or installation group, the KPI/PI/SPI to graph and Work Flow status. The report
contains the information such as: name, Work Flow status, trend values, etc.

1See "PI - Performance Indicators" on page 170 for information about reporting methods.
2See "Metadata" on page 172
3The KPI Log Work Flow transformation to Active status should be flagged as an Extra Starting Point so that
scheduled or triggered logs created automatically will also become active immediately.

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The Common Group in the Explorer Bar is a group of registers that contain the general
information which appears in the lookup lists in most windows of the application across all
modules. A register is a list of related information that is entered into a database. The
information can be for example a list of the ports your organisation uses, the currencies you
use, necessary addresses, etc. These registers will be populated by the system administrator. It
is unlikely that you will need to change the information they contain. If, however, information is
missing from a register that is required somewhere else (for instance, a currency rate must be
updated) contact your system administrator.
Also included in the Common group are several license activated functions. If you have
purchased the necessary licenses these will be visible in your Explorer Bar.
The Registers in the Common Group are:
Library Port/City
Location Airport
Address External Resource
Agent Union
Courier
Available according to your license are:
Event Change Request
Mail Handling Port Call
Minute of Meeting

NOTE: Module-specific registers (i.e. the Activity, Rank, registers for Staff Management; Cause
and Class for Maintenance, etc.) are contained in the window at Configuration > Common
Setting and are covered in the AMOS Configuration and Administration Guide.

10.1 Adding Information To A Register

The procedure for adding to the registers is similar for the majority of the registers although
some are more complicated than others. To add a record to the register:
1. While the appropriate register is open, click the New button in the toolbar. A new line or
set of blank fields appears in the list of data already contained in the register.

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2. Enter the necessary information into the appropriate fields and select information from
drop-down lists and lookup lists where applicable.

NOTE: Information in drop-down lists is taken from other registers so you may need to
add data to these other registers before you can complete the register you are
currently working on.

3. Click the Save button.

10.2 Deleting Information From A Register

The procedure for deleting information from the registers is the same for each one.
1. Open the required register and click on the line in the list that you wish to delete.
2. Click the Delete button in the toolbar. A question box appears asking you to confirm the
deletion.
3. Click Yes to confirm the deletion or No to cancel it.
4. Click Save. If the data you have deleted is used in another register you cannot save the
changes.

10.3 Location Register

Use the Location register to define codes and names for the physical locations at your
installations. Locations are arranged in a hierarchy to reflect your actual structure.
l To add a new root location click on an installation icon and then click New on the
toolbar.
l To add a sub-location select the correct parent location folder and then click New.
Enter a Code and Description. Any Stock , Functions and Assets which are linked to these
locations will be listed in the read-only tabs in this register.

10.3.1 Printing Labels For Locations

You can print identifying labels from AMOS to place on parts - assets and stock items - or on
locations such as a certain shelf in a warehouse. Standard label templates are included ready-
to-use with AMOS and can be modified.
Once labels are in use and have been printed for all parts and locations, generally only newly
registered locations will require a label to be printed.
Label printing capabilities from the Location window are access controlled:
Security > Group Access > Function tab > Material > 'Location – Print Labels'
To print labels from the Location window:

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1. Select a location in the hierarchy which has some stock stored at it:

2. Open the Actions toolbar and click the Print Labels button.
3. A Send dialog opens. In the Send Details tab select a Printer:

4. Open the Additional Options tab:

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l Select 1 to print one label for the entire quantity of each stock item at the location,
regardless of how many pieces of each item are actually in stock.
l Select Quantity in Stock to print one label for each piece of every stocked item.
5. Click OK to print.

10.4 Address Register

The Addresses register is for storing information about all the companies, groups and
individuals connected to your organisation. Because the Address register is Work Flow driven it
is flexible and you can change the statuses for the addresses as necessary - for example, as they
go in and out of use. Information you can provide about each address in the General tab is
described below.
Groups and Categories
You can Group the addresses and Categorise them: for example, categorise addresses by
classification society.
To group and categorise the addresses, the groups and categories must already be defined in
Configuration > Common Settings > Address > Category/Group.
Address Classes
You can also define one or more Classes for each Address record - for example one address
could be both a Supplier and a Manufacturer and therefore belongs to two classes. The
number of classes you can define depends on the setting of the parameter 'Classes per
Address'. Setting classes helps AMOS to filter the selection lists that appear with lookup
buttons throughout the system. Every address must have at least one class assigned to be
available in the correct filters/windows. To add a new class:
1. Click in the Class area on the General tab.
2. Click New on the toolbar. You will get a drop- down list where you can select the
appropriate Class.
Default Procurement Terms
If your AMOS system license includes the Procurement module, you will see a section called
Default Procurement Terms. If you are registering a supplier's address, use these fields to
define that supplier's Payment Terms and Delivery Terms. The defaults you set here will then

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appear in Procurement Documents when the selected Supplier is linked to a form. The list of
default terms must already be entered in the Procurement registers at Configuration >
Common Settings > Procurement.
Country and Currency
When you select a Country for a new address you are adding, if a currency code is already
defined in the Countries register it will appear in the Currency Code field. You can select
another currency if required. The Currency Code set here will then accompany the address
when it is used for example, for a Supplier on a Procurement Document.
Quality Assurance
Using the lookup on the QA Grading field, you can select a Quality Assurance Grade for the
selected address. QA Grades are defined when your company assesses the performance of the
vendors you procure goods and services from. The resulting QA Grades can be displayed in this
field for the selected vendor. It is possible that the assessment could result in a vendor being
blacklisted, meaning that nothing will be purchased from them. QA Grades must be listed in the
register at Configuration > Common Settings > Address > QA Grading to be available for
selection here.

10.4.1 Address - Product/Service Types

In the case that an address belongs to a supplier, maker or manufacturer for example, you can
maintain a list of available products and services linked to the address. This is done in the
Product/Service Type tab:
1. Select an address in the list part of the window. Open the Product/Service Type tab.
2. Click the New button inside the Product/Service Type tab and then use the lookup to
select the item or service this supplier can provide.
3. Click the New button again to add as many items as required.
To use this feature, Product and Service Types must first be defined in the register at
Configuration > Common Setting > Address > Product Type. For more on this register refer to
the AMOS Business Suite Configuration and Administration Guide.

10.4.2 Address - Contacts

You can define multiple Contact people for any given address in the Address register Contacts
tab. To add a new contact:
1. Select the address in the register list and open the Contacts tab.
2. Click inside the left part of the screen, and click the New button on the Main toolbar.
3. Fill out the details on the left side and they will appear in the list to the right.
4. Click inside the left part again and click New to empty the fields and add another
contact.
5. For each contact person, specify the preferred method of communication from the
Comm. Method drop-down list: E-mail, Print, Fax or Portal.
6. To define one of these people as the main contact, check the Is Main checkbox. You
cannot check this box for more than one contact, and the selected one will appear on
the General tab. The Main contact is the default for all automatic communications with
this address, such as emails.
7. Users can issue emails and faxes to any of these addresses/contacts, via the Send dialog.
The Send dialog is opened by clicking the Print button in various windows: the user can
then select an Output Format and a recipient. The relevant fax numbers or email
addresses will then be available for selection from lookup lists.

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Procurement Documents can be sent to external recipients using the Work Flow which
also opens the Send dialog. In this case, the Main contact and the preferred method of
communication for the Supplier address on the procurement document will appear by
default in the Send dialog along with the relevant email address or fax number.
8. Check the Is Active checkbox for every contact in your list that is currently in use. If this
checkbox is not marked or the check is removed, that contact will not be selectable for
use with this address. However, the details will still be stored and the record is not
deleted.
9. Save the window.

NOTE: To send faxes, AMOS Mail must be installed. Portal output is only available if your
system license includes e-Business. AMOS e-Business is discussed in the AMOS Configuration
and Administration Guide.

10.4.3 Address - Assigning Portals

The AMOS e-Business Partner solution allows users to send procurement documents such as
Requests for Quote and Purchase Orders electronically, directly to suppliers by sending the
form to a portal using a third party portal provider - an e-Business Partner, such as ShipServ.
Forms are sent to portals via the Work Flow. Choosing the Work Flow action linked to the
system action Print, in either the Quotation window or the Procurement Document window
causes the Send dialog to appear, with the supplier address and portal specified, if:
l there is a default Portal assigned to the address on the form, and
l the Main contact person on that address has their Preferred Method of communication
set to Portal.
For each of the suppliers you will exchange procurement data with using e-Business, you need
to connect the supplier record in your system to the portal by listing the available portals in the
Address register:
1. Go to Common > Address. Use the filter to search for an address that already exists, or
click OK to go straight to the window.
2. Select a supplier address and open the Portals tab. Click the New button on the Main
toolbar to add a new line.

Figure 19 Address register, Portals tab

3. Use the lookup button to select a Portal Type.
4. Enter a Portal ID - this is the membership identification number issued by the portal
provider to indicate where they transaction request comes from.
5. Mark the Portal as Default. Then, open the Contacts tab.
6. Select the Main contact. Set this person's preferred Comm. Method to Portal. The
portal you marked as default above will be used automatically with this contact person
as the default output device for any communications with this address.

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Figure 20 Setting a Main Contact and Comm. Method

7. Save the record.

10.4.4 Address - Banks

Vessel owners, operators, manning agencies and other addresses in this register will have bank
accounts and details for paying out employee salaries and other contributions. List the bank
accounts for any selected company address in the Bank tab: use the lookup button to select a
Branch and fill in the Account Number and Name.
Agents and companies who are responsible for paying out wages need bank accounts to pay
remittances. If you enter more than one bank account against an agent or company address,
flag one as Default : the default account is proposed automatically by the system, when
remittances are created for payments which are to be paid by this agent or company1.

10.4.5 Address - Fees

Register fees against travel agent address entries. The Fees tab is only available for addresses
with class 'Travel Agent'.
1. Filter for travel agent addresses:

2. Select an address. Make sure that the Class on the General tab is set to 'Travel Agent':

1The agent or company pays remittances to employees whose payroll contract specifies this agent/company as the
'Paying Company'.

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3. Open the Fees tab and click New on the Actions toolbar.
4. Lookup one of the travel agent-related costs:

5. Flag 'Display by Default' to include the cost whenever this travel agent is selected on a
travel request. If you have multiple entries, you can define the Sort Order they should
appear in.
The travel agent's currency as defined on the Address window General tab1 is supplied.
Add the cost as a percentage or an amount:

6. Save and exit the register.

10.4.6 Printing Address Labels

You can print identifying labels from AMOS to place on parts - assets and stock items - or on
locations such as a certain shelf in a warehouse. Labels can also be printed for addresses listed
in the Address register as well. Standard label templates are included ready-to-use with AMOS
and can be modified.
Label printing capabilities from the Address window are access controlled:
Security > Group Access > Function tab > Framework > 'Address – Print Labels'
To print address labels:
1. Select an address in the window. Or select multiple addresses by flagging the checkboxes
next to the ones you want to print labels for.

2. Open the Actions toolbar and click the Print Labels button.
3. A Send dialog opens. Select a Printer.
4. Click OK to print.

1If no currency is defined on the address record, AMOS will prompt you for one.

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10.5 Agent Register

The Agent register is for maintaining a list of ships' Agents that your organisation deals with in
every port. For each agent you keep a record of all contact details and can add external files
(such as a copy of your contract arrangements, etc.) and detailed notes.
For each Agent fill in the General tab details and then use the Contact tab to list each person
you deal with at that agency. Remember to flag contacts who are in use as Active. Only one can
be flagged as the Main contact. This person's details will appear on the General tab of the
register. The main contact's Communication Method will appear on the General tab in the
Output Format field. The preferred method of communication as specified here will appear by
default along with the relevant email address, fax number or portal when a user selects this
agent to communicate with.
Open the Ports tab and click New on the toolbar to register a list of any ports this agent
handles. The Agent will then be cross-listed in the Port/City register on the Agent tab for every
relevant port.
The Agent register is Work Flow driven and you can change the status of each record as
necessary.

NOTE: To send faxes, AMOS Mail must be installed. Portal output is only available if your
system license includes e-Business. AMOS e-Business is discussed in the AMOS Configuration
and Administration Guide.

10.6 Courier Register

The Courier register is for maintaining a list of the couriers that your organisation uses. The
information entered here will be available in the Mail Handling window. For each courier, this
register contains a list of all the contact details necessary to use the courier.
For each Courier fill in the contact details and specify the Preferred Communication Method
from the Output Format drop-down list: E-mail, Print, Fax or Portal. The preferred method of
communication as specified here will appear by default along with the relevant email address,
fax number or portal, when a user selects this courier to communicate with.
The Courier register is Work Flow driven and you can change the status of each record as
necessary.

NOTE: To send faxes, AMOS Mail must be installed. Portal output is only available if your
system license includes e-Business. AMOS e-Business is discussed in the AMOS Configuration
and Administration Guide.

10.7 Port/City Register

The Port/City register contains a list of the ports and cities that your company vessels visit.
The General tab contains such details as the name and code of each port or city, its exact
location and country, and also sections for any necessary remarks or notes applicable to the
selected port/city. It is important to check the appropriate checkbox - Is Port or Is City, or both
checkboxes, as applicable.
Open the Agent tab and click New on the toolbar to register a list of any agents who handle
work in this port. Any port you list an agent for will then be cross-listed in the Agent register on
the Ports tab.

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10.7.1 Port/City - Airports

To enter an airport in the Port/City register Airports tab, you first must set up the Airport
register. See section 10.8.
Open the Port/City register Airports tab and ensure that the correct Port/City is selected in the
list part in the bottom of the window. To add a new airport to the list for the Port/City, click the
New button on the Main toolbar. Use the lookup button to select an airport from the Airport
Register. If it is the main airport you will use in that Port/City, check the Is Main checkbox.

10.7.2 Port/City - Master's Notes

The Port/City register Master's Notes tab allows vessel masters to add notes regarding the
selected Port/City for other masters to read. To enter notes:
1. Ensure the correct Port/City is selected. Open the Master's Notes tab.
2. Click the New button on the Main toolbar.
3. Enter a subject for the note in the Description field.
4. Enter the notes in the Notes area.
5. Check the Broadcast checkbox to automatically distribute the notes from your office
database to all your vessels.
6. Click Save.

10.8 Airport Register

The Airport register is for maintaining a list of the airports that your organisation uses. You can
enter detailed information about each airport as needed. This information is used in the Staff
Management windows and in the Port/City register.

10.9 External Resource Register

Various tasks can be assigned to external resources as well as internal resources (your own
employees). External individuals should be registered here.
To register an external resource:
1. Click New and enter a Code and Description on the left side of the register for the
position, not the person - for example, DNV Class Surveyor.
2. Click in the right side of the window and then click New again.
3. Lookup the Address and information for the company or manning agent that the
resource belongs to.
4. Save the entry. You can enter multiple address records as needed for every external
resource position you define on the left side.
Defining Rates on External Resources
When maintenance team budgeting is in use, you can track the cost of external resources while
reporting on work orders. To do so, define rates of pay for each resource:
1. Select or add a resource on the left side of the window.
2. Click in the Name field and remote open1 the Address window.

1How you open remote windows depends on the setting of the system parameter/user preference 'Remote
Window Activation'.

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3. Open the Rates tab. Click New on the toolbar.

4. Lookup and define rates and Save the register.

10.10 Union Register

The Union register is for maintaining a list of Unions and their associated offices together with
addresses and contact details. When a crew member is employed through a union, all
communication between the employer and employee goes through the union office the crew
member is enlisted from.
To register a union:
1. Click in the left side of the window and then click New on the toolbar.
2. Enter a Code and Description.
3. With the correct union selected, click in the right side of the window and then click New
again.
4. Enter a Code and Description in the Offices list. Use the lookup to select the Address for
this office.
To make an address available for selection here it must already be saved in the register
at Common > Address, with its Class set to Union.
5. Add as many offices as required. Flag one of the offices as the Main one.
6. Save the union.
Once listed here, the union(s) an employee belongs to can be assigned to each individual in the
Employee window.

10.11 Planned Event

Use the Planned Event window to keep a register of recurring events - instances of Trigger
Events such as Arrival - which occur persistently again and again. Relevant activities can be
linked to these events and when triggered they will cause the creation of maintenance or
quality work orders, inspections, audits or deliveries, as appropriate.
To create a Planned Event:
1. Register the recurring trigger event in the Configuration > Common Setting > Trigger
Events register and check the Is Planned box next to it. See section 10.11.1.
2. Register the repeating instances of the event in your system as individual events
available for planning. This is done in the Planned Event window. See section 10.11.2.
3. Link all the activities which should occur during a planned event to the record created in
the Planned Event window. This is done in the Planner window or in the window the
activity originates in (i.e. an activity might be an inspection, and so it originates in the
Inspection window). See section 10.11.3.
The new planned event will be triggered automatically upon saving and work orders will be
generated.

10.11.1 Register The Recurring Trigger Event

To register a trigger event:

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1. Go to Configuration > Common Setting > Common > Trigger Events.

2. If your event is not already there, add it: click the New button on the toolbar. Enter the
event name.
3. Check the Is Planned checkbox next to the new entry - or any other entry which you
want to handle as a planned event:

4. Save and exit the register.

10.11.2 Register The Planned Event

Go to Common > Event to register your Planned Event triggers:
1. Click Newon the toolbar.
2. Use the Event lookup to select a Trigger Event defined as a Planned Event. For example,
the Trigger Event 'Arrival' is a recurring event that happens over and over.
3. Enter a name in the Description field for this particular instance of the event Arrival - i.e.
Arrival Miami.
4. Select the Port the event will take place at.
5. Set up a schedule with the Planned Start date and Estimated Duration of the event.
These dates can be adjusted in the Planner window.
After the event takes place you can update the schedule area with the actual Started and
Finished dates and times.

6. Once you have defined an instance of a Planned Event, link all the activities which should
take place during it. Activities include Work Orders to be carried out, Procurement
Deliveries, and Inspections or Audits to be performed. See section 10.11.3 about linking
activities.

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7. Save the event. AMOS will automatically trigger the planned event and generate work
orders for any work instructions associated with the selected trigger in the Trigger Events
register:
l If active work orders already exist you will be given the option to create new ones, or
not. The work orders will be listed in the Activities tab of this window.
l The Planned Event will also appear in the Planner window along with the generated work
orders.

NOTE: If you delete a Planned Event the activities linked to it will be disconnected but keep
the same due dates.

10.11.3 Linking Activities To Planned Events

The Planned Event window Activities tab is a read-only record of all the activities scheduled to
take place during an event. The information listed here is taken from the Planner window
and/or the activity's own window (Inspections, Deliveries etc).

E XA MP LE
An Inspection is scheduled as an activity to take place in port during the event 'Arrival Miami'.
The details of the inspection appear in this tab. You can remote open1 the Inspection window
from any inspection line.

Work orders for maintenance or quality work instructions linked to the trigger will be generated
automatically when you save a planned event; deliveries, inspections and audits have to be
linked manually. You can also add further work orders if appropriate. There are two ways to
add activities:
Add Activities From Inside Other Windows
The Maintenance/Quality Work Order, Delivery, Inspection, and Audit windows all contain a
lookup called Planned Event. Use this lookup to assign the selected record in any of these
windows, to a planned event. The activity's due date will change to match the start date of the
Planned Event:

1How you open remote windows depends on the setting of the system parameter/user preference 'Remote
Window Activation'.

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Upon saving the activity is linked to the event and will appear in the Activities tab of the
Planned Event window and on the chart in the Planner.

When you link a work order to a planned event the work order's due date becomes the date
the planned event will take place on, and the work order is locked so that its dates cannot be
changed.
Drag an Already-Defined Activity Onto an Event in the Planner
The Planner will display Planned Events in the chart, with defined Activities listed on the left
side. Dragging the bar that represents an activity onto an event will reset the planned dates for
that activity to match those of the event. You can drag an activity off of an event to remove it.

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Remember that events/activities which have been started or finished cannot be moved.
You can also change the date of a Planned Event itself. This will also move all linked activities.
Your changes will be reflected in the Activities tab of the Planned Event window and in the
Activity's own window. Holding the CTRL key and double-clicking on an activity bar in the chart
will open the activity's window.

10.12 Mail Handling

The mail handling function allows the tracking of any mail - packages, letters, memos, etc. sent
to and from vessels. This module provides vessel captains with an overview of what to expect
to receive during port of calls, and changes of itinerary.
The mail operates in three scenarios:
l The office can gather mail received for a particular vessel and regularly send it to a ships
agent for delivery on board.
l The office can gather mail but send it with personnel due to visit the vessel, or joining
crew members.
l The vessel can prepare mail packages containing documents such as end of voyage
reports, end of month reports etc. and send it to the office.

10.12.1 Preparing And Sending Mail

Your office and vessels can prepare packages to send back and forth. The designated person
can gather together any letters, documents etc. that must be sent on a regular basis and send
them to the ship or office for distribution. Each time this is done, the sender should record it in
the mail handling window so the mail can be tracked and properly delivered.
To create a record for a new shipping:
1. Open the window at Common > Mail Handling.
2. Click the New button in the filter. The mail handling window opens with a list of existing
records at the bottom and blank fields at the top for the details of the new registration.
3. Fill in the fields.
The mail content can be updated several times with the status Draft.
4. Open the Cost tab to record details about the cost of the mail - the date, the expected
cost, and, after payment is made, the actual cost.
5. Save the changes.

10.12.2 Changing The Status Of The Mail

As the mail progresses through the stages of the Work Flowchange the status accordingly. The
actions available in the Work Flow window depend on the current status of the selected mail.
When the mail is finalised and sent, change the status to Sent:
1. Select the mail that has been sent. Ensure that it has been saved.
2. In the Main toolbar, click the Work Flow button. The Work Flow window opens.
3. There are two actions available:
l Cancel - change to status Cancelled, if the mail has for some reason not been sent. The
record will remain in the list.

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l Send - change to status Sent. If the mail has been sent out, then choose action Send to
reset the status to Sent.
4. When you click OK you will return to the Mail Handling window. The status of the mail
record will have changed according to the action you applied to it. If the mail now has
status sent, then today's date and your UserID appear automatically in the Sent field
under Flow Milestones.
When your vessel or office receives the mail, update the the status of the Work Flow in the
same way, to Received and Filed. At this time you can also add comments into the Remarks
field.

10.13 Minutes Of Meeting

Meetings are a common part of any organisation. Keeping a record of these meetings is vital to
ensure formal evidence of any issues raised and decisions made at a particular meeting. The
Minute of Meeting (MoM) function allows you to schedule meetings as necessary, create a list
of attendees, and notify these participants of the pending meeting, date, time and subject.
After the meeting, you can use MoM to note the attendance of participants, record minutes,
and maintain a historical archive. Minute of Meeting is Work Flow driven.

10.13.1 Scheduling A Meeting

1. Go to Common > Minute of Meeting. Click New on the filter.
2. Fill in the fields.
3. Save your information as you go. It will appear in the list in the bottom of the window as
a new record.

10.13.2 Creating A List Of Participants

When you schedule a meeting, the next step is to create a list of the employees who you want
to attend the meeting. After creating the list, you can send notifications to the selected
participants. To create a list of meeting participants:
1. In the right hand side of the screen is a blank area with column headers. Place the cursor
here and click.
2. In the Main toolbar, click the New button. A row of empty fields will appear under the
column headers.
3. Click the lookup button to select a participant by Company Position. The name of the
person who covers the position you choose will appear in the data fields.
4. Save the information. Repeat these steps until you have finished adding employees to
the list. To delete an employee, select the line and click the Delete button in the Main
toolbar.
Beside each name in the list is a Present checkbox. After the meeting you can check the boxes
of all who attended.

10.13.3 Changing The Status Of A Meeting

NOTE: To change the status of a Meeting, you must be granted the relevant access rights.
The actions available to you in the Work Flow window depend on the current status of the
meeting record. For example, a record with the status Approved can only progress to the
status Verified, and then from Verified to Filed, etc.

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In the example to follow, the meeting has taken place as scheduled and so you wish to update
the Work Flow status:
1. Open the Minutes of Meeting window and search for the record you want in the filter, or
select the desired meeting from the list at the bottom of the window. If you are already
in the window, ensure that the meeting record is saved.
2. Since the meeting has already taken place, enter the minutes into the Notes free text
field. To keep track of attendance, in the list of participants check the boxes beside the
names of those who were present.
3. In the Main toolbar click the Work Flow button. The Work Flow window opens,
displaying the action File, to Status Filed.
4. Select the action and click OK. The window closes and you return to the Minutes of
Meeting window.
5. The Status field will now display the new status Filed. In the Progress Stages area, the
current date and your user name will now appear in the data fields beside the newly set
status.
6. Save the changes.

10.14 Change Request

The Change Request function is designed for suggesting and recording amendments to
particular aspects of your organisation. The possibility for change can arise in several scenarios:
l You might suggest a change, improvement or amendment to a particular form or
document already existing in your company.
l You can request the addition of information to your database - for example, coding for a
new Stock Item, etc.
l If you find information that needs correction, you can use Change Request to request
the correction - for example, an incorrect or misspelled Maker on a stock item.
l If a configuration change is needed, raise the request for the change here - for example,
to ask for a password change or access setting change.
Together with the AMOS Audit Dashboard, the Change Request module provides valuable
information about the evolution of your AMOS system. The Audit Dashboard logs the changes
that are made, and the Change Request window is a record of why each change is made.
Change Requests are Work Flow driven.

10.14.1 Creating A New Change Request

If you have a new suggestion or amendment for a particular aspect of your company, create a
Change Request to enter it in the system:
1. Go to Common > Change Request. A filter opens. Click New.
The Change Request window opens.
2. Enter a Code and Title for the change request.
3. Use the Entity Name lookup button to choose the particular item to which you want to
make a change.
4. Enter a Description of the proposed change.
5. Save your information as you go. It will appear in the list in the bottom of the window as
a new record.

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10.14.2 Changing The Status Of A Change Request

The Change Request function is driven by your Work Flow. The actions available in the Change
Request Work Flow are pre-defined and depend on the current status of the selected Change
Request.
To change the status of a Change Request:
1. In the Change Request window, ensure that the Change Request whose status you wish
to change is selected and saved.
2. In the Main toolbar click the Work Flow button. The Work Flow window opens.
3. The actions available depend on the current status of the selected Change Request.
Choose the appropriate action to change to the desired status.
4. Click OK. The window closes and you return to the Change Request window.
5. The Status of the selected request will now be changed to reflect your selection.
6. Save the changes.

10.15 Library
The AMOS Library module provides a way to easily and effectively manage your inventory of
onboard publications. Industry regulations and standards require you to carry onboard a large
number of publications such as hard copies of rules and regulations, nautical charts and
publications and industry specific guidelines, as well as ship's drawings and technical
equipment manuals. Together, these are commonly included in what is called the Ship's
Library.
Some publications, such as rules, are subject to amendments and editions or revisions.
The Library window provides a register of these publications with classifications attributes for
searching and filtering. It is also possible to produce a simple report with an inventory of the
library's contents.

10.16 Port Calls

Use the Port Calls window to keep a register of upcoming individual port calls and the activities
which will take place during each one. As port calls are completed and the vessel departs, the
status on a port call should be changed to 'Departed' and it will no longer show up in the list.
To initiate port call events a list of trigger events with Maintenance and/or Quality work
instructions already linked to them must be available in the system.
To organise a Port Call in AMOS:
1. An office user registers/maintains a list of upcoming port calls. See section 10.16.1.
The list of port calls will be available in the Initiate Events dialog for use with trigger
events.
2. Activating a port call event does not generate inspections, audits or deliveries: these
activities must be linked to port calls manually. See section 10.16.2.
Crew Changes can also be linked to port calls.This updates the Crew Planner and
Dispatch windows with port call information like sign-on/sign-off dates and a reference
to the port agent. See section 10.16.3.
3. A user on board selects a trigger event in the Initiate Event dialog and links it to the port
call it applies to. See section 10.16.4.

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Initiating the trigger event generates work orders for all work instructions linked to the
trigger. The work orders will be listed in the Maintenance or Quality Work Order
windows and scheduled to take place during the port call. The work order details will also
appear in the Activities tab on the Port Call window. See section 10.16.2.

10.16.1 Register And Maintain A List Of Port Calls

Go to Common > Port Call to open the list port call list. This list should be created/maintained
in the office:
1. Select an installation in the hierarchy. Details from the Installation window are displayed
when an installation is selected:

2. Click New on the toolbar.

3. Select a Port and an Agent:

4. Enter an estimated Duration in hours and an estimated Arrival Date.

5. Add any Notes as needed and Save the port call. If the port call is planned and definite,
use the Work Flow to confirm it. When the vessel does arrive, change the Work Flow
status to Arrived. This will update the Arrival Date field on the linked activities.

10.16.2 Port Call Activities

The Port Call window Activities tab is a read-only record of all the activities scheduled to take
place during each port call. The details listed here are taken from the activity's own window
(Inspections, Deliveries etc).
l Some activities can be added to port calls automatically - work orders generated for any
work instructions linked to the associated trigger event.
l Other activities must be linked manually - inspections, audits and deliveries.

10.16.2.1 Adding Activities To A Port Call

Maintenance/Quality work orders, inspections, audits and deliveries can be scheduled as
activities to take place during a port call. Activating a port call does not generate this kind of
activity - they must be linked to port calls manually.

E XA MP LE
An existing inspection should take place in a certain port. The inspection can be linked
manually to the port call and rescheduled to take place during that time. The details will
appear in the Port Call window Activity tab.

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The Maintenance/Quality Work Order, Delivery, Inspection, and Audit windows all contain a
lookup called Port Call, shown in the illustration below on the Inspection window. Use this
lookup to assign the selected record in any of these windows to a registered port call. The
activity's due date will change to match the arrival date for the port call:

The details will also be listed in the Port Call window on the Activity tab:

You can remote open1 the originating window from any entry.

10.16.3 Port Call Crew Changes

Once an assignment is confirmed, the plans to send to the current crew member home and his
replacement to the vessel must be set in motion. Use the Port Call window Crew Change tab to
register crew changes which will take place at upcoming port calls. The same link can also be
created from the Crew Planner Assignment Detail dialog.
l This updates the Crew Planner with the port call date for sign-on/sign-off (in the case
that an assignment is rescheduled).
l When an employee is listed in the Crew Change tab the corresponding assignment in the
Dispatch window shows the port call date for sign-on/sign-off and a reference to the port
agent, as well as the port of call itself.
To link a crew change to a port call:
An employee is currently signed on the MV Africa as 2nd Officer, and a confirmed replacement
is already planned for the next assignment slot. The current employee is scheduled to sign-off
on the 2 January and the replacement will sign-on the same day:

1How you open remote windows depends on the setting of the system parameter/user preference 'Remote
Window Activation'.

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The next upcoming port call is defined in the Port Call window:

With the same port call entry selected, open the Crew Change tab. Click New to get a new line
in the top of the window.
Use the lookup to select an employee who is confirmed to sign-on to the upcoming assignment
slot:

AMOS will ask if you want to automatically add the off-signing employee he will replace:

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Note that the two employee's Planned Sign On/Off dates now consider the date set for the
port call:

Add any other on- or off- signing crew members, and Save the window.
Open the Crew Planner. Notice that the sign-on/sign-off dates on the relevant assignment slots
have been updated:

The same link between a crew change and a port call can also be created directly from the Crew
Planner: double-click on an assignment slot to open the Assignment Detail dialog and choose
an existing port call there:

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After saving the changes in the Crew Planner, the Port Call window Crew Change tab will be
updated to contain the relevant crew member(s) name(s).
Port call information is added to the relevant assignment(s) on the Dispatch window:

10.16.4 Initiating Port Call Events

NOTE: A list of trigger events with Maintenance and/or Quality work instructions already
linked to them must be available in the system.

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The list of port calls created by an office user will be available in the Initiate Events dialog. A user
on board can select a trigger event in the Actions > Initiate Event dialog and link it to the port
call it applies to:

Click Create WOs to initiate the trigger event and generate work orders for all work instructions
linked to the trigger:

The work orders will be listed in the Maintenance or Quality Work Order windows and
scheduled to take place during the port call:

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See section 10.16.2 about port call activities.

The work order details will also appear in the Activities tab on the Port Call window along with
any manually added activities like inspections, deliveries etc.:

Triggers which are flagged to be handled as Planned Events cannot be linked to port calls:

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CHAPTER 11 The Planner

The information displayed in the Planner window is drawn from many modules, system-wide.
You can use the Planner window to view, reschedule and follow up on things like work orders,
meetings and activity logs, and the validity of passports, certificates and medical information.
Because all this information is contained and displayed together in one window it is very easy
for you to see how different entities in your system interact and affect one another - and
therefore keep on top of things.

E XA MP LE
It is easy to see not only what is happening in your own department such as a Maintenance
Work Order coming due, but also what is happening in other departments that might affect
your work order's scheduling - perhaps an audit planned for the same time might interfere.
When you see such a scenario in the Planner window you can reschedule one of the tasks
accordingly.

Which Types of Records Can You Plan in this Window?

Maintenance/Quality Work Orders Annotations
Certificates Deliveries
Audits and Inspections Minutes of Meetings
Non Conformity, Accident and Near Miss Action Employee Certifications, Medical Info, and
Logs Passports
Planned Events

11.1 Opening The Planner Window

To open the Planner window:
1. Select Actions > Planner on the Explorer Bar.
2. Filter and click OK to open the Planner.
3. The Planner shows the list of filtered records on the left side and the graphical timeline on
the right. Drag the bar in between the list and the chart in either direction to resize both
sides.
4. The timeline displays months, and inside of that, weeks. Drag the line between weeks or

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months to resize the width of all the columns evenly.

5. Different coloured bars represent each type of record on the chart.
Vertical red lines represent 'Planned Events' - trigger events that occur repeatedly.
Dragging bars onto these lines indicates that the activity the bar represents (a work
order, a delivery, etc) will take place during the scheduled event. Dragging the red line
changes the dates for the event itself.
For more about Planned Events, see section 10.11.

11.2 Working In The Planner Window

With a record selected in the Planner window you can:
l View the planned start and duration of a work order, or the date a certificate or
document will expire.
l See an overview of activities as scheduled for a defined time period and note possible
overlaps or conflicts.
l Hold the cursor over a bar in the timeline for a few seconds and a tooltip will pop-up
showing details for that record taken from the corresponding window.
l You can remote open 1 the corresponding window from any record in the list or its
coloured bar. Select a bar and press the F4 key to get a read-only preview window.
Before exiting the Planner window be sure to Save any changes. Records you have adjusted in
any way will show the changes in the corresponding window. So for example if you changed the
due date and lengthened the duration of a work order, the new date and duration will now
appear on that record in the Work Orders window.
Adjusting the Timeline
There are two toolbar buttons. Click Today's Date to cause the timeline to jump to the current
date and show you what is planned. A thick vertical red line in the chart indicates where Today
is.
Click Scale to open a dialog where you can set the timeline to rescale to a broader view of
Months or Weeks, or a more focused view of Days or Hours. You also set Start and End Dates
as boundaries for the timeline to display the information within.
Changing the Duration of a Work Order
Change the duration (and start or end date) of a work order, audit or inspection by clicking on
the very end of the bar and dragging it forward or back in the chart. You cannot however
change the duration or dates for a locked work order.
Rescheduling a Task
Reschedule a task to a new due date or change the validity period for a document by moving
the bar to a new location in the timeline. Click in the middle of the bar and move it forward or
back. When you click on and begin to move a bar, you will get a tooltip displaying the current
start/end dates, and it will scroll through dates as you drag. When you drop it, the new
start/end dates will appear in the tooltip and on the list record. Locked work orders cannot be
changed.
Working with Planned Events
Planned Events, or trigger events that occur persistently, are defined in the Planned Event

1How you open remote windows depends on the setting of the system parameter/user preference 'Remote
Window Activation'.

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window and appear here as vertical red lines in the chart. Bars that overlap the line of an event
represent activities (audits, work orders, deliveries etc) scheduled to coincide with that event.
You can adjust these events by dragging them to new dates. The activities move with them.
You can also drag activities onto or off of the Planned Events. Remember that events/activities
which have been started, cannot be moved.
For more about Planned Events see section 10.11.

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Index
Certificates 111
Surveys 111
A Certification
Accident Action Log 102 Linking Certificates to Annotations 112
Accidents 100 New 109
Actions 27 Vessel 109
Generate Tasks 29 Change Request 201-202
Initiate Event 27 Closing AMOS 27
Planner 30 Common Registers 185
Switch Installation 29 Communication Method 189
Activating Event Based Work Contacts 189
Instructions 80
Courier 193
Activating Triggers at an Installation 71
Custom Logo 5
Adding Content to a Document 39
D
Address 188
Dashboard 5
Contacts 189
Deactive Triggers at an Installation 71
Main Contact 190
Default Procurement Terms 189
Airport 194
Delete 26
Annotation 109
Desktop 5
Assessing Risks 113
Distribution 47
Audit Types 162
Effective 57
Status 164
Installation Group 56
Auditing Agenda 161
Document
Audits
Status 43
Costs 167
Templates 49
Documents 163
Document Distribution 47, 54
Forms 166
Document Handling
Non Conformities 166
Create Content 39
References 166
Read Log 47
Schedules 163
Referring Non Conformities 46
Scope 165
Window 39
Status 168
WorkFlow 43
Team 166
Dynamic Help 32
C
E
Calendars 24
Event Based Work Instructions 80
Certificate Types 109
Exiting AMOS 27

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Index: External Files – Periodic Work Instructions

External Files 34 Login 3-4

External Resources 194 Audit Log 4
External Template Logo 5
Preview a Document in QA M
Standard 62
Mail 199
F
Main Contact 190
F5 24
Mandatory Fields 24
Fast Find 20
Meetings 200
Field Chooser 20
Minute of Meeting 200
Field Tags 51
Minute of Meetings 200
Filters 18
Multi Select 17
Wildcards 18
N
Form Distribution 74-75, 78
NC Action Log 95
Forms on Work Instructions 78
Near Miss 103
Front Page 66
Near Miss Action Log 105
G
Non Conformities 92
Generate Tasks 29
Audits 166
H Cost 94
Help 32 Referring to Documents 46
I Type 95
Incident Action Log 102 Notification 32
Incidents 100 Tabs 33
Initiate Event 27 Notify 32
Initiating Port Call Events 207 O
Inspections 155 Output 24
Status 160 Output Format 24, 189-190
Installation Groups Agent 193
Risk Scenario Types 120 Courier 193
L Portal 25
Label Printing 186, 192 WorkFlow 25
Library 202 P
Likelihood Values 131 Password
Link Activities to a Planned Event 197 Changing 4
Local Scenarios 128 Periodic Work Instructions 70
Locations 186

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 Index: Planned Event – Self Assessment

Planned Event 195, 197, 213 Registers

Create 196 Adding 185
Linking Activities 197 Address 188
Planner Window 211 Deleting 186
Port Calls 202 Reporting Forms 74, 78, 87
Crew Change 204 Risk Assessment 113
Initiating 207 Risk Control 119
Portal Risk Index Acceptability 133
Default 190 Risk Level Acceptability 134
Main Contact 190 Risk Management
Ports 194 Causes 116
Preview a Document in QA Standard 61 Likelihood Values 131
Printing 24 Local Scenarios 128
Printing Labels Risk Control Measures 119
for Addresses 192 Risk Index Acceptability 133
for Locations 186 Risk Level 134
Procurement Terms 189 Severity Index 132
Product Types 189 WorkFlow 120
Q Risk Matrix 130
QA Standard 46, 57 Publishing 134
Inserting Document 46 Revisions 130
Preview 61 Risk Scenario Window 122
Preview a Document with External S
Template 62
Saving 26
QAGrading 189
Scenario Types 114
Quality Manual 39
Schedules 70
Quality Standards 57
Scheduling a Quality Work Instruction 70
Questionnaires 150
Searching
Revisions 152
Fast Find 20
Status 155
Security Attributes 34
Types 150
Self Assessment 143
Quick Launcher 10
Continuing an Existing
R Assessment 148
Read Log 47 Elements 139
Refresh 24 KPIs 140
Sub Elements 140

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Index: Self Assessment Parameters – Work Orders

Self Assessment Parameters Periodic Schedules 70

Revisions 138, 142 Reporting Forms 74
Self Assessment Revisions 148 Schedules 70
Sending Output 24 Scheduling 70
Service Types 189 Triggers 71
Severity Index 132 Work Orders 77, 84
Shortcuts 17 Create 27
Surveys 111 Reporting Forms 87
Switch Installation 29
T
Templates 35, 49
Field Tags 51
Toolbars 16
Translation 37
Trigger Based Work Instructions 71, 80
Trigger Events 195
Planned Events 195
Triggering a Work Instruction 80
Triggers 71
Activate and Deactivate 71
U
UDFs 35
User Defined Fields 35
V
Vessel Certificates 108
W
Work Flow 30
Log 31
Risk Management 120
Status 31, 43
Work Instructions 69
Activate or Deactivate Triggers 71
Create Work Orders 77
Event Based 71, 80
Generating Work Orders 77

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