Certificate Module

TM Master V2 is a fleet management system, and the certificate module will help you keep a consistent certificate structure across your entire fleet. The certificate module in TM Master v2 can keep track of all your certificates expiry dates, renewal history, and linked documents. (For example, a scanned version of the actual certificate). You can link a certificate to the unit/vessel itself, individual components and crew members.

The Fleet Certificate Module

• Certificate tree view
• Certificate types
• Actual certificates based upon selected certificate type

The certificate module window is divided into 3 parts.  

• The Certificate structure/tree
• This view lists all the certificate types found in the selected group in the certificate tree view.
• This view lists all the actual certificates which are based upon the selected certificate type.   

Certificate Structure 

To start using the certificate module, decide on how to organize your certificates. If you already have a way of organizing your certificates, manual in binders or in another system, you should be able to recreate your current structure using the tree structure in the certificate module. This structure will be available on board all vessels. Creating and editing the structure is only possible at the office.

To create a certificate group structure:

1. Click Fleet | Certificate overview.
2. Create a root folder by clicking the add root node button.
3. Enter the desired name for the node/folder.
4. Create a sub node/folder by first selecting the root node/folder you wish to add the sub node/folder to.
5. Click the add sub node button.
6. Give the sub folder a name.

Certificate Type    

In the Fleet | Certificate overview you first need to define the different types of certificates you need. It is important to note that you must define the type of certificate first, and then you can create actual certificate based upon that type. As an example, a “Health Certificate” can be a type of certificate. Creating Certificate types can be done both at the office and on board, but certificate types created on board are not validated and will only replicate back to the office. The certificate type created on board will not be replicated to other vessels before it has been validated at the office.

To create a Certificate type:

1. Click Fleet | Certificate overview.
2. Click New on the left-hand side in the top menu bar.
3. Fill in the certificate type values.
   
4. Name: Enter a descriptive name for the certificate type.
   1. Comment:  Add a comment or a description of the certificate if required.
5. This text will be available as the “General Comments for these certificates” field on the actual certificate.
   1. Code: This is a free text field and can contain numbers and letters and can be used to number your certificate types.
   2. Certificate group: Here you can select what group the certificate should belong to.
   3. Validated:  Only validated certificate types are replicated to vessels. Certificate types created on board are not validated (not possible to validate on board) and only replicate to the office, but not to other vessels. Once the certificate is validated in the office (box checked) the certificate type is replicated to other vessels.

To create an actual certificate:

There are several ways to create a certificate. It is the same procedure but different entry points.   As mentioned previously TM Master v2 has 3 different “owner” types: Crew, Component and Unit., and you can create the certificate on the “Certificate” tab on the “owner” of the certificate. The different entry points are described in step 1.

One of the following entry points can be used:

• Unit/vessel (Office only): Fleet | Units | “Double click unit” | “Certificate tab”
• Unit/vessel (On board): Ship | Details | “Certificate” tab
• Component: Inventory | Components | Double click component | “Certificate” tab
• Crew: Crew | Crew list | Double click crew member | “Certificate” tab

A certificate can also be created in the Inventory | Certificate module, but then you will need to specify the owner when the certificate is created.

1. Click the New certificate button.
2. Select the certificate type you want to create.
3. Fill in the certificate detail.
   
   
   1. Name: The name is picked up from the certificate type but can be edited if required.
   2. Owner: Depending on your entry point, the owner can be pre-set but can be changed by clicking the […] button, and then selecting the owner type. Then specify the actual component, crew member or unit/vessel.
   3. Issue Place: Enter the location (city/area) where the certificate has been issued.
   4. Issue date: Certificate issue date.
   5. Issued by: Who has issued the certificate (the source for this dropdown is the code list
   6. “Certificate issued by”)
   7. Issued country: Select the country where the certificate has been issued in.
   8. Remarks: This is a free text field where any additional information, not covered by the other fields in the certificate form.
   9. Certificate ID: Enter the certificates ID number, if available.
   10. Location: Select the storage location for the original certificate by clicking the […] button. The source for this list is the same location structure you find in the stock module.
   11. General Comments for these certificates: Here you will find any comment/description entered for the certificate type.
   12. Enter the expiry date(s) and enter an expiry interval. Depending on certificate requirement use the survey/renewal that is most suitable.
   13. Expiry date: This is the next expiry (next due) for this survey/renewal
   14. Window: Usually, it is possible to perform a survey/renewal within a period before and after the actual expiry. By clicking the […] button under “window” you can enter how many days, weeks, months or years before and after the expiry is allowed.
       
   15. The Renewal Window Form
   16. Expiry interval: After the first expiry, the next expiry date will be calculated based upon the set interval.  Intervals can be set to a given number of days, weeks, months or years.

Survey & Renewal Intervals

A certificate can have up to 3 different surveys intervals and one renewal interval. The interval to use depends upon the requirement of each individual certificate. The 3 different “Surveys” are: Complete, Annual & Intermediate. For certificates which require actual renewals, such as class certificates the “Renewal” interval is used.

The “Certificate history” tab 

The certificate history tab will keep track of all certificate renewals history.

The “Documents” tab 

The document tab works like all other documents tab in the program and allows you to attach document and other files to the certificate. By attaching a scanned version of the original certificate, you can create a digital certificate archive.

The “Certificate type” tab 

On the certificate type tab, you will find the central certificate type information for the certificate. Certificate type is described in a previous chapter.

Certificate overview and renewal due list 

Within the Inventory module group, gives users an overview off all registered certificates. The view is divided into parts. On the left the certificate structure tree is shown, on the right a list off the certificates within the selected certificate group on the left. Selecting the top level “All items” will list all certificates registered for the vessel.

To locate certificates that need a renewal:

There are two functions to help you locating the certificates that will or have expired.

Using the Filter View

1. Click Inventory | Certificates.
2. Tick the “Filter” check box found on the “ribbon” above the grid menu on the left-hand side.
3. Select a date range, by selecting a start date and an end date, for the system to check for expiring certificates.  
4. Click Refresh.

Using the Timeline View

1. Click Inventory | Certificates | “Time line” tab.

The certificates are listed vertically, grouped by the certificate group they are included in. Horizontally you will find the timeline, the yellow vertical line represent today. The certificate expiry windows are represented by coloured lines. Certificates not yet overdue are green. Once the expiry date has been exceeded the line turn red.

1. To open the certificate for renewal, you can double click the coloured line.
2. In the menu bar you will find 3 toggle buttons where you can show/hide certificate based upon the certificate owner. (Vessel, Component and Crew)

To sign out a certificate survey/ renew a certificate:

1. Click Inventory | Certificate.
2. Locate the certificate you want to renew.  
3. Double click the certificate you want to renew, to open it.

This can be done from any grid where certificates are listed and from the timeline view.

1. Click the renew menu item, and select the survey expired that you want to renew. The following form will appear.
2. Select the “Date of renewal”.
3. Enter a “Renewal remark” if any and click OK.