Forms and Procedures Module Interfaces

This module has two interfaces, one found in the [Fleet] menu group and one in the [Ship] menu group. The Fleet version (found in the Fleet menu group) is only available in the office installation. This is where the administration of the module will be performed. The module found in the [Ship](unit) menu is an individual “Unit” view, listing the forms applying for the selected unit\vessel, and any filled out version relating to the vessel.

The folder structure allows to organise the forms and procedure in a folder structure for easier access and order. The structure pane has two tabs, which list the same documents in two different folder structures.

[Fleet] – [Forms & Procedures] view

This is the administrative interface for the module as well as access point to all the filled-out forms from the various units. The view is split into three main panes.
•    The folder structure.
•    The “Form Template” grid.
•    The “Completed Forms” grid.

The “Folder structure” pane

The folder structure allows to organise the forms and procedure in a folder structure for easier access and order. The structure pane has two tabs, which list the same documents in two different folder structures.

The “Manual Structure”

This folder structure allows manual creation of folders like the file explorer in Windows. The administrator at the office (only) can create, delete, rename, and reorganise the folders as needed. The folder structure is shared for all units, so any changes made to the folders will be replicated to all units.

 [Add folder]: Will add a new Root folder.
 [Add Sub folder]: Will add a sub folder to the selected folder.
 [Delete Folder]: Will delete the selected folder if folder is empty.

These functions are only available for users in the Office system and only in the module [Fleet]  [Forms and Procedures]

Documents can be moved from one folder to the other by drag and drop.
Users will be asked to confirm the document move.

The “Automatic Structure”

This folder structure cannot be directly affected by the users as with the “manual structure”. This structure uses the “Form category” and “Form Department” codes, selected for the individual forms and generates the structure based on them . The structure is split into two main\root folders: “Categories” and “Departments”. The difference between these root folders is the order the folders are arranged as parent and sub folders.

The “Categories” sub structure first lists each category as a folder, then each “category” folder contains a folder for each department.
- Categories
-- <Form Category>
--- <Department>

The “Departments” sub structure first lists each department as a folder, then each “department” folder contains a folder for each category.
- Departments
-- <Department>
--- <Form Category>

The “Form Template” pane and grid in the [Fleet] module group

The form template pane grid will list all the individual “Form templated” or “Procedures”, added to the system. The pane has 2 tabs. This pane in the [Fleet] module group has different functions in it compared to the [Unit] module group ([<Unit type>])

The “Form Templates” tab: Which will list all the “Forms” and “Procedure” templates added to the system.
On this pane the following functions are available.

[Add New Template]
[Edit Form Template]
[Delete Form Template]

The “Change log” tab: Which will list all changes made to the Form templates and procedures.

The “Form Template” pane and grid in the [Unit] module group

The form template pane grid will list all the individual “Form templated” or “Procedures”, linked to the current vessel. The pane has 2 tabs.

The “Form Templates” tab: Which will list all the “Forms” and “Procedure” templates linked to the current vessel.

On this pane the following functions are available.

[View Form Properties]: This will open the “form properties” dialog.
[Fill Out Form]: This function will start the process of filling out the form selected in the grid below.

The “Change log” tab: This tab will list all changes made to the Form templates and procedures linked to the current vessel.

The “Completed Forms” pane and grid in the [Fleet] and the [Unit] module group.

The completed form pane grid will list all the “filled out” versions of the form currently selected in the “Forms template” pane grid above. This pane is the same, and has the same functions, both in the [Fleet] and [Unit] module groups.

The following functions are available in this grid.

[Continue Open Form]: This will open the selected not submitted form, allowing user to continue or modify the details filled in the form.

[View Form Properties]: This will open the “form properties” dialog.
 

[Upload Completed Manual Form]: When a “manual form” row is selected, this button will become active allowing the user to select a file to upload as the filled out version of the form. 
 

[Cancel Filled Out Form]: If the filled-out form is no longer valid it is possible to “cancel” the form. The form will still be available in the list, but it will be marked as cancelled (Strike Through). If a “cancelled” form is selected the button will toggle to the [Re-Instate Cancelled Form] button.
 

[Re-Instate Cancelled Form]: If the selected form has been cancelled, this button will show instead of the [Cancel Filled out form] button. If clicked the “cancelled” form will be re-instated (un-cancelled)
 

[Submit Form]: This will “Submit” the form. A submitted form is write-protected, and it is not possible to edit a submitted form, unless the form is “Re-Opened”.
 

[Re-Open Submitted Form]: If a change is required to a “submitted” form, it is possible for users with the user right to “re-open” the form for editing with this function.
 

[Delete Selected Form]: This will delete the selected filled out form(s) from the system.