SERTICAMaritime Module Overview 2014

2 / Sertica

Content

Inspections ...............................................3

Event Reporting .......................................4

Forms ......................................................4

Cause analysis ..........................................5

Document management ..........................5

Management Systems ..............................6

Activity Management ...............................7

Forum ......................................................8

Certificate ................................................8

Connect ...................................................9

Sync .......................................................10

Logistics & Shipments ............................10

Docking .................................................11

Full product overview .............................12

www.sertica.com

Module Overview / 3

InspectionsTo help shipping companies handle the ever increasing requirements of control and documentation, Logimatic has developed

a mobile application for technical inspections, audits, and vetting. The application is designed for the Apple iPad and offers

extreme mobility and user friendliness.

Benefits: Eliminate paper, reduce planning time, work off-line, do reporting and documentation on-site

The module also provide:

►� A user friendly and effective environment

►� Instant conversion of negative inspection findings to a maintenance job in Sertica

►� Completely paperless handling of all inspections even with hundreds or thousands of inspections

►� Offline use, i.e. data connection is not required

►� An effective way to carry out, track and analyze Inspection definition by vessel type, vessel particulars etc.

►� Advanced grouping functionality for inspection jobs for easy filtering and reuse

►� A tool for risk assessment – risk recurrence and severity

►� Reports that summarize the inspection’s progress and final results

►� Import/export functionality for Microsoft Excel

►� Support for all iPads (iOS6 and newer)

►� Camera function (if available)

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Event ReportingSertica Event Reporting module allows the crew onboard any vessel or the person-

nel in the office to report and register events electronically. All reports created by

the crew on board are seamlessly and automatically transferred to the office.

Benefits: Structured method for reporting, flexible - support of all events, track’n

trace of data

The module also provides:

►��Seamless integration with Sertica Maintenance and Sertica Fleet Management

►��Overview of all events (Accidents, Incidents and Near Misses) in a searchable

format

►��Integration with Sertica Business Intelligence for easy access to the data and

statistics

►��Additional documentation support (Documents, Images, Video)

►��Historical change tracking using the Sertica history mode

►��Customizable workflow

►��Support of data input from forms using the Sertica Forms Module

FormsThe Forms module can be used as an extension to the Event Reporting module.

This makes the data entry easier for crewmembers as the forms use Microsoft

Word based templates. The Word templates are highly user configurable and can

be used across the entire fleet for many purposes: near-miss, drills, monthly mas-

ters report, accidents etc.

Benefits: Easy identification of what to fill in, create your own form-templates for

a specific need

The module also provides:

►��Efficient data input

►��Automatic import of data from the MS Word formatted forms into the Sertica

database for further analysis

►��The data from a form can fill out an event report and vice versa

►��End-user design of Form templates

Module Overview / 5

Cause AnalysisTo make it easier for the crew to identify and register the cause of an accident

this module supports a tool for designing a model consisting of multiple choice

options where the answer for one question gives new options or questions. In this

way the user will be guided through the system and the result will be a streamlined

answer that is easy to analyze. Cause Analysis is an integrated part of the Event

Reporting Module.

The type of model used can be designed by the user but there is also the possibil-

ity to import existing standardized templates such as M-SCAT (Marine Systematic

Cause Analysis Technique). M-SCAT is the DNV based systematic process for iden-

tifying the most common types when investigating an accident or incident.

Benefits: guided method for information input, maritime standard

The module handles:

►�Losses or Potential Losses

►�Contacts

►�Immediate Causes

►�Basic Causes and Areas for Corrective Actions

Document ManagementDocuments can be used as vital information throughout the entire Sertica solution.

For almost all areas of Sertica it is possible to attach various types of documents. It

can be documents related to safety regulations, maintenance procedures, techni-

cal information, instruction videos, procurement agreements, terms and condi-

tions, docking specifications or predefined MS Excel templates that the crew needs

to fill in as a part of a maintenance job completion. The central management and

control of documents is very important. The office is in charge and has the option

to control all the documents.

Benefits: centralized storage of all documents/files, easy management of fleet

docs/files

The module also provides:

►�Version control

►�Change request management

►�Document history

►�Document check-in/check-out functions

►�Confidentiality control

►�Document vessel type control

►�Automated file/document distribution across the fleet

►�Document content search functions

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Management SystemsThe Management system module is used to register the documents of one or more Management systems in Sertica. This could be Safety

Management System (SMS), Quality Management System or any other system where documents need to be controlled and structured.

Each management system contains a chapter structure. Each chapter contains one or more documents.

The module handles document and chapter revisions. Each new revision of a management system results in a Record of Correction, which

provides an easy overview of the changes made from one revision to another.

Integration with Microsoft Word is built directly into the module. This allows the users to easily edit documents, create change requests and

compare different revisions of the same document to see the changes. New and changed documents are added to the system using a Change

Request workflow. This enables full control of everything that goes into the system and prevents any unwanted changes. Controlled copies can

be handled and printed either in paper format or as a digital version of the management system.

All of the above is integrated directly into the Sertica framework which enables the automatic transfer of all data between office and vessels.

Benefits: Easy access to the entire Management Systems within Sertica

The module also provides:

Management of:

►��SMS (Safety Management System), SOPEP (Ship Oil Pollution

Emergency Plan), QMS (Quality Management System) etc.

►��Controlled copies

►��Hardcopies

►��ROC (Record Of Correction)

Functionality such as:

►��Electronically formatted documents

►��Change request flow management

►��Revision comparison

►��Fully automated re-print of corrected sheets

►��Automated index

►��Export to PDF

Module Overview / 7

Activity ManagementManaging a fleet of many vessels requires a perfect overview of tasks. Sertica Activity Management provides this overview graphically visual-

ized with colors and dates in one single window. The ongoing Activities are shown in an Action Board calendar, which allows the user to have

an easy overview of upcoming tasks across the fleet. The user can setup and save various overview layouts depending on his areas of interest.

The user can then switch between the different overviews but also has the possibility to look into specific activities for further details, action

points and a status overview.

The planning of an activity can be done in different stages. First a rough plan can be made with a timespan in which an activity will be possible.

Then, when more detailed plans are made, these can be registered on the activity as more firmly planned dates. When an Activity is completed,

the module also allows users to register the result of the Activity. For instance, it could be an audit which resulted in three non-conformities

created in the Event Reporting module.

Benefits: One central calendar based area for accessing all activities for the vessels

The module also provides:

Overview of all activities e.g.:

►��Surveys

►��Inspections

►��Safety Area, Port State Control, Company Shipboard

►��Internal/External Audits

►��Flag state renewal

Overview of all events e.g.:

►��Incident Reports such as Near-Miss Report, Lost Time Injury, Crew Relative Accident etc.

►��Deficiency

►��Condition of Class

►��Drills

►��Non-Conformity

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ForumThe Forum module provides the option of sharing information and knowledge

both between office and fleet, and also vessel to vessel. It acts, looks and feels

like a basic forum known from the internet. The office can administrate the main

topics and categories that should be available for the crew onboard the vessels.

The office can also push out important information into a topic group and follow

when and who has read the information. The information sent out can target

certain roles onboard the vessel, e.g. the captains. The crew can, if allowed, create

and respond to threads in the main topic areas. They have the option of marking

favorites and in this way they can follow a certain thread.

CertificateThe purpose of the Certificate module is to give an easy and flexible overview of

all the registered Certificates for a specific vessel but also to show due dates for

renewal and expire dates for each certificate. A notification system can warn the

crew/user when a certificate is due with a certain window for response/action.

This way the users will not miss any upcoming renewals they need to attend to.

The certificates are electronically stored into the database. When a new file is

added as a Certificate file, the name of the file will be automatically generated

with the format IMO number-Certificate Number-Sequence Number. Files created

this way will however not show up in the general Document Management screen

but will be located in the Certificate area making it easier to access for the crew.

The Certificate can also be a part of the Activity Management module for even

better overview purposes.

The module also provides:

►��Notification for renewal by e-mail

►��Creation of endorsement group rules and verification schemes

►��Task list overview per vessel or fleet

►��Preview of certificate

Module Overview / 9

ConnectAs a natural part of supporting a complete paperless purchasing process from vessel to office to supplier, Sertica has a web-based pricing

portal, Sertica Connect. Sertica Connect connects the buyer and the supplier in a one-to-one private communication regarding pricing and

delivery details. The supplier benefits from receiving Request for Quotes electronically, being notified by email and quoting online. Purchasers

benefit from receiving prices electronically into Sertica, where the prices can be used for comparison between different suppliers. Also technical

information in the Request for Quote put directly into Sertica where all the data is gathered.

The received quotes can be turned directly into a Purchase Order at the click of a button, entirely without the need to re-enter any data.

The supplier will then receive a Purchase Order based directly on their own quote, which in turn dramatically improves the ratio of invoices

matching the Purchase Orders. The supplier even has the possibility of downloading the Purchase Order in a Microsoft Excel spreadsheet for

easier processing in their own backend system. This also eliminates the need to re-enter line items for the supplier.

Sertica Connect will speed up the process, reduce the workload and minimize data errors.

The module also provides:

►��Comparison of prices

►��Automatic conversion from Quote to Purchase Order

►��Private one-to-one communication

►��MS Excel spreadsheets for compatibility with the suppliers own backend system

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SyncSertica Sync synchronizes data between Sertica and your ERP system - such as

Microsoft Dynamics NAV, Microsoft Dynamics AX, SAP, J.D. Edwards and others.

Sertica Sync recognizes that integrations between systems are typically very spe-

cific to the company and the systems in question.

Sertica Sync is designed to help companies synchronize their master data with

minimum effort from the developer. It gives benefits such as increased level of

automation, automatic control and payment of invoices, stronger financial control,

purchase orders available in real time, invoice information always available, one

shared data source for vendors, exchange rates, invoices, and other master data.

The module also provides:

►��Communication with the company’s ERP system

(send and receive data to/from Sertica)

►��Simple interface that requires minimal development effort

►��Good performance when handling large amounts of data

►��Transparent integration between the ERP system and Sertica

►��Easy debugging and examination of any data exchange errors or inconsistencies

►��Support for constraining data based on rules

►��Logging of all import or export transactions

►��Scalability to future business needs

►� Documented database scheme

Logistics & ShipmentsAs a part of the Sertica Procurement application the Logistics & Shipment module

can be added. It provides the possibility to allow forwarding agents or warehouses

to access the system and enter information about delivery information including

the possibility to print all needed documentation for their shipments. It is also

possible for the purchasers to manage the distribution and shipment them-

selves on behalf of the vessel, collecting line items from purchase orders and

consolidating them into packages/carriers. These carriers can then be attached

to a shipment where dimensions, weight and value are registered. The vessel can

follow the shipment status and process. At the final arrival destination the

shipment can be received and the purchase loop is completed with a full

track’n trace of the entire process.

The module also provides:

►��Midpoint receipt of items & goods

►� Consolidation of line items from Purchase Orders

►� Package / carrier management

►� Shipment management

►� Volume calculation

►� Forwarding of relevant papers (proforma invoice, insurance papers,

manifests)

Module Overview / 11

DockingWith the Sertica docking module even complex dockings become a simple and manageable task. The docking module is designed with the

same user friendliness as the rest of the Sertica framework and is integrated directly into it. This means it has seamless integration with the job

management, procurement and other modules in Sertica.

The entire process from first offer, to planning, to execution and evaluation is managed in the same efficient tool.

The module also provides:

►� Integration with requisition, procurement and the spare parts and supplier library

►� Easy reuse of job description and documentation

►� Possibility to reuse docking jobs for each new docking

►� Tools for gathering and price comparision on offers from suppliers/shipyards

►� Planning directly in Sertica or with MS Project

►� Ongoing project management and follow-up

►� Embedded support of Sertica Document Management

►� Creation of standardized task descriptions for the Shipyard in Word and PDF

►� Exchange of price inquiries in MS Excel and automatic import

►� Price comparison on offers from suppliers

►� Integration with Sertica Business Intelligence for extraction of key figures and details

12 / Sertica

Basic Functions – Standard System Sertica Maintenance Sertica Fleet Management Sertica Procurement

Address Book X X X

Approval Flows X

Business Intelligence and reporting X X X

Calculate Best PO X

Components X X

Condition Based Maintenance X X

Currency X X X

Data Package Management X

Data Traceability X X X

Data Transaction Management X X

Document Management X X X

Event Based Maintenance X X

Financial Accounts X X X

Hierarchical Structure X X

IACS Type Approval X

Invoice Control X

Invoice Management X

Job Lists X X

Localization and text management X X X

Maintenance History X X

Maintenance Jobs X X

Message System X X

Microsoft Excel Export X X X

Notification System X X X

Procedures X X

Purchase Order X

Request For Quote X

Requisition X X X

Resources X X

Spare Part Catalogue X X X

System Management incl. logs X X X

Task Lists X X X

Unit / Fleet detail X X

Unit Grouping X X

User Management X X

Warehouse / Inventory Control X X X

Basic Functions

Module Overview / 13

Safety & Quality Module Sertica Maintenance Sertica Fleet Management

Activity Management X

Document Management Advanced Edition X X

Event Reporting, Advanced Edition X X

Inspection X X

Forms X X

Risk Assessment X X

Dashboard / KPI X X

iPad Inspections X X

Management Systems X X

Docking Module Sertica Maintenance Sertica Fleet Management

Document Management Advanced Edition X X

Dock Management X X

Shipyard quote X

Dock job management X X

Management Systems X X

Q & A Module (requires Logistics Module) Sertica Procurement

Supplier Benchmarking X

Reminder Management System X

Supplier Classification X

Supplier Questionnaires X

Logistics Module Sertica Maintenance Sertica Fleet Management Sertica Procurement

Agent / Freight Forwarder Access X

Shipment Management X

Label Printing X X X

iOS QR Code / Stock Control X X

Basic Functions

14 / Sertica

Other Add-on Modules Sertica Maintenance Sertica Fleet Management Sertica Procurement

Supplier Connectivity, Sertica Connect X

Supplier Connectivity, ShipServ X

OPC Interface X

Voyage Reporting X X

Event Reporting, Basic Edition X X

Shift Plan X

Electronic Log X

Contract Management, A/B purchase flows X

Gate Keeping X

HelpDesk (iOS compliance) X X

Other – “tweaks’n options” Sertica Maintenance Sertica Fleet Management Sertica Procurement

Account on header level (REQ) X X X

Account on line item level (REQ) X X X

Active Directory Interface X X X

Batch Picking X

Component Picture X X

Customer Report Logo X X X

Defect Reporting X X

FIFO/Present Value (stock) X X

Move Component (unit to unit) X X

MS Outlook Support X

Multiple Counters X

Multiple Spare Part Groups X X

RTF Format incl. Spell Check X X

Safety Jobs X X

Safety Procedures X X

Spare Part Location X X

User Defined Priority X X

Basic Functions

Module Overview / 15

Basic FunctionsThe table on this page compares the

features of the Document Management sys-tem and the Management System module.

The two Sertica modules overlap in a number of places.

Feature Document Management Module Management System

Module X X

Document revision control X X

Change request flow X X

Link between Documents X X

Search document content, Word, Excel & PDF X X

Support Word & PDF files X X

Support any file type X

Build document structure with two Levels X X

Build document structure with multiple levels X

Maintain Index revision history X

Export Document structure to PDF X

Search directly in document browser X

Highlight searched words in document X

Print controlled copies, Paper & PDF X

Track controlled copy updates X

Fill meta data into documents X

Print index of document structure X

Maintain record of correction X

Create new document from template X

See recent updates in document browser X

Collect accepted change requests and publish in one step X

Logimatic Sofiendalsvej 5BDK-9200 Aalborg SV

+45 9634 7000sertica@logimatic.comwww.logimatic.com

About Logimatic Logimatic is an engineering and software company that develops, sells, implements and supports in-house developed software and automa-tion solutions. The solutions are geared towards many different types of companies – from private to public and from service to production. There are usually consultancy services connected with the solutions and we are often project managers during system integrations and for the development of customised solutions.

We integrate knowledge and technology and thus supply value-creating solutions to our customers. Solutions that optimise the processes and work-flows of the individual customer and thereby equip them to take a leading position in the increasingly competitive markets.

WWW.SERTICA.COM