certificate management help manual version 1 · certificate management module is caters to your...

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Certificate Management Help Manual

Version 1.0

mailto:[email protected]





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Table of Contents 1.1 CMS Workflow: ................................................................................................................................. 3

1.2 CMS Landing page ............................................................................................................................. 4

1.3 Record Entry .................................................................................................................................... 11

1.4 Record History ................................................................................................................................. 14

1.5 Import Data ..................................................................................................................................... 15

1.6 Synchronization: ............................................................................................................................. 16






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INTRODUCTION

CMS—Overview

Certificate Management module is caters to your need of maintaining electronic record of all certifi-

cates on board (Trading Certificates) as required by Administration, Class, Commercial bodies, Inter-

national, National and local regulations.

1.1 CMS Workflow:

Uploading of certificates and Replicating to other end

Planning for Inspection and upload of renewal certificate this is mainly initiated by the Shore Side

and action completed by ship/shore side

1. Alert at Shore Side: when window period commences, Pre-Identified time period when a

survey is due, certificate is about to expire

2. Plan Inspection and Inform ship side

3. Inspection happen Interim certificate or Condition of Class issued.

4. Deficiencies if any are rectified; Class Informed. Renewal Certificate is issued

5. Details uploaded against certificates in certificate module and replicated

6. Certificate uploaded by Ship or Shore side as the case be and details updated

7. Scanned copy of the renewal certificate uploaded and history maintained.

1. Import certificates on ship side and up-load scanned copy

2. Replicate

Information to

Shore

3. Shore Receives

Details and acknowledges

receipt






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1.2 CMS Landing page

This screen caters to the need of knowing about what all certificates are available on board and as-

sociated details like issued by, date of issue, date of expiry, days to go etc. it is similar to sharing the

entire hard copy file of certificates when an inspection happens. Once can straight away come to

know what all certificates are available on board. The details are displayed in tabular and graphical

form. One can choose to keep both displays or opt for one as per his choice The user can further se-

lect what all certificates he want to see by choosing appropriate filters, choices from the left hand

panel. By default all available details will be visible as one land on that page. One has an option for

remember my last choice. One can also quickly navigate from one block to other certificates by

choosing previous, next and go to top options or collapse, expand a block

Screenshot:






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Following are the contents available on Landing, Record entry and History pages:

1. CMS Header:

a) Help: Help link in header contains the help file corresponding to the location where CMS is running (ship /shore based).

b) Info : On click Info link it opens the below screen which provides the overview of the certificates with details and description of all the navigation included in the module

Screenshot:






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2. Export to Excel: Generated the certificate data in excel format

3. Hide Left and Right panels Using Left and Right Icons:

4. View certificate data in “Tabular” and “Graphical” view:

Tabular View:






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Graphical View:

5. Search vessel by Name: This helps in search certificate by Name






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6. Filters on landing page:

a) Show Certificate Expired by

Today & Prior: On selecting filter Today and Prior it display certificates expired Today and before

Next 30 days: On selecting filter Next 30 days it display certificates expired in next 30 days.



b) Date filter from Issue Date to Expiry Date: On selecting filter add date range issue date and expiry date certificate records are display






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c) Category Filters: on selecting particular category, certificates data are displayed relevant to category and check/uncheck sub category display the resultant certificates

d) Clear Filters: On clicking clear filter it restores to the default state

e) Show Attachment: On selection of “Yes” and “No” radio buttons under “Show Attachment” it displays the certificates which have attachment or not with it

f) Show New Certificate: On selection of “Yes” radio button it displays the list of certificates which have been uploaded within 15 days from current date.






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7. Completion Status: It shows the count of certificate status vary in Master data and in vessel cer-tificate data. “Total Count” states that total number of master certificates has with the company and “Status” column states that total number of certificates of vessel with category wise.






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8. Attachments: Any attachments with the certificate is viewed by clicking icon along each cer-tificate record

1.3 Record Entry

This helps the user to enter requisite data for certificates as mentioned under various categories and

subcategories. The certificates names are already prefilled to maintain uniformity. These are as per

standard names as given in IMO publications, SIRE, CDI Questionnaire, Class Documents etc. Thus it

serves the purpose to maintain list of certificates as captured in the SMS manual of your company.

Functionality is available to add more certificates names also if something is not predefined or hide if

some certificates are not applicable to your vessel

Data Entry:

Enter multiple details for certificates under various categories, sub categories at one go

User can opt to enter NA (Not applicable or leave a field blank if data is not available for same.

Once the data is entered, a scanned copy of the certificate can be uploaded in popular formats like






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JPEG, PDF, DOC, XLS, PNG, VDX, PPTX, XML etc. Scanned copies can be uploaded to track endorse-

ments, renewal certificates as are issued time to time.

Comments can be entered to maintain the history. Also can be used to inform office to advise for

planning of surveys, inspections etc.

Once details are entered and or scanned copies uploaded the details can be replicated, sent to shore

Similarly, if the endorsements or renewal certificates are received at Shore, same can be sent to ship

Delete certificate: One can delete the certificate using record entry screen

Screenshot:






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On selected any certificate record relevant columns are shown up edit and save the changes for

the certificate

Screenshot:

Add/View Comments:

Comments/Suggestions from Office:

Shore side user’s comments display under this section and only shore user can add comment here and

ship user has read only comments under this section.

Comments/Suggestions from Ship:

Ship side user’s comments display under this section and only ship user can add comment here and

shore user has read only comments under this section.






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Screenshot:

1.4 Record History

Certificate history is maintained on View history tab

Certificate history trail is visible below each certificate grid below is the screenshot

Screenshot:

Attachments and view comments are also align with the certificate record.






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Screenshot:

1.5 Import Data

Data imported in the form of master template provided. Go to “Master template” link and down-

load it. Afterward copy paste the data from the Andromeda sheet as below each column and save it

Browser the file and click on “Import”

Data imported successfully on Import data and displayed on landing and record entry pages

Screenshot:






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1.6 Synchronization:

Synchronization replicates the certificates with attachment from ship to shore and vice versa.

Screenshot
