Shipboard Defect Recording Overview

Recognising the part which ship's staff play in initiating many of the 'repair' type items in a drydock specification, REFMAN was designed to provide a smooth transition for each specification item from 'defect report', through to its eventual inclusion as a 'job' in a specification.

This is achieved by providing a defect reporting system for the ship's staff which enables them to record defects in a format which can be transferred to the Superintendent or Port Engineer and incorporated directly into a repair specification without any sorting, filing or re-typing.

This makes it quicker and easier for the Superintendent or Port Engineer to get ship initiated jobs into the specification.

REFMAN's Shipboard Defect Recording program is easy to use by ship's Engineers and Deck Officers, even if they have little or no previous computer experience.

Through the use of standard forms in conjunction with standard 'tag' codes, REFMAN's Shipboard Defect Recording software makes it easier for the ship's Engineers and Deck Officers to provide the information which the Superintendent or Port Engineer requires in order to prepare the specification.

Also, because the Shipboard Defect Recording Module is cross-referenced with REFMAN's Specification Generator, when the specification is eventually produced, the ship's staff can easily confirm that all of the defects which they have reported actually found their way into the specification.

Provides ship's staff with facilities to record defects on board, including creating and storing defect lists, adding, amending, deleting and cancelling defects, moving defects from one list to another, printing defect lists and transferring all defects for a particular period to the Superintendent or Port Engineer.

REFMAN allows you to create any number of defect lists. Lists can be 'exportable', that is to say that the defects they contain can be transferred to the Superintendent or Port Engineer, or they can be 'non-exportable' which means that they can be used as 'private' or 'departmental' onboard work lists for ship's staff.

Jobs in 'private' work lists can start out as 'one-line' items which are simply deleted as they are completed. Those that can not be completed by ship's staff can later be expanded into a full defect description before being assigned to the 'exportable' list ready for transferring to the Superintendent or Port Engineer and eventually included as a job in a specification.

Easy to use by ship's staff.

REFMAN also allows ship's staff to 'tag' jobs as being of a particular type or as having particular requirements. Using these 'tag codes' it is very easy for ship's staff to produce a work list for use in a stand-down period or when there is a total shutdown planned.


On board recording of defects and job descriptions.
Pre-defined specification sections (SFI Group System optional) for ease of use, and ease of printing.
On screen forms to ensure that ship's staff are always prompted to provide a full description of every job.
Simple to use defect writing facilities.
Optional Drawing Package which allows the Ships' officer to easily produce simple line drawings.
Easy to use save and recall facilities which allow defects to be added, amended or cancelled at any time.

Defects transferred to Superintendent are marked as 'exported'.

Automatic numbering of defects as they are added to a defect list.
'Tag' codes to provide defects with a succinct summary of the job contents and to enable defects to be grouped into work lists or 'mini-specifications'.
Flexible printing facilities which allow printing of a complete defect list; a single section; an individual defect; just defects of a particular type, or print just a summary showing job requirements or assigned priority.
Facilities for each ship's Engineer and Deck Officer to maintain private 'non-exportable' work lists with ability to transfer when necessary to the exportable defect list.

Easy access to 'exportable', 'private' and 'running' defect lists.

Automatic generation of title page and 'page numbered' table of contents for all defect list.
Ability to 'carry-forward' active defects to a new list at the end of a reporting period with status history.
Ability to transfer defects from ship to Superintendent for easy inclusion into a specification.
Superintendent has full control over which ship initiated jobs are included in the specification and which are rejected. Accepted jobs may be allocated to any section in any specification. Rejected jobs can be cancelled, referred back to the ship or included in another work list.
Ability for Superintendent to include, add and amend ship initiated jobs with little or no re-typing.

Shipboard Defect Monitoring Overview

This optional module makes Shipboard Defect Recording a 'two-way' process rather than the one-way operation when REFMAN’s original Shipboard Defect Recording module is used alone.

Defects are reported onboard using REFMAN’s Shipboard Defect Recording module as before except that the ship now also assigns a priority to each defect. Defects are transferred to the office where they can be reviewed, assigned to a Drydock specification or have a status and planned date assigned to indicate how and when they are to be dealt with.

The status and planned date are then transmitted back to the ship. This provides the ship with confirmation that the office received the reported defects and provides positive feedback about how and when each one is to be dealt with. Defects that are subsequently rectified are marked as complete by the ship’s staff with a date and code to indicate how and when it was actually dealt with. In this way both office and ship can see the current status of every reported defect.

Onboard, ship’s staff still have access to all the normal facilities provided by the standard REFMAN Shipboard Defect Recording Module, except that each time a defect is recorded onboard, ship’s staff are prompted to assign a priority.

Ship's staff are prompted to assign a priority based on urgency/impact on vessel operation.

Defects are then transferred to the office in the normal way. After the defects have been processed the ship will receive a status transfer from the office that updates the defect list onboard. In this way, the ship’s staff can see how and when the Superintendent has decided to deal with each of the defects that have been reported. If the status of a defect changes before it is rectified, both the ships and office list can be updated to keep everyone informed. Once a defect has been rectified, the ship simply marks it as complete, records the date it was completed and assigns a user-defined completion code to indicate how the defect was actually dealt with.

In the office, the Superintendent has access to a complete copy of the ships defect list that is updated each time the ship makes a transfer to the office. When new defects are received these are reviewed by the Superintendent and then processed.

Defects that are to be dealt with during a drydocking are assigned to a Specification as before but now a status is set that shows the title of the specification that the defect has been assigned to which will be returned to the ship.

For Defects that can be dealt without waiting for a drydocking, the Superintendent sets a user-defined status along with a planned date to indicate how and when it is to be dealt with. For example it might be 'Assigned to a contractor', 'Office to arrange visit by Manufacturers’ Representative', 'Ships staff to rectify' or 'Rejected'!

Superintendent assigns a status and planned date to indicate how and when each item will be dealt with.

The Superintendent can also amend the Priority that has been assigned by the ship at this stage as well. At any time, the status, planned date and amended priority can be transferred back to the ship. There are also status reports that can be used by both ship and office to track the status of defects.

Status Reports that can be used by Superintendent and Ship's staff to track defects.

System Requirements: Windows XP with 1GB RAM, Vista or Win7/8 (32 bit) with 2GB RAM or Win7/8 (64 bit) with 4GB RAM and 110MB Free Hard Disk Space.

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Minitech Systems Limited, Bridle Way, off St. Vincents Close, Girton, Cambridge, CB3 0PB, U.K.
Phone: 01223 277049 Fax: 01223 277632
From Outside U.K. Phone: +44 1223 277049, Fax: +44 1223 277632