The Observation Workflow

The workflow for observations is a rather simple one. The user submitting the Observation can fill in all details for an observation including causes, actions and responses.

How to create an observation?

To start recording an observation can be done from multiple locations in TM Master v2, however the procedure to record it is the same regardless of the starting point.

1. The following starting point can be used to create a new observation.
   1. Click [My place] à [Overview] à Click “Observation” heading in dashboard àClick

[Add Observation]

1. Click [HSSEQ] à [Observations Overview] à Click [New] in the top menu on the far left hand side
2. Click [HSSEQ] à [Observations Overview] àClick [Add Observation] in the menu on the lower tab.
3. If you create an observation from the office system, you are asked to select which vessel to create it for. Onboard it will always be for the vessel you are on.
4. Fill in the details: (Please note that it is not required to fill in all details prior to a submittal, please refer to internal procedures on what you should fill in)

1. Title: This is the name or short description for the observation
2. Category: Select the main category for the observation, the choice made in this drop down will affect the choices available in the next field “Sub Category”
3. Sub Category: Select the sub category for the observation.
4. Reporting party: This should reflect where the observation comes from if more than one party of crew can be found onboard. Example values can be “Own Crew” or “Contractors crew”.
5. Reported by: Will by default pick the name of the user creating the observation, but if the user recording the observation is doing it for someone else, that may not have access to do it himself/herself, a different crew, contact or TM Master user can be selected by clicking the […] button next to the field. If the person is a member of the crew, it is possible to just start typing the crew name and suggestions from the crew list will appear.
6. Responsible party: The options available in this list is the same as for the “Reporting party” field. It’s used to say something about who will follow up on the observation.
7. Follow up by: Here it is possible to assign the follow up responsibility to a certain crew, contact or TM Master v2 user, by clicking the […] button.
8. Observation number: This is not possible to edit directly, but the Observation number will appear here once the observation is submitted
9. NC Rating: If this Observation is considered a non-conformance, it is possible to assign an NC rating. By default it is set to “Not applicable”
10. Risk: This field is not possible to edit directly, but will be filled out based on the selections done in the two following fields “Severity rating” and “Probability” the value, will be retrieved from the risk matrix found under [System] à [Settings]

à”Incident settings”. For more details on the Risk matrix please refer to ……

1. Severity rating: This will allow users to set a rating of the observations severity
2. Probability: This will allow the users to set a rating for the observations probability to result in a risk.
3. Submitted by: Is not possible to set directly but it will record the name from the user who submits the observation. The date when submitted will be recorded next to it.
4. Closed by: Will be set once the observation is closed along with the close date.
5. Description: This is where the description of the observation is filled in.

The lower sections have a range of tabs, that allows entry to details such as Causes, Actions, Response and a Closing comment, again you will need to confer to internal procedures on which of these details that you are to provide before submitting. This user manual will describe how to fill in these details at this stage, but it can also be done after submittal.

1. Causes: Initially it is only possible to record an “Initial Cause” by clicking the [Add

Initial cause]. Once you have created an initial cause you may select it and add a “System cause” (also refered to as “Underlying cause”). More details on the adding of causes, can be found : *****

1. Actions: If something is required to be done in relation to this observation, this can be recorded in the action tab. You add and action by clicking the [Add Action] button, you can add as many actions needed to one observation. More details on how to add actions and function relating to actions can be found in chapter: How to add an action to an Observation?

1. With some observations, an initial response may be needed. In some cases an action could be made to reflect any immediate action taken, if any. In some cases a short description or response description can be enough.  
2. If a follow up response is needed, this can be put in the subsequent response field, this may be a summary of the action taken in relation to the observation.

1. Closing comment: This field is not open for edit before the observation has been submitted. Once submitted it will be possible to start editing this field. When attempt to close the observation is done, the text here will be presented for the user closing the observation, and a final edit is possible.  

You may at any time [Save and Close] the observation, it will then be saved as a “Draft”, and you will be able continue adding details to it later.