╨╧рб▒с>■  24■   1                                                                                                                                                                                                                                                                                                                                                                                                                                                ье┴k Ё┐╖bjbjоо .(}─}─╖      l╓╓╓╓╓╓╓ъ,,,, 8ъУю````````$Б бВ8╓`````8P╓╓``MPPP`╠╓`╓`P`P┬P╓╓`T А╓┼ЛI┬ъB,, ╛c0У#ъ f#Pъъ╓╓╓╓┘Onboard documentation words 882 Is the paperless office becoming reality onboard? At least on the operational side, there have been developments to store and organise documents electronically ItТs a common phenomenon that paperwork is never to be found when it is needed. There are several hundred different forms to be kept onboard a vessel, and for a while now, there have been effort to organise them better. In electronic format. Ulysses Systems is only one provider of ISM-compliant system which assist with the administration of onboard documentation. The company has developed and marketed its Task Assistant. The modular application aims to enable staff to Уalways have access to procedural documents, manuals and historical information.Ф With onboard systems such as the Task Assistant, information is always up to date as they automatically communicate with the shore-based office and synchronise the servers on either side of the water. The Task Assistant, for instance, also indicates to sea staff where changes in the manual have occurred. This does not only improve safety (if used properly), but reduces paper wastage. Surely, thatТs a nice side effect. A new module to the Task Assistant, the performance reporting tool, gathers information from Сsmart formsТ (working with СintelligentТ data fields) completed by staff as part of normal working procedure, and analyses that information, making it instantly available to all parts of the organisation. Maritime Systems Maritime Systems, too, has developed an onboard system which aims to assist with and automate paperwork and operational processes, and Уstreamline data collectionФ. The platform features modules for forms management, electronic manuals, vessel reporting, etc. Maritime Systems emphasises that it is also able to configure the system with for additional requirements. ItТs philosophy is, Уwe want to help you build a data warehouse on board ship and ashore that houses all the information that is currently buried inside paperwork, email systems, and the databases of other applications. УOnce the data warehouse is up and continuously updated, information reporting and integration activities become possible. If information is buried in individual emails, spreadsheets or Word documents, central access and reporting is simply not possible.У The Maritime Workstation has a replication toolkit built in, which allows for information to be moved between ship and shore via УdatagramsФ. It is combined with MicrosoftТs Universal Data Access technology. Thus, information can be extracted from other databases and converted to УdatagramsФ. As other systems, the system integrates with most shipboard email systems, which makes the existing email infrastructure the УpipelineФ to move forms and data seamlessly back and forth. The Packaged Update tool, available ashore, is used to distribute manual, forms, and database schema updates to the fleet. Updates are installed automatically onboard, and a Уpackage receiptФ datagram is returned ashore to provide an audit record. Forms Management To manage electronic forms, the Maritime Workstation integrates with Microsoft Office to manage each form. After all, most onboard PCs are Microsoft-based and standard word and data processing tools are used. Form templates are created in Word and Excel from existing forms most companies use. These are organized; each has a unique identification called a УTemplate IDФ. Each template can have simple or complex Уworkflow rulesФ. A УForm Event ModelФ allows custom processing to be interjected at various stages of a formТs life cycle. This includes when it is created, activated, submitted, and processed. The first such processing is usually to Уpre-populateФ forms when they are created. Common information, such as Ship Code, masterТs name, etc are copied in. It is also possible to extract information from other data sources such as a companyТs database of shipТs particulars. Another common rule to the Maritime Workstation is to extract data from spreadsheets (using a mapping file) and turning the data into datagrams. These are used to update the data warehouse. Other processing normally takes place during УSubmitФ and when the form is processed ashore. When a form is created it is assigned a unique identification that is guaranteed to be unique fleet-wide. This Form ID can be used to track the document throughout its life cycle. Maritime Workstation is available with a number of built-in components, for instance knowledge guides, vessel reporting components, a reports viewer and MTML requisitioning, which provides a simple spreadsheet based requisitioning tool that converts spreadsheets to MTML compliant УXML documentsФ that can be fed into e-procurement systems. At the core of Maritime Workstation there is a УWorkflow AgentФ which runs in the background on ship and shore. The agent manages the processing and movement of forms and data through the enterprise. It extracts information from Excel-based forms to update data warehouses. It creates an Excel Mapping file (XAP file), which defines the relationship between spreadsheet cells and tables in the data warehouse. Maritime Systems emphasises that Уany form can be routed as an email; rules can be interjected for different ships or groups of ships.Ф A very important aspect when developing IT sytems for onboard use is an open, easily extendable architecture. Marine Systems says, Уby providing a development platform along with the application, we change the approach to tackling workflow. Our clients use us to help develop solutions, but also use their own internal resources to extend the system. УEvery company has processes and procedures that make it unique. 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