Introducing Company Forms: Remove double reporting work and surface findings automatically

Company Forms make it easy to identify duplications and eliminate double reporting, automatically surface results and reduce human error.

The efficiency of technical operations is heavily dependent on accurate reporting. 

Only 35% of a superintendent’s time is spent doing work for which they’re primarily recruited – inspections, audits, dry-docking and dealing with unexpected problems. 65-75% of their time is spent on doing ‘generic’ tasks like reviewing data and filling in reports.

Very often, many company reports cover information that's already required by other inspection rounds. Crews need to fill in and TSIs need to review multiple reports. This leads to inefficient usage of not only TSIs’ time, but also crews’ time. 

How Company Forms change the status quo

  • Remove double reporting work by identifying overlaps 

Based on crew’s feedback, they often spend a lot of time filling out reports on safety or visual inspections. For example, a safety officer makes a check on a fire extinguisher in a weekly safety inspection, but then he has to fill the same data across multiple reports and upload results into the safety management system. 

With Company Forms, the data is automatically filled across all relevant forms. For instance, when a safety officer inspects an item, the results of the inspection are automatically populated in all relevant reports. This significantly reduces the time for reporting.

  • Customizable formats

Company Forms allow unlimited customizations. This can include your company logo, data, responsible inspectors, and any inspection information and data types. On top of that, companies don’t need to change their safety management system workflows, because Company Forms match their existing report formats already in use. 

  • Surface findings automatically

When a crew member finds an issue that is critical, it is reported to the TSI, and often by email. Many times, the TSI requires more detailed information, for example photos, because enough data is needed to make an informed decision. This inefficient workflow results in time wasted, resources wasted, and the issue rectification is delayed.

With Company Forms, crews can report issues on the go. For example, they conduct a weekly safety check and found that watertight doors are not working properly, which increases the chances of failing a port state control inspection. In this case, the safety officer reports a problem immediately, writes a comment on the go, and associates photos that are relevant to this specific finding. In a matter of minutes, the TSI has all required information on the actual state and gives instructions to the crew. 

“The system identifies the overlaps between inspection procedures and associated reports. All required reports are automatically filled out when items are inspected using the app. This reduces double-work, and allows TSIs to have their reports in seconds.”
  • Reduce human error

When a crew gets on a new vessel, they might be unfamiliar with some procedures. Or, for instance, some inspection regimes like SIRE 2.0 have too many instructions that are difficult for the crew to familiarize themselves with and remember all at once.

Company Forms provide step by step guidance. Data collected is accurate and standardized. On top of that, the system automatically verifies the plausibility of inspection reports, providing TSIs with reliable information. 

Getting started with Company Forms

Whether it's a rescue boat inventory check, a portable fire extinguisher check or a weekly safety jobs check, Kaiko Systems makes it easy to identify duplications and eliminate double reporting, automatically surface results and reduce human error. Request a demo now!

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