Spec2Soft Business Integrated Solution

QUALITY Module

The quality modules, includes: Document Handling (policy, documented procedures, processes, triggers and tasks), Non Conformity (Observation, Non Conformity, Near Miss /Hazardous Occurences and Accident/Incident), Emergency Response System, Claim and Insurance, Drills and Exercise, Auditing agenda.

A Total Quality Management Module. A Software ideally built and designed for the maritime industry, which suit well most business requirements of little to the mid size industry.

Decrease labor efforts with a User-friendly interface

NON CONFORMITY

This Module is for reporting, follow up and analysis of observations & non-conformities, a useful tool for implementing ISM Section 9 requirements. The Module provides a total view of the fleet, and allows each vessel to follow up its observations & non-conformities. When this occurs, it is registered in the vessel's NC Module system, with a description of the event, along with categories and cause, log corrective actions, suggestions and evaluations for improvements, and estimated costs. The recordings are electronically transferred to/from the office. The linked Business Flow allows coupling the follow-up, changes of status, downgrading of a NC to an observation or vice-versa, verification & close-out procedures with your Company’s business model.

ACCIDENT

In this Module you can report, follow up and analyse Near Misses, Hazardous Occurrences and Accidents/Incidents. The Module stores circumstances, direct and/or indirect causes,  general vessel activity and the situation. It enables extensive reporting of Damage to People, Third Party, Cargo, Environmental damages (Air/Sea), Costs, and follow-up.  Statistics reports such as LTI, LTIF, TRC,TRCF are included in the system. The Incident and Accidents Module is linked to the Claims and Insurance Module.

CLAIMS & INSURANCE

This Module covers: Claims Processing (for recording claims, relating them to events (accidents), recording claim negotiations and settlements); and Insurance (for recording actual settlement documents, payments and for recording and track keeping of insurance companies and their contracts).

DOCUMENT HANDLING

This Module carries out classification and storage of policies, documented procedures and their cataloguing according to the Company’s Quality manual and/or regulation(s) / governing bodies. The DH Module provides evidence of what specific controls are implemented to ensure product/service quality. It manages work orders, forms and checklists while the Business Flow assures that each document is created, verified, approved, controlled and issued in accordance with your Company’s business model.  The use of Microsoft Word assures the security content of each document, and efficiency through its features of tracking changes. Other features: notifications, auditing of who/when the document revisions were ‘read’. The Process Module (ISO 9001:2000 5.4.2 / 4.1) consent the control of your QMS processes, determines their interactions (I/O), criterias, methods and resources.

Drills & Exercises

This Module provides instant access to regulatory requirements applicable to drills & exercises. It records drills, attendants - for auditing purposes - and insertion of suggestions and improvements. It also allows the creation of Safety and Security roles, which in turn may be associated to employees. Job descriptions for each safety and/or security role can be inserted. 

Audit Agenda

This is a fully exportable agenda of estimated audit dates which can viewed as a calendar. Audits can be categorized. Day notes (representing audit dates) will be “labelled” in different colours and/or symbols.

Emergency Response System

This Module is dedicated to contingency planning, emergency preparedness and response. Links to documented procedures and/or regulations are available. Each record identifies the persons to be contacted / notified (roles and responsibilities).A fully searchable and categorized internal and external contact list can be accessed from this section.

All Modules allow insertion of external files (scanned document, pictures, etc.) as supportive evidence or for further assistance.