Procedure To Report Defects in Failure Reporting Module in TM Master

Failure Report Overview

The Failure report overview is found in two module groups in TM Master v2. In the [Fleet] module
group, only available in the office system, shows all failures for all vessels in the fleet. The module
found under [Inventory] is the module users onboard will use, and it shows only Failures for one
vessel at the time. Other than that, both these views will show the same information and have the
same functions.

The [Failure Reporting] overview is divided into two panes or sections (horizontally). The top
section, the overview grid, shows an overview of all failure reports, related actions, maintenance
jobs and time calculations. The lower section, the details grid, will list individual failure reports,
actions or jobs depending on the selections made in the top section, the overview grid.

Workflow of Failure Reports

A Failure Report can have following workflow statuses:

[Draft > Submitted > Processed > Ready for Completion > Completed > Closed > Cancelled]

Draft: Failure reports created but not yet submitted and given a Failure report number. These can be
deleted by the users who have created them and any user with the user right to delete any drafts.

Submitted: Failure reports that have been committed and/or will be processed. The Failure
report has been given a “Failure report” number in this state and can no longer be deleted (but
can be cancelled).

Processed: Failure reports that have been set to Processed means that all assessments and actions
and jobs have been decided and added to the observations and is now awaiting all the actions
and/or jobs to be performed (signed out). Failure reports that still have open actions and/or jobs
linked to it.
Completion: When all actions and \or jobs linked to a Failure Report has been signed out, or if a
Failure Report is set to the “Processed” status without any actions or jobs. Adding a new action or
job to the Failure report at this stage will move it back to the “Processed” status, until the action or
job has been signed out.

Completed: Failure Reports that have been set to “Completed”. This status does allow an extra
review step between, the failure has been completed\resolved and it being closed.

Closed: Once a failure report has been closed it is no longer possible to edit it.

Cancelled: Submitted reports/actions, that have been cancelled.

How to create a Failure Report

There are two main ways to start the creation of a failure report.

1. From the failure module.

Click Inventory > Failure Reporting
Click the New Failure Report found on top left-hand side of the top menu.
Below “Failure Report Form” will open.

2. From the failed component form.

Click [Inventory] → [Components] →Double click the component that failed.
Click the “Failure Report” tab
Click the Add Failure button.
Below “Failure Report Form” will open

Mandatory fields are marked with *.

Name*: Input defect name + reference number of the respective Vessel Inspection Report (Ex:
Flange Leakage / TST-VM-2022-0078).

Discovered During*: Select the value “Vessel Inspection/Audit” from drop down list, when the
defects are related to any vessel inspection report.
Failure Mechanism*: Defects in requirements, design, process, quality control, handling, or part
application, which are the underlying cause or sequence of causes that initiate a process that leads
to a failure mode over a certain time. Select from the drop-down list.

Cause of Failure: What is considered the main cause of failure? Select from the drop-down list.

Operation Activity*: What was the operation taking place when the failure was discovered? Select
from the drop-down list.

Severity*: The consequences of a failure mode. (The value selected in this field and in the
“probability” field is used to calculate the “Failure report” risk value)

Probability*: The likelihood of the failure occurring. (The value selected in this field and in the
“severity” field is used to calculate the “Failure report” risk value).

For Offshore only:

NOTE: If the RISK on the failure Report becomes RED or any failure of Critical Equipment, an
incident report (Technical Failure) shall be established in UNISEA HSEQ reporting application
and subjected for full root cause analysis.
The defined RISK is always the realistic POTENTIAL risk.
Reference procedure 7-1264 "Reporting and Analysis of Incidents".

Department*: Select the department, which should handle this failure report.

Component*: Select the failed component by clicking the […] button.

Parent component*: You can also specify which of the current components parents that have failed.
Fields which are locked, means they can’t be edited directly in this form. The information is retrieved
from the selected component if available from Inventory module.

Spare part: Not all failures happen due to a component failure, the failure may occur due to a failed
spare part. Select the failed spare parts by clicking the […] button.

Warranty: Tick this if the failure is covered by the warranty.

Account number: This field will allow to link the failure to a specific account.

Risk: Based on the selections made in the Failure report form fields “Severity” and “Probability” the
Failure report Risk value will be calculated and shown here.

Time of Failure*: Date of failure occurring or first discovered.

Failure resolved: The date and time for when component was ready for going back or back in
production

Failure Description*: For the general description of the failure that has occurred.

Input other required fields and click on Save & Close button will generate the Draft report.

New failure report will be listed in the overview.

Failure Report Submitted:

Once the draft report is created and after input all mandatory fields, click on Submit Failure Report
button, the Failure report is assigned a Failure Number.

Failure report will be moved to next status “Failure Report Processed” in the overview.
Failure Report Processed:

How to Add Cause Analysis to Failure Report?

Open the Failure Report in question

Click on Cause Analysis sub tab

Click on Add Immediate Cause button

Input Immediate Cause Details and Cause Description in the cause form.

Type: Select a “Cause type” from the “immediate cause” types.

Main Cause: Tick this check box if this is to be considered the main cause for the finding. Please note
only one cause can be considered the main cause for finding.

Click Save and Close

How to add a System Cause to Failure Report?

Open the “Failure Report” in question.

Click on Cause Analysis sub tab.
Select a previously added “Immediate cause” or “System cause” in the list of causes.
Click the [Add System Cause] button.
Fill in the System Cause details in the below form.

Related to: This shows information on which other cause this “system cause” is directly related /
linked to. It can be an “immediate cause” or another “system cause”. It is also possible to change the
cause it relates to by clicking the […] button and selecting one of the other causes.

Main Cause: If this is to be considered the main cause for the finding, tick this check box.

Please note only one cause can be considered as the “Main Cause” for the Failure report, the main
cause will also be available as part of the Failure Report grids and can be used to filter and search on.

How to add an Actions to Failure Report?

In some cases, the actions needed as part of the corrective or preventive plan does not fit as a “Job”,
in those cases “Actions” can be used.

Open the Failure Report in question.

Click the “Actions” sub tab.

Click the New Action button.

Fill the required details such as Name, Department, Action tasks, assign a Category, Type of action
and assign a deadline / due date for this action in the below Action form.

Any additional documents can be attached in the document tab of the Action form.
Click on Save button and select Save as Draft Action / Save as Approved. Draft actions will not be
distributed before approving.

By clicking the [Send as E-Mail] button in the top of the action form will allow you to send an email
with the action details to whoever you require to notify.

How to sign out an action?

Double click the action that is to be signed out.

If this action will result in a “Corrective action” added to the TM Master Maintenance module it is
possible to add this job from the action form. This can be done on the “Job & Job History” tab.

Click the [Action Done] button found in the top of the “Action” form.
Input Done Status = Complete and Action taken description.

If the Action is not completed, it is possible to [Save] the current entry and continue the sign out
procedure later. This also allows companies to quality assure the action sign out descriptions prior to
sign out.
To Sign out the action click the Sign Out button
Confirm the sign out.

How can a user assigned to an action find it and sign it out?

Users can also find the actions assigned to them using the “Personal Dashboard” found under the
[My place] module.

Click “User Name” place > Overview

On the Right-hand side in the lower part of the overview the “Action” section can be found.

The actions assigned are listed in 4 different groups as can be seen below, the number on the far
right indicates the number of actions found within that group. By clicking any of these groups (click
the text) a list of the actions within that group will appear below in the form. By clicking the main
heading “Actions” all the actions will be listed.

Action Done button in the bottom list section can be used to signing the action out. Users can also
double click the actions directly in the grid to open them for details and click on the Action Done
button.

In the same menu the Send as Email button can also be used to notify when action has been done
etc. Reopen Action button can also be used to open the action again if required.
How to link jobs to a Failure report?

Usually, a corrective action is done after a component has failed and a record for a corrective action
to correct the failure can be linked to the failure report. The procedure of adding a “One-Time Job”
or a “Service report” to a failure is done exactly as it is done on the component form.

How to create an “One-Time Job” \ “Corrective action” from a failure report?

Open the Failure report in question.

Click either:

a. The Add One-Time Job button in the top menu of the Failure report form.
b. The Add One-Time Job button on the “Jobs” sub tab on the Failure Form.

Enter the required job information according to company procedures.

Click [Save and Close]

The “One-Time Job” has now been linked to the “failure report”. This One-Time Job will appear in
the “Due” list and behave just like any other “One-Time Jobs” in the system. In addition, the job will
also show up in the “Failure Report” overview in the “Jobs” section.

When the job is signed out, the job history will be linked to the failure report and can be found on
the “Job history” sub tab, in the “Failure Report” form.

How to link an already scheduled maintenance job to a failure report?

In some cases, it might be required to link an existing scheduled job or One-Time job to the failure.

Open the Failure report in question.

Click either:

a. The [Link To Existing Job] button in the top menu of the Failure report form.
b. The [Link To Existing Job] button on the “Jobs” sub tab on the Failure Form.

The “Due list” picker for the vessel for which component the failure report has been created will be
displayed. Click on the Refresh button to list the jobs.

Select the job or jobs you wish to link to the “Failure Report”

Click the [Link Selected] button at the bottom of the form.

How to link items used to a Failure report?

It is not possible to link Items used directly to the failure report, it needs to be done as part of a job
sign out or when creating a “Service report”.

When signing out a job (or creating a service report), it is possible to record the items used as part of
the job on the “Sign out job” form, items tab. Any items that are recorded as part of the “job
history” record linked to a failure report will show up in the items used list.

How to link orders to a failure report?

If something needs to be ordered as part of a “failure report” it is possible to link orders to the
failure report. Linked orders will show up on the Failure reports “Orders” sub tab as well as in the
“Failure report” overview.

Open the order in question.

Click the “Failure” sub tab on the Order head form.
Click the […] button in the “Failure report” field
A list of all Failure reports related to the vessel the order belong to will pop up
Select the “Failure report” you wish to link the order to.
Click [OK]

Follow the below workflow to complete the failure reporting.

Failure Report Completion:

After all assessments, actions & jobs have been decided and added to the report, input the
comments, click on Set to Proceed button. Failure report will be moved to next status “Ready for
Completion” in the overview.
Failure Report Completed:

After all actions and \or jobs linked to a Failure Report have been signed out, input mandatory fields
Failure Resolved Date and Closure Comments then click on Set to Completed button. Failure report
will be moved to next status “Failure Report Completed” in the overview.

Failure Report Closed:

Open the Failure Report that have been set to “Completed”, click on “Set To Closed” button. Review
the closure comments and input additional comments if required and click on “Close Failure Report”
button. Failure report will be closed, and it is no longer possible to edit it.
Flowchart for Failure Reports:

Procedure To update Failure Reports with status Completed.

Select the failure report with status “Completed” from the Failure Reporting module overview.

Click on Status > Set Status to a Previous status.

Select status “Processed”.

Input reason for the change

Click Ok
Update the required data in the report.

Example: Select the correct component as below.

Click Ok

Click on Save button.

After update all required details in the report, input mandatory fields if any and then click on Set to
Completed button.

Failure report will be moved to next status “Failure Report Completed” in the overview.

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