Bluefleet Manual 1.8 PDF

Bluefleet
USER MANUAL
Version 1.8
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IMPRESSUM
INTERSCHALT MARITIME SYSTEMS AG

SCHENEFELD
“BLUEFLEET” VESSEL AND FLEET MANAGEMENT SOFTWARE

USER MANUAL
V. 1.8
17.10.2012
EDITORIAL OFFICE AND DESIGN
COPYRIGHT 2012 BY INTERSCHALT MARITIME SYSTEMS AG

USER MANUAL | INTRODUCTION
Table of Contents
1 | Introduction 9
How to use this manual 9
Structure of the Bluefleet manual 10
2 | Basics 11
Introduction 11
System Certifications 11
Handling and reporting responsibilities 12
3 | Base Application 13
Introduction 13
Overview of the Bluefleet Software 13
Bluefleet Modules 13
Start the program and log in 14
Basic Navigation 14
The Start Screen 16
IS icon / Main Menu 16
Ribbons 17
Working with Bluefleet Modules 18
Open a new module 18
Switching between modules in the Task Manager 19
Close a module 19
Search Function 21
Changing the user interface 23
Switching to another Bluefleet user account 23
Exit the Bluefleet software 24
4 | Contact Management 25
Introduction 25
Contact Management main screen 25
Add a new contact to the database 26
Add communication-details to a contact 28
Delete a contact 30
5 | ISM Document Management 31
Introduction 31
Different document formats 31
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Reading documents 31
Create a New Document 32
New and updated documentation 34
Linking documents in other modules 36
Searching documents 38
Creating a Document Favorite Group 39
Add a Document to the Document Favourite Group 39
6 | User Management 41
Introduction 41
Creating a new user role 42
Adding user rights to a user role 43
More about user rights 44
Creating a new user identity 44
Adding users to a user role 46
Removing a user from a user role 47
7 | Planned Maintenance 48
Introduction 48
Accessing the Planned Maintenance module 48
The Component Tree 49
Planned maintenance jobs 51
Checking due jobs 52
List View 52
Periodic View 54
Task Scheduling Filter 55
Maintenance Description 56
Plan a Task 57
Creating a maintenance report 57
Accepting a planned maintenance job 62
Checking the counter lists 63
Checking a single counter and its history 64
Updating a counter 64
Technical changes on a component 65
Demounting a Component 65
(Re-)Mounting a Component 66
Replacing a component 67
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Assign a new component 68

Scrap a component 69
Checking and updating component certificates 70
Create a certificate for a component 71
Renew a certificate 73
Survey Certificates 74
8 | Stock Control and Spare Parts 77
Introduction 77
Accessing the Stock Control Module 77
Inventory Views 77
Finding Spare Parts 78
Article Catalogue Search 79
Spare Part Stores Search 79
Tree Search Function 80
Editing stock quantities 80
Automatic update 80
Manual update 80
Putting a spare part into the basket 83
To Perform an Inventory 83
9 | Crew Management 86
Introduction 86
Crew Management main screen 86
Crew Member Information 87
Add a new crew member to the Crew Management 87
Delete a crew member 88
Crew List and Crew Tree 88
Roles 89
Add a crew member to a role 89
Remove a crew member from a role 89
Assign a Crew Member to a Vessel 90
Certificates 91
Create a new certificate for a crew member 91
Edit certificate 92
Delete a Certificate 92
Renew a certificate 93
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Operating Locations 94
Add an operating Location 94
Edit an Operating Location 95
Delete an Operating Location 95
Contact Information 96
Add an address to a crew member 96
Edit an address 97
Delete a Contact Information 97
Grouping 98
Next of Kin 99
Add a Next of Kin to a crew member 99
Edit or delete a Next of Kin 100
Attachments 101
Attach a document to a crew member 101
Remove an attached document 102
10 | Purchase 103
Introduction 103
Basket 104
Add an article to the basket 104
Add a spare part to the basket 105
Add a free article to the basket 106
Requisition 106
Create a requisition 106
Put an article from the basket into the requisition 107
Requisitions (Ship Version only) 108
Receive a requisition 108
Edit a requisition 109
Supplementary modules for the office 109
Request For Quotations (RFQ) 109
Create A Request For Quotations 110
Add Or Remove A Supplier 111
Mark a Request for Quotations as Checked or as Rejected 112
Add Or Remove Items 113
Compare Request for Quotations 114
Edit a Request for Quotations 115
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Split and Merge 116

Split by Selection 116
Split by Supplier 117
Merge Items 118
Purchase Orders 119
Create a new Purchase Order 119
Add articles to the Purchase Order 120
Check, approve and send a Purchase Order 122
Tracking 122
11 | Drill Management 123
Introduction 123
Drill Types 123
Create a new Drill Type 124
Edit a Drill Type 124
Add a document to a Drill Type 125
Drill Plans 125
Drill Plan Details 126
Create a Drill Plan 126
Delete a Drill plan 126
Edit a Drill Plan 127
Drills 128
Add a New Drill to a Drill Plan 128
Delete / Edit a Drill from a Drill Plan 129
Add a Condition to a Drill 129
History 130
Drill Scheduling 131
Drill Schema 131
Plan Task for a Drill 132
Report a Drill 133
Ship Details 133
Drill Scheduling 133
Drill History 133
Ship Charters 134
12 |Manuel Data Transfer between vessel and office 136
Introduction 136
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Manual Export from Vessel to Office 137

Manual import from the vessel’s data into the office 139
13 | Event Reports 143
Introduction 143
Event Reports – General Settings 143
Create a New Report Type 143
Add a Default Document to a Report Type 144
Event Reports – Module 145
Create A New Event Report 146
Change the State of an Event Report 148
Attach a Document to an Event Report 148
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1 | INTRODUCTION
Welcome to the Bluefleet-Manual. This manual is designed as an overview of
the most used functions and as a reference guide during the usage of Bluefleet.
To maximize your learning progress it is recommended to know the special
features of this manual. They are presented in the following chapter.
HOW TO USE THIS MANUAL

This manual includes several didactic features helping you to bring your learning
success to a maximum. Next to the continuous text, which contains all basic
information about “why and when” to use a function of bluefleet, this manual
contains additional elements:
HOW TO’S:
“How to’s” are a key feature of the Bluefleet manual. “How to’s” will significantly
help you to learn complex workflows and procedures. They contain an easy to
understand step to step description of all common used features (such as: How
to report a maintenance in Bluefleet) of the Bluefleet software. A “How to” will
continue on the next page, if you notice the -Symbol on the lower right side.
Side information: Side

information boxes contain
additional content or hints
to elevate your Bluefleet
experience to a maximum.
VERY IMPORTANT INFORMATION:
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EXAMPLES:
STRUCTURE OF THE BLUEFLEET MANUAL
This manual describes basic functions for the standard daily work on board of a
vessel. It is used by Chief Engineers, Captains and other vessel personnel.
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USER MANUAL | BASICS
2 | BASICS
INTRODUCTION
The Bluefleet system is a sophisticated and flexible tool. It is designed to
increase safety and efficiency, both on board a vessel and in the office on shore.
Bluefleet provides a computer based maintenance system together with

functions to manage and simplify many tasks on board and in the office.
High quality and reliable equipment on a vessel are vitally important for safety
and good performance. Keeping track of all the maintenance programs and
plans requires information on the vessel’s equipment. This includes the number
of operating hours, date of last maintenance, and maintenance history for each
item. In addition, international regulations like the ISM code require the
documentation of all maintenance tasks and history.
Growing fleet sizes, and the increasing complexity of equipment, make it

impractical to track and document all maintenance without using software like
Bluefleet.
However Bluefleet is more than a maintenance system. It also provides features

for documentation management, addresses, and stock control. Bluefleet also
connects the onshore office with the vessels in the fleet. If a fast broadband
satellite connection is available then the same data is instantly accessible in the
office and on the ship.
This means the office staff on shore is immediately informed about the work on
board. This real time information about the status of the technical equipment can
be a great advantage. Likewise the vessel crew can monitor all changes
performed by the office staff.
The recommended method of data transfer between the office and vessels is a
broadband satellite connection. Though Bluefleet also provides data exchange
via simple email transfer, FTP, and external memory devices like USB Stick, CD
and HDD.
The Bluefleet system is intended for use in fleets of any size. An office version of
the program is installed in the onshore office, and a ship version on each ship of
the fleet. The ship version contains only that vessel’s data, while the office
version contains data for all the vessels in the fleet. Both systems can also run
independently without a data connection. The software can also be set up in
additional branch offices.
SYSTEM CERTIFICATIONS
The Bluefleet system can keep track of all your maintenance schedules for
components and equipment. Your system database can be certified by any
maritime certification authority (e.g. Germanischer Lloyd or Norske Veritas). In
this case, you are responsible for monitoring and maintaining the condition of
basic class equipment. During a simple class renewal procedure the inspector
only checks the entries in the Bluefleet system and performs a random check of
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USER MANUAL | BASICS
some equipment. Most of the class equipment will not be checked anymore and
is only checked by you and your crew.
HANDLING AND REPORTING RESPONSIBILITIES

Each vessel has to maintain its status with an annual check by an inspector from
the relevant authority. This requires you and your crew to be particularly
conscientious and to use Bluefleet as your primary tool to plan, execute and
report maintenance actions.
It is very important to keep the Bluefleet system up to date, to perform all checks
recommended by the software and to report completed tasks back in Bluefleet.
The Chief Engineer is primarily responsible for the entries in the Bluefleet
technical database. It is a certification requirement that all entries in the system
can be tracked back to a person. Therefore, Bluefleet keeps records of all
entries and changes.
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USER MANUAL | BASE APPLICATION
3 | BASE APPLICATION
INTRODUCTION
This chapter teaches you the basics about the Bluefleet software. You will learn
how to start the software, how to use the interface and how to work with the
Bluefleet modules, including the multitasking features of the software. You will
also learn how to transfer data between a vessel and an office.
OVERVIEW OF THE BLUEFLEET SOFTWARE

The Bluefleet software consists of a database, a software framework and several
program modules for managing various tasks on board your vessel and in the
office. This is a very flexible approach since the features of the software can be
extended by adding new modules.
BLUEFLEET MODULES
Bluefleet consists of various modules. A module is a part of the software that
provides a group of related functions to manage specific tasks.
Bluefleet has nine standard modules. These modules provide you with many
helpful tools to manage the vessel. Every module was designed to address
specific management issues on board the vessel and was developed to suit day-
to-day needs in a real working environment. Each module can be viewed as a
small sub-program within the Bluefleet software. However, these sub-programs
provide extensive interoperability and work together to provide all the features
you require.
1. Overview – Module with basic functions such as layout and the general Please note: There may
be additional modules
view. This module starts by default after you have logged in. It is also which are currently not
possible to start other modules as per users need. covered in this version of
the manual.
2. Planned Maintenance – This module manages the vessel’s components

and the associated maintenance jobs.
3. Stock Control – The stock control module provides a database of spare

parts and tools on the vessel and tracks their consumption.
4. Purchase - This module can be used to put spare parts and articles into
a basket, create requisitions, request for quotations and purchase orders.
It uses an approval process and interacts with Stock Control.
5. Contact Management – Contact information and other addresses are

stored in this module.
6. Document Management – This module stores all kinds of documents,

providing access to these documents from the other modules.
7. Crew Management – This module allows you to manage all information

of your crew.
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8. Drill Management – This module can be used to plan drills on the

vessel.
9. Data Transfer Management – This module is used to manage the data

transfer between vessels and the office.
10. Event Reports – This module can be used to create reports for all
events, which are not reported with maintenance or drill report.
Depending on your version of Bluefleet and on your user rights, some modules
may not be accessible by you.
START THE PROGRAM AND LOG IN

Before you start to work with Bluefleet, you have to log in with your User ID. The
Bluefleet software can only be accessed by providing a user name and a Please note: If someone
else is currently logged in,
password during launch. The program logs all your actions within the software first log out and then log in
under the provided user name. To keep track of all the changes made by you in with your own name.
the program, it is recommended to use your own credentials and not another
user’s login.
BASIC NAVIGATION
Bluefleet is one of the most modern Fleet Management Software available at the
market right now. By bringing the experience of years in software development
together, you can navigate through the software in the most advanced and
efficient way possible.
USING THE MOUSE
The mouse is the main navigation tool in Bluefleet. Nearly every task
can be executed and performed by using the mouse. With few
exceptions (e.g. opening a module in the ribbon menu), a single click
will select a listed object or component. A double-click will usually
bring up detailed information, additional menus or maintenance reports.
WORKING WITH CHARTS
Always keep in mind, that Bluefleet brings together new features with
international established procedures. Using charts and lists in Bluefleet works
just the same like your office software.
You may re-arrange charts by just dragging a column from one side to
another. Two arrows are marking the place where you are dropping the
column.
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In addition you can sort the columns with a single click on the columns name.
Clicking on the top of the column will mark it with a grey arrow, indicating that
you sorted your chart using the designated column.
If the arrow faces upwards ( ), your list starts with symbols (e.g. brackets),
followed by numbers (1, 2, 3…) and finishes with letters (A, B, C, D…). If the
arrow faces down ( ), the list will start with the letters in reverse alphabetical
order (Z, Y, X …), followed by numbers (…, 3, 2, 1) and finishing with symbols
(e.g. brackets).
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THE START SCREEN

After a successful login you will see the start screen. This screen provides a
general overview.
Nevertheless, all start screens have some features in common:
1 IS icon / Main Menu 2 Ribbons
3 Task Manager with a 4 Information Screen

list of open modules
Information about the current language, the user interface layout, the
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currently logged in user and the UTC at the bottom of the screen.
IS ICON / MAIN MENU

The IS icon symbol provides access to basic features and
configuration of the software. The menu allows you to view reports
and logging entries, search the database, import data, update
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your license, change your password, log off and exit the software. The
Options button gives access to program and module specific settings and
further functions such as Global Data, Environment and User Management.
RIBBONS
The ribbons provide a state of the art interface to access the program features
through a row of icons. The ribbons are context sensitive. Therefore, the icons
inside the ribbons change depending on the features you currently use. This
helps to keep a clean overview by hiding unnecessary icons.
The Home and View ribbons are always visible. Additionally, each module has
its own ribbon that appears when a module is activated. When you switch
between ribbons, by clicking on the ribbon's name, you will notice a change in
the icons.
If you are new to the application you may find yourself searching for the feature
icons you require. In that case, try to switch through the different ribbons to find
the feature icon you need.
The Reload, Edit and New icons are
Please note: Feature
active. The Save, Cancel and icons can either be active
Delete icons are not accessible. or inactive. The active
icons are coloured and the
Some icons become active after inactive icons are gray.
other actions. In this example you first have to push the Edit-Button. After that Inactive icons are disabled
Save, Cancel and Delete are active. and therefore not
accessible.
THE TASK MANAGER

Bluefleet is a multitasking system. It is possible to run several modules
simultaneously. The same module can even be opened multiple times. To switch
between the currently open modules the software provides a Task Manager.
Please note: Opening too

many modules may reduce
the performance of the
whole system and increase
the processing time. You
should check (in the Task
Manager) if the current
module is already open
and use the opened
version instead of loading it
again.
To learn how to use the Task Manager please refer to Working with Bluefleet
Modules.
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THE INFORMATION SCREEN

The information screen provides crucial information about the vessel including
current maintenance jobs and other elements depending on your company’s
configuration. It may also occur that your information screen displays no content
at all. Then you or the responsible technician may be able to create a custom
information screen layout that fits your needs.
THE INTERFACE LAYOUT

The user interface of Bluefleet is highly customizable to suit the exact needs on
board and in the office. You can adjust window borders and positions in the way
you prefer and store them as a custom layout and restore it when you start the
program again.
Depending on the settings of Bluefleet, the customization will saved when
closing a module. Furthermore, Bluefleet will restore the last selection when
starting again.
Delete Layouts: Deletes your custom layout arrangements and restores the
default layout for all active views.
You can find this option in the information bar at the bottom of the software
window:
WORKING WITH BLUEFLEET MODULES

OPEN A NEW MODULE
All modules are accessible using the Home ribbon which is always available. In
this example, the user has access to the six standard modules which are:
Overview, Planned Maintenance, Stock Control, Contacts, Document
Management and Data Transfer Management.
Please note: As mentioned

before, Bluefleet is a
multitasking application. If
you launch a module and
click on another feature icon,
the first module will stay
open and a new one will
open. You can even open a
module multiple times. Try to
use only as many instances
of a module as you need to
do your work and close all
unnecessary ones.
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SWITCHING BETWEEN MODULES IN THE TASK MANAGER

The Task Manager stores all loaded modules for easy access within the
software. It is located as a vertical bar labeled Open Modules, on the left side of
the screen, where you can access all open modules. If the Task Manager is
minimized, expand it by clicking on the >>-symbol in the horizontal bar:
The Task Manager expands and

displays a list of all opened modules
as small rectangle screen previews.
The currently active module is marked
with an additional outline around the
rectangle. In this example, the
Document Management module is
active. To activate another module, just click on the corresponding screen
preview.
To hide the list of modules, click on the <<-symbol:
CLOSE A MODULE
If an open module is not required anymore it is good practice to close it. This
keeps the workspace clean and helps you to see clearly the overview.
PRINT FUNCTION
Almost all Bluefleet screen content can be printed. This is especially useful for
lists, documents, certificates and forms. To print the screen, look for the Print
Preview feature icon in the active ribbon in the upper area of the screen. In
some cases the print functionality is only available for certain modules. You
should switch through the various ribbons to access the print function. If these
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feature icons are not available or shown as grey icons (inactive), it is not
possible to print. This example uses the print function within the Planned
Maintenance module to print a list of planned tasks for a component:
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SEARCH FUNCTION
The search function is a good example of the strong interoperability between the
various modules. It provides the user with a comprehensive search dialog
window to search for components, maintenance jobs, documents, addresses,
users and almost any other data that is stored in the Bluefleet software
database. To access the search function, follow these steps:
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CHANGING THE USER INTERFACE

By default, Bluefleet provides three different user interface (UI) designs to suit
the lighting conditions of your workplace. You can access the user interface
design templates in the View ribbon in the upper area of the screen. Select the
desired colour from within the Style ribbon feature. All views in the Bluefleet
software are affected by a colour change.
SWITCHING TO ANOTHER BLUEFLEET USER ACCOUNT

After you have finished your work you should always log off. This happens
automatically when you exit the program but you may also log off without exiting
the software. This is useful if someone else wants to access Bluefleet with his
account. To change the user while keeping the Bluefleet software open, use the
log off function in the main menu.
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EXIT THE BLUEFLEET SOFTWARE

When you exit Bluefleet, you are automatically logged off.
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USER MANUAL | CONTACT MANAGEMENT
4 | CONTACT MANAGEMENT
Contact Management is one of the standard modules of Bluefleet. It is an
address database, available to all users in your company.
INTRODUCTION
You can use this module for both internal contacts, such as employees, and
external contacts such as suppliers and clients.
The Contact Management module supports email functionality and provides an
internet direct link function. It also offers a direct phone call option. You can call
or mail your contacts directly from Bluefleet as well as open up your contact's
web page.
CONTACT MANAGEMENT MAIN SCREEN

Upper part of the screen:
1 • Grouping: changes the view of the contact list.
2 • Contact: Tools for viewing, editing, creating and deleting individual

contacts
3 • Contact Details: Changes the view of the address details
4 • Communication: Tools for communication with a contact via email,

phone or internet page
5 • Printing
6 • Contact List
And at the bottom of the screen:
7 • Details about the selected contact.
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ADD A NEW CONTACT TO THE DATABASE
ADD AN ADDRESS TO A CONTACT
Please note: If you already

have other contacts from the
same company, you can
choose an existing company
from the dropdown list. This
list opens when you type the
first letters of the company.
If the company does not
exist on the list then just
ignore the list and type the
full name of the company
and then press Enter.
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Please note: You have to

classify the address either
as business, private or
other.
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ADD COMMUNICATION-DETAILS TO A CONTACT

enter the whole phone
number including country
code. The format has to be
+ {country code} {area
code} {phone number}, e.g.
+49 40 123456.
EDIT A CONTACT
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classify the address either
as business, private or
other.
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DELETE A CONTACT
Please note: Due to data

dependencies, you cannot
delete pre-stored contacts.
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USER MANUAL | DOCUMENT MANAGEMENT
5 | ISM DOCUMENT MANAGEMENT

INTRODUCTION
This module allows you to read and link documents such as descriptions and
forms. It also contains a complete update and revision service which enables
you to focus on new and updated documentation easily. The update and release
process for new and updated documentation will be primarily done in the head
office. Reading and checking of new and updated documentation will be done on
the vessel. This chapter in this manual focuses on the process of reading and
checking only. The Document Management module is also integrated into other
modules. So you can create, view and edit documents in other modules, without
having to open the Document Management module.
The Document Management module contains all documents created in
Bluefleet.
DIFFERENT DOCUMENT FORMATS

Documents stored in Bluefleet are divided into four different formats:
• Text documents: text only
• Form documents: creates a standard form that can be filled in later, for
example a standardized form for a certain maintenance job, such as a
monthly engine performance report.
• Graphic documents: documents with embedded (technical) drawings.
• HTML documents: text with the possibility to add pictures and tables. In
HTML documents, you can change the font, the size, the colour of the text
and format it to italic or bold.
READING DOCUMENTS
Most of the documents in Bluefleet can be read in other modules. You can find
them under the Documents or Description tabs. All documents can also be
read in the Document Management module.
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Please note: If the

document name is long, you
may not see the whole name
in the name field. To see the
whole name, point the
mouse on the name field for
a few seconds. A yellow
window with the whole name
appears. Another option is to
widen the name column.
CREATE A NEW DOCUMENT

It is possible to create new documents in the Document Management. You can
create different document types and edit the documents with the editor.
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NEW AND UPDATED DOCUMENTATION

The Document Management module contains a sophisticated update and
revision service. If an existing document that is relevant for your specific user
role is updated on board or in the head office it will be presented to you in the
document management module.
If a document has been newly issued or has been updated you have to confirm
electronically that you have read the document. This is done by one simple click
and it means that you take legal responsibility for reception and understanding of
this document.
You can easily identify new or

updated documents which must be
read regularly. All new and updated Documents will be visible in the “New
Documents”-tab in the Document Management module.
The documents are organised according to the following structure:

Document Board
Document Folder
Document Chapter
Document
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A red dot indicates that the document has not been marked as read yet. A green
dot indicates that the document has been marked as read. For a document
board or folder a yellow dot indicates that some containing documents have
been marked as read and some have not.
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Please note: After marking

a document as read, red dot
will change into a green one.
LINKING DOCUMENTS IN OTHER MODULES

You can link documents stored in the Document Management module within
the other modules (e.g. PMS) with a component or job.
Please note: All features
A very easy way to link a document is to do this within the module where your depend on your user rights.
Contact your system
component or job (etc.) is located – that, of course, is always another module
Administrator to get your
than Document Management. In the following case we will use the Planned User rights updated.
Maintenance Module.
You will now learn how to link a Component Description with a component.
The documents in the other categories can be linked in the same way.
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Please note: If the

component has a
document already you will
see this in the document
field. If the field is empty,
the component does not
have any documents yet.
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SEARCHING DOCUMENTS
You can find documents with the standard Bluefleet search function; find more
information in the chapter Search Functions.
DOCUMENT FAVOURITES
You can create a list of your favourite documents or add documents to the global
favourites. With this functionality you are able to access your most needed
documents with just one click.
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CREATING A DOCUMENT FAVORITE GROUP

Before you can add documents you must create a favorite group. You can create
a global group which can be accessed by every user. Documents added to the
User Favorites are only accessible by yourself.
ADD A DOCUMENT TO THE DOCUMENT FAVOURITE GROUP
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USER MANUAL | USER MANAGEMENT
6 | USER MANAGEMENT
This chapter describes user identities, user roles and user rights. Only a
limited group of users has the right to manage user data.
INTRODUCTION
Each user has its own user identity. Each user identity has one or more user
roles. Each user role has its own set of user rights. The user identity could be
a name, such as Mustafa Malik. The user role could be equal to a position, for
example Chief Engineer or Electrician. A user right could be the right to create
new inspection forms or to report maintenance jobs.
The tasks a user may, or may not, do within Bluefleet are controlled by their user
roles. The user role can be permanent or temporary.
All users with the same user role have the same rights. User rights are attached
only to the different user roles, never to individual users. If a person needs a
unique set of rights, it is necessary to create an individual user role just for this
person.
ACCESSING USER MANAGEMENT
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CREATING A NEW USER ROLE
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ADDING USER RIGHTS TO A USER ROLE

Each user role has a set of user rights. A user right could be the right to report
a maintenance job or to change the value of a counter.
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MORE ABOUT USER RIGHTS

User rights are divided into different levels. You can give the user role a general
user right by clicking in the (a) column. All rights of
the corresponding lower levels (column b and c) will
then be added to this user role.
To control the user role’s rights in more detail, click

on the symbol in the (a) column. You will now
see a lower level list of user rights in the (b) column.
If you want an even more detailed list, click on the

symbol in the (b) column. You will now see a list
of tasks in the (c) column.
To close the more detailed list, click on the button.
CREATING A NEW USER IDENTITY
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ADDING USERS TO A USER ROLE

Every user needs one or more user roles. The user role defines what the user is
allowed to do in Bluefleet. Without an user role, the user will not be able to use
the software.
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REMOVING A USER FROM A USER ROLE
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USER MANUAL | PLANNED MAINTENANCE
7 | PLANNED MAINTENANCE
INTRODUCTION
This chapter gives an overview of the main functions of the Planned
Maintenance module.
After finishing this chapter successfully, you should be able to:
• View components and their upcoming maintenance jobs.
• Display the assigned dates or periods for the maintenance jobs.
• Create a job list to simplify matters for yourself.
• Create maintenance reports for planned and unexpected jobs.
• Access the counter list or counter history and change the value of the
counter, if required.
ACCESSING THE PLANNED MAINTENANCE MODULE

The Planned Maintenance module is accessed using the Home ribbon, which is
located in the upper left corner of the screen, right next to the IS icon. For more
information on working with modules or about the IS icon, see Chapter “Base
Application”.
PLANNED MAINTENANCE - OVERVIEW

Depending on your default settings, you will find the Component Tree, the
Maintenance Types List, the Article Types Tree or the Spare Components
Tree located on the left hand side of the screen.
You may switch from the Component Tree to the Maintenance Types List, the
Article Types Tree and the Spare Components Tree.
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This can be done through the Quick-Link-Buttons right below the Component
Tree.
The Quick-Link-Buttons are displayed either as small symbols or as a bar. You

can alter the view by using the small arrow below the Quick-Link-buttons. “Show
Fewer Buttons” will transform the bars into symbols, vice versa with “Show
More Buttons”. To add or remove buttons from this view you must use the “Add
or Remove Buttons” function of the drop down menu.
MAINTENANCE TYPES LIST

The Maintenance Types List-Button brings up a Maintenance-Editor. This
Editor allows you to edit maintenance jobs.
ARTICLE TYPES TREE

The Article Type Tree Quick-Link will show you a list of all article types and all
component related articles for your vessel.
THE SPARE COMPONENTS TREE

The Spare Components Tree Quick-Link opens a tree of all Spare Components
associated with your vessels components. The view is exactly like the
Component Tree though these parts are all Spare Components and not in
operation. This view gives the best overview about components with their sub-
assemblies. If you demount a component, then you will find this component
including all the sub-assemblies in the Spare Components Tree. The
advantage of this view is to show complete spare components with sub-
assemblies even if they are located in different stores on your vessel.
THE COMPONENT TREE

The Component Tree is the core of the whole vessel management system. It
contains all ship components (e.g. Deck Equipment, Fresh Cooling Water
System and Fire Fighting & Safety) and their corresponding maintenance jobs.
The component tree structure has to be setup using specific criteria to receive
certification by an authority like “Germanischer Lloyd” or “Norske Veritas”.
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COMPONENT-GROUPS AND SUB-COMPONENTS

Individual components are organised into groups. The component-groups reflect
different parts of the vessel (e.g. Main Engine) and contain related sub-
components (e.g. Aux. Blower No.1, a part of the Main Engine). By default, the
Component Tree will only list the component-groups, but not all of the sub-
components. A group is represented by a - symbol, while a subcomponent
(which can also contain other subcomponents) is represented by a - symbol.
Demounted components are represented by a - symbol.
You can scroll through the sub-components using the -symbol left of the
component-group name. A in the Component Tree means that you can scroll
down to a lower level of the component-group. You are at the lowest level if you
do not see a - symbol any more.
When you open the sub-component, the will change to a -symbol. To close
the list of sub-components, just click on the - symbol.
Components contain certain information. You can access this information by

selecting the components name. The information will be displayed on the right
side of the Component Tree.
• Component details: General information about the component and

Please note: Components
component groups. can also be found via the
Search function of Bluefleet.
• Maintenances: A list of maintenance jobs for the component or group of For more information see
components page 17.
• Task Scheduling: A calendar or a list showing the planned maintenance

jobs.
• History: All modifications on the component or its associated maintenance

jobs.
• Maintenance History: A list of all maintenance jobs performed in the past.
• Certificates: a list of certificates for the component.
• Linked Spare Parts: Spare Parts which are associated with the Component.
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PLANNED MAINTENANCE JOBS

Regular and timely maintenance ensures the reliability and safety of
components. Planned maintenance jobs provide regular servicing and repair to
make sure components do not fail during normal operation. Managing and
executing these maintenance jobs is a necessary part of work on board.
Most of the components or component groups (e.g. Main Engine, Auxiliary
Engine #1, Fire Extinguisher…) are connected to one or more maintenance jobs.
These maintenance jobs must be carried out on specific dates. Delaying a
maintenance job is only acceptable for a good reason and should not be delayed
without serious thought.
The maintenance tab will show a list of all maintenance associated with the
selected component group and/or sub-component or additionally all
maintenance associated with the sub-components.
Please note: For some

components the mainte-
nance job list is empty.
These components do not
require maintenance;
therefore there are not any
associated maintenance
jobs.
The list provides you with several details about the maintenance job. For
example, the unique code of the job, the component it is related to, the person
responsible for the maintenance, and the Date when the last job report was
created.
You can rearrange the list by clicking

on the head of a column. For more
information about working with
charts, see chapter Base Application.
When you select a maintenance job, additional information is displayed below

the maintenance job list. You will find several tabs containing the following
information:
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• Description: A description of the selected maintenance job.
• Maintenance History: This tab lists all previous executions of the designa-
ted maintenance job including the running hour counters at the time of exe-
cution.
• Consumables: Lists all spare parts and consumables needed for this
maintenance job.
• Tasks: In the tasks tab, maintenance jobs can be filtered by different

criteria. For example, you can display the maintenance jobs for the next ten
days using the “Calculate Until” icon on the top of the screen (Task Filter). Or
you may display only those maintenance jobs which should be executed by
yourself.
CHECKING DUE JOBS

You always have to check for upcoming daily maintenance jobs to ensure
everything is planned and scheduled. It may also be necessary to view future
jobs, e.g. to create a list of jobs to perform in a coming shipyard visit. Bluefleet
can display maintenance jobs due on specific dates, both for a single component
and also for the whole ship. The procedure for listing a component’s
maintenance jobs for a specific date, or period, differs slightly from the method
used to display the jobs for the whole ship.
The Task Scheduling tab is used to track all tasks and their assigned dates or
periods. The Task Scheduling tab is split into two sections:
• Periodic or List view: A view to display the upcoming maintenance jobs for
specific dates or periods. Please note: You can check
the upcoming (or delayed)
maintenance jobs by
• Calendar: A simple calendar (displayed in periodic view only) used to switching to the Main-
rapidly change between different dates or periods. tenances tab. This shows a
list of all maintenance jobs
associated with the
LIST VIEW component.
The List-View is the default view for maintenance jobs. The list view will sort the
jobs by the date when they should be performed. Overdue maintenance jobs will
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be at the top of the chart followed by the upcoming jobs. All overdue jobs are
marked with a red dot, jobs within a configured tolerance with a yellow dot and
upcoming maintenance jobs will be marked with a green dot.
In Addition the list view supplies you with several details and information about
the jobs.
1 Tab Task Scheduling Column Due State
2 Tab Task Scheduling Column Open State
3 Tab Maintenance History Column State
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PERIODIC VIEW
The periodic view offers several ways to view
task/jobs. It is possible to choose between a
monthly, weekly or daily view using the Task
View buttons on the Task Scheduling ribbon.
This changes the periodic view, showing an
overview of the maintenances due on the selected Day, Week or Month.
Future maintenance jobs are marked grey in the periodic view. Overdue
maintenance jobs are marked red. Jobs within a given tolerance are marked
yellow.
The periodic view contains a calendar. This calendar

will help you to display individual time periods.
The calendar also allows the manual selection of

individual time periods. To do this, select the desired
days, weeks or months from the calendar with the
mouse. The periodic view updates automatically,
showing the dates and jobs of your selection.
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Please note: You may also

display several specific
dates, such as the 10th, the
15th and the 20th of
November. Hold down “ctrl”
on your keyboard and
select the three dates one
at a time. Release “ctrl”
when you have finished
your selection.
You may switch the date displayed in the calendar by using the left and right
arrows next to the months and years name. This will support you in selecting
maintenance jobs of an earlier or later date.
TASK SCHEDULING FILTER

The task scheduling filter might increase your efficiency and reduce the time
looking for a job by arranging the List or Periodic view geared to your needs.
The filter is subdivided into three sections:
1 Date:
• Show Each Date: This will show the next and the following due dates of
each maintenance job in the selected timeframe.
• Show Next Date: This will show only the next due date of each
maintenance job in the selected timeframe.
2 Responsible Person:
• Tasks of All Roles: If you select “Tasks of all roles”, it will make no
difference, which person is responsible for a maintenance job. Bluefleet
will not filter by this criterion.
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• Tasks of My Roles: Selecting this filter criterion, you will only see the
maintenance jobs, YOU (your user role) are responsible for.
• Task of Role []: You might select a specific user role from the drop
down menu and display only jobs for the designated role.
3 Timeframe:
• Calculate until [date]: You might calculate all jobs until a specific date.
Maintenance jobs beyond this date will not be shown.
MAINTENANCE DESCRIPTION
Maintenance Descriptions contain detailed information and important documents
of a maintenance job. Maintenance Descriptions are stored in the Maintenance
Types List of the PMS module. This list includes all maintenance jobs of the
whole ship. The information is subdivided into four parts (Properties, Description,
Consumables, and Linked Objects).
There is a very easy and simple way to display all the details of a maintenance:
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PLAN A TASK
Usually all maintenance jobs are due on a specific date. However, due to
irregularities on board and unpredictable incidents, you might have to change
these dates sometimes. Therefore, Bluefleet provides the “Plan Task” feature.
This feature allows you to shift the dates of maintenance jobs. If you are or will
not be able to perform a job on a designated date, you can plan the job for a
different (earlier or later) date.
CREATING A MAINTENANCE REPORT

After you complete a maintenance job (e.g. you checked the luboil filter for
leakages) you need to create a report in Bluefleet; to record the maintenance
and to track that you executed that job. You can choose when you create a
maintenance report. However, the report must be created by the person who
performed the maintenance job. Afterwards this report has to be accepted by a
supervising officer.
You can create maintenance reports either through the Task Scheduling or
Maintenance tab. For more information see Checking due jobs.
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Please note: Depending

on which tab you choose to
execute the maintenance
job, the button will differ in
its appearance.
This will launch the report dialog for the selected component. You can switch
between the default General tab to three other tabs (Details, Maintenance
Descriptions and Linked Spare Parts) to review information about the
maintenance job.
THE REPORT DIALOG

Your work will mainly be limited to the General tab. On this tab it is necessary to
fill in all information that is not entered automatically.
AUTOMATICALLY FILLED IN INFORMATION:
• Component: Name of the component.
• Maintenance: Name of the maintenance jobs
• Maintenance Code: Internal identification number for the maintenance job.
• Due by condition: Information about the condition of the component, at the

time the maintenance job was executed.
• Responsibility: Person responsible for the maintenance job (e.g. Chief Please note: Please make
Engineer). sure that the person who
creates the maintenance
• Executed by: Person, who at the moment is logged on. report is always the user
who is logged into
Bluefleet. This prevents
• State: Status of the job. This could be “saved”, “reported” or “accepted”. any future misunder-
standings.
INFORMATION YOU HAVE TO FILL IN YOURSELF:
• Execution Type: Is the job planned, unplanned or unexpected?
• Execution Date: Date you executed the maintenance job, e.g. 05/30/2009.
• Duration: Time you spent completing the maintenance job, e.g. 30 minutes.
• Counter values of the Component: Many components have a counter

value (see more detailed information below). The counter value of the
component stored in Bluefleet should always match the component’s real
counter value, which can be seen on the component itself. You should
always update the stored counter value with the real one. Also enter the date
when you read the counter from the component.
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• Consumption: If you used some spare parts or tools during a maintenance

job, then you can update these consumables via this section of the report
dialog.
• Forms and Attachments: This section should be used to attach any

important documents. For example, pictures of a broken component or other
important forms.
FILLING OUT THE MAINTENANCE REPORT
What means “Duration”?

You need to enter a number
(for example 30) and select
the unit (for example min for
minutes or hour for hours).
Once you click on “Add”,

a wizard will open which
guides you through this
operation. Just follow the
steps of the wizard. It will
describe how to add a
consumable. If you use this
function the stock quantity of
your consumables will be
automatically updated after
the maintenance has been
accepted.
If you have not finished entering all the information you need, you can click Save
to save a draft of the report. In this case, you will keep the information you have
already entered. To complete the report you will need to open the job again,
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enter the missing information and then click Report.To close the window without
saving any changes, click on Cancel.
If the superior is not satisfied with the report he is able to reject it. The report has to be
reviewed and to be reported again by the creator.
Please note: Reporting an

REPORTING AN UNPLANNED OR UNEXPECTED MAINTENANCE JOB unplanned maintenance
job will not affect any
If a component stops working, or you have to do some additional repair work, existing jobs. Bluefleet will
you should report this as an unplanned or unexpected maintenance job. An add this job to the job
history as an “additional
unexpected maintenance job contains additional jobs, which are not expected to
maintenance”.
come up ever. Unplanned maintenance jobs are additional jobs, which cannot be
planned or have not been planned yet.
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In the report dialog that appears, the job will be named “additional
maintenance” by default. You have the possibility to rename the job. Because
this is an additional job there will be no job description or maintenance code.
Please note: In the
ACCEPTING A PLANNED MAINTENANCE JOB Maintenance-History-tab,
maintenances will be
After a job report is created, it will be marked as “reported” in the “History State”- marked as “reported”,
“saved” or “accepted”. The
column under the “Maintenance History”-tab in the Planned Maintenance status “accepted” indicates
module. The Chief Engineer can check the maintenance reports for accuracy that the Chief Engineer has
and, if everything is in order, he may accept the job. Usually (depending on user reviewed the job.
rights) only the Chief Engineer is able to accept a planned maintenance job. An
accepted maintenance job will appear as “accepted” in the Maintenance history.
To accept a planned maintenance job, first find the maintenance jobs that have a
“reported” status.
Please note: Usually, only

the Chief Engineer
(depending on the user
rights arrangement) is able
to accept maintenance jobs.
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CHECKING THE COUNTER LISTS

Every component has a counter value. The counter value represents the working Please note: The display
value might differ from the
hours of a component. A distinction is made between the “real counter”, which is real value. This could be
equivalent to the real running hours of the component, and the “saved counter”, the case if the counting
which is the running hours stored in Bluefleet. The “saved counter” can update part has been replaced by
a new one or if the
automatically depending on some criteria. maximum counter value
was reached and the
The “saved counter” can differ from the “real counter” at some time, e.g. a counter has jumped back
component stops working and the real counter remains static but the saved to zero.
counter still increases.
You can access the counters via the Component Tree. You can either click on
the name of the ship to display all of the counters at once, or you can select a
single counter for a component.
CHECKING ALL COUNTERS AT ONCE
This will bring up a list of all counters for the corresponding components. You
can sort them by clicking on the column headers (Name, Display value, Value
or Date of value).
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CHECKING A SINGLE COUNTER AND ITS HISTORY
You will find information about the counter on the right side of the screen, most
importantly:
• The value (“saved counter”) and the display value (“real counter”) of the
counter.
• The date of the latest check of the counter.
• All components connected to the counter.
You may review the counters history, by switching to the Counter History tab.
The counter history
gives a profile of the
running hours of a
component. You
may check the
history to see if a component runs consistently and without breakdowns.
UPDATING A COUNTER
A counter may need to be updated continuously (see “Checking the counter
lists” for an example).
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Please note: The new

value will be checked by
the Software. If there is any
illogical difference, e.g. the
difference of old and new
counter value would be
more than 24 hours a day,
you will be asked to
confirm this new value by a
separate pop up window. If
this window appears it is
very likely that you
mistyped the new counter
value.
TECHNICAL CHANGES ON A COMPONENT

In certain cases you might have to replace components or demount them, e.g. to
send them to your dealers workshop or to overhaul them. Bluefleet offers all the
features you need. You can exchange or de- and remount existing
components, delete (scrap) them and even assign new components to
previously demounted one’s. Regardless of demounting, (re-)mounting or
replacing a component, you will always have to check the components running
hour counter.
DEMOUNTING A COMPONENT
Demounting a component will freeze its running hour counter and remove any
maintenance jobs from the upcoming maintenance list. The component will
remain with this status, unless you remount it. While demounting a component in
Bluefleet, you need to select a place where it will be kept. Bluefleet will
automatically list the available stores.
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After you have demounted a component, you will be able to assign a new
component as a replacement for the old one. Please refer to “How to: Assign a
new component” for more information about this feature.
(RE-)MOUNTING A COMPONENT
(Re-)mounting a component will bring the component and its running hour
counter back to life. You should check the running hour counter of the
component before (re-)mounting it in Bluefleet.
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Please note: You can use

the Spare Components
Tree to look for demounted
components.
REPLACING A COMPONENT
You may use the exchange component function if you have a suitable
component in stock. The previously used component will automatically be
replaced by the new one.
Refer to the next page for the “How to: Replace a component”.
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Please note: Unless you

haven't chosen a store
where to keep you‘re
component, you won't be
able to finish the
demounting-process.
ASSIGN A NEW COMPONENT

Contrary to the “Exchange Component” function of Bluefleet, which only allows
you to demount a component if you have a similar one in stock, you can use the
“Assign new Component”-function for mounting a new component as a
replacement for an old one, which e.g. has been demounted while there has not
been a similar component in stock.
Please refer to the next page to learn how to assign a new component.
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SCRAP A COMPONENT
If you have already scraped or planning to scrap one of the ship’s components,
the Bluefleet-Software offers an option to delete the data of a component and all
of its sub-components (like linked spare parts, maintenance jobs, running hour
counters, etc.).
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CHECKING AND UPDATING COMPONENT CERTIFICATES

Some of the vessel components may have different certificates which are
subject to legal requirements. You can easily check, update and create
certificates for components. This is all done from the component tree in the
planned maintenance module.
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CREATE A CERTIFICATE FOR A COMPONENT
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RENEW A CERTIFICATE
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SURVEY CERTIFICATES
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ADD A REMARK TO A CERTIFICATE
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ADD AN ATTACHMENT TO A CERTIFICATE
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USER MANUAL | STOCK CONTROL AND SPARE PARTS
8 | STOCK CONTROL AND SPARE PARTS

INTRODUCTION
This chapter explains how to manage your vessel’s spare parts using Bluefleet.
The basic functions of this module are:
• An overview of available parts on board your vessel.
• Tracking of all spare parts and their location.
Within Bluefleet there are two types of parts: components and spare parts.
Components are parts which are necessary for the vessel operation and are
usually parts that are in use on the vessel. The quantity of a component is
always one.
Spare parts are extra parts which are currently not used for the operation of the
vessel. A spare part is held in a store and their quantity can be from zero to
unlimited. There can be several stores on a vessel, each containing multiple
spare parts.
Spare parts have to be entered first into the Bluefleet system. This is usually
done in the office during setup of the vessel’s database.
ACCESSING THE STOCK CONTROL MODULE
INVENTORY VIEWS
Within this module you can choose between four different views: Article
Catalogue, Spare Part Stores, Transfer Centre and Inventory Centre. The
default view is Article Catalogue.
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Article Catalogue shows all the available

(deliverable) articles for your vessel. The
main purpose of this view is to check which
article is available to order for your vessel. In
this view you may edit article details, but not
stock quantities.
Spare Part Stores shows the different stores

and the spare parts they contain. This view
provides an overview of all the different stores
on board and can be used for multiple vessels.
In this view you can also edit stock quantities.
Transfer Center shows the ships and their boxes.

It can be used to send or receive items.
Inventory Center shows the spare part stores of

the ship. You can use it to start an inventory and
prepare the inventory. The Inventory Center
shows you the state of the inventory.
FINDING SPARE PARTS

You can find spare parts in three different ways.
1) Via the name of the spare part and the category it belongs to you
can find it in the Article Catalogue. By default all parts are sorted
in alphabetical order. You may change the order by clicking on the
“Sort by”-Icon.
2) Via the store where the spare part is located you can
find it in the Spare Part Stores view. In this view all
stores and their spare parts are shown.
3) The easiest way is to use the Search-function of Bluefleet in the upper left
corner of the main screen (see page 17).
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ARTICLE CATALOGUE SEARCH
SPARE PART STORES SEARCH
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TREE SEARCH FUNCTION
If there is more than one result you can scroll

through them by using the “Next” and “Previous”
button.
EDITING STOCK QUANTITIES

To keep your stores up to date, all stock changes have to be tracked by
Bluefleet. There are two ways to track stock changes in Bluefleet, automatic
update and manual update. A maintenance job report created in the Planned
Maintenance module of Bluefleet (see page 42) can use the automatic stock
update function. For other changes a manual update is needed.
AUTOMATIC UPDATE
An automatic update of the spare part inventory is done when a maintenance job
report is created within Bluefleet. If you include “Consumption”-items in your
maintenance report, with the quantity used, then the system will automatically
reduce the stock quantity. This works in the same manner when reporting
additional maintenance (see description of Planned Maintenance module).
MANUAL UPDATE
A manual update can be performed at any time. It has to be done for all changes
in stock quantities which are not covered by the automatic update function. For
example, if you receive a spare part delivery from shore you must enter these
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changes manually into Bluefleet. A manual update of quantities can only be

performed in the Spare Part Stores view of the Stock Control module.
The following steps show how to perform a manual update for a spare part with
the article number 5-7008-109099 and the name FLEXIBLE SHAFT. This part
belongs to the ignition oil fuel pump of the boiler.
Open the Stock Control module. Default view is the Store Tree.
In the upper part of the screen, on the right, you can see all parts for the ignition
oil fuel pump. The first row is selected by default. Locate the spare part you are
looking for and select it by clicking on the row. In this case it is FLEXIBLE
SHAFT on the fifth line.
In the lower part of the screen double check the Article No of the part; in this
case it is 5-7008-109099.
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After the correct part has been identified you can begin to edit the quantity.
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PUTTING A SPARE PART INTO THE BASKET
TO PERFORM AN INVENTORY
With the Inventory center it is possible to make an inventory for all stores or only
for selected one. The stores can have following different inventory states:
Location closed – The inventory is done. All items are counted
Inventory List saved – The Inventory List is saved, but it can be edited still.
Location prepared – The Inventory List is prepared but not saved.
Inventory in progress – The Inventory is started
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USER MANUAL | CREW MANAGEMENT
9 | CREW MANAGEMENT
INTRODUCTION
This module allows you to manage all information of your crew. You can add
new crew members and link multiple information about them such as name,
place of birth and passport number. Furthermore the module has several useful
functions as Next of Kin and Certificates.
CREW MANAGEMENT MAIN SCREEN

Upper part of the screen:
1 • Crew Member Information: Add or delete crew members.
2 • Roles: See and edit a crew member’s role.
3 • Certificates: See and edit a crew member’s certificates.

• Operating Locations: Information about crew member’s operating
4
locations.
5 • Contact Information
6 • Next of Kin
7 • Attachments
And at the bottom of the screen:

8
• Crew List:
9 • Crew Tree:
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CREW MEMBER INFORMATION

ADD A NEW CREW MEMBER TO THE CREW MANAGEMENT
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DELETE A CREW MEMBER
CREW LIST AND CREW TREE
1 Crew List: A list of all crew members on your vessel.
2 Crew Tree: All crew members of the fleet sorted by vessel
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ROLES
ADD A CREW MEMBER TO A ROLE
REMOVE A CREW MEMBER FROM A ROLE

How to: Remove a crew member from a role
1 Repeat step 1-3 from How to add a crew member to a role.
2 Choose the role you want to remove and click Remove.
3 Click OK.
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ASSIGN A CREW MEMBER TO A VESSEL
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CERTIFICATES
CREATE A NEW CERTIFICATE FOR A CREW MEMBER
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EDIT CERTIFICATE
DELETE A CERTIFICATE
How to: Delete a certificate
Repeat step 1-3 from How to edit a certificate.
1
Click Delete. A popup window opens showing: Do you really want to delete the
2
selected object [Name of the certificate]?
3 Click Yes.
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RENEW A CERTIFICATE
Some certificates need to be renewed periodically.
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OPERATING LOCATIONS
ADD AN OPERATING LOCATION
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EDIT AN OPERATING LOCATION
DELETE AN OPERATING LOCATION

How to: Delete an Operating Location
1 Repeat step 1-2 from: How to edit an operating location.
Click Delete. A popup window opens showing: Do you really want

2
to permanently delete the selected object.
3 Click Yes.
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CONTACT INFORMATION
ADD AN ADDRESS TO A CREW MEMBER
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EDIT AN ADDRESS
DELETE A CONTACT INFORMATION

How to: Delete a Contact Information
1 Repeat step 1-2 from: How to edit a Contact Information
2 Click Delete. A popup window opens showing: Are you sure to

delete [Name of the address]?
3 Click Yes.
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GROUPING
1
You can decide to either sort your crew members by categories or not.
2 You can add one or more categories to a crew member, such as Ship,
Manufacturer or Office. Furthermore you can create new categories.
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NEXT OF KIN
ADD A NEXT OF KIN TO A CREW MEMBER
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EDIT OR DELETE A NEXT OF KIN
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ATTACHMENTS
ATTACH A DOCUMENT TO A CREW MEMBER
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REMOVE AN ATTACHED DOCUMENT
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USER MANUAL | PURCHASE
10 | PURCHASE
INTRODUCTION
This module can be used to put spare parts and articles into a basket, create
requisitions, request for quotations and purchase orders. It is possible to
approve, reject and send the requisitions, and to order the articles. Furthermore
the module allows a monitoring of the order. When creating a new requisition, all
selected items will be moved into it with only one click (multiselect). Generally,
many functions in Purchase support multiselect.
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BASKET
ADD AN ARTICLE TO THE BASKET
Add Attachments and Remarks
While adding an item to the basket, it is possible to add an attachment or remark

to each article. To do so, right click on the article click Attachments click Add
or
click Edit click Remarks enter a remark click Save
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ADD A SPARE PART TO THE BASKET
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ADD A FREE ARTICLE TO THE BASKET
REQUISITION
A requisition is a list that contains all items you want to order. It has a title and a
TAN-Number. To be able to order articles or spare parts you have to create a
requisition first. You can now put articles or spare parts from the basket into the
requisition. After checking and approving your requisition you can send it to your
office.
CREATE A REQUISITION
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PUT AN ARTICLE FROM THE BASKET INTO THE REQUISITION
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REQUISITIONS (SHIP VERSION ONLY)
RECEIVE A REQUISITION
After sending a requisition to the office (this will be done automatically via data
transfer) the requisition has to be approved and will be transferred to a Request
for Quotation. Once the supplier has sent his offer a Purchase Order will be
created.
When the goods have been delivered, you must receive them. For this purpose
you have to click on Receive. Afterwards the store quantities will rise
automatically and the requisition will be closed.
This option only exists in the ship version.
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EDIT A REQUISITION
How to: Edit a requisition
1 Click Requisitions.
2 Click Edit.
3 Double click the information you want to change and change it.
4 Click Save.
SUPPLEMENTARY MODULES FOR THE OFFICE

REQUEST FOR QUOTATIONS (RFQ)
A RFQ is a document used in soliciting price and delivery quotations that meet
minimum quality specifications for a specific quantity of specific goods. It is
possible to add one or several suppliers and compare the different RFQ’s.
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CREATE A REQUEST FOR QUOTATIONS
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ADD OR REMOVE A SUPPLIER
Add Attachments and Remarks
When the supplier is added to the RfQ it is possible to add an attachment or

remark to each supplier. Right click on the supplier click Attachments click
Add
Or
Click Edit click Remarks enter a Remark click Save.
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MARK A REQUEST FOR QUOTATIONS AS CHECKED OR AS REJECTED

Before you are able to send a RFQ you have to mark it as checked. A green
hook shows if a RFQ is marked checked. Now you have to expand the RFQ and
click send to send it.
If you receive a RFQ you don’t want to order you can mark it as rejected. It
disappears from your open RFQ’s but you can still access the rejected RFQ
when you click on Closed in the filter ribbon. A red cross shows if a RFQ is
rejected.
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ADD OR REMOVE ITEMS
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It is also possible to add a new free article. For this option click Add and choose
“Add free Article / Line Item”. You can type the article information like Name,
Article Number and Requested Quantity in a pop-up window.
COMPARE REQUEST FOR QUOTATIONS

This function can be used to compare the costs of different items and
different suppliers.
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EDIT A REQUEST FOR QUOTATIONS
Manage Costs
With Costs you can manage and see all the costs for your Purchase Order, also
additional costs such as packing, V.A.T. and shipping.
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SPLIT AND MERGE
SPLIT BY SELECTION
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SPLIT BY SUPPLIER
With this function you can divide a requisition for two or more different supplier.
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MERGE ITEMS
With this function you are enabled to merge items that have been put several
times into the basket. Instead of creating many requisitions containing the same
item, Merge Item will combine the requested items and recalculate the number.
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PURCHASE ORDERS
A Purchase Order is an order confirmation. It is a document issued by a buyer to
a seller, indicating types, quantities, and agreed prices for products the seller will
provide to the buyer. In Bluefleet it is possible to add articles to a Purchase
Order and mark them as checked and approved before you send it to your
office. After sending the Purchase Order Bluefleet allows you to track the order.
CREATE A NEW PURCHASE ORDER
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ADD ARTICLES TO THE PURCHASE ORDER
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CHECK, APPROVE AND SEND A PURCHASE ORDER

Before marking a Purchase Order as Checked or Approved you must specify
the cost for every item.
Marks the selected Purchase Order(s) as Checked. This is the first check
1 of the PO if everything is correct.
Marks the selected Purchase Order(s) as Approved. Now a second

2 person can check it again.
Creates a printout of the selected Purchase Order(s) and

3 marks them as Send. The office can use the print out as an order form.
4 Returns the selected Purchase Order(s) to one lower step.
Marks the selected Purchase Order(s) as Rejected. It disappears from
5
your open PO’s but you can still access the rejected PO when you click on
Closed in the filter ribbon.
Depending on your user rights it is possible to skip steps, more specifically,

make several steps at a time (for Example: from created to send). In this case,
by clicking the send button, you automatically check and approve the PO. With
the next data transfer the information about the status is replicated to the
database on board.
TRACKING
The tracking module allows you to reconstruct every change and working step
made in the Purchase Order. It can be sorted by “Entry Date”, “Title” and
“Changed by”.
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USER MANUAL | DRILL MANAGEMENT
11 | DRILL MANAGEMENT
INTRODUCTION
This module allows planning and scheduling different types of emergency
exercises, as Heavy Weather Damage and Search and Rescue, on board.
Furthermore it is possible to report drills and show a drill history.
Overview
1 Drill Types: Create or edit a drill type
2 Drill Plans: Create, Edit or delete a drill plan
3 Drill Scheduling: Shows the planned drills and allows reporting drills
DRILL TYPES
Drill types can be different emergency exercises such as fire or man over board.
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CREATE A NEW DRILL TYPE
The Execution Range is a period around the due date in which the exercise has
to be executed. You can enter Allowed days BEFORE and AFTER due date.
EDIT A DRILL TYPE
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ADD A DOCUMENT TO A DRILL TYPE
DRILL PLANS
1 Drill Plan Details: Create or delete a drill plans
2 Drills: Create, Edit or delete drills
3 History: Shows information about events
The Drill Plan module allows you to see all the drills which will or have been
performed on the ship. It is possible to see who is responsible for the drill and in
which period it has to be performed. Furthermore you can attach documents
about the drill.
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DRILL PLAN DETAILS

CREATE A DRILL PLAN
DELETE A DRILL PLAN
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EDIT A DRILL PLAN
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DRILLS
ADD A NEW DRILL TO A DRILL PLAN
When you have created a drill plan you must add one or more drills to it. You
can only add drills, which have been created before. In order to add a new drill to
a drill plan, please make sure that this particular drill has been created already
(How to: Create a new drill type).
1 Click Drills
2 Click New
3 Click on the small arrow and choose a Drill
4 Click Save
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DELETE / EDIT A DRILL FROM A DRILL PLAN
ADD A CONDITION TO A DRILL

You can choose between two condition types:
• Periodic Date – The drill is due at one day and again after a fixed period
• Single Fixed Date – The drill is due at one day and after that never again
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HISTORY
When you click on the History Tab you can see all imported information about
the plan history:
• Date
• Type
• Event
• By
• Reported Date
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DRILL SCHEDULING
DRILL SCHEMA
When you click on the Drill Schema Tab you can see an overview about the
planned drills. Furthermore you can plan or report a drill.
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PLAN TASK FOR A DRILL
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REPORT A DRILL
SHIP DETAILS
When you click on the Tab Ship Details you can see all information about your
ship. Click on the Edit Symbol to change the information.
DRILL SCHEDULING
The Drill Scheduling function is the same as in the Planned Maintenance
Module. You can see the planned drills and the due state. For more information
about this function read the chapter Checking Due Jobs.
DRILL HISTORY
The Drill History function shows all reports and their state.
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SHIP CHARTERS
| 134
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USER MANUAL | MANUEL DATA TRANSFER BETWEEN VESSEL AND OFFICE
12 |MANUEL DATA TRANSFER BETWEEN VESSEL AND OFFICE
INTRODUCTION
To keep all databases on all computers up to date and synchronized, you need
to transfer data from the vessel to the office and also from the office to the
vessel. Depending on your settings the data transfer will normally run
automatically in the background. It will be maintained by the administrator of
Bluefleet.
In this chapter you will learn how to transfer the data manually from the Office to
the Vessel and vice versa.
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MANUAL EXPORT FROM VESSEL TO OFFICE
Please note: A manual Data

transfer is only required if
the system is not set up for
automatic data transfer. If
automatic Data Transfer is
activated there is no need
for a manual Transfer.
Please notice that you can use the Data Transfer Management to export the
data that have been changed since the last export. However, you may want to
export the complete database using All Data in case the last synchronization
has failed. Please be aware, that the amount of data can be huge.
You can also distinguish if you want to send only database entries or additional
documents. Documents that have been uploaded in Bluefleet can contain all
kind of data type and also increase the amount of data to be exported. You can
consider transferring these files later on.
| 137
When the Export task is ready, the Export can be found in the designated Export
folder that has been set up in the Bluefleet Options. Please refer to the Bluefleet
administrator if you need to know how to send the file to the Office.
The manual export from office to ship will be done in exactly the same way.
| 138
MANUAL IMPORT FROM OFFICE TO VESSEL
| 139
| 140
MANUAL EXPORT FROM VESSEL TO OFFICE
| 141
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USER MANUAL | EVENT REPORTS
13 | EVENT REPORTS
INTRODUCTION
This module can be used to create reports for all events, which are not reported
with maintenance or drill report. You can create types for different events and
use them any time as a template.
EVENT REPORTS – GENERAL SETTINGS

CREATE A NEW REPORT TYPE
Before you will be able to create Event Reports it is necessary to create report
types. You can create main types with several subtypes.
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ADD A DEFAULT DOCUMENT TO A REPORT TYPE

After creating a report type you can attach default documents to the type. These
documents are automatically attached to reports which you create in the event
module with this type. For more information see “How to: Create an incident
report”
| 144
EVENT REPORTS – MODULE

This module can be used to create reports for all events, which are not reported
with maintenance or drill report.
| 145
CREATE A NEW EVENT REPORT
Please note: You can see

if documents are linked to
the selected Report Type
when you click on the
Attachments Ribbon
| 146
ADD A MESSAGE
You can add sub reports to an already created event report. To see them
click on the small cross symbol on the left side from the state column.
| 147
CHANGE THE STATE OF AN EVENT REPORT

The state of an event report can be different. You can recognize the state by the
small symbol at the state column.
Created: The Report is created and can be edited
Checked: The report is checked
Approved: The Report is approved and can’t be edited any more
In progress by ship: The Report has returned to the ship.
ATTACH A DOCUMENT TO AN EVENT REPORT
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SEND EVENT REPORT FROM VESSEL TO OFFICE
Please notice that the Event Report needs to be sent with the Data Transfer
Management to the Office. This will normally happen automatically depending on
your settings.
After the Data Transfer the Report will be seen in the office.
The described workflow is the standard workflow, but it can be adjusted to your
needs.
| 149
SEND EVENT REPORT FROM OFFICE TO VESSEL
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Bluefleet

INTERSCHALT MARITIME SYSTEMS AG

“BLUEFLEET” VESSEL AND FLEET MANAGEMENT SOFTWARE

EDITORIAL OFFICE AND DESIGN

COPYRIGHT 2012 BY INTERSCHALT MARITIME SYSTEMS AG

Assign a new component 68

Split and Merge 116

Manual Export from Vessel to Office 137

HOW TO USE THIS MANUAL

Side information: Side

VERY IMPORTANT INFORMATION:

STRUCTURE OF THE BLUEFLEET MANUAL

Bluefleet provides a computer based maintenance system together with

Growing fleet sizes, and the increasing complexity of equipment, make it

However Bluefleet is more than a maintenance system. It also provides features

HANDLING AND REPORTING RESPONSIBILITIES

OVERVIEW OF THE BLUEFLEET SOFTWARE

2. Planned Maintenance – This module manages the vessel’s components

3. Stock Control – The stock control module provides a database of spare

5. Contact Management – Contact information and other addresses are

6. Document Management – This module stores all kinds of documents,

7. Crew Management – This module allows you to manage all information

8. Drill Management – This module can be used to plan drills on the

9. Data Transfer Management – This module is used to manage the data

START THE PROGRAM AND LOG IN

USING THE MOUSE

WORKING WITH CHARTS

THE START SCREEN

Nevertheless, all start screens have some features in common:

1 IS icon / Main Menu 2 Ribbons

3 Task Manager with a 4 Information Screen

IS ICON / MAIN MENU

THE TASK MANAGER

Please note: Opening too

THE INFORMATION SCREEN

THE INTERFACE LAYOUT

WORKING WITH BLUEFLEET MODULES

Please note: As mentioned

SWITCHING BETWEEN MODULES IN THE TASK MANAGER

The Task Manager expands and

To hide the list of modules, click on the <<-symbol:

CHANGING THE USER INTERFACE

SWITCHING TO ANOTHER BLUEFLEET USER ACCOUNT

EXIT THE BLUEFLEET SOFTWARE

CONTACT MANAGEMENT MAIN SCREEN

1 • Grouping: changes the view of the contact list.

2 • Contact: Tools for viewing, editing, creating and deleting individual

4 • Communication: Tools for communication with a contact via email,

And at the bottom of the screen:

7 • Details about the selected contact.

ADD A NEW CONTACT TO THE DATABASE

ADD AN ADDRESS TO A CONTACT

Please note: If you already

Please note: You have to

ADD COMMUNICATION-DETAILS TO A CONTACT

Please note: You have to

Please note: You have to

Please note: Due to data

5 | ISM DOCUMENT MANAGEMENT

DIFFERENT DOCUMENT FORMATS

• Text documents: text only

• Graphic documents: documents with embedded (technical) drawings.

Please note: If the