Field Operations

The Field Operations tab provides the following menus:

Generating a Field Inspection Workbook

Uploading a Field Inspection Workbook

Confirm Numbers with Terminal

Splits

Note: note the availability of menus will vary based on the permissions of the user account and other characteristics of the Job Order.

Generating a Field Inspection Workbook

Dispatchers can generate a Field Inspection Workbook (aka a Report) for inspectors to take to the job and populate with information about the work performed.

To generate this, open the Job Order in read-only mode, navigate to the Inspection tab and select Generate Field Inspection Workbook:

This displays the Generated Reports section. Next, select the type of report template to use and click the Generate Field Report button:

An Excel spreadsheet will be generated for download containing the field report information; the report can then be saved to disc and then sent to inspectors.

A link to the generated report will also be made available in the Generated Reports section of the Inspection tab:

Uploading a Field Inspection Workbook

After the Inspector(s) have populated the Field Inspection Workbook that was generated by a Dispatcher, the report can be uploaded to the Job Order.

Tip: before uploading the report, open it in Excel and verify that the Job Order number matches that of the Job Order in the Inspection Management System that you intend to upload the report to. The  Inspection Management System will not allow a report with a mismatched Job Order number to be uploaded.

To upload the report:

1. Open the Job Order in read-only view 

2. Navigate to the Inspection tab and click on Upload Field Inspection Workbook.

3. Click Upload.

4. Select the file.

5. Select Confirmed for the Category to complete the Field Inspection phase after the terminal confirmation is complete. This category indicates that the closing numbers in the report have been confirmed by the terminal. Alternatively, the following unconfirmed report categories can be selected for intermediate reports received from inspectors: o Preliminary: an unconfirmed report with open and close numbers. o Open: a report containing numbers from the opening of a job.

o Close: a report containing numbers at the closing of a job.

Note: multiple reports can be uploaded for each category type, but only the latest of each type is shown.

6. (Optional) Enter a description.

7. Click Upload.

Note: once uploaded, a link to the file will appear in the Uploaded Inspection Reports section.

Confirming Numbers with the Terminal

After the numbers reported in the uploaded Field Inspection Workbook have been received, a Coordinator must confirm the numbers with the terminal. 

A Terminal Confirmation means that the terminal reviews the surveyor's paperwork, determines any discrepancies and agrees on measurement, final shore volumes and/or Bill of Lading and all other related information. Personnel on both sides then record the time and date of this confirmation either over the phone and/or by email.

This involves first confirming a request for confirmation and then confirming that the numbers have been received.

The following information can be edited/viewed in this subsection:

1. Confirmation Requested: the date when confirmation was requested.

2. Confirmation Received: the date when confirmation was received.

3. Confirmed With: the name of the person at the terminal who confirmed it.

Confirming the Request

To confirm the confirmation request:

1. Modify the Job Order.

2. Navigate to the Inspection tab and click on Confirm Numbers with Terminal.

3. Enter the Confirmation Requested date and time and click Save.

Confirming the Numbers Received

To confirm that the confirmation numbers have been received:

1. Modify the Job Order.

2. Navigate to the Inspection tab and click on Confirm Numbers with Terminal.

3. Enter the Confirmation Received date and time, and optionally enter the contact's name in the Confirmed With field.

4. Click Save.

Splits

If a Job Order has multiple clients, Splits will be required in order to specify the percentage or amount of cargo which belongs to each client on the job.

In this situation, the Set Splits menu becomes available on the Inspection tab which when clicked, displays the Split entry screen. This information is typically entered by a Coordinator after the products numbers have been confirmed.

Creating the Split

Click Create Split on the right hand side to display the Split Creation Dialog. On the dialog, click Regular Split or Paper Split to input information for the respective Split types as shown below:

Note: partial values (i.e. non-whole numbers) require two decimal places to be entered.

The Regular Split screen allows charges for the total confirmed volume to be split amongst clients using the following fields:

Client: the name of the client to assign a percentage of the split to.

Percent of Split: the percent of split to assign to the client.

The Paper Split screen allows charges for exact volumes of the total confirmed volume (based on GSV) to be split amongst clients while charges for any differences between the total confirmed and estimated volume can also be specified using the following fields:

Exact: the volume of the total confirmed volume to charge for.

Add Clients: allows for one or more clients to charge the Exact volume for. Selecting each client displays them below the drop down.

Balance: the calculated difference between the total estimated and confirmed volume to charge for.

Add Clients: allows for one or more clients to charge remainder or Balance volumes for. Selecting each client displays them below the drop down.

Note: only one type of Split is allowed per Job Order. If different types of Splits are specified for each product, the system will provide a warning after saving the Splits.

Note: after the Split has been created, it can be edited at any time by accessing the Inspection tab.