INDEX

• How to get Credentials

• How to change password
• How to access Manuals, Forms & Checklist, information's and Learnings
• How to Search Document- Method 1 & 2
• Function of Recent documents, Newest Documents, Most popular documents
• How to download or Print
• e-form user guidance, handling and retrieval
• How to use PTW form and Cargo/Passage plan
• Review form user guidance, transfer and retrieval
• Special guidance for review form PTW 01A , TE-22,22A,28 and AD-07
• Guidance for review form Document Change Request
• How to view task list under Review form
• How to perform Read receipt of broadcast
• How to send response through comments on document (Fleet Alert and Campaigns)
DOCMAP LOGIN
 FOR VESSEL
Click on the ‘DOCMAP’ icon Vessel’s DOCMAP credential list
FOR OFFICE
installed on the desktop will look something like below
[Link]
Use weblink : [Link]
[Link]
[Link]
[Link] [Link]
[Link]
m/Docmap80/page/doc/[Link] [Link]
ml [Link]
Note: DOCMAP shall be used by each [Link]
officer/engineer using their own [Link]

credentials. For the ratings one common

[Link]
[Link]
credential will be shared and to be used. [Link]
Login Credentials: Request from
For any query on obtaining above [Link]
[Link]@[Link] [Link]
credentials reach out to [Link]
[Link]@[Link] [Link]

After the first successful login, all office staff and ship staff must change their password.
Do not change the ratings login credentials
Upon crew change, the activity in DOCMAP performed by the user will remain and the off signer must share the
password with the onsigner (incase where this is not performed, reach out to [Link]@[Link] )
How to Change the password
SMS AVAILABILITY
Manuals can be accessed from the DOCMAP landing page
Forms & Checklist can be accessed from the DOCMAP
landing page
Information and Learnings can be accessed from the
DOCMAP landing page
DOCUMENT SEARCH
METHODS
How to search a document
Key word search option is available to search the desired document
Type the key words in highlighted
box and click on search icon

E.g.: on searching with keyword

Garbage following appears
We can also perform extended search
EXTENDED SEARCH: METHOD 1

Click the icon as highlighted to

expand the search window
We can also perform extended search
EXTENDED SEARCH: METHOD 1

Search with document

title

Search with document

number

Search with keywords

inside SMS

Select the source or document type (as

Type in subject of search in relevant per various tabs on the home screen)
column where search has to be conducted
We can also perform extended search
EXTENDED SEARCH: METHOD 2

Select any tab or sub tab on the Type the subject of search and select the document
landing page type
HOW TO VIEW
RECENT DOCUMENTS
Recent documents

Recent document
viewed on DOCMAP
from the office

Latest document
changes on DOCMAP
from the office

Documents that are

viewed frequently by
the user
DOWNLOADING OR
PRINTING
How to download or Print a document from the manual
Click on printer icon Click on the respective tab to
download or print

Downloaded or printed copy of the manual chapters will make it an uncontrolled one
 Forms and checklist download and printing

Icon exhibit ‘e-form’

Click on any form series

Click on the respective form
you wish to view
Forms and checklist download and printing

Click on the respective tab to

Click on printer icon download or print a pdf copy
FORM & CHECKLIST
Types of forms and checklist
Vessel fitted with DOCMAP shall use the following type of documents
USAGE ARCHIVING

➢ Review Forms (eg: SF-03, etc) Use it on the DOCMAP platform On the DOCMAP platform

➢ E forms - (except permit to work, Use it on the computer system On the DOCMAP platform
cargo plan and passage plan)
Complete on the computer Archive as hardcopy
➢ E form - Cargo plan and Passage system. Then print the copy and
plan use it as hardcopy
Generate from the computer
➢ E forms – Permit to work system. Print the permit and use Archive as hardcopy
as hardcopy
➢ Download and Printable form Download and print Archive as hardcopy

➢ Hardcopy Books Supplied books from office Archive as hardcopy

REFER TO AD-00 available in DOCMAP to obtain different types of forms/checklist

E Forms
Process Flow chart
E form rules and constraints
➢ An active form can be used by vessel or office personnel only when the document is their domain.

➢ Activated e form can be edited by a single user at any given time.

➢ Editing rights can be transferred by transferring the flow to another ‘approver’. With every transfer, data will be saved on DOCMAP
and a system log will be created

➢ E forms can be sent to another user login with different DOCMAP credentials (office/ship staff) by transferring the flow. If recipient
is vessel, then user shall type the name of vessel in the ’Surname’ and then select the relevant user.

➢ Finishing workflow - Complete the form by pressing ‘finish workflow’. Completed e-form will get saved on DOCMAP. Documents
whose workflow has been finished cannot be edited further.

➢ Limitation – Generated e form can be passed to 2 more users apart from form generator.

➢ Completion of form – The person initiating the e-form shall finish the form to promote closed-loop communication.

➢ Signatures – If form is completed on DOCMAP no signature is required as the system will create a log activity for the user.

➢ Transfer of e-forms to the office – Only the Master and chief engineer shall send the document to the office for review.

Every e-form that has been generated is registered in the system with unique number, date and time
E form user guidance
Icon exhibit ‘e-form’

Select the e form wish to use Click on the ‘e form’ activation tab
E form user guidance
FORM CUSTODY TRANSFER

Send to subsequent user of In the ‘Surname’ field - Type the surname of the person (Office staff) or
the form vessel name & then select the relevant user(vessel)
E form user guidance
FORM COMPLETION

When the form is The workflows are visible on the DOCMAP for each e form. That will
completed, finish the determine the status of the e form and the current owner of the
workflow as per the rules document
E form handling

E form can be used in the following manner:

1. Edit online

OR

2. Offline Mode - Download the blank form, and then re-upload the completed form on the activated eform.

OR

3. ‘Clone’ the previously initiated e form and then edit it online or offline mode
E form user handling
OPTION 1 - FORM EDIT ONLINE

Select the e form wish to use Edit the form. After editing is done then save it
E form user handling
OPTION 1- FORM EDIT ONLINE

Fill the document as appropriate and press When the data entry is final. Then press ‘Finish
“SAVE” Workflow’
E form user handling
OPTION 2 - FORM EDIT OFFLINE

Select and activate the relevant e form Activate the e-form

E form user handling
OPTION 2 - FORM EDIT OFFLINE

Open the form Enable editing and save the document on computer
 E form user handling
OPTION 2 - FORM EDIT OFFLINE

After completion of the form on the computer, ‘UPLOAD’

Finish the workflow
the document on the already activated e-form

Only WORD and EXCEL documents shall be uploaded back on e-form. Uploading of PDF document on eform is prohibited
E form user handling
OPTION 3 – CLONING THE PREVIOUSLY USED FORM

‘Clone’ the e-form. Data from previous form will be

Select the previously used and closed e-form copied

NOTE: Cloning of an e-form is possible only by the previous initiator as he is the owner of the form.
E form user handling
OPTION 3 – CLONING THE PREVIOUSLY USED FORM

The cloned form then can be used as per the process mentioned in ‘Option 1’ or ‘Option 2’
E form user guidance

Active e forms under the custody of user can be viewed from highlighted box
E form archive retrieval
Filters

Unique system-generated number

Select the Pencil icon to identify status of e-form

Use the filter to extract the required document
and retrieve from archive
PERMIT TO WORK
Permit to work

Select the permit wish to use Click on the ‘e form’ activation tab
Permit to Work

Finish the work flow as per above process

Permit to Work

Select ‘Enable Editing’ and save Verify printing of system

Finish Workflow
the form generated date and time stamp
Permit to work Permit copy must have a system-generated time and date
stamp, without which the Permit will be deemed invalid.

Permit registration number

Click on the ‘preview’ to get the permit copy Print the system-generated permit copy

Each permit will generate a unique permit registration number, Irrespective whether a permit is used or cancelled it
should be filed and the filing should be sequential
CARGO PLAN AND
PASSAGE PLAN
CARGO AND PASSAGE PLAN

E form can be used in the following manner:

1. Edit online

OR

2. Offline Mode - Download the blank form, and then re-

upload the completed form on the activated eform.

OR

3. ‘Clone’ the previously initiated e form and then edit it

online or re-upload after completion

Select the form wish to use Use any of the 3 methods to work on the eform
CARGO AND PASSAGE PLAN

Once completed, click on the ‘preview’

Print the system-generated permit copy.
to get the printed copy
Review Form
Process Flow chart
Review form rules and constraints
➢ An active review form can be used by vessel or office personnel only when they are the approver of the document.

➢ Activated review form can be edited by a single user at any given time.

➢ Editing rights can be transferred by transferring the flow to another user. With every transfer, data will be saved on DOCMAP
and a system log will be created

➢ Review forms can be sent to another user login with different DOCMAP credentials (office/ship staff) by transferring the
flow. Choose the recipient by typing the surname of the intended office staff or vessel name & select the relevant person for
vessel staff.

➢ Transfer of review forms to the office – Only the Master and chief engineer shall send the document to the office for review.

➢ Review forms follow pre-set flow where user access is passed sequentially. Hence, when the form is ‘Submit’ it goes to the
user next in flow. Similarly whenever ‘Send Back’ is selected, then form custody gets transferred back to the predecessor.

➢ Finishing the flow– The review form must be ‘closed’ after completion of the entire work process. The last person in the
chain of flow (The senior most person in the office) will only have access to ‘close’ the flow.

➢ While transferring the review form to other users, an auto email notification can be generated. It is recommended to
activate the email notification to all stakeholders.

Every Review form that has been generated is registered in the system with unique number, date and time
Review form user guidance
Click here to land Status of the review Status of the review form
on the review form form in the draft. Click in progress (received).
page to obtain those forms Click to obtain those forms

Select the tab to go to review form home screen Click on the ‘e-form’ activation tab
Review form user guidance

• Complete the required section of the form.

Select the required form • ‘SAVE’ the completed form
• Select the party you wish to send and press ‘SUBMIT’.
Review form user guidance
Click to send back Click to complete
after review the flow
Review form transfer

Select to activate email

notification

Select other
receivers to direct
notification

Place the date required

for completion of task

During Submission
Review form user guidance

Active review forms under the custody of the user Select the review form to see the status
can be viewed from ‘In progress’ tab on review form and current holder of the form
main screen
Review form user guidance

The workflows are visible on the DOCMAP for each Review form. That will determine
the status of the review form and the current owner of the document
Review form archive retrieval
Search for the
archived review form

Choose the required review form

to view it

Click on the ‘Magnifier’ section to view review

form archive
Special guidance for review form TE-22,22A,28
➢ Vessel shall raise the shutdown or isolation request and submit it for official approval. (Completion of section 1)

➢ After approval from the office, forms shall not be closed. (Completion of section 1A). Following flow must be adhered.

Technical Technical
Vessel
Manager superintendent

➢ If the vessel completes the task and the system is restored within allowed conditions, then the vessel shall ignore section 2 &
2A. They must complete section 3 and submit it. Following flow must be adhered to prior to closure. Only the technical
Manager will be able to close the review form.

Technical Technical
Vessel
superintendent Manager

➢ Intermediately if the extension is required, then sections 2 and 2A of the form shall be filled. The flow of completion will be
similar to that of sections 1 and 1A.
Special guidance for review form AD-07 – Deviation from
procedure

➢ Vessel shall raise the request and submit it for official approval.

➢ The flow of the form .

Vessel QHSE Approver

➢ QHSE will provide the risk of the deviation and submit to the applicable approver.

➢ Approver shall complete the relevant section of the form and ‘Close’ the form.

➢ While closing, the approver shall activate the email notification and register the intended recipients of the
notification.
Special guidance for review form PTW 01A – Hot work approval
(tanker)

➢ Vessel shall raise the request and submit it for official approval.

➢ The flow of the form .

Manager /
Vessel MSI TSI QHSE
DPA

➢ Each team shall provide their comments. They can either ‘Send Back’ if not satisfied or ‘Submit’ to next approver.

➢ Last in the flow (Manager / DPA) shall ‘Close’ the form.

➢ While closing, the final approver shall activate the email notification and register the intended recipients of the notification.
Document Change Request

(For any desired changes in SMS)

Document change request (review form)

Select the tab to go to review form home screen Click on the ‘DCR’ tab
Document Change request (review form)

QHSE team will review and update the status

QHSE team will ‘Close’ the form after actions are

implemented.

Complete the form and ‘Submit’ the form

TASK LIST
Task List

View all open tasks for any user Select any of the task title Select the task from the list
BROADCAST
READ RECEIPT
Broadcast read receipt

Click on the read receipt tab or

approach from task list. Select the unread broadcast
Broadcast read receipt

Select the appropriate icon

Click on the pencil icon and confirm
Rules and Constraints for broadcast read and receipt

➢ Mentioned process for broadcast read and receipt will provide auto acknowledgement to the office

➢ Do not acknowledge the broadcast using the ‘comment’ tool for the document.

➢ Only Master’s acknowledgement of the broadcast on DOCMAP will be tracked and understood as confirmation
on behalf of the vessel staff.

➢ The vessel shall respond to fleet alerts and campaigns in the ‘comment’ section of the document on the
DOCMAP. They can attach the required responses in the same section.

➢ Vessels with operational DOCMAP must not acknowledge the read and receipt of broadcast on
‘qhse@[Link]'.
 COMMENTS ON
DOCUMENT
(For Response to Fleet alert and Campaigns )
Document comments

Scenario requiring comments :

➢ When the response is sought from the office on a

particular document.

➢ When a party wants to initiate the discussion on any topic

Fill the comments for the documents

Thank You