Non-Conformities

Non-conformities can be reported, updated and worked on with no connection, on the ship app and the office app, photos included. Changes wait on the device and are sent when the connection returns, and any conflict with a change made elsewhere is shown to you.

Address non-conformities at three levels: interim actions contain the immediate compliance risk, corrective actions resolve the specific non-conformity, and preventive actions update your management system to prevent recurrence. Each action type is tracked independently with its own deadlines and verification.

The office verifies each completed action or sends it back. Later it reviews verified actions for effect, and an action found not effective opens again, to be done and verified once more.

Investigate the underlying cause of every non-conformity using a structured root cause system, the standard one Navatom provides or your company's own. The rules-based approach ensures consistent, comparable analysis across all vessels and all non-conformity types.

Root cause data aggregates across your fleet, revealing systemic compliance gaps that individual vessel investigations would miss. When the same root cause appears across multiple vessels, your management system needs attention — and the data makes that visible.

The office marks a non-conformity as a repeat of an earlier one on the same vessel, and both records show the link on a Repeats tab, on both apps. Gaps in the management system that keep coming back stay visible instead of closing quietly one at a time.

Every non-conformity moves through six statuses, from new to closed: the office accepts it and sets a due date, the vessel does the work, and the office resolves and closes it. It can be resolved as fixed only when at least one corrective action is done and none is still open. Clear status visibility at every stage keeps your compliance team aligned.

When the work on a non-conformity can only be done in a dry dock, the office postpones it to a scheduled or started dry dock of its vessel, with a reason. The dry dock gets a task for it, and closing the non-conformity completes the task. Only a non-conformity of a vessel can be postponed, not a major non-conformity or an observation. Each postponement is recorded in its event history.

Beyond the three non-conformity classes, each finding also carries a priority rating that determines how urgently it must be addressed. The combination of severity class and priority creates a precise urgency matrix for your compliance team.

High-priority Major Non-Conformities rise to the top of every dashboard and notification list. Lower-priority Observations are tracked for trend analysis without creating false urgency. Your team focuses where the compliance risk is greatest.

Track non-conformities from both vessel and office environments in a single unified system. Ship-side findings are immediately visible to your DPA and compliance team ashore, ensuring that regulatory issues discovered at sea receive prompt shore-side attention.

The office-ship workflow ensures proper handoff between vessel crews who identify the non-conformity and shore-based compliance officers who oversee the regulatory response. Both sides see the same data, the same status, and the same deadlines.

Assign clear responsibility for each non-conformity to specific personnel — whether ship crew, shore-based compliance officers, or management. Each assignment includes the expected actions, deadlines, and evidence requirements.

Several officers and office staff can be assigned to one non-conformity, and each sees it on their own dashboard.

Seven dashboard widgets show your non-conformities and the fleet's that are overdue or in progress, new ones waiting to be accepted, unassigned ones, and those postponed to a dry dock. Each shows as a count or as a table you can open, for the vessels you choose.

Two pages of non-conformity analytics. Flow shows how non-conformities move through their statuses and where they wait; Root Causes shows which causes come back across the fleet.

Access the complete history of every non-conformity across your entire fleet. Closed non-conformities remain searchable and filterable, building a compliance knowledge base that supports regulatory gap analysis and continuous improvement.

When preparing for an ISM audit or responding to a port state inspection, your compliance team can instantly access the full history of non-conformities for any vessel, any class, and any time period.

Document every non-conformity with detailed descriptions and supporting evidence. Attach audit reports, photographs, certificates, regulatory correspondence, and any other files that support the investigation and resolution.

Complete documentation is essential for regulatory compliance. When a classification society or flag state auditor reviews your non-conformity records, they expect to see the evidence that supports your investigation findings and corrective actions.

Collaborate on non-conformity resolution with threaded comments attached directly to each record. Your DPA, vessel master, compliance officers, and management can discuss the investigation, corrective actions, and regulatory implications in context.

The comment thread becomes part of the permanent compliance record, capturing the decision-making process behind each resolution. This documentary evidence strengthens your position during external audits and regulatory reviews.

Every action on a non-conformity is recorded in its event history, with who did it and when. From initial documentation through severity classification, root cause analysis, corrective action assignments, and closure verification — every step is captured.

The audit trail is your compliance backbone. It provides the evidence that your management system works as intended: non-conformities are investigated, root causes are identified, corrective actions are implemented, and closures are verified by authorized personnel.