# Vettings (VET)
Navatom Vettings records SIRE and CDI inspections by operation, with the inspector and representatives, and turns each finding into a tracked record.

URL: https://navatom.com/products/vettings
Category: [Assessment](https://navatom.com/products/category/assessment)
Runs on: Office, Ship

## Overview
Navatom Vettings is the dedicated vetting inspection management platform for tanker, chemical and gas carrier operators, purpose-built for the SIRE and CDI inspections that charterers, terminals, and oil majors require before loading or discharging cargo. It replaces ad-hoc inspection tracking with a controlled, cloud-based system that gives your DPA, fleet superintendent, and vessel masters a single source of truth for every vetting inspection.
Built around five operational contexts — Loading, Discharge, Idle, Bunkering, and Ship-to-Ship Transfer — the module adapts to any inspection scenario. Record findings with regulatory references, classify them by priority and severity, and convert them into formal deficiency records when corrective action is required.
Company representatives, ship crew, and third-party inspectors are tracked as distinct stakeholder groups with separate management and assignment.
Every change to a vetting record is captured in its event history, from vetting creation and finding documentation through status transitions and inspector changes. The vessel can record a vetting on the ship app while the inspector is on board, and a rule-book chart shows where findings collect across your entire operation.

## Key figures
- 5 Operational Contexts
- 2 Vetting Programs
- 7 Deficiency Conversion Types
- 3 Stakeholder Groups

## Features
- **SIRE & CDI Vetting Inspections**: Each vetting records the program it was carried out under, SIRE or CDI, with the vetting company it was done for, the vessel, the place and the dates. The vessel can record it on the ship app while the inspector is on board, and the office follows it on the company app.
  - SIRE and CDI programs
  - The vetting company, such as an oil major
  - Vessel, place and dates on every vetting
  - Recorded on board or in the office
  - Findings listed with audit findings in Findings
- **Five Operational Contexts**: Every vetting inspection takes place during a specific operational phase. Navatom supports five operational contexts — Loading, Discharge, Idle, Bunkering, and Ship-to-Ship Transfer (STS) — each representing a distinct scenario with different risk profiles, regulatory requirements, and inspection focus areas. Select the operational context when creating a vetting, and the record captures the precise circumstances under which the inspection occurred. The operation stays on the record, letting you compare inspections across different operations and identify which activities draw the most observations.
  - Loading operation inspections
  - Discharge operation inspections
  - Idle, Bunkering & STS contexts
  - Operation recorded on every vetting
- **Finding-to-Deficiency Conversion**: When a vetting finding requires formal corrective action, convert it to one of seven deficiency types — Major Non-Conformity, Non-Conformity, Observation, Deficiency, Technical Finding, Near Miss, or Accident. The conversion carries forward the finding's title, description, rules and files automatically. The link between the original finding and the resulting deficiency is permanent. Trace any corrective action back to the specific inspection observation that triggered it. Bulk conversion handles multiple findings simultaneously when an inspection generates several actionable items.
  - Seven deficiency type options
  - Full evidence carry-forward
  - Permanent finding-deficiency linkage
  - Bulk conversion support
- **Third-Party Inspector Management**: Manage the external inspectors who conduct vetting assessments against your vessels. Add third-party inspectors with full contact details — name, organization, and role — and assign them to specific vetting records. The system maintains a contact registry that grows with every inspection. When a new inspector arrives, create their record on the spot or select from previously registered contacts. Every vetting lists its inspectors, building an institutional memory of your inspection relationships.
  - Contact registry for inspectors
  - On-the-spot inspector registration
  - Inspectors listed on every vetting
  - Organization & role recording
- **Company & Ship Representative Tracking**: Assign company office staff and vessel crew as representatives for each vetting inspection. Company representatives typically include the designated superintendent or operations coordinator, while ship representatives include the master, chief officer, and relevant department heads. Clear representative assignment ensures accountability — everyone involved in the inspection is recorded and can be contacted for follow-up. The system draws from your crew database, so representative selection is fast and accurate.
  - Company office staff assignment
  - Vessel crew representative selection
  - Crew database integration
  - Accountability recording
- **Vetting Finding Documentation**: Document every observation with the structure and detail that follow-up demands. Each finding records a title, detailed description, the inspector who identified it, priority and severity ratings, and links to applicable regulatory standards. Attach photographs, supporting documents, and evidence files directly to the finding record. Findings are not disposable notes — they are formal records that drive your corrective action process. The structured format ensures consistent documentation quality across different inspectors, vessels, and inspection types, making trend analysis and fleet-wide comparison meaningful.
  - Structured finding records
  - Priority & severity classification
  - Inspector identification tracking
  - Regulatory standard references
- **Regulatory Rule Linking**: Link vetting findings to the rules they break, from structured rule books such as the ISM Code. Regulatory linking transforms findings from isolated observations into compliance-relevant records. When you link a finding to a rule, you create a traceable connection between the inspection observation and the regulatory obligation, and it carries into the deficiency or non-conformity the finding becomes. A rule-book chart shows which rule books your vessels' findings fall under.
  - ISM Code rule references
  - Rules from structured rule books
  - Rules carried through conversion
  - Findings by rule book
- **Priority & Severity Classification**: Rate every finding by priority and severity to ensure the most critical issues receive immediate attention. Priority determines the urgency of response — how quickly must this be addressed? Severity classifies the potential impact — how serious is the underlying condition? Classification guides follow-up: high-priority, high-severity findings are the first to be converted into tracked records, while lower-rated observations may be monitored for trends over time. Consistent classification across your fleet enables meaningful comparison and benchmarking.
  - Urgency-based priority ratings
  - Impact-based severity ratings
  - Classification-driven follow-up
  - Fleet benchmarking support
- **Vetting Lifecycle Management**: Every vetting inspection follows a controlled lifecycle from creation through completion. The Ongoing, Completed, and Invalid status model provides clear visibility into where each inspection stands. Completed vettings lock their finding records, preserving them as-is for regulatory review. Invalid status handles cancelled or superseded inspections without deleting the record. Completed and invalid vettings move to the archive, and their findings to the findings archive. The lifecycle ensures no inspection slips through without proper follow-up.
  - Ongoing to Completed workflow
  - Invalid status for cancellations
  - Status-enforced data locking
  - Complete lifecycle tracking
- **Analytics & Dashboard**: Monitor your vetting performance with two dashboard widgets: the vettings under way, and the open issues raised from vetting findings. A rule-book flow chart shows your findings by rule book, per vessel and environment, over the period you choose. Identify systemic issues before they become detention risks, and allocate resources where they will have the greatest impact on your vetting readiness.
  - Ongoing inspection counts
  - Open issues from vetting findings
  - Findings by rule book
  - Per vessel and environment
- **Rich Descriptions & File Attachments**: Attach photographs, inspection reports, regulatory correspondence, and supporting documents directly to vetting records and individual findings. Every file is stored with the record it belongs to, creating a self-contained inspection package. Upload evidence photographs from the deck, engine room, or cargo area. Attach terminal inspection reports, charterer correspondence, and deficiency response documentation. Add or remove attachments at any time, and every change is recorded in the vetting's history.
  - Photo & document attachments
  - Per-finding evidence files
  - Changes recorded in the history
  - Inspection report uploads
- **Threaded Comments & Collaboration**: Discuss vetting findings and corrective actions in threaded comment conversations attached directly to the inspection record. Ship crew, shore superintendents, and fleet managers can exchange observations, clarify findings, and coordinate responses without leaving the system. Comments create a chronological discussion record that travels with the vetting — no more searching through email chains for context. Edit or remove comments as needed, with every change tracked in the audit trail.
  - Ship-shore discussion threads
  - Comment edit & delete tracking
  - Chronological discussion record
  - Context attached to inspection
- **Complete Audit Trail**: Every action within a vetting is recorded in its event history, from creation and finding documentation through status changes, inspector assignments, and file uploads. Each event carries the full identity of who made the change and when. The audit trail is not just a log — it is your evidence of due diligence. When a charterer, terminal, or port state inspector asks for the history of a specific vetting, the event stream reconstructs exactly what happened, who was involved, and what actions were taken.
  - Every change, with who and when
  - Full user attribution per event
  - Complete event history
  - Due diligence evidence

## Technical abilities
- **High-Performance Inspection Grids with Advanced Filtering**: All vetting and finding views handle large volumes of inspection data with instant filtering. Narrow results by status, operation type, vessel, authority, date range, and finding severity — the system stays responsive regardless of how many inspections your fleet has accumulated.
- **Multi-Stakeholder Participant Management**: Three distinct participant groups, company representatives, ship representatives, and third-party inspectors, are managed separately, each with its own list on the vetting. Build inspection teams from any combination of internal and external stakeholders.
- **Automated Vetting Lifecycle**: Vetting records follow a controlled Ongoing, Completed, Invalid lifecycle with enforced transitions. Every status change is recorded in the vetting's event history. Completed inspections lock their records to preserve regulatory evidence.
- **Complete Event History**: Every action on a vetting is recorded as it happens, with who did it and when. The same record feeds the audit trail, notifications and dashboards.
- **Office-Ship Synchronization**: The office and the vessel work on one shared vetting record: the vessel records the inspection on the ship app, and the office follows it on the company app. Issues raised from vetting findings keep working offline on both apps.
- **Regulatory Reference Integration**: Findings link rules from structured rule books, such as the ISM Code, as formal references, not free text. The links carry into the records a finding is converted into and feed the rule-book chart.

## Benefits
- **Every Vetting Inspection Tracked from Arrival to Completion**: From the moment an inspector boards to the final finding closeout, every step is documented. No more lost inspection notes, forgotten findings, or untracked corrective actions. The complete inspection lifecycle is captured in one place.
- **Findings That Drive Corrective Action, Not Just Reports**: Vetting findings are not buried in PDF reports — they convert directly into tracked deficiencies with assigned responsibility, due dates, and verification requirements. Every observation reaches a documented resolution.
- **Fleet-Wide Vetting Intelligence**: Dashboard widgets show the vettings under way and the open issues raised from their findings, and a rule-book chart shows where findings collect across your entire fleet. Spot systemic issues before they become detention risks, and demonstrate continuous improvement to charterers and terminals.
- **Inspection-Ready Records for Every Port Call**: Complete event histories, structured findings, and complete documentation mean your vetting records are always ready for review. When a charterer or terminal asks for your inspection history, the answer is one click away.
- **Scales from Single Vessel to Global Fleet**: The system performs identically whether you manage one vessel or five hundred. Grow your fleet without outgrowing your vetting management platform. One record shared by office and vessel ensures consistent performance across all vessels.

## Frequently asked questions
### What operational contexts does the vetting module support?
Five operational contexts: Loading, Discharge, Idle, Bunkering, and Ship-to-Ship Transfer (STS). Each context represents a distinct inspection scenario with different risk profiles and regulatory focus areas. The operational context is recorded with every vetting, so inspections can be compared across operations.

### How are vetting findings different from audit findings?
Vetting findings are generated during external commercial inspections (SIRE, CDI, terminal vettings), while audit findings come from internal or external compliance audits. Both follow the same structured format with priority, severity, and regulatory references, and both can be converted to deficiencies for corrective action tracking.

### Can I manage third-party inspectors in the system?
Yes. Third-party inspectors are managed with full contact details in a growing registry. Add new inspectors on the spot or select from previously registered contacts. Every vetting lists its inspectors, so you can see who carried out each inspection.

### How does finding-to-deficiency conversion work?
Select one or more findings and convert them to any of seven deficiency types — Major Non-Conformity, Non-Conformity, Observation, Deficiency, Technical Finding, Near Miss, or Accident. The finding's title, description, rules and files carry forward automatically. The link between finding and deficiency is permanent.

### Does the module work offline on vessels?
Vettings are recorded on the ship app and the office app while connected. The deficiencies and non-conformities raised from vetting findings are kept on the device and can be worked on with no connection: changes wait on the device, are sent when the connection returns, and any conflict is shown to you.

### What analytics are available for vetting inspections?
Two dashboard widgets show the vettings under way and the open issues raised from vetting findings. A rule-book flow chart shows your findings by rule book, per vessel and environment, over the period you choose.

### Which vetting programs does the module cover?
SIRE and CDI. Each vetting records its program, the vetting company it was done for, such as an oil major, the vessel, the place, the dates and the operation under way. Its findings convert into deficiencies, non-conformities or any of the other tracked record types.

### Can the vessel record a vetting itself?
Yes. The vessel can record a vetting on the ship app while the inspector is on board, with its findings, inspectors and representatives, and the office follows it on the company app.

## Related modules
- [Audits, Inspections & Visits](https://navatom.com/products/audits): Plan and conduct internal and external audits with finding management and follow-up.
- [Findings](https://navatom.com/products/findings): Centralize findings from all assessment activities with unified corrective action tracking.
- [Evaluation & Feedback](https://navatom.com/products/evaluation-and-feedback): Collect structured evaluations and feedback for continuous improvement.

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