HarborDesk Workflow Map

Main workflow

Read the arrows first. Click any box or expand the matching step below for details and caveats.

Account

STEP 01 Quotation accepted Account receives client acceptance and moves work into HarborDesk. STEP 02 Create job Authorization number, vessel, requested certificates, branch assignment.

Branch / Surveyor

STEP 03 Check vessel and parties Vessel duplicate check, owner, manager, client, branch visibility. STEP 05 Survey execution Collect evidence, upload files, prepare forms and survey reports. STEP 06 Interim or endorsement Issue interim certificate or annual / intermediate endorsement when applicable. STEP 07 Submit package to HO Survey report and supporting documents go to head office review.

Technical Assistant

STEP 04 Generate required list Forms, checklists, and supporting documents from certificate rules.

STEP 08 Document review First HO review. Complete moves forward. Incomplete returns.

HO reviewers

STEP 09 Technical Review 1 Review all technical documents. Target: 5 days. STEP 10 Quality Manager QMS validation and registry evidence check. STEP 11 Technical Review 2 Support docs, technical data, draft certificate, flag documents.

Technical Manager

STEP 12 Full-term approval Final review, approval, full-term certificate, payment request, forms.

Return loop

Any incomplete review, incorrect quality form, missing evidence, or rejected decision returns to Surveyor / Branch for correction and resubmission. Every return needs reason, actor, timestamp, and affected documents or fields.

Account STEP 01 Quotation accepted Account receives client acceptance and moves work into HarborDesk. Account STEP 02 Create job Authorization number, vessel, requested certificates, branch assignment.

Handoff: Account -> Branch / Surveyor and Technical Assistant

Branch / Surveyor STEP 03 Check vessel and parties Vessel duplicate check, owner, manager, client, branch visibility. Technical Assistant STEP 04 Generate required list Forms, checklists, and supporting documents from certificate rules.

Handoff: Technical Assistant -> Branch / Surveyor

Branch / Surveyor STEP 05 Survey execution Collect evidence, upload files, prepare forms and survey reports. Branch / Surveyor STEP 06 Interim or endorsement Issue interim certificate or annual / intermediate endorsement when applicable. Branch / Surveyor STEP 07 Submit package to HO Survey report and supporting documents go to head office review.

Review handoff: Branch / Surveyor -> Head Office

Technical Assistant STEP 08 Document review First HO review. Complete moves forward. Incomplete returns. Technical Review 1 STEP 09 Technical Review 1 Review all technical documents. Target: 5 days. Quality Manager STEP 10 Quality Manager QMS validation and registry evidence check. Technical Review 2 STEP 11 Technical Review 2 Support docs, technical data, draft certificate, flag documents.

Approval handoff: HO reviewers -> Technical Manager

Technical Manager STEP 12 Full-term approval Final review, approval, full-term certificate, payment request, forms.

Return loop: incomplete review, incorrect quality form, missing evidence, or rejected decision returns to Surveyor / Branch for correction. Every return needs reason, actor, timestamp, and affected documents or fields.

Outside current scope Branch visible Head office controlled Certificate output Audit-sensitive Return / correction loop

Expandable step details

These details explain what each flowchart step means for UI, permissions, data, certificates, and audit.

1. Quotation accepted

HarborDesk starts after client acceptance. Account / Quotation remains outside the current system boundary.

PermissionAccount or authorized staff can start the handoff.

NoteFuture phase can support quote calculation and account workflow.

2. Create HarborDesk job

The job is the operational case. It should include authorization number, vessel, branch, requested survey type, requested certificate types, and responsible users.

DataJob, JobCertificate, assigned branch, owner, manager, client contact.

AuditJob creation and assignment must be logged.

3. Check vessel, owner, and manager

Branch users can search and work with their own branch records. If another branch already has the vessel, HarborDesk should show a minimal duplicate warning without exposing hidden job details.

PermissionBranch scoped visibility. Head office can resolve duplicate records or grant shared access.

DataUse a global vessel identity index by IMO, official number, vessel name, flag, and call sign.

4. Generate required document list

Required documents are dynamic. The same certificate can need different forms and supporting documents depending on survey type, flag, country, certificate variant, vessel type, and office rules.

Requirement basisRequirement list should be generated from the agreed certificate rules and maintained as structured system data.

UIGenerate checklist, then allow add, waive, reject, not applicable, and correction states.

5. Survey execution and document collection

Surveyor collects evidence, prepares forms, uploads client and survey documents, and links files to checklist items.

Document relationOne certificate has many requirement items. One document may satisfy multiple items.

AuditUpload, replace, reject, waive, and approve actions must be tracked.

6. Interim certificate or endorsement

After service execution, the surveyor may issue an interim certificate or annual / intermediate endorsement if the requirements are satisfied.

InterimInterim certificates should be reported immediately to head office and sent within 24 hours.

EndorsementAnnual or intermediate endorsement should be stored as a certificate event, not overwrite the original certificate record.

7. Submit package to head office

Survey report and supporting documents are sent to head office. The flow chart target is within 35 days.

DataSubmission package should link job, certificate scope, documents, generated outputs, and comments.

AuditSubmission time and sender should be stored.

8. Technical Assistant document review

Technical Assistant reviews documents and marks the package complete or incomplete. Incomplete packages return to Surveyor.

TargetInternal workflow target: 5 days.

Return loopReturn reason should point to exact missing or rejected documents.

9. Technical Review 1

Technical Review 1 checks all technical documents. Complete moves to Quality Manager. Incomplete returns to Surveyor.

TargetInternal workflow target: 5 days.

Open pointConfirm whether Technical Review 1 is a role, a team, or just a workflow stage.

10. Quality Manager validation

Quality Manager performs QMS validation and registry checks, including Patent and Radio Certificate context in the flow chart.

DecisionQuality forms correct moves forward. Incorrect forms return for correction.

AuditQuality decision, comments, and affected forms should be logged.

11. Technical Review 2

Technical Review 2 checks support documents, technical information or data, draft payment request, draft certificate, flag documents, and communications.

TargetInternal workflow target: 15 days.

Open pointConfirm if flag communication artifacts must be stored as documents.

12. Technical Manager approval and full-term certificate

Technical Manager performs final review and approval. This produces or releases the full-term certificate, payment request, and application forms.

PermissionHead office only. Branch users should not see or perform final approval actions.

TargetInternal workflow target: 7 days.

Permission notes

Branch visibility and global duplicate detection should work together without leaking another branch's job data.

PERM 01 Branch works inside own scope Branch staff and surveyors see their assigned jobs, own branch vessel files, and their own document actions.

PERM 02 System checks global vessel identity IMO, official number, name, flag, and call sign can be checked globally to prevent duplicate vessels.

PERM 03 Hidden duplicate returns minimal warning If another branch owns the vessel record, the user sees a warning without private branch, client, or job details.

PERM 04 Head office resolves access HO can inspect the duplicate, merge, link, or grant shared access when two branches work on the same vessel.

PERM 05 HO-only approval and audit Full-term approval, cross-branch review, and regulator-facing audit history stay under authorized HO roles.

Branch can seeOwn jobs, own vessel files, assigned checklist items, uploaded documents, and return comments for correction.

Branch should not seeAnother branch's client, job details, hidden documents, or full-term approval controls.

Head office can doCross-branch review, duplicate resolution, access grants, final approval, and complete audit inspection.

Certificate and endorsement context

This is the key part to preserve for certificate generation and future audit.

Interim certificate

Temporary output after survey execution. It must be reported to PCB HO immediately and sent within 24 hours.

Annual / intermediate endorsement

Endorsement is a certificate event. Previous annual or intermediate endorsements may need to appear on this year's certificate, so history must be preserved.

Full-term certificate

Final certificate after the full head office review chain and Technical Manager approval.

Record	What it stores	Why it matters
Certificate	Current certificate type, status, expiry, vessel, job, template, and generated PDF.	Shows the current certificate register.
CertificateEvent	Issued, interim issued, endorsed, renewed, supplemented, approved, replaced, cancelled.	Preserves endorsement history and supports generation of current certificate context.
CertificateTemplate	PDF or document template plus field mapping and visual render rules.	Some certificates have circles, lines, or marks that depend on data.