COMPLIANCE & PROCUREMENT
Certificate management built into your workflows
When an inspection is coming up, the last thing you need is to start chasing suppliers for certificates that should have been in place at the time of purchase. Emails go back and forth, documents arrive in different formats, and valuable time gets spent on something that could have been handled automatically.
SERTICA Item Certificate gives you full control over certificates for every item you procure. When a new item is procured, the purchaser can request the supplier to add the necessary certificates, such as Material Declarations, MED Certificates, and Supplier’s Declarations of Conformity, in SERTICA before confirming the PO or issuing payment.
Get the right certificate, on the right item, with every purchase.
Key Features
SERTICA Item Certificate Capabilities
From certificate requests to IHM reporting, Item Certificate closes the gap between procurement and compliance. You get automated certificate requests integrated into your PO flows, real-time status monitoring, full hazardous material traceability, and define rules for different item categories.
End-to-End Management
Manage certificates for each item from purchase to consumption, and track items and their certificates throughout their lifecycle, including batch numbers and consumption history.
Tracking & Monitoring
Monitor certificate status across your fleet from a single Task List. See what is due, overdue, awaiting approval, or missing on RFQs, POs, and invoices.
Procurement Integration
Certificate requirements are integrated in RFQs and POs, ensuring suppliers upload necessary documents before order confirmation or payment.
Customizable Rules
Define certificate types, renewal rules, verification requirements, and hazardous material thresholds for different item categories.
Batch Control
Assign batch numbers to every item to keep track of its certificates, hazardous material content, and stock history. Labels with batch numbers support physical identification onboard and keep stock management precise.
IHM Reporting
Generate up-to-date Inventory of Hazardous Materials reports using standard IHM templates – giving you full visibility into certificate status and hazardous material content across your fleet.
FULL VISIBILITY
From first order to final disposal
Items move through your vessels; they are ordered, installed, consumed, and scrapped. The certificates and records that follow them often tend to get lost along the way. By the time an auditor asks for documentation, piecing together the history is more work than it should be.
Get a complete history of what has been added or removed, together with an overview of quantity and batch. Every item is tracked and traced from procurement through to disposal – linked to its certificate, batch number, component history, and onboard location. Scrapping of hazardous materials is documented in accordance with the Hong Kong Convention and EU SRR.
From installation to scrapping, hazardous materials like asbestos, oil, gas, and dangerous chemicals are tracked, documented, and compliant with IHM Part I.
Benefits
Why teams choose Item Certificate
- AUTOMATED COMPLIANCE
Meet international requirements
Ensure compliance with IHM, MED, the Hong Kong Convention, and EU SRR, and reduce manual certificate handling at the same time.
- COST SAVINGS
Certificates in place before costs add up
Avoids delays and penalties by ensuring certificates are in place before procurement and inspections.
- IMPROVED SAFETY
Full traceability of what’s onboard
Provides full traceability of hazardous materials and certified equipment, enhancing safety and audit readiness.
Frequently Asked Questions
SERTICA Item Certificate
How does Item Certificate support IHM Certification and Inventory of Hazardous Materials?
The module supports IHM Certification by enabling you to define, manage, and track hazardous material information for each relevant item. Hazardous content is linked directly to the item and its certificate, forming part of your structured Inventory of Hazardous Materials. Generate updated IHM reports at any time, and ensure accurate documentation for inspections, audits, and long-term compliance with IHM Part I and III.
How does the module ensure compliance with the Hong Kong Convention and the EU Ship Recycling Regulation (EU SRR)?
SERTICA Item Certificate helps document adherence to the Hong Kong Convention and the EU SRR by tracking hazardous materials and maintaining a complete history of installed and removed components. Define, manage, and track HM content in SERTICA to ensure that an item is tracked together with its corresponding item certificate.
Hazardous material declarations, batch tracking, and scrapping documentation are stored in the system, ensuring that regulatory requirements are met and that recycling documentation is readily available when needed.
What items typically require certificates under the EU Marine Equipment Directive (MED)?
Examples of typical items under the EU Marine Equipment Directive include life-saving appliances, marine pollution prevention equipment, fire protection equipment, navigation equipment, radio-communication equipment, mooring ropes, wires, lifting gear, pyrotechnics, chemicals, paint, and more.
The Item Certificate module ensures that required documentation is requested, received, and approved before purchase completion or installation.
How does the Item Certificate module ensure compliance with IHM requirements such as Supplier’s Declaration of Conformity, Material Declaration, and EU MED?
Different item categories have different certification and hazardous material requirements. In SERTICA, you can document and track all relevant data – making it easy to comply with the necessary requirements. Flag the items you wish to track and define how you wish to track them. It is possible to set types and rules in relation to Suppliers Declaration of Conformity, EU Marine Equipment Directive (MED), Material Declaration, Works Certificates, HM Declaration with threshold indication, and more.
Can I generate IHM reports directly in SERTICA?
Yes. If you use the Item Certificate module to track your items, it is possible to handle IHM inventory both for components and items. Keeping track of inventory in SERTICA enables you to automatically create reports with an up-to-date detailed inventory of hazardous material. Standard templates for HM Management are available in SERTICA.
By generating these reports, you can track exactly what is onboard your vessels and ensure compliance with Part I and III of IHM.
How does SERTICA Item Certificate work together with the SERTICA Certificate module?
SERTICA Item Certificate module and SERTICA Certificate complement each other to create a complete compliance setup, from individual items to vessel-level certification. Item Certificate focuses on certificates for specific items, such as Material Declarations, MED Certificates, and Supplier’s Declarations of Conformity. It ensures that required documentation is collected during procurement and linked directly to the item, including hazardous material data for IHM compliance.
Certificate, on the other hand, manages vessel-level and equipment-level certificates, such as class and statutory certificates, including renewal schedules and survey planning. It ensures that the vessel and its systems remain compliant with international regulations. When used together, certificates are secured at purchase, linked to installed components, and reflected in the vessel’s overall compliance status.
