Workflow
From delivery note to signed audit record.
Seven stages. Each one records who acted, what changed, and which rule version was in force.
01
System
Incoming document
SLA · ≤ 30s
BDN arrives via supplier email, SFTP drop or partner API. The document is hashed, classified, and the source channel is recorded.
Trace
- Channel
- email · ops@varo-marine.com
- Received
- 12 Nov 2025 13:14:03 UTC
- Hash
- sha256:7f1a…b302
- Class
- BDN · VLSFO
02
System
Extraction
SLA · ≤ 90s
OCR and structured parsing produce typed fields with per-field confidence. Anything below 0.85 is held for operator confirmation.
Trace
- Fields extracted
- 12 / 12
- Mean confidence
- 0.97
- Held for review
- 0
03
System
Validation
SLA · ≤ 60s
37 rules run across the document, the linked COA, and the active charter party. Each rule produces a pass / warn / fail with an explanation.
Trace
- Rules executed
- 37
- Pass
- 35
- Warn
- 1 · RULE-S07 (Sulphur)
- Fail
- 0
04
Operator
Human review
SLA · Avg. 4m 12s
An assigned operator reviews flagged fields, attaches commentary and accepts, requests supplier follow-up, or escalates.
Trace
- Assignee
- andrea.kovac
- Decision
- Request supplier
- Comment
- Confirm sulphur retest, share recount log
05
Operator + Compliance lead
Escalation
SLA · Per fleet policy
Documents that breach charter limits or repeat per-supplier issues are escalated to the compliance lead with full context attached.
Trace
- Trigger
- RULE-S07 + repeat counterparty
- Escalated to
- lars.engen (Compliance Lead)
- Notification
- Email · Slack · in-app
06
Operator
Approval
SLA · —
Approval is recorded with operator identity, rule version, and any deviations from the source. Decisions are append-only.
Trace
- Approved by
- andrea.kovac
- Rule version
- rules-2025.11.3
- Deviation accepted
- Sulphur 0.51% (operator note attached)
07
System
Archive & report
SLA · Continuous
Signed record written to WORM storage. Included in the next scheduled export to class society, flag state and internal audit.
Trace
- Storage
- WORM · 7 yr
- Manifest
- SHA-256 · daily
- Export
- AUDIT-Q4-W46.csv
Operator view
What stage 04 actually looks like.
BDN-2025-08821 — MV Nordic Crest
Bunker Delivery Note1 issuePDF · 4 pages
Rotterdam · 12 Nov 2025 · Stemming 342.10 mt
SupplierVARO Energy Marine BV
BargeBunker Pearl IV
Receiving vesselMV Nordic Crest (IMO 9456712)
ProductVLSFO RMG 380
Density @ 15°C0.9912 kg/L
Sulphur content0.51% m/m
Viscosity @ 50°C342.6 cSt
Flash point76 °C
Water content0.18% v/v
Seal numbersMARPOL · MEPC · COMM
Validation
- warnRULE-S07Sulphur 0.51% exceeds 0.50% MARPOL Annex VI limit by 0.01.
- okRULE-D02Density within ISO 8217 tolerance.
- okRULE-Q11Stemming volume matches charter party clause 23(b).
System trace
What stages 01–07 actually log.
Audit log
Time UTC
Actor
Action
Subject
Detail
14:02:18
andrea.kovac
approved
BDN-2025-08820
Validation passed (3/3 rules)
13:58:04
system
extracted
BDN-2025-08821
12 fields, confidence 0.97
13:51:42
system
validated
BDN-2025-08821
1 warn · RULE-S07
13:47:11
lars.engen
escalated
BDN-2025-08818
Density mismatch with COA
13:30:55
andrea.kovac
commented
BDN-2025-08818
“Requesting recount with supplier.”
13:14:03
system
ingested
BDN-2025-08821
email · ops@varo-marine.com
12:58:21
marit.holm
approved
BDN-2025-08815
Validation passed (3/3 rules)
12:44:09
system
exported
AUDIT-Q4-W46.csv
47 records, signed SHA-256