Category List

YMS offers a fully customizable Category Hierarchy, enabling each vessel to build an organizational structure tailored to their operational needs. The Category List is a self-referencing hierarchy, allowing for efficient data categorization, search, and filtering. This guide outlines best practices to ensure your Category List is well-structured and future-proof.

Hierarchy Design

• Think in Systems: Use system-based categories rather than departments. A great starting point is the Build Specification for Equipment and Systems supplied and commissioned by the ship builder.

• Cover All Aspects of Yacht Management: Add categories to support Administrative Tasks, Inventory, Certificate & Documentation, and other all other operations performed by crew.

• Limit Root-Level Categories: Aim for fewer than 20 top-level categories to reduce complexity.

• Use a Numbering Convention: Prefix category names to control their order in the interface.
  Example: 01 Administration, 02 Air Conditioning & Ventilation, 03 Auxilary Systems

Category and Sub-Category Creation

• Start Broad, Then Refine: Start with generalities then break down into sub-categories.
  Example: 01 Administration → Vessel Documentation, Crew Certification

• Avoid Department Names: Data is inherently linked to departments, so categories should be system or function-based.

• Don’t Use Module Names: Avoid using names like Inventory or Equipment as categories — the module context already defines this.

• Avoid Over-Nesting: Refrain from creating sub-categories that would contain only one or two items. Categories are used for grouping similar data not separating data.
  Example: Propulsion >> Main Engines >> Port Main Engine is unnecessarily specific.

• Keep Names Short but Clear
  Use concise, meaningful names to improve readability and navigation.
  Example: Use Propulsion instead of Main Propulsion Systems

Access Control

• Restrict Permissions: Only YMS Administrators and possibly Heads of Department (HoDs) should have access to add, edit, or delete categories.

"TBD" Category

• Create a Placeholder: Use a catch-all like 99-TBD for uncategorized items. Admins or HoDs can periodically reassign data to the correct or new categories.

Special Modules

Some modules require distinct specialized category lists. Be sure to establish categories for:

• Beverages

• Uniforms

• Dry Stores

• Medical Inventory

• SMS

• ISPS

Planning and Alignment

• Involve All Departments: Ensure your structure works for every operational area — not just a single team.

• Use Build Phase Data: If planning during new build or refit, align categories with the shipyard’s Specification Table.

  • This ensures consistency in naming and simplifies categorization of equipment and documentation provided by the yard.

Final Notes

Following these guidelines will:

• Streamline data management

• Improve filtering and searching

• Make the system easier to use for the entire crew

A well-planned Category List supports long-term operational clarity and ensures your YMS instance remains scalable and organized.