Setup

Before getting started with the Appraisals datagroup, you need to perform an initial setup which includes:

Creating appraisal marks. For more information, see Inputting Appraisal Marks.

Adding appraisal codes. For more information, see Inputting Appraisal Codes.

Configuring appraisal views. For more information, see Defining Appraisals Views.

Besides, it is recommended to check some options which may affect the Appraisal datagroup functionality. For more information, see Hiding Appraisals.

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_Inputting_Appraisal_Marks _Inputting_Appraisal_Marks

Inputting Appraisal Marks

First, you need to input needed appraisals marks in the General Codes > Appraisals > Appraisal Marks.
You can define marks which can be given when evaluating crew members' traits. To do this, follow the steps below:

Go to the Setup ribbon tab > General Codes > Appraisals > Appraisal Marks.

Click New on the ribbon. Clicking the command makes the General Code Editor (Appraisal Marks) dialog appear:

In the General Code Editor (Appraisal Marks) dialog, fill in the following fields:

Code is a unique alpha-numeric APM code.
Text is a name of the appraisal code.
Sort is an order number of the code (where 0 means the first record in the list).
Is Passive. Specify whether the code is to be active or passive. Setting the option make the code appear as disabled.
Alternative is an alternative name of the code.
Score is a numeric equivalent of the code. It is specifically intended for calculating an average score of appraisals.

Click OK to proceed.

As a result, a new code is added to the list of appraisal marks.

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_Inputting_Appraisals_Codes _Inputting_Appraisals_Codes

Inputting Appraisals Codes

You can list personal traits which can be evaluated in the datagroup and define which marks should be visible for these traits. To do this, follow the steps below:

Go to the Setup ribbon tab > General Codes > Appraisals > Appraisal Codes.

Click New on the ribbon. Clicking the command makes the General Code Editor (Appraisal Codes) dialog appear:

In the General Code Editor (Appraisal Codes) dialog, fill in the following fields:
Code is a unique alpha-numeric APM code.

 Codes with the Sort numbers between 900 and 999 are intended for the Drug and Alcohol view. For more information, see Drug and Alcohol.

Text is a name of the appraisal code.
Sort is an order number of the code (where 0 means the first record in the list).
Is Passive. Specify whether the code is to be active or passive. Passive codes appear as disabled.
Alternative is an alternative name of the code.
Valid Marks. Click the Browse button to define the valid mark(s) for the code from the list of available marks (for more information on how to set up the list, see Inputting Appraisal Marks):

Mandatory. Select the checkbox to make the field required.
Weight is a numeric value which allows defining an input quotient. It is specifically intended for calculating an average score of appraisals.

Click OK to proceed.

As a result, a new code is added to the list of appraisal codes.

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_Defining_Appraisals_Views _Defining_Appraisals_Views

Defining Appraisals Views

You may define one or more appraisal views.

This provides you with more control over users' access to various Appraisals data.

Each view will be shown as a separate tab in the Appraisals datagroup:

For every view, you can define what appraisal codes for which Ranks will be shown on a corresponding page.
Or you can create at least one view, name it ALL to store all appraisals.

If no view is defined, there will be a default Overview tab with default columns that you can hide/show if needed:

Go to General Codes > Appraisals > Appraisal Views.
Click button to create a view:

Enter Code and Text (will be shown as a title of a corresponding page).
Sort is the number which defines the order of pages.
Include Ranks - to define the Sort numbers of the Rank Codes and as a result only for them you can link appraisal on this current view (You will see only defined ranks in drop-down list).
The view displays only those Appraisal records that are linked to the Rank Codes with the defined sort number in Include Ranks field.
Delimiter: a hyphen (from – to) and a comma.

10-60 means that all appraisals codes which linked to Rank codes with Sort from 10 to 60 will be included into the view.

If nothing is defined here, all appraisals codes linked to any Rank will be shown in this view.


Security Code field. When a security code other than '0' is defined, it is possible to set up different access rights (Read, Write, None) to this view for different users' levels. This can be done by an administrator in Adonis Control Centre > General Codes > Appraisals > Appraisals View:

Appraisals views with Security Code = '0' are available for all users.

View Grid > Columns Definition - in this section you specify what columns will be shown in the view.
Click and select the Heading from available list.
Click   to delete the column

Click OK to save the view.

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_Defining_Input_Views _Defining_Input_Views

Defining Input Views

You may define one or more appraisal input views.
Each will be shown as a separate tab when you open an appraisal record (Appraisals Details window), e.g.:

For every input view you can define which appraisal codes are shown (usefull to differentiate between various appraisals and to limit access for some users)

Go to General Codes > Appraisals > Input View. Click  button to create an input view:

Enter Code and Text (will be visible as a tab title).
Sort is the number which defines the order of the tabs.
Include Groups indicates what appraisals codes will be shown in the view.

You can input values like '1-4' (codes 1,2,3,4 will be seen) or like '31,77' (codes 31 and 77 will be seen) or combine these 2 ways: '12,77-79'.

If Include Groups is left blank, all existing appraisals codes will be shown for this view.


Is Passive: set to hide the tab.
Security Code. If other than '0' is defined. Administrator, who has access to Adonis Control Centre, can make different rights permissions to Input views for certain user levels. In this way one group of users may view and edit everything (Write), another one - only view (Read), and third group may have access only to limited appraisals codes:
This can be done in Adonis Control Centre > General Codes > Activities > Input View:

If security code field is blank or has '0', then this view is accessible for everyone

Go to General Codes > Appraisals > Input View. Click button to create an input view:

Click OK to save the view.

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_Global_Settings:_Hiding _Global_Settings:_Hiding

Hiding Appraisals

There is a possibility to hide appraisals for 'ordinary users' (not administrators/superusers).
Use Hide the appraisals after N days option under Global Options > Datagroups > Appraisals:

Appraisals will be hidden for not superusers when the defined period of time has passed since the date of appraisal record creation.

It is needed to set 'Yes' access rights for routine 248 Hide appraisals when period of time (global setting) is passed in ACC for those users who should not see appraisals:

All superusers (users at 99 level) can see all appraisals, though they have Yes access to all routines.

Users of another levels, that need to see all appraisals as usual, should have No access rights to this routine

This way allows not to think about access to this routine when a new user is added, for example.

Functionality

Appraisals datagroup displays information about various person's evaluations/tests.

Also, separate routine is introduced to set user rights for appraisal deletion - 245 Delete Appraisal

You can open the Appraisals datagroup from the main menu Datagroups > icon or press Ctrl+4 hotkeys.
You can see as many pages as many appraisal views are defined in the General Codes (see Setup > Defining Appraisals Views section):

The list of commands under Manage menu is rather standard:
New – to create a new record.
Open – to view an existing record.
Delete – to remove the record.
Notes – to leave some notes, that will be available for other users.
Open Enclosed – click to attach a scan.
View Enclosed – click to view the attachment.
Attachment Properties -to review its properties (file name, location, size, created day/time and a creator).
Click Print – to generate Appraisals Summary report.
View type: You can switch between Standard Appraisals and Drug and Alcohol pages/views (see Drug and Alcohol section)

Creating a New Record

Click button to add an appraisal record. Appraisal Details window opens:

Number is set automatically according to the record order.

Select Vessel from drop-down list (on which the evaluation took place).

Passive vessels are hidden in the list.

In case a vessel was inputted in appraisals properties and later was set passive, it will be possible to see it in the appraisals editor but the vessel list will be disabled, e.g.:

Enter Issued Date/Issued By/Issued Place fields and Date of the next appraisal.

Rank field:

If you have some limitation for current view, to include only special ranks (set up in General Codes > Include Ranks field). You will be able to link this appraisal only to corresponding ranks. See Setup > Defining Appraisals Views section.

If there is no limitation for ranks on this current view, the view is set up to display all ranks, Rank for current person is displayed automatically (it is fetched from activity details; if there is no activity, it's fetched from Personal Details).


Score contains the sum of appraisal scores based on the Weight and Score values defined for Appraisal Marks and Appraisal Codes.

On the Marks tab, the tabbed pages are available to you based on the appraisal views defined in General Codes. For more information on how to define the input views, see Defining Input Views.
To define the appraisals score:

In the Mark column, set the appraisal marks for appropriate appraisals.

Marks codes should be previously created in the General Codes.

See Setup > Inputting Appraisals Marks section.
At Additional tab, you can leave comments and remarks.

Payroll tab displays payroll data (payscale table/type, cost group, etc.) for informational purpose only.

At Notes/Mail tab, HR/Individual comments and mailing information are located.

Common Entry Function
You can add similar appraisals records to several seafarers at once.
For this you should select several persons in Crew List, right-click and select Common Entry > Appraisals:

Enter some common information in the appeared Details window as usual, save it and then work with each appraisal to add data that can differ (for example: marks).

Adding Enclosed Documents

To link or attach a scanned copy to an appraisal record, click in the Details window or on the Manage ribbon tab. This opens the Document dialog:

Fill in the fields as below:
Description. Enter the name of an attachment.
Document type. From the drop-down list, select one of the types defined in Enclosed Document Codes (see Adding Documents Codes).

Click New to choose between the options which allow you to attach:
File. Click to indicate the path to the file.
WEB link. Enter the link to be attached. In case the link protocol is not specified, the system uses the http:// protocol by default.

You can scan documents directly from APM and add the digital copies to the Appraisals datagroup. To do this, use one of the tips below:

Click the Scan button. APM will try to automatically detect an installed scanner and will start scanning.

Click the down arrow on the Scan button and select the Select Source option if you want to manually select your scanner.

There is also a possibility to edit enclosed Word and Excel documents directly in the datagroup.

Please click in the Details window. Click OPEN on the next screen.
The document will be opened, and you can edit it as you like.
When editing process is finished, you can save your changes or revert them back by answering 'Yes' or 'No' to the question about saving changes.

Info
The same functionality is available under Manage menu. Select needed record and click button.

A special field Validity of Scan is available in a view grid (do not forget to add this column when creating your own view).

See Appraisals> Setup > Defining Appraisals Views section.

This field is painted blue if a scan is valid or red if a scan is not valid.

When you first add a scan, it is considered as valid. But when you change any data for the travel document the state of the scan is changed to invalid.

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_Drug_and_Alcohol _Drug_and_Alcohol

Drug and Alcohol

How to Set up Testing

As soon as Drug and Alcohol module is a part of the Appraisals datagroup, please read the chapters Appraisals - Setup and Functionality sections, first.
Drug & Alcohol (D&A) module works in much the same way as the Appraisals.
One of the main difference is that Drug & Alcohol is protected by additional security settings due to its confidential nature.
So, persons having access to Appraisals, might not have access to Drug & Alcohol.

Which allows you to switch between Drug and Alcohol and Standard Appraisals views:

Choosing D&A view just changes a little bit the contents of the Appraisals windows.

So, as for an ordinary appraisal, for drug and alcohol testing record, you should create marks, codes and view(s) beforehand.
This is done under Setup >General Codes > Appraisals > Appraisal Marks/Codes/View.
But Sort for the appraisal view and appraisal code must be between 900 - 999.
Thus, all such appraisal codes and appraisal views will be displayed only on D&A page. 

Adding Marks:

Adding Codes, Linking Marks:

Adding Views:

For all details, see Setup section.

Creating Drug & Alcohol Entry

Select Drug and Alcohol View, click button. This will then display the Details window.
The procedure of filling data is the same as with adding an appraisal.
The only new section is Test Site:

Number is set automatically (according to the order of adding records).

• Enter Issued Date.
• Select Vessel from drop-down list (on which the evaluation took place).
  
  

Passive vessels are hidden in the list.

In case when a vessel was inputted in appraisals properties and then was set passive, it will be possible to see it in the appraisals editor but the vessel list will be disabled:

Define Issued By whom; Date of the next testing (if known) and Issued Place.
There are On Board and On Shore Test Sites, select where this testing took place:

• If you set On Board - select vessel from drop-down list;
• If On Shore – select site from drop-down.
  
  
  

Needed test sites need to be added beforehand under Setup > General Codes > Appraisals > Test Site.


Rank is displayed automatically (it is fetched from activity details, if there is no activity, it's fetched from Personal Details).
At Marks tab, select needed record and choose a mark from the list (marks should be previously created in the General Codes).
At Additional tab, you can leave comments and remarks.
Payroll tab displays payroll data (payscale table/type, cost group, etc.)
At Notes/Mail tab, HR/Individual comments and mailing information are situated.

Common Entry Function
To enter the same Drug & Alcohol test results on multiple persons simultaneously, you can use the Common Entry function.
To do this, select all the persons that should have the same Drug & Alcohol results, by selecting them in the Crew List window.
Then right-click and select Common Entry > Drug and Alcohol:

In the appeared Appraisal Detail window, fill in the information that is common for all the people you have selected.
Once this is done, click OK to create the common entry.

• If you leave Vessel or Rank fields blank, then the program will automatically substitute the default value for each person from Personal Details.
  
  

  Info
  The same functionality is also available via Tools > Common Entry > Drug and Alcohol.

  
  

Reports
On Reports ribbon > Appraisals you can preview/print:

Appraisals Summary (for selected pin, (un)tagged/entire crew) and 3 types of Drug and Alcohol reports.