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| Table of Contents |
|---|
Housekeeping
Before start working with Course Scheduler module, you should perform several necessary settings:
| Anchor | ||||
|---|---|---|---|---|
|
...
Open the Contacts module and define one or several contacts for Training/Course.
These will be the suppliers available for courses who will be seen in Course Scheduler Suppliers tree.
On Overview tab, click New button to add a contact:
...
You will be switched to Details page > Common tab to fill in data:
...
You need to perform simple setup in Global Options > Modules > Course Scheduler:
...
After you've created special activity of training type, you need to select it in Activity Code identify the training or course field for the system to know what activity must be added after assigning person to a course.
Only activities of Training type will be shown in the drop-down list.
Planned activity of the selected type will be created automatically when a person is assigned to a course.
If defined activity was set to Passive in General Codes, then this field will be grayed out.
You will not be able to create courses with this activity and should define a new one.
A message in Course Scheduler module will inform you about it.Define to which organization unit the training activity will be linked to.
You can choose between:last vessel (where the person had activity);
From ver. 2018.1, we provided possibility to link Training activity to a position from previous sea-service activity, when assigning a person to course;
current client (current opened client under which you are working in Course module);
fixed organization - you can select to which one - below in Organization /
Concern field by clicking browse button.
When a person is removed from a course, the system suggests to create another not Sea-service activity instead.
You can set Allow blank activity selection when removing participants/for gap activities option and it will be possible to remove a person from course without creating any activity instead.This option is also used for creating gaps.
If the Training activity is followed by a planned not Leave activity, during the course confirmation (set Status to Passed) the system will check if there is a gap between the course and the next activity.
If the gap exists, system will suggest if a user wants to create an activity for this gap.So, if Allow blank activity selection when removing participants/for gap activities option is ON, it is not necessary for the user to create any activities for the gap period.
Click OK to save your settings.
...
Here you can define access rights for different pages/screens in the module for certain users' levels.
E.g.: Routines 382 for Courses & 385 for Drills - this can be of use to limit access for onboard/onshore users respectively.
You can also limit access to Setup page – 381: Training Center
User Interface
To open the module, click 
icon on Modules ribbon or use Ctrl+Alt+H hotkeys.
When accessed, we can see two main pages, by default you are at Views.
Views – to get to Drills/Courses Schedule Graphics, where we can assign and remove participants, set statuses, review information;
Setup – where we add courses/drills, add schedules (course dates, duration, cost, etc.) and link competences that a participant gets.
...
Accessing the Setup page, you are switched to Training Center view, where you can add courses/drills, schedules for them (course dates, duration, cost, etc.) and link competences that a participant gets.
Let's review the following example screen:
...
List of Course Suppliers (defined in Contacts module, see Housekeeping section).
Under each Supplier there are all linked courses.
Below the Suppliers section, there is the list of vessels with their linked onboard drills (as only vessels can be suppliers for drills (training is conducted while crew is onboard).
Click any course/drill record, and on the right, you will see a list of schedules (course dates, duration, cost, etc.) and linked competences (that a participant gets), for example:
...
On the right, we can see suppliers details (filled in Contacts module) and vessels list.
Manage menu has 2 buttons to simplify manual work with tree structure - Expand All and Collapse All.
By clicking
...
icon, you will be switched to The Course Scheduler Module user manual.
See all details in Functionality section
...
assign and remove participants;
set course/drills statuses;
review all needed details concerning a course/drill.
...
There are 3 tabs on the left:
Drills – schedules for drills (training conducted on vessels) are displayed.
Courses – schedules for courses.
Both views have the same layout.
If the routine 385 = 'N' then Drills tab isn't displayed;
If the routine 382 = 'N' then Course tab isn't displayed.
Expired Documents – here we can search for candidates holding certificates that will expire in a certain period.
In addition, it is easy to check if an available person is already assigned to another course.
It is convenient to search for persons that are available for the course because terminated persons are excluded from the Found list.
If the routine 383 = 'N' then Exp.Docs tab isn't displayed.
How to work on each tab, you can see in Functionality section.Available drills/courses depending on the selected Drills/Courses tab.
To the right, you can see a calendar for drills/courses (both schedule graphics are of the same layout).
Use the arrows in the upper part to scroll to the right
(future) or the left 
(past).The yellow rectangles
in front of tree structure are courses/drills.
You can check the dates (duration) on the calendar or just put mouse arrow on the rectangle without clicking.
Number in the rectangle indicates how many people are already assigned to the course.
If you select a course that has one or several participants, their names will be shown in the Participants section in the lower part of the screen.
Where you can also check linked documents at Documents tab (competences which are added for person's Competences datagroup).Info If it's a drill, you will see additional Instructors tab with instructors' info.
Manage menu gives you various possibilities:
to find needed person;
customize you grid (locate date, zoom in/out);
filtering and 'display data for set period' options;
expand/collapse all (for tree schedules structure);
add/remove participants;
set statuses.
...
There is a possibility to use Pre-Filter functionality at Schedule tab to organize the layout of your screen as you wish.
Click 
icon on Manage menu, you will be switched to the screen like below:
For Drills:
By Tree selection enables you to select only necessary elements of Tree view. Others will be filtered away.
...
Suppliers list shows you all vessels as only vessels are drills providers.
Depending on what vessel(s) is selected, list of drills will verify.
Click Apply to save the settings.
For Courses:
...
Suppliers list differs from Drills suppliers list.
Here it lists all courses providers (training centers, companies).
Depending on what supplier is selected, list of available courses will verify.
Click Apply to save the settings.
...
E.g. If you selected several certificates on By Certificate tab & then switched to By Tree tab: filtering will be performed according to By Tree selection.
It is not possible to apply filter using selections from both tabs.
...
Here you can also define access rights for different pages/screens in the module for certain users' levels.
E.g.: Routines 382 for Courses & 385 for Drills - this can be of use to limit access for onboard/onshore users respectively.
You can also limit access to Setup page – 381: Training Centre
Adding a Course
You can add courses and drills at Setup Page (Training Center view).
| Note |
|---|
To access this setup page, you should have access rights set for routine 380 Course Scheduler > 381: Training Center in ACC: |
A list of course suppliers will be seen there (should be added beforehand, see Housekeeping section).
Select the supplier (course provider) and click 
to create a course, for example:
...
If there already exist scheduled courses but the default Course Duration is changed later– application shows a warning to clarify that new Duration value will be only applied to newly added schedules.
Maximum of Participants – please enter the maximum quantity of participants.
If you leave this column with '0', you will not be able to assign any person to this course later, the system will show a warning during assigning process:
Comments – input any comments, if needed.
It is possible to define Sort Order (SortNo column) that affects their appearance in the Schedule tree under its supplier.
...
Choose the Course you want to add a Schedule to;
Click
button;
Define the Date from using drop-down calendar.
Date to is set automatically depending on the course duration (defined at previous step);You can also add:
Comments;
Cost/Currency.
Cost & Currency columns help you to define the cost of each course.
Possible currencies should be defined in General Codes > Payroll > Currency, first.
...
| Note |
|---|
To access this setup page, you should have access rights set for routine 380 Course Scheduler > 381: Training Center in ACC: |
Onboard Drills are added same way as courses.
...
If you leave this column with '0', you will not be able to assign any person to this drill later.
Leave Comments, if needed.
It is possible to define Sort Order (SortNo column) that affects their appearance in the Schedule tree under its vessel (supplier).
...
You can assign the crew to a course or onboard drill from:
Schedule Gantt;
Expired Documents view;
Crew List > Common Entry > Course Enrollment/Enroll on onboard drill.
When you assign a person to a course, the corresponding Training activity will be created for him according to the activity type selected in Global Options (see Housekeeping section).
...
Let's review course assigning as an example (the process is the same with drills).
Go to Views Page > Courses view.
Select a course you are interested in, click 
button.
A standard Find Course Participant form appears. You can search on different tabs here, each has its own advantages.
Let's review them:
...
If you know target person's name or pin, use the Search by PIN/Name tab.
Input the name/pin, select the Partial Match at Beginning or Partial Match Anywhere option (for name) and click Get Result (or press Enter).
Select the correct person(s) from the list of results and click OK.
The person will be assigned to this course.
1) If a person can't be added to the course, the record will be grayed out and you will see the comments (with the reason – passive/terminated or unsuitable activity) to warn you about it.
It will display what activity type the crew member has during the course period with dates (this can be Onboard, Sick-leave, Travel or Discharge activity).
2) The user will not be able to assign a person to a course, if this person is assigned to another course crossing this period, you will see the course name in the Scheduled column of the results grid and the Start Date in the Start column.
The situation can be as follows:
Situation #1
If the course to which the person is already assigned to is not confirmed yet (status Planned) - then the system suggests to remove him from previous course and assign to the new one instead.
A user has a possibility to create gap activities if required, this can be done on the same Re-schedule window where the user can select activity from the drop-down list. The system will delete activities and documents linked to the previous course and will create new activities and competences relevant to the new course.
Situation #2
The course to which the person is already assigned to has another state (not Planned) - the system displays a warning explaining that the person is participating on a certain course, so can't be scheduled on another course during this period.On Available Crew tab, you search for persons that are available for the course and whose certificates will expire in certain period:
.Availability here means that the person can't be onboard a vessel and can't be on sick leave.
So, the system will search for everyone who does not have Onboard and Sick activities on the dates when the course is scheduled.
You can define period (from …to….) or nr. of days after today.Fill Date from and Date to fields. The system will search for persons whose certificate expires in this period.
The system checks only those certificates that are linked to this specific course (see Linking Documents section)
Select Days after today option and input a number of days if you look for persons whose certificate expires soon.
It can be convenient, e.g.: for searching those crew whose certificate expires in a month.
(For such cases, select the option and add value = 30).
Use the option Use rank profile if you are interested only in those documents that are defined for the rank in General Codes > Rank Properties > Documents for Promotion.In this way, for example, if a person was promoted to First Engineer some time ago and he has an expired document of Second Engineer, he will not be shown in the search results when this option is selected.
Click
.button. Info If a person can't be added to the course, the record will be grayed out and you will see the comments (with the reason). There is the same scenario as on Search by Pin/Name tab described above.
Select the correct person(s) from the list of results and click OK.
The person will be assigned to this course.On Advanced tab, you can use the Adonis Query tool to find persons using your own criteria.
...
How to Add Customized View to Find Form
It is also possible to search from additional customized views, click Course Scheduler#_Frequently_Asked_Questions
From Expired Documents View
On Expired Documents tab, you can search for persons holding certificates that will expire in a certain period.
It is convenient to search for persons that are available for the course because terminated persons are excluded from the Found list.
In addition, it is easy to check if an available person is already assigned to another course:
...
Select needed competence view from Documents drop-down. The list of available certificates will vary according to the selected view.
Define (tag) a Document.Set Period (Date from - Date to) or choose a number of days after today.
If the Days after today option is ON, the system searches expired certificates in the following way:
Today's date = < Expiry date of competence < = Today's date + Nr. of days defined by user
Click
...
button to find results.
Persons holding certificates that expire in defined period will be displayed.
Persons which are terminated or have Onboard or Sick activity in the defined period, will not be shown in the list.
If you select a person from the list, available courses will be shown for him on the Available Courses tab.
Select a course and click
...
button in the upper part of the screen to assign this crew member to corresponding course.
Signed Up Courses tab on the bottom will show the course(s) this person is assigned to.Use Rank Profile
It can be that a person has a certificate which is not mandatory for his current position.
If you select the Use rank profile option:
...
The list of documents will be disabled;
The system will not list persons holding an expired certificate that does not belong to their current rank profile.
Only those candidates are shown who have a certificate that is about to expire and is defined in rank profile (General Codes > Personal Details > Ranks details > Documents for Promotion:
From Crew List
Course
| Info |
|---|
To assign a person to a course from Crew List, a user should have corresponding rights set by the administrator for routine 242 Course Enrolment in ACC. |
...
This routine can be found under Tools > Common Entry > Enroll on onboard Drill/Exercise:
...
...
The same as with a course, there 2 ways of crew assigning:
In Crew List:
tag persons that you want to assign to a drill;
right-click Common Entry > Enroll on onboard drill/exercise:
...
The same can be achieved under Tools > Common Entry > Enroll on onboard drill/exercise.
The Enroll on onboard drill/exercise box appears:
...
Select the Vessel;
Select the Drill;
Please note that a drill should first be created in Course Scheduler > Training Center.
Select one of available Schedule or Add Schedule right away:
click
, enter needed data (date from/to, instructor(s),
click
; 
Plan option is set by default. This means that all persons will be added to a drill with Planned status & corresponding Competence record(s) will be Planned as well. Click Enroll button. The selected persons will be added to the drill.
Note You will not be able to assign a person to a drill if he doesn't have corresponding Sea-service activity (Note: Estimated End Date of Sea-service activity is ignored; It is considered that a person is onboard unless he has Date To set).
Maintaining Certificates and Activities
| Anchor | ||||
|---|---|---|---|---|
|
Checking Activities and Certificates Information
Once a person is assigned to a course:
1) Activity of Training type (defined in Global Options beforehand - see Housekeeping section) will be created for a participant.
...
They will be added to Competence datagroup.
On Courses/Drills view, in the lower part of the screen, you can check the participants' information, course status and certificates data:
...
On Participants tab, you can check:
a list of persons assigned to selected course (pins, names, ranks);
course status (for details - see Course Statuses section);
course/training activity period;
The Avl. Date From and Avl. Date To are the dates of the training activity (course period.)
comments (stored in Comment field of corresponding activity).On Documents tab, you see the documents that are linked to the course and automatically created for the participants.
Date From and Date To of the certificate are taken from the course Start and End Date.
Expiry Date is fetched from the settings for the competence code.
E.g. If a document code has a setting to expire after 5 years after Issue Date, the system will automatically add 5 years to the Date From.the Issued By field for a competence record is populated with corresponding course provider.
Click
in the upper part of the screen if you need to attach a scan to the record (will appear in Competence datagroup).
And click
in the upper part of the screen to mark it as valid.You can add scans to persons' records with Passed course status as well.
Comments column is free for input.
After you are done, click in the upper part of the screen to save all changes.
Removing Participants
To remove participant, go to corresponding Courses/Drills view.
On Schedule gantt, click a course > select participant who needs to be removed from Participants list.
Click 
button:
...
A message will warn you that you are going to remove a participant form the course.
The system will also prompt to delete linked competence records for selected person once you remove him from the course.
As a result, the Training activity will be deleted.
In the appeared screen, you can select an activity that should be created by the system instead of training one:
...
You can leave the field blank, then no activities will be created instead.
It is available only if you set Allow blank activity selection when removing participants/for gap activities option in Global Options.
See Housekeeping section.
If redefined activity is Leave, such activity is merged with 'neighbor' activities if they have the same activity code, payscale code, table & vessel.
This only works for planned activities to avoid modifications for historical ones.
It is possible to delete activities and certificates of planned/historical type.
Corresponding rights should be setup by administrator for a user for routine 384 Can remove participant(s) with non-planned status for course(s) in Adonis Control Centre.
Setting Course Statuses
When a person is assigned to a course, activity and competence records are created for him automatically.
In our example, you can see that person's course status is Planned:
...
After the Course is finished you can set its Status for every participant:
...
Statuses:
  |
|
...
Changing Status
When you know that the person has passed the course, click needed course, select participant in the list and click Passed.
Once status is changed to Passed:
The Certificate record(s) will be changed from Planned to Historical:
...
It is not possible to set Passed status for future courses.
If Passed status is set, you can not change status after that. The option is disabled 
.
Gap Handling
If after setting Passed status, course activity has a gap with the activity that follows it, the system offers to create a gap activity to cover the entire gap period.
...
and in Competence datagroup:
...
| Note |
|---|
It is not possible to change status after Failed status is set. |
...
and in Competence datagroup:
...
| Note |
|---|
It is not possible to change status after Incomplete is set. |
...
in the competence record details (Competence datagroup):
Activities Handling
For both planned and rotation activities:
If there is a Current activity without Date To before the Training, it will be closed and get:
...
Certificates Handling
Certificates record(s) will remain Planned and get comment = No Show + additional comment added by the user.
It is not possible to update certificates of persons with No Show statuses in Course Scheduler.
It is not possible to change status after No Show is set. The option is disabled
.
The system allows changing the status to No Show for the future dates.
...
| Anchor | ||||
|---|---|---|---|---|
|
What is difference between Course and Drill?
Courses are provided by some course suppliers (companies), that crew members should visit while not onboard.
Drills are conducted onboard a vessel during sailing.
Can we assign persons to course/drill in the past?
It is possible to assign a person to a course in the past:
As a result:
...
Competence records are created as Historical;
Course status is Passed.
What activity crew member needs to have in order to be assigned to a course/onboard drill?
Course:
To be assigned to a course a seafarer must have leave or no activity during the scheduled dates (course period).
You will not be able to assign a person to a course if he has Sick or Onboard activity.
...
If it is ON, it is possible to assign a person if a course time is earlier than activity end time.
Drill:
You can assign a person to a drill if he has corresponding Sea-service activity (onboard, offshore) during the scheduled dates.
How to Add Customized View to Find Form
Go to Setup > General Codes > Crew List.
Create a new view definition with the criteria you need or open existing Crew List view definition.
...