Housekeeping

In addition to access rights in ACC, you should set a connection with the Seagull server and perform the necessary setup in APM.
See below sections.

Setting Connection

To access and work with the Seagull Training provider, you should perform the necessary setup in Adonis Personnel Manager.
To set the proper connection, please go to Setup -> Global Options >Training Portal -> Seagull:

Interface should be set Activated.

URL and all credentials need to be set exactly as provided by your Seagull operator.
Contact Seagull for account details.

Click Test Connection to check if a connection can be established.
The corresponding message will be displayed, click OK.
Debug mode - you can also define a folder where all requests/responses will be saved.

After the connection is successfully established, you can see Seagull datagroup enabled on Datagroups ribbon:

Where you can observe all details regarding completed crew members' Seagull online courses after downloading e-learning results.

See Functionality section.

Company Setup

We should identify the persons to be uploaded to the Seagull.
They must be linked to the organization where the export of PINs is allowed.
Go to Setup > Org. Structure > Company > Modules & Datagroups > Interfaces > Seagull, set Allow Export Persons Linked to This Organization option:

You need to set this option for all companies under which the persons need to be exported to the Seagull server.

Ranks Setup

Check rank codes in General Codes-> Personal Details-> Ranks, they must be numerical. Rank to Seagull is fetched from activity details.

Image Removed

You should use Ranks mapping list provided by OTG team for defining Xref for each Rank code, which will be in use.

Vessel Setup

The vessel must have an IMO number.
Check it in Organization Structure-> Vessel Properties-> Identification:

Competences Maintenance

Before exporting crew members' data to Seagull, you need to prepare all competencies which they will be granted after various online courses completing.
The Seagull provides you with available training modules and you should link the competence codes to the correct moduleID.

Open Setup -> General Codes -> Competence -> Competence Codes. Create or open existent competence code:

On the General Code Editor screen, switch to Interface – Xref tab -> Seagull.
Click the Select Xref button and choose the correct uOBLModuleID & vCD for current competence from the training modules list.
Click OK to save.

In the same way, link all needed competencies to correct ModuleID/VCD.
So, in our above example, when the person completes a selected course module (e.g.: Eye Injury Prevention), he will get Personal Safety competence.
It will be added to Competence datagroup with Date From = Date of course completion.

Functionality

After you:

1.  set connection;

2. prepared competencies for Seagull training modules (see Housekeeping section)

you can use Seagull Export/Import tools to provide Seagull Training Administrator with necessary personal and employment information of onboard crew which will take part in e-learning.

Before exporting data to Seagull, you need to check if everything is ready and prepared according to requirements.
After the crew has successfully finished the learning process, you can upload e-learning results of completed courses.
After importing results, the corresponding competence record will be added automatically to the Competence datagroup.
And you can view training results on the user profile in the Seagull STA datagroup screen, generate reports, etc. using the Seagull STA Server.
See below sections for details.

Exporting Data to Seagull

The following data should be exported to Seagull:

1. BIO data - Pins (Personal/Employment information) - should be exported first.

2. Sea-service data (Activities: current, planned).

The Sea-service upload button will be disabled until the Biodata is uploaded.

Upload BIO Data

Preparing PINs for exporting to the Seagull
Requirements:

Target PIN(s) should be Employed and linked to the organization where the export of PINs is allowed.
Open Personal Details datagroup and check (let's take PIN 1011 as an example).

At Employment tab:

Employment State: Employed.
The organization to which person is linked has Allow Export Persons Linked to This Organization option set in Org. Structure (see Housekeeping -> Company Setup section).

At Personal tab: mandatory fields need to be filled (First Name, Last Name, Birth Date, Gender, Nationality);

Exporting Procedure:

Open Tools->Interface->Seagull.
A Seagull Interface window appears.

At the Upload Bio Data tab, the grid displays the persons that will be uploaded to the Seagull (who meet the requirements).
The following columns are uploaded by the API call to upload the biodata.

Status Column: Identifying if the person is NEW (first-time upload) or modified.

Persons that are set to Terminated will not be uploaded.

Upload Status Column: Result of the Upload process.

It can be OK - If all necessary fields were filled, then data will be sent to Seagull.

In another case, the corresponding message in this column will be displayed on Red background (e.g. missing Nationality, Rank, and so on).
Check the information and click the Upload BIO Data button.

Click Help – to get to the online Seagull user manual.

Upload Sea-Service Data

Preparing activities for exporting to the Seagull

The Sea-service upload button will be disabled until the Biodata is uploaded.

Requirements:

1) Only sea-service current activities can be transferred to the Seagull.

Planned Sea-service activities can be transferred too, but only when they are in a period not more than 30 days from today's date.

2) Rank in Activity details must be numerical, the vessel should have IMO number, for example:

1. Rank Code in activity details must be numerical (rank to Seagull is fetched from activity, not from Personal details).
   
   Check rank codes in General Codes->Personal Details-> Ranks:
   

   

   
   

2. Vessel must have IMO number
   

   Warning
   icon false
   The second necessary condition for activity, it needs be linked to the vessel which has IMO number.

   
   
   Check it in Org. Structure- Vessel Properties-Identification:
   
   
   Check it in Org. Structure- Vessel Properties-Identification:

After Biodata is exported, we need to export activity details.

Activities that meet the requirements will be displayed at the Upload SeaService tab:

The following columns are uploaded by the API call to upload the sea-service data.

Status Column: Identifying if the person's activity is first time uploaded - NEW status or modified.
Upload Status Column: Result of the Upload process.

It can be OK - If all necessary fields were filled, then activities will be sent to Seagull.
Check the information and click the Upload SeaService button.
In another case, the corresponding message in this column will be displayed on Red background.

Click Help – to get to the online Seagull user manual.

Uploading activities that were changed/modified

In case of Date From, Estimated End Date, or Rank fields were modified in Activity details for pins that have been already exported to Seagull, you need to transfer such activities again.
For that, open Tools->Interface->Seagull-> Upload SeaService tab.

There will be listed all modified activities:

Status is changed from New to Modified.
So, we need to check details, click the Upload SeaService button and the Seagull administrator will receive all changes.

Downloading E-Learning Results

Results of only 100% *** completed courses can be downloaded from the Seagull.

In the Seagull system you together with the Seagull admin can define whether a score and completion rate is sufficient enough (per each e-learning module) to say that requirement is complete, both can be defined separately.

You always receive registered training, whether it is completed or not depends on how the customer defines minimum score and rate completion. If they decide that minimum score at 75% / 50% and minimum completed at 95%, then all training registered above these criteria are treated as completed (requirements set at Seagull side).

• Select Tools->Interface->Seagull-> Download E-Learning Results. A Seagull Interface window appears.

• When starting, the grid is empty until the Download button is pressed. It then lists all e-Learning courses that are downloaded/imported.

• Click the Download E-Learning Results button:

All completed courses will be downloaded/displayed here.

The reason will be displayed in the Download status column.

In our example, we see that we did not link any competence code to Personal Safety and Working at Hight Seagull training modules.
(see Housekeeping: Competence Codes Maintenance section).
So, we should click Exit, link needed competencies to modules (in General Codes), and then download results again.

If you want to export data to an Excel file, right-click – Export to Excel command.

Click Help – to get to the online Seagull user manual.

Upload/Download All button

If you checked and want to upload Pins/Sea service data and upload ready E-Learning results at once, just click the Upload/Download All button and switch between tabs.

Log tab

At the Log, tab you can review all statues (successful/failed) and a detailed description of sent/received data to/from Seagull:

After the successful import of e-Learning results:

1. Corresponding competence records will be added for target pins to Competence datagroup (with Date From = Date of course completion):
   
   

   

   
   

2. You can open the Seagull STA datagroup to view training results on user profiles using the Seagull STA Server.

See The Seagull STA Datagroup section.

The Seagull STA Datagroup

Users in the office/on the vessels can access Seagull learning information via APM – Seagull STA datagroup.
There we can see personal data and the status of the training taken, results, etc. for each certain sailor.

When data is synchronized with the Seagull server, you can open the datagroup & check all related certificates/training & courses for the selected pin.
Go to Datagroups ribbon and click the Seagull STA icon:

Let's review an example screen:

1. Personal card.
   In this section we can review personal and employment information – pin, rank group, name, age, nationality, person's status (displays active/onboard if the person is hired in the company), and activity details (sign-on/off dates, linked vessel (installation) name and type).
   

2. Below the Personal card, there is a range of tabs (Requirements, Requirements simulation, Requirement summary, Records, Assignments) which display the required proficiencies for the selected person according to his/her personnel card profile (e.g. rank and installation type, etc.)
   The training Schedule tab shows us all courses/training modules information with a deadline for each proficiency.
   To the right of every proficiency, there is

   

   a button. Click it to see its completion and assessment details (minimum % score/completion, etc.).
   
   The requirements tab lists proficiencies which the individual should train to comply. Here you can filter for Not approved/Approved/All required proficiencies.
   

   

   
   Approved proficiencies are in green font with a tick in the check-box, while Not approved - red.
   Not approved proficiencies are, e.g., those that have either not been completed or outdated; pending for completion by personnel to complete training according to goal set for the proficiency (minimum % score and minimum % completion) or assessors.
   
   Selecting to show All required proficiencies will update the list to show both all Approved and all Not approved.
   
   The list of proficiencies is grouped in a tree folders structure.
   By default, they're grouped by E-learning module (branch) or Company Specific Training (CST) drills.
   Click the proficiency record to open its completion and assessment details. Here you can explore guidelines and what (the activity type) the proficiency is checked by such training branches as, e.g. E-learning, Onboard assessment, self-assessment, etc.
   
   Expand/Collapse all – use this command(s) to expand or hide all folders in the tree.
   On the Requirement simulation tab, you can simulate for proficiencies required for the future (e.g. next month onboard), or proficiencies required for a different rank, installation(vessel) type. This simulation also provides the option to filter for the activity type the proficiency is checked by.
   
   Select one or several simulation parameters or a rank in the Career path then click

   

   to update the list of proficiencies at the bottom according to your parameters.
   It will show all proficiencies required for the selected rank plus all proficiencies required for your current rank and proficiencies between your current rank and the simulated rank.
   A red label will be displayed explaining that the application is in 'simulation mode' while simulated proficiencies are displayed.
   Click

   

   button if you want to clear simulation parameters.
   
   On the Requirement summary tab, you can see the proficiency status graphically according to the training branches.
   The records tab shows all training activities that the person has completed. All panels are collapsed by default.
   
   The panels you can see are dependent on what is activated for your company and your account.
   
   Click one of the panel headings that group the training records (or click Expand all), then click the training record itself to open the Training details window.
   The assignments tab shows where the individual is and has been and indicates the ranks the person has been assigned during his services.
   

3. Reports and Statistics section > Reports.
   Here you can generate a set of pre-defined reports for the current person. You will be switched to the window where you can select a report to be generated by the application, e.g.:
   

   

   
   
   Select any of the listed reports and check the description at the bottom to check the content of the report.
   Click Generate button:
   

   

   
   
   You can select the needed e-learning module from the drop-down, set the minimum score, and click the Request new report button. After it is generated by the system, you can click Report Manager in the next appeared screen which brings you to Task and Notification tab to review the report.
   The same functionality is available by clicking

   

   button under the Photo section.
   Tasks and Notifications section:
   

   

   
   Here you can review generated reports by clicking report record.
   Use Back/Forward manage buttons to navigate.
   

4. Online Help - click to get to the Seagull manuals;
   Log Off.

References

Useful links:
Contact Seagull for the Seagull User Manual