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Input activity Code and activity Name (Text). The sort field defines the order according to which activity codes will be sorted in the available drop-down list when creating a new activity. Is a Passive option. If you select it, this activity code will be set passive. It will not be possible to create activities with this activity code. All existing activities of this code will be shown in grey.
Defining Activity Color
It may be very convenient to define activities to be displayed in different colors, e.g. in the Rotation Planning module.
Display Color field calls standard palette. So, it would be easy to define the color to be used.
Please, note that this setting will be valid for all APM users. We recommend you to set this once and do not change it later to avoid inconveniences.In this section, you can see various options here. They affect the work of different modules. Let's review some of them which we may need when considering the datagroup.
Activity Type
Select if the activity belongs to Sea-Service, Leave, Sick, Training, Travel, or Discharge type. This will define the interaction of activity with other existing activities.
Evaluation by Type/Priority is performed based on this setting (see Evaluation by Type/Priority section).
Options
- New Employment/Can End Employment - enables checkboxes Start/End Employment in Activities >Activity Details > Payroll tab:
When creating an activity, the dialog will suggest activating/deactivating a person.
Activity date will be used to update Personal Details > Employment tab > Employment Start/End Date:Info Note that in Global Options > Datagroups > Activities > Evaluation Checks:Start Employment/End Employment should also be enabled: 
- Generate Leave Days Paid Activity option (in Payroll > Entry Codes > Maintenance).
If this option is set on the entry code, the activity with the option Leave Days Paid from Payroll will be created in Datagroups > Activities (where several Leave days is set to the same as on the entry code and the Entryfield2.
The activity Date from and Date to will be set to the last day of the payroll period.
The activity will be shown with green color in the Activities datagroup.
- Auto Entry Also When Start From 31th – (for 30 days payroll), if the current month has 31 days and person has activity with a total of 31 days to generate auto entry, then the last day 31th will be cut off. When the option is ON - we generate a 1-day auto entry for this activity which starts from 31th, even if the total auto entry days are already 30.
The Include in Sea Service Seniority Calculation option affects Payroll seniority and Sea-Service seniority calculation.
If this option is selected, then seniority earned by this activity will be added to Sea-Service seniority shown in Personal Details > Seniority tab.
The Sea-Service seniority in Personal Details is based on all sea-service activities and the activities that have been included in the Sea Service Seniority Calculation option set.
- Reduce Calculation of Payroll Seniority with Activity Days - certain activities should not be included in the Payroll Seniority. So, the option allows excluding the person's activity time/period from the Payroll Seniority.
- Supernumerary - not in use/ outdated.
- Manual Liquidate Leave Days - this is used when a customer is starting up and needs to add the initial balance of Leave days. With this option on it is possible to manually edit the Leave Days field on the activity, instead of the system automatically generating it. Also, this activity is excluded from overlap evaluation (i.e. you can create other activities covering the same period).
- Work Time/Holiday – if activity refers to the work or holidays time.
- Not Reduce Auto Days. Many customers use 30 days of payroll per month, even if a month has 31/28 days.
Let's consider an example:
The system handles up to 2 leave accounts running in parallel. These accounts are called Leave Days 1 and Leave Days 2. This is to cover situations where one activity may have both earning and use of leave days, which is necessary under some National agreements (e.g. in Sweden). Each account may be attached to a leave accumulator. These accumulators will accrue/deduct leave based upon the various activities they are connected with.
Leave Accumulators should be previously added in the General Codes > Activities > Leave Days Accumulators.
The APM has 5-level rules for leave days calculation.
More about the leave days calculation you can find in the Setting-up Leave Calculation Rules section.There is a possibility to define the Estimated End Date for a certain activity type.
This can be done by defining a number and selecting the Month or Days measurement in the Set estimated end date field.
If a user doesn't define any value here, the program uses normal calculation, based on the contract duration or leave days calculation.Info The following rules are applied for calculating Estimated End Date (EED) of activities, if a user changes Activity Date from:
If the option Set estimated end date is selected (quantity and measurement are set) while creating an activity code (General Codes > Activities > Activity Codes Editor) and a user changes the Date from (in Activity datagroup) - the system recalculates the EED in the following way:
Estimated End Date = Date from + X days/months (defined in the activity code properties)
Onboard activity without the option and for a crewmember without a contract/contract with default length, and a user changes the Date from Result: EED stays unchanged (blank).
Onboard activity without the option and for crewmember with default length contract, and a user changes Date from Result: The system changes EED (according to the contract length). |Current Entry Code Table influences Payroll calculation procedures.
Here we decide what Entry Codes will be generated automatically for this activity when we use Payroll calculation.
Select needed entry code in Available part and click
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It appears in the Auto Generate part and Auto-generated Entry codes field above (only corresponding EC numbers).
To remove it, select the entry code in the Auto Generate part and click
.
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There exists a possibility to register several hours worked on Sign on and Sign off day. A new set of options are added:
If the option Manually register hours worked on the sign and sign-off day is selected, a possibility to register hours in Activities datagroup is enabled.
If Register working hours on a sign-on and Register working hours on sign-off options are selected: Hrs. worked first day and Hrs. worked last day fields are added to the activity details screen:
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This is valid both for creating a new activity & for editing an existing one.
When Date From & Date To (or Estimated End Date) coincide with crew change dates: a person will be added to corresponding On-/Off-Signers tabs. If a crew change is historical, it is displayed in grey font.
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It's important to know: the system checks not only to a port ETA when snapping but the whole period of ETA - ETD. This is important for correct displaying of activities in multi-days crew changes. If the person's activity is relinked from vessel A with this option ON to vessel B with the option of - person is removed from crew changes of vessel A. |
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These accumulators will accrue/deduct leave based upon the various activities they are connected with.
The Leave Ratio
The factor for earning leave days can be set on several levels:
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If the leave factor is left blank in Activity properties/details, leave calculation is disabled and overruling does not work for this activity type.
To set the leave ratio on the Company, you should open Organization structure> Company > Payroll > Leave Days Accounting tab:
To set the leave ratio on the Payscale Table, please go to Payroll > Payscales, select the right Payscale Table & click 
.
Its Properties will be displayed.
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In this window, you will find the Leave Factor section with Leave account 1 and Leave account 2 fields, where the leave ratio, different from the one in the General Codes, can be set.
From ver. 2017.1. We improved Leave Days calculation with regards to Payscale options Exclude Sign On day / Sign Off day from leave earning:
These options now also handle promotion situations, ignoring Sign On/Off that appear due to a person's promotion. Only the real Sign On/Off are taken into account.
To set the leave ratio on the Payscale Code, please find the correct Payscale Code in the Payscale Table & switch to the Details tab:
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The last level that overrides all the others is Individual.
Leave ratios can be set individually (for the selected person) in Payroll Module > Constants tab:
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You can open the Activities datagroup from the main menu Datagroups > 
icon or use Ctrl +3 hotkeys combination.
When opening, it automatically loads & displays the activities view for the person who is tagged in the crew list.
There can be several Activity views to show different sets of fields.
You can set up the views as per your requirements under General Codes > Activities View (see Setup > Defining Activities Views section).
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Under the Manage menu, you can find various commands:
New - for creating new records.
Insert above/below allows inserting activities between the already created records.
Open - for opening existing records.
Delete - for removing existing records.
From ver. 2017.2, we provided general improvement for control of activity-dependent data.
When trying to delete an activity, the application will automatically check all dependencies & show sensitive messages to explain where activity is used & why it cannot be deleted.Warning icon false It is not possible to delete an activity belonging to the previous payroll periods if the Allow To Change Activities After Month Closing option is cleared in the Organization Structure > Organization Properties > Payroll > General: 
The Confirm button is accessible only if the current activity (the activity without Date To) is selected in the grid. By using the command, you can:
Close the current activity (make it historical)
Create a travel activity and the next activity (the type of which depends on the type of the current activity).Warning icon false Access to the Confirm command is regulated by the 234 Allow Confirm Activities routine in Adonis Control Center.
Depending on the type of the selected current activity defined in General Codes > Activity Codes (see Inputting Activity Codes), you can confirm either an on-signing or off-signing activity. Let us consider both cases by example.
Confirm Off Signing activity
Assume that the current activity is linked to a sea-service onboard activity and you need to confirm the activity. To do this, first, select the activity and click Confirm. This makes the Confirm Sign Off dialog appears:
Sign Off Date. Enter the end date of the current activity.Warning icon false The date must be less than or equal to today's date.
Sign Off Date. Enter the end date of the current activity.
The date must be less than or equal to today's date.
Hrs. worked last day. Specify the number of hours a crew member worked the last day.
Travel Days. Set the number of days for the travel activity.
Travel Activity. Select the travel activity from the drop-down list. The list includes only the activities for which the activity type is set to Travel. For more information on how to create an activity with a certain activity type, see Inputting Activity Codes.
Leave Days. Enter the number of days for an off-signing activity.
Leave Activity. From the drop-down list, select a left activity. The list includes only the activities for which the activity type is set to Leave. For more information on how to create an activity with a certain activity type, see Inputting Activity Codes.
Organization/Vessel. The data is automatically fetched based on the organization/vessel to which the crew member's current activity is linked.
Show all activity types. Select the option to view all existing activities in the Leave Activity drop-down list.
Once completed, click Execute.
As a result, the Activities grid is updated accordingly:
Current and Travel activities become historical.
A new current non-sea service activity is added.
Confirm On Signing Activity
Now, assume that the current activity is linked to a non-sea service activity and you need to confirm it. To do this, first, select the activity and click Confirm. This makes the Confirm Sign-On dialog appear:
Sign On Date. Enter the start date of the current activity.
Warning icon false The date must be less than or equal to today's date.
Hrs. worked the first day. Specify the number of hours a crew member worked the first day.
Travel Days. Set the number of days for the travel activity.
Travel Activity. Select the travel activity from the drop-down list. The list includes only the activities for which the activity type is set to Travel. For more information on how to create an activity with a certain activity type, see Inputting Activity Codes.
Onboard Days. Enter the number of days for an on-signing activity.
Onboard Activity. From the drop-down list, select an onboard activity. The list includes only the activities for which the activity type is set to Sea Service. For more information on how to create an activity with a certain activity type, see Inputting Activity Codes.
Organization/Vessel. The data is automatically fetched based on the organization/vessel to which the crew member's current activity is linked.
Show all activity types. Select the option to view all existing activities in the Onboard Activity drop-down list.
Once completed, click Execute.
As a result, the Activities grid is updated accordingly:Current and Travel activities become historical.
A new current sea service activity is added.
Update Payroll Information (see Updating Activities section).
Leave Account (see Leave Account section).
Under the Print button, you can run Activity Summary and Activities Days reports.
Clicking the Notes button will open a window, where you can input any notes for the Activities datagroup.
If the Notes button is blue, there are no notes yet. If you have inputted some, the button changes to white.
Audit Trail (See Audit Trail in Activities Datagroup section).
The same options are available from right-click menu.ALL tab displays all existing activities for this person.
Info icon false Different types of activities are shown by corresponding letters in the Type column:
H - historical
C - current
P - planned
R - rotation
Rotation and Planned activities are highlighted in different colors.
See the Activity Types section below.
On the bottom, you can see Total and Seniority fields:
The total field shows the total days. The number can be displayed in the format Years: Months: Days.
For that, the option Days in YY:MM: DD Format in the Global Options > Datagroups > Activity tab should be selected.
Planned activities days are not included in the total amount, which is shown in the Total field.Info icon false Activities may contribute to Seniority Calculation.
The seniority field shows the summarized period of all activities (except planned) linked to payscale that influences Seniority calculation.
Setup in Payroll > Payscale > Payscale Table Properties > Activities Calculating Seniority. You should use Payscale Table and define if an activity is adding days to the Seniority calculation or not:
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APM offers you a set of activity types to cover all possible situations with personnel planning:
Rotation. This type is rarely used. There is no difference if the activity of this type is in the past or future.
It is used for simple planning, allowing overlaps.
Planned. This type is used for activities in the future (later than the current date).
Planned activities are not processed when performing evaluations for possible overlapping.
They are used for linking to crew changes & shift modifications in the Rotation module.
Planned activities cannot have the Date To defined, the EED is used instead.
The system does not allow the creation of overlapping planned activities.
Historical. This type is used for current & past activities.
If the Date To is not set - the activity is considered as Current, when it is set - it becomes Historical.
Historical activities cannot be modified by internal evaluation rules, as planned or current.
This is to avoid changes for past periods that can influence payroll calculation, crew changes, or any other assignments.
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It is possible to allow creating historical activities in the future if the corresponding option is ON in Global Options > Datagroups > Activities: |
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BUT: It is not recommended to set this option, as it is not in compliance with common system logic & is created for processing certain situations.
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Please pay attention, that it's not possible to add or update activities under the Organization Top-level (concern) as an open client. |
Click 
button to create a new activity for the selected person.
Activity Details are divided into static & dynamic sections:
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Static section
Is situated in the upper part of the Details window showing the most important activity data:
Select Activity Code from the available list.
All needed activity codes should be created beforehand in General Codes.
See Setup > Inputting Activity Codes section.
Enter Date From, Date To (for historical activities), Estimated End Date.
If Estimated End Date (EED) is not defined, it will be set and nr of activity days will be calculated:
according to the leave balance (for Leave activity);
according to the contract length (for Onboard activity).
If a default contract is not defined in Personal Details, then the EED is calculated according to the payscale contract (payscale code).
If the contract was defined neither in Payscale code nor in Personal Details, then the EED is calculated according to the contract in the Payscale table.
For more details, see Setup > Inputting Contract Information section.
Activity Types - Planned checkbox
Logic
When the checkbox is set, your activity will have Planned mode;
When it is not set and Date To is empty, activity will be Current;
When the option is set and Date To is filled in (it can not be greater than today's date, in another case - the corresponding message will be shown), activity is considered as Historical.
A person's Rank is displayed automatically. It is fetched from the Personal Details > Employment tab.
If Update Rank in Personal Details option is ON in Global Options > Datagroups > Activities (see Setting Up Options Affecting Activities Work > Global Options section):
If you change rank, the system checks if the Rank inactivity is the same as the one in Personal Details. If they do not coincide, the system will offer to update Personal Details accordingly. You can then choose whether you want it to be done or not by setting/clearing the checkbox in the dialog window.
If the option is not set, any rank changes in Activity Details will not affect Personal Details.
Organization/Company. By default, here is already shown an organization to which the person is linked in Personal Details.
If Client Assignment option is ON in Global Options > Datagroups > Activities (see Setting Up OptionsAffecting Activities Work > Global Options section):
If you change it, the system checks if a Client set inactivity is the same as the one in Personal Details. If they do not coincide, the system will offer to update Personal Details accordingly. You can then choose whether you want it to be done or not by setting/clearing the checkbox in the dialog window.
If the option is not set, any org. changes in Activity Details will not affect Personal Details.Dynamic section
shows information as per the selected tab on the left. Displaying data on the following tabs depends on what activity it is: onboard/leave/travel, etc.
I. Sea Service.
Here you can find vessel data (fetched from Organization Structure > Vessel Properties) and onboard details (if it's a sea-service activity).
II. Payroll
Here you can see various payroll data for the activity (payroll vessel, cost group, payscale table, etc.)
Start Employment/End Employment is only available when you set:
1) Global Options > Activities > Evaluation Checks > Start Employment/End Employment;
2) General Codes > Activity code New Employment/Can End Employment.
The Project drop-down list contains only the projects that are linked to the same vessel as an activity (Modules > Rotation Planning > Vessel Projects). If the activity is not linked to a vessel, the list shows all the projects.
When creating an activity, the dialog will suggest activating/deactivating a person.
Activity date will be used to update Personal Details > Employment Start/End date.
See Setting Up Options Affecting Activities Work > Global Options section.Warning icon false The possibility to edit certain payroll-related data (Payscale Table & Payscale Code) may be prohibited. This is regulated by the rights set for a user in Adonis Control Centre for routines
237 Allow modifying activities after month closing & 238 Allow modifying activities after payroll calculation
Payscale Tables & Codes that have been added to activity but then set Passive - are displayed in gray font.
III. Crewing
This section is used if you need to know where the crew member signs on and signs off and also for choosing a reliever.
Generally, this data are displayed on the Crew Change tab. But you can input needed information here if your company does not use the Crew Change module.
Click 3 dots and choose Place from/to Category. If you select Free input, you can type the data manually.
If you select the Airports/Ports/Cities Category, the system will propose you the variants to choose from.Info icon false If you use Manual travel interface (setup in Global Options > Datagroups > Travel Interface) and created a book flight record, then linked it to this activity in Activities datagroup:
The flight details will be displayed here on Crewing tab > Flight Booking section:
The flight details are read-only.
It is possible to update data only in the Flight Details datagroup.
IV. Additional
Offers you 10 free-input fields for adding any necessary activity details.
Labels for these fields should be set up under Organization Structure > Settings > Company > Misc:
Note that these labels are displayed based on the company settings to which a person is linked in Personal Details.Warning icon false These fields are open for modification even if an activity belongs to closed payroll period & user don't have access for routine 237 Allow modifying activities after month closing in ACC.
V. Crew Change
Set of read-only fields (except Comments and Embarkation/Disembarkation reason fields) displaying information for activities generated from the Crew Change module.Warning icon false In case the Register Sign On/Sign Off Time option is selected under Global Options > Crew Change, the Sign on date and Sign Off date timestamp fields include both the date and time portion.
VI. Rotation
Set of read-only fields displaying information for activities generated from the Rotation Planning module.
Insert function
There is also the Insert function which allows inserting activities between the already created ones.
To use it, you should select the activity, after/before which you would like to insert a new one and choose the corresponding button:
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For inserting the above current activity the system will offer the current date as Date From, by default.
Common Entry Function
It is possible to create activities for several people at once.
To do that, tag the correct persons in the crew list simultaneously, right-click and choose Common Entry > Activity:
The further procedure is the same as while creating activities one by one.
When a new activity is created in a batch, a position is selected automatically according to the person's rank.
Persons without a rank will be skipped during the creation of a common activity.
The same functionality is available under Tools > Common Entry > Activity.
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e.g.: A crew member could be paid for an onboard contract, and a user could change the activity type to Vacation instead of Onboard.
So, to avoid such situations, the system forbids activity code change for any historical activity.
It is not possible to change the Position and Activity code for Onboard activities that were created by the Rotation Planning module. This concerns both rotation and planned activities.
Updating Activities generated from Rotation Planning module
Sometimes it is needed to change pay scales, seniority, rank, or other information in activities, created by the Rotation Planning module. Not to do it one by one activity (which can take a rather long time) we implemented new functionality.
Now it's possible to enable to update payroll information for a selected rotation activity or all following activities at once.
For that, it is needed to select a rotation activity and click Update Payroll Information under the Manage menu.
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Days Earned, Days Used (liquidated), Days Paid Off are accumulators. You can find details of how to set them up and the rules for leave calculation in the Setting Up Leave Calculation Rules section.
f the FIFO principle is enabled for an organization (Organization Structure > Company > Payroll > Leave Days Accounting > Disable calculated leave end date by vessel), the row Remaining Fractional Leave will show the fractional only, while the field Balance will contain the whole number.
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When creating a new Organization Unit, the Disable calculated leave end date by vessel (FIFO) option is set by default under Organization Structure > Company > Payroll > Leave Days Accounting. |
The row Remaining Fractional LeaveFIFO FIFO is disabled.
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The fields that have been modified for each line are highlighted yellow.
Module Codes description (columns 
)
Indicates from where in APM or APP this activity was created or updated:
3001 - Activities Datagroup (manually from activity details)
3002 - Activities Datagroup (Update Payroll Information form)
3003 - Activities Datagroup (Confirm activity form)
352001 - Rotation Planning Module
920000 - Crew Change Module
920001 - Move Calling Port in Crew Change Module
260001 - Cabin Allocation Module
380001 - Course Scheduler Module
300103 - Common Entry
793001 -Sick Registration Wizard
300 - Day-to-Day Planning (APP)
400 - Gangway Control
450 - Work Days Account (APP)
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Show Deleted: the trail will only display audit records for selected crew members & only for activities that were deleted. A record that corresponds to deletion is highlighted red:
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Show Changed: the trail will display all audit records concerning the currently focused activity back.
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From ver. 2018.1, all your customizations - filtering and columns sequence in Audit Trail window is saved and kept when opening the window again. |
Activities Evaluation by Type/Priority
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Activity having higher priority will cut the corresponding piece of activity of lower priority that exists on the same dates. |
Evaluation Type Table:
Activity Type | Priority (1 - lowest) |
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Discharge | 9 | When a person is discharged, it is not possible to plan him onboard. |
Sea-service | 8 |  |
Sick | 7 | |
Travel | 3 | |
Training | 2 | |
Leave | 1 | |
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237 Allow modifying activities after month closing
238 Allow modifying activities after month payroll calculation
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Dock Functionality
From ver. 2017.4, we introduce the new customization approach to make your work with APM even more convenient.
It allows you to dock modules (crew list, contacts) and, also, activities datagroup on the left/right/top/bottom:
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The remaining part can then be used to display the other screens (modules, data groups) according to your needs without overwriting the Activities screen.
To reset the Dock functionality back, click Move Back from Dock button under the Manage menu.