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This article explains everything you need to know about

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Batch Input Time Registrations.

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Introduction

Instead of crew members registering their hours using the time clock or crew portal, it is possible to have dedicated persons onboard registering the hours for a team of crew members on a daily basis. To do it is possible to activate the Batch Input.  

To work with the batch input you need to define the teams and assign the role of who will be registering the hours.  See the housekeeping section below.

Contents

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Housekeeping

Before getting started, you need to perform the initial one-time setup. To do this, log into the Administrator Portal and proceed as described below:

1. Select a vessel for which you want to register time and attendance of crew members. For more information, see Set Vessel.

2. Grant access rights to chains and teams as well as to the Batch Input Time Registration section. For more information, see Set Roles.

3. Register a team and define a data entry operator (an approver) for a team. For more information, see Define Chains and Teams.

Set Vessel

To define a vessel for which you want to perform the setup, first log into the Administrator Portal. When logged in, navigate to Configurations > General Settings:

Now, select an organization unit on the left-hand side pane of the General settings window by:

• Using a scroll bar to search through the list.

• Entering a text in the search field to filter records.
  

Define Chains and Teams

You can set up various departments in which a team leader will manage time registration for a group of people based on the defined chain of approval levels. For more information on the chain of approval levels, see the Chain of Approval section in Overview.
To get started, navigate to Chain of Approval > Levels and create a hierarchical tree-structure in the Hours Registration section:

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First, you need to create a department. To do this:

1. Right-click Hours Registration and select New Chain in the menu. The following dialog will appear:
   

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2. In the Chain dialog, enter the name of a new department.

   Selecting Is Passive makes the created department unavailable in the tree-view chain of approval. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost and unavailable for submission or editing.

3. Click Save to proceed.

As a result, a new department will become available under the Hours Registration section:

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Now, specify an approver for the created department. To do this, follow the steps below:

1. Under the Hours Registration section, right-click the newly created department and select New Approver in the menu. The Approver dialog then appears on the screen:
   

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2. From the Position drop-down, select the position you want to assign to the department. Besides, you can provide an approver with the possibility to modify documents by selecting the Can modify document if approver/coordinator option.

   Selecting Is Passive makes the level unavailable in the tree-view chain of approval. The option is primarily used to avoid deleting levels in use. Otherwise, all linked documents will be lost and unavailable for submission or editing.

3. Click Save to proceed.

As a result, an approver level is added to the tree-view structure of the chain levels:

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To complete composing the chain of approval, define a team and add subordinates to it.

To create a team:

1. Right-click a newly added approver and select New Team from the menu. You will then see the Team dialog where you can specify the name of a new team:
   

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2. Click Save to proceed.

As a result, a team level is added to the tree-view structure of the chain levels:

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Please note that creating several teams allows a resposible person/team leader to group team members by teams. For more information, see Manage Team Members.

To add a subordinate to the team:

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Right-click an approver and select Add below > New Subordinate from the menu. You will then see the Member dialog:

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Click Save to proceed.

As a result, the subordinate level is added to the tree-view structure of the chain levels

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Set Roles

You can define different roles as well as set permission levels for each role. To do this, in the Adonis Administrator Portal, navigate to Access Control > Roles:

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To define user roles:

1. Click Add to make the Add/Edit Role dialog appear where you can define a role name:
   

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2. Click Save to confirm the changes and add a new role.

On selecting a user role, you can set the permission levels. Within the Set Roles dialog, proceed as described below:

1. From the drop-down menu, select the user role for which you want to set permissions.

2. Click Time and Attendance to expand the list of submodules.

3. Next to Batch Input Time Registrations, select the permission level to be provided: Grant Access or Read Only.

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Define User Groups

On defining the roles, you can now collect them into groups as well as assign crew members' positions to certain roles. To do this, first navigate to Access Control > User Groups:

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To create a user group:

1. Click Add located next to the User group drop-down menu:
   

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2. Enter a user group name.

3. Click Save to proceed.

As a result, a new user group appears in the User group drop-down menu.

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1. Select a role from the Roles for usergroup drop-down list:
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   You can link one or more user roles to a single user group.
   

2. Click Save.
   

As a result, the roles list will be updated for the Team Leader user group.

Now, in the Positions list, link the positions to the defined roles. To do this:

1. Select the position(s) which you want to link to the roles:
   

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2. Click Save at the top of the Positions list.

As a result, the list of positions will be updated.

Assign Batch Entry Access

On configuring the departments and teams (see Define Chains and Teams), you must now appoint a responsible person (team leader) with the access rights to the batch registration for the created department(s) and/or team(s). To do this, navigate to Chain of Approval > Assign Batch Entry Access:

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Within the Assign Batch Entry Access page, proceed as described below:

1. In the Positions on vessel drop-down, select the vessel for which you want to set the batch access.

2. In the Batch Entry Positions list, select the position of a person responsible for batch registrations.

3. Specify the department(s) and/or team(s) to which you want to assign the batch entry access.

4. Click Save to update the access to batch registrations.

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Under such configuration, a master is appointed as a responsible person for managing time registrations through all the departments and teams.

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As an appointed responsible person/team leader (see Assign Batch Entry Access), you can access the Batch Input Registrations feature. To do this, log into the APP Crew Portal and use of the following tips:

Select Time and Attendance > Batch Input Time Registrations:
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Click the Time and Attendance button > Batch Input Time Registrations.

As a result, you can see the Batch Input Time Registrations page where you can start managing time registrations:

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Get Started

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Set the date for which you want to create time registration:
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You can either pick a date from the calender or use the Previous Image Removed or Next Image Removed button to move forward and back by a time period.

Creating time registrations for future dates is not possible.

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Set Calculate MLC violations if you want the system to alert you every time the violation is about to happen:

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Set Registrations

Time registration assumes that a team leader sets time slots for crew members belonging to a certain department and/or team.

There are three ways for setting time slots:

• Selecting time slots. For more information, see Create from Scratch.

• Copying time slots from the previous dates. For more information, see Copy Registrations.

• Using a standard template which includes time registration per day. For more information, see Set Templates.

Create from Scratch

To select a time slot, on the Batch Input Time Registrations page, first choose an activity type you want to assign by clicking Work, Rest, Drill or Break/Meal:

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This opens the Time Registration dialog where you can set time registrations for a batch of members:

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Within the Time Registration dialog, proceed as described below:

1. Specify the time range for a slot by entering the Start and End values.

2. Specify an activity type by selecting it from the drop-down box:
   

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3. From the available list of members, select those to whom you want to assign the specified activity with the time range. Click Select All to cover the whole list or select members one by one. Besides, you can remove or invert the selections by clicking Clear or Invert Selection, respectively.

4. On completing, click Register.

As a result, you can view the time registrations added for the selected members:

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Depending on the applied activity type, the time registrations time slots may be of different colors. To learn about the colors specific for each activity type, click Legend:

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Copy Registrations

Creating registrations is a time-consuming process. Instead, you can copy time registrations set for a certain date. For this, click Copy Previous Day on the Batch Time Registrations page:

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By default, the system copies registrations for the whole list of affected persons. If you want to modify the list, select/deselect persons based on your needs. On completing, click Copy.

Set Templates

You can create time registration templates and use them as patterns for standard day-to-day registrations. To create a template, on the Batch Input Time Registrations page, click Template > Maintain:

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Selecting the Maintain option opens the Time Registration – Template Maintain dialog where you can create a template for time registrations. To get started, first name your template:

1. Click New to view the page as below:
   

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2. In the Name field, enter the name for a new template and click Save to proceed. A newly created template template appears in the grid:
   

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1. Set the Start and End time.

2. Select an activity type in the Worktype field.
   

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3. Click Save to confirm the changes.

As a result, a new template with time registration is ready to used:
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Both the template name and time registration are subject to modifications and deletions by clicking Edit or Delete, accordingly. To create another template or/and time registration, click New.

Apply Templates

After creating a number of templates for different activity types, you can apply them by creating time registrations for a number of people. For this, click Template > Use on the Batch Input Time Registrations page:

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This opens the Time Registration – Template dialog where you can apply a template to a number of crew members at a time. To do this:

1. Select a template from the Use Template drop-down list. On selecting, the values in the Hours grid will automatically populate based on the preset time registration.

2. Select crew members for whom you want to generate/update time registrations. Click Select All to cover the whole list or select members one by one. Besides, you can remove or invert the selections by clicking Clear or Invert Selection, respectively.
   

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3. On completing, click Generate.

Manage Team Members

As a team leader, you have the possibility to manage all the team members at a time or to group them by teams for easier handling.

To access your team members, navigate to Time And Attendance > Co-Workers Timesheets. Within the displayed page, click My Team and select Overview:

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Grouping by teams is specifically useful if you manage time registration for a number of people.

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Selecting the Teams option opens the list of all your team members:

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1. From the Teams drop-down list, select the team to which you want to assign team members.

2. On the Team members grid, select the team members whom you want to assign to the selected team.

3. Click Update team list to confirm the changes.

On completing, the Team members grid is updated with the team name in the Team column:

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Approving Timesheets

After checking all needed timesheet details (overtime/violations, etc.) you need as a team-leader approve the document if everything is correct.
After approving, it moves to APM with Approved status, where it can be processed to payroll for paying out (see below section).

All submitted timesheet documents are located under Document Workflow > Waiting For Approval:

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1. You can review timesheet details by clicking Details

2. If you see that document is not correct, miss some data or needs modifications, you can edit it yourself or Reject
   If document is rejected it returns to its owner (subordinator) for corrections. 
   While rejecting you can leave comments for your team member why it's rejected and what needs to be done. 
   After it's corrected your crew member needs to submit the document again for approving.
   

3. If doc looks fine you can approve it by clicking Approve, leave comments if needed.
   

Processing Timesheets to Payroll

If the timesheet document is approved by a team leader (approver), it moves to APM > Timesheets datagroup:

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There is a separate datagroup where approved and processed timesheets per person are located.
Here we can review previous records (that have been processed - transferred to payroll and payed out) and approved (verified/approved in APP but not yet transferred to payroll).

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Batch Processing

Approved timesheet records for several crew members can be seen and transferred to payroll under Payroll > Process > Time Sheets:

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The Process Timesheets window opens:

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Select needed vessel in Vessel drop-down.
All approved records for persons who linked to defined vessel will be displayed here in the grid.
Here we can see main information: pin, name, position, period, payscale table/code, approver's comments, total hours for every registered work type.
Expand the record to see hours worked and overtime in total for each day:

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When expanding any day line, we can see total hours for every registered work type (work, rest, meal, drill, etc.).

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Before closing a month, these records can be tagged and transferred to payroll by clicking Transfer to Payroll button. 
As a result, corresponding Entry Codes (set up on the payscale > Transactions) will be generated and added to person's payroll entries. Then they can be calculated and paid out.

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