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Description
The Time and Attendance module provides you with the most efficient way to track time and attendance of crew members and stay in compliance with the MLC regulations pertaining to work and rest hours.
Workflow
The Time and Attendance module allows circulating timesheet documents between seafarers based on the predefined chain of approval. The involved participants are then represented as:
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You are then redirected to the Current Overview time registration view where you can register any work-related activities: work/rest/drill/overtime/sickness etc. For more information, see Add Time Registration.
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On accessing the time registration view, you can now proceed to fill it out. For this, first, make sure you are on the My Timesheets / Current Overview page:
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Adding time registrations is only applicable to past and current dates. |
To add a time registration, right-click on the calendar view to dispaly display the menu :
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On the menu, select Add Time Registration. This opens the Add / Edit Time Registration dialog:
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Add / Edit Time Registration dialog:
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In the dialog, fill in the following mandatory fields:
Select time in. In the calendar view, pick the start date/time of the activity to be registered.
Select time out. In the calendar view, pick the end date/time of the activity to be registered.
Select work type. From the drop-down, select the activity type to be registered.
Timezone. The value is predefined in Configuration > Time Zone Settings. Recurrence. Select the option to duplicate the same activity through the predefined number of days.
Current time registration. Select the option to create a time registration without a predefined time out value. The option is designed for Timeclock.
Repeat for. Select the option to duplicate the same activity through the predefined number of days.
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Work types are predefined in Configuration > Define Work Types. |
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As a result, a new time registration appears in the Current Overview time registration view:
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Approve Time Registrations
On adding time registrations, it is time to approve them. For this, navigate to Overview on the toolbar:
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In the appearing timesheet, On the same page
you can view all your time registrations limited to a certain period. To approve time registrations, use one of the following tips:
Click ALL at the top of the grid.
Select each registration in the Approved column of the grid.
Additionally, you can provide a comment to on the approved time registration. For this, follow the steps below:
In the Comment column, select the time registration to be commented. This evolves the Comments dialog:
Select the registration type to which you want to add a comment: Daily or Violations. ( available when a crew has any violations)
Type a comment and click SAVE.
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Exceptions:
To check MLC violations, click CALCULATE VIOLATIONS at the top of a timesheet grid. The detected violations are then highlighted in red:   |
Submit Timesheets
On filling out and approving time registrations, you can now submit it for review to Coordinator. To submit a timesheet, navigate to Past Due and Rejected on the toolbar:
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As a result, the report is displayed on the screen:
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The Per Date page displays the time registrations of all your co-workers (acting as Subordinates based on the Chain of Approval) as well as yours for a single day. By default, the grid shows registrations for the current date, but it is aslo also possible to view time registrations for earlier dates:
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Exceptions:
To check MLC violations, click CALCULATE VIOLATIONS at the top of a timesheet grid. The detected violations are then highlighted in red: |
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The By Timesheets view displays timesheets created or submitted by your co-workers (acting as Subordinates based on the Chain of Approval) as well as yours for a defined period. By default, the grid shows timesheets for the current period, but it is aslo also possible to view time registrations for earlier dates:
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DOCUMENT STATE opens the Document state dialog that shows basic information on the timesheet in use:
HIGHLIGHT MANUALLY MODIFIED displays only time registrations created in TimeClock.
CALCULATE VIOLATIONS displays only time registrations that contain MLC violations.
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Exceptions:
To check MLC violations, click CALCULATE VIOLATIONS at the top of a timesheet grid. The detected violations are then highlighted in red: |
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DOCUMENT STATE opens the Document state dialog that shows basic information on the timesheet in use:
HIGHLIGHT MANUALLY MODIFIED displays only time registrations created in TimeClock.
CALCULATE VIOLATIONS displays only time registrations that contain MLC violations.
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Exceptions:
To check MLC violations, click CALCULATE VIOLATIONS at the top of a timesheet grid. The detected violations are then highlighted in red: |
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The Timcard Timecard Line page displays the time registrations of all your co-workers (acting as Subordinates based on the Chain of Approval) as well as yours for a single day. By default, the grid shows registrations for the current date, but it is aslo also possible to view time registrations for earlier dates:
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Right-click on the grid where you want to add a time registration and select Add Time Registration. This opens the Add Time registration dialog:
Fill in the following fields:
Time in. In the calendar view, pick the start date/time of the activity to be registered.
Time out. In the calendar view, pick the end date/time of the activity to be registered.
Worktype. From the drop-down, select the activity type to be registered.
Timezone. The value is predefined in Configuration > Time Zone Settings.
Current time registration. Select the option to create a time registration without a predefined time out value. The option is designed for Timeclock.
Repeat for. Select one of the options depending on whether you want to duplicate the same activity through the predefined period or not: Single registration, For the following number of days, until end of Sea-service, until end of the week, until a certain date.
Click SAVE to display the time registration in the grid.
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Right-click the time registration you want to modify and select Edit. This opens the Edit Time registration dialog:
Apply the changes and click SAVE to continue.
AdditionalyAdditionally, in the grid, you can modify the length of the selected time registration as well as move it by dragging and dropping.
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The Co-workers Timesheets tile is only available for Coordinators and Approvers predefined in the Chain of Approval. For more information, see Functionality.
As AppoverApprover, you are entitled to:
Verify timesheets submitted by Coordinators. For more information, see Approve Timesheets.
View the statuses of timesheets managed by the APM manager. For more information, seeVerify Document Status.
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Click Approve next to the selected timesheet. This opens the Submit timesheet dialog:
Before sending the timesheet, you can optionally enter a message to Approver in the Comments field.
Click CONFIRM.
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This section will guide you through the intial initial one-time setup to make the module fully functional. For this, please refer to Time and Attendance Settings and Chain of Approval.
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