This article explains how to use Manage Relievers Functionality.
Introduction
The Time and Attendance module provides you with the possibility to assign relievers to crew members acting as Approver/Coordinator based on the chain of approval.
The Time and Attendance workflow assumes consistent timesheets circulation between all the process participants (Subordinate, Coordinator, Approver). In case Coordinator or Approver is ashore, the timesheet processing might be stuck. The Manage Relievers functionality is primarily intended on adding a temporary replacement deputy for a manager required to approve timesheets to keep up the good workensure the timesheets are reviewed and approved on a regular basis.
Contents
| Table of Contents | ||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|
Functionality
This section contains a description of the Manage Relievers functionality.
To get started, log in to the Adonis Crew Portal. On the Home page, click the Time and Attendance tile:
On clicking, you are then redirected to the page:
Click the Manage Relievers tile where you will be entitled to :
My Evaluation (available to Coordinators and Subordinates). The tile displays a crew member’s ongoing and processed evaluations. For more information, see Evaluee Workflow.
Co-Workers Evaluations (available to Coordinators and Approvers). The tile allows the creation and management of evaluation forms. For more information, see Evaluator Workflow.
Example
For example, there can appear situations, that the approver (manager) needs to go ashore for a period of time. During this period, the vessel will sail without a person in the position of the approver. The problem is that documents need to be approved during his absence.
For this purpose, the manager can assign the reliever (regardless of position/rank and level in the chain of approval). This reviewer will have access to the Time & Attendance module for checking/approving timesheets during the absence of the original approver. Manager's access rights are used.
So, if the reliever has access only to My Timesheets, and the manager has access to Co-Workers, the reliever will inherit access to Co-Workers. If the manager has no access to Day To Day menu, for example, the reliever will not have it either.
On return, once the original approver comes back on board (has current onboard activity) his reliever is automatically 'disabled' (loses his temporary rights).
Location
Manage Relievers is located in Crew Portal under Time and Attendance module.
Access rights setup
In order to access this functionality, the crew should have access rights under Access Control > Roles > Time and Attendance > Manage Relievers.
Configuration
Connect to Crew Portal with the account that has access to the Manage Relievers functionality.
Open Time and Attendance > Manage Relievers. You will see the window containing the list of all the people who have/used to have an account in the Adonis Personnel Portal.
For each person on the list, you can assign one reliever. In order to do this, you need to select the reliever PIN in the list > and click the Update button. As soon as you do this, the changes will be saved, and the state of the reliever will be set to Active.
You will see the green line with confirmation:
assign a deputy of a manager (acting as Approver / Coordinator).
| Info |
|---|
The functionality is primarily designed for Approvers and Coordinators to carry out a smooth flow of the document approve. If there are several crew members with the same positions on board the vessel, by default, the system fetches the crew member with the same position. That means the Manage Relievers functionality is limited to the cases when all crew members with the Coordinator’s or Approvers' positions are off board (Non-sea service activities). |
Process as Reliever
The assigned reliever takes up the role of the selected crew member on the date when their activity becomes non sea-service.
On accessing Adonis Crew Portal, a reliever can spot the Reliever command on the toolbar:
Click the command to decide which role is to be taken at the moment:
In the Switch to… dialog, select a crew member you want to relieve and click CONFIRM. As a result, you have access to all the Time and Attendance components the original Approver or Coordinator has.
Now, to ensure the timesheets are processed on a regular basis, navigate to Time and Attendance > Co-Workers Timesheets and select the timelist to be managed:
All the timelists contain the Reliever for label at the top of the grid.
Assign Personal Reliever
| Anchor | ||||
|---|---|---|---|---|
|
This section enables you to perform a one-time setup of the functionality in both the Adonis Administrator Portal and Adonis Crew Portal.
| Anchor | ||||
|---|---|---|---|---|
|
To get started, log in to Adonis Administrator Portal and navigate to Configuration > Access Control.
On the Roles page, you can set the permission levels by following the steps below:
From the drop-down menu, select the user role to which you want to set permissions.
Within the grid, click Time and Attendance to expand the list of components.
In the list of components, find Manage Relievers and set the permission level to Grant Access.
| Info |
|---|
The Manage Relievers functionality is intended for roles reserved to Coordinators / Approvers. |
Assign Reliever
Before assigning a reliever, first, make sure the access rights are granted and you can access the functionality. For more information, see Grant Access.
Now, log into Adonis Crew Portal and navigate to Time and Attendance > Manage Relievers. The following page appears:
| Info |
|---|
The grid displays the list of all the crew members on the vessel with the Planned, Historical and Current activities. |
To assign a reliever, follow the steps below:
In the grid, select a crew member about to leave the vessel.
On the Reliever column, select a crew member from the drop-down list.
Click Update to confirm.
| Info |
|---|
The Reliever drop-down list contains only crew members with the onboard activity. |
As a result, the system informs you on the successful update of the record and the Is Active checkbox becomes preselected:
| Info |
|---|
A manager can assign a reliever regardless of the position/rank and the level in the chain of approval. The reliever will have access to the Time & Attendance module for checking/approving timesheets during the absence of the original Approver / Coordinator. In other words, the assigned reliever inherits the access rights to all the Time and Attendance components the original Approver / Coordinator has. |
You will see the manager's name in the Co-Workers Timesheet:
How to Manage Relievers
Go to the Time and Attendance > Co-workers Timesheets >My TeamMenu > Relievers:
The reliever drop-down list shows persons that are currently onboard and are not active relievers.
The list excludes the current manager/approver.
Select a reliever, and set the Active option.
If the reliever is active (The active option is ON), he is reserved for the current manager and other managers can't set him as a reliever. Once the original approver comes back on board, it's not necessary to set option OFF, the reliever becomes 'passive' automatically (loses his temporary approver rights), and other managers can intercept him.
When the day comes, after login into Crew Portal, the reliever can use a special switcher to select in what status they currently work:
Once Reliever is selected, it's possible to see whom he is temporally relieving:
