Description

The Competence datagroup allows assigning crew members' competencies that identify the specific capabilities required to perform a particular role or task.

Functionality

Get Started

To access the Competence datagroup, navigate to Datagroups > Competence. This opens the Competence datagroup workspace by crew member:

Open

Add Competence

To add a new competency, click New on the toolbar. This opens the dialog:

Open

In the dialog, fill in the fields:

• Document Code. From the drop-down list, select a competence code. The list of competence codes is fetched from General Codes > Competence > Competence Codes.

• No. is a unique number issued by the certificate issuer.

• Date From is the document validity start date or a start date of the training aimed at obtaining the certificate (competency document).

• Date To is an end date of the training aimed at obtaining the certificate (competency document).

• Expiry Date is the document validity end date.

• Planned. Select the checkbox if the current competency document is to be acquired. Otherwise, if the competency document is available, leave the checkbox cleared.

• Issued By is the name of the certificate issuer.

• Issued Where is the place where the certificate is issued.

• Valid In. From the drop-down list, select the country where the current certificate is valid. The list of countries is fetched from Setup > Tables > Region Editor.

• Comment. Enter any comment you want to add.

• Rank. From the drop-down list, select the rank name for which the certificate is applicable. The list of ranks is fetched from General Codes > Personal Details > Ranks.

• Vessel Location. From the drop-down list, select the vessel location where the certificate might have been issued. The list of values is fetched from General Codes > Vessel > Vessel Location.

• Organization/Company. Click the ellipsis (…) to select the organization and company names.

Once completed, click OK to save the records.

As a result, a new record is created in the grid:

Add Attachment to Competence

On adding a competence, you can attach a certificate proving a crew member reached a standard of capability and can actually use that knowledge.

To attach a certificate to a competence:

1. Select a competence to which you want to add an attachment.

2. Click Open Enclosed on the ribbon to view the Document dialog:

3. Fill in the fields in the Document dialog:

   • Description: Enter a short description of the certificate.

   • Document type: From the drop-down list, select the document type. The list is fetched from General Codes > Enclosed Documents > Enclosed Document Codes.

   • Keywords: Enter the attachment keywords to facilitate quick and efficient searches.

   • New: Click the command to select a document or a URL to a document.

   • Scan: Scan documents directly from APM and add the digital copies to the Competence datagroup.

4. Once completed, click OK to save the changes.

As a result, the attachment is added to the selected competence record. On the workspace, the Validity of Scan column is highlighted in blue for the corresponding competence record:

On adding an attachment, you can open it and check attachment properties by using the following buttons on the ribbon:

Check Required Competences

APM enables you to verify whether a crew member holds all the competences required for a certain position. To perform the verification, navigate to Options and view the available options:

• Perform Requirements Profile Check: Enables the Documents evaluation button. Click the Documents Evaluation button. The system compares the listed competences against those predefined in the Requirements Profile module and shows any missing or expired competences:
  
  

• Requirements Profile Check Options: Select the option to verify the requirements for the position linked to a crew member’s Current sea-service activity or First planned sea-service activity.
  
  

• Promotion Requirements Check Options: Select the option to compare the competence documents required for promotion, as set for Current Rank or Promotion Rank, against the documents available for a crew member. Both current and promotion ranks are fetched from Personal Details > Employment.

   

Print Competence Reports

To print out the list of competences a crew member holds, follow the steps below:

1. On the ribbon, select Print > Competence Summary.

2. In the dialog that appears select the print options that best fit your needs and click Print or Preview.

3. On the Adonis Report Preview dialog, click Print.

Housekeeping

Define Competence

To set up competencies, first, navigate to the Setup ribbon tab > General Codes > Competence > Competence Codes and proceed with the following steps:

1. On the ribbon, click New to make the dialog appear:

2. Enter a Code (mandatory field), a unique alpha-numeric APM code.

3. In the Text field, indicate the name of a competency and its alternative name, if needed, in the Alternative field.

4. In the Sort field, define the order number of a record (where 0 means the first record in the list).

5. In the Is Passive field, specify whether the code is to be active or passive. Passive codes appear as disabled. It is recommended to set a code to Passive if it will no longer be in use.

6. In the STCW Code field, enter the STCW code of the certificate.

7. In the Competence Enrollment Profile drop-down list, select whether the current competency is office- or vessel-specific.

8. Click OK to proceed.

Define Competence Options

Competence-specific preferences are grouped under various tabs:

• Details

• Editor Form

• Replaced Competences

• Replacing Competences

• Interface - xref

This section describes all available options and their purpose.

Details tab

In the Options section, define the competence options as described below:

• Check Out. To keep records of which position a person is checked out for (Job Familiarization), it is required to define one or several codes for entries with the option Check Out selected. 
  The Check Out codes should be set in a separate group, to have them grouped in the same view. 
  See Defining Competence Views section.

• STCW. Select the checkbox if the competence is STCW-specific.

• Only allow one document. Select the checkbox if you want to allow adding only one record with this code in the Competence datagroup.

• Restriction. Select the checkbox in case the competence specifies limitations and restrictions caused by a medical condition, an impairment, illness or injury. In other words, a crew is not physically capable to perform some kind of work or is not able to operate on certain vessels. This information is then available in the Crew Change/Rotation Planning module.

• Industry required. Select the checkbox if the competence is required in the a certain industry.

• Company required. Select the checkbox if the competence is required in the a certain company.

In the Measurement section, specify the measurement unit for periods in the Default Period section:

• Days

• Weeks

• Months

• Years

In the Default Period section, set the default number of years/months/weeks/days (based on a measurement unit selected in the Measurement section) for the periods:

• Default “Expiry Date” period is the competency document validity end date.

• Default “Date To” period is an end date of the training aimed at obtaining the certificate (competency document).

In the Document type section, select one of the types in the list:

• <none>

• Certificate

• Education

• Endorsement

• License

• Medical

• Training Travel

• Certificate of Competence

• Language Proficiency

Editor Form

The Editor Form tab enables you to customize the Competence Details dialog (see Add Competence) by defining each field as mandatory/optional, disabled/invisible. For this, in the Editing Options column, select a record to be affected and proceed with one of the options from the drop-down list:

• Optional field is not mandatory.

• Mandatory field is required. Such fields are then marked with a yellow triangle.

• Disabled field appears as dimmed and, thus, unavailable to users.

• Not Visible field is excluded from the dialog.

Replaced Competences

On the Replaced Competencies tab, you can define the competency hierarchy by listing competencies of a lower status than the current one. For instance, we assume that a chief officer license encompasses competencies available in licenses issued for the positions: Second Officer and Third Officer:

In this case, competencies of lower status are added to the grid under the Replaced Competences tab. To specify the competency documents which can be replaced by the current competency, proceed as described below:

1. Under the Replaced Competences tab, click Add. This enables a field in the grid.

2. In the enabled field, select a competency document from the drop-down list.

3. Click OK to save the records.

While there may be many levels of replacement, the system always considers and operates on the highest level. 

Replacing Competences

On the Replacing Competencies tab, you may see competencies of a higher level that can replace the current competency:

Q88 /Officer Matrix

The Interface - xref > Q88 tab allows defining extra data pertaining to a particular competence document:

• Certificate of competence (available only if the document type is set to Certificate of Competence on the Details tab): Class 1, Class 2, EOOW, OOW, None.

• STCW Paragraph (available only if the current competence is set as STCW-specific on the Details tab): Para, Para, N/A.

• Radio Qualification Certificate

• Is Tanker Certificate

• Tanker Certification (available only if the Is Tanker Certificate option is selected): Chemical, Gas, Oil, All/General.

• Administrative Accepters / Endorsement

• Watch Keeping Certificate

Ocean Learning Platform

To create an association between a certain OLP module and a competence in APM, navigate to the Interface - xref > Ocean Learning Platform tab:

For more information on how to associate OLT modules with the selected competence code, see Ocean Learning Platform (OLP) Interface.

Set Competence Views

You can define grid views to group similar sets of competencies.
To create a grid view, follow the steps below:

1. Go to the Setup ribbon tab > General Codes > Competence > Competence View.

2. Click New on the ribbon to make the dialog appear:
   
   

3. Enter a Code (mandatory field), a unique alpha-numeric APM code.

4. In the Sort field, define the order number of a record (where 0 means the first record in the list).

5. In the Is Passive field, specify whether the code is to be active or passive. Passive codes appear as dimmed and, thus, they are unavailable to users.

6. In the Security Code field, enter a number larger than 0 to define the permission levels to the record.

7. In the Text field, provide the name of the code and its alternative name, if needed, in the Alternative field.

8. In the Include Groups field, specify Sort numbers defined in Competence Codes that you want to be included in the view. For this, enter numbers separated by commas (e.g. 12,14, 90) or use a dash to indicate a range of numbers (e.g. 0-999).

9. In the Options tab, set the fields you want to display in the competence view. For this, use the Add Column button to display an additional column and select a value for the column heading.

10. Click OK to save the changes.

As a result, a new competence view code is added to the list of codes: