APP Roster Planning module
Description
The Roster Planning module allows a team leader to plan the manning of the crew members belonging to an area on-board. The module is primarily intended for planning crew members' activity on an hourly basis.
Roster Planning fetches most of the settings defined in Time and Attendance, therefore, it is supposed to be used as part of the Time and Attendance module.
The Roster Planning tile is not available for Administrator under Modules, but only for the Crew Portal users that have corresponding access rights.
The module ensures:
All positions are manned properly with regards to seasonal PAX occupation.
Crew members do not violate the MLC rest hours requirements during the planning.
Crew members may be assigned to overtime hours.
Crew members may be assigned to fewer working hours.
- 1 Description
- 2 Functionality
- 3 Housekeeping
- 3.1 Add Locations
- 3.1.1 Edit/Remove Location
- 3.2 Assign Positions to Locations
- 3.2.1 Edit/Remove Positions
- 3.3 Define Default Watches
- 3.4 Assign Watches
- 3.4.1 Assign Batch of Watches
- 3.4.2 Remove Time Blocks
- 3.1 Add Locations
Functionality
The objective of this module is to ensure that positions in various locations are assigned to crew members and that the planning is not causing any MLC Rest hour violations.
The section will guide you through the functionality of the module and will cover the procedures as described below:
Assign a crew member to a watch. See Assign Person to Watch.
Assign a crew member to a number of watches. See Assign Person to Multiple Watches.
Check MLC violations or hide them. See Check/Hide Violations.
Confirm the hours worked according to the roster planning. See Confirm Positions/Shifts.
Create reports based on the data on the roster. See Generate Reports.
View assignments from the perspective of crew members. See View Person Assignment.
Assign Person to Watch
To assign crew members to the watch, log into Adonis Crew Portal and navigate to Roster Planning > Planning. On the roster, you can see the shift time blocks identified by the watches assigned to the positions during the configuration:
Now, select a time block to which you want to assign a crew member and use one of the following tips:
Click the PERSON command and select Assign from the drop-down list.
Right-click the time block and select Assign from the menu.
This opens the following the dialog:
Within the dialog, first, select crew members by:
Position. Set the option to select a crew member from all the crew members assigned to the position which is, in its turn, linked to the selected time block.
Location. Set the option to select a crew member from all crew on-board assigned to one of the positions which are linked to the location.
Chain. Set the option to select a crew member from all crew on-board linked to the chain of approval which is, in its turn, linked to the locations time block.
Vessel. Set the option to select a crew member from all crew onboard.
In the Assignments dialog, you can easily track the scheduled work hours for a selected crew member. For this, simply select a crew and enable the Planned timeblock checkbox. The system will display the total number of hours planned for the selected crew member.
Now, set the period for which you want to assign a crew member:
Single Shift. Select the option if you want to assign a crew member to the selected time block only.
Full Day Assignment. Select the option if you want to assign a crew member to all empty time blocks for the selected date.
For whole onboard service. Select the option if you want to assign a crew member to the watch (unassigned time blocks only) until the estimated end of his/her sea-service, starting from the beginning of the current date.
Number of days. Select the option if you want to assign a crew member to the watch (unassigned time blocks) for the given number of days starting from the current date. The current date is day 1.
In the crew members list, select a crew member to be assigned and click the Assign 
On assigning a crew member to a watch, the system displays the planned time card registration above the shift time block identifying a crew member:
Remove Person from Watch
To remove a crew member assigned to a position on the roster, select an assigned crew member on the time schedule and click PERSON > Remove selected blocks.
This opens the Remove dialog:
Click YES to proceed.
To remove an assigned crew member from the schedule for a certain period, follow the steps below:
Right-click an assigned crew member and select Remove Person from the menu. This opens the Remove Person dialog:
On the dialog, set the period from which a crew member to be removed.
Click SUBMIT to proceed.
Assign Person to Multiple Shifts
You can assign a crew member to multiple shifts within the defined period. For this, first, log into Adonis Crew Portal and navigate to Roster Planning > Planning. On the roster, you can see the shift time blocks identified by the watches assigned to the positions during the configuration:
Select a shift and use one of the following tips:
Click the PERSON button on the toolbar and select Assign from the drop-down list.
Right-click the shift and select Persons Assignment from the menu.
This opens the dialog that shows timeblocks per person for the current date:
Select a person to be assigned to multiple shifts and click the timesheet icon next to the person’s name. This makes the person’s timesheet appear:
The person’s timesheet contains records for the date range based on the Sign On and Sign Off dates. To narrow down records, use the Filter by Current Activity link above the timesheet. For details, see View Person Timesheet.
At the bottom of the timesheet page, proceed as described below:
In the Locations and Positions fields, select the location and position to be assigned to multiple shifts.
Enable the Empty Shifts option.
Click the SHOW button. Clicking the button highlights the multiple timeblocks where a selected person can be assigned.
The greyscaled timeblocks are automatically populated based on the watches assigned to a specific position in the Roster Planning Configuration. For more information, see Assign Watches.
Select ASSIGN > All. Now, the selected person has multiple timeblocks in the timesheet:
To avoid overlaps, the Person TImesheet view displays all the time blocks available in Time and Attendance and TimeClock. The TimeClock registrations are marked as TC location / Position
The applied changes are then available in the Rotation Planning View.
Remove Person from Multiple Watches
To remove the assigned person from the multiple shifts, navigate to the Rotation Planning View page:
Now, proceed with the following steps:
Right-click the person to be removed from the shifts.
In the drop-down list, select Remove person. This opens the Remove person dialog:
In the dialog, select one of the option to define the period in which the shifts are to be affected.
Click SUBMIT.
As a result, a selected person is removed from the shifts.
Add Shift
In addition to the shifts available in the grid with respect to the defined watches, you can easily create new ones. To get started, first, log into Adonis Crew Portal and navigate to Roster Planning > Planning:
In the schedule grid, select the area (a cell or a number of them) where you want to add a shift. Make sure to select the cell(s) in the row right below the one designed for adding positions.
On selecting, click SHIFTS above the grid and select Add from the drop-down list. The Add/Edit Shift dialog appears on the screen:
Within the dialog, enter the data as described below:
Position. From the drop-down list, select the position you want to assign.
Person by. Set one of the options to select crew members by:
Position. Set the option to select a crew member from all the crew members assigned to the position which is, in its turn, linked to the selected time block.
Location. Set the option to select a crew member from all crew on-board assigned to one of the positions which are linked to the location.
Chain. Set the option to select a crew member from all crew on-board linked to the chain of approval which is, in its turn, linked to the locations time block.
Vessel. Set the option to select a crew member from all crew onboard.Person. From the drop-down list, select a crew member you want to assign to the watchkeeping duty.
Worktype. From the drop-down list, select the work type you want to add.
Start. Set the time when the watchkeeping duty begins.
End. Set the time when the watchkeeping duty ends.
In the Comments field, enter any comments you want to add.
Work types are fetched from the settings defined in the Time and Attendance module.
When completed, click SUBMIT to proceed.
As a result, a new time block as well as an assigned crew member will appear in the schedule grid:
On adding a timeblock and assigning a crew, you can manually adjust the timeblock and person assignment duration by simply dragging and dropping it. To ensure that both the timeblock and person assignment move together, go to the toolbar, click Properties and select Combine WT and SL (work time (WT) and shift length (SL)).
The newly added time blocks are manually added and, therefore, appear as shaded. Applying the color differentiates them from the planned time blocks (blue-colored) defined at the configuration stage. To get more information on the colors which may be applied to time blocks, click LEGEND above the schedule grid:
Remove Shift
If you want to remove a shift, use one of the instructions below:
Select the shift you want to remove.
Above the schedule grid, click SHIFTS and select Delete from the menu.
Confirm the deletion by clicking YES when the following message appears:
-OR-
Right-click the shift to be affected.
Select Delete from the menu.
Confirm the deletion by clicking YES when the following message appears:
As a result, the time block becomes unavailable on the roster.
Check/Hide Violations
While planning watchkeeping duties, it is important to stay in compliance with the MLC regulations:
Minimum Rest Periods
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Division of Rest Periods |
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Commencement of the 24-Hour Period |
The rule takes effect only in case the Any 24-hour rule starting after a continuous 6 hours of rest option is enabled in Adonis Administrator Portal. For details, see Module Options. |
Short Breaks |
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After adding watchkeeping duties and assigning crew members to them, click CHECK VIOLATIONS to make sure you comply with the regulations. In case there is a violation on the roster, the system alerts you by displaying a red time block:
To disable violations, click HIDE VIOLATIONS.
Additionally, the system allows checking whether crew members exceed the allowed average of 56 hours per 12 weeks. For this, click AVERAGE HOURS VIOLATIONS on the toolbar and view a list of those who have surpassed the limit.
Confirm Positions/Shifts
The Roster Planning module provides you with the possibility to confirm the hours worked according to the planning. To do this:
Select one or more unconfirmed historical shifts and click the CONFIRM button located above the roster.
In the drop-down list, select Selected blocks. The system displays a dialog listing the selected shifts:
Check whether all the listed shifts you want to confirm and click CONFIRM.
As a result, the confirmed shifts appear on the roster:
The confirmed shifts are marked by the green color. To get more information on the colors which may be applied to time blocks, click the LEGEND button:
Generate Reports
The Roster Planning module allows you to get a variety of reports based on the data on the roster. Before getting started, you need to perform a simple setup.
As an administrator, log into Adonis Administrator Portal, navigate to Access Control > Roles. This opens the following page:
On the Set Roles page, proceed as described below:
Select the user role for which you want to set permissions.
Within the grid, navigate to Roster > Planning.
For Reports, set the permission level to Grant Access.
After login to the Adonis Crew Portal and navigating to Roster Planning > Planning a user will see the following page:
To generate a report, proceed with the following steps:
Click REPORTS above the roster to view the list of available reports.
Select a report on the drop-down list. This opens the following dialog:
Fill in the fields and click GENERATE.
As a result a new report appears on the screen.
Alternatively, navigate to Reports on the toolbar to access to the list of reports:
Roster Assignments Report
The Roster Assignments report is designed to visually represent the assignments to the Roster shifts.
Before proceeding, make sure you have successfully uploaded the Roster Assignments report draft by following the instructions in Generate Reports.
To access the report, navigate to Roster Planning > View and use one of the tips below:
Click Reports on the toolbar and select Roster Assignments.
Click Reports above the grid and select Roster Assignments from the drop-down list.
Once accessed, the Roster assignments dialog appears:
In the dialog, fill in the fields:
From. In the calendar picker, select the start date of the reporting period.
To. In the calendar picker, select the end date of the reporting period.
Location. Choose a location for which you want to display records in the report. The list of locations is fetched from those predefined in Add Locations.
Data selection. Select the data to be displayed in the report, such as: Persons pin, Persons first name, Persons last name. By default, all the options are preselected.
Sort by. Choose how records should be sorted in the report: Persons pin, Persons first name, Persons last name.
Color schema. Select a color scheme from the drop-down list to customize the report’s appearance. Colors per positions are predefined in Assign Positions to Locations.
Break report by day. Check this option if you want each day’s records to be displayed on a separate page.
When completed, click GENERATE to view the report:
View Person Assignment
You can get the visual representation of assignments from the perspective of crew members. To do this, simply right-click a timeblock and select Persons Assignment on the menu. On clicking, the following page appears:
The schedule grid displays a list of crew members as well as their watches indicating position names. Set one of the options to view crew members selected based on:
Position. Set the option to select a crew member from all the crew members assigned to the position which is, in its turn, linked to the selected time block.
Location. Set the option to select a crew member from all crew on-board assigned to one of the positions which are linked to the location.
Chain. Set the option to select a crew member from all crew on-board linked to the chain of approval which is, in its turn, linked to the locations time block.
Vessel. Set the option to select a crew member from all crew onboard.
To view detailed timesheets by persons, click the schedule icon next to the person’s name.
View Person Timesheet
The person’s timesheet contains records for the date range based on the Sign On and Sign Off dates. To narrow down the records based on a specific period, use the Filter by Current Activity link above the timesheet:
'Total hours /days' is the number of Total hours divided by the Number of days, displayed in H:MM or HH:MM format.
Clicking the link displays the Filter dialog where you set criteria based on which the timesheet records will be filtered out:
By Current Activity. Select the option to display timesheet records only for dates when a person has the Current activity.
By Period. From the drop-down list, select the period within which you want to display timesheet records.
By Month. From the drop-down list, select one of the options: Current, Next, Previous.
When done, click APPLY.
Housekeeping
The below section is not available to customers
To enable the module, the following SQL scripts need to be executed:
IF NOT EXISTS (SELECT TOP 1 * FROM WEB_CP_ELEMENTS WHERE ELEMENT_ID = 700)
BEGIN
INSERT INTO WEB_CP_ELEMENTS (ELEMENT_ID, PARENT_ELEMENT_ID, CAPTION) VALUES (700, 0, 'Roster')
END
--GO
IF NOT EXISTS (SELECT TOP 1 * FROM WEB_CP_ELEMENTS WHERE ELEMENT_ID = 701)
BEGIN
INSERT INTO WEB_CP_ELEMENTS (ELEMENT_ID, PARENT_ELEMENT_ID, CAPTION) VALUES (701, 700, 'Configuration')
END
--GO
IF NOT EXISTS (SELECT TOP 1 * FROM WEB_CP_ELEMENTS WHERE ELEMENT_ID = 702)
BEGIN
INSERT INTO WEB_CP_ELEMENTS (ELEMENT_ID, PARENT_ELEMENT_ID, CAPTION) VALUES (702, 700, 'Planning')
END
--GO
IF NOT EXISTS (SELECT TOP 1 * FROM WEB_CP_MODULES_USERTYPES WHERE ELEMENT_ID = 700)
BEGIN
INSERT INTO WEB_CP_MODULES_USERTYPES (ELEMENT_ID, USERTYPE) VALUES (700, 'I')
END
--GO
For proper workflow, it is required to perform the initial one-time setup.
To get started, log into Crew Portal with account that has corresponding access set and navigate to Roster Planning > Configuration.
Add Locations
Locations are defined as the vessel's areas to be linked to the chain of approval. To define locations, first, make sure you are in the configuration section of the module. To do this, first, log into APP Crew Portal and navigate to Roster Planning > Configuration.
To get started, select the chain of approval to which a new location will be linked. For this, locate the Chain of Approval drop-down list and select one. On selecting, click the NEW LOCATION button to create a new location. This makes the Add/Edit Location dialog appear:
Within the dialog, set the following:
Abbr. Enter a short name of the location.
Location. Enter the location name.
Department. From the drop-down list, select the department to which the location is linked.
Access. Select the position(s) that should have access to this Location in Roster Planning > Planning View screen.
Passive. Set the checkbox if you want to make the location inactive.
Click SUBMIT to save the location.
As a result, a new location appears in the grid:
Edit/Remove Location
The created locations are subject to updating and removing.
To update an added location:
Click the Edit icon to open the following Add/Edit Location dialog:
Within the dialog, make the appropriate modifications.
Click SUBMIT to save the changes.
To remove an added location: