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:

• Subordinate is responsible for managing his/her own time registrations in accordance with the actual time spent as well as sending them for approval. Subordinate is under the command of a superior and, thus, takes the lowest level in the chain of approval with very limited rights.

• Coordinator has a higher level of control compared to Subordinate. Each Coordinator has at least one Subordinate whose timesheets are received from coworkers. The timesheets are required to be verified and approved. If a timesheet does not contain all the necessary information or is not up-to-date, it can be rejected back to an originator (Subordinate) for modifications or, otherwise, cancelled. Coordinator can also be a subordinate managing his/her personal timesheets and sending them for approval to Approver.

• Approver is responsible for approving timesheets and has the highest level of control for any department. Only approved timesheets are then sent to the Payroll module for further processing and payment. Approver can also act as Coordinator but never as Subordinate.

The timesheet approval is carried out until it reaches the final Approved stage. After that, the approved timesheets are then sent to the Payroll module for further processing and payment.

Functionality

This section contains a description of the Time and Attendance features. By adhering to these guidelines, you will be on the right path to effectively utilizing the module.

To get started, log in to the Adonis Crew Portal. On the Home page, click the Time and Attendance tile:

Open

On clicking, you are then redirected to the page:

Open

On the page, there are two operation tiles:

• My Timesheets (available to Coordinators and Subordinates). The tile displays a crew member’s ongoing and processed timesheets. For more information, see Subordinate Workflow.

• Co-Workers Timesheets (available to Coordinators and Approvers). The tile allows creating and managing timesheets. For more information, see Coordinator Workflow.

Subordinate Workflow

The My Timesheets tile is intended for Subordinates / Coordinators required to fill out their time registrations and send the timesheets for review to the assigned managers (Coordinatos and Approvers, accordingly).

To access the space where you can fill out your timesheets, follow the steps below:

1. Locate the Time and Attendance tile on the dashboard:

2. Click My Timesheets:

You are then redirected to the 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.

Add Time Registration

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 / Overview page:

To add a time registration, right-click on the calendar view to display the menu Add / Edit Time Registration dialog:

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.

• 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.

Once completed, click Save to proceed.

As a result, a new time registration appears in the Overview time registration view:

Approve Time Registrations

On adding time registrations, it is time to approve them. 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 on the approved time registration. For this, follow the steps below:

1. In the Comment column, select the time registration to be commented. This evolves the Comments dialog:

2. Select the registration type to which you want to add a comment: Daily or Violations ( available when a crew has any violations)

3. Type a comment and click SAVE.

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:

The Past Due and Rejected grid contains all your created, rejected and cancelled timesheets.

To submit a timesheet for review, proceed with the following steps:

1. Select a timesheet to be sent for review and click Submit next to it. This opens the Submit timesheet dialog:

2. In the dialog, enter a comment and click CONFIRM.

The system then notifies you that the timesheet has been successfully submitted. To view the timesheets sent for review, navigate to Submitted on the toolbar.

Recall Submitted Timesheets

All the submitted timesheets are stored in My Timesheets / Submitted. To view them, switch to Submitted on the toolbar:

To view a timesheet, select it and click Details. In case you mentioned the some modifications are to be applied, click Recall to recall the timesheet form an approver:

Clicking CONFIRM reverts the selected timesheet to the Created status. Now, switch to Overview on the toolbar and apply the required changes.

Generate Reports

You have the possibility to generate a report based on the predefined data. For this, switch to Reports on the toolbar:

To generate a report, follow the steps below:

1. Select the report to be generated by clicking it. This opens the report-related dialog:

2. Fill in the required fields and click GENERATE.

As a result, the report is displayed on the screen:

Coordinator Workflow

The Co-workers Timesheets tile is only available to Coordinators and Approvers predefined in the Chain of Approval. For more information, see Chain of Approval -> Define Chain for Vessel.

As Coordinator, you are entitled to:

• Verify timesheets submitted by Subordinates. For more information, see Submit Timesheets.

• View and manage Subordinates' time registrations. For more information, see View and Manage Time Registrations and Timesheets.

Submit Timesheets

As Coordinator, you are responsible for verifying timesheets submitted by your co-workers (acting as your Subordinates based on the Chain of Approval) and sending them for review to Approver. To access the pending timesheets, use one of the tips below:

• Navigate to Time and Attendance > Co-Workers Timesheets. On the Co-Workers Timesheets tile, click the Documents waiting for approval link.

• On the main menu, navigate to Time and Attendance > Co-Workers Timesheets > Documents Workflow > Waiting For Approval.

You are then redirected to the Waiting For Approval page:

In the grid with pending timesheets, select the timesheet to be processed and proceed with the following steps:

1. Click Submit next to the selected timesheet. This opens the Submit timesheet dialog:

2. Before sending the timesheet, you can optionally enter a message to Approver in the Comments field.

3. Click CONFIRM.

As a result, the system informs you that the timesheet is sent to Approver.

View Time Registrations and Timesheets

For your convenience, there are different views of your coworkers time registrations in Adonis Personal Portal:

• Per Dates show both created and submitted time registrations of Subordinates for a specific date. For more information, see Time Registrations per Date.

• By Timesheets show timesheets submitted by Subordinate for a specific period. For more information, see By Timesheets.

• By Timesheet Grand Access displays timesheets submitted by crew members available on the vessels. For more information, see By Timesheet Grand Access.

• Timecards line displays time registrations of your Subordinates for a specific date. For more information, see Timecards line.

To access a view, use one of the following tips:

• On the dashboard, click the Co-Workers Timesheets tile.

• On the main menu, navigate to Time and Attendance > Co-Workers Timesheets > Time Lists.

Time Registrations per Date

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 also possible to view time registrations for earlier dates:

As Coordinator, you can review, modify, add time registrations and confirm they are valid. For more information, see Add Time Registration, Modify Time Registration, Approve Timesheet and Time Registration.

Besides, you can benefit form the following options located above the grid:

• SHOW OVERTIME ONLY displays only time registrations that contain overtime.

• HIGHLIGHT MANUALLY MODIFIED displays only time registrations created in TimeClock.

• CALCULATE VIOLATIONS displays only time registrations that contain MLC violations.

By Timesheets

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 also possible to view time registrations for earlier dates:

To get started, define the following above the grid:

• Crew members for period. From the drop-down list, select the period for which you want to view crew members in the Select subordinate drop-down list.

• Select subordinate. From the drop-down list, select the subordinate whose timesheet is to be displayed.

• Timesheet for. From the drop-down list, select the period for which the timesheet is to be displayed.

As Coordinator, you can review, modify, add time registrations and confirm they are valid. For more information, see Add Time Registration, Modify Time Registration, Approve Timesheet and Time Registration.

Besides, you can benefit from the following options located above the grid:

• 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.

By Timesheet Grand Access

In the By Timesheet Grand Access view, you can access timesheets of all the crew members onboard as well as yours for a defined period. By default, the grid shows timesheets for the current period, but it is aslo possible to view time registrations for earlier dates:

To get started, define the following above the grid:

• Crew members for period. From the drop-down list, select the period for which you want to view crew members in the Select subordinate drop-down list.

• Select subordinate. From the drop-down list, select the subordinate whose timesheet is to be displayed.

• Timesheet for. From the drop-down list, select the period for which the timesheet is to be displayed.

As Coordinator, you can review, modify, add time registrations and confirm they are valid. For more information, see Add Time Registration, Modify Time Registration, Approve Timesheet and Time Registration.

Besides, you can benefit from the following options located above the grid:

• 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.

Timecard Line

The 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 also possible to view time registrations for earlier dates:

As Coordinator, you can review, modify, and add time registrations. For more information, see Add Time Registration, Modify Time Registration.

Add Time Registration

To add a time registration, follow the steps below:

1. 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:

2. 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.

3. Click SAVE to display the time registration in the grid.

Modify Time Registration

To modify a time registration, follow the steps below:

1. Right-click the time registration you want to modify and select Edit. This opens the Edit Time registration dialog:

2. Apply the changes and click SAVE to continue.

Additionally, in the grid, you can modify the length of the selected time registration as well as move it by dragging and dropping.

Approve Timesheet and Time Registration

Both timesheets and time registrations are subject for approval by Coordinator. Approval supposes that a timesheet or a time registration is verified and confirmed as correct.

For this, choose the time registration to be approved in the grid and select it in Approved column.

Approver Workflow

The Co-workers Timesheets tile is only available for Coordinators and Approvers predefined in the Chain of Approval. For more information, see Functionality.

As Approver, 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, see Verify Document Status.

Approve Timesheets

As Approver, you are responsible for verifing timesheets approved and submitted by Coordinator (based on the Chain of Approval). To access pending timesheets, use one of the tips below:

• Navigate to Time and Attendance > Co-Workers Timesheets. On the Co-Workers Timesheets tile, click the Documents waiting for approval link.

• On the main menu, navigate to Time and Attendance > Co-Workers Timesheets > Documents Workflow > Waiting For Approval.

You are then redirected to the Waiting For Approval page:

In the grid with pending timesheets, select the timesheet to be processed and proceed with the following steps:

1. Click Approve next to the selected timesheet. This opens the Submit timesheet dialog:

2. Before sending the timesheet, you can optionally enter a message to Approver in the Comments field.

3. Click CONFIRM.

As a result, the system informs you that the timesheet is sent to Approver (APM manager).

Verify Document Status

Both Approver and Coordinator are responsible for timesheets circulating until they are approved and processed in Adonis Personal Manager. It means that they must keep an eye on timesheets statuses. To be up-to-date with all the document statuses, on the main menu, navigate to Time and Attendance > Co-Workers Timesheets > Documents Workflow > Rejected or Processed.

Housekeeping

This section will guide you through the initial one-time setup to make the module fully functional. For this, please refer to Time and Attendance Settings and Chain of Approval.

Define Default Report

To make reports available in the Time and Attendance module, you need to link a report the module. To do this, first, log into the Adonis Administrator Portal and navigate to Reports > Maintain Reports:

In the appeared grid, select the report to be defined by default and click Edit. Clicking the button expands the grid:

In the grid, select the Default for Timesheets checkbox.

On completing, click Save to proceed.