Crew Change Module

Introduction

The Crew Change module allows you to store information about on-signers and off-signers at each port, assign relievers, perform promotions, book flights, etc.

This module maintains activities for crew automatically: creates planned Onboard and Leave activities when on-signers and off-signers are added.

There is a possibility to create Travel activities here as well.

Vessel Transfer situations are covered by this module, too.

So, together with Rotation Planning module, it is a tool for creating and updating Activities.

Housekeeping

Global Settings

There are various options which influence Crew Change module functionality.

Global Options > Modules > Crew Change:

1. The option Use following organization creating leave activities should be selected if leave activities need to be linked to a certain organization each time.
   If this is the case, set the option and choose the correct organization.
   Otherwise your Leave activities that are created during signing off will be linked to the vessel on which the person was on board
   
   

2. Allow 'Vessel Transfer' selection needs to be set if crew transfer from one ship to another happens in the company. 
   
   When this option is selected, and a person is planned to be transferred between vessels, the system does not create a Leave activity for him. 
   One onboard activity will be closed and another onboard activity for next vessel will be created instead.
   
   See Vessel Transfer section. 
   
   If the option Allow assigning persons without a current activity is selected, a person can be added to on-signers list even if he has no current activity. 
   
   Promotion Starts at ETA option is related to promoting persons during the same crew change:
   If the option is OFF, the current activity is closed on ETA (Estimated Time of Arrival) date and a new promotion activity starts next day;
   If the option ON, the new promotion starts when the record is confirmed, and current activity Date To is set to ETA minus 1 day.
   
   Promotion uses 'Last date in current position' value option is used for promotion process as well. 
   When the option is ON, Promotion view in Crew Change will display a new column Last date current position. 
   
   By default, this column displays the date of Crew Change.
   
   However, users can change it to an earlier date (date of crew change minus 1 day).
   
   The system will not allow to leave this field blank.
   
   Based on the date input, the system will end current activity of the person on the date that is stated in the column Last date in current position. While next activity will start from date input in the column Change Date.
   
   

3. Promotion comments save to Current/Next Activity and Both:
   
   This is one more set of options related to promotion, allowing to choose if a comment from Crew Change > Promotion tab should be copied to promoted_from or to promoted_to activity or both.
   
   

4. Default Column Value
   
   It is possible to define default activity codes which will be used by Crew Change module when creating leave, onboard and travel activities.
   If no default Leave/Travel activities selected (the fields remained blank), NO default Leave and Travel activities will be created. 
   
   You can choose manually an activity type for each person in Crew Change. But these activities will be created only when you confirm the crew change.
   
   For example, with Onboard activities, the situation is as follows:
   
   If a certain type of activity was chosen as default, this type of activity will be created.
   If no default onboard activity was chosen, the system will automatically put a sea-service activity type for an on-signer in a crew change.
   
   It will be possible to select another sea-service activity from the list.

   User cannot leave the activity field blank in crew change, like it is possible for Travel and Leave activities.

   
   
   Planned onboard activity of the type you choose in crew change will be created (no need to confirm, as it is needed with Travel and Leave activities). 
   Default Column Values are populated when records are created from Rotation Planning module & Activities datagroup as well. 
   
   Here you can also set default Embarkation/Disembarkation reasons (all needed codes should be previously added in Setup > General Codes > Activity Codes/Personal Details (Embarking / Disembarking reasons).

   Mandatory Check
   You can set any of these codes to be mandatory.
   Mandatory setting will not allow you to confirm a crew change until this value is set.

   
   
   You can set Payscale Table & Code values to be mandatory when confirming a person for crew change or promotion.
   
   

5. 
   

   The below functionality is only for customers who use Rotation Planning module linked to Crew Change. 

   
   
   When a Crew Change user adds a person to the crew change as an On-signer or Off-signer, the system checks if this person is assigned to a rotation shift. 
   Input the nr. of days in the field Period in days, which will be checked by the system if there is a person on Rotation shift (plus/minus the defined nr. of days from Crew Change date). 
   
   So, set the option Allow change on\off-signing date and update rotation shift if Crew Change users should have a possibility to add the person to a crew change, and update rotation shifts dates, as a result. 
   
   
   When the option is selected, the system will behave as follows: 
   
   When a Crew Change user adds a person to a crew change, the system will check if the person is in rotation or not. If he is, the system will display a warning to the user, informing that the person is assigned to a rotation shift with the following dates. And will ask the user if he wants to continue. 
   
   The user can click No button, changes will be discarded (the seafarer will not be added to crew change). 
   If the user chooses Yes, the person will be added to the required crew change record and removed from the crew change where he was previously. 
   
   Rotation shift and activities dates will be updated respectively.

Global Options > Activities:

Allow Overlap validation exists in Crew Change module (On/Off Signing Confirm window).

The system checks the state of the Overlapping Assignment option and shows a corresponding message if it is not selected.

Global Options > Rotation Planning:

Copy rank from position to activity option influences the rank that is set for on-signer.

If this option is ON, the rank in activity details will not be updated according to Crew Change 'Rank' value.

Global Options > Payroll:

There is a possibility to register the number of hours worked on sign-on and sign-off days.

If the option Manually register hours worked on sign and sign off day is ON, the possibility to register hours in Crew Change module is enabled.

A new column Hrs. worked first day appears in sea-service activity details screen (added to Activities datagroup when you sign-on a person in Crew Change) if Register working hours on sign on option is ON;

Hrs. worked last day column appears in sea-service activity details screen if Register working hours on sign off option ON.

On Promotion tab in crew change both columns can be available, depending on the state of the mentioned options.

So, If the options are ON, the system will consider the number of hours worked on those days in the day calculation.

Number of hours per day is taken as a limitation for Crew Change fields. Those values cannot exceed this field.

Rules: If the max Number of hours per day is set, for example, to 8 hours, then:

4 hours worked means half a day or 0.5 day, (4 from 8);

8 hours worked it is one day (8/8);

more than 8 hours is always 8 hours.

Organization Structure Settings

Go to Organization Structure > Vessel Properties > Payroll > General:

If Match sea-service dates with crew change/itinerary option for a needed vessel is selected, the system will not allow users to create activities in Activities datagroup, when activity Date from, Date to, and Estimated End Date do not match crew change records for this vessel.

If the records coincide, the activity gets link to Crew Change module and the person is added to On-signing and Off-signing tabs of the matching crew change.

In similar way persons are added to corresponding On-signing or Off-signing tabs in Crew Change module, if a user update dates of existing activities and there are itineraries for these dates

Ports Module Settings

Open Ports module:

In Modules > Ports you will find a list of different ports throughout the world.

When creating crew change record manually or by importing routine, you will need these ports.

However, if you need a port that does not exist in that list, you can add it.

See Ports Module manual.

User Interface

Calling Ports View

To access Crew Change module, click icon on Modules ribbon or press Ctrl+Alt+C hotkeys.
By default, you are at Calling Ports view:

1. This view displays a list of itineraries with the main information about every record:
   
   

   Crew Change Status; 
   

   	no crew changes are planned (Status = 0); Redefined by Red colour if ETA-ETD are before current date.
   	crew movements are planned; (Status = 2); Redefined by Red colour if ETA-ETD are before current date.
   	crew movements are planned; ETA is less than today; ETD is greater than today
   	planned records with Sign On/Off dates outside a current ETA-ETD period (Status = 1); Redefined by Red colour if ETA-ETD are before current date.
   	expired crew changes
   	crew changes & promotions are confirmed without confirming of travel activities (Status = 3).
   	historical records (confirmed or cancelled; Statuses = 4, 5). Available only at Historical View.

   
   
   Color highlighting mentions not only Sign On/Off but also Promotion records.
   If a port name is in blue font and on light-yellow background, it is not preferred crew change port. 
   
   See here.
   
   Vessel name;
   Calling Port;
   Country;
   ETA (Estimated Time of Arrival);
   ETD (Estimated Time of Departure);
   Days at Port;
   Nr. of On-signers, Off-signers and Promotions;
   Nr. of Flight bookings, etc.
   
   Manage menu: 
   
   New – to add a crew change record.
   Open – to view crew change details. 
   Delete – to remove existing record. 
   Move – to move crew change forward to certain days/hours. 
   Cancel – to cancel existing crew change.
   
   Cancelled crew change gets Historical status and is moved to the Historical view. 
   
   Set State – to set a crew change to Historical or Not-Preferred.
   Historical crew changes are moved to Historical view;
   Not-Preferred crew changes is in blue font and on light-yellow background. 
   
   Locate Date. If you need to locate a crew change date fast, enter the date or choose it from calendar in Locate Date box and click Locate Date icon. 
   
   Import – used for importing calling ports. 
   
   Options. Select Calling Ports to view the dialog: 
   
   
   
   Within the dialog, you can:
   
   Adjust the current view period which you want to be displayed for your crew change plan.
   Set the Perform Documents Expiry Check for Onsigning Crew option if you want to perform the documents validity check on opening the On Signing tab. 

   The option is set per user. It does not affect the workflow of other operators.

   
   
   Set the Use Outlook style in Calling Ports overview option to change the layout of the grid. The grid will be grouped according to ETA: 
   
   
   

   The custom settings are applied per user. 

   
   
   Print – opens a list of available customized reports from the Report Generator. 
   
   View Filter – you can filter the existing records, to show:
   
   Current shows all current and planned crew changes;
   Historical shows completed, cancelled, historical crew changes. 
   
   Find – calls the find panel to easily search for a specific port/vessel, etc. 
   
   By clicking icon, you will be switched to The Crew Change Module help manual.

See Grid Customization section below.

Voyages View

The Voyages view displays planned short-term cruises on a vessel. To find out how to create voyages as well as to link them to crew change ports, see Create Voyages.

Details View

Once you opened a selected crew change by Open button or double-click, you will be switched to Details view/page.

The Details page is separated in 9 different sections as shown below:

Click button to back to the Calling Ports tab (Views screen).

The overview of each tab you can find in Functionality section.

Grid Customization

Calling Ports grid can contain a long list of different vessels for different dates.
To navigate in it with comfort, to easily find a certain crew change record, at last just to customize your grid layout, you can use the following functions:

Filtering;

Columns ordering;

Sorting;

Changing columns width;

Grouping;

Let's review them in detail:

Columns Filtering

1. It is possible to filter/hide extra columns:
   
   For that: click

   

   sign and remove a tick near unneeded column name.
   Columns without tick will be hidden.
   
   

   

   
   This setting is set automatically only for current logged user.
   When you switch to the other module or log off, next time you come back, layout will be the same.
   
   
   

2. It is also possible to filter data in columns.
   
   It can be convenient if there is a long list of records and a user wants to see only some of them.
   For that: click the filter button

   

   that appears when you move the cursor on the column header.
   You will find filter drop-down list containing available filter check-boxes. For example, you want to easily find Crew Change record for any vessel/port.
   Below, we selected the Rima Mari in Vessel column. Then only records with Vessel= Rima Mari are shown:
   
   

   

   
   Select (All) item in drop-down list when you want to see all records again. Or just close the filter task at the bottom of your screen:
   

   

   
   
   
   

3. It's possible to filter records by Status. Click filter sign in S column, tick needed check-boxes:
   
   

   

   
   0 =

   

   - No crew changes planned;
   Redefined by Red colour if ETA-ETD are before current date/expired. 
   
   1 =

   

   - ETA is not confirmed;
   Redefined by Red colour if ETA-ETD are before current date. 
   
   2 =

   

   - There are some On-/ Of-Signers planned;
   Redefined by Red colour if ETA-ETD are before current date. 
   
   3 =

   

   - Confirmed without confirmation of travel activities; 
   
   4 =

   

   - Cancelled (at Historical view); 
   
   5 =

   

   - Historical (at Historical view). 
   
   
   The system will show only crew changes with corresponding statuses.
   
   
   

4. From ver. 2017.1, Grids used in application now provide easy & user-friendly possibility to create instant filters containing various conditions.
   
   An end-user can filter results by any field. A filter row is a simpler alternative to filter dropdowns.
   It is displayed directly under column headers. Click equal sign (e.g. ETA), select option and input value (like e.g. in Vessel/ETD):
   
   

   

   
   
   This functionality is available in Crew List and Crew Change module. We plan to add it in the rest of the grids in our later versions.

Columns Ordering

You can move a column to a place you like. For that you need just move and drop the column header to the required place:

Columns Sorting

To sort the records order alphabetically, right-click the column header, select Sort type:

Or you can just click the header:

1st click - ascending sorting;

2nd click - descending sorting.

Changing Columns Width

You can extend or reduce the column width by dragging the column border.
Or, not to do this manually, right-click any column header and choose option Best Fit/Best Fit (all columns) from the context menu:

The program will remember this change if you switch to another module or even if you log off then log in again later.

Columns Grouping

Right-click the column header (e.g. Vessel) and select Group By This Field option:

Or drag-and-drop needed column to the special place up:

You will see then all your crew change (itinerary) grouped by vessel:

Click to expand needed line or right click on the vessel column and choose Expand all lines command from the context menu.
This will allow you to have a full overview of all your vessel and outstanding crew change where action is required:

If you want to reset the settings, right-click any column and select Reset Grid Layout command.

Functionality

The Crew Change module allows to store information about on-signers and off-signers at each crew change port, perform promotions, etc.
Together with Rotation Planning Module, it is a tool for updating and creating Activities.
To access Crew Change module, click icon on Modules ribbon or press Ctrl+Alt+C hotkeys.

From ver. 2018.3, We provided separate access rights routines for ribbon commands:

922 Create new Crew Change

929 Move Crew Change

942 Delete Crew Change

943 Cancel Crew Change

944 Change ETA/ETD

945 Set to History

The simplest workflow schema is shown below:

1.  First you need to create a new crew change and define its main properties, like: a vessel name, a port, an arrival date and departure date (at Calling Ports tab).

2. Then you modify the crew change details: define who is going to sign on/off and when; who is going to relieve off-signers, etc. You can plan the crew change. It means that the corresponding planned activities will be created.
   They are created automatically during a person is selected to Sign On/Off (at On-Signing, Off-Signing, Reliever, Promotion, Travel Info tabs).

3. Confirm the crew change. After confirmation, the corresponding planned activities are changed to historical and you will not be able to modify any details for the people confirmed (On Signing, Off Signing, Promotion tabs).

4.  Confirm travelling details. Corresponding travel activities will be created (Travel Info or Calling Ports tab).
   After this, the crew change is considered as a fully confirmed and may be moved to Historical view.

You do not have to follow the main steps above strictly.

Create Crew Change

You can create crew change entries:

manually one by one;

OR

by importing records in one batch via Import routine (see Importing of Calling Ports section).

Open Crew Change module > Calling Ports tab. Here you can see a list of existing crew changes.
To create a new crew change entry, click New button under Manage menu:

Input the correct data:
Vessel - choose vessel name from drop-down.
Port - click drop-down and start typing port name, the system will suggest you a variant.
ETA (Estimated Date of Arrival) and ETD (Estimated Date of Departure) - click drop-down near the field, select the date from the calendar and time in the right part of drop-down window.

By default, it's 00:00 for ETA and 23:59 for ETD.

Click OK and a new record is created.

.

Port Page

1. In port section, you can find information about the port, its nearest airport and travel time from the port to the airport.
   
   You can change the Port in case the itinerary changed as well as you can change the current ETA and ETD. You can manually enter the name of the berth.
   The Nearest Airport and Travel Time are read-only fields. This information is filled in automatically from Ports module. 
   
   The port agent in charge for this port can be selected under Contact.
   Contact drop-down will list only contacts linked to the port of this Crew Change record.
   
   To input a contact for this itinerary record
   Open Contacts module and create a contact record of Agent Contact type. 
   See Contacts Module manual; 
   Then open Ports module, find the required port, open its details and add the contact to the port. 
   See Ports Module manual;
   
   Then the contact will be shown in the Contact drop-down for all crew changes linked to this very port. 
   
   Some overview information about the current crew change is available in the bottom of this section: how many people are going to sign on/off, who is the master of the vessel. 
   
   Master Onboard is a person:
   who has a Current sea-service (Onboard) activity for this vessel, e.g.: 
   
   

   

   
   
   Means for which Sea-Service option is selected (in the activity properties in General Codes):
   
   

   

   
   
   His rank must be Master.
   It means: Master option is selected in the rank properties in General Codes: 
   
   

   

   
   
   
   

2. Vessel Communication table shows telecommunications that are available on the vessel.
   
   This information is filled in automatically from the Organization structure > Vessel properties > Operation:
   
   

   

   
   
   Just provide the necessary information in Org. Structure.
   
   
   

3. Documents required for travel are listed in this section.
   The documents that are required for crewmembers in a specific port are defined in Ports module.
   
   For all details see Ports Module manual.
   
   
   

4. Changing ETA and ETD. Confirm ETA
   Sometimes an Arrival Date may change. You can change the dates here.
   
   See Crew Change Maintenance section.
   
   
   

5. Set Historical
   When all work with certain crew change record is finished, it is possible to set this crew change as historical.
   After clicking this button, a current crew change is moved to Historical view.
   
   See here.

Notes Page

You can store here any additional information about a crew change at Notes tab.

Every user can add comments/notes on this tab. So, the information is constantly updated.

Click New Topic button under Manage menu to start typing your comment.

Edit it as you want, using Manage menu options (font, underline, bullets, etc.)

Date/time and user name are filled automatically. 

Click Apply button to save the notes.


If you want to save your comment as a separate file on your disk, click Save To File button.

To delete notes, click Clear. 

Off Signing Page

On this tab, you see all information for the scheduled off signing crew for the selected port:

 There is the A column which indicates activity linked to the crew change:

-Planned activity.
- Current activity.
- Current activity was deleted or changed.
/ - Crew member is terminated.

For all details how to add off-signers, see Signing Off Crew section.
By clicking icon, you will be switched to The Crew Change Module help manual.

Please note:

From ver. 2016.2, We added field Organization to be displayed at On/Off Signing tabs, showing company from personal details.

From ver. 2016.5, We added Department name to be shown for a crew member for On/Off Signing, Promotion & Travel Info tabs.

Earlier the person's crew change status was only depending on actions performed in the module.
From ver. 2017.5, we improved the application so that if a related activity is modified – corresponding crew change updates its status accordingly.
This improvement guarantees that an activity & crew change states are always in sync.
e.g.: if sea-service activity is set to current or closed (from Activities datagroup) linked crew change records should be updated correspondingly (confirmed).
And vice versa if activity is changed back from historical to current or from current to planned then corresponding Crew Change record should be updated accordingly - set to Current or Planned.

On Signing Page

This page shows people who are going to sign on a vessel:

 There is the A column which indicates activity linked to the crew change:

-Planned activity.
- Current activity.
- Current activity was deleted or changed.
/ - Crew member is terminated.

For all details how to add on-signers, see Signing On Crew section.
By clicking icon, you will be switched to The Crew Change Module help manual.

Please, note:

From ver. 2016.2, we added field Organization to be displayed at On/Off Signing tabs, showing company from personal details.

From ver. 2016.5, we added Department name to be shown for a crew member for On/Off Signing, Promotion & Travel Info tabs.

Earlier the person's crew change status was only depending on actions performed in the module.
From ver. 2017.5, we improved the application so that if a related activity is modified – corresponding crew change updates its status accordingly.
This improvement guarantees that an activity & crew change states are always in sync.
e.g.: if sea-service activity is set to current or closed (from Activities datagroup) linked crew change records should be updated correspondingly (confirmed).
And vice versa if activity is changed back from historical to current or from current to planned then corresponding Crew Change record should be updated accordingly - set to Current or Planned.

Promotion Page

The promotion tab shows you all position changes scheduled for this date:

It allows to change a position, rank, payscale and other information, if a person is going to change a position during this crew change.

When information is confirmed, in Activities datagroup:

Current activity is closed;

A new one (containing new payscale, rank and position) is created depending what was updated.

For all details, see Promotions section.

From ver. 2016.5, we added Department name to be shown for a crew member for On/Off Signing, Promotion & Travel Info tabs.

Travel Info Page

Here travel activities and travel details can be set up.

You can enter the travel days for which the crew is entitled for and you can get the flight Itinerary (once the travel booking will be done through Adonis).

For all details, see > Travel Info section.

From ver. 2016.5, We added Department name to be shown for a crew member for On/Off Signing, Promotion & Travel Info tabs.

Flight Booking Page

It can help you with booking flights: there is a possibility to book, cancel, retry, and retrieve flight bookings for one crewmember or group of crewmembers.

RightRez, Instone, CrewLink and Griffin Marine travel interfaces (selected in Global Options) allow to book flights, other interfaces (Manual, E-mail, None) help only to add and store flight information.

See Flights Booking section.

Reliever Page

The Reliever page shows sign off crew and their relievers.

The form is split into 2 parts:

the upper screen displays the crew members who are planned to sign off a vessel;

the bottom part shows crew who are planned to sign on and who are not yet assigned as a reliever.

To assign a person who is going to relieve, click the Reliever's Name field or icon under Manage menu.

The system suggests the variants from the On-signers list.

Select needed person, click Assign button. 

The reliever's data will be added to Reliever's Information section for the off-signer:

On the On-Signing page, the off-signer whom he relieves appears in Relieving column:

Relievers can also be assigned from Off Signing tab.
See Signing Off Crew > Adding a Reliever section. 

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual.

Contacts Page

This screen shows you the contact details of the port agent allocated for this crew change.

This will only be displayed if the contact on the Port tab is defined:



Contact drop-down will list only contacts linked to the port of this Crew Change record.

To input a contact for this itinerary record:

1. Open Contacts module and create a contact record of Agent Contact type.
   
   See Contacts Module manual;
   
   

2. Then open Ports module, find the required port, open its details, add the contact to the port.
   See Ports Module Manual.

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual.

Import Calling Ports

It is possible to import a batch of ports to Crew Change module using .csv file (see How to Prepare 'Import Ports' File section).

It is convenient when you need to input big amounts of records (for example, to define Itineraries for several vessels for a year/several years).

For users who work with this functionality, an administrator should set up corresponding access rights for the routine 610 Import Itineraries in ACC:

To import calling ports, you should open Crew Change > Calling Ports view and click Import button under Manage menu:

In the window that appears, please select the File Name you are importing, define a column separator.

The field separator in the file can be a comma (,) or semicolon (;).

You can select the option Skip first row, if you don't want the first row to be imported.

For example, if the first row in the import file shows columns names.

Click Import button to start importing or Close to cancel.


When the Import button is clicked, the program checks if all port and vessel codes are valid.

When import is completed successfully, you'll see corresponding message.

If one or several codes are invalid, the system lists them and skips the import.

You can click Summary button to check Import Log.

Click Close button.

Prepare 'Import Ports' File

It is possible to import crew changes for the same vessel & the same date but with different time.

Step 1: You should input all necessary data into excel file, for example:

1. Column A: Vessel short name.
   
   You can find it in Organization Structure > Vessel Properties > Identification:
   

   

   
   
   

2. Column B: Port code
   
   You will find the port codes in Modules > Ports:
   
   
   

   

   
   
   

3. Column C:
   
   ETA date [yyyy-mm-dd] – mandatory date format
   
   

4. Column D:
   
   ETA time [hh:mm:ss] – mandatory time format
   
   

5. Column E:
   
   ETD date [yyyy-mm-dd] – mandatory date format
   
   

6. Column F:
   
   ETD time [hh:mm:ss] – mandatory time format
   
   

7. Column G:
   
   Preferred port [Y] or [N]

How to set correct date/time format in batch:

ETA/ETD Date

1. Select all values in column > right-click > Format Cells.
   
   

2. Date category > [yyyy-mm-dd] type > OK
   
   
   

ETA/ETD Time

1. Select all values in column > right-click > Format Cells.
   
   

2. Custom category > define correct type = [hh:mm:ss] > OK

Step 2: Save this file in csv. format on your computer:

Click File:

Click Save As > This PC > select CSV (Comma delimited) format > click Save.

Maintain Crew Change

Change ETA and ETD

On Ports view, if you need to change the dates for crew change, click the button with 3 dots neat Current ETA, Current ETD fields.
Or click buttons under Manage menu:

Then select another date or time. Click OK to save.

You can select the option Move sign on/off days with or Move sign on/off day to change the ETA:

Click OK to save the changes.

When the needed changes are done, new ETA / ETD will be shown in ETA or ETD field.

Previous information will be shown in Previous ETA / Previous ETD fields:

To confirm new dates, click button. You will see .

When you switch back to Calling Ports view, you also see the new/previous dates in corresponding columns:

By confirming, appropriate changes are made with linked activities.

Planned crew change records with Sign On/Off dates outside a current ETA-ETD period are marked yellow in S (Status=1) column.

Move, Delete, Cancel Crew Change

Move Crew Change

There may appear situation when one or several added crew changes should be moved forward to certain days or even hours.
For this purpose, select needed crew change and click Move command under Manage menu:

System will offer you by default the tagged Vessel & Port, showing its current details.
You can then select to move your crew change to a certain number of days/hours or select date manually.

What is important is that all the crew that is added to crew change being moved, will be moved accordingly. Their activities (Activities datagroup) & rotation shifts (Rotation Planning module) will be changed to the respected date of the moved crew change. Persons will be kept added to corresponding tabs.

Move All Crew Change After Selected option.
From ver. 2016.2., we provide the possibility to modify crew change date not only for one crew change, but for all the following crew changes of the same vessel as well.
all the crew that is added to crew change being moved will be moved accordingly. Their activities & rotation shifts will be changed to the respected date of the moved crew changes. Persons will be kept added to corresponding tabs.

This is very handy for ferry companies that may issue the necessity to move all crew changes for a vessel due to bad weather, when a vessel cannot move from the port for one or two planned trips. 

Click Next:

Click Finish.

You will see current/previous ETA & ETD for moved crew change at Calling Ports view:

Instead of Move functionality, you can use Change ETA/ETD commands, see Changing ETA and ETD section above.

Delete Crew Change

It is possible to delete only:

1. Blank crew change(s) - without any assigned crew/promotions.
   Select one or several records you want to remove and click Delete button under Manage menu:
   
   

   

   
   
   You are asked if you really want to delete it.
   If you agree: click Yes.
   
   Result: Crew change is removed.
   
   
   

2. Crew change(s) with unconfirmed records:
   
   Select one or several records you want to remove and click Delete button under Manage menu.
   You are asked if you really want to delete it.
   If you agree: click Yes. 
   
   Result For on-signers: unconfirmed planned on-board activity is deleted in Activities datagroup. 
   
   If there is a link to Rotation Planning module:
   Then you are asked for confirmation to remove a snap/link to rotation shift:
   
   
   
   Result For on-signers: activity is deleted, person is removed from Rotation shift:
   
   
   
   Result For off-signers: off-signer's sign off port is removed in rotation.
   It's not linked to crew change port anymore.

   Do not forget to re-assign off-signers to another crew change.

   
   

Cancel Crew Change

It is possible to cancel only:

1. Blank crew change(s) - without any assigned crew/promotions.
   
   Select a record you want to cancel and click Cancel button under Manage menu:
   
   

   

   
   
   You are asked if you really want to cancel it.
   If you agree: click Yes.
   
   Result: Cancelled crew change gets Historical status and is moved to Historical view:
   
   

   

   
   
   

2. Crew change(s) with unconfirmed records.
   Select a record you want to cancel and click Cancel button under Manage menu:
   
   
   
   
   You are asked if you really want to cancel it.
   Confirm: click Yes.
   Result: Cancelled crew change gets Historical status and is moved to Historical view.
   Result: For on-signers: unconfirmed planned on-board activity is deleted in Activities datagroup.
   
   If there is a link to Rotation Planning module:
   Result: For on-signers: activity is deleted, person is removed from Rotation shift.
   Sign on port is still displayed in rotation, but grayed out (indicating that it became historical):
   
   
   
   Result: For off-signers: sign off port is still displayed in rotation but grayed out (indicating that it became historical).

   Do not forget to re-assign off-signers to another crew change.

   You can cancel only one crew change record at a time.

   
   

Handle On Signing

Add On-Signer

On Signing tab is the place for on-signing crew to be maintained.
The page displays all persons who are signing on the vessel on certain date in selected port.

To add an on-signer, click Select Crew button. On Signing Crew Selection window will appear.
It contains four tabs: Direct Input, Position Criteria, Advanced and Onsigners:

1. The Direct Input tab is the most frequently used and easiest one. It is usually used when a user knows either the exact pin or a name (or a part of it).
   For searching by names, you can switch on either Partial Match at Beginning/Partial Match Anywhere Search Type.

   A color of a record in a list of potential on-signers indicates if a person:
   Green - has a suitable planned activity;
   Black - has a suitable current activity;
   PIN is displayed on yellow background - has a suitable activity which is already used in another crew change;
   Red - is terminated;
   Grey - does not have a suitable activity. 

   
   

   
   

   
   

   
   

   Cert, Medical and Travel Doc columns indicate whether a person has some expiring or missing documents. 

   
   
   Starting from v.2016.1, there exists an additional validation & indication for Medical documents that are defined as Restricted under General Codes. Meaning that a person is not physically able to perform some kind of work or not able to operate on certain vessels, or should be located close to port in case if his health condition gets worse, etc. 
   
   So, if he has Missing/Expired document, you'll see Miss./Exp. on the red background. If restricted one- Res. on the red background. 
   
   Click Get Result, select needed person from the list, click Copy Selection button. 
   This crew member will appear in the list of on-signers with Planned Sign On Status (in Crew Change) and Current Onboard activity (in Activities datagroup).
   
   

2. The Position Criteria tab helps you to find crew members who meet requirements for a particular position. You can select Position, Activity type and Planned Activity Start date and search for persons who satisfy these criteria:
   
   

   

   
   
   Also, here you can see a group of options: Requirements selection.
   
   It is enabled only if selected position has set requirements in Requirements Profile module.
   In our example: Vice Captain has docs. requirements which are shown on the right in Requirements box. 
   
   You can define criteria, according to which search will be performed:
   
   1. Perfect match. Employees whose rank equals to the selected position and who have all the documents required (none of them expired). 
   2. Expired Certificates. Employees whose rank equals to the selected position and holding all the required certificates but one or more are expired (red) or are about to expire (yellow). 
   3. Missing Certificates. Employees whose rank equals to the selected position but who are missing one or all certificates. 
   4. Wrong Rank All Certificates. Employee whose rank does not equal to the selected position but who are holding all of the required certificates. 
   5. Wrong Rank holding all required certificates but one or more are expired (red) or are about to expire (yellow). 
   
   Click Get Result, select needed person from the list, click Copy Selection button. 
   This crew member will appear in the on-signers list.
   
   

3. On Advanced tab, you can use the Adonis Query tool to find persons using your criteria (see Adonis Query chapter): 
   
   

   

   
   
   

4. On Onsigners tab you can easily choose among all persons that can be signed on. Just click Get Result button. 
   
   When a list of people appears, you can choose between all the shown persons: 
   
   If there is a huge list of crew members, it is possible to find person among all by pin and name, and the program prompts for corresponding option as you begin typing.

   For a person to appear in the list:
   he should have a Current Leave activity (without Date to), linked to the Crew Change vessel in the ETA - ETD period;
   or should have a reliever (one of the off-signers) defined in his activity (Crewing view of Activity record);
   or should have a corresponding Crew Change vessel chosen as a Payroll Vessel (in his Personal Details/Employment view).

   
   
   

5. Label Craft
   
   At On Signing tab, the end user can select the crew who is planned to sign on & assign him to a cabin.
   
   Then for the selected persons it is possible to print, update info in LabelCraft (new cabin id), and set status to Boarded /Ashore/ Deactivated for his/her crew card.
   
   From ver. 2016.2, we improved system behavior for integration with LabelCraft / Vingcard interface.
   It is no more necessary to perform manual update of the person’s status.
   Once a person’s crew change is confirmed, LabelCraft data is updated automatically without additional user actions.
   
   See Label Craft section for all details to activate/set up and use of this functionality.
   
   

6. By clicking icon, you will be switched to The Crew Change Module help manual.

From Rotation tab

If you have Allow change on/off signing date and update rotation shift option ON (in Global Options/Crew Change), then the Find person form will have additional From Rotation tab:

It will offer you a list of persons who are assigned to shifts in Rotation Planning module where DateFrom corresponds to the selected port.

Accumulate selections option

This option is accessible at all tabs in Find Form.
If this option is set, you can make some selections in the grid, switch to any other tab and all the results will be shown in one table.
Otherwise only your current selection results are shown.
The option Remove untagged can be checked when Accumulate selection option is selected.

Please, note:

If a user adds a person who is already planned for another crew change, the corresponding warning will be shown.
The user will be asked to make a choice whether the person should be moved from one crew change to another or to leave the person where he is.

If both crew changes are linked to the same vessel, cabin and shift information is kept after moving a person.
If any planned activities have been created already, they are deleted.
If the activities have been confirmed, corresponding message will be shown, and it is not possible to move the person.

For assigned crew member values for fields Suit Size & Weight are by default set equal to corresponding values from Personal Details.
Here you can update both of them. As result: new values will be populated to Personal Details.

If the number of days of the newly created activity is not defined, the Estimated End Date (EED) will be calculated according to the length of contract (for Sea Service Activity). If a default contract is not defined in the Personal Details, then the EED is calculated according to the payscale contract. If the contract is defined neither in Payscale Code nor in the Personal Details, then the EED is calculated according to the contract in Setup > Tables > Payscale table.

Earlier the person's crew change status was only depending on actions performed in the module.

From ver. 2017.5, we improved the application so that if a related activity is modified – corresponding crew change updates its status accordingly.
This improvement guarantees that an activity & crew change states are always in sync.
e.g.: if sea-service activity is set to current or closed (from Activities datagroup) linked crew change records should be updated correspondingly (confirmed).
And vice versa if activity is changed back from historical to current or from current to planned then corresponding Crew Change record should be updated accordingly - set to Current or Planned.

Define Embarkation Reason

Once you have assigned a person as the On-Signer, you can define an Embarkation reason for him.
This can be: returning from vacation/maternity leave, re-hiring, renewal of contract, etc.

In Activity section > Embarkation Reason column, select needed reason from available drop-down list.

All various possible Embarking Reasons need to be added beforehand in General Codes > Personal Details > Embarking / Disembarking Reasons, with Embarking option ON.

For example:

Embarking Reasons cannot be changed for already confirmed sign on.

Batch operation

You can add an Embarking reason for several crew members at once.
For this select needed persons, right-click Embarkation Reason column > Column Common Entry.
In appeared box, select reason from drop-down list and click OK to save:

Default/Mandatory Embarkation Reason

You can set up, so the system will add an embarkation reason for all on-signers by default.
Go to Global Options > Modules > Crew Change:

In Default Column Value and Mandatory Check section, select default Embarkation reason.

You can also set this field to be mandatory (user will not be able to confirm crew change/signing on without defining the embarking reason).

Assign Cabins

You can add/assign an On-Signer to a Cabin only before you confirm On-Signers in Crew Change:

At On Signing tab, select crew member and click 3 dots in Cabin field;

In the screen that pops up, select a free cabin:

All available cabins should be previously added to current vessel in Organization Structure > Vessel Properties > Safety/Cabins:

Click OK.

Then you can see Cabin in crew change record grid.
You will be able to see an overview of crew members assigned to Cabins in Cabin Allocation module and Activities datagroup (Sea-service > Onboard Details section).

Assign On-Signer to Watch

A watch identifies working hours onboard. This is used when assigning a person to a cabin.
When a cabin is shared sometimes it is important that 2 persons with opposite or similar watches are assigned to the same cabin.

For example, a person on a 08:00 - 18:00 watch will share a cabin with a person on 18:00 - 08:00 watch, etc.
For this purpose, there exists a lookup column Watch where a user can set a value (pre-defined in General Codes > Cabin Allocation):

This value will also be displayed in Cabin Allocation module & Activities datagroup (Sea service section-> Onboard details) for more control over assigned watch.

Add Planned Positions

There may be cases, when users need to assign new position(s) to crew change, but it is unclear yet who exactly will be assigned to this position.
So, we can add planned positions and later assign people.

To add needed positions to crew change, go to On Signing tab, switch to Positions view using View Filter, click Add Planned Position command:

In the window that appears, it is needed to select a Position and a number of planned records.

All needed positions should be previously added in Organization Structure under target vessel:

It is possible to leave some comments in Comments column (e.g.: need a person with Firefighting certificate). 

Click to delete added position.

Later, if you know who must be assigned for this position, click and find needed crew member in the Find form.

And this record will show name and pin of the person who is taking this position:

When a person has been assigned to a position, he will appear in on-signers list on Persons view:

Check Rank Options

There may appear situations when it is necessary for you to define if an on-/off-signer is a member of your crew or not.
For this purpose, you can use Role column:

Role displays corresponding option that is setup for each Rank in General Codes > Personal Details > Ranks.

By default, each rank needs no other definition, so it is considered as your Сrew.

But you can as well define a rank to be a Supernumerary or Staff:

Batch Operation

It is possible to provide batch modifications of column values:

You should first tag the crew members whose data need to be modified. Then you can select any column that is allowed for editing.
Right-click on a cell that you want to edit, from pop-up menu choose Column Common Entry item.
A special box will appear for a value input.

It can be free input field (as in our example);

If the modified column has a pre-defined list of values, they will be offered as a drop-down;

If this is a field for numeric input, you will be able to input digits only;

If modification of a field requires the modification of some linked field (e.g. payscale code & table), the popup will offer all linked fields for modification.

Once you click OK, a log will display results of modifications. So, you will be able to see if some rows were not modified.

Please note: that if any row had any value in place, it will be overwritten by this new input.

Confirm On Signing

On the On Signing screen you can see a list of the crew that are planned to sign on the vessel on this date.
Once a person is selected for a crew change, all information is filled in/checked and a crew member has actually signed on, you can confirm this crew change.

Confirm Crew Change button is disabled.
You can do it only on the date of crew change or later.
Tag all persons that you'd like to confirm and click Confirm Crew Change button:

In Confirmation window, system asks for exact crew change time.

1. Planned activities for these persons are then made Current saving input time in Activity datagroup.

2. Sign On status now changes from PLND (Planned) to CFMD (Confirmed) and the records that are successfully confirmed become grey:
   
   

   

   
   
   If system is unable to perform the operation for some crew, message will inform you about that & you can check the operation log for more details.

 Let's look at some example situations:

If a crew member is in crew change/sign on, but he doesn't have corresponding sea-service activity, then during confirmation the system will ask the user to re-create sea-service activity or remove a crew member from crew change;

If the crew member has overlapped activity with sea-service activity and the option Allow create historical overlapped activities is turned off for organization, then the system will: 

a) display warning message about overlapping activities with overlapped date during sign on confirmation;
b) create overlapped activities.

In our example, we should add missed rank in onboard activity record (for pin 43286) and confirm him again.

From ver. 2016.2, we improved system behavior for integration with LabelCraft / Vingcard interface.

It is no more necessary to perform manual update of the person's status.
Once a person's crew change is confirmed, LabelCraft data is updated automatically without additional user actions.

Earlier the person's crew change status was only depending on actions performed in the module.
From ver. 2017.5, we improved the application so that if a related activity is modified – corresponding crew change updates its status accordingly.
This improvement guarantees that an activity & crew change states are always in sync. 
e.g.: if sea-service activity is set to current or closed (from Activities datagroup) linked crew change records should be updated correspondingly (confirmed).
And vice versa if activity is changed back from historical to current or from current to planned then corresponding Crew Change record should be updated accordingly - set to Current or Planned.

Undo Confirm

There is a possibility to roll back confirmation.

If an on-signer or off-signer was confirmed by mistake or circumstances changed after confirmation, it is possible to un-confirm the record.

Select the required row and click Undo Confirm button:

The Sign On status will back from CFMD to PLND and Activity status became Planned again.

 Note that the system will not allow to un-confirm a person if his travel activities are already confirmed.
A warning message will be displayed in this case.

Handle Off Signing

Add Off-Signer

Off Signing tab displays all persons who are signing off the vessel at this date in this port.
To sign off a person click Select Crew button.

A list of all persons who are currently onboard, and who have planned onboard activity on the sign off date on the current vessel will appear:

If there is a wide list, it's possible to find persons using Find Person by option (search by Pin/Name/Crew ID).

You can add a person as an on/off-signer to the same crew change (this is frequently used by river vessels that do not sail in winter, spending time in ports where the crew comes & leaves). 

If a person is added as an off-signer at the same port, he will no more appear in on-signing list.

Tag the crew who should sign off and click Copy Selection button. The tagged crew will appear on the Off-Signing page.
If you find that someone is selected wrong, you can delete him from the list by clicking Remove button.

Once a person is added to Off Signing page in Crew Change, his Onboard activity gets:

Estimated End Date = ETD of this crew change

And the next planned Leave activity starting next day after ETD will be created for the person.|
You can see the following information about each off-signer on Off Signing tab:

Editable fields are marked blue.

Label Craft

At Off Signing tab, the end user can select the crew to update info in LabelCraft (cabin ID); set status to Boarded /Ashore/ Deactivated for his/her crew card.

From ver. 2016.2, we improved system behavior for integration with LabelCraft / Vingcard interface.

It is no more necessary to perform manual update of the person's status.
Once a person's crew change is confirmed, LabelCraft data is updated automatically without additional user actions.
See Label Craft section.
By clicking icon, you will be switched to The Crew Change Module help manual.

Define Disembarkation Reason

Once you have assigned a person as the Off-Signer, you can define a Disembarkation reason for him.

This can be: vacation, maternity leave, discharging, end of contract, medical, termination, vessel transfer, etc.

In Activity section > Disembarkation Reason column, select needed reason for leaving a vessel from available drop-down list.

All various possible Disembarking Reasons need to be added beforehand in General Codes > Personal Details > Embarking / Disembarking Reasons, with Embarking option OFF

For example:

Disembarking Reasons can be changed even for already confirmed sign off.

Batch operation

You can add an Disembarking reason for several crew members at once.
For this select needed persons, right-click Disembarkation Reason column > Column Common Entry.
In appeared box, select reason from drop-down list and click OK to save:

Default/Mandatory Disembarkation Reason

You can set up, so the system will add a disembarkation reason for all off-signers by default.
Go to Global Options > Modules > Crew Change:

In Default Column Value and Mandatory Check section, select default Disembarkation reason.

You can also set this field to be mandatory (user will not be able to confirm crew change/signing off without defining the disembarking reason).

Check Rank Options

There may appear situations when it is necessary for you to define if an on/off-signer is a member of your crew or not.
For this purpose, you can use Role column:

It displays corresponding option that is setup for each Rank (in General Codes > Personal Details > Ranks).

By default, each rank needs no other definition, so it is considered as your Crew.
But you can as well define a rank to be a Supernumerary or Staff:

Batch Operation

It is possible to provide batch modifications of column values:

You should first tag the crew members whose data need to be modified. Then you can select any column that is allowed for editing.
Right-click on a cell that you want to edit, from pop-up menu choose Column Common Entry item.
A special box will appear for a value input.

It can be free input field;

If the modified column has a pre-defined list of values, they will be offered as a dropdown;

If this is a field for numeric input, you will be able to input digits only;

If modification of a field requires the modification of some linked field (e.g. payscale code & table), the popup will offer all linked fields for modification.

Once you click OK, a log will display results of modifications. So, you will be able to see if some rows were not modified. 

Please note that if any row had any value in place, it will be overwritten by this new input.

Add Reliever

On the same screen, it is possible to select a reliever for a planned off-signer.

Click Select Reliever button.
A standard Find Form (like with adding on-signer) will appear, suggesting to find a person.
It contains four tabs: Direct Input, Position Criteria, Advanced and Onsigners:

1. The Direct Input tab is the most frequently used and easiest one. It is usually used when a user knows either the exact pin or a name (or a part of the name).
   For searching by names, you can switch on either Partial Match at Beginning/Partial Match Anywhere Search Type.

   A color of a record in a list of potential relievers indicates if a person:
   
   Green - has a suitable planned activity;
   Black - has a suitable current activity;
   PIN is displayed on yellow background - has a suitable activity which is already used in another crew change;
   Red - is terminated;
   Grey - does not have a suitable activity. 

   
   
   Cert, Medical and Trav Doc columns indicate whether a person has some expiring or missing documents. 
   Starting from ver. 2015.1, there exists an additional validation & indication for Medical documents that are defined as Restricted. 
   
   Click Get Result, select needed person from the list, click Copy Selection button. 
   The reliever will be added to Reliever column for the off-signer record: 

   Note: This reliever will automatically appear on the On-Signing page for current crew change.

   
   
   

2. The Position Criteria tab helps you to find crew who meet requirements for a particular position. 
   
   You can select Position, Activity type and Planned Activity Start date and search for persons who satisfy these criteria: 
   
   
   
   Also, here you can see a group of options: Requirements selection.
   
   It is enabled only if selected position has set requirements in Requirements Profile module. 
   In our example: Vice Captain has docs. requirements which are shown on the right in Requirements box. 
   
   You can define criteria, according to which search will be performed:
   
   1. Perfect match. Employees whose rank equals to the selected position and who have all the documents required (none of them expired).
   2. Expired Certificates. Employees whose rank equals to the selected position and holding all the required certificates but one or more are expired (red) or are about to expire (yellow).
   3. Missing Certificates. Employees whose rank equals to the selected position but who are missing one or all certificates.
   4. Wrong Rank All Certificates. Employee whose rank does not equal to the selected position but who hold all of required certificates.
   5. Wrong Rank holding all required certificates but one or more are expired (red) or are about to expire (yellow).
   
   Click Get Result, select needed person from the list, click Copy Selection button. 
   
   This crew member will appear in the on-signers list.
   
   

3. On Advanced tab, you can use the Adonis Query tool to find persons using your criteria: 
   
   
   
   

4. On Onsigners tab you can easily choose among all persons that can be signed on as a reliever. 
   
   Just click Get Result button. 
   When a list of people appears, you can choose between all shown persons: 
   
   
   
   If you have a wide list, it is possible to find person in the list by pin/name, and the program prompts for corresponding option as you begin typing.
   
   For a person to appear in the list:
   
   he should have a Current Leave activity (without Date to), linked to crew change vessel in ETA-ETD period;
   or should have a corresponding vessel chosen as a payroll vessel (Personal Details/Employment view).
   
   
   

From Rotation tab

If you have Allow change on/off signing date and update rotation shift option ON (in Global Options > Crew Change), then the Find person form will have additional From Rotation tab:

It will offer you a list of persons who are assigned to shifts in Rotation Planning module where Date From corresponds to the selected port.

Set Up Leave Activity Properties

For Planned (not yet confirmed) crew change, it is also possible to input some additional Leave activity details.
Select needed person, choose Leave activity type from drop-down, enter number of Leave Days:

To input some additional details, right-click the row under Leave Activity column and select Leave Activity Properties option.

In the appeared Activity Setup window, at Payroll/Additional tabs - add all needed data.

Confirm Off Signing

On the Off Signing screen, you can see a list of the crew that are planned to sign off the vessel on this date.

Once a person is selected as off-signer for a crew change, and all information is filled in/checked.

Then a crew member has actually signed off, you need to confirm his crew change.

Confirmation of Off-Signers is done similar to On-Signers.

In that case Confirm Crew Change button is disabled.
You can do it only on the date of crew change or later.
First you should tag all persons that you'd like to confirm and click Confirm Crew Change button:

After you clicked the button, system prompts the number of persons and exact sign off time.
After clicking OK:

Person's Current activity is set Historical saving input time (in Activity datagroup);

Sign Off status for crew change now changes from PLND to CFMD and the records which are successfully confirmed become grey (after that, it is not possible to edit any details).



If the system is unable to perform the confirm operation, message will inform you about that.
You can check the log for more details.

E.g.: If a user wants to confirm a crew change, but some person does not have a current seaservice activity, you should make sure that you have confirmed his sign on first.

From ver. 2016.2, we improved system behavior for integration with LabelCraft / Vingcard interface.

It is no more necessary to perform manual update of the person's status.

Once a person's crew change is confirmed, LabelCraft data is updated automatically without additional user actions.

Undo Confirm

If you want to roll back confirmation for some reason (off-signer was confirmed by mistake, or circumstances changed after confirmation), it is possible to un-confirm the record.
Select the required row and click Undo Confirm command under Manage menu:

After rolling back confirmation:

The Sign Off status will back from CFMD to PLND.

The Activity status – from Historical to Current.

Move Crew Change to History

After an actual crew change has been confirmed, you may go to the next stage - confirmation of travel activities on Travel Info page.
If you do not need to fill in travel information and consider the work with the particular crew change completed, you may set its state as Historical and it will be moved to Historical view.
For more details see here.

Label Craft - Vingcards Gangway Control System

The IP server implemented in Gangway Control is typically used to add and modify person data, and print person cards, as well as receiving data and status information from the Gangway Control Server and the third-party client application program.
The protocol allows many client computers to be connected at the same time.

Also, every client computer can print card on up to 30 different card printers.

In short, the IP server turns the Gangway Control server computer into a true database and printer server.
For instance, it is possible with one single command to add or update a person's data, and at the same time print a new person card directly from Adonis, illuminating the need to add the persons manually in the gangway system.

Setup

General SETUP

Please go to Setup > Global Options > Modules > Label Craft:

1. Please, define IP Server Gangway control system, port and the printer port name.
   
   The Print Port Name is needed to define which printer to use. If parameter command ADDUP (PRN_PORT) is blank, the parameter PRN_PORT will be ignored.
   
   

2. Fields for interface: these are the information fields to be checked & sent to the Gangway control system.
   CabinId: The Cabin is always defined with cabin(door) number and bunk or bed. A cabin can contain more than one bunk or bed for each bunk bed they are handing out a cabin id.
   
   

3. Photo (PUTPIC Command) - if ON, then printing crew card or updating a record automatically updates a crew-member's photo. Note, that a picture must be stored in jpg format.
   
   

4. Custom Fields - LabelCraft interface offers 60 fields where a customer can store any additional information. By inputting any number from 1 to 60 you can define in which field the corresponding info will be stored.
   

   Please, inform LabelCraft if you intend to use the Custom Fields, for example to display Rank on a Card, so that they are able to provide the correct data storage.

   
   
   

5. Person Type Code. Enter a code that will be used when a person is considered as a visitor or a crew:
   
   To define a visitor, enter C in the Visitors field.
   To define a crew, enter V in the Crew field. 
   

   If a rank has Supernumerary option ON in General Codes setup - it is considered as rank for Visitors (person will be with Status - Visitor on the printed card). For example:
   

   
   
   So, person with Handyman Rank will be with Visitor Status. 
   
   PIN's Length allows setting the maximum length of a pin number and adding the leading zero(s) if the actual length is less then the maximum length. The defined maximum number will not truncate the pin number if the actual length is greater then the given maximum length.

Cabins Setup

In the system, it is possible to setup the cabin structure for each vessel.
The cabin id will be sent to the gangway control system.

Code is a unique Adonis code.
Text is the descriptive name.
Sort is sorting of the code in drop-down list. The codes with the smallest number will be shown first, the ones with biggest number will be shown last.

'0' means the very first.

Is Passive: set to make this code passive (hidden in drop-down).

You can define a Capacity to each cabin type.

Please go to Setup > Organization Structure > Vessel > Safety > Cabins:

The structure of the cabin id can be for example 11 or 11A, 11B:

11 is a cabin number (for single cabin);

11A – 11 is a cabin number, A is a berth/bunk.

11B - 11 is a cabin number, B is the second berth/bunk (for double cabin).

For additional information, read The Cabin Allocation Module manual.

Ranks Setup

Ranks should be set up in General Codes > Personal Details > Ranks:

1. Supernumerary option 
   
   If a rank has Supernumerary option ON - it is considered as rank for Visitors and the crewmember is exported as VISITOR, not CREW
   
   with Status = Visitor on the printed card. 
   With any of rest options set, it is considered as rank for Crew and the crewmember is exported as CREW not VISITOR 
   with Status = Crew on the printed card.
   
   

2. Interface xref -> LabelCraft – Optional setup
   
   If you set a rank code as 'Standard Code of':
   
   Group Code / Security Group - rank is automatically set passive;
   None – rank is available in Group Code / Security Group drop-down menu:
    

   

   
   
   So, you can create a set of ranks used only in LabelCraft & assign them to the real ranks used in your organization structure.

Functionality

INTERFACE IN CREW CHANGE MODULE

The Crew Change module gives an overview of the upcoming crew changes (on- and off-signing crew):

At On Signing tab, the end user can select the crew who is planned to sign on & assign him to a cabin.
By clicking LabelCraft icon, for the selected person(s) it is possible to:

print cards (what data is displayed on the card depends on Global Settings – see General Setup section above and Print Card section below);

update info in LabelCraft (e.g.: new cabin id);

set status to Boarded /Ashore/ Deactivated for his crew card.

INTERFACE IN CREW LIST

A user can select the LabelCraft interface right from a crew list using the right-click menu.
The system will then send the selected crew to LabelCraft:

The following options are available:

Print Card (what data is displayed on the card depends on Global Settings – see General Setup section above and Print Card section below);

Update;

Set Status: Boarded (Activate) / Deactivate (Sing Off) / Ashore / Never Boarded).

PRINT CARD

Based on the global setting (see Setup section), the following parameters can be exported:

Global Setting	Parameter	Value/ Adonis DB	Comment
Person ID	PERSONID	PIN
Cruiseid	CRUISEID	N/A
Fname	FNAME	FIRST_NAME
Mname	MNAME	MIDDLE_NAME
Lname	LNAME	LAST_NAME
Birth	BIRTH	BIRTHDATE	yyyy-mm-dd
Gender	GENDER	SEX	Male/Female
Country	COUNTRY	PWCOUNTRY.COUNTRYNAME	pwcountry.countrycode=p01.nationality
Cabin	CABIN	PW001P03.CABINID (current activity) Or (used from crew change module) PWCCMCHANGECREWLIST.CABINID	Only need the "door number", the last character can be ignored. Example 123A cabin=123, 001B cabin = 001
Bunk	CUSTOM<field nr from Global Setting>	PW001P03.CABINID (current activity) Or (used from crew change module) PWCCMCHANGECREWLIST.CABINID	Last character of cabin123A bunk=A, 001B bunk=B
DateFrom	DATEFROM	PW001P03.DATEFROM (current activity) Or (used from crew change module)PWCCMCHANGECREWLIST.DATEOFCHANGE
DateTo	DATETO	pw001p03.todateestimated	This is the "real estimated end date. If there exist a "planned promotion" then we use the estimated date of the promoted-to record
Picture	PICTURE	Passphoto of the person (JPEG)	If no photo exists in the database then we don't update the picture.
Rank	CUSTOM<field nr from Global Setting>	PW001P03.NUMORGID if this is not linked to a position then export pw001P03.RANK (use pw001c02.text)
Security Group	CUSTOM<field nr from Global Setting>		Displays the LabelCraft setup field "Group code / security Group" that corresponds to person's rank
Person Type	PTYPE	if pw001c02.options like '%S%' - then value set for visitors, else value for Crew
Lifeboat description	CUSTOM<field nr from Global Setting>	PWORGVESLB.NAME	Displays the name of a lifeboat that is linked to a person's cabin in Crew Change module

Transfer Vessel

There can happen situations, when a crew member signs off a vessel, but signs on another vessel instead of taking a vacation. For such situations, the ordinary procedure when all off-signers get a Leave activity does not fit.
Because the crew member needs one Onboard activity on vessel 1 followed by next Onboard activity on vessel 2.
This can be handled in Adonis using Vessel Transfer functionality.

So, in brief, you should:

1. Sign a person on the vessel 1, confirm crew change;

2. Sign this person off vessel 1, clear leave activity, select Disembarkation reason, select the vessel 2 he is going to sign on next, confirm crew change;

3. Sign this person on the next vessel 2 on the same date as he signed off previous vessel 1.

SETUP

The following setup needed to be done beforehand:

A user should have Write access to the field C132 Vessel Transfer in Adonis Control Centre > Fields > Crew Change > Off/On Signers View:

Enable Allow 'Vessel Transfer' selection option in Global Options > Modules > Crew Change:

When Allow 'Vessel Transfer' option is ON, the Vessel Transfer column appears on Off Signing tab in Crew Change module:

1. Find the person that transfers ships, clear Leave Activity field for him/her.

2. Click Vessel Transfer drop-down to select the vessel where the person signs on next.
   This will give information where the person moves to.
   
   
   

   

3. Under Disembarkation Reason you can select for example Ship Transfer
   Disembarkation Reason codes to appear in the list, should be previously added in General Codes. 
   
   Blue record font indicates Vessel Transfer for this person. 
   
   After Sign Off is confirmed, Leave activity will not be created for persons with Vessel Transfer.
   

The next step is Adding this person as On-signer to another vessel on the same date as he left the previous vessel. 

After we are finished with crew changes, we can check person's activities:

Done!

Perform Promotion

For the cases when a person changes position onboard or continues working with new payscales, you need to use the Promotion view in Crew Change.
It shows you all position changes scheduled for this date.

Click the Select Crew button to find persons who should be promoted:

The Find form will show only persons onboard.

Record in black font means that the person has appropriate current activity;

Green font means that the person has planned activity.

Red background in Sign On Date column means that this person is not linked to the current crew change as on-signer.

Select the correct person and click Copy Selection button.
After selection, the crewmember's data will be displayed on Promotion tab.
You can select new payscale, position, rank, crew id (by clicking 3 dots) under After Promotion grid section:



You can add any comments under Additional Details section if needed.

If you select wrong person by mistake, please select the record and click Remove button.

Confirm Promotion

Tick needed record, click icon to confirm the promotion for selected person.

Confirmation: click Yes:

You'll see confirmation details:

If the confirmation passed successfully:

1. Promotion status is changed from PLND to CFMD (the record font becomes grey at Promotion tab of crew change):
   
   

   

   
   
   

2. Current activity for that person is closed, and a new exact copy of an existing activity but with new crew id/payscale, position/rank information (depending what you changed) is created in Activities datagroup.

Please note:

• • 1. If new payscale, crew id, position or rank are left blank when confirming position change, then that information is copied form the original onboard activity.
       If selected person is assigned to a shift in Rotation Planning module, you should fill in either Crew ID or payscale table/code to confirm.
       If a payscale has a set of certain ranks defined, but selected payscale doesn't correspond to a crew-member's position, the system will display a warning.
       If a payscale is not linked to any rank, you can link it to any position.
       
       If a person is not assigned to a shift, you should fill in any of mentioned fields to confirm.

    2. The state of the Promotion Starts at ETA global option influences when promotion activity starts:
       
       

       

       
       
       If the option OFF, a current activity is closed on ETA date and a new promotion activity starts on ETA + 1. 
       If the option ON, the new promotion starts on ETA date and current closed activity Date to is set to ETA - 1
       
       

    3. Users can change the date of promotion (before confirming) in case when next promotion activity should start on another date as suggested by the program by default.
       
       Click Change Date field and define the correct date. 
       
       Note that it is not possible to change the date outside ETA-ETD period. 
       
       

    4. You can as well input data to fields Hrs worked last day / Hrs worked first day in Activity Details window.
       
       But before this, go to Global Options > Modules-> Payroll:
       
       

       

       
       
       If the option Manually register hours worked on sign and sign off day is selected, a possibility to register hours in Activities datagroup is enabled.
       If Register working hours on sign on and Register working hours on sign off options are selected: Hrs. worked first day and Hrs. worked last day fields are added to the activity details screen:
       
       

       

       
       
       System will automatically check if input values don't exceed maximal permitted time & will not allow promotion if they do.
       If the 1^st & last day are the same – then the system will check the sum of hours input for both cases.
       
       

    5. Note that persons can't be displayed at Off Signing and Promotions tabs simultaneously. 
       
       

    6. You can use Undo Promotion command to revert the changes back. 

Undo Promotion

If a person was promoted and even confirmed, it is still possible to return the situation as it was before promotion.
If a user clicks Undo Promotion button, promotion will be 'undone' for the selected person:

This functionality reverts promotion to the state as before 'Confirm Promotion' was executed:

1. The record status is changed from CFMD to PLND and displayed in black font:
   

   

   
   
   

2. Next activity is deleted and Date To of the current activity is cleaned (in Activity datagroup):
   
   

   

Please note:

Then it is possible to change promotion data and confirm promotion again, or to delete promotion.

Besides, it is possible to delete promotion activity of a person, that was confirmed (from Activity datagroup).
As a result, this person will be deleted from Promotion tab in Crew Change as well, even if promotion was confirmed.

If a promotion was created in Rotation Planning module, the system will display a warning with 2 options.
The result in the system changes will be as it is described below:

Undo removes Promoted_To activity with a new Position/Rank (the crew is deleted from the Promotion shift in Rotation Planning Module; the entry for promotion is removed as well);

Unconfirm - activity is not removed, only the state will be updated.

Promotion entry is changed back from Confirmed to Planned.

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual.

Add Travel Activity

Inputting and Confirming Travel Activities

After an actual crew change is confirmed, you may go to the next stage - confirmation of travel activities on Travel Info page.
Here you can enter the travel days for which the crew is entitled for and get the flight Itinerary (once the travel booking will be done through Adonis).

1. On the top of the working space you can see View Filter with two options:
   

   Signing Off Travel = will list all Off-Signers to create a travel activity for them;
   Signing On Travel = will list all On-Signers to create a travel activity for them.
   
   

2. Create Planning - is used for creating planned travel activities (see Step 2 below).
   
   Confirm Travel - can only be done after you confirmed the sign-on and sign-off in the crew change.
   

Step 1: Fill in travel information

1. Find the person who needs a travel activity.
   In the Activity in Between 1 input the number of days and activity type.
   
   You can specify up to three travel activities.
   
   For example, they may be travelling, then staying in a hotel, then travelling.
   If more than 1 activity is needed, use the fields Activity in Between 2 and Activity in Between 3.
   

2. The system calculates corresponding fields for On/Off Signing tabs dynamically:
   
   Leave Activity Date (Signing Off view) is dynamically calculated as:
   Date Of Change + Days of 3 activities In Between + 1 day
   
   Leaving Home (Signing On view) is dynamically calculated as:
   Date Of Change - Days of 3 activities In Between - 1 day
   
   
   
   You can see that activity is highlighted yellow. This is to indicate for the user that number of days and activity type were selected for the person, but Create Planning button was not clicked.
   It means that planned travel activity does not exist for the person yet. 
   
   To navigate and in-fill the data with convenience, you can use the following shortcuts: 
   
   Down arrow key to move to the below row in the same column;
   Tab or Enter to move to the next column in the same record;
   Shift+Tab to move to the previous cell.
   

   At this stage, a Travel activity is not created in Activity datagroup.
   It will be created when you confirm travel.

   
   

Step 2: Create planned activities

There is however a possibility to create a planned travel activity from Crew Change module for on-/off-signers.

For that:

Select the correct person;

Ensure that number of days and activity type is selected in Activity in Between 1;

Click Create Planning button under Manage menu:

You will see a Confirmation question if you want to create a planned travel activity for the selected persons. Click Yes.
You will see a log with details.

As a result, a Planned Travel activity of the defined type and length will be created for the person in Activities datagroup:

For payroll purposes, this planned travel activity (created from Crew Change module), has Date To filled.

Step 3: Add flight information

You can also add flight details information on Travel Info page.
This will not generate any booking, but a user can store flight information here.

Flight Itinerary:

Once a flight is requested and issued by the travel agent, you can see the detailed itinerary for each single crew member.
Just click a small sign to view/get the itinerary as in the example below:

Step 4: Confirm travels

After you have filled in all information and checked it, you can do confirmation.
For that select the correct row(s), click Confirm Travel button and click Yes in the Confirmation box:

In Crew Change Summary and Log windows you can ensure if the travel activity confirmation is successful.
You will see that status is shown as CFMD (confirmed) in Travel column. 

It is possible to confirm individual travel information for persons who are confirmed at On Signing or Off Signing tab. 
So, now a user can confirm one or several on-/off-signers, and confirm travel information for them.

After confirmation, planned travel activities created from Crew Change module are set Historical.

In case if planned activities were not created (Create Planning button was not pressed, Step 2),
historical travel activities will be created for the persons based on the input data (activity type and number of days). 

Step 5: Move to History

When all work with certain crew change record is done (sing on/off; flight bookings; travels are confirmed), it is possible to set this crew change as Historical.

You don't have to set the crew change Historical at this very time, it can be done later, if necessary.

Please see here

Batch Operation

It is possible to use Column Common Entry to add the same number of days or the same Travel activity to multiple crew:

Stand on the field that you want to update;

Click Column Common Entry icon under Manage menu or select command from right-click menu;

In the screen that appears enter the value you want to be added to the selected crew;

Click OK.

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual.

Create Voyages

There are two ways you can use to create voyages:

Using the Create Voyage ribbon command.

or

From the Voyages tab.

To create a voyage with the help of the Create Voyage ribbon command, follow the steps below:

• • 1. Select the calling port to which you want to link a voyage and click Create Voyage on the ribbon:

       

    2. In the displayed dialog, fill in the mandatory fields: Voyage/Cruise ID and Name. Other data is fetched based on the selected calling port.
       

       Mandatory fields are marked with yellow triangles.

       
       

    3. Click OK to save the records.

As a result, a new voyage appears in the Voyages grid.

To create a voyage from the Voyages view, proceed as described below:

• • 1. Switch to the Voyages view and click New on the ribbon. Clicking the command opens the Voyage Details dialog:

       

    2. In the Voyage Details dialog, fill in the fields as below:
       
       Vessel is predefined based on the active vessel.
       Voyage/Cruise ID. Enter a unique alpha-numeric APM identificator of a cruise.
       Name. Specify the name of a cruise.
       Departure Date (by default, the current date is set). Select the date when a cruise starts.
       Arrival Date (by default, the current date is set). Select the date when a cruise ends.
       From Port. Select the port from which a vessel departs.
       To Port. Select the port to which a vessel arrives.
       

       Mandatory fields are marked with yellow triangles.

       
       

    3. To assign a cruise to a calling port, click Link Existing at the bottom of the Voyage Details dialog. This opens the Itinerary - Link Existing Calling Port(s) dialog where you can select the port(s) to be linked to a cruise.
       
       On completing, click Link to proceed.
       

       Linking to calling ports is accessible only in case the departure and arrival dates of a cruise match the dates of calling ports.

       
       

    4. A cruise plan is then ready. Click OK to confirm.

       

As a result, the added cruise appears in the Voyages grid.

Book Flights

The Flight Bookings page will help you to book flights for a group of crew members: on-signers or off-signers.
The interface and the available functions depend on the chosen Travel interface.

The available travel interfaces are: RightRez, Instone, CrewLink, Griffin Marine, E-mail, None and Manual.
The setup should be done by administrator in Global Options > Travel Interface:

The information you need to input depends on the travel interface you'll choose.

With the following interfaces, you can book flights from Crew Change module:

RightRez;

E-mail;

Griffin Marine;

Instone;

CrewLink.

Let's review each of them in details.

RightRez Travel Interface

RightRez provides dynamic air booking solutions, air itinerary management tools, innovative re-shopping tools.

RightRez manages your air reservations from start to finish to support and improve your current air department processes, find
lower fares, ticketing and reporting.

Interfacing with Adonis

Travel bookings requests are sent directly from the Adonis Personnel Manager to the RightRez booking server.
The response with flight details is received almost instantly.
Currently, there are two places in APM where this integration is implemented:

the Flight Details datagroup (to book a flight for one person);

the Crew Change module (to book for several crew members at the same time).

Setup

Open Setup > Global Options > Datagroups > Travel Interface, select RightRez from drop-down in Interface field:

1. If RightRez interface is chosen, it may be necessary to contact RightRez for settings details: http://www.rightrez.com/
   
   

2. Earlier, vessel account information could be taken from Ship Code and Account Code fields. It was not always convenient for companies, where several vessels could be charged for booking flights.
   
   This situation has been amended in the following way:
   A new option Ship code from vessel rates is added to Global Settings. It is possible to select the option and to define, which vessel rates will store ship code and account information in Vessel properties > Rates tab.
   
   When this option is selected, the Ship Code and Account Code fields become disabled and not taken into account. For the program to understand, vessel rates of which Vessel should be considered, you need to choose a vessel from the drop-down in Vessel to be Charged field that was added to Book Flight window in Flight Details datagroup.
   
   To identify, which site makes bookings, it is needed to define, which security level will make bookings for this or that site. This can be done also in Global Settings:
   
   Click

   

   , input level and vessel.
   To remove the record, click

   

   .
   
   In our example, the settings are defined in such a way: all users on security level 01 (security level 01 on each site) will make bookings for a vessel Spring, from security level 02 - for an Office, and security level 03 - for a vessel Summer:
   

   

   
   
   When Default arriving date one day before Crew change ETA option is selected, the default arrive date/time for On-signing crew is one day before the ETA of the crew change. This means that if the Book button is clicked on the Flight Bookings tab (on to Vessel view), the Arr.Date is set to ETA – 1 day and Arr. before time to 23:59.
   If a user manually enters another date, this date is used for the booking.
   
   This option is used for those who use Crew Change module for flight bookings.

Functionality

In case if RightRez interface has been chosen, you need to open a crew change, switch to Flight Booking tab to book a flight:

1. Select the view in View Filter section: From Vessel (for Off-signers: crew travelling home)
   
   or To Vessel (for On-signers: crew travelling onboard) to operate with.
   
   

2. button will open Add Crew box containing all the crew that is assigned for On-/Off-signing crew change respectfully.
   
   Tag pins that you want to book flights for & use Copy Selection button to proceed.
   
   Crew members will be added to the Flight Booking tab:
   
   
   Please check and fill in the necessary information to book the flights:
   
   For Signing Off Travel - Dep. Airport, Dep. Date and Dep. After Time fields are mandatory.
   Home Airport is shown automatically in the Arrival Airport field;
   
   For Signing On Travel - Arrival Airport, Arrival Date and Arrival before time fields are mandatory
   Home Airport is shown in the Departure Airport field.
   
   If Home Airport is not defined in the Personal Details datagroup, these fields will be blank in both cases, and you need to choose the needed airports.

   Departure Date can't be less than today's.

   
   
   To select an airport, click a button with dots near airport field. Select Airport window will appear: It is possible to search airport name or airport code. Just start typing and the program will prompt you a variant.
   
   Passenger Type, Nationality, Passport Country, Passport Expires and Passport Number are filled in automatically (fetched from Personal Details, Travel Documents datagroups).
   
   When done, please tick needed records and click Book under Manage menu. 
   The system automatically groups persons according to their nationality and departure/arrival airports and sends the requests to RightRez.
   
   Book button is disabled until all mandatory fields are filled in and the Departure Date is chosen correctly.
   There cannot be more than 9 persons in 1 request; you will receive as much responses as the requests sent.
   Use Remove button if you do not want to create booking request for some tagged persons.
   
   Note that it is only possible to remove a crew until you've sent a request using Book button.
   
   

So, when you click Book button, all the inputted information is sent to RightRez server.
Then it is possible to retrieve confirmation/costs information from RightRez (use Retrieve button under Manage menu).

Statuses Explanation:

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual.

E-Mail Travel Interface

Open Setup > Global Options > Datagroups > Travel Interface, select E-mail from drop-down in Interface field and enter all needed data.

If E-mail interface is chosen, you can not book flights directly from APM but can send flights requests to special responsible for flights booking person:

The defined information will be added to mails by default: Address, Subject, Header, Footer, Signature (user's name).

The body of the mail will be flight details (PIN, Name, Nationality, Passport information, Airports, etc.).

If the option Add users name is selected, then the name of the user who created a flight record, will be shown at the bottom of the mail.

Click OK to save the settings.

Creating flights requests from Crew Change module

In case if RightRez interface is chosen, it is needed to open needed crew change, switch to Flight Booking tab:

1. Select the view in View Filter section to operate with:
   
   From Vessel (for Off-signers: crew travelling home);
   To Vessel (for On-signers: crew travelling onboard).
   
   

2. button will open Add Crew box containing all the crew that is assigned for On-/Off-signing crew change respectfully.
   Tag pins that you want to book flights for & use Copy Selection button to proceed.
   Crew members will be added to the Flight Booking tab:
   
   
   Please check and fill in the necessary information to send the flight requests:
   
   For Signing Off Travel - Dep. Airport, Dep. Date and Dep. After Time fields are mandatory.
   Home Airport is shown automatically in the Arrival Airport field;
   
   For Signing On Travel - Arrival Airport, Arrival Date and Arrival before time fields are mandatory
   Home Airport is shown in the Departure Airport field.
   
   If Home Airport is not defined in the Personal Details datagroup, these fields will be blank in both cases, and you need to choose the needed airports.

   Departure Date can't be less than today's. 

   
   
   To select an airport, click a button with dots near airport field. Select Airport window will appear: It is possible to search airport name or airport code. Just start typing and the program will prompt you a variant.
   
   Passenger Type, Nationality, Passport Country, Passport Expires and Passport Number are filled in automatically (fetched from Personal Details, Travel Documents datagroups).
   
   Use Remove Crew button if you do not want to create booking request for some tagged persons.

   Note that it is only possible to remove a crew until you've sent a request.

   
   
   When done, please tick needed records and click Book Flight under Manage menu.

When you checked data, filled mandatory fields, tagged needed crew, selected Book Flight button and confirmed, the message box appears, e.g.:

You can edit the info or attach files to the mail, if needed.

Click button and a mail with the all details will be sent to the person (e.g. travel agent), whose address was defined in Global Options.

If operation passed successfully, record status changes from None to Posted.

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual.

Griffin Marine Travel Interface

This is the travel interface introduced for booking flights through Griffin Marine travel company.
Open Global Options > Datagroups > Travel Interface, select Griffin Marine from the drop-down in Interface field:

Select Griffin Marine.

Click Apply.

The workflow using Griffin Marine travel interface can be described by a diagram below:

Currently, there are two places in APM where this integration is implemented:

the Flight Details datagroup (to book a flight for one person);

the Crew Change module (to book for several crew members at the same time).

Once the booking request is created, it is added to the Flights Requested tab of the Travels module.

Flights Booking from Crew Change module

Open needed crew change, switch to Flight Booking tab:

1. Select the view in View Filter:
   
   
   From Vessel - for Off-signers to operate with;
   To Vessel - for On-signers to operate with.
   
   

2. button will open Add Crew box, containing all the crew that is assigned for On-/Off-signing crew change respectfully.
   
   Tag pins that you want to book flights for & use Copy Selection button to proceed.
   Crew members will be added to the Flight Booking tab with NONE status, for example:
   
   
   Tag the requests that you would like to be processed by your travel agent & click Book button under Manage menu. So, the requests will be sent to your travel agent.
   Their status of the sent requests will be changed from NONE to Flights_Req.
   
   As from now, your flight booking can be found in the Travels module at Flights Requested tab.
   
   Use Remove button if you do not want to create booking request for some tagged persons.

   Please note that it is only possible to remove a crew until you've sent a request using Book button.
   If the request has already been created/sent, you should use Cancel button instead (tagged crew members will have their booking status as Cancelled once this is processed by your travel agent).

   
   
   Change Request – click if you would like to modify the details that have already been requested.
   This will remove existing flight segments for a request & offer you to input data on another possible segment (this is possible only for bookings with Approved status).
   
   

   If you cancel a booking with Flights_Req status, it gets the Cancelled status.
   
   If you cancel Approved booking, it gets the Cancel_Req status.

   
   
   Click Notes button to leave some notes.

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual.

Follow-up Workflow in Travels Module

Once the request is created via Crew Change module, it is added to Flights Requested tab of the Travels module.

See separate The Travels Module manual for all details here.

Instone Travel Interface

Setup

This is the travel interface introduced for booking flights through Instone travel company.
First you should make the necessary settings:

Step 1:

To be able to work with Instone travel interface you should select it in Setup > Global Options > Datagroups > Travel Interface:

Please select Instone from dropdown menu, then provide url for server that will process your bookings, your Client ID, login ID & password.

Server url, Client ID, Login section are mandatory as they should contain your credentials for data exchange with your travel agent.

Please contact ATP Instone company to get all data and credentials.

Mandatory fields. You can as well define whether Admin code & Cost center will be required as mandatory fields for your flight bookings.

Show XML before/after send/receive. This is more an administrative option for debugging.
When it is turned on, you will see each xml to be sent/received when you create bookings & get confirmations from processing center.

Step 2: Create Admin & Cost Center Codes

These fields are necessary for managing ATP & can be defined in Setup > General Codes > Travel:
Click button to add needed codes:

You can also allocate Cost Center & Account Number for corresponding Cost Centre general code (various teams can have the same Cost Center but different Account Nr.).

Account Nr. is stored as text value (as an account number can start with zero).

Setting the checkbox (in appeared window) for an organization level will make current code available for this level only:

Functionality

Booking from Crew Change module

To perform bookings, please select the required crew change port & switch to Flight Booking tab:

1. Select the target view in View Filter section to operate with:
   
   From Vessel (for Off-signers);
   To Vessel (for On-signers).
   
   

2. 

   button will open Add Crew box containing all the crew that is assigned for On-/Off-signing crew change respectively.
   
   Tag pins that you want to book flights for & click Copy Selection button to proceed. Requests with NONE status for crew members will be added to the Flight Booking tab.
   
   Use Remove button if you do not want to create booking request for some tagged persons.
   
   Certain fields are mandatory to fill before you are able to book.
   
   You can add some travel information in a batch. If you select the Nearest Airport, Dpt.Date, Dpt.after time & click Apply button, this airport will be added as Arrival or Departure Airport (for tagged On-/Off-signers respectively).
   
   You can as well tag needed persons & select Admin Code & Cost Center for any of them, then this value will be populated for all tagged crew members.
   
   Note that Admin Code & Cost Center can be setup as mandatory fields in Global Options.
   Standard grid functionality enables you to change columns order, sort by any field & hide some columns that are not relevant for your workflow.
   
   Once you've filled in all necessary fields, tag your crew members & click Book button. A progress window will be displayed to see persons being processed.
   The status of processed bookings is changed from NONE to PENDING.
   
   As from now, your flight booking can be found in the Flight Inbox module at Flights Requested tab and all further steps should be done there.
   
   Click Notes button, to leave some comments, if needed.

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual.

Follow-up Workflow in Flight Inbox module

Once the request is created via Crew Change module, it is added to Flights Requested tab of the Flight Inbox module.

See separate The Flight Inbox manual for all details here.

Reschedule On-/Off-Signers

Reschedule On-Signers

There is a possibility to re-schedule on-signing crew to another crew change in Crew Change module.

Step 1: Go to Crew Change module > Calling Ports view, choose needed crew change > On Signing tab

Step 2: Select target person(s), click Re-Schedule button under Manage menu.

Step 3: Select needed crew change from available list, click OK:

In appeared window you can get summary and additional information:

Result:

Corresponding planned on-board activity for re-scheduled person will be updated accordingly (Start Date, etc.) in Activities datagroup. 

After adding person(s) to selected crewchange, the system removes records from On Singing tab in current crew change. The person appears at On Signing tab of newly selected crew change.

If there is link to Rotation Planning - the shift is updated according to new dates.

Re-Schedule Off-Signers

There is a possibility to re-schedule off-signing crew to another crew change in Crew Change module.

Step 1: Go to Crew Change module > Calling Ports view, choose needed crew change > Off Signing tab

Step 2: Select target person(s), click Re-Schedule button under Manage menu.

Step 3: Select needed crew change from available list, click OK:

In appeared window you can get summary and additional information:

Result:

Corresponding planned on-board activity for re-scheduled person will be updated accordingly (Planned End date) in Activities datagroup.

After adding person(s) to newly selected crewchange, the system removes records from Off Singing tab in current crew change.
The person appears at Off Signing tab of newly selected crew change.

If there is link to Rotation Planning: the shift is updated according to new date.

By clicking icon under Manage menu, you will be switched to The Crew Change Module help manual.

Locate Crew Change Data in Activities

Crew Change view in Activities Details window displays information from corresponding crew change record on Activities screen.

In this way, when opening an onboard activity, users will see necessary information from Off Signing, On Signing or Promotion tabs in Crew Change module.

For example:

1. An Onboard activity can contain information about on-signing/off-signing ports, embarkation/disembarkation reasons, and display comments from Off Signing/On Signing tabs (Remark column) in Crew Change.
   
   

2. If a person is promoted and promotion is confirmed, the previous historical activity will display the promotion port/date, the rank from which he was promoted in the Promotion From field and promotion rank in the Promotion To field. And the comments from Promotion tab if exist.
   
   You can select to display your inserted comment in Promoted_from or Promoted_to activity or both.
   
   Go to Setup > Global Options > Crew Change:
   

   

   
   
   

All this information is fetched from Crew Change module and is not editable in Activities screen.

Users who need to see the fields, must have access to the following fields in ACC:

Routines – Datagroups – 230 Activities

Fields – Datagroups – Activities:
H462 Sign On Port
H463 Embarkation reason
H464 Sign On Comments
H448 Promotion Port
H449 Promotion From
H460 Promotion To
H461 Promotion Comments
H445 Sign Off Port
H446 Disembarkation reason
H447 Sign Off Comments

References

Frequently Asked Questions

How to Prepare 'Import Ports' File

It is possible to import crew changes for the same vessel & the same date but with different time.

Step 1: You should input all necessary data into excel file, for example:

1. Column A: Vessel short name.
   
   You can find it in Organization Structure > Vessel Properties > Identification:
   

   

   
   
   

2. Column B: Port code
   
   You will find the port codes in Modules > Ports:
   

   

   
   
   

3. Column C:
   
   

   ETA date [yyyy-mm-dd] – mandatory date format
   
   

4. Column D:
   
   ETA time [hh:mm:ss] – mandatory time format
   
   

5. Column E:
   
   ETD date [yyyy-mm-dd] – mandatory date format
   
   

6. Column F:
   
   ETD time [hh:mm:ss] – mandatory time format
   
   

7. Column G:
   
   Preferred port [Y] or [N]

How to set correct date/time format in batch:

ETA/ETD Date

1. Select all values in column > right-click > Format Cells.
   
   

2. Date category > [yyyy-mm-dd] type > OK

ETA/ETD Time

1. Select all values in column > right-click > Format Cells.
   
   

2. Custom category > define correct type = [hh:mm:ss] > OK

Step 2: Save this file in csv. format on your computer:

Click File:

Click Save As > This PC > select CSV (Comma delimited) format > click Save.

How to Set Not a Preferred Crew Change Port

Sometimes it happens that a vessel comes to a port, but crew change is not preferred on this specific date at that port.
It is possible to highlight such ports in Crew Change overview window.

Select one or several port records and click Not a preferred crew change item under Set State:

Confirm by clicking Yes. 

The selected port records get blue font and are highlighted light-yellow.

Do the same again if you want to remove Not preferred state from the port record.

How to Move Crew Change To Historical

When all work with certain crew change record is finished, it is possible to set this crew change as historical.

There two ways:

1. Select the needed record and click Set Historical item under Set State: 
   
   

   

   
   
   OR
   
   

2. Open needed crew change details and click

   

   icon under Manage menu:
   
   

   

   
   
   Click Yes to the question if you really want to set state to Historical for this crew change.
   
   During this, the system will perform a check if there are any unconfirmed records for this crew change or unconfirmed activities linked to it.
   
   Let's look at some cases:
   
   If there are unconfirmed records in crew change, it can not be set to Historical;
   
   If there are unconfirmed records in crew change, but activities linked to them were confirmed from Activities datagroup manually, the crew change record status will be set to Confirmed as well, and after that the crew change will be moved to Historical tab with the Historical status;
   
   If the activity is planned, then the crew change record and the activity will be deleted during setting Crew Change to Historical. The corresponding warning messages will appear;
   
   If there exist unconfirmed Travels for current crew change, it will not be set to Historical. Warning message explaining the reason will be displayed.

How to Move the Crew Change from Historical to Current Back

Sometimes it happens that a crew change record is set to Historical by mistake.

Step 1: Using View Filter, select Historical view, open the necessary crew change on On-signing tab and choose a person for signing on ({}{*}it would be better to choose neutral person, e.g. TEST person):

Step 2: You will see a message informing that the crew change is set to Current. Click OK.

Step 3: Back to Current view, find this crew change, go to On Signing tab and remove the (test) person from crew change.

Confirm: Click OK.

Useful Links

You can check whether entered Port Code is correct in UN/LOCODE Code List by Country (United Nations Code for Trade and Transport Locations).

Click here to access UN/LOCODE Code List.

Related Topics

The following manuals would be useful for you to read/review for additional information:

Ports module, here

Contacts module, here

Rotation Planning module, here

Cabin Allocation module,Here

Travels module, here

Flight Inbox module, here

You can click button under Manage menu of any above module in APM and be switched to on-line instructions.