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Flight Bookings - Travel module

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The Travel interface named Griffin Marine allows for a semi-manual process of booking flights in Adonis. Requested flights will appear in the module Travel, and it is possible to give access to this module to external users like a travel agent, or to an inhouse travel department. 

This article explains how to use the Travel Module in Adonis Personnel Manager with the Travel Interface set to Griffin Marine. 

Set Up

Global Options

In Global Option | Travel Interface you need to select Griffin Marine.


General Codes

Airports and Airlines

Airports and Airlines must be added in General Codes. These are normally imported during installation, but if it is missing then contact support@adonis.no who will assist. 


Cost Codes

For each booking it is possible to register the cost that occurs. You can set up which costs you want to have available for input in General Codes


Ports

Each Crew Change Port must be set up with the nearest airport. This airport will be used as default arrival airport when travelling to the vessel, and as default departure airport when travelling from the vessel. 

The airport is added by opening the specific port and then adding the airport in the Nearest Airport field. 

Person Information

In order to request a flight from either Crew Change of Data groups | Flights there are some mandatory information that needs to be added to the crew. 

  1. Home airport
    This will be used as the default departure airport when person is travelling to the vessel, and as the default arrival airport when travelling from the vessel. 
  2. Passport
    The information of a person's passport will be included in the flight request


Workflow and Process

The workflow of the Griffin Marine Travel interface can be described by the diagram below: 


Flight Booking via Crew Change Module

To access Crew Change module, click  icon on Modules ribbon.

You should switch to Flight Booking tab:

  1. Select the view in View Filter section: From Vessel (for Off-signers)/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:



    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/Delete 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 using  button you will be switched to The Travels Module on-line user's manual.

Once the request is created, it is added to the Flights Requested tab of the Travels module (see Follow-up Workflow in Travels Module section).

Flights Booking via Flight Details Data group 

A booking can be created in Flight Details data group.
Please select the correct person in your crew list then switch to the data group.
You'll see the following screen:

New/Manual Book

to create flight booking.
It gets NONE status after saving.

Flight Request

tag the request that you would like to be processed by your travel agent & click Flight Request button.
So, it will be sent to your travel agent. Status of the sent request 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.

Delete/Cancel

use Delete button if you do not want to create booking request for person.
Please note that it is only possible to delete a person record until you've sent a request using Flight Request button (with NONE status).
If the request has already been created/sent, you should use Cancel button instead (crew member will have booking status as Cancelled once this is processed by your travel agent).

  • 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.

View
or double-click the record

to see record details.

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).

Segments

to add/view flight segments.

Travel Costs

calls a pop-up window where you can add specific information related to the person's trip expenses.
This may be accommodation, taxi bills, etc.

  • Costs codes should be previously created in General Codes > Travel > Costs.

Use  button or command from right-click menu to create a booking for the tagged person.
In Book Flight form input all needed information:

Booking/Purchase Nrs. are inputted automatically.
You should first select the Direction of the trip. It will define which fields are mandatory and which are disabled:

  • For To Vessel direction Arrival Date & Time are mandatory, Departure Date & Time are disabled & vice versa;
  • For To Vessel direction your Home airport is offered for Departure Airport by default;

    Your Home airport is offered for Arrival Airport when From Vessel direction is selected.
  • If you set Training check-box, select another Direction: 

    Departure/Arrival Airport and Vessel to be Charged are mandatory for any direction.
    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 fields are filled in automatically
    (fetched from Personal Details and Travel Documents datagroups).
    Click  button to leave some notes.
    Click OK to save the request.

 Once the request is created, it is added to the Flights Requested tab of theTravelsmodule (seeFollow-up Workflow in Travels Modulesection).

Follow-up Workflow in Travels Module

Once the request is created (via Flight Details data group or Crew Change module), it is added to the Flights Requested tab of the Travels module.

Each request offers you an expanded list with the description of flight options that are related to your itinerary (flight connection, transit airports, etc.).
To access it, click  icon on Modules ribbon.

  • Travels module is enabled only if Griffin Marine travel interface is chosen for flights booking (in Global Options). 


To have access to this module you should have corresponding rights set for routine 353: Travels in Adonis Control Center.

You'll see the next screen:

Use View Filter to switch between From/To Vessel pages to see corresponding requests.

Flights Requested tab displays the requests that were created in Flight Details datagroup/Crew Change module.
Cancel Requests tab displays the requests that were cancelled in APM but not yet cancelled by the travel agent. Once they are, system moves them to Cancelled tab.
Change Requests tab displays all bookings that were modified to change departure/arrival details as per initial request.
Using Approve button is possible only for Flights Requested to confirm that you agree on the offered flight options for selected request. This operation can be performed for several bookings simultaneously.
Import button performs the check of flight segments on the side of travel agent & imports them into Adonis database for corresponding bookings, linking them via Purchase Order field. The status is automatically set to Approved & bookings are moved Approved tab.

The Purchase Order (PO) is generated by the following rule: <PIN><SiteNo><Number> where SiteNo contains 3 symbols defining the site that creates the booking, Number contains 4 symbols for unique order from 0001 to 9999 bookings.

Expired button sets the status of tagged bookings to Expired & moves them to Expired tab.
Move Expired Requests button is used when Arrival Date (for Joining flights) or Departure Date (for Leaving flights) is greater than the current date. Requests are set to Expired status & moved to Expired tab. You don't need to tag any records, the whole displayed list for requested flights is being checked.
Travel Costs button calls a pop-up window where you can add specific info related to the person's expenses that correspond to a trip. This may be accommodation, taxi bills or other. Grid also displays the total amount of expenses but does not distinguish if these are in different currencies (e.g. USD 100 & EUR 200 are displayed as 300).

The list of available expense types should be modified beforehand in General Codes > Travel > Costs.

The list of available currencies should be modified beforehand in General Codes > Payroll > Currency.
Update button calls a pop-up window allowing you to modify data for a batch of tagged records.

Note that normally the Vessel column displays the value that corresponds to the selected Vessel To Be Charged. Usually, it is the same as the crew change vessel. But if they differ, the Vessel field displays two values (first - for crew change Vessel; second - for Vessel To Be Charged) separated by semicolon.

Leave notes, if needed. For this: click Notes button under Manage menu.
By using  button you will be switched to The Travels Module on-line user's manual


Please note:

  • Any person can be added to a crew change from Rotation Planning module. There exist situations when a person is assigned to another shift but the previous shift has some already booked flights.
    You may want to keep these bookings. This is also possible.If a shift is modified from Rotation module, the system checks for existing bookings. If it finds any, the user is informed & offered whether he wants to keep the bookings. 
  • If a person is kept assigned to remaining shift, it is not possible to remove bookings, they will be kept as they are.

    This also works when a user modifies the end date for Promoted_From shift of the promotion procedure. Warning message is displayed & system behaves according to user's decision. 
  • It is useful to know: if a flight cancelling is the result of manipulations in Rotation module (modifying shift dates for a crew member), then the flight is set to Cancel_Req status.
    New booking is not created.
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