...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
...
Contents
| Table of Contents | ||||||
|---|---|---|---|---|---|---|
|
Introduction
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 an in-house 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 the default arrival airport when traveling to the vessel, and as the default departure airport when traveling from the vessel.
...
The airport is added by opening the specific port and then adding the airport in the Nearest Airport field.
...
Person Information
To request a flight from either Crew Change of Data groups | Flights there is some mandatory information that needs to be added to the crew.
Home airport
This will be used as the default departure airport when a person is traveling to the vessel, and as the default arrival airport when traveling from the vessel.
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 the Crew Change module, click the
icon on Modules ribbon.
...
Select the view in the View Filter section: From Vessel (for Off-signers)/To Vessel (for On-signers) to operate with.
the button will open Add Crew box containing all the crew that is assigned for the On-/Off-signing crew change respectfully.
Tag pins that you want to book flights for & use the Copy Selection button to proceed. Crew members will be added to the Flight Booking tab:
Information in fields with a yellow background can be changed before the flight is requested.
The fields Comment, Accommodation, and Transportation can be used for additional information, This will show up in the same-named columns in the Travels module, and be available for the person that will book the Travel.
Use Remove/Delete button if you do not want to create a booking request for some tagged persons.
Please note that it is only possible to remove a crew until you've sent a request using the Book button.
Book the Flight
Tag the PINs with status NONE & click the Book button under the Manage menu. The requests will be sent into the Travels module.
...
As of now, your flight booking can be found in the Travels module at the Flights Requested tab.
Change the Flight
If you have requested a flight and need a change, then please select the line and press Change Request. You can change the information as per the below screen.
...
| Info |
|---|
You can only request a change for a flight in the Approved state |
Cancel the Flight
If the request has already been created/sent, you should use the Cancel button instead. Selected crew members will have their booking status Cancelled once this is processed by your travel agent).
| Info |
|---|
If you cancel a booking with Flights_Req status, it gets the Cancelled status. If you cancel an Approved booking, it gets the Cancel_Req status. |
Flights Booking via Flight Details Data Group
A booking can be created in the 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:
...
| Info |
|---|
Once the request is created, it is added to the Flights Requested tab of the travel module (see follow-up Workflow in Travels Module section). |
Follow-up Workflow in Travels Module
General
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.
...
You'll see the next screen and use the View Filter to switch between From/To Vessel pages to see corresponding requests.
...
Flights Requested tab displays the requests that were created in the Flight Details datagroup/Crew Change module.
The cancel Requests tab displays the requests that were canceled in APM but not yet canceled by the travel agent. Once they are, the system moves them to the Cancelled tab.
Change Requests tab displays all bookings that were modified to change departure/arrival details as per the initial request.
Flights Requested tab
In this section, the Travel Agent should input related costs and add a suggestion of flight segments.
...
To add the flight segments and information, it is possible to use the Import functionality. This will import a copied pasted text string with the segments directly from Amadeus. The flights are linked via the Purchase Order field. The status is automatically set to Approved & bookings are moved Approved tab.
| Info |
|---|
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. |
The expired button sets the status of tagged bookings to Expired & moves them to the 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 others. The 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).
...
If a flight canceling is the result of manipulations in the Rotation module (modifying shift dates for a crew member), then the flight is set to Cancel_Req status.
A new booking is not created.
Adding Cost
You can add costs related to the Travel only when the flight is in not an Approved state. The items available are defined in General Codes.
For any cost added, it is possible to add comments directly to the record. Amounts can be added in any currency as needed.
...
Cancel Requests tab
This will show any flights that from the Crew Change or Flights data group have been requested to cancel.
The Travel Agent should tag the records and mark Confirm Cancel when completed. This will move the requested cancellations to the Cancelled tab.
...
Change Requests tab
In Crew Change or from the Flights data group it is possible to request a change to any flight bookings that are in the Approved state.
The same functionality as in the Flights Requested tab is available.
Approved tab
Any approved flights will always be shown in this tab. Changes to Segments can still be performed for Approved flights.
Canceled tab
Any flights from Cancel Requests that have been confirmed as canceled will remain in this tab for history purposes.
Expired tab
From the Flights Requested or the Change Requests tabs it is possible to tag bookings and mark them as Expired and then use the Move Expired function to move them into the Expired tab.
Any such expired requests will remain here for historical purposes.
Reports and Crew List Views
Crew List Views for the different statuses can be added to the system. Please contact support@adonis.no if they are not already included.
...