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This article is aimed to look at Requirements Check as a process rather than set up description. However, here is a brief mentioning of what has to be done initially.
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Set up
Of course, the set up needs to be done first.
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Once the above is completed, the user processes can be implemented around the following possibilities.
Missing requirements crew list view
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The view displays persons with their onboard contract information - vessel, department, position, contract dates and the certificates that have expired or missing. The person will be displayed as many times as many requirements are missing.
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Can be used by: anyone interested in the status of required documents. Schedulers. Persons in charge of trainings/courses organization.
Check missing requirements in Rotation
It is convenient to have information on required documents right in the Rotation plan overview:
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Extremely handy for schedulers.
Documents Evaluation in Competence datagroup
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It is located right in the Documents > Competence datagroup.
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Reports described below give a bigger picture, can be printed and sent if required.
Position Requirements report
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The list to the left is the list of positions and persons names, while the part to the left shows documents set as requirements.
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Please contact support@adonishr.com to check if you have the newest report version.
Required Competence report
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It is possible to make a selection in Crew List view beforehand, to print report for only limited nr of crew. The easiest way though is to print for entire crew selection on specific date.
Select the date. Same as in the first report, you can make it a next date after crew change date, to see only people onboard.
Select “Missing competence only“ to see only missing records, not all the person has. “One person per page“ is a possibility.
Position we are checking requirements from should always be checked from current activities (if people are already onboard) or from planned activities (for checking beforehand). I would say “Planned activity” option might be used in most cases.
“Current documents only” can be checked if you do not want to see the historical records, only the current ones. It seems this is not that important, as we are focused on checking requirements on today/future so you can leave this option blank.
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Notification tasks
Notification tasks is a handy way of implementing automatic mails or reports sent out on a regular bases.
It does not require a program upgrade, as it is a question of preparing an sql statement. What does it do? Possibilities range is quite big: sending over reports to agencies/offices, with a summary of crew missing a required document. Sending automatical mails to crew informing to renew their certificates. Sending reports on specific vessels etc. Anything that needs to be sent over on a regular basis, which can be scheduled or sent after certain trigger – just a simple text, table, or a report – this can be set up. Please contact support@adonishr.com for more information on this.
Mail merge
It is possible to generate visa letters or any other documents requesting for documents if required documents expired. It is a word template file filled with bookmarks and an sql statement behind, that uses the layout a company requires and infills it with the information picked up from the system, e.g. person’s name and various personal data. Similar to notification tasks, setting up such mail merge files do not require a system upgrade. Please contact support@adonishr.com for more information on this.
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