Requirements Checks - Process
Requirements check is one of the most important steps.
When we talk about certificates - then the whole system logic of checking missing certificates is mostly based on Requirements module set up. For customized reports, standard reports, Rotation, crew list views, Crew Change - we use the same logic.
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.
Set up
Of course, the set up needs to be done first.
Position Requirements set up. Check this article, to find out how it can be done.
Add travel and medical documents as required to organizations properties:
3. Competence replacement set up is done in General Codes
Once the above is completed, the user processes can be implemented around the following possibilities.
Missing requirements crew list view
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.
Pros:
The view is dynamic, meaning it will display updated info every day, based on updates in the system or based on new records that got expired.
It is convenient to use and get a good overview. Open a vessel as a current client to receive info on missing requirements for that vessel only. Sort by date to get a sorted list of planned onsigners in the future. Or filter by document name to find all the persons who need certain certificates.
It is possible to export the view using Export Grid in right-click menu, but you will not influence layout much. A piece of advice: hide all columns you do not need before exporting, make the sorting, filtering etc and then export it.
You can contact Adonis support if you do not have this view. We really recommend it as a best practice.
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:
Read this chapter to find out what can be done.
Extremely handy for schedulers.
Documents Evaluation in Competence datagroup
It is located right in the Documents > Competence datagroup.
Ensure that the option to Perform Requirements Profile check is On, and clock Requirements Profile check Options to set it up. Note, the settings are user dependant.
In the example below we check requirements for planned onboard contracts that start within 180 days:
This way gives an overview on certain person, not on a group of crew.
Reports described below give a bigger picture, can be printed and sent if required.
Position Requirements report
The list to the left is the list of positions and persons names, while the part to the left shows documents set as requirements.
If a person has a requirement, the report will display it via printing the date. This is the expiration date of the document in question.
The report will highlight you the records that are expiring soon: yellow for records that will expire within next 60 days and red within 30 days.
X signs are displayed if a person is missing a required competence, travel or medical.
No Expiry Date – is displayed if a person has a requirement, and this requirement never expires. Fo certain documents types “V“ can be displayed with the same meaning.
Asterix is displayed if a person does not have the exact requirement, but has a replacing document.
It is quite handy, as in addition to the normal report selection of selecting vessel, department and dates you can select only certain certificates/documents you might want to print this report for:
The report file can be downloaded here.
Please contact support@adonishr.com to check if you have the newest report version.
Required Competence report
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.
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.
Reminder:
For all the ways above, when checking upon validity of existing or missing requirements, the following checks are performed:
a) does the person have an onboard activity on certain vessel, holding certain position, on certain date? (checking activities record)
b) if so, is there a requirement for that vessel for that very position? (checking requirements in Requirements module)
c) if so, does the person hold these requirements in his profile? (checking Datagroup > Competence)
d) if so, are these requirements valid within this onboard activity? (checking competence dates, replacing competence)
In case if the crew list view, report, Rotation does not give you an expected result, e.g you do not see a missing requirement, or vice versa, a requirement is displayed as missing while should not be - you can go through the above points and check if corresponding info in Adonis is updated correctly.