This article explains everything you need to know about the Course Schedule module.

Introduction

Define Contact Type

You need to add course suppliers in the Contacts module.
For this, you need to have a special contact code of Training Center type.
Open General Codes > Contacts > Contact Types:

Open

Add contact type code(s), name it as you want, e.g.: Training/Course, and set the Training Center option in the Contact Type list.

Add Course Suppliers (Providers)

Open the Contacts module and define one or several contacts for Training/Course.
These will be the suppliers available for courses who will be seen in Course Scheduler Suppliers tree.
On the Overview tab, click the New button to add a contact:

Open

You will be switched to Details page > Common tab to fill in data:

Enter course supplier Name, select Contact Type (defined previously in General Codes with Training Center option) and all known information: addresses, site, nearest airport, telecommunication information, etc.

Switch to Contact Persons view to add contact persons info.

Click to save the contact.

Add an Activity of Training Type

We should define activity that will be added for the crew member (in Activities datagroup) after he/she is assigned to a course.
Open General Codes > Activities.
Click button to add an activity code, for example:

Create a new activity code, name it as you want, e.g.; Training and set the Training option in Activity Type section.

Click OK to save the code.

Global Options

You need to perform a simple setup in Global Options > Modules > Course Scheduler:

1. After you've created special activity of training type, you need to select it in Activity Code identify the training or course field for the system to know what activity must be added after assigning person to a course. 
   Only activities of Training type will be shown in the drop-down list.
   Planned activity of the selected type will be created automatically when a person is assigned to a course.
   If defined activity was set to Passive in General Codes, then this field will be grayed out. 
   You will not be able to create courses with this activity and should define a new one. 
   A message in Course Scheduler module will inform you about it.

2. Define to which organization unit the training activity will be linked to.
   You can choose between:

   last vessel (where the person had activity);

   From ver. 2018.1, we provided the possibility to link Training activity to a position from previous sea-service activity, when assigning a person to a course;

   current client (current opened client under which you are working in the Course module);

   fixed organization - you can select which one - below in Organization /

   Concern field by clicking browse button.

3. When a person is removed from a course, the system suggests to create another not Sea-service activity instead.
   You can set Allow blank activity selection when removing participants/for gap activities option and it will be possible to remove a person from course without creating any activity instead.

   This option is also used for creating gaps.
   If the Training activity is followed by a planned not Leave activity, during the course confirmation (set Status to Passed) the system will check if there is a gap between the course and the next activity.
   If the gap exists, the system will suggest if a user wants to create an activity for this gap.

   So, if Allow blank activity selection when removing participants/for gap activities option is ON, it is not necessary for the user to create any activities for the gap period.

Click OK to save your settings.

Access Rights in Control Center

Here you can define access rights for different pages/screens in the module for certain users' levels.
E.g.: Routines 382 for Courses & 385 for Drills - this can be of use to limit access for onboard/onshore users respectively.
You can also limit access to Setup page – 381: Training Center

User Interface

To open the module, click Cource Scheduler icon on the Modules ribbon or use the Ctrl+Alt+H hotkeys.
When accessed, we can see two main pages, by default, you are at Views.

• Views – to get to Drills/Courses Schedule Graphics, where we can assign and remove participants, set statuses, and review information;

• Setup – where we add courses/drills, add schedules (course dates, duration, cost, etc.) and link competencies that a participant gets.

Setup Page

Accessing the Setup page, you are switched to the Training Center view, where you can add courses/drills, schedules for them (course dates, duration, cost, etc.), and link competencies that a participant gets.

Let's review the following example screen:

In the left section , there is a list of Course Suppliers (defined in the Contacts module, see Housekeeping section). Under each Supplier, there are all linked courses.

Below the Suppliers section, there is the list of vessels with their linked onboard drills (as only vessels can be suppliers for drills (training is conducted while the crew is onboard). Click any course/drill record, and on the right , you will see a list of schedules (course dates, duration, cost, etc.) and linked competencies (that a participant gets), for example:

On the right, we can see suppliers' details (filled in the Contacts module) and the vessels list.

Manage menu has 2 buttons to simplify manual work with tree structure - Expand All and Collapse All.
By clicking the Contents button you will be switched to The Course Scheduler Module user manual.

See all details in the Functionality section.

Views Page

At Views screen, we can:

• assign and remove participants;

• set course/drills statuses;

• review all needed details concerning a course/drill.

There are 3 tabs on the left:

• Drills – schedules for drills (training conducted on vessels) are displayed.

• Courses – schedules for courses.
  Expired Documents – here we can search for candidates holding certificates that will expire in a certain period.  In addition, it is easy to check if an available person is already assigned to another course. It is convenient to search for persons that are available for the course because terminated persons are excluded from the Found list.  How to work on each tab, you can see in the Functionality section. 

Available drills/courses depending on the selected Drills/Courses tab.

To the right, you can see a calendar for drills/courses (both schedule graphics are of the same layout).
Use the arrows in the upper part to scroll to the right (future) or the left (past).

The yellow rectangles in front of tree structure are courses/drills.
You can check the dates (duration) on the calendar or just put mouse arrow on the rectangle without clicking. The number in the rectangle indicates how many people are already assigned to the course.

If you select a course that has one or several participants, their names will be shown in the Participants section in the lower part of the screen.

Where you can also check linked documents at Documents tab (competences which are added for person's Competences datagroup).

Manage menu gives you various possibilities: 

• to find needed person;

• customize you grid (locate date, zoom in/out);

• filtering and 'display data for set period' options;

• expand/collapse all (for tree schedules structure);

• add/remove participants;

• set statuses. 

By clicking icon, you will be switched to The Course Scheduler Module user manual.
See all details in the Functionality section.

Customization

Pre-Filter

There is a possibility to use the Pre-Filter functionality at the Schedule tab to organize the layout of your screen as you wish. Click the Pre-Filter icon on the Manage menu, you will be switched to the screen below.

For Drills

By Tree selection enables you to select only the necessary elements of the Tree view. Others will be filtered away.

The supplier's list shows you all vessels as only vessels are drill providers. Depending on what vessel(s) is selected, the list of drills will be verified. Click Apply to save the settings.

For Courses

The suppliers list differs from Drills suppliers list. Here it lists all course providers (training centers, companies). Depending on what supplier is selected, the list of available courses will be verified. Click Apply to save the settings.

By Certificates selection will display you the complete list of certificates that are provided by existing courses/drills:

Choosing the set of certificates will filter only the courses that provide at least one of these certificates

Period section is available for both By Tree and By Certificates. Here you can define the border dates for displayed courses:

E.g. If you selected several certificates on By Certificate tab & then switched to By Tree tab: filtering will be performed according to By Tree selection. It is not possible to apply filter using selections from both tabs.

Schedule Gantt

You can decide in what time frames your courses plan will be displayed on Schedule Gantt.
For this go to Drills/Courses view > Options > Display Data:

You have 3 options in the Current View Period:

• Entire – no filtering is applied, you see all course schedules;

• Display from … (defined date) – schedules will be displayed from this date and all to the future;

• Days before today – filters courses in the past not limiting the future.

• For example, if we set 90 days here, the system filters away all course/drill schedules that do not fit this range (were earlier than today minus 90 days). 

So, you will see all courses in the period = minus 90 days from today till the end of your course plan. Click OK

Functionality

The Course Scheduler module enables users to store information about course suppliers, the different courses they offer, their schedules, and the certificates they are covering. It enables to find and assign persons to a course or an onboard drill.

The booking itself is made outside the program. But Course Scheduler helps in planning, finding persons with expired certificates, and creating training activities and certificates provided by the course.

To plan a course, the course coordinator will look for one or more certificates, that will expire in a specific period.

The system finds a person holding an expired certificate and finds the correct course for him, based on availability.

The module will allow assigning persons who have Leave or no activities at all during the scheduled dates.

Once a person is assigned to a course, training activity and competence(s) are created automatically by the system.

For this special setup needs to be in place – see the Housekeeping section.
To open the module, click the icon on the Modules ribbon or use Ctrl+Alt+H hotkeys.

Here you can also define access rights for different pages/screens in the module for certain users' levels.

E.g.: Routines 382 for Courses & 385 for Drills - this can be of use to limit access for onboard/onshore users respectively.

You can also limit access to Setup page – 381: Training Centre

Adding a Course

You can add courses and drills at Setup Page (Training Center view).

A list of course suppliers will be seen there (should be added beforehand, see Housekeeping section).
Select the supplier (course provider) and click to create a course, for example:

The columns to fill are Code, Course (name), Duration and Unit (choose Hours, Days or Weeks from drop-down).

• If there already exist scheduled courses but the default Course Duration is changed later– application shows a warning to clarify that new Duration value will be only applied to newly added schedules.

• Maximum of Participants – please enter the maximum quantity of participants.

• If you leave this column with '0', you will not be able to assign any person to this course later, the system will show a warning during assigning process:
  
  
  

• Comments – input any comments, if needed.
  
  It is possible to define Sort Order (SortNo column) that affects their appearance in the Schedule tree under its supplier.

Click to save the record.

Adding Schedule to a Course

On the Setup page > Training Center view > Schedule tab:

• Choose the Course you want to add a Schedule to;

• Click Add button;

• Define the Date From field using the drop-down calendar.
  Date to is set automatically depending on the course duration (defined at the previous step);

• You can also add:

  • Comments;

  • Cost/Currency.

• Cost & Currency columns help you to define the cost of each course.
  Possible currencies should be defined in General Codes > Payroll > Currency, first.

For each scheduled Course it is possible to add some Document with description or sample of issued competence:


Select the course in the tree, switch to Attachment menu, click New, fill in Description, select Doc type > click New to upload document > OK.
Later you can use standard Open / View / Delete commands to operate.

Click to save the record.

Adding and Scheduling Drills

You can add courses and drills at Setup Page (Training Center view).

Onboard Drills are added same way as courses.

• But they are added per Vessel, as only vessels can be drills suppliers (meaning that crew passes training being onboard).

Select needed vessel, click button to add a drill.

The columns to fill are Code, Course (drill name), Duration, Unit (choose Hours, Days or Weeks from drop-down).

Maximum of Participants – please enter the maximum quantity of participants.

If you leave this column with '0', you will not be able to assign any person to this drill later.

Leave Comments, if needed.

It is possible to define Sort Order (SortNo column) that affects their appearance in the Schedule tree under its vessel (supplier).

Click to save the record.

Adding Schedule

The only difference is that you should assign one or several persons from your onboard crew as drill instructor(s).
On the Training Center view > Schedule tab:

Choose the Drill you want to add a Schedule to;

Click button;

Define the Date from using drop-down calendar.

Date to is set automatically depending on the drill duration (defined at previous step);

You can also add:

• Comments;

• Cost/Currency - help you to define the cost of each course/drill.
  Possible currencies should be defined in General Codes > Payroll > Currency first. 
  
  

• Choose an Instructor from the onboard crew who will be conducting the drill: 
  
  1 - Click browse button in Instructors field; 
  2 - Tag the crew you want to add as Instructor(s) and click OK or just double-click name. 
  
  
  

• For drills it is possible to assign Boat From No (where a crew comes from) & Boat No (where a drill to be held) values.
  Available Boats are fetched from Organization Structure > Vessel > Safety. 
  
  

• For each scheduled Drill/Course it is possible to add a document with description or sample of issued competence. 
  Select the drill in the tree, switch to Attachment menu, click New, fill in Description, select Doc type > click New to upload document > OK. Later you can use standard Open / View / Delete commands to operate

Click to save the record.

Linking Certificates to a Course/Drill

On the Setup page > Training Center view > Link to Documents tab, you need to define what documents this course/drill is providing.

• As a result, linked document(s) will be added to participants Competence datagroup.

To locate the required certificate, you should select a needed competence view from Documents drop-down on the right. The list of available certificates will vary according to the selected view.
To link a document to a course/drill, select the document name and click add button .
The document will appear in the Documents Issued by Course part.
To remove the document, select it and click remove button

Click to save the settings.

Assigning Persons

You can assign the crew to a course or onboard drill from:

1. Schedule Gantt;

2. Expired Documents view;

3. Crew List > Common Entry > Course Enrollment/Enroll on onboard drill.

When you assign a person to a course, the corresponding Training activity will be created for him according to the activity type selected in Global Options (see Housekeeping section).

Payroll information in activity details is fetched from Personal Details.

• It is not possible to assign Terminated persons.

• It is not possible to assign a person to a course if his activity is of Holiday type, same as with onboard/sick/discharge activity.

• It is possible to assign a person to a course on Sign Off date if Register hours option is off in Global Options > Datagroups > Activities.

• If it is on, it is possible to assign a person if a course time is earlier than activity end time.

• It is not possible to assign a person to a drill if he has not Onboard (sea-service) activity.

This is useful when several trainings are performed during one session & it's hard to separate their exact time.

• It is possible to assign a person to a course in the past.

As a result:

• Training activity is generated as Historical without overlaps with existing activities;

• Competence records are created as Historical;

• Course status is Passed.

From Schedule Gantt

Let's review course assigning as an example (the process is the same with drills).
Go to Views Page > Courses view.
Select a course you are interested in, click button.
A standard Find Course Participant form appears. You can search on different tabs here, each has its own advantages. Let's review them:

1. If you know target person's name or pin, use the Search by PIN/Name tab.
   
   Input the name/pin, select the Partial Match at Beginning or Partial Match Anywhere option (for name) and click Get Result (or press Enter).
   
   Select the correct person(s) from the list of results and click OK.
   The person will be assigned to this course.
   
   1) If a person can't be added to the course, the record will be grayed out and you will see the comments (with the reason – passive/terminated or unsuitable activity) to warn you about it.
   It will display what activity type the crew member has during the course period with dates (this can be Onboard, Sick-leave, Travel or Discharge activity).
   
   2) The user will not be able to assign a person to a course, if this person is assigned to another course crossing this period, you will see the course name in the Scheduled column of the results grid and the Start Date in the Start column.
   
   The situation can be as follows:
   Situation #1
   If the course to which the person is already assigned to is not confirmed yet (status Planned) - then the system suggests to remove him from previous course and assign to the new one instead.
   A user has a possibility to create gap activities if required, this can be done on the same Re-schedule window where the user can select activity from the drop-down list. The system will delete activities and documents linked to the previous course and will create new activities and competences relevant to the new course.
   Situation #2
   
   The course to which the person is already assigned to has another state (not Planned) - the system displays a warning explaining that the person is participating on a certain course, so can't be scheduled on another course during this period.
   
   
   

2. On Available Crew tab, you search for persons that are available for the course and whose certificates will expire in certain period: 

   
   
   .

   Availability here means that the person can't be onboard a vessel and can't be on sick leave.
   
   So, the system will search for everyone who does not have Onboard and Sick activities on the dates when the course is scheduled.
   
   You can define period (from …to….) or nr. of days after today.
   
   

   Fill Date from and Date to fields. The system will search for persons whose certificate expires in this period.
   
   

   The system checks only those certificates that are linked to this specific course (see Linking Documents section)
   
   

   Select Days after today option and input a number of days if you look for persons whose certificate expires soon.
   
   It can be convenient, e.g.: for searching those crew whose certificate expires in a month.
   (For such cases, select the option and add value = 30).
   
   Use the option Use rank profile if you are interested only in those documents that are defined for the rank in General Codes > Rank Properties > Documents for Promotion.
   
   

   In this way, for example, if a person was promoted to First Engineer some time ago and he has an expired document of Second Engineer, he will not be shown in the search results when this option is selected.
   
   Click .button.

   Select the correct person(s) from the list of results and click OK.
   The person will be assigned to this course.
   
   

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

How to Add Customized View to Find Form

It is also possible to search from additional customized views, click Course Scheduler#_Frequently_Asked_Questions

From Expired Documents View

On Expired Documents tab, you can search for persons holding certificates that will expire in a certain period.
It is convenient to search for persons that are available for the course because terminated persons are excluded from the Found list.
In addition, it is easy to check if an available person is already assigned to another course:

1. Select needed competence view from Documents drop-down. The list of available certificates will vary according to the selected view.
   Define (tag) a Document.

2. Set Period (Date from - Date to) or choose a number of days after today.
   If the Days after today option is ON, the system searches expired certificates in the following way: 
   Today's date = < Expiry date of competence < = Today's date + Nr. of days defined by user
   Click the Search button to find results.

3. Persons holding certificates that expire in a defined period will be displayed. 

   Persons who are terminated or have Onboard or Sick activity in the defined period, will not be shown in the list.

4. If you select a person from the list, available courses will be shown for him on the Available Courses tab.
   Select a course and click Sign-Up.

   button in the upper part of the screen to assign this crew member to corresponding course.
   Signed Up Courses tab on the bottom will show the course(s) this person is assigned to.

5. Use Rank Profile
   It can be that a person has a certificate which is not mandatory for his current position.
   If you select the Use rank profile option:
   
   

   The list of documents will be disabled;

   The system will not list persons holding an expired certificate that does not belong to their current rank profile.
   
   

6. Only those candidates are shown who have a certificate that is about to expire and is defined in rank profile (General Codes > Personal Details > Ranks details > Documents for Promotion:
   

From Crew List

Assign Course

This routine can be found under Tools > Common Entry > Course Enrolment:

In Crew List, tag the persons that you want to assign to a Course, right-click Common Entry – Course Enrollment:

The same can be achieved under Tools > Common Entry > Course Enrolment after you tagged needed crew:

In both cases, the Course Enrolment box appears:

Select the Course Provider;

Select the needed Course;

All data are fetched from the Course Scheduler module.

Select the Schedule or Add Schedule right away:

Click , enter needed data (Date from/to), click ;

Click Enroll button. The selected persons in crew list will be added to the course.

These changes will be reflected in the Course Scheduler module where you can check newly assigned participants on Courses view.

Crew with Onboard/Sick/Holiday activity or terminated cannot be assigned.

Assign Drill

This routine can be found under Tools > Common Entry > Enroll on onboard Drill/Exercise:

1. The same as with a course, there 2 ways of crew assigning:
    In Crew List:
   - tag persons that you want to assign to a drill;
   - right-click Common Entry > Enroll on onboard drill/exercise:
   
   

    

2. The same can be achieved under Tools > Common Entry > Enroll on onboard drill/exercise.
   The Enroll on onboard drill/exercise box appears:
   
   

   Select the Vessel;

   Select the Drill;
   Please note that a drill should first be created in Course Scheduler > Training Center.
   Select one of available Schedule or Add Schedule right away:
   
   click , enter needed data (date from/to, instructor(s),
   click ;
   
   The plan option is set by default. This means that all persons will be added to a drill with Planned status & corresponding Competence record(s) will be Planned as well.

   Click the Enroll button. The selected persons will be added to the drill.

Maintaining Certificates and Activities

Checking Activities and Certificates Information
Once a person is assigned to a course:
1) Activity of Training type (defined in Global Options beforehand - see Housekeeping section) will be created for a participant.

• Payroll information in activity details is fetched from Personal Details.

Other activities don't have this tab shown to avoid confusions

Certificates that are provided by the course will be created for the persons as well.

They will be added to Competence datagroup.
On Courses/Drills view, in the lower part of the screen, you can check the participants' information, course status and certificates data:

1. On Participants tab, you can check:
   a list of persons assigned to selected course (pins, names, ranks);
   course status (for details - see Course Statuses section);
   course/training activity period; 
   The Avl. Date From and Avl. Date To are the dates of the training activity (course period.) 
   comments (stored in Comment field of corresponding activity).

2. On Documents tab, you see the documents that are linked to the course and automatically created for the participants. 
   Date From and Date To of the certificate are taken from the course Start and End Date.
   Expiry Date is fetched from the settings for the competence code.
   E.g. If a document code has a setting to expire after 5 years after Issue Date, the system will automatically add 5 years to the Date From.

   the Issued By field for a competence record is populated with corresponding course provider.
   
   Click in the upper part of the screen if you need to attach a scan to the record (will appear in Competence datagroup).
   And click in the upper part of the screen to mark it as valid.

   You can add scans to persons' records with Passed course status as well.
   
   Comments column is free for input.
   After you are done, click in the upper part of the screen to save all changes.

Removing Participants

To remove the participant, go to the corresponding Courses/Drills view.
On Schedule Gantt, click a course > select the participant who needs to be removed from the Participants list.
Click button:

1.  A message will warn you that you are going to remove a participant from the course.

2. The system will also prompt to delete linked competence records for the selected person once you remove him from the course.
   As a result, the Training activity will be deleted.
   In the screen, you can select an activity that should be created by the system instead of training one:
   
   

    
   You can leave the field blank, then no activities will be created instead.
   
   It is available only if you set Allow blank activity selection when removing participants/for gap activities option in Global Options.
   See Housekeeping section. 
   
   If redefined activity is Leave, such activity is merged with 'neighbor' activities if they have the same activity code, payscale code, table & vessel. 
   
   This only works for planned activities to avoid modifications for historical ones.
   
   It is possible to delete activities and certificates of planned/historical type.
   
   Corresponding rights should be setup by administrator for a user for routine 384 Can remove participant(s) with non-planned status for course(s) in Adonis Control Centre.

Setting Course Statuses

When a person is assigned to a course, activity and competence records are created for him automatically.
In our example, you can see that person's course status is Planned:

This means that he has not passed the course yet (it is a future planned course)

So, he has a certificate in the Competence datagroup in Planned status:

Planned certificates are in green font.

And the Training activity is Planned, too:

After the Course is finished you can set its Status for every participant:

Statuses:

Before the End date of the course, it is not possible to set any status except No Show/Rebook;

It is not possible to change the Status once it has been set;

Let's observe available course statuses in detail:

Passed Status

Changing Status

When you know that the person has passed the course, click needed course, select participant in the list and click Passed.

Once status is changed to Passed:

The Certificate record(s) will be changed from Planned to Historical:

It is not possible to set a Passed status for future courses. If the Passed status is set, you can not change the status after that. The option is disabled .

Gap Handling

If after setting the Passed status, the course activity has a gap with the activity that follows it, the system offers to create a gap activity to cover the entire gap period.

You can select any not Sea-service activity code from available list:

If there is no gap, the course activity is created straight away, modifying 'neighbor' activities dates according to evaluation by type&priority rule.

See Activity Evaluation Rules section below.

Corresponding planned course activity (Training) is set Historical, previous activity is closed 1 day before the Date from of Training activity.

Activity that follows course is set Current starting the next day after course Date To.

Activity Evaluation Rules

The Course Scheduler module checks person's existing activities and the activity type being added.
Currently, we have the following activity types: Sea-service, Leave, Sick, Training, Travel, Discharge & Holiday.

The module checks the priority between the different activity types.

This means that Training activity can never overwrite or split Sea-service, Discharge, Sick, Holiday or Travel activity.

But can overwrite, split Leave one.

Certificates Handling

After Passed status is set, the linked competence is set to Historical:

If the competence is set with Only allow one document option (in General Codes), any other existing competence with the same code is deleted.

If Only allow one document option is OFF, a new competence record is just added as if no other competence with the same code exists.

Failed Status

Changing Status

Failed status is used when the course member did not pass the course.
Select the person in the list of participants and click Failed:


The system will open a small Additional comment window suggesting to input any info that you might want to add:

The comment will be displayed on Documents view in Course Scheduler module and in the Competence record details.

Activities Handling

the Training activity will get Historical status and Date To equal to the course End Date.

If there is a Current activity without Date To before the Training, it will be closed and get:

If the Training activity is followed by a Planned Leave activity, its status will be changed to Current and get:

If the Training activity is followed by a Planned NOT Leave activity, the system will check if there is a gap between the course and the next activity start.

If the gap exists, Course module will suggest a user to create an activity to cover this gap:

You can leave the gap field blank if you do not want to create any activity for the gap period.

It is available only if Allow blank activity selection when removing participants/for gap activities option is ON in Global Options.

If the user chooses the gap activity, it will be created in Current status with Start Date: next day after the course end.

Certificates Handling

Certificates record(s) will remain with Planned status, get comment 'Failed' and additional user's comment (if added):

• in Course Scheduler module on Documents tab:

• and in Competence datagroup:

Incomplete Status

Changing Status

Incomplete status can be in need for the cases when participants started a course but due to some circumstances (bad weather, etc.) they had to stop the course.
So, it is not finished, and the persons have not got the certificate yet and need to continue training.
They can be assigned to the course later again but will need smaller nr of training days.


Similar to No Show and Failed statuses the system will suggest to add additional comment, why the participants did not complete the course:

When inputted, this comment will appear in the Competence record (Competence datagroup) and on Documents tab in the Course module

Activities Handling

the Training activity will get Historical status and Date To equal to the course End Date.

If there is a Current activity without Date To before the Training, it will be closed and get:

If the Training activity is followed by a Planned Leave activity, its status will be changed to Current and get:

If the Training activity is followed by a Planned NOT Leave activity, the system checks if there is a gap between the course and the next activity start.

If the gap exists, the Course module will suggest a user to create an activity to cover this gap:

You can leave the gap field blank if you do not want to create any activity for the gap period.

It is available only if you set Allow blank activity selection when removing participants/for gap activities option in Global Options.

If the user chooses the gap activity, it will be created in Current status. Its Start Date will be next day after the course end.

Certificates Handling

Certificates record(s) will remain with Planned status, get comment 'Incomplete' and additional comment (if added by the user):

• in Course Scheduler (Documents tab):

• and in Competence datagroup:

If the user chooses to continue (clicks OK), the dates of the existing Planned competence will be updated with new course dates.

A new Training activity will be created.

• It is up to the training officer to update the Training activity manually if a smaller amount of days is required.
  
  

No Show Status

Changing Status

It is also possible to identify if a person did not show up on the course.
If so, select the person in the participants list and click No Show:


When setting a course status to No Show, the application offers you to:

• Leave the reason in the Additional comment dialog:

• Specify the leave activity type in the Select Leave Activity dialog:

The added comment will be displayed:

• on Documents tab in Course Scheduler module:

• in the competence record details (Competence datagroup):

Activities Handling

For both planned and rotation activities:
If there is a Current activity without Date To before the Training, it will be closed and get:

Certificates Handling

Certificates record(s) will remain Planned and get comment = No Show + additional comment added by the user.

• It is not possible to update certificates of persons with No Show statuses in Course Scheduler.

• It is not possible to change status after No Show is set. The option Set Status is disabled.

• The system allows changing the status to No Show for the future dates.

The reason: Sometimes, it is known that a person will not come in advance.
However, removing him from the participants list is not a solution because this record needs to be there for audit purposes.

• When a user assigns a participant to a course, the system checks if the number of maximum allowed participants is exceeded.

Course Scheduler module does not count the persons with No Show status.
This is done for the cases when one planned participant is replaced by another;
and users need to keep track of such persons who were assigned but did not attend.
So, they need to be displayed in the graphic.

Flight Bookings

For Griffin Marine and RightRez travel interfaces you have a possibility to book flights from the Course Scheduler module.
You can see the Flight Booking tab, containing 2 views:

• From Course;

• To Course.

Select the appropriate view depending if it is a flight for joining the course or leaving:

To book a flight, please click button in the upper part of the screen or through right-click menu.
A list of all persons that attend the course will appear.
Select the needed persons from the list and click Copy Selection button.
A record about the booking will be added to persons' Flight Details and will be seen on the Flight Booking tab in Course Scheduler module.
It is possible to maintain the booking in the same way here as in Crew Change module or Flight Details datagroup (change statuses, cancel, etc.).
For Griffin Marine interface the system allows Removing a person from course if he has flights booked for it.
This is valid for flights with None/Created/Manual book/Cancelled status.
So, flight with any of the mentioned statuses can be removed from Flight Booking tab, using Remove button.

FAQ

What is the difference between Course and Drill?

Courses are provided by some course suppliers (companies), that crew members should visit while not onboard.
Drills are conducted onboard a vessel during sailing.

Can we assign persons to courses/drills in the past?

It is possible to assign a person to a course in the past. As a result:

• Training activity is generated as Historical without overlaps with existing activities;

• Competence records are created as Historical;

• Course status is Passed.

It is also possible to assign a person to a drill in the past. As a result:

• Competence records are created as Historical;

• Course status is Passed.
  
  
  

What activity crew members need to have in order to be assigned to a course/onboard drill?
Course:

To be assigned to a course a seafarer must have leave or no activity during the scheduled dates (course period).
You will not be able to assign a person to a course if he has Sick or Onboard activity.

It is possible to assign a person to a course on the Off date if the option Register hours is turned OFF in Global Options > Datagroups > Activities:

If it is ON, it is possible to assign a person if a course time is earlier than activity end time.

Drill:
You can assign a person to a drill if he has corresponding Sea-service activity (onboard, offshore) during the scheduled dates.

How to Add Customized View to Find Form

Go to Setup > General Codes > Crew List. Create a new view definition with the criteria you need or open the existing Crew List view definition.

If you select the Find Form option in a crew list view definition, this view will be seen in Find Forms (as an additional tab) in all modules where Find Form is used (e.g.: in Rotation Planning, Course Scheduler, Crew Change).

It will enable you to search only from those persons who are shown on the view, e.g. to search only from those persons who have certain certificates, etc.

The standard grouping, sorting, and filter possibilities are available for the views in the Find Form as well.

It will give more flexibility and selection possibilities to find the correct crew members.