Housekeeping

Open

In addition to access rights in ACC, you should set a connection with the Seagull server and perform the necessary setup in APM.
See below sections.

Setting Connection

To access and work with this Training provider, you should perform the necessary setup in Adonis Personnel Manager.
To set the proper connection, please go to Setup -> Global Options >Training Portal -> Seagull:

Open

Interface should be Activated.

Click Test Connection to check if a connection can be established.
The corresponding message will be displayed, click OK.

Send the number of records in batches: this can be used to split the number of exported/ imported records into batches to improve performance. Recommended number of records is 500.
Debug mode - you can also define a folder where all requests/responses will be saved.

After the connection is successfully established, you can see Seagull STA datagroup enabled on Datagroups ribbon:

Where you can observe all details regarding completed crew members' online courses after downloading e-learning results.

See Functionality section.

Company Setup

We should identify the persons to be uploaded to the OLP (Seagull).
They must be linked to the organization (in Personal Details) where the export of PINs is allowed.

Go to Setup > Org. Structure > Company > Modules & Datagroups > Interfaces > Seagull.

Set Allow Export Persons Linked to This Organization option ON:

You need to enable this option for all companies under which the persons need to be exported to the Seagull server.

Ranks Setup

Check rank codes in General Codes-> Personal Details-> Ranks. Rank to OLP (Seagull) is fetched from sea-service activity details.

You should use Ranks mapping list provided by OLP team for defining Xref in uRankId field for each Rank code, which will be in use/take part in trainings.

Vessel Setup

The vessel must have Vessel Type and IMO number defined.
Check it in Organization Structure-> Vessel Properties-> Identification:

Competences Maintenance

Competence Codes should be linked to the OLP Modules (Courses).

Open Setup -> General Codes -> Competence -> Competence Codes. Create or open an existing competence code.

On the General Code Editor screen, switch to Interface – Xref tab -> Seagull.
Click the Select Xref button and choose correct uOBLModuleID & vCD for current competence from the training modules list.

Click OK to save.

In the same way, link all needed competencies to correct ModuleID/VCD.
In the example above, when the person completes a selected course module (e.g.: Eye Injury Prevention), he will get a Personal Safety certificate.
It will be added as a record to the Competence datagroup with Date From = Date of course completion.

Functionality

After you:

1. Set connection in GO;

2. Made necessary setup of company, vessels, ranks;

3. Provided lists of vessel installations with IMO numbers, vessel types, ranks and active crew to OTG team;

4. Prepared competences for Seagull training modules

see Housekeeping section

Now you can use Seagull Export/Import tools to provide Seagull Training Administrator with the necessary personal and employment information of the onboard crew who took part in e-learning.

After the crew has successfully finished the learning process, you can upload e-learning results of completed courses.
After the import, the corresponding competence record will be added automatically to the Competence datagroup.
And you can view training results on the user profile in the Seagull STA datagroup screen, generate reports, etc. using the Seagull STA Server.
See the below sections for details.

Exporting Data to Seagull

The following data should be exported to Seagull:

1. BIO data - Pins (Personal/Employment information) - should be exported first.

2. Sea-service data (Activities: current, planned).

Upload BIO Data

Preparing PINs for exporting to OLP (Seagull)

Requirements:

Target PIN(s) should be Employed and linked to the organization where the export of PINs is allowed.
Open the Personal Details datagroup and check.

Let's take PIN 1011 as an example.

At Employment tab:

Employment State: Employed.
The organization to which the person is linked has Allow Export Persons Linked to This Organization option set ON in Org. Structure (see Housekeeping -> Company Setup section).

At Personal tab: mandatory fields need to be filled (First Name, Last Name, Birth Date, Gender, Nationality);

Exporting Procedure:

Open Tools->Interface->Seagull.
Seagull Interface window appears.

At the Upload Bio Data tab, the grid displays persons who will be uploaded to the OLP (Seagull), who meet the requirements.
The following columns are uploaded by the API call to upload the biodata.

Status Column: Identifying if the person is NEW (first-time upload) or MODIFIED.

Upload Status Column: Result of the Upload process.

• IF OK - all necessary fields were filled in and data can be sent/exported.

• In another case, the corresponding message will be displayed on red background (e.g. missing Nationality, Rank, etc.).

Check the information and click Upload BIO Data button.

Click Help button on the right up corner – to get to the online OLP (Seagull) user manual.

Upload Sea-Service Data

Preparing activities for exporting to OLP (Seagull)

Requirements:

We usually export current sea-service activities. Planned sea-service activities can be transferred too (if current does not exists) but only when they are in a period not more than 30 days from today's date.

Vessel linked to the activity must have IMO number and vessel type.
Check it in Org. Structure- Vessel Properties-Identification

After BioData is exported, Activities can be exported next.

Activities that meet requirements will be displayed under the Upload SeaService tab:

Status: Identifying if the person's activity is first time uploaded - NEW or MODIFIED.
Upload Status: Result of the Upload process.

• If OK - all necessary fields were filled in and activities data can be sent/exported.

• In another case, the corresponding info message will be displayed on red background.

Check information and click Upload SeaService button.

Uploading activities that were modified

In case DateFrom, Estimated End Date, or Rank fields were modified in Activity details for the crew who has been already exported to OLP (Seagull), you should transfer such activities again.

For that, open Tools->Interface->Seagull-> Upload SeaService tab.

There you will see the list of all modified activities:

Status is changed from New to Modified.

Downloading E-Learning Results

Results of 100% completed courses can be downloaded from the OLP (Seagull).

Select Tools->Interface->Seagull-> Download E-Learning Results.

A Seagull Interface window appears.

When starting, the grid is empty until the Download button is clicked. It then lists all e-Learning courses crew passed to be imported in APM.

Click Download E-Learning Results button:

All completed courses will be displayed.

In our example, we see that we did not link any competence code to Personal Safety and Working at Height training modules.
see Housekeeping: Competence Codes Maintenance section.

So, we should click Exit, link needed competences to corresponding modules (in General Codes), and then download results again.

You can use filtering in every column.

If you want to export data to an Excel file, right-click – Export to Excel command.

Upload/Download All button

If you verified data and want to upload Pins/Sea-service information, upload ready E-Learning results at once, just click Upload/Download All button and switch between tabs to check result.

Log tab

At the Log, tab you can review all statues (successful/failed) and detailed description of sent/received data to/from OLP (Seagull):

After the successful import of e-Learning results:

1. Corresponding competence records will be added for target pins to Competence datagroup (with Date From = Date of course completion):
   
   
   

    

2. You can open Seagull STA datagroup to view training results on user profiles using OLP (Seagull) server.

See The Seagull STA Datagroup section.

The Seagull STA Datagroup

Users in the office/on the vessels can access OLP (Seagull) learning information via APM – Seagull STA datagroup.
There we can see personal data and the status of the training taken, results, etc. for each certain sailor.

When data is synchronized with OLP (Seagull) server, you can open the datagroup & check all related certificates/training & courses for the selected pin.

Go to Datagroups ribbon > click Seagull STA icon:

Let's review an example screen:

1. Personal card.
   In this section we can review personal and employment information – pin, rank group, name, age, nationality, person's status (displays active/onboard if the person is hired in the company), and activity details (sign-on/off dates, linked vessel (installation) name and type).
   
   

2. Below the Personal card, there is a range of tabs (Requirements, Requirements simulation, Requirement summary, Records, Assignments) that display the required proficiencies for the selected person according to his/her personnel card profile (e.g. rank and installation type, etc.)
   The training Schedule tab shows us all courses/training modules information with a deadline for each proficiency.
   To the right of every proficiency, there is

   a button. Click it to see its completion and assessment details (minimum % score/completion, etc.).
   
   The requirements tab lists proficiencies that the individual should train to comply. Here you can filter for Not approved/Approved/All required proficiencies.
   
   

   
   Approved proficiencies are in green font with a tick in the check-box, while Not approved - red.
   Not approved proficiencies are, e.g., those that have either not been completed or are outdated; pending completion by personnel to complete training according to the goal set for the proficiency (minimum % score and minimum % completion) or assessors.
   
   Selecting to show All required proficiencies will update the list to show both all Approved and all Not approved.
   
   The list of proficiencies is grouped in a tree folder structure.
   By default, they're grouped by E-learning module (branch) or Company Specific Training (CST) drills.
   Click the proficiency record to open its completion and assessment details. Here you can explore guidelines and what (the activity type) the proficiency is checked by such training branches as, e.g. E-learning, Onboard assessment, self-assessment, etc.
   
   Expand/Collapse all – use this command(s) to expand or hide all folders in the tree.
   On the Requirement simulation tab, you can simulate for proficiencies required for the future (e.g. next month onboard), or proficiencies required for a different rank, or installation(vessel) type. This simulation also provides the option to filter for the activity type the proficiency is checked by.
   
   Select one or several simulation parameters or a rank in the Career path then click

   to update the list of proficiencies at the bottom according to your parameters.
   It will show all proficiencies required for the selected rank plus all proficiencies required for your current rank and proficiencies between your current rank and the simulated rank.
   A red label will be displayed explaining that the application is in 'simulation mode' while simulated proficiencies are displayed.
   Click

   button if you want to clear simulation parameters.
   
   On the Requirement summary tab, you can see the proficiency status graphically according to the training branches.
   The records tab shows all training activities that the person has completed. All panels are collapsed by default.
   
   The panels you can see are dependent on what is activated for your company and your account.
   
   Click one of the panel headings that group the training records (or click Expand all), then click the training record itself to open the Training details window.
   The assignments tab shows where the individual is and has been and indicates the ranks the person has been assigned during his services.
   
   

3. Reports and Statistics section > Reports.
   Here you can generate a set of pre-defined reports for the current person. You will be switched to the window where you can select a report to be generated by the application, e.g.:
   
   

   
   
   Select any of the listed reports and check the description at the bottom to check the content of the report.
   Click Generate button:
   
   

   
   
   You can select the needed e-learning module from the drop-down, set the minimum score, and click the Request new report button. After it is generated by the system, you can click Report Manager in the next appeared screen which brings you to Task and Notification tab to review the report.
   The same functionality is available by clicking

   button under the Photo section.
   Tasks and Notifications section:
   
   

   
   Here you can review generated reports by clicking report record.
   Use Back/Forward manage buttons to navigate.
   
   

4. Online Help - click to get to the Seagull manuals;
   Log Off.