Functionality

The objective of this module is to ensure that positions in various locations are assigned to crew members and that the planning is not causing any MLC Rest hour violations.

The section will guide you through the functionality of the module and will cover the procedures as described below:

• Assign a crew member to a watch. See Assign Person to Watch.

• Assign a crew member to a number of watches. See Assign Person to Multiple Watches.

• Check MLC violations or hide them. See Check/Hide Violations.

• Confirm the hours worked according to the roster planning. See Confirm Positions/Shifts.

• Create reports based on the data on the roster. See Generate Reports.

• View assignments from the perspective of crew members. See View Person Assignment.

Assign Person to Watch

To assign crew members to the watch, log into Adonis Crew Portal and navigate to Roster Planning > Planning. On the roster, you can see the shift time blocks identified by the watches assigned to the positions during the configuration:

Open

Now, select a time block to which you want to assign a crew member and use one of the following tips:

• Click the PERSON command and select Assign from the drop-down list.

• Right-click the time block and select Assign from the menu.

This opens the following the dialog:

Open

Within the dialog, first, select crew members by:

• Position. Set the option to select a crew member from all the crew members assigned to the position which is, in its turn, linked to the selected time block.

• Location. Set the option to select a crew member from all crew on-board assigned to one of the positions which are linked to the location.

• Chain. Set the option to select a crew member from all crew on-board linked to the chain of approval which is, in its turn, linked to the locations time block.

• Vessel. Set the option to select a crew member from all crew onboard.
  
  

Now, set the period for which you want to assign a crew member:

• Single Shift. Select the option if you want to assign a crew member to the selected time block only.

• Full Day Assignment. Select the option if you want to assign a crew member to all empty time blocks for the selected date.

• For whole onboard service. Select the option if you want to assign a crew member to the watch (unassigned time blocks only) until the estimated end of his/her sea-service, starting from the beginning of the current date.

• Number of days. Select the option if you want to assign a crew member to the watch (unassigned time blocks) for the given number of days starting from the current date. The current date is day 1. 

In the crew members list, select a crew member to be assigned and click the Assign button next to his/her name.

On assigning a crew member to a watch, the system displays the planned time card registration above the shift time block identifying a crew member:

Remove Person from Watch

To remove a crew member assigned to a position on the roster, select an assigned crew member on the time schedule and click PERSON > Remove selected blocks.

This opens the Remove dialog:

Click YES to proceed.

To remove an assigned crew member from the schedule for a certain period, follow the steps below:

1. Right-click an assigned crew member and select Remove Person from the menu. This opens the Remove Person dialog:
   
   

2. On the dialog, set the period from which a crew member to be removed.

3. Click SUBMIT to proceed.

Assign Person to Multiple Shifts

You can assign a crew member to multiple shifts within the defined period. For this, first, log into Adonis Crew Portal and navigate to Roster Planning > Planning. On the roster, you can see the shift time blocks identified by the watches assigned to the positions during the configuration:

1. Select a shift and use one of the following tips:

• Click the PERSON button on the toolbar and select Assign from the drop-down list.

• Right-click the shift and select Persons Assignment from the menu.

This opens the dialog that shows timeblocks per person for the current date:

2. Select a person to be assigned to multiple shifts and click the timesheet icon next to the person’s name. This makes the person’s timesheet appear:
   
   

3. At the bottom of the timesheet page, in the Locations and Positions fields, select the location and position to be assigned to multiple shifts and click the VIEW button. Clicking the button highlights the multiple timeblocks where a selected person can be assigned:
   
   

4. Click ASSIGN EMPTY. Now, the selected person has multiple timeblocks in the timesheet:

The applied changes are now available in the Rotation Planning View:

Remove Person from Multiple Watches

To remove the assigned person from the multiple shifts, navigate to the Rotation Planning View page:

Now, proceed with the following steps:

1. Right-click the person to be removed from the shifts.

2. In the drop-down list, select Remove person. This opens the Remove person dialog:
   
   

3. In the dialog, select one of the option to define the period in which the shifts are to be affected.

4. Click SUBMIT.

As a result, a selected person is removed from the shifts.

Add Shift

In addition to the shifts available in the grid with respect to the defined watches, you can easily create new ones. To get started, first, log into Adonis Crew Portal and navigate to Roster Planning > Planning:

In the schedule grid, select the area (a cell or a number of them) where you want to add a shift. Make sure to select the cell(s) in the row right below the one designed for adding positions.

On selecting, click SHIFTS above the grid and select Add from the drop-down list. The Add/Edit Shift dialog appears on the screen:

Within the dialog, enter the data as described below:

• Position. From the drop-down list, select the position you want to assign.

• Person by. Set one of the options to select crew members by: 
  Position. Set the option to select a crew member from all the crew members assigned to the position which is, in its turn, linked to the selected time block.
  Location. Set the option to select a crew member from all crew on-board assigned to one of the positions which are linked to the location.
  Chain. Set the option to select a crew member from all crew on-board linked to the chain of approval which is, in its turn, linked to the locations time block.
  Vessel. Set the option to select a crew member from all crew onboard.

• Person. From the drop-down list, select a crew member you want to assign to the watchkeeping duty.

• Worktype. From the drop-down list, select the work type you want to add.

• Start. Set the time when the watchkeeping duty begins.

• End. Set the time when the watchkeeping duty ends.

• In the Comments field, enter any comments you want to add.

When completed, click SUBMIT to proceed.

As a result, a new time block as well as an assigned crew member will appear in the schedule grid:

The newly added time block is a custom time block and, therefore, appears as purple shaded. Applying the color differentiates it from the planned time blocks (blue-colored) defined at the configuration stage. To get more information on the colors which may be applied to time blocks, click LEGEND above the schedule grid:

Remove Shift

If you want to remove a shift, use one of the instructions below:

1. Select the shift you want to remove.

2. Above the schedule grid, click SHIFTS and select Delete from the menu.

3. Confirm the deletion by clicking YES when the following message appears:
   
   

-OR-

1. Right-click the shift to be affected.

2. Select Delete from the menu.

3. Confirm the deletion by clicking YES when the following message appears:
   
   

As a result, the time block becomes unavailable on the roster.

Check/Hide Violations

While planning watchkeeping duties, it is important to stay in compliance with the MLC regulations:

• The maximum hours of work should not exceed 14 hours in any 24-hour period and 72 hours in any seven-day period.

• At least ten hours of rest in any 24-hour period and 77 hours (rest) must be provided in any seven-day period.

• The daily hours of rest may not be divided into more than two periods and, at least six hours of rest should be given consecutively in one of those two periods.

After adding watchkeeping duties and assigning crew members to them, click CHECK VIOLATIONS to make sure you comply with the regulations. In case there is a violation on the roster, the system alerts you by displaying a red time block:

To disable violations, click HIDE VIOLATIONS.

Confirm Positions/Shifts

The Roster Planning module provides you with the possibility to confirm the hours worked according to the planning. To do this:

1. Select one or more unconfirmed historical shifts and click the CONFIRM button located above the roster.

2. In the drop-down list, select Selected blocks. The system displays a dialog listing the selected shifts:

3. Check whether all the listed shifts you want to confirm and click CONFIRM.

As a result, the confirmed shifts appear on the roster:

The confirmed shifts are marked by the green color. To get more information on the colors which may be applied to time blocks, click the LEGEND button:

Generate Reports

The Roster Planning module allows you to get a variety of reports based on the data on the roster. Before getting started, you need to perform a simple setup.

As an administrator, log into Adonis Administrator Portal, navigate to Access Control > Roles. This opens the following page:

 On the Set Roles page, proceed as described below:

1. Select the user role for which you want to set permissions.

2. Within the grid, navigate to Roster > Planning.

3. For Reports, set the permission level to Grant Access.

Now, go to your ftp area by following the path: http://download.adonis.no/files/upgrade/Personnel%20Portal and select the folder associated with the current version of the application > Reports.

• Monthly Timesheet

• My TravelExpenses

• Nonconfirming Overtime

• Nonconfirming WorkAndRest

• NotApprovedTimesheet

• Overtime

• OvertimeHoursPay

• WorkAndRest

• WorkAndRestCompilation

• WorkExtraOvertime

Select one and upload it to Adonis Administrator Portal. To do this, refer to Maintaining Reports and follow the directions carefully.

Once uploaded the report drafts, you can edit them and generate the actual report in Adonis Crew Portal. Simply log into the Adonis Crew Portal and navigate to Roster Planning > Planning. When done, the following page appears:

To generate a report, proceed with the following steps:

1. Click REPORTS above the roster to view the list of available reports.

2. Select a report on the drop-down list. This opens the following dialog:
   
   

3. Fill in the fields and click GENERATE.

As a result a new report appears on the screen.

Alternatively, navigate to Reports on the toolbar to access to the list of reports:

View Person Assignment

You can get the visual representation of assignments from the perspective of crew members. To do this, simply right-click a timeblock and select Persons Assignment on the menu. On clicking, the following page appears:

The schedule grid displays a list of crew members as well as their watches indicating position names. Set one of the options to view crew members selected based on: 

• Position. Set the option to select a crew member from all the crew members assigned to the position which is, in its turn, linked to the selected time block.

• Location. Set the option to select a crew member from all crew on-board assigned to one of the positions which are linked to the location.

• Chain. Set the option to select a crew member from all crew on-board linked to the chain of approval which is, in its turn, linked to the locations time block.

• Vessel. Set the option to select a crew member from all crew onboard.

View Person Timesheet

To view crew members' timesheets as well assign

Housekeeping

For proper workflow, it is required to perform the initial one-time setup.

To get started, log into Crew Portal with account that has corresponding access set and navigate to Roster Planning > Configuration.

Add Locations

Locations are defined as the vessel's areas to be linked to the chain of approval. To define locations, first, make sure you are in the configuration section of the module. To do this, first, log into APP Crew Portal and navigate to Roster Planning > Configuration.

To get started, select the chain of approval to which a new location will be linked. For this, locate the Chain of Approval drop-down list and select one. On selecting, click the NEW LOCATION button to create a new location. This makes the Add/Edit Location dialog appear:

Within the dialog, set the following:

• Abbr. Enter a short name of the location.

• Location. Enter the location name.

• Department. From the drop-down list, select the department to which the location is linked.

• Access. Select the positions whom access to the current location is provided.

• Passive. Set the checkbox if you want to make the location inactive.

Click SUBMIT to save the location.

As a result, a new location appears in the grid:

Edit/Remove Location

The created locations are subject to updating and removing.

To update an added location:

1. Click the Edit  icon to open the following Add/Edit Location dialog:

2. Within the dialog, make the appropriate modifications.

3. Click SUBMIT to save the changes.
   
   
   

To remove an added location:

1.  Click the Delete  icon. The message appears on the screen:

2. Click DELETE to permanently remove the location or choose to click SET PASSIVE to make the record unavailable.

Assign Positions to Locations

As a manager, you can define the number of crew members required for a certain location as well as assign their positions to a location. Before getting started, make sure you have already added a location. For more information, see Add Locations.

To access the area where you can assign positions, first, log into APP Crew Portal and navigate to Roster Planning > Configuration > Locations:

In the Locations configuration area, click Add Position next to the added location record in the grid. On clicking, the Add/Edit Position dialog appears:

In the dialog, define the following fields:

• Position. From the drop-down list, select the position you want to assign to a location. In the drop-down list, the positions are extended with the department names to which the positions are assigned.

• Abbreviation. Enter a shortened form of the selected position. Abbreviation should be unique for each position.

• Sorting. Enter an order number in the list of records (where 0 means the first record in the list).

• Passive. Select the checkbox to make the record unavailable.

When finished, click SUBMIT to save the records.

As a result, a new position assigned to the location appears in the grid:

Edit/Remove Positions

The added positions are subject to both updating or removing.

To edit an added position:

1. Click the Edit icon to open the following Add/Edit Position dialog:
   
   

2. Within the dialog, make the appropriate changes.

3. Click SUBMIT to confirm the changes.
   
   

To remove an added position:

1.  Click the Delete  icon next to the selected position. The message appears on the screen:

2. Click DELETE to permanently remove the position or choose to click SET PASSIVE to make the record unavailable.

Define Default Watches

A watch is designed to assign regular periods of work types onboard a vessel.

To access the working area where you can define default watches, first, log into APP Crew Portal and navigate to Roster Planning > Configuration > Watch.

To create a watch click the NEW WATCH button. This makes the Add/Edit Watch dialog appear:

• Watch. Enter the name of a new watchkeeping duty.

• Passive. Select the checkbox if you want to make the record unavailable.

Click SUBMIT to save the records.

As a result, a new watch appears in the grid:

Now, you can determine the time frames for the created watch. Click NEW SHIFTS to open the Add/Edit Time dialog:

Within the dialog, fill in the fields:

• Work Type. From the drop-down list, select the work type you want to add.

• Start. Set the time when the watchkeeping duty begins. 

• End. Set the time when the watchkeeping duty ends.

Select the week days for which you want to apply the time registration.

As a result, a new time registration appears in the grid:

Assign Watches

You can assign the created watches to crew members' positions. To do this, first, log into APP Crew Portal and navigate to Roster Planning > Configuration > Assign Watch.

Now, make sure to select the proper location as well as the position to be affected and click ASSIGN above the grid. The Watch Properties dialog appears:

Within the dialog, proceed as described below:

1. From the Watch drop-down list, select the watch to which you want to assign a position.

2. Select a position or a multiple of them by setting the corresponding check boxes one by one or by using the commands below:

   • ALL selects all the positions listed.

   • INVERT changes the current selection such that everything previously unselected will now be selected and vice versa. If there is no selection, all the positions will be selected.

   • CLEAR cancels the selection of all currently selected positions.

   • Keep selection, if selected, preserves the selection for the next watch.

3. Specify the period for which you want to assign a watch. To do this, set the start and end dates by picking them from the calendars.

4. Click SUBMIT to confirm the changes.
   
   

As a result, the watch assigned to the position appears in the grid:

Below you will find the notes that may be useful when working with time blocks:

• On the roster, there are two possible time block colors: blue and green. Blue time blocks display standard watches whereas green ones stand for customized watches. 

• On the roster, you can navigate forwards and backwards by using the Forwards and Backwards buttons, accordingly. Otherwise, pick a date from a calendar.

To get to know on how to assign a batch of watches, refer to Assign Batch Watches.

Assign Batch of Watches

You can assign a number of watches to position(s). The batch assignment of watches is to be organized onto repeating cycles. To get started, navigate to Configuration > Assign Watch and click CYCLE ASSIGNMENT on the toolbar. This opens the following dialog:

To assign watches in batch, follow the steps below:

1. Add a watch. In the Watch Cycle section, click ADD and select the watch(es) to be affected.

2. Select the start date of the watch cycle. In the Start the watch on field, set the date when a watch cycle is to start.

3. Select the positions to be assigned to the watches. In the Select Positions section, set the corresponding check boxes one by one or use the commands below:

   • ALL selects all the positions listed.

   • INVERT changes the current selection such that everything previously unselected will now be selected and vice versa. If there is no selection, all the positions will be selected.

   • CLEAR cancels the selection of all currently selected positions.

   • Keep selection, if selected, preserves the selection for the next watch.

4. Specify the period in which you want to create cycles by using the options below:

   • to date. Set the end date of the watch cycle.

   • for number of Cycle. Set the number of cycles for the watch to last. The end date of the cycle is calculated by the formula: Period End = Number of Cycles x Number Of Watches x 7 days.

   • for number of weeks. Set the number of weeks for the watch cycle to last. The end date of the cycle is calculated by the formula: Period End = Period Start + (Number of Weeks * 7 days) - 1 day.

5. Click ASSIGN to view the multiple of waches displayed on the Assign Watch page:

Remove Time Blocks

To remove a single time block, select it and click the REMOVE button above the roster. Confirm the deletion when you receive a message.

To remove a range of timeblocks, on the roster, select the timeblock to be affected as the first one in the range and click REMOVE WITH FOLLOWING. Confirm the deletion when you receive a message. As a result, the selected timeblock along with all timeblocks that follow it will be removed.