Travel Module (Griffin Marine Interface)

Owned by Sigrid Kviteberg
Last updated: May 18, 2022 by Daria Chebotaieva
9 min read

Contents

Introduction

The Travel interface named Griffin Marine allows for a semi-manual process of booking flights in Adonis. Requested flights will appear in the module Travel, and it is possible to give access to this module to external users like a travel agent, or an in-house travel department. 

This article explains how to use the Travel Module in Adonis Personnel Manager with the Travel Interface set to Griffin Marine. 

Set-Up

Global Options

In Global Option | Travel Interface you need to select Griffin Marine.

General Codes

Airports and Airlines

Airports and Airlines must be added in General Codes. These are normally imported during installation, but if it is missing then contact support@adonis.no who will assist. 

Cost Codes

For each booking, it is possible to register the cost that occurs. You can set up which costs you want to have available for input in General Codes

Ports

Each Crew Change Port must be set up with the nearest airport. This airport will be used as the default arrival airport when traveling to the vessel, and as the default departure airport when traveling from the vessel. 

The airport is added by opening the specific port and then adding the airport in the Nearest Airport field. 

Person Information

To request a flight from either Crew Change of Data groups | Flights there is some mandatory information that needs to be added to the crew. 

  1. Home airport
    This will be used as the default departure airport when a person is traveling to the vessel, and as the default arrival airport when traveling from the vessel. 

     

  2. Passport.
    The information of a person's passport will be included in the flight request

Workflow and Process

The workflow of the Griffin Marine Travel interface can be described by the diagram below: 

Flight Booking via Crew Change Module

To access the Crew Change module, click the icon on Modules ribbon.

You should switch to the Flight Booking tab:

  1. Select the view in the View Filter section: From Vessel (for Off-signers)/To Vessel (for On-signers) to operate with.

  2.  the button will open Add Crew box containing all the crew that is assigned for the On-/Off-signing crew change respectfully.
    Tag pins that you want to book flights for & use the Copy Selection button to proceed. Crew members will be added to the Flight Booking tab:

     

  3. Information in fields with a yellow background can be changed before the flight is requested. 

     

  4. The fields Comment, Accommodation, and Transportation can be used for additional information, This will show up in the same-named columns in the Travels module, and be available for the person that will book the Travel.

     

  5. Use Remove/Delete button if you do not want to create a booking request for some tagged persons.
    Please note that it is only possible to remove a crew until you've sent a request using the Book button.

Book the Flight

Tag the PINs with status NONE & click the Book button under the Manage menu. The requests will be sent into the Travels module.

The status of the sent requests will be changed from NONE to FLIGHT_REQ

As of now, your flight booking can be found in the Travels module at the Flights Requested tab.

Change the Flight

If you have requested a flight and need a change, then please select the line and press Change Request. You can change the information as per the below screen. 

The flight will be moved from the Approved folder to the Change Requests tab in the Travels module. 

You can only request a change for a flight in the Approved state

Cancel the Flight

If the request has already been created/sent, you should use the Cancel button instead. Selected crew members will have their booking status Cancelled once this is processed by your travel agent).

If you cancel a booking with Flights_Req status, it gets the Cancelled status.

If you cancel an Approved booking, it gets the Cancel_Req status.

Flights Booking via Flight Details Data Group

A booking can be created in the Flight Details data group.
Please select the correct person in your crew list then switch to the data group.
You'll see the following screen:

New/Manual Book

to create flight booking.
It gets NONE status after saving.

Flight Request

tag the request that you would like to be processed by your travel agent & click the Flight Request button.
So, it will be sent to your travel agent. The status of the sent request will be changed from NONE to Flights_Req.

  • As of now, your flight booking can be found in the Travels module at the Flights Requested tab.

Delete/Cancel

use the Delete button if you do not want to create a booking request for a person.
Please note that it is only possible to delete a person's record until you've sent a request using the Flight Request button (with NONE status).
If the request has already been created/sent, you should use the Cancel button instead (crew member will have booking status as Cancelled once this is processed by your travel agent).

  • If you cancel a booking with Flights_Req status, it gets the Cancelled status.

  • If you cancel an Approved booking, it gets the Cancel_Req status.

View
or double-click the record

to see record details.

Change Request

Click if you would like to modify the details that have already been requested.
This will remove existing flight segments for a request & offer you to input data on another possible segment (this is possible only for bookings with Approved status).

Segments

to add/view flight segments.

Travel Costs

calls a pop-up window where you can add specific information related to the person's trip expenses.
This may be accommodation, taxi bills, etc.

  • Costs codes should be previously created in General Codes > Travel > Costs.

Use  button or command from right-click menu to create a booking for the tagged person.
In the Book Flight form input all needed information:

The vessel’s direction is selected.

  • If you set the Training check-box, select another Direction: 
    Departure/Arrival Airport and Vessel to be Charged are mandatory for any direction.
    To select an airport, click a button with dots near the airport field. Select Airport window will appear.
    It is possible to search airport names or airport codes. Just start typing and the program will prompt you a variant.
    Passenger Type, Nationality, Passport Country, Passport Expires, and Passport Number fields are filled in automatically
    (fetched from Personal Details and Travel Documents datagroups).
    Click  the button to leave some notes.
    Click OK to save the request.

 Once the request is created, it is added to the Flights Requested tab of the travel module (see follow-up Workflow in Travels Module section).

Follow-up Workflow in Travels Module

General

Once the request is created (via Flight Details data group or Crew Change module), it is added to the Flights Requested tab of the Travels module.

Each request offers you an expanded list with the description of flight options that are related to your itinerary (flight connection, transit airports, etc.).
To access it, click  the icon on the Modules ribbon.

To have access to this module the user level must have corresponding rights set for routine 353: Travels in Adonis Control Center.

You'll see the next screen and use the View Filter to switch between From/To Vessel pages to see corresponding requests.

Flights Requested tab displays the requests that were created in the Flight Details datagroup/Crew Change module.
The cancel Requests tab displays the requests that were canceled in APM but not yet canceled by the travel agent. Once they are, the system moves them to the Cancelled tab.
Change Requests tab displays all bookings that were modified to change departure/arrival details as per the initial request.

Flights Requested tab

In this section, the Travel Agent should input related costs and add a suggestion of flight segments.

The Crewing Manager can then check this information, and then select the Approve button to confirm that one agrees on the offered flight segments and costs.  This operation can be performed for several bookings simultaneously by tagging the applicable records. 

To add the flight segments and information, it is possible to use the Import functionality.  This will import a copied pasted text string with the segments directly from Amadeus. The flights are linked via the Purchase Order field. The status is automatically set to Approved & bookings are moved Approved tab.

The expired button sets the status of tagged bookings to Expired & moves them to the Expired tab.
Move Expired Requests button is used when Arrival Date (for Joining flights) or Departure Date (for Leaving flights) is greater than the current date. Requests are set to Expired status & moved to Expired tab. You don't need to tag any records, the whole displayed list for requested flights is being checked.
Travel Costs button calls a pop-up window where you can add specific info related to the person's expenses that correspond to a trip. This may be accommodation, taxi bills, or others. The grid also displays the total amount of expenses but does not distinguish if these are in different currencies (e.g. USD 100 & EUR 200 are displayed as 300).

Update button calls a pop-up window allowing you to modify data for a batch of tagged records.

Note that normally the Vessel column displays the value that corresponds to the selected Vessel To Be Charged. Usually, it is the same as the crew change vessel. But if they differ, the Vessel field displays two values (first - for crew change Vessel; second - for Vessel To Be Charged) separated by a semicolon.

Please note:

  • If a flight canceling is the result of manipulations in the Rotation module (modifying shift dates for a crew member), then the flight is set to Cancel_Req status.

  • A new booking is not created.

Adding Cost

You can add costs related to the Travel only when the flight is in not an Approved state. The items available are defined in General Codes. 

For any cost added, it is possible to add comments directly to the record. Amounts can be added in any currency as needed.

Cancel Requests tab

This will show any flights that from the Crew Change or Flights data group have been requested to cancel. 

The Travel Agent should tag the records and mark Confirm Cancel when completed. This will move the requested cancellations to the Cancelled tab. 

Change Requests tab

In Crew Change or from the Flights data group it is possible to request a change to any flight bookings that are in the Approved state. 

The same functionality as in the Flights Requested tab is available. 

Approved tab

Any approved flights will always be shown in this tab. Changes to Segments can still be performed for Approved flights. 

Canceled tab

Any flights from Cancel Requests that have been confirmed as canceled will remain in this tab for history purposes. 

Expired tab

From the Flights Requested or the Change Requests tabs it is possible to tag bookings and mark them as Expired and then use the Move Expired function to move them into the Expired tab.
Any such expired requests will remain here for historical purposes.

Reports and Crew List Views

Crew List Views for the different statuses can be added to the system. Please contact support@adonis.no if they are not already included. 

Other reports can be requested from our Professional Service team in any needed format.