Creating a Crew Activity

To add a new activity for a crew member:

1. From the HR Manager main menu, click Profiles under the Personnel menu.

2. Ensure that the crew profile to which you want to add an activity has been loaded. Use the Personnel search field to search and select the relevant crew profile.

Note: To use a previously saved list of crew, click the search icon in the Personnel search field to use the Personnel List feature on the Simple Search window. Use the drop-down function to select and load a list from the Personnel List section and click a crew member from the Search Result section to view his profile.

3. After you have loaded the crew profile record, click the Activity tab.

4. Click the 'Click here to create new record' link to create a new activity record. On the Activity screen, enter information in the following fields:

Note on the duration of the activity (as set in the Planned Start Date and Planned End Date fields): A back-end database-controlled configuration is available to allow you to specify the maximum length (in number of days) that can be set for an activity when planning it before an informational message is displayed by the System. For instance, if you specify this configuration as ‘365’ days and then attempt to create a new Activity with a duration that equals to or exceeds 365 days, the System will display a message indicating the length of the activity you are planning. You can choose to proceed or stop. This is to ensure that a realistic date is entered for the activity. Please note that this feature is a back-end database-controlled configurable feature. If you would like to explore the option of including this feature, please contact BASS Support.

Note on change to Reliever: If a crew member who has been assigned as a ‘Reliever’ for another crew member is removed from the Reliever relationship because there is a change to the Vessel name for the Reliever’s relevant Activity (under the Activity Information section), a message will be displayed giving you the option to notify other users that the crew member has been removed as a Reliever. If you elect to send the notification, an email window will be displayed for you to send details of the Reliever’s removal to other Users.

5. Click Save after you have completed your entries. A pop-up message will be displayed asking you if you want to create an EVCT activity automatically, where you can either choose Yes or No. Then, a Travel Request pop-up window will be displayed asking you if you want to create travel requests/pending travel requests for the activity. Select the relevant radio buttons to make the travel requests or click None, then click OK.

Note on Wage Validity: A back-end System configuration is available where, if the configuration is turned on, the System will check for any expired or invalid wages in an Activity or an Account Period and prompt you if any were found. The configuration can be set to either allow you to continue after the prompt or stop you from proceeding until the expired/invalid wages have been resolved. Please note that this feature is a back-end database-controlled configurable feature. If you would like to explore the option of including this feature, please contact BASS Support.

Note: If your System Administrator has turned on the Check Compliance auto-prompt feature, then when you Save the Activity, the Check Compliance pop-up window will display the validity of the selected crew member's licenses or training certificates. This pop-up window will only be displayed upon saving the activity. The Check Compliance screen can also be accessed by selecting an Activity record and selecting the Check Compliance link.

On the Check Compliance screen, the System will also display the number of cabins that are available/occupied in a vessel. This information is taken from the vessel’s Vessel Particulars – Owner tab – Manning sub tab – Accom. Available field.

For travel documents that are expired or doesn't comply with the requirements, select the check box on the left and click Create Document Request to directly request for a compliant/valid document.

Select the check box on the left and click Checked to indicate that you have checked the compliance of the document. The Checked Date, Checked By, Last Updated columns will be updated accordingly. To remove the Checked Date and Checked By information, click Clear.

Note: The second left-most column in the tables on this screen indicate whether the document is Mandatory (column for the record is displayed in a blue shade) or a Company Requirement (column for the record is displayed in a light blue shade). Indicators will be displayed in this column when the document is Not Held (denoted with a red indicator) and Expired (denoted with a yellow indicator). A legend is available on this screen for information on the various colors used in this column:

Note: You can select a particular Activity record on the Activity screen and click the Evaluation link to enter details of the crew member's evaluation during the activity. On the Evaluation screen, you can create a new evaluation record and also access the crew member's Crew Behaviour Report.

Note: You can select a particular Activity record on the Activity screen and click the Evaluation Summary link to view a summary of the crew member's evaluations and goals.

Note: You can select a particular Activity record on the Activity screen and click the Split Cost link to indicate the percentage of the cost that will be borne by the different vessels. The Payroll module will then carry out the calculations as necessary.

Note: You can select an Activity record and click the Checklist link to update the checklists for the activity. Select the check boxes and click OK to update.

Note: You can select an Activity record and click the Manning Fee link to enter the details of the manning fees. You can further indicate if any amount is to be charged to a customer, as well as specify the currency rate of the entered amount and view the amount in your System's base currency. The System will calculate the rate of exchange automatically.

Note: You can select an Activity record on the Activity screen and click the Send Email link to email the details of the activity to the crew member's Manning Agent.

Note: On the Activity screen, you can click in the Attachment column to upload any attachments, if needed. The Upload Manager will be displayed. Click the Add Attachment(s) button to browse and select the attachment that is to be uploaded. Click OK. The attachment will be uploaded and can be accessed the next time from the Upload Manager. To launch the Upload Manager again, simply click in the Attachment column.

Note: On the Activity screen, you can print out reports for each crew member for each activity. Select an Activity record and then click Print. A Report pop-up window will be displayed where you can then click the report that you want to generate. If you do not select an activity record first before clicking Print, the System will not generate your selected report.

Note: On the Activity screen, you can click the icons at the top-right of the table to Export to Excel and/or Export to Word ALL of the crew member's activity records to a Microsoft Excel and/or Microsoft Word file.