Creating a New Training record

Creating a New Training Record

Using this feature you can store details of trainings and courses attended by a crew member or courses that have been planned for a crew member. This helps you gauge the level of expertise held by a crew member in terms of his job. In addition to this, the various costs that are associated with the training can also be tracked in the System and you can further identify which cost center was used for this purpose; for instance, vessel or company.

Screen Navigation: Personnel - Profiles - Training tab

Adding a Training Record

To enter new training details attended by 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 a new training record 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 Training tab.

4. Click the 'Click here to create new record' link to create a new training record. On the Licenses/Training screen, ensure that you have the Details tab open and enter information in the following fields:

Field	Description
Training	Use the Lookup function to select the training that the crew member attended.
Start Date	Use the calendar function to select the start date of the training.
End Date	Use the calendar function to select the end date of the training.
Status	If this training has been completed, then, select 'Completed'. However, if this is a new training that the crew member is to attend, select 'Approved'. This training will then appear in the Training Planner where the actual training dates can be planned.
Days	The number of days the crew member attended the training will be automatically calculated based on the Start and End Dates selections.
Expiry Date	Select ‘None’ in the Status field to enable the calendar function. Entering a date in this field helps the System to track the expiry of the training certificate. If a certificate has expired, it will be highlighted in red in the table under the Training tab. If you select ‘Permanent’ in the Status field, it means that the license has no expiry date. Note: The Expiration Status column under the Training tab will display the following statuses based on these Expiry Date conditions: Permanent - If the Status is selected as 'Permanent'. None - If the Status is selected as 'None' and no Expiry Date is entered. (Blank) - If the Status is selected as 'None' and an Expiry Date is entered.
Conducted At	Use the Lookup function to select the country where the training was conducted.
Conducted By	Enter the name of the trainer who conducted the training.
Certificate No.	Enter the training certificate number.
Training Center	Use the Lookup function to select the training center where the training was conducted.
Location	Enter the location of the training.
Result	Use the radio button to select the result of the training, whether it is Pass, Fail or N/A.
Certificate No	Enter the training certificate number.
Verified By	Enter the name of the person who verified this training.
Verified Date	Use the calendar function to select the date the verification was made.
Bond	Select this check box if the crew member is to be bonded to the company. Selecting the check box will enable the Month field where you can enter the duration that the crew member is bonded to the company. If he has been bonded due to this training then this information will appear in his profile record under the Employment - Bond sub tab.
Internal	Select this check box if the training was conducted internally.
Invoiced	Select this check box if your company has already been invoiced for the cost of the training.
Total Amount	The total amount cost of the training will be automatically populated from the information entered under the Cost tab.
Bill No.	Enter the bill number of the charge.
Invoiced Date	Select the date of the invoice.
Comments	Enter any additional comments pertaining to the training, if needed.
Crew	The name of the crew member who attended the training will be automatically displayed.
Manning Agent	The name of the crew member's manning agent will be automatically displayed.
Email Icons	Click the e-mail icon to e-mail the crew member and/or his manning agent about the training.
Last Sent	The fields display the date the e-mails were sent to the crew member and/or his manning agent.

5. Move on to the Feedback tab to enter Comments and Suggestion regarding the training, as well as to Rate it.

6. Move on to the Cost tab to enter the costs of the training.

Click the '+' icon to add a new cost information and enter the Cost, Date, Currency and Amount on the Training - Assign Cost window that is displayed.

Note: In the Charge To field, if you select options ‘None’ or ‘Crew’ from the drop down menu, the System will automatically disable the Charge Description field. However, if you select options ‘Company’ or ‘Vessel’, the Charge Description field will be automatically enabled. In the Reimburse To field, if you select options ‘None’ or ‘Crew’ from the drop down menu, the System will automatically disable the Reimburse Description field. However, if you select options ‘Company’ or ‘Agent’, the Reimburse Description field will be automatically enabled.

7. Click Save to save all your entries. The training record you have just created will now be listed in the table under the Training tab.

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