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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