West Asia Exports and ImportsShip Manning Division, Mumbai

Shipmate Application

Click to Proceed

Objectives Phase I Simple storage and retrieval of crew data. Elimination of paperwork. Quick Access to information. Storage of detailed information about applicants. Sorting and grouping of crew member lists. Vessel-wise Grouping / Rank-wise Sorting. Extensive Search capabilities. Manage Vessels and Vessel Details. Crew and Officers Status Management. Who-Where Information at click of a mouse

(Applied – Selected – On-Board – On-Leave). Extensive Reports. Cross linked features for round-trip access of

application.

Objectives Phase II Dual version software –Office and Web versions. Real Time Data Synch between both versions. 100% data integrity. Real Time Pre-filled Document Printing for -

1. Crew Contract Form2. Officer Contract Form3. Airlines Letter4. Letter to Master / Agents.

Manage Agent Information. Search Capabilities extended to Agents. Additional reports

1. On-Board Summary. (Officers & Crews)

2. On-Leave Summary.

3. Contract Expiry List.

4. Passport Expiry List.

Objectives Phase III Integrate With Training Software. Real Time Data Synch between Training Software

and Shipmate. Auto Synch / Manual Synch Options 100% data integrity. Predictive prompts to avoid data mismatch. Additional reports

1. Training Reports Through Shipmate

2. Test Results Reports Through Shipmate Contract Extension Facility. Search capability Extended to Training Reports

Tour of Shipmate - Login

• Secure Application.• No Access without right credentials

Tour of Shipmate - Menus

• The shipmate application after the implementation of the first 3 phases has the above 8 main features with sub features accessible within the main features.

SuperUserAdministrationShipmatesVesselsAgents TrainingReportsHelp

Tour of Shipmate – SuperUser

• Adding or removing users with access to application.

• Allows unlocking the integration lock between the training software and shipmate application (Web).

SuperUser

Tour of Shipmate - Administration

• Allows manual initialization of the db synchronization between office version and web version of shipmate application.

• Also allows to release the lock placed during the above db synchronization.

Administration

Tour of Shipmate – Shipmates

• Allows access to Core functionality of the shipmate application

• Manage Shipmate Information.

• Manage shipmate status

• Search for shipmates.

Shipmates

Tour of Shipmate – Vessels

• Allows access to manage the information related to the vessels of the organization.

• This manages the technical , registration and license information of vessels.

Vessels

• Allows access to manage the information related to the world-wide agents associated with the organization.

• Information is presented under 3 heads- Agent Address Book, Search for Agents and Agents List by Country.

Agents

Tour of Shipmate – Vessels

Tour of Shipmate – Training

• Allows access to the information captured from the Training Software after the integration software is executed from the training department and the db synch is performed between the web and office databases.

Training

DB SynchSoftware

Integration Software

Office version of Software and DB

Training & CES Test Software

Tour of Shipmate

• New Shipmate Information : Office Web Training.• Test and Training Information : Training Web Office.

• New Vessels Type / Ranks : Office Web Training.

Integration of Shipmate with Training and CES Test Software

Web version of Software & Web DB

Tour of Shipmate – Reports

• Extensive set of reports giving access to print information as and when required.

• Different Summary reports available.

• Different reports of document expiration available.

Reports

Tour of Shipmate – Help

• Detailed help of application available through the help option.

Help

Tour of Shipmate- Feature Details

Details of individual feature. Shows the required screen shots of

each feature. Shows the kind of data expected to

be entered with sample data entered.

Tour of Shipmate- New Applicants

Shows details of each tab on the new application entry screen.

Information about what information is to be stored for each applicant.

Shows sample data for each tab and associated tables.

Tour of Shipmate – Add New Shipmate

• The Add New shipmate feature is designed to capture all information as required for company, legal, customs and maritime regulations.

• Easy to use tabbed interface makes it very easy to move between the different information groups.

Application Details

Personal Details

Passport Details

Continuous Discharge Certificate

Academic Details

COC & Endorsements

CoursesReferencesOther Information

AssessmentSeaExperience

Tour of Shipmate – Application Details

• Easy to use “Type and Enter Interface”

• Auto navigation down the rows of the entry form.

• Use of Drop downs lists to minimize typing and restrict incorrect entries.

• Special controls for date entries

Application Details

Tour of Shipmate – Personal Details

Personal Details

• Easy to use “Type and Enter Interface”

• Auto navigation down the rows of the entry form.

• Use of Drop downs lists to minimize typing and restrict incorrect entries.

• Special controls for date entries

Tour of Shipmate – Passport Details

• Easy to use “Type and Enter Interface”• Auto navigation down the rows of the entry form.• Use of Drop downs lists to minimize typing and restrict incorrect entries.• Special controls for date entries.

Passport Details

Tour of Shipmate – Continuous Discharge Certificate

• Easy to use “Type and Enter Interface”• Auto navigation down the rows of the entry form.• Use of Drop downs lists to minimize typing and restrict incorrect entries.• Special controls for date entries

Continuous Discharge Certificate

Tour of Shipmate – Academic Details

• Easy to use “Type and Enter Interface”• Auto navigation down the rows of the entry form.• Use of Drop downs lists to minimize typing and restrict incorrect entries.• Special controls for date entries

Academic Details

Tour of Shipmate – COC and Endorsements

• Easy to use “Type and Enter Interface”• Auto navigation down the rows of the entry form.• Use of Drop downs lists to minimize typing and restrict incorrect entries.• Special controls for date entries

COC & Endorsements

Tour of Shipmate – Courses

• Easy to use “Type and Enter Interface”• Auto navigation down the rows of the entry form.• Use of Drop downs lists to minimize typing and restrict incorrect entries.• Special controls for date entries

Courses

Tour of Shipmate – Reference

References

Tour of Shipmate – Other Information

• Easy to use “Type and Enter Interface”• Auto navigation down the rows of the entry form.• Use of Drop downs lists to minimize typing and restrict incorrect entries.• Special controls for date entries

Other Information

Tour of Shipmate – Assessment

• Easy to use “Type and Enter Interface”• Auto navigation down the rows of the entry form.• Use of Drop downs lists to minimize typing and restrict incorrect entries.• Special controls for date entries

Assessment

Tour of Shipmate – Sea Experience

• Easy to use “Type and Enter Interface”• Auto navigation down the rows of the entry form.• Use of Drop downs lists to minimize typing and restrict incorrect entries.• Special controls for date entries

SeaExperience

Tour of Shipmate- Manage Status

Shows details of each tab on the manage status of applicants screen.

Information about what information is required and presented for each status.

Shows sample data for each tab and associated tables.

Tour of Shipmate – Manage Status

• This screen shows shipmates, grouped by their statuses like -. Applied, Selected, Standby, On-Board, On-Leave, Rejected, NTBT.

• Status change done by selecting the new Status and transfer button.• Printing of applications in same format as application form is provided.

AppliedSelectedRejectedReportedStandByMedicalVisa OnBoardOnLeaveNotJoinedNTBT

Tour of Shipmate – Applied

• The applied tab shows all new applications entered into the system.

• Applications entered on both web and office application are shown in this tab.

• The application numbers indicate the entry point for the application.

• Other information shown is rank applied for, next of kin and contact information.

Applied

Tour of Shipmate – Selected

• The selected tab shows all shipmates who have been selected after review of their applications.

• Grouping is in similar fashion.

Selected

Tour of Shipmate – Rejected

• The rejected tab shows all applications which have been rejected.• Reason for rejection entered by the recruiter is also shown on the

screen.

Rejected

Tour of Shipmate – Reported

• The reported tab shows all shipmates who have reported to office .

• Typically after the leave is over or • Shipmate is called for finalization after application is selected.

Reported

Tour of Shipmate – StandBy

• Standby tab as evident from name shows all selectable shipmates.

• These shipmates are like reserves or kept on hold for some reasons.

StandBy

Tour of Shipmate – Medical

• The medical tab shows the records of various medical clearances required as per maritime and international shipping regulations.

• Typical information : ILO examination results and flag under which clearance provided.

Medical

Tour of Shipmate – Visa

• The visa tab shows the visa processing status of the shipmates.

• The information presented is the country for which visa is sought, date of applying for visa, and date of issue and date of expiry of visa.

Visa

Tour of Shipmate – On-Board

• The On-Board Tab is the most important of all and contains information about all shipmates presently on board some vessel of the company.

• The information presented is the vessel, rank of the shipmate, CDC number, contract start and contract end dates, port of joining and type of vessel.

OnBoard

Tour of Shipmate – On-Leave

• The On-Leave tab shows the shipmates who are presently on leave.

• Information presented is : name, rank at time of leave, last vessel worked on, sign off date, reporting date and contact information.

OnLeave

Tour of Shipmate – Not Joined

• The not joined tab shows the information about the shipmates who are expected to join but have not joined.

• The information shown is name, vessel name, expected joining date, date of refusal/ reason for not joining.

NotJoined

Tour of Shipmate – NTBT

• The NTBT tab shows the names of the shipmates who have been earmarked as not to be touched again.

• This allows the recruiter to keep a tab on the repeat applications from the same person.

NTBT

Tour of Shipmate- Manage Vessels

Shows details of all submenus of the manage vessels screen.

Information about what information is required and presented for each status.

Shows sample data for each tab and associated tables.

Tour of Shipmate – Manage Vessels - Menu

• Shows list of all vessels on left hand side pane

• Officers list on right top pane.

• Crew list on right bottom pane.

Manage Vessels

Tour of Shipmate – Manage Vessels - Transfer

• Shows list of all vessels on left hand side pane • Officers list on right top pane.• Crew list on right bottom pane..

Transfer

Tour of Shipmate – Manage Vessels - Reports

• Shows list of all vessels on left hand side pane

• Officers list on right top pane.

• Crew list on right bottom pane.

Reports

Tour of Shipmate – Manage Vessels - Authentication

Tour of Shipmate – Manage Vessels - Add Vessels

Tour of Shipmate – Manage Vessels - Remove Vessel

Tour of Shipmate – Manage Vessels - Print Vessel Details

Tour of Shipmate – Manage Vessels Print On-Board Details

Tour of Shipmate – Manage Agents

Tour of Shipmate – Add Agents

Tour of Shipmate – Edit Agent Details

Tour of Shipmate – In-House Training Results (Print Preview)

Tour of Shipmate – In-House Training Results

Tour of Shipmate – In-House Training Results (Print Preview)

Tour of Shipmate – Pending Training

Tour of Shipmate – Pending Training (Simulate)

Tour of Shipmate – Pending Training (Print Preview)

Tour of Shipmate – CES Tests Results (options)

Tour of Shipmate – CES Tests Results

Tour of Shipmate – CES Tests Results (Print Preview)

Tour of Shipmate – CES Test Detailed Report

Tour of Shipmate – CES Test Detailed Report (Print Preview)

Tour of Shipmate – On-Board Summary (Officers)

Tour of Shipmate – On-Board Summary (Crews)

Tour of Shipmate – On-Leave Details

Tour of Shipmate – Contract Completing Employees (options)

Tour of Shipmate – Contract Completing Employees

Tour of Shipmate – Passport CDC COC Expiry Details (options)

Tour of Shipmate – Passport CDC COC Expiry Details

Tour of Shipmate – Passport CDC COC Expiry Details

Tour of Shipmate – Contract Extended Employees (option)

Tour of Shipmate – Contract Extended Employees