Elvictor's Innovative Cloud Tools

Cloud Audit

Audits are essential for measuring the compliance of our Crew Management and Manning services and our professional network of Representation Offices globally. Ship Managing Companies should be able to monitor at any given time the compliance towards the procedures and guidelines that have been provided to the Crew Management or Manning offices they cooperate with, as well as all necessary records required by international regulations.

In the case of Tanker Vessels Managing Companies, the audits are of higher importance than other vessel types, simply because the charter is mainly dependent on vetting inspections that, among others, assess the competence and proficiency of the crew. Besides the Wet Sector, with the emergence of the Dry Bulk Management Standard (DBMS), the TMSA equivalent for the Bulk Carriers, vetting inspections are also expected to play a significant role Dry Sector in the foreseeable future.

In Elvictor, we have understood the importance of a live cloud tool where our Clients may have a quick, compendious look at the status of various records and documents of our offices, suppliers, and crew, relevant to their fleet.

Through their ERP Interface, our Clients may visit the Cloud Audit tool and inspect, as well as download the following records and data:

Branches – Agents

Here, the Clients can inspect and download the required Documentation of the local Representation Offices of ELVICTOR GROUP, responsible for handling their crew’s recruitment and placement.
Up-to-date records of the mandatory National Licenses and MLC Certificates, as well as the essential ISO Accreditations of our local offices, are listed and available for inspection and to be downloaded in this section. Our clients can also inspect and view records of past Audits carried out by the Group’s Head Office to the Local Representation Offices. Finally, our Clients may check and download what we call Bridge Letters issued by our Company and attest to the Agreement between the Group and the local Representation Office. Those Letters are of great importance when our Clients are called to prove to the Auditors, Inspectors, and Surveyors the relationship of their Contracted Manning or Management Office, i.e., ELVICTOR GROUP with the signatory entity cited on the Contract of Employments of their Crew.
The System displays with Red Color those documents that are near to their expiration for easy reference. Our System also offers the possibility to download the list in an editable EXCEL File.

Medical Clinics

In this section, our Clients can inspect and download required Documentation of the Clinics where their onboard crew has passed their Pre-Employment Medical Examinations.
Up-to-date records of the Clinics’ License, Accreditation, Registration Certificate, or any other document applicable to a specific country’s laws may be traced and downloaded in this section. The required Approved Medical Practitioners Lists and Certifications are also available in this section. Last but not least, any ISO Accreditations that Clinics may hold are listed in this section.
Clients Crew may be handled by various Representation Offices globally; therefore, the list of Clinics may be sorted by a specific Office handling part of the crew, a particular vessel of the fleet, or both.
The System displays with Red Color those near their expiration dates for easy reference. Our System also offers the possibility to download the list in an editable EXCEL File.

Principal Legal Documents

In this section, our Clients can trace and download necessary Legal Documentation, usually requested during MLC and other types of inspections.
Fore and foremost, the Manning and/or Management Agreement between ELVICTOR GROUP and the specific Client, as well as any associated document, may be found and downloaded in this section. Also listed and available for download are the Power of Attorneys, the document that authorizes the Person in Charge of the applicable Representation Offices to sign the Crew Contracts of Employment. Last but not least, and for the Philippines’ specific regulations, our Clients can trace and download their Company’s accreditation from the Philippines Overseas Employment Association (POEA).
The System displays with Red Color those near their expiration dates for easy reference.

Vessels Documents

In this section, our Clients can trace and download necessary vessel-specific Legal Documentation.
The Collective Bargaining Agreements governing the Crew Employment Agreements applicable to each vessel are listed in this section and are available for download. Associated documents such as ITF/IBF Cards and ITF Special Agreements are also listed in this section. In case our Clients have provided their vessels’ Registry Certificates and Safe Manning Certificates, those documents will be available in this section for quick reference and download.
The System displays with Red Color those near their expiration dates for easy reference.

Crew Documents

In this section, our Clients can view the crew list of any period for their fleet and inspect and download required crew licenses and other related documents, as well as any other specific record.
As in a typical Crew List, the System primarily displays the seafarers’ rank, the System’s ID code, name, age, employment status, and dates that they have signed-on and signed-off. Following those first details, the System displays the STCW license type that each crew member holds and the license’s Verification, both with the option to be downloaded. Next in line is the issue date of the Crew’s Pre-Employment Medical Examination (PEME) certificate and the Clinic used, as well as the issue date of the Drug & Alcohol Test certificate, both with the option to be downloaded. Subsequently, our Clients may verify if the Contract of Employment and the Terms of Employment are uploaded and download the record for their perusal. After that, our Clients can check and download the Dispatch List (a record that described all the documents that our local office has handed over to the crew before sign-on) and the PPE Acknowledgement Form (a record that described the type and amount of PPE that handed over to the joining crew). Our Company’s procedures mandate that each seafarer, proposed to join our Client’s vessels, shall carry out a Competency Test as a primary assessment of their professional knowledge and English language abilities. Therefore, the next column displays the date of both tests with an option to download relevant certificates. As our ERP is fully customizable, next in line is a free column where our Clients may select specific records to appear and be readily auditable at a glance. Those documents may vary from various legal documents to training records, management system forms, and any other requested record. Coming to an end, the System displays the Next of Kin’s name and relationship that each seafarer has declared, a full downloadable copy of the Seaman’s Book with all previous employments, and finally, the name of the local Representation Office that has handled the recruitment of the specific seafarer.
Our System also offers the possibility to select any specific time range to display all the above data and to download the list in an editable EXCEL File.

Elvictor's Innovative Cloud Tools

Cloud Audit

Branches – Agents

Medical Clinics

Principal Legal Documents

Vessels Documents

Crew Documents

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Elvictor's Innovative Cloud Tools

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