Crew Manager's Digitalized Operations
Briefing and Familiarization
Importance in the digitalization of the Ship Manager’s procedures is given to the briefing logistics and in the familiarization stage. Elvictor briefs the new seafarers and the familiarization process based on the Ship Manager’s objectives. For this reason, the following practices and digitalization collaboration tools are used for all parties to be in sequence and to be informed at the same time, following the procedural red tape strictly.
Briefing and Familiarization materials
The Ship Manager can drag and drop in any format per rank the briefing and familiarization materials in a drop zone in the SaaS Platform and perform the following tasks:
Schedule, update and circulate:
Which seafarer ranks to be informed and when these materials to be communicated
Material per rank
Material per company relation (ex-crew, new-crew)
Material per appraisal score
Develop and provide:
E-familiarization classes
Videos
Per rank presentations
Collaboration features
Due to the pandemic, Elvictor kept its innovations informing the parties involved through various collaboration features.
Concerning the new crew’s briefing and familiarization, before the new crew member visits Elvictor’s network office, the seafarer is informed with an automated coded HTML5 link to his mobile, mobile apps connected, and Facebook inbox.
The new-crew member receives the credentials for his free-of-charge access to the Elvictor’s SaaS Seafarers’ Intranet account through this link.
By logging in to his account, the seafarer can review all Ship Manager’s materials and document his login evidence.
In the SaaS intranet, the seafarer may use the scheduler and calendar, confirm his review of the material, and book a visit to Elvictor’s Network office. In this way, Elvictor, the Ship Manager, and the Network office, without old-fashioned communication means and hassle, are aware of the process and that the seafarer received the material. Seafarer upon lineup has the advantage of time provision for reviewing the material and being aware before the briefing and familiarization session.
Finally, the Ship Manager’s crew department is informed and possesses detailed documented evidence of the overall process until completing the briefing and familiarization.
Elvictor has also developed a tool that reminds the “zoom and teams” that is free of charge tool within the SaaS platform that allows the Ship Manager’s port captains and superintendent engineers to use it for further elaboration or to highlight top priorities, allowing them also to be present in the briefing and familiarization session.
The tools of zoom, teams, skype, and any other teleconference means are available depending on the Ship Manager’s likelihood.
Output Factors
Parties informed
The respected branch office(s) of Elvictor is informed
The Operations Center of Elvictor
The Ship Manager's Crew Manager
Seafarers
Results
Briefing and Familiarization with documented evidence and logs.
Advantages
The advantages for the Ship Manager’s Crew department are:
Documented evidence of Familiarization and Training
Ship Manager able at all times to update materials without bureaucratic procedures
Seafarers are informed ahead of the session
Scheduling and
Reporting
Automation of familiarization and briefing ISM controlled forms
Takeaways
Philosophy
Attain remotely to communicate essential items, like company-specific ISM files and manuals to the seafarers timely, for their review at their time convenience, before a thorough familiarization session, or in case of last-minute recruitments that do not allow ample time.
Proactiveness
Taking the example of the pandemic and the difficulties faced due to lockdowns of specific areas and not feasible transportation to the manning agencies, communicating and providing electronically the appropriate familiarization material offers a remote solution.
Parametric Customization
Briefing material and guidance through parametric customization, allow per rank per vessel to apostille through Elvictor's ecosystem the needed material to the proper recipient. A specific intranet screen with various features is provided for the Ship Manager to select and group the material per rank and even per vessel.
Best Practice
According to the exact Ship Manager's requirements criteria and policy, fully customizable familiarization material per rank per vessel. Due to the cloud technologies that Elvictor's ecosystem is developed, the reception of the material is available, and viewing of the seafarers who have received them, download them with reported time and date.
Paperless Operations
Fully digitalized procedures applied with many cloud features provided to the Ship Manager. A digitalized factotum of various activities and processes.
Documented Evidence
A list of log files and dashboards provides digitally documented evidence.
