Crew Manager's Digitalized Operations
Proposing
At this stage, the Ship Manager view online all sourced, screened, matched and selected seafarers based on both Elvictor's and the Ship Manager's requirements being proposed.
These seafarers being proposed are proactively compliant based on the requirements that have been set by both above-mentioned parties.
The Ship Manager does not have to search his email inbox to retrieve his candidates' statuses and embarking seafarers out of his pool. The proposed, rejected, or postponed candidates are seen online, and the lined up or transferred seafarers scheduled to embark are provided on a structured list.
The Ship Manager reviews the online application report of the proposed candidate in two different formats:
From Sourcing and Application Stage
Ship Manager's Seafarers Employment Application as per the ISM of the company, thus the SEA
Applicant Report
Elvictor's Applicant Report contains:
Seafarer Information
Current License Rank and Proposed License Rank
If the seafarer is ex crew or new crew of Elvictor
If the seafarer is ex crew or new crew to the Ship Manager
Times being ex-crew to the Ship Manager and analysis of experience per vessel of the Ship Manager
Graphical representation of the seafarer's experience in vessel types and in engine types
Previous Sea Services Analysis
Documented evidence of the Previous Sea Service with scanned Seaman Book Page reference
Skills KPIs
Experience Matrix
Certification/ Documentation information and scans since proposal!
Next of Kin
Allotters and Dependents
Pending Training
Certification/Documentation to be renewed or expiring within less than 16 months
Travel Documents Information
Available information to Elvictor’s Applicant Report that can be embedded if the Ship Manager requests are:
- Contact information of Ship Managers seen in the previous sea services
- Questions placed by the system to the applicant and answers to these
- Detentions, Inspections, Incidents if any on the vessels placed in the previous sea services of the seafarer candidate
- Specific Application Questions that the Ship Manager sets and their answers.
- If the seafarer is ex-crew to view the previous appraisals that the Ship Manager has placed
- Consultation of ex-crew available and matching to this open placement
Ship Manager's SEA
The control document SEA of the Ship Manager is automated in Elvictor's Cloud System; thus, when the Ship Manager wants to review the candidate's application, they may review the Applicant Report of Elvictor and focus on their own SEA.
We have developed varying SEA controlled document automation, and we have also achieved officer matrix items and statistical items to be developed, as per the Ship Manager's SEA controlled document defines and depicts.
This allows enormous saving of working hours from the Ship Manager's Crew Manager, which may easily download, email, and store his/her controlled SEA document without filling it up and being compliant with the ISM audits and even for the TMSA3 Audits.
Features
Some of the features that are provided for the Ship Manager’s Crew Manager and crew department are:
Accept – Line Up Candidate
In this stage, the Ship Manager's Crew Manager, having revised the candidate from either Elvictor's Applicant Report or the Ship Manager's SEA controlled document, may press accept to line up the seafarer.
No email exchange occurs among the Ship Manager, Elvictor, and any network office. Everyone is informed simultaneously. A coded link is sent to the candidate's mobile phone through SMS, his mobile apps (Viber or WhatsApp) to his email, and his Facebook inbox, updating his new status.
We use multiple means of communication with the seafarer to inform him directly and be sure that if he changes his contact details, we may find him from the mobile apps and Facebook.
The seafarer confirms reception, and all parties are receiving the confirmation at once.
Hold Candidate
In this stage, the Ship Manager's Crew Manager, sees the seafarer applicants that are proposed and are still under evaluation by his/her company.
The Ship Manager's Crew Manager is also informed of any delay in decision-making for candidates proposed within a specified period of time.
Reject Candidate
In this stage, the Ship Manager's Crew Manager, having revised the candidate from either Elvictor's Applicant Report or the Ship Manager's SEA controlled document, may press reject to release from his/her list the candidate that does not fit to his/her company.
Transfer Candidate
In this stage, the Ship Manager's Crew Manager decides to shift an approved lined up seafarer from one vessel to another due to any last-minute change of schedule.
The network office and Elvictor are informed ad hoc, and the process of renewing any documentation from this transfer takes imminent effect.
No electronic bureaucracy is needed, like an exchange of emails or orders to revise the documents or whatsoever, the process is automated, and all parties are informed, and procedures have been triggered.
Request Teleconference Interview
In this stage, the Ship Manager's Crew Manager does not need to inform Elvictor of any potential teleconference with any proposed candidate. The Ship Manager clicks on a specified button and requests from any candidate for Teleconference.
The features provided here allow the Ship Manager's Crew Manager to set the date and time of the Crew Department's or any other Ship Manager's department convenience.
The candidate imminently received a coded HTML5 link with fields of accepting the invite for a teleconference or requesting another time or date, fully interacting with the Ship Manager without any email exchange. The whole process is automated until the parties finalize the teleconference agenda.
Put Notes
In this stage, the Ship Manager's Crew Manager for any candidate can place notes to remember for his/her next login.
View available ex-crew
In the SaaS Cloud Ecosystem dashboard, the Crew Manager is updated with the confirmed availability updates of his ex-crew members. Thus, instead of opening a request, the Crew Manager may schedule one of the non-scheduled ex-crews for a specific vessel.
The Crew Manager can filter per vessel the availability updates and monitor the open positions. The more scheduling is proactively done, the fewer open positions the Crew Manager will have to cover.
View Pool
In the SaaS Cloud Ecosystem dashboard, the Crew Manager may monitor his/her seafarers' pool, with features provided that allow him/her to do any combination and filtering and end up to the desired retrieval of the appropriately selected seafarer.
The retrieved seafarers from the Crew Manager's selection may automatically be allocated under any status provided above or scheduled for future opening.
Appraisals, debriefings, and pool coherence information is provided for the optimum decision-making of the Crew Manager.
Takeaways
Philosophy
The ecosystem of Elvictor provides transparent information through infographics and metric tools to the Ship Manager's Crew Department for fast and accurate decision making.
Proactiveness
To be proactive and provide the ultimate customer-centric approach and satisfaction, Elvictor has developed a dashboard-like Applicant Report for the proposal of any candidate, either ex-crew or new crew. This dashboard contains availability of the seafarer and readiness, KPIs and Benchmarking graphics, promotion options and statuses, officer matrix and company matrix compliance, and experience on: cargoes, inspections, pump types (for tankers), dry-dock, vetting, port state control. Thus, a holistic overview of the seafarer's experience and skillset is portrayed in this Elvictor's applicant report. Finally, the report lists pending items, such as certification and training that is missing or under revalidation or expiring.
Parametric Customization
The proposal to the Ship Manager is fully customizable. The Ship Manager's crew department may request some information to be included or excluded, some other metrics to be developed, and some information to be reordered based on their preference. We automate the SEA control form document of the Ship Manager. The Ship Manager's Crew Department personnel do not have to do any data entry and is provided at the proposal stage attached to Elvictor's Applicant Report.
Best Practice
Elvictor's digitalized ecosystem through the SaaS Cloud Intranet brings the seafarer closer to the Ship Manager and allows interaction through the innovative tools. Minimization of paperwork is visual and experienced from the Ship Manager's Crew Department, and the control over the process is attainable and proven. Procedures that may be needed in numerous email exchanges are done with just clicks of a button, and all parties are informed instantly. The speed and accuracy of recruitment are profound.
Paperless Operations
The Ship Manager's Crew Department Personnel collaborates and interacts online through Elvictor's SaaS Cloud Intranet and may accept or reject or postpone a proposal. At the same time, they may approve and transfer the candidate to another vessel and request teleconference through the collaborative tool provided in Elvictor's Cloud SaaS Ecosystem. All parties are informed, and there is no need for email exchanges.
Documented Evidence
There are online dashboards and reports that the Ship Manager's Crew Department personnel may view online that report in various ways the evidence of all tasks completed online. There are email tickers that are automatic and are sent instantly to the Crew Department of the Ship Manager's email inbox for log and future use.
